Association rules

Rules in effect (translated from Finnish, which are the official rules)
Effective since date: 06.10.2023 11:51:52

1. Name and Domicile

The name of the association is Kulomaa ry (Kulomaa association in English), and its domicile is Helsinki.

2. Purpose and Nature of Activities

The purpose of the association is to promote and develop recreational cultivation. To achieve this purpose, the association rents cultivation plot areas from the City of Helsinki and allocates cultivation plots to its members in exchange for a membership fee.

To achieve its purpose, the association:

• May publish association bulletins and other communications through various channels.
• Advises and guides its members.
• Organizes cultivation-related lectures and discussion events, summer events, landscape maintenance and restoration work parties for the entire cultivation plot area, and harvest festivals.

To support its activities, the association may, after obtaining the necessary permits:

• Organize fundraising and lotteries.
• Organize sales, flea markets, and other events.
• Accept grants, donations, and bequests.

3. Members

A person who accepts the purpose of the association can be accepted as a regular member. A private person or a legal entity that wishes to support the purpose and activities of the association can be accepted as a supporting member. Regular members and supporting members are accepted by the association’s board upon application. A person who has significantly promoted and supported the activities of the association can be invited as an honorary chairman or honorary member at the association’s meeting upon the board’s proposal.

4. Membership and Joining Fees

The amount of the joining fee and the annual membership fee for regular members and supporting members is decided separately for each member group by the annual meeting. The honorary chairman and honorary members do not pay membership fees.

5. Board

The affairs of the association are managed by a board consisting of a chairman and 3-6 other regular members and 1-3 deputy members elected at the annual meeting. The term of the board is the period between the election meetings. The board elects a vice-chairman from among its members and appoints a secretary, treasurer, and other necessary officials from among its members or from outside. The board meets at the invitation of the chairman or, in his absence, the vice-chairman, when they deem it necessary or when at least half of the board members request it. The board is quorate when at least half of its members, including the chairman or vice-chairman, are present. Decisions are made by an absolute majority of votes. In the event of a tie, the chairman’s vote decides, except in elections, where the decision is made by drawing lots.

6. Signing the Association’s Name

The association’s name is signed by the chairperson of the board, the vice-chair, the secretary, or the treasurer, two together.

7. Financial Year

The financial year of the association is the calendar year.

8. Association Meetings

Participation in the association’s meeting can be done by mail or through a telecommunications connection or other technical means during or before the meeting, as decided by the board or the association’s meeting. The association’s meeting approves the voting and election procedures. The annual meeting of the association is held annually on a day determined by the board between January and May. Each regular member, honorary chairman, and honorary member has one vote at the association’s meetings. Supporting members have the right to attend and speak at the meeting. Unless otherwise specified in the rules, the decision of the association’s meeting is the opinion supported by more than half of the votes cast. In the event of a tie, the chairman’s vote decides, except in elections, where the decision is made by drawing lots.

9. Convening Association Meetings

The board must convene the association’s meetings at least 7 days before the meeting. The meeting notice must be sent to members by:

• Letter or email

10. Annual Meeting

The following matters are addressed at the association’s annual meeting:

• Opening of the meeting
• Election of the chairman, secretary, two minutes reviewers, and, if necessary, two vote counters
• Confirmation of the legality and quorum of the meeting
• Approval of the meeting agenda
• Presentation of the financial statements, annual report, and the auditors’ report
• Decision on the approval of the financial statements and discharge of the board and other accountable persons from liability
• Confirmation of the action plan, income and expenditure estimate, and the amount of joining and membership fees
• Election of the chairman and other members of the board
• Election of one or two auditors and deputy auditors or one or two auditors and deputy auditors
• Addressing other matters mentioned in the meeting notice

If a member of the association wishes to have a matter addressed at the annual meeting, they must notify the board in writing in sufficient time for the matter to be included in the meeting notice.

11. Amendment of Rules and Dissolution of the Association

A decision to amend the rules and dissolve the association must be made at the association’s meeting by at least a three-fourths (3/4) majority of the votes cast. The meeting notice must mention the amendment of the rules or the dissolution of the association. Upon dissolution of the association, the association’s funds are used to promote the association’s purpose in a manner determined by the meeting deciding on the dissolution. If the association is dissolved, its funds are used for the same purpose.