Shri Jagannath Temple (Office Procedure, Financial and Miscellaneous) Regulations, 1967

OFFICE OF THE The 17th Nouember 1967 I •No. 915 - In exercise of the powers conferred by section 31 of Shri Jagannath Te~ple Act, 1955 (Orissa Act 11 of 1955), Sbri Jagannath Temple Managing Committee do hereby make the following Regulations with the approval of the State Government. _ 1. (1) These Regulations may be called the Sbn · Jagannath Temple {Office ·Procedure, Financial and Miscellaneous) Regulations, 196 7. (2) They shall come into force on the Rasa Pumima day of 13 75 V. S. corresponding lo the 17th day of November 1967. PART I 2. General - The entire day to day administration of the Temple shall be the personal responsibility of the Administrator who shall be the head of office and will be responsible for the proper ,;..orking of his own office • Publiahed in the Oriua. Ga.zette Extra.ordina.ry ia1ue da.'8d I l J and the working of the Temple and management of its endowments. The office of the Administrator and the Temple Administration shall be under the direct control, direction and management of the Administrator. The Administrator shall assign t.he duties and ~resppnJi.bilities to the Assistant Administrator : or to such other officer as the case may be ~~d other ; taff in addition to those enumerated below for ,the proper and effective admini. stration of the Temple. 3. Officers - The Chief Executive Officer is the Admi­ nistrator. An Assistant Administrator or such other officer as the case may be, shall be in subordinate charge and discharge his duties and functions as may be assigned ,.fo him in ge9eral and from time to time,according to , necessi.ty. of the Adrninistratio~ for the proper and effe­ ctive administration of. the Te1nple. 'I:he Assislilnt .Admi­ nistrator (or such other officer) shall make a list of ·all existing staff of all categories. . . , ,. t r 4. Creation and method of recruitment of sta.ff.;;.:. No new post shall be -created without the prior approval of the l\1~~agi.11g Go~mittee 1and sanction of the State Government, as the case may be. Superintendent shall maintain a guardfile containing all the important orders, circulars resolut'.ons of perma· nent nature and notes of inspection. (_ \'>_:'V t t It It 6. Opening of o ~ by the Ad . . a 1 etc.--: All. the Oaks shal·l ·be o~ened Ad . . mimstrator and 1n his absence by the· Assistant the ~~:trat~r. The Office Superintendent sliall .. open d during the absence of both the!Administrator an Assistant Ad · · . min1strator and shall place·all 1mportant letters etc · d b · · he . , receive efore the Admm1Strator or t Assistant Adm' · t , . 1n1s rator, as the case may be, when {hey ref~n to headquarfers. The Office Superintendent will receive all registered and &insured letters unless they are addressed lo the Administrator and Assistant Admini­ strator by name, On opening the registered and insured letters, the Office Super'mtendent shall place them be tore the Administ~ator or Assistant Administrator and all letters rece ived during the day shall be diarised. 7. Duties of Office Superintendent _ The immediate responsibility for the records and proper working of the office· sha'll rest with the Office Superintendent who shall _ be the head ministerial officer, who subject to the appro­ val and ' orders of the Admini~trator shall distribute duties among. the Clerks and other Subordinate 'Super. visory .. staff. He should inspect each scat at least once in a month and the office at least once in three months, He·sball obtain the pending list from each Clerk once in .,a forlnigl\t' · and place it before the Administrator through 'the Assistant Administratdr"arl~1ensure ·cleara. nee of the pendency promptly and ·efficienUy. He· shall maintain a personal Ha~d .Book . in whi~~ ~~ . sho~d CO' J rd an important and :urgent references"reccived and da matt~rs to be dealt with . promptly . and ?n t e ~· tes fi d A cording to the distribution of work among the C ~:rks!a.~uty chart shall be hung by the side ~ each ~lerk. 8. ~ain~enance of Regitters _ ( a) Each Clerk shall mamtam _ (a) Log Book ( c) Forward Diary and ( d) Transit Register The receipts should be entered in the Log Bciok. (b) The" fi le register is meant for entering chronologi­ cally all letters received from outside and those issued from office. A new file number shall be given in the file register when a new file is opened and all pending files ~hall be brought over to next year at the beginning of the calendar year and a· new file number given by rou­ nding off the old number. (c) The Forward Diary is meant to put up a letter on a particular.date fixed by consulting it everyday. (d) Transit Register - It is meant to ensure prepara­ tion of fair copies in time. No letters meant for issue on a particular day shall be issued, on the next day and at the end of the working .. day the Clerk shall place it before the Office Superintendent for check. Any delay in the issue of the letters shall be brought to the notice of the Administrator or/and Assistant Administrator by the Office Superintendent. 