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GOVERNMENT OFKHYBER PAKHTUNKHWA

ADMINISTRATION DEPARTMENTNo. SOT(AD)3-20/2013 DATED:-7TH OCTOBER, 2015

MINUTES OF THE MEETING OF REPRESENTATIVEOF ALL DISTRICT GOVT.HELD

ON 12THOCTOBER 2015 AT 11:00 AM IN THE CABINET ROOM OF ABDUL WAll

KHAN MULTIPLEX

A meeting on the subject was held on 1ih October 2015 at 11:00 AM in the

Cabinet Room of Abdul Wali Khan Multiplex under the chairmanship of Deputy

Secretary (Admn) Administration Department. The following attended the meeting.

I.

II.Representative of all District Govt. Khyber Pakhtunkhwa

Section Officer (Transport) Administration Department

02. The meeting started in the name of the Almighty. Thereafter, the chair welcomed

all the participants. Opening the discussion the chair informed that the meeting was

convened in order to appraise all the District Govt. and Devolved offices with regards to

all aspects of the use, maintenance, purchase, disposal and replacement of the staff

and pool vehicles. The meeting was intended to put paddle to the Decision (i) of the

Secretaries Committee Meeting held on 17th September 2015 in which 15th October

2015 was given as the cutoff date for all unauthorized vehicles to be handed over to the

Administration Department. The same directives is applied to the District Governments

by implication. In his multimedia presentation the Chair put light on the following issues

in details.

a. TRANSPORT COMMITTEE: The chair informed that only the Transport

Committee of Khyber Pakhtunkhwa is mandated to confer authorization of vehicles for

officers and pool/general/operational duties of a department, Directorate and District

Govt. Any District Govt. Department that wants to seek authorization of vehicle for its

officers or pool must submit their demand to the Deputy Commissioner concerned.

Office of the Deputy Commissioner concerned will convene a meeting of the District

Vigilance Committee accordingly which will recommend to the Provincial Transport

Committee either to confer authorization or not on the basis of justification of that District

Govt. Department. The Provincial Transport Committee has the mandate either to

accept or reject totally or partially the recommendations of the District Vigilance

Committee. The Chair further informed that Section 08 of the Staff Cars (Use &

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Maintenance) Rules 1997 provided for the composition of the DistrictVigilance

Committeeand consisted of the following.

I.

II.

III.

IV.

V.

Deputy Commissioner

Sub-Divisional Magistrate of the Head quarter

SDPO Traffic

Secretary Regional Transport Authority

District Accounts Officer

Chairman

Member

Member

Member

Member

The Chair further informed that the Transport Committee consisted of the following.

I. Secretary to Govt. of Khyber Pakhtunkhwa Administration Department Chairman

II. Secretary to Govt. of Khyber Pakhtukhwa Finance Department Member

III. Deputy Commissioner of the District concerned. Member

Authorization requests for the offices of the Commissioners shall be forwarded to

Provincial Transport Committee through Board of Revenue, the chair added

b. USE OF VEHICLES IN EXCESS OF AUTHORIZED STRENGTH IS SUBJECT

TO ACCOUNTABILlTY:-The chair further elaborated that the authorization of vehicles

for officers and pool of all the department has been determined by the Transport

Committee and reflected in the Transport Committee Report or in the minutes held after

the compilation of the report. Use of vehicle in excess of authorized strength is subject

to accountability under the law and rules. Vehicles of Closed Projects are unauthorized

and hence shall immediately be handed over to Administration Department, Transport

Section. Concerned PAO/Deputy Commissioner, Project Director and In charge of

the vehicles shall be personally responsible to certify that his/her

Department/Office is having authorized strength of vehicles and not morel This

decision has been taken by the Worthy Chief Secretary and requires honoring in

letter & spirit, else accountability shall be ensured by office of the Chief

Secretary.

c. FUELING OF VEHICLES:-The chair informed that ceiling of fuel for various office

bearers is fixed as per following details.

