Beat Inspections

BEAT INSPECTION

 

The Prl.CCF., AP., Hyd has issued a CIRCULAR No. 8 / 2002 vide Ref. no. 14042 / 2002 – X3, Date : 26-10-2002 for taking up of Beat Inspection to improve protection of forests.

 

 Forest Protection is an important indicator for assessing the performance of the officers at various levels. For assessing the performance under forest protection, two parameters are adopted i.e., Beat inspection and collection of Compounding fee. The subject of Beat Inspection was discussed in the Apex body meeting and all the officers have felt that unless the Beat Inspection are properly monitored it will not have much impact on the forest protection. Further if this important work is left to the subordinate staff alone they may tend to take up the Beat Inspection in a routine manner.

 

The attention of the Addl. Prl.CCFs and CCFs is also invited to the Circular No. 13/95, dt: 12-11-1995 ( PCCF’s Ref. No. 23211 / 95 – X3 ) wherein a detailed procedure for taking up of Beat Inspection is prescribed. As per this Circular all the vulnerable Beats shall be inspected four times a year and all non-vulnerable Beats twice a year. The annual Beat Inspection programmes are being drawn up accordingly in each of the Circles and the performance is being reviewed every month. The Salient points of the Circular No. 13 / 95 are reproduced hereunder.

1.  Any fellings detected during the perambulation of a Beat shall be enumerated and recorded in the Beat Fellings and Enumeration Register (BFER ).

2.  The Forest Beat Officer shall submit a monthly extract of BFER to the Forest Range Officer concerned through the Forest Section Officer. The Forest Range Officer there upon shall submit the consolidated extract of BFER of all the beats under his control to the divisional Forest Officer and the Divisional Forest Officer to the Conservator of Forests.

3.  All the non-vulnerable Beats must be inspected one in each Six months period and vulnerable Beats twice in each six months period.

4.  Where the value of destruction exceeds Rs.50,000/- the enumeration must be test checked by the concerned Sub-Divisional Officer / Divisional Forest Officer and where it exceeds Rs.75,000/- by the concerned Conservator of Forests.

The Beat Inspections are initially taken up by the concerned Section Officers and under special circumstances by a special party constituted by the concerned DFO.   The initial inspection shall be taken up thoroughly by covering all areas in a Beat, which normally takes not less than 4 to 5 days time. On conclusion of each of the inspection the concerned Forest Range Officers shall take up test checking of enumeration by spending at least 2 days time for the purpose. Besides inspection of the Beats where large scale fellings have occurred as brought out at point 4 above, the Divisional Forest Officer shall take up test checking of at least (5) Beats in a month by spending at least (1) entire day in each of the Beats and the Conservator of Forests shall take up test checking of at least (2) Beats in a month by spending at least (1) entire day in each of the Beats.

Besides the above, as per A.P. Forest Department Code the Divisional Forest Officers are required to inspect each of the vulnerable Beats in their jurisdiction at least once in a year.

While communicating consolidated instructions on Forest Protection issued from time to time to the Conservator of Forests and Divisional Forest Officers in the ref.2nd cited, all the Addl.Prl. CCFs and CCFs were also requested to review the Forest Protection with the concerned CFs and DFOs during their inspection of the districts. They were requested to review the forest protection with reference to the instructions given by the Govt. and by the Prl. CCF from time to time. Some of the instructions given in the said references are reproduced below for ready reference.

1.   In PCCF’s Ref. No. 38382 / 2000 –X3, dt: 14-9-2002 all the DFOs were requested to conduct protection meetings in each of the Ranges every month with all the Range Staff upto the level of ABOs. In the said meetings, besides reviewing the Forest Protection, the posting of Beat Felling and Enumeration Registers and quality of Beat Inspections have to be verified. The DFOs shall also verify the POR Books and see whether the cases are being booked regularly and are being finalized with least delay.

2.  In PCCF’s Ref. No. 28420 / 2000 – X1, dt: 24-7-2000 detailed instructions were given for taking up of inspection of Saw Mills in the Districts in the Proforma prescribed.

The ADDl. Prl CCFs and CCFs during their inspection on tour are requested to take up inspection of (1) or (2) Vulnerable Beats, randomly selected and also review the following:

1.  Whether the Beat Inspections are being carried out as per the annual beat inspection programme drawn. This may be reviewed after obtaining the information in the proforma-1 enclosed.

