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Methods of Giving Notice to Members under the CNCA

A corporation must give notice of the time and place of a meeting of members to each of its members entitled to vote at the meeting. The regulations under the Canada Not-for-profit Corporations Act ("Act") prescribe certain permitted methods set out in the following table.

Method of Notice

Notice Period

Restrictions on Availability

Mail, courier or personal delivery

21-60 days before the day on which the meeting is to be held

Any corporation may provide for this notice in its by-laws

Telephonic, electronic or other communication facility

21-35 days before the day on which the meeting is to be held

Any corporation may provide for this notice in its by-laws

Notice-board posting

Notice must be affixed at least 30 days before the day on which information respecting the corporation's activities is regularly posted and that is located in a place frequented by members

Any corporation may provide for this notice in its by-laws

Combination

A corporation can use any combination of the above methods of giving notice, in which case it must comply with the separate rules applicable to each method of giving notice

A corporation may provide for a combination of the above methods of giving notice in its by-laws

Newspaper publication

At least once in each of the three weeks immediately before the day on which the meeting is to be held in one or more newspapers circulated in the municipalities in which the majority of the members reside as shown by their addresses in the register or members

Available only to a corporation that has more than 250 members and provides for this method of notice in its by-laws

Internal corporate publication

At least once in a publication of the corporation that is sent to all members during a period 21-60 days before the day on which the meeting is to be held

Available only to a corporation that has more than 250 members and provides for this method of notice in its by-laws

The corporation must also give notice of the time and place of the meeting of members to its public accountant and each director 21 to 60 days before the day that the meeting is held. For members, the record date determines who is entitled to receive notice of the meeting.

Notice of a meeting at which any business other than consideration of the financial statements, receipt of the public accountant's report, election of directors and re-appointment of the incumbent public accountant must state the nature of that business in sufficient detail to permit a member to form a reasoned judgment on the business and state the text of any special resolution to be considered at the meeting.

If the meeting is adjourned one or more times for a total of less than 31 days, then no new notice of meeting is required. If the meeting has been adjourned in total for more than 30 days since it was originally convened, then a fresh notice must be sent.

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