Amendment status not verified — confirm the current text below against the official source.
Generally to so conduct the meeting that the business thereof is facilitated and the result and decisions are well defined. 7.1 Agenda for meetings- The Agenda for each meeting of the Board shall be prepared by the Secretary on the basis of the proposals received from the Chairman and the members. Before any item is included in the agenda, the Secretary must ensure that the item has been scrutinized by the office of the Board and that it is complete in all respect. After this is done, a brief not of each item of the agenda will be prepared by the Secretary who will obtain the approval of the Chief Administrator to the proposed agenda. If approval of the Board is required on any item by circulation approval of the Chairman shall be obtained by the Chief Administrator before circulation of that item. The Secretary shall ensure that all cases approved by circulation are put before the Board in its next meeting. 7.2 Inclusion of Items in the Agenda- Any member who desires to move his proposal shall send a notice of such proposal together with a brief explanatory note to the Secretary at least 7 days before the scheduled date of meeting so as to enable the Secretary to include that item in the agenda with the approval of the Chief Administrator. The Chief Administrator shall give in the view of the Chairman due consideration and weightage while preparing the agenda items; Provided that the Chairman may in his discretion allow such proposals to moved in the meeting despite non-receipt of timely notice of the proposal for inclusion in the agenda./ Provided further that the Chariman may allow any item due to be taken up in the meeting which was not previously included in the agenda. Provided further that a direction from state Government shall be considered even though it was not previously included in the agenda: 7.5 Order of transacting business The order in which items of business are to be transacted or taken up for consideration at any meeting will be in the order as set out in the Agenda papers as far as possible. 8.1 Notice for the Meeting At least seven day’s notice in writing for a meeting shall be given to each member by the Secretary. A copy of the agenda for the meeting and brief note. If any, or each item of the agenda shall be sent to the members, either with the notice or as soon thereafter as possible, but at least three days before the meeting, provided that- (i) The period of such notice may be reduced up to one day when a meeting is convened for transacting any emergent business; (ii) The day of meeting shall be counted in reckoning the period of notice, but not the day of issue of notice; PDF created with pdfFactory trial version www.pdffactory.com (iii) If any member is out of India or is otherwise not in a position to attend the meeting, the service of notice on such a member may be dispensed with by the Secretary with the prior approval of the Chief Administrator, provided further that if all the members are present a particular motion of resolution forthwith the wanted notice and agenda shall be excused and the proceeding of such meeting shall not afterwards be challenged on that grounds. 8.2 Non-Delivery of Notice for Agenda No proceedings of the Board shall be challenged by reason merely of vacancy or vacancies existing in the Board or any reason of non-receipt of the Agenda, or the notice by any member or members. 8.3 (i) A notice shall be deemed to be duly served if it is sent within the prescribed time limit to the member personally by hand or by post at the registered address communicated by the members in writing to the Board. (ii) Where a notice is sent by post, service of the notice shall be deemed to have been effected by properly addressing prepaying and posting a letter containing the notice. Such service shall be deemed to have been effected at the time at which the letter would be delivered in the ordinary course of post. 9.1 Changes in the Time and Date of Meeting- Any member may after receipt of a notice of a meeting under regulation No. 8 intimate to Secretary suggesting another date or time, therefore if the date and / or time fixed be not suitable to him but such intimation should reach the office of the Secretary at least four clear days before the date already fixed for the meeting. 9.2 The Secretary shall place such communication forthwith for the orders of the Chairman who may, in consultation with the other members, if possible, fix another suitable date and time for the meeting.