19.11.12

59th Conference- Notice


            ALL INDIA DEFENCE ACCOUNTS EMPLOYEES’ ASSOCIATION(HQ) KOLKATA
                                                                Established in 1925
10A. S. K. Bose Road, Kolkata-700001
Ph. No. Off-(033)22624179; Mob. 9433600798/9163589377 Fax No.(033)22480991
e-mail : aidaeakol@gmail.com
                             
Ref. No.DA/HQ/CONF-59th/13                                                                                  Date: 09.11.2012

NOTICE

As per Rule 13(b) (ix) of Constitution of the Association , a notice is hereby given that the 59th  National Conference of All India Defence Accounts Employees’ Association (HQ) Kolkata [in short AIDAEA(HQ) Kolkata] will be held at the premises of Ordnance Factory Ambajhari, Nagpur, Maharashtra from 17th  to 18th January, 2013 to transact the following business :-
Agenda Items
1.       Confirmation of the proceedings of the 58th National Conference held at Moulali Yuba Kendra, Kolkata, Directorate of Youth Services, W. B. from 9th to 10th December, 2010.
2.       Secretary General’s Report on the functioning of the Association – discussion and acceptance thereof.  
3.       Submission of audited Accounts along with Auditor’s Report for the year 2010-‘11 and 2011-’12 and the estimated budget for 2013 – ‘15 :– consideration and approval thereof.
4.       Proposed amendment to the Constitution of AIDAEA(HQ) Kolkata,  if any,  which may be discussed and accepted but not come into force without prior approval of Govt. of India under CCS(RSA) Rules, 1993 in terms of DOPT letter No. 2/5/94-JCM dated  27.07.1994 and Govt. of India, Min. of Defence letter No.14(19)/94 D(JCM) dated 29.09.1997 under rule 13(b)(iv) of the Constitution of AIDAEA(HQ) Kolkata –Acceptance thereof.
5.       Resolution on common problems related to all Central Govt. Employees – review and adoption of resolution thereon.
6.       Departmental problems – Review and adoption of Resolution thereon.
7.       Organizational situation – Review, discussion and our task thereof.
8.       Discussion and decision on any matter in furtherance of the aims and objects of AIDAEA(HQ) Kolkata that the Conference may think fit and proper.
9.       Election of 33members Executive Committee as per rule 9(a) of the Constitution of AIDAEA(HQ) Kolkata as amended last.
10.   Election of the Auditor as per rule 9(b) of the Constitution of AIDAEA(HQ) Kolkata.
11.    Any other item that may be brought up under permission of the Chair.
                                                           
                                                                                                Sd/  
                                                                                        ( G. P. DUTTA )
                                                                                  SECRETARY GENERAL
                                                           
Copy for information to :-

1.      The Controller General of Defence Accounts, Ulan Batar Road, Palam, Delhi Cantt. – 110010 [through PCA(Fys)Kolkata – in duplicate] with a request to send OBSERVER to witness the proceedings of the 59th National Conference.
2.      All PCA(Fys)/PCsDA/CsDA/CsFA(Fys)
3.      All General Secretaries, Affiliated branches of AIDAEA(HQ) Kolkata.
4.      All Office Bearers and Members of the present Executive Committee of AIDAEA(HQ) Kolkata
5.      All General Secretaries, DAD Co-ordination Committees
6.      The Convenor, Reception committee of 59th National Conference
7.      Notice Board, AIDAEA(HQ) Kolkata
                                                                                             Sd/-   
                                                                                     ( G. P. DUTTA )
                                                                               SECRETARY GENERAL



Instruction to the Affiliated Branch Units/Delegates

1.      Details of Venue, Delegate fees etc. and other particulars would be intimated by the Convenor, Reception committee of 59th National Conference of AIDAEA(HQ)N Kolkata.
2.      Clearance of all dues (levy) is a pre-condition for participation as a delegate.
3.      All affiliated units are directed to complete Biennial General meeting, if due.
4.      No. of delegates will be strictly assessed on the basis of paid up membership strength of each affiliated unit vide Rule 13(b)(iv) of Constitution of AIDAEA(HQ) Kolkata (“……Two Delegates for each two hundred or less paid up members and one delegate for further each one hundred paid up members….”)
                                                                           
