Section 5 in First Statutes of the Indian Institute of Petroleum and Energy, 2018
5. Meetings of The Board.
(1)The Board shall ordinarily meet four times during a calendar year. However, there shall not be a gap of more than three months between two consecutive meetings.(2)The meetings of the Board shall be convened by the President in his/her capacity as the Chairperson of the Board either on his/her own initiative or on the request of the Director or on a requisition signed by not less than one-third of the present members of the Board including the President with any fraction rounded off to the next higher number.(3)One-third of the Board including the President, fraction being rounded off to the next higher number, shall be the quorum for a meeting of the Board.(4)All questions considered at the meetings of the Board shall be decided by means of a consensus or an affirmative vote of a majority of the members, present including the President. If the votes were equally divided, the President shall have a second or casting vote.(5)The President, if present, shall preside over the meeting of the Board:Provided that in the absence of the President, the members present shall elect a member from amongst themselves to preside at the meeting.(6)The Registrar shall issue a written notice of every meeting in his/her capacity as the Secretary of the Board to every member at least three weeks before the date of the meeting. The notice shall state the place, date and time of the meeting:Provided that the President may convene a special or emergency meeting of the board at short notice to consider urgent or special issues:Provided further that (a) whenever notice of a meeting is required to be given to any person under the provisions of the Act, or of these Statutes, it shall be given in writing to such person either personally or by serving a copy thereof by registered mail or speed post or courier service charges prepaid, or by facsimile or electronic mail, to the person's address, electronic address or facsimile number appearing on the books of the Institute; (b) If the notice is sent by mail, it shall be deemed to have been given to the person entitled thereto when deposited in the Indian Post and Telegraph mail or with a courier service for delivery to that person; (c) a notice of meeting shall specify the place, date, and time of the meeting and any other information required by the Act' or these Statutes.(7)The agenda for all meetings, except those convened at short notice as referred to in sub-statute (6), shall be sent to all members of the Board at least seven days before the date of the meeting:Provided that in the case of special or emergency meetings, mere mention of the special issue shall suffice in lieu of the agenda. The agenda may be sent electronically.(8)The Notices of motions for inclusion of any item on the agenda must reach the Secretary of the Board at least ten days before the meeting:Provided that the President may, permit inclusion of any item for which due notice has not been received.(9)The ruling of the President with regard to all questions of procedure shall be final.(10)The minutes of the proceedings of a meeting of the Board shall be drawn up by the Registrar of the institute in his/her capacity as Secretary of the Board and circulate to all members of the Board. The minutes, along with any amendments suggested, shall be placed for confirmation at the next meeting of the Board. After the minutes are confirmed and signed by the President, they shall be recorded in a minutes' book.(11)The minutes' book shall be kept open for inspection of the members of the Board at all times during office hour.(12)Any resolution except such as may be placed before a meeting of the Board may be adopted by circulation among all its members and any resolution so circulated and adopted by a majority of the members who have signified their approval or disapproval of such a resolution shall be as effective and binding as if such a resolution has been passed at a meeting of the Board.(13)If there is no quorum at the expiration of fifteen minutes after the time fixed for a meeting, the meeting may be adjourned to such date as the President may fix. No quorum shall be necessary for a meeting adjourned for want of quorum.(14)The members of the Board can participate in a meeting by audio, video or web based systems as available in their organisations including video conferencing.(15)The members of the Board shall give their consent/modifications in writing or through email on the draft Minutes of the Board meeting before the same are considered for approval in the next meeting of the Board.
