SUB: Minutes of the Conference held on 25/10/2010 & 26/10/2010 * * *

CIRCULAR TO: AO, GE STM/MH AO, GE, Chennai AO, GE, Avadi AO, GE (AF) Tambaram AO, GE (NAVY), Chennai AO, GE (Factories) Avadi AAO, BSO, Avadi AAO, AGE (I), R&D, Avadi AAO, BSO, Chennai AAO, BSO, Tambaram UA, DEO, Chennai AO, GE (NAS), Arakkonam AO, GE (Army) & AF, Coimbatore AO, GE (AF), Sulur AAO, AGE (I), Agrani AAO, BSO, Coimbatore AAO, GE (AF), Thanjavur IA Section, Local E1/Gen/Corrs. Office of the CDA, Teynampet, Anna Salai, CHENNAI-18. Dated: /12/2010. SUB: Minutes of the Conference held on 25/10/2010 & 26/10/2010 * * * Minutes of the 4 th AO/AAO GE/BSO Conference held at the Office of the CDA, Chennai on 25/10/2010 & 26/10/2010 has been hosted in the CDA Chennai Web Site for your information and further necessary action. The feedback report may be submitted on or before 7/1/2011. Copy to: Officer incharge EDP, LOCAL Sd/- (V.KRISHNAMURTHY) DY.CDA(E) - With a request to host the Minutes of the Conference in the Web Site. Sd/- (V.KRISHNAMURTHY) DY.CDA(E)

MINUTES OF THE 4th AO/AAO GE/BSO CONFERENCE HELD AT THE OFFICE OF THE CDA, CHENNAI ON 25/10/2010 & 26/10/2010. The conference was inaugurated by Ms. Anuradha Mitra, IDAS, Controller, on 25 th October 2010. The list of Officers who attended the Conference is in the Annexure A. In her inaugural address, CDA stated that the reasons for holding the Conference was to review the progress of the AO, GEs and share/exchange views and also interact with counter parts in Main Office. This time AAO BSOs & UADEO were also invited to the Conference as all the works are interconnected with GEs. CDA stated that during her inspection of various offices after upgradation of AAO GE Offices she found that the level of knowledge of staff on MES was below par. She stressed the need to update our knowledge of MES Manuals and Regulations. With the upgradation of AO, GEs, the responsibilities of offices have increased and mistakes done will not be easily condoned. AO, GEs have to function as Financial Advisers to the GE s as well advise them on how to spend their budgets optimally. Sound advise, proper scrutiny and audit of bills, scrutiny of contracts, store audit of Sub Divisions etc are some of the essential functions of AO GEs which need to be improved. She also emphasized that due attention should be given to revenue matter especially recovery of outstandings on account of rent from Private Parties by the AO BSOs. GO (E) in his welcome address to the participants stated that the conference is mainly held to know the problems faced by AO/AAO GE /BSO in their day to day work and suggestions if any, to solve the problems faced while carrying out the work. Any lacuna in functioning of the AO/AAO GE/BSO will reflect on the functioning of Main Office. Thereafter he invited the AO/AAO GE/BSO to make their Power point presentations on the status of work in their offices. 2

-- 2 -- During the Power Point presentation of work status, some important points were discussed and decisions taken. The same are given in Annexure B. Besides the above, two EDP Presentations on installation and operation of Schedule III and AO GE package developed by EDP to all the AOs GE were demonstrated. CDA directed all AOs/AAOs to try the new packages and come back with their feedback. CDs of the Schedule III package were handed over to all the AOs GE for installation. Admin points were discussed next. Regarding shortage of manpower, CDA stated that the workload status furnished by all AO/AAO GE will be examined for posting of additional man power. She assured that action will be taken to give computer training to the staff as requested by them. But as per the existing records, 100% of the staff of CDA Chennai is computer literate and AO GEs should extract the work from them. Some of the important targets set were:- 1. ALL GEs to switch over to NEFT for making payments to contractors/officers/staff by 31/12/2010 and AO GE s to expedite such transactions to e-payment. 2. MES Audit Cell would fix the mandays for carrying out Sub Division Audit to all AO, GEs and all AO/AAO GEs to carry out Sub division audit compulsorily before 31/1/2010. 3. All the AO/AAOs GE were asked to forward calculation sheets fixing the Allin-Cost rates for water to Main Office. Annexure C. Targets and Case Studies fixed by CDA to AO/AAO GEs/BSO are given in the.3

