DZONG KHAG ADM I N ISTRATION - Tsirang Dzongkhag

STANDARD OPERATTNG PROCEDURES (SOp)

DZONG KHAG ADM I N ISTRATION

TSI RANG, SEPTEM BER 2O:I.5.

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Table of Contents

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Objectives

I-':GffilL. ,imtlffiHgus:

Procedure for new birth registrationProcedure for death reportingProcedure for changing the head ofhouseholdProcedure for new CID/SRP card processingProcedure for obtaining household information and family detailsProcedure for loss of CID/ Special Residence PermitProcedure for name change and date of birth correctionProcedure for census transfer within gewogProcedure for census transfer within DzongkhagProcedure for Inter-Dzon gkhag census transferDCRCO Service forms

2. LAND RE€ORD:

Procedure for obtaining ownership certificateProcedure for clearance certificate for land mortgageProcedure to obtain approval for rural house constructionProcedure for omission caseProcedure for registered land exchange with GRFProcedure for conversion of wet land to khimsaProcedure on lease of GRF land for TsamdroiPasture land and sokshingProcedure to lease land for commercial agriculture farmProcedure to lease land for development activityProcedure after endorsement by the NLC for lease of Tsamdro/Pasture development,sokshing, commercial agriculture farm and development activity 12Procedure for leasing GRF land for mining 13Procedule for rural land transaction ruProcedure for land acquisition and substitution of registered land 16

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Procedure for obtaining environmental clearance (EC)Procedure for Renewal of environmental clearanceProcedure for site visitProcedure for compliance monitoringDifferent types of Forms/guidelines (IEE forms)

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Procedure for claims of civil servants-pay billsTA/DA claims ProcedureProcedure to pay personal advanceProcedure to pay rural life insurance claimsProcedure to make bill payment agaitrst suppliers (Goods)Procedure to make payment against contraciors (Works)

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Procedure for recruitment (Operational, GSP and ESP as per delegated authority)Procedure of broad banded promotion processingProcedure for casual and earned leave

Procedure for budget preparationProcedure for mid-term budget reviewProcedure for retirement benefits claimsProcedure for ad-hoc budget requisition (Disaster)Procedure for ad-hoc budget requisition (External funding)Procedure for ad-hoc budget requisition (GDG)Procedure for budget re-appropriation

Procedure for tenderingProcedure for procuringProcedure for bill payment

Procedure for Damphu Hospital Services'Procedure for reception countersAdmission procedureDischarge procedurePost discharge procedureMaternity servicesCommunity Health UnitMedical store unitEmergency response and ambulatory serviceOutreach services standard

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Procedure for reporting

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EElrhhLhFIIIIItI

Procedure for Performance Management System (PMS)

Procedure for Annual work PlanProcedure for inter and intra transfer ofeducation staffs

Procedure for monitoring school admission

Procedure education staff welfare scheme (ESW) and semso

Procedure for student PlacementKidu RecipientProcedure contract extension and renewal

Procedure for farm road constructionProcedure for irrigation channel construction and renovation

Procedure for farmer's capacity buildingProcedure for agriculture input service

Procedure for land conversion I

CMU Machine hire

Procedure for establishment of community forest (CF) management

Procedure for plantation management

Procedure for NWFP management

Procedure for nursery raising and management

Procedure for culling/disposal of old breeding bull

Procedure for establishment of new artificial insemination centerprocedure for Community Artificial Insemination Technician(CAlT)selection.

Procedure for establishment of MPU/\4CCIDSCProcedure for formation of diary farmers' groupprocedure for poultry farm registration with national poultry development center

Procedure for goat farming developrnent- establishment of commercial farm

Procedure for pasture development

Procedure biogas constructionProcedure for registration of DFG with DAMCProcedure for primary co-operatives with DAMC

Procedure for survey, design, drawing and costing

Procedure for tender opening, evaluation and award of workProcedure for work implementationProcedure for allotment of number for measurement book (MB)

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Procedure for recording of detailed measurement

Procedure for recording of MB for final payment

Procedure for construction bill s verification

Procedure for handing taking of work

Procedure for release of retention money '\

Procedure to approve construction within municipality

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Procedure for preparing Five Year Plans (fYP)Procedure for FYP Mid-term review (MTR)

Procedure for preparing annual work plan

Procedure for monitoring and evaluation

Procedure for submitting progress report

Procedure to regularize ad-hoc plans in the FYP

Procedure to chinge plan (re-appropriate) activities

Procedure to co-ordinate sector co-ordination meeting

procedure for ICT problem reporting by Gewog/BHU/Schoolsprocedure for probiem reporting by stafflsector heads and nearby offices under the

j urisdiction of administrationProcedure for up-gradation of internet bandwidth

Procedure for DT

ffiProcedure for land kiduProcedure for processing citizenship kiduprocedure for processing living allowance for senior citizen

Procedure for processing allowance for Gyalpoi Tozey

@Procedure for revenue collection and deposit

Procedure for collection ofrural taxes

Procedure for rural insurance (Life and House)

Procedure to seek approval for Lhakhang construction

Procedure for Chortens/Mani Dungkhor construction

Procedure to procure religious itemsprocedure to seek uppror-ul for construction and maintenance of religious

infrastructure at the Rabdhey Dratshang

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procedure for compilation and publication of Annual Dzongkhag.tPti::itti

Procedure to validate, assure sound definition, conceps and classif,tcation lbr

statistical data collectionpror.aur. to provide technical assistance to Dzongkhag sectors and gewogs

Procedure for consumer price collection

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Procedure to seek legal advice

Procedure to investigate case

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Procedure

shed procedure to be followed in carrying oS l gi-'.el operation in a

siven situation" o, ;'fiJ;iii" p"t"o'*-"'G:i::""t:il"?"ti;:tff[tl;ilg",ts3$31,il56r6',Til',,i.lri "ffiIniJn; "-rf*t-;

prntic !"*ic"s. rn the words of Donabedian'

standards are professionally developeJ;re;;Tl"f of the range of acceptable variation

of a norm or creation. studies have shown sops are fundimentar pre-requisites for

qualitY Public service delivery'

I

while successive kings have arways rooked into the convenient of Bhutanese peopre,

there are public .g;il; oetivery issues across all the agencies in the country' At the

rocar government, the ozongrhag administration is cr6sery being watched for not

improving service J"fir"ry iystem. Hence, the pre|ent'gove.rnment mandatorily

instructed local goveinmeni to improve p;b6't+ice delivery 6y siging an agreement

between the Hon'ble Prime Minister and Dasho Dzongdag in fr,iy 2014' Similarly' Anti-

corruption corriJri.; iAcci ^*r'r; ,"ii"r of ariare-ness meeting with range of

agencies reminoeJ-i" oir* SOP to- prevent co.rruption' ln addition' the need for

improving pubtic;;d O"rir"ry is-ni"in objective of 11FYP' Therefore' Tsirang

Dzongkhag striveJio-rir,i"r" objectives of the government to improve public services

[v Jii*irriSoPs of atl the Dzongkhag sectors'

The objectives of SOPs:

An effective soP in the Dzongkhas. *il ?11ul?i.:?i^-*#t:?-?"",:*':i;[llffi *iservices to the people are catered on time saiistact6ri[ with accountability and

i,:l"lf,Ll:r:'il""?ff"r1'E9"1'"i,1i,'i: llllfTfAfments io quick service deriveries

,* iJrored and customer satisfaction maintained'

It includes measures to:

(i)

(ii)

Establish a set of procedure to avail services from various sectors housed

i, it "

Dzongkhag administration; and

provide a framework for the management to improve public services .

efficientlY and effectivelY'

An effective sop can ensure transparency, which will effectively address and mitigate

the following risks:

?'I''n f'[,0 miscommunication ?q.qt-111?Lt:lldits between the service

p;id"iand the cu-stom.e.rs i1tr.9 ?=:igllig;(ii) [f"]!T[H;'";"r;; T,*t-""*'li*1*eratives and senerar pubnc

*f,if" ,riiling the services from the Dzongkhag'

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Procedure for new birth registration:

2. Duly comptete filting up the BCRS-BR_O1 Form;3. At the bottom of the form - Signature of both

mandatory along with the signature of Head of

1. Download Birth Registration Form (BCRS-BR-O1) from thewww.mohca.qov.bt;

where the child census is to be registered;4. The Chiwog Tshogpa and the Gup have

authenticate the citizenship credential ofborn child;

5' Seal and signature of the Gup/Dzongkhag Civil Registration andCensus Officer (DCRCO).

Documents required for new birth registration:

1. Notification of birth (if born in HospitayBHu), whole set of Health Card except theimmunization chart growth rate;

2. Identification documents of parents i.e., clD copy of both the parents;3' Copy of marriage certificate, otherwise endorsement from the Chiwog Tshogpa &Gup' Gup's endorsement is compulsory, if birth is certified by respective ChiwogTshogpa;

4- Consent frorn Head of Househotd (it is rrrandatory if ilae crlitd's census is to beregistered with a person, other than either of the parents;

5. One legalstamp to be affixed.

the parents isthe Household,

to thoroughly verify andthe parents of the new

Procedure tor death reportingi

1. Download Death Reporting Form (BCRS-DR-01) from thewww.mohca.qov.bt.;

2. Duly complete filling up the BCRS-DR-01 Form, including the Nameand signature of the requestor;

3. The signature and seal of Gup and DCRco must also be completed inall respect

Documents required for death reporting:

1.

2.

3.4.

5.

6.

CID / SRP coPY of the requestor;

A copy of the Death certificate, confirming his/her death issued by the Medical;

Officer in Hospital /HA in BHU, if the death occurred within the health facilities;

Original CID/SRP card of the deceased to be surrendered to DQRCO Office;

Chiwog Tshogpa statement confirming the death duly endorsed by the respective

Gup, if the person is death out of health facilities;

No objection letter required, if the census registration of the insurance claimer is

not in the same household with the deceased person and

7. One legal stamP to be affixed.

Procedure for changing the head of household:

Download the form Head of the Household Form (BCRS-HoH-01) from

www.,m.ohca.q.ov.bt.

Duly complete filling up the BCRS-HoH-01 Form;

Signature of the Gup / DCRCO and Dzongdag'

Documents required for change of head of the household:

1. No objection certification on the form / Letter from the concerned family members

1.

2.

3.

above 18 Years,that there is no

their Household;

2, Legal Stamp to be affixed individually confirming the

Household members.

Procedure for new CID /SRP card processing:

having the census registration in the same household confirming

objection in the nomination of the new Head of the Household in

nomination of the new

1. Download form -(BCRS-CID-01) for new Citizenship ldentity Card

processin g from wrarvY. mghca,.qov' bt;

2. Duly complete the BCRS-C|D-O1 Form;

3. Two no. of Passport size photograph duly verified at the back side of

passport bY the GuP;

Affix legal stamP;

Citizenship credential authentication by respective Gup;

Verification of the citizenship credential of the person in the record by

the DCRCO and endorse bY Dzongdag;

The CID / SRP card printed at Ministry will be delivered to public once

the dzongkhag receives the card.

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Procedure for obtaining househord information and famiry detairs:1. Download form -BCRS_SAF_,1 from wvlqr.mohcd.qov.bt:2. Duly comptete fiiling up BCRS-Snr_9ffi3. The Househord information and famiry j'bt"ir, wiil not be issued to a

Name, signature and contact no. of the applicant.

for reporting toss of crD/ speciar Residence permit

1. Downtoad form -BCRS_LOST-01 lrom the @;2 Duty comptete filting up BCRS_LOST_01 foill--3' Lost report from the RBp / Gup and the authority concerned;4' The respective Dzongkhag wiil verify records, td;ilgraph andfonrvard to the Ministry for printing;

5. 1 Passport photograph & legal.i.*p;6. verification of the records by the DCRCO and endorsement byDzongdag7. The crD / sRp card printed at Ministry wiil be derivered to pubric oncethe Dzongkhag receives the card.

Replacement of the CID/ SRp cards:

1. Downtoad form _BCRS-REP_01 fro, @2. Duly complete BCRS_REP-O1Form.

Documents required for CID/SRp replacement

1. One Passport photograph;2. One Legat Stamp;3' Need to produce original clD/sRP card atong with the service Letter/certificationby Agencies / Gups and schools certificaie for students and other relevantdocuments;

Signature of DCRC;Signature of Dasho Dzongdag.

4.

Procedure(sRP):

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5.

Procedure for name change and date of birth correction:

1.

2.

Documentscorrection:

Download form -BCRS-NC & AC -01 from wrny,v.mohca.gov.bt

Duly complete filling up BCRS-NC & AC -01 Fdrm.

required for nanie change/age

1. Civil servants: copy of service record certified by the RCSC along with class X, Xll

and degree certificates or highest academic certificate obtained (original

certificates must be produced for authentication);

Z. Armed forces: copy of service record certified by record officer along with class X,

Xll and degree certificates or highest academic ceitificate obtained (original

certificates must be produced for authentication);

3. Judiciary, autonomous agencies and corporations: copy of service record certified

by personnel/HR officer along with class X, Xll and degree certificates or highest

academic certificate obtained (original certificates must be produced for

authentication);4. Monks and nuns: certification by Zhung Dratshang lUzinlHead of institution;

5. Students: copy of academic certificate or highest academic certificate obtained

(original certificates must be produced for authentication);

6. One legalstamp;7. Signature of applicant; l

8. Signature of Gupffhromde Thuemi;

9. Signature of DCRCO & Dasho Dzongdag.

Procedure for census transfer within Gewog:

1. Download Census Transfer Forms BCRS-CT-O3 from

www.mohca.qov.bt.:2. Duly fill up all the detail information required in the census transfer forms ;

3. lf the Census Transfer is proposed for the new household than need to

produce a copy of the Lagthram in the name of applicant. ln case, if the. applicant and family members census is to be transferred to another

household, the head of the household of that household should accept by

signing on the transfer form;

4. Due formalities have to be completed from the re0eiving head of the

household of the respective chiwog and then relieving head of the

household;5. Signature of applicant;6. Signature of Gup /DCRCO and Dzopgdag.

Procedure for census transfer within Dzongkhag:

1 Download Census Transfer Forms _Rr-ec ^_ ^^ -i

? Durv riil up arr,re oetaii ffi,;jffi ffi3;iJffi i1iry' I#;T:t{il,.,'ffi n:nx j?ffi# lll,:{fitm.",members ce::us is to be transrerred ,. rr"ii,"rrii;ljli,i:iilr?,#f*l4 [:T]il: ,il'n i'

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:ll1 :.,..; ;; :;;in, o, *re tra nsrer rorm ;- lcrp "rr*,".i,ff;j}j;coTfreteo r'o, ,n" ,"f*l'1n, head or the househord5' sisnature or appricany ocncb'f: ;l'il&t f:o

tt tn" nor.ur,Lo'r=no ouuProcedure for inter_Dzongkhag census transfer:

1. Download Census Transfer F

i p il: i:::,T * l,*i Ti:il::: T."fJ';:#:d "ttrfficopv of the Lagthram in in"'nrr" ;il;:,:'ff nousehold than need to produce amembers "".;:,;"'::'

j^'1'-e fame of applicant. lr

h o u se h o d :? H:i, :, :: ffi ':; HH"J";, il *ffi li*;" fl,*# f *l4' Due formaritie-s has ;;;;;0,","J ,.r, ir{*"L""irins head oi ir,. househordGup/DcRco/Dzongdr;;

iJspective o-rgki.g and then relieving head of thehousehord / Gup r ricnto ,io o.onn',;ffi;o

rake action accoroingrv.

census appear cases incrudes the forowing categories of cases:1. Census Drop_Out cases (DO);2. Census Up_gradaurriutl,3. AbscondeO (nBi;

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1 Emigrated (EM)t .fl"ili,.,i"X'.H,rilL1il

cases must be addressed to Head o,he

il:.rg;*J':ili1;: j:!:d:,i;,=# 6* ;;ti[y t;f

6 rxmg11,;rffi j*::,XJIljj;ffiiiJfiilTi#* '"g'rd to their r;;;;dressed to GuptuoHCA w*h7. Based o1 t!. report received from the Gewfonruardl! ,io" r"tt"r rvo]. og, in the prescribed formatrhe DcRco office wi, rx irre iir"iir" r; ,.;;;;lJ,JTrffiTr8.fl*;

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8.

