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CTW's Circular Guidelines R.C.No.1024/2004/C1/TRI.Dt.28-04-2005.

Office of the
Commissioner of Tribal Welfare
1 st Floor, D.S.S. Bhavan,
Masab Tank, Hyderabad-500 028.

Rc.No.1024/C1/TCR&TI/TWD/2004 Dated: 28-04-2005.

CIRCULAR

Sub:-

TWD-TCR&TI- Inspection of Voluntary Organization for Welfare of Scheduled Tribes - Consolidated Guidelines issued for 2005-06-Reg.

Ref:-

1.	A.P.Govt.Memo.No.4868/GCC.2/2003-04 S.W(GCC.2)Dept., Dt. 12-12-2003
2.	Rc.No.1024/C1/TCR&TI/TWD/2004,dt. 20-07-2004 from CTW, Hyderabad
3.	Cir.No.1042/2004/TRI/C1,dt.10-03-2005 from CTW Hyderabad
4.	D.O.Lr.No.14020 /1/2004/SGNC, dt.03-09-2004 from Director, Ministry of Tribal Affairs, GOI, New Delhi.
5.	Guidelines of GOI for Grant in Aid to Voluntary Organisation working for the Welfare of Scheduled Tribes.

***

Government of India have been sanctioning Grant-in-Aid to Voluntary Organization working for the Welfare of Scheduled Tribes in various states in the fields of Education, Health and Sanitation, Environment, Drinking Water, Legal Redressel Services as well as need based socio- economic up-liftment efforts. As per the list communicated by Government of India there are 98 such organizations received funding in Andhra Pradesh. Detailed inspection of the functioning of these institutions during 2004-05 have revealed various deficiencies in the functioning of these institutions. Government of India as well as Government of Andhra Pradesh and Commissioner of Tribal Welfare have issued guidelines in the references cited for sanctioning and effective supervision of these institutions. In the month of November 2004, Government of India in the Ministry of Tribal Affairs have approved continuation of only 27 institutions while they have advised state government to conduct further enquiry to decide continuation in respect of 6 other institutions. All other institutions have not been recommended for continuation during 2004-05. The proposals received have been examined in the context of the guidelines. Now, it is felt necessary to issue comprehensive guidelines for the year 2005-2006 for proper functioning of these institutions for the benefit of needy tribals and needy areas. The inspecting officers should invariably inspect these institutions with reference to the following guidelines:

The District Collectors are requested to nominate a panel of inspectors namely Joint Collector, PD, DRDA, APD Velugu, DM&HO, DEO and DTWO. These officers as a team or individually shall make surprise inspections of these institutions at least once in three months.

The most important aspect to be verified during inspection is whether there are qualified teachers/ doctors (as the case may be) available in required number. The institutions should have a certified copy of the educational qualifications of all the teachers/doctors along with their photographs duly attested by D.E.O / D.M.H.O and it should be verified whether the same teacher is working or not. If the qualified teachers are not working in the institution in required number, it should be recommended for de-recognition to the competent authority under intimation to Commissioner of Tribal Welfare

It was found during inspections that some of the institutions were claiming 100% grant for 12 months even though the educational institutions are closed during holidays. They were however, rejected. Even during the working days also, the attendance is generally between 70 to 80 percent in many schools. Therefore, the inspecting officers should clearly record the number of students actually present at the time of inspection so that the claim is restricted to the attendance percentage available on the inspection day.

The intention of the Government of India scheme is to benefit the needy areas within tribal areas and therefore, the screening committee of Government of India have evolved certain guidelines as follows:

»	The projects sanctioned to the Established Voluntary Agencies (EVA) like Rama Krishna Mission, Bharat Sevashram Sangh and the like have since been running in tribal areas and their continuation in the areas is still felt necessary, all these projects of EVAs would continue.

»	To discontinue the on-going projects either not located in ITDA/MADA/Cluster areas or in areas where such facilities through State/ Central Government run schemes are already in existence.

»	To discontinue such on-going projects whose Inspection Reports from State Government or Quarterly Progress Report from NGO are not received regularly.

