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Cooperative Annual Progress Report

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Cooperative Development Authority
Cooperative Annual Performance Report (CAPR) Form

As of December 31,

BOX 1: To be filled up by CDA Staff only

Received by: Date Received

Validated by: Date Validated

Encoded by: Date Encoded

Verified/Reviewed by: Date Verified/Reviewed

INSTRUCTIONS TO COOPERATIVES

1. The CAPR Form shall be uniformly used by ALL COOPERATIVES.

2. All blanks shall be filled-up with appropriate information.

3. The submission of the duly accomplished CAPR Form shall be done ANNUALLY within One Hundred Twenty (120) days after the end of the Calendar year.

4. Submission to CDA shall be done through registered mail, electronic mail or hand-carried to concerned CDA Extension Offices in accordance with Rule 8 IRR and MC No.2011-06. The reports shall be typewritten or handwritten (print).

5. The Accountant/Bookkeeper/Compliance Officer shall fill-up the CAPR Form.

6. The Chairman of the Board and General Manager shall certify to the truthfulness and correctness of the information contained herein.

7. This form shall be submitted in three (3) copies; 1 for EO, 1 for CDS & 1 for coop.

GENERAL INFORMATION

A. Cooperative Identification Number (CIN):

B. Name of Cooperative as of latest amendment:

C. Registration Number (under RA 9520):

D. Date Registered:

Original Date of Registration:

Registration Date under RA 9520:

E. Present Address of Cooperative:

F. Category of Cooperative:

G. Type of Cooperative

H. Business Activities:

Financial Intermediation

Mining and Quarrying

Construction

Transport, Storage & Communication

Real Estate, Renting & Business Activities

Health & Social Work

Fishing

Electricity, Gas & Water supplies

Education

Agriculture, Hunting & Forestry

Manufacturing

Hotel & Restaurants

Wholesale & Retail Trade; Repairs of Motor Vehicles, Motorcycles, and Personal & Household Goods

Funeral

Others, Specify

H1. Products/Commodities

H2. Services Rendered (please specify)

H3. Annual Volume of Business (Amount in Php):

H3.a For Credit, Loans granted

H3.b For Service, Gross receipt

H3.c For Consumer/Marketing/Sales

I. Information on Number of Employees

Number of Employees Current Year
Male Female TOTAL
Full-time
Part-Time
Total

J. Information on Number of Volunteer Workers

Number of Volunteer Workers Current Year
Male Female TOTAL
Volunteer

K. Contact Person

a. Name:

b. Designation:

c. Phone Number:

d. Fax Number:

e. Email Address:

L. Information on Membership

Particulars For Primary For Secondary For Tertiary Other Juridical Persons
Male Female Primary Secondary
No. of Regular members
No. of Associate members
Total No. of Members
Target/Potential Membership

L1. Membership Composition (Indicate Number)

a. Farmers

b. ARBs

c. Fisherfolk

d. OFWs

e. Teachers

f. Rebel Returnees

g. Indigenous People

h. Differently Abled/PWD

i. Senior Citizen

j. Women

k. Youth

l. Others, specify

(In case of residential membership there can be multiple entries)

L2. Information on Cooperative Branches/Satellite Offices

Numbers
Branch Office
Satellite Office

L3. Details of Cooperative Branches/Satellites

Address of Branch/Satellite No. Members Male No. Members Female Volume of Business (Php) Paid Up Capital Savings Generated

M. Certificate of Good Standing (CGS)

Regular Special

CGS No.

