Form 59 COO – Request to Inspect or Obtain Copies of Cooperative Association Documents

Jurisdiction: Country: Canada | Province or State: British Columbia

What is a Form 59 COO – Request to Inspect or Obtain Copies of Cooperative Association Documents?

Form 59 COO is a standardized request you use to inspect or obtain copies of a British Columbia cooperative association’s official documents. It frames your request in a clear, formal way that matches the rights and procedures set out for cooperatives in the province. You use it to ask either the cooperative or the public filing office for access to specific records. It captures who you are, what you want to see, and why you are entitled to see it.

This form exists because certain cooperative records must be available for inspection. Some records are open to the public. Others are available to members, directors, or creditors for legitimate cooperative purposes. The form helps you show that you qualify and that your request is specific and reasonable.

Who typically uses this form?

You typically use this form if you are a member of a cooperative who wants to review internal records. For example, you may want the latest rules, special resolutions, or minutes of general meetings. You may also use it if you are a director who needs access to board records. Creditors, professional advisors, and prospective contracting parties may use it to request public or filed documents. Sometimes you need certified copies for a bank, a regulator, or a court. The form lets you request certification at the same time.

Why would you need this form?

You might need this form when you want to verify governance or financial information before making a decision. You may need to resolve a dispute about whether a resolution passed properly. You may want to confirm who the current directors are, or where the registered office is. If you are a housing cooperative member, you may want to review the rules, occupancy agreements, and meeting minutes. If you are a worker cooperative member, you may need to confirm membership and investment registers for an upcoming vote, subject to privacy limits. If you are a lender or supplier, you may want to see a cooperative’s public filings before extending credit.

Typical usage scenarios

• Disputes about member discipline, admission, or termination.
• A member may use the form to view the resolution and meeting records that led to a discipline decision.
• A departing member may use it to confirm share redemption terms recorded in the rules and resolutions.
• A director may use it to obtain copies of board minutes and resolutions to prepare for an audit.
• An auditor or lawyer may request copies of filed constitutional documents to compare against a client’s internal records.
• A creditor may ask for certified copies of cooperative filings and certificates to verify legal status.

The form keeps the process efficient. It reduces back-and-forth by listing the documents you want, how you want them delivered, and any permissions or undertakings you provide. It also creates a paper trail. If the cooperative does not respond, you can show you made a clear, compliant request.

When Would You Use a Form 59 COO – Request to Inspect or Obtain Copies of Cooperative Association Documents?

Use the form when you need to inspect or copy cooperative records in an orderly way. It helps in both routine and sensitive situations. If you are a member preparing for an annual general meeting, you can request the rules, the most recent financial statements, and minutes of the last general meeting. If you are proposing a special resolution, you can request past resolutions to model language and ensure consistency. If you are challenging a decision, you can request meeting minutes and voting records that relate to that decision.

You also use the form when the cooperative asks for a formal written request. Many cooperatives will respond more quickly to a standard form than to an informal email. If someone has previously refused to provide records, a formal request refocuses the discussion on statutory rights and duties. It also reduces the risk that privacy or confidentiality concerns stop the process. You can address those concerns in the form by limiting scope and accepting redactions where appropriate.

If you are a director, use the form when you need a clean record of what you requested and when. Directors often need board packages, minutes, and resolutions for due diligence. A formal request shows that you sought information in a responsible way. That helps if you later need to show you exercised your duties of care and diligence.

If you are a creditor, investor, or supplier, use the form to obtain public filings and certified copies. It may be part of your standard onboarding, KYC, or credit review. You may request evidence of the cooperative’s incorporation, registered office, and current directors. Certified copies support reliance by banks and courts.

If you are a housing cooperative member, use the form to get rules and occupancy-related resolutions before you apply for a transfer or sublet. It is also useful if you need to review minutes relating to maintenance levies or capital projects. If you are a worker cooperative member, use it to review membership registers and voting lists for a meeting, subject to purpose and privacy rules.

If you are a professional advisor, use the form to obtain the documents you need with your client’s authorization. That helps you audit, prepare tax filings, or advise on governance changes. If you are negotiating a contract with the cooperative, use it to confirm signing authority by reviewing the rules and recent resolutions.

Finally, use the form when you need certified copies. Courts and banks often prefer certified documents. The form lets you request certification and specify whether you want paper or digital versions.

Legal Characteristics of the Form 59 COO – Request to Inspect or Obtain Copies of Cooperative Association Documents

This form is not a contract. It is a statutory request that invokes legal rights under British Columbia cooperative law. When you submit it, you put the cooperative on notice that you seek access to specific records. Your entitlement depends on the type of record and your relationship to the cooperative. The cooperative’s duties depend on whether the record is a public filing, a member-accessible record, or a restricted record subject to privacy or confidentiality.

The form is legally significant because it starts the access process and frames your claim. It helps show that your request is clear, reasonable, and for a proper purpose. If the cooperative does not respond, the form becomes evidence. You can use it to support a follow-up demand or an escalation. The cooperative may face consequences if it fails to provide access to records that must be available. Consequences can include regulatory action or a court order compelling access and awarding costs.

What ensures enforceability?

Enforceability flows from the legislation and the cooperative’s own rules. Statutes set out which records must be kept, who can inspect them, and when inspection must be allowed. They also permit reasonable fees for copies and certification. The cooperative can require reasonable notice and can set inspection times during normal business hours. Many records must be kept at the registered office or records office. The form signals you will attend to inspect, or that you want copies delivered in a set format.

Privacy and confidentiality are important. Some records contain personal information about members, occupants, or employees. Access may be limited to protect privacy. For example, a register of members may be available to members only and only for matters relating to the cooperative’s affairs. Commercial solicitation is not a proper purpose. Minutes may have in camera portions withheld if they involve confidential or privileged matters. Accounting records may be available in summary form rather than raw transaction detail. When privacy concerns apply, the cooperative may redact personal information or ask you to sign an undertaking. The form provides a place to state your proper purpose and to accept conditions.

Certification matters when you need to rely on documents with third parties. A certified copy bears an official certification from the filing office or the cooperative’s authorized officer. Certification helps prove that the copy is a true copy of the record. Courts, regulators, and financial institutions often expect certified copies.

Finally, using the form does not guarantee access to every document you list. It opens the door. Your entitlement depends on the law and your status. If you are not a member or director, you may be limited to public filings. If you are a member, you have access to a broader set of records, subject to privacy and reasonable conditions. If you are a director, you generally have the broadest access for board purposes.

How to Fill Out a Form 59 COO – Request to Inspect or Obtain Copies of Cooperative Association Documents

1) Confirm your status and purpose

Decide what gives you the right to inspect or obtain copies. You might be a member, director, or creditor. If you are a professional advisor, get written authorization from your client. Define your purpose in a sentence. For example: “I need the minutes to prepare for the AGM,” or “I need certified copies for bank due diligence.” A clear, proper purpose helps the cooperative respond and limits privacy issues.

2) Gather the cooperative’s key details

Find the cooperative’s full legal name and incorporation number. Use the name on its filings and rules. Obtain the registered office or records office address if you plan to inspect on site. Note the names of current directors if relevant to your request.

3) Decide what records you need and the time span

Be specific. Identify the exact records and date ranges. Common records include:

• Memorandum and rules, including all amendments and special resolutions.
• Certificate of incorporation, name change certificates, and address change filings.
• Annual reports and notices of directors.
• Register of directors, with dates of appointment and cessation.
• Minutes of general meetings and written resolutions of members.
• Minutes of directors’ meetings and written consents of directors, noting that in camera portions may be withheld.
• Financial statements approved by members and any auditor’s or reviewer’s report.
• Registers of members and investments, subject to purpose and privacy.
• Accounting records relevant to a transaction or period, subject to reasonable limits.

State whether you want to inspect, obtain copies, or both. If you only need confirmation of current directors, ask for a current certified list instead of full historical records.

4) Choose your delivery and format preferences

If you need copies, choose digital (PDF) or paper. Indicate whether you need certification. Say how you want to receive them: email, secure file link, courier, or pickup. If you plan to inspect, propose two or three dates and time windows during business hours. If you need accessibility accommodations, state that now.

