Club Records in Nepal: Constitution, Registration and Audit

A club in Nepal lives within three circles of accountability: its own members, the office where it is registered and any outside funder or parent body. Each circle asks for records. The details depend on the type of organisation, where it is registered and the rules in force at the time, so this article does not state legal requirements. It lists the records any well-run club keeps and how to organise them, so that when a question comes, the answer is in a folder and not in someone's memory. Please confirm all legal and registration requirements with the relevant office or a qualified adviser.

The founding documents

Keep the following together, in paper and as scans:

• The constitution, with every amendment and the date and meeting at which it was adopted.
• The registration certificate and renewal records from the registering authority.
• Tax or PAN registration papers, if your organisation has them.
• Bank account opening documents and the signatory list.
• Any letters of recognition or affiliation with a parent body or federation.

Mark each document with its date. A club that cannot find its latest constitution amendment during a dispute is in a weak position.

Member and committee records

The member register is the club's core record. It should show for each person the category, join date, contact, status and a history of dues. Alongside it, keep the committee register: each office bearer, their post, the start and end dates of the term and how they were chosen. When an election takes place, record the date, the quorum, the candidates, the result and the minutes. These records matter when the registering office asks who the current office bearers are, and when members challenge a decision.

Meetings, minutes and decisions

Your constitution should say how often the committee and the general meeting meet, how much notice is needed and what quorum applies. Follow it. Keep the notice that was sent, the attendance sheet, the agenda and the minutes. Record decisions with a clear sentence such as who will do what by when. Read the previous minutes at each meeting and have them confirmed. Attach financial decisions to the amount and the fund concerned. In a dispute, minutes carry more weight than recollection.

Financial records

1. Cash book and bank book, updated at least monthly.
2. Receipts for money received, numbered in sequence.
3. Vouchers for money paid, with bills attached and an approval.
4. Ledgers by head of account.
5. A fund statement if you hold restricted money for projects.
6. Bank reconciliations each month.
7. Annual income and expenditure account and a balance sheet.
8. The auditor's report, where an audit is done.

Use the Nepali fiscal year, which starts in Shrawan, if your office and funders do. If your club handles taxable activity, such as sales of tickets or services, confirm VAT and income-tax questions with the Inland Revenue Office or your accountant. Do not assume that a non-profit club is exempt from everything. The law, and the rates such as 13% VAT, are matters you should check at the source.

Annual cycle in one table

Period	Task
Start of fiscal year (Shrawan)	Open new books, set budget, generate dues
Every month	Reconcile bank, review dues, present figures to committee
Mid-year	Review budget against actuals, check registration renewal dates
Before year-end (Ashadh)	Collect pending receipts, prepare draft statements
After year-end	Audit, annual report, general meeting, election if due

Fix your own calendar dates from your constitution and the office rules. Put reminders on this calendar for registration renewal, audit and the general meeting, because missing these is a common source of trouble for volunteer clubs.

Keep a handover file

A single document, updated yearly, should say where the records are, who holds passwords and bank signatures, what the next deadlines are and who to call at the registering office and the audit firm. When officers change, they should walk the incoming team through it. A hosted system makes this easier, because the history stays in one place and the outgoing officer simply loses access. Look at our club and association software for how that works.

Privacy and member data

A member register holds personal information. Keep it only for club purposes, share it only with people who need it and do not post the full list in open chat groups. Tell members how their information will be used. The details of data protection rules are best confirmed with an adviser, but the habit of care is useful whatever the rule.

Keep evidence of club activities

Funders, sponsors and local offices often ask what a club has actually done. Keep a simple activity log with the date, the event, the number who took part, the cost and a few photographs or a short report. A one-page record for each event, kept all year, makes the annual report and any grant application far easier, and it reminds the next committee what has already been tried.

Associations with branches or chapters

If you have district chapters, keep a single central register of members with a chapter tag, and give each chapter treasurer access only to their own members and funds. Central totals then come from the same data. If your club is large enough to treat membership as a service, see membership management software.

Next step

Make a folder with the five founding documents and the last two years of minutes. Note what is missing. Then message WebsNP at +977 9846280400 and we will show how the register, minutes and accounts can sit in one system.

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