Manual Under RTI Act-2005

DELHI STATE HAJ COMMITTEE

GOVT. OF NCT OF DELHI,

(Constituted under Act of Parliament No. 35 of 2002) 

HAJ MANZIL, ASAF ALI ROAD,

NEW DELHI- 110002.

PH: 23230507, TELE FAX: 23234041.

Email: delhistatehajcommittee@gmail.com

MANUAL UNDER RIGHT TO INFORMATION ACT-2005

1 PARTICULARS OF ORGANIZATION

(I) Introduction 1.1

To promote transparency and accountability in the working of public authorities and to empower the citizens to secure access to information under the control of each public authority, the Government of India have enacted “The Right to Information Act, 2005”, (RTI Act) which came into force on 15-06-2005. In accordance with the provisions of section 4(1) (b) of this Act, the Delhi State Haj Committee is bringing out this manual for information and guidance of the public and others.

1.2 The Delhi State Haj Committee has designated Deputy Executive Officer as its Assistant Public Information Officer, (APIO) and Executive Officer as its Public Information Officer (PIO) for all matters concerning the Committee.

1.3 Any person requiring any information under the Act may contact Deputy Executive Officer and Executive Officer, Delhi State Haj Committee. Office Telephone Number is 011-23230507, Email Address is: delhistatehajcommittee@gmail.com

1.4 As the Revenue Department, Govt. of NCT of Delhi is the Administrative Controlling Authority of Delhi State Haj Committee, hence the Additional Secretary (Revenue) / ADM (HQ) Govt. of NCT of Delhi, may be approached as First Appellate Authority under section 19(1) of the Act. The contact address of the First Appellate Authority is given below:-

The Additional Secretary (Revenue)/ Cum ADM (HQ),

Revenue Department,
Govt. of NCT of Delhi 5,
Sham nath Marg, Delhi-110054 

(II) Organization, Functions and Duties of the Committee.

The Delhi State Haj Committee is constitutes as per the Delhi State Haj Committee Rules-2006 under the new Haj Committee Act-2002 for making arrangements regarding Haj Pilgrimage of Muslims and for matters connected therewith. Section 18(1) of the Haj Committee Act, 2002, stipulated the following norms for nomination of persons as members of the State Haj Committee:-

(a) One Muslim Member of Parliament from the National Capital Territory of Delhi, If Available;

(b) Two Muslim Members of the Legislative Assembly of the National Capital Territory of Delhi, if available;

(c) One Muslim Member representing the local bodies in the National Capital Territory of Delhi, if available;

(d) One Muslim Member having experience in Muslim Theology and Law;

(e) One Muslim Member from Muslim voluntary Organizations in the field of Public Administration, Finance, Education, Social Work or Culture;

(f) One Muslim Member (Ex-Officio) not below the rank of Deputy Secretary in Govt. of NCT of Delhi on deputation as Executive Officer.

Accordingly, presently the Delhi State Haj Committee is under reconstitution process through the office of the Principal Secretary, Revenue, Govt. of NCT of Delhi.

Terms of Office:

The term of office of the Members of the State Haj Committee shall be three years. Following are the names of the members of the Delhi State Haj Committee;-

List of the Office bearers of Delhi State Haj Committee.

S. No. Name & Address Desination Contact No.

01

Mr. Haji Ishraque, MLA
380/1, Gali No.19, 
Jafrabad, Delhi- 110053.
Chairman
011-22177774
9711972283
Off: 011-23230507
Fax: 011-23234041

02

Mr. Parvez Hashmi (MP)
AB-86, Shahjahan Road, New Delhi- 110011.
260, Jamia Nagar, New Delhi- 110025.
Member 26823440, 26910440 ®, 9810618211, 9868181680.
Off: 011-23230507
Fax: 011-23234041

03

Mr. Amanatullah Khan, MLA
A-9, Block-A, Khajoori Road, 
Joga Bai Extension, 
Jamia Nagar, Okhla, 
New Delhi- 110025.
Member
9911999399
9990498449
9911999967
Off: 011-23230507
Fax: 011-23234041

04

Ms. Seema Tahira, Councilor  
1374, Pahari Imli, 
Matia Mahal, Jama Masjid 
Delhi- 110006.
Member
8800540518, 23283201
Off: 011-23230507
Fax: 011-23234041

05

Mr. Firoz Ahmed
F-151/1, Aman Apartments, Allama Shibli Road, Shaheen Bagh,  New Delhi- 110025
Member
9910046083
41071829
Off: 011-23230507
Fax: 011-23234041

