Work study report on village offices Kerala

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GOVERNMENT OF KERALA
PERSONNEL & ADMINISTRATIVE REFORMS DEPARTMENT
Work Study Report on Village offices under Land
Revenue Department
PERSONNEL & ADMINISTRATIVE REFORMS (AR-5)
DEPARTMENT
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Government of Kerala
• Personnel & Administrative Reforms Department
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To, -
• The Secretary to Government
. Department of Revenue
Government Secretariat
• Thiruvananthapuram
• Sir,
Sub: - Report on the Organisational setup and Functioning of the
Village Offices under Land Revenue Department in Kerala
• As desired in the Project Directive, the team carried out a
• work study on the Organizational set up and Functioning of the Village
• Offices under Land Revenue Department in Kerala with a view to
• streamline the procedures followed in the village offices so as to
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reduce the work burden and to put forward suggestions to transform
the village offices into model government offices.
. We are glad to submit fair copies of our report.
- Yours faithfully
•
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- G. mprakash
Joint Secretary to Govt.
• Copy to:-
•The Principal Secretary, Revenu3amenti
2? The Commissioner, Lftb7thiuiháuáiWT'
3. The Library, P&ARD, Secretariat
•
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PROJECT DIRECTIVE
PREFACE
Village Offices being the grass root level entity of the State Revenue
administration, are responsible for protection of Government land,
collection of various type of taxes, issuance of various certificates for the
public, matters related to General Administration and so on. As the
population in the state has increased, the number of people visiting village
offices for different needs has also increased. But there is no
corresponding growth in the staff strength of village' offices. The present
staff pattern was fixed almost 3 decades ago. Work burden in village
offices has been doubled over the period. The situation is such that the
public becomes frustrated and the staff becomes helpless. Moreover,
even basic facilities required for an office are not provided in majority of
village offices. It was against this backdrop, Administrative Reforms Team-
5 of P&AR Department has been invited to look into and suggest remedial
measures.
COMPOSITION OF THE TEAM
Shri. Jayankumar S. K. (Section Officer).
Shri. Rakesh S. P. (Assistant)
Shri. Shaji A (Assistant)
Shri. Omanakuttan. B (Assistant)
Shri. Renjith. R (Assistant)
GUIDES
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Shri. G. Ramprakash, Joint Secretary
Shri. Johnson. K. James, Under Secretary
Shri. K.Johny, Under Secretary
Shri. M. Mohamed Salim. Former Section Officer

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ACKNOWLEDGEMENT
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The Department of Personnel and Administrative Reforms is extremely
• thankful to the Land Revenue Department for assigning this important and
• prestigious study. In this context we wish to thank the Commissioner of
• Land Revenue, other officers and staff of the Land Revenue Department
• for their whole-hearted co-operat!on and assistance. The
• acknowledgement would remain incomplete without thanking the Village
• Officers and other Village staff who have helped in facilitating data
• collection and providing information at all stages and ensured a successful
• completion of the study. This report is an outcome of tireless effort made
by the staff of P&AR (AR-5) Department. I wish to specially thank the
team.
• We are extremely confident that this report would go a long way in helping
• the authorities concerned in their effort of making Village Offices in the
• state people -friendly and model offices.
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• Or. Nivedida P. Haran
• Principal Secretary and ACS to Government
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Table of Contents
Chapter Subject Page No.
1
Executive Summary
8 - 10
2
Introduction
11 - 15
3
Genesis of the Present Study
16 - 17
4
Methodology
18- 19
5 Organisational Setup & Analysis
20 - 84
6
A Report on Office Inspection &
Infrastructure_Facilities
85— 104
Records Management in Village Offices-An
Overview
105— 114
B
Computerisation of Village Offices
115-123
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Recommendations
124- 133
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Expenditure & Benefit Analysis
134 - 139
Annexure
140-144

Vi510 '.:
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All Village Offices in Kerala should be result-based and focused units
under Land Revenue Department that are capable of rapidly
responding to the needs of the public and quick in helping government
in General Administration.
MISSION
To fairly and effectively collect tax revenues and recoveries to issue
various certfIcates, flawless protection of government lands and
records, dedicated service in ensuring law and order and preventing
illegal activities such as unauthorized sand mining and land filling.
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Chapter- 1
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Executive summary
1.1.1. The report in the ensuing chapters has been prepared in response to the
request of the Revenue Department to restructure the staff pattern in
Village Offices in accordance with the heavy workload being experienced
there and to suggest measures to streamline the works and to improve the
working environment in village offices. It is to be stated at the outset that
the workload in village offices has increased by leaps and bounds
proportionately to the increase in population and land ownership.
Meanwhile, it is a curious fact to note that the Village offices in our state
are still functioning with the staff pattern which was implemented almost 3
decades ago. Therefore, it becomes imperative to adopt some measures
to alleviate the difficulties experienced by the staff and general public.
1.1.2. For data collection, the team visited a few sample village offices in all 63
taluks. Since the Land Revenue Department is one of the largest
Departments in the state with 1634 village offices having 7500 employees
it required a minimum period of one year for conducting a comprehensive
work study covering all aspects. Besides, the measurement of work load
requires special care and precision due to the fact that the works in village
offices have an oscillating nature with occasional rise and fall that too
depend on a lot of other factors such as, the number of population,
common occupation of villagers, area of the village offices.etc. Moreover,
the problems being experienced in village offices are not common in

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nature. It varies from Taluks to Taluks and Districts to Districts. Therefore,
many sophisticated work study techniques were employed to analyze the
workload in village offices.
1.1.3. The result of data thus analyzed shows that majority of village offices in
the State can function with the existing staff strength if a streamlining of
methods and procedures are adopted. The physical inspection of village
offices gives a grim picture of working environment prevalent in village
offices. The report puts forward a few suggestions to enhance the basic
amenities that will surely increase the efficiency and efficacy of village
staff. Recommendations include:
C. Bifurcation of wide villages
Front Offices for thickly populated villages
a C• Computerization of Land Tax
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4. Introduction of Torrens system
Modern Records Keeping facilities
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• 1.1.4. Village Offices are the base level offices of Revenue Department. A
• solution to the problems being faced in village offices is certainly not a
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panacea to all the problems that are confronted by the Revenue
Department from head to toe. A complete and comprehensive study of the
Revenue Department is necessary to look into the serious issues that are
- crippling the Department over the years.
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Chapter- 2
Introduction
FNo man but feels more of a man in the world if he has a bit oI
ground that he can call his own. However smallit is on the
it is four thousand miles deep; and that is a very h
"----Charles Dudley Warner
2.1.1. The above quotation clearly portrays man's inextricable bond with land.
Since the Land Revenue Department deals with the variegated issues of
man and land, it attains a prominent position among other departments in
the state. People of all walks of life depend on the services of the
department on various matters. It is not an exaggeration to say that no
one can die without visiting a village office once. The village offices being
the grass root level entity of the Revenue Department, extend service to
one and all in every nook and corner of the state.
2.1.2. The Revenue Department is one of the oldest departments of State
Government. It is a fact that the history of mankind is intimately
associated with land relationship. As such, Revenue Administration
centered on collection of taxes/land revenue, which was the main source
of revenue for rulers in the pre-British period. The village was the basic
unit of administration and has remained so throughout the centuries.
Evolution of Revenue Administration in the Country:
2.2.1. The history of Land Administration dates back to the olden days of kings.
Right from the time of Manu, land revenue had been a major source of
income for rulers. During the Maurya and Gupta periods, land revenue

