Statutes of the International Association of Underground Space Environments

1 General provisions

1 § Purpose

The association has the purpose of conducting academic activities, with a special focus on: supporting the creation of healthy, comfortable and safe underground (semi-underground) space environments for urban, industry, agriculture and transportation purposes.

The association shall pursue the following academic activities: international and interdisciplinary communication and information exchange by publishing and fostering publication on underground (semi-underground) space environments. Conferences, meetings, workshops and seminars.

The association must counteract all forms of discrimination.

2 § The name of the association etc.

The full name of the association is International Association of Underground Space Environments (IA-USE).

The association has its domicile / registered office in Umeå.

3 § Composition, affiliation, etc.

The association consists of the natural persons who have been included in the association as members.

4 § Decision-making bodies

The association's decision-making body is the annual meeting, extra annual meeting and the board.

5 § Business and financial year

The association's fiscal year and fiscal year include the period from 1 January to 31 December.

6 § Statutes

The amendment of these statutes requires the decision of an annual meeting with at least 2/3 of the number of votes cast.

Proposals to amend the statutes may be submitted in writing by both the member and the board.

7 § Dispute / Arbitration Clause

A dispute in a dispute in which the parties are an individual member, official, association must not be brought before the general court. Such a dispute shall be settled in accordance with established regulations for the Arbitration Board.

8 § Resolution of the association

Resolution of the association requires the decision of an annual meeting with at least 2/3 of the number of votes cast.

In the decision to dissolve the association it must be stated partly that the assets of the association should be used for a specific academic purpose, and partly where the dissolved association's documents etc. should be filed.

2 Members of the Association

1 § Membership

All persons who wish to support the association's purpose are entitled to membership. The application for membership may only be rejected if it can be assumed that the applicant will counter the purpose of the association, the value of the academic ethics or otherwise damage the association's interests.

Membership is granted by the Board of Directors or by the person to whom the Board delegated decision-making power. Membership is valid until further notice.

Decisions to reject the membership application must be made by the Board or by the person to whom the Board delegated the right of decision. Before such a decision is made, the person in question must be given the opportunity, within a certain period, at least 14 days, to comment on the circumstances that are the reason for questioning membership.

The decision to reject the membership application must state the reasons and state what the member applicant must observe to appeal the decision. The decision must be sent in writing to the person who has refused the membership application within three days from the date of the decision.

2 § Member's obligations and rights


• must comply with the association's statutes and decisions taken by the association bodies and comply with the statutes, competition rules and decisions of the organizations mentioned in section 1, section 3,

• pay the fees decided by the association;

• approves, through its membership, that the association may process personal data for the purpose of conducting appropriate activities in accordance with applicable association statutes and in accordance with any other conditions for processing personal data decided by the association;

• have the right to attend meetings organized for members;

• has the right to information about the association's affairs to the extent that follows from chapter 6, section 2;

• does not have the right to access the association's holding or property upon dissolution of the association.

3 § Member's participation in activities

Members are entitled to participate in the association's academic activities under the forms that are accepted in academic ethics and under the same conditions that apply to other members. The association has the right to set specific conditions for the performance of certain assignments.

When participating in an academic activities or conferences, a member represents his association.

The association determines the conditions for a member's participation in an academic activities or conferences.

4 § Withdrawal

A member wishing to resign from the association must notify in writing. If such a member fails to pay prescribed fees to the association, the board of directors decides whether or not to pay them.

If a member has not paid a membership fee for two consecutive years, the association may decide on the termination of the membership.

Unless otherwise decided, membership ceases according to the first or second paragraph when the member is removed from the membership list. The person must be informed that the membership has expired.

5 § Exclusion, etc.

A member may, without regard to § 4, second paragraph, be excluded if the member, despite reminders, has failed to pay the fees decided by the association. A member may also be excluded if the member has opposed the association's activities or purposes, violated the association's statutes, the academic ethics or otherwise damaged the association's interests.

Exclusion applies until further notice. However, decisions on exclusion may be limited to a certain amount of time. Such time-limited exclusion may not exceed six months from the decision date.

If there are insufficient grounds for exclusion, the association may instead give the member warning.

A decision on exclusion or warning must not be made without giving the member, within a certain period of time specified by the association board, at least 14 days, the opportunity to comment on the circumstances which caused the membership to be questioned.

In a decision on exclusion or warning, the reasons must be presented and state what the member must observe for appealing the decision. The decision must be sent to the member within three days from the date of the decision.

