Executive Summary:
This document outlines the Auroville Foundation Conduct of Business by the Governing Board Regulations, 2017. It details the procedures for conducting business at Governing Board meetings, including ordinary and special meetings. The regulations came into force on the date of their publication in the Official Gazette.
Key Points / Main Content:
Preliminary
* These regulations are called the Auroville Foundation Conduct of Business by the Governing Board Regulations 2017.
* "Act" refers to the Auroville Foundation Act, 1988.
* "Clear day" excludes the day of notice issuance and the meeting day.
* "Chairman" refers to the Governing Board Chairman.
* "Government" refers to the Central Government.
* "Member" refers to a member of the Governing Board.
* "Presiding Officer" means the Chairman or designated member presiding over the meeting.
* Quorum requires at least four members, including the Presiding Officer.
* "Secretary" refers to the Foundation Secretary.
* "Rules" refers to rules made by the Central Government.
* "Section" refers to a section of the Act.
Meetings of the Governing Board
* Ordinary meetings must occur at least once a year in Auroville, as scheduled by the Chairman.
* The Chairman can hold multiple meetings per year as needed.
* Special meetings can be called by the Chairman as needed.
* Upon written request from at least three members, the Chairman must convene a special meeting within twenty-one clear days.
* Requesting members must provide a detailed agenda for special meetings.
* The Secretary must provide thirty clear days' notice for ordinary meetings and fifteen clear days' notice for special meetings, including date, time, and venue.
* The Secretary must circulate the agenda for ordinary meetings, approved by the Chairman, fifteen clear days in advance.
* The Chairman or Presiding Officer may introduce additional matters not on the agenda for the Governing Board's consideration.
* Members must submit resolutions to the Secretary at least seven clear days before the ordinary meeting.
* The Chairman usually presides over meetings.
* The Chairman can nominate another member to preside in their absence.
* The Chairman can postpone meetings, provided they are held within forty-five days, with at least seven days' notice to members.
* The Chairman can cancel meetings for valid reasons, with written documentation and notification to members.
* No business can occur without a quorum.
* The Chairman determines meeting procedures consistent with regulations.
* The Chairman may circulate draft resolutions for member input.
Decision Making
* Ordinary meetings without a quorum will be adjourned.
* Decisions should be made by consensus.
* If consensus is not reached, decisions will be made by a majority vote of members present and voting.
* The Chairman or Presiding Officer has a second or casting vote in case of a tie.
Minutes
* The Secretary must prepare and submit draft minutes to the Chairman or Presiding Officer for approval within thirty days of the meeting.
* Minutes are considered approved unless objections are received in writing within fifteen days of receipt.
* Objections to minutes will be considered at the next Governing Board meeting.
* A copy of the approved minutes must be presented at the subsequent Governing Board meeting.
Other Points
* Prior decisions made before these regulations are valid.
Impact Analysis:
Governing Board Members:
Impact: Must adhere to the new regulations for conducting board meetings, including timelines for notices, agenda items, and resolution submissions. Also affected by the rules regarding quorum, adjournment, and decision-making processes.
Action Required: Review and understand the new regulations to ensure compliance in all future meetings and board activities.
Chairman:
Impact: Has increased responsibilities for scheduling, calling, and managing meetings, as well as ensuring that all procedures align with the new regulations.
Action Required: Implement the new regulations in scheduling and conducting meetings, including providing necessary notices, managing agenda items, and ensuring quorum.
Secretary:
Impact: Responsible for providing notices, circulating agendas and minutes, and managing the administrative aspects of the meetings.
Action Required: Adjust administrative processes to comply with the new regulations, including providing proper notices and managing agendas and minutes within the specified timelines.
Auroville Foundation:
Impact: The regulations impact the overall governance and operational efficiency of the Foundation.
Action Required: Implement and adhere to the new regulations to ensure smooth and compliant board operations.
Key Entities Referenced
Auroville Foundation: An organization established through the Auroville Foundation Act to manage and develop Auroville.
Auroville Foundation Act, 1988: A legal act that provides the framework for the establishment, governance, and operation of the Auroville Foundation.
Governing Board of the Auroville Foundation: The administrative body responsible for managing the affairs of the Auroville Foundation, as per the Auroville Foundation Act.
Central Government: The national government, which has certain oversight and approval powers related to the Auroville Foundation.
Ministry of Human Resource Development: A government ministry responsible for education, now renamed as Ministry of Education.
