The Madhya Pradesh Electricity Board (Meetings) Regulations, 1957
Published vide Notification No. 1-R/C/914-A, Nagpur, 1st April, 1957, M.P. Rajpatra Part 4 (Ga) dated 17-5-1957 Pages 381-383
(a) "the Act" means the Electricity (Supply) Act, 1948 (LIX of 1948), as amended from time to time.
(b) "agenda" means the list of business proposed to be transacted at a meeting of the Board;
(c) "Chairman" means the Chairman of the Board appointed under sub-section (5) of Section 5 of the Act;
(d) "meeting" means the meeting of the Board whether ordinary or extraordinary;
(e) "member" means a member of the Board appointed under sub-section (2) of Section 5 of the Act;
(f) "Secretary" means the Secretary appointed by the Board under Section i5 of the Act.(2) The words and expressions not defined in these regulations but used herein and defined in the Act shall have the same meanings as are assigned to them in the Act. (3) If any doubt arises as to the interpretation of these regulations, the decision of the Chairman thereon shall be final. 3. (1) The Board shall ordinarily meet once a month for the transaction of business under the provisions of the Act : Provided that the Chairman shall, on receipt of requisition in writing by not less than the number of members required to constitute the quorum under regulation 10 and specifying the subject for the consideration of the meeting, call for a meeting of the Board within ten days from the date of such requisition. (2) Every meeting of the Board shall ordinarily be held in the office oi the Board during office hours : Provided that with the concurrence of the majority of members a meeting may be held at a place within or outside the State at a time agreed upon for the purpose. 4. When the Board is summoned under proviso to clause (2) of regulation 3, the Secretary shall intimate to each member the time and place of the meeting. 5. For every meeting of the Board a notice in writing of seven clear days shall ordinarily be given : Provided that with the concurrence of all the members of the Board a meeting may be held without, or with a shorter notice : Provided further that in the case of a member who is out of India at the time fixed for the meeting, the notice to such member may be dispensed with. 6. (1) With every notice of a meeting to be given under regulation 5, the Secretary shall supply to each member a copy of the agenda of business therefor together with a precis thereof where practicable. (2) Any other matter not provided for in the agenda but falling within the scope of the Act may be referred to and dealt with in the meeting with the permission of the Chairman. 7. The non-receipt of notice of a meeting by any member shall not by reason of such omission invalidate the proceedings of or any resolution passed at such meeting. 8. The Secretary shall, as far as may be practicable and necessary, circulate or supply to each member all the relevant papers or copies thereof pertaining to any item in the agenda relating to policy or any controversial matter. 9. (1) Any member may, after receipt of a notice of a meeting under regulation 5 but within four days of the date fixed therefor, intimate the Secretary that the time fixed for the meetings is not suitable and suggest another date therefor. (2) The Secretary shall place such communication forthwith for the orders of the Chairman, who may, in consultation with the other members, if possible, fix another suitable date for the meeting. 10. (1) The quorum for a meeting of the Board shall be two, so long as the number of members appointed under sub-section (2) of Section 5 of the Act is three, and shall be increased by one for every addition of two members to the Board. (2) When there is a vacancy in the Board or one or more members are absent on leave or for any other reason and no arrangement is made to fill up the vacancy under Section 11 of the Act, the quorum prescribed in clause (1) above shall be reduced by one for every reduction of two members of the Board. 11. If the Chairman is on leave or for any reason unable to be present at any meeting, the members present shall elect one of them to preside over the meeting and the member so elected shall thereupon, in respect of that meeting, perform all the duties of the Chairman. 12. (1) If at the time fixed for the meeting the number of members present is not equal to the quorum required therefor under regulation 10, the Chairman shall wait for twenty minutes. (2) If at the expiration of the period fixed in clause (1) the number of members present is not equal to the quorum required under regulation 10 the Chairman shall adjourn the meeting. 13. If the Board so resolves, the Chairman may at any time adjourn any meeting to any future day or to any hour of the same day and, if practicable, an intimation in that behalf shall be given to all members, who were not present at the meeting. 14. When a meeting is adjourned to a future date, any item of the agenda under discussion or remaining to be discussed at the time of such adjournment shall unless the Chairman directs otherwise, have the same precedence which it had in the agenda immediately before such adjournment in the business of the adjourned meeting. 15. The Secretary shall ordinarily be present at all meetings and participate in all discussions as and when required, but shall not vote. 16. The Board may invite any person for a specific purpose during meeting of the Board and associate him during the discussions of the Board. The person so invited may participate in the discussions to the extent desired by the Board, but shall not vote. 17. (1) The Board may hear at its discussion in person any representations or appeal from a supplier, contractor a similar person not being the employee of the Board on matters connected with such supply or contracts, provided he is an aggrieved party : provided further such representation is made in accordance with the prescribed procedure of the Board. The person so invited may, subject to the regulations of the meeting, represent and answer any questions arising therefrom but shall withdraw thereafter and at a stage directed by the Chairman of the meeting, he shall neither participate nor be present during discussions by the board on the matter. (2) Where so provided in the regulations of the Board may interview and hear any representation, matter or appeal from its employees; the employees so invited may represent his case according to the procedure laid down by the Board and answer any question arising therefrom but shall not participate any further; he shall withdraw after stating his case at the stage directed by the Chairman of the Board for the time being. 18. Routine and urgent matters may be considered between meetings of the Board by circulation of relevant papers amongst the members of the Board and if they agree upon a decision unanimously, it shall have the effect of a decision taken at a meeting of the Board and shall thereupon be entered into the Minute Book accordingly. In case there is no unanimous agreement of members in any matter, the particular point shall be referred to the Board in its next meeting. 19. The business of the Board shall ordinarily be transacted in English or such other language as the Board may, by resolution, decide at a later stage. 20. (1) The minutes of the meetings of the Board shall be entered by the Secretary in the Minute Book. Amongst other things, it shall contain-
(a) names of members and the Secretary present at each meeting of the Board; and
(b) the proceedings of the meetings including resolutions passed and decisions taken thereat.(2) They shall be so recorded as to leave no blank space between one recorded decision and another to allow scope for any interpolations at a later stage. 21. The minutes of the Board shall, as soon as practicable, be signed by the Chairman and shall thereupon be prima facie evidence of the actual passing of the resolutions for all purpose.