Robert’s Rules of Order can get pretty technical. Your non-profit doesn’t need to know Robert’s Rules cover-to-cover to effectively run a meeting. Your non-profit can likely run a meeting without issues if it can handle:

An Annual Report states the date your non-profit held its Annual General Meeting.

Your non-profit must file an Annual Report every year, within 30 days after its AGM is held.

If your non-profit fails to file an Annual Report two years in a row, the Registrar may take steps to dissolve the non-profit.

Your non-profit must file an Annual Report through Societies Online. The fee for filing an Annual Report is $40.

Robert's Rules of Order are a very popular set of rules for running meetings. If you've been at a meeting run by a chairperson that had moving, seconding, motions, and majority-rule votes, it's quite likely that meeting was run by Robert's Rules or a modified/simplified version of Robert's Rules.

If your non-profit's bylaws use the word “may” rather than “shall”, then your non-profit has more discretion on how to run the meeting. Most non-profits do not need to follow Robert’s Rules to have a productive meeting.

Electronic meetings are meetings where members use technology to participate in the meeting without being present in-person.

This includes telephone, internet video calls, and other methods of communication that allow all members to fully participate in the business of the meeting. Email, on the other hand, does not allow full participation.

Your non-profit's bylaws may state that members are only eligible to vote when certain conditions are met.

For example, people usually aren’t allowed to vote if their membership has expired. Some non-profits only let members vote if they’ve been members for at least 30 days, are in good standing, or have paid membership dues.

If your non-profit has more than one class of members, it must have at least one class that is voting members.

The best way to send AGM notices is the method that will be easy, flexible, and convenient.

For most non-profits, the most convenient method is email. However, your non-profit should give itself multiple options for more flexibility.

For non-profits with more than 250 members, it is also permitted (and may be easier) to post the AGM notice on its website. The best practice is to send an email and post on the website.

Your non-profit's bylaws can require the notice be sent between 7 and 60 days before the AGM. Many bylaws use 14 days.

However, if your non-profit's bylaws don’t say, the default in the Societies Act is between 14 and 60 days before the AGM.