GOVERNMENT OF KARNATAKA

MANUAL OF THE DEPARTMENT OF MINES AND GEOLOGY

(Revised Edition)

2012

INTRODUCTION

The Department of Mines and Geology has a history of nearly 120 years. It was established in the then State of Mysore in the year 1894 for conducting Geological Survey & Mapping, Mineral Survey & Exploration and inspection of Mines in the Kolar Gold Fields. Gradually, the scope of work of this department was enlarged and it became one of the important technical departments of Government. The Department did useful work in the field of Applied Geology. This paved the way for establishment of mineral based industries in the State.

In the earlier years, Geological Survey and Mapping formed the main item of work in the department. Between the years 1936 and 1949, a separate Unit for conducting Geophysical Survey was established and it was the first of its kind in India. In the year 1950, the Geological Survey as well as the Geophysical Survey was taken over by the Geological Survey of India under Federal Integration Scheme.

Over several years, the Department of Mines and Geology further widened the scope of its activity by taking within its fold the task of exploration of ground water also. In other words, through coordinated effort, the department helped not only in successfully tapping drinking water sources in the dry belts of the State but also in providing permanent minor irrigation facilities. During the years after 1998, the department took up ground water exploration on a large scale.

As a result of establishment of good number of mineral based industries and increase in their production capacity, demand for minerals, particularly iron ore, increased substantially. The tremendous growth of Granite Industry, indiscriminate exploitation of iron ore, uncontrolled extraction of ordinary sand, overexploitation of ground water has led to destruction of natural resources. As a consequence of these developments during the last decade, there has been a paradigm shift in the role and functions of the Department of Mines and Geology and it is hightime that the department is restructured in such a manner as to be able to effectively supervise and control the activities relating to mineral administration and ground water development to prevent further damage and to take remedial measures. Government of India in its recent Mineral Policy has emphasized the urgent

need of strengthening the Department to enable it to regulate mining activities in the State in the interest of conservation and scientific development of mineral sector.

The Manual of the Department of Mines and Geology was last compiled in the year 1958. Thereafter, it has not been revisited for either revision or updation nor is it being followed, owing to change in the administrative set up of the Department from time to time and functions of the departmental personnel. It has, therefore, become necessary to issue a new Departmental

Manual incorporating the functions of officers and staff in all branches of work of the Department. In compiling this manual, some information contained in the previous manual has been incorporated with certain alterations, to the extent necessary.

Mineral Exploration & Administration and Ground Water Investigation constitute two primary functions of the Department of Mines and Geology. In tune with these functions, the Department has two major functional units viz. Mineral Administration Unit and the Ground Water Investigation Unit. The activities under each of these Units are as enumerated below: -

A) Activities under the Mineral Administration Unit:

i) The activities carried out in the Mineral Administration Unit include –

a) Mineral survey and investigation. b) Geological mapping. c) Drilling and exploratory mining. d) Administration of Major Minerals. This involves grant of

mining leases for major minerals and collection of royalty thereof, administering mining activities etc.

e) Administration of Minor Minerals. This involves grant of quarry leases for ornamental granite, building stone, ordinary sand and other minor minerals and collection of royalty thereof; administering quarrying activities etc.

f) Furnishing geological opinion in construction activities. g) Geological Laboratory and Museum. h) Chemical Laboratory to analyse rocks and minerals. i) Working of Special Schemes under the Five-Year Plans

relating to mineral development and utilisation. j) Compilation of Mineral Statistics. k) Publication of reports on Minerals and other special

investigations. l) Imparting training to students in Applied

Geology. m) Special Schemes of Geological and Archaeological

interest in respect of preservation of Stone Monuments.

B) Activities under the Ground Water Investigation Unit:

ii) The activities carried out in the Ground Water Investigation Unit include –

a) Survey and assessment of ground water potential in the State. b) Rendering technical advice to Government, private bodies,

agriculturists and on location of sites for open well/borewell. c) Chemical analysis of surface and ground water to determine the

quality of water for various purposes.

d) Conducting geo-physical survey to determine the depth of bedrock and selection of borewell sites.

e) Monitoring fluctuations of ground water level, rejuvenation of borewells, rendering advice on installation of suitable pumps etc.

f) Remote sensing applications and interpretation. g) Rendering advice on engineering geology and other related issues. h) Construction of artificial recharge structures, organizing seminars,

workshops and training programmes. i) Creating infrastructure for precise recording of water level, analysis

of water samples under Hydrology Project.

C) Major regulatory functions of the Department:

The Department controls and regulates the commercial exploitation of both major and minor Minerals in the State by enforcing the Central enactments and the rules made thereunder as also the rules made by the State Government. In other words, it administers major and minor minerals by granting reconnaissance permits, prospecting licenses and mining/quarry leases and monitors mining/quarrying activities through inspections for effective control over such activities. Besides, the Department also does assessment of ground water resources in the State, monitors ground water level, conduct tests to assess ground water quality and also renders technical advice in this regard.

D) Principal Laws and Rules enforced by the Department:

a) Central Enactments and Rules:-

i) Mines Act, 1952 and Mines Rules, 1955;

ii) Mines and Minerals (Regulation & Development) Act, 1957 and Mineral Concession Rules, 1960;

iii) Mineral Conservation and Development Rules, 1988;

b) Rules made by the State Government: -

i) Karnataka Minor Mineral Concession Rules, 1994;

ii) Granite Conservation and Development Rules, 1999;

iii) The Karnataka (Prevention of Illegal Mining, Storage and Transportation of Minerals) Rules, 2011.

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CHAPTER-I

ORGANISATION AND DISCIPLINE

OGANISATIONAL SET UP

The Department of Mines and Geology comprises of a Directorate at the apex level with headquarters at Bangalore. At the field level the Department has 31 district level offices headed by Deputy Directors/Senior Geologists looking after mineral administration. Besides, under the administrative jurisdiction of each Zilla Panchayat, the Department has offices of Senior Geologists engaged in Ground Water investigation. The offices of Senior Geologist/Deputy Director in the districts of Bagalkot, Chamarajanagar, Ramanagar, Bidar, Yadgir, Raichur, Koppal, Kodagu, Davangere, Gadag, Haveri and Udupi look after both mineral administration and ground water investigation. These apart, there are 2 Zonal Offices – one at Bellary and the other at Mysore – headed by Joint Directors.

The Directorate consists of a Technical Unit and an Administration Unit. The Technical Unit, in turn, consists of Mineral Administration Unit and Ground Water Investigation Unit.

Under the Mineral Administration Unit are the following functional units:-

a) Mineral Exploration Unit; b) Publication Unit; c) Mineral Conservation Unit; d) Environmental Geology Unit; e) Mineral Check Posts Unit; f) Training & Workshop Unit; g) Planning Unit; h) Modernization Unit; i) Museum; and j) Library.

Similarly, under Ground Water Investigation Unit are the following functional units: -

a) Chemical Laboratory; b) Borewell Unit; c) Research & Development Unit; d) Modernization Unit; and e) Remote Sensing Technology Applications Study Unit.

Under Administration Unit are the following functional units: -

a) Establishment Section; b) Stores; c) Cash Section; d) Bills Section; e) DCB Section-1(Major Minerals); f) DCB Section-2(Minor Minerals); and g) Budget Section. h) Internal Audit Section.

The cadre structure of the Department consisting of both Gazetted and Non-gazetted cadres shall be as sanctioned by Government from time to time matching with the requirements of the Department.

Besides the categories of work detailed in the Introduction to this

Manual, the Department shall undertake and execute such other items of work as are specifically entrusted to it by Government from time to time.

The Department shall consist of the following cadres:-

(a)Group ‘A’ Gazetted Cadres: - Besides the Director of Mines and Geology, the other Group ‘A’ Gazetted cadres are –

(i) Additional Directors; (ii) Joint Directors; (iii) Joint Director (Administration); (iv) Deputy Directors; (v) Chief Drilling Engineer; (vi) Chief Geophysicist; (vii) Chief Chemist; (viii) Deputy Chief Drilling Engineer; (ix) Deputy Chief Geophysicist; (x) Senior Geologist; (xi) Senior Geophysicist; (xii) Senior Chemist; and (xiii) Accounts Officer.

(b)Group ‘B’ Gazetted Cadres: -

(i) Drilling Engineer; (ii) Hydrologist; (iii) Geologist; (iv) Geophysicist; (v) Chemist; (vi) Gazetted Manager; (vii) Assistant Drilling Engineer; and (viii) Assistant Engineer (Civil). (ix) Accounts Superintendent;

(c)Group ‘C’ Non- Gazetted Cadres: - (i) Superintendents; (ii) Junior Engineer; (iii) Driller-cum-Mechanic; (iv) Assistant Driller; (v) Stenographer; (vi) First Division Assistant; (vii) Senior Typist; (viii) Senior Driver; (ix) Second Division Assistant; (x) Typist; (xi) Driver;

(d)Group ‘D’ Cadres: -

(i) Helper-cum-Operator; (ii) Attender; and (iii) Dalayat.

The cadre strength under each cadre shall be determined having regard

to the need of the Department and sanctioned by Government from time to time.

DISCIPLINE

The officers and staff of the Department belonging to different cadres

are under the overall control of the Director of Mines and Geology. In respect of matters relating to mineral administration and ground water investigation, he is assisted by an Additional Director for each of the above two Units and a Joint Director in respect of matters relating to administration.

The entire office establishment including the staff under Group-D cadre

is under the direct control of the Joint Director (Administration). He is assisted by the Gazetted Manager in the allocation and execution of work of different branches in the office.

The Additional Directors of the respective Units namely Mineral

Administration Unit and the Ground Water Investigation Unit co-ordinate the work of the technical officers in different Sections of their Units. All papers of respective Units submitted to the Director will pass through them so as to enable them to be conversant with the work carried out in the office.

The clerical staff of the different Sections of the office and those of

Group-D establishment will be responsible to the Gazetted Manager for their

work. The Gazetted Manager will in turn take instructions from the Joint Director (Administration) in every matter concerning the work of the office.

The Joint Director (Administration) and the Gazetted Manager will be

responsible for the general efficiency in the work of the clerical staff. They must see, among other matters, that the case workers are fully engaged in work; that cases are punctually and properly submitted; that routine duties are carried out regularly; that office rooms are kept neat and tidy and that the records and papers are maintained and preserved in proper order.

Office Hours

The prescribed office hours are from 10-00 A.M. to 5-30 P.M., but any

member of the staff may be required to work overtime when the business of the office demands it.

Attendance

The attendance of every member of the office shall be recorded on the bio-metric system while coming to the Office at 10.00 a.m. and again while leaving the Office at 5.30 p.m. The Gazetted Manager shall be incharge of the Attendance Monitoring System (AMS). The executive and technical staff of the Department shall inform or furnish the tour programme in advance to the AMS Officer as to their movement outside the office.

Special powers of the Additional Directors and/or Joint Director

(Administration) The Director may, with specific sanction of Government, delegate such

other powers which are of a routine in nature, to the Joint Director (Administration) and/or Additional Directors. This Officer/these officers shall report to the Director all cases in which he passes/they pass orders in exercise of powers so delegated.

Official information to be held Confidential

Information acquired by officers and officials in their capacity as employees of the Department must be treated as confidential and should not be divulged nor should official documents be copied for private or non-official use.

Except with the permission of the Director and in his absence, the Additional Directors and/or Joint Director (Administration), no official paper should be taken home.

Right to Information The Right to Information Act, 2005 has enabled the citizen to ask for and obtain information from all public authorities. Only those officers who have been declared as Public Information Officers under the Act within such public authorities shall receive requests and respond according to the above Act and the rules made thereunder.

Admission to Strangers

No person other than the officer or the official of the Department should be admitted into any Branch or Section of the office without the permission of the Director and in his absence, the Additional Director and/or Joint Director (Administration).

Unauthorized admission of strangers into the office will be seriously taken note of and the Gazetted Manager of the office will be held personally responsible to enforce this measure in the office.

The Director of Mines and Geology will interview visitors at specified hours. The Additional Directors and/or Joint Director (Administration) will also receive visitors and furnish them with information of a routine and non-confidential nature.

Certificate

No certificate shall be given to any member of the office except under the signature of the Director.

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CHAPTER – II

OFFICE BUSINESS

General

Office work should be conducted in such a manner that sufficient record of every transaction is preserved and at the same time the bulk of the documents may be kept as small as possible and arranged in the best possible manner to facilitate reference. All correspondence should be condensed as much as possible and repetitions and unnecessary details avoided.

Receipt of Papers, their Acknowledgement and Distribution

A paper may be a communication received by hand, through normal postal system, Courier, fax, e-mail etc. The General Receipt and Despatch Section is mainly concerned with the initial receipt and distribution of papers. All official covers addressed to the Department shall be collected and opened by the General Receipt and Despatch Section. After assigning a number to each paper so received and recording the date of receipt thereon, the papers have to be sent to Joint Director (Administration). The Joint Director (Administration) shall put his initials on each letter along with date and then send it to the General Receipt and Despatch Section through the Gazetted Manager for further action with such instructions as may be necessary in respect of letters requiring immediate attention specifying the number of days within which a letter should be submitted, with references if any, for orders. The General Receipt and Despatch Section shall in turn sort out the papers Unitwise and distribute them to respective Sections under due acknowledgement.

Papers addressed to the Director

All papers received from Government, papers addressed to the Director by name and those marked ‘Secret’ and ‘Confidential’ will be received in the General Receipt and Despatch Section and sent unopened to the Personal Establishment of the Director. Communications sent by Telegram/e-mail/ facsimile (fax) addressed to the Director by name shall be treated at par with demi-official letters addressed to him and accordingly sent to his Personal Establishment.

