Suomu Resort Association
(ry = registered association)
Rules
The founding meeting on April 25, 2006 approved association rules
1) Association name and domicile
Association name is Suomun Matkailuyhdistys ry and its domicile is Kemijärvi. Association uses an unofficial English name Suomu Resort Association
2) Purpose of the association
The purpose of the association is to promote co-operation of enterprises operating in Suomu, Kemijärvi and East-Lapland tourism area, increase area’s domestic and international appeal and improve knowledge about the area as a tourist destination. It also acts on behalf of the area tourism enterprises and property owners looking after their general interests.
In order to fulfil these tasks the association can:
- arrange information meetings and negotiations with local enterprises, property owners, public authorities etc in order to reach common goals
- Provide centralized information about members’ activities and services, area’s general sources of livelihood and nature, history, present and future plans through media and by organising information meetings, lectures, fairs etc.
- improve and maintain the most important routes relevant to the tourism industry
- improve and maintain Suomu area Ski Bus and other public transportation
- co-ordinates and arranges yearly and one time events
- improves and maintains tourism information and reservation activities
- develops and maintains it’s own internet web-pages
- co-ordinates and collects tourism statistics, marketing and other relevant research data and issues related publications
- arranges training and schooling to its members
- participate as a travel industry representative to the community planning, i.e. in zoning and planning processes
- co-operates with other tourism enterprises
The association’s aim is not to provide profit or other financial gain to those individuals participating in association’s activities.
In order to support its activities the association collects funds through membership fees, by receiving donations, by making sponsor agreements and by applying for grants. The association can own property and stocks.
3) Members
The association can have normal members and supporting members.
A normal member can be a person or a legal entity, who is engaged in tourism related activities. A supporting member can also be a person or a legal entity.
Supporting member has no right to vote in the meetings, but they do have a right to express their opinion in the meetings. The association board always approves the membership. The board will always inform the members in writing about their approval. The board maintains the membership register.
4) Membership resignation and removal of membership
Member must give one year’s notice to terminate his membership with a letter of resignation to the board.
The resigning member is liable for the full membership fee for the year during which the resignation is given and half of the fee for the year during which the resignation will activate.
A member can be expelled from the association by a unanimous vote by the board, if a member has not paid membership fees due, despite of payment reminders or if the member has caused harm to the association within it or outside it. In addition, the board can expel a member, if he has not fulfilled his duties to the association, which he committed to by joining the association.
If the board is expelling a member due to the previous reasons, the member is liable to pay the outstanding fees and half of the fees for the ongoing year. Prior to making their decision, the board needs to allow the member to explain him or herself unless the reason for removal of membership is due to unpaid membership fees.
5) Payments
The association can collect a joining fee, a yearly membership fee, an extra membership fee and a support membership fee.
A normal member can have a joining fee, yearly membership fee, an extra membership fee. Membership fee can be based partially or totally on member’s turn over.
Membership fees can be assigned to be different depending on member’s business turnover and the type of his business.
An extra fee can be collected to cover unexpected raise in the general price level.
Supporting members pay support membership fee.
The spring annual meeting decides the joining and membership fees, the extra membership fees are collected by a board decision.
6) Board
The association board has 5-7 members. Each board member has a personal vice member.
Board will elect a chairperson and vice-chairman amongst its members.
The board members and vice-members are elected for 2 years; however, half of the members for the first board were only elected for one year.
Board members will include, if possible, one member from Kemijärvi council authority, one member from the small enterprises and other members from the main tourism enterprises from the area.
The board can appoint a manager and other employees. Employees are not members of the board, but they can bring matters to the board meeting agenda.
The board has a responsibility to prepare the meetings, and act upon decisions of the meetings and make sure that the association duties will be carried out according to the budget.
The board will meet when summoned by the chairperson or vice-chairman, when they feel it to be necessary, or when at least half of the board members require.
Board can make decision when at least half of the members including chairperson or vice-chairman are present. Single majority is required for voting, if vote is 50-50 the chairperson’s vote is decisive.
During a budget period, the board can carry out plans outside budgeted activities, if these are also funded 100% in addition to the budget. Members’ additional and voluntary extra fees can make up additional funding. These fees have not influence on members voting rights.
7) Signatories
The chairperson and the manager on their own have a right to sign for the association, or two board members together or one person with the board’s approval also have the right to sign for the association.
8) Financial year and audit
The association financial year is from June1st to May 31. The spring general assembly elects the auditor and vice-auditor.
9) Association meetings
The association has two general assemblies, spring general assembly and autumn general assembly in a place decided by the board. The board must call for the spring by end of May and the autumn assembly by end of October.
Spring assembly agenda must include:
1. electing of meeting chairperson, secretary, auditors for minutes and counters for the votes
2. recognising the validity of the meeting and that it has power to make decisions
3. approval of the agenda
4. confirming of the agenda for the coming year
5. confirming the membership and other fees for the following year
6. confirming the budget for the following year
7. election of the auditor and vice-auditor for the following year
8. deciding of the number of board members
9. Election of new board members and their vice members to replace the board members, who are at the end of their two year term.
10. Other matters brought up by the board, or matters presented to the board in writing by any member at least one month prior to the meeting.
Autumn assembly agenda must include:
1. electing of meeting chairperson, secretary, auditors for minutes and counters for the votes
2. recognising the validity of the meeting and that it has power to make decisions
3. approval of the agenda
4. viewing of the previous years’ end of the year accounts, yearly report and balance sheet
5. the auditor’s report and granting the board and other liable persons the freedom of liability for the previous year’s activities
6. Other matters brought up by the board, or matters presented to the board in writing by any member at least one month prior to the meeting.
Announcements and invitations for meetings and additional information will be delivered to the members by announcement in local newspaper or sending them to the member’s mailing or email address, which has been provided to the association by the member.
Invitations and announcements to actual and extra assemblies must be delivered at least 2 weeks prior to the meeting.
In any assembly, an authorised person can represent a full member. However, no person can be authorised by more than three members.
Each member has one vote. Member, who has not paid fees due, has no right to vote.
Decisions are made on majority rule. For changing of the rules 2/3 majority is required, and to terminate the association two consecutive assemblies must approve the termination by ¾ majorities.
10) Change of rules and termination of the association
The decision to change the rules requires 2/3 majority. The decision to terminate the association requires ¾ majorities. The assembly invitation/announcement must include
a mention about change of rules or the termination of association to be on the assembly agenda.
When the association has decided to resolve itself, the board must take care of the liquidation, unless the association has replaced the board by one or several liquidators. Liquidation is not required, if the assembly at the time of association termination has also approved the board’s final balance sheet and liquidation plan and if the association has no debts.
The financial activities of an association, which has decided to resolve itself, can only be continued adequately for liquidation purposes. Liquidator has the right to request public summons to debtors and right to pass the association property to bankruptcy.
The funds available belonging to an association resolving itself are used according to the aim and purpose of the association as decided by the closing assembly. If funds, after debtors are paid, cannot be used according to the rules, the liquidators must hand over to the state any remaining funds, for the state to use them in activities closely related to the purpose of the association. The liquidators must make a liquidation report and keep it available.
The association has been terminated, when the termination has been registered in the association register.