-- 3 -- The Minutes of the Valedictory Function given in Annexure D. The summing up of the points/issues discussed in the Conference was done by DCDA(E) and given in Annexure E. At the end CDA expressed her happiness that all the SAO/AO GEs, AAO/BSOs showed visible improvements in many areas of work particularly the fact that escalation payments were completely stopped and sub-divisional audit had been commenced. The Conference was concluded with a Vote of Thanks by SAO(E). Sd/- (V.KRISHNAMURTHY) DCDA(E)

In attendance from Main Office: ANNEXURE A S.No Name Designation 1 Shri. V. Krishnamurthy DCDA (E Sn) 2 Shri. C.Someswaran ACDA (IA & RSC) 3 Shri. D.S. Vishwanathan SAO (E) 4 Shri. C.Natarajan, SAO (MES Audit Cell) 5 Shri. H.Ramakrishnan AO (RSC) 6 Shri. V.Nallasivan AO (IA) 7 Ms. Rekha Vijayaraghavan AAO E I 8 Ms. V.Bhuvaneswari AAO, E II 9 Shri. A.Anandaraj AAO E III Participants - SAO / AO / AAO GE / BSO S.No Name/Designation Office 1 Ms. V.Vasantha, SAO AO, GE STM/MH 2 Shri. K.Nagarajan, SAO AO, GE, Chennai 3 Shri. K.V.Sheshadri, SAO AO, GE, Avadi 4 Shri. R. Mohan, AO AO, GE (AF) Tambaram 5 Shri. Sivaguru, AAO AO, GE (NAVY), Chennai 6 Shri. Pon Mariappan, AAO AO, GE (Factories) Avadi & AAO, BSO, Avadi 7 Shri. T.Tenarsu, AAO AAO, AGE (I), R&D, Avadi 8 Shri. P.Muthuraman, AAO AAO, BSO, Chennai 9 Shri. R.Manjula Devi, AAO AAO, BSO, Tambaram 10 Shri. Balasubramanian, AAO UA, DEO, Chennai 11 Shri. A.R.Sathyanarayana, AO AO, GE (NAS), Arakkonam 12 Shri. P.Miralidharan Pillai, AO AO, GE (Army) & DSSC Wellington 13 Shri. A.Raman, AAO AAO, BSO Wellington 14 Ms. Chitra Mahendran, AO AO, GE (ARMY) & AF, Coimbatore 15 Shri. K.P.R.Pillai, AO AO, GE (AF), Sulur 16 Shri. M.Ramesh, AAO AAO, AGE (I), Agrani 17 Shri. Vijayan T.K., AAO AAO, BSO, Coimbatore 18 Shri. Duraiswamy, AAO AAO, GE (AF), Thanjavur

ANNEXURE B (IMPORTANT DECISIONS TAKEN) Sub Division Audit Arrears in audit to be completed by 31-01-2011 and RSC to conduct a refresher course to AO/AAO GE staff. Recovery of water charges at Rs.3.75 per 1000 value of work done requires indepth examination by MES Audit Cell for referring the matter to HQrs. By 30-11-2010 implementation of NEFT payment in GE s Office is to be confirmed. Post Audit of Cash Assignment Cash Book by E Section of MO Matter to be referred to HQrs. Office. All CP Vouchers and DIDS outstanding to be cleared by the end of this financial year. ISA Vouchers - Availability of funds not applicable. To be booked immediately through PM. Register of Buildings to be maintained with immediate effect. GE s to be insisted to work out all in Cost rate for 2009-10 by 31/12/2010. Final Bills should not be paid before settlement of MO observations. Accounts section of Main Office to liaise with SBI, HVF Avadi branch for early implementation of NEFT payments in AGE(I) R&D, Avadi. Advance payment of rent by private parties can be accepted. SAO MES Audit cell to investigate the issue regarding less recovery of water charges from Type V Quarters at Avadi.. An additional copy of A-in-Ps is to be enclosed while forwarding DOs for extension of time to Main Office for effective audit. There should not be any delay in scrutiny of the contracts and any delay by more

