· Certain rules have been amended or new rules have been framed. The amended provisions of rules and new rule framed may please be seen in the bottom of the chapter.
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MISCELLANEOUS ORDERS
A. Guidelines for regulating expenditure on entertainment, Advertisement, Gifts and Donation etc. – reg.
Board of Directors in its meeting held on 30.03.2000 has approved the guidelines for regulating expenditure on entertainment, advertisement, gifts and donation etc. The rules/guidelines in respect of the above expenditure are detailed hereunder: -
RULES GOVERNING ENTERTAINMENT
ADVERTISEMENT, GIFTS AND DONATIONS
SHORT TITLES:
These guidelines be called Entertain-ment, Advertisement, Gift and Donation Guide-lines of the Federation.
These rules come into force w.e.f. 30.03.2000.
‘I’. ENTERTAINMENT: -
OBJECTIVES:
a) For furtherance of NAFED Business;
b) Image Building and
c) Business Promotion.
WHO CAN BE A GUEST:
Chief Executive, Chairman, Vice-Chairman, Members of the Board of Cooperative/Corporate Sector, Government Officials, Ministers, M.Ps., M.L.As. and foreign buyers /prospective buyers / auditors / bankers/ journalists.
Authorisation for entertainment to Branch Managers: -
‘A’ CATEGORYMumbai Chennai, Kolkata, Indore and Delhi / : Rs. 1,000/- at a time
B. CATEGORY:
Sriganganagar, Ahmedabad, Jaipur, Chandigarh, Patna, Hyderabad, Bhubaneswar, Nasik, Bangalore and Cochin / : Rs. 500/- at a time.
‘C’ CATEGORY:
Shimla, Jammu, Guwahati, Calicut and ASCs. / : Rs. 500/- at a time.
Authorisation for entertainment to Regional Managers. / : Rs. 5,000/- at a time. RM shall also be empowered to pass the expenses on ent-ertainment of any of the branches under their zone upto a maximum of Rs. 5,000/- at a time if the expenses exceeds the limit of BMs.
HEAD OFFICE
At Head Office the hotel entertainment bills of Guests.
/ a. Rs. 10,000/- at a timeby Divn. Head of Gen- Admn. or authorised officer.
b. Rs. 5,000/- at a time
by AMD/ED(F&A).
a) In case the amount exceeds Rs. 10,000/- or Rs. 5,000/- (for AMD and ED) purpose and occasion will have to be mentioned and approval from MD will have to be taken.
b) The amount on hotel, entertainment should be spent prudently and in a most economical manner and it should not exceed Rs. 1,500/- per person per day in Metro Cities. If the guests are numbering more than six, approval of the MD is required.
‘II’. ADVERTISEMENT:
Purpose of advertisement:
Advertisements are an integral part of marketing system of the organisation and are required to be inserted in the print media as well as audio/visual/electronic media. Advertise-ments are required to meet various official objectives such as :
a) To run the business i.e. N.I.Ts. for Project, Tender for Sale/ Purchase, publicity of consumer/agricultural products/ recruitments etc.
b) General Image Building of Federation in registered newspapers and journals published on a regular basis.
c) One time publications e.g. Souvenirs etc. to commemorate an occasion.
As regards (a) there is no limit on the amount to be spent on advertisement. However, the selection of media viz. print or electronic media, if required should be done in the most economical manner having wider readership and circulation in the target area having registration with the Registrar of Newspaper of India. Divisional Head is authorised to sanction the expenditure in consultation with the Finance & Accounts Division, provided that advertisement for the publicity of consumer/agricultural products shall be released with the approval of competent authority.
In case of (b) copy of the publication should be made available and prior approval obtained ED(PR) in consultation with F&A Division shall have powers to sanction advertisements costing upto Rs. 5,000/-. All cases above Rs. 5,000/- shall be put up to Managing Director.
In case of (c) above, all cases will be submitted for the approval of MD. The maximum ceiling for advertisements to Souvenirs shall be Rs. 10,000/- (Rs. Ten thousand) in each case.
However, in case of advertisement falling under category “B” and “C” for an amount exceeding Rs. 10,000/- and upto Rs. 25,000/-, Chairman is authorised to sanction the amount.
