RIGHT TO INFORMATION ACT... A Manual on DC Office Fatehgarh Sahib

(I) PARTICULARS OF THE ORGANISATION, FUNCTIONS AND DUTIES:-

Deputy Commissioner,Fatehgarh Sahib`s offfice is situated in the District Administratrative complex building.The office looks after the genral administration of the district, co-ordinating among various departments of the district to achieve the goals not only of maintenance of law and order of the district but also of implementation of welfare and developmental polices of the state.

(II) POWERS AND DUTIES OF OFFICERS AND EMPLOYEES:

(A) POWERS AND DUTIES OF OFFICERS:  

Deputy Commissioner's Role

AS DEPUTY COMMISSIONER:

Representative of the Government in the District Implementation of Govt. Policies and Coordination with different departments.

The Deputy Commissioner has over all charge of the district, and is the hub of the district administration. For administrative purpose, the Deputy Commissioner, Fatehgarh Sahib is under the control of the Commissioner, Patiala division, Patiala . He has to play triple role as Deputy Commissioner, as Collector and as District Magistrate. In his multifarious duties, the Deputy Commissioner is assisted by two Additional Deputy Commissioners. Each sub-division is in the charge of a Sub Divisional Magistrate. Deputy Commissioner is also assisted by the following officers for carrying out day to day work in various fields :-

  • Assistant Commissioner (Grievances)
  • Assistant Commisioner(General)
  • Executive Magistrate
  • District Revenue Officer
  • District Transport Officer
  • District Development and Panchayat Officer
  • The Deputy Commissioner is the Chief Revenue Officer as District Collector and is responsible for collection of Revenue and other Govt. dues recoverable as arrears of Land Revenue

AS COLLECTOR OF THE DISTRICT:

Appellate Court under various Acts, Election Tribunal, Custodian of Govt, Lands etc.

Under the Registration Act the District Collector exercise the Powers of Registrar of the District and he controls and supervises the work of Registration of deeds. Further, under the Cinematograph Act, the District Magistrate is the Licencing Authority in his jurisdiction. The administration of the Police in a district is vested in the District Superintendent, but under the General direction of the District Magistrate as per provisions of section 4 of the Indian Police Act, 1861.

AS DISTRICT MAGISTRATE:

Responsible for the protection of public and maintenance of law and order in the district. Rule 1.15 of the Punjab Police Rules, 1934, also provides the powers of District Magistrate as under:--

The District Magistrate is the head of the Criminal Administration of the District and the Police force is the instrument provided by Government to enable him to enforce his authority and fulfill his responsibility for the maintenance of Law & Order. The police force in a District is, therefore, placed by Law under the General control and direction of the District Magistrate, who is responsible that it carries out its duties in such a manner that effective protection is afforded to the public and against lawlessness and disorder."

District Magistrate is thus responsible for the maintenance of Law & Order within the limit of his jurisdiction. He is conferred with very wide powers by the law, which if used prudently can be very effective in maintaining peace and tranquility. The police force is mainly an instrument provided by Law for the District Magistrate. He can impose restriction on the movement of unlawful Assembly under Section 144 Cr.P.C. and can also impose curfew keeping in view the situation.

He is authorised to inspect the Offices/Courts of Sub Divisional Officers (Civil), Tehsildars, Naib Tehsildars, Treasuries, Sub Treasuries, Jails, Hospitals, Dispenseries, Schools, Blocks, Police Stations, Second Class Local Bodies, Improvement Trusts and all other offices of Punjab Government, the A.C.Rs of whose Heads of offices he is required to write. In this way, he has effective control over the Administration.

The Deputy Commissioner holds courts and hears appeals under the following Acts against the order of Sub Divisional Officer (Civil), passed as Assistant Collector Ist Grade and Sales Commissioner and Settlement Commissioner:--

  • Under the Land Revenue Act,1887.
  • Under the Punjab Tenancy Act,1887.
  • Displaced Persons (Compensation & Rehabilitation) Act,1954.
  • Punjab Package Deal Properties (Disposal) Act,1976.
  • Urban Land (Ceiling & Regulations) Act, 1976.
  • Besides it, he decides the lambardari cases.
  • RETURNING OFFICER for Parliamentary Elections.

MEMBER SECRETARY OF THE DISTRICT PLANNING AND DEVELOPMENT BOARD.

As Member Secretary, Plan schemes for the development of rural & urban areas and getting the funds allocated for all departments in the district and to ensure speedy implemention of Government schemes.

The Deputy commissioner is by designation the chairperson of the following Committees:

1. District Red Cross Society.

2. District Land Records Society.

3. Flood Control Committee.

4. District Sukhmani Society.

5.District Literacy society.