01 02 03 04 05S. NO DESIGNATION/BPS POL CEILING CNG CEILING REMARKS01 Senior Minister 800 Liters 300 Kg Fixed for both in02 Minister/Advisors/Special 600 Liters 300 Kg station and

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Assistants to Chief Minister outstation duties03 Parliamentary Secretaries 400 Liters 225 Kg04 Chief Secretary, Additional 225 Liters 150 Kg

Chief Secretaries,Secretary Finance, Homeand IGP

05 Administrative Secretaries, 200 Liters 125 KgAdditional IGP,Commissioners and DIGHazara and MalkandDivision/Ranges

06 All Other Commissioners, 175 Liters 110 KgDIGs, Chairmen ProvincialInspection Team andGovernor Inspection Team

07 Chairmen Provincial Public 160 Liters 100 KgService Commission,Service Tribunal and other For in stationOfficers in 8S-20 and duties only. Forabove outstation

08 Additional Secretaries 130 Liters 85 Kg duties, fuel may09 All Deputy 110 Liters 70 be claimed as

Secretaries/Deputy per actualDirectors

10 All Section 75 Liters 60 ~Officers/Assistant Directors

~>11 All Deputy Commissioners, 160 Liters 100 Kg

District Police Officers, J)

Head of sub-ordinateoffices of District Govt.

12 Divisional Directors, Edu, 110 Liters 85 KgHealth, Agri, Local Govt. &ROD, Conservator Forestand all other Divisional

\j Level Officers13 Conservator Forest 110 Liters 70 Kg14 DHOs DFOs and other 90 Liters 60 Kg

District Level Officers15 Additional Deputy 350 Liters 220 Kg

Commissioner, AssistantCommissioners andAdditional AssistantCommissioners Hazaraand Malkand

For both in16 All other Additional Deputy 300 Liters 200 Kg station and outCommissioners, Assistant stations duties.Commissioners andAdditional AssistantCommissioners

17 All SDPOs Hazara and 400 Liters 250 KgMalkand Divisions/Ranges

18 Other SDPOs 350 Liters 220 Kg

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19 Police Stations 300 Liters 200 KQ20 Traffic Police 300 Liters 200 KQ21 All other officers not 75 Liters 50 Kg

covered above

It was also clarified by the chair that in addition to the CNG Ceiling detailed under

column NO. 04 of the above table, extra 30 liters petrol shall be admissible to CNG fitted

vehicles as vehicle-starting petrol. It was further clarified that "In Station" may be

defined as area within 16 KM radius of the place of duties.

d. MAINTENANCE: The chair informed that every District Govt., Department and

Attached Office may maintain only such number of vehicles as are authorized to it by

the Provincial Transport Committee. The Chair further informed that as per the Finance

Department letter No. SO (A)/CS/FD/2-3/97, dated the 26th April 1997, NOC must be

obtained from Motor Vehicle Examiner of Transport Department of their respective

District Govt. or Agriculture Engineer of the closest Agriculture Engineering Department

office before carrying the following repair work:-

a. Engine overhauling

b. Replacement of Tyres and Batteries

c. Any other repair work exceeding Rs. 15,000/-

e. PURCHASE OF VEHICLES:-The chair informed that the Provincial Govt. has

imposed complete ban on purchase of vehicles as a measure of austerity, which can be

relaxed by the Chief Minister on case to case basis. However, the case of purchase of

vehicle may be moved after obtaining Non-availability certificate from Administration

Department. He further informed that the case for purchase of vehicle should be moved

only after obtaining Condemnation Certificate as per the procedure laid down in S. NO.9

of the Delegation of Powers under the Financial Rules and the Power of Re-

appropriation Rules 2001 and Finance Department Notification No. SO(AlCs)FD/2-3/96,

dated the 1yth April 1996

f. REPLACEMENT OF VEHICLES:-The chair informed that most of the

Departments and District Govts. insist on Administration Department to provide them

vehicles for officers of a particular pay scale or for pool. However, it must be born in

mind that provision of vehicle for officer or for general/operational duties is not the

responsibility of Administration Department. Administration Department will only provide

vehicle, if it has the availability. In case of non-availability, the District Govt. Concerned

must move a case for the purchase of requisite vehicle as under Section 11 of the

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Delegation of Powers under the Financial Rules and the Powers of Re-appropriation

Rules 2001, the power to purchase and replace a vehicles are vested in the

I Administrative Secretaries and Officers of Category I concerned. The chair also showed

his concerns that most of the District Govts. Departments submit cases to

Administration Department for provision or replacement of vehicle without submitting

information about the total sanctioned strength of vehicles of that District Govt. or its

attached offices, the details of actually available vehicles and details of condemned

vehicles. The chair informed the participants that no case for provision or replacement of

vehicles from any District Govt. shall be entertained unless accompanied by information

in the following format. ~~~""

