Membership fee list for the annual general meeting: what it should show, and why
At the annual general meeting, the board must present the accounts, and membership fees are often the club's most important source of income. A clear list of who has paid makes it easy to answer questions – and it's the most valuable thing you can pass on when the treasurer role changes hands.
What the list should include
For each member: name, contact information, reference, amount, whether the fee has been paid, and the date. Add up the totals at the end – how much has been paid in and how much is still outstanding. That's enough to explain the membership fee income in the accounts.
Export as CSV
A CSV file can be opened in Excel, Numbers and Google Sheets, and can be attached to the accounts or saved in the club's shared folder. Use semicolons as separators and UTF-8 encoding, so that æ, ø and å display correctly in Norwegian Excel.
Be careful with personal information
The membership list contains names and contact details. Share it only with those who need it – the board and the auditor – and don't post it publicly. For the annual general meeting, the totals are often all that's needed.
Handover to a new treasurer
Financial responsibility often changes hands between people. Give the next treasurer last year's membership fee list, a short description of how members pay, the club's Vipps number, and who has access to the bank account. That way, the new season picks up right where the last one left off.
Start the next season from the list
Use last year's list as your starting point: remove members who have left, add new members, and give everyone a new reference for the new season.
Frequently asked questions
Does the membership fee list have to be shown at the annual general meeting?
That's up to the club itself and its vedtekter (bylaws). Often it's enough to show the amounts in the accounts and keep the list available for the board and the auditor.
How long should the club keep the list?
Follow what the accountant or auditor recommends for the club's accounting records, and delete member information the club no longer needs.
What's the difference between a CSV and an Excel file?
CSV is plain text with values separated by semicolons or commas. It can be opened in any spreadsheet program and is easy to move between systems.
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