AI HU Board Operational Procedure

1. The Board acts as it is stipulated in the AI HU statute. In case of a new Board is elected the body is formally formed with the first Board meeting which in the absence of Chair, Secretary can be convoked by any Board member who signed the Board position acceptance paper.

The Board position acceptance paper should be signed after the election of the Board member within reasonable time , but no later then 60 days after the election date. Until the Board acceptance paper has not been signed the elected Board member will be notified about the meetings but cannot participate with voting right but upon the decision of the Board can participate in the meetings. If 60 days passed  after the election of the Board member and the position acceptance paper is still not signed it is considered as rejection of taking the elected position and the Board membership terminates.

2. The Board has its meetings at least bimonthly, which can be regular meetings or extraordinary meetings.

The Board approves the procedure of the extraordinary meetings which document should be attached to the BOP.

In all questions not regulated in the extraordinary Board meeting procedure the procedure described here and in the statute should be followed.

3.The Board working language are Hungarian and English. The Board decides which documents must be available in Hungarian.  The minutes should be available as hard copy in Hungarian.

4. At the beginning of each Board meeting when the quorum is met the Board with open vote elects the Chair of the meeting and the minutes taker of the meeting. The Board with open vote can change the Chair and the minute taker of the meeting anytime during the Board meeting. The Chair  of the meeting is responsible to run the Board meetings in  a fair and efficient way providing that all Board members and invited guests with participatory rights have the opportunity to express their opinion. The Chair directs the way who will be speaking taking into account the order how Board members or invited guests with participatory rights showed their request for speaking . In case of dispute of the running of the Board meeting or the meeting Chair actions any Board member has the right to call for a procedural vote which should be put on vote immediately.

5. The Director and the Supervisory Body should be invited to all Board meetings  with the right to participate. Other people can also be invited with the right to participate or observer. Observers in general cannot  participate in the discussion but the meeting Chair in justified cases has the right to give the observers chance to participate in the discussion with a maximum 5 minutes time frame and only once for the same person at the same meeting . In case of dispute the Board has the right to decide on the participation issues differently.

6. The Board meetings are open for AI HU members, volunteers, activists, staff members and the public with the very few exceptions stipulated in the statute.

7, The Board meetings should be convoked according to the statute. In case of minor errors regarding the convocation place, time, agenda, invited people etc.  the Chair of the organization or in the absence of the Chair the Secretary has the right to make the necessary corrections which should be later mentioned in the minutes.

8. The  Board decides in general with open vote except the cases stipulated in the statute. Board decisions on procedural matters are not part of the set agenda. The Board decisions should be available on the home-page of the organization within 15 days and also put in a hard copy at the designated place in the office.

9. The minutes is taken by the minute-taker elected by every Board meetings. For the minute taking audio equipment can be used as a supportive tool but the records should be destroyed after 60 days at the latest. The minute taker first circulates the draft minutes within the Board.The final minutes should be approved at one of the next Board meetings no later then 60 days after the date of the meeting. In case of any Board member has significant minority opinion regarding the content of the minutes at request the minority opinion should be put in the minutes with a footnote. The minutes should be available for the public. The approved minutes should be signed by the minute-taker and a hard copy should be kept in the office.

10. The Board communicates in general electronically, but Board minutes and Board decisions, and important document  should be available in hard copies as well. The Board  can decide which documents should be also available in hard copy format.

11. Between Board meeting the Chair represents the Board opinion for other bodies of AI Hu and for the membership and for the international movement and for third persons.

12. Upon the approval of this AI HU BOP the former BOPs are not valid.

Budapest, Oct 26 2009.

AI HUNGARY's BOARD OPERATIONAL PROCEDURE

1. The Board acts as it is stipulated in the AI HU statute. In case of a new Board is elected the body is formally formed with the first Board meeting which in the absence of Chair, Secretary can be convoked by any Board member who signed the Board position acceptance paper.

The Board position acceptance paper should be signed after the election of the Board member within reasonable time , but no later then 60 days after the election date. Until the Board acceptance paper has not been signed the elected Board member will be notified about the meetings but cannot participate with voting right but upon the decision of the Board can participate in the meetings. If 60 days passed  after the election of the Board member and the position acceptance paper is still not signed it is considered as rejection of taking the elected position and the Board membership terminates.