Classification of Papers

All papers received in the office shall be classified as follows: 1. Ordinary or routine 2. Urgent 3. Important 4. Immediate 5. Confidential

Papers requiring the urgent attention of the officers to whom they are

addressed should be marked ‘Urgent’. Papers requiring personal attention of the Director and other senior

officers of the Department should be marked ‘Important’. Papers requiring immediate attention should be marked ‘Immediate’

and placed at once in the hands of the person to whom they are addressed whether by night or by day.

When any paper is marked ‘Confidential’, the Director or the Joint

Director (Administration) so marking it shall indicate by whom it should be dealt with and the official so indicated shall be responsible for the maintenance of secrecy.

The entries in the office registers about the papers which are marked

‘confidential’ should be very general so as to be sufficient to trace their receipt and such entries have to be made from slips furnished by the Joint Director (Administration).

Confidential papers must be kept in the personal custody of the Joint

Director (Administration) until such time orders are obtained from the Director for their transfer to the Record Room.

When confidential papers are sent out of office, they should be put in

double covers, the inner one being sealed and marked “Confidential” and superscribed only with the name of the addressee and outer one bearing the usual official address.

Registers to be maintained by each Branch or Section

Each Branch or Section in the office shall maintain a Register for the letters received in the Section, a File Register containing the details about the number of files opened and closed during the year, File Movement Register to indicate the movement of files from one level to the other in the vertical hierarchy and formats of the Weekly Arrears and Monthly Arrears Statements. Every Case Worker shall maintain a Diary in the prescribed format wherein he has to record the details of the number of papers received by him each day, the receipt number, subject matter of each paper in brief, file references if any, and date of submission of each paper respectively.

Besides, a Reminder Register shall also be maintained in each Section.

This Register contains the details of cases in which reminders have to be issued periodically until such time replies are received. A case should be brought into this Register as soon as an official letter soliciting a reply is issued from the office. This Register is intended to help the issue of timely reminders and to

expedite the disposal of the case. Except in urgent cases, reminders should issue once a fortnight.

On the 5th and 20th of each month, the Reminder Register should be sent

up to the concerned higher functionary showing a list of cases in which it is proposed to issue reminders. After approval by the said higher functionary, a reminder in the prescribed from should be issued to the concerned.

Reminders issued and replies received in respect of each case should be

entered in the Reminder Register. When a communication has been fully answered, the entry relating to it in the Reminder Register should be scored out.

Registers to be maintained by the General Receipt and Despatch Section

The following Registers shall be maintained by the General Receipt and

Despatch Section for the registration of all papers received into and issued from the Department:- (1) Receipt Register; (2) Despatch Register; (3) Unofficial Register; (4) Tappal

(Post) Book; and (5) Local Delivery Book.

Receipt Register

The Receipt Register is a Register containing entries about communications of every description received in the office. It shows the number and date of the communication, the number of the file in which it is placed, intermediate disposal, if any, with number and date, the final disposal with number and date and remarks.

Entries in the Receipt Register should be consecutively numbered and

such numbers noted on the papers to which the entries relate. In the absence of specific orders from the competent authority, no communication received in the office shall be excluded from being entered in the Receipt Register.

Despatch Register

The Despatch Register is similar in form to the Receipt Register and

contains details of all communications issued from the office. Entries in the Despatch Register should be consecutively numbered. No communication will be sent out of the office without an entry being made in the Issue Register.

Unofficial Register

Intra-departmental transactions or cases which are unofficially referred

by or to other Department or Government shall be entered in a Register called the “Unofficial Register” which should show the dates of receipt and despatch/ return of files and the subject matter of such files.

A complete list of papers of a departmental file referred unofficially to another department should be kept with the file and a duplicate list retained in the office.

Recorded files of other departments received on an unofficial requisition should, when done with, be returned in the same manner to the departments concerned and a list of shall be maintained in the Unofficial Register.

Special Register

Special Register connotes Registers of various kinds to be maintained in

different Branches or Sections of the office and the contents of such Registers depend upon the nature of information to be recorded therein. Details of such registers are given separately in the chapter/s dealing with the functions under each Branch or Section of the Office.

List of General and Special Registers to be maintained in the

Department of Mines and Geology are given in Appendix ‘A’.

Initial examination of receipts by the Case Worker The Case Worker shall acknowledge the papers marked and handed

over to him, sort them out after due scrutiny and arrange them on the basis of priority ratings given by higher functionaries, check whether all the enclosures to the covering letter are intact and if not so, bring it to the notice of the Superintendent and suggest action to get the missing enclosures. If any part of the communication relates to other Section/(s), an extract of such part shall be sent to that Section/(s).

Further, the Case Worker shall collect other materials like the

connected file if already exists, relevant Acts and Rules, Orders, Circulars etc., other related files if any etc. which are found to be necessary for processing the paper. If the paper received is a fresh one, then he shall open a new file and process it in the said file. While opening a new file, it shall be properly docketed and referenced.

Noting on the File

A note, which is a record of the comments and observations on the salient features of a proposal contained in the paper under reference, should be concise, brief and to the point. The language of the note should be factual and civil and must be free from sarcasms of any kind. The Case Worker must carefully go through the letter and its enclosures, if any, and record his notes pointing out the relevant provisions of law and /or rules as also Orders and circular instructions, cite facts and figures and highlight precedents relevant to the case before submitting the file to the higher functionaries. A mechanical reproduction of the contents of an incoming paper in the body of the note should be scrupulously avoided.

The officer having jurisdiction over the Branch or Section shall always

have an overview and personal knowledge of all matters dealt within his jurisdiction and shall instruct the case workers and the Section incharge to examine and put up such references on priority which require immediate action or which are to be disposed of urgently.

There should be only one set of notes for each case. The note sheet

should be of A-4 size with a margin on both sides of the paper. Separate file should be opened for each case and be serially numbered. The serial number of the file should be entered at the top of the case sheet. Each paragraph of the note should be numbered. When a note or series of notes extends beyond a page, the pages of the note file should be numbered and at the same time all papers on the correspondence side of the file should also be numbered from bottom upwards. Blank parts of the papers on the correspondence side are not to be numbered.

Notes should be written, as far as practicable, in the order of the serial

numbers of the papers on the correspondence side of the file. Any interruption in the general serial order of notes occasioned by the submission of a new letter on the subject independently in a separate part file should be merged with the main file at the earliest opportunity and the general serial order restored.

Merger of Cases

Merging of cases should, as far as possible, be avoided. However, on

certain occasions when such merging becomes necessary, the cases so merged should be consolidated into one file by an intelligent selection and arrangement of papers.

Time for Submission of Cases

Ordinarily the maximum time allowed for submission of a paper on file to the next higher functionary is five clear days. If for any reason, a longer period than five days is required to get any case or classes of cases ready for submission, prior permission of the Joint Director (Administration) must be obtained. But simple letters which do not require much referencing and also unofficial references from other branches/sections on which notes are already recorded in the concerned files should be submitted on the same or next day of receipt of such references in the office. Letters including telegrams and cases which are marked ‘Urgent’, ‘Top Priority’, ‘Today’ and ‘Immediate’ and require orders of the Director must invariably be submitted on the same day they are received. Cases marked “Early” should, as far as possible, be submitted on the date of their receipt in the office but certainly not later than one day from the date of receiving them.

In respect of very urgent and important cases, the Joint Director (Administration) or the Additional Directors concerned or the Deputy Director (Mineral Administration) shall be responsible to ensure that such cases are processed and submitted without delay at any level. In such cases, the ordinary rules for submission of papers may be curtailed or even dispensed with if found necessary.

Notes and drafts submitted to the Director must be initialed by the

Joint Director (Administration) or Additional Director concerned or the Deputy Director (Mineral Administration) as the case may be. He will also be responsible to ensure that cases are properly and fully referenced and where he does not draft or note himself, that the notes or drafts put up are correctly and properly prepared.

Acts, Rules, Regulations etc. to Accompany the File

Whenever a file is submitted, the relevant Acts, Rules, Regulations,

Standing Orders, Circulars and Citations referenced in the note relating to the case under submission should also be put up along with the file.

Draft Letters

A draft letter may be prepared at any stage of a case if it appears that

the consideration and the disposal of the case would be facilitated by submitting it with a draft.

All drafts put up in a file should bear the number of the file. When two

or more letters, orders etc. are to issue from the same file on the same date, serial numbers should also be given in addition to avoid confusion in reference. A draft letter should show clearly the enclosures if any that are to accompany the fair copy. A diagonal stroke should be made in the margin of the draft where the enclosure has been referred.

Language and Construction of Drafts

A draft should precisely convey the exact intention of the orders

passed. The language used in the draft should be clear, concise, and incapable of misconstruction or misinterpretation. Lengthy sentences, abruptness, redundancy, circumlocution, magniloquent phrases, superlatives and repetitions whether of words, expressions or ideas must be carefully avoided. Communications of more than average length and complexity should general conclude with summary. Whenever the notes and orders admit of it, they should be incorporated verbatim in the draft. When this is not the case, the person preparing the draft must use his discretion in condensing or expanding the notes. No abbreviations other than those that are in common use should be used.

It is ordinarily unnecessary to recapitulate fully the contents of a letter under reply at the commencement of the draft. The number and date of the letter should be quoted along with the subject in brief. Where arguments have to be replied seriatim, a gist of the particular point raised may be written in the draft followed by the reply therefor in the same paragraph. Where there are several such points, it would often be better to simply refer to the paragraph of the letter under reply which contains the points and reply furnished therefor.

The higher level functionary shall scrutinize drafts of all letters, by

whosoever drafted, with the same care and the same sense of responsibility for their contents as if they were drafted by him. He must point out any errors or omissions, either in substance, language, grammar or punctuation that he notices before issue of the letter.

Typing of Letters

Fair copies of the approved draft letters, orders, etc. shall be typed using the Desk Top Computers for which the office shall have the requisite number of Computers and Typists. For typing fair copies, standard formats/printed forms should be used as far as possible. If plain paper is used for typing fair copies, the name of the issuing Department/Office should be typed at the appropriate place.

Fair copies should generally be typed with single spacing. The Typist

who types the fair copies must type his/her initials with date at the left hand bottom corner.

No abbreviations should be mentioned in the fair copies except where

there are specific instructions given to use them. In case the matter is ordinary and routine in nature, fair copies of draft

letters have to be typed and sent for signature of the Director or any other designated officer not later than the third day after the receipt of the approved draft. Drafts of short letters and endorsements should ordinarily be fair typed on the same day they are sent for typing. Drafts of urgent letters also have to be fair typed on the day they are received by the Typist and then despatched on the same day or early the next day after obtaining the signature of the competent authority. Such letters may also be sent by facsimile (fax). Priority communications, i.e. those letters marked ‘Very Urgent’ or ‘Immediate’, received for despatch during working hours shall be sent to the addressees at once.

The quality and description of the paper used for typing fair copies

should match with the importance of the communication and the grade of the officer or position of the person to whom it is addressed.

The Typist should type his/her initials with the date at the left hand

bottom corner of the fair copy (Eg: KSS/101012)

Every fair copy sent up for signature of the Director or any other designated officer must be carefully scrutinized by the Case Worker and the Heads of Sections and after such scrutiny put their initials at the foot of the fair copy. The enclosures should also bear such initials for having scrutinized the contents thereof.

Where Circulars numbering over fifty are to be issued, Copier Machines

shall be used to get as many copies as are required.

Despatch of Letters

Papers must be despatched on the day they are signed or on the following working day and entries to that effect be made in the Despatch Register. Abnormal delay in the issue of letters must always be reported to the Director. It shall be the duty of the Joint Director (Administration) to check the Despatch Register once in a month to check any inordinate delay in the despatch of letters and initiate disciplinary action against the person responsible for such delay.

The Despatcher is responsible for the despatch of all letters, covers,

parcels etc. whether through Post or by Muddam. It is his responsibility to write complete address on the envelope legibly and the reference number on the left side top. He has to put his initials at the left side bottom of the envelope. In respect of communications delivered by Muddam, the despatcher shall ensure that they have been duly delivered to the addressee and acknowledgement thereof obtained in the Delivery Book.

After issue of the fair letter, the despatcher in the General Receipt and

Despatch Section will write or stamp ‘Issued’ on the approved draft or Office Copy as the case may be, along with the date of issue and return it to the Section.

Important documents such as Reconnaissance Permits, Prospecting

Licenses, Mining Lease Deeds, refund bills, publications and important notices should be invariably sent by registered post with acknowledgment due. Post office receipts covering the registration of letters and parcels should be pasted in the Post Book. Stamps affixed for posting letters by ordinary post should be entered then and there in the Stamp Account Book as well as in the Post Book.

Service Postal Stamps

The Superintendent incharge of the General Receipt and Despatch Section will make an estimate of the postage requirements for a fortnight/month and get the franking machine loaded for appropriate value in the General Post Office or any other Post Office, as the case may be. An account of all service postage stamps obtained from time to time and utilised in the despatch of letters shall be maintained by the Despatcher. The Gazetted Manager will check the Stamp Account Book and the stock of Stamps on the last day of every week and also at the time of placing indents for the purchase of Stamps.

Checks on Delay

1. Weekly Arrears Statement The Weekly Arrears Statement is intended to give a statistical picture of the total number of papers and cases received and dealt with by each dealing hand during a week together with a detailed analysis of the number of papers and cases left over with him/her and the Section as a whole. The Weekly Arrears Statement gives an idea of the distribution of work among the case workers and the load on each individual. This Statement also enables the higher functionary concerned to keep a watch over the progress of work of individual case workers and to take suitable steps to expedite action on delayed cases and prevent the Section from running into large arrears.

