6.1 The general meeting is responsible for the following matters:
a) Election and dismissal of the Executive Committee
b) Election of the Treasurer
c) Acceptance of the annual report of the Executive Committee
d) Discharge of the Executive Committee
e) Adoption of the Statutes of Association and setting of the annual subscription fee
f) Passing resolutions on amendments to the Statutes and on the dissolution of the Association.
g) The General Assembly may make recommendations to the Executive Committee.
6.2 At least one Ordinary General Meeting shall be held each year. General Meetings may be held in person, virtually or in a hybrid format. The Board shall decide on the form of the meeting.
The Executive Board shall invite members to the General Assembly in writing at least two weeks in advance, stating the place, time, form of the event and agenda. The invitation may also be sent by e-mail to the last e-mail address provided by the member.
6.3 In addition, extraordinary General Meetings shall be convened by the Executive Committee if the interests of the Association so require or if one quarter of the members so request by written application to the Executive Committee.
6.4 Any member may submit a written request to the Executive Committee at least one week before the General Assembly to have other matters added to the agenda. The Executive Committee will put the request on the agenda.
The agenda may be further supplemented in the course of the general meeting by majority vote; the general meeting may pass resolutions on these supplemented agenda items.
6.5 The General Assembly has a quorum if at least 30 per cent of the members – including two members of the Executive Committee – are present or duly represented.
In the event of a lack of quorum, another General Assembly shall be convened with the same agenda, which may then pass resolutions without regard to the number of members present.
6.6 Representation of members not present by participating members is only possible on the basis of a written, signed power of attorney, which must be presented at the general meeting in paper or digital form.
Each member present may represent up to seven non-appearing members on the basis of a written proxy. If a member receives more than seven proxies, he/she is entitled to pass on the surplus proxies to another member present; in this case, a member named as a substitute in the proxy has priority. The powers of attorney shall be communicated to the Executive Committee before the beginning of the General Meeting by submitting the relevant documents for registration.
6.7 The General Assembly shall be chaired by a chairperson appointed by the members of the Executive Committee present. Furthermore, the Executive Committee shall appoint a minute taker. The elections, in particular the election of the Executive Committee and the election of the Treasurer, shall be governed by election regulations to be adopted by the General Assembly.
6.8 The General Assembly shall vote by show of hands. At the request of at least five members, a written and secret ballot shall be held. The General Assembly shall decide by a simple majority of the valid votes cast; abstentions or invalid votes shall not be counted. In the event of a tie, the chairperson of the meeting shall have the casting vote.
6.9 Amendments to the Statutes or the purpose of the Association require a majority of 2/3 of the valid votes. Resolutions on amendments to the Statutes are only admissible if they have been announced on the agenda with the invitation. In the event that a corresponding 2/3 majority is not reached, an extraordinary General Assembly may be convened, which may decide on an amendment to the Statutes or the purpose of the Association with a simple majority of the members present or represented, which must be pointed out accordingly in the invitation.
6.10. Resolutions of the General Assembly may also be passed by written ballot in a circular procedure. This is done by sending the subject of the resolution to the members at their last postal or e-mail address with the request to comment on it within a reasonable period of time. Failure to submit a written statement shall be deemed to be consent. The written votes must be received by the Executive Committee within a period of two weeks after dispatch; the majority shall be calculated on the basis of the votes cast. This procedure is not permitted for resolutions on amendments to the Statutes or the purpose of the Association.
6.11. Minutes shall be taken of the resolutions passed at the General Assembly and of the results of the elections, which shall be signed by the chairperson of the meeting and the keeper of the minutes and shall be made known to the members in an appropriate form.