17 POINTS UNDER SECTION(4)(1)(B) OF RTI ACT 2005

HIMACHAL PRADESH STATE CIVIL SUPPLIES CORPORATION LIMITED

CIN: U99999HP1980SGC004263 

Block No.  15 & 16  Commercial Complex, Kasumpti, Shimla

Himachal Pradesh INDIA 171009

INFORMATION UNDER SECTION 4(1)(B) OF THE RIGHT TO INFORMATION ACT, 2005

THE ORGANIZATIONS BRIEF PROFILES DETAILS AND FUNCTIONS 

The Himachal Pradesh State Civil Supplies Corporation Limited was established in September, 1980 under the Companies Act, 1956 as a Joint Stock Company wholly owned by the State Government. The primary function assigned to the Corporation is that of a “CENTRAL PROCUREMENT AGENCY” for all the controlled and non-controlled essential commodities (as identified by the Central/State Government under Public Distribution System). The Corporation may undertake trading, storage, movement (including inter-state movement) and distribution of such other essential commodities which may be required as per demand from consumer/public in general from time to time so as to ensure their availability in the open market at reasonable prices through :-

  1. Timely procurement and distribution of the essential commodities under public distribution system.
  2. Establishing and maintaining distribution network in the State to make the quality commodities available to consumers/customers at the reasonable prices.
  3. Maintaining adequate buffer stock of essential commodities for un-interrupted supplies.
  4. Ensuring advance supplies of essential commodities in tribal, inaccessible and snow-bound areas of the State.
  5. Adhering to appropriate quality standard in procurement, storage and distribution.
  6. Providing required support to various central Govt. Schemes.
  7. Simplifying procedures to improve system efficiency and transparency.
  8. HPSCSC commits to adhere to the Central and State Government policies/guidelines and Comply with the requirement of Quality management system.

9.  HPSCSC will strive for achieving excellence in its operation by continually improving the system and their effectiveness, developing and updating human resources, utilizing, efficiencies of information Technology, adopting a proactive approach in anticipating customer need and exception and ensuring customer’s satisfaction. FUNCTIONS/ACTIVITIES OF THE CORPORATION The Corporation is also dealing in following activities:-

  1. LPG Distribution specially covering whole of the tribal Area of the State.
  2. Through round the clock, Medicine shops the Corporation is distributing medicines and life saving drugs at reasonable rates by allowing 7% to 50% rebate as against the MRP rate.
  3. The Corporation is managing nutrition supplies to Welfare Department under SNP.
  4. The Corporation is managing the supplies of rate contract Cement to Govt. Deptt., Boards, Corporations and other Institutions.
  5. After withdrawing levy on cement from February, 1989 the Corporation is providing cement to the general public through its wholesale/retail godowns in the State.
  6. The Corporation is managing the supplies of Rice under Mid Day Meal programme, SGRY Scheme from FCI to Fair Price Shops in the State for further distribution to Primary and upper Primary School.
  7. The Corporation is managing the supplies of GI/DI/CI Pipes to Irrigation and Public Health Department in the State from the sources identified to stores of the Department situated at various places under Executive Engineer.
  8. The Corporation is managing the supplies of medicines to Various Govt. Hospitals in the State.
  9. The Corporation acts as procurement agency on the behalf of H.P. State Education Departments for procurement of school uniforms under the ‘Mahatma Gandhi School Uniform Scheme’ and procure and distribute the uniforms to the H.P. Govt. Schools situated at various location in the State.

ORGANIZATION SETUP, POWERS AND DUTIES OF THE OFFICERS

The Head Office of the Corporation is situated at Shimla Commercial Complex Block H & I, Kasumpti, Shimla-9 headed by the Managing Director who is assisted by one Executive Director, two General Managers, one Financial Advisor and three Functional Managers viz: Procurement Manager, Distribution Manager, Finance Manager. 

The organization is divided into two divisions with Head Quarters at Dharamshala and Solan. Each Division is headed by a Divisional Manager. The Divisional Manager, Solan is supervising three Areas (Shimla, Solan and Nahan) and Divisional Manager, Dharamshala is supervising four Areas (D’shala, Chamba, Hamirpur and Mandi). The above seven areas i.e. Shimla, Solan, Nahan, Dharamshala, Mandi, Hamirpur and Chamba are headed by the Area Managers, who are responsible to maintain the supplies and distribution of all commodities dealt by Corporation in the State.

Procurement offices have been also established at Barmana and Darlaghat from where supplies of cement to various Govt. Deptt./Board/Corporation as well as to our whole sale/Retail godown for public sale are managed. These offices are under the control of Area Manager, Solan.

