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Company record keeping

May 16, 2019

Are you a company director?

A quick reminder of the legal requirements from the Companies Act 1993 (section 189) for record keeping.

The Act requires that a company must keep the following documents at its registered office:

  • The constitution of the company
  • Minutes of all meetings and resolutions of shareholders within the last seven years
  • An interests’ register
  • Minutes of all meetings and resolutions of directors and directors’ committees within the last seven years
  • Certificates given by directors under this Act within the last seven years
  • The full names and addresses of the current directors
  • Copies of all written communications to all shareholders or all holders of the same class of shares during the last seven years, including annual reports made under section 208
  • Copies of all financial statements and group financial statements required to be completed by this Act or any other enactment for the last seven completed accounting periods of the company
  • The accounting records required by section 194 for the current accounting period and for the last seven completed accounting periods of the company
  • The share register.

Please note that the act makes no differentiation between sizes of companies.You could be the only director/shareholder but you are still required to maintain all records stipulated in the Companies Act legislation.Sections 373 and 374 of the Act list the penalties that can be incurred by Directors who don’t maintain correct company records.

Chester Grey offers a number of Company Administration services that you should consider if you don’t have the correct records in place already.

Registered Office – we will change your Registered Office address to Chester Grey, Manukau and we will set up and maintain your company minute book and registers – this service has an annual fee of $595 + GST

Minute Book and Registers – the Registered Office address will stay where it currently is, but Chester Grey will set up and maintain your company minute book and registers – this service has an annual fee of $395 + GST

Minute Book & Register set up – Chester Grey will set up your company minute book and registers from the information on the Company Office website and the minutes you may have.Once set up the minute book and registers will be given to you to maintain – this service would be charged on a 'time taken' basis and the fees would start from $200 + GST

If you would like to know more about our Company Administration services, please contact Carole carole.smith@chestergrey.co.nz at our office and she will be able to assist you.