6. District Consultative Committee of Banks

7. Price Fixation Committee

8. District Leprosy Society.

9. District Blindness Control Society.

10. Distric T.B.Contol Society.

11. House Allottment Committee.

12. District Cultural Society.

13. District Crisis Group.

14. District Cultural Society.

15. Multi-service Card project

16. Commitee for Soil Conservation.

17. Committee to check Bonded Labour.

18. Committee for Welfare of Pensioners.

19. Hospital Welfare Section.

MISCELLANEOUS:

  • Responsible for overall supervision for all kinds of problems/crises such as natural/other calamities like floods fires etc.
  • Smooth procurement of food grains.
  • Arranging/Attending public functions.
  • Protocol duties
  • Counter signing of all documents
  • To deal with the cases of illegal weapons U/s 25/54/59 of The Arms Act.
  • To give the approval of new Arms licenses as well as their deletion.
  • Registration of marriages under the Special Marriage Act.
  • Chairing the monthly meetings.

Additional Deputy Commissioner

The post of Additional Deputy Commissioner has been created to assist the Deputy Commissioner in his day-to-day working. The Additional Deputy Commissioner enjoys the same powers as that of Deputy Commissioner under the rules.

Functions of Additional Deputy Commissioner

With a view to lighten the enormously increasing workload of the Deputy Commissioner, the post of Additional Deputy Commissioner was created in the year 1979. He has been vested with the following powers under the various Acts-within the limits of the district:-

As Collector under the following Acts

  • The Punjab Land Revenue Act,1887.
  • The Punjab Occupancy Of Tenants (Vesting of Proprietary Rights) Act,1952.
  • The Punjab Tenancy Act,1887.
  • The Land Acquisition Act,1894.
  • The Punjab Restitution of Mortgage Land Act,1938.
  • The Punjab Village Common Land(Regulation) Act,1961.
  • The Indian Stamp Act,1899.

As Registrar under the Registration Act,1908

As Deputy Commissioner Under the Punjab Aided School (Security of Services) Act,1969.

As Executive Magistrate , Addl. Deputy Commissioner , D.M under the Criminal Procedure Code,1973

As Additional District Magistrate under the Arms Act of India and Petroleum Act,1934

He has been appointed as Chairman of District Consultative Committee under Personal Accident Social Security Scheme vide Punjab Government Notification No 13/434/88-SW /9794 dated 27.9.1988.

WORK OF THE ADDL. DEPUTY COMMISSIONER-CUM-COLLECTOR, FATEHGARH SAHIB.

AS DISTRICT COLLECTOR

To deal with the Appeal cases of Mutation, Revision Petition & Rent Suits, Stamp Act U/s 47-A.

AS ADDL. DISTRICT MAGISTRATE

  • Responsible for the maintenance of law & order.
  • Releasing of the vehicles which are without owner under Section 25 of The Police Act.
  • Renewal of licenses.

AS ADDL DEPUTY COMMISSIONER

  • Acts on behalf of DC.
  • Listens to public grievances & complaints.
  • Work of all the branches of the DC office is routed through the Additional Deputy Commissioner.
  • Appeals of House Tax

AS REGISTRAR

Appeal under Stamps Act.

DUTIES OF EMPLOYEES WORKING IN THE OFFICE OF THE DEPUTY COMMISSIONER -CUM-COLLECTOR,FATEHGARH SAHIB.

The work in the Deputy commissioner -cum Collector Office is divided up between different branches. Employees in different branches have following set of duties.

PLA Branch and is a part of Suwidha Services being provided

This branch mainly deals with issuance, renewal,addition,and deletion of licences.

As regarding the procedure for issuance of new licences, Form 3-A is to be filled by the applicant in all aspects.After this, the application is forwarded to SSP office for police verification.

If the police verification report is in favour of applicant, after being considered and approved in the office , the new licence is issued to the applicant.

The documents required are:-

  • Application form schedule 3-A
  • Receipt of deposited fee of 3-A
  • 3 attested passport size photographs.
  • Medical Certificate issued by SMO/CMO.
  • Affidavit attested by EM.
  • Attested copy of Voter-list.
  • Residential Proof.
  • Police Report.
  • No Objection Certificate from Wild life authorities for designated areas.
  • Attested copy of Ration- Card.
  • Matric Certificate.

Arms licence needs to be renewed after every three years for this the procedure which needs to be followed:-

  • Application in prescribed Proforma.
  • Inspection of Arms is necessary by the officer-in-charge/SDM concerned.
  • Original copy of 32-A as proof of submission of fee.
  • Residential proof.

M.A Branch

This branch deals with the following kinds of works:-

  • Deals with the making of arrangements of different kinds related with organizing office functions.
  • Receiving of VIPs and arrangements for their accommodation and transportaiton.
  • Making arrangements for the functios of 26th January and 15th August every year.
  • Licensing and Inspection of Cinemas of the city.
  • Character verification of Govt. employees.
  • Pension cases of freedom fighters and issuance of identify cards to them.
  • Appointment of Duty Magistrates on the visit of the VIPs and for maintenance of Law and Order.
  • Issuance of Prohibitory orders under section 144 for the smooth law and order situation of the district.
  • Providing bus passes to the Handicapped persons on half rates as per Punjab Govt. instructions issued from time to time.
  • Issurance of NOC to marriage palaces.
  • Dependent certificate are issued to those members of the Govt. employees who die during the service. For this the request should come either from the department or from the family members.