9.

respective Gewog to inform the Census Tshogpa on the specific date brjoint verification;Accordingly, the report will be compiled and the required documents will

be collected by the DCRCO office and the individualwill be informed over

his contact No. on the status of the appeal mse; i

The Format will have to be used same for.all the'census appeal cases

category, as displayed during the training imparted in allthe Gewog(s).

required for the above appeal

1.

2.

Parents CID / SRP copy or Citizenship Credential details;

Health Card of children/ Court Marriage Certificate/Census Tshogpa statement

confirming the parentage/ Details of the census recordattended in 1992;

3. Employment Testimonial confirming the whereabouts;

4. Any other relevant documents pertinent to citizenship credential.

DCRCO service forms:

DocumentsGASES:

1.

2.

3.

4.

5.

6.

7.

8.

All the DCRCO services forms are available at the Webpage wvw.mohca.qov.bt,

Click the webpage www.mohca.qov.bt:You willfind Census Forms;

Download the same and may use as per the requirement;

REMINDER - The DCRCO Office will not accept, if the forms are used in

contradictory to the one up-loaded at the Ministry's webpage with immediate

effect from the date of issue of the operational guidelines on the public service

delivery.For the Census transfer forms are available in web site.rrwvrrv.mohca.gov.bt

DCRC and Gewog Office;

Census transfer forms are in three category within Dzongkhag within Gewog and

inter Dzongkhag allformalities are same;

Fill up the forms.

Documents required:

1. . lf the person is moving to new household (Lagthram copy is mandatory);

2. The receiving Dzongkhag/Gewog must complete the formalities because the

concern Dzongkhag/Gewog must accept his/her census transfer;

3. One legal stamp;4. Put signature of concern applicant;

5. Receiving head of family must put his/her signature;

6. Receiving Gup/Thromde Thuemi must put his/her signature;

7. Receiving Dasho Dzongdag must put his/her signature;:i,'

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8. Receiving DCRCO must put his/her signature;9. Relieving Head of Famiry must put his/her signature;10' Relieving Gupffhromde Thuemi must put his/her signature;

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11. Relieving Dasho Dzongdag must put his/her signatu'rp; -' ;

12. Relieving DCRCO must put his/her signature.

s ,,,,,

Procedu re for obtai n in g owners h ip certificate :

1' The applicant shatl put up an application to the Gup mentioning the reason whyownership certificate is required with clear Thram no. ,nJ Thr., holder,scitizenship identity card no.;

2' The Gup shall verify and fonryard the application to Dzongkhag Administrationaddressed to the Dasho Dzongdag; " "

3' The land record sector shall crosscheck with rhram record and forward theapplication to the National Land commission secretariat (NLCS);4' The NLCS will further crosschecked the application, fonararded by the Dzongkhagand send ownership certificate through fax or post to the Dzong[nag;5' The Land Record sector (LRS) shall hand over the ownership certificate to theland owner after depositing Nu. 50/- with the Dzongkhag Revenue Unit.

Procedure for obtaining crearance certificate for rand mortgage:

1' The land owner shall approach the Gup office with mortgage deeds afterreceiving the ownership certificate only;

2' The Gup shalt verify the document and keep mortgage record for futurereference; After verifying, it should be endorsed and fonruard to the Dzongkhagadministration for approval ;

3' The LRS will further crosscheck document with previous mortgage record;4' After crosschecking details of the document submitted, Land Record officer

.

(LRo) wirr recommend for finar approvar to Dasho Dzongda.

Document required for land mortgage:

Original or copy of ownership certificate;Census copy of the Thram holder;No objection from the family members above 18 years if the register land is familyland and no objection from joint owner if the regisier land is under joint owner;Letter of authority from Thram horder, if the mortgage rand berongs to others;Citizenship lD card of the Thram holder.

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2.

3.

4.

5.

Procedure to obtain approval for rural house construction:

1. After obtaining ownership certificate for house construction,l the applicant shall

approach the Gewog Office for rural house construction form;iThe Gewog administration shall verify the proposed site for construction;

After detail verification, the report shall be submitted to the Dzongkhag

administration;4. Having received rural house construction application forms, the verification will

be done jointly with site engineer and land record officials;

5. The final detail report will be submitted to the Dasho for final approval.

Document required for obtaining approval for rural house construction:

1. Ownership certificate for the house construction;

2. Citizenship lD card of the Thram holder;

3. No objection from the other agency if found necessary;

4. Map of the house construction.

Procedure for omission case:

As provided in section 107 of the Land Act 2007 a land owner may submit

an application for the reinstatement of an omitted land to the Gup. The

application shall be in the form prescribed under Annexure OL Form (1);

The Gup shall not entertain any application for the reinstatement of

omitted land if the period of omission of land is more than 5 years. lf the

application is submitted within Syears it shall be processed for

reinstatement;3. Upon evaluation of old Thram and new Thram, if it is not as per rules, the

land owner shall not be entitled for land reinstatement;

4. lf the period of omission is within 5 years, the Gup shall verify the case

and submit it to the Dzongkhag within 15 days. Upon confirmation by the

Dzongkhag, the report will be submitted to the NLCS within 1Sdays after" its receipt from the Gewog;

5. The secretariat shall reinstate the omitted land within 30 days as per the

report submitted by the Dzongkhag.

Procedure for registered land exchange with GRF:

1. The concern land owner shall put up an application to the Gewog Office;

2. The Gup shall fonruard the application to the'Dzongkhag;

2.

3.

1.

2.

3. Upon receipt of an application the commiftee me, ;:lJ$?j,l#":::,:1f.":il;, ror exchanse; mbers,wiil visit the site or

: ilfi,",:JilJ:l *o''reo oocume#;: ffi?;l8i; wi, be ,,i,iu"o to the Ministry

: ii'"#[:H t!3,'#;,11lJ:,.'[1#ff,.:,EI' wi,, verirv the proposed ,and and

: iffi ffiilXii;rr "o'it?" i"'oor.o ranJ exchange arons with its view to the7' Upon approvar the secretariat sha, instruct the rand

8 ilffi ,,?,H,ffi[fffi

# '*1Hli*,,tr,#

: ;ffi", ",::submitted by the Dzongkha;_

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Procedure for conversion from wet tand to Khimsa:1' The land :Y"t fulfilling the criteria prescribed

.under section 321 to 324 of Land[:ffiT. Resulation "rr,.i "rorn il;;*ation arons with ,2,n" o,, T},',1.i?;Ji,ill,l? fif;:l?";," :;"::':: ]'"

durv rirred up

racts in order to conrirm ,r,,1t1" ,^"q,"riio.;ff:!fl?iJiij#ffiil,..nj fj,#,ffiof the La.nd Act 2ooT rro-it, il;.'i;; vlrirication-or.l#.,rask

shourd be6 p::',iJ?i"jrwithin

15 davs or the ,"."ipi'I, in" ,ppri.rt-ron"r=nd .rbrit to the3. Upon receipt of application by the Dzongkhag,a) lf the application is reiectlJ, ,i" o.ongkhag sha, inform the Gup;3ilHf,:,iJ5lt,wiirrin ,io,r. or the &,0, ;i the rorms Anb) r,ne il;;illi!:TiiiJTflt!q,,*F.li*,,.

ru,es,,hefl;ffi:iXt,#fl: i:'Jlg ,,. ,pp,o,,r ror *rs clnve,sion and

4 r approve',^:i[{:;:J,x#i#i"11: i::??:::,;::?**'' **'n,, u o"'conversion and submit tre surrey

and demarcate the area ail;;o for wet rands rh e s e crera ri a t, n, r u p J J; l'n:r,# ",:|}:ffi lli1. ;Ji :ilff ,ril;."-,.1rconversion case and inform the Dzong_rrr;;ewog.

Procedure on rease of GRF rand for Tsamdro/pasture rand and sokshing:1. The proponent shall apply to the DLLC in the forr:G P 1 ro r rsa m d ;;/p ; ;i,j",:i i! J" op, "; ; il ffi ,JX#":8,,?io#i$:lffi*

2.

3.

4.I

i

I

i

i

The DLLC specified under section 19 of this rule shall conduct a preliminaryassessment as per the form prescribed under Alnqxutq gP ,,- "Z

forTsamdro/pasture development and AnrtelVfe, QK;,2 fori Sokshing, within 2months of receipt of the application; i

ln the event the proposal to lease is recommended,by the bLLC, the Dzongkhagshall submit the preliminary assessment report to the Ministry of Agriculture inthe form prescribed under Aqqexqre QP;3 for Tsamdro/pasture development andAnnexqfe SK 3 for sokshing;lf not recommended by the DLLC, the Dzongkhag shall inform the applicantthrough the Gup in accordance with the form prescribed under Annexu,reSP-9for Tsamdro/pasture development and AnnpX.Urq..SK 6 for Sokshing with reasonsfor not recommending;As per provisions in section 25(a) of this rule, MoA shall verify the suitability ofproposed lease based on the preliminary assessment report and in consonancewith the relevant laws regulating the management of GRF land within 1 monthof the receipt of the preliminary assessment report from DLLC;lf MoA decides that the proposed lease is suitable and in consonance with theapplicable laws on management of GRF land, it shall forward and seek theapproval of the National Land Commission in the form prescribed underAnngXure.9.P * $ for Tsamdro/pasture development and Annexu-rq gK, 4 forSokshing;lf the proposal is not approved, MoA shall inform the Dzongkhag Administrationin accordance with the form prescribed under AnneXV,fg QF-5 forTsamdro/pasture development and Ann,qxyre $K 5 for Sokshing.

Note: Annexureslforms are availabte at www.nlcs.gov.bt

Procedure to lease land for commercial agriculture farm:

1. Prepare a project proposal with technical assistance and endorsement by theDepartment of Agriculture;

2. Formulate the project proposal in consultation with the Ministry of Agriculture;3. Submit the application for lease of the GRF land to the MoA.

Procedure to lease land for development activity:

1. For lease of land for any development activity the proponent shall prepare asummary of the specific development activity to be undertaken;

2. The summary of the development activity shall, be submitted by therepresentative of government ministry/agency along with the application for lease

of the GRF land to the Dzongkhag Land Lease Committee;

3. The Ministry shall carry out a preliminary assessment on the suitability ofproposed lease for commercial agriculture farm within one month of the receipt ofthe application;

5.

6.

7.

L1,

4' lf the Ministry decides that the proposed lease for commercial agriculture farmingis suitable, it shall inform the LocalAuthority to verify and submiia detailed reportto the Commission; ;5' lf the proposal is not approved, the Ministry shalt inform the proponent and thelocal authority accordingly; '- r'-l

6' The Local Authority specified under section 1g of this rule shall conduct theverification tasks for commercial agriculture farm/development activity within onemonth of receipt of the application and submit to the NLcs/ Ministry ofAgriculture for decision ;

7 ' lf the Ministry approves, it shall seek the approvat of the National Landcommission in a form prescribed for commercial agriculture farm or developmentactivity;

I' lf the proposat is not approved, the Ministry shall inform the proponent andDzongkhag Administration accordingly.

Procedure after endorsement by the National Land commission for tease ofTsamdro/pasture development, sokshing, commercial agriculture farms anddevelopment activity:

1' Upon endorsement by the National Land commission, the Ministry shall carry outthe following activities:l' The MoA shall execute a lease agreement with the proponenulessee;ll' Upon executing the leas_e agreement, the MoA shall, with the assistanceof the. Dzongkhag Land Record officer, demarcate the boundaries of landto be leased as specified in the location map ano the acreage approved bythe National Land Commission;lll' The proponent shall be required to submit a Management plan within 4months of the receipt of endorsement from -the

National LandCommission;lv' once the lease agreement.is executed, the lease is deemed to be valid forthe intended purpose consistent with tne terms and conditions provided inthe lease agreement and this rule;v' The MoA shall maintain a record of GRF land leased and submit a copy to" the Nationar Land commission and the Dzongkhag .o;.lr*d.

Procedure for leasing GRF tand for mining activity:

1' The Department. of.Geology ang, Mines.(DGM) under the Ministry of EconomicAffairs (MoEA) shall have th-e authority eitrer o,{ it. o*n or through an authorizedagency to carry out geo-scientiflc studies in iny area of GRF land within thei:?,:H#der

intimation to the Nationat t-ant Commission ano ine Ministry of

l

2.

3.

Any expression of interest for lease of mine in GRF land shall be submitted to theDGM of the MoEA as per the Mines and Minerals Management Act (MMMA)1995. Based on the expression of interest the DGM "qhall identify the proposedmining site after carrying out the preliminary geologiqal investigation and minepre-feasibility study fulfilling the requirements under' MMM Act 1995. Wherenecessary DGM may fix tentative demarcation'pillars during pre-feasibilig studyfor the proposed mining area;lf the proposal is found feasible for intended mining operation the DGM on behalfof the proponenVon its own shall apply to the DLLC fulfitling the requirementsprescribed in Annelurq MA-1.inform the proponent;

4. lf found feasible, the DLLC

lf not found feasible the DGM shall accordingly

shall conduct field verification as per the formprescribed under Anngxure MA-Z within 2 months of receipt of the application;

5. ln the event the proposal to lease is recommended, the DLLC shall submit theproposal to the National Land Commission in the form prescribed underAnngxure,MA-Q along with a copy of the pre-feasibility report of the DGM;

6. lf not recommended by the DLLC, the Dzongkhag administration shall inform theDGM accordingly with reasons for not recommending;

7. lf the lease proposal is recommended as per section 49 (a) , the Commissionshall review the suitability of proposed lease based on the preliminaryassessment report and its consonance with the relevant laws regulating themanagement of GRF land within 1 month of the receipt of the preliminaryassessment report from the DLLC;

8. ln the event the Commission rejects the proposal the Dzongkhag concerned andDGM shall be accordingly informed stating the reasons for rejection;

9. lf the National Land Commission approves the lease, the DGM shall be issuedwith a certificate of clearance of the GRF land in the format provided underAnnexqlq MA;4 for the proposed mining activity;

10. Once a certificate of clearance is issued, the DGM shall lease the proposed GRFland for mining activity through appropriate arrangements consistent with theLand Act 2007, this rule, MMMA 1995 and MMMR 2002;

11. Management of the lease land for mining including monitoring, fixing andcollection of lease rent, royalties, fixing of lease period and annulment of leaseshall be the responsibility of the DGM;

12.The DGM shall maintain a record of the GRF land on lease and submit a copy tothe Ministry of Agriculture and the National Land Commission Secretariat.

