Minutes of Meetings

Minutes of the Weekly Review meeting of the Project Management Unit of the Tripura JICA Project held on the 27th January, 09 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 the conference hall of Aranya Bhavan, Agartala on the 27th January, 2009, at 6.00 P.M. The name of the Participants present in the meeting is appended.
The following issues which were considered urgent and pertinent were discussed & reviewed in the meeting,
1. IGA Support Team’s code of conduct and circular to CF, DMU and RMU.
2. JICA’s approval on relocation of fund for SMC works.
3. Progress of construction of PMU building, DMU building, RMU building.
4. Informing JICA about the rate increase.
5. JICA’s approval on change of implementation method of biodiversity inventory.
6. Progress of Micro Planning and survey and mapping.
7. LC’s training on Micro Planning, JFMC Standard Management Manual, SHG/ IGA, etc.
8. Training to be organized by IBRAD.
9. Tender progress for GIS mapping.
10. Status of establishment of GIS/ MIS Unit.
11. Institutional mechanism for NCE.
12. Forest Rights Act and TFIPAP.
13. Engagement of C.Os.
14. JICA quarterly progress Report.
15. Notification of 2nd batch villages/ hamlets and status of socio-economic survey.
16. International training.

After detailed discussion the following decisions have emerged in the meeting:

1. The PMC shall draft the code of conduct for the recently recruited members of the IGA support team for its eventual circulation after formal approval.
2. The Proposal is initiated to the Rural Development Department for issue of needful orders for inclusion of the proposal for creation of SMC structure (model III) in the shelves of project of NREGS in the District plan being prepared by the D.M & Collectors. The JICA shall be intimated on receipt of the relevant information.
3. The construction work of the PMU/DMU/RMU buildings are in full swing. Additional Rs.1.00 Crore shall be released to the NPCC Ltd. against their requisition for release of Rs. 3.00 Crores which shall also include the requirement of Rs. 10.0 lakhs for the construction at Udaipur. The requisition of the R.D Department shall be examined in the light of the approval of the rates for the various types of constructions and decision on release of funds shall be taken accordingly. The construction work of RMU at Panisagar shall be executed by the Project Manager of RMU Panisagar.
4. The JICA New Delhi Office has been informed about the increase in the rate of the wages of various categories of the workers in the state.
5. The Director (A&F) shall prepare reply on implementation method of biodiversity inventory after it is examined by the Director (P&I).
6. The CPOs have been allowed another month’s time in view of their pre-occupation with the enforcement of the RFR Act. The CPOs are advised to finalize the Micro Plan for the notified JFMCs by February, 09. The Director (P&I) shall monitor progress of field demarcation, surveying of the JFMC area including mapping and issue needful instructions.
7. The training of LCs on Standard Management manual, SHG guideline and Microplan shall be held and at Roa , Paratia and Teliamua after 19th February, 09. The training component, duration, course content shall be finalized by the PMC.
8. The Director (P&I) shall finalize the Standard Management Manual, SHG Guideline and Micro Planning Manual drafts of which have been examined by the PMC. The Department shall also be requested by him to finalize the guideline for the ECO Development Coomittees which are found to have not been finalized yet.
9. The IBRAD has informed about their arrival on the 3rd of February, 09. They shall be requested to confirm the training programme including the training of the LCs & COs.
10. The Financial bids of the four short listed Firms shall be opened and examined by the Scrutiny Committee after 8th February, 09. The PMC Specialist shall remain present in the meeting of the Scrutiny Committee. The Representative of the short listed Firms may remain present in the meeting.
11. Four Individuals have responded to the notice issued for engagement of the MIS Specialist. They shall be interviewed by the members of the Scrutiny Committee on a convenient date & time in the 2nd week of February, 09. Government decision for sending on deputation two Scientists-Enginners from the TSAC is received. The TSAC shall be approached for issue of deputation order if it is not received within a reasonable time.
12. The Director, NCE shall take a view and put up a proposal for putting in place an institutional mechanism so that the NCE may continue to receive funds even after the JICA project cease to exist.
13. It is understood that the last date is fixed on the 31st January, 09for allotment of the forest land to the eligible claimants under the RFR Act. This decision and action shall attract the objective of the JICA Project which is based on the mechanism of JFM and so it is decided to invite the Director of Tribal Welfare in the next weekly review meeting to know the location and quantum of land being allotted. The Government shall be approached for decision on next course of action on the execution of the project components after amendment of the objectives of the Project.
14. The Team Leader, PMC shall examine to provision of the notification issued for engagement of the Community Organizer and further action shall be taken on receipt of the opinion from the PMC.
15. The quarterly progress report for the quarter ending December, 09 shall be finalized immediately by the Addl. Director(E.A & M) after taking suitable advice from Director (M&E)
16. The 2nd batch of the JFMC shall be notified only after having the report of the Director of Tribal Welfare on the allotment of land under the RFR Act.
17. The Director (A&F) shall initiate the proposal on foreign training of the 2nd batch of Officers.
18. The Executive Director TFDPC Ltd. confirmed that their Organization is capable of raising 100 ha of Rubber Plantation during 2009 planting season. And two areas, namely New Kusum para and New Gunjalima under Bagafa Division are already identified for the purpose.
19. The meeting is concluded thanking the participants present.

List of PMU Officers present in the Meeting held on the 27th January,09.
1. Shri S. Talukdar P.D & CEO - in chair
2. Shri D.K. Sharma, Director (M&E) & NCE
3. Shri B. S Mishra, Director (P&I)
4. Shri P. Biswas, Director (A&F)
5. Shri A. Chakrabarty, Head of Office & DDO.
List of Officers from the State government PSUs.
1. Sh. P.K Das Executive Director, TFD&PC Ltd. Agartala.
2. Sh. N Deb Barma, Deputy Manager, TRPC Ltd.

List of the Project Management Consultants present.

1. Dr. M.K. Pattanayak
a. Dr. R.L. Banik
b. Ms Varsha Mehta
c. Dr. K C Malhotra