Virtual meetings

The CATSI Act allows corporations to hold meetings using technology such as telephone or by video call. Although there are benefits of meeting in person, sometimes it’s not always practical or possible.

General meetings (including the annual general meeting [AGM]) can be held across 2 or more locations using technology as long as the members as a whole can participate. 

Directors’ meetings can be called or held using any technology as long as all the directors agree to it. The directors can give standing consent for the use of the technology.

The requirements stay the same, but there are some extra things to consider.

Choosing what technology to use

In choosing what technology to use, it’s important to ensure that it will allow everyone to participate and contribute without significant interruption or strain in carrying out the business of the meeting. 

Considerations for holding meetings virtually

Consider how you will:

  • make the agenda and other documents available to members
  • check attendance and make sure you have a quorum through the whole meeting
  • get members to check their details in the register of members and make updates
  • show any presentations or images
  • make sure anyone who wants to ask a question or make a statement is able to do so
  • manage presence of people with a conflicting interest in an item of business
  • count and record votes
  • distinguish member and proxy votes (if your corporation allows proxies)
  • keep a record of the meeting.

In the notice of the meeting or at the beginning of the meeting the chair should explain how the interactions (speaking, voting) will occur. 

Meeting notice

The meeting notice should include: 

  • details on how to join the meeting, and how to access any documents.
  • If the meeting is online the web address or URL – and whether the online location is in addition to one or more physical locations for the meeting, or the only way to attend.
  • whether members will need to create an account or use a passcode – or anything else they need to know – including what to do and who to contact if they have difficulty joining the meeting.

If your meeting includes people in different time zones, you need to be very clear about when it is. 

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