06

Mr. Nasruddin Saifi
A-69, Street No.19/20, 
Mandawli Unchepar, 
Near Jama Masjid, 
Mandawli, Fazalpur, 
Delhi- 110092. 
Member
9868791786
8285828350
Off: 011-23230507
Fax: 011-23234041

07

Mr. Ashfaq Ahmad Arfi, DANICS
F-A-39, Abul Fazal Enclave Part-I,  Jamia Nagar, Okhla,  
New Delhi-110025 
ashfaquearfi@gmail.com
Executive Officer 9910718476
Off: 011-23230507
Fax: 011-23234041

08

Mr. Mohsin Ali
2494, Sarak Prem Narain, Choori Walan, Bazar Sita Ram 
Delhi-110006
Email:mohsin_ali777@yahoo.com
Dy. Executive Officer 9811370590
011-26841170 ®
Off: 011-23230507
Fax: 011-23234041

Functions and Duties

The main functions of the Committee are as follows:

(i) Receipt, Scrutiny of Haj applications and selection by draw of lots (if necessary) of applicants for Haj Pilgrimage from Delhi State.

(ii) Deputation of representatives in the Building Selection Team to assist Consulate General of India, Jeddah, to select suitable buildings every year.

(iii) Deputation of Khadimul Hujjaj (Haj Volunteers) every year to look after the welfare of the Hajis from Delhi when they are in Saudi Arabia.

(iv) Free supply of Haj Guide Books in Hindi/ Urdu every year to Haj applicants and hand book on “Haj and Umrah” free of cost in Urdu / Hindi languages.

(v) Conducting inoculation, screening of H1N1 flu and issue of H1N1 influenza symptoms free certificate after proper checking (if required) and orientation programmes

(vi) Coordinating with Government of India, State Government, the Haj Committee of India, Mumbai, etc., and other agencies such as Saudi Arabian Airlines, Air India, Airports Authority of India, Immigration, Customs, etc., and other voluntary organizations for successful arrangements for Haj flight operations, etc.

(vii) Making of supporting arrangements for operation of direct Haj flights from Delhi to Jeddah, Madina and back, like transit accommodation at Delhi transport from Haj Cap (accommodation centers) to Airport and back, etc., for the Pilgrims of Delhi Embarkation Point

2. POWER AND DUTIES OF OFFICER AND EMPLOYEES

This Committee is headed by Chairman, while the Executive Officer, who is not below the Rank of Deputy Secretary in govt. of NCT of Delhi looks after day to day administration. The Executive Officer is the administrative head of the Committee and Adviser to the Chairman and Committee on all matters of policy and administration relating to Delhi State Haj Committee. He is assisted by the Deputy Executive Officer, Delhi State Haj Committee. The Deputy Executive Officer exercises control over the office both in regard to conducting of business of office and regarding maintenance of discipline. The office consist of the following functioning;-

S. No Section Details of Subject dealt with

01

Section-A 1. Receipts of grants from Delhi Government and urgent letter 2. Constitution of Haj Committee
3. Settlement of T.A. Bills of Members
4. Proposals and Sanction of Schemes
5. F.A.Q
6. Haj Volunteers
7. Deputing Building Selection Team
8. Annual Report of the Committee
9. Haj Committee Meetings
10. Translation work for Guide Books
11. Conduct of Orientation and inoculation Programmes
12. Annual Haj Conference and other meetings convened by HCOI/Ministry.
13. Election for Zonal Representative to HCOI by MEA

02

Section-B 1. Numbering of Haj application 2. Receipts & Dispatch of Haj applications
3. Dispatch of various circulars to Pilgrims
4. Bank deposits and other transactions
5. Salaries & other Payments
6. Printing of Haj Guide for Haj & Umrah, etc.
7. Purchase of Stationery and maintenance of equipments
8. Payment of various taxes due to the Government

03

Section-C 1. Announcement about Haj and inviting application as per the Announcement of HCOI 2. Qurrah (draw of lots) work.
3. Monitoring Compilation of data of Pilgrims
4. Selection intimation to the intending Pilgrims
5. Scrutiny of Haj application and rectification
6. Meningitis arrangement (Meningitis, Swine Flu, Polio Drops, etc.)
7. Obtaining of BCAS passes during flight season
8. Legal matters relating to the Committee
9. Maintenance of stock files & registers
10. Service Book entries

04

Section-D 1. Maintenance of Quick Reference Register
2. Maintenance of Airfare, Foreign Exchange Register (if directed by Haj Committee of India)
3. Reconciliation of Reports with Bank Statement and furnishing reconciliation certificate to Government in respect of grants
4. Category Break-up for the remittances (if directed by Haj Committee of India)
5. Cancellations & Refund to Pilgrims (if directed by Haj Committee of India)
6. All matters relating to Haj Committee of India
7. Transit accommodation and transportation to Pilgrims of Delhi Embarkation Point
8. Preparation of audit report of the Committee

