Administration
| Establishment Branch | • Fresh Dak receipt/dispatch movement
• Court cases |
Municipal Corporation Rohtak
General DMC
Zonal Taxation Officer
| Administrative wing headed by Joint Commissioner | Fresh Dak receipt/dispatch movement |
| Maintaining of RTI applications and disposal | Working process of Record Keeping |
| Working process of Library | |
Administrative wing headed by Joint Commissioner
| Functions | Section |
|---|
| 1. | To regulate and monitor different functions of the Corporation. |
| 2. | Monitoring of income and expenditure of Municipal Corporation. |
| 3. | Establishment/matters of Municipal Corporation staff. |
| 4. | Fresh Dak receipt/dispatch movement. |
| 5. | Maintaining RTI applications and disposal. |
| 6. | Monitoring of outsourced activities (sanitation, horticulture, etc.). |
| 7. | Record keeping. |
| 8. | Procurement process for MC office. |
| 9. | Preparation of administrative reports of the Corporation and submission to the Government in the prescribed time frame. |
| 10. | To hold elections of the Municipal Corporation. |
| 11. | To prepare the meeting agenda and proceedings of the meetings of the Corporation. |
| 12. | To conduct social welfare activities and their regulation in the Municipal Corporation area. |
| 13. | To conduct BPL/Socio-Economic surveys in municipal limits. |
| 14. | Enforcing different laws/rules of Municipal Corporation Rohtak and ensuring implementation of all notices served by the Corporation. |
| 15. | The Taking of a census of population. |
Fresh Dak Receipt / Dispatch Movement
| No. | Process Activities | Responsibilities | Time Frame | Record Format Name | Record (Format No) |
|---|
| 1 | All kinds of Dak/Letters received in person or by post in General Branch of the Corporation. | Receipt Clerk | Daily | | |
| 2 | After receiving/marking, the same is submitted to competent higher authority for review. | Office Supdt. | Daily | Dak Pad | |
| 3 | After review by the higher authority, detailed entry is made into the Receipt Register. | Receipt Clerk | Daily | Receipt Register | |
| 4 | After entry in the register, the same is delivered by the peon to the concerned branches for further action. | Peon | Daily | Peon Book | |
| 5 | All kinds of Dak/Letters meant for outside the Corporation office are dispatched with proper entry in the register. | Dispatch Clerk | Daily | Dispatch Register | |
| 6 | All local Dak/Letters are delivered through peon to the concerned offices. | Peon | Daily | Peon Book | |
| 7 | All outstation Dak/Letters are dispatched through ordinary/registered post. | Dispatch Clerk | Daily | Dak Ticket | |
| 8 | A sum of Rs. 5000/- is provided as an advance for purchase of Dak Ticket. | Dispatch Clerk | Monthly | | |
| 9 | A register is maintained for keeping record of postage, which is audited regularly. | Dispatch Clerk | Monthly | Dispatch Register & Dak Ticket Details | |
Establishment of employees of MCR, complaints/enquiries/grievances related to establishment of employees, recruitment, punishment, promotions of employees, and monitoring of outsourced activities (sanitation, horticulture, internal contract staff).
| No. | Process Activities | Responsibilities | Time Frame | Record Format Name | Record (Format No) |
|---|
| 1 | All service matters i.e. administrative & disciplinary action, enquiries, preparation of charge sheets, disposal of complaints, writing of ACRs & promotions etc. are dealt by the Establishment Branch. | Office Superintendent | Time to time | Service Rules | ACR Format |
| 2 | All the district level vacant posts of the Corporation are filled/decreased as per Government instructions/norms:
a) Preparation of list of sanctioned posts.
b) Vacant posts are filled through deputation as a stop-gap arrangement till arrival of regular staff.
c) In case of non-availability on deputation, posts are filled through outsourcing as per instructions. | Office Superintendent | Time to time | As per Government Instructions | |
| 3 | All employees get casual leave as per Government rules, which are allowed by competent authority. | Establishment Clerk | Daily | Government Rules | Leave Format |
| 4 | Casual leave register is maintained in the Establishment Branch to keep the leave account of every official. | Establishment Clerk | Daily | Casual Leave Account Register | |
Maintaining of RTI Applications and Disposal
| No. | Process Activities | Responsibilities | Time Frame | Record Format Name | Record (Format No.) |
|---|
| 1 | All kinds of RTI applications are received in the corporation and entered in the RTI register. | RTI Clerk | Daily | RTI Register | |
| 2 | RTI Clerk issues a receipt of Rs. 50/- to the applicant as per RTI rules, which is deposited through cashier on the same day. | RTI Clerk | Daily | G-8 Receipt Book | |
| 3 | RTI Clerk deposits the cash on the same day to the Head Cashier. | RTI Clerk | Daily | Cash Collection Form | |
| 4 | All RTI applications are sent to concerned branches through peon for further necessary action. | Peon | Daily | Peon Book | |
| 5 | All branches have to submit their report to the RTI Clerk. | Branch RTI Clerk | 7 Days | | |
| 6 | After compiling the RTI reply, the same is sent to the applicant by registered post or in person. | APIO / RTI Clerk | 30 Days (from receipt of application) | | |
| 7 | If any applicant is not satisfied with the reply, they can prefer an appeal to the First Appellate Authority. | Joint Commissioner | 45 Days | | |
| 8 | The Appellate Authority hears the appellant and disposes of the same under their powers. | Joint Commissioner | 30 Days | | |
| 9 | Even then, if the applicant is not satisfied, they can prefer another appeal to the Second Appellate Authority. | SIC | 45 Days | | |
Working Process of Record Keeping
| No. | Process Activities | Responsibilities | Time Frame | Record Format Name | Record (Format No.) |
|---|
| 1 | Essential items are purchased by a committee constituted by the Commissioner. Some items are purchased for immediate official use with due permission of the competent authority. All purchased items are entered in the stock register. | Record Keeper | At the time of purchase | Stock Register | |
| 2 | All purchased items are handed over to the concerned branches/officers after taking proper receipt in the stock register. | Record Keeper | At the time of delivery | Stock Register | |
| 3 | Audit of records is conducted every three months by the auditor. | Auditor | Every 3 months | Stock Register | |
Working Process of Library
| No. | Process Activities | Responsibilities | Time Frame | Record Format Name | Record (Format No.) |
|---|
| 1 | Main Library of Corporation is set up at Manpower Park. There are 5000 English literature books of various authors in the library, and 12 leading national newspapers (English, Hindi, Punjabi & Urdu) are purchased daily. | Librarian | Daily | Newspapers & Literature Books | |
| 2 | A register is maintained for visitors/readers in the library. | Librarian | Daily | Visitors Register | |
| 3 | Historical/Literature books are issued to readers for one month for home use. | Librarian and Reader | 30 Days | Reader Register | |
| 4 | In case of non-return of books within one month, the reader has to pay a fine of ₹1 per day as per rules. | Librarian and Reader | As applicable | Reader Register & Fine Register | |
| 5 | Eight additional libraries have been opened and maintained in the municipal area by 4th class employees. Only daily newspapers are purchased for them. | Concerned 4th Class Employees | Daily | Daily Newspaper | |
| 6 | Every press cutting related to Corporation activities is selected and submitted to higher authorities for necessary action on the published reports. | Librarian | Daily | Press Cutting File | |
