Minutes of the meeting held at the Office of the SRM, Chennai Sorting Division, Chennai 600008  on 24.05.2012 in connection with demarcation of roles, duties and responsibilities between ASP/IP attached to the set and H.S.A of the Set.

As per instructions contained in minutes of Director (M&SP), Office of the Chief Postmaster General, Tamil Nadu Circle, Chennai 600002 in File No.MB/1-67/2012 dated 14.05.2012, a meeting was arranged at 1500 hours on 24.05.2012 in the Office of the SRM, Chennai Sorting Division, Chennai 600008 to discuss the proper demarcation of roles, duties and responsibilities between ASP/IP attached to the set and H.S.A of the Set.

2. The meeting was attended to by the following Officers:

S.No. Name S/Shri

Designation of the Officer

1. V.Kanagarajan SSRM, Air Mail Sorting Dn., Chennai 6000272. K.Gunasekaran SRM, RMS ‘M’ Dn., Chennai 6000083. K.Rajagopalan SRM, Chennai Stg Dn., Chennai 600008 4. M.Soundararajan ASP (HQ), O/o SRM, Chennai Stg Dn., Chennai 600008 5. T.R.Baskaran ASP (HQ), SSRM, Air Mail Sorting Dn., Chennai 6000276. S.Jayaraman ASP (HQ), SRM, RMS ‘M’ Dn., Chennai 6000087. K.Vijaya ASP, CCRC/3A, Anna Road, Chennai 600002.8. P.V.Balachander ASP, CCRC/3A, Anna Road, Chennai 600002.9. P.Pattabiraman ASP, CCRC/3B, Anna Road, Chennai 60000210. R.Loganathan, ASP, Ch.Stg, Chennai 60000311. A.K.Natarajan ASP, CS TMO/1, Chennai 60000312 K.Hemalatha ASP, PSO/2 (Adhoc), Chennai 60000813. K.Sriram ASP, MBC, Park Town/2 (Adhoc), Chennai 60000314. B.Kasthuri IP, MBC, Katpadi.

I. DUTIES AND RESPONSIBILITIES OF THE HSAS ATTACHED TO THE SET MAY BE FIXED AS FOLLOWS:

1.Attendance:At the commencement of the Set, the H.S.A. should check the attendance of all staff to see whether the staff are attending office punctually.

2.Transfer of mails from Set to Set:This aspect should also be seen by the H.S.A. by ensuring whether the mails are correctly transferred and received.

3. Timely Receipt of bags from MMS: The H.S.A. should ensure that all the due mails are received in the Set and latest updated copies of Due Mail Lists are available in the Unit. He should also see that various mail arrangements ordered are duly incorporated in the DML and circulated among the staff working in the Set under dated signature in token of having seen such orders.

4. Deployment of staff:The H.S.A. should ensure that proper deployment of Staff is made based on seniority-cum-fitness.

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5. Opening of bags in time:The H.S.A should also be made responsible for opening of bags in time, culling, facing and arranging them in trays for distribution to SAs. Smooth flow of mails in the Set should be ensured by H.S.A.

6. Distribution of mail to SAs:The H.S.A. should also be held responsible for equal distribution of mails among the staff without giving any room for complaints.

7. Output:The H.S.A. should also be responsible for the output as prescribed by Directorate in respect of each S.A.

8. Quality in sorting:To eliminate missending, misrouting, the H.S.A/Supervisor working in each Mail Office/Set should check the contents in the bag daily and note the missending, etc., in a register to be maintained for this purpose.

9. Closing and despatch of bags:The H.S.A. should also ensure that the closing of bags in the Set is made in time and the bags are despatched without any detention.

10.Discipline:The H.S.A. should also ensure that the MTS staff attend the office in full uniform. He should also maintain strict discipline and decorum in the Set.

11.Reporting of irregularities:Receipt of unusual mails, missendings, dumping, misrouting, missorting should be reported through DR by H.S.A. If necessary, he will send a special report to Divisional Head.

