Name of the Association
Helsingin Kanoottiklubi - Helsingfors Kanotklubb r.y.
Location
Helsinki
Language
The association’s official languages are Finnish and Swedish. Minutes and bylaws are drafted in Finnish. The same rule applies to the chairperson’s statements at meetings.
Outgoing letters are written in the language that the recipient has used or is presumed to use. Meeting notices are published in both languages.
Purpose
The purpose of the association is to promote physical activity within its area of operation so that as many members as possible can participate in recreational, competitive, or elite sports in accordance with their abilities and needs.
Activities
The association fulfills its purpose by:
1 providing its members with
- training programs
- recreational sports
- hiking activities
- competitions
- youth activities
- coaching and practice sessions
- educational and awareness-raising activities
- public relations and communications, and
- other similar activities, with the goal of fostering physically and mentally active and productive citizens for society.
2 by drawing the attention of authorities and other organizations within its area of operation through proposals, petitions, and initiatives, and by actively working to promote physical activity and to acquire and maintain the necessary training facilities and equipment.
3 by engaging in publishing activities.
4 by accepting donations and bequests, and by owning real estate necessary for its operations.
5 by raising funds to support its non-profit activities through organizing entertainment and dance events, fundraisers, and raffles; by owning and maintaining sports facilities and -equipment, engaging in publishing and reproduction activities, as well as the lodging and catering business and bingo operations, and supplying its members with sports equipment and apparel on a not-for-profit basis.
Members
The members of the association are either annual members, lifetime members, honorary members, honorary chairpersons, or supporting members.
The board may approve as an annual member any person who agrees to abide by the association’s rules and decisions. Annual members under the age of 15 are referred to as youth members in these bylaws.
The Board has the right to appoint a member as a lifetime member if they
- have paid the admission and membership fees and have been a member of the association for at least 15 years, or
- has paid the specified lifetime membership fee, or
- has rendered significant athletic, financial, or other services to the association.
Lifetime members are exempt from membership fees.
Upon the recommendation of the board of directors and by resolution of the association’s meeting, a person who has made an exceptionally significant contribution to the association’s activities may be invited to become an honorary member. Honorary membership is for life.
A person who has served with distinction as the association’s chairperson may be appointed as honorary chairperson by a resolution of the association’s meeting. The title of honorary chairperson is held for life.
The association’s board may approve an individual as a supporting individual member and a legally qualified entity as a supporting organizational member, provided that such members support the association’s activities by paying an annual or one-time supporting membership fee.
The association maintains a list of its members as required by the Associations Act.
07
Resignation
A member of the association has the right to resign from the association at any time by notifying the board of directors or its chairperson in writing, or verbally, to be recorded in the association’s minutes.
Resignation is considered effective immediately upon notification, but the resigning member is obligated to pay any outstanding dues and fulfill other obligations required by these bylaws until the end of the current fiscal year.
08
Expulsion
If a member has failed to fulfill the obligations to which they committed upon joining the association, or if their conduct within or outside the association has significantly hindered the association’s operations, the association has the right to expel them from the association.
The Executive Board has the authority to expel a member. If a member is expelled due to unpaid dues, they have no right to appeal the decision to the association’s meeting.
If a member is expelled for a reason other than failure to pay dues and is dissatisfied with the decision, they may bring the matter before a general meeting of the association for review. This requires that, within one month of the expulsion decision being mailed, they submit a written request to the board demanding that the expulsion decision be addressed at the next meeting. Overturning a expulsion decision requires at least a two-thirds majority.
Fees
09
The annual membership fee, lifetime membership fee, supporting member fee, and new member admission fee for the following term are determined by the fall meeting.
Lifetime members, honorary members, and honorary chairs are exempt from membership fees.
Fees charged for services provided by the association to its members are set forth in separate bylaws, which are approved annually by the fall meeting.
Membership fees and other annual fees mentioned above must be paid no later than May 1. New members must pay their dues within three weeks of being accepted as members.
Upon a justified request, the Board may grant a deferral of the annual membership dues to an annual member.
Administration
The Executive Board, elected by the fall meeting, directs the association’s activities, manages its finances and assets, and represents the association.
The Board consists of a chairperson elected for one term and eight (8) members elected for two terms. Half of the Board members are up for election each year. On the first occasion, half are elected by lot, and on subsequent occasions, in rotation.
If a member of the Executive Board is unable to perform their duties during their term of office, the association’s meeting shall elect another member to replace them for the remainder of their term.
The Board of Directors shall elect a secretary and two vice-chairs from among its adult members, as well as any other officers it deems necessary.
The Board of Directors shall convene upon the call of the Chair or, if the Chair is unable to do so, either Vice Chair, or when at least three (3) members of the Board of Directors request it in writing.
The Board has a quorum when, in addition to the Chair or either Vice Chair, at least four (4) other Board members are present.
Minutes shall be taken at each Executive Board meeting and signed by the chairperson and the secretary of the meeting. The minutes shall be reviewed at the next Executive Board meeting.
