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I GOVERNMENT OF KERALA
PERSONNEL & ADMINISTRATIVE REFORMS DEPARTMENT
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Work Study Report on Village offices under Land
I Revenue Department
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I PERSONNEL & ADMINISTRATIVE REFORMS (AR-5)
I DEPARTMENT
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Government of Kerala
• Personnel & Administrative Reforms Department

To, -
•

• The Secretary to Government

. Department of Revenue
Government Secretariat
• Thiruvananthapuram

• Sir,

Sub: - Report on the Organisational setup and Functioning of the

Village Offices under Land Revenue Department in Kerala

• As desired in the Project Directive, the team carried out a

• work study on the Organizational set up and Functioning of the Village
• Offices under Land Revenue Department in Kerala with a view to

• streamline the procedures followed in the village offices so as to

reduce the work burden and to put forward suggestions to transform
•
the village offices into model government offices.

. We are glad to submit fair copies of our report.

- Yours faithfully

• - G. mprakash
. Joint Secretary to Govt.
• Copy to:-
•The Principal Secretary, Revenu3amenti
2? The Commissioner, Lftb7thiuiháuáiWT'
3. The Library, P&ARD, Secretariat
•
•
40
 - 4

PROJECT DIRECTIVE

PREFACE

Village Offices being the grass root level entity of the State Revenue
administration, are responsible for protection of Government land,
collection of various type of taxes, issuance of various certificates for the
public, matters related to General Administration and so on. As the
population in the state has increased, the number of people visiting village
offices for different needs has also increased. But there is no
corresponding growth in the staff strength of village' offices. The present
staff pattern was fixed almost 3 decades ago. Work burden in village
offices has been doubled over the period. The situation is such that the
public becomes frustrated and the staff becomes helpless. Moreover,
even basic facilities required for an office are not provided in majority of
village offices. It was against this backdrop, Administrative Reforms Team-
5 of P&AR Department has been invited to look into and suggest remedial
measures.
COMPOSITION OF THE TEAM
Shri. Jayankumar S. K. (Section Officer).
Shri. Rakesh S. P. (Assistant)
Shri. Shaji A (Assistant)
Shri. Omanakuttan. B (Assistant)
Shri. Renjith. R (Assistant)
GUIDES
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Shri. G. Ramprakash, Joint Secretary

Shri. Johnson. K. James, Under Secretary

Shri. K.Johny, Under Secretary

Shri. M. Mohamed Salim. Former Section Officer

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ACKNOWLEDGEMENT
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The Department of Personnel and Administrative Reforms is extremely
• thankful to the Land Revenue Department for assigning this important and
• prestigious study. In this context we wish to thank the Commissioner of
• Land Revenue, other officers and staff of the Land Revenue Department

• for their whole-hearted co-operat!on and assistance. The

• acknowledgement would remain incomplete without thanking the Village

• Officers and other Village staff who have helped in facilitating data

• collection and providing information at all stages and ensured a successful

• completion of the study. This report is an outcome of tireless effort made

by the staff of P&AR (AR-5) Department. I wish to specially thank the
team.

• We are extremely confident that this report would go a long way in helping

• the authorities concerned in their effort of making Village Offices in the

• state people -friendly and model offices.

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• Or. Nivedida P. Haran

• Principal Secretary and ACS to Government

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Table of Contents

Chapter Subject Page No.

Executive Summary
1 8 - 10
Introduction
2 11 - 15
Genesis of the Present Study
3 16 - 17
Methodology
4 18- 19
Organisational Setup & Analysis
5 20 - 84
A Report on Office Inspection &
6 85— 104
Infrastructure_Facilities
Records Management in Village Offices-An
105— 114
Overview
Computerisation of Village Offices
B 115-123
Recommendations
9 124- 133
Expenditure & Benefit Analysis
10 134 - 139
Annexure
140-144
 7

Vi 510 '.: Si OTI

All Village Offices in Kerala should be result-based and focused units

under Land Revenue Department that are capable of rapidly
responding to the needs of the public and quick in helping government
in General Administration.

MISSION

To fairly and effectively collect tax revenues and recoveries to issue

various certfIcates, flawless protection of government lands and
records, dedicated service in ensuring law and order and preventing
illegal activities such as unauthorized sand mining and land filling.
S.ccarae SEt

CC:: O
 Chapter- 1

½ r

Executive summary

1.1.1. The report in the ensuing chapters has been prepared in response to the
request of the Revenue Department to restructure the staff pattern in
Village Offices in accordance with the heavy workload being experienced
there and to suggest measures to streamline the works and to improve the
working environment in village offices. It is to be stated at the outset that
the workload in village offices has increased by leaps and bounds
proportionately to the increase in population and land ownership.
Meanwhile, it is a curious fact to note that the Village offices in our state
are still functioning with the staff pattern which was implemented almost 3
decades ago. Therefore, it becomes imperative to adopt some measures
to alleviate the difficulties experienced by the staff and general public.

1.1.2. For data collection, the team visited a few sample village offices in all 63
taluks. Since the Land Revenue Department is one of the largest
Departments in the state with 1634 village offices having 7500 employees
it required a minimum period of one year for conducting a comprehensive
work study covering all aspects. Besides, the measurement of work load
requires special care and precision due to the fact that the works in village
offices have an oscillating nature with occasional rise and fall that too
depend on a lot of other factors such as, the number of population,
common occupation of villagers, area of the village offices.etc. Moreover,
the problems being experienced in village offices are not common in
 10

nature. It varies from Taluks to Taluks and Districts to Districts. Therefore,

many sophisticated work study techniques were employed to analyze the
workload in village offices.

1.1.3. The result of data thus analyzed shows that majority of village offices in
the State can function with the existing staff strength if a streamlining of
methods and procedures are adopted. The physical inspection of village
offices gives a grim picture of working environment prevalent in village
offices. The report puts forward a few suggestions to enhance the basic
amenities that will surely increase the efficiency and efficacy of village
staff. Recommendations include:

C. Bifurcation of wide villages

Front Offices for thickly populated villages
C• Computerization of Land Tax
a
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4. Introduction of Torrens system
Modern Records Keeping facilities
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• 1.1.4. Village Offices are the base level offices of Revenue Department. A

• solution to the problems being faced in village offices is certainly not a

panacea to all the problems that are confronted by the Revenue
•
Department from head to toe. A complete and comprehensive study of the
Revenue Department is necessary to look into the serious issues that are
- crippling the Department over the years.

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Chapter- 2

Introduction

F No man but feels more of a man in the world if he has a bit oI

ground that he can call his own. However smallit is on the
it is four thousand miles deep; and that is a very h
"----Charles Dudley Warner

2.1.1. The above quotation clearly portrays man's inextricable bond with land.
Since the Land Revenue Department deals with the variegated issues of
man and land, it attains a prominent position among other departments in
the state. People of all walks of life depend on the services of the
department on various matters. It is not an exaggeration to say that no
one can die without visiting a village office once. The village offices being
the grass root level entity of the Revenue Department, extend service to
one and all in every nook and corner of the state.

2.1.2. The Revenue Department is one of the oldest departments of State

Government. It is a fact that the history of mankind is intimately
associated with land relationship. As such, Revenue Administration
centered on collection of taxes/land revenue, which was the main source
of revenue for rulers in the pre-British period. The village was the basic
unit of administration and has remained so throughout the centuries.

Evolution of Revenue Administration in the Country:

2.2.1. The history of Land Administration dates back to the olden days of kings.
Right from the time of Manu, land revenue had been a major source of
income for rulers. During the Maurya and Gupta periods, land revenue
I'

S 12
was collected by paid officials, which resembles the present day revenue
administration system. Later, in the place of the revenue collectors, the
Jagirdars, Subedars and lnamdars came and they functioned as

S intermediaries passing the revenue to the kings during Mughal

S administration. -

2.2.2. The system of revenue administration was started by Sulthan Sher Shah
S Sun (1540-45),and it continued during the reign of the Mughal Emperor

S Akbar (1556-1605). Raja Todar Mal - the greatest revenue expert who
started his career under Sher Shah Sun and joined in the service of Akbar,
is remembered even today for evolving a system of revenue assessment

S and survey, a system which drew a balance between the demands of the
State and needs of the subjects. The Revenue Administration during the
S
regime of Mughals consisted of a heterogeneous class of persons, which
included direct officials of the imperial administration, and representatives
of the peasants.
I
I 2.2:3. With the advent of the British rule in India, the political and economic

I scenario underwent far reaching changes. The British superimposed a

I system in tune with British customs and laws relating to land. During the
British times, the Revenue Department was the pivot of
I
administration. The Collector was the virtual monarch at the district,
S
around whom the entire administration revolved.

I 2.2.4. After Independence, by and large, the same institutional structure has
been retained with a few changes for better delivery of service. In more
recent decades, focus has been less on Land Reforms and more on Land
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Development and Administration such as Drought - Prone Area
Programme, Desert Development Programme and Watershed
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Development Programme etc.
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S History of Revenue Administration in Kerala

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2.3.1 .The land Revenue Department was in existence even before India became
independent. Revenue Department was in existence in the erstwhile
Princely states of Travancore, .Cochin, and also the Malabar region which
was part of the Madras Provinces. The Revenue administration got special
S attention during the reign of Marthanda Varma.
S
2.3.2. The state establishment had a Valiya Sarvadhikaryakkar (Prime Minister),
S Neettezhuthu Pillai (Secretary), Melezhuthu Pillai (Head Accountant),
S Rayasam PilIai (Head Clerk) and several Rayasams and Kanakku Pillais

S (Clerks and Accountant). During the first revenue settlement each division M

S or district in the state was divided into taluks called Mandapathuvatukkals

which was further subdivided into Kelvis or villages. The
Mandapathuvathukkal was under a Karyakkar and the kelvi under the
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parvathkar. Cal. Munro was the British Resident who gave a firm footing
S
to the Department. He codified the rules and regulations and published
S
them in book form in the year 1811. He rechristened the name Karyakar
and Parvathikar into the present day Tahsildar and the village officer
respectively.
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S INTEGRATION
S 2.4.1. The Village Establishment and the Revenue Establishment were two
S distinctive services in the Revenue Department. Separate set of Rules

S governing the services of Village staff and Revenue staff were in

S existence. In the year 1984, the Village and Revenue services were
integrated and a common Revenue service was formed. Lower Division
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Clerks and Village Assistants were integrated into one common unit and
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Upper Division Clerks and the Village Officers were integrated as another

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0 common unit. Unified Rules governing the services of various other

categories were also framed.

S 2.4.2. Although Revenue Department deals with issues related to land,

maintenance of documents, protection of public land, collection of land
revenue etc today the Department has to carry out a number of
responsibilities. Right from the village offices to the District Collectorates,
the Revenue Department is dealing with nearly 150 subjects concerning
S
common man such as issuance of various certificates, maintenance of
land records, collection of land revenue tax and cess, effecting revenue
recovery, settling land survey disputes, land reforms, conduct of election
process, handling of law and order situation, calamity relief and
rehabilitation, disaster management and so on. In short the department is
S directly or indirectly involved in all situations . of the day-to-day
S administration of the State. At the district level it coordinates activities of
S various departments and developmental programmes of the State.

2.4.3. With the growth of the state, the duties and responsibilities of the Revenue
S
Department increased a lot. But the department remained stationery for
S
more than four decades without remarkable changes in its basic structure.
S
Several Commissions which had gone into restructuring of the department
produced only compendiums of recommendations which were scarcely
S acted upon. The last such report was that of the Radhakrishna Pillai
S Commission and it contained some substance for action. The report
S envisaged a qualitative change in the internal functioning of the

S department to meet the present day needs.

S 2.4.4. As per G.O (MS) No.331/98/RD dated 20/6/1998 the Board of Revenue
was abolished and the department was re-named Land Revenue
S Department. Based on the study report of P.R Radha Krishna PiIlai
Commission, Government issued G.O(MS) No.510/98/RD dated
14/10/1998 which paved the way to the re-organisation of the department.

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As part of the re-organisation, a few idle offices including Farka Village
Offices were abolished. The poet of Head clerk was renamed as Village
Officer and given full charge of village offices. Except this, there occurred
hardly any change in the basic structure of the village offices.

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Chapter-3

Genesis of the Present Study

3.1.1. There had been tremendous increase in the workload of Village Offices in
the state during the last 30 years The workload in village offices has
increased proportionately to the increase in population and land
ownership. Moreover, being the grass root level unit of General
administration, the village offices haüe also been entrusted to dispense
duties related to that department. However, no work study on the work
load of village offices and reviewing of the staff pattern had been carried
out during the last 3 decades.

3.1.2. At present there are 1634 village offices including 63 Kasaba village
offices and group villages. The existing staff pattern of village offices is
detailed below:

Village Officer : 1 Post

Special Village OfficerNillage Assistant :2
Village Field Assistant. :2

TOTAL : 5 Posts

3.1.3. Against this backdrop, the Commissioner, Land Revenue Department vide
his letter No. L.R.E8-51530/06 dated 06/07/2010 requested the
Government to conduct a work study so as to estimate the workload of all
village offices in the state and to determine the feasibility of sanctioning
additional post of a clerk. Consequentiy, the Revenue Department
requested P & ARD to conduct a work study to ascertain the feasibility of
granting additional post of clerk in village offices. The file was forwarded to
this department through the Minister concerned, with specific orders to
 17

conduct a detailed work study. The work study team viz. P&AR (AR-5)
was assigned with the task of conducting the study and hence the report
in the ensuing chapters.

Irla
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I Chapter- 4
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Methodology
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I 4.1.1. The work study team headed by Sri. P.S. Gopakumar, Additional
Secretary, Shri. M.Shahul Hameed, Deputy Secretary, Shri.Joykutty.M,
Under Secretary to Government Personnel &Administrative Reforms
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Department held a preliminary discussion with the Commissioner of Land
S
Revenue and other senior officers of the Land Revenue Department. The
discussion helped the team members to identify the area and scope of the
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proposed work study. Details with regarding various offices and present
I activities were also. collected for furthering the study. Extensive
I discussions were also held with the functionaries at different levels.
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4.1.2. Suitable forms were designed for collection of job details. The team
conducted pilot study in two village offices, Viz., Ayyanthol and
I Kumarakom. The annual workload of functionaries, both clerical and
supervisory, were obtained for a period of one year. The base year for

S collecting data on workload related matters is fixed as calendar year

2010. Though the main objective of the study was to assess the workload
I
of village offices, an inspection on working environment prevailing in the
offices was also carried out. Method Study was also conducted to identify
I
redundant items of work present if any and to streamline and improve
I procedures and system wherever possible in the administrative machinery
I of the establishment.
.

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• 19

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• 4.1.3. For the measurement of workload of various functionaries, the team

• utilized both primary and secondary data sources. For the collection of

• primary data, the team relied on conventional work study tools such as

• Self-logging, Analytical estimation, Case study, Discussions, Observation

• techniques, Interviews etc. Various periodical reports and the entries

found in the registers maintained in the village offices were taken as
secondary data. Standard Timings for carrying out various item of work by
the functionaries were arrived at by computing the time taken through
Activity Lists, Log Sheets and Direct Observation. In certain areas such as
works related to Establishment mailers, accounts etc., the use of
Synthetic Data had also been made: General norms applicable for various
items of work also had been applied. Personal and Fatigue allowance ©
• 15% was added to the total time for the original and routine items of work.
• The time taken for field works such as inspection of offices, sights and
• meeting of clients etc, and the time spent for non-file works such as

• attending to discussions, meetings, conferences, visitors, and telephone,

• official tours etc. also had been taken in to consideration for making the

• time study accurate.

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Chapter- 5
ORGANISATIONAL SETUP AND ANALYSIS
Organization Structure of Land Revenue Department

An organization that is strong and stable and is ready to commit time,

money, and patience will be more apt to reap rewards: - Richard miller

I Commissionci (Land Peveauc) and Stale thnd 8oard

Secretory Land Board -

Addttlonoi Cc,nmlsstcnel
[

4 4
Assistant Secretory

Assistant Commissioners District Copectors

TWO Land aoord ApraIIoie Authority (In)

Pevenue DlvtsionoiOfficer Ooptitv C0412ctO,s

4
Land Tribunals

'7

latuldor Additional tonSdar Special tohstdars

I I
Vilinge Officers
 22

5.1.1. Revenue Department is, so to say, the mother of all Administrative

Departments. This is the department which touches upon almost all
aspects of a Citizen's life. It is all pervasive. Its contribution to the orderly
social development is immense. The Revenue Department is tne
custodian of all lands and it is concerned with all land disposals. The work
relating to land assignment, land acquisition, alienation of land, updating
and maintenance of Land Revenue Records, grant of Pattas, Land
Reforms, Land Ceiling, Levy and collection of Urban Land Tax are looked
after by the Revenue Department.

5.1.2. Revenue department is the first to rush to the people during the times of
Natural Calamities like Tsunami, drought and flood. The Department
shifts the affected people to places of safety and it provides food, clothes,
shelter and also distributes essential commodities and financial assistance
in the form of cash. It may be said that in every walk of the common
man's need, the participation of Revenue Department cannot be under
estimated. In order to serve the people in a better way, this department
has a well established hierarchy.

5.1.3. The Department is under the control. of the Minister for Revenue. The
Secretariat is headed by the Revenue. Secretary who is assisted by
Additional Secretaries / Joint Secretaries / Deputy Secretaries. The
Revenue Department is headed by Land Revenue Commissioner who is
assisted by Additional Commissioner / Assistant Commissioners. The
State of Kerala consists of 14 districts, 21 revenue divisions, 63 taluks and
1634 villages including Group Villages and Kasaba villages. Each district
is headed by a District Collector who is assisted by Deputy Collectors
among others. The revenue divisions are headed by Revenue Divisional
Officers and are assisted by Senior Superintendents among others. Every
taluk is headed by a Tahsildar who is assisted by Additional Tahsildars /
 23

Deputy Tahsildars among others. The villages are •headed by Village

Officers who are assisted by Special Village Officers I Village Field
Assistants.

An Introduction to Village Office

Organization Structure of a Village Office (Existing)

SVONA2

VFA2

Legend:
V.0 - Village Officer

S.V.O - Special Village Officer

V.F.A - Village Field Assistant

V.M - Village Man

5.2.1. Village Offices have close relationship with the public. It is the root level
• office of the Land Revenue Department. It is through these offices
government execute general administration across the state. A Village
• 24

• Office is an important office at the lowest level where people come for
• paying various taxes, for getting certificates of various needs, for availing

• benefits from Government sponsored projects/plans ...etc. All works in

• village offices need special attention and proper enquiry.

