OPTIMISING THE PERCEPTION MANAGEMENT EFFORT
Proposal for Establishing a Multi-Activity Centre in Shupiyan Town
Executive Summary
The primary purpose of establishing a Multi-Activity Centre is to provide opportunities for the youth to pursue recreational interests as an acceptable alternative to disruptive activities. Though primarily targeted at the youth, SMAC is designed for all groups in the community and seeks to bring club-like facilities to the population.
The Shah-e-Hamadan Multi-Activity Centre is conceived as a flagship project to showcase the synergy between the Army, Police and the civil administration of Shupiyan District in their common pursuit of ushering peace, development and normalcy in Shupiyan District.
There must be an expressive signature of the Army’s involvement in setting up the facility while the running and maintenance must be left to the civil administration. The organisational abilities of the Army, which are well recognised and acknowledged in Shupiyan, will ensure that the umbilical cord with the Army is maintained. The face of the civil administration is necessary to enable the participation of women in the project without the apprehension of the project being labelled as an effort at cultural aggression.
This paper highlights the scope and philosophy behind the project, infrastructure requirements, target population and policy requirements. It also recommends a Board of Members, its functioning and a model for financial self-sustenance. The last factor is critical to the success of the concept. A concerted review after six months of initial functioning incorporating pragmatic ground realities and feedback from the Board Members will be an imperative to arrive at a long term sustainable model.
Background and Purpose
The proposal to set up a multi-activity centre stems from the requirement to engage the youth of Shupiyan District and is intended to be partially fulfilled through Op Sadbhavna efforts. Currently, Shupiyan has only the Shaheed Imtiyaz Thoker Stadium to cater for the recreational needs of the youth. The stadium was constructed under Op Sadhbhavana and handed over to District Sports Council. Due to apathy of the civil administration, it lies in shambles now and is restricted in the section of youth it engages. There is thus a need to refurbish the stadium, resuscitate the existing facilities and add relevant facilities for a wider engagement of youth.
A multi-activity centre envisions filling in this gap and its primary purpose is to provide opportunities for the youth to pursue recreational interests as an acceptable alternative to disruptive activities. With improved facilities, it is expected that the limitation of a conservative mind-set and the failure of the district administration to organise activities exclusively for women will be overcome and in due course the facility will be accessed by either gender.
Recommended Name
The facility is recommended to be named Shah-e-Hamadan Multi-Activity Centre (SMAC) after the Persian scholar who brought the tenets of Sufi Islam to the Valley. A brief on the personality is at Appendix.
Philosophy
3. The proposal for SMAC is founded on the following ideas:-
(a) A community organization, such as SMAC, is necessary if democratic society is to succeed and endure.
(b) Though primarily targeted at the youth, SMAC is designed for all groups in the community and seeks to bring club-like facilities to the population.
(c) SMAC will be a dynamic multipurpose facility that seeks to create and strengthen social links through shared cultural and recreational pursuits.
(c) The success of the concept can only be gauged by a successful running and maintenance of the facility.
(d) SMAC is intended to pull the youth off the streets (males) and out of their houses (females) and draw them to constructive activities.
(e) It is anticipated that SMAC will enable the engagement of women by drawing them to sports and non-academic pursuits.
(f) SMAC must profess a modern outlook and be equipment and infrastructure intensive to enable its primary aim of drawing the youth.
(g) SMAC must evolve into a facility that the local populace is proud of. It must be accepted as a community endeavour.
(h) There must be an expressive signature of the Army’s involvement in setting up the facility while the running and maintenance must be left to the civil administration.
(j) The Army, Police and the civil administration must involve themselves in providing guidance and encouragement for the youth to avail the facility. The Army must maintain distance insofar as the participation of women is concerned and allow the civil administration and the Police to take the lead.
(k) The services offered must be determined by the needs of the community and must be evolved post participative involvement of representative stakeholders. The process of setting up the facility is important to evoke the sentiment of a community effort.
