Purchasing Goods & Services Policy

This policy is applicable to those members who are authorized to purchase either goods or services on behalf of Alfalfa House (with the exception of fruit & vegetables and groceries purchased for the sole purpose of re-sale).

The only persons who are authorized to make any such purchases on behalf of the co-op are as
follows:-

• The MC as a collective
• The Manager

Any purchase of goods and services should be done by way of a consultative process with all the above entities wherever possible.

Any expenditure above $250.00 or equivalent value in trade must be ratified by the MC.

In circumstances where the consultative process may not be possible or practicable:-

• it should be noted that where MC have not been involved in the consultation a limit of spending of $250.00 is applicable. MC are to be notified as soon as practicable of any major purchase
  made in these circumstances.
• Exception to this policy include consumables such as stationary and other items used in the day to day running of the co-op which may be made by the Manager, but should be recorded and
  presented in the Manager’s monthly report in category format eg. stationary, computer consumables, etc.

Any equipment purchased should be appropriately recorded in the assets register.

Services

Wherever possible, members who may have the necessary skills and qualifications and are known to be reliable and willing to assist the co-op should be contacted in the first instance to provide such services as may be needed in exchange for extra discounts in lieu of payment for their services.

The member should provide a written statement/ invoice as to the value of their work and come to an agreement which is to take a written form, as to the value of the extra discounts they are
to receive prior to any work being commenced.

The cost of any materials used in these circumstances must be submitted by the member and paid for by the co-op unless the member is unwilling to accept payment for such materials in
which case the value of the materials is to be written up as a donation.

Emergency breakdowns

In the case of an emergency such as a breakdown of any essential equipment or services eg fridges, computers, power or water supply which will cause a loss to the co- op or disrupt business, the manager or any member of staff may immediately contact the relevant service provider (details of which have been posted ) with the view of having the problem rectified. As soon as practicable thereafter, the manager should be contacted and if the cost of the repairs are over $250.00, the MC should be notified.