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GOVERNMENT OFKHYBER PAKHTUNKHWA
ADMINISTRATION DEPARTMENTNo. SOT(AD)3-20/2013 DATED:-7TH OCTOBER, 2015
MINUTES OF THE MEETING OF REPRESENTATIVEOF ALL DISTRICT GOVT.HELD
ON 12THOCTOBER 2015 AT 11:00 AM IN THE CABINET ROOM OF ABDUL WAll
KHAN MULTIPLEX
A meeting on the subject was held on 1ih October 2015 at 11:00 AM in the
Cabinet Room of Abdul Wali Khan Multiplex under the chairmanship of Deputy
Secretary (Admn) Administration Department. The following attended the meeting.
I.
II.Representative of all District Govt. Khyber Pakhtunkhwa
Section Officer (Transport) Administration Department
02. The meeting started in the name of the Almighty. Thereafter, the chair welcomed
all the participants. Opening the discussion the chair informed that the meeting was
convened in order to appraise all the District Govt. and Devolved offices with regards to
all aspects of the use, maintenance, purchase, disposal and replacement of the staff
and pool vehicles. The meeting was intended to put paddle to the Decision (i) of the
Secretaries Committee Meeting held on 17th September 2015 in which 15th October
2015 was given as the cutoff date for all unauthorized vehicles to be handed over to the
Administration Department. The same directives is applied to the District Governments
by implication. In his multimedia presentation the Chair put light on the following issues
in details.
a. TRANSPORT COMMITTEE: The chair informed that only the Transport
Committee of Khyber Pakhtunkhwa is mandated to confer authorization of vehicles for
officers and pool/general/operational duties of a department, Directorate and District
Govt. Any District Govt. Department that wants to seek authorization of vehicle for its
officers or pool must submit their demand to the Deputy Commissioner concerned.
Office of the Deputy Commissioner concerned will convene a meeting of the District
Vigilance Committee accordingly which will recommend to the Provincial Transport
Committee either to confer authorization or not on the basis of justification of that District
Govt. Department. The Provincial Transport Committee has the mandate either to
accept or reject totally or partially the recommendations of the District Vigilance
Committee. The Chair further informed that Section 08 of the Staff Cars (Use &
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Maintenance) Rules 1997 provided for the composition of the DistrictVigilance
Committeeand consisted of the following.
I.
II.
III.
IV.
V.
Deputy Commissioner
Sub-Divisional Magistrate of the Head quarter
SDPO Traffic
Secretary Regional Transport Authority
District Accounts Officer
Chairman
Member
Member
Member
Member
The Chair further informed that the Transport Committee consisted of the following.
I. Secretary to Govt. of Khyber Pakhtunkhwa Administration Department Chairman
II. Secretary to Govt. of Khyber Pakhtukhwa Finance Department Member
III. Deputy Commissioner of the District concerned. Member
Authorization requests for the offices of the Commissioners shall be forwarded to
Provincial Transport Committee through Board of Revenue, the chair added
b. USE OF VEHICLES IN EXCESS OF AUTHORIZED STRENGTH IS SUBJECT
TO ACCOUNTABILlTY:-The chair further elaborated that the authorization of vehicles
for officers and pool of all the department has been determined by the Transport
Committee and reflected in the Transport Committee Report or in the minutes held after
the compilation of the report. Use of vehicle in excess of authorized strength is subject
to accountability under the law and rules. Vehicles of Closed Projects are unauthorized
and hence shall immediately be handed over to Administration Department, Transport
Section. Concerned PAO/Deputy Commissioner, Project Director and In charge of
the vehicles shall be personally responsible to certify that his/her
Department/Office is having authorized strength of vehicles and not morel This
decision has been taken by the Worthy Chief Secretary and requires honoring in
letter & spirit, else accountability shall be ensured by office of the Chief
Secretary.
c. FUELING OF VEHICLES:-The chair informed that ceiling of fuel for various office
bearers is fixed as per following details.
