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the election, is qualified to vote for the election of the office bearers [2(c)], and the block
representatives of the respective block [2(d)] or to stand for one of the posts of office bearers or
block representative subject to the stipulation in para [3(d)].
(c) The executive committee before the termination of its term of office will form among the members
of RWA Pocket "F" an election committee of 2-3 members headed by the Returning Officer. The
election committee will be responsible for the smooth and fair election of the office bearers and the
block representatives from the 15 blocks. Any complaint or representation by a member(s) or dispute
on any matter concerning elections will be considered by the election committee and its decision will
be final and binding. The Executive Committee will provide an updated list of members eligible to
vote to the election committee before the termination of its term of office. The Returning Officer
nominated by the Committee 2 (g ) will issue circulars calling for the nomination papers from the
members of the Association on the lines noted above or on the lines on further instructions issued to
him by the committee 2 (f ) to enable him to conduct election of the office bearers 2 (c) and block
representatives 2 (d).
(d) The Returning officer 2 (g) before accepting nomination papers of the members of the
Association 2 (b) will ensure that those members of the Association who stand for election to the
post of the office bearer (2c) and block representatives 2 (d) are the Allottees, or their legal
representative/Attorney or tenent, except the Treasurer (who should be Allottee and permanent
resident of pocket-F). All those who submit their nomination papers must fulfil conditions laid down in
para 3 (a) and (b).
On declaration of the election results by the Returning Officer and after the nomination of the
Security Incharge 2 (e), the whole body will be known or becomes Executive Committee to run the
business of the Association.
(e) Rights and obligations of members / residents
(1) A member shall be entitled to attend all General Body Meetings or Extra-ordinary General
Meetings and take part in the elections of the Association. He shall be entitled to take part in all
functions and activities organized by the Association.
(2) A member shall have access to the records of the Association with prior approval of the Executive
Committee. If a members request for scrutiny of particular record is not acceded to by the Executive
Committee then the reasons therefor will have to be communicated to the member in writing.
(3) It shall be obligatory on the part of all residents to join and contribute by way of monthly
subscription to the services VIZ chowkidara and other services provided by the Association and
any other service which may be introduced from time to time.
(4) A member who has not cleared his dues to the Association will not be entitled to stand for any
elections and neither will he be permitted to propose or second a candidate for elections to the
Executive Committee.
(5) Names of such defaulting members may be circulated to all other members of the Association
apart from taking other measures, as may be legally advised to recover the dues of the Association.
(6) Residents keeping domestic pet animals shall abide by the Municipal Sanitary by-laws or
regulations on the subject.
(7) To keep Pocket-F, Sarita Vihar clean and to motivate all the members of the family and
especially instruct the servants to desist from spitting and spreading dirt or other kinds of pollutants.
(8) To check leakage or seepage of water that harms property and/or causes distress or annoyance
to the neighbours.
(9) To exercise extreme care in the use of musical instruments, radio, television and amplifier etc.
that may disturb others.
(10) The ensure proper parking in parking lots by residents or their guests so that residents are not
obstructed or inconvenienced.
(f) Termination / Cessation of membership/ Disciplinary Action against Member(s).
(1) A person will cease to be a member of the Association for the following reasons:
(a) On his/her demise.
(b) On his/her being guilty of moral turpitude or any criminal offence by a competent court of Law. If
considered necessary, membership of such a member may be held in abeyance till the finalization of
the case.
(2) If the conduct of any member of the Association is deemed to be prejudicial to the interest of the
Association or considered otherwise undesirable he/she shall be asked by the Executive Committee
to show cause why his/her name should not be removed from the list of the members and in the
event of non-receipt from the said member a satisfactory reply within a specified period in the notice,
his /her name shall be removed from the list of the members of the Association on a resolution to
that effect being passed in the meting by the 2/3rd of the total strength of the Executive Committee.
(3) The Executive Committee is empowered to take disciplinary action against any member of the
Association who violates the Rules & Regulations of the Association following the procedure laid
down in sub-clause (2) above.
(g) Register of Members: The Association shall maintain a register of members which will include,
inter alia, their addresses, telephone numbers & other relevant data.
4. General Body / Executive Committee
1.
