Rules of AV-arkki

Registered to Finnish Register of Associations on 23.12.2019

§1 Name and domicile of the association

The name of the association is AV-arkki, its registered office is located in Helsinki and it operates in Finland.

§2 The purpose and forms of activity of the association

The purpose of the activities of the association is the archiving, distribution and promoting of media art. The association also aims to promote the audiovisual arts and, more broadly, audiovisual culture. Furthermore, the association promotes audiovisual artists, authors, producers and researchers by participating in the work of various organisations, such as artist and copyright organisations. The association also assists its members by replying to questions related to the audiovisual arts.

To achieve its aims, the association acts as a representative for its members, distributes the works of its members, organises events around audiovisual art, promotes awareness of audiovisual art and organises training and publicity events. The association also maintains contact with events and media art centres abroad, informs its members of their activities and represents its members and their work at various events.

The association can create cooperation agreements with both Finnish and foreign centres and organisations engaged in similar activities.

The association can apply for grants and financial assistance to support its activities, own and manage movable and immovable property, stocks and shares, sell audiovisual products, publish media and receive donations, last wills and testaments. The activities of the association must not generate profits or other financial gains for the parties and it may not otherwise become a profit-driven endeavour.

§3 Members

The member of the association include

-full members
-supporting members
-honorary members

Full members

The Board approves new full members. The Board can approve as full members any person or corporation who operates in the field of media art and supports the association’s aims.

Supporting members

The Board can approve supporting members. The Board can approve as supporting members any person or corporation willing to support the association’s activities.

Honorary members

The Board can also approve honorary members. The honorary members are approved by the spring or fall meeting and they are not subject to membership fees. To be approved as an honorary member requires a majority of at least three quarters of the votes given at the meeting.

The amounts of the registration and annual membership fees paid by members and the annual membershipfee paid by supporting members are decided by the spring meeting.

Members are no longer considered members of the association at the end of the month during which they notify the Board or its President in writing of their resignation or submit a resignation for the minutes of a meeting of the association.

The Board considers members who have neglected paying overdue fees for one year as members who have resigned.

Members who do not follow the association’s rules or decisions or act against the association’s aims may be suspended for two years or expelled.

Paid membership fees will not be returned. Resigned or expelled members waive all rights to the association’s assets.

Members who have resigned or are considered resigned due to unpaid membership fees may reapply for membership within two (2) years by submitting an application to the Board. The aforementioned two (2) years are calculated from the date the Board approved the member’s resignation or considered the member as resigned. If the member has accrued due membership or other fees at the time they resign or are expelled, all the due payments must be paid upon reacceptance.

§4 The Board

The Board includes the President who is selected in the fall meeting and six (6) other members. The Board manages the association’s affairs. The term of office for the Board is two calendar years. The Board selects a Vice President, Secretary and people for other necessary roles from among its members. The Board meets after the President or, if the President is indisposed, the Vice President calls a meeting and when it is deemed appropriate, or when at least two members of the Board insist on a meeting. A quorum shall exist if at least half of the Board members including either the President or the Vice President are present. Issues are resolved with a simple majority of votes. If the votes are evenly divided, the President resolves the issue; however, elections are resolved by lot. Half of the Board will resign during alternate years, first by lot, then each member in turn.

§5 Signing the name of the association

The President and the Director can sign the name of the association. The Board can appoint members of the Board to sign the name.

§6 Accounts

The accounting period of the association is from 1 January to 31 December. Annual accounts and related documents must be released to the auditors at least three weeks before the annual meeting. The auditors must release their statements to the Board at least two weeks before the annual meeting.

§7 The manner in which and the period within which a meeting shall be convened

The Board calls the association’s meetings. The call for a meeting must be delivered at least seven (7) days before the meeting either in writing to each individual member, by sending the call via email or by publishing the call on the website.

§8 The meetings of the association

The spring meeting of the association convenes by the end of May and the fall meeting by the end of March at a date determined by the Board. An additional meeting is convened when the Board judges it appropriate or when at least one tenth (1/10) of members entitled to vote request a meeting concerning a specific topic in writing. The meeting must be convened within 21 days of the request. Each full member and honorary member has a single vote in the association’s meetings, including corporate members. Authorised votes on the behalf of others are not allowed in the meetings. Supporting members may be present and partake in discussions, but they are not allowed to vote. A simple majority resolves votes unless the rules state otherwise. If the votes are evenly divided, elections are resolved by lot; the President resolves the issue in other cases.

The spring meeting of the association decides on the following matters:

1. Opening the meeting
2. Selecting a chairperson, secretary, two record examiners and two tellers
3. Recording that the meeting is valid and a quorum is present
4. Approving the meeting agenda
5. Presenting the annual report, financial statements and auditor’s report
6. Deciding on confirming the annual report and discharging the Board, Director and other responsible parties from liability for the accounts
7. Selecting one auditor and one alternate auditor
8. Confirming the amount of registration, membership and supporting membership fees
9. Any other business mentioned in the call

The fall meeting of the association decides on the following matters:

1. Opening the meeting
2. Selecting a chairperson, secretary, two record examiners and two tellers
3. Recording that the meeting is valid and a quorum is present
4. Approving the meeting agenda
5. Confirming the action plan, estimates of income and expenditure
6. Deciding the Board’s and the President’s attendance fees for the following calendar year
7. Selecting the President every two years and Board members for members due for resignation. The term of office for the President and other members is two calendar years. Members due for resignation may be reselected.
8. Any other business mentioned in the call

If a member of the association wants to bring a matter to the attention of the meeting, he or she must inform the Board in writing 14 days before the spring or fall meeting so that the matter may be included in the call for a meeting.

§9 Representatives

The Board selects representatives for the committees and meetings of other associations and foundations. The representatives follow the decisions made by the association and the Board.

§10 Using the name of the association

A private or corporate member may not act in the name or on behalf of the association without the approval of the Board.

§11 Amending the rules and dissolving the association

The decision to amend the rules or dissolve the association must take place at a meeting of the association and requires a majority of at least three quarters (3/4) of votes. The call for the meeting must mention the amendments or dissolution. In the event of dissolution, the association’s assets are directed at promoting the association’s purpose in the manner decided by the meeting. If the association is terminated, the assets are used in a similar fashion.

§12 Acquired benefits

Acquired benefits are retained.