‘III’. GIFTS:
a) Who are entitled to receive gifts:
Chief Executive, Chairman, Vice-Chairman, Members of the Board of Cooperative/Corporate Sector, Government Officials, Ministers, M.Ps., M.L.As., members of the various committees of Government of India, foreign guests, auditors, bankers and employees and officers of NAFED.
b) Occasion:
i) A.G.M., Diwali, Holi and New Year etc.
ii) Visit of Foreign Guest.
iii) Official foreign visit of GM and above.
Value of Gift:
Value of the gifts to the members of the General Body and Board should be reasonable and once in a year keeping in view the financial position of the Federation. It should be within maximum limit of Rs. 7,500/- for members of the Board and Rs. 5,000/- per member for delegates/employees of the Federation on the occasion of AGM.
During the visit of a foreign guest for business promotion the cost of gift per delegate shall be limited upto Rs. 1,000/-.
In case of officials of the level of GM and above going abroad for business promotion, the cost of number of gifts, will depend upon the number of persons likely to be contacted by the official and cost of the gift will be limited to a maximum Rs. 1,000/- per person.
In case of gifts on the occasions like Deepawali, New Years, Holi etc., in order to obviate duplication, a master list will be prepared in consultation with the PR Division.
‘IV’. VENUE FOR AGM:
First priority will be given to hold AGM in the auditoriums of Cooperative Societies, followed by the auditoriums of different institutions and lastly the ITDC hotels. Unless there are specific reasons to do so, no meeting of the Board/ Executive Committee (EC)/Business Committee (BC)/Project Committee (PC) and Finance & Accounts Committee (FAC) will be held outside the Headquarter.
‘V’. DONATIONS:
In case of the natural calamity viz. cyclone, earthquake, war etc. donation on behalf of the Federation will be made directly to the Prime Minister/Chief Minister Relief Fund and the quantum of the donation will be decided by the Managing Director in consultation with Chairman/Vice-Chairman in anticipation of ex-post facto approval will be obtained from the Board.
Other donation for philanthropic purposes, if any considered desirable and necessary by the Management, shall be made out of Common Good Fund (CGF) and shall be governed by the rules governing CGF.
All financial powers will be exercised subject to budget provisions and keeping into consideration the best interests of the Federation.
Ref: O.O. No. 2 dated 11.04.2000.
B. RMs/BMs to take prior approval for leaving Head Quarters
(1) It has been observed that the Regional Managers and Branch Managers often leave their headquarters without approval of the H.O. during holidays, with the result that if they are required to be contacted by H.O. for any important and urgent official matter, they are not available and their whereabouts are also not known. In order to avoid such situation, it has been decided that no Branch Manager shall leave his headquarters without prior approval of the Regional Manager under intimation to Head Office. Similarly in case of Regional Manager, prior approval should be obtained from Managing Director/Additional Managing Directors. Even if they leave the headquarters with the prior permission, they must leave their contact address with PS to MD/AMDs.
(2) It has further been decided that if a particular Branch Manager goes to a place outside his jurisdiction but within the same region, copy of his tour programme, duly approved by the concerned Regional Manager, should be sent to Head Office with justification for undertaking such a tour.
(3) All concerned are requested to adhere to the above instructions strictly.
C. Divisional Heads to be Available for BOD/EC Meetings.
The presence of Heads of Divisions in the meetings of the Executive Committee and Board of Directors is necessary, when subject pertaining to their Divisions are discussed. It will be the responsibility of the officers concerned to contact Mgr. (Sctl.) if any subject pertaining to their Division is going before the Executive Committee or Board of Directors. The officers concerned have to be fully prepared in respect of the items concerning them and be available when called upon by the Managing Director, invariably for the meetings of the Executive Committee and Board of Directors.
(Ref. HO/SL/9/2/71-72 dated 20.7.1971)
** All officers of the rank of GM and above shall not avail leave on the days of meetings of the BOD, EC and BC etc. In case leave is unavoidable, the concerned officer will take prior approval of the Managing Director and ensure availability of the next officer for the purpose. Similar arrangement be made in the event of any officer being on tour on the date of said meeting. Please ensure strict compliance.
# Attention is invited to Office Memorandum dated 5th July, 1995 vide which it was conveyed that whenever Chairman is present in NAFED HOUSE, all Divisional/ Sectional Heads may leave the office only after obtaining clearance of the Chairman through his Personal Secretary.
