Government of Andhra Pradesh
Forest
Department
|
Ref.No.12060/2004/PMU-III/1
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Office
of the Prl.Chief Conservator of Forests,
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|
Dated: 4-08-2004.
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Andhra Pradesh, Hyderabad.
|
Sri.S.K.Das,
IFS,
Prl.Chief
Conservator of Forests
Sub: - APFD Execution of works through VSS Observing transparency -
Issuing of certain guidelines Regarding.
Ref: - Circular No.4/2004 communicated
vide PCCF Rc.No.12060/2004
/PMU-III/1, Dt.15.04.2004.
******
Detailed guidelines have been issued about delegation of financial power and execution
of works through VSS vide circular No.4/2004. It is a fact that
a large No of works have been implemented in vss
areas under APCFM. All the works should be implemented in a simple
way that gives transparency in the working of the Forest Department
as well as functioning of the VSS. The following steps are to
be followed in order to execute the works in a very transparent
way.
- Annual Working Plan (AWP) should be prepared and
approved as per circular No.4/2004. At the beginning of each
financial year every VSS should prepare annual work plan. It
should be forwarded by the concerned FBO/FSO, Forest Range Officers
and Sub-DFO to the DFO. AWP has to be approved by the respective
DFO. This will ensure the involvement of all the stakeholders
to know atleast the various components of the Annual Work Plan
at the beginning of the financial year.
- Estimates should be sanctioned before taking up
works. This is essential for systematic and timely execution
of works. Timely execution of works will yield better results
besides giving sufficient scope for rectification of them, if
need be.
- Sanctioned estimates should be translated into Telugu,
the mother tongue of the local communities as well as staff. They will feel more confident if it is
supplied in Telugu. This
will make them to understand the component/ item of the work
easily while executing.
- The copies of the estimates in Telugu should be
supplied to all the Managing Committee members. The estimates
in their language will make the MC members enthusiastic in planning,
supervising and monitoring the execution of works themselves. This is real empowerment.
- The details of the AWP should be displaced at prominent
places like Panchyat Office or Community hall in pictorial way
and in numbers, for eg. If the AWP is 2.5 lakh for a VSS, it
can be exhibited in pictorial way by showing two big bundles
of rupees and five small bundles of rupees for a given activity
which also should be shown in a pictorial way.
- The fund application should be submitted to the
DFO by the VSS. through
ABO/FBO/FSO/FRO/ Sub-DFO along with a copy of the estimate,
resolution recommendation. This will take into account the
consents of each and every stake holders involved in the process.
- The funds should be released to the joint account
of VSS. The DFO should issue proceedings releasing funds as
requested after proper scrutiny. The funds can be released on
a quarterly basis in the form of cheques or demand drafts duly
marking the copies of the proceedings to the concerned FBO/FSO,
Forest Range Officer and Sub-DFO.
- Execution of works should be done by the VSS as
per the estimate under the technical guidance of the forest
department. Frequent field visits by the FBO/FSO and FRO during
execution will improve the quality of work tremendously.
- Check measurements should be done as per delegation
of power detailed in circular no.4. All the field functionaries
of the forest department to check measure the works after recording
the M.B should take the responsibility. This will definitely
ensure proper execution of works. It will thus certainly enhance
the image of the forest department.
- The bills/vouchers should be passed for payment
after check-measurement only. Payment to VSS should be done
promptly without causing any inconvenience to them once the
work is executed, recorded and check measured. This will be
one of the indicators of transparency to judge the functioning
of VSS under APCFM.
- The VSS should issue cheque from Government account
to VSS account for the amount, for which the work has been done
and bill has been passed. The payment to the VSS members would
be made by drawing funds from the VSS account as per the muster
roll maintained in the presence of as many members of the VSS
as possible to bring an element of transparency in the VSS functioning.
This can be done by the VSS Chair Person and Vice Chair Person
at required and feasible interval and frequency.
