Adam Elliott

STANDARD OPERATING PROCEDURES Subject: OPERATING PROCEDURES GUIDE SOP NUMBER: 21-001 DATE: JULY 2021 1. PURPOSE: To establish a Standard Operating Procedure (SOP) file for R.E.I District. This serves as the initial document in the SOP file. 2. DEFINITION: A. Standard Operating Procedures (SOPs): Implementation guidelines standardize routine activities and R.E.I District [also referred to as the ‘Company’] as a whole. Appendix 1 is a sample of an SOP format. B. Management Directives (MD): Signed by the Chief Executive Officer (CEO) pertain to Interim Company procedures which may or may not be converted to an SOP. Management Directives are normally used to establish short term procedures, special projects or other activities, in lieu of an SOP. They may also be used to announce staff appointments and/or promotions, and other activities deemed in the interest of the Company. Appendix 2 is a sample of an MD format. C. Department Directives (MD): Signed by Department Heads, are directions that pertain to interim department procedures which may or may not be converted to an SOP. Department Directives will be identified by using the first initial of the department issuing the directive. For example, FD (Finance), AD (Administration), PD (Projects), LD (Legal). The purpose of a department directive is to provide Department Heads with a publication vehicle to establish new short-term procedures, or announce changes to established procedures. Appendix 3 is a sample of a Department Directive. SIGNATURES ____________________ ____________________ _____________________ ORIGINATOR REVIEWER APPROVED (CEO) 3. POLICY A. An SOP item replaces any previously established procedure, written or verbal. It is intended to provide for all Company personnel, communicate Company philosophies and decisions, translating them into working instruction and actionable items. B. All Company departments are encouraged to prepare SOPs applicable to their respective operations in their respective locality. C. All SOPs require the signed approval of the CEO. D. All SOPs and Directives will be reviewed at least annually to ensure their continued applicability. 4. RESPONSIBILITIES A. The CEO will review and approve all SOPs prior to publication. B. Department Heads – Prepare Policy and Procedures for respective areas of responsibility. Ensure dissemination and compliance throughout the Company. C. Human Resource Manager – Publish and maintain Company SOP library. Review proposed procedures for proper format, forward draft copies to all Department Heads for review and comments. Their comments will be provided to the SOP originator for consideration in preparing the final revision. Comments together with the final revision will be submitted to the CEO for review and approval. 5. PROCEDURE A. Chief Executive Officer: 1. Direct the formulation of new policies and procedures. 2. Review staff comments and final draft. 3. Approve or disapproves final draft. B. Department Heads: 1. Recommend and initiate action for new policies and procedures. 2. Forward drafts to Human Resource Manager for staff review and comments. 3. Review staff comments and suggestions and, where appropriate, incorporate them into the final draft. Comments that are found to be unacceptable should addressed as to the reason. Forward final draft to the Human Resource Manager C. Human Resource Manager: 1. Review proposed Policy and Procedures for proper format, assign number, and routes to staff for review and comments. 2. Return draft and comments to the originator 3. Forward “final” draft, together with staff comments, to the CEO. 4. After approval, publish and issue to all personnel. 5. Maintain responsibility for all Company Policies and Procedures. 6. Develop and monitor annual review cycle of all Policies and Procedures. 6. POLICY DEVIATIONS: Deviating from the policies stated in the SOPs is not authorized without the written approval of the CEO. Requests for exceptions to policy must be submitted in writing, explaining the reason for the deviation. Acceptance of the deviation is entirely down to the CEOs discretion. APPENDIX 1 TO SOP 21-001 PROCEDURE FORMAT 1. PURPOSE: To establish the format for all Company Standard Operating Procedures (SOPs) 2. DEFINITIONS: This section will define the Company’s interpretation of specialized terms used in the SOPs. The defined word or phrase is to be understood and underlined. 3. POLICY: A. This section will define the policies which have been adopted to ensure uniformity and consistency in the day-to-day business operations of the Company. B. The Company develops, prepares, revises (or cancels), publishes and distributes SOPs applicable to operations in the areas where the Company conducts business whether geographical or otherwise. 4. RESPONSIBILITY This section will provide the necessary instructions for the responsible office and assigned personnel to implement the Company policies as stated in the SOPs. A. Sub-paragraphs throughout the document will be designated as follows: A. B. 1. 1. a. a. (1) (1) B. Attachments will be designated as Appendix ____ to SOP ITEM/NUMBER ____ and labeled on top of each page. APPENDIX 2 TO SOP 21-001 DIRECTIVE FORMAT 1. PURPOSE: To establish the format for all Company Management and Department Directives 2. DEFINITIONS: This section will define the Company’s interpretation of specialized terms used in the Directives, if necessary. The defined word or phrase is to be understood and underlined. 3. DIRECTIVE: This will be written in a narrative form, explaining the policy, special activity, holiday schedule, and/or position appointment etc. 4. EXAMPLE: The directive will be given an identification number starting with the department designation (AD, FD, LD, etc.), the last two digits of the current year and a sequential number, starting with the number 001. For example, the first directive published by the Chief Executive Officer, or the Administration Department in the year 2021, would be “MD 21-001 and AD 21-001” respectively, appendices 2 & 3 provide a sample format. APPENDIX 2 TO SOP 21-001 SAMPLE MANAGEMENT DIRECTIVE MD No:21-001 Date: 10 July 20121 Title:Appointment Approved:________________________ Mark Fernandes Chief Executive Officer On behalf of R.E.I District, we are pleased to announce the appointment of Mr. John Doe as [insert job title]. Mr. Doe will be responsible for developing [insert as appropriate] and assisting Department Heads in the presentation of these [insert] to their personnel. The Company is extremely pleased that John has accepted this position. His [insert as appropriate] will be an asset to all of us. He will be closely involved with each department operation in developing [insert as appropriate] and helping to ensure all personnel are [insert as appropriate] with our rapidly expanding business. We ask everyone to support John to the utmost as he moves forward to execute his responsibilities. APPENDIX 3 TO SOP 21-001 SAMPLE ADMINISTