Directorate of Purchase Administration Regional Council Chapter P

Directorate of Purchase, Administration & Regional Council/Chapter (P. K. Grover) Director

FUNCTIONS OF Dte. of Purchase, Administration & Regional Council/Chapter ----------------------------------------------------- n Purchase Related Activities Estate Management & Refurbishing of ICSI Buildings n General Administration n Regional Councils & Chapters n

Purchase Related Activities n n n Procurement of Goods of revenue nature like Stationery items, Computer consumables, Photocopier paper etc. Procurement of Capital nature of items i. e. Computers, Generators, Photocopiers, LCD, EPABX System etc. Examination related Material such as Water Mark & Section Sewing Answer Books, Marks sheets, Pass Certificates etc, outsourcing of Dte. of Student Services activities for awarding contract for Data Processing for registration of students, Admission certificate for Examination etc.

n n n Printing Activities: Awarding work contract for various printing activities related to printing of Chartered Secretary, Student Company Secretary Bulletin, CS Foundation Course bulletin, Study material, other publications of the Institute. Special Printing Activities: Preparation & awarding work contract related to ICSI Profile, Annual Report, ICSI Directory, Corporate Governance Award Brochures & other printing material for various Professional Development Programmes. Procurement of material in connection with various prestigious events of the Institutes, such as National Convention, Corporate Governance Awards, Seminar/Programmes

n n n Procurement of material related to Career Awareness Programmes (Kit, Canopy etc), Press Conference. Preparation of Budget of Revenue nature for Dte. of Administration & Purchase and Capital budget for the Institute including RCs / Chapters Maintaining proper record of EMD, Security Deposit / Bank Guarantee received from vendors in connection with above activities. Maintenance of records such as Stock Registers, Inventory Register, Stationery Register and RCs. /Chapters Capital item Register. Implementation of ERP system and Document Management system.

n For the procurement of above material and award of service contract for maintenance & upkeep of building and various equipments, due procedure is followed as per the revised Purchase Manual effective from 1 st October 2011 as approved by the Council. The copy of the Purchase Manual has already been sent to all Regional Councils/Chapters with a request that Regional Councils/Chapters are required to follow the purchase procedure as per the provision of the Purchase Manual.

Estate Management & Refurbishing of ICSI Buildings § Maintenance of HQRS & Noida Building which includes: • • • Proper maintenance of all the Assets & Upkeep of records. Awarding of Contracts for outsourcing services like Security – House Keeping – Pantry Services & proper supervision. Upkeep & repair of Electrical / Sanitary equipments; other Equipments & Gardening.

• • • Processing Annual Maintenance contract (AMC) for various equipments installed in the Institute in HQRS. & Noida Buildings i. e Computer H/w, A. C. plant, Generators, Lift, Photocopying / Fax / Franking machines, Time punching machine, EPABX board and other equipments. Refurbishing/repair of HQ & Noida Building. Liasioning with Local authorities like BSES Power, MCD, DJB & Sanitary Deptt.

Activities Related to RCs & Chapters n n n Activities related to acquiring of land/office premises for RCs & Chapters • Processing of proposals for acquiring of land / office premises by RCs & Chapters • Preparation of agenda items for Executive Committee/Council meeting for obtaining the approval for the above. • Conveying sanctions to the Regional Councils & Chapters as per the decision of the Council. Organising President’s meeting with Chairmen of Regional Councils & A Grade Chapters on annual basis and preparation of its agenda. Reviewing of requirement of capital nature from Regional Councils & Chapters and conveying its sanction/approval.

n n n Coordinating for conduct of election of office bearers of Regional Councils and Managing Committee of Chapters. Coordinating & Processing activities related to selection of Best Regional Council/National Best and Chapter Awards. Bringout of ICSI-Directory every year.

Guidelines for Strengthening of Infrastructure and Manpower Requirements of Regional Councils/Chapters of ICSI Effective From 1 st April 2012

A Core Group was constituted by the Council for strengthening of Infrastructure and Manpower Requirements of the Regional Councils & Chapters. The recommendations of the core group were submitted to Executive Committee. The suggestions of Executive Committee were incorporated and submitted to Council and the same were approved by the Council in its 204 th meeting held on 22 nd December 2011 to be effective from 1. 4. 2012. The gist of the existing Guidelines vis-à-vis the revised guidelines are stated under: GRADATION OF CHAPTERS Existing Guidelines (Gradation of Chapters on the basis of No. of Members) Grade No. of Members A 300 and above B 100 to 299 C 25 to 99 D 12 to 24

