(i) to preside over all meetings of the Youth Welfare Committee and to discharge such functions as may be assigned to him/ her in that capacity (in the case of equality of votes, he/ she shall have a casting vote);
(ii) to sanction expenditure up to the amount of budget provision under the different heads of expenditure and to approve re-appropriation of funds from one budget head to another in anticipation of the approval of the Youth Welfare Committee;
Also to allow/sanction provisional payments out of Youth Welfare Committee funds in anticipation of the approval of Youth Welfare Committee;
(iii)to write off losses and to condone delay in the submission of entries;
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(iv) to sanction any amount out of the Youth Welfare Committee funds for promotion of welfare activities of the students; and
(v) to decide any matters not covered under the rules.
4. The Vice-Chairperson shall function as Chairperson in the absence of the latter, and shall exercise the powers vested in the Chairperson.
5. The Secretary shall -
(a) carry on correspondence on behalf of the Youth Welfare Committee and give effect to the resolutions of the Committee as its Executive Officer;
(b) issue notices of meetings and record minutes of the same and be responsible for their maintenance;
(c) be responsible for the maintenance of other records and registers as well as the custody of all property of the Youth Welfare Committee;
(d) carry out other duties which may be entrusted to him by the Chairperson from time to time;
(e) have an imprest of Rs.1000/- to meet petty expenditure to be recouped from time to time;
(f) have power to incur an expenditure up to Rs.10,000/- at a time; to write off losses of articles costing up to Rs.500/- and to pass provisional payments up to Rs.
10,000/- on an item at a time till the budget is passed by the Youth Welfare Committee.
(g) be in-charge of the finances of the Youth Welfare Committee;
(h) issue receipts for all sums received;
(i) make payments in accordance with the proposals item-wise in respect of each head of expenditure as approved by the Youth Welfare Committee;
(j) maintain accounts of the Youth Welfare Committee’s funds and present statement of accounts duly audited by the University Auditors;
(k) to operate upon the accounts of the Youth Welfare Committee and sign all cheques for all expenditure duly sanctioned and pre-audited;
(l) sanction journey’s of the staff working in the Youth Welfare Department;
(m) have power to incur and expenditure up to Rs.500/- without quotations on quality basis;
(n) to condone the delay in the submission of entries/deposits etc.
6. An annual meeting of the Youth Welfare Committee shall, unless otherwise directed by the Chairperson, be held every year, on a date, place and time to be determined by the Chairperson. The notice and the Agenda for this meeting shall be sent at least ten days before the date of the meeting.
221 The business at this meeting shall include:-
(i) to consider and pass the annual budget of the Youth Welfare Committee;
(ii) the adoption of the Annual Report and the Audited Statements of Accounts of the Youth Welfare Committee;
(iii) to recommend to the Executive Council any amendments to the Constitution of the Committee and other matters concerning Youth Welfare Committee;
(iv) enactment of rules/bye-laws and amendments thereto; and
(v) proposals or resolutions brought up before the Committee by any of its members, provided that a written notice of the same is given to the Chairperson and Secretary at least one week before the date of the meeting.
7. The Chairperson may, at his discretion, call one or more ordinary meetings of the Youth Welfare Committee if considered necessary in the course of the year. Except in the case of emergent meetings, the notice and the Agenda required for such a meeting shall be at least one week.
8. All the decisions at the meetings of the Youth Welfare Committee shall be taken by a simple majority of votes of the members present and, in the case of a tie, the Chairperson shall have a casting vote.
9. The travelling and halting allowance in connection with the meeting(s) of the Youth Welfare Committee shall be borne by the Youth Welfare Committee of the University.
10. The accounts of the Youth Welfare Committee shall be pre-audited by the Resident Auditors in the Pt.B.D.Sharma University of Health Sciences and the Report of the Secretary, together with the Annual audit note of the Resident Auditors shall be submitted to the Executive Council of the Pt.B.D.Sharma University of Health Sciences after these have been considered and duly adopted by the Youth Welfare Committee.
11. The Executive Council of the Pt.B.D.Sharma University of Health Sciences shall exercise general supervision and control over the Youth Welfare Committee and shall decide the constitutional changes that are considered necessary.
222 REFERENCES OF AMENDMENTS/INSERTIONS/SUBSTITUTIONS
1. Amended by EC in 45th meeting held on 27.06.2022 vide Agenda Item No.45.23.
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