(l) SMAC must be established and run in the spirit of co-operation, solidarity and mutual assistance between the civil administration, Police and the Army.
Target Population
The population of Shupiyan town and adjoining areas to include Shrimal and Balapora (adjacent to Balapora Army Camp), Pinjura, Trenz, Memender, Zawoora and Krewa areas is the intended target of this project.
Conflict of Interest and Mitigation Measures
Despite the best and visibly honest intentions, the setting up of SMAC may draw the attention of inimical elements who would want to discourage the project and portray it as cultural aggression. This must not deter the Army from indicating its involvement in bringing about the facility, for the large majority supports the concept and fringe elements must not dictate the pace of progress towards modernity and normalcy. However, the following must be considered:-
(a) To obviate reverse sentiment, the facility will cater for a conservative approach to activities organised on campus. Muslim principles of modesty will be respected. Separate timings or areas for the sexes must be designated.
(b) While the Army must take its due credit for setting-up of SMAC, it must be conspicuous by its absence in the routine running of the facility. However, advice may be rendered in meetings to further the modern approach and enable a professional line of thought.
(c) The management must encourage parents to visit the facility to prevent any rumour-mongering. Their involvement may be encouraged through workshops or expositions.
(d) To keep the masses educated on the goings-on at SMAC, vernacular print media and cable television must be optimally used.
(e) Round-the-clock security must be ensured for the facility. Being set-up in vicinity of the District Police Lines and a Company of CRPF, incidental security is automatically achieved.
Location and Infrastructure
The location for the SMAC has been identified within existing Shaheed Imitiaz Thokar Stadium, Batpura for the following reasons:-
(a) Proximity to Shupiyan town.
(b) Ease of over-watch by security agencies (Proximity to DPL).
(c) Ease of access for the target population.
(d) Suitable and adequate area for bringing up required infrastructure and cater for subsequent expansion.
(e) Cost – benefit analysis.
The existing building which forms the Pavilion at the stadium will be utilised for the purpose of establishing SMAC. Existing facilities viz, the playing fields, volleyball courts and seating arrangements in the pavilion will be integrated with SMAC. A front office to include a reception, lockers and administrative office will be housed in one of the rooms in the Pavilion. The various facilities at SMAC will be named after significant personalities (a brief on the personalities is at Appendix) as under:-
· Kalhana Public Library. A medium sized library with the aim of finally holding upto 50,000 books.
· Premchand Gymnasium. Will cater for 25 to 30 persons working out at any given time.
· Lal Ded Internet Cafe. With upto 10 computers, this must cater for the requirements of imparting computer education. Off hours this may double as an internet café.
Policy Requirements
The following policies may need to be arrived at and will be the agenda for the first meeting of the elected Board Members:-
· Gen Rules at SMAC.
· Internal Procedures including constitution and charter of management and oversight policy.
· Operation Ethics.
· Rules and policy for specific facilities.
· Personnel policy including hiring, job profile and emoluments.
· Security Policy.
· Self-sustenance Policy. The project must arrive soonest on a self-sustenance model based on a not-for-profit concept. Also, a membership concept, based on token contribution, will keep the youth coming back while enhancing the status of the facility. Further, it will help wean away the population from the free-facilities-are-my-right conviction that currently pervades.
Board of Managers and Staff
11. The Board of Managers must be kept apolitical. A recommended Board with envisaged functions is at Appendix B. The Board members will function with a social service mindset and no emoluments are planned for.
Initial Setup
26. To set the procedures right and lay a strong foundation, the initial set up and first three month’s functioning will be strictly controlled by 44 RR. The unit will then handover SMAC to the District Administration.
Future infrastructure
Future infrastructure planning may cater for an indoor sports complex with badminton courts, skating rink and board games. Other subsequent subsidiary infrastructure may include a cafeteria, a few relevant shops, foyer area for exhibitions/ fairs, parking areas and a tourist reception centre for organised treks or picnics into the Pir Panjal Ranges. A Seminar Room to cater for 500 people in theatre-style sitting will be an invaluable addition. This will be the critical space where events may be organised suiting the needs of various cross-section of the society. Having a dedicated auditorium will encourage events, screening of educational films, meetings, expositions, etc.
