3-1. References to Government regarding buildings – All references to Government regarding buildings shall be accompanied by the opinion of the Superintendent concerned and that of the Deputy Inspector General.
3-2. Standard designs – As far as possible the standards designs for various buildings, as approved by Government, shall be adhered to. Such designs may be obtained for reference from the Public Works Department or from the offices of the range Deputy Inspector General.
3-3. Lock-ups and other subsidiary buildings not police buildings – (1) Judicial lock-ups, other than those situated in tahsils or district courts, and all subsidiary buildings connected with them, including police guard rooms, are judicial buildings. Mortuaries are under the control of Medical Department, Lock-ups and subsidiary buildings situated in tahsil and district courts are revenue buildings. Necessity for repairs or alterations to buildings of these two classes should be brought by the Superintendent of Police to the notice of the District Judge Deputy Commissioner, respectively.
Places of worship on police premises – (2) No place of worship or other building, not being a Government building, shall be erected by members of the police force or other persons in the police lines or other police premises without the sanction of the Provincial Government obtained through the Inspector-General. A list of all such places of worship (including praying platforms) on police premises, giving dimensions, area, boundaries and a brief history shall be maintained in each district and in the offices of Deputy Inspectors-General. No additions or enlargements to such buildings or encroachments on Government land shall be permitted without the sanction of the Provincial Government.
3-4. Classification of work – (1) All references regarding building should be made under one of the following heads:-
(a) Major Works – Include all original works costing more than Rs. 1[25,000]
(b) Minor Works – Include all original works costing not more than Rs. [25,000]
(c) Special Repair – Include all repairs which can not be considered as coming under sub-head (d).
(d) Petty Construction and repairs.- Include all ordinary periodical and petty repairs and all construction carried out by daily labour or by contract under the orders and supervision of the Superintendent.
- Separate reference shall be submitted regarding each separate project or work.
3-5. Police Works Department and Civil Grants – Annual grants for minor works and special repairs are placed by the Public Works Department at the disposal of the Inspector General of Police, who distributes them at his discretion to the Deputy Inspector General of the [ Special Branch, Crime Branch, Telecommunications, Commandant Punjab, Reserve Police and Police Training College Sihala and Assistant Inspector General of Police, Welfare and Qomi Razakar Organizations] ranges retaining a portion to finance important works costing over Rs. 5000 and to provide a reserve for emergency. An annual contingent grant, distinct form the Public Works Department grant, is made by Government for petty construction and repairs in each district. This grant is distributed among Deputy Inspector General by the Inspector General who retains a proportion of the totl amount as his reserve Deputy Inspector in turn distribute their grants among districts after retaining such portion as is necessary to form a reserve. This reserve is distributed at a later stage to carry out urgent repairs when ordinary district grants prove for any reason inadequate. Similarly, the Inspector General’s reserve is distributed to Deputy Inspector General and, sometimes direct to district, when necessary, apply to the Deputy Inspector General for an additional grant from these reserve in the manner prescribed in rule 10-170(2).
3-6. Powers of Deputy Inspectors General to grant funds for approved works and special repairs – Deputy Inspector General are authorized to sanction funds out of the distributed allotment for administratively approved works costing not more than Rs. 5000 and for any special repair project which has been administratively approved and for which the estimate has been prepared by the Public Works Department.
3-7. Administrative approval – (1) Application for administrative approval to major works, minor works and special repairs should be made at any time when the necessity for such works becomes apparent. The following officers are delegated with powers to accord administrative approval and the proposals should be submitted to them through proper channel:-
|Serial No.||Nature of powers.||To whom delegated.||Extent.|
|1.||To convey administrative approval to proposals for works other than residential buildings under paragraph 5.9 of the Punjab Public works Department Code.||Inspector General of Police.||(i) For works of petty and annual repairs as well as original works or special repairs to the buildings in the charge of Police Department falling under the Major Head “29 – Police” and to the extent of Rs. 30000/- only.
