Rules of Procedure of the German DX Foundation (GDXF)
Version of 28 June 2025
1. Membership
1.1 Admission
1.1.1 Regular and Corporate Members
Membership in the GDXF must be applied for in writing to the Executive Board. For minors, the application must be submitted by their legal representative. Admission is decided by the Executive Board with a simple majority of the voting members. In the event of a tie, the application is rejected. The applicant must be informed of the decision in writing. If admitted, a certificate of membership shall be issued.
1.1.2 Life Members
Life membership must be applied for to the Executive Board. Otherwise, the provisions of 1.1.1 apply. The Executive Board may, by resolution, limit the number of current life members.
1.1.3 Honorary Members
Honorary members must be proposed upon request and confirmed by the General Assembly with a simple majority. Only natural persons may be elected honorary members.
1.2 Fees
All fees and charges can be found in the schedule of fees and contributions. The current version is published on the GDXF website.
1.2.1 Admission Fee
A one-time admission fee is determined by the Executive Board.
1.2.2 Regular and Corporate Members
The membership year is the calendar year. The annual fee is due during the first half of each calendar year. Members admitted mid‑year pay a one‑time reduced fee of 50% of the regular annual fee immediately after admission. The amount of the annual fee is determined by the General Assembly upon proposal of the Executive Board and published in the schedule of fees and contributions. For corporate members, the Executive Board alone determines the amount of the fee or material contributions in each individual case.
1.2.3 Life Members
Life members pay a one‑time amount determined by the Executive Board. This amount is due immediately upon admission as a life member.
1.2.4 Hardship Regulation
Upon written request, the Executive Board may grant members under §3.1 a) and b) a partial or full waiver of the fee. This regulation may be granted for a maximum of three consecutive years.
1.2.5 Contribution Accounts
Fees must be transferred in full and free of charge to the account or PayPal account (friends option, no fee deduction) established by the Treasurer. The Treasurer monitors the timely receipt of all fees and handles the dunning process (see also 1.3.2). The dunning process may also be assigned to another Board member by majority decision of the Executive Board.
1.2.6 QSL Account
Fees for financing the QSL service must be transferred to a trust sub‑account established and managed by the Treasurer. This sub‑account is also subject to the accounting regulations (see 3.1 ff.). If there are outstanding membership fees for several years, any credit balance on the QSL account may be used to cover the fees. Members who have not paid their membership fee are excluded from participation in the QSL service.
1.3 Termination of Membership
1.3.1 Expulsion
A member may be expelled under §5.3 of the Statutes by a simple majority resolution of the Executive Board. The expulsion must be justified and communicated to the affected member in writing. The member may submit a written objection to the next General Assembly. The General Assembly decides on the objection by simple majority.
1.3.2 Removal
Removal from the membership list, and thus exclusion from the GDXF, may also be carried out solely by the Treasurer. For this, two written or digital reminders must have remained unsuccessful. No objection is permitted against removal.
2. Bodies of the Association
2.1 Executive Board and Advisory Board
2.1.1 Allocation of Responsibilities
The President chairs the meetings of the Executive Board and presides over the General Assembly. He may temporarily assign these duties to another Board member. Additional GDXF members may be invited to Board meetings without voting rights, provided the Executive Board unanimously agrees. All resolutions must be recorded in minutes. Meetings of the Executive Board must be convened by the President or the Membership Accountant at least two weeks in advance, including the agenda. A meeting must also be convened if requested by at least two Board members.
2.1.2 Allocation of Funds
Decisions regarding the allocation and amount of GDXF support funds are valid when more than half of the Advisory Board members have cast their vote. Individual votes are submitted to a Board member designated by the Executive Board, who reports the voting result to the Board. Board members have the right to object; decisions are made by simple majority.
2.1.3 Voting
The Executive Board is entitled to vote when at least four of its members participate. Voting may take place during meetings convened by the President or by submitting votes via letter, fax, email, online, or telephone. In the event of a tie, the President’s vote counts twice.
2.1.4 Appointments
A Board member who resigns may be replaced by appointing a regular member, who assumes the duties until the next General Assembly. This requires a majority decision of the remaining Board members. The same applies to the appointment of advisors under §8 of the Statutes. Board members may be re‑elected for additional terms.
