(1) There shall be not less than four ordinary meetings of the Authority in a Financial Year and the interval between any two ordinary meetings shall not, in any case, be longer than four calendar months.
(2) I t shall be mandatory for the Authority to meet in the month of march to review the physical and financial progress of the ongoing projects and finalise the annual accounts for next financial year.
(3) The Chairperson of the Authority shall cause to be issued a notice of the meeting of the Authority to all members fifteen days in advance of the proposed meeting indicating therein the time, date and place.
(4) The Chairperson, at any time, may call a special meeting of the Authority by giving two days prior notice:
Provided that a special meeting of the Authority may also be convened, if at least two members of the Authority request the Chairperson in writing to convene such a meeting.
(5) The Chairperson may invite any officer of the Authority or any person to attend any meeting of the Authority for any specific Official purpose.
Provided that such officer or person shall have no voting right.
(6) The Secretary shall issue notice of the meetings of the Authority, circulate the agenda, prepare and circulate minutes of the meetings and maintain records of the meetings of the Authority.
(7) The Secretary of the Authority shall be present in all the meetings of the Authority but shall have no voting rights.
(8) No business shall be transacted in the meeting of the Authority unless at least three members including the chairperson are present.
(9) The Chairperson shall preside at the meeting of the Authority - 13 -
(10) The venue for meetings of the Authority shall normally be the Office of the Authority, unless the Authority decides the venue at a place other than the head office of the Authority.
(11) The agenda for the meeting shall be sent to the members of the Authority at least seven days in advance.
(12) All decisions of the Authority shall be taken by majority of the Members including Chairperson, present and voting and in the event of an equality of votes, the Chairperson shall have right of casting vote.
(13) A record shall be maintained by the Secretary of the Authority regarding items of business transacted by the Authority during its meetings which will be authenticated by the Secretary and the Chairperson.
(14) The compliance of the decision(s) taken in the previous meeting(s) of the Authority shall be taken for review and further direction, if any.
(15) The decisions taken during the meeting of the Authority shall be minuted and circulated within seven working days of the meeting to all members of the Authority for follow up action and compliance.
(16) Notwithstanding anything contained in this rules, the Central Government may, at any time, call a meeting of the Authority.
(17) The business, not included in the agenda shall not be transacted at the meeting without the permission of the Chairperson.
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CHAPTER – V I ACCOUNTS, RETURNS AND STATEMENTS OF THE AUTHORITY 11 Accounts of the Authority. – (1) The account of the Authority shall include a statement regarding: -
(a) the estimated opening balance;
(b) estimated receipts under clauses (a) to (d) of sub-section (1) of section 36 of the Act; and
(c) the estimated expenditure.
(2) The annual accounts and financial statements along with necessary schedules, note on accounts and significant accounting policies as mentioned in Schedule - I I shall be prepared in accordance with the common format of financial statements for the Central Government Autonomous bodies prescribed by the Government of India, Ministry of Finance, Comptroller and Auditor General of India and as modified from time to time with prescribed accounting formats.
(3) The annual accounts of the Authority shall be signed or authenticated by the chairperson of the Authority and the Secretary:
Provided that in the absence of Secretary such annual accounts shall be signed or authenticated by the Chairperson and any other officer of the Authority nominated by the Chairperson.
12. (1) The Authority shall submit to the Central Government in the Department of Commerce, Ministry of Commerce and Industry the periodical returns and reports as mentioned in Schedule-I I I to these rules not later than the dates mentioned therein.
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(2) In addition to the above, the Authority shall prepare its Annual Report in the format given in Schedule-IV to these rules for the preceding financial year covering all its important activities during the said period and shall submit the same to the Central Government in the Department of Commerce, Ministry of Commerce and Industry on or before the 31 s t day of July of the following year.
- 16 - Schedule - I [ S e e Rule 9 ( 9 ) ] 1 . Fundamental Rules and Supplementary Rules 2 . Central Civil Services (Revised Pay) Rules-2008 3 . Central Civil Services (Leave) Rules–1972 4 . Central Civil Services (Joining Time) Rules, 1979 5 . Central Civil Services (Conduct) Rules-1964 6 . Central Civil Services (Classif ication, Control and Appeal) Rules, 1965 7 . The Central Civil Services (Medical Examinat ion) Rules, 1957 8 . Consolidated orders of the Central Government on Leave terms to be granted to Officers appointed on Contract basis in various posts.
9 . Consolidated orders of the Central Government regarding grant of Casual Leave and Special Casual Leave.
1 0 . Central Civil Services (Temporary Service) Rules, 1965 1 1 . Consolidated orders of the Central Government on Overt ime Allowance.
1 2 . Consolidated orders of the Central Government on Uniforms to l iveried staff and Washing Allowances.
1 3 . Consolidated orders of the Central Government on Closed Holidays/ Restricted Hol idays, Casual Leave, closure in the event of death of High Dignitar ies.
- 17 - Schedule-II [See Rule 1 1 ( 2 ) ] S.No. Nature of Account 1 . Balance Sheet
2. Income and Expenditure
3. Schedules to the above Financial statements 4 . Instructions and Accounting principles
5. Notes and instructions for the schedules and
6.
Statement of Receipts and Payments as prescribed by the Comptroller and Auditor General of India, Ministry of Finance.
- 18 - Schedule-I I I [See Rule 1 2 ( 1 ) ] 1 . The copy of the Annual Budget of the Authority shall be submitted latest by the 31 s t day of March of the relevant financial year.
2. The audited Accounts of the Authority pertaining to a financial year shall be submitted latest by the 30 th day of September of the subsequent financial year.
3. The accounts of the Authority as certified by the Comptroller and Auditor General of India or his nominee together with audit report thereon shall be submitted within one month of its receipt.
4 . The compliance report on the observations of Comptroller and Auditor General of India and the Public Accounts Committee shall be submitted when required by the Government of India.
- 19 - Schedule - IV [ S e e Rule 1 2 ( 2 ) ] Information to be contained in the Annual Report of the Authority 1 . Structure and Functions.
2. Export performance of the Zone.
3. Performance during the year indicating existing and projected activities, programmes continuing from the previous year and new programmes and their impact on Authority’s revenue collection and impact on the Zone’s export performance.
4 . Audited annual statement of accounts.
5. Relevant information on labour front – strike, lockouts, accidents, litigation involving Authority’s estate.
6. General Industrial trends in the Zone, broad details of sick, closed Units and their impact on the Zone’s performance and Authority’s estate including litigation.
7. Achievements, Innovations, new ideas implemented.
8. Seminars, Conferences, Training programmes organized by the Authority.
9. Events of national and international importance in which the Authority participated.
10. Agreements with other countries/ international organizations.
1 1 . List of Publications brought out.
12. Welfare measures.
13. Use of Hindi as Official Language.
(F.No. A.20/1/2006-SEZ) Sd / - (ANIL MUKIM) Joint Secretary to the Government of India *****