2.  Whether the test checking of the Beat Inspections is being done by the FRO / Sub-DFO / DFO / CF. This may be reviewed after obtaining the information in the Proforma-II enclosed.

3.  Whether Beat Fellings and Enumeration Registers ( BFER ) are being maintained properly and whether entries are being recorded regularly. Whether the BFER is being checked by the FRO / Su-DFO / DFO / CF regularly and whether they are recording their comments in the Register on the quality of inspections.

4.  Whether the FBO / FSO / FRO are booking the Offence cases regularly. This may be verified from the POR Books. Besides this, it may be verified whether FBOs and FSOs are carrying with them Beat / Section Map, Beat / Section Information Book, Seize Hammer, Dairy – Cum – Report Book, Digit Set / Enamel paint for enumeration CF 140, Measuring Tape etc.

5.  Whether the Divisional Forest Officers are conducting Range level Forest Protection meetings every month in each of the Ranges. This may be reviewed after obtaining the information in the Proforma-III enclosed.

6.  The progress of collection of Compounding Fee by each of the Divisions in the Circle. This may be reviewed after obtaining the information in the Proforma-IV enclosed.

7. Whether the Divisional Forest Officers / FROs are regularly inspecting the sawmills as per PCCF’s Ref. Ni. 28240 / 2000 – X1, dt: 24-7-2000. This may be reviewed after obtaining the information in the Proforma-V enclosed.

8.  Whether the Divisional Forest Officers, FSP are performing their duties as per the instructions given in PCCF’s Ref. No. 43530 / 98 – X1, dt: 2-11-1998 and 13359 / 99 – X1, dt: 20-10-2000. The DFOs FSP are required to inspect two vulnerable Beats every month besides Inspection of Neeru – Meeru works ( 100% ) in (2) Beats. This may be reviewed by obtaining the information in Proforma-VI enclosed.

9.  The disposal of OR, UDOR and Vehicle cases may be reviewed in the Proforma-VII, VIII and IX enclosed.

After inspection and review as above the field inspection notes on the Beats visited and review done on the above items shall be communicated to the concerned CFs / DFOs duly making a copy to the Addl.Prl.CCF (Vig).

Proforma – I

Beat Inspections :

Namer of the Division	Total No of  Beats Vulne rable Non-Vulne Rable 2 3	No. of time Vulnerable Beats to be Inspected Upto the end Of the previous Month as per programme	No. of Vulnerable Beat Inspections Taken up Actually Upto the end The previous Month and %		No .of times Non- Vulnerable Beats to be Inspected Upto the end Of previous Month as pre programme	No. of non Vulnerable Beat Inspections Taken up Actually up To the end Of the month And %
1		4		5	6	7

(The month wise shortfall may also be discussed)

Proforma – II

 Name of Division_____________________________________________

Name of Range_____________________________________________

Beat Inspection done during the Month of_________________________ 

Name of The Beat	Dates of Inspection By FSO / Spl. Parties.	Value of fellings recorded Present material Missing material Total 3 4 5	Dates of test checking by the FRO	Date of test checking by the FRO	Date of test checking by the CF
1	2		6	7	8

(This information shall be reviewed for all the months from April to the date of inspection)

Proforma – III

 Range level forest protection meetings held by DFO :

Sl . No.	Name of the Range	Dates on which the meetings held within the Range with all staff up to ABOs.
1	2	3

(The minutes of the meeting drawn shall be verified to find out the specific problems of protection within the Range.)

Proforma – IV

Progress of collection of Compounding fee :

Name of the Division	Target fixed for the year	Target fixed upto end of previous month	Target achieved upto end of previous month	% of achievement
1	2	3	4	5

( The shortfall in collection in each of the divisions may be reviewed )

  

Proforma – V 

Details of sawmills inspected during the month of _________________

Sl. No	DFO ( T ) / ( WL ) / FSP / FRO	Name and location of the Saw Mill inspected	Irregularities if any detected.
1	2	3	4

(This information shall be reviewed for all the months from April till the date of inspection)