2.2 General Assembly
2.2.1 Convening
The General Assembly must be convened once a year by the Executive Board. It should preferably take place during the Ham Radio fair in Friedrichshafen. The invitation must include the date, location, and preliminary agenda, and must be communicated to all GDXF members in writing or online. Publication in specialist media, on the GDXF website, via email, or via the GDXF reflector is considered equivalent to written notification. The same applies to extraordinary General Assemblies. The invitation should reach members at least two weeks before the meeting date.
2.2.2 Minutes
The General Assembly appoints a minute‑taker by acclamation upon proposal of the chair. The minute‑taker records all resolutions and maintains an attendance list, which is used to verify voting rights. The minutes must be made available to the Secretary no later than four weeks after the meeting.
2.2.3 Motions
Motions for the agenda must be submitted in writing or digitally to the Secretary no later than three weeks before the General Assembly. Every member under §3.1 a), c), d) of the Statutes is entitled to submit motions. During the General Assembly, motions may be submitted on any agenda item. If multiple motions relate to the same item, the most far‑reaching motion is voted on first. Motions may be withdrawn by the proposer at any time before the vote. Rejected motions may only be resubmitted at the next General Assembly.
Amendments that supplement or limit an existing motion without changing its essential content must be dealt with before the original motion.
Motions concerning procedural rules must be addressed immediately. After the motion is presented, the floor must be given for one opposing statement. The chair then calls for an immediate vote on the procedural motion.
2.2.4 Reports of the Executive Board
At each General Assembly, the Executive Board must report on its activities since the previous meeting. The Treasurer must present and explain the financial report for the past fiscal year and provide an update on the current financial status. These reports may also be submitted in writing.
2.2.5 Elections of the Executive Board
If a General Assembly coincides with the end of the Board’s term, an election committee consisting of three members must be formed. For the duration of the Board elections, one member of the election committee chairs the General Assembly and acts as election officer. Every member under §3.1 a), c), d) of the Statutes who has paid their membership fee is entitled to vote. Members of the election committee may not run for office.
Election proposals may be submitted by any voting member until the beginning of each ballot. Re‑election of current Board members is permitted. If a candidate is unable to attend, they must submit written consent specifying the office for which they are running.
Each office requires a separate written and secret ballot, even if only one candidate is proposed. A candidate is elected if they receive an absolute majority of valid votes. If this is not achieved, a second ballot is held between the two candidates with the most votes from the first ballot. The candidate with the highest number of votes is elected. In the event of a tie, the election officer draws lots. The Directors may be elected in a block vote.
2.2.6 Auditors
Two auditors and, if necessary, two substitute auditors are elected annually by the General Assembly with a relative majority in a single ballot. Upon request, the election may also be conducted by acclamation. Auditors may not be members of the Executive Board or the Advisory Board. Re‑election is permitted.
An audit must be conducted at least once a year at the Treasurer’s office. If an auditor is unable to attend, a substitute auditor takes their place. The audit result must be recorded and signed by both auditors. The report may be submitted to the Treasurer in writing or online. The result must be presented to the General Assembly in writing.
3. Financial Administration
3.1 Accounting
3.1.1 Treasurer
The Treasurer alone is responsible for managing the GDXF’s finances. He must document all income and expenses at all times through proper accounting for the Executive Board and the elected auditors. The Treasurer is particularly responsible for continuously monitoring and complying with the provisions of §10 of the Statutes.
3.1.2 Approval of Funding
Applications for funding of amateur radio activities under §2 of the Statutes may be submitted to any member of the Executive Board or the Advisory Board. The application must be forwarded to all members of the Advisory Board for consultation and decision.
3.1.3 Account Authorization
The Treasurer must ensure that income and expenses can be properly recorded and processed. The Treasurer may grant account authorization to another GDXF member to ensure proper financial administration during absences. Responsibility and liability for the association’s assets remain solely with the Treasurer. Procedures and administration of the QSL service sub‑account are coordinated with the QSL service manager, including any account authorization for the sub‑account.
4. Entry into Force
These Rules of Procedure enter into force on 13 September 1997. Incorporated are amendments of: 26 June 2002, 25 June 2005, 24 June 2006, 28 June 2008, 25 June 2011, 23 June 2012, 28 June 2014, 15 July 2017, 22 June 2019, 11 December 2021, and 28 June 2025.