Annual General Body Meeting 18 - Institute of Urban Transport ...

Institute of Urban Transport (India)

19th Annual General Body Meeting

18th September, 2018

Venue : Conference Room No. 123 C, Nirman Bhawan, Maulana Azad Road, New Delhi – 110 011

INDEX

Page Nos

19th Annual General Body Meeting Notice 1

Agenda Item No. 1

Confirmation of minutes of the 18th Annual General Body meeting held on 9th March, 2016

2-13

Agenda Item No. 2

Consider Hony. Secretary’s Report on the activities of the Institute

14-18

Agenda Item No.3

Extension of tenure of the Governing Council for a period of three months from 1.04.2018 to 31.06.2018 and beyond till the elections are held and the next Governing Council takes over

19

Agenda Item No. 4

Consider and adopt Audited Accounts for the year 2015-16 and 2016-2017 as approved by the Governing Council

20-46

Agenda Item No. 5

Re-appointment of M/s. Purushothaman Bhutani & Co., Chartered Accountant as auditor for the year 2016-17 & 2017-18

47

Agenda Item No. 6

Amendment to Clause 20 of MoA for inclusion of DMRC representative as full time Member of the Governing Council

48-49

Agenda Item No. 7

Elections for IUT Governing Council- 2018-2020 – (Notice from Returning Officer)

50-51

Institute of Urban Transport (India) (Registered under the Societies Registration Act)

No. 01:AGM:96:2014 Dated: 16th August, 2018

Notice

Dear Member,

19th Annual General Body Meeting of the Institute of Urban Transport (India) [IUT] will be held under the chairmanship of Shri Durga Shanker Mishra, Secretary (HUA), Ministry of Housing and Urban Affairs and ex-officio President of IUT on Tuesday, the 18th September, 2018 at 15:30 hrs in the Conference Room No. 123 C, First Floor, Nirman Bhawan, Maulana Azad Road, New Delhi – 110 011 to consider the following agenda items:

i. Confirmation of minutes of the 18th Annual General Body meeting held on 9th March, 2016

ii. Hony. Secretary’s Report on the activities of the Institute

iii. Extension of tenure of the Governing Council for a period of three months from 1.04.2018 to 31.06.2018 and beyond till the elections are held and the next Governing Council takes over.

iv. Adopt Audited Accounts for the year 2015-16 and 2016-2017 as approved by the Governing Council.

v. Re-appointment of M/s. Purushothaman Bhutani & Co., Chartered Accountant as auditor for the year 2016-17 & 2017-18.

vi. Amendment to Clause 20 of MoA for inclusion of DMRC representative as full time Member of the Governing Council.

vii. Elections for IUT Governing Council- 2018-2020 – (Notice from Returning Officer).

viii. Any other item, with the permission of the Chair. 2. Please note that in the absence of quorum (one-third of the total members entitled to vote), the meeting shall be adjourned for half-an-hour and reconvened meeting shall not require any quorum. 3. The agenda notes on the above items are enclosed.

(Sumit Chatterjee) Sr. Training Coordinator &

Officiating Executive Secretary

NB: (i) In view of security restrictions at Nirman Bhawan, please confirm your participation by fax (011-66578733) / mail ([email protected]) latest by 14.09.2018 along with vehicle number to arrange entry through gate no. 1.

(ii) Please carry your ID proof.

(iii) For any assistance/query please contact on Mobile no. 9811908970 (Shri Sandeep Sharma), 9818720363 (Shri Ravi Sharma).

(iv) Members are requested to check the IUT’s website www.iutindia.org for updates and changes if any.

Page 1

mailto:[email protected]

http://www.iutindia.org/

Agenda Item No. 1

Minutes of the 18th Annual General Body Meeting of the Institute of Urban Transport (India) held on March 9, 2016 in the Conference Room No. 123-C, Nirman Bhawan, New Delhi-110 011.

The Annual General Body meeting of IUT was convened as scheduled, on

9.03.2016 at 15.00 hrs. The meeting was chaired by Secretary, Ministry of Urban

Development. In the absence of the required quorum, the meeting was adjourned for

half an hour and was re-convened at 15.30 hrs at the same place. The list of

participants is at Annexure-I.

2. After formal introduction and with the permission of the Chair, the day’s agenda

was taken up by Shri Sumit Chatterjee, officiating Executive Secretary, IUT. The

following is the record of discussions held in the meeting:

Agenda Item No. 1: Confirmation of minutes of the 17th meeting of the

General Body held on 28.11.2014.

2.1 The minutes of the 17th meeting of AGM held on 28.11.2014 had been circulated

in advance to all the members. Since no comments had been received from the

members the minutes were taken as confirmed.

Agenda Item No.2: Consider Hony. Secretary’s Report on the activities of the Institute.

2.2 Dr. K. Ravinder, Honorary Secretary, IUT presented a report on the activities of

the Institute. Copies of the report were circulated amongst the members present and a

copy of the same is enclosed at Annexure-II for record. Dr. Ravinder took the

opportunity to thank the Ministry of Urban Development for its active support and

expressed the hope that the Institute would continue to flourish under the patronage

of the Ministry.

Agenda Item No.3: Consider Audited Accounts for the year ended 31st March, 2015.

