HANDLOOM EXPORT PROMOTION COUNCIL

(Ministry of Textiles, Govt. of India)

No. 34, Cathedral Garden Road,
Phone : 044-28278879 / 28276043,
Chennai – 600 034.
Nungambakkam,
Phone : 044-28278879 / 28276043,
Fax : 044-28271761,
E.mail : hepc@hepcindia.com,
Website : www.hepcindia.com,
MOT Website : www.ministryoftextiles.gov.in
HEPC/ADMIN/AGM/17  Dt. 01.09.2017

NOTICE

All Members of the Council

Sir/Madam,
Sub: Election to the Executive Committee of the Council – Reg.

*******

Election of members to the vacant posts in the Executive Committee of the Council will be held during the 48th Annual General Meeting at 12.00 noon on Friday, 22nd September 2017 at Conference Hall of the Council’s premises.

S.No. Product Groups No. of Vacancies to be filled
1 Handloom Floor Coverings 3
Total 3

The procedure laid down in clause37(g)&(h) and or the relevant clauses of the Articles of Association and Election Rules of the Council will be followed in the conduct of election.

The guidelines and proforma of Schedule–I,II, Proxy and Summary of election programme are enclosed herewith.

Thanking you,
Yours sincerely,

(Rajesh Kumar Sahu)
Executive Director

Encl : As above.

 

GUIDELINES TO MEMBERS  FOR CONTESTING / VOTING TO THE EXECUTIVE COMMITTEE OF THE  COUNCIL AT THE TIME OF A.G.M.ELIGIBILITY TO CONTEST AS EXECUTIVE COMMITTEE MEMBER

    • 1. Candidates shall be a member of HEPC. (Registered Textile Exporter (R.T.E.) are not members with in the meanings of the Companies Act ,and hence not eligible to contest the election).
    • 2. In the case of Small Scale Industries. the candidates shall have total Turnover of Exports atleast Rs.50 Lakh for the last three consecutive financial years and at least Rs.10 lakh per financial year.  In the case of other candidates, (other than S.S.I), the total export Turnover of atleast Rs.2 Crore for the three consecutive financial years and atleast Rs.40 Lakh per financial year.
    • 3. The member whose Export Turnover is not less than 51% of a particular Product Group alone is eligible to contest in the vacancies existing in that product group.
    • 4. Candidates whose Export Turnover is more than 51% in one Product Group cannot contest the election in any other product groups where his Export Turnover is less than 51%.
    • 5. He should be other-wise eligible under these regulations to contest for elections.
    • 6. A retiring Committee Member can also file the nomination for re-election provided he is other-wise eligible as indicated above.

THE PROCEDURE FOR NOMINATION

    • 1. A candidate should give a notice in writing under his hand in the format schedule I signifying his candidature for the Office of Committee Member or the intention of such member propose him as a candidate for that office as the case may be shall be left at the Registered Office of the Council not later than 14 days before the meeting. The candidature shall be proposed by any other member of the Council. Other procedures for election shall apply mutatis mutandis to the re-election of the retiring member also.
    • 2. Nomination should specify the Product Group under which member concern adopts to stand for election. A member shall not be eligible to seek election for more than one product group.
    • 3. The Nomination shall be filed in complete shape with necessary documents and submit to the Council before the stipulated 14days time. The nomination should be sent to the Council addressing the Returning Officer.
    • 4. Any nomination received after the time limit will be outrightly rejected.

PROCEDURE FOR SCRUTINY AND ELECTION

    • 1. The nominations shall be scrutinized by the Returning Officer on the next working day after the last date for receipt of the nominations. A candidate or any person holding his authorisation on his behalf in the form prescribed in Schedule II to these Rules shall be entitled to be present at such scrutiny.
    • 2. Any nomination paper which does not comply with the requirements prescribed under these Rules or the Articles shall be rejected as invalid. The decision of the Returning Officer in regard to the validity or otherwise of the Nomination papers is final subject to arbitration under provisions of clause 53 of the Articles of Association.
    • 3. A candidate may withdraw his nomination by intimation in writing to the Returning Officer which should reach the Returning Office not later than the third working day after the date of scrutiny of nominations.
    • 4. The Council shall notify the valid nominations through two leading newspapers (1-English, 1local vernacular language) having wider circulation in the place where the registered office of the Council is located or publish the same on the official website of the Council. Such publicity shall be given not less than 7 days before the meeting to conduct the election.

