Introduction

The Right to Information Act 2005 lays down the machinery for the grant of access to information to the Public by the Public Authorities within 120 days of the enactment. Therefore, the responsibility about suo-moto disclosure/publication of information by public authorities has been considerably enlarged.

The Act lays down the machinery for the grant of access to information. The public Authorities are required to designate State Public Information Officers and State Asstt. Public Information Officers within their Organisation, Board, Agencies or the Councils within 100 days of the enactment of the Right to Information Act 2005 in order to deal with the request for such information from the public and to assist such persons seeking information on the matter of public authorities which do not fall under the exempted area of activities as mentioned under Section 21 and schedule to the Act.

The Act also lays down that such request for information shall be complied and made available to the petitioner public within 30 days of the request for such information and upto 40 day in case third party interest is involved.

This Information Handbook therefore lays down Rules, Manuals and Regulations for the users and the intending users and publics to enable them to have basic ideas of the Organisation and structures of the Board and to disseminate knowledge among the members of public interested in the functioning of the Board.

The Intended Users of this Hand book:-

This Hand book shall be made available to the following intended users:

1. The Staff of the Tura Municipal Board.
2. Citizens of Tura Municipal area.
3. All the Registered Traders of the Tura Municipal Board.
4. All holding Tax payers within the Municipal Board.
5. All Lessees of the Tura Municipal Boards.
6. All the registered contractors of the Tura Municipal Board.
7. All Government Departments paying holding Taxes to the Board.
8. Traders Associations and Chamber of Commerce.

DEFINITIONS :-

1. T.M.B. - means Tura Municipal Board
2. Chairman - means Chairman of the Board.
3. CEO - means Chief Executive Officer.
4. Commissioner - means Ward Commissioners of the Board duly elected by the citizens or appointed by the Government.
5. NSDP - means National Slum Areas Development Programme.
6. SNP - means Special Nutrition Programme
7. SUWP - means Special Urban Works programme
8. SJSRY - means Swaran Jayanti Swahar Rozgar Yojna.
9. ISYDP - means Intensive Sports and Youth Development Programme.
10. IACDP - means Intensive Arts and Culture Development Programme.
11. MPLAD - means Member of Parliament Local Areas Development Programme
12. PIO - means Public Information Officer.
13. APIO - means Assistant Public Information Officer.
     

CONTACT PERSONS FOR MORE INFORMATION

In case any party or public desires to have more information About the Board and its functioning or any other information as may be desired by them, the following Officers of the Board will be available in the office as well as in their contact number as given against their names.

PROCEDURE AND FEE STRUCTURE FOR GETTING INFORMATION
NOT AVAILABLE IN THE HANDBOOK.

If any members of the public or any aggrieved party desires to get information on the matters which are not readily available in the Hand book or electronic media and or are not displayed in the Notice boards or Library maintained by the Board, he may apply or give in writing to the following Officers of the Board specifying or mentioning clearly the documents or information as desired by him/her to the following Officers of the Board in a form prescribed by the Board.

1. The Chief Executive Officer of the Board.
2. Asstt. Public Information Officer, as notified by the Board.

FEE STRUCTURE :-
Any person applying for any information from the Board shall pay to the Board the following fees

• Application fee - Rs. 10/- (rupees five) only per application.

• Information fee - The applicant shall pay a fee of Rs.3/- per page being the cost of stationery and Printing/clerical charges.

The information as sought for will be made available to the applicant within 30 days of application.

Any person aggrieved by the action of the Public Information Officer may appeal to the Appellate Authority, i.e., Director, Urban Affairs Department, Meghalaya, Raitong Building, Shillong for settlement.
 

NOTIFICATIONS BY THE BOARD

In pursuance of the Provisions of Section 5 of the Right to Information Act, 2005 and in Exercise of the Powers confered under Sub-Section(2) of Section 5, of the said Act the Tura Municipal Board is pleased to notify the following Officers of the Board as State Asstt. Public Information Officers designate enabling them to exercise powers and functions as laid down under Section 6 of the Act.:

1. Shri. Twinbirth R. Marak, Asstt. Engineer - Asstt. Public Information Officer, in respect of information Relating to all developmental Works of the Municipal Board.

2. Dr. B. Ch. Marak, Medical & Health Officer - Asstt. Public Information Officer in respect of Health care, Officer SNP, Registration of Births & Deaths as Asstt. Public Information.

