GOVERNMENT OF MAHARASHTRA

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1 GOVERNMENT OF MAHARASHTRA GENERAL ADMINISTRATION DEPARTMENT, No.SGR-1002/688/C.R.92/31, MUMBAI , DATED 01 ST JANUARY, 2004 NOTIFICATION In supersession of all the existing Government orders relating to the rules governing the extension of courtesies and facilities to the State Guests visiting Maharashtra, the Government of Maharashtra is pleased to make the following rules to regulate all matters relating to the State Guests visiting the State. 1. Short title and application : These rules shall be called The Maharashtra State Guests Rules Amended These rules apply to the VVIPs / VIPs dignitaries and officials who are treated as State Guests under these rules, when they visit any place in the State of Maharashtra. The VVIPs / VIPs mentioned in the list at Annexure A to these rules shall be treated as State Guests for the purposes of reception, transport, boarding and lodging when they visit any place in the State of Maharashtra irrespective of the nature of their visits. The VIPs / dignitaries and officials mentioned in the list at Annexure B to these rules shall be treated as State Guests for the purpose of reception, transport, boarding and lodging when their visit is at the invitation of the Government of Maharashtra with the affairs pertaining to this State Government only. As regards the Chairman of the Parliamentary Committees visiting Maharashtra in connection with the official work concerning the State Government, expenditure on arrangements for boarding, lodging and transport will be borne by the Protocol Division, General Administration Department. These arrangements will be made in the State Guest Houses / Circuit Houses. Expenditure on such arrangements if made in a hotel will have to be borne by the concerned Mantralaya Department. Expenditure if any, incurred on arranging meetings, conferences visit to places, reception, lunch, dinner or floral bouquet etc. will also be borne by the concerned Mantralaya Department. It will be the prime responsibility of the Mantralaya Department concerned to ensure that the visit of a particular committee / commission is an official one and connected with the affairs of State Government and the guidelines issued in this regard are scrupulously followed. (iii) (iv) Any non-official who does not figure in the list at Annexures A and B shall be treated as State Guest with the specific orders of the Chief Minister, Government of Maharashtra. An official or ex-official who does not figure in the list at Annexures A and B visiting the State shall be treated as State Guest. With the specific orders of the Chief Secretary, Government of Maharashtra.

2 However the Mantralaya Department desirous of treating any dignitary, committee, commission etc. as State Guest will ensure that such a visit is intimately connected with the affairs of the State of Maharashtra and is in the interest of the State, before seeking orders of the Chief Secretary / Chief Minister, Government of Maharashtra. 2. Family Members / Party Members :- (iii) All the members of the family (whether dependent or otherwise) and the party accompanying the following VVIPs shall be provided board & lodging free of charge. (1) The President of India (2) The Vice President of India (3) The Prime Minister of India (4) The Deputy Prime Minister of India Arrangements for board and lodging for the security officers and the S.P.G. personnel visiting Maharashtra in advance will however be made on payment basis. Family Members (subject to a maximum of three) accompanying the State Guests mentioned in Annexure A shall be treated as State Guest Family Members (subject to a maximum of two) accompanying the State Guest mentioned in Annexure B shall be treated as State Guest. NOTE: Family members of State Guest include spouse and dependent children, unmarried daughters and parents. 3. Personal Staff : i) The personal staff upto a maximum of 5 persons accompanying the Governor and the Chief Minister of other States shall be provided lodging and boarding facilities free of cost during the period of stay of the Governor/Chief Minister. In case the accommodation of the Governor of a state is arranged at the Sahyadri State Guest House in Mumbai then the accommodation of the ADC to the Governor will also be made in the Sahyadri State Guest House. The accommodation of the other officers and staff accompanying the Governor will be made in the other State Guest Houses in Mumbai. ii) iii) Only one member of the personal staff accompanying the 'State Guests' mentioned in Annexure 'C' shall be provided lodging and boarding facilities free of cost during the period of stay of the State Guest in the State Guest Houses. Any personal staff accompanying the 'State Guests' mentioned in Annexure 'B' shall be provided lodging and boarding facilities in the State Guest Houses, subject to availability, on payment basis. 4. Period for providing State Guest facilities i) The following VIPs & members of their party shall be accorded 'State Guest' facilities during their entire period of stay in the State (a) The President of India (b) The Vice-President of India (c) The Prime Minister of India (d) The Deputy Prime Minister of India ii) For other 'State Guests', the period for providing State Guest facilities will not exceed five days for the dignitaries mentioned in Annexure-A on each occasion and three days