(a) The General Body is the supreme body of the Association and shall consist of all owners /
residents in occupation of the flats. The General Body shall take all policy-decisions.
(b) The quorum for the General Body Meeting shall consist of one third the strength of the
membership of the Association or 60 members whichever, is less.
2. The Body shall function through an Executive Committee consisting of :
(a) President
(b) Vice-President
(c) General Secretary
(d) Joint Secretary
(e) Treasurer
(f) Executive Committee Members at the rate of one member for every forty flats, this number
including the office bearers.
3. Co-option : The Executive Committee may, if it is considered absolutely necessary and expedient,
Co-opt one or two members to serve on the Executive Committee subject to the following criteria :
(i) Such Co-option will be done for a specified purpose.
(ii) A member having special qualifications and / or special competency for the said purpose will only
be Co-opted
(iii) The Co-opted member(s) will have no right to vote.
(iv) A member who has been defeated in the latest elections of the Association shall not be Co-opted
to serve on the executive committee.
4. All members of the Executive Committee shall have equal rights. The President shall have a
casting vote in addition.
5. In the event of any office bearer, President / Vice President / General Secretary / Joint Secretary /
Treasurer vacating his office, the vacancy shall be filled from among the Executive Committee
Members till the next elections. In the event of 2/3rd of the elected members of the Executive
Committee having resigned, fresh elections will be held and the existing Executive Committee will
continue to function as a care taker Committee. During this period, they shall not take any policy
decisions.
6. The term of the Executive Committee shall normally be one year and may be extended by another
year subject to approval of the General Body. The Executive Committee shall take timely steps to
ensure elections and formation of the next committee at the end of its term.
7. The Committee shall exercise full organisational and financial powers to discharge its
constitutional obligations. Approval of the General Body is necessary for extraordinary matters and
for expenditure from the Reserve funds.
8. The quorum for the Executive Committee meeting shall be of one third the size of the committee
whichever is lower with at least the following present : (a) President / Vice President (b) General
Secretary / Joint Secretary / Treasurer.
9. The members of the Executive Committee shall maintain contact with residents and communicate
deliberations/events/plans by Circulars/Notices/ Newsletters.
5. MANAGING COMMITTEE
I The affairs of the Association shall be managed by the Executive Committee subject to the
directions of the General Body. The Executive Committee will see to it that following functions, which
are of utmost importance for the welfare of the residents are performed effectively and efficiently:
(i) Security and safety of the complex and its residents.
(ii) Maintenance of parks, other open and common areas, roads, lanes and bye-lanes.
(iii) Proper parking of cars and other vehicles in the Complex.
(iv) Maintenance of sanitation and hygiene, regular sweeping of roads, lanes and bye-lanes.
(v) Ensuring adequate proper street lights including lights in the bye-lanes.
(vi) Fresh water supply, avoidance of waste of precious water from leaking water lines and over
flowing water storage tanks.
(vii) Supervision of work of plumber, electrician, Gardner, Carpenter, Sweepers and to ensure that
residents complaints are attended to speedily.
(viii) Maintenance of membership records, correspondence, accounts etc. These functions will be
assigned to its members as per their knowledge, experience and interest and thus ensuring effective
review;
(ii) Whether there has been any case of irregular or improper expenditure or omission to recover
money and if so, reasons thereof.
(c) In the beginning of the new term of office, the Executive Committee will form an internal audit
committee consisting of its 2/3 members which will carry out internal audit of accounts every quarter.
14. General Body Meeting:
A General Body Meeting will be called by the General Secretary with agenda on which the
discussions are required to be carried out by it by giving a fifteen days notice to the members of the
Association along with circulation of the audited annual financial statements together with Auditors
report thereon.
A General Body Meeting will be held every year after the close of the financial year (as on the 31st
March), before 30th June. At the Annual General Meeting the following business shall normally be
transacted:
(a) Confirmation of the Minutes of the last General Body Meeting.
(b) Consideration and approval, with or without amendment, of the General Secretarys report on the
activities of Association.
(c) Consideration and approval of the Annual Accounts of the Association together with the Auditors
report thereon presented to it by the Treasurer.
(d) Discussion on the general work and policy.
