I General information
1§ Name and seat
The registered name of the association is Teknillinen Hamppukerho (Technical Hemp Club) and its based in Espoo. The informal English name Technical Hemp Club and the informal abbreviations THk and THC may be used. In these rules the club is referred to as the club.
2§ Purpose of the Club
The purpose of the club is to bring together students interested in the global hemp industry and its products, to provide an open discussion environment and to promote knowledge of hemp and its uses within Aalto University. The club supports its members’ interest in botany, the hemp industry and other bioproducts, and seeks to establish links with the industry and other similar associations.
3§ Club activities
In order to achieve its aims, the club may organise evenings, excursions and study circles, collect and disseminate information about hemp and cooperate with other associations.
II Members and fees
4§ Members
Any person interested in the hemp industry may be accepted as a member. Anyone wishing to become a member must inform the Board, which will approve the membership. A member of the Aalto University Student Union, later referred to in these rules as AYY, may be accepted as “aalto member” of the Hemp Association, others as “seed members”. In principle, only aalto members have the right to vote at club meetings. The Board may, at its meeting, grant permanent voting rights to a deserving seed member, in which case it may be called a sapling member. This shall be recorded in the minutes of the Board meeting at which the decision is taken and in the member list.
5§ List of members
The Club shall keep a list of all its members. The list shall include at least the full name, domicile and membership of AYY. Members shall be obliged to inform the Club of their name, place of residence and membership of AYY, and of any changes thereto.
6§ Membership fees
Members may be charged a membership fee once a year. Members who have failed to pay two consecutive membership fees by the due date may be considered by the Board of the Association to have resigned. Only members who have paid their last membership fee shall have the right to vote at a meeting of the Club.
7§ Dismissal of a member
The Board of the Association may expel a member who does not fulfil the conditions of membership or who has caused damage to the club or other members. The person to be expelled shall have the right to be heard before a decision is taken, except where the reason for expulsion is non-payment of the membership fee.
III Meetings
8§ Meetings of the Club
Meetings of the Club shall be convened at least seven (7) days before the meeting by publishing a notice on the Club’s e-mail list.
9§ Annual meeting
The annual meeting shall be held in March-April. At the meeting, at least the following shall be discussed:
(1) Opening of the meeting
(2) The order of the meeting
(3) The legality and quorum of the meeting.
(4) Rules of Procedure of the meeting
(5) Presentation of the financial statements, the annual report and the auditors’ opinion.
(6) Adoption of the financial statements
(7) Decision on the discharge of the persons responsible
(8) Adoption of the action plan and budget
(9) Deciding on the amount and due date of membership fees
(10) Other matters mentioned in the invitation to the meeting
(11) Closing of the meeting
10§ Election meeting
The election meeting shall be held in November-December. At the meeting, at least the following shall be discussed:
(1) Opening of the meeting
(2) The order of the meeting
(3) The legality and quorum of the meeting.
(4) Rules of Procedure of the meeting
(5) Election of the President of the Club and other members of the Board of the Association for the next term of office.
(6) Election of one or two auditors and deputy auditors for the next term of office
(7) Any other business specified in the notice of the meeting
(8) Closing of the meeting
11§ Additional meetings
Additional meetings shall be held whenever the General Assembly of the Club so decides or whenever the Board of the Association deems it necessary or when at least one tenth (1/10) of the members with voting rights request it in writing to the Board of the Association for a specifically notified matter. The meeting shall be held within thirty (30) days of the request.
IV Board of the Association
12§ Board of the Association
The affairs of the Club shall be administered by a Board of the Association elected at an election meeting, whose term of office shall be one calendar year. The Board shall consist of 3-10 members, including the President. At least two thirds (2/3) of the members of the Board must be voting members of the Club. The Board may elect a Vice-Chair from among its members to perform the duties of the Chair when the latter is prevented or unable to act.
13§ Duties of the Board of the Association
The duties of the Board of the Association include:
(1) Diligently manage the affairs of the club.
(2) To represent the club.
(3) To prepare a proposal for the club’s operational plan and budget.
(4) To approve the club’s annual report and accounts
(5) To prepare and implement the decisions taken at meetings of the club
(6) To manage the finances and property of the club
(7) To decide on admission to membership and voting rights of seed members
(8) To convene meetings of the Club
14§ Meetings of the Board of the Association
The Board of the Association shall meet at the call of the Chair or, in his absence, of the Vice-Chair, whenever they consider it necessary or at the request of at least half of the members of the Board of the Association. A quorum shall exist when at least half of the members of the Board of the Association, but at least three persons, including the Chair or the Vice-Chair, are present. The Board of the Association shall act by a simple majority of votes. In the event of a tie, the chairman shall have the casting vote, or in the case of elections, a draw of lots.
15§ Signature of the Cub
The signature of the Club shall be written by the Chair or another person designated by the Board of the Association together with another member of the Board of the Association.
V Economy
16§ Operational and financial period
The Club’s operational and financial period is the calendar year.
17§ Auditors
The activities of the Club shall be supervised by auditors. The Board of the Association shall submit the financial statements, the annual report, the minutes of the meetings and all other necessary material relating to the activities of the Club to the auditors at least four (4) weeks before the annual meeting. All documents shall be made available for inspection at any other time upon request. The auditors shall provide the Board of the Association with a written statement, addressed to the annual meeting of the Club, of their audit of the Club’s finances and administration at least two (2) weeks prior to the annual meeting.
VI Other
18§ Amendment of the rules
Amendments to these rules shall be decided at two (2) consecutive meetings of the Club, at least fourteen (14) days and not more than three (3) months apart. The proposed amendment must be mentioned in the notice of the meeting. The proposal for amendment must be in writing and may be made by the Board of the Association or by 1/10 of the members of the Club entitled to vote. The proposed amendment must be considered at the next meeting of the Association. A decision requires at least a ¾ majority of the votes cast at both meetings.
19§ Dissolution of the Club
Dissolution of the Club shall be decided at two (2) consecutive meetings of the Club, separated by a period of not less than fourteen (14) days and not more than three (3) months. The decision requires at least ¾ majority of the votes cast at both meetings. The proposal to dissolve must be stated in the notice of the meeting. In the event of the dissolution of the Club, its assets shall be transferred to Puunjalostajakilta ry for the purposes set out in Article 2 of these rules or, failing that, to support the activities of the AYY.
