Rules of Aalto University Students of Arts, Design and Architecture TOKYO ry
- Name and location of the association
The name of the association is Aalto University Students of Arts, Design and Architecture TOKYO ry and it is located in Helsinki. The association uses an unofficial abbreviation of its name TOKYO.
PURPOSE AND FORMS OF ACTIVITY
- Purpose and forms of activity
The purpose of the association is to bring its members together and advance the collaboration, place in society, professional, economical, social, mental, study, student and culture related interests and goals of students of art and industrial art and students who have already graduated and promote the respect and knowledge of degrees and students in fields of art and industrial art in society.
To fulfill the purpose the association
-organizes culture events
-supports the studying and needs of the studies of its members
-does advocacy in academic and social policy affairs
-develops and maintains the national and international collaboration
-maintains communicaition
-supports the activity and collaboration with other communities promoting the interests of the association
To sustain its activity the association can
-receive donations and testaments
-own property necessary for its activity
-organize fundraisers and raffles once granted the permission
MEMBERS
- Members
The association can have members, alumnimembers, supporting members and honorary members.
- Member
A person applying for membership can be approved as a member if they are doing a degree or studies in art or industrial art or a field closely related to them in Aalto University School of Arts, Design and Architecture as part of their degree and they approve the rules and principles of the association. A member can become an alumni member after completing a degree in the Aalto University School of Arts, Design and Architecture and notifying about this to the association board.
If Aalto University School of Arts, Design and Architecture ceases to exist or becomes a part of another institution a person can be approved as a member if they are doing a degree or studies in the field of art, industrial art or a field closely related to these fields as part of their degree in the institution continuing the work of Aalto University School of Arts, Design and Architecture.
The members will be approved based on the applications by the association board.
- Alumni member
A person applying as an alumni member can be approved if they have completed a degree in Aalto University School of Arts, Design and Architecture or in an institution predating it and if they approve the rules and principles of the association. After completing the before mentioned degree in Aalto University School of Arts, Design and Architecture a member can join as an alumni member by announcing this to the association board.
If Aalto University School of Arts, Design and Architecture ceases to exist or becomes a part of another institution a person can be approved as an alumni member if they are have completed a degree or studies in the field of art, industrial art or a field closely related to these fields as part of their degree in the institution continuing the work of Aalto University School of Arts, Design and Architecture.
Alumni members will be approved by the association board based on the applications.
Alumni members do not have a right to vote.
- Supporting members
A person or community can be approved as a supporting member if they want to support the association’s purpose and activity and they approve the rules and principles of the association.
Supporting members will be approved by the association board based on the applications.
Supporting members do not have a right to vote.
- Honorary members
A person that has promoted and supported the association’s activity and goals in a significant way can be invited as an honorary member by the proposal of the board in a general meeting of the association.
Honorary members do not have a right to vote.
Membership and membership fees
- Resignation, removal and consideration of a member as resigned
A member has a right to resign from the association with a written announcement to the board, chairperson or by asking the matter to be stated in the minutes of a general meeting of the association.
The board can remove a member from the association if the member has left the membership fee unpaid or otherwise not fulfilled the duties that the member has committed to when joining the association or by causing damage to the association with their action or by not filling the terms of membership required by law or the association rules.
A member can be removed also if they have completed or discontinued the degree in a field of art, industrial art or a field closely related to these that they have studied while joining as a member unless they have announced their interest to join as an alumni member of the association. A member that has not included the studies in Aalto University School of Arts, Design and Architecture as part of their degree can be removed regardless of this for they do not meet the requirements of the alumni membership.
- Membership fees
The amount of the membership fee charged from members, alumni members and supporting members will be decided by the fall meeting of the association.
Honorary members do not pay membership fees.
DECISION MAKING AND ADMINISTRATION
- Board
The association is managed by a board that includes a chairperson and the three to ten (3-10) other members elected in the fall meeting of the association.
As a recommendation the chairperson should be doing a degree in Aalto University School of Arts, Design and Architecture. Also it is recommended that at least half of the other board members are degree students from the Aalto University School of Arts, Design and Architecture.
