Mana Badi Nadu Nedu – School infrastructure Maintenance Funds guidelines

Memo No.1840006 /MBNN/2022 Date: 02.11.2022

Sub: Mana Badi Nadu Nedu – School infrastructure Maintenance
Funds – allocation and operational Guidelines — Revised guidelines issued ~ Government Memo Communicated- Reg,

Ref: Government Memo No.1840006/Prog-II/A2/2022, Dt.02.11
2022,

(Reference copy communicated)

While Communicating Government memo, All the Reglonal Joint
Directors, District Educational Officers, Additional Project Co-
ordinators in the state are requested to take necessary action in the matter, as directed by the Government.

2, The above said memo is also avallable in https://nadunedu.se.ap.gov.in
This reference treated to be Most Urgent

Mana Badi Nadu Nedu – School Infrastructure Maintenance Fund guidelines

Memo.No.1840006/Prog.II/A2/2022 Dated; 02/11/2022
Sub: SE- Mana Badi Nadu Nedu – School Infrastructure Maintenance Fund allocation and operational guidelines – Revised guidelines – Reg.

Ref: 1. Government Memo No.1632817/Prog.I/A2/2022, Dt.04.02.2022
2.From Commissioner, School Infrastructure, eFile No: 11/36/2022-
CIVIL SEC-55A-Part(1), dated:12.10.2022

Government have taken up School infrastructure improvement
through Mana Badi Nadu Nedu program in a phased manner. In Phase-| of
the program, 15,713 schools were taken up for improving the
infrastructure. All the assets and equipment created under Madu Nedu,
chould be maintained well by promptly attending to periodic maintenance
and essential repairs to be undertaken to maintain the quality and extend
the life of the assets created, Therefore, Government have decided to give
top most priority to the School Infrastructure, School Maintenance and
Toilet maintenance. Accordingly, Government have issued School
Infrastructure Maintenance Funds-allocation and operational guidelines
vide reference 1cited.

1. In the reference 2″ cited, the Commissioner, School Infrastructure
   has informed that quidelines issued in the reference 1% cited are only for
   Phase-l schools and requested to revise the draft guidelines, so as to
   incorporate Phase-ll, Phase-lll schools and Junior colleges also.
   3 In the circumstances reported by the Commissioner, School
   Infrastructure and in supersession of the Government Memg issued in the
   reference 150 cited, Government hereby revise the School Infrastructure
   Maintenance Funds – allocation and operational guidelines, as follows:
   (1) The funds will be utilised by the School Head Masters / Principals of
   Junior Colleges and Residential schools and other Educational Institutions,
   for the following purpose:

Implementation Process :

a) The Parents committee shall nominate 2 members from the Parents Committee (PC) for cheque signing. These 2 {Two)
nominatedmembers shall be from the elected members of PC and shall be by the parents committes by passing resolution,,

These Two members and tha Head Master shall be authorized as joint account signatories for cheques. In case of ongoing Nadu
Maintenance Nedu Schools, The existing parent Committees will monitor the Fund as per the procedure under Nadu-Nedu.

b) These three members shall form the school development committee and shall be accountable to the Parents committee and inform all the transactions in their monthly meetings.

Identification repairs on daily basis

al The Head Master and Parent Committee Members will go around the School on a daily basis and identify the needs and maintenance items which need to be taken up immediately,
b) Estimates will be prepared for each need and the Parents Committee shall pass a resolution on the repairs to be taken up. The resolution shall be signed by Head Master , Engineering Assistant /Ward Amenities Secretary and majority members of the Parent Committee and the same should be uploaded in STM3 App by the Head Master.This resolution shall be treated as Administrative Sanction.

Once the committee identifies the list of repairs and the approximate estimated amount, the same shall be entered in STMS by the HM in the mohile App along with component wise photos of repairable items,

d) The format for the estimated repairs is given below:

The above information will be uploaded in the mobile application
after the resolution by the parent’s committee.

e) Once the information is uploaded by Head Master , the same
shall be sent to Sachivalayam engineer’s log in. The Sachivalayam Engineer who is a member of the Parent’s
committee and took part in the identification process, shall endorse the same and push the same to MEO (Mandal Education
Dfficer). The MEO shall endorse the same after verification of the repairs identiffied and the costing done by the parent’s
committee and upload the same to APC at district level.

f) Once Head Master uploads the resolution, Administrative
sanction is accorded by the Head Master, FAO will generate the
FTO (fund Transfer Order) and the APC will approve the same and
send to CFMS,
g) Once the money is received, the Parents committee at
school level shall start implementing the repairs under SMF.
h) The rates of material such as cement, sand, bricks, tiles,
taps, pipes. and lsbor charges such as mason, plumber,
carpenter etc shall be decided by the parent committee before
the work is started.
i) Mo advance shall be paid to any supplier or laborers. Head
Master is permitted to hold imprest advance of Rs.5000/- every
Month.
j) The committee shall procure the material from the market
duly paying for the cost after thorough market enguiry. Once the
work is done, payments shall be made to
laborers/Mason/Plumber and bills will be taken from the laborers,
k) For every bill there shall be one printed voucher to be
written by the HM. Each bill and voucher shall be signed by all
the SMF committee members.
1) All the signed bills/Vouchers shall be uploaded in 5TMS
mobile App, as proof of expenditure.Head Master , ane PC
member , Enginesring Assistant shall sign every bill before
uploading the bill into STMS.