2.3 Shri Rakesh Kaul, Hony. Treasurer, IUT presented the highlights of the audited

accounts for the year ended 31st March, 2015. Copy of the Anural Report 2014-15

containing the audited accounts was circulated amongst the members present. He

mentioned that the same had been discussed in detail in the meeting of the Governing

Council held on 22.1.2016. The Council had recommended these accounts to AGM for

approval. The Chairman observed from the accounts presented that project related

expenses and business activity of the IUT had gone down by about 20%. He urged IUT

to become more proactive by planning more training programmes including training for

SAARC countries on the lines conducted for Bhutanese officials, preparing calendar of

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events, directory of experts with well-articulated expertise and uploading the same on

the website, undertaking research studies, etc.

After a brief discussion and clarifications, the resolution to adopt the Audited Accounts

for the year ended 31st March, 2015 was unanimously adopted.

Agenda Item No. 4: Extension of Tenure of the Governing Council:-

2.4 It was informed that the election to the Governing Council could not be held

within the stipulated period of two years as per Clause 22 (amended) of the

Memorandum of Association due to administrative circumstances beyond the control of

IUT. The Governing Council in its meeting held on 22.1.2016 considered and

recommended the extension of tenure of the Council for a period of three months

beyond 31.12.2015 till 31.3.2016 or till the date of taking over by the new Governing

Council, whichever is earlier. The Chairman agreed that the proposal is a fait accompli

and was approved by the General Body without further discussion.

Agenda Item No. 5: Appointment of C&AG empanelled Auditor for the year 2015-16

2.5 Shri Rakesh Kaul, Hony. Treasurer/ IUT proposed appointment of M/s.

Purushothaman Bhutani & Co. as the auditor at a cost of Rs.30,000/- plus service tax

for the financial year 2015-16. He mentioned that IUT had posted an advertisement on

its website calling for applications from Chartered Accountants empanelled with the

Comptroller & Auditor General of India for appointment as auditor. IUT had received

three proposals from CAG empanelled Chartered Accountant firms. M/s.

Purushothaman Bhutani & Co. was the lowest bidder at Rs.30,000/- (plus service tax).

After brief discussion, the proposal to appoint M/s. Purushothaman Bhutani & Co. as

auditor for the year 2015-16, was approved.

Agenda Item No. 6: Resolutions for amendments to the Memorandum of

Association and Rules & Regulations of the Institute of

Urban Transport (India)

2.6 Officiating Executive Secretary stated that the Governing Council in its meeting

held on 3.9.2014 had approved financial power of Director General of any item up to

Rs.5,00,000/- after following the approved procurement procedure. Clause 26(a) and

(c) of the Memorandum of Association provides for financial powers to the President up

to Rs. 1,00,000/- and Hony. Secretary up to Rs.5,000/-. The Governing Council in its

meeting held on 22.1.2016 approved the following proposal for amendments to the MoA

and Rules and Regulations of the Institute of Urban Transport.

Page 3

Clause 26 of Memorandum of Association and Rules & Regulations

Existing Provision Revised Provision

Clause 26 (a) President

(viii) He may approve any expenditure up to Rs. 1,00,000/- at his discretion and obtain the approval of the Council / General Body subsequently.

Clause 26 (a) President


Clause 26 (c) Hony. Secretary

(vii) He may approve the expenditure of minor nature for the Institute up to Rs. 5,000/- subject to final approval of the Council at the next meeting

Clause 26 (c) Hony. Secretary


Clause 26 (f) Director General

Clause 26 (f) Director General (vi) He may approve the expenditure of any item up to Rs. 5,00,000/- after following the approved procurement procedure. Any expenditure beyond Rs. 5 Lakh will be approved by a committee comprising one of the two Vice Presidents, Hony. Secretary and Director General.

The Chairman observed that the enhancement sought in financial powers was on the low side. Hence,there should be no objection to adopt the same. After brief discussion, the General Body adopted the following resolution:

“to amend Clause 26 of the MoA under the respective sub-clauses:

26 (a) President


26 (c) Hony. Secretary


26 (f) Director General

(vi) He may approve the expenditure of any item up to Rs. 5,00,000/- after following the approved procurement procedure. Any expenditure beyond Rs. 5 Lakh will be approved by a committee comprising one of the two Vice Presidents, Hony. Secretary and Director General.”

Page 4

Agenda Item No.7 Election to the IUT’s Governing Council

2.7 The Governing Council in its meeting held on 22.1.2016 had approved that Shri

R.K. Singh (Membership No. 1580) may be appointed as the Returning Officer for

conducting elections to the next term of the Governing Council. Accordingly, the

Returning Officer was requested to initiate the election process. Shri R.K. Singh

informed the General Body that the number of candidates for the post of Vice-President

were 4 for two positions, the number of candidates for Hony. Joint Secretary were 3 for

one position and for the posts of Members there were 18 for ten positions. Hence,

elections for these positions would be held through secret ballot. Since, there was only

one candidate each for one position of Hony. Secretary and the Hony. Treasurer, they

would stand elected without voting. The list of candidates contesting for various

positions was displayed for information of the General Body as at Annexure-III.

