As a member, you have the right to submit one or more proposals to the Annual General Meeting (AGM). These are called motions. A motion must always be discussed at the AGM, to which all members are invited and have the right to participate and make decisions.

Difference between proposals and motions


At any time during the year, you can submit proposals for various actions, opinions and other matters to the Board. The Board will then consider the proposal and vote in favour or against it.

However, you must write a motion for the AGM. Those present at the meeting vote in favour or against the motion and instruct the Board to implement it.

You cannot write interpellations or propositions for the AGM.

How to write a motion

Writing a motion is not difficult. Remember to always keep it short. Try to use simple words and phrases that cannot be misunderstood. The motion should be worded in such a way that a member can vote by proxy if they cannot attend the meeting in person. Therefore, the motion must be as detailed as possible and leave no room for interpretation. Address only one topic per motion. Submit several motions if you have several issues that you want to be addressed.

1. Write a title that briefly describes what the motion is about. 
2. What do you want the association to do? Describe the reason why this motion is needed. Provide relevant supporting facts and clarify the issue to make it easier for those who will later read the motion and decide. 
3. Why do you want the association to do this? Justify why you think the way you do.
4. If it will cost money for the organisation, it is advisable to also provide a quote or price indication. Remember to indicate whether the price is with or without VAT.
5. End the motion by proposing a decision that you think the general meeting should take. "I therefore propose that the general meeting decides that..."
6. It must be possible to vote in favour or against the motion.
7. Unfortunately, the motion must be in Swedish so you also need to translate it.
8. Sign the motion with your name, address and apartment number. If you wish to remain anonymous at the general meeting, attach this information as an addendum to the motion instead. The reason that it is not possible to be completely anonymous is that the board must be able to ensure that it is a member who wrote the motion, as the statutes (§ 18) state that only members can submit a motion.
9. Send your motion to the Board.

There are rules on when you have to write a motion. If you want to make sure it is discussed at the next general assembly, you need to write it in time and submit it to the board. Normally, the Board wants to receive the motion at least three months before the meeting.

Processing of motions

Once the motion has been received, it must be considered by the Board. The Board must decide how it thinks the AGM should deal with the motion. It must also issue a statement giving arguments in favour of its proposal. The board can propose to the meeting to :

• approve the motion, if it thinks it is good.
• reject the motion, if it does not think the proposal is good, viable or feasible.
• consider the motion answered, if the matters raised in the motion are already being done or are in progress.
• leave the motion without action, if the matters raised in the motion are beyond the powers of the meeting.

If the Board does not think the motion is good enough to be put to the vote, for example if there is no possibility to vote in favour or against, the Board will contact you with a proposal for action.

What happens to a motion at the AGM?

The AGM decides whether to adopt or reject the motion. It is possible to adopt parts of a motion, but it needs to be drafted in such a way that you can vote in favour or against different parts. The easiest way is to write different motions that can be adopted or rejected in their entirety.

When should the motion be written?

You can write a motion at any time of the year, but it must be received by the board well in advance of the general meeting, normally by April 1st for the AGM. If it arrives too late, it will either have to wait until the next general meeting or be reformulated into a motion that the board can deal with immediately.

The reason why the motion needs to be in so early is that:

1. There must be time for the board to ask for additions, amendments and rewording of the motion.
2. The board must have time to deal with the motion at a regular board meeting.
3. The motion must be included in the notice of the meeting, which can be sent out six weeks before the meeting is held.

Example of a motion

Motion to the Kubik housing association

Green plants in the entrance

Our stairwells are in good condition but a bit dull.

I think the stairwells could be enlivened with some green plants.

For example, for SEK 1,000 per year and stairwell you get quite a lot of plants.

I propose that the general meeting decides that the association buys pots and green plants and places them in the entrance.

Anders Anderssson, Rödlönnsgången 26, lgh 1701.

Board feedback on supplementation

Hello, Mr Anderson.

It sounds like a nice proposal

Who will water the plants and what does this cost? Our cleaning company Städ å Sånt AB might be able to do it? Is the price with or without VAT? The association pays the price with VAT, when do you want the change to be implemented? Indicate this in the decision you want the meeting to take.

/The Board

Revised motion to the housing association Kubik

Green plants in the entrance

Our stairwells are in good condition but a bit boring.

I think the stairwells could be enlivened with some green plants.

For example, for SEK 2,000 including VAT per year and stairwell, you get quite a lot of plants. This also includes maintenance every two weeks. See attached quote from Växt och Grönt AB.

I propose that the general meeting decides that the association within three months buys pots and green plants and places in the entrance. The cost may be a maximum of SEK 15,000 including VAT per year.

Anders Anderssson, Rödlönnsgången 26, lgh 1701.