ALL INDIA DEFENCE ACCOUNTS ASSOCIATION (C.B.)PUNE (GROUP B & C EMPLOYEES)

Transcription

1 ALL INDIA DEFENCE ACCOUNTS ASSOCIATION (C.B.)PUNE (GROUP B & C EMPLOYEES) BYE - LAWS

2 ARTICLE 1.NAME The Name of the Association shall be ALL INDIA DEFENCE ACCOUNTS ASSOCIATION (GROUP B & C EMPLOYEES ) CENTRAL BODY, PUNE, AND shall hereby be referred to as THE ASSOCIATION. ARTICLE 2.OFFICE: (a) The head office of the Association shall at Pune. (b) A Sub-Head association office shall be opened at Delhi. ARTICLE 3. DEFINITION In these byelaws unless the context otherwise requires, (a) Government means the central government. (b) Government Servant means: any person to whom the C.C.S (conduct) rules, 1964 apply. (c) Association means All India Defence Accounts Association (Group B & C employees),central Body, Pune. (d) Rules means the Rules framed by the Central Govt.Under the Central Government Civil Services - Recognition of Service Association Rules, (e) Committee means the Managing Committee. ARTICLE 4.AIMS & OBJECTS: a) To form a representative body to deal with the matters relating to and for the promotion of service interests and general welfare of its members.

3 b) To create espiit de corps amongst its members. c) To enhance & promote greater departmental knowledge among its members. d) To open branches & appoint representative at different stations in India and direct coordinate their activities. ARTICLE 5. FUNDES. 1) By subscription from members. 2) By donation from members / well wishers. 3) By grants if any, made by the Govt. ARTICLE 6. BANKERS. The funds of the Association shall be deposited in any Nationalize bank/ scheduled Bank/Co-operative Bank at Pune. ARTICLE 7. INVESTMENT OF FUNDS, The funds of the Association shall be utilized to achieve the objects mentioned in byelaws Article No.4 above or any other legitimate or incidental activities. Surplus funds may be invested in Govt. securities or in such a manner as may be determined by the Managing Committee as FD in any Nationalize bank/co-operative or scheduled Bank at Pune.

4 ARTICLE 8. MEMBERSHIP. All Group B & C employees of the Defence Accounts Department are eligible for membership.the membership shall commence on giving consent note in favors of AIDAA (CB) Pune and the member s agreeting to abide by the Rules & byelaws of the Association. Membership takes effect from the date of acceptance of consent note by the Managing Committee. The Managing Committee may grant membership of the Association to any eligible Defence Accounts Employees in special or exceptional circumstances. Member shall cease: 1) On retirement/discharge/resignation from services. 2) On acceptance of resignation from membership in writing/withdrawal of consent note in favour of association. ARTICLE 9. FINANCIAL YEAR. The financial year of the Association shall be from 1 st April to 31 st March of the respective years. ARTICLE 10. SUBSCRIPTION The rate of Membership of All India Defence Accounts Association (CB) Pune shall be minimum Rs.10/- p.m. i.e Rs.120/- per annum. The same shall be deducted from

5 the July payroll of each year from the employee on annual basis. Annual quota of subscription to be remitted to HQ Association shall be Rs. 60/- per member. A cheque of said amount i.e Rs.60/- per member per annum shall be drawn in favor of President / Secretary General A.I.D.A.A. (CB) Pune on or before 31 st August of every year. ARTICLE 11. OFFICE BEARERS: The management of the Association shall rest with the managing committee consisting of: President Vice president : One (in pune) : Eight(One in pune)&seven to be nominated at outstations. Secretary General : One (in pune) Add1. Secretary General : Two : One (in Pune) One (Stationed in Delhi) Assistant Secretary : Two Both from outstation. General Zonal Secretaries : Seven-One in Pune & Six to be nominated As under : 1. South : Andhra Pradesh, Karnataka Tamil Nadu & Kerala 2. North I : Uttar Pradesh. 3. North II: Delhi, Punjab, J & K and H.P. 4. Central: M.P., Bihar & Orissa