Agenda Item No.8 Any other item with the Permission of Chairman:

2.8 The Chairman requested for the views / suggestions of members. Some of the

suggestions are as follow:-

(i) IUT should play a pro-active role in promoting its activities through

periodic newsletters and journals.

(ii) IUT should prepare a directory of experts who could authenticate projects

/ programmes/ strategies and what is being followed internationally.

(iii) Experts / Speakers invited for making presentations in the UMI

Conference be requested to submit their full papers along with power

point presentations, which could later on be published in IUT’s journals /

publications.

(iv) IUT should get papers from research workers. Committed people are

needed for research work, as future growth lies through research.

(v) There is a need for different committees with experts on the pattern of

IRC.

(vi) Emphasis should be given to NMT projects, i.e. walking and cycling.

3. Thereafter, the meeting ended with a vote of thanks to the Chair.

4. Following the AGM meeting, the elections to IUT’s Governing Council were held

in a cordial atmosphere from 1630 hrs to 1730 hrs. at the same venue under the

supervision of Shri R.K. Singh, Returning Officer. The results of the elections are

contained in the report of the Returning Officer at Annexure-IV.

Page 5

ANNEXURE-I

List of Participants at the 18th Annual General Body Meeting of IUT held on 9th March, 2016 in Conference Room No. 123-C, Nirman Bhawan, New Delhi.

Sl. No.

Name Membership

No. Sl. No.

Name Membership

No.

1 Ms. Sujata Savant M-017 30 Ms. Aditi Singh M-1094

2 Sh. Y. P. Sachdeva M-018 31 Shri M.L. Chotani M-1101

3 Shri Rakesh Kaul M-092 32 Shri Neeraj Sharma M-1110

4 Shri G.K. Popli M-108 33 Shri Sandeep Sharma M-1132

5 Dr. Purnima Parida M-135 34 Sh. T.K. Palanethra Naik

M-1171

6 Dr. Sewa Ram M-144 35 Ms Surabhi Kureel M-1192

7 Ms. Suman Chopra M-285 36 Shri Ishan Bharthi M-1214

8 Prof. P. K. Sarkar M-296 37 Sh. Vijay Kumar Gupta M-1215

9 Shri S.K. Jagadhari M-316 38 Shri Bhanu P. Joshi M-1226

10 Dr. E. Madhu M-320 39 Shri Probhat Kumar Paul

M-1230

11 Dr. K. Ravinder M-425 40 Sh. Sudhir P. Badami M-1234

12 Dr. N.T. Rao M-443 41 Ms. Anindita Ghosh M-1304

13 Ms. Nimisha Pal M-460 42 Ms. Vijaya Rohini Kodati M-1306

14 Shri R. K. Bangia M-476 43 Shri Namit Kumar M-1307

15 Dr. Ch. Ravi Sekhar M-572 44 Shri Abhilash B R M-1324

16 Sh. Abhay Negi M-655 45 Shri Sumit Chatterjee M-1327

17 Shri Dinesh Arora M-693 46 Sh. R. Thanasekaran M-1331

18 Shri Rajendra Ravi M-709 47 Dr. P.K. Agarwal M-1337

19 Sh. R. K. Dhammi M-729 48 Shri Krishna Saw M-1374

20 Shri Nalin Sinha M-744 49 Shri Ishan Chanda M-1390

21 Shri Tarun Jain M-946 50 Shri Mayank Dubey M-1410

22 Ms. Kanika Kalra M-960 51 Sh. Prakash Chand Arya

M-1422

23 Ms. Sonia Arora M-961 52 Sh. Yash Choudhary M-1424

24 Sh. Sudershan K Popli M-989 53 Shri D. Thimmaraj M-1455

25 Dr. Pawan Kumar M-1018 54 Dr. Shriniwas S. Arkatkar

M-1510

26 Sh. Bhaskar Gowd Sudagani

M-1030 55 Shri Tushar Bagul M-1514

27 Ms. Rana Amani M-1039 56 Shri Sudeep Gupta M-1517

28 Ms. Priyanka Kataria M-1075 57 Prof. Sherin Felix M-1551

29 Shri Bhanu Chander D M-1081 58 Shri R. K. Singh M-1580

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19th Annual General Body Meeting 18th September, 2018

Nirman Bhawan, New Delhi – 110011 Honorary Secretary’s Report on the activities of the Institute.

It is matter of great privilege and personal pride for me to present a report on the activities of

the Institute as its Honorary Secretary for the first time.

At the outset, I would like to mention that the Institute is under the charge of

Shri Durga Shanker Mishra, Secretary (HUA) in the Ministry of Housing and Urban Affairs (MoHUA),

Govt. of India and Ex-offiicio President of IUT. Shri Mukund Kumar Sinha, OSD (UT) & Ex-officio Joint

Secretary in the Ministry (MoHUA) is the Acting Director General since January, 2016. Shri C. L. Kaul,

former Executive Secretary and Acting DG, who was on leave on medical grounds, left for his heavenly

abode on 15.03.2017. A condolence meeting was organized on 21.03.2017 in IUT office.

The activities of the Institute have grown manifold times and the Institute is moving ahead with

confidence.

