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11 Powers & Functions of the Office - Bearers of
the Association
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This clause defines the powers and functions at the
Headquarters. These will also be observed as the guidelines
for Zonal office-bearers.
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12.1
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President |
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12.1.1
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He
shall be the executive and administrative head of the Association
and the other office-bearers shall work under his instructions
and guidance, subject to the existing regulations.
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12.1.2
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He
shall be the executive and administrative head of the Association
in which he shall have a casting vote. In his absence, the
Vice-President (HQ) for CEC meeting or any other Zonal President
or in their absence, any other member elected to preside over
the meeting, shall have the power as President.
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12.1.3
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The President shall control
the finances of the Association and shall sanction expenditure
on the basis of the budget approved by the Association at the
AGM, based on the following Systems and Procedures to be adopted by concerned
Office-bearers, viz HGS / HGT, Auditors, and Office-bearers of
Zones & CSC's.
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(i) Based on relevant clauses mentioned under 12.3 and 12.5
in Constitution, the systems, procedures, records, formats
for A/c be drafted and standardised in consultation with
Auditors, and be practised uniformly by HGS & HGT.
(ii) Such documents and records be updated and reconciled
every Quarter, , for presentation to the CEC / ZEC at their
Quarterly meetings.
(iii) Since Accounts of CSC's are centralised at HQ, similar
systems, procedures records and formats be practised by VP's
of CSC's and HGS & HGT.
(iv) Since the A/c of the Zones form a part of consolidated
statement of Annual A/c, similar systems, procedures,
records and formats be practised by Zonal Secretaries &
Treasurers duly controlled by Zonal Presidents. (Refer also
(i) )
(v) The summary of similar accounts of CSC's will also be
presented at Quarterly CEC's Meetings.
(vi) Since Zonal Accounts include accounts relating to Income
and Expenditure of Seminars, similar systems, procedures,
records and formats be evolved separately for
Seminar-accounts, and for Annual Convention, to be practised
by the Zones.
(Note: Annual Convention A/c of the Zone be audited
separately).
(vii)Sanction of Expenditure at HQ on the basis of CEC-approved-budget
will form part of above systems and procedures, with the
addition that all expenditures of 'Rs.10,000/- and above' in
any one head / sub-head (other than publication and postage
of OTAI Journal) will be referred by e-mail to the President
for sanction against approved budget, before such
expenditure is incurred.
(Note: All expenditures above Rs 1,000/- shall be paid by A/c
payee-cheque only. All receipts shall be acknowledged with
proper receipts, with counter-foil for records, such receipt
of funds duly deposited in Bank Account.
(viii) Appointment of Auditors will be made as per defined
guideline, approved by CEC. (Refer note* below for
guideline).
(ix) The President shall be empowered to have the 'Records'
perused and the Accounts counter-audited by his nominated
auditors during March and September, well before he is
called upon to sign the Annual A/c.
*Note : With Reference to Point (viii) above, Re :Appointment
of Auditors, the following is presented as a guideline:
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"(i)At each annual general meeting shall be appointed one or
more properly qualified auditor or auditors to hold Office
until the next AGM.
(ii)Every such auditor or auditors shall be a member of the
Institute of Chartered Accountants of India and shall hold a
Certificate of Practice granted by that Institute.
(iii)The Council may fill any casual vacancy in the Office of
Auditor to hold Office until the next AGM, but while any
such vacancy continues, the surviving or continuing Auditor
or Auditors (if any) may act.
(iv) The remuneration of the Auditors shall be fixed at the
AGM at which they are appointed except that the remuneration
of any Auditor appointed to fill any casual vacancy may be
fixed by the Council."
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12.1.4
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He
shall be constitutional head of all the Central Standing Committees
and shall guide and control all the activities of these Committees.
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12.2
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Vice
- President (OTAI - HQ) |
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12.2.1
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The
Vice-President shall perform the duties and exercise the privileges
of the President during his absence or when specially required
by the President to do so.
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12.2.2
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12.1.1
Vice-Presidents in charge of the
Central Standing Committees shall perform the functions
specified for the respective Central Committee. They shall be
guided by the President, OTAI as per requirement.