9. Dealing of files - Each file shall have a :, running Note sheet, The correspondence received and issued shall be noted in the note sheet. It should be page numbered. The file shall contain and be arranged in the following order :- f I I I y I i I (b) First page note sheet (c) Second page note sheet' (d) Draft for approva l (e) Paper under consideraticn •nc\ it& enclosures, if any 10. Opening of files - A file shall be opened for each subject except in the case of Misce113t1Cl..o us matters of un important nature which may ba dealt in a Miscella­ neous correspondence file. · T he clerk should prepare his note having properly studied the papers under consideration in a simple, clear and concise fotm referring to releYant pre"ious correspo­ ndence on the subject, The note sha\1 have ref ere nee to the paper or papers under corsidcration. J t should be submitted to the Office Superintende:-it who should add or modify it and submit it to the Administrator through t.he A~sistant Administrator for orders and the files with orders or queries as the c:ise m:ly be of the Adrr:inistratcr an ci /or of the Assistant Administratcr shall be received back by the Office Superintendent who should after seeing the orders passed shall p:iss •on the files to the conserned Clerks for further action eithf'r to answer the query_ or to prepare a dr:ih on the lines of the orders passed either in the form of a letter, 0 . 0. letter or any other action as indicated in the orders, 11. Reminders may be ordinary, demi.official, Saving. ram and Telegram according to importance and 12. Preparation of f . f · air copy, comparision a.nd signature All fair copy· k h ti'tud • d mg wor · s ould be done with promp· el an pla d f · . ce or 51gnature of the Issuing Officer viz., the Administ t • ra or or t ne Assistant Administrator or the Office s · ... upermtendent as the case may be. All letters address d t . . . e O superior officer should be signed invariably and all interim corresponnence with the subordinate staff of the Temple Administration or Sebayat, or the like may be signed by the Office Superi­ ntendent for the Administrator or the Assistant Admini­ strator, as the case may be. 13. Despatch - On return cf the fair copies the Clerk in charge of despatch ·shall enter in the Despatch Register by giving a number and date and note the word "issued" on the draft and initial it with date. The issue numbers should be consecutive during a calendar year. 14. Deliuery of Local Dak - No Jettn or file shall be sent by post at the same headquarters which should be sent through the Peon Book. 15. Issue by Registered or Insured Post - All important letters and other files or articles shall be sent by Regi• stered, lnsurecl or parcel post as the case may be. They may be sent by Express Delivery or through special messenger according to urgency and importance. 16. Stamp Account - A Register showing the Stamp Account shall be maintained and the issue Clerk shall · J put up the R · eg1ster to the Office Superintendent for check at the end of the k' da wor ing y, 17 p d' I' ~f e~ rng rsts - A fortnightly pending list in respect receipts shall be prepared by every Clerk on the 2nd and 16th of the following working day of every month an~ put up to the Office Superintendent for check, The Office Superintendent should check about the correct­ ness of the pendency and shall prepare and submit a consolidated list of papers pen".l ing clerkwise to the Assistant Administrator within two days. The Office Superintendent should record his comments or remarks about t.he '-pendency and ensure clearance 'as promptly A separate receipt and issue register shall be main· tained by a Clerk selected for the purpose of all Confi· denlial Corresp:mdence which shall he dealt with by the Administrator in his confidential section. 