With clear systems and procedures in place, meetings run smoothly and residents are engaged – making for a positive co-op environment. CHF BC’s new Meeting Tools provides online tools and resources to help your co-op demystify the meeting process, including templates to help you prepare for and manage your meetings.

Your co-op is likely to have several meetings throughout the year to set goals, plan business and keep members informed. It’s important to understand that different types of meetings require different tools, and are governed by certain rules and legal requirements. It’s also important to create an inclusive environment where everyone is encouraged to participate and different opinions are heard and valued – while remaining on topic.

With many different types of meetings it can seem overwhelming to plan and prepare for them in a way that ensures business gets done and requirements are fulfilled. CHF BC has recently launched more than 30 online meeting tool templates to make it easy for directors, staff and chair people to prepare for and operate your co-op meetings effectively.

These templates are for general and board meetings, and can be edited and tailored to your particular co-op; simply enter your co-op info, tweak the template for the business you want to conduct and you’re done. They meet the legal requirements for meetings, and include checklists for materials you need before and during meetings such as sample notices, agendas and minutes – taking the guesswork out!

Meeting Tools include:

• Agenda keys – describes how to handle each agenda item, making it a helpful resource for both experienced chairpersons and those who want to gain chairing experience;
• Overview of meeting types – describes the business you want to complete, best practice tips, when to use ordinary or special resolutions, as well as information about voting, quorum and more;
• Rules of order – outlines the different meeting structures and how to operate them; and,
• Tools for all meetings, semi-annual general meetings, annual general meetings, Board of Directors meetings and more.

There are many more helpful guides and tools, all designed to keep your meeting on track, pleasant and productive. We encourage you to start using Meeting Tools right away, and let us know what you think!

We welcome your feedback – please contact us at education@chf.bc.ca with any questions or suggestions.