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Co-operatives

MINISTRY: Department of Co-operatives formally the Ministry of Employment and Social Welfare now Ministry of Employment, Labour Relations, under Local Government Services, Ministry of Trade and Industry.

VISION: The Department of Co-operatives expects to see all Co-operatives operate as sustainable, viable competitive business enterprises.

MISSION: The Department of Co-operatives (DOC) exists to facilitate the development of viable Co-operative Societies and other enterprises that are capable of contributing positively to sustainable employment generation, poverty reduction and community development. We do this through capacity building, policy implementation, co-ordination, monitoring, evaluation and regulation based on our belief in the effectiveness of group action.

DEPARTMENT OF CO-OPERATIVES (DOC) FUNCTIONS

The Department of Co-operatives is a Government Department responsible for the administration of Co-operative Societies Decree of 1968 (NLCD 252) and regulations. It also facilitates the promotion of Co-operative activities. The functions performed by Department of Co-operatives are divided into three faces;

  1. Facilitatory / Regulatory Function
  2. Social Function
  3. Counseling / Advisory Function

FACILITATORY / REGULATORY FUNCTION

  • Registration of Co-operative Societies
  • Audit/Inspection of Co-operative Societies Accounts
  • Handling enquiries from Co-operative Societies
  • Arbitration / Settling of disputes within Co-operative Societies
  • Dissolution / liquidation of registered Co-operative Societies

SOCIAL FUNCTION

  • Education & Training: Organization of Co-operative groups to promote and encourage the creation of an enabling environment for accelerated growth and development through Co-operative action.
  • Conduct follow-up visits to Co-operative members to monitor performance.
  • Create awareness about benefits of group work in communities.
  • Organize workshop (courses) for Co-operative executives and managers to improve upon capacity building and skills.

 

COUNSELING / ADVISORY FUNCTION

  • Counseling the Co-operatives and the public on Co-operative matters
  • Organize the youth into groups for productive and gainful employment.

POLICY

The Department of Co-operatives pursued the policy of making Co-operatives take care of themselves with little reliance on the government.

  1. REGISTRATION OF A CO-OPERATIVE SOCIETY

 

WHO CAN APPLY?

A group of people doing the same business with a common economic interest who have voluntarily decided to form a co-operative.

PROCEDURE:

Apply in writing to the District Co-operative Officer/Representative in your locality.

  • PROCESSING:

The District Co-operative Officer/Representative acknowledges receipt of application within seven (7) days starting date of visit to the society.

  • The District Co-operative Officer /representative undertake regular visit to: Nurture the group in terms of preparing them to operate as business entities.
  • Educate them on co-operate rules and regulations over a period of at least six (6) months.
  • A feasibility report and other requirements of registration together with a registration fee of GH¢50.00 sent to the Regional co-operative officer for vetting and recommendation for Registration within ten (10) working days after the expiry of the nurturing period.
  • The report is forwarded to the Registrar in Accra for examination and approval or otherwise.
  • Between the Regional Co-operative Officer and the Registrar in Accra, the report is evaluated within twenty (20) working days.
  • Registrar issues certificate of registration if society meets the laid down rules.

The frame from processing to collection of certificate is eight (8) months.

  1. REGISTRATION OF A DISTRICT / REGIONAL UNION

WHO CAN APPLY?

Two or more active primary Co-operative can come together to form a Central Society (Union).

 

PROCEDURE:

Applicant (proposed central society)

Apply in writing to the Regional or District Co-operative Officer in your region/locality as the case may be:

PROCESSING:

  • You will receive acknowledgement of receipt of application within five (5) working days.
  • The Regional Co-operative Officer undertakes a viability assessment of the proposed union for a period of 6 months.
  • The Regional Co-operative Officer sends report on viability test conducted to the Registrar if it is favorable within 5 working days together with a user fee of GH¢5.00
  • The registrar further examines viability report within five (5) working days.

The Registrar issues certificate if application is successful.

  1. REGISTRATION OF NATIONAL ASSOCIATION / CENTRAL SOCIETY

WHO CAN APPLY?

Two or more active unions can come together to form a National Association.

PROCEDURE:

Applicant (proposed National association)

Apply in writing to the Registrar, Accra)

PROCESSING:

  • You will receive acknowledgement of receipt of application within five (5) working days.
  • The Registrar undertakes a viability assessment of the proposed Association for a period of six (6) months.
  • Applicant pays a prescribed fee of GH¢10.00
  • The Registrar critically examines viability assessment report within five (5) working days.