Village Officer
• 5.3.1. Village Officer is the head of a village who works on behalf of the

• government. .A Village Officer belongs to the cadre of Head Clerk and he

• is assisted by a Special Village OfficerNillage Assistants and Village Field

• Assistants. A Village Officer, being the head of revenue administration in

• the village has to do the routine work of a village officer and at the same

• time has to attend to the additional responsibilities assigned to him from

time to time. As the representative of the government, a village officer has
a responsibility to protect the interest of government in his dealings and to
provide necessary help to the officers of other departments as and when
such help is required. The Village Officer is responsible for the
conservation of government land in his jurisdiction, collection of taxes, and
maintenance of revenue records etc. It is through Village Offices that the
Tahsildar carry out activities connected with natural calamities, distribution
• of relief, disaster management etc. He is responsible for dispensing
• services from the government direct to the people. Moreover, a Village
• Officer is an important officer at the field unit of Revenue administration

• and is approached by people for various services from Government A

• Village Officer is responsible for taking important decision on many urgent

• subjects and also responsible for enforcing the decisions of government

and his superior officers. He is also responsible for exeduting welfare
activities and informing the Tahsildar concerned on the occurrence of
disasters like natural calamity, diseases, law and order problems.. etc.

•
•
•
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5.3.2. Duties and Responsibilities of Village Officer

• Collection of Basic tax, Plantation tax, Building tax etc,
• Effecting Revenue Recovery
• Maintenance and updating of land records
• Works related to general election
• Works related to assignment of Go vernment land to various categories
• Works related to acquisition of land for public purpose.
• Conservation of Government lands and trees.
• Works related to Transfer of Registry
• Issuance of various type of Certificates
• Implementation of calamity relief operations and disbursement of funds
to eligible persons.
• Disbursement of Chief Ministers Distress Relief Fund to the needy.
• Issuance of arms licence, explosive licence, etc.
• Works related to implementation of MPLADS and various other
developmental schemes
• Redress of public grievances
• Works related to management and control of natural resources,
regulation of sand mining ... etc
• Works related to conduct of census operations
• Wor¼s related to transfer of government lands between departments.
• Works related to security proceedings under Criminal Procedure code
• Works related to maintain Law and Order
• Removal of public Nuisance.
• Works related to lease of Government land
• Works related to survey and demarcation of land
• Works related to issuing death compensation to the legal heirs of NRIs
 26

. Works related to sanctioning of burning and burial grounds

Supply of drinking water

. Works related to fixing of fair value of land

. Works in connection with applications under RIA

Convening of Village level Janakeeya Samithy

. Works related to Conservation of Paddy land and Wet land Act

. Works related to security proceedings under Criminal Procedure code

. Works related to survey and demarcation of land

• Keep confiscated articles under safe custody

• Proper maintenance and updating of registers, accounts and records.

• Sending reports, statements and periodicals to higher officials in time

• Preparation of Annual Land Revenue accounts for Jamabandhy

inspection

• Preparation and sending of reports to Tahsildar.on applications

received for various govt loan schemes

Special Village OfficerNillage Assistant

5.3.3. There is one Special Village Officer and a Village Assistant in each village
office. In some offices there are two Village Assistants only and no
Special Village officer. The Special Village Officer belongs to the cadre of
U.D Clerk and the Village assistant to the cadre of L.D Clerk. The Special
Village OfficerNillage Assistant assist the Village Officer in discharging
duties. Whenever the Village officer on leave the Special Village Officer or
the senior most Village Assistant acts on behalf of the village officer.
 27

5.4.1. Duties of Special Village OfficerNillage

Assistant . -.

> Tax collection

Preparation of monthly DCB Statement and Annual Revenue
I Accounts
Administration of village offices in the absence of village officer
I Proper maintenance and updating of records and other registers

I.
Prepare Land Revenue Registers and Accounts accurately
Prepare reports and periodicals to higher officers

S Survey of Puramboke land and prepare sketch and A form

statements
I
Inspect the Boundary stones of Puramboke land and rectify the
S
fault if any.
I
Prepare Mahasar and records in respect of cases of land
I
assignment, land conservation, transfer of registry, land acquisition
S
etc.
Help the Village Officer in his clerical works
0 Help the land owners to find the correct location and boundary of
I their property on the orders of Tahsildar
S Execute all the jobs assigned by the Village Officer

S
Village Field Assistant
S
S 5.5.1. Village Field Assistants assist the Village Officer and Special Village

S OfficerNillage Assistant in discharging their duties. The Village Man

belong to the cadre of Last Grade Servant.
S
S
S
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5.5.2. Duties of Village Field Assistant

Carrying out of all works entrusted by the Village Officer

Helping of village staff in Tax collection
Payment of collected amount in Treasury
Despatch of tellers and other documents
Helping of village staff in Recovery cases
Execution of demand notices and other notices upon defaulters

5.5.3. By the analysation of the Revenue Department: it is found that the

• organization structure is complimentary to the growth and progress of the
Department. Delegation of power and hierarchical pattern are conveniently
maintained in the department. The pyramid like structural pattern is found
helpful for the effective discharge of duties and services to the satisfaction
of the general public.

5.5.4. Even if the village offices are struggling hard to cope with the ever
increasing workload with existing insufficient staff strength, the department
find itself maintaining the needs of the common man. Since Revenue
Administration touches one and all in the state, the success or failure of
this administration mar or better the image of the government. Therefore
certain measures need to be taken for upholding the goodwill of the
department.

Kasaba villages
5.6.1. Kasaba Village Offices are those village offices functioning in the Taluk
Head Quarters. There are 63 Kasaba Villages in the state. At present.
Kasaba Village Offices already have more staff than common villages. So
that Kasaba Villages are not included in the purview of the work study.
 29
Major Services available from Village Offices
Issue of various types of certificates
I
Possession Certificate:
I 5.7.1. Application duly written in the prescribed form with a court fee stamp worth
I rupees five affixed in it should be submitted to the Village Officer, along
I with the proof of documents of ownership, possession, land tax receipt
I etc. The Certificate will be issued within one week from the date of receipt
I of the application as per GO (MS) No.300/96/RD dated.12.6.1996.
Certificates for special purposes are to be produced before the Central
I
Government Offices are issued by the Tahsildar. The Village Officer is
I empowered to issue possession certificate as per GO (MS)No. 1 09/92/RD
I dated.1O.2.1992. Separate certificate will be issued for each purpose as
per GO (MS)No.136107/RD dated.27.4.2007.
I
Location Certificate:
I 5.7.2. Application duly filled in the white paper/ form prescribed with a
I court fee stamp worth rupees five affixed in it should be submitted
to the Village Officer. The document of ownership, land tax receipts
I etc. have to be prod uced along with the application. The prescribed
fee should be remitted for the sketch plan issued by the Village
Officers under the instructions stipulated in the No. LRD1-36319/07
dated.20.06.2007 of the Additional Commissioner, Land Revenue,
I
Thiruvananthapuram. The Certificate will be issued after due
enquiry and site verification. The Village Officer is empowered to
issue location Certificate as per GO (MS)No.136/07/RD
S dated.27.4.2007. Separate certificate will be issued for each
I purpose as per the above Government order.

I
I
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I
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. 30

• Caste Certificate (Other than SCIST):

S
• 5.7.3. The Village Officer is empowered to issue Caste Certificate as per

• GO (MS) 1039/79/RD dated 06.08.1979 and GO

• (MS)No.882/82/RD dated 20.08.1982. All caste/community

certificates except SC/ST certificates are being issued by the
Village Officer. Application duly filled in the prescribed form with a
court fee stamp worth rupees five affixed in it should be submitted
S to the Village Officer along with school registration particulars, the
S caste related documents of the parents of the applicant, ration card
S and other supporting records to prove the Caste/ religion of the
applicant. The Certificate will be issued within 3 days as per
Circular No.242981T4/2002/RD dated.23.5.2002 of the
S Government. The Village Officer is empowered to issue Conversion
S Certificates, as per circular NO.18421/E2/87/SCSTDD dated

5 15.12.1987. In case where the certificates could not be issued; the

• reason will be intimated to the applicant within 10 days.

S
• Income Certificate:
S 5.7.4. The Village Officer is empowered to issue income certificates as per

S GO (MS) 1039/79/RD dated 06.08.1979 and as per GO (MS) No.

S 567/91/RD dated.12.9.1991. The income certificate issued by the

• Village Officer is sufficient to produce before all state Government

authorities within Kerala. Application duly filled in the prescribed
form with a court fee stamp worth rupees five affixed in it should be
submitted to the Village Officer, along with the documents of proof
required i.e. of property, salary certificate, ration card income tax
return etc. SC/ST communities are exempted from paying the fee
of five rupee court fee stamp. The Certificate will be issued by the
•
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S
•
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 31

Village Officer after making due enquiry regarding his income. The
Certificate will be issued within one week as per GO (MS)
No.300/96/RD dated.12.6.2000. The validity period of this
certificate of persons having income up to Rs.36000/- has been
enhanced to 1 year as per GO (MS)No.136/07/RD
dated.27.4.2007. Certificate of persons having income above
Rs.36000/- has only six months validity period as existed earlier.

Solvency Certificate:

5.7.5. Application in the white paper with a court fee stamp worth rupees
five affixed in it should be submitted to the Village officer along with
the document of ownership i.e. title deed (in original), ration card,
land tax receipt and stamp paper worth Rs.50/- The encumbrance
certificate for 12 years from the Sub Registrar Office is also to be
produced to prove the applicant is solvent. The Certificate will be
issued by the Village Officer after making due enquiry within 7 days
as per GO (MS)No.300/96/RD dated.12.6.1996. The Village Officer
was authorized to issue Solvency Certificate for value not
exceeding Rs.5000/- as per GO (MS) No. 567/91/RD
dated.12.9.1991. Then the value has been enhanced to
Rs.100000/- as per GO (MS) No. 391/05/RD dated 16.12.2005. As
per the amendment made on 27.4.2007 as per GO (MS)
No.136/07/RD, the value has been enhanced up to Rs.5, 00,000/-

Valuation Certificate:

5.7.6. Application in the white paper or in the format shown with a court
fee stamp worth rupees five affixed in it should be submitted to the
4)

. 32

• Village officer along with the document of ownership i.e. title deed

• . (in original), ration card and land tax receipt. The encumbrance

• certificate for 12 years from the Sub Registrar Office also need to

• be produced. Valuation Certificate (for value not exceeding

Rs.100000/-) will be issued by the Village Officer as per GO (MS)
No. 391/05/RD dated 16.12.2005. The Certificate will be issued by
the Village Officer after making due enquiry. The Village Officer is
empowered to issue valuation certificate for value not exceeding
Rs.1, 00,000/- as per GO (MS) No. 391/05/RD dated 16.12.2005.
• The value has been enhanced up to Rs.5, 00,000/-as per the
• amendment made by GO (MS) No.136/07/RD dated. 27 .4.2007.
•
• Residence Certificate:
5.7.7. Application duly filled in the prescribed Performa with a court fee
stamp worth rupees five affixed in it should be submitted to the
Village Officer, along with the document of proof like ration card or
• voters' identity card. The Village Officer is empowered to issue
• residence certificate as per GO (MS) No. 567/91/RD
• dated.12.9.1991. Separate certificate will be issued for each
• purpose as per GO (MS)No.136/07/RD dated.27.4.2007.

• Nativity Certificate:
• 5.7.8. Application duly filled in the prescribed form with a court fee stamp
• worth rupees five affixed in it should be submitted to the Village
• Officer, along with the documents for proof required i.e. property,

• salary certificate (if employed), ration card and school certificate.

SC/ST communities are exempted from paying necessary court fee

• . stamp. People who are residing outside Kerala should submit the
residential certificate along with their application for Nativity

• . .
•
•
•
•
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33
S
• Certificate. The certificate will be issued to those who were born in

• Kerala, their children and to the children of persons permanently

• settled in Kerala after their marriage. In all other cases residential

• certificates will be issued only. The Village Officer is empowered to

issue nativity certificate as per GO (MS) No. 567/91/RD
dated.12.9.1991. The validity period of this certificate has been
enhanced to lifelong as per GO (MS)No.136/07/RD
dated.27.4.2007. Nativity certificates for producing before the
deferse authorities are being issued by the Additional District
Magistrate as per (GO (MS)No.201/92/RD dated.20.4.92).
S
• Identification Certificate:
•
• 5.7.9. Application duly filled in the prescribed form with a court fee stamp

• worth rupees five affixed in it should be submitted to the Village

Officer. The proof of identity such as ration card, voters' identity
card also need to be appended with the application. The Village
Officer is empowered to issue identification certificate as per GO
(MS) 1039179/RD dated 06.08.1979 and as per GO (MS) No.
567/91/RD dated12.9.1991. The validity period of this certificate
has been enhanced to 10 years as per GO (MS)No.136/07/RD
• dated.27.4.2007.
S
•
• Relationship Certificate:
S
5.7.10. Application duly filled in the prescribed form with a court fee stamp
worth rupees five affixed in it should be submitted to the Village
. Officer. The supporting documents hive to be produced along with
the aoplication. The Certificate will be issued by the Village Officer
S
•
•
•
S
 Kul
after making due enquiry regarding the relationship. The Village
Officer is empowered to issue relationship certificate as per GO
(MS) No. 567/91/RD dated.12.9.1991. Separate certificate will be
issued to the husband and wife for each purpose and the others
will get the certificate with lifeong validity as per GO
(MS)No. 1 36/07/RD dated.27.4.2007.

Family Membership Certificate:

5.7.11. Application duly filled in the prescribed form with a cowl fee stamp
worth rupees five affixed in it should be submitted to the Village
Officer. The supporting documents like ration card etc. has to be
• produced along with the application. The Certificate will be issued
• by the Village Officer after due enquiry regarding members of the
• family. The Village Officer is empowered to issue family
• membership certificate as per GO (MS) No. 567/91/RD

• . dated.12.9.1991. The validity period of this certificate has been

enhanced to 3 years as per GO (MS)No.136/07/RD
•
a dated.27.4.2007

Marital Status Certificate:

5.7.12. Application duly filled in the prescribed form with a court fee stamp
worth rupees five affixed in it should be submitted to the Village
Officer. The marriage registrationdetails should be produced for
verification. The Certificate will be issued by the Village Officer after
enquiry regarding marital status. The Village Officer should
disclose in the Certificate about the document which he has relied
on, while issuing the same (Govt. letter No.81847/D2/87/RD dated
26.5.1988).
 - - -

35

Destitute Certificate:

5.7.13. Application duly filled in the prescribed form witha court fee stamp
worth rupees five affixed in it should be submitted to the Village
• Officer along with ration card. The Certificate will be issued by the
• Village Officer after due enquiry. The Village Officer is empowered
* to issue destitute certificate as per GO (MS) 1039/79/RD dated

• 06.08.1979 The validity period of this certificate has been

enhanced to 3 years as per GO (MS)No.136/07/RD
•
• . dated.27.4.2007.

• Non-creamy 'ayer Certificate:

• 5.7.14. Application duly filled in the prescribed form with a court fee stamp
• worth rupees five affixed in it should be submitted to the Village

• Officer. The Village Officer is empowered to issue non- Creamy

• layer Certificate to be produced before the State Government

offices only under GO (MS) No. 391/05/RD dated 16.12.2005.
Salary Certificate of father, mother, husband or wife, ration card,
details of property etc. are to be produced for verification. The
. Government of Kerala has issued guidelines to identify the creamy
layer among the backward Classes as per GO (P)
No.36/2000/SCSTDD dated 27.5.2000, GO (P)
• No.46/2007/SCSTDD dated 25.8.2007 and GO (P) No.
• 117/2008ISCSTDD dated 19/12/2008 The validity period of this
• certificate is fixed for one year as per GO (Ms) No. 81/08/SCSTDD
• dated 25/07/2008.
S
S I,

• 36
S
Non-remarriage Certificate:
• 5.7.15. Application duly filled in the prescribed form with a court fee stamp
• worth rupees five affixed in it should be submitted to the Village
• Officer. The death certificate of her husband, ration card, election
identity cards etc. are to be produced along with the application.
The Village Officer is empowered to issue this Certificate under GO
(MS) No. 391/05/RD dated 16.12.2005. Separate certificate will be
issued for each purpose as per GO (MS)Nc'.136/07/RD
dated.27.4.2007

Widow Certificate:
5.7.16. Application duly filled in the prescribed form with a court fee stamp
worth rupees five affixed in it should be submitted to the Village
Officer. The death certificate of her husband, ration card, election
identity cards etc. are to be produced along with the application.
The Village Officer is empowered to issue this Certificate under GO
(MS) No. 391/05/RD dated 16.12.2005. Separate certificate wilIbe
issued for each purpose as per GO (MS)Nó.136/07/RD
dated.27.4.2007.

One and the Same Certificate:

5.7.17. Application duly filled in the white paper/ form affixed with a court
fee stamp worth rupees five be submitted to the Village Officer. The
supporting documents viz, school registration particulars, election
identity card, ration card etc. are to be produced along with the
application. The certificate will be issued by the Village Officer after
due enquiry.
3
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• 37

Possession and non-attachment

Certificate:
• 5.7.18. Application duly written in the prescribed form with the court fee

• stamp worth rupees five affixed in it should be submitted to the

• Village Officer, along with the proof of documents of ownership,

• possession, land tax receipt, etc. The encumbrance certificate for

12 years from the Sub Registrar Offipe is also to be produced. The
Certificate will be issued after verification of the revenue recovery
records, possession of the applicant and other details. Certificates
for special purposes and for producing before the Central
Government Offices are issued by the Tahsildar.
S
No Land Certificate:
• 5.7.19. Application duly filled in the white paper or form with a court fee

• stamp of rupees five affixed be submitted to the Village Officer.

The Certificate will be issued by the Village Officer after due

• enquiry.

• No House Certificate:

• 5.7.20. Application duly filled in the white paper/ form with a court fee
• stamp of rupees five affixed in it be submitted to the Village Officer.

• The Certificate will be issued by the Village Officer after due

• enquiry.

S
• Dependency Certificate:
5.7.21. Application duly filled in the white paper/ form with a court fee
S. stamp of Rs.5 affixed be submitted to the Village Officer along with
S .
•
S

•
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• 38

ration card. The Certificate will be issued by the Village Officer after
• due enquiry.

• - Domicile Certificate:

5.7.22. Application duly filled in the white paper/ form with a court fee
stamp of Rs. 5 affixed be submitted to the Village Officer along with
the records to prove his domicile. The Village Officer is empowered
to issue this Certificate under GO (MS) No. 391!05/RD dated
. 16.12.2005. The Certificate will be issued by the Village Officer
after due enquiry. The validity period of this certificate has been
S enhanced to life long as per GO (MS)No.136/07/RD
• dated.27.4.2007.

Tax Remittance certificate:

5.7.23. Application duly filled in the white paper/ form with a court fee
stamp worth rupees five affixed in it should be submitted to the
Village Officer along with the details of remittance made, the title
deed. The Certificate will be issued by the Village Officer after due
enquiry.

Unmarried Certificate:
5.7.24. Application duly filled in the white paper/ form with a court fee
stamp of Rs. 5 affixed be submitted to the Village Officer along
with the ration card and School certificate. The Certificate will be
issued by the Village Officer after due enquiry.