2. Following are the highlights of the tasks performed during the last two years.

2.1 In 2016, IUT successfully organized the 9th Urban Mobility India – 2016 Conference & Exhibition,

a flagship event of the MoHUA, from 8 – 11 November, 2016 at the Mahatma Mandir,

Gandhinagar, Gujarat. The theme of the conference was on “Planning Mobility for City’s

Sustainability”. It was attended by more than 4400 delegates. It had 3 plenary sessions, 15

Technical Sessions, 3 state specific sessions, 3 sessions for Municipal Councillors, 1 special

session, 3 Round Table discussions, 6 Research Symposiums and Awards for Best Practices.

Revenue receipts from sponsorship / delegate fee was Rs. 3.72 crore against expenditure

incurred of Rs. 2.57 crore and Rs. 1 crore invested in FD of UMI account. Remaining balance

was kept for UMI-2017.

2.2 IUT organized 15 capacity building programmes on Sustainable Urban Transport funded by the

MoHUA at Mumbai, Lucknow, Hyderabad, Bhopal, Shimla, Gurgaon, Chennai, Jaipur, Ranchi,

Jammu, Bhubaneswar, Mysuru, Kolkata, Ahmedabad and Thiruvananthapuram from March,

2017 to March, 2018 at a cost of Rs. 46 lakh against sanctioned cost of Rs. 88.24 lakh. A total of

451 State and City level officials were trained against the target of 500 in these programmes.

Programme for Assam and North East States was scheduled in Delhi (22-24, March, 2017) and


Agenda Item No. 2

Page 14

Guwahati (2 – 4 May, 2018) but could not be held for want of nominations and closure of SUTP

programme on 31.03.2018.

2.3 IUT organized the training programme on “1st Batch of Leaders’ programme in Urban Transport

Planning and Low Carbon Mobility” funded by the MoHUA under the World Bank assisted

Sustainable Urban Transport Project (SUTP) in the following 5 phases at a cost of Rs. 1.03 crore

against sanctioned cost of Rs. 1.07 crore:

Phase-I - Self-study by selected participants from 31st July to 26th August, 2017 based on training material provided by the World Bank.

Phase-II - Workshop from 28th August to 1st September, 2017 held at IUT, Delhi in which 35 out of 40 participants participated

Phase-III Mid-term review of the 18 identified projects was held on 6th November, 2017 during UMI-2017 at the Hyderabad International Convention Centre.

Phase-IV Final Review of 16 out of 18 identified projects was held on 24th January, 2018 at IUT, Delhi

Phase-V International Study Tour organised to LTA, Singapore and KOTI, Seoul from 26th February to 3rd March, 2018 for knowledge exchange in which 31 participants participated. 31 state and city officials were trained against the target of 40

2.4 Further, IUT assisted the Ministry in organizing the following national level workshops:

i. Knowledge Exchange and mid-term review of efficient and sustainable city bus services

(ESCBS) project held on 4.09.2017 at India Habitat Centre, New Delhi.

ii. National Dissemination workshop on Metro Rail Policy,2017 held on 16.09.2017 at Metro

Bhawan, New Delhi

2.5 In 2017, 10th UMI Conference-cum-Exhibition 2017 and CODATU XVII Conference was

successfully organized by IUT from 4 – 6 November, 2017 at Hyderabad International

Convention Centre, Hyderabad. The theme of the conference was on “Intelligent, Inclusive and

Sustainable Mobility”. It was attended by around 1000 delegates. It had 2 special sessions, 3

Plenary Sessions, 18 technical Session, 12 International Scientific Committee Session, & 6

Research Symposiums and Awards for Best Practices. Revenue receipts from sponsorship /

delegate fee was Rs. 3.91 crore against expenditure incurred of Rs. 1.93 crore and Rs. 1.80

crore invested in FD of UMI account. Remaining balance was kept for UMI-2018.

2.6 The under mentioned projects / studies have been completed during the period under report:

Screening of Urban Mobility Projects in India (Rs. 22.55 lakh) – Kfw funded

City Bus Sector Assessment in India (Rs. 50.68 lakh) – KfW funded

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Road Pricing study in Bhopal , Jaipur and Shimla – as a travel demand Management tool

(Rs. 40.36 lakh) - Shakti Foundation funded

Intersection Improvement Plan, Varanasi – Phase I & II (Rs. 40.20 lakh)

Intersect Improvement Plan of Madhuban Chowk, Laxmi Nagar T Point, Shastri Park-Pusta Chowk and Seelam Pur T Point submitted to Delhi Traffic Police.

Designing of four Road crossings in New Delhi Municipal Council area (Rs. 10.43 lakh).

Junction Improvement plan for Bulandshahr (Rs. 2.86 lakh)

Smart Urban Mobility – IRU

Appraisal of 10 Detailed Project Reports (DPRs) received by the Ministry of Housing & Urban Affairs relating to Metro Rail Projects in Ranchi, Meerut, Agra, Kanpur, Indore, Bhopal, Delhi, Bangalore, Delhi-Meerut Corridor on Regional Rapid Transit System (RRTS) and Ahmedabad.

