Guide to Renewing Your Society’s Registration: Stay Compliant!

As the new Incorporated Societies Act 2022 is about to take full effect, incorporated societies in New Zealand are facing an imminent deadline. If your society intends to remain registered, it is crucial to act promptly. It is essential to understand the necessary steps and important dates to ensure compliance and facilitate a seamless transition under the new law.

Why do incorporated societies need to renew?

The Incorporated Societies Act 2022 supersedes the initial 1908 law, updating governance standards and obligations for incorporated societies. Its goal is to enhance transparency, accountability, and ensure that societies function with a defined framework and objective. Nevertheless, the new Act mandates that all current incorporated societies must undergo re-registration to maintain their status as a legal entity in New Zealand.

If you do not re-register by the deadline, you will be removed from the register, leading to important consequences for your society's legal status.

Important date: remember to note it down!

While the deadline for re-registration under the new Act is April 1, 2026, it is advisable for societies to initiate the process early due to the multiple steps involved. Procrastinating until the final moment may result in avoidable stress or complications.

Step-by-step guide to re-registration

Here’s a straightforward guide on how to prepare for and complete the re-registration process.

1. Review and Update Your Constitution

Under the new Act, every society must meet specific constitutional requirements. These include provisions for:

• Clear dispute resolution procedures.

• Transparent rules for member admissions and removals.

• Defined duties for committee members and officers.

• Clear financial reporting obligations.

Action: Review your society’s constitution and ensure it aligns with the Act’s requirements. This may require amending or drafting new sections to meet these standards.

2. Hold a Special General Meeting (SGM)

Any changes to your society’s constitution must be approved by your members. This often involves calling a Special General Meeting (SGM) to discuss and vote on the proposed amendments.

Action: Schedule an SGM, notify members as per your current rules, and ensure you have a quorum to pass the constitutional changes.

3. Prepare Your Governance and Compliance Documents

The new Act requires societies to have strong governance and reporting practices in place. Some of these documents include:

• Updated financial statements.

• Record of assets, liabilities, and membership.

• Code of conduct or similar documents to govern the behaviour of members and officers.

• Officer consent forms

Action: Gather and organise all necessary documents, as they will need to be submitted as part of your re-registration.

4. Register with the Incorporated Societies Register

When your society is ready, re-registration can be done through the online portal of the New Zealand Companies Office. The new platform will guide you through each step, but remember that this is a one-time process. Once completed, your society will be compliant under the 2022 Act.

Action: Log in to the Companies Office website and follow the steps to submit your updated constitution and supporting documents. There may be a processing fee, so ensure your society’s finances are prepared for this small expense.

5. Update Your Members and Stakeholders

Once re-registered, communicate the changes and new constitution to your members, stakeholders, and any interested parties. Transparency is key to ensuring continued engagement and support for your society.

Action: Share the updated constitution and re-registration status with your members, either through a meeting or a digital platform, to keep everyone informed and involved.

Preparing for Future Compliance

After re-registration, ensure that your society continues to meet all governance and reporting standards set by the 2022 Act. This includes regularly updating your members, keeping clear records of financial transactions, and having annual meetings to maintain transparency.

Key Takeaway: The re-registration process might seem daunting, but with a proactive approach, it can be a straightforward journey. The 2022 Act brings exciting changes that support growth, transparency, and accountability—qualities that will only strengthen your society in the long run.

To ensure a successful re-registration under the Incorporated Societies Act 2022, it is advisable to commence the process early, convene essential meetings, and maintain open communication with all members.

Have more questions? Schedule a meeting with us, no obligations attached.