Changes to the name of the co-operative

In order to change an existing registered co-operative name, a name must first be reserved. Once a name reservation has been approved, the co-operative must apply for a change to its Constitution.    CIPC must also be informed of the change of name of the Co-operative.

To apply for a name change, follow these steps:

Step 1:  Register as a Customer

  • If you are already registered as a customer, and know your customer code and password, proceed to step 2.

 Step 2:  Deposit funds

  • Deposit R50 for a name reservation and R35 for co-operative name change into the CIPC bank account.  For the bank account details, click here.

Step 3: Reserve a Name

  • To reserve a co-operative name, follow these steps:

    • Click on”Login to E-Services”;

    • Login using your Customer Code and Password;

    • Click on Name Reservation

    • Select and Click on “Proposed Names”;

    • Capture four (4) names in order of preference. Please ensure that you capture the names accurately. If you make an error, you will need to apply for a name change at a later stage;

    • Click on “Submit”. Please ensure that you only press “Submit” once. If you press the cursor more than once, you will be making multiple submissions and will be charged for them individually;

    • Click on ”Continue with the reservation” and “Print”. You will receive an email notifying you if any of the names were successful. This will take the form of a COR9.4 approving the name reservation and indicating the period of validity of the name reservation;

  • The service delivery standard for a name reservation is 5 working days from the date of submission. 

Step 4: Apply for co-operative name change

  • Print and complete form CR6.
  • The following supporting documents must be included:
    • Confirmation notice of name reservation - CoR9.4
    • The original written resolution or statement of consent to the name change signed by the chairperson of the board
    • Certified identity copy of the chairperson of the meeting
    • Power of attorney (if applicable)

The service delivery standard is 15 working days from the date of receipt of the application. If you do not receive your certificate of name change within the service delivery standard, please send a query to us by going to “Enquiries” and select the correct option.

 

Changes to the financial year end

Changing the Constitution of the Co-operative

As long as any changes to your constitution follow the Co-operatives Act and the principles of a Co-operative, you may change your constitution to suit your own requirements.

For instance, you may wish to change the length of time that a member may be a Director.  The Co-operative Act states that Directors may not hold office for more than four years, so you would not be allowed to increase the term of office to five years, but you may reduce it to three years.

You may only change your constitution by taking a special resolution (decision), which is a decision taken by at least two thirds of the members present at a general meeting.

  • The constitution of a Co-operative can set a higher majority for a special resolution if the members wish to do so.
  • Members need to be informed that they are required to vote on the proposed change, so you need to send them a notice in advance about the meeting and the proposed change that will be voted on.
  • The Co-operative must then submit the special resolution to the Registrar of Co-operatives, so that their original constitution can be changed accordingly.  You do this by paying the required fee, completing Form CR6 and sending it to the CIPC.
  • The Registrar must register the change to your constitution, provided that it follows the Co-operatives Act and the Co-operatives principles and provided that your Co-operative has followed the correct procedure for making changes.

 

To apply for changes to the co-operative, follow these steps:

 

Step 1:  Register as a Customer

If you are already registered as a customer, and know your customer code and password, proceed to step 2.

Step 2:  Deposit funds

Deposit  R17.50 per clause of the co-operative constitution that you would like to change, into the CIPC bank account.  For the bank account details, click here

Step 3: Apply for a change to the co-operatives constitution

  •  Print and complete form CR6.
  • Scan and e-mail or post  the completed and signed documents together with supporting information to cooperativesonline@cipc.co.za
  • The following supporting documents must be included in your e-mail:
    • The original written resolution or statement of consent to the name change signed by all members of the co-operative
    • Certified identity copy of the chairperson of the meeting
    • Power of attorney (if applicable)

The service delivery standard is 15 working days from the date of receipt of the application. If you do not receive your certificate of name change within the service delivery standard, please send a query to us by going to “Enquiries” and select the correct option.

