House Rules

Household Regulations of the BriBos Verwentasjes Foundation
Definition

In these regulations the following terms are used:

  • the foundation: the BriBos Verwentasjes Foundation is located in The Hague and registered with the Chamber of Commerce in The Hague under number 60734159
  • the articles of association: the articles of association of the foundation, as laid down in a deed executed on 23 May 2014 by notary Wenneker in Leidschendam;
  • the board: the board of the foundation as referred to in Article 4 of the Articles of Association;
  • projects: activities aimed at achieving the foundation's objectives.

Article 1 Policy

The policy is laid down in a policy plan:

  1. This policy plan is updated and revised annually.
  2. Each new version of a policy plan takes effect when it is approved at the board meeting.
  3. The policy plan contains an annual plan and an annual budget.
  4. The policy regarding volunteers working for the foundation is laid down separately in the document “Volunteer Handbook”.

Article 2 Duties and powers of the board and board members

  1. The board:
  1. Governs and represents the foundation;
  2. Makes management decisions;
  3. May establish working groups/project groups for a specified period. These groups will be dissolved after the financial settlement has been settled with the treasurer and the board has been discharged.
  4. Is not authorized to enter into loans;
  5. Operates within the established frameworks laid down in, among other things, the policy plan, the annual budget, and the project budgets. The chair and treasurer decide on ad hoc expenditures up to €250. Above that amount, a board resolution is required.
  1. The Chairman:
  1. Has general management of the foundation;
  2. Governs and represents the foundation;
  3. Consults with official bodies;
  4. Manages the board;
  5. Is the first point of contact for board members;
  6. In consultation with the secretary, draws up the agenda for each meeting;
  7. Chairs the board meetings (including the annual meeting);
  8. Ensures that decisions are taken in accordance with the law, the articles of association and these internal regulations;
  9. Draws up the policy plan in consultation with the secretary and treasurer and revises it annually, prior to the annual meeting;
  10. Coordinates and directs activities;
  11. Ensures that board members perform their duties properly and addresses them if this does not appear to be the case;
  12. Maintains contacts with sponsors and grant providers.
  1. The Vice-Chairman/Advisor:
  1. Replaces the Chairman in his absence;
  2. Conducts an annual audit prior to the annual meeting. The vice-chair is assisted in this by one of the board members, other than the treasurer;
  3. Does the annual meeting advise whether or not to grant the treasurer discharge?
  4. Conducts an interim audit of the funds when the treasurer indicates his or her intention to resign. He or she also advises on whether or not to grant discharge;
  5. Maintains contact with work/project groups regarding the progress of the work.
  1. The Treasurer:
  1. Keeps the financial administration;
  2. Ensures the continuity of the financial administration, particularly in the event of succession;
  3. Prepares financial statements;
  4. Prepares the financial section of the annual report;
  5. Manages the cash, bank accounts, and any savings accounts. The foundation does not invest.
  6. Budget income and expenditure;
  7. Assesses whether expenditures and declarations made fall within the annual budget and/or the agreements made in board meetings;
  8. Takes the initiative to grant discharge to working groups/projects established for a fixed period. Actual discharge takes place through a resolution of the board;
  9. Maintains contacts with sponsors and grant providers.
  1. The secretary:
  1. Maakt van elke vergadering een verslag waarin minimaal vermeld:
    • De datum en plaats van de vergadering;
    • De aanwezige en afwezige bestuursleden;
    • De verleende volmachten;
    • De genomen besluiten.
  2. If necessary, prepares a summary of meeting minutes for external communication (press, website, etc.);
  3. Prepares the financial section of the annual report;
  4. Receives all incoming mail, directly or through other board members;
  5. Takes note of and handles the mail, in any case calls on the chairman and, where necessary, the other board members to handle the mail and takes care of the resulting correspondence;
  6. Archives all relevant documents and ensures that the information is available to the board.

