Minutes of Emergency Executive Body Meeting held on 18/09/2016 to fix election dates

As called, the emergency executive body meeting was held at Hqrs.office, Guntur at 11:30 hrs of  this day i.e., 18/09/2016 to finalise date for conducting election to elect new office bearers and to discuss the arrangements to be made for execution of free and fare elections. Following Executive members attended the meeting.
      Name of the Exe.member                    Post held
      K Ravi Kumar                                     Vice President
      G Ananda Hari Gopal                          General Secretary
      Pradeep Kumar Panda                         Joint Secretary
      M Srinivas                                           Treasurer
      V Sriram                                              Unit Secretary(CPC)
      R P P Kumar                                       Unit Treasurer (Vij Div)

The quorum was formed with the members present to conduct the office.

Following were the agenda and discussions of the meeting :

1) To fix the venue : Shri G Ananda Hari Gopal brought to the notice of the table that the part of room which the current meeting was being held was the recreation hall in which the present office bearers were elected. As the recreation room was partitioned to form sections the same cannot be used for election now. Even Guntur Hqrs.office has no provision to accommodate 50-100 members in a single room for elections. In view of these, we may have to choose a venue outside in a private/rented place for which suggestions were called for from the table.

Shri K Ravi Kumar suggested that certain hotels at Vijayawada provides free accommodation with seating arrangements if lunch for 100 and above is ordered which will reduce our burden. Shri V Sriram informed such provision are also available in Guntur, moreover in Guntur, we have good caterers, who were tested in our office for such functions earlier and proven equally tastier and more economic and than per head lunch cost provided at hotels. Mr. Pradeep Kumar Panda suggested that the venue should be at Guntur as number of officers/members are stationed at Guntur and operating from Guntur. The same was supported by all the members present. The task of finalising accommodation, arrangements such as seating, audio system and catering (including breakfast, tea, lunch and after noon snacks and drinks was entrusted to Shri K Ravi Kumar and Shri Md.Aslam Usmani and were required to inform the status of the same to body on 25/09/2016.

2) This body was elected and took charge on 27/09/2014, accordingly the tenure of office bearers completes on 26/09/2014. As a week is too short for issuance of election notice another month was sought for election.

Shri Pradeep Kumar Panda, suggested that the election may be differed to another one week as many of our members may go to their native places on dasara vacations from 7th October itself and would return on 17th October. Hence, proposed to conduct elections on 22nd or 29th October, 2016. As the period was more than a month General Secretary suggested that in that case we should hurry a bit and convene election in two weeks time and suggested for election on 01/10/2016. The same was accepted by all the members. Shri G Ananda Hari Gopal was entrusted with monitoring & circulation of message regarding date, time & place of election to all the concerned including units of AICEIA, Guntur Branch. Each Unit Secretary were also entrusted to paste copy of circular on the notice board and to obtain signatures from unit members as an acknowledgment of receipt of election message and forward copy of acknowledgment to General Secretary.

3) As dates for elections was finalised, the Treasurer was requested to finalise the accounts and to keep books of account ready for handing over to the next body. Shri M Srinivas ensured that the accounts will be made ready by 25/09/2016, as only few transactions were made which include the Delegate fee paid at Kolkata Convention and the Annual Subscription amounts paid to Fedration.

4) Table also discussed regarding nomination of Returning Officer. Suggestions were called for detailing Article 21 of the Constitution which says that the Returning Officer shall not be a member of the Executive Committee / Convention. The Returning Officer may appoint two Assistant Returning Officers for his assistance. Three names were called for as suggestion.
Accordingly, Shri V Sriram suggested name of Shri Aluri Srinivas Rao, Shri R P P Kumar suggested name of Shri T Ramakrishna and name of Smt P Kankadurga was proposed by Shri G Ananda Hari Gopal denying proposals for Smt G.Prameela Rani, who would not qualify as she is spouse of existing office bearer. Other names were in respect of Shri Ch Venkateswarlu and Sundar Rao, could not be considered as they would not be available on the proposed election day as they were attending induction training. Shri V Sriram and Shri R P P Kumar were entrusted with conducting of smooth, free and fair elections by providing necessary inputs to the Returning Officers such as who are eligible for elections/voting and providing necessary material viz white papers, writing material, ruler, Inkpad, slips for voting, ballot box, trays, white board with marker Pen and duster required on the day of elections.