(ii) For works appertaining to Police lines and Police stations and miscellaneous buildings of the Police Department falling under the minor head “Original Works –Building- Police” of the major head “50-Civil Works” and to the extent of Rs. 25000/- only.
|2.||To convey administrative approval to works for non-residential buildings.||Deputy Inspector General of Police||(i) For works of all petty and annual repairs as well as original works or special reapris to buildings in the charge of the Police Department falling under the minor head “Works” of the Major Head “29 – Police” and to the extent of Rs. 15000/- only.|
|3.||To convey administrative approval to estimates of capital expenditure on the construction or purchase of residences for Government servants.||Superintendent of Police, Principal, Police Training School and Assistant Superintendent of Police incharge Provincial Additional Police.
Inspector-General of Police.
|(ii) As in (ii) against serial No. 1 above and up to Rs.1,000/- only.(iii) For works described in (i) above to the extent of Rs. 300 only.
To meet the requirements of the Police Department, and subject (i) to a limit of Rs.2,000/- for the total cost of the building and (ii) to the proviso that the rental value of the building calculated according to the Fundamental Rules 45-A and 45-B or any subsidiary Rules there-under shall not exceed to percent of the average emoluments of the class of tenant for whom the buildings is intended.
|4.||To convey administrative approval to estimates of expenditure on works in connection with existing residential buildings.||Chief Engineer Public Works Department. Buildings and Roads Branch.||To meet the requirements of all the departments and subject (I) to a limit of Rs.2,000/- for the total cost of the building, and (ii) to the proviso that the rental value of the building calculated according to Fundamental Rules 45-A or any Subsidiary Rules there-under, shall not exceed 10 percent of the average emolunents of the class of tenant for whom the building is interded.|
|5.||To accord administrative approval to estimates of expenditure on works in connection with existing residential building.||Superintending Engineers, Public Works Department, Building and Roads Branch.||Up to a limit of Rs. 200 in each case irrespective of the capital cost of the building which includes the cost of sanitary, water supply and electrical installations provided that the rental value of the building calculated according to Fundamental Rule 45-a or Subsidiary Rules thereunder shall not exceed 10 per cent of the average emoluments of the class of Government servants for whom it isintended.|
NOTE: The money limits specified in these delegations relate to the entire estimated cost of a work including both original works and repairs, if any, and not merely to the cost of the portion relating only to original works.
(2) Proposal for administrative approval not covered by the delegation mentioned in the foregoing table shall be referred to the Provincial Government in the Home Department.
(3) An application for administrative approval for a building should either refer to a standard plan and estimate or be accompanied by a rough plan and approximate estimate (to be obtained from the Executive Engineer). A clear description of the work should be given and the application should also state the necessity for the work.
(4) When proposals are being prepared with a view to obtaining administrative sanction for building projects the position in regard to acquisition of the site shall be carefully studied. If the process of acquisition, whether compulsorily or by private negotiation, is likely to involue delay before possession can be obtained, the fact should be clearly stated in the proposals, so that the desirability may be considered of allotting funds for the acquisition in advance of those for included in the estimated cost.
3-8. Major works – (1) Proposals for new major works shall first be submitted unofficially through the proper channel for the general approval of the Inspector General. If approved, the Executive Engineer should be asked to prepare a rough plan and estimate. These shall than be submitted officially to the Inspector General for the administrative approval of Government.
(2) On receipt of administrative approval the works will be included in the register maintained for the purpose in the office of the Inspector General and detailed plans and estimates will be prepared by the Public Works Department.
3-9. Minor Works and special repairs in the execution of which professional skill is needed – Any minor works or special repairs in the execution of which expert supervision is needed should be carried out by the Public Works Department. In the execution of such works the following procedure shall be adopted – (vide paragraph 8.62 of the Public Works Department Manual of Orders):-
(a) The Superintendent of Police shall first of all submit a report on each proposed work to the Deputy Inspector General for his approval and enquiry as to the possibility or otherwise of funds being available in the near future. After the Deputy Inspector General has accorded his or submit rough plans and estimates. Requisitions on Executive Engineers to propare estimates and projects for which there is no reasonable possibility of funds being provided during the ensuing financial year should be avoided.
