Rules & Regulations of NISAA

  • The name of the Association shall be "Northern India Steamer Agents Association.
  • The Association is formed and establishes with the aims and objects and for the purposes set out in details in the Memorandum of Association.

LOCATION :

  • The Registered Office of the Association shall be situated in the National Capital Region of Delhi .

OFFICIAL YEAR:

  • The Official year of the Association shall be from 1st April to 31st March.

DEFINITIONS:

  • In these rules and regulations unless there is something in the subject or context inconsistent therewith
  • "Association" means "Northern India Steamer Agents Association"
  • "Member" Means a Member of the Association whether an individual, firm, company or corporation, and also includes the member provisionally elected or co- opted.
  • "president" means the President of the Association.
  • "Vice Presidents/s" means the Vice President/s of the Association.
  • "Executive Committee Member" means a Committee Members elected to the Executive Committee of the Association for the year.
  • "Secretary" means Stipendiary or Honorary Secretary of the Association.

MEMBERSHIP :

  • Kids
  • Members will be of two kinds viz.
  • Regular with voting rights, and
  • Associate without voting rights and will not be eligible to hold any office.
  • Rules for Regular and Associate Membership
    • Qualification and Admission.
      • Any Shipping Line's Agents having an office in the National Capital Region of Delhi and who agrees in writing to be bound by the Memorandum and Rules and Regulations of the Association. Provided where any member be an incorporated or limited company, it is to be represented by one of its Directors or authorized Representatives.
      • If a regular member ceases to represent a Shipping Line he would continue to be a regular member upto two AGMs following. In the second AGM his membership will be reviewed by the General Body to decide on the status of his membership.
      • Individual members, if any, will be associate members without voting rights and will not be eligible to hold any office.
    • The membership fee shall be admission fee of Rs. 5,500/- payable in advance and Annual fee of Rs. 15,500/- payable in advance, at the time of admission and subsequently annual fee will be considered as falling due on 1st April of each year. This fee can be increased or decreased by the Association as may be required from time to time under intimation to Registrar of Societies.
    • All applications in prescribed from for membership shall be placed before a meeting of the EC of the Association and its applicant shall be deemed to be an Associate member of the Association on its application being accepted by the EC of the Association till such time as the EC's decision is ratified at the next AGM, by simple majority of those present.
      • The EC should accept or reject an application for Associate membership, within 60 days of the application being received by it, except in special circumstances where there is delay because the EC is required to enter into some clarificatory correspondence with the applicant.
      • In any case the EC must accept or reject an application within 120 days of receipt.
      • Once any case the EC's decision is ratified at the AGM the applicant can become a regular member by paying the Admission fee and annual fee. However, if at the AGM, EC's decision is not ratified then each member will cease to even be an Associate member and this will debar such an applicant from re- applying for membership for a period of two years. The decision of EC and regular members of the Association with regard to the acceptance or rejection of an application for membership shall be final and the Association shall not be bound to assign any reasons for its decision, but nevertheless shall be required to communicate to the applicant the fact that application has been accepted or rejected.
    • Every applicant on being admitted to the regular membership of the Association shall be deemed to have agreed to conform to and abide by the Rules and Regulations of the Association as amended from time to time.
    • Alternate person who will represent it on the Association and for all purposes of the Association such a person will be deemed to be member's representative until such notification is withdrawn in writing.
    • Associate member will not have any voting rights or be eligible to hold any office.
  • Cessation of Membership :
    • Any member who does not pay his subscription within 90 days of its falling due, shall be served with a registered notice by the Secretary calling for payment of the dues, in the member to pay within 30 days thereafter, the Committee may on basis of simple majority remove the name of the defaulting member from the Register after giving him a notice to that effect. After a member's name is removed he shall be informed in writing.
    • A member desiring to resign from the membership shall give notice in writing of his intention to do so to the Secretary and such notice should be given not less than one calendar month before the completion of the official year of the association. He will be liable to meet all his outstanding dues to the Association. He will be liable to meet all his outstanding dues to the Association upto the date of his resignation, (not exceeding membership fee, annual subscription and such contribution to any project of the Association as the member resigning has prior to the submission of resignation, agreed to make).
    • A regular or associate member can be disqualified at the EGM or AGM by a unanimous decision. The EC will however have to notify the Regular member about the proposed action at least 30 days prior to holding the EGM or AGM.
  • The Aggrieved member will not have voting right at such EGM's or AGM's.
    • The Society shall maintain a register of members containing the names, address and occupations, the date of admission and the date of cessation. The Register will be kept open for inspection of the members of the Association on requisition.
  • Register of member :
    • The Society shall maintain a Register of members containing the names, address and occupations, the date of admission and the date of cessation. The Register will be kept open for inspection of the members of the Association on requisition.