RRA Branch

This branch deals with the following works:-

  • Issues Red Cards for 1984 Riot victims within time period specified by the Government.
  • Receiving and scrutinizing job applications from terrorist effected families within the time frame specified by the Government.
  • Provide financial assistance and Ex-garatia payments to terrorist effected families as per the Govt,guidelines.
  • Issue certificates on the basis of office record for admission to educational institutions.

Peshi Branch

This branch work is mani-fold, it deals with different kinds of works as given below:-

  • This branch deals with all the work related to the release of prisoners on parole and also with the complaints made by the prisoners:-
  • It also deals with the appointments and dismissal of Nambardars.
  • The applications of marraige are also forwarded to this branch under the Special Marriage Act which are decided by the Deputy Commissioner as Marriage officer.
  • To give order for providing police help to various Govt. functionaries in performance of their duties.
  • Magisterial enquiries are also dealt by this branch. If a prisoner dies in the jail or in Police custody or in any encounter, then the enquiry is conducted by the Executive Magistrate nominated by the Deputy Commissioner. These reports are then forwarded to the Human Rights Commission.
  • Inquiries against the Police personnel on the request of Sr. Supdt. of Police or otherwise under section 16.38 P.P. Act are ordered by the Deputy Commissioner are also dealt by this branches.

C.I.A Branch

  • This branch deals with the complaints received from the General Public. After receiving the complaints,they are forwarded to the concerned department for the required action, which needs to be taken pertaining the complaint within the specified time.
  • Once the report comes from the concerned department,then it is being put up for the orders of Asstt.Commissioner(Greivences) and final orders of the Deputy Commissioner.
  • The main purpose of this branch is redressal of the greivences of General Public, to provide them the remedy and to ensure that necessary action is taken against those who are found guilty.

Nazar Branch

  • This branch deals with the annual contract of parking,canteen,STD,Typing licences etc.
  • This branch is also responsible for taking care of the property, furniture, vehicles, telephones etc. of D.C. Office.
  • Disposal of Govt. vehicles of the district.
  • Making arrangements for meeting, etc.
  • To prepare contingency bills regarding office expenses,recovery of court fee, etc.

District Election Office.

Election office deals with all the work pertaining to Vidhan Sabha,Parliamentary,SGPC and Bar Council elections. Deputy Commissioner is the District Election Officer and Assitant Commissioner (General) is the Addl. District Election Officer.in Fatehgarh Sahib.

There is 1 Parliamentary constituency vis Ropar .

There are 2 Vidhan Sabha constituencies

(78)Amloh,

(79) Sirhind

It deals with the following works:-

  • Issuance of Photo-Identity cards to voters.
  • Corrections pertaining to Identity cards.
  • Making of duplicate photo I.D cards.
  • Issuance of attested copies of Electoral Rolls on demand to public.
  • Maintaining the record regarding elections.
  • Responsible for the up-keep and maintenance of Ballot Boxes,Electronic voting machines,steel trunks and previous record of Electoral Rolls.
  • For Parliamentary Elections, the Returning Officer is always the Deputy Commissioner whereas for Vidhan Sabha and S.G.P.C. Elections the Returning Officer is a PCS level officer.

Suwidha Cell

Operationalisation and Streamlining of Computerization process:-

The district administration Fatehgarh Sahib is already making use of information Technology in providing better services to citizens related to Arms Licenses, Counter Signature of documents, Dak Monitoring and passport etc, from the Single Window Counter namely- SUWIDHA (Single User-FriendlyWindow Disposal & Help_Line for Applicants),Under SUWIDHA project all the services related to arms licenses, Counter signing of documents, passports etc are being provided from the Single Counter. After filling the application for the requisite service at the SUWIDHA Counter, they are issued a Receipt Slip bearing token number and a specific date of delivery. The delivery is made on the specified due date from SUWIDHA Counter itself Instead of the branch. This way the branches are able to concentrate on the creative official work rather than doing routine type of work and attending to the citizens and it is further helping in improving government services and the citizens have also been freed from harassment. Re-engineering of procedures has also been done to simplify the system before proceeding to implement the system. The usual government noting will not be required to be initiated as these have been dispensed with and the functionality built into the application forms itself. Earlier the initiation of the noting used to take a lot of time and hence delayed the whole process. Moreover, many services of the same branch have been clubbed within one application form and a number of activities have been pruned by redesigning these input forms. Acceptance of the cash is also being deposited at the SUWIDHA window so that the citizen is not even required to visit the banks.

The Suwidha Counters have also been setup in SDM offices to make it more convenient for citizens to avail the services.

All the work related to the making of passport is dealt by this branch. Application forms complete in all respects are received and are forwarded to Regional Passport Office, Chandigarh after police verification.The required documents for the making of passport are:-

  • Application form
  • 7 Passport size photographs(from front view)
  • Proof of Date of Birth (Birth certificate,Matriculation)
  • Copy of Ration-Card as proof of residence/Telephone bill/Bank Passbook/Voter`s I.card.
  • Passport fee amounting to (Rs 600 if the applicant`s is a minor) Rs 1000/- in the form of Demand Draft.
  • NOC for Govt. employees,

Note: In case of renewal orf licences or issuance of Passport under the Tatkal scheme, applications are to be submitted directly to th RPO, Chandigarh .

