Rules of the Association

Rules of Procedure of the Vantaa Street Dance Association (Vantaan katutanssiyhdistys ry)

1§ Name, Domicile, Date of Establishment, and Language

The name of the association is Vantaan katutanssiyhdistys ry, with the official abbreviation VKTY. In these rules, the association is referred to as “the club.” The club’s domicile is Vantaa, and its area of operation is Finland.

2§ The purpose of the Club

The purpose of the club is to:

• Promote awareness of street dance styles* in particular
• Organize accessible dance hobby and competition activities
• Promote equality, tolerance, and cultural diversity
• Enable participation in community activities for people from different backgrounds
• Implement the principles of sustainable development
  * Street dance styles in this context include all street, club, vogue, and ballroom dances, funkstyles, and other dance styles connected to street dance culture

3§ Implementation of Purpose

The club implements its purpose by:

1. providing:

• Dance instruction at hobby and competitive levels
• Dance courses, workshops, camps, competitions, and events
• Information and communication
• Basic and supplementary training for teachers of street dance styles

2. collaborating with

• The City of Vantaa
• Other associations in the region
• Dance industry organizations
• Other relevant actors

3. following

• Safer space principles
• Principles of sustainable development

To support and enable its activities, the club may:

• Collect participation and admission fees
• Accept donations, grants, and bequests
• Pay salaries, fees, and reimbursements
• Rent and own premises, movable and immovable property
• Sublet premises and movable property under its control
• Raise funds by organizing lotteries, bazaars, and café operations
• Engage in business activities directly related to its purpose or of minor financial significance.

4§ Club’s memberships in Other Associations

The club’s memberships in other associations are decided by the club’s general meeting. The club and its members commit to the rules of such associations.

5§ Members of the Club

Anyone who commits to complying with the rules and decisions of the association may become a regular member. The guardian of a person under 18 must confirm their membership registration.

The club’s general meeting may, upon the Board’s proposal, invite as an honorary member a person who has significantly promoted the activities of the club. Honorary membership is lifelong.

The club’s general meeting may appoint as honorary chairperson a person who has meritoriously served as chairperson of the club. The honorary chairpersonship is lifelong.

The Board may approve as a supporting member a private individual or a legal entity who supports the activities of the association by paying an annual or one-time supporting membership fee. Supporting members have the right to speak but not to vote at club’s general meetings.

Teachers of the club become teacher members upon signing an employment contract. Administrative employees of the club who are employed in paid positions are administrative staff members.

6§ Resignation from the Club

A member has the right to resign from the club by notifying the administrative employee, the board, or the chairperson in writing. Resignation may also be announced at a club’s general meeting for recording in the minutes. Resignation takes effect immediately upon notification, but the resigning member must pay fees and fulfill other obligations under these rules until the end of the current semester.

7§ Consideration of a Member as Resigned

The board may consider a member to have resigned if they have failed to pay a membership, dance or other fee that was due six months earlier.

A member is also considered resigned if they have not actively participated in the club’s activities during the past six months or have not registered for the courses at the start of a new semester.

8§ Expulsion of a Member and Other Disciplinary Actions

The board may impose disciplinary measures on a member, participant in club’s activities, or other person who has committed in writing to these rules.

Grounds for disciplinary action include:

• Conduct that constitutes grounds for expulsion under the Associations Act
• Actions contrary to the club’s rules, regulations, or decisions
• Actions contrary to the rules, regulations, or decisions of associations in which the club holds membership
• Acting against the purpose of the club
• Damaging the reputation of the club inside or outside its activities
• Violating ethical principles of sports and exercise
• Committing a crime inside or outside the club’s activities resulting in a conditional or unconditional prison sentence

Examples of punishable conduct include:

• Any form of harassment regardless of whether it results in criminal liability
• Racist, sexist, ableist, or otherwise discriminatory behavior inside or outside the club
• Use or promotion of drugs or doping substances
• Linking smoking or tobacco use to sports situations
• Publicly disruptive conduct under the influence of alcohol or drugs inside or outside the club
• Violence, abusive language, and inappropriate criticism
• Misconduct in competitions or training
• Sports fraud, such as manipulation of venues or equipment
• Manipulation or attempted manipulation of competition results or events
• Betting on one’s own competitions directly or via a representative
• Illegal advertising
• Bribery

Sanctions may include expulsion from the club, bans from activities or competitions, temporary restriction of membership rights, fines, warnings, or verbal reprimands. The Board decides on expulsions and other disciplinary measures, after first hearing the concerned party. An expelled member is not entitled to a refund of fees paid to the club.

The club’s general meeting may, on the Board’s proposal, transfer disciplinary authority to a separate disciplinary body and approve its rules of procedure.

Expulsion and disciplinary decisions take immediate effect and are considered communicated five days after being sent to the concerned party as a registered letter. Notification may also be delivered by other verifiable means, in which case it is considered received at the time of delivery.

Doping violations and related sanctions for club members are governed by the aforementioned anti-doping codes.

If the rules or regulations of a national federation or umbrella organization are suspected of being violated, those organizations have primary disciplinary authority. The club must take their disciplinary decisions into account in its own procedures.

9§ Admission, Membership, and Training Fees

The amount of admission, membership, and supporting membership fees is decided annually by the general meeting of the association. No membership fees are collected from honorary members, teacher members, or staff members.

The board decides on the amount of training and participation fees granting access to the club’s activities. Fees are reviewed at least once a year.

10§ Club’s meetings

The association holds two general meetings annually: the spring meeting between April and June, and the autumn meeting between October and December. The board decides the place and exact date. Meetings may be attended remotely.

