§ 1 Ordinary Board Meetings

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1. The ordinary board meeting takes place in odd calendar weeks on Wednesdays at 19:00. Deviations are possible by resolution.
2. The ordinary board meeting is always held as a telephone or virtual meeting. Physical presence is not required.
3. No separate invitation to the board members is required to hold ordinary board meetings.
4. The agenda is continuously updated in the association’s internal software and is available to board members at all times.
5. Ordinary members of the association are entitled to attend the ordinary board meetings in an advisory capacity.
6. A closed session takes place at the end of every meeting. Ordinary members must leave the meeting for the duration of the closed session. No separate resolution is passed regarding this closed nature.
7. Minutes of the meeting must be taken and published internally within the association in a suitable form. The minutes must contain at least the attendance of the board members as well as the exact wording of the resolutions. The minutes are approved by the board in one of the subsequent ordinary board meetings.

§ 2 Extraordinary Board Meetings

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1. Extraordinary board meetings are to be convened by the board in compliance with the notice period stipulated in § 8 paragraph 6 of the Articles of Association.
2. In extraordinary meetings, only those matters for deliberation and resolution may be dealt with that were explicitly stated as agenda items in the convocation to the meeting.

§ 3 Resolutions by Circulation (Circulating Resolutions)

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1. The board is entitled to pass resolutions by circulation.
2. The circulation procedure is permissible in particular via email and/or chat applications. Passing a resolution by circulation requires the consent of all board members in text form.
3. The recording of resolutions passed by circulation is carried out by means of screenshots or another suitable electronic form that proves the consent of all board members.
4. Resolutions passed by circulation must be acknowledged at the next ordinary board meeting and included in the minutes of that meeting.

§ 4 Portfolios and Distribution of Tasks (Internal Relations)

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1. Within the board, the responsibilities (portfolios) for efficient internal management are defined as follows:
   1. Compliance, Accounting, Finances: Jan Peter König
   2. IT Systems & IT Security: Sascha Mann
   3. Internal Communication: Lea von Dömming
2. The portfolio responsibility authorises the respective board members to act organisationally and executively on behalf of the board internally in their respective areas of responsibility, provided the resolutions passed and the Articles of Association permit this.
3. The external representation of the association in accordance with § 8 paragraph 2 of the Articles of Association remains unaffected by this internal distribution of portfolios.

§ 5 Finances and Reimbursement of Costs

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1. Decisions on granting a reduced membership fee in accordance with § 1 paragraph 2 of the Financial Regulations are generally not held in public.
2. The granting of a reduced membership fee in accordance with § 1 paragraph 2 of the Financial Regulations is temporary and is valid at most until the end of the financial year following the decision.
3. Board members and members appointed by the board generally have a right to reimbursement of the necessary and reasonable costs incurred by them in the context of their association activities.
4. The recording of incurred costs should take place as completely and promptly as possible. The accounting must meet the requirements of the Financial Regulations and tax regulations.

§ 6 Entry into Force

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These Rules of Procedure enter into force on the day following their adoption by the board of directors.

Date of adoption: 03 June 2026