Record Room.

  • .Maintains the record of the court cases decided by different Revenue Officers of the district.
  • Cases decided by the court of Deputy Commissioner, Addl. Deputy Commissioner,Sub Divisional Magistrates, District Development Panchayat officer,Tehsildars,Naib Tehsildars.
  • This branch issues the copies of the judgment to the public on demand as per rules.

Sadar Kanungo Branch

  • This branch maintains the record of Patwaries & Kanungoes pertaining to their Transfers, Promotions, Suspension, new appointments & their training etc.
  • Redressal of greivences which are received from the public against Patwaries, Kanungoes and other Revenue Officers.
  • Record of budget under head 2029 and its expenditures.
  • GPF record of class IV employees & GIS record of the staff of S.k. branch.
  • Defends all the court cases in which the Govt. is made a party.
  • Month-wise Record of Rainfall.
  • Sanction of review mutations & massanas.
  • Updating all statements of village notebook at the district level.
  • Division of circles of all C.R.Os.
  • All the date-bound reports which are sent to Financial Commissioner(Revenue) and Director Land Records,Jalandhar pertaining to contested,uncontested Mutations,Girdawari cases, partition cases, Kharif & Rabi crops are sent through this branch.
  • Redressal of applications regarding Mutations, Girdawari, Fard Badar & demarcations received from the public.
  • Record of land, which is under Thur-Sem.
  • Jamabandies which are prepared after every five years are also deposited in this branch.

Development Branch.

The Officer-in-charge of this branch is the Distt. Development & Panchayat Officer. The main works with which the branch deals are.

  • The various types of grants which come from the Govt. for development works are received by this branch.
  • From this branch,they are forwarded to the concerned department or authority through DDPO after getting them passed from the treasury,along with the instructions issued by the Govt.
  • DDPOs have been given the powers of Colletor under the 'Village Common Lands Act 1961'.
  • This branch also checks the illegal encroachments on the Panchayat land.
  • It is empowered to cancel the deed of auctioning of Panchayat land if it has not been done as per rules and regulations.

L.B.A.

  • Inspection of Municipal Committees of Distt,Fatehgarh Sahib.
  • Construction of Roads,Buildings, Bridges.
  • Control of traffic.
  • Removal of illegal encroachments on Government Lands.
  • Removal of Garbage.

(V) THE RULES, REGULATIONS, INSTRUCTIONS, MANUALS AND RECORDS HELD BY THE OFFICE FOR DISCHARGING ITS FUCTIONS:

Branch-wise description is as follows:

Sr No.

Branch

Rules, Regulation, Instruction, Manuals.

1.

CIA

1. The Bonded Labour System (Abolition) Act, 1976 with Rules 1976.

2. The Scheduled Castes & Scheduled Tribes (Prevention of Atrocities),Act.

3. Child Marriage Act. 1929.

4. Dowry Prohibition Act. 1961.

 

5. Instructions Reg: Grievances Complaints.

6. Instruction Reg. Suvidha Camps,

 

2.

DRA(Rev.)

1. Land Acquisition Act.

2. FCR Standing Orders

3. Nazool Rules

4. Chowkidara Rules

3.

DRA(TAC)

1. Land Revenue Act.

2. Land Record Manual

3. Package Deal Act.

4. Displaced Persons Act.

4.

PLA

1. Indian Arms Act. 1959 with

Rules, 1962.

2. Petroleum Act.1934 with Rules

2002.

3. Explosive Act. 1884 with Rules 1983

4. Citizenship Act 1955.

5.

MA Branch

1. Cr.P.C Act. 1973.

2 Punjab Village & Small Town

Control Act.1918.

3. Punjab Cinematography Act.

1952.

6.

Peshi-1,

Branch

1. Punjab Land Revenue Act.

1887

2. Punjab Tenancy Act,1887.

3. Punjab Premises & Land

(Eviction & Rent Recovery)

Act.1973.

4. Punjab State Election

Commission Act,1994.

5. The Punjab Pakcage Disposal

Rules 1976.

6. Intended/Registration of

Marriages under Special

MarriageAct, 1954.

7. Securitization &

Reconstruction of Financial

Assets & Enforcement of

Security Interest Act,2002.

8. Punjab Police Rules,1943.

9. Sanction prosecution against

accused persons.

7 Exclusive Substance Act 1908

10. Dowry Prohibition Act.1975.

11. Punjab Good Conduct

Prisoners(Temporary Release)

Act,1962.

7.

GPF-3

CSR Volume-2

8.

GPF-4

CSR Volume-2

9.

EA Branch

1. Punjab Civil Services

Rules Volume 1,2&3

2. Punjab Finance Rules

3. Punjab Civil Services

(Punishment & Appeal)

Rules 1970

4. Punjab Conduct Rules 1966

5. Manual of Govt. Instructions

6. Punjab Civil Services Rules

1976.

