Manual-1

Manual-1

Power

Brief Gist of the contents

List of regulations, instructions, manuals and records

List of regulations, instructions, manuals and records

Frequency of meetings

Particulars of Organization, Function and duties

[Section 4(1)(b)(i)]

1.Aims and objectives of the Organization: -

a) To render Relief to the distressed people at the time of natural calamities and disaster.

b) Functioning control Room.

c) To deal with the emergency matters.

d) To deal with the Red cross matters of the district.

2.Mission/Vision: -

Dist emergency deals with

i) Emergency matter like flood , cyclone, earthquake, tornado, fire accidents, hail storm, lightening , thunder squall , volcanic eruption , heavy rain etc. and different type of disaster and calamities .

ii) Relief , rescue and evacuation..

iii) Gratuitous relief.

iv) Assistance to cultivators.

v) Assessment of crop loss and loss of life and property at the time natural calamity.

vi) Grant of HB Assistance and exgratia.

vii) Submission of UC to government.

viii) To render help to the distress people from Red cross branch of the district.

3.Brief history and background for its establishment: -

Deogarh district was created out of sambalpur district vide Revenue & Excise Deptt. Notification No. 56113 ft.22.12.1993 and functioning as such w.e.f. 01.01.1994

4.Orgnaisation charts: -

Collectorate, Deogarh

Collector & D.M.,

ADM, Deogarh,

District Emergency Officer

Sub-Collector

Tahasildar B.D.O.

All R.Is. All Sarpanches

5.Allocation of business:

Emergency matters (Relief, rescue, evacuation due to disaster & Calamities)

6.Duties to be performed to achieve the mission: -

Day to day activities like maintained file, letters, and records movements.

7.Details of services rendered : -

All relief matters, register relief accounts, submission of utilization certificates, assessment of loss of life and properties, formulation of plan and programme to tackle natural calamity, preparation of final/preliminary damage report.

8.Citizen’s interaction :Deals with various problem of the public as and when required and during emergent situations.

9.Postal address of the main office, attached/subordinate office/field units etc.

District Emergency Cell, Collectorate, Deogarh

Sub-Collector Deogarh, At/P.O./Dist.-Deogarh

Tahasildar Deogarh, At/P.O./Dist.-Deogarh

B.D.O. Barkote, At/P.O.-Barkote, Dist.-Deogarh

B.D.O., Reamal, At./P.O.-Reamal, Dist.-Deogarh

B.D.O., Tileibani, At./P.O.-Tileibani, Dist.-Deogarh

i) R.I. Circle, Deogarh,AT/PO/Dist- Deogarh,Orissa (768108)

ii) R.I. Circle, Ballam,AT/PO- Ballam ,Dist- Deogarh,Orissa

iii) R.I. Circle, Kantapali,AT/PO- Kantapali ,Dist- Deogarh,Orissa

iv) R.I. Circle, Barkote,AT/PO- Barkote ,Dist- Deogarh,Orissa

v) R.I. Circle, Kalla,AT/PO- Kalla ,Dist- Deogarh,Orissa

vi) R.I. Circle, Tinkibir,AT/PO- Tinkbir ,Dist- Deogarh,Orissa

vii) R.I. Circle, Reamal,AT/PO- Reamal ,Dist- Deogarh,Orissa

viii) R.I. Circle, Budhapal,AT/PO- Budhapal ,Dist- Deogarh,Orissa

ix) R.I. Circle, Nuadihi,AT/PO- Nuadihi ,Dist- Deogarh,Orissa

x) R.I. Circle, Laimura,AT/PO- Laimura ,Dist- Deogarh,Orissa

xi) R.I. Circle, Kansar,AT/PO- Kansar ,Dist- Deogarh,Orissa

10.Map of office location: -

Aailable in the Collectorate,

Deogarh.

11. Working hours both for office and public: -

Office Hour 10.00 A.M to 5.00 P.M (Excepting Govt.Holiday)

12. Public interaction, if any : -

As mentioned serial No“8” above

13.Grievance redress mechanism : -

The public grievances after being received in this section are transmitted to proper quarters for further follow up action.

Manual-2

Power and duties of officers and employees

[Section 4(I0 (b)(ii)]

Powers and duties of officers and staff

Sl. No.	Designation of Post	Power				Duties attached
Sl. No.	Designation of Post	Administrative	Financial	Statutory	Others	Duties attached
1	2	3	4	5	6	7
1	Collector & Dist Magistrate	Head of office	Head of office as per O.G.F.R	Sanction of Ex-gratia, HB assistances, solatium fund	As superior Magistrate of the District	General & Administration overall supervision
2	A.D.M	General Administration and supervision of the section .	As laid down in O.G.F.R	Add. dist Magistrate	-	Overall Administration Supervision
3	Dist Emergency Officer	Supervision of Emergency work, relief, rescue ,Evacuation	As laid down in O.G.F.R	O.I.C of Emergency section and other routine work.	-	The work of Emergency section of this district.
4	H.C	-	-	Supervision of work of Emergency section	-	-
5	J.C	To Maintain files and records as per ORM	-	-	-	As laid down

Note: Substantive powers and duties for each position may be defined.

