The Public Administration Reforms Commission (PARC) has come up with a set of rec ommendations to make the administration "dynamic, accessible and accountable to the

recommendations, submitted to the Prime Minister's Office (PMO) yesterday, outlined a number of steps suggesting modalities of citizerrs right to get reply to their queries and grievances from government officials at all lev-

els.

The Commission suggested that the recommendations be effective from early next year. A copy of the recommendations was obtained by The Daily Star.

It also suggested provisions for voluntary retirement by public servants after completing 20 years of service instead of 25 years with full benefits to help downsize the administration. This was also stressed by a previous reform committee, the Pay Commission Report. '97

and the World Bank.

Options for voluntary retirements after 15 years of service could also be taken by public servants with 64 per cent of pension and benefits, it said.

The commission mentioned the existing Secretariat manual which says. "A citizen or a party .... within reasonable time, have the right to get necessary action (if required) and a decision on a letter to the government on any matter."

"In reality, with the excep-

tlon of a few cases, mln-istries/departments or subordinate organisations do not honour the citizen's rights in this regard causing physical and mental harassment and monetary losses to the people, it said.

The existing rules clearly say that within two weeks of receipt of any communication from any quarter, the min-istry/department would give a final decision.

If more information is re-

quired they would send a courtesy note, make telephone call or send a message by a messenger.

If it is not possible to take a decision within two weeks, a note should be sent in reply that the matter is under consideration of the government.

The administration's accountability to the people and its efficiency could have been increased manifold if such practices were observed. It noted.

The Commission recommended that henceforth every department/ministry, all government and autonomous bodies at all tiers will give a final decision on the subject matter of the letter.

If it Is not possible to give a decision within two weeks, because of time needed for more information, discussion with higher authorities etc. the person or organisation should be given a reply that the matter is under consideration. If more information or explanation is required, it should be collected through telephone /fax/-e-mail(ifnumbers are given).

If not available, it should be gathered through urgent letter. In all cases, the final decision must be given within a month.

If there is an exception, permission must be obtained from the minister In charge and head of the department.

In all cases, the causes and Justifiability of the decisions must be communicated to the author of the letter.

These recommendations should be made effective from February 1. 1998. All pending decisions before that must be finalised and communicated to the person concerned.

On other recommendations to provide services to the people and save them from harassment, the Commission recommended further that all service oriented departments and organisations should publicly display signs or boards saying what kind of services are available. where those are available, where necessary forms for ap-pllcations are available, where money should be deposited, where to make a complaint etc.

Those departments and organisations receiving money for services should make available booklets either free of cost or at a small fee.

All offices providing services should have an information “booth headed by an official with his name and designation placed in front of him.

There should be a system at the PMO to receive let-ters/prayers/complaints and advice from people, acknowledging those. Specific measures should be taken to communicate those to the persons concerned. An official of the rank of deputy director Should be at the reception of PMO during office hours, the recommendations said.

To help reduce sufferings of people coming to seek redress to

their problems, the Commission recommended that there should be a mail receiving centre at the entrance of the Secretariat which will remain open during office hours and provide primary acknowledgment of receipt on behalf of all min-istries/departments. There should be box to receive letters from the people. The Cabinet Division will be in-charge of this centre on behalf of all ministries. A deputy secre-tary/senior assistant Secretary. with an adequate number of assistants, would discharge duties at this centre, forward twice in a working day all the letters to ministries/ departments and officials concerned and the ministries/ departments would send an acknowledgment letter to the person who sent those.