Proforma – VI

Performance of Flying Squad Party

Month	No. OR cases booked Qty. & value of material	Compounding Fee collected	No. of vehicles seized & value of produce	No. of UDOR cases booked, Qty. & value of material	No. of Beat inspections carried out as per Cir. No. 13 / 95	No. of Beats in which 100 % Neeru – Meeru works inspected	No. of Saw Mill inspected as per PCCF’s Ref. No. 28420 / 200–X1, dt: 24-8-2000.
1	2	3	4	5	6	7	8

( The performance of the Party may be reviewed for the preceding last ( 12 ) months from the date of inspection )

Proforma – VII

OR Cases

Division	No. of Cases pending at the beginning of the year ( as on 1st April )		No. of Cases added during the year ( i.e., upto the month of review )		No. of Cases disposed during the year ( i.e., upto the month of review )		Balance Cases pending as on the date of review
1	Cases	Value	Cases	Value	Cases	Value	Cases	Value
	2	3	4	5	6	7	8	9

( For the cases indicated in col. No. 8 & 9 the year – wise breakup may be given )

Proforma – VIII

 UDOR Cases

Division	No. of Cases pending at the beginning of the year ( as on 1st April )		No. of Cases added during the year (i.e., upto the month of review)		No. of Cases disposed during the year (i.e., upto the month of review)		Balance Cases pending as on the date of review
1	Cases	Value	Cases	Value	Cases	Value	Cases	Value
	2	3	4	5	6	7	8	9

( For the cases indicated in col. No. 8 & 9 the year-wise breakup may be given )

  

Proforma – IX

Lorry Cases

Division	No. of Cases Pending at the beginning of the year ( as on 1stApril )	No. of Cases added during the year  (i.e., upto the month of review )	No. of Cases disposed during the year ( i.e., upto the month of review		Balance Cases pending as on date of review
			Confiscated	Compounded	Pending in the Courts	Pending with Authorized Officer
1	2	3	4	5	6	7

( For the cases in Col. No. 5 the nature of cases i.e., Timber, Bamboo, Fuel Wood, Stone, Sand etc., may be indicated with value.For Col.No.7 year-wise pendency may be indicated)

SANCTION OF ESTIMATES

SANCTION OF ESTIMATES

a)  Estimates are to be sanctioned before commencement of the work.

b)  Work either purchase / work should be commenced only after sanction of estimates. No work should be commenced before sanction of an estimate.

c)  It is not correct to sanction estimates without obtaining and accepting the quotations for the works/purchases.

The Forest Range Officers are empowered to sanction estimates up to Rs.50000/- for works only.

d)  Whenever expenditure to be incurred on other than works, Misc. Sanction orders are to be issued.  As such, for payment of oil charges, repairs and replacement to vehicles sanction orders are to be issued by competent authority.

e)  Wherever sanction orders are issued as per the data the data should be approved by the competent authority and then only the estimates are sanctioned. 

f)    Estimates were prepared basing on the quotations and sanction was accorded. In this connection, it is suggested to prepare a data / assess the rates as per the market rates for purchases and for works a detailed data for material + transport + labour may be prepared and then only approved the quotations.

g)  Detailed description has to be written for each item of work with reference to the FSR as well as in the Specifications prescribed in the Special conditions should be noted.

h)  The rate for each item of work separately is to be noted when material and labour involved.  No group of items shall be noted in the sanctioned estimates but for each item separately and the rate also to be noted accordingly.

i)    While sanctioning the estimate the date of the sanctioning authority must be noted on the sanctioned estimate.

j)    While sanctioning the estimate if any material is available and for further processing work / utilization is only made, the same should be mentioned in the estimate.

k)  As per the instructions of PCCF, AP, Hyderabad, copies of estimates sanctioned by the Forest Range Officer and Sub-DFOs are to be sent to the division office and the technical officer of division office has to scrutinize those estimates and inform the objections before incurring the expenditure.

l)  In some estimates works executed in different areas are shown in one estimate due to which lot of confusion prevails in execution check measurement and watching the progress of expenditure.

m)  Contingencies provided in the estimate are being paid to the contractors.  The contingencies should not be allowed to the contractors beyond the sanction of estimates.

n)       No item should be sanctioned other than the FSR.  And if any item/work to be purchased or executed, permission from the Competent authority should be obtained.

o)   Estimates were prepared basing on the quotations and sanction was accorded.  In this connection, it is suggested to prepare a data / assess the rates as per the market rates for purchases and for works a detailed data for material + transport + labour may be prepared and then only approved the quotations.

p)       Detailed description has to be written for each item of work with reference to the FSR as well as in the Specifications prescribed in the Special conditions should be noted.

q)       The rate for each item of work separately when material and labour involved.  No group of items shall be noted in the sanctioned estimates but for each item separately and the rate also to be noted accordingly. 

