17. CONFERENCE & PROTOCOL SECTION

17.1 Responsibilities: As in the previous years, Conference & Protocol Section dealt with the following items of work in 2010:-

(i) Visits of Indian Parliamentary Delegations to foreign countries. (ii) Visits of Foreign Parliamentary Delegations/Dignitaries to India. (iii) Formation of Parliamentary Friendship Groups (PFGs) with other countries. (iv) Issue of Diplomatic Passports/Visa Notes/Surrender Certificates etc. to the Members of and their Spouses and officers of Rajya Sabha Secretariat. (v) Acceptance of Foreign Hospitality by the Members of Rajya Sabha. (vi) Itineraries of Members going abroad. (vii) Republic Day/ Independence Day Celebrations. (viii) Association of Secretaries-General of Parliaments (ASGP) and the Society of Clerks-at-the-Table in Commonwealth Parliaments (SCAT). (ix) Functions/events held in Parliament House Complex under the auspices of IPG. (x) Purchase of Gifts/Bouquets and settlement of bills thereof. (xi) Miscellaneous.

17.2 Visits of Indian Parliamentary Delegations to Foreign Countries: This Section dealt with the work relating to nomination of Members of Rajya Sabha for inclusion in the Indian Parliamentary Delegations which went abroad and provided all assistance to them, as also to the Secretary-General and other Officers of the Secretariat, who accompanied the Delegations. Financial Sanctions were issued from time to time in connection with such visits.

In all 16 visits of Indian Parliamentary Delegations (4 Goodwill Delegations and 12 Delegations to International Conferences/Meetings) were handled during the year 2010. In the year 2009, 6 visits of Indian Parliamentary Delegations were handled.

Chart showing the visits of Indian Parliamentary Delegations to foreign countries during the year 2010 is at Annexure-17.1

17.3 Visits of Foreign Parliamentary Delegations/Dignitaries to India: A close liaison was kept with the Lok Sabha Secretariat, Ministry of External Affairs and foreign Missions in Delhi, in connection with the visits of the Foreign Parliamentary Delegations/Dignitaries to India. Arrangements were also made for the meetings of the visiting delegations/dignitaries with Hon’ble Chairman/Deputy Chairman, Rajya Sabha and their witnessing the proceedings of the Rajya Sabha.

In all 15 visits of Foreign Parliamentary Delegations/Dignitaries were handled during the year 2010. In comparison, 18 visits of Foreign Parliamentary Delegations/Dignitaries were handled during the year 2009.

Chart showing the visits of Foreign Parliamentary Delegations to India during the year 2010 is at Annexure-17.2

17.4 Conferences held in India: This Section was associated with 5 Conferences held in India during the year, 2010. During the year 2009 no Conference was held in India.

Chart showing the Conferences held in India during the year 2010 is at Annexure-17.3

17.5 Formation of Parliamentary Friendship Groups (PFGs) with other countries: Consolidated proposal, for nomination of Rajya Sabha Members on 71 Parliamentary Friendship Groups (PFGs) proposed to be constituted/re-constituted with other countries, was initiated. The names of Members from the Leaders of all Parties/Groups(except BJP) were received for inclusion in various Parliamentary Friendship Groups. Proposal was pending due to non-receipt of names of BJP Members for inclusion in the 71 Friendship Groups.

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17.6 Issue of Diplomatic Passports/Visa Notes/Surrender Certificates etc. to the Members of Rajya Sabha and their spouses: - 211 applications of the Members of Rajya Sabha and their spouses and also officers of this Secretariat, for issue of diplomatic/official passports/Visa Notes/Surrender Certificates etc. were forwarded to the Ministry of External Affairs, received back therefrom and delivered to the Members and Officers concerned. In comparison, 252 such cases were handled during the year 2009.

17.7 Acceptance of Foreign Hospitality by Members of Rajya Sabha: - 24 applications received from Members were forwarded to the Ministries of Home Affairs and External Affairs for prior permission to accept foreign hospitality, under Section 9 of Foreign Contribution (Regulation) Act, 1976 and for political clearance, respectively. Permissions received therefrom were communicated to the Members concerned. In comparison, 28 such cases were handled during the year 2009.