6 Secretary (Office) : One (in pune) 5. West: Gujarat, Maharashtra & Rajasthan. 6. East: West Bengal & All North Eastern States. Secretary (Finance) : One (In Pune) Auditor : One (In Pune) Members : Eleven (Two from HQrs at Pune) Nine to be nominated at outstation. ARTICLE 12 A. TERM OF OFFICE BEARERS: The term of the office bearers of the Association Shall be 2 years from the date of the election. The elections to the BODY of the Association shall be held be held within 3 months after the expiry of the term of 2years. If no such elections are held within the above specified period, the office bearers of the Association shall cease to be in the office after expiry of such period. ARTICLE 12-B: ELECTION OF OFFICE BEARERS OF THE MANAGING COMMITTEE All the office bearers of the managing committee shall be elected biennially by Panel system except the Seven Vice Presidents, SIX Zonal Secretaries and NINE Committee members at outstations who will be nominated by the president from various important DAD Stations. Member shall be eligible to seek election as office bearer provided he is a valid member of the Association for the preceding as well as current year and he/she is a member of the Managing Committee of the Local Branch at HQrs at Pune or sponsored by any managing committee of the local branch at HQs at pune. Members whose dues are not cleared before the date of calling for nominations are not eligible.

7 ARTICLE 13. DUTIES: i) PRESIDENT: The President shall generally look after the affairs of the Association and preside over every meeting at any level of the Association. He shall have the power to deal with any point of order and shall be the sole interpreter of the Rules governing such meetings and his ruling on all points shall be final and binding on all concerned. He may participate in all important talks and interviews at his discretion with the Departmental authorities. He shall have a casting vote in case a tie. He shall have the powers to execute all documents etc jointly with the Secretary General. ii) VICE PRESIDENT: The voice president in pune shall act on the behalf and have the responsibilities of the president in his absence. The SEVEN voice president act out station will aid and assist the president in the discharge of his duties and obligation. He shall be responsible for coordination of the functioning of all zonal secretaries in his area of operation. iii) SECRETARY GENERAL: The secretary general shall be responsible to the committee and shall and act under its guidelines. In case of an emergency and in the matters when deemed necessary, he may act on his on iniatiative with the consent of the President if

8 available, subject to approval of such action by the committee at its next meeting. The S.G will represent the committee in any interview with the departmental authorities or order Bodies and if necessary along with any other member/members as decided by the committee. The secretary general shall have the power to nominate staff side representative to all the JCM forum in consultant with managing committee member available at HQrs. He shall sign all monthly receipt and payment accounts maintained by the secretary (finance) in the cash book. He shall prepare biennial report for presentation in the Biennial General Body meeting. He shall prepare Agenda for sall sorts of meeting in due consultation with the president and he shall also call the committee meetings and Biennial General body meeting. He shall be responsible for drafting all the letters and all appeals. Letters and circulars will be issued under his signature. All important letters dealing with policies drafted by the secretary General should be approved by the President before issue. He shall hold an imprest of Rs.1000/- The President and Secretary General will always be the official spokesman of the Association. iv) ADL. SECRETARY GENERAL 1: He shall be stationed at HQrs Pune. He shall be responsible to deal with all legal matters concerned to the HQrs Association. He shall act on behalf of and have the responsibilities of the secretary General in this absence. He shall assist the Secretary General in his day to day duties at HQrs office Pune.

9 v) ADDL. SECRETARY GENERAL 2: He shall be stationed at New Delhi. He shall be responsible to look after the interest of Association at Departmental Head Level & Ministry whenever it is necessary. He shall keep constant liaison with HQrs Pune in all important matters and with CGDA New Delhi. HE shall perform such other duties assigned to him by the secretary General from time to time. vi) ZONAL SECRETARIES: He shall organize Association branches in the respective zones located in Different stations and shall maintain active link with all his branches in the zone in Respect of organizational matters and problem of the Branches. He shall deal with Departmental authorities on any matter concerned to his area of operation. He shall act on his own initiative in organizational matters but always under the general guidance and directions of the Central Body, HQrs at Pune. He shall attend committee meetings as and when summoned by the Central Body. vii) SECRETARY (OFFICE): He shall be responsible for maintenance of the records and papers of the HQrs Association & shall keep minutes of the managing committee and General body and shall assist the Secretary General in his office work at HQrs. viii) SECRETARY (FINANCE):