3 Annual Meeting

1 § Time and notice

The annual meeting, which is the association's highest decision-making body, is held before the end of March at the time and place decided by the board.

Notice of the annual meeting and proposals for agenda shall be provided by the Board no later than three weeks before the meeting, the members in a manner determined by the Board. Furthermore, notices and proposals for agenda items must be published on the association's website and posted in suitable place. If a proposal has been brought about a change of status, closure or merger of the association with another association or other matter of material importance to the association or its members, it must be stated in the notice.

The Annual Report, the auditors' reports, the business plan with budget and the Board's proposals and received motions with the Board's opinion shall be available to the members no later than one week before the Annual General Meeting. The notice shall state where these documents are available.

2 § Proposals for matters to be considered by the annual meeting

Both the member and the board may submit proposals to be considered by the annual meeting.

Proposals from a member (motion) must be submitted to the Board no later than four weeks before the annual meeting. The Board of Directors shall submit a written opinion on the motions to the Annual Meeting.

3 § Composition and decision making

The annual meeting consists of currently eligible members. Representatives may only represent one member.

4 § Voting rights and right of opinion and proposal at the annual meeting

To be eligible to vote at an annual meeting, you must:

• that the member is at least 18 years old during the meeting year;

• that membership has been granted at least two months before the annual meeting; and

• that membership fees have been paid no later than two months before the annual meeting.

Members who do not have the right to vote have the right to speak and propose at the meeting.

5 § Matters at the Annual Meeting

At the annual meeting, the following shall be discussed and recorded:

1) Determination of voting length for the meeting.

2) Election of president and secretary for the meeting.

3) Ask if the meeting has been advertised correctly.

4) Establishment of agenda.

5) The Board of Directors' activity report with annual report / annual accounts for the most recent fiscal / financial year.

6) The auditors' report on the Board's management during the most recent fiscal / financial year.

7) Issue of discharge from the Board of Directors for the duration of the audit.

8) Determination of membership fees.

9) Establishing activities plan and treatment of financial plan for future activities / financial years.

10) Consideration of the Board's proposals and motions received in a timely manner.

11) Choice of

     a) the president of the association for a period of 4 years;

     b) 3-7 permanent members of the board for a term of 4 years and 0-3 substitutes for a term of 1 year;

     c) 1-2 auditors and 1-3 alternates (substitutes) for a period of one year;

     d) 2-5 members of the nomination committee for a term of 4 years, one of whom shall be appointed president.

12) Any other issues reported under item 5). Decisions regarding major financial or other decisive importance for the association or members may not be taken unless it has been included in the notice of the meeting.

6 § Eligibility

Elected to the Board and the Nomination Committee is a voting member of the association. However, employees within the association may not be elected as a member or alternate member of the board, the nomination committee or as an auditor or alternate deputy member of the association.

7 § Extra annual meeting

The Board can call the members for an extra annual meeting.

The Board of Directors is obliged to convene an additional annual meeting when an auditor or at least a tenth of the Association's voting members request it. Such a request must be written in writing and contain the reasons for the request.

When the Board receives a request for an Extraordinary Meeting, it shall within 14 days announce such a meeting to be held within two months of the request received. Notice of proposal for agenda for extra annual meeting shall be sent to the members in a determined manner no later than seven days before the meeting. Furthermore, notices and proposals for agenda items must be published on the association's website and posted in suitable place.

At an extra annual meeting, only the issue (s) specified in the draft agenda may be considered.

8 § Decision and vote

Decisions are made with applause (acclamation) or if requested after voting (voting).

Except for those in Chapter 1. Section 7, first paragraph and Chapter 1. Section 9 of the said cases, when voting, all issues are decided by a simple majority. Simple majority can be either absolute or relative.

Elections are decided by a relative majority. By relative majority is meant that the person (s) who received the highest number of votes is elected (selected) regardless of how these votes relate to the number of votes cast.

For decisions on issues other than elections, an absolute majority is required, which means more than half the number of votes cast.

In the case of a vote that does not concern elections, the proposal supported by the president at the meeting shall apply, if the president is entitled to vote. If the president of the meeting is not entitled to vote, the lottery decides. In the event of an equal number of votes, the lottery shall decide.

9 § Entry into force

Decisions made at the annual meeting apply from the end of the annual meeting unless otherwise stated.

4 Election Committee

1 § Composition

The nomination committee shall consist of the president and other members elected by the annual meeting. The Nomination Committee shall consist of different career groups shall be represented.

