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Introduction | Executive Committee | Memorandum of Association | Setup | RTI
Memorandum Of Association And Regulations
Memorandum Of Association | Regulation
Regulations
Name  

The name of the society shall be ‘State Institute for Town Planning  ”(formerly known as MPVPS)
Registered Office

The registered office of the society is Executive Director, State Institute for Town Planning at  E-5, Arera Colony, Kachnar, Paryavaran Parisar, Bhopal.
Definitions

In the interpretation of these Regulations unless there is something inconsistent with the subject or context:

1. ‘Association’ means the State Institute for Town Planning (formerly known as MPVPS).
2. ‘Authority’ means a Development Authority, a Special Area Development Authority, or a Housing Board constituted in Madhya Pradesh.
3. ‘Executive Committee ; means the Executive Committee  of the Association
4. ‘Chairman’ means the Chairman of the  Executive Committee
5. ‘Functional Committee’ means such committees  as considered necessary for effective functioning of the Institute.
6. ‘Executive Director’ means the Executive Director of the Association for the time being.
7. General Body’ means the General Body of the Association
8. ‘Official Year’ means the period of twelve months commencing from the Ist April and ending on the 31st March following.
9. ‘Chairman ’, and the ‘Director General’ shall respectively mean the Chairman and Director General’ of the Association for the time being.
10 ‘Registrar’ means the Registrar of Societies under the Madhya Pradesh Society Registration Adhiniyam, 1973
Aims & Objects The aims and object of the association shall be as under:
1.

To assist & advise the Government of Madhya Pradesh & Directorate of Town & Country Planning on matters related to Urban/Rural Planning.
2. To assist in preparing, scrutinizing and evaluating development Plans, Regional Plans,  Zonal Plans ,Town Development Schemes and Resource Mobilization for Implementation of Plans, Monitoring of Plan  and Implementation matters related thereto.
3. To make  comparative analysis of the town planning policies adopted by various states and also development authorities in the country. Research on Planning Processes,  to undertake study and research in the environment through planned and integrated town and country development and provide consultancy in these areas.
4. Scrutiny of Land Use Change under section 23 (b) of Madhya Pradesh Nagar Tatha Nivesh Adhiniyam 1973.
5.

Creation of Data Base and its up- dation & e-Governance
6. Scrutiny of Annual Budget of Development Authorities /Special Area Development Authorities as per direction of Government of Madhya Pradesh
7.

Scrutiny of Re-densification Projects
8. Study of Environment Impact Assessment on implementation of projects being taken up by Town Development Authorities for 8(a) & 8 (b)
9. Organise inhouse training programmes and also in collaboration with institutes of repute for Capacity Building - (Training, Seminars, Workshops, Lectures on various subjects. Publication & Publicity)
10. Issue a news letter to keep members and officers of the department abreast of the recent developments
11. Develop association with institutes of national and international repute to fulfill its broad objectives
12. Execute the ongoing programmes and activities of the erstwhile  Madhya Pradesh Vikas Pradhikaran Sangh.
13. Perform all such duties and functions as may be decided by the Executive Body and the General Body.
14. Render services to the State Government as required and as per its instructions issued from time to time.
Power to acquire property, borrow, invest levy charges etc.

The Association may, in furtherance of its aims and objects:

1. acquire by gift, purchase, exchange, lease or hire or sell, manage, transfer, mortgage, demise, dispose of or otherwise deal with any land, building, easement and any property moveable and/or immoveable and any estate or interest for the furtherance of all or any of the objectives of the Association.
2. borrow and raise monies with or without security or on the security of mortgage, charge, hypothecation or pledge over all or any of the moveable or immoveable properties belonging to the Association or in any other manner whatsoever.
3. give scholarships and research assistance to the employees of the Association and member Authorities and to institute awards in the field of urban development, housing architecture or any other field
4. invest and deal with any monies of the Association not immediately required for any of its objectives in such manner as may, from time to time, be determined.
5. levy charges, fees or contribution on the members or other persons for services rendered by the Association and for undertaking research and development in accordance with its objectives.

