The Madhya Pradesh Griha Nirman Mandal Regulation, 1998

MADHYA PRADESH GRIHA NIRMAN MANDAL 
REGULATIONS, 1998 
Bhopal, 7th December, 1998 
 
No. F-13(6) 98/32-I  -In exercise of the powers c onferred by Section 103(3) and 
Section 17 of the Madhya Pradesh Griha Nirman Mandal Adhiniyam, 1972 (No.3 of 1973), 
the Madhya Pradesh Housing Board has made the following Regulations substituting the 
Madhya Pradesh Housing Board Regulations 1977 as amended from time to time the same 
having been approved and confirmed by the State Government, namely: 
REGULATIONS
 
1. Short Title:- These Regulations may be called the Madhya Pradesh Griha Nirman 
Mandal Regulations, 1998 and shall substitute the M.P. Housing Board Regulations, 1977 as 
amended in 1986, 1990 and 1998. All rules, .re gulations, circulars,  instructions and 
resolutions of the Board issued prior to the coming into force of these Regulations are hereby 
superseded in so far as they arc inconsistent with the provisions of those Regulations. 
2.  Definitions:  - In these regulations, unless the context otherwise requires, the Act 
means the Madhya Pradesh Griha Nirman Mandal Adhiniyam 1972 (No.3 of 1973). All 
definitions, unless the context otherwise requires, shall be construed as defined in Section 2 
of the Act. 
3.  Application or certain rules to officers and servant of the Board:  - In accordance 
with the provisions contained in Section 15(2) of  the Act., the rules, orders and instructions 
applicable to the employees of the State Government in various grades (more particularly, the 
Madhya Pradesh Civil Services (Conduct) Rule s, 1965, the Madhya Pradesh civil Services 
(Classification control and A ppeal) Rules 1966, the MJ). Fundamental Rules, and the 
Madhya Pradesh Civil Services (Medical Attend ance) Rules, 1958 shall be  applicable to the 
officers and servants of the Board in corres ponding grades, to the extent they are not 
inconsistent with the provisions of the Act a nd these Regulations and subject to other rules, 
regulations, modifications and resolutions ma de by the Board from time 10 lime. For the 
purpose of applicability, the St ate Government, the Governor and the Head of Department 
shall be the Board, the Chairman and the Housing Commissioner respectively. 
4.  Appointment, Promotion, Grant or le ave and Punishment of officers and 
servants of the Board 
 1.  Appointments and promotions : The power of appointing or promoting any 
person on a Post under the Board: 
(a) Which carries the maximum scale of pay admissible for the post of Additional 
Housing Commissioner shall vest in the Board,  
(b)  Which carries the maximum scale of  pay admissible to the post of Deputy 
Housing Commissioner and below shall vest in the Housing Commissioner.  
Proviso: provided that all such appointment and pr omotions shall he made after observing 
the procedure as applicable to  the corresponding grad e or post in the - State Government, as 
modified by the Board from time to time. Pr ovided further that the Housing Commissioner 
shall have the power to constitute Junior DPCs/Selection Boards. 
Explanation: All appointments and promotions made prio r to the coming into force of these 
Regulations shall be deemed to have been made under these Regulations. 
2. Grant of leave: All Heads of Offices shall be empowe red to sanction leave (other than 
leave not due, extraordinary leave and stu dy leave) to all Class II, III and IV 
officials/employees working under them. 'I be le ave not due and extraord inary leave shall be 
sanctioned by the authority next higher to the Head of Office, and where there is no such 
authority, the Housing Commissioner. 
 All kinds of leave (other than leave not due, extraordinary leave and study leave) to 
Executive Engineers l Estate Officers not posted in the Head Office shall be sanctioned by 
the Additional Housing Commissioner of the Zone concerned. 
 The power to sanction leave not due and extraordinary leave to all Class I officers 
shall be exercised by the Housing Commissioner. 
 In the Head Office, the powers to sanction all Kinds of leave other than study leave to 
Additional Housing Commissioners, Deputy Housing Commissioners and equivalent shall be 
exercised by Housing Commissioner and in other cases by the Chief Administrative Officer 
 Study leave to employees of  all categories excepting the Housing Commissioner shall 
be sanctioned by the Board only. 
 All kinds of leave to the Housing Comm issioner shall be sanctioned by the state 
Government. 
 The rules applicable to the State Govern ment employees for regulating the grant of 
leave of absence leave allowances and acting a llowances shall apply mutatis mutandi to the 
officers and servants of the Board, unless otherwise provided for by resolution of the Board. 
3. Disciplinary authorities and Appellate authorities:-  The disciplinary authority 
shall be the authority empowered to make appoint ment to the post as specified in Section 4 ( 
1) above. Appeals shall be preferred with th e Board against the orders of the Housing 
Commissioner or Chairman, and to the state Government against the orders of the Board. 
 All officials shall exercise  supervision and control over the staff-working under them, 
and depict a true picture of their work and conduct in the Annual Confidential Reports. 
5.  Service Regulations:   
(a)  Unless otherwise provided by any genera l or special order of the Board for a 
particular grade  or category of allowanc e, the salary allowances of the regular 
officers and servants of the  Board sha ll be the same as are admissible to the 
officials of corresponding grades under  the State Government 
(b)  The regular officers and servants of the Board shall have to subscribe to the General 
Provident Fund with effect from 1-7-1973 consequent upon the introduction of the 
pension scheme. The subscription to the G PF shall be regulated in accordance with 
the provisions of the M.P. General Provident Fund Rules. 
(c)  The age of superannuation of the Class I,II and III officers and employees of the 
Board shall be fifty-eight ye ars, whereas that of Class IV employees shall be sixty 
years. 
(d)  Grant of Pension/family pension and d eath-cum-retirement benefits to the regular 
officers and employees of the Board with e ffect from 1-7-1973 shall be regulated in 
accordance with the M.P. Civil Service (Pension) Rules, 1976. 
(e)  The M.P. Civil Service (Commutation of Pension) Rules shall not be applicable to 
 the officers and servants of the Board. 
6.  Transfers and Postings- The Postings and transfer s of all Addl. Housing 
Commissioners and equivalent shall be done by the Housing Commissioner with the 
approval of the Chairman. 
 The posting and transfers of all other clas s-I and Class-II officers of the Board and 
Class., III and Class-IV employees in the Head Office as well as all inter-zone transfers shall 
be done by the Housing Commissioner. 
 The transfers of Class-III a nd Class-IV employees from one  Circle to another within 
the zone and within their own offices shall be ordered by the Addl . Housing Commissioner 
of the zone. 
 The transfers of Class-III and Class-IV employees from one Division to another 
within the Circle and within  their own offices shall be ordered by the Dy. Housing 
Commissioner of the Circle. 
 The transfers of Class-III and Class-IV employees within the Division shall be 
ordered by the Executive Engineer of the Divisi on, and within their area of jurisdiction by 
Estate Officers. 
 However, nothing in these regulations sh all prevent the Housing Commissioner from 
revising or canceling th e orders passed by the Addl. H ousing Commissioner, Dy. Housing 
Commissioners, or other officers in this regard. 
7.  Communication of orders/decisions: - The Housing Commissioner, being the Chief 
Executive Officer and administrative head of the Board, shall have the power to 
communicate decisions and to issue orders on a ll matters on behalf of the Chairman and the 
Board, as the case may be, either himself or  through his senior subordinates as he may 
consider appropriate. 
8.  Powers of Chairman, Housing Commiss ioner and other officers of the Board 
under specific sections of the Act -- The powers of the Chairman, Housing Commissioner 
and other officers of the Board.  
 (i) to incur expenditu re under section 24  
 (ii) to approve estimates under Sec. 25 and 
 (iii)  to make and perform co ntracts under Sec. of the Act. 
and to take decisions and in cur other such expenditure as are necessary for the proper 
functioning and administration of the Board shall be as described in Annexure-I. 
9.  Fees payable for copies of documents, plans etc .-- Copies of documents, estimates, 
plans, not forming part of c onfidential records, may be s upplied by the officer in whose 
custody such records are kept, on payment of fees and on applicati on indicating the purpose 
for with the copy is needed. 
Fees chargeable for various ki nds of records will be as fi xed by the Housing Commissioner 
from time to time. 
10. Security to be furnished by offi cers and servants of the Board- The officers and 
servants of the Board handling cash and stores shall have to furnish the security as follows: 
 