18. Classification of paper, transmission of records to Record Room and destruction of records etc., - There sha11 be a Record Room to which all disposed of records and registers shall be consigned after disposal. The files may be marked A,B and C according to importance A or Q being permanent records, B or ~ being semi-important to be preserved for 1~ years and C or Q destroyable after an year subject to the personal r scrutiny and certi· ficate of the Administrator. The classification o( papers shall be done by the Office Superintendent. The registers are also to be preserved permanently or destroyed after a specified period according to impor• tances, as e~umerated below, . A or Q Permanent Registers - All registers rela- ting to Land Records, other i111movable ~ valuaol~s, Regi~ter of Mineral Registen , and Jeas:s, buildings, Acquittance Rolls,Stock and Store Register,(~ash Books. B or~ Semi-permanent _ Annual Administration reports 'nd such other papers as may be so decided by the Temple Managing Committe~, Bill Register, Regi­ ster of changes affecting demand, Register of securities by the staff, and Register of Sairat sources. C or Q - All Registers reJ,ting to correspondence. Note-The list is not exhaustive. The Administrdtor should include all other register3 in the list in the appro· ptiate classification. 19. The records and regi:i ters of the Record Room shall be properly 'rranged and preserved in rar.ks. A list of records and registers ripe for destruction should be prepared and destruction effected after prior sanction by the A<lininistrator. The list of recor ls, Regi­ ster, etc., shall be made in duplicate and a copy of it retained by the Record Keeper and the original returned to the person consigning the record, etc., duly signed and dated by the Record Keeper. Separate Registers shall be main tained by the Record Keeper which shall CORtain the list of all A or Q , B or ~, C or Q Class records and registers and other valuable articles kept in the Record Room. The Office S · d R upermtfndent shall inspect the Recor oom also hi om mont y along with the inspection of the ce and prepare f . . . to the A . . a note o inspection and submit 1t dministrator through the Assistant Administrator. The Record Keeper shall maintain a Register wh~rei~ he shall enter the record, register or any other article issued on the requisition of a Clerk or any other scaff and taken his signature while issuing the record etc. On its return, he should 11ote the date of return in the appropriate cclumn and put his dated signature, place the record in proper place and take out the slip. Each Cl ~rk or other subordinate officer is personally responsible for the files, stores, eic., in his charge. Each Clerk may h~l\'e an ordinarv almirah or a pigeon hole almirah according to · neces,sity with the key kept by the person in charge. Aoy file taken home by the A~m!nistrator or the Assistant Administrator for work outside office hotil'S ·~use be under his own responsibiliiy and no file shall ordinarily be taken by any Clerk or other subordinate staff for work at home except with the prior written permic;sion of the Administrator. 20. Charge Report _ In case of change in personnel a charge report should be prepared duly signed by both the outgoing and incoming incumbents and a copy of the ·same should be preserved in office. The charge report should contain a clear account of files, materials, etc , handed over and taken over. 21. ?f fice order boo~ - The Administrator and the Assistant Admin' t h ll . . is rator s a mamtam an office Order Boo~ ~reco~ding orders passed by them for the proper administration for the guidance of the staff. ~. Confidential papers - All Confidential papers shall be kept by the Administrator !3. Library - A catalogue of books of the Administrator shall be maintained and no issue should be made without taking the signature of the officer, receiving Clerk or other subordinate staff. The Librarian shall be personally responsible for any missing of the book, No book or reference should be issued for more than fifteen days at a time. There shall not be more than two issues at a time. !4. lnspecti11s - The· Office Superintendent shall review the working of all seats once in a month and submit his notes of review to the Administrator through the Assi­ stant Administrator. The Assistant Administrator shall inspect the off ice once in every half year and likewise submit his notes to the Administrator. The Admini­ strator shall inspect the office and submit. a copy of his inspection note to the Law Department through the Vice-President of the Committee-cum·Collector of the district. The Office Superintendent shall ensure compli· ance of the notes of inspection within three months from the date of receipt of the inspection notes. The