2. Monthly Arrears Statement

The Monthly Arrears Statement gives the details of cases which are

pending disposal for over a month as indicated in the File Registers of Sections. The purpose of this Statement is to apprise the higher functionaries that cases have been pending in the Sections under their jurisdiction for over a month, where and why such cases are pending and facilitate taking suitable steps to expedite action on delayed cases and prevent accumulation of pending cases.

3. Pending Papers with Dealing Hands

Every dealing hand shall prepare, once a month, lists of references

pending with him/her for less than a week; for more than a week and less than a month; for more than a month and less than two months; and for more than two months respectively. Reasons for the delay and the fact whether extension of time has been obtained from the higher functionary concerned should be stated whenever necessary.

4. Arrears List

The Joint Director (Administration), with the help of the Gazetted

Manager, shall prepare a consolidated statement of cases in arrears in the entire office at the beginning of every month and submit the same for orders of the Director not later than the 5th of the month.

5. Inspections

The intention of conducting inspections is to verify whether the

procedure prescribed in the Manual is being observed in practice and to give suitable guidance to the Branch or Section inspected to raise its level of performance and to increase its efficiency. Inspection of Branches or Sections must be conducted by the higher functionary to whom the Branch or Section is attached once in six months. The Section/Sections dealing with Establishment

matters must be inspected by the Gazetted Manager once in three months, and by the Joint Director (Administration), once in a year. Depending on the situation, surprise inspections may be conducted by any higher functionary to know the performance level of any Branch or Section and to verify the pendency of work.

The Director may hold periodical meetings of officers to review the

performance of each Branch or Section and issue instructions to improve the efficient and transparent functioning of the Department.

Periodical Returns and Reports

A list of periodical Reports and Returns due from the Department shall

be prepared and duly revised from time to time by drawing up a Time Table in that regard. The Joint Director (Administration), with the assistance of Gazetted Manager, shall ensure that all the Reports and Returns as listed in Appendix ‘B’ are forwarded punctually from the Department to the concerned authorities.

Similarly a list of periodical Reports and Returns due to the Department shall also be prepared and duly revised from time to time by drawing up a Time Table in that regard. The Joint Director (Administration), with the assistance of Gazetted Manager, shall ensure that all Reports and Returns as listed in Appendix “C” are obtained from the concerned agencies for reference.

Standing Orders

A complete compilation of Standing Orders of Government relating to

the work of the Department and on matters of general Government Business applicable to all Departments alike shall be maintained and kept up-to-date with a table of contents and an index for facility of reference.

Similarly, a complete compilation of circulars instructions issued by the

Karnataka Public Service Commission shall also be maintained to facilitate compliance of such instructions in matters of recruitment of staff to the Department.

Register of Papers sent to Government Press

A Press Register shall be maintained showing the details of papers sent to Government Press for printing, the dates on which the proofs were received for scrutiny and correction if any, the dates on which such proofs were returned to Government Press and finally the dates on which the printed copies were received. Periodical reminders shall be sent to the Director, Government Press when proofs or printed copies are not received within a reasonable time. While returning proofs to the Government Press after due correction, it should be clearly indicated as to the number of copies to be printed for use by the Department along with any other instructions if any.

Distribution of Departmental Publications

A Standing List for distribution of the Publications of the Department shall be maintained in every Branch of the Office and the said list should be duly updated from time to time with reference to the orders in pursuance of which it is prepared.

The concerned higher functionary will be responsible to see that the Publications of the Department are regularly and promptly distributed in accordance with the Standing List.

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CHAPTER- III

POWERS AND FUNCTIONS OF OFFICERS OF THE DEPARTMENT

Director: The Director is the Head of the Department. The administrative control of the Department of Mines and Geology rests with the Director. He has the overall responsibility for efficient functioning of the Department.

The important powers and functions of the Director of Mines and Geology are as follows:-

i) To regulate and control the mining and quarrying activities in the State.

ii) To ensure scientific exploration and exploitation of mineral resources and generate revenue therefrom.

iii) To be vigilant against illegal mining/quarrying and prevent loss of revenue to the State Exchequer.

iv) To oversee the activities of the Department relating to mineral exploration and development, geological investigations, mineral administration, assessment of ground water resources, ground water quality etc.

v) Render technical advice through his technical officers for ground water development.

vi) To co-ordinate with Revenue and Forest Departments for smooth and faster execution of mining and quarrying leases.

vii) Being a Member Convener of the Monitoring Committee, he is responsible to conduct e-auction of iron ore and for survey and demarcation of boundaries of the leased areas as per the orders of the Hon’ble Supreme Court.

viii) He is empowered to sanction mining leases in respect of some of the non-specified major minerals in the State.

ix) He is the Member Secretary of the Committee constituted under rule 11 of KMMC Rules, 1994 to recommend grant of quarry leases in the State for Ornamental Stone (Granite).

x) As Appellate Authority (Controlling Authority) in respect of non-specified minor minerals, he exercises quasi judicial powers.

xi) He is the Appointing Authority as well as the Disciplinary Authority in respect of the personnel of the Department up to Group ‘B’ Cadre.

At the Directorate level, the Director is assisted by Additional Director (Minerals) as regards administration of major minerals; Additional Director (Groundwater) in matters relating to groundwater investigation, research and development; Joint Director (Administration) in all administrative matters; Deputy Director (Mineral Administration) relating to administration of minor minerals; Deputy Director (Legal) in all legal matters; Deputy Director (Plan Monitoring) in respect of mineral investigation and planning; Accounts Officer on all accounts matters; Chief Drilling Engineer relating to drilling activities; Chief Chemist in respect of analysis of rocks, minerals and groundwater and Chief Geophysicist in respect of geophysical investigations. Besides, in his Personal Establishment, he is assisted by 1 Superintendent, 1 Stenographer, 1 Second Division Assistant, 1 Driver and 2 Attenders respectively.

Additional Director (Minerals): The Powers, duties and responsibilities of the Additional Director (Minerals) are as enumerated below: -

a) Additional Director (Minerals) assists the Director of Mines and Geology in all matters relating to administration of major minerals. b) He renders technical advice to the Director in matters relating to scientific exploration, conservation and exploitation of mineral resources in the State and in this regard he is assisted by Deputy Director (Plan Monitoring). c) All the Applications seeking grant of reconnaissance permit or prospecting license or mining lease in respect of major minerals are processed under his direction and supervision. d) In regard to issues relating to mineral administration, in the absence of the Director, he will attend meetings on his behalf in the Secretariat and other offices/Organisations. e) He holds charge of Geological Laboratory & Museum as well as Library. f) He attends to Parliament Questions and LA/LC matters relating to major minerals. g) He is responsible for preparation of D.C.B. Statements regularly and collection of arrears due from the lessees. h) He shall furnish replies to the draft audit paragraphs relating to major minerals. i) Any other work entrusted by the Director of Mines and Geology from time to time.

In the discharge of his duties, the Additional Director (Minerals) is assisted by Deputy Director (Plan Monitoring), a Geologist, a Superintendent, a Librarian, a First Division Assistant and 6 Second Division Assistants, a Typist and a Dalayat respectively in the Mining Lease Section and a Superintendent & a First Division Assistant in the D.C.B Section. Besides, in his Personal Establishment, he is assisted by 1 Stenographer, 1 Second Division Assistant, 1 Driver and 1 Dalayat respectively.

Additional Director (Groundwater): The Powers, duties and responsibilities of the Additional Director (Groundwater) are as enumerated below: -

a) The Additional Director (Ground Water) assists the Director in assessment of ground water resources and ground water quality.

b) He renders technical advice to the Director of Mines and Geology in matters pertaining to ground water development.

c) He is responsible for both groundwater investigation and monitoring of ground water quality as well as quantity in the State.

d) In regard to issues relating to ground water development, in the absence of the Director, he will attend meetings on his behalf in the Secretariat and other offices/organisations.

e) He assists the Director in taking decisions in all matters relating to groundwater development activities.

f) Research and Development activities connected with ground water investigation are taken up and implemented under his supervision and guidance.

g) In regard to issues relating to ground water investigation and development, in the absence of the Director, he will attend meetings on his behalf in the Secretariat and other offices/organisations.

h) He attends to Parliament Questions and LA/LC matters relating to ground water investigation and development.

i) He shall furnish replies to the draft audit paragraphs on issues pertaining to ground water investigation and development.

j) Any other work entrusted by the Director of Mines and Geology from time to time.

In the discharge of his duties, the Additional Director (Groundwater) is assisted by 1 Deputy Director (GWS), 2 Deputy Directors (R&D) and 1Deputy Director (Hydrology) who are in turn assisted by Senior Geologists and Geologists. Besides, in his Personal Establishment, he is assisted by 1 Stenographer, 1 Second Division Assistant, 1 Driver and 1 Dalayat respectively.

Joint Director (Administration): He is responsible for all administrative matters dealt with in the Department and assists the Director in taking decisions in such matters. He is assisted by a Gazetted Manager on issues relating to administration and another Gazetted Manager incharge of Stores for procurement of articles and equipments. The following are the functions of the Joint Director (Administration): -

(i) Custody of Service Registers. (ii) Disciplinary control over the entire office establishment.

(iii) Custody of important confidential papers and circulars received from

Government. (iv) Scrutiny of Registers which have to be maintained in the different branches of the Directorate.

(v) Compilation of Monthly Arrears Statements with the help of the

Gazetted Manager.

(vi) Custody of D.O. files received from Government. After the replies

are sent to Government, the concerned papers may be handed over

to the respective branches. (vii) In the absence of the Director, to attend meetings on administrative matters in the Secretariat and other offices on his behalf.

(viii) Sanction of casual leave to Group ‘A’ and Group ‘B’ officers.

(ix) Compilation of Administration Report.

(x) Incharge of comprehensive computerized mineral administration

system.

(xi) Overall control of the working of the Department in the various

Branches subject to approval by the Director for the measures taken.

(xii) Any other work entrusted by the Director of Mines and Geology

From time to time.

In his Personal Establishment, the Joint Director (Administration) is assisted by a Stenographer, a Second Division Assistant, a Driver and a Dalayat.

Joint Directors (North Zone) and (South Zone): There are two posts of Joint Directors at the zonal level -1 at the North Zone with headquarters at Bellary and the other at the South Zone with headquarters at Mysore. The districts in the jurisdiction of the north zonal office are Bellary, Chitradurga, Koppal, Raichur, Gulbarga, Dharwad, Haveri, Gadag, Davangere, Uttara Kannada, Belgaum, Bijapur, Bagalkote and Bidar respectively. Similarly, those in the jurisdiction of south zonal office are Mysore, Mandya, Bangalore, Kolar, Hassan, Shimoga, Tumkur, Chamarajanagar, Dakshina Kannada, Udupi and Kodagu respectively. These officers have supervisory jurisdiction over the district offices relating to mineral administration and groundwater investigation in their respective zones. They also function as revision authorities in respect of leases for some non-specified minor minerals as envisaged in Rule 53 (1) of KMMC Rules 1994.

Chief Drilling Engineer: He has got overall jurisdiction over the drilling activities of the Department. He oversees the activities of the Drilling Unit and assists the Additional Director (Groundwater) in drilling of borewells and other related drilling programmes and yield testing activities of the Department. He is assisted by 2 Deputy Chief Drilling Engineers, 9 Drilling Engineers, 13 Assistant Drilling Engineers, 17 Driller –cum- Mechanics, 36 Assistant Drillers and 56 Helpers respectively.

Chief Chemist: Chief Chemist heads the Chemical Laboratory in the Directorate. He has six laboratories under his jurisdiction in the State and he oversees their activities. He is assisted by 2 Senior Chemists and 10 Chemists. His responsibilities include –

a) Analysis of ores, minerals and rocks; b) water analysis; distribution of samples;

c) validation; d) visit to divisional laboratories to study the progress of the work done in

those laboratories and to guide the Chemists there in case of need; e) maintaining stock book; f) guiding university students who come for practical training; g) attend workshops; and h) imparting training to Chemists on pollution related parameters.

Chief Geophysicist: Chief Geophysicist is responsible for Geophysical Investigations. He will assist the Director in such matters relating to minerals and the Additional Director (Groundwater) in the said investigation and in implementing the geophysical programmes in the State. He is assisted by 1 Deputy Chief Geophysicist, 11 Senior Geophysicists and 12 Geophysicists.

Deputy Director (Legal): He is incharge of Legal Cell at the Directorate and renders advice to the Director in legal matters and handles litigations of the Department. He is assisted by a Superintendent, 2 First Division Assistants, a Typist and a Dalayat.

Deputy Director (Mineral Administration): The Powers, duties and responsibilities of the Deputy Director (Mineral Administration) are as enumerated below: -

a) He assists the Director of Mines and Geology in all matters relating to both specified and non-specified minor minerals. b) All the Applications seeking grant of quarry lease in respect of specified minor mineral viz. Ornamental Stone are processed under his direction and supervision. c) He assists the Director in preparing the details about the number of applications received seeking grant/renewal of quarry leases for Ornamental Stone along with other necessary details for placing them before the Committee constituted under rule 11 of KMMC Rules, 1994. d) He prepares documents for execution of quarry leases for Ornamental Stone after notifications are issued by the Government granting quarry leases. e) He is empowered to approve the quarry plans in respect of specified minor minerals. f) In regard to issues relating to specified minor minerals, in the absence of the Director, he will attend meetings on his behalf in the Secretariat and other offices/organisations.

g) He attends the hearings relating to revision applications filed before Government by the quarry lease holders. h) He is responsible for preparation of D.C.B. Statements regularly and collection of arrears due from the lessees in respect of quarry leases. i) He prepares agenda for monthly meetings of field officers at the Directorate. j) He shall furnish replies to the draft audit paragraphs on issues pertaining to both specified and non-specified minor minerals.

k) He attends to Parliament Questions and LA/LC matters relating to minor minerals. l) Any other work entrusted by the Director of Mines and Geology from time to time.

