Bhubaneswar: In a significant structural change, the Odisha government has curtailed the powers of secretaries, while providing more authority to Ministers.
A notification issued by the Parliamentary Affairs Department has outlined the structural modifications made by the government.
“As per instructions contained in Part III of the Rules of Business deals with the Procedure of Odisha Cabinet, it has been decided to reiterate strict adherence to these instructions. Accordingly, certain decisions have been taken under the approval of Chief Minister Mohan Charan Majhi,” the notification said.
As the government restructured Cabinet meeting protocols, ministerial authority got enhanced and Secretaries’ powers were reduced. Important features of the notification issued in this regard are given below:
1. Notice for Cabinet Meetings shall ordinarily be circulated, at least five days before the date fixed for the Cabinet meeting. However, in cases of urgency, such a timeline may be relaxed by the Chief Minister.
2. In order to ensure adherence to the provision contained in Instruction No. 17 (i) of Part III, henceforth, the Parliamentary Affairs Department shall not accept any Cabinet Memorandum beyond 5.00 PM of three days prior to the Cabinet Meeting. (Here three days refers to three working days e.g. if the Cabinet meeting is scheduled on 7th of a month then memorandum should reach by 5.00 PM of the 4th of that month and in case the 4th of that month falls on a Government Holiday, it should reach by 5.00 PM of 3rd of that month). Considering urgency/exigency of the matter, all concerned are to take appropriate action for obtaining required approvals from the competent authorities to ensure that the proposals are submitted to the Parliamentary Affairs Department within the stipulated timeline as indicated above.
3. As per Instruction 21, when it has been decided to bring a case before the Cabinet, the Department to which the case belongs shall, unless the Chief Minister otherwise directs, prepare a memorandum indicating with sufficient precision the salient facts of the case and the points for decision. Such memorandum and such other papers as are necessary to enable the case to be disposed of shall he circulated to the Chief Minister, Minister, Minister of State (MoS)-in-charge of a Department, and the Secretary to the Cabinet.
4. After the agenda paper showing the cases to be discussed at a meeting of the Cabinet has been approved by the Chief Minister, copies there-of together with copies of such memoranda as have not been circulated under Instruction 21 shall be sent by the Secretary to the Cabinet to the Chief Minister and other Ministers or Minister of State, as the case may be, so as to reach them two clear days before the date of such meeting. (Here, two days refers to two working days e.g., in case the Cabinet meeting is scheduled on the 7th of a month, then the copies of the memorandum should reach all concerned by 10.30 AM of the 5th of that month). Except with the permission of the Chief Minister, no case shall be placed on the agenda of a meeting unless papers relating thereto have been circulated as required by Instruction 21.
5. The Secretary of a Department concerned with the case shall attend the meeting unless his presence is excused by the Chief Minister.
6. When a case is brought before a meeting of the Cabinet, the presiding authority will call upon the Minister-in-charge or the Minister of State-in-charge, as the case may be, to make such observations as he thinks fit on the point or points submitted for discussion. Other Ministers may then speak. Secretaries, except when asked for their opinion, will take no part in the discussions.
7. As per the rules, during the Cabinet Meetings, only the Chief Minister, the Cabinet Ministers, Ministers of State in-charge of the Department whose agenda is up for discussion, and the Secretary to the Cabinet are to sit inside the Cabinet room. Hence, Secretaries of Departments whose agenda is placed for discussions may sit in a separate room specially designated for Officers and may enter the Cabinet Room, as and when required by the Cabinet to assist the Cabinet with any issue.
8. When a case has been decided by the Cabinet after decision at a meeting, the Minister concerned shall take action to give effect to that decision.
This may be adhered to in true letter and spirit in order to streamline the process of Cabinet Meetings and for effective management of Cabinet discussions, the circular stated.