ISSUING OF CERTIFICATE

The Registrar issues certificate of Registration to successful applicant (National Association)

 

  1. REGISTRATION OF A CO-OPERATIVE SOCIETY

PROCEDURE:

Apply in writing to the District Co-operative Officer in your locality. Apex bodies should apply to the Registrar in Accra.

PROCESSING:

The District Co-operative Officer acknowledges receipt of application within seven (7) working days starting date of visit to the society. The District Co-operative Officer or his representative undertake regular visit to:

  • Nurture the group in terms or preparing them to operate as business entities.
  • Educate them on co-operative rules and regulations over a period of at least six (6) months.

A feasibility report and other registration requirements of registration including prescribed fees are sent to the Regional Co-operative Officer for vetting, recommendation and for registration within ten (10) working days after the expiry of the nurturing period. The following application fees should be paid:

            Societies                     -             GH¢50.00

            Union                          -           GH¢100.00

            Association                -           GH¢150.00 

The fees are subject to periodic review.

  • The Regional Co-operative Officer should be in a position to form an opinion on the report from the district Officer within ten (10) working days and therefore submit it to the Registrar in Accra.
  • The report is forwards to the Registrar in Accra for examination and approval or otherwise within five (5) working days.

COLLECTION OR CERTIFICATE

Registrar issues certificate of Registration if society meets the laid down rules. Time frame from processing to collection of certificate is eight (8) months.

 

  1. AUDITING OR REGISTERED CO-OPERATIVE SOCIETY

PROCEDURE:

  • Apply in writing inviting Co-operative Officer to audit the group or the Co-operative Officer carries out routing audit as specified by law. District Co-operative Officer acknowledges receipt of application within five (5) working days starting date of commencement of auditor.
  • Co-operative Officer informs society in writing as to when to carry out the audit.

AUDITING

  • Cooperative Officer undertakes auditing and submits report to society’s Management Committee for action within twenty-one (21) working days.
  • In case the final audit, approval is given by the Regional Co-operative Officer for societies and unions; for apex bodies approvals is given by the Registrar.

Fees: For all types of Co-operatives, except credit unions, an audit fee of 2% of net profit is charged if profit is declared. There is a special arrangement for credit Unions.

Time Frame: Thirty-five (35) working days for the whole process.

  1. HANDLING OF ENQUIRY

PROCEDURE:

  • Aggrieved person or group applies to the Registrar of Co-operatives or his/her representative may initiate the enquiry as the case may be.
  • Registrar/Representative acknowledges receipt of application within five (5) working days.

PROCESSING:

Registrar/representative sets up an enquiry within ten (10) working days of acknowledgement of receipt of application.

SUBMISSION:

Report of enquiry to be submitted within forty (40) days.

TIME FRAME:

From receipt of application to submission of report sixty (60) days.

 

  1. ARBITRATION/SETTING OF DISPUTES WITHIN CO-OPERATIVE SOCIETIES

PROCEDURE:

  • Aggrieved person/applicant applies to the Registrar of Co-operatives/Representative.
  • Registrar/Representative acknowledges receipt of application within five (5) working days.

NOTE: The Registrar/Representative may on his/her own motion initiate arbitration of a co-operative society.

PROCESSING:

  • Registrar appoints an arbitrator by an Executive instrument.
  • Arbitrator gives a two-week notice for hearing.
  • Arbitrator summons the parties to appear before him to state their case.
  • Arbitrator submits findings to Registrar/Representative within two weeks.

TIME FRAME:                       Maximum two months

  1. DISSOLUTION AND LIQUIDATION OF CO-OPERATIVE SOCIETIES

PROCEDURE:

The registrar by an executive instrument cancels the registration of a society by:

  • Appointing a custodian to take care of the books, documents and assets of the society which is not performing to satisfaction or which has voluntarily decided to go into liquidator(s).
  • Liquidator files notice in the gazette announcing the day before which creditors should state their claims for admission.
  • Liquidation prepares and submits to the registrar scheme of distribution of assets of the Liquidated Society.
  • Registrar closes liquidation by giving notice in the Gazette.

TIME FRAME: six (6) months depending on the nature of the case.

CLIENT SERVICES UNIT

A client services unit has been set up within the department of Co-operative to address the problems and grievances of clients are requested to writes, phone or contact personally:

Adentan Municipal Assembly (Department of Co-operatives)

C/o P. O. Box AF 240,

Adentan,

Tel: 0243-273718.