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was collected by paid officials, which resembles the present day revenue
administration system. Later, in the place of the revenue collectors, the
Jagirdars, Subedars and lnamdars came and they functioned as
S intermediaries passing the revenue to the kings during Mughal
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2.2.2. The system of revenue administration was started by Sulthan Sher Shah
S Sun (1540-45),and it continued during the reign of the Mughal Emperor
S Akbar (1556-1605). Raja Todar Mal - the greatest revenue expert who
started his career under Sher Shah Sun and joined in the service of Akbar,
is remembered even today for evolving a system of revenue assessment
S and survey, a system which drew a balance between the demands of the
S State and needs of the subjects. The Revenue Administration during the
regime of Mughals consisted of a heterogeneous class of persons, which
included direct officials of the imperial administration, and representatives
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of the peasants.
I 2.2:3. With the advent of the British rule in India, the political and economic
I scenario underwent far reaching changes. The British superimposed a
I system in tune with British customs and laws relating to land. During the
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British times, the Revenue Department was the pivot of
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administration. The Collector was the virtual monarch at the district,
around whom the entire administration revolved.
I 2.2.4. After Independence, by and large, the same institutional structure has
been retained with a few changes for better delivery of service. In more
I recent decades, focus has been less on Land Reforms and more on Land
Development and Administration such as Drought - Prone Area
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Programme, Desert Development Programme and Watershed
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Development Programme etc.
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History of Revenue Administration in Kerala
2.3.1 .The land Revenue Department was in existence even before India became
independent. Revenue Department was in existence in the erstwhile
Princely states of Travancore, .Cochin, and also the Malabar region which
was part of the Madras Provinces. The Revenue administration got special
attention during the reign of Marthanda Varma.
2.3.2. The state establishment had a Valiya Sarvadhikaryakkar (Prime Minister),
Neettezhuthu Pillai (Secretary), Melezhuthu Pillai (Head Accountant),
Rayasam PilIai (Head Clerk) and several Rayasams and Kanakku Pillais
(Clerks and Accountant). During the first revenue settlement each division
or district in the state was divided into taluks called Mandapathuvatukkals
which was further subdivided into Kelvis or villages. The
Mandapathuvathukkal was under a Karyakkar and the kelvi under the
parvathkar. Cal. Munro was the British Resident who gave a firm footing
to the Department. He codified the rules and regulations and published
them in book form in the year 1811. He rechristened the name Karyakar
and Parvathikar into the present day Tahsildar and the village officer
respectively.
INTEGRATION
2.4.1. The Village Establishment and the Revenue Establishment were two
distinctive services in the Revenue Department. Separate set of Rules
governing the services of Village staff and Revenue staff were in
existence. In the year 1984, the Village and Revenue services were
integrated and a common Revenue service was formed. Lower Division
Clerks and Village Assistants were integrated into one common unit and
Upper Division Clerks and the Village Officers were integrated as another
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common unit. Unified Rules governing the services of various other
categories were also framed.
2.4.2. Although Revenue Department deals with issues related to land,
maintenance of documents, protection of public land, collection of land
revenue etc today the Department has to carry out a number of
responsibilities. Right from the village offices to the District Collectorates,
the Revenue Department is dealing with nearly 150 subjects concerning
common man such as issuance of various certificates, maintenance of
land records, collection of land revenue tax and cess, effecting revenue
recovery, settling land survey disputes, land reforms, conduct of election
process, handling of law and order situation, calamity relief and
rehabilitation, disaster management and so on. In short the department is
directly or indirectly involved in all situations . of the day-to-day
administration of the State. At the district level it coordinates activities of
various departments and developmental programmes of the State.
2.4.3. With the growth of the state, the duties and responsibilities of the Revenue
Department increased a lot. But the department remained stationery for
more than four decades without remarkable changes in its basic structure.
Several Commissions which had gone into restructuring of the department
produced only compendiums of recommendations which were scarcely
acted upon. The last such report was that of the Radhakrishna Pillai
Commission and it contained some substance for action. The report
envisaged a qualitative change in the internal functioning of the
department to meet the present day needs.
2.4.4. As per G.O (MS) No.331/98/RD dated 20/6/1998 the Board of Revenue
was abolished and the department was re-named Land Revenue
Department. Based on the study report of P.R Radha Krishna PiIlai
Commission, Government issued G.O(MS) No.510/98/RD dated
14/10/1998 which paved the way to the re-organisation of the department.
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As part of the re-organisation, a few idle offices including Farka Village
Offices were abolished. The poet of Head clerk was renamed as Village
Officer and given full charge of village offices. Except this, there occurred
hardly any change in the basic structure of the village offices.
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Chapter-3
Genesis of the Present Study
3.1.1. There had been tremendous increase in the workload of Village Offices in
the state during the last 30 years
increased proportionately to the
The workload in village offices has
increase in population and land
ownership. Moreover, being the grass root level unit of General
administration, the village offices haüe also been entrusted to dispense
duties related to that department. However, no work study on the work
load of village offices and reviewing of the staff pattern had been carried
out during the last 3 decades.
3.1.2. At present there are 1634 village offices including 63 Kasaba village
offices and group villages. The existing staff pattern of village offices is
detailed below:
Village Officer : 1 Post
Special Village OfficerNillage Assistant : 2
Village Field Assistant. : 2
TOTAL : 5 Posts
3.1.3. Against this backdrop, the Commissioner, Land Revenue Department vide
his letter No. L.R.E8-51530/06 dated 06/07/2010 requested the
Government to conduct a work study so as to estimate the workload of all
village offices in the state and to determine the feasibility of sanctioning
additional post of a clerk. Consequentiy, the Revenue Department
requested P & ARD to conduct a work study to ascertain the feasibility of
granting additional post of clerk in village offices. The file was forwarded to
this department through the Minister concerned, with specific orders to

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conduct a detailed work study. The work study team viz. P&AR (AR-5)
was assigned with the task of conducting the study and hence the report
in the ensuing chapters.
Irlar

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Chapter- 4
Methodology
4.1.1. The work study team headed by Sri. P.S. Gopakumar, Additional
Secretary, Shri. M.Shahul Hameed, Deputy Secretary, Shri.Joykutty.M,
Under Secretary to Government Personnel &Administrative Reforms
Department held a preliminary discussion with the Commissioner of Land
Revenue and other senior officers of the Land Revenue Department. The
discussion helped the team members to identify the area and scope of the
proposed work study. Details with regarding various offices and present
activities were also. collected for furthering the study. Extensive
discussions were also held with the functionaries at different levels.
4.1.2. Suitable forms were designed for collection of job details. The team
conducted pilot study in two village offices, Viz., Ayyanthol and
Kumarakom. The annual workload of functionaries, both clerical and
supervisory, were obtained for a period of one year. The base year for
collecting data on workload related matters is fixed as calendar year
2010. Though the main objective of the study was to assess the workload
of village offices, an inspection on working environment prevailing in the
offices was also carried out. Method Study was also conducted to identify
redundant items of work present if any and to streamline and improve
procedures and system wherever possible in the administrative machinery
of the establishment.

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• 4.1.3. For the measurement of workload of various functionaries, the team
• utilized both primary and secondary data sources. For the collection of
• primary data, the team relied on conventional work study tools such as
• Self-logging, Analytical estimation, Case study, Discussions, Observation
• techniques, Interviews etc. Various periodical reports and the entries
found in the registers maintained in the village offices were taken as
secondary data. Standard Timings for carrying out various item of work by
the functionaries were arrived at by computing the time taken through
Activity Lists, Log Sheets and Direct Observation. In certain areas such as
works related to Establishment mailers, accounts etc., the use of
Synthetic Data had also been made: General norms applicable for various
items of work also had been applied. Personal and Fatigue allowance ©
• 15% was added to the total time for the original and routine items of work.
• The time taken for field works such as inspection of offices, sights and
• meeting of clients etc, and the time spent for non-file works such as
• attending to discussions, meetings, conferences, visitors, and telephone,
• official tours etc. also had been taken in to consideration for making the
• time study accurate.
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Chapter- 5
ORGANISATIONAL SETUP AND ANALYSIS
Organization Structure of Land Revenue Department
An organization that is strong and stable and is ready to commit time,
money, and patience will be more apt to reap rewards: - Richard miller
I Commissionci (Land Peveauc) and Stale thnd 8oard
Addttlonoi Cc,nmlsstcnel
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Secretory Land Board -
4 4Assistant Secretory
Assistant Commissioners District Copectors
TWO Land aoord ApraIIoie Authority (In)
Pevenue DlvtsionoiOfficer Ooptitv C0412ctO,s
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Land Tribunals
latuldor Additional tonSdar Special tohstdars
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5.1.1. Revenue Department is, so to say, the mother of all Administrative
Departments. This is the department which touches upon almost all
aspects of a Citizen's life. It is all pervasive. Its contribution to the orderly
social development is immense. The Revenue Department is tne
custodian of all lands and it is concerned with all land disposals. The work
relating to land assignment, land acquisition, alienation of land, updating
and maintenance of Land Revenue Records, grant of Pattas, Land
Reforms, Land Ceiling, Levy and collection of Urban Land Tax are looked
after by the Revenue Department.
5.1.2. Revenue department is the first to rush to the people during the times of
Natural Calamities like Tsunami, drought and flood. The Department
shifts the affected people to places of safety and it provides food, clothes,
shelter and also distributes essential commodities and financial assistance
in the form of cash. It may be said that in every walk of the common
man's need, the participation of Revenue Department cannot be under
estimated. In order to serve the people in a better way, this department
has a well established hierarchy.
5.1.3. The Department is under the control. of the Minister for Revenue. The
Secretariat is headed by the Revenue. Secretary who is assisted by
Additional Secretaries / Joint Secretaries / Deputy Secretaries. The
Revenue Department is headed by Land Revenue Commissioner who is
assisted by Additional Commissioner / Assistant Commissioners. The
State of Kerala consists of 14 districts, 21 revenue divisions, 63 taluks and
1634 villages including Group Villages and Kasaba villages. Each district
is headed by a District Collector who is assisted by Deputy Collectors
among others. The revenue divisions are headed by Revenue Divisional
Officers and are assisted by Senior Superintendents among others. Every
taluk is headed by a Tahsildar who is assisted by Additional Tahsildars /

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Deputy Tahsildars among others. The villages are •headed by Village
Officers who are assisted by Special Village Officers I Village Field
Assistants.
An Introduction to Village Office
Organization Structure of a Village Office (Existing)
SVONA2
VFA2
Legend:
V.0 - Village Officer
S.V.O - Special Village Officer
V.F.A - Village Field Assistant
V.M - Village Man
5.2.1. Village Offices have close relationship with the public. It is the root level
• office of the Land Revenue Department. It is through these offices
government execute general administration across the state. A Village

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• Office is an important office at the lowest level where people come for
• paying various taxes, for getting certificates of various needs, for availing
• benefits from Government sponsored projects/plans ...etc. All works in
• village offices need special attention and proper enquiry.
Village Officer
• 5.3.1. Village Officer is the head of a village who works on behalf of the
• government. .A Village Officer belongs to the cadre of Head Clerk and he
• is assisted by a Special Village OfficerNillage Assistants and Village Field
• Assistants. A Village Officer, being the head of revenue administration in
• the village has to do the routine work of a village officer and at the same
• time has to attend to the additional responsibilities assigned to him from
time to time. As the representative of the government, a village officer has
a responsibility to protect the interest of government in his dealings and to
provide necessary help to the officers of other departments as and when
such help is required. The Village Officer is responsible for the
conservation of government land in his jurisdiction, collection of taxes, and
maintenance of revenue records etc. It is through Village Offices that the
Tahsildar carry out activities connected with natural calamities, distribution
• of relief, disaster management etc. He is responsible for dispensing
• services from the government direct to the people. Moreover, a Village
• Officer is an important officer at the field unit of Revenue administration
• and is approached by people for various services from Government A
• Village Officer is responsible for taking important decision on many urgent
• subjects and also responsible for enforcing the decisions of government
and his superior officers. He is also responsible for exeduting welfare
activities and informing the Tahsildar concerned on the occurrence of
disasters like natural calamity, diseases, law and order problems.. etc.
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5.3.2. Duties and Responsibilities of Village Officer
• Collection of Basic tax, Plantation tax, Building tax etc,
• Effecting Revenue Recovery
• Maintenance and updating of land records
• Works related to general election
• Works related to assignment of Go vernment land to various categories
• Works related to acquisition of land for public purpose.
• Conservation of Government lands and trees.
• Works related to Transfer of Registry
• Issuance of various type of Certificates
• Implementation of calamity relief operations and disbursement of funds
to eligible persons.
• Disbursement of Chief Ministers Distress Relief Fund to the needy.
• Issuance of arms licence, explosive licence, etc.
• Works related to implementation of MPLADS and various other
developmental schemes
• Redress of public grievances
• Works related to management and control of natural resources,
regulation of sand mining ... etc
• Works related to conduct of census operations
• Wor¼s related to transfer of government lands between departments.
• Works related to security proceedings under Criminal Procedure code
• Works related to maintain Law and Order
• Removal of public Nuisance.
• Works related to lease of Government land
• Works related to survey and demarcation of land
• Works related to issuing death compensation to the legal heirs of NRIs

