INC0084726 (formerly #7628) - Coop AGM extensions & the new BC Registry system

### ServiceNow incident: INC0084726

### Contact information
Staff Name: JH

### Description

**this ticket was originally created on MAY 18 2021**

### Description
**Original April 8th Email**
> Recently we have had a blanket AGM extension period in place for Coops who needed to extend their 2020 AGMs due to covid. This process did not require Coops to get written permission from the registry to extend an AGM. As a result, we allow coops to file their 2020 Annual Reports, and to input an AGM date on the report all the way up until Oct. 31, 2021. If they supply an AGM date on this report that is between May 01, 2021 and Oct. 31, 2021, they must check off on the filing that the AGM was extended and the membership was advised.
>
> This blanket AGM extension period is ending on April 31, 2021. Come May 01, 2021 any coop wishing to get an extension for their 2021 AGM must contact BC Registry and make a written request for approval to extend their AGM. In the past we would receive these written requests, check that the coop is in good standing (check that the 2020 AR has been filed), and then issue an extension letter to the coop, and make a ledger entry in COBRS regarding the extension that we have granted. Here is the information regarding the data entry that we would do:
>
> 
> I found an example of a coop that previously had us ledger an AGM extension. Please see CP0000651. In COBRS you will see ledger entry number 2 filed on March 24, 2020, and it states Section 143(2). This is staff ledgering an AGM extension. If you view the Filing History in the BC Registry webpage you see the following:
>
> 
>
> May I suggested that we instead call it an “AGM Extension” in the Filing history of the BC Registry site. It better identifies what has occurred. When staff complete these AGM extensions, we could also add a comment on the CP regarding the expiry date for the extension as it doesn’t appear that the new system provides for us to enter an end date for the extension. I’m not sure how we would prevent a coop from filing a 2021 annual report with an AGM date in 2021 that has gone past their allowable extension date. An example is I have a coop that needs to have their AGM in 2021 by May 31, 2021, and if we grant a 6 month extension, they will then have until Nov. 31, 2021 to hold their AGM. Currently our system would not stop them from filing their 2021 AR with a December 2021 date. Perhaps we are just trusting that the client will know what to properly file if they do not hold their AGM by the end of the extension period.
>
> Thanks,
JH

**Follow up April 19th email:**

> In response to this last email INC0084726 was created.
>
> I just ledgered in COBRS a 2021 AGM extension for CP2027. This is the first one I have ledgered for 2021.
>
> May I suggest that when we port over this new ledger entry to the BC Business registry we instead call it an “AGM Extension” in the Filing history of the BC Registry site. It better identifies what has occurred.
>
> I’m not sure how we would prevent a coop from filing a 2021 annual report with an AGM date in 2021 that has gone past their allowable extension date. This coop has a 6 month extension, they will then have until Nov. 31, 2021 to hold their 2021 AGM. Currently our system would not stop them from filing their 2021 AR with a December 2021 date. Perhaps we are just trusting that the client will know to file the AR as “no meeting held” if they do not hold their AGM by the end of the extension period. I’m not sure if our system would even let them file as no meeting held if the 2021 calendar year is not over.

Today (May 18):

> Any updates regarding INC0084726? This ticket was submitted on April 8.
>
> I have CP2027 and CP2055 that I did 2021 AGM extensions for, and the AGM extensions ledgered in COBRS need to be ported over to the BC Business Registry.

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