FOUNDING BOARD RESOLUTION PACKAGE
(To be signed at the First Meeting of the Board of Directors)
1. CALL TO ORDER & ESTABLISHMENT OF THE BOARD
Resolution 1 — Confirmation of Incorporation
BE IT RESOLVED THAT the Board acknowledges that Silver Meadows Co‑operative Inc. has been duly incorporated under the Co‑operative Corporations Act (Ontario).
2. ADOPTION OF BYLAWS
Resolution 2 — Adoption of Bylaws
BE IT RESOLVED THAT the Board hereby adopts the Bylaws of Silver Meadows Co‑operative Inc. as presented, and directs that they be submitted to the membership for confirmation at the first Members’ Meeting.
3. APPOINTMENT OF OFFICERS
Resolution 3 — Appointment of Officers
BE IT RESOLVED THAT the following directors are appointed as officers of the Co‑operative until the next annual meeting or until their successors are elected:
- President: __________________________
- Vice‑President: _____________________
- Secretary: __________________________
- Treasurer: __________________________
4. BANKING & FINANCIAL AUTHORITY
Resolution 4 — Banking Institution
BE IT RESOLVED THAT the Co‑operative shall open a bank account with:
Financial Institution: ______________________________________
Resolution 5 — Signing Authority
BE IT RESOLVED THAT any two of the following officers are authorized to sign cheques, contracts, and financial documents on behalf of the Co‑operative:
- President
- Vice‑President
- Secretary
- Treasurer
Resolution 6 — Fiscal Year
BE IT RESOLVED THAT the fiscal year of the Co‑operative shall end on December 31 of each year.
5. ADOPTION OF BOARD POLICY MANUAL
Resolution 7 — Board Policy Manual
BE IT RESOLVED THAT the Board approves and adopts the Board Policy Manual as the governing framework for board operations, committee structure, and governance standards.
6. APPOINTMENT OF AUDITOR OR EXEMPTION
Option A — Appointment of Auditor
BE IT RESOLVED THAT the Board recommends the appointment of:
Auditor: ______________________________________
to conduct the annual audit for the fiscal year.
Option B — Audit Exemption (if applicable)
BE IT RESOLVED THAT the Board recommends that the Co‑operative apply for an audit exemption under the Co‑operative Corporations Act, subject to member approval.
7. AUTHORIZATION TO ENTER CONTRACTS & NEGOTIATE LAND
Resolution 8 — Authority to Negotiate Land or Property
BE IT RESOLVED THAT the President, or a designated officer, is authorized to:
- Enter into discussions with landowners
- Request proposals
- Obtain appraisals
- Negotiate preliminary terms
- Report findings to the Board for approval
No binding agreement may be signed without a further board resolution.
8. MEMBERSHIP & OCCUPANCY DOCUMENTS
Resolution 9 — Approval of Membership Application Form
BE IT RESOLVED THAT the Board approves the official Membership Application Form for use in admitting new members.
Resolution 10 — Approval of Occupancy Agreement
BE IT RESOLVED THAT the Board approves the Occupancy Agreement template for future residents of Silver Meadows.
9. CREATION OF STANDING COMMITTEES
Resolution 11 — Establishment of Committees
BE IT RESOLVED THAT the following standing committees are hereby established:
- Finance Committee
- Governance Committee
- Membership Committee
- Community & Wellness Committee
Committee chairs will be appointed at the next board meeting.
10. DIRECTOR CODE OF CONDUCT & CONFLICT DECLARATIONS
Resolution 12 — Adoption of Director Code of Conduct
BE IT RESOLVED THAT the Board adopts the Director Code of Conduct and requires all directors to sign it annually.
Resolution 13 — Conflict of Interest Declarations
BE IT RESOLVED THAT all directors shall complete and sign a Conflict of Interest Declaration Form at the first meeting and annually thereafter.
11. AUTHORIZATION TO APPLY FOR FUNDING
Resolution 14 — Funding Applications
BE IT RESOLVED THAT the President and Treasurer are authorized to prepare and submit applications for:
- Government grants
- Municipal partnerships
- Housing development programs
- Senior wellness or community funding
- Charitable or foundation grants
All funding agreements require board approval before acceptance.
12. RECORDS, SEAL & CORPORATE DOCUMENTS
Resolution 15 — Corporate Records
BE IT RESOLVED THAT the Secretary shall maintain:
- Minute books
- Membership register
- Financial records
- Policies and bylaws
- Corporate seal (if used)
13. NEXT MEETING
Resolution 16 — Scheduling the Next Meeting
BE IT RESOLVED THAT the next meeting of the Board shall be held on:
Date: __________________________
Time: __________________________
Location: _______________________
14. ADJOURNMENT
Resolution 17 — Adjournment
BE IT RESOLVED THAT the meeting is adjourned at:
Time: __________________________
SIGNATURE PAGE — FOUNDING BOARD OF DIRECTORS
We, the undersigned, hereby approve and adopt the resolutions contained in this Founding Board Resolution Package.
| Director Name | Signature | Date |
|---|---|---|
| ______________________ | ______________________ | __________ |
| ______________________ | ______________________ | __________ |
| ______________________ | ______________________ | __________ |
| ______________________ | ______________________ | __________ |
| ______________________ | ______________________ | __________ |
| ______________________ | ______________________ | __________ |
| ______________________ | ______________________ | __________ |