BOARD OF TRUSTEES OF THE PORT OF
(PROCEDURE AT COMMITTEE MEETINGS)
[ Published in Part II, SEction 3,
of the Gazette of India issue dated 04.10.1976 - G.S.R. No. 2482 ]
1. Short title, application and commencement –
These regulations may be called the Board of Trustees of the Port of
Bombay (Procedure at Committee Meetings) Regulations, 1975.
They shall apply to the business transacted at the meetings of a
committee constituted by the Board of Trustees of the Port of Bombay.
They shall come into force on the date*
of their publication in the Official Gazette.
In these regulations, unless the context otherwise requires, -
“Act” means the Major Port Trusts Act, 1963 (38 of 1963);
“Board” means the Board of Trustees constituted under the Act for the
Port of Bombay;
“Chairman” means the Chairman of the Board;
“Committee” means a Committee constituted under section 17 of the
“Deputy Chairman” means the Deputy Chairman of the Board and includes
the person appointed to act in his place under section 14 of the Act;
(f) “Member” means a member of a Committee.
Frequency of meetings of Committee and place of meeting thereof
A meeting of a Committee shall be held at least once in a month.
(2) A meeting of a Committee shall be held in the Board Room in the Bombay Port Trust Administrative Offices Building at Bombay.
Power to extend time for
holding of meetings of Committee -
If the Chairman, or in his absence, the Deputy Chairman, is satisfied
that there is not sufficient business to warrant the holding of a meeting of a
Committee in a particular month, he may, by notice to the members of that
Committee, direct that no meeting be held in that month.
Calling of special meetings -
The Chairman, or in his absence, the Deputy Chairman, whenever he thinks
fit, and shall, upon the written request of not less than two members of a
Committee, call a special meeting of that Committee.
President of meetings of a
Chairman, or, in his absence, Deputy Chairman, and in the absence of both, any
person chosen by the members present from among themselves, shall preside at the
meeting of a Committee.
Disposal of business at
meetings of a Committee -
All questions at a meeting of a Committee shall be decided by a majority
of the votes of the members present and voting and, in the case of an equality
of votes, the person presiding shall have a second or casting vote.
Disposal of business by
circulation of notes -
Chairman, or, in his absence, the Deputy Chairman, may, if he thinks fit, direct
that any matter shall be decided by circulation of the relevant notes to the
members of a Committee and by securing their written opinion, provided that no
decision thereon shall be taken, unless it is supported by a majority of the
members of that Committee.
Quorum for meetings -
No business shall be transacted at any meeting of a Committee unless at
least one half, not being less than three in number, of the members of the
Committee are present throughout such meeting.
Circulation of agenda papers -
The agenda and notes thereon, if any, for any meeting of a Committee,
except a special meeting, shall be circulated to the members of that Committee
at least three days before the date of the meeting.
In the case of a special meeting, such papers shall be circulated at
least one day before the date of meeting.
Discussion of items not
included in the agenda -
The person presiding a meeting of Committee may, at his discretion,
include for discussion at any of the meetings of a Committee, including a
special meeting, any item not included in the agenda, if the same is, in his
opinion, of sufficient importance or urgency or both and cannot be held over for
consideration at a subsequent meeting.
If a poll is demanded, the names of the members present and voting and
the nature of their votes shall be recorded by the person presiding that
Minutes of the meeting -
Minutes of the proceedings at each meeting of a Committee shall be
recorded in a book, to be provided for the purpose, which shall be signed by the
person presiding the meeting and shall be open to inspection by any Trustee
during office hours.
The names of the Trustees present at each meeting shall be recorded in
the minutes book.
Adjournment of meetings -
The person presiding a meeting may, with its consent, adjourn it to a
later date which shall be announced at the meeting and also communicated to the
members not present at the meeting not later than the following day.
If, however, the date when the adjourned meeting should take place is
fixed subsequently, notice thereof shall be sent to all the members at least
three days before the date of the adjourned meeting.