Members of a CIO

Under your constitution: normally a written application, a decision by the trustees or existing members to admit them and entry in the register of members, from which point membership takes effect. Check any conditions your constitution sets, such as supporting the charity's purposes or paying a subscription. The application, acceptance and certificate templates here run the sequence, and admission decisions should be minuted like any other.

Yes. Every CIO must keep a register of its members, whatever the model, and in a foundation CIO that register simply lists the trustees in their member capacity. It matters because members' decisions, amending the constitution for example, are only demonstrably valid if you can show who the members were at the time. The register and current members list templates here keep both records straight with minimal effort.

Usually yes, if your constitution provides for written resolutions of members, as the Commission's model constitutions do. Check the threshold your constitution sets for decisions taken in writing, it can differ from the majority needed at a meeting, and keep the signed resolution with the members' records. The Ordinary Resolution in Writing of CIO Members template here provides the form; the decision still needs the register to show who was entitled to sign.

It is optional but useful: a certificate gives the member evidence of their status, marks the admission formally and reduces later disputes about who joined and when. It does not replace the register, which remains the authoritative record; treat the certificate as the member's copy and the register as the charity's. The Certificate of CIO Membership template here pairs with the register so both are produced in one admission step.