Regulation on İnstutional Management We want to thank people for their painstaking work at this document on behalf of "Bridge to the Future" Youth Union. Thanks to the Board of Members Mr. Mikayil Zeynalov and Vusal Verdiyev, Chairman of the Union Mr. Mushfig Jafarov, Members of the Union Mr. Rashid Aliyev and Emil Huseynov, Staff members of the Civil Society Project Mr. Anar Aslanov and Miss Sevinj Mammadova!!! Objective of this Document The Regulation on Instutional Management defines the basic principles and rules on management of the "Bridge To The Future" Youth Union. This Document was designed on the bases of the law enforcement of the Republic of Azerbaijan on NGOs. I. General Regulations 1. "Bridge To The Future" Youth Union 1.1 "Bridge To The Future" Youth Union (Hereinafter "Union") with purposes defined in it’s statutes is Non-Governmental Organization combined on the general purposes on Voluntarity, self-management, established on the bases of the equality of law principles of it’s members and doesn’t follow commercial interests 1.2 Scope of functions of the Union comprises whole Azerbaijan 2. Purpose and Activity of Union 2.1 The main purpose of the actions of the Union is to implant Humanism, Patriotism and exchange of ideas between Youth and support Youth to grow in the spirit of a real patriot. 2.2 Union implements below actions to achieve it’s purposes: a) To propagandize ideas on humanism between Youth b) To effectively organize the leasure time of the Youth c) To give material support to the disadvantaged part of the people ç) To involve the Youth in the ecological events d) To support disabled, orphan people in looking for a job e) To implant patriotism spirit between the Youth ə)To study and implant national and universal values 3. Management Bodies of the Union 3.1 Union is managed by its Bodies formed on the bases of this regulation and other legal norm statements 3.2 The Bodies of the Union formed on the bases of this regulation include General Assembly, Board of Members and its Chairman, Vice-chairman, Contral Inspection Committee 3.3 Illegal intervention in the actions of the Union Bodies and extraordinary establishment of the other Bodies is not taken into account and forbidden by this Regulation, Charter of the Union and valid legal norms statements of the Republic of Azerbaijan 4. The basic principles on management of the Union 4.1 Management of the Union realized on the bases of equality, individualism, collectivism before the law and legality, initiative, transparency. 4.1.1 Everyone is equal before the Charter and Regulation of the Union. No one can be discriminated according to their religion belief, gender, social position, political views. 4.1.2 Management of the Union must be based on the individualism, collectivism and effective management of the Union must be provided. It is strictly forbidden to commision all the authorities to one person or Union Bodies. 4.1.3 The management of the Union must be based on the legality principles. All of the Union Bodies and its officials must based on the charter and Regulation of the Union as well as Constitution, Law enforcement of the Republic of Azerbaijan and other Legal norms in their activities. 4.1.4 Initiative must be supported in the Union management. Initiatives made by the Founders, Members and Volunteers of the Union and intiatives related with development of the Union must be discussed by the Union Bodies and its officials. 4.1.5 Union Bodies must run transparently their activities and give account as determened in the internal rules on the actions done 4.2 Everyone has right to crtiticize the activities of Union Bodies and its officials. Persecution for the criticism is strictly forbidden. II. GENERAL ASSEMBLY 5. General Assembly and its functions 5.1 Supreme Body of the Union is General Assembly (Hereinafter: Assembly) calling not less than once in a year. 5.2 A major function of the Assembly is to obey the purposes formed for its interests. 6. Summons rules of the Assembly 6.1 The Assembly is summoned by the Board of Members at the pre-determened 6.2 Officials below are enabled to summon Assembly: a) One of the founder persons of the Union b) One third ratio of members of ther Union c) Board of Members of the Union. Initiative made by the Board of Members for the calling of the Assembly is realized by applying general rules approved by the Board of Members. ç) Chairman of the Union 6.3 Asssembly is considered to be valid in case participation more than quorum of the members of the Union. 6.4 Calling of the Assembly is realized by the Chairman of the Union. 6.5 Information on the date and place of the Assembly must be given no later than two weeks to the founders, members of the Union and other stakeholders. Information must be hung on the Info-Board of the office, web site, brochure, booklet as well. 6.6 The rules on the holding of the Assembly is determined by the official appointed to conduct this event. This official is appointed by the Board of Members before the Assembly. 