Rules of Business/Regulations
for
SWARBICA Executive Board
The following rules shall be generally observed for business to be
transacted at future meetings of the Board.
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.
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.
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.
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.
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.
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.
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.
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.
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.