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. Works related to sanctioning of burning and burial grounds
Supply of drinking water
. Works related to fixing of fair value of land
. Works in connection with applications under RIA
Convening of Village level Janakeeya Samithy
. Works related to Conservation of Paddy land and Wet land Act
. Works related to security proceedings under Criminal Procedure code
. Works related to survey and demarcation of land
• Keep confiscated articles under safe custody
• Proper maintenance and updating of registers, accounts and records.
• Sending reports, statements and periodicals to higher officials in time
• Preparation of Annual Land Revenue accounts for Jamabandhy
inspection
• Preparation and sending of reports to Tahsildar.on applications
received for various govt loan schemes
Special Village OfficerNillage Assistant
5.3.3. There is one Special Village Officer and a Village Assistant in each village
office. In some offices there are two Village Assistants only and no
Special Village officer. The Special Village Officer belongs to the cadre of
U.D Clerk and the Village assistant to the cadre of L.D Clerk. The Special
Village OfficerNillage Assistant assist the Village Officer in discharging
duties. Whenever the Village officer on leave the Special Village Officer or
the senior most Village Assistant acts on behalf of the village officer.

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5.4.1. Duties of Special Village OfficerNillage
Assistant . -.
> Tax collection
Preparation of monthly DCB Statement and Annual Revenue
Accounts
Administration of village offices in the absence of village officer
Proper maintenance and updating of records and other registers
Prepare Land Revenue Registers and Accounts accurately
Prepare reports and periodicals to higher officers
Survey of Puramboke land and prepare sketch and A form
statements
Inspect the Boundary stones of Puramboke land and rectify the
fault if any.
Prepare Mahasar and records in respect of cases of land
assignment, land conservation, transfer of registry, land acquisition
etc.
Help the Village Officer in his clerical works
Help the land owners to find the correct location and boundary of
their property on the orders of Tahsildar
Execute all the jobs assigned by the Village Officer
Village Field Assistant
5.5.1. Village Field Assistants assist the Village Officer and Special Village
OfficerNillage Assistant in discharging their duties. The Village Man
belong to the cadre of Last Grade Servant.

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5.5.2. Duties of Village Field Assistant
Carrying out of all works entrusted by the Village Officer
Helping of village staff in Tax collection
Payment of collected amount in Treasury
Despatch of tellers and other documents
Helping of village staff in Recovery cases
Execution of demand notices and other notices upon defaulters
5.5.3. By the analysation of the Revenue Department: it is found that the
• organization structure is complimentary to the growth and progress of the
Department. Delegation of power and hierarchical pattern are conveniently
maintained in the department. The pyramid like structural pattern is found
helpful for the effective discharge of duties and services to the satisfaction
of the general public.
5.5.4. Even if the village offices are struggling hard to cope with the ever
increasing workload with existing insufficient staff strength, the department
find itself maintaining the needs of the common man. Since Revenue
Administration touches one and all in the state, the success or failure of
this administration mar or better the image of the government. Therefore
certain measures need to be taken for upholding the goodwill of the
department.
Kasaba villages
5.6.1. Kasaba Village Offices are those village offices functioning in the Taluk
Head Quarters. There are 63 Kasaba Villages in the state. At present.
Kasaba Village Offices already have more staff than common villages. So
that Kasaba Villages are not included in the purview of the work study.

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Major Services available from Village Offices
Issue of various types of certificates
Possession Certificate:
5.7.1. Application duly written in the prescribed form with a court fee stamp worth
rupees five affixed in it should be submitted to the Village Officer, along
with the proof of documents of ownership, possession, land tax receipt
etc. The Certificate will be issued within one week from the date of receipt
of the application as per GO (MS) No.300/96/RD dated.12.6.1996.
Certificates for special purposes are to be produced before the Central
Government Offices are issued by the Tahsildar. The Village Officer is
empowered to issue possession certificate as per GO (MS)No. 1 09/92/RD
dated.1O.2.1992. Separate certificate will be issued for each purpose as
per GO (MS)No.136107/RD dated.27.4.2007.
Location Certificate:
5.7.2. Application duly filled in the white paper/ form prescribed with a
court fee stamp worth rupees five affixed in it should be submitted
to the Village Officer. The document of ownership, land tax receipts
etc. have to be prod uced along with the application. The prescribed
fee should be remitted for the sketch plan issued by the Village
Officers under the instructions stipulated in the No. LRD1-36319/07
dated.20.06.2007 of the Additional Commissioner, Land Revenue,
Thiruvananthapuram. The Certificate will be issued after due
enquiry and site verification. The Village Officer is empowered to
issue location Certificate as per GO (MS)No.136/07/RD
dated.27.4.2007. Separate certificate will be issued for each
purpose as per the above Government order.
I

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30
.
• Caste Certificate (Other than SCIST):
S
• 5.7.3. The Village Officer is empowered to issue Caste Certificate as per
• GO (MS) 1039/79/RD dated 06.08.1979 and GO
• (MS)No.882/82/RD dated 20.08.1982. All caste/community
certificates except SC/ST certificates are being issued by the
Village Officer. Application duly filled in the prescribed form with a
court fee stamp worth rupees five affixed in it should be submitted
S to the Village Officer along with school registration particulars, the
S caste related documents of the parents of the applicant, ration card
S and other supporting records to prove the Caste/ religion of the
applicant. The Certificate will be issued within 3 days as per
Circular No.242981T4/2002/RD dated.23.5.2002 of the
S Government. The Village Officer is empowered to issue Conversion
S Certificates, as per circular NO.18421/E2/87/SCSTDD dated
5 15.12.1987. In case where the certificates could not be issued; the
• reason will be intimated to the applicant within 10 days.
S
Income Certificate:•
S 5.7.4. The Village Officer is empowered to issue income certificates as per
S GO (MS) 1039/79/RD dated 06.08.1979 and as per GO (MS) No.
S 567/91/RD dated.12.9.1991. The income certificate issued by the
• Village Officer is sufficient to produce before all state Government
authorities within Kerala. Application duly filled in the prescribed
form with a court fee stamp worth rupees five affixed in it should be
submitted to the Village Officer, along with the documents of proof
required i.e. of property, salary certificate, ration card income tax
return etc. SC/ST communities are exempted from paying the fee
of five rupee court fee stamp. The Certificate will be issued by the
•
S
S
•
S
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31
Village Officer after making due enquiry regarding his income. The
Certificate will be issued within one week as per GO (MS)
No.300/96/RD dated.12.6.2000. The validity period of this
certificate of persons having income up to Rs.36000/- has been
enhanced to 1 year as per GO (MS)No.136/07/RD
dated.27.4.2007. Certificate of persons having income above
Rs.36000/- has only six months validity period as existed earlier.
Solvency Certificate:
5.7.5. Application in the white paper with a court fee stamp worth rupees
five affixed in it should be submitted to the Village officer along with
the document of ownership i.e. title deed (in original), ration card,
land tax receipt and stamp paper worth Rs.50/- The encumbrance
certificate for 12 years from the Sub Registrar Office is also to be
produced to prove the applicant is solvent. The Certificate will be
issued by the Village Officer after making due enquiry within 7 days
as per GO (MS)No.300/96/RD dated.12.6.1996. The Village Officer
was authorized to issue Solvency Certificate for value not
exceeding Rs.5000/- as per GO (MS) No. 567/91/RD
dated.12.9.1991. Then the value has been enhanced to
Rs.100000/- as per GO (MS) No. 391/05/RD dated 16.12.2005. As
per the amendment made on 27.4.2007 as per GO (MS)
No.136/07/RD, the value has been enhanced up to Rs.5, 00,000/-
Valuation Certificate:
5.7.6. Application in the white paper or in the format shown with a court
fee stamp worth rupees five affixed in it should be submitted to the

4)
32
.
• Village officer along with the document of ownership i.e. title deed
• . (in original), ration card and land tax receipt. The encumbrance
• certificate for 12 years from the Sub Registrar Office also need to
• be produced. Valuation Certificate (for value not exceeding
Rs.100000/-) will be issued by the Village Officer as per GO (MS)
No. 391/05/RD dated 16.12.2005. The Certificate will be issued by
the Village Officer after making due enquiry. The Village Officer is
empowered to issue valuation certificate for value not exceeding
Rs.1, 00,000/- as per GO (MS) No. 391/05/RD dated 16.12.2005.
• The value has been enhanced up to Rs.5, 00,000/-as per the
• amendment made by GO (MS) No.136/07/RD dated. 27 .4.2007.
•
• Residence Certificate:
5.7.7. Application duly filled in the prescribed Performa with a court fee
stamp worth rupees five affixed in it should be submitted to the
Village Officer, along with the document of proof like ration card or
• voters' identity card. The Village Officer is empowered to issue
• residence certificate as per GO (MS) No. 567/91/RD
• dated.12.9.1991. Separate certificate will be issued for each
• purpose as per GO (MS)No.136/07/RD dated.27.4.2007.
• Nativity Certificate:
• 5.7.8. Application duly filled in the prescribed form with a court fee stamp
• worth rupees five affixed in it should be submitted to the Village
• Officer, along with the documents for proof required i.e. property,
• salary certificate (if employed), ration card and school certificate.
SC/ST communities are exempted from paying necessary court fee
• . stamp. People who are residing outside Kerala should submit the
residential certificate along with their application for Nativity
• ..
•
•
•
•