POWERS AND DUTIES OF OFFICERS

MANAGING DIRECTOR:

  1. Managing head of the Corporation.
  2. Full powers to procure various essential commodities along-with food-grains from FCI/any other Govt. Agency.
  3. Full powers for administrative approval/expenditure on account of hiring accommodation, repair of godown/vehicles and other maintenance work.
  4. Sanction expenditure on purchase of related material through tendering mode and contract rates etc.
  5. Appointing and disciplinary authority of the Corporation.
  6. Full  power  of  expenditure  on  Furniture  &  Fixture,  Hot-Cold weather charges, News papers, books & Periodicals, Postage, telegrams & telephone etc.
  7. To  co-ordinate  with  the  Ministry  of  Food,  Civil  Supplies  & Consumer Affairs, GOI and Secretary (F,CS & CA) to the Govt. of H.P.
  8. Member of the BOD & Service Committee of the Corporation.
  9. Inspection of field officers/sale out lets of the Corporation.
  10. To administer, monitor and control overall functioning of the Corporation.
  11. To take strategic decision for improvement in functioning of the Corporation.
  12. To take decision to establish new wholesale godown, retail shops, LPG & Medicine shops, petrol pump etc.
  13. To take appropriate decisions to ensure advance supply of essential commodities & to maintain un-interrupted supplies in the State.
  14. To take appropriate decisions to ensure advance supply of essential commodities in Tribal, inaccessible and snow bound area of the State.
  15. To approve the resources required in the Corporation for its effective management and control.
  16. To review and finalize agenda for BOD and AGM meetings and ensure implementation of decisions taken in the meetings.
  17. To ensure protection of Corporation interests in the legal issues/cases pertaining the Corporation.

EXECUTIVE DIRECTOR

  1. To look-after and establishment & administrative/service matters of the Corporation.
  2. To review the new vehicle requirement and recommend for purchase to M.D. To look after repair and maintenance of infrastructure, vehicles and buildings.
  3. To deal with Vidhan Sabha matters.
  4. To check & review attendance of all employees at Head Office and take suitable administration action against non-punctual employee.
  5. To review and recommend purchase of furniture & fixtures.
  6. To look after staff welfare activities.
  7. To execute printing of Stationery and distribution of the same.
  8. To review and carryout purchase of stationery, stores & consumable items.
  9. To ensure matters related to publication of tenders and release of publicity material.  To review all the expenses and recommend for payment.
  10. To exercise control measure to minimize office expenditure.
  11. To execute processing of tenders for the purchase of drugs as per directions of M.D. and State Level Drug Purchase Committee.
  12. To review and recommend opening of new Medicine shop.
  13. To ensure inspection of field units.  To ensure physical verification of field units and Head Offices.
  14. To review and recommend proposal for hiring of official accommodation.
  15. To ensure compliance of the provisions of RTI Act and function as Appellate Authority under RTI Act.
  16. To ensure the supply of GI/DI Pipes to IPH Department.
  17. To ensure the supply of Cement under MNREGA and various Govt. Scheme.
  18. Any other works assigned by Managing Director from time to time.

GENERAL MANAGER

  1. To ensure publication of tenders and release of publicity material.  To review all the expenses and recommend for payment.
  2. To execute, monitor and control the supplies of medicines/ drugs.
  3. To execute processing of tenders for the purchase of drugs as per directions of M.D. and State Level Drug Purchase Committee.
  4. To review and recommend opening of new Medicine shop.
  5. To ensure inspection of field units.  To ensure physical verification of field units and Head Offices.
  6. To attend Senior Officers meetings and other meetings as directed by M.D.
  7. To ensure the supplies of school uniforms to the Govt. School under Mahatma Gandhi Vardi Yojna.
  8. To ensure the supplies of controlled food grains and non-controlled items in the State of H.P.
  9. Any other works assigned by Managing Director from time to time.

FINANCIAL ADVISOR

  1. Finalisation of Annual Accounts.
  2. All types of audits including review and COPU.
  3. Reconciliation of accounts inter office and with parties/banks and balance confirmations.
  4. Matters related to income tax, service tax, VAT and other statutory levies.
  5. Inspection and physical verifications.
  6. All types of meeting excepts BOD meetings.
  7. All matters relating to statistics, status report, monthly sales & stocks statements, action plan, business development, market intelligence.
  8. Medicine cell.
  9. Payment of LPG/Diesel/Petrol.
  10. Opening and closing of sale units.
  11. Hiring and construction of godowns (except LPG and medicine shops).
  12. All the finance and accounts matters excepts those entrusted to Manager Finance.
  13. Any other miscellaneous matter.

