Notice to the Kootenay Country Store Cooperative members
Regarding a change of Rules
The Board has reviewed our Rules and determined that three Rules need to be addressed to bring us into compliance both with the British Columbia Cooperative Association Act (http://www.bclaws.ca/civix/document/id/complete/statreg/99028_01) and to provide for voting options that may become legal in the future. A copy of our Rules in their entirety can be found here.
These proposed changes will be discussed and voted upon at our Annual General Meeting on September 12th, 2018. Questions and comments can be addressed in advance of our AGM to the Board of Directors by emailing email@example.com or leaving a message for the Board at the Coop (250.354.4077)
The Board of Directors recommends the following changes to our Rules:
Rule #9: The Board recommends deleting this Rule because the Act does not allow for such a provision.
Current Rule 9 wording: Forfeiture of inactive memberships. The membership shares of members that, according to the records, have not used the services of the Cooperative for a period of five or more years shall be subject, on reasonable notice to their last known address, to termination of their membership, cancellation of their membership shares by the Cooperative, and forfeiture of any amount subscribed for those membership shares.
Rule #27: The Board recommends deleting a portion of Rule 27, section b. Directors are now able to participate remotely in our Board meetings, as long as they are able to access a reliable internet connection. And should the level of absenteeism become problematic for any one Director, it will be the duty of the Board President to discuss the matter with the Director in question and come to a resolution that best serves the Cooperative.
Current Rule 27 wording – note that we recommend the deletion only of the blue highlighted text in section b: 27. Termination. The office of a director may be terminated in any of the following ways:
- Voluntarily by the director by delivering a written resignation to all the members of the Board of Directors. The acceptance of any resignation shall not be necessary to make it effective.
- Automatically upon termination of membership in the Cooperative or missing three Board meetings between successive annual general meetings or becoming otherwise disqualified according to the Act.
- Involuntarily by special resolution of the membership, with or without cause.
Rule #20: The Board anticipates that, as is the case with the BC Societies Act, which allows for faxed, email, or other electronic means for voting, the Cooperative Association Act will be amended to allow for other forms of voting in addition to what is currently allowed: in person or postal mail-in ballot. There are cooperatives in BC and elsewhere that are already using virtual voting platforms. Once the Cooperative Act is amended, we would like to expand the options for voting by members to encourage and enable greater participation in our democratic processes. The Board recommends that the text in Rule 20 be amended as follows (amendments in blue text):
PROPOSED wording for Rule 20: The Board of Directors may decide to present any proposed resolution for a vote by the members on a platform permissible under the Cooperative Association Act and available to all members in conjunction with a meeting of members. If other ballot options are used in conjunction with a meeting of members, such votes cast shall be counted together at the same time as votes cast in person at the meeting. The procedure for using alternative ballot options will be established by the Board of Directors as a policy.
CURRENT wording of Rule 20: Voting by mail ballots. The Board of Directors may decide to present any proposed resolution for a vote by the members on a mail ballot available to all members in conjunction with a meeting of members. If mail ballots are used in conjunction with a meeting of members, votes cast by mail ballot shall be counted together at the same time as votes cast in person at the meeting. The procedure for using mail ballots will be established by the Board of Directors as a policy.