Manual – I : The Particulars of Punjab Land Records Society, Functions & Duties

Name of Organization :  Punjab Land Records Society, Jalandhar

The Punjab Land Records Society, Jalandhar whose Head Quarter is in the office of the Director Land Records of Punjab, Kapurthalla Road, Jalandhar. It was set up in the year of 2003.  The objectives and functions of the society are given in the Memorandum of Association of Punjab Land Records Society (Annexure-1).

The following is the Structure of the Organization :

1.      Governing Council

Governing Council (GC):

(a)        The Governing Council (GC) shall be the Apex Body and source of all powers, functions and activities of the Society.

(b)        The Governing Council will consist of following members of the Punjab Land Records Society. 

2.      Board of Management

3.      Executive Committee

4.       District Implementation Committee

The Minister of Revenue & Rehabilitation, Punjab is ex-officio Chairperson of the Governing Council and Board of Management. The Financial Commissioner of Revenue is ex-officio of Vice Chairperson of Governing Council and Board of Management of Punjab Land Records society and Director of Land Records, Punjab is the Member Secretary of the Society. The detailed roles and functions of Governing Council, Board of Management and District Implementation committee are given at Annexure – II.

Manual – II : Powers and duties of its officers and employees

1.                  Power and functions of the Governing Council:

Subject to the Memorandum of Association and these Rules, but without prejudice to the generality of powers, the Governing Council (GC) shall have the full functional autonomy and shall exercise the following powers and carry out the following functions inter-alia:

(a)               The Governing Council (GC) shall be the Apex Body of the Society.

(b)               The Governing Council (GC) shall be vested with the general superintendence, direction and control of the affairs of the Society and of its income, expenditure, assets & liabilities.

(c)                The Governing Council (GC) may issue directions for the formulation of overall plans and policies of the Society with an aim to improve the delivery system of revenue services of the State of Punjab. 

(d)               The Governing Council (GC) shall consider and approve the overall policies of the society on the recommendations of the Board of Management (BoM).

(e)               The Governing Council (GC) shall consider and approve the annual budget of the society on the recommendations of the Board of Management (BoM).

(f)                 The Governing Council (GC) shall consider and approve the annual reports of the society on the recommendations of the Board of Management (BoM).

(g)               The Governing Council (GC) shall consider and approve the appointment of Auditor of the society on the recommendations of the Board of Management (BoM) of the Society.

(h)               The Governing Council (GC) shall approve the rules & amendments therein for the fulfillment of the objects of the Society on the recommendations of the Board of Management (BoM).

(i)                 The Governing Council (GC) shall approve the acquisition and alienation of immovable Property by the society.

(j)                 The Governing Council (GC) may co-opt members of the Society on the recommendations of Board of Management (BoM).

(k)                With the approval of its Governing Council (GC), the Society may accept contributions from statutory bodies created under the Acts of Parliament or of the State Legislature, the national and International organizations, NRIs, industry etc. for the furtherance of the objects of the Society.

(l)                 The contribution may also be accepted from Private bodies and individuals with the approval of its Governing Council (GC).

(m)             The Governing Council (GC) may accept the resignations of the non-official members.

(n)               The Governing Council (GC) may approve the awards and rewards to the officials/ persons connected with the affairs of the society on the recommendations of Board of Management (BoM).

2.             Powers & Functions of Board of Management (BoM):

Subject to the Memorandum of Association and these Rules, but without prejudice to the generality of powers, the Board of Management (BoM) shall have the full functional autonomy and shall exercise the following powers and carry out the following functions inter-alia:

(a)               Shall be responsible for the overall administration and control of the Society and take all decisions necessary for this purpose.

(b)               Shall recommend the Governing Council (GC) for the general superintendence, direction and control of the affairs of the Society and of its income, expenditure, assets & liabilities.

(c)                Shall formulate and recommend to the Governing Council (GC) on the overall plans and policies of the Society with an aim to improve the delivery system of revenue services of the State of Punjab. 

(d)               Shall formulate and recommend to the Governing Council (GC) on the plans, policies, annual budget, annual reports and appointment of Auditor of the society.

(e)               Shall formulate and recommend to the Governing Council (GC) on the rules & amendments therein for the fulfilment of the objects of the Society.

(f)                 Shall formulate the project based contract positions, their qualifications and remunerations and conditions of service subject to the instructions of the State Government from time to time.

(g)               Shall delegate, to such extent as it may deem necessary, any of its powers to any Officer or the Committees to be constituted.

(h)               Shall recommend the Governing Council (GC) on the acquisition and alienation of immovable Property by the society.

(i)                 Shall formulate and fix the user charges/ facilitation charges subject to the instructions of the State Government from time to time.

(j)                 The Board of Management (BoM) may review the progress of the implementation of the project at any stage.

