Votes and elections in co-operatives
A resolution is a decision that you make at a general meeting. It could be an ordinary or special resolution.
Ordinary resolutions
Most decisions will only need you to pass an ordinary resolution. To pass an ordinary resolution, more than half of voting members must vote in favour of it. They can vote:
- at a general meeting
- by postal ballot.
Special resolutions
You will need a special resolution to cover important decisions or make major changes. Special resolutions need more members to agree before they can take effect.
To pass, members need a:
- two-third majority at a general meeting
- two-third majority in a postal ballot
- three-quarter majority in a special postal ballot.
Notify us
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
A special postal ballot is different from a normal postal ballot. Special postal ballots must relate to specific matters which are:
- changing type of co-operative
- transferring to another Act
- acquiring assets
- disposing of assets
- increasing maximum level of share interest
- being taken over by another entity
- merging with or transferring to another co-operative
- closing the co-operative.
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, you need to register the change with us. To register the special resolution:
- fill out the form Application for registration of amendment of rules/special resolution
- have the director and secretary sign the form
- lodge the form 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.
Other resolutions
If your co-operative 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.