6.7 An official appointed to hold the Assembly must prepare the agenda of the Assembly and send it to the founders, members of the Union and other stakeholders no later than a week. Agenda must be published as it is reflected in the article 6.5 6.8 While drawing the agenda an appointed official for it must try to create an equal and favourable conditions to meet various interests or keep balance between them. 7. Voting procedures 7.1 An each member of the Union has only one vote. Chairman, members of the Board of Members and the officials of the other Bodies can use their right of voting. 7.2 Only election of the members of the BOM and CRC (Control Revision Committee) Chairman and Vice Chairman of the Union is realized by a confidential ballot. 7.3 As a rule decisions on all issues discussed in the Assembly are made by common majority of votes. 7.4 For the acceptance of decesions on amendments and changes to the Charter, reestablishment and abolition of the Union two third majority of votes is demanded. 8. Authorities 8.1 Assembly contains below authorities: a) To accept and make changes to the Charter of the Union b) To form the property of the Union and determine the principles of use c) To establish and put an end to the authorities of the Union Bodies ç) To approve Annual Report e) To reestablish and abolish the Union ə) To listen to the reports of the leaders of the Union 8.2 Assembly has right to pass a resolution on the vital questions of the Union which can not be solved by the Union Bodies. 9. Resolutions of the Assembly and its status 9.1 Resolutions of the Assembly must be signed by an appointed official and secretary designing protocol of the Assembly. 9.2 From the time the resolutions of the Assembly proclaimed come into force and it is considered to be compulsory for all members of the Union. 9.3 Resolutions approved by the Assembly are published, hung on the internal info-boards and put in the web-site of the Union no later than three work days. 9.4 The protocols of the Assembly must be taken. After making protocols they must be signed by the official appointed to conduct Assembly and secretary designing protocol of the Assembly. Protocols must be archivized according to the internal rules of the Union. III. Board of Members (BOM) 10. The purposes and duties of the BOM 10.1 BOM runs regular management for the actions of the Union. 10.2 BOM is an collegial Body 10.3 A major purpose of the BOM is to control and provide transparency for the execution of the Charter, internal rules and the other legal norms of the Union. 11. Structure of the BOM 11.1 BOM consists of the Chairman, Vice Chairman and other five persons. 11.2 The members of the BOM have equal rights. 12. General principles of the elections to the BOM and requirements for the candidacy 12.1 Elections for the BOM is held in the General Assembly every other two years by common majority of votes. 12.2 Candidates for the BOM must meet below requirements : a) To be a citizen of the Republic of Azerbaijan and have Personal Identification Card b) To be at least a member for 2 (two) years of the Union c) Must have experience related with Youth and NGO at least for 3 (three) years ç) To speak and write Azery fluently d) To have a knowledge, strong will and higher enthusiasm e) To have bachelor’s degree 12.3 Only physical persons can be a member of the BOM 13. Procedures of giving candidacy for the BOM 13.1 The candidacy for the BOM can be submitted either by candidates directly or the other members of the Union. In this case for the submission of the candidacy the candidates must obtain at least 10 signs of the members of the Union. 13.2.1 Chairman of the Union informs all the members of the Union on the holding of elections to the Assembly 5 moths left for the termination of the authority term of the BOM. This information must be given or proclaimed as it is reflected in the article 6.5 13.2.2 Chairman by his order forms working group and submits documents of the candidates. 13.3 Only in case principles reflected in this Regulation are available documents of the candidates can be submitted 13.4 The date and place of the Assembly is previously determined by the BOM at least 4 (four) month left to the Assembly and information on it is disseminated to the all members of the Union. Chairman informs each of members on the date and place via e-mail or post services at least 2 (two) months left to the Assemly. 13.5 Chairman and working group formed by an order of Chairman must take necessary steps to inform all the members of the Union on the platforms of the candidates. Platforms must be hung in shape of thesis on the info-Board and put in web-site of the Union. 13.6 Union and its chairman must create congenial and equal opportunities for the candidates to agitate their platforms 13.7 In the course of the agitation campaign, documents of the candidates reflecting irrelevant means for the conducting agitation campaign (such as: financial awards, threats, pressure, humilation etc.) must be cancealed. 13.8 The Registration of the candidates will be stopped 2 (two) months left to the Assembly 14. Presentation of the documents of the candidates and rejection from the candidacy 14.1 Candidates must introduce below shown documents to the working group no later than 20 days from the day elections proclaimed : a) Copy of the Identification Card b) A brief description of their activities on themselves (CV) c) Copy of the wanted education degree ç) Election platforms of the candidates d) Application addressed to the Chairman for the submission of the candidacy. 