ORDINARY MEETING :

  • The Secretary shall, in consultation with the President or in his absence the Vice- President, convene ordinary meeting of the Association as often as may be necessary to decide on matters of policy relating to the objects of the Association and/ or to dispose of important matters relating to the work of the Association. Normally 7 days notice shall be given for the ordinary meeting of the Association but in cases, where meetings have to be convened urgently, a shorter notice may be given.
  • In the event of decisions having to be taken on any matters urgently and from day to day, such decisions may be taken by the President or in his absence by the Vice President, after ascertaining the views of other members of the Executive Committee & further, if considered necessary, the views (by circulation or on telephone) of all members of the Association. Such decisions will be conveyed to the members of the Association.

EGM :

  • Extra Ordinary or special meetings will be called by the President or in his absence by the Vice President, provided 25% of the regular members request in writing for such a meeting, and for such meeting 7 days' clear notice shall be given.

ANNUAL GENERAL MEETING :

  • At least 14 clear days' notice shall be given for the AGM of the Association. This shall be held each year as early as possible, generally within three months, after the expiry of the official year of the Association to transact the following business :
  • To receive and adopt the annual report and the audited statement of accounts of the Association for the previous official year.
  • To record the results of election of the President, Vice- President and Executive Committee members for the ensuing term.
  • To elect an Auditor or Auditors for the ensuing term and fix his or their remuneration or honorarium.
  • To transact such other business of which notice may have been given by a member at least ten clear days before the date fixed for the annual meeting.

ATTENDANCE AT THE MEETING :

  • A member shall be represented at the meeting of the Association whether ordinary EGM or annual, by the representative notified by them as per foregoing rules, only one representative on behalf of each member shall be entitled to a vote at this meeting.

QUORUM :

  • For ordinary meetings quorum will consist if one – fourth of the total valid membership of the Association on that day. For Annual Meeting & EGM of the Association half of the total valid membership of the Association will form the quorum.
  • The administration of the Association and all its properties shall be vested in a body hereinafter called the Executive Committee.

COMPOSITION AND ELECTION OF EXECUTIVE COMMITTEE :

  • The Executive Committee will consist of the President, and six other members of the Association elected at the General Meeting.
  • This Committee may whenever necessary, temporarily co-opt. One or more members of the Committee with a view to strengthening the work of the Committee.
  • The Founding Executive Committee of the Association was as under :

MEMBERS OF THE EXECUTIVE COMMITTEE

A

President- Mr. Ashok Mehra

Who would also be the authorized signatory for the Purpose of maintaining and executing the bank account. (also see pg. 13 "Accounts").

B

President- Executive Committee

...............

1

Mr. A.P. Singh

Branch Manager, Ranadip Shipping & Transport Pvt Ltd., Agents for Sealand

2

Mr. Arun Sahni

Regional Manager, Seahorse Ship Management Pvt. Ltd., Agents for Ceylon Shipping Corporation.

3

Mr. J.K. Shakdher

Manager, Shipping, Forbes Campbell & Co., Agents for APL

4

Mr. Arun Khanna

Manager, Samrat Shipping Co. Pvt. Ltd, Agents for Contship and Barber Blue Sea.

5

Mr. R. Chandra

Branch Manager, Herzario Shipping Agency, Agents for Herzario.

6

Mr. T. Balasubramanian

Assistant Manager, Patel Volkart, Agents for Hoegh Lines, Nedlloyd, Lloyd Tristino.

ELECTION OF OFFICE BEARERS :

  • The election of the President, whose terms is for two years, will be held at the AGMs'.The election of the EC, for a two years terms, will also be held at the AGM's. The V.P. shall be elected from among the EC member through a simple majority by the EC.
  • The office bearers will take office immediately after the annual general meeting for the preceding years ends.Nominations for election of office bearers will haveto be sent in writing to the Secretary before a specified date in the prescribed form, and shall be signed by the proposer and seconded, both being regular members of the Association.
  • In case valid nominations are in excess of the number of office bearers to be elected, the election will be held by show of hands or by secret ballot as may be decided by the annual meetings and for this purpose if the ballot papers required, these will be distributed by the Secretary at the meeting. Each regular member will have one vote for each of these posts. In the event the nominations do not exceed the number of office bearers to be elected, the nominees will be declared to have been duly elected to the respective post. There will be casting vote for the President nor for the presiding office for the purpose of elections.

VACANCIES :

  • In the event of a vacancy arising in the office of a President or Vice President, or amongst other members of the Executive Committee, the vacancy will be filled by an election to be held within 60 days. In the event of the President/V.P. or ant other member of the EC changing the Organization, through which he got elected, he will have to offer himself for renomination and further in the of his not getting renominated the vacancy thereby created will be filled up by an election. In case any office bearer opts for a change in another organization which is neither a Regular/ Associate member of the Association then such a member cannot offer himself for renomination or election.

AUDITORS :

  • The Auditors will be appointed by the Executive Committee on such remuneration as may be mutually decided and subsequent auditors shall be appointed at the annual general decided and subsequent auditors shall be appointed at the annual general meeting. He / they shall audit the accounts of the Association and of all funds controlled by the Association.

