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ZILLA PANCHAYATH ADMINISTRATIVE SETUP

The Government appoints the Chief Executive Officer to carry out administration of ZillaPanchayat and also appoints Chief Accounts Officer, Chief Planning Officer and one DeputySecretaries who work directly under the Chief Executive Officer and assist him, at Taluk LevelExecutive officers help CEO in implementing Taluk Level Programmes.

Functions of the Chief Executive Officer (CEO)

The Chief Executive Officer shall perform the following functions :-

(a) exercise all the power specially, imposed or conferred upon him by or under the Act or

under any other law for the time being in force

(b) control the officers and official of, or holding office under, the Zilla Panchayat subject to

the general superintendence and control of

the Adhyaksha and such rules as may be prescribed;

(c) supervise and control the execution of all works of the Zilla Panchayat;

(d) take necessary measures for the speedy execution of all works and developmenta

schemes of the Zilla Panchayat;

(e) have custody of all papers and documents connected with the proceedings of the

meetings of the Zilla Panchayat and its committees;

(f) draw and disburse monies out of the Zilla Panchayat Fund; and

(g) Exercise such other powers and discharge such other functions as may be prescribed.

(h) The Chief Executive Officer shall attend meeting of the Zilla Panchayat and shall have

right to attend the meeting of any committee thereof and to take part in the discussion but

shall not have right to move any resolution or to vote.

Chief Accounts Officer (CAO)

The Chief Accounts Officer shall advice the Zilla Panchayat in matters of financial policy and

shall be responsible for all matters relating to the accounts of the Zilla Panchayat including the

preparation of the annual accounts and budget.

The Chief Accounts Officer shall ensure that no expenditure is incurred except under proper

sanction and in accordance with this Act and rules and regulations made there under and shall



disallow any expenditure not warranted by the Act or the rules or regulations for which no

provision is made in the budget.

Accounts Section

It is headed by a senior Officer from the State Accounts Department, designated as Chief

Accounts Officer. This section acts as Finance department as well as Audit department in Zilla

Panchayat System. There will be two Accounts officers to assist the Chief Accounts Officer in

his duties & functions. The CAO is the custodian of the Zilla Panchayat Fund & also he advises

the Chief Executive Officer & President of the Zilla Panchayat in Financial matters. He will

directly Work under the Chief Executive Officer.

Accounts Section Setup

Preparation of Budget & Monthly/Annual accounts

The Chief Accounts officer prepares the Budget of the Zilla Panchayat for Non–plan expenditure

(Appendix-B). He/She will assist the C.E.O in re-appropriation of grants at the end of the



financial year. He/She prepares the Monthly & Annual Accounts based on the Treasury

Schedules & Utilization certificates obtained from the Implementing officers.

Funds Flow in Zilla Panchayat

Zilla Panchayat receives the funds from the consolidated fund of the state & centre in the

following categories.1. Plan Funds.

2. Non- Plan funds.

3. Additional grants

Plan & Non-plan funds are released by the State Government to the Z.P in a Quarterly basis

& Zilla Panchayat in turn releases these funds to the District level Officers of different

Departments, Taluk Panchayats & Grama Panchayats in monthly/Quarterly basis. Funds is also

released from the Central government to the various Programmes/Schemes implemented

through the Zilla Panchayat & its subsidiary systems such as Taluk Panchayats & Grama

Panchayats . Plan Funds

It is received both from State as well as Central Government for the execution of

developmental activities/works including the creation of the new infra structures & their

maintenance. In addition, various centrally sponsored schemes such as MGNREGA, IAY, SGSY

etc. For the Welfare of the scheduled castes & tribes grant is also released through a separate

programme called Special Component Programme(SCP). For the plan programmes the financial allocation is made by the government on the basis of Ø PopulationØ Actual NeedsØ Backwardness (Determined by specific parameters) Non-Plan Funds It is mainly meant to meet the committed expenditure of the different departments (mainly

the salary) & also the maintenance of the infrastructures which are already created. These

funds are exclusively released to the Zilla panchayat from the State Government. Additional grants These funds are not provided in the budget of the Zilla panchayat & hence it is called the Extra

budgetary or non-budgetary Grants. Usually it is released by the State /Central Government to

meet out the emergency needs such as to provide drinking water, formation of roads, to create



rural employment at the drought prone areas, for the control of epidemic diseases & to meet

the deficiency of the budget.

