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Drdsnhs Consumer Cooperative Operations Manual: Responsibilities For Operations I. General Membership

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DRDSNHS CONSUMER COOPERATIVE

Operations Manual

RESPONSIBILITIES FOR OPERATIONS

I. General Membership

Every member shall have the following duties:

1. Pay the membership fee upon registration


2. Pay the installment of his share capital subscription as it falls due and to participate in
the capital build-up and savings mobilization activities of the Cooperative;
3. Patronize the Cooperative’s businesses and services;
4. Participate in the membership education programs;
5. Attend and participate in the deliberation of all matters taken during general assembly
meetings;
6. Observe and obey all lawful orders, decisions, rules and regulations adopted by
the Board of Directors and the general assembly; and
7. Promote the purposes and goals of the Cooperative, the success of its business,
the welfare of its members and the cooperative movement in general.

II. General Assembly

The General Assembly has the following powers and responsibilities:

1. Determine and approve amendments to the cooperative articles of


cooperation and by- laws;
2. Elect or appoint the members of the board of directors, and to remove
them for cause; and
3. Approve developmental plans of the cooperative

III. Board of Directors

1. Provide general policy


direction;
2. Formulate the strategic
development plan;
3. Determine and prescribe
the organizational and
operational structure;
4. Review the annual plan
and budget and
recommend for the
approval of the general
assembly;
5. Establish policies and
procedures for the
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effective operation and
ensure proper
implementation of such;
6. Appoint the members of all
the committees and other
officers as specified in the
Philippine Cooperative
Code of 2008 and
cooperative by-laws;
7. Declare the members
entitled to vote;
8. Decide election related cases involving the election committee and its
members;
9. Act on the recommendation of the ethics committee on cases involving
violations of code of governance and ethical standards; and
10. Perform such other functions as may be prescribed in the by-laws or
authorized by the general assembly.

IV. Audit Committee

The audit committee shall be directly accountable and responsible to the general assembly. It
shall have the power and duty to continuously monitor the adequacy and effectiveness of the
cooperative's management control system and audit the performance of the cooperative and its
various responsibility centers.

1. Monitor the adequacy and effectiveness of the cooperative’s management and control
system;
2. Audit the performance of the cooperative every month
3. Review continuously and periodically the books of account and other financial
records to ensure that these are in accordance with the cooperative principles &
generally accepted accounting procedures;
4. Submit reports to the BOD on the results of the internal audit and may recommend
necessary changes on policies and other related matters on operation to the board
of directors and general assembly;
5. Perform such other functions as may be prescribed in the by-laws or authorize by
the general assembly.

V. Election Committee

The election committee shall:

1. Formulate election rules and guidelines and recommend to the general assembly for
approval;
2. Implement election rules and guidelines duly approved by the general assembly;
3. Recommend necessary amendments to the election rules and guidelines, in
consultation with the board of directors, for approval of the general assembly;
4. Supervise the conduct, manner and procedure of election and other election related
activities and act on the changes thereto;
5. Canvass and certify the results of the
election;
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6. Proclaim the winning candidates;
7. Decide election and other related cases except those involving the election
committee or its members, and
8. Perform such other functions as prescribed in the by-laws or authorized by the general
assembly.

VI. Education and Training Committee

The committee shall be responsible for the planning and implementation of the information,
educational and human resource development programs of the cooperative for its members,
officers and the communities within its area of operation.

1. Keep members, officers, staff well-informed regarding cooperative’s


goals/objectives, policies & procedures, services, etc.;
2. Plan and implement educational program for cooperative members,
officers and staff;
3. Develop promotional and training materials for the cooperative; and
4. Conduct/coordinate training activities.

VII. Mediation and Conciliation Committee

The mediation and conciliation committee shall:

1. Formulate and develop the conciliation-mediation program and ensure that it is


properly implemented;
2. Monitor conciliation-mediation program and processes;
3. Submit annual reports of cooperative cases to the Authority within fifteen (15) after the
end of fiscal year;
4. Accept and file evaluation reports;
5. Submit recommendations for improvements to the board of directors;
6. Recommend to the board of directors any member of the cooperative for conciliation-
mediation training as cooperative mediator-conciliator;
7. Issue the certificate of non-settlement; and
8.Perform such other functions as may be prescribed in the by-laws or authorized by the
general assembly.

VIII. Ethics Committee

The ethics committee shall:

1. Develop code of governance and ethical standard to be observed by the members,


officers and employees of the cooperative subject to the approval of the board of directors
and ratification of the general assembly;
2. Disseminate, promote and implement the approved code of governance and ethical
standards;
3. Monitor compliance with the code of governance and ethical standards and recommend
to the board of directors measures to address the gap, if any;
4. Conduct initial investigation or inquiry upon receipt of a complaint involving code of
governance and ethical standards and submit report to the board of directors together
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with the appropriate sanctions;
5. Recommend ethical rules and policy to the board of directors; and
6. Perform such other functions as may be prescribed in the by-laws or authorized by the
general assembly.

