Prepare the general meeting and keep its record
The annual general meeting is the formality associations forget most. The notice, the minutes and the due date of the next one live in one place, alongside the association's other documents.
From the notice to the minutes
The notice carries the meeting date: it is what announces the upcoming meeting. The minutes, ordinary or extraordinary, are generated from the agenda and decisions, then signed and archived.
Notice dated for the meeting- Ordinary or extraordinary general meeting minutes
- Attendance sheet
- Signing and archiving with the association
How it works
Convene
The notice sets the meeting date.
Hold
Agenda, attendees, decisions.
Write up
The minutes are generated, then signed.
Carry over
The minutes join the school's file.
The next one's due date, calculated
The date of the last meeting held is the starting point: compliance tracking flags the approaching annual deadline before the school or the bank asks for the latest minutes.
An association created mid-year counts its founding meeting as its first meeting held: it is not flagged as overdue during its first year.
A document the school expects
The latest general meeting minutes are part of the agreement file and of grant applications: they are carried over directly, with no new upload.
A meeting that hands over
The general meeting is often when the board changes: activity report, financial report, budget vote, election of the new officers. What is decided there must outlive the people who organised it.
The signed minutes, the new board and the approved accounts stay attached to the association. The next board finds the last meeting, its decisions and the date of the next one without digging through a mailbox.
Frequently asked questions
Is a general meeting mandatory every year?
The French 1901 law leaves it to the bylaws; most provide for an annual ordinary general meeting, and schools often require one for an agreement.
Can we hold an extraordinary general meeting?
Yes. Extraordinary general meeting minutes cover decisions that amend the bylaws or commit the association beyond day-to-day management.
Do the minutes replace the special register?
No. Changes to bylaws and officers decided at the meeting are also entered in the special register, which toGaether keeps with the other legal documents.
Going further
Your next term, without spreadsheets
Show us how your association or school runs: we'll show you what toGæther would change, on your real cases.