2. The Board has its meetings at least bimonthly, which can be regular meetings or extraordinary meetings.

The Board approves the procedure of the extraordinary meetings which document should be attached to the BOP.

In all questions not regulated in the extraordinary Board meeting procedure the procedure described here and in the statute should be followed.

3.The Board working language are Hungarian and English. The Board decides which documents must be available in Hungarian.  The minutes should be available as hard copy in Hungarian.

4. At the beginning of each Board meeting when the quorum is met the Board with open vote elects the Chair of the meeting and the minutes taker of the meeting. The Board with open vote can change the Chair and the minute taker of the meeting anytime during the Board meeting. The Chair  of the meeting is responsible to run the Board meetings in  a fair and efficient way providing that all Board members and invited guests with participatory rights have the opportunity to express their opinion. The Chair directs the way who will be speaking taking into account the order how Board members or invited guests with participatory rights showed their request for speaking . In case of dispute of the running of the Board meeting or the meeting Chair actions any Board member has the right to call for a procedural vote which should be put on vote immediately.

5. The Director and the Supervisory Body should be invited to all Board meetings  with the right to participate. Other people can also be invited with the right to participate or observer. Observers in general cannot  participate in the discussion but the meeting Chair in justified cases has the right to give the observers chance to participate in the discussion with a maximum 5 minutes time frame and only once for the same person at the same meeting . In case of dispute the Board has the right to decide on the participation issues differently.

6. The Board meetings are open for AI HU members, volunteers, activists, staff members and the public with the very few exceptions stipulated in the statute.

7. The Board meetings should be convoked according to the statute. In case of minor errors regarding the convocation place, time, agenda, invited people etc.  the Chair of the organization or in the absence of the Chair the Secretary has the right to make the necessary corrections which should be later mentioned in the minutes.

8. The  Board decides in general with open vote except the cases stipulated in the statute. Board decisions on procedural matters are not part of the set agenda. The Board decisions should be available on the home-page of the organization within 15 days and also put in a hard copy at the designated place in the office.

9. The minutes is taken by the minute-taker elected by every Board meetings. For the minute taking audio equipment can be used as a supportive tool but the records should be destroyed after 60 days at the latest. The minute taker first circulates the draft minutes within the Board.The final minutes should be approved at one of the next Board meetings no later then 60 days after the date of the meeting. In case of any Board member has significant minority opinion regarding the content of the minutes at request the minority opinion should be put in the minutes with a footnote. The minutes should be available for the public. The approved minutes should be signed by the minute-taker and a hard copy should be kept in the office.

10. The Board communicates in general electronically, but Board minutes and Board decisions, and important document  should be available in hard copies as well. The Board  can decide which documents should be also available in hard copy format.

11. Between Board meeting the Chair represents the Board opinion for other bodies of AI Hu and for the membership and for the international movement and for third persons.

12. Upon the approval of this AI HU BOP the former BOPs are not valid.

Budapest, Oct 26 2009.

EXTRAORDINARY BOARD MEEETING REGULATIONS

1. Any Board member can innitiate extraordinary Board meeting to discuss very urgent matters where board decision are required without delay and the normal convocation of Board meeting would not give adequate time for acting.

2. For convocation of the extraordinary board meeting the Board member who proposes the extraordinary meeting should make a formal written (mail or electronic message) request with explanation of the urgent matter and written agenda . The written proposal should be sent out for all Board members.

3. In order to convoke an extraordinary Board meeting more then half of the Board members should agree on the date, place and proposed agenda and on the extraoordinary procedure.

4. If the majority of Board members agree as stated in point 3. the Board member who proposed the extraordinary meeting should convoke it by sending out the invitation with the agreed agenda at least 3 days before the proposed date.

5. The extraordinary board meeting meets the quorum if more then half of Board members but not less then 3 board members are physically present.

6. Decisions at extraordinary board meetings in general should be tried to be taken by concensus. If concensus is not possible for Board decisions at extraordinary board meeting 2/3 majority is needed.

7. Any Board member has the right to request the Board to vote again on decisions accepted at extraordinary board meeting at the subsequent nont extraordinary Board meeting.

8. No extraordinary board meeting can be held on issues where the Board unanimous decision is needed.

9. In all other here not regulated matters the satute provisions should be upheld.