In execution of the statute of the registered association focus-europa e.V., Decided on March 17, 2018, the Board of Directors gives itself the following rules of procedure
The purpose of the Rules of Procedure (hereinafter referred to as "GO") is to regulate the details of the cooperation of members, the Advisory Board and the Board of Directors, as well as the admission of new members, which are left open in the Articles of Association. If individual provisions of these Rules may be interpreted in such a way that they conflict with the Articles of Association, the interpretation consistent with the Articles shall be chosen. 
1) Admission criteria for new members as artists 
In addition to the criteria and tasks of the Board of Directors and Advisory Board mentioned in § 4, the following should be considered when taking in new members as artists: 

• a) For the inclusion of a new artist as a member, the artistic quality, professionalism and personality in relation to the realization of the objectives mentioned in § 2 of the statute should be decisive. 
• b) The executive committee informs the candidate in writing about the decision. 
• c) The decision to join should be made promptly, but not later than 4 weeks after the declaration of membership. 

2.) Admission criteria for sponsoring members 

• a) In accordance with section 4 (4) sentence 2 of the Articles of Association, the Executive Board decides on the admission by majority vote. Admission criteria are that the goals of the association mentioned in § 2 of the statute are strongly supported and promoted by the candidate. 
• b) The executive committee informs the candidate in writing about the decision. 
• c) If a sponsoring member later wants to participate as an artist in the association, the procedure according to § 1 of this GO applies. 

3.) Member lists 

• a) It is a member list with all personal data to maintain and update constantly. 
• b) Declarations of membership and withdrawals must be documented and kept in writing. 

4.) Information to the members 

• a) The homepage www.focus-europa.org (currently still www.focuseuropa.de) is the most important platform for the external representation of the association. The homepage of the association should as far as possible care for and maintain a member of the association. The board represents the club in all respects to the outside. Therefore, the content must be agreed with the Board in advance.
• b) Newsletters on the website should promote the events and encourage membership. 
• c) Information letters to all members are used in particular for club matters, such as the annual general meeting, calls for projects, project management cooperation etc. Moreover, they serve for information, transparency of decisions and communication. According to current requirements, they are to be prepared by the Executive Board and sent by email to the members. 

5.) Projects and events 
According to the statute of March 17, 2018 § 8 Abs. 9, the proposal and the decision on the projects of the association is regulated. In addition to the statutes, the following must be observed.

• a) A project proposal must be submitted in writing to the Executive Board. He should include:
  
  1.) Assignment of project management (The proposer is automatically a member of the project management)
  2.) Name / topic of the project
  3.) Time / period / Venue of the project with proposed program must be specified
  4.) Brief description of the project
  5.) Contributors circle of artists and other participants
  6.) A preliminary project cost estimate based on the pricing procedure
  7.) Process of project preparation and implementation
  8.) Proposals for funding, subsidies (especially third-party funding) 
  
  
  
• b) If submitted project proposals formally do not correspond to the above mentioned points, the board of management will hand back the project submission to the proposer and will assist with the necessary additions. 
• c)The board reviews and submits the project proposal to the club jury. 

6.) Club jury
According to § 8 (7) sentence d of the statutes, the association jury consists of the jury management (the project coordinator of the board), the advisory councils, project managers, and the members of the board of trustees. 
a) The project coordinator of the board chairs the jury meeting.
b) The board invites the club jury. After the consultation, the jury leads the decision-making of each individual project.
c) The club jury has to observe the agreement with the club goals and the affordability during the project appraisal. Possibly. the treasurer of the association is called in. 
d) Resolutions are passed by a simple majority of the votes cast.
e) The jury management informs the board and the members of the club jury in writing about the results.
f) In the case of smaller individual projects or due to urgency, the decision will be taken in circulation (email or by post). 
7.) Program suggestions, program 
a) The Executive Board examines and evaluates the program in accordance with § 8 para. 9 sentence, in particular the financial feasibility, the funding opportunities and the organizational implementation. He uses the advice of expert members, the advisory board, the board of trustees or external.
b) Cooperations with other organizations and their events can be decided by the board alone. The club jury is to be informed at the jury session.
c) The board decides after program creation the annual budget. 
8.) Grants, donations, sponsorship / project participation etc., such as Visa Applications 
a) The necessary applications are made in the handling by the project manager with the support of expert members, the board, advisory board, board of trustees or external.
b) The municipal administration of Neudrossenfeld may assist with applications and processing. 
9.) Project management 
According to § 8 Abs.9 Satz f, the board appoints the project management for the respective projects decided by the club jury.

