The Rule of Procedure of Shams Network

Shams Network

The Rule of Procedure

Chapter I / Network Identity

Article 1/name of the network: Shams Network in Iraq.

Article 2/ The network has an independent judicial personality, by virtue of obtaining a registration number according to Regulation (5) for the year 2004, the Independent Higher Electoral Commission in Iraq established by Law No.(92).

Article 3 / Network’s Center: Baghdad, the center can be moved to another city if necessary, and the Network to open offices in the provinces.

Article 4 / Slogan: for a fair election.

Article 5 /

• nature of the network: an optional association of non-governmental organizations in Iraq, working through the coordination of efforts and consolidation of capacities for the purpose of contributing to the process of election monitoring as a first stage, and contribute to the promotion and dissemination of concepts of democracy in Iraq by the implementation of projects and activities, courses, publications and other means to serve the network’s vision.
• – objectives of the network: to contribute to building the foundations of civil society, working in the field of consolidation of the democratic process

Chapter II / Network’s Bodies

Article 6 / Constituent Committee

6-1: Board of Directors is the decision-making authority in regard to the network and its affairs, including the resolution of the network, and its decisions are binding on all bodies of the network.

6-2: each member organization in the network the right to nominate its representative in the network and replaced by an official letter addressed to the executive body of the network.

6-3: The Board of Directors meetings as needed and at the invitation of the executive branch, and may hold an emergency meeting of the Governing Council at the invitation of half the members of the network, and if you can not hold a board meeting of the Executive Body will hold a meeting and inform the decisions of the organizations the Foundation for approval through the different forms of communication.

6-4: are modified rules of procedure of the network, a majority vote of the members of the Governing Council.

Article 7 / functions of the Board:

7-1: outlining the activities and projects of the network and working methods.

7-2: preparation and adoption of regulations and administrative regulations and financial functioning of the network.

7-3: Admission of new members to the network.

7-4: defining the functions of each member of the board through defining the rules of conduce when needed.

Article 8 / The Executive Committee:

The executive is chosen in the first meeting of the Governing Council of the network after the ratification of the rules of procedure, and The Executive Committee consists of 3 members:

7-1: President of the network.

7-2: Vice-President.

7-3: General Coordinator.

Article 8 / functions and powers of the Executive Committee:

Executive Committee of the network is the body authorized by the board for executive functions, and be empowered to sign contracts and the conclusion of conventions, and flow charts, and all of the executive functions of the network.

8-1: Head of Network: Manages the meetings of the Executive Committee, represents the network (or authorizes someone else) in front of the non-official bodies, and oversees the conduct of its members and assists them when needed. S/he has the right to grant all or part of his/her powers to a member of the Executive Committee when needed.

8-2: Vice-President: Assists the Head of the network in the implementation of his/her work who gives the former all his powers during his absence. S/he further works as a link among and oversees the work of the provincial offices and Relationship officers and information gathering.

8-3: General Coordinator: spokesman for the network, prepare the agenda and minutes of meetings of the Constituent Committee and the Executive Committee, distribute decisions, issue and sign administrative orders, and organizes correspondence and invitations. It is responsible for how to implement the Action Plan, and coordinates programs and activities between the Governing Council and the General Authority of the network, and it is associated with the Executive Office of the network, and presides over the office.

Article 9 / Executive Office of the Network:

Executive Office of the network headed by the Coordinator-General, and undertakes the daily and logistics functions, and submits monthly reports to the Executive Committee. It is composed of an Office staff who works full-time or half-time. A special budget will be allocated to him/her when there it is available, and consists of:

9-1: General Coordinator / Head of Office.

9-2: the Chief Administrative Officer / responsible for the administrative work of the network, and should has had experience in this area.

9-3: Accountant / responsible for the accounting business of the network, and should has had experience in this area.

9-4: Logistics Manager / responsible for coordinating the logistics of the network, and should has had experience in this area.

Article 10 / Network’s Logs:

Network relies in the conduct of its affairs in the following records:

10-1: Decisions Log, and attesting to the resolutions of the constituent body and the executive committee, signed by the members.

10-2: Membership Log, record the names of the member organizations in the network and their addresses and a profile of its objectives and activities.

10-3: financial records and accounts, record of income and expenses, according to the rules of arithmetic applied to the network.

10-4: record of assets, records the property of the network including but not limited to furniture and equipment both movable and immovable.

10-5: other records required by the network.

Article 11 / financial resources of the network consist of:

11-1: voluntary contributions and grants, gifts and unconditional aid from individuals and institutions, both formal and informal organizations and other entities.

11-2: the implementation of projects with other actors in a participatory manner.

11-3: other income earned by the network as a result its activities and investment funds.

Article 12 / Financial Regulations:

12-1: The Network administers its finances by itself.

12-2: The Constituent Committee establishes a detailed financial system of the network, specifying the exchange controls and financial management aspects of accounting and other financial activities.

12-3: show draws, expenses, deposits and income through documentation by receipts that belong to the network.

Article 13 / Auditing System:

1. The Executive Office provides a detailed financial report to the Executive Committee.
2. The Executive Committee shall submit the financial report to the Executive Board for approval.
3. The head of the network would generalize the financial report to member organizations after authentication, within a period of one month from the authentication by the Constituent Committee.
4. Each organization is entitled to challenge the accuracy of the financial report, to submit a request to the Head of the Network during the period of one month from the date of the report to members.

   Approved at the second meeting of the founding of the network in 30/12/2004