Sd/-S.K.Das
Prl.Chief Conservator of Forests
To
All the Conservators
of Forests, Adilabad, Ananthapur,
Hyderabad, Guntur,
Rajahmundry, Nizamabad,
Khammam,Kurnool,Warangal , Vishakapatnam, Wild
Life Management circle Tirupathi, Filed Director
Project Tiger Srisailam, Research
and Development circle Hyderabad, Monitoring Evolution Project
Hyderabad, APFA Dulapally, Planning and Extension Circle Kadapa, Vijayawada, Hyderabad, Warangal, Vishakapatnam.
Copy to State
Siliviculturist Tirupathi, Rajahmundry, Hyderabad, Forest Genetist
Warangal.
-//t.c.b.o//-
Superintendent
Annual
Work Plan (VA -1)
Division:
Range: Section:
VSS:
Year:
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Activity
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Physical target
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Financial target
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Remarks
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Training programmes conducted at VSS level
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Forest
management operations
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Rejuvenation of degraded teak forests
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Advance operations
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Creation
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Ist year maintenance
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2nd year maintenance
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SMC works
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Fire management works
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Rejuvenation of degraded misc. forests
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Advance operations
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Creation
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Ist year maintenance
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2nd year maintenance
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SMC works
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Fire management works
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Rejuvenation of degraded bamboo forests
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Advance operations
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Creation
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Ist year maintenance
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2nd year maintenance
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SMC works
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Fire management works
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Rejuvenation of degraded red sanders forests
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Advance operations
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Creation
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Ist year maintenance
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2nd year maintenance
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SMC works
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Fire management works
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Plantation of NTFPs etc. On plain lands
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Advance operations
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Creation
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Ist year maintenance
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2nd year maintenance
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SMC works
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Fire management works
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Plantation of NTFPs etc. along slopes
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Advance operations
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Creation
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Ist year maintenance
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2nd year maintenance
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SMC works
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Fire management works
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Afforestation with medicinal plants
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Advance operations
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Creation
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Ist year maintenance
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2nd year maintenance
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SMC works
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Fire management works
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Harvesting operations
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Nursery works
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Village /Tribal
development activities
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Development of infrastructure
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Income Generation Activities
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Resettlement Action Plan
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R&R Grant
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Training activities
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Income Generating activities
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Administrative costs like contingencies,
facilitation, meeting expenses etc.
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Total
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The above works have been incorporated after
discussing in the meeting of the VSS held on ----------------.
Chairperson (signature)
Vice
Chairperson (signature)
Managing
committee members (signature)
Forwarded after scrutiny for approval
Forest Beat Officer / Forest Section Officer
(signature)
Forest Range Officer (signature) Sub Divisional Forest Officer(signature)
Resolution
of VSS for release of funds (Fund application) (VA-2)
Division:
Range: Section:
VSS:
Year: Quarter: (indicate months included)
The managing committee of the VSS ------------
its meeting held on ----------resolved to request the DFO ------------------for
release of funds as detailed below:
|
Activity
|
Total outlay for the year
|
Amount released till previous quarter
|
Expenditure till previous quarter
|
Balance available
|
Funds now required
|
Remarks
|
|
Training programmes conducted at VSS level