(k)                Shall formulate the Quality Policy, for the Society.

(l)                 Shall recommend the Governing Council (GC) on co-option of members of the Society.

(m)             For the implementation of the policies, plans, and programmes approved by Governing Council (GC), the Board of Management (BoM) shall take all decisions relating to the administration, management, working and control of the Society.

(n)               The Board of Management (BoM) shall sanction expenditure for the execution of plans, and programmes of the Society

(o)               The Board of Management (BoM) may appoint Committees or Sub-Committees, by whatever name called, comprising member(s) of the Society and such outside experts and officers of the Society as may be nominated by it for specific tasks, for the disposal of any of its business or for tendering advice on any matter pertaining to the administration and management of the Society.

(p)               Consider, frame and issue detailed regulations, instructions, guidelines, procedures and processes from time to time in conformity with the statues and rules for the fulfilment of the objects of the society.

(q)               To authorize any change of procedure, limits, delegation etc. in the operation of the funds of the Society. 

(r)                Authorize the collection, payments and user charges to be charged from the general public for the delivery of revenue services on behalf of Revenue and other Departments and agencies and transfer/ utilize the same in the manner prescribed.

(s)                Fixation of remuneration and other TA/DA charges for members of various Committees and special invitees, while attending the meetings of the various Committees.

(t)                 Consider and approve eligibility conditions, duration, selection process etc for various types of service providers, vendors, resources including system integrators, developers, stake holders, financial collaborators, public-private partners, franchises, implementers, executors of the various e-Governance initiatives and other citizen services.

(u)               Consider and frame the proposals, Request For Proposal (RFP) and other documents for the approval of the competent authority to achieve the objects of the society

(v)                Consider and approve norms, guidelines and terms and conditions and service level agreements with stakeholders and franchises to establish service delivery Centres and to add to or amend them from time to time.

(w)              To handle the projects on job-work and/or outsourcing basis for the Society, lay down terms and conditions and method of hiring such human and other Information Technology resources.

(x)                Acquire by gift, purchase, exchange, lease, hire or otherwise any property, movable or immovable, and to construct, improve, alter, demolish or repair buildings, spaces, works and constructions as may be necessary or convenient for carrying out the activities of the Society.

(y)                Negotiate, enter into and/or make contracts & deeds on behalf of the Society. 

(z)                To enter into  legal and corporate agreements for and on behalf of the society and to sue and defend all legal proceedings on behalf of the society;

(aa)           Solicit and receive grants, gifts, donations or other contributions from the Central Government, State Government, user charges, cess, contributions, fee and funds in any other forms, provided it is approved by the Executive Committee;

(bb)           Recommend cases for obtaining Technical Sanction (TS) to the competent authority i.e. Empowered Committee on Computerisation in the Department of Information Technology, Government of Punjab.

(cc)            Do all such acts and things as are incidental or conducive to the discharge of the functions and attainment of any of the objects of the Society

3.           Powers, Functions & Responsibilities of the Member Secretary:

(a)         The Member-Secretary of Governing Council shall act as the Member-Secretary of the Punjab Land Records Society and  will act as the Chief Executive Officer of the society.

(b)         The Member-Secretary shall be responsible for the day to day functioning of the society and for providing the revenue services relating to land records to the people.

(c)          The Member-Secretary shall be responsible for implementing/ executing all decisions of Governing Council (GC), Board of Management (BoM) and Executive Committee. He shall also be responsible for implementing the directions of Empowered Committee on Computerisation and Punjab State e-Governance Society. 

(d)         The Member-Secretary shall be responsible for implementing the Service Level Agreements (SLAs) in providing the revenue services relating to land records to the people

(e)         The Member-Secretary will record the proceedings of the meetings of the Society and of the Governing Council and maintain a proper record of these meetings in accordance with the provisions of the Bye-laws of the Society.

(f)           The Member-Secretary shall be responsible for and the custodian of all the records pertaining to the Society, the funds of the Society & such other property of the society as the Governing Council (GC) or the Board of Management (BoM) may commit to his charge.

(g)         The Member-Secretary shall have the accounts maintained in such manner as prescribed under the rules of the society and the instructions of Government from time to time.

(h)         The Member-Secretary shall arrange for the annual audit in accordance with the provisions in the Rules and Byelaws of the Society.

(i)           The Member-Secretary shall have such other powers & perform other duties as may be delegated or assigned to him by the Governing Council, Board of Management and Executive Committee.

(j)           The Member-Secretary may delegate any of his powers to any of his subordinate with the approval of the Board of Management.

(k)          The Member-Secretary shall manage the projects, properties or the moneys of the society, manage accounts, execute all contracts on behalf of the society and receive funds for the society through Government budget allocation, donations, grants-in-aid, contributions and raising money whenever required as per approval of the Governing Council (GC).

