No.7/1/2007-Welfare
Government of India
Ministry of Personnel, Public Grievances & Pensions
Department of Personnel & Training

361, 3rd Floor, Lok Nayak Bhavan, New Delhi the dated 4th April, 2007.

To,

The President/Secretary,
Residents’ Welfare Association,
Sudhar Sabha/Kalyan Samities,
Delhi/New Delhi/Outside Delhi.
As per list attached.

Subject:- Holding of the election of the Managing/Executive Committee of the Residents’ Welfare Association/Sudhar Sabha/Kalyan Samities for the block year 2007-2008 and 2008-2009. Instructions regarding.

Dear Sir,

I am directed to say that the elections of the Office-bearers/members of the Managing Committee/Executive Committees of the Residents’ Welfare Association recognised by DOP&T for the block year 2007-2008 and 2008-2009 have become due. The elections are required to be held on any Saturday & Sunday of the month of April/May, 2007. In case any Association/Sabha/Samiti fails to hold its elections before 31st May, 2007, the existing Managing Committee shall be liable to be declared as ‘Defunct.’

2. You are requested to take further necessary action for holding the elections in a free and fair manner within the stipulated period. It may be noted that no extension in time for holding elections after 31st May, 2007 will be allowed.

3. A copy of necessary instructions/guidelines are enclosed (Annexure-I&II) for ready reference.

Yours faithfully,

(M.S. NAGRA)
Under Secretary to the Govt. of India

Encl:- As above.
from pre-page

No.7/1/2007-Welfare

New Delhi, the 4th April, 2007

Copy forwarded to:-

(1) The Commissioner of Police, Delhi, Indraprastha Estate, New Delhi. It is requested that necessary instructions may please be issued to all the concerned authorities, Police Stations in Delhi/New Delhi to provide necessary assistance as and when required by the respective Residents Welfare Associations/Sudhar Sabhas/Kalyan Samities functioning in the area(s) concerned.

(2) The Chairman, Central Government Employees Welfare Co-ordination Committees, functioning outside Delhi, for information and necessary action. The Secretary of the CGEWCC may be entrusted with the task to oversee all arrangements to conduct the elections of the Residents Welfare Associations/Sudhar Sabhas/Kalyan Samities within their jurisdiction on the specified date.

(3) The Area Welfare Officers with the directions that they shall act as OBSERVERS’ at the time of holding the elections in respect of the Residents Welfare Associations/Sudhar Sabhas/Kalyan Samities functioning in their respective area(s) and to ensure that these are held in a free and fair manner according to the provisions of the Amended Model Constitution. Thereafter, they shall send their report along with a copy of Election results to the Chief Welfare Officer, Department of Personnel & Training, 3rd Floor, Lok Nayak Bhavan, New Delhi, with suitable recommendations.

(M.S. NAGRA)

Under Secretary to the Govt. of India

Phone No. 24624204

Annexure-I

Government of India
Ministry of Personnel, Public Grievances & Pensions
Department of Personnel & Training
(Welfare Section)
(Attached with letter
No.7/1/2007-Welfare, dated, the 4th April,2007.