For any Business/service activities, the proponent shall prbpare a summary of theactivity to be undertaken with the following documenis:

1. Specific business activity to be undertaken;2. Endorsement by the relevant Government agency to carry out the business

activity;

13

I{.Ir*lrI

Et!!tL!rrII

3' The summary of the business activity shall be submitted by the applicant to theDLLC in the form prescribed-unde, hnGi.*e ii_i ,r",ig"iriiir'*.orrendationletter for the estabrishment of particuraT6ffis ; ;4' The DLLC shall conduct assessment as per thl iorm presciibed unoer An,ngxqrelE-2 for the proposed business activity irifl',i, t*o inbnths ;ith; receipt of theapplication;5' ln the event the proposal to lease is recommended by lhe DLLC, the DzongkhagAdministration shall submit the ,s"*r"ni report to the National Landcommission in the form prescl,b:j in ann"r*lc,s for Business Activities;6' lf not recommended, the Dzongtrraflfiffiffio1on shall inioi, the appticantaccordingry arong with the reasons foinot recommenoing;T. The Nationar Land commission shail ,tpio;;li'the proposar is acceptabre;8' ln the event the commission, relects't'he pioptsrl, the Dzongkhag concernedshall be accordingly informed oy lne corrL.iln Secretariat.titing the reasonsfor rejection;9' As per the provisions in section!9_or this rule, the MoEA shall be issued with acertificate of clearance of the GRF rano proposed to be leased for business

ffiTlJy-fl.the commission in Arrnexure lFi'l!'*itt'' inti*ation to tre Ministry oi

10'once a certificate of clearance is issued, the MoEA shall tease the proposedGRF land for business activity lhPugrt dp.[rlt" arrangements as prescribedby MoEA including execution-of leai d;JJ, ii;irg and c-olection of lease rent,monitoring and compliance to the requirementJ or tris rute and any otherapplicable laws;

11'The MoEA shall maintain a record of the GRF land on lease and submit a copy tothe Ministry of Agriculture and the Nationat tano'commission secretariat.

Procedure for rurat land transaction:

1' The parties entering in to land transaction must submit a transaction deed andthe apprication for change of ownership in the form LT-1 to the Gewog;2' The deed must have at least two witnesses with legal stamps affixed by thetransferor and transferee;3' specify the terms and conditions and nature of the transaction including the costof land in case of sale. lf another person is authorized to transact, he shouldsubmit filled up authorization form LT_S.

The following documents are mandatory to be submitted along with the application:1. Transaction deed;2' No objection letter from: a) the family members. of transferor, in case of family landb)the co-owners in case of joint ownership land; ' 'ir vqev r

,

3. Family tree information if the land is registered as family land (Transferor);

4. Original Lagthram (Transferor) Clearance from Financial institutes if the plot is

mortgaged (Transferor); " i

5. Death certificate or endorsement by Local Authority in the casb of deceased

(Transferor);

6. Land holding declaration as prescribed under form LT-4 (Transferee);

7. Photocopy of l.D card (Transferee and transferor);

8. Original Lagthram if transacted plot is to be merged with the existing Thram

(transferee).

l. The Gup must verify the records involved in transaction with the Gewog

thram and authenticate the transaction documents. ft any of the required

documents as specified above are not attached with the application,

transaction shall be deemed incomplete and shall be returned to the

Parties;ll. lf all the require documents are complete, the transaction shall be

registered by the Gewog and issue a transaction l'D number to the

parties invoived by the Gewog Office. The transaction number for

respective Dzongkhag and Gewog as prefix followed by the identity

number (eg' ThimPhu/ Kawang/01);

lll. on the date of issuing transaction number the shall post a transaction

notice on the Gewog office notice board for public viewing for 30 days;

lV. lf the objection to the transaction arises within 30 days of public notice, the

Gewog shall assess the nature of objection;

v. lf the oolection is legitimate as per the relevant laws, the transaction

application will be return to the parties within 15 days of the receipt of the

objection with j ustifications;

Vl. lf no objection is received, the Gup shall fonrvard the transaction

documents to the Dungkhag /Dzongkhag within 7 days public viewing'

Upon receipt, the Dungkhag/ Dzongkhag shall verify transaction

documents for transaction are as per relevant rules and carry out one of

. the following:Vll. lf a transaction entails subdivision of land, the / Drungkhag /Dzongkhag

will survey within 30 days after receiving the transaction documents from

Gewog "nd

pr"p.re the report in form LT'3'

Vlll. After survey, the Drungkhag/ Dzongkhag will validate the transaction

documents and survey report and submit to the NLC for approval within

one week via online e-sakor'

1_5

The following documents shoutd be s,bmitted for the transaction in e-sakor:? LT-18 (Endorsement of Gewog) i3. LT-3 (Survey Report) -et

i4. Xmt fite of the plot (if there is subdivision )5, LTRC-IC (validation of Dzongkhag)6' lf the transaction does not require subdivision, the Drungkhag/ Dzongkhag shallvalidate the transaction documents and submit io NLC for approval within oneweek via e-sakor onrine after receiving from the Gewog;

7 ' The NLC shall validate the documents received via elsakor online to completethe registration of rand in the chazhag sath;m. rf approved, the NLC sha,intimate Drungkhag / Dzongkhag to upo;ate trei, recoros and also to inform theconcerned Gewog and parties accordingly within 15 days;8' Iil:J:tr,::tion

is not approved, the NLb witl inrorm the Dzonskhas/Drunskhas

9' Transaction of Nu'20o/each shall be paid by the transfer and transferor to Geogoffice' However, no transaction fee shall be .oilu.t.o in case of inheritance.Procedure for rand acquisition and substitution of registered rand:

tIt

1.

2.

3.

4.

5.

6.

The applications from the government institutions and Gerab Dratshang onacquisition of private rand sha, be submitted to the Jzongkr,ag committee;The Dzongkhag committee shall submit the appricaiioi, "no

its views incruding thenature of compensation as a preriminary proposar to the commission;Based on the appricarion su'omitteJ ;i;;;;;il;,",n" .orrission sha, eitherreject it with proper justification or instru.t td;;;gkhag committee to conductthe feasibility study and submit the detail report. ihi ,"port shalr incrude otherrelevant documents required by the forest ,ro nrtur" conservation act and other

;:".3;Tfl:li,i committee shall submit it detairs report and its recommendation to

The commission may either approve or reject the compensation proposed byDzongkhag committee with proper ju.stification. lrtn" proposat is not approved, thecommission secretariat shail inform the Dzongkh;;Jomm;ttee with reason. rf theproposar is approved they wiil instruct the rand ,"JorJ to carry survey works andsubmit the detail report to commission;After completing ground survey work as per the directive, the final report will besubmitted to commission for Thiam change through onrine.

Note: Annexures/forms are avairabre at ww,nrcs.qov,bt

16

2.

3.

4.

5.

procedureforobtainingEnvironmentalGlearance(EC):-rI

1. The concerned Sectors & Gewogs shall submit application .directly to Dasho

Dzongdag ,Chairperson of District Environment Commihee(DEg) along with

required documents;

AND

.Corporation&PrivateapplicantsshallroutetheirapplicationthroughconcernedGup along with required documents;

The concerned Gup shall forward the application with compLte set of documents

to the Dasho Dzongdag, Chairperson of DEC;

The concerned applicanuproponenupromoter shall pay the application fee

personally as per tre tee schedule to Dzongkhag Revenue section accordingly;

The Dasho Dzongdag shalldirect DEC members for review & site verification;

As per the appliclble time frame given in EA Act 200g,Environment officer(EO)

shall review the application and clrect< for required documents, seek additional

documents/information and process for EC only after the receipt of'fee payment

receipt from Revenue section in line with fee schedule manual for the listed

activities of DEC; :

6. EO shall coordinate site visit prbgram upon approval of Dasho Dzongda/Dzongrab;

T. DEC members with minimum oit*o members/relevant officials shall conduct site

visit and submit the report as per the DEC form @ DEC Form updated'pdf;

g. Dasho Dzongdag/Dzongrab shall review the report and either endorse or reject or

provide further directives such as re-verification/joint field visit.-EC will get at this

stage onlY;g. lf the activities falls under non-listed activities, upon endorsement from Dasho

Dzongda, EO shall fon/\rard proposal to competent authorities such

NEC,MoEA(industry/trade/mines),MoWHS(NAcSQC/City),MoA(Agri/forestry/Livestock Department) & MoH ;

10. The,concerned iompetent Authorities(CA) shall review the application/proposal as

per the applicable time frame in the Act;- at this stage, cA shall review, visit site'

ask for additional information/documents/issue EC or reject)'

Document required:

1. Project proposal/lEE form as per activity:(Mandatory)

2.BPCCLEARANCE(Ifremoving/shiftingrequires/RoW)

t7

ilti

Hhht**

*nftI

HrhhIrtft:

h*t

3. Forest Clearance(in GRF area only)

4' Department of Culture approval(cultural activities such a$ Lhakhang/Chortenconstructions): t

5. City/Municipal Corporations clearance:

6. DoR CLEARANCE: (takeoff from highway/feeder roads/GC road)

7. Affected Private parties/public clearances:

Procedure for Renewar of Environmentar ctearance:

The concerned applicant shall submit an application with the following informationbefore expiry of EC date:

1. Details of the company/applicant;

2. A copy of the Environmental Clearance;

3. state the reasons for seeking extension or renewal of the EC;

4. Mention for how long the extension is requir.ed;

5' Brief report on how the environmental terms and conditions were implemented;

6. Any other relevant documents such as receipts of fines paid, etc;

7. shall impose penalty for late renewal after expiry of EC date.

Procedure for site visit:

1' CA or the NEC conducts a field visit to verify the information contained in theapplication

Decision

1' The CA or NEC will then take a decision to either renew or suspend the EC.

Procedure for compliance monitoring:

1' DEC may conduct surprise/informed monitoring as and when requiredor base on compraint received from Gewog/comprainants;2' DEC/Competent Authority shall Notify, in writing, to the Holder of EC ofthe findings and may set a time limit for taking action or direcUspot

18

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I

3. The Holder of EC must respond to the notification within the stipulatedtimeframe and may also enter into consultations with the Secretariat orCompetent Authority in order to draw a Compliarlce Agreement;

4. The SecretariaUDEC or the Competent Authoritf shall take necessaryaction to bring the project under compliance.

Different types of forms/guidelines (lEE forms):

4.4.1 Section C (Access Roads)

Sl.No Types of forms/lEE forms

1 I I EE roads\l E E-Form-for-Farm Roads.docx2 IEE Form-Access road @lEE roads\lEE-Form-for-Acess Roads.docx3 IEE Form-Hiohwav road @ IEE roads\lEE-Form-for-hiohwavs.docx4 I E E Fo rm-fo restry a ctivities @ I E E-Fo rm -for-Fo restrv-Activities. d ocx5 I E E Form-hyd ropowe r p roiects @ lEEf o rm-fo r-Hyd ropowe r-P roiects. docx6 IEE Form-industries @ IEE-Form-for-lndustrv.doc7 I E E Form-m in i no-o uarries @ I EE-Form-for-M i ni no-Ouarrvino.docI I I E E-,[o,rm,-fgr-PoWgr.-Tr?.nsmiqs!on-Lines..dogx

I I E E Fo rm-to u rism activities @ lF E; Fo ffn-fq r-Ig,u risnl-Apliyitigs. d gcx

10 IEE form-general activities @ IEE-Fprmjgr-Qqnqrql.CgcX

Initial Environmental Examination QEE) Form

19

I. Proposal fornew road/ widening ofexisting road:

2. Name of the project proponent with following details.rl Name ofthe applicantb) Addressc) phone/Fax

d) Email

3' Describe the purpose of construction of new road/widening of existing road?

4. General Information

a) Length (in meter)

b) Starting place From

c) Location

I

II

To

d) Describe the nature of terrain along the length of road:

' ,T",T:h,'5'#"'"",1':::,1ffiff1':i:lrT:'h,fiil.#ffi,J;XJluu,",others) as werr as area

5- Site preparation

a) Gradient details(attach detail survey report):

Yes I lr,Ifyes, please fumish the following details:

20

i) Size of the area to be cut:

ii) Depth of cut:

iii) Location:

iv) Soil type:

v) volume and quantity of earth and other materiar to be removed:vi) Location of dump site:

vii)Methods/places for disposal of excavated materials:c) Does the site preparation require cutting of trees?

yes

If yes, please furnish

i) How many trees are proposed to be cut?

Name of water source such as spring, stream, river and water crossing along the length of road.Describe the environmentar mitigation measures for foilowings:

"lIx

tt

the following details:

No tt

l.

2.

***Attach Map & No objection certificates from affected parties (e.g. IandownerlForest/DoR

Initial Environmental Examination (rEE) Form for Road projects

2L

4.4.2 Seetion B (Farm Roads/Forest Roads)

3. Proposal for new road/ widening of existing road:

4. Name of the project proponent with following details:

a) Name of the applicantb) Addressc) Phone/Faxd) Emaile) Describe the purpose of construction of new road/ widening of existing road

5. General Information:

Length (in kilometers)

"t;I

To

a)

b)

c)

Starting place

Location

Stretch oftheRoad/Alisnment

chewog Geogs Dzongkhags @istricU$

6. Land

a) Describe the type of land (government/private/forest land/other land) as well as area

reqirired for road construction along the length of the road.

b) Alternate

D

Routes/Alignments considered

iD

iiD

iv)

22

c) On a map or Google map describe and ear marked the potential fandslide

areas along the

I

7. Site PreParation:

d) Gradient details(attach detail survey report):

e) Does it involve cutting?

Yes E'}lu'eil*"

If yes, please fumish the following details:

viii) Size of the area to be cut:

ix) DePth of cut:

x) Location:

xi) Soil tYPe:

xii)Volumeandquantityofearthandothermaterialtoberemoved:

Location of dumP site:

Methods/places for disposal of excavated materials:

Yes No

If yes, please furnish the following details:

xiii)

xiv)

'0 Does the site preparation require cutting of trees?

E[r23

ii) How many trees are proposed to be cut?

iii) Species of the above trees

iv) Are there any protected/endangered species?

Yes

8. No Objection Certificatesand other statutory bodies

neighbors etc)

9. Details of construction workers to be employed

10. Name & describe the water source such as inventory of spring, stream, river and water crossingalong the length of road.

ll. Describe the environmental mitigation measures for followings:(Project tmpacts and MitigationMeasures):

Type of Negative lmpact Possible Mitigation Measure/s Estimated Mitigation Cost (Nu

****Attach Map & No Objection Certificates from affected parties (e.g. landowner/Forest/DoRetc)

4,4$ Initial Environmental Examination (rEE) Form for GenerauCommerciaV Residential Sector Projects

I

i

24

1. General lnformation :.

a) Name of the Project:

b)Proposalfor:(newproject/expansionofexistingproject)

c) Name of the project proponent with following details

1) Name of the aPPlicant:

ii) Address:

iii) PhonelFax:

iv) Email:

2. Location of the Project:

3. GeograPhical details

i) Latitude

ii) Longitude

iii) Elevation above Mean Sea Level

l) Agricultural

ii) Govemment

iii) Forest

iv) Private

v) Others

Total

I

i

I

lll[jirl

r!

ffi

Ilr1lr

i. i"", *r r[j;::.r, of the proposed proiect site under the following headings:

IlrI-l

25

If it is private rand' and if Iand acquisition is invorved then

Number of families or households likely to be displaced:

Number ofhouses likely to be demolished:

6- Altemative sites considered(ifso specify it)i)

ii)

iii)

iv)

State the reasons for selecting the proposed site:

Describe the Topography/tenain characteristic at the project site and in surrounding area:

Prrmence of any of the forowing within the project site(tick it):a) Riverb) spring, stream, water crossingc) Flood plain, if applicable

'--e

c, Forest, then status of foreste) Wildlife HabitatD Habitat of endangere d/threatened/endemic speciesg) Landslide/erosion prone area:

Prresence of any of the following within the project site:a) Historical siteb) Defense installationc) Hospitald) Presence of reliqious site or archaeological sitee) Any others r.nritiu" ;;p;;;-"*"""

the project require cutting of trees?

