Bylaws

1. Purpose

Clause 1:
To promote knowledge of wargaming, tabletop roleplaying, painting, and 3D printing and to operate the association's premises.
Clause 2:
The association is non-political and non-religious.

2. Admission conditions and exclusion

Clause 1:
Any person who pays the prescribed membership fee, is vouched for by an existing member, and is willing to abide by these bylaws, adopted resolutions, and house rules, may become a member.
Clause 2:
Non-members can participate in the association's activities for a trial period of two visits before becoming members. This does not include tournaments. The board may decide exceptions for limited periods.
Clause 3:
The board may exclude a member from the association or an activity area if at least 1/2 of the board members vote in favor, providing written justification. Before making its decision, the board must hear the member if they attend the meeting.
Clause 4:
The board must communicate the exclusion to the member via email. The member may appeal at the next general meeting but remains excluded until this meeting, with no refund of paid membership fees.
Clause 5:
The board may issue a warning and sanction to a member at any board meeting for violating the bylaws, house rules, or adopted resolutions. Typically, the board issues an oral warning for the first offense, a written warning for the second, and a final warning before exclusion. However, the board may directly issue a written warning or exclusion if appropriate, and may add sanctions to any warning.
Clause 6:
A person must be at least 16 years old to become a member. The board may decide exceptions.

3. Membership fee

Clause 1:
Funds for the association's operation come from membership fees and activities. The association may also seek grants from the municipality and other available funds and scholarships.
Clause 2:
The ordinary general meeting determines the membership fee for one year in advance. The membership period runs from May 1st to April 30th, with fees collected monthly. A month's membership fee covers from the first to the last day of that month. If a member fails to pay, the club may send reminders and impose reminder fees according to applicable legislation and norms.
Clause 3:
To resign from the association, a member must notify the board in writing. Membership ends immediately or when the membership period expires, according to the member's preference. The association does not refund membership fees or provide other compensation.
Clause 4:
The association removes as a member any person who has not paid their membership fee for one consecutive quarter by the due date(s).

4. Ordinary general meeting

Clause 1:
The board holds an ordinary general meeting in April each year.
Clause 2:
The board must send meeting notices via email at least three weeks in advance. The notice must include a preliminary agenda and instructions for submitting proposals.
Clause 3:
Members must send topic requests for the agenda to the board in writing, with justification, no later than 2 weeks before the meeting.
Clause 4:
The board must distribute or make publicly available the accounts and budget to members at least 14 days before the general meeting.

5. Competence and right to vote

Clause 1:
The general meeting is the highest authority in the association.
Clause 2:
Only members with valid membership and at least 3 months of prior membership have the right to vote. Each eligible member has one vote.
Clause 3:
Members unable to attend may delegate their vote by proxy to another member. They must communicate this to the secretary immediately after the secretary is chosen at the general meeting. No member can hold more than two proxies.

6. Ordinary general meeting - agenda

Clause 1:
An ordinary general meeting is held in April. However, the first inaugural general meeting was held on June 1st, 2025. The board must hold the ordinary general meeting within the given timeframe.
The agenda for the ordinary general meeting must include the following points:

7. Extraordinary general meeting

Clause 1:
An extraordinary general meeting may be held by decision of the ordinary general meeting, by request of a board majority, or by request of at least 1/5 of the association's members. Requests must be submitted in writing to the chairman with justification and proposals for discussion.
Clause 2:
The board must provide notice of the extraordinary general meeting at least 3 weeks in advance and no later than 2 weeks after receiving the written request. The board must notify each member electronically or in writing.

