Who are we?
KTHOC is run by students from KTH and other universities in Stockholm. There are 2 departments in KTHOC, Event Organizing Committee(EOC) and the board. EOC organizes events, and the board organize gears, financial issues, social channels, .ect. We do the job voluntarily ! So please understand us, if we reply late, or couldn’t rent the gear whenever you need.
2022/2023 Board Members
Email us if any specific question👇
| General | info@kthoutdoorclub.se |
| Events | events@kthoutdoorclub.se |
| Gear | gear@kthoutdoorclub.se |
| Inclusion | inclusion@kthoutdoorclub.se |
Statutes of the KTH Outdoor Club (KTH OC)
§ 1 Name, Legal Form and Seat
The official name of the organization is KTH Outdoor Club (KTH OC). The club was founded on September 13th, 2015 in Stockholm, Sweden, but then under the name KTH Mountaineering Club (KTH MC). In autumn 2017, KTH MC was renamed to KTH OC. The legal form of the KTH OC organization is Association. This Association manages the funds provided to the Association and surpluses from its operations. The head office of KTH OC has its seat in Stockholm at KTH Royal Institute of Technology.
KTH OC is a member of the following specialized sports federations (SF): The Swedish University Sports Federation (SAIF) and is thereby also affiliated with the Swedish Sports Confederation (RF). Through membership in SAIF, the association also becomes a member of the Stockholm Sports Association (DF) within whose area the association’s domicile is located and, where applicable, in the relevant special sport district association (SDF) within the SF district where KTH OC’s domicile is located. The association is obliged to abide by the statutes, competition rules and decisions of these organizations made by these sports bodies. At the request of the RF or the relevant SF, SDF or DF board, KTH OC is obliged to make its documents available and to submit information requested by these bodies.
§ 2 Purpose
The purpose of KTH OC is to facilitate outdoor activities in the broadest sense: This includes a wide range of outdoor recreational sports, such as hiking, trekking, climbing, skiing and kayaking. We aim to make the outdoors of Sweden available to all our members regardless of previous outdoor experience.
§ 3 Membership, Membership Fee and Annual Meeting
§ 3.1 Membership
One is eligible to apply for the Membership of KTH OC, if the following applies:
– Members are full-time students or staff at KTH Royal Institute of Technology (KTH);
– 25 % of the Members can be different from mentioned above, eg. alumni or students from other universities.
§ 3.2 Membership Application
A person wishing to apply to become a member of the KTH OC is required to fill out a sign-up form that will be made available by the Executive Board (EB) at the beginning of each academic semester at KTH. The membership will only be valid for the academic semester in which the person was registered. Once the form has been filled out and the payment of the fee has been verified, the person will be granted member status.
§ 3.3 Membership Cancellation
As specified in § 3.2, membership of KTH OC lasts one academic semester. This means that members have to indicate themselves if they want to renew their membership. If the member does not indicate that they want to keep their membership, their membership will automatically expire. Members will be notified about this policy in the sign-up form and during the last week of the semester.
If a member wishes to cancel their membership prematurely, they can notify KTH OC’s EB in writing. The EB will then proceed to remove the member from its written administration. Paid membership fees will not be refunded.
The KTH OC EB has the right to withdraw a membership if the member does not follow rules of the club or violates the KTH Code of Conduct. This membership withdrawal will apply for the rest of the academic semester, and the person has the right to apply again for membership in the following semesters. The excluded person is deprived of all positions of trust within KTH OC with immediate effect. The exclusion must be confirmed by the Annual Meeting, whereby the excluded has the right of expression.
§ 3.4 General Meetings (GM)
Two general meetings shall be conducted every calendar year. Those general meetings (GM) are the election meeting (EM) and the general finance meeting (FM).
All members of KTH OC must be notified at least two weeks in advance about the chosen date and place of a GM and be provided with the agenda and documents for the meeting. Members can propose additional items to be included on the agenda up to one day before a GM.