3 for the dignitaries mentioned in Annexure 'B' on each occasion. The period shall be counted from the time of first arrival in Maharashtra. 5. Reception During the visits of the President of India The Vice-President of India (iii) The Prime Minister of India to any place in Maharashtra State, the reception and farewell will be arranged as per the guidelines given vide the Government of India, Ministry of Home Affairs, letter No.13/37/79-States, dated the 8 th July 1980 (Subject :- Courtesies to be shown to the dignitaries visiting States and Union Territories.) Visits of other 'State Guests' to Maharashtra :- In Mumbai: The Special Officer (Protocol) of the Protocol Division in the General Administration Department shall receive and see off the 'State Guest' at the time of arrival and departure at the Airports. In Districts: The Collector of the district concerned shall make appropriate arrangements to receive and see off the State Guests. As regards the dignitaries and officials who are treated as State Guests by a Department of Mantralaya, an officer of the concerned Department shall also receive and see off the State Guest. In Mumbai an officer from the City Railway Police at the railway station concerned will receive and see off the State Guests who undertake journeys by train. 6. Transport :- The State Guests shall be provided free transport. Ordinarily, the transport placed at the disposal of the State Guest is for the journeys within the limits of Greater Mumbai or district, as the case may be. Provided that, where in certain contingencies, the State Guest may have to take the vehicle outside Mumbai city limits or a district within the State, the formal permission from the General Administration Department (Protocol) in the case of visit to Mumbai or from the collector concerned in the case of visit to district, shall be obtained. (iii) Normally, one car is provided per dignitary during the visit except the following dignitaries :- The President of India ) ) The Vice-President of India ) Cars are provided according ) to requirements. (iii)the Prime Minister of India ) ) (iv)the Deputy Prime Minister of India ) v)the Governor of other State ) ) Two cars vi)the Chief Minister of other State ) During the visits of the Parliamentary Committees and the various Commissions of the Union, a Chairperson should be provided an independent car. The number of the cars

4 to be provided to other members should, however, be kept to the minimum. Mini buses, wherever convenient should be utilized. (iv) (v) Where transport arrangements have been made on payment basis, the charges for the same shall be recovered before the departure of the party from the place of the visit. In case Government vehicle is not available, a hired vehicle shall be provided to a State Guest. The Controller, Government Transport Service in Mumbai and the State Government officer concerned in district shall ensure that a hired vehicle so provided is in good mechanical condition and the driver of the same is security cleared. 7. Boarding : The State Guests shall be provided free boarding, during the period of entitlement as State Guest. The items from the Standard Menu will be provided to the occupants. 8. Lodging arrangements :- Lodging arrangements for the State Guests will be made in one of the State Guest Houses in Mumbai and Circuit Houses in the Districts. Arrangements for certain dignitaries may be made in Raj Bhavan at Mumbai, Pune and Nagpur subject to the approval of the Governor of Maharashtra. The dignitaries who will be accommodated in Sahyadri State Guest House are shown in Annexure D. This is also subject to availability of suitable accommodation in Sahyadri. In case the State Guest desires to stay beyond the entitled duration then, subject to availability of rooms and with the prior approval of the General Administration Department, rooms on direct payment basis will be made available as per prescribed rates in force. Subject to approval of the Chief Minister accommodation for a State Guest may be arranged in a good hotel in special circumstances. 9. Other Arrangements Arrangements regarding reception, farewell, transport, accommodation and security for the VIPs/dignitaries enlisted at Annexures A & B will be attended to by the Protocol Division in the General Administration Department. Arrangements for dignitaries/officials who are treated as State Guests under Rule 1 (iii) & 1 (iv) shall be made by the nodal Deparrtment/offices sponsoring the visits with the help of the Protocol Division of the G. A. D. Expenditure on arrangements on such visits shall also be borne by the concerned Department/office. Every attempt will be made by the Protocol Division to accommodate these State Guests in the State Guest Houses and to make available the vehicles from the G. T. S. However, in case rooms or vehicles are not available, then the concerned Department will have to make the requisite arrangement independently. 10) Other visits :- Apart from the VIPs/dignitaries who are treated as State Guests, Non officials, high ranking Government officials etc. who are not otherwise State Guests may also be accommodated in the State Guest House subject to availability of accommodation on direct payment basis at the prescribed rates in force. Orders of the Chief Minister/Minister for Protocol will be obtained whenever nonofficials are to be lodged in the State Guest Houses.

