Membership

The Membership page helps societies maintain a register of members as required by the Incorporated Societies Act 2022. It records member information, tracks membership numbers, and ensures the society meets minimum member thresholds. The page also manages consent and privacy requirements for member data.

What You Can Do on This Page

• Add new members to the register

• Update existing member details

• Record current member count

• Deactivate members who have left while retaining historical records

• Complete the Register of Members Declaration

• Track member consent for data collection (for re-registration purposes)

• Confirm notifications to the Registrar and Charities Services if membership drops below required thresholds

Key Parts of the Membership Page

Actions Panel Shows available member-related tasks:

• Update member details

• Links to add or modify member records

Obligations Panel Explains legal requirements for membership records including:

• What data must be collected under the Act

• Additional information required by the constitution

• Consent requirements for new members joining during re-registration

• Privacy Act responsibilities for storing member information

Member Count and Register Information Displays and tracks:

• Current member count (total active members)

• Note about re-registration consent requirements

• Register of Members Declaration checkbox and timestamp

Register of Members Declaration Lists the minimum information that must be recorded for each member:

• Name of each member

• Last known contact details

• Date they became a member

• Names of anyone who ceased membership in the previous 7 years

• Date each person ceased to be a member

Common Tasks

Adding a New Member

1. Click "Add new member" (button typically in member list view)

2. Enter required information: 

   • Full name

   • Contact details (email, phone, address)

   • Date joined

3. Record consent if member joined during re-registration period

4. Save the member record

Updating Member Details

1. Click "Update member details" in Actions panel or find member in list

2. Edit the information that has changed

3. Save changes

4. System logs the change history automatically

Recording Current Member Count

1. Enter total number of active members in "Current Member Count" field

2. This count is used for tracking compliance with minimum member thresholds

3. Update when members join or leave

Completing the Register of Members Declaration

1. Review the list of required information

2. Ensure all member records contain this information

3. Check the declaration checkbox to confirm compliance

4. Declaration is timestamped and stored

Deactivating a Member

1. Open the member's record

2. Change status to inactive or select "ceased membership"

3. Enter date they left

4. System retains the record for historical purposes (must keep for 7 years)

Important to Know

About Member Thresholds:

• Societies must maintain a minimum number of members (typically 10 for re-registration, but check specific requirements)

• If membership drops below the threshold, the Registrar must be notified

• Charities Services must also be notified if the society is a registered charity

About Member Consent:

• New members joining during re-registration must consent to join the society

• Existing members at the time of re-registration do not need to provide new consent

• Societies must only collect member information they genuinely need

• Member data must be stored securely

About Privacy Requirements:

• Societies must comply with the Privacy Act 2020

• Only collect necessary information

• Store data securely

• Inform members how their information will be used

• Visit the Privacy Commissioner's website for detailed guidance

About Record Retention:

• Member records must show anyone who ceased membership in the previous 7 years

• Historical records should be retained permanently for organizational history

Common Questions

• Do we need consent from all existing members for re-registration? No. Consent is only required from new members who join from the date of re-registration onwards. Existing members at the time of re-registration don't need to provide new consent.

• What's the minimum number of members we need? For re-registration, societies typically need at least 10 members, though this can vary. Check your constitution for any higher requirements. Once re-registered, the minimum is usually lower (often 3-5 members).

• What happens if we drop below the minimum member threshold? The society must notify the Registrar within the required timeframe. If registered as a charity, Charities Services must also be notified. WiseComply helps track these notifications.

• Can we store members' personal information? Yes, but only information that is necessary for society operations or required by law. You must store it securely and comply with Privacy Act requirements.

• How do we handle members who don't want their information stored? Under the Act, societies must maintain a register of members. However, you should only collect necessary information. If a member objects, discuss what minimum information is required and ensure they understand why it's needed.

• Do we need to keep records of past members? Yes, for anyone who ceased membership in the previous 7 years, you must record their name and the date they ceased to be a member.