10 He shall receive all money due to the association and make payment on the direction of the committee. He shall keep regular receipts and payments accounts and get it signed by the secretary General every month. He shall maintain the cash book and obtain voucher for each item of expenditure, He shall get the account audit of half yearly by the internal auditor. He shall prepare the annual receipt and payment accounts income and expenditure accounts and balance sheet and for final audit and preparation to the biennial general body meeting. He shall also prepare the budget with the help of the internal auditor and in consultation with secretary General for presentation to the biennial general body meeting. He shall also present to the committee list of subscription received Branch wise initiate action in cases of non-receipt with Addl.Secretary General at HQrs and hand over the list to Secretary General. He shall immediately issue pucca receipts for all moneys received and handle correspondence on accounts matters and realization of dues to the Association. ix) INTERNAL AUDITOR: The Auditor shall examine, check and audit all accounts receipts, voucher and documents of the Association. He shall submit half yearly and annual audit report to the Committee and to the Biennial general body meeting respectively. He shall conduct yearly stock verification of all mov-able and immovable properties of the Association. He shall assist amd advice the Secretary Finance in the proper maintenance of Accounts and bring to the notice of the Committee any flaw noticed. x) MEMBERS:

11 He / She shall attend all committee meetings. He/She shall take active interest in day to day affairs of the Association. and functioning of the committee. He /She shall keep himself./herself well informed about all the developments in respect of the Association and the Department and keep close and lively link with the ordinary members. ARTICLE 14. MANAGING COMMITTEE: The Managing Committee shall consist of: President Vice-Presidents Secretary General Addl. Secretary Generals Asst. Secretary General Zonal secretaries Secretary (office) Secretary (Finance) Internal Auditor Committee Members - One -Eight - One - Two - Two - Seven - One - One - One - Eleven ii) The committee shall meet as and when required but at least once in six months to transact the business as per Agenda. iii) iv) Fifteen days notice shall be necessary for committee meeting. Five members including at least one non-office bearer shall form the quorum for the committee.

12 v) The decision shall be approved by majority of votes. vi) Special committee meeting shall be convened by the Secretary General in consultation with the President or at the written requisition by not less than five members of the committee including at least one non-office bearer. The First committee meeting after the biennial general body meeting shall be convened within a fortnight of the BGB meeting by the president of the outgoing committee. All outgoing office bearers shall be present in the first committee meeting to hand over charge to the incoming committee. vii) Should a member of the M.C. while present at the station absents himself for four consecutive meetings without any valid reason, he shall be deemed to have ceased to be a member of the M.C. viii) If any vacancy occurs after the biennial election has taken place, it shall be filled in by the Managing committee by cooption. ix) No member of the M.C. shall be present or vote in the meeting on any matter in which he/shall have a personal interest. The M.C. shall have full powers and authority to carry out the functions of the Association subject to the byelaws and resolution of the general body. ARTICLE 15: POWERS 1. General Body: The General body is the supreme authority in all matters and its decision is final and binding on all concerned. 2. Managing Committee:

13 The General Management and the Management of the day to day administration of the Association shall rest with the President and Secretary General who will function in consultation with the committee members available at HQrs. All decisions thus taken will be ratified in next managing committee meeting. a) The Committee shall taken decisions and appoints sub-committees as and when necessary.. b) The Committee shall have powers to incur expenditure within the provision of the budget. In case excess over the budget provision for any item, the same is required to be post sanctioned by the General Body. c) The Committee shall grant affiliation to applicant branch association and direct membership to any applicant employees as per Rule 8. d) The committee shall nominate representatives of the staff side to all the available JCM Forums. The President and Secretary General shall represent the Association at the Departmental/National Council. e) The committee shall allocate work to office bearers and generally conduct the affairs of the Association. f) The committee shall frame subsidiary rules for day to day work or lay down internal regulations for effective government of the association consistent with the Rules and byelaws. g) The committee shall have the right to take any appropriate disciplinary action against any member in the event of: h) Such member is found to act against the provisions of the rules or any specific stand taken by the Association.