5 (iii) On request, foreign dignitaries such as the guests of the various ministries of the Government of India and the foreign Consulates in Mumbai may also be accommodated in the Sahyadri State Guest House on direct payment basis. 11. Reservation of accommodation :- (iii) (iv) (v) (vi) Accommodation in the State Guest Houses is primarily meant for State Guest. However, subject to availability, accommodation in the State Guest House, Mumbai can be reserved for other guests by sending a requisition in writing to the General Administration Department.(Protocol), Mantralaya, normally seven days in advance of the day from which, the accommodation is required. The confirmation in this regard will be given only 24 hours prior to the date of occupancy. The charges for various suites/rooms in Sahyadri and Highmount and Vile Parle State Guest Houses as prescribed by the Government will be recovered from the paid guest in cash in advance. Reservation of accommodation in the State Guest House shall be made under specific instructions of the General Administration Department (Protocol). The Manager of the State Guest House has no authority to book suites/rooms in State Guest Houses on the basis of requests/requisition made by the parties directly to them. Actual allotment of rooms will be made by the Manager of the State Guest House. Ordinarily, reservation of accommodation in the State Guest House shall be treated as cancelled if the suite/room is not occupied within 6 hours on the day of reservation. Intimation for cancellation of the reservation should be sent to the Manager of the State Guest House or the General Administration Department (Protocol), in good time. The General Administration Department (Protocol) reserves the right to cancel any reservation made on payment basis without prior notice if it is required for its State Guests. 12. Occupation Register :- The Manager will maintain occupation register for keeping record of the arrival/departure and such other details of State Guests and other dignitaries accommodated in the State Guest House. The personal staffs accompanying the State Guests and others who have been provided accommodation on payment basis or the State Guest himself will fill in the particulars in the Register kept for the purpose. 13. Complaint and Suggestion Book :- A complaint-cum-suggestion book shall be maintained by the Manager of the State Guest House. 14. Accommodation charges :- (iii) The charges, calculated for every 24 hours from the time of arrival shall be recovered in cash in advance when the accommodation is provided on payment basis at the rates prescribed by the State Government from time to time. Ordinarily, the suites will not be allowed to be shared by more than two persons. Persons coming together as a group for the same conference, meeting etc. may be allowed to share a suite in which case each of them shall be charged at 50% of the prescribed charges for double occupancy. Provided where an additional separate room is allotted to a guest, the occupant will be charged for the additional room according to the prescribed rate in force.

6 15. Boarding arrangements :- (iii) Vegetarian and non-vegetarian food shall be provided in State Guest House as per the Menu Card available with the State Guest House. Guests are required to give sufficient advance intimation of their intention to have lunch/dinner with their preferences to the management. Alcoholic drinks, cigarette, paan, tobacco are not permitted in the State Guest Houses. 16. Meal Hours :- Generally, tea / breakfast / meals etc. in the State Guest Houses will be served during the following hours :- Bed Tea 6.00 a.m. to 7.00 a.m. Breakfast 8.00 a.m. to 9.30 a.m. Lunch Noon to 2.00 p.m. Tea 4.00 p.m. to 6.00 p.m. Dinner 8.00 p.m. to p.m. Provided that the Manager may make adjustment in these timings to suit the convenience of the State Guests: 17. Service in Rooms :- Generally, Breakfast, lunch dinner shall be served in the common Dinning Hall. However, at the request of the State Guest Room Service will also be made available. 18. Entertainment of personal guests :- In case a State Guest wishes to entertain his personal guest with breakfast, lunch or dinner in the State Guest Houses, the arrangements may be made, provided that sufficient advance notice of the same is given by the State Guest to the Manager. However the State Guest shall bear the expenditure for such arrangement. The State Guest and other occupants of the suites and rooms of Government State Guest Houses shall not accommodate in their room any person other than their own family members. 19. Telephone/STD/Trunk calls/isd facilities :- (iii) The following State Guests shall be provided with full telephone facilities including International Subscribers Dialing, free of charge. a) The President of India, b) The Vice President of India, c) The Prime Minister d) The Deputy Prime Minister The State Guests mentioned at Annexure E will be provided the facility of the STD & trunk calls only for official purpose free of charge. All State Guests will be provided facility of local calls free of charge.

