CO-OPERATIVE SPOTLIGHT NEWSLETTER FOR MARCH 30, 2020:
SK CO-OPERATIVES AND COVID-19
The COVID-19 corona virus pandemic is dramatically impacting Saskatchewan, Canada, and the world. We have assembled some information and resources in this newsletter to assist co-ops and credit unions as they work to reduce the impact from this extreme situation. We’ve also included some updates and information on SCA activities and how to reach us during this time.
Now, more than ever, our province’s co-operatives are being called on to support their staff, members and communities. Saskatchewan Co-operative Association remains open and SCA staff are primarily working from home. As much as possible, it’s business as usual for SCA.
To reach our team please email Victoria Morris, Executive Director, at Victoria.Morris@sask.coop and Tracey Quiring, Program Officer, at Tracey.Quiring@sask.coop. If you need to reach us by phone, please call Victoria at 306.229.2490 (cell) or Tracey at 306.343.3583.
Here is a LINK to the province’s support to businesses – including co-operatives - and individuals as a result of the COVID-19 pandemic.
Employment Standards webinars provide Saskatchewan businesses with information about newly introduced Public Health Emergency Leave and Public Emergency Layoffs provisions. The webinars will be recorded and can be viewed any time at this LINK.
Law Society of Saskatchewan
The Law Society of Saskatchewan has assembled (and continues to update) a list of helpful legal information for employers, organizations and individuals. Access it through this LINK.
Government of Canada
The Government of Canada has taken action to help Canadian individuals and businesses facing hardship as a result of the COVID-19 outbreak. Information and links about current and soon-to-be-implemented programs can be found HERE.
The federal government has prepared a brochure on “Risk-informed decision-making for mass gatherings during COVID-19 pandemic”. It's available HERE.
Co-operatives and Mutuals Canada (CMC) has confirmed that co-operatives will be eligible for the same funding as other businesses through the federal government’s Economic Response Plan: Support for Canadians and Businesses, if the co-op qualifies for the small business deduction or if it is a non-profit or a charitable organization.
CMC has summarized the Response Plan through a co-operative lens HERE.
Saskatchewan Credit Unions
Saskatchewan Credit Unions – you have likely already been contacted by the Financial and Consumer Affairs Authority and/or SaskCentral and/or CCUA with information about options for postponing your annual meeting. If you have not yet received this information, please contact SaskCentral/CCUA and/or Victoria for more information.
Co-operative Housing Federation of Canada
CHF Canada has created a PAGE that provides housing co-ops with updates on CHF Canada services and events due to COVID-19 as well as info on what housing co-ops can do to keep members safe, while maintaining operations.
NCBA (US-Based Information)
USA-based National Cooperative Business Association has created two no-charge webinars: “COVID-19 and the Co-op Business Community” to provide advice on preparing your co-operative for potential business interruptions related to the coronavirus; and “Managing Finances and Cash During Crisis”, which addresses issues ranging from cash flow management to working with vendors and lenders. View them HERE.
HOW DOES THE PANDEMIC IMPACT YOUR CO-OP’S AGM AND ANNUAL FILING?
Saskatchewan’s Co-operatives Act requires that all co-operatives registered in Saskatchewan hold their annual meeting within six months after the end of their fiscal year. At this time, however, gathering in person is out of the question.
Saskatchewan’s Office of Public Registry has CONFIRMED that co-ops will not be struck off the provincial register due to delays in filing their annual return and financial statement documents because of delays in holding annual general meetings as a result of restrictions on holding public gatherings. Late filing fees for not-for-profit corporations and co-operatives will be suspended. (See below for more detail on how to request a postponement of your annual meeting).
Co-operative members can receive audited financial statements and appoint the auditor at a later date when you are able to hold your AGM safely. If you generally elect directors at your AGM, your current board will remain in office until their successors are elected at the AGM when you are able to hold it.
There are two main options that co-operatives may be able to use to meet their annual meeting requirements at this time:
1) Request an extension to your annual meeting deadline, or
2) Host a virtual annual meeting
With social-distancing protocols intensifying in order to manage the spread of the COVID-19 virus, many co-operatives right now are facing an important question: How do we meet our duty to host an Annual General Meeting (AGM) this year?