(l)           The Member-Secretary shall prepare the budget relating to the administrative expenses of the Society and Committee such as office expenditure, expenditure on TA/DA of the members and staff which shall be a legitimate charge on the fund.

(m)       The Member-Secretary shall represent the society in all its legal matters jointly or through any authorized representative.

(n)         To do all acts, deeds and things necessary for carrying out his functions as Member-Secretary.

(o)         In the event of the post of the Member-Secretary remaining vacant or the Member-Secretary being absent or unable to perform his duties or any reason, it shall be open for the Governing Council (GC) to direct any Officer or Officers in the service of the Society to exercise temporarily such powers & perform such functions and duties of the Member-Secretary as the Governing Council (GC) may deem fit.

(p)         The Member Secretary shall be responsible for the proper day to day administration of the Society. All other staff of the society shall be subordinate to the Member-Secretary. The Member-Secretary shall carry out the general correspondence in connection with the work assigned to him/ her by the Governing Council (GC), Board of Management (BoM) or the Executive Committee from time to time.

(q)         The Member-Secretary of Board of Governor shall hire & fire the manpower for the society and other staff in accordance with Rules, regulations and bye-laws of the Society.  The Member-Secretary shall represent the society in all its legal matters jointly or through any authorized representative.

(r)          The Member-Secretary shall be responsible for the training and execution of all IT and e-Governance projects as approved by the Governing Council (GC), Board of Management (BoM) or the Executive Committee.   

4.            Executive Committee

(a)                There shall be an Executive Committee of the society, which shall comprise of the following members:

(b)             The Executive committee shall be responsible for day-to-day functioning of the society and shall perform all such additional functions as authorized by the Governing Council or Board of Management (BoM) as the case may be from time to time.

(c)             The Executive Committee shall exercise such other powers as delegated to it by the Governing Council (GC) or Board of Management (BoM).

(d)             In case of urgency, the Executive Committee shall take the decision and get the same ratified from the Board of Management (BoM) or Governing Council, as the case may be in the next meeting of the same.  

(e)             The Executive Committee may further delegate any of its powers to Member Secretary of the Society.

5.      District Implementation Committees.

(a)               There shall be a district level implementation committee for each revenue district of the state who shall be responsible for the implementation of all decisions taken by the Governing Council/ Board of Management / Executive Committee of the society.

(b)               The members of the Implementation Committee shall be the following;

(c)                The Deputy Commissioner shall be the ex-officio President of the District Implementation Committee.

(d)               He shall manage all the project, properties or the money under the fund, manage accounts, execute all contracts on behalf of the Society and receive funds for the Society through user charges, donations, grants-in-aids, contribution and raising money, whenever required.

(e)               The Implementation committee shall submit to the Member Secretary all such accounts and action taken reports as desired by the Governing Council / Board of Management / Executive Committee from time to time.

(f)                 District Implementation Committee can also submit any proposal/project as per the objectives and aims of the Society for approval from Board of Management/Executive Committee and it shall be responsible to implement all such projects/proposals after approval.

Manual – III : The Procedure followed in the decision making process, including channels of supervision and accountability.

Member Secretary of Punjab Land Records Society is responsible for day to day functioning of the society and for providing the revenue services relating to the land records to the public. He is responsible for implementing/executing all the decisions of the Governing Council, Board of Management & Executive Committee. He is also responsible for implementing the directions of the Empowered Committee on Computerization and Punjab State E-Governance Society. He is responsible for preparing various agenda items to be placed before, after the prior approval of Vice Chairperson of the Society, Governing Council, Board of Management and Executive Committee for their decisions from time to time. Member Secretary is responsible to get the decision implement. The detailed duties & responsibilities of Member Secretary are given at Para 23  of Annexure – II.

Subject to the Memorandum of Association and Rules, the Board of Management have the full functional autonomy who is responsible for the overall administration and control the Society and take all the decisions necessary for the purpose. The Board of Management recommends the

 Governing Council for the General Superintendent, directions and control of the affairs of the Society and of its income, expenditure, assets & liabilities. Board of Management formulate and recommend to the Governing Council on the plans, policies, annual budget, annual reports and appointment of the auditors of the society. It also formulates and fix the facilitation charges subject to the instructions of the State Government from time to time. It takes all decisions relating to the administration, management working and control of the Society for the implementation the policies, plans & programmes approved by the Governing Council. The detailed functions of Board of Management at para 22.

The Governing Council is vested with the General Superintendent, directions and control of the affairs of the society and of its income, expenditure, assets & liabilities. It also issues directions for the formulation of overall plans and policies of the Society with an aim to improve the delivery of system of revenue services of the State of Punjab.