Department of Higher Education: A department within the Ministry of Human Resource Development (now Ministry of Education) responsible for higher education matters.
New Delhi: The location where the notification was issued, indicating the seat of the relevant government authority.
Auroville: An experimental township in Tamil Nadu, India, which is governed by the Auroville Foundation.
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EXTRAORDINARY
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PART III—Section 4
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No. 101] NEW DELHI, THURSDAY, MARCH 15, 2018/PHALGUNA 24, 1939
मानव संसाधन (cid:9)वकास मं(cid:11)ालय
(उ(cid:16) चतर (cid:20)श(cid:22)ा (cid:9)वभाग)
अ(cid:27)धसचू ना
नई (cid:30)द ल!, (cid:30)दनांक 11 अग$ त 2017
ससससंं..ंं.. एएएए एएएएफफफफ////(cid:1)(cid:1)(cid:1)(cid:1)थथ थथ ाााा....////2222////444499999999....—ओरोिवल (cid:8)ित(cid:10) ठापन शासी बोड(cid:18), ओरोिवल (cid:8)ित(cid:10) ठापन अिधिनयम, 1988 (1988 का 54) क(cid:21) धारा
32 क(cid:21) उपधारा (2) के खंड (क) (cid:29)ारा (cid:8)द(cid:31)त शि तय" का (cid:8)योग करते $ए और क’(ीय सरकार के अनुमोदन से िन- निलिखत िविनयम
बनाता ह,ै अथा(cid:18)त् :-
भभभभाााागगगग 1111
(cid:5)(cid:5)(cid:5)(cid:5)ााााररररंंंंििििभभभभकककक
1111.... ससससििंंििंं(cid:13)(cid:13)(cid:13)(cid:13)(cid:14)(cid:14)(cid:14)(cid:14)तत तत ननननाााामममम –––– (1) इन िविनयम" का संि23त नाम ओरोिवल (cid:8)ित(cid:10) ठापन (शासी बोड(cid:18) (cid:29)ारा कारबार का संचालन) िविनयम, 2017 ह ै।
(2) ये उनके राजप7 म’ (cid:8)काशन क(cid:21) तारीख को (cid:8)वृ9 ह"गे ।
2222.... पपपप(cid:18)(cid:18)(cid:18)(cid:18)ररररभभभभााााषषषषााााएएएएं ं ं ं –––– इन िविनयम" म’ जब तक <क संदभ(cid:18) से अ> यथा अपेि2त न हो,-
(क) “अिधिनयम” से ओरोिवल (cid:8)ित(cid:10)ठ ापन अिधिनयम, 1988 अिभ(cid:8)ेत ह ै;
(ख) “Cप (cid:10)ट <दन” से सूचना जारी करने और अिधवेशन क(cid:21) तारीख को छोड़कर <दन अिभ(cid:8)ेत हH ;
(ग) “अIय 2” से अिधिनयम क(cid:21) धारा 11 क(cid:21) उपधारा (2) के अधीन नामिनJद(cid:10)(cid:18) ट शासी बोड (cid:18)का अI य2 अिभ(cid:8)ेत है ;
(घ) “सरकार” से क’(ीय सरकार अिभ(cid:8)ेत है ;
(ङ) “सदCय ” से अिधिनयम क(cid:21) धारा 11 क(cid:21) उपधारा (1) के अधीन नामिनJद(cid:10)(cid:18) ट शासी बोड (cid:18)का सदC य अिभ(cid:8)ेत है ;
(च) “पीठासीन अिधकारी” से बोड(cid:18) के अिधवेशन क(cid:21) अI य2ता कर रहा अI य2 या अI य2 (cid:29)ारा उसक(cid:21) अनुपिC थित म’ बोड (cid:18) के
अिधवेशन म’ अIय 2ता करने वाला नामिनJद(cid:10)(cid:18) ट बोड(cid:18) का सदC य अिभ(cid:8)ेत है ;
(छ) “गणपूLत(cid:18)" से पीठासीन अिधकारी सिहत कम से कम चार उपिCथत सदCय अिभ(cid:8)ेत ह;H
1497 GI/2018 (1)2 THE GAZETTE OF INDIA : EXTRAORDINARY [PART III—SEC. 4]
(ज) “सिचव” से अिधिनयम क(cid:21) धारा 15 क(cid:21) उपधारा (1) के अधीन (cid:8)ित(cid:10) ठापन (cid:29)ारा िनय ु त सिचव अिभ(cid:8)ेत ह ै;
