At its meetings the Ministry Board discusses the issues related to the Ministry’s activities and makes appropriate decisions.
I. The work planning
1. The work of the Board is planned for six-month period. The work plan is prepared by the ministry office together with the relevant Ministry's subdivisions and agencies; the summary of issues is drawn up indicating the duration and those responsible for preparation.
One month prior to the discussion of semi-annual work plan the proposals of subdivisions and agencies shall be submitted to the head of the office after coordination with the management. The office shall prepare the draft perspective work plan of the Ministry and submit it to the Minister after coordination with the Board.
At the end of each quarter the Executive Secretary of the Board shall report to the Chairman of Board on the progress of implementation of the work plan. In very rare cases, the issues discussion time can be changed on the basis of presentation made by person or subdivision responsible for the preparation of the issues to be considered by the Board with the consent of the Chairman of the Board.
Any Board document not submitted in time shall be considered as gross violation of the regulations by executor.
The heads of the relevant Ministry’s subdivisions shall be personally responsible for the timely and qualitative preparation of Board document.
2. The Ministry’s perspective work plans for the I and II half-year periods shall be approved by the Board.
3. The draft perspective work plans for the I and II half-year periods shall be submitted in May and November of each year, respectively, to the Ministry’s Board for consideration. The form of the perspective work plan is determined by the Minister.
II. Organization of the Board’s work
1. The meeting of the Ministry’s Board is conducted on monthly base. At the meetings the draft state programs in the field of youth and sports, the mechanism of monitoring the implementation of these drafts and the prospects of their development are being considered.
At the same time the issues concerning the selection and distribution of professional personnel, upgrading their qualification, organization of work for the development of their service career, implementation of the decisions adopted, draft laws, legal acts and other important documents received from top-ranking authorities, as well as the draft Ministry’s Statute are also being considered. Reports of the agencies included in the ministry's structure, local authorities, leaders or representatives of enterprises and organizations are heard.
2. The meetings of the Ministry’s Board shall be plenipotentiary in case of participation of more than half of its members, and decisions shall be taken by a simple majority vote of its members.
When adopting the Ministry’s Board decision, in the event of a tie, the Chairman of the Board shall have the casting vote.
The Ministry’s Board decisions are documented in the minutes and approved by the Minister. (Form is attached)
Members of the Board and heads or deputy heads of subdivisions participate in the Board meetings in a mandatory manner, at the same time heads or representatives of relevant agencies, enterprises and organizations also participate in the Board discussions.
3. If necessary, heads of other executive bodies and organizations as well as representatives of non-governmental organizations may also be invited to the Ministry’s Board meetings.
The list of persons to participate in the discussion of issues considered by the Board shall be coordinated with the relevant deputy minister or the head of the Office. The invited officials may participate only in discussion of the issues they are concerned.
4. Preparation and drawing up the Board’s resolutions:
• The draft Board’s resolution should be prepared clearly and intelligibly with indication of a specific period and person responsible for implementation;
• The titles of the draft Board’s resolution and the reference should be the same (The text of the draft resolution shall consist of summary, descriptive and dispositive parts (Appendix №1));
• The descriptive part of the resolution should indicate the reasons for adopting the resolution, the purposes of an event to be conducted;
• If there is no need to describe the event to be conducted, the descriptive part may be omitted;
• The dispositive part of the resolution is expressed in the form of an order with indication of the decision making organization after the title of Ministry accompanied by the continuous text “r e s o l v e d”;
• If the resolution assigns to conduct a number of events of different nature, the dispositive part is divided into clauses. Events of the same nature shall be listed in a single clause in separate paragraphs;
• As a rule, subdivisions and organizations shall be indicated as executors;
• In case of any official acting as executor or any specific person being in charge of implementation of the event, they should be indicated;
• The last clause of the dispositive part indicates the subdivision or official in charge of monitoring the implementation of the resolution;
• Name of subdivision and/or full first name and surname of the official shall be written in the dative case.
