Section 19 in The M.P. Zila Panchayat (Business) Rules, 1998
19. Procedure of Standing Committee.
(1)When a Standing Committee has received a case it may :-(a)pass resolution thereon; or(b)if it is a matter involving more than one department it shall seek concurrence of the concerned committees; or(c)if the matter involves any financial implementation, the I proposal shall be first scrutinised by the officer-in-charge of the finance department.(2)A Standing Committee may call for the precis of any matter pertaining to any other Standing Committee if required for the disposal of that case. The Secretary of the concerned committee may also be called for clarification of the issue if the need so arises.(3)(a)In case of disagreement between the Standing Committees regarding the disposal of any case, the matter shall be referred to the General Body for decision through General Administration Committee.(b)The request under sub-rule (1) may be made by passing a special resolution for the Standing Committee to that effect.(4)If a question arises as to which Standing Committee a case belongs, the Secretary concerned shall refer the matter to the General Body through the Chief Executive Officer and the decision of the General Body thereon shall be final.(5)When the subject of the cases concerns more than one Standing Committee, no resolution shall be adopted until it has been considered by all the Standing Committees concerned. The culmination of personal consultation between Chairpersons and Secretaries concerned of the Standing Committees concerned recorded on the file in the form of a note, agreed between these officers, shall be deemed to satisfy the requirements of these rules.(6)The Chief Executive Officer may, on his own motion or on orders of the President or any other Standing Committee, send requisition for papers relating to any case in any Standing Committee and any such request by him shall be complied with by the Secretary of the Standing Committee concerned.(7)The meetings of the Committee shall ordinarily be held in Zila Panchayat office on such dales and at such times as may be fixed by the Chairman by general or special order. The Secretary to the Committee shall keep all the members of the Committee informed of such time and date.(8)It shall be the duty of the Secretary of the Committee to :-(i)keep the Chairman informed of the business pending and to be transacted by the committee;(ii)obtained orders regarding the agenda, and where necessary the place and time of the meeting of the committee;(iii)communicate to all members of the committee, in prescribed time the agenda, place and of the lime of meeting of the committee; and(iv)be present at the meeting of the committee unless he is prevented due to unavoidable circumstances. In such circumstances, he shall immediately inform the Chairman/Chief Executive Officer regarding his absence and Chief Executive Officer will make necessary arrangements, if required.(9)When the agenda for the next meeting has been approved by the Chairman in accordance with Business Rules, the Secretary to the committee shall have issued the agenda to the members of the committee.(10)Ordinarily, the Secretary to the committee shall present to the Chairman a list of cases, the precis of which have been circulated in accordance with the procedure indicated in paragraph below three days prior to the meeting.(11)When it has been decided that a case has to be brought before the Committee, the Secretary of the Standing Committee concerned shall cause to be prepared a precis of the case. On the Chairman's permission being obtained, copies of the precis shall be circulated by the Secretary of the Standing Committee concerned to all the members of the Committee and the Chief Executive Officer in a closed cover.(12)The heading of precis shall be so drafted so as to give a correct idea of the contents of the case. In all cases, the precis shall State the facts of the cases, the points for decision, and if it is a case having financial implementations, the comments of the officer-in-charge of the financial matters of Zila Panchayat. In particular, if the opinion of other Standing Committee is obtained the position taken up by such Committee and the views of different Committees, be given in the very words used by that committee in its nothing so that there may be no risk of the incorrect interpretation or emphasis has not been given on a particular point. In short, the precis shall contain an impartial summing up of a case and the last paragraph thereof shall always contain the points in issue on which the orders of committee are sought.(13)If a case, which is proposed to be brought before any Committee, relates to more than one Standing Committee, the Chairpersons of the Standing Committees shall attempt to come to an agreement thereon. II an agreement is reached, the precis may contain the joint recommendations of such Standing committees. If no agreement is reached, the precis shall State the recommendations of each of the Standing Committees concerned and the points of difference.(14)No case except of extreme urgency, shall be included in the agenda or discussed at a meeting unless all the papers relating to the case as prescribed in the foregoing paragraphs have been supplied to all members prior to the meeting, if, however the Chairperson considers a case of such extreme urgency in public interest so as to require immediate discussion in the Committee he may, permit the inclusion of the case in the agenda items and discussion thereon.(15)When any matter referred by a Standing Committee to the General Administration Committee is taken up for discussion, the President may request the Standing Committee concerned to explain the points on which the discussion is required.(16)When a decision upon the points under discussion has been arrived at the proposed resolution shall be take down in writing and read out and such resolution shall, after its terms have been finally approved, be authenticated by the Chairperson and the Secretary and shall be placed with the notes of the case. A copy of resolution shall also be sent to the Prescribed Authority and the President through the Chief Executive Officer.(17)The resolution which is recorded shrill be brought on permanent record.(18)It shall be the duty of the Secretary concerned to take necessary action for the implementation of the resolution passed by the Standing Committee and shall submit the compliance report or up-to-date position of the case in the following meeting of the Committee.