e
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33
S
• Certificate. The certificate will be issued to those who were born in
• Kerala, their children and to the children of persons permanently
• settled in Kerala after their marriage. In all other cases residential
• certificates will be issued only. The Village Officer is empowered to
issue nativity certificate as per GO (MS) No. 567/91/RD
dated.12.9.1991. The validity period of this certificate has been
enhanced to lifelong as per GO (MS)No.136/07/RD
dated.27.4.2007. Nativity certificates for producing before the
deferse authorities are being issued by the Additional District
Magistrate as per (GO (MS)No.201/92/RD dated.20.4.92).
S
• Identification Certificate:
•
Officer. The proof of identity such as ration card, voters' identity
card also need to be appended with the application. The Village
Officer is empowered to issue identification certificate as per GO
(MS) 1039179/RD dated 06.08.1979 and as per GO (MS) No.
567/91/RD dated12.9.1991. The validity period of this certificate
has been enhanced to 10 years as per GO (MS)No.136/07/RD
• dated.27.4.2007.
S
•
• Relationship Certificate:
S
5.7.10. Application duly filled in the prescribed form with a court fee stamp
worth rupees five affixed in it should be submitted to the Village
. Officer. The supporting documents hive to be produced along with
the aoplication. The Certificate will be issued by the Village Officer
S
•
•
•
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Kul
after making due enquiry regarding the relationship. The Village
Officer is empowered to issue relationship certificate as per GO
(MS) No. 567/91/RD dated.12.9.1991. Separate certificate will be
issued to the husband and wife for each purpose and the others
will get the certificate with lifeong validity as per GO
(MS)No. 1 36/07/RD dated.27.4.2007.
Family Membership Certificate:
5.7.11. Application duly filled in the prescribed form with a cowl fee stamp
Officer. The supporting documents like ration card etc. has to be
• produced along with the application. The Certificate will be issued
• by the Village Officer after due enquiry regarding members of the
• family. The Village Officer is empowered to issue family
• membership certificate as per GO (MS) No. 567/91/RD
• . dated.12.9.1991. The validity period of this certificate has been
•
enhanced to 3 years as per GO (MS)No.136/07/RD
a dated.27.4.2007
Marital Status Certificate:
Officer. The marriage registrationdetails should be produced for
verification. The Certificate will be issued by the Village Officer after
enquiry regarding marital status. The Village Officer should
disclose in the Certificate about the document which he has relied
on, while issuing the same (Govt. letter No.81847/D2/87/RD dated
26.5.1988).

- - -
35
Destitute Certificate:
5.7.13. Application duly filled in the prescribed form witha court fee stamp
• Officer along with ration card. The Certificate will be issued by the
• Village Officer after due enquiry. The Village Officer is empowered
* to issue destitute certificate as per GO (MS) 1039/79/RD dated
• 06.08.1979 The validity period of this certificate has been
•
enhanced to 3 years as per GO (MS)No.136/07/RD
• . dated.27.4.2007.
Non-creamy 'ayer Certificate:•
• Officer. The Village Officer is empowered to issue non- Creamy
• layer Certificate to be produced before the State Government
offices only under GO (MS) No. 391/05/RD dated 16.12.2005.
Salary Certificate of father, mother, husband or wife, ration card,
details of property etc. are to be produced for verification. The
. Government of Kerala has issued guidelines to identify the creamy
layer among the backward Classes as per GO (P)
No.36/2000/SCSTDD dated 27.5.2000, GO (P)
• No.46/2007/SCSTDD dated 25.8.2007 and GO (P) No.
• 117/2008ISCSTDD dated 19/12/2008 The validity period of this
• certificate is fixed for one year as per GO (Ms) No. 81/08/SCSTDD
• dated 25/07/2008.

S
S I,
• 36
S
Non-remarriage Certificate:
• Officer. The death certificate of her husband, ration card, election
identity cards etc. are to be produced along with the application.
The Village Officer is empowered to issue this Certificate under GO
(MS) No. 391/05/RD dated 16.12.2005. Separate certificate will be
issued for each purpose as per GO (MS)Nc'.136/07/RD
dated.27.4.2007
Widow Certificate:
Officer. The death certificate of her husband, ration card, election
identity cards etc. are to be produced along with the application.
The Village Officer is empowered to issue this Certificate under GO
(MS) No. 391/05/RD dated 16.12.2005. Separate certificate wilIbe
issued for each purpose as per GO (MS)Nó.136/07/RD
dated.27.4.2007.
One and the Same Certificate:
5.7.17. Application duly filled in the white paper/ form affixed with a court
fee stamp worth rupees five be submitted to the Village Officer. The
supporting documents viz, school registration particulars, election
identity card, ration card etc. are to be produced along with the
application. The certificate will be issued by the Village Officer after
due enquiry.

3
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• 37
Possession and non-attachment
Certificate:
• 5.7.18. Application duly written in the prescribed form with the court fee
• stamp worth rupees five affixed in it should be submitted to the
• Village Officer, along with the proof of documents of ownership,
• possession, land tax receipt, etc. The encumbrance certificate for
12 years from the Sub Registrar Offipe is also to be produced. The
Certificate will be issued after verification of the revenue recovery
records, possession of the applicant and other details. Certificates
for special purposes and for producing before the Central
Government Offices are issued by the Tahsildar.
S
No Land Certificate:
• 5.7.19. Application duly filled in the white paper or form with a court fee
• stamp of rupees five affixed be submitted to the Village Officer.
The Certificate will be issued by the Village Officer after due
• enquiry.
• No House Certificate:
• 5.7.20. Application duly filled in the white paper/ form with a court fee
• stamp of rupees five affixed in it be submitted to the Village Officer.
• The Certificate will be issued by the Village Officer after due
• enquiry.
S
Dependency Certificate:
• 5.7.21. Application duly filled in the white paper/ form with a court fee
S. stamp of Rs.5 affixed be submitted to the Village Officer along with
S .
•
S
•
S

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• 38
ration card. The Certificate will be issued by the Village Officer after
• due enquiry.
• - Domicile Certificate:
5.7.22. Application duly filled in the white paper/ form with a court fee
stamp of Rs. 5 affixed be submitted to the Village Officer along with
the records to prove his domicile. The Village Officer is empowered
to issue this Certificate under GO (MS) No. 391!05/RD dated
.. 16.12.2005. The Certificate will be issued by the Village Officer
after due enquiry. The validity period of this certificate has been
S enhanced to life long as per GO (MS)No.136/07/RD
• dated.27.4.2007.
Tax Remittance certificate:
stamp worth rupees five affixed in it should be submitted to the
Village Officer along with the details of remittance made, the title
deed. The Certificate will be issued by the Village Officer after due
enquiry.
Unmarried Certificate:
stamp of Rs. 5 affixed be submitted to the Village Officer along
with the ration card and School certificate. The Certificate will be
issued by the Village Officer after due enquiry.
Unemployment Certificate:

'IL
• 39
the ration card and School certificate. The Certificate will be issued
by the Village Officer after due enquiry.
•
• Life Certificate:
• the ration card. The Certificate will be issued by the Village Officer
• after due enquiry.
• Protection of Surplus Land and
• Government property:
• 5.7.27. Village officer should identify the surplus land and government land
• in the area under his jurisdiction and protect it for the government.
• When the surplus land is set for distribution it is the duty of the
village officer to furnish a report to the Tahsildar about the
whereabouts of the beneficiaries. Whenever an encroachment on
. the government land is noticed, the village officer should
immediately furnish a report to the Tahsildar concerned which
comprises the nature of trespass, sketch as well as mahasar of the
encroachment for taking action. Protection of government property
• also means protection of trees, soil, pebbles, boulders, metals,
• sand and stone
• Works related to General Administration
5.8.1. Majority of the General Administration in the state is carried out
through the village offices, Village officers are often entrusted with
other duties that normally do not related to the Land Revenue
• Department. Following are such nature of works exercised by the
• village officers.
•
•
•
•
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. 40
Village Janakeeya Samithy:
5.8.2. So as to ensure public participation in land conservation,utilisatiori
activities, to seek solutions to the problems in land ownership of the
public and to make the functions of village offices more transparent
and efficient, the government have decided to form a forum at
village level comprising village officer and representatives of
Villagers. Village Officer is the convener of the forum and he has to
• organise a meeting of the forum on th& 3 rd Saturday of every
• month.
• Land Bank:
5.8.3. For the protection of Government land and also to make land
utilization more comprehensive and scientific, government have
• lounged an ambitious project called Land Bank. As per the project,
• village officer has to identify and demarcate the land. He has to
• maintain a register showing sketch and location of the area.
•
Granting permit for sand mining, rock
blasting:
• 5.8.4. Based on the sketch of the site and report of the village officer, the
. District Collector concerned grant permission for sand mining and
Rock blasting.
•
• Natural calamity/Disaster:
5.8.5. A disaster/natural calamity is an event triggered by natural or manmade
• causes that lead to sudden disruption of normalcy within society, causing
• wide spread damage to life and property. The Village officer is bound to
• convey immediate information to the higher officers including the District
•
•
•
•
•

41
Collector regarding natural calamity and disaster. As the District Collector
is the ex-officio chairman of the District Disaster Management Authority
under the Disaster Management Act, 2005, he will initiate immediate
steps for the mitigation of the effects of disaster. The Village Officer has
to render assistance for evacuation, rescue, relief, shelter, food, clothing,
medical aid, sanction, and rehabilitation etc. of the affected.
Election Work:
5.8.6. The Revenue Department is entrusted with the whole process connected
with general election work. The duties of District Election Officer are
performed by the District Collector and the Electoral Regstration Officer
by the Tahsildar and the Assistant Electoral Registration Officer by the
Deputy Tahsildar, Election. All other staff of the Revenue Department
especially Village staff play a leading role in the entire election process
Chief Minister'sDistress Relief Fund:
5.8.7. This fund was formed with an intention of helping the poor people for the
treatment of serious diseases and granting financial aid to the affected
persohs who died of mishap and so on. The application should be
submitted to the village officer. After enquiry and verification the
application is forwarded to the Tahsildar for favour of further necessary
action.
Major Routine works in Village offices
Transfer of Registry:
5.9.1. The application duly filled in the prescribed form as per GO (MS)
No.75/70/Rev dated15.6.1970 shall be submitted to the Village Officer.
The change of registry in the revenue records will be carried out by the

