June, 20)7 regarding preparatioll of FARs, Clearance of n ;Ts, disposal of unserviceable stores, preparation of MAS accounts and RAO Audit etc.

Transcription

1 HMACHAL PRADESH STATE ELECTRCTY BOARD LMTED (A State Govt. Undertakillg) Registered Office: Vidyut Bha\ van. HPSEBL Shimla7 004 (H.P.) CN: U40 09HP2009SGC03255 Phone: , , FAX: , fjnai Lg,u i slj.\llj~al!!ly!!ll\!t)"":qj,'.l.,..0>jl L<?J7i:.i.25@gm<!!L.CQ)},. ;!'Q.?md.nl!.&gllalL~9J.!l.aaosapJ~,~( ~Qlll i.colll. Minutes of the meeting held on 6 th June, 20)7 regarding preparatioll of FARs, Clearance of n ;Ts, disposal of unserviceable stores, preparation of MAS accounts and RAO Audit etc. A meeting regarding preparations of FARs in accordance with the provisions of Companies Act and nd AS 0 was organised by Finance all.,,\.co.nts Wi;.lg ~lh~ebl on June, 207. The other issues discussed in the meeting were non preparation of MAS account by field units, non settlement of UTs and non disposal of unserviceable stores and settlement of Audit Paras. The meeting was attended by all the collcerned Additional Chief Engineers Superintending Engineers and Assistant Accounts Ofticers. The Managing Director, Directors and a few Chief Engineers also participated in the concluding part of the meeting. 6 h List of participants :s enclosed as per Annexure f. At the outset, while welcoming the participants Sh. Rajeev Sharma las Director (F&A) appreciated their effurts in getting 529 paras of old outstanding audit and inspection reports of RAO settled during 2067 as against average of 425 paras in previous years. Thereafter the agenda of the meeting \vas taken up and discussed in detail. t was emphasized that one of the grounds for giving a disclaimer of opinion on the accounts of the Company by the Statutory Auditors has been that FARs of the company \\'ere not as per the requ irements of the Companies Act 20 J. Direior (F&A) insisted for the preparation of FARs in accordance with the provisio~s"of the ~ompa(lies Act and nd AS '0 so that the compliance could be shown to the auditors and disclaimer got removed. He also informed the participants that the Company had to appoint retainer consultants for assisting the field units in matching the FAR values with the CS values. He also informed that so far the retainer consultants have assisted 34 s to update and complete the job. During discussion it was informed by the field units that assistnnce provided by the retainer consultants was quite useful and those units where the retainer consultants have not visited yet, also requested for their visit. t also came to the notice of the Management the Dalhousie was lagging behind in this regard, therefore the Retainer Consultants (Res) were directed to plan their next visit to Dalhousie after finishing their current tour. On the basis of teedback from all the participants and after deliberating all the issues with the field officers, the tollowing decisions were taken: ~tl...~6m~h ' LvS~~..::' f

2 . Preparation of FARs. kncet'orth all the field units shall start preparing item \vise FARs to meet the provisions of C(lmpanies Ac[ 203. ind f\5 0 and the requirements or the Regulator. For the previous period, the item wise dduils of assets capitalized shall he taken from the physical verifications reports or the Firm:; who were assigned the job. The item wise details or assets shall be mapped with the values of capitalized assets in the FAR's available on the date of physical verification. The MaintenaJ}ce shall gel all the assets at Head Oftice physically verified and incorporate [.hem in the FARs.. The F&A Wing shall issue neces~i_tructions for mapping Qf assets as per physical verification reports with tle FAts by 30 ;:."; 207. The entire exercise shall be completed by all the nerd units by 3 S August, Tagging of Assets t was decided to follo\,v SAP/ERP format f()' tagging of assets. Necessary clarification instructions for tagging of assets shall be issued by the F&A Wing by 30 lh June t was also decided that the field units shall seek clarification if" 'i!ly. on the FAR related issues ti'ol F&A Wing by 9 h.june. 207 so that consolidated instructions are issued by F&A Wing by 30 lh June Clearance of UTs A the pendi ng UTs sha be cleared by all the field units by 3 S AuguSL Disposal of Unse rviceable Stores Process fo: disposal of all the unserviceable stores shall be initiated by the field units. accordance with the provisions contained in the Purchase Manual positively by 3 S July 207 and progress reported. t 5. Preparation of MAS Al~count. Hence0rth all the bills relating to capital works shall he passed by the concerned Superinlendent (al Accounts) and the Executive Engineer only if the same is supported with MAS account. Accounts Officer (Banking) shall ensure that no drawing limit is issued for any bill relating to capital works if the same is not supported \.vith the MAS account. n case the bill is found to have been passed without MAS account disciplinary action shall be initiated against the concerned Executive Engineer Superintendent (al Accounts). t shall be obligatory on the part of Additional Chief Engineers Superintending Engineers,and Assistant Accounts Officers to impart necessary instructions to the concerned neld ofticial responsible for preparation of MAS account to prepare the same as per existing norms. n case of failure to, do so all the concerned shall be held responsible and appropriate action shall be initiated against them. 6. Settlement of RAO Audit Paras

