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Statutes

Preamble

On 10 April 1923, police sportsmen and women from Heidelberg and the surrounding area founded the "Heidelberg Police Sports Association". On 26 May 1923, the association was entered in the register of associations at Heidelberg District Court in Volume 3, No. 72. The 1st chairman at the time was Arthur Kopp, the 2nd chairman Karl Holzwarth.

After an eventful history, the club's legal capacity was revoked in 1948 due to a reduction in the number of members to 3 people in accordance with Section 73 of the German Civil Code (BGB), but the tradition was resumed in the same year thanks to numerous new members. The club was re-registered on 27 December 1948 in Volume 7, No. 99 of the Heidelberg District Court under the name "Polizei-Sportverein Heidelberg".

    § 1 Name, registered office, entry

    The association bears the name

    Heidelberg Police Sports Club

    Upon entry in the register of associations, it shall bear the addition "registered association" (e.V.). The registered office and place of jurisdiction of the association is Heidelberg. The association is a member of the Badischer Sportbund and the respective professional associations and recognises their respective valid statutes and regulations.

    § 2 Purpose, non-profit status

    The purpose of the association is the cultivation and promotion of sport and youth welfare. The purpose of the association is realised in particular through the cultivation, promotion and dissemination of sports as practised in the individual departments of the association.

    The association pursues exclusively and directly charitable purposes within the meaning of the "tax-privileged purposes" section of the German Tax Code. The association is selflessly active and does not primarily pursue its own economic purposes.

    The Association's funds may only be used for the purposes set out in the Articles of Association. In their capacity as members of the association, members shall not receive any benefits from the association's funds. No person may be favoured by expenses that are alien to the purposes of the association or by disproportionately high remuneration.

    The tasks of the association are carried out in compliance with party-political and religious neutrality.

    § 3 Membership

    The association consists of:

    a) active members;
    b) supporting members;
    c) young members;
    d) Honorary members;
    e) temporary members.

    Anyone who has reached the age of 18 and is involved in sporting activities within the PSV can become an active member.

    Any person who supports the association materially and ideally can become a supporting member.

    Young members are those who have not yet reached the age of 18. They have no voting rights. Written authorisation from the parents or legal representative must always be presented for membership and sporting activities. The transfer to active or supporting members takes place automatically in the month following the age of 18.

    Youth work is governed by the youth regulations of the Heidelberg Police Sports Club.

    Honorary membership is governed by the Association's Rules of Honour.

    Temporary members are those who can belong to the association for a maximum of 11 months. They have no voting rights. A transfer to active or supporting members only takes place upon notification of the responsible department. If a young temporary member is transferred, the provisions for young members apply.

    By joining the association, the member recognises the association's statutes. They undertake to comply with the provisions of the articles of association and the regulations of the association as well as the resolutions of the association's bodies. Members are obliged to promote the interests of the association and to refrain from doing anything that is contrary to the reputation and purpose of the association.

    Members are obliged to inform the association in writing of any changes in their personal circumstances. This includes in particular

    a) the notification of changes of address;
    b) Change of bank details when participating in the direct debit procedure;
    c) Notification of personal changes that are relevant to the contribution system (e.g. completion of schooling, etc.).

    Any disadvantages incurred by the member as a result of not notifying the Association of the necessary changes in accordance with paragraph 4 shall not be borne by the Association and cannot be held against it. If the Association suffers a loss as a result, the member shall be obliged to compensate the Association.

    § 4 Admission

    Any natural person can become a member.

    Membership must be applied for by submitting a membership application to the Board of Directors.

    The Executive Board decides on admission and informs the applicant of the decision in writing without giving reasons. A negative decision cannot be contested. The full Board of Directors can also delegate this task to an individual member of the full Board of Directors.

    Admission as a temporary member is decided on a case-by-case basis by the relevant departmental board. Temporary membership must be submitted to the Executive Board in the form of an admission notification for membership administration purposes. If a temporary membership is transferred to a full membership, the general admission regulations apply.

