(1) The Board shall meet as often as necessary and in any case at least once in three months for the transaction of the business of the religious institution.
(2) (a) In the case of a religious institution having an Executive Officer, meetings shall be convened by the Executive Officer on such dates as he may fix in consultation with the President of the Board of trustees :
Provided that the Executive Officer shall himself fix the date for a meeting if the President on a reference made to him in writing by the Executive Officer in that behalf, does not communicate his opinion to the Executive Officer within the time specified in such reference.
(b) In the case of a religious institution which has no Executive Officer, meetings shall be convened by the President on such dates as he may fix.
(3) The meetings of the Board shall be held at the premises of the religious institution itself or in the premises of its office, and if the religious institution is a specific endowment having no office premises, the meetings shall be held at the places fixed by the Commissioner.
(4) (a) Notice of a meeting specifying the date, time and place of the meeting with a copy of the agenda for the meeting shall be caused to be served by the Executive Officer or the President, as the case may be, on the trustees at least seven days prior to the date fixed for the meeting, the service being effected by giving or tendering the notice to every trustee personally or if it cannot be so effected, by sending the notice to him by registered post with acknowledgment due to his usual place of residence.
(b) The agenda shall be prepared by the Executive Officer or the President as the case may be, and where the Executive Officer prepares the agenda he shall include in the agenda subjects suggested by the President.
(c) It shall, be open to the Board to hold a meeting without observing the requirement as to issue of notice when all the trustees agree to waive that requirement.
(d) In case of emergency, the Executive Officer or the President, as the case may be may convene a meeting on giving shorter notice than that specified in sub-rule (1).
(e) The Executive Officer or the President as the case may be, shall on requisition in writing of not less than two trustees, convene a meeting, specifying the purposes of the meeting and giving at least five days notice.
(5) All papers relating to the agenda shall be made available to the trustees for inspection at the place of the meeting and at the time of or before the commencement of the meeting.
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(6) The quorum shall be three, and if within half an hour after the time appointed for the meeting, a quorum is not present the meeting shall stand adjourned, unless the trustees present agree to wait longer.
(7) Every meeting of trustees shall be presided over by the president or in his absence, by the Vice-President and in the absence of both the President and the Vice-President, any other member chosen by the other members present, shall preside over at such meeting.
(8) The questions which may come before any meeting shall be decided by a majority of votes and when the votes are equally divided, the President or the trustee presiding for the occasion, as the case may be, shall have and exercise a second and casting vote.
(9) The Executive Officer, if any, of the religious institutions shall always be present at the meetings, produce whatever accounts, registers or records, cash or other movable properties which are, called for by the trustees or are relevant to the subjects in the agenda.
(10) Minutes of the proceedings at each meeting shall be recorded in a book to be kept for that purpose and shall at the close of the meeting be signed by the President or the trustees who presided at such meeting, as the case may be, and all the other trustees present at the meeting and the minutes book shall be kept in the office of the institution in the custody of the President or in the custody of an Executive Officer (in the case of an institution having an Executive Officer).
(11) The minutes shall be recorded in English or in Tamil as may be decided upon by the trustees.
(12) Within a week from the date of the meeting a copy of the proceedings of such meetings shall be forwarded to the Commissioner.
(13) The President or the presiding trustee, as the case may be, shall maintain order and decorum at the meetings and the subject on the agenda shall be taken for consideration in the order in which they appear in the agenda unless it is decided at the meeting that they should be taken up otherwise.
(14) All matters relating to the administration of the religious institutions shall be decided at the meetings. The Executive Officer or the President, as the case may be, shall carry into effect the decisions of the Board.
(15) (a) The Executive Officer or the President as the case may be, may, in case of emergency ascertain the opinion of the Board by circulation of the records among all the trustees and in case of unanimity of opinion carry out the decision and if there is a difference of opinion among the trustees during 6 such circulation, the matter shall be considered at an emergent meeting of the Board convened for the purpose.
(b) Every unanimous decision ascertained in circulation shall be placed before the next meeting of the Board for confirmation.