PROCUREMENT MANAGER

  1. To execute monitoring of controlled and non-controlled commodities under distribution and their sale excluding medicines supplies to HP Govt. Deptt. and Medicine shops.
  2. To process and complete all the formalities required for opening of new LPG agency.
  3. To review and recommend proposals for construction of field units/outlets and forward the same to M.D. for approval. To communicate the decisions of M.D. to concerned AM/DM.
  4. To review, process and recommend opening of godowns/retails shops  and forward the same to M.D.  for approval. To communicate the decisions of M.D. to concerned AM/DM.
  5. To  review  and  recommend  rent  charges  of  godown/retail shops and LPG put up by AM/ DM forward the same to M.D. for approval.  To communicate the decisions of M.D. to concerned AM/DM.
  6. To monitor and control supply of essential commodities in snow bound, tribal and far flung area.
  7. To ensure un-interrupted availability of essential commodities in the State.
  8. To undertake procurement of specially subsidized items.
  9. To ensure compliance under RTI Act.
  10. To ensure effective implementation & maintenance of systems and procedures as per the requirements of ISO2001:2008 standard in the Corporation.

FINANCE MANAGER

  1. To ensure proper guidance and advice to the field offices and different section of the Head Office about accounting policies, procedures, norms as applicable and daily communication of funds position to the Managing Director.
  2. To ensure computation/consolidation of deduction and deposits of Taxes/levies/fees etc. under various provisions of the State/Central acts.
  3. To ensure transparency and maximum returns on the investment of surplus funds of the Corporation and timely payments on account of committed expenditures, payments to suppliers/transporters.
  4. Timely preparation/consolidation/submission and monitoring of subsidy claims under various schemes.
  5. Opening, operation of Bank accounts and preparation/payment of salaries/arrears/claims of Head Office staff.
  6. Processing of payment in respect of purchases/supplies of GI/DI/CI Pipes, specially subsidized  items/TPDS items and other non-controlled items including payments of medicine supplies to tribal/non-tribal supplies to Govt. Hospitals/Institutions/Societies etc.
  7. Processing of payment in respect of TTA/LTC, establishment expenses, contingent payments, medical claims of Head Office staff.
  8. Operation of CCL accounts in all banks for making payments to parties and inter back transfers and remittances of funds to field units and obtaining CC Authorization from bank consortium, State Govt. Guarantee and monthly hypothecation report.

 SYSTEM ANALYST

  1. To initiate proposal of computerization of offices, branches and outlets with requisition and consolidation of the requirement pertaining to computerization.
  2. To prepare proposals for purchase of computer systems/software packages etc.
  3. To draft finalize and award AMC contracts after approval/sanction of the competent authority.
  4. To draft and finalize website design and maintenance after approval of the competent authority.
  5. To organize demos of software packages with latest information technology and prepare proposal for computer training.
  6. To liaise with Deptt. of Information Technology Govt. of HP, HPSEDC, NIC and DFCSCA as regards computerization and E-governance of the Corporation.
  7. To discharge duties as nodal officer under EGP (E. Govt. Procurement System).
  8. Any other works assigned by Managing Director from time to Time

DIVISIONAL MANAGER

  1. The Divisional Manager performs his duties as DDO in respect of concerned Divisional Office.
  2. The sanction various kind of leave in favour of subordinate staff and verify their service records.
  3. The Divisional Manager sanction casual leaver of Area Managers   and verify their TA/Medical bill under his division.
  4. To issue purchase order of non-controlled items with sources approved by H.O.
  5. Financial arrangements made by flour Mills for procurement of Wheat custom grinding.
  6. To supervise overall functioning of the Division and ensures repair and maintenance of staff/ commercial vehicle of the Division.
  7. Monitoring of supplies of controlled & non-controlled items.
  8. To release payment of Wheat Atta to various Mills under PDS.
  9.   To carry-out inspection of field units under his Division and monitor supply of LPG from the bottling plans of the Division.
  10. The Divisional Manager sanctions hiring of temporary godowns and send proposal for hiring godowns under his Division to H.O.
  11. The Divisional Manager arrange half yearly physical verification of stocks lying at godowns/retail shop/LPG agency/Petrol Pump/ Medicine shops.
  12. To ensure timely handling of legal matters in the interest of the Corpn. in respect of his Division and attend meetings as per the directions of the Competent Authority.
  13.  To Act as Public Information Officer of concerned Divisional Office.