Introduction of Light Rail Systems as an alternative Mass Transit System in India (Rs.42.15 lakh) – KfW funded LRT workshop on 11.08.2017 at Metro Bhawan, New Delhi

International Study Tour to Germany and Portugal from 27th May to 2nd June, 2018

2.7 Technical support to MoHUA was given by IUT in the matter of review of urban transport in

Ranchi, ToD Policy and Decongesting Delhi.

3. The under mentioned projects / programmes are in hand:

3.1 Knowledge Management Centre (KMC), a learning repository including a data base, information,

news and updates, was launched by Shri M. Venkaiah Naidu, Hon’ble Minister of Urban

Development during the inaugural function of the Urban Mobility India Conference –cum-

Exhibition 2016 held on 8-11 November, 2016. The portal has been developed under

Sustainable Urban Transport Project (SUTP) aided by the World Bank-GEF-UNDP. The portal is

being managed and maintained by IUT. KMC is for the benefit of various stakeholders in the

domain of Urban Transport. KMC also facilitates systematic collection, assimilation,

transformation, loading, interpretation and analysis of data in evolving future policies, programs

and strategies.

3.2 Preparatory activities for convening Urban Mobility India Conference-cum-Exhibition 2018 on

Green Urban Mobility from 2-4 November, 2018 at Chitnavis Centre, Nagpur

3.3 First & Last Mile Accessibility and Connectivity Plan for Metro Stations, Noida & Greater Noida

(Rs.39.91)

3.4 Street Design & Intersection Improvement Plan in Lucknow (Rs. 95.94 lakh)

3.5 Extension of Lucknow project multimodal integration (Rs. 37.65 lakh)

3.6 City Bus Service Manual (Rs. 7.9 lakh) – KfW funded

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3.7 Preparation of Brochure for adoption of best suited transit system (Rs. 6.6 lakh) – KfW funded

3.8 Service Level Benchmark – stage II (Rs. 4.89 crore)

3.9 Technical assistance to :

- Ghaziabad Development Authority (Rs.13.47 lakh)

- Directorate of Urban Administration & Development, Madhya Pradesh (Rs. 22.8 lakh per annum)

- Chandigarh UT Administration (Rs. 12 lakh per annum)

- National Capital Region Transport Corporation (NCRTC) (Rs. 6.60 lakh per annum)

3.10 IUT has forwarded the proposals for capacity building in implementation of Metro Rail Policy,

2017 and 2nd Batch of Leaders in Urban Transport Planning and Low Carbon Mobility for

approval of MoHUA.

3.11 Assistance and documentation provided to MoHUA for preparing proposal for strengthening of

IUT / creation of National Institute of Urban Transport for consideration of Committee on

Establishment Expenditure (CEE), Ministry of Finance.

4. Other highlights

4.1 During the financial year 2015-16 and 2016-17, respective business worth Rs. 2.55 crore and

Rs. 1.74 crore was transacted and the same amount of expenditure was incurred.

4.2 During the period from April to September, 2016, 13 Life Members were enrolled taking their total

to 1600. From October, 2016, applications for membership of IUT are on hold due to propose

transformation of IUT.

4.3 During the period, more than 100 books and reports have been added to IUT’s library. At present, about 5,000 books and reports are available in IUT library.

4.4 MoUs have been signed with the Directorate of Urban Administration and Development, Madhya

Pradesh, Chandigarh Administration and National Capital Region Transport Corporation

(NCRTC) for technical support from IUT. Further, MoU with The Korea Transport Institute (KOTI)

was signed during UMI-2016 for cooperation in the area of urban transport.

5. The following resolutions are submitted for consideration by the General Body:

i. Extension of tenure of the Governing Council for a period of three months from 1.04.2018 to 31.06.2018 and beyond till the elections are held and the next Governing Council takes over.

ii. Consider and adopt Audited Accounts for the year 2015-16 and 2016-2017 as approved by the Governing Council

iii. Re-appointment of M/s. Purushothaman Bhutani & Co., Chartered Accountant as auditor for the year 2016-17 & 2017-18

Page 17

iv. Amendment to Clause 20 of MoA for inclusion of DMRC representative as full time Member of the Governing Council

I request the General Body to consider and adopt the above mentioned resolutions. Thereafter,

elections to the IUT Governing Council for the period of two years from 2018 to 2020 will be held by

secret ballot during the Annual General Meeting (AGM) of the General Body to be presided by the

Secretary (HUA) & Ex. Officio President of IUT on 18.09.2018 from 17:00 hrs. The election notice dated

16.08.2018 from Shri V. S. Pandey, Returning Officer, appointed by the Governing Council in its

meeting held on 25.06.2018 to conduct free and fair elections, is available at agenda item no. 7.

Thanking you for your attention.

Prof. Sewa Ram Hony. Secretary

Page 18

Agenda Item No.3

Resolution of Governing Body for Extension of tenure of the Governing Council for a period of three months from 1.04.2018 to 31.06.2018 and beyond

till the elections are held and the next Governing Council takes over.

As per clause 22 (amended) of the Memorandum of Association (MoA), the Governing Council shall be elected for a period of two years only. Efforts should, however, be made to complete election to the next Council much before the expiry of the term of the existing Council. However, in exceptional cases the General Body may extend the tenure of the Council for a further period of three months if the holding of the elections is not found expedient.