14.2 In below shown cases candidacy can be cancealed: a) In case of lack of (or counterfeit) the documents demanded in the article 14.1 b) In case of illegal intervention in the work of the working group c) In case of disobedience of the deadline 15. Rules of voting 15.1 An appointed official for the holding of the Assembly determines procedures of the voting process. At this time he or she can not pass a resolution on the restriction of the voting rights of the members. An appointed official for the organization of the Assembly can not introduce his or her candidacy in the current election.. 15.2 Members of BOM are elected confidentally and equally. 15.3 Members can vote only for the candidate officially registered. Election is realized in sequence according to the positions. 15.4 In the course of the elections to the BOM candidates obtained first three majority of votes are considered to be a full member of the Union and those members including Chairman and Vice-chairman will elect 2 more members among nominees to BOM staff. 15.5 The results of the election must be proclaimed at the election day and as it is reflected in the article 6. 16. Meetings of the Board of Members 16.1 Authorities of the BOM is considered to be terminated in the course of the first meeting of the newly elected BOM 16.2 BOM will hold following meetings no less than a time. In case of need extraordinary meeting may be held. 16.3 An extraordinary meeting can be called with the initiative of the members of the BOM and Chairman of the Union. 16.4 The date and place of the next meetings are submitted to the approval at the next meetings of the BOM. 16.5 Chairman determines the agenda of the meeting of the BOM and presides over these meetings. Chairman no later than two weeks to the meeting informs the members of the BOM on the questions supposed to be discussed in the meeting. 16.6 In case of participation of the more than half part of the members of the BOM it is considered to be valid 16.7 In case of need the members of the Union and working staff may be invited to the meeting of the BOM. 17. Authorities of the BOM 17.1 BOM has below shown authorities : a) To accept to the membership and dismiss from the membership of the Union b) To regularly manage the Union c) To approve or reject all projects introduced on behalf of the Union ç) To establish and approve the Branches of the Union d) To approve the formation of new instructions and make amendments, changes to the instructions of the Union management. e) To approve the formation of various internal departaments of the Union ə) To approve strategical plan of the Union o) To approve an action plan and budget for the next stage ö) To approve the membership of the Union to the Networks, Associations u) To pass a resolution on the questions determined with the internal rules of the Union 17.2 The staff of the BOM can solve the other questions not related with the Assembly and the other Bodies. 18. Acceptance of the Resolutions and Voting Procedures 18.1 The resolutions of the BOM is discussed firstly then accepted. As a rule resolutions are accepted with majority of votes. 18.2 All the resolutions of the BOM are recorded and signed by Chairman. 18.3 The resolutions of the BOM are forwarded to the related departments and officials of the Union to take relevant steps. 18.4 The Resolutions passed are published and hung on the info-boards no later than three work days. 18.5 The resolutions of the BOM are compulsory for all members of the Union. 19. The principles and rules of deprivation of the authorities of the members of BOM 19.1 Authorities of the members of the BOM are deprived in below reflected cases: a) In case of infringement of the Charter and the other internal rules of the Union. b) Commiting crime by an verdict of the Court c) Illegal behaviour (corruption, resolutions contrary to the law enforcement of the Republic of Azerbaijan etc.) ç) Violation against the ethic norms of BOM d) In case of incapability to do duties because of the illness, movement from current residence and etc. 19.2 The authorities of the members of the BOM can only be deprived by the Assembly. 19.3.1 If the cases reflected at the first part of this article happen a chairman of the BOM can form a committee of 7 (seven) members of the Union. The members of the BOM can not be included in this committee. 19.3.2 The commitee investigates for 15 days the principles on the deprivation of the authorities reflected in the article 17.1. Then, the question according to the resolutions of the committee is presented to the discussion in the Assembly. The resolutions in the committee are passed by common majority of votes. 19.4 The resolution on the deprivation of the authorities of the members of the BOM is passed with the two third majority of votes of the participants of Assembly. 19.5 The person deprived of his or her authorities is excluded from the BOM and elections are conducted for the vacant place. 19.6. There is no election repeated instead of expel BOM. Free place within Board will be assigned by agreement of BOM. IV. Chairman and Vice Chairman 20. General duties of the Chairman and Vice Chairman 20.1 A major duty of the Chairman is to provade and control all the internal rules and orders. 20.2 Chairman is also can represent the Union. 