»	To discontinue the projects which have not been found running satisfactorily as per report of the State Government or Ministry officials.

»	The organizations running more than one project under a scheme or under different schemes of the Ministry may be allowed to continue preferably only one project, most suited to the area.

»	The organizations running projects of other Ministries along with the projects of the Ministry of Tribal Affairs would be discouraged.

»	The organizations running projects satisfactorily in tribal areas and in such other areas that do not have similar facilities provided under these projects through State/Centre run Schemes/ Programmes to continue their projects.

In order to assess whether there is need to continue/ open an institution run by NGO, it is necessary to prepare a map showing all the existing educational/ medical institutions and locations of the existing/proposed NGO institution. This map should be duly certified by DEO/DM &HO as the case may be. After this examination, the NGOs should be advised to go to needy areas like ITDA/MADA/Cluster/ PTG Areas where there is need and their continuation may not be considered, if they are not willing to shift to the needy areas.

As per circular issued by CTW in the reference 2nd cited a committee consisting of Joint Collector as Chairman, DTWO, DEO/DM& HO, as the case may be, has to be constituted by Dist.Collector to go into the following details:

In case of ITDAs, the Institution should be established in PTG concentrated areas only. The opinion of P.O., ITDA regarding location has to be taken.

In case of Non-ITDA areas, the Institutions should be established in MADA and Cluster areas recognized by Government of India as first priority.

In Non-ITDA areas of Chittoor, Nellore, Guntur and Prakasam districts first preference should be given to PTG Yanadi areas and 2nd preference to other mandals where tribal female literacy is less than 10% that too after exhausting 1st preference areas.

In all the areas, the institutions catering to female education should get first priority over all other institutions.

The institutions should be located in a place at least 10 K.M away from similar institutions run by Tribal Welfare Department or any Department of Government or any other NGO supported by Government.

The institutions should be located in a good building with good ventilation, sufficient accommodation and safe and regular water supply. Water quality should be tested periodically.

The proposal should have list of students with name, caste, age, full address of their parents and photograph of the student and jointly signed by Head Master of the schools and DTWO.

The institutions should have a regular tie-up with a reputed and qualified Doctor of the village or nearby town. He should visit institution once in a week and also should attend to children whenever, there is emergency. An under taking from the Doctor should be attached to the proposal.

The Institutions should have qualified teachers to teach the children, Recognition of DEO is compulsory.

In case of medical institutions, they should be headed by full time qualified Doctor with qualified Para-medical staff and all medicines and equipment necessary should be available as per prescribed standards. The certificate of DM&HO to this effect should be enclosed.

The NGO should have good track record and should have proven concern for tribals.

Detailed enquiry about the bonafides of office bearers of the organization and management committee should be conducted by Joint Collector and the report should form part of the recommendations of the scrutiny committee to the District Collector. None of the members should have criminal record.

Only after all these formalities are observed and by enclosing the above mentioned reports, the DTWO shall put up file to District Collector for signing of the Certificate. The DTWO shall be personally held responsible if any of the above guidelines are not followed.

The following procedure was prescribed in Govt.Memo 1st cited.

»	All applications for financial assistance will be submitted by the NGO/Voluntary Organizations to the DTWO. The DTWO, along with the above mentioned committee, shall personally inspect the organization within 15days of receipt of the application, verify the present activities of the organization, make detailed local enquiry about the antecedents of office bearers of the organization and persons managing the affairs of the organization.

»	The information submitted by the organization in their application shall be verified with reference to the records maintained by the organization. The DTWO and committee members will make a clear personal assessment about the ability of the organization with reference to its past performance and its capabilities to take up welfare activities for which financial assistance is proposed.

»	The DTWO and committee will submit report along with his recommendations to the District Collector within a week of this inspection.

»	The District Collector after examining the report of the DTWO and committee and making such other enquiries about the bonafides of the organizations that he deems fit shall make his recommendations and submit the same to the Director of Tribal Welfare along with inspection reports duly signed by the District Collector and not by any subordinate officer on his behalf along with the certificate in the prescribed proforma duly signed by the District Collectors.

