Information about recordkeeping for non-profits in British Columbia
The Societies Act requires all Yukon non-profits keep what are called “official records” and to make some or all of these records available to directors, members of the society, and members of the public. Non-profits also keep many kinds of documents and records that are not “official records”. These FAQs are about official records.
The Societies Act requires a non-profit to keep a register of members' names along with one piece of contact information provided by the member. This is called the membership register. The register is not a member directory or contact list, it is an official record.
The Societies Act requires a non-profit to keep a register of the names of its directors along with a piece of contact information provided by them. The non-profit must also have proof of their consent to act as directors, the date they were elected/appointed, and the date they stopped holding office.
Official records are those a non-profit must keep, either in digital or paper format, under section 22 of the Societies Act. These are records about governance, members, directors, and finances of the non-profit. For example, non-profits are required to keep governance documents such as its certificate of incorporation, constitution, and bylaws.
This document shows an example of what an Annual Report looks like.
Here’s an example Register of Members organized by class.
Classes are groups of members that have different sets of rights. For example, some non-profits have voting and non-voting classes of members.
A Register of Members is an official record that must be created and maintained by a non-profit. The Register of Members lists the names of members and one piece of contact information the member has provided. The best recordkeeping practice is for the Register of Members to include only the names of members and one piece of contact information the member has provided for that purpose.