(1) Cashier of EM Unit  Rs. 5000 
(2) Cashier of office Rs. 3000 
(3) Rent Collector  Rs. 3000 
(4) Store Keeper/Clerk Rs. 3000 
(5) Sub-Engineer Rs. 5000 
(6) Assistant Rs. 3000 
The form of security and terms and conditions of its regulation are mentioned in Annexure II. 
11.  Appointment and functions of Committees 
(1)  A Committee appointed by the Board under Sec.  23 of the Act shall consist of at least 
3 members with one President/Convener, one Member-Secretary and others as Members, and 
may include any member of the Board and other such persons whose assistance or advice or 
association may be considered advantageous  to the board. If at any time, after its 
constitution, it is considered by the board that  the existence of any committee is either not 
necessary or departmental to the interests of the Board, the Board may order dissolution of 
such a Committee. 
(2)  The term of the Committee shall be as specified in the order of its constitution; 
similarly, the term of appointment of a member  shall be as specified in the order of his 
nomination. No Committee or it s member shall be eligible to work beyond the term so 
specified unless the term is extended by order of the Board. 
(3)  The members of the Committees shall be  honorary and shall only be paid TA/DA as 
per rules applicable to the Members of the Board. 
(4)  The business of the Committee shall be conducted in accordance with the procedure 
laid down below :- 
(a)  The date of every meeting sha ll be fixed by the President/Convener. 
(b)  Notice of every meeting specifying the time and place thereof and the business to be 
transacted thereat shall be dispatched to every member at least three clear days before 
a meeting; 
(c)  the president/Convener of the Committee may,  whenever he thinks  fit, call a special 
meeting and shall be bound to do so on r eceipt of written requisition signed by not 
less than two members; 
(d)  every meeting of a Committee Shall ordinari ly be held at the Head Quarters of the 
Board. A meeting may, however, be held at  any other place in the State with the 
approval of the Housing Commissioner; 
(e)  no business shall be transacted at a m eeting unless a quorum of half of the total 
number of members be present throughout the meeting; 
(f)  Minutes of the proceedings at each mee ting of a Committee shall be drawn up and re-
corded  by the Member-Secretary and shal l be signed by the President/ Convener of 
the Committee; 
(g)  The minutes of the proceedings re corded under clause  (j) shall include: 
 (i)  the names of the members present; 
 (ii) the decision of the meeti ng on every question considered; and 
(iii)  when such decision is not unanimous, the number of votes and the names of 
members  voting for and against such question and the names of those 
who have remained neutral. 
(iv)  all questions brought before any meeting of a Committee shall be decided by a 
majority of the votes of the members pres ent, and in the case of an equality of 
votes the presiding authority at the m eeting shall have a second or casting 
vote. 
12. Welfare and Recreation or Staff- The constitution and functioning of the Welfare and 
Recreation Committee in the Board shall be governed by the following guidelines. 
(1) The Committees: There shall be a Welfare and recrea tion Committee in the Board at the 
Head office, at zonal Offices , at Circle Offices and at every Divisional Office. The 
Committee shall consist of five members includ ing the President, the Vice President, the 
Secretary and the Treasurer. The members of the Committee sh all be elected from amongst 
themselves by the officers and employees of the Housing Board at Head Quarters, Zonal 
Offices, Circles Offices and Divi sional Offices. They shall hold office for a period of one 
year with effect from the da te of election. Two or more such units located at a single 
headquarter may, if they so wish merge and have 'a single Committee. 
(2) Functions of the Committee . The committee shall provide for the welfare and 
recreational activities of the officers and employees, which shall include: 
 (i)  Games (indoor and outdoor), arrang ing of sports and competitions in  
  furtherance of  these activities. 
 (ii)  Opening of reading clubs, purchas e of magazines, books, newspapers and  
  other periodicals; (Hi) Such other welfare and recreational activities as may be 
  approved by the Board. 
(3) Funds of the Committee .. The Funds of the committee shall consist of subscriptions 
made by the Board, its officers and employees, and grants and donations from other sources. 
(4) Board's contribution: The Board may on an application from the' Committee sanction an 
annual contribution not exceeding five thousand rupees to the Head Office Committee Three 
thousand rupees to each of the Zonal Committees, and one thousand rupees to each of the 
other Committees every year towards welfare an d recreation activities of the staff, provided 
that at least fifty percent of  the sanctioned amount had been  contributed by the staff during 
the previous financial y ear. If the contribution of  the staff falls sport of fifty percent of the 
Board's contribution, the Board's contribution shall be reduced proportionately. In case two 
or more units at a single headquarter decide to merge, they will be ent itled to receive funds 
calculated as though they were separate units. 
(6) Accounts: The Committee shall maintain proper accoun ts and other relevant records and 
prepare an annual statement of receipts and expenditure. The accounts of the Committee shall 
be checked by the Chief Accounts Oft1cer of the Board. 
13. Formation of Unions: The Board reserves the right to accord recognition to one or more 
associations of the employees of the Board subject to the following conditions: 
(i)  The said association shall be duly  registered under the law relating to the 
 registration of  societies fo r the time being in force. . 
(ii)  No person who is not an employee of th e Board shall be a member or an  office-
 bearer or a patron of such an association. 
(iii)  The constitution of the association will be subject to the approval of the Board 
(iv)  The accounts of the association shall be subject to such audit as the Housing 
 Commissioner may prescribe from. 
(v)  The activities of the association shall be in the interests of the Board. 
(vi)  It shall be incumbent upon the association to strictly adhere to its constitution, 
 particularly in  matters relating to elections; and to strictly maintain 
 transparency in expenditure and accounts. 
(vii)  The Board shall have the right to withdraw the re cognition of an association 
 after giving the associati on a reasonable opportunity of being heard. The effect of 
 such withdrawal shall be that the/association shall stand automatically dissolved. 
14.  Interpretation: In case ther e is a dispute in interpretati on of these Regulations of its 
Annexures due to difference of opinion or discrepancy based on the Hindi translation of the 
English version, the English version shall be considered the authorized legal version. 
 
