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  • CHAPTER FIVE DEPARTMENTAL CANTEENS

    5.1.1 Departmental canteens-Introduction

    5.1.2 Uniform orders for DC

    5.2.1 Administrative Set-up

    5.2.2 Managerial Functions

    5.3.1 Infrastructure

    5.3.2 Personnel

    5.3.3 Planning

    5.4.1 Organisational working of DC

    5.4.2 Structure of the organization

    5.5.1 Departmental Canteen in & around Pune

    5.5.2 Profile of departmental canteen surveyed

    CHAPTER FIVE DEPARTMENTAL CANTEEN

    5-1-1 Departmental Canteens : Introduction

  • The provision of refreshment to employees in the office and to workers in the

    industrial units is not only a welfare necessity but also keeps them active and healthy.

    This can be achieved only by establishing a canteen for the needs of the employees in

    the organisation. A canteen established by the organisation in which the workers are

    employed is a departmental canteen. The rules regarding the setting up of such a

    departmental canteen, the management of staff, funds are very important for the

    organisation or the industrial unit.

    It is essential to prepare a set of streamlined orders and procedures for the

    working and functioning of the departmental canteens. A departmental canteen is a

    canteen set up at government cost inside a government department/office/establishment

    or inside an industrial unit at the cost of the industrial unit itself for the employees or

    workers to meet their refreshments as a welfare measure and so to prepare tea/coffiee

    and snacks, lunch, meals as per the local requirements or the taste of the beneficiaries,

    concerned at reasonable rates at no profit, no loss basis by employing, by recruiting the

    required or authorized number of canteen employees, workers and which is controlled

    by the managing/canteen committee constituted for the same specific purpose.

    Canteens in the industrial units are included because these canteens too follow the same

    framework of streamlined set of orders and the network of management structures.

    Canteens run by the departments, canteens run by co-operative units,

    canteens run by the industrial units or organizations, canteens run by the workers on the

    establishment or by the employees hired for specific purpose are included in the

    category of departmental canteens. The departmental canteens are in a sense the

    canteens of the workers by the workers and for the employees. These are in house

    establishments, sometimes as a separate establishment on the premises of the industrial

    unit functioning as an independent department of the concern. In Defence

    establishments too, departmental canteens play a significant role in feeding the

    members of the different units. In Railways, the catering establishments are generally

    run as departmental canteens, even those ones which are let out to be run by the

    contractors.

    The functioning of the departmental canteen is in any respects similar to that of

    the other type of industrial canteens but the difference lies in the streamlined efficiency,

    the financial back-up and the way quality and quantity control is maintained at every

    stage of the management of the departmental canteens in the establishments of

    government and private enterprises.

  • 5-1-2 Uniform Orders for DC

    In the functioning of the Departmental canteens and in the canteens run in the

    Departments, Ministry Headquarters and regional offices, Central Government

    establishments, undertakings and other units, the controlling authority is that of the

    Director of Canteens under the control of Department of Personnel and Administrative

    Reforms. The Director of Canteens issues the broad guidelines and directives on how to

    run the canteens of this category and these streamlined uniform orders for the

    departmental canteens are collected in a complete set of instructions in what is called a

    green book.

    These streamlined uniform orders cover a wide range of matters related to the

    functioning of the departmental canteens in the central government departments but

    these instructions are applicable to the departmental canteens in the state government

    units and also the canteens run in the co-operative pattern. These uniform orders are a

    set of detailed guidelines about the procedures of functioning from the stage of

    purchasing provisions to the stage-of disposal of leftovers and as such a complete guide

    in the format of the Green Book. It is a set of instructions that begins with the

    procedure of registering a canteen of this category and the composition of the managing

    committee and then proceeds to offer guidelines on the various aspects of managing

    and running these departmental canteens as catering units and then concludes with the

    instructions and orders about the post-production measures in the catering management.