-
•
• H
• 42
S Village Officer under the provisions of the Transfer of Registry Rules,
• 1966. The Village Officer was free to effect transfer of registry without
• subdivision and arising out of succession as per GO (MS) No.
• 584/91/RD dated. 1.10.1991. An amount of Rs.10/- shall be paid by
• the applicant as TR fee as per GO (P) No.610/91/RD dated. 29.10.91.
• The transfer of registry applicétions will be disposed by the Village
• Officer within 15 days from receipt of the application as per GO (MS)
No. 584/91/RD dated. 01.10.1991. If the transfer of registry cannot be
effected, the Village Officer shall communicate the party concerned
within a month.
Rightto Information:
• 5.9.2. The Village Officer is also act as the State Public Information Officer. As
the State Public Information Officer in village office, he shall provide the
information required for the persons under the provisions contained in
. the Right to Information Act, 2005.
Collection of taxes/ recoveries/rate of
various taxes:
• 5.9.3. The Collection of revenue is the primary duty of the Village Officers
• under the instructions stipulated in various Act and Rules. Land tax,
• Building tax, Plantation tax and Luxury tax are some of them. (See
• Annexure. 1)
• Revenue Recovery
• 5.9.4. The establishment/firm who are affecting recovery against the defaulters,
• should submit an application in Form 24 to the district pollector.
Afterwards, the district collector issue Revenue Recovery Certificate
• empowering revenue official to start recovery proceedings. Then, it is
•
S

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43
the duty of the Village Officer to furnish a report to the recovery officials..
S The report includes full details of the defaulter, his properties and the
sketch of the location. The services of Village staff is highly necessary
for the execution of demand notice and confiscation of property. It is the
S duty of the village officer to keep the confiscated property under his safe
custody. His presence is also required at the time when the confiscated
S property is placed for auction. -.
Land Relinquishment:
5.9.5. Land owners can relinquish right on their property at their own will to
S the Government for welfare/developmental activities of the state.
S Application for this purpose should be submitted to the Revenue
S Divisional Officer concerned. The Revenue Divisional Officer forward
the same for report of the Village Officer through the Tahsildar. The
I
report furnished by the village officer should include sketch of the
I
property, Mahassar, Extract of basic tax register and copy of title deed.
I
Protection of Survey marks:
I
5.9.6. The Village Officer in entrusted with the following duties as per the
I
provisions contemplated in section 17 of the Survey and boundaries
Act, 1961.
I a) To prevent the destruction, injury, removal or alteration, of any survey
mark on or within the limits of his jurisdiction
I b) When he becomes aware that any such mark has been destroyed,
removed or altered, the mailer has to be reported to the Taluk
Surveyor by an entry in an Inspection register. An extract of which
I should be submitted periodically
I

rd
5.9.7. If the registered holder of any land fail to repair demarcation of survey
marks within the period specified in the notice, the officer concerned
under the Act shall renew or repair the survey marks at Government
cost, which will be recovered later from the registered holder of the
land. In the case of a survey mark on the boundary between
Government land and registered land, the registered holder or the
owner of land touching the survey is liable to be responsible for the
maintenance..
Cardamom Settlement:
5.9.8. This rule is applicable only to ldukki district. The act contemplates that a
person who illegally occupied government land for cardamom
cultivation may be given the said land on lease for 20 years without
auction for cardamom cultivation. The village officer should prepare a
register containing sketch of the land in this regard and should be kept
in safe custody.
Ponnumvila Procedures:
•
5.9.9. As per the Land Acquisition Act of 1894 and Land Acqusition (Kerala)
Act of 1990 the government is vested with the power for acquisition of
the appropriate land for national interest by paying compensation to
. the land owner is vested with Government. It is the duty of the Village
Officer to measure the land to be acquired and prepare subdivision
sketch for each processions and submit the same to the Tahsildar for
further actions.

• 45
:
. Seizure of illegally mined sand and
prevention of illegal sand mining:
5.9.10. The village officer is responsible for confiscating illegally mined sand
• and prevention of illegal sand mining with the help of Police force.
• Also, he is responsible for the safe custody of the material until it is
• disposed of. The village officer should also initiate proceedings for
• auction.
• Prevention of illegal land filling:
5.9.11. As per the Kerala Land Conservancy Act, it is prohibited to fill the
• agricultural land for any other purpose including domestic and industrial.
• If any such act is noticed by the village officer, he should immediately
• prevent such illegal activity with the help of police and report the matter
• to the Tahsildar forthwith..
•
• Various Welfare Schemes:
• 5.9.12. Many welfare schemes such as financial assistance for T.B patients,
• Leprosy patients and Cancer patients are implemented through the
Revenue Department. Applications in this regard are to be submitted to
• the Tahsildar or the Village Officer concerned. Enquiry on the
• applications is carried out by the village officer.
•
• Disaster Relief:
• 5.9.13.Disaster Relief is granted in the following cases on the enquiry report of
• the Village Officer.
• 4. Damage to Agriculture, Plantations, Vegetable farming etc
• 4• When land is lost due to landslide or deviation of the course of the
• river
S
•
•
S
S

S
0
S
0
0
0
S
S
S
S
S
S
S
S
S
S
S
S
S
S
FN
4 Mishap to Live stock
4• When any damage to the property of fishermen occurs due to
monsoon damages
4 Damage to the tools of Craftsmen
4 Damage to house
+ For the emergency supply of drinking water
• Damage to welts
4 To purchase medicine, fàod, clothing for disaster affected area
9 To remove stagnant filthy water and wastes in order to prevent
breeding of mosquitoes
9 For rescue operations, search operations
Other functions
SI.
Functions FName of Act/Rules
1 fprevent destruction, The Kerala Survey and
alteration of survey
I
removal, Boundaries Act, 1961 and Rules
marks, furnish reports to 964
Tahsildars, collection of
Survey dues etc.
[{ëollection of tax /revenue jlrrigation Cess
L a maintenance of records
3 [Collection of tax /revenue Ikerala Building Tax Act
and maintenance of records
r bIeii Ire Revenue Recovery Act
maintenance of records - .
5 Throtect Government land Kerala Land Conservancy Act
from encroachment,
of dues and
l
collection
furnishing reports on
•encroachment I
[i Enquiry on land Kerala land relinquishment Act
relinqthshrnent
[Recoveryofarrears !Kerala Land Development Act

a
.
S
S
S
S
S
S
. 5
S
S
47
8fFurnhingreport [Kerala Land Utilisation Order
1 9 ollection_of dues Iseulement scheme patta Rules
[Ti Collection of dues Rules for sale of land for coffee
11 Collection of dues
and tea cultivation rules,1974
Rules for lease of land to
Government offices and
Bungalow
[T ñ enquiry reports,
collection of dues and
IRules for lease of Government
land for tobacco cultivation
maintenance of records
13 [Management of surplus land Kerala Land Reforms Act
jand collection of usufructs
r14 JManagementof receiver Civil Procedure Code,1908
15
property
[urnish preliminary erala Escheats'and Forfeitures
information on escheated rAct 1964 and Rules, 1965
to Tahsildar and
1
cases
management of escheated
16 JEnquiry and report to the
Tahsildar
property
Kerala Treasure Trove Act, 1968
and Rules 1971
17 [Enquiry and report to the The Kerala Scheduled Tribes
Tahsildar (Restriction on transfer of lands
and restoration of alienated lands)
Act, 1975 and Rules 1986
118 Report on Transfer of Transfer of Registry Rules, 1966,
Registry cases
19 Furnish enquiry reports :Kerala Minor Mineral
Concessions Rules 1967
[o[urnish enquiry reports jArms Act and Rules
r21 7ish enquiry reports Explosives Act and Rules
fl22 [Furnish enquiry reports Government orders on issue of
certificates
23 [&nish enquiry reports Kandukrishi land Assignment
Rules, 1958
r24 1Furnish enquiry repo rts Sreepandaravaka lands
I (
and Rules
[26 Furnish enquiry reports IThe Kerala Service Inam lands
V&E) Act 1981 and Rules 1981
'
--
27 IFurnish enquiry reports Ikannan Devan Hills (resumption)

• 48
• Atct 1981 and Rules 1981
• 28 Enquiry report, updating of Govt. Orders on issue of Patta to
. land records etc. beneficiaries of one lakh housing
scheme
• 29 Enquiry and report S&n?&r6viion of House
• [ - sites to rur& poor
30 Enquiry and report Rules for issue of Record of
• Rights to occupants of
• iporamboke land
31 Enquiry and report IGovt. Orders on transfer of Govt.
• land from one department to
another
32 Enquiry and report rGovt. Orders on sanction of
• financial assistance from Chief
• - 'Ministers distress relief fund
33 Enquiry and report Rules for sanction of financial
• assistance to Leprosy patients
• 34 Enquiry and report Rules for sanction of financial
. assistance to Cancer patients
35 - -Enquiry and report Rules for sanction of freedom
• fighter pension
• 36 Enquiry and report Rules for sanction of pension to
Circus artists
• 37 :rqry and report to the Rules for sanction of pension to
• Tahsildar Men of Arts and Letters Scheme
for legal aid to poor
• 38 Enquiry and report to the Rules for sanction of pension to
I Tahsildar Ex-land lords
39 Enquiry and report to the rscheme for employment
• Tahsildar lassistance to dependents of Govt.;
• servants died in harness
40 Collection of arrears Low income group housing
• scheme
• 41 Collection of arrears [Middle income group housing
scheme
42 Collection of arrears iRehabilitation housing scheme
• 43 Collection of arrears Kudikidappukar's housing
• ' scheme
__-
44 Collection of arrears Kerala Land Reforms Tenancy
Rules, 1970
•
•
•
•
•

