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| PART - VIII |
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| 10 |
Genera:- |
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The Chief Executive Officer shall be the ex-officio secretary of the committee, every Standing Committee and Sub- Committee: |
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Provided that he shall not have the right to vote in the Committee or any Standing Committee or Sub Committee: |
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| 11 |
(1) |
The official year shall be reckoned from 1 st day of April and ending with the 31 st day of March |
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(2) |
The Committee shall declare a list of the holidays and may generally apply the holidays declared by the Government of India for its offices. |
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| 12 |
Records:- |
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(1) |
The following registers and records shall be maintained in the office of the Committee and every member shall have access to them for reference, namely:- |
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REGISTERS:- |
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(i) |
minute book. |
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(ii) |
dead stock register. |
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(iii) |
outward correspondence register. |
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(iv) |
inward correspondence register. |
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(v) |
stamp account register showing:- |
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(a) |
monthly account, |
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(b) |
stock and |
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(c) |
daily account |
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(vi) |
stationery register |
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(vii) |
forms register |
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(viii) |
intestate property register (Pilgrims' Estates) |
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(ix) |
unclaimed property register |
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(x) |
register of pilgrims' passes issued |
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(xi) |
register of visitors' airport entry passes |
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(xii) |
register of petty supplies |
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(xiii) |
register of attendance of staff |
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(xiv) |
register of registered private tour operators |
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RECORDS:- |
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(i) |
letters containing resolutions or any other matter sent by members. |
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(ii) |
letters addressed by non-members pertaining to matter within the purview of the Committee. |
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(iii) |
replies sent by the Committee to members of the public |
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(iv) |
resolutions of the Committee forwarded to the Government |
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(v) |
miscellaneous |
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(vi) |
advertisements and notifications, publications published by the Committee for the information of pilgrims |
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(vii) |
replies received to the resolutions referred to in serial number (iv) |
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(viii) |
office standing orders |
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(ix) |
acts and rules |
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(x) |
Correspondence papers regarding- |
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(a) |
pilgrim passes |
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(b) |
airport entry passes |
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(c) |
estates of pilgrims |
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(d) |
pilgrim deposits |
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(e) |
pilgrim passage money |
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(f) |
immunisation against meningitis |
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(g) |
outgoing and incoming pilgrim flights |
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(h) |
enquiries regarding pilgrim season |
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(i) |
complaints regarding thefts, cheating, |
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etc., unsatisfactory arrangement of |
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pilgrim flights at the point of |
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embarkation, disembarkation, and |
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railways. |
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(xi) |
claims for refund of deposits and passage money |
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(xii) |
lists and correspondence regarding pilgrims' repatriation |
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(xiii) |
correspondence with Musafirkhana authorities |
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(xiv) |
correspondence regarding appointment of medical officer for pilgrims and sick pilgrims sent to hospitals as also medical stores supplied for treatment of pilgrims residing in the Musafirkhanas. |
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(xv) |
correspondence with State Haj Committees, Standing Committees and sub-committees |
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(xvi) |
correspondence regarding any other matter not covered by the above. |
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(xvii) |
any other register or record, as may be approved by the Central Government . |
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(2) |
Preservation and destruction of records:- |
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For the preservation and destruction of records, registers, any paper relating to accounts or administrative work, the rules contained in the Civil Account Code and appendices of Government of India may be followed. |
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(3) |
No record, register, accounts or administrative work shall be destroyed except with the permission of Chief Executive Officer and a list of records destroyed shall be maintained |
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