The Funds Flow Chart

Financial Control & Audit

The Chief Accounts Officer through his/her Accounts officer (Audit & Compilation) conducts the

internal audit of the different departments/Institutions, which are coming under the

administrative control of the Zilla panchayat. He/She will watch the expenditure of the

implementing officers against the grants released to them. He/She will also keep an eye on the

strict adherence of the norms prescribed for schemes during their implementation by the

Executives.

Planning Section

Planning Section Setup

Functions of the Chief Planning Officer (CPO)



1. Formulating Perspective Plan, Five Year Plan and Annual Plan for the development of

district.

2. Determining priorities for the District. Based on these priorities, allocating outlays to

sectors/departments and ensuring outlays for some earmarked programmes.

3. Guiding the District Officers in the formulation of suitable schemes in accordance with

local needs and local resources in the framework of District Objectives.4. Finalising physical targets for various sectors in consultation with concerned

Department.

5. Identifying area for integration and ensuring their integration in the sectoral plans.

6. Determining size of the Taluk Panchayat Sector outlay and distribution of the same

among Taluk Panchayats on the basis of the objective criteria.

7. Assisting in inter-departmental co-ordination, guiding the Taluk Panchayats in

formulation of Taluk sector Plan and ensuring incorporation of the Plan proposals of Taluk

sector plan in the District Plan.

8. Assisting Gram Panchayats in the preparation of the Annual Development Plan and

incorporating the same in the District Plan.

9. Preparing the Action Plan of various schemes, including RD & PR schemes in

consultation with field departments.

10. Monitoring the progress of implementation of District Plan including achievement in

targets, maintenance of time schedule and initiation of corrective action.

11. Assisting in releasing the grants to various departments based on priorities and MMRs.

12. Furnishing vital information concerning Planning to the Planning Department at the State

level and creating the data bank at the district level with help of district level officers.13. Carrying out such assignments as are given from time to time by the State Level District

Planning Division.

14. To tour at least ten days in a month to closely monitor the implementation of various

Plan programmes in relation to annual action plan, targets and achievements as per MMR &

KDP and to know the bottlenecks and suggest suitable solutions to overcome the

bottlenecks, if any. To invariably send the approved tour dairy to the Director, District

Planning division.

15. Any other work entrusted by the CEO, Zilla Panchayat.

PAEO (Project Appraisal and Evaluation Officer:

1. Preparing the Manpower Budget for the district. Identifying pockets of unemployment,

period and nature of unemployment and formulating an employment Plan and dovetailing

the same with the district’s development plan

2. Identifying and initiating training programmes in area suited to the district needs



3. Organising coordinated training programme for officers and personnel in the field cadres

from time to time

4. Maintaining liaison with the Lead Bank of the district in the preparation of the credit

plan for the district

5. Preparing Banking plan and credit plans for the district, taluk and ensuring mobilization

of institutional credit through various financing agencies

6. Reviewing District Credit Plans

7. Integrating District Credit Plan with the District Development plan

8. Any other work entrusted by the Chief Planning Officer Statistical Officer :

1. Maintaining all statistical information Talukwise/Grama Panchayat wise relevant to

Planning & Development and ensuring the updating of such data periodically.

2. Maintaining benchmark data on important socio-economic aspects in “Grama-Namune”

and updating the same every year.3. Reviewing and monitoring plan expenditure periodically.