                                                                                              Sd/-
                                                                                     ( G. P. DUTTA )
                                                                               SECRETARY GENERAL


Extracts of relevant Rules of the Constitution of AIDAEA(HQ) Kolkata are reproduced below for guidance:

Sub Rule (a)(i) & (ii) of Rule 9 : Executive Committee – The Executive Committee of the Association, hereinafter called “The Committee”, consisting of 33 (thirty three) members as detailed below shall be elected by the Delegates in the Conference/Annual General Meeting by raising hands or by secret ballot as decided by the Delegates :-

President – (One)
Vice-President – (Five)
Secretary General – (One)
Additional Secretary General – (One)
Assistant Secretary General – I (One)
Assistant Secretary General – II (One)
Assistant Secretary General – III (South & Central Zone)
Assistant Secretary General – IV (North & Eastern Zone)
Assistant Secretary General – V (Delhi & New Delhi)
Office Secretary – (One)
Finance Secretary – (One)                                                                                   
Zonal Secretary (South) – (Andhra, Karnataka, Tamilnadu and Kerala )
Zonal Secretary (North) – (U.P., Delhi, East Punjab, J & K Hills, Himachal Pradesh)
Zonal Secretary (Central) – (M.P. Only)
Zonal Secretary (West) – (Maharashtra, Gujrat and Rajasthan)
Zonal Secretary (East) – (Bihar,Orissa, West Bengal, Assam, Tripura, Manipur, Meghalaya, etc.)
Members – (Thirteen)

Sub Rule (a)(ii) of Rule 9 : The names of the Thirty three candidates seeking election to the Executive Committee including all the posts of the office-bearers and the members shall be proposed and seconded by some of the delegates present in the Conference/Annual General Meeting in the form of panel(s) only and one vote for one panel will be recorded by each delegate. If any candidate seeking election is absent in the Conference/Annual General Meeting, his written consent will be obtained by the Delegate while proposing his name.

Sub Rule (b) of Rule 9 : An Auditor shall be elected by the Delegates in the Conference/Annual General Meeting.
  
Sub Rule (b)(ix) of Rule 13 : Forty five days’ notice shall be necessary for the Conference/Annual General Meeting.

Sub Rule (b)(iv) of Rule 13 : Any amendment to the draft resolutions, to the draft amendments to the constitution of the Association if there by any will have to be submitted by the delegates to the Secretary General before the Conference/Annual General Meeting takes up the respective items of agenda. However, no amendment to the rules of the Constitution can be carried out or made effective without the approval of the govt. (as amended vide Govt. of India DOP&T’s No.2/5/9-JCA dt. 27/07/1994.)

Sub Rule (b)(ii) of Rule 13 : Copies of the draft resolution that any member may like to move in the conference/Annual General Meeting and the proposed names of the candidates for election to the Executive Committee and for election of the Office-bearer and the Auditor shall have to be submitted to the Secretary General at least 15 days (i.e. latest by 2nd January, 2013) before the Conference/Annual General Meeting.

Sub Rule (b)(vi) of Rule 13 :   The number of Delegates to be sent to the Conference/Annual General Meeting by Branch Associations shall be :-

                  Two delegates for each two hundred or less paid up members and one Delegate for further each one hundred paid up members.

                  The Committee reserves the right to reduce or refuse the aforesaid number in case any Branch Association if less or no subscriptions paid by it during the financial year preceding the Conference/Annual Meeting.

                  The direct members of the association may attend the delegate Session of the conference/Annual General Meeting as Delegates without the right to vote. All the Central Executive Committee Office bearers/Members shall be the Ex-Officio Delegates to the Conference /Annual General Meeting.

                                                                                            Sd/
                                                                                   ( G. P. DUTTA )
                                                                              SECRETARY GENERAL


** Corrigendum of the 59th National Conference Notice served under DA/HQ/CONF-59th/13 dated 09.11.2012 and sent by post are box marked.

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