How the association is organised

The name of the association is Aarhus Folk Festival.

The association is based in the Municipality of Aarhus.

The association provides voluntary educational association activities under the Danish Act on Non-formal Education and Democratic Voluntary Activity.

The association operates for the public benefit and is open to anyone who supports its purpose.

The purpose of the association is to promote awareness of folk music and dance as well as singer-songwriter culture from around the world. This is to be achieved through an annual festival and, where relevant, additional concerts, workshops, talks, seminars and debates about folk music and songwriting as part of our culture.

The activities of the association under section 2 are financed through grants, sponsorships, membership fees and audience payments.

Any surplus must remain with the educational association and be used within the scope of the Act.

Anyone who supports the purpose of the association and has paid the membership fee may be admitted as a member.

A member is considered to have resigned if the membership fee has not been paid within one month of receiving a reminder.

The board may exclude a member from the association if it considers that the member is acting against the purpose of the association.

The membership fee is determined by the general meeting.

The general meeting is the highest authority of the association.

The annual general meeting is held once a year no later than 31 March. The agenda must include at least the following items:

1. Election of a chair for the meeting.
2. The board's report.
3. Presentation of the association's accounts.
4. Proposals received.
5. Presentation of the association's budget for approval.
6. Determination of the membership fee.
7. Election of board members and a substitute member of the board.
8. Election of an auditor and substitute auditor if the association receives grants of less than DKK 450,000 per year, see section 10.
9. Any other business.

The general meeting is chaired by a person elected by the meeting who may not be a member of the board.

Only the members referred to in section 4 and anyone invited by the board may attend the general meeting.

Only the members referred to in section 4 have voting rights. Each member has one vote. Decisions are made by a simple majority unless otherwise stated in the bylaws. Voting by proxy is not permitted.

Children and young people under the age of 18 may vote at the general meeting but may not serve as voting members of the board.

The auditor and substitute auditor are elected for one year at a time.

The general meeting is announced on the association's website and by email to each member with at least three weeks' notice. The notice must state that proposals may be submitted up to two weeks before the meeting. Submitted proposals must be distributed to members by email no later than one week before the meeting. The association's accounts must accompany the notice of the annual general meeting.

Candidates for vacant board positions stand on equal terms at the general meeting and are elected according to the highest number of votes. In the event of a tie, a new vote is held.

An extraordinary general meeting is held if the board decides to do so, or if at least one third of the members request it in writing and specify the matters to be considered. Written notice must be given at least 14 days in advance and include the proposed agenda.

The board consists of five people and appoints its own officers.

Board members are elected by the general meeting for two years at a time and may be re-elected.

At the founding general meeting, three members are elected for two years and two members for one year.

At subsequent general meetings, three and two members respectively are elected for two-year terms.

The following people may not serve on the board:

1. Board members of foundations, companies, associations or other organisations that rent premises or similar facilities to the association or control the lessor of such facilities.
2. Lawyers, auditors and similar advisers to, as well as employees of, foundations, companies, associations or other organisations that rent premises or similar facilities to the association or control the lessor of such facilities.
3. Owners of premises or similar facilities rented to the association.

The above rules on conflicts of interest do not apply to foundations, companies, associations or other organisations that operate for the public benefit and whose main purpose is to provide facilities for children and young people. The City Council may also waive the rules where the lease is of limited scope and the Council considers that a waiver will not allow outside interests to influence decisions in the educational association.

The day-to-day management of the association is handled by the board.

The board may employ an executive manager and other staff.

The board is accountable to Aarhus City Council for the use of grants received from the Council, for premises made available and for the accounts and documentation of the association's activities.

Each year, the board prepares a report describing the association's activities during the previous year.

The board convenes a general meeting at least once a year.

Board meetings are held at least four times a year, whenever the chair considers it necessary, or when at least two board members request one.

Written notice of a board meeting is given 14 days in advance and includes the agenda.

Minutes of decisions are prepared after each board meeting and signed by the chair, deputy chair and minute-taker.

The board makes decisions by simple majority. In the event of a tie, the chair or acting chair has the casting vote. Voting by proxy is not permitted. The board has a quorum when more than half of its members are present.

Each year, the board prepares a budget for approval at the general meeting.

The association's financial year follows the municipality's financial year, which is the calendar year. The accounts must be signed by all board members.

The annual accounts must be prepared in accordance with generally accepted accounting practice and the requirements of legislation in force at any time.

The separate grant accounts must be submitted to the Municipality of Aarhus for approval together with the application for activity or premises support. The grant accounts must be signed by all board members and the auditor.

Where total grants are less than DKK 450,000, the accounts are audited by an auditor elected by the general meeting. The elected auditor may not be a member of the board or be related by blood or marriage to any board member in the direct ascending or descending line, or in the collateral line as closely as first cousins. The Municipality of Aarhus carries out random checks.

Where total grants are DKK 450,000 or more, the accounts are audited by a state-authorised or registered public accountant chosen by the board.

The association is bound by the joint signatures of the chair and the treasurer. If either is unavailable, it is bound by the chair or treasurer together with two board members.

The board may grant power of procuration.

Board members are personally liable for grants received by the association or grant recipients under the Act if a repayment claim arises from an unlawful act or omission attributable to the person as intentional or negligent.

In all other respects, board members are not personally liable for the association's grants under the Act on Non-formal Education and Democratic Voluntary Activity or for the association's other obligations.

The association's other obligations are secured only by the assets held by the association at any given time.

Amendments to the bylaws must be approved by the general meeting with two thirds of the votes cast.

Amendments must also be submitted to Sport & Fritid to ensure that they continue to meet statutory requirements.

A decision to dissolve or liquidate the association must be made in the same way as an amendment to the bylaws.

On dissolution, any surplus must be used for public-benefit purposes within the scope of the Act on Non-formal Education and Democratic Voluntary Activity. Under no circumstances may the association's funds be distributed to individuals.

Adopted at the founding general meeting on Monday, 19 June 2017.