He is assisted by a Superintendent and a Second Division Assistant in the D.C.B Section and a Superintendent, 4 Second Division Assistants, a Typist and a Dalayat in the Quarry Lease Section.

Deputy Director (Plan Monitoring): The duties and responsibilities of the Deputy Director (Plan Monitoring) are as enumerated below: -

a) The Deputy Director (Plan Monitoring) assists the Director in seeking budgetary allocation for investigation, exploration, conservation and development of mineral resources in the State.

b) He is responsible for publication of the details of the mineral investigation activities taken up by the Department.

c) He is responsible for proper maintenance and upkeep of the Geological Museum in the Directorate.

d) He shall procure newly found rocks and minerals for display in the Museum. e) He shall arrange for display of the minerals and geological maps in various

geological exhibitions, seminars, conferences etc. f) In the absence of the Director, he will participate on his behalf, in the meetings

held at the Secretariat for discussing allocations to the Department under Plan. g) He assists the Director in periodically convening the meetings of the State

Geological Programming Board. h) He provides the required material to the Director when he participates in the

meetings of the Central Geological Programming Board. i) In pursuance of the decisions taken in these meetings, he chalks out the field

programmes for mineral exploration and carries out the exploration work with the help of junior officers and the field staff.

j) He is responsible for identification of diamond drilling bore holes as and when specific areas are chosen for such exploration.

k) He attends to Parliament Questions and LA/LC matters relating to Mineral exploration and conservation.

l) He shall furnish replies to the draft audit paragraphs on issues pertaining to exploration and conservation of minerals.

He is assisted by 6 Senior Geologists, 6 Geologists, an Assistant Engineer, a Superintendent, a Second Division Assistant, a Typist and a Dalayat.

Deputy Director (GWS), Deputy Director (R&D) and Deputy Director (Hydrology): There are 4 Deputy Directors at the Directorate who are assisting the Additional Director (Groundwater) in implementing R & D programmes and other groundwater investigations of the Department. They are responsible for validation of groundwater related data, processing of groundwater data, assessment of groundwater quality and quantity, finalization and publication of groundwater related reports. These Deputy Directors in turn are assisted by 3 Senior Geologists, 3 Geologists, 2 Assistant Engineers, a Superintendent, a First

Division Assistant, a Second Division Assistant, a Typist and a Dalayat respectively. Besides, the responsibilities of these Deputy Directors shall include the following: -

a) Collection and compilation of technical data from the district offices relating to groundwater resources and utilization.

b) Coordinating with officers of Central Ground Water Board for assessment of groundwater resources, its utilization and balance.

c) Compilation, scrutiny and publication of technical reports. d) Compilation of technical papers/data for meetings, preparation

of notes on files. e) To attend important meetings in Minor irrigation department;

MPR/MMR meetings at Government level; World Bank/ NABARD meetings; meetings in Water Resources Development Organisation under Irrigation Department; and departmental meetings respectively.

f) Scrutiny of proposals relating to annual programmes, technical reports submitted by district officers and publication of those reports.

g) Inspections of works related to World Bank assisted Hydrology Project executed by district officers and giving them guidance as and when required.

h) Attending to Parliament questions, LA/LC matters, RTI matters, information sought by other departments of government and the general public.

i) Coordinating in-house training to departmental officers/officials.

j) Participation in workshops and training programmes.

Deputy Director/Senior Geologist (Mineral Administration) at the District Level: - He is responsible for mineral administration in his jurisdiction. He functions as Drawing and Disbursing Officer for payment of salary to the officers and staff in his Office.

His main duties and responsibilities include –

a) collection of royalty/dead rent, signing of railway rake permits, sanction of quarry leases for non-specified minor minerals, checking of illegal quarrying / mining and illegal transport of minerals etc.;

b) preparation and issue of audit reports for both major and minor minerals;

c) cancellation of idle quarry leases in respect of non-specified minor minerals and sending recommendation for notifying such areas as also areas where the periods of quarry leases have expired under rule 8A of KMMC Rules, 1994;

d) Based on Bulk Permits/Rake Permits, checking and verifying permits/trip sheets;

e) assisting the district administration in granting licenses to Stone Crushers;

f) identifying the sand blocks for quarrying; and g) to recommend issue of RRC to the Deputy Commissioner for

recovery of arrears of royalty on minor minerals.

He is assisted by one or two Geologists and an Assistant Engineer or Junior Engineer in addition to the ministerial staff.

Senior Geologist(Groundwater Development) at the District Level: -

The Offices of the Senior Geologists of the Department of Mines and Geology concerned with Groundwater Development are in the administrative jurisdiction of the Zilla Panchayats. These offices are headed each by a Senior Geologist who in turn is assisted by two or three Geologists and a Junior Engineer in addition to ministerial staff. The programmes of these offices are approved by the Directorate of Mines and Geology and technical guidance is also given by this Department. Each of these offices is responsible for groundwater level monitoring, groundwater sample collection, groundwater investigation in their respective jurisdiction, assessment of groundwater resources, analysis of data and preparation of reports. They render technical assistance for selection of sites for digging wells / bore wells and construction of artificial recharge structures (ARS) in their jurisdiction.

Accounts Officer: Accounts Officer is responsible for all matters relating to financial administration in the Department. He functions as financial advisor to the Director.

Powers, duties and responsibilities entrusted to him are as follows: -

a) To discharge all the duties and responsibilities as Drawing and Disbursing Officer of the Department.

b) To advise on financial matters and service matters having financial implications referred to him by other Branches/ Sections of the Department on file.

c) To prepare Budget Estimates for the Department each year both under Revenue as well as under Expenditure Heads and also Appendix-B thereof after obtaining and consolidating the necessary details from various branches of the Directorate as well as from the zonal & district offices and forward the same to Government after due approval by the Director.

d) Draw the money from the Treasury under the relevant Head of Account as provided for in the Budget for disbursement to the concerned Unit as per its requirement after due approval by the Director under the delegated financial powers or as sanctioned by Government through issue of a Government Order and obtain Utilisation Certificate/s therefor.

e) To conduct Internal Audit of all the Units in the Directorate and the departmental offices at the zonal as well as the district levels and submit reports in that regard to the Director.

f) To assist the Director during Plan discussions at Government level for allocation of funds as well as to fix targets both under Revenue and Expenditure Heads.

g) In the absence of the Director, to attend meetings in the Secretariat and other offices/organisations on his behalf in respect of financial matters.

h) To check cash and vouchers every day. i) To consolidate the replies received from various Branches/Sections in respect of

audit paragraphs and forward the same to Government/ the Principal Accountant General after due approval by the Director of Mines and Geology.

j) To discharge any other work entrusted to him by the Director of Mines and Geology from time to time.

The Accounts Officer has the Cash Section, Bills and Budget Section and the Internal Audit Section respectively under his control. In the discharge of his duties, he is assisted by 4 Accounts Superintendents, 10 First Division Assistants/First Division Accounts Assistants, 4 Second Division Assistants/Second Division Accounts Assistants, 3 Typists and 3 Dalayats respectively.

Geologist:- Geologist is the entry level technical officer of the Department.

His duties and responsibilities relating to mineral administration and groundwater development are listed hereunder:

i) Mineral Wing:- 1. To inspect the mineral bearing areas and to give a technical report in that regard

in respect of applications made seeking grant of Mining/Quarry leases. 2. He is responsible to inspect the major/minor mineral stock in any lease, issue

permits for despatch of minerals and collection of royalty thereof. 3. He shall accompany the Surveyor/Engineer for the survey and demarcation of

the leased area. 4. He is empowered to randomly inspect mining leases to act against illegal mining

and/or illegal transportation of minerals, to penalize the offenders and file cases against them as per law.

5. He is required to perform duties when called upon to do so by his official supervisors in times of emergency.

6. Any other work entrusted to him by the Deputy Director/Senior Geologist. ii) Ground Water and R&D:- 1. To monitor the peizometric levels in the observation wells of the department

and to collect the base and trend samples. 2. To tender technical advice site selection for digging bore wells either for general

public or for Government. 3. To give technical advice for site selection in connection with construction of

Artificial Recharge Structures. 4. To conduct comprehensive survey of the selected micro water shed annually for

ground water evaluation. 5. To accompany the official superiors in creating awareness among the masses on

ground water by organizing programs and workshops. 6. Once in every five years, he conducts village wise surveys in his jurisdiction to

collect the comprehensive data for groundwater evaluation as per GEC-97 guidelines.

iii) Plan Scheme:- 1. Take up survey, exploration and investigation of mineral deposits in various

parts of the State as decided in the State Geological Programming Board.

Gazetted Manager (Administration): Gazetted Manager (Administration) assists the Joint Director (Administration) in the general administration of the department. His powers, duties and responsibilities include –

a) To check urgent tappals and papers, stamp account and other routine work in the General Receipt and Despatch Section everyday.

b) Consolidation of reports relating to pendency of papers received from zonal level and district level offices for review and to prepare Monthly Pendency Reports both in respect of zonal level as well as district level offices and also that of the Directorate for onward transmission to Government.

c) Compilation of data relating to use of Kannada language in administration in the Department and consolidation of reports received from zonal level and district level offices for sending monthly reports to Government.

d) To oversee the work of photo copying unit and keep account of stationery items used therein.

e) To sign all office orders, memos and letters approved by the Director or the Joint Director (Administration) as the case may be relating to establishment matters for Director or the Joint Director (Administration).

f) To attest all entries in the Service Registers. g) To sign fair copies of routine communications to subordinate offices relating to

establishment matters. h) To function as Public Relations Officer of the Directorate. i) To receive public grievance representations, forward them to the officers

concerned and to take follow-up action on such representations. j) To attend to any other work entrusted to him from time to time by the Director

or the Joint Director (Administration). k) To sanction casual leave to the Group ‘C’ and Group ‘D’ staff in the Directorate.

The Gazetted Manager (Administration) has Personnel ‘A’ and Personnel ‘B’ Sections under his administrative control. In the discharge of his duties, he is assisted by 2 Superintendents, 5 First Division Assistants, 4 Second Division Assistants, 2 Typists and 2 Dalayats respectively.

Gazetted Manager (Stores): He assists the Joint Director (Administration) in connection with procurement, safe custody and distribution of all articles and equipments and to keep proper accounts thereof. His duties and responsibilities include –

a) Procurement of electrical and electronic equipments/ peripherals, furniture, chemicals, glassware, survey equipments, special security permit papers, spare parts of diamond drilling machinery after ascertaining their quality etc. as per the provisions of Manual of Contingent Expenditure (MCE), Karnataka Transparency in Public Procurement Act (KTPP Act) and other related orders and guidelines, taking them to stock, distributing them to various units under dated acknowledgement.

b) Placing orders to the Government Press twice a year for supply of various stationery items for use by the department such as Note Sheets & White Sheets, various Forms, Registers, Log Books, Form No. 31 of KFC, Attendance Registers, Measurement Books and other articles, their procurement, taking them to stock, their distribution and keeping record of these transactions.

In the discharge of his duties, he is assisted by a Superintendent, a Second Division Assistant, a Typist and a Dalayat respectively.

Accounts Superintendent (Internal Audit)/Superintendents, Cash Management, Bills and Budget Sections:

The duties and responsibilities of the Accounts Superintendent (Internal Audit) /Superintendents, Cash Management, Bills and Budget Sections are listed below: -

a) They are responsible for getting the assigned work done in time by the dealing hands working under them. b) The Superintendent, Cash Section shall oversee preparation of A.C. Bills, Pay Bills, Travelling Allowance Bills, Medical Bills etc. pertaining to the Directorate by the dealing hands, scrutinize those bills with reference to the provisions of KCSRs, KFC, etc. and authenticate as to their correctness before submission to the Accounts Officer. c) The Superintendents of Cash Section and Bills Section and the Internal Audit Section shall ensure that statutory deductions are made periodically as per the guidelines issued in that regard and Returns are filed within the stipulated time limit. d) These Superintendents shall attend to important communications from the State Government and from the Office of the Principal Accountant General which require immediate attention and submit the connected files to the Accounts Officer on the same day or early the next day. e) The Accounts Superintendent (Internal Audit) shall regularly co-ordinate with other Branches/Sections of the Directorate for obtaining replies to the draft audit paragraphs and help the Accounts Officer in consolidating the replies so obtained for onward transmission to Government/Principal Accountant General after due approval by the Director. f) The Superintendent, Budget Section is responsible for preparation of Budget Estimates for the Department both under Revenue Head and the Expenditure Head. Besides, he shall also prepare Appendix-B in respect of the officers and staff of the department for the purpose of allocation of funds towards the salary component. g) The Superintendents of all the Sections in the Accounts Branch shall provide the relevant rules, regulations, circulars, orders, guidelines etc. required by the Accounts Officer for recording his opinion in the files referred to him by other Branches/Sections on service matters having financial implications and those relating to release of funds from out of the provisions made in the Budget.

h) The Accounts Superintendent (Internal Audit) shall conduct internal audit of various Branches/Sections of the Directorate as well as the offices at the zonal and district levels periodically and submit a report thereof to the Accounts Officer. The Accounts Officer shall in turn conduct review of the internal audit so done by the Internal Audit team. i) These apart, the Superintendents of all the Sections in the Accounts Branch shall discharge other duties and responsibilities entrusted to them by the controlling authority from time to time.