10.

SK Branch

1. Punjab Land Revenue Act

& Rules

2. Land Record Manual

3. Land Administration Manual

4. Punjab Civil Services Rules

5. Budget Manual

14.

RRA Branch

1. Punjab Civil Services Rules

Vol. 1-2-3

2. Punjab Finance Rules

15.

GPF-3

1. Punjab Civil Services

Rules Vol. 2

 

GPF-4

1. Punjab Civil Services

Rules Vol. 2

16.

DN Branch.

1. Punjab Budget Manuals

2. Punjab Financial Rules

3. Kachehri Compound Rules

17.

LBA Branch

1. Punjab Municipal Act.1994

 

List of works/services provided by the office of the Deputy Commissioner

S.No.

Detail of Work

Branch of DC Office

Branch Incharge

Competent Officer

1

All works related Arms Licences

Arms & Passport Branch

EM

ADM/DM

2

New Passport or Citizenship

Arms & Passport Branch

AC(Gen)

DM

3

Countersigning of documents for sending to foreign embassies

Peshi Branch

AC(Gen)

DC

4

Magistrate inquiry about some incident, prisoner’s death/ under trial’s death

Peshi Branch

AC(Gen)

DM

5

Prisoner’s Parole/ Furlough or early release regarding

Peshi Branch

AC(Gen)

DM

6

Magistrate inquiry against police officers u/s 16.38 Pb. Police Rules

Peshi Branch

Any Executive Magistrate

DM

7

Police support for Nishandehi, Kabza Warrant or implementation of decision of Revenue Court

Peshi Branch

AC(Gen)

DC

8

Special Marriage/ Un-married certificate, criminal case of parties or taking back vehicles captured by police

Peshi Branch

AC(Gen)

Marriage Office(DC)

9

Nambardar’s post creation, appointment, suspension etc.

Peshi Branch

AC(Gen)

Collector(DC)

10

Cases relating to Loss of Life/Property due to natural calamities

DRA(Tacavi)

District Revenue Officer

Collector(DC)

11

Land Acquisition or Collector’s rates of land

DRA(Rev)

District Revenue Officer

Collector(DC)

12

Licence for stamp vendor/ Wasika Navis

HRC

District Revenue Officer

Collector(DC)

13

Work relating to registered document in the district 12 years ago

HRC

District Revenue Officer

District Revenue Officer

14

Work relating to Revenue record made by Patwaries

Sadar Kanungo Branch

District Revenue Officer

DC

15

Financial help due to accident or human error

MA Branch

AC(Gen)

DC

16

Dependant certificate after death of Govt. official

MA Branch

AC(Gen)

DC

17

Cinema/ Video Parlour licence or Printing Press/News paper/Magazine’s title relating

MA Branch

AC(Gen)

DM(DC)

18

Character verification of Civil/Military/Para-Military officials

Suvidha

AC(Gen)

DC

19

Bus Pass for handicapped

MA Branch

AC(Gen)

DC

20

Govt. facilities for terrorist affected families

RRA Branch

AC(Gen)

DC

21

Govt. facilities for war shaheed/ freedom fighters or their dependents

MA Branch

AC(Gen)

DC

22

For Type/Photostat/STD/Juice or coffee bar in court complex

Nazar Branch

AC(Gen)

DC

23

Public grievances against someone

CIA Branch

AC(Griev)

DC

24

Copy of revenue record of some document or decision of DDPO or revenue court of the district

Nakal/Record Branch

RKVO

AC(Gen)

25

Any work relating to local bodies or Municipal Councils

LBA Branch

AC(Gen)

DC

26

Work relating to Lok Sabha/ Vidhan Sabha elections

Election Branch

Tehsildar Election

District Election Officer(DC)

27

Works relating to Rural Development

Development Branch

DD&PO

DC

28

Works relating to elections of Municipal Councils/ Panchayats

ADC(Dev)Office

ADC(Dev)

DC

 

Sr.No.

Type of Certi/Cards

Dealing

Branch

List of required

documents

Officer in

Charge

Time

Frame

Remedial

Measures

1

Legal Heir

MA

Application from

Concerned deptt.(For

Govt.employees only)

AC(Gen)

One week

After

Verification report

 

2

Dependency

MA

Application from

Concerned deptt.(For

Govt.employess only)

AC(Gen)

One week after verification report

 

3

Freedom

Fighter

MA

1.Application

2. Certified copy of pension.

3.Affidavit

AC(Gen)

One Week

After verification report

 

4

Nationality

MA

On the basis of document produced by the application i.e.

1. Birth Certificate

2. Resident Certificate issued by the concerned Tehsildar/SDM

3. Affidavit showing that the applicant does not belong to any other country.

AC(Gen)

Three

Days

 

5

Counter Attestation

MA

1 The documents produced by the applicant for counter signature

2 The same may be got reverified from the concerned deptt..then is submitted for counter signature of ADC

AC (Gen)

Three days after verification from issuing authority.