17.8 Itineraries of Members going abroad: 142 itineraries received from the Members of Rajya Sabha regarding their private visits abroad were faxed /emailed to the concerned Indian Missions and co-ordinated with them over phone for extending usual courtesies and assistance. In comparison, 110 cases were handled during the year 2009.

17.9 Republic Day/ Independence Day Celebrations: - The Section maintained close liaison with the Ministry of Defence in connection with the Republic Day/Independence Day Celebrations. The names of officers of the rank of Deputy Director and above were forwarded to the Ministry of Defence for issue of invitation cards for these ceremonies. Other miscellaneous work relating to these ceremonies such as deployment of Parliament Security Service Officials of Rajya Sabha Secretariat for ushering duties and payment of honorarium to them was also handled during the year under review.

17.10 Association of Secretaries-General of Parliaments (ASGP) and the Society of Clerks-at-the-Table in Commonwealth Parliaments (SCAT): - The annual subscriptions to the Association of Secretaries-General of Parliaments, Geneva and the Society of Clerks-at-the-Table in Commonwealth Parliaments, London, were remitted. Replies to various questionnaires and briefs/presentations/communications/papers etc. on the points on the agenda of the meetings of the ASGP and the SCAT were got prepared/processed for use of Secretary-General, Rajya Sabha, who attended these meetings during the year under review.

17.11 Functions/events held in Parliament House Complex: - A close liaison was kept with the Lok Sabha Secretariat in connection with various functions/events etc. held in Parliament House Complex under the auspices of IPG. 36 Bulletins Part-II were issued from time to time relating to such functions/events, for information of Members of Rajya Sabha. In comparison, 40 such Bulletin Part-II were issued during the year 2009.

17.12 Computerization: All items of work like notes, letters, bulletins, tour programmes, financial sanctions etc. relating to this Section are being done on computers. Parliamentary Bulletins Part-II issued from time to time are sent to the Table Office through email for uploading on the Internet. Internet is also being utilized to gather information. Messages are also being received and sent through email regarding the visits of Members of Rajya Sabha to foreign countries etc. Photographs pertaining to various functions/events/calls on dignitaries of Rajya Sabha by visiting Delegations are being put on “Picture Gallery” through Computer Cell/NIC.

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17.13 Budget: - The details of budget allocations under different heads for the financial year 2010-11 are given below:-

Sr. No. Head Budget allocation

1. “01 104 02 00 12 B.E. Rs.2.00 Crore IPDGA” R.E. Rs.1.75 Crore

2. “02 00 20 Members- B.E. Rs. 10 Lakh/R.E. Rs.15 Lakh

Other Administrative Expenses”

3. “01 105 Rajya Sabha B.E Rs.1.5 Lakh./R.E. Rs.0.50 Lakh Secretariat 00 00 13- Office Expenses”.

Shortfalls: - The main shortfall of the working of the Section was that the Section could not achieve the target of getting the Members of Rajya Sabha nominated on various Parliamentary Friendship Groups proposed to be re-constituted/constituted with other countries. The reason for this was non-receipt of names of Members from the BJP in time despite several reminders.

Achievements: - The Conference & Protocol Section, basically, is a Members’ Service Section. The main responsibility of the Section is to provide prompt and quick service to Members of Rajya Sabha relating to issuance of their Diplomatic Passports/visa endorsement/visa notes and foreign visits (both official and private visits) etc. The other role of the Section is to liaise with Lok Sabha Secretariat, Ministry of External Affairs, foreign Missions and Offices of HC, HDC and SG, Rajya Sabha for arranging meetings of the visiting foreign parliamentary delegations/dignitaries with Hon’ble Chairman, Hon’ble Deputy Chairman and Secretary- General, Rajya Sabha. The main achievement during the year 2010 was that the Section handled an exclusive Rajya Sabha delegation (independent of Lok Sabha) to the G-20 Speakers’ Consultation - Presiding Officers of the Upper and Unicameral Houses of the G-20 held in Ottawa, Canada from 2-5 September, 2010.