than 4 weeks to be included in ARWE report. Tender Advertisements to be placed in the Websites. CEs contracts periodicity to be watched in the Admin Approvals. A register to be maintained by the AOs GE to check the completion date of the works and whether final bills are submitted within 3 months of completion. Initiation of Part A & Part B to be completed within 12 months from the date of completion of work. AO GEs to ensure the same. Cash Assignment registers IAFW 277 is to be compulsorily maintained by AOs GE as some fraud has taken place in one area. O&M inspection team will watch the same in their visit. In term contracts (T.C.), there is variation in percentage accepted in the different GEs of same area. The same to be checked and placed under objection. SIOs to be taken more seriously by GE/BSO - LAO/RAO/AO GE to liaise with them for prompt reply. DAD responsibility of acknowledgement awaited cases in AAC Copy of Top List to be forwarded to Main Office for taking up the issue Demi-Officially with CDA(O)/PAOs. Irrecoverable amounts outstanding under 6A of AAC SAO MES Audit Cell to review. DEO, Chennai to be instructed to submit Public Fund Cash Book to AAO DEO for Audit. Recovery of Water charges from PBORs at Wellington To be recovered @ Rs. 70/- as proposed by BSO. Administrative control of AAO BSO Wellington - AAO BSO will be under the administrative control of AO GE Army & DSSC, Wellington. Consequent on introduction of MPS, Rent Bills to be prepared on monthly basis. All AAOs BSO to give a report on the amount of revenue generated in a year in respect of their BSO. They should make special efforts to identify Revenue generation areas. M&O Contracts -. GEs to be advised to go in for outsourcing through CA/IFA instead of concluding M&O contracts for which they do not have any authority. A report is to be rendered by all AO/AAO GE to MO regarding contract for

supply of Bazaar materials. A. Targets fixed by GO(E): ANNEXURE C - TARGETS 1. Two MFAI Cases 2. One Financial Advise case 3. 100% clearance of CP Vouchers by the close of the financial year. 4. 100% clearance of TBOs by the close of the financial year. 5. 100% clearance of ISA vouchers by the close of the financial year. 6. Completion of Part A & Part B within 12 months of physical completion. No work should find a place in MER after 12 months of Physical completion of works. 7. Store Audit of sub-divisions should be completed by 31.1.2011. 8. Register of Buildings should be updated. 9. Fixation of All-in-Cost rates for the ear 2009-10 by 31.12.2010. B. Case Study: 1. Smt.Chitra Mahendran, AO: Term Contract in respect of.coimbatore/sulur/wellington 2. Shri R.Mohan, AO; Term Contract of Chennai/Tambaram/MH Avadi 3. Shri Raman, AAO: Study of Rebate in License fee to private parties C. Targets fixed by GO(IA): GO(IA) requested all the AO, GEs to forward the calculation sheets fixing the all in cost rates for water to be sent to Main Office for examination.

ANNEXURE D MINUTES OF THE VALIDICTORY FUNCTION OF AO/AAO GEs/BSOs CONFERENCE HELD ON 26 TH NOV 2010 AT 1600 HRS The valedictory function of O/AAO GE/BSO conference was held at 4.00 PM on 26 th October 2010. Brig. Sanjeev Jain, CECZ, Shri Manoj Kumar, CWE(N) & Col. Manish Das, CWE(Army) were invitd as Special Guests. CDA expressed her thanks to the Officers for accepting the invitation and for attending the valedictory function. She mentioned that the presence of the Officers in the Conference would help to know their views and understand the problems of Executive. Thereafter, Shri V.Krishnamurthy, IDAS, DCDA presented the summary of the two days deliberations in a Power Point Presentation was made by DCDA highlighting the important issues which needed to be addressed by the MES. He also brought to the notice of CECZ important observations and lacuna found while auditing the documents in Main Office and also some of the difficulties faced by the AO GEs. CDA informed the CECZ that the objective of the presentation was not a fault finding session. The important objections raised during audit are brought to the notice of them so that the same can be sorted out at the earliest. She thanked CECZ for the cooperation extended from MES side. She observed that escalation payments had completely stopped and specially credited the role of CE CZ for extending co-operation for minimizing the number of escalation cases. CDA also raised the issue of All in Cost rates for Water and Electricity, which have not been revised after 2007-08, with a request to CE CZ to look in to the matter. She explained that time taken for passing the final bills was slightly more in Main Office than the other bills due to detailed checks to be carried out.she also informed the CE that CGDA s Office is working out a complete automated system for MES works. Some of the AO GEs addressed certain questions to the CE:- 1. Smt. Vasantha, AO, GE STM stated that she has been receiving letters from CWE requesting cooperation for closing the Punching Media by 25 th and audit of MERs also by 26 th for which she expressed the difficulties faced in doing so. 2. Shri Sathyanarayana, AO GE Arakkonam informed CWE(N) that he has been receiving the Cash Books for audit very late in his office for past 6 months. 3. Smt Chitra, AO, Coimbatore stated that as consolidated MERs are being

