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A meeting ordinarily is held at least once in every month while a Special Meeting may be convened whenever the President thinks fit to do so, and the same is convened whenever not less than ¼th of the members of the Board make a requisition in writing to that effect. |
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3. |
All meetings of the Cantonment Board, whether ordinary or special, is held at the Cantonment Office. |
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4. |
The date and hour of every meeting, whether ordinary or special is fixed by the President, or in his absence, by the Vice President, with due regard to general convenience. |
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5. |
A written notice of every meeting, whether ordinary or special, specifying the place, date and hour fixed for it and signed by the Executive Officer is circulated to every member. Such notice is also published in Station Orders. |
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6. |
Every notice, whether it appertains to an ordinary or special meeting is accompanied by a list of business to be transacted at the meeting, hereinafter called the Agenda. |
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7. |
Subject to the provisons of Section 38 of the Cantonments Act, 1924, which requires that in certain cases specified therein, not less then 7 days previous notice is given, the notice and the Agenda is sent to every member not less than :- |
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(a) Four clear days before the date fixed for an ordinary meeting. |
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(b) 24 hours before the date and hour fixed for a special meeting. |
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8. |
If it is found necessary to adjourn a meeting, whether ordinary or special, the President announces at the time of adjournment the place at, the date on and the hour at, which the adjourned meeting is to take place and no separate notice is required, therefore except in the case of members who is absent from the meeting, to whom the required notice is sent as soon thereafter as possible, provided that it is lawful for the President or in his absence, the Vice President, in an emergency, to alter, subject to due notice, the place, date and hour so fixed. |
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9. |
The Executive Officer except in cases of emergency have readiness at the office of the Cantonment Board, ordinarily three days before the date of each meeting, all the papers which are not confidential, relating to the business to be transacted at such meeting, so as to give the members an opportunity of persuing them before the meeting. No files are to be circulated or to leave the office |
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10. |
Copies of minutes of each meeting are ordinarily issued to all the members previous to the next following meeting, and are maintained in accordance with Section 41 of the Cantonments Act. |
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11. |
The proceedings of the Board is conducted and recorded in English, provided that such members as are unable to express themselves in that language may address the meeting in vernacular in which case the purpose of their remarks shall be explained in English by the Executive Officer or by any other member whom the President may select for the purpose. Except with the permission of the President no written speech is delivered by any member. |
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12. |
The President decides all points of order or procedure which may arise and his decision is final. But it is not permissible for the President to disallow consideration or any matter which has been properly brought before the Board. |
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13. |
(a) Votes are taken both for and against every motion, resolution or amendment put to the meeting. |
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(b) Any member has a right to abstain from voting without assigning any reasons |
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14. |
Unless a poll is demanded by any member present at a meeting a declaration made by the President that a motion, resolution, or amendment has been carried or lost, is deemed to be a sufficient warrant for making an entry to that effect in the minutes. When a poll is demanded it is ordinarily be taken by a show of hands but may on special occasions, if the President or a member desires, be taken by a ballot, and the result of such poll, as declared by the President shall be deemed to be the resolution of the Board. |
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15. |
After a matter has been once disposed off at a meeting no motion is entertained in regard to it until the expiry of six months from the date of its disposal, except on the written application or more than one-half of the members of the Board, provided that this regulation does not apply to questions already raised or that may hereafter be raised by Government or by the Officer Commanding-in-Chief, Eastern Command. |
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16. |
Any officer of Government or other person not being a member of the Board, may with the consent of majority of the members present and of the President, address the meeting. |
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17. |
The common seal of the Board is remain in the custody of the Executive Officer and is used on all deeds of contracts, other deeds and conveyances. |
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18. |
The Vice President of the Board is the Chairman of the Assessment Committee, the majority of the members of which is appointed either from the Elected Members of the Board, or the civilian residents of the Cantonment or from both. In the event of the Vice President being unable or available to preside at the meetings of the Assessment Committee, the Members may elect one from among themselves to preside. |
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19. |
The Board appoints a Finance Committee consisting of five Members; they are elected by the Board from along its members at a meeting of the Board. Out of these five members three are the elected members of the Board. The Vice President, if a member of the Committee, is in virtue of his office is the Chairman of the Committee. If he is not a member of the Committee, the Chairman is appointed by the Board. |
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20. |
The Chairman of every Committee appointed under Section 43A or Clause (2) of sub- section (1) of section 44 of the Cantonments Act, 1924 can exercise a casting vote in the event of equality of voters. |
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BUSINESS REGULATION-1
