Section 6 in The Punjab Gram Panchayat Rules, 1965
6. Time and place of meeting of a Gram Panchayat [Section 101(2)(1).
(1)No meeting of Gram Panchayat shall be held unless a notice of at least three clear days intimating the day, time and place of the meeting and the business to be transacted at the meeting is given to the Panches;Provided that in an emergency for reasons to be stated in writing a meeting may be called by the Sarpanch [-] [Words 'or in his absence the Naib Sarpanch' omitted vide Notification No. GSR/76/EA4/53/Section 101/Amd. (12)/79 dated 8.6.1979.] at a shorter notice.[(1-A). The communication of the notice of the meeting shall be made by :-(i)pasting of a copy of the notice and agenda of the meeting of Gram Panchayat at a conspicuous place in the office of Gram Panchayat or if there be no office, at a common place where the meeting is scheduled to be held; and(ii)service of notice to the Panches through village chowkidar or any other person deputed by the Sarpanch [-] for the purpose and to get the notice acknowledged by the Panch on the copy of the notice or agenda book].(2)The Sarpanch [-] [Words 'or in his absence the Naib Sarpanch' omitted vide Notification No. GSR/76/EA4/53/Section 101/Amd. (12)/79 dated 8.6.1979.] when required in writing by a majority of the Panches to call a meeting, shall do so within three days failing which these Panches shall, with the previous approval of the [Block Development and Panchayat Officer] [Substituted for the words 'Panchayat Samiti' vide Punjab Notification No. GSR/47/PA4/53/Section 101/Amd. (3)/72 dated 12.6.1972.] be entitled to call a meeting after giving a week's notice to [Sarpanch and other Panches] [Substituted for the Words 'Sarpanch, Naib Sarpanch and other Panches' vide Notification No. GSR/76/EA4/53/Section 101/Amd. (12)/79 dated 8.6.1979.].(2A)[. At every meeting of a Gram Panchayat, the Sarpanch or in his absence, such Panch as the Panches present may elect, shall preside :-] [Inserted vide Punjab Notification No. GSR/47/PA4/53/Section 101/Amd. (3)/72 dated 12.6.1972.](3)The notice and agenda of a meeting of the Gram Panchayat shall be sent to the Gram [Sewak] in whose jurisdiction the Sabha area is situated so that he can attend the meeting if possible and make suggestions on items relating to development work.(4)(a)The names of the Panches at each meeting shall be entered in the Proceedings Book of the Gram Panchayat. If a Panch leaves the meeting before it is over, the fact shall be recorded in the proceedings at the stage at which he leaves the meeting.(b)The proceedings of the meeting shall be recorded as each item is disposed of by the Gram Panchayat. If a resolution has been passed unanimously the fact shall be so recorded. In other cases the names of the Sarpanch [-] [Words 'the Naib Sarpanch' omitted vide Notification No. GSR/76/EA4/53/Section 101/Amd. (12)/79 dated 8.6.1979.] and Panches who vote for or against the resolution shall be recorded against each resolution.(5)The order of the business as laid down in clause (i) of sub-rule (10) of rule 5 may, as far may be applicable, apply to the business to be transacted at meetings of a Gram Panchayat.(6)The proceedings of the Sabha or Panchayat meeting shall be recorded in [Punjabi in Gurmukhi Script] [Substituted for the words 'shall be in the regional language' vide Punjab Notification No. GSR/47/PA4/53/Section 101/Amd. (3)/72 dated 12.6.1972.].[6A. Attendance Register. - Every Panchayat shall keep an attendance register in From III A showing the names of the Sarpanch, [-] [Inserted by vide Punjab Notification No. GSR48/PA4/53/Section 101/Amd. (9)/76 dated 6.5.1977.] and the Panches with date and description of the meeting. The Sarpanch, [-] [Words 'the Naib Sarpanch' omitted vide Notification No. GSR/76/EA4/53/Section 101/Amd. (12)/79 dated 8.6.1979.] and every Panch attending the meeting shall put his initial or thumb mark in the column of his name in the said register. The Sarpanch, or any Panch not present shall be marked absent by the Sarpanch, or other Panch, as the case may be, presiding over the meeting] [Inserted vide Punjab Notification No. GSR/47/PA4/53/Section 101/Amd. (3)/72 dated 12.6.1972.].