Provided that any profits earned by the Association through and of its activities shall be utilized solely for furthering its aims and objects and shall neither be distributed or paid or transferred directly or indirectly  by way of dividends, bonus or otherwise to its members.Provided however, that nothing shall prevent the payment in good faith of remuneration to any member Authorities or other persons in return for any services rendered to the Association.
Membership
1. Membership shall be open to every Development Authorities, Special Area Development Authorities, constituted in Madhya Pradesh. The Minister and Secretary, Govt. of Madhya Pradesh, incharge Housing and Environment Department and Commissioner or Director Town and Country Planning Department, Madhya Pradesh shall be ex-offico members of the Association (Ammended vide General Body meeting dated 18.10.95 item no. 3 (3).
2. It shall be open to the Executive Committee of the Association to admit any organization in  Madhya Pradesh or anywhere else in India or abroad as an Associate Member on such terms and conditions as the Executive Committee  may determine in eash case. It may also, in appropriate cases, invite any organization to an Honorary Associate Member of the Association.
3. Any organization such as Municipal Corporation, Municipal Council, Nagar Panchayat and Housing Board  seeking associate membership shall apply in writing to the Executive Director. The Executive Committee  shall consider the application for membership and may accept or reject it.

Provided that in case the application is proposed to be rejected by the Executive Committee , the proposal shall be placed before the General Body  and decision of the General Body thereon shall be final.

Provided further that all applications for membership which are accepted by the Executive Committee  shall also be placed in the next meeting of the General Body for rectification.
4. A register of members shall be maintained and a full list of members shall be made available to the members every year.
5. There shall be paid by every member authority on or before the 30th April of the financial year, an annual membership as per following scale:
 
  • Town Development Authority of Bhopal, Indore –
    Rs. 2 lakh.
  • Town Development Authority of Jabalpur and Gwalior
    - Rs. 50,000/
  • Town Development Authority of Ujjain, Dewas and Ratlam – Rs. 30,000/-
  • Town Development Authority of Katni, Singrauli and Special Area Development Authority Counter Magnet Gwalior – Rs. 20,000/-
  • Town Development Authority Amarkantak, Orchha and Special Area Development Authority Pachmarhi, , Maheshwar-Mandleshwar and Khajuraho –
    Rs. 10,000/-
6.

Every associate member shall pay a membership of Rs. 5000/- before the 30th April of the financial year. The Executive Committee may exempt the annual membership fee for any member organization.
7.A member Authority will be liable to have its membership terminated if it loses eligibility for membership or fails to pay the membership dues fails to recover and/or remit to the Association any service charge, fees or contribution levied in accordance with these Regulations.
7. Proposals for the termination of membership for any reason shall be placed before the General Body whose decision in this regard shall be final.
  • The General Body may invite persons who have  represented member Authorities in the Association and have made outstanding contribution to its working or other persons of outstanding merit to be Honorary Fellows of the Association.
  • Any person may, on application, be made as Associate of the Association on payment of such annual subscription as may be prescribed by the Executive Committee..
  • Fellows of the Association shall be entitled to avail of such general facilities of the Association, namely library, guest house etc., shall be on the mailing list of such periodicals and journals published by the Association and may be invited to participate in such seminars, discussions etc. organized by the Association, as may be decided by the Executive Committee.
Chairman, Director General and Executive Director of the Association
1. The Minister, Government of Madhya Pradesh in-charge Town and Country Planning Department shall be the ex-officio Chairman of the Association.
2. The Principal Secretary, Govt. of Madhya Pradesh, Housing and Environment Department shall be the ex-officio Director General  of the Association
3. Executive Director who will not be the below rank of the Joint Director. The State Government may also appoint person having experience in Urban and Regional Planning and qualified in the field of Town Planning as the Executive Director

Provided that such appointment shall be made by the State Government on the recommendation of  the Executive Committee. . The Executive Committee shall constitute a  search committee for preparing a panel of such eligible persons who may be considered for appointment as Executive Director.  The manner of setting up of the search  committee,  conduct  of its meeting and manner of preparing the panel will be determined by the Executive Committee.
General Body
1.