(झ) “िनयम” से अिधिनयम क(cid:21) धारा 31 क(cid:21) उपधारा (1) के अधीन क’(ीय सरकार (cid:29)ारा बनाए गए िनयम अिभ(cid:8)ेत हH ; और
(ञ) “धारा” से अिधिनयम क(cid:21) धारा अिभ(cid:8)ेत ह ै।
(2) सभी शNद और पद, जो इसम’ उपयोग <कए गए ह,H Oकंतु पPरभािषत नहR ह,ै परंतु अिधिनयम और ओरोिवल (cid:8)ितSापन िनयम" म’
पPरभािषत ह,ै का Tमश: वही अथ(cid:18) होगा जो उनका उU अिधिनयम और िनयम" म’ ह ै।
भभभभाााागगगग 2222
शशशशााााससससीीीी बबबबोोोोडडडड(cid:26) (cid:26) (cid:26) (cid:26) ककककेेेे अअअअििििधधधधववववेशेशेशेशनननन मममम" " " " ककककााााररररबबबबाााारररर ककककाााा ससससचचंंचचंं ााााललललनननन ककककररररनननन ेे ेेकककक%%%% (cid:5)(cid:5)(cid:5)(cid:5)&&&&’’’’ययययाााा
3333.... ससससााााधधधधााााररररणणणण अअअअििििधधधधववववशशेेशशेे नननन –––– (1) बोड(cid:18) <कसी िव(cid:31)त वष(cid:18) के दौरान ओरोिवल म’ एक बार ऐसे समय और ऐसे C थान पर अिधवेशन करेगा जैसा
अIय 2 (cid:29)ारा िनयत <कया जाए ।
(2) अIय 2 <कसी िव(cid:31)त वष(cid:18) के दौरान उतने अिधवेशन कर सकेगा िजतना वह समय-समय पर इस िनिम(cid:31) त आवY यक समझे ।
4444.... ििििववववशशशशेषेषेषेष अअअअििििधधधधववववेशेशेशेशनननन –––– (1) अIय 2, जब भी वह ऐसा करना आवY यक और उिचत समझे, बोड (cid:18)का िवशेष अिधवेशन बुला सकेगा ।
(2) अIय 2 तीन से अ>य ून सदCय " के िलिखत अनुरोध क(cid:21) (cid:8)ाि3 त पर ऐसे अनुरोध क(cid:21) (cid:8)ाि3 त के 21 C प(cid:10) ट <दन के भीतर बोड (cid:18) का िवशेष
अिधवेशन बुलाएगा ।
(3) िवशेष अिधवेशन का अनुरोध करने वाले सदCय अपने िलिखत अनुरोध के साथ िवशेष अिधवेशन म’ िवचार-िवमश(cid:18) के िलए उनके (cid:29)ारा
(cid:8)Cत ािवत एज’डा पर एक िवCत ृत Pट3प ण भेज’गे । ऐसे एज’डा क(cid:21) अनुपिC थित म’ अI य2 िवशेष अिधवेशन आयोिजत करने के संबंध म ’
िविनYच य कर सकेगा ।
5555.... अअअअििििधधधधववववेशेशेशेशनननन कककक%%%% ससससचचूूचचूू ननननाााा औऔऔऔरररर एएएएजजजजडड""डड"" ाााा –––– (1) सिचव सभी सदC य" को अिधवेशन क(cid:21) तारीख, समय और C थान को िविनJद(cid:10)(cid:18) ट करते $ए
साधारण अिधवेशन के िलए 30 Cप (cid:10)ट <दन" क(cid:21) सूचना और िवशेष अिधवेशन के िलए 15 <दन क(cid:21) सूचना दगे ा ;
(2) सिचव, अIय 2 (cid:29)ारा स-य कत: अनुमो<दत साधारण अिधवेशन के िलए एज’डा को सभी सदC य" को साधारण अिधवेशन क(cid:21) तारीख से
15 Cप (cid:10)ट <दन पूव(cid:18) पPरचािलत करेगा ;
(3) जहां िविनयम 4 के उपिविनयम (2) के अधीन सदC य" के िलिखत अनुरोध पर िवशेष अिधवेशन बुलाया जाता ह ैतो सिचव िविनयम 4
के उपिविनयम (3) म’ िनJद(cid:18)(cid:10)ट िवCत ृत Pट3प ण क(cid:21) (cid:8)ित के साथ अिधवेशन क(cid:21) सूचना सभी सदC य" को भेजेगा ।
6666.... एएएएजजजजडडडड"""" ाााा मममम "" "" ससससिििि----मम मम ििििललललतततत ननननहहहह//// &&&&ककककएएएए गगगगएएएए अअअअिििितततत(cid:18)(cid:18)(cid:18)(cid:18)रररर1111 ििििववववषषषषयययय –––– िविनयम 5 म’ अंतLव(cid:18)(cid:10) ट <कसी बात के होत े $ए भी अI य2 या पीठासीन
अिधकारी बोड (cid:18)के िवचारण के िलए अिधवेशन के एज’डा म’ सि- मिलत नहR <कए गए <कसी िवषय को रखना अनु[ात कर सकेगा या रख
