LAYOUT FOR CO-OPERATIVE SOCIETY LIMITED

INVESTMENT POLICIES AND PROCEDURES

DATE………………..YEAR
Table of Contents
1.0 PURPOSE .......................................................................Error! Bookmark not defined.
1.1 Investment policy statement ....................................Error! Bookmark not defined.
2.0 AUTHORITY .................................................................Error! Bookmark not defined.
2.1 Board of directors .....................................................Error! Bookmark not defined.
2.2. The Finance & Investment Committee ...............................Error! Bookmark not defined.
3.0. Investment objective ...............................................................Error! Bookmark not defined.
3.1 Liquidity support ........................................................Error! Bookmark not defined.
4.0 AUTHORIZED INVESTMENTS ...........................................Error! Bookmark not defined.
4.2. Options that can be adopted by FIC (specified in multipurpose co-operative bye-laws)
....................................................................................................Error! Bookmark not defined.
4.2.1. Consumer .....................................................................Error! Bookmark not defined.
4.2.2. Real Estate ...................................................................Error! Bookmark not defined.
4.2.3. Transport ......................................................................Error! Bookmark not defined.
4.2.4. Poultry ..........................................................................Error! Bookmark not defined.
4.2.5. Agriculture ...................................................................Error! Bookmark not defined.
4.2.6. Firewood and Charcoal ................................................Error! Bookmark not defined.
4.2.7. Mining ..........................................................................Error! Bookmark not defined.
4.2.8. Fishing..........................................................................Error! Bookmark not defined.
4.2.9. Handicraft ....................................................................Error! Bookmark not defined.
4.2.10. Livestock/Diary..........................................................Error! Bookmark not defined.
4.2.11. Society Investment Fund............................................Error! Bookmark not defined.
5.0 INVESTMENT LIMITS ..............................................Error! Bookmark not defined.
5.1 Diversification of investments ...............................Error! Bookmark not defined.
6.0 MANAGEMENT OF FIC INVESTMENT PORTFOLIO AND JOINT
INVESTMENTS ..........................................................................Error! Bookmark not defined.
6.1. Investment partnerships ......................................................Error! Bookmark not defined.
6.2. FIC Investment Subsidiary Company .................................Error! Bookmark not defined.
7.0 RISKS ......................................................................................Error! Bookmark not defined.
7.1 Philosophy & Mandate ..............................................Error! Bookmark not defined.
7.2. Parameters & mitigates .......................................................Error! Bookmark not defined.
8.0 DISCLOSURE OF CONFLICTS ........................................Error! Bookmark not defined.
9.0 PRIORITY OF TRANSACTIONS...................................Error! Bookmark not defined.
10.0 NOTIFICATION ............................................................Error! Bookmark not defined.
11.0 REVIEW .........................................................................Error! Bookmark not defined.
 INTERNAL PURCHASING POLICY & ASSET MANAGEMENT PROCEDURES
MANUAL ………………………………….

The Internal Purchasing Policy & Asset Management Procedures manual was passed
and endorsed as fit to run and support the business of Society on this ………….day of
…………. ……………..

