13. CONFERENCE & PROTOCOL SECTION

13.1 Responsibilities: During the year 2000, Conference & Protocol Section dealt with the following items of work:-

(i) Visits of Indian Parliamentary Delegations to foreign countries. (ii) Visits of Dr. (Smt.) Najma Heptulla, Hon’ble Deputy Chairman, and President of IPU to foreign countries. (iii) Visits of Foreign Parliamentary Delegations to India. (iv) Meetings in honour of the Presidents of the United States of America and the Russian Federation. (v) Conferences of Presiding Officers and Secretaries of Legislative Bodies in India. (vi) International Conferences held in India. (vii) Issue of Diplomatic Passports/Visa Notes to the Members of Rajya Sabha and their spouses. (viii) Acceptance of Foreign Hospitality by the Members of Rajya Sabha. (ix) Itinerary of Members going abroad. (x) Ceremonial departure/arrival of the visits of the President/Prime Minister to Foreign Countries. (xi) Republic Day/ Independence Day Celebrations. (xii) Association of Secretaries-General of Parliaments and the Society of Clerks-at-the-Table in Commonwealth Parliaments. (xiii) Functions to mark the birth/death anniversaries of National Leaders. (xiv) Purchase of Gifts/Bouquets. (xv) Miscellaneous.

13.2 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.

Chart showing the visits of Indian Parliamentary Delegations to Foreign Countries during the year 2000 is given in Annexure-13.1

13.3 Visits of Dr. (Smt.) Najma Heptulla, Hon’ble Deputy Chairman, Rajya Sabha and President of IPU to Foreign Countries: This Section handled the visits of Hon’ble Deputy Chairman, Rajya Sabha and Officers from her personal staff to foreign countries during the year 2000. Financial Sanctions were issued from time to time in connection with such visits.

Chart showing the visits of Hon’ble Deputy Chairman, Rajya Sabha and President of IPU to foreign countries during the year 2000 is given in Annexure-13.2.

13.4 Visits of Foreign Parliamentary Delegations to India: A close liaison was kept with the Lok Sabha Secretariat in connection with the visits of the Foreign Parliamentary Delegations to India. Arrangements were also made for the meeting of the visiting delegations with Hon’ble Chairman/Deputy Chairman, Rajya Sabha and witnessing the proceedings of the Rajya Sabha.

Chart showing the visits of Foreign Parliamentary Delegations to India during the year 2000 is given in Annexure-13.3.

13.5 Meetings in honour of the Presidents of the United States of America and the Russian Federation: This Section co-ordinated with the Lok Sabha Secretariat and the Ministry of External Affairs in connection with the following meetings:-

(i) Meeting in honour of His Excellency Mr. William J. Clinton, President of the United States of America under the auspices of Indian Parliamentary Group held on Wednesday, the 22nd March, 2000 in the Central Hall, Parliament House, New Delhi ; and

(ii) Meeting in honour of His Excellency Mr. Vladimir V. Putin, President of the Russian Federation under the auspices of Indian Parliamentary Group held on Wednesday, the 4th October, 2000 in the Central Hall, Parliament House, New Delhi.

13.6 Conferences of Presiding Officers and Secretaries of Legislative Bodies in India: The Annual Conferences of Presiding Officers and Secretaries of Legislative Bodies in India were held in Hyderabad on 29th May to 2nd June, 2000. Notes on the points on the Agenda of these Conferences were got prepared and all arrangements for the participation of Officers from Rajya Sabha were also made.

13.7 International Conferences held in India: A close Liaison was kept with the Lok Sabha Secretariat in connection with the International Conferences held in India during the year 2000. Officials of this Secretariat were deployed to perform different duties during these Conferences.

Chart showing the International Conferences held in India during the year 2000 is given in Annexure-13.4.

13.8 Issue of Diplomatic Passports/Visa Notes to the Members of Rajya Sabha and their spouses:- 302 applications of the Members of Rajya Sabha and their spouses for issue of diplomatic passports/Visa Notes etc. were forwarded to the Ministry of External Affairs.

13.9. Acceptance of Foreign Hospitality by the Members of Rajya Sabha: - 16 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.

13.10 Itinerary of Members going abroad: - Tour programmes received from the Members of Rajya Sabha were faxed to the concerned Indian Missions for extending usual courtesies and assistance.