Unemployment Certificate:
5.7.25. Application duly filled in the white paper/ form with a court fee
'IL

• 39

stamp of Rs. 5 affixed be submitted to the Village Officer along with

the ration card and School certificate. The Certificate will be issued
by the Village Officer after due enquiry.
•
• Life Certificate:
5.7.26. Application duly filled in the white paper/ form with a court fee
stamp of Rs. 5 affixed be submitted to the Village Officer along with
• the ration card. The Certificate will be issued by the Village Officer
• after due enquiry.
• Protection of Surplus Land and
• Government property:
• 5.7.27. Village officer should identify the surplus land and government land

• in the area under his jurisdiction and protect it for the government.

• When the surplus land is set for distribution it is the duty of the
village officer to furnish a report to the Tahsildar about the
whereabouts of the beneficiaries. Whenever an encroachment on
. the government land is noticed, the village officer should
immediately furnish a report to the Tahsildar concerned which
comprises the nature of trespass, sketch as well as mahasar of the
encroachment for taking action. Protection of government property
• also means protection of trees, soil, pebbles, boulders, metals,
• sand and stone
• Works related to General Administration
5.8.1. Majority of the General Administration in the state is carried out
through the village offices, Village officers are often entrusted with
other duties that normally do not related to the Land Revenue
• Department. Following are such nature of works exercised by the
• village officers.
•
•
•
•
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. 40

Village Janakeeya Samithy:

5.8.2. So as to ensure public participation in land conservation,utilisatiori
activities, to seek solutions to the problems in land ownership of the
public and to make the functions of village offices more transparent
and efficient, the government have decided to form a forum at
village level comprising village officer and representatives of
Villagers. Village Officer is the convener of the forum and he has to
• organise a meeting of the forum on th& 3 rd Saturday of every
• month.

• Land Bank:
5.8.3. For the protection of Government land and also to make land
utilization more comprehensive and scientific, government have
• lounged an ambitious project called Land Bank. As per the project,
• village officer has to identify and demarcate the land. He has to
• maintain a register showing sketch and location of the area.

•
Granting permit for sand mining, rock
blasting:
• 5.8.4. Based on the sketch of the site and report of the village officer, the
. District Collector concerned grant permission for sand mining and

• Rock blasting.

• Natural calamity/Disaster:
5.8.5. A disaster/natural calamity is an event triggered by natural or manmade
• causes that lead to sudden disruption of normalcy within society, causing
• wide spread damage to life and property. The Village officer is bound to
• convey immediate information to the higher officers including the District

•
•
•
•
•
 41

Collector regarding natural calamity and disaster. As the District Collector

is the ex-officio chairman of the District Disaster Management Authority
under the Disaster Management Act, 2005, he will initiate immediate
steps for the mitigation of the effects of disaster. The Village Officer has
to render assistance for evacuation, rescue, relief, shelter, food, clothing,
medical aid, sanction, and rehabilitation etc. of the affected.

Election Work:
5.8.6. The Revenue Department is entrusted with the whole process connected
with general election work. The duties of District Election Officer are
performed by the District Collector and the Electoral Regstration Officer
by the Tahsildar and the Assistant Electoral Registration Officer by the
Deputy Tahsildar, Election. All other staff of the Revenue Department
especially Village staff play a leading role in the entire election process

Chief Minister'sDistress Relief Fund:

5.8.7. This fund was formed with an intention of helping the poor people for the
treatment of serious diseases and granting financial aid to the affected
persohs who died of mishap and so on. The application should be
submitted to the village officer. After enquiry and verification the
application is forwarded to the Tahsildar for favour of further necessary
action.

Major Routine works in Village offices

Transfer of Registry:
5.9.1. The application duly filled in the prescribed form as per GO (MS)
No.75/70/Rev dated15.6.1970 shall be submitted to the Village Officer.
The change of registry in the revenue records will be carried out by the
 -
•
• H
• 42

S Village Officer under the provisions of the Transfer of Registry Rules,

• 1966. The Village Officer was free to effect transfer of registry without
• subdivision and arising out of succession as per GO (MS) No.
• 584/91/RD dated. 1.10.1991. An amount of Rs.10/- shall be paid by

• the applicant as TR fee as per GO (P) No.610/91/RD dated. 29.10.91.

• The transfer of registry applicétions will be disposed by the Village

• Officer within 15 days from receipt of the application as per GO (MS)

No. 584/91/RD dated. 01.10.1991. If the transfer of registry cannot be
effected, the Village Officer shall communicate the party concerned
within a month.

• Rightto Information:
5.9.2. The Village Officer is also act as the State Public Information Officer. As
the State Public Information Officer in village office, he shall provide the
information required for the persons under the provisions contained in
. the Right to Information Act, 2005.

Collection of taxes/ recoveries/rate of

various taxes:
• 5.9.3. The Collection of revenue is the primary duty of the Village Officers
• under the instructions stipulated in various Act and Rules. Land tax,
• Building tax, Plantation tax and Luxury tax are some of them. (See

• Annexure. 1)

• Revenue Recovery
• 5.9.4. The establishment/firm who are affecting recovery against the defaulters,

• should submit an application in Form 24 to the district pollector.

Afterwards, the district collector issue Revenue Recovery Certificate

• empowering revenue official to start recovery proceedings. Then, it is

S
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43
the duty of the Village Officer to furnish a report to the recovery officials..
S The report includes full details of the defaulter, his properties and the
sketch of the location. The services of Village staff is highly necessary
for the execution of demand notice and confiscation of property. It is the

S duty of the village officer to keep the confiscated property under his safe
custody. His presence is also required at the time when the confiscated

S property is placed for auction. -.

Land Relinquishment:
5.9.5. Land owners can relinquish right on their property at their own will to
S the Government for welfare/developmental activities of the state.

S Application for this purpose should be submitted to the Revenue

S Divisional Officer concerned. The Revenue Divisional Officer forward

the same for report of the Village Officer through the Tahsildar. The
report furnished by the village officer should include sketch of the
I
property, Mahassar, Extract of basic tax register and copy of title deed.
I

I
Protection of Survey marks:
5.9.6. The Village Officer in entrusted with the following duties as per the
I
provisions contemplated in section 17 of the Survey and boundaries
I
Act, 1961.
I a) To prevent the destruction, injury, removal or alteration, of any survey
mark on or within the limits of his jurisdiction
I b) When he becomes aware that any such mark has been destroyed,
removed or altered, the mailer has to be reported to the Taluk
Surveyor by an entry in an Inspection register. An extract of which
I should be submitted periodically

I
 rd
5.9.7. If the registered holder of any land fail to repair demarcation of survey
marks within the period specified in the notice, the officer concerned
under the Act shall renew or repair the survey marks at Government
cost, which will be recovered later from the registered holder of the
land. In the case of a survey mark on the boundary between
Government land and registered land, the registered holder or the
owner of land touching the survey is liable to be responsible for the
maintenance..

Cardamom Settlement:
5.9.8. This rule is applicable only to ldukki district. The act contemplates that a
person who illegally occupied government land for cardamom
cultivation may be given the said land on lease for 20 years without
auction for cardamom cultivation. The village officer should prepare a
register containing sketch of the land in this regard and should be kept
in safe custody.

Ponnumvila Procedures:
5.9.9. As per the Land Acquisition Act of 1894 and Land Acqusition (Kerala)
•
Act of 1990 the government is vested with the power for acquisition of
the appropriate land for national interest by paying compensation to
. the land owner is vested with Government. It is the duty of the Village
Officer to measure the land to be acquired and prepare subdivision
sketch for each processions and submit the same to the Tahsildar for
further actions.
• 45

. Seizure of illegally mined sand and

:
prevention of illegal sand mining:
5.9.10. The village officer is responsible for confiscating illegally mined sand
• and prevention of illegal sand mining with the help of Police force.
• Also, he is responsible for the safe custody of the material until it is
• disposed of. The village officer should also initiate proceedings for

• auction.

• Prevention of illegal land filling:

5.9.11. As per the Kerala Land Conservancy Act, it is prohibited to fill the
• agricultural land for any other purpose including domestic and industrial.
• If any such act is noticed by the village officer, he should immediately
• prevent such illegal activity with the help of police and report the matter
• to the Tahsildar forthwith..

•
• Various Welfare Schemes:
• 5.9.12. Many welfare schemes such as financial assistance for T.B patients,
• Leprosy patients and Cancer patients are implemented through the
Revenue Department. Applications in this regard are to be submitted to

• the Tahsildar or the Village Officer concerned. Enquiry on the

• applications is carried out by the village officer.

•
• Disaster Relief:
• 5.9.13.Disaster Relief is granted in the following cases on the enquiry report of
• the Village Officer.

• 4. Damage to Agriculture, Plantations, Vegetable farming etc

• 4• When land is lost due to landslide or deviation of the course of the

• river

S
•
•
S
S
S

0
S FN
4 Mishap to Live stock
4• When any damage to the property of fishermen occurs due to
monsoon damages
4 Damage to the tools of Craftsmen
0 4 Damage to house
+ For the emergency supply of drinking water
• Damage to welts
4 To purchase medicine, fàod, clothing for disaster affected area
0
9 To remove stagnant filthy water and wastes in order to prevent
breeding of mosquitoes
9 For rescue operations, search operations
0

Other functions
S
S SI.
Functions F
Name of Act/Rules

1 fprevent destruction, The Kerala Survey and

S removal, alteration of survey Boundaries Act, 1961 and Rules

S
I
marks, furnish reports to
Tahsildars, collection of
964

Survey dues etc.

[{ëollection of tax /revenue jlrrigation Cess
S
L a maintenance of records
S 3 [Collection of tax /revenue Ikerala Building Tax Act
and maintenance of records
S
S r bIeii Ire
maintenance of records -.
Revenue Recovery Act

S
5 Throtect Government land Kerala Land Conservancy Act
S from encroachment,
collection of dues and
•l
furnishing reports on
encroachment I
[i Enquiry on land Kerala land relinquishment Act
relinqthshrnent
S [Recoveryofarrears !Kerala Land Development Act

S
S
S
a

8fFurnhingreport
19 ollection_of dues
[Ti Collection of dues
11 Collection of dues
[T ñ enquiry reports,
collection of dues and
maintenance of records
13 [Management of surplus land
jand collection of usufructs
r14 JManagementof receiver
property
15 [urnish preliminary
information on escheated
cases to Tahsildar and
.
47
[Kerala Land Utilisation Order
Iseulement scheme patta Rules
Rules for sale of land for coffee
and tea cultivation rules,1974
Rules for lease of land to
Government offices and
Bungalow
IRules for lease of Government
land for tobacco cultivation
Kerala Land Reforms Act
Civil Procedure Code,1908
erala Escheats'and Forfeitures
rAct 1964 and Rules, 1965

16
1management of escheated
property
JEnquiry and report to the Kerala Treasure Trove Act, 1968
Tahsildar and Rules 1971
17 [Enquiry and report to the The Kerala Scheduled Tribes
Tahsildar (Restriction on transfer of lands
S and restoration of alienated lands)
Act, 1975 and Rules 1986
118 Report on Transfer of Transfer of Registry Rules, 1966,
Registry cases
19 Furnish enquiry reports :Kerala Minor Mineral
Concessions Rules 1967
[o[urnish enquiry reports jArms Act and Rules
r21 7ish enquiry reports Explosives Act and Rules
fl22 [Furnish enquiry reports Government orders on issue of
S certificates
S 23 [&nish enquiry reports Kandukrishi land Assignment
Rules, 1958
r24 1Furnish enquiry repo rt s Sreepandaravaka lands
S I (
and Rules
[26 Furnish enquiry reports IThe Kerala Service Inam lands
-- V&E) Act 1981 and Rules 1981
S ' 27 IFurnish enquiry reports Ikannan Devan Hills (resumption)
S
. 5
S

S
• 48

• At ct
1981 and Rules 1981
•. 28 Enquiry report, updating of Govt. Orders on issue of Patta to
land records etc. beneficiaries of one lakh housing
scheme
• [ 29 Enquiry and report
• -S&n?&r6viion of House
sites to rur& poor
30 Enquiry and report
• Rules for issue of Record of
Rights to occupants of
• 31 Enquiry and report
iporamboke land

• IGovt. Orders on transfer of Govt.

land from one department to
another

• 32 Enquiry and report rGovt. Orders on sanction of

• - financial assistance from Chief

'Ministers distress relief fund

• 33 Enquiry and report Rules for sanction of financial

assistance to Leprosy patients
•. 34 Enquiry and report Rules for sanction of financial
assistance to Cancer patients
35 Enquiry and report - - Rules for sanction of freedom
• fighter pension

• 36 Enquiry and report Rules for sanction of pension to

Circus artists
• 37 :rqry and report to the Rules for sanction of pension to
• Tahsildar Men of Arts and Letters Scheme
for legal aid to poor
• 38 Enquiry and report to the
Tahsildar
Rules for sanction of pension to
I Ex-land lords

• 39 Enquiry and report to the

Tahsildar
rscheme for employment
lassistance to dependents of Govt.;
• servants died in harness

• 40 Collection of arrears Low income group housing

scheme
• 41 Collection of arrears [Middle income group housing
scheme
42 Collection of arrears iRehabilitation housing scheme
• 43 Collection of arrears Kudikidappukar's housing
• 44 Collection of arrears
' scheme
__-
Kerala Land Reforms Tenancy
Rules, 1970
•
•
•
•
•
• 49
I
45 Updating of land records
•. 46 Render assistance for
evacuation, rescue, relief,
• shelter, food, clothing,
• medical aid, sanction,
rehabilitation etc. of the
• affected
• 47 Enquiry and report
• 48 Enquiry and report.
I marriage_of their daughters
I 49 Enquiry report to the local
self Govt.
I 50 Enquiry report to the local
self Govt.
51 Enquiry report to the local
I self Govt.
52 Enquiry report to the local
I
self Govt.
I 53 Enquiry and report
• 54 Enquiry report to LSG
I 55 Enquiry and report to LSG
• to scheduled Castes/Scheduled
a
W
56 :nqjjfty and report
I for industrial purpose
• 57 Collection of arrears - -
• 58 ProvEding site plans to
I Courts
• 159 Enquiry and report
60 Arrangement of polling
I •stations
• 61 Enquiry and report
• 62 Enquiry and report
I
I
I
I
I
Ker&a Land Reforms (vesting
and assignment) Rules, 1970
Scheme for providing financial
jassistance to victims of Natural
calamity and disaster
-
Scheme for death compensation
to the legal heirs of the NRls
rScheme for grant of financial
assistance to the widows for
National Old Age Pension
Scheme
jcheme for payment of — nsi
to physically Handicapped --
National Maternity benefit scheme
pension to unmarried women
labove 50 years
IScheme for unemployment wages
Aicultural workers pension
Financial Assistance for marriage
of daughter's of women belonging
Tribes
IRules of assignment of Govt. land
Rules for grant of land improve
merit and Agricultural loan
The Kerala Survey and
IlBoundaries Act, 1961
IThe Citizenship Act
Election Manual/Conduct of
Election Rules
- Foreign Contrthution Act
:Prevention of atrocities against
SC/ST Act
& 4

S 50
S 63 jEnquiry and report - Evacuees Property Act
S 64 [Rendering assistance lJoint verification of Tribal lands
S 65 [Rendering assistance IJoint verification of Forest lands
66 [Enquiry and report For Coffee registration
S
[ëT[nquiry and report -
IFor cardamom registration
S [ëiEnquiry and report Mental Health Act
[69 and repo rt Prevention of Cruelty towards

S I I Animals Act
r° [furnish report Criminal Procedi.ire Code
71 Furnish report - - - Agricultural pests and Diseases
- - -
- Act,1958 H
r72 i Furnish report -
Kerala Anatomy Act 1 1957
73 [Furnish report IKerala Forest Act,1961
74 ~V6rnish report Kerala livestock improvement
Act,1961
S
175lFurnish report - Kerala Panchayat Raj Act
S Criminal Justice
[76 Furnish report
S
S
S
S
RVI
S
S
S

S
S

S
S
S
S

S
S
I

• 51

Work Measurement and Analysis

• 5.10.1 It came to the notice of the work study team that the village offices in the
state face not only prdblems related to lack of infrastructure but also grave
issues related to rendering of services. A few of them are given below:

• Tax Collection
• 5.10.2. Tax collection is one of the important functions of Village Offices. Various
• type of taxes viz, Land tax, One time building tax, Luxury tax, Plantation
• tax etc., are collected through village offices. In most of the village offices,
• full time service of a Village AssistantlSpecial Village Officer is utilized for

• the collection of various type of taxes.

• 5.10.3.There is no specific time schedule for collection of taxes in village offices.

• The Tax Payer can remit tax at anytime between 10 am and 5 pm. This
• causes certain difficulty to the staff as they have to enter the details of

• each day's collection in the Day Book Register in the äame day itself.

• Limiting of remittance time to 4pm may help village staff to furnish the

• cash balance statement by 5pm and this will help them start the collection
of taxes early in the next day. Hence the work study team recommend
that the time for remitting various taxes may be limited up to 4 pm in
order to ensure healthy functioning of village offices.

• Preparation of Database and issue of

• Computer generated Receipts
5.10.4. At present there have no comprehensive database system with details of
land and landowners in village offices. The practice of issuing
• manual/handwritten receipts still continues. This practice is time
• consuming when compared to computer-generated receipts. By entering
• the details of land and landowners in computer at the time of tax
•
•.
•
•
•
I

• 52

• collection, a database can be created gradually within a period of one or

• two years and the same may be updated during the time of further

• collection of tax. Therefore, the work study team suggest to introduce

• computer-generated receipts for all type of taxes in village offices,

immediately.
•
• Enhancement of cash limit at hand
•
• 5.10.5. As per the existing instructions, the tax amount collected at village offices

• has to be remitted in Treasury after verification by the Taluk Officer

• concerned, not exceeding the limit of Rs.5000/- or once in a fortnight

whichever is earlier. Since the number of land holders, commercial
buildings, residential buildings etc. has increased considerably, collection
of various taxes in village offices may run into thousands of rupees per
day. As such, the Village staff have to visit the Taluk office and Treasury
quite often for remitting the payments. This cause wastage of time and
labour and also hinder normal activities of the village offices. In this
circumstance, the cash limit of Rs.5000/- need to be increased. The work
• study team suggest that the limit of cash that can be kept by the
• village staff should be enhanced to Rs. 10000!-.

Realistic revision of land tax

5.10.6. Unlike in the past, the value of land across the state has been rising
• considerably at present. But tax collected in village office is very meager
• and not proportionate to the land value. Even though the tax rate was
• revised last year, it was done disproportionately. This causes huge deficit
• in revenue collection to the state exchequer. Therefore, the work study -

• team recommend that the rate of land tax should be revised in a

• pragmatic manner proportionate to the land value.

•
•
•
•
•
•
 • 53
• Luxury Tax
•
• 5.10.7. In addition to Building Tax, Luxury tax of Rs. 2000/- has also been

• imposed on House Buildings having more than 278:7 Square. Mete. If it

• were completed on or after 01/04/1999. This flat rate is applicable to all

other big mansions even with 10000 S.ft. In other words this flat rate is
applicable to 3000 S.ft houses and 10000 s.ft houses alike. This Flat
Luxury Tax of Rs.2000/- can never be justified. There should be a slab
system of Rs. 2000/- to houses having 3000 to 4000 S.ft and Rs. 5000/- to
• houses having 4001 to 5000 s.ft.