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12.3
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Hony.
General
Secretary |
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12.3.1
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(HGS) shall Participate and oversee the following functions of ES :Note: ES: |
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12.3.1.1
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ES shall
arrange for convening meetings of the Association
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12.3.1.2
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ES
shall attend meetings of the Association and the Council, take
Minutes of
the proceedings and conduct relevant correspondence / communication.
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12.3.1.3
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ES shall be responsible (in co-ordination with the HGS & the President of CZ) for the upkeep of OTAI-Building, and the Library, collecting data and information for the OTAI-website, updating register of members with their professional profiles, compiling referral data and directories, survey of Oil related industries, etc.
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12.3.1.4
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ES
shall be responsible for executing the operational functions
at the Central Secretariat (CS), and shall assist (and cause
the Secretariat to render such assistance to) the President
and Hony. General Secretary, as may be requested by them.
End
of Notes:
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12.3.2
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HGS shall attend meetings of the Association and the
Council, confirm Minutes
of the Proceedings and guide ES in conducting relevant
correspondence.
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12.3.3
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HGS shall maintain proper records of all property of
the Association and shall be responsible for their safe
custody.
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12.3.4
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HGS shall prepare and
submit in the Annual General Meeting of the Association an
Annual Report describing the activities of the Association
during the year. |
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12.3.5
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A budget-estimate of Income and Expenditure shall be
prepared each year by the Hony. General Secy and Hony. General
Treasurer and submitted by the Hony. General Secy for approval
at the Annual General Meeting of the Association before the
commencement of the year to which the budget relates.
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12.3.6
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The Hony.
General Secy and Hony General Treasurer shall jointly
administer the finance of the association (Refer also 7.9,
12.1.3 and 12.5.6).
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12.3.7
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He (HGS) may,
in concurrence with the President, delegate any of his duties
to Hony.Jt. Gen. Secretary
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12.4
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Hony.
Joint General Secretary |
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12.4.1
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He shall assist the Hony.
General Secretary in the work of the Association, delegated
from time to time. |
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12.4.2
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Hony. Joint General
Secretary (HQ) shall officiate in the absence of Hony. Gen.
Secy |
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12.5
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Hony. General
Treasurer |
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12.5.1
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He
shall receive the Headquarters share of subscription and admission
fees of members from the Zones of the Association and shall
issue receipts.
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12.5.2
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He
shall receive donations or other payments made to the Headquarters
and issue receipts
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12.5.3
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He
shall maintain, in a proper form, in co-operation with the
Auditors, the accounts of the Association, and prepare statements
of annual accounts and balance sheet for submission to the
council.
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12.5.4
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He
shall open and maintain a bank account in the name of the Association. |
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12.5.5
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All
money received by the Hony. General Treasurer on behalf of
the Association shall be immediately deposited in the bank
account of the Association and no direct expenditure out of
this shall, as a rule, be allowed.
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12.5.6
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The
bank account shall be operated under the joint signatures
of the President or Hony. General Secretary and the Hony.
General Treasurer.
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12.5.7
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He
shall ensure that no overdraft or loan shall be taken or liability
incurred on behalf of the Association.
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12.5.8
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He shall advice the council
for the safe Investment of Association's funds in only
Nationalised banks.
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12.6
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Editor |
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12.6.1
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The Editor, acting in
collaboration with the Publication Committee and the Editorial
Board, shall be responsible for
editing the Journal whereas the Hony General Secy shall
be responsible for publication of the Journal and
other publications of OTAI HQ.
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12.6.2
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He
shall be assisted in his duties by the joint Editor. |
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12.6.3
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He shall follow the
guidelines set by Publication Committee. . |
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12.6.4
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He shall form a panel of referees and ensure that
every research paper published in the journal has been
reviewed by referees.
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12.6.5
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In absence of Editor, Jt.
Editor shall assume the charge of Editor. In
the absence of Editor, Jt. Editor of the corresponding zone
(to which the Editor belongs) shall assume the charge of the
Editor. |