Instructions/Guidelines relating to the Elections for the Block years 2007-2009

ELECTIONS

(a) All Office Bearers and Members of the Managing/Executive Committee of the Residents’ Welfare Associations/Sudhar Sabha/Kalyan Samities shall be elected in the General Elections or in the Annual General meeting of the Association, etc as the case may be, to be held on any Saturday or Sunday in the month of April/May, 2007 by secret ballots. The terms of the elected Office Bearers and Members will be for TWO YEARS (2007-2008 and 2008-2009). The existing Managing/Executive Committee shall cease to exist after 31^{st } May, 2007, or till the newly elected Managing/Executive Committee takes over the charge of the Association, whichever is earlier.(Ref. Clause IX(b) of the Model Constitution).
(b) Members (including ‘Associate Members’), whose subscriptions and other dues are not in arrears up to 31^{st } March, 2007 shall be eligible to vote. However the voters’ list can be rectified for any factual errors in terms of provisions of Clause IX(a) of the Model Constitution, giving fourteen days time from the date of receipt of these instructions.
(c) Every member present and voting shall have one vote.
(d) Voting shall be by SECRET BALLOT.
(e) Elections shall be conducted by the Returning Officer, appointed by the Managing Committee in consultation and approval of the concerned Area Welfare Officer. In case of lack of consensus in the appointment of the Returning Officer the matter shall be referred to the Chief Welfare Officer, Department of Personnel & Training, New Delhi whose decision will be final. Nomination forms, dully proposed, seconded and accepted by the contestant member for a particular office, shall be received by the Returning Officer by the date and time fixed and the elections shall be held as per the provisions made under Clause IX of the Model Constitution(as amended in July, 1999). However, the schedule given at Annexure-II of the Clause IX(f)of the Model Constitution should be drawn up for the month of April/May,2007.
(f) The Area Welfare Officer shall be associated with the election proceeding as provided in the Model Constitution and election results will be forwarded through him for consideration/acceptance by this Department.
(g) No person can hold more than one Office at a time of two blocks and, therefore, will be eligible to contest for only one office.
(h) No person who is retiring within the next one year (i.e., from 1.6 .2007 to 31.5.2008) shall be eligible to contest in the above said elections. However, a member, who can serve for at least one year in the Managing Committee/Executive Committee of Residents’ Welfare Associations/Sudhar Sabhas/ Kalyan Samiti, shall be eligible to contest the election.
(i) No elector shall subscribe whether as proposer or seconder, more than one nomination paper at the same election.
(j) No elector shall propose or second a Nomination papers for an office for which he himself is a candidate. If an elector has already proposed or seconded a nomination paper for an office, his own subsequent nomination for such an office will be inoperative.
(k) All the members of the Association, who are eligible to vote in the elections to elect the office bearers/ Members of the Managing/Executive Committee, will be informed through wide publicity of the programs of election, as noted at (e) above, well in time in writing. While intimating them, they should be advised to bring their Identity Cards and allotment letters/electricity bills in their name and any other valid documents with them to substantiate the validity of their membership at the time the elections are held.
(1) In case of any dispute arising in the matter of Election process or Election Results, the Area Welfare Officer being an observer will submit a report to the Chief Welfare Officer in the Department of Personnel & Training for a decision, whose decision shall be binding upon the Association. Provided that after the declaration of the Election Results of an Association, if the Chief Welfare Officer is satisfied on the basis of the report of Area Welfare Officer/evidence brought to his notice that the elections have not been held in a fair manner or that malpractices were resorted to by an individual(s), he may cancel the election and appoint an ad-hoc Committee of the members and an independent Returning Officer in consultation with the Area Welfare Officer for holding fresh election. The ad-hoc body will discharge the functions of the Managing Committee till fresh elections are held. Persons aggrieved with the decision of the Chief Welfare Officer may appeal to the Joint Secretary in charge of the staff Welfare in the Ministry of Personnel, Public Grievances and Pensions for setting aside or revision or to modify the decision/decisions of the Chief Welfare Officer.

NOMINATION FORM

Elections for the Managing/Executive Committee of the Residents’ Welfare Association. Block year 2007-2009.
Contesting for the post of \qquad
Name of the candidate, Shri/Smt./Miss \qquad
Date of superannuation \qquad
Official designation/Office Address \qquad
With Telephone No. \qquad
Residential Address \qquad
With telephone No. \qquad
Voter No. (as given in the voters list) \qquad
Name \qquad Residential Address \qquad Voter No. \qquad Signature
Proposed by
Seconded by
I accept the proposal for nomination for the above post in the Managing/Executive Committee.

Date \qquad Signature of the Candidate \qquad

VERIFICATION

The particulars given by Shri/Smt. \qquad with reference to date of superannuation and official address are correct.

Signature \qquad
Under Secretary (Admn.)
Ministry/Department of
The above nomination has been examined and found valid/invalid.
Dated \qquad Signature of Returning Officer \qquad
Received a Nomination form for the post of \qquad
In the name of Shri/Smt./Miss \qquad
Dated \qquad Signature of Returning Officer \qquad
Time \qquad

RECEIPT

Received a Nomination form for the post of \qquad
In the name of Shri/Smt/Miss \qquad