5.10.8. 'Home' is a dream of millions of people. But the resources are limited. In
this scenario, it is inappropriate that a small section of the community is
enjoying a lions' share of the resources. Moreover, an increased house
. building tax will discourage the trend of constructing huge houses for a
small family of 4 members. Therefore the work study team suggest that
a slab system in the case of Luxury Tax as recommended in pre para
• should be introduced in the state urgently.
•
• Lease Rate

5.10.9. Government Land and Fruit Trees are being given on nominal lease for a
• year. See the Table below
S
Trees Period Rate!Tree
El -.4
Cocunut Tree 1 Year Rs. 50
S 1 Year Rs.25
Arecanut
S 1 Year Rs.15
Jack Tree
S Palm 1 Year Rs. 8
S Tamarind 1 Year Rs.25
S Mango tree 1 Year Rs. 25
S Cashew Tree 1 Year Rs. 21
S
S
S
S
S
'0

54

Land Period Rate/Cent

Land 1 Year Rs. 1.50

Oruppu nilam 1 Year Rs. 1.50

Irippu nilam 1 Year Rs. 2.25

5.10.10. From the table it could be seen that Government property is being leased
to outside at a cheap rate. One kilo of Mango will cost Rs. 30/- even on
a peak season. But the Government get only Rs. 25/- for a single Mango
Tree. It is high time to revise the Lease Rate. Therefore the work study
S team recommend for revising the Lease rates year by year at a
reasonable rate and the same will be resulted in the revenue of the
Government.

Assessment of Building Taxi Booking of new

S
building
S
5.10.11 .Now, Village Officers have to conduct field visits in search of new buildings
S
if any have been constructed in the village area and also to assess and
S collect One Time Building Tax. Here it is to be noted that Local Self
S Government Institutions are entrusted with the duty of assigning number
to newly constructed building. As far as the owners of buildings are
S concerned, permit from the Local Self Governments is inevitable for
S availing electricity and water connections. If Local Self Governments insist
S for remittance of one time building tax, the owners will automatically
approach the village office for remitting one time building tax. This method
will help the village officer to identify new constructions, save much time

S and focus on other utility job. Hence the work study team suggest that
necessary instructions should be given to the Local Self Government
S
Institutions to make it mandatory the remittance of One Time
S
Building Tax in advance in village offices for allocation of number to
S
newly constructed buildings.
S
S
S
S
S
 55

Permifting Village Field Assistant to collect

tax and issue receipts
5.10.12. In village offices, the responsibility of collecting various type of taxes is
assigned to Village Assistants/Special Village Officers. The Village Field
Assistants are assigned with the duty of serving notices, protection of
land stones, assisting Village Officer for measurement of land/building,
cash remittance etc. The post of Village Field Assistant belong to Class-
Ill. It is a fact that in most of the village offices, Village Field Assistants
help Village Assistants by filling chalans for tax collection even though
they are not authorized to do so. If the Village Field Assistants are also
authorized tax collection(in addition to Village Assistants), it will help to
reduce the difficulties being faced in most of the Village Offices due to
heavy workload. For this, the qualification for the post of Village Field
Assistant need to be revised. As per the existing norms, qualification for
the post of VFA is pass in 7th standard. It should be revised to a pass in
10th standard or equivalent. If the above recommendation is implemented,
it will ensure optimum utilization of existing staff without any extra cost and
will help the Village Offices become more customer-friendly. Therefore
the work study team recommend that necessary orders be issued
authorizing Village Field Assistants for the collection of various
taxes also. Their qualification for the post of Village Field Assistants
be revised as pass in 10th standard or equivalent.

Bifurcation of Villages
5.10.13. Every village in Kerala is different from one another in area, population,
geographical nature, living standard of natives and occupation etc.
Boundary of a village is normally determined by considering the above
criteria. But some villages are remarkable for their wide area or
population. Most of the big villages located in Idukki and Wayanad districts
are with natives of tribal people who are concentrated on some pockets
 56

viz settlements inside the forest. These people will have to travel long
distance to get to the village offices. Moreover, transportation facility in
these areas is insufficient. So is the case with the village staff also. They
have to travel deep into these forest settlements for field visit where
transportation facility is inadequate. Therefore the Work Study team
recommend bifurcation of group villages immediately to ensure
effective delivery of service to the public.

Revenue Recovery
5.10.14. Revenue Department also act as a wing to make revenue recovery from
individuals or institutions in favour of Government Bodies or Public Sector
Undertakings as per requirement. Nationalised Banks, KSFE, KSEB,
Water Authority, BSNL etc. often rely on the Revenue Department for
effecting recovery from their defaulted customers. 5% percentage of the
amount recovered from the defaulted party is allotted to the Revenue
Department towards the cost of recovery proceedings and it become
possible only after the completion of recovery proceedings. In some
cases, it is seen that when the recovery proceedings are initiated, the
party concerned approach the parent department where the amount is due
and make an one-time settlement. In such cases, the Revenue
Department does not get 5 % of defaulted amount towards cost of
recovery proceedings. Actually the Revenue Department cost expense for
the recovery related proceedings like serving of notices etc. Hence the
Study Team recommend for inserting a condition in the Rules and
Procedures related to Revenue Recovery that . an
lnstitution!Department approaching Revenue Department for
recovery related proceedings should remit 5 % amount in advance to
the Revenue Department.
 57

Seizure of Sand, Earth and rock etc..

5.10.15. Another major work assigned to village office is the seizure of illegally
mined sand, earth, rock etc. With the boom in construction field, illegal
mining of natural resources is also on the increase. A village officer is also
made responsible for capturing these illegally mined natural resources and
handover to the police for further proceedings. Situation is that, without
enough police force a village officer dares to encounter a powerful mafia
which has enough political support and money power, by jeopardizing his
life. The village authorities are not provided with vehicle and self
protection gear while they set out for these risky job. These type of work
can only be done with the help of a force. The work study team heard
many harrowing tales of village officers during our interaction with them. In
several instances the police were not ready to co-operate with the revenue
authorities. In this circumstances the work study team suggest that
the village authorities should be exempted from the work of seizure
of illegally mined sand, earth and rock etc. instead, a Revenue Task
Force under the control of a Deputy Tahsildar, Headquarters be
formed at Taluk level wherever required, without creation and
recruitment of further staff.

Permanent Conveyance Allowance

5.10.16. Village Officers and Village Assistants often travel across the village
concerned for enquiries in connection with land and landowners. But only
a nominal amount is allowed to them for the purpose as permanent
conveyance allowance. An amount of Rs.110/- and Rs.100/- per month is
allowed to the Village Officer and Village Assistant respectively as
Permanent Conveyance Allowance (PCA). Moreover, before issuing a
certificate to the applicant, the Village Officer has the responsibility to
conduct proper enquiry in order to ensure the veracity of the details
 claimed. In most cases, the village officer has to conduct field enquiries.
Similarly in connection with protection of boundary stones, preservation of
land and other enquiries, Village Assistants have also to travel through out
the village. As said earlier, Village Officers and Village Assistants have
often to travel across the village for conducting enquiries in connection
with all and sundry affairs taking place in a village office. But they are
allowed only a nominal amount for the purpose as permanent conveyance
allowance. An amount of Rs.110/- and Rs.100/- per month is allowed to
the Village Officer and Village Assistant respectively as Permanent
Conveyance Allowance (PCA). This amount is very rTieager and will not
help them to manage all their official journeys. What is seen practiced in
the village off!ce is that, the stake holders who come for various purposes
are asked to arrange vehicles for the field visit. This situation will lead to
corruption and unfair practices. So it is high time to probe for some
solutions. Hence the Work Study Team recommend that the
Permanent Conveyance Allowance (PCA) for Village Officer and
Village Assistant have to be enhanced to Rs.2501- and Rs.200/- per
month respectively.

Inadequate Time for the execution of orders

5.10.17. Being the field level unit of government administration, village employees
have to attend to a lot of work relating to general administration such as
Election works, Law and Order issues, New welfare schemes and
projects, Land acquisition, Paddy field conservation and many more. The
Government and the Revenue department need a lot of field level
information for various projects and schemes. It is the Village Office that
collects the necessary information for the Government and the Revenue
Department. Since the work of data collection involves extensive field visit,
the village authorities need a lot of time for compiling data. But. the
authorities never give sufficient time for necessary data collection. Under
 59

the pressure of superior officers the village officer is compelled to furnish

inaccurate information to the authorities concerned which inturn spoil the
very purpose of the Projects/Schemes. Therefore, the work study team
recommend that for major data collection work the Tahsildar should
hold a discussion with the village officers for arriving at a consensus
on the time frame of the data collection and sufficient time should be
given accordingly.

Contingency Fund
5.10.18. Whenever an emergency situation like natural calamities happen, it is the
village employees who run to the spot first. They engage in rescue
. operations and co-ordinate rehabilitation activities. For all these initial
operations, the village officer always find money from his pocket. Likewise,
the village officer always find himself in a tight situation When it comes to
the payment of office electricity charge, water charge and telephone
• charge. Though these casual expenses will be reimbursed later from the
• taluk office it usually take several months. Against this background the

• work study team suggest to form a Contingency Fund of

• Rs.1,00,000/- at Taluk level with the Tahsildar as the custodian of the

• fund in order to meet contingency expenses at village level.

• Compulsory Service in Village Offices

• 5.10.19. Village Offices are the grass root level unit of the Revenue administration.
People approach the village offices first for every matters connected with
40
the government. Every village staff deal with the subjects relating to
Revenue administration, Law and Order problems, Land administration
and Protection, Welfare measures and many other subjects related to
General Administration of the government. Moreover the village
employees should be well versed with the rules and regulations of
•
•
-S
I

• 60

• revenue village administration. It is not an exaggeration to say that nothing

• happens in a village without their knowledge.

5.10.20. But, it is very unfortunate to note that many employees of the Revenue
Department have no experience of working in village offices. Many of
• them are reluctant to work in village offices and they are known to use
• even political influence to escape posting in viliage offices. When these
• employees get promotion as Village officers, only then they come to work

• in Villages offices. How can a Village Officer who has no working

• experience in village administration discharge his duties effectively?. How

• can a revenue employee manage the administration of a Taluk without the

• administrative knowledge of its basic unit?. On the whole, the result is the
degeneration of governess in the Revenue Department. The work study
team took note of this terrible situation and thereby the team
recommends that every employee in the Revenue department should
have at least 2 years of service in a village office and the service in
village offices should be made mandatory for getting promotion to
the post of Village officer, Revenue inspector and head Clerk.
•
•
• . Work Load Analysis

5.11.1. As far as a village office is concerned, the major activity lies in the issuance

of certificates. . The work load in a village office is always increasing

proportionately to the increase in population and social welfare schemes.

There are more than 25 type of certificates are being issued from the

village offices. The village officer is authorized to issue different kind of

certificates, which are to be used at state level. For certificates to be used

at national level, the village officer has to prepare a report and send to the
 61

Tahasildar. Thus, the lion's share of the day's working time of village

officer is being spent for this. For instance, the pattern of certificate

issuance for the first half of the year 2010 and 2011 atChingoli Village

Office under Karthikapally Taluk is shown below.

1200 r - -

1000

200

600

400 -.

200

0 L

Jan Feb Mar Apr May June

—t-2010 —2011

It can clearly be seen from the graph that there is considerable increase in
certificate issuance during 2011 when compared to 2010. This upward
trend is applicable to all types of works in village offices.

5.11.2. Before issuing a certificate of any kind (Nativity Certificate, Income

Certificate, Community Certificate etc.), the Village Officer has to conduct
necessary field enquiry for ensuring the veracity of the facts as declared
by applicants. But the Village Officers are forced to avoid field enquiries in
most of the cases due to accumulation of applications. An average of
more than 70 applications are seen received for various certificates in
many of the village offices in the state. This accumulation of applications
forced the village staff to depend on second-hand/indirect information
I

• 62

• which is collected from the general public without proper enquiry. This
• leads undeserving applicants to gain benefit.
S
5:11.3. Normally there are two posts of Village Assistants in a village office and
the village Assistants are supposed to assist the Village Officer in all office
works as well as field duty. Village Assistants have regular duties related
to collection of taxes, transfer of registry (pokkuvaravu) etc. Hence, in
• most of the village offices, the Village Assistants/Special Village Officers
• have little time to help the Village Officer in processing applications for
• various kinds of certificates. This situation causes accumulation of
• applications in the village office. This may lead to the issuance of
• certificate without proper enquiry. The above situation may also cause

• nepotism and bribery. So it is high time to probe for measures to rectify

• the defect.

• 5.11.4. As said earlier, the Village officer is responsible for conducting enquiry
• and submit reports to the District Collector, Revenue Divisional Officer
• (R.D.O.), Land Tribunals, Civil Courts, Tahsildar, Special Tahsildar (R.R.

• & L.A.), etc. and even spot mahassar to local police station. Before

• issuing/submitting a report, the Village Officer has to made necessary

enquiries / site inspection to ensure the veracity of the facts. For
•
conducting enquiries, the Village Officer either assigns the duty by himself
or authorize the Special Village Officer / the Village Assistant for
conducting spot enquiry. Normally, due to the lack of conveyance facility,
the village staff does not conduct field visit for a single case. Instead, field
visit are undertaken for indispensable cases only. A number of field
enquiry cases are taken together and they undertake an onetime field visit
• for enquiry cases. Usually the Village Officer, Special Village Officer or
• the Village Assistant conduct field visit separately covering 2 to 4 hours a
• day. Since field visit is an essential procedure to ensure the veracity of
• the claims of the applicant and also to ensure that the certificate is issued

•
S
•
•
S
 /
4

• 63

• to the needy and the deserved, the work study team decided to allot 3
• hours per day for each clerical staff in Village Offices for enquiry cases(

* One hour each to the Village officer and the other two Village a 1ssistants).

• This 3 hours time per day in total can be utilised for conducting enquiries

• by the Village Officer, Special Village Officer. or the Village Assistant.

•
0

ID

•
S
S
S From the Pie diagram it can be seen that 16% of the total daily office time
• is set apart for field visit only.
•
• 5.11.5. If the service of a Village Assistant is made available for processing the
applications, it will be a great help to the village officer for timely disposal
S
of applications . But the area of tax collection, pokkuvaravu etc. often
hinder the village assistants in the timely disposal of applications. If the
S Village Field Assistants are also authorized for collection of taxes, the
S village assistants will get sufficient time for dealing with the applications for
S certificates received in the village office In such a way the Village Officer
S can spent free time for focusing on other works. Such a modification in
work allotment may help functioning village offices smoothly.

S
S
S
S
0
 Other
• Other
Works • Works Duties
assign
ed by
o, V.A
Vt)

n Other
Works •
• X-c---,
•• /lroce
( ssing Tax
Collection
V.F.A

5.11.6. A change in work allotment methodology as proposed above will help to

solve the above problem to a certain extent. The work study team could
realized that some village offices are suffering more because of the
exorbitant area of the village, population or enormous number of
applications for various certificates. The time required for processing an
application and issuing certificate varies from one case to another. In
some cases the procedure may be simple and can be done after verifying
the records available in village offices or available with the applicant. But
sometimes it necessitates field enquiry and have to spend more time.

5.11.7. The factors which affect the volume of various applications in a Village
Office are shown below.
Population
Occupation ;-

Finañc
hal •..
Condit
• ton

cast
0
S
S
S 65
S If an average of 10 minutes is to be allotted for issuing a certificate, a
S village officer can issue an average of 30 certificates per day pending
S 300 minutes (ie. 5 hours per day).This means that 81% of the working
S time of an employee per day is utilized for issuing certificates only.

S
S
S
S

S
~Jo
369
S Q
S
S
S
I • Total Time 369 min • Time for Certificates. 300 nun. 83%

S 5.11.8. If the number of applications increases, the situation may become more
complicated as mentioned above. Nepotism and bribery may set-in and
• thereby spoiling the reputation of the village and ultimately may spoil the
S
goodwill of the Government.
I
5.11.9. Whenever Government launches welfare schemes, there will be a rush of
people to obtain eligibility certificates such as income certificates, caste
certificates etc. During school re-opening time, there will be another rush

S of people. Along with the issue of certificates, the Village Officer has to
look after other routine affairs such as Pokkuvaravu, land matters etc. He
has also to carry out the instructions of the higher level Revenue officers
S
with regard to general administration; attend meetings, conferences, hold
S
meetings etc. This also consumes large portion of a village officer's time.
S
As said earlier, the village officer is a touring officer who has to visit every
0

S
S
S
4
I

I 66
I nook and corner of the village. The Village officer entrust the Village
I Assistants to conduct field visit in certain cases. Work connected with
Pokkuvaravu and issue of location certificate necessitate field visit.
I Activities connected with protection of boundary stones, government
I lands, and implementation of welfare measures, necessitate field visit of

I the village officer in the length and breadth of the village.

5.11.10. Along with the issue of certificates, the village staff has to collect various
I taxes like land tax, building tax (one time tax), luxury tax, plantation tax
etc. One of the two village assistants is entrusted with the duty. On a
comparative analysis, it is identified that an average of 50 receipts are
issued from a village office per day. If the tax payer come for remitting tax

I with specific details like old receipts, fresh tax receipt writing becomes

I easier for the staff and requires very little time. If such details are not
available, the village staff has to verify the volume of registers for
I
identifying survey number and Tandaperu etc. In normal cases, the village
I
staff after identifying the details in the register, calculate tax, accept the
I
amount, write fresh receipt and enter details in the registers. Altogether
I
this process requires an average of 7 minutes per case. If there are 50
receipts per day, the village staff has to spend 350 minutes per day for
a writing receipts only. This means that 5.8 hours per day is spend for the
I issuance of Tax receipt.
a 5.11.11. As per the work study norms an employee has to work for 1700 man
a hours in a year which includes time allotted for personal and fatigue
a allowance @ the rate of 15%. As far as a Village Office is concerned, a
a village assistant has to spend 1575 Man Hours in a year for writing
a receipts only. See the diagram on the previous page. If the number of
a receipts increases, time required for the activity also increases.
a
a
a
a
a
a
a
 67

5.11.12. Transfer of Registry or Pokkuvaravu is another important activity that take

place in village office. However, no Pokuvaravu activity is being done in
villages across Malabar Region because Land Resurvey has not been
completed there. The required forms duly filled with supporting details are
sent to the village office through Sub Registrar offices. If it is a case of full
• sub division (sale/disposal of the whole area), all formalities are done in
the village office itself. But if it is a case of sub-division (sale or disposal of
part area), the village officer has to send a report to the Taluk office
inorder to get their consent. In both cases, the details are to be entered in
the registers kept in the village office. In order to ensure the genuinity of
the sale/ disposal, the village staff has to visit the site and if required the
measurement of the plot also has to be done. An average of four cases of
Pokkuvaravu are seen received in most of the village offices. From receipt
to disposal of applications (except the field visit), the process require a
minimum time of 45 minutes. If there is 4 such cases are dealt with in an
office, a minimum of 3 hours are required per day amounting to 810 man
hours per annum.