14 ii) Gross misconduct of such member after full consideration of the charges and the defense, if rendered in writing. iii) In case of expulsion from membership, the committee shall submit the case to the ensuring biennial general body for ratification of such action. iv) The committee shall have the right to dissolve the managing committee of any branch association if the said managing committee remains inactive or proves inefficient or undisciplined or if it is internally disunited owing to factionalism and to appoint and adhoc body in its place for a short period and conduct re-election of the managing committee of that branch within the specified period. v) The committee shall be final authority in the matter of any interpretation of the byelaws ARTICLE 16. CESSSATION OF THE COMMITTEE MEMBERSHIP. The membership of the committee shall cease from the dates: a) Of acceptance of resignation tendered in writing. b) Of expulsion under disciplinary measures. c) Absence in four consecutive meetings of the committee without any report or valid reasons. ARTICLE 17. CO-OPTION TO THE MANAGING COM MITTEE. In case of vacancy due to the circumstances stated in Article 16 above, the committee shall file vacancy by co-option.

15 ARTICLE 18. BRANCH ASSOCIATION: Formation of Branch Association shall be permitted by the Central Body, Pune at various stations including HQrs at Pune where the numbers of the association is 10(ten) and more. If number of branches in a station is more than one, such branches in a particular station can have a co-coordinating body for consultations and execution of common programmers. The office bearers of the branch shall be elected biennially as under, as per the list of members on the register of the branch. 1. Chairman 2. Voice Chairman 3.General Secretary 5.Secretary (Organization) 7.Treasurer. 4. Joint Secretary 6.Secretaty (Office) 8. Auditor. 9. Three to seven members. With the permission of the Central Body the number of Managing Committee can be increased up to 21 (Twenty one) having regard to the strength of members of the Branch. ARTICLE 19. AFFILIATION, The Branch while applying for affiliation shall remit Rs.100/- as affiliation fee. Subsequently to the branch shall remit Rs.60/- per member enrolled annually to the Central Body during the financial year. Failure to remit the same will result on the branch being de-affiliated. b) The Branch shall fix the rate of annual subscription for its members and shall furnish biennial report to the Central Body at Pune on Completion of the General

16 body meeting. c) The Branch shall function within the frame work of the byelaws of the Central Body at Pune. In case, any difficulty is experienced, reference may be made to the Central Body, whose decision shall be final and binding on the branch. ARTICLE 20. GENERAL BODY MEETING (CENTRAL BODY), a) Biennial general body meeting shall be held in the month of May or there after closing of accounts of the years on 31 st March of the preceding year. b) Notice of the biennial general body meeting and election of office bearers due to shall be given 15 days in advance. c) Copies of draft resolutions that any member may like to move in the B.G.B meeting shall have to be submitted to the Secretary General 10 Days advance. d) The Draft resolutions and draft amendments to byelaws if any in the Secretary General s biennial report with audited annual statement of accounts and Audit tours report shall be circulated in the BGB. e) The elections of office bearers to the Central Body when due to shall be completed during biennial general body meeting as per the election rules. f) The BGB meeting shall comprise of two sessions viz.delegate sessions and open Sessions. The number of delegates to be sent the BGB meeting by the Branch Association shall be: a. Two delegates for each two hundred or less paid up members and one delegate for further each one hundred paid up members. The committee reserves the right to reduce or refuse the aforesaid no, in case of any