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ANNEXURE- 17.1

VISITS OF INDIAN PARLIAMENTARY DELEGATIONS TO FOREIGN COUNTRIES DURING THE YEAR 2010

(i) GOODWILL DELEGATIONS

Sl Country Dates of visits No. of delegates Rajya Sabha Members Leader Officers No. LS RS 1. Mauritius 17-22 January, 04 02 (i) Shri Tiruchi Siva Smt. Meira Kumar, Shri P. D. T. Achary, SG(LS) 2010 Hon’ble Speaker, Shri A. Mukhopadhyay, (ii) Shri Shivanand Tiwari Lok Sabha JS (LSS) - Secy. to Del. Shri Deepak Goyal Director(RSS) Shri S. Chatterjee, Addl. Dir(LSS) 2. Bhutan 26-29 May, 2010 04 02 * (i) Shri Ranjitsinh Vijaysinh Smt. Meira Kumar, Shri P. D. T. Achary, SG(LS) Mohite-Patil Hon’ble Speaker, Shri S. Bal Shekar, JS (LSS) Lok Sabha - Secy. to Delegation * (ii) Shri Pyarimohan Mohapatra Shri S. Chatterjee, Addl. Dir * Shri Arun Sharma, JD(RSS) Shri T. Jaya Kumar, DS(LSS) 3. Hungary and 7-13 June, 2010 04 02 (i) Shri Naresh Gujral Smt. Meira Kumar, Shri P. D. T. Achary, SG(LS) Luxemburg Hon’ble Speaker, Shri U.S.Saxena, JS(LSS) (ii) Shri Mohammad Shafi Lok Sabha - Secy. to Del. Shri Rakesh Prasad, JD(RSS) Shri Lalkithang, DS(LSS) 4. Mongolia 26-30 June, 2010 04 02 (i) Shri Raashid Alvi Smt. Meira Kumar, Shri P. D. T. Achary, SG(LS) Hon’ble Speaker, Shri Devender Singh, JS(LSS) (ii) Shri Bharatkumar Raut Lok Sabha - Secy. to Del. Shri Cyril John, Director(LSS) Shri Arun Sharma, JD(RSS)

* Did not go

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(ii) INDIAN PARLIAMENTARY DELEGATIONS TO INTERNATIONAL CONFERENCES/MEETINGS DURING THE YEAR 2010

Sl Country Dates of No. of delegates Name of Rajya Sabha Members Leader Officers No. Conference/Meeting LS RS Conference/Meeting 1. Bangkok, 26 March - 1 April, 04 03 122nd Assembly of the (i) Shri. K. Rahman Smt. Meira Kumar, Shri P. D. T. Achary, SG(LS) Thailand 2010 IPU Khan, HDC (RS) Hon’ble Speaker, Dr. V.K.Agnihotri, SG(RSS) Lok Sabha Shri A. Mukhopadhyay, JS (LSS) (ii) Shri Jesudasu - Secy. to Del. Seelam Shri Cyril John, Director(LSS) Shri N.S.Walia, Director(RSS) (iii) Shri S.S.Ahluwalia Shri Gurnam Singh, JD(RSS) Shri L.V.Ramana, US(LSS) Shri Umesh Bisht, L.O (LSS) 2. Brasilia, 13-14 April, 2010 01 01 Meeting of India, * Dr. K.Keshava Rao ------Brazil Brazil, South Africa Parliamentary Forum 3. Tehran, 12-14 May, 2010 01 01 Meetings of the (a) Shri Tariq Anwar Shri J.P.Agarwal, Shri Cyril John, Director(LSS) Iran Standing Committee on MP(LS) Secy. to Del. ‘Political Affairs’ and (b) Ad-hoc Working Group on Information and Communication Technology(ICT) of the Asian Parliamentary Association 4. Jakarta, 6-7 July, 2010 01 01 1st Session of the Dr. Prabhakar Kore ------Shri L.V.Ramana, US(LSS) Indonesia General Assembly of - Secy. to Del. Forum of Asia Pacific Parliamentarians of Education (FASPPED) 5. London, 12-16 July, 2010 03 01 International Smt. Jayanthi Natarajan Smt. Jayanthi ------UK Parliamentary Conf. on Natarajan, Climate Change MP(RS)

* Could not attend. Returned from Frankfurt due to sudden demise of his brother.

