How does the agenda of an association's general meeting set?

Verified 02 February 2023 - Directorate of Legal and Administrative Information (Prime Minister), Ministry for Associative Life

For the holding of each general meeting (ordinary or extraordinary), an agenda must be established. It corresponds to the various points, called “resolutions”, which will be put to the vote of the members of the association.

The conditions under which the agenda is adopted are defined in the statutes of the association. Therefore, it is recommended that you make provision for it or include it in the  rules and regulations provisions concerning the following:

  • Persons or body having authority to determine the agenda
  • Conditions under which members may request the inclusion of an item on the agenda

Rules and regulations It is also recommended to include in the statutes or in the general meeting the subjects to be included periodically in the agenda of the general meeting.

For example:

  • Approval of accounts and activity report
  • Vote on the provisional budget
  • Appointment of officers (Bureau members)

However, some rules have been established by the courts. They concern the following:

  • The wording of the items on the agenda should be precise to enable members to prepare for the debates
  • The wording of the items on the agenda cannot be both positive and negative. For example, whether or not Mr./Mrs. X should remain as director, as the vote could be interpreted positively or negatively and would therefore be unenforceable
  • The agenda may include a heading "other matters", but it should only cover minor items which do not affect the operation and activity of the association
  • The general meeting must deliberate only on the items on the agenda and included in the meeting notice
  • The General Assembly shall deliberate on all items on the agenda. The presiding officer may not decide to dismiss a scheduled question from the proceedings. He can adjourn the meeting only when the agenda has been exhausted

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