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Opening of Post offices

Opening of Post offices

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Opening of Post offices

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  1. Opening of Post offices

  2. Norms for Opening of Post Offices • Opening of Post Offices in rural areas should satisfy the following guidelines: (DG’s Letter No. 1-37/85-PHP dated 19.11.1987) • ( i) A group of villages constituting a single Gram Panchayat will be eligible for a post office provided that, a) the aggregate population of the group of villages is not less than 3000 in normal rural areas and 1500 in hilly backward and tribal areas and b) there is no other post office within the group.

  3. Norms for Opening of Post Offices • (ii) The Post office will normally be opened at the Headquarter village of the Gram Panchayat. • If such a village falls within 3 Kms of an existing post office , the post office may be opened in another suitable village within the same gram panchayat which fulfills the distance condition.

  4. Norms for Opening of Post Offices • (iii) The 3 Kms restriction can be relaxed by the Directorate in hilly areas . • If a No Delivery SO is to be opened, the proposed SO should have no other SO within a radius of 1.5 Km in cities with population more than 20 lakhs and 2 Km in other towns.

  5. Norms for Opening of Post Offices • (iv) The minimum anticipated revenue will be 33 1/3% of the cost in normal rural areas and 15 % of the cost in hilly, tribal and backward areas.

  6. Norms for Opening of Post Offices • The work hour of the proposed Post office in case of a SO without the sub account work hour of the proposed attachment of the BOs should not be less than 5 hours. • If it is less than 5 hours, there is no justification for opening of the SO.

  7. Norms for Opening of Post Offices • If a BO is to be upgraded in to SO, the same principle is to be followed, i.e. the individual work hour of the BO should be more than 5 hours.

  8. Classification of areas • Classification of hilly, backward and tribal areas will be made according to the following instructions. • Hilly areas: (i) Special category states viz. Himachal Pradesh, Jammu and Kashmir, Manipur, Meghalaya, Nagaland, Tripura, Sikkim, Arunachal Pradesh, and Mizoram. • (ii) Districts/Blocks/Taluks in other states or Union Territories identified as Hill areas for purposes of Hill Area Development Programme

  9. Classification of areas • Tribal areas: • (i) States /union territories which have tribal population exceeding 50% namely Arunachal Pradesh, Dadra and Nagar Haveli, Lakshadweep, Nagaland, Meghalaya and Mizoram. • (ii) Districts/Blocks/Sub Divisions/Tehsils/villages in other states /Union Territories identified as tribal area for purposes of Integrated Tribal Development Programme (ITDP).

  10. Classification of areas • Backward Areas: • Areas identified by the State Government for implementation of the Backward Area Development Programme under the Seventh Plan (Village and Small Industry Sector).

  11. Proforma for opening of Post Offices

  12. Documents to be submitted for opening of a BO1. Value Return • Value Return of the parent post office under the delivery jurisdiction of which, the proposed PO and its villages are lying; ( for four quarterly months-Eg: April, July, October; January) • Value return of the proposed PO maintained for one month • Value return of the Parent post office less the value return of the proposed BO.

  13. Documents to be submitted for opening of a BO 2. Sketch map • Sketch map of the surrounding Post Offices to the proposed Post Office showing the distance in the shortest/ motorable road with the directions in which they lie • The Lines and stages of those surrounding offices

  14. Documents to be submitted for opening of a BO • 3. Delivery Map • Delivery map of the present Office • Delivery map of the proposed BO • Delivery map of the present office less the villages to be served by the proposed BO

  15. Documents to be submitted for opening of a BO 4. Income Cost Statement • The income and cost statement of the present Post office • The proposed income and cost statement of the Proposed BO • The income and cost statement of the present office after opening of the proposed BO

  16. Documents to be submitted for opening of a BO 5. Village Sorting List • Copy of Village Sorting List of the present office • Village Sorting List of the proposed BO • Proposed Village Sorting List of the present office

  17. Documents to be submitted for opening of a BO 6. No. of Letters received • No. of letters received for each village of the present Post Office in a period of six days • No. of letters received for each village of the Present Post Office in a period of six days after opening of the Proposed Post Office. • Statement showing the No. of letters received for each village of the proposed Post office.

