CS Desk

All India Association of Inspectors and Assistant Superintendents of Post Offices, Tamilnadu Circle, Chennai – 600 002

R. Balachander, K.Ezhil, T.Padbanabhan,
Circle President & SPOs, Circle Secretary & ASP (OD), Circle Treasurer & ASP (OD)
Kanchipuram Division, O/o SSPOs, Thanjavur Dn, O/o Supdt. Of post Offices,
Kanchipuram 631 501 Thanjavur 613 001. Cuddalore 607 001
No.AIAIPASP/Text Book/2010 Dated 01-05-2010

To
Ms S. Shanthi Nair, IPS., Chief Postmaster General, Tamilnadu Circle, Chennai-600 002

Respected Madam,
This is regarding hurdles faced by IPs/ASPs in collection and delivery of text books in Tamilnadu Circle.

It was ordered to collect text books from Ware house/text book depots and deliver them to Elementary/High/Higher secondary schools in Tamilnadu. Department has collected Rs.900/- per ton for Home district and Rs.950/- for other district from State Government and Divisional heads have been instructed to incur expenditure to the extent of Rs 550/- per ton for the work done for schools in the same district in which depot is available and Rs 650/- in other cases. It was claimed that this scheme would fetch a sum of Rs 400/300 per ton (being the difference) and a huge sum was projected as PROFIT to be gained by the department.

But the scheme was not properly implemented as per instructions issued by the Circle Office and it is not likely to earn profit as projected for the following reasons:-

i. As per the instructions, tender has to be floated for engaging Lorries for transportation and rate is to be fixed at regional level. This was not done. IPs/ASPs have to engage vehicles locally as per the prevailing rates. Hence, the ceiling fixed by the Circle Office could not be adhered to.

ii. In few areas text books are kept at ware houses and we have to engage load men available there. They do not permit to bring outsiders for this work. They are charging more amount than the amount fixed by the Circle Office. Further, bringing the book out side the depot and loading them in lorries after segregating them school-wise is charged as two operations and charges for the same are to be paid by us. When this fact was reported to Circle Office, oral instructions were issued to carry out the work by paying the charges demanded by load men and the work was commenced.

iii. Unloading charges can not be paid according to tonnage as the work is to be done at different places and this is being done paying daily wages to the load men.

iv. It was stated that complete set of text books would be available at the depots and we have to collect and distribute to the schools. But, actually books pertaining to class 6th to 10th only were available initially due to want of accommodation at the Depot and when it was informed to C.O, it was directed orally to lift those books first. Thereafter 11th standards were not available at the depots. When this was reported to Circle Office, oral instructions were issued to deliver the available books first without waiting for receipt of 11th standard books. This has resulted in duplication and triplication of work and the vehicles have to traverse throughout the divisions thrice to complete the work which has escalated the cost.

v. Further, in r/o other Districts, the RO, Text book was not prepared to segregate the books school-wise at the Depot, but the entire load for the District was consigned to a school in the district to serve as a sub-godown. From there the books were to be segregated and then dispatched to the ultimate schools. This resulted in 2 times of loading and unloading. This was also pointed out to the C.O and it was permitted orally.

vi. Delivery of books could be performed only during night hours as taking the books out of the depot, sorting them school-wise and loading takes nearly 5 to 6 hours for 10 tonnes. Due to this, officials entrusted with this work are suffering much and assistance from staff available in post offices could not be available during Mid night and this work can be done only with load men brought from the originating station as searching for load men in local area during mid night it not at all possible. This has escalated the cost of operation.

vii. As per the scheme, the AEEO should arrange to segregate the books school-wise with the assistance of their staff. But in some blocks like Tiruvarur and Kodavasal in Tiruvarur District there was no such co-operation and the work was done by the IPs/ASPs with the assistance of GDS/Labourers to tackle the situation timely.

viii. Due to the reasons mentioned above, the cost of the operations could not be kept within the rates permitted by the Circle Office. IPs/ASPs are compelled to complete the work hurriedly without allowing time for proper planning and execution. It is learnt that some of the SPOs has also instructed the IPs/ASPs to credit the amount incurred in excess of prescribed limits. This is nothing but harassing, as already pointed out in the pre-paras, the scheme is having lot of inherent mistakes in calculation and projection of Profit without taking into account the actual rates. It is very difficult to believe that State Government which is doing this work, years together and completely aware of the practical situation would pay a hefty sum to the department more than the actual expenditure to book profit.

ix. While scrutinizing the route lists and charges paid by the AEOs for delivering books to elementary schools and middle schools during previous years, it is observed that the charges already paid by them last year for collection and delivery is much more than the total amount now paid to the department. If it is so, how the Poor IPs/ASPs can complete the work within the amount within the ceiling and earn profit?

Therefore, proper assessment of cost effectiveness of the project considering the actual involvement of departmental staff, GDS and outsider work force utilized, feasibility of distribution in one lump of all books at a time, co-operation of Educational Department of State Government staff, etc should be weighed so that our Department fetches more revenue for the great ordeal undertaken by our staff.

The IPs and ASPs of our Circle so far co-operated fully and effectively for the success of this project for the past two years. However, considering the above factors the IPs and ASPs should not be disturbed in future for such petty works which undermine the status of this cadre as well as affecting the regular duties like investigation, inspections, preventive vigilance, RPLI and so on and so forth which are the prime functions of this cadre.

Hence, it is requested that the Chief PMG may personally look into this matter and try to get additional amount from State Government as per practical calculations or scrap the scheme. In any case, IPs/ASPs doing the work even during midnights without proper assistance should not be penalized for escalated cost. It is once again requested that IPs and ASPs should not be disturbed for such petty works, in future.

Thanking you madam,
With profound regards,
Yours sincerely,
/K. EZHIL/ Circle Secretar