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The purpose of the association is to be an overall administrative organisation for students at the University of Stavanger who want to get to know fellow students through playing board games and we will be an organisation for lending and making board games available.
§ 1.1 Vision
The association must:
• Work for the management of board games.
• Build up a stock of sought-after games.
• Bring together students interested in making new contacts and playing board games.
• Contribute to the student community with events such as board game nights.
• Facilitate a common store of games that can be lent out to student Associations, line associations and students for a limited period of time.
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§ 2.1 Student Memberships
To be eligible to become a member, one must have paid the semester fee to SiS. One becomes an official member of the Association by signing up through a membership form, determined by the Board of Directors.
§ 2.2 Non-Student Memberships
To be eligible to become a member, if one is NOT a student currently living and/or studying in Stavanger, one must pay an annual membership fee determined by the board to be 250 NOK. This receipt of this fee is to be verified by the Financial Officer, after which the one paying is recognised to be a member.
§ 2.3 Voting Rights
If you are a member of the Association, you have the right to vote at the Association's General Assemblies.
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§ 3.1 Positions
The association is led by a board of directors, which is the highest authority between General Assemblies. The following roles must be part of the board.
• President, who must also be a student
• Vice-President
• Financial Officer
Other members can be voted into the Board of Directors to fulfil other roles, at the behest of the members present at a General Assembly.
§ 3.2 Tasks
The Board of Directors shall.
1. Implement the provisions of the General Assemblies.
2. Appoint committees/commissions/individuals for special tasks as required and prepare instructions for these.
3. Administer and maintain the necessary control of the association's finances in accordance with the instructions and regulations in force at any given time.
4. Represent the association externally.
5. Invite to events
6. Purchase the necessary equipment
§ 3.3 Board Meetings
The board of directors shall hold a meeting when requested by one of the positions dictated in section 3.1 or a majority of the board members.
At least 2/3 of the board must consist of students and all board members must be or must have been students in Stavanger.
§ 3.3.1 Voting in Board Meetings
The board of directors constitutes a quorum when a majority of the board members are present.
Decisions are made by a majority of the votes cast. In the event of a tie, the chairman's vote counts double.
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§ 3.4.1 General Principle
Board members shall not receive remuneration, salary, or other financial compensation for services performed in their capacity as board members.
All positions are voluntary unless otherwise specified by the general assembly.
§ 3.4.2 Reimbursement of Expenses
Board members and volunteers may be reimbursed for documented, pre-approved expenses incurred on behalf of the club. This includes, but is not limited to:
• Purchase of materials or equipment necessary for club activities.
• Entry fees or participation costs for events where attendance benefits the club.
§ 3.4.3 Use of Personal Property
When a board member’s personal property is used for club purposes, the club may compensate for wear and tear, damage, or replacement of the equipment.
§ 3.4.4 Loaning of Games
Members may loan board games or related materials to the club for use during meetings or events. Such items remain the personal property of the lender and shall be recorded by the board as belonging to that individual. The lender will have say in the storage of their property and the access to it during regular events.
In the event that a loaned game is stolen or damaged beyond repair while under the club’s supervision, the club shall reimburse the owner for the replacement value up to a maximum of 2,000 NOK per game box. Normal wear and tear from ordinary use is not eligible for reimbursement.
The club does not commit to returning loaned games after a specific period of time; it is the responsibility of the loaning member to request the return of their property, and while the club will cooperate reasonably in doing so, it bears no obligation to initiate or ensure the return.
§ 3.4.5 Financial Oversight
All transactions must be documented with receipts or invoices and approved by at least two board members, one of whom must be the treasurer.
The treasurer shall maintain transparent and up-to-date financial records accessible to the board.
The annual financial report shall be reviewed and approved by the General Assembly as dictated in section 4.2.
§ 3.4.6 Conflict of Interest
Board members must avoid situations where personal financial interests may conflict with club interests. Any potential conflicts must be declared and the member recused from related decisions.
§ 3.4.7 Audit and Accountability
The club’s accounts shall be subject to internal audit prior to presentation at the annual General Assembly.
Any irregularities or misuse of funds shall be reported immediately to the board and, if necessary, to relevant university authorities or auditors.
