Voluntary Social Welfare Agencies (Registration and Control) Rules, 1962

[29th March 1962]

CONTENTS

1. Short Title and Commencement

2. Definitions

3 Constitution of any agency

4. Application for registration

5. Enquiry prior to registration

6. Certificate of Registration

7. Date on which the agency starts functioning

8. Register to be maintained by the Registration Authority

9. Maintenance of accounts and registers

10. Annual Report

11. Change of the address of the agency

12. Voluntary dissolution of agency

13. Fee for inspection of document, etc

SCHEDULE I

SCHEDULE II

TEXT

Voluntary Social Welfare Agencies (Registration and Control) Rules, 1962

[29th March 1962]

S.R.O. 356 (K) /62-In exercise of the powers conferred by section 19 of the Voluntary Social

Welfare Agencies (Registration and Control) Ordinance, 1961 (XLVI of 1961), the Central

Government is pleased to make the following rules namely: -

1. Short Title and Commencement.- (1). These rules may be called the Voluntary Social

Welfare Agencies (Registration and Control) Rules, 1962

(2) They shall come into force at once.

2. Definitions.- In these rules, unless there is anything repugnant in the subject or context.

(a) “Financial Year” has the same meaning as assigned to in the General Clauses Act,

1897 (x of 1897)

(b) “Form” means a form in Schedule II.

(c) “Ordinance” means the Voluntary Social Welfare Agencies (Registration and

Control) Ordinance 1961 (XLVI of 1961).

(d) “Schedule” means a schedule appended to these rules.

(e) “Section” means section of the Ordinance.

3. Constitution of any agency.- (1). The constitution of an agency shall not be repugnant to

any of the provisions of the Ordinance on these rules and shall, inter alia, make provision for the

matters specified in Schedule-I.

(2) Provided that the Registration Authority may, for sufficient reasons approve the

constitution of an agency which does not make provision for any of the matters aforesaid.

4. Application for registration.- (1). An application for the registration of an agency existing

immediately before the coming into force of the Ordinance shall be in Form A, and an application

for the registration of an agency established thereafter shall be in Form B.

(2) In either case, an application for registration shall be accompanied byi)

a copy of the constitution of the agency; and

ii) in the case of an application in Form A, by the other documents mentioned in that

Form.

5. Enquiry prior to registration.- The enquiries to be made by the Registration Authority

under section 4 may include inquiries in respect of the necessity and feasibility of the programmes

of the agency, its financial status, state of affairs and standard of service.

6. Certificate of Registration.- A certificate of registration issued under section 4 shall be in

Form C.

7. Date on which the agency starts functioning.- An agency established after the coming

into force of the Ordinance shall start functioning within three months of the date on which the

certificate of registration is issued to it and shall inform the Registration Authority of its having

done so within fifteen days thereof.

8. Register to be maintained by the Registration Authority.- The register to be

maintained by the Registration Authority under sub-section (3) of section 4 shall be in Form D.

9. Maintenance of accounts and registers.- (1). The following books of account and other

records shall be maintained by an agency, namely:-

(a) a cash-book in which shall be entered in a chronological order every amount paid or

received by or on behalf of the agency and all payment shall be supported by

necessary vouchers, which shall be preserved.

(b) a ledger, which shall contain all personal and impersonal accounts.

(c) an income and expenditure account, which shall be complied at the close of each

financial year and shall be audited by the Charted Accountant or auditor or auditors

approved by the Registration Authority and shall be submitted to the said Authority

within six months of the close of the financial year;

(d) a members book, which shall contain the name and addresses of the members;

(e) a minutes book, which shall contain record of the minutes of the meetings of the

agency;

(f) an inspection book in which shall be recorded the views of the persons authorized to

inspect the agency; and

(g) such other books the Registration Authority may be order in writing require.

(2) Every employee of an agency responsible for the custody or handling of cash or

stores shall be required to furnish a security in the form of Fidelity Bond from an insurance

company of reasonable financial standing for such amount as the agency may determine and a

copy of such Bond shall be furnished to the Registration Authority.

10. Annual Report.- (1). An agency shall at the close of each financial year publish an Annual

Report containing inter alia the following details, namely: -

(a) General management of the agency;

(b) details of the natural and extent of service rendered the year, if possible supported by

figures;

(c) programme for the next year; and

(d) audited accounts.