12.Maintenance of stock items:The H.S.A. with the assistance of Supervisor should maintain stock items required for the Unit like mail list, jute, B.S.Wax, forms, etc.

13. Preparation of LBs While preparing LBs, the H.S.A. should ensure that each S.A. affixes his full dated signature in the check slip without fail.

14. In addition to the above, the H.S.A. should ensure proper upkeep of the Set. Before leaving the office, he should go through the Set to see whether any mail is left behind in pigeon holes, floor etc. He should also ensure that the fans and other electrical items are switched off when not in use.

II. ROLES, DUTIES AND RESPONSIBILITIES OF ASP/IP ATTACHED TO THE SET

1.Attendance:The ASP/IP should report any habitual or willful absenteeism in the Set through his Daily Note. If necessary, statement of such officials may be recorded by him and such documents sent to divisional office for further action.

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2.Transfer of mails from Set to Set:If there is any dispute over this, the IP/ASP should intervene and act judiciously.

3. Timely Receipt of bags from MMS:When there is persistent delay in receipt of bags from TSOs through DMMS, ASP/IP should immediately check this and suggest alternative remedial measures. The ASP/IP should also check whether smooth flow of mail is made in the Set.

4. Deployment of staff:In case of any improper deployment, the ASP/IP should check and ensure proper deployment of Staff in the Set. The ASP/IP should check at random the contents in LBs, bags so as to ensure whether the articles are correctly sorted out.

5. Opening of bags in time:The ASP/IP may check once in a week as to whether the opening of bags are made in time.

6. Distribution of mail to SAs:The ASP/IP may exercise this check once in a week as to whether the mails are distributed evenly to the staff.

7. Output:The ASP/IP may frequently check whether output as prescribed by Directorate is ensured by each S.A. working in the Set.

8. Quality in sorting:Random check should be made by ASP/IP in respect of each S.A. and record results in a register.

9. Closing and despatch of bags:Difficulty if any, reported by the H.S.A. should be looked into by ASP/IP and remedial measures suggested.

10.Discipline:Any untoward incident come to the notice, should be reported by ASP/IP for remedial action.

11.Reporting of irregularities:The ASP/IP should check once in a week whether the irregularities pointed out are correct and furnish details to divisional office for remedial action.

Apart from the above duties, the ASP/IP should report frequent absenteeism in the Set if any, test checking the condition of bags, checks on vigilance angles, correct receipt and despatch of sensitive materials like examination parcel bags, etc.

Therefore, the role of ASP in the Set should be overall supervision. In addition to the above, field verification of medical claims, tuition fee claims, PO visits, functioning of IO/PO, assisting the Divisional Head in carrying-out statistics, Live Mail Survey, Regional Squad checks, etc.

The above work may be assigned to the ASP/IP attached to Sets dealing with unregistered mails.

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The ASP/IP attached to Accountable Units like CCRC, Parcels, etc., may be delinked from such Units and assigned with some other duties. Their services may be utilized for frequent surprise visits to Post Offices, Sets, etc.

III. The issue of belated receipt of mails by both MBC Airport/MBC Park Town was discussed during the meeting. The bags received from Villupuram RMS through DMMS will be unloaded at MBC, Air Port instead of bringing them to MBC Park Town to avoid unnecessary delay. SSRM ‘T’ Division will be addressed in this regard.

Mail Section, C.O. will issue suitable instructions to all Divisional Heads to use proper tag label and proper addressing on them.

Delay to mails conveyed through Sch.411 will have to be examined and altered the timings suitably.

MBC Park Town Set/2 may be made to deal with both TD and Non TD during night hours. This may be examined by Mails Section and if feasible, necessary orders may kindly be issued.

(V.KANAGARAJAN)SSRM, Air Mail Sorting Division,

Chennai 600027.

(K.GUNASEKARAN)SRM, RMS ‘M’ Division,

Chennai 600008.

(K.RAJAGOPALAN) SRM, Chennai Sorting Division,

Chennai 600008.

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