The first step is to look at your Bylaws and Articles of Incorporation, specifically any sections that outline rules about running your AGM. Depending on whether or not your bylaws allow you to host remote meetings, you currently have the following options: request a deadline extension or host a virtual AGM. If you are a housing co-op, check out this guidance for SK housing co-ops from CHF Canada.
How to Request an Annual Meeting Deadline Extension in Saskatchewan
Co-operatives can request an extension on their deadline to host an AGM (Act S103(2)). To request an extension, you will need to fill out and submit this FORM to Information Services Corporation.
Be specific about why you are asking for a delay and reference your incorporation number, which will appear on your co-op’s Certificate of Incorporation.
*Also note that Information Services Corporation, like most businesses and services, has suspended in-person service at this time.
You May Be Able to Host a Virtual AGM
If your bylaws allow it, and your co-operative can implement a voting system that is compliant with SK Co-operatives Act Section 116 (which details voting rules), a great option is hosting a virtual AGM.
There are many fantastic tools out there for hosting virtual meetings with large numbers of people (e.g. Zoom and GoToMeeting are two of the best), as well as tools for voting (e.g. Loomio).
A co-op may have to make allowances for members who do not have access to a computer or an internet connection. Teleconference using a speakerphone could also be an option, but it can be difficult to manage with larger groups. This ARTICLE by canarie.ca also provides a great general guide to hosting virtual AGMs.
Thanks to our sister organization, British Columbia Co-operative Association, for creating the preceding article, which we have adapted for Saskatchewan co-operatives.
Communities are resilient. Offers of assistance, as well as requests from those in need, are becoming common in neighbourhoods and communities.
CCEDNET, the Canadian Community Economic Development Network, agrees that every one of us has something to offer, and everyone has needs that require fulfillment. They’ve created a form for their members to track offers and requests. Check it out HERE and add your voice.
How is your organization supporting your members and your community through this outbreak? Tag @CoopsNewsSK in your Twitter posts, or @SaskCoopAssociation on Facebook, or email Victoria.Morris@sask.coop with the ways you are supporting your members and community. We’ll use our networks to help get the word out.
As of now, our expectation is that all 2020 SCA events and Co-op Camp sessions will be happening. Should anything change, we’ll let you know through our newsletters, website and social media feeds. If you are a registered participant or sponsor, we will contact you directly if we cancel any scheduled events.
Co-op Camp Staff Training, May 21-23
Staff Training to prepare our Staff for Co-op Camp this summer has shifted from in-person to online sessions and webinars. Tracey will be providing 2020 Camp Staff with more details.
Co-op Camp, July 7 – Aug 5
The first Co-op Camp session is scheduled to begin July 7th. We are optimistic that camps will proceed as SCHEDULED. SCA’s Program Officer, Tracey Quiring, says, “Camp will be the connection that we will all need when this isolation and separation is finished.“ Read more about this in Tracey’s blog post, available April 1, at this LINK.
Camp REGISTRATION is open. Co-ops, credit unions and other sponsors are encouraged to continue to promote camp and recruit participants.
Co-op Classic Golf Tournament, June 25
This annual fundraiser for Co-op Camp and the Co-operative Development Foundation of Canada is scheduled to proceed at this time. Registration will open soon, and we’ll be seeking tournament sponsors and golfers. Watch our next newsletter and social media for more details or click HERE.
Co-operative Merit Awards Program Applications, Nomination Deadline to be Extended
Nominations for the Saskatchewan Co-operative Merit Awards Program open later this week, and close May 15 (rather than May 1 as previously announced). The Awards are scheduled to be presented on October 13. Link to the online nomination form and more information is HERE. Further information will be sent out in our next newsletter.
Co-op Conference and Co-op Week Activities, Oct 11-17
The provincial co-op conference on October 14th, and CO-OP WEEK ACTIVITIES will proceed at this time. We’ll send you more information at a later date.
Since you may have some extra time on your hands these days, check out our newest blog post, which presents videos that will teach you different things about co-operatives. http://sask.coop/about-us/blog
The videos make a great resource for new and existing staff, board and members.
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Saskatchewan Co-operative Association (SCA) is the apex organization for the province’s 900 co-operatives and credit unions. SCA is incorporated as a community service co-operative and is owned by its members, many of which are co-op federations or associations.
On behalf of the Saskatchewan co-operative community, SCA works to support and promote the co-operative model for community and economic development.
