First Board Member

The first board member is the person who was elected to represent the fforst house in our relationships with the university, the city, the WoWi (our landlord), and any other institution or external person who might contact us for any matters (cooperation, renting of the Event Etage, forwarding of important information, etc.)

The first board member is therefore the first “face” of the project to the outside and is responsible for being in contact with all our partners and with all the other initiatives of the University which would like to work with us, plan an event at our place or rent it for their private events.

Tasks of the first board member:

1. External communication (E-Mails from other organizations and private persons)

2. Management of the fforst calendar and overview of the event planning

3. Applying for Permits (“Genehmigungen”) of the City

4. Assembly Planning and setting the Agenda

5. Be in contact with the Head of Ressorts

New First Board Member:

Have you been recently elected as First Board Member? Congrats!!! Here you will find some useful information about what you have to do once you got elected.

1. Getting access to the fforst office:

First of all, try to get the key of the office and then see how the office looks like. If it does look tidy, ask the last board to clean it and tidy it up. Also the keys for the mailbox.

You also need the login details of the: fforst-email address and the yahoo group (distribution list).

With the email account you can read the emails, get access to the calendar.

With the yahoo group account you can manage the distribution list (i.e. add new members/ take members our from the list). 


2. Getting updated with the board matters:

Please ask the last board for a “report” of the situation, he has to explain you how the state of thing is, so you can understand the emails.

Suggestion: Please read the last emails so you can also be informed by your own about how things are. When receiving an email, always read the previous emails regarding this matter and when you don't understand something or you need more infos/advice, please ask the person that was responsible for that matter.

3. Notifying other institutions on the election of the new board:

The third task is to notify all important institutions that there were elections at first and that a new board has been elected. For that, you find the email template under XXXXXX. 
The institutions are:


a. WoWI

b. Uni


c. Uni-Press


d. International Office


e. Ordnungsamt (Frau Lindenberg?)

4. Notifying the "Amtsgericht

Fourth, you have to notify also the “Amtsgericht”. For that, there are some steps the board has to follow before sending the formal letter to them.

Here the procedure step-by-step:


A. The board has to write the “Antrag eines neuen Vorstands”. You find the template by searching for it in the searching tool of the office computer.


 B. You need to get the documents you need to attach to the letter:

i. the minutes (Protokoll) of the general assembly in which the new board was elected.

ii. The list of fforst-members present at the assembly.

IMPORTANT(!): Check that all names have been correctly written (Name and Lastname), specially of the Board Members, the person that lead the assembly and of the person that wrote the minutes. The minutes had to have at the end:

i. Date

ii. Signature of new First Board Member

iii. Signature of the Protokollant

iv. Signature of the person who lead the assembly.


C. Once you got all of that, you have to organize a meeting with the notary (Frau Engel). All the new board members have to go to the meeting because you all have to sign the letter you prepared for the “Amtsgericht” (“Antrag eines neues Vorstands”) in front of her. You also have to bring with you:

i. The letter + minutes + “presence” list;

ii. money to pay for her service. Remember to ask for a copy of it;

iii. your IDs / Passport (if someone is not German).


D. Once you got the letter for the Amtsgericht from the notary, you have to send it, together with the protocol signed by all important persons and the list of fforst-members present at the general assembly, you have to send all these documents to the Amtsgericht.


E. Then, you have to wait at least one month, till you get a letter from them stating that the application was approved and the new board had been successfully registered. You have to put this document into the folder (XXXXXXXX) (you can find this folder in the office shelf).


4. Start answering E-Mails

You have to start answering emails. Every time you get an email, you have to see what kind of e-mail it is:


4.1 Info Emails: There are plenty emails that are just Info-emails (AStA, Uni, other Initiatives, invitations to events, etc). AStA/StuPa Assemblies are really important, so always forward these emails to the distribution list. For the others, decide on your own, if you want to forward them or not.



4.2 Request Emails: you always have to thank for the email/request and say that you have to ask in the assembly if we can do it or not. (Please see the template “XXXX” in Google Drive



4.2.1 External Events: There are important questions you have to ask. please see template “Request - First Contact” in Google Drive


4.2.2 Cooperation in Events: Thank for the email and say you will ask the assembly what they think, and at the same time ask for more infos (for example, what exactly they need from us: equipment, manpower, shifts, bar, rooms, etc)

Good Practices

1. Check e-mails regularly.

2. Check the mailboxes regularly (1 per week its ok).

3. Check calendar overtime someone wants to do something. if we have many events that week and you think its too much, say that during the next assembly so we are not that stressed and everyone is aware of that.

4. Keep in touch with the other board members and their issues, so everyone know about everything and you can support each other. Weekly meetings or every two weeks meetings are a good practice.

5. Keep in touch with head of resorts so you are updated and you can also ask them for tasks you need to be done and also they can tell you what they need also to be done from their side. You can also organize meeting with them.

6. ASK ANY OLD BOARD MEMBER FOR ANY HELP WHEN YOU FEEL IT!

7. Remember that you are part of a big team which includes all the fforst members. So, if you need any help, ask for it and somebody will help you out!