received, she is finding it difficult to audit the MERs in time. 4. Problems faced by all AO, GEs in booking of expenditure on a/c of Supply orders, placed by one GE and payment made by another GE were brought to the notice of the CECZ... -- 2 -- In his address to the AO GEs/AAOs BSOs, CECZ thanked CDA for giving an opportunity to be a part of this august gathering. He stated that for the first time he has seen so many AOs GE together. He stated that GE is one of the most important institution of creation and maintenance of infrastructure to all the three Services and AO, GE forms an essential part of this basic component. All the GEs of the entire country combined together are responsible for delivering all the projects concluded even at the highest level. He stated that AOs GE play an important role in contributing to the maintenance, upkeep of the entire infrastructural developments. They are the pillars of the GEs Office. There are issues where GEs and AOs GE should move in the same direction and work hand in hand by which they can bring about a big saving to the State, which should be the spirit of the audit. He advised AOs GE to ensure efficiency, speed and quality in execution of work. They should not be speed breakers but facilitators for the GEs working in the spirit of audit. He stated that Mr.V.Krishnamurthy and some of the AOs GE had raised a number of issues and he would like to take this opportunity to bring the Executive perspective to the issues raised. He requested AO GEs to pass the bills/rars at the earliest as many of the contractors are depending on the amount they get for their completion of works. He also expressed the difficulties faced by MES due to staff shortage. SAO(E) proposed Vote of Thanks.

ANNEXURE E PRESENTATION BY AAOs BSO 1. AAO/BSO COIMBATORE: 1 Different types of accommodation available at Coimbatore and position of LF Bills 2 All in cost rate for Electricity and water. Last revision in Sulur area Air-Force: 2007-08 Navy: 2006-07 3 Observations raised by AAO BSO are not being taken seriously by GEs and are not replied properly. 4 Provisioning of a new computer in place of old one held. Details regarding the date of taking over of the buildings of MAP, Sulur by MES, the date of allotment of Quarters, period from which rent bills are floated and the date from which the buildings were taken in the Register of Buildings were called for from the AAO Issue to be taken up with Executive authorities for immediate revision of rate for 2009-10. A confirmation to be given whether water charges recovered are as per all in cost rates and whether the rates are compared with the Electricity Board Rates? Instructed to raise the points in SIOs and pursue the cases. A circular in this regard will be issued by Main Office. GO (EDP) replied that computers are provided with reference to the posted strength of the staff and action is on hand for upgradation of RAM. 2. AAO, BSO, CHENNAI 1 Lease Agreements in respect of Private Parties. 2 Acknowledgement awaited cases DAD responsibility. Advised to take action for obtaining copies of all Lease Agreements in respect of PPs and to furnish a completion report within a month to GO(E). AO GE was also informed to note this point concurrently monitor the same. As huge amounts are shown outstanding in the AAC, AAO was advised to furnish the details to GO(IA) to initiate DO letters to CDA(O) Pune for speedy clearance..

3. AAO, BSO, TAMBARAM 1 Re-appropriation sanction issued by AOC in respect of Officers Accommodation to Single Officers Accommodation. It was stated that 60 SOs quarters were vacant but 27 Married Accommodation were reappropriated to SOs quarters, which was objected to in audit. 2 The AAO expressed problems faced by her in r/o. recovery of damaged rent from Mazdoors despite issue of clear orders by AOC. Similarly, 60 Single Officers Quarters are vacant as per the reports but information was received that the same are occupied unofficially. 3 An outstanding amount of Rs.24000/- from Private parties pertaining to 2007-08 is irrecoverable. Details regarding Security Deposit are also not available. AAO was informed that if the replies furnished by the AOC for re-appropriation are not satisfactory, the case is to be perused to cancel the Re-appropriation order. AO GE Tambaram was advised to discuss the issue with Executives and pursue the case to include in SIO Report. AO GE was advised to liaise with Administration for the recovery of damaged rent. As regards un-authorized occupation of Single Officer s quarters, she was advised to carryout intelligent scrutiny by checking the Meter Readers Book and other connected documents. AO, GE was asked to have a meeting with BSO & AOC in this matter. AO GE was also directed to take up the matter with BSO regarding all the problems faced by AAO BSO and a feedback report submitted to GO(E) on all the issues raised in the conference by 30 th of this month and SAO, MES Audit Cell will check the case of Tambaram during their audit. 4. UADEO, CHENNAI 1 Work status UADEO was advised to furnish the full details of the status of work of his office as the slides presented were incomplete. 2 Non payment of Arrears by IOC- Petroleum outlet, Chennai. AAO, DEO was asked to furnish full particulars of the case together with details regarding Sury Kiran (included in MFAI) to E Section. 3 Audit of Public Fund Cash Book by The matter regarding crediting the amount to