Yes

please furnish the following details:

a)

0 I

IJ

ii)

No

EL

26

i)

ii)

iii)

How many trees are proposed to be cut?

Species ofthe above trees:

Are there any protected/endangered species?

ll.Numbers of vehicles likelY

applicable:

Yes No.

to be increased during project's construction/operation' if

12. Description of existing infrastructure such as, roads, educational facility, health centre' other

industries, commerciaf area etc' within project site:

1 3. Additional information/details

i) Source of water and total water requirement (m3/day):

Production of solid wastes and liquid during project construction and operation

't

I,l

fofo.."tionlChecklist conlirmation YesA{o DetailsS.No

1 Witt ttre project have potential to generate sollo wasres' rr yes'

then specifi types and quantity of wastes, wherever it is

applicable

) Witt ttre project have potential to generate sewage sluoge' wasres

such as domestic and commercial wastes

3 Will the project have potential to produce nazar

process, treatment plant and other allied activities?

4 Anv other wastes (sPecr&)-

27

l

StYih 5E*i.orr.nru, .i,igation measures for followings :Type of Negative lmpact

*,8 *:*

etc)AttachMap&NoobjectionCertificatesfromaffected,,*

14. List of documents to be attached with this IEE form:

Signature ofthe project proponentName:Address:Phone:Date:

4.4.4 Initial Environmental

I 5. General Information

Examination (IEE) Form for Forestry projects

d) Name and type ofproject:

e) Proposal for new project/expansion ofexisting project :

D Name of the project proponent with following details .

Layout plan ofthe project

Summary ofthe project proposal

il1r".?[,tJJil certificate &om various departments and others rerevant ,r*m

Environment Management plan (applicable if EA is not required)

28

v) Name of the aPPlicant

vi) Address

vii)PhonelFor

viii) Email

Type and nature of the project (FMUs/other forestry activities)

Location

1 6. GeograPhical details

i) Latitude

ii) Longitude

iii) Elevation above Mean Sea Levet

iv) Requirement of total land (in ha):

17. Alternate site considered

i)

ii)

iir)

'w)

18. State the reasons for selecting the proposed site

19. Does the proposed project conform to the approved rand usei If appricable (To be certified by

the concerned DePartment)

I

s)

h)

Yes

If not, clearly indicated, which of the stretches are not as per approved land use.

Year Development

[-l20. Does it conform to the Five Plan?

No

'ti

Yes

21. Describe the surface and sub-surface water bodies including an inventory of number of rivers,streams, springs, river falling in the project area

2l.Provide a map marking the sensitive zones in the study area, such as forests, importantinstallations, international border, protected areas, biological corridors, critical watersheds,religious and archaeological sites, etc.

23. Presence ofany sensitive receptors such as:

h) RiverD Spring, stream, water crossingj) Flood plain, if applicablek) Forest, then type and status offorestD Wildlife Habitatm) Habitat of endangered/threatened/endemic species, if anyn) Others

24. P roject Description

Layout plan of proposed project, activity areas

Details of land use based on the following categories: Kamshing, Chusing, Tseri,

Orchard, Tsamdo, Sokshing, broadleaf forest, conifer forest, scrub forest and others.

Describe the expected quantity of construction materials, wood in volume, its sourcingand mode of transportation, and its impact on environment.

Provide details if the project require to develop route, ropeway or road within the forestarea or protected area.

Technology to be adopted, including details of equipment to be used

Equipment that will be used by the project

a)

b)

c)

d)

e)

0

30

=

Type of machine Number Remarks

25. Provide details regarding the average expected quantity of product that will be extracted eachyear. e.g. m3 of logs harvested I year. Name the month/s of th. year when the activity will beundertaken.

26. Describe the methodology/technique to be used in extraction.

2T.Detailedinformation on any access roads/forest roads to be constructed.

28. For logging/timber activities furnish the following details:

Volume of trees to be extracted (per annum/project period)

Species ofthe above treesr-lil

a)

b)

c) Are there any protected/endangered species?

Yes t-l

No

If yes, provide details

29. Details of perennial streams/rivers/water bodies within and proximate to the project area

Name of water course Is watercourse inside oroutside the project area?

Approximate distance towatercourse from theproiect area (km)

Identi$, possible impactson watercourse

31

30' Describe the type of soil, average thickness and estimate total quantity of top soil (m3) to begenerated due to proposed forest activities.

31. Describe the environmental mitigation measures for followings: j

Type of Negative lmpact Possible Mitigation Measures Estimbted Mitigation Cost (Nu

*{'**Attach Map & No objection Certificates from affected parties (e.g. landownerlForest/DoRetc)

32.List of documents to be attached with the IEE form for forestry projects:

33. Declaration certificate stating with name & signature of project proponent

Seal:Name:Address:Phone: {Date:

Signature ofthe project proponent

hI

ntrt

I A map speci$ing the proposed location

Summary of the project proposal

Provide a map indicating the detailed land useexplanatory notes.

No objection certificate from various departments and others releyant stakeholders (applicable if EA isnot required)

Environment runu*.*"

2

4

5

32

i(

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i

3.

4.

1.2.

6.

7.

8.

9.

Procedure for claims of civil servants-pay biils:

Disburse civil servants pay by 25rn of every month;Realizing the hassle associated with late disbursement of salary, the AccountsSection with prior qonsent from the competent authority (Dasho Dzongdag) thestaff's salary is now disbursed latest by 25tn of every monih;lf the monthly salary is disbursed late the remittances including employees' loandeposit to the financial institution get delayed and therebyT the blnks levyunnecessary penalty for late deposit of loan to an individual concerned;In the present system of disbursing the staff's salary before 25th of every month, allremittances including Banks loans are deposited on tirne as such the issue ofpenalty does not arise;All modification and update in pay roll such as leave, absence, new appointment,loan deductions, semso etc. communicated to the accounting unit through AFDhead up to 20th of the month is being incorporated in the piyroll for the samemonth;Any modification received after the 20th of the month will be incorporated in thesucceeding month's payroll;The advice pertaining to modification and update in the pay roll is received fromthe concerned sectors, financial lnstitutions, Administrative- and HR Section andother agencies are received by the Accounts Section routed throughDashoDzongrab (the AFD head);Upon receipt of such advices the Accounts Officer immediately instruct the dealingaccounts personnelto incorporate the update in the pay rolt;Accordingly the concerned accountant updates the pay roll before 20th of everymonth as mentioned above provided there is undisturbed net connection.

otification on

Accounts Officer will approvepayments

5.

Notification on pay rollupdate by;1. Sector Heads2. Financial lnstitution3. Admn& HR Section4. Other agencies

Head AFD willapprove/not

'lJ

t

Bank of Bhutan LtdDeposit into individual bank accountsnos.

TA/DA claims procedures:

1- Sector staffs will submit their TA/DA claims along with tour reports to the SectorHeads while Sector Heads will submit to the AFD ifter the completion of tour;2. The Controlling Officer (sector heads for sector staffs, AFD Head foi sector heads)will verify and fonruard to the Accounts Section;3. The head of Accounts Sector upon receipt of the bills will examine and certifo it forfurther verification and payment by the dealing Accounts Assistant;

1. The concerned Accounts Assistants will procdss and update TA/DA payment;5. T_he TA/DA payment is either deposited directly into iespective bank accounts ordisbursed to concerned individual by the Cashiei;6. Payment will be disbursed or all bills will be cleared within a week after the receiptof claims by the Accounts Section.

Procedure to pay personal advance:

1.

2.

3.4.

lndividtllls will apply for personal advance to the AFD through Accounts Section;The AFD will approve/not approve based on the recommendation made byAccounts Section;The Accounts Section will disburse personal advances based on AFD's approval;R99o_v9ry of the personal advances will be made by the Accounts Section in linewith FRR.

Procedure to pay rural life insurance ctaims:

1. Accounts section will receive applications for RLls claims duty verified by the- Gewog, civil Registration and census sector and Revenue Unit.

"

2. Accounts Section will verify and process payment immediately to the beneficiary asspecified in the application based on the approval of the AFD,

34

Procedure to make bill payment against suppliers (goods):

1. Accounts Section will receive verified bills from the Procurement t/nit;

2. Accounts Section will further verify and process payment in line pith the FRR and

budget utilization Plan; :

3. tncolmplete bills will be returned to the Procurement Unit within 5 working days

from the receiPt of bills.

Procedure to make bill payment against contractors (work):

1. Accounts Section will receive bills along with measurement book (MB) from the

Engineering Sector;2. Ac[ounts Section will further verify and process payment in line with the FRR and

budget utilization Plan;3. lncomplete bills will be returned to the Engineering Sector within 5 working days

from the receiPt of bills and MB'

Procedure for budget PreParation:

Notification issued by the Department of National Budget shall be sent to the

Sector Heads and Gups for preparation of budget for every financialyear;

Within one month (from the date of issue) sector concerned and Gewog

Administrations shall prepare budget as per guidelines specified in the notification

and submit to Budget Section;

Along with budget proposals concern sectors and Gups should submit all the

prerequisites such as estimates, clearances approved for capital activities;

Compile budget proposal within 1-2 weeks after receiving the proposals;

lnifiate capital budget meeting to discuss the proposal and submit the finalized

proposal to Ministry of Finance'

Procedure for mid-term budget review:

1. Notification shall be sent to the sector heads and Gups for budget review;

2. Within one month concern sector and Gups shall review budget for current fiscal

year and submit to the Budget Section;

1.

2.

4.

5.

3.

35

3- l/tffih turcureeks Dzongkhag Budget Section shall review overall budget;

1- Convene budget review meeting amongst Dzongkhag sectors and Gewogs

(December-January);

5. Revbw report shall be submitted to the DNB within given time.

Procedure for retirement benefits ctaims, "

j

I. Budget Section will receive a copy of gratuity working sheet from the HR Section;

2- lr1/ithin 2 working days retirement benefit requisition will be fonrvarded to the

Department of National Budget for sanction of budget provided required

documents are submitted (LPC and relieving order).

Rocedure for ad-hoc budget requisition (disaster):

1. Receive ad-hoc budget requisition from the Sectors and Gewogs requesting for a

budget along with assessment report and technical estimates;

2- Fonivard the budget requisition to the DNB for budget sanction.

Procedure for ad-hoc budget requisition (externa! funding):

1- Receive ad-hoc budget requisition from the Sectors and Gewogs requesting for a

budget along with technical estimates;

2" Forward the budget requisition to the GNHC for endorsement.

Procedure for ad-hoc budget requisition (GDG):

1. Receive GDG requisition from the Gewogs along with GT Minutes;

2. Fonruard the budget requisition to the DNB for creation of new activity.

Prccedure for budget re-appropriation :

1. Budget Section will receive budget re-appropriation requisition from

and Gewogs along with justifications;

2. Dzongkhag Budget Section will study and submit to Head of the

approval;

3. Once approved, Budget Section will incorporate in the MYRB.

the Sectors

Agency for

2.

3.

1. Prepare an annual work plan based on risk assessment as perithe lnternal Audit:

Manual 2014 and submit to Head of Dzongkhag for approval;

Discuss and get approved work program from the Head of Dzongkhag;

lmplement the approved work plan in accordance with the Generally Accepted

Auditing Standards;

Perform auditing of financial and non financial operations to help the Dzongkhag in

achieving its objectives ;

Forward the copy of approved annual work plan to the central co-coordinating

Agency in Ministry of Finance for record;

Cover all the activities of Dzongkhag including Gewogs based on the risk

assessment results;

7. Perform special audit as per the request from the Management and other clients

within the Dzongkhag;

8. Ensure that external audit observations and corruption issues are minimized in the

Dzongkhag.

Procedure for reporti ng:

1. Prepare and share draft report on the audit subject with clients to confirm the

accuracy of the facts contained in the report and make necessary changes;

2. lssue final report to the clients along with recommendations to be implemented

accordingly,

3. Periodically report in person to the Head of Agency on issues related to fraud,

corruption or non- compliance.

4.

5.

6.

37

IIIIIIIIIIIlTf,*

tIITta

SOP OF HUMAN RESOURCE SECTION:

Procedure for recruitment: (operational, GSP and ESP as per delegatedauthority):

1. The Dzongkhag shall advertise the approved vacant post through mediamentioning deadline of submission, eligibility criteria and required documents atleast two weeks for registration;

2. Registration: During the registration, all the documents will be checked/verified;3. Shortlist: Will be based on the fulfilled documents and after shortlisted candidates

will be notified accordingly along with interview date and time;4. lntervieMselection: The HR Committee comprising at least five members will

conduct interview in bi-lingual, Dzongkha and English;5. The HR Section will compile interview results and submit to HRC members for

endorsement;6. After endorsement of the result, the result will be declared and the selected

candidate will be informed on reporting date for appointment;7. Upon report of the candidate, appointment order will be issued;

Procedure of broad banded promotion processing: Promotion normally falls onJanuary or July:

1. Promotion schedule for January:

Fi llStr.,Wg6 |1:::','::,$f

Oeeembi6.f.,.,,,,,.t,

Co:ord inate ripr0m otion', me€tih g

38

1. Receive leave application from the sectors filled in prescribed leaveformat;

2. HRO willverify leave balance;3' Dasho Dzongd.ag or Dzongrau. gn?! approve reave depending upon

the urgency or the reasons provided for ieave.4. Bereavement_Leave, maternity and paternity leave will be granted asper BCSR 2012.5. Medical, EoL and study leave will be approved through HRc.

Procedure for tendering :

1.

2.3.4.5.6.

igsue notification to all stakeholders to submit the list of office items to be includedin annual tendering within first week of May;Receive item lists from the sectors by second week of May;Advertisement and sare of tender document from first *""ii of June;Bid opening and evaluation in second week of July;Award contract by third week of July,

Procedure for procurement:

1.

2.lrppty order will be placed as per the requisitibn;Goods will be receiyed by the procurement Unit;

Procedure for casuat and earned teave:

3. Quality of goods wiil be verified ylig receiving goods from the suppriers;4. Good received wiil be entereJln their r"rp".iirJ!io"r, Ledgers;5' Goods will be issued to .onc"ined seciJrs ,po'nl"nt"ring in {ne Good lssue Note^ (clN)/Good Receive fVote (Gifrt). - +rv" r :6.

