Section 4 in The first statutes of the Indian Institute of Technology (Indian School of Mines), Dhanbad, 2017
4. Meeting.
- The procedure for the constitution and the meetings of the Board shall be as follows, namely:-(a)The bodies entitled to nominate or elect representatives on the Board shall be invited by the Registrar to do so within a reasonable time not ordinarily exceeding eight weeks from the date on which he issues such invitations and the same procedure shall be followed for filling casual vacancies on the Board.(b)The Board shall meet as often as may be necessary but not less than twice during a calendar year.(c)Meetings of the Board shall be convened by the Chairman either on his own initiative or at the request of the Director or on a requisition signed by not less than three members of the Board.(d)Four members including one member from outside the Institute shall form a quorum for a meeting of the Board:Provided that if a meeting is adjourned for want of quorum, it shall be held on such a day, time and place, as the Chairman may determine, and if at such a meeting, a quorum is not present within half-an-hour from the time appointed for holding a meeting, the members present shall be a quorum.(e)All questions considered at the meetings of the Board shall be decided by a majority of the votes of the members present including the Chairman and if the votes be equally divided, the Chairman shall have a second or casting vote.(f)The Chairman, if present, shall preside at every meeting of the Board and in his absence, the members present shall elect one from amongst themselves to preside at the meeting.(g)A written notice of every meeting shall be sent by the Registrar to every member at least three weeks before the date of the meeting and the notice shall state the place, the date and time of the meeting:Provided that the Chairman may call a special meeting of the Board at short notice to consider urgent special issues.(h)The notice may be delivered either by hand or by speed or registered post at the address of each member as recorded in the office of the Board or by email and if so sent, shall be deemed to be duly delivered at the time at which notice would be delivered in the ordinary course of post.(i)Agenda shall be circulated by the Registrar to the members at least ten days before the meeting.(j)Notices of motions for inclusion of any item on the agenda must reach the Registrar at least one week before the meeting and the Chairman may, however, permit inclusion of any item for which due notice has not been received.(k)The ruling of the Chairman in regard to all questions of procedure shall be final.(l)The minutes of the proceedings of a meeting of the Board shall be drawn up by the Registrar with the approval of the Chairman and circulated to all members of the Board present in India and the minutes along with amendments, if any suggested, shall be placed for confirmation at the next meeting of the Board and after the minutes are confirmed and signed by the Chairman, they shall be recorded in a minute book which shall be kept open for inspection of the members of the Board and the Council at all times during office hours.(m)If a member of the Board fails to attend three consecutive meetings without leave of absence from the Board he shall cease to be a member of the Board.(n)The Board may delegate such of its powers to the Director, as may be deemed appropriate by it, however, the Director shall report to the Board of the action taken by him at its next meeting.