5.11.13. Along with the issuance of certificates, tax collection, Pokkuvaravu,

Meeting/Conference, there are other duties also connected with land
matters and general administration. Work connected with election, census,
prevention of unauthorized sand mining, encroachment, and preservation
of boundary stones, waterbeds, and agricultural land etc., also demand
time and labour from the village staff. During times of natural calamity like
flood, drought, earth quake, tsunami, etc., the village staff are required to
be present in the troubled areas to alleviate difficulties of the affected
people. The Village Officer has to attend at least two meetings in a month.
Many of other works mentioned above are of seasonal nature. But village
employees shall be ready to face any emergency situations.
• 68

• 5.11.14. It is reasonable to give 10 hours in a month for all such other works to
• the village employees. Hence, the total time will be amounting to 120
• Man hours in an year. It is not at all an exaggeration to say that nothing

• happens in a village without the knowledge of the village staff.

• 5.11.15. As far as the Village Office is concerned, there are more than 45 different
• . types of registers, including Jamabandhi register. The three clerical staff

• and the Village Officer is obliged to keep the registers up to date and
make it ready for inspection at any time by higher officers. According to
•
• the workstudy norms, a synthetic time of 20 minutes can be allotted to
each functionary for the maintenance of registers. Hence total time in this
•
way will be of 60 minutes per day which will amount to 270 Man Hours
per annum.

• _____________

•
mTime for Registers&Records management. 270 h/51 00
•
• 5.11.16. In the case of a Village Office, most of the registers are maintained during
the time of working hours. For example, when the time of transfer of
Registry or issue of certificate is done, entries in the registers concerned
are also done simultaneously. Many Village officers complained to the
• work study team that the registers are not supplied to them in time.
•
•
•
•
•
-b

Therefore, they have to prepare duplicate registers all by themselves

S buying note books from outside. This may affect the confidence level of
S the staff and lead them to unfair practices. The department may,
S therefore, take every initiative in the direction of supplying necessary

S registers and other stationery to them at the appropriate time

5.11.17. As such, village offices function with an average issuance 60 various

S certificates, 60 to 70 land tax receipts, besides other routine works. But

S they are compelled to function with the existing staff pattern. According to
the work study norms if the total work load of a clerical functionary does
not exceed one third of 1700 man hours annually, there is no scope for
additional staff. The excess work load up to a maximum quantum of one
third (up to an annual maximum of 570 man hours for a single functionary)
S
may well be annulled.
S
5.11.18. It was also identified that the work load in a village office has an oscillating
S
nature. Work load in a Village Office for the first 4 months during 2010 is
S
shown below.

S
S
2500
S
2000

S 1500 o Crtfcts
o Tax
1000 0 PokuvaravU
S
500

0
Jan Feb Mar Apr
S
S
S
S

S
 70
S

It can be seen from the graph that work load in a village is not uniform
S but rather seasonal. This workload more depends upon welfare policies of
S Government, General Election and School reopening period
S
5.11.19. During peak season like school re-opening time, there is a tendency to
rise the work load to its maximum (See the diagram. During the month of
May, June and July in the year 2010 and 2011, number of certificates
S issued is more than that of the remaining months.)

1 Noof
S Certificates I
issued
during 2010
S I and 2011

S
S
S
S
S
S
S

5.11.20. Apart from the peak season as mentioned above, the functioning of a
S
village office is working in a soft rhythm. The Department can think of

S
S
• 71

• providing the village staff with incentives, good service entry and similar
• honours inorder to encourage better performance among themselves.

5.11.21. In the case of village offices with more than 60 certifioates and 70 land tax
receipts as out turn per day can think of creation of an additional post of
• Lower Division Clerk. The Department is on the lookout for total
• computerization. In this circumstances, the service of an LDC having

• computer knowledge can be utilized far better. For instance, in certain

• villages in Palakkad District, the Department has started issuing

• certificates and doing Pokkuvaravu in collaboration with Akshaya centers.

• 5.11.22. With regard to the creation of post, a few things have to be taken into
• account. The creation of post can be done in the feeder category of lower

• division clerk. At the same time, the category of Special Village Officer

• (senior most UDC) may be renamed as Assistant Village Officer.

• Simultaneously, duties and powers of the Village Officer in connection with

the issuance, of certificates may also be delegated to the Assistant Village
Officer for issuing certificates in the absence of the Village Officer. When
the \'illage Officer is absent, people will be able to get certificates under
the seal and signature of the Assistant Village Officer. Therefore the
work study team recommend that the post of Special Village Officer
be renamed as Assistant Village Officer without change of pay or
• rank and to authorize him to issue certificates in the absence of the
• Village Officer.
• 5.11.23. At present, if a village officer is not available or on leave, the Tahasildar
• concerned take initiative for handovering charge of the Village Officer. The
• charge of the village officer is handed over to the village officer of the
• neibouring village. This create great difficulty to the public of both the

• villages as well as to the village officer assuming additional charge. During

• the period of the study, the team noticed certain village Offices in the State

• with the post of the village officer lying vacant for long period. If the Village

•
•
•
•
•
 72

Officer holding additional charge is at an affordable distance, he will be

able to manage the affairs to a certain extend. If not he will not be able to
manage things smoothly.

5.11.24. In the case of authorization of additional charge in Village Offices, the

Revenue Department can have other options also. At present there are
minimum posts of Deputy Tahasildars attached to each Taluk. Each
Deputy Tahasildar is holding the charge of two to three Village Offices.
They conduct routine visit to the village offices and supervise the
activities going on there. The post of Deputy Tahasildar is a promotion
post of Village Officer. Hence the Deputy Tahsildar is well versed in the
day to day affairs of the village Offices. The absence of the Village Officer
can be managed effectively by handing over full additional charge of the
Village Office to the Deputy Tahasildar concerned. The department can
think of providing special allowance to the Deputy Tahasildar for holding
full additional charge of the Village Offices.

5.11.25. At the outset of the chapter, it has been mentioned that major activity
taking place in Village Office is the issuance of various certificates. There
is a prescribed application form for each certificate which the applicant
has to bought from outside and submitted tothe office duly filled. Normally
this activity is done with the help of externa! agencies who demand
exorbitant rates. The work study team during data collection found many
such agencies attached to village offices and Taluk offices misleading and
misguiding the common people. Most often these agencies act as
middlemen and play cunning tricks on the poor people. If this practice is
continued, it will spoil the goodwill of the department. Therefore, the
department has to probe for rectification measures. Forms should be
provided to the people either free of cost or at a reasonable rate. The
officer in the help desk/enquiry counter can assist the people in getting the
forms filled by themselves. Hence the work study team recommend
I

• 73

• that the prescribed application forms for certificates and other

• purposes should be provided to the people at a reasonable rate.

• 6.11.26. The Village Officer issues certificates to the people for various purpose.
• The purpose will be mentioned specifically mentioned in the certificates.
• Therefore, a person who get a certificate for producing in the Supply

• . Office requires another one for producing before the Panchayat Office. In

• fact this is a repetition of the same work resulting additional workload in

Village Offices. Some certificates like nativity, residence, legal heir ship

• . etc., have a permanent nature. Such certificates, if issued for onetime can

• be laminated and kept for lifetime use. The department may probe for

• some measures in the direction so that the difficulties of the people and
the village staff can be reduced. Therefore the work study team
recommend that validity of some certificates like nativity, residence,
. legal heir ship etc. should be made life time. The Revenue
Department should consider issuing orders accordingly.

5.11.27. The general staff pattern of village offices is one Village Officer two
. Village Assistants. They are the staff members contributing the whole
. clerical work. There is also two Village Man in the Village Office. Duties
assigned to them are different. They are serving of notices, assisting
village staff for measurement of land and buildings, carrying of letters,
• reports and messages to higher offices, treasury duty etc. As such, the
• clerical staff (village officer and village assistants), have to perform duty

• for 5100 man hours per year (as per work study norms a functionary has

• to contribute 1700 man hours a year).

• 5.11.28. If there is an average of 30 certificates are being issued from a village

• office per day, time required for doing the job will be of 5 Man Hours per

• day amounting to 1350 Man Hours per year. If there are 50 receipts per

• day (laid tax, building tax etc.), an average of 350 minutes is required for

• the work per day amounting to 1575 Man Hours in a year. If there are 4

•
S .
0
 'LI
Pokkuvaravu cases in an office every day, 3 Man Hours are spent for the
purpose amounting to 810 Man Hours in a year. The clerical staff of the
village office has to go for field visit every day. An average of one Man
Hour can be allotted for field visit per day. Thus total time taken in an year
can be calculated as 810 Man Hours. Register Maintenance and record
keeping are also another major work in village offices. They have to
preserve many valuable records on government land and other properties.
As per the work study norms, a synthetic time of 20 minutes can be
allotted to each functionary for the purpose. The total time thus taken will
be of 60 minutes per day amounting to 270 man hours annually. As the
government carry out general administration through the village offices;
the village employees are bound to do a lot of various type of job like
. Election, Census, Law and order problems etc. Since these types of
S works involve extensive field visits it is reasonable to give 10 hours per
S month to the village staff. The total time taken in a year can be calculated
S as 120 Man Hours per year. In this way the workload in general of a
S village Office can be measured as shown in the table below.

Time (hours per Total Time (hours per

. day)6.15X31 8.45 year) 1700X351 00

SI. Item
S No ______________________
1 Certificates(30 numbers) 5 1350

2 Tax Collection(50 receipts) 5.8 1575

S
3 Pokuvaravu(4 cases) 3 810
S
. 4 Field Visit 3 819

5 Register &Records Keeping 1 270

6 GeneralAdministration 0.45 121

works
S Total I 4936 Man Hours
Difference in Time Taken = 5100 —4936 = 164 Man Hours

S
S

S
S
 75

A graphical representation of the above commutation is given below

r
nCeritificates UTax tPokuvarau

aField Visit a Register&Records a General Works

C Excess time

£10
3%

5.11.29. In short, the staff of a normal village office together contributes a total of
4936 Man Hours per year. Actuaily the time required for the three
functionaries is 5100 Man Hours per year. So there is a shortage of 164
Man Hours per year which is not at all arrived to the fixed time of 5100
Man Hours in a year.
 rL
A village office dealing with 30 certificates: 50 tax receipts, 4 Pokkuvaravu
cases can function with the existing staff strength. See another situation
below

SLNo Item Total Time

(hours/year)
S
S
1 Certificates(60 numbers) = 2700

2 Tax Collection(67 receipts) 2110

3 Pokuvaravu(4 cases) 810

S
4 Field Visit 810
S
5 Register &Records Keeping 270

6 General Administration works 121

S
Total 6821 hours
S
S
S
5.11.30. Here the employees take 1721 Man Hours and this is more than one
third of 5100 hours. That is, a functionary spends 573 man hours more.
See the diagram.

S
S
S
S

S
 77

El Certificate
Tax
o Pokuvaravu

nFicldVist La
r Register&Records
91

e
o General Works

n Overtime Spent

5.11.31. As such, village offices having an average delivery of 60 certificates, 67

land receipts, besides performing other connected works, are justified to
function with the existing staff as provided in the work study norms that if
the total work load does not exceed one third of 1700 man hours annualiy,
there is no additional staff required. The excess work load up to a
maximum quantum of one third (up to an annual maximum of 573 man
hours fora single functionary) may well be annulled.

5.11.32. Creation of an additional post of Lower Division Clerk(LDC) can be

considered in the cases of village offices where the total volume of work
exceed 6805 Man Hours per year in each case. That is, village offices
having delivery of more than 60 certificates and 70 land receipts can be
considered for creation of one additional post of Lower Division Clerk. In
this circumstances, the work study team recommend to create one post of
Village assistant (LDC-Cadre) in those village offices where each
functionary would have to work for more than 573 Man Hours in a year
which clearly exceeds the limit of one third of the total man hour, i.e., 1700
Man Hours in a year.
 iII
A graphical representation of this aspect is given below.

- U - —0--- -- •0
Total man hour for each funcPthinal Time spent

U Series 1 a Series 2

In the recommended village offices total work load of each functionary

exceed one third of the total of 1700 Man Hours in a year.

Overtime spent

Total work load-i 700 man hours

Over time Spent

5.11.33. In other words, instead of contributing 5100 Man Hours in a year,(as per
work study norms) by all the three functionaries are working for 6825 Man
 79

Hours a year. That is they together work for 1725 Man Hours additionally
in a year. This excess workload is enough for creation of an additional
post of LDC/ Village Assistant in the recommended village offices.

Workload
€ 8,000
€7,000

€6,000 -
€ 5,000 -

€ 4,000 - I • Work
€3,000
€2,000
€ 1,000 -
€0 -•--- - _____________________
Work load Work Load

5.11.34. According to the position as detailed above there is a situation

necessitate for creation of one post of Village Assistant in 140 village
offices. In this circumstance the work study team suggests that a
post of Village Assistant may be created in the following villages.

Sl.No. Village Office Taluk - District

1 - Kadakampally
2 Peroorkada
3 Uliyazhathura
4 Kollayil
5 Perumpazhuthur
6 Chenkal
Thiruvananthapuram Thiruvananthapuram
Thiruvananthapuram Thiruvananthapuram
Thiruvananthapuram Thiruvananthapurarn
Neyyattinkara Thiruvananthapuram
Neyyattinkara Thiruvananthapuram
Neyyattinkara Thiruvananthapuram

t Parassala - Neyyattinkara Thiruvananthapuram

 Wl
Mwt

8 Karode Neyyattinkara Thiruvananthapuram

9 Kunnathukal Neyyattinkara Thiruvananthapuram
10 Perumkadavila Neyyattinkara Thiruvananthapuram
11 Kulathummal Neyyattinkara Thiruvananthapuram
12 Ottasekharamang Neyyattinkara Thiruvananthapuram
alam
13 Vilavoorkkal Neyyattinkara Thiruvananthapuram
14 Tholikkode Nedumangadu - Thiruvananthapuram
15 Veeranakavu Nedumangadu Thiruvananthapuram
16 Uzhamalakkal Nedumangadu Thiruvananthapuram
17 Aryanad Nedumangadu - Thiruvananthapuram
18 - Palode Nedumangadu Thiruvananthapuram
19 Pangode Nedumangadu Thiruvananthapuram
20 Anadu Nedumangadu Thiruvananthapuram
21 Karakulam Nedumangadu Thiruvananthapuram
22 Cherunniyoor Chirayinkeezhu Thiruvananthapuram
23 Varkala Chirayinkeezhu Thiruvananthapuram
24 Chammruthi Chirayinkeezhu Thiruvananthapuram
25 Kilimanoor Chirayinkeezhu Thiruvananthapuram
26 Alamkode Chirayinkeezhu Thiruvananthapuram
27 Thrikkaruva Kollam - Kollam
28 KilikoIlur Kollam Kollam
29 Mangadu Kollam Kollam
30 Vadakkevila Kollam Kollam
31 Eravipuram Kollam Kollam
32 Parippally Kollam Kollam
33 Thrikovilvaftom Kollam Kollam
34 Mulavana Kollam Koltam
35 Kalayapuram Kottarakkara Kollam
36 Veliyam Kottarakkara Kollam
37 Kummil Kottarakkara Kollam
38 Edamulakkal Pathanapuram Kollam
39
40
Yeroor
Pattazhi North
J Pathanapuram
Pathanapuram Kollam
Kollam
41 Chavara Karunagappally Kollam
42 Panmana Karunagappally Kollam
43 Thevalakkara Karunagappally Kollam
44 Vadakkumthala Karunagappally Kollam
45 Kallelibhagam Karunagappally Kollam
46 Oachira Karunagappally Kollam
47 Thodiyoor Karunagappally Kollam
48 Kulasekharapura Karunagappally Kollam
m
49 Thazhava Karunagappally Kollam
50 Mynagappally Kunnathoor Kollam
51 Sooranadu South Kunnathoor Kollam
52 Kulanada Kozhencherry Pathanamthitta
53 Vallikkodu Kozhencherry . Pathariamthitta
54 Erathu Adoor Pathanamthitta
55 Kurampala Adoor Pathanamthitta
56__— Kuttappuzha Thiruvalla Pathanamthitta
57 Koipuram Thiruvalla Pathanamthitta
58 Chittar Sitahode Ranni Pathanamthitta
59 Kunnamthanam Mallappally Pathanamthitta
60 Krishnapuram Karthikappally Alappuzha
61 Cheruthana Karthikappally Alappuzha
62 Thrikkunnappuzh Karthikappally Alappuzha
a
63 Kannamangalam Mavelikkara Alappuzha
64 Thamarakkulam Mavelikkara Alappuzha
65 Mulakkuzha Chengannur Alappuzha
66 IThalavady Kuttanad Alappuzha
67 Komalapuram Ambalappuazha Alappuzha
 68 Thanneermukkam Cherthala Alappuzha
South

69 Pattanakkadu Cherthala Alappuzha

70 Kanjikkuzhi Cherthala Alappuzha

71 Mararikulam Cherthala Alappuzha

North
72 Aroor Cherthala Alappuzha
73 Ezhupunna Cherthala Alappuzha
74 Kodamthuruthu Cherthala Alappuzha
75 Chethippuzha Changanasserry Kottayam
76 Karukachal Changanasserry Kottayam

77 Chirakkadavu Kanjirappally Kottayam

78 Erumeli South Kanjirappally Kottayam
79 Erumali North Kanjirappally Kottayam
80 Panachikkadu Kottayam - Kottayam
81 Kooroppada Kottayam Kottayam
82 Kidangoor Meenanchil Kottayam
83 Poovarani Meenanchil - Kottayam
84 Erattupetta Meenanchil Kottayam
85 Mutakkularn Vaikkom Kottayam
86 Udumpannoor Thodupuzha Idukki
e 87 Vannappuram Thodupuzha Idukki
88 Karunapuram Udumbanchola Idukki
89 Eramallur Kothamangalam Ernakulam
90 Moolavoor Muvattupuzha Ernakulam
91 Enanallur Muvattupuzha Ernakulam
92 Raya ma ngalam Ku n natth u nad u Em aku lam
93 Vengola Kunnatthunadu Ernakulam
94 Parakkadavu Aluva - Ernakulam
95 Mattoor Aluva Ernakulam
I 96 Poonithura Kanayannur Ernakulam
 97 C hera nail ur Ka naya nn u r Erna kula m
98 Kumbalam Kanayannur Ernakujam
99 Maradu Kanayannur Ernakulam
100 Vazhakkaja Kanayannur Ernakulam
101 Thrikkakkara Kanayannur Ernakulam
North
102 Fort Kochj Kochj Ernaku lam
103 Rameswaram Kochj Ernakulam
104 Varappuzha Paravoor Ernakulam
105 Vadakkekkara jParavoor Ernakulam
106 Karumapoor Paravoor Ernakulam
107 Eriyadu Kodungaflur Thrissur
108 Karaiam Mukundapuram Thrissur
109 Kodakara Mukundapuram Thrissur
110 Guruvayoor. Chavakkadu Thrissur
Iringapram
111 Mullasserj- Chavakkadu Thrissur
Annakkara
112 Kizhakkancherj(J Aiathur
Paiakkad
113 Pirayiri Palakkad Paiakkacj
114 Neliayar Ottappalam Paiakkad
115 Pattithara Ottappalam Palakkad
116 Marancheri Ponnani Malappuram
117 Mankada Perinthalmanna Malappuram
118 Payyanad Eranad Malappuram
119 Edavanna Eranad Malappuram
120 Urgattari Eranad Malappuram
121 Chungathara Nilambur Malappuram
122 Thiruvaly Nilambur Malappuram
123 Kadalundy Kozhikkode Kozhikkocj
124 Panniyankara Kozhikkode Kozhjkkode
125 Puthiyangady Kozhikkode Kozhikkocje
126 Elathur KozhikjçQ Kozhjkkode
 ms
127 Chelannur Kozhikkode Kozhikkode
128 Mavoor Kozhikkode Kozhikkode
129 Peruvayal Kozhikkode Kozhikkode
130 Nanmanda Kozhikkode Kozhikkode
131 Payyoli Koyllandy Kozhikkode
132 Balussery Koyilandy Kozhikkode
133 Nadakkuthazha Vadakara Kozhikkode
134 Nenmeni Suithan Bethery Wayanad
135 Thomattuchal Suithan Bethery Wayanad
136 Kuppady Suithan Bethery - Wayanad
137 Kathiroor Thalasserry Kannur
138 Anjarakkandy Kannur Kannur
139 Kanhangad Hosdurg Kasargode
140 Kudlu(G.V.) Kasargode Kasargode

/
• 85
Chapter- 6

A Report on Office Inspection and Infrastructure

• Facilities
• 6.1.1. The P&ARD work study team also conducted inspection in Village Offices
• they visited as part of the work study. The inspection was conducted in
• tandem with the norms laid down in the Circular No.16172/AR-

• 10/2009/P&ARD dated 10.05.2010. During the inspection, the P&ARD

team could found certain irregularities being practiced in office
procedures by the village staff. When interacted with the staff it was learnt
that most of the staff members are ignorant of the Manual and Rules of
the department. Many of them do not know how to prepare, update and
maintain basic records and other registers. But at the bright side, people
visited the village offices at the time of inspection were seen satisfied with
the village employees. The work study team could found the following
lapses.