    § 5 Termination of membership

    Membership ends in the event of death, resignation, deletion from the list of members or expulsion. The functions and statutory rights are then immediately cancelled.

    Resignation can only be effected by written notification to the association with a notice period of 3 months to the end of the year.

    Notwithstanding this, temporary membership ends after 11 months at the latest. The department concerned may agree a shorter period. Termination of temporary membership does not require any special written form.

    A member may be removed from the membership list by resolution of the Executive Board if, despite two reminders, he/she is in arrears with the payment of the membership fee or has an unknown whereabouts.

    A member may be expelled by the Executive Board for the following reasons:

    a) in the event of gross or repeated offences against the club statutes or in the event of grossly unsportsmanlike behaviour;
    b) for dishonourable behaviour, dishonesty or other actions that damage or impair the reputation of the association.

    The member must first be given the opportunity to comment on the allegations made.

    The member concerned must be notified by registered letter of the cancellation and exclusion from the association. In both cases, the member may lodge an objection with the Association's Council of Honour within 2 weeks. The member must also be notified of the decision by registered letter; the decision is final.

    The expelled member loses all claims against the association, but remains liable for any damage caused to the association. Items of inventory, sports equipment and funds belonging to the association must be returned immediately.

    Upon termination of membership, the association may demand payment of any outstanding contributions within the one-year period. The admission fee, annual and special contributions and modules will not be refunded.

    § 6 Admission and membership fee

    The admission and membership fees and the fee for temporary membership are regulated in the financial regulations.

    Members are obliged to pay contributions. The following are payable:
    a) an admission fee upon admission to the association;
    b) an annual membership fee (one monthly fee for temporary membership);
    c) additional contributions for association memberships may also be incurred.

    Details are regulated in the financial regulations.

    The Executive Board decides on the deferral and cancellation of contributions.

    § 7 Departments of the Association

    1) Departments exist for the sports practised in the association or, if necessary, departments are established by resolution of the Executive Board.

    2) Notwithstanding § 8, the departments are managed by the head of department and his/her deputy. These and other employees are elected by the department meeting.

    3) The departments manage their sports operations independently.

    4) The management of the sports facilities, sports equipment, funds and club houses allocated to them is carried out in accordance with the departmental regulations adopted by the departmental assembly and approved by the extended Executive Board. The approval of the relevant departmental assembly is required for disposals and the co-operation of the relevant departmental assembly is required for encumbrances.

    5) The departments may, with the approval of the Executive Board, set a department and admission fee (special fee) in addition to the association fee according to their needs. The same applies to the fee for temporary members.

    6) The departments with special contributions can set the financial year according to their needs with the approval of the departmental meeting in deviation from § 15.

    7) The departments may impose disciplinary measures on members in accordance with the regulations of the respective professional associations.

    8) A department can only be dissolved by the Executive Board with the approval of the department meeting. Approval is not required if the department is unable to cover its costs despite a warning from the Executive Board.

    9) In all other respects, the provisions of the Articles of Association apply accordingly to the departments.

    § 8 Executive Board

    The Executive Board consists of

    a) the 1st Chairperson
    b) the 2nd Chairperson
    c) the managing director
    d) the treasurer
    e) the public relations officer
    f) the 1st assessor
    g) the 2nd assessor
    h) the 3rd assessor
    i) the youth leader as chair of the youth department

    In cases concerning the interests of a department in accordance with § 7, section 4, the respective department chairmen must be consulted (extended board).

    The management and representation of the association is the responsibility of the 1st Chairperson, the 2nd Chairperson and the Managing Director. Two of them are members of the Executive Board within the meaning of Section 26 (2) BGB.

    The Executive Board, with the exception of the Youth Director, is elected by the General Meeting for a term of two years from the date of election. However, subject to death or resignation, the Board of Directors shall not leave office until a successor has been elected. However, his/her term of office is extended by a maximum of 6 months.