(e) Amendment of the rules will be carried out, if necessary. In that case approval of 2/3rd majority of
the members present will be necessary.
(f) Any other business which may be admitted by the President. No member shall be entitled to move
resolution under this heading unless a copy of the proposed resolution shall have been sent to the
General Secretary at least 15 days in advance and circulated by him to members at least 7 days
before the date of meeting.
15. Special General Body Meeting
In order to deal any matter of a special importance a Special General Body Meeting of the
Association may, whenever necessary be called by the President with the consultation of the
General Secretary or by eight members of the Committee by giving five days notice.
16. A special General Body Meeting can also be called by the General Secretary on the requisition
of atleast twenty members of the Association stating therein the purpose of the meeting such a
requisition would reach the General Secretary atleast fifteen days before the date on which the
meeting is required to be arranged by the General Secretary. In case the General Secretary does not
call the meeting within fifteen days of the date of the requisition the members of the Association by
written requisition can approach the President asking him to hold a meeting and in case President
also fails to call for the meeting within fifteen days of the written requisition, the requisitionists may
themselves call a special General Body Meeting of the Association and transact only that item of
business which is specified in the requisition and the proceeding of that meeting will be legal & valid.
17. Chairman of the Meeting
The President or in his absence the Vice President shall preside over all the meetings of the
Association. In the absence of both, any member of the Executive Committee if asked by the
General Secretary can take the Chair.
(8) The General Secretary shall examine the correctness of the bills / vouchers before payment by
the treasurer.
Miscellaneous
22. Addition, deletion or alteration to any of these rules required the consent of 2/3rd of the members
present in the Ordinary and Special General Body Meetings.
23. The Executive Committee will be the custodian of all properties and income accruing to the
Association. The Executive Committee will ensure that a register of movable assets is maintained.
24. All matters not provided in these rules shall be decided by the Committee 2(f).
25. The right of the interpretation of these rules is vested in the Executive Committee 2(c).
26. The Association may sue or be sued in the name of the President / General Secretary as
required under section 6 of the Societies Registration Act, 1860.
27. Any resident of pocket F who has been paying monthly subscription from Dec. 93 will be
considered a member of the Association
28. All the necessary provision of the Societies Registration Act XXXI 1860 will also apply to this
Association.
29. No proceeding, act or decision of the Committee shall be called to question by reason merely of
the existence of :(a) Any vacancy in the seat of the Office Bearer or any member there of or
(b) Any defect that may be noticed in The Rules & Regulations.
(c) Any irregularities in the procedure other than the procedure laid down in the constitution.
30. Any amendment in the memorandum or rules shall be carried out in accordance with the
provision laid down under section 12 & 12A of the Societies Registration Act, 1860.
31. Every member of the Association will hold office on honorary basis and no portion of the income
& property shall be paid to him by way of honorarium for service rendered by him as a member of
the committee.
32. Once in every year a list of the Office bearers and the Members of the Association shall be filed
with the Registrar of Societies as required under section 4 of the Societies Registration Act, 1860.
33. The income and property of the Association shall be applied solely towards the promotion of
object of the Association & no portion there of shall be paid or transferred directly or indirectly by way
of dividends.
34. The income and property as well as management and control of Association shall rest in the
Executive Committee 2(c) & 2(d).
35. Handing over/taking over of charge As soon as the election result of the Executive Committee is
declared by the Returning Officer, the outgoing President, General Secretary and Treasurer will
handover the Charge of the Association jointly to the incoming President, General Secretary and
Treasurer which will also include handing over the following :
1. Register of Members duly updated.
2. Register of Moveable Assets/immoveable Assets duly updated.
3. Minute Books of General Body Meeting (s) and Executive Committee Meetings.
4. File Containing Annual Report and audited Annual Financial Statements submitted to the General
Body alongwith auditors report thereon.
5. Correspondence File.
6. All Books of Account and other accounting/financial records, unused Bank Cheque Book, Bank
FDR, if any.
7. Cash in hand, if any.
8. Moveable and immoveable Assets:
Report regarding handing over and taking over of the charge will be recorded in writing and signed
by both the parties, which will be placed before the first meeting of the newly constituted Executive
Committee for confirmation.
