7rd#: 8ua 33004/99

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12 · Place of meeting: (1) The meetings of the Commission shall ordinarily be held at its headquarter in Delhi; O at such place as the Chairperson may think fit: (2) The Commission may also meet through virtual mode. (3) The Commission may also take decision on agenda items of urgent nature through circulation amongst Members _

13 · Periodicity of meetings - The Commission shall meet at such time and interval as the Chairperson may think fit The meetings of the Commission shall be held at least four times in given year commencing from April and ending 31 March; that is, in a financial year. 14. Agenda for meetings.-(1) The Member-Secretary shall prepare the agenda of the meeting of the Commission and seek approval of the Chairperson before circulation to the Members for discussion in the scheduled meeting: (2) The agenda for the meeting of the Commission may, inter-alia, include. reports submitted by the Sub-Committees; b action taken status 0n the decisions taken in the previous meetings of the Commission; matters related to and action plans for abatement of air pollution in the region including directions proposed to be issued by the Commission; d annual and periodical reports and annual accounts of the Commission; any other report which is placed by the Member-Secretary before the Commission; f. amendment of the regulations; g- any other important Or urgent matter_ (3) Agenda of the Commission's meeting shall be circulated by the Member - Secretary, through e-mail o by registered post to all the Members, as far as possible, five working days before the scheduled date of the meeting: However in urgent and compelling circumstances, the Chairperson may cause to circulate the agenda on urgent basis with lesser than five working days If in the opinion of the Chairperson or Member-Secretary, any matter requires immediate approval or attention of the Commission, the Member-Secretary may circulate the agenda item also containing the draft decision through e-mail for obtaining approval O decision of the Commission within the time stipulated: The meeting notice for the Sub-Committees, along with the agenda points, shall be issued after obtaining due approval of the respective Chairperson of the Sub-Committee. 15. Conduct of Meetings The meetings of the Commission shall be conducted in the following order:- minutes of the previous ordinary meeting shall be placed; b) action taken report on the minutes of preceding and earlier meetings; business not transacted at the preceding meeting, if any; Member-Secretary to confirm the quorum of the meeting and proceed with point wise agenda for discussion and decision by the Commission; Any other matter with the permission of the Chairperson_ 16. Attendance during meetings (1) The meetings of the Commission shall be attended by the Members of the Commission_ Associate Member(s) may also be required to attend the meeting of the Commission whenever required for any specific issue Or matter in the agenda. (2) Since, the Commission and its Sub-Committees are statutory in nature, only the Members of the Commission; Associate Members and Members of Sub-Committees as notified and ordered shall attend the Commission'$ meeting: 3) The meetings may be attended by such other Officers of the Commission as may be directed by the Chairperson, Member-Secretary Or Chairperson of the Sub-Committee to assist them respectively

17 · Presiding over meetings.-All meetings of the Commission shall be presided over by the Chairperson and in absence of the Chairperson, by any Member So authorised by the Chairperson, and in absence of any authorization, the presiding officer of the meeting shall be cO-opted from themselves, by the Members present: 18. Quorum-The quorum for every meeting of the Commission shall be one third of the total number of Members of the Commission in position, on the date of the meeting: 19. Decision of Commission.-(1) The decision taken by the majority of the Members and Associate Members if any_ present in the meeting, shall be final. 2 In case of any deadlock, where no majority opinion emerges and the decision is tied, the Chairperson shall in such situations have the casting vote. All decisions may ordinarily be taken in the meetings of the Commission: Provided that, in respect of agenda items of immediate nature also containing draft decision, circulated through e-mail, for obtaining approval O decision of the Commission; the draft decision shall be treated as final on the basis of approval of majority of the members received within the stipulated time. 20. Minutes of meetings:-(1) The Member-Secretary shall record O cause to record the minutes of each meeting of the Commission; during the meeting itself O immediately thereafter and in n0 case later than seven days from the date of such meeting for seeking approval of the Chairperson: 2 copy of the minutes of each meeting of the Commission shall immediately be circulated by the Member- Secretary or any other officer of the Commission not below the rank of Under Secretary, duly authorised by the Chairperson to all Members of the Commission for information and further appropriate action. The minutes of the meetings of the Sub-Committees shall be issued to the Members concerned for information and appropriate action with the approval of the Chairperson of the respective Sub-Committees The minutes of the meetings shall be circulated to all concerned through e-mail and hard copy of the same through speed post. The minutes of all the statutory meetings shall be pasted in the Minute $ Book and shall be signed as soon as possible by the Chairperson or Presiding Officer of such meetings, as the case may be_ 21. Record of minutes.-A copy of the minutes of every meeting of the Commission shall be sent to the Branch Head or Officer concerned of the Commission for appropriate action inter-alia including coordination with the stakeholder States or organisations for compliance of the decision of the Commission and preparing action taken or status report_ 22. Order and directions of commission _ The Commission may from time to time hold meetings, discussions, deliberations, inquiries and investigations and issue appropriate orders and directions_ 23_ Authentication of orders, decisions, reports, directions and advisories All orders, reports, decisions, directions and advisories of the Commission shall be authenticated by the Member-Secretary O any officer of the Commission (authorised by the Chairperson) not below the rank of an Under Secretary_ Authenticated orders, reports, decisions, directions and advisories shall be preserved O pasted in separate Book and shall form part of the permanent record of the Commission_ 24. Service of notices and processes issued by Commission: ~Any notice or process to be issued by the Commission may be served by any one O more, including and not limited to one O more of the following modes, as may be directed by the Chairperson or Member-Secretary - (a) through hand delivery through a messenger; b) through registered post with acknowledgement due; through e-mail or any other electronic means; by publication in newspaper in cases where the Commission is satisfied that it is not reasonably practicable to serve the notice; in any other manner as considered appropriate. 25. Report of action taken: Report of follow-up action shall be submitted to the Commission at every subsequent sitting indicating therein the present stage of action 0n each item on which the Commission had taken decision in any of its earlier meetings, excepting the items on which no further action is called for:

26 · Sub- Committees and their meetings-(1) The Commission shall issue orders for appointment of the Sub- Committees constituted under sub-section (1) of section 11 for dealing with issues allocated to them: (2) Separate regulation shall be made by the Commission for other members of the Sub-Committees as provided in clause (d) of sub-section (2), clause (d) of sub-section (3) and clause (d) of sub-section (4) of section 11_ The meetings of the Sub-committees shall ordinarily be held at least four times in & year (financial year)_ The meetings of the sub-committees shall ordinarily be held at the Commission's Headquarter at Delhi o through virtual mode. The minutes, reports, decisions and recommendations of the Sub-Committees shall be placed before the Commission in its next meeting 27. Other Sub-Committees and Technical Support Team The Commission may also constitute other Sub-Committees as provided in sub-section (5) of section 11. (2) The Commission may constitute Technical Support Team on need basis comprising of experts and professionals from reputed technical organisations and institutions and in related fields to assist the Commission in enhancing scientific, technical and operational capabilities of the Commission in the matters of air quality management in the National Capital Region and Adjoining Areas.

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