ELECTION NOTICE FOR ELECTING BOARD OF MANAGEMENT RWA GURJINDER VIHAR, AWHO TOWNSHIP, GREATER NOIDA FOR THE YEAR

Transcription

1 1. Introduction ELECTION NOTICE FOR ELECTING BOARD OF MANAGEMENT RWA GURJINDER VIHAR, AWHO TOWNSHIP, GREATER NOIDA FOR THE YEAR The AGM was held on 28 Jun 2015, wherein it was decided that the fresh elections for the Board of Management RWA should be held within 60 days. (refer minutes of the AGM on RWA website Election committee was formed during the AGM.. 2. Election Committee (a) Returning Officer : Brig OP Yadav (Retd) (b) Members : (i) Lt Col TK Bakshi (Retd) 3. Elections Schedule. (a) Date of Elections : 30 Aug 2015 (ii) Lt Col Anil Chander (Retd) (iii) Maj YVS Shisodia (Retd) (b) Election booth : Gurjinder Vihar Community Centre (c) Last date for filing nominations : 14 Jul 2015 (1700h) - (d) Scrutiny of nominations : 15 Jul 2015 (e) Release of List of Nominations : 15 Jul 2015

2 (f) Last date for raising objection, if any : 17 Jul 2015 (g) Last date for withdrawal of nomination : 18 Jul 2015 till 1200h. (h) Release of Final List of Nominations : 18 Jul 2015 (I) Last date by which outstation members : 25 Jul 2015 (other than those residing in GurjinderVihar Township) should indicate change of address, & E mail id if any, since the postal ballot will be despatched at the last recorded address/e mail. (j) Despatch of Ballot by Post by : 31 Jul 2015 to 04 Aug (k) Time and Date by which the postal : 5.00 PM 29 Aug 2015 ballot to reach the election committee. (l) Timing during which the booth shall : From 8.00 AM to 4.00PM remain open for casting votes. on 30 Aug 2015 (m) Counting of votes : from 4.30PM onwards on 30 Aug 2015 & continue till results are declared. (n) Date for Imposition of Model : 01 Jul 2015 Code of conduct. 4. Mode Of Communication With Election Committee (i) Postal address of the election : Election Committee Committee C/O RWA Office Gurjinder Vihar AWHO Township Sector Chi 1, Pocket P-5 Greater Noida Uttar Pradesh

3 (ii) 3 (iii) Phone to the RWA office (Between 10:00-13:00 & 14:00-17:00 hrs). RWA office is closed on Sunday. Note: Please remember to mention your DU NO. 5. Composition of the Board of Management. The elections will be held for the following posts. Post Members President 1 Vice President 1 Treasurer 1 Secretary 1 Members 6 Total Election to GVI Management Committee. (a) The elections for the following posts of GVI Management Committee will also be held along with the RWA management committee elections (Para 1(b) refers). These posts will not be part of the RWA management committee. Posts Number of Posts Secretary 1 Member Finance 1 Member Hospitability/Arboriculture 1 Total 3 (b) The voting for GVI Management Committee posts will be done by only those who are members of GVI ( DU members of who have paid the laid down security deposit of Rs 5000/- and the monthly maintenance charges) as on a day prior to the elections. Associate or any other category of members of GVI are not entitled to vote.

4 4 7. Term of the Board. The term of office of members of the Board shall be one year from the date of assuming office, however a member/office bearer can contest for re-election. No member/office bearer will continue beyond two years; however such a member can be re-elected after a gap of one year. 8. Eligibility. Only member of the Association is eligible for contesting election to be member of Management Board. 9. Disqualification No member is entitled to contest election to become a member of the Board of Management if he is in arrears, of any sum due from him in respect of his contributions for common expenses, for more than sixty days on the last day of the year preceding the year in which the election to Board would take place. A member shall not be eligible for re-election if he has earlier been removed from the Board by the members. A member who is either an employee of RWA, Gurjinder Vihar or under takes projects/services of RWA on contract will be debarred from process of election. 10. Voting Right. The members will have equal voting rights and each member will have one vote. In case of joint apartment owners, the person whose name stands first in the deed of apartment alone has the right to vote. A member who is defaulter in paying dues of the Association shall have no right to vote in any meeting. Associate Members will not have the right to vote. 11. Filing of Nomination. Nomination forms shall be given to the members on demand. At least two permanent members of the Association shall sponsor the name of the candidate who is interested to contest election and sign his nomination form accordingly. The candidate shall file his nomination within the period given in the schedule below and obtain receipt from the Election Committee. After scrutiny of the nomination papers, the Returning Officer shall post list of accepted as well as rejected nominations on the Association web site and also on the notice board of the RWA. In case of rejection of nomination of a member the affected contestant will also be informed with reasons thereof. Representations against the rejection of nominations should be filed with the election committee within 48 hours of the list being put up on the Web/RWA notice board. The election committee will review the decision

5 5 and intimate its decision within 48 hours from the receipt of such representation. 12. Observers. Each candidate contesting election may nominate observer on his behalf and give name of his observer to the election committee while filing his nomination. 13. Voters List. The election committee in consultation with Secretary of the Management Board shall prepare list of voters. It shall also be ensured by the returning officer and the Secretary RWA that the names of only eligible members are included in the voters list. A member is not eligible to vote on the election of members of the Board if he is in arrears, of any sum due from him in respect of his contributions for common expenses, for more than sixty days on the last day of the year preceding the year in which the election to Board would take place. The voters list shall be posted on the Association web site at least one month before the election date. Any observation received from members within seven days from the date of its posting on the web site, shall be resolved and list be updated accordingly. In addition to web site a copy of the updated list shall also be displayed on the notice board at the office of Association. The voters list shall include the name of the member and his contact details less his permanent/postal/unit address. The official details of the serving officers will not be compromised. 14. Voting. Votes shall be cast in person. Except for those who have voted through postal ballot. Every member shall have one vote. Where apartment has been purchased jointly by two or more persons, the person whose name stands first in the apartment deed alone have the right to vote. A voter can cast his vote in favour of not more than ten candidates. 15. Postal Ballots. The election officer shall send the postal ballot paper duly stamped with RWA stamp and his signatures on the top of the ballot paper at the latest or the last known address of the voter & E mail id of the voter. The voter shall also be given instruction that his vote shall be valid only if it has been sent in double envelope. The inner envelope shall contain the postal ballot paper which should be sealed and shall have no marking on it. The outer envelope shall be properly closed and shall have the address of Returning Officer and the senders name and address. Members are advised

6 6 to send their postal ballot by Registered/Speed post for timely and assured delivery. The members are requested to download Ballot Paper and take print out and send it by Registered/Speed Post in double envelopes explained above. Ballots sent by the member through will not be valid. 16. Canvassing. Door to door canvassing shall not be permitted. Candidates may give the CVs to the election committee for uploading on the web site of the Association. No negative campaign shall be permitted. 17. Conduct Of Elections (a) One day prior to the election date the election committee shall make all arrangements at the election booth for smooth conduct of elections. On the day of election, the observers shall report to the Returning Officer by 7.00 am. The Returning Officer shall bring the ballot box from his office to the election booth. Observers will check lock and seal of the Ballot Box for correctness. (b) To maintain secrecy, the ballot box shall be kept in a hollow square enclosure and one voter at time shall be allowed to cast his vote. (c) Each voter shall collect a voter slip from election committee member after showing his/her identity card. The slip shall have voter s apartment number and the serial number of the voter list. After issue of slip the election committee member shall tick mark the voter s name in the `voter list. The election committee member detailed for this job shall ensure that no voter who has sent the postal ballot is given voter slip. He shall check it from the list of postal ballots. (d) Thereafter, the voter shall report to the designated election committee member who shall check his identity and get his signature on the voter list against his name. The designate member shall sign the voter slip and direct the voter to the desk of Returning Officer.

7 7 (e) The Returning Officer shall take back the voter slip from voter and check for signatures of the designate member. Once he is satisfied, he shall hand over the ballot paper to the voter after putting his signatures on top of the ballot paper. He shall direct the voter to the ballot box only after previous voter leaves the ballot box enclosure. 18. Counting of Votes. The election booth shall be closed at 4.00PM and thereafter, no voter shall be allowed to cast his vote. No member other than the observers shall be permitted to remain inside the election booth during counting of votes. The ballot box shall be opened in presence of election committee and observers. The outer envelope of the postal ballot shall be opened only after it is found without any tampering else it shall not be opened and treated as rejected. The inner envelope of postal ballot shall be mixed up with other ballot papers without opening. All the outer covers of the postal ballots shall be put in a waste paper basket. Thereafter, the inner envelope of the postal ballot shall be opened and its postal ballot be mixed up with other ballot papers. In case sender s name or address is found written on any of the inner envelope of postal ballot, the inner envelope shall not be opened and the vote shall be treated as rejected. During counting if any ballot paper is found without signature of the returning officer, it shall also be rejected and the vote shall not be counted. 19. Declaring of Results. After all ballots papers are counted, a result sheet shall be prepared. The result sheet shall contain names of all contestants and number of votes cast in their favour. The ten leading candidates (who get more votes in their favour compared to others) shall be declared elected to the Board of Management. The results should be announced to the members and also posted on the web site of the Association. A list of elected members shall also be put on the RWA Notice Board by the Returning Officer. 20. Administrative Support. The Secretary RWA shall provide all the required administrative support to the election committee including office, computer and stationery. 21. Code of Conduct. The Returning Officer shall impose code of conduct immediately after the notice of election is given. He shall notify Do s and Don ts to be followed for the period, code of conduct are imposed. He shall also write to the President of the management board that new works/projects

8 8 shall not be undertaken excluding those within the financial powers of the President and the Secretary. He shall also request President RWA to interact Dy Registrar of Societies to provide independent observers for elections, if the Dy Registrar so desires. 22. Conclusion. The election committee shall make every possible effort to conduct fair election in a dignified environment. The committee shall also ensure that code of conduct is observed by the candidates as well as the Board of Management. Place : Greater NOIDA Dated : 30 Jun 2015 Sd/- xxx xxx xxx (OP Yadav) Brig (Retd) Returning Officer