Oulun Suomalais-Japanilainen Yhdistys ry´s Rule
This English version of the rules is provided for informational purposes only.
In case of any discrepancies or differences in interpretation between the English translation and the original Finnish text, the original Finnish version shall prevail and is the only legally binding version.
§1 Name and Domicile
The name of the association is Oulun Suomalais-Japanilainen Yhdistys r.y.
In international contexts, the association may use the unofficial English name Oulu Finnish-Japanese Society and the Japanese name Oulu Fin-nichi Kyoo-kai.
The domicile of the association is Oulu, Finland.
§2 Purpose and Nature of Activities
The purpose of the association is to promote cultural interaction between Japan and Finland, and to advance knowledge of Japan in Finland as well as knowledge of Finland in Japan.
The association does not aim to generate financial gain for those participating in its activities.
To achieve its purpose, the association shall:
- Promote personal interaction between Finnish and Japanese people
- Engage in information dissemination and publishing activities
- Organise meetings and various events such as lectures, training sessions, celebrations, and similar occasions
- Maintain contact with authorities, institutions, and organisations
- Maintain contact with Finnish–Japanese associations operating in Japan and with other persons and organisations interested in Finland
§3 Members
Membership is open to individuals, legally competent entities, and foundations approved by the Board upon written application.
Members of the association include ordinary members, honorary members, supporting members, and organisational members.
Honorary Members
Upon proposal by the Board, the association may invite as an honorary member an individual, whether a member or not, who has made a particularly significant contribution in line with the association’s purpose.
An honorary member has all the rights of a member but is exempt from membership fees.
Supporting Members
The Board may approve a private individual or a legally competent entity as a supporting member.
The annual membership fee for supporting members is ten (10) times the annual fee of an ordinary member. No joining fee is charged.
A supporting member has the right to speak but not to vote at association meetings.
Organizational Members
Registered local branches and other legally competent organisations may be approved as organisational members of the association.
A registered association may be approved as a local branch upon application, provided its rules align with the association’s objectives, and it is approved by the Board in a meeting.
An organisational member shall pay the annual membership fee determined by the annual meeting; no joining fee is charged.
By February 10 each year, a local branch must submit to the Board: Its annual activity and financial report, its action plan, A copy of the minutes of its annual meeting, A notification of its Board members, and any matters it wishes to submit for consideration at the association’s annual meeting.
Organisational members have the right to appoint one representative, elected at their annual meeting, to attend the association’s meeting.
The representative must present an extract from the local branch’s annual meeting minutes confirming their appointment.
Resignation and Expulsion of a Member
The Board may expel a member who fails to comply with the association’s rules or decisions, or whose conduct is detrimental to the association’s activities or reputation.
Before a decision is made, the member must be given the opportunity to provide an explanation.
A member expelled by the Board has the right to appeal to the association’s meeting by submitting a written appeal to the Board within fourteen (14) days of being informed of the expulsion decision.
Failure to Pay Membership Fees
If a member has failed to pay their membership fee for any year and has not paid it by the end of the following financial year, the Board may consider the member to have resigned from the association.
In such cases, the Board is not required to offer the member an opportunity to provide an explanation, nor does the member have the right to appeal to the association’s meeting.
§4 Board
Composition of the Board
The Board consists of a Chairperson and four (4) to six (6) members elected at the annual meeting.
The term of office of the Board is the period between annual meetings.
The Board shall elect a Vice Chairperson from among its members and appoint a Secretary, Treasurer, and other necessary officers.
The Board may establish working groups, either from among its members or externally, for specific tasks.
Quorum and Decision-Making
The Board has a quorum when more than half of its members are present, including the Chairperson or Vice Chairperson.
Decisions are made by a simple majority of the members present.
In the event of a tie, the Chairperson’s vote shall decide; in elections, the decision shall be made by drawing lots.
§5 Signing on Behalf of the Association
The association’s name shall be signed by the Chairperson or Vice Chairperson together with the Secretary or Treasurer, or by two persons authorised by the Board jointly.
§6 Accounts, Audit, and Operational Review
The association’s financial year is the calendar year.
The financial statements and annual report with related documents must be submitted to the operational auditors no later than three (3) weeks before the annual meeting, which must be held by the end of February.
The operational auditors must submit a written audit report to the Board no later than two (2) weeks before the annual meeting.
The annual meeting shall elect two operational auditors and two deputy operational auditors.
Their term of office is the period between annual meetings.
§7 Convening Association Meetings
Association meetings are convened by the Board.
A meeting notice must be sent in writing to each member no earlier than two (2) months and no later than two (2) weeks before the meeting.
§8 Association Meetings
The annual meeting of the association shall be held each year on a date determined by the Board, before the end of February.
An extraordinary meeting shall be held when the Board deems it necessary, or when at least one tenth (1/10) of the voting members of the association request it in writing for a specified matter.
The meeting must be convened within two (2) weeks of receipt of the request.
Each ordinary member, honorary member, and organisational member who has reached the age of fifteen (15) shall have one vote at association meetings.
§9 Annual Meeting
The following matters shall be addressed at the annual meeting:
- Opening of the meeting
- Election of the Chairperson and Secretary of the meeting, two examiners, and two vote counters
- Confirmation of the legality and quorum of the meeting
- Presentation of the financial statements, the Board’s annual report, and the operational auditors’ report
- Approval of the financial statements
- Decision on granting discharge from liability to the Board and other accountable parties
- Decision on the amount of the joining fee, ordinary membership fee, supporting membership fee, and organisational membership fee
- Approval of the action plan and budget for the current operating period
- Election of the Chairperson of the Board, determination of the number of Board members, and election of Board members
- Election of two operational auditors and their deputies
- Consideration of other matters mentioned in the meeting notice and submitted to the meeting
If a member wishes to have a matter decided at an association meeting, they must notify the Board in writing sufficiently in advance for the matter to be included in the meeting notice.
§10 Fundraising
To support its activities, the association may receive donations and bequests, organise fundraising campaigns and lotteries with appropriate permits, and own movable and immovable property necessary for its activities.
§11 Amendment of the Rules
A proposal to amend these rules must be submitted in writing to the Board by the end of January.
The Board shall provide its opinion, after which the matter shall be decided by the annual meeting.
Approval of a rule amendment requires a majority of three-quarters (3/4) of the votes cast.
The meeting notice must mention any proposed amendments to the rules.
§12 Dissolution of the Association
A decision to dissolve the association shall be made in the same manner as an amendment of the rules.
In the event of dissolution or termination, the association’s assets shall be transferred, in a manner determined by the dissolution meeting, to another registered association or legally competent entity pursuing similar objectives.