8. General meeting proceedings

Clause 1:
A chairman elected at the general meeting leads the proceedings and decides all formal questions. The chairman and president sign the record of proceedings.
Clause 2:
The general meeting may only decide on matters included in the agenda.
Clause 3:
The general meeting is quorate if 2/5 of the association's voting members are present. Standard mathematical rounding rules apply in case of doubt. If a member requests it, voting must be done in writing and in secret.
Clause 4:
The proposal or candidate with the highest number of votes is considered adopted or elected.
Clause 5:
Blank votes are not counted in the vote tally and do not weigh for or against. This does not apply to proposals for bylaw amendments, which require approval by 2/3 of the members present.

9. Election of board

Clause 1:
Between general meetings, the association is led by a board consisting of a chairman, vice-chairman, treasurer, two additional board members, and 2 deputy members, totaling 7 persons. Only members eligible to vote can stand for election to the board. All members can stand as deputies.
Clause 2:
The general meeting elects the chairman and treasurer separately. When electing a treasurer, the meeting also elects a deputy treasurer. To be eligible for election as chairman, the member must have previously served on the board.
Clause 3:
The remaining board is elected in 2 rounds. The first round elects the board, and the second round elects deputies. The 3 candidates receiving the highest votes in the first round are elected to the board. Deputies are those who receive the highest votes in the second round. If more candidates than required are nominated, each eligible voter can vote for up to four board candidates or two deputy candidates.
Clause 4:
Board members serve until the next general meeting. Board members may stand for re-election at any general meeting. The chairman and treasurer are elected for two-year terms, with the chairman up for election in even years and the treasurer in odd years.

10. Constitution, meetings, and rules of procedure

Clause 1:
The board organizes itself with a vice-chairman and other responsible positions as appropriate. If the chairman is unavailable, the vice-chairman acts as temporary chairman until the next general meeting.
Clause 2:
The board holds meetings as needed but at least quarterly. The meeting agenda must include at least: 1) Formalities 2) Communications 3) Proposals. The board determines its own rules of procedure.
Clause 3:
The board must present any proposal from a member at the next board meeting under point 3.
Clause 4:
The board may appoint committees with authority for specific tasks.
Clause 5:
The board is quorate when at least 3 board members are present.
Clause 6:
The board makes decisions by vote. In case of a tie, the chairman's vote is decisive.
Clause 7:
The board may exclude a board member at any board meeting if: the member has been absent from properly convened board meetings without notification; the member has repeatedly failed to fulfill agreements; the member has received two written warnings beforehand; and the member has had the opportunity to be heard at a board meeting. A 3/5 majority of the board is required for exclusion.

11. Signing authority

Clause 1:
The association is represented by one of the following:

12. Accounts

Clause 1:
The treasurer elected by the general meeting maintains bookkeeping and accounts on behalf of the board. These records must clearly show the club's operations and financial position at all times.
Clause 2:
The financial year follows the calendar year.

13. Daily operations of the association

Clause 1:
The board may appoint one or more committees to manage the daily operations of the association. Board members must lead these committees. If no committee is appointed, the board is directly responsible for daily operations and may only delegate tasks directly.
Clause 2:
The chairman may act on behalf of the club in urgent minor matters but must report these actions to the board at the next meeting.
Clause 3:
The appointed committees administer the daily operation of the association's premises and materials.
Clause 4:
The chairman or a negotiator appointed by the executive committee leads sponsorships, grant applications, and subsidy negotiations. A simple board majority must approve all sponsorships.

14. Amendments to the bylaws

Clause 1:
Amendments to the association's bylaws require approval by at least 2/3 of the votes at the general meeting.
Clause 2:
The board must send draft amendments to the bylaws to members at least 2 weeks before the general meeting.

15. Dissolution of the association

Clause 1:
The association may be dissolved when a proposal is adopted at an ordinary general meeting and then by a referendum among members with at least 3/4 of the votes cast.
Clause 2:
Upon dissolution, the association's materials are sold at a closed auction for members. This auction must be announced in writing to all members at least 7 days in advance.
Clause 3:
At the general meeting where dissolution is decided, members must determine which charitable purpose will receive the association's assets. Unused portions of grants from public sources shall be refunded.

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