Notice of meetings must be published at least 14 days in advance on the club’s website, social media channels, or by email to members.

11§ General Autumn and Spring meetings

Autumn meeting agenda:

1. Opening of the meeting

2. Election of

• Chairperson of the meeting
• Secretary
• Two reviewers of the minutes
• Vote counters

3. Confirmation of voting members present

4. Confirmation of the legality and quorum of the meeting

5. Presentation of the annual report and financial statements prepared by the board, as well as the auditor’s report or operations inspector’s report

6. Decision on approval of the financial statements and discharge from liability for the board and other accountable parties

7. Handling of other matters stated in the meeting notice

8. Closing of the meeting

Spring meeting agenda:

1. Opening of the meeting

2. Election of

• Chairperson of the meeting
• Secretary
• Two reviewers of the minutes
• Vote counters

3. Confirmation of voting members present

4. Confirmation of the legality and quorum of the meeting

5. Decision, if necessary, on which dance styles are included in the association’s activities for the next season

6. Decision, if necessary, on memberships in other organizations or associations

7. Confirmation of the amount of admission, membership, and supporting membership fees

8. Confirmation of the action plan and budget

9. Election of chairperson of the board every second year

10. Election of other board members and deputies to replace those whose term has ended

11. If a chairperson is not elected, the board members elect the chairperson and vice-chairperson from among themselves at a Board meeting

12. Election of one auditor and deputy or one operations inspector and deputy

13. Decision on the association’s representatives in organizations and associations where the club holds membership

14. Handling of other matters stated in the meeting notice

15. Closing of the meeting

Members wishing to have a matter considered at the spring or autumn general meeting must submit a written proposal to the Board at least one week before the meeting.

12§ Extraordinary Meeting of the Club

An extraordinary meeting is held when deemed necessary by the Board, decided by the club’s general meeting, or requested in writing by at least one-tenth of voting members for a specific matter. The notice must specify the matter for which the meeting has been called.

The extraordinary meeting must be held within two months of such a request.

13§ Minutes

Seuran ja sen hallituksen kokouksissa on pidettävä pöytäkirjaa. Valittujen pöytäkirjantarkastajien on tarkistettava ja allekirjoitettava seuran kokousten pöytäkirjat. Puheenjohtajan on tarkistettava ja allekirjoitettava hallituksen kokousten pöytäkirjat. Hallituksen kokousten pöytäkirjat tarkistetaan heti tai seuraavassa kokouksessa.

14§ Voting

Decisions of meetings are made by a majority of votes cast. In elections, those receiving the most votes are elected. In the event of a tie in elections, the decision is made by drawing lots. In other matters, the opinion supported by the chairperson prevails. A secret ballot must be conducted if requested.

Each full member aged 15 or older, each honorary member, and each teacher member (excluding supporting members) who has paid their membership fee has one vote. The guardian of a regular member under 15 has one vote.

15§ Administration of the Association

The activities and finances of the association are managed by a board consisting of a chairperson elected for two operational years and 2–6 members elected for two years, as well as up to six deputies. Half of the board members and deputies step down annually, determined by lot for the first time.

If no chairperson is elected at the annual general meeting, the Board elects a chairperson from among its members. The Board elects a vice-chairperson from among its members. The Board also appoints the executive director and other necessary staff, who may be from outside the Board and may be employed. The Board supervises their work.

The Board meets at the call of the chairperson or, if prevented, the vice-chairperson, or upon request of half the Board members.

The Board has quorum when the chairperson or vice-chairperson and at least half of the board members are present.

The Board’s duties include in particular:

• Implementing the decisions of the club’s general meetings
• Leading and developing the club’s activities
• Appointing necessary committees and working groups and their chairpersons
• Convening and preparing club’s meetings
• Managing the club’s finances
• Maintaining a membership register
• Preparing the annual report and financial statements
• Preparing the action and financial plan for the next year
• Handling communications of the association
• Approving and expelling members and deciding on disciplinary actions
• Hiring and dismissing paid staff and determining their benefits
• Deciding on the granting of association honors and proposing external honors
• Taking other actions necessary for the benefit of the association
• Submitting accounts to auditors at least one month before the autumn general meeting
• Authorizing staff to perform duties and supervising their work

16§ Financial Year and Activity Planning

The operational and financial year of the association is August 1 – July 31. Activity planning takes place outside general meetings in separate planning sessions and more specifically during the operational year. Annual action plans are presented at spring general meetings.

17§ Signing the Name of the Association

The association’s name may be signed by the chairperson, vice-chairperson, secretary, treasurer, head of coaching, or executive director, each alone. A signatory must be of legal age.

18§ Sections and Teams

Sections and teams may decide on their internal operations, subject to Board approval of their legal actions.

The Board decides on the financial management of the club and its sections or teams. Funds collected under the club’s name are considered club funds. The Board decides on the use of these funds.

19§ Amendments to the Rules

Amendments to these rules are decided by a club’s general meeting with at least a three-fourths (¾) majority of votes cast. The meeting notice must mention the proposed amendments.

20§ Dissolution of the Club

Dissolution of the club is decided by a club meeting with at least a three-fourths majority of votes cast. The meeting notice must specifically mention dissolution. Dissolution must be notified to the association register.

21§ Disposal of Association Assets

If the association is dissolved, its assets must be donated to a purpose promoting sports, culture, or youth education within the area of the club, as decided by the meeting that resolved the dissolution. The liquidators shall be appointed by that meeting.