Non-Profit Recordkeeping and Privacy (Societies Act FAQs)

What are the official records of a society?

1. the society's certificate of incorporation;
2. each certified copy, furnished to the society by the registrar, of the following records:
   • the constitution of the society;
   • the bylaws of the society;
   • the statement of directors and registered office of the society;
3. each confirmation, other certificate or certified copy of a record furnished to the society by the registrar, other than in response to a request;
4. a copy of each order made in respect of the society by
   • any court or tribunal, in Canada or elsewhere, or
   • a federal, provincial or municipal government body, agency or official, including the registrar;
5. the society's register of directors, including contact information provided by each director;
6. each written consent to act as director referred to in section 42(4)(a) and each written resignation of a director;
7. a copy of each record described in section 56(3)(c) or 62(3)(c) evidencing a disclosure by a director or senior manager;
8. the society's register of members, organized by different classes of member if different classes exist, including contact information provided by each member;
9. the minutes of each meeting of members, including the text of each resolution passed at the meeting;
10. a copy of each ordinary resolution or special resolution, other than a resolution included in the minutes referred to in paragraph 9, and, in the case of a resolution consented to in writing by the voting members, a copy of each of the consents to that resolution;
11. the financial statements of the society required under section 35 and the auditor's report, if any, on those financial statements.

Can we prevent our members from inspecting the official records?

Yes, to a point. A Society can prevent a member from inspecting minutes of directors meetings and accounting records. The limitations must be set out in your bylaws. Section 20(1) of the new Societies Act provides that its official records can be accessed for inspections.

Can we prevent our members from accessing the register of members?

Inspection of the register of members can be restricted by a directors’ resolution if the directors believe that access would be harmful to the society or a member.

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