The form of security and terms and conditions of its regulation are mentioned in Annexure II.

Conduct of Business of the Board

1. (11) Conduct of Business of the Board -
   • (a) The ex-officio members of the Board shall be eligible for Travelling Allowance/Dearness Allowance while attending the Board meeting or its Committee meeting as per their eligibility in the parent organisation.
   • (b) The others members of Board shall be eligible for Travelling Allowance/Dearness Allowance while attending the Board meeting or its Committee meeting as per eligibility of Class I Officer of the rank of Principal Secretary to the State Government.
   • (c) The Board as empowered in section 23 shall have the following standing Committees:
     • (i) An Appeal Committee comprising of Commissioner (Town & Country Planning), representative of Secretary- in- charge of the Finance Department, Government of Madhya Pradesh and representative of Chairman & Managing Director Housing and Urban Development Corporation (HUDCO) for hearing appeals against disciplinary action against the employees of the Board/ Orders in service matters as per section 16 of the Act. The Committee shall be presided over by Commissioner (Town & Country Planning) and matters before the Committee shall be presented by the Chief Administrative Officer.
     • (ii) An Audit Committee comprising of Housing Commissioner, Commissioner (Town & Country Planning) and representative of Secretary-in-charge of the Finance Department,, Government of Madhya Pradesh for deciding audit objections raised by Chief Audit Officer in its reports. The Committee shall be presided over by Housing Commissioner and matters before the Committee shall be presented by the Chief Audit Officer
     • (iii) A Business Committee consisting of Chairman, Housing Commissioner, Commissioner (Town & Country Planning) and Engineer-in-Chief, Public Works Department (or representative not below the rank of Chief Engineer),which shall have the power to accept /reject tenders or take appropriate decisions on behalf of the Board. The Committee shall be presided over by Chairman and matters before the Committee shall be presented by the concerned Addl. Housing Commissioner
   • (d) The decisions of the Standing Committees shall, however, be placed before the Board for information at the Board meeting immediately following such a decision.
   • (e) The Board may also constitute any other Committee as it may deem appropriate for any or all of the functions of the Board.
   • (f) Any Committee appointed by the Board under Sec.23 of the Act shall consist of at least 3 members and may include any member of the Board and other such persons whose assistance or advice or association may be considered advantageous to the Board. If at any time, after its constitution, it is considered by the Board that the existence of any Committee is either not necessary or detrimental to the interests of the Board; the Board may order dissolution of such a Committee.
   • (g) The term of the Committee (except for the Standing Committees as specified in Para
   • (c) ) shall be as specified in the order of its constitution; similarly, the term of appointment of a person as a member, who is not a member of Board, shall be as specified in the order of his nomination. No Committee shall be eligible to work beyond the term so specified unless the term is extended by order of the Board.
   • (h) The members of the Committees, who are not member of Board, shall be honorary and shall only be paid Travelling Allowance/Dearness Allowance as per rules applicable to the Members of the Board.
     • (i) Notice for an ordinary meeting of the Board shall be issued at-least seven days before the date fixed for the meeting. However, a notice of three days shall be sufficient for a special meeting of the Board.
   • (j) The business of the Committee shall be conducted in accordance with the procedure laid down below:-
     • (i) The date of every meeting shall be fixed by the President/Convenor;
     • (ii) Notice of every meeting specifying the time and place thereof and the business to be transacted there at shall be dispatched to every member at least three working days before a meeting;
     • (iii) The President/Convenor of the Committee may, whenever he thinks fit, call a special meeting and shall be bound to do so on receipt of written requisition signed by not less than two members;
     • (iv) Every meeting of a Committee shall ordinarily be held at the Head Quarters of the Board. A meeting may, however, be held at any other place in the State with the approval of the Housing Commissioner;
     • (v) No business shall be transacted at a meeting unless a quorum of half of the total number of members be present throughout the meeting;
     • (vi) Minutes of the proceedings at each meeting of a Committee shall be drawn up and recorded by the Member-Secretary and shall be signed by the President/Convener of the Committee;
     • (vii) The minutes of the proceedings shall include:
   • (a) The names of the members present;
   • (b) The decision of the meeting on every question considered; and
   • (c) When such decision is not unanimous, the number of votes and the names of members voting for and against such question and the names of those who have remained neutral.
   • (d) All questions brought before any meeting of a Committee shall be decided by a majority of the votes of the members present, and in the case of an equality of votes the presiding authority at the meeting shall have a second or casting vote.