There is also Executive Committee of the Society which is responsible for the day to day functioning of the Society and perform all such additional functions as authorized by the Governing Council. The Executive committee exercises such all other powers as delegate to it by the Governing Council and Board of Management. In case of emergency, the Executive Committee takes decisions and get the same ratified from the Board of Management or the Governing Council as the case may be. The Executive Committee can further delegate its power to the Member Secretary of the Society.

District Implementation Committee of the Society whose president is Deputy Commissioner of the District submit to the Member Secretary all such accounts and action taken reports as desired by the Governing Council/Board of Management/ Executive Committee from time to time. It can also submit any proposal of the project and aims of the society for approval from the Board of Management/Executive Committee and responsible to implement the same after approval.

Manual – IV : Norms of the Organization

     &

Manual – V : The rules, regulations, instructions, manual & records held by or under its control or used by its employees for discharging its functions.

1.      MEMORANDUM OF ASSOCIATION

Preamble

The primary objective of the Punjab Land Records Society (PLRS) is to oversee, monitor the implementation of computerization and digitization of Land Records and related documents in Punjab for the overall benefit of the citizens and to provide Land Records related services through multiple common access infrastructures like Sukhmani Centres to the public. This Society is a State level body being constituted specifically to manage the Land Records in all its dimensions and would work under the overall policy framework of Punjab State E-Governance Society (PSEGS).

The matter of “Punjab Land Records Society” (PLRS) at Jalandhar here in after referred to as the Society:-

1.(a)               Name-

The name of the society shall be “Punjab Land Records Society”.

(b)  Office-

The registered office of the society shall be situated in the Office of the Director of Lands Record, Kapurthala Road, Jalandhar.

2. A.               OBJECTS AND FUNCTIONS

(i)                     To take all necessary steps to promote efficiency, reduce delays; enhance accountability, transparency and objectivity in the management of Land Records and related documents.

(ii)                    To formulate strategies, policies, plans and to assist the management of Land Records in an effort to provide efficient and prompt services to the public multiple common access infrastructure like Sukhmani Centres in matters relating to land and revenue, through the use of Information Technology and related fields

(iii)                  To lay down the necessary administrative, financial legal and technical framework and resources for the IT enabled Land Records Management and related Services.

(iv)                  To undertake the necessary administrative reforms required to accomplish the objectives of good governance through IT or otherwise.

(v)                   To promote, investigate, establish, execute, install, maintain, manage and Administer projects in Information Technology aimed at meeting the requirements of the State Government to provide IT related services to the public and stakeholders in matter relating to the land and revenue.

(vi)                  To establish, create and maintain a broad based data system and database of the landowners and related stakeholders of Land and Revenue System.

(vii)                To establish and to maintain a technical library and information centre/data centre and to collect and to collate information, data regarding land, types of land, land use, irrigation, urbanization, crops, rural development, etc

(viii)               To undertake or sponsor studies relating to land and revenue system and information technology so as to make it more efficient, effective and in time with the emerging trends Nationally and Internationally;

(ix)                  To implement the project as per the Policies, State Technical Standards (STS), Guidelines,  IT Architecture and IT rules and regulations laid down by the Department of Information Technology (DoIT) and Punjab State E- Governance Society (PSEGS) from time to time.

(x)                   To workout revenue models and modalities for providing Land Records Management and related services through use of IT on a public-private partnership model for its self-sustainability and to encourage private sector initiative in IT related infrastructure and services. 

(xi)                  To ensure and maintain the Standard of Service as per the Service Level Agreements between Punjab State Land Records/E-Governance Society, District level Information Technology Sukhmani Society, franchisees, Financial Institutions and the government.

(xii)                The citizen services at the user end would be provided in an integrated manner through common service delivery channels, which could be set up by any agency.

(xiii)               To devise such ways and means of providing land and revenue related services to public and stakeholders with the aim to reduce their difficulties, time and efforts;

(xiv)              To create and maintain Management Information System (MIS) & ‘Decision Support System (DSS)’ to the State and Central Governments in matters relating land and revenue so as to provide them vital inputs in formulating plans and policies;

(xv)                To sponsor, coordinate or promote research programs on its own or in collaboration or other arrangements with National and International agencies/bodies in the field of land and revenue and Information Technology;

(xvi)              To advise the State Government, Central Government, Municipal Corporation, Finance Department, Revenue Department, Local Bodies, Semi Government Agencies and all such revenue collection agencies of the State Government and Central Government in all matters pertaining to land and revenue, Information Technology and related areas;

(xvii)             To provide such infrastructure and all other related support and Technical services to the State Government and its Departments in general and Revenue Department in particular;

(xviii)           To liaise cooperate and affiliate as and when necessary with other similar, Institution, agencies, associations or bodies in India and/or abroad for the alignments and the above objectives;

(xix)              The Information technology projects and processes shall be done by the society as per the technical parameters approved by the state e-governance society and decisions taken in the e-governance society will apply wherever these are relevant for implementation in the Information Technology projects of Lands Records.