The General Body shall consist as follows :-
 
  1. Hon’ble Minister, Government of Madhya Pradesh, Housing and Environment Department – Chairman
  2. Principal Secretary, Government of Madhya Pradesh,    Housing and Environment Department – Director General
  3. Commissioner  Town & Country Planning, – Member            
  4. Commissioner, Urban  Admn. & Dev.  – Member
  5. Secretary, Government of Madhya Pradesh, Finance Department  or representative not below the rank of Dy.Secretary – Member
  6. Executive Director – Member Secretary  of the Association  
  7. Two Officers nominated by Commissioner Town & Country Planning Department not below the rank of Deputy Director - Member
    8. - Additional Director TNCP
    - Joint Director (Master Plan) TNCP
  8. Chief Executive Officers of all Development Authorities and Special Area Development Authorities -Member (Total -15)
    9. - Commissioner, Housing Board - Member
    - Head of the MP Chapter of Institute of Town Planners - Member
    - Head of the MP Chapter of the Indian Institute of Architecture - Member
    - Director. School of Planning & Architecture, Bhopal - Member
    - Two eminent Town Planners nominated by the State Government - Member
    - Executive Director, Environmental Planning & Co-ordination Organisation - Member
2.

There shall be held an Annual General Meeting  of the Association once in every official year at such date, time and place ordinarily in the month of January as may be decided by the President, such Annual General Meeting shall be called the ordinary General Meeting.
3.

. The President may whenever he thinks fit and shall, upon the requisition of not less than one third of the members of the association, call a special General Meeting.
4. The Executive Director shall send information of the date, time and place of the meeting to all the members at least seven days before the date of the meeting.
  Provided that  the President may call a meeting at such shorter notice as he may  direct for the transaction of  any urgent business.
5.

A copy of the agenda with notes, if any, shall be circulated by the Executive  Director to all the members at least seven clear days before the date of the meeting.
Provided that in the case of a meeting called for the transaction of urgent business the agenda and the notes thereon shall be sent along with the notice of the meeting.
6. Notwithstanding that any member has not received the notice or the agenda, a meeting may proceed to transact the business on the agenda.
7. Notwithstanding anything contained in clause (5), any matter on which decision of the meeting is urgently required and which has not been included in the agenda of the meeting may with the approval of the person presiding be placed before the meeting for its consideration.
8. Every meeting shall be presided over by the Chairman  and in his absence by the Director General  and in the absence of both by any member  chosen by the members present at the meeting.
9.

All questions coming up before the meeting shall be decided by a majority of votes of the members present and in the case of equality of votes, the person presiding over the meeting shall  have a second or casting vote.
10.

A member who desires to move a proposition shall send a notice of such proposition together with a brief note setting out the reasons in support of the proposition of the Executive Director. Such proposition shall be included in the agenda of the next meeting to be held on a date not earlier than 10 days after the receipt of the notice.
 

Provided that the president may in his descretion allow such proposition to be included in the agenda of an earlier meeting.
11. A member desiring to ask questions in order to obtain any information concerning the affairs of the Association shall give seven days notice of such questions.
12. Any proposal on which the decision of the meeting is urgently required may be circulated to the members and if approved may be deemed to have been passed by a resolution at a meeting of the Association duly convened. Such decisions shall be placed before the next meeting of the Association of rectification.
13. The order in which any business may be transacted at any meeting shall be determined by the person presiding over the meeting.
14.

Every proposition moved by a member shall be seconded by an another member and unless so seconded it shall not be discussed nor any questions raised in respect thereof.
15. The person presiding shall decide on the admissibility of the proposition or a question and shall disallow the same, if, in his opinion, it contravenes these rules or is otherwise inadmissible and his decision thereon shall be final.
16. When a question is put to vote, the person presiding shall call for a show of hands and shall count the votes thus cast for or against the proposition and declare the result.
17.

The quorum for a meeting shall be one-third of the member in the General Body. If within half an hour from the time appointed for the meeting a quorum is not present, the meeting if called on the requisition of members shall be dissolved. In any other case, it shall stand adjourned by an hour and thereafter  the  adjourned meeting shall proceed to transact business even if there be no quorum.
18.

Brief notes indicating the decisions taken by the Association at any meeting shall be recorded in a book which shall be signed by the person presiding before the close of the meeting.
19. The minutes of the  proceedings of each meeting shall be drawn up by the Executive Director and signed by him and the person presiding and shall be circulated to the members of the Association.
 