3 t was emphasized that the field units will continue the momentum achieved last year and will strive to repeat the achievements of 20 6' 7 in the current year also by taking up the compliance with RAO. 7. Review Monitoring of progress All the Additional Chief Engineers Superintending Engineers and Assistant Accounts Officers shall review the progress on foltnightly basis and send he reports to F&A Wing. The F&A Wing shall bring the progress to the notice of Management by 5 th of every month. The repolts shall be submitted by the field units in the enclosed fonnats (Annexure 2). Next meeting to review the progress Ql these issues at the management level will be convened on at Shimla. The meeting ended with a vote of thanks to and from the chail'. 7./~ ~~:unts Officer, ~ F&A Wing, HPSEBL, Vidyut BhJ;van Shimla04. Endst Nof~./ ~'tpjffr~j ).bj+l7~!!": ~4,J ~o'.lf)!:f Copy for information and further necessary action:. The PS PS to the Managing Director and all the Directors in HPSEB Ltd. for their information. 2. The Executive Director (Personel), HPSEB Ltd., Yidyut Bhawan, Shimla4. 3. All the Chief Engineers in HPSEB Ltd. 4. A. the Additional Chief Engineers Superintending Engineers and Executive Engineers in HPSEBL. 5. All the Accounts omcers in HPSEB Ltd. 6. All the Assistant Accounts Ofticers in HPSEB Ltd. The Retainer Consultants (FAR).

