Organizing a general meeting | Guides PLANÉ

When should an association's general meeting be held?

The general meeting of an association is an essential part of its operation. It must be organized in accordance with the rules laid down by law and the association's articles of association.

In Quebec, it is generally required that an Annual General Meeting be held within six months of the association's fiscal year-end. This requirement may vary according to the specifics of each association, so it's crucial to consult the association's by-laws to determine the exact timing.

The General Meeting is the time when members come together to make important decisions concerning the association. It may include approving the accounts, electing the Board of Directors, reviewing past activities, and planning future objectives.

It's crucial to plan this meeting well in advance and send out invitations in good time. Effective communication of the date, time and location of the general meeting will help ensure maximum member participation. Careful organization of the general meeting will contribute to the success of the event and the good governance of the association.

How to organize a general meeting?

Organizing a general meeting requires meticulous planning and well thought-out logistics. First, you need to determine the date and venue of the meeting, taking into account the availability of members and the legal requirements of the association. Remember to choose a venue that is easy to access and equipped with all the necessary technical equipment (microphones, projector, etc.).

Once the date and venue have been set, it's time to prepare the AGM agenda. This must be clear and precise, so that members know in advance what points will be discussed.

Communication is also a key element in organizing a general meeting. Be sure to inform all members in good time by e-mail or post, depending on the association's articles of association.

Next, you'll need to plan the logistics of the AGM itself: seating arrangements, attendance registration, vote management, etc. Finally, you'll need to draw up minutes of the meeting to keep a record of the decisions taken.

In short, organizing a general meeting is an exercise in project management that requires good preparation, effective communication and solid logistics.

Example of a general meeting for an association

In Quebec, holding a general meeting is an obligation for many associations, be they non-profit, professional, community or other. Here are a few examples of associations that require general meetings:

1. Owners' associations: Syndicates of co-ownership, for example, are required to hold an annual general meeting to discuss issues such as the budget, building maintenance, and to elect the board of directors.
2. Professional associations: Professional orders, such as the Ordre des ingénieurs du Québec or the Ordre des avocats du Québec, hold regular general meetings to discuss issues of ethics, continuing education and governance.
3. Non-profit associations: Charitable organizations, sports clubs, community groups and cultural associations are generally required to hold an annual general meeting to inform members of their activities, discuss future plans, and elect board members.
4. Business associations: Chambers of commerce, such as the Board of Trade of Metropolitan Montreal, organize general meetings to discuss local economic issues, economic development initiatives and lobbying strategies.

How does an association's general meeting work, and what are the different stages?

There are several key stages in an association's general meeting. First of all, the members must be convened, and this must be sent out well in advance with details of the date, time, place and agenda of the meeting. This invitation can be sent by e-mail, by post or sometimes even on social networks.

Once everyone is assembled, the meeting usually begins with the Chairman's report. He gives an overview of the past year's activities and outlines future plans. Next, the treasurer presents the year's financial statement, including expenses, income and any surpluses or deficits.

Members then have the opportunity to ask questions and discuss the points presented. Voting can then take place on specific issues or for the election of new Board members.

Last but not least, a general meeting usually ends with a convivial moment, an opportunity for members to chat and strengthen the association's ties.

It's essential to have a good logistics partner like PLANÉ to ensure that all variables are controlled to guarantee that an association's general meeting runs smoothly and all objectives are met on time.

What is the content of a general meeting?

The content of an association's general meeting is made up of several essential elements that reflect the life and operation of the association. The aim is to inform members, make collective decisions and strengthen cohesion within the association.

The Annual General Meeting often begins with a report from the Chairman or Director. This report gives an overview of the past year, its successes and challenges, and the association's future plans.

The treasurer then presents a financial report detailing the association's expenses and income for the year. This financial transparency is essential to maintain member confidence.

The agenda may also include votes on various issues, such as amendments to the association's constitution, approval of accounts, or election of new board members.

Finally, the general meeting is often an opportunity to discuss future projects, exchange ideas and receive feedback from members. It's an important moment for member involvement and collective decision-making within the association.

Who can vote at an association's general meeting?

The right to vote at an association's general meeting is a fundamental aspect of the democratic functioning of these organizations. In Quebec, as elsewhere, specific rules may vary according to the statutes of each association.

Generally speaking, all members in good standing of an association are entitled to vote at the general meeting. A member in good standing is generally an individual who has paid his or her dues and complies with the conditions set out in the association's by-laws.

It is important to note that some associations may have different membership categories, such as active members, honorary members or associate members, and that voting rights may vary according to these categories.

In addition, associations may have rules concerning proxy voting or postal voting. It is therefore crucial to consult the association's articles of association to understand who is entitled to vote.

In all cases, equality of votes is a fundamental principle at association general meetings, affirming that every member has one vote, regardless of his or her status or contribution to the association.

Simplify the organization of your next Annual General Meeting with PLANÉ

In short, orchestrating an effective AGM is a complex challenge, involving a myriad of logistical, technical and communication details.

But with PLANÉ's experienced team at your side, this monumental effort becomes manageable and even enjoyable. We're dedicated to simplifying your experience, allowing you to focus on what's important - the content and results of your meeting. So leave the worries behind and contact PLANÉ today.

Find out how we can turn your next general meeting into a smooth, productive and memorable event. With PLANÉ, extraordinary general meetings are within your reach.