DISTRICT GOVT. (DC Office)TOTAL SANCTIONED Officers

STRENGTH OFDISTRICT GOVT.:- VEHICLES Pool

S. No. Name and Designation Registration No. MakeJType/ Model Condemned/Roadof Officer/Pool Engine Worthy

Capacity

DISTRICT GOVT. (Sub-Ordinate Office)TOTAL SANCTIONED Officers

STRENGTH OFDISTRICT GOVT. DEPARTMENT:- VEHICLES Pool

S. No. Name and Designation Registration No. MakeJType/ Model Condemned/Roadof Officer/Pool Engine Worthy

Capacity

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CLOSED PROJECT VEHICLES (LAST 10 YEARS)TOTAL SANCTIONED Officers

STRENGTH OFProject Name:- VEHICLES Pool

S. No. Name and Designation Registration No. Make/Type/ Model Condemned/Roadof Officer/Pool Engine Worthy

Capacity

The chair further informed that no demand for replacement of vehicle shall be

entertained unless accompanied by information in the above mentioned format and

Condemnation Certificate of the vehicle, the replacement of which is sought. In case of

demand for vehicle for District Govt. (DC Office), the Deputy Commissioner concerned

and in case of demand for vehicle by an Sub-Ordinate Office, the Head of that Sub-

ordinateoffice will furnish a certificate to the effect that the DC Office or as the case may

be, the sub-ordinate office is not in use of vehicle in excess of its authorized strength. All

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the Closed Project Vehicles' must be handed over to Administration Department and

may not be retained by any District Govt. or its sub-ordinate office from now onwards.

g. DISPOSAL OF SURPLUS/UNSERVICABLE VEHICLES:- The chair elaborated

that as per S. No. 11 of the Delegation of Powers under the Financial Rules and the

Powers of Re-appropriation Rules 2001, the powers to dispose off

surplus/unserviceable vehicles are vested in Administrative Department concerned.

However, since the Provincial Govt. has notified an Auction Committee under the

Chairmanship of Minister Finance, therefore, now the surplus/unserviceable vehicles are

required to be handed over to Administration Department for further disposal through

open auction by the Auction Committee. It will be the responsibility of the District Govt.

concerned to dispatch the surplus/unserviceable vehicle to Administration Department

h. ENTITLEMENT OF VEHICLES IN TERM OF ENGINE CAPACITY: The chair

showed his concerns that most of the officers in various Departments are using vehicles

of higher Engine Capacity than the authorized capacity. He stressed that all the

Department must ensure that all the entitled officers use vehicles of Engine Capacity a

per following details

Officers in 8S-17

Officers in 8S-18

Officers in 8S-19

Officer in 8S-20

800 CC

1000 CC

1300 CC

1300 CC

However officers entrusted with maintenance of Law & Order like Deputy

Commissioners, Assistant Commissioners, Additional Assistant Commissioners and

Police may use vehicles of higher Engine Capacity as per their protocol and terrain

requirements, the chair added.

i. PROVISION OF VEHICLES FOR PRIVATE USE ON PAYMENT:-The chair

informed that District Govt. and its sub-ordinate offices may provide vehicle to

officers/official posted in their respective departments for private use in strict

compliance of the Motor Vehicle (Use & Maintenance Rules) 1997.

j. TRANSPORT COMMITTEE REPORT:-The chair informed that Administration

Department has compiled a Transport Committee Report, reflecting authorization of

vehicles for officers and pool of all the Administrative Departments and their

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Directorates. He stressed on all the participants that all the District must compile their

own report, reflecting the authorization of vehicles for District Govt. and their sub-

ordinate offices officers and pool.

03. The chair also put light on the following miscellaneous issues.

i. Use of staff car is not allowed during all kind of leaves except casual leaveii. Use of staff car is allowed during all kind of in Service Training.iii. Officers on Special Duty may be allowed the use of staff car only if they

are assigned some special tasks like the conduct of enquiry etc.iv. A staff car which meet an accident, may not be got repaired until proper

enquiry is conducted and responsibility fixed.v. Use of two vehicles by virtue of holding the charge of more than two posts

is not allowed under any circumstances.vi. The Additional Assistant Commissioners (8S-17) are authorized to the use

of official vehicles as per the minutes of the Transport Committee meetingheld on 22nd October 2014.

04. The chair also informed the participants that a comprehensive Vehicle

Management Database has been adopted in Administration Department on pilot basis,

which will be extended to other departments and District Govt. after its success, which is

sure. At the end he asked the participants that should there be required any clarificatio

with regard to use and maintenance of staff car for entitled officers or pool, they should

consult the Section Officer (Transport) Administration Department.

05. All the participants ensured that they will strictly observe all the prevailing

laws and rules with regard to use and maintenance of staff cars and appraise their high

ups as such.

06. The meeting ended with a vote~Ofthanks from "" to;.( :hair.

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