(2) A copy of the Annual Report shall be submitted to the Registration Authority

immediately on its publication.

11. Change of the address of the agency.- Any change in the address of an agency shall be

communicated to the Registration Authority within seven days thereof.

12. Voluntary dissolution of agency.- Application for the dissolution of an agency under

section II shall be in Form E and shall bear the signatures of all the members who are parties to

the application.

13. Fee for inspection of document, etc.- The fee for inspection of any document relating to

a registered agency at the office of the Registration Authority, shall be two rupees and fifty paisa

per document and the fee for obtaining a copy of or extract from any such document shall be fifty

paisa for every hundred words or part thereof.

SCHEDULE I

(See Rule 3)

ELEMENTS OF THE CONSTITUTION OF AN AGENCY

1. Name of the Agency

2. Area of Operation (It should be indicated whether the agency is meant for the

neighborhood, or of city wise or provincial or national character)

3. Address of the principal office of the agency

4. Aims and objects of the agency

5. Membership

(a) Eligibility for membership

(b) Categories of membership with conditions and fees thereof, if any?

(c) Procedure for admission of members

(d) Rights and privileges of various categories of membership

(e) Procedure of suspension, or cancellation of membership on reasonable grounds, such

as

(a) non-payment of subscription

(b) absence from meetings

(c) conduct being detrimental to the interest of the agency;

(f) Procedure for restoration of suspended or cancelled membership or re-admission.

6. Branches.–(Applicable to only those agencies which have branches)

(a) Rights and privileges of Branch;

(b) Obligations on the part of the Branch

(c) Method of suspension or withdrawal or recognition of Branch.

7. Organizational structure

(a) Names of the different ‘Bodies’ formed from amongst the members of the agency to

run the affairs of the agency properly.

(b) Composition, powers and functions of the General Body, Governing Body and any

other ‘Body’

(c) Office Bearers

(a) The designation of all the office bearers

(b) The method of their election, selection of nomination

(c) Their terms of office

(d) Their powers and functions, specially for each office.

8. Meetings

(a) Procedure for calling different types of meetings

(b) Notice period of meetings

(c) Quorum for the different types of meetings

9. Financial administration

(a) Procedure for withdrawal of money from bank

(b) Procedure for appointment of the auditor of the agency

10. Amendment of the constitution-Procedure to be adopted for making recommendation to

the Registration Authority regarding any amendment of the constitution of the agency.

SCHEDULE II

FORM (A)

(See Rule 4)

Application for Registration of Agencies existing before the coming into force of Ordinance No.

XLVI of 1961

To

THE REGISTRATION AUTHORITY, VOLUNTARY SOCIAL WELFARE AGENCIES,

DIRECTORATE GENERAL OF SOCIAL WELFARE, GOVERNMENT F PUNJAB,

LAHORE

Dear Sir,

I, the undersigned have been operating the __________ the particulars of which are given

below (Name of the Agency).

(1) Name of the Agency

(2) Address

(3) Date of establishment

(4) Date, place and No. of registration under any other law.

(5) Aims and objects of Agency; (To be stated with reference to the field of service mentioned in

the Schedule to the Ordinance)

(6) Area of operation (whether neighborhood, city, province of Pakistan)

(7) Names, occupations and addresses of the office-bearers of the agency

Name Office Held Occupation Address

(1)

(2)

(3)

(4)

(5)

(6)

(7)

(8) Name or names of the Bank or Banks in which funds of the agency are kept

(9) (a) Total number of members of the agency on the date of the first general meeting.

(b) Number of members who attended the last general meeting.

(10) Brief statement giving the following information is attached.

(a) Accommodation for the services being rendered.

(b) List of qualified personnel working in the agency with names and qualifications, if any

(c) Income and expenditure for last three years or since the establishment of the agency,

which ever is less.

It is requested that the aforesaid agency may be registered under the Voluntary Social

Welfare Agencies (R&C) Ordinance, 1961.

I, undertake to inform you of any change in the office bearers of the agency within thirty

days thereof.

