AGENDA FOR 7 TH AGM OF VSF ON 30 AUG 15 AT VISHAKHAPATNAM

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1 AGENDA FOR 7 TH AGM OF VSF ON 30 AUG 15 AT VISHAKHAPATNAM Item Agenda points Forwarded / Presented by Item I. Opening Remarks by President, VSF Delhi President VSF Item II. To Approve and Confirm the minutes of AGM held on 21 Secretary VSF Sep 14. Minutes of the AGM held on 21 Sep 14 was circulated with the Regional / Associate charters. This was also published on DESA blog on 07 v 14. Item III. To Receive the Report of Secretary for the Period 21 Sep 14 Secretary VSF to 30 Aug 15. Secretary VSF will present his report for the period of 21 Sep 14 to 30 Aug 15. Item IV. To Receive and Approve Treasurer s Report. The Treasurer will present the Balance Sheet of VSF Fund for the financial year Treasurer VSF Item V. Presentations by various agencies. Representatives of ECHS, Dte of Pay and Allowances, NAVPEN, and INBA will give presentations on various issues of relevance for the benefit of the members. Item VI. To approve proposed amendments to the Rules of VSF. Ten (10) amendments approved by the 6 th GCM will be presented to the AGM for approval. The proposed amendments are placed at Appendix A for reference. Secretary VSF Item VII. Promulgation of Policy Directives on Pay Protection / Pay Fixation of ESM. A case may be taken up for promulgation of common directives for pay fixation of ESMs on re-employment and mechanism to monitor implementation of the same. Item VIII. Pay Protection / fixation of ESMs reemployed in Navy. Some ESMs re-employed in Navy are given Pay Protection while pay of some ESMs is not protected. It is requested to publish clear directives in simple language, directives and existing orders on the subject, with clear illustrations, so that Pay Protection of the re-employed ex-servicemen in the Navy as civilian employee can be understood by all. Item IX. Ex-Servicemen Job Opportunity. Case for reservation for ESMs in Group B post may be taken up. Item X. Item XI. Exemption of Professional Tax. Corporation of Kochi started charging professional tax from ESMs employed at HQ SNC. Linking of Database between all State Govt & Record Offices of Three Services. It is proposed to link database of the Record Offices of the three Services and all State Govts so that when an Armed Forces personnel completes his engagement he can automatically be enrolled to the respective State Govt / PSU directly from the Regiment/ Defence Establishment. An equation of Military ranks/trades to civil side Ashok Kumar T, Ex- CHA(SE), VSF Kochi Pratyush Sahoo, Ex- CHEAP, VSF Chilka Ashok Kumar T, Ex- CHA(SE), VSF Kochi VSF Dehradun Pratyush Sahoo, Ex- CHEAP, VSF Chilka Manoj Abraham Mampilly, B Bidyadhar Nayak, Ex- POR(Spl), VSF Chilka

2 Item Agenda points Forwarded / Presented by and vacancy position in all State Govt posts should be reflected in this software. Item XII. Smart ECHS Health Card. The present ECHS Smart card be replaced with a new Smart Card which permits users to visit any hospital of their choice while bearing additional expenses outside the limits of ECHS rates. P Thulasidasan Pillai, Ex-CPO, VSF Kochi Item XIII. Provision of Availing Facilities of Empanelled Hospital during off working hours of ECHS Polyclinic. A case may be taken up for provision of consultation and medicine during off Patitapaban senapati, Ex- POME, VSF Chilka working hours at empanelled hospital without hospitalization. Item XIV. Third MACP for Y Group POs (Retd). POs who were originally in Y Group did not receive third MACP, as their service was Jaleswar Ram, Ex- POAF, VSF Kochi limited to 23 years. However, NMER sailors who were converted to Y Group received third MACP as their service is limited to 26 years. Therefore, POs who were originally in Y Group be granted third MACP Item XV. Issue of New Discharge Book. Veterans holding old / A Vikraman Nair, Exdamaged Discharge Books be issued with new pattern MCPO II, VSF Kochi Discharge Books. Item XVI. Release of Funds Based on Population of ESM. State Govts be requested to release funds for ESM welfare based on A Vikraman Nair, Ex- MCPO II, VSF Kochi population of ESMs in the State. Item XVII. Recruitment of ESMs in Zilla Sainik Board. As per Anirudha Das, Exrecruitment guidelines issued by KSB all employees in Zilla Sainik Board should be ESMs. However the same is not being CHMECH (P), VSF Chilka implemented at ZSBs. It is proposed that a directive from Central Govt be issued to all state Governments on the above subject. Item XVIII. ECHS cards / Canteen card / Dependent card. ECHS, PB Rana, Ex-MCEAP Canteen, and Dependent cards be merged into one Smart Card II, VSF Vizag to do away with multiple cards. Item XIX. Quota in IIT & IIM. ESM Children to be given quota in IIT &IIM. Illa Tirupati Rao, Ex- CPOR(Tel), VSF Vizag Item XX. Provision of Accommodation at Navy House Bhubaneswar. It is proposed to allocate on room at Navy House, Bhubaneswar for Naval ESMs. Item XXI. Sailors Institute/Guest Room for Veterans at Chennai. Sailors Institute /guest room may be made available to veteran sailors in Chennai whenever they visit for admission of their wards in schools/college and ECHS Polyclinic Chennai. Item XXII. Any other business with the permission of the Chair. Item XXIII. Vote of Thanks. Anirudha Das, Ex- CHMECH (P), VSF Chilka VSF Chennai

