How to prepare for the general assembly
As a guideline, you can start preparing for the annual general assembly when the fiscal year is coming to an end. Here is a list of things you can do to prepare well for the meeting:
ALWAYS start by checking your bylaws regarding the formal requirements your association has for holding a general assembly.
Find a suitable date – consider holding it after 7:00 PM on weekdays, especially if representatives from families with children need to attend.
Reserve a venue and plan any catering if necessary.
Determine which items need to be on the agenda, in addition to those required by the bylaws.
Announce the meeting through appropriate channels, such as newsletters, social media, or posters in your building(s).
Clarify among yourselves whether you are ready to be re-elected to the various board positions, especially the chairman and treasurer.
Ensure that the annual financial statements and budget are ready to be sent to the members.
Agree on who will be the chairperson/moderator so they can prepare.
If anyone has proposals for the agenda, especially regarding items that need to be voted on, create a revised agenda and send it to the members. Make sure that all proposals to be voted on have been researched in advance regarding potential costs, consequences, and the like, so the general assembly has a solid basis for voting.
Remember, all these tips and suggestions may not meet all the requirements set out in your bylaws. So ALWAYS check your bylaws for ideas, rules, advice, values, and guidelines, as the bylaws are written specifically by you and for you to help you perform your board duties more easily and securely.