Election Schedule

Seed Association of Pakistan

40-M, Johar Town, Lahore Ph # 042-35291640
E-mail: sap.40mlhr@gmail.com Fax # 042-35315744
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All Members Ref: SAP/07/Corres/
(Eligible to Vote) Date: ____ July 2012

NOTICE OF ANNUAL ELECTION – 2012

Notice is hereby given to all members eligible to vote, that annual election of the Seed Association of Pakistan shall be held as per schedule enclosed herewith at the office of the Seed Association of Pakistan at 40 M Johar Town Lahore.

The election shall be held for following office

  1. Executive Committee
    • Corporate Members 15
    • Associate Members 15
  2. Chairman 1
  3. Vice Chairman 1

The following documents enclosed for election purpose:-

  • Election Schedule
  • Election Procedure
  • Nomination Forms
  • Specimen of Letter of Authority

Please Note that:

  • The members will cast their votes personally as the proxy/Postal Ballot is not allowed in the election.
  • Election will be held on the basis of voter list up-dated as on 13th July 2012.

For Seed Association of Pakistan

Malik Muhammad Afzal (Col Retd)
Secretary General

SEED ASSOCIATION OF PAKISTAN 40 M JOHAR TOWN LAHORE ELECTION SCHEDULE – 2012

1 The Secretary General shall display election schedule on the notice board of SAP Website and submit a copy to the D G T O 15th July 2012
2 The members concerns of the SAP desiring to change their representative shall intimate changers regarding name of representative to the Secretary General alongwith necessary proof . 16th July 2012
3 The Secretary General shall display the provisional list of all members eligible to vote alongwith their National Tax Registration Number, Sale Tax Registration if applicable, the name and national identity card number of their representative at notice board and website of the SAP 20th July 2012
4 The member who have any objection to the entries/changes in the list of voters shall send their objection in writing to the Secretary General 27th July 2012
5 The Secretary General will intimate action on the objection or changes sent by members 1st August 2012
6 Any members aggrieved by the decision of the Secretary General, taken in the preceding clause may make a representation to election commission 4th August 2012
7 The commission will decide the representation. 7th August 2012
8 Any person aggrieved by the decision of the commission or where commission fails to decide the representation within the stipulated time mentioned in the preceding clause may appeal to the Director General and decision of the Director General in this regard shall be final 10th August 2012
9 Director General will decide the appeal. 21st August 2012
10 The final list of the voters shall be displayed at notice board and at website of the SAP and shall also be submitted to the D G T O 23rd August 2012
11 Any person who is eligible to contest the election for the vacant posts of the Member Executive Committee shall send his nomination papers duly proposed, seconded by a duly registered voter and signed by the candidate, to the Secretary General on the prescribed form in accordance with the Articles of the Association or Rule of the SAP . 26th August 2012
12 The Secretary General shall provide a copy of final list of voters to each contesting candidate. Except the candidate of the women seats, as their electoral college is Executive Committee. 27th August 2012
13 Scrutiny of the nomination papers and letter of authority by the commission 27th August 2012
14 Circulation by the Secretary General of the list of nominees whose papers have been declared availed and the forms of withdrawal to the said nominees. 28th August 2012
15 The objection if any, to the nomination of candidates can be failed to the election Commission. Provided that the candidate for a particular seat will file objections for the candidate of the same seat and for the same class. 5th Sep 2012
16 The election commission will decide the objections filed under the preceding clause, This clause ipso facto applies to the nominees of the women seats. 7th Sep 2012
17 Any candidate aggrieved by the decision of the election Commission taken under the preceding clause where the commission fails to decide within the time stipulated in the preceding clause may file an appeal to the Director General. 14th Sep 2012
18 The Director General Trade Organization shall decide the appeal preferred under the preceding clause. 15th Sep 2012
19 The Secretary General will receive the withdrawal forms from the nominees completed by the nominees who want to withdraw from the Election. 16th Sep 2012
20 The Commission will issue final list of candidates. 20th Sep 2012
21 The polling at the registered office of the SAP for Corporate Members. 21st Sep 2012
22 The polling at the registered office of the SAP for Associate Members. 22nd Sep 2012

Counting of votes shall take place immediately after the polling hours under the supervision of the Election Commission in the presence of the polling agents of the Candidates, if any, at the designated site.

