DP-04

NCT Forestry Co-operative Limited

Administration Services
Department

Document Number: DP-04

Revision 3
Author:
Administration Services Manager / Approved

This document is valid as a hard-copy for 24 hours from date and time of printing.Page 1 of 6

2018/09/12

01:27 PM

DP-04

NCT Forestry Co-operative Limited

1.Purpose and Scope

To provide an administrative service to NCT Forestry Co-operative and NCT tree Farming Pty Ltd. These functions include switchboard operation, land bank loans, harvesting contracts, legal matters, debt collection, credit facilities, member applications, election of office bearers, purchase and sale of property and member filing.

2.Responsibility for Implementation

Administration Services Manager (ASM)

Administration Services Secretary (ASS)

Admin & HR Administrator (AHR)

Switchboard Operator (SO)

Member Services Manager (MSM)

Member Services Co-ordinator (MSC)

Administration Clerk (AC)

References

N/A

4.Process

4.1Switchboard and Reception /
Resp
  • Operate switchboard during NCT office hours.
/

SO

  • Ensure adherence to switchboard relief roster during lunch breaks.
/ SO/
AHR
  • Maintain operational status of switchboard.
/ SO
  • Maintain and communicate an up to date internal extension list.
/ SO
  • Ensure after hours answering service is operational.
/ SO
  • Each morning communicate after hours messages to relevant staff member by E mail and remove these messages from the record.
/ SO
  • Secure the switchboard at the end of each working day.
/ SO
  • Control access to NCT main entrance during NCT working hours.
/ SO
4.2 Land Bank Loans /
  • On receipt of a loan request from a member, inform member of NCT policy guidelines.
/