Date Issued

N. Certificate of Tax Exemption/Ruling

Date Issued

Validity

O. Information on Savings Deposits

Type of Deposits Regular Members Associate Members
No. of Members with deposit accounts No. of Accounts Total Amount No. of Members with deposit accounts No. of Accounts Total Amount
Savings deposits
Time deposits
Other types of deposits, please specify
Total

P. Information on Capitalization

Common Preferred Total
Authorized Capital
Subscribed Capital
Paid-up Capital
Deposit for Capital Subscription
Par Value per Share

Q. Information on Statutory Reserves

Amount utilized for the year Accumulated Balance
General Reserve Fund
CETF
Remitted to Federation/Union
Retained amount
Community Development Fund
Optional Fund

R. Information on External Audit

a. Date of last audit

b. Period of Operation Covered by the last audit

c. Name of external auditor

S. Ratings

I. Social Audit

1. Organization

2. Membership

3. Staff

4. Cooperation Among Cooperatives

5. Community and Nation

6. Network, Alliances & Linkages

TOTAL

II. Performance Audit

1. Organizational Aspect

2. Social Aspect

3. Economic Aspect

3a. Adequacy of Internal Control

3b. Financial Ratios

3b.1 Profitability Performance

3b.2 Institutional Strength

3b.3 Structure of Assets

3b.4 Operational Strength

TOTAL

III. PESOS (For Credit/Multipurpose with credit operations and segregated books of account)

1. Portfolio Quality

2. Efficiency

3. Stability

4. Operations

5. Structure of Assets

TOTAL

Accountant

Bookkeeper

Compliance Officer

Certified True and Correct:

General Manager

Chairman

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What the Cooperative Annual Progress Report Is

A Cooperative Annual Progress Report is a yearly document that records a cooperative's governance actions, financial summary, operational milestones, and member-facing activity during the reporting period. It summarizes management decisions, program outcomes, membership changes, and material events that affect the cooperative's status. The report supports transparency to members, compliance with cooperative bylaws and any applicable state or federal reporting obligations, and creates an official record for lenders, regulators, and auditors.

Why Maintaining an Annual Progress Report Matters

The report provides a formal record of governance, finances, and member communications that supports legal compliance, informed member oversight, and continuity across fiscal years. It helps identify trends, document required filings, and reduce risk by creating a reproducible, retained record.

Why Maintaining an Annual Progress Report Matters

Who Typically Prepares and Reviews This Report

Several parties inside and outside the cooperative rely on the annual report for oversight and regulatory purposes.

  • Board members and officers who approve and certify annual results and minutes of meetings.
  • General managers or administrators who compile financials, operations data, and narrative summaries.
  • Compliance officers, lenders, and regulators who review the report for statutory or contractual requirements.

The document is intended for internal governance, member distribution, and external stakeholders such as regulators and lenders.

Representative Signatories and Their Roles

Board President

Typically signs to certify accuracy and board approval. The president attests that the report reflects board actions and authorizes distribution to members and external parties.

General Manager

Usually prepares and signs sections related to operations and finance. The general manager provides narrative context, financial reconciliations, and confirms supporting schedules are attached.

Security and Compliance Checklist for the Report

In-transit Encryption: TLS 1.2/1.3 in transit encryption
At-rest Encryption: AES-256 encryption at rest
Audit Trail: Comprehensive audit trail retained
HIPAA Support: HIPAA compliant, BAA available
Regulatory Acts: ESIGN and UETA compliant
Certifications: SOC 2 Type II and ISO 27001

Key Penalties and Legal Risks to Watch For

Late Information Reports: IRS penalties $60–$330 per form (IRC §6721)
I-9 Violations: Civil fines $281–$2,789 per violation (8 CFR §274a.2)
HIPAA Breaches: Six-year retention and breach exposure (45 CFR §164.530(j))
Contractual Breach: Loss of grants, lender default risk
Notarization Errors: Invalid acknowledgements may void filings
Member Disputes: Operational delays and litigation exposure

Common Preparation Pitfalls to Avoid

  • Using inconsistent fiscal periods across schedules, which can cause reconciliation problems and confuse members and auditors.
  • Failing to attach signed board minutes or supporting financial schedules, resulting in incomplete submissions and follow-up requests.
  • Relying on outdated member lists when distributing the report, leading to missed notices and potential compliance issues.
  • Omitting required attestations or certifications from authorized signers, which can make the document unacceptable to regulators or lenders.

Step-by-Step: How to Prepare the Annual Progress Report

Follow a structured sequence to compile, review, approve, and distribute the report to keep the process auditable and timely.

