While some items are on your agenda because they fit your association and what is stated in your bylaws, there are others that must necessarily be included. This applies to the following:

1. Election of a chairperson

The chairperson (or moderator) manages the speaking order and time during the meeting. This person must be familiar with the entire agenda, statutes, annual report, financial statements, etc. The chairperson is often the association’s leader, but it can be anyone from the board or even an external person. The chairperson is also responsible for signing the minutes.

2. Annual report

A summary of the past year, including social and practical activities in the association and an overview of its financial situation.

3. Approval of the audited financial statements

The financial statements for the past year must either be sent to members in advance or distributed at the meeting, depending on what is stated in the statutes. There must be full transparency in an association so that all members have a solid foundation for making informed decisions when voting.

4. Proposals from the meeting

This section covers proposals for the association from both the board and members. All attendees at the general meeting vote on decisions, ensuring a democratic process.

Make sure that all proposals up for voting have been researched in advance regarding potential costs, consequences, and other relevant factors so that the general meeting has a strong basis for making decisions.

5. Board elections

Voting takes place to determine who will serve on the board, including roles such as chairperson and treasurer. Refer to the statutes to see which positions need to be elected in your association and how the voting process should proceed.

6. Election of substitutes

Voting takes place to elect substitutes for the board. Substitutes step in for key board members when necessary. Check the statutes to determine which positions require substitutes in your association.

7. Miscellaneous

As the name suggests, this point covers anything that does not fit under the other agenda items. This section can also be used for announcements and updates.

Have a great general meeting! 🙂