AAO DEO - The Public Fund Cash Book of 5/2010 had entries to the tune of Rs.94801/- towards cash received on account of S.D. pertaining to period from Aug 2003 to May 2010. Govt. by remitting MRO and refund if any at a later stage, the matter to be examined by E Section. UADEO was asked to furnish the details regarding the problems faced by him to E Section for their further action. 5. AAO, BSO, WELLINGTON 1 Preperation of Rent Bills Requirement of additional man power 2 AAO requested for provision of a new computer as the existing one at their end was very old. 3 Clarification was sought by the AAO regarding the rate of recovery of water charges from PBORs as BSO had already sent the bills recovering the amount at Rs.70/-. 4 Reduction in All in Cost rates for recovery of water which was reduced to Rs. 5.99 per kl from Rs.14.18 has been objected to by AO, GE and recovery is continued at the rate of Rs.14.18. AAO was advised by GO(E) to computerise the rent bills. The requirement is to be taken up with GE through AO GE. GO IA Section informed that the matter is under reference to HQrs. Pending receipt of clarification, CDA advised the AAO to recover the water charges @ Rs. 70/- as proposed by the BSO. The reasons for reduction to be checked by liaising with GEs. It should be ensured that GE work-out the All in cost rate as per the MES Expenditure Report, which should be cent percent verified by AO GE. 5 It was observed in RRs that schools are being charged with Electricity and Water charges and no license fee. 6 Existence of Power & domestic meters in quarters. Objection regarding non-recovery of license fee to be included in MFAI. Duplicate meters are to be removed and to be utilized wherever electric meters are not working. 7 MTS support for dispatch work. AO, GE was asked to provide staff from MES side to AAO, BSO to carry out dispatch work. 8 Rebate on cycle stand. Regarding clarification sought on rebate on cycle stand, AAO was asked to submit a note to Main Office so as to issue a circular to all BSOs to withdraw charging of rebates. 9 Administrative control of AAO BSO Wellington Since one AO is looking after both AO GE Wellington and DSSC Wellington, for the time being AAO BSO will be under the

10 Switching over to monthly preparation of Rent Bills consequent on introduction of MPS. administrative control of AO Army & DSSC, Wellington. MES Audit Cell to ensure that all rent bills are issued monthly as closing of IRLAs changed from Quarterly to Monthly. A circular in this regard to be issued. 6. AAO, BSO, AVADI 1 Private Parties Disproportionate Rent & Rebate 2 In the rebate recovered, 50% credited to Govt. & 50% to Regimental funds. 3 Two cases of Private parties Rs.15982/- & Rs.48217/- pertaining to 1993-94 & 1994-95 were outstanding for which regularization is awaited as Loss. 4 Recovery of Rs.5 lakhs(approx) on account of A/C charges from Service Officers. As in some cases rebate offered to Private parties are more than the license fee charged, the same to be objected to by AAO and included in the SIO. AAO was asked to check how the expenditure was met - whether only from Govt. or 50% from Regimental funds and 50% Govt. funds. It was intimated to include the same in SIO and watch for reply. Since the same is recovery in r/o. exservicemen, CDA advised AAO to write to Bank for effecting recovery through Pension. Good work done by the AAO was appreciated by CDA. GO(IA) intimated all AAOs BSO to give a report on the amount of revenue generated in a year in respect of their BSO. Special efforts to be made to identify to identify Revenue generation areas.