Manual-3

Procedure followed in decision-making process

[Section 4(I0 (b)(iii)]

On receipt of a letter the Dealing Assistant put a diary number on it and put up the letter in the concerned file describing the subject matter in details and submits it to the Head Clerk. The Head clerk then submits the file to the Officer-in-Charge who then submit the same to the Additional District Magistrate. Then the Additional District Magistrate submits the file to the Collector & District Magistrate if necessary

Flow progress chart of decision- making process is as follows:

Collector & District Magistrate, Deogarh

Addl. District Magistrate, Deogarh.

Officer-in-Charge, Deogarh

Head Clerk

Junior Clerk

Mannual-4

Norms set by it for the discharge of its functions

(Section 4(i)(b)(iv) )

As mentioned at Mannual-3 above.

Manual-5

Rules, regulations, instructions, manuals & records for discharging functions

(Section 4(1)(b)(v))

Prepare a list of rules, regulations, instructions, manuals and records for discharging functions available with the public authority for the smooth discharge of its functions.

Sl. No.	Name of the Act, Rules, regulations etc	Brief Gist of the contents	Reference No. if any	Price in case of priced publications
1	2	3	4	5
1	O.R.M	Maintenance of Files, Register, Records	-	-
2	O.R.C	Accounting procedure, relief matter, report return, administrative executive instructions and rule regulation of the higher authorities and government.	O.R.C	Publish by Govt. 1996
3	Exe. Instructions of Revenue department, S.R.C & R.D.C	Executive Instructions and circular and guidelines receive from higher quarters and Govt. from time to time.	-	-
4	Indian Red cross society rules and regulations.	Instruction and rule and regulations received from IRC and IRC state branch.	--	Published by the IRC

Manual-6

A statement of the categories of documents that are held by it for under its control

[Section 4(1)(b)(vi)]

Details of the records, available may be made in a statement form, wing wise, unit wise, branch wise and it may be got tabulated, indexed and catalogued.(An illustrative list is given below)

A statement of the categories of documents held

Sl.No.	Nature of Record	Details of information available	Unit/Section where available	Retention period, where available
1	2	3	4	5
1	Log Book	Maintenance of records and letter received and disposed	Emergency Section	3 Years
2	Index Register	File collection No.	-do-	-do-
3	Allotment & Utilization certificate	Allotment of funds & utilization certificate position of NCCF, CRF, NFCR, & CMRF	-do-	-do-
4	Stock Register (Stationery)	Position of stock and store articles	-do-	-do-
5	Ex-gratia Register	Information on Ex-gratia sanctioned	-do-	-do-
6	Rainfall Register	Daily rain fall position of 3 rain gauge station	-do-	-do-
7	Control Room Registers	Attendance of staff & Information received from higher officer and Public	-do-	-do-
8	Files and registers of district Red cross branch.	Proceeding	--do--	-do-

Manual-7

Particulars of any arrangement that exists for consultation with or representation by the member of the public in relation to the formulation of its policy of implementation.

[Section 4(1)(b)(vii)]

Details of consultative committee and other bodies with which consultations are held.

Sl.No.	Name and address of the consultative committees/bodies	Constitution of the committee/body	Role & responsibility	Frequency of meetings
1	D.L.N.C.C	1. M.P	Member	District level 2 (two) times in a year. i, e May and November and when Emergency situation arises.
		2. M.L.A	-do-
		3. Collector	Chairman
		4. A.D.M	Member
		5. Dist. Emg. Officer	Member Convener
		6. All chair person of Block/ULB	Member
		7. All B.D.Os/Tahasildar	Member
		8. All district level officers.	Member

Other procedures adopted for formal and informal consultations with the public may also be indicated such as Bhagidari, Jan Sunvai, interaction with resident welfare associations etc.

Other details whether the meetings are open to public, minutes are accessible to public etc. may also be indicated.

Manual-8

A statement of Boards, Council, Committees and other bodies constituted

[Section 4(1)(b)(viii)]

List of Boards, Councils, Committee etc.

