ADMINISTRATION REPORT

2009

Ministry of Local Government Relief and Rehabilitation,

Cooperative, Rural Development, Industries, Social Services
and Probation Child Care Services,
Northern Province

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 Administration Report 2009
Contents
1.0 Overview of the Ministry 01
1.2 Introduction of the Sector 03
2.0 Organization Diagram 05
2.1 Institutional Diagram 05
2.2 Organization Chart 06
3.0 Human Resource 07
3.1 Cadre position of ministry of local government -2009 07
3.2 New Appointment 08
3.3 Transfer 08
3.4 Re Employment 09
3.5 Retirement/Pension 09
3.6 Confirmation of post 10
3.7 Vocation of post 10
4.0 Physical Resources 11
4.1 Vehicle 11
4.2 Furniture 11
4.3 Equipment & Machinery 11
5.0 Capacity Building 12
6.0 Performance & Achievements 2009 13
6.1 Administration & Establishment 13
6.2 Planning & Development 13
6.3 Local Government Reforms 14
6.4 Accounts 14
7.-1 Constrains 16

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 MINISTRY OF LOCAL GOVERNMENT RELIEF & REHABILITATION,
CO-OPERATIVE, RURAL DEVELOPMENT, INDUSTRIES,
SOCIAL WELFARE AND PROBATION & CHILDCARE SERVICES

Northern Provincial Council

1.1. Overview of the Ministry

The Provincial Council is established in 1990 by virtue of devolution of powers of

the 13th amendment of the constitution. The act No 42 of 1987 to the
constitution has given mandate to the Secretary of Local Government to
perform statutory functions which described in this report.

The Northern and Eastern Provincial Council was divided as Northern Provincial
and Eastern Provincial Council based on the Supreme Court judgment on
16.10.2006. Accordingly it has been functioning as two separate entities since
22.12.2006.

Ministry of Local Government newly established on 01.01.2008 and this Ministry

delegated the power to supervise and monitor the Departments such as Local
Government, Co-operative, Rural Development, Industries, Social Welfare and
Probation & Child Care Services in implement the policies pertaining to devolve
functions within the National Policy frame work and coordinating and overseeing
the activities of the above sectors.

This Ministry ensures and implements Good Governance and Social

Empowerment Principles through local Authorities, Institutions and
Organizations in 05 Districts in Northern Province. The legislation of Local
Authorities Act (LAA) covers Municipal Council Ordinance, Urban Council
Ordinance, Pradeshiya Sabha Act, Co-operative, Industries, Rural Development
and Social welfare govern by Co-operative law, Industrial law and Societies
Ordinance and Social services law. This Ministry involves livelihood activities
through its institution

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Since 2008 the following departments and units are functioning under the
supervision of the Ministry
1. Department of Local Government
2. Department of Co-operative Development
3. Department of Industries
4. Department of Rural Development
5. Department of Social Services
6. Department of Probation & Child Care Services
7. Local Government Reforms Unit
8. Organization Development Unit

Vision
Good Local Government and Social Empowerment

Mission
Promote Social Welfare and Good Governance through Social Empowerment,
Institutional Building and Establish Local Self Government

Objectives
1. Ensure the Best functioning of local authorities by introducing local
governance & implementation of local government reforms

2. Promote community empowerment and mobilization to promote

community Based organization for active citizen participation

3. Ensure the promotion and developing of small industries livelihood

enterprises development

4. Ensure the accessibility of micro credit facilities for income generation

programmes

5. Provide care and protection to the needy children and women in the
society and develop the socio economic condition of the people
especially disadvantage groups

6. Amelioration of the living condition of the poor and the vulnerable

groups such as sick, physically and mentally disabled, the aged,
disaster victims and drugs addicts
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 7. Coordinate and monitor the relief, rehabilitation and reconstruction
programme with all the stakeholders

8. provide inspiration for development of co-operative movement to stand

as people’s enterprise and intervene in broad lines to build up co-
operative societies having good governance

1.2 Introduction of the Sectors

The government is committed to reorient and enrich the local government

system as the 3rd tier of the government structure of the country, and launched
a multi pronged strategy to implement local government reforms as well as
relief, rehabilitation and reconstruction programs in line with the modern local
government concept. Every efforts will be made to realize the potential of the
13th amendment to the Constitution, Provincial council Act and the Local
Authorities Ordinances and Acts together with 7th schedule which provide for
more devolution and responsibilities to the local authorities.
It is expected to achieve people’s aspiration and rural development through the
unified administrative mechanism and process at local level.