Appx
(Ref Para 9)
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SMAC: BRIEF ON PERSONALITIES*
1. Mir Syed Ali bin Shahab-ud-Din Hamadan.
Shah-e-Hamadan (1384-1314) a Persian Sufi of the Kubrawi order, a poet and a prominent Muslim scholar. He was very influential in spreading Islam in Kashmir and had a major hand in shaping the culture of the Kashmir valley. In Kashmir, Shah-e-Hamadan started to preach Islam in an organized manner. He and his followers helped set up a large number of mosques in every nook and corner of the valley, the most famous of them being the Khanqah-e-Muala on the banks of Jhelum River.His influence on arts and culture and the economy of the valley cannot be overstated. Among the seven hundred followers who accompanied him to Kashmir were men of arts and crafts who flourished in the valley. They popularized shawl-making, carpet-manufacturing, cloth-weaving, pottery and calligraphy. Shah Hamadan was a multi-dimensional personality. He was a social reformer besides being a preacher. He brought about substantial reforms to the lives of ordinary Kashmiris, getting rid of practices like black magic. He made Islamic teachings known to the people in Kashmir, improved their beliefs, made efforts for the building of their character and laid down a fool-proof system for the propagation of the Islam. He introduced the Central Asian architecture in the valley which when fused with the Kashmiri architecture, gave rise to a new style. He wrote several short works on spirituality and Sufism.
2. Kalhana.
Kalhana (c. 12th century), a Kashmiri, was the author of Rajatarangini (Chronicle of Kings), an account of the history of Kashmir. He wrote the work in Sanskrit between 1148 and 1149.He was born to a Kashmiri minister, Canpaka, who probably served king Harsa of the Lohara dynasty. It is possible that his birthplace was Parihasapura and his birth would have been very early in the 12th century. It is extremely likely that he was of the Hindu Brahmin caste, suggested in particular by his knowledge of Sanskrit.
4. Premchand Degra. Born on December 1, 1955 (age 56) at Babri Nangal village in Gurdaspur district of Punjab, Premchand Degra has striven hard to mould his body into a muscular delight. He began his sports career as a wrestler after completing his matriculation from Government High School of the neighbouring Tibber village in 1973. It was only in 1980 that he developed an interest in body building and rose to be crowned Mr Punjab, Mr North India, Mr India (9 times in a row), Mr, Asia (8 times) and finally Mr World (Middle-weight class) and Mr Universe. The world title earned him the Padma Shri in 1990. Earlier he had received the Arjuna Award in 1986.
5. Lalleshwari AKA Lal Ded. Lalleshwari (1320–1392) was a mystic of the Kashmiri Shaivite sect. Known as Lal Vakhs, her verses are the earliest compositions in the Kashmiri language and are an important part in history of Kashmiri literature. She inspired some of the later Sufis of Kashmir. The leading Kashmiri Sufi figure, Sheikh Noor-ud-din Wali, also known as Nooruddin Rishi or Nunda Rishi, was highly influenced by Lal Ded. One Kashmiri folk story recounts that as a baby, Nunda Rishi refused to be breast-fed by his mother. It was Lal Ded who breast-fed him. Lal Ded and her mystic musings continue to have a deep impact on the psyche of Kashmiri common man, and the 2000 National Seminar on her held at New Delhi led to the release of the book Remembering Lal Ded in Modern Times. A solo play in English, Hindi and Kashmiri titled 'Lal Ded' (based on her life), has been performed by actress Mita Vashisht all over India since 2004.