23 The Election Commission shall declare provisional results. 22nd Sep 2012
24 Any person elected, as member of EC shall send his nomination for election as an office bearer duly proposed and seconded by an elected EC member and signed by the candidate to the Election Commission. 23rd Sep 2012
25 Scrutiny of the nomination papers for the election of office bearers by the Commission 24th Sep 2012
26 Polling for the election of office bearers. 26th Sep 2012
27 The announcement of election results shall be made in General Meeting of the SAP called for this purpose. 29th Sep 2012

EXPLANATION:

  • For the purpose of this schedule “Day” means working hours of the SAP on that day unless otherwise stated.
  • If any day on which an activity scheduled to be performed under the election schedule falls on a holiday, such act shall be performed on the day next following the holiday(s)
  • If for any reason any candidate does not receive any of the communication of the Secretary General in connection with the election, the election proceedings shall not be invalidated on that score.
  • Any activity in connection with the election scheduled will be performed within official working hours.

NOTE:

  • “Polling hours” will be the working hours (9.00 a.m. to 5.00 p.m.) of the SAP
    at that day with one hour break.
  • Election Commission reserves the rights to change polling hours due to any circumstances.
  • The gap between 17th August to 20th August 2012 has been kept provisionally for tentative Eid holidays.

The Seed Association of Pakistan

40-M, Johar Town, Lahore

PROCEDURE FOR ELECTION

Relevant Articles of the Articles of Association of the SAP are reproduced below:

