Over the course of a club's life, you often encounter situations where you wish you had ready-made document templates at hand. We thought so too, so we pooled our expertise with a lawyer to create professional Word templates for clubs.
The documents were created in collaboration with the Michael Lanzinger law firm in Wels. Michael is an active member of several clubs himself, where he contributes his professional experience as a lawyer. His passion for the club sector and his expertise in club law were the deciding factors in our decision to partner with him.
The documents themselves are highly practical and tailored to the legal requirements in Austria. We conducted a survey of over 5,000 clubs to determine where the most urgent need for legal documentation lies. Armed with this information, Michael got to work and developed the templates package by package.
At Vereinsplaner, we have been busy working on the website and defining the design for the documents. This has resulted in a truly cohesive collaboration that provides you with valuable templates, allowing you to save time while staying on the safe side legally.
Pricing information
We continuously revise our documents to ensure they always reflect the latest legal standards. We also developed the following pricing in collaboration with the clubs surveyed. The scope of all four packages includes a total of 36 documents, which can be purchased for a current total price of € 79.60. This works out to just under € 2.25 per document. Considering the standard hourly rate for legal counsel and the number of hours you save on drafting documents yourself, these prices are fairly tailored to the needs of clubs.
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Alles was ihr für die erfolgreiche Vorstandstätigkeit an Rechtsdokumenten braucht.
Die notwendigen Inhalte der Statuten, über welche ein Verein zu verfügen hat, ergeben sich direkt aus dem Vereinsgesetz. Wichtig ist dabei jedoch, konkret – insbesondere beim Vereinszweck – die Bedürfnisse und Möglichkeiten des eigenen Vereins zu bedenken. Dieses Dokume
Musterstatuten
Dieses Dokument dient als formelle Einreichung zur Nominierung einer Vorstandsperson. Während vom aktiven Vorstand die Einladung zur Mitgliederversammlung inklusive Agenda fristgerecht zu versenden ist, liegt es an den Vereinsmitgliedern sich für eine Position im Vorstand nominieren bzw. aufstellen zu lassen. Um eine „Zettelwirtschaft“ bzw. E-Mail-Flut zu vermeiden, kann das folgende Dokument herangezogen werden, um eine geordnete Nominierung zu ermöglichen.
Die Vorlage ist unter der Annahme gestaltet, dass sich ein Vereinsmitglied nur selbst nominieren kann und keine Nominierung durch andere Vereinsmitglieder bzw. dritte Personen möglich ist. Zur Mitgliederversammlung generell beachtet gerne auch unser entsprechendes Vorlagenpaket.
Dieses Dokument dient als Vorlage zur Entlastung des Vorstandes. Nach dem Vereinsgesetz ist eine Haftung von Vorstandsmitgliedern unter gewissen Voraussetzungen denkbar. Relevant hierfür ist, ob die Finanzlage des Vereins transparent, ordnungsgemäß und vor allem im Sinne der Statuten geschieht.
Dies wird im Rahmen der Generalversammlung durch die Rechnungsprüfer berichtet und wird dann ein Antrag an die Generalversammlung gestellt, den Vorstand zu entlasten.
Diese Checkliste soll euch im Verein einen raschen und geordneten Übergang von einem Vorstand zum nächsten ermöglichen. Bei einem Wechsel wichtiger Entscheidungs- und Wissensträger kann sonst viel Erfahrung und Knowhow aus dem Verein verloren gehen. Ein Verlust an essenziellen Daten bedeutet somit hohe Kosten und Aufwände. Als Verein sollte man daher einen Vorstandswechsel nicht auf die leichte Schulter nehmen.
Dieses Dokument dient als Unterlage zur Bestätigung über den Wechsel der einzelnen Vorstandsämter. Während die Entlastung und die Neuwahl der Obperson bzw. des Vorstandes in der Generalversammlung geschieht, ist es sinnvoll – zu Beweiszwecken – die Übergabe der Agenden und Dokumente sowie Materialien schriftlich festzuhalten.
Dies gilt insbesondere hinsichtlich des Kassiers, da hier die Finanzen als besonders heikler Bereich betroffen sind. Die folgende Vorlage ist daher anhand der Übergabe der Obperson und des Kassiers gestaltet. Weitere Ämter können anhand dieser Vorlage leicht angepasst und erstellt werden.
Dieses Dokument dient als Vorlage für eine Vereinbarung, wenn ein Vereinsmitglied dem Verein einen Geldbetrag, welcher nicht als Spende, Mitgliedsbeitrag oder Ähnliches zu sehen ist, zukommen lassen möchte. Insbesondere soll geregelt werden, wann und unter welchen Umständen der Verein den Betrag zurückzuzahlen hat.
Dieses Dokument dient als formelle Einreichung zum Rücktritt einer Vorstandsperson. Ein geordneter Rücktritt eines Vorstandes ist die Grundlage zur Schadensminimierung durch verlorenes Knowhow und Wissen. Damit es zu keinem ungewollten Konflikt auf Basis formaler Fehler kommt, empfehlen wir Dokumente zum Vorstandsrücktritt ernst zu nehmen.
Die Gründe für eine Verein sind vielfältig. Im Kern geht es darum, Ressourcen zu vereinen, um einen gemeinsamen Zweck zu verfolgen. Um den organisatorischen Unterbau, also den Verein, möglichst effizient zu schaffen, sollten einige Dinge beachtet werden.
Eine Statutenänderung bedeutet, dass ‚die Verfassung‘ des Vereins geändert wird. Hierfür ist an sich in den Statuten selbst geregelt, wie diese verändert werden können. Hierfür kann zB eine bestimmte Anzahl an beantragenden Personen notwendig sein oder aber eine bestimmte Anzahl von Stimmen, die dem zustimmen müssen. Eine Änderung der Statuten erfolgt an sich immer bei einer außerordentlichen Generalversammlung. Diese kann separat, aber auch im Rahmen einer ordentlichen Generalversammlung durchgeführt werden.
Das Protokoll zur Vorstandsitzung ist zwar rechtlich nicht erforderlich, sollte aber dennoch zu jeder abgehaltenen Sitzung erstellt werden, um nachträgliche Meinungsverschiedenheiten und ‚Gedächtnislücken‘ präventiv aus dem Weg zu räumen.
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All essential documents for managing member affairs – so you can spend more time focusing on your members.
This document serves as the membership application form for the club. Regardless of the specific provisions regarding member admission set out in the club's statutes, certain requirements must be observed, particularly in relation to the processing of personal data of (new) members.
Membership application form
This document serves as a guide to provide the club with a rough template for setting up its data protection policies. The data collection process can and will look different in every club, and following this checklist does not automatically guarantee data protection compliance within the club.
This document consists of text modules to help your club correctly implement data protection information. These modules are used, for example, when registering new members, as you require certain personal data to ensure proper operations.
This document serves as a template for an agreement when a club member wishes to borrow (valuable) club property (e.g., sports equipment). The content serves both to provide a clear agreement and to ensure better traceability.
This document serves as a formal resignation from the club for members. A person leaving a club is never a pleasant moment. It is all the more important to avoid formal errors. Be aware that the legal provisions defined in the statutes are binding and must be adhered to by you and your members.
It is recommended to clearly document and retain the written reasons for the resignation.
This document serves as a formal notice of expulsion for the club board. Expelling someone from a club is never a pleasant moment. It is all the more important to avoid formal errors so that the club is not vulnerable to legal challenges if the situation arises.
Be aware that the legal provisions defined in the statutes are binding and must be adhered to. It is recommended to clearly document and retain the written reasons for the exclusion.
This document serves as a reference issued by the club board for a member who has volunteered. In other words, it is a confirmation from the club that a member has performed certain volunteer activities within the club.
This may be required when a member applies for a job, among other things. Please note that a reference must always be phrased positively. If you, as a board member, are dissatisfied with a member's performance, you can use coded language to indicate the lack of performance.
Please also take a look at our template for a volunteer contract included in the event package.
This document serves as a template for a payment reminder when a club member has an outstanding balance for membership fees. It is intended to specify when and under what circumstances the member must pay the amount.
This document serves as a template for a payment request when a club member owes membership fees to the club. It is intended to specify when and under what circumstances the member must pay the amount.
Everything you need in terms of documents for a smooth general meeting.
This document is the official invitation from the board to a member. The general meeting is one of the most important bodies within the club and should be a key date in the club's calendar. It gives members the opportunity to contribute to decisions within the club. It should be treated with the appropriate seriousness, which includes a clean, formal invitation.
Depending on the provisions in the club's statutes, it is generally possible for a club member to transfer their vote to another member, for example, if they are unable to attend the general meeting but still wish to exercise their right to vote. This template serves as written confirmation of this proxy, which can be presented at the general meeting.