The following documents are attached: -

i) A copy of the constitution of the agency

ii) A copy of the minutes of the last general meeting of the members of the agency

iii) Annual Report for the last three years or since the establishment of the agency which

ever is less, or a statement of activities undertaken during the said period certified

by a Gazetted officer residing within the area of operation of the agency or

Chairman of the Union Council/Committee.

I certify that the statements above are correct. (Any office-bearer authorized by the agency

in this behalf may sign hereunder)

Yours faithfully,

Signature

Name

Designation

Dated

SCHEDULE II

Form (B)

(See Rule 4)

Application for Registration of Agency established after the coming into force of Ordinance No.

XLVI of 1961

To

THE REGISTRATION AUTHORITY, VOLUNTARY SOCIAL WELFARE AGENCY

DIRECTORATE GENERAL OF SOCIAL WELFARE GOVERNMENT OF PUNJAB.

LAHORE

Dear Sir,

We the undersigned propose to establish an agency, in accordance with the provisions of

the Voluntary Social Welfare Agencies (Registration & Control) Ordinance, 1961 (XLVI 1961). The

particulars of the proposed agency are given below...

1. Name of the Agency

2. Address

3. Aims and objects of the agency (to be stated with reference to the fields of services

mentioned in the Schedule to the Ordinance)

4. Area of Operation (Whether neighborhood, City, Province or Pakistan)

5. Plan of Operation (Please attach a separate sheet giving a brief statement of the steps to

be taken for the establishment of he agency, with reference to accommodation, qualified

personnel and equipment, if necessary)

6. How proposed to be financed

7. Names, occupations and address of the founder members

Name Occupation Address

(1)

(2)

(3)

(4)

(5)

(6)

(7)

(8)

(9)

(10)

8. Name or names of the bank or banks in which funds of the agency are proposed to be

kept.

It is requested that the agency may be registered under the aforesaid Ordinance. We

undertake to inform you of any change in the office bearers of the agency within thirty days

thereof.

A copy of the constitution of the agency is attached.

We certify that the information given above is correct.

(All the founder members should sign hereunder)

Yours faithfully,

Signature of witnesses with

names and addresses

1.

2.

FORM (C)

(See RULE 6)

Registration No. _________________ of 20 ________________________________

I hereby certify that ____________________________________________________

has this day been registered under the Voluntary Social Welfare Agencies (R&C) Ordinance

1961 (XLVI of 1961)

Given under my hand and seal at __________ this ________________________ day of

_____________________________ two thousands and __________________

Registration Authority

Note:- Loss of the certificate must be reported to the Registration authority within seven days.

FORM (D)

(See Rule 8)

FORM OF THE REGISTER

Date of

entry

Name and

address of the

agency

Registration

No.

Date of

registration

Date of

establishment

1 2 3 4 5

Detail of the Founder Members (Applicable only to new Agencies)

Aims and

Objects of the

agency

Area of

operation

name

Name Occupation Address

6 7 8 9 10

Detail of the Office Bearers

Name Designation Address Bank(s) in

which Funds

are kept

Remarks

11 12 13 14 15

FORM (E)

(See Rule 12)

Application for the Voluntary Dissolution of an agency

Ref_______ Registration No. __________ of __________

To

THE SECRETARY TO THE GOVERNMENT OF PUNJAB SOCIAL WELFARE, WOMEN

DEVELOPMENT AND BAIT UL MALL, DEPARTMENT.

Dear Sir,

It was decided in the general meeting of _________________________________

held on ___________________________________ at ________________________ name of the

agency

That application be made to the Punjab Government for the dissolution of the Agency under

section II of the Voluntary Social Welfare Agencies (Registration & Control) Ordinance, 1961

(SLVI of 1961), on the following grounds, namely: -

(Here state the grounds in brief)

It is, therefore, requested that orders may be passed for the dissolution of the said agency.

That total membership of the agency on the date on which the meeting was held was

________________

(State number)

and the total attendance at the meeting was ___________________________ and the

number of (state number) persons voting for the dissolution of the agency was

___________ (state number). We certify that the information given above is correct. An

attested copy of the resolution of the aforesaid meeting is also attached.

(All the members who attended the aforesaid meeting and voted for the dissolution of the

agency would sign hereunder).

Yours faithfully,

Name of the members, address, signature,

1.

2.

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Regards,

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NGO Lawyer

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