    The youth leader is elected in accordance with the youth regulations.

    If a member of the Executive Board resigns prematurely, the remaining Executive Board is authorised to elect a replacement member for the remaining term of office of the resigning member(s). However, the Executive Board may also merge a vacant office with another one.

    § 9 Responsibility of the Executive Board

    The Board of Directors is responsible for all matters relating to the Association, unless otherwise stipulated in the Articles of Association, and has the following duties in particular:

    1) Preparing the general meetings and drawing up the agendas;
    2) Convening the general meetings;
    3) Implementation of the resolutions of the General Meeting;
    4) Preparation of a budget for each financial year, preparation of an annual report;
    5) Resolutions on the admission, cancellation and exclusion of members;
    6) Drawing up and amending the financial, honour and departmental framework regulations, drawing up
    a data protection regulation.

    § 10 Resolutions of the Executive Board

    The Executive Board passes its resolutions in Executive Board meetings, which are convened by the 1st or 2nd Chairperson. In any case, a notice period of 3 days must be observed. No notification of the agenda is required.
    The Executive Board is quorate if at least 4 members of the Executive Board, including the 1st or 2nd Chairperson, are present. Resolutions are passed by a majority of the votes cast. In the event of a tie, the vote of the chairperson of the Board meeting shall be decisive.

    The Board meeting is chaired by the 1st Chairperson or, if he/she is unable to attend, by the 2nd Chairperson. Minutes must be taken of the resolutions of the Board of Directors. A Board resolution can be passed in writing if all Board members declare their consent to the regulation to be passed.

    § 11 Board of Honour

    The Board of Honour consists of 3 members, if possible honorary members, who may not be members of the Executive Board. They are elected by the General Assembly for a period of 2 years.

    § 12 General Meeting

    A general meeting shall be held in the 3rd month of a financial year at the latest. The date of the meeting must be announced three weeks in advance in writing to all members, stating the provisional agenda. The letter of invitation shall be deemed to have been received by the member if it is sent to the last address provided to the Association by the member. The written form of invitation is also
    is ensured if the invitation is sent by e-mail.

    The final agenda and the draft resolutions are published on the Association's website at least one week before the General Meeting.

    Motions for the General Meeting must be submitted in writing and must be received by the Board of Directors 10 days before the meeting. Motions submitted later or not in writing are not to be submitted to the meeting for a vote.

    Regular subjects of consultation and decision-making are

    a) Annual reports;
    b) Approval of the budget prepared by the Board of Directors;
    c) Report of the cash auditors;
    d) Discharge of the Executive Board;
    e) Election of the Board of Directors, the auditors and the Council of Honour;
    f) Applications.

    The General Meeting is not open to the public.

    The General Meeting is chaired by the 1st Chairperson or, if he/she is unable to attend, by the 2nd Chairperson.

    The members of the Executive Board are authorised to speak at any time.

    The type of voting is determined by the chairperson of the meeting. The vote must be conducted by secret ballot if one third of the voting members present request this.

    Resolutions and elections require a majority of the valid votes cast. Abstentions are deemed not to have been cast.

    An amendment to the Articles of Association and the dissolution of the Association can be resolved by a three-quarters majority of the members present.

    Should amendments to the Articles of Association be necessary due to objections from the competent registry court or the competent tax office, the Executive Board is authorised to decide on the necessary amendment to the Articles of Association at a specially convened meeting of the Executive Board so that the new version can be entered in the register of associations.

    Only members who are present at the relevant General Meeting or who have given their written consent to the election intended for them may be nominated for election. If more than one candidate is available, a secret ballot must be held in writing. If no candidate has achieved a majority of the valid votes cast in the first ballot, run-off elections shall be held between the candidates who have achieved the two highest numbers of votes.

    The resolutions passed at the meeting must be recorded in writing and signed by the chairperson of the meeting and the secretary. The secretary is the managing director. If the managing director is absent or prevented from attending, the chairperson of the meeting shall appoint a secretary to take the minutes, who shall fulfil the duties of the managing director on behalf of the managing director.

