Records you should keep

A register of members

The Incorporated Societies Act 1908 requires that every society keep a register of its members.

For each member the register should record:

• their name
• their address
• the date they became a member.

The Registrar may ask you to provide a list of all your members, and for that list to be verified by an officer.

Take care when collecting and storing personal information. Ensure you are only collecting the information you need and that you are storing it securely.

Financial records

There are a number of documents and records you will need in order to complete your annual financial statements. These may include:

• a numbered receipt book and duplicate copy
• a bank deposit book
• used cheque books
• all bank statements
• all invoice and payment authorisations
• a receipts and payments journal
• a petty cash payments book.

To comply with the 2022 Act there are records that your society must keep. You can keep any of these records in English or in te reo Māori. Normally physical records are kept at the society’s registered office. Your society may decide to also keep electronic copies.

Register of members

The register of its members lists details for current and former members. You need to update these details as soon as your society becomes aware of a change.

You need to record:

• The name of each member – both current and former members
• The last known contact details of each current member
• The date they became a member
  (if there is no record of the date they joined, you can state ‘Unknown’).
• For former members within the last 7 years, the date that they ceased to be a member. 

Take care when collecting and storing personal information. Ensure you are only collecting the information you need and that you are storing it securely.

Members' consents

You will not need to provide us with copies of members' consents when you are registering for the first time or updating the register, but you should hold copies with your register of members.

Interests register

Your officers have a duty to disclose interests to the committee. They must make this disclosure as soon as they become aware they have an interest in any matter being considered by the committee.

The committee must keep and maintain a register of these disclosures in an interests register.

Learn more about interests registers

The 2022 Act has made it a requirement for societies to have an Interests Register, which records actual, perceived, or potential conflicts of interest.

Recognising different types of conflicts of interest can help avoid more serious issues in the future. Conflicts of interest can result in disagreements or concerns about a society’s governance. Being open and honest about any actual, perceived, or potential conflict of interest from the start encourages greater transparency and trust.

What an interests register is

An interests register is where a committee keeps a record of an officer’s interests and ensures those involved in running a society are aware of them. Managing conflicts of interest can prevent bigger issues further on and ensures decisions are made legitimately and impartially.

Officers have a duty to disclose conflicts of interest

Under the 2022 Act, officers have a duty to disclose any conflicts of interest to your society’s committee. They must make this disclosure as soon as they become aware they have an actual, perceived, or potential conflict of interest in any matter being considered by the committee.

If an officer has an interest in a matter, they would not be able to participate or vote on a committee decision regarding the issue because they have an interest in it. They would also be excluded from signing any documents relating to a transaction or the commencement of a matter.

An officer with an interest may participate in a committee’s discussions on the issue (including voting or signing of documents) if all members of the committee who are not interested in the matter approve it.

If more than half of the officers have an interest in the matter and cannot vote, the committee will need to call a special general meeting to discuss the issue.

Your committee's responsibilities

Your society’s committee is required to keep and maintain an Interests Register.

At your society’s annual general meeting (AGM), your committee will need to present to your society's members any disclosures of interests made by its officers during that period.

Outside of an AGM, your committee may also be required to notify your society's members if:

• an officer did not disclose an interest.
• an officer with an undisclosed interest voted or took part in a decision or signed documents despite having an interest.

Related information

Committees and officers

Accounting records

The society’s accounting records:

• must correctly record the transactions of the society
• allow the society to produce financial statements, and
• would enable the financial statements to be readily and properly audited (if required).

You must keep the accounting records for the current accounting period and for the last 7 completed periods.

Related information

The new financial reporting requirements

Annual General Meeting (AGM) minutes

Your society must ensure that minutes of each AGM are kept as part of its records. It is an offence for a society to fail to keep AGM minutes as part of its records.

Your members may make a written request to your society for the minutes of the most recent general meeting. This could be for a special general meeting as well as for an AGM. If your society receives such a request, it must provide this information within a reasonable period of time. 

In addition to these requirements for AGM minutes, your society’s constitution must also set out when minutes of other general meetings are required to be kept.

Constitution

Keep copies of the current constitution document and any amendments that have been made.

You must upload copies to the register, but you should also store the original documents in your own records.

Copies of officer consents

Every officer that is appointed or elected must consent in writing to being an officer and meet eligibility criteria set out in the 2022 Act.

• You will need to confirm that you have obtained each officer’s consent and certification that they are eligible to hold their office.
• But you will not need to provide us with copies of the consents when you are registering for the first time, reregistering or updating the register.

Learn more about committees and officers

Consent template

We have prepared a template that your society may choose to use to collect your officers’ consents. This template includes all the information that you will need to provide when you add an officer to the register.