ANNEXURE I 
DELEGATION OF POWERS TO THE CHAIRMAN, HOUSING COMMISSIONER 
AND OTHER OFFICERS OF THE BOARD 
1.  Powers relating to estimates and tenders: 
The power to accept tenders shall be delegated follows: 
(i) For Form A 
 Tenders above Rs 150 lakh          : Board 
 Tenders above Rs 120 lakh and upto Rs.150 lakh :  Chairman 
 Tenders above Rs 75 lakh and upt o Rs. 120 lakh  : Housing Commissioner 
 Tenders above Rs 40 lakh and upto Rs. 75 lakh    : A.H.Cs. (Zone) 
 Tenders above Rs 20 lakh and upto Rs. 40 lakh    : D.H.Cs (Circle) 
 Tenders upto 20 lakh            : E.Es. (Division) 
Provided that E.Es, D.H.C.s & A.H.C.s shall exerci se the abovementioned powers subject to 
the tenders being a maximum of 20% above CSR.  For tenders above this, the power shall be 
exercised by the authority next above the authority 1i.onnally empowered to accept the 
tender in question. 
Note: The above indicated limits are inclusive of the percentages above C. S.R. 
(ii) For Forms B, C & F 
 Item Rate/Supply/Lumpsum tenders above Rs. 150 lakh                       : Board 
 Item Rate/Supply/Lumpsum tenders from Rs. 120 lakh to Rs 150 lakh : Chairman 
 Item Rate/Supply/Lumpsurn tenders from Rs. 40 lakh to Rs 120 lakh   : H.C. 
 Item Rate/Supply/Lumpsum tenders from Rs. 20 lakh to Rs 40 lakh     : AHC-Zone 
 Item Rate/Supply/Lumpsum tenders Rs 20 lakh                                     :DHC-Circle 
 