Procedure for bill payment:

All bills shall be verified by the concerned sectors;

,"?l#.?" entered in stock n"gi;i"r/rir;rA;t Register based on the soods

Following documents shourd be attached with the verified biils;sanction order/verified biillveriiied :ry,rFr/.-s-rppli" die"r^ruork order/approvedNote SheeUvalid Comparative StatemenUGlN/GRN.

Fonrvard to the Accounts Sectioh ioi'payment.

1.

2.

3.4.

5.

Standard operating procedure for Damphu Hospitat services:Professionat ethics:

.

1.

2.

All health professional on duty shalt present themselves in professional dress or innationaldress;Health professionals shall strictly follow time as per the existing timing (9am-3pm -[1ffi'l;:'Hr;::, "*-tpm

on saturdav), no*"re, au shau ,".p-onJ prompry

ffi:fl.l'fessionats shall strictly maintain their respective professionat ethics as

l. Treat patient care as his/her first priority;ll. Patients shall greet and make comfortable;lll. Treat every patient poritery and respect tneir right and dignity;lv' Maintaining.qrivacv sha, be given priority wnei necessary;v. practice within the scope of rlspective piofessionat competence;vl' consider all patients; information as confidential and should not bedisseminated to unauthorized person.Universar precaution shail be maintained whire handring any type of patientsthroughout the duty period; - --"'rY .srrr

Health professional shall explain and seek permission for physicar examinationincluding private parts (if necessary) to the patients/clients;Any types of investigation, procedure and medication shall be explained topatients/clients;

All activity shall maintain proper record by concern individualfor future reference

3.

4.

5,

7.

Procedure for recePtion counter:

Thereceptionchambershallopenatgamorevenbefore.ThereceptionistshouldProvide following services; X

1.

2.

3.

Registration,issueprescriptionlnddirectpatientstoconsultationchambers depending upon the nature of illness and on availability of

clinicians;Encouragepatientstomaintaintheirownhealthbooksuchasanotebookwhichservesasamedicalrecordoftheirillness;lssuemedicalscreeningformsandmedicalcertificatesafterlpmonMondaystoFridaysanoafterlzpmonsaturdays.Amedicalcertificate eharge oi trt, 100 (Ngultrum one hundred only) is collected.

and maintain the book of accounts. Receipt is not issued but a serial

number on the pinr meoical certificate serves to monitor the amount

collected;GiveprioritytoseedoctorstothosepatientswhoappearSerlous,those referred from BHUs, community Health Unit (cHU)' those who

haveundergoneproceduresatotherhealthcentersandthosewhowant to show investigation reports;

Patients wishing to avail Traditional Health, Dental, Eye, ENT and

orthopedic ,"rii.". shall go direcily to these chambers to avoid

wastage of time while waiting in reception queue'

Glinicians Chamber:1. staffed with two medical officers and a senior Health Assistant

(HA);

2. Present from 9 am - 3pm in the respective Chamber

Health Assistant:1. Perform general examination of patient including history taking and

PhYsical examination;

2' Treats minor illnesses and Advises required investigations;

3.ClinicalmanagementinaccordancetoStandardTreatmentGuideline and IMNCI Protocol;

A,Consultandreferspatientstodoctors,ifhe/sheisnotabletomanage;

5' Advice and counseling on specific health needs of the patient;

6. Review rePorts where Possible

4.

5.

1.

2.

4t

3. Medical Officers:

1. Only one Doctor shall leave the station at a time in any sitdration;

Z. Doctor shall be available in this chamber from 9 am onwards if

there is more the one doctor in the station;

3. Whenever there is only one doctor in station, the doctor comes to

this cham5sl -onl! after completing ward round and procedures

preferably by 11-11.30am, but may go back to ward if call from the

for consultation of serious patient;

4. Clinicians shall perform general examination of patient including

history taking and physical examination;

5. Advice required investigation and review reports;

6. Arrived at diagnosis base on clinical judgments or supportive

investigation results and provide appropriate treatment and

counseling;7. Clinician also does cross referralwith other units on need basis;

8. Priority shall be given to those patients who appear serious,

referred from other units and Health centers within and outside

Dzongkhag;

L Preference shall also be given to those who have undergone

procedures at other health centers. Those who want to show

investigation reports may directly consult with clinicians;

l0.Clinician shall signs medical certificates and certifies medical leave

after 1 pm from Monday to Friday and after 12 pm on Saturdays.

4. Dental Unit:

Staff with 1-2 Dental hYgienist;

Provide prophylaxis treatment for dental care;provide Dental services; Filling and Extraction, screen pre

cancerous cells for timely referral to higher centers;' 4. Consult any difficult dental cases with Dental Specialist for

treatment and Referral;

5. Perform Annual School health visit;

6. lndenting of Dental instrument annually as per the need; '

7. Provide oral health education;

8. Refer to other chambers or to dental surgeon if required.

5. Orthopedic Unit:

1. Staffed with Orthopedic Technician;

1.

2.

3.

l

IIJ

III

Ii

i

I

lr

i')

:l

l

i

2. Manage bone injuries, sprains and applies splints and cast oninjured part;

3. Perform joints aspiration with aseptic tecfrniques and closedreduction in presence of medical officer under local anesthesia;

4. Advice simple investigation as per the need of the patient;5. Excision of in growing toe nail under local anesthesia;6. Provide advice on specific health problem;

7. Consult and refers patients to doctors if not able to manage them.

6. ENT Unit:

1. Provide treatment for common ENT diseases;2. Perform minor procedures as per the standard under aseptic

technique;3. Advice investigation when necessary;4. Perform Annual School health visit;5. Attend emergencies;6. lndenting and making availability of antiseptic solutions;7. Consult or cross referral with doctors depend on cases.

7. Physiotherapy Unit:

1. Staffed with Physiotherapy Technician;2. Provides rehabilitation services;3. Treat patients with musculoskeletal and soft tissues injuries and the

cerebral palsies (neurological problems);4. ldentify and treat children with range of developmental delays and

disabilities;5. Consult or refer patients to doctors or higher level if required.

8. Ophthalmic Unit:

1. Staffed with Eye Technician;2. Provide treatment for common eye diseases and advice

accordingly;3. Checks vision, color blindness, common eye refraction and

advice to spectacles;4. Perform minor procedures like syringing of lacrimal system,

removal of foreign body in eye, etc.;

43

)

rt

5. Facilitates and coordinatesrequired;

for conducting eye camps, when

lndenting of eye equipments as required annually; iConsult patients with medical officers and ophthafmologist fortreatment and referral.

9. Traditional Medicine Unit:

1. Staffed with Drungtsho and Menpa;2. Provide Traditional Medicine services as per t6e standard;3. Serkhab, Ngulkhab, Steam therapy, Thraktsag (blood letting);4. Annual lndenting of traditional medicines and equipment;5. lndenting of drugs (traditional medicine from store as per the

schedule- every Thursday);6. Provision of community services as per the needs.

10. Malaria Unit:

1. Screening of blood for Malaria Parasite (MP) as per thephysicians advice for fever cases;

2. Perform Vector Surveillance to see the potential mosquitobreeding place;

3. Perform Vector surveillance for adult mosquito to identify thespecies;

4. Community education on Vector Borne Diseases;5. Maintain record and report as necessary.

11. Medical Laboratory Unit:

1. Staffed with Medical Laboratory Technicians (3-4);2. Medical Laboratory Technician shall collect investigation

samples as per physicians advice from 9-11am (May extendtill 12noon depending on availability of Lab. Tech);

3. Tests depend upon availability of reagents and functioning ofmachines;

6.

7.

44

4. lnvestigation report or result shall be given after 1pm form

Monday to Friday and 12 noon on Saturdays;

5. Perform Blood lnvestigation: CBGI group, sugar, Albumin,

Total Protein (TP), Liver and kiOney Function test,

Cholesterol, Triglyceride, Uric Acid, Rheumatoid Factor,

ASO titre, HlV, Hepatitis B and C, Syphilis, widal, RPR,

CRP,ESR, Cross - matching, MP;

6. Stool Examination for infections: Ova, parasites, Cysts;

7. Sputum for Tuberculosis;

8. Urine: Routine Examination;

9. Skin smears: Leprosy, fungal infections;

10. Salt sample analysis and Wateri Testing;

11. Facilitate blood blood donation (bleeding) and transfusion;

12.Advice patient parties to bring blood donors.

12. Ultrasonography Unit:

1. Staffed by Ultrasonographer;

2. Done only on advice of prescriber;

3. For USG abdomen (all organs except Heart & Lungs) in

empty stomach pleuraleffusion no need of preparation;

4. Gynae pelvic - urinary bladder, uterus, ovaries- male

prostate gland- full bladder;

5. Pregnant women for EDD, Fetal weight, placenta,

amounitic fluid, fetal presentation -No preparation after 3

months of pregnancy;

6. Reports are given immediately.

13. Radiography Unit:

1. Staffed with X Ray technician;

2. X - rays done any part of the body as per the clinicians

advice;3. X -ray Kidney, Ureter and Bladder (KUB), Lower spine

and abdomen in empty stomach 6n advice of prescribers;

4. Reports are given after about 30 minutes depending on

parts examined.

45

1 4. Pharmacy/Dispensing Unit:

'i1. Staffed with two pharmacy technicians; i

2. Adequate stock of drugs and non-drugs shal bemaintain through regular indenting as per the existingschedule (Every Thursday);

3. Dispense medicines as per prescriptions and providerequired advices (when and how to take medicines);

4. Do compounding of ointments and syrups as per theexisting formula;

5. Advice patients on interaction of drugs and its side effect.

15. Nutrition Unit:

Staffed with a nutritionist;Manages disorders rerated to nutrition (life style anddietary modification);creates awareness on Non communicabte Diseases,BMl, Exercises;NCD screening for high risk population;Perform ward round (in consultation with physician);Provide dietary advice and prepare basic menu for inpatients and other institutions;Submits month ly report.

16. Minor OT:

1. Staffed with a senior Nurse;2. Minor dressings (both old and new)

technique;following aseptic

3. suturing and removal of minor cut following standardprotocol;

4. lnjections prescribed by opD prescribers' rr, Anti-Rabies Vaccines, lnjections for STl, etc.;

5. Autoclaving of Dressing, suture, dentat equipment andGauze/cotton following standard practice;

6. All procedures shall be exprain to patients and the party;

1.

2.

3.

4.

5.

6.

7.

46

I-

1.

2.

I

7. Provide specific health advice eg. When to return forinjection or dressing.

I

I

1 7. lnpatient Department:

1. Ward round;2. Shall be done from 9-11 am by on call physician;

3. Perform advance procedure for ward patients as and

when required;4. Prepare discharge summary-as required;5. On call doctor may leave the ward preferably by 1 1-

11.30am to the respective chamber;6. On call physician shall perform procedure send from the

OPD.

1 8. Emergency consultation:

All minor illness shall be treated by nurses on duty and

inform to on call physician accordingly;Staff attending emergency duty shall attend duty within10-15 minutes after receiving call from the ward.

19. lnpatients care services:

1. All required drugs, non-drugs, essential equipment(functional) and investigation forms shall be made

available all the time in respective places -To be ensure

by Chief Nurse;2. lndenting of drugs and non-drugs shall be done by Chief

Nurse on every Thursday along with other units in thehospital;

3. Handing taking of patients, equipment and drugsincluding control drugs among the shift duty nurses;

4. Cleaning, bed making and dusting of duty room andwards along with supporting staff;

5. Assignment of work among the duty nurses in respectivearea;

47

P re p a re a n d acco m p anv : :^'y : :: .:XSil"Jl[Jif':Y6. prepare ?I1o ?cuuttrvq'r' ----

signedbyChief Nurse;vr ort'n"* orders as per tf-*:l*^:anrs

and their party ar

lT:l;:;:::fi fiffi;;''t" p'ti"'ts and their partv as

7.needed;

8. Perform

Patient2010;

nursing Procedure

in accordance to

as Per the need$ of the

nJotng Procedure manual'

201u; 'i essential part of patient care

Maintain privacy ts .- ^rL^r *or.* if required;e

Y:ll.il.rffi 'J;iJ :'g:::Ti ;[Ji"ltl"l;

in the

,,,H:11,['HJ'il'i'Hil:y]^::':fl :.'+',[""iH:::"!

,,, lil::lli" :i.;:l;.". i:"..=,::, :,*'"" patient rist to

ff,$*.;'.Ti[*;l':"t#il'il;'' rime' Dose &

,r,r E:;:l; basic pl":"11:: ^'5,

insertibn or cannura'

Nasogastic **'"iffiig "no removal of catheter' etc

;;;"; the doctor's order

:H;:l;'Joitt""' ror issuins::^*:,". starr on their

,r.:il:ffi1;'"; ;;rses and suPPortins

oatient; r^ ^oriantq and their PanY

Explain rules and :"g'[t]:.t to patients and their partpatient;

21. Discharge Procedure:48

respective task' --r ,on^rtihn of all procedure

14.Proper documentation and reporting of all procer

'" ol"io-r*"J ov individualstaff on duty'

20. Admission Procedure:

1' Greet patients and introduce yourself to make patient

, :"#':'XT5;" the reason ror his/her admission;

3' patient lJ*it'ion as-per the doctors order;

4' Fill in tnl 'J'i"ion form

'nO "nt"t in indoor register;

5' Maintain correct p"'*"nJni"nJ t"t"nt address of the

6. ExPtatrt lurso ev' i*L"i,i'n": ::H::";,Xl?' ,", immediate initiation or

z. itt"t. PhYsicians orO11

treatment and nursing.care;lreallrr'rrL qrrv "-'- rrlon on specific diseases;

Provide health edut . ., - -..^rai^orr nrooetl3

,,:"JJffi J r $"::',$J;i, ? i J.r'1

:: :::1:::y ab o ut th e

e ;ffi:::;[#*n "no

treatment receivins

Irr--

1.

2.

lnpatients shall be discharge as per the doctors order;

Assist physician on discharging of patients (filling up

required documents); i

3. Patients and relative should infolm and be prepared togo home;

IIjj

II

IIII

4.

5.

6.

Discharged patient should be explained about the

treatment regime and follow uP;

Patient's belongings and hospital articles should be

checked and ask to retrieve.or return it;

Direct discharged patient to collect remaining medicines

from the OPD pharmacy to complete the treatment.

22. Post discharge procedure:

1. Remove relevant linen and dispose for laundry;

2. Disinfect all articles and furniture used by the discharge

patient;

3. Replace necessary articles and equipment in respective

place;

4. Discard all unwanted things from the bed site;

5. Prepare bed to received new patient.

23. Maternity services:

1. All equipment (functional) and emergency drugs including

lV fluids and sets are in Place;2. Labor rooms shall maintain privacy and appropriate

temperature;3. Labor patients with 4cm cervical dilation shall shifted to

labor room;

4. Recording of partograph for monitoring maternal and fetal

wellbeing;5. Cervical dilation and maternal BP shall be done 4hourly

and FHS and Contraction every 30 minutes;

6. No PV shall be performed for Ante partum hemorrhage

CASES;

7. Consult with 'gynecologist and arrange referral if

necessary;

8. Maternal and new born care as per the standard;9. Used onty sterite equipment *illabor room; 's st{urpment and mlintain sterility in the

l0.Provide education on Exclusive gf,j perconal hygiene,lmmunization, Fp.......etc.