M-Books

Measurement Book

1)  Measurement book is an important document as maintained above so this must be kept in a booklet form.

2)        It is a valuable document for the audit verification and evaluation, therefore the pages of measurement book should not be damaged. If it is necessary to do that in unavoidable condition then those pages should be cancelled by marking cross on the page and highlight those pages as cancelled.

3)     The measurement book is an important document for audit verification, over writing in the measurement book is not allowed. If there is need of any correction it is necessary to mark the line as a wrong entry, then enter fresh entry and it should be counter signed by the recording person.

4)        At the completion of each activity, measurement should be recorded in measurement book as a final measurement of the work.

5)        After recording the measurement book, calculation for the payment should be done as per FSR/CSSR rates.

Administrative Aspects:

a.  Wage muster is a document, which is used for maintaining the attendance of labour on the daily wage basis.

b. If the work is carried out by measurement basis, the information like how many man days generated in the physical intervention etc. can be found out by the total amount paid on labour as per measurement basis, divided by the minimum wage rate of the state.

S. no.	Particulars	No	Length	Width	Height	Quantity	Unit

Procedure of recording measurement book

1. Measurement book is recorded at different stages.

2. Progressive measurement:

        It is maintained at the completion of different stages. The main objective of maintaining the progressive measurement is for monitoring the progress of work and the output of work against the payment made. It is necessary to maintain the progressive measurement book in both the cases whether the work is being implemented on measurement basis or on daily wage basis.

Final measurement: It is a complete measurement of any physical intervention, which is recorded at the time of completion of any physical intervention. The main objective of maintaining the final measurement is to keep all the measurement at one place. With the help of final measurement actual work done can be compared with the estimate.

Work Register

Work Register

While posting the Work Registers, the following shall be attended for fool proof verification and accounting.

v Index should be maintained.

v The detailed Head of Service shall be written on the top of the page.

v The period of work done shall be noted so as to know the date of commencement of the work and date of completion of work

v  M. Book page no. shall be written in red ink while posting the register.

v Month-wise and cumulative totals for each item of work should be made and got the signature of the In-charge of Office shall be taken.

v The details of deductions such as collection of taxes, Further Security Deposits etc.  to be noted in the Work Register along with the details of payments at the bottom of the page.

v The filing of CRs should be written with the attestation of the In-charge of Office and also the excess expenditure if any recovered should also be recorded.

v After filing, in the Index page, such work should be rounded with red ink duly noting filing amount.

v Component wise allocation as per the estimate should be noted in the work register.

v The expenditure should be posted as per the passed bill in case of contractors.

VOUCHERS

VOUCHERS

1. The Payment should be made above Rs.5000/- are in cheque/DD only. No payment should be made beyond Rs.5000/- in cash.
2. Whenever Accounts Receivable advances (A.R.advances) are issued to Forest Section Officers and making payment through them, the Cash Accounts are to be written by the Section Officers.  If the payment is directly made by the Forest Range Officer, he/she has to write the cash book.
3. Vouchers are split for the same period of work to make payment within the competency of Forest Section Officer.  This increases the work load thereby the vouchers are increased.  The payment can be made for the total work completed up to the date of payment by cheque/DD duly pre-auditing the voucher by the next higher authority who is competent to make payment of the particular bill amount.
4. In all bills the deductions are to be made properly and payment is made in full, while reviewing the completion reports this aspect has to be observed. 
5. All the vouchers (Month-wise) as per LoP (List of Payments) should be filed duly signed by the staff, Forest Range Officer concerned and countersigned by the Divisional Forest Officer.
6. No expenditure should be incurred beyond the budget allotment.
7. The vouchers in respect of the payments made to the different departments should be properly filed and file the returns.
8. The voucher should contain all the details such as Sanction Order no. period of work done, name of the work, quantity of work done, rate, amount paid, signature of the payee and the officer making payment duly signed by the Forest Range Officer concerned and the countersignature of the Divisional Forest Officer.

