Notice of Annual General Meeting On August 20, 2026

August 5, 2026

Thursday, August 20, 2026

• Registration at 6:30 PM
• Call to Order at 7:00 PM

• Grace Westminster United Church
• 510 10th Street East
• Saskatoon, SK

• All Members Are Encouraged to Attend
• Ensure Your Membership is Up-To-Date, So You Can Vote!
• Refreshments Will Be Provided
• Wheelchair Accessible

Please arrive early to ensure there is time for everyone to register before the call to order. Volunteers at the registration table will make sure your membership is up-to-date and give you a voting card. Bring your membership card if possible to help streamline registration. Each membership is entitled to one vote, so if you have a joint membership, please decide which person will be voting.

Agenda

1. Call to order 7:00 PM
2. Adoption of Agenda
3. Reports from the Board
4. Financial Report
5. Auditors report
6. Q&A Session
7. Appointment of Auditor
8. Amendment of Bylaws
9. Nominations for Board positions
10. Election of Directors (minimum 5, maximum 12)
11. Other Business
12. Motion to Adjourn Approximately 9:30 PM
13. Social Time

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Proposed Amendment to the Bylaws of Steep Hill Food Co-operative Limited

The Board recommends amending our bylaws as presented in the document Proposed amendment to the Bylaws of Steep Hill Food Co-operative Limited. New wording is underlined and wording to be deleted is crossed out like this. Wording in normal text is unchanged. The clauses to be amended and reasons are as follows by clause number:

• 1 – Corrects the year of the Co-operatives Act.
• 4 – Clarifies that a 2/3 majority vote is needed to amend bylaws.
• 5 – Clarifies that each membership, including joint memberships, are entitled to a single vote, and formalizes the collection of contact information needed for membership lists.
• 10 – Clarifies that Directors must be members, at least 18, of sound mind and not bankrupt, consistent with the Co-operatives Act.
• 11 – Defines the length of Directors’ terms is one year with re-election allowed for a maximum of six consecutive terms to encourage Board renewal and succession.
• 12 – Defines when a Director ceases to hold office (death, no longer qualified, or absent from 3 consecutive meetings without explanation) and allows vacancies to be filled by appointment. This ensures that if a director becomes ineligible they can be removed, encourages active participation by directors, and prevents inactive directors from holding positions that could be filled by active members.
• 14 – Clarifies that Directors serve as volunteers, and they may be reimbursed for out-of-pocket expenses necessary for carrying out their role by submitting an expense claim and original receipts.
• 15 – Limits Officers to four terms in the same Officer role to encourage renewal of officers and promote succession planning.
• 21 – Prohibits proxy voting. This promotes active participation by members and prevents delegating voting rights to another member.
• 25 – Clarifies that two signatures are required to execute official documents such as contracts, documents, or cheques. This is to ensure transparency and accountability for legally binding agreements.
• 26 – Ensures the previously appointed auditor will remain in place until a successor is appointed in the event an auditor cannot be appointed at an AGM.

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Call for Nominations and Nominations Process

Are you interested in joining the Board? Steep Hill Food Cooperative is a non-profit co-operative directed by a volunteer Board of Directors. Board members will be elected at the Annual General Meeting on August 20, 2026. A minimum of five (5) and a maximum of twelve (12) members will be elected. Term length is one year, with the ability to stand for re-election for additional terms.

The Board is responsible for ensuring both the store and our co-operative are viable and sustainable, vibrant, and thriving. The board oversees operations of the store. It also leads communications and activities to build and maintain our co-operative structure and put our co-op values and principles into action.

Our directors come from a variety of backgrounds and use an array of skills – experience in local food, organic agriculture, co-operatives, non-profits, and/or the retail sector can be an asset but is not necessary to do excellent work as a director. A minimum time commitment of 6 to 10 hours per month is expected, including attendance at monthly board meetings.

Any Steep Hill member 18 or older, of sound mind, and who does not have the status of bankrupt, is eligible to stand for election. Please refer to Call for Nominations to Steep Hill Food Co-op Board of Directors for more details about what makes candidates a good fit for Steep Hill, what the role of director requires in general, and knowledge and skills used by committees. If you have further questions, don’t hesitate to contact us at board@steephillfood.ca.

How to Submit a Nomination

Any member may nominate an eligible member who agrees to allow their name to stand for election, and you can self-nominate. Send your nomination and short bio (maximum 250 words) to: board@steephillfood.ca by August 15, 2026. The Board will provide the biographies of candidates to members at the AGM. Nominations will also be accepted from the floor, but please come forward earlier if possible so written bios will be available for members to refer to at the AGM.

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In Other News…

Broadway Community Table - August 15

You are invited to the Broadway Community Table, a new community gathering that brings neighbours together over food, conversation, and fun. Everyone is welcome! One activity to try out is the Cooking Class hosted by Steep Hill Food Co-op!

Saturday, August 15 at Grace-Westminster United Church

$20 Steep Hill Food Co-op Cooking Class - 3:00 PM to 5:00 PM:

Learn to make Chickpea Hermit Cookies and Mulligatawny Soup in a hands-on cooking class led by Steep Hill Food Co-op. Participants will enjoy the meal they’ve prepared together. Register by sending an email to: gracewest@sasktel.net. Payment is due at the time of registration - you can pay by e-transfer to: gracewest@sasktel.net (be sure to put Cooking Class and Program Date into the memo of the e-transfer) or drop off cash or cheque to church office payable to Grace-Westminster UC (open Tuesday to Friday 9-noon)

Community Table (Free Drop-In) - 5:30 PM to 7:30 PM:

While the cooking class is underway, everyone is invited to enjoy a free, family-friendly community gathering featuring: Free meal & refreshments while supplies last; games, activities, arts and crafts for all ages; and opportunities to connect with neighbours

This is an event you don’t want to miss! Join us for a day of community bonding and creating memorable connections!

Hosted by the Broadway BID with the support of our community partners, including: Steep Hill Food Co-operative Ltd., Grace-Westminster United Church, Affinity Credit Union, Wren, Nutana Bakery, The Better Good, Paradox Pizzeria & Brewery, Broadway Dental Group, and Bill’s House of Flowers.