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§ 4.1 Management of General Assemblies
A General Assembly is chaired by an elected Moderator. The Moderator does not need to be a member of the association.
The General Assembly is convened by the board with at least two weeks' notice, directly to the members and/or by announcement in the press. Proposed Cases to be considered at the General Assembly must be submitted to the board no later than 1 week before the General Assembly. A complete agenda must be available to the members no later than 1 week before the General Assembly.
All members have access to the General Assembly. The General Assembly may invite other persons and/or the media to attend.
The General Assembly is quorate with the number of voting members present. No one has more than one vote, and voting cannot be done by proxy.
§ 4.2 Tasks of General Assemblies
The General Assembly shall:
1. Manage the annual report
2. Process accounts in audited form
3. Consider proposals received
4. Adopt a budget
5. Elect the Association's board of directors
§ 4.3 Voting at General Assemblies
Unless otherwise specified, a resolution shall, in order to be valid, be adopted by a simple majority of the votes cast. Blank votes shall be considered as abstensions.
§ 4.3.1 Voting of Cases
Cases are proposed by members of the Association in advance of a General Assembly, detailed in section 4.1.
Voting on cases shall be done by a show of hands of members present at the General Assembly, counted by the Moderator. If disagreements occur, a recount can be performed by the Moderator and a representative of the General Assembly who is not on the Board of Directors.
§ 4.3.2 Election of the Board of Directors
Elections are conducted in writing if there is more than one proposal. Any members present at the General Assembly, or in absentia by written statement to the Board of Directors, may be listed on the ballot.
When an election is held and a candidate does not receive more than half of the votes cast, a re-election is held between the two candidates who have received the highest number of votes. If there is a tie in the re-election, the election is decided by drawing lots.
§ 4.3.3 Extraordinary Voting Rights
If ever, the members of the association do NOT agree with cases taken by the board of directors, or wish to propose additions or deletions to the agenda of a General Assembly, an extraordinary vote can be called for by a majority of members present at a General Assembly.
Voting proceeds by a simple show of hands, counted by the Moderator of the General Assembly. If disagreements occur, a recount can be performed by the Moderator and a representative of the General Assembly who is NOT on the Board of Directors.
Cases to be added should be stated clearly by the member proposing them, before being followed by a vote in accordance with section 4.3.1.
§ 4.4 Annual General Assemblies
The Annual General Assembly, which is held every year during the first quarter, is the association's highest authority.
§ 4.5 Extraordinary General Assemblies
Extraordinary General Assemblies are held when the Board of Directors so decides, or at least one third of the voting members so request.
The meeting is convened in the same way as for ordinary General Assemblies.
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§ 5.1 Definition and Scope
A Sub-Club is defined as a semi-autonomous entity operating under the authority and legal framework of the Association, with the purpose of organizing activities aligned with the Association’s vision as stated in section 1.1.
Sub-Clubs may pursue specialized themes or areas of interest related to board gaming, provided their operations remain consistent with the objectives outlined in section 1.
§ 5.2 Establishment of Sub-Clubs
Any club, group, or organization wishing to become a Sub-Club of the Association must submit a formal written application to the Board of Directors.
The application must include:
a) A brief charter or mission statement;
b) The names and contact information of at least two responsible persons;
c) An outline of planned activities and their alignment with the Association’s vision as stated in section 1.1;
d) A preliminary list of members and confirmation that they are, or intend to become, members of the Association pursuant to section 2.1 or 2.2.
The Board shall review the application within 14 days and may request additional information or clarification as necessary.
Admission as a Sub-Club requires a majority vote of the Board of Directors, as outlined in section 3.3.1, and a signature from a representative of the student organisation StOr.
Upon acceptance, the new Sub-Club shall be bound by the provisions of Section 5 and shall be granted access to applicable Association resources and support.
A newly admitted Sub-Club shall be placed on a provisional status for a period of three (3) months, after which a review may be conducted by the Board to confirm continued alignment and compliance.
§ 5.3 Membership
All members of a Sub-Club must also be registered members of the association, pursuant to the provisions of section 2.1 and 2.2.