Changes to the registered address and location of co-operative records

A Co-operative must have a registered office in South Africa and this must be recorded in the constitution.  The CIPC must also have a record of the co-operative's address and contact details.  The constitution must record the place (township/suburb/city) and province where the registered office is based.  If the contact details of the registered office of a co-operative are changed, the co-operative must notify the Registrar of Co-operatives within 15 days. 

The official documents of the co-operative must be kept in a safe place at the registered office.

The records of a Co-operative are all the important documents that relate to the registration and working of the Co-operative.


The Co-operative must include its name in all contracts, invoices, cheques, business letters, orders and other official documents.  The name of the Co-operative must also be put up at its place of business.

A Co-operative must keep the following documents at its registered office:

  • The constitution
  • Its registration certificate
  • A register of the Directors interests
  • A list of the members
  • A list of the Directors
  • The minutes book
  • Adequate accounting records

To apply for a change to the registered address and contact particulars of the co-operatives, follow these steps:

Step 1:  Register as a Customer

  • If you are already registered as a customer, and know your customer code and password, proceed to step 2.  The customer code must be used as the reference number on the co-operative forms.

 Step 2:  Deposit funds

Should the place (township/suburb/city) and/or province where the registered office is based, change, deposit R17,50 into the CIPC bank account.  For the bank account details, click here.

 Step 3:  Lodge a request to change the registered address and contact particulars of the co-operative

  • Print and complete the following forms:
    • Form CR3 - Address & contact particulars of co-operative (no fee payable);
    • Form CR6 if place (township/suburb/city) and/or province where the registered office is based, change (17.50).
  • The following supporting documents must be included in your e-mail:
    • Resolution or minutes of the meeting in terms of which the change has been mandated
    • Certified identity copy of chairperson of the meeting
    • Power of attorney (if applicable)

The service delivery standard is 15 working days from the date of receipt of the application. If you do not receive your certificate of amendment within the service delivery standard, please send a query to us by going to “Enquiries” and select the correct option.

 

Changes to the co-operative share capital

A share is literally like a slice of ownership.  If you buy a share in a co-operative, you will then own a part of a capital value of the co-operative and the amount that you own is determined by the size of your share and the capital value of the co-operative.


Think of buying a slice of cake:  the whole cake may be on sale for R20-00, but if it is cut into 10 slices and you buy one slice for R2-00, you will probably eat it straight away.


However, if you contribute R2-00 to buying the ingredients for the cake before it is baked, then you will own a 10% share of that cake in advance. Now your share has the potential to increase in value.  For instance, once the cake is baked someone might be willing to pay R30-00 for the whole cake.  The value of your share would therefore increase to R3-00, so you will make a 50% profit.  Of course you also face the risk that your share could lose its value.  If the cake doesn’t taste good, you might not be able to sell it and then your share will be worth nothing.  So, it is in your interest to get involved in baking that cake and making sure that it is delicious.


Issuing shares – how does it work?
If the capital value of a co-operative is worth R100 000, the members may decide to create 1,000 shares for sale at a value of R100 each in order to raise more money for developing the business.  If you buy 10 of these shares, you will pay R1,000.  You will then own 1% of the capital value of the co-operative.  When the capital value of the co-operative increases, the value of your shares will increase as well.  You may sell your shares back to the co-operative when you resign from the co-operative and you will be paid out the value of your shares at the time of sale.

A co-operative must give share certificates to all members who hold shares in the co-operative.  It must also give certificates to members who have made loans to the Co-operative.

To increase or decrease shares, follow these steps:

Step 1:  Register as a Customer

If you are already registered as a customer, and know your customer code and password, proceed to step 2.