• 49
I
45 Updating of land records Ker&a Land Reforms (vesting
• and assignment) Rules, 1970
. 46 Render assistance for Scheme for providing financial
evacuation, rescue, relief, jassistance to victims of Natural
• shelter, food, clothing, calamity and disaster
• medical aid, sanction,
rehabilitation etc. of the
• affected -
• 47 Enquiry and report Scheme for death compensation
to the legal heirs of the NRls
• 48 Enquiry and report. rScheme for grant of financial
assistance to the widows for
I marriage_of their daughters
I 49 Enquiry report to the local National Old Age Pension
self Govt. Scheme
I 50 Enquiry report to the local jcheme for payment of —nsi
self Govt. to physically Handicapped - -
51 Enquiry report to the local National Maternity benefit scheme
I self Govt.
I 52 Enquiry report to the local pension to unmarried women
self Govt. labove 50 years
I 53 Enquiry and report IScheme for unemployment wages
• 54 Enquiry report to LSG Aicultural workers pension
I 55 Enquiry and report to LSG Financial Assistance for marriage
of daughter's of women belonging
• to scheduled Castes/Scheduled
aW
Tribes
56 :nqjjfty and report IRules of assignment of Govt. land
I for industrial purpose
• 57 Collection of arrears - - Rules for grant of land improve
merit and Agricultural loan
• 58 ProvEding site plans to The Kerala Survey and
I Courts IlBoundaries Act, 1961
159
• Enquiry and report IThe Citizenship Act
60 Arrangement of polling Election Manual/Conduct of
I •stations Election Rules
• 61 Enquiry and report - Foreign Contrthution Act
• 62 Enquiry and report :Prevention of atrocities against
SC/ST Act
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63 jEnquiry and report - Evacuees Property Act
64 [Rendering assistance lJoint verification of Tribal lands
65 [Rendering assistance IJoint verification of Forest lands
66 [Enquiry and report For Coffee registration
[ëT[nquiry and report -
IFor cardamom registration
[ëiEnquiry and report Mental Health Act
[69 and repo rt Prevention of Cruelty towards
I I Animals Act
r° [furnish report Criminal Procedi.ire Code
71 Furnish report - - - Agricultural pests and Diseases
- - -
- Act,1958 H
r72 iFurnish report -
Kerala Anatomy Act 1 1957
73 [Furnish report IKerala Forest Act,1961
74 ~V6rnish report Kerala livestock improvement
Act,1961
175lFurnish report - Kerala Panchayat Raj Act
[76 Furnish report Criminal Justice
RVI
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• 51
Work Measurement and Analysis
• 5.10.1 It came to the notice of the work study team that the village offices in the
state face not only prdblems related to lack of infrastructure but also grave
issues related to rendering of services. A few of them are given below:
• Tax Collection
• 5.10.2. Tax collection is one of the important functions of Village Offices. Various
• type of taxes viz, Land tax, One time building tax, Luxury tax, Plantation
• tax etc., are collected through village offices. In most of the village offices,
• full time service of a Village AssistantlSpecial Village Officer is utilized for
• the collection of various type of taxes.
• 5.10.3.There is no specific time schedule for collection of taxes in village offices.
• The Tax Payer can remit tax at anytime between 10 am and 5 pm. This
• causes certain difficulty to the staff as they have to enter the details of
• each day's collection in the Day Book Register in the äame day itself.
• Limiting of remittance time to 4pm may help village staff to furnish the
• cash balance statement by 5pm and this will help them start the collection
of taxes early in the next day. Hence the work study team recommend
that the time for remitting various taxes may be limited up to 4 pm in
order to ensure healthy functioning of village offices.
• Preparation of Database and issue of
• Computer generated Receipts
5.10.4. At present there have no comprehensive database system with details of
land and landowners in village offices. The practice of issuing
• manual/handwritten receipts still continues. This practice is time
• consuming when compared to computer-generated receipts. By entering
• the details of land and landowners in computer at the time of tax
•
•.
•
•
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• 52
• collection, a database can be created gradually within a period of one or
• two years and the same may be updated during the time of further
• collection of tax. Therefore, the work study team suggest to introduce
• computer-generated receipts for all type of taxes in village offices,
•
immediately.
• Enhancement of cash limit at hand
•
• 5.10.5. As per the existing instructions, the tax amount collected at village offices
• has to be remitted in Treasury after verification by the Taluk Officer
• concerned, not exceeding the limit of Rs.5000/- or once in a fortnight
whichever is earlier. Since the number of land holders, commercial
buildings, residential buildings etc. has increased considerably, collection
of various taxes in village offices may run into thousands of rupees per
day. As such, the Village staff have to visit the Taluk office and Treasury
quite often for remitting the payments. This cause wastage of time and
labour and also hinder normal activities of the village offices. In this
circumstance, the cash limit of Rs.5000/- need to be increased. The work
• study team suggest that the limit of cash that can be kept by the
• village staff should be enhanced to Rs. 10000!-.
Realistic revision of land tax
5.10.6. Unlike in the past, the value of land across the state has been rising
• considerably at present. But tax collected in village office is very meager
• and not proportionate to the land value. Even though the tax rate was
• revised last year, it was done disproportionately. This causes huge deficit
• in revenue collection to the state exchequer. Therefore, the work study -
• team recommend that the rate of land tax should be revised in a
• pragmatic manner proportionate to the land value.
•
•
•
•
•
•

• 53
• Luxury Tax
•
• 5.10.7. In addition to Building Tax, Luxury tax of Rs. 2000/- has also been
• imposed on House Buildings having more than 278:7 Square. Mete. If it
• were completed on or after 01/04/1999. This flat rate is applicable to all
other big mansions even with 10000 S.ft. In other words this flat rate is
applicable to 3000 S.ft houses and 10000 s.ft houses alike. This Flat
Luxury Tax of Rs.2000/- can never be justified. There should be a slab
system of Rs. 2000/- to houses having 3000 to 4000 S.ft and Rs. 5000/- to
• houses having 4001 to 5000 s.ft.
5.10.8. 'Home' is a dream of millions of people. But the resources are limited. In
this scenario, it is inappropriate that a small section of the community is
enjoying a lions' share of the resources. Moreover, an increased house
. building tax will discourage the trend of constructing huge houses for a
small family of 4 members. Therefore the work study team suggest that
a slab system in the case of Luxury Tax as recommended in pre para
• should be introduced in the state urgently.
•
• Lease Rate
5.10.9. Government Land and Fruit Trees are being given on nominal lease for a
year. See the Table below
Trees Period Rate!Tree
Cocunut Tree 1 Year Rs. 50
Arecanut 1 Year Rs.25
Jack Tree 1 Year Rs.15
Palm 1 Year Rs. 8
Tamarind 1 Year Rs.25
Mango tree 1 Year Rs. 25
Cashew Tree 1 Year Rs. 21
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Land Period Rate/Cent
Land 1 Year Rs. 1.50
Oruppu nilam 1 Year Rs. 1.50
Irippu nilam 1 Year Rs. 2.25
5.10.10. From the table it could be seen that Government property is being leased
to outside at a cheap rate. One kilo of Mango will cost Rs. 30/- even on
peak season. But the Government get only Rs. 25/- for a single Mango
Tree. It is high time to revise the Lease Rate. Therefore the work study
team recommend for revising the Lease rates year by year at a
reasonable rate and the same will be resulted in the revenue of the
Government.
Assessment of Building Taxi Booking of new
building
5.10.11 .Now, Village Officers have to conduct field visits in search of new buildings
if any have been constructed in the village area and also to assess and
collect One Time Building Tax. Here it is to be noted that Local Self
Government Institutions are entrusted with the duty of assigning number
to newly constructed building. As far as the owners of buildings are
concerned, permit from the Local Self Governments is inevitable for
availing electricity and water connections. If Local Self Governments insist
for remittance of one time building tax, the owners will automatically
approach the village office for remitting one time building tax. This method
will help the village officer to identify new constructions, save much time
and focus on other utility job. Hence the work study team suggest that
necessary instructions should be given to the Local Self Government
Institutions to make it mandatory the remittance of One Time
Building Tax in advance in village offices for allocation of number to
newly constructed buildings.
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Permifting Village Field Assistant to collect
tax and issue receipts
5.10.12. In village offices, the responsibility of collecting various type of taxes is
assigned to Village Assistants/Special Village Officers. The Village Field
Assistants are assigned with the duty of serving notices, protection of
land stones, assisting Village Officer for measurement of land/building,
cash remittance etc. The post of Village Field Assistant belong to Class-
Ill. It is a fact that in most of the village offices, Village Field Assistants
help Village Assistants by filling chalans for tax collection even though
they are not authorized to do so. If the Village Field Assistants are also
authorized tax collection(in addition to Village Assistants), it will help to
reduce the difficulties being faced in most of the Village Offices due to
heavy workload. For this, the qualification for the post of Village Field
Assistant need to be revised. As per the existing norms, qualification for
the post of VFA is pass in 7th
standard. It should be revised to a pass in
10th standard or equivalent. If the above recommendation is implemented,
it will ensure optimum utilization of existing staff without any extra cost and
will help the Village Offices become more customer-friendly. Therefore
the work study team recommend that necessary orders be issued
authorizing Village Field Assistants for the collection of various
taxes also. Their qualification for the post of Village Field Assistants
be revised as pass in 10th
standard or equivalent.
Bifurcation of Villages
5.10.13. Every village in Kerala is different from one another in area, population,
geographical nature, living standard of natives and occupation etc.
Boundary of a village is normally determined by considering the above
criteria. But some villages are remarkable for their wide area or
population. Most of the big villages located in Idukki and Wayanad districts
are with natives of tribal people who are concentrated on some pockets

56
viz settlements inside the forest. These people will have to travel long
distance to get to the village offices. Moreover, transportation facility in
these areas is insufficient. So is the case with the village staff also. They
have to travel deep into these forest settlements for field visit where
transportation facility is inadequate. Therefore the Work Study team
recommend bifurcation of group villages immediately to ensure
effective delivery of service to the public.
Revenue Recovery
5.10.14. Revenue Department also act as a wing to make revenue recovery from
individuals or institutions in favour of Government Bodies or Public Sector
Undertakings as per requirement. Nationalised Banks, KSFE, KSEB,
Water Authority, BSNL etc. often rely on the Revenue Department for
effecting recovery from their defaulted customers. 5% percentage of the
amount recovered from the defaulted party is allotted to the Revenue
Department towards the cost of recovery proceedings and it become
possible only after the completion of recovery proceedings. In some
cases, it is seen that when the recovery proceedings are initiated, the
party concerned approach the parent department where the amount is due
and make an one-time settlement. In such cases, the Revenue
Department does not get 5 % of defaulted amount towards cost of
recovery proceedings. Actually the Revenue Department cost expense for
the recovery related proceedings like serving of notices etc. Hence the
Study Team recommend for inserting a condition in the Rules and
Procedures related to Revenue Recovery that . an
lnstitution!Department approaching Revenue Department for
recovery related proceedings should remit 5 % amount in advance to
the Revenue Department.