सकेगा िजस पर बोड (cid:18)क(cid:21) सलाह अपेि2त ह ैऔर बोड (cid:18)यह िविनY चय करेगा <क या उस िवषय पर अिधवेशन म’ िवचार <कया जाएगा और
य<द िविनYच य उस पर िवचार करने का <कया जाता ह ैतो बोड(cid:18) उस िवषय पर िवचार करेगा और उसका िनपटान करेगा ।
7777.... ससससदददद(cid:1)(cid:1)(cid:1)(cid:1)यय यय 3333ाााारररराााा ससससककंंककंं 4444पप प प –––– कोई सदCय , जो <कसी साधारण अिधवेशन म’ (cid:8)ित(cid:10) ठापन से संबंिधत िवषय" पर कोई संक] प लाना चाहता ह ैतो
वह ऐसे संक]प क(cid:21) सूचना सिचव को अिधवेशन क(cid:21) तारीख से कम से कम 7 C प(cid:10) ट <दन पूव(cid:18) भेजेगा ।
8888.... अअअअििििधधधधववववेशेशेशेशनननन ककककाााा पपपपीीीीठठठठााााससससीीीीनननन अअअअििििधधधधककककााााररररीीीी –––– (1) अIय 2, बोड (cid:18)के (cid:8)(cid:31) येक अिधवेशन क(cid:21) अI य2ता करेगा ।
(2) अIय 2 उसके िनिम(cid:31)त अिधवेशन" क(cid:21) अIय 2ता करने के िलए बोड (cid:18) के <कसी सदC य को नामिनJद(cid:10)(cid:18) ट करेगा जब अI य2 <कसी
अिधवेशन, िजसे C थिगत नहR <कया जा सकता है, क(cid:21) अI य2ता करने म’ असमथ(cid:18) है । अI य2 अिधवेशन क(cid:21) तारीख से कम से कम 7 C प(cid:10) ट
<दन पूव(cid:18) सदCय " को पीठासीन अिधकारी के नाम को अिधसूिचत करेगा ।
9999.... &&&&ककककससससीीीी अअअअििििधधधधववववेशेशेशेशनननन ककककाााा (cid:1)(cid:1)(cid:1)(cid:1)थथ थथ गगगगनननन औऔऔऔरररर रररर7777 &&&&ककककययययाााा जजजजााााननननाााा –––– (1) अI य2 अपनी अिधवेशन म’ अI य2ता करने म’ असमथ(cid:18)ता के कारण बोड(cid:18) के
<कसी अिधवेशन को Cथ िगत कर सकेगा :
परंतु Cथ िगत <कया गया अिधवेशन तीन मास से अनिधक युि तयु त अविध के भीतर आयोिजत <कया जाएगा और ऐसे C थगन क(cid:21) संसूचना
सदCय " को अिधवेशन क(cid:21) तारीख से कम से कम 7 C प(cid:10) ट <दन पूव(cid:18) दी जाएगी ।
(2) अIय2 िविधमा>य कारण" से, कारण" को लेखब^ करते $ए, Cव :(cid:8)ेरणा से या बोड (cid:18) के <कसी सदC य के अनुरोध पर अिधवेशन को र_
कर सकेगा । ऐसे र_ करने क(cid:21) संसूचना अिधवेशन के िलए िनयत तारीख से कम से कम 7 C प(cid:10) ट <दन पूव(cid:18) सदC य" को दी जाएगी ।¹Hkkx IIIµ[k.M 4º Hkkjr dk jkti=k % vlk/kj.k 3
11110000.... ककककााााररररबबबबाााारररर ककककाााा ससससचचंंचचंं ााााललललनननन –––– (1) <कसी अिधवेशन म’ तब तक कारबार का सं‘वहार नहR <कया जाएगा जब तक <क गणपूLत(cid:18) न हो ।
(2) सदCय" के िलिखत अनुरोध पर बुलाए गए िवशेष अिधवेशन क(cid:21) दशा म’ अIय2, य<द अिधवेशन का अनुरोध करने वाले सदCय
अिधवेशन के िलए िनयत समय पर और त(cid:31)पaात् 30 िमनट के िलए अिधवेशन के Cथान पर उपिCथत न ह" तो अिधवेशन को र_ कर
सकेगा :
परंतु उस दशा म’ जब सदCय" म’ से केवल एक सदCय, िज>ह"ने अिधवेशन क(cid:21) अIयपे2ा क(cid:21) है, अिधवेशन म’ उपिCथत ह H तो अिधवेशन
एंजेडा पर िवचार करने के िलए आयोिजत <कया जाएगा और ऐसे अिधवेशन म’ <कया गया कोई िविनaय अंितम और सभी सदCय", िजसके
अंतग(cid:18)त वे अनुपिCथत सदCय, िज>ह"ने अिधवेशन क(cid:21) अIयपे2ा क(cid:21) थी, पर बाIयकर होगा ।
(3) अIय2 <कसी अिधवेशन के िलए (cid:8)<Tया का अवधारण करेगा जो इन िविनयम" के उपबंध" से असंगत नहR होगी ।