(b) The Superintendent of Police shall countersign the estimate in token of his approval and submit it with the plan to the Deputy Inspector General, who shall either return the project for emendation or, if he approves of it and the estimate is more than Rs. 5000, forward the plan and estimate, after countersigning the latter, to the Inspector General.
(c) The Inspector General, and, in cases where the estimate is for Rs. 1000 or less, the Deputy Inspector General may accord administrative approval and shall return the estimate to the Superintending Engineer for technical sanction and preparation of a detailed plan and estimate. The latter will be forwarded to the Executive Engineer by the Superintending Engineer, who will also ask the Deputy Inspector General to allot funds according to the provision of rule. 3.6.
(d) If the estimated cost is more than Rs. 10000/- the Inspector General shall act as in paragraph 2.7 of the Punjab Police works Department Code. He shall obtain the administrative approval of the Provincial government in the Home Department and the technical sanction of the competent authority in the Public Works Department, thereafter allotting funds from his Public works Department, allotment for minor works or special repairs as the case may be.
Proposals for the construction of, or additions and alterations to, residential buildings will be submitted in the same manner as prescribed for major works or minor works and special repairs, as the case may be. All such projects will be carried out of the Public Works Department. The administrative approval shall be accorded as provided in rule 2-7(1).
3-10. List to be maintained – (1) Each Deputy Inspector General shall maintain the following lists in Form 3-10(1).
(a) List of administratively approved minor works and special repairs.
(b) List of administratively approved additions and alterations to existing residential buildings.
(2) The Inspector General maintains a list of administratively approved major works in From 3-10(2).
(3) Lists, in order of urgency, of minor works, special repairs, and additions and alterations to existing residential buildings, which it is proposed to undertake in the following year, shall be submitted by each Deputy Inspector General to the Inspector General by the 1st August in each year. Superintendent of Police shall also report to the Deputy Inspector General the date of commencement of all works for which funds have been allotted to the Public works Department and the date when the completed work was accepted.
3-11. Communication of allotment of funds for minor works and special repairs to various officers – The authority allotting funds for specific minor works and special repairs, or conveying administrative approval to such works or repairs, shall communicate the sanction to the Accountant General, and the Secretary to Government, Public Works Department, as well as to the officers of the police department concerned.
3-12. Petty construction and repairs – An annual allotment for petty construction and annual repairs is included in the annual allotment statemest of police contingencies. This can be supplemented from time to time by appropriation from the reserve under the same head at the disposal of the Deputy Inspector General.
3-13. Power of the Superintendent, Deputy Inspector General and Inspector General to sanction estimates for petty and annual repairs, etc. – (1) The following gazetted police officers may sanction within the sum allotted under Rules 3-12, regular estimates for petty and annual repairs to police buildings and or original works and special repairs not exceeding at one time on any one buildings, or any one project, the amount specified opposite their designation :-
Deputy Inspector General, 9[Commandants, Punjab Reserve Police and Police Training College, Sihals.} … 5,000
Inspector General. … 10,000
(2) This authority extends to both residential and non-residential buildings, but does not extend to-
(i) The execution of words whether skilled civil engineering supervision required.
NOTE : Such supervision is not considered necessary in the case of simple works which can normally be entrusted to skilled artisans employed by the Police Department.
(i) The construction of buildings for head quarter offices.
(ii) The construction of works in connection with residential buildings for which capital and revenue accounts are maintained (e. g, gazetted officer’s houses) and all new residential buildings.
(iii) The construction of such works as the Finance Department may call upon the Public Works Department to execute.
- Before works under this order are executed the administrative approval of the competent authority must be obtained.
- An up-to-date record of expenditure against sanctioned estimates shall also be maintained.
3-14. Payments on account of petty construction and repairs – (1) When petty construction or repairs are carried out through a contractor, detailed estimates and, where necessary plans shall be insisted upon. Portions of the total sum sanctioned for the work may be advanced on receipt vouchers (from 10-33 (1)) obtained from the contractor, but no second advance shall be given until the Superintendent is satisfied that reasonable progress has been mad with the work, and final payment shall not be made until the work has been thoroughly checked by a gazetted officer or inspector. Such officer shall satisfy himself that the work has been completed in every respect as to quality and quantity of materials and the extent of the work, according to the estimate.