6. TN Raina. Tapishwar Narain Raina was the Chief of the Army Staff of the Indian Army during 1975–78. Later he served as High Commissioner to Canada. Raina served with the Kumaon Regiment and was a veteran of the Second World War, as well as the 1962 and 1971 wars. During the Second World War, while serving as a 2nd Lieutenant, Raina was injured a grenade accident which resulted in the loss of an eye. He had a glass eye in place for the rest of his career in the army. He was the Brigade Commander at Chushul in Ladakh during November 1962. He was awarded the Maha Vir Chakra for his handling of the Battle of Chushul. In 1971, Raina was a Lieutenant General, and was the General Officer Commanding of II Corps in the Khulna sector. Raina was awarded the Padma Bhushan for his contributions to the War. General Raina died on 19 May 1980 in Ottawa, while serving as India's High Commissioner to Canada.
* Source: Wikipedia
BOARD OF MANAGERS: SMAC
Constitution
The following are recommended to constitute the Board:-
(a) Chief Patron : DC, Shupiyan District.
(b) Chairman : SP, Shupiyan District.
(c) Vice Chairman : ACD, Shupiyan District.
(d) Secretary : Manager, District Sports Council.
(e) Members : OIC Perception Management, 44RR.
DSP (HQ) DPL.
District Social Welfare Offr.
Chairman, Youth Services and Sports, Shupiyan.
(f) Advisors : Principal Degree College, Gagarin.
Principal Greenland Public School, Shupiyan.
Principal Goodwill School, Balpora.
Principal Boys Higher Secondary School, Narpora.
Principal Shahi Hamadan School, Shupiyan.
Functions of Board.
Some of the suggested functions of the Board are as follows:-
(a) Ex cont over financial mgt of the SMAC.
(b) Prep budget and estimates for the next financial year and fwd suggestions in respect of new items of expdr with justification. This will incl recurring expdr such as on constr of new infrastructure, spl repairs, eqpt etc.
(c) Discharge all other functions as related to the day to day functioning of the institution, incl appt of staff.
(d) Org pgme/ functions for the improvement of the Institution.
(e) Ensure that no financial irregularity is committed.
13. Board Meeting. The Board/Management Committee will preferably meet twice a year i.e. in Mar/Apr and Nov/Dec. The agenda points for discussion will be prepared by the Vice Chairman in consultation with the Secy and circulated to all members. During such meeting, the Secy will read out the Annual Report highlighting major achievements. Secy will present budget proposal for ensuing year & revised estimates of current year of the SMAC to the Board. During these meeting, accounts will be circulated and put up to the Board for approval/rectification. The Patron can however, call for the meeting as and when felt necessary by him.
AUTHORISATION OF GROUND STAFF: SMAC
Employees
There is a need to auth adequate staff for the day to day functioning of the SMAC. The Board will appt the fwg staff:-
(i) Staff.
(aa) Gym in-Charge.
(ab) Computer Cell in-Charge.
(ac) Library in-Charge.
(ad) Security in-Charge.
(ii) A min of two Gp D (watchman/gatekeeper & sweeper) must be emp for SMAC.
Appt of Staff.
The board will appt the staff preferably from Youth Club, Shupiyan. *
Salary.
Upto Rs 10,000/ for staff and Rs 7000/ for Gp D employees. Annual increment to be decided by the Board of Managers
The Youth Club of Shupiyan comprises persons who have been involved in stone-pelting incidents during 2008-2010. Some of them have served prison time under PSA. The Youth Club is the premier tgt for SMAC.
SELF-SUSTENANCE AND FINANCIAL MANAGEMENT OF SMAC
Maint of SMAC
16. Running and monthly maintenance required for SMAC will be catered for by the Secy from within his financial powers. Any major repairs like repairs, addition/ alteration in the building, purchase/replacement of any equipment etc will be carried out only after the approval/consensus of the Board. A minute sheet to be floated for every expenditure or procurement depending upon the financial powers as mentioned in Para 18.
Financial Management
17. Accounts of the SMAC will be operated by the Secy. However, it will be personally ensured by the Vice Chairman that the fee and other dues are correctly collected and deposited on the same day or next working day. The following procedure will be strictly adhered to while operating the account :-
(a) Fee and dues collected from users will be deposited in the bank the same day or next working day if remittance to bank is not possible owing to exigency of the service.
