Organizational Structure

Organizational Structure1.Board of Directors Meetings

1.1 The Board of Directors gathers at least once a month and in other cases deemed necessary by the Chairperson of the Board of Directors. The monthly meetings of the Board of Directors are held at the TÜRKLIM Association Building at 14:00 on the first FRIDAY of each month unless a change is announced by the the Secretary General.

1.2 The aforementioned meetings may be held at different locations and different dates determined by the members of the Board of Directors upon a joint decision.

1.3 Notices for convening the Board of Directors meetings are made by the Secretary General of TÜRKLİM and relevant information / documents are forwarded to the members of the Board of Directors.

1.4 Decisions taken at the Board of Directors meetings are signed by the participating Board of Directors members after they are transferred to the Board of Directors Minutes Book by the Secretary General.

1.5 Members of the Board of Directors shall inform the Secretary General of TÜRKLİM about their attendance to the meeting. Pursuant to Article 14 of the Regulation, a member who does not attend the board meetings twice consecutively without a justified excuse loses his/her board of directors membership.

2.Board of Directors Activities

2.1 The duties and powers of the Board of Directors are stated in Article 15 of the Association’s Statute in detail.

2.2 Members of the Board of Directors participate in meetings and activity invitations of various institutions representing TÜRKLIM in accordance with the appointment of the Chairperson of the Board of Directors.

2.3 Members of the Board of Directors fulfill their representation duties pursuant to the decisions taken and the policies of the association in line with the opinions of TÜRKLIM.

2.4 When a Member of the Board of Directors wishes to propose participating in a meeting or an event as TÜRKLİM, he/she informs the Chairperson of the Board of Directors and the Secretary General together with the information about the meeting and participates in the event in line with the decision taken.

2.5 The member of the Board of Directors, who has declared that he/she will participate in an event, informs the Secretary General when there is a change in the participation status.

2.6 When the members of the Board of Directors make a presentation at an event to which they will participate, they inform the Secretary General about the subject of the presentation and the topics/subheadings to be included in the presentation; the presentation prepared by the relevant working group is approved by the Board member who will participate in the event.

2.7 Detailed information about an attended event is prepared by the member of the Board of Directors and sent to the Board of Directors.

2.8 If there are any reports and presentations, in addition to photographs and other information about the event, they are sent to the Secretary General without delay following the event for news or press releases.

2.9 Travel, accommodation and other expenses related to domestic and international meetings attended to represent TÜRKLİM shall be borne by the member of the Board of Directors.

3.Study Group Activities

3.1 Chairpersons of a Study Group may be a member of the Board of Directors, an substitute member of the Board of Directors or a TÜRKLIM association member according to his/her specialization. The Study Groups meet regularly at the places, dates and times determined by the joint decision of the members. The decision of holding meetings on a specific day of each month is a preferred method for organizing the association program and for Study Group members to create their calendars. When necessary, changes may be made in terms of place and time in line with the Association’s event program with a joint decision.

3.2 The invitations of the Study Group meetings are made by the Coordinator of the Study Groups by informing the Secretary General the agenda items determined by the approval of the Chairperson of the Study Group.

3.3 Notes on the agenda items discussed at the meeting are kept by the Coordinator of Study Groups. The held notes are turned into a “Meeting Report” and sent to the members of the Study Group following the Study Group Chairperson’s approval and submitted to the Board of Directors, TÜRKLIM members and the Secretary General for information.

3.4 A decision on the steps and actions to be taken for each agenda item discussed at the meetings shall be taken; by whom and until which date this decision will be carried out is indicated in the report.

3.5 Each agenda item that is not completed is automatically added to the agenda items of the next meeting until the subject is completed.

3.6 Discussing, evaluating and making joint decisions on issues that prevent, disrupt and restrict competition are prohibited during study group meetings within the framework of the articles of Law No. 4054 on the protection of competition. In case requests are made to open discussions in this direction and to discuss issues that may put the Association in a legally difficult position, the Chairperson of the Study Group does not allow the issue to be discussed by intervening.

3.7 If a decision is required for approval in the Study Groups, the approval is obtained by the submission to the Board of Directors by the Chairperson of the Study Group.If a decision is required for approval in the Study Groups, the approval is submitted to the Board of Directors by the Chairperson of the Study Group.

3.8 Study Groups meet at least six times a year.

4.General Assembly Meetings

4.1 Provisions regarding the general assembly of TÜRKLIM are specified in articles 10, 11, 12 and 13 of the Association Statute in detail.

4.2 The Ordinary General Assembly Meetings of TÜRKLIM are held in January of each year on a date determined by the Board of Directors and in a place deemed appropriate.4.3 All members of the Board of Directors are expected to attend the ordinary and extraordinary general assembly meetings.

4.4 The Elective General Assembly Meetings are held every 3 years when the board of directors and the board of supervisors are elected for a period of 3 years.

4.5 Guest speakers from the public, other NGOs or subject matter experts may also be invited, if deemed appropriate for such meetings.

4.6 Annual report of the General Assembly is presented by the Chairman of the Board of Directors; financial information is disclosed by the Secretary General of TURKLIM.