Superintendent: Superintendent is in-charge of a Section. He is primarily responsible for the general efficiency of the Section in his charge and is directly responsible to the officer/s under whom he works for the efficient and expeditious disposal of files/papers. He has overall responsibility for all files and papers relating to subjects allotted to the Section and maintained by the First Division Assistants/Second Division Assistants working under him. He must keep a check on prompt action on all papers; communications and files received and ensure that urgent and immediate cases are dealt with in accordance with the assigned priorities. He will ensure that the notes and drafts originating from his Section are accurate. He will guide them and own the ultimate responsibility. He will ensure that files submitted by the dealing hands are strictly in accordance with the provisions of the Manual and exercise a close scrutiny in the matter of submission of files to higher officers. He shall check the inbox and take prompt action on the incoming mail.

Apart from being responsible for the general supervision of work of the staff in his Section, a Superintendent should also personally handle important and intricate cases where he should, if required, summarize facts of the case and record the appropriate noting, etc., himself. His duties and responsibilities are enumerated below: -

1) To maintain neat and clean work environment in the Section for proper and efficient disposal of work; 2) to maintain order and discipline in the Section; 3) to control the movement of officials in the Section; 4) to prevent admission of unauthorized persons to the Section and divulgence of official information to outsiders; 5) to ensure that all files/papers sent to the Branch Officer are properly accounted for; 6) to arrange for proper distribution of work among the dealing hands; 7) to ensure that the files put up by the dealing hands are complete in every respect particularly in regard to arrangement of papers in the file, numbering the paragraphs of the note portion, numbering the pages of correspondence side, referencing, writing of subject matter on the note sheets, priority marking, use of docket sheets, etc.; 8)to scrutinize the notes put up by Case Workers, modify, add or revise wherever necessary for accuracy in all respects and to submit them to higher officers in a proper and complete form;

9) to see that the draft is put up after the files are returned and issue fair copies without any delay; 10) to keep track of important cases and take necessary action for their expeditious disposal; 11) to ensure weekly and monthly arrears lists are reviewed and submitted regularly; 12) to inspect the table and racks of First Division Assistants/Second Division Assistants every month for verification of pending papers/cases and prevention of accumulation of papers/files; 13) to take prompt action on observation in the inspection reports of higher officers; 14) to maintain Standing Guard File, Section Note Book, Reference Books for all the subjects dealt in the Section; 15) to see that all registers, periodicals, diaries and file registers are maintained properly in his Section; 16) to see that all files are recorded promptly and properly by weeding out unnecessary papers with necessary index slips; 17) to classify correctly the recorded files; 18) to review the classification of all time barred files before destruction; 19) to see that the economy in the stationery articles and papers is strictly adhered to; and 20) to maintain Circular and Guard file on a ready for reference basis.

First Division Assistant/Second Division Assistant: A First Division Assistant/Second Division Assistant works under the Superintendent and is responsible for the work entrusted to him. Each First Division Assistant/Second Division Assistant in a Section is allotted a certain number of subject headings. His duties mainly are:

(i) To acknowledge the papers/files received by him;

(ii) to segregate receipts according to their priority marking;

(iii) where receipts have been disposed of without the need for opening a new file, to update register/diary accordingly;

(iv) to examine and put up suitable notes and drafts on cases promptly and submit them to the Superintendent after properly referencing and paging them;

(v) to ensure that the notes are submitted on files in such manner that they do not end at the bottom of the note sheet, but are appropriately spilled over on the next page, so as to enable the officers to give their orders below the note and in continuation thereof;

(vi) to ensure that the instructions contained in the Manual are followed strictly in the matter of noting and drafting;

(viii) to properly maintain relevant books of Acts & Rules with up–to-date amendments, various standing orders, precedents, etc. connected with his work;

(ix) to maintain properly the standing guard files and other necessary registers;

(x) to keep papers and files in tidy condition;

(xi) to ensure that ‘Sus’ files are properly maintained and retrieved on the appropriate future date for issue of reminders or review etc.

(xii) to ensure that reports/returns if any, are received/submitted at the appropriate time;

(xiii) to maintain date on all files created and monitor their disposal;

(xv) to generally assist the Superintendent in whatever manner he may desire in the proper functioning of the Section.

It is the responsibility of First Division Assistants/Second Division Assistants to immediately deal with papers/files marked urgent/immediate etc. All other papers/ files should be dealt with in the order in which they are received. They must ensure that papers/ files do not pile up on their desks and to the extent possible the papers/files are disposed of on day to day basis.

Stenographer/Personal Assistant: A Stenographer is generally employed on stenographic work. However he may be called upon whenever necessary to assist in word processing and comparing work. He will also be responsible for accuracy and tidiness of documents. A Stenographer attached to an Officer may also be required to act as a Personal Assistant. The principal duties and responsibilities of a Stenographer/Personal Assistant are enumerated below: -

a) Develop the knowledge of Shorthand to the highest level of efficiency. b) While taking dictation, the outlines should be legible and neatly readable when

called upon to do so. c) Development necessary skill, competence and expertise required for

verbatim reporting. d) To help the Officer in proper maintenance of papers, arranging meetings

and conferences, in taking follow up action on various matters dealt with by the Officer.

e) To properly plan the work and give an agenda to the Officer for the day which covers urgent matters and routine appointments.

f) Obtain instructions on matters to be delegated to other officers/officials. g) To cultivate proper public relations and be courteous to the visitors. h) To attend to all telephone calls promptly and pleasantly. i) Keep a Special Index of telephone numbers most frequently required. j) Keep a record of the Officer’s whereabouts when he is away from the office

for quick contact whenever necessary.

k) Make a regular check to see that prompt action is taken by the office, especially on important matters and inform the progress to the Officer.

l) Ensure that the files received by the Officer are promptly entered in the Movement Register and sent up to the higher authorities after they are attended to by the Officer or down the line after orders are passed thereon.

m) Compose letters accepting or rejecting invitations after consultation with the Officer and the tenor of such letters should be in tune with the nature of the communication received.

n) Keep on hand up-to-date reference books, telephone directories, statutes, codes and regulations, railway, plane and bus schedules.

o) Make travel arrangement for the visit of the Officer outside the headquarters after consulting him.

p) Maintain calendar of forthcoming meetings and conferences. q) Maintain security of information and exercise discretion in giving out

information and take instructions from the Officer while doing so.

Typist: Typist shall attend to all the data entry work in the Section. He must have knowledge of categorization of documents, saving those documents and their retrieval for future use. He shall be also responsible for typing the drafts of letters, orders, circulars, etc. using document management Software. He shall also ensure that once the final order is signed in ink and issued, the same is scanned whenever required using the said Software to put the said order on the department’s website.

Group ‘D’ employees: The duties and responsibilities of group ‘D’ employees working in the Department of Mines and Geology as Attenders, Dalayats, Cycle Orderlies, Despatch Riders, Watch and Ward, Sweepers and Scavengers are enumerated below: -

a) Carrying files within the Department from one Branch/Section to another. b) Stitching closed files. c) Arranging files within the Section. d) Keeping Sections neat and tidy, sweeping the floor, dusting furniture, etc. e) Carrying and distributing stationery. f) Making envelopes when necessary. g) Any other duty connected with the office work which may be entrusted to them.

2. Must attend the office in uniform.

3. Must attend the office half an hour before the prescribed hour for the commencement of the office and get the rooms of Sections opened by the watchmen in their presence. In the evening they should leave the office only after the rooms are locked by the Watchmen.

4. Must work over time when the business of office requires it.

5. Shall not abstain from duty without pervious sanction except on medical or on other justifiable grounds.

6. Those entrusted with the work of operating the duplicating machines must attend to that work as though it is part of their normal and regular duty.

7. Must work in the Branch/Section to which posted.

8. Must attend to duties entrusted by officers/officials of the Branch or Section.

10. Must take due care of property of the Department.

11. Behave properly with other government servants and the general public.

12. Must carry records, etc. to the Record Room and bring from there, collections, spare copies, etc., required by the Sections/ Officers.

13. Must assist the Superintendent of the General Receipt and Despatch Section to bring stationery and other articles from the Government Press and help in distributing them to the Sections.

14. Must do any other work connected with the office entrusted to them by the officers or officials under whom they are normally working in the interest of smooth running of official business.

15.Cycle Orderlies and Despatch Riders in the General Receipt and Despatch Section must attend to the work of bringing tappals, etc., meant for the Department of Mines and Geology from the General Post Office, etc. every day before 10.30 A.M. in the Tappal bags provided to them. The Despatch Riders, in particular, shall attend to the work of carrying tappals or any other articles from the Department to the G.P.O., C.T.O., Railway Station, K.S.R.T.C., Indian Airlines etc. or to any other Department/Organization within the limits of Bangalore City.

16. Sweepers must clearly and properly sweep or wipe with wet cloth or jute cloth the room and verandahs, steps, stair-cases, Chejjas, etc., allotted to them well before the office starts functioning. Whenever necessary, they shall sweep or clean the rooms, verandah, etc., even during office hours. The swept papers must be carried for burning outside the office everyday by 11-00 A.M. under the supervision of the Duty Officer and it must be ensured that the swept papers are burnt fully to ashes. They shall also do any other work such as shifting and arranging of furniture and other articles in the office.

17. Scavengers must attend to the work of washing and keeping clean the latrines, urinals, bathrooms or toilets, water closet, wash basin in the Community bathrooms and anti-chambers of Officers in the allotted area using deodorants without causing any damage to the fittings or any articles, well before the office starts functioning. They must also attend to any other work entrusted to them in the exigencies.

Watch and Ward (Security): The duties and responsibilities of Security Personnel are as follows: -

a) Must open the doors of the office on a working day at 8-30 a.m. and close them in the evening in the presence of Attenders/Dalayats concerned or such officer/official who leaves the room in the end after the office hours.

b) Must also take care to see that the lights and fans are put off, other doors if any, are closed, the window shutters and water taps, if any are properly closed.

c) Must keep a close watch on the sweepers and scavengers are duly authorized to perform their duties in the premises of the Office.

d) When on duty, they must be vigilant, attentive and be on their allotted duty spot throughout taking rounds and enquiring about any unauthorized persons. If they want to leave their duty spot during their allotted duty period, they shall keep the other watchman on duty informed as also the Duty Officer.

e) Must ensure that articles belonging to the Directorate are not taken out of the office premises without proper authority.

f) It shall be their duty to see that the vehicles of the department kept in the premises of the office are taken proper care of and not meddled with by unauthorized persons.

g) In case any officer or official of the department wants to work on Sundays or other general holidays, the security person on duty shall open the door of the particular room or hall only with the knowledge of the Duty Officer. When such officer/official leaves the office, the doors should be locked again after taking necessary precautions such as putting of lights, closing the window shutters etc.

h) In the exigencies of department’s work, they must attend to any other work entrusted by the Duty Officer or any other higher authority.

The Watch and Ward, Sweepers, and Scavengers, must deposit the articles whether personal or of the department, if any, inadvertently left by government servants while leaving the office either on the tables or in the room/s or hall/s with the Duty Officer who will inform the concerned about it on the next working day.

--oo0oo--

CHAPTER-IV

PROCEDURE RELATING TO CONDUCT OF DEPARTMENTAL BUSINESS IN VARIOUS

SECTIONS OF THE DIRECTORATE

Mining Lease Section

This Section deals with grant of Reconnaissance Permit, Prospecting License and Mining Lease respectively.

Applications made seeking grant of reconnaissance permits, prospecting licenses and mining leases by the interested public are received at the Directorate. A Standard Register for registering the applications for each of the above shall be separately maintained and these Registers should be in the custody of the head of the Section i.e. the Superintendent. This Section will examine each of these applications as per the provisions of the Mines and Minerals (Development and Regulation) Act, 1957 and the Mineral Concession Rules, 1960 issued thereunder.

After examining the availability of the area for grant in the Drawing Branch of the Directorate, the opinion/views of Revenue or Forest Department as the case may be depending on who the land applied for belongs, will be obtained. Thereafter technical report from the jurisdictional office i.e. the Office of the Deputy Director/ Senior Geologist as to the availability of mineral in the applied area will also be obtained. With these details, the connected file will be submitted to the higher authorities for a decision to either grant or reject the application.

For grant of Reconnaissance Permit/Prospecting License/Mining Lease in respect of specified major minerals, prior approval of the Central Government is required to be obtained through the State Government. Thereafter, the State Government will issue a Notification granting Reconnaissance Permit or Prospecting License or Mining Lease as the case may be. After issue of the Notification, before executing the Prospecting License/Mining Lease, survey and demarcation of the area granted will be carried out by the jurisdictional officer viz. Deputy Director/Senior Geologist of the concerned district after receiving the prescribed fee therefor from the grantee. After the grantee obtains the approved mining plan from the Indian Bureau of Mines (IBM), clearances from the State Pollution Control Board and the Ministry of Forest and Environment, Government of India, the Prospecting License /Mining Lease will be executed by the Director.

As regards grant of Prospecting License/Mining Lease in respect of non-specified major minerals, prior approval of the Central Government is not required. Therefore, after following the procedure explained above, the Director of Mines and Geology or the State Government will execute the Prospecting License/Mining Lease.

This Section shall adhere to the time limit specified in the Calendar at Appendix-‘D’ in the matter of processing of applications made to the Department seeking grant of Reconnaissance Permit or Prospecting License or Mining Lease as the case may be. In no case this time limit shall be exceeded except with the specific sanction of the Director or Additional Director (Minerals).

A monthly Statement of mineral concessions granted, applications received and pending in different stages must be compiled and submitted to the Director within the 5th of the following month.

This is an important Section dealing with the mining public and the delay in the working of and disposal of applications should be avoided.

Quarry Lease Section

This Section deals with grant of Quarry Leases in respect of specified Minor Mineral viz. Ornamental Stone. Applications made seeking grant of Quarry Lease for specified minor mineral viz. Ornamental Stone shall also be received at the Directorate. A Standard Register for registering the applications shall be maintained in the Section and this Register should be in the custody of the head of the Section i.e. the Superintendent. This Section will examine each of these applications as per the provisions of Karnataka Minor Mineral Concession Rules, 1994.

