Minutes of the Secretaries Committee Meeting

Venue Date & Time Participants

1. Mrs.R.Wijialudchumi 2. Mr.L.Illangovan 3. Mr.R.Umakanthan 4. Mr.A.Manoranjan 5. Mr.R.Raveendren 6. Eng.A.E.S.Rajendra 7. Mr.T.Krishnananthalingam 8. Mr.T.Sarvanantha 9. Mr.N.Sarveswaran Chief Secretary, NP Secretary to the Hon. Governor Deputy Chief Secretary, Planning Deputy Chief Secretary- Finance Secretary, Ministry of Health and Indigenous Medicine Secretary, Ministry of Infrastructure Asst. Secretary, PPA Deputy Director Planning- M/Agriculture Asst. Director Planning, PPS

: :-

Conference Hall, Chief Secretarys Secretariat, Northern Province 16th December 2011, 2.00 p.m

The Chief Secretary, Mrs.R.Wijialudchumi , chaired the meeting and welcomed all who were present at the meeting. Minutes of the previous meeting held on 16th August 2011 were adopted unanimously. This was proposed by Mr.L.Illangovan, Secretary M/ Education and Seconded by Mr.R.Raveenthiran , Secretary, Ministry of Health. Matters arising out of minutes of last meeting were next discussed. 1. Outstanding Provincial Audit Queries It has been informed that the audit quarries to be settled in the Education , Health and Local Govt. sectors. The Management Committee has been already formed in the M/Education and M/Health for examine the audit quarries .More than 50 quarries to be settled in the Local Authorities. The Chief Secretary has requested, the Secretaries to submit the progress of audit quarries. Action by: - DCS-F 2. Provision of Services in Resettled Areas. The resettlement programmes are being implemented in the Northern Districts by the government according to the programme scheduled under the resettlement programme.The Chief Secretary informed that, all Secretaries to corporate the resettlement programme. 3. Advance Programmes It has been informed that the Vehicle pass approval procedures to be continued.

Action by: - All HoD

4. Monitoring of Service Performance Plan
DCS, Planning informed that, service performance plan and financing plan have been prepared and published with the Provincial Budget 2012.

It sould be monitored periodically.

Action by:-All Sec &DCS-Planning

5. Vital Statistics DCS-planning pointed out that, quarterly vital statistics are updated regularly and also included in our 2012 Diary.

Action by: - DCS-Planning 6. LAN Archive

All Ministries should arrange to develop LAN Archive within the Ministries. Provincial Planning Secretariat will give technical support when ever needed.

Action by: - DCS-PPA 7. Citizens charter

All Ministries and Departments should maintain their citizen charter and provide better service in time. This activities are supervised by the Provincial Public Administration.

Action by: - DCS-PPA 8. Seniority List

The seniority list should be periodically updated by the Provincial Public Administration. However, it has been informed that, All Island Service Officers seniority list have to be updated regularly. But there are some difficulties to prepare it.

Action by: - DCS-PPA 9. OIS

Deputy Chief Secretary, Planning informed that, out of the 6 officers in OIS unit., 3 officers are already released to Governors Secretariats as a media unit.

Action by: - DCS-P

10. Approval of Memoranda Deputy Chief Secretary, Planning submitted the following memoranda which were approved by the Secretarys Committee held on 16th December 2011 under the CBG and PSDG for the approval of Provincial Planning Committee. After a brief discussion, Provincial Planning Committee approved the following memos.
Memo No
10.1. CBG
CBG/2011/15 CBG/2011/16 CBG/2011/17 CBG/2011/18 CBG/2011/19 CBG/2011/20 CBG/2011/21 CBG/2011/22 Dept.of IM. Provincial Public Adm. Dept.of Local Govt. Dept.of AP & H Provincial Planning Secretariat Dept.of Education Dept.of Local Govt. Dept.of Local Govt. 0. 500 2.843 1.000 0.114 2.800 24.500 1.250 1.000 Approved Approved Approved Approved Approved Approved Approved Approved

Sector

Amount in RsMn.

Conditions

10.2

PSDG PSDG/2011/17 PSDG/2011/18 PSDG/2011/19 PSDG/2011/20 PSDG/2011/21(i) PSDG/2011/21(ii) Dept. of Local Govt. Dept.of Local Govt. Dept.of Agriculture Dept.of Agriculture Dept.of Agriculture Dept.of Agriculture 0.500 0.500 5.000 3.770 3.000 2.190 0.600 1.450 3.500 2.000 0.183 1.300 0.900 0.250 2.670 0.155 1.200 5.000 20.000 2.000 5.000 0.340 6.800 5.000 3.750 72.500 93.000 17.000 1.000 Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved

PSDG/2011/21(iii) Dept.of Agriculture PSDG/2011/22 PSDG/2011/23 PSDG/2011/24 PSDG/2011/25 PSDG/2011/26 PSDG/2011/27 PSDG/2011/28 PSDG/2011/29 PSDG/2011/30 PSDG/2011/31 PSDG/2011/32 PSDG/2011/33 PSDG/2011/34 PSDG/2011/35 PSDG/2011/36 PSDG/2011/37 PSDG/2011/38 PSDG/2011/39 PSDG/2011/40 PSDG/2011/41 PSDG/2011/42 PSDG/2011/43 Dept.of Local Govt. Dept.of IM Dept.of IM Dept.of Local Govt. Dept.of Local Govt. Dept.of Local Govt. Dept.of Local Govt. Dept.of Local Govt. Dept.of Agriculture Dept.of Social Services Dept.of Social Services Dept.of Road Development Dept.of Road Development Dept.of Road Development Dept.of Local Govt. Dept.of Probation & Child Care Dept.of Infrastructure Dev. Dept.of Rural Development Dept.of Road Development Dept.of Local Govt. Dept.of Local Govt. Dept.of Health

PSDG/2011/44 PSDG/2011/45 PSDG/2011/46 PSDG/2011/47 PSDG/2011/48 PSDG/2011/49 PSDG/2011/50 PSDG/2011/51 PSDG/2011/52 PSDG/2011/53 PSDG/2011/54 PSDG/2011/55 PSDG/2011/56 PSDG/2011/57 PSDG/2011/57 PSDG/2011/57 PSDG/2011/57 PSDG/2011/58 PSDG/2011/59 PSDG/2011/60 PSDG/2011/61 PSDG/2011/62 PSDG/2011/63 PSDG/2011/64 PSDG/2011/64 PSDG/2011/64 PSDG/2011/65 PSDG/2011/66

Dept.of Cooperatives Dept.of Education Dept.of Health Dept.of Health Dept.of Health Dept.of Health Dept.of Health Dept.of Health Dept.of Health Dept.of Health Dept.of Health Dept.of Health Dept.of Health Dept.of Buildings Dept.of Irrigation Dept.of Local Govt. Dept.of Education Provincial Treasury M/Infrastructure Dev. Dept.of Health Dept.of Sports Dept.of Agriculture Dept.of Local Govt. Dept.of Probation Dept.of Irrigation Provincial Treasury Dept.of Education Dept.of Education

20.000 5.000 2.000 0.500 3.600 1.760 2.000 3.275 2.000 2.559 3.671 3.000 4.000 11.000 1.500 4.500 10.000 18.800 2.500 2.000 4.500 15.500 1.860 3.010 5.000 3.100 16.670 42.400

Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved

(Details are shown in the Annexure I) 11. Review of Progress AIP 2011 Deputy Chief Secretary- Planning presented the 3rd quarter progress position on AIP 2011 programme. 11.1. Progress under Criteria Based Grant-2011 The budgetary allocation is Rs.275.0 mn . A sum of Rs.250.44 mn has been released as an imprest for various Departments.Rs.206.91 mn is reported as expenditure up to 30.11.2011. 83% of the imprest was spent under the CBG 2011.
(Details are shown in the Annexure II)

11.2. Progress under Provincial Specific Development Grant (PSDG) The budgetary allocation of PSDG for the year 2011 is Rs.1,150 mn . A sum of Rs.973.07 mn has been released as an imprest for various departments. Rs.642.5 mn is reported as an expenditure up to 30.11.2011 and 70% of the imprest was spent under the PSDG 2011. 4

(Details are shown in the Annexure III)

11.3. Progress under Education Sector Development Project (ESDP) The budgetary allocation of ESDP for the year 2011 is Rs.80.50 mn . It has been revised to Rs.69.45 mn by the World Bank. A sum of Rs.58.88 mn has been released as an imprest. Out of this Rs.58.87mn was reported as expenditure up to 30.11.2011.Which is 100% of the imprest was spent and Project has been completed.

11.4. Basic Education Sector Unit (BESU) The allocation for BESU is Rs.15.00 mn for the year 2011. Out of this amount a sum Rs. 5.61mn was reported as expenditure up to 3rd Quarter 2011.

11.5. Nawodaya The total allocation for the year 2011 is Rs.30.0 mn. A sum of Rs.22.50 mn was released as an imprest. Rs.9.20 mn has been reported as the expenditure up to 30.11.2011.

12. Progress on Donor Funded Project 12.1 North East Housing Reconstruction Project (NEHRP) The progress of NEHRP is as follows: Total Houses Damaged assets in 2010 -168,130 Nos. Total No.of Allocated Houses-27,392 Nos. No of Houses Completed-25,939 Nos. Houses under construction -1,453 Nos. .