Members attending a GM have voting rights at the meeting. Decisions are made by simple majority (unless it is a decision about amendment or disbandment of the club: see § 8). If there is a tie, the current Chair has the casting vote. The highest decision making power of the KTH OC is the voting at a GM. Minutes will be taken by the current Secretary or Chair.
§ 3.4.1 Election meeting (EM)
The EM shall be held within the first three weeks after the beginning of the autumn term defined by KTH. The main purpose of the EM is to elect the new Executive Board (EB).
At the EM, at least the following items must be present on the agenda:
– Determination of the voting list for the EM
– Selection of regulator of protocol and vote counter
– Regulator check of meeting compliance to the statutes
– Annual report of activities by the EB
– Acceptance of revisions to the statutes (if applicable)
– Election of a new EB by the members [1].
§ 3.4.2 General financial meeting (FM)
The FM shall be held after the end of each financial (calendar) year in January. The main purpose of the FM is to approve the financial budget and discharge the previous financial year’s Executive Boards.
At the FM, at least the following items must be present on the agenda:
– Determination of the voting list for the FM
– Selection of regulator of protocol and vote counter
– Regulator check of meeting compliance to the statutes
– Presentation and acceptance of the financial report from the previous financial year.
– Report from the external auditor on the financial report
– Presentation and acceptance of the financial budget for the current financial year.
– Discharge of financial responsibility for the previous financial year’s EBs [2].
– Decision on the auditor for the upcoming financial year.
– Definition of membership fee for the upcoming year.
[1] The previous EB will be inactive, but not discharged until the next FM.
[2] Since two EBs are active during a financial year, the previous EB has to be discharged for the time between the last FM and the last EM (where the next EB took over). The current EB has to be discharged for the time since the last EM.
§ 3.4.3 Additional General Meetings
If required, the club can hold an additional GM, which is called by the KTH OC executive board (EB). All members of KTH OC must be notified at least two weeks in advance about the chosen date and place of the GM and be provided with the agenda and documents for the meeting. Members can not propose additional items to be included on the agenda for additional General Meetings. At this additional meeting, there are no required agenda items. At additional general meetings only decisions on items on the agenda may be made.
§ 4 Organization
§ 4.1 Executive Board (EB)
The operations of the association are run by the EB, comprised of a minimum of two members. Outside a GM, the EB has decision making power for the operations of the club. The EB consists of at least the following positions: Chair and Treasurer. If possible, additional positions of Secretary, Co-Treasurer, PR Manager and Equipment Commissioner are recommended. The responsibilities for each position are described in the Appendix to this document. Any Member is eligible to hold a position on the EB. The EB is elected by the Members of the KTH OC during the EM. The EB convenes when summoned by its Chair and constitutes a quorum when at least two-thirds of its members are present. The casting vote is made by the Chair in the event of an equal number of votes. Minutes shall be kept of the EB’s meetings. EB positions are held until the next EM.
§ 4.2 Committees
Members of a KTH OC Committee are nominated and approved by the EB such as eg. an Event Organizing Committee. Committees do not attend or have voting rights at EB meetings.
§ 5 Finances
The Financial Year is defined according to the calendar year, going from January 1st to December 31st. KTH OC’s funds shall be managed by the EB by appointment of the Treasurer, and (optionally) a Co-Treasurer. The Treasurer’s responsibility includes maintaining long-term capacity for grants for aimed projects and activities. Supplements to KTH OC’s funds may also be made in the form of donations from private persons, companies and funding from THS or KTH. The EB shall adopt a budget for the management of KTH OC during the following Financial Year. The EB is responsible for ensuring that internal and external auditing of the association takes place. Internal auditing should be performed by the Co-Treasurer or Chair. External auditing must take place at minimum once per calendar year, and be performed by someone independent of the KTH OC. The EB shall submit an externally audited annual report for the immediately preceding financial year to the members of KTH OC during the FM in January (see § 3.4). This report shall include an income statement, balance sheet, administration report and account of projects granted funding.
§ 6 Bank
In the case that KTH OC is holder of a corporate bank account, the power of attorney and bank user eligibility needs to be granted to the Treasurer (and Co-Treasurer) as proxy holders by the EB. In the event of change and applications in matters of the bank, only one of the signatures will be required. Treasurer or Co-Treasurer should be granted access as corporate users of KTH OC’s internet bank for companies, as well as be the card holder.