(xx)                To workout and recommend the service fee or user charges that could be charged from the end customers for the approval of the competent authority over and above the prescribed/ statutory fee for providing the services through multiple service delivery channels.

(xxi)              To chalk out detailed procedures for the collection of revenue for the Citizen services provided through multiple service delivery channels, to transfer the revenue in to the accounts of the Punjab Land Records Society as per the policy guidelines of Department of Revenue and Rehabilitation Punjab

(xxii)             To keep detailed account of the revenue collected, expenditure and the transactions.

(xxiii)           Regular reconciliation of bank accounts between all stakeholders and the Punjab Land Records Society.

(xxiv)           To decide upon and approve the recommendations of the District Level Societies.

(xxv)            To take all means for the safety and security of Land Records data and to lay policies procedures guidelines and rules for achieving the objectives of security and authentication.  This would include use of digital signatures and public key infrastructure.

(xxvi)           To take all the steps necessary to fulfil the objectives of good governance for the overall benefit of the citizens and public in the State of Punjab. To do all such other lawful things as may be necessary, incidental or conducive to the attainment of the above objects.

(xxvii)         To hire professionals, consultants and other specialized agencies as found necessary for efficient handling and conduct of the business of the society.

(xxviii)        To co-ordinate with the Punjab State E-Governance Society (PSEGS) and district level societies in the pursuit of the objectives of the society.

(xxix)           To undertake any function as entrusted by the State Government from time to time;

2. B.       The objects incidental or ancillary to the attainment of the above main objects are:

i) to buy, sell let on hire, repair, import, export, lease, trade and otherwise deal in all kinds of machinery component parts, accessories and other goods, material spare parts and fitting which can be profitably dealt with in connection with the business of installation and operation of the Society’s goods.

ii) to recruit and employ personnel on contract as may be found necessary for efficient handling and conduct of the business of the Society;

 iii) to obtain licenses, certificates and privileges for all purposes from all persons, local authorities and the Central and State Government, to renew the same and transfer the same in favour of any person or authorities;

iv) to enter into agreements and contracts with Indian and/ or foreign individuals, companies or other organizations for transfer, sale, purchase of equipment and for technical, financial or any other assistance for carrying out all or any of the objects of the Society;

 v) to enter into partnership; or into any agreements for sharing profits, union  of interest, co-operation joint venture, reciprocal concessions or otherwise with any person, firm, society or company carrying on or engaged in, or about to carry on or engage in any business or undertaking or transaction which may seem capable to being carried on or conducted so as to directly or indirectly benefit the Society;

vi) to enter into any agreement with any Government authorities (Municipal local or otherwise) or any corporations, companies, or persons which may seem conducive to the Society’s objects or any of them and to obtain from any such Government authorities, corporations, companies, societies or persons any contracts, rights, privileges and concessions which the Society may think desirable and to carry out, exercise and comply with any such contracts rights, privileges and concessions;

vii) to obtain any Act of Central or State Legislature, provisional order, license of autonomous bodies or authority for enabling the Society to carry out any of its objects into effect, or for effecting any modification of the Society’s constitution, or for any other purposes which may seem expedient and to oppose any proceedings or application which may seem calculated directly or indirectly to prejudice the Society’s interest;

viii) generally to purchase, take on lease or in exchange, hire or otherwise acquire any real or personal property; and any rights or privileges which the Society may think necessary or convenient with reference to any of its objects or capable of being profitably dealt with in connection with any of the Society’s property or rights for the time being and in particular any land, buildings, basements, licenses, patents, trade marks, machinery, plant and stock in trade.

ix) to lend or deposit moneys belonging to or entrusted to or at the disposal of the Society to such society or company and in particular to customers and others having dealings with the society with or without security, upon such terms as may be thought proper and to guarantee the performance of contracts by such persons or company provided that the Society shall not carry on banking business as defined in Banking Companies Regulation Act, 1949;

x) to borrow and raise money with or without security or to receive money and deposit on interest or otherwise in such manner as the Society may deem fit;

xi) to draw, issue, accept and to endorse discount and negotiate promissory notes, hundies, bills of exchange, delivery orders, warrants, warehouse, keeping, certificates and other negotiable or commercial or mercantile instruments connected with the business of the Society;

xii) to establish and maintain any agencies in India for the conduct of the business of the Society;

xiii) to procure the registration or other recognition of the Society in any State or place in India and to open and keep a register or registers as may be deemed necessary and expedient to do so;

xiv)   to apply for tender, purchase or otherwise require any contracts and concessions for or in relation to the construction, execution, carrying out equipment, improvement, management, administration or control of improvement, management, administration or control of works and conveniences and to undertake execute, carryout, dispose of or otherwise turn to account the same;

