The following rules shall be generally observed for business to be transacted at future meetings of the Board.

A. Calling the Meeting
The Secretary General will convene the meeting with the approval of the Chairman and in consultation with the hosts normally three months in advance of the meeting.

B. Quorum
At least three members from two different countries will form the quorum. The Executive Board may co-opt non-voting members for fruitful conduct of business.

C. Agenda
1. The Agenda for the meeting will be prepared by the Secretary General in consultation with the Chairman at least three months in advance of the meeting and members would send suggestions for inclusion in the Agenda accordingly.
2. Draft Agenda will be circulated by the Secretary General among the members at least one month in advance of the meeting.
3. Suggestions received thereafter may be discussed in the meeting with the permission of the Chair,
4. Confirmation of the minutes of earlier meetings and conspectus of action taken on the decisions of the Board will invariably form part of the agenda.

D. Conduct of the Meeting
1. The meeting will be conducted by the Chairman and in his absence by the Vice-Chairman.
2. Members may elect an ad-hoc Chairman from among themselves in the absence of both the Chairman and the Vice-Chairman.

E. Vote
1. Decisions of the Board will be normally arrived at by consensus.
2. Chairman of the meeting may call upon members to vote only when absolutely Necessary.
3. Co-opted members will not be eligible to vote.

F. Minutes
1. Minutes of the meeting prepared by the Secretary General and approved by the Chairman will be circulated within six weeks of the meeting.
2. Observations and modifications suggested by the members will be discussed while confirming the minutes and the minutes will be revised accordingly if necessary.
3. Minutes of the previous meetings will be confirmed at the subsequent meeting.

G. Validity
1. Business transacted at the meeting and recorded and approved thereafter in the minutes will not be normally invalidated by the non-observance of these rules.
2. Healthy conventions, rather than strict rules will be the guide line for meetings of the Board.

H. Attendance Costs
1. Since SWARBICA funds are limited, travel costs of members for attending the meetings will not be borne out of these funds.
2. SWARBICA funds may, however, be used to meet travel expenses of the Secretary General, the Treasurer, the Chairman, or the Vice-Chairman with the consent of the Board.

I. Miscellaneous
1. Members will observe the deadline "or correspondence with the Secretary-General for smooth functioning.
2. Constitutional provisions in respect of the Board will be observed in transaction of business.