4 ,r ';'ldlt:: Ct::t.;lrtClY ooaro LtO. Annexure List of participants in meeting on FAR at :00 AM Sr Nc. Name Designation Office Contact No EMaiD G~lshan Agar.Nal CAO F&A Wir.g p,c 2 Ramesh Sharma Dy. CAO F&A Wing r9~637559~@gmail.com 3 Naval K,shore Gupta Dy CA F&A Wing ~hrseblcom _. 4 Purshotam Sharma AO F&A Wing Kamal Jeet Singh AAO SAP F&A lf!ing aaosap Zi@gmall.c9JY! 6 Rattan Chand Sharma Asstt. SAP F&A Wing aos a Q23@g!JJaU.. cqjl 7 Annurag Maha)an AO S.A.P F&A Wing OP Sharma AAO Comp. F&A Wing mailmeortl.2@.k )sh30j@g.mail.com 9 Ashwan, Kumar AO Comp. F&A Wing bhardw.cllashwani76@vahoo co.n 0 AK.Dh,man Dy. CE (E) Bilaspur s~bil<:l~qlh@~tla ij co.m. Naveen Chand AAO CE (PCA) na~eenhl2.sebl@~q[llail c:om 2 Arvlfld Kumar AO ES. Harrllrpur <36 aoaryjnf.!l"qsebl{cd.gllla'l co~ } 3 Meena Kumarr AAO ES Hamlrpur , hakurme~[la29@'. ahooc()n 4 CK. Chaturvedi Oy. CE ES Shlmla seesshlfll l.@grdail c_om 5 Er S.K. Verma SE (E) Gen. Palampur s~.9.e'f@la m..ill!r(j)q mail. com Pravesh Thakllr Oy. C.E ' Gen. Sara Bha, SanJay Kumar. AO Gen. Sunder Nagar Saf)~m.lflhas7} aligrnaiu;;om. 8 CA Sunil Khanna RCCA H.O sljn,lkhanna9@vahoo.co.ln 9 CA Rav, Awasn" RCCA H.O G R Sharma Retainer Consultant HO PS Pam'llar Retainer Consultant H.O rehpsebl@qmatl C(;>n.. 22 Er. SanJeev Mana SE (T) T Cell san.le~vma[la22..@g.flall. co[ll 23 Er. Ohlman SK. SE M&T Bilaspur er. sureshd hlm.an64@..9.majl.col} 24 Y<>9. Raj Sharma AAO M& T Bilaspur sharma VOQra996.@Qma,lcom 25 Brahama Dutl Sharma Supdl. (D/A) Mlc Div Sh,rnla Er. Sumeet Sood EE Mtc Div Sh,mla soodsu~qmail c_om 27 Ram Strgh Saklanl AAO Op Bilaspur aaoqqjj,!q@9..mall.gom. 28 'Jiten Ratra SE OP Dalhausle sedalhaus!~r.dail com. r. 29 Anil Kumar AAO OP Dalhausle _~O Subash Chand Supdt (D/A) OP Dalhausle S.KSharma SE lop Ham,rpur seophmrlws!!@', co[ll.,. 32 Jasmin Patyal AAO OP Hamlrpur 'LasJ~iwsl!~@grnail. com 33 RaJesh Kumar Oy. CE OP Kangra s~lillr2~cq)reiff.com 35 Yuv Raj Negl AAO Op Kullu 'luvratneqi7_l!i@gmail.qom 34 Virender Kumar AAO OP Kangra vlre[ldero)o t@qmail.com 36 Rajiv Sood SE lop Kullu se~ulltl.cq).g[nail com 37 Vinod Kumar Supdl. (DA) OP Mandi q vlnogkuma!829.$.i,w,small _co.m 38 Mukesh Jamwal AAO OP Nahan Lamwaim.ukes.t!@gmail.com 39 Er Dinesh Kumar Gupta SE OP Nahan naharr.c,rcle@qil"l.ail.com 40 R.K.Thakur SE or Rampur seo.m::l}q@gmail~om 4 Ja, PaS~ AAO OP Rampur Q..band?rr@qmall.com 42 Er. S.K Sharma SE OP Rohru su~ulsharma@vahoo. co. ln 43 Kapil Bh,rnta AAO OP Rohru bhlmtakaqi!@yahoo.cq[n 44 Viprn Kaushal AAO OP Sh,mla kv}r~ebl@9.mail. com 45 Pankaj Dadwal Dy C.E OP Shllnla seo.qe:rajjonshlmla@qmail.com 46 Er. P.C. Sharma EE (W) OP Solan se.~oalq(q)..9.mail cqf! 47 D.R. Sharma AAO OP Solan 98649?e. soaln{wgma, corn 48 Arun Gupta Dy CE OP Una seunah!..sseb@vahoo.coln 49 Shantl Swaroop AAO. ' OP Una ao h[:>seb.un?.@.<f!tl llc:qm f 50 T.R Raltan Dy CE OP Mandi trraltan(ci{g,rnad co.m 5 SN Upret! CE OP South Sh,mla snweti20@qmall.com 52,SKJosh, C.E. System Planrng Sh:mla Page

5 HP State Electricity Board Ltd. Annexure 2 Progress report on points discussed in meeting held on 06 June 207. Progress Report on Prepration of FAR r Block AOO Land & Land Rights Buildings H}'draulic works Other Civil works Plant and Machmer~ Lmes Cables Networks etc Vehicles Furniture and Fixtures Office Equlpments Date up to which Completed,., 2. Progress Report on Tagging of Assets Block Date up to which Completed No Divisi~n 0.00 Land & Land Right~ Buildings Hydraulic works OHler Civil works Plant and Machln~ Lines Cables Networks etc Vehicles Furniture and Fixtures Office Equipments 3. Progress Report on Clearance of UTs Block 30 UT Fuel 2 3 UT ' Matenals Transfer of Materials between Units UT, Capital Expenditure & Fixed Assets UT Remittance to Head Office ~ UT, Fund transferred from Head Office 35 UT Transactions with Head Office 8 36!UT Personnel through ATD/LPC, NDC & ATC 9 37 UT ' Other Transactions/Adjustments 0 38 ~G 9 UT ' Head Office Reserve Account UT Payments made by CPC of Head Office 'on behalf of field units.. Date up to which Completed, 4. Progress Report on Preparation of MAS Account & Settlement of RAO Audit Paras Detail Status Preparation of MAS Account. 2 Settlement of RAO Audit Paras! L_ 5. Progress Report on Disposal of Stores (Unserviceable). Block 22.6 Disposal of Stores (Unserviceable), 0 Year Ageging 3 Year Above 5, Year Date up to which Clitared / i. : 0 "0