Article 3 Procedure for appointing the board

  1. If a vacancy arises, new candidates can only be nominated by one or more existing board members.
  2. Only natural persons may serve on the board.
  3. New board members are appointed by the board, either by acclamation from the chairperson or by written election, at a regular board meeting, but preferably during the annual meeting. Candidate board members must be present at the meeting in person or have submitted a written statement of willingness to serve to the chairperson.

Article 4 Decisions of the Board

The board:

  1. Takes decisions that cannot be postponed with at least two board members, and informs the other board members of such decisions at the first opportunity. Board members are jointly and severally liable until such ad hoc decisions are ratified at a board meeting;
  2. Takes all other decisions after placing them on the agenda at a board meeting or annual meeting;
  3. Makes decisions on agenda items by simple majority vote, except in exceptional circumstances described in the articles of association and these bylaws. If a proposal is on the agenda and none of the board members present requests a vote, the proposal is considered adopted;
  4. Makes decisions by simple majority of votes on non-agenda proposals if all board members are present or have given a proxy;
  5. If the votes are tied, the proposal is rejected. If the votes are tied in an election, lots will decide.

Article 5 Meetings of the Board

  1. The board can only make valid decisions if at least two-thirds of the number of sitting members are present or have been represented by proxy.
  2. The board meets at least three times a year and holds an annual general meeting once a year. Furthermore, the board meets if the chair initiates a meeting or if two or more board members request it.
  3. Meetings will be held at the time they are scheduled, or, if the situation prevents this, within four weeks thereafter. Meetings requested will be held within four weeks of the request being submitted.
  4. If a meeting is not convened in accordance with the above requirements, any board member is entitled to convene a meeting, subject to the provisions of these regulations. A meeting as referred to in the previous sentence shall appoint its own chairman and designate a person responsible for keeping the minutes.
  5. A board meeting lasts a maximum of 2 hours, an annual meeting no more than 3 hours.
  6. At the end of each board meeting, the date of the next regular meeting is set.

Article 6 The agenda and minutes

  1. Board members can submit agenda items to the chairperson and/or secretary before the meeting; they will draw up the draft agenda in consultation.
  2. The secretary will email the draft agenda no later than 2 days before the start of the meeting.
  3. At the beginning of each meeting, the agenda is finalized. Board members have the opportunity to add items to the agenda, propose deleting items or moving them to a subsequent meeting, and propose changing the order of agenda items.
  4. Draft minutes will be discussed and approved at the next meeting.

Article 7 Contributions during the meeting

  1. Board members are expected to make an active contribution.
  2. Ideas from board members are welcome and will be discussed during the meeting or passed on to a subsequent meeting.
  3. The board may ask the chairperson to admit persons other than board members to the meeting. These persons have no voting rights. The chairperson decides on admission.

Article 8 Communication

The board recognizes the importance of good communication with:

  • Patients
  • Donors;
  • Sponsors;
  • Cancer information providers;
  • Doctors and hospitals;
  • Pharmaceutical industry;
  • The media;
  • The local/provincial government.

All communication will be coordinated in advance, and in cases where this is not possible, at the first opportunity thereafter, with the chairman and, at his/her request, also with the secretary and other board members.
Article 9 Donations, subsidies and declarations

  1. Large and/or multi-year donations will, if the donor attaches value to this, be spent on a purpose intended by the donor;
  2. Small, one-off or periodic donations are deposited into the foundation's bank account as standard;
  3. Donations, gifts, and subsidies received can be reserved and thus carried over to the next calendar year. The policy plan sets the framework for this;
  4. Board members are entitled to declare privately incurred or advanced expenses and mileage. The standard "declaration" form, as prepared by the treasurer, is used for declarations.
  5. Board members are not entitled to declare attendance fees.

Article 10 Expulsion

A board member may be expelled if he or she has caused or is suspected of causing damage to the foundation through improper management, and the board member can be seriously blamed for this.

Article 11 Final Provision

In cases not provided for by law, the articles of association or these internal regulations, the chairman shall decide.

Thus established in the board meeting of January 1, 2015

The Chairman, The Treasurer

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