4. Preparing monthly review of the implementation of the plan programme in the district.

5. Any other work entrusted by the Chief Planning Officer. Planning Assistant

1. Carry out such assignments as are entrusted from time to time by the Chief Planning Officerand other officers of planning unit of Zilla Panchayat.

Deputy Secretary

He shall assist the Chief Executive Officer in the performance of his duties. Administration Development & Council Section Under the provisions of Section 196(2) of The Karnataka Panchayat Raj Act 1993, government

have appointed Deputy secretary to the Zilla Panchayat. They will assist the Chief Executive

Officer in the performance of his duties prescribed under Section 197 of the said Act.

Accordingly the Deputy Secretary will assist in respect of Administration matters and

Developmental activities. He will also be functioning as Ex-officio Secretaries of Standing

Committees constituted under the provisions of section 186 of Karnataka Panchayat Raj Act

1993. Administration Section Setup



Functions of Deputy Secretary (Administration): I. Administrations

(a) Control over Personnel coming under the Jurisdiction of Zilla Panchayat including RuralDevelopment Department.(b) Sanction of Leave and Advances.

(c) Purchases of Vehicles and maintenance.(d) Purchase of Stationery and Furniture etc.,(e) Administrative control of all departments including Taluk Panchayat.(f) Inspections of subordinate offices.(g) Reviewing of Diaries of Subordinate Officers.(h) According of administrative sanctions on the proposal of subordinate Officers.(i) Any other work entrusted by the Chief Executive Officer.



II. Development

(a) Implementation of Rural Development and Panchayat Raj Schemes.

(b) Drinking water supply schemes(c) Minor Irrigation works.(d) Roads, Bridges and Buildings.(e) Special Component Programmes.(f) 10th Finance Schemes.(g) Stamp Duty.(h) Central Government Schemes.(i) Any other work entrusted by the Chief Executive Officer.(j) Housing Schemes(j) Administrative control of Grama Panchayat. III. Council Section

(a) Serving notices and preparing agenda for Zilla Panchayat Meetings, Standing Committee

meetings.

(b) Preparing meeting Proceedings.

(c) Compilation of answers, to the questions raised by Zilla Panchayat Members.

(d) Reviewing proceedings of meetings conducted by taluk panchayat & grama panchayat .

(e) Payment of allowance/sitting fee to the Zilla Panchayat, Members.

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Taluk Panchayat Political Setup:

(1) Every Taluk Panchayat shall consist of :-(a) the elected members of Taluk Panchayat;

(b) the members of the House of People and the State Legislative Assembly representing a part or

whole of Taluk , whose constituencies lie within the taluk;

(c) the members of the Council of States and the State Legislative Council who are registered as

electors within the Taluk; and

(d) one-fifth of the Adhyakshas of the Grama Panchayats in the Taluk by rotation for a period of one

year as the Adyaksha of the Taluk Panchayat may determine by lot: Provided that an Adhyaksha who

was a member under this clause for one term shall not be eligible to become member for a second

term during the remainder of his term of office as Adhyaksha. Taluk Panchayat Setup President

The Adhyaksha shall be the executive head of the Taluk Panchayat and shall :



(a) Convene, preside at and conduct meetings of the Taluk Panchayat;

(b) Discharge all duties imposed and exercise all the powers conferred on him under the Act and the

rules made hereunder and perform such functions entrusted to him by the Government from time to

time;

(c) Exercise overall supervision over the financial and executive administration of the Taluk Panchayat

and place before the Taluk Panchayat all questions connected therewith which shall appear to him to

require its orders and for this purpose may call for records of the Taluk Panchayat; and

(d) Have power to accord sanction up to a total sum of twenty-five thousand rupees in a year for the

purpose of providing immediate relief to those who are affected by natural calamities in the taluk.