Active public participation and acceptance are very important in development

activities, particularly women and youth play a very vital role in enhancing the
capacity of the rural society. In order to improve the rural economy, livelihood
activities are supported by the Cooperative Sectors, RDSs, WRDSs, and other
agencies such as Centre for Enterprise Development Services (CEDS), Provincial
Co-operative federation for Livelihood Credit Management Services (PCFLCMS)
by providing vocational training programs, technology transfer programs, on
the job training programs as well as implementing the income generation
programs under micro credit schemes. Co-operative society is a form of
organization where members join together as human beings to satisfy their
common economic, social and cultural needs and emphasis is given to activate
and strengthen the co operative sector to play a prominent role in development.

Besides, the life condition of the vulnerable and needy members of the
community is enhanced and up lifted by the financial assistance and the moral
support programes; and which helps them getting care, acceptance and equal
opportunities in the society.

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 2.0 Organization Diagram
2.1 Institutional Diagram
Administrative Structure of the Ministry

Local Government, Relief & Rehabilitation,

Co-operative, Rural Development, Industries & Social Welfare
Northern Provincial council
Secretary
Ministry of
Local
Government

Commissioner Director Commissioner Director Commissioner

Dept. Of Local Dept of Rural Dept of Director Dept. of
Dept. Dept.
Government Development Cooperative Probation &
Development of Industries of Social childcare
Service

05 Regional Municipal District Asst . District District

Asst
Council Officers Commissioner Officers District Officers
Commissioners
of Local Officers
Government

Secretary Secretary Probation

Rural Cooperative Industrial Social
Urban Pradeshiya Development Development Management Officers
Service
Council sabas officers Officer Asst. Officers

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 2.2 Organization Chart
MINISTRY OF LOCAL GOVERNMNET, RELIEF & REHABILITATION, CO-OPERATIVE,
RURAL DEVELOPMENT, INDUSTRIES, & SOCIAL WELFARE
NORTHERN PROVINCE COUNCIL - 2009
SECRETARY

Chief Accountant Senior Asst. Secretary Director Senior Asst. Secretary

(Administration) (Planning) (Local Govt Reforms Unit)

Asst. Director of Planning Asst. Secretary

Administrative Officer

Rehabilitation Disaster
C.M.A Division Management D.A
Division

P.A M.A P.A M.A D.E.O TRA M.A

P.A P.A

C.M.A -Chief Management Assistant

D.A. -Development Assistant
Driver OES P.A -Programme Assistant
M.A - Management Assistant
D.E.O - Data Entry Operator
TRA - Translator
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3.0 Human Resource

3.1 Cadre Position of Ministry of Local Government- 2009

S/ Post Approved Present Cadre Remarks

No Cadre Strength Vacancies

1. Secretary (SLAS) 01 01 -

2. Asst Secretary 02 01 01
(Administration)
(SLAS II/I)
Accountant 02 01 01
3.
(SLAcctS II/I)
Director - - -
4.
(SLPS III)
Asst, Director 01 - 01
5.
(SLPS III)
Management 01 01 01
6.
Assistant (Supra)
Development 02 01 01 -
7.
Assistant
Local 02 01 01
8. Government
Assistant
9. Program Assistant 06 06 - -
Management 02 - 02
10.
Assistant I
Management 08 08 - -
11.
Assistant II/III
12. Translator 01 - 01 -
Data Entry 01 01 -
13.
Operator
14. Drivers 04 02 02 -
15. OES 04 03 01 -
Total 37 26 11 -

3.2 New Appointments

S.No Name Designation Date

1 Ms.R.Vasuki Management Asst III 05.01.2009
2 Miss.T.Keerthiga Management Asst III 10.09.2009

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3. 3Transfer

The under mentioned officers those who were transferred to this Ministry and
officers were transferred from this Ministry during the year 2009