(b) For any kind of purchases required by SMAC, proposal will be put to the Secy in sanction book to seek the sanction of competent financial authority as mentioned at Para 18.
(c) Purchase will be made in accordance with the laid down procedure.
(d) Property will be taken on ledger charge before payments are made. The property ledger will be maintained.
(e) All financial transactions above Rs 5,000/- (Rupees one thousand only) will preferably be made by cheque. All cheques issued will be account payee only.
(f) Salaries of the month for staff will be either credited directly into their acct or paid by cheque on the first working day of the next month. The records to this effect will be properly maintained.
(g) Annual stock taking board will be held as per existing instructions.
(h) Staff may be advised to open accounts in the bank utilised by the SMAC for maintaining its accounts.
Financial Powers
18. The following financial powers will be exercised for purchases per transaction:-
(a) Secy - upto Rs 15000/-
(b) Vice Chairman - upto Rs 25,000/-
(c) Chairman - upto Rs 50,000/-
(d) Patron - More than Rs 50,000/-
19. No purchases will be made unless it has been sanctioned by the competent financial authority as given in para 18 above.
Accounting Procedures
20. Maintenance of Accts. SMAC should maintain proper accounts which will be closed at the end of each month and put up to the Chairman. The Acct Book should have no overwriting/ whiteners and any correction required should be by scoring out the entry and making a fresh entry which will be initialled by the Secy. The list of documents to be maintained by each school is as follows :-
(a) Columnar Cash Book where all transactions are entered.
(b) Sanction Book for expenditure and minute sheets of approval.
(c) Payment Voucher/ file.
(d) Receipt Voucher/ file.
(e) Issue Voucher/ file.
(f) Salary Register.
(g) Fee Register
(h) Security Deposit Register.
(j) Petty Cash Book.
(k) Property Ledger.
(l) Bank Correspondence File.
(m) Attendance Register of employees.
21. Audit of Accounts. The SMAC Accts will be audited on regular basis as given below :-
(a) Quarterly Audit. A Quarterly audit board will be ordered for school by the Board. The board of members will certify the fwg :-
(i) All accounts are being maintained as per accounting procedure.
(ii) Expenditure incurred is support with proper sanctions.
(iii) Expenditure incurred is only for authorised items.
(iv) Items purchased have been taken on charge in Property Ledger.
(v) Bank reconciliation has been carried out and there is no discrepancy.
(b) Surprise Check of Accts. Surprise check may be ordered by Chairman/ Patron at any time but it should be done at least once in each quarter.
(c) Annual Audit. SMAC must ensure to have their accounts audited at the end of the year.
22. Annual Stock Taking of Property. SMAC must carry out the Annual Stock Taking of the Property held on charge.
User Fee.
23. The User fee will be revised on yearly basis with an approx increase of 10% every year. Any revision to the approved fee structure based on the guidelines will be duly approved on a noting sheet by the Board. There will however be no mid-term revision of fee.
(a) One Time fee. A one-time fee of Rs 1000/- as membership fee will be charged.
(b) Monthly Charges. These are the fee under various sub-heads which shall be charged once at the beginning of each year. Separate heads will be maint for account of these charges:-
(i) Gym Fee – Rs 400/-.
(ii) Computer Fee – Rs 500/- (Incl internet charges).
(iv) Library Fee – Rs 100/-.
24. Payment of Dues Dues including fee are payable by 5th of each month. Late fee will be charged from the defaulters as under:-
(a) Upto 10th of the month - Rs 1/- per day.
(b) Upto 20th of next month - Rs 2/- per day.
(c) Upto 30th of the next month - Rs 3/- per day.
25. If the dues are not paid for two consecutive months, the name of the user will be struck off from the membership roll and the user will only be admitted after payment of admission fee afresh and that too with the approval of Chairman. Any exemption however will be at the discretion of the Chairman, SMAC.
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