13.11 Ceremonial departure/arrival of visits of the President/Prime Minister to Foreign Countries: - Members of Rajya Sabha were informed about the foreign visits of President/ through Parliamentary Bulletins Part-II. The passes for the departure and arrival ceremonies in connection with these visits were collected from the Ministry of External Affairs and distributed to those Members who desired to attend those ceremonies.

13.12 Republic Day/ Independence Day Celebrations: - This 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 Under Secretary and above were forwarded to the Ministry of Defence for issue of invitation cards for the Republic Day/Beating Retreat/Independence Day Ceremonies.

13.13 Association of Secretaries-General of Parliaments and the Society of Clerks-at-the-Table in Commonwealth Parliaments: - 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 the various questionnaires and notes on the points on the agenda of the meetings of the ASGP and the Society of Clerks were got prepared for use of Secretary General, Rajya Sabha.

13.14 Analysis: The Section was able to complete the items of work enumerated above promptly, efficiently in the specified time despite shortage of staff at the Assistant level. It may be pertinent to mention here that Hon’ble Deputy Chairman, Rajya Sabha and President of IPU expressed her appreciation for the logistic support provided by the Section during the IPU-FICCI Conference and IPU Executive Committee Meetings held in New Delhi from 4-7 December, 2000.

13.15 Computerization: All forms of correspondence relating to this Section is being done on computer (window – 98) like notes, letters, bulletins etc. CRC of the Parliamentary Bulletin Part-II issued from time to time are sent to the Table Office in a floppy. Local Internet is also being utilized to gather information about the Members of Parliament. Transfer of data is also being carried out through computer. Two persons of the staff are operating the computer. However, computer can be made more useful by imparting computer training to the staff of this Section.

13.16 Inspection: No inspection of this Section was carried out done during the year 2000.

13.17 Budget: The details of budget allocations under the different heads for the year 2000-2001 are given below:

Sr. No. Head Budget allocation Expenditure upto 31.12.2000

1. “01 104 02 00 12 Rs.1,20,00,000/- Rs.67,45,454/- IGDGA”

2. President of IPU Rs.44,50,000/- Rs.19,10,283/- 07 00 12 (FTE)

3. “02 00 20 Members- Rs.4,00,000/- Rs.58,518/- Other Administrative Expenses”

4. “01 105 Rajya Sabha Rs.1,00,000/- Rs.14,793/- Secretariat 00 00 13 Office Expenses”

13.18 Training to Staff: Shri Gian Chand, Protocol Assistant attended a Workshop on Noting and Drafting organized by the Training Unit on 17th and 18th October, 2000.

Annexure 13.1 Visits of Indian Parliamentary Delegations to Foreign Countries During the year 2000

GOODWILL DELEGATIONS

S.No. Country Dates of No. of Purpose R.S.Members Leader Officers Visit Delegates LS RS

1. France 26-30 5 2 Goodwill Shri Ram Deo Shri G.M.C. Shri G.C. Malhotra, SG(LS) March,2000 Delegation Bhandary (RJD) Balayogi, Shri Harnam Singh, JS(LS) Shri Mohd. Azam Speaker (LS) Shri D.R. Kalra, DS (LS) Khan (SP) Shri J.G. Negi, US(RS)

2. Mauritius 16-21 June, 7 2 Goodwill Shri B.P. Singhal(BJP) Shri G..M.C. Shri G.C. Malhotra, SG (LS) 2000. Delegation Shri N. Thalavai Balayogi, Sundaram(AIADMK) Speaker (LS) Shri A.L. Martin, DS(LS) Shri V.K. Bhatnagar, DD(LS) Shri M.N. Sundriyal, US(RS)

3. Czech Republic 30 June to 5 3 Goodwill Shri Ram Nath Shri G.M.C. Shri G.C. Malhotra, SG (LS) 4 July,2000 Delegation Kovind (BJP) Balayogi Shri P.C.Bhatt, PCE(LS) Shri M.J. Varkey Speaker(LS) Shri V. Venkatachalam US(RS) Mathathil (KC) Shri C.Ramachandraiah (TDP)

INDIAN PARLIAMENTARY DELEGATIONS TO INTERNATIONAL CONFERENCES/MEETINGS

S.No. Country Dates of No. of Purpose R.S.Members Leader Officers Visit Delegates LS RS

1. Bangkok 23-26 March 3 2 Asia-Pacific Miss Mabel Smt.Renuka Dr. P.K. Sandhu, Dir. (LS) (Thailand) 2000 Woman Parlia- Rebello (INC) Chowdhary Shri R.B. Gupta, US (RS) mentarians Conf. Dr.(Smt.)Joyasree on Transformative Goswami Leaderships for Mahanta (AGP) Good Governance in the 21st Century.