After such circulation the minutes shall be deemed to have been read at the next succeeding meeting unless any member present objects to the minutes as having been incorrectly or completely recorded in which case the person presiding after taking the sense of the members present at the meeting, may make such amendments in the minutes as may be necessary and the amended minutes shall then be confirmed and signed by the person presiding.
Executive     Committee
1. For the transaction of day-to-day business of the Association there shall be constituted a Executive Committee of the Association.
2. The Director General  of the Association shall be the Chairman of the Executive Committee  and shall preside over its meetings.
3. The Executive Committee  shall consist of not more than eleven   Directors as follows :
 
  1. The Director General  of the Association who shall be its -  Chairman
  2. Commissioner  Town & Country Planning - Member
  3. Executive Director - Member Secretary
  4. Commissioner, Urban Administration & Development or his nominee not below the rank of  Joint Director– Member
  5. Two Chief Executive Officer of the Development Authority/Special Area Development Authority on rotation basis - Members - Period of rotation being one year
  6. Director, School of Planning or his representative - Member
  7. Secretary, Finance or his nominee (not below the rank of Dy.Secretary) - Member
  8. One person in the field of Urban Planning (nominated by the State Government  from amongst members of  General Body ) - Member  
4.

The term of  nominated member of  Executive Committee shall be normally one year.
Provided that  such member shall continue in office beyond the prescribed period till the successor is appointed by the Executive Committee.
5. The Executive Committee shall meet at such intervals and at such times and places as it may deem fit but in any case not less than twice a year.
6. The Powers and Duties of the Executive Committee shall in general include all such powers including creation of posts, recruitment and service condition of the employee  as are necessary for the day-to-day discharge of the activities of the Association in pursuance of its aims and objects. The Executive Committee may delegate any of its powers to its Chairman or the Executive Director or to any other officer of the Association.
7. If any person nominated on the Executive Committee declines to serve, he ceases to be  a member, the Executive Committee may appoint another person representing any member, in his place. Any person appointed to fill a casual vacancy on the Executive Committee shall hold office only while the person in whose place he is appointed would have held office.
Functional Committees
1.

General Body may constitute such committees as  considered necessary for  effective functioning of the Institute.
2.

The Institute shall consists of  the following divisions :

  • Administration and Accounts
  • Project Planning and Design
  • Research and Training
  • Geomatics and IT
3. Every Committee shall have a convener and such other members as the General Committee may deem fit. It shall be open to the General Committee to appoint any  officer of a member Authority or any other person on a committee. The General Committee may, if it so considers necessary, constitute ad-hoc committee or sub-committees for such purposes as it may specify and may constitute a single committee for two or  more functions listed above or may entrust the work of any or all of the above committees of Directors shall have powers to issue such directions to any committee as it deems fit and the committee shall abide by such directions.
Proceedings of the Executive Committee and Functional Committees
1. The Chairman and the Director General and the Executive Director  of the association shall be entitled to  participate in any or all deliberations of the Executive Committee or any Functional Committee.
2. The Executive Director shall function as the Member Secretary of the Executive Committee and shall be responsible for maintaining the record, minutes etc. of its meetings.
3. There shall be a convener for every Functional Committee. It shall be the duty of the convener to keep a record of the proceedings of each meeting of the Committee.
4. The Rules of Business laid down in Regulations 8 in connection with the meetings of the General Body shall mutates/mutandis apply to the  meetings to the Executive Committee or any Functional Committee.
5. The quorum for a meeting of the Executive Committee or any functional Committee shall be 1/3rd of the members but in no case shall the quorum be less than three.
6. Every Functional Committee shall send a copy of the minutes of its proceedings to the Executive Director as soon as they are ready. Further, every Committee  shall, one month prior to the Annual General Committee Meeting, forward to the Executive Director a report on its working during the year and the Executive Director shall cause the said report to be placed before the General Committee meeting for its consideration and for the issue of such directions there-on as the General Committee may deem fit.
7. Casual vacancies occurring in any Functional Committee may be filled in as soon as may be, by the Executive Committee having general regard to the representation of the member Authorities on the various committees.
Funds, Budget, Accounts and Audit
1. The Association  will have its own fund and all receipts of the Association will be credited to the said Fund. Similarly, all payments of the Association shall be made therefrom.
2. All moneys belonging to the said Fund shall be deposited in any scheduled Bank or Banks as may be approved by the Executive Commit
3. All transactions of the above Fund shall be carried out in the name of the Association by any office or officers of the Association authorized by the Executive Committee in this behalf.
4. All sums received shall be credited to the above Fund in the first instance. No receipt shall be directly appropriated towards expenditure.
5. All payments out of the Fund shall be made through cheques by such officer or officers as may be authorized by the Executive Committee.