MANUAL - I

Objectives of the Board :-

1. Maintenance of Cleanliness in and around Tura Town.

2. Improvement of Infrastructures, public amenities by taking up developmental activities, viz., construction of roads, footpaths, culverts, bridges and maintenance of public toilets and sanitation.

3. To take up family welfare programmes, Special Nutrition Programmes and health care for nursing mothers and Childrens.

4. Maintenance of Municipal markets and Market Complex.

5. Take up any other development activities as may be required for the improvement of public and civic amenities.

6. Vision And Mission statement of the Board
   Vision of the Board - “Cleaner and Healthier Tura Town”
   Mission Statement:- “ The Board shall strive to provide cleaner environment condition within all the areas of the Tura Municipal Board”

7. Main Activities of the Board :- Street sweeping and disposal of garbage from within Tura Town, maintenance of street lights and regulation and control of markets within the Area of the Board.

8. Services Provided :

IMPORTANT SERVICES PRESENTLY RENDERED BY TURA MUNICIPAL BOARD

1. Lighting and cleansing of public streets

2. Removal and disposal of garbage

3. Construction, maintenance and cleansing of public drains and drainage works and public latrines and urinals

4. Removal of obstruction on public streets

5. Supplementary nutrition programme for slum areas under community structure programme of Swarna Jayanti Shahari Rozgar Yojana (SJSRY)

6. Relief to destitutes and urban poor through implementation of Indira Gandhi National Old Age Pension Scheme (IGNOAPS) and National Family Benefit Scheme (NFBS)

7. Training-cum-subsidy for urban poor under Urban Self Employment Programme of Swarna Jayanti Shahari Rozgar Yojana [SJSRY-USEP(T)]

8. Registration of births and deaths

9. Vaccination and inoculation of expecting mothers and children.

10. Distribution of free medicines for urban poor

11. Measures for prevention and checking of dangerous disease

Public cooperation in matters of systematic disposal of garbage is expected.

MANUAL - II

Powers and Duties of Officers of the Board

A. Besides its own development work, the Board shall also provide infrastructure and logistics for the implementation of the other Government Sponsored Scheme as listed below:-

1. Implementation of — National Slum Areas Development Programme.

2. Implementation of— Special Nutrition Programme

3. Implementation of SJSRY and other components under this Scheme.

4. Implementation of Member of Parliament Local Area Development Programme.

5. Implementation of— Special Urban Works Programme.

6. Intensive Sports and Youth Development Programme

7. Intensive Arts and Culture Development Programme

8. Any other programmes that may be entrusted by the Government, the Meghalaya Urban Development Authority and Meghalaya Urban Development Agency.

B. The Board shall also take up schemes for the proper disposal of the Public Waste through implementation of the Scientific Solid Waste Management with Composting and Vermi-Compost Project through the Assistance from the Government.

The Board will also create infrastructure for the scientific disposal of the Solid Waste through the scheme of” Solid Waste Management Project” to be sponsored by the Government of India.

MANUAL - III

Rules, regulations, Instructions Manuals and Records followed by the Employees for the Discharging of Functions:

The following Acts Rules, Manuals and Bye-laws shall be followed by the employees of the Board for the discharging of its functions:

1. Meghalaya Municipal Act. 1973 as adopted by Meghalaya from the Assam Municipal Act.

2. Meghalaya Municipal Rules as attached to Municipal Act.

3. Bye-laws of the Tura Municipal Board as framed under the Meghalaya Municipal Act. 1973 and Approved by the Government of Meghalaya.

4. Rules, bye-laws, and Instructions and orders regulating fixation of the House Holding Taxes.

5. Manuals on SJSRY (Government of India manual)

6. Manuals of Member of Parliament Local Areas Development Programme (Manual as framed by Government of India)

7. Manual on Special Urban Works Programmes (State Government Manual)

8. State Government Manual on Intensive Sports and Youth Development Programme.

9. State Government Manual on Intensive Arts and Culture Programme

10. Manual on National Slum Areas Development Programme.

11. All the above manuals shall be made available to the Public if desired on payment of stationery and clerical charge at the rate of Rs. 3/- per page. No charges will be levied from persons living below poverty line.

MANUAL – IV

Arrangements for consultation with members of the public or representation from it in its relation to the formulation of its policy and implementations thereof:

Members of the public can meet the Chief Executive Officer during office hours and convey their concepts and ideas for formulation of policies by the Tura Municipal Board in its endeavour to provide better civic amenities to the citizens.

