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AINOA
Constitution Page 1
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
AINOA
Constitution Page 2
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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Constitution Page 3
(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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Constitution Page 4
(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.
AINOA
Constitution Page 5
(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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Constitution Page 6
(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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Constitution Page 7
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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Constitution Page 8
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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Constitution Page 9
(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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Constitution Page 10
(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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Constitution Page 11
(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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Constitution Page 12
(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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Constitution Page 13
(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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Constitution Page 14
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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Constitution Page 15
(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
Executive Committee.
(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
Executive Committee.
(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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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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Constitution Page 20
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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