Rules

Rules of the Association of Students of Biochemistry in the University of Oulu Histoni ry

Disclaimer: in a case of ambiguity or dispute, the Finnish version of the rules is the official one.

1§ Name and domicile

The name of the registered association is Oulun yliopiston biokemian opiskelijat Histoni ry (“The Students of Biochemistry in the University of Oulu Histoni ry”) and its domicile is the city of Oulu. The association will be referred to as a “guild” in this document.

2§ The purpose of the guild

The purpose of the guild is to connect the students of biochemistry in the University of Oulu in order to promote solidarity and the supervision of interests. The guild is not meant to create profit or other direct financial benefits to the people involved in its activities, nor are its activities to become mainly economic. The guild is party politically neutral.

3§ The activities of the guild

To fulfil its purpose, the guild

1) will look after the educational and occupational interests of the students of biochemistry
2) will maintain connections to both Finnish and foreign associations and communities with similar goals and operational principles. The guild can also join these associations.
3) aims to create solidarity between the students and the staff of the University
4) organizes student counselling, meetings and lectures, excursions, and recreational activities such as sporting events and social get-togethers
5) makes proposals and motions, and gives statements to other organisations and the authorities
6) publishes a magazine, and maintains a website and an optional mailing list for its members

4§ Supporting the activities

To support its activities, the guild can accept donations and wills. After receiving the correct permits, the guild can also organize raffles, fund-raising campaigns, and parties. It can also sell advertising space for companies in the guild’s clothes and publications, relay study materials and equipment, and do small scale voluntary work. However, these must not be done for profit.

5§ Ordinary members

All private individuals who want to participate in the guild’s activities can be accepted as its ordinary members.

6§ Supporting members

All associations or private persons of legal capacity, who want to support the guild, can be accepted as supporting members.

7§ Honorary members

The guild can nominate honorary members. These are people who have worked especially vigorously for the guild or substantially progressed its activities. A proposal for honorary membership can only be made if the board of the guild is unanimous in its decision. The final decision will be made in the meeting of the guild. To be accepted as an honorary member, the proposal must be supported by at least 2/3 of all the votes cast. An honorary member is relieved of all membership fees.

8§ The right to vote

Only those ordinary members of the guild who study in the Biochemistry Degree Programme in the University of Oulu are eligible to vote.

9§ Acceptance of new members

New members are accepted by the board of the guild. Dismissing a membership application must always be justified. Without an exceptional reason, the board cannot reject a first-time membership application by a person studying the Biochemistry Degree Programme.

10§ Member’s liabilities

By joining the guild, the member commits to promoting the guild’s aims, and agrees to paying the joining fee and the yearly membership fee.

11§ Membership fees

The amount of the membership fee and grounds for the charge are decided by the annual spring meeting of the guild. The membership fees of ordinary members and supporting members can differ.

12§ Termination of a membership

A member of the guild has the right to resign from the guild. This must be done via a written notification to the board of the guild, the chair of the board, or by notifying the meeting of the guild.

13§ Roll of members

The board of the guild manages a roll of members. This list contains the full name of each member, their place of residence, and the year when their membership began.

A member of the guild has the right to ask to see all the names and residence information in the roll of members, and all the information regarding the member.

A member of the guild can demand the board to correct information about the member in the roll of members. The board must handle this request without any delays, and if it does not accept the demand, it must deliver written proof and explanation of the matter.

As is required by the Personal Data Act, the board must create and maintain a privacy policy. This document must be available to everyone. The contents of the roll of members must not be given to people outside the guild, and therefore they are not to be used for direct marketing.

The board is responsible for removing all information regarding members who have resigned or have been discharged from the guild.

14§ Administration of the guild

The guild is represented and its matters are run by the board. The board is selected by the annual autumn meeting.

15§ Eligibility of a board member

Board members and the vice board members must be members of the guild during their term. The chair of the board must have a residence in Finland. Otherwise, an exceptional permit must be sought from the National Board of Patents and Registration.