The Executive Board’s duties include, in particular:
1 to act as the association’s highest executive and supervisory body, ensuring that activities consistent with the association’s purpose and objectives are carried out according to plan
2 to be responsible for the association’s operations in accordance with laws and regulations
3 to plan and develop the association’s overall activities in accordance with its purpose and objectives
4 to establish the division of duties among its members and to appoint the necessary committees and working groups to carry out the tasks assigned to them for which the Board is responsible
5 be responsible for the association’s external activities
6 be responsible for the obligations arising from the association’s meetings
7 maintain a membership roster
8 manage the association’s finances
9 manage the association’s communications
10 to admit and expel members, with the exception of honorary members and honorary chairs, who are approved by the association’s meeting
11 to appoint, when necessary, and dismiss the association’s salaried staff, and to agree on their terms of employment
12 decide on the awarding of the association’s medals of merit and on the nomination of other honors and awards
13 take all measures necessary in the best interests of the association
14 submit the accounts to the auditors for review at least three weeks before the spring meeting
11
Signing on Behalf of the Association
The association’s name shall be signed by the chairperson or either of the vice-chairpersons, together with the secretary or a member of the board or an officer designated by the board.
Signatories must be of legal age.
12
Notice of Meeting
A notice of meeting shall be published in the association’s newsletter or in a daily newspaper published in the Helsinki metropolitan area, as determined by the association’s fall meeting, no later than seven (7) days before the meeting.
13
Voting Rights
With the exception of youth members, annual and supporting members who have failed to pay their overdue membership dues, and supporting organizational members, every annual, supporting, lifetime, and honorary member of the association, as well as the honorary chairperson, shall have one vote. Voting by proxy is not permitted.
14
Decision-Making Authority
The association’s meeting has the highest decision-making authority. Decisions are made by a simple majority vote unless otherwise specified in these bylaws. In the event of a tie, the opinion supported by the chair of the meeting prevails; in ballot votes and elections, the decision is made by lot.
15
Regular Meetings
The association’s fall meeting is held in October, and the spring meeting is held in January or February, at times and locations determined by the board.
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Extraordinary Meetings
An extraordinary meeting of the association shall be held when the board deems it necessary or when at least one-tenth (1/10) of the association’s members have submitted a written request to the board regarding a specific matter. The notice of an extraordinary meeting must specify the matter for which the meeting is being convened.
An extraordinary meeting must be held no later than one month after the members have submitted a motion as described above.
17
Right to Initiate Matters
Matters that members of the association wish to have considered at the spring or fall meeting must be submitted to the board no later than December 15 for the spring meeting and September 1 for the fall meeting.
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Minutes
Minutes of the meeting shall be prepared and signed by the chair and the secretary of the meeting. The minutes shall be reviewed by two members present at the meeting who have been selected for this task.
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Spring Meeting
The Spring Meeting will address the following:
1 Opening of the meeting
2 Election of the following for the meeting:
- Chair
- Secretary
- Two minutes checkers—vote counters
3 Confirmation of:
- Attendees
- members entitled to vote
4 Confirmation of the legality and quorum of the meeting
5 Presentation of the annual report and financial statements prepared by the Board for approval, presentation of the auditors’ report, and decision on the approval of the financial statements
6 A decision is made to grant discharge from liability to the previous Board of Directors
7 Other matters proposed by the Board of Directors or by members in accordance with paragraph 17 are discussed
8 Adjournment of the meeting
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Fall Meeting
The following items will be addressed at the fall meeting:
1 Opening of the meeting
2 Election of the following for the meeting:
- Chair
- Secretary
- Two minutes checkers—vote counters
3 Confirmation of:
- Attendees
- members eligible to vote
4 Confirmation of the meeting’s legality and quorum
5 Approval of the following for the upcoming term:
- the amounts of the membership fee, lifetime membership fee, supporting membership fee, and new member admission fee
- the fees specified in Section 09 of the bylaws and the criteria for determining them
- the action plan
- the budget
- the general plan for activities in the coming years
6 The chair of the board, also known as the president of the association, shall be elected for the next term from among the adult members
7 Four (4) members shall be elected to the board for the next two terms to replace those whose terms are expiring
8 Elect two auditors and their respective personal alternates
9 Consider other matters proposed by the Executive Board or by members in accordance with paragraph 17
10 Adjournment of the meeting
Fiscal and Operating Year
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The association’s fiscal and operating year begins on November 1 and ends on October 31.
22
Amendment of the Bylaws and Dissolution of the Association
Amending the bylaws or dissolving the association requires a unanimous decision made by a majority of at least three-quarters of the votes at two consecutive meetings held at least one month apart.
The meeting notice must specify whether an amendment to the bylaws or the dissolution of the association will be on the agenda.
If a decision is made to dissolve the association, its assets must be transferred to a cause that promotes physical education within the association’s area of operation, in accordance with the decision of the final meeting that approved the dissolution. The liquidators shall be persons elected by the meeting. The dissolution of the association must be reported to the association registry.
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Associations Act
In all other respects, the Associations Act shall apply.
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Acquired Membership Rights
Acquired membership rights shall be retained.