Penalties

PART IV of the Andhra Pradesh Civil Services (Classification, Control and Appeal) Rules. 1991

Penalties:

Interpretation:

1. 'minor penalty' means any of the penalties specified in clauses (i) to (v) (both inclusive) of rule 9 and in rule 10;

2. 'major penalty' means any of the penalties specified in clauses (vi) to (x) (both inclusive) of rule 9 ;

9. The following penalties may, for good and sufficient reasons and as hereinafter provided, be imposed on a Government servant.

Minor Penalties

i. Censure;

ii. Withholding of promotion;

iii. deleted vide G.O.Ms.No. 335, G.A.(Ser.C) Dept., dt: 4.8.2005.

iv. withholding of increments of pay without cumulative effect (G. O. Ms. No. 205, GA (Ser. C) Dept., dt. 5-6-98);

v. (a) suspension, where a person has already been suspended under rule 8 to the extent considered necessary;

v. (b) Reduction to a lower stage in the time scale of pay for a period not exceeding three years, without cumulative effect and not adversely affecting his pension; 

(G.O. Ms. No. 373, G.A. (Ser.C) Dept., dt: 6.12.2003)

Major Penalties

vi. withholding of increments of pay with cumulative effect (G.O.Ms.No. 205, GA (Ser.C) Dept., dt. 5-6-98);

vii. (a)save as provided for a in clause (v) (b), reduction to a lower stage in the time scale of pay for a specified period, with further directions as to whether or not the Government servant will earn increments of pay during the period of such reduction and whether on the expiry of such period, the reduction will or will not have the effect of postponing the future increments of his pay;"

vii. (b)reduction to lower time-scale of pay, grade, post or service which shall ordinarily be a bar to the promotion of the Government servant to the time-scale of pay, grade, post or service from which he was reduced, with or without further directions, regarding conditions of restoration to the grade or post or service from which the Government servant was reduced and his seniority and pay on such restoration to that grade, post or service;" 

(G.O. Ms. No. 373, G.A. (Ser.C) Dept., dt: 6.12.2003)

viii. compulsory retirement;

ix. removal from service which shall not be a disqualification for future employment under the Government;

x. dismissal from service which shall ordinarily be a disqualification for future employment under the Government.

Hire charges of Vehicle

VEHICLE HIRING CHARGES

1) PERMISSION TO HIRE THE VEHICLE:-

            Secretary of the concerned Administrative Department is the competent authority to accord permission for hiring of vehicles on monthly basis.  If G.O. is issued by the Secretary concerned in GO. Ms. No. series, it will be construed as permanent and if the G.O. is issued in G.O. Rt. No. series, the permission is to be obtained every year.

            In some cases, the secretaries have delegated the powers to Heads of Departments.  In such cases, delegation orders issued by Secretary and orders of Head of Department issued every year are to be enclosed to the bill.

2)  RATE:-

            As per orders issued by the Government time to time.

3)  TYPE OF VEHICLES:-

            Only vehicles registered under “Tourist Category” with the R.T.A. with tax paid upto date need to be hired for Government purpose.  Xerox copy of the “C’ book need to be enclosed to the bill.

4)  MODE OF PAYMENT:

            The amount should be paid directly to the vehicle owner by way of crossed Demand Draft/Banker’s cheque.  If any commission is to be paid for issue of banker’s cheque, it should be deducted from the hire charges amount.

            Crediting of amount to DDO current account is to be discouraged.

5)  METHOD OF HIRING:-

            It would be better if the vehicle is hired by calling for open tenders as suggested in Article 123, 124, 125 of A.P. Financial Code Volume – I.

            However the above instructions may not apply to large scale hiring of vehicles during Elections, Relief operations, meetings, Bandobust, Pulse Polio, Examinations etc., where hiring is for a limited period and on day basis.

            Hire charges bill presented to the Treasury should have the following papers.

1.     Bill Form

2.     Xerox copy permission accorded by Secretary/Head of Department.

3.     Sanction order from DDO.

4.     Xerox copy of “C” Book.

5.     DD/Bank Challan Application Form.

6.     Advance Stamped Receipt issued by Vehicle owner.

7.      Log book extract.
8.   Form 101