How should we write minutes from the general meeting?
Good notes lead to action. The minutes from the association’s general meeting are essential for effective management—practically, formally, and socially. Here’s what needs to be included.
The agenda is the skeleton of the minutes
The minutes must include all items from the agenda. Use the agenda as a framework for how the minutes should be structured. Record everything that was discussed and decided under each point. Keep it short and precise.
The minutes serve as a tool for both the board and the association’s members to get a clear overview of what is happening in the association. Write the minutes with those in mind who could not attend the general meeting.
Remember to list who is on the board, as this must match the board members reported to the financial institution and public institutions, if the association has any obligations in this regard.
The following points must be included in the minutes:
- Election of chairperson/moderator
- Annual report
- Approval of the (audited) financial statements
- Presentation of the budget, if applicable
- Proposals from the assembly
- Board elections
- Election of alternates
- Any other business
NOTE: The chairperson must sign the minutes.