Vice-President of the Committee (Collector ef the District), if so authorised by the Committee may call for any papers and files at any time in T.emple interest or public interest and may inspect the office at ( \fbc;/ ttcc may dcman'd csa. ~he Temple Management Commi· · ny mspe · re tt and th ction note being placed befo- ereupon the Ad . . comlpiance. · mm1strator would ensure 15. Miscellueoas T h prescribed i - . e several forms and Registers ad d n the Orissa Record Manual 196 4 should be Of o.pte by Shri Jagannath Temple Administration hce to the extent n ecessary. The language to be used for • the correspondence and maintenance of records shall be in the Oriya langu· dge. But the Administrator may maintain records, correspo!\dence or reports in the Engli5h lc1nguage, whereever he feels 1t necessary or desirable. PART 11 flNlNClll REGULATIONS 26. Geaeral - Financial year of the Temple Administra· tion shall be thr. u~ual financiill year from 1st April to 31st March. The maintenance of accounts shall be in charge o{ an Accountant and cnecked daily at the end o( the v.•orking day by the Ofiice Superintendent who shall be jointly responsiblt- with the Accountant for the proper and correct maintenance of the accounts. 2 7. The following registers shall be maintained - (a) Cash Book (e) Miscellaneous Receipt Book Guard files for vouohers Any other register th Ad .. ' e mm1strator may prescribe. (a) Cash Book - The C h receipts d h as Book shall show the daily th an c arges and all cash transactions as also e permanent adv d 1 both th A ance u Y checked and signed by h h e ccountant and the Office Superi11tendent w s all place the Cash Book to the Assistant Admini- strator at the end of th k. . . . . e wor mg day for his s1gniiture, Analysis or the Cash balance should be done daily. Cash Book shall also be maintained by the Collecting Accountants. All money orders of the Administration shall be received by the Administrator/Assistant Admi­ nistrator only and accounted for in the Cash Book. sters shall be maintained one for office contingencies and the second for the Deity's contingencies, .All respective contingent expenditure shall be entered in these R(.gi­ sters and billed for. All expenditures should be suppo1t.::d by paid vouchers with stamped receipts, wnereever necessary. ( c) Advance Re1ister - All advances granted shall be entered in this Register and attested by the Assistant Administrator. The Administrator inay sanction advance in emergent cases in the interest of the t Temple Admini­ stration and place it before the Committee for approval. The advance shall be recouped within a month from the d t of advance supported by vouchers, In ca::e of an a:v:nce to an employee of the Temple Administration I ,. I for his personal r . cxced his tot equirement the advance in no case shall nces should ab emoluments for a month. But all adva· ensure it e made on due scrutiny and security to b t oug m a hard case the time for recovery may t~ spread over by the Administrator for a period of r~e months. All advances should be duly accounted for .'n the advance register oi the Temple Administration which should be personally reviewed by the Administrator once every quarter. (d) Acquittuce Rolls - All payments towards pay and T. A, shall be supported by the acquittance of the payee ( e) Mi1cellaneo111 Receipt Book __ A printed receipt duly authenticated shall be granted by the Administrator for all moneys received by it and accounted for in the Cash Book. (f) Guard file 'of Vouchers - All vouchers shall be pasted in the Guard File serially corresponding to the entry in the Contingent Registers. 28. Power to suctitD contingent npedniture Committee Full powers Full·powers Subject to Budget Sanction Administrator ... Ut> to Rs. 100 Up to Rs. 200 Assistant Administrator · ·•• Up to Rs. SO On the following items - (a) Electrical and sanitary etc. installations and Electrical Bills. ( c) Freight and demurrage charges (d) OHfof~ and cold weather charges elegram charges. Telephone charges (g) P~rc~ase of stationery and stores (i) Any unforeseen charges, The expenditure incurred on the above items shall ~ place~ before the C' ommittee when it meets for its information, The expenditure shall be . d . t' . . mcurre m an 1ci- pa tton of the sanction of the Committe: limiting to Rs. 6.0? recurring and Rs. 1,200 non recurring by the A clm1n1strator in a financial year. 29. Bills - There shall be the following types o[ Bills: - (a) pay Bill - A Bill shall be prepared for all pay of the staff of the Administration and drawn after approval of the Administrator. (b) T. A. Bill - A. T. A. Bill shall be prepared for all journeys performed and the bill passed by the Admini­ strator for payment. (c) Coati11e1t Bill - A Bill sltall be prepared and passed by the Administrator for payment. 