Vice President

The Upadhyaksha of the Taluk Panchayat shall (a) exercise the powers and perform the duties of the Adhyaksha when he is absent on leave or

incapacitated from functioning or when the office of Adhyaksha is vacant; and

(b) in the absence of the Adhyaksha or when the office of the Adhyaksha is vacant, preside over the

meeting of the Taluk Panchayat. Standing Committee - The Taluk Panchayat shall have the following standing Committees,namely:

a. General Standing Committee;

b. Finance, Audit and Planning Committee;

c. Social Justice Committee

General Standing Committee : The General Standing Committee shall perform functions relating to the

establishment matters, communications, building, rural housing, village extensions, relief against naturalcalamities, water supply and all miscellaneous residuary matters.

Finance, Audit and Planning Committee:- The Committee shall perform the functions relating to the

finance of Taluk Panchayat, framing of budgets, scrutinizing proposal for increase of revenue,

examinations of receipts and expenditure statements, consideration of all proposals affecting the finances

of the Taluk Panchayat and general supervision of the revenue expenditure of the Taluk Panchayat and co-

operation, small savings scheme and any other function relating to the development plan of the Taluk.

Social Justice Committee - The committee shall perform functions relating to:- (a) promotion of education, economic, social, cultural and other interests of the Scheduled castes and

scheduled Tribes and Backward Classes;

(b) protecting them from social injustice and all other forms of exploitation;

(c) amelioration of the Scheduled Castes and Scheduled Tribes and Backward Classes;(d) Securing social justice to the Scheduled Castes, Scheduled Tribes, Women and other weaker

sections of the society.



Functions of Taluk Panchayat:-

The Taluk Panchayat shall perform the functions specified in Schedule II: Provided that where the State Government or Central Government provides funds for the

performance of any function specified in Schedule II, the Taluk Panchayat shall perform such functions in

accordance with the guidelines or norms laid down for performance of such functions.

Notwithstanding anything contained in sub-section(1) or schedule I , it shall be obligatory on the part of

the Taluk Panchayat, in so far as the Taluk Panchayat fund at its disposal will allow, to make reasonable

provision within the area under its jurisdiction in respect of the following matters, namely

(i) construction and augmentation of water supply works to the level of not less than forty litres per

capita per day; (ii) filing half yearly report regarding the activities of Grama Panchayats within the taluk regarding:-

(a) holding of Grama Sabha;(b) maintenance of Water supply works;

(c) construction of individual and community latrine;



(d) collection and revision of taxes, rates and fees;(e) payment of electricity charges;

(f) enrollment in schools;(g) Progress of immunisation

(iii) providing adequate number of class rooms and maintaining primary school buildings in proper

condition including water supply and sanitation; (iv) acquiring land for locating the manure pits away from dwelling houses in the villages.

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Grama Panchayat Political Setup

President:

(1) The Adhyaksha of the Grama Panchayat shall, in addition to the power exercisable under any other

provision of the Act or rules made

there under :-

(a) convene meetings of the Grama Panchayat;

(b) have access to the records of the Grama Panchayat; and

(c) exercise supervision and control over the acts of the officers and employees of

the Grama Panchayat

including the Secretary

(2) The Adhyaksha may, if in his opinion the immediate execution of any work or the doing of any act

which requires the sanction of a Committee of the Grama Panchayat, is necessary in public interest

convene a meeting for the purpose with a notice of twenty four hours. Vice President: The Upadyaksha of the Grama Panchayat shall exercise the powers and perform the

duties of the Adhyaksha when the Adhyaksha is absent, on leave or is incapacitated from functioning. Standing Committees:

(1) Every Grama Panchayat shall constitute the following Committees by election :-

(a) Production Committee(b) Social Justice Committee

(c) Amenities Committee Production Committee: This committee shall perform functions relating to agricultural production, animal husbandry and rural

industries and poverty alleviation programmes.



