How is the agenda set for the general assembly of an association?

For the holding of each general meeting (ordinary or extraordinary), an agenda must be established.

It corresponds to the different points, called resolutions, which will be put to the vote of the members of the association.

The conditions under which the agenda is decided are defined in the statutes of the association. Therefore, it is recommended to provide for or indicate in the rules and regulations provisions on the following:

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

It is also recommended that the articles of association or rules and regulations include the topics to be included periodically in the agenda of the General Assembly. For example:

• Approval of accounts and activity report
• Vote on the provisional budget
• Designation of officers (officers).

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

• The wording of the items on the agenda must be precise to enable members to prepare for the discussions.
• The wording of the agenda items cannot be both positive and negative. For example, whether or not to retain Mr/Mrs X as Director, as the vote could be interpreted positively or negatively and would therefore be inapplicable.
• The agenda may include a heading "other matters", but it should only cover minor items that do not affect the functioning and activity of the association.
• The General Assembly shall deliberate only on items on the agenda that appear in the convening of the meeting.
• The General Assembly is to deliberate on all items on the agenda. The presiding officer may not decide to exclude a scheduled item from the proceedings. He may adjourn the meeting only when the agenda has been exhausted.

A decision taken on an item that was not on the agenda may be challenged in court and set aside.

Similarly, an insufficiently precise question may lead to the annulment of the deliberation if the members have not been able to make an informed decision.