  • 01
    Gather Data: Collect financials, membership, and operational metrics
  • 02
    Draft Narrative: Write management summary and notable events
  • 03
    Board Review: Present draft for board approval and corrections
  • 04
    Finalize & File: Obtain signatures and submit to required parties

Where to Send or File the Completed Report

Routing depends on bylaws, lender agreements, and state statutes; confirm required destinations before finalizing the document.

  • Members: Distribute the final report to all members per bylaws
  • Board and Officers: Provide certified copy to board and company officers
  • Lenders and Investors: Send copies to lending institutions if contractually required
  • Regulators: File with state regulator if statutory filing required

Digital Workflow Settings for eSubmission

Configure a reproducible, auditable workflow for digital completion and delivery to ensure consistent processing.

Field Configuration
Template Use a single PDF/DOCX template for uniformity
Authentication Email or SMS OTP for signer verification
Routing Sequential signing with required signer order
Storage Encrypted cloud retention with access controls

Technical Requirements for eSubmission and Distribution

Choose a platform that supports secure eSignatures, audit trails, and the file formats you use for your report.

  • File Formats: PDF, DOCX, XLSX supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: Email, SMS, or advanced 2FA

Typical Timing and Deadlines to Track

Deadlines vary by cooperative bylaws and by state; set an internal timeline aligned with fiscal year-end and any statutory filing windows.

Fiscal Year Close:

Prepare initial draft within 30 days after year-end

Board Approval:

Schedule approval within 60 days after year-end

Member Distribution:

Distribute to members per bylaws timing requirements

Regulatory Filing:

File with state regulator if required; timelines vary

Auditor Review:

Provide supporting records promptly upon request

Key Milestones from Draft to Filing

Track four sequential milestones to keep the report on schedule and maintain an auditable progression from drafting to distribution.

01

Data Collection

Compile financials, member rolls, and program results

02

Draft Preparation

Assemble narrative and attach supporting schedules

03

Governance Approval

Board reviews and formally approves the final report

04

Filing & Distribution

Certify signatures, file with required entities, and send to members

eSignature Vendor Pricing Snapshot for Report Signing

Compare typical starting prices and key feature availability across common eSignature vendors to evaluate cost and compliance fit for annual report workflows.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Practical Examples from Organizations Using Digital Signing

Real-world cases illustrate how digitized signing simplified annual reporting and preserved audit trails for review and distribution.

Optica Ventures (COO)

Optica needed simpler remote signings for partner documents

  • The interface is simple and easy-to-use for our team
  • This reduced turnaround time and made it easier for external partners to sign without in-person meetings, while keeping records auditable and retrievable.

Fertility Centers of Illinois (Founder)

The clinic required secure, compliant forms for patient and governance records

  • The team praised responsiveness and API capabilities
  • The platform enabled secure workflows, preserved audit trails for compliance reviews, and improved operational continuity across locations.

Practical Tips for Accurate and Efficient Reporting

Follow consistent templates, verify signatory authority, and keep an organized evidence package to speed approvals and reduce rework.

Use a Standard Template
Adopt a single template for annual reports to ensure consistent fields, predictable workflows, and simpler comparison year over year. Templates reduce data-entry errors and simplify auditor review by providing uniform schedules and references.
Verify Signer Authority
Confirm signatory authority before finalizing. Board resolutions or bylaws should be on file and accessible to avoid delays caused by questions about who is authorized to sign or certify the report.
Attach Supporting Schedules
Include reconciled financial schedules, board minutes, and member rolls as attachments. Clear cross-references between the narrative and exhibits help reviewers validate reported numbers and actions quickly.
Preserve an Audit Trail
Use electronic workflows that capture timestamps, IP addresses, and signer authentication logs. A tamper-evident audit trail reduces disputes and supports regulatory or lender examinations.

Frequently Asked Questions and Practical Answers

Answers to common questions about signing, filing, and correcting the Cooperative Annual Progress Report.


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