MANUAL – V

Besides the Acts, rules Bye-Laws and Manuals as listed in Manual 3 of the Handbook, the Municipal Board is in possession of the following documents which can be made available to the public on payment of Rs. 3/- per page in case of a written document. In the case of diagrams, charts or maps a fee of Rs. 5/- per sq. ft. will be charged.

However, charges will not be realized from persons of the following category :

1. People With Disabilities

2. Economically weaker sections of the society living below the poverty line

3. Widows and destitutes

4. Beneficiaries of Indira Gandhi National Old Age Pension Scheme

MANUAL– VI

A statement of Councils, Committees, and other bodies Constituted by the Board:

So far the Board has not constituted any such Council or Committee of its own. However, the following Associations are functioning independently within the Area of the Board. Though they have no functional links with the Board it is considered essential that these Associations be taken into confidence while taking any major decisions.

1. Chamber of Commerce Tura

2. Super Market Traders Association.

3. Hawakhana Traders Association

4. Nakham Bazaar Traders Association.

MANUAL - VII

Name designation and other particulars of the Public Information Officers

MANUAL - VIII

Decision Making Process of the Board:

A. In policy matters no decisions are taken by the Officers of the Board on their own except for the daily normal functioning of the Board Office. In case decisions are required on policy matters and functioning of the Board, a detailed agenda is prepared and placed before the Members of the Board for discussions.

B. The documented procedure followed by the Board to arrive at any decision is based on the following Acts, Rules and Bye-laws:

Meghalaya Municipal Acts and Rules 1973.
Bye-laws of the Board framed under the above Act and Approved by the Government in Urban Affairs Deptt
Compendium of Instructions issued by the Government from time to time.

C. While taking decisions the opinion of the following Officers are sought:

1. Chief Executive Officer of the Board.

2. Asstt. Engineer of the Board

3. Ward Commissioners and

4. The leaders of the concern NGOs whenever found necessary.

D. Subjects on which decisions are taken:

1. Collection of Tolls and Taxes

2. Appointment and removal of lessees

3. Enhancement or alterations in the rate of Municipal fees, taxes and tolls

4. Selection and approval of major projects.

5. Establishment matters concerning the disciplinary action against the employees, creation of new posts and enhancement of salary and remunerations of the staff and

6. Any other matters that involves policy making.

All decisions so taken are executed by the Chief Executive Officer and its Sub-Ordinate staff.

The decisions so taken in the Municipal Board are communicated to the public through circulars, news papers, Notice Boards and through District Public Relations Officer of the District. The Proceedings of the meetings are also made available to the citizens for inspection or they may also apply for a copy by payment of prescribed fees.

MANUAL - IX

Directory of Officers and employees of the Board, Officers of the Board.

Officers: -

Other Employees of the Board: -

MANUAL - X

The Monthly Remuneration paid/received by each of the employees of the Board:

MANUAL - XI

The Projects and Plan and Estimates for the Boards functioning and activity is prepared on the basis of the budget allocated to it by the Director Urban Affairs and other Government departments who implement schemes through the Board.
The details of each of the schemes are given below :-

1. National Slum Areas Development Programme

2. SJSRY

3. Grant-in-Aid Schemes

4. Finance Commission Awards

5. 5. Upliftment & strengthening of Urban Infrastructures

6. Special Urban Works Programme

7. Intensive Sports and Youth Dev. Prog.

8. Intensive Arts & Culture Dev. Prog.

9. M.P. Local Areas Dev. Programme

10. BRGF

The Funds for the schemes are released from different government department as per the allocation made by the State level Committee on selection and approval of schemes.
No proposals need be sent by the Board except for the schemes which are directly formulated and implemented by the Board such as National Slum Development Programme, SJSRY and other grant-in-aid schemes implemented by the Urban Affairs Department.

The funds are normally released during May to July and implementation normally starts from June up to November.

MANUAL - XII

Manner of Execution of Subsidy Programmes The Board implements only one Subsidy programme under SJSRY which is available for the urban poor living below poverty line and are below matriculate in qualification.

PROCEDURE:

1. The beneficiary for the programme is identified by the Board through house hold survey of urban poor conducted by the Community Organiser and other staff of the Board.

2. The Annual Action Plan is then prepared and placed before the Committee appointed for the purpose.

3. On approval the Action Plan, the applications of the beneficiaries Are then forwarded to the implementing Bank for Sanction.

4. DURATION:

5. The duration of the programme normally takes one year till it is finally sanctioned by the Bank.

ELIGIBILITY FOR THE SCHEMES

1. Urban un-employed youths, living below poverty line is being is targeted.

2. Any persons within urban Areas falling under the above category can apply to the Chief Executive Officer or to the Community Organiser along with his school and residential certificate For empanelment of his name.

