Approved by the Decision of the Supervisory Board’s meeting
of the Youth Foundation under the President of the Republic of Azerbaijan
No 01 dated April 3, 2013
The rules of procedure
for Supervisory Board of the Youth Foundation under the President of the Republic of Azerbaijan
- General provisions
The present rules of procedure shall define the procedures for meetings held by Supervisory Board (hereinafter “Board”) in accordance with Clause 5.12 of the Regulation of the Youth Foundation under the President of the Republic of Azerbaijan (hereinafter “Foundation”).
- General rules to conduct Board’s meetings
2.1. The Board shall hold its meetings at least once in a quarter.
2.2. The extraordinary meetings may be held by the initiatives of the executive director of the Foundation and more than half of the members of the Board.
2.3. The meetings of the Board shall be deemed legitimate if two thirds of its members attend these meetings.
2.4. The chairman of the Board shall preside at the meetings.
2.5. The vice-chairman of the Board shall discharge the Chairman’s functions if the Chairman is unable to attend the meeting.
2.6. The decisions of the Board shall be adopted through open voting and simple majority of the Board’s members who attend meeting. In case of an equality of votes, the chairman of the Board shall have casting vote;
2.7. The meetings of the Board shall be properly recorded.
2.8. The adopted decisions in Board’s meetings shall be signed by the chairman and secretary;
2.9. One of the Board’s members shall exercise the functions of Board Secretary by the decision of the Board if the Secretary doesn’t attend a meeting.
2.10. The adopted decisions in Board’s meetings shall be relatively sent and its copies shall be preserved in the Foundation.
2.11. The executive director of the Foundation shall be present in the Board’s meetings.
2.12. The senior officials of the Foundation Administration and experts in relevant fields may also participate in Board’s meetings by consent of Chairman of the Board.
- Rules for preparing and conducting Board’s meetings
3.1. The Chairman of the Board together with the executive director of the Foundation shall determine the date, venue and agenda of the Board’s meetings.
3.2. The members of the Board shall be informed about the meeting at least 5 days before the meeting begins. The officers of the Foundation Administration shall inform the members of the Board about the agenda, date and venue of the meeting through telephone or electronic communication.
3.3. The officers of the Foundation Administration shall register the participants prior to meetings begin and keep the chairman of the Board informed of the results.
3.4. The chairman of the board shall:
- declare the meeting open, inform the members of the Board on agenda and find out whether any changes have been made;
- put the issues on the agenda to the vote and organize the discussion of them;
- give the floor to the members of the board including others who have been invited to the meeting;
- organize the voting for making decisions.
3.5. If the reporter or speaker delivers speech out of agenda, a chairperson for a meeting may require him to speak on a subject matter.
3.6. If the reporter or speaker breaches the rules of procedure, a chairperson for a meeting may interrupt the speech.
3.7. Following the discussion of the issues on the agenda a chairperson for a meeting shall declare the meeting closed.
3.8. The meeting of the Board can be postponed or the started meeting can be rearranged to take place for another time in the following cases.
- if there are not enough members present to make a quorum;
- if the required documents and materials have not been presented to the members of the Board;
- if it is impossible to discuss the issues on the agenda within a day;
- if there are another cases which impede exploring the issues to be discussed in the Board’s meeting objectively and comprehensively.
3.9. During a meeting, a member of the Board is not allowed to violate ethical norms, try to break the meeting or leave the meeting hall as a sign of objection.
- Rules for making decisions in Board’s meetings
4.1. The decisions of the Board shall be adopted through simple majority rule of the Board’s members.
4.2. A member of the Board who doesn’t agree with adopted decision can express special recommend which shall be appended to Board’s meeting protocol.
4.3. If a member of the Board is one the founders of, or represents the youth organization which participates in the contest held by the Foundation is not eligible to attend discussions and voting related to afore-mentioned youth organization.
4.4. The chairman of the Board shall make decision, based on the executive director’s recommendation, regarding the submitted applications for participating in the international events (D category).
4.5. The executive director of the Foundation shall ensure implementation of the decisions adopted in Board’s meetings.
- Final provisions
5.1. The proposals on additions and amendments to the present rules of procedures may be reviewed in the meeting of the Board.
5.2. Any additions and amendments to the present rules of procedures may be made by the decision of the Board.