5) Complete the applicant section

Enter your full name and contact information. Include your email and phone. State your status: member, director, creditor, professional advisor, or other. If you are acting for someone else, add the name of the person or entity you represent. Attach an authorization letter or client instruction if you act as agent.

6) Complete the cooperative details section

Provide the cooperative’s legal name and incorporation number. Add the registered office or records office address. If you know the primary contact at the cooperative, include that name and email to speed up coordination.

7) Describe the records requested

Use the form’s fields to list each record type and the time frame. For example: “Minutes of general meetings from April 1, 2022 to March 31, 2024.” Or “Current register of directors and officers as of the date of fulfillment.” Or “Certified copy of the memorandum and rules, including all amendments.” If you request a members’ register, state your proper purpose: “For matters relating to the affairs of the cooperative in preparing for the June 15 general meeting.” Accept that the cooperative may redact personal data not needed for your purpose.

8) Specify inspection versus copies

Tick the inspection option if you plan to review documents on site. Propose the dates and location. Tick the copies option if you need your own set. You can choose both if you want to inspect first and purchase copies of selected pages. If you need certified copies, tick certification and list the records that need certification.

9) Address fees and payment

A cooperative may charge reasonable fees for copies and certification. Indicate that you agree to pay prescribed or reasonable fees. If the form allows, select a payment method. If not, ask the cooperative to confirm the amount and method before delivery. If you have a fee limit, state it and ask for notice if costs will exceed it.

10) Acknowledge privacy and use conditions

If you request records with personal information, include an undertaking. State that you will use the information only for cooperative purposes and will not use it for commercial solicitation. Agree to keep personal data secure and to return or destroy it if required. This helps the cooperative release information without delay.

11) Sign and date the form

Sign with your usual signature. Add your printed name and the date. If you sign on behalf of a company or as a director, state your capacity. If two signatures are required by your organization, include both. If the form provides a declaration of accuracy, read it and ensure your statements are true.

12) Attach supporting documents

Attach proof of your status if that helps. This could be a membership certificate, a director appointment notice, or a creditor letter. Attach your authorization if you are an agent. If you request certified copies, state whether you need a certificate of good standing or status with the package.

13) Deliver the request properly

Send the completed form to the cooperative’s registered office or records office. Delivery methods can include personal delivery, courier, mail, or email if the cooperative accepts electronic delivery. Keep proof of delivery. If you deliver by email, request a read receipt. If by courier, keep the tracking confirmation.

14) Calendar expected timelines and follow up

Allow a reasonable time for the cooperative to respond. If you requested inspection, expect the cooperative to offer times during normal business hours. If you requested copies, expect a confirmation of fees and a delivery date. If you hear nothing after a reasonable period, send a polite, dated follow-up referring to your original request. Keep all correspondence.

15) Prepare for the inspection

If you will inspect on site, bring identification. Bring a list of records and date ranges. Ask whether you can take photos or scans. Be ready to pay copy fees if you decide to purchase pages during the session. Respect any handling instructions. Do not remove original documents.

16) Review and escalate if needed

If the cooperative refuses access, ask for written reasons. Consider narrowing your request to address concerns. If refusal persists and you believe you have a right to access, consider your options under the law. Options can include a regulatory complaint or a court application. Preserve your records of the request, delivery proof, and responses.

Common mistakes to avoid include vague requests, asking for “everything,” or ignoring privacy constraints. Be precise. Focus on records you need for your purpose and time frame. Do not forget to ask for certification if third parties will rely on the documents. Do not overlook delivery preferences; digital copies speed things up and reduce costs.

If you complete and deliver Form 59 COO with clear details, you make it easy for the cooperative to comply. You also protect your position if you need to follow up. The result is a smoother, faster access process and a reliable record of what you asked for and received.

