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17. Conference & Protocol Section

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17. Conference & Protocol Section 17. CONFERENCE & PROTOCOL SECTION 17.1 Main Functions : Conference & Protocol Section dealt with the following main items of work in 2014:- (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 Rajya Sabha and their Spouses and officers of Rajya Sabha Secretariat. (v) Acceptance of Foreign Hospitality by the Members of Rajya Sabha. (FCRA Clearance through Ministry of Home Affairs) (vi) Itineraries of Members going abroad. (vii) Republic Day/ Independence Day Celebrations/issuance of passes through Ministry of Defence. (viii) Association of Secretaries-General of Parliaments (ASGP) and the Society of Clerks-at-the-Table in Commonwealth Parliaments (SOCATT). (ix) Functions/events held in Parliament House Complex. (x) Computerization. (xi) Budget. (xii) Purchase of Gifts, Mementos and settlement of bills thereof. (xiii) Miscellaneous. 17.2 Visits of Indian Parliamentary Delegations to Foreign Countries: The Section dealt with the work relating to nomination of Members of Rajya Sabha for inclusion in the Indian Parliamentary Delegations which went abroad during 2014 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. 5 visits of Indian Parliamentary Delegations to International Conferences/Meetings/Seminars were handled during the year 2014. Chart showing the visits of Indian Parliamentary Delegations to foreign countries during the year 2014 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 for their witnessing the proceedings of the Rajya Sabha. In all 5 visits of Foreign Parliamentary Delegations/Dignitaries were handled during the year 2014. Chart showing the visits of Foreign Parliamentary Delegations/Dignitaries to India during the year 2014 is at (Annexure-17.2) 17.4 Formation of Parliamentary Friendship Groups (PFGs) with other countries: Action was initiated for nomination of Rajya Sabha Members on PFG for China was initiated and the PFG has since been constituted . 17.5 Issue of Diplomatic Passports/Visa Notes/Surrender Certificates etc. to the Members of Rajya Sabha and their spouses and officers of Rajya Sabha Secretariat: - 330 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. 110 were forwarded to the Ministry of External Affairs, received back therefrom and delivered to the Members and Officers concerned . 17.6 Acceptance of Foreign Hospitality by Members of Rajya Sabha: - 34 applications received from Members were forwarded to the Ministries of Home Affairs and Ministry of External Affairs for prior permission to accept foreign hospitality, under Section 6 of Foreign Contribution (Regulation) Act, 2010 and for political clearance, respectively. Permissions received therefrom were communicated to the Members concerned. 17.7 Itineraries of Members going abroad: 52 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 . 17.8 Republic Day/ Independence Day Celebrations: - The Section maintained close liaison with the Ministry of Defence in connection with the Republic Day/Independence Day Celebrations 2014. The names of officers of the rank of Assistant 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. 17.9 Association of Secretaries-General of Parliaments (ASGP) and the Society of Clerks-at-the-Table in Commonwealth Parliaments (SOCATT): - 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 SOCATT were got prepared/processed for use of Secretary-General, Rajya Sabha, who attended these meetings during the year. 17.10 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. 40 Bulletins Part-II were issued from time to time relating to such functions/events, for information of Members of Rajya Sabha. Meeting of Indian Parliamentary Group was held on 13 th August, 2014. 