Note: (a) The Board shall have the authority to constitute an Empowered Sub-Committee 
consisting of Chairman, Housing Commissione r, Director, Town & Country Planning 
(or representative not below the rank of Add!. Director) and Engineer-in-Chief, FWD 
(or representative not below the rank of Chief Engineer ), which shall have the power 
to permit negotiation and accept/reject tenders on be half of the Board. The 
acceptance/rejection of tenders by the Empo wered Sub-Committee shall, however, be 
placed before the Board for information at  the Board meeting immediately following 
such a decision. 
(b)  Permission to conduct negotiations shall be  accorded by the aut hority next above the 
authority normally empowered to accept tende r in question, and all negotiated tenders 
shall be accepted rejected by the authority which permitted negotiations. 
(c)  Unless any deviations of general or particular nature are otherwise 
ordered/prescribed/resolved by the Board, the rules and procedure prescribed in M.P. 
Works Department Manual shall be followed by all officers of the Board authorized to 
execute contracts and agreements. 
2.  Powers to accord Administrative A pproval including Revi sed Administrative 
Approval: The power to accord Administrative A pproval/Revised Administrative Approval 
for works/projects/ schemes of the Board shall be as follows: 
All cases above Rs. 100 lakh  :  Board 
All cases upt to Rs. 100 lakh  : Housing Commissioner 
Note :- (i) Technical sanction shall be accorded by the AHCs (Zonal) 
 (ii) Splitting pf estimates shall be permitted by the authority which  accorded 
  Technical Sanction. 
(iii) No separate A. A., other than the A.A. accorded by the State or Central 
Government Department/semi-Govern ment Institution/Public Sector 
Undertaking for which the Deposit Wo rk is being undertaken, would be 
necessary by the Board. In case of Deposit Works for non-Government related 
organizations, A.A. shall be required as for projects. 
(iv) The power to accept Deposit Works from State or Central Government 
Department/semi Government Institution/ Public Sector Unde rtaking shall be 
as follows: 
  Upto Rs. 20 lakh - E.E. (Division) 
  Upto Rs. 30 lakh - D.H.C. (Circle) 
  Upto Rs. 40 lakh - AH.C. (Zone) 
 provided that the supervision and continge ncy charges together are not less than the 
standard rates prescribed by the Housing Commissioner from time to time. 
 For all kinds of Deposit Works, incl uding negotiated con cessional rates of 
supervision charges, the powers shall be as follows: . 
  Upto Rs. 100 lakh - Housing Commissioner 
  Above Rs. 100 lakh - Board 
4. Registration of Contractors: 
The power to register contractor shall be as follows: 
  A-I to A-V   - Housing Commissioner 
  A_I & A-II   - AH.Cs (Zone) 
   B-Class   -  D.H.Cs (Cirde) 
  C-Class and D Class - EEs (Division) 
Note : (i) A-I and A-II Class contractors registered  by zonal A.H.Cs shall be eligible  to 
 tender only within the Zone whereas  those registered by the Housing 
 Commissioner shall be eligible to tender in the whole State, B Class within the 
 Circle and C & D Class only within the Division concerned. 
 (ii) The procedure for registration shall be as per Works Department Manual  and 
 changes if any, as ordered by the Board from time to time. 
5. Other Powers 
1. Creation of Posts Board Full Powers 
2. Appointment of consultants Board Full Powers 
3. Appointment of officers on 
deputation from Central/ State 
Government 
Housing 
Commissioner 
Full powers subject to 
availability of post. 
4. Sanction of special pay for 
holding addl. Charge 
Housing 
Commissioner 
Full powers, as per rules 
applicable in State Govt. 
Housing 
Commissioner 
For Class I & II officers and H 
O staff 
AHC 
 