|
|
|
|
|
|
|
|
|
|
Forest management operations
|
|
Rejuvenation of degraded teak forests
|
|
Advance operations
|
|
|
|
|
|
|
|
Creation
|
|
|
|
|
|
|
|
Ist year maintenance
|
|
|
|
|
|
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2nd year maintenance
|
|
|
|
|
|
|
|
SMC works
|
|
|
|
|
|
|
|
Fire management works
|
|
|
|
|
|
|
|
Rejuvenation of degraded misc. forests
|
|
Advance operations
|
|
|
|
|
|
|
|
Creation
|
|
|
|
|
|
|
|
Ist year maintenance
|
|
|
|
|
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2nd year maintenance
|
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|
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SMC works
|
|
|
|
|
|
|
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Fire management works
|
|
|
|
|
|
|
|
Rejuvenation of degraded bamboo forests
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|
Advance operations
|
|
|
|
|
|
|
|
Creation
|
|
|
|
|
|
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|
Ist year maintenance
|
|
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2nd year maintenance
|
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|
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|
|
SMC works
|
|
|
|
|
|
|
|
Fire management works
|
|
|
|
|
|
|
|
Rejuvenation of degraded red sanders forests
|
|
Advance operations
|
|
|
|
|
|
|
|
Creation
|
|
|
|
|
|
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Ist year maintenance
|
|
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|
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2nd year maintenance
|
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|
SMC works
|
|
|
|
|
|
|
|
Fire management works
|
|
|
|
|
|
|
|
Plantation of NTFPs etc. On plain lands
|
|
Advance operations
|
|
|
|
|
|
|
|
Creation
|
|
|
|
|
|
|
|
Ist year maintenance
|
|
|
|
|
|
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2nd year maintenance
|
|
|
|
|
|
|
|
SMC works
|
|
|
|
|
|
|
|
Fire management works
|
|
|
|
|
|
|
|
Plantation of NTFPs etc. along slopes
|
|
Advance operations
|
|
|
|
|
|
|
|
Creation
|
|
|
|
|
|
|
|
Ist year maintenance
|
|
|
|
|
|
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2nd year maintenance
|
|
|
|
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|
SMC works
|
|
|
|
|
|
|
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Fire management works
|
|
|
|
|
|
|
|
Afforestation with medicinal plants
|
|
Advance operations
|
|
|
|
|
|
|
|
Creation
|
|
|
|
|
|
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Ist year maintenance
|
|
|
|
|
|
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2nd year maintenance
|
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|
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|
|
SMC works
|
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|
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|
|
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Fire management works
|
|
|
|
|
|
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Harvesting operations
|
|
|
|
|
|
|
|
Nursery works
|
|
|
|
|
|
|
|
Village /Tribal
development activities
|
|
Development of infrastructure
|
|
|
|
|
|
|
|
Income Generation Activities
|
|
|
|
|
|
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Resettlement Action Plan
|
|
R&R Grant
|
|
|
|
|
|
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|
Training activities
|
|
|
|
|
|
|
|
Income Generating activities
|
|
|
|
|
|
|
|
Administrative costs like contingencies,
facilitation, meeting expenses etc.
|
|
|
|
|
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Total
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It
is requested to release the above funds to Joint account No.--------------held
in ------------(name of bank)
Chairperson
(signature)
Vice
Chairperson (signature)
Managing
committee members (signature)
Forwarded after scrutiny with recommendation
to release
Forest Beat Officer / Forest Section Officer
(signature)
Forest Range Officer (signature)
Sub Divisional Forest Officer (signature)
Watch
register for recommending advances to VSS (VA -2A)
Division:
Range: Section:
|
Name of VSS
|
SO No.
|
Item of work
|
Total amount sanctioned
|
Unspent amount by end of previous month
|
Amount now requested
|
Amount recommended for release
|
|
1
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2
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3
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4
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5
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6
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7
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Register
Of Meeting And Resolutions:(V.A.3)
Name of the V.S.S. Beat
Section:
Range:
Division;
|
Sl.No.
|
General Body meeting/Managing
Committee Meeting
& Date of Meeting.
|
Names of
Members
Who attended the meeting
|
Signature/
Left Hand
Thumb
Impression
|
Details of resolution
Passed.
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Action taken
(If action is taken, it shall be informed
in next meeting and entered)
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1
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2
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3
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4
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5
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6
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Form
for release of funds (VR -4)
Rc.No.-------------Dt---------- Office
of the Divisional Forest Officer -------
Present:
Sri -----------------
Sub: APCFM Project Execution of works during
20 -- - -- - release of funds regarding.
Ref: 1. Resolution dated ---------from-------------VSS
OF -----------Section ----------Range-----------Division (insert
as many references as no. resolutions)
2.
Letter dt. ------------from -------------FRO -----------------
(insert as many references as no. resolutions)
In
the reference 1st cited, resolutions have been received
from VSSs for release of funds for execution of works that are
covered by sanction. The same have been recommended by FRO---------in
the reference 2nd cited. Upon due scrutiny of these
resolutions and in view of the recommendations as detailed above
following funds are hereby ordered to be released to the joint
accounts of the VSSs as detailed below as advances for execution
of works for which funds have been sought:
|
Sl. No.