17.11 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. and in communicating with various International Organizations/Mission abroad and the IPU Secretariat 17.12 Budget: - The details of budget allocations under different heads for the financial year 2014-15 are given below:- Sr. No. Head Budget allocation 1. “01 104 02 00 12 Rs.3.00 Crore IPDGA” 2. “02 00 20 Members- Rs. 13 Lakh Other Administrative Expenses” 3. “01 105 Rajya Sabha Rs.1.50 Lakh Secretariat 00 00 13- Office Expenses”. 111 17.13 Gifts/Mementoes etc. were purchased for presentation by Rajya Sabha dignitaries and the Annual Inspection and Audit of the same was got done by P&AO, Rajya Sabha. Achievements: - The work relating to the visit of Mexican Parliamentary Delegation comprising of 11Senators was, for the first time, completely handled by the Protocol section independently. 112 ANNEXURE-17.1 INDIAN PARLIAMENTARY DELEGATIONS TO INTERNATIONAL CONFERENCES/MEETINGS DURING THE YEAR 2014 Sl City/Country Dates of Name of Rajya Sabha Delegates Offo Officers of Rajya Sabha Secretariat No. Conference/Meeting Conference/Meeting 1. Wellington, 21-24 January, 2014 22 nd Conference of Prof. P. J. Kurien, HDC (i) Shri Shumsher K. New Zealand Speakers and Presiding Sheriff, SG Officers of (ii) Dr. P.J.Antony, Commonwealth Secretary to HDC (iii) Shri Praveen Kumar, AD 2. Geneva, 16-20 March, 2014 130 th Assembly of IPU Prof. P. J. Kurien, HDC (i) Shri Shumsher K. Switzerland Shri Balbir Punj (BJP) Sheriff, SG Shri H.K.Dua (Nominated) (ii) Dr. P.J.Antony, Ms. Arnavaz Rohington Aga ( Secretary to HDC Nominated) (iii) Shri S.K.Ganguli, Consultant (iv) Shri S.Jason, JD (v) Shri Bhupendra Singh, Sr. Protocol Assistant 3. Dhaka, 23-25 September, 2013 Regional Seminar on EndingDr, T.N.Seema, CPI(M) ----- Bangladesh The cycle of violence Against girls in Asia-Pacific 4. Yaoundé, 2-10 October, 2014 60 th CPA Conference Shri Kalpataru Das (BJD) (i) Shri Shumsher K. Sheriff, Cameroon* Shri K.T.S. Tulsi ( SG Nominated) (ii) Shri Jagdish Kumar, Director (iii ) Shri Praveen Kumar, AD 5. Geneva, 10-17 October, 2014 131 st Assembly of IPU Prof. P. J. Kurien, HDC (i) Shri Shumsher K. Switzerland Shri Hari Bansh Narayan Sheriff, SG Singh (JDU) (ii) Shri Mukul Pande, JS (iii) Shri S. Jason, Director (iv) Shri Sanjay Vatsa, PS to HDC * Rajya Sabha component of the visit was cancelled 113 ANNEXURE- 17.2 VISITS OF FOREIGN PARLIAMENTARY DELEGATIONS/DIGNITARIES TO INDIA DURING 2014 Sl Country Dates of visit No. of Name of the Leader/Called on Rajya Sabha Dignitaries etc. No. delegates 1. Bhutan 13-16 January, 13 H.E. Mr. Jigme Zangpo, Speaker of the National Assembly of Bhutan. The 2014 meeting of the delegation with the HVPI/HC, RS could not be fixed due to latter’s prior committed engagements during that period. 2. Mexico 22-29 January, 11 Senator Gabriela Cuevas, Head of the Mexican Senate’s Foreign Relations 2014 Committee. The delegation called on HVPI/HC, RS on 28 th January, 2014 at 6, Maulana Azad Road. 3. Bangladesh 12-15 February, -- H.E. Dr. Shirin Sharmin Choudhury, Speaker of the National Parliament of 2014 Bangladesh. The meeting of the delegation with the LOP, RS held on 13 th February, 2014 at Parliament House. 4. African Countries 8-15 March, 2014 14 A meeting with the young parliamentary delegation from African countries with Secretary-General, Rajya Sabha was held on 11 th March, 2014 at Parliament House. 5. Romania 6-12 December, 8 H.E. Mr. Valeriu Stefan Zgonea, President of the Chamber of Deputies of the 2014 Parliament of Romania. The delegation called on HVPI/HC, RS on 9 th December, 2014 at Parliament House. 114 .
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