Rs. 3000 maximum in a 
financial year for Class III and 
IV employees in Zone. 
5. Sanction of honorarium for the 
work of occasional nature. 
DHC Rs. 2000 maximum in a 
financial year for Class III and 
IV employees in Circle. 
6. Sanction of stagnation 
increment 
Annual increment 
sanctioning 
authority 
Full Powers 
Housing 
Commissioner 
For AHC’s 
C.Ad.O. For rest of HO staff 
7. Sanction of withdrawals from 
GPF 
AHC Full powers for staff of Zone 
8. Sanction of advance for 
purchase House/Motor Car/  
Computers 
Housing 
Commissioner 
Full powers subject to budget 
allotment 
9. Sanction of advance for motor 
cycle/scooter/refrigerator/ 
washing machine/ cycle 
AHC(Zone) 
C.Ad.o.(in HO) 
Full powers subject to budget 
allotment 
Chairman Himself and his personal staff 
C.Ad.O. For rest of HO staff 
A.H.Cs (Zone) Office staff and DH.Cs 
DHCs (Circle) Office staff and EEs/EOs 
EEs Divisional staff 
10. Countersigning of T.A. Bills 
and Medical Bills (Local 
treatment) 
Note: Sanction of Board 
would be required for 
sanctioning expenditure for 
treatment outside the State EOs Ems and other staff 
Chairman Self, personal staff, 
Housing 
Commissioner 
Self, staff of HO & AHCs & 
DHCs 
11. Allowing journey outside the 
State for official purpose 
A.H.Cs Staff of zone, other than DHC’s 
12. Grant of exemption form the 
rule limiting payment of daily - 
allowance for halt on tour to10 
days at a station in each case 
Chairman Upto 20 days for self and 
personal staff 
13. Grant of concessions in Board's 
Guest House. 
HC Upto 20 days for self and 
others. 
14. Sanction of expenditure on 
exhibitions and seminars 
Housing 
Commissioner 
Upto Rs 10,000 at one time and 
Rs 50,000 in a financial year 
15. Sanction of grants to social, 
cultural and sports bodies on 
special occasions. 
Chairman Upto Rs 2,000 to a single 
society & Rs 20,000 total in a 
financial year. 
Housing 
Commissioner 
Rs 10,000 at a time and 
Rs 50,000 in a year. 16. Sanction of expenditure on 
entertainment in connection 
with the business of the Board. AHC (Zones) Rs 1,000 at a time and  
Rs 5,000 in a year. 
17. Sanction of contingent 
expenditure 
Housing 
Commissioner 
Upto Rs 20,000 for single item 
of non-recurring nature and Rs 
5,000 for item of recurring of 
nature. 
Housing 
Commissioner 
Rs 50,000 in a year after 
observing store purchase rules 18. Sanction of purchase of 
furniture 
AH.Cs (Zone) Rs. 25,000 in a year after 
observing store purchase rules. 
Chairman  General 
Advertisement  
Up to Rs 5,000 
in a single case 
and total Rs 
25,000 in a 
year. 
Housing 
Commissioner 
Advt. for 
works and 
disposal of 
properties. 
Full powers 
subject to for 
works budget 
allotment 
19. Sanction of advertisement 
charges 
 Other general 
advts. 
Upto Rs. 5000 
in a single case 
and total Rs 
25,000 in a 
year. 
Housing 
Commissioner 
Full powers 20. Sanction of demurrage/ 
wharfage, transport of records 
etc. AHC (zone) Rs 5,000 in year 
21. Sanction of purchase of 
vehicles, computers and 
Housing 
Commissioner 
Full powers 
 
te1ephone/fax/ internet 
installation. 
 
