Rules of Procedure

Rules of Procedure

of the Public Council for the Children of Heroes Fund

Adopted by “Za Dobroto” Foundation on 08.12. 2020г.

Article 1. Subject

These Rules of Procedure arrange the forming, structure and activity of the Public Council of the Fund for the Children of Heroes.

Article 2. Status

The Public Council is created by a decision of the organization and individuals who are founders of the Fund as a governing body. Its task is to make decisions on the awarding of grants to under age children of medical workers and teachers who died of Covid-19 while on duty.

Article 3. Principles

In its activity the Public Council is guided by the principles of humanism, ethics, fairness, transparency, care and protection of children.

In its activity the Public Council is guided by the spirit and norms of the Bulgarian Constitution and laws as they relate to the spending of donated funds and children’s rights.

Article. 4. Activity

The Public Council carries out its responsibilities by:

  1. Accepting documents of applicants for grants
  2. Reviews and discusses accepted documents
  3. If necessary, requires additional documents according to the principles and rules of awarding grants
  4. Approves grant candidates
  5. Carries out control over the use of the grants for the child’s wellbeing
  6. Reports publicly on its activity to benefactors and society.

 

Article. 5. Body

The Public Council consists of 7 members, as follows:

  1.  Four permanent members – representatives of the organizations-founders of the Fund,
  2. One temporary member – a public figure with a high professional and public reputation,
  3. One temporary member – representative supporting organizations, appointed by them on rotation for each meeting,
  4. One temporary member – representative of the benefactors.
    1. A benefactor of the Fund will be presented in the Public Council if privately or as a legal entity has provided no less than 4 grants (over a period of 4 months),
    2. Benefactors participate in the Public Council’s meetings on a rota. Every meeting is attended by 1 benefactors’ representative that has a right to vote.

Article 6. Establishment of the Public Council

Members of the Public Council are selected by nomination of the organizations and private individuals who are founders of the Fund.

Article 7. Limitations

Public Council members cannot be:

1. interested parties in Fund decisions;

2. public figures of questionable reputation or individuals convicted of general crime.

3. individuals part of the governing body of other funds with a similar purpose;

In the event of any of the above circumstances members should submit their resignation to the Public Council immediately.

Article 8. Mandate

  1. The Public Council mandate is unlimited until it completes the Fund’s goals.
  2. The mandate of a member of the Public Council can be terminated before the agreed date:

2.1. By written request to the Public Council

2.2. In the event of a factual inability of the member to perform their responsibilities for more than 3 months.

2.3. In the event of incompatibility as stated in Article 7.

  1. The decision to terminate the mandate is made by the Public Council with a simple majority
  2. The right to nominate candidates for members of the Public Council is held by all other members of the Public Council of the Fund.
  3. The mandate of the benefactors of the Public Council is limited in accordance to Article 5 (3) for one or more meetings as agreed by benefactors in accordance to Article 5, paragraph 3.3

Article 9. Chairperson

  1. In the Public Council’s first meeting a chairperson and deputy chairperson are chosen by the body.
  2. The Chairperson organizes the Public Council’s activity and presides over meetings
  3. The Deputy Chairperson presides over meetings in the absence of the Chairperson.

 

Article 10. Meetings and Decisions

  1. The Public Council meets no less than once every 3 months.
  2. The Public Council meets extraordinarily if up to 3 application for grants have been received
  3. The Public Council can be called extraordinarily in the event of unforeseen circumstances
  4. The Public Council is called by the Chairperson or an authorized individual in the following manner:
    1. By invitation, send via e-mail no less than 3 days ahead of the Public Council’s meeting. The invite contains the agenda of the meeting, the time and place where its held
    2. By confirmation of receipt – via e-mail or another method that can be documented.
  5. The Public Council’s meetings are valid if at least half plus 1 members of the Public Council are present.
  6. A member of the Public Council attending the meeting online via video call is considered present.
  7. The meetings can be held entirely virtually on video call.
  8. Members of the Public Council cannot authorize or re-authorize other members of the Public Council to vote in their name.
  9. Decisions of the Public Council are made by a simple majority with 50% plus 1 vote of all members of the Public Council.
  10. Meetings of the Public Council are recorded in minutes of meeting. Minutes of meeting are signed by all attending. A vote is considered valid if made by Public Council member attending online after a declaration of confirmation is sent to the Public Council’s e-mail address.
  11. Meeting protocols are public with the exception of personal data of members or candidates/beneficiaries of the Fund.
  12. The Chairperson or an authorized by the Public Council individual will manage the financials of the Fund in actioning the Public Council’s decisions.

Article 11. Rights and Responsibilities.

  1. The Public Council carries out the stipulated in this rules of procedure functions and activities.
  2. In carrying out its responsibilities the Public Council can decide on the subjects it needs to decide on.
  3. It is mandatory to make a decision on the subjects included in the agenda.
  4. Members of the Public Council are obliged:
    1. Not to divulge private data, sensitive or confidential information of the individuals who are beneficiaries if they have been alerted on the latter two.
    2. Not to divulge information on benefactors if the benefactors have made an explicit request in that regard.
    3. Not to divulge other sensitive information they have become aware to in the course of their work if that information can damage the interest of the beneficiary or the patrons.
    4. Not to be guided by personal or political biases in making decision.
  5. Members of the Public Council work pro-bono.