16§ Term of the board

The term for the board is one (1) calendar year.

17§ Composition of the board

The board consists of a chairperson, a secretary general, a treasurer, a vice chairperson, and between four (4) to six (6) other board members.

18§ Responsibilities of the board

The responsibilities of the board are as follows:

1) to guide the actions and activities of the guild
2) to take care of general matters of the guild
3) to take care of the finances, financial resources, and other assets of the guild
4) to present a yearly report and financial statement to the annual spring meeting
5) to represent the guild
6) to accept new members and to maintain the roll of members
7) to dismiss members
8) to decide on medals and certificates of honour
9) to make proposals of honorary members
10) to convene and prepare the annual meetings and extraordinary meetings
11) to carry out the decisions made by the guild
12) to take measures to ensure that the guild’s interests are followed

19§ Responsibilities of the chairperson

The responsibilities of the chairperson, along with the rest of the board, are as follows:

1) to call the board meetings, and preside the board meetings and meetings of the guild
2) to notify the National Board of Patents and Registration of any changes as necessary
3) to lead the activities of the guild as described by the decisions of the board and the annual meetings
4) to look after external relationships
5) to sign the minutes of the board meetings
6) to supervise that the guild takes care of matters required by these rules and by law
7) to take care that decisions made by the annual meetings and the board are acted out
8) to monitor accounting, so that it is done as the board has decided; and to ensure that the possessions and finances are taken care of meticulously, and that the financial resources are being deposited according to the decisions by the board
9) to check invoices, issue payment orders, and supervise routine matters
10) to work together with the board to ensure the success of the activities of the guild, and to make motions and suggestions to remove possible faults in them
11) to be responsible for the yearly planning
12) to be responsible for developing the guild

20§ Responsibilities of the secretary general

The responsibilities of the secretary general, along with the rest of the board, are as follows:

1) to prepare the agendas and matters handled in the board meetings and in the annual meetings alongside the chairperson
2) to write the minutes of the meetings, other documents, letters, and to sign them together with the chairperson, and to oversee correspondence
3) to prepare the annual report, and to prepare with the chairperson the action plan for the board and for the annual spring meeting
4) take care of the archives of the guild

21§ Responsibilities of the treasurer

The responsibilities of the treasurer, along with the rest of the board, are as follows:

1) to manage the accounting of the guild
2) to receive and deposit the guilds funds, which the treasurer is legally responsible for
3) to pay invoices accepted by the chairperson
4) to take care of membership fees and claims
5) to take care of the accounts of the guild, prepare the budget, and to deliver them with the necessary receipts for the board and auditors
6) to prepare a budget which the board presents in the annual spring meeting
7) to manage any possessions of the guild, and to maintain a detailed list of equipment

22§ Assembling the board

The board will be called by the chairperson or the vice chairperson as they see necessary, or when at least two members of the board demand a meeting. The notice of the meeting must be sent to the guild’s mailing list no later than 24 hours before the meeting. A meeting can be held electronically if all the board members accept this.

23§ Quorum of the board

A quorum is reached in the board meetings if at least half of its members, including the chairperson or the vice chairperson, are present.

24§ Deciding matters in the board meetings

The opinion of the board will be that whichever receives more than half of the votes cast by the board members present. In a case of a tie, the opinion of the chair decides the outcome. However, in elections a lot will be drawn.

25§ Discharging a member

The board can discharge a member of the guild if the member

1) has neglected to fulfill those requirements which s/he has committed to when joining the guild
2) has by malpractice or misconduct caused notable harm to the guild
3) does not fulfil membership requirements as outlined in the law and in 5§ and 6§ of these rules
4) joins and starts acting in another association which clearly has opposing views to the guild
5) publicly spreads unfounded information about the guild
6) harms the activities of the guild by deceitful conduct
7) does not obey the rules or the decision made by the guild, or justified orders made by its officials
8) has not paid the membership fee on time
9) despite receiving a warning from the board continues to carry out harmful and disrespectful action
10) has misplaced the guild’s assets or is guilty of dishonesty

Before a decision is made, the member must be allowed to give a proper explanation on the matter.