Step 2:  Deposit funds

Deposit R17.50 per clause of the co-operative constitution that you would like to change, into the CIPC bank account.  For the bank account details, click here

Step 3: Apply for a change to the co-operatives constitution

  •  Print and complete form CR6.
  • Scan and e-mail or post  the completed and signed documents together with supporting information to cooperativesonline@cipc.co.za
  • The following supporting documents must be included in your e-mail:
    • The original written resolution or statement of consent to change the clause on shares, signed by all members of the co-operative
    • A declaration that all membership shares issued are of the same class and ranking for all purposes including rights, liabilities and interest payments.  
    • Certified identity copy of the chairperson of the meeting
    • Power of attorney (if applicable)

The service delivery standard is 15 working days from the date of receipt of the application. If you do not receive your certificate of name change within the service delivery standard, please send a query to us by going to “Enquiries” and select the correct option.

Changes to the Board of Directors

A Co-operative must within 30 days after an Annual General Meeting submit to the CIPC the full names, surnames and addresses of all Directors of the Co-operative, as well as, any Directors that have vacated their positions.  This must be done annually, irrespective of changes to the Board or not.

The number of Directors must at all times be within the minimum and maximum number of Directors as specified in the Constitution of the Co-operative.

Should a Director be expelled or a whole board of Directors be replaced with new Directors, this Office will do a verification process which will take a minimum of 14 working days, before the changes will be made on the CIPC database.

Directors are appointed for a term of office in terms of the Constitution of the Co-operative.  Should there be changes to the Board of Directors outside the term of office / during a financial year,the CIPC must be informed. 

 In order to effect changes to the board of directors, please follow these steps:

Step 1:  Register as a Customer

  • If you are already registered as a customer, and know your customer code and password, proceed to step 2.  The customer code must be used as the reference number on the co-operative forms.

 Step 2:  Deposit funds

The number of Directors must at all times be within the minimum and maximum number of Directors as specified in the Constitution of the Co-operative.  If you would want to increase or decrease the number of directors in the constitution, deposit R17,50  into the CIPC bank account.  For the bank account details, click here.

If there is no change to the limits of the board of directors, no change to the constitution (CR6) is necessary.  Submit only a notice of change to the board of directors to CIPC - Form CR2 (No fee payable). 

 Step 3:  Lodge a request to change the number of directors on the board

  • Print and complete the following forms:
    • Form CR6 if the number of directors on the board must be increased or decreased in the constitution
  • The following supporting documents must be included in your e-mail:
    • Resolution or minutes of the meeting in terms of which the change has been mandated
    • Certified identity copy of chairperson of the meeting
    • Power of attorney (if applicable)

The service delivery standard is 15 working days from the date of receipt of the application. If you do not receive your certificate of amendment within the service delivery standard, please send a query to us by going to “Enquiries” and select the correct option.

 

Scan and email or post application form and supporting documents

  •  Scan and e-mail completed and signed CR2 form,  together with supporting documents to cooperativesonline@cipc.co.za, or post it to CIPC.
  • The following supporting documents must be included in your e-mail:
    • Certified copy of ID document of each director
    • Reasons why the number of members of the Board of Director was increased out of term (if applicable);
    • Reasons for any Director’s vacation of Office out of term (if applicable), i.e.:
      • A letter of resignation of a Director should be attached.  Also indicate whether the Director also resigned as Founder Member, where applicable. 
        OR
      • Minutes of a meeting of the Board, if a Director was expelled as Director as he/she has become incompetent to be a Director or was absent from a number of consecutive Board meetings without leave, as specified in the constitution of the Co-operative.  The Minutes must be signed by all of the directors and be certified a true copy OR
      • Certificate of Death

 

Return relating to directors

Return relating to directors

 A Co-operative must within 30 days after an Annual General Meeting submit to the CIPC the full names, surnames and addresses of all Directors of the Co-operative, as well as, any Directors that have vacated their positions.  This must be done annually, irrespective of changes to the Board or not.

The number of Directors must at all times be within the minimum and maximum number of Directors as specified in the Constitution of the Co-operative.  If you would like to change the minimum or maximum number of directors, the constitution must be amended.  Follow the steps under Changes to Directors to complete the process.

Should 50% or more of directors be expelled or a whole board of Directors be replaced with new Directors, CIPC will do a verification process which will take a minimum of 14 working days, before the changes will be made on the CIPC database.

