Good governance policy

Transparency

Articles of association, financial statements, the Board's rules of procedure, and the Board's decision minutes are publicly available on an online drive. The drive can be accessed through the club's website as far back as digital archives are available. Handling of personal matters and similar issues is recorded as closed items and not disclosed publicly, but will always be accessible to the current board. All department heads are similarly encouraged to ensure transparency by publishing the minutes of their departmental meetings.

Financial transactions

All financial transactions are double-approved, including reimbursements, bill payments, advance payments, etc.

In exceptional cases, the board may approve fixed payment agreements/subscriptions to be approved with subsequent ongoing withdrawals, so that the same bill does not need approval every month. It is the responsibility of the executive committee to review these agreements at least once a year.

In addition to the above, the association uses "company cards." The board may decide that individuals can be issued a company card with limited credit and without automatic replenishment. A consumption overview is sent to the executive committee monthly. In case of disagreement about the use of the "company card," it is up to the board to decide on repayment and possibly revocation of the card. The board maintains a list of those who have been issued a "company card."

Impartiality

Confirmed impartiality must be noted in the minutes. A board member is considered impartial in cases where they have a financial interest or a particular personal interest in the outcome of the matter. The concerned board member must inform the board about the situation so that the board can determine whether there is impartiality.

Confidentiality

Members of the board, department heads, and employees are obligated not to disclose to anyone without justification what they have become aware of in the exercise of their duties. Matters that, by their nature, must be brought to the knowledge of third parties are not considered unjustified disclosure. It is the joint responsibility of the board and department heads to emphasize that confidential matters are indeed confidential.

This obligation continues after the end of the term of office.