(2) When money is allotted to police officers for carrying out work under their own supervision, advance payments up to the full sanctioned sum may be similarly made, on the receipt of form 10-33(1) of the police officer concerned, acting in the capacity of contractor, but for purposes of departmental check a detailed account in Form 3-14 (2) of actual expenditure on labour and materials shall be submitted. The work shall be thoroughly checked at the ealiest opportunity by a gazetted officer or inspector with this detailed account, and such officer shall satisfy himself that thework has been executed and the money actually disbursed in accordance therewith.
3-15. Rents treated as police contingent charges – The rent of any building or land hired for public purposes shall be paid under the authority of the Inspector-General. A certificate from the Executive Engineer, as required by clause 15(a) of Appendix 5 of the Civil Account Code, shall be attached to the contingent bill containing the first charge in each year. Buildings rented as residential quarters shall be placed in charge of the Public Works Department and their rent shall be met from the Public Works Department budget, vide, paragraph 484 of the Public Works Department Account Code.
3-16. Payment of rent to other departments – The police department shall not pay rent to another department of Government for land or building, except the commercial departments as mentioned in paragraph 1(B) of Appendix 6, Civil Account Code.
3-17. Supplementary certificate to be signed by officers on assumption of office regarding rent of residential buildings – All officers occupying residential buildings leased by Government should satisfy themselves that the buildings have been brought on the books of the Executive Engineers concerned, who are responsible for recovering the rent from the occupants and paying it to the land-lord and also for letting such buildings to new occupants. When it becomes necessary to negotiate for, and to draft new leases in respect of, residential buildings, the Executive Engineer should invariably be consulted, as he will be responsible for seeing that the lease is properly signed and duly registered.
In cases where a building leased or rented by Government for the residence of a police officer is used partly as an office and partly as a residence, or Vice Versa, the full rent shall be paid by the Executive Engineer and charged to the minor head “Repairs”. The rent of the portion used as an officer shall be adjusted by book transfer by credit to Revenue and debit to the contingent grant of the Police Department.
When an officer takes over charge of an office, entitling him to occupy a residential building leased or owned by Government, he should, apart from the usual charge certificate on assumption of office, sign a supplementary certificate starting that he becomes responsible for the rent of a particular building from a given date. There relieved officer should state similarly that his responsibility for the rent has ceased. A copy of this certificate should be sent to the Executive Engineer as well as to the officers to whom copies of the charge certificate are sent. If an office does not carry with in any responsibility for the rent of a building the supplementary certificate will be blank and will be signed with a line drawn across it. In cases where the relieving officer has not to occupy the building, the responsibility of the relieved officer for rent will not cease until he has furnished the above certificate and has handed over the key to the Executive Engineer concerned.
3-18. Other accommodation for office – (1) When, in consequence of no suitable public building being available, a police officer provides accommodation for his office in his private residence, that proportion of the rent which is assessed by the Executive Engineer as being the rent of the accommodation occupied as an office may be claimed from Government.
(2) When a Superintendent of Police allots accommodation (other than a mere open varandah) in his residence as a waiting room for visitors on official business, the Inspector-General may, if satisfied of the suitability of such accommodation, sanction the payment by Government of the rent of the waiting room and the rent of the room in which visitors are received. The assessment of the portion of the rent to be paid by Government and its payment to the land-lord will be arranged by the Executive Engineer.
0[3-19. Provision of married quarters – Government is under no obligation to provide free accommodation to Police Officers of any rank. If Government accommodation is Provided their families, rent will be charged at the rate prescribed by Government from time to time. The accommodation in barracks shall be treated as duty accommodation and no rent shall be charged be for it].
1[3-20 and 3-21] [Deleted by the Notifi. No. 7258/III, dated: 27.03.1983..