2. The present tenure of the Governing Council has expired on 31.03.2018 and can be extended by 3 months, i.e. upto 30.06.2018 with the approval of the General Body as per clause 22 of the MoA.

3. IUT was required to convene meetings of 3 tiers of IUT management in the following sequence:

i. Executive Committee (EC) ii. Governing Council (GC) iii. General Body (GB)

4. The first meeting of EC was held on 29.05.2017. Proposal was submitted to the Ministry of Housing & Urban Affairs (MoHUA) on 01.06.2017 to convene the meeting of the GC under the chairmanship of Secretary (HUA) / President, IUT. The Ministry had informed that the meeting of GC could be held after the EFC note on strengthening of IUT gets moved to the Ministry of Finance. The aforesaid proposal has since been submitted to the Ministry of Finance on 10.04.2018. During the intervening period, IUT had followed up the matter, but could not convene the meeting of GC on a date & time convenient to President, IUT. 5. In view of the position stated above, it was not expedient for IUT to convene and complete the elections to the next term of GC prior to 31.03.2018.

6. Accordingly, the GC in its meeting held on 25.06.2018 considered and recommended to extend the tenure of the GC for the constitutionally valid period of 3 months from 1st April, to 30th June, 2018. The GC also recommended for consideration of the GB to further extend the tenure of the GC beyond the 3 months period ending on 30.06.2018 till the elections are held and the next GC takes over.

7. In the above background, the following resolution is submitted for adoption by the General Body: “The General Body resolves that the tenure of the Governing Council be extended for the constitutionally valid period of 3 months from 1st April, to 30th June, 2018. Further, the General Body resolves that the tenure of the Governing Council be also extended beyond the 3 months period ending on 30.06.2018 till the elections are held and the next GC takes over.”

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Agenda Item No. 4

Auditor’s Report & Annual Accounts

2015-16

Page 20

Highlights of Accounts for F.Y. 2015-16

The Independent Auditors’ Report and accounts for the year ended 31st March, 2016 are enclosed for perusal. The Executive Committee and the Governing Council in its meeting held on 29.05.2017 and 25.06.2018 has considered and recommended the same for adoption by the General Body.

The General Body may consider to adopt the same.

2. Highlights of the accounts are as follows:

IUT appointed the CAG empanelled auditors, namely M/s Purushothaman Bhutani& Co. (CA Firm) for the financial year 2015-2016 with the approval of the Executive Committee and Governing Council of IUT.

The CA firm has scrutinized all the ledger and accounts on random basis along with vouchers and supporting documents.

The audit for the financial year 2015-16 has been successfully completed by the CA firm.

Business worth Rs.1,59,53,830/- was transacted and an expenditure of Rs.1,39,98,887/- was incurred during 2015-2016.

This does not include the salary & consultancy reimbursement from GEF-SUTP of Rs. 95,46,086/-.

Surplus of Rs.19,54,943/- has been transferred to the General Fund Reserve. This surplus was Rs.38,89,454/- in 2014-2015. The General Fund Reserve stands at Rs.2,98,59,011/- as on 31st March,

2016.

UMI Conference 2015

UMI conference funds is kept in a separate account in Bank of Baroda. Revenue earned from sponsorship fee was Rs.2,43,51,892/- and expenditure

incurred of Rs.1,35,73,277/- leaving a surplus of Rs.1,07,78,614/-. Out of the surplus, Rs.1,00,00,000/- (Rs. One crore) has been kept in a fixed

deposit in UMI account to be used whenever required for IUT activities with the approval of the Secretary (UD) and Ex- Officio President, IUT.

Membership Fee (Institutional)

No Institutional membership fee was received during 2015-2016. Rs.1,20,000/- was received in 2014-2015.

Membership Fee (Individual)

Rs.2,20,000/- was received during 2015-2016. Rs.5,67,112/- was received in 2014-2015. Total membership of IUT is 1600 at present. No new membership is being accepted from 2016-2017 due to proposed re-

structuring of IUT.

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Income from IUT Sponsored Training Programmes

Rs.8,64,108/- was received from sponsorship fee during 2015-2016. Expenses incurred was Rs. 6,40,987/- leaving a surplus of Rs. 2,23,121/-. Rs.19,89,912/- was received in 2014-2015 and expenses incurred of Rs.

13,38,319/- leaving a surplus of Rs.6,51,593/-.

Bank Interest on FDRs & Saving A/c

Rs.62,49,030/- was received during 2015-2016 as compared to Rs.49,65,260/- received in 2014-15.

Professional Fee from various projects

Rs.24,39,500/- was received during 2015-2016 as compared to Rs.1,02,59,383/- received in 2014-2015.

Reason for higher inflow of funds in 2014-15 was because IUT had received reimbursement for completion of project appraisals, research studies and projects submitted by the MoUD, Ghaziabad Development Authority, Jaipur Development Authority, Shakti Foundation, etc.

In 2015-16, IUT was assigned the works by Chandigarh Administration, New Delhi Municipal Council, Ghaziabad Development Authority, Hapur-Pilakhua Development Authority and Moradabad Development Authority which were relatively small scale projects.

Funding from MoUD for appraisal of projects was Rs. 1.28 lakh only in 2015-16 as against Rs. 30.28 lakh in 2014-2015.

