Members’ Meeting Rules of Order — Quick Reference

General Members’ Meeting  (GMMs) Rules — Quick Reference

Rules of Order Guidance Note

This document explains the provisions of the bylaws as an aid to chairs and participating members

When a members’ meeting is called, the board decides the format —whether attendance is in person, electronic, or a choice of both — while considering human rights and accessibility.

Quorum: Sixty (60) members is the minimum number that must be present for the co-op to hold a legal members’ meeting. A quorum must be present at the beginning of the meeting and at the time of any vote. Quorum inludes the chair if a member and those present electronically.

1. Chair

  • Selected by the Board; may be a member or non-member (non-member requires members’ approval).
  • If no selection, the President is chair.
  • Keeps order, ensures fairness, and rules on procedure (subject to appeal).
  • Must step aside to speak for/against a motion.
  • Voting by the chair:
    • Only if a member and
      • On secret ballots, or
      • To break a tie.

2. Agenda and Motions

Approving the agenda

Members must approve the meeting agenda at the meeting.

The agenda may only include items listed in the meeting notice or in a proposed agenda distributed with the notice.

Members may only vote on items that appear on the agenda or notice of meeting, though they may discuss other matters without voting.

Business arising from the minutes

This is for updates on items recorded in the previous meeting’s minutes. Members should only address progress or completion of agreed actions. New topics and previously decided matters should not be raised here. New issues or unrelated matters should be discussed under the appropriate agenda heading.

How agenda items are handled

Items proceed either by motion or by discussion; the chair decides whether a motion is needed.
A motion must be moved and seconded before it can be debated.
Only one main motion may be before the meeting at a time.
Motions should be clear and, when practical, written and circulated in advance.

3. Speaking

  • Speak only after a motion is moved and seconded.
  • Address remarks to the chair.
  • Limit: 3 minutes per turn (unless changed).
  • Speak again only after others have had a turn.
  • The mover or seconder may respond to questions, with the chair’s permission.

  • Non-members can speak at members’ meetings only if the chair gives them permission. The members at the meeting can reverse permission to speak.

4. Amendments

  • Must be moved and seconded.
  • Same voting threshold as the main motion.
  • Must relate to the motion (chair may rule out of order).
  • Friendly amendments accepted by mover and seconder do not require a vote.
  • Motion may be withdrawn with seconder’s consent.

5. Amendment Procedure

  • Debate only the amendment until resolved.
  • Return to main motion after vote.
  • One amendment at a time (normally).

6. Voting

  • Votes are called by the chair when debate ends, time expires, or the question is called.
  • Motions must be worded identically for all voters, in the room and online.
  • The default voting method is show of hands unless a ballot is required.
  • Procedural items (e.g., approval of agenda, minutes, chair) can use negative voting (members indicate only opposition).
  • Moving and seconding are done by raising hands, in person or virtually.
  • Non-procedural votes should use virtual polls where possible to reduce counting errors.
  • Where multiple members share one device, only one vote may be cast from that device.
  • Results from in-person and virtual voting are combined and announced.
  • A simple majority is more than half of the votes cast.
  • A two-thirds majority is at least two-thirds of the votes cast.

    • A simple majority is more than half of the votes cast.
      A two-thirds majority is at least two-thirds of the votes cast.
      Abstentions do not count as votes cast.

Recounts
  • Immediate upon request; ballot recounts require support from four additional members.

7. Procedural Motions

  • Call the question: End debate; needs seconder + 2/3 vote.
  • Postpone: Defer, refer, or table; simple majority.
  • Take from table: Resume; simple majority.
  • Chair may rule dilatory motions out of order.

8. Interruptions (allowed only for:)

  • Point of order (rules breach / quorum)
  • Question of privilege (comfort/safety)
  • Point of information (clarification)
  • Appeal chair’s ruling (needs seconder; no debate; tie = chair upheld)

9. Unacceptable Behaviour

    • Members may vote (no debate) to eject a disruptive person (simple majority).
    • Refusal to leave = by-law breach; further action may follow.
Based on Organizational Bylaw #83, especially Schedule A: Rules of Order. As specified in the bylaw, the rules replace any other rules such as Robert’s Rules of Order.

For more information:

Rules of Order for Board and General Members’ Meetings