    In urgent cases, the Executive Board may convene an extraordinary general meeting at any time. The Executive Board must convene an extraordinary general meeting at the written request of at least one third of all members, stating the purpose and reasons. It is sufficient to convene this meeting,
    if the members are notified in writing 10 days in advance.

    § 13 Auditor

    The General Meeting elects 2 auditors from among the members. They must be at least 25 years old. They are authorised representatives of all members and, together with the treasurer, are responsible for the correctness of the cash management. By auditing the Association's cash, books and receipts, they must keep themselves informed about the proper bookkeeping and cash management of the Association.

    Complaints by the cash auditors can only relate to the correctness of the receipts and bookings, but not to the appropriateness and necessity of the expenditure authorised by the Board of Directors.

    § 14 Data protection regulations

    In order to fulfil the purposes of the association, personal data about the personal and factual circumstances of the members of the association are stored, transmitted and changed in compliance with the legal requirements of the EU General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG).

    Every member of the association has the right to:
    a) Information about personal data stored about you;
    b) Correction of personal data stored about you if it is incorrect;
    c) Blocking of personal data stored about you if, in the event of alleged errors
    neither their correctness nor their incorrectness can be determined;
    d) Deletion of personal data stored about you if the storage is unauthorised.
    was.

    The bodies of the association, all employees or other persons working for the association are prohibited from processing, disclosing, making accessible to third parties or otherwise using personal data without authorisation for any purpose other than the fulfilment of their respective duties. This obligation also applies after the above-mentioned persons have left the organisation.

    § 15 Financial year

    The financial year coincides with the calendar year.

    § Section 16 Assets

    The Association's assets are exclusively liable for all liabilities. The formation of special assets is not permitted.

    § 17 Liability

    The liability of all persons with functions provided for in these Articles of Association, as well as the liability of persons authorised to represent the Association, is limited to intent and gross negligence. If these persons are held liable by third parties in the external relationship without intent or gross negligence, they shall be entitled to compensation from the Association for their expenses in defence against the claims and to indemnification from third-party claims.

    The association is not liable to members internally for damage caused by negligence that members suffer while practising sport, using the association's facilities or equipment or at association events, insofar as such damage is not covered by the association's insurance.

    § 18 Dissolution of the Association

    If the association is dissolved or ceases to fulfil tax-privileged purposes, the assets of the association shall pass to the City of Heidelberg as a public corporation, which must use them exclusively and directly for charitable purposes.

    § 19 Entry into force

    The above Articles of Association were adopted unanimously at the Annual General Meeting on 21 March 2024. They enter into force upon entry in the register of associations.

    You can download the statutes of our association here:
    PDF Articles of Association as at 2024 (AGM 21/03/2024), registered 25/06/2025 >>

    Youth regulations

    § 1 Responsibility, membership

    The youth regulations form the basis for the youth department of the Heidelberg Police Sports Club. All members of the club up to the age of 18 as well as the elected and appointed employees of the youth department belong to the youth department. The youth department manages and administers itself independently within the framework of the club's statutes.

    § 2 Objectives

    The youth department of the Heidelberg Police Sports Club helps young members of the club to develop their personalities. It promotes sporting activities and social behaviour among young people. It fosters a sense of community and international and national understanding between different population groups.

    § 3 Tasks

    Tasks are in particular

    • Training in the individual sports
    • Organisation of competitions
    • Planning, organisation and implementation of camps, international meetings, educational measures, etc.
    • Planning, organisation and implementation of measures for non-organised young people (e.g. open youth promotion days, play festivals, etc.)
    • Providing suitable forms of sporting activity for young people who do not compete
    • Contacts with other youth organisations

    § 4 Bodies

    • the Youth Assembly
    • the Youth Committee
    • the youth board

    § 5 Youth Assembly

    The youth assembly is the supreme body of the youth department of the Heidelberg Police Sports Club. All members of the youth department according to § 1 from the age of 14 are entitled to vote.