PRESENTATION BY AO/AAO GEs 1. AO, GE, CHENNAI 1 Scrutiny of contracts. AO, RSC quoted some NIT taken out from MES web site as example for irregularity in concluding contracts such as Repairs to trees/plants for Rs.3.75 lakhs. CDA advised AO GE to hunt for observations. CDA also directed SAO to find out reasons for concluding such contracts when conservancy agreement is in existence and DEL is available with GE. No expenditure is permissible on Golf Court. 2 Scrutiny of Admin Approvals AO was asked to scrutinize the AAs by according priority. 3 M&O Contracts Strength of IEs to be kept in mind and conclusion of M&O Contracts by GE is to be objected. GEs to be advised to go in for outsourcing through CA/IFA instead of concluding M&O contracts for which they do not have any authority. 4 Scrutiny of Term Contracts/W.O. Work orders for Term Contracts are placed only during the end of the financial year. Such cases are to be objected and reasons ascertained. A report is to be rendered to MO regarding contract for supply of Bazar materials(common point for all AO/AAO GE). 5 Vetting of Supply orders by Such cases to be objected. AO/AAO is AO/AAO other than for whom the stores are intended. advised not to vet the S.O. without ascertaining the quantity of stores on stock/demanded. A letter to be issued to CE by E Section of M.O for getting the vetting from AO GE concerned.. The same to be cleared at the earliest by liaising with O&M Section. 6 O&M Inspection 71 items of 2000-01 are still outstanding. 7 Outstanding demands. Irrecoverable petty amounts outstanding for a long time, on account of cost of tenders etc., which are falling within the write off

8 Sub Division Audit. Last audit was done only during 6/2004. powers of SAO/AO/AAO, is to be written off and cleared from the O/s demands list. IA Section to issue a circular in this regard. SAO s contention of shortage of man power was not accepted by CDA. He was directed to complete the audit by 31-01- 2011. 9 All in cost rate All in cost rates for water shown as Rs. 4.329 for 2008-09 was very less and SAO was asked to check the correctness of the rate. CDA informed that recovery of water charges at Rs.3.75 per 1000 value of work done requires in-depth examination by MES Audit Cell for referring the matter to HQrs. 10 Payment to contractors. By 30-11-2010 implementation of NEFT payment in GE s Office is to be confirmed by AO/AAO. 2. AO, GE, AVADI 1 Audit of Admin Approvals AO, RSC informed AO, GE to check Admin Approval issued for Rs.14.75 lakhs for the construction of Instructor s Room, which is not covered under Scales of Accommodation 2 TBOs Local Purchase items within GEs are not to be transferred. This is normally done to adjust the availability of funds. Such cases to be objected. 3 Running contracts concluded prior to 31-3-2008. One CA CE/AVD/27 of 2007-08 is still not completed. Reasons for delay to be ascertained and M.O. intimated. 4 Fixation of pay on promotion received from CWE. 5 Audit of Cash Assignment Cash Book. 6 Sub Division Audit SAO requested for a training to staff on audit of sub divisions. Pay fixation is to be effected from the date of assumption of duties and not on seniority. The observation raised by SAO was appreciated by CDA. As every entry in the cash book is authenticated by AO GE, post audit of the same by E Sn of M.O. is redundant. GO(E) to analyze the issue and suitably approach the HQrs., office for delegating the powers to AO GE. This area of work being neglected by all AO/AAO GE, CDA directed RSC to conduct a refresher course to AO/AAO GE staff on Sub Division Audit.

7 Provisioning of additional computers/printers and BSNL telephone/fax/internet connection to AO GE Avadi. 3. AO,GE, STM, CHENNAI 1 Welcome maintenance under periodical services included in SIOs. 2 22 cases of CP Vouchers are pending. CDA considered the matter regarding Provision of Telephone/Fax and Internet connection to all AOs/AAOs GE. Regarding Provision of computers, CDA informed that since CGDA package for all AOs/AAOs GE is almost ready, at the time of implementation the same will be projected to HQrs., Office. This being NOT covered under rules, to be objected and included in SIOs. Similarly conclusion of TC at the fag end of Financial Year is to be objected. To clear all the CP Vouchers by the end of this financial year. 3 Running contracts concluded prior to 31-3-2008. Details regarding of contracts with full details concluded prior to 31/3/2008 but still not completed to be given. 4 Escalation cases. Two escalation contracts GE (P) MH 071 & GE STM 02 exists. Reasons for delay in completion to be ascertained. 5 7 ISA Vouchers valuing Rs.360657/- are pending for non availability of allotment. AO was advised to book the expenditure by operating PM. Availability of funds not applicable. A circular to be issued by E Sn in this regard to all AO/AAO GE. This has to be cleared by AO, GE by liaising with IA Section. 6 O&M Inspection Points 89 cases are pending. 7 Register of Buildings not maintained. To be maintained with immediate effect. 8 SIOs- 4 items included. Efforts to be made to bring the sub division audit to current. 9 All in cost rate Water Rs. 58.47 and Electricity Rs. 8.36 for 2008-09. 10 Huge amount towards acknowledgement for recovery of outstanding rent and allied charges under DAD responsibility. Wherever All in Cost rate for 2009-10 not worked out, the same to be completed by 31/12/2010. AO to take up the matter with the concerned, demi-officially. 11 Cost of tender documents. GO advised all AO/AAO GEs to watch for remittance of MROs received on account of tenders received before conclusion of contract and also to ensure that there is no delay in remittance of such MROs.