DUTIES OF OFFICE BEARERS :

  • President The President shall preside at all meeting of the Executive Committee and at all General Meeting and Extra- ordinary or Ordinary Meeting and also lead all deputations on behalf of the Association. He may address the Members on such subjects as he may deem proper but such address shall not be taken to represent the views of the Association or of the Committee unless such representation is expressly indicated. The President will consult the EC on policy commitments.
  • The President shall also at any time communicate to the Association or to the Executive Committee such matters as he may deem proper and shall make such suggestions as may in his opinion tend to promote the objects of the Association and increase its usefulness. The President shall also perform such other duties as may be assigned to his office. The President will represent the Association as a member of the EC of the Federation of ship Agents Association of India.
  • In the absence of the President, the Vice President shall have the same powers and perform the same duties as that of the President. The V.P. will represent the Association as member of the EC of the Federation of Ship- Agents Association of India.
  • Secretary The Secretary will be appointed by the Executive Committee for a period of two years initially, he will be under the day to day control of the President and in his absence the Vice President. He will also be subject to overall control of the full Executive Committee. He will be Honorary Treasurer of the Association. He will have no right of voting at meetings, unless his name has been notified by a member/ company as a Permanent Representative.
  • Honorary Secretary / Acting Secretary In the absence of the Secretary, the EC may appoint one of the officials of any of the members of the Association to act as Honorary Secretary. Such Honorary Secretary will be governed by the same rules and regulations as applicable to the Secretary and shall perform the same duties as those of the Secretary.

POWERS AND DURITIES OF EXECUTIVE COMMITTEE :

  • The Committee shall meet at any time as may be required by the President and in his absence the Vice President and make such regulations as it thinks proper for the summoning and holding of meetings of the Committee, and for the transaction of business at such meetings.
  • The President and in his absence the Vice President shall be ex- officio Chairman of the Committee.
  • The Quorum for the meetings of the Committee will be four of the members of the Executive Committee. All the members of the Executive Committee including President and others will normally attend the Executive Committee Meetings and of they are unable to attend on any of he occasion they will notify the Committee in writing showing their inability to attend. Ordinarily any non- attendance for consecutive six meetings without notice will disqualify one from continuing as member of the Executive Committee.
  • A yearly report of he activities of the Association shall be prepared by the Committee and circulated to members of the Association at least 21 days prior to the AGM. Such report shall be submitted to the AGM for adoption.
  • The Management of each activities and of the funds and properties of the Association shall be vested in the Executive Committee. In addition to the powers by these presents expressly conferred upon them, the Committee shall be entitled to exercise all such powers and do all such acts and things as may be exercised or done by the Association including the objects of the Association as set forth in the Memorandum of Association, Provided that any of them is not hereby or expressly required to be exercised by the Association in a General Meeting.
  • Without prejudice to the generality of the powers conferred by the foregoing clause, the Executive Committee shall have powers to take any action which, in the opinion, would be beneficial to the promotion, protection, and furtherance of the objects of the Association.
  • The Executive Committee shall have powers to appoint Secretary and other staff and fix their remuneration and other terms.
  • Decisions in the Executive Committee may be taken on the basis of simple majority.
  • The executive Committee may invite any individual who is in a position to further the aims and objectives of the Association and to assist the Executive Committee. Such individual will not have any membership rights.

MINUTES OF THE MEETING :

  • The Secretary will arrange to keep books in which the minutes of every meeting of each Executive Committee and other meetings of the association will be regularly and accurately recorded. These minutes will be confirmed at the next respective meeting of the Executive Committee or the Association as the case may be.

SUB- COMMITTEES :

  • The Executive Committee may nominate members to act as a Sub- Committee for any specific purpose and for specific period as any be deemed necessary, such Sub- committee / Sub- Committees will cease to function as soon as its / their work is completed, or as otherwise directed by the Executive Committee.

ACCOUNTS :

  • The Secretary shall maintain the Accounts of the Association and will be responsible for all receipts and expenditure of each Association, also accounts with Banks as approved by the Executive Committee Association, also for auditing of the accounts by the auditor / accounts shall be jointly operated by any two of the following:
  • The President
  • The Vice President
  • The Secretary/ Honorary Secretary
  • Any other member of each executive committee nominated by the Executive Committee.

ALTERATIONS IN RULES AND REGULATIONS :

  • The foregoing rules shall be recorded in a book to the kept as a record of the Association and printed or cyclostyled copies of the same shall be forwarded to all the members. No alteration or addition shall be made therein unless the same is approved by a majority of 3/5th of the members of the association present at the meeting convened by a notice issued at least 14 days before the holding of such a meeting and in which notice all the terms of the proposed alterations shall be clearly set forth.

DISSOLUTION OF THE ASSOCIATION :

  • The Association may be dissolved by a resolution to that effect passed by three- fifths of the members of the Association present at a General meeting. The said meeting shall also decide the manner of disbursement of funds and assets of the Association, if any; as provided by law, after dissolution.

RULES AND REGULATIONS :

  • The provisions of Society Registration Act No. 21 of 1860 shall apply to the Association in matters not herein provided for.

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