 

6

Solvency

MA

1. Application

2 Documentary proof of property, to be verified by SDM

3 Detailed reports from concerned SDM SDMs then issue

AC (Gen)

Three days after verification

 

7

Permission for function

MA

1.Application

2.Report/NOC Obtained from the SSP/AETC.

AC (Gen)

Three days after verification

 

8

Bus Pass for Handicapped persons.

MA

1. Application

2.Handicapped certificate issued by Civil Surgeon.

3. Two Photographs.

AC (Gen)

Four days

 

9

Bus pass for freedom Fighter

MA

1. Application

2. Copy of Pension10

AC (Gen)

Four days

 

10

OBC certificates for GOI Jobs

MA

1. Application

2. Affidavit

3. Copy of Ration Card.

4. Voter List.

5. Attested copy of the Caste certificate issued by Tehsildar

6. Income report sent by the concerned SDM

AC (Gen)

One week after verification report

 

11

I. cards for

Elections

Election

Cell

Voter List.

AC (Gen)

 

 

12

Type Licence

Nazir

1.Application

2. Matric Certificate+

Experience (if any)

AC (Gen)

One week after verification report subject to availability of space & felt need for the service.

 

13

Arms Licences

(Renewal)

PLA

1.Application

2 Challan according

To weapons

3 Weapon to be Produced for inspection or inspection report by

SDM

AC (Gen)

15 days

 

14

Entry and deletion of weapons

PLA

For Deletion

1. Application

2. Certified copy of bill, if sold to the Gun Dealer.

3. Affidavit, if sold to licencee.

For Entry

1. Certified copy of bill if purchased from Gun Dealer.

2. Affidavit, if purchased from licencee.

EM

15 days

 

15

Petrol Pump NOC

PLA

1. Letter from authorized Oil Company.

2. Site Plan.

3. Report from SSP,

Concerned SDM,

XEN B&R,D.F.O,

DTP, ACA PUDA,

Environment Engg.

Pollution Control Board.

EM

One week after verification report from different agencies

 

16

Explosive Licencee

 

1. Application form

2. Site Plan

3. Affidavit

4. Report from SSP,

5. concerned SDM,

XEN B&R, E.O.M.C.,

Environment Engg. Pollution Control Board.

 

 

 

17

Stamp Vendor

HRC

1. Application

2. Matric Certificate

3. Affidavit

DRO

Not time bound

 

18

Certificate for riots affected persons

RRA

1. Application

2. Copy of Red Card

AC(Gr.)

One week

 

19

Passport Application

Pass-port Cell

1. Application

2. Seven front View Passport size Photos

3. Proof of DOB with

Matric Certificate.

4. Copy of Ration cards as proof of residence, or Telephone Bill /Bank pass book /Voter’s Id card

5.Draft

6.Passport fee in the form of demand draft to be payable to the concerned passport office.

7.NOC for govt. employees

AC(Gen)

One Month

 

 

Sub Divisional Officer (Civil)/ S.D.M.

The Executive Magistrate placed by the State Government as in charge of the Sub Division is termed as the Sub Divisional Magistrate Under section 20(4) Cr.P.C. and under section 23 Cr.P.C. the Sub divisional Officer like other Executive Magistrates of the District is subordinate to the District Magistrate and is responsible for the maintenance of law and order within the limits of his local jurisdiction. He enjoys very wide powers under section 107/151,109,110,133,144,and 145 Cr.P.C. etc. He also hears court cases under these sections.

The duties of the Sub Divisional Officer (Civil) within his Sub Division are almost similar to those of the Deputy Commissioner within his district. In all matters of administration, he has to be the Deputy Commissioner's principal agent.

He is also in charge of various development activities going on in the Sub Division and is also responsible for coordinating the work of various departments. For that, he has to tour the area to keep a watch on the development activities, the revenue administration as also the law & order situation in his Sub Division. Besides this he has to look after the grievances of the public and to attend to the problems arising out of the natural calamities. He supervises the work of Revenue agency in the Sub Division.

Sub Divisional Officer (Civil) is conferred with various powers under the land revenue and tenancy acts. He also acts as Assistant Collector under the Punjab Land Revenue Act and Punjab Tenancy Act. He is also the appellate authority in cases decided by his subordinate revenue officers. In brief, Sub Divisional Magistrate in his capacity as Collector decides:

  • Appeals of Mutation
  • Appeals of Demarcation
  • Appeals of Girdawri
  • Cases under P.P.Act.
  • Redemption cases
  • As Sub Divisional Magistrate (Agrarian)
  • Surplus cases

As Sub Divisional Magistrate (Asstt. Collector First Grade)

  • Lambardari Cases
  • Executions
  • Contested Mutation.

As Sub Divisional Magistrate (Sales Commissioner)

  • Package Deal

Office of Sub Divisional Magistrate issues the following certificates/permissions:

1. Backward Area Certificate

  • Application on Simple paper 1.25 stamp
  • Affidavit
  • Applicant must be a resident of the Backward area.

2.Permission of Loud Speaker.

