Official Record

Official records are the documents a non-profit must keep, either in digital or paper format, under sections 20(1) and 20(2) of the Societies Act.

The official records a non-profit must keep under section 20(1) are:

• Certificate of Incorporation
• Constitution
• Bylaws
• Statement of Directors and Registered Office
• Orders by any court, tribunal, or federal, provincial or municipal body
• Register of Directors, including contact information
• Written consents to act as director Written resignation of directors
• Any disclosures of a director’s or senior manager’s interest
• Register of Members, organized by class (if applicable), including contact information
• Minutes of each meeting of members, including text of resolutions passed
• Ordinary resolutions, special resolutions, and consent resolutions, including copies of consents
• Financial Statements and Auditors Reports

The official records a non-profit must keep under section 20(2) are:

• Minutes of directors' meetings, including a list of directors present, and the text of each resolution passed
• Directors' consent resolutions, including copies of consents
• Adequate accounting records for each financial year

The Certificate of Incorporation, Constitution, Bylaws, and Statement of Directors and Registered Office can be found in the society’s dashboard on Societies Online. All other records must be created and maintained by the non-profit.

Certified copy means a document has been certified by the registrar as being an official, original document. If you download a copy from the society dashboard, it will automatically be certified.