- Written notice must be given to the membership ten (10) days prior to the meeting by mail or by the process established by the Co-operatives Act.
- quorum according to the bylaws must be determined by the secretary prior to the commencement of the business of the meeting. If no quorum is established by the bylaws, then fifty percent plus one usually constitutes quorum.
- the agenda for the meeting should accompany the notice of meeting or be given to the membership separately ten (10) days prior to the meeting.
- must be held not more than "fifteen months after the holding of the last preceding annual meeting". (Sec. 77, Co-operatives Act)
- notice of meeting should include the date, time, place and agenda of the meeting. Written notice can include posting, but every member must be informed of the meeting.
- the business at this meeting should be relevant to the affairs and business of the co-operative (Sec. 78, Co-operatives Act)
- the audited financial report or financial statement must be presented from the previous year
- an auditor or reviewer must be appointed for the new fiscal year
- minutes of the last Annual Meeting
- financial statements and/or Auditor's Report
- report on board activities for the past year
- any resolutions of the board which require approval of the membership by voting
- ONE MEMBER, ONE VOTE (Sec. 76, (1) Co-operatives Act)
- No proxy votes are allowed in a co-operative (Sec. 76 (2) co-operatives Act)
- show of hands is permissible unless a secret ballot is called for (see a resource such as Roberts Rules)
- Chairperson can declare any motion "carried" when there is a show of hands