Does your non-profit keep copies of the consents to resolutions from each member in its official records folder?
Consents to resolutions are the agreements of members in writing from each voting member of the non-profit.
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Does your non-profit ever use written resolutions (i.e. not at a general meeting)?
Written resolutions are when all your members are sent the specific wording of a proposed decision (e.g. to amend the bylaws). This is usually done instead of or in place of a general meeting. Members must send the non-profit their written consent for the decision to be approved.
Does your non-profit keep complete minutes of all general meetings i.e. Annual General Meetings (AGM) and Special General Meetings (SGM), in its official records folder?
A complete set of minutes lists the date, time, location, and purpose/type of meeting (e.g. AGM). It also lists the members in attendance. Finally, it should include the text of each resolution passed at the meeting and the results of elections, if any.
Does your non-profit have copies of directors’ written resignations in its official records folder?
A resignation occurs when a director leaves before the expiry of their term i.e. due to moving, illness, or some other reason. A copy of an email from the resigning director would be considered written resignation.
Does your non-profit have a Consent to Act as a Director for each director in its official records folder?
Under section 42 of the Societies Act, individuals cannot be appointed or elected as directors unless they agree to be a director. Their consent may be given verbally at a meeting or in writing. Best practice is to have the consents in writing.
Does your non-profit have a Register of Directors in its official records folder?
The Register of Directors lists the names of directors, the contact information provided by that director, the date the director was elected/appointed, and the date they stopped holding office.
Does your non-profit have a Statement of Directors and Registered Office (one document) in its official records folder?
The Statement of Directors and Registered Office document used to be called the Annual Report. The statement includes the names of directors and a piece of contact information for each director. It also includes the registered office of the non-profit.