01 02 03 04 05S. NO DESIGNATION/BPS POL CEILING CNG CEILING REMARKS01 Senior Minister 800 Liters 300 Kg Fixed for both in02 Minister/Advisors/Special 600 Liters 300 Kg station and
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Assistants to Chief Minister outstation duties03 Parliamentary Secretaries 400 Liters 225 Kg04 Chief Secretary, Additional 225 Liters 150 Kg
Chief Secretaries,Secretary Finance, Homeand IGP
05 Administrative Secretaries, 200 Liters 125 KgAdditional IGP,Commissioners and DIGHazara and MalkandDivision/Ranges
06 All Other Commissioners, 175 Liters 110 KgDIGs, Chairmen ProvincialInspection Team andGovernor Inspection Team
07 Chairmen Provincial Public 160 Liters 100 KgService Commission,Service Tribunal and other For in stationOfficers in 8S-20 and duties only. Forabove outstation
08 Additional Secretaries 130 Liters 85 Kg duties, fuel may09 All Deputy 110 Liters 70 be claimed as
Secretaries/Deputy per actualDirectors
10 All Section 75 Liters 60 ~Officers/Assistant Directors
~>11 All Deputy Commissioners, 160 Liters 100 Kg
District Police Officers, J)
Head of sub-ordinateoffices of District Govt.
12 Divisional Directors, Edu, 110 Liters 85 KgHealth, Agri, Local Govt. &ROD, Conservator Forestand all other Divisional
\j Level Officers13 Conservator Forest 110 Liters 70 Kg14 DHOs DFOs and other 90 Liters 60 Kg
District Level Officers15 Additional Deputy 350 Liters 220 Kg
Commissioner, AssistantCommissioners andAdditional AssistantCommissioners Hazaraand Malkand
For both in16 All other Additional Deputy 300 Liters 200 Kg station and outCommissioners, Assistant stations duties.Commissioners andAdditional AssistantCommissioners
17 All SDPOs Hazara and 400 Liters 250 KgMalkand Divisions/Ranges
18 Other SDPOs 350 Liters 220 Kg
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19 Police Stations 300 Liters 200 KQ20 Traffic Police 300 Liters 200 KQ21 All other officers not 75 Liters 50 Kg
covered above
It was also clarified by the chair that in addition to the CNG Ceiling detailed under
column NO. 04 of the above table, extra 30 liters petrol shall be admissible to CNG fitted
vehicles as vehicle-starting petrol. It was further clarified that "In Station" may be
defined as area within 16 KM radius of the place of duties.
d. MAINTENANCE: The chair informed that every District Govt., Department and
Attached Office may maintain only such number of vehicles as are authorized to it by
the Provincial Transport Committee. The Chair further informed that as per the Finance
Department letter No. SO (A)/CS/FD/2-3/97, dated the 26th April 1997, NOC must be
obtained from Motor Vehicle Examiner of Transport Department of their respective
District Govt. or Agriculture Engineer of the closest Agriculture Engineering Department
office before carrying the following repair work:-
a. Engine overhauling
b. Replacement of Tyres and Batteries
c. Any other repair work exceeding Rs. 15,000/-
e. PURCHASE OF VEHICLES:-The chair informed that the Provincial Govt. has
imposed complete ban on purchase of vehicles as a measure of austerity, which can be
relaxed by the Chief Minister on case to case basis. However, the case of purchase of
vehicle may be moved after obtaining Non-availability certificate from Administration
Department. He further informed that the case for purchase of vehicle should be moved
only after obtaining Condemnation Certificate as per the procedure laid down in S. NO.9
of the Delegation of Powers under the Financial Rules and the Power of Re-
appropriation Rules 2001 and Finance Department Notification No. SO(AlCs)FD/2-3/96,
dated the 1yth April 1996
f. REPLACEMENT OF VEHICLES:-The chair informed that most of the
Departments and District Govts. insist on Administration Department to provide them
vehicles for officers of a particular pay scale or for pool. However, it must be born in
mind that provision of vehicle for officer or for general/operational duties is not the
responsibility of Administration Department. Administration Department will only provide
vehicle, if it has the availability. In case of non-availability, the District Govt. Concerned
must move a case for the purchase of requisite vehicle as under Section 11 of the
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Delegation of Powers under the Financial Rules and the Powers of Re-appropriation
Rules 2001, the power to purchase and replace a vehicles are vested in the
I Administrative Secretaries and Officers of Category I concerned. The chair also showed
his concerns that most of the District Govts. Departments submit cases to
Administration Department for provision or replacement of vehicle without submitting
information about the total sanctioned strength of vehicles of that District Govt. or its
attached offices, the details of actually available vehicles and details of condemned
vehicles. The chair informed the participants that no case for provision or replacement of
vehicles from any District Govt. shall be entertained unless accompanied by information
in the following format. ~~~""
DISTRICT GOVT. (DC Office)TOTAL SANCTIONED Officers
STRENGTH OFDISTRICT GOVT.:- VEHICLES Pool
S. No. Name and Designation Registration No. MakeJType/ Model Condemned/Roadof Officer/Pool Engine Worthy
Capacity
DISTRICT GOVT. (Sub-Ordinate Office)TOTAL SANCTIONED Officers
STRENGTH OFDISTRICT GOVT. DEPARTMENT:- VEHICLES Pool
S. No. Name and Designation Registration No. MakeJType/ Model Condemned/Roadof Officer/Pool Engine Worthy
Capacity
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CLOSED PROJECT VEHICLES (LAST 10 YEARS)TOTAL SANCTIONED Officers
STRENGTH OFProject Name:- VEHICLES Pool
S. No. Name and Designation Registration No. Make/Type/ Model Condemned/Roadof Officer/Pool Engine Worthy
Capacity
The chair further informed that no demand for replacement of vehicle shall be
entertained unless accompanied by information in the above mentioned format and
Condemnation Certificate of the vehicle, the replacement of which is sought. In case of
demand for vehicle for District Govt. (DC Office), the Deputy Commissioner concerned
and in case of demand for vehicle by an Sub-Ordinate Office, the Head of that Sub-
ordinateoffice will furnish a certificate to the effect that the DC Office or as the case may
be, the sub-ordinate office is not in use of vehicle in excess of its authorized strength. All
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the Closed Project Vehicles' must be handed over to Administration Department and
may not be retained by any District Govt. or its sub-ordinate office from now onwards.