    The registration of departmental canteens is essential. The registration needs to be

    made by filling in the prescribed pro-forma and by paying the prescribed registration

    fees in the manner stipulated for the purpose. The departmental canteens functioning in

    the respective departments or ministries are managed by the managing committee

    constituted for the purpose. The managing committee consists of the members who are

    ex-officio members, that is, the members on the committee on account of the official

    status or designation that is held by them. The other members of the committee are

    those who are either nominated or elected from the different categories of employees in

    the department concerned in proportion to the number of members determined and the

    representation is decided in the manner specified for the purpose concerned. The

    procedural functioning is brought out in details in the set of uniform orders of these

    streamlined instructions. The same deals with the functioning of the departmental

    canteens. The uniform orders contain the entire pre-production, production and post-

    production operations in the departmental canteens.

  • The policy of the Government is to encourage the activities only of the

    canteen/tiffin room. The orders issued by the Government to regulate the functions of

    canteens/tiffin rooms apply only to these categories. The Statutory rules/conditions of

    service/status of civil servants etc. as and when granted to the employees of

    Departmental Canteens, shall be applicable to the employees of the Canteens run by the

    co-operative societies.

    The orders issued by the Government apply to all the canteens/tiffin rooms

    functioning or to be set up, in any of the Ministry/ Department/Office/Establishment of

    the Government of India, industrial or non-industrial who get themselves registered

    with the office of the Director of Canteens, New Delhi. The instructions on this subject

    may be modified, in respect of Scientific Research Establishments like those controlled

    by the D.A.E., Defence R & D etc. or any other organisation engaged in specialised

    work, depending upon the local conditions and functional necessities, with the

    concurrence of their controlling Ministry/Department and in consultation with the

    Director of Canteens, New Delhi. If the office/establishment is located at more than one

    locations, where service from one canteen is not practicable, additional canteens/tiffin

    rooms are authorised as per the scales prescribed.

    Depending upon the local needs and taste of the customers, menus may be

    decided and adopted by the Managing Committees. Adequate variety in preparations

    may be rotated as desired by the customers. An illustrative list of menus containing

    vegetarian items is given below :

    Snacks : Idli, Vada, Dosa, Samosa, Bonda, Vegetable Cutlet, Mathi,

    Vegetable Sandwich, Butter toast

    Sweets : Burfi, Ladoo, Pinee, Gulabjaman, Pista, Rasgulla

    Beverages : Tea, Coffee, Cold Drinks.

    Lunch : Soup, Daal, Rice, Puri, Chapati, Raita, Sambar, Vegetables, Salad,

    Sweet dish, Fruits.

    Egg preparations and non-vegetarian dishes may be prepared as needed.

    The prices of snacks, lunch, tea, coffee etc., may be fixed in comparison to

    those prevailing in other Departmental Canteens and as prescribed by the Managing

    Committee concerned.

  • If the quality of an eatable is found to be substandard by an inspecting authority,

    the entire quantity will be destroyed and disciplinary action will be initiated against the

    workers concerned for recovery of the loss suffered by the canteen.

    If the weight of the individual piece of an eatable is lesser or if lesser quantity of

    raw material has been used than the reasonably prescribed limit, by the Managing

    Committee, disciplinary action will be initiated against the defaulting canteen

    employees.

    The Director of Canteens under the control of the Department of Personnel and

    Administrative reforms does the co-ordination work and decides policy matters

    regarding canteens. The canteens registered centrally with the Director of Canteens and

    their Controlling Ministries/Departments will be on the regular availing list for the

    purpose of the dispatch of policy circulars. However, the circulars will be sent to other

    Ministries/Departments also for information. All correspondences from the

    Officers/Establishments, excepting registration of canteens, should be addressed

    through the administrative Ministry/Department.

