RULES:
ATCM – Master’s Program Student Organisation artmark. Assn.
(ATCM = Art Theory Criticism and Management)
1. Organisations name, location and language.
Organisation’s name is artmark. Assn. and it’s hometown is Helsinki, Finland.
2. Meaning and quality of action.
Meaning of the organization is firstly to act as a uniting forum for ATCM students and secondly, to enhance their knowledge in the arts. Also the meaning is to create a discussion forum uniting the arts and business in general in Helsinki region, and to supervise the interest of within the ATCM students.
The organisation’s objective is not to gain economic benefit. The organization may, however, reseive donations and wills. The organization may also: own realty necessary for its actions, carry out lotteries and fund raisers after getting necessary permits, raise small amounts of funds with volunteering work, and collect fees from events it organizes; such as visitor lectures and excursions.
3. Members.
Anyone who is a member of HYY (The Student Union of the University of Helsinki) or AYY (Aalto University Student Union) and accepts the terms and conditions of the organisation, may join the organisation. All members must be approved by the board of the organisation. Every member is entitled to vote in the organization meetings.
Member registration will be held. Registration requires at minimum the person’s full name, working e-mail address, and hometown. Every member is obligated to inform the board if their contact information changes. By joining the organisation, the member is automatically added to a mailing list.
Previous graduates who are former HYY or AYY members and ATCM students, can join as alumni members. Also, alumni members are entitled to vote in the organisation’s meetings.
3.1. Quitting and dismissal.
Members have the right to quit the organisation at any time. Members may quit the organisation by letting the head of the board know in writing, or by announcing their quitting during the organization’s meeting where it may be marked in the minutes.
The board may expel a member from the organisation if a member has not paid their membership fees, or has not fulfilled commitments agreed upon at time of joining the organisation. Members may also be expelled from the organisation if they have significantly harmed the organisation with acts committed either inside or outside the organisation, or if they no longer fulfil the terms required in the organisation’s rules, or law.
4. Joining and member fees.
The fee for joining and the annual membership fees for both member groups are to be determined in the annual meeting.
5. Organisation meetings
5.1. Calling a meeting of the organisation.
Additional meetings are held when the organisation so decides in a meeting, or, when the board sees that it is required, or, when at least one tenth (1/10th) of all members entitled to vote, so demand from the board with written notice. Meetings must be held within 30 days when a need for a meeting is shown to the board.
The organisation’s meetings will be called by the board. The board has to send notice of meetings with its attachments at least 7 days before the meeting. Meetings are also to be announced on any other possible forums the organization may have for communication.
If a member of the organisation would like to introduce an issue to be addressed in a meeting, the member must inform the board or the head of the board, in writing, at least two weeks prior to the meeting. Two weeks notice is required so the issue may be added to the notice sent out to members regarding the agenda of the meeting.
5.2. Organisation’s annual meetings.
The organisation’s annual meeting will be held on a day of the board’s choosing, in November or December.
The organisation’s annual meeting will address the following issues:
1. Opening the meeting.
2. Chairman, secretary, two meeting register inspectors, and if needed two vote counters will be chosen.
3. The authority and legalities of the meeting are stated.
4. Approval of the meeting’s agenda.
5. Presentation of the financial statements, annual report, and the auditor’s report.
6. Authorization of the financial statement, and dismissing liability of the board and any other members who may be held accountable.
7. Confirmation of the plan of action, budget, possible new memberships, and member fees.
8. Selection of the head of the board and other members.
9. Selection of one or two auditor’s, and replacements/back ups for them.
10. Additional issues mentioned in the notice for the meeting will be addressed.
5.3. Right to vote and decisions at the organisation’s meetings.
During the organisation meetings, every member has one vote. At the meeting, one is entitled to vote by mandate. The mandate holder must be a member in good standing. One person may represent, by mandate, a maximum of two other persons at one time.
The organisation meeting will decide, unless in the rules otherwise stated, in favour of the vote that has over fifty percent (50%) of the given votes. If the vote is even, then the chairman’s vote is decisive. In the case of an even vote during en election, the result is determined by lottery.
6. Board.
The organisation’s matters are taken care of by the board. The board consists of the elected chairman and 3-5 other elected members.
The board is elected for a term of one calendar year.
Resignation or dismissal of a board member is decided by the organisation at the organization’s meeting. Resignation is to be made in writing to the board, and they will summon a meeting of the organization. If the board remains competent it does not need to elect another board member after one resigns or is dismissed.
6.1. Organisation’s structure.
The board divides areas of authority amongst itself. There must be at least a vice chairman and a treasurer elected to the board.
6.2. Board meetings.
The board will gather by the calling of the chairman, or if the chairman is unable to – by the calling of the vice chairman – when they see fit or when at least half of the board members demand it. Notice of the meeting, with its attachments, is to be sent at least three days before the meeting.
The board is deemed competent when at least half of its members, along with either the chairman or the vice chairman, are present.
Votes are determined by a simple majority of the votes. When the vote is tied, the chairman’s vote is decisive. In the case of elections, lottery will determine the outcome when a tied or even vote has accured.
Minutes of the board meetings are kept. The board informs organization members of its decisions and actions.
7. Signing the organisation’s name.
The organisation’s name is signed by the: chairman, vice chairman, or treasurer. Two signees are needed; one of these must be the chairman or the vice chairman.
8. Financial period and audit of the accounts.
The organisation’s financial term is one calendar year.
The audit of the accounts, necessary documents, and board’s annual register, are to be given to the auditor(s) at least three weeks prior to the annual meeting. The auditor(s) must give the financial statement to the board, in writing, at least two weeks prior to the annual meeting.
9. Changing the rules and dissolution of the organisation.
The decision to change any rules of the organisation, or the dissolution of the organisation, must be made during a meeting of the organisation by at least three quarters (3/4) majority of the given votes. The notice for the meeting must mention changing of the rules, or the dissolution of the organisation.
If there is to be dissolution of the organisation, the decision of what to do with the remaining funds will be made at the meeting when the dissolution of the organisation is determined, however, the funds should be used for furthering the organisation’s meaning in some manner. If, for some reason, the organisation will be shut down by an external force, the future of the remaining funds will be determined in the same manner as outlined in the instance of the dissolution of the organisation.
Confirmed at the founding meeting 07-04-2010