g. DISPOSAL OF SURPLUS/UNSERVICABLE VEHICLES:- The chair elaborated
that as per S. No. 11 of the Delegation of Powers under the Financial Rules and the
Powers of Re-appropriation Rules 2001, the powers to dispose off
surplus/unserviceable vehicles are vested in Administrative Department concerned.
However, since the Provincial Govt. has notified an Auction Committee under the
Chairmanship of Minister Finance, therefore, now the surplus/unserviceable vehicles are
required to be handed over to Administration Department for further disposal through
open auction by the Auction Committee. It will be the responsibility of the District Govt.
concerned to dispatch the surplus/unserviceable vehicle to Administration Department
h. ENTITLEMENT OF VEHICLES IN TERM OF ENGINE CAPACITY: The chair
showed his concerns that most of the officers in various Departments are using vehicles
of higher Engine Capacity than the authorized capacity. He stressed that all the
Department must ensure that all the entitled officers use vehicles of Engine Capacity a
per following details
Officers in 8S-17
Officers in 8S-18
Officers in 8S-19
Officer in 8S-20
800 CC
1000 CC
1300 CC
1300 CC
However officers entrusted with maintenance of Law & Order like Deputy
Commissioners, Assistant Commissioners, Additional Assistant Commissioners and
Police may use vehicles of higher Engine Capacity as per their protocol and terrain
requirements, the chair added.
i. PROVISION OF VEHICLES FOR PRIVATE USE ON PAYMENT:-The chair
informed that District Govt. and its sub-ordinate offices may provide vehicle to
officers/official posted in their respective departments for private use in strict
compliance of the Motor Vehicle (Use & Maintenance Rules) 1997.
j. TRANSPORT COMMITTEE REPORT:-The chair informed that Administration
Department has compiled a Transport Committee Report, reflecting authorization of
vehicles for officers and pool of all the Administrative Departments and their
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Directorates. He stressed on all the participants that all the District must compile their
own report, reflecting the authorization of vehicles for District Govt. and their sub-
ordinate offices officers and pool.
03. The chair also put light on the following miscellaneous issues.
i. Use of staff car is not allowed during all kind of leaves except casual leaveii. Use of staff car is allowed during all kind of in Service Training.iii. Officers on Special Duty may be allowed the use of staff car only if they
are assigned some special tasks like the conduct of enquiry etc.iv. A staff car which meet an accident, may not be got repaired until proper
enquiry is conducted and responsibility fixed.v. Use of two vehicles by virtue of holding the charge of more than two posts
is not allowed under any circumstances.vi. The Additional Assistant Commissioners (8S-17) are authorized to the use
of official vehicles as per the minutes of the Transport Committee meetingheld on 22nd October 2014.
04. The chair also informed the participants that a comprehensive Vehicle
Management Database has been adopted in Administration Department on pilot basis,
which will be extended to other departments and District Govt. after its success, which is
sure. At the end he asked the participants that should there be required any clarificatio
with regard to use and maintenance of staff car for entitled officers or pool, they should
consult the Section Officer (Transport) Administration Department.
05. All the participants ensured that they will strictly observe all the prevailing
laws and rules with regard to use and maintenance of staff cars and appraise their high
ups as such.
06. The meeting ended with a vote~Ofthanks from "" to;.( :hair.
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