xv) to buy, lease or otherwise acquire lands, buildings and any other moveable or immovable properties on such terms and conditions the Society may think fit;

xvi) to improve, manage, work, develop, alter, exchange, lease, mortgage, turn to account, abandon or otherwise deal with all or any part to the property sites; and concessions of the Society;

xvii) to let out on hire all or any of the properties of the Society including every description of apparatus appliances of the Society;

xviii) to open account or accounts with any individual firm or company or with any bank or banks and to pay into and to withdraw moneys from such account or accounts;

xix)  to invest apply for and acquire, or otherwise employ moneys belonging to or entrusted to or at the disposal of the Society upon securities and shares or without securities upon such terms as may be thought proper and from time to time and vary such transactions in such manner as the Society may think fit;

xx)  to guarantee the payment of money to guarantee become sureties for the performance of any contracts or obligations;

xxi)   to create any depreciation fund, reserve fund, sinking fund, insurance fund or any special or other fund whether for depreciation or for repairing, improving, extending or maintaining any of the properties of the Society and to transfer any such fund or part thereof to any of the other funds herein mentioned.

xxii) to provide for the welfare of the employees of the Society and the wives, widows, families or dependants of such persons by buildings or by grants of money, pensions, gratuity, bonus payment towards insurance or other payment or by creating or; from time to time subscribing or contributing to aiding or supporting provident fund or conveniences and by providing or subscribing or contributing towards places of instructions, recreation, hospitals and dispensaries medical and other assistance as the Society deems fit;

xxiii) to do all such other things as may be incidental or conducive to the attainment of the above objectives;

xxiv) "To frame Schemes for improving and augmenting the funds of the society and the efficient collection thereof including providing facilities and incentives for improved collections to the field units."

3. Funding of Society, its resources, operations and management:

a.       The expenditure on IT resources, operations and management of the Society would be funded mainly through the share of user charges and other income of society, which will include donations, grant – in- aid from the State Government and the Government of India and specific project funding.

b.      Initially, the Government and other agencies could provide the capital costs for the purpose.

c.       The income and property of the Society, howsoever derived, shall be applied towards the promotion of the objects thereof as set-forth in this Memorandum of Association.

d.   No part of income and property of the Society shall be paid or transferred, directly or indirectly, by way of profit, to the persons/ body who are, or, at any time, have been or shall be members of the Society or Governing Council or to any of them or to any persons claiming through them or any of them.

4. Names, Designation and Addresses of the Members

The names, addresses and designations of the present members of the Governing Council to whom by the rules of the Society, the management of its affairs is entrusted as required under Section 2 of the Registration of Societies Act 1860 (Act XXI of 1860) read with Punjab Amendment Act of 1957, shall be as under (For Punjab Land Records Society): -

5.            The State Government will have the right to nominate other members in addition to or in substitution of the above-mentioned persons.  Unless otherwise provided membership shall be vested with and transferred according to the official designation held by the members.

6.            The members of the Governing Council shall also be trustees of the Society for the purpose of the Public Trust Act.

7.       If on winding on or dissolution of the  Society, there shall remain after the satisfaction of debts and liabilities any property whatsoever, the same shall not be paid or distributed among members of the Society or any of them but shall be dealt with in manner as provided in the Societies Registration Act, 1860.

    We the several persons whose names and address are hereunder authorized and desirous being formal into a society in pursuance of this memorandum of association-

2.      RULES OF THE SOCIETY

1.       The Registered Office of the Society shall be situated in the Jalandhar, district of Punjab.

2.       Short title and commencement: The Society may be called the Punjab Land Records Society.

3.       Definitions: In this Memorandum and the Rules made there under unless the context otherwise requires:

(a)                "The ‘Act’ means the Societies Registration Act 1860, (Punjab Amendment Act, 1957) as applied to the State of Punjab or any statutory modification thereof for the time being in force."

(b)               "The Society" means the Punjab Land Records Society (PLRS).

(c)                “Central Government” shall mean the Government of India.

(d)               "Governing Council" shall mean the Apex body which is constituted as the "Governing Council of the Society".

(e)               “Board of Management” shall mean the main managing body which is constituted as the "Board of Management” of the Society.

(f)                 “IT” shall mean Information Technology.

(g)                Member means:

                                             i.      The ex-officio members as per the constitution of the society or

                                           ii.      Such Person(s) who may be accepted in future as Members of the Society on such terms and conditions as laid down by the Governing Council, or the Government.

                                          iii.      Such person (s) who may be nominated by the State Govt.  to be the members of the Society    

                                         iv.      Such Person(s), institutions, organizations, societies, corporate bodies  who may be accepted in future as the co-opted Members of the Governing Council, Board of Management or the Executive Committee of the Society on such terms and conditions as laid down by the Governing Council, or the Government.