AREA MANAGER

  1. To monitor and follow up the activities of the Corpn. in respect of his area.
  2. To ensure proper discharge of establishment and administrative matter and supervise work of all officers/officials under his control.
  3. To ensure availability of all essential controlled/specially subsidized/non-controlled commodities.
  4. To keep close liaison with the Distt. Administration and to attend Distt. Level PDS Committee Meetings.
  5. To hold monthly meeting of the Incharges of Wholesale/Retail Shops /LPG/Medicine shops of the Corpn. in the Area Office and to conduct inspection of various units under his control.
  6. To  prepare  the  cases  of  opening/closing  Wholesale/Retail Shops/ LPG/Medicine  shops/Petrol  Pumps  and  send  these proposals to H.O. for sanction.
  7. To prepare cases of construction/hiring/vacating/repair of godowns in respect of his area.
  8. He discharges duties as the controlling officer and DDO in respect of his area.
  9. To monitor the functioning of commercial vehicles deployed in his area and to ensure approval of transportation rates for various godowns from the Distt. Administration.
  10. To ensure the supply of dietary items to CDPO under SNP.
  11. To ensure proper and timely handling of legal matters in the interest of the Corpn.
  12. To ensure compliance under RTI Act, 2005 and ISO 9001:2008 standards.
  13. To Act as Public Information Officer of concerned Area Office.

DECISION TAKING PROCESS AND ACCOUNTABILITY

Board  of  the  Corporation  is  the  supreme  body  for  making decisions  relating to service and promotional avenues of the Organisation on  recommendation of the Service Committee. The member of the Committee are Secy. (Fin.) Secy. (F,CS & CA) to the Govt. of H.P. and  the Managing Director of the Corporation. The Managing Director is assisted by the GMs on the top of hierarchy in the supervision channel. The GMs and Section Heads are accountable for concerned/earmarked work.

DISCHARGE OF FUNCTIONS

The action plan and targets earmarked/fixed are reviewed quarterly by calling meeting of the field officers. The achievements are also reviewed on monthly basis and directions are issued to field officers on short comings, if any.

RULES, REGULATION APPLICABLE TO THE CORPORATION

Memorandum and Article of Association of the Corporation under the Company Act, 1956 (At present Companies Act, 2013) is followed. The Service rules are governed by the service by laws of the Corporation with the various rules manuals and regulations, instructions of the Govt. while implementing different programme. The position in brief is as under:-

Service by Laws of the Corporation

  1. CCS Leave Rules 1972.
  2. CCS & CCA Rules
  3. HPFR Rules
  4. Medical Attendance Rules
  5. General Finance Rule
  6. HRA Advance Rule
  7. Delegation of Financial Rule
  8. LTC Rules
  9. Budget Manual
  10. Office Manual
  11. Vehicle Rules
  12. CPF Rules
  13. HP Specified Articles (Regulation of Distribution) Order, 2003
  14. A Statement of the Categories of the document that are held by it or its control.

BOARD OF DIRECTORS

The Board of Directors consist of Official and non- official members, who are appointed by the State Govt. of Himachal Pradesh. The maximum strength of the Board of Directors is fifteen including one women director. The name, address and contact no.s of the Directors are displayed at www.himapurti.in

COMMITTEE OF THE BOARD OF DIRECTORS

The Board of Directors for smooth functioning of the Corporation constitutes the following committees:-

  1. Service Committee comprises of:- Principal Secretary (Finance), Principal Secretary (F,CS&CA) and Managing Director.
  2. Service Appeal Committee comprises of:- Principal Secretary (F,CS&CA), Director (F,CS&CA) and one Non-official Director.
  3. Transport Committee comprises of:- Managing Director, Registrar cooperative, Director (F,CS&CA) and one Non-official Director.
  4. Retail Shop Committee comprises of comprises of:-  Managing Director, Registrar cooperative, Director (F,CS&CA) and one Non-official Director.
  5. Audit Committee comprises of:- Director (F,CS&CA) and two non official members.
  6. Corporate Social Responsibility Committee comprises of:- Principal Secretary (F,CS&CA), Managing Director and one non official Directors.
  7. Nomination and Remuneration Committee comprises of Managing Director and two non-official members.

SHAREHOLDERS

The total share capital in the Corporation invested by the H.P. State Govt. At present 35150 shares of Rs.1000/- each issued to the nominee/shareholders of the State Govt. The Shares are transferred/issued by the State Govt. by notification to its officers on transfer/ appointment. The following officers hold the share capital on the behalf of State Govt.