After verifying the availability of the area in the Drawing Branch of the Directorate, the opinion/views of Revenue or Forest Department as the case may be depending on who the land applied for belongs, shall be obtained. Then the applications received for grant of quarry lease for Ornamental Stone (Granite) will be placed before the Committee constituted under Rule 11 of KMMC Rules, 1994 and chaired by the Principal Secretary / Secretary to Government, Commerce and Industries Department, by the Director of Mines and Geology with all the necessary details required by the Committee for taking a decision in respect of each of the applications. With the recommendations of the above Committee to either grant or reject the application, necessary proposals have to be sent to Government by the Director. The State Government will issue a notification either according sanction for grant of Quarry Lease for Ornamental Stone or rejecting the application. Where Government has accorded sanction for grant of quarry lease, in respect of those applications, the applied areas will be surveyed and demarcated by the jurisdictional Deputy Director or Senior Geologist after collecting the prescribed fee therefor from the grantee. After approval of quarry plan and payment of necessary fees by the lessee, the quarry lease will be executed by the Director of Mines and Geology.

Applications for non-specified minor minerals shall be received by the jurisdictional Deputy Director or Senior Geologist. After getting the opinion of the Tahsildar and conducting survey and demarcation of the area, the jurisdictional Deputy Director or Senior Geologist will execute the quarry lease. Any person aggrieved by the orders of the jurisdictional Deputy Director or Senior Geologist may file a revision application before the Director of Mines and

Geology within a period of three months from the date of the order. The Director, after affording an opportunity of being heard to the revision petitioner will pass final orders on the said revision petition.

This is an important Section dealing with the public engaged in quarrying activities of Ornamental Stone and there shall not be any delay in the processing and disposal of applications seeking grant of quarry leases.

Demand, Collection and Balance (D.C.B.) Section

This Section provides the details of expected revenue in the form of royalty, dead rent, interest, penalty etc. for the ensuing year to the Budget Section to facilitate the latter to prepare the Revenue Budget Estimates. Based on these figures and having regard to the target fixed by Government for a particular year, individual targets are fixed by this Section for each district office dealing with mineral administration. District-office-wise/ lessee-wise particulars are maintained in the D.C.B. Registers which contain the details of the quantity of the minerals produced and despatched from individual mines/quarries, the amounts due thereof towards royalty etc. and the amounts outstanding from the concerned lessee. The reports sent by the district officers after annual inspection of the leases in their jurisdiction are examined by this Section to verify the correctness of the amounts due from individual lessees towards royalty, interest, penalty, dead rent etc. Where amounts are outstanding from the individual lessees, notices will be issued from this Section to such lessees calling upon them to pay the arrears due from them failing which their leases would be determined after the due date prescribed for clearing such dues. Even thereafter, if the lessee fails to clear the arrears, his mining lease/quarry lease will be determined and the amount due will be recovered as arrears of land revenue through the concerned Deputy Commissioner of the District.

Where any lessee makes an application seeking renewal of mining/quarry lease, such files are referred to the D.C.B. Section by the concerned Sections. If arrears are due from such lessees, the same will be recorded in the relevant file and returned to the concerned Section/s.

Monthly Progress Reports sent by the district officers as to the collection of revenue by way of royalty, dead rent, interest, penalty, etc. are consolidated in this Section and sent to Government for information and record after due approval by the Director.

This Section will also monitor the royalty etc. collected on minor minerals like building stone, sand etc. by other departments viz. Public Works Department, Irrigation Department, Rural Development and Panchayat Raj Department and certain other autonomous organisations.

Cash Section, Internal Audit Section and Bills & Budget Section

These Sections constitute the Accounts Branch of the Directorate. Files relating to release of funds from out of the provision made in the Budget under the relevant Head of Account are handled in the Budget Section. Each such file will be examined with reference to the provisions of KFC, MCE, as also the orders relating to general delegation of financial powers to the Heads of Department and opinion of the Accounts Officer recorded therein. Thereafter,

the file is returned to the concerned Section or Branch to take further necessary action to issue the office order etc. Based on the order so issued, appropriate bills will be preferred by the Bills Section and money is drawn from the Treasury through Cheque. The Cheque so obtained will be handed over to the concerned Branch/Section, which after utilizing the amount so released will furnish Utilisation Certificate to the Accounts Branch. Where the amount sought to be released is more than the limit specified in the order relating to delegation of financial powers, such cases are referred to Government by the concerned Section/Branch for issue of necessary orders releasing the said amount after obtaining the opinion/remarks of the Accounts Officer and approval of the Director thereafter.

Budget Estimates for the Department both under Revenue Head and the Expenditure Head are prepared by the Budget Section. This Section also prepares Appendix-B in respect of the officers and staff of the department for the purpose of allocation of funds towards the salary component after collecting the necessary particulars from the concerned Branches/Sections in the Directorate as also from the zonal and district level offices of the Department.

Reconciliation of figures both under Revenue Head and the Expenditure Head is done by Bills Section on monthly basis. This Section also deals with refund of Security Deposits made at the time of making the applications for grant of quarry lease.

Cash Section is responsible for handling cash, Demand Drafts, Cheques and

other monitory negotiable instruments in the Directorate. Cash Book, Receipts

Books, Remittance Registers and other important Registers relating to financial

transactions are maintained in this Section. The Superintendent shall ensure

that these Registers are maintained properly and entries made from time to

time by the dealing hands as per KFC. This Section is concerned with remittance

of all receipts to appropriate Head of Account in the Treasury Bank. Cash Book

and other Registers mentioned above will be submitted to the Accounts Officer

through the Superintendent at the end of each day for final verification and

authentication of the transactions pertaining to that day.

A.C. Bills, Pay Bills, Travelling Allowance Bills, Medical Bills etc. pertaining to the Directorate are prepared in the Cash Section by the dealing hands and scrutinized by the Superintendent with reference to the provisions of KCSRs, KFC etc. and authenticated as to their correctness before submission to the Accounts Officer. After due approval by the Accounts Officer (and the Director wherever necessary), those Bills will be presented to the Treasury and Cheques obtained thereof. A.C. Bill, Travelling Allowance Bill, Festival Advance Bill, Supplementary Salary Bill, Medical Bill etc. are encashed and disbursed to the concerned by this Section.

Further, the Cash Section is also concerned with reconciling the transactions during the month with the Treasury records in the first week of the month that follows to ensure correctness of the transactions made during the

previous month and record the same in the relevant Registers for cross reference.

As per Rules 27 and 45 of the Finance and Accounts Rules, the Accounts Officer of the Department shall periodically arrange for the internal audit of all the Branches/Sections in the Directorate as also in the zonal and district offices.

The Internal Audit Section in the Accounts Branch is concerned with verifying the correctness, accuracy and authenticity of the financial accounting and statistical records in the Department of Mines and Geology. The objective of internal audit is to have a deterrent and reforming effect in the direction of prevention of mistakes. This Section plays an important role in the Department by pointing out mistakes and ensuring remedies without loss of time through administrative, financial and performance audits.

Internal audit facilitates functional diagnosis of the Department and helps in making the internal system more effective by suggesting ways and means for improvement.

Internal Audit Section will conduct a detailed check of accounts for any particular month in a financial year by randomly selecting any month at the instance of the Accounts Officer. This Section also checks the functioning of the Directorate as well as zonal and district level offices of the department to ascertain how far the provisions of the relevant Acts, rules and regulations are adhered to, systems and procedures are followed in administration, accounting and financial management. This Section shall ensure that the mistakes, errors, lapses, discrepancies and other deficiencies noticed during the internal audit in any Branch/Section of the Directorate or in the zonal/district office are rectified within the time limit specified. If the said time limit is not adhered to by the concerned, then such lapse on their part shall entail disciplinary action against them.

Groundwater Investigation and Administration Unit

The Groundwater Unit of the Department will carry out activities such as monitoring of groundwater levels in the State and monitoring of groundwater quality as well as quantity. It will also conduct assessment of groundwater resources once in five years as per the guidelines issued by the Ministry of Water Resources, Government of India. The Senior Geologists incharge of groundwater investigation at the district level function under the administrative control of the respective Zilla Panchayats and technical guidance is provided to them by the Directorate.

The Senior Geologists at the district level will carry out micro watershed studies, analyse specific groundwater problems and advise on remedial measures. They will also carry out construction of artificial recharge structures in their jurisdiction. They render technical advice for sinking of wells / bore wells and also for rain water harvesting. The district level officers also do Groundwater resources estimation, Groundwater level monitoring and select sites for drilling bore wells for domestic, agricultural and industrial purposes.

The main activities of this Unit under Groundwater Investigation include Assessment of groundwater resources in all the taluks of the State; Periodic monitoring of groundwater level in the State; Monitoring of groundwater quality for various purposes; Determination of aquifer characteristics and selection of sites and construction of artificial recharge structures.

Similarly, under Groundwater Administration, the main activities of this Unit include selection of suitable sites for drilling borewells; issue feasibility reports/certificates; and regulate development of groundwater resources in a systematic and scientific manner.

Geophysical Section

Geophysical Section conducts geophysical investigations through vertical depth probes and profiling, geophysical surveys to pin-point sites for drilling bore wells and to understand subsurface in homogeneities. Hydro-geologists of the department are assisted by Drilling Section in drilling experimental bore wells and determining yield in the bore wells. Groundwater Drilling Section takes up cleaning of bore wells and retrieving pumps from bore wells; analyse groundwater/surface water samples in the Chemical laboratory at the Directorate and also in the divisional laboratories at Mysore, Chitradurga, Dharwad, Belgaum, Bellary and Gulbarga.

Chemical Laboratory There are six chemical laboratories of Level- II Grade situated in the

districts of Bellary, Mysore, Belgaum, Chitradurga and Dharwad. The Chemical Laboratory at the Directorate is of Level II+ Grade. The Chief Chemist is the head of all the laboratories. These laboratories are functioning under the technical guidance of the Chief Chemist. He is assisted by Senior Chemists and Chemists. Work in the Level-II laboratories are looked after by the Senior Chemists/Chemists. The Chemical Laboratory at the Directorate is a full-fledged laboratory wherein analysis of ores, minerals, rocks and water- both surface water and ground water - are carried out. Apart from the departmental samples, the samples from the public and other agencies are also analysed.

The quality parameters considered are physical, chemical and bacteriological. The physical parameters include colour, odour, taste, turbidity and temperature. The chemical parameters refer to presence of Calcium, Magnesium, Sodium, Potassium, Total Iron, Chloride, Nitrate, Sulphate, Fluoride and Total Dissolved solids as also to Alkalinity (Bicarbonate), Alkalinity (Carbonate), , specific electrical conductance, total hardness pH value. The laboratory is adopting the 'AMERICAN STANDARD METHODS' for analysis purposes. These constitute the major cations and anions found invariably in the ground water. The bacteriological parameters indicate the presence of disease causing bacteria. A broad attempt is made to compare the results obtained from the chemical analysis with that of the Indian Standard Drinking Water Specification as per IS: 1 0500: 1991 to evaluate the quality of water for drinking purposes.

The objective of chemical laboratory is to develop comprehensive,

reliable, accurate user friendly database. Chemical laboratory is equipped with sophisticated equipments to carry

out analysis with reference to chemical parameters, pollution parameters, heavy metals and pesticides. Samples from 1859 Observation Wells will be collected for the whole year during the pre-monsoon period and treated as base samples for the purpose of analysis. The samples which are not potable are considered as trend samples and are collected and analysed four times in a year.

This Unit shall also take up special investigations which are scientific in nature and of economic value. It will submit weekly progress reports to the Director and keep him informed of the special investigations. A programme of special work this Unit proposes to undertake shall be drawn up and the approval of the Director obtained in that regard. Proper care should be taken in the use of chemicals, instruments and appliances. Officers of the Chemical Laboratories will be personally responsible for their proper maintenance and safety.

A Stock Book of chemicals and appliances shall be maintained. The issue of chemicals and glassware shall also be noted in a separate Register.

Metallurgical Laboratory

A Metallurgist is incharge of this Laboratory. He is responsible for all the investigations conducted in this Laboratory. At the beginning of the year itself, the Metallurgist must draw up the programme of work and get the approval of the Director for the same.

Fortnightly reports of the progress of the work done in this Laboratory shall be submitted to the Director. Reports of investigations completed shall also be submitted to the Director as soon as the work is completed.

The Metallurgist shall be personally responsible for the proper working and the safety of the machinery and appliances of the Metallurgical Laboratory. He shall maintain a Stock Book of the articles, machinery and plant and show their use/ disposal.

Stores Section

Gazetted Manager (Stores) is in charge of Stores. He will report to the Joint Director (Administration). He is assisted by a Superintendent, a Second Division Assistant, a Typist and a Dalayat respectively. Tools and plant, tents and other articles of stores will be separately classified and the stock entered and maintained in separate registers. Indents for purchase of stores articles will be prepared in conformity with the rules of purchase in force. Electrical and electronic equipments/ peripherals, furniture, chemicals, glassware, survey equipments, special security permit papers, spare parts of diamond drilling machinery after ascertaining their quality etc. are procured as per the provisions

of Manual of Contingent Expenditure (MCE), Karnataka Transparency in Public Procurement Act (KTPP Act) and other related orders and guidelines. They are taken to stock after duly classifying them and making necessary entries in the relevant Stock Register.

As soon as the articles are received they will be checked and taken to stock. The Stores Superintendent shall see that the tools, machinery and plant, tents and other articles are stocked neatly in the Godowns so as to be amenable for scrutiny and check at any moment.