5)  In regard to miscellaneous arrangements like preparation of badges, banner and hand bouquets. The task of getting sample, cost & number/count required may be approved by the body on 25/09/2016 and keeping them ready on the day of election and their proper utilisation was entrusted to Shri Pradeep Kumar Panda and Shri Ch Eswar.

6) Finally table discussed on the invitees of the event being held. Shri M Srinivas suggested that all the sister associations key Office bearers viz., Presidents & General Secretaries should be invited as a matter of practice including heads of the office. Accordingly it was finalised that President & Gerenal Secretary of Central Excise Group B Gazatted Executive Officers Association, Ministerial Officers Association, Group D (Hawaldar & Sepoy) Association including Drivers Association will be invited on the day. Similarly, Secretary General AICEIA,  President AICEIA, Commissioners of Central Excise, Guntur, Nellore and Customs Preventive Commissionerate will be informed about the election date and further communicate the outcome of the Elections. Shri G Ananda Hari Gopal was entrusted to do the required. It was further suggested and proposed that the Addl.Commissioner of Central Excise, Guntur be invited as Chief Guest of the event as other Heads of Office have to come from outstations. The proposal of Chief Guest shall be confirmed after seeking his appointment  through Shr Ch.Eswar on 25/09/2016. 

The meeting was called of to meet on 25/09/2016 to update the status of work done entrusted to each.

Minutes of Executive Body Meeting held on 10/09/2016

MINUTES OF EXECUTIVE BODY MEETING HELD ON 10/09/2016

                        As proposed, the Executive Body Meeting was held on 10/09/2016. The meeting was postponed for an hour and half in three spells of half an hour each to enable all the members to join the meeting for sufficient quorum., 1/3 of total strength of elected office bearer. Hence, without further extending the quorum was formed basing on the members present as per Article 18 of the Constitution of AICEIA. The meeting was chaired by the President AICEIA, Guntur Branch. Following members had attended the executive body meeting.

S.NO.  NAME OF THE MEMBER                           POST HELD                                      

 1.        Ch Jasper Sugand                                         President

2.         K Ravi Kumar                                                Vice President

3.         G Ananda Hari Gopal                                  General Secretary

4.         G Srinivasa Reddy                                        Joint Secretary

5.         M Srinivas                                                      Treasurer

6.         Md.Aslam Usmani                                        JCM Member(CPC)

7.         Ch.Eswar                                                        Unit Secretary (Guntur Hqrs)

8.         V .V. Krishna Prasad                                   Treasurer (Guntur Hqrs)

9.         R.P.P.Kumar                                                   Treasurer (Vijayawada)

10.       V Sriram                                                        Unit Secretary(CPC Hqrs)

11.       B L C S Reddy                                               Treasurer (KP Port)

                       

                        At the outset of the meeting General Secretary, AICEIA, Guntur Branch praised the zeal and efforts  of the President Shri Jasper  Sugandh, who despite his disability caused due to paralysis stroke to pains and attended the meeting. General Secretary invited him to chair the meeting and took permission for proceeding with the agenda. He thanked all the members for their contribution of membership subscriptions and Unit Secretaries for perusing the issue with DDOs and for submitting DDO certificates, which were forwarded to the Secretary General.

                        Following points were placed before the body for discussion and to seek consensus of the executive members.

     1.   The present body was elected on 27/09/2014 for tenure of two years, which will be over by this month i.e., September 2016 and that the elections are to be conduct keeping the spirit of the constitution. Accordingly seek consensus on the main agenda i.e., seeking suitable date, venue and proposed expenditure for election of new body. 