Provided that petty payments of amounts below Rs. 1000/- may be made in cash.
6. Any moneys lying at the credit of the Association in the Fund and not immediately required by it for the purpose of the business of the Association may be invested by the Executive Committee in authorized securities, nationalized or Co-operative Bank on small savings.
7. The Executive Director shall prepare and submit to the Executive Committee for approval in the month of  every December every year a budget for the next financial year showing the  estimated receipts and expenditure during the financial year.
8. The budget so framed shall be scrutinized by the Executive Committee which may make such modification as it deems necessary. The budget estimates so finalized by the Executive Committee shall be placed before the Annual General Meeting of the Association on or before the Ist of March every year.
9. The budget may be approved by the General Bodywith such modifications as it deems necessary.  The budget so approved by the General Body  shall constitute the budget of the Association for the next financial year. If at any time during the course of the year it is considered necessary to make modifications to the budget, it shall be open to the General Body to make such changes at an ordinary meeting or a special meeting convened for this purpose.
10. No expenditure shall ordinarily be incurred for which provision has not been made in the budget :
Provided that the General Body may authorize the Executive Committee to incur expenditure on any item not provided in the budget not exceeding a prescribed amount at a time if the approval of the  General Body  cannot be obtained in advance. Information of all such expenditures shall be placed before the General Body  at the next meeting.
11. The Executive Director shall be responsible for proper maintenance of accounts of the Association.
12. The principal books of accounts shall consist of ledger, journal and cash-book. These shall be maintained in accordance with such instructions as may be issued from time to time by the Executive Director. Besides these principal books, such other subsidiary books as are necessary to show details of all assets such as land, buildings etc. and also for clearance of suspense transactions shall be maintained by the Executive Director as deemed necessary.
13. The income and expenditure of the Association shall be classified under various heads of accounts as the Executive Director may deem necessary  for purposes of information and control.
14. All payments shall be made by the Executive Director or any officer authorized by the Executive Committee.
15. At the end of each financial year, the Executive Director shall prepare an Annual Statement of Accounts. The annual accounts shall be prepared on or before the 15th May.
16. The annual accounts to  prepared shall be subject to audit by the Auditors appointed by the Executive  Committee. The executive Director shall produce all accounts registers, documents and subsidiary papers which may be called for by the Auditors.
17. The Audit Report shall be sent to the Executive Director who shall submit it to the Executive Committee with such comments as he may deem fit.
18. The Executive Committee shall then place the Audit Report before the General Committee with its remarks. A copy of the Audited Accounts shall, as soon as the same  are adopted by the General Committee, be forwarded to  the Registrar.
General
1. Whenever it shall appear to the Association that it is advisable to alter, ex-tend, or abridge the Memorandum of the Association  and Regulations or to amalgamate the Association either wholly or partially with any other society, the Association may submit the proposition to its members in a written or printed report and may convene the annual meeting or a special meeting for the consideration thereof but no such proposition shall be carried into effect unless such report shall have been delivered or sent by post to every member of the Association ten days previous to the special meeting convened for the consideration thereof nor unless such proposition shall have been agreed to by the votes of three-fifths of the members delivered in person or by proxy.
2. Any member not less than three-fifths of the members of the Association may determine that it shall be dissolved, and thereupon it shall be dissolved forthwith, or at the time then agreed upon, and all necessary steps shall be taken for the disposal and settlement of the property of the Association, its claims and liabilities, according to the rules of said association applicable thereto, if any, and if not, then as the Executive Committee shall find expedient :

Provided that in the event of any dispute arising among the members of the Association, the adjustment of its affairs shall be referred for  arbitration to such arbitrators as the Government of Madhya Pradesh may appoint  and the arbitrator shall make such order in the matter as he shall deem requisite :
Provided that the Association shall not be dissolved unless three-fifths of the members shall have expressed a wish for such dissolution by their votes delivered in person, or by proxy, at a general meeting convened for the purpose :
Provided further that the Association shall not be dissolved without the consent of the Government of Madhya Pradesh.
3. If upon, the dissolution of the Association, there shall remain, after the satisfaction of all its debts and liabilities, any property whatsoever, the same shall not be paid to or distributed among the members of the Association or any of them, but shall be given to some other society, to be determined by the votes of not less than three-fifths of the members present personally or by proxy at the time of the dissolution, or, in default thereof, to the Government of Madhya Pradesh, in accordance with the provisions of Section 36 of the Madhya Pradesh Societies Registration Adhiniyam 1973.
 
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