05

Section-E 1. Comparing of Computer print outs of Pilgrims list, etc. 2. Comparing of Demand Drafts Remittance statements (if directed by Haj Committee of India)
3. Preparation of Health Cards
4. Orientation/Training Camps for Pilgrims
5. Additions and deletions in the Pilgrims Manifest (Under Guidance & Control of Haj Committee of India)
6. Advancement & Postponement of Air Tickets (Under Guidance & Control of Haj Committee of India)
7. Preparations of Haj Passports in Coordination with Regional Passport Offices
8. Coordination Committee meetings and follow up actions
9. Handling of Zam Zam and left out baggages
10. Presentation of bills for grants to Secretariat

06

Section-F 1. Reception Counter
2. Receipt of requisitions for issue of Haj application forms, Haj volunteer forms, etc.
3. Attend to visitors / pilgrims
4. Attend phone calls
5. Guidance of Haj Pilgrims through Haj Guides
6. Requests regarding allotments of flight and accommodation etc.
7. Handling of Haj applications under additional Government Discretionary quota

The Members and Executive Officer implements the policy decisions of Ministry of External Affairs, Government of India, Haj Committee of India as well as the State Government pertaining to Haj Pilgrims. All other employees are subordinates and they carry out the work entrusted by Executive Officer.

3. PROCEDURE FOR DECISION MAKING

All important matters connected with Haj and allied subjects are placed before the Committee for decision and approval. Hence Committee is the sole authority in decision making process subject to over all guidelines from Ministry of External Affairs, Haj Committee of India and State Government. The representations from public relating to this committee are attended promptly and given reply. In case they relate to policy matters, the same is taken up with Haj Committee of India and replies received are communicated to the petitioners. In case of important issues, the representations are also placed before the Committee and decisions are communicated to the petitioners.

4. NORMS FOR DISCHARGE OF FUNCTIONS

The main function of the Committee is making arrangements for Haj every year, there are no specific norms for the discharge of function since, it works as the autonomous body of Govt. of NCT of Delhi. During the season, Haj Committee engages temporary staff /volunteers to assist in the various arrangements.

5. RULES, REGULATIONS FOR DISCHARGE OF FUNCTIONS

The business in this committee is carried out with reference to the provisions contained in the Delhi State Haj Committee rules 2006 under the Haj Committee Act-2002 and other Government rules wherever applicable with the concurrence of Committee. The Committee’s work subject to overall guidance of Haj Committee of India and State Government.

S. No Category of Documents Name of the Document and its introduction in one line Procedure to obtain the document Held by / under control of

01

Haj Pilgrims application Contains detailed instructions to apply for Haj Pilgrimage Application to be made Executive Officer Delhi State Haj Committee Executive Officer

02

Application for deputation as representative in Building Selection Team Contains detailed instructions to apply for BST from MEA every year -do- -do-

03

Haj Volunteer application Contains detailed instruction to apply for Haj volunteer as Khadimul Hujjaj in the Memorandum & Guidelines issued by MEA every year -do- -do-

04

Orientation training application Contains detailed instruction to apply for orientation training conducted by Haj Committee of India Applications to be made to Executive Officer Delhi State Haj Committee Executive Officer

7. DETAILS OF CONSULTATIVE COMMITTEE AND OTHER BODIES

The members of public approach the Committee seeking guidance or clarifications connected with Haj Pilgrimage and the Committee sends replies to such requests from the public. Hence, no specific arrangement is in existence for consultation with the member of public. The members of the Committee voice the grievances of the public.

8. LIST OF BOARDS, COUNCILS, COMMITTEE AND OTHER BODIES

The Committee sometimes constitutes following Sub-Committees as per the requirements of the Delhi State Haj Committee;-

1. Sub Committee for Conduct of Qurrah

2. Sub Committee for Scrutiny of Mehram Cases

3. Sub Committee for Selection of Khadimul Hujjaj

4. Sub Committee for verification of accounts

9. DIRECTORY OF OFFICERS / EMPLOYEES

The directory of officers and employees are as follows;-

S. No Name Desination Contact No

01

Mr. Ashfaq Ahmad Arfi, DANICS Executive Officer 9910718476
Off: 011-23230507
Fax: 011-23234041

02

Mr. Mohsin Ali Dy. Executive Officer 9811370590
011-26841170 ®
Off: 011-23230507
Fax: 011-23234041

10. MONTHLY REMUNERATION OF OFFICERS/ EMPLOYEES

The Committee approves the scales of pay to the staff of the Committee from time to time. The Executive Officer holds the post as Ex-Officio and Deputy Secretary was also appointed as Ex-Officio Executive Officer. The Salary of Executive Officer is  drawn from the Government and the salaries of Superintendent & rest of the staff is borne from the fund of Delhi State Haj Committee.