Membership in a Sub-Club shall not confer any additional voting rights beyond those established in section 2.3 and section 4.
§ 5.4 Oversight and Coordination
The Board of Directors retains authority over the operation of Sub-Clubs and may appoint liaison officers or coordinators from among its members as provided for in section 3.2.
Each Sub-Club may appoint a representative to attend Board meetings as a non-voting observer, entitled to speak on matters affecting their Sub-Club.
The Association shall provide assistance in planning, logistics, and administration to Sub-Clubs within the limits of its capacity.
§ 5.5 Communication and Branding
Sub-Clubs are required to clearly state their affiliation with the Association in all formal communications, public-facing media, and promotional materials.
Sub-Clubs are not required to advertise for the Association, with the exception that they shall disseminate information regarding the Association’s regular weekly events upon request by the Board.
The use of the Association’s logo, name, or brand by Sub-Clubs in public or external communications shall require prior written approval from the Board.
§ 5.6 Financial Oversight
All financial matters pertaining to Sub-Clubs shall be managed under the supervision of the Association’s Financial Officer, as defined in section 3.1 and section 3.2.
Sub-Clubs may generate income through events, dues, or sponsorships; however, all such income and expenses must be reported to the Financial Officer and processed through the Association’s accounts.
Financial requests made in accordance with approved budgets shall be processed within a reasonable time frame not exceeding 14 days, unless formally disputed with justification.
The Financial Officer may conduct an audit of any Sub-Club’s financial activities at their discretion.
§ 5.7 Compliance and Enforcement
All Sub-Clubs shall be subject to these Articles of Association and any applicable policies issued by the Board.
Failure to comply with the provisions of Section 5 may result in one or more of the following actions, as determined by the Board of Directors:
a) Written warning or corrective instruction;
b) Suspension of access to Association resources or financial accounts;
c) Freezing of Sub-Club operations pending review;
d) Dissolution of the Sub-Club, pursuant to section 5.8.
The Board may issue compliance guidelines or require written corrective plans for Sub-Clubs found to be in breach of these Articles.
Sanctions shall be proportionate to the severity and impact of the breach. Minor procedural errors shall not be grounds for dissolution unless repeated or unaddressed after written warning.
In the event of a dispute between a Sub-Club and the Board regarding enforcement actions, financial access, or communications, the matter may be brought before the General Assembly as per section 4.3.3 for resolution.
If no General Assembly can be called in a satisfactory timeframe for either party, the matter can be mediated by a representative of the student organisation StOr.
§ 5.8 Dissolution and Separation
A Sub-Club wishing to separate from the Association and become an independent legal entity must submit a formal request at a General Assembly, which shall evaluate the legal, financial, and organisational implications before rendering a decision by a majority vote, totalling 75% or higher to pass.
A Sub-Club may be voluntarily dissolved upon a resolution passed by a majority of its registered Sub-Club members and formal notification to the Board.
The Board may dissolve a Sub-Club in cases of inactivity, misconduct, or failure to comply with the Association’s Articles of Association or Code of Conduct.
A decision to dissolve a Sub-Club must be supported by a two-thirds vote of the Board and may be appealed to the General Assembly under section 4.3.3.
Upon dissolution, any assets, funds, or equipment held by the Sub-Club shall revert to the Association in accordance with the dissolution procedures outlined in section 6.3.
A representative of the student organisation StOr will be notified upon successful dissolution or separation of a Sub-Club.
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§ 6.1 Organisational Affiliation
The Association is an independent organisation with a cooperation agreement with the student organisation StOr.
§ 6.2 Amendments to the Articles of Association
Amendments to these Articles of Association may be made at an ordinary or extraordinary annual meeting without having been on the agenda, and require a 2/3 majority of the votes cast.
Amendments to the Articles of Association come into force as soon as the resolution has been recorded in the minutes and the minutes have been signed.
§ 6.3 Dissolution (This section cannot be amended)
If the Association is dissolved, any welfare funds from the Welfare Council will be repaid to The Welfare Council. Other profits from dissolution will be returned to the university and the board games purchased in the name of UiS Brettspillklubb will be donated to the University Library or the Student Organization (StOr) at UiS for free lending.