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.