List of the Officers /Employees of Delhi State Haj Committee

S. No Executive Officer Ex-Officio Post at present as Additional Charge to SDM (Sarasvati Vihar)

01

Superintendent and rest of other subordinate staff Salary drawn from the fund of Delhi State Haj Committee As per the Scale of the employees of the Government of NCT of Delhi

11. BUDGET ALLOCATED TO EACH AGENCY

Administrative Grant: The Government of NCT of Delhi sanction administrative grant annually to meet the administrative expenditure of the Delhi State Haj Committee, which includes office establishment, payment of salaries to staff, Haj Welfare Activities etc. The administrative grant was enhanced to Rs. 2 Crors. 

Haj Volunteers: Delhi State Haj Committee deputes suitable persons as Khadimul Hujjaj (Haj Volunteers) to Saudi Arabia every year to look after the welfare of the Haj Pilgrims of Delhi State. The expenditure on deputation of Haj volunteers is met from grant sanctioned by the Government of NCT of Delhi.

Building Selection Team: The Delhi State Haj Committee deputes representative (s) to the Building Selection Team for selecting suitable buildings at Makkah Saudi Arabia for accommodating Haj Pilgrims during Haj season.

12. EXECUTION OF SUBSIDY PROGRAMME

With the approval of Ministry of External Affairs, Haj Committee of India, Mumbai, has been announcing the subsidized airfare (Rs. 16, 000/- from last year) and additional balance amount, what so, ever per pilgrim is borne by Government of India. The Delhi State Haj Committee has been sending Pilgrims on the basis of announcement made every year on subsidized airfare. During Haj 2010 a number of 19368 pilgrims of Delhi embarkation point proceeded for Haj by availing the subsidized airfare out of which 2372 were of only Delhi State.

13. PARTICULARS OF RECIPIENTS OF CONCESSIONS, PERMITS

No concession or permit or authorization has been granted to the individuals or firms or companies by the Committee.

14. INFORMATION AVAILABLE IN AN ELECTRONIC FORM

The public are given information relating to Haj Pilgrimage through notice board, newspapers and website of Haj Committee of India.

15. FACILITIES AVAILABLE FOR OBTAINING INFORMATION

The Public can obtain information about the functioning of Delhi State Haj Committee through email: delhistatehajcommittee@gmail.com or on Telephone Number 011-23230507 or on Telefax: 011-23234041. The Haj related information can also be obtained from Haj Committee of India website : www.hajcommittee.com.

16. PARTICULARS OF PIOs

FIRST APPELLATE AUTHORITY

Additional Secretary (Revenue) /A.D.M. Head Quarter
Revenue Department,
Govt. of NCT of Delhi,
5, sham nath Marg,
Delhi-110054

PUBLIC INFORMATION OFFICER

Executive Officer,
Delhi State Haj Committee
Haj Manzil, Asaf Ali Road,
New Delhi-110002

ASSISTANT PUBLIC INFORMATION OFFICER

Mr. Mohsin Ali
Superintendent
Delhi State Haj Committee
Haj Manzil, Asaf Ali Road, 
New Delhi-110002

17. OTHER INFORMATION PRESCRIBED

(a) Commencement of process for Haj 2012

For Haj 2012 the process of inviting applications has already been started from the month of march-2012 & will continue till 16th April 2012 and the Haj flights are expected to commence from 19th September, 2012. All intending Pilgrims desirous of applying for Haj are hereby advised by Haj Committee of India to get their passports prepared well in advance. The applications of Passport holders will only be accepted. All the intending Pilgrims have to write their passport numbers on the application for Haj-2012.

(b) Reconstitution of Delhi State Haj Committee

As per rule 3(2) of the Delhi State Haj Committee Rules, 2006 framed under Haj Committee Act-2002 (35 of 2002), the Secretary (Revenue) to the Government of NCT of Delhi shall be responsible for procuring nomination of the seven members of the Committee in accordance with the provisions of Section 18 of the Act read with rule 20(1) of the Haj Committee Rules, 2002.
 
The Secretary (Revenue) to the Government of NCT of Delhi has invited nominations from the prescribed categories of persons through communication number bearing No. F.1 (Haj)/Admn/HQ/99/Pt.File/46 dated 07-02-2011 for the constitution / reconstitution of Committee.