Now is the time to submit the annual association notices and apply for AYY’s operating grants! -> Important information on temporary amendments regarding the meetings of associations

Toiminta-avustushaku

Important information on temporary amendments regarding the meetings of associations

 

If your association has not been able to hold an annual meeting due to a state of emergency, this piece of news concerns you.

The Finnish Parliament has approved temporary amendments to the Associations Act regarding postponing annual meetings of organisations provided in the rules and remote participation in association meetings even in cases where the rules of the association do not mention remote participation.

Essential sections and their meaning

"By derogation from section 20, subsection 1 of the Associations Act, a meeting of the association which, according to the rules, should be held by the end of August 2020 may be held by the end of September 2020, notwithstanding the rules. The same time frame applies to a meeting of the association referred to in section 20, subsection 2.” (unofficial translation)

The Associations Act stipulates that a meeting of the association must be held at the time specified in the rules. The period may have been defined as February-March, for example, but this must be checked from the association rules. If the association has not held a meeting during this period, a member of the association may request that it be held. With the new amendment, a statutory meeting can be held by the end of September if stipulated in the rules to be held before the end of August. The same amendment applies to extraordinary association meetings for which there is no set period of time, but which the board or the association meeting may decide to hold, or an adequate number of association members may request.

"By derogation from the first sentence of section 17, subsection 2, and section 21 of the Associations Act, the board of the association may allow participation by mail or telecommunication or other technical means referred to in section 17, subsection 2, even if such procedure is not permitted in the rules for this purpose and the association has not approved the voting and election procedures referred to in section 30 of the Act." (unofficial translation)

The association meeting must always be organised physically. This guarantees the members of the association the opportunity to participate in a meeting even if they cannot participate remotely. The amendment allows remote participation in association meetings even if remote participation is not mentioned in the rules. This also applies to extraordinary meetings of associations. This will make it possible to hold annual meetings when taking a few issues into consideration. Remote participation must be clearly stated in the notice of meeting and the meeting must nevertheless have a physical venue. The notice must state clearly how remote participation will take place technically. If the wish is that members do not attend physically, comprehensive instructions on remote participation should be provided and efforts should be made to ensure that all interested parties are able to participate. The association board may invite all members to attend the meeting remotely, unless a personal presence at the meeting is necessary due to insurmountable technical reasons, for example.

More information on the amended legislation can be found here: https://www.finlex.fi/fi/laki/alkup/2020/20200290

You can read the Associations Act here: https://www.finlex.fi/fi/laki/ajantasa/1989/19890503

Questions and answers about the coronavirus provided by the Ministry of Justice: https://oikeusministerio.fi/en/frequently-asked-questions-about-corona

 

How to proceed in organising the association meeting?

The above-mentioned amendments mean that associations will be able to hold their annual meetings remotely. This is recommended so that associations can take care of their annual matters and apply for AYY’s operating grants, for example

Checklist for organising association meetings during a state of emergency:

  • Mention remote participation in the notice of meeting and how remote participation is technically possible.
  • The meeting must also have a physical venue, which must be mentioned in the notice of meeting.
  • The board may strongly recommend remote participation, but physical participation should be possible in theory.
  • The second round of applications for AYY’s operating grants will end at 12noon on 15 June. Instructions for applying for operating grants can be found here: https://www.ayy.fi/en/now-is-the-time-to-submit-the-annual-association-notices-and-apply-for-ayys-operating-grants
  • If you have a good reason for not meeting the deadline, please contact AYY’s association sector: [email protected]

 

The association rules state that the notice of meeting should be delivered to a notice board which is inaccessible right now. What should we do?

If the space where the notice board is physically located is really closed, some type of a written notice should be prepared. A meeting may be convened by any other means in accordance with the rules. When stating the legality and quorum of the meeting, you may declare that there was no access to the notice board and attach the written document to the minutes. In this case, it is particularly important to ensure that all association members are otherwise informed of the notice of meeting.

 

More information on the operating grants for associations
 

All associations operating within Aalto University Student Union must annually submit an association notice and, at the same time, associations in the 1st list can apply for an operating grant. At first, there are instructions for submitting the association notice, and then for applying for operating grants. At the end, you will find some tips and the contact details for asking questions.

The coronavirus situation affects the daily lives of many associations and thus the application for operating grants. Operating grants and association notices can still be made normally, but alternatively, associations may apply during the second round of applications. This allows additional time for the applications. Below you can find more specific instructions.
 
Organising annual meetings can now be challenging and if this is the case, you should apply for the second round of applications.
 
Always remember to follow your own rules and read the Associations Act if necessary. If you need instructions, you can contact AYY’s association sector: [email protected]
 
Operating grants and association notices
                            

  • If you have already held the annual meeting or can hold it in March, and have all the required attachments:

 
-> Application deadline ends normally on 31 Mar, after which applications will be processed. 
                            