3 PROPOSED AMENDMENTS TO RULES OF VETERAN SAILORS FORUM Amdt 1. New Nil Existing Proposed Point Raised by Website of the Forum. The forum shall maintain a webpage Secretary to enhance visibility and to enable quick dissemination of VSF information. The webpage will host various welfare, organisational, and administrative information of relevance to the members and general public. Suitable provision should also be made in the webpage for various charters to upload and display information relevant to them through VSF/DESA. Suitable measures to connect to websites of other organisations/ agencies operating in the field of ESM affairs shall also be provided in the webpage. The Chief of Naval Staff will be the Patron-in-Chief of the Veteran Sailors Forum. The Controller of Personnel Services shall be the Patron of the Forum. The Chief of Naval Staff will be the Patron-in-Chief of the Veteran Sailors Forum. The Chief of Personnel shall be the Patron of the Forum. Remarks (a) Requirement to have a VSF website is not included in the current Rules and Regulations. The necessity and nature of a VSF website could be spelt out in the Rules and Regulations to formalise this aspect. 15 vide Amdt I under Item III of 6th GCM Secy VSF (c) Greater impetus will obtained by accepting Chief of Personnel as the Patron of the Forum The Governing Council shall comprise of following:- (a) President - Principal Director, Directorate of Ex-servicemen Affairs / IHQ (b) Vice President (c) NHQ Members - Director, Directorate of Administration/IHQ - Joint Director (Canteen and Welfare), Directorate of Personnel Services/IHQ Secretary, Naval Wives Welfare Association OIC Veteran Sailors Forum Joint Director Directorate of Pay and Allowances (Pay and Pensions)/IHQ Secretary, Indian Naval Benevolent Association (d) Secretary - Joint Director (Veteran Sailors Forum), Directorate of Exservicemen Affairs/IHQ (e) Treasurer - Joint Director (NF), Directorate of Ex-servicemen Affairs/IHQ (f) Co-opted Member - Judge Advocate (Navy) The Governing Council shall comprise of the following:- (a) President - Controller Personnel Services, IHQ (b) Vice President (c) NHQ Members (d) Secretary (e) Treasurer (f) Co-opted Member - Principal Director, Directorate of Exservicemen Affairs / IHQ - Joint Director (Canteen and Welfare), Directorate of Personnel Services/IHQ Joint Director Directorate of Pay and Allowances (Pay and Pensions)/IHQ Secretary, Indian Naval Benevolent Association - Joint Director (Veteran Sailors Forum), Directorate of Ex-servicemen Association/IHQ - Joint Director (Veteran Sailors Forum), Directorate of Ex-servicemen Association/IHQ - Judge Advocate (Navy) Director ECHS KR Babu, ex-po Secretary VSF (d) Approved by 6 th GCM held on 21 Sep 15 vide Amdt II under Item III of 6th GCM (a) The proposed amendment provides greater impetus to the VSF with Controller Personnel Services as the President. (b) Director ECHS has been included in the Governing Body to cater for the important aspect of health care of members. (c) Representation of ex-sailors from each Command Charter allows greater representation of ex-sailors in the decision making process of Governing Council. (d) Approved by 6 th GCM held on 21 Sep 15 vide Amdt II under Item III of 6th GCM