Sl.No.	Name and address of the body	Main functions of the body	Constitution of the body	Date of constitution	Date upto which valid	Whether minutes accessible to public	Frecuency of meetings	Remarks
1	2	3	4	5	6	7	8	9
1	DLNCC	Formulate of Plan and Programme to tackle disasters and natural calamity.	Permanent as per ORC	As per ORC (Statutory)	As per ORC till further instructions of Govt.	Yes	Twice in a year mandatory.More meeting are to be held on emergency situation as desired by the collector- cum-chairman of the committee.

Please attach copies of detailed notification/orders for their constitutions.

Manual-9

Directory of Officers and employees

[Section 4(1)(b)(ix)]

Directory

Sl. No.

Name & Designation

Office Phone No.

E-Mail address

Collector

06641- 226353(O)

226354(R)

dmdeogarh@ori.nic.in

A.D.M

06641-226358

Dist emergency officer

06641-226843

1077

Head clerk

Junior clerk

Manual-10

The monthly remuneration received by each of the Officers and employees, including the system of compensation as provided in the deregulations

(Section 4(1)(b)(x))

Sl. No.	Name & Designation	Pay Scale/Monthly remuneration
		Available in Establishment section, Collectorate ,Deogarh

Note: Details about system of compensation provided in regulations may be given

Manual-11

The budget allocated to each agency

[Section 4(1)(b)(xi)]

Non-Plan Budget

For feeding programme

Major Head	Activities to be performed	Sanctioned budget	Budget estimate	Revised estimate	Expenditure for last year
1	2	3	4	5	6
Not related to the Emergency section

Plan Budget

Manual-12

The manner of execution of subsidy programme

(Section 4(1)(b)(xii))

List of institutions given subsidy

Sl.No.

Name & address of the institutions

Purpose for which subsidy provided

No. of beneficiaries

Amount of subsidy

Previous ears utilization progress

Previous year achievements

Not related to the Emergency section

List of individuals given subsidy

Sl.No.

Name & address of the beneficiaries

Purpose for which subsidy provided

Amount of subsidy

Scheme and criterion for selection

No. of time subsidy given in past with purpose

Not related to the Emergency section

Details of schemes under which subsidies are granted should be given.

Manual-13

Particulars of recipients of concessions, permits or authorizations granted

[Section 4(1)(b)(xiii)]

Non-Plan Budget

List of beneficiaries

Sl.No.

Name & address of the beneficiaries

Nature of concession/permit/autho organization provided

Purpose for which granted

Scheme and criterion for selection

No. Of item similar concession given in past with purpose

Doesn’t arise

Note: Creation of database and its hosting on website should be done on priority basis for activities like issue of permits issue of authorizations, grant of concessions licenses etc.

Manual-14

Information available in an electronic form

[Section 4(1)(b)(xiv)]

Details of information

Sl.No.	Activities for which electronics data available	Nature of information available	Can it be shared with public	Is it available website or is being used back and data base
1	2	3	4	5
1	I.D.R.N	Details of Relief and rescue materials and machinery available in office.	No	Website

Manual-15

Particulars of facilities available to citizens for obtaining information.

[Section 4(1)(b)(xv)]

Sl. No.	Facility available	Nature of information available	Working hour
1	2	3	4
1	Information centre	Information available in the section.	During Office Hour. i,e 10.00 AM to 5.00 PM
2	Website		-
3	Library	-	-
4	Notice Board		-

Manual-16

Name, Designation and other particulars of public information Officers

(Section 4(1)(b)(xvi))

List of Public Information Officers

Sl.No.	Designation of Officer designated as PIO	Postal address	Telephone No.	E-Mail address	Demarcation of Area/Activities, if more than one PIO is there.
1	2	3	4	5	6
1	O.I.C, Gen. & Misc.	Collector Deogarh	-	-	-

List of Assistant Public Information Officers

Sl.No.

Designation of the Officer, Designated as Assistant PIO

Postal Address

Telephone No.

E-Mail Address

OIC,Emergency officer, Deogarh

Collector Deogarh

06641-226843

1077

First appellate authority in the department

Sl.No.	Designation of the Officer designated as First appellate authority	Postal address	Telephone NO.	Email address	Demarcation of area/activities if more than one appellate authority is there
1	2	3	4	5	6
1	A.D.M, Deogarh	Collector Deogarh	06641-226358	-	-

Manual-17

Other information as may be prescribed

[Section 4(1)(b)(xvii)]

All other information as may be prescribed for dissemination shall be collected, tabulated. Complied, collected and provided in the form of manual form

time to time

Name of the Plan/Scheme

Activities to be undertaken

Date of commencement

Excepted date for completion

Amount sanctioned

Amount disbursed/spent

Not related to the Emergency section