Each year, your co-op needs to hold an Annual General Meeting (AGM) to report back to members, elect directors, and decide any business that needs members’ approval. Co-ops need to give members proper notice of this meeting and help them stay informed about their co-op’s operations.
This tool will offer some tips on giving AGM notice to your members and clarify what needs to be included.
Co-ops can decide how much notice they want to give members before the AGM, and record it in their bylaws. If this isn’t in the co-op’s bylaws, it then has to follow the rules set out by the government.
These rules are different in each province:
Most co-ops will use the suggested notice period provided by the government, even if they add it to their bylaws. Here’s an example of what a provision in the bylaws could say:
“Notice of the annual general meeting shall be issued no less than 21 days before the date of the annual meeting in a manner determined by the board of directors.”
At a minimum, the notice of meeting must include the time and place of the meeting and any special business that will be presented. Special business means any resolutions that require a two-thirds majority vote to approve (for example, amalgamation or bylaw amendments). If there will be a special resolution at the meeting, the co-op should describe the resolution in the notice, or provide a way for members to view the text of the resolution (like on the co-op’s website, or sending it ahead of time).
Many co-ops also use a meeting notice to call for director nominations and outline what will be discussed at the meeting. For an example, check out our sample meeting notice below.
Your co-op has an obligation to provide meeting notice to its members — but how this is done can be outlined in the bylaws or left up to the board. Most co-ops use a combination of tools to let members know about an upcoming meeting. Here’s a few options:
While your co-op has a duty to provide notice of a meeting, the members must also provide up-to-date contact information. We recommend including a provision in the co-op’s bylaws — something like this:
“The Co-operative shall issue notice to members, directors, officers and any other persons using either electronic mail or, if requested by the member, ordinary mail. It is the responsibility of the member, director, or officer to provide the co-operative with their contact information and advise the co-operative of any changes to their contact information.”Was this useful?