  • Application in prescribed performa with 1.25 rupee stamp for one day and therafter Rs,5/- for every day.

3.Copies of judgement of the Court of Sub Divisional Magistrate.

  • Stamp of Rs 51/-for copy of judgement upto 3 years old.
  • Stamp of Rs 101/- for copy of judgement above 3 years old.

Tehsildar/ Naib Tehsildar

Tehsildars are appointed by the Financial Commissioner, Revenue and Naib Tehsildar by the Commissioner of the Division. Their Duties within Tehsil /Sub Tehsil are almost similar and manifold (except that partition cases are decided by Tehsildar). They enjoy the powers of Executive Magistrate, Assistant Collector and Sub Registrar/Joint Sub Registrar. Although there has been a recent move to appoint full fledged Sub-registrar for some of the larger Tehsils. The Revenue Duties of Tehsildar are important. He is the Incharge of tehsil Revenue Agency and is responsible for proper preparation and maintenance of tehsil Revenue Record and Revenue Accounts. He is also responsible for recovery of government dues under the various Acts. He is supposed to have proper control over the working of Patwaris and Kanungos and for this purpose the Tehsildar and Naib Tehsildars make inspection of patwaris and kanungos working under them.

Tehsildars and Naib Tehsildar, in fact ,are called Revenue officers holding separate circles and it is provided in para 242 of land Administration Manual that such allotted circle should be changed every year on October first, so that the responsibility of the Tehsildar for the whole of his charge may not be impaired. In Tehsil and Sub Tehsil, as and when Treasury Officers are not posted, then the tehsildar and Naib Tehsildar work as Treasury Officer in addition to their own duties. Tehsildar also registers the marriages solemnized.

Besides enjoying powers under a few other land laws, they also attest uncontested mutations. Tehsildar is further empowered to hear partition cases and to make allotment/transfer and auction of evacuee properties, land under the Displaced Person (Compensation & Rehabilitation) Act,1954 and Punjab Package Deal Properties (Disposal Act 1976) as Managing Officer and Tehsildar Sales respectively .

Kanungos

The Kanungo establishment consists of field kanungo, office kanungo and the District Kanungos. Its strength in each district can only be altered with the sanction of the government.

The field Kanungo should be constantly moving about his circle supervising the work of patwari on the spot, except in the month of September when he stays at the tehsil to check the Jamabandis received from the patwaris. He also disposes of the demarcation applications marked to him by the Circle Revenue Officer. A field Kanungo is also responsible for the conduct and the work of the patwari under his charge and it is his duty to report the work or neglect of duty or misconduct on the part of any patwari. The office Kanungo is the Tehsil Revenue Clerk and he is the custodian of all the record received from the patwari. The District/Sadar Kanungo is responsible for the efficiency of both the office and the field Kanungo and should be in camp inspecting their work for at least 15 days in each month from first October to 30th April. He is the keeper of all record received from kanungo patwari, at sadar office.

Patwaris

Patwari is an important and effective official of the lowest ebb in the Revenue Agency. No efficient Revenue Administration of a district is possible unless the patwari staff is strong, properly trained and strictly supervised.

A Patwari has three chief duties:-

  • The maintenance of record of the crop grown at every harvest.
  • The keeping of the record of rights uptodate by the punctual record of mutations.
  • The account of preparation of statistical returns embodying the information derived from the harvest inspections, register of mutation and record of rights.

The limits of "Patwar circle" is a matter for the Commissioner to decide under para 238 of Land Administration Manual. It is the responsibility of Patwari to report at once all serious calamities affecting the land or the crops and all severe outbreaks of diseases amongst men and beasts. He must aid the headman in revenue collection. He keeps up a diary and a work book. The entries should be made on the day on which the events come to the notice of the patwari. The Patwari is responsible for the safe custody of all the records, maps and equipments of his circle that are in his charge. In the work book, the Patwari will enter the work done by him on each day. His work is supervised by the field Kanungo, Sadar Kanungo & Circle Revenue Officer.

Office of Tehsildar

1. Disposal of Court Cases regarding Lands.

2.Chowkidari Cases.

3.S.C.Certificate

  • Application on simple paper with 1.25 stamp.
  • Copy of Ration Card as proof of residence.
  • Affidavit.

4.OBC Certificate

  • Application on prescribed performa.
  • Copy of Ration Card as proof of residence.
  • Affidavit that no other residence certificate of another state is held by the applicant.
  • Proof of annual income of family from all sources.
  • This certificate cannot be issued to those whose family income is above one lac.

5.Residence Certificate

  • Application on simple paper.
  • Copy of Ration Card as proof of residence.
  • Affidavit on Rs.15/- Stamp paper.

Category (1)

  • Minimum 5 year`s Residence proof with the names of children who should be shown to be studying in the concerned city.

Category(2)(A)

  • Under this category, an employee should have served in Punjab at least for 3 years.

Category (4)

  • Under this category, an employee of any State whose service in Punjab is upto 5 years, can obtain the certificate.

Category (5)

  • Under this category, the applicant or his/her parents who are in possession of immovable property upto 5 years in Punjab can obtain this certificate.