22. To write off-unserviceable dead 
stock, machinery, equipment, 
vehicles, furniture etc which is 
beyond repair or surplus, and to 
prescribe its mode of disposal. 
Housing 
Commissioner 
 
Upto Rs l lakh per year 
 
23. Payment of fees to advocates, 
legal experts, Chartered 
Accountants etc. 
Housing 
Commissioner 
Full powers 
 
Board For Zonal & Circle HQs 24. Creation, abolition, or change 
of headquarters of subordinate 
offices. Housing 
Commissioner 
Full powers for divisional & 
sub divisional HQs. 
 
Note 1: Powers not specifically delegated to th e Chairman, Housing Commissioner or other 
officers of the Board, shall, be exercised by the Board. 
Note 2 : The Housing Commissioner shall have full powers to incur and sanction expenditure 
on postage, purchase of forms, stationery, o ffice consumables, printing, purchase of books, 
periodicals, Computer software, payment of electricity, water, telephone, POL and office 
refreshment bills, and all other such expenditu res as are normally appurtenant to the smooth 
functioning and administration of the Board and its offices, subject to budget allotments, and 
after following the norms, procedures, rules, in structions and circulars issued by the Board 
from time to time, and to delegate such power s to his senior subord inate officers, in the 
Head-office and the field. 
 
ANNEXURE-II 
 
TERMS AND CONDITIONS RELATING TO SECURITY TO BE FURNISPED BY 
 SERVANTS OF 'THE BOARD . 
 
(1) Forms of security - The security required under Regulation 10 shall be furnished in one 
of the following forms, namely : 
(a) Cash 
(b) Post Office Saving Bank Deposit 
(c) Recurring Deposit Account in any of the Bank specified in column (2) of the First 
Schedule to the Banking Companies (Acquisiti on and Transfer of Undertaking) Act, 1970 
(No.5 of 1970) 
 