30. Banking Acconnt - A Banking account shall be opened and operated by the Administrator. On no account the Cash balance in hand should be above Rs, 1000. The custodian of the cheque book should be the Administrator. 31. Cuh Gest - The Cash balance in hand sh:tll be in an Iron Safe with double lock arrangerr.ent. One key hould be with the Accountant and the other with the s . . Assistant Administrator. L 32. Security - The Accountant shall furnish cash secu. rity for Rs. 500 and personal security for Rs. 1,000. Similarly all persons of th~ Administration dealing with cash that is Tahasildar, Moharir and others shall furnish rity of Rs. 5,000 in the b')nd form as prescribed. 33. Badget - A Budget Estimate and Revised Budget Estimate shall be prepared and placed before the Comm· ittee for approval during July and February respectively. No expenditure shall be incurred without budget provi. sion approved hy th e Committee. A copy of the Budget Estimate and Revised Estimate should be submitted to the Law Department in accordance with section "25 of the Act. 34. Audit and pre-and it - The accounts ~of the Temple Administration shall be open for audit. 1No claim that is more than one year old shall be paid without special sanction of the Committee, 35. The monogram of the Temple Administration Commi. ttee,the offict of the Administrator and all matters conne­ cted with the Temple Administration shall be as in the Schedule, PART Ill MISCELLANEOUS 86. A List of all properties of lhe office of the Admini· strator shall be maintained in the form of an inventory every year in April to 1 be checked and certified by the Administrator. The li•t shall be drawn up separately for movable• and immovable properties of the Deity and the Admini,lrator shall record his authenticaation and due {r explanation for 1\ d d . a amages, lossesJ dirninitions, etc., an submit the list of the Committee for its scrutiny and ac~eptance in respect of properties other than that w.rnten off by the Administrator. The Administrator himself may write off property lost or rendered unserviceable ' to the ·extent of Rs. 50 and shall obtain the prior sanction of th~ Committee for writing off similar properties of value more than Rs. 50. I • I The loss or damagt: to properties worth Rs. 1,000 or more shall be reported by the Administrator to the Gove- rnment together with the recommendation of the Committee. Note-(i) The value of property means the purchase value. (ii) The relevant forms as prescribed in the Orissa Treasury Code shall be applicable {or the Temple Administration 37. Duty Chart - (a) The Administrator in conformity with the Record-of-Rights shall b~ publishing a duty chart in his Office Notice BJard showing the duties assigned to individuals for the Seva Puja of the Deity in consultation with the Nijogas whenever necessary not I' more than three days in advance of the day to which • it relates. (b) Jn case of allotment of dutirs to the employees of the Temple Administration, the duty chart may be published ih the Notice Board and may also issue as an office order of the Administrator with copy to the Temple Commander or the Temple Supervisor as the case may be for his information and guidance. No plea can be taken that an employee was not a\\•are of his duty if he fails to tum up at appointed hour ~nd aPpointed place or be otherwise found absent from his post, 38. Aduance intimation of requirement - In advance of three days the Administrator shall draw the list of requirements of the Temple from the day of requirement and take steps to keep the materials ready for the day except in respect of materials which could only be supp• lied on the day or at the time of requirement. T he immediate responsibility to draw the list and to obtain the materials shall be that of the Deulokarana subject to the control of the Assistant Administrator. 