GRADATION OF CHAPTERS Revised Guidelines (Gradation of Chapters on the basis of No. of Members OR No. of Students) Existing Grade New Grade Number of Number of Members OR Students A A+ >1000 >7500 A A 500 -999 5000 -7499 B B 250 -499 3000 -4999 C C 100 -249 2000 -2999 D D 025 -099 <2000 Gradation of Chapter is done on 1 st April of every year. Note: 1. The detailed list indicating the existing grade of Chapters vs. revised grade of Chapter is attached at Annexure-1 2. The summary and details of the Regionwise /Gradewise break up of Chapters on the existing vs. revised grade of chapter is attached at Annexure-2

Existing Grade of Chapters vs. Revised Grade of Chapter Annexure-1 (1/2) (on the basis of Students / Members strength as on 01 -01 -2012) REGION Chapter EIRC Bhubaneswar Dhanbad Hooghli Jamshedpur NE-Guwahati Patna Ranchi Agra Ajmer Allahabad Alwar Amritsar Barielly Bhilwara Chandigarh Dehradun Faridabad Ghaziabad Gurgaon Jaipur Jalandhar Jammu Jodhpur Kanpur Karnal-Panipat Kota Lucknow Ludhiana Meerut Modinagar Noida Shimla Sonepat Srinagar Udaipur Varanasi Yamuna Nagar NIRC STUDENTS 932 669 532 1173 2080 2162 1423 1415 2484 1002 810 270 763 3657 1150 798 2285 3253 1845 18313 692 241 5359 1983 1127 1558 2775 1316 694 293 1442 258 606 289 2655 1213 185 MEMBERS 125 10 137 25 77 45 65 86 25 30 17 19 35 49 273 34 197 259 870 478 50 18 64 189 33 19 177 109 44 10 459 11 23 11 73 26 8 Existing Grade New Grade B D B C C C D D C C B B A A C D C B C D B B C D A D D D C C D C D C C D D C D D B B D C B A A+ D D A C D D C C D D B D D D C D D

Existing Grade of Chapters vs. Revised Grade of Chapter (on the basis of Students / Members strength as on 01 -01 -2012) REGION Chapter SIRC Bangalore Calicut STUDENTS MEMBERS 7758 222 2098 5159 1351 31 199 1056 Puducherry Salem 545 552 337 1377 231 208 374 135 52 26 43 18 23 19 Thiruvanthanpuram Thrissur 784 634 95 50 Tiruchirapalli Visakhapatnam Ahmedabad Aurangabad Bhopal 344 652 6635 962 1147 1010 754 3570 1014 2487 1420 1076 6581 948 1180 2831 4280 1590 27 45 716 50 72 24 74 224 33 123 46 214 915 70 39 85 328 205 Coimbatore Hyderabad Kochi Madurai Mangalore Mysore Palakkad WIRC Dombivili Goa Indore Kohlapur Nagpur Nasik Navi Mumbai Pune Raipur Rajkot Surat Thane Vadodara Existing Grade Annexure-1 (2/2) New Grade A C B A B C C C D D D A+ D C A+ C C A C C D C B C B A C C C A B D D C D D D D A D D B D C A D D C B C

Annexure-2 (1/3) The Summary of the Regionwise/Gradewise break up of Chapters on the existing vs. revised grade of Chapter (on the basis of Students / Members strength as on 01 -01 -2012) No. of Chapters on existing gradation-Criteria No. of Chapters on revised gradation-criteria Regions A Grade B Grade C Grade D Grade Total A+ Grade A Grade B Grade C Grade D Grade Total EIRC NIL 02 04 01 07 NIL NIL 4 3 7 NIRC 03 06 12 09 30 1 2 4 6 17 30 SIRC 02 02 08 03 15 2 NIL 2 11 15 WIRC 03 04 08 01 16 NIL 2 2 4 8 16 Total 08 14 32 14 68 3 4 6 16 39 68

Annexure-2 (2/3) The Details of the Regionwise/Gradewise break up of Chapters (on the basis of revised grade of Chapter) REGION A+ Grade A Grade B Grade C Grade D Grade TOTAL EIRC - - - Bhubaneswar Dhanbad - - - Hooghli Jamshedpur 07 - - - NE-Guwahati Ranchi - - - Patna - Jaipur Gurgaon Bhilwara Ajmer Agra - Jodhpur Chandigarh Faridabad Allahabad - - Ghaziabad Kanpur Alwar - - NOIDA Lucknow Amritsar - - - Ludhiana Barielly - - - Dehradun - - - Udaipur - - - Jammu - - Karnal-Panipat Kota NIRC - - Jalandhar - - - - Meerut - - Modinagar - - Shimla Sonepat - - - - - Srinagar - - Varanasi - - Yamuna Nagar - - 30