(4) अIय2 जब भी वह उिचत समझे, <कसी संक]प के (cid:8)ाeप का सदCय" के बीच <कसी िवषय का िविनaय करने के िलए पPरचालन
करेगा, िजस पर शासी बोड (cid:18)के परामश(cid:18) क(cid:21) अपे2ा है ।
11111111.... (cid:1)(cid:1)(cid:1)(cid:1)थथ थ थ गगगगनननन –––– <कसी साधारण अिधवेशन क(cid:21) दशा म’, िजसम’ िनयत समय पर और तीस िमनट के पaात् गणपूLत(cid:18) नहR ह ैतो वह ऐसी अविध
के िलए, जो यथािCथित, अIय 2 या पीठासीन अिधकारी उदघोिषत करे और मूल अिधवेशन के सम2 लाया जाने वाला कारबार Cथिगत
अिधवेशन के सम2 लाया जाएगा और ऐसे अिधवेशन म’ या <कसी पaातवतg Cथिगत अिधवेशन म’ गणपूLत(cid:18) के होते $ए भी उसका
िनपटान <कया जाएगा ।
11112222.... ससससहहहहममममिििितततत ससससे े े े ििििववववििििनननन8888चच चच यययय –––– (1) अिधवेशन म’ िलए गए सभी िविनaय सभी उपिCथत सदCय" क(cid:21) सहमित से ह"गे और अंितम और
बाIयकर ह"गे ।
(2) शासी बोड (cid:18) उसके सम2 लाए गए सभी मामल" का िविनश् चय सहमित से करेगा और िजसके न हो सकने पर उपिC थत और मत दने े
वाले सदCय " के ब$मत से <कया जाएगा ।
(3) यथािCथ ित, अIय 2 या पीठासीन अिधकारी का मामले का मतदान (cid:29)ारा िविनY चय <कए जाने क(cid:21) दशा म’ मत" के समान होने क(cid:21) दशा
म’ ि(cid:29)तीय या िनणा(cid:18)यक मत होगा ।
11113333.... ककककााााययययवव(cid:26)(cid:26)वव(cid:26)(cid:26) ::ृृ::ृृतत तत –––– (1) सिचव, (cid:8)ाeप काय(cid:18)वृ(cid:31)त को तैयार करेगा और उ> ह,’ यथािC थित, अनुमोदन के िलए अIय2 या पीठासीन अिधकारी को
अिधवेशन के तीस <दन के भीतर (cid:8)Cत ुत करेगा तथा काय(cid:18)वृ9 को सदC य" को और ऐसे अ> य h यि तय" तथा (cid:8)ािधकाPरय" को पPरचािलत
<कया जाएगा जैसा अIय 2 िनदशे करे ।
(2) काय(cid:18)वृ9 को अनुमो<दत और अंितम माना जाएगा जब तक <क <कसी सदCय (cid:29)ारा अनुमो<दत काय(cid:18)वृ9 क(cid:21) (cid:8)ािi से 15 <दन के भीतर
कोई िलिखत आ2पे न <दया जाए ।
(3) काय(cid:18)वृ9 क(cid:21) वह मद, िजस पर आ2ेप <कया गया ह,ै को पaातवतg अिधवेशन म’ शासी बोड (cid:18)के िवचारण के िलए रखा जाएगा ।
(4) सिचव, ऐसे अनुमो<दत काय(cid:18)वृ(cid:31)त क(cid:21) (cid:8)ित शासी बोड(cid:18) के सम2 उसके पY चातवतg अिधवेशन म’ रखेगा ।
11114444.... ====ााााववववििृृििृृ>>>> –––– इन िविनयम" क(cid:21) अिधसूचना से पूव(cid:18) शासी बोड(cid:18) (cid:29)ारा िलए गए सभी िविनaय िविधमा>य ह"गे और उ>ह ’ अिभभावी
(cid:8)<Tयाj के अनुसार सदभावपूव(cid:18)क िलया गया समझा जाएगा ।
मोहन वगgज चुकाथ, आईएएस (Pरटा.), सिचव
[िव[ापन-III/4/असा./453/17]
MINISTRY OF HUMAN RESOURCE DEVELOPMENT
(Department of Higher Education)
NOTIFICATION
New Delhi, the 11th August, 2017
No. AF/Estt./2/499.—In exercise of the powers conferred by clause(a) of sub-section(2) of section 32 of the
Auroville Foundation Act, 1988 ( 54 of 1988) and with the approval of the Central Government, the Governing Board of
the Auroville Foundation hereby makes the following regulations namely :-4 THE GAZETTE OF INDIA : EXTRAORDINARY [PART III—SEC. 4]