39. The immdeiate responsibility to force discipline in the Temple precincts and to enforce discharge cf duties from the Temple Administration employees on duty according to the duty drnrt of the Administrator, shall be that of the Temple Commander or the Supervisor as the case may be who sha ll maintain a dai ly diary in form to be prescribed and supplied by the Administrator in which he shall note all important happenings, occurrence of offences , their report to the District P olice with juris­ diction,- fai lure of duty or misconduct on the part of the T emple Administration employees on duty, misconduct or deriliction of duty on the part of the C:ebayats, visits tq_ the Temple of important dignitaries, collections made for the Deity, timely performance of nities or any other matter of importance happening inside the Temple and submit a copy of it in~ the fore-noon of the following day t6 the Assistant Administrator who after perusing it will submit it to the Administrator fo(orders on such matters where such orders . are necessary or for further action, unless a matter is of such urgent importance that it should at o.1ce be reported to the Administrator or the local police for immediate action in which case he should submit immediate information to the Administrator and ~ his absence the Assistant Administrator besides mcarporating the· facts in.his diary. He shall be in charge of the Temple Telephone and make use of it according to necessity. He should record in his diary any complaint brought to his notice by any visitor and enquire into it or report the matter to appropriate authority. If no immediate action is necessary he would merely transmit the compliant as recorded in the duty to the Admini­ strator as usual. 40. Sanitation _ It shall be the responsibility of the sanitation staff of the Temple to keep the Temple and the Temple area clean by clearance at 8 A. M., 2 P. M. and 8 P.M. under the direction of the Sanitary Inspector subject to the control of the Assistant Administrator. 41. Electric installation _ Checkina of electrical conne· t> ctions and keeping the electrical system of the Temple in proper working order shall be the responsibility of the Electrical staff and the Electrician under the supervision of the Temple Commander subject to the control of the Assistant Administrator. < 4-2. It shall be the responsibility of the Administrator to take steps for rooting out or cleaning all plant and vege· tation growth which may . have come up on all the Temples and within the precincts of the Temple area likely to cause damage or disfiguration to the structures. This operation must take place at least once a month. 43, Leases.- Every year in the month of March all the leases for the year shall be granted by the Administrator after open bidding in a manner as prescribed for Gove. rnment Saifat sources. •I I I l I I f 44. Security - It shall be the responsibility of i the Temple .l Commander to keep all areas and buildin~s u~der .direct occupation or khas possession of t~e. Adm•• nistrat1on under lock and keep it in proper condition. 45. Baricades - It shall be competent of the Admini· strator to put baricades and to declare entrances and exits according to the exigencies of requirements for the convenience of ;the general public and for maintaining order. It shall be equally competent for:the Admini­ strator to close the temple to male visitors during parti­ cular hours of the day after notifying it on the temple notice board not earlier than 24 hours to facilitate Dar­ san exclusively for the ~women visitors with such special arrangements as he would deem necessary and appropriate. 46. Uniform and {dresses - The Administrator shall ens.ure supply of dresses and uniforms to the Temple security staff, the cost of which shall not exceed Rs. 100 for each individual. 4 7. The Administrator in case of any emergent require. ment shall be competent to assign any duty or alter in such assignment in respect of any employee and reallot such duties or may combine one or more of such duties in respect of any employee of the Temple Administra. tion for proper management and timely Seva ,Puja of the Deity. 48. A temple security m~n may be suppli~d ~ Khaki half shirt one half pant as m case of the Distract Police a blue, turban and n~-leat.her belt with the monogram of the Temple Administration engraved on a metal piece at the centre of the belt. The rank of the man may be borne in metal on the flap on the shoulders. An inferior employee under the Temple Administration according to need may only be given a belt with the metal mono· pm set at the centre of the belt. 49. If any difficulty would arise about the interpretation of any of these Regulations or about their application or any matter related thereto or any ·matter arising on which .no specific provision has been made but that it be regulated, the decision ol the Temple Managing Committee on such matter shall be final and binding as if it were a part of thsee Regulations, SCHEDULE I . t I I I l t