(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.
(f) ‘Chairman’ means the Chairman of the Board.
(g) ‘Chief Administrator’ means Chief Administrator of Board.
(h) ‘Member’ 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 regulations framed by the Board.
(m) ‘Presiding Authority’ means the Chairman, or in his absence, the Member chosen by the members present at the meeting.
(n) ‘Quorum’ means the minimum number of members of the Board, Whose presence is essential for the proper or valid transaction of business at a meeting.
(o) ‘Requisition’ means a written demand made by the specified number of members for calling a meeting.
(p) ‘Resolution’ means a motion initiated by Chairman or any members of the Board, which has been carried at a meeting or by circulation among the members without convening a meeting.
(q) ‘Secretary’ means Secretary of the Board appointed by Government under sub-section (i) of section 11 of the Act.
(ii) Other expressions shall have the meanings respectively assigned to them under the Haryana Housing Board Act, 1971, as amended from time to time, and the rules framed thereunder.
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, that an ordinary meeting shall be held once at least in three month.
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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.
4. Date, Time and Place of meeting- The meetings of the Board shall normally be held at the Head Office of the Board during Office hours. The exact date, time and place of each meeting shall be fixed by the Secretary, with the prior approval of the Chairman.
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.
(ii) When a quorum has once been constituted and the business of the meeting properly started, it shall constitute unless some member objects and calls the attention of the Presiding Authority to the absence of a quorum. In such circumstances, the Presiding Authority would make a count and if there is no quorum within the next fifteen minutes, he shall adjourn the meeting to any future day or any hour of the same day, as he may determine. The procedure thereafter will be as prescribed in regulation No. 5.2 (i).
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, chosen by the members present at the meeting for the occasion.
Note- If any occasion arises where any member is to be chosen as Presiding Authority, the members present shall do so even if there be not a quorum.
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-
1. To ensure that the meeting is property convened and constituted, that is, a proper notice is served on the members and there is a quorum;
2. To see that all the statutory requirements are duly observed at the meeting;
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3. To give due and sufficient opportunity to those members who wish to speak on the subject under debate or discussion;
4. To allow no discussion unless there is some motion before the meeting and to prevent irrelevant discussions;
5. To give his ruling/s on points of procedure and to decide all points of order and priority of speakers;
6. To take the sense of the meeting by putting the motions and amendments to vote, where necessary; and
7. Generally to so conduct the meeting that the business thereof is facilitated and the result and decisions are well defined.
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. The Chief Administrator shall give in the view of the Chairman due consideration and weightage while preparing the agenda items;
Provided that the Chairman may in his discretion allow such proposals to moved in the meeting despite non-receipt of timely notice of the proposal for inclusion in the agenda./
Provided further that the Chariman may allow any item due to be taken up in the meeting which was not previously included in the agenda.
Provided further that a direction from state Government shall be considered even though it was not previously included in the agenda:
7.5 Order of transacting business The order in which items of business are to be transacted or taken up for consideration at any meeting will be in the order as set out in the Agenda papers as far as possible.
8.1 Notice for the Meeting At least seven day’s notice in writing for a meeting shall be given to each member by the Secretary. A copy of the agenda for the meeting and brief note. If any, or each item of the agenda shall be sent to the members, either with the notice or as soon thereafter as possible, but at least three days before the meeting, provided that-
(i) The period of such notice may be reduced up to one day when a meeting is convened for transacting any emergent business;
(ii) The day of meeting shall be counted in reckoning the period of notice, but not the day of issue of notice;
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(iii) If any member is out of India or is otherwise not in a position to attend the meeting, the service of notice on such a member may be dispensed with by the Secretary with the prior approval of the Chief Administrator, provided further that if all the members are present a particular motion of resolution forthwith the wanted notice and agenda shall be excused and the proceeding of such meeting shall not afterwards be challenged on that grounds.
8.2 Non-Delivery of Notice for Agenda No proceedings of the Board shall be challenged by reason merely of vacancy or vacancies existing in the Board or any reason of non-receipt of the Agenda, or the notice by any member or members.
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.
(ii) Where a notice is sent by post, service of the notice shall be deemed to have been effected by properly addressing prepaying and posting a letter containing the notice. Such service shall be deemed to have been effected at the time at which the letter would be delivered in the ordinary course of post.
9.1 Changes in the Time and Date of Meeting- Any member may after receipt of a notice of a meeting under regulation No. 8 intimate to Secretary suggesting another date or time, therefore if the date and / or time fixed be not suitable to him but such intimation should reach the office of the Secretary at least four clear days before the date already fixed for the 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.