Monthly Special Inspections :

The Head Master , Engineering Assistant/ Ward amenities Secretary
and the Welfare and Education assistant shall in the first week of every
month conduct a detailed inspection to identify repairs and items which
require malintenance and the same will be captured and uploaded to
STMS. In case of warranty items the Head Master through his login will

raise a request to the Vendor to take up repairs and replace the defective parts/spares covered under warranty period. For items which are not covered under warranty, the STMS software will generate estimates and the process for release of funds to Pa rent Committees will be triggered.

FUND FLOW

Based on the prescribed ceilings for each category of schools, the initial amount would be released, After spending 80% of the released amount the eligible amount for the next month will be topped up,
By taking District as a unit 80% of the total SMF amount due to schools/ Jr. Colleges will be released to schools, 20% of the District entitlement will be kept at the disposal of the District Collector for Special and high value repairs (which are beyond the School Financial Ceiling limits ) Annexure-l & II

Transparency and prudency

a) Every Rupee is important in SMF. Dus diligence and transparency shall be followed while incurring expenditure,
b) The HM, Sachivalayam Engineer,and other SMF committee members shall ignore local vested interests and take up repair works with honesty and transparency.
¢} The HM being the Government representative and being a responsible officer shall provide best services to his/her studerits and shall hold great responsibility and accountability.

Books of Accounts

Minutes book shall be maintained in which all the decisions are recorded and Signed by PC members the same shall be scanned in the mobile application and uploaded to STMS. Cash book entries on a daily basis shall be captured, Daily receipts and expenditure , stock register |, inventory register shall be maintained by Head Master,

Social Audit

a) The expenses met under SMF and schoal Grant under 55 shall be subjected to detailed social audit process,
b) Disciplinary Action will be initiated against all the committee members if they resort to any misappropriation in the implementation of SMF or School grant under S is noticed.

Execution_instructions :

a) Execution should be done by parent’s committee and this is non-negotiable, No contractor shall be engaged for this purpose.

b) The repairs may be taken up any time throughout the year,
It need not be a one time ackivity,
¢) The details of work done shall be recorded in detail in the
voucher.
d) Al Nadu Nedu GOs, guidelines, circulars should be followed.
e} While incurring the expenditure Parents Committee may
adopt the lowest market rates prevailing at Mandal level. No
engineering estimates are required to be prepared as these
repair works are very small in nature.
f) Amount should be spent only on itemns which are not coverad
by warranty. The details of material supplied under Nadu Nedu
which has warranty period is given in Annexure |Il.
g) While uploading the Bills expenditure upto plus or minus
259 deviation in any component in original estimates will be
allowed within the School ceiling limit. In case the deviation is
beyond 25% APC will approve the same within School ceiling
limit. Hence Preparation of initial estimate In 2 diligent manner is
very impaortant.
h) Of the total allotted amount for a District 20% will be
earmarked for Special and Emergency repairs. District Collector
will approve such repairs and in such schools. permission for a
Special repairs estimate generation will be opened in 5TMS.

Negative list

(a) No new constructions like new class rooms, new kitchen
sheds, Dining sheds or new infrastructure shall be taken up with
these funds.
(b} No new equipment or Furniture should be purchased.
{c) Capital expenditure shall be prohibited,

Flying Squad:

There shall be a flying squad at district level to be constituted by
district collector which will consist of one officer each from engineering
section | Education department; R&B Department and V&E Department
and independent member from Parents Committees. The squad shall
undertake a minimum number of 7 surprise inspections in the month and
send a detailed report giving their observaticns and shortfalls to the RJD/
Government simultaneously.

Provision in STMS Software :

The Nadu-Nedu STMS software shall be used for all purposes of SME School Grant. The selection of agency for all software related support should
procedures be made In a transparent and competitive manner as per and NOT by nomination.
Regional
4. The Commissioner of School Infrastructure, all the District Collectors,
Co-ordinators Joint Directors, District Educational Officers, Additional Project
Educational of Samagra Shiksha, Executive Engineers, District
scrupulously Officers shall ensure that the above guidelines are followed to ensure timely maintenance of the assets and equipment created under Mana Badi Nadu Nedu Rprogram.

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