  18. Documents to be submitted for opening of a BO 7. Work Hour Statement of Delivery Staff • Work hour statement of the delivery staff of the present office. • Work hour statement of the delivery staff of the proposed BO. • Work hour statement of the delivery staff of present office less the work hour of proposed BO

  19. Documents to be submitted for opening of a BO 8. Mode of Mail Conveyance • Mode of Mail conveyance to the present office • Proposed mode of mail conveyance for the proposed BO • Sketch map of the proposed mail line and present mail line of the office from which the villages are to be segregated.

  20. Documents to be submitted for opening of a BO 9. Lines and Stages • Copy of Lines and Stages of the Mail Line of the present office • Proposed Lines and Stages of the proposed BO • Proposed Lines and Stages of the remaining parent office, if there is a change in the mail lines

  21. Documents to be submitted for opening of a BO 10. Letter Box Statement • The copy of LB statement of the present Post office • The copy of LB statement of the proposed BO • The proposed LB statement of the Present Post office less the LBs to be cleared by the proposed BO.

  22. Documents to be submitted for opening of a BO 11. Other Records • Extract of census for verification of population condition • Extract of Village-wise population from Panchayats

  23. Additional Documents in case of opening of Bosby Diversion of Posts • There is ban on creation of posts. Hence, the proposals should contain diversion of posts from offices having excess staff strength. • Value Return of the office from which the post is to be diverted • The income and cost statement of the office from which the post is to be diverted • The Income and cost statement of the office after diversion of the post

  24. Additional Documents in case of opening of a Sub office • Est-2 statistics of the proposed Post Office without taking in to account the No. of BOs to be attached with the SO • The list of BOs that are to be attached with the proposed SO. • The present Est-2 statistics of the offices from which the BOs are to be transferred.

  25. Additional Documents in case of opening of a Sub office • The Est-2 statistics of the offices after transfer of the BOs and attached with the proposed SO • The proposed statistics of the Postman/GDS MD of the proposed SO • The proposed statistics for the MTS or the GDS Packer of the proposed SO.

  26. Additional Documents in case of opening of a Sub office • The work hour statements of the offices from which the BOs are transferred. • The work hour statement of the offices after transfer of the BOs to the Proposed SO. • The work hour statement of the Postman/GDS MD of the proposed SO • The work hour Statement of the MTS/GDS Packer of the proposed SO

  27. Additional Documents in case of opening of a SO by upgradation of BO • Est-2 statistics of the BO which is to be upgraded in to SO. • The work hour statement of the BO (should have more than 5 hours workload.) • Value Return of the BO for income and cost • Income and cost statement of the BO (should be financially viable i.e. should be self supporting or should have income for more than 33 1/3rd of the cost)

  28. Additional Documents in case of opening of a SO by upgradation of BO • The proposal on how to engage the GDS BPM; whether he is willing to be absorbed as GDS Packer or otherwise. • Whether the opening of the SO on upgradation of a BO is for decentralisation of the Sub Account work in a present SO (where the SO is having more than 10 BOs)-detailed report

  29. Norms for opening of Delivery PO in urban areas • No two delivery offices should be closer than 5 KMs from each other • Delivery Post Office should have a minimum of seven postmen beats.

  30. Norms for opening of Delivery PO • Proposed Delivery PO should have a well demarcated delivery jurisdiction so as to minimize errors in TD sorting • In case of new townships, Industrial Estates & new colonies CPMG will have power to relax the condition of minimum compliance of 7 postmen

  31. Retention of Post Office • The experimental BO is initially be sanctioned up to the end of financial year. • On the 7th month report is called by CO/RO to see whether anticipated income has actually materialized and if not to consider such steps as may be necessary to reduce cost or improve income

  32. Retention of Post Office… • Sanction of retention of experimental EDBO will be issued by PMG if it is working within permissible limit of loss (PLL) • Subsequently all BOs will be reviewed triennially and retention order issued

  33. Exercise 1

  34. Checking of Proposal- Population Condition • Population • Area category • Recent Census to confirm the population furnished in the proposal.

  35. Checking of Proposal-Distance Condition • Distance • Other post office

  36. Checking of Proposal-Income cost of the parent office The income and cost statement of the parent office justifies the present establishment of the office.

  37. Checking of Proposal-Income cost of the parent office • PLL

  38. Checking of Proposal-Mail Arrangements • MMS

  39. Exercise 2