 Note: (i) A Post Office Saving Bank Deposit will be accepted as security, provided 
that the depositor has signed and delivered to the Postmaster a letter in the prescribed form. 
   (ii) Alternatively, security, in the fo rm of cash may be offered with a request 
that it be deposited in the Post Office Saving Ba nk in the name of the pledgee. In the latter 
case, the pledgee shall send a.  letter through the person who has to furnish the security 
explaining the nature of secur ity and requiring the Post Master  to receive the deposit and 
issue the pass book in his (the pledgee's name).  The person who IS to furnish the security 
shall present a letter at the Post Office with the requisite amount in cash and the Saving Bank 
index card in the prescribed form signed at th e foot by the pledgee. The Post Master will 
deliver the Saving Bank Passbook  to the person pledging the security. The latter shall 
transmitted without delay to the pledgee. 
(iii) A Pass Book for the deposit in any of  the Banks specified in column (2) 
of the first schedule to the Banking Companies (Acquisition and Transfer of Undertaking) 
Act, 1970 (No.5 of 1970) will be accepted as security, provided that the account is pledged to 
the Madhya Pradesh Housing Board. 
(iv) The Housing Commissioner may, at the written request of the employee, 
change the manner of investme nt of the amount of security  deposited and pledged by the 
employee provided that the investment shall be only in anyone of the forms mentioned 
above. 
(2) Interest - An employee shall have th e right to the annua l interest on th e securities other 
than those furnished in cash. Provided that in the event of any employe e causing any loss to 
the Board, the interest due to him under this regulation shall be withheld, until the question of 
recovery or otherwise of such loss is settled. 
(3) Period of retention  - A security deposit shall be retained  at lest for six months from the 
date when he vacates his post, but the securi ty bond shall be retained permanently or until it 
is certain that there is no further need for keeping it. While returning any security deposit, his 
acknowledgement shall be obtain ed duly signed and witnessed. When an interest bearing 
security is returned or retransferred the acknow ledgment shall set forth full particulars of the 
security. 
(4) Return of Security deposit and security  bond when an empl oyee is transferred - When 
an employee who has furnished security in on e office is transferred to another office under 
the control of the Board, the security shall be  retained by the first office until the period 
specified in the security bond has expired, so th at any amount ordered to be recovered during 
that period in respect of his service in the fi rst office may be recovered from him. On the 
expiry of the specified period the employee wh o took the security shall release it from the 
pledgee in his favour and pass it on to the Head of the Office to which the employee has been 
transferred, requesting him to return it to the pledger to get a fresh security bond executed by 
him and to have the security duly pledged in favour of the proper aut hority to the extent 
necessary. 
The pledgers acknowledgment mentioned above shall however, invariably be obtained and 
sent to the head of the first office. 
The Head of the Office to which the employee is transferred shall require him to furnish 
security at once for any amount by which the se curity required for the new post exceeds that 
furnished for the former post. Apart from that, he may, if he considers the original security 
sufficient, wait for it to be passed on and duly pledged again and need not require the 
employee to furnish fresh security. He shall ascertain from the Head of the Office from 
which the employee is transferred, what amount of security he furnished therefore before it is 
passed on, and shall then decide  whether that security will be sufficient or whether the 
employee shall be required to furnish security for the whole or any part of the amount. 
(5) Nomination - The employee may nominate a person to receive the security- deposit in the 
event of hi_ death while in service or before the security in refunded. 
Provided that where there is no nomination the Board shall pay the amount only to the person 
who produces the orders of a competent court en titling the said person or persons to receive 
the amount. 
(6) Forfeiture - The amount of security depos it shall be forfeited in fu ll or in part for lapses 
of duty as hereunder specified namely: 
 a) Defalcation or misappropriation: Forfeiture of the entire security even  here the 
amount involved is less than the amount of security deposit. 
 b) Negligence of duty resulti ng in loss to the Board: Forfeiture of an amount 
 quivalent to the loss involved. 
 c) Loss caused by negligence or inefficiency.. Recovery of actual loss. 
Note:  Any action taken under this provisi on shall not prejud ice the authority of the 
 Board to impose any punishment upon th e employee under the service regulations 
 applicable to him. 
(7) Form of agreement to be executed - Every employee offering security shall execute an 
agreement in the form appended to these regulations or in any other form deemed appropriate 
by the Housing Commissioner in each case. A reference the each such bond shall be recorded 
in the Register of Security Deposits. 
(8) Manner of custody of security deposit and connected documents  - The various 
documents connected with security deposits shall be kept in the safe custody of the Accounts 
Officer of the office concerned. All the Saving Bank Pass Books or bank Pass Books shall be 
sent to the Post Office or Bank as soon as possible after the 15t h of June each year, so that 
necessary entries on account of interest may be made therein. 
(9) Time limit for furnishing security  by persons already in service  - Persons in the service 
of the Board on the date of coming into forc e of these regulations shall furnish security 
within thirty days of the order requiring them to furnish security. 
(10) Security to be furnished at the time of joining duty  - When a person is required to 
furnish security as a condition precedent to his appointment, he shall furnish such security at 
the time of joining duty. 
 
FORM OF INDENTURE 
 
1.  THIS INDENTURE is made the (date, in figures & words)___________________ 
between Shri/ Sushri (name & designation of the employee)_________________________ 
residing at (Address of the employee)___________________________________________ 
(hereinafter called THE EM PLOYEE) of the ONE PART and THE MADHYA PRADESH 
HOUSING BOARD (herei nafter called THE BOARD) of the OTHER PART, which 
expressions, where the context so admits, shall include their heirs, successors and assigns. 
 
