(1) The designated officer shall record the minutes of proceedings of each meeting of the Authority. A copy of the proceedings of each meeting of the Authority shall be circulated to the members for their comments or confirmation.
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(2) If no comments or confirmation is received from a member within seven days, the minutes would be issued with the approval of Chairperson or presiding member. The designated officer shall also communicate, with the approval of the Chairperson or the presiding member, the minutes or extracts of the decision taken at the meeting of the Authority to all concerned for necessary follow-up action and monitor their compliance by evolving a suitable reporting system.
Periodical reports on follow-up action shall be submitted to the Authority.
(3) After the next meeting of the Authority, the confirmed minutes shall be signed by the Chairperson or presiding member and taken on record thereafter. Each page of every book shall be initialed or signed and the last page of the record of the confirmed proceedings of each meeting in such books shall be dated and signed by the Chairperson or the presiding member and taken on record.
(4) Minutes of the proceedings kept in accordance with these regulations shall be evidence of the proceedings recorded therein.
(5) The Authority shall cause the minutes of all the proceedings to be maintained in the books kept for the purpose which may be in the form of binders containing loose leaves, duly numbered and bound regularly. In no case the minutes of the proceedings of a meeting shall be attached to any such book as aforesaid by pasting or otherwise.
(6) Notwithstanding anything contained in sub-regulation (5), the minutes may also be kept by way of micro films or any other authentic modern means of safe storing and retrieval of records or printed material produced by a computer, if the same is recognised under any law and subject to the conditions, restrictions or safeguards mentioned in such law.
(7) The minutes of each meeting shall contain a fair and correct summary of the decision arrived at the meeting.
(8) The minutes shall also contain-
(a) the names of the members present at the meeting; and
(b) in the case of each decision taken at the meeting, the name of a member or names of the members, if any, dissenting from, or not concurring with the decision taken by majority.
(9)Nothing contained in this regulation shall be deemed to require the inclusion in any such minutes of any matter which are detrimental to the interests of the Authority.
Explanation.- The Chairperson or, the presiding member, as the case may be, shall exercise an absolute discretion in regard to the inclusion or non-inclusion of any matter in the minutes as specified in this subregulation.