Bylaws of the Finnish Music Council

BYLAWS OF THE FINNISH MUSIC COUNCIL

Article 1
The name of the Association is the Finnish Music Council. The Association”s domicile is the city of Helsinki.

Article 2
The purpose of the Association is to serve as a link between Finnish music organisations, thereby
– promoting the status and recognition of musical activity and education in society
– creating a better environment in which musical activity can take place
– strengthening co-operation within the music world and fostering the exchange of information among organisations
– promoting international co-operation and contributing to the development of international musical and cultural activity
– promoting artistic expression and the enjoyment of art as a fundamental right both within and outside the European Union.

In pursuit of its aims, the Association will
– organise forums for discussion and provide music organisations with the latest information they need
– participate as a member in the activities of the International Music Council (IMC) and the European Music Council (EMC)
– inform its members about international developments
– undertake any other necessary measures that serve its purpose.

To fund its activities, the Association can
– seek and accept grants, gifts and bequests
– establish funds and foundations
– own real property and shares thereof
– collect funds to support its activity by organising, after obtaining the necessary permits, lotteries, collections and ticketed events
The purpose of the Association is not to seek a profit or other direct financial gain for its participants.

Article 3
Incorporated music organisations are eligible for membership in the Association.

Applications for membership are approved by the Association”s board. The board must keep a register of those accepted as members of the Association, which must include each member”s name, date of induction and any other information deemed necessary.

At a meeting of the Association, the board may invite persons who have made a significant contribution to Finnish music life to become an honorary chairperson or honorary member of the Association.

Article 4
Members have the right to resign from the Association by notifying the board or its chairperson in writing or by orally submitting such notification for entry into the minutes in a meeting of the Association.

The resignation of a member organisation will become effective at the end of the operating year in which notification of it was given.

The board can dismiss a member for failing to pay outstanding membership fees or for otherwise failing to fulfil the obligations incumbent upon members of the Association, for causing substantial harm to the Association by its actions either within or outside the Association, or for no longer meeting the conditions for membership set out in law or in the Association”s bylaws. Before any decision to dismiss a member is taken, the board must give the member an opportunity to be heard.

Article 5
The annual membership fee payable by the members is set by the annual meeting. No membership fee is levied on the honorary chairperson or the honorary members.

Article 6
The Association is managed by a board made up of a chairperson elected in the annual meeting, 4 regular members and a first and second alternate member.

The chairperson of the board, the members and the alternate members serve a term of one year beginning from the annual meeting of the Association.

The board shall elect from among its members a deputy chairperson and nominate, either from among its members or from the outside, a secretary, a treasurer and other necessary officers.

The alternate members may attend the meetings of the board, but do not have a vote. If a regular member is absent or recused, the alternate member has the right to vote.

Meetings of the board are called by the chairperson or, where the chairperson is prevented from doing so, by the deputy chairperson, whenever they deem it necessary or upon the request of at least half of the board members.

Notice of a meeting must be sent to the regular and alternate members of the board 7 days before the meeting is to be held.

The board has a quorum when at least half of its members, including either the chairperson or the deputy chairperson, are present.

Votes are decided by a simple majority. In the event of a tied vote, the chairperson shall have the deciding vote, except for elections, which are decided by drawing lots.

The functions of the board are:
– with a view to fulfilling the purpose of the Association, to prepare and introduce matters for the consideration of the annual meeting of the Association and to carry out the decisions of the annual meeting
– to manage the funds and property of the Association
– to appoint and release from duty the employees of the Association and to confirm their remuneration and other terms of employment

Article 7
The chairperson or the deputy chairperson may, when accompanied by the secretary or another member of the board, sign their names on behalf of the Association. For the purpose of bank and postal transactions and other practical matters, the board can authorise an employee of the Association to sign for the Association.

Article 8
The fiscal year of the Association is coextensive with the calendar year.

The annual accounts, together with any other required documents, and an annual report drawn up by the board shall be presented to the auditors by the end of February the following year, who shall by the end of March submit a written statement about the audit of the Association”s administration and accounts to the board.

Article 9
The board shall convene an annual meeting by the end of May along with any extraordinary meetings as required.

An extraordinary meeting must be called if deemed necessary by the board or if at least four member organisations submit a written request to the board to call an extraordinary meeting for the deliberation of a specific matter identified in their request. The meeting must be held within thirty days of the submission of such a request to the board.

Each member organisation has one vote, which a representative authorised by a member organisation shall cast. Each representative may only represent one member organisation.

A vote shall be decided by a simple majority unless taken to resolve any of the types of business mentioned in Article 12. In the event of a tied vote, the chairperson shall have the deciding vote, except for elections, which are decided by drawing lots. Elections and other votes must be carried out by secret ballot if so desired by any of the attendees.

Decisions taken at meetings of the Association must be compiled into minutes, which must be signed by the chairperson and the secretary and confirmed by two scrutinisers appointed by the meeting.

Article 10
The board must notify the members of a meeting by mail or e-mail at least one month previously.

Article 11
The following items shall be taken up in the annual meeting:
1. Opening of the meeting
2. Election of a chairperson, secretary, two scrutinisers and two ballot-counters
3. Affirmation of the legality of the meeting and the presence of a quorum
4. Confirmation of the agenda for the meeting
5. Presenting the annual accounts, annual report and audit statement
6. Decision on the release of the board and other accountable persons from financial and personal liability
7. Ratification of a budget and operating plan
8. Election of a chairperson and other members of the board
9. Deciding the remuneration of the chairperson and the other members
10. Setting the amount of the membership fee and date on which it is due
11. Election of an auditor and a deputy auditor to audit the accounts for the current year, and any other business mentioned in the notice for the meeting.

Members of the Association who wish to submit other business for consideration by the annual meeting must give written notification to the board in time for such business to be included in the notice for the meeting.

Article 12
A proposal for the amendment of these bylaws must be submitted in writing to the board of the Association, which, having discussed the proposal, will give a statement on it to the annual meeting. Such a proposal for amendment must be submitted to the board by the end of January preceding the annual meeting.

A decision to amend the bylaws or to disband the Association must be taken by at least a three-fourths majority of the votes given at a meeting of the Association. Any amendment of the bylaws or the disbandment of the Association must be mentioned in the notice for the meeting.

In the event of the disbandment of the Association, its property and assets shall be used primarily to discharge any debt accrued by the Association. Any remainder shall be used for the purposes designated by the final meeting and complying with the provisions of Article 2.

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