[7. Maintenance of Panchayat records. - (1) A Gram Panchayat shall cause the records, registers, books and forms maintained and used and in the manner as hereinafter mentioned in sub-rule 3(2) and (3).] [Substituted vide Notification No. GSR/76/EA4/53/Section 101/Amd. (12)/79 dated 8.6.1979.](2)The Sarpanch shall be responsible for the maintenance of -(i)Proceedings Book in Form II in which the brief account of business transacted by the Gram Panchayat or Sabha in respect of its general and administrative functions, shall be entered. The record of proceeding by a Gram Panchayat shall be signed by the Sarpanch, if present, or in his absence by the Panch elected for presiding the meeting, and all other Panches attending the meeting of the Panchayat.Provided that the proceedings of the meeting shall be recorded on an ordinary paper and later brought on the Proceedings Book of the Gram Panchayat if the Sarpanch does make available the proceedings book in the meeting of the Gram Panchayat or the Gram Sabha, as the case may be :-(ii)Inspection Book in Form III, in which shall be entered the inspection notes and other remarks by the Director, the Deputy Director of Panchayats, the Deputy Commissioner, the Sub-Divisional Officer, Chairman of the Zila Parishad or Panchayat Samiti concerned the District Development and Panchayat Officer, Block Development and Panchayat Officer and the Social Education and Panchayat Officer, or any person or officer so authorised in writing by the Director, Deputy Director of Panchayats, Deputy Commissioner, District Development and Panchayat Officer or the Sub Divisional Officer concerned, who may inspect the books, proceedings, records, property or works of any Panchayat;(iii)Attendance Register in Form III-A.(iv)Register of Civil Suits in Form VI.(v)Register of criminal cases in Form VIII.(vi)Register of Revenue Suits in Form VIII.(vii)Summons for accused in Criminal case in Form IX.(viii)Summons for defendants in Civil cases in Form X.(ix)Summons for witnesses in Form XI.(x)Decree Sheet in Form XII.(xi)Application for acquisition of land in Form XIII.(xii)Register of processes and summons in Form XIV.(viii)Register of diet money in Form XV.(xiv)Index of papers of the Panchayat file and abstract of orders in Form XVI.(xv)Stock Register of material in Form XVIII.(xvi)Stock and Furniture Register in Form XIX.(xvii)Library Stock Register in Form XX.(xviii)Library issue Register in Form XXI.(xix)Despatch Register (account of stamps also to be maintained in this Register) Form XXII.(xx)Receipt Register in Form XXIII.(xxi)Stock Register of Receipt Book in Form XXIV.(xxii)Register of immovable property (other than Shamilat Deh) in Form XXV.(3)The Panchayat Secretary shall be responsible for the maintenance of, -(i)Cash Book in Form I, in which an account of all income of the Panchayat from whatever source and all expenditure out of the Gram Fund shall be maintained. The Cash Book shall be closed on the last working day of each month and the cash balance in hand and the balance with the Co-operative Union or the Co-operative Credit Society or Central Co-operative Bank or the Post Office Saving Bank shall be struck and verified by actual count and by comparison with the balance shown in the pass book, as the case may be. A certificate to this effect shall be recorded under the signatures of the Panchayat Secretary at the end of the month in the Cash Book.(ii)Receipt Book in Form IV.(iii)Register showing the Demand and Collection of Taxes, duties cesses in Form V.(iv)Register of Fees and Fines in Form XVII.(v)Provident Fund Registers in Form XXVII and all other records, registers and forms not covered by sub-rule (2).