12.2 Pro-Poor Economic Advancement and Community Empowerment Project (PEACE) Total Allocation Rs.1,550 Mn Project Period-February 2007 to October 2012 Total Allocation For the Irrigation schemes- Rs.853.0Mn Expenditure up to 30.11.2011 for the Irrigation schemes-Rs.566.98Mn

Details are as follow: Name of the Scheme Total Allocation (Mn) Nampan kulam (Vavuniya) Mamaduwa (Vavuniya South Akathimurrippu (Musali,Mannar) Thadchchinamaruthamadu (Madhu,Mannar) Thenniyankulam(Thunukai,Mullaitivu) Akkarayankulam(Karachchi,Kilinochchi) Total 29.00 49.00 50.00 Financial Progress(Mn) 28.55 48.82 44.55 77.83 Physical Progress 100% 100%

325.00 100.00 853.00

161.90 205.33

60% 87% 80% 68%

300.00

566.98

67%

12.3 Re- awakening Project (RAP) The following 4 components are covered under this project for the period 2004 Oct to 2013 March.

Village Rehabilitation & Development - Rs.580.0 mn Essential Rehabilitation & Improvement to selected Major Irrigation Schemes Rs.875.0 mn Cluster level livelihood support activities Rs.226.0 mn Institutional Capacity Building Rs.187.0 mn The progress position of major irrigation schemes are as follows; Name of the Scheme Giant Tank Valukaiaru Pavatkulam Piramanthan Aru Mahaththankulam Total Total Allocation Rs. In (Mn) 440.15 263.98 105.52 60.0 10.0 879.65 Expenditure up to 30.11.2011 Rs.in (Mn) 302.26 197.79 73.03 18.01 7.71 598.80

12.4 NECORD II Supplementary Loan Emergency Rehabilitation Project ADB & GOSL funding Total Allocation - 16.60 mn US $(12.80 mn US $ ADB, 3.80mn US $Contract period 2 years Multi Sectoral Project Components: i) Infrastructure and Civil Works - 9.0 mn US $ ii) Supplies and Equipments - 2.0 mn US $ iii) Project Implementation - 5.6 mn US $ Out of 158 Projects 148 were approved by the ADB Rs.1397.73 Mn worth of project have been committed 142 Project Tender were Called and 103 Project Tenders were awarded

GOSL)

12.5 Provincial Road Projects

a) Northern Road Connectivity Project ADB Total Allocation 25.08 Mn US$ ADB Contribution 89%, Government 11% 140 km C,D Roads The projectsCovers the Vavuniya and Mannar Districts Project Period - 5 Years(June 2010 June 2015) Procurement Activities Completed and 6 packages of roads contracts were awarded at a cost of Rs. 2,050.9 mn for Mannar and Vavuniya Districts @ 3 pakages each.Rs.663.25 Mn has been spent up to June 2011.

b) Provincial Road Project World Bank Total Allocation 21 Mn US$ 100 km CD Roads Rehabilitation(75 km roads are taken up ) The projects Covers Jaffna District Project agreement signed Project Commence Date - 31.03.2010 Project Completion Date - 31.03.2015 Out of 5 packages of roads 4 package of road contract awarded for 65 km road at a cost of Rs. 1,800 mn 1 package has been re-tender called for 8 km in Deflt area.

c) Conflict Affected Rehabilitation Emergency Project (CARE) - ADB Total Allocation 37.14 mn US $ ADB Contribution 89%, Government 11% Project Period is 3 years (2010 June -2013 June) Proposed100 km Provincial Road ( 84.08 km is taken up at a cost of Rs.1780.23 mn)- All packages have been awarded 100 km Local Authority Roads ( 74.92 km is taken up at a cost of Rs.1507.72 mn)- Out of 8 Packages 7 Packages are awarded. Other one package in Vavuniya waiting for ADB concurrence. The projects Covers the Mannar, Vavuniya,Mullaitivu and Kilinochchi Districts

12.6 Emergency Northern Recovery Project (ENReP)

Scope of the Project is Support the Governments efforts to rapidly resettle the Internally Displaced People (IDPs) in their original places of residence in the Northern Province Funding 75.54Mn US $ (Rs.8300 mn)- World Bank Project Period - Three years ( 2010 2013)

Progress of the following components for the year 2010 and 2011 November

Component

Year 2010

Year 2011

Physical Progress

No.of works/ manday

Total Allocation (Rs.in Mn)

Total Allocation (Rs.in Mn)

Financial Achievement (30.11.2011) Rs.in Mn

A-Emergency Assistance to IDPs

89

220.00

141.12

166.08

27,736 Families are Benefitted from the Work fare Program, 439,436 person days worked 27,736 Families are Benefitted from the Work fare Program, 439,436 person days worked 54 Road Works, 80 Irrigation Schemes, 391 Building Works are Completed