2. Otsu 6-10 April, - 2 XVth Globe Shri C. Rama- Shri C. Rama- (Japan) International Chandraiah(TDP) Chandraiah Shri H.K. Chanana, Dir. (RS) General Assembly Shri Debabrata Biswas (FB)

3. Amman 30 April to 8 2 103 IPU Dr.M.N.Das (INC) Shri G.M.C. Shri G.C. Malhotra, SG (LS) (Jordan) 6 May,2000 Conference Dr.Mahesh Chandra Balayogi, Shri R.C. Ahuja, Director (LS) Sharma (BJP) Speaker(LS) Shri U.S. Saxena, DS(LS) Shri D.P. Ahuja, US(RS)

4. Rio-de-Janeiro 15-16 May 7 3 3rd International Md.Salim (CPI(M) Shri P.M.Sayeed Shri P.D.T. Acharay, JS (LS) (Brazil) 2000. Forum-Parliaments Smt.Jayanthi Deputy-Speaker Shri P.C. Paikaray, US (RS) and Local Natarajan (TMC) (LS) Dr.J. Sahu, RO (LS) Authorities Shri Satishchandra Tourism Policy- Sitaram Pradhan Makers in the (Shiv Sena) 21st Century.

5. New York 5-9 June, 4 3 Beijing+5 Special Smt.Saroj Dubey, (INC) - Shri H. Singh, JS (LS)

(USA) 2000 Session of the (INC) UNGA Dr.(Ms.) P.Selvie Shri P.K. Bhandari, DS (LS) (Nominated) Shri H.C. Sethi, US (RS) Miss Mabel Rebello (INC)

6. London 5-6 August 1 1 4th Workshop of Smt. Sushma - - (UK) 2000 Parliamentary Swaraj (BJP) Scholars and Parliamentarians.

7. New York 30 August 11 3 Conference of Dr.Alladi P. Raj Shri G.M.C. Shri R.C. Tripathi, SG (RS) (USA) to 1 Sept.2000 Presiding Officers Kumar (TDP) Balayogi, Shri G.C. Malhotra, SG (LS) of the National Shri Amar Singh Speaker (LS) Shri M.R. Nair, JS(LS) Parliaments. (SP) Shri U.S. Saxena, DS (LS) Shri R.C. Khuntia Shri Naresh Kumar, PO (RS) (INC)

8. London & 20-29 Sept. 5 2 46th Common- Shri Karnendu Shri G.M.C. Shri G.C. Malhotra, SG (LS)

Edinburgh 2000 wealth Parlia- Bhattacharjee (INC) Balayogi Dr. A.K. Pandey, AS(LS) (UK) mentary Conf. Shri Ram Nath Speaker (LS) Shri Tapas Das Gupta, Dir. (RS) Kovind (BJP) Shri Hardev Singh, US(LS)

9. Jakarta 15-20 October, 5 3 104 IPU Prof.(Smt.) Bharati Shri G.M.C. Shri R.C. Tripathi, SG (RS) (Indonesia) 2000. Conference Ray (CPI(M) Balayogi Shri G.C. Malhotra, SG(LS) Shri S.Sivasubramanian Shri P. Sreedharan Dir. (LS) Shri H.K. Javare Speaker(LS) Shri S.K. Ganguli, DS(RS) Gowda (JD) Shri V.S. Negi,US (LS) Shri S.Sivasubramanian (DMK)

Annexure- 13.2 Visits of Dr. (Smt.) Najma Heptulla, Hon’ble Deputy Chairman, Rajya Sabha and President of IPU to Foreign Countries during the year 2000

Sr.No. Country Dates of visit Purpose of visit

1. Canberra 3-13 January, 2000 15th Conference of Commonwealth Speakers and Presiding Officers. (Australia)

2. Geneva 28 January to IPU-3rd Meeting of the Preparatory Committee (Switzerland) 4 February, 2000 for the P.O’s Conference of the National Parliaments.

3. Bangkok 9-16 February, 2000 IPU Conference of Parliamentarians on the (Thailand) occasion of UNCTAD X Meeting.

4. Paris (France) 12-15 March, 2000 Conference of the Presiding Officers of the Senates of the World.

5. Sao Paulo (Brazil) 17-19 March, 2000 Latin American Parliamentary Conference.

6. New York (USA) 20-29 March, 2000 To oversea the arrangements for the Conference of Presiding Officers of National Parliaments.

