Rules

1 § Name and registered office of the association:

The association’s name is SONDIP – Association of Varsinais-Suomen multicultural associations. In international contexts, the unofficial English name SONDIP – The Union of Multicultural Associations in South-West Finland can be used for the association. The headquarters of the association are in Turku, and its language is Finnish. In these rules, the association will be mentioned as a union.

2 § Purpose and quality of operations:

The purpose of the association is to promote the visibility and integration of member associations in Finnish society, to increase interaction and cooperation between member associations and different persons, to promote the development and integration of immigrant services, to support the development of the activities of member associations, to encourage the functioning multiculturalism of Finnish society, to act as an individual and a community for human rights and promote equality in society and international networking. In order to fulfill its purpose, the association operates in Varsinais-Finland, informs member associations about matters concerning them, engages in publishing and educational activities, gathers and raises issues important to member associations, takes an active position on current issues by making presentations and initiatives and giving statements, seeks resources for the joint use of member associations , represents member associations in the preparation of decision-making concerning them, organizes discussion, organizes educational and cultural events, as well as counseling events that support its purpose and organizes leisure activities. To support its activities, the association collects membership fees from its members, accepts grants and donations. The association can own shares and other securities, manage and own real estate, produce small-scale catering services and apply for public subsidies, grants and development funding and organize lotteries. For its financial activities, the association obtains the relevant permit if necessary.

3 § Membership:

The members are registered associations approved by the union’s board that promote integration, immigrants’ culture, multiculturalism, internationalism, equality and human rights with their activities, as well as legal entities that work to fulfill the union’s purposes. A private person or a legal entity that wants to support the purpose and operation of the association can be accepted as a supporting member. Full members and supporting members are approved by the association’s board upon application. A person who has significantly promoted and supported the activities of the association can be invited as honorary chairman or honorary member at the board’s proposal at the association’s regular meeting.

4 § Resignation and dismissal of a member:

If a member decides to resign from the union, the board or its chairman must be notified in writing or noted in any of the regular meeting. The resigning member is obliged to fulfill all financial obligations that belong to them in the calendar year in which the resignation takes place. If a member has acted in a way that harms the union or has otherwise neglected the obligations to which he has committed himself by joining the union, the board has the right to dismiss him. A member of the association who neglects his membership fee obligation for two (2) consecutive calendar years can be considered resigned by the board’s decision. The member has the right to appeal the dismissal decision on a union meeting, with the exception of dismissal due to failure to pay the membership fee, by submitting a written appeal addressed to the board within thirty (30) days of receiving information about the matter. If the union’s meeting, after receiving the board’s statement and hearing the dismissed member, and after obtaining other explanations deemed necessary, approves the dismissal decision with two-thirds (2/3) of the votes cast, it will take effect immediately.

5 § Joining and membership fee:

The size of the joining fee and the annual membership fee to be collected from regular members and supporting members separately will be decided by the autumn meeting. The honorary chairman and honorary members are not obliged to pay membership fees.

6 § Board:

The association’s affairs are handled by the board, which includes the chairman elected at the autumn meeting and 4-10 other full members, including 1-2 vice-chairmen and as many deputy members as full members. The term of office of the board is two calendar years. The board chooses a secretary, a treasurer and other necessary officials from amongst its members or hires them from outside the union. The board can appoint permanent or temporary negotiations and committees under its responsibility. 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 demand it. The board has a quorum when at least half of its members, including the chairman or vice-chairman, are present. Votes are decided by a simple majority vote. In the event of a tie, the chairman’s vote will decide, but in elections, the lottery will be held.

7 § Writing the union’s name:

The name of the union is written by the chairman of the board, vice-chairmen, secretary or treasurer, always two together.

8 § Financial period and audit:

The association’s accounting period is a calendar year. The financial statements with the necessary documents and the board’s annual report must be given to the auditors no later than three weeks before the spring meeting. The auditors must give their written opinion to the board no later than two weeks before the spring meeting.

9 § Union’s meetings schedule:

The association holds two regular meetings each year. The union’s spring meeting is held in February-May, and the autumn meeting in September-December, on a date determined by the board. An extraordinary meeting is held when in the union’s meetings such is decided, when the board deems it necessary or when at least one-tenth (1/10) of the union’s voting members request it in writing from the board for a matter specifically notified. The meeting must be held within thirty (30) days after the request to hold it has been presented to a board member. Each full member has one vote at the association’s meetings. The honorary chairman, honorary member and supporting member have the right to attend and speak at the meeting. Unless otherwise specified in the rules, the decision of the meeting of the association shall be the opinion supported by more than half of the votes cast. In the event of a tie, the vote of the chairman of the meeting will decide, but in the case of elections, there will be a lottery.

10 § Convening the meetings of the union:

The board must convene the meetings of the union at least fourteen (14) days before the meeting with a written invitation sent to the members, which must mention the matters intended to be discussed at the meeting.

11 § The effective meetings:

The following matters will be discussed at the association’s spring meeting: 1. opening of the meeting 2. election of the meeting’s chairman, secretary, two protocol auditors and, if necessary, two vote counters 3. determination of the legality and quorum of the meeting 4. approval of the meeting’s rules of procedure 5. presentation of financial statements, annual report and auditors’ opinion 6. decision on confirmation of financial statements and on granting discharge of responsibility to the board and other responsible persons 7. other matters mentioned in the meeting invitation are discussed.

The following matters will be discussed at the association’s autumn meeting: 1. opening of the meeting 2. election of the meeting’s chairman, secretary, two protocol auditors and, if necessary, two vote counters 3. determination of the legality and quorum of the meeting 4. approval of the meeting’s rules of procedure 5. confirmation of the action plan, income and expenditure estimates, and membership and membership fees amounts for the next calendar year 6. the chairman of the board and full members are elected every other year, including 1-2 vice-chairmen and deputy members 7. one or two auditors are elected as well as their deputy auditors 8. other matters mentioned in the meeting invitation are discussed.

If a member of the union wishes to have an issue discussed at the union’s spring or fall meeting, he must notify the board in writing thirty (30) days in advance that the matter can be included in the meeting invitation.

12 § Changing the rules and dissolving the union:

The decision to change the rules and dissolve the union must be made by a majority of at least three quarters (3/4) of the votes cast at the union meeting. The meeting invitation must mention changing the rules or dissolving the union. In the meeting that decides on the dissolution of the union, it is decided to hand over the union’s funds for activities in accordance with the union’s goals.