Name Signature:
Board Chairman
……………………
Name Signature:
Treasurer
……………………

Name Signature:
Secretary
……………………
Contents
1. SECTION I: General Policy and Information - The Policy ..... Error! Bookmark not
defined.
1.1 Introduction ................................................................. Error! Bookmark not defined.
1.2 Purpose ........................................................................ Error! Bookmark not defined.
1.3 Objectives .................................................................... Error! Bookmark not defined.
1.4 Approach ..................................................................... Error! Bookmark not defined.
1.5 Principles ..................................................................... Error! Bookmark not defined.
1.6 Purchasing Methods and Thresholds ........................... Error! Bookmark not defined.
1.7 Exceptions ................................................................... Error! Bookmark not defined.
1.8 Ethical Behavior .......................................................... Error! Bookmark not defined.
2 SECTION II: Purchasing Management - The Procedures ........... Error! Bookmark not
defined.
2.1 Definitions ................................................................... Error! Bookmark not defined.
2.2 Planning ....................................................................... Error! Bookmark not defined.
2.3 Notification .................................................................. Error! Bookmark not defined.
2.4 Purchasing Requests .................................................... Error! Bookmark not defined.
2.5 Asset Acquisition ......................................................... Error! Bookmark not defined.
2.6 Procurement Methods .................................................. Error! Bookmark not defined.
2.7 Tender Documents ....................................................... Error! Bookmark not defined.
2.8 Submission and Opening of Bids for big Contracts .... Error! Bookmark not defined.
2.9 Internal Bid Opening ................................................... Error! Bookmark not defined.
2.10 Negotiations ............................................................. Error! Bookmark not defined.
2.11 Legal Contract/Purchase Orders (PO’s)................... Error! Bookmark not defined.
2.12 Procurement Report ................................................. Error! Bookmark not defined.
2.13 Contract Implementation Schedule .......................... Error! Bookmark not defined.
2.14 Receiving Goods and Authorizing Payments .......... Error! Bookmark not defined.
2.15 Competitive Purchasing ........................................... Error! Bookmark not defined.
2.16 Written Solicitation .................................................. Error! Bookmark not defined.
2.17 Preparation of documentation .................................. Error! Bookmark not defined.
2.18 Price Adjustment ...................................................... Error! Bookmark not defined.
2.19 Variations ................................................................. Error! Bookmark not defined.
2.20 Advertised Competition ........................................... Error! Bookmark not defined.
2.21 Pre-Qualification ...................................................... Error! Bookmark not defined.
2.22 Mid Tender Meeting ................................................ Error! Bookmark not defined.
2.23 Opening and Inspection of tenders .......................... Error! Bookmark not defined.
2.24 Changes to Tenders .................................................. Error! Bookmark not defined.
2.25 Evaluation of the Tenders ........................................ Error! Bookmark not defined.
2.26 Rejection of Tenders ................................................ Error! Bookmark not defined.
2.27 Award of the Contract .............................................. Error! Bookmark not defined.
2.28 Contract Administration........................................... Error! Bookmark not defined.
2.29 Debriefing unsuccessful Tenderers .......................... Error! Bookmark not defined.
2.30 Complaints ............................................................... Error! Bookmark not defined.
2.31 Payment.................................................................... Error! Bookmark not defined.
SECTION III: Asset Management - The Procedures Error! Bookmark not defined.
3.1 Engraving of Assets ..................................................... Error! Bookmark not defined.
 3.2 Maintenance of Asset Records ................................... Error! Bookmark not defined.
3.3 Premises ....................................................................... Error! Bookmark not defined.
3.4 IT Equipment ............................................................... Error! Bookmark not defined.
3.5 Other Assets ................................................................. Error! Bookmark not defined.
3.6 Movement of Assets .................................................... Error! Bookmark not defined.
3.7 Responsibility of Assets .............................................. Error! Bookmark not defined.
3.8 Record .......................................................................... Error! Bookmark not defined.
3.9 Asset Disposal ............................................................. Error! Bookmark not defined.
3.10 Insurance .................................................................. Error! Bookmark not defined.

Section IV-Annexes Error! Bookmark not defined.

Annex I: Purchase Requisition Form Error! Bookmark not defined.
Annex 2: Maintenance of Computers and Accessories Error! Bookmark not defined.
Annex 3: COMPUTER MAINTENANCE SCHEDULE FORM Error! Bookmark not
defined.
Annex 4: Assets Service Schedule Error! Bookmark not defined.
Annex 5: Asset Movement Voucher Error! Bookmark not defined.
Annex 6: Certificate of Destruction Error! Bookmark not defined.
Annex 7: Procurement Report for the Month of Error! Bookmark not defined.
Annex 8: Contract Implementation Schedule Error! Bookmark not defined.
Annex 9: Record of Bids Opened Error! Bookmark not defined.
Annex 10: Terms of Reference for the Procurement Committee Error! Bookmark not
defined.
B. Composition of the Procurement Committee Error! Bookmark not defined.