PROCEDURE FOR ELECTION

  • 23 (i) The Executive Committee shall approve the election schedule and Secretary General shall issue election schedule within two days of ns approval from Executive Committee. The Executive Committee shall appoint an Election Commission other than those contesting the election.
    • The Commission will comprises three members;
    • The members so appointed will submit their consent in writing to the Secretary General;
    • The members of the commission, so appointed should not have held any elected office of the SAP for the preceding two years;
    • The members of the commission shall not be entitled to cast vote or become a candidate in the election they are conducting;
    • The members of the commission shall be independent, impartial and non-partisan;
    • The member of the commission shall not canvas for any of the candidates or panels contesting the election they are conducting.
  • (ii) The election commission as appointed shall be in-charge of all arrangements connected with the conduct of elections, including but not limited to:
    • Appointment of polling staff;
    • Ensuring the display of tentative voter’s list by the Secretary General for the purpose of inviting objection;
    • Examination of and decision on the objection received on the voter’s list;
    • Supervision of the polling process and ensuring that polling has been conducted in an orderly, peaceful transparent and fair manners in accordance with the provision of the memorandum and articles of association of the SAP; and
    • Counting of votes and announcement of results
  • 24. No member shall be eligible to contest election unless he forwards to the Secretary General along with his nomination papers, Letter of Authority from his firm, company, or organization authorizing him to be the candidate for the elections.
  • 25. The procedure for election of the representatives of different classes .of members on the Executive Committee shall be as follows:•
    • (i) The members of classes (a) & (b) mentioned in Article 3 shall each elect, by majority of votes, from their own numbers. And Town Associations will nominate one nominee.
    • (ii)
      • (a) The Secretary General will circulate the Election Program, to all members on the roll of the SAP, who are eligible to vote. A member shall be eligible to vote in the election of the SAP after completion of two years of membership provided further that such a member fulfill the condition stipulated for the renewal of membership.
      • (b) All members of the SAP eligible to vote will notify the Secretary General, by the date specified for the purpose in the Election program, about any change in the names of their representatives, if any, authorized under Article 26, to participate in the SAP proceedings. No change in names shall be accepted thereafter.PROVIDED THAT
        (1) The ballot papers shall have duly numbered counterfoils and the voters shall sign or affix thumb impression thereon in the presence of polling agents of the candidates and the officer before the issuance of ballot papers to voter.
        (2) It shall be the duty of the polling officer to see the original identity card issued by the SAP or national identity card or passport or any other mode of identification of the voter and write the number of that document thereof on the counterfoil.
        (3) After comparing the signatures and photograph with the specimen signature cards the polling officer shall handover the ballot paper to the voter.
      • (c) Passport size photographs of the representatives attested in an easily visible manner, by the authorized person of the member firm shall be pasted on an Identity Card in the form prescribed and stamped with the seal of the member firm I organization in such a way that a portion of the seal covers a portion of the photograph. These Identity Cards duly completed shall be returned to the Secretary General so as to reach him by the date specified for the purpose in the Election Program. Any representative, whose Identity Cards are already available with the SAP shall not be required to submit fresh Identity Cards.
      • (d) The polling shall take place at the registered office of the SAP within the hours and on the dates specified for the purpose in the Election Program. Provided that where it is not possible to establish the polling booths in the office premises for want of space, the poling shall be held in a public place such as a community hall or hotel
      • (e) Any member causing disturbance or creating disorder during the election proceedings shall be disqualified from participating in the election by the commission.
      • (f) At the time fixed for the polling, each representative whose Identity Card has been duly received by the Secretary General will, one after another, be supplied with a Ballot Paper containing the names of all the candidates whose nomination has been declared valid, after he has signed against his name in a list in token of having received the Ballot Paper.
        PROVIDED THAT
        The Secretary General shall sign the ballot paper or an officer of the SAP duly authorized by the commission in this behalf and shall also be signed by the polling officer at the time when it is issued.
      • (g) Not more than one Ballot Paper, shall be supplied to each voter
      • (h) The voter, with his Ballot Paper, shall then proceed to a table provided for the purpose in a secluded place and mark the Ballot Paper in ink against the names of the candidates in whose favor he casts his vote.
      • (i) He shall then fold the Ballot Paper and put it In the Ballot Box kept for the purpose duly sealed under the direct supervision of the presiding officer. Separate boxes shall be kept for each class of members.
        PROVIDED THAT
        The voter shall not be allowed to leave the booth after the Ballot Paper has been handed over to him until and unless he or she has inserted his/ her Ballot Paper in the box placed before the presiding officer I polling officer and polling agents of the candidates.
        PROVIDED THAT
        Adequate arrangements shall be made to maintain the secrecy of the polls.
      • (j) Before being sealed, empty Ballot Boxes shall be shown to the candidates or their agents and sealed in their presence if they want to be present on the occasion. If the candidates or their agents so wish, not more than four of them will be allowed to put their seals on the Ballot Boxes.
      • (k) Soon after the expiry of the closing time for polling, the Ballot Boxes shall be unsealed and opened by the Secretary-General and the Presiding Officer in the presence of the candidates or their agents, not more than one on the occasion, .and then counting of the votes shall start. The SAP will make seating arrangements for the candidates or their agents for this occasion.
        PROVIDED THAT

