Tietokilta ry's van guideline
Approved at the Additional Guild Meeting of Tietokilta ry 21.12.2023
1 § Purpose of the Guideline
The purpose of these rules is to define the use and operation of vans owned by Tietokilta ry and the conditions of use. Amendments may be made to these rules by decision of the Guild Meeting of Tietokilta ry. Tietokilta ry is an association of students of the Computer Science programme of the Aalto University School of Foundation Sciences. In these rules it is referred to as the guild.
2 § Van management
The van of the Guild shall be managed by the Van Committee, or in its absence, by the Guild Board, which shall be established annually at the election meeting. This will be referred to as the Guild representative. It shall be responsible for allowing the loan of the van for Guild purposes and for the personal use of Guild members, and for maintaining the roadworthiness and general condition of the vehicle.
3 § Keys to the van
The keys to the van are the responsibility of the Guild representative. At least one (1) of the keys shall be kept in a locked storage room of the Guild Board as a spare key.
4 § Use of the van for Guild purposes
The Guild's Board of Directors and officers are entitled to use the van free of charge for purposes related to the Guild's activities, such as organising events or moving Guild property.
In addition, a representative of the Guild may use the van for driving in connection with the maintenance of the vehicle, and may authorise members of the Guild to do so.
The van must be reserved before being used. However, a van need not be booked separately for short journeys for the maintenance of the vehicle, assuming that the van is available.
However, the van may not be used free of charge for personal purposes, but must be borrowed for personal use. The Guild is entitled to charge the borrower a reasonable fee in accordance with the booking conditions to cover the costs of use if the driving is not related to Guild activities.
5 § Loan of a van for personal use
Guild members have the possibility to borrow a van for their personal use. A reasonable fee will be charged for the loan, in accordance with the booking conditions, to cover the costs of use. The borrower of the vehicle must reserve the vehicle at least two (2) working days before the start of the reservation.
6 § Export of the van abroad
The van may not be exported abroad without the express written consent of the Guild representative. Upon delivery of the van, the borrower will be provided with an export document if necessary.
7 § Booking conditions
Prior to the commencement of the booking, the borrower of the van must sign a contract in which the borrower accepts the terms and conditions of the booking. The Guild reserves the right to amend the booking conditions by decision of the Guild's Board of Directors without prior notice.
8 § Changes to reservations
The representative of the Guild has the right to cancel a booking if there is a sudden or unexpected obstacle to the loan. Otherwise, the representative of the Guild reserves the right to cancel the reservation made at least seven (7) days before the start of the reservation.
The representative of the Guild reserves the right not to release the vehicle if it becomes apparent that the borrower is not capable of using the vehicle in accordance with the conditions. The vehicle will not be released if the borrower does not present a valid driving licence.
9 § Determination of indeterminate matters
Matters not expressly provided for in the Statutes shall be decided by the Guild Council.