36. If the winding up of division of the Association is given effect to in accordance with the provision
of rules & regulations & any property or assets which may remain after satisfaction of all debts and
liabilities, shall not be paid to or distributed among the members of Association to any of them but
shall be transferred to Association in accordance the decision of the members of the Association or
as PROVIDED IN SECTION 13 & 14 OF THE SOCIETIES REGISTRATION ACT XXXI 1860.
37. Duties, Functions and powers of the office Bearers.
PRESIDENT
(1) To preside over all the General Body and Executive Committee Meetings.
(2) To represent the Association preferably with one executive committee member on such occasion
as may be required.
(3) To ask the General Secretary to call the Executive Committee meeting as and when required, or
as stipulated herein before.
(4) To sign all the letters and correspondence addressed to D.D.A., M.C.D., D.E.S.U., etc. and
Government Offices and send the copies of such letters to General Secretary for office record.
(5) To monitor the funds/collection towards over expenditure or under collection.
(6) Shall generally be responsible for conducting the affairs of the Executive Committee and ensuring
that the decisions of the Committee are duly carried out under his guidance.
(7) To help and guide in the preparation of budgets for different functions and get the same approved
by the Committee.
(8) To get the feedback from the residents on the various services rendered. He/she will be the
convener for grievances Committee and will see that residents complaints /grievances are redressed
speedily.
(9) He/she shall initiate timely action for holding the election well before the termination of the term of
the incumbent Executive Committee members and of block representatives..
(10) He/she shall also see that the audited Annual Financial Statements along with the Auditors
report thereon are placed before the Executive Committee for examination well before the formation
of the Executive Committee for the next year. He shall also ensure circulation of audited Annual
Financial Statements together with Auditors report to all the members along with notice for the
Annual General Body Meeting
(11) He/she shall be convener of a Sub Committee for disciplining, hiring and firing of employees of
the Association. He/she be assisted by the Vice-President in discharge of his/her duties for the over
all welfare functions.
(12) President can incur expenses upto Rs. 5,000/- at a time and get it approved ex post facto by the
Executive Committee.
VICE PRESIDENT
(1) To exercise the powers and duties of the President in his absence.
GENERAL SECRETARY
The Secretary will supervise the general administration of the Association and will
perform duties as under :(1) To issue notices and agenda points for all the meetings of the Executive Committee and to call for
meeting of the General Body.
(2) To correspond on behalf of the Association.
(3) The Secretary shall have the power to incur expenditure upto Rs. 2,000/- pending the approval of
the Executive Committee.
(4) To maintain correctly and upto date all the prescribed forms and registers including register of
members to be maintained and updated with the assistance of the treasurer and register of movable
assets to be maintained and updated with the assistance of Joint Secretary.
(5) To prepare statements asked by the D.D.A. M.C.D. and Govt. Offices etc.
(6) To perform all duties and to conduct all business concerning the Association.
(7) To remain conversant with the overall working of the Committee.
(8) To examine the correctness of the bills/vouchers before payment by the Treasurer.
(9) To record and maintain Minute Books of the meetings of the Executive Committee and General
Body.
(10) To submit Annual Report at the Annual General Body Meeting about the activities/
achievements of the Association during the preceding year after draft of the Annual Report is
approved by the Executive Committee.
JOINT-SECRETARY
To assist the Secretary in the performance of his duties and in the absence of the Secretary shall act
as Secretary and perform his duties in consultation of the President/Vice President.
TREASURER
(1) To maintain upto date accounts of receipts and debits of the Association.
(2) The treasurer shall have to ensure that all payments are made under appropriate authority.
(3) To prepare the bills of the Employees of the Association and to make payment to such employees
after these are passed by the Secretary and the President.
(4) To prepare the Income and Expenditure account and Balance Sheet to be presented to the
General Body under the various heads of accounts namely :-
The names, flat Nos., occupation, designations of the present office bearers and members of the
Executive Committee to whom the management of affairs of Residents Welfare Association Pocket
F, Sarita Vihar, New Delhi 110076 is entrusted, as required under section 2 of the Societies
Registration Act, of 1860, as applicable to the National Capital Territory of Delhi are as follows :
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