7 (iv) (v) The facilities for STD/ISD/Trunk calls shall be provided to other guests on payment basis. Trunk calls and STD calls shall be booked through the telephone operator on duty who shall enter all trunk calls, STD/ISD in a separate register maintained for the purpose. 20. Expenditure on laundry :- The expenditure on laundry in respect of State Guests listed at Annexure F shall be borne by the State Government. 21. Supply of newspapers, periodicals :- The daily newspapers/periodicals will be supplied on the State Government account in the suites/rooms of the State Guests listed at Annexure G. The Manager of the State Guest House shall purchase few copies of daily newspapers and periodicals to be kept in the lounge. 22. Security :- The State Guests will be provided with required security by the Director General of Police / Commissioner of Police as per the instructions issued by the Ministry of Home Affairs, Government of India and the State Government on the subject, from time to time. 23. Relaxation :- The State Government may in the circumstances of each case relax any of the provisions of these Rules relating to composition of entourage of a particular State Guest and party and their duration of stay in Maharashtra. By order and in the name of the Governor of Maharashtra, Chief Secretary, Government of Maharashtra.

8 President of India Vice-President of India Prime Minister of India Deputy Prime Minister of India Chief Justice and Judges of Supreme Court ANNEXURE A (STATE GUESTS) vide Rule 1 (1) Speaker & Deputy Speaker of the Lok Sabha / Deputy Chairman, Rajya Sabha Cabinet Ministers/Ministers of State / Deputy Ministers and Parliamentary Secretaries of the Union Governors of other States / Lt. Governors of Union Territories Chief Ministers of other States & Union Territories Deputy Chairman, Member, Planning Commission. Leader of Opposition in Rajya Sabha Leader of Opposition in Lok Sabha Former President of India/ Former Vice-President of India Former Prime Minister Former Speaker of Lok Sabha Former Governor of Maharashtra Deputy Chief Ministers of other States Chief Justices of High Courts of other States Chairmen of Legislative Councils of other States Speakers of Legislative Assembly of other States/ Union Territories

9 ANNEXURE B (Dignitaries treated as State Guests on official duty) (Please see Rule 1 ) Ministers, Ministers of State & Deputy Ministers of other States & Union Territories Leader of Opposition in the State Legislative Assembly & Council and in Union Territories Deputy Chairman, State Legislative Council. Deputy Speaker, State Legislative Assembly. The Chairman of the Parliamentary Committees visiting Maharashtra in connection with the official work concerning the State Government

10 ANNEXURE C (Accompanying Staff) Chief Justice of Supreme Court and Judges of Supreme Court Speaker and Deputy Speaker of Lok Sabha Deputy Chairman of Rajya Sabha Union Cabinet Ministers and Ministers of State Deputy Chairman, Planning Commission Leaders of Opposition in Rajya Sabha and Lok Sabha Chief Justice of other High Court Chairman, Legislative Council of other State Speaker, Legislative Assembly of other State

11 President of India Vice-President of India Prime Minister of India ANNEXURE D (Sahyadri State Guest House) Governors of other States/Lt. Governors of Union Territories. Former President of India/ Former Vice-President of India Former Prime Minister Chief Justice and Judges of Supreme Court Speaker of the Lok Sabha Union Cabinet Ministers and State Ministers Deputy Chairman, Planning Commission. Leader of Opposition in Lok Sabha and Rajya Sabha Chief Ministers of other States Former Governor of Maharashtra Former Speaker of Lok Sabha Deputy Chairman, Rajya Sabha Deputy Speaker, Lok Sabha Deputy Chief Minister of other State Member of the Planning Commission Cabinet Secretary Chairman and Members of the Union Public Service Commission Chief Election Commissioner & Election Commissioner of Union Comptroller and Auditor General of India Chief Justice of High Court of other State Chairman of Legislative Council of Other State Speaker of Legislative Assembly of other State Cabinet Minister of other State Secretary of Government of India Dignitaries and members of the delegation from foreing countries. Former Speakers of Lok Sabha.