57
Seizure of Sand, Earth and rock etc..
5.10.15. Another major work assigned to village office is the seizure of illegally
mined sand, earth, rock etc. With the boom in construction field, illegal
mining of natural resources is also on the increase. A village officer is also
made responsible for capturing these illegally mined natural resources and
handover to the police for further proceedings. Situation is that, without
enough police force a village officer dares to encounter a powerful mafia
which has enough political support and money power, by jeopardizing his
life. The village authorities are not provided with vehicle and self
protection gear while they set out for these risky job. These type of work
can only be done with the help of a force. The work study team heard
many harrowing tales of village officers during our interaction with them. In
several instances the police were not ready to co-operate with the revenue
authorities. In this circumstances the work study team suggest that
the village authorities should be exempted from the work of seizure
of illegally mined sand, earth and rock etc. instead, a Revenue Task
Force under the control of a Deputy Tahsildar, Headquarters be
formed at Taluk level wherever required, without creation and
recruitment of further staff.
Permanent Conveyance Allowance
5.10.16. Village Officers and Village Assistants often travel across the village
concerned for enquiries in connection with land and landowners. But only
a nominal amount is allowed to them for the purpose as permanent
conveyance allowance. An amount of Rs.110/- and Rs.100/- per month is
allowed to the Village Officer and Village Assistant respectively as
Permanent Conveyance Allowance (PCA). Moreover, before issuing a
certificate to the applicant, the Village Officer has the responsibility to
conduct proper enquiry in order to ensure the veracity of the details

claimed. In most cases, the village officer has to conduct field enquiries.
Similarly in connection with protection of boundary stones, preservation of
land and other enquiries, Village Assistants have also to travel through out
the village. As said earlier, Village Officers and Village Assistants have
often to travel across the village for conducting enquiries in connection
with all and sundry affairs taking place in a village office. But they are
allowed only a nominal amount for the purpose as permanent conveyance
allowance. An amount of Rs.110/- and Rs.100/- per month is allowed to
the Village Officer and Village Assistant respectively as Permanent
Conveyance Allowance (PCA). This amount is very rTieager and will not
help them to manage all their official journeys. What is seen practiced in
the village off!ce is that, the stake holders who come for various purposes
are asked to arrange vehicles for the field visit. This situation will lead to
corruption and unfair practices. So it is high time to probe for some
solutions. Hence the Work Study Team recommend that the
Permanent Conveyance Allowance (PCA) for Village Officer and
Village Assistant have to be enhanced to Rs.2501- and Rs.200/- per
month respectively.
Inadequate Time for the execution of orders
5.10.17. Being the field level unit of government administration, village employees
have to attend to a lot of work relating to general administration such as
Election works, Law and Order issues, New welfare schemes and
projects, Land acquisition, Paddy field conservation and many more. The
Government and the Revenue department need a lot of field level
information for various projects and schemes. It is the Village Office that
collects the necessary information for the Government and the Revenue
Department. Since the work of data collection involves extensive field visit,
the village authorities need a lot of time for compiling data. But. the
authorities never give sufficient time for necessary data collection. Under

59
the pressure of superior officers the village officer is compelled to furnish
inaccurate information to the authorities concerned which inturn spoil the
very purpose of the Projects/Schemes. Therefore, the work study team
recommend that for major data collection work the Tahsildar should
hold a discussion with the village officers for arriving at a consensus
on the time frame of the data collection and sufficient time should be
given accordingly.
Contingency Fund
5.10.18. Whenever an emergency situation like natural calamities happen, it is the
village employees who run to the spot first. They engage in rescue
. operations and co-ordinate rehabilitation activities. For all these initial
operations, the village officer always find money from his pocket. Likewise,
the village officer always find himself in a tight situation When it comes to
the payment of office electricity charge, water charge and telephone
• charge. Though these casual expenses will be reimbursed later from the
• taluk office it usually take several months. Against this background the
• work study team suggest to form a Contingency Fund of
• Rs.1,00,000/- at Taluk level with the Tahsildar as the custodian of the
• fund in order to meet contingency expenses at village level.
• Compulsory Service in Village Offices
• 5.10.19. Village Offices are the grass root level unit of the Revenue administration.
People approach the village offices first for every matters connected with
40
the government. Every village staff deal with the subjects relating to
Revenue administration, Law and Order problems, Land administration
and Protection, Welfare measures and many other subjects related to
General Administration of the government. Moreover the village
employees should be well versed with the rules and regulations of
•
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• 60
• revenue village administration. It is not an exaggeration to say that nothing
• happens in a village without their knowledge.
5.10.20. But, it is very unfortunate to note that many employees of the Revenue
Department have no experience of working in village offices. Many of
• them are reluctant to work in village offices and they are known to use
• even political influence to escape posting in viliage offices. When these
• employees get promotion as Village officers, only then they come to work
• in Villages offices. How can a Village Officer who has no working
• experience in village administration discharge his duties effectively?. How
• can a revenue employee manage the administration of a Taluk without the
• administrative knowledge of its basic unit?. On the whole, the result is the
degeneration of governess in the Revenue Department. The work study
team took note of this terrible situation and thereby the team
recommends that every employee in the Revenue department should
have at least 2 years of service in a village office and the service in
village offices should be made mandatory for getting promotion to
the post of Village officer, Revenue inspector and head Clerk.
•
•
• . Work Load Analysis
5.11.1. As far as a village office is concerned, the major activity lies in the issuance
of certificates. . The work load in a village office is always increasing
proportionately to the increase in population and social welfare schemes.
There are more than 25 type of certificates are being issued from the
village offices. The village officer is authorized to issue different kind of
certificates, which are to be used at state level. For certificates to be used
at national level, the village officer has to prepare a report and send to the

61
Tahasildar. Thus, the lion's share of the day's working time of village
officer is being spent for this. For instance, the pattern of certificate
issuance for the first half of the year 2010 and 2011 atChingoli Village
Office under Karthikapally Taluk is shown below.
1200 r - -
1000
200
600
400 -.
200
0 L
Jan Feb Mar Apr May June
—t-2010 —2011
It can clearly be seen from the graph that there is considerable increase in
certificate issuance during 2011 when compared to 2010. This upward
trend is applicable to all types of works in village offices.
5.11.2. Before issuing a certificate of any kind (Nativity Certificate, Income
Certificate, Community Certificate etc.), the Village Officer has to conduct
necessary field enquiry for ensuring the veracity of the facts as declared
by applicants. But the Village Officers are forced to avoid field enquiries in
most of the cases due to accumulation of applications. An average of
more than 70 applications are seen received for various certificates in
many of the village offices in the state. This accumulation of applications
forced the village staff to depend on second-hand/indirect information

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• 62
• which is collected from the general public without proper enquiry. This
• leads undeserving applicants to gain benefit.
S
5:11.3. Normally there are two posts of Village Assistants in a village office and
the village Assistants are supposed to assist the Village Officer in all office
works as well as field duty. Village Assistants have regular duties related
to collection of taxes, transfer of registry (pokkuvaravu) etc. Hence, in
• most of the village offices, the Village Assistants/Special Village Officers
• have little time to help the Village Officer in processing applications for
• various kinds of certificates. This situation causes accumulation of
• applications in the village office. This may lead to the issuance of
• certificate without proper enquiry. The above situation may also cause
• nepotism and bribery. So it is high time to probe for measures to rectify
• the defect.
• 5.11.4. As said earlier, the Village officer is responsible for conducting enquiry
• and submit reports to the District Collector, Revenue Divisional Officer
• (R.D.O.), Land Tribunals, Civil Courts, Tahsildar, Special Tahsildar (R.R.
• & L.A.), etc. and even spot mahassar to local police station. Before
• issuing/submitting a report, the Village Officer has to made necessary
•
enquiries / site inspection to ensure the veracity of the facts. For
conducting enquiries, the Village Officer either assigns the duty by himself
or authorize the Special Village Officer / the Village Assistant for
conducting spot enquiry. Normally, due to the lack of conveyance facility,
the village staff does not conduct field visit for a single case. Instead, field
visit are undertaken for indispensable cases only. A number of field
enquiry cases are taken together and they undertake an onetime field visit
• for enquiry cases. Usually the Village Officer, Special Village Officer or
• the Village Assistant conduct field visit separately covering 2 to 4 hours a
• day. Since field visit is an essential procedure to ensure the veracity of
• the claims of the applicant and also to ensure that the certificate is issued
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• 63
• to the needy and the deserved, the work study team decided to allot 3
• hours per day for each clerical staff in Village Offices for enquiry cases(
* One hour each to the Village officer and the other two Village a 1ssistants).
• This 3 hours time per day in total can be utilised for conducting enquiries
• by the Village Officer, Special Village Officer. or the Village Assistant.
From the Pie diagram it can be seen that 16% of the total daily office time
is set apart for field visit only.
5.11.5. If the service of a Village Assistant is made available for processing the
applications, it will be a great help to the village officer for timely disposal
of applications . But the area of tax collection, pokkuvaravu etc. often
hinder the village assistants in the timely disposal of applications. If the
Village Field Assistants are also authorized for collection of taxes, the
village assistants will get sufficient time for dealing with the applications for
certificates received in the village office In such a way the Village Officer
can spent free time for focusing on other works. Such a modification in
work allotment may help functioning village offices smoothly.
•
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5.11.6. A change in work allotment methodology as proposed above will help to
solve the above problem to a certain extent. The work study team could
realized that some village offices are suffering more because of the
exorbitant area of the village, population or enormous number of
applications for various certificates. The time required for processing an
application and issuing certificate varies from one case to another. In
some cases the procedure may be simple and can be done after verifying
the records available in village offices or available with the applicant. But
sometimes it necessitates field enquiry and have to spend more time.
5.11.7. The factors which affect the volume of various applications in a Village
Office are shown below.
Population
Occupation ;-
cast
Finañc
hal •..
Condit
• ton