24. Procedures for room services:

1. Assist doctor in performing procedure;2' Creaning, suturing and diessing of wounds for patients;3' Catheterization and rv cannuta insertion for inpatients;4' A' procedure must forow aseptic technique and universarprecaution.

25. Community Health Unit:

1' Line risting of pregnant women in coordination with thehetp of Vi,age Heatth Workers ,nJ oin"r vi,ageleader/influential persons;2' Both antenatat and postnatar mother sha, be register andprovide care as per the existing standarJ griO",,r.r,3' Vaccination and Growth monitoring of chirdren underSyears;4' Vaccination of a, girrs in crass vr in schoors and 12years girrs out of schoor for HpV ,no .i* v"-.-o chirdren(both mate & female) for DT;S. provide VCT, C4CO,tnllruCt services;6' rndenting of vaccines form regionar coor store and suppryto Basic Hearth units and different units in the hospitar;7 ' purpose of rmmunization and growth monitoring ofchildren under S years and 12,"rr. ,"rp"ffi, shall beexptain to the mother/retativesiaregirr! rnJfrorio" r.per the existing protocot;8' Family planning services shall be provided to all womenas per the National Family ptanning Service SlanOarO;

i

-ine"

50

9. Pap smear & Visual lnspection withservices shall be provided where there

acetic acid (VtA)is trained staff in

accordance to National Guideline; j10. Conduct regular ORC services on fiieO OateO;11. Provide IEC relevant health topics;1 2.T reatment of Reproductive health problems;13. Referral;14.Does annuar household survey to collect basic hearth

and other relevant information from Jan_Feb;l5.Regular monitoring of RWSS in consultation with local

leaders;16.Follow-up defaurt cases for ANC/pNC famiry pranning

and vaccination of children in regular interval;17. Maintain proper record of all activities.

26.Medica! store unit:

1. Annual indenting (drugs, non_drugs, equipments &instruments and rab reagents) shail be submitted to DHooffice ratest by 15th of January as per the existingprocedure (forms & formula);

2. Medical store ln-charge shall maintain essential and vitaldrugs in stock ail the time (24X7) as per the EssentiarDrugs List (EDL);

3. lssuing of Drugs and non-drugs to different units on everyThursday;

4. Follow First Expiry First Out (FEFO) rules;5. Reorder additional stock when reach minimum reorder

level;6. Weekly reporting of out of stock

reagents in stocks to HCDD andconcerned Unit ln-charges;

and limited drugs andprovide information to

7. Monthly (end of every month) checking of expiry date forboth drugs and non-drugs shail be done by rn-charge andmobilized to other hearth facirities within or outside theDzongkhag before three months of expiry;Minimum reorder tever of drugs shail be maintain for ailapplicable drugs as per the existing formula;

9. Provide drugs to Viilage Hearth workers and schoors asper the existing standard;

51

7.

8.

9.

l0.Disposa! of expired drugs and reagents after completingnecessary formula (as and when applicable);

11.All control drugs shall be kept under locks and key andmaintain proper documentatignadministration/dispensing; j

l2.Maintain record of indenting and issuing of drugs andnon-drugs.

27. Emergency response and ambulatory services:

All health staff shall consider i staff attendingemergency" during mass accidenUdisaster and theyshall respond prompfly during the emergency;staff attending emergency duty shall attend duty within11-15 minutes after receiving call from the ward;Hospital utility van shall send to fetch emergency staffduring off hours, if van is available, if not individual staffhas to arrange transportation;BHU in-charges consult about patients condition with oncall doctor before referring;lf on call doctor instruct BHU staff to send patient forfurther management at hospital, they make a cail toHealth Help Center (HHC), than HHC direcfly contactEmergency Medical Technicians (EMT);ln response EMT signed the moment order of ambulanceand fetch patients within the Dzongkhag, however,moment order shall be counter signed by on calt doctorfor authentication on arrival of patient or later;Delivery and other serious cases are accompanied bycompetent nurse to escort in addition to EMT;EMTs or Escorts shall inform on call doctors aboutpatients condition after reaching the site and duringtransport if required;lf patient is referring to higher health facilities fromDamphu hospital, on call doctor shall signed the momentorder and decide how may escort has to beaccompanied.

after

rl

I

I

I

1.

2.

3.

4.

5.

6.

52

28. Medico legal services:

1. Medical Officer (not on call duty) shall,attend any type of

medico legal cases upon intimation fiom Royal Bhutan

Police;2. He/she shall conduct extensive physical examination of

death body and record the findings in presence of RBP,

deceased of family member, Local leaders, etc.;

3. He/she shall issue the medico legal reports based on

findings.

29. Outreach services standard:

more times depending cases in1. Conduct ANC, 8 or

single pregnancy;

PNC services at 1week, 3weeks and 6weeks;

Provide family planning (DMPA, OCP, Condom);

Perform simple investigation. (Blood-Hb, Urine- Albumin

& Sugar);5. C4CD 2-5 cases per ORC in a month;

6. Treat minor illness;

7. Refilling of drugs for old cases;8. Health Education.

2.

3.

4.

SINo.

Services available Schedules

1 POV O At birth or within 14 davs

2 BCG At birth or as soon as possible

3 Pental&OPV1 At 6 weeks4 Penta2&OPV2 At 10 weeks5 Penta3&OPV3 At 14 weeks6 MR1 9 months

7 MR2 2 vearsI tD1 6 vears (both sex)9 Dt2 12 vears (both sex)10 HPV 12 vears (onlv oirls)11 Weiqhinq of children < 1 year Monthly12 Weiqhino of children <syrs Quarterlv13 Tablet Albendazole 6 monthlv after 1 vear14 Vitamin A cap Every six monthly after six

month

53

Procedure for performance management system(pMs):

x:::j:?, _"11? l',fj:1 tl:"! y ! gp_ M i n islry of Ed u catio n to co n d u ct p M s ;

!:g:1I|PY_Sil the schoors (Aprit ,no sept"rolii;Compile a report and submit it'to the MoE.

Procedure for Annual Work ptan:

1.

2.3.

1.

2.3.4.

5.

Receive notification for Annuat work pran preparation;lnform schools to submit plan activities;Compile reports and prioiitize activities;submit to the Dzongkhag. Budget section and a copy to the Ministry ofEducation through Dzongkhag; -share a copy of approved budget with respective schools.

Procedure for inter and intra transfer of education staffs:

i* f:lyill,1'll,rlb_yt" transferapptication forms to alr schoots;itra;;f* ;;;;-, ;l "#il"ii;

bifu rcateinfn inl^. an^l i^r-^ L--- . t- - i.tinto inter and intra transfer file;chief DEo wiil forward to HR section for HRC discussion;

li.t to the MinistryOf Fflrreatinn haeor,l nn *h^ LrEr^,^ r--:-!:l =_1y.r^11, :: .?ir:g "

n .tfr

e H R c,s d ecis io n wn i rl-i niia,,r,i # i' t=#IJ,"#iibe issued by the Dzongkhag.

Procedure for monitoring school admission:1.,r::^_p"hl?1"?ll?y:9htef

.DEo/sr.DEo/ADEo wi, monitor admission

2irnj'ffi *:1,1".?,0fl ::1,?,i'^::' j:1,:1.,.-.*,q*.b;l1,9e;iil:#i#]II:, :r::ll:I?,1 :f t! g ch i I d o n c.e res isreied i; ih "'#;.j' ;ffi

"J ".1=,1 X; r,

3 ii:""'.ilil jj I ffi ' ::g^1? ^",o^T::tiTlyj"-

;,iil:Jl "q

i n tn "

E rvr r slIS L

j: Tf:l :: X ::.1 ?: Ly ry g "l.e

n t Jea m ;; l ;;;i j ;Hril.J b re ro rany fraud cases if any in case oichild admission.

Education staffwelfare scheme (EWS) and semso:

1. Dzongkhag Education sector wiil distribute EWs . forms to newrecruitment;Compile and fonruard it to the Ministry of Education;

[:::lr_:^Iyg]::l ,pplication r., ..nool*.rji,lorit it to the Miniistry ofEducation for approvai;verify semso craims and fonryard it to the ministry for disbursement.

1.

2.

3.4.

2.3.

4.

54

Procedure for student Placement:

Dzongkhag Education Sector will co-ordinate placement projection

meeting in November; iChief OfOlOy.ChiefDEO/Sr.DEO/ADEO will chair the st0dent placement

meeting in the month of February during the placement day;

PlacemLnt will be made in accordance with the guidelines provided by the

ministry;lnform students and the recipient schools on the placements made.

Kidu recipient:

Receive nominees from schools for Kidu;

Compile and fonryard it to Dzongkhag Kidu Unit;

Moniior academic performance of kidu recipient students and submit

report to Dzongkhag Kidu Unit;Maintain portfolios of all Kidu recipients'

Contract extension and renewal:

1. Dzongkhag Education Sector will notify schools on contract extension and

renewal every after two Years;2. Forward it to the Ministry of Education; ./

3. Receive contract extension and renewal orders from the ministryJ

4. Monitor the performance of expatriate teachers and submit report to the

ministry annuallY.

Procedure for farm road construction:

1. Receive farm road construction proposals from the Gewogs;

2. Crosscheck whether the proposals is in the FYP;

3. Assess proposals based on the farm road guidelines;

4. Recommend or not recommend for implementation;

5. After completion of the farm road construction form user group for maintenance.

Procedure for irrigation channel construction and renovation:

1. Receive irrigation channel construction proposals from the Gewogs;

2. Crosscheck whether the proposals is in the FYP;

3. Assess proposals based on the irrigation guidelines and manual;

1.

2.

3.

4.

1.

2.3.

4.

rl

ii

t ffi;".rHpretion

of the irrigation channer construction form user group for

jProcedure for farmers capacity building:1. Receive training requirements fromlhe Gewogs;2' compire and prioritize farmers training proposars;3. Decide on numbers of farmers to be trained;4. Selection of the participants by the Gil;;5' seek necessary administrative approrrt.io'ronduct training.6' conduct training and submit report to i";;; the Agency.

Calendar of activities:

Procedures for agriculture input services: . {

1. pesticide demand _ 1Sth July;2' Demand for winter r"g"trbr" seeds incruding potato _ 30th Jury;

? Winter crop seeds demand _ lSth August;4. Maize seed demano _ goii December;5. Summer vegetable seeds demand _ 1srh January;6. Citrus, mango, and other fruit _crops

d";# ]lo* ,rr.7. Asparagus & cardamo, ,""jting oemano_ ao,i tttay;8' []:B:,n

spawn demand - is'n octouei-r shiitake & oyster), lsrh February

Crop cut report:

i Maize crop cut reports - 3orh september;i laddy crop cut reports _ 30th December;? Millet crop cut reports _ 30rh January;

i Citrus crop cut reports _ 1srh March;5. Potato crop cut reports _ 30th August.

Regular field activities:

1. Production reports on winter vegetable (July_Jan) _ 30th January2. Routine irrigation scheme ,rint"nrrce _ lSth May3' Routine farm roao maintenance - 1Sth Aprir, 1stn Jury, 15tn oct4' updating of databas"r' anJnlrdings, irrigriion, farm roads, and tand uses _ 1Srh5' Production reports on summer vegetabre (Feb-Jury) - 30th Jury

55

1

M

-

6. Late fruit drop collections - 30th September'

lnputs Procurement & Distribution:

1. procurement and distribution of agriculture inputs to farmers are generally

done through two systems: cash and carry system, and promotional

programs;

2. Extension Supervisors at the Gewogs or

Dzongkhag provide information on prices

Ij

J

i

ITiIIII

Agriculture Officers at the

of agriculture inPuts as and

when there are uPdates on changes;

3. Farmers can directly procure certain agricultuie inputs such as seeds,

fertilizers, and tools directly from concerned agencies;

4. Alternately, demands for inputs are collected by the Extension Supervisors

(ES) from the farmers in a Gewog;

5. Based on the demands, the inputs are procured and distributed to the

farmers at the earliest Possible;

6. The demand for power tillers are compiled on 'first come first serve' basis.

However, distribution of the power tillers from the Agriculture Machinery

Centre (AMC) are based on the guidelines issued by the Ministry of

Agriculture and Forests (MoAF);

7. lnputs are procured from National seed centre (NSC), Alpine seeds'

Agriculture Sales and Service Representative (ASSR), National Plant

Protection centre (NPPC), National Mushroom centre (NMC), Agriculture

Machinery Centre or its regional offices, and authorized dealers;

8. lnputs provided free by the government are distributed by Extension

Supervisors to progressive as well as potential farmers ensuring that

resources are not spread too wide and too thin without any effect or

imPact;g. Extension Supervisors supervise, monitor and evaluate use of the inputs

andsubmitreportsonperformance,effectandimpact'

An application form for purchase of machine from Agriculture Machinery centre

Date:

Name & Signature

CID No.:

Tel No.:

Gung No.:

57

Thram No.:

Village:

Chiwog:

Gewog:

Machine Type: 1. Power Tiller

(P/ease circle themachine/s topurchase)

2. Kirloskar Diesel Engine - 1Ohp

3. Kirloskar Diesel Engine - 7hp

4. Electric motor 7.4KM/1Ohp

5. Electric motor 5.51ffV/7.5hp

6. Rice huller No. I7. Rice huller No. 4

8. UkaniAttachaki No. 16

9. UkaniAttachaki No. 12

10. Sardar Table Oi! Expeller

11. 4 bolt expeller

12. Corn flake machine

13. Others

Name & Signature of Tshogpa

Name & Signature of Agriculture Extension Officer

Name & Signature of Gup

Name & Signature of District Agriculture Officer

58

Extension services:

1" The farmer calls or writes to the Agriculture Sector 91 Ozgngk$aS Administration

regarding a particular problem, need or incident' The Agricuiture Sector visits

sites whenever required or asks extension colleagues to look into a case;

2. The farmer calls the Extension supervisor or Gewog or writes to them regarding

a particular problem, need' or incident;

3.TheExtensionsupervisorvisitsthesitetoassessproblems'analyzeneeds'orobserve and assess damages and try to provide some instant solutions

whenever Possible;4. The Extension supervisor writes reports to the Gewog and the Dzongkhag

asking for technical backstopping or further supports'

Procedure for land conversion:1. The farmer has to deposit Nu. 100/- (Nguttrum hundred) and produce the receipt

to the Agriculture Sector; ! !-. ---r:^^ria2'TheAgricultureSectorgivesastandardlandconversionapplicationformattothe

farmer;3'Thefarmertakestheformattothegewogandasksfortheiractionsasrequired

bY the format;

4. The duly completed format comes back to the Agriculture sector where

verificationfromLandRecordSectorandendorsementbytheDzongkhagAuthoritY is obtained;

5. The formats are then submitted to the Ministry of Agriculture and Forests twice in

a Year - six monthlY;

6. The Agriculture sector coordinates field verification visits by the technical team

from the Ministry of Agriculture and Forests;

7. The Agriculture sector conveys to the applicants approval or rejection of wetland

conversion aPPlications'

cMU Machine Hire: re and Forests is used for hiring

The guideline provided by the Ministry of Agriculture a:l::rests rs

machineriesfromtheCentralMachineryUnit(CMU),Bumthang.

lJJ

1II

i

59

Procedure for establishment of community Forestry (cF) management:1. Receive CF establishment apptications; I

2. lnitiate CF process in consultation with the public;3. Facilitate preparation of CF management plan;4. Review and refine CF management plan;5. Submit CF management plan for review and approval to the Department of

Forest;6. lssue cF certificates to the CFMG subject to approvalfrom the DoF;7. Dzongkhag Forestry Sector will monitor according to. CF Management plan

annually.