    In view of the unclear picture of cadre restructuring and organization structure of our department on GST, Shri V Sriram suggested to seek extension preferably for a period of six months to hold election after getting a clear picture by Jan 2017 budget session. This was supported by Shri R P P Kumar & Ch.Eswar. President sought voting on the issue from the executive members present for voting as the matter requires 2/3 majority as per Article 21 of the Constitution of AICEIA. Accordingly, voting was done and 6 out of 11 had voted for the motion. Since, the motion could not be passed in accordance with the Article 21, Shri M Srinivas, Treasrur suggested to extended voting by remaining office bearers also who could not be present due to bandh &/ other reasons. Accordingly votes were sought from remaining members through e-mail to ceiaguntur@gmail.com address in two days but only 3 votes were received through emails Further two days was extended to vote through whatsapp app also but none utilised and one had voted over phone call. Altogether only 15 had voted and only 7 out of 15 had casted in favour of motion. Hence, the motion 'for extension of office bearers tenure for another six months" could not be passed due to insufficient votes in favour of it. Accordingly an emergency meeting was called for fixing the date for election and to decide arrangements therefore.

2.   Guntur Branch has been contributing 100% subscriptions to the Federation i.e., from all the members branch. However, since last two years this percentage has come down because no subscription was contributed from the members working at Nellore Commissionerate except from Ongole Division. Hence, consensus was sought on whether the memberships of those who had not paid their subscription beyond one year be considered to have been lapsed as envisaged at Article 9 of the Constitution of AICEIA 

  Shri M Srinivas, Treasurer informed that except for members from Nellore Commissionerate & Audit Circle membership subscriptions from rest of the formation was received in 100%. However, the Nellore Commissionerate members may be given one week time to pay their AICEIA subscription else the membership would lapse automatically and would be allowed rejoin on payment of admission fee as prescribed in the bylaws and that no consensus is required in this matter. President agreed with the view and permitted to extend one week time to pay subscription from the date of posting of this minutes on ceiaguntur.blogspot.in else their membership would lapse.

3.   As promised to the members of Nellore Unit during 30^th General Body Meeting and in view of present situation after increase in the working strength at Nellore Commissionerate and being eligible to form new branch with atleast 3 units each at Hqrs & divisions level having not less than 10 members per unit, it is proposed that they may be allowed to form separate branch and elect their new body by calling for their first General Body Meeting at the earliest.

     Shri G Srinivas Reddy called other executive members from Nellore  Commissionerate over phone and obtained their views and informed chair that Shri Srinivas Modaliar had expressed that in view of increased strength at Nellore Commissionerate members from Nellore and Kadappa would like to form new branch at Nellore and further expressed that they find it difficult to attend Executive Body Meetings as it takes more than 8-10 hours from Nellore & Kadappa. All the members unanimously accepted the view. However, it was suggested by the General Secretary to request the existing executive members from Nellore Commissionerate to Call for their first General Body Meeting at the earliest and inform the outcome of elections to the branch and to Federation.

4. Date & Place of Executive Body Meetings were being communicated well in advance. Venue and time is also being intimated a day before as a reminder. Despite this very low number attend the meetings. Lenient view was taken as each Inspector is overburdened with additional work and without substitute. Now that the working strength has grown reasonably, Office bearers may be advised to attend meetings regularly keeping the spirit of the office and justifying the responsibilities bestowed on them by the members.

     Shri K Ravi Kumar suggested that each executive members be called personally by the General Secretary to inform venue and time to avoid communication gap. However, Shri M Srinivas suggested that the present method of conveying through Whatsapp is a foolproof and require no change. He further added that the members of ‘AICEIA Executive Body’ group are only the present Executive Body Members. Message conveying is very easy and time saving for both sender and receiver. Sender can covey in group receiver can read at his convenience and also refer the message later. Shri G Ananda Hari Gopal requested executive members not to leave the group unless one leave the post and if by mistake it happens may request Admin to add him/her back for receiving messages/updations on association matters.

Meeting was concluded with vote of thanks.