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CHAPTER -II Procedure for meetings of the Committees |
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| 3. | Power to call meetings. |
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| (1) |
The Chairman of the Committee concerned may, at any time, call a meeting of the Committee and shall do so if a requisition for a meeting of the Committee is presented to him in writing by at least one half of the total number of members of that Committee. |
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| (2) |
The
Chairman of a Committee may require any officer of the Authority or invite
any other person to attend any of the meetings of the Committee but the
officer or person so required or invited shall not be entitled to vote at
such meetings. |
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| (3) |
At
least ten clear days before any meeting of a Committee, notice of the time
and place of intended meeting signed by the Secretary shall be left at, or
posted to, the address of every member of the Committee: Provided that in cases of emergency, special meetings of a Committee may be summoned at any time by its Chairman, who shall inform in advance the members thereof the subject matter for discussions and the reasons for which he considers the summoning of such meeting urgently: |
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| (4) |
Notices
of every meeting of a Committee shall be sent to the Central Government
also. |
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| 4. | Agenda. |
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| (1) | The Chairman of the Committee concerned shall cause to be prepared and circulated to all the members of the Committee, at least 10 days before a meeting of the Committee, a list of business to be transacted at such meeting. | ||||
| (2) | No
business, not included in the agenda, shall be transacted at a meeting of
a Committee without the permission of its Chairman. |
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| (3) | A copy of such agenda shall be sent to the Central Government also. | ||||
| 5. | Quorum. |
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| (1) | No business shall be transacted at a meeting, of
the Executive Committee, the Export Promotion
Committee or the Technical Committee unless there are present, at such a
meeting a majority of members of the Committee of which at least one shall
be an elected member thereof. |
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| (2) | The
quorum for a meeting of any Committee, other than a committee referred to
in sub-regulation (1), shall be one half of the total number of members of
such Committee. |
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| (3) | If at any time, the number of members present in a meeting of a Committee is less than the number specified in sub-regulation (1) or determined under sub-regulation (2) as the case may be, the person presiding shall adjourn the meeting to a date not earlier than seven days from the date of the meeting and inform all the members of the adjourned Committee about the date, time and place of the adjourned meeting and it shall thereupon be lawful for a person presiding to dispose of at such adjourned meeting the business intended to be transacted at the original meeting irrespective of the number of the members attending. | ||||
| 6. | Presiding
officer
of meetings. |
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| (1) | The
Chairman shall preside over the meetings of the Executive Committee, the
Export Promotion Committee and the Technical Committee and in the absence
of the Chairman, at any meeting of the said Committees, the Vice-Chairman
shall preside over the meeting. |
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| (2) | In the absence of the Chairman and Vice-Chairman at any meeting of the Committees referred to in sub-regulation (1), a person elected by the members of the committee from amongst themselves shall preside over such meeting. | ||||
| (3) | The
meetings of any Committee, other than a Committee referred to in
sub-regulation (1) shall be presided over by the person appointed as
its Chairman:
Provided that
in the absence of such person, a person elected by the members of that
Committee from amongst themselves shall preside over such meetings. |
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| 7. | Voting. |
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| (1) | All
questions which may come up for decision before a meeting of any Committee
shall be decided by a
majority of the members thereof present and voting at such meeting and in
the event of an equality of votes, the person presiding over such meeting
shall have a second or casting vote. |
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| (2) | All
votes at a meeting shall be taken by show of hands unless the person
presiding over such meeting decides that the votes shall be taken by
ballot. |
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| 8. | Business by circulation of papers | ||||
| (1) | Any business which has to be transacted by a Committee, if the Chairman thereof so considers necessary, be referred to the members of such Committee (other than the members who are absent from India) by circulation of papers. | ||||
| (2) | Any
proposal or resolution circulated under sub-regulation (1) and approved by
a majority of the members of such Committee who have recorded their views
in writing shall be as effectual and binding as if such proposal or
resolution were decided by the majority of the members of such Committee
at a meeting: Provided that if three members of such a Committee require that the proposal or resolution be referred to members at a meeting of the Committee, the proposal or resolution shall be placed at a meeting of the Committee. |
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| (3) | Where
a proposal or resolution is referred to the members of Committee by
circulation of papers, a period of not less than ten days shall be allowed
for the receipt of replies and such period shall be reckoned from the date
on which such proposal or resolution is circulated. |
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| (4) | If
a proposal or resolution is circulated under this regulation, the result
of circulation shall be communicated to all the members of the Committee. |
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| (5) | All decisions arrived at by circulation of papers shall be placed at the next meeting of the Committee, for record, | ||||
| (6) | Copies
of any proposal or resolution and the result of circulation of papers
shall also be sent to the Central Government at the time of its
circulation or communication, as the case may be, and to the members of
the Committee. |
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| 9. | Record
of business. |
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| (1) | A record shall be maintained by such officer as may be specified by the Chairman of all items of business transacted by the Committee and copies of such record shall be sent to the Authority. | ||||
| (2) | The
record of business transacted at a meeting of the Committee shall be
signed by the Chairman of the Committee or the person presiding over such
meeting. |
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| (3) | When a business is transacted by circulation of papers under regulation 8, a record of business so transacted shall be signed by the Chairman. | ||||
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