3-22. Disposal of claims for family quarters or house rent allowance – In determining the priority of claim for family quarters or for the grant of house rent allowance, the Superintendent of Police shall be guided by the following consideration in the order given below:-
(a) The length of service of the applicant;
(b) the general conduct of the applicant;
(c) the permanency and nature of his duty at headquarters;
(d) the number of members of his family (wife, sons and daughters only);
Provided that no allowance shall be granted unless –
(i) the house is within reasonable distance of the applicant’s place of duty;
(ii) a superior officer, not below the rank of sub-inspector, certifies monthly that the wife (and family, if any) of the recipient of the allowance is residing with him, and that no official quarters are availabale.
[3-23] [Deleted by the Notifi. No. 7258/III, dated: 27.03.1983 [PLD 1983 Pb. St. 44]
3-24. Rules regarding installation of electricity in police buildings – (1) All proposals for the installation of electric lights and fans in non-residential buildings shall be submitted, accompanied by a rough plan showing where the lights and fans are to be installed and a rough estimate or the cost involved, to the Deputy Inspector-General who will accord administrative approval if the cost involved does not exceed Rs.1[5,000], otherwise he will forwarded the proposal to the Inspector-General for administrative approval. When the proposal has been approved, the Electrical Engineer to Government shall be asked to prepare detailed plans and estimates with a view to the allotment of funds
(2) Proposals for the installation of electric lights and fans in residential buildings shall also be submitted, accompanied by a rough plan showing where the lights and fans are to be installed and a rough estimate of the cost involved, to the Deputy Inspector-General who will obtain the administrative approval or the Electric Engineer to Government if the cost involved does not exceed Rs.100; otherwise he will forwarded the proposal to the Inspector General for obtaining the administrative approval of the Provincial Government in the Public Works Department.
Electric installation shall not ordinarily be provided in quarters, whether married or single, of assistant sub-inspectors and head constables, or in married quarters of constables.
[3-25] [Deleted by the Notifi. No. 7258/III, dated: 24.04.1983 [PLD 1983 Pb. St. 44]
3-26. Police Rest – houses – (1) When police rest-houses are not being occupied by officers of the department, they may be used by gazetted officers of any other department, and by a District Engineer, whose duties require them to visit the localities in which such rest-houses are situated on the understanding that an officer of the Police Department has a prior claim to the accommodation available. The occupation of police rest-houses extends only to an officer and his wife and not to their family or members of their party without the written permission of the Superintendent of Police concerned, and then only on the understanding stated above. 1[ Besides charges for Electricity etc., rent per-room shall be charged as Rs. 30 per diem].
(2) A list of the furniture and other articles, supplied for the use of the buildings, shall be hung in every police buildings, and shall be countersigned by the Superintendent.
3-27. For rules regarding the occupation of Public works Department rest houses see Punjab Public Works Department, Buildings and Roads Branch Manual of Orders, Chapter 9.
3-28. Register of police lands – A register in form 3.28 shall be maintained by each Superintendent of all land which is Government property occupied by the police, showing the exact area of each plot so occupied. The register should give the exact measurement and boundaries, and, in the case of rural lands, the khasra numbers. Officers in immediate charge of the properties in question are required to check periodically the entries in the register, and to report at once any instances is which encroachments have been made.
In accordance with the rules of the Public Works Department at title deeds of houses or lands purchased for public works purposes are deposited with the Deputy Commissioners of the district in which such lands or buildings are situated.
3-30. Boundaries to be demarcated – The boundaries of all police lands shall be carefully demarcated, as funds may permit, by permanent masonry marks or walls, and, until such marks or walls can be created, by small trenches and hedges. All such lands shall be recorded in the nazul register in English with a note that they are in the occupation of the police.
3-31. Sale of produce, etc., from police lands – Punjab Government Consolidated Circular No. 6 requires that the value of the produce of lands in the occupation of Government departments should be realized for the benefit of Government and credited to the treasury as police land fund revenue. The object in view is not that supervising and executive police officers should occupy themselves in the attempt to farm land at a profit, but that all natural products, such as loppings of trees, grass and fruit should be disposed of for the benefit of Government and should not be misappropriated.