Annexure-2 (3/3) The Details of the Regionwise/Gradewise break up of Chapters (on the basis of revised grade of Chapter) REGION A+Grade A Grade B Grade C Grade D Grade TOTAL SIRC Bangalore - - Coimbatore Calicut Hyderabad - - Kochi Madurai 15 - - Mangalore - - Mysore - - Palakkad - - Puducherry - - Salem - - Thiruvanthanpuram - - Thrissur - - Tiruchirapalli - - Visakhapatnam - Ahmedabad Indore Nagpur Aurangabad - Pune Thane Navi Mumbai Bhopal - - - Surat Dombivili - - - Vadodara Goa - - Kohlapur - - Nasik - - Raipur - - Rajkot 03 04 06 16 39 WIRC TOTAL 16 68

Area of Premises of RCs & Chapters Existing Guidelines Revised Guidelines At present, there is no uniform Area Every Chapter of ICSI shall have its own premises and for the Region/Chapter premises. following minimum area in order to provide better and efficient However, Grants and loans are services to the students & members sanctioned as per the eligibility of the Region / Gradation of the Chapter. Regional Council/ Area (Built up/Super Built up as per Chapter with Grade the agreement/ Architect’s Plan) Regional Councils A+ Grade >5000 – upto 7500 Sq. fts. A Grade >3500 – upto 5000 sq. ft. B Grade >2500 – upto 3500 Sq. fts. C Grade >1500 – upto 2500 sq. fts. D Grade As may be decided by the Council on case to case basis. 1200 – upto 1500 sq. fts.

Standard Design of the Office Premises Existing Guidelines Revised Guidelines -- RC/Chapter office premises should have standard design and color combination All Regional/Chapter office premises need to have standard design and color scheme for its building/ premises/ office façade/fascia, name board, reception counter and lobby/ waiting area as per the Design and Color Scheme to be approved by the Institute to have brand visibility.

Existing Loans & Building Grants Grant Loan Own Resources Repayment RCs As may be decided by the Council on case to case basis. Loan amount to be repaid in 10 equal annual instalments Chapters Grade A 60% of the cost of the 20% of the cost of Balance cost of project or Rs. 25/- lacs the project or Rs. 15 the project whichever is less lacs whichever is less -do- B 60% of the cost of the 20% of the cost of Balance cost of project or Rs. 20/- lacs the project or Rs. 10 the project whichever is less lacs whichever is less -do- C 70% of the cost of the 15% of the cost of Balance cost of project or Rs. 15/- lacs the project or Rs. 6 the project whichever is less lacs whichever is less -do- D 80% of the cost of the 10% of the cost of Balance cost of project or Rs. 10/- lacs the project or Rs. 3/- the project whichever is less lacs whichever is less -do-

Revised Loans & Building Grants RC/Grade of Chapter (New) RCs Grant from HQs Regional Council Contribution Own Resources of Chapters Loan from HQs Contribution - 70% of the cost of the project 20% - 10% Chapters 10% Grades A+, A, B 70% of the cost of the project C & D 80% of the cost of the project Minimum 5% of the Total of Regional cost of the project. Council and Chapter Contribution – 20% of the cost of the project. Minimum 5% of the Total of Regional cost of the project. Council and Chapter Contribution – 10% of the cost of the project 10% 1. The amount of 10% loan will be sanctioned from the Institute’s HQs for furnishing purposes after the construction activities of the building are completed. 2. The loan amount is to be repaid in 10 equal annual instalments and there is a one year moratorium period after the release of loan amount.