PART- I
PRELIMINARY
1. Short title.- (1) These Regulations may be called the Auroville Foundation (Conduct of Business by
the Governing Board) Regulations 2017.
(2) They shall come into force on the date of their publication in the Official Gazette.
2. Definitions.- (1) In these regulations, unless the context otherwise requires,-
(a) "Act" means the Auroville Foundation Act, 1988;
(b) "clear day" means the day exclusive of the day of issue of a notice and the day of meeting;
(c) "Chairman" means the Chairman of the Governing Board nominated under sub-section (2) of section
11 of the Act;
(d) "Government" means the Central Government;
(e) "member" means a member of the Governing Board nominated under sub-section (1) of section 11 of
the Act;
(f) “Presiding Officer" means the Chairman presiding over a meeting of the Board or a member of the
Board designated by the Chairman to preside over a meeting of the Board in his absence;
(g) “quorum” means at least four members present, including the Presiding Officer;
(h) "Secretary" means the Secretary to the Foundation appointed under sub-section (1) of section 15 of the
Act;
(i) "rules" means the rules made by the Central Government under sub-section (1) of section 31 of the
Act; and
(j) "section" means a section of the Act.
(2) All other words and expressions used herein and not defined but defind in the Act, and the Auroville Foundation
rules shall have the meanings respectively assigned to them in the said Act and rules.
PART- II
PROCEDURE FOR CONDUCT OF BUSINESS AT THE MEETINGS OF THE GOVERNING BOARD
3. Ordinary meeting.- (1) The Governing Board shall meet at least once during a year in Auroville, at such time
as may be fixed by the Chairman.
(2) The Chairman may hold as many meetings during the same year at such time and venue as he may consider
necessary.
4. Special meeting.- (1) The Chairman may call upon a special meeting of the Governing Board, whenever he
considers it necessary and appropriate.
(2) The Chairman, upon receiving a written request from not less than three members, shall convene a special meeting of
the Governing Board within twenty-one clear days from the receipt of such a request.
(3) The members requesting for a special meeting shall send, along with their written request, a detailed note on the
agenda proposed by them for discussion at the special meeting and in the absence of such an agenda, the Chairman may
decide about convening the special meeting.
5. Notice and agenda of meetings.- (1) The Secretary shall give notice of thirty clear days for the ordinary
meeting and notice of fifteen clear days for the special meeting to all the members, specifying the date, time and venue
of the meeting.
