Purpose of an Annual Report

Annual report

The first goal of an Annual Report is to inform your supporters about the past year. You should think of figures that are summarized, the activities that have been undertaken and what you want to do in the coming year. The fixed components in an Annual Report are:

  • Chairman word
  • Report of the board
  • Activities last year
  • Activities for the coming year
  • Organization
  • Financial Statements
  • Budget

Message from the chairman

This is comparable to a preface and reflects the view of the board on the activities of the past year and policy. Under what circumstances were these activities carried out, were there special circumstances and was the budget sufficient?

Report of the Board

This piece looks back at the past year. Have the goals been met and have expectations been met? Which parts have been implemented and which are not and why?

Activities Last year

For each activity or goal, it is shown here how they were carried out and whether the intended goal and target group were achieved. Which activities were not satisfactory and what could be improved in the future with regard to the implementation of the activities. Do not forget to mention the subsidies for activities that have received a specific subsidy.

Activities for the coming year

Here expectations for the coming year are expressed. Keep it limited to the coming year, because the Policy Plan contains the long-term objectives / vision. Be concrete and straightforward, but not as extensive as in an Annual Plan or Project Plan. Here you speak from Activity or objective depending on whether the objective consists of one or more activities. Describing activities is easier for your followers to understand than describing the objectives. For activities do not forget to mention the subsidies that finance it if there is one.

Organization

With organization you put down the data of the organization, think of:

  • Chamber of Commerce
  • Fiscal Code
  • ANBI status
  • Approvals
  • Memberships
  • E-mail
  • Mailing address
  • Visiting address (optional)
  • Board members with their duties and the division of work among themselves
  • Board change
  • Remuneration of board members
  • Employees if employed
  • Volunteers if the organization uses it
  • Hiring if the organization has hired external personnel for a specific activity
  • Don’t forget to mention both the FTE and the allowance for employees, volunteers and external hiring.

Financial Statements

This is drawn up by the Treasurer and approved by an accountant. This may be included briefly if you also publish the Annual Account separately. These financial figures are especially important for donors, investors and the tax authorities.

Budget

In the budget you state what you expect in terms of income in the coming year and what the money will be spent on.

An Annual Report is a bit of work and can even be considered boring by the organization. Yet the Annual Report is increasingly the marketing tool for an organization. In the Annual Report, donors, fans and others can see what your organization is doing and how the money is being spent. This can just pull them over to work with your organization. In recent years, the design and form in which the Annual Report is presented has also changed, it used to be a boring black and white document. Nowadays it is equipped with photos, videos, interviews, tables, graphs quotes, etching. Make use of this, because this document must still be produced. So why not fly two birds with one stone by also making it into a marketing expression form.

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The ultimate composition of the board

In the best composition, the board consists of at least 3 board members. There are three permanent board positions, these are:

  • President
  • Treasurer
  • Secretary

It is better to expand the board with 2 General board members or they can be renamed depending on the organization, for example

  • Volunteer
  • Director. This director is then responsible for the volunteer policy in the organization.

Composing the board

When putting together the Board, it is useful to conduct job interviews and not just to include family members. A board consisting of only family members is not seen as a serious organization and / or as an independent board.

President

The Chairman of the Board is responsible for:Daily management of the board and therefore the Organization;

  • Leading the meeting;
  • Arranges the treatment of the subjects;
  • In the event of illness or absence, the chairman is replaced by one of the other board members. This is often designated in advance to prevent discussion and confusion.

Treasurer

The Treasurer Board member is responsible for:

  • The treasurer takes care of the money and looks for the financial means. He / she translates policy into money;
  • Takes initiative in making a budget proposal and balance sheet, including long-term planning;
  • Is primarily responsible within the organization for the liquidity position of the organization;
  • The monitoring of the budget and the allocated budgets, signals deviations with regard to the allocated budgets and can make proposals for interim changes;
  • Performing financial management: bookkeeping, drafting annual financial report, and maintaining a financial archive;
  • Recruiting financial resources: grants, funds, donors, sponsors, rents, training fees, participant contributions, promotions;
  • Taking care of expense and volunteer reimbursements where applicable;
  • The treasurer can delegate certain tasks to other board members, employees or volunteers, such as raising funds and sponsoring. The treasurer remains responsible himself;
  • Within each legal person, an audit committee or accountant determines whether the treasurer has performed the management of the finances in a responsible manner. The audit committee or accountant is the control body in the organization and after approval gives its approval on the financial policy pursued. The audit committee members are usually appointed for 2 years. The accountant can be hired for a longer period to check.

The Secretary

The board member Secretary is responsible for:

  • Responsible management of the organization’s secretarial processes;
  • Minutes board meetings, reports on this and ensures distribution. This can also be outsourced if there is room for it. The secretary remains ultimately responsible;
  • Keep the registration with the Chamber of Commerce up to date;
  • He / she is responsible for collecting, organizing and storing information in an accessible manner;
  • Preparing meetings, in consultation with the chairman;
  • The answering of incoming mail;
  • Keeping an eye on administrative rules.

Distribution of management duties

It is very important that the management duties are well distributed among the board members. Also for board members, just like for employees or volunteers, there must be a good job description, so that every board member knows what his / her duties are and what is expected of him / her. Make sure there are enough board members. The number of board members depends on the size of the organization and the number of tasks that the board must perform. Ensure that the registration of the board members at the Chamber of Commerce is up to date. Also ensure that the articles of association state how long a director may sit. The usual norm is 2x 3 year seat on the board.

Reward

The directors do not receive a salary such as an employee, but expense allowance and vacancy. Vacancy money is a payment that directors receive for the performance of their duties. The expense allowance is for the costs that they incur for the performance of their duties, such as travel costs and postage costs.

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