S/No Name Post Date of

transferred from
this Ministry
01 Mr.T.Rasanayagam Secretary 15.09.2009

3.3.1 Officers transferred from this Ministry

S/No Name Post Date of

transferred from
this Ministry
01 Mr.K.Ramanan Programme Asst. 07.01.2009
02 Mr.K.Kanagaratnam Asst.Secretary 05.02.2009
03 Ms.S.Sivaloganayaki Programme Asst. 25.02.2009
04 Ms.R.Vasuki Management Asst. 15.04.2009
05 Ms.S.Annavathany Development Assistant 25.06.2009
06 Ms.A.Karthika Management Asst. 07.08.2009
07 Mrs.S.Malini Management Asst. 12.09.2009
08 Mr.M.J.Croous Driver 15.09.2009
09 Mr.S.Jeyakanthan O.E.S 18.09.2009

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3.3.2 Officers transferred to this Ministry

S/No Name Post Transferred Office Date of

transferred
to this
Ministry
01 Mrs.R.Wijiyaludchumi Secretary Governor’s Secretariat 10.09.2009
02 Mr.V.Suthaharan Chief Accountant Provincial Treasury 27.09.2009
03 Ms.S.Malini Management Asst. U.C Vavuniya 05.04.2009
04 Ms.A.Karthiga Management Asst. M.C.Jaffna 20.04.2009

05 Mr.Sritharan Driver Governor’s Secretariat 16.09.2009

06 Mr. Selvarasa O.E.S Governor’s Secretariat 16.09.2009
07 Ms.S.Kalanithi Programe Asst Cooperative Employees 03.08.2009
Commission

3.4 Re-employment

Name Post Date

S/No

01 Mr.N. Balachandran Administrative Officer 22.12.2009

3.5 Retirement / Pension

S/No Name Post Date

01 Mr.K.Thanaranjitharajan Chief Accountant 01.05.2009

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3.6 Confirmation of Post

S/No Name Post Date

01 Mr.B.Balachandran Programme Asst. 07.09.2005

02 Ms.N.Kamalashini Programme Asst 07.09.2005

03 Ms.C.Rathai Programme Asst 07.09.2005

3.7 Vocation of Post

S/No Name Post Date

01 Mr.V.T.Raveendran Programme Assistant 27.07.2009

4.0 Physical Resources

4.1 Vehicle

Institution Car Pick-up Van Bicycle

Ministry of
01 01 01 01
Local govt.

4.2 Furniture

Almyrah Filing
Institution Table Chairs
Cabinet

Ministry of Local
28 40 09 21
govt.

4.3 Equipment & Machinery

Photo Telephone Fax Roneo

Institution Computer Printer
copier

Ministry of
12 08 03 03 01 01
Local govt.

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 5.0 Capacity Building

Local training opportunities were provided to the officers of this Ministry. The
following tables show the details of officers participated in local training
programmes.

Local Training Programme – 2009

NAME DESIGNAT COURSE TITLE DURATION VENUE

ION
01 MS.M.Sutharsini M.A Computer Training 16.02.2009- MDTI
20.02.2009
Certificate Course (Planning and 150HRS
Project management)
02 MR.Vinoraj M.A Computer Training 16.02.2009- MDTI
20.02.2009
Modern Motivation techniques for 20.03.2009-
Excellence in the public service 21.03.2009
03 MR.Alphones L.G.A Modern Motivation techniques for 16.03.2009- MDTI
Excellence in the public service 17.03.20009
Certificate Course (Planning and 150HRS
Project management)
04 MR.Yosotharan P.A Modern Motivation techniques for 16.03.2009- MDTI
Excellence in the public service 17.03.2009
05 MR.K.Thanaranjith Accountant Modern Motivation techniques for 18.03.2009- MDTI
arayan Excellence in the public service 19.03.2009
06 MRS.A.Thavamany C.D.O Modern Motivation techniques for 18.03.2009- MDTI
Excellence in the public service 19.03.2009
07 MRS.Anusooya M.A Modern Motivation techniques for 20.03.2009- MDTI
Excellence in the public service 21.03.2009
08 MR.P.Thevatharsan M.A Modern Motivation techniques for 20.03.2009- MDTI
Excellence in the public service 21.03.2009
Taxation Relevant to Public 23.11.2009- MDTI
Institution 24.11.2009
Software Conference 14.09.2009- Planning
15.09.2009
09 MR.V.S.Suthaharan Accountant Taxation Relevant to Public 23.11.2009-
Institution 24.11.2009
10 MRS.Mathuranthth D.E.O Software Conference 14.09.2009- Planning
ki 15.09.2009
11 MR.Prasanna M.A Software Conference 14.09.2009- Planning
15.09.2009
Certificate Course (Planning and 150HRS MDTI
Project management)
12 MS.Keerthiga M.A Management Skills 29.10.2009- MDTI
31.10.2009