17 branch association if less or no subscription paid by it during the financial years preceding the biennial general body meeting. i) The direct members of the Association may attend the delegate session as delegates without any right to vote. All the committee members of the association shall be the Ex-officio delegates to the BGB meeting. j) The names of the delegates shall be submitted 10 days before the BGB meeting to the Secretary General. All deliberations decisions etc.according to the Agenda shall be discussed in the delegate session. k) One fourth of the total no. of members of the Association or 30 (thirty) delegates whichever is less shall form the quorum. In the absence of any quorum, the BGB meeting shall be adjourned for half an hour and adjourned meeting shall proceed. All decisions shall be by majority of votes. l) The members of the MC of Branch Association at HQRS stations in Pune as well as the delegates from outstations shall be the valid vote for election of office bearers of the Central Body. ARTICLE 21. FUNCTIONS OF BIENNIAL GENERAL BODY ETING: i) To confirm the minutes of the previous general body. ii) iii) iv) To consider the report of the Internal Auditor on the financial Accounts. To consider and adopt the biennial report presented by the Secretary General. To approve and confirm the elections of office bearers to the Central Body. v) To consider any memorandum that may be received from the Govt. and any other matter that may be brought up by previous notice or with the permission of the President.

18 vi) To pass the estimated budget for ensuing two years. ARTICLE 22. SPECIAL GENERAL BODY MEETING: a) A special meeting of the General Body shall be convened by the Secretary General at the instance of managing committee or on a requisition in writing by at least 200 general members. b) In case of requisioned G.B the requisitionists shall specify the Agenda which alone shall be discussed and decided in such meeting. c) At least 15 days notice shall be given for the special general body meeting of the meeting and the business to be transacted. ARTICLE 23, ELECTION RULES: Attached as Appendix A For central Body B For branch Association ARTICLE 24, TRUST OF PROPERTY: All property of the Association shall belong to the Association in its corporate character and shall be held by the president and the Secretary General as Trustees.

19 ARTICLE 25, AMENDMENT TO BYELAWS: None of the byelaws herein contained shall be altered or rescinded except by the vote of the majority consisting at least 2/3 rd of the delegates present at the general Body meeting. Any such amendment shall take effect from the date of approval by the General Body. However, any amendment affecting the basic features of the Association or its organization and administration, shall become valid only on receipt of Govt.approval. ARTICLE 26, DISSOLUTION. The association shall not by itself be dissolved so long as 25 (twenty five) members agree to its continuance. ARTICLE 27, JURISDICTION. The Association shall sue or be sued in the name of its president in Pune and the jurisdiction of the Courts of Law shall be determined on the premise that the Headquarters of the Association had always remained and shall ever remain, till its dissolution in Pune.

20 Appendix A. ELECTION RULES:AS PER ARTICLE 23 Appendix A CENTRAL BODY The valid voters for the election of the Managing committee of the Central Body shall consist all the members of the managing committee of all the branches at HQrs as well as Chairman / secretaries of all the branches. In addition to the above, the delegates shall be nominated with reference to Article 20 Sub-clause (i).the electrical college thus shall consist of all the intimate the names of sponsored delegate fifteen days in advance to the Secretary General who will prepare a list comprising of all the delegates. Such a list will be made available 24 hours before the date of the election. b) The names shall be ten candidates seeking election to the executive committee of the Central Body including all the posts of the office bearers and members shall be proposed in the form of panel only and one vote for one panel will be recorded by each voter. 2)A member shall be eligible to seek election as office bearer of the Managing Committee of the Association provided he/she is a member of the association for the preceding as well as the current calendar year for which the elections are to be held as per bye laws No.12 B and he/she is a member of the Managing committee of the local branches at HQ or sponsored by the local branch at HQ. Members whose dues to the association are not cleared at least before filling of the nomination will be disqualified. 3) A notice for the election of the office bearers of the association shall be given at least 15 days in advance. 4) Nomination forms shall be issued at least 10 days in advance of the date of

21 the election. 5) Nomination shall be received by the Secretary General of the association and in his absence by any office bearer nominated by him during the working hours of the association. 6) Nomination forms shall be accepted within next two days after the date of issue of the nomination forms. The valid nominations will be notified 6 days in advance. 7) No member as at Sl.No.1 ibid shall nominate more than 10 persons as office bearers viz.president,vice President, Secretary General,Addl.Secretary General, I & II Secretary (Finance ), Internal Auditor, Zonal Secretary and 2 persons as committee members. One contesting member shall be issued with one form. 8) (i) The nomination forms shall be scrutinized by a committee consisting of chief Election officer and members nominated by the Managing Committee from amongst the valid members of the Association at HQ outside the existing Managing Committee. (ii) In case of dispute of validity of the nomination form the decision of the scrutinizing committee shall be final and binding. APPENDIX B : ELECTION RULES : AS PER ARTICLE 23 GUIDELINES FOR CONDUCTING ELECTIONS AT BRANCH LEVEL