However, it has been observed that these instructions are not being strictly adhered to. It is, therefore, reiterated that no Divisional/Sectional Heads may please leave the office without obtaining clearance of the Chairman through his Personal Secretary as and when the Chairman is present in NAFED HOUSE.
D. Issue of Identity Cards
The employees of the Federation have been issued Identity Cards which are valid for a period of three years. The validity of most of these Identity Cards has expired. The employees whose Identity Cards require renewal should, therefore, submit their cards to Administration Division for revalidation immediately.
2. In case an employee resigns or leaves the service of the Federation, he is required to return the Identity Card to the Administration Division.
(Ref. HO/AD/7/36/78-79 dated 30.01.1979)
E. General Guidelines for Extending Courtesies to the Union Minister for Agriculture on his visit to the State(s)
I. Telegraphic enquiries are being received from various Branch Offices about the action to be taken by them on being informed about the visit of Union Minister of Agriculture to their State. With a view to providing general guidelines for this purpose, it has been decided to observe the following courtesies:
(i) On receipt of information from NAFED, HO or Minister of state of Agriculture or the Personal Section of the Union Minister or Minister of State for Agriculture, Government of India about their visit to a particular place in the State(s) the Incharge of Branch viz. RM/BM should receive and garland as well as see off the said Ministers at the airport/railway stations.
(ii) Information sought for by the Ministers about the activities of concerned branch/region may also be given.
3. In case the Minister visits the headquarters of the Regional Manager or the concerned Regional Manager happens to be at the place of visit of the Union/State Ministers for Agriculture, he shall also receive and see them off.
4. A brief report on (I) and (ii) above and other relevant information may be sent to MD immediately.
(Ref. HO/AD/8/280/83-84 dated 17.11.1983)
(The above instructions have been reiterated vide OO No.06 dated 25.5.2005 as under:-
It is observed that these guidelines are not being adhered to by some of the branches when a Minister visit a place where the branches are located. This causes embarrassment to the organization besides displeasing the VIPs. It is therefore, reiterated that proper courtesy as stated above must be extended to the Union/State Ministers whenever an intimation in advance is received by the branches about their visit. Even if the branches otherwise come to know of a visit of the Minister to their city, the concerned branch manager should ensure that Nafed does not lag behind in extending due courtesy to him/her. HO may also be kept informed as stated at para 4 above.)
F. Procedure for sending reply to Parliament Question and Main-tenance of Record thereof.
Detailed instructions were issued on the subject matter vide Office Order No. HO/HCI/8/48/87-88 dated 20.8.1987. The matter has been reexamined and the revised instructions are issued in this regard are as under :
1. The Parliament questions received in MD’s Cell or by any other Division will be immediately brought to the notice of MD through his office. However, a copy of the question will be immediately passed onto the concerned Division for commencing action.
2. In the absence of MD the same will be passed on to the concerned Divisional Head with a copy to Sr. Advisor-cum-AMD/Sectl. Section.
3. The question be attended to on TOP PRIORITY by the Division/Section. In case the Divisional Head is not in office, the Sectional Head will put up the reply alongwith supplementary to MD and in his absence to Sr. Advisor-cum-AMD for his approval. While putting up the reply, any previous Parliament Questions replied in relation to the subject must be linked. Question which involves specific references pertaining to matters under the purview of other Divisions viz. F&A, Legal, Vigilance etc., the Division/Section attending the question will seek necessary information from the respective Divisional Head and on its receipt a composite reply be put up the MD or in his absence to Sr. Advisor-cum-ADM.
4. Questions which are relating to subjects concerning more than one Division will be dealt with by coordination Division who will coordinate with other divisions and send a consolidated reply to the Ministry after due approval of MD or in his absence Sr. Advisor-cum-AMD.
5. It must be ensured that the facts and figures given are correct and the reply should be sent either the same day or the following day as far as possible.
6. In case the question is of routine and general nature to which NAFED had sent any reply earlier also, the concerned Divisional Head may send the reply at his own level to the Ministry under intimation to the Sectl. Section.
7. Approved reply will be sent to the Ministry by the concerned Division/Coordination Division as the case may be through fax or Special Messenger under a copy of Sectl. Section, PS to MD and Chairman.
8. Sectl. Section will maintain a Register and keep the records of all the inward and outward Parliament Questions.