  • You are not able to hold the annual meeting and/or approve the attachments during the regular application period:

 -> Register your association for the second round of operating grant applications through this form no later than 31 Mar.

  
Deadline for the second round of applications is 12noon on 15 June. Please note that the grants approved in the second round of applications will probably not be paid until after the summer. We therefore recommend that you apply during the first round of applications if possible.

If you are unable to apply by the date stated above, please contact [email protected]
 
Please note that the previously announced operating grant assistance at AYY’s central office has been cancelled. AYY follows the development of the corona situation and announces any changes concerning the operating grants.

 

The application period and submission of association notices is:

Mon 2 Mar at 12 noon - Tue 31 Mar at 12.00 noon

PLEASE NOTICE THE ENDING TIME!

 

WHAT ASSOCIATION NOTICE?

Associations operating within AYY must submit an association notice annually. This is essentially our way of making sure that the association continues to meet the requirements set by the Association Regulation. Hence, the most important appendix is the current rules. In accordance with the Association Regulation, an association that fails to submit the association notice in two consecutive years may be removed from the register by decision of the Board.

The association notice consists of tabs to be filled in and the required appendices. As appendices, we require:

– the current rules
– the previous operating year’s annual report
– the current operating year’s operational plan

 

HOW DO I SUBMIT AN ASSOCIATION NOTICE?

  1. Have the required appendices ready (rules, annual report and operational plan).
  2. Log in to the Tahlo system at https://tahlo.ayy.fi/ with your association’s user details. If the user details have gone missing, they can generally be restored to your Board’s email address at https://tahlo.ayy.fi/password_reset/.
  3. Carefully fill in the tabs General, Board, Facilities and Attachments. Save each tab separately as you fill them in.
  4. If you do not submit all of the required appendices, the association notice is inadequate. You can request more time to submit the appendices, but a justified and valid reason is required for this. Send a message to [email protected], tell us your reasoning and when the appendices will be ready. In any case, late appendices must be delivered to AYY by 31 May 2020.
  5. Great, you have done it! You have now submitted the required association notice.

 

WHAT OPERATING GRANT?

AYY’s operating grants are meant for supporting associations’ ongoing operations. All associations in the 1st list of AYY’s association register are eligible to apply for an operating grant.

The grants are applied for in March, and they are scored using the scoring model of operating grants. If the association submits the grant application in accordance with the instructions, the association notice required from all associations will also have been submitted in the process.

The operating grant application consists of an application form to be filled in and the required appendices. As appendices, we require:

– the current rules
– the previous operating year’s financial statement (consists of a profit and loss account and a balance sheet)
– the previous operating year’s annual report
– the current operating year’s operational plan
– the current operating year’s budget

In addition, a precondition for receiving a potential operating grant is an up-to-date association profile on the AYY website (form for updating the profile).

Previous years' grants can be found here.

 

HOW DO I APPLY FOR AN OPERATING GRANT?

  1. Have the required appendices ready (rules, financial statement, annual report, operational plan and budget).
  2. Log in to the Tahlo system at https://tahlo.ayy.fi/ with your association’s user details. If the user details have gone missing, they can generally be restored to your Board’s email address at https://tahlo.ayy.fi/password_reset/.
  3. Carefully fill in the tabs General, Board, Application, Facilities and Attachments. Save each tab separately as you fill them in. You can complete the application piece by piece. If you are a special status association, also fill in the Special Status tab (these have no impact on applying for a grant, but filling them in is a precondition for receiving a grant).
  4. The Application tab has changed. Please note that the application form is the same for all associations operating within AYY and the tick-box choices do not include all types of the unique operations found among associations. You can give more details on these in the open fields.
  5. NOTE! Receiving the maximum score does not require weekly activities in each sector.
  6. If you do not submit all of the required appendices, each missing appendix reduces the amount of the grant. Fines can be avoided by requesting more time to submit the appendices, but a justified and valid reason is required for this. Send a message to [email protected], tell us your reasoning and when the appendices will be ready. A potential grant cannot be paid out if the association has not submitted the missing appendices by 31 May 2020.
  7. Great, you have done it! You have now applied for a grant and submitted the required association notice.

In addition, a precondition for receiving a potential operating grant is an up-to-date association profile on the AYY website (form for updating the profile).

Fill in all information on the application form in accordance with the operations described in your operational plan. If the association is found to have provided false information, it may be denied this year’s grant or the right to apply for a grant in the next application round.

 

TIPS

Tips for performance auditors and those preparing their financial statement

For many associations, the operating year came to an end as the year changed, and now is high time to start preparing your financial statement. After this, the performance auditors can get going. Check the topical tips for both the financial statement and the performance audit in AYY’s Association Guide.

In addition, there are some good materials available on the Opintokeskus website (in Finnish).

You can also find tips in our Association Training materials

 

NEED MORE INFORMATION?

AYY’s Organisation Sector ([email protected]) will answer all questions regarding the operating grants. You can also reach the Organisation Sector by phone at 050 520 9442 (weekdays).

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