4 4 Amdt (g) Forum Reps Existing Proposed Point Raised by - Three Life Time Members Secretary, Naval Wives Welfare Association Remarks (g) Forum Reps - One retired sailor will be nominated from each of the four Command Charters to the VSF Governing Council When a person becomes a member of the General Council by the reason of the office or appointment he holds, his membership shall terminate when he ceases to hold that office or appointment The Executive Council shall comprise of following:- (a) President - Joint Director (Veteran Sailors Forum), Directorate of Exservicemen Affairs/IHQ (b) Secretary - Joint Director (Welfare), Directorate of Ex-servicemen Affairs/IHQ (c) Treasurer - Joint Director (NF), Directorate of Ex-servicemen Affairs/IHQ (d) NHQ Members (e) VSF Delhi Charter - Joint Director Directorate of Pay and Allowances (Pay and Pensions)/IHQ Secretary, Indian Naval Benevolent Association - Three Life Time Members When a person becomes a member of the Governing Council by the reason of the office or appointment he holds, his membership shall terminate when he ceases to hold that office or appointment The Executive Council shall comprise of the following:- (a) President - Principal Director, Directorate of Ex-servicemen Affairs / IHQ (b) Secretary - Joint Director (VSF), Directorate of Ex-servicemen Affairs/IHQ (c) Treasurer - Joint Director (VSF), Directorate of Ex-servicemen Affairs/IHQ (d) NHQ Members - Joint Director Directorate of Pay and Allowances (Pay and Pensions)/IHQ (e) Charter Members Secretary, Indian Naval Benevolent Association - One nominated member from each Command Charter Secretary VSF KR Babu, ex-po Secretary VSF (a) Clerical error of General Council needs to be corrected by replacing it with Governing Council. 15 vide Amdt III under Item III of 6th GCM Minutes. (a) The status of Executive Council will be elevated by the proposal. (b) Representation of ex-sailors from each Command Charter allows greater representation of ex-sailors in the decision making process of Executive Council. (c) Approved by 6 th GCM held on 21 Sep 15 vide Amdt III under Item III of 6th GCM 6. New Nil Command Charters. The Veteran Sailors' Forum shall organisationally comprise four Command Charters namely, Delhi Command Charter, Vizag Command Charter, Mumbai Command Charter and Kochi Command Charter, working under VSF Governing Council. Regional Charters. The Command Charters could establish various Regional Charters at places as proposed by the respective Command Charter Management Committee and approved by Governing Council. Such Regional Charters would operate under the respective Command Charter within their area of jurisdiction and the list of Regional Charters established till to date are as follows:- Secy VSF (a) The details of the Command Charters and Regional Charters were not included in the Rules and Regulations. 15 vide Amdt V under Item III of 6th GCM

5 5 Amdt Existing Proposed Point Raised by (a) rth Zone. Delhi, Dehradun and Jabalpur. Remarks (b) East Zone. Kolkata, Chilka and Chennai. (c) West Zone. Goa, Karwar and Porbandar. (d) South Zone. Ezhimala. Details of charters established from time-to-time would be disseminated suitably. 7. New New Nil Associate Charters. Any individuals/ organisation of retired naval sailors throughout the country, who shall agree to adhere to the bye-laws of the Forum, would be authorised by Command Charters to open an Associate Charter. However, they should have a minimum of 50 members. Formation of multiple Associate Charters at the same place / location wold not be permitted. The Charters shall be governed by the constitution, but will have autonomy of local functioning. Each Charter shall consist of at least the following:- (a) (b) (c) President. Secretary. Treasurer. Office Bearers of Charters. The Charters shall be governed by the constitution of the Forum, but will have autonomy of local functioning. Each Charter shall have a Managing Committee comprising the following:- (a) (b) (c) President. Secretary. Treasurer. (d) In addition, ESM members are to be nominated for Managing Committee of Command and Regional Charters for their respective charters. (e) All members of the Managing Committee of the Associate Charters will be elected by their members. (f) Details of office bearers to be forwarded for approval of Governing Council. Nil Working Rules of Charters. Each Command / Regional / Associate Charter shall frame its Working Rules as per format promulgated by the Forum. The personnel desirous of forming Associate Charter shall sign a copy of the Working Rules promulgated by the Forum as the evidence of their agreement to adhere to the bye-laws of the Forum. The sample Working Rule for the Charters is placed at Appendix C. Secy VSF (a) This includes the definition of Associate Charter, which was previously not included in the Rules and Regulations. 15 vide Amdt V under Item III of 6 th GCM minutes Secy VSF (a) This amendment formalises the mechanism for managing all charters of the Forum. (b) This is also necessary to facilitate greater involvement of veterans in the affairs of the Forum at Charter level. (c) Approved by 6 th GCM held on 21 Sep 15 vide Amdt VII under Item III of 6 th GCM Secy VSF (a) This makes it mandatory for the Charters to have a Working Rules. (b) This also requires Associate Charters to sign a formal document with the Forum.