• a) The appointment of the project management is by majority vote. 
• b) The Executive Board informs the respective project management about their respective duties and obligations and seeks their consent. 
• c) In the case of large-scale projects, several project managers may also be designated as project managers, with the responsibilities for artistic, organizational and financial matters having to be coordinated with each other. 
• d) The project management is only obliged until the project is completed and settled. 
• e) The project management is responsible for the realization of the project; In particular, it is the contact person for all involved in the project. She coordinates and organizes the project; with the support of the board and other members. 
• f) The public relations work for the respective projects has to be coordinated with the board, since the latter represents the association externally. This applies in particular to invitations and the associated invitation lists, which the Executive Board coordinates with the project management. 
• g) The project management coordinates the participation of external persons or institutions in the project with the board and coordinates them. 
• h) The project management will collect all necessary cost estimates. The procuration of project management is limited to their budget. Within the approved budget the project management has a free hand. 
• i) The budget is to be respected. If the budget becomes apparent, the Executive Board, in particular the Treasurer, must be informed immediately and appropriate measures must be initiated by the project manager to avert budget overruns. 
• j) Acceptance of donations and donation receipts can only be carried out by the Executive Board. 
• k) The project management checks invoices related to the project for factual and mathematical accuracy and forwards them to the Executive Board for transfer. 
• l) For out-of-pocket expenses, the project management receives an advance, which will be offset by documents at the end of the project 
• m) Applications for funding are provided by the project management and provide evidence of their support. Possibly. with the support of expert members, the board, advisory board, board of trustees or external. 
• n) After completion of the project, the project management puts a bill to the board for all expenses with comparison of the cost estimate. 
• o) The submission and completion of the billing of the project is carried out by the project management at the latest 4 weeks after completion of the project to the board; under presentation of all invoices and documents in the original. 

10.) Advisory Board
Pursuant to Section 8 (6) of the Articles of Association, the Executive Board appoints the Advisory Councils by a majority of votes.
a) These are each alone or in pairs responsible for an area of the fine and fine arts.
b) They are responsible for the association for this area. They represent the department for the association to the outside. They supervise and coordinate the department internally.
c) They are usually called for three years. However, the appointment ends with the election of a new board.
The departments of the respective Advisory Councils are:

painting
graphic
calligraphy
graffiti
sculpture
photography
literature
music
theatre
Film / New Media

They can be supplemented if necessary; Bundling is also possible.
11.) Board of Trustees
According to § 8 para. 8, the board of directors determines the board of trustees.

a) Their members are usually appointed for three years. However, the appointment ends with the election of a new board.
b) Each member is elected individually. It is a unanimous decision of the Board necessary.
c) The appeal will be communicated in writing.
12.) Remuneration of project manager and board members
The cooperation of project managers, advisory boards, jury members and board members, such as All members are honorary and not remunerated.

However, actual expenses incurred in connection with the To reimburse association management and project management.
a) The costs must be clearly documented and submitted to the Board of Management with receipts for billing. This releases the instruction after checking.
b) Is refunded against travel expenses a kilometer allowance in the amount of 2/3 of the tax law approach to travel expenses, currently. 0.20 €. For transports of artworks and artists to exhibitions € 0.30 will be remunerated by car + trailer or truck € 0.40 with own car.
c) Office supplies, telephone costs, postage, etc. can only be reimbursed if this is credibly proven.
d) Office charges are not reimbursed.
e) The billing must be timely. It should not be later than 4 weeks after project completion.
f) Compensation for member services can be provided for:
Editing catalogs, brochures, etc., layout work, video or PowerPoint presentations, translations, website support, assembly and disassembly for exhibitions, art transports. Further services can be decided by the board.
13.) Accounting / cash management
The treasurer carries out the bookkeeping and the entire payment transactions of the association in his name and order.

The power of attorney has been granted.
a) Invoices are to be objectively examined and released by the project manager / polluter.
b) For each invoice, a cost category or cost center should be indicated.
c) At each meeting of the Executive Board, at the request of a member of the Executive Board, the treasurer and the main payment transactions are to be explained by the Treasurer.
d) If deviations from the financing concepts of the individual projects are reported by the project managers or deviations from the annual budget are expected, a Board resolution on suitable countermeasures must be taken.
14) Cash Check
Before the annual general meeting, a cash audit by the selected cash auditors must be carried out in good time. Examination period is the calendar year. The treasurer grants access to the evidence of the examination period. The cashier examination takes place at the place where the club documents to be examined are located.
The first cash auditor co-ordinates the common date of the cash audit with treasurer and second cash auditor.
15.) Scope of the Rules of Procedure
These Rules of Procedure apply not only to the Board and its members, but also also analogously for project management, jury members, advisory boards, board of trustees and auditors.
16.) Entry into force
These Rules of Procedure enter into force with the Board Resolution of 16 March 2019.
17.) Changes to the GO
All changes and additions to the GO must be made in writing and must previously decided by the board.
Neudrossenfeld
The Board of focus-europa e.V.
March 01, 2026