Rules of
Hacklab Kuopio ry
1. Name and domicile of the association
The name of the association is Hacklab Kuopio ry, and its domicile is Kuopio.
2. Purpose and forms of activity
The association is politically and religiously non-aligned. Its purpose is to develop and promote opportunities for its members and its surrounding community to engage in scientific, technical, artistic and craft-related hobbies.
The association’s activities emphasize the following values: community, non-discrimination, openness (including the preference for open-source software and open standards), the promotion of technical and creative hobby opportunities, and ecological and social responsibility.
A core value of the association is maintaining an atmosphere that respects the dignity of every individual, where shared activities and learning new things form the foundation of operations.
To implement its purpose, the association aims to acquire premises, equipment and expertise for its members’ use. The association may:
-organize informal and guided activities related to its purpose,
-organize courses, training and instructional events and similar activities,
-organize competitions, demonstrations, excursions, camps and other events,
-organize celebrations, concerts, exhibitions or other occasions,
-advise, guide and train its members,
-provide joint activities for members and maintain groups composed of members,
-organize purpose-related trips for its members,
-maintain contacts and engage in active cooperation with other actors,
-maintain the association’s digital communication channels,
-publish association bulletins and other communications through various channels,
-acquire materials, equipment and software necessary for the association’s use,
-arrange premises for use by the association and its members,
-distribute and rent hobby equipment,
-own movable, immovable and intangible property necessary for its activities,
-contribute to its members’ direct competition costs,
-collect and distribute information and engage in research activities,
-participate in public discussion on matters related to its field,
-make proposals, initiatives and reports and issue statements to other organizations and authorities,
-cooperate with authorities, organizations, associations, companies and individuals,
-participate in or apply to participate in domestic or international projects, programmes or networks supporting the association’s purpose.
To support its activities, the association may, after obtaining the necessary permissions where required:
-collect membership fees,
-collect usage fees related to its activities,
-apply for and accept grants,
-accept donations and bequests,
-organize fundraising and other collections, lotteries, bazaars and events,
-conduct fundraising or sell products through crowdfunding,
-organize flea markets and other events,
-organize paid events,
-organize paid training, coaching and instruction,
-operate a café,
-operate licensed beverage service in connection with its events,
-perform volunteer work,
-sell advertising space,
-enter into sponsorship agreements,
-own immovable, movable and intangible property necessary for its activities,
-engage in rental activities involving equipment and premises under its control and receive payment for such,
-engage in small-scale service activities and production related to its purpose and receive payment for such,
-sell and distribute materials, equipment, publications, software and products related to its purpose,
-charge fees based on use, services or resources to support its activities.
3. Members
A person who accepts the purpose and rules of the association may be approved as an ordinary member. A private individual or a legal entity wishing to support the association’s purpose and activities may be accepted as a supporting member. Ordinary and supporting members are accepted by the board.
The association’s members consist of ordinary members, supporting members, honorary members and honorary chairpersons.
Ordinary members may belong to different membership categories. The autumn meeting decides the membership categories used for the following calendar year.
Supporting members have no voting rights in the association’s meetings.
The association may have honorary members. Honorary members are appointed by the association’s meeting.
A person who has meritoriously served the association may be appointed as an honorary member.
The association may have honorary chairpersons. An honorary chairperson is appointed by the association’s meeting.
A person who has meritoriously served as chairperson of the board may be appointed as honorary chairperson.
4. Resignation and expulsion of a member
A member has the right to resign from the association by notifying the board or its chairperson in writing, or by announcing their resignation in an association meeting for entry into the minutes.
Membership or startup fees already paid will not be refunded to a resigning member.
A member may be expelled by the board if they have failed to pay a due membership fee, neglected the obligations to which they committed by joining the association, significantly damaged the association through their conduct within or outside the association, or no longer meet the membership conditions set by law or these rules.
5. Startup and membership fees
The startup fee and the annual membership fees for different membership categories are determined by the association’s autumn meeting. Membership fees may differ between membership categories. The honorary chairperson and honorary members are exempt from membership fees.
6. Board
The association is managed by a board consisting of a chairperson elected by the association’s meeting, 3–8 ordinary members, and 1–4 deputy members.
The term of office of the chairperson is two (2) calendar years, beginning at the start of the calendar year following their election. The term of office of ordinary board members is also two (2) calendar years, with half of the ordinary members retiring annually. Deputy members are elected for a term of one calendar year. The chairperson, ordinary members and deputy members must all be members of the association.
The board elects from among its members a vice-chairperson and appoints a secretary, treasurer and other necessary officers either from among its members or from outside.
The board meets at the call of the chairperson or, if the chairperson is prevented, the vice-chairperson, whenever they deem it necessary or when at least half of the board members so request. The board must meet at least twice a year.