(h)               “Chairperson” means Chairperson of the Governing Council of the Punjab Land Records Society.

(i)                  “Vice-Chairperson” mean Vice-Chairperson of the Governing Council of the Punjab Land Records Society.

(j)                 "Chief Executive Officer (CEO)" means Chief Executive Officer of the Punjab Land Records Society.

(k)                "Member Secretary" means Member Secretary of the Punjab Land Records Society.

(l)                  “State” means the State of Punjab.

(m)             “State Government” shall mean the Government of Punjab in the Department of Revenue & Rehabilitation, Punjab.

(n)               “IT experts” shall mean a specialist from the field of Information Technology, computers, communication or electronics with a formal graduate degree in computers / Information Technology / communication/ electronics/ management or other related fields with 8 to 10 years of experience and can contribute his expertise & experience to achieve the objectives of the Society.

(o)               “Revenue experts” shall mean well-known, distinguished, important, renowned or reputed persons from the Revenue field duly recommended by the State Government.

(p)               The word importing masculine gender shall also include the feminine gender and vice-versa.

(q)               The Word importing singular number shall also include plural number and vice-versa;

4.       Membership: -         The Society shall consist of the following members: -

(a)       First Member of the Governing Council and those who have subscribed  to the Memorandum of Association;

(b)        Members nominated by the State Government.

5.       When a person is nominated as the member of the Society by virtue of an Office held by him, his membership of the Society shall terminate when he ceased to hold that office and the vacancy so caused shall be his successor to that office.

6.       Whenever a non-official member desires to resign from the membership of the Society, he shall address his resignation to the Member Secretary of the Society and submit the same to him who will place the resignation before the Governing Council.  His resignation shall take effect only on its acceptance by the Governing Council.

7.       Any vacancy in the membership of Society either by resignation or otherwise may be filled by the State Government.

8.       Should a person who is the member of the Society by virtue of his office held by him be unable to attend the meeting of the Society, he may appoint a proxy to attend the meeting in his place.  Such proxy shall be entitled to take part in the proceedings of that meeting for which he is nominated but shall not have a right to vote.

9.       The Society shall function notwithstanding that any person entitled to be a member by reason of his Office is not represented by the Society for the time being.  The proceedings of the Society shall not be invalidated by the above reason or by the reason of any vacancy or defect in the nomination of any of the members.

10.   It shall be incumbent upon a member of the Society to notify to the Office of the Society any change of the Address or Occupation.

11.   The Society shall maintain a Register of Members into which the following particulars shall be entered:

(a)                Name and address of each member.

(b)               The date on which the member was admitted.

(c)                The date on which the member ceased to be a member.

12.   An Official member would cease to be a member of the society on his transfer from the designated post.  A non-official member of the Society or the Governing Council shall cease to be such a member,

(a)                On death,

(b)               On written resignation,

(c)                becomes insolvent, or

(d)               is convicted of a criminal offence involving moral turpitude, or

(e)               is removed by the State Government.

(f)                 If the member other than an official member has not attended three consecutive meetings without any justifiable reason or without the permission of the Governing Council.

(g)                If disregards Rules & Regulations or disobeys the decision of the Governing Body.

(h)               If he/ she is found to be insane or of unsound mind by a registered medical practitioner.

13.   MEMBERS OF THE SOCIETY:

(a)                The Society shall consist of

                           i.      All the ex-officio members of the Governing Council (GC).

                         ii.      The members nominated by the Government in the Governing Council (GC).

                        iii.      Other individuals, institutions, organisations and corporate bodies to be accepted in future as Co-opted Members as per terms and conditions of eligibility as may be laid down and approved by the Governing Council (GC) from time to time.

(b)               The Society shall keep a Roll of nominated and co-opted Members and every such member of the Society shall sign the roll and state therein his name, occupation and address.

(c)                If a nominated and co-opted member of the Society changes his address, he shall inform his new address to the Member Secretary who shall thereupon enter his new address in the Roll of such Members. But if he fails to inform his new address, the address in the Roll of Members shall be deemed to be his address.

(d)               Termination of Membership:

                 i.      Where a person becomes a member of the Society by reason of the office or appointment he holds, his membership of the Society shall terminate when he ceases to hold that office or appointment.

                ii.      Whenever a member other than the ex-officio member, desires to resign from the membership of the Society, he shall address his resignation to the Member Secretary of the Society and submit the same to him. The membership of such person shall stand terminated from the date of acceptance of his resignation by Governing Council.

              iii.      A member of the Society shall cease to be a member, if Governing Council (GC) so desires.

14.   Governing Council (GC):

(a)          The Governing Council (GC) shall be the Apex Body and source of all powers, functions and activities of the Society.

