The general-meeting minutes

General-meeting minutes record the course and decisions of the meeting. They generally include:

• The date, time and place of the meeting (or the arrangements for holding it remotely).
• The identity of the chairs and secretaries of the session, the number of members present or represented.
• The agenda and a summary of the debates.
• The details of the resolutions put to the vote and their results (for, against, abstentions).
• The decisions adopted and, where relevant, the mandates given.

Accurate minutes protect the organisation: they evidence the decisions and serve as proof in the event of an internal dispute or a third-party request.

You usually distinguish the ordinary general meeting (approval of accounts, activity report, renewal of bodies) from the extraordinary general meeting (amendment of statutes, dissolution). The quorum and majority rules differ by type of meeting and by your statutes.

Beyond the statutes, legal requirements vary by member state: some decisions (amending a German e.V.'s statutes, dissolving a Spanish asociación) must be registered or published in specific forms. Our tool produces structured minutes; it sets neither quorum nor majority on your behalf.

The module asks for the key elements of the meeting (date, participants, agenda, resolutions, voting results) then drafts structured, readable minutes, ready to review and sign.

The tool invents no voting result or decision: it formats the information you enter. You remain responsible for the accuracy of the data recorded.

This module is among the non-profit tools detailed on the Solutions IA page and the pricing page.

Once drafted, the minutes are generally signed by the chair and the secretary of the session, then archived in the organisation's register of deliberations. Some decisions must then be declared or published depending on your country.

Keep each dated and signed set of minutes: it is a document frequently requested to open a bank account, justify a change of officer or respond to a funder.