The police department requires land for the housing, training and recreation of the force and for the pitching of temporary camps in the vicinity of police buildings. In addition to space for parades and the pitching of camps of where necessary it is desirable to occupy sufficient ground in the vicinity rural police stations to permit of a small garden being kept up, in which vegetables and the like may be grown by the staff for the their own consumption. A total area of approximately two acres is sufficient for all these requirements, and land in excess of this amount should not normally be acquired. Where land is held by the police in excess of requirement, the fact should be brought to the notice of the Inspector-General.
3-32. Cleanliness and keeping of animals in police buildings and quarters – (1) Police buildings and quarters shall be kept perfectly clean, and the furniture and other property in them shall be arranged in an orderly way. The ground in the vicinity of police buildings shall be kept clean and free from objectionable matter.
(2). Except in pounds and stables, horses and other animals shall not be kept inside police buildings, of enclosures, or in objectionable proximity to them.
(3). Police officers residing in police buildings or quarters shall not keep any buffaloes, cows or other animals without the sanction of the Superintendent of Police, which shall be granted only when proper accommodation exists for such animals to which they must be confined. In no case shall permission be granted to erect accommodation for animals. Animals must be removed form police land and from near police buildings if the owners desire to take from the stables, or other accommodation, in which they are kept. Police officers permitted to keep animas shall pay for any damage caused by such animals to Government property. (For cleanliness or damage to Government family quarters see rule 14-57).
FORM No. 3-10 (1)
(a) LIST OF ADMINISTRATIVELY APPROVED MINOR WORKS AND SPECIAL REPAIRS OF THE ___________________RANGE FOR WHICH FUNDS ARE REQUIRED IN THE NEXT TWO YEARS.
(b) ADDTIONS AND ALTERATIONS TOEXISTING RESIDENTIAL BUILDINGS.
|Description of work
Locality or Town
|Number. & date of letter according administrative approval||Number. & date of letter according technical sanction||Amount of sanctioned estimate, or in cases of works not technically sanctioned cost of work.||Remarks|
(To be drawn by hand. Offices should draw out the “peshani” to allow columns to be of correct proportions.)
FORM No. 3-10 (2)
LIST OF ADMINISTRATIVELY APPROVED MAJOR WORKS OF THE POLICE DEPARTMENT FOR WHICH FUNDS ARE REQUIRED IN THE NEXT TWO YEARS.
|Serial No.||Description of work||Civil District||Locality or town||Administrative approval accorded in Punjab Government letter||Amount for which administrative approval has been given||Technical sanction accorded by Punjab Government, Public Works Department, letter||Amount of sanctioned estimate||Remarks|
(To be drawn by hand. Offices should draw out the “peshani” to allow columns to be of correct proportions.)
FORM No. 3-14 (2)
Account of Reparis of police building (name) ………………………………
Column 1 – Date.
2 – No. and description of material purchased.
3 – Rate.
4 – Cost of material purchased.
5 – Total (coulumns 4 and 5).
6 – Remarks (Here state number of vouchers attached)
Abstract showing the presence of daily labourers in connection with the repairs to police buildings (name) ……………………………………………….
|Dates of the month of 19 .|
|Serial No.||Name of labourer||Kind of work||Daily rate.||1st||2nd||3rd||4th||5th||6th||And so on.||Remarks|
|Rs. a. p.|
FORM No. 3-20
Register of applications for family quarters or house rent in lieu thereof.
Police Department District.
|Serial No.||Date of application||Name and rank of applicant||Date of appointment in Police service||Applicant’s home residence||Detail of applicant’s family for whom accommodation required||Nature of duty at headquarters||Final orders of Superintendent of Police.|
FORM No. 3-28
register of land belonging to government in the occupation of the police.
Column 1 – Locality.
2 – Area.
3 – Boundaries.
4 – Whether marked by boundary pillars.
5 – Information is columns 2 and 3 whence obtained.
(This register to be prepared by hand)
 Subs. & Re-constituted Notifi. No. 7258/M-III 13-4-83
0 Subs. by the Notifi. No. 7258/M-III dt 27-4-83 [PLD 1983 Pb St. 44]
 1 Subs. by the Notifi. No. 7258/III, dated: 27.04.1983 [PLD 1983 Pb. St. 44]
1 Deleted by notify. No. 7258/M-III, dt. 27.04.1983