Existing Establishment Expenses Grade of Chapter Rent A B C D 80% of the actuals subject to maximum of Rs. 7500/- per month whichever is lower 90% of the actuals subject to maximum of Rs. 6000/- per month which-ever is lower 90% of the actuals subject to maximum of Rs. 5000/- per month which-ever is lower 100% of the actuals subject to maximum of Rs. 3000/- per month which-ever is lower Electricity Actuals subject to a maximum of Rs. 3000/ - per month whichever is lower Actuals subject to a maximum of Rs. 2000/ - per month whichever is lower. Actuals subject to a maximum of Rs. 1500/ - per month whichever is lower. Actuals subject to a maximum of Rs. 1000/- per month which-ever is lower. Telephone Actuals subject to a maximum of Rs. 1000/- per month whichever is lower Actuals subject to a maximum of Rs. 750/- per month which -ever is lower Actuals subject to a maximum of Rs. 750/- per month whichever is lower Property Tax Actuals etc. Insurance Actuals for risk coverage against building only Newspapers Actuals

Revised Reimbursement of Establishment Expenses Grade A+ A B C D Rent 80% of the Actual 90% of the Actual 100% of the Actual (Reimbursement will rent or Rs. 50, 000/ rent or Rs. 25, 000/ rent or Rs. 10, 000/ be restricted on pro- 50, 000/- - whichever is less rata basis for the whichever is less specified area of the premises for Chapter as per guidelines) Electricity Actual Expenses subject to a maximum of Rs. 5000/- per month Actual Expenses subject to a maximum of Rs. 4000/- per month Actual Expenses subject to a maximum of Rs. 3000/- per month Actual Expenses subject to a maximum of Rs. 2500/- per month Telephone Actual subject to a Actual subject to a a maximum of Rs. 3000/- per month 2500/- per month 2000/- per month 1500/- per month Property Tax, etc. Insurance Actual Expenses Actual for risk coverage against building, furniture and office equipments. Reimbursement for conducting Career Awareness Programme organized by RCs & Chapters Existing : Rs. 500/- per Career Awareness Programme or actual expenses whichever is lower Revised: Rs. 1500/- per Career Awareness Programme or actual expenses whichever is lower

Providing Computers, Printers, UPS, Laptop and LCD Projector to RC & Chapters Existing Guidelines i. A, B and C Grade Chapters are provided with Computers, Printers and UPS, provided they have their own offices and/or operating from rented premises. Revised Guidelines (i) All Regional Councils/Chapters would be provided with Computers, Printers and UPS provided they have their own offices and/or operating from rented premises. ii. The LCD Projector are provided to all A Grade (ii) Laptop, LCD Projector would be provided to all Chapters provided they have their own offices Regional Councils, A+, A, B, and C Grade Chapters and/or operating from rented premises with full provided they have their own offices and/or operating time staff working therein. from a rented premises. Request/requirement of D Grade Chapters shall be considered on need basis provided they have their own offices and/or operating from rented premises. However, in case the Chapter wants to have the second LCD Projector, the same shall be purchased from the Chapter’s funds. (iii) The Regional Councils and A+ and A Chapters may go for in‐house Web‐casting of seminars. This aspect may be considered by the IT Committee of the Institute.

Financial Grants & Reimbursements Existing Guidelines Revised Guidelines Development Grant (Rs. per student) Chapters Course RC A+ A B C D 60 Foundation 30/- 35/- 40/- 50/- 60/- 70 Executive 40/- 45/- 50/- 60/- 70/- 80/- RC A B C D Foundation 20 30 40 50 Executive 30 40 50 60 Library Grant One-time grant of Rs. 10, 000/- to equip the Library with new books. One-time grant of Rs. 50, 000/- and additional Rs. 10, 000/- for cup-boards for keeping the books be given to the Chapters under the Library Assistance Scheme on setting up of the Chapters. A further one time grant be given for upgrading the Library on revision of syllabus as per the decision to be taken by the TEFC.

Manpower Strength n Manpower Strength at Regional/Chapter Offices (Existing) Regional Office Chapter Offices A grade B grade C grade D grade § Officers Regular Contractual 05 02 01 - Total Staff Regular 07 01 01 - Staff Contractual 02 02 01 01 Total 12 05 03 02 01 Manpower Strength at Regional Office (Revised) Regional Officers Regular Contractual EIRC 05 - 07 01 13 NIRC 06 02 09 03 20 SIRC 05 - 07 03 15 WIRC 06 02 09 03 20

§ Manpower Strength at Chapter Office (Revised) Regional Officers Staff Total Regular Contractual A+ Grade 02 - 03 04 09 A Grade 02 - 01 03 06 B Grade 01 - 01 02 04 C Grade - 01 01 01 03 D Grade - - - 02* * Keeping in view that ‘D’ Grade Chapters are having less number of members and students, it will not be feasible for posting of regular employees initially. However, on stabilizing of the Chapter, the posting of regular employee can be considered on case to case basis. In addition, no regular employee will be posted if the Chapter is not operating from its own office or rented premises.