6 6 Amdt Existing Proposed Point Raised by Remarks (c) Draft Working Rules placed at Annexure to this document for reference. 10. New Nil Disaffiliation of Associate Charters. If any Charter fails to adhere to the Rules and Regulations of the Forum or fails to produce the required documents within the time frame, as decided by the Governing Council from time to time, shall be treated as disaffiliated. The Forum may also then, assume direct control of the affairs or merge with the nearest Charter of its members till another Charter in the area/locality is constituted and recognised by the Governing Council. (d) Approved by 6 th GCM held on 21 Sep 15 vide Amdt VIII under Item III of 6 th GCM Secy VSF (a) This provides a provision to disaffiliate an Associate Charter, if a particular Associate Charter does not follow the Rules and Regulations of the Forum. 15 vide Amdt IX under Item III of 6 th GCM

7 WORKING RULES FOR ASSOCIATE CHARTERS OF VETERAN SAILORS FORUM NAME OF ASSOCIATE CHARTER 1. Introduction. The Veteran Sailors Forum (VSF), hereinafter referred to as Forum, is an association of retired Naval sailors and their widows and is registered with the Registrar of Societies, New Delhi under Societies Registration Act 1860 as applicable to Union Territory of Delhi. VSF forms Associate Charters in places where there are no naval establishments, subject to eligibility criteria laid down at Para 39 to 43 of the bye-laws of VSF. The succeeding paragraphs lay down the broad Working Rules for the Associate Charter. The individual / organisation aspiring to form the Associate Charter is / are to complete and sign theses Working Rules as evidence of their agreement to abide by the bye-laws of the Forum. Copy of the byelaws of the Forum is available online or can be obtained from VSF Secretariat, Room 401, Chanakya Bhawan, Chanakyapuri, New Delhi Declaration by Associate Charter. (name of Associate Charter) declare the following in pursuance of its intention to form an Associate Charters:- (a) The individuals / member of such association are retired naval sailors. (b) There are members in the organisation (there should be more than 50 members aspiring to form Associate Charter). (c) The individuals / organisation agree to adhere to the bye-laws of the Forum. (d) The individuals / organisation is apolitical and will remain to be so. (e) Another VSF Associate Charter does not exist in (place / location). (f) A Command / Regional Charter of the Forum does not exist in (place / location). 3. Autonomy of Operations. The Associate Charters agree to abide by the constitution of the Forum, but will maintain autonomy of local functioning. 4. One Associate Charter in One Location. The Associate Charter understand that formation of multiple Associate Charters at the same place / location shall not be permitted and will accept the decision of the VSF Governing Council to cancel

8 8 Associate Charter if another Associate Charter found to be existing at (location / place) before submission of this undertaking. 5. Office Bearers of the Associate Charter. This Associate Charter agree to operate under a Managing Committee comprising the following elected members:- (a) (b) (c) (d) President. Secretary. Treasurer. Other members. 6. Details of the new office bearers will be forwarded to VSF Governing Council soon after their assumption of the office. 7. Affiliation of Associate Charter. We understand that the affiliation of this Associate Charter would subject to its adherence to the conditions specified by the Forum from time to time and to the approval of the Governing Council of the Forum. 8. Dis-Affiliation of Associate Charters. We understand that if this Associate Charter fails to adhere to the Rules and Regulations of the Forum or fails to produce the required documents within the time frame, as decided by the Governing Council from time to time, shall be treated as disaffiliated. We accept that the Forum may also then, assume direct control of the affairs of this Associate Charter related to VSF activities in the particular location or merge VSF members with the nearest VSF Charter of its members till another Charter in the area/locality is constituted and recognised by the Governing Council. 9. Financial Records. We agree to forward a copy of the audited financial statement of the Associate Charter to the Secretary VSF by 30 Jun of each year. 10. Membership Details. We agree to forward the list of members as on 31 Dec every year to the Secretary VSF to meet the requirement of Societies Registration Act 1860 as applicable to Union Territory of Delhi. 11. General Body Meetings. We undertake to hold Annual General Body meetings once in twelve months, in accordance with the provision contained in the bye-laws of the Forum regarding conduct of General Body Meeting. The minutes of the general body meeting will be forwarded to the Governing Council. 12. Managing Committee Meetings. Meetings of the Managing Committee will be held at least once in six months.

9 9 13. Bankers. The details of the bankers of the Associate Charter will be intimated to the Governing Council. 14. Adoption of Additional Provisions. Any additional provisions adopted by the Managing Committee of this Associate Charter related to administration, operation, conduct, or financial operations to suite the local functioning, which are not in contravention to the byelaws of the Forum, will be intimated to the VSF Governing Council at the time of initial affiliation, or within two months on adoption of such provisions subsequent to affiliation. 15. Read and agreed with the provisions containing in this Working Rules and agree to abide by the byelaws of the Forum. ( ) ( ) ( ) President Secretary Treasurer Date: Date: Date: