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AINOA

Constitution

CONSTITUTION OF “ALL INDIA NIC S&T OFFICER’S

ASSOCIATION”

Table of contents

1. Name of The Association…………………..…2

2. Location……………………………………….2

3. Objectives………………………………….…2

4. Membership………………………………..…3

5. General Body………………………………....4

6. Executive Committee………………………….6

7. State Executive Committees………………..…13

8. Zonal executive Committees………………..…15

9. Source of Income and Utilization of funds……17

10. Financial Year…………………………………18

11. Audit of Accounts……………………………..18

12. Amendment to constitution……………………19

13. Legal Advisors………………………………..19

14. Auditors………………………………………19

15. Special purpose committees…………………..19

16. Compensation………………………………...19

17. Contracts……………………………………...19

18. Employees……………………………………20

19. Funds…………………………………………20

20. Expenditure…………………………………..20

21. GS……………………………………………20

22. Gifts………………………………………….20

23. Books and Records…………………………..21

24. Language…………………………………….21

25. Amalgamation/Bifurcation of Zones………...21

26. Dissolution of Association…………………..21

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Constitution

CONSTITUTION OF THE “ALL INDIA NIC S&T

OFFICER’S ASSOCIATION”

RULES AND REGULATIONS:

1. NAME OF THE ASSOCIATION

The name of the Association shall be “All India NIC S&T Officer‟s Association

(AINOA)” hereinafter called the “Association”.

The “Association” shall be a non-profit benevolent body.

2. LOCATION

The Registered office of the Association shall be situated at NIC Hqrs., A Block,

CGO Complex, Lodhi Road, New Delhi-110003.

(a) The Secretariat of the Association shall be located in any of the stations where

the office of the Director General (DG) NIC or the State Informatics Officer

(SIO) of a State is located, as the executive committee may decide.

(b) A Branch Office of the Association shall be located in any of the locations

where the Office of the SIOs of State is located.

(c) A sub Branch Office may be established in Stations/Areas where ten or more

members reside either in the same station and or its adjoining contiguous

areas under intimation to the executive committee and other branches.

3. OBJECTIVES

The objectives of the “Association” shall be:

(i) To promote cohesive and co-ordeal environment among the NIC officials to

render effective and efficient e-governance, ICT services to the

Government of India, State Governments and District Administrations as

mandated by NIC and offices under Ministry of Communications &

Information Technology.

(ii) To work towards creation of an All India Informatics service, a cadre based

service on the lines of organized services.

(iii) To promote healthy interaction, mutual co-operation and solidarity

amongst all officers of NIC in general and the All India NIC S&T Officer‟s

Association members in particular,

(iv) To provide input to the administration from time to time on service related

issues for strengthening service matters of the officials.

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(v) To promote and inculcate professionalism and “Spirit of Service” among

its members,

(vi) To provide help and support including financial assistance to the family in

case of untimely death/permanent disability of any member of the

association and to render help in rehabilitation of family of officers in such

cases,

(viii)To disseminate information to the members of the association on

establishment matters, technical matters and various other important

administrative decisions,

(ix) To hold seminars, workshops, discussions for sharing & disseminating

knowledge and to arrange get together of officers and their families.

(x) To promote and organize social and cultural events, awareness campaign

related to health and environment, community service. Encourage cast

free, secular, and secure working environment.

(xi) To promote welfare activities in the interest of the members of the

association.

(xii) To collaborate with other associations and organization within and outside

of Ministry of Communications & Information Technology for

achievement of aims and objectives of the association.

(xiii) To keep abreast of the developments in ICT sector worldwide, track,

evaluate and tap potentially applicable technologies, products and

application for their appropriate usage to enhance economic

competitiveness and address the social needs of India

4. MEMBERSHIP

4.1. Membership defined:

(a) All serving and retired officers (Scientific and Technical) of National

Informatics Centre and associated organizations shall be eligible for

membership of this Association.

(b) A provision for life membership and Institutional Membership is open to

related Technical and Scientific Organizations.

(c) The ex-officers/retired officers can also be member of the society subject to

payment of membership and annual fee but will not be eligible to be member

of executive committee.

4.2. Subscription:

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(a) All the serving and retired officers (Scientific and Technical) of National

Informatics Centre shall be entitled to become the member of the

association subject to payment of Annual subscription fee.

(b) The serving officers under Ministry of Communications & Information

Technology and other Informatics Services can be member of the

association subject to the approval of the Central/Zonal Governing body

and payment of annual subscription fee.

(d) The powers to revise the annual subscription shall be vested with National

Executive. The membership fees may be revised only after the resolution is

passed in general body meeting.

4.3. Cessation of Membership

(a) Upon resignation or death of the member.

(b) On termination of membership by Central Executive Committee on

account of reasons given in 4.4 (a) to (c) below.

4.4. Suspension

A member shall be suspended temporarily from the Association and have

his name removed from the list of members, if in the opinion of the Central

Executive Committee, such a member has:

(a) Indulged in anti-national activities, found guilty in an offence,

punished/penalized by a court of law.

(b) Intentionally done any act or omission liable to injure the credit and good

name of the Association, or

(c) Acted against the collective interests of the association, like creating

disciplinary issues, misconduct with other members, spreading false

rumors against the association.

The said member shall be given 30 days‟ notice by the Central Executive

Committee of the proposal to expel him and thereby enable him to offer his

explanation in writing, which shall be placed before the Central Executive

Committee of the Association for consideration. He may be expelled with

the approval of the Central Executive Committee.

4.4. Rights and privileges of members

(a) Every very member of the association shall be entitled to participate in

meetings, cultural/educational functions and other lawful gatherings,

called/arranged by the Association.

(b) The Association shall keep a register of all its members containing their

names and designations. This register shall be updated from time to

time.

(c) The register shall be open for inspection by any member at the office of

the Association during the normal working hours.

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(d) A member can cast his vote through personnel presence or by e-ballet.

(e) Only the in-service members will be entitled to stand for election and

be office bearers of the association.

5. GENERAL BODY

5.1. General Body defined

The General Body shall be supreme body of the Association and shall consist

of all members of the Association. It shall conduct business through Annual

(Ordinary), special, Extraordinary (Emergency) General Body meetings

convened from time to time and at such places and such time as the

Executive Committee may decide as and when necessary.

5.2. Power and duties/functions of General Body

The General Body shall be competent to transact the following business at a

General Body Meeting:

(a) To receive and consider the report of the Central Executive

Committee on the affairs of the Association.

(b) To consider and approve the accounts.

(c) To appoint auditors.

(d) To check out the policy and program of activities.

(e) To consider and approve, amend, rectify or reject draft memoranda

and/or proposal regarding any talks, negotiations or settlements as may

be presented to it by the Central Executive Committee appointed by it.

(f) To frame „rules and regulations‟ for the Association or add to them or

to alter and rescind them.

(g) To consider any resolution or motion due notice of which has been

received by the Central Executive Committee.

(h) To defined alegation of powers for Zonal/State Executive

Committees.

(i) To consider any other business as may be raised with the permission

of the chair.

5.3. Notice and Quorum of Meeting and the Periodicity of meeting

(a) The notice necessary for meetings shall be as under

(i) Annual General Body, minimum 30 days before

(ii) Special General Body, minimum 10 days before

(iii) Extra-ordinary General Body, minimum15 days before

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(b) The notice necessary for moving a resolution or motion at the Annual

General Body shall be 10 days.

(c) Quorum for the meetings shall be 1/3 of the total membership, or 20

members whichever is less.

(d) The Annual General Body meeting of the Association shall be held as

per time and date fixed by Executive Council every year to transact the

following business

(i) To receive and consider the annual report of the Central

Executive Committee on the affairs of the Association during

the preceding year.

(ii) To receive and consider the annual accounts of the Association

for the previous accounting year.

(iii) To appoint the Auditor for the current accounting year.

(iv) To transact any other business duly brought forward with the

permission of the chair.

(v) Any other matter to be considered with the permission of the

Chairman of the body.

(e) Special General Body Meeting shall be convened by the President of the

Central Executive Committee to consider policy matters of vital

importance affecting the interests of the members in general. The

General Secretary shall also convene a Special General Body Meeting

upon receipt of a requisition signed by at least one fifth of membership

of the Association, or 20 members whichever is less.

(f) An extraordinary General Body Meeting may be convened by the

President/the General Secretary of the Central Executive Committee in

emergency situations requiring General Body guidance or approval.

6. EXECUTIVE COMMITTEE

6.1 National Executive Committee defined: The management of the

Association shall be vested in the National (Central) Executive Committee on

all-India level at the registered office of the Association and with its branches

at Zonal level as Zonal Executive Committees and State Level as State

Executive Committee.

6.1.1 Zonal Executive Committee defined: The management of the Zonal

Association shall be vested in the Zonal Executive Committee on Zonal level.

The association will function in five zones defined below.

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North Zone: (UP, Uttarakhand, Himachal Pradesh, Haryana, Punjab,

Chandigarh, J&K)

West Zone: (MP, Rajasthan, Gujarat, Maharashtra, Goa, Daman &Diu, Dadra

& Nagar Haveli)

North East: Assam, Meghalaya, Manipur, Tripura, Nagaland, Sikkim,

Arunachal Pradesh, Mizoram

East Zone: Chattisgarh, Bihar, Jharkhand, Bengal, Odisha

South Zone: Andhra Pradesh, Pondicherry, Karnataka, Tamil Nadu, Kerala,

A&N, Lakshdweep

6.1.2 State Executive Committee defined: The management of the State

Association shall be vested in the State Executive Committee at State level. A

smaller state may join with a bigger state in the same zone to form a State

executive Committee, like Dadra and Nagar Haveli may join with Maharashtra

state unit.

The officers posted outside India shall deemed to be part of National Head

Quarters.

6.1.3 Any new state created in a particular zone would be part of that zone,

decision in this regard shall be taken by National executive.

6.2. Composition: The National Executive Committee shall comprise of the following:

(i) President

(ii) Vice President

(iii) General Secretary

(iv) Joint Secretary

(v) National Treasurer

(vi) Executive Members – 15

The Zonal Executive Committee shall comprise of the following:

(i) Vice President (Zonal Head)

(ii) Secretary (Zonal)

(iii) Joint Secretary (Zonal)

(iv) Treaurer ( Zonal)

(v) Executive Members – 05

The State Executive Committee shall comprise of the following:

(i) Secretary (State)

(ii) Joint Secretary(State)

(iii) Treasurer ( State)

(iv) Executive Members – 05

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6.2.1. The elected members of the State committees will nominate Office bearer

and members for Zonal Committee in their zone, the tenure and structure of such

committees will be decided by the State executive committee with intimation to

national executive body. The process for selection of members of such

committees will be based on majority vote of the elected members participating

from the concerned zone. The notice for formation of such committee will be

circulated to all the members of the concerned zone, inviting them for selection

with at-least ten days response period. Once the formation is over, selection

process will be open to all the members.

6.2.2. All the National Executive Committee members will be

elected/nominated during the AGM. The Office bearers shall be

elected/selected/nominated during the first meeting of the Council immediately

after the AGM.

6.2.3. The elected Executive Committee shall be empowered to co-opt six

members for administrative convenience.

6.3. Term of Office

(a) President, Vice President and Council Members of the Central Executive

Committee/Zonal Executive Committee shall be elected during the Annual

General Body meeting of the Association, and shall hold office for a period of

two years or till anew committee is elected whichever is earlier. All Council

members including President and Secretary shall retire at the end of two years or

formation of new Central Council whichever is earlier but shall be eligible for re-

election.

(b) An officer can serve at most two consecutive terms in a particular post. i.e. of

President, Vice president, Secretary, Treasurer and Joint Secretary. An officer

having served two terms in post in one zone shall be eligible to hold similar post

in national executive for another two terms. A member can be selected for

executive member of the Council any number of times.

6.4. Election and its mode:

(a) Central Executive Committee: All members of the Association shall form the

electorate for the members to be elected to the Central Executive Committee.

(b) State Executive Committees: The members based in each state will form the

electorate for the members to be elected to the State Executive Committee. More

than one state may join together to form one state committee with prior

intimation and permission of National Executive Committee. Like Dadra Nagar

Haveli may join with Goa to form one state committee.

(c) The elections shall be conducted by a returning officer nominated by the Central

Executive Committee/ State Executive Committee through secret ballet.

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(d) Ballot papers bearing the names, designations and places of positing of

contestants shall be handed over to the members present only at the time of

elections and shall be put in sealed ballot boxes after exercising vote by the

members.

(e) Nominations duly proposed by one member and seconded by two members for

contesting the elections shall be invited from members at least 7 days before the

closing date.

(f) Scrutiny of nomination papers to establish eligibility for contesting the elections

shall be completed on the date of closing and non-eligible candidates‟

nomination papers will be rejected forthwith.

(g) Nominations can be withdrawn within two days from the date of closing.

(h) The final list of contestants shall be prepared on the third day from the date of

closing of nominations, i.e. one day after the date of withdrawal.

(i) Elections shall be conducted during AGM and the results of the elections shall be

declared on the same day.

(j) In case of equal votes secured by more than one candidate, election shall be

determined either by draw of lots or any other method agreeable to such

candidates except re-voting.

(k) In case the number of contestants is equal to the number of vacancies in the

Committee concerned, there shall not be any election and these contestants shall

be declared as unanimously elected for the Committee concerned.

6.5. Powers and duties / functions of the Central Executive Committee:

(i) The Central Executive Committee shall be responsible for day-to-day

management, execution and working of the Association and will have necessary

authority for taking all appropriate action for carrying out, executing and

implementing the resolutions and directives passed and conveyed by General

Body, inter alia, authority to deal with any emergencies affecting the interests of

the Association.

(ii) Subject to the general control of the General Body of the Association, the

Central Executive Committee will have the following powers and functions

besides those that may incidentally be vested in it:-

(a) To admit new members.

(b) To frame working guidelines subject to these Rules and Regulations for the

proper functioning of the Association.

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(c) To appoint sub-Committee for various functions as it deems necessary for the

working of the Association.

(d) To prepare memoranda, to negotiate and to settle, subject to final sanction of the

General Body, all issues affecting service, professional and general interests of

the members.

(e) To take up the matter with the Government and such agencies as Pay

Commission, CAT etc. matters affecting common and individual interests of the

members whenever deemed necessary.

(f) Maintain record of receipts and expense through proper accounting and auditing

of funds.

(g) To call meetings of the General Body as and when it deems fit or it is necessary

for virtue of the provisions of these „Rules and Regulations‟.

(h) To take such actions as may be necessary in furtherance of the aims and objects

of the Association and for regulation of its activities.

(i) To submit an Annual Report on the working of the Association at the Annual

General Body Meeting.

(j) To organize social and cultural activities under the auspices of the Association,

whenever any such activity may be decided upon.

(k) To co-ordinate and liaise with Zonal Committees.

(l) To submit, duly audited, Annual Accounts of the Association.

(m) To initiate new activities related to the welfare of the members of the

association.

(n) To mend the constitution of the association with the approval of the AGM.

(o) To take up the administrative matter with the Govt. authority.

6.6. Powers and duties of the Office bearers:

(a) The President:

(i) The President will preside over all the meetings of the Association and the

Central Executive Committee and will guide and supervise the working of the

Association.

(ii) The President will have a casting vote and will exercise the same, whenever the

Central Executive Committee is equally divided.

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(iii) Nominate working vice president, Secretary, Treasurer from among the

executive body members as and when the regular post holders are on leave or

not available for the working.

(iv) Review the working of the Association with vice president and General

Secretary.

(b) The Vice President:

In the absence of the President will preside over all the meetings of the

Association and the Central Executive Committee, and will have all the powers

and responsibilities of the President.

In the absence of both the President and the Vice Presidents, the members

present at the General Body meeting/ Central Executive Committee Meeting

shall elect their Chairman of that particular meeting and the Chairman will

preside over such a meeting. The resolution in this regard should be moved by

a member of the executive.

(c) The General Secretary/Secretary:

(i) The General Secretary/Secretary will be responsible for day-to-day functions

other Central Executive Committee and shall coordinate and liaise between the

Central Executive Committee and Zonal Executive Committees.

(ii) The General Secretary/Secretary shall work under the collective direction and

responsibility of the Central Executive Committee.

(iii) The General Secretary/Secretary shall convene and coordinate all meetings

and shall keep a record of all the proceedings and perform all other work in

conformity with the resolutions and directions of the Central Executive

Committee from time to time.

(iv) The General Secretary/Secretary will record, review and report the activities

and achievements of the Association covering the (i) Registered Office (ii)

Zonal Units and will submit the report before the Annual General Meeting of

the Association.

(v) The General Secretary/Secretary or his nominee shall maintain an up to date

register showing names of members enrolled, on an all-India basis.

(vi) The General Secretary/Secretary shall have the power to pass for payment, all

bills for contingent expenses and incur other expenditure within limits specified

by Central Executive Committee from time to time without prior sanction of the

Central Executive Committee for such or similar expenditure.

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(vii) The General Secretary/Secretary will maintain the association‟s working

secretariat and shall manage all the correspondence, negotiations, transactions

and dealings with the Sub-Committees, Management, Government bodies and

other agencies.

(d) The Joint Secretary:

The Joint Secretary shall act as Secretary in the absence of the latter; anto

perform such other duties as are assigned to him by the Central Executive

Committee or by the Secretary. The joint secretary will support the Secretary in

managing the day-to-day affairs of the association.

(e) The Treasurer:

The Treasurer will be responsible for all receipts and disbursements, proper

accounting of funds of the Association, and shall submit annual financial report in

the prescribed manner. The Bank account shall be operated by the treasurer

jointly either with the Secretary or Vice President or President as decided by the

Central Executive Committee from time to time.

6.7 Quorum and notice of Executive Committee meetings:

(a) Quorum for the meetings will be 1/3rd

of the Committee‟s strength or five office

bearers whichever is less.

(b) The Central Executive Committee and Zonal Executive Committees shall meet at

least once in a quarter to review the work done and to pass the accounts. In

addition, the Committee may meet as and when necessary.

(c) A special meeting of the Central Executive Committee shall be convened on

requisition by a least five members of the Committee while that of Zonal

Executive Committee, on requisition by at least four members.

(d) The President or in his absence, the Vice President shall preside at all General

Body Meetings of the Association and of the Central Executive Committee. In the

event of both the President and the Vice President being absent, the Chairman shall

be elected by a vote of the members present.

(e) The Head of the Zonal Executive Committee shall preside at all Committee

meetings and in his absence, the Chairman shall be elected by members present.

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(f) The notice necessary for meetings of the Central Executive Committee / Zonal

Executive Committees shall ordinarily be 3 days; however, the meetings may also

be called as and when necessary.

(g) The member attending the meeting through VC shall be deemed to be present and

shall be eligible to sign the MoM as any other member physically present in the

meeting.

6.8. Filling up of casual vacancies:-

Any vacancy occurring in the Central Executive Committee / Zonal Executive

Committee shall be filled by the respective Committee by co-option from

amongst the Members of the Association. The Central Executive Committee /

Zonal Executive Committees shall have the power to co-opt amongst the

members of this Committee any officer bearer in case of a temporary vacancy

thereof for any reason whatsoever.

7. STATE EXECUTIVE COMMITTEES

(a) There will be a State Executive Committee of the Association at each of the state

who shall act in accordance with the broad guidelines and instructions issued by

the Central Executive Committee.

(b) The State Executive Committee shall be elected by the member of the respective

State Unit by a secret ballot, and will function under the overall control of the

Central Executive Committee at Registered Office of the Association. Delegation

of powers to the State Executive Committee will be defined from time to time by

the Central Executive Committee.

(c) The State Executive Committee shall be responsible for day-to-day management

of the work of respective State Unit of the Association and will take appropriate

steps for carrying out, executing and implementing the resolutions and directions

passed and conveyed from time to time by the Central and Zonal Executive

Committees.

(d) The State Association will have the authority to deal with appropriate authorities,

in consultation and approval of the State Executive Committee, at its State level

on the matters directly concerned, and related to the members of that particular

State Unit.

(e) The State Executive Committee shall comprise of eight elected members:

i. Secretary

ii. Joint Secretary

iii. Treasurer

iv. Executive Members – 05

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7.1 Authority and Functions of the State Executive Committees.

Subject to the overall control and overriding authority of the Central Executive

Committee, the State Executive Committee will have the following authority and

functions:

(i) To admit members.

(ii) To frame rules and regulations for proper functioning of the State Unit.

(iii) To appoint sub-committee for various functions as it deems necessary for the

working of the State Unit.

(iv) To expand the funds of the State Unit as per guidelines issued by Govt. and to

arrange for their proper accounting and auditing.

(v) To submit an annual report on the working of the State Unit to the

Central/Zonal Executive Committee.

To carry out, execute and implement the resolutions and directions passed and

conveyed from time to time by the General Body and the Central Executive

Committee.

(vi) To organize Professional events, social and cultural activities under the

auspices of the State Unit.

(viii)To act in accordance with the delegation of authority defined from time to time

by the Central Executive Committee.

7.2 Authority and Duties of the office bearers of the State Executive

Committees

The State Association Head

(i) The secretary of the state unit will be State Association Head. The State Head

shall preside over all meetings of the State Executive Committee.

(ii) To supervise the affairs and activities of the State Unit.

The State Secretary

(i) The State Secretary shall be responsible for day-to-day functioning of the State

Executive Committee and shall be empowered for passing and incurring the

expenditure deemed necessary for carrying out the activities of the State unit

within the agreed and specified limits fixed by Zonal Executive Committee from

time to time.

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(ii) The Secretary of State Executive Committee shall coordinate / liaise between the

Central Executive Committee/Zonal Executive Committee and State level

Committees.

(iii) The Secretary of State Executive Committee shall act in close coordination and

liaison with the Secretary of the Central Executive Committee and shall work

under the direction of Central Executive Committee and Zonal Executive

Committees.

(iv) The State Secretary shall organize and convene all meetings of the State

Executive Committee and other meetings deemed necessary from time to time

and shall keep record of all the proceedings and perform all other functions in

conformity with the resolutions and directions of the General Body, the Central

Executive Committee and Zonal Area Executive Committees.

(v) The State Secretary shall be empowered to pass for payment of all bills for

contingent expenses within limits specified by the Zonal Executive Committee

from time to time, provided prior sanction for such expenditure has been

obtained from the Zonal Unit; The Secretary will operate the Bank account

jointly with the State Treasurer.

The State Treasurer

The State Treasurer shall be responsible for all receipts and disbursements and

proper accounting of funds of the State Unit.

8. ZONAL EXECUTIVE COMMITTEES

(i) There will be a Zonal Executive Committee of the Association in each of the

Zone who shall act in accordance with the broad guidelines and instructions

issued by the Central Executive Committee.

(ii) The Zonal Executive Committee shall be Selected/elected by the Executive

Committee member of the respective State Unit through consensus/Majority vote,

and will function under the overall control of the Central Executive Committee at

Registered Office of the Association. Delegation of powers to the Zonal

Executive Committee will be defined from time to time by the Central Executive

Committee.

(iii) The Zonal Executive Committee shall be responsible for day-to-day management

of the work of respective Zonal Unit of the Association and will take appropriate

steps for carrying out, executing and implementing the resolutions and directions

passed and conveyed from time to time by the Central Executive Committee.

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(iv) The Zonal Association will have the authority to deal with appropriate authorities,

in consultation and approval of the Zonal Executive Committee, at Zonal level on

the matters directly concerned, and related to the members of that particular Zone.

(v) The Zonal Executive Committee shall comprise of nine elected members:

(i) Vice President (Zonal Head)

(ii) Secretary

(iii) Joint Secretary

(iv) Treasurer

(v) Executive Members – 05

8.1. Authority and Functions of the Zonal Executive Committees.

Subject to the overall control and overriding authority of the Central Executive

Committee, the Zonal Executive Committee will have the following authority

and functions:

(i) To admit members.

(ii) To frame rules and regulations for proper functioning of the Zonal Unit.

(iii) To appoint sub-committee for various functions as it deems necessary for

the working of the Zonal Unit.

(iv) To expand the funds of the Zonal Unit as per guidelines issued by Govt

and to arrange for their proper accounting and auditing.

(v) To submit an annual report on the working of the Zonal Unit to the Central


(vi) To carry out, execute and implement the resolutions and directions passed

and conveyed from time to time by the General Body and the Central


(vii) To act in accordance with the delegation of authority defined from time to

time by the Central Executive Committee.

8.2 Authority and Duties of the office bearers of the Zonal Executive

Committees

8.2.1 Zonal Association Head

(i) The vice president of the Zonal unit will be Zonal Association Head. The

Zonal Head shall preside over all meetings of the Zonal Executive

Committee.

(ii) To supervise the affairs and activities of the State Unit.

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8.2.2 Zonal Secretary

(i) The Zonal Secretary shall be responsible for day-to-day functioning of

the Zonal Executive Committee and shall be empowered for passing and

incurring the expenditure deemed necessary for carrying out the activities

of the Zonal unit within the agreed and specified limits fixed by Zonal

Executive Committee from time to time.

(ii) The Secretary of Zonal Executive Committee shall coordinate / liaise

between the Central Executive Committee and State level Committees.

(iii) The Secretary of Zonal Executive Committee shall act in close

coordination and liaison with the Secretary of the Central Executive

Committee and shall work under the direction of Central Executive

Committee and Zonal Executive Committees.

(iv) The Zonal Secretary shall organize and convene all meetings of the State

Executive Committee and other meetings deemed necessary from time

to time and shall keep record of all the proceedings and perform all other

functions in conformity with the resolutions and directions of the

General Body, the Central Executive Committee and Zonal Area

Executive Committees.

(v) The Zonal Secretary shall be empowered to pass for payment of all bills

for contingent expenses within limits specified by the Zonal Executive

Committee from time to time, provided prior sanction for such

expenditure has been obtained from the Zonal Unit; The Secretary will

operate the Bank account jointly with the Zonal Treasurer.

8.2.3 Zonal Treasurer

The Zonal Treasurer shall be responsible for all receipts and

disbursements and proper accounting of funds of the Zonal Unit.

9. SOURCES OF INCOME AND UTILISATION OF FUNDS

(a) Funds of the Association shall be raised by:

(i) Annual subscriptions.

(ii) Grant if any, from the Government.

(iii) Any other source with the permission of the National Executive

under the law.

(b) The funds of the Association shall be deposited in an account opened in one of

the Nationalised/MNC Banks approved by the Central Executive

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Constitution

Committee/Zonal Executive Committee and operated in the manner

prescribed.

(c) Funds of the Association shall be spent for:

(i) The payment of expenses for the administration of the Association including

traveling expenses, audit of the accounts of the general funds of the

Association.

(ii) For furthering the interests of the Association and its members.

(iii) Any other matter authorized by the Central Executive Committee.

10. FINANCIAL YEAR

The financial year of the Association will be from 1st April to 31

st March.

11. AUDIT OF ACCOUNTS

(a) The Annual Income and Expenditure account and the Balance Sheet of the

Association shall be presented at the Annual General Meeting duly audited by a

competent auditor nominated by the General Body.

(b) The Central, State and Zonal Executive Committee shall cause accounts to be

kept of all sums of money received and expended by the Association and all matters

in respect of which such receipts and expenditure take place and of the assets and

liabilities of the Association.

(c) The books of accounts shall be kept by the Treasurer of the Central Executive

Committee and Treasurer of the Zonal, State Committee and shall be open to

inspection by any member at the office of the Association during which the office is

open on any week day excluding holidays.

(d) OPERATION OF BANK ACCOUNT:

(i)The Bank Account of the Central Executive Committee shall be operated by

the Treasurer jointly either with the Secretary, Vice President or President as

decided in the Central Executive Committee from time to time.

(ii)The Bank Account of the Zonal Executive Committees shall be operated by

the respective Zonal Treasurer jointly with the Zonal Secretary.

(iii)The Bank Account of the State Executive Committees shall be operated by

the respective State Treasurer jointly with the State Secretary

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12. AMENDMENT TO CONSTITUTION: Any amendment to constitution shall be

incorporated after passing in AGM.

13. Legal Advisors

Legal advisors are appointed by the president and the general Secretary on the advice

of NEC after taking the simple majority decisions in any meeting to safe guard the

interests of the association in any court of India. The terms & conditions, payments

and other expenditure incurred for hiring such experts out-side the association

members may decided in any meeting by the NEC.

14. Auditors

The auditors shall be appointed at any AGM by the Association by simple majority. The

duty of the Auditors shall be to conduct the auditing of the Accounts and preparation of

finance annual Audit report before 21 days to any AGM. The remuneration will be

decided for their services in the AGM.

15. Special Purpose Committees:

These are short term committees constituted by the president at National Level on

advice of NAC and by Zonal Secretary at Zonal level on advice of the ZAC. The

committees are constituted whenever the association needs special attentions, expertise

to handle the situations. The duration, No. of members, duties, responsibilities, purpose

and expenditure for these committees shall be assigned by the NEC/ZEC. The members

of these Committees must be the members of the Association.

16. Compensation

No member/Office bearer receives any salaries for their services, but the expenditure

incurred to the office bearers or members appointed by the association for a particular

purpose can be reimbursed provided they had obtained the approval & sanction of the

corresponding NGB or ZGB in any MRM/AGM/EEM by simple majority. The

reimbursement shall be made by the corresponding ZT or ZGB or National Treasurer of

NGB on submission of the cash receipts in writing attested by any two EMs.

17. Contracts

The NGB may authorize the NGB office bearers to enter into any agreement with other

agencies to carry out the services approved by the NEC with a simple majority in any

meeting. The association will not allow any member or EM of the Association to

carry out any activity for individual profit affecting the other members of the

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association (Impinging on the others rights) or undertake any activities at the

expenditure of the association or on behalf of the association.

18. Employees

The Association can appoint any person/agency as per the powers assigned to the

President, Zonal Secretary, NAC& ZAC as daily wages/monthly wages/Lump-sum

Contract. The expenditure will be shared by the Association members equally.

19. Funds

The treasurer is the custodian of the accounts & financial transactions of the Association.

The treasurer can receive funds from the Association members directly/through the EMs

in the form of cash/cheques/in any other form and the members shall be issued receipts

regarding this. The expenditure approved and sanctioned by the members of the

Association may be reimbursed to the members/employees. The expenditure from the

„Imprest amount‟ to the president/ to himself without approval of the association on

production of the cash vouchers attested by any two EMs. This expenditure must be later

on endorsed in next MRM by simple majority.

20. Expenditure

The EMs has the Supreme Power to approve and sanction the money simple majority in

any MRM/AGM/EEM. The decisions of the Association regarding the financial matters

will be directed to the treasurer through NEC or by GS.

21. GS will direct the decisions of the Association regarding the financial matters to the

NT through NEC or to the ZT disburse the expenditure incurred by the association at

zonal level from the Zonal Funds and the National Treasurer will disperse the

expenditure incurred at national level from the National Funds.

22. Gifts: The President and Zonal Secretaries of the association can receive the gifts

from any members of the Association/from other Associations on behalf of the

Association as per the Central Civil Services (Conduct) rule, 1964. He must handover

the same to the General Secretary for the association use. These will be in the safe

custody of the GS/ZS.

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23. Books and Records:

The Association GB must keep the correct and complete books and records of account

and the minutes of the preceding meetings and all other correspondences papers.

a). The GS/ZS must keep the all the records of the meetings in the format specified

and also the other correspondences /proceedings/transactions of the association.

b). The GS/ZS must keep the all the records of the assets of the Association.

c). The National Treasurer/Zonal Treasurer must keep all the receipts and

expenditure records in the account book.

The records can be inspected by any member of the Association/any officials

deputed by the Registrar of the Co-Operative Societies. Any member wishes to

inspect the records must give a notice at least one week before the MRM to the

President/General Secretary of the Association.

24. Language: The English text version shall be considered as the Authorized

interpretations of by-laws.

25. Amalgamation/Bifurcation of Zones

Two or more Zones can be merged into one or bifurcated provided that the votes of

at least one half of the members of each or every such association entitled to votes

or atleast 51% of the votes recorded are in favour of the proposal. Notice in this

regard shall be sent to the registrar signed by the GS and at by the minimum no.

of members required by the act from both the associations.

26. Dissolution of Association

The Association may be dissolved by calling a Special Meeting of all the members.

The association can be dissolved if 75% of the members opt for the dissolution or

75% of the members resigns voluntarily from the association in Such Special

Meeting. A notice regarding this must be given by the NEC & ZEC at least 45 days

before the meeting. All the members of the association as per the co-operative

societies act shall equally share the assets and liabilities of the associations.

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