Comprehensive

Guidelines for Utilization of

Fifth Assam State Finance Commission (5ASFC) Grant

1. Introduction:
In terms of Constitutional provisions, the Govt. of Assam had constituted the Fifth
Assam State Finance Commission. The commission reviewed the financial position of
the Panchayats and Municipalities in the General Areas and made recommendations
for their all round development covering the five-year period 2015-16 to 2019-
20.The commission along with the assessment of revenue gap of the local bodies
also evaluate the discrepancies in physical infrastructure and other immediate
necessities and recommended for specific purpose grants.
Inter- alia, the commission laid following general recommendations pertinent to
local bodies
• Awareness programmes need to be organized to acquaint people about the
system of local body functioning.
• Emphasis to be given on mobilization of local resources
• PRI should be bought within the ambit of computerization and e-governance
• PRIs should encourage development of sports and youth welfare

2. Distribution of Grant
The 5ASFC grant is to be distributed amongst the PRIs in the ratio of 30:30:40 to ZPs,
APs, and GPs respectively. The creation of asset will be as understood within the
state finance commission namely key sectors like water supply, sanitation, storm
water, drainage, public toilets, street lighting, market sheds, market complex etc.

3. Selection, Implementation and Monitoring of the Scheme:

I. The Scheme under the 5th Assam State Finance Commission Grants will
invariably should be selected by abiding the Amar Gaon Amar Achoni
(Gaon Panchayat Development Plan) guidelines.

II. Zilla Parishads and Anchalik Parishads may take combination of schemes from
Amar Gaon Amar Achoni, which have common objectives to form a broader
scheme.

III. Prioritizing of the schemes under 5ASFC is in the discretion of the respective
Gaon Panchayats, Anchalik Panchayats and Zilla Parishads which ever is
applicable.

IV. A District level Monitoring Committee to be constituted for effective

monitoring and concurrent evaluation of the local bodies receiving the grants
under 5ASFC to ensure that the funds are utilized for the purpose
recommended by 5ASFC, the following committee is formed as stated below.

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 (para 12.19 of the report of 5th ASFC). Further the committee is to provide
guidance and support on matters as and when required.

District Level Monitoring Committee:
1. Deputy Commissioner Chairperson
2. Chief executive Officer of Zilla Parishad Member-Secretary
3. President of Zilla Parishad Special Invitee
4. Executive Officers of APs Member
5. Ex. Engineer PWD Roads Member
6. Ex. Engineer PWD Building Member
7. Ex. Engineer PHE Member
8. Chief of the Division, Zonal unit of Evaluation and Member
Monitoring Division, Planning & Development Deptt.
9. Representative from The Directorate of Audit, Local Member
Fund (DALF)
10. Social Activist Members
(two Nos, to be selected by Deputy Commissioner)

V. A Block level Monitoring Committee to be constituted for effective monitoring
and concurrent evaluation of the local bodies receiving the grants under 5ASFC
to ensure that the funds are utilized for the purpose recommended by 5ASFC,
the following committee are formed as stated below. Further the committee is
to provide guidance and support on matters as and when required.

Block Level Monitoring Committee:
1. ADC (to nominated by Deputy Commissioner) Chairperson
2. Block Development Officer Member-Secretary
3. AP President Special Invitee
4. Asst. Ex. Engineer PWD Roads Member
5. Asst. Ex. Engineer PWD Building Member
6. Asst. Ex. Engineer PHE Member
7. Social Activist Members
(two Nos, to be selected by Deputy Commissioner)

VI. The above monitoring committees are to be constituted immediately and the
committees are to convene two meetings in a calendar year.

4. Implementation of the Scheme:
I. Project/Scheme under 5ASFC must be implemented through a construction
committee to be constituted as stated below:
a) Zilla Parishad
i. Chairman of the Committee should be selected by the user group of the
scheme; but the Chairman cannot be a PRI representative