Sr.No Name & Address Number  of Shares
1. Chief Secretary, to the Govt. of H.P. 3
2. Principal Secretary to Hon’ble Chief Minister H.P. Shimla-2 2
3. Principal Secretary (Health) to the Govt. of H.P. 2
4. Principal Secretary (Education) to the Govt. of H.P. 2
5. Principal Secretary (Finance), to the Govt. of HP 200
6. Principal Secretary (F, CS & CA), to the Govt. of H.P 34937
7. Registrar Cooperative Societies, H.P. 1
8 Director, Food, Civil Supplies & Consumer Affairs, HP, Shimla-9 2
9 Managing Director, HPSCSC Ltd. 1
  Total 35150
  1. DIRECTORY OF OFFICERS AND EMPLOYEES.

The directory of officers, employee and units contact details are are displayed at www.himapurti.in

  1. MONTHLY REMUNERATION RECEIVED BY THE EMPLOYEE.

  The directory of officers, employee and units contact details are displayed at www.himapurti.in

  1. BUDGET, BALANCE SHEET AND PROFIT AND LOSS ACCOUNT OF THE CORPORATION.

  The budgets, balance sheets and profit and loss accounts of the Corporation are displayed under the section of Financial Data at www.himapurti.in

 

NAME AND DESIGNATION OF PIO’S AND APIO.

 

The Name, contacts and  address of Public Information Officers and Appellate Authority appointed/ designated under Right to Information Act, 2005 by the Corporations are as under:- Name of the Department/Office: HP State Civil Supplies Corporation Ltd., Kasumpti, Shimla-9 Name and Designation of the HOD: Shri Amitabh Avasthi, IAS, Managing Director. Details of Appellate Authority &Public Information Officers

Sr.No Name of Officer Designation as Complete office Address Contact  No. E_mail address Jurisdiction/units under his control for which he will be rendering information to applicants
1 Dr. Tanuja Joshi Appellate Authority Executive Director, HPSCSC Ltd., Head Office, SDA Complex, Shimla-9 0-177-2621951 ed@himapurti.com Himachal Pradesh
2 Smt. Radha Kashmiri Public Information Officer Procurement Officer (Admn.), HPSCSC Ltd., Head Office, SDA Complex, Shimla-9 0-177-2621750 headoffice@himapurti.com Head Office, Shimla-171009
3 Sh. Trilok Chand Public Information Officer Divisional Manager, HPSCSC Ltd. Solan 0-1792-223539 dmsolan@himapurti.com D.M. Office, Solan
4 Sh. Ramesh Sharma Public Information Officer  Divisional Manager, HPSCSC Ltd. Dhramshala 0-1892-223138 dmdharamshala@himapurti.com D. M. Office, D’Shala
5 Sh. R.C.Katoch Public Information Officer-cum-Area Manager  Area Manager, HPSCSC Ltd. Bhatakuffer, Shimla-171006 0177-2842281 amshimla@himapurti.com Shimla Area (Distt. Shimla, Kinnaur, Kaza, Sub-division of Distt. Lahaur&Spiti, Anni, Sub-division of Distt. Kullu)
6 Sh. Sanjiv Dutta Public Information Officer Area Manager, HPSCSC Ltd. Gunnughat, Nahan-173001, Distt, Sirmour 01702-222258 amnahan@himapurti.com Nahan Area (Distt. Sirmour, Kupvi Sub-tehsil of Distt. Shimla)
7 Sh. Rajesh Sood Public Information Officer-cum-Area Manager Area Manager, HPSCSC Ltd. Pratap Nagar, Ward No. 3, Near D. C. Office, Hamirpur-176318 01899-220572 amhamirpur@himapurti.com Hamirpur Area
8 Sh. Trilok Chand Public Information Officer Area Manager, HPSCSC Ltd. Plot. No. 31-A, Phase-II, Housing Board Colony, Near LIC Office, Saproon, Solan-173211 0-1792-223454 amsolan@himapurti.com Solan Area (Distt. Solan & Distt. Bilaspur).
9 Sh. Ramesh Sharma Public Information Officer Area Manager, HPSCSC Ltd., Civil Lines, Near Kunal Printing Press, D’Shala-176215 0-1892-225879 amdharamshala@himapurti.com D’Shala Area (Distt. Kangra)
10 Sh. Khem Chand Public Information Officer-cum-Area Manager  Area Manager, ,HPSCSC Ltd., Hardaspur, Chamba-176318 0-1972-223925, 223922 amchamba@himapurti.com Chamba Area (entire Chamba Distt. Except for Pangi Sub-divison).
11 Sh. Khimi Ram Public Information Officer Area Manager, Mandi 0-1905-225874, 222153 ammandi@himapurti.com Mandi Area (Distt. Mandi, Distt. Kullu except for Anni Sub-division, Distt. LahaulSpiti except for Kaza Sub-division and Pangi Sub-division of Distt. Chamba).
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