Procedure for plantation management:1. ldentify degraded government land;2. Propose budget for plantation;3. Prepare technical estimates and submit to DoFps for approval;4. lmplement plantation based on approval;5. Monitor on regular basis and submit report to DoFpS6. Annual maintenance.

Procedure for NWFP management:

1. Receive application from interested group/individual;2. Dzongkhag Forestry sector and rerritorial Division will carry out joint inspection

and review;Submit report to the DoFPS for approval;Dzongkhag Forestry sector will facilitate preparation of management plan;Award certificate for implementation of activities;Provide guidance and information on marketing opportunity and facilities;Monitor and submit report annually.

Procedure for nursery raising and management:1. Receive application from the Gewogs;2. Conduct feasibility study;3' Provide technical guidance after seeking approval from Head of the Agency;4. Monitor half-yearly and submit report to the Head of Agency annualiy.

3.4.

5.

6.

7.

60

Dairy development programme-procedure forplacement of breeding bull:

procurement,'1

j1i

supply and

Receive applications for breeding bull through Gewog administration ;

Dzongkhag Livestock Sector (DLS) will place supply order to the

breeding Centre;DLS will deliver the breeding bull to the Gewogs;

DLS will identify the bull keeper and draw an agreement between the

bull keeper, community and the Gewog; .Livestock Extension Officer will submit monthly service reports toDzongkhag, Regional Livestock Development Cente(RLDC), National

Dairy Development Center (NDDC) and the Department of Livestock

(DoL);ln case of death of the bull, the bull keeper will inform Livestock

Extension Officer (LEO) and Dzongkhag Livestock Sector immediately

after occurrence of death;

Veterinary doctor/LEO will conduct post mortem and submit report to

DLS;8. DLS will process for write off within 1 month from the occurrence of

death and submit detail report to RLDC and NDDC.

Procedure for culling/disposal of old breeding bull:

1. The community wiil appraise the Dzongkhag to have their community

bull culled / disposed off with proper justification;

2. The Dzongkhag fonruards the culling/disposal proposalto the RLDC;

3. RLDC will conduct an evaluation of the bull using proper score card to

this effect and submit the report to NDDC for technical sanction;

4. Based on Technical sanction, the competent authority at Dzongkhag will

give the final approval for the culling of the bull;

5. The bull is sold at the current meat value for 60% of the live body weight

and the money collected should be deposited in government revenue

account.

Procedure for establishment of new artificial insemination centre:1. DLS will receive requisition for new artificial insemination from the Gewog

administration; '

1.

2.

3.4.

6.

7.

61

2.

3.

4.

DLS will study the feasibility and rationalize the proposal;

The DLS then will request the RLDC to carry out detailed feasibility study (Things to

consider- Annexure 1); t

The DLS will send detail feasibility report to National Dairy Development centre

(NDDC, Yusipang) for scrutiny and approval;

5. NDDC shall either accord technical approval for the establishment of the new Al

centre or disapprove the proposal;

6. DLS willexecute establishment of Al;

7. DLS will procure and distribute the materials specified in annexure (.......) to the

Gewogs.

Procedure for community artificial insemination technician (CAIT) selection:1. DLS will support and guide the respective group/co-operative for selection of CAIT;2. DLS will send the selected candidate to RDTC for capacity building;3. DLS will facilitate in drawing agreement between CAIT and the community on

his/her Terms of Reference (TOR).

Procedure for establishment of MPU/MCG/DSC:1. DLS will receive application through Gewog from group/co-operative for

establishment of M PU/MCC/DSC;2. DLS will identify suitable location for the establishment of MCC/MPU;3. The National Dairy Development Centre will verify the identified location;4. DLS will seek approvalfor establishment of MCC/MPU from NDDC;5. DLS will seek approval for land lease through Head of the Agency from the

National Land Commission if it is within government land;6. DLS will carry'out establishment of MCC/MPU in collaboration with Dzongkhag

Engineering Sector.

Procedure for formation of dairy farmers' group:1. DLS will conduct feasibility study based on the proposals sllbmittAd by the group.2. DLS will fonrard the proposal to NDDC for review and approval, and to Department

of Agriculture Marketing and Co-operatives (DAMC) for registration.

62

piggery Development-establishment of semi-commercial and commercial piggery

farms:1. DLS will receive application from the farmers for establishment of yiggery;

2. DLS will submit the proposal to National Piggery Development eenter (NP|DC) for

review and aPProval;

3. DLS in collaboration with NP]DC will conduct feasibility study;

4. DLS will facilitate to obtain clearance from nearby community and the Gewog

administration;

5. DLS will place supply orders for piglets and distribute to the group/farmers.

Poultry Development-establishment of commercial & mega poultry farms:

1. DLS will receive application from the farmers for establishment of poultry;

Z. DLS will submit the proposal to National Poultry Development Center (NPDC) for

review and aPProval;

3. DLS in collaboration with NPDC will conduct feasibility study;

4. DLS will facilitate to obtain clearance from nearby community and the Gewog

administration;

S. DLS will place supply orders for pullets and distribute to the group/farmers.

Procedure for Poultry farm registration with National Poultry Development

Gentre:

collect registration form for farm registration from Gewog Livestock office;

Should fill up the registration form and submit to Gewog Livestock Office;

Gewog Extension office will verify and if eligible recommend for

registration. The forms will be sent to DLO Office;

Diongkhag Livestock Office shall inform NPDC, upon receiving the information

and Registration Number will be provided;

DLO will imprint the name of the farmers on the certificate with registration number

and get signed from Dasho Dzongdag;

Certificate will be handed over by Gewog Extension Office to the farmers'

1.

2.

3.

4.

5.

6.

63

Procedure for fishery development-estabtishment of commercial and megafishery farms:1' DLS will receive application from the farmers for establishment (f fishery;2' DLS will submit the proposal to National center for Aqua-cunire (NcA) for review

and approval;

3. DLS in collaboration with NCA will conduct feasibirity study;4' DLS will facilitate to obtain clearance from nearby community and the Gewog

administration;

5' DLS will place supply orders for fingerlings and distribute tg the group/farmers.

Procedure for goat farming development-establishment of commercial farm:1' DLS will receive application from the farmers for establishment of commercial goat

farm;

2- DLS wiil submit the proposar to the DoL for review and approvar;3' DLS in collaboration with RNR-Research & Devetopment centre (RDc), Bjakar will

conduct feasibility study;

4' DLS will facilitate to obtain clearance from nearby community and the Gewogadministration;

5' DLS willplace supply orders for kid and distribute to the group/farmers.

Procedure for pasture development:

1' DLS will compile requisition for pasture seeds through Dzongkhag Feed and FodderFocal Person (DFFFP) and submit to National center for Animal Nutrition;

2' DLS will make sure that enough budget is being kept by the respective Gewogs forthe purchase of seeds;

3' DLS will facilitate in supplying root slips (sugarcane, napier) in-order to meet therequirement of fodder during lean season; :

4' DLS will also assist the farmers in making silo-pit, urea treatment of straw to thefarmers.

64

Procedure for bio-gas construction:

l,GewogLivestockExtensiontosurvey&fitluppotentialfarmers.(Form1)forthe1

biogas construction; i.

2. DLs wilt compile the FoRM 1 submitted by the Gewog of the potential list of farmers

for the construction of bio-gas plant;

3. DLS will also compile the field survey FORM 2A (loan require or not) of the individual

farmer from the Gewogs and forward to Bhutan Bio-gas project, Thimphu for

aPProval and release of loan;

4.Executionofbiogasplantuponapprovalandsanctionofcredjtfacility;

5. DLS arong with the gewog rivestock extension officiars w*r go to the fierd and check

thecompletionofconstructionandfillinthecompletionreportFoRM5;

6,DLSwilltheninstructthefarmerstogotoBhutanDevelopmentBankLimitedforthesubsidY release'

ProcedureforRegistrationfordairyfarmersgroup(DFG)withDepartmentofngiicutture and ruirretin g Gooperatives (DAMC) :

DLs w,r assist the group to be registered forma*y with the DAMC upon fulfilling all the

criteria for a group to be registered (Annexure 5)'

1. submit the Registration Application to Gewog cooperative Registration Registrar;

2,EndorsementbytheGewogAdministration(withinl5days);

3'EndorsementbytheDzongkhagAdministration(withinl5days);

4. Award of certificate of Registration (within 10 days)'

Pleasenotethatwhiteprocessingtheapptic.ation.andpreparingrequireddocumentsfor registration by Farmers aroirir,3 copies of each document is required to be

made.onecopyistobemaintainedatFarmersGroupsfortheirrecordandremaining2copiesaretobesubmittedtotheGewogCooperativeRegistrar.

procedure for registration for primary co-operative with Department of

Agriculture and Marketing Cooperatives (DAMC):

DLS w,r assist the primary cooperative to be registered forma*y with the DAMC upon

fulfillingallthecriteriaforagrouptoberegistered(Annexure6)'65

rr

I

1.

2.

3.

4.

Submit the Registration Application to Geog Cooperative Registrar;

Endorsement at Gewog Administration/Submission of the Registration Application to

DzongkhagCo-operative Registrar (within 15 days); t

Fill up Cooperative Application Processing Form (Form CR No. lV)A/erification and

Endorsement by DCR and Dzongkhag Administration (within 15 days);

Award of Certificate of Registration (within 10 days).

Procedure for survey, designs, drawings & costing:

1.

2.

Survey, designs, drawings and preparation of estimates will be done by the

concerned engineer in consultation with sector head;

Dzongkhag Engineer (DE) will check the estimates & drawings prior to

presentation to Dzongkhag Tender Committee (DTC) meeting within 5 working

days;Site engineer will present drawings, designs & estimates DTC for endorsement;

DE will issue Technical Sanctions;

lnvitation for Bids (lFB) will be done by Engineering Office upon receipt of

Administrative and Financial sanction order issued by AFD.

3.

4.

5.

1.

2.

3.

4.

Procedure for tender opening, evaluation and award of work:

Tender opening will be done by'Opening Committee' chaired by Dasho Dzongrab;

Chairperson of Opening Committee will appoint "Evaluation Committee';

Evaluation will be done by Evaluation Committee coordinated by E-toolfocal

person;

Evaluation Committee led by e-toolfocal person will present evaluation report to

Dzongkhag Tender Committee to award work within 14 days from the date of

opening;DTC meeting chaired by Dasho Dzongdag will approve the award;

'Letter of Acceptance' will be issued to wining contractor through Engineering

Office;Engineering Office will complete contract agreement signing formalities within 15

days from issuance of 'Letter of Acceptance''7.

DTC meeting:

1. DTC meeting chaired by Dasho Dzongdag will be conducted Wery Friday

morning; t

lf Friday is public holiday, DTC meeting will be re-scheduled on following working

day;

Agenda for DTC meeting will be submitted by the concerned through 'Online

DTC Agenda'available in Dzongkhag's website;

Followings related to construction and contract administration will be deliberated

in the meeting:

a. Drawings & Estimates

b. Evaluation report

c. Work award

d. Change of specifications, additional works and time extensions

e. Non performance by the contractors

5. DE will record the proceedings of meeting.

Procedure for work implementation :

Engineering and concerned sector representatives along with site engineer will

hand over the site to contractor;Site Engineer will monitor the work at least once in a month and maintain site

order booUHindrance register required at site;

Additional/ deviation works: DTC monitoring team recommends or site engineerputs up to DTC. After approval by the DTC additional works are executed.

Procedure for allotment of numbers for measurement book (MB) andmeasurement booklets:

1. The Dzongkhag Engineering Office shall allot a distinct number for each contract

as the number for 'Measurement Book' for the particular work upon request

made by the Site Engineer;

2.

4.

1.

3.

67

2. The measurement booklet relating measurement on different dates should be

allotted a sub-number serially. This number shall be allotted by the Site Engineer

(EE/ Dy.E Et Ert AE/JE) of the work, by allotting sub-numO{rs serially in the

chronological order of the recording of measurements;

3. The system of allotting sub-numbers for Measurement Booklets and numbering

of their pages shall be as illustrated below:

a. Measurement Book number allotted by Engineering Office

-001

b. First set of measurement verified by Site Engineer on 01.01 .2014

c. Sub-number of Measurement Booklet to be allotted by Site Engineer

-001t1

d. Pages in Measurement Booklet number 00111 -1 to 15

e. Second set of measurement verified by Site Engineer on 02.02.2014

t. Sub-number of Measurement Booklet to be allotted by Site Engineer

-00112

g. Pages in Measurement Booklet number 00112 -16 to 40

h. Third set of measurement verified by Site Engineer on 10.04.2014

i. Sub-number of Measurement Booklet to be allotted by Site Engineer

-001/3

j. Pages in Measurement Booklet number 001/3 -41 to 200

k. Fourth set of measurement verified by Site Engineer on 20.05.2014

l. Sub-number of Measurement Booklet to be allotted by Site Engineer

-001t4

m. Pages in Measurement Booklet number OO1t4 -201 to 300

Procedure for recording of detailed measurement:1. The measurement should be recorded in 44 size paper and on one side of the

paper only;

2. The font should be 'Times New Roman' with font size of 12 with page scaling

adjusted to 90% of normal font size;

3. The measurements should be printed out in a computer in a 'Portrait'form;

4. The pages in the measurement booklets should be continuously numbered from

commencement of work till completion of work;

5. The Site Engineer should sign in each page of the tn"rtrf"rent sheet in

measurement booklet;

6. The signature of contractor should be obtained in each page of measurement

sheet in measurement booklet for having accepted the measurement recorded

therein;

7. The Supervising Engineer (i.e DE) shall sign in each page of measurement sheet

in measurement booklet for having accepted the measurement for payment;

8. The Site Engineer shall not make any ink correction to computer printed

measurement records in the measurement sheets except by Supervising

Engineer or any Engineer who has been authorized to conduct'Test Checks';

9. Only one set of measurement book shall be prepared, as keeping two sets of

record would lead to disputes;

10.The measurement sheet(s) of measurement booklet(s) shall only be considered

as the autheJrtic page(s) of the allotted measurement book; if and only if it bears

the signature in original of Site Engineer, Contractor, authorized test checking

Engineer and the District Engineer.

Procedure for recording of measurement booklets on final payment:

1. On completion of work and payment, all the measurement booklets should be

bound in convenient volumes. The Site Engineer shall furnish the following

certificate as indicated below, which shall be pasted in the inner side of the

wrapper of the each bound volume of the booklets:

59

1

CERTIFICATE-1

Certified that the measurement booklets numbering 3 un{er MeasurementBook No. 001 have been bound in two numbers of volumes as indicatedbelow:

o Measurement Booklet No. 1 to 3 containing pages 1-200 ofMeasurement Booklet

. Measurement Booklet No. 4 containing pages 201-300 ofMeasurement Booklet

Siqnature of Site Engineer

o ln the wrapper of concerned measurement booklets, the number of

measurement booklet shall be written as 114,214,314 elc.