(2) The Secretary shall circulate the agenda of the ordinary meeting, duly approved by the Chairman, to all the members,
fifteen clear days in advance of the date of the ordinary meeting.¹Hkkx IIIµ[k.M 4º Hkkjr dk jkti=k % vlk/kj.k 5
(3) Where a special meeting is called upon on the written request of the members under sub-regulation (2) of regulation
4, the Secretary shall send a copy of the detailed note referred to in sub-regulation (3) of regulation 4 along with the
notice of the meeting to all the members.
6. Additional matter not included in agenda.- Notwithstanding anything contained in regulation 5, the Chairman
or the Presiding Officer may place or permit to place for the consideration of the Governing Board any matter not
included in the agenda of the meeting on which the advice of the Governing Board is required and the Governing Board
shall decide whether the matter shall be considered at the meeting and, if the decision is to consider it, the Governing
Board shall consider the matter and dispose it.
7. Resolution by members.- Any member who desires to move a resolution on the matters relating to the
Foundation at any ordinary meeting shall send notice of such a resolution to the Secretary at least seven clear days before
the date of the meeting.
8. Presiding at meetings.- (1) The Chairman shall ordinarily preside over every meeting of the Governing Board.
(2) The Chairman shall nominate a member of the Governing Board to preside over a meeting on his behalf when
Chairman is unable to preside over a meeting, which cannot be postponed and the Chairman shall inform the name of
such Presiding Officer to all the members of the Governing Board.
9. Postponement or Cancellation of meeting.- (1) The Chairman may postpone any meeting of the Governing
Board due to his inability to preside over it:
provided that the postponed meeting shall be held within a reasonable period not exceeding forty-five days from
the date of postponement and such postponement shall be intimated to the members at least seven days before
the date of the meeting.
(2) The Chairman may, for valid reasons to be recorded in writing, cancel the meeting suo motu or at the written request
of any two members of the Governing Board and such cancellation shall be intimated to the members of the Governing
Board.
10. Conduct of business.- (1) No business shall be transacted at any meeting unless there is quorum.
(2) In case of special meeting called for at the written request of the members, the Chairman may cancel the meeting, if
the members requesting the meeting are not present at the venue at the appointed time of the meeting and thereafter for
thirty minutes:
Provided that in case even if only one of the members who requisitioned the meeting is present, the
meeting shall be held to consider the agenda and any decision taken in such meeting shall be final and
binding upon all the members including the absentee member who requisitioned the meeting.
(3) The Chairman shall determine the procedure for any meeting that shall not be inconsistent with the provisions of
these regulations.
(4) The Chairman may, whenever it is deemed fit, circulate a draft of any resolution amongst the members to decide any
matter on which advice of the Governing Board is required.
11. Adjournment.- In case of the ordinary meeting not having quorum at the appointed time and after thirty
minutes, it shall stand adjourned for such duration as may be announced by the Chairman or Presiding Officer, as the
case may be and the business that would have been brought before the original meeting shall be brought before the
adjourned meeting and may be disposed of at such meeting or any subsequent adjourned meeting irrespective of the
quorum.
12. Decision by consensus.- (1) All decisions taken at any meeting shall be by consensus of all members present
and shall be final and binding.
(2) The Governing Board shall decide all matters brought before it by consensus and failing which, by majority of the
votes of the members present and voting.
(3) The Chairman or the Presiding Officer, as the case may be, shall have a second or casting vote in case of a tie in votes
when a matter is being decided by voting.
13. Minutes.- (1) The Secretary shall prepare and submit the draft minutes to the Chairman or the Presiding
Officer, as the case may be, for approval within thirty days of the meeting and the minutes shall be circulated to the
members and such other persons and authorities as the Chairman may direct.6 THE GAZETTE OF INDIA : EXTRAORDINARY [PART III—SEC. 4]
(2) The minutes shall be considered as approved and final unless there is any objection to be given in writing by any
member within fifteen days from the receipt of the approved minutes.
(3) The item of minutes on which any objection has been raised shall be placed for consideration of the Governing Board
in subsequent meeting.
(4) The Secretary shall place a copy of such approved minutes before the Governing Board, in its subsequent meeting.
14. Saving :- All decisions taken by the Governing Board prior to the notification of these regulations shall be valid
and shall be deemed to have been taken in good faith as per the procedures prevailing.
MOHAN VERGHESE CHUNKATH, IAS (Retd.), Secy.
[ADVT.-III/4/Exty./453/17]
Uploaded by Dte. of Printing at Government of India Press, Ring Road, Mayapuri, New Delhi-110064
and Published by the Controller of Publications, Delhi-110054.