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1. ADMINISTRATION

2. SECRETARIAT
• Every state has its own.
• Nerve center of state administration
• Consists of several departments of state government
Political heads Administrative heads
Ministers Secretaries

3. SECRETARIAT
• Chief Secretary – head of the state secretariat
• Secretaries – Generalist
• PWD Engineer – Specialist

4. SECRETARIAT
General Administration Public works Local government
Home Education Excise & Taxation
Finance Planning Industries
Jail Irrigation and Power Publicity &Information
Revenue Law Cooperation
Forest Social Welfare Health
Agriculture Housing
Labour and Employment Civil supplies
Panchayati Raj Transport

5. SECRETARIAT
Officers
1. Secretary
2. Spl / Additional Secretary
3. Joint Secretary
4. Deputy Secretary
5. Under Secretary
6. Assistant Secretary

6. SECRETARIAT
Personnel
1. Superintendent
2. Assistant Superintendent
3. Upper Division Clerks
4. Lower Division Clerks
5. Steno typists / Typists
6. Manual Workers

7. SECRETARIAT
Secretary
Principal Secretary to the Minister on administrative and policy
matters.
Issues instructions to the officials
Additional Secretary – de facto head and directly deals with the
minister
Deputy Secretary – Acts on behalf of the secretary

8. SECRETARIAT
Secretary
• Under secretary – responsibility of submitting all relevant
materials to his seniors.
• Examines the papers under disposal and submits the case to
the deputy secretary.

9. SECRETARIAT - Functions
• To formulate policies and programmes of the state government
• To coordinate the state government policies and programmes
• To prepare the state budget & impose control on public expenditure.
• To frame legislations, rules and regulations.
• To review the results of the execution of a policy.
• To maintain contacts with Central and other state governments

10. SECRETARIAT - Functions
• To assist ministers in discharging their responsibilities to state
legislature, like answering questions.
• To serve as a think tank of the state government.
• To receive the complaints, representations and appeals from
the people and solve them.

11. Chief Minister
Real head of the government
• Appointed by the Government (Article 164)
• Leader of the majority party – appointed as CM
• 1997 (SC) – a person who is not a member of state legislature can be
appointed as CM for a period of 6 months, within which he should be
elected to the state legislature.

12. Chief Minister
In Relation to the State Legislature
• Advises the Governor with regard to the summoning or proroguing the
State Legislature
• Recommends to dissolve the Legislative Assembly
• Announces government Policies on the floor of the House

13. Chief Minister
In Relation to Council of Ministers
• Recommends persons who can be appointed as Ministers
• Allocates and reshuffles the portfolios among the Ministers
• Presides over the meeting of council of ministers
• If he resigns, the entire council of ministers will be collapsed

14. Chief Minister
In Relation to the Governor
• Principal communication channel between the Governor and Council
of Ministers
• Advises the Governor with regard to the appointment of executive
positions

15. Chief Minister
Other Functions
• Chairman of State Planning Board
• Member of Inter State Council, NITI Aayog headed by PM.
• Political Head of the services.

16. Council of Ministers
Article 163 – There shall be a Council of Ministers headed by CM to
aid and advise the Governor in the exercise of his functions.
Article 164 – Cheif Minister shall be appointed by the Governor – and
ministers on the advice of CM
91st amendment 2003 – total number of ministers including CM, shall
not exceed 15% of the total strength of the Legislative Assembly.

17. Advocate General – Article 165
• Assists the State Government on all legal matters.
• Appointed by the Governor
Qualified to be appointed as High Court Judge
• He should have held a Judicial office for ten years (or)
• He should have worked as an advocate for ten years.

18. Chief Secretary
• Had its origin during British rule
• Lord Wellesley in 1799
• G.H. Barlow – first chief secretary
• Executive head of the state secretariat
• Administrative head of the state administration.
• His control extends to all departments in the secretariat.

19. Chief Secretary
• Chosen by the Chief Minister from the senior IAS in the state cadre.
• Based on the following:
seniority of the officer;
service record, performance and merit of the officer;
and his trust and confidence in the officer.
 No fixed tenure for this post

20. Chief Secretary – Powers & Functions
As an Advisor to the Chief Minister
Principal advisor to the Chief Minister.
CM will consult the Chief Secretary on all policy matters
CS will explain the possible implications of the proposals of the
Ministers.
Link between the Secretaries of the Departments and the CM

21. Chief Secretary – Powers & Functions
As Secretary to the Cabinet
Administrative head of the state cabinet.
Prepares agenda for the cabinet meetings & keeps recordings.
Takes steps for the implementations of the decisions taken in the
meetings

22. Chief Secretary – Powers & Functions
As a Head of the state civil service
Deals with all cases related to appointment, transfer, promotion of
state civil servants.
Plays an important role in maintaining the morale of the state service.

23. Chief Secretary – Powers & Functions
As Chief Coordinator
Works towards ensuring inter-departmental coordination.
Presides over the meetings of secretaries of the deparments.
Presides over the conferences of the District Collector, heads of the
departments at the district level.

24. Chief Secretary – Powers & Functions
As Crisis Administrator
Provides guidance and leads the officers engaged in relief operation.
Other Functions:
• He acts as the secretary, by rotation, of the Zonal Council of which the state
concerned is amember.
• He exercises general supervision and control over the entire State Secretariat.
• He has administrative control over the Secretariat building, the staff attached
to the ministers, the central record branch, the Secretariat library, the
conservancy and watch and ward staff ofthe Secretariat departments.
• He is the principal channel of communication between his government and the
Central Government and other state governments.

