House rules

House rules of the SBOB

From Stichting Bewonersorganisatie Bomenbuurt. (SBOB)

  1. The management

Division of tasks

The Chairwoman

  1. Is elected to office;
  2. Chairs board meetings and residents’ meetings;
  3. Coordinates and supervises the activities of the board members as needed;
  4. Represents the SBOB externally;
  5. Sets the agenda for board and residents’ meetings in consultation with the Executive Board;
  6. Is a member of both the Executive Board and the General Board.

The secretary

  1. Is elected to office;
  2. Sets the agenda for board and residents’ meetings in consultation with the Executive Board;
  3. Takes minutes of board and residents’ meetings;
  4. Takes minutes of board and residents’ meetings;
  5. Receives (copies of) incoming and outgoing mail;
  6. Handles correspondence on behalf of the board;
  7. Maintains a register of board members’ appointments;
  8. Is a member of both the Executive Board and the General Board.

The treasurer

  1. Is elected to office;
  2. Responsible for overall financial management;
  3. Manages the administration;
  4. Prepares an annual budget for the coming year;
  5. Informs the board monthly during meetings about the financial situation;
  6. Sets the agenda for board and residents’ meetings in consultation with the Executive Board;
  7. Is a member of both the Executive Board and the General Board.

Members of the board

  1. Are elected for office;
  2. Are members of the general board;
  3. Participate in general board meetings;
  4. Are the contact person fort heir assigned discipline;
  5. Support the working groups;
  6. Support the other members of the board.

Appointing board members

  • – The board of the Bomenbuurt Residents’ Organization Foundation (SBOB) consists of an executive board and a general board;
  • – The executive board consists of at least three people: the chairperson, treasurer, and secretary;
  • – The general board consists of the executive board and a maximum of six additional board members;
  • – All residents of the Bomenbuurt neighborhood can apply for a position on the board, provided they meet the following conditions:

a. The candidate is a resident of the Bomenbuurt neighborhood (statutory requirements);

b. The candidate is over 18 years of age;

  • – Candidates are nominated during a residents’ meeting;
  • – A candidate is accepted as a board member by a majority of votes cast at the residents’ meeting;
  • – In the event of a tie, the chair of the executive board decides.

If a board member resigns prematurely, i.e., before the next residents’ meeting, the current board can appoint a candidate. This candidate will be authorized to serve as appointed. The official appointment will take place at the next residents’ meeting.

Once appointed, a board member must register with the Chamber of Commerce (KvK) and apply for UBO registration. These documents are submitted to the secretary, who files them by date and includes this date in the resignation schedule.

A board member is elected for a maximum term of two years. This term begins on the date the candidate is appointed at the residents’ meeting. After the two-year term, the candidate can be nominated at the residents’ meeting for a new two-year term. This can be done four times, so a candidate can hold the same position for a maximum of eight years. It is permitted to accept a different position on the board afterward.

  • Meetings
  • – The board meets preferably once a month. The minimum number of meetings is 6.
  • – A special meeting can be called if at least three board members express a wish.
  • – Neighborhood residents can attend a general board meeting upon request by telephone or in writing, including a reason for their request.
  • – Board members can invite third parties, as experts, to attend (part of) a board meeting.
  • – Board members can invite a chairperson or representative of a working group to attend a general meeting. The chairperson of the working group can propose an agenda item, which must be submitted to the secretary at least one week prior to the meeting.
  • – Third parties can also be invited, by telephone or in writing, with a reason for their request, to attend a general board meeting.

Resident Meetings

  • The board organizes an (informational) meeting at least once a year, to which all residents of the Bomenbuurt neighborhood are invited.
  • Invitations to these meetings will be published in the neighborhood newsletter, on the website, in the digital newsletter, and on social media.
  • Residents can also suggest topics for these meetings up to one week before the meeting.
  • Topics must be submitted in writing to the secretariat by letter or email.

The residents’ meeting

  • The invitation to attend the residents’ meeting is issued by or on behalf of the board.
  • The invitation to attend the meeting is issued at least one quarter before the meeting by:

– Publication in the neighborhood magazine De Boomgaard (four times per year)

– Publication in the digital newsletter (at least 12 times per year)

– Publication on the website

– Social Media

The agenda fort he meeting must contain at least:

  • The minutes of the previous meeting;
  • The report on the board’s activities;
  • The annual financial report for the past fiscal year;
  • The report of the audit committee;
  • The budget for the coming year;
  • The board’s policy objectives;
  • The annual report of the various working groups;
  • The schedule of retiring board members;
  • The (re)election of (new) board members;
  • The secretary records the decision-making process at the annual meeting in writing.
  • Working groups
  • Working groups are established by the board.
  • The participants in a working group are residents of the Bomenbuurt neighborhood, as described in the policy plan.
  • The goal of a working group may not deviate from the SBOB’s objectives.
  • They focus on a specific aspect of the SBOB’s goals.
  • The establishment of a working group is announced in the neighborhood newsletter, on the website, and in the digital newsletter.
  • At least one board member serves on a working group.
  • Working groups can work independently or request support from the board.
  • Working groups develop an annual plan, including a budget, for each year.
  • Working groups can apply for subsidies (see the procedure for applying for subsidies).
  • At the end of each year, working groups account for their work in an annual report, including a financial overview (if applicable). Both documents are submitted to the board for approval no later than four (4) weeks before the annual meeting.
  • Committees are established by the board for a specific and defined task and consist of at least three (3) residents.
  • Committees are established for a specific and limited period.
  • The board may decide to dissolve a committee.
  • Wijkblad, website, nieuwsbrief en Social Media

The Bomenbuurt Residents’ Organization Foundation (S.B.O.B.) aims to promote the living environment in the Bomenbuurt neighborhood and to represent the shared interests of the neighborhood’s residents. To this end, it publishes a neighborhood magazine, “De Boomgaard,” and maintains a website (www.bomenbuurtdenhaag.nl).

De Boomgaard: The editorial team is responsible for the publication frequency, objectives, and content. The chairperson has a dedicated page for writing about neighborhood developments. There’s also a dedicated page for all relevant information about the board and working groups. This might include:

The names of the board members and their positions.

The names of the working groups and their positions.

Also, how to reach them.

The website, digital newsletter, and social media are updated weekly. The content is determined by news from or for the neighborhood, information from the working groups, and important or relevant news about measures or activities of the Municipality of The Hague.

  • The archive

The archive contains;

  1. all incoming and outgoing mail for/from the board/working groups/committees;
  2. Working group minutes;
  3. Agenda, minutes, and action lists of board meetings;
  4. Reports of residents’ meetings;
  5. Municipal documentation;
  6. Press and other publications relevant to the neighborhood;
  7. The archive is accessible to every neighborhood resident, after consultation with the secretary;
  8. The secretary is responsible for archiving.
  • Final provision

In cases not provided for in these regulations, the decision is reserved for the board.

The Hague, April 2025 These internal regulations were established at the residents’ meeting of April 10, 2025