Attendance and Punctuality of the staff:

6.2.1. Attendance Register is maintained in all the village offices visited by the
team. Casual Leave and other Leave were properly entered in registers.
Most of the employees were seen presented though there were few
exceptions. In some cases though the employees were present, they
hadn't marked attendance in registers. In most of the village offices,
entries in the casual leave registers were not updated. In majority of the
village offices, page certificate , page number, index etc were not properly
entered in the attendance register.

6.2.2. Movement Registers are maintained in all village offices visited by the
team. But it is not maintained in the prescribed format .Note books and
blank registers for other purposes are seen used as Movement Registers
S
S
S in some of the village offices. Uniformity in maintaining Registers is an
unavoidable factor in an Organization/Department and uniformity of

S registers is a sign of good governance and administration. A modal of

Movement Register that can be adopted to the village offices is
recommended below.

Movement Register of Village under Taluk for

S month )-(yj)

Date Time Name of Employee Designatiøn Purpose

of field
S From To
Visit
S

The above recommended Movement Register contain at least 300 pages

• in total and 5 distinctive rows and 6 columns in each page.
S
6.2.3. It was also found that entries in the Movement Register maintained in
majority of the village offices are not legible. Arrival time is not entered in
S
majority of the movement register. Some village staff is supposed to be
S
misused the Movement Register. They go out of the office for personal
S purpose in the disguise of official field visit. The team recommend that the
• supervisory Officers should take necessary precautionary methods to
• prevent the misuse of Movement Register. This being the situation, the
• work study team recommends that Printed Movement register

• contain 300 pages and with 5 distinctive rows and 6 columns as

• recommended above format be supplied to the Village Offices at the

• beginning of each financial year in order to ensure uniformity of

Movement Register. The Village officer and the Deputy Tahsildar
concerned may take necessary steps to ensure attendance and
punctuality in the village office. It is the duty of the Village Officer to

S
S
S
S
S
• 87

ensure that the field visit of the employee is solely for the official
• purpose.
.,
General Working Atmosphere and Efficiency of the

• Office:

6.3.1. Unlike other government offices, the village offices are often seen with
. rush of visitors. But, village offices have not got a good working
• atmosphere and sufficient infrastructure. Being the bottom level office,
• these offices have considerable quantum of workload. Even though the
• situation is bleak, the applications received per day are dealt on the same
• day. The want of staff and infrastructure hampers the smooth functioning

• of the offices. The employees are efficient in discharging their duties. The

• attitude of the staff towards the public has to be changed. The employee

• may be given some sort of behavioral training in dealing with the

• customers. During the time of inspection, the work study team has got

• some allegations of misbehavior from the part of some village staff

towards the public.. An identity card bearing name, photo and
designation be issued to each village employee and make it
compulsory to wear while on duty. This may help the public to lodge
complaint against the erring officers. A complaint box may be installed
in all village offices and the key of the box should be kept in the
custody of Tahasildar or the person authorized by him . The
• Tahasildar or the authorised officer should open the box once in
• every 3 months and take action on the complaint, if necessary.
• Trainng

• 6.4.1. Lack of in-service training to the staff is a major problem faced by the
• Village Offices. A new entrant to village service is totally unfamiliar even

• . with the, words frequently used in a Village Office like Jamabandi,

•
•
•
•
•
a

• 88

• Thandapperu, Pokkuvaravu etc. The Village Officer and other staff in a

• village office may riot be able to give necessary guidance and help to a

• new staff who is recruited to the village office, because of heavy workload

• and routine interaction with the public. Proper induction training will only

• equip him to perform duties perfectly and easily.

• 6.4.2. The data collected from village offices show that majority of the Village
• Offices in the state have untrained staff. Lack of proper training affects

• not only the performance of staff but also normal functioning of the office

• Hence, every clerical staff should be given an Induction Training (Course

• having duration of at least three weeks time) before appointment to the

• village office. Those who already work in the village offices may also be
included in the training programme. Village Field Assistants, Village
Assistants/Special Village Officers and Village Officers should have
40
separate training modules. Some personality development courses may
40
also be included in the schedule The Village Officer will ensure proper
training to his staff (VFAs and VA5/SVO5). The Tahsildar of each Taluk
4111 will have to ensure that the Village Officers under his control have
• attended the training course. Proper training at each level will enable the
• staff to render maximum service with minimum effort. Hence, the study
• team recommends that proper Induction training should be given to

• Village Field Assistants, Village Assistants/Special Village Officers

• and Village Officers at each level without fail. The Department may

• explore the possibilities of utilizing the service of Institute of

• Management in Government in this regard.

• Maintenance of Registers
•
• 6.5.1. There are mainly two types of registers in village offices.

• I. Permanent Registers (4 registers including supplementary registers)

•
S
S
S
S
0
S
• 89

• II. Temporary. Registers (36 Registers) and Other Registers such as

• Application Register, RTI Act Register(10 registers)

6.5.2. Thus a Village Officer is obliged to maintain 50 registers in his office. Many
of them are very important registers. All these registers were subjected to
S inspection by the work study team. Following are the main findings.
S
6.5.3. Most of the Permanent and Temporary registers are in dilapidated
condition. Most of them are decades old; dating back to British rule. The
. Revenue Department provides little money for the upkeep of important
registers in village offices. In these circumstances, village employees are
forced to spend a portion of their wage to this purpose or they are
S compelled to seek the good will of some wealthy persons who visit the
office for their needs. Such a situation certainly leads to corruption and
S favoritism in village offices.

6.5.4. Nevertheless, as these registers are of great importance to the

department, some village officers take strain for getting all these
registers rebounded. In many village offices these important registers are
not even in a usable condition. Fortunately some registers prepared during
• the British rule still survive time. The paper quality of these registers are
S very poor and hence they started decay. The first sign of this is that the
S paper becomes yellow, then brown, and increasingly brittle. Moreover,
S sufficient registers are not provided to the village offices. This situation

5 compels employees to purchase ordinary notebooks and convert them

into registers which shortens the life span of registers. Therefore the
5
• work study team suggest that registers having good quality paper be
supplied to every village office sufficiently at the beginning of each
calendar year. Additional registers should also be allotted to the village
office from the Taluk office as and when needed by the village offices.

S
S
S
S
S
S
I

S
• . 90

• 6.5.5. When registers are subjected to inspection, it was seen that these are not
• maintained properly. Name .of clerk, name of register, volume, page
• . certificate, carry over certificate etc... are not seen made in most of the

• registers. The higher officers may look into the matter personally and

• persuade subordinate officers to get the registers maintained properly

• and inspected regularly.

• Citizen Charter
S
• 6.6.1. Almost all village offices display Citizen Charter in front of the office. Most

• often, the Citizen charter displayed in the offices are incomplete. There

• are omissions of some important information like duration of time taken for
a particular activity or service and documents to be attached along with
applications/petitions etc. The guidelines in the Citizen charter could not
be complied quite often due to pressure from the public. The public is not
. ready to wait for quite sometime as they want to fulfill needs within the
shortest time possible. This attitude of the public often make the village
staff under pressure and they are compelled to satisfy the demand of
• public without adequate enquiry. In this circumstance the work study
• team suggest that the guidelines in the Citizen Charter should
• strictly be adhered to and the service delivered in line with the first

• come first served basis.

Right to Information Act-2005

•
• - 6.7.1. Boards displaying name and telephone number of State Public Information

• Officers and Appellate Authority etc. dealing with the Right to Information
Act 2005 have been displayed in all the offices. But in majority of the
•
cases details displayed are incomplete and are not updated. In some
•
offices details are displayed in printed papers and these are very difficult
to be noticed. Hence the work team suggest that details of Public
Information Officers should be displayed in board legibly.
•
S

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91
S Steps for Anti-Corruption

6.8.1. Board having name of Vigilance Officers with telephone number are
displayed in majority of the village offices. Yet, the team happened to be
heard some complaints of bribery in a few village offices. The board
displaying the details of Vigilance officers is not legible and very difficult to
be located. Therefore the work study team suggests that a board
displaying the details of Vigilance Officers with their telephone
numbers in legible letters be prepared and displayed in front of all
village offices. The information on the board should be updated
whenever necessary.

Village Office Building

6.9.1. The team visited several village offices across the state as part of the work
study. The Village office buildings can easily be classified in to 3 types

• Village offices constructed by PWD/ Panchayath/ Municipality I

Corporation
• Village offices constructed by Nirmithi Kendhra
• Village office in rented buildings.
• Picture of a Village Office

.--. --
1

S
S
• -- *ff- - - •. -:.-.,
- ___ r- --•
S - - __ - _____
S

0
11

• 92

6.9.2. The picture of a village office above speak volumes on its harrowing
• condition. A considerable number of the village offices have a dismal and
• loomy look. These offices reflect an example of sheer negligence from
• the part of the government. Through this grass root level offices, people

• watch the government and evaluate its performance. The appearance of

• some of the Village Office buildings is that it is about to fall on the ground

• at any time. Whenever in rainy season, the roof are leaking and the

• valuable registers and records will get wet. This may cause damage to
the building as well as important documents. To make matters worse, the

• doors and windows of some of the offices are in pathetic condition which
give least protection to the buildings. So there is a possibility of anti-social
elements getting access into the village offices and stealing or damaging
documents of importance.

•. Space Management
• 6.10.1. 99% of village office buildings are below 700 sq.ft and this is hardly
enough for an office to function smoothly. The rooms are congested and
.. narrow that too without proper ventilation. The associated Approved Code
of Practice and Guidance states:
•
• 'Office building should have enough free space to allow people to get to
• and from workstations and to move within the room, with ease. The

• number of people who may work in any particular room at any one time

• will depend not only on the size of the room, but on the space taken up by

• - furniture, fittings, equipment, and on the layout of the room.

• Workrooms, Every room where persons work shall have sufficient floor
area, height and unoccupied space for purposes of health, safety and
welfare".

• .
•
•
S .
S
S
• 93

• 6.10.2. The space assigned per person is one of many factors that may affect an
• employee's safety and sense of well-being at work, productivity, For office
• work, space requirements are listed in terms of the (a) footprint and (b) the
• average floor area per occupant.

•
• Footprint: A value of 5 - 7 square metres is recommended as a minimum

• for the footprint - the area available for,a person's workstation, chair, the
need for• movement, and freedom from intrusion from others.

Average floor area per occupant: An absolute minimum is 12 square

• meters per person - and this assumes ideal circumstances in all other
aspects. Some Guidelines indicate a larger space may be acceptable in
provincial locations.

• 6.10.3. Although the space requirement mentioned in the associated Approved

• Code of Practice and Guidance is not practical as far as village offices are
• concerned, there should be a rethinking about the overall area of the

• building and its space management.

• 6.10.4. All the village office buildings should have at least 1000 sq.ft. plinth area.

• Newly constructing buildings should be designed in such a way that these

offices have 1000 sq.ft. In the case of old and narrow buildings,
extensions may be added to create sufficient space. The layout of the
offices should be revised so as to create sufficient space for record room,
visitor's area, office of the village officer and work area. Therefore, the
• work study team suggest that all newly constructing buildings
should have at least 1000 sq.ft of plinth area which will surely make
• working in village offices an enjoyable experience. In the case of
• buildings which have below 750 sq.ft of plinth area, extension may
• be done for additional space for work.
•
•
•
• .
•
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• 94
• Internal Layout
6.10.5. The internal layout of each village office may be designed in such a way
that there should be sufficient space to accommodate tables and sufficient
space for employees to move around freely. Furniture should be arranged
• systematically so that entry and exit of visitors would become more
• comfortable. Sufficient fans and lights should be installed to make
S working condition stress free and enjoyable.

• Maintenance
• 6.10.6. At times some sort of periodic maintenance is done in the case of village

• offices functioning in PWD/Panchayath/Municipality/Corporation buildings

• that too after repeated requests. But, unfortunately in the case of village
office buildings constructed by Nirmithi Kendra, maintenance are yet to be
carried out. Often, the maintenance is limited to whitewashing or some
patch work. Some PWD buildings become leaky when it rains and this
cause the roof ceiling become loose and collapse. In addition to this, one
further point to mention is the steel network inside the concrete roof slab
will get corroded in the long run and collapse. Moreover, the damp and
wet wall may become a trigger to electric hazard and this will be life
• threatening and it will also damage computer or other electric appliances
• connected to the grid. As this is a matter of utmost concern the work
• study team recommend that secondary roofing be installed in all

• village office buildings where leakage is a major problem.-

6.10.7. The work study team visited some village offices that have tiled roof.
Majority of them are very old buildings. It was seen that adequate
• maintenance was not carried out in most cases. The wooden structure has
• been eaten by Termites. Moreover, the menace of rats and other insects
• is unbearable. Periodical application of anti-termite agent and installation

• of false ceiling can solve these problems to a great extent. Therefore the

•
•
•
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• 95

• work study team suggests that false ceiling should be installed in

• those village offices with tiled roof and the wooden structure should
• periodically be applied with anti-termite agent.

•
• 6.10.8. A few village offices are not fortified with strong doors and windows. The

• hinges of doors and windows are loose or corroded which leave a chance
to an intruder to enter into the Village Office freely and easily and
valuables may be stolen from the office.

• 6.10.9. Majority of the Village Office buildings reflect a grim and dismal look for

• they have not been painted for many years. During monsoon season the

• building get wet and moss began to grow there on the walls of the building

• leavir.g an ugly look. Dust accumulation on the walls absorb moisture

and encourages algae formation and thereby reduce the aesthetic value
of the building. To solve this problem the building should be painted with
high quality paint and this will prevent accumulation of dust and algae
. formation on the wall thereby beauty of the building can be retained year
after year. Therefore the work study team recommend painting all
village offices once in 3 years with high quality, anti4ungal paint
• instead of whitewashing.
• 6.10.10. The electrical wiring in some of the village offices are not in proper
condition. The switches and the power outlets are not working properly.
Sealed channel could be preferred rather than open wiring which provide
more safety. No electric safety mechanism is seen installed in the village
offices. A good Circuit breaker should therefore be installed in all village
• offices.
•
•
•
•
•
•
•
•
 NM

''• ' 1
S
S

6.10.11. At present old power consuming incandescent bulbs and fans are used in
S
majority of the village offices. All these need immediate replacement in
order to save on electricity charge and set standards on power saving
S
front.
S
S

S
6.10.12. All government offices including village offices should function as role
models in power saving front especially in a situation in which our state is

S being faced with acute power shortage. In this circumstance, the work
study team recommends the following

S Use sealed channels for electric wiring

S Install Circuit Breaker in all village offices
Old incandescent bulbs and tube lights should be replaced with

S C FLs
Old power consuming fans should be replaced with energy star
rated fans
S
V. Display a board in all village offices describing the ways of power
S
saving
S
vi. . Ensure all the electric appliances bought for the village offices are
S

S
S
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•1

97
C
energy star rated.

Toilet Facility/Wash Basin

6.10.13. Clean and usable toilets and wash basin be ensured in all village offices
as a basic requirement.Unfortunately majority of the village offices have
• provided filthy toilets in which a man of hygienic sense may dither to enter.
• Availability of water should be ensured through water connection and rain

• water harvesting. Lack of usable toilets create problems mainly for women

• and physically handicapped employees. Water from Rain water can solve

• the running water problem to a great extent. The work study team thinks
that no separate toilet is necessary for the visitors. The same toilet used
•
by the staff can also be used by the customers. At present a few village
•
office is provided with a wash basin. The employees find it difficult to wash
their hand after lunch without wash basin. Moreover, a wash basin is ideal
in an office in many ways. In this circumstances, the work study team
recommend to ensure clean.and usable toilet and wash basin as a
basic requirement. Sufficient water availability be ensured through
water connection and rain water harvesting.

Compound Wall
6.10.14. In the circumstances existed in majority of the village offices suggest that
every village office should ensure compound wall round the entire premise
in order to prevent encroachment. The compound wall should be of at
least 1.60 meters in height. A strong compound wall guards the office
against trespassers, anti-social elements and stray animals. Some anti-
social people even throw off house hold waste onto the compound of
village office from passing vehicles. Above all, a mere compound wall
does not serve the purpose for which it was built. It should have at ast
1.60 meters in height and should have a good gate too. Therefore the
work study team recommend that a compound wall of at least 1.60
 meters in height with a good gate should be constructed for those
village offices without compound wall.

Furniture in Village Offices

6.10.15. Furniture has always been a necessity for an office. With good ambience
in the office, employees feel good to work even under pressure. Furniture
always plays a major role in getting your work done. Proper furniture gives
a sense of class and dignity. Office furniture has changed with changing
work style. It aims to save on space, while optimizing on productivity and
playing it easy on paper, which works in-line with the modern work mantra.