The issue of articles shall be on indents from the officers or the officials and entries shall be made in the Issue Register. It shall be the duty of the indenting Officer to see that at the time of the return of the articles to the Stores, the entries in the Issue Register are scored out or cancelled.

The Gazetted Manager (Stores) shall check the stocks once a month and attest the concerned Registers maintained therefor.

The Stores Superintendent shall be in charge of all the records of the Stores and shall be responsible for the proper classification and maintenance of the same. He shall also be in charge of the departmental publications for which separate Registers for receipt and issue will be maintained.

Library

A Librarian or a departmental officer/official possessing a

Degree/Diploma in Library Science will be in charge of the Library. He will be assisted by a Second Division Assistant, one or two Library Assistants. All books, periodicals received for the Library shall be first entered in the Library Accession Register and finally in the Catalogue after due classification. Joint Director (Administration) will arrange to bring out an up-to-date Catalogue of the Library with the help of the technical officers.

The following Rules shall be observed for the use of the Library: -

(i) Without' the knowledge of the Librarian or an officer/official incharge of the Library no book can be removed from or restored to the Library.

(ii) Without a written request in the prescribed form from persons authorized to use the Library, no book can be issued outside the Library. (iii)No book may be permanently removed from the Library or sent out of the office without the knowledge of the Joint Director (Administration) to whom requisitions for either of these purposes should be made.

(iv) No books shall be lent to strangers without the permission of the Director.

(v) A receipt shall be taken from the borrower of each book lent from the Library and the said receipt shall be cancelled and returned to the borrower when he returns the book.

Duties of the Librarian are as follows: -

i) To take charge of all books and periodicals made over to him; ii) to maintain the Library Catalogue up-to- date by entering therein all receipts immediately;

iii) to correctly label all receipts and deposit them in their appropriate places;

iv)to keep series of several publications in the same file till they are complete for being bound and to take orders for· binding the collection; v)to insert correction slips in individual volumes of enactments, rules, etc.;

vi)to report loss or damage to books and to promptly obtain orders about replacement or repair; vii)to maintain Registers of books and periodicals received and of books lent and received back.

A list of periodicals subscribed or received in exchange shall be maintained and steps taken to renew the subscription or arrange to get them in time. Indents for books to be purchased shall be sought from the Joint Director (Administration)/Additional Director (Minerals). The technical officers shall also be consulted and their suggestions taken in the purchase of books for the Library.

Museum

A Geologist attached to the Plan Monitoring Unit of the Directorate will be incharge of the Geological Museum. He is assisted by a First Division Assistant or a Second Division Assistant for maintenance of records of the Museum and for custody of the materials handed over to him.

With the help of the technical officers, a Catalogue of specimens of minerals displayed in the Showcases shall be prepared and additions thereto shall also be promptly entered. Similarly, Registers shall be maintained in respect of collections of the technical officers of the Department. Entries in these registers will be made by the officers concerned. The primary responsibility of correct classification of the specimens and their storage shall be on the technical officer concerned.

A Register shall be maintained to record the details about display of various specimens of minerals available in the State and preserved in the

Museum in Geological Exhibitions, Seminars, and Conferences and in educational institutions. A similar account shall be maintained to record the mineral specimens presented to the Department for display in the Museum.

As the work in this Unit is mostly of a technical nature, the Deputy Director (Plan Monitoring) and other technical officers of the Department shall co-ordinate in such a manner that this important Unit functions in an effective manner.

Drawing Branch

A Hydrologist will be in charge of the Drawing Branch. He is assisted by 3 Assistant Engineers and 3 Junior Engineers.

The functions of the Drawing Branch are as shown below: -

a) Custody of all Maps, Plans and Sections, Drawing and Survey Instruments and Stationery.

b) Preparation of Plans and Sections for publication with the reports of the technical officers.

c) Preparation of Plans and Sketches to be issued with Prospecting Licenses, Mining Leases, and Quarrying Leases.

d) Maintenance of Maps, marking thereon blocks applied for or covered under mineral concessions and submissions of notes on the applications referred to the Section within a prescribed time.

e) Submission of indents for the purchase of Maps, Drawing Instruments and Stationery.

This Branch is also responsible for field survey and demarcation of the areas granted under mineral concessions; preparation and printing of the maps; and plans to be issued with deeds of Licenses and Leases.

Strict secrecy shall be maintained in the Drawing Branch and the examination of the maps - particularly showing the markings of the areas covered or applied for under licenses and leases shall only be permitted with specific approval in writing from the Additional Director (Minerals).

Issue of maps for reference shall be made on indents from the officers and staff. These Maps should be returned to the Drawing Branch after done with.

Use of Chemical and Metallurgical Laboratory by the Technical Officers

The Chemical and Metallurgical Laboratories shall be available for use by the technical officers when they wish to carry on special investigations relating to their field work. These technical officers while working in the Laboratories shall carry on with their special investigation work without causing any inconvenience to the officers of these Laboratories.

Diamond Drilling Unit

The Chief Drilling Engineer has controlling jurisdiction over this Unit. He is assisted by Deputy Chief Drilling Engineer and Drilling Engineer. Drilling Engineer will be in charge of this Unit. Work in this Unit will be carried out in accordance with the programme of work chalked out in the beginning of the year.

Weekly and monthly reports of work done in this Unit shall be submitted to the Director. The cores taken out from .the bore holes shall be properly preserved in boxes and made available for study by the Geologists/Senior Geologists.

The Drilling Engineer shall maintain a Stock Book of the machinery and other appliances of this Unit. He shall be personally responsible for the working and safety of the machinery of the Drilling Unit.

E-Governance Unit

With a view to provide genuine e-services to the mining leaseholders and other stakeholders of mining in Karnataka, a new system called Comprehensive Computerized Mineral Administration (CCOMA) System has been introduced in the Department of Mines and Geology as part of the e-Governance initiative of the State Government by effectively using the Information & Communication Technology (ICT). This system, which has tremendous potential, has been designed to provide real time services to leaseholders and other stakeholders in the mining industry in Karnataka. It consists of a centralized database containing information related to leaseholders, end-users, payment transactions, updated mineral rates, issuance of e-permits and m-permits, demand register information, weighbridges, etc.

The new system provides seamless service capturing data related to production at individual mines, e-auction transactions, payments from buyers for the Mineral/s e-auctioned and also transport of minerals up to the destination. The portal has also started e-services for lease owner registration, permit system (major / minor minerals), monthly / annual returns, rake permit system for rail transportation, online lease application and demand & collection system.

Some of the salient features of sale of iron ore through e-auction and transportation thereof as also issue of issue of permits electronically both for major minerals and specified minor minerals are enumerated hereunder: -

i. Sale of iron ore through e-auction:

a. Details get published on the web-site for bidders and bidders can select the ore from the mine they are interested in, conduct inspections of material at site and draw samples.

b. Buyers can bid on real-time basis in the given time slot. c. Ease of payment through RTGS.

d. Double Accounting System. e. User-friendly Tally software for accounting purpose.

ii. Mineral transport: a. E-Permit – for major minerals and specified minor minerals:-

Upload production details to update available stock at the mine online.

Apply bulk permits online against each stock for desired destination and route codes.

Payment of royalty online.

Approval by DMG officials online.

Print permits at the mine head at the time of despatch. b. m-Permits for non-specified minor mineral leases which have limited

infrastructure. c. Railway rake permits: Reconciliation and mapping of material

transported against permits to generate railway rake permit online. d. Special Security Permit Paper: A special paper has been developed to

make the system foolproof against misuse. The features of the paper that make it foolproof are:

Embedded hologram.

Photocopy proof.

Non-imitable features like: Four colours logo printing; Micro line printing; Void pantograph printing; Rainbow accuracy features; Personalized embedded hologram; Barcode with variable numbering; Penetrating static numbering on front; Scratchable logo at the back.

e. Mobile verification: This is a very handy and powerful tool for the officer conducting surprise checks. An officer of the checking squad can check any permit on the road. By sending an SMS with the trip sheet number, the officer can obtain all the details, i.e.; mine from where mineral loaded, destination, date and time of loading, time of passing through check-post, quantity of mineral, etc.

iii. Integrated Lease Management System: The ILMS is being designed as “One-Window” database / portal for the lessee and buyer. In addition to the administration of mineral mentioned above, it will also take care from the time of lease application itself. The key features in addition to the features mentioned above are: a. Lessees can apply for RP / PL / ML online and track the status of their

applications through the portal www.khanija.kar.ncode.in b. Lessees can pay the requisite fees, etc. online. c. Registrations (trader, end-users, etc.) can be applied online.

iv. Filing of Statutory Returns: a. Generate monthly returns from data available on the Server; no need

for manual reconciliation. b. Same to be used for audit. c. DCB is prepared electronically.

v. In the pipe-line: a. Mapping of mineralised zones. b. All lease related data on cadastral maps and toposheets.

c. Lease processing online.

Special Schemes

The Department of Mines and Geology shall also undertake implementation of certain special schemes entrusted to it by Government or any other Agency with the approval of Government. In taking up investigations under such special schemes, the Director shall ensure that the routine work of the Department is not hampered. He shall arrange for implementation of the schemes and formulate rules and procedure for the discharge of work under them to secure best results contemplated for achievement in the Special Schemes.

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CHAPTER- V

ARRANGEMENT AND CUSTODY OF RECORDS

The records of various Branches/Sections of the Department must be preserved in the Record Room in separate groups as noted below: -

a) Group I- Records of the General Branch. b) Group II- Records of Reconnaissance Permits, Prospecting Licences and Mining Leases. c) Group III- Records of Special Schemes.

Separate almirahs shall be set apart for the records of each group.

The records of the Department consist of – (i) Files of correspondence.

(ii) Registers and Returns. (iii) Spare copies of Printed Proceedings. (iv) Monthly Volumes of the Proceedings. (v) Spare copies of Printed Compilations. (vi) Printed copies of Departmental Rules.

(vii) Printed copies of Departmental Publications.

Files

Papers shall be arranged subject-wise and a file opened for each subject. A ‘File Number’ must be given to each file opened. A Register of files opened during each calendar year shall be maintained and the file numbers entered therein must run in annual series. The letters on the correspondence side of each file should be numbered consecutively in the order of their receipt or issue.

Index Register of Files

The subject of each file opened must be indexed alphabetically. For this purpose, the First Division Assistant incharge of Records will maintain an "Index Register of Files". The alphabetical index must be prepared everyday as and when the files are opened. The index should clearly and accurately indicate the subject matter of the file. A facing sheet of contents of a file must be placed in each file when it is opened and each paper added on to the file from time to time must be entered in the facing sheet.

Registers, Returns, etc.

Accounts Registers, Periodical returns, Gazettes and similar records must be kept in separate shelves. These records may be sent to the Record Room when they are no longer required for current use.

Numbering of Almirahs

All the almirahs in the Record Room must be numbered serially and at the same time the Group number as to the nature of the records kept therein must also be indicated alongside.

Requisition Slip

When the Files/Papers are required to be obtained from the Record Room for reference, a Requisition Slip or Voucher signed by the officer making the request must be sent to the First Division Assistant incharge of the Record Room setting forth, as far as possible, the purpose for which the Files/Papers are required. These Requisition Slips must be kept in the place from where the File/Paper is removed and delivered. A similar trace must also be left in respect of papers removed from one file to be placed in another.

The First Division Assistant incharge of the Record Room shall not entertain any request made for files/papers unless such a request is made using the prescribed Requisition Slip or Voucher duly signed and stamped by the concerned. A Record Issue Register shall be kept by the Record Assistant containing entries relating to the records sent out of the Record Room. Similarly, necessary entries should invariably be made in the Record Issue Register of all the records returned by the Sections/Branches. The person receiving the files/ papers from the Record Room and also the officer signing the Requisition Slip must be held responsible for their return after done with. When the files/papers are returned to the Record Room, the Requisition Slips or Vouchers received therefor must be returned to the respective Branch/Section. Files/Papers returned to the Record Room must be restored to their places at the earliest.

The Record Assistant must ensure that the Records are properly dusted and kept clean and tidy and that they are duly protected from damp, insects, etc. Soiled or torn Labels and File Boards must be promptly replaced by fresh ones. It shall be the duty of the Record Assistant to promptly attend to the requests for files/papers from the Record Room.

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CHAPTER-VI

Rules for the Destruction of Obsolete and Useless Records

Obsolete and useless records must be weeded out and destroyed in accordance with the Schedule in Appendix “E" hereto. Records meant to be destroyed must, before destruction, be examined, segregated and sent for inspection by the Joint Director (Administration) and his approval obtained therefor. Records, books, papers and registers chosen for destruction should be burnt in the presence of the Joint Director (Administration) or the Gazetted Manager.

Records must be destroyed once a year only in the month of December. The destruction of records made in any year shall comprise files/papers/registers which have passed their time limit calculated from the year of their disposal.

A Register shall be kept of all the records destroyed, giving briefly the substance of the records, their dates, and noting the last “To" and “From" number, if any.

However, Records enumerated in Appendix “F" must be permanently

preserved.