25. Chief Secretary – Powers & Functions
Other Functions:
• He plays a significant role in the administration of law and order and planning.
• He attends the annually held chief secretaries conference presided over by the
cabinet secretary of the Union Government.
• He acts as a spokesman of the state government.
• He acts as the chief advisor to the Governor when President’s rule is imposed
in the state, and if the Central advisors are not appointed.
• He attends the meetings of the National Development Council.
• He acts as the chief public relations officer of the state government.

26. Directorates
• The Minister, Secretary and Department Heads – Components of the state
government.
• Minister and Secretary – Secretariat.
• Office of the Department heads – Directorates.
• Located outside the Secretariat.
• Secretariat – Policy making
• Directorate – Policy execution

27. Directorates
• Headed by the Director.
• Assisted by Additional Directors, Joint Directors, Deputy Directors,
Assistant Directors.
• Head of the directorate may be called as – Registrar, Director general,
Inspector General, Chief Engineer, Chief Conservator.

28. Directorates

29. Directorates
• To provide technical advice to the ministers
• To prepare the budget of the department.
• To exercise disciplinary powers over the subordinate officers as
per rules.
• To render advise to the State Public Service Commission
regarding promotions and disciplinary actions.
• To inspect implementation of work by the departmental district
staff.
• To allocate grants and make budget reappropriations.

30. Directorates
• To make all appointments, confirmations, postings, transfers and
promotions of all subordinate officers within the prescribed limits and
approved rules.
• To organise in-service training programmes for departmental officers.
• To carryout departmental research and experiment programme to improve
the efficiency of the department.
• To accord sanction to the officers for the attendance of conferences (other
than inter-state or Central Government conferences).

31. District Administration

32. District Administration
• District Collector – head of the district administration.
• Revenue Department – direct control of the district collector.
• Office of the collector – Collectorate.
• District – basic geographical unit of administration in India.
• No mention in the Constitution of India – Except Article 233
• 73rd & 74th amendment – introduced the term

33. District Administration
• Mughals – Sarkar – headed by Faujdar
• Office of District Collector – created by Warren Hastings in 1772
• Collect the land revenue and magisterial activities.
• 1782 – Sir John Shore, a civil servant – administration of revenue and
civil justice in the districts must be in the hands of Collector.

34. District Administration
• 1793 – Cornwallis – collector was absolutely divested of his judicial
functions.
• 1833-43- non-covenanted posts of deputy collectors and magistrates
were created to enable the entry of Indians into the service.
• Collector – fiscal responsibility of the government for receiving
various types of revenue.
• As a magistrate – responsible for maintenance of law and order,
superintendence of police and management of jail

35. District Administration
• 1857 – 1907 – strong powers to the collectors – Little Napoleans
• Dyarchy – provided for elections to the provincial legislative councils
and few departments has been transferred to the ministers.
• 1935 Act – Provincial autonomy – diluted the collector’s authority.
• Had to work with the ministers elected by the people.

36. District Administration
Gradually the role of Collector diminished due to the following factors:
1. Parliamentary form of government
2. Police state to Welfare state
3. Emergence of Local Government (Panchayati Raj)
4. Separation of judiciary from the Executive
5. Growth of departments at the district level
6. Rise of Commissionerate system of law and order administration in district.

38. District Collector – Powers & Functions
As Collector:
• Assessment and Collection of land revenue.
• Collection of taxes – irrigation, agricultural dues, taqavi loans
• Land acquisition – major responsibility for slum clearances and new
projects.
• Preparation and maintenance of land records.
• Distribution of agricultural loans

39. District Collector – Powers & Functions
As District Magistrate:
• Responsible for maintenance of law and order in the district.
• Police force in the district with SP as its head – kept under the supervision
of the District Magistrate.
• Give the order to fire or to use force (based on the situation)
• Can inspect the police stations and jails
• Visit the jail from time to time.

40. District Collector – Powers & Functions
As a Coordinator:
Coordinates all the activities of all the departments at the district level.
Should hold meetings of the officers posted in the various agencies at
district level.
Head of the district industries center.

41. District Collector – Powers & Functions
As crisis administrator:
During emergency situations – natural calamities, flood, famine, cyclone,
riots.
In case of riots, he has to see that the police contingent arrives on time,
hospitals are alerted.
During floods – rescue operations, call for the army for help and supplying
food items.

42. District Collector – Powers & Functions
• To supervise treasury and sub-treasury.
• Responsible for conducting census for every 10 years.
• Returning officer – during elections
• Chief Protocol officer – during the visits of VIP and dignitaries.
• Submits annual administrative report of the district to the government.
• Undertake regular tours of district, villages, meeting people and listening to
their grievances – intermediary between the government and the people.

43. State Finance Commission
• Under Article 243 –I and 243 –Y of the Constitution o fInida and
under Tamil Nadu Panchayats Act 1994
• Sixth State Finance Commission was constituted
• Commission shall review the financial position of the rural and urban
local bodies.
• Chairman – Thiru. Mohan Pyare IAS (retd)

44. State Finance Commission
• The distribution between the state and local bodies of the net proceeds
of the taxes, duties, tolls and fees levied by the state
• Determination of taxes, duties, tolls and fees which may be assigned to
local bodies.
• Grants-in-aid to the local bodies from the Consolidated fund of the
state.

45. State Finance Commission
• Measures needed to improve the financial position of the local bodies and
identifying new avenues for resource mobilization in rural and urban areas.
• Suggesting ways to avoid unpaid bills of Electricity (TANGEDCO) and
water charges to ensure prompt and timely settlement
• Suggesting ways for strengthening the service delivery capacities of local
body to enable them to effectively discharge the roles and responsibilities
entrusted to them by the Constitution of India.