A discharged member can appeal to the annual meeting by submitting a written complaint to the board within 14 days after receiving the note of discharge, not including the day the notice was given.

26§ A temporary ban to the guild’s events

The board can temporarily ban a member from attending events organized by the guild. This ban can be up to six months. It cannot include meetings. This ban can be ordered if a member

1) has verifiably physically attacked another member during a get-together
2) has verifiably drank another member’s drinks, or caused damage to the guild or to the possession of a member in an event organised by the guild
3) has not obeyed an expulsion order by a bouncer in an event organised by the guild
4) has conducted oneself in a way that is contrary to proper behaviour
5) has acted in a way as outlined in the 26§ of these rules in mitigating circumstances

Before a decision is made, the member must be allowed to give a proper explanation on the matter. The reason must be written in the minutes.

27§ A public warning or reprimand given by the board

In mitigating circumstances, the board can give a reprimand or a public warning to a member due to the reasons stated in 26§ and 28§ of these rules. The public warning will be published on the mailing list.

Before a decision is made, the member must be allowed to give a proper explanation on the matter. The reason must be written in the minutes.

28§ Neglecting payment of membership fee

A member can be interpreted to be resigned from the guild if s/he has not paid his/her membership fee within three months of the due date.

29§ Medals and certificates of honour

The board of the guild decides on granting medals and certificates of honour.

30§ Signing the name of the guild

Persons entitled to sign the name of the guild are the chairperson, the general secretary, or the treasurer.

31§ Auditors

The guild has one auditor and one vice auditor as selected in the annual autumn meeting.

The term for the auditors is one (1) calendar year.

32§ Accounts and auditing

The accounting period of the guild is one (1) calendar year.

The financial statement with the necessary documents and the annual report made by the board must be given to the auditor at least one month before the annual spring meeting. The auditor must check the financial statement, accounting, and administration, and must present the audit report to the board no later than two weeks before the annual spring meeting.

The treasurer is responsible for creating the financial statement.

33§ Convening the meetings of the guild

The board of the guild will convene the meetings.

If an annual meeting is not convened, every member of the guild has the right to demand the meeting to be held.

The notice of the meeting must be sent out between seven days and one month before the meeting. This notice will be sent via the mailing list to all the members.

The starting time of the meeting must not be set so that it prevents members from attending the meeting.

The meeting must be held in the domicile of the association.

34§ Meetings of the guild

The annual spring meeting must be held yearly between February 15th and March 15th. The board is responsible for deciding the exact date, time, and place.

The annual autumn meeting must be held yearly during November. The board is responsible for deciding the exact date, time, and place.

An extraordinary meeting or assembly will be held if the meeting of the guild decides so, or if the board sees it necessary, or if at least ten (10) members, or at least 1/10 of members eligible to vote so demand it from the board with a written notice. The meeting must be held within 21 days of the request.

If a board member resigns, the meeting of the guild can select a new board member for the remaining term as long as the matter is presented in the notice of the meeting as required by these rules.

35§ Quorum of the meetings

A meeting of the guild is legal if it has been convened as state by these rules.