6.10.16. On the contrarary, all village offices in Kerala are sported with outdated,
old and dilapidated piece of furniture often giving a feeling of working in an
office during medieval period. All existing piece of furniture are not
ergonomically in nature and these do not help the employees work for a
long time comfortably in any way. This furniture was originally designed for
meeting the needs of bygone era. Moreover, the old furniture and its
arrangement in no way motivate the employees and do not create an
ambiance of professionalism and success either.

6.10.17. Even with these old pieces of furniture all village office face another grim
reality; lack of sufficient furniture. All most all village offices in Kerala do
not have sufficient furniture to function properly. They do not have
sufficient storage facility, enough seating arrangements and proper writing
desks. All these factors contribute to below par performance of village
offices. So as to bring the village offices to the forefront there is a need to
build an atmosphere of modernity in village offices. Therefore, the work
study team recommends replacing all existing old and outdated
furniture with modern, ergonomically built pieces of furniture.
Excellent furniture is not only able to make a work space look stylish
but can also give it an ambiance of professionalism and success.
 -j
I.
99

6.10.18. A suggestion about new piece of office furniture which could be accepted
by the Revenue Department is given below
t.
Modular Office Furniture

Merits of Modular Office Furniture

. Modular office furniture is famous for its incredible flexibility

. Modular Office Furniture pieces can be easily assembled,

dismantled, repaired and re-configured

The set up of the office can be altered anytime if wantedHighly

 100

portable and light weight

• With modular office furniture it becomes distinctly possible to design

the shapes and styles which make is look very attractive.

• For the visitors, the attractive interiors of the office give it a very
professional look.

• For the employees, the attractive interiors of the office could be a

motivating factor.

The ergonomical design of the furniture ensures that the employees

are not tired and do not get their body aches while working long
hours.

6.10.19. An office does not have to take up a lot of space. A modular office
system can help maximize any area's space and affordably accommodate
the equipment and supplies needed to work. Added wheeis on the
furniture make it easier to move work spaces around when rearranging or
redecorating.

Ergonomics and Space

o The office desk should provide clearance for legs; standard desk
heights of 29 to 30 inches from the floor are sufficient for most
employees.
• Sitting behind the desk, there should optimally be at least three-
and-a half feet of space. A minimum of three feet of space should
also be available in-between the desk and another piece of office
furniture and in front of the desk if you use a guest/client chair.
• For computer-users, keyboards need to be placed at a comfortable
height. Keyboards placed on traditional desks may be at too high a
height and may result in significant discomfort or muscle strain for
the user. Computer desks should either be equipped with a
 101

keyboard platform, or legs that can be adjusted. Be sure that any

keyboard platform is large enough to hold a mouse.
• Desktop equipment and materials should be within easy and
comfortable reach, and should have sufficient space so as not to
overload the desktop.
• Laminate the desk surface for that will better withstand daily use
and abuse
• As fsr as office chair is concerned any chair bought for the office
should be ergonomically and adjustable in height and have wheels
for easy movement.
• The furniture shall be designed as per the specific needs of each
category of employees so that they do not find it inconvenient to
use it.
• Every room where persons work shall have sufficient floor area,
height and unoccupied space for purposes of health, safety and
welfare.
• An office lacks functionality without sufficient work space and
storage. Supplies should be in easy reach within the working
environment.

6.10.20. Workrooms should have enough free space to allow people to get to and
from workstations and to move within the room, with ease. The number of
people who may work in any particular room at any one time will depend
not only on the size of the room, but on the space taken up by furniture,
fittings, equipment, and on the layout of the room.
 102

Running Water/Drinking Water

6.10.21. 90% percent of the village offices in the state face acute running water
shortage. The remaining village offices have got either Wells or Rain
Water Storage. The solution lies in setting up of Rain Water Harvesting
System in all village offices where running water facility is not available.
This system can ensure availability of water for 6 to 7 months in a year.

6.10.22. Hence the work study team suggest that the Revenue Department
should prepare an action plan for equipping the existing village
offices and newly constructing buildings with Rainwater harvesting
facility and engage local bodies in the maintenance of the system.

'1 .

: . - a ...
ik . ht'Sth

Drinking Water
6.10.23. Sometimes the visitors, elderly and disabled people among them at the
village office will have to wait for a long time to get their need fulfilled. In
such occasions visitors will have to be provided with drinking water. water
from the rain water storage could not be trusted. In the circumstances,
water connection from the KWA may be subscribed to and an over head
 103

tank may also be installed. This can ensure clean and safe drinking water
in the village offices throughout the year.

Seating facility for visitors

6.10.24. The Village offices are visited by a varied cross-section of the public at all
times. Hence there must be a defined waiting area capable of giving
comfort to the public. All visitors to the office should be properly assisted.
Visitors should feel welcome and should be treated with respect. In order
to give a face lift to village offices the following things should be done:

6.10.25. When people need to visit the village offices, their first impression is
formed by the waiting room. Therefore the work study team suggest
that there must be a Waiting room/area having 7 to 10 seating and a
table in every village office.

Front Office

6.10.26. A p!rson coming to village office for the first time gets confused about to
whom he should approach for getting his needs done. At present there is
no Front Office facility in Village Offices to help the public. Now a days
many government offices have set up a Front Office system. It will surely
help the public from solving their doubts such as to whom should they
approach to, what type of services are available from the office, what are
the formalities to be followed etc.. A useful and effective Front Office
System should be introduced at every village office. The service of Village
Field Assistants, Village Assistants/Special Village Officers can be utilized
for the purpose. Unnecessary rush inside the village offices can be
avoided through this method and effective service delivery can be ensured
through the Front Office. A recommended layout of the Front Office that
 104

can be adopted in village Offices is seen below.

Front Office Processing

cz(ssuing Certificatesl B
VA/VFA
ft
Assista~nt
Viflage

After
proce
ssing
&for
verific

9 - Village Officer

Verification
p
[office recordsl

6.9.27. The above proposed Front Office be computerized and computer-

generated receipt be issued to the applicant. The certificate issued or the
application rejected may also be entered in the computer system so as to
verify whether an applicant has received any certificate for the same has
been rejected earlier.
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 106
Chapter- 7

Records Management in Village Offices

- An Overview
Introduction
7.1.1. Records are a basic tool of government administration. Records provide
information for planning and decision making, form the foundation for
government accountability, and are often subjected to specific legal
requirements. Records are essential for the effective and efficient
administration, but if not properly managed, that can be a liability,.

Records - Definition:
7.1.2. A Record' can be defined as information generated in the course of an
organisation's official transactions and which is documented to act as a
source of reference and a tool by which an organisation is governed. The
records themselves form a part of or provide evidence of such
transactions.

Records management
7.1.3. Records management is the field of management responsible for the
systematic control of the creation, maintenance, use and disposition of
records", (NARA,2003). Records management has four distinctive features:

• Records Creation
• Records Retention and Disposition
• Records Storage and Maintenance
 107

. Records Access and Retrieval

Record Keeping - A Necessity:

7.1.4. Record keeping is a basic requirement of public administration. Everyone
who work in an organization becomes part and parcel of records. Without
records there can be no rule, law and accountability. Public servants must
have information to carry out their work and records represent a crucial
source of information. Records are vital to virtually every aspect of the
governance process. Access to information available in records help to
strengthen the effectiveness and efficiency of the public service.

Records Room - Current Reality

7.1.5. Majority of the village offices in the state have congested record room
without proper ventilation and light. The infrastructure installed for record
keeping is age old and the racks need replacement. Currently ventilation
is poor and there is immense dust which has accumulated on the records.
Open style wooden and steel racks are being used to keep records.
During Monsoon there is a possibility of water leakage in the records
room causing records getting wet and spoiled.
 - • .2

WIR

7.1.6. The above picture convey the present reality, more than words. This is
absolutely true in the case of record rooms in village offices. The present
condition of the record room is highly unhygienic and records are
accumulated in bundles leaving the possibility of rats and even venomous
snakes making their home..

7.1.7. 95% percent of record rooms in village offices are congested and without
enough room to accommodate daily producing records. Moreover, these
rooms are devoid of proper ventilation and light. In this backdrop the
work study team recommend that all newly constructing village
offices should have at least 14x14 Square Feet Record Room with
proper ventilation and light. Besides, a powerful Vacuum Cleaner
may be kept in each Taluk Office and it can also be used to vacuum
the dust periodically in every village record room of every village
office under its jurisdiction.

Maintenance of Records - A Grim Picture:

7.1.8. Important records are being dumped in all corners of the record room
without any classification and arrangement. They are not kept in racks.
Most of the records have been wrapped in bundles of cloth and are
dumped in shelves for years. Confiscated properties are also being
dumped in record rooms to make the situation worse.

7.1.9. Record registers are not seen maintained in village offices as a result it is
difficult to locate record when in need. Indexing or classification of records
• 109

• are not done. The Village Officer confessed that it take nOrmally 2 to 4

• hours for retrieving a particular record of importance. Needless to say that

• it is difficult to believe that even a record of the previous can be retrieved

• after searching a full day

• 7.1.10. There is an extreme reluctance to destroy records, even after they ceased
• to have any value to the village office. Due to the lack of rules and
• guidelines in terms of what should be kept and for how long, staff are

• reluctant to authorize destruction. Over time, record rooms became

• severely congested with older records. The condition of the record

• management in Village Offices need urgent revamping keeping in mind

• present condition of the record rooms unless the condition may deteriorate
further. Therefore, the work study team recommend that the Revenue
Department should take a concerted effort to improve the record
room and systematic upkeeping of records should be ensured in
village offices.

• 7.1.11. The process of retrieving registers should become quite efficient and quick

• and record registers should be maintained in an orderly fashion. There

• should be a consensus among the Revenue officials that it would be

helpful to have some record retention schedules/guidelines which can help
in classifying the files better. Unnecessary wrong classification of files
leads to a lot of paper work and wastage of precious storage space. There
is a possibility that the categorization work will be done subjectively by the
• concerned administrative officer in the absence of specific record retention
• schedules. Hence, the work study team suggests that the existing
• Village Manual should be revised by inserting record retention
• schedules/guidelines ensuring classification and destruction of

• outdated records.

7.1.12. The staff had limited training or experience in record keeping work. Lack of
proper training is the main reason behind poor management and
•
•
•
•
•
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110
S systematic upkeeping of records in village offices. In these circumstances,
the work study team recommends that the village staff should be
S imparted proper training on Record Keeping.

Active records
S
7.1.13. Records that are in active use generally need to be stored where they are
S
readily accessible to their creators and users. For this reason they will
S
usually be stored near to work areas. Records should not be left to pile up
S on the floor around people's desks. Therefore the work study team
S suggests purchasing small steel cabinets with door to keep Active
records intact Records should be kept away from direct sunlight to
S minimise fading.
S
S Inactive records
S 7.1.14. Records no longer needed for current work become inactive and are
generally moyed out of work areas into storage. Inactive records need to
be stored in record rooms. In this way the office can be kept clutter free
and neat. For inactive records storage areas, consider:
The value of the records you will be storing in the area. Records of

S archival value should be stored in an environment where the

temperature and humidity is controlled. Identification of archival
S
records at an early stage may enable you to consider other options,
.

such as storing them separately, or transferring them to an archive.

S • How long you will be storing the records:

• How much access people will need to the records:
S o The suitability of the building for st9ring records

S • The stability of the storage area environment

• . Exposure to internal hazards
S
The building maintenance programme
S
S

S
S
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Shelving
7.1.15. Suitable shelving and packaging enhance safe access to records. Keeping
records on floor or on concrete racks would spoil the records. In this
circumstance the work study team recommends that all existing
wooden racks and corroded steel stands should be replaced by anti
corrosive steel shelves having wheels and doors to protect the
records from accumulating termites and other pests.

Shelving Equipment:
7.1.16. .Records may be stored on shelves or racks, or in cabinets or drawers.
Other storage equipment may range from stools and ladders. Appropriate
shelving and equipment should be taken into account.

• Made of durable, non-combustible coated metal

• The Shelf should be wide enough to accommodate records of
Large format items like maps and plans of archival value etc.
• The shelving layout should minimize the risk of damage to the
records
• Air should be circulated around the shelves
• The records should be away from floors, external walls, and ceiling
lights.
 112

(The shelves enable the records to be stored safely and also enable better space
management.)

(A separate area for processing records)

Environmental Control
7:1.17. All records should be stored in areas that are cleaned regularly and are not
subject to extremes of temperature and humidity. Dirty, dusty records
deteriorate more rapidly and deter staff from accessing them.

Filing System
7.1.18. For any office to run efficiently a well organised filing arrangement is a
must. Regardless of the filing system chosen one must know exactly
where the files are located when they are needed. The Public Health
Works Orientation Manual for Public Health Leaders of Missouri
Department of Health and Senior Services discusses certain key filing
procedures that can be followed for effective file management. These are
discussed below:
Avoid unnecessary filing

Arrange folders, guides and labels correctly —Guides serve as 'sign

posts' to help speed up the filing and finding operation.

Receiving and preparing papers for filing.

• 113

• 4. Filing loose vs. fastening.

• 5. Use Cross references where appropriate

• 6. Safeguards are a must while filing confidential records.

(Source:-Records Management Guide— A. Vijay Krishna)

Classification of Records

• 7.1.19. A radically new approach to classification can be adopted in a record

• room. The entire Village records can be brought into 7 categories.

• Basic Land Records

• Accounts Registers

• Election Work Records

S
Applications

• Tax, Recovery Records

• .6. Records related to litigation

S
7. Records related to General Administration
40
• 7.1.20. Classifying the record room based on the above 7 categories will radically

• change the way records are being kept in record rooms. It will also greatly

• simplify the process of records management. It is very important to note

that one must never have a category with the title "miscellaneous" records.
No file should be classified as miscellaneous as there is every scope that
49
such as category if prone to misuse and over a time due to negligence
there is a danger that every record is put in the miscellaneous category.

S
S
S
S
S
S
 114
7.1.21. A records survey is a complete inventory of an agency's records
management. Survey of record is an essential step for records
management. After completing a records survey, agencies usually
discover that many records can be destroyed or moved to inactive
storage. Empirical studies of record surveys have shown that
approximately 30% of the total volume of records can be destroyed, 30%
can be moved to inactive storage and the balance can be retained as
active files. (The Kansas State Records Management).

S
7.1.22. There is a common misconception among government officials that
S computerizing records- or microfilming them will solve the problem of
S records management. However this is far from the truth. Simply
S computerizing or microfilming existing records without carrying out a
records survey or developing retention schedules will only ensure that a
S lot of the existing unnecessary records will be retained in an electronic
format. This will result in a lot of exsting paper garbage being transformed

S - into electronic garbage. As the process of microfilming or computerisation

is expensive it is very important to have a successful operating records
management program in place before thinking about digitizing records.
S
One must also consider the various alternatives available to store records
S
along with carrying out a complete cost benefit analysis before embarking
upon the process of digitalizing records. Therefore, the work study team
S strongly recommend conducting a Record Survey in all village
offices in order to set up an efficient Record Management System in
Village Offices.
S

S
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Chapter- 8

Computerization of Village Offices

.1.1. The modern age is witnessing a rapid growth in information technology.

Every sphere of modern age does not go untouched by information
technology. Government of Kerala have determined in principle to make
available the benefits of IT to the common people. In order to achieve this
• end progressive steps being taken at a great speed. Computerisation of
• PSC, FRIENDS single window system and IDEA File tracking system are
• all a noble step in this direction. In line with this IT policy, computers were
• also inttoduced invillage offices years back.

8.1.2. Unfortunately, introduction of computers in the village offices did not

actually serve the purpose for which it has been introduced. A computer,
a printer and a UPS (provided only to some offices) were provided to
village offices. There is no use with a computer if it is not accompanied by
printer and UPS. To make situation worse, the staff in village offices has
not been given sufficient training on computer operation. In this backdrop
the system was thrown in to a corner of the office where it has been lying
with dust accumulated over periods.
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Annual maintenance Contract-AMC:

8.1.3. Another problem looming large over the village office is the lack of Annual
Maintenance Contract (AMC). Without UPS, the system is more prone to

. crash. Once the system is crashed there would be no attempts from the
part of Revenue authorities to repair the system or renew the existing
AMC. It is seen that the agency responsible for executing AMC does not

•• show any interest to comply with the provisions in the contract. It is said
that the government indebted to thousands of rupees to the agencies who

• execute AMC. The work study team thinks that if the AMC is entrusted

• with a government agency, maintenance of computer system will not be a

• problem at all. KELTRON may be entrusted with the task of maintenance

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of computer systems in all village offices. A team of computer technicians
from KELTRON may be stationed permanently at each District head

• quarters so that the service of the team may be utitised by the Revenue

* Department. Therefore the work study team suggests that all village
offices shoutd be provided with sufficient number of computers
together with printers and the maintenance of the same shoutd be
entrusted with KELTRON.

• Computer Training:

8.1.4. A vast majority of existing vitlage employees except a few newly appointed

** ones are ignorant of computer operations. The majority has not been
provided with training on computer operations. Therefore the work study
team suggest that all Village Officers ,Special Village OfficersNillage
Assistants should be given sufficient training in computer
operations.

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8.1.5. Our government is promoting Open Source Software as part of its IT
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Policy. But the work study team happened to see Windows software, a
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Propriety Software, is running in several computers in village offices. This
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is not proper. The Revenue Department should go hand in hand with the
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work study team recommends promoting Open Source Softwares in
all village offices as a Government policy.

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S Computer Hardware:
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8.1.7. Thefield of Information Technology is fast progressing with old technology
• being replaced by the latest ones. But it seems that the Revenue
Department is still in dark about the latest trends in technical field. Out
• dated, power hungry CRT monitors are still being used in most of the
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village offices. This not only consume more power but also emit more
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radiation causing stress and strain to eyes.
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Slim Factor Slim Bulky

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S Radiation Little or none More Radiation

Weight Light Heavy
Power Low Power requirement 250% or more power
Requireme its
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problem
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S Single Function Printer/Multi Function Printer:

8.1.9. Village offices will get a lot of Printing/Scanning/Copying works once these
are computerised and networked. Even if a village office is not
computerised it has got a lot of printing/scanning/copying works. At
present, the village officer is spending extra money for scanning and
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8.1.10. With the single function printer in the village office, the printing works can
only be done. But, if a Multi Function Printer is installed in place, all
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Printing, Copying and Scanning works can be done with the help of a
S single unit. This is very much economical as compared to buying separate
S Printer, Scanner and Copier machines to the office. Therefore the work
S study team recommends that instead of Single Function Printer,
S Multifunction Printer should be installed instead of single function
S printer in all village offices.
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•• Computerisation of Village Offices:

•• 8:1.11. With computerisation, the Department will be able to ensure transparency

and speedy delivery of services such as issuance of certificates, Transfer
of Registry etc. Computerisation of Village Offices was done partially in
Kannur and Palakkad districts as a pilot project. Only Pokuvaravu and

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Issuance of Certificates have been computerised here. Other activities

•• such as the preparation of tax receipt, RR collection and welfare activities

need to be computerised. Presently transaction of files/correspondence

•• with Taluk and other offices are done manually. As far as the Collectorate
and Taluk Offices are concerned, computerised correspondence is done

•• through softwares called District Suit and Taluk Suit respectively. It is

learnt that a software called Village Suit is under development. If it is
implemented, full computerisation of village offices will be materialised.