ASM

  • Determine whether sufficient funds are available to meet the request.
/ MSM
  • In the event of the member deciding to proceed with the application.
/ ASM
  • Instruct the relevant Member Services Co-ordinator to complete documentation as specified in the first 3 steps of the Land Bank Application checklist.
/ ASM
  • Co-ordinate completion of the required documentation and return this documentation to the Administration Division – NCT.
/ MSC
  • Submit the application to the next full board meeting for approval.
/ ASM
  • On approval, inform the member and co-ordinate completion of documentation as per steps 4 to 10 on the Land Bank Application checklist.
/ ASM
  • Indent funds and transfer upon verification of security
/ ASM
  • Copy loan agreement and recovery plan (including recovery method) to Accounts Division.
/ ASM
  • Inform Timber Services Division if recovery of loan is to be made from the applicant’s timber deliveries.
/ ASM
  • Co-ordinate the cancellation of the bond on completion of loan repayments.
/ ASM
4.3 / Harvesting Contracts
  • Receive a completed Timber Contract - Foresters Draft Sheet (NCT/T022) from field staff members.
/ ASM
  • Review enquiry to ensure all required information has been submitted. If needed, additional information will be requested from the responsible staff member.
/ ASM
  • Draft contract, check for accuracy and submit to responsible field staff member for review.
/ ASM
  • Submit contract to involved parties for approval signatures
/ ASM
  • On return of signed contract, check the document for completeness and allocate a contract number as per Harvesting Contract Register.
/ ASM
  • Distribute copies of the contract to the contracting parties and one copy to TSD. The original contract to be kept in a Current Contracts file.
/ ASM
  • Any requested amendments are processed as above, documented, signed and attached to the original.
/ ASM
  • On completion of the contract, co-ordinate signing of Contract Release form (NCT/T027) by the contracting parties.
/ ASM
  • Attach the release form to the applicable contract and keep the original document on file for a minimum of 3 years.
/ ASM
4.4 / Legal Matters
4.4.1 Legal Advice
  • On request from a member or a NCT employee investigate and source information or seek advice. Thereafter make recommendations to the member or employee.
/ ASM
4.4.2 Legal Property Matters (Loan schemes and standing sales)
  • Requests may consist of security of property, registration of bonds, obtaining of cessions/ guarantees etc.
/ ASM
  • Gather relevant information regarding members request and submit to the NCT Board for approval.
/ ASM
  • On approval, gather the required documentation and process the request.
4.4.2.1Loan Schemes
  • Approval of all loan schemes shall be approved by the Afforestation loan Schemes committee (the Committee).
  • Security offered by the applicant (for areas greater than 50 ha) shall be approved by ‘the Committee’.
  • All costs pertaining to the application and registration of the security shall be borne by the applicant.
  • An afforestation loan payment for an area in excess 50 ha shall not be paid until such time as the applicants security has been registered and NCT has duly received such notice of registration.
/ ASM
4.4.3 Debt Collection
  • Debtors falling under CGIC (Credit Guarantee Insurance Corporation) are dealt with as per CGIC procedures.
/ ASM
  • Outstanding debts that are not insured through CGIC are addressed as instructed by the Financial Manager. Applicable information and or documentation is collected and handed to attorneys. Outstanding matters are followed up on a pre-determined pending cycle.
/ ASM
4.5 Credit Facilities
  • On receipt of a credit application (consisting of Credit Application form – NCT/C002; Suretyship – NCT/C001; Condition of Sale – NCT/C008; Buyer Master File Input Sheet - NCT/T003 and VAT Registration Certificate) from the district office, ensure correct completion of all documentation and check whether credit facility is required.
/ ASM
  • Apply for 60 day facility from CGIC (Credit Guarantee Indemnity Corporation). Keep record of the application.
/ ASM
  • Clear/solve any queries received from CGIC with district office.
/ ASM
  • When cover is granted by CGIC, communicate outcome to district office and prepare a Computer Input form - NCT/T003 (communication is formally completed and records kept)
/ ASM
  • Create a Minor Buyers file where all the above documentation is filed.
/ ASS
  • Exclusions are conglomerates, public companies, and major buyers as they are considered to be of no or minimal risk and as such are excluded from the CGIC process. Records maintained for these organisations include: Buyer Master File Input sheet; NCT/T003 and VAT certificates.
/ ASM
  • In the event of CGIC cover being declined, negotiate alternative forms of security acceptable to NCT. Records to be kept as per CGIC procedure.
/ ASM
4.6 Membership Application
  • The following documentation is required on receipt of Membership Application form district office:
-NCT/A001 - Share Application (DP0401)
-NCT/A003 - Detail of Contracted Timber (DP 04 03)
-NCT/A002 - Farm Information Update (DP 04 02)
-NCT/A005 – Member Data Form – attach copy of VAT Certificate and application payment (if applicable) (DP 0404)
-NCT/T001 - Consent for VAT invoicing (DP0408)
-NCT/T002 - Electronic Funds Transfer Acceptance Form. Attach proof of Banking details (cancelled cheque, letter from bank or bank statement
-Commitment Agreement – Conditional (DP04 08).and unconditional (DP 04/09)
Ensure all documentation is adequately completed and attached. / ASM
  • Submit application to the next convenient Management meeting for verification. Applications not verified by management are to be cleared
/ ASM
  • Submit the application to the board for approval on verification by management. Address all queries by the Board.
/ ASM
  • Communicate the Boards decision to applicants. Record of the communication is to be maintained.
/ ASM
  • Forward signed Commitment Agreement to the General Manager for acceptance
/ AC
  • Forward originals of NCT/A005, NCT/T001, NCT/T002 and copy of VAT Certificate to the IT department for data capture and filing.
/ AM
  • Copy of NCT/A002 is forwarded to the Mapping Specialist
/ ASS
  • Open a Member file and file NCT/A002 and NCT/A003
/ AC
  • File NCT/A001 – Share Application and receipt in box file – Membership Applications.
/ ASS
  • On receipt of share transfer application (DP 0406) (Transfer of Shares, Stock, Debentures or options – QPW/PMB S482) process application as per 4.6.1 to 4.6.8.
/ ASM
4.7 Election of Officers
  • Ensure election is in accordance with procedure as documented in the NCT statute (clause 4.1)
/ ASM
4.8 Member Filing
  • Hand all member filing related documentation to the Administrations Clerk.
/ ALL
  • Scan documents into relevant member file on electric filing system (Alchemy).
/ AC
  • Place original/hard copy in the members folder in the filing system.
/ AC
  • Ensure filing system is secure / access controlled and documents are easily retrievable.
/ AC
4.9 Travel Bookings
  • All flight, car hire and hotel reservations must be made by completing the Travel Booking Request form (DP 0411).
/ All
  • The Travel Booking Request form is to be forwarded to the General Manager’s Secretary for booking arrangements to be confirmed.
/ All
  • Confirmation request to be confirmed and confirmation returned to applicant
/ GMS
  • In order to secure the requested flights, all Travel Booking Requests to be completed such that the General Managers Secretary is given at least one weeks notification.
/ All

5.Human Resources (HR)

5.1 Employee Training

See Dp-08

6.Attachments

N/A

7.Records

N/A

This document is valid as a hard-copy for 24 hours from date and time of printing.Page 1 of 6

2018/09/12

01:27 PM