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Sl Country Dates of No. of delegates Name of Rajya Sabha Members Leader Officers No. Conference/Meeting LS RS Conference/Meeting 6. Geneva, 19-21 July, 2010 01 01 3rd World Conference of Shri. K. Rahman Smt. Meira Kumar, Shri P. D. T. Achary, SG(LS) Switzerland Speakers of Parliaments Khan, HDC (RS) Hon’ble Speaker, Shri A. Mukhopadhyay, Lok Sabha JS (LSS) - Secy. to Del. Shri Tapan Chatterjee, JS(RSS) Shri Cyril John, Director(LSS) Shri L.V.Ramana, US(LSS) Shri Rakesh Anand, AD(RSS) 7. Oxford, 25-27 July, 2010 01 Inaugural Forum on Shri. K. Rahman Shri. K. Rahman UK Islamic Branding and Khan, HDC (RS) Khan, HDC (RS) Marketing 8. Ottawa, 2-5 September, 2010 ------01 G-20 Speakers’ Shri. K. Rahman Shri. K. Rahman Shri Tapan Chatterjee, Canada Consultation-Presiding Khan, HDC (RS) Khan, HDC (RS) JS(RSS) Officers of the Upper Shri Rakesh Anand , and Unicameral Houses DD(RSS) of the G-20 9. Nairobi, 10-19 September. 2010 04 02 56th CPA Conference (i) Ms. Sushila Tiriya Smt. Meira Kumar, Shri P. D. T. Achary, SG(LS) Kenya Hon’ble Speaker, Dr. V.K.Agnihotri, SG(RS) (ii) Shri Moinul Lok Sabha Shri A. Mukhopadhyay, Hassan JS (LSS) - Secy. to Del. Shri N.S.Walia, Director(RSS) Smt. Abha Singh Yaduvanshi, Director(LSS) Shri Gurnam Singh, JD(RSS) Shri S.R.Mishra, DS(LSS) Shri Pankaj Kumar Sharma, Protocol Officer (LSS) 10. Hanoi, 20-25 September, 2010 01 01 31st General Assembly Shri R.C. Singh ------Shri J.P.Sharma, JS(LSS) Vietnam of ASEAN Inter - Secy. to Del. Parliamentary Assembly(AIPA)

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Sl Country Dates of No. of delegates Name of Rajya Sabha Members Leader Officers No. Conference/Meeting LS RS Conference/Meeting 11. Geneva, 4-6 October, 2010 04 02 123rd Assembly of the Shri. K. Rahman Khan, Smt. Meira Kumar, Dr. V.K.Agnihotri, SG(RS) Switzerland IPU HDC (RS) Hon’ble Speaker, Shri S.Bal Shekar, AS (LSS) Shri S.S.Ahluwalia Lok Sabha - Secy. to Del. Shri Cyril John, Director (LSS) Shri L.V.Ramana, US(LSS) Shri Rakesh Anand, DD(RSS) Shri Gian Chand, PO(RSS) Shri Vijay Mishra, Liasion Officer (LSS) 12. Chiapas, 31 October- 01 01 Conference on * O.T.Lepcha ------Mexico 3 November, 2010 ‘Parliaments, minorities and indigenous peoples: Effective participation in politics’

* Did not go

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Annexure-17.2 VISITS OF FOREIGN PARLIAMENTARY DELEGATIONS/DIGNITARIES TO INDIA DURING 2010

Sl No. Country Dates of visit No. of Name of the Leader/Called on /Other engagements etc. delegates 1. Uruguay 10-18 January, 2010 9 H.E Mr. Roque Arregui, President (Speaker) of the House of Representatives of Uruguay. The meeting of the delegation with the VPI/HC, RS could not be fixed as HVPI/HC, RS was on a State visit to Zambia, Botswana & Malawi during that period. 2. Vietnam 23-28 February, 2010 12 H.E. Mr. Nguyen Phu Trong, Chairman of the Vietnam’s National Assembly. The delegation called on HVPI/HC, RS on 24th February, 2010 at Parliament House. 3. Croatia 6-10 March, 2010 6 H.E Mr. Luka Bebic, President of the Croatian Parliament. The delegation meeting with HVPI/HC, RS fixed for 8th March, 2010 at Parliament House was cancelled due to disturbance in Rajya Sabha. 4. Mauritius 17 March, 2010 5 Hon’ble Mohammed Asraf Ally Dulull, Minister of Information and Communication Technology, Govt. of Mauritius. The delegation called on Hon’ble Deputy Chairman, RS on 17th March, 2010 at Parliament House