The Nomination Committee shall appoint a Vice President from among its members. The Nomination Committee shall meet when the President or at least half the number of members so decides.

2 § The obligation

The Nomination Committee is to prepare the elections for the upcoming annual meeting, and in this work will continuously follow the work of the Board and the auditors during the financial year.

The nomination committee shall at the latest two months before the annual meeting, ask them whose term of office expires at the end of the meeting, if they wish to run for the next term. Thereafter, the Nomination Committee shall inform the members of any resignations. The nomination committee shall inform the members that they have the right to submit proposals for candidates.

No later than three weeks before the Annual General Meeting, the Nomination Committee shall announce voting members' proposals, as well as announce the names of the persons who have otherwise been proposed to the Nomination Committee.

Before the nomination of candidates is started at the annual meeting, the nomination committee must announce its proposal regarding the election the nomination intends.

Those who are members of the Nomination Committee may not unknowingly disclose what they have become aware of in this capacity.

5 Revision

1 § Auditors and auditing

The association's accounts and administration shall be reviewed annually by the auditors appointed by the annual meeting.

The auditors should be independent of the association.

The auditors have the right to continuously review the association's accounts, annual meeting and board minutes and other documents.

The association's accounts for the most recent fiscal and financial year must be submitted to the auditors no later than one month before the annual meeting.

The auditors shall review the Board's administration and accounts for the most recent fiscal and financial year and submit the audit report to the Board no later than 14 days prior to the annual meeting.

6 The Board of Directors

1 § Composition

The Board shall consist of the President and other members.

The Board shall appoint the Vice President and the other executives as needed.

In the event of obstacles for a member, the member is replaced by an alternate. If a member resigns prematurely, the alternate replaces the member for the time even next annual meeting.

The Board may appoint an adjunct member. Such a member has the right to speak and propose, but not the right to vote. The Deputy Member may be appointed to the position of the Board.

2 § The duties of the Board

When the annual meeting is not gathered, the board is the decision-making body of the association and is responsible for the association's affairs.

The Board shall be responsible for the association's activities and safeguard the members' interests.

It is the Board's responsibility in particular to:

• ensure that the association complies with applicable regulations and other binding rules;

• execute decisions made by the Annual General Meeting;

• plan, manage and distribute the work within the association and for this elaborate rules of procedure and instructions for the underlying association bodies;

• be responsible for and manage the association's funds;

• continuously inform the members of the association's affairs to the extent that this does not adversely affect the association's interests;

• provide the auditors with accounts etc. according to Chapter 5. Section 1, and

• prepare for the annual meeting.

The President shall lead the Board's work and ensure that the Board fulfils its tasks in accordance with the Association's statutes and other rules and decisions binding on the Association. If the President is prevented, the Vice President shall step into the Chair's place.

The Board of Directors shall decide on the allocation of work duties in other respects by means of a special set of rules of procedure.

3 § Notice, decision-making and voting

The Board of Directors shall meet at the notice of the President. The president is obliged to call a meeting when at least two members have requested it. If the president fails to issue a summons, those who have made the petition may call for a meeting.

The Board is in decision-making when all members are called and when at least half the number of members are present. All decisions require that at least half of all members of the Board agree on the decision. At the same number of votes, the president has the casting vote. Voting must not be by proxy.

The President may decide that matters shall be decided by written vote (decision by capsuled) or by telephone meeting or by means of other technical equipment.

At a meeting or decision-making in accordance with the previous paragraph, minutes shall be drawn up. Minutes shall be signed by the president of the meeting and appointed minutes’ secretary.

4 § Transfer of decision-making power

7 Other associations

1 § Committees, working groups and other underlying association bodies

The Board may set up temporary committees and working and project groups if necessary.

2 § Instructions

The board of the association shall, in special instructions or in any other appropriate manner, determine the powers and obligations of the underlying bodies.

3 § Budget and business plan

The section / committee for each academic activity and other permanent committees shall draw up proposals for the budget and business plan for the section / committee to apply during the following financial year. The budget and plan are submitted to the Board for approval on time as it decides. The Board makes the changes in the budget and the plan that are deemed necessary in view of the association's obligations in various respects, the association's financial position or the expected development of the academic activities.

4 § Reporting

Anyone who has been authorized by the Board in accordance with Chapter 6 Section 4 shall continuously notify the Board of Directors by reporting in the order determined by the Board of Directors.




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