1 Name, domicile, purpose and languages
1§ Name and place of residence
The name of the association is Aalto Turkish-speaking Association ry (ATA). In these rules, it is referred to as an association. The domicile of the association is the city of Espoo.
2§ Purpose and operation of the association
The purpose of the association is to contribute to the solidarity within the Aalto community by bringing together Turkish language & culture enthusiasts. To fulfil its purpose, the association can:
- organize meetings, parties, and excursions;
- organize information events related to studies, higher education and social issues;
- manage the association’s internal information activities;
- help its new members to familiarize themselves with the university and its atmosphere, and to cope with the problems that arise in the initial stages of their studies and moving to Finland process;
- keep in touch with Aalto’s Turkish-speaking alumni, as well as with the old members of the association;
- maintain contact and cooperate with the Aalto University Student Union (AYY), Aalto University, the companies collaborating with the association and other stakeholders that are willing to contribute to the association;
- strive to achieve its purpose by engaging in other similar forms of activity.
3§ Supporting operations
In order to support its activities, the association can organize gatherings, parties, raffles, sales, fun events and training events as well as other comparable events, engage in publishing activities related to its purpose, and receive donations and bequests. In addition, it collects membership fees.
The association can own movable and immovable property necessary for its activities.
4§ Languages of the Association
The official language of the association is English.
2 Members and fees
Members of the association are full, internal, external, and honorary members.
- Full member: Members who are Aalto students and association-fee-paying AYY members (association-fee-paying stands for people who pay ATA ry association fee)
- Internal members: Members who study at Aalto University
- External members: Members who do not study at Aalto University and legal external entities
- Honorary members: Members who are selected by the board due to their distinct contributions to the association.
Everyone interested in the association’s activities can be accepted as a member of the association.
A person who has particularly distinguished themselves in the activities of the association or who has otherwise significantly promoted its efforts can be called an honorary member of the association by a three-fourths (3/4) majority vote of the board.
The proposal to be invited as an honorary member is made by the board, but a group of fifteen (15) association members also has the right to do so.
The association can have a maximum of ten (10) honorary members at the same time.
6§ List of members
The association must keep a membership list of all its members. The member is obliged to notify the association of changes to their domicile, name and email address. Members are contacted by e-mail or direct message on Telegram. A sent email and Telegram message are assumed to be received on the day it was sent.
§ 7 Membership fees
Members are not obliged to pay a membership fee, however, they can do so voluntarily. Only the fee-paying AYY students can vote in the elections. The membership fee is collected every academic year, the amount of which is determined in the association’s annual meeting.
§8 Resigning from the association
A member can resign from the association by notifying the board of the association or its chairman in writing, or by announcing the resignation in the minutes of the association meeting.
§9 Dismissal from the association
The board can dismiss a member who has grossly acted against the purpose of the association. In this case, the dismissal decision must be announced on the association’s official notice board, on the condition that the dismissed member remain anonymous, and it must also be submitted in writing without delay.
§10 Appealing against the dismissal decision
The expelled member has the right to appeal the decision in writing to the association meeting, which must then confirm the decision with a majority vote (%51 or greater). The appeal must be submitted to the board within fourteen days (14) days after the member has received information about the dismissal decision and must be dealt with mostly at the next association meeting, however no later than thirty (30) days from the date of filing the appeal.
3 Association Meetings
§11 Association meetings
The meetings of the association include the annual meeting, election meeting, and extra meetings. The meetings might be convened online, face-to-face or hybrid; hence, it is possible to participate in the meetings both face-to-face and online.
§ 12 Annual meeting
The annual meeting must be held between February and May and must discuss at least:
- activity report from the previous year;
- financial statements;
- statement of operational inspectors;
- approval of the financial statements;
- the action plan prepared by the board for the current term;
- the budget prepared by the board for the current term;
- the amount of the association’s membership fees for the next school year.
§ 13 Election meeting
The election meeting must be held between September and December and must deal with at least:
- election of the chairman of the board, vice chairman, secretary, treasurer and other board members for the next term of office
- the election of other association officials for the next term of office
- the election of one operation inspector and their personal deputy for the next term of office
§ 14 Extraordinary meetings
An extraordinary meeting is held when the board deems it necessary or when at least one-fifth (1/5) of the association’s voting members request it in writing for a matter specifically notified to the board. The meeting must be held no later than fourteen (14) days after the board has received the request, and no later than thirty (30) days outside Aalto University semesters.
§ 15 Rights at association meetings
Only association members have the right to attend association meetings. Full members have the right to vote. Other members have the right to speak and present.
By the decision of the meeting, non-members of the association can also be granted the right to attend and the right to speak.