PROCEDURE  FOR  COUNTING  AND  DECLARATION  OF  RESULTS

  • 1. The facility of casting the votes by the members using an electronic voting system from a place other than venue of the AGM (“remote e-voting”) will be provided by National Securities Depository Limited (NSDL).
  • 2. The facility for voting through e-voting system shall be made available at the AGM and the members attending the meeting who have not cast their vote by remote e-voting shall be able to exercise their right at the meeting.
  • 3. The members who have cast their vote by remote e-voting prior to the AGM may also attend the AGM but shall not be entitled to cast their vote again.
  • 4. The e-voting period commences on Tuesday, September 19, 2017 (9.00 a.m. IST) and ends on Thursday, September, 21, 2017 (5.00 p.m. IST) (both days inclusive). During this period, the eligible members may cast their vote electronically. The process and manner for e-voting is available at our Website. The e-voting module shall be disabled for voting thereafter. Once the vote on a resolution is cast by the Member, the Member shall not be allowed to change it subsequently.
  • 5. The Executive Committee has appointed Mr. N.A. Srinivasan, Advocate & Corporate Consultant (FCS 7257 and Enrolment No. MS. 2065/2006) as the Scrutinizer to scrutinize the e-voting process in a fair and transparent manner.
  • 6. The Scrutinizer shall immediately after the conclusion at the general meeting, first count the votes cast at the meeting, thereafter unblock the votes cast through e-voting in the presence of at least two witnesses who are not in the employment of the Council and within a period not exceeding three (3) days from the conclusion of the meeting make a consolidated Scrutinizer’s Report of the total votes cast in favour or against, if any, to the Chairman or person authorized by the Chairman in writing for counter signature.
  • 7. The Result shall be declared either by the Chairman or by an authorized person of the Chairman.
  • 8. Immediately after declaration of result, the same shall be placed along with the Scrutinizer’s Report on the Council’s website and on the website of NSDL.

SCHEDULE – I

To
The Returning Officer,
The Handloom Export Promotion Council,
No. 34, Cathedral Garden Road,
Nungambakkam,
Chennai – 600 034.

Dear Sir,

We propose Shri/Smt. ……………………………………………………………….. for election as a member of the Executive Committee of the Handloom Export Promotion Council,Chennai600034,undertheproductgroup…………………………………………………………………

Yours faithfully,
Signature of Proposer …………………………………………..
Name of Proposer in block letters
For and on behalf of
………………………………………….
………………………………………….

 

 

 

 

 

 

Note : The Candidate can propose himself, in which case the Candidate must delete the word proposer above and sign instead as the candidate.

Declaration by the Candidate :

I ……………………………….. son/daughter of ……………………………… do hereby solemnly declare that (i) I fulfill (the organisation I am duly representing fulfils) all the qualifications set out in clause 36 (d) of the Articles of Association of the Council for being elected as a member of the Executive Committee and (ii) I agree to the above nomination.

  1. Name of the member firm ………………………………………………………
    (if applicable)
    and membership number ………………………………………………………
  2. 2.Address of the candidate ………………………………………………………………………………………………………………………………………………………………………………………………………………………………
      1. 3. If in the SSI Sector, please furnish a true copy of the SSI certificate for Registration.
      2. 4. Export turnover of handloom products for the last three consecutive financial years referred in clause 36(d) of the
        Articles.Total Turnover of handloom products for the last three consecutive years inRs. …………………………………………. I yearRs. …………………………………………. II yearRs. …………………………………………. III year

(Please produce evidence of the same, duly certified by a Chartered Accountant)

      1. 5.Whether turnover of the product group is not less than 51% of the turnovers above

(Product Group turnover in Rs.)

I  year       ………………………………………………………………

IIyear ………………………………………………………………

III year ………………………………………………………………

(Please produce evidence of the same, duly certified by a Chartered Accountant) I solemnly declare that the declaration made above and all the above statements are true to the best of my knowledge.

Signature :
Date :

Place :

SCHEDULE – II

AUTHORISATION

I hereby authorise Shri./Smt ………………………………………………….. to be present on my behalf at the Scrutiny of nomination paper / counting of votes for the election of the Executive Committee of the Handloom Export Promotion Council.

Name:

Serial Number of

Membership Certificate :

Date :

(Signature)

THE HANDLOOM EXPORT PROMOTION COUNCIL

Registration Cum Membership Certificate (RCMC) No. …………………………….

State : ………………………………………………………………………………………………….

I/We……………………………….of………………………..……being a member of the HEPC hereby appoint…………………………………….……..of………………..…..…….or failing him………..…………..…..of…………………………as proxy to vote on my/our behalf at the Annual General Meeting of the Council to be held on the……………………..……date of……………………..and any adjournment thereof.
This proxy form is to be issued in favour of / against the Resolution No. ……… unless otherwise instructed the proxy will vote as he thinks fit.
Signed at this ……………………. date of ………………. 2017

Seal :                                                                      Signature

Affix
Revenue
Stamp

 

 

 

Note: The proxy must be lodged so as to reach the Registered Office of the Council not less than forty eight hours (excluding holidays) before the time for holding the aforesaid meeting.

Instructions: All blanks must be filled up, including the RCMC No.

HANDLOOM EXPORT PROMOTION COUNCIL, CHENNAI

Annual General Meeting

SUMMARY OF ELECTION PROGRAMME

Last date and time for receipt of nominations Thursday07.09.2017 upto 05.00 PM
Date and time for scrutiny of nominations Friday08.09.201712.00 Noon
Last date and time for withdrawal of nominations Tuesday12.09.2017 upto 05.00 PM
Publication of final list of Candidates on Website Wednesday13.09.2017
Last date and time for lodging proxy Saturday16.09.201705.00 PM
Inspection of instrument (proxy) Monday18.09.2017From 12.00 Noon
Date and time of poll (through e-voting) Tuesday, Wednesday and Thursday19.09.2017, 20.09.2017and 21.09.201709.00 AM – 05.00 PM
Declaration of results Friday22.09.201712 Noon