A cooperative works on a different logic from capital companies: the aim is not to distribute profit but to meet the needs of the members. This difference is visible in the documents too, and in translation the automatic use of capital company terms produces a wrong impression of the structure.
The logic of membership
A cooperative is set up to protect the economic interest of its members. The aim differs from that of a capital company. The difference is reflected in the documents.
Membership share
The members undertake a certain share, and this undertaking is recorded. The share structure appears in the documents in figures. The fields are carried over exactly.
Membership certificate
The document showing a person's membership is a separate record and works differently from the share certificate in capital companies. The document is requested in formal procedures. The list is prepared at the start of the job.
Articles of association
The cooperative's fundamental text is its articles of association, which define the aim, the conditions of membership and the organs. The structure and the terms are specific to this form. The set pattern is preserved.
Terms being specific to the form
Capital company terms are not used directly in these texts; the concepts of member, share and general meeting rest on a different logic. A wrong term produces a wrong impression of the structure. The list is set up separately.
General meeting resolutions
Fundamental decisions are taken at the general meeting and documented in minutes. The structure of the minutes is formulaic and follows the order of the agenda. The order is not changed.
Board of directors
Executive authority lies with the board of directors, and its resolutions are documented in minutes. Each resolution carries a number and a date. The fields are verified.
Supervisory board
The audit reports form a separate document set and are presented to the general meeting. The two documents refer to each other. The link is preserved.
Relationship with the higher union
Many cooperatives are affiliated to a higher union. The relationship is visible in the documents. The entry is carried over.
Correspondence with the union
Correspondence with the higher union may be formal in nature. The texts are formulaic. They are carried over with care.
Lists of members
Lists of members carry personal data. Access is restricted. The rule is applied.
Documents in housing cooperatives
In housing cooperatives title deed and construction documents enter the file too. The variety of documents increases. The list grows.
Documents in agricultural cooperatives
Production and delivery records are added to the document set. The terms are specific to the field. Expertise is required.
The liquidation process
Liquidation produces its own documents. The process is tied to records. The file is handled as a whole.
Recognition in procedures abroad
The equivalent of this form varies from country to country. The original name is preserved and an explanation is added. The method is cautious.
Use in international projects
Cooperatives submit documents in international fund and project applications. Translation is requested in these files. The scope is defined.
Fund application files
The application specification states which documents are to be translated. The specification is read first. The list comes from there.
Certification level
In formal applications a certified translation may be requested. The expectation is learned from the organisation concerned. No assumption is made.
Regularity of the document cycle
Because general meeting and audit documents repeat every year the structure is fixed; once the term list and the template have been set up, only the fields that have changed are worked on in later years. The arrangement becomes predictable. The gain is cumulative.
Limits of liability
What is described here is for information purposes and does not replace a legal opinion. Assessment in matters of cooperatives legislation belongs to the authorised persons. The limit is stated.