INDIAN REVENUE SERVICE (CUSTOMS AND CENTRAL EXCISE)

ASSOCIATION
CIRCULAR NO.03/2016 DATED : 27.08.2016

ELECTION FOR YEAR 2016-17 :-VOTING INSTRUCTIONS.

The voting for elections to the posts of the Executive Committee (President, Vice
President and General Secretary) and Governing Council of Regional Chapter
Mumbai for the year 2016-2017 will commence from 28.08.2016. The time
allowed for voting and method of voting is described in detail in subsequent
paragraphs of this circular.
The ballot paper will have only those posts indicated for which there is election
requirement i.e. only if the number of candidates are more than the number of
posts to be filled in. If any candidate is being elected unopposed as no further
nominations are received for that particular post, then it will not be reflected on
the ballot paper.
The posts of the Executive Committee and the Governing Council of Regional
Chapters where officers have been elected unopposed is already intimated vide
Circular No.02/2016.
The eligibility condition for voting: -
(i) All direct recruit Indian Revenue Service (Customs and Central Excise)
officers.
(ii) He should not have been debarred from the Association from voting as per
clause 4(d) of Articles of Association and Bye Laws. For ready reference the
said clause is reproduced below: -

4.

d) Members whose subscriptions are in arrears for more than 2 years are
liable to be removed from the Association at the discretion of the Executive
Committee. On their re-admission, they shall be liable to pay up all arrears
 to the Association, including interest as may be laid down by the Executive
Committee. The Executive Committee shall have powers to waive in full or
part of the interest amount.

(iii) For election to the Regional Governing Council Mumbai, eligible voters who
are currently posted within the jurisdiction of Mumbai Region (as per
Association Bye Laws) as on 19.08.2016 can only vote.

The officers will receive the ballot paper in their e-mail account by 24:00 hrs of
27.08.2016. In case, any individual officer does not get the Ballot Paper, he can
take the print out with the help of any fellow officer. The format of ballot paper
can also be circulated by the officers for ensuring maximum participation in the
voting process.

The Ballot Paper has three parts:-

Part-A: Voting officer's information.

Part-B: Casting of vote for Executive Committee.
Part-C: Casting of vote for Governing Council of the Regional Chapter.

The voting officer has to indicate his preference by putting a Tick Mark in the voting
box provided in front of the name of the candidate.
Each voting officer will have as many votes as there are number of posts. For e.g.
If it is assumed that there are elections to all the posts of executive committee,
then each officer has right to give 8 votes i.e. one vote each for the posts of
president, vice president, general secretary and treasurer and four votes for joint
secretary (as there are four posts of joint secretary in the Executive Council).
Similarly, for Regional Chapters, there are four posts, so if election for all the post
are held, then each officer has right to give four votes i.e. one for each post.
The officer can vote for Executive Committee and only for that regional chapter in
which he is currently posted as on 19.08.2016. The officers posted outside India
can vote only for the Executive Committee. The officers posted on deputation
 can vote for both Executive Committee as well as the regional chapter as per their
current place of posting.
Every officer has to fill in all the prescribed personal details in Part-A. Any Ballot
having incomplete information or not having officers' signature is liable to be
summarily rejected. The decision of the returning officer in this regard shall be
final.

The mode of voting and the duration allowed is as follows:

1. VOTE THROUGH E-MAIL

The voting through e-mail will be open from 00:00 Hrs of 28.08.2016 till
18:00 Hrs of 30.08.2016. Any vote received after the above timeline will not
be taken into account.
The Ballot paper has to be signed by the officer. The duly filled and signed
ballot paper then has to be scanned and sent back to the Returning Officer
by e- mail at any of the following e-mail addresses:
(1) roirsassociation@gmail.com
(2) roirsassociation1@gmail.com
(3) roirsassociation2@gmail.com
(4) roirsassociation3@gmail.com
(5) Roursassociation4@gmail.com

Any unsigned Ballot paper will be considered as an invalid vote.

2. VOTING BY FAX

The voting through Fax will be open from 09:30 hrs to 18:00 hrs on
29.08.2016 & 30.08.2016. Any vote received after the above timeline will
not be taken into account.
The duly filled and signed Ballot paper can be faxed by the voter at the
following Fax No: 011-23378378 installed in the room of Returning Officer.
 3. PHYSICAL VOTING

The physical voting through Ballot Box will be available only on Tuesday
i.e. 30.08.2016 from 09:30 Hrs to 18:00 Hrs. at the following locations.
1.New Delhi (NCR region) 2.Chennai

3.Kolkata 4.Bengaluru

5.Ahmedabad 6. NACEN, Faridabad

[Note : Arrangement for Mumbai is being made and it will be intimated

subsequently.]

The officers posted at these stations may either personally visit and cast
their vote in the ballot box kept with the respective Assistant Returning
Officer or send their vote in a properly sealed envelope super-scribing

"Vote for elections to the Executive Committee and governing council

of regional chapter of IRS Association"

and mentioning their details viz. name of the officer and his employee id
by special messenger for hand delivery to the respective Assistant
Returning Officer.
The details of Assistant Returning Officer appointed for supervising
physical voting alongwith place of voting at each station is as follows:

Assistant
Sr. Returning
No. Station Officer Address of Voting Booth Contact No.
 New Delhi Room No. 107, First Floor, CR
(NCR Building, I.P. Estate, New Delhi-
1 region) Ms. Swati Bhanwala 110 109 8750081501
Conference Room, Third Floor,
Office of the Chief Commissioner,
Central Excise, 26/1,
Nungambakkam, High Road,
2 Chennai Sh. Arun Kanth Chennai 9094026369
Room No. 320, 3rd Floor, Kendriya
Utpad Shulk Bhawan, 180
Rajdanga Main Road, Shantipally,
3 Kolkata Sh. Sujit Mallick Kolkata-700 107 9674165622
Room No.8, P (2), 1st Stage, 3rd
Block, Opposite BDA Complex,
4 Bengaluru Dr. Periasamy.M HBR Layout, Bengaluru - 560043 9686763278
Office of the Chief Commissioner
of Central Excise, Room No. 723,
Central Excise Bhawan, Ambavadi,
5 Ahmedabad Sh. Suresh Merugu Ahmedabad 8238935326
NACEN, Mr. Maneesh NACEN Complex, Sector- 29,
6 Faridabad Dudpuri Faridabad 7895966669

The jurisdictional Principal Chief Commissioners / Chief Commissioners /

Director General (NACEN), are requested to kindly allow the above officers to
avail the facility of space and other infrastructure for smooth conduct of
Election.
The eligible voters are requested to choose any one of the above three modes
for casting their vote.
Vote cast by any officer for any regional chapter in which he is not posted, will
be considered as an invalid vote as far as Part-C of the ballot is concerned.
However, his vote for Part-B will be taken into account if his vote is otherwise
found valid.
 All the members of the IRS (C & CE) Officers Association are hereby assured that
complete secrecy/confidentiality of their vote will be maintained. After receiving
duly filled and signed ballot by any of the above modes, the officer's information
in Part A will be torn off by the Returning Officer and will be kept in a separate
folder. This part of the ballot paper will only be available to the Returning Officer
and his team and will not be made available to any of the candidate(s) or his
representative present at the time of counting of votes.

All the Direct Recruit IRS (C & CE) Officers are requested to take part in the voting
process to make the election process a success.
With kind regards.

S V Singh
(Returning Officer)