As a result, the inflow of professional fee in 2015-16 was comparatively much lesser.

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Auditor’s Report & Annual Accounts

2016-17

Page 34

Highlights of Accounts for F.Y. 2016-17

The Independent Auditors’ Report and accounts for the year ended 31st March, 2017 are enclosed for perusal. The Governing Council in its meeting held on 25.06.2018 has considered and recommended the same for adoption by the General Body.

The General Body may consider to adopt the same.

2. Highlights of the accounts are as follows:

IUT appointed the CAG empanelled auditors, namely M/s Purushothaman Bhutani & Co. (CA Firm) for the financial year 2016-2017 with the approval of the Executive Committee and Governing Council of IUT.

The CA firm has scrutinized all the ledger and accounts on random basis along with vouchers and supporting documents.

The audit for the financial year 2016-17 has been successfully completed by the CA firm.

Business worth Rs.1,74,41,148/- was transacted and an expenditure of Rs.1,63,03,604/- was incurred during 2016-2017.

Surplus of Rs.11,37,544/- has been transferred to the General Fund Reserve. This surplus was Rs.19,54,943/- in 2015-2016. The General Fund Reserve stands at Rs.3,07,23,088/- as on 31st March,

2017.

UMI Conference 2016

UMI conference funds is kept in a separate account in Bank of Baroda. Revenue earned from sponsorship fee was Rs.3,71,90,356/-& bank interest

Rs.3,35,604/- and expenditure incurred of Rs.2,56,14,158/- leaving a surplus of Rs.1,19,11,802/-.

Out of the surplus, Rs.1,00,00,000/- (Rs. One crore) has been kept in a fixed deposit in UMI account to be used whenever required for IUT activities with the approval of the Secretary (UD) and Ex- Officio President, IUT.

Income from IUT Sponsored Training Programmes

Rs.1,69,832/- was received from sponsorship fee during 2016-2017. Expenses incurred was Rs.1,54,832/- leaving a surplus of Rs. 15,000/-. Rs.8,64,108/- was received in 2015-2016 and expenses incurred of

Rs.6,40,987/- leaving a surplus of Rs.2,23,121/-.

Bank Interest on FDRs & Saving A/c

Rs.14,49,539/- was received during 2016-2017 as compared to Rs.62,49,030/- received in 2015-16. Rs.51,18,638/- as interest of UMI FDR’s and saving a/c is treated separately under Grants for Projects / Events from f.y. 2016-17.

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Professional Fee from various projects

Rs.98,97,145/- was received during 2016-2017 as compared to Rs.24,39,500/- received in 2015-2016.

Reason for lower inflow of funds in 2015-16 was due to small scale projects assigned by Chandigarh Administration, New Delhi Municipal Council, Ghaziabad Development Authority, Hapur-Pilakhua Development Authority and Moradabad Development Authority to IUT.

In 2016-17, IUT was assigned the works by Bulandshahr Development Authority, Directorate UAD GoMP, Chandigarh Administration, Ghaziabad Development Authority, KfWNew Delhi Municipal Council, Noida Metro Rail Corporation, Shakti Sustainable Energy Foundation and UDHD, Government of Bihar.

Funding from MoUD for appraisal of projects was Rs. 19,000/- only in 2016-17 as against Rs. 1.28 lakh in 2015-2016.

As a result, the inflow of professional fee in 2016-17 was comparatively much higher.

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Agenda Item No. 5

Resolution of Governing Body for re-appointment of

M/s. Purushothaman Bhutani & Co., Chartered Accountant as auditor

for the year 2016-17 and 2017-18

In the 18th Annual General Body Meeting of the IUT held on 9th March, 2016,

M/s Purushothaman Bhutani & Company were appointed Auditors for IUT for the

Financial Year 2015-16 at a fee of Rs.30,000/- (plus Service Tax) after inviting bids.

2. M/s Purushothaman Bhutani & Company are eligible for re-appointment as

Auditors for the financial year 2016-17 (A.Y. 2017-18) and 2017-18 (A.Y. 2018-19)

since the agency was selected through bidding process for the financial year 2015-

16. The firm have given their consent to continue but have asked for a 10% increase,

which works out to Rs. 33,000/- and Rs. 36,300/- plus GST for the financial year

2016-17 and 2017-18 respectively.

3. The Governing Council in its meeting held on 25.06.2018 approved the re-

appointment of M/s Purushothaman Bhutani & Co. as the auditor at a cost of Rs.

33,000/- and Rs. 36,300/- plus GST for the Financial Year 2016-17 and 2017-18

respectively.

4. Accordingly, General Body is requested to kindly consider and pass the

following resolution:

“The General Body resolves that the M/s Purushothaman Bhutani & Co. be re-

appointed as the auditor at a cost of Rs. 33,000/- and Rs. 36,300/- plus GST for

the Financial Year 2016-17 and 2017-18 respectively.”

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Agenda Item No. 6

Resolution of General Body for amendment to Clause 20 of MoA for inclusion

of DMRC representative as full time Member of the Governing Council.

IUT’s office space has been leased by Delhi Metro Rail Corporation Ltd.