3. Annual target set for the programme is 10 individual beneficiary and five Self Help Groups.

MANUAL - XIII

Particulars of Recipients of Concessions, Permits or Authorization Granted by the Board:

• The Tura Municipal Board issues Trading Licenses for traders and businessmen.

• The Board also grants permission and No-objection certificates to the citizens applying for new Electricity, water and telephone Connections on payment of Rs. 200/ (rupees two hundred)only.

The following documents shall accompany the applications for permissions and No-objection Certificate:

• House Holding Tax payment receipt

• Patta of the location or NOC from the owner.

• Trading licence for non-tribal.

MANUAL - XIV

Norms set by the Board for the discharge of its functions

A. Developmental works.

1. The Chief Executive Officer is the Executive Head of the Board and all the schemes are implemented and executed under his Supervision and direction.

2. Supervision of the field works are done by the Asstt. Enginer and assisted by the Junior Engineer.

3. Every small projects are implemented within the period of 30 Days, however the larger projects vary from six months to one year.

4. All payments to the contractor shall not be made unless the Project is fully and satisfactorily completed and certified by the Field staff.

5. Detail measurement of the work done shall be made for every Work schemes by the technical staff of the Board.

6. All expenditures in relation to the works shall be maintained by the Accountant of the Board.

B. Issue of births and death Certificate.

1. As regards Issue of birth and death Certificate the Registrar of Births and Deaths shall receive applications and other documents from the applicants and if satisfied by the Registrar, issue Certificate within one week of the receipt of application in the Office.

MANUAL - XV

Information on Electronic Media

So far the Board is yet to fully computerize its data. Registration of Births and Deaths has been computerized and efforts are on to computerize all the Departments and the exercise is expected to be complete by end of 2009.

MANUAL - XVI

1. At present the Board has no other specific facilities available for the citizens for obtaining information. However, the citizens have a free access to the office and they can obtain information from any of the Officer or the staff dealing with the subject or the matter of his interest.

2. The other mode of disseminating information to the public are as follows:

• Through news papers

• Notice Boards of the Board

• Circulars and hand bills

• Announcement through P.A. system

• Announcement through District Public Relations Office.

• Through inspection of records by the citizen.

MANUAL - XVII

Other useful information
1 .Other Programmes of the Board:

• Besides normal developmental activities, the Board also is involved in training the un-employed youths and other persons living below poverty line to equip them with skill to set up micro- enterprises within the urban Areas.

• The duration of such training vary depending upon the nature of the trade opted. Initially the beneficiaries are trained for a period of three months.

2. Following are the few of the selected trades taken up by the Board for imparting training to the beneficiaries:
Steel fabrication

• Black smithy

• Tailoring and knitting

• Printing and book binding

• Motor and diesel mechanics/Automobile workshop

3. The availability of the programme is advertised in the local news papers inviting applications for the training. All the applicants are requested to submit along with application a school certificate, residential certificate and BPL and un-employment certificate from a gazetted Officer.

Taxes and Tolls Collected by the Board

1. Holding Tax - Every resident within the Municipal Board who are assessed of their holdings are required to pay a house holding tax, the rate of which are as follows:

• Private building - 2 percent of the rental value of holding

• Government building 2.4 per cent of the Total value of holding

2. Central Government:

• Holding value below Rs. 15.00 lacs - Exempted

• Holding value above Rs. 15.00 lacs - one per cent.

No holding tax is presently realized from the Educational and Religious Institutions.

Revision of House Holding tax rates is expected to be made every five years. A Valuation Committee has been constituted by the Government for this purpose and work is on for revision based on the Annual Rental Value of properties.

Schedule of Forms

Any citizen or persons seeking information from the Board Shall apply in the format as given below:

1. Name of the Applicant:

2. Father’s/Mother’s Name:

3. Mailing address:

4. Permanent address:

5. Information sought for :-
   i. Whether relating to scheme
   ii. Registration
   iii. Holding Tax
   iv. Registration of births and deaths
   v. Any other information please specify

6. Purpose for which required

7. Whether aggrieved by any decision (Please mention)

8. Remedy sought from the Board.

9. Whether cost is deposited (please enclose receipt)

Date____________________                                                                     Signature of the applicant.
 

ORGANISATION STRUCTURE OF THE STATE PUBLIC INFORMATION COMMISSION