Category(6)

  • Birth certificate of a child on the basis of which the said certificate can be issued.

Rural Certificate

  • Application on simple paper with Rs. 1.25 stamp.
  • Copy of Ration card as Residence proof.
  • Affidavit on Rs 15/- Stamp paper.
  • The applicant should have done the Matriculation +2 from rural area.

(Tehsildar) Registrar of Marriages

Marriage Registration Certificate

  • Attested copy of Ration Card.
  • Application on prescribed performa.
  • Affidavit on Rs. 15/- Stamp from Boy and Girl.
  • DOB certificate.
  • One photograph of Marriage.
  • Personal appearance of boy & girl.
  • Personal appearance of Mother or Father from both sides.
  • Personal appearance of Lamberdar or M.C. or Sarpanch or any Gazetted Officer who would identify the married couple.

 

(Tehsildar) Asst.Collector Ist Grade

  • Disposal of Mutation of Unregistered wills.
  • Disposal of the cases of partition.

(Tehsildar) Asst.Collector IInd Grade

  • Cases of Nambardari.
  • Cases of Mutation.
  • Correction of Khasra Girdawari.
  • Works of Jamabandi.
  • All Work related with revenue like demarcation etc.
  • Registration Memoranda.
  • Enquiries of Kanungos.
  • Mutations of non-disputed land like Nazool, Rehablitation, Surplus land etc.

Copies of judgements of Sub Registrar

  • Application form on Rs 1.25 stamp.
  • Rs. 100/- as fee for obtaining a copy of the judgement which is 20 years old.
  • A judgemnet which is more then 20 years old,the fee is 175/- & Rs 10/- more for per year.
  • Stamp- paper worth Rs 5/-.

Non encumbrance certificate.

  • Application form on Rs 1.25 stamp.
  • Rs 2/- for the first year and Rs 1/- for further years on receipt.

Registries of Sale deeds

  • Stamp paper equivalent to 6% of total amount of Registry & 1% fee.
  • Three days old Fard.
  • Witness of Lambardar/M.C.

Fee for obtaining attested copies of Registration deed.

  • Rs. 100/- for 20 years old copy upto 5 pages.
  • After 5 pages Rs.15/- for each page for 20 years old copy.
  • Rs. 175/- for 5 pages for more than 20 years.
  • Rs. 20/- for each page after 5 pages which is more than 20 years.

Naib Tehsildar-Asstt. Collector 11nd Grade

  • Works of Jamabandi.
  • All work related with revenue like demarcation etc.
  • Memoranda.
  • Enquiries of Kanungos.
  • Mutations of non disputed land like Nazool, Rehablitation,Surplus land etc.

Note: Work regarding Motor Vehicles in Sub Divisions is done by the SDM's concerned.

Motor Vehicle

Learner’s Driving License.

  • Application in form no 2
  • Copy of Ration card as proof of Birth.
  • Medical report.
  • Passport size Pbotographs.

Permanent licence.

  • Copy of Ration card as proof of Birth.
  • Passport size photographs.
  • Learning licence.

Registration of New vehicles.

  • Application in form no 20.
  • Original bills of company.
  • Attested copy of Ration card.
  • Copy of Insurance.

Transfer of Vehicles.

  • Attested copy of Ration card.
  • Application in form no.29 & 30.
  • Affidavit from both purchaser and seller.

(III) PROCEDURE FOLLOWED IN DECISION-MAKING:-

The decision-making process starts in the concerned branch with the dealing hand putting up the P.U.C. to the Branch Assistant,who sends it through the Superintendent to the concerned Branch Officer,from whom it goes to the Addl.D.C. The final decision is taken at the level of the Deputy Commissioner. Channels of supervision and accountability observe the same order.

(IV) NORMS SET BY THE OFFICE IN THE DISCHARGE OF ITS FUNCTIONS:-

  • Committment of the organisation towards its clients/citizens in respect of standards and quality of service that is expected from this office.
  • Non-discrimination and acccountability.
  • Proper grievance redressal mechanism and courtesy
  • ' Value for money' to all customers availing of public service.
  • To keep the citizens educated about the remedies available to him if the sevice, to which he/she is lawfully entitled, is not forthcoming.

(V)ARRANGEMENT FOR CONSULTATION WITH OR REPRESENTATION BY THE MEMBERS OF PUBLIC IN RELATION TO THE FORMULATION OF ITS POLICY OR ADMINISTRATION :

Two mechanisms available for the purpose are:

(a) District Greivences Committee: The Grievances of the general public get aired through their representative in this committee, which includes representatives of the recognised political parties, N.G.O.s etc. Solutions to these Grievances ultimately get translated into policies at times and ensure proper implementation of the policies already available.

(b) District Planning Board:This board provides another forum for representation of members of the public as the local M.P.s, M.L.A.s , five non- official members and Sarpanches are included in it. Execution of the policies of the State Planning Board and formulation of the policies at the district level, especially for the untied funds, gives a chance for the public to associate itself with the process fo policy formulation and implementation.

 
 
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