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(i) (a) Every employee desiring to be a member of service Association will give a letter of authorization in writing, addressed to the DDG in the prescribed Proforma (Annexure-II) (bearing the signature of Director (SR & Legal) for deduction of subscription from his pay. The letter of authorization is to be sent through the applicant Service Association to which the membership is sought, so as to reach the Drawing and Disbursing Officer concerned on or before 15-05-09, who in turn will pass on the authorization letters to the Divisional Head for scrutiny. Any authorization given through a non-applicant association will be ignored. The Associations will also submit to the Divisional Head a list of members in triplicate duly signed by the authorized office bearer on each page of list by 20.05.09 At this stage, the Divisional Head will scrutinize the letters of authorization in the presence of one representative from each of the Union. This job will be completed by 25.05.2009. Mter scrutiny, the Divisional Head will transfer the letters of authorizations alongwith list of members to the Drawing and Disbursing Officers.
(b) On receipt of the above documents, Drawing & Disbursing Officers will return one list to the authorized office bearer duly acknowledging the receipt of lists in duplicate and also the authorization letters. Drawing & Disbursing Officers will display one copy of each set of lists on the notice board from 27.05.09 to 29.05.09.
(c) In case an employee has given authorization in favour of more than one applicant Association, it will be treated as invalid and will not be counted for any Association.
(d) An individual employee, whose name has been included in more than one Associations' List exhibited on the Notice Board, may, if he so desires, submit a representation, to the Divisional Head by 02.06.09. The employee concemed must specifically indicate in the representation with supporting material, if any, that he has given the authorization in favour of a specific Association (Name must be given) and the authorization in favour of the other Association (Name must be given) is fake one. The Divisional Head on his part will scrutinize the authorization given by the employee and in case he fmds that the authorization was not genuine, he may delete his name from the concerned list under intimation to the concemed Association and allow it to be included in the list, the employee genuinely chooses. Trade union facilities of such authorized office bearer who signed the fakejfabricatedjnon-genuine authorization would be withdrawn till the next verification process. However, if on scrutiny by the Divisional Head, both the authorizations are found to be authentic given by the employee, both the authorizations would be treated as invalid and the employees concerned would not be allowed to become member of any Association till the next verification process. No representation received after 02.06.09 will be entertained. Here it may be pertinent to mention for information of the member employees of various service associations that issuing authorization letter in favour of more than one service association is against the spirit of the general instructions on the subject and creates obstruction in the way of recognition of genuine and deserving associations. Therefore, the practice may be avoided under all circumstances.
(ii). The letters of authorization received through Service Associations be grouped category jDesignation-wise and filed securely in guard fIles b) Drawing & Disbursing Officers. The Drawing & Disbursing Officer will note
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