Procedure for contract bills verification:

Contractor will prepare and submit the bills to the Head of Agency, which isfonryarded to DE;

DE will instruct site engineer to process payment;

Site engineer will process the bills based on the work done at site and fonruard toDE for test checking within 10 days;DE will do necessary test checking and finalize the payment within 5 working

days and put up to the Head of Agency for approval;

Bill along with MB wil! go to Accounts Sector for release of payment.

Procedure for progress reporting:

Site engineer will update physical progress of work in the 'Project Expenditure

Summary' maintained in OPA every time as and when payment is processed;

lf the physical progress at site is not as per the work plan, site'engineer will follow

up with the contractor and then forward to DTC for further course of action;

1.

2.

3.

4.

5,

1.

2.

3. DE will compile progress of all activities and present to DTC/ Monthly Sector

coordination meetings.

Procedure for handing taking of work:

1. Contractor will submit the completion report to the Head of Agency;

2. Site engineer will issue 'Project Completion Certificate' based on work completed

at site within 5 working days;

3. Based on 'Project Completion Certificate' issued by site Engineer, DE will co-

ordinate with the DTC for handing taking within 14 working days;

4. During handing/taking the DTC/ handing taking committee wil! cross check the

final bill entry in the measurement book against work done at site if necessary,

5. lf any defect is found during handing/taking, rectifications/ corrections required

will be recorded in handing taking note;

6. Final bills will be cleared upon completion of rectification works.

Procedure for release of retention money:

Contractor will submit request for release to the Head of Agency upon completion

of 'Defect Liability Period', which is then fonruarded to DE;

DE will instruct site engineer to process for payment and Engineer verifying the

payment shall ensure that 'Clearance / No Objections'from end users is

obtained and attached with the bills;

DE will countersign and the Head of Agency will approve the payment which is

then fonruarded to Accounts Sector for release of payment.

Procedure to approve construction within municipality:1. Applicant will put up request for issuance of 'Site PIan' to the Chairperson;

2. Municipal Office will issue the 'Site PIan';

3. Applicant willfill up 'Construction Approval Form' and submit to Municipal Office

along with all required documents;

.INI

1.

2.

7t

4. Municipal engineer will scrutinize drawings, designs and supporting documents

and put up to Chairperson for accord of approval.

*'

Procedures for Preparing Five Year Plans (FYP):

Co-ordinate Five Year Plan (FYP) preparations of the Dzongkhag sectors and Gewogsin line with the guideline issued by the GNH Commission:

1. Notify Dzongkhag Sectors and Gewogs to prepare FYP;2. Compile FYP activities;3. Conduct prioritization meeting with Dzongkhag sectors and Gewogs;4. Endorse in the DT Meeting;5. Submit to the GNHC;6. Enter in the Planning and Monitoring System (PLaMS);

7. Sector Heads will be provided access to the system at http://plams.qnhc.sov.bt:8. Gewog Administrative Officer (GAO) will be provided access to the system at

http:/iplams.on hc.sov. bt

Procedures for FYP Mid-Term Review (MTR):

Co-ordinate Mid-Term Review preparations of FYP of the Dzongkhag sectors andGewogs as and when the government notifies the timeframe for the review:

1. Notify Dzongkhag and Gewogs to prepare review report and submit to theDzongkhag Planning Unit within a given time;

2. Compile physical and financial progress of the Dzongkhag Sectors and Gewogs;3. Convene a meeting with Sector Heads and Gups;4. Finalize report and submit to the GNH Commission;5. Enter in the PLaMS;6. Sector Heads will be provided access to the system at http://plar4s.gnhc.oov.bt:7. Gewog Administrative Officer (GAO) will be provided access to the system at

http ://plams. g n hc. gov,bt

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Procedures for preparing AnnualWork plan (AWp):

Based on the FYP work closely with the Dzongkhag Budget officgr to prepare Annualwork Plan (AWP) of the Dzongkhag sectors and cewo! plans.lsrorit to the GNHcommission through the Dzongkhag administration and Dzongkhag Tshogdu;

1.

2.

3.

4.

5.

6.

Notify Dzongkhag Sectors and Gewogs to prepare AWp within the budget ceilingprovided by the GNHC;Compile AWP;Endorse in the DT'Enter in the PLaMS);SectorHeadswillbeprovidedacceSStothesystemat@Gewog Administrative Officer (GAO) will be provided access to the system athttp:{plams. qn hc.oov. bt

Procedure for monitoring and evatuation:

Co-ordinate Monitoring Team to conduct progress of all budgeted activities in theGewogs on a monthly basis;DPU will submit monitoring proposal to the Head of Agency specifying which siteto visit along with timeframe;The team will conduct visits and instruct to rectify the defects to maintainconstruction quality;See if capital activities are on track as per work ptan;The findings and observation of the team will be submitted to the Head of Agencyfor further necessary action.

Procedure for submitting progress reports:

1' Notify Sector Heads and Gups to submit progress of AWp and update progressin the PIaMS on a quarterly basis;submit progress report to the government through the Head of Agency;Present annual progress report during the Dzongkhag Tshogdu session;

Procedure to regularize ad-hoc ptans in the Fyp:

1' Concern sector and Gup shall submit a report to the Head of Agency justifyingrequirement of non-plan activities in the plan;.

1.

2.

3.

4.

5.

2.

3.

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As per the instruction of the Head of Agency, the Dzongkhag

write to GNHC seeking approval to regularize in the plan;

Once approved relevant sector will be informed accordingly.

Planning Unit shall

Procedure to change plan (re-appropriate) activities:

1. Concern sector or Gewog shall submit a report to the Head of Agency justifying

why an activity is required to re-appropriate to another;

2. Specify amount of budget and activity;

3. Based on the decision of DTC, the Dzongkhag Planning Unit will write to GNHC

through Head of the Agency and DT seeking approval for. re-appropriation of the

activity;4. Once approved, concern sector shall implement the work accordingly.

Procedure to co-ordinate Sector Co-ordination Meeting (SCM):

1. The Dzongkhag Planning Unit is entrusted to co-ordinate SCM;

2. Notify all the sector heads of the meeting and to submit agenda 2 days prior to

the meeting;3. Discuss on the agenda with the Head of Agency;

4. Conduct SCM in the first week of every month;

5. Circulate minutes of the meeting;

6. Follow up on the decisions taken during the previous meeting.

Procedure for ICT problem reporting by Gewogs/BHU/Schools:

Gup/GAO/HtuPrincipal shall submit an application to the Head of the Agency

seeking ICT technicalexpertise to solve the problem;

ICT Officer shall send ICT technical person to fix the problem if approved by the

Head of Agency;Within 3 working days from the date of receipt of instruction from Head of the

Agency, tCT sector shalltry to solve the problem;

Should computers require major maintenance, the lCT shall ask concern sectors

to seek note sheet approval from the Head of Agency provided adequate budget

is available for computer maintenance.

2.

3. "J

l

1.

2.

3.

4.

74

procedure for ICT problem reporting by staffs/sector heads of at the Dzongkhag

administration and nearby offices under the jurisdiction of Dzongkhag

administration: Ii

Sector heads/sector staff shall inform ICT technical expertise to Solve the

problem;

ICT Officer shall send ICT technical person to fix the problem within thrlL

working day from the date of receiving complaints/information from the

sector heads and staff;

Should computers require major maintenance, the ICT shall ask concern sectors

to seek notesheet approval from the Head of Agency provided adequate budget

is available for computer maintenance'

Procedure for up-gradation of internet bandwidth:

Prepare budget for upgradation of internet bandwidth;

Submit budget proposal to the Department of National Budget through

Dzongkhag Budget Officer;

lf budget is approved by the DNB, put a note sheet to the Head of Agency for

implementation;lf note sheet is approved place work order to lnternet Service Provider (lSP).

PROCEDURE FOR DT:

1. lssue notification to DT members and observers in consultation with the Head of

Agency and Chairperson and advertise in media;

Z. Compile and screen agendas 5 days before DT by the Gups and relevant

sectors;3. Finalize agenda and circulate to all the members and observers 2 days before

DT;Co-ordinate DT session and record minutes of the DT;

circulate endorsed minutes of the DT within 10 working days;

Follow up on the resolutions of DT.

1.

2.

3.

3.

4.

4.

5.

6.

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T-l

ffiProcedures for land kidu:

Receive application for land kidu or identify people eligible for land kidu;Verify and compile profile of land kidu applicants (case background, famity detailsand land details) and fonruard to Office of the Gyalpoi Zimpoen (OGZ);After receiving a Royal Command or a verbal order from the OGZ, identify agovernment land and survey the land with the help from the Dzongkhag LandRecord section;Obtain clearances (forest and adjacent land owners) in collaboration withDzongkhag Land Record;Compile detail survey reports and submit it to the OGZ.

Procedures of processing citizenship kidu:

1. Registration of all citizenship kidu applications and fonnrard it to the OGZ;2. Facilitate applicants to register their unregistered child as per the

system/guidelines of the MoHCA;3. Accompany the Citizenship Kidu Applicants if called for RoyalAudience.

Procedures of processing living allowance for senior citizen:

1. ldentify the people who need allowance;2. Compile profile and submit to the OGZ;3. lf granted Kidu, take care of them, disburse the allowances on time and do

regular monitoring.

Procedures of processing allowance for Gyalpoi Tozeys:

ldentify students who need kidu with the help from the school teachers or theLocal Government Leaders(Gup, Mangmee, GAO and Tshogpas);Compile profites for the students and forward it to the OGZ;lf 'granted Kidu, disburse allowances on time, monitor the students andencourage them to study well.

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1_

2.

3.

4.

5.

1.

2.3.

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w*$*1iProcedure for revenue cotlection and deposit:

lssue the prescribed Revenue Money Receipt (RMR) to deposit directly onreceipt of cash, cheque, bank draft and cash warrants as the case may be;The Original copy of the RMR shall be handed over to the concerned depositor;The duplicate copy of RMR shall be attached with the monthly schedule ofcollection and deposit, which is to be sent to the concerned RRCO;The triplicate copy of the RMR shall be retained in the book for record;All collection of revenue shall be deposited into the allotted RGR Account of theagency on the following day and update the accounts;Submit monthly accounts to the RRCO within 10 days of the following month.

Procedure for collection of rural taxes:

1. Notify Gewogs to collect rural taxes;2. lssue ruraltax money receipt to Gewogs;3. Gewog will deposit in the CD account latest by 31.t December and submit

assessment report to Dzongkhag Revenue Unit;4. Revenue Unit will submit assessment report to the RRCO within 1 month.

Procedure for rural insurance(life and house):

1. Notify Gewogs to collect rural life and house insurance;2. lssue money receipts (life and house insurance) to Gewogs;3. Gewog will deposit with the Dzongkhag Revenue Unit before 15th January;4. Revenue Unit will verifo and deposit with respective financial institutions not later

th

than 15 February.

S@ffiEU* C&TURAL SE@ION:

Procedure to seek approval of Lhakhang Construction:

1. The applicant will apply to Gewog administration;2. Gewog Administration will forward duly filled up application form to the

Dzongkhag;3. Culture Seqtion will verify proposed area jointly with Land Reoord, Environment

and Division Forest and fonrvard verification report to the MoHCA for approval;4. Dzongkhag will convey Ministry's approvalto the Gewog administration.

1.

2.3.

4.5.

6.

77

Proced u re for Chortens/Man i Du n g khor construction :

The applicant will apply to Gewog administration; IGewog Administration willfonruard duly filled up application form to theDzongkhag;

3. Culture Section will verify proposed area jointly with Land Record, Environmentand Division Forest and fonruard verification report to Head of Agency(Dzongkhag) for approval;

4. Dzongkhag will inform the Gewog administration.

Procedures for co-ordination between the Dzongkhag administration andreligious institutions:

Procedure to procure religious items:

1. Rabdey Dratshang will put up proposal(s) to the Dzongkhag administration toprocure religious items;

2. Check procurement of religious items are included in the plan and budgetavailability;

3. The Dzongkhag administration will assess the need of religious items, furnitureand other equipment;

4. lf items are genuinely required, it will be purchased strictly as per financial rulesand regulations, and procurement manual.

Procedure to seek approvdl for construction and maintenance of religiousinfrastructures at the Rabdey Dratshang:

1. Rabdey Dratshang will put up proposal(s) to the Dzongkhag administrationrequesting for maintenance of religious structures;

2. Check whether proposed activities for construction and maintenance are plannedor unplanned;

3. The Dzongkhag administration will assess the need of construction andmaintenance;

4. lf it is planned the DTC shall prepare notice inviting tender;5. ln case of unplanned, the Dzongkhad administration will seek approvalfrom the

GNH Commission to regularize in the plan if it is genuinely required;6. Seek approval from the Ministry of Home and CulturalAffairs (MoHCA) for

construction and maintenance of religious infrastructures before carrying out thework.

1.

2.

78

T;

Procedures for compilation and publication of Annual Dzongkhag ftatistics:

1. ln Apri!; receive final format from National Statistics Bureau; I

2. April to May; notify and send format to all relevant agencies requesting ADS

data;

3. June to December; collect and compile ADS;

4. January; present and validate ADS report;

5. February; submit finalADS to NSB for publication.

Procedures to validate, assure sound definitions, concepts and classification for

statistical data collection:

1. Familiarize enumerators about the field areas during the census and surveys

field operations;

2. Educate enumerators on the concepts and classification of census and survey

questionnaires;

3. Compile and validate data collected by the enumerators within 1 month;

4. Submit report to NSB.

Procedures to provide technical assistance to Dzongkhag sectors and Gewogs:

1. Sector requiring statistical technical assistance will request DSU in written;

2. DSU will provide technical assistance required by the sector;

3. OR seek further assistance from the NSB.

Procedure for consumer price collection:

1. ln the first week of every mon,th, seek approval from the Head of Agency;

2. By 2na week of every month collect CPI data;

3. By lru week submit CPI data to NSB for analysis.

79

The help desk shall open from 9:00am to 4: pm in winter and from 9:00am to 5: 00pm in

summer; I

1. People in the counter shall greet people politely;

2. Show direction to the people looking for a particular office or official;

3. Help physically challenged visitors;

4. pick up PABX phone within 3 rings and accordingly connect to required

person;

5. Circulate letters, office orders, notifications and any other official

documents on time;

6. Obtain information whether Dashos and Sector

and convey information accordingly to visitors.

Heads are out of station

Procedures to seek legal advice:

1. The sector or the focal person of the committee fonrvards an official letter seeking

legal opinion;

2. The said opinion is then browsed for interpretation according to relevant laws;

3. After the agreed period, legal opinion is presented for deliberation or

endorsement if anY.

Procedure to investigate case (s):

1. Receive an allegation (s);

2. The team leader tables the agenda for meeting;

3. Thereon, the facts of the case is discussed and the investigation methodology

prepared;

4. The investigation report is compiled as follows-

1. Background ofthe case

2. lnvestigation methodologY

3. Allegations alleged

4. Justifications received from the relevant person (s)

5. Findings by the investigation committee

6. Recommendation (if anY).

The report is submittbd to the source of complaint shared within one week afterI

completion of the investigation. I

*SOp ol Elxtion S*tor is excluded from Dzongkhag SOP since the Election

commissbn of Bhutan informed the Dzongkhag that Election sector is not

govund by fie Bhubn civit seruice Rules and Regulations (BCSRJ 2012 but by

the el,*to61l tavrc of the county which are beyond the mandate of the Dzongkhag

Adminisffiion.

81