HOUSING BOARD, HARYANA (CONDUCT OF MEETINGS) , REGULATIONS 1980. 0. The 16th October, 1981

regulations · 1971 · Haryana

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Parent: The Haryana Housing Board Act, 1971 (20 of 1971) (2d0c677c88cbee38cda0547063f394ab1d92711e)

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HOUSING BOARD, HARYANA (CONDUCT OF MEETINGS) , REGULATIONS 1980. 0. The 16th October, 1981 No. 66 /12B -In exercise of the powers conferred by clause (c) of section 74 of the Haryana Housing Board Act, t, 1971 (Haryana Act, 20 of 1971) , and with the previous sanction of the State Government conveyed, - vide their memo No. 3/9/80-HG , dated the 22nd July , 1981 and 20th September, 1981, the Housing Board Haryana, hereby makes the following regulations, namely:- Short Title- These regulations shall be called the " Housing Board Haryana (Conduct of Meetings) Regulations, 1980" 0" 2. Definitions:- (i) In these regulations unless there is anything repugnant in the subject or context:- (a) ' Act' means the Haryana Housing Board Act, 1971 (Act 20 of 1971) and shall include any statutory amendment or modification or re -enactment thereof. (b) ' Adjournment' means the postponing or deferring of the proceedings of a meeting generally to another day or to another hours of the same day. (c) ' Agenda' means the items of business proposed to be transacted at a meeting. (d) ' Amendment' means an alteration or modification in the terms of a motion or a resolution. (e) ' Board' means to the Housing Board Haryana constituted under section 3 of the Act. t. (f) 'Chairman' means the Chairman of the Board. (g) 'Chief Administrator' r' means Chief Administrator of Board . (h) ' Member' r' means a member of the Board. (i) ' Meetings' means a meeting of the Board whether ordinary or special held in accordance with the provisions of section 15 of the Act. (j) ' Minutes' means the record of the proceedings of the meeting of the Board. (k) ' Motion' means a proposal moved at a meeting. (l) ' Prescribed' means prescribed by the act or by any rules framed by Government under the Act or by any regul

Rule TOC

2 · Definitions:-

3 · 1 Holding of Meetings- The Board may hold a meeting either ordinary or special for the transaction of business , adjourn and / or otherwise regulate it and its proceedings, deemed fit, provided , however, r, that an ordinary meeting shall be held once at least in three month.

3 · 2 Who may call a meeting of the Board- The Chairman may at any time at his discretion and shall on receipt of a requisition of two -thirds of the members actually serving or when the Government so directs convene a meeting of the Board.

5 · 1 Quorum- The Quorum for every meeting shall be one-third of the number of members actually serving for the time being.

5 · 2 When a quorum not present , meeting to be dissolved and when to be adjourned- (i) if within fifteen minutes from the time appointed for the meeting, a quorum is not present, the meeting, if convened upon a requisition of members as laid down under regulation No. 3.2 shall be dissolved but in any other case shall stand adjourned to any future day or to any hour of the same day, as Presiding Authority may determine and announce at the time of adjournment. If at such adjourned meeting a quorum is again not present within fifteen minutes from the time appointed those members who are present, shall constitute a quorum provided their number is not less than four and may transact the business, for which the meeting was originally called .

5 · 3 Power to adjourn meeting- The Presiding Authority may, if he thinks it necessary or expedient, and shall, if so directed by the meeting, adjourn the same from time to time and from place to place but no business shall be transacted at the adjourned meeting, other than the business left unfinished at the meeting which had adjourned . When an adjourned meeting is to be held within 48 hours, it shall not be necessary to give a fresh notice. A notice shall be sent to all members in case of a longer adjournment.

5 · 4 Power of a meeting in which quorum is present- A meeting duly held under these regulations shall be competent to exercise all or any of the authorities, powers and discretions vested in or exercisable by the Board .

6 · 1 Who shall preside at the meetings of the Board- The Chairman shall preside at every meeting , but in case he is unable to attend any meeting, if shall be presided over by any member, r, chosen by the members present at the meeting for the occasion.

6 · 2 Presiding Authority's Duties for Conducting the meeting- It shall be the duty of the Presiding Authority to conduct the meeting, in accordance with these regulations and in particular-

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. r. The Chief Administrator shall give in the view of the Chairman due consideration and weightage while preparing the agenda items;

7 · 5 Order of transacting business

8 · 1 Notice for the Meeting

8 · 2 Non-Delivery of Notice for Agenda

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 .

9 · 1 Changes in the Time and Date of 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.

10 · Constitution of Committees, etc.

11 · Circulatory Resolution-

12 · Matters to be decided by the Board

13 · 1 Participation of non-members in the deliberations of the Board-

13 · 2 The Secretary and any other officer of the Board permitted by the Chief Administrator / Chairman shall ordinarily attend all meetings and shall furnish any information which may be asked for by the Board. The Secretary will participate in discussion as and when required, but shall not vote.

15 · 1 Recording and confirmation of Minutes-

15 · 2 The minutes shall be recorded either during the meeting or as soon there after as possible and shall contain:-

15 · 3 The minutes shall be so recorded as to leave no blank space between one recorded decision and the other, r, so that no space is left for any interpolation at a later stage. The Presiding Authority shall sign the Minutes Book as soon as possible, after the meeting and attest the interpolations, orasions and substitutions, if any.

15 · 4 The proceedings of each meeting shall be approved by the Presiding Authority. After approval and signatures of the Presiding Authority the proceedings shall be duly kept by the Secretary or any other officer authorized by the Board .

15 · 5 A copy of the proceedings of each meeting shall be supplied to the Chairman and all the members whether present at the meeting or not, and got confirmed in the next meeting. The minutes of the proceedings shall also be forwarded to the Government.

15 · 6 The Minutes Book shall be carefully indexed and, when not in actual use, shall be kept in fire-proof safe.

15 · 7 All acts done by any members of the Board or by any person acting as a member shall, not with standing that it may be afterwards discovered that there was some defect in the appointment of any one or more members acting as aforesaid on that day or any of them were disqualified, be as valid as if every such member had been duly appointed and was qualified to be a member of the Board. Provided that nothing in the regulation shall be deemed to give validity to acts done by a member acting as a aforesaid after his appointment has been declared to be invalid .

16 · 1 Right of Vote-

16 · 2 Any proposal / resolution / amendment / duly put up in the meeting and pressed to a division shall first be reduced to writing in the final form , in which it is decided to put it for vote. It shall be recorded in full in the proceedings, together with number and names of the members voting for the against it as laid down under regulation 15.2.

17 · 1 Miscellaneous -

17 · 2 " The Chairman or the Chief Administrator" r" shall bring to the notice of Government, in writing with adequate details, all cases in which the Chairman or the Chief Administrator have given an opinion which is contrary to the opinion of the majority of the Members of the Board. The opinion of the majority of the Board should not be given effect to until the Government give their decision, which shall then be binding on the Board.

17 · 3 If any doubt arises as to the interpretation of these regulations , the decision of the Board thereon in consultation with Government, shall be final and binding on all concerned .