(a) An Annual General Meeting of the Sports Council shall be convened once every year in the month of July/August or as soon thereafter as may be possible, date, place and time shall be as determined by the Chairperson. At least fifteen days’ notice shall be given for this meeting.
The business at this meeting shall include -
(i) election of office bearers and members of the Executive Board;
(ii) the adoption of the Annual Reports and the Audited Statements of Accounts of the Sports Council and the various University Sports Clubs, as presented by the Executive Board under Rule 5(e) above;
(iii) the Budget Estimates and the General Fixtures List for the ensuing year;
(iv) the amendment of rules or enactment of new rules or bye-laws; and
(v) the proposals or resolutions brought up before the meeting by any one of its members provided that a written notice of the same is given to the Chairperson or the Secretary by end of March, preceding the Annual General Meeting; all such 208 proposals and resolutions shall be considered by the Executive Board in the first instance and placed on the Agenda of the Annual General Meeting with such recommendations as may be made by the Board.
Provided that if no General is held as recommended in this clause, or if the Annual General Meeting fails to elect a new Executive Board, the Executive Board already in office shall continue to function until such time as the new Executive Board is duly elected.
(b) The Chairperson may, at his discretion, call one more General Meeting of the Sports Council to transact the unfinished business of the Annual General Meeting or such other business as may be considered necessary in the course of the year.
(c) Should at least one/third of the members of the Sports Council consider an extraordinary General Meeting of the Council necessary, they shall in a joint requisition inform the Executive Board intimating the specific purpose for which such meeting is deemed to be necessary. The Executive Board shall call a meeting of the Sports Council within twenty days of the receipt of such a requisition. Only the specific business for which the extra-ordinary meeting is called shall be considered at such a meeting.
10.2 The quorum for a General Meeting shall be twenty-five.
10.3 All decisions shall be taken by a simple majority vote of the members present and, in the case of a tie, the Chairperson shall have a casting vote.
11. The travelling and halting allowances for attendance at the General Meetings shall be borne by the Colleges concerned in the case of Principals/Members of their staff; by the University in the case of Chief Warden/Nominees of the Vice-Chancellor and the Registrar; and by the Sports Council in the case of Secretary and his staff.
12. The accounts of the Sports Council shall be pre-audited by the Controller of Finance in the Pt.B.D.Sharma University of Health Sciences and the report of the Secretary, together with the annual audit note of the Controller of Finance shall be submitted to the Executive Council of the Pt.B.D.Sharma University of Health Sciences after they have been considered and duly adopted at the Annual General Meeting of the Sports Council.
13. The Executive Council of the Pt.B.D.Sharma University of Health Sciences shall exercise general supervision and control over the Pt.B.D.Sharma University of Health Sciences Sports Council and shall decide constitutional changes that are considered necessary.
209 REFERENCES OF AMENDMENTS/INSERTIONS/SUBSTITUTIONS
1. Amended by EC in 45th meeting held on 27.06.2022 vide Agenda Item No.45.23.