2.  WHEREAS the Employee was, in or about th e month of . . . . . . . . .19 . . . . admitted 
in the office of the   Board at a. . . . . . . . . . . .. . . . . . . . . and has been since and is/still 
employed as such, 
3. WHEREAS at the time of such admission the employ ee delivered to and deposited a 
sum of Rs (figures & words) . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . .; . . . . . as security {or 
the due and faithful performance by him/her of hi s/her public duties as aforesaid or any other 
duties which might at any time thereafter the entrusted to him by Board. 
4.  AND WHEREAS the employee has also re ad and signed a copy of the Board's 
regulations governing security deposits in acknowledgement of  being bound by all the 
conditions of the clauses of the said regulations. . 
5.  NOW THIS INDENTURE WITNESSETH th at the Employee shall and will from 
time to time at all times hereafter so long as he  shall continue in th e service of the Board, 
truly, diligently, faithfully, honestly, carefully and willingly serve the Board, and perform all 
such duties of the said office as he shall or ma y from time to time be directed to perform by 
the Housing. Commissioner or such other officers of the Board as the Employee shall or may 
from time to time placed under. 
6.  AND shall and will devote his whole time a nd attention to the bus iness of the said 
Board and shall not be engaged in any other business or professional pursuit whatsoever 
either on his own account or as agent for any person or persons, whatsoever. 
7.  AND shall and will keep secret all the tran sactions of the said office (except when 
required by a, Court of Law to disclose them ) and keep informed the Housing Commissioner 
or such officers as aforesaid of  all such occurrences, as shall from time to time come to his 
knowledge relating to the affairs and business of the said office. 
8.  AND shall not nor will cancel, waste, make away with obliterate, deface or in 
anywise injure, or permit any person or persons  whomsoever so to do any of the bills, 
accounts, books, documents papers, memoranda or writings of whatsoever nature or kind 
belonging to the Board. 
9.  AND shall duly account for any pay and de liver to the Board and discharge himself 
of money, bullion, jewels, documents, securities for money, goods and either things which he 
shall or may hereinafter from time to time during service in the Board receive from the 
public, on the same day on which the same is received by him and shall also on demand 
deliver up to the Board, all bills, account, books,  records or other pape rs of or belonging to 
the Board. 
10.  AND shall and will keep all such bills ac counts, books documents, securities, paper, 
memorandum and writings relating to the affairs of  the Board, as have hitherto or shall or 
may hereafter from time to time be entrusted to his charge in a proper and business like 
manner and make true entries th erein of all such monies or goods, received by him and all 
payments made by him or their business transa9ted on behalf of the Board. 
11.  AND shall not leave the service of the Bo ard without giving one month's; previous 
notice in writing of his intention to do so to the said Housing Commissioner. 
12.  AND THIS INDENTURE FURTHER WITNESS ETH that, in consideration of the 
premise the Employee both hereby for himself,  his executors, administrators, and legal-
representatives covenant with the Board that, in case default be made at any time in the 
observance, performance and execution of the several covenants and things hereinbefore 
expressed to be observed, performed and done by the Employee, then in such case, it shall be 
lawful for the Board to apply the said security of Rs (in figures & words) . . . . . . . . . . . . . . . . 
. . towards the payment, satisfaction and disc harge of all such sums on money, damages, 
solicitor's costs and other charges and expenses as by r eason of such defau lt shall or may be 
due and owing to or have been incurred by the Board. And the Employee both hereby further 
covenants for himself, is executors, administrators and representatives with the Board that he, 
the Employee will abide by the decision of th e Housing Commissioner as to the amount of 
damages sustained by him by reason of any such default on his part as  aforesaid and such 
decision shall be final and conclusive, and upon such decision the Housing Commissioner 
shall be entitled to deduct the amount from th e amount deposited with Board as his security 
without making any written or formal awar d or demand for the amount so found due. The 
Employee both also hereby further covenants for himself, his executors, administrators, and 
representatives with the Board that upon convi ction before any court upon any charge or 
charges of fraud, embezzlement breach of trust, misappropriation, cheating or other 
misconduct of the Employee in any other way c onnected with the public duties hereinbefore 
covenanted be observed and performed by the Em ployee, or connected with the receipt by 
the Employee of any monies, goods or things received by hi_ fr om the public as a servant of 
the Board, the said security given as aforesaid shall become absolutely forfeited to the Board 
and no action suit or other proceedings shall lie by the employee against the Board in respect 
thereof. 
 
13.  AND FURTHER IT SHALL BE LAWFUL FOR THE BOARD to recover the value 
of the actual loss incurred by the Board conseq uent on the negligence of  duties hereinbefore 
specified or inefficiency or due to any other reasons whatsoever on the part or the Employee 
from the amount of security deposited by the Employee, and the Employee shall immediately 
when called upon to do so make good any deficiency in the deposit caused by such recovery. 
14.  AND FURTHER it shall be lawful for the Bo ard to retain the said security, for a 
period of six calendar months from the date of the Employee either ceasing to be in the 
service of the Board or permanently transferred to a post in the Board  where security is not 
stipulated, subject to such cl aim as shall or may arise ther eupon for or by reason or on 
account such default, prosecution and conviction as aforesaid. 
15.  AND the Board do hereby by themselves cove nant with the Employee, his executors, 
administrators and assigns that until default sh all happen to be made  in the performance, 
observance and execution of the se veral covenants and things he reinbefore expressed to be 
performed, observed and done by the Employee, the Board shall permit the Employee, his 
executors, administrators and assigns to receive such interest as may be realised. 
 
IN WIT_SS WHEREOF the Employee hereunto se ts his hand, and the Common Seal of the 
Board has been hereunto affi xed in the presence of the Housing Commissioner or his 
Representative. Signed and delivered by the above named Employee at (place) . . . . . . . . . . . 
. . . , on (date) .. ...... in the presence of................................... 
 
Signature of Employee: 
Seal of the Board & Signature of Housing Commissioner or his Representative: 
 
 
Sd/ 
SATYANAND MISHRA, 
Chairman, 
 M.P. Housing Board 
 By order & in the name of the Governor 

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