Minutes of Meetings

Minutes of the Weekly Review meeting of the Project Management Unit of the Tripura JICA Project held on the 9th June, 2009 at 4.00 P.M under the chairmanship of the Chief Executive Officer & Project Director, Tripura JICA Project.
The weekly review meeting of the Officers of the Project Management Unit of the Tripura JICA Project was held under the chairmanship of Sh. S Talukdar, Chief Executive Officer & Project Director, in his office chamber on the 9th June, 2009. The list showing the names of the participants present is appended.
The following issues which were considered urgent and pertinent were discussed & reviewed in the meeting,
1. Work order for Baseline data survey work.
2. Identification of site for 2009 ANR & nursery.
3. Progress of Microplanning works - next course of action.
4. Payment to IBRAD for imparting training to the LCs.
5. Development of GIS laboratory.
6. Release of funds for FY 2009-10.
7. Engagement of the Field Facilitators in the 2nd batch JFMCs.
8. Fixing date for training of the COs.
9. Filling up of vacancies of the LCs.
10. Allow use of mobile telephones to the Attached Officers of the
Territorial CFs.
11. Any other issue
After detailed discussion the following decisions have emerged in the meeting:
• The work order for carrying out the Baseline Data Survey work has already been issued. The questionnaire for the survey drafted by the PMC is approved. It shall be forwarded to the Firm, Society for Social Services (MBC) and the first installment of advance as per the agreement shall be released to the Firm.
Action: Director (A&F)
• The Director (P&I) shall ascertain the site and location in the DMUs/RMUs where the 2009 ANR/AR shall be/has been taken up and compile the information for placing before the PMU. Similarly the site for 2009 Nursery (New/improvement) with species, no. etc may be compiled and placed.
Action: Director (P&I)
• The Director (P&I) shall carry out field exercise to ascertain the status of progress of microplanning works in the field. And while doing so he shall also ascertain the position of formation of the new JFMCs also by bringing down its members as per guidelines already circulated. The last date to complete the microplanning process shall be 30th June, 2009.
Action: Director (P&I)
• The agreement with IBRAD shall be revised as per the decision taken in the meeting dt. 27th April, 09 chaired by the Director (M&E) & NCE. The ToR on TNA exercise shall form part of the agreement. The revised agreement shall be sent to the IBRAD for their authentication immediately. Payment for the training of the LCs is made.
Action: Director (A&F)
• The PCCF has conveyed decision to house the GIS laboratory in the existing facility at Aranya Bhavan. The software procured from the ESRI is installed in the presently available computers of the GIS laboratory after having discussions with the Nodal Officer, GIS. An office order to the effect that the facility shall be utilized for the JICA project shall be issued by the Director (A&F) immediately.
Action: Director (A&F)
• The Finance Department released Rs. 5 Crores which shall be accounted for and claims for reimbursement of the funds to be utilized shall be sent to JICA for eventual disbursement.
Action: Addl. Director (E,A&M)
• Field Facilitators in the RMUs for the newly notified JFMCs shall be issued only after reorganization of the JFMCs as per guidelines circulated.
Action: Director (P&I)
• Attempts shall be made to complete the engagement process of the COs by the 15th of June, 09. The action shall be taken accordingly.
Action: Director (A&F)
• The Team Leader, PMC shall draw up and place a training programme of the COs which shall examined in the next weekly review meeting.
Action: Team Leader PMC.
• The Director (A&F) shall initiate proposal for filling up of the vacant posts of the LCs immediately.
Action: Director (A&F)
• The Attached Officer posted in the Office of the territorial Conservators of Forests, which are essentially extensions of the PMU, shall be designated immediately as the Additional Director of the Project.
Action: Director (A&F)
• The Director (A&F) shall take steps to ascertain the actual amount adjusted in the books of accounts of the state exchequer against total amount (Rs. 19.838 Cr.) reimbursed by the JICA during 2008-09.
Action: Director (A&F)
• The file containing the draft agreement for carrying out the inventorization works of biodiversity resources is received from the Election Department. It may be processed now for having agreement with the Member Institutions for execution of the work.
Action: Director (A&F)
• The meeting was concluded thanking everybody present.
Sd/- (S. Talukdar)
Chief Executive Officer & Project Director 11-6-09 

Appendix