    The tasks of the youth assembly include

    • Determination of the guidelines for the activities of the youth department
    • Acceptance and discussion of the reports and financial statements of the Youth Board
    • Consultation and approval of the budget for the youth department
    • Discharge of the club youth committee
    • Election of the youth leader and the other members of the youth committee
    • Confirmation of the representatives of the youth departments of the individual sports of the club on the recommendation of the respective department

    The youth department meets at least once a year before the annual general meeting of the association. It is convened at least two weeks in advance. The youth meeting can be convened at any time by the youth leader.

    At the request of a quarter of the voting members of the youth assembly or a resolution of the youth committee, an extraordinary youth assembly must be held within six weeks with a notice period of two weeks.

    Publication by notice is sufficient to convene a meeting. Every properly convened youth meeting has a quorum, regardless of the number of authorised voters present.

    It becomes inquorate if half of the participants entitled to vote according to the attendance list are no longer present. However, this is subject to the condition that the inability to pass a resolution has been established in advance by the chairperson of the meeting upon request.

    A simple majority of those present and authorised to vote is sufficient for votes and elections.

    § 6 Youth Committee

    The Youth Committee consists of

    • Youth leader
    • Deputy / Deputy
    • Youth treasurer
    • One representative of each of the youth departments of the individual sports of the club (e.g. head of youth department or similar)
    • Two youth representatives who have not yet reached the age of 18 at the time of the election
    • Two assessors

    Persons with special functions can also be elected as assessors (e.g. youth press officer, youth secretary, etc.)

    The youth leader represents the interests of the association's youth both internally and externally. He/she is the chairperson of the youth committee and a voting member of the association's board.
    The members of the Youth Committee are elected by the Youth Assembly for a term of two years and remain in office until a new Youth Committee is elected.

    Any member of the association may be elected to the youth committee. The youth committee fulfils its duties within the framework of the club's articles of association, the youth regulations and the resolutions of the youth assembly.

    The youth committee is responsible for its decisions to the youth assembly and the board of the association.

    Meetings of the Youth Committee are held as required. At the request of half of the members of the Youth Committee, a meeting must be convened by the Chairman within two weeks.

    The club youth committee is responsible for all youth matters of the club. It decides on the use of funds allocated to the youth department.

    The Youth Committee can form sub-committees to plan and carry out special tasks. Their resolutions require the approval of the Youth Committee.

    § 7 Youth Board

    The youth board consists of

    • Youth leader
    • Deputy / Deputy
    • Youth treasurer
    • two owners / assessors

    The youth board manages the day-to-day business of the youth department. It is responsible for all tasks that are not reserved for other bodies of the Heidelberg Police Sports Club in accordance with the youth regulations or the club's statutes. It is quorate if half of its members are present.

    § 8 Youth fund

    The youth department manages the financial resources made available to it by the association as well as any grants, donations and other income, e.g. from activities, independently and on its own responsibility. It is the responsible recipient of grants for youth development measures.

    Proof of the utilisation of the funds is provided within the youth department.

    The youth department is accountable to the club board or the person authorised by the club (e.g. club treasurer). The board or the person authorised by the association to do so must be given access to the records at all times.

    § 9 Other provisions

    If no special regulations are contained in the youth regulations, the provisions of the association's articles of association shall apply.

    § 10 Validity, amendment of the regulations

    The youth division must be approved by the youth assembly with a majority of two-thirds of the members present and entitled to vote and confirmed by the annual general meeting of the association with a majority of two-thirds of the members present and entitled to vote.

    They enter into force upon confirmation by the Annual General Meeting. Amendments to the regulations are only possible with a majority of two-thirds of the Annual General Meeting.

    The above youth regulations were adopted unanimously by the youth meeting and confirmed without dissenting votes at the annual general meeting of the Heidelberg Police Sports Club on 25 March 1992.

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