Beaver Creek Housing Cooperative

4.1: Annual meetings (7.4.1)

Annual meetings must be held no later than:

• (a) 15 months after the last annual meeting; or
• (b) 6 months from the end of the Co-op's fiscal year.

4.2: Regular General Meetings (7.4.2)

The Board must call regular General Meetings at least twice a year. As nearly as is convenient, the meetings of members shall be spaced at equal intervals throughout the year.

4.3: Special General Meetings (7.4.3)

Special General Meetings can be called by the President, Vice-President or the Board at any time. Special General Meetings can also be called as stated in Article 5.2 - “Requisition for a General Meeting” - of this By-law.

4.4: Place of meetings (7.4.4)

General Meetings must be held in the Regional Municipality of Waterloo unless 2/3 of the members authorize holding a General Meeting at any other place within the province of Ontario.

4.5: Notice of Meetings (7.4.5)

1. Notice of any General Meeting must be given to the members not less than 10 days nor more than fifty days before the date of the meeting. To calculate the right date for giving notice, the day the notice is given shall not be counted, and the day of the meeting shall be counted.
2. The notice must include the time and place of the meeting. The notice must include a statement of the business that will be considered at the meeting.
3. Article 15 - “Notice” - of this By-law states the rules for giving notice.

4.6: Agenda for General Meetings (7.4.6)

1. The agenda for each Annual General Meeting must include:
   • (a) Election of directors
   • (b) Approval of audited financial statements
   • (c) The appointment of the auditor
   • (d) The receiving of annual reports from the Board, Committees and staff; and
   • (e) Any other matter relevant to the business of the Co-op
2. The agenda for regular General Meetings must include:
   • (a) receiving of reports from the Board, Committees and staff; and
   • (b) any other matter relevant to the business of the Co-op
3. The Board sets the agenda for all General Meetings.
4. Any member can have an item put on the advance agenda. Members must give the Secretary written notice of the item at least 7 days before the deadline for sending out the notice of the meeting.
5. If the member does not give notice to the Secretary in time, they can, at their own expense, give written notice directly to all members at least 5 days before the date of the meeting.
6. Members cannot vote on resolutions or By-laws unless the item was included in the notices for the meeting, or if, at the beginning of the meeting, all members present consent to include the item on the agenda.
7. A copy of a proposed By-law or budget does not have to be given with the notice of the meeting. However, a copy must be given to each member at least 5 days before the meeting.

4.7: Attendance at General Meetings (7.4.7)

All members must attend all General Meetings unless they cannot attend due to work, illness, other causes beyond their control, or unless excused by the Board. Failure to attend 2 consecutive meetings may result in eviction.

4.8: Quorum at General Meetings (7.4.8)

1. Quorum at General Meetings is the minimum number of members who must be present for the Co-op to hold a meeting and make decisions or transact any business.
2. Quorum is 15 members or 25% of the members entitled to vote, whichever is less.
3. A General Meeting must be called off if a quorum has not arrived 45 minutes after the meeting is scheduled to start. The members who are present can vote to continue the meeting on a date not less than 5 and not more than 15 days later. There must be at least 2 days notice of the continued meeting.
4. The decisions of the continued meeting will be binding no matter how many members attend.
5. If members have requisitioned a meeting and there is no quorum present 45 minutes after the meeting is scheduled to start, the meeting must be called off. Those present do not have the right to continue the meeting as in 4.8.3. The Board does not have to call another meeting in response to the requisition.

4.9: Chairperson at General Meetings (7.4.9)

1. The President, or in his/her absence, the Vice President, will chair all General Meetings. Members can choose a different Chairperson at the meeting.
2. If the Chairperson wishes to make a motion or participate in the discussion, the Chairperson leaves the Chair until the agenda item has been completed. While the Chairperson is absent from the Chair, the Vice-President or some other person approved by the members shall act as Chairperson.
3. The Chairperson shall not vote, unless the vote is by ballot, or unless the Chairperson's vote would break a tie. The Chairperson shall not have a second or casting vote.

4.10: Voting (7.4.10)

1. Every member of the Co-op has the right to vote at any General Meeting. Anyone can vote who is a member at the time that the vote is held.
2. Only members who are present at the meeting can vote. Members cannot appoint someone else to vote for them.
3. A majority vote is needed to make any decision, unless a By-law or the Act states differently.
4. A 2/3 majority is needed to pass or amend By-laws.
5. An abstention is not counted as a vote. A tie vote defeats the motion.

4.11: Procedure at meetings (7.4.11)

1. The Rules of Order are part of this By-law and are attached as Schedule A.
2. The Chair uses the Rules of Order to run General Meetings and decides any question about procedure which is not in the Rules of Order. The members have the right to appeal the Chair's ruling as stated in the Rules of Order.

4.12: Attendance by Non-Members (7.4.12)

1. Non-members cannot vote or make motions.
2. Residents of the Co-op who are not members may attend and speak at meetings unless the members decide otherwise.
3. Other non-members can attend and speak at meetings only if the Chair gives them permission. The members can reverse the chair's permission.

4.13: Record of Attendance (7.4.13)

The Secretary is responsible for recording the names of all persons who attend General Meetings and ensure that only members are voting.