Association records and registers

As an incorporated association, you are responsible for keeping records.

Records provide evidence and decisions that you make as an association.

Find out about other requirements for running an incorporated association.

What records to keep

You must keep the following records:

• a members register
• a conflict of interest register
• an asset register
• financial information - find out more about your reporting requirements
• minutes of meetings.

Members register

Your members register should include:

• name of each member
• a postal or email address
• a start date
• a cease date of membership (if applicable).

Get the members register template.

Members register template PDF (126.1 KB)
Members register template DOCX (33.3 KB)

It must be available for inspection at reasonable times, or at the time specified in the constitution of the association.

Conflict of interest register

You should keep a conflict of interest register for each meeting.

This will allow you to note any declarations to ensure there are no allegations of corruption. Present this register to members at your annual general meeting.

Get the conflict of interest register template.

Conflict of interest register template PDF (126.2 KB)
Conflict of interest register template DOCX (33.4 KB)

Asset register

You will need an asset register to record your association's assets.

The register will itemise things such as a printer or a building. This will help your association:

• prepare annual financial statements
• reduce potential theft
• clarify what type of auditor you need to produce your financial statement.

Get the asset register template.

Asset register template PDF (127.4 KB)
Asset register template DOCX (33.4 KB).

Contact

Contact the compliance team.