        • (1) An officer designated by the commission in respect of ballot papers including used, unused, tendered, challenged, or stray ballot papers shall maintain proper account.
        • (2) The challenged votes shall be kept in a separate sealed envelope duly signed and sealed by the polling officer.
        • (3) The commission or an officer designated by the commission shall decide about the challenged votes after verification of necessary information from the member firm, company, or concern before the official announcement of the results.
        • (4) No ballot paper shall be invalid for failure to have cast all votes on all seats Contested for in the said election.
        • (5) The commission may declare provisional results immediately after the counting of votes is complete.
        • (6) After completion of compilation and counting of results, the record pertaining to the election shall be sealed and signed by the commission or any officer designated by the commission and the Secretary General and shall be handed over to Secretary General for safe custody.
      • (l) On the days fixed for the purpose in the election program under the chairmanship of the presiding officer, the members elected under the provisions hereinbefore provided as well as those continuing on the Executive Committee under clauses (v) and (vi) of article 22 shall elect from amongst themselves a President and one Vice President.
      • (m) All members of the Executive Committee as well as those contesting the election’ for such membership are expected to make themselves available at the registered office of the SAP on the date and time fixed for the polling and counting of the votes so that those of them who are successful and continuing members can take part in the election of the President and the Vice Presidents. But the absence of any such person shall not make the proceedings of the election of the President Nice Presidents in fructuous.
      • (n) In the event of the equality of votes between two or more candidates a lot shall be drawn by the election commission in the presence of the candidates or their authorized representatives / polling agents of such candidates and a record of the result thereof shall be made.
      • (o) The ballot papers shall be serially numbered by the Secretary General and handed over to the Executive Committee one month after the election.
      • (p)
        • (a) The result of the election duly signed by the Election Commission shall be handed over by him to the new Executive Committee as well as to the Secretary General.
        • (b) The record of election shall be open for inspection upon an application made in this behalf by the candidates within seven days of the date of polling and with the approval of Director General of Trade Organization.
      • (q) If for any reason any candidate does not receive any of the communications of the Secretary’ General in connection with his election, the election proceedings shall not be invalidated on that score.
        • (iii) (a) The sign X shall be marked distinctly In ink against the names(s) of the candidate(s) in whose favor a representative wishes to cast his Vote (s). If the marking of any vote is done in pencil, or is otherwise indistinct, or has been erased or remarked, such vote shall be declared INVALID. The decision of presiding officer in this regard shall be final.
        • (b) The ballot paper shall not be signed or stamped, sealed or marked in any manner, which might disclose the identity of the voter. Any ballot paper bearing such signature, stamp, seal or mark shall be declared invalid.
        • (c) If a voter cast more votes than the number he is entitled to cast, all the votes shall be treated as invalid.
        • (d) No member shall be eligible to cast his vote at the election unless he has paid his annual subscription and research and development fee for the current year as well as other dues.

The Seed Association of Pakistan

NOMINATION FORM

SAP – Election – 2012

1. NOMINATION

We do hereby nominate Mr. --------------------------------------------------------------

S/o-------------------------------------------------------------------------------------

Proprietor I Partner I Director of Mis. ------------------------------------------------
who is Corporate / Associate Member of the Seed Association of Pakistan bearing 
Membership No. ____________ 
to be a candidate for election 2012 as a Member of Executive Committee of the SAP.

Residential Address .....................................................................

………………………………………………………………………………………………………………………….

CNIC						-								-	

NTN #	_______________________________

Proposed by Mr. ……………………………………………………………………….………………………

Of M/s …………………………………………………..……………………………………………………………
(Name of the Member Firm/Co)

Membership No.…………………………………………. Class of Membership …………………………………….

Signature ………………………… Date …………………….

Proposed by Mr. ……………………………………………………………………….………………………

Of M/s …………………………………………………..……………………………………………………………
(Name of the Member Firm/Co)

Membership No.…………………………………………. Class of Membership …………………………………….

Signature ………………………… Date …………………….
2. CONSENT OF THE NOMINEE
I do hereby give my consent to the above proposal and solemnly declare that, 
if elected, I shall abide by the provisions of the Memorandum and Articles 
of Association and the rules and regulations framed there under and shall 
faithfully discharge my duties and responsibilities in order to promote 
the cause of the Association.

Date ______________					____________________
                                                                        Signature of Nominee
_______________________________________________________________________
                                                (For office use only)
Papers are:

Accepted

Rejected: (reasons to be recorded)		______________________________
                                                                Signature of Secretary General