Duties and Responsibilities of Officers of A Cooperative

Duties and Responsibilities of Officers

2.1. Officers of the Cooperative ●

Members of the Board of Directors

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General Manager

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Secretary

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Treasurer

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Members of the committees created by the GA

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Other positions as maybe provided in the by-laws

2.1.1. Board of Directors ● Composed of not less than five (5) nor more than fifteen (15) members elected by the general assembly for a term fixed in the by-laws but not exceeding a term of two (2) years. ● The BOD are responsible for strategic planning, direction-setting, policy- formulation and

BY RESOLUTION, exercise all powers of the cooperative that are not reserved for the general assembly. ●

Review the annual plan and budget and recommend for the approval of the GA

● Evaluate the capability/qualification and recommend for the approval of the GA the engagement of the services of an External Auditor ●

Appoint and terminate based on just cause

the General Manager

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Formulate and review the vision, mission and goals of the cooperative

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Establish performance evaluation system at all levels

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Review and approve the organizational and operational structures

● No limitation as to number of consecutive terms to hold office (permissive not mandatory) ● Shall hold office until their successors are duly elected and qualified, or until duly removed for cause. ● The board of directors shall elect from among themselves the chairperson and vicechairperson, and appoint other officers of the co-op from outside the board in accordance with the provisions of the by-laws.

Chairperson

● Set and prepare the agenda for board meetings secretary other members of the BOD ●

in coordination with the

Preside in all meetings of the BOD and General Assembly

● Sign contracts, agreements, certificates and other documents on behalf of the cooperative as authorized by the BOD or by the GA as prescribed in the by-laws Vice Chairperson ●

Perform all duties and functions of the Chairperson in the absence of the latter

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Perform such other duties as may be delegated to him/her by the Board of Directors

2.1.2. General Manager ● Oversee the overall day-to-day business operations of the co-op 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 BOD or the GA ● Formulate and recommend in coordination with the operating departments under his/her supervision the co-op’s Annual and Medium Term Development Plan, programs and projects for approval of the BOD and ratification of the GA ● Implement the duly approved plans and programs of the cooperative and any directive or instruction of the BOD

other

● Provide and submit to the BOD monthly reports on the status of the co-op’s operation vis-a-vis its target and recommend appropriate policy or operational changes, if necessary. ● Represent the cooperative in any agreement, contract, business dealings, and in any other official business transaction as may be authorized by the BOD ●

Ensure compliance with all administrative and other requirements of regulatory bodies

2.1.3. Treasurer

● Ensure that all cash collections are deposited in accordance the Board of Directors

with the policies set by

● Have custody of funds, securities, and documentations relating to assets, liabilities, income and expenditures ● Monitor and review the financial management operations of the cooperative, subject to such limitations and control as may be prescribed by the Board of Director

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Ensure the maintenance of full and complete records of cash transactions

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Ensure the maintenance of a Petty Cash Fund

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Maintain a Daily Cash Position Report

2.1.4. Secretary ●

Keep an updated and complete registry of all members

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Record, prepare and maintain records of all minutes of meetings of the BOD and the GA

● Ensure that the necessary actions and decisions of the BOD are transmitted to the management for compliance and implementation ●

Issue and certify the list of members who are entitled to vote as determined by the BOD

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Prepare and issue Share Certificates and maintain the share and transfer book

● Serve notice of all meetings called and certify the presence of quorum in the conduct of all meetings of the BOD and the GA ●

Keep copies of the Treasurer's reports and other reports

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Serve as custodian of the cooperative seal

● at

Coordinates with the Chairperson and the GM to make sure that Agendas are prepared least one week before a meeting and that all reports are in place

2.1.5. Committees ●

Audit Committee

- elected by the GA

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Election Committee - elected by the GA

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Education & Training Committee - appointed by the BOD

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Mediation/Conciliation Committee – appointed by the BOD

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Ethics Committee - appointed by the BOD

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Gender and Development Committee – appointed by the BOD

● Other committees necessary for the conduct of the affairs of the cooperative (e.g. Credit committee)

a)

Audit Committee

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Audit the performance of the cooperative and its various responsibility centers

● Monitor the adequacy and effectiveness of the cooperative's management and internal control system ● Submit reports on the result of the internal audit and recommend necessary changes on policies and other related matters on operation to the GA ● Review continuously and periodically the books of account, financial records, and policies governing internal control, accounting and risk management to ensure that these are in accordance with the cooperative principles and generally accepted accounting procedures.

b)

Election Committee

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Formulate election rules and guidelines and recommend to the GA for approval.

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Implement election rules and guidelines duly approved by the General Assembly.

● Supervise the conduct, manner and proceedings of election and other election- related activities and act on the changes thereto. ●

Canvass and certify the results of the election.

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Proclaim the winning candidates.

● Decide election and other election-related cases except those involving the Election Committee or its members.

c)

Mediation & Conciliation Committee

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Conduct mediation-conciliation proceedings and services

● Formulate, develop and improve the Conciliation-Mediation policies, guidelines and program and ensure its proper implementation ●

Issue the Certificate of Non-Settlement (CNS)

● Submit semi-annual reports of cooperative cases to the Authority within fifteen (15) days after the end of every semester

d)

Ethics Committee

● Formulate, develop, implement and monitor the Code of Governance and Ethical Standards (CGES) to be observed by the members, officers and employees of the cooperative subject to the approval of the Board of Directors and ratification by the GA ● Conduct initial investigation or inquiry, upon receipt of a complaint involving violations of the Code of Governance and Ethical Standards.

● Submit report on its recommendation together with the appropriate sanctions to the Board of Directors (BOD) for its proper action, or to the remaining members of the BOD if the violation is committed by any member of the Board.

Provided, that if the remaining members of the BOD fails to act on the report within a period of thirty (30) days or the violation is committed by the majority of the Board, the Audit committee shall act on the same.

e)

Education and Training Committee

● Keep members, officers, staff well-informed regarding the co-op’s goals/objectives, policies & procedures, services ●

Plan and implement educational programs for co-op members, officers and staff

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Develop promotional and training materials for the cooperative

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Conduct/coordinate training activities

f)

Gender and Development Committee

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Conduct gender analysis

● Develop and recommend GAD and Gender Equality (GE) policies and programs/activities/projects to the BOD ● Monitor and assess progress in the implementation of GAD programs/activities/projects towards achieving GE