The term of the board is one calendar year.
The board chooses a vice-chair among itself and chooses a secretary, treasurer and other necessary officials amongst or outside the board.
The board meets by the request of the chairperson or the vice-chair in the chairperson’s absence when they see it necessary or at least half of the board members demand it.
The board has the quorum when at least half of its members, the chairperson or vice-chair included are present. The votes are resolved by a simple majority of votes. In the case of votes being even the vote is resolved by the chairperson’s vote but in the case of elections by lottery.
The board decides about hiring employees and their terms with in the constraints of the budget.
- Signing the name of the association
The signing on behalf of the association can be done by the chairperson and vice chairperson together or either one of them with the treasurer.
- Accounting period and closing of the accounts
The Accounting period of the association is one calendar year.
The closing of the accounts with the documents necessary is to be handed to the checker of the accounts latest one month before the spring meeting.
The checker of the accounts is to hand a written statement to the board latest two weeks before the spring meeting.
- The general meetings of the association
The association holds two general meetings in a year.
The spring meeting of the association is held in January-May and the fall meeting in September-December on a date set by the board.
The matters to be taken up in the general meetings include in addition to the duties determined in these rules and in association law
-deciding on the direction of the association and economical activity of the association and the direction of the finances of the companies owned by the association
-deciding on the plans and projects with significant financial risks or responsibilities in related to the finances or activity of the association
-deciding on the acquiring or donating of property
An additional general meeting is held when the general meeting so decides or the board sees it necessary or when at least one tenth (1/10) of the members of the association with a right to vote are demanding for it from the board with a written statement. The meeting is to be held within thirty days of when the demand has been presented to a member of the board.
In the general meetings of the association every member has one vote. Alumni, supporting and honorary members do not have a right to vote but have a right to speak and attend the meeting. The decision of the general meeting will be unless the rules otherwise dictate the decision that has been supported by over a half of the given votes. In the case of the votes being even the vote of the chairperson decides but in cases of elections the vote will be decided by lottery.
- Convening the general meetings of the association
The board is to convene the general meeting at least seven days before the meeting by mail or email invitation.
- General meetings
The spring meeting will take up the following matters:
- opening the meeting
- electing a chairperson, secretary, two examiners of the minute and if needed two vote counters
- stating the legality and meeting quorum
- approving the agenda of the meeting
- presenting the closing of the accounts, annual report and the statement by the checker of the accounts
- deciding on the confirmation of the closing of the accounts and granting the freedom of responsibility to the board and other responsibles
- other matters mentioned in the meeting invitation
The fall meeting of the association will go through the following matters
The spring meeting will take up the following matters:
- opening the meeting
- electing a chairperson, secretary, two examiners of the minute and if needed two vote counters
- stating the legality and meeting quorum
- approving the agenda of the meeting
- confirming the plan of action, budget and the membership fees for the following calendar year
- electing the chairperson of the board and other board members
- electing on or two checkers of the accounts and vice checkers of the accounts
- electing the representatives to the company meetings of the companies owned by the association
- other matters mentioned in the meeting invitation
In case a member of the association wants to get a topic to the agenda of the spring or fall meeting they are to give a written announcement of it to the board latest 14 days before the meeting so that the topic can be added to the meeting invitation.
OTHER RULES
- The markings of the association
The colors of the association are white and yellow the heraldic gold and silver. The sign of the association is an arithmetic spiral that revolves around itself three times and the lines and gaps of which are even. The spiral is presented with the colors of the association in yellow on a white background.
- By-laws
The association can have by-laws and rules of order in addition to these rules that are approved by the general meeting of the association by at least three quarters (¾) majority of the given votes.
- The publication of the association
The association publishes a magazine called Torso. The magazine is published at least four times a year.
- Altering the rules and terminating the association
The decision of altering the rules is to be made with at least three quarters (¾) majority of the given votes. The meeting invitation is to state about the altering of the rules or terminating of the association. In the case of terminating the association the funds of the association will be used to promote the cause of the association in a way determined by the general meeting. In the case of the association being abolished the funds will be used for the same purpose.