Directorate of Purchase, Administration & Regional Council/Chapter

Directorate of Purchase, Administration & Regional Council/Chapter

(P.K. Grover) Director

FUNCTIONS OF Dte. of Purchase, Administration & Regional Council/Chapter---------------------------------------------------------------------------------------------------------

Purchase Related Activities Estate Management & Refurbishing of

ICSI Buildings

General Administration

Regional Councils & Chapters

Purchase Related Activities 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.

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

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.

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 1st 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 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.

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 Strengtheningof

Infrastructure and Manpower Requirements of

Regional Councils/Chapters of ICSI

Effective From 1st 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 204th meeting held on 22nd 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)

ExistingGrade

NewGrade

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 1st 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

(on the basis of Students / Members strength as on 01-01-2012)(1/2)

REGION Chapter STUDENTS MEMBERS Existing Grade New GradeEIRC

Bhubaneswar 932 125 B CDhanbad 669 10 D DHooghli 532 137 B CJamshedpur 1173 25 C DNE-Guwahati 2080 77 C CPatna 2162 45 C CRanchi 1423 65 C D

NIRC

Agra 1415 86 C DAjmer 2484 25 C CAllahabad 1002 30 C DAlwar 810 17 D DAmritsar 270 19 D DBarielly 763 35 C DBhilwara 3657 49 C BChandigarh 1150 273 B BDehradun 798 34 C DFaridabad 2285 197 B CGhaziabad 3253 259 B BGurgaon 1845 870 A AJaipur 18313 478 A A+Jalandhar 692 50 C DJammu 241 18 D DJodhpur 5359 64 C AKanpur 1983 189 B CKarnal-Panipat 1127 33 C DKota 1558 19 D DLucknow 2775 177 B CLudhiana 1316 109 B CMeerut 694 44 C DModinagar 293 10 D DNoida 1442 459 A BShimla 258 11 D DSonepat 606 23 D DSrinagar 289 11 D DUdaipur 2655 73 C CVaranasi 1213 26 C DYamuna Nagar 185 8 D D

Existing Grade of Chapters vs. Revised Grade of Chapter Annexure-1

(on the basis of Students / Members strength as on 01-01-2012) (2/2)

REGION Chapter STUDENTS MEMBERS Existing Grade New GradeSIRC

Bangalore 7758 1351 A A+Calicut 222 31 C D

Coimbatore 2098 199 B C

Hyderabad 5159 1056 A A+

Kochi 545 135 B C

Madurai 552 52 C D

Mangalore 337 26 C D

Mysore 1377 43 C DPalakkad 231 18 D D

Puducherry 208 23 D DSalem 374 19 D D

Thiruvanthanpuram 784 95 C D

Thrissur 634 50 C D

Tiruchirapalli 344 27 C D

Visakhapatnam 652 45 C D

WIRC

Ahmedabad 6635 716 A A

Aurangabad 962 50 C DBhopal 1147 72 C D

Dombivili 1010 24 D D

Goa 754 74 C D

Indore 3570 224 B B

Kohlapur 1014 33 C D

Nagpur 2487 123 B C

Nasik 1420 46 C D

Navi Mumbai 1076 214 B C

Pune 6581 915 A A

Raipur 948 70 C D

Rajkot 1180 39 C D

Surat 2831 85 C CThane 4280 328 A B

Vadodara 1590 205 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)

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 07

- - - Hooghli Jamshedpur

- - - NE-Guwahati Ranchi

- - - Patna -

NIRC

Jaipur Gurgaon Bhilwara Ajmer Agra 30

- Jodhpur Chandigarh Faridabad Allahabad

- - Ghaziabad Kanpur Alwar

- - NOIDA Lucknow Amritsar

- - - Ludhiana Barielly

- - - Udaipur Dehradun

- - - - Jalandhar

- - - - Jammu

- - - - Karnal-Panipat

- - - - Kota

- - - - Meerut

- - - - Modinagar

- - - - Shimla

- - - - Sonepat

- - - - Srinagar

- - - - Varanasi

- - - - Yamuna Nagar

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 15

Hyderabad - - Kochi Madurai

- - - - Mangalore

- - - - Mysore

- - - - Palakkad

- - - - Puducherry

- - - - Salem

- - - - Thiruvanthanpuram

- - - - Thrissur

- - - - Tiruchirapalli

- - - - Visakhapatnam

WIRC

- Ahmedabad Indore Nagpur Aurangabad 16

- Pune Thane Navi Mumbai Bhopal

- - - Surat Dombivili

- - - Vadodara Goa

- - - - Kohlapur

- - - - Nasik

- - - - Raipur

- - - - Rajkot

TOTAL 03 04 06 16 39 68

Area of Premises of RCs & Chapters

Existing Guidelines Revised Guidelines

At present, there is no uniform Area for the Region/Chapter premises. However, Grants and loans are sanctioned as per the eligibility of the Region / Gradation of the Chapter.

Every Chapter of ICSI shall have its own premises and following minimum area in order to provide better and efficient services to the students & members

Regional Council/ Chapter with Grade

Area (Built up/Super Built up as per the agreement/ Architect’s Plan)

Regional CouncilsAs may be decided by the Council on

case to case basis.

