Section 4 in All India Institute of Medical Sciences Regulations, 2019
4. Meetings of the Institute.
(1)The Institute may meet as often as may be considered necessary by the President for the transaction of the business of the Institute but shall meet at least twice a year.(2)(a)Meeting of the Institute shall be held at the date and time as may be fixed by the President.(b)The Proceedings of the meeting shall be circulated to all the members of the Institute by the Director after obtaining the approval of the President and a period of seven days will be given to the members to confirm the proceedings.(c)All proceedings of meetings of the Institute shall be entered in a Minutes Book to be maintained by the Secretary for the purpose and each minute shall be signed by the President of that meeting after the same is duly confirmed by the member present.(3)For a ordinary meeting of the Institute a notice specifying the place, date and time of the meeting shall be given by the Secretary to the members at least two weeks prior to the date of such meeting either electronically or by speed post. The agenda shall also be sent alongwith the notice of the meeting and where it is not possible, the agenda shall be sent at least ten days before the meeting either electronically or by speed post.(4)An extraordinary meeting of the Institute may be called by the President at any time for the transaction of urgent business of the Institute.(5)For extraordinary meetings, notices specifying the place, date and time of the meeting shall be sent by the Secretary to the President and the members at least five days before the date of the meeting, under a certificate of posting, if sent by post, or by electronically or by speed post. The agenda shall be sent either electronically or by speed post, at least three days before the meeting.(6)An extraordinary meeting of the Institute may be called on a written request of not less than nine members of the Institute within seven days of the receipt of the requisition and the request made by members requisitioned meeting shall indicate the purpose of the meeting.(7)In the absence of the President at any meeting of the Institute, the members present shall elect a person from among themselves to preside over such meeting.(8)The quorum for a meeting of the Institute shall be seven.(9)The President may include in the agenda at any time before or during a meeting (i) fresh items of business; (ii) items supplementary to those included in the agenda; and such items shall also be taken up for consideration.(10)Any member desirous of moving any resolution at a meeting of the Institute shall give notice thereof in writing to the Secretary so as to reach him not less than fourteen days before the date of the meeting. When such notice has been given, the proposed resolution shall be circulated immediately by the Secretary to the members and be included in the agenda.(11)Members can also participate in the meeting through video conference, after obtaining the prior approval of the Chairman and such participation through video conference will be counted for the purpose of the quorum.(12)If any non-official member nominated to the Institute does not participate in three consecutive meetings of the Institute or Governing Body or Standing Committees without any valid reason to the satisfaction of President, his membership shall be terminated with the approval of the President.(13)No subject disposed of by the Institute at a meeting shall be brought up again for consideration until after the expiry of one year except in a case where the President or Government certifies that the subject required further consideration in the interest of the Institute.(14)A decision given by the President of the meeting on a point of order raised by a member shall be final.(15)All decisions of the Institute shall be taken on a majority vote and in case of equality of votes the President shall have a casting vote.(16)Any business of the Institute may be transacted by circulation of papers to the members and the President and acted upon, if unanimously approved. The resolution and the action taken thereon shall be placed before the next meeting of the Institute for confirmation.
