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CHAPTER III - MISCELLANEOUS

33.    Minutes of the Meeting

(a) Minutes of each meeting of the Commission shall be recorded during the meeting itself or immediately thereafter by the Secretary or by any other officer as directed by the Chairperson.  Such minutes shall be submitted to the Chairperson for approval and, upon approval shell be circulated to all the members of the Commission at the earliest and, in any case, sufficiently before the commencement of the next meeting.

(b) The conclusions of the Commission in every matter undertaken by it shall be recorded in the form of an opinion.  Dissenting opinions, if given, shall form part of and be kept on record.  Action shall be taken on the basis of the majority opinion.

(c) Unless specially authorised no action shall be taken by the Secretariat of the Commission on the minutes of the meetings until the same are confirmed by the Chairperson.

34.    Record of Minutes

A master copy of the minutes of every meeting and opinions of the Commission shall be maintained duly authenticated by the Secretary and a copy of the minutes pertaining to each item shall be added to the relevant file for appropriate action.  Opinions shall be kept in the respective records and for convenience, copies thereof with appropriate indexing shall be kept in guard files.

35.    Report of Action taken

Report of follow up action shall be submitted to the Commission by the Secretary at every subsequent meeting indicating therein the  present stage of action on each item on which the Commission had taken a decision in any of its earlier meetings, excepting the items on which no further action is called for.

36.    Transaction of business outside the Headquarters

(a) The Commission or some of the Members may transact business at places outside its Headquarters as and when previously approved by the Chairperson provided that if parties are to be heard in connection with any enquiry under the Act, at least, two members shall constitute the Bench of the Commission for such purpose.

(b) The Commission or any of its members, when requested by the Chairperson, may undertake visits for an on the spot study and where such study is undertaken by one or more Members a report thereon shall be furnished to the Commission as early as possible.

37.    Authentication of orders and decisions

Orders and decisions of the Commission shall be authenticated by the Secretary or any officer authorised by the Chairperson not below the rank of an Assistant Registrar.

38.    Copies

Unless any document is classified by the Commission as confidential, a copy of the same may be made available to the parties in the matter, on payment of copying charges fixed by the Commission from time to time.  Copies shall be furnished as expeditiously as possible.

39.    Representative

Parties before the Commission shall appear either in person or through authorised representative, unless personal attendance is required by the Commission.  Such a representative may be a member of the Bar or such other person authorized by the Commission to represent the parties.

40.    Annual Report

The Commission shall prepare an Annual Report for the period commencing from lst April of the year to 31st March of succeeding year, signed by the Chairperson and all the Members and the same shall be preserved as a permanent record.  Authenticated copies shall be sent to the State Government by the end of May of every year.

41.    Special Reports

 The Commission shall likewise prepare and forward Special Reports on specific matters as provided in Section 28 of the Act.

42.    Printing of Reports

The Secretariat of the Commission shall arrange for the printing of the Annual and Special Reports within a month after its finalization.

43.    Reports on complaints and inquiries

Reports contemplated under Section 18 of the Act shall be sent to the Government or the Concerned authority or the person as the case may be within a week of completion of the proceedings before the Commission. On receipt of the comments of the Government or the Concerned authority or the person, the Commission shall publish the report in the manner provided in Section 18 of the Act, within 10 days of the receipt of the intimation.

44.    Investigation Division

The Commission shall have its own team of investigation headed by a person not below the rank of Inspector General of Police.  The team shall consist of police officers and subordinate staff as sanctioned by the State Government from time to time on the recommendation of the Commission. The Commission may also, in its discretion, appoint adequate number of outsiders to be associated with the Investigation Team either as Investigators or Observers and fix their duties and remuneration.

45.    Amendments and Additions

It shall be competent for the Commission to add, delete and amend these Regulations from time to time and to make appropriate directions on any matter not covered by these Regulations.