The draft resolution shall be given to the persons who prepare the document in order that they could make necessary alterations in and amendments to that draft. Then the draft resolution (I copy) should be initialled by the ministry’s official in charge, and the documents considered by the Board – by the head of the subdivision who prepares the issue to discussion, the head of the Office and the relevant Deputy Minister. Amendments to the draft resolution must be submitted in writing in a mandatory manner.
The executor shall enclose to the resolution prepared to sign the list of organizations, subdivisions, institutions, enterprises and officials to whom it should be sent after the signing.
The tasks of subdivisions in the draft resolution must be signed by their heads. (The reference should not exceed 5-6 pages, and the draft resolution - 3-4 pages written in 1.5 spacing).
The issue discussed by the Board should be reported by an employee who has prepared it.
The draft resolution shall be revised on the basis of the suggestions and comments received at the meeting and submitted to the Chairman of the Board for signing within 3 days after the meeting.
5. Preparation and drawing up the Board minutes.
As a rule, the text of the Board meeting minutes should consist of an introduction and key part.
In the minutes’ introduction first names and surnames of the Chairman and secretary of the Board, the list of those invited to the Board, first names, surnames and positions of the rapporteur, Board members who attended and did not attend the meeting, and the issues to be discussed. (Appendix №2)
First, in the munites the summary of speeches and reports, and then part of the resolution is given. The resolution starts with the word "r e s o l v e d" printed with line spacing from the left border of the sheet after the initial text. Text of the adopted resolution is given with indention from new paragraph.
Each minutes receive next sequence number starting from the first number from the beginning of each year. The minutes include the agenda, resolutions adopted, and the list of surnames of those who participated in the discussion of current issue or any others.
The minutes are signed by the Chairman of the Board. All auxiliary materials (references, information, schedules, suggestions, critical materials, staff materials, etc.) shall be attached to the minutes in a mandatory manner.
The minutes are drawn up on the basis of shorthand records, notes or voice recordings, as well as materials prepared for the meeting. Shorthand records and all the annual materials shall be attached to the minutes.
III. Sending documents
Adopted resolutions are signed by the Chairman and secretary of the Board, multiplicated according to the list along with notifications and delivered to executors by the General Department within seven days at the latest.
Resolutions are registered in the relevant book, and the number given in this book is considered to be the number of the resolution. (Appendix №3)
Making amendments in the adopted resolutions without the consent of the Minister - Chairman of the Board is prohibited.
IV. Control over the implementation of the resolutions
Control over the implementation of the Board resolutions is delegated to the head of the Office, and the current control – to the Executive Secretary of the Board.
Executive Secretary of the Board shall inform the Head of the Office and the Minister from time to time about the implementation of the resolutions adopted.
List of Members
Babayev Intigam Vagif oglu - Deputy Minister of Youth and Sports
Ismayilov Ismayil Sultan oglu - Deputy Minister of Youth and Sports
Jabbarov Azad Vagif oglu - Minister of Youth and Sports of the Nakhchivan Autonomous Republic
Huseynzade Chingiz Mukhtar oglu - Vice-President of the National Olympic Committee
Hajiyev Fuad Haji oglu - the rector of the Azerbaijan State Academy of Physical Culture and Sport
Hasanov Rufat Elman oglu - Head of the Office of the Ministry of Youth and Sports
Hajiyeva Indira Niyazi gizi - Head of Department for Youth Affairs of the Ministry of Youth and Sports
Hajiyev Farhad Majid oglu - executive director of the Youth Fund under the President of the Republic of Azerbaijan
Abbasov Rafig Arif oglu - director of the Head Administration of Youth and Sports of Baku
Aliyev Nadir Latif oglu - President of the Association of Trade Union Sports Organizations of Azerbaijan
Mansurov Farid Salman oglu - Head of the Sports Department of the Ministry of Youth and Sports