(b)          The Governing Council will consist of following members of the Punjab Land Records Society. 

15.   Meeting of Governing Council (GC)

(a)                The Governing Council (GC) shall hold Annual General Meeting (AGM) once in a year.

(b)               Every meeting of the Governing Council (GC) shall be presided over by the Chairperson of the Governing Council (GC) and in his absence by the member chosen from the amongst themselves by the members present at; the Vice Chairperson shall preside over the meeting.

(c)                The Chairperson or the Vice-Chairperson may, whenever he thinks fit, and shall, on the written requisition of not less than four members, call a special meeting of the Governing Council (GC).

16.   Notice and quorum for the meetings of the Governing Council:

(a)          Not less than seven days notice shall be given for every meeting of the Governing Council with a copy to the State Government as soon as practicable. Provided that in case of urgency a shorter notice may be given with the prior approval of the Chairperson in such cases every notice calling a meeting of the Governing Council (GC) shall state the date, time & place at which such meeting will be held and shall be served upon every member not less than 48 hours before the day & time appointed for the meeting. Provided further that any accidental omission to give such notice to, or the non receipt of any such notice by any member shall not invalidate any proceedings of such meeting.

b)         Ten members shall constitute a quorum for any meeting of the Governing Council.

c)         Each member of the Governing Council including the Chairperson shall have one vote and if there shall be an equality of votes on any question to be determined by the Governing Council, the Chairperson shall in addition have and exercise a casting vote.

d)         Any resolution except such as may be placed before the meeting of the governing Council may be adopted by circulation among all its members present in India and any resolution shall be as effective and binding as if such resolution had been passed at the meeting of the Governing Council.

e)         The Governing Council may by resolution delegate to the Chairperson, vice-Chairperson, Member secretary and other officers of the Society such of its powers for the conduct of its affairs of the Governing Council as it may consider necessary or desirable.

f)          The Members of the Society, the Governing Council or any Committee appointed by the Society of the governing Council shall be entitled to reimbursement of, or compensation for expenditure on travelling, conveyance etc., incurred by them in attending meetings of the Society or Governing Council or any Committee thereof or in performing journeys for the work of the Society at such rates and in such manner as may be prescribed by the Governing Council (GC).

g)         The Chairperson shall have the power to invite any person or persons, not being member of the Governing Council to attend the meeting of the Governing Council (GC) but such invitees shall not be entitled to vote at the meeting and also not eligible to claim remunerations, but he shall be entitled to reimbursement on travelling, conveyance etc. incurred by him, as approved by the Board of Management (BoM).

17.   Conduct of Business of the Governing  Council (GC)

(a)                The Governing Council (GC) may function notwithstanding any vacancy in its constitution provided however, that at no time the number of vacancies shall be such that the total number of members is less than the quorum required for a meeting of the Governing Council (GC).

(b)               Acts and Proceedings not to be invalidated by vacancies etc:  No act or proceeding of the Governing Council (GC) or any body of the Society or any committee constituted under this, shall be questioned on the ground merely of the existence of any vacancy or defect in the election, nomination or appointment of a person acting as a member thereof or any irregularity in its procedure not affecting the merits of the case.

(c)                In case of difference of opinion amongst the members, the opinion of the majority shall prevail.

(d)               Each member of the Governing Council (GC), including the Chairperson, shall have one vote & if there is an equal number of votes on any question to be determined by the Governing Council (GC), the Chairperson shall, in addition, have and exercise a casting vote.

(e)               Any resolution, except such as may be placed before the meeting of the Governing Council (GC), may be adopted by circulation among all its members, and any resolution so circulated and adopted by a majority of the Members who have given their approval, such Resolution shall be as effectual and binding as if such Resolution has been passed at a meeting of the Governing Council (GC), provided that in every such case, at least 50% members of the Governing Council (GC) shall have recorded their approval to the Resolution.

18.   Power and functions of the Governing Council:

Subject to the Memorandum of Association and these Rules, but without prejudice to the generality of powers, the Governing Council (GC) shall have the full functional autonomy and shall exercise the following powers and carry out the following functions inter-alia:

(o)               The Governing Council (GC) shall be the Apex Body of the Society.

(p)               The Governing Council (GC) shall be vested with the general superintendence, direction and control of the affairs of the Society and of its income, expenditure, assets & liabilities.

(q)               The Governing Council (GC) may issue directions for the formulation of overall plans and policies of the Society with an aim to improve the delivery system of revenue services of the State of Punjab. 

(r)                 The Governing Council (GC) shall consider and approve the overall policies of the society on the recommendations of the Board of Management (BoM).

(s)                The Governing Council (GC) shall consider and approve the annual budget of the society on the recommendations of the Board of Management (BoM).