»	The Director, Tribal Welfare should maintain a register of Voluntary Organizations that have been sanctioned financial assistance by Government of India as and when sanction proceedings are received. They should ensure that each of these organizations is inspected by an officer of the Department at least once in a year to ensure that grants sanctioned have been utilized for the purpose for which it was sanctioned.

»	After receipt of the NGO proposals from the District Collector the Director Tribal Welfare shall scrutinize the proposals.

»	The Director, Tribal Welfare shall submit the proposals received from the District Collectors after scrutinized by him with checklist to the Government with in 15 days in original.

The Joint Collector should hold quarterly meeting with the managements of these NGOs to discuss running of the institution and also informing them about guidelines etc, issued by government and also to check their accounts.

Finally, it should be ensured that only needy areas should be served by the NGO and it should function efficiently with qualified staff and it can be inspected at any time without notice by anyone or more of the members of the panel at District Level or officers from state head quarters. The institutions should be discontinued forthwith, if it is found to be not helpful to the tribal cause.

Receipt of this circular should be acknowledged.

Sd/-
MANMOHAN SINGH,
COMMISSIONER OF TRIBAL WELFARE.

for COMMISSIONER OF TRIBAL WELFARE

To,
All District Collectors
All PO s of ITDAs
All DTWOs

Copy to Prl.Secretary (TW), SWD, A.P. for informationCopy to Secretary, Ministry of Tribal Affairs, GOI, Shastry Bhavan, New Delhi,for information.

Inspection Report of Liaison Officer on the functioning of the NGO

1.	Name and Address of the organization.	:
2.	Registration No. with date.	:
3.	Registered under A.P Societies Registration act XXI of 1860 or 1350 Fasli or Trust.	:
4.	If, registered under Act 1350 Fasli, date of expiry.	:
5.	Name of the President/ Secretary of the organization. (Mention the date from which the present President / Secretary is holding the post.)	:
6.	Name , Caste & Postal address of the members of the Managing Committee/ Executive body/ Governing body. (enclose list ).	:
7.	Whether the members elected for the Managing committee/ Executive body/ Governing body are the members of the General body. If not, the reasons thereof.	:
8.	Whether any of the member/s are the members of other organization,if so, details(to be acertained from the individual members)	:
9.	Time span for conducting election to constitute Managing Committee/ Executive body/ Governing body according to approved Bye-Laws.	:
10.	Expiry date of the present body.	:
11.	As per Bye Laws , no of Managing committee/ Governing body / Executive body meetings to be conducted in a calendar year.	:
12.	Date/s of meetings conducted during previous & present calendar year.	:
13.	Whether the audit report prepared by the CA for the last year has been approved by the Managing Committee/ Governing body / Executive body, if so, date on which it was approved.	:
14.	Whether the Organisation is financially assisted by GOI/State Government ; for any other scheme. If so, details thereof.
15.	Name of the Scheme for which GIA is sought.	:
16.	Complete postal address of the institution.	:
17.	Whether it is a new scheme or for renewal. (if renewal, please enclose a copy of first sanction and last renewal orders of the MTA)	:
18.	Whether the proposal has been approved by the Managing committee/ Executive body/ Governing body. If so, enclose a copy of resolution passed)	:
19.	Whether the institution is recognized by the State Government. ( Furnish no. and date of the order)	:
20.	Amount of GIA applied for,	:	Recurring: Rs. Non-Recurring: Rs.
21.	Whether the GIA sought for is according to approved plan of MTA.	:
22.	Whether Annual accounts of the organization/ institution for the previous year audited by the CA. If so, name and address of the CA with registration no.	:
23.	Whether the institution is located in a rented / own building. If rented, name of the owner of the building. (A copy of the registration document and rental deed may be obtained and enclosed).	:
24.	Do you think the rent paid is justified? If not reasons thereof,	:
25.	Whether facilities available are satisfactory.	:
26.	Attendance : Students / staff/ patients etc;	:
27.	View of the inmates about the running of the institution. Is similar facility in government sector available within 3 KMs of this institution?	:
28.	Views of the two/ three elders of the locality about running of institution.
29.	Specific comments/ recommendations of the Liaison Officer about the need for continuance of the institution.	:

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