Votes and elections
A resolution is a decision that you make at a general meeting. It could be an ordinary or special resolution.
Most decisions will only need you to pass an ordinary resolution. To pass, more than half of voting members must vote in favour of it. They can vote:
- at a general meeting
- by postal ballot.
You will need a special resolution to cover important decisions or make major changes. It needs more members to agree before it can take effect.
To pass, it will need a:
- two-third majority at a general meeting
- two-third majority in a postal ballot
- three-quarter majority in a special postal ballot.
You must give us at least 28 days notice before you vote on a special resolution. We can send you the most appropriate form for whatever your resolution relates to.
Circulate to your members
You must give members at least 21 days notice about:
- an upcoming vote on a special resolution
- the reasons for the special resolution
- its effect if it passes.
Make a special postal ballot
This is different from a normal postal ballot. They must relate to specific matters. These are:
- changing type of cooperative
- transferring to another Act
- acquiring assets
- disposing of assets
- increasing maximum level of share interest
- being taken over by another entity
- merge with or transfer to another cooperative
- close the cooperative.
You must submit a disclosure statement to us for approval before circulating it to your members.
You can only use a special postal ballot if:
- the rules allow it
- the law requires it.
Register the resolution
- After you pass a special resolution, we will send you a copy of:
- a registration form
- a statutory declaration form.
To register the special resolution:
- fill out both forms
- have the director and secretary sign them
- lodge the forms with us
- pay the prescribed fee.
We will accept and register the special resolution if we’re satisfied that:
- the special resolution is legal
- you’ve followed the legal process to make the change.
Once we register it, we will advise you.
If your cooperative has fewer than 50 members, you can also circulate a document as your resolution. You will need every member to sign the document. It will take effect on the day that the last member signs it.
The document doesn’t have to physically be the same piece of paper. Your members can sign identical copies of the same document.
Votes at general meetings
Depending on your rules, you can usually vote by a show of hands. You must hold a ballot if at least 5 members request it.
If you have a tied vote, the chairperson may cast the deciding vote. This doesn’t count if your rules don’t allow it.