Although not-for-profits are experiencing extreme disruption, we still need to assume regular requirements apply. This includes holding annual general meetings and filing annual reports and charitable returns.
The following are suggestions for holding a virtual annual general meeting. This is not intended to be legal advice, but it is suggestions based on experience, research and (hopefully) common sense.
Holding a Virtual Annual General Meeting
Scheduling Your Annual General Meeting
Division 2 — General Meetings and Annual Reports
Annual general meetings (section 71)
So, it is possible to delay your AGM, but make sure you do not run afoul of another requirement:
Division 2 — Financial Statements
Financial statements (section 35)
Membership and Quorum
Some platforms require participants to enter their name, organization and email address. You can cross reference this list with your membership list.
If someone joins the AGM who is not eligible to participate, you will need to ask them not to take part in the polling.
In confirming your quorum, you can refer to your membership list and the number of eligible participants you have checked off.
In this case, ask the nominee to “raise their hand” or to type into the chat window. For each nomination from the floor, you may want to ask someone to second the addition to the nomination slate. Remember, the New Societies Act puts into place new requirements for directors (Part 5 — Management, Division 1 — Directors of the Societies Act).
Recording the meeting
Rules of Thumb