IX. Chairperson

The chairperson shall:

1. Set the agenda for board meetings in coordination with the other members of the board of
directors;
2. Preside over all meetings of the board of directors and of the general assembly;
3. Sign contracts, agreements, certificates and other documents on behalf of the cooperative
as authorized by the board of directors or by the general assembly;
4. Issue certificate of non-affiliation with the federation or union; and such other functions as
may be authorized by the BOD or by the general assembly.

X. Vice-Chairperson

1. The vice-chairperson shall:


2. Perform all the duties and responsibilities of the chairperson in the absence of the latter;
3. Act as ex-officio chairperson of the education and training committee; and
4. Perform such other duties as may be delegated by the board of directors.

XI. Treasurer

The treasurer shall:

1. Ensure that all cash collections are deposited in accordance with the policies set by the
board of directors;
2. Have custody of all funds, securities, and documentations relating to all assets, liabilities,
income and expenditures;
3. Monitor and review the financial management operations of the cooperative, subject to
such limitations and control as may be prescribed by board of directors;
4. Maintain full and complete records of cash transactions;
5. Maintain a petty cash fund and daily cash position report; and
6. Perform such other functions as may be prescribed in this by-laws

XII. Secretary

The secretary shall:

1. Keep an updated and complete registry of all members record, prepare and maintain
records of all minutes of all meetings of the board of directors and the general assembly;
2. Ensure that necessary board if directors’ actions and decisions are transmitted to the
management for compliance and implementation;
3. Issue and certify the list of members who are in good standing and entitled to vote as
determined by the board of directors;
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4. Prepare and issue share certificates;
5. Serve notice of all meetings called and certify the presence of quorum of all meetings of
the board of directors and general assembly;
6. Keep copy of the treasurer’s report and other reports;
7. Keep and maintain the share and transfer book;
8. Serve as custodian of the cooperative seal; and

9. Perform such other functions as may be prescribed in the by-laws or authorized by the
general assembly.

XIII. General Manager

The general manager shall:

1. Oversee the overall day to day business operations of the cooperative by providing
general direction, supervision, management and administrative control over all the
operating departments subject to such limitations as may be set forth by the board of
directors or the general assembly;
2. Formulate and recommend in coordination with the operating departments under his/her
supervision, the coops annual and medium term development plan, programs and
projects, for approval of the board of directors, and ratification of general assembly;
3. Implement the duly approved plans and programs of the cooperative and any other
directive or instruction of the board of directors;
4. Provide and submit to the board of directors monthly reports on the status of the coop’s
operation vis-a-vis its target and recommend appropriate policy or operational changes,
if necessary;
5. Represent the cooperative in any agreement, contract, business dealings, and in any
other official business transaction as may be authorized by the board of directors;
6. Ensure compliance with all administrative and other requirements of regulatory bodies;
and
7. Perform such other functions as may be prescribed in the by-laws or authorized by the general
assembly.

XIV. Bookkeeper

The bookkeeper of the cooperative who is under supervision and control of the accountant
shall:

1. Records and update books of accounts;


2. Provide assistance in the preparation of reports on the financial condition and
operations of the cooperative monthly, annually or as may be required by the
board of directors and/or the general assembly;
3. Keep, maintain and preserve all books of accounts, documents, vouchers,
contracts and other records concerning the business of the Cooperative and
make them available for auditing purposes to the chairperson of the audit
committee; and
4. Perform such other duties as the board of directors may require.
5. Keeps and maintains BIR Registered books of accounts
- cash disbursement book ( CDB)
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- Cash receipt book (CRB)
- Journal book (JB)
- General ledger ( GL)
6. Prepares and submits consolidated financial reports
- statement of assets liabilities, fund balance & net equity
- statement of income & expenses and net income
- balance sheet
- trial balance
- Schedule of Accrued Expenses
- schedule or annexes of accounts ( if necessary)
- Submits monthly reports to GM
- Keeps all financial documents (CV JV OR )
- Maintains pre-numbered vouchers
- Posting of accounts to manual book of accounts and quick books
software
- Assists auditor during audit period.
- Prepares vouchers
- Prepares daily transactions summary
- Daily posting of transactions to the general ledger
- Prepares program reports to Partners/funders
- Prepares monthly bank reconciliation report
7. Prepares consolidated Monthly Financial Statements

XV. BIR Registration

1. BIR Annual Registration on or before January 31.


2. Remittance of tax withheld is on or before 10 th day of the following month.
3. December tax withheld can be remitted up to the 25 th day of January.
4. Deadline for filing of information of tax withheld on compensation and final
withholding tax together with the alphabetical list of employees/payees for calendar year
is on 31st day of January.
5. December 29th is the last day for the registration of books of account.

XVI. Monthly Reports

1. Operations Update
a. Monthly accomplishment report
b. Validation/Monitoring Summary

2. Financial Statement
a. Balance Sheet; income Statement
b. Journal Summary
c. Acknowledgement receipts & fund transfers (photocopy of OR, acknowledgement, etc.)

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