Section 38 in Gujarat Metropolitan Planning Committees Rules, 2016
38. Minutes of Meeting.
(1)The Member-Secretary shall record the minutes of proceedings of the meeting at the earliest but not later than three days on the conclusion of every meeting of the Committee and thereafter obtaining the approval of the Chairperson or, in his absence the member presiding the meeting, as the case may be enter the minutes in the book kept for the purpose.(2)The minutes of each meeting shall contain the correct summary of the decisions arrived at the meeting.(3)The minutes shall also contain,-(i)the names of the members present at the meeting,(ii)in the case of each decision taken at the meeting, the names of the members, if any, dissenting from or not concurring with the decision taken.(4)The minutes of the meetings of the Committee shall be evidence of the proceedings recorded therein.(5)The Member-Secretary shall after the approval of the minutes of the meeting by the Chairperson or, the member presiding the meeting, as the case may be, send the copy of the minutes as entered in the minutes book to every member of the Committee for his record and information.(6)The Member-Secretary shall also communicate, with the approval of the Chairperson or the presiding member at meeting, the relevant extracts of the decisions taken at the meeting of the Committee or any of its sub-Committee to all concerned for necessary follow-up action and to monitor their complaints by evolving a suitable reporting system. Periodical reports on follow-up action shall be submitted to the Committee.
