Members, as the owners of a co-operative, are key to its success.

Co-operatives are Member-owned, Member-governed businesses that operate for the benefit of their Members according to common values and principles agreed upon by the international co operative community.

Values

• Self-help
• Self-responsibility
• Democracy
• Equality
• Equity
• Solidarity

Put into practice through the Principles of:

• Voluntary and Open Membership
• Democratic Member Control
• Member Economic Participation
• Autonomy and Independence
• Education, Training, and Information
• Co-operation Among Co-operatives
• Concern for Community

Membership rights and responsibilities generally derive from the co-operative’s governing document. For Southern Co-op this takes the form of our Rules.

Member participation is important and there are numerous important avenues for Member involvement via the following methods and processes:

General Meetings

General Meetings act as the Members’ democratic connection to the co-operative and provide an environment in which Members can exercise their rights. General meetings provide opportunities for Members to make decisions and hold the Board of Directors, who they have elected, to account.

The Rules set out that some decisions will be reserved for the Members to decide and therefore the Board of Directors will put these decisions to the Members in the form of motions within the Annual General Meeting or at Special General Meetings. These include:

• consideration of the accounts, balance sheet and reports of the Directors and auditor
• voting on an advisory basis to approve the Board’s remuneration report
• approving distributions from surplus profits for customer Members and our communities
• approval of Board remuneration
• the appointment of the Society’s auditors
• the election of Members to the Board of Directors (generally this process is run ahead of the AGM and the results confirmed at the meeting)
• ratification of directly appointed Directors in accordance with the Rules
• approval of amendments to the Rules
• proposals to amalgamate with or transfer engagements to another co-operative, and
• proposals to convert into a company or to wind up or dissolve the Society

Any Member who has been in membership for at least 6 months, is at least 16 years of age and has spent at least £1 in a Southern Co-op business in the year ending 84 days before the date of the meeting is entitled to attend and vote in a General Meeting. The Board has introduced proxy voting to enable Members who are eligible, but who are not able to attend, to appoint the Chair of the meeting to cast their votes as they direct on their behalf. Each Member has one vote, regardless of their shareholding in the Society.

Members are able to themselves raise motions or questions in certain circumstances. The rules in relation to this are set out in our Standing Orders for the Conduct of Society Meetings.

Board Elections

Our Members elect a Board of Directors from the membership to act on their behalf to govern the Society. The Board must ensure that the Society’s affairs are conducted in accordance with the Rules approved by Members. It must act in the best interests of the Society and its Members, and in accordance with the co-operative values and principles. It determines the strategy of the Society in consultation with the Chief Executive and oversees its implementation. It has full power to conduct the business of the Society on behalf of the Members.

Each year one third of the Board retire by rotation and an election is held to fill the vacancies that exist at that time. Subject to meeting the qualifications set out in the Rules, Members may seek nomination as candidates in the election.

Any Member who has been in membership for at least 6 months, is at least 16 years of age and has spent at least £1 in a Southern Co-op business in the year ending 84 days before the date of the AGM is entitled to vote in the Board election that precedes that AGM.

Information

As owners of the co-operative, Members have a right to request within General Meetings and be provided with information on the co-operative’s position and prospects so that they can adequately challenge the Board on its decision making. The Board of Directors publishes an Annual Report and Financial Statements ahead of each Annual General Meeting for this purpose.

Southern Co-op has introduced regular Member updates which share regular news about how we’re playing our part to help some of the most important issues within our communities and how our Members can join in with us as we are always stronger together. As well as sharing the action Southern Co-operatives is taking, Members were invited to participate in a range of ways.

The Board of Directors are keen to hear the views of Members and utilises Member surveys and its ‘Talk to Us’ online channel for this purpose in addition to listening groups.

Connection to the Business

As a consumer co-operative, Southern Co-op operates food stores, end of life services and coffee stores for the benefit of our Members and their wider communities.

Members can earn a Share of the Profits through their trade with our food stores when a dividend is paid, and receive member offers in our food stores and discounts on our end of life services and products. Members also have the opportunity to opt in to our All Yours additional benefits package and have free access to exclusive discounts, tailored wellbeing plans, on-demand fitness classes, and learning resources via our Member Benefits Portal.