B-Work fare programme

27,736

1,150.00

315.00

111.00

C-Rehabilitation, Reconstruction of Essential Public & Economic Infrastructure

618

6930.00

2,315.00

1,823.15

12.7 NELSIP It has been presented that North East Local Government Services improvement Project ( NELSIP) are being implemented by the Local Authorities under the assistance of GOSL and World Bank. The Commissioner of Local Govt. has briefly explained the NELSIP progress at the PPC meeting Allocation for the year No.of Works committed in First Tranche Expenditure up to 30.11.2011 No.of Works to be implemented in 2nd Tranche - Rs.1,088.00 Mn - 41 - Rs.139.13 Mn - 94

12.8 CLCMS The Center for Livelihood Credit Management Services (CLCMS) is functioning as a unit under the Department of Corporative Development in the Northern Province.The overall objective of this unit is creating and strengthen credit network through the livelihood development for poor people in the Northern Province. The Director of CLCMS reported the progress position.

No. of Active Societies Total Groups and Members Disbursed Loan Amount

- 204 - 1,596 Groups/9,082 Members - Rs.263.8 Mn for 8,660 Clients

13.0 UNICEF

The Progress reported under UNICEF programme as at 30th November 2011 is as follows. Sector Budgetary Allocation Rs.in MN Imprest Released up to 31.07.2011 Financial Progress Rs.in Mn Up to 30.11.2011

Provincial Treasury Education Health Local Govt. Social Service Probation & Child Care Total

69.18 104.23 26.87 58.88 30.97 18.86 309.00 104.23 26.87 58.88 30.97 18.86 239.82 52.54 15.67 34.84 26.40 11.84 141.29

14.0. Performance Improvement Project (GiZ- PIP) The progress position for the year 2011 are as follows. This programme covers Human Resource Development and Local Governance for the period of 2011 2013 10 new Local Authorities in Jaffna have established the Public Redress System. Public Information Dissemination was conducted in the Local Authorities in Jaffna. 3 ILDP Socio Economic profiles launched on 13th July 2011in Jaffna - Valikamam West, Island South and Vadamaradchchi North Divisions. Steps 8 to 15 of the ILDP planning process were completed. Placement test were conducted for 2,632 Northern Province and District/Divisional officers for STEP course. 1,246 staff have successfully completed STEPS courses in 140 departments.. 35 school leavers have completed FESL courses. 47 upper secondary schools in Jaffna and Vavuniya have increased capacity in teaching English. 3 workshops were held on good governance in Jaffna 18 NPC trainers are able to conduct the workshops.

15 . Centre for Information and Resource Management (CIRM )

The progress of CIRM activities are as follows. a. Preparations of Resource Profiles for Local Authorities Kayts & Velanai in Jaffna District have been commenced. b. Preparation of Sectoral Profile for Education - questionnaire has been prepared to collect data .A pilot project is being carried out for Nallur and Kayts Educational Division. c. CIRM has conducted Sort Term training programme on Free and Open Source Software for NPC Officers. d. The CIRM is being developing maps with relevant images of important tourist places for Jaffna District. e. Web GIS System develop for Education Sector. f. Video presentations on tourist places were prepared.

16. Budget for the year 2012 The Deputy Chief Secretary, Planning informed that the Finance Commission has indicated the allocation of Recurrent and Capital expenditure. The following apportionment of funds have been approved by the Finance Commission for the year 2012. 10

Recurrent Expenditure Block Grant Revenue Central Govt. Provincial Council Total Recurrent Rs.1,600.00 Mn Rs. 172.00 Mn Rs.10, 328.78 Mn Rs.8,556.78 Mn

Capital Expenditure CBG PSDG Project Funds Rs. 294.00 Mn Rs.1, 302.00 Mn Rs.2, 266.00 Mn

He further said, that the Provincial Implementation Plan for the year 2012 ( Form I & II)to be submitted to the Finance Commission before 15th December 2011 for its approval.

17.

Resettlement of IDPS

Out of 353,272 IDPs, 346,622 IDPs were resettled and 6,650IDPs will be resettled from two welfare centers in Vavuniya as at 18th December 2011. Details are as follows. S. No 1 2 Total Relief Villages/IDP Centers Kathirgamar(Zone 0) Ananthakumarasamy (Zone -1) Families 901 1,099 2,000 Male 1,443 1,720 3,163 Female 1,560 1,927 3,487 Total 3,003 3,647 6,650

18. Operational Information System (OIS)

The Team Leader presented the progress position on OIS,

Web management which includes running, maintenance, feature improvement and uploading is being monitored. Local Area Network for Department of Industries has been installed and configured. 11