SPECIAL GENERAL MEETING1 2OR SEMI-ANNUAL GENERAL MEETING CHECKLIST

The chairperson will need the following before any special general meeting or semi-annual general meeting (SAGM):

Notice of meeting – including date delivered and delivery method Rules – date-stamped and most recent (include subsequent special resolutions filed) Policies – relevant to business of meeting and current Agenda Sets of minutes that require approval Other meeting materials such as reports, proposed policies, budget and draft housing charge, audited financial statements Meeting agreement/ Rules of Order - if applicable. *Please have paper copies of the materials listed above at your meeting. Before the meeting you will also need to provide the chairperson with:

The names of any invited guests The name of the person who will take the meeting minutes The names of the people who will give the report of the Directors, committees and any other reports

At the GM, you will also need the materials listed below onsite:

Report of the Directors if available – sometimes it’s a verbal report Sign in/member register Voting cards – if the co-op uses voting cards (CHF BC provides a sample voting Any other equipment and materials required such as whiteboard and markers, laptop and data projector, [flipchart paper and stand, markers, tape etc.

1 See separate checklists for special general meeting for appeal of termination of membership and for removal of a director. 2 See Special General Meetings – Introduction and your Rule 14.4 Frequency of general meetings to see whether this should be called a Special General Meeting or a General Meeting.

Co-operative Housing 1 Federation of British Columbia

Resources – SAGM Agenda Key

[Full name of housing co-op or letterhead]

SEMI-ANNUAL GENERAL MEETING [Insert name of housing co-op] Date: Time: Location: AGENDA

1. Call to order – territory acknowledgement, confirmation of notice and quorum 2. Introduction of guests/welcome new members 3. Approval of non-members as observers 4. Explanation of meeting process, rules of order and meeting agreement 5. Approval of agenda 6. Approval of minutes of [date(s)] 7. Business arising 8. Report from board of directors 9. Capital budget presentation 10. Operating budget presentation a. Motion to approve housing charges b. Motion to receive capital and operating budgets 11. Education [topic – 15 minutes] 12. Other agenda items might include approval of policy xyz, update and direction on special projects, member input on co-op initiatives, board clarification of issues or concerns. 13. Acknowledgements 14. Meeting evaluation 15. Close of meeting

Please bring your SAGM package to the meeting.

[Add additional information if relevant, e.g. when registration will open, if there will be refreshments served, etc.]

Co-operative Housing 1 Federation of British Columbia

AGENDA KEY

1. Call to Order – territory acknowledgement, confirmation of notice and quorum Suggested acknowledgement of Indigenous Nations’ territory: The chair’s acknowledgement should be appropriate to the territory where the meeting is taking place. See https://native-land.ca/territory-acknowledgement/ for your location. An example for Vancouver: We gratefully acknowledge that we are gathered today on the unceded traditional territory of the Coast Salish peoples, including the Musqueam, Squamish and Tsleil-Waututh nations.

The chair confirms: a. Notice is proper: includes the date, time and address of meeting; reflects the general nature of the business to be conducted. b. Notice was delivered to each unit using the delivery method set out in your co-op’s Rule 26.1. c. Notice period is correct: Rule 14.8 sets out the notice period for your co-op AGM, it must be at least 14 days’ notice but check your Rules. d. Required quorum is present: Confirm eligibility to vote (membership model). Announce and enter quorum present in minutes. Rule 14.13 sets out the required quorum for your co-op.

2. Introduction of guests/welcome new members Guests may include lawyer, auditor, management firm, other. The chair is not a guest because Rule 14.16 permits the board to choose another person who need not be a member to be the chair. No motion is needed for the chair or guests invited by the board to be present at meeting. Rule 14.20 allows the presence of the auditor and others who are entitled or required under any provisions of the Act or these Rules.

3. Approval of any other non-members as observers Non-members may be admitted to the meeting on the invitation of the chair or with the consent of the members at the meeting. See Rule 14.20.

4. Explanation of meeting process, rules of order and meeting agreement The chair provides an overview of the how the meeting business will progress. The chair reviews the meeting agreement and indicates what rules of order will be followed. See sample meeting agreement link and rules of order link.

Co-operative Housing 2 Federation of British Columbia

5. Approval of agenda The chair asks for a motion to approve the agenda. Suggested changes must be the business of the meeting and cannot add major new business that requires support documentation and/or decision.

6. Approval of minutes of [date(s)] Be sure to check what sets of minutes require approval. While minutes should be approved at the following meeting, sometimes co-ops do not do this. AGM minutes are approved at the next general meeting, not the next AGM.

7. Business arising The board should identify in advance of the meeting any business of the previous minutes that needs to be covered. Ideally it will be covered in the other agenda items of meeting. If there is no business arising, the chair announces that they have not been advised of any business arising from the minutes and if no one objects move on to the next item of business.

8. Report from Board of Directors The report of Directors is an overview of the activities, challenges and outcomes for the period since the last report. The report should reflect business completed as well as priorities and upcoming business. It’s a good time to review the co-op’s long-term plan and to identify the outcomes the co-op needs to achieve. This sets the context for the budgets which lay out the expenses and revenue needed to achieve these outcomes. The report should be positive and informative. The board should have approved the directors’ report. This is not the president’s report.

9. Capital budget presentation Both the capital and operating budgets should have been circulated in advance of the meeting. If an outside resource person is making the presentations, a director should introduce the topic and explain that the board has reviewed the budget in detail and approved it. The presentation should be clear and informative, with ample time for members’ questions. Consider using visual aids for better understanding.

Since the capital budget is closely tied to the operating budget, the motion to receive the capital budget will be dealt with in #10.

10. Operating budget presentation See notes for #9.

Co-operative Housing 3 Federation of British Columbia

a. The chair asks for a motion to approve housing charges. b. The chair asks for a motion to receive capital and operating budgets. Your co-op rules set out that members approve housing charges and the board approves the budget. See sections 4.03 and 4.04 of the Occupancy Agreement.

11. Education [topic – 15 minutes] A general meeting is a good opportunity to provide education on a variety of topics. It can take the form of a short presentation, a quiz, a video or a small group discussion.

12. Other agenda items might include approval of policy xyz, update and direction on special projects, member input on co-op initiatives, board clarification of issues or concerns. Direction is not provided here as it depends on the topic of this agenda item or items. Consider carefully the information to provide in advance and at the meeting, and the best format for the topic.

13. Acknowledgements Recognize and thank members for their contribution to the co-op.

14. Meeting evaluation Ask members what they found positive about the meeting and what could be improved next time.

15. Close of meeting The chair may close the meeting without a motion when all the business is done, there is no quorum, or it has become impossible to conduct business. This is not an adjournment of the meeting. Adjourning a meeting means moving it to a future time, date and place where the only business conducted is the business left unfinished at the meeting from which the adjournment took place. Rule 14.15.

Co-operative Housing 4 Federation of British Columbia

CHF BC Sample – SAGM notice (remove header when adapting for use)

[Full name of housing co-op or letterhead]

[Date of notice]

NOTICE SEMI-ANNUAL GENERAL MEETING [Insert name of housing co-op]

Date: Time: Location:

Join us on [insert date] for the Co-op’s Semi-Annual General Meeting (SAGM). The SAGM features the approval of the proposed housing charges and the receipt of the annual and capital budget by members. Members will receive a report from the board of directors. Other agenda items might include [approval of policy xyz, update and direction on special projects, member input on co-op initiatives, board clarification of issues or concerns]. [Add additional information if relevant, e.g. when registration will open, if there will be refreshments served, etc.]

Co-operative Housing 1 Federation of British Columbia