Section 8 in All India Institute of Medical Sciences Regulations, 2019
8. Meetings of Governing Body.
(1)The Governing Body may meet as often as may be considered necessary by the Chairman for transaction of its business, but shall ordinarily meet at least thrice a year preferably in the month of January, May and September.(2)The proceedings of the meeting shall be circulated to the members of the Governing Body by the Director after obtaining the approval of the Chairman. A period of fourteen days will be given to the members to confirm the proceedings.(3)All Proceedings of meetings of the Governing Body shall be entered in a Minute Book to be maintained by the Secretary for the purpose and all minutes shall be signed by the Chairman of the meeting after the same is duly confirmed by the members present.(4)An extraordinary meeting of the Governing Body shall be called on a written requisition by at least six members of the Governing Body or by the Chairman.(5)Notice of every meeting of the Governing Body shall be sent by the Secretary to the members of the Governing Body, in the case of an ordinary meeting at least fourteen days and in the case of an extraordinary meeting at least seven days, before the date of the meeting either electronically or by speed post under certificate of posting when sent by post. The agenda of meetings shall be sent under certificate of posting if sent by post or electronically or by speed post at least ten days and five days respectively, before the date of the meeting.(6)In the absence of the Chairman at any meeting, the members present shall elect a person from amongst themselves to preside at the meeting.(7)Five members shall form the quorum, 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.(8)All decisions of the Governing Body shall be taken by a majority vote. In case of equality of votes the chairman shall have a casting vote.(9)Any member desirous of moving any resolution at a meeting of the Governing Body shall given notice thereof in writing to the Secretary so as to reach him not less than seven days before the date of such meeting. Such notice when received shall be circulated immediately by the Secretary to the members and be included in the agenda of the meeting.(10)Any matter not included in the agenda and of which the notice mentioned in sub- regulation (9) has not been given may be considered at a meeting of the Governing Body with the permission of the Chairman.(11)Any business of the Governing Body may be transacted by circulation of papers to the members and Chairman and acted upon if unanimously agreed to. The decision and the action taken thereon shall be placed before the next meeting of the Governing Body for confirmation. In case the resolution is not confirmed by the Governing Body in the next meeting, the action already taken in compliance of the resolution circulated and agreed to by the members shall be valid.(12)If a non-official member nominated in the Governing Body remains absent in three consecutive meetings without any valid reason, his membership shall be terminated with the approval of the Chairman.