7. Amman 25 April to 7 May, 2000 103 IPU Conference. (Jordan) 8. Egypt 22 May to 27 May, 2000 2nd Conference of the Euro-Mediterranean Speakers.

9. Israel & Palestine 28 May to 3 June, 2000 On the invitations of the Parliaments of Israel and Palestine.

10. New York (USA) 4-13 June, 2000 IPU Meeting on the occasion of the Special Session of UN for Beijing+5.

11. China 7-12 June, 2000 On the invitation of H.E. Li Peng, Chairman of the Standing Committee of the National People’s Congress of China.

12. New York (USA) 27 August to Conference of Presiding Officers of National Parliaments and 8 September, 2000 Millennium Summit of The UN General Assembly

13. London (UK) & 20-24 September, 200 Inaugural ceremony of the CPA Conference and visit to IPU Headquarters. Geneva (Switzerland) Conference and visit to IPU Headquarters.

14. San Marino 30 September to On the invitation of the Secretary of State on the occasion of Investiture 3 October, 2000 Ceremony of new Captains Regent of the Republic.

15. Monaco 4-7 October, 2000 On the invitation of the President of the National Council of Monaco.

16. Jakarta 11-22 October, 2000 104th IPU Conference. (Indonesia)

Annexure-13.3

VISITS OF FOREIGN PARLIAMENTARY DELEGATIONS TO INDIA DURING 2000

Sr. No. Country Dates of visit No of Delegates Name of the Leader

1. Morocco 21-24 February, 2000 13 H.E. Mr. Abdeerahamane El Youssoufi, Prime Minister of Morocco.

2. Denmark 27 February-2 March, 2000 7 Ms. Helle Degn, M.P., Chairperson of the Foreign Affairs Committee of Danish Parliament.

3. Russia 27 February-2 March, 2000 10 H.E. Mr. Guennedy N. Seleznev, Chairman of the State Duma of the Russian Federation.

4. Tanzania 5-11 March, 2000 2 H.E. Mr. Pius Msekwa, Speaker of the National Assembly of Tanzania and Chairman of the Commonwealth Parliamentary Association Executive Committee.

5. European Parliament 16-20 April, 2000 9 H.E. Mr. Gerard Collins, Chairman of the South Asia Delegation of the European Parliament.

6. Maldives 8-12 May, 2000 3 H.E. Mr. Abdullah Hameed, Speaker of the Peoples Majlis of Maldives.

7. Cameroon 20-25 July, 2000 8 H.E. Mr. Cavaye Yeguie Djibril, President of the National Assembly of Cameroon.

8. Madagascar 9-18 August, 2000 8 H.E. Mr. Emmanuel Rakotozafy, Vice- President of the National Assembly of Madagascar.

9. Palestine 17-19 August, 2000 4 H.E. Mr. Ahmed Qurie (Abu Ala), Speaker of the Palestine Legislative Council.

10. Uganda 18-24 December, 2000 7 H.E. Mr. Francis J. Ayume, Speaker of Parliament of Uganda.

11. Kazakhastan 4-8 December, 2000 12 H.E. Mr. Zharmakhan Tuyakbuy, Chairman of the Majilis of the Parliament of the Republic of Kazakhastan.

12. Russia 17-21 December, 2000 8 Mr. S.V. Kara-ool, Deputy Chairman, Committee on the Federation Council on Inter- national Affairs and Chairman of the Supreme Khural (Legislative Assembly) of the Republic of Tyva.

Annexure-13.4

INTERNATIONAL CONFERENCES HELD IN INDIA DURING THE YEAR 2000

S. No. Conference Place Dates Delegates from Rajya Sabha

1. Conference on “Parliament and the Media New Delhi 14-18 February, 2000 Shri Kuldip Nayar, M.P. (Nominated) Building an Effective Relationship”.

2. First Regional Conference of CPA Branches Calcutta 20-25 May, 2000 Dr. Biplab Das Gupta, M.P. CPI(M) in Asia and South-East Asia Regions.

3. Eighth Asia Pacific Parliamentarians’ Conference Hyderabad 13-17 November, 2000 Shri C. Rama Chandraiah, MP (TDP) on Environment and Development. Shri Debabrata Biswas, M.P.(FB). Smt. Chandresh Kumari, M.P. (INC) Shri Lalitbhai Mehta, M.P. (BJP)