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• 8.1.12. In order to conduct a comparative study between computerised and non-
computerised village offices, the work study team visited such village
offices coming under the Taluk Office, Alathur, in Palakkad District on
17/02/2012 and 18/02/2012. The details are given below:
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•• 8.1.13. There are 30 village offices under the control of Alathur Taluk Office. Of
these offices, 17 are computerised to a certain extent. The programme

•• called E-District is implemented in these offices. With the help of E-

District, these offices are issuing certificates and conducting Transfer of
Registry (Pokkuvaravu). Since the project is only at the stage of inception,

• some difficulties are experienced in the conduct of activities connected

with the above services.

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• 8:1.14. As far as the issue of certificates (one of the major services in a village

• office) is concerned, the main difficulty is lack of sufficient number of

• computers. In the E-District programme, there are 3 levels for the issue of

• certificates. They are Process, Verification and Approval. The first two

• steps (Process and Verification) can be done by Village Assistants or

• Special Village Officers. The programme is arranged in such a way that

the service of the Village AssistantiSpecial Village Officer can be utilised.
E-District programme has been implemented in 17 villages under the
. Alathur Taluk Office. But there is only one computer each functioning in
these 17 village under Alatur Taluk office where the E-District programme
implemented.
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• 8.1.15. Another important activity done through computer is the Transfer of
Registry (Pokkuvaravu). The proper functioning of the system requires a
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net working of 4 units viz. Akshaya centers, Village Offices, Sub
Registrar's Offices and Taluk Offices. In the 17 village offices where
RELIS (Revenue Land Information System) is implemented, Pokkuvaravu
S is done through computer, but the networking of 4 offices mentioned
above is seldom completed. The activities in connection with Pokkuvaravu
are detailed below.
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8.1.16. Those people, who require Pokkuvaravu of their holdings/land, approach
the Village Office and register their application for ROR (Recàrd of Right).
ROR is issued in the case where Pkkuvaravu of land has been
completed. As in the case of issue of certificates, Pokkuvaravu also
requires 3 stages. They are 1) Verification, 2) Piocess 3) Approval. In the
process stage, the applicants are asked to produce original deed. Site visit
S and inspection is also done if necessary. The staff in the village office
• cross verifies the details (BTR) already saved in the computer. The ROR

• is issued to the applicant duly signed by the Village Officer. For sale of

• property, the land owner submit ROR before the Sub-Registrar through

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Akshaya Centre. After sale or transfer of the property, details are

forwarded to the Village Office by the SRO if it is a case of full subdivision
and to the Taluk Office if the case is a part sub division. The whole
process is done within a period of one month..

Problems noticed in Computerised Village Offices:

• Improper maintenance of the system and the printer

• Extreme sluggishness in network traffic
• Lack of, trained employees
• Inadequate supply of computer systems and Stationery.

8.1.17. Therefore the work study team suggest that in order to make the
computerisation a success, all the problems listed above (1-5)
should be addressed immediately and necessary actions should be
adopted to get all the works in a village office computerised and not
to limit computerisation to one or two items of work.

Merits and Demerits of Computerisation in Village

Offices:

8.1.18. Merits:

• Long queue in viRage offices could be avoided

• Village employees could work without the stress of answering each
and every quesUon of the customers
• Precious time of the village employees could be utilised for other
office works
• Unlimited copies of the certificates issued could be downloaded
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S • This facility can be used without time and place constraints, if
S internet connectivity is available
S The public need not travel far to village offices for submitting
S application and receiving cettificates

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• Chapter-9
General Recommendations

Job Specific Recommendations

It is recommended that the time for remitting various taxes may be

S limited up to 4 pm in order to ensure healthy functioning of village
offices. (Para - 5.10.3)

The work study team suggest to introduce computer-generated

receipts for all type of taxes in village offices, immediately. (Para -
5.10.4)
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• The work study team suggest that the limit of cash that can be kept
by the village staff should be enhanced to Rs.10,000/- (Para - 5.10.5)
• Itis recommended that the rate of land tax should be revised in a
• pragmatic manner proportionate to the land value. (Para - 5.10.6)
It is suggested that a slab system in the case of Luxury Tax be
introduced in the state urgently. (Para - 5.10.8)
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• It is recommended for revising the Lease rates year by year at a
. reasonable rate and the same will be resulted in the revenue of
Government. (Para - 5.10.10)
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• It is suggested that necessary instructions should be given to the
Local Self Government Institutions to make it mandatory the

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• remittance of One Time Building Tax in advance in village office for

• allocation of number to newly constructed buildings. (Para5.10.11)

8. It is recommended that necessary orders be issued authorizing

Village Field Assistants for the collection of various taxes also. Their
• qualification for the post of Village Field Assistant be revised as pass
• in 10th standard or equivalent. (Para-5.10.12) -

It is recommended for the bifurcation of group villages for effective

• delivery of servicetothe public. (Para-5.10.13)

• It is recommended for inserting a condition in the Rules and

Procedures related to Revenue Recovery that an
Institution/Department approaching Revenue Department for

• recovery related proceedings should remit 5% of amount in advance

to the Revenue Department. (Para- 5.10.14)

II. It is suggested that the village authorities should be exempted from

• the work of seizure of illegally mined sand, earth and rock etc.

• instead, a Revenue Task Force under the control of a Deputy

Tahsildar, Headquarters be formed at Taluk level wherever required
• without creation and recruitment of further staff. (Para- 5.10.15)

It is recommended that the Permanent Conveyance Allowance for

• Village Officer and Village Assistant have to be enhanced at least to
• Rs.2501- and Rs.200/- per month respectively.( Para- 5.10.16)
•
• It is recommended that for major data collection work the Tahsildar

• should hold a discussion with the village officers for arriving at a

• consensus on the time frame of the data collection and sufficient

• time should be given accordingly. (Para- 5.10.17)

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• 14. It is recommended to form a Contingency Fund of Rs. 1,00,000/- at

• the Taluk level with the Tahsildar as the custodian of the fund in
• order to meet contingency expenses at village level. (Para- 5.10.18)

15. It is recommended that every employee in the Revenue department

• should have at least 2 years of service in a village office and the
• service in village offices should be made mandatory for getting
• promotion to the post of Village officer, Revenue inspector and head

• Clerk. (Para- 5.10.20)

• 16. It is recommended that that the post of Special Village Officer may be
• renamed as Assistant Village Officer without change of pay or rank
• and to authorize him to issue certificates in the absence of village

• officer.Para- 5.11.22)

• 17. It is recommended that the prescribed appIicaton forms for

• certificates and other purposes should be provided to the people at
• reasonable rate. (Para-5.11.25)

• 18. It is recommended that the validity of some certificates like nativity,

• residence, legal heir ship etc. should be made life time. The Revenue
• Department should consider issuing orders accordingly. (Para-

• 5.11.26)

• 19. The Work study team found the necessity for creation of one post of
• Village Assistant in 140 village offices in the state. In this

• circumstance the work study team suggest that a post of Village

• Assistant be created in the enlisted village offices.(Para-5.11.34)

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Office Functioning and Infrastructure

The work study team recommends that Printed Movement register

contain 300 pages and with 5 distinctive rows and 6 column as
recommended above format be supplied to the Village Offices at the
beginning of each financial year in order to ensure uniformity of
Movement Register. The Village officer and the Deputy Tahsitdar
concerned may take necessary steps to ensure attendance and
punctuality in the village office. It is the duty of the Village Officer to
ensure that the field visit of the employee is solely for the official
purpose.(Para- 6.2.3)

It is recommended that an identity card bearing name, photo and

designation of the employee be issued to each village staff and
make it compulsory to wear the card while on duty. (Para-
6.3.1).

It is recommended that a complaint box be installed in all village

offices and the key of the box should be kept in the custody of
Tahasildar or the person authorized by him. The Tahasildar or the
person authorized should open the box once in every 3 months and
take action on the complaint, if necessary. (Para- 6.3.1).

It is recommended that proper Induction training should be given to

Village Field Assistants, Village Assistants/Special Village Officers
and Village Officers at each level without fail. The Department may
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• explore possibilities of utilizing the service of Institute of

• Management in Government in this regard. (Para- 6.4.2)

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• 24. It is recommended that registers having good quality paper be

• supplied to every village office sufficiently at the beginning of each

• calendar year. (Para - 6.5.4)

25. It is recommended that the guidelines in the Citizen Charter should

strictly be adhered to and the service delivered in line with the first
come first served basis. (Para- 6.6.1)
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26. It is suggested that details of Public Information Officers should be
displayed in board legibly. (Para-6.7.1)

• 27. It is suggested that a board displaying the details of Vigilance

• Officers with their telephone numbers in legible letters be prepared
and displayed in front of all village offices. The information on the
board should be updated'whenever necessary. (Para- 6.8.1)

28. It is recommended that all newly constructing buildings should have

at least 1000 sq.ft of plinth area which will surely make working in
village offices an enjoyable experience. In the case of buildings
which have below 750 sq.ft of plinth area, extension may be added
for additional space for work. (Para- 6.10.4)
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29. It is recommended that secondary roofing be installed in all village

• office buildings where leakage of water is a major problem. (Para-

• 6.10.6)

• 30. It is suggested that false ceiling be installed in those village offices

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with tiled roof and the wooden structure should periodically be
applied with anti-termite agent. (Para-6.10.7)

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31: It is recommended for painting all village offices once in 3 years with
a high quality, anti-fungal paint instead of white washing (Para-

• 6.10.9)

• It is recommended to ensure clean and usable toilets and wash basin

as a basic requirement in village offices. Sufficient water availability
be ensured through water connection and rain water harvesting.

• (Para- 6.10.1 3)

• It is recommended that a compound wall of at least 1.60 meters in

height with a good gate should be constructed for those village
offices without compound wall. (Para-6.10.14)
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• replacing all existing old and outdated

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It is recommended to
furniture with modern, ergonomically built pieceè of furniture.
Excellent furniture is not only able to make a work space look stylish
but can also give it an ambiance of professionalism and success.

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(Para- 6.10.17)
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35. It is recommended that the Revenue Department should prepare an
action plan for equipping the existing village offices and newly
constructing buitdings with Rainwater harvesting facility and engage
local bodies in the maintenance of the system.(Para-6.10.22)

It is suggested that there must be a Waiting area/room having 7 to 10

S seating with a table in every village offices. (Para- 6.10.25)

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It is recommended that all newly constructing village offices should

S have at least 14x14 Square Feet Record Room with proper ventilation
and ligAt. Besides, a powerful Vacuum Cleaner may be kept in each
Taluk Office and it can also be used to vacuum the dust periodically
in every record room of village under its jurisdiction. (Para-7.1 .7)
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It is recommended that the Revenue Department should initiate a
concerted effort to improve the record room and systematic
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upkeeping of records should be ensured. (Para-7.1.10)
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It is suggested that the existing Village Manual should be revised by

inserting record retention schedules/guidelines ensuring
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classification and destruction of outdated records. (Para- 7.1.11)

S 40. It is recommended that the village staff should be imparted proper

training on Record Keeping. (Para-7.1.12)

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41. It is suggested to purchase small steel cabinets with door to keep
Active records intact. (Para- 7.1.13)
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It is recommended that all existing wooden racks and corroded steel

stands should be replaced by anti corrosive steel shelves having
wheels and doors to protect the records from accumulation of
termites and other pests. (Para-7.1.15)

It is recommended to conduct a Record Survey in all village offices in

order to set up an efficient Record Management System in Village
Offices. (Para-7.1.22)

It is suggested that all village offices should be provided with

sufficient number of computers together with printers and the
maintenance of the same be entrusted with KELTRON. (Para-8.1.3)

It is suggested that all Village Officers and Special Village

OfficersNillage Assistants should be given proper training in
computer operations. (Para-8.1.4)

It is recommended to promote Open Source Software in all village

offices as a Government policy. . (Para-8.1.6)

It is suggested that all existing CRT monitors should be replaced by

LCDITFT monitors. (Para- 8.1.8)

It is recommended that Multifunction Printer should be instilled

instead of Single Function Printer. (Para-8.1.10)

It is suggested that in order to make the computerisation a success,

all the problems listed above (1-5) should be addressed immediately
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and necessary actions should be adopted to get all the works in a

village office computerised and not to limit computerization of to one
or two items only. (Para-8.1.17)

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Chapter- 10
Expenditure & Benefit Analysis

Expenditure & Benefit Analysis

10.1.1. With a view to streamlining the functions and to improving the

infrastructure of the Village Offices in Kerala State, a slew of measures
have been placed by the P & AR Department in the previous chapters.
Before arriving at the recommendations, the precarious financial condition
of the State has been taken into account. it is a fact that a welfare state
combined with good administrative machinery never comes free of cost.

10.1.2. The staff pattern of the village offices in the state has not been revised for
the past 30 years. During this long period, the state witnessed a massive
increase in population, land ownership, welfare schemes, law and order
problems, constructions, illegal mining, land encroachments. .etc. During
the work study, the team came across many villages which are running for
breath for want of additional staff. Against this background the team
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proposed to create one post of Village Assistant each in 140 village

offices.

10.1.3. There is an annual financial commitment of Rs. 292123,600/-(Rupees Two

Crore, Ninetytwo Lakh Twentythree thousand and. Sixhundred only) is

needed for implementing the post creation recommendation in this report.
The amount has been calculated on the basis of the minimum of the basic
pay + D.A of each category. The statement showing the additional Annual
financial commitment in the Department is shown below;

Add! Posts I Scale No. of Financial Total annual Remarks

proposed of Pay Posts commitment of . financial
each post per commitment
year
(BP+75%DA)x12
Village 9940- 140 Rs. 208,740/- Rs.2,92,23, Vide
AssistantJL. 16580 660/- Recommen
D.Clerk
dations at
Para 5JLl7
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Chapter-5

Village Office Infrastructure Development

10.2.1. It is very sad to note that majority of the Village Office buildings is in a
dilapidated condition with reeking toilets, damaged electric wiring and
leaking roof. With a view to modernize the village offices, the study team
is submitS a slew of measures for favourable consideration and
implementation.
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Cost

10.2.2. The cast needed for infrastructure development is definitely a big burden.
Without infrastructure development no improvements in the village
administration is possible. The price of building materials is increasing day
by day and varies from brand to brand. The price of today is not the price
of tomorrow. So are the case with all other installations like Rain water
harvesting, Computer systems, Printers, Paints, shelves and Almarahs.
Therefore the team is of the opinion that it is not possible to show the cost
of infrastructure development at this point. In this circumstance the best
possible alternative method is to involve Jocal self institutions in the
development of infrastructure of village offices.

Cost of It is not possible to

InfrastruCture Price varies furnish a
development from brand statement on
is increasing to brand Infrastructure
day by day development
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Possible Alternatives

Offsetting Measures
10.3.1. It is a fact that the expenditure towards the salary and other perks is an
additional burden on the state exchequer. But there are no alternatives
before the Workstudy team than the suggestion of additional posts. In the
mean time there is still light at the other end of the tunnel that the
Revenue Department can channel more money in to the exchequer by
revising the existing disproportionate Tax rate of various types. See
picture on next page.
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Land Tax. Luxury

Tax. Commercial
Building Tax. Big
Plantation Tax, Lease
Rate

0
Exchequer

Bank Loan BSNL,

KSFE, Private
Establishments.
KSEB
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Gain analysis
10.4.1. The gain analysis with regard to the suggestions and

S recommendations contained in the workstudy report is detailed

below.
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S Speedy processing of the applications submitted by the Villagers

Introduction of Front office will ensure speedy service delivery.

S Queue and crowd in village offices can be avoided.
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C. Heavy work load and the resultant stress over the staff can be
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mitigated to a great extent

S C. There will be no queue and crowd in village offices and people can

S save precious time

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S 9 Once the computerizatibn of Village offices is finished, people can

S have service even without visiting the village offices.
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+ Village staff becomes people friendly and service oriented
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S Heavy stationery expenditure can be reduced to a large extent

S 9 Refurbished village offices provide a soothing experience to the

S • village staff to work in.
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Speedy implementation of government plans and schemes
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S 4 Implementation of general administration can be improved.

S 4 People feel more satisfaction and proximity towards the

S government
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+ Government can reach out to the common people and thus prove it
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is always with the people
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S Improved Tax collection

S + Sophisticated and efficient Records keeping system

Efficient check over illegal activities like sand mining, land filling etc

S + Improved inflow of cash to the state exchequer through revised tax

S rates and commission through loan recovery.

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Annexu re
Rate of Basic tax
II

Period Panchayath Muncipality Corporation

Till 31.3.88 Rs.0.05/ are Rs.0.05/ are Rs.0.05/ are
1.4.1988 to3l.3.1993 Rs.O.25/ are Rs.0. 50/ are Rs.1.00/ are
1.4.1993 to 31.3.1998 Rs.0. 50/are Rs.1.00/ are Rs.2.00/are

... From 1.4.1998 the rate is as follows

Rate of Buildina tax (In Rijneps'I

., Area Extent Rate
Corporation Up to 2 are Rs.2.00per are
Above 2 are Rs.4.00per are
Muncipality/ TOwnship Up to Gare Rs.1.00per are
Above 6 are Rs.2.00per are
Panchayath Up to 20 are Rs.0.50per are
Above 20 are Rs.1.00per are
S
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ith Area IGrama panchayat [SpIgr Panchayatl Town Mun Corp
S bther than SpI Gr
[chayaUMuncipaI an Co uncil
Lrama Panchayat . .
.

ii. Buildings . . .
100sqmts frJl. .. ..-
we 100 sq mts but 750 .1350 2025
S exceeding 150 sq

S we 150 sq mts but 11500 2700 4050

exceeding 200 sq .
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we 200 sq mts but 3000 5400 8100
exceeding 250
its
eeding 250 sqrnts 3000 +600every addl 5400 +Rs.1200 every addi 3100 + Rs.1500
I LU Sqmt 10 sq mts ?very addl 10 sq
ilts
S er building ... .. -
exceeding 50 fri il frI -.
aremetrés F
ye 50 square metre050 b.soo IjOO6
not exceeding
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a
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)0ve75 square metresb25 Fc2so 4500
it not exceeding 100 a
•11
uare metres
)ove 100 square 2250
S ?tres but not
ceeding 150 square
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S 150 square
but not
ing 200 square

S 200 square 3000

S but not
ing 250square
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ing 250 square plus Rs.900 for
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plus Rs.1800 for
additional 10 sq.mt
)00 pus Rs.225'
every additional U
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of Plantation tax
Extent rate
S
btal plantation area below o tax
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