Social Justice Committee: This committee shall perform functions relating to (a) Promotion of educational, economic, social, cultural and other interests of the Scheduled Castes and

Scheduled Tribes and Backward Classes;

(b) Protection of such castes and classes from social injustice and any form of exploitation;

(c) Welfare of women and children;

Amenities Committee: This committee shall perform functions in respect of education, public health,

public works and other functions of the

Grama Panchayat. Staff of Grama Panchayats:-

P.D.O. & Secretary:

(1) Every Grama Panchayat shall have a whole time P.D.O. & Secretary who shall be an officer of the

Government and shall draw his salary and allowance from the Zilla Panchayat fund.

(2) The P.D.O. & Secretary shall perform all the duties and exercise all the powers imposed or

conferred upon him by or under this Act or any rules or bye-laws made thereunder.

Functions of PDO's & Secretaries

Panchayath Development Officer (PDO's) and Secretaries should perform as per the Government Order

No. RDP/98/GPS/2010/Bangalore Dated: 10-05-2010

Organization Chart Of Grama Panchayaths

Panchayath Development Officer

(PDO)

Secretary

Bill Collector cumAccountantorBill Collector

Village-wiseWater men

ComputerData EntryOperator

Group "D"

Staffing pattern and schedule of employees:-

http://zpbangalorerural.kar.nic.in/FunctionsPDOSecretaries.pdf






(1) The Government may, by order, specify the staffing pattern, the scales of pay and mode of

recruitment of staff of Grama Panchayats.

(2) The Grama Panchayat shall, subject to the sub-section(1), determine and submit for approval of

the Chief Executive Officer a schedule of employees specifying the designation and grades and the

salaries and allowances payable to its officers other than the P.D.O. & Secretary required for carrying

out the duties imposed upon the Grama Panchayat by or under this Act.

Functions of the Grama Panchayat: -

(1) The Grama Panchayat shall perform the functions specified in Schedule I:

Provided that where the state Government or Central Government provide fund for the performance of

any function specified in Schedule I, the Grama Panchayat shall perform such function in accordance with

the guidelines or norm laid down for performing such function.

Notwithstanding anything contained in sub-section (1) and Schedule I, it shall be obligatory on the

part of a Grama Panchayat in so far as the Grama Panchayat fund at its disposal will allow, to make

reasonable provision within the Panchayat are in regard to the following matters, namely :

(i) providing sanitary latrines to not less than ten percent of the households every year

and achieve full coverage as early as possible;

(ii) constructing adequate number of community latrines for the use of men and women

and maintaining them;

(iii) maintaining water supply works either on its own or by annual contract by generating

adequate resources;

(iv) revising and collecting taxes, rates and fees periodically which are leviable under this

Acct;

(v) ensuring universal enrollment of children in primary school;

(vi) achieving universal immunisation of children;

(vii) ensuring prompt registration and reporting of birth and deaths;

(viii) providing sanitation and proper drainage;

(ix) construction, repair and maintenance of public streets;

(x) removing encroachments on public streets or public places;

(xi) providing adequate number of street lights and paying electricity charges regularly;



(xii) filling-up insanitary depressions and reclaiming unhealthy localities;

(xiii) destruction of rabid and ownerless dogs;

(xiv) maintenance of all community assets vested in it;

(xv) maintenance of records relating to population census, crop census, cattle census, census

of unemployed persons and person below poverty line;

(xvi) earmarking places away from the dwelling houses for dumping refuse and manure.

(2) The Grama Panchayat may also make provision for carrying out within the Panchayat area any

other work or measure which is likely to promote the health, safety, education, comfort, convenience

or social or economic well being of the inhabitants of the Panchayat area.

(3) The Grama Panchayat may, by a resolution, passed at its meeting and supported by two-thirds of

its total number of members and with the prior approval of the Taluk Panchayat :-

(a) make provision for or make contribution towards, any exhibition, conference or seminar within or

outside the Panchayat area but within the district; or

(b) make contribution to any medical, educational or charitable institutions or any other institutions of

public utility, within the Panchayat area which are registered under the Karnataka Societies

Registration Act, 1961, Karnataka Co-operative Societies Act, 1959 or under any other law for the time

being in force.

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