4. AO, GE(A/F), TAMBARAM 1 46 CP Vouchers pending. To be cleared by the end of this financial year. 2 Demand Outstanding 4 cases of Rs.3859486/- (all Arbitration/court cases) Progress of Arbitration Cases to be watched and outstanding demands to be brought to NIL at the earliest. 3 Computer training to staff. CDA informed that Computer Training can be given to staff including Cashier s of GE s office for operating Schedule III module developed by EDP. All amenities connected with computerized atmosphere will be provided and it is up to the AOs, GE to utilize the staff properly. 4 Cash Assignment Cash Book. Since Pre-Audit of bills are being carried out at SAO/AO level, post audit of the vouchers again in E section will be a duplicate work and this can be dispensed with. The issue is to be referred to HQrs., Office by E Section. 5 Reports and Returns Can be dispatched to E Section of M.O. to their newly created e-mail id(esectioncdachennai.gmail.com) and follow it up with post copy to avoid delay in receipt. 5. AO, AGE(I), AGRANI, COIMBATORE 1 All in cost rate Water Rs. 25.36 and Electricity Rs. 8.28 for 2006-07. Wherever All in Cost rate for 2009-10 not worked out, the same to be completed by 31/12/2010. 2 Audit of Admin Approvals. The list of observations on AAs made by

AAO to be furnished to Main office. 3 5.5% escalation included in AA It is not a correct procedure. This has to be objected and revised AA is to be called for. 6. AO, GE, DSSC WELLINGTON 1 All in Cost Rates fall in the rate of water to Rs.5.99 compared to Rs.14.18 objected to by AO GE. Reasons for such large variation to be verified by LAO and report rendered to MO 2 Allotment and booking of expenditure. 3 24 O&M Inspection points pertaining to 2000-01 was shown outstanding. 4 In 92 cases, Part A has been completed and Part B to be completed. 5 Sub Divisional Audit was carried out last in 12/2008. 6 Suspense Head 55 Cases under 0/018/64 and 88 cases under 0/017/02 is O/s. Wherever allotment are not available, obligatory payments can be made duly getting the Provisional Payment sanction from M.O. This has to be cleared by AO, GE at the earliest being very old. Reasons for delay in completion of Part B is to be intimated to M.O. AO was advised to complete the arrears in audit by 31/1/2011. This item of work to be given priority and O/s under suspense head to be brought to NIL 7. AO, GE Wellington. 1 O&M Inspection points. 14 O&M inspection points pertaining to 2003-04 to be cleared immediately in liaison with IA Section of M.O.. 2 Sub divisional audit completed up to the period 9/2009. Arrears in audit to be completed by 31/1/2011 duly getting the Audit Program approved by IA Section of MO. 3 M&O Contracts. Industrial staff shown as 133. To be observed for resorting to concluding

contracts for M&O instead of outsourcing.

8. AO, GE, COIMBATORE 1 17 Final Bills pertaining to the period 2008-09 not submitted even after lapse of 6 months. 1 AO, GE informed that she has raised observation on Admin Approval wherein the amount of Contract Agreement concluded has exceeded 10% tolerance limit on AA. Replies furnished by GE were not convincing.. 2 Power Point Presentation with colored background. Reasons for non-submission of bill to be ascertained and M.O. informed. At the time of conclusion of contract agreement, the amount should not exceed AA amount. Similarly, when the contract is completed, the completion cost should not be more than AA amount + 10%. Wherever such observations were noticed, AO was advised to include the items in SIO and also to furnish a list to E Section of MO for their examination. GO(E) stated that all power point presentations to be made with plain background so that the information furnished are clearly visible 9. AGE(I) AF COIMBATORE 1 CA 5 of 2009-10 though work is completed Final Bill not yet Reasons for non-submission of bill to be ascertained and M.O. informed. submitted. 2 New Pension Scheme. AO was advised to take initiation for obtaining Registration 10.AO, GE (NAS) ARAKKONAM 1 Arbitration case. A brief note is to be submitted to M.O. 2 Demand O/s. was 97 items 12.74 crores. Details of cases transferred from Border Road Organization with reasons for outstanding to be intimated to M.O. for necessary action. 3 Audit/Payment of Final Bills On completion of audit of final bills by AO GE/M.O., if funds are not available, the bill should be forwarded to GE for resubmission together with allotment of funds. Final Bills should not be paid before settlement of MO observations. Before