Legal Terms You Might Encounter

• You will see a few legal terms while completing Form 59 COO – Request to Inspect or Obtain Copies of Cooperative Association Documents. A cooperative association is the legal entity you are asking for records from. It may be a housing, worker, or consumer co-op. Your request targets the records the association must keep for members and others.
• A member is a person admitted into the association in line with its rules. If you are a member, you usually have access to more records. A director is an individual on the co-op’s board. Directors often have wider inspection rights than members or the public. Your capacity on the form clarifies which access rules apply.
• The registered office is the official address the co-op uses for records and notices. You will send the form to that address unless told otherwise. The records means the documents the co-op must keep. These can include rules, special resolutions, registers of members and directors, meeting minutes, and financial statements.
• Inspection means you want to look at the records, usually at the registered office. You can request a time to review them in person or by secure electronic access if offered. Obtain copies means you want the co-op to provide copies. Copies can be in paper or electronic format, depending on what the co-op can provide. You should spell out the format you prefer on Form 59 COO.
• A certified copy is a copy the co-op marks as a true copy of the original. Some uses require certified copies, such as court filings or lender reviews. Ask for certification on the form if you need it.
• A proper purpose is a legitimate reason for the request tied to your rights or role. Some records may require you to state your purpose. Keep your purpose clear and tied to co-op matters. A prescribed fee is an amount the co-op may charge for inspection or copies. Fees must follow the co-op’s rules and any applicable limits. Indicate on the form that you agree to pay reasonable fees.
• Personal information refers to data about individuals, such as addresses and emails. The co-op may redact personal information on some records to protect privacy. Be ready to accept redactions where required.
• An authorized representative is someone you appoint to act for you. This can be a lawyer, accountant, or another agent. If you use an agent, attach your signed authorization to Form 59 COO.
• A response timeline is the period the co-op has to respond to your request. There may be set timelines for inspection or delivery of copies. The form helps lock in dates by recording when you submitted the request.

FAQs

Do you need to be a member to use Form 59 COO?

You can often request some records even if you are not a member. Public records include basic governing documents. Members and directors usually have broader rights to inspect internal records. On the form, state your capacity clearly, since it affects what you can access.

What documents can you request with Form 59 COO?

You can request governing rules, special resolutions, and the register of directors. Members often can request meeting minutes and financial statements. Directors may access more detailed records. Ask only for what you need. List each document precisely to avoid delays.

Do you need to explain your purpose for the request?

You should state your purpose if the record is not open to everyone. Link your purpose to your role and co-op interests. For example, say you want to review rules before a vote, or verify the register to call a meeting. Keep it simple and factual.

How quickly will the co-op respond to your request?

Co-ops must respond within reasonable timelines. The exact timing can depend on the type of record and your role. Record your submission date and follow up if you hear nothing after a reasonable period. Ask for a confirmation of receipt when you submit.

Can the co-op refuse your request?

A co-op can refuse if you are not entitled to that record, or if your request is unclear or overly broad. It can also refuse if disclosure would breach privacy or confidentiality. If refused, ask for a written explanation and refine your request.

Can the co-op charge fees for inspection or copies?

Yes, fees can apply for inspection setup, copying, certification, and delivery. Fees should be reasonable and follow the co-op’s rules. You can reduce costs by requesting only specific pages or accepting electronic copies.

Can you ask for electronic inspection or copies?

Yes, if the co-op can provide them. On the form, state your preference for electronic access or PDFs. If the co-op cannot provide electronic access, it will offer an in-person review or paper copies.

What if the co-op ignores your request?

Follow up in writing after a reasonable time. Keep records of delivery and any replies. If silence continues, escalate within the co-op, then consider your options. You may seek independent guidance if needed.

Can you send someone else to inspect on your behalf?

Yes, if you authorize them in writing. Attach a signed authorization to Form 59 COO. Make sure the agent brings identification and understands the scope of the request.

Do you need certified copies?

You need certified copies if a bank, regulator, or court requires them. If you are unsure, request certification for key documents only. Certification can increase fees and processing time.