§ 7 Legal Representation
The EB is entitled to act on behalf of KTH OC in relation to third parties and is also entitled to represent KTH OC in connection with courts of law and other government authorities. The EB is entitled to appoint one or more individuals in or outside of the EB to represent KTH OC with the same authorization. Such appointments may be revoked by the EB at any time. Signing authorities are divided among two or three different board members: Chair, Treasurer (and Co-Treasurer).
§ 8 Amendments and Disbandment
Proposals for amendments to the Statutes and Disbandment of KTH OC should be submitted to all members of KTH OC at least four weeks in advance of the GM on which a 2/3 majority vote can affirm an amendment or disbandment.
The decision of a disbandment, together with copies of the board and GMs minutes regarding the process and an auditing report alongside with an income statement and balance sheet, should immediately be sent to the SAIF.
In the case of disbandment, the GM would also hold a vote on how to distribute the assets of the club. In this case the assets of the club may not be passed to the members of the club.
Appendix:
Description of KTH OC Board Structure
Positions part of the Executive Board (EB):
Chair:
The chair presides the EB meetings, has the duty of creating the meeting agendas, and is responsible for formal external communications and supervising the proceedings of the EB. The casting vote on a decision is made by the Chair in the event of an equal number of votes.
Vice-Chair:
If elected, the Vice-Chair is the helping hand of the chair and will serve as a back-up for presiding EB meetings when the Chair is unable to make it to the meeting. Ideally, the Vice-Chair would take over the position of Chair during the next year’s Annual Meeting.
Treasurer:
The Treasurer has full access to the association’s bank account and is a card holder. Event organizers and other members of the EB should contact the treasurer about the money available for events. The Treasurer should create an annual budget and draw up a balance. The balance has to be drawn up twice a year: once after the academic Fall Semester and once after the academic Spring Semester. After the Treasurer has drawn up the balance, he/she has to appoint two fellow members of the EB to review the balance before presenting it at the Annual General Meeting. The Treasurer is responsible for handling forms required by the Tax Authorities. The Treasurer is also responsible for verifying the payments of the membership fee in KTH OC’s bank account. After having won or given a grant, the budget goals will be discussed during the EB meetings.
Co-Treasurer:
If elected, the Co-Treasurer assists the Treasurer with his/her tasks.
Secretary:
If elected, the Secretary drafts meeting minutes, keeps track of membership administration, and manages KTH OC’s mailbox. Additionally, the Secretary is responsible for keeping track of possible grants and deadlines (which may require understanding or translating Swedish), writing grant applications, and occasionally writing newsletters.
Equipment Commissioner:
If elected, the Equipment Commissioner handles gear rental requests, gear maintenance, and keeps track of where each piece of equipment is located. Event organizers communicate with the Equipment Commissioner about using KTH OC equipment for organized events. The Equipment Commissioner is also responsible for proposing new gear purchases at EB meetings.
PR Manager:
If elected, the PR Manager is responsible for all social media platforms. The PR Manager asks event organizers for pictures and shares these as well as information about past events on KTH OC’s social media platforms. Another aspect of being a PR manager could be to look for sponsor deals with brands, or to ask for student discounts at the climbing gyms.
Event Coordinator:
If elected, the Event Coordinator is the primary contact person for the Event Organizing Committee (EOC). The Event Coordinator organizes and attends EOC meetings and represents the EOC at the EB meetings. The Event Coordinator is responsible for informing the member’s about events, information, and sign-up forms.
Positions outside the Executive Board:
Event Organizing Committee (EOC) members:
Members of the EOC regularly attend brain-storming sessions about future events. When a member of the EOC agrees to organize an event, he/she takes co-responsibility for its organization. The members of the EOC will be working closely together with the EB, particularly with the Event Coordinator. The EB will have to agree on the feasibility of the event in terms of the financial and legal risks involved and will lend a helping hand where necessary.