(DMRC) at the behest of Ministry of Urban Development (MoUD) for setting up a

National Level Facility on Urban Transport. In this connection, an MoU dated

11.07.2013 was executed between IUT and DMRC. The said MoU inter-alia states

that DMRC would nominate a full time member to the Governing Council of IUT.

2. Clause 21 of Memorandum of Association and Rules & Regulations (MoA) of IUT stipulates that the Governing Council may increase / decrease the number of members in the Council at any time if the same is considered essential for the furtherance of the objects of the Institute.

3. As per clause 20 of MoA, the composition of the Governing Council of IUT is as under:

Sl. No.

Nomenclature of the members Position(s)

1 President One

2 Immediate Past Vice Presidents Two

3 Immediate past Hony. Secretary One

4 Vice Presidents Two

5 Hony. Secretary One

6 Hony. Jt. Secretary One

7 Hony. Treasurer One

8 Governing Council Members (Elected)

Ten

9 Director General / IUT One

10 Executive Secretary/IUT One

11 Representatives from MoUD Three

12 Representatives from Institutional Members

Two

13

Chairman of one of the IUT Regional Chapters

One

14 Representative from Ministry of Road Transport & Highways (MoRTH)

One

15 Representative from Ministry of Railways

One

16 Representatives from States/ Union Territories including Urban Local Bodies/ Parastatals

Suitable number

4. The above proposal was approved by the Executive Committee of IUT in its

meeting held on 29.05.2017.

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5. The Governing Council in its meeting held on 25.06.2018 approved the

amendment to Clause 20 of MoA for inclusion of DMRC representative as full time

Member of the Governing Council. As per rule 29 of the MoA, all amendments of

these Rules & Regulations shall be carried out by the General Body by 2/3rd majority

of the members present and entitled to vote.

6. Accordingly, the General Body is requested to kindly consider and pass the

following resolution:

“The General Body resolves that representative from Delhi Metro Rail

Corporation be included as full time Member in the Governing Council and the

clause 20 of MoA may be modified.”

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Agenda Item No. 7

Institute of Urban Transport (India) Delhi – 110 092

Dated: 16th August, 2018

Election Notice

1. It is notified for the information of the members of the Institute of Urban Transport (India)

that the election for the Governing Council office bearers and members will be held

on Tuesday the 18th

September, 2018 in Conference Room No. 123 C of Ministry of

Housing and Urban Affairs, First Floor, Nirman Bhawan, Maulana Azad Road, New

Delhi – 110 011 for the following positions.

Vice Presidents - 2 (two)

Hony. Secretary - 1 (one)

Hony. Joint Secretary - 1 (one)

Hony. Treasurer - 1 (one)

Members - 10 (ten)

2. Nomination in the proforma enclosed, duly proposed, seconded and accepted by the

candidate, should be sent in a closed cover addressed to the undersigned by Registered

Post / Courier / Messenger so as to reach the Office of the Institute, 1st floor, Anand

Vihar Metro Station Building (Entry Adjacent to Gate No. 1), Delhi- 110 092, latest by

1100 hrs on Friday the 7th

September, 2018.

3. Only one person should be nominated for one office on one form. A member desiring to

make more than one nomination may do so on separate forms. Each nomination form

should be put in a separate cover. However, it may be noted that staff members of IUT

and their family members would not be eligible for election because of conflict of interest.

List of valid nominations (which are properly proposed, seconded and accepted without

any overwriting/conditions) will be displayed on 1430 hrs, Friday the 7th

September,

2018 on Institute’s website and on the Notice Board in the office of the Institute.

4. A candidate may withdraw his candidature by notice in writing addressed to the under

signed and delivered to the Institute’s office latest by 1230 hrs on Tuesday, the 11th

September, 2018. The notice of withdrawal of candidature once given shall be

irrevocable.

5. The final list of candidates seeking election will be displayed on Institute’s website and on

the Notice Board in the office by 1600 hrs on Tuesday, the 11th

September, 2018. If the

number of candidates, whose nominations are valid, exceeds the number required to be

selected, Election will be held by secret ballot between 17:00 hrs and 18:00 hrs on

Tuesday the 18th

September, 2018 at the same venue. The results will be declared on

the same day.

6. Directory of the members (with the latest known addresses) is available on the website of the Institute (www.iutindia.org).

(V. S. Pandey)

Returning Officer

To: All Individual Members of the Institute.

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http://www.iutindia.org/

NOMINATION FORM

To

The Returning Officer,


1st

floor, Anand Vihar Metro Station Building,

Delhi - 110092

Dear Sir,

I hereby propose the name of Mr. / Ms. _____________________________________ having

Membership No.-__________________ as a candidate for the post** of:

Vice President

Hony. Secretary

Hony. Joint Secretary

Hony. Treasurer

Member

**(Please tick ✓one for office proposed)

Proposed by:

Signature____________________

Name of Proposer____________________

Membership No.____________________

Date____/____/2018

Seconded by:

Signature____________________

Name of Proposer____________________

Membership No.____________________

Date____/____/2018

DECLARATION BY THE CANDIDATE

I hereby agree to my nomination for election for the office mentioned above.

Signature of Candidate___________________

Membership No.___________________

Date____/____/2018

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Annual General Body Meeting 18 - Institute of Urban Transport ...

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