Directors are appointed for a term of office in terms of the Constitution of the Co-operative.  Should there be changes to the Board of Directors outside the term of office / during a financial year, the CIPC must be informed. 

Step 1:  Register as a Customer

  • If you are already registered as a customer, and know your customer code and password, proceed to step 2.  The customer code must be used as the reference number on the co-operative forms.

Step 2:  Lodge a return relating to directors

  • Print and complete the following forms:
  • The following supporting documents must be included in your e-mail:
    • Certified copy of ID document of old and new directors
    • Minutes of the meeting where the decision was taken to remove or add directors. The Minutes must be signed by all members present and be certified a true copy
    • Reasons for any Director’s vacation of Office out of term (if applicable), i.e.:
      • A signed letter of resignation of a Director should be attached.  Also indicate whether the Director also resigned as Founder Member, where applicable. 
      • Minutes of a meeting of the Board, if a Director was expelled as director as he/she has become incompetent to be a director or was absent from a number of consecutive Board meetings without leave, as specified in the constitution of the Co-operative.  The Minutes must be signed by all of the directors and be certified a true copy
      • Certificate of Death (if applicable)

The service delivery standard is 10 working days from the date of receipt of the application. If you do not receive your certificate of amendment within the service delivery standard, please send a query to us by going to “Enquiries” and select the correct option.

 

Other changes to the Constitution (Co-op 6.1)

Changing the Constitution of the Co-operative

As long as any changes to your constitution follow the Co-operatives Act and the principles of a Co-operative, you may change your constitution to suit your own requirements.

Changes to the constitution may include changes to the objectives and business description, membership, loans to members, financial year-end, surplus and bonus payments.  You may wish to change the length of time that a member may be a Director.  The Co-operative Act states that Directors may not hold office for more than four years, so you would not be allowed to increase the term of office to five years, but you may reduce it to three years.

You may only change your constitution by taking a special resolution (decision), which is a decision taken by at least two-thirds of the members present at a general meeting.

  • The constitution of a Co-operative can set a higher majority for a special resolution if the members wish to do so.
  • Members need to be informed that they are required to vote on the proposed change, so you need to send them a notice in advance about the meeting and the proposed change that will be voted on.
  • The Co-operative must then submit the special resolution to the Registrar of Co-operatives, so that their original constitution can be changed accordingly.  You do this by paying the required fee, completing Form CR6 and sending it to the CIPC.
  • The Registrar must register the change to your constitution, provided that it follows the Co-operatives Act and the Co-operatives principles and provided that your Co-operative has followed the correct procedure for making changes.

 To apply for changes to the co-operative, follow these steps:

 

Step 1:  Register as a Customer

If you are already registered as a customer, and know your customer code and password, proceed to step 2.

Step 2:  Deposit funds

Deposit  R17.50 per clause of the co-operative constitution that you would like to change, into the CIPC bank account.  For the bank account details, click here

Step 3: Apply for a change to the co-operatives constitution

  • Print and complete form Co-op 6.1.
  • Scan and e-mail or post  the completed and signed documents together with supporting information to cooperativesonline@cipc.co.za
  • The following supporting documents must be included in your e-mail:
    • The original written resolution or statement of consent to the name change signed by all members of the co-operative
    • Certified identity copy of the chairperson of the meeting
    • Power of attorney (if applicable)

The service delivery standard is 15 working days from the date of receipt of the application. If you do not receive your certificate of name change within the service delivery standard, please send a query to us by going to “Enquiries” and select the correct option.

Appointment, resignation and removal of auditors

Within 15 days after the Annual General Meeting (AGM),  the Co-operative has to submit a completed Notice of Appointment of Auditor form (Form CR4 to the office of the Registrar (if applicable).