5. Estonia 3-10 April, 2010 8 H.E Dr.(Mrs.) Ene Ergma, President of the Riigikogu (Estonian Parliament). The meeting of the delegation with the HVPI/HC, RS could not be fixed as HVPI/HC, RS was away on tour outside Delhi during that period.

6. Paraguay 10-14 April, 2010 9 H.E. Senator Miguel Carrizosa Galiano, President of the Paraguayan . The delegation called on HVPI/HC, RS on 13th April, 2010 at Parliament House.

7. China 20 April, 2010 12 H.E Mr. Sun Jiazheng, Vice Chairman of the Chinese People’s Political Consultative Conference. The delegation called on Hon’ble Deputy Chairman, RS on 20th April, 2010 at Parliament House.

8. European Parliament 27 April, 2010 8 H.E Mr. Graham Watson, Chariman of the India Delegation in the European Parliament. The delegation witnessed the proceedings of the Rajya Sabha on 27th April, 2010.

9. Australia 14 July, 2010 5 The delegation called on Hon’ble Deputy Chairman, RS on 14th July, 2010 at Parliament House.

10. Mexico 8-14 August, 2010 9 H.E Mr. Carlos Jimenaz Macias (Senator), President of the Committee on External Affairs, Asia Pacific in the Mexican Parliament. The delegation called on HVPI/HC, RS on 9th August, 2010 at Parliament House. 11. UK 27 September- 7 Rt. Hon. Malcolm Bruce, MP. The delegation called on HVPI/HC, RS on 28th September, 2010 at 6, 1 October, 2010 Maulana Azad Road, New Delhi. 12. 1 November, 2010 1 H.E. Mr. Mir Jan Muhammad Khan Jamali, Deputy Chairman of the Senate of Pakistan. The dignitary called on Hon’ble Deputy Chairman, Rajya Sabha on 1st November, 2010 at Parliament House. 13. U.S.A 6-9 November, 2010 1 Hon’ble Mr. Barack H. Obama, President of the USA. The dignitary addressed the Members of Parliament on 8th November, 2010 in the Central Hall, Parliament House. 14. Mongolia 8-14 December, 2010 17 H.E Mr. Damdingiin Demberel, Chairman (Speaker) of the State Great Hural (Parliament) of Mongolia. The delegation called on HVPI/HC, RS on 9th December, 2010 at Parliament House. 15. Albania 19-22 December, 2010 6 H.E. Mrs. Josefina Topalli, Speaker of the Albanian Parliament. The delegation called on Hon’ble Deputy Chairman, RS on 20th December, 2010 at Parliament House.

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Annexure-17.3

CONFERENCES HELD IN INDIA DURING 2010

Sl No. Place Dates Conference Names of Participants from Rajya Sabha

1. New Delhi 4-8 January, 20th Conference of Speakers and Presiding Shri. K. Rahman Khan, HDC (RS) 2010 Officers of Commonwealth (CSPOC) in Dr. V.K.Agnihotri, SG(RS) New Delhi from 4-8 January, 2010 2. Shillong 28-30 January, 12th Annual Conference of the North-East Region Dr. V.K.Agnihotri, SG(RS) 2010 Commonwealth Parliamentary Association

3. Bhopal 2-6 February, Conferences of Presiding Officers and Secretaries Dr. V.K.Agnihotri, SG(RS) 2010 of Legislative Bodies in India

4. Srinagar 19-23 June, Conferences of Presiding Officers and Secretaries Shri. K. Rahman Khan, HDC (RS) 2010 of Legislative Bodies in India Dr. V.K.Agnihotri, SG(RS)

5. Raipur 25-29 October, 4th India and Asia Regions CPA Conference Shri. K. Rahman Khan, HDC (RS) 2010 Shri M.V. Mysura Reddy, MP(RS) (Did not go)

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