    All departmental canteens will get themselves registered centrally with the

    Director of Canteens, New Delhi, by furnishing the particulars in the proforma

    prescribed together with the Registration fee

    5-2-1 Administrative Set-up

    Administration as the higher function and management as the operative function

    are both present in the organisational pattern of the departmental canteens. The policy

    decisions are made by the administrator working in the respective ministry or the

    department or the sectional unit or the establishment of the central and state

    governments about the running and functioning of the catering and canteen units. The

    policy matters are decided by these higher functionaries at the focal point of the

    organisation concerned. These policy decisions are actually implemented in the

    departmental canteens at the local level by the managing committee and the chairman

    and the secretary of this committee and the person who supervises the functioning of

    the departmental canteens. These responsible office-bearers are the administrators at

    the local level and make the suitable decisions sticking to the policy-decisions of the

    higher policy-makers. The plans of the organisational working are also decided and

    communicated by the policy-makers at the top level and the lower level functionaries

    carry on the administration of the departmental canteens on the lines determined at the

  • higher level. It is observed that the uniform streamlined set of orders instructions and

    guidelines is quite useful in the task of the administration of these departmental

    canteens both at the top level and the actually functioning lower level.

    The administration of departmental canteens is a co-operative human effort to

    achieve the common goal of feeding the employees a balanced diet with sufficient

    nutritious values as a welfare facility maintaining a high standard both in the quality

    and quantity of food service in the most hygienic environment. As such the

    administrative set-up of the departmental canteens has both a pyramid and a flat

    organisational and administrative structure. The pyramid organisational and

    administrative structure has the hierarchical pattern of unitary direction from the top

    level to the bottom level with the layers of the middle level. The top level, the middle

    level and the bottom level are the minimum three levels in the pyramid structure. The

    central or focal point of administration at the highest level is the top layer and the

    middle layer is the level which is below the top level and above the bottom level. The

    top level at the central point gives direction to the middle level passes it on to the lower

    level. The central, the state and the local levels are represented by the top, the middle

    and the lower levels. The flat organisational and administrative pattern is noticed at the

    lower level in which the horizontal pattern of administration from the manager to the

    steward or the captain and then to the waiters to the utility persons, helpers and the

    other menial staff function at the appropriate horizontal points. Thus the administrate

    set up of the departmental canteens functions in both the patterns which are vertical or

    pyramid and horizontal flat orgainsational as well as administrative pattern.

    The constitution of managing committees their status and strength and conduct

    of business and other related matters are out lined in the relevant provisions of the

    guidelines included in the Green Book.

    The managing committee for each canteen, as far as possible, should be

    constituted separately, out of the officers/ staff of the Department/ Office occupying the

    building in which the canteen is located. If a canteen in a building is shared by more

    than one Department / Office, the Managing committee should be a combined one. The

    funds, in such a case, should be proportionately shared, based on the office strength of

    each office, or the funds should be borne in full, by each department/ office for a term

    of three years in rotation. The Chairman and the Honorary Secretary for a term will

    normally be appointed from that Department/ Office, who provide the funds.

  • A model managing committee should be constituted of seven members

    (including the Chairman). This strength may however be varied at the discretion of the

    Chairman according to the local needs. The Chairman should preferably be the Head of

    the Department/ Office himself or his deputy. Higher the level of blessings, more

    automatic will be the results. The Honorary Secretary should normally be the Welfare

    Officer, or the administrative officer of the Department/ Officer of the minimum rank

    of a Section Officer or a Major or equivalent in services, who shall be nominated by the

    Head of the Office/ Estt., and in the case of Co- operative Canteens may be elected as

    per the by laws of the Society. One Official member of the rank of Section Officer/

    Major or above, is to be nominated by the Chairman of the Managing Committee. One

    each of the staff side members to represent group C and Group D staff, may be

    recommended by the staff side of the office council (JCM) if any functioning in that

    Department Office, or by the recognized service associations of the employees, subject

    to acceptance by the Chairman that the members recommended are the real

    representatives of the staff, or the Chairman may himself nominate these two members

    at his discretion. One lady member, if available in the Department/ Office, may be

    nominated by the Chairman as a co- opted member.

    All members of the Managing Committee in the case of the canteen run by a Co

    operative Society (excepting...

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