22 1. All the Branch association should conduct the elections within the limit framed by HQrs Association. 2. Failure to hold the elections may result in derecognition of branch as per new rules framed by the Govt. & also may deprive the delegate status in the biennial conference / convention. 3. Election officer for the elections shall be appointed by the present body from amongst the members of staff of the respective office. HQrs Association reserves the right to appoint elections officers under special circumstances. 4. After the appointment of Election officers for conduct of the elections, the powers to deal with the matters related with the same will be final and binding on all concerned. The copy of the guidelines for conduct of elections is provide 4ed to Election officers for the smooth and orderly conduct of election. 5. Due to certain reasons, if the Branch Assn.desires to hold the midterm elections, the branch association should obtain specific prior permission for holding of such elections from HQ Associations explaining the circumstances. 6. The notifications for elections will be issued 15 days prior to the date of elections with complete programme for information of all the members. 7. The approval of the HQ association shall be sought by the newly elected body within 7 days from the date of elections. 8. The Branches shall have their composition of the body as given below: Constitution of Branch Association will be as follows:

23 A) Where the total membership of AIDAA (CB) Pune is 1 to Chairman 2.General Secretary 3.Treasurer 4.Two members. B) Where the total membership of AIDAA (CB) Pune is 51to Chairman 2.Vice Chairman 3.Gen. Secretary 4.Jt Secretary 5.Orgn Secretary 6.Treasurer 7.Auditor 8.4 Members C) Where the total membership of AIDAA (CB) Pune is above Chairman 2. Vice Chairman 3. Gen. Secretary 4. Jt Secretary 5. Secretary Orgn 6. Secretary (office) 7. Treasurer

24 8. Auditor 9. 7 Members Any additions and alterations on the above set up, prior permission of HQrs assn. should be taken by the Branch assn. Election for all the above posts should be conducted at the time. 9. A nomination shall become invalid if one and the same person is nominated for more than one post of office bearers and 2 posts of committee members. 10. A nomination should be proposed and seconded only by a valid member of the association as per Rule 1 and 7 ibid. 11. The nomination form must be in writing showing clearly the name with initial and designation and account no.of the nominee and shall be signed by proposed and seconder and also by the nominee signifying the willingness to contest the elections. 12. The valid nominations shall be notified on the following day after the date of acceptance. 13. Those who want to withdraw their nomination should do so within 48 hours after the date of notifying the valid panel. If any candidate wishes to withdraw, the proposal may withdraw the entire panel or can substitute a suitable candidate in his place. Immediately thereafter the final list of valid shall be hung on the notice board of the association s office. 14. The voting shall be by secret ballot or by rising of hands as decided by the delegates. Solitary voting is strictly prohibited.if the voter is unknown to the

25 polling officer, he can make enquiries in the matter.in case of doubt, the question of density shall be referred to the presiding Authority. In all matters relating to the elections, the decisions of the presiding officer shall be final and binding on all the parties. 15. Before the commencement of the poll, the presiding Authority shall satisfy the candidates who are present to the effect that the Ballot boxes are empty end shall then lock and seal them. 16. A printed or cyclostyled voting paper shall be supplied by the polling officers to each voter. 17. The counting of votes shall be done on the same day in a central place as decided by the managing committee in the presence of the candidates or their nominated representatives if they so desire and the results of the voting shall be announced by the presiding authority immediately after counting is over and place the same in the biennial general body meeting for approval. 18. A person disputing the result of the election will have a right to appeal to the presiding authority Immediately on the same day. The decision of the presiding authority shall be final and binding. 19. After the result is declared voting papers and the result of the election will be kept in a box locked and sealed in the associations office for period of 2 weeks from the date of the general body meeting after which period the papers will be destroyed by the managing committee of the association.