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6.0 Performance & Achievements – 2009

The Ministry of Local Government periodically monitor programmes

implemented by all the sectors of the ministry to accelerate progress and
to achieve the targets.

6.1 Administration & Establishment

• 30 number of service minutes for the departmental services has
been approved by the Public service commission

• Annual transfer has been carried out by this ministry. They are 26
Nos technical officers,46Nos management assistant,67Nos
programme assistant, 13Nos local government assistant, 07 Nos
research officers and 04nos community development officers.

6.2 Planning and Development

• 20Nos houses were constructed for women headed families in

Vavuniya and Mannar districts Through Social services department.
• The multi facilitated district women development and training
activities center is being constructed for Rural development
department in Vavuniya for the total estimated cost….so far Rs 4mn
has been spent
• 25 Nos tables, 32 Nos chairs, 03 Nos of computers were purchased
for the ministry.
• The Provincial Symposium were organized in 2009 with the support
of the Asia foundation, Ministry of local government & provincial
council and department of local government northern province.
Through this Symposium good practices were shared and healthy
partnerships were developed with other stakeholders and
departments.
• Under Probation & child care services several projects were
implemented with assistance from the Unicef and the monitoring of
the progress were done by the ministry.
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 • ‘Vadakkin Vasantham’ 180 days programme has been initiated by
the government to bring normalcy and fulfill the immediate needs
of the affected population. Formulation of the projects have been
undertaken by the heads of departments coming under the ministry
The ministry has accelerated the implementation of the programe.
by effective supervision and monitoring.

6.3 Local Government Reforms

• The local authorities of the province have successfully implemented
the Local Government Reforms which has been initiated by the
ministry of local government & provincials. Our officials of the Local
Government reforms monitoring Unit official visited to the LAA in
the district of Vavuniya , Mannar and Jaffna to monitor the reforms
progress They had a number of discussions, meetings with LAA
Official on implementation of Local Government reforms activities,
Implementation of Citizen Charter in LAA and public redressal
system.

6.4 Accounts
• Budget 2010 was prepared
• Board of survey was completed on 15.03.2010

Financial Progress

Provincial specific Development Grant– 2009

Financial
S.No Description of work TEC Allocation Balance
Progress
01 Housing Development 6500000 6500000
Institutional 10500000 -
02 4000000 4000000
Development

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Criteria Based Grant – 2009

Financial
S.No Description of work TEC Allocation Balance
Progress

01 Furniture & Office

250,000 1,372,580
Equipment
02 Building & Structure
1,453,580 -
03 Vehicle - -

04 Others - 81,000

Total 250,000 1,453,580 1,453,580 -

Recurrent Expenditure

Source of Amount Amount Amount Indicator

Fund Allocated Released Spend percentage
on
released
funds
Personal
17,616,000 12,000,000 11,924,978.71 100%
Emoluments

Other
3,036,500 1,434,150 2,967,207.41 100%
Expenditure

Audit Query

S.No Period No. of Audit Queries No. of Audit Queries out

Receipt Queries Replied standing
01. Provincial 02 02 -
Audit 2008
02 General Audit 02 02 -
2008

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Constraints
• Shortage of technical & skill staff due to delaying by the MSD in approving the
required additional carder
• In adequate office space and facilities of officers
• Lost of properties & roads during the conflict
• Limited resources for implementing Vadakkin Vasantham programme
• Lack of transport facilities to cover certain area of the province
• In adequate allocation to caters to the needs of the mentally and physically handicap
and people living belong the poverty line.
• Lack of marketing facilities for the local product.
• In ability to compete with imported goods.
• In adequate quality children homes to children affected due to the conflict.
• To improve the entrepreneurship, established show rooms and sales stalls, appropriate
process technology, basis infrastructure facilities, credit facilities.

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