Associations that have a bank account are legally required to hold a general assembly once a year. The minutes from this assembly must be used for the annual report to the bank through Unioo.

Some associations use the term "annual meeting" or "national meeting" instead of "general assembly." You are free to use whichever term you prefer.

The general assembly is the highest authority in the association and should be a priority. Decisions made during the assembly cannot be overridden by the board later in the year. If a decision needs to be changed mid-year, the board can call for an extraordinary general assembly.

Both board members and all members of the association are invited to the annual general assembly. The board can benefit from making the meeting as engaging as possible to attract more participants. The more people involved in the association’s volunteer work, the better—and some might even be interested in taking on important board responsibilities.

The annual general assembly is a great opportunity to get a clear sense of what’s happening in the association and what its members hope and dream for its future.

The board can share insights on the past year and upcoming plans, while members have the chance to provide input, feedback, and constructive criticism.

This helps create a positive atmosphere around the association and the board’s work, motivating more people to support it and spread the word to others who might be interested in joining.

Formally, the general assembly also ensures diversity and a democratic process. It has become a key tool for financial institutions to get to know associations better. Banks are legally required by financial and data authorities, as well as the EU, to understand their association clients as part of efforts to combat money laundering and terrorism financing.

The following points must be included in the agenda:

The chairperson is the moderator of the general assembly. This person should have read the bylaws before the meeting and will sign the minutes of the assembly. The chairperson might also write the minutes, but it can be a good idea to choose someone else for that task. However, it is the chairperson who must sign, not to take responsibility for everything in the minutes, but to confirm that the minutes were written.

The minutes should cover all the points from the agenda, noting what was discussed and decided under each item. The minutes help the board and all members of the association stay informed about what’s happening in the association. Write the minutes with consideration for those who couldn’t attend the general assembly, so they can also stay updated.

Remember to include the names of the board members, as this needs to match the members listed in the report.

No, you must hold some form of annual meeting that can serve as the basis for a document used for the report (unless you don’t want a bank account).