forwarding the FB to MO AO/AAO should ensure all observations raised are replied/settled by MO. A circular to this effect to be issued to all AO/AAO GE by E Section. 3 O&M Inspection 7 items pertaining Being very old to be cleared at the earliest. to 2002-03. 4 Vacant quarters Reasons to be analysed in depth by AO and in case of defective planning, the item should be included in MFAI Report clearly showing the financial value. 11. AO, GE(A/F) SULUR 1 of contracts concluded before 31.3.2008 details not furnished. 2 Contracts concluded in excess of AA + Tolerance Limit. objected to in audit. List to be furnished to Main Office together with reasons for outstanding. At the time of conclusion of contract agreement, the amount should not exceed AA amount. Similarly, when the contract is completed, the completion cost should not be more than AA amount + 10%. Wherever such observations were noticed, AO was advised to include the items in SIO and also to furnish a list to E Section of MO for their examination. 3 18 O&M observations are pending. To be cleared at the earliest. 4 SOIs 35 objections raised. Quarterly SIO Report in the prescribed format should be forwarded to M.O. for perusal. 5 Advertisement for tenders is being given at Madurai instead of Coimbatore. The reasons to be ascertained and the objection is to be placed in SIO 6 Sub division audit completed up to 9/2009. Arrears in audit to be completed by 31/1/2011 duly getting the Audit Program approved by IA Section of MO. 7 All in cost rate for water Rs.23.38. 2009-10 rate to be fixed by 31/12/2010. 12. AAO, AGE(I) R&D AVADI 1 As M&O contracts concluded for repairs to shutters, operation of lifts, of lifts available, of IEs on strength to be furnished. Reasons for concluding the M&O contracts instead of. going for outsourcing to be analyzed.

2 CP Vouchers 91 cases Rs.6353397/- pending.. 3 SIOs - 11 objections raised. 4 Last All in Cost rates available is pertaining to 2005-06 at Rs.13.01 for water. 5 4 CAs concluded before 31.3.2008 still not completed. 6 Rent recovery from private parties - 4 cases are pending, which have been included in AAC 7 As AAO expressed some of the problems faced with SBI, HFV Avadi To be cleared by 31/3/2011 To update the rates by 31/12/2010. AO GE to liaise with AGE E&M for early finalization of rates. To furnish the details to MO. Wrong recovery of rent from Private Parties included in AAC to be dropped. AAO to take further necessary action. Accounts section of Main Office to liaise with SBI, HVF Avadi branch for early implementation of NEFT payments. 8 Advance rent by Private Parties. Advance payment of rent by private parties can be accepted. 9 AAO stated that very less amount is being charged to Type V Quarters for water consumption. AAO to liaise with GE/BSO. A report to be sent to Main Office and SAO MES Audit cell to investigate the issue. 13. AAO, GE(A/F) TANJAVUR 1 All in Cost Rates 2008-09 fixed was Rs.41.01. 2009-10 rate to be fixed by 31/12/2010. 14. AAO, GE(I) Fys, AVADI Sl. Point Discussed 1 Contracts concluded before List of running contracts to be furnished to 31.3.2008 Main Office. 2 Audit of DOs for extension of time. All SAO/AO GEs to enclose a copy of A- in-ps along with DOs for extention of time to Main Office so that effective audit could be done by them.

15. AAO, GE(N) Chennai 1 Despatch MER by 27 th Cash Book for Cash Assignment is maintained for the period 26 th to 25 th of the following month. As such there should not be any for rendition of MER by 27 th of the following month. Difficulties, if any to be brought to the notice of E Section for taking up the issue with CE CZ. 2 Requirement of CWE Chennai from 3% Contingency amount. The system of AAO(Navy) vetting the S.O. for the contingency items required for CWE s Office from the contract executed by GE Arakkonam is not acceptable and should be objected. GO(E) to take up the issue with CWE, Navy, Chennai.