Checklist: Before, During, and After the Form 59 COO – Request to Inspect or Obtain Copies of Cooperative Association Documents

Before signing

• Confirm your capacity. Are you a member, director, authorized agent, or another person?
• Identify the co-op’s exact legal name and registered office.
• List each document you need by title and date if known.
• Decide whether you want inspection or copies, or both.
• Choose your format: paper, PDF, or secure electronic access.
• Decide if you need certified copies and how many.
• Draft a short proper purpose statement if required.
• Calculate estimated fees. Set a cost ceiling if needed.
• Prepare proof of identity or membership, if applicable.
• Prepare your authorization letter if using an agent.
• Gather reference details, such as meeting dates or resolution numbers.
• Check the co-op’s office hours and any booking process for inspection.
• Plan your timeline and any deadlines you must meet.

During signing

• Verify your full legal name and contact details.
• Confirm the co-op’s registered office address on the form.
• Check the box for inspect or obtain copies, as appropriate.
• List documents precisely. Avoid vague phrases like “all records.”
• Include the time period for records, if relevant.
• State delivery method for copies: pick up, courier, or email.
• Insert your proper purpose statement, if needed.
• Authorize a representative, if you plan to use one.
• Acknowledge fees and set any spending cap in writing.
• Request certification for listed documents only.
• Date and sign the form. Use your usual signature.
• Attach proof of membership or identity, if required.
• Attach your authorization letter and any supporting details.

After signing

• Make a complete copy of the signed form and attachments.
• Deliver the form to the registered office or designated contact.
• Use a trackable delivery method. Keep the receipt.
• Calendar a follow-up date based on expected response times.
• Watch for a confirmation of receipt. Save it.
• If you requested inspection, schedule a time slot.
• Prepare for inspection: bring ID, notetaking tools, and a camera if allowed.
• Review any fee estimates. Confirm before costs exceed your cap.
• If you receive copies, check that all pages are included and legible.
• If you requested certification, confirm the certificate is on each document.
• Store received records in a secure folder with clear labels.
• Update your internal file with dates, costs, and outcomes.
• If the co-op refuses or delays, request reasons in writing and refine scope.

Common Mistakes to Avoid in Form 59 COO – Request to Inspect or Obtain Copies of Cooperative Association Documents

• Requesting “all documents” without limits. This invites delay or refusal. Don’t forget to narrow your request by document type and date range.
• Missing or vague purpose. Some records demand a stated purpose. A weak purpose can cause denial. Keep it tied to your role and co-op matters.
• No fee instruction. If you do not set a fee cap, costs can grow. State a maximum and ask for an estimate before copying.
• Forgetting authorization. If an agent will inspect for you, the co-op may refuse access without your signed authorization. Attach it to the form.
• Asking for certification on everything. Certification adds time and cost. Request it only for documents you must file or present externally.

What to Do After Filling Out Form 59 COO – Request to Inspect or Obtain Copies of Cooperative Association Documents

1. Submit the form correctly. Deliver it to the co-op’s registered office or the person responsible for records. Use courier, registered mail, or hand delivery. Ask for a stamped copy or written confirmation.
2. Confirm scope, timing, and fees. Ask for a response with the inspection date, estimated copy costs, and delivery method. Adjust your fee cap if the estimate changes.
3. Prepare for inspection. Bring government ID and any membership proof. Bring a list of requested documents and a checklist. Ask about on-site rules, camera use, and time limits.
4. Manage privacy and redactions. Expect personal information to be redacted in some records. Accept redactions that protect privacy while still meeting your purpose.
5. Review copies on arrival. Confirm the set is complete, legible, and matches your request. Check page counts and attachments. Flag missing items right away.
6. Verify certification. If you requested certified copies, confirm the certificate covers the full document and any schedules. Ask for corrections if needed.
7. Keep records organized. File the request, delivery proof, responses, and invoices together. Tag documents by date and record type. Note any deadlines linked to your purpose.
8. Follow up on delays or refusals. If the response is late or incomplete, request a status update. Ask for reasons in writing if access is refused. Narrow your request if scope is the issue.
9. Amend or supplement your request. If you need extra documents after review, submit a short follow-up form or letter. Reference your original request to speed processing.
10. Share appropriately. If you obtained records for a specific internal use, limit distribution. Protect personal information. Avoid posting personal data publicly.
11. Close the file. Once your purpose is met, send any required notices, complete your analysis, and store key records securely. Record total costs and time for future planning.