The bodies of the union are
- the board,
- the general assembly.
- According to §26 of the German Civil Code (BGB) the board is made up of seven elected full members and is divided into the chairpersons with 2 members, the assessors of the board with 4 members and a treasurer. 2 members of the board together represent the union judicially and extra-judicially. The members of the board should preferably hail from various film locations and represent these adequately. Furthermore the board of directors should preferably be gender-balanced and of various professions.
- The members of the board are elected by the general assembly for a period of two years and remain in office until the general assembly has elected new members of the board. If several candidates apply for one appointment, the candidate with the majority of votes shall be deemed elected.
- A re-election is permissible.
- The board is responsible for all decisions and measures, not allocated to the general assembly. These are above all
- Preparation for and convening of the general assembly,
- Execution of the resolutions of the general assembly,
- Compiling an annual report,
- Conclusion and termination of employment contracts,
- Representing the members for rate and salary negotiations and in the conclusion of deeds of assignment on behalf of the members,
- Deciding on the acceptance and expulsion of members,
- Administration of the union funds.
- The ordinary board meetings generally take place 3 or 4 times per year. The executive members of the board convene these meetings at least 4 weeks in advance, or in urgent cases one week in advance, by post, by Email or by telephone.
- The board is quorate with a simple majority of its members. Written votes via Email are permissible, if all members of the board agree with this procedure. The majority of votes decides; in the case of a voting tie the votes of the executive members of the board are the decisive ones. The board meetings do not have to be stationary, but can be held in the form of a video – or telephone conference.
- In urgent cases, the two chairpersons of the board are authorised to decide. However, they are obliged to present the matter at the next board meeting for a final decision.
- The board can decide to transfer individual tasks to one or more members of the board or other full members.
- The decisions of the board must be entered into the minutes and conveyed to the members of the union within four weeks.
- The board is authorised to appoint an executive director for the management of current business and for safeguarding the interests of the union.
- If a member resigns from the union or from the board prior to the expiration of his/her term of office, the board will appoint a full member of the union to succeed the member, who has resigned, for the remainder of his/her term of office.
- The board is responsible for all decisions and measures that are not allocated to the general assembly.
- The board decides via a resolution. It is quorate if all members of the board have been invited and at least a simple majority is present.
- It is not permissible for individual board members to represent each other by delegation of vote.
- Every year at least one ordinary general assembly takes place. The board has to invite members at least four weeks in advance, stating the time and place and the agenda.
- Furthermore general assemblies must be convened if the interest of the union warrants it and if 1/4 of the membership requests one with a written request to the board.
- It is permissible to supplement the agenda via a written request up to two weeks before the general assembly (supplementary application). In addition, the agenda can be supplemented in the course of the general assembly with a majority resolution (emergency motion). Resolutions will be made with regards to the items on the agenda.
- The general assembly is quorate if at least 1/5 of the members, who are eligible to vote, are present or duly represented, whereby every member present is allowed to represent up to five absent members by virtue of a written letter of authorisation.
- It is only possible for present members to represent absent members by virtue of a written letter of authorisation.
- In absence of quorum, the board is obliged to convene a second general assembly within four weeks, with the same agenda; this general assembly will be quorate irrespective of the number of members present. This fact should be pointed out in the invitation to this general assembly.
- The members of the first board or their representatives chair the general assembly.
- The general assembly passes resolutions with a simple majority of votes cast. Abstentions count as votes not cast.
- Changes to the statute require a majority of 3/4 of valid votes. Changes to the statute are only permissible, if they have been announced on the agenda at the time of invitation.
- The ordinary general assembly deliberates and resolves the individual items on the agenda and all matters placed before it according to §§ 32 to 35 of the German Civil Code (BGB) and the statute.
- The general assembly elects the board, passes resolutions about the statement of accounts and the business report for the preceding business year, the discharge of the board, as well as the level of contributions and special cost allocations.
- In addition it elects two cash auditors for a two-year term, who must not be members of the board. The cash auditors submit an audit report to the general assembly and request the discharge of the treasurer and the remainder of the board provided they are satisfied with the proper management of funds.
- Minutes will be taken for every general assembly and must be signed by the chairperson and one other member of the board.