36§ The annual spring meeting

The annual spring meeting will handle the following affairs that must be mentioned in the notice of the meeting:

1) opening the meeting
2) the legality and quorum of the meeting
3) choosing a chairperson and a secretary, selecting two scrutinizers of the minutes and two tellers
4) approving the agenda
5) presenting the financial statement, the annual report, and the statement by the auditor
6) deciding on approving the financial statement
7) deciding on exemption of liability for the board and other responsible people
8) deciding on the membership fees
9) confirming the action plan and budget for the current term
10) handling other business
11) concluding the meeting

37§ The annual autumn meeting

The annual autumn meeting will handle the following affairs that must be mentioned in the notice of the meeting:

1) opening the meeting
2) the legality and quorum of the meeting
3) choosing a chairperson and a secretary, selecting two scrutinizers of the minutes and two tellers
4) approving the agenda
5) selecting the chair of the board
6) selecting the vice chair of the board
7) selecting the secretary general of the board
8) selecting the treasurer of the board
9) selecting between four (4) and six (6) other board members
10) selecting one auditor and one vice auditor for the next accounting period
11) handling other business
12) concluding the meeting

38§ Member’s right to introduce a motion

If a member wishes to have a matter discussed in a meeting of the guild, the member must notify the board early enough for the matter to be included in the notice of the meeting.

39§ Vote in the meetings of the guild

The members mentioned in the 8§ of these rules have the right to vote. All eligible members have a single vote. A private individual cannot vote via a representative or a proxy.

40§ Chair and secretary of the guild’s meeting

The meeting will select a chairperson and a secretary. Both must be members of the guild with the right to vote.

41§ Scrutinizers of the minutes and tellers

The meeting will select two scrutinizers and two tellers.

42§ Deciding on matters not mentioned in the notice of the meeting

Deciding on a matter that is introduced in the meeting and is not mentioned in the notice of the meeting will be moved to the next meeting, if two members entitled to vote so demand. The next meeting will be held at the earliest in seven (7) days’ time. On matters that are required to be handled in the annual meetings as set by these rules, or when changing the rules of the guild, or when deciding

on discharging a member of the guild, no decision can be made if the matter is not mentioned in the notice of the meeting.

43§ Incapacity in the guild’s meetings

A board member, or other member who has been trusted with tasks in the administration of the guild, is ineligible to vote in the following matters:

1) deciding on or dismissing an auditor
2) confirming the financial statement, or exemption from liability, if that person belongs to the administration

However, the right to be present and the right to speak is not restricted in these cases.

44§ Voting in the guild’s meetings

Only supported motions and the board’s proposals will be voted on. In elections, no support for a motion or candidate is required.

The resolution will be the opinion which is supported by more than half of the given votes in an election. In a case of a tie, the vote of the chair decides the outcome. If there are multiple proposals, and none of them receive more than half of the votes cast, multiple consecutive elections will be held in which two of the proposals are placed against each other.

In an election, the person who receives the most votes will be elected. In a case of a tie, a lot will be drawn to decide the outcome. If there are multiple positions to be decided simultaneously, everyone votes up to as many times as there are positions to be filled. The persons who receive most votes will then be elected in a sequence. If there is just a single position to be filled, or if the positions are filled individually, the person who receives the most votes will be elected even if that person receives less than half of the given votes.

The seats on the board can be voted on individually if the meeting so decides.

The elections and voting will be carried out by raising one’s hand or other similar manner. The votes will be cast with a ballot if two eligible persons in the meeting demand it.

45§ Changing the rules

Changing these rules can be brought up in a meeting of the guild, if the matter is mentioned in the notice of the meeting. The notice must include the main contents of the proposed changes. The change will pass if 3/4 of the votes or more are in favour of it.

The changes to the rules will take effect if they are confirmed in another meeting of the guild. This meeting must take place at least seven (7) days from the original meeting, and it must be supported by a 3/4’s majority of the votes cast.

46§ Preserving gained benefits

The benefits gained by members during the previous rules are not taken away when these rules take effect.

47§ Dissolving the guild

A decision to dissolve the guild is valid if the matter has been handled in two meetings and at least 5/6 of the votes cast are in favour of it. If the guild dissolves, or if it is abolished, its assets will be used to benefit the purpose of the guild in a manner decided by the meeting of the guild.


Translation work of these rules were sponsored by OYY