It is important to note that this template only covers the transfer of the vote; how the authorized club member then votes is a (private) matter between the person transferring the vote and the proxy.
Proxy voting
Elections are a regular part of club life, whether you are electing an entire board or just filling individual positions. There are many different ways to conduct these votes. In this template, we have prepared and described three options that provide a solid foundation for official elections.
It should be noted that votes can generally be conducted legally by a show of hands. An exception would only apply if the club's bylaws contain a specific provision requiring a different method. In practice, however, secret ballots are preferred, even when not strictly necessary.
Regardless of the voting method, the presiding board must ensure that only eligible voters are recorded and that any proxy votes are taken into account.
This document is a template for the general meeting agenda. The general meeting is one of the most important bodies within the club and should be a key date in the club's calendar. It gives members the chance to be actively involved in the club's decision-making process.
The agenda can be sent along with the invitation to the general meeting or separately. In general, it also serves as a useful roadmap for the board conducting the meeting to prepare and work through the necessary items for the general meeting.
This document serves as a template for the treasurer's annual report on the past club year, presented during the general meeting. In general, the treasurer is tasked by the statutes with reporting on income and expenses, reserves, and the club's financial situation. In many clubs, it is also common for the treasurer to report on membership numbers and new or departing members, though this is by no means mandatory.
This document serves as a template for minutes taken during a general meeting or similar gathering. While there is no legal requirement to keep minutes in Austria, it is highly recommended to document all important meetings. The template can be customized as needed.
The purpose of this document is to provide an organized framework for annual planning for the coming year. It includes all planned measures for the successful continuation of the club in the year ahead.
Primary goals are those essential to the club, such as maintaining financial viability. Secondary goals might include training camps in other countries or renovating the clubhouse. This is not a board resolution, but rather a compilation of proposals and ideas.
The inventory checklist helps ensure an orderly process for the annual club inventory. This allows you to maintain an overview and address missing items early on, before they lead to unpredictable problems and costs. The checklist provides a simple, step-by-step sequence.
If you would like to lend club inventory to members, please also refer to the "Loan agreement for club items" template in our member package.
A general meeting is about more than just club finances, but experience shows that this is a major focus. The following document therefore serves as a checklist for the treasurer when reporting on financial management.
During the general meeting—usually under the 'Any Other Business' agenda item—club members have the opportunity to submit their own motions to the general meeting and have them put to a vote. For this to happen, the motion must be submitted to the board in good time so that it can be addressed.
This motion is not tied to any specific topic and can therefore also be of a financial nature (e.g., for the club to make a purchase) or concern the exclusion of a member from the club.
If an amendment to the statutes is requested, please note the specific procedures outlined in your bylaws.
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This package contains relevant documents you need for events and the associated legal obligations.
This document serves as a contract between a club and a volunteer, for example for an event. Please note that this contract does not constitute a regular employment contract for someone hired by the club on a permanent or long-term basis.
However, this template is very well suited for temporary support from volunteers, ensuring that you have a written contract in place for legal purposes that outlines the rights and obligations of both parties.
Volunteer agreement
This document serves as a formal notice of termination for an employee or volunteer by the club board. Terminating someone's involvement with the club is never a pleasant moment. It is all the more important to avoid formal errors so that the club does not leave itself vulnerable. We recommend documenting and keeping a clear record of the reasons for the termination in writing.
This document includes both notice of termination and summary dismissal. A template for a reference letter can be found in the member package of our legal documents series.
This document serves as a formal contract between the club and a potential sponsor. In addition to potential advertising opportunities, this document also includes a simple sample letter that can be used to inform the sponsor. It is important that you think carefully about the services offered so that they evoke an emotional response from the sponsor.
This sample document is an official request from the club to a potential sponsor. There is no single "best practice" text for this. It is important to understand that to be successful with sponsors, you must address their emotional needs.
This can be done in terms of both the return on investment regarding regional advertising value and social aspects, such as youth development. This template was created using the example of a football club looking for a sponsor.
This document consists of text templates to help your club correctly apply information regarding image rights. These templates can be used, for example, at events where you intend to take photographs that will be published. They take both data protection and copyright law into account.
This checklist is designed to help your club systematically build knowledge across various topics, such as club festivals. It is intended to help you properly capture processes and information, both to pass on expertise to others and to improve data quality within the club.
This can be of enormous importance, especially when it comes to acquiring sponsors and partners for club events.
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