Regulation 4 Convening of Meetings.
(1) There shall be at least four meetings of the Governing Board in a year and at least one meeting in each quarter.
(2) The Chairperson or in his absence, any other Member nominated by the Chairperson in this behalf, may convene the meetings of the
Governing Board.
(3) Any three Members may require the Chairperson to convene a meeting of the Governing Board at any time and the Chairperson shall
convene the meeting of the Governing Board accordingly:
Provided that if the Chairperson is not available, any three Members may require the Secretary to convene the meeting of the Governing
Board.
(4) The meetings of the Governing Board shall be held at such times and places in India as may be specified in the notice convening the
meeting.
(5) The meetings of the Governing Board shall ordinarily be held at its head office:
Provided that the Governing Board may also hold meetings at its other offices or at any other place in India, whenever, in the opinion of
the Governing Board, it is expedient to do so.
(6) The Chairperson or if he is unable to attend the meeting of the Governing Board, for any reason, any other Member chosen by the
Members present at the meeting, shall preside over the meeting.
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(1) Not less than ten days’ notice shall ordinarily be given for each meeting of the Governing Board and such notice along with agenda
shall be sent to every Member at his usual address in India or by e-mail, as furnished by him to the Board:
Provided that if an urgent meeting of the Governing Board is required to be convened, ten days’ notice may be dispensed with by the
Chairperson.
(2) No business other than that for which the meeting has been convened shall be transacted at a meeting of the Governing
Board, except with the permission of the Chairperson.
VL Note : –
(1) Five Members, if the Governing Board has eight or more Members, and three Members, if the Governing Board has less than eight
Members, shall constitute the quorum for the transaction of business at a meeting of the Governing Board.
(2) All businesses which come up before any meeting of the Governing Board shall be decided by a majority vote of the Members
present and voting and in the event of an equality of votes, the Chairperson, or in his absence, the Member presiding, shall have a
second or casting vote.
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The Governing Board may grant leave of absence to a Member not present in the meeting and such leave of absence shall be recorded
in the minutes of the meeting.
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Regulation 8 Minutes of meeting
(1) The Board shall cause the minutes of all the proceedings to be maintained in the books kept for the purpose which may be in the
form of binders containing loose leaves, duly numbered.
(2) A copy of draft minutes of the proceedings of each meeting of the Governing Board shall be circulated as soon as possible for
confirmation by the Members.
(3) The confirmed minutes shall be signed by the Chairperson or the Member presiding at the succeeding meeting, and taken on record
thereafter.
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(1) The Chairperson shall nominate a senior officer of the Board as Secretary to the Governing Board to keep custody of common seal,
register of attendance of the meetings, agenda, minutes book, and other documents/records etc. pertaining to the meetings of the
Governing Board and of Committees thereof.
(2) The Secretary shall arrange meetings, record minutes and generally ensure that these regulations are followed.
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