20.3 Vice Chairman is implementing the duty of Chairman Assistant reflected in the article 20.1. In case of incapability or lack of Chairman, Vice Chairman can represent the Union. 21. General principles of the election of Chairman and Vice Chairman and requirements for candidacy. 21.1 The Chairman of the Union is elected by the Assembly for 2 (two) years as it is reflected in this Regulation. 21.2 The candidates for the Chairmanship must meet requirements shown below: a) To be above the 22 (twenty two) b) At least must be a member for the 3 (three) years of the Union c) To have an experience in the Youth and NGO actions at least for 5 (five) ç) To speak and write Azery fluently d) To have a knowledge, strong will and higher enthusiasm e) To have bachelor’s degree 22. The Election Rules of the Chairman and Vice Chairman 22.1 An appointed official who is responsible for the holding the Assembly, determines the the course of the election process. However, he or she can not confine or lay obstacles to the voting rights of the members. 22.2. Chairman and Vice Chairman are elected on the bases of confidentiality, equality and individuality. 22.3. Members can only vote for the registered candidates. Voting is conducted in sequence according to the positions. 22.4 The results of the election must be proclaimed on the very election day as it is reflected in the article 6.5 23. Presentation of the documents for the positions of Chairman and Vice Chairman and rejection of the candidadcy 23.1 Candidates must present below shown documents to the temporary Chairman no later than the term reflected in the article 20.3 : a) Copy of the Identification Card b) A brief description of their activities on themselves (CV) c) Copy of the wanted education degree ç) Election platforms of the candidates d) An application addressed to the temporary Chairman for the acceptance of the candidacy. The form of the application is approved by the BOM 23.2 The candidacy can be cancealed in below shown cases: a) In case of lack of the documents Bu maddənin birinci hissəsində göstərilən sənədləri təqdim etmədikdə və ya saxta sənəd təqdim etdikdə b) Illegally intervention in the work of temporarily presiding official or BOM and commiting the deeds reflected in the article 11.7 of this Regulation c) Exceeding the deadline 24. Authorities of the Chairman 24.1 Chairman of the Union has below shown authorities: a) To control the execution of the internal rules of the Union b) To represent the Union in various Agencies and events c) To hire and exempt employees ç) To provide effectively management of the resources within budget project approved d) To investigate various sources, so as to provide financial sustainability of the Union and speech with concrete proposals in the BOM meeting. e) To provide congenial working atmosphere for the effectively functioning of the Union ə) To provide the security of the property of the Union o) To make a contracts on behalf of the Union ö) To organize the implementation of the resolution of the BOM u) To form internal departments of the Union and present to the BOM for the approval ü) To implement the other duties charged by the Assembly. 25. The Authorities of the Vice Chairman 25.1 Vice Chairman does all the authorities for the exception of the items of (b), (o) and (u) of the article 23.1 of this Regulation. He or She is under the command of the Chairman. 25.2 In case of incapability of doing authorities reflected in the items (clause) of (b), (o) and (u) of the article 23.1, then Vice Chairman has authority of implementing those authorities. 25.3. If the Chairman is not able to temporarily implement his or her authorities, he or she will pass authorities to the Vice Chairman through internal memorandum signed by Chairman. 26. The principles and rules of deprivation of the authorities of Chairman and Vice Chairman. 26.1 The authorities of Chairman can be cancealed in the below shown cases: a) In case of incapability of his or her duties b) Resolutions which are beyond his or her powers. c) In case of non-ethical behaviour ( such as: sexual pressure, drugs, alcohol etc.) ç) Illegal behaviour (corruption, Resolutions running contrary to the Law Enforcement of the Republic of Azerbaijan etc.) c) In case of avoidance of the questions asked by the BOM d) In case of incapability to do duties because of the illness, movement from current residence etc. 26.2 In case of availability of principles reflected in the first part of this article, in the initiative of the BOM members the meeting of the BOM is arranged to discuss relevant question. 26.3. BOM will determine the day and time of the meeting. 26.4 In the course of the meeting, the cases reflected in the first part of this article are investigated and relevant resolution is passed. The reslotions on the deprivation of the authorities of the Chairman are passed with the two third part of majority of votes of the BOM members. 26.5 If the BOM resolves to freeze the authorities of the Chairman or Vice Chairman, those officials will be removed from the implementation of their authorities untill extraordinary elections will be held. 26.6 The authorities of the both Chairman and Vice Chairman can be temporarily implemented by Chairman and Vice Chairman. If it is impossible, BOM commission these authorities to another official member of the Union with majority of votes. 