§ 16 Decision-making
Decisions at the association meeting are made by the majority of votes (%51 or greater), unless otherwise stipulated in these rules. In the event of a tie, the opinion of the chairman of the meeting decides, however, in elections, a coin flip decides the winner.
§ 17 Summoning
The meeting invitation must state the time, place and matters to be discussed at the meeting. It must be published on the association’s official notice board and sent to members by email at least five (5) lecture days or seven (7) days before the meeting, outside of Aalto University semesters, however, at least fourteen (14) days before the meeting.
§ 18 Decisiveness
The decisions are determined in a legally convened meeting with a quorum.
§ 19 Matters to be dealt with
The matters mentioned in the meeting invitation will be discussed at the meeting.
When dealing with changing the rules of the association, the method and order of elections, electing or dismissing the board or its member or auditor, confirming the financial statements and granting the discharge, dissolving the association or other matters mentioned in § 23 of the Associations Act; the matter must be explicitly mentioned in the meeting invitation.
§ 20 Dismissal of a trustee or employee
The meeting can, for a justified reason, release a trustee or official in the middle of his term of office. This must be mentioned in the meeting invitation. When the board or its members are released from their duties, the decision must be made by a three-quarters (3/4) majority vote.
§ 21 Board
The affairs of the association are handled by the board elected for one calendar year at a time.
The minimum number of board members is 4. The board must include the chairman, vice chairman, secretary and treasurer. Additional board roles can be created and opened for election by the board.
Only the full members of the association are eligible for election to be on the board of the association.
§ 22 Duties of the Board
The duties of the board include:
- manages the activities of the association;
- create committees;
- prepare the matters that come up at the association meetings and implement the decisions made in them;
- manage the association’s finances and property;
- decides on acceptance as a member;
- prepare a proposal for the association’s action plan, budget, activity report and financial statements;
- supervise the activities of committees and officials;
- call association meetings when necessary;
- represents the association.
§ 23 Board members
The chairman of the board convenes the board meetings and leads the speech in them, convenes the association meetings and monitors that the association’s activities comply with the rules.
The board appoints a vice-chairman from among its members. The vice-chairman takes care of the duties of the chairman when they are unable to do so. The vice-chairman must be a full member of the association.
The task of the secretary is to prepare the minutes of the association’s meetings, keep records of the association’s members and take care of the archives.
The task of the treasurer is to manage the association’s finances and property and to prepare proposals for financial statements and budgets.
§ 24 Board meetings
The board meeting has a quorum if the meeting has been announced in a manner agreed upon by the board and more than half of the board members are present, such that the chairman or vice-chairman is present.
Decisions are made by an absolute majority vote. If the votes are divided equally, the chairman’s opinion decides, but in elections, a coin flip decides the winner.
§ 25 Association signatories
Aalto Turkish-speaking Association ry (ATA) name is signed by the chairperson and the vice chairperson of the board jointly or by either of them together with the secretary, the treasurer or a person authorised by the board.
The board can temporarily (maximum 14 days) authorize a full member of the association to write the name alone.
5 Officials and committees
§ 26 Appointment, term of office and participation in activities
Committees that work under the board and officials can be appointed by the association meeting and the board. In this case, the length of the terms of office must be determined, but no later than the end of the board’s term of office.
6 Administration and finances
§ 27 Office and accounting period
The association’s operating and accounting period is a calendar year.
§ 28 Operational inspect
The association’s management and administration are supervised by operational inspectors. The board of directors must submit the financial statements with the necessary documents and the activity report to the auditors no later than twenty-one (21) days before the annual meeting. Accounts must also be provided for verification upon request.
Operational auditors must provide the board with a written report addressed to the association’s annual meeting on the association’s management and operational audit they have delivered no later than fourteen (14) days before the annual meeting.
7 Special provisions
§ 29 Association emblems and signs
The association’s emblems, signs and official notice board are decided at the association’s meeting.
§ 30 Changing the rules
Changes to these rules can be made if the amendment proposal has been approved by at least three-fourths (3/4) of the votes cast in an association meeting. The amendment must be mentioned in the meeting invitation.
The amendment proposal can be made by the board, one-tenth (1/10) of the association’s full members, or thirty (30) full members of the association in writing to the board. The proposal made by the full members must be discussed at the next association meeting.
§ 31 Dissolution of the association
The association is dissolved if the association makes a decision about it by a three-fourths (3/4) majority of the votes cast in two (2) consecutive meetings, with an interval of at least thirty (30) days. The dissolution proposal must be mentioned in the meeting invitation.
After the association dissolves or becomes liquidated, its assets are transferred to AYY.
§ 32 Entry into force of a change or dissolution of the rules
A rule change or dissolution decision comes into force when it is entered into the association register.
§ 33 Matters not specified in the regulations
Unless otherwise stipulated in these rules, the Association Act shall be followed as applicable.