All Co-operatives must appoint an auditor and complete the CR4 form (Appointment of an Auditor).  If the services of a registered auditor are too expensive for a small Co-operative, co-operative that cannot afford the services of a registered auditor may apply for exemption from this requirement.  To do so, complete and send in form CR8 - Application for exemption from compliance with audit requirements.  The CR8 form is in the format of an affidavit, which must be provided by the Chairperson of the Co-operative and must be signed by a Commissioner of Oaths.  

A Co-operative may apply to the Registrar of Co-operatives for exemption from the requirement to submit audited financial statements every year (option 2(a) of form CR8).
The Registrar of Co-operatives may then give the Co-operative permission to be audited at a period of longer than one year, but not exceeding three years, or the Co-operative may be given permission to be audited every year by a bookkeeper (option 2(b) or (c) of form CR8)  (who is not registered as an auditor) and whose services are not as expensive.

An audit is a financial evaluation that is done by a qualified and registered accountant to check that the financial affairs of the Co-operative are being correctly and honestly managed. The person or company that carries out the audit is called an auditor.

To appoint or effect changes to the auditors, follow these steps:

Step 1:  Register as a Customer

  • If you are already registered as a customer, and know your customer code and password, proceed to step 2.

Step 2: Apply for auditor appointments or resignations

  •  Print and complete form CR4.
  • Scan and e-mail the completed and signed documents together with supporting information to cooperativesonline@cipc.co.za
  • The following supporting documents must be included in your e-mail:
    • Letter of consent of appointment  as an auditor or accounting officer

The service delivery standard is 10 working days from the date of receipt of the application. If you do not receive your certificate of amendment within the service delivery standard, please send a query to us by going to “Enquiries” and select the correct option.

 

Conversions from company to a co-operative

A company can be converted to a co-operative.

Steps to follow:

Step 1:  Register as a Customer

  • If you are already registered as a customer, and know your customer code and password, proceed to step 2.

Step 2:  Deposit funds

  • Deposit R245 for co-operative registration into the CIPC bank account.  For the bank account details, click here.

 

Step 3: Convert a company to a co-operative

A company can be converted to a co-operative.  (Section 66 and 64 of the Co-operative Act (Act 14 of 2005).

  • Print and complete the following forms:
  • It is compulsory to appoint an auditor upon registration of a co-operative unless an exemption has been obtained.  In order to appoint an auditor, download and complete form CR4.  In order to obtain exemption from the audit requirements for an initial period of three years, download and complete form CR8.   
  • A constitution must be submitted as part of the application.  Select a relevant model constitution from our website.   Download the constitution and complete all the blank spaces.  The last page of the constitution must be signed by all the founder members of the co-operative.  Please note that you need to keep your original constitution.
     
  • Scan and e-mail the completed and signed documents together with supporting information to cooperativesonline@cipc.co.za
  • The following supporting documents must be included in your e-mail:
    • Confirmation notice of name reservation - CoR9.4 (if applicable)
    • Certified identity copy of members
    • Power of attorney (if applicable)
    • Proof of payment
    • A sworn statement by a person who acted as the chairperson of the general
      meeting:
      • that the meeting has passed a resolution authorising the conversion of
        the company into a co-operative of the required kind and form;
      • that the meeting was specially convened to consider the resolution; and
      • that the chairperson has satisfied himself or herself that proper notice of
        the meeting was given to the members of the company;
    • A copy of the resolution and reasons for the conversion
    • Proof of the company registration
    • Certified copies of the company’s memorandum and articles of association/Memorandum of Incorporation
    • One copy of the proposed new co-operative constitution
    • Certified copy of the company’s latest audited financial statements
    • A schedule containing the full names and addresses of the company, the number and class of shares held by each  one of them in the company and the occupations of the members
    • A schedule containing the full names and addresses of the directors of the company
    • A schedule stating the extent of the company’s interest in other companies.
    • Written notice of at least three months of the proposal has been given to each known creditor who has a claim exceeding one thousand rand

The service delivery standard is 21 working days from the date of tracking. If you do not receive your certificate of incorporation within the service delivery standard, please send a query to us by going to “Enquiries” and select the correct option.