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S If an average of 10 minutes is to be allotted for issuing a certificate, a
S village officer can issue an average of 30 certificates per day pending
S 300 minutes (ie. 5 hours per day).This means that 81% of the working
S time of an employee per day is utilized for issuing certificates only.
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~Jo
369
S Q
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I • Total Time 369 min •Time for Certificates. 300 nun. 83%
S 5.11.8. If the number of applications increases, the situation may become more
complicated as mentioned above. Nepotism and bribery may set-in and
S • thereby spoiling the reputation of the village and ultimately may spoil the
I
goodwill of the Government.
5.11.9. Whenever Government launches welfare schemes, there will be a rush of
people to obtain eligibility certificates such as income certificates, caste
certificates etc. During school re-opening time, there will be another rush
S of people. Along with the issue of certificates, the Village Officer has to
look after other routine affairs such as Pokkuvaravu, land matters etc. He
S
has also to carry out the instructions of the higher level Revenue officers
S
with regard to general administration; attend meetings, conferences, hold
S
meetings etc. This also consumes large portion of a village officer's time.
0
As said earlier, the village officer is a touring officer who has to visit every
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66
nook and corner of the village. The Village officer entrust the Village
Assistants to conduct field visit in certain cases. Work connected with
Pokkuvaravu and issue of location certificate necessitate field visit.
Activities connected with protection of boundary stones, government
lands, and implementation of welfare measures, necessitate field visit of
the village officer in the length and breadth of the village.
5.11.10. Along with the issue of certificates, the village staff has to collect various
taxes like land tax, building tax (one time tax), luxury tax, plantation tax
etc. One of the two village assistants is entrusted with the duty. On a
comparative analysis, it is identified that an average of 50 receipts are
issued from a village office per day. If the tax payer come for remitting tax
with specific details like old receipts, fresh tax receipt writing becomes
easier for the staff and requires very little time. If such details are not
available, the village staff has to verify the volume of registers for
identifying survey number and Tandaperu etc. In normal cases, the village
staff after identifying the details in the register, calculate tax, accept the
amount, write fresh receipt and enter details in the registers. Altogether
this process requires an average of 7 minutes per case. If there are 50
receipts per day, the village staff has to spend 350 minutes per day for
writing receipts only. This means that 5.8 hours per day is spend for the
issuance of Tax receipt.
5.11.11. As per the work study norms an employee has to work for 1700 man
hours in a year which includes time allotted for personal and fatigue
allowance @ the rate of 15%. As far as a Village Office is concerned, a
village assistant has to spend 1575 Man Hours in a year for writing
receipts only. See the diagram on the previous page. If the number of
receipts increases, time required for the activity also increases.
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67
5.11.12. Transfer of Registry or Pokkuvaravu is another important activity that take
place in village office. However, no Pokuvaravu activity is being done in
villages across Malabar Region because Land Resurvey has not been
completed there. The required forms duly filled with supporting details are
sent to the village office through Sub Registrar offices. If it is a case of full
• sub division (sale/disposal of the whole area), all formalities are done in
the village office itself. But if it is a case of sub-division (sale or disposal of
part area), the village officer has to send a report to the Taluk office
inorder to get their consent. In both cases, the details are to be entered in
the registers kept in the village office. In order to ensure the genuinity of
the sale/ disposal, the village staff has to visit the site and if required the
measurement of the plot also has to be done. An average of four cases of
Pokkuvaravu are seen received in most of the village offices. From receipt
to disposal of applications (except the field visit), the process require a
minimum time of 45 minutes. If there is 4 such cases are dealt with in an
office, a minimum of 3 hours are required per day amounting to 810 man
hours per annum.
5.11.13. Along with the issuance of certificates, tax collection, Pokkuvaravu,
Meeting/Conference, there are other duties also connected with land
matters and general administration. Work connected with election, census,
prevention of unauthorized sand mining, encroachment, and preservation
of boundary stones, waterbeds, and agricultural land etc., also demand
time and labour from the village staff. During times of natural calamity like
flood, drought, earth quake, tsunami, etc., the village staff are required to
be present in the troubled areas to alleviate difficulties of the affected
people. The Village Officer has to attend at least two meetings in a month.
Many of other works mentioned above are of seasonal nature. But village
employees shall be ready to face any emergency situations.

• 68
• 5.11.14. It is reasonable to give 10 hours in a month for all such other works to
• the village employees. Hence, the total time will be amounting to 120
• Man hours in an year. It is not at all an exaggeration to say that nothing
• happens in a village without the knowledge of the village staff.
• 5.11.15. As far as the Village Office is concerned, there are more than 45 different
• . types of registers, including Jamabandhi register. The three clerical staff
• and the Village Officer is obliged to keep the registers up to date and
•
make it ready for inspection at any time by higher officers. According to
• the workstudy norms, a synthetic time of 20 minutes can be allotted to
•
each functionary for the maintenance of registers. Hence total time in this
way will be of 60 minutes per day which will amount to 270 Man Hours
per annum.
• _____________
•
•
mTime for Registers&Records management. 270 h/51 00
• 5.11.16. In the case of a Village Office, most of the registers are maintained during
the time of working hours. For example, when the time of transfer of
Registry or issue of certificate is done, entries in the registers concerned
are also done simultaneously. Many Village officers complained to the
• work study team that the registers are not supplied to them in time.
•
•
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Therefore, they have to prepare duplicate registers all by themselves
buying note books from outside. This may affect the confidence level of
the staff and lead them to unfair practices. The department may,
therefore, take every initiative in the direction of supplying necessary
registers and other stationery to them at the appropriate time
5.11.17. As such, village offices function with an average issuance 60 various
certificates, 60 to 70 land tax receipts, besides other routine works. But
they are compelled to function with the existing staff pattern. According to
the work study norms if the total work load of a clerical functionary does
not exceed one third of 1700 man hours annually, there is no scope for
additional staff. The excess work load up to a maximum quantum of one
third (up to an annual maximum of 570 man hours for a single functionary)
may well be annulled.
5.11.18. It was also identified that the work load in a village office has an oscillating
nature. Work load in a Village Office for the first 4 months during 2010 is
shown below.
Jan Feb Mar Apr
2500
2000
1500
1000
500
0
o Crtfcts
o Tax
0 PokuvaravU

S
S
S
S
S
S
S
S
S
S
S
S
S
S
S
S
S
S
S
70
It can be seen from the graph that work load in a village is not uniform
but rather seasonal. This workload more depends upon welfare policies of
Government, General Election and School reopening period
5.11.19. During peak season like school re-opening time, there is a tendency to
rise the work load to its maximum (See the diagram. During the month of
May, June and July in the year 2010 and 2011, number of certificates
issued is more than that of the remaining months.)
1 Noof
Certificates I
issued
during 2010
I and 2011
5.11.20. Apart from the peak season as mentioned above, the functioning of a
village office is working in a soft rhythm. The Department can think of

• 71
• providing the village staff with incentives, good service entry and similar
• honours inorder to encourage better performance among themselves.
5.11.21. In the case of village offices with more than 60 certifioates and 70 land tax
receipts as out turn per day can think of creation of an additional post of
• Lower Division Clerk. The Department is on the lookout for total
• computerization. In this circumstances, the service of an LDC having
• computer knowledge can be utilized far better. For instance, in certain
• villages in Palakkad District, the Department has started issuing
• certificates and doing Pokkuvaravu in collaboration with Akshaya centers.
• 5.11.22. With regard to the creation of post, a few things have to be taken into
• account. The creation of post can be done in the feeder category of lower
• division clerk. At the same time, the category of Special Village Officer
• (senior most UDC) may be renamed as Assistant Village Officer.
• Simultaneously, duties and powers of the Village Officer in connection with
the issuance, of certificates may also be delegated to the Assistant Village
Officer for issuing certificates in the absence of the Village Officer. When
the 'illage Officer is absent, people will be able to get certificates under
the seal and signature of the Assistant Village Officer. Therefore the
work study team recommend that the post of Special Village Officer
be renamed as Assistant Village Officer without change of pay or
• rank and to authorize him to issue certificates in the absence of the
• Village Officer.
• 5.11.23. At present, if a village officer is not available or on leave, the Tahasildar
• concerned take initiative for handovering charge of the Village Officer. The
• charge of the village officer is handed over to the village officer of the
• neibouring village. This create great difficulty to the public of both the
• villages as well as to the village officer assuming additional charge. During
• the period of the study, the team noticed certain village Offices in the State
• with the post of the village officer lying vacant for long period. If the Village
•
•
•
•
•

72
Officer holding additional charge is at an affordable distance, he will be
able to manage the affairs to a certain extend. If not he will not be able to
manage things smoothly.
5.11.24. In the case of authorization of additional charge in Village Offices, the
Revenue Department can have other options also. At present there are
minimum posts of Deputy Tahasildars attached to each Taluk. Each
Deputy Tahasildar is holding the charge of two to three Village Offices.
They conduct routine visit to the village offices and supervise the
activities going on there. The post of Deputy Tahasildar is a promotion
post of Village Officer. Hence the Deputy Tahsildar is well versed in the
day to day affairs of the village Offices. The absence of the Village Officer
can be managed effectively by handing over full additional charge of the
Village Office to the Deputy Tahasildar concerned. The department can
think of providing special allowance to the Deputy Tahasildar for holding
full additional charge of the Village Offices.
5.11.25. At the outset of the chapter, it has been mentioned that major activity
taking place in Village Office is the issuance of various certificates. There
is a prescribed application form for each certificate which the applicant
has to bought from outside and submitted tothe office duly filled. Normally
this activity is done with the help of externa! agencies who demand
exorbitant rates. The work study team during data collection found many
such agencies attached to village offices and Taluk offices misleading and
misguiding the common people. Most often these agencies act as
middlemen and play cunning tricks on the poor people. If this practice is
continued, it will spoil the goodwill of the department. Therefore, the
department has to probe for rectification measures. Forms should be
provided to the people either free of cost or at a reasonable rate. The
officer in the help desk/enquiry counter can assist the people in getting the
forms filled by themselves. Hence the work study team recommend

Work study report on village offices Kerala

Work study report on village offices Kerala

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Work study report on village offices Kerala