27. Resolutions of Chairman and their legal forms 27.1 Resolutions of Chairman comes into force from the time they signed and sent relevant official for the implementation. 27.2 The resolutions must be proclaimed no later than three days according to the article 6.5 of this regulation. V. Control Revision Committee 28. The Legislation of Azerbaijan Republic on the CRC The CRC conducts the control on the financial action of the Union and the action of the members, officials of the Bodies. The quantity of members of the CRC is determined by the Assembly. 28.1. CRC must consider and answer all the complaints addressing from the members and Union Bodies. 28.2. The activity of CRC is coordinated by the Charter of the Union. 29 General Theses on CRC. 29.1. CRC is an internal control organ of the Union. 29.2. The candidates to the membership of the CRC is elected for a year by the Assembly. The duties of the CRC will be implemented by (3) three elected officials 29.3. CRC officials are imlementing their duties according to the Law Enforcement of the Republic of Azerbaijan and Charter of the Union. 29.4. BOM can charge the CRC with special tasks. 30 The Criterias Required for the Membership of the CRC 30.1. The Chairman and members of the BOM, as well as their parents, wives, husbands, children and other relatives can not be elected to the membership of the CRC. 30.2. Persons of the members of the Union with necessary skills, experiences can be elected to the membership of the CRC.. 30.3. The resolution of the Assembly on the election to the CRC is passed separately of each candidate. The resolution is considered to be passed with a majority of votes of Union members in candidates favour. 30.5. Must be familiarized with the procedures and internal stucture, policies of the Union 31 Deprivation of the membership of members of CRC 31.1. The of the members of the CRC can be deprived of their authorities in below shown cases : - Termination of the election term; - In case of incapability of doing authorities; - Illegally intervention in the work that is behind their authorities; - Illegal deeds (corruption, resolutions contradicting to the Law Enforcement of the Republic of Azerbaijan.); - In case of not answering questions asked by BOM; 31.2. The deprivation of the authorities of the members of the CRC is made on the bases of the resolutions of the BOM. 31.3. The elections to the CRC can be conducted with a majority of votes of the members of the BOM. 32. The Reports of the CRC 32.1. The members of the CRC must present the reports on the controls to the BOM on time. 32.2. Reports prepared on the results of the investigation conducted by the CRC are considered to be open for all members of the Union and can be considered by them whenever they want. Each of members can approach to the Office Manager to get acquainted with the results of the controls. 32.3. The members of the CRC must introduce the review of the controls to the Assembly. 33. Authorities of the CRC 33.1. CRC contains below authorities : - To conduct regularly monitoring to the implementation of the resolutions of the Assembly; - To control the obedience to the legal norms, charter and civil-legal statements signed by BOM or Chairman of the Union coordinating the activity of the Union - To control office-keeping actions of the Union no less than one time in a year. - To inform BOM on the law infringements revealed in the action of the Union 34. Action rules of the CRC 34.1. CRC runs its actions as meetings, planned and outplanned controls. 34.2. In the CRC meetings in case of the members of 2/3 participates it is considered to be a quorum. 34.3. CRC meetings are held according to the schedule determined by the CRC in the office of "Bridge to the Future" Youth Union. 34.4. Questions to be discussed in CRC meetings are realized with the proposals of the Assembly and BOM. 34.5. Organization of the CRC meetings is provided between the members of the CRC. 34.6. Resolutions in the meetings of the CRC are approved in an open voting way. 34.7. Protocols are taken in every meetings of the CRC 34.8. Below shown information must be reflected in the CRC protocols: - Information on the date and place of holding CRC meetings - General number of the members of the CRC and number of the participants taken part in the CRC meetings - Persons giving speech in the CRC meetings and about principle theses of their speech - Information on the results of the elections for the envelope of proposals for the Board of CRC 34.9. All copies of the protocols of the meetings of the CRC is signed by the members of the CRC and approved with an official seal of the Union. 35. The rules of election of CRC members 35.1. Election to the membership of the CRC is reaized in the conclusion of the election conducting on the bases of confidentiality, equality and individualism. 35.2. Members can only vote for the candidates registered. Election is realized in sequence according to the positions. 35.3. Elections to the membership of the CRC candidates obtained first three majority of votes are considered to be a full member. 35.4. The results of the elections must be proclaimed at the election day as it is reflected in the article 6.5
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