Activating The Non‐Active Chapters Existing Guidelines Revised Guidelines Efforts are made by Regional Councils & Chapters for activating the Non-active Chapters. Efforts should be made to activate all the Chapters so that proper and efficient services would be provided to all the stakeholders, viz. , students, members, etc. , and all the Chapters should send timely and proper accounts, MIS reports to the Institute’s Headquarters. Following Chapters are non-active: Regional Council Non-Active Chapters EIRC None NIRC Alwar, Amritsar, Karnal-Panipat, Varanasi and Yamuna Nagar SIRC None WIRC Dombivli It was decided that NIRC and WIRC may take up the matter in their respective Regional Councils and all out efforts should be made to activate these Chapters. To achieve this, Chairmen, Office bearers and other elected members of the Regional Councils should visit the Chapters frequently and meet the office bearers of the Chapter which will increase their morale for discharging the duties effectively. Further, where there is no Chapter or there is an inactive chapter and the number of students are more than 1000, the Institute may have its own office to provide services to the students and members directly under the control of the Institute’s Headquarters, Counsellors may be appointed at other places.

Widening the Reach of the Profession Existing Guidelines Revised Guidelines Presently there are 604 districts in 29 States and 6 Union Territories in India. The Institute has its presence in 72 cities through its 4 Regional Councils, 68 Chapters. Since it is not feasible to set up a Chapter in each city, Regional Councils and large Chapters were advised to identify members/teachers to act as Counsellors to ensure ICSI presence in all the cities/towns having a population of 5 lakhs and above. Currently there are 96 Counsellors. The reimbursement of expenses are made to the Counsellor towards organizing Career Awareness Programme on actual basis subject to the maximum of Rs. 1000/- per programme. Presently there are 604 districts in 29 States and 6 Union Territories in India. The Institute has its presence in 72 cities through its 4 Regional Councils, 68 Chapters. Since it is not feasible to set up a Chapter in each city, Regional Councils and large Chapters were advised to identify members/teachers to act as Counsellors to ensure ICSI presence in all the cities/towns having a population of 5 lakhs and above. Currently there are 96 Counsellors. The reimbursement of expenses be made to the Counsellor towards organizing Career Awareness Programme on actual basis subject to the maximum of Rs. 1500/- per programme.

n Status of Office Premises The status of the RCs/Chapters (as per existing gradation) having its own premises/functioning from rented premises, office/residence of office bearers(s) is stated under: Status of Premises Regional Offices No. of Chapters Grade-wise Break-up A B C D Owned 04 24 05 10 08 01 Rented - 39 02 04 23 10 Office/residence of Office bearer(s)/other - 05 - 01 - 04 04 68 07 15 31 15 Grand Total Note: The details are given in the Annexure.

Status of Chapters having its own premises/functioning from rented premises & functioning from premises of office bearer Chapters having its own premises Chapters functioning from rented premises Under EIRC Bhubaneswar Hooghly N. E. (Guwahati) Patna Under NIRC Ghaziabad Jaipur Kanpur Lucknow Under EIRC Dhanbad Jamshedpur Ranchi Under WIRC Ahmedabad Bhopal Under NIRC Agra Ajmer Allahabad Alwar Bareilly Bhilwara Chandigarh Dehradun Gurgaon Jodhpur Jalandhar Karnal-Panipat Kota Ludhiana Modinagar Meerut Noida Shimla Sonepat Srinagar Udaipur Under SIRC Calicut Palakkad Puducherry Salem Thrissur Thiruvananthapuram Tiruchirappalli Visakhapatnam Under WIRC Aurangabad Kolhapur Dombivli Navi-Mumbai Rajkot Raipur Thane NIL Under SIRC Bangalore Coimbatore Hyderabad Kochi Madurai Mangalore Mysore Under NIRC Amritsar Jammu Varanasi Yamunanagar Faridabad Remarks Nashik Goa Indore Nagpur Pune Surat Vadodara Chapters functioning from the premises of office bearers Chairman’s Office Vice-Chairman’s Office Under SIRC NIL Under WIRC NIL

The status of the RCs/Chapters (as per revised gradation) having its own premises/functioning from rented premises, office/residence of office bearers(s) is stated under: Status of Premises Owned Rented Office/residence of Office bearer(s) Grand Total: Regional Councils No. of Chapters Grade-wise Break-up - A B C D 24 03 02 02 11 06 39 - 02 04 04 29 05 04 A+ - NIL - 01 04 68 03 04 06 16 39 - 04

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