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 ii.Chief Executive Officer, Zilla Parishad : Member Secy.
iii.Executive Engineer/Sr JE : Member
iv. Chief Accounts Officer : Member
v. Concern ZPC member where the : Member
scheme is implemented
vi. Social Activist : Members
(2 Nos, to be selected by Deputy Commissioner)
Officer, Zilla Parishad)

b) Anchalik Panchayat
i. Chairman of the Committee should be selected by the user group of
the scheme; but the Chairman cannot be a PRI representative
ii. BDO : Member Secy.
iii. JE : Member
iv. Accountant : Member
v. Concern AP member where the : Member
scheme is implemented
vi. Social Activist : Members
(2 Nos, to be selected by Chief Executive
Officer, Zilla Parishad)

c) Gaon Panchayat
i. Chairman of the Committee should be selected by the user group of
the scheme; but the Chairman cannot be a PRI representative
ii. GP Secy : Member Secy.
iii. JE : Member
iv. GPC : Member
v. Concern ward member where the : Member
scheme is implemented
vi. Social Activist : Members
(2 Nos, to be selected by BDO)

II. The Construction Committee will get the plan and estimate prepared through
the concerned AE/JE and submits the proposal for Administrative approval and
Technical sanction to the competent authority as per delegation of power. The
Administrative approval will be accorded by BDO of the AP for the schemes of
Rs. 10 lakh or less and by CEO, ZP for the schemes of more than Rs. 10 lakh.

III. After receiving the Administrative approval and Technical Sanction, the
construction Committee will mobilize the men, material and machines.

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 IV. The PRIs of the concern tier shall release 25% of the estimated fund as 1st
installment to the concerned construction committees. The Construction
Committees shall immediately start the work. They shall engage Mason/labour
etc. and purchase materials directly from the market as per procurement
guideline issued from time to time. In case of purchase of materials from the
markets, approved rate of PWD (Building) Division, PHE Deptt. and other
concerned Line Deptt may be consulted. 50% of the fund will be released as 2nd
installment on satisfactory progress of the work. Remaining 25% will be
released on the completion of work as per estimate on submission of
completion report and utilization certificate to BDO/CEO, ZP.

V. No contractor shall be engaged for implementation of works whatsoever.

VI. The Member Secretary and the Chairman of the construction committee and
Gaon Panchayat Coordinator (GPC) will be personally responsible for
maintenance of all records relating to the scheme viz. maintenance of Cash
Book, Transaction through Bank, MB/MR/Photographs/Bill & Voucher etc.

VII. The Member of the construction Committee will regularly visit the work sites
and monitor progress of the work as per prescribed procedures and
specification.

VIII. On completion of work, the construction Committee will quickly finalize the
accounts for that work and shall furnish a work completion report and
utilization certificate to the concerned authority within 30 days/45 days as may
be fixed by the CEO, Zilla Parishad.

IX. The Construction Committee shall be responsible for erection of signboard of
the schemes.

X. Photographs and contact nos. of non-officials members shall be kept.

XI. Pre work and post work photographs of the schemes shall be maintained by the
Construction Committee.

XII. Fund shall be kept in the joint account of Chairman and Member Secretary of
the Construction committee.

XIII. All expenditure shall be made from this account by account pay cheque only.

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 XIV. Work should not be started without verifying the land document and incase
land does not belong to PRI, NOC should invariably obtained.

XV. No Govt. schemes shall be implemented on individual private land.

5. Other relevant instructions for 5ASFC:-
I. The PRIs will maintain separate account for the Fifth Assam State Finance
Commission Grant and which will be duly registered in PFMS. District Project
Management Unit (DPMU), Zilla Parishad will ensure the registration of the
bank accounts in PFMS.

II. The competent Authority must issue technical sanction of the plan and estimate
for execution of the schemes/works.

III. CEO, Zilla Parishad should submit utilization certificate with counter signature of
to the Commissioner, P&RD.

IV. PRIs must submit the physical and financial progress report to head of
department from time to time. And submit certificate after completion of
project works

V. The admissible GST shall be deducted at source as per Govt. procedure.

VI. In order to avoid duplicity and overlapping, it should be ensure that the same
scheme /projects taken up earlier under other programmes should not be taken
again under this fund

VII. The work component of the schemes must be executed as per Govt. procedures
and maintained proper acquaintances.

VIII. All such schemes and project should be notified prominently on notice board
and public places.

IX. The receipt and expenditure must be uploaded in PRIASoft on monthly basis;
failing of which will deprived the PRIs from subsequent grant under 5ASFC.

X. DPMUs, ZIlla Parishad will assists the CEOs of ZIlla Parishads to monitor and
collect UCs and physical progress report time to time.

XI. Director of Financial Inspection, Assam and SFC/CFC cell of Finance (Economic
Affairs) Deptt. may conduct inspection of schemes, if necessary