Director

Department of Mines & Geology

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APPENDIX “A”

List of General and Special Registers to be maintained in the Department of Mines and

Geology

Table-1

1. Section dealing with the grant of Mineral Concessions:

Sl. No. Type of Register

1 Register of Applications for grant of Reconnaissance Permits.

2 Register of Applications for grant of Prospecting Licenses.

3 Register of Applications for grant of Mining Leases.

4 Register of Applications for grant of Assignments.

5 Standard Register of Prospecting Licenses.

6 Standard Register of Mining Leases.

7 Register of Monthly Abstracts of Mineral Concessions sanctioned by Government and issued to the Grantees.

Table-2

2. Compilation of Mineral Statistics and Collection of Revenue from mining:

Sl. No. Type of Register

1 Mineral Output Register.

2 Register containing details of production and export of major minerals.

3 Register containing details of production and export of major minerals.

4 Register containing details of Demand, Collection and Balance.

5 Register containing details of the Permits Issued.

6 Monthly Statement containing details of Mineral Production.

Table-3

3. Stores and Records Branch:

Sl. No. Type of Register

1 Stock Register of Tools and Plants.

2 Issue Register of Tools and Plans.

3 Stock Register of Machinery.

4 Issue Registers of Machinery.

5 Index Register of Files.

6 Record Issue Register.

Table-4

4. Accounts and Cash Branch:

Sl. No. Type of Register

1 Cash Book.

2 General Ledger or Classified Abstracts.

3 Book of Receipts issued for Money Received.

4 Cash Remittance Register.

5 Contingent Register.

6 Order Book of Contingent Charges.

7 Copies of Travelling Allowance Bills.

8 Office Order Book.

9 Furniture Register.

10 Service Registers of the Establishment.

11 Book or Register of Standing Orders.

12 Book or Register of Circular Instructions issued by Government & the Accountant General.

13 Appointments and Vacancy Register.

14 Book or Register of Schedule of Establishment.

Table-5

5. Library and Museum:

Sl. No. Type of Register

1 Register of Books received.

2 Catalogue of Books in the Library.

3 Issue Register of Books from the Library.

4 Register of Periodicals.

5 Register of Specimens in the Museum.

6 Register of Specimens presented to outside Institutions.

7 Register of Specimens presented to the Museum.

8 Stock Register of Instruments and Appliances.

9 Stock Register of miscellaneous Articles.

10 Issue Register of Instruments and Appliances.

11 Issue Register of miscellaneous Articles.

Table-6

6. Drawing Branch:

Sl. No. Type of Register

1 Stock Book of Survey of India Maps.

2 Stock Book of Revenue Survey Maps (Taluk and Village).

3 Stock Book of Instruments and Stationery.

4 Stock Book of Maps and Sections of Departmental Publications.

5 Register of Maps which are of miscellaneous nature.

Table-7

7. Laboratories:

a) Chemical Laboratory:

Sl. No. Type of Register

1 Stock Book of Chemicals, Glassware, Instruments and Appliances.

2 Issue Register of Chemicals, Glassware, Instruments and Appliances.

3 Breakage Register.

4 Analysis Register.

5 Personal Registers of Senior Chemists and Chemists recording the details of observations, calculations and other data.

b) Metallurgical Laboratory:

Sl. No. Type of Register

1 Stock Register of Machinery and Plants.

2 Register of Results of Investigation.

3 Personal Register of the Metallurgist recording the data of experimental work.

Table-8

8. General Section:

Sl. No. Type of Register

1 “FROM” Register and “TO” Register.

2 Unofficial Register.

3 Tappal Book.

4 Personal Delivery Book (Four at a time).

5 Register of Distribution of Papers in the Office.

6 Stationery Stock Register.

7 Stationery Issue Register.

8 Forms Stock Register.

9 Forms Issue Register.

10 Stamp Account Book

Director

Department of Mines & Geology

APPENDIX “B”

List of Periodical Reports and Returns due from the Department

Serial Number

Report/Return Whom to send Date on which Report/Return

is to be sent/filed

1 Annual Administration Report of the Department.

Secretary to Government (Mines, SSI & Textiles), Commerce & Industries Department.

18th

June of each year.

2 Budget Estimates. Secretary to Government (Mines, SSI & Textiles), Commerce & Industries Department and Secretary to Government (Budget and Resources), Finance Department.

On the date fixed by Finance Department.

3 Annual Performance Reports of Group ’A’ Officers of the Department.

Secretary to Government (Mines, SSI & Textiles), Commerce & Industries Department.

20th

June of each year.

4 Indent for stationery. Director, Printing, Stationery and Publications.

30th

January of each year.

5 Indent for Forms. Director, Printing, Stationery and Publications.

30th

April of each year.

6 List of references pending with Government.

Secretary to Government (Mines, SSI & Textiles), Commerce & Industries Department.

10th

of every month.

7 Statement of anticipated savings under Budget Heads in a financial year.

Secretary to Government (Mines, SSI & Textiles), Commerce & Industries Department and Secretary to Government (Budget and Resources), Finance Department.

30th

January of the next calendar year.

8 Returns to the Office of the Public Service Commission.

Secretary, Karnataka Public Service Commission, Bengaluru.

15th

May of each year.

9 Reconciliation of Monthly Receipts of the Department.

Accountant General, Bengaluru.

20th

of the month that follows.

10 Reconciliation of Monthly Expenditure of the Department.

Accountant General, Bengaluru.

20th

of the month that follows.

Director

Department of Mines & Geology

APPENDIX “C”

List of Periodical Reports and Returns due to the Department

Sl. No. Details of Reports/Returns Date on which due

1 From the holders of Mineral Concessions:

(a) Monthly Return of production, despatch and railment of minerals from each of the blocks.

(b) Quarterly return of production, despatch and railment of minerals from each of the blocks.

(c) Annual return of production, despatch and railment of minerals from each of the blocks.

(d) Annual Report on the working of the mines.

(e) Special Reports. (f) Report of Accidents.

(g) Report on the discovery of new minerals.

(h) Plans of the mine working.

(i) Applications for renewal of Mineral

Concessions.

a) 7

th of every month.

b) 10

th of April, July,

October and January. c) 15

th January of each

year. d) i)15

th January of

Calendar Year. ii) 15th April of Financial Year.

e) As and when necessary. f) On the very day the

accident takes place. g) Within 15 days of the

discovery. h) 30

th January for the

previous year. i) a)PL:Before the date of

expiry; b)ML: One year before the date of expiry.

2 Quarterly production of the minor minerals in the district.

10th

of January, April, July and October.

3 From the technical officers of the Department: a) Weekly progress reports form Camps.

b) Weekly Progress reports while at

Headquarters. c) Brief report of the work done during the year d) Detailed report of the work done during the

year. e) Reports for publications.

a) Weekly-the following

Monday. b) Weekly-the following

Monday. c) 15

th April of each year.

d) 30th

April of each year.

e) 30th

June of each year.

4 From the Accounts Sections: a) Statement of monthly receipts against

Budget Heads. b) Statement of monthly expenditure against

Budget Heads.

a) 10

th of every month.

b) 10

th of every month.

Director

Department of Mines & Geology

APPENDIX “D”

Grant of Mineral Concessions to the Public

The following Calendar shall be adhered to in the matter of processing

the Applications made to the Department seeking grant of mineral concessions: -

1 (a) Applications for grant of Reconnaissance Permits: i) Reference to the Deputy Commissioner and District Magistrate to furnish the solvency and other certificates. ii) Calling for additional information in cases where the details furnished in the application are incomplete. iii) Recommendation to Government after receipt of all the information required from the Deputy Commissioner and other sources. iv) Intimation to be sent to the parties after the orders of Government sanctioning the grant is received.

(b) Applications for grant of Reconnaissance Permits: i) Notices to be issued to the holders for

getting their Certificates renewed.

ii) Recommendation for the sanction of renewal of the Reconnaissance Permits. Please Note: a) As there is time for

renewal of Reconnaissance Permit till end of March of the year that follows, the last and the final list shall be submitted within 10

th April.

b) Applications for renewal of Reconnaissance Permit received after 31

st March

shall be deemed as applications for fresh grant.

Within 5 days from the receipt of the Application. Within 5 days from the receipt of the Application. Within 5 days after the Application and the references connected therewith are complete in all respects. 7 days after the receipt of the Orders of the Governments. Between 1

st and 10

th of

December of each year. In batches of 50 Applications once in 5 days to be completed within January of the year that follows.

2 Applications for grant of Prospecting Licenses and Mining Leases: - a) Entry into the Application Register. b) Examination of the Application, scrutiny of information furnished before sending the Application with the sketch to the Drawing Branch to note the availability or otherwise of the area for grant. c) Verification and scrutiny of the sketch of the area

On the day of receipt. 3 days. 3 days.

applied for by the Drawing Branch and recording the views/opinion thereof. d) Forwarding the sketch to the Revenue and Forest Departments to furnish their opinion regarding the grant of the license. e) Noting by the office after the receipt of all the reports and relevant certificates for submission of the papers to the Director for orders. f) Recommendation to Government for grant or rejection after orders are passed on the file. g) Communication of the grant to the applicant after orders of Government sanctioning the license are received. h) Placing the demand for payment of Prospecting Fee or preliminary charges and the security deposit by the applicant.

i) Time allowed for the payment of amounts under

(h) - Survey and demarcation.

j) Submission of the file to the Director for orders to draw up the License Deed after the amounts under (h) are paid within the time fixed under (i).

k) Drawing up the Deed of Agreement and intimation to the party for affixing his signature.

l) Forwardal of the Deed to Government in Commerce and Industries Department for affixing the signature of the Secretary to Government (Mines, SSI & Textiles) and return.

m) Return of the Deed to the party after receipt form Government and noting the same in the Standard Register of Prospecting Licenses / Mining Leases.

n) Forwardal of the extract of the Standard Register to Government in Commerce and Industries Department for entry of the details in the Main Register maintained in the Secretariat.

Please Note: i) Applications for the renewal of Prospecting Licenses / Mining Leases – Before the date of expiry in case of Prospecting Licenses and 12 months before the date of expiry in case of Mining Leases.

ii) Inspection of the area by an officer of the Department - Within 15 days, in case of Prospecting License, from the date of receipt of Application for renewal and 2 (two) months in case of Mining Leases.

3 days. 3 days. 5 days. 5 days. 5 days. 1 month.

5 days.

5 days.

3 days. 3 days.

10 days.

o) Processing of Application in the office for renewal of Prospecting License and to placing the demand for payment of Prospecting Fee or preliminary charges and the security deposit by the applicant.

5 days.

p) Submission of papers to the Director for orders regarding reference to Government for sanction or rejection of the Application seeking renewal. q) Forwardal of the recommendation to Government in the final form. r) Communication to the party of the orders of Government. s) Time allowed to the party to forward the original Prospecting License Covenant for endorsement. t) Forwardal of the Prospecting License Covenant to Government in Commerce and Industries Department for affixing the signature of the Secretary (Mines, SSI & Textiles) on the said Covenant and return. u) Return of the Deed to the party after receipt form Government and noting the same in the Standard Register of Prospecting Licenses / Mining Leases.

v) Forwardal of the extract of the Standard

Register to Government in Commerce and Industries Department for entry of the details in the Main Register maintained in the Secretariat.

Please Note: Refund of Application Fee or the Security Deposit – Within 1 (one) month from the date of receipt of the orders of Government and date of report by the Inspecting Officer recommending the refund.

5 days. 5 days. 5 days. 10 days. 5 days. 5 days.

10 days.

Late Applications for grant/renewal of Prospecting Licenses/Mining Leases shall be treated as

fresh applications.

Director

Department of Mines & Geology

APPENDIX “E”

List of Records to be destroyed after the expiry of the period prescribed

in every case

Sl. No. Type of Record Period

1 Proofs of printed papers. 1 year

2 Peons’ Delivery Book. 2 years

3 Post Book. 3 years

4 Arrears Lists. 1 year

5 Contingent Register. 3 years

6 Acquittance Rolls. 35 years

7 Stationery Issue and Receipt Registers. 3 years

8 Stationery Indents. 5 years

9 Statistical Returns from the Districts. 3 years

10 Statistical Returns from Lessees and Licensees. 3 years

11 Records connected with the subjects dealt with at the time of Legislative Assembly and Legislative Council Sessions. (Please Note: Important ones have to be preserved permanently)

3 years

12 Office copies of periodical Returns submitted (when unimportant )

3 years

13 Proofs of Departmental Reports, Records Memoirs, Bulletins, etc., and correspondence with the Government Press relating to their printing.

3 years

14 Monthly Returns of output from mines and from Licensees and Lessees.

3 years

15 “To” and “From” Registers. 3 years

16 Quarterly Statements showing realization of Royalty, etc., received from the Office of the Accountant General, Karnataka, Bengaluru.

3 years

17 Monthly Statements of credits to Treasuries and Banks in the Departmental receipts received from the Office of the Accountant General, Karnataka, Bengaluru.

3 years

18 Counterfoils of Receipts issued for moneys received in the office.

20 years

19 Papers not falling within any of the above categories. 3 years

20 Copies of Returns submitted to the Office of the Public Service Commission, Bengaluru.

5years

21 Copies of Reconciliation Statements submitted to the Office of the Accountant General, Karnataka, Bengaluru.

5 years

22 Quarterly Returns of Minor Minerals. 5 years

23 Indent for Forms. 5 years

24 Indent for Stationery. 5 years

25 Annual Performance Reports of Group ‘B’ Gazetted Officers.

30 years

Director

Department of Mines & Geology

APPENDIX “F”

List of Records to be permanently preserved

Sl. No. Type of Record

1 Monthly Proceedings Volumes.

2 File Register and its Index.

3 Files on subjects of importance.

4 Register of Prospecting Licenses.

5 Register of Mining Leases.

6 Mining Leases.

7 Deeds of Transfer of Mining Leases.

8 Printed publications of the Department which are of permanent value.

9 Cash Receipt Register.

10 Cash Remittance Register.

11 Register of Assignments of Mining Leases.

12 Original manuscripts of Departmental Reports, Records, Memoirs, Bulletins, etc., and Photo Blocks.

13 Receipt Registers.

14 Standard Register.

15 Schedule of Establishments.

16 Gradation Lists of Officers and Officials.

17 Stock Register of Stores and Furniture.

Director

Department of Mines & Geology

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