The board is quorate when at least half of its members, including the chairperson or the vice-chairperson, are present. Decisions are made by an absolute majority. In the event of a tie, the chairperson’s vote decides, except in elections, where the result is determined by drawing lots.
The board shall:
-direct and supervise the association’s activities,
-represent the association,
-elect the vice-chairperson and appoint a secretary, treasurer and other necessary officers,
-appoint representatives to meetings and events of other organizations,
-manage the association’s finances and property and ensure lawful bookkeeping,
-oversee the association’s communication,
-convene association meetings and prepare matters for them, as well as implement decisions,
-appoint necessary committees, working groups and officers,
-approve and expel ordinary members of the association,
-grant signing authority when necessary,
-make proposals to the association’s meeting regarding the appointment of honorary chairpersons and honorary members,
-approve agreements and commitments concerning the association within the limits of the action plan, budget and decisions of the association’s meeting,
-decide on the acquisition, sale, exchange, leasing, pledging or mortgaging of the association’s property within the authority granted by the association’s meeting.
7. Signing for the association
The association’s name may be signed by the chairperson of the board. The association’s name may also be signed jointly by two of the following: the vice-chairperson, the secretary or the treasurer.
8. Financial year and performance audit
The association’s financial year is the calendar year.
The association shall have 1–2 performance auditors and 1–2 deputy performance auditors. Their term of office is one calendar year, beginning at the start of the calendar year following their election.
The financial statements and necessary documents, as well as the annual report, must be submitted to the performance auditors at least one month before the spring meeting. The performance auditors must submit their written statement to the board no later than two weeks before the spring meeting.
9. Meetings of the association
The association shall hold two regular meetings annually: a spring meeting between February and May, and an autumn meeting between September and December.
An extra meeting shall be held when decided by an association meeting, when deemed necessary by the board, or when at least one-tenth (1/10) of the association’s voting members request it in writing from the board for a specified matter. The meeting must be held within thirty days from the date when the request was presented to a board member.
If decided by the board, participation in the association’s meeting may also take place via telecommunications or other technical means during or before the meeting.
Each ordinary member who is at least 15 years old and has paid their membership fee prior to the meeting, as well as honorary chairpersons and honorary members, has one vote. Supporting members have the right to attend and speak but not vote.
Proxy voting is not permitted.
Decisions of the association’s meeting are made by a simple majority of votes cast unless otherwise specified in these rules. In the event of a tie, the chairperson’s vote decides, except in elections, where the result is determined by drawing lots.
10. Convening association meetings
Meetings of the association are convened by the board, which also determines the time and place of the meeting.
Notice of the meeting must be published at least fourteen (14) days before the meeting, in the manner decided by the autumn meeting, either electronically or by letters sent to members.
Matters intended to be discussed at a regular meeting must be submitted to the board in writing at least four (4) weeks before the meeting.
11. Regular meetings
Spring Meeting Agenda
1. Opening of the meeting
2. Election of the chairperson, secretary, two minutes inspectors and two vote counters
3. Verification of participants, legality and quorum of the meeting
4. Approval of the agenda
5. Presentation of the financial statements (income statement, balance sheet, annual report) and the performance auditors’ statement
6. Decision on adopting the income statement and balance sheet
7. Decision on granting discharge from liability to the board and others accountable, and on any measures arising from the administration and financial statements of the previous year
8. Handling of other matters mentioned in the meeting notice
9. Closing of the meeting
Autumn Meeting Agenda
1. Opening of the meeting
2. Election of the chairperson, secretary, two minutes inspectors and two vote counters
3. Verification of participants, legality and quorum of the meeting
4. Approval of the agenda
5. Consideration and adoption of the board’s action plan proposal for the next financial year
6. Decision on the membership categories, membership fees and entrance fee for the next financial year
7. Decision on the principles for remunerations and reimbursements for the next financial year
8. Consideration and adoption of the action plan and budget for the next financial year
9. Decision on the number of ordinary board members (3–8) and deputy members (1–4) for the next term
10. Election of the chairperson of the board every other year
11. Election of ordinary board members to replace those retiring and election of deputy members annually
12. Election of 1–2 performance auditors and personal deputies for the next financial year
13. Decision on the method of publication of meeting notices and other communications
14. Handling of other matters mentioned in the meeting notice
15. Closing of the meeting
12. Amendments of the rules and dissolution of the association
A decision to amend the rules or dissolve the association must be made at a meeting of the association by at least a three-fourths (3/4) majority of votes cast. The meeting notice must specify that the amendment of rules or dissolution will be considered.
Upon dissolution, the association’s assets shall be used to promote the association’s purpose in a manner determined by the meeting deciding on the dissolution. If the association is terminated, its assets shall be used for the same purpose.