12 Deputy Prime Minister of India Chief Justice & Judges Supreme Court. Speaker and Deputy Speaker of Lok Sabha Deputy Chairman of Rajya Sabha Union Cabinet Ministers and Ministers of State Governor of other State Chief Minister of other State Deputy Chairman, Planning Commission ANNEXURE E (Trunk Call & STD facilities) Leaders of Opposition in Rajya Sabha / Lok Sabha Former President and Vice President of India Former Prime Minister Chief Justice of other High Court of other States Chairman, Legislative Council of other State Speaker, Legislative Assembly of other State Attorney General of India Cabinet Secretary Comptroller and Auditor General of India Chief Election Commissioner and Election Commissioner of Union. Former Speakers of Lok Sabha.

13 Deputy Prime Minister of India Former President and Vice President of India Speaker of Lok Sabha Chief Justice of the Supreme Court. Governor of other State Former Governors of Maharashtra. ANNEXURE F (Laundry facility)

14 Copy forwarded for information and necessary action :- 1) Secretary to the President, Govt. of India, New Delhi 2) Secretary to the Vice President, Govt. of India, New Delhi 3) Secretary to the Prime Minister, Govt. of India, New Delhi 4) Secretary to the Deputy Prime Minister, Govt. of India, New Delhi 5) Pvt. Secretary to the Chairman/Dy. Chairman, Lok Sabha, New Delhi 6) Pvt. Secretary to the Speaker/Dy. Speaker, Rajya Sabha, New Delhi 7) The Registrar, Supreme Court. New Delhi 8) Registrars of All High Courts 9) Cabinet Secretary to the Government of India, New Delhi 10) All Secretaries to the Government of India, New Delhi 11) Chief Secretary s of All States/Union Territories 12) Accountant General, Government of India, New Delhi 13) Chairman, Union Public Service Commission, New Delhi 14) Election Commissioner, Government of India, New Delhi 15) Chairman, Central Administrative Tribunal, New Delhi 16) Chairman, Parliamentary Committees, Lok Sabha / Rajya Sabha 17) Secretary to the Governor of All States / Union Territories 18) Secretary to the Chief Minister of All States / Union Territories 19) Director General of Police of All States / Union Territories 20) Secretary to the Governor of Maharashtra, Raj Bhavan, Mumbai 21) Principal Secretary to the Chief Minister of Maharashtra, Mumbai 22) Pvt. Secretary to the All Ministers and State Ministers, Government of Maharashtra, Mantralaya, Mumbai. 23) Deputy Secretary to the Chief Secretary, Government of Maharashtra, Mantralaya, Mumbai. 24) Pvt. Secretary to Additional Chief Secretary/Principal Secretary/ Secretary, Government of Maharashtra, Mantralaya, Mumbai. 25) The Principal Secretary and Special Commissioner, government of Maharashtra, Maharashtra Sadan, New Delhi. 26) All Divisional Commissioner, Government of Maharashtra 27) The Director General of Police, Maharashtra State, Mumbai 28) All Police Commissioners, Government of Maharashtra. 29) All Collectors / Chief Executive Officer of Zilla Parishad / Senior Police Superintendent and Police Superintendent of All Districts. 30) Manager, Sahyadri / Highmount / Vile Parle State Guest House, Mumbai 31) Manager, Government Printing Press, Charni Road, with a request to publish this notification in coming gazette and also to make available 1000 copies to the Protocol Department.

15 No.SGR-1002/688/31 GOVERNMENT OF MAHARASHTRA General Administration Department, Protocol, Mantralaya, Mumbai From: Joint Secretary & Joint Chief of Protocol, Government of Maharashtra, General Administration Department, Protocol, Mantralaya, Mumbai To: The Chief Secretaries, All States and Union territories. Dated: - 29/12/2003 Mumbai Subject: - Amended Maharashtra State Guest Rules 2004 Sir, I am directed to forward herewith a copy of Amended Maharashtra State Guest Rules 2004 which may kindly be brought to the notice of all concerned. These rules will come into effect from 1 st January Please acknowledge receipt. Yours faithfully, Enclosure: Copy of Maharashtra State Guest Rules. (S. V. Bijoor) Joint Secretary & Joint Chief of Protocol, Government of Maharashtra