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Range
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Name of VSS
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Account No. and Name of Bank
|
SO No. and date
|
Total amount sanctioned
|
Items of works for which funds are now
released
|
Amount of fund released
|
|
1
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2
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3
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4
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5
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6
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7
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8
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The above releases are
for the --------quarter covering months (-------------------).
The above funds are
to be utilized for the works sanctioned in the respective SOs
as detailed above and there shall be no deviation to this.
These funds shall be
treated as advance and the same shall be recovered by way of work
done in the manner prescribed in G.O.Ms. No. 2 EFS&T (For
III) Dept. Dt. 7.1.2004
Divisional
Forest Officer
To,
The Chairperson
------------------VSS, ---------Section -----------Range
along with Cheque /DD No.-------------Dt. ---------------drawn
on -----------, -----------
Copy to Sub DFO -----------/FRO -----------/
FSO ------------- FBO ------------
Copy to Accounts Superintendent -----------Copy
to ----------section
Division Level
Ledger For Receipt And Payment of VSS (V.A. - 5)
Page :
VSS:
Joint
Account No.
V.S.S.Code:
Name of Bank :
Section:
Range:
Division.
Year:
|
Details
of Receipts.
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Details
of Expenditure
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1
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2
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3
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4
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5
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6
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7
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8
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9
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10
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Date
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Proc.No.of Divisional Forest Officer.
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Date
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Details of amount sanctioned
(Rs.)
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Cheque/
D.D.No.
& Date
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Date
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Vr.No.
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Mode of payment Cash/Cheque
No..
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Details of amount paid.
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Page No.of VSS.Cash
Book.
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Total receipts by end of Month:
.Rs..
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Total expenditure by end of Month:
.Rs.
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Balance at the end of Month:
.. Rs.
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Divisional
Forest Officer.
Watch
register for receipt and passing of vouchers / bills (VA 5 A)
(to
be maintained by FBO, FSO, FRO)
Division:
Range:
Section:
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Month
|
SO No.
|
Item of work
|
Unspent amount by end of previous month
|
Amount recovered through vouchers
|
Balance to be recovered
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Vr. No.
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Amount
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1
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2
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3
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4
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5
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6
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7
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Voucher
/ Bill format VA 6
Voucher / Bill No. ----------- Date ------------
Division: --------
Range: ------- Section:
------------ VSS: --------------
Scheme: --------------
Head of Account: -----------------
(to be filled by FSO/FRO)
S. O. No.: --------
Date: ----------
MOU No.:----- Date: --------
Nature /Item of Work: -----------------------------------------------------------------------------
Period of execution: ---------------------------
Quantity of work: ----------Unit: ------ (give
measurement as applicable)
Unit Rate: ----
Measured by: --------------Date of measurement:
------ M. Book Page No.: ------
Check measured by: --------------- Date of check measurement: ----------
Amount: ------------- (In words as well as
in figures)
Name/s of payees: refer page no. of Muster
register (Book No.
Page No. )
Paid by me
Chairperson
Witnesses:
1.
2.
----------------------------------------------------------------------------------------------------------------
To
be filled up by FSO / FRO
Passed for Rs. ------------------ (Rupees ----------------------------------in
words)
Date:
Forest
Section Officer/ Forest Range Officer
----------------Section/Range
Hand
Receipt (VA - 6A)
Paid by cash
Voucher No.
Paid by me
Dated:
Paid by cheque
Paid by cheque
Received from
.
the sum of Rs(
)in
words
..
Name of work/.purpose
for which payment is made
Date:
..
Witnesses:
Signature of payee.
VSS
Cash Book (VA 7)
(Receipts
and Payments Register)
VSS:
VSS Code: Section:
Range:
Division:
Year:
Month:
|
Date
|
Receipts
|
Payments
|
|
|
Amount
|
Cheque /DD No. and Date
|
From whom
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Purpose
|
Resolution No. and date
|
Amount
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To whom paid
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Vr. No.
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Purpose of payment
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1
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2
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3
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4
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5
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6
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7
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8
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9
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10
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Chairperson (signature)
Vice Chairperson (signature)