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 1200 – upto 1500 sq.fts.

Standard Design of the Office Premises


-- 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

ChaptersGrade

A

60% of the cost of the project or Rs. 25/- lacs whichever is less

20% of the cost of the project or Rs. 15 lacs whichever is less

Balance cost of the project

-do-

B 60% of the cost of the project or Rs. 20/- lacs whichever is less

20% of the cost of the project or Rs.10 lacs whichever is less


-do-

C 70% of the cost of the project or Rs. 15/- lacs whichever is less

15% of the cost of the project or Rs. 6 lacs whichever is less


-do-

D 80% of the cost of the project or Rs. 10/- lacs whichever is less

10% of the cost of the project or Rs. 3/- lacs whichever is less


-do-

Revised Loans & Building Grants

RC/Grade of Chapter (New)

Grant from HQs Regional Council Contribution

Own Resources of Chapters

Loan from HQs

RCs Contribution - 70% of the cost of the project

20% - 10%

Chapters

Grades A+, A, B

70% of the cost of the project

Minimum 5% of the cost of the project.

Total of Regional Council and Chapter Contribution – 20% of the cost of the project.

10%

C & D 80% of the cost of the project

Minimum 5% of the cost of the project.

Total of Regional 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

A B C D

Rent 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



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 which-ever 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



Property Tax etc.

Actuals

Insurance Actuals for risk coverage against building onlyNewspapers Actuals

Revised Reimbursement of Establishment Expenses

Grade A+ A B C DRent(Reimbursement will be restricted on pro-rata basis for the specified area of the premises for Chapter as per guidelines)

80% of the Actual rent or Rs. 50,000/- whichever is less





Electricity Actual Expenses subject to a maximum of Rs. 5000/- per month

Actual Expenses subject to a maximum of Rs. 5000/- per month




Telephone Actual subject to a maximum of Rs. 3000/- per month

Actual subject to a maximum of Rs. 3000/- per month




Property Tax, etc. Actual ExpensesInsurance 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


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.

ii.The LCD Projector are provided to all A Grade Chapters provided they have their own offices and/or operating from rented premises with full time staff working therein.

(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) Laptop, LCD Projector would be provided to all Regional Councils, A+, A, B, and C Grade Chapters provided they have their own offices and/or operating 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


Development Grant (Rs. per student)Development Grant (Rs. per student)

CourseRC

Chapters

Course RC

Chapters

A B C DA+

A

B

C

D

Foundation

20 30 40 50 60 Foundation 30/- 35/- 40/- 50/- 60/- 70/-

Executive 30 40 50 60 70 Executive 40/- 45/- 50/- 60/- 70/- 80/-

Library Grant 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

Manpower Strength at Regional/Chapter Offices (Existing)

Officers Staff Total Regular Contractual Regular ContractualRegional Office 05 - 07 - 12Chapter Offices

A grade 02 - 01 02 05B grade 01 - - 02 03C grade - - 01 01 02D grade - - - 01 01

Manpower Strength at Regional Office (Revised)

Regional Office Officers Staff Total

Regular Contractual Regular Contractual

EIRC 05 - 07 01 13

NIRC 06 02 09 03 20

SIRC 05 - 07 03 15

WIRC 06 02 09 03 20

Regional Office Officers Staff Total

Regular Contractual 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* 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.

Manpower Strength at Chapter Office (Revised)

Activating The Non‐Active Chapters


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


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.

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

Grand Total 04 68 07 15 31 15

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

Chapters functioning from the premises of office bearers

Remarks

Under EIRC Under EIRC NIL Bhubaneswar DhanbadHooghly JamshedpurN.E. (Guwahati) RanchiPatnaUnder NIRC Under NIRC Under NIRCGhaziabad Agra Amritsar Chairman’s OfficeJaipur Ajmer Jammu Vice-Chairman’s OfficeKanpur Allahabad Varanasi Chairman’s OfficeLucknow Alwar Yamunanagar Chairman’s Office Bareilly Faridabad Chairman’s Office

BhilwaraChandigarhDehradunGurgaonJodhpurJalandharKarnal-PanipatKotaLudhianaModinagarMeerutNoidaShimlaSonepatSrinagarUdaipur

Under SIRC Under SIRC Under SIRCBangalore Calicut NILCoimbatore PalakkadHyderabad PuducherryKochi SalemMadurai ThrissurMangalore ThiruvananthapuramMysore Tiruchirappalli

VisakhapatnamUnder WIRC Under WIRC Under WIRCAhmedabad Aurangabad NIL

Bhopal Kolhapur

Dombivli Nashik

Goa Navi-MumbaiIndore Rajkot Nagpur RaipurPune Thane SuratVadodara

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 PremisesRegional Councils

No. of Chapters

Grade-wise Break-up

A+ A B C D

Owned04

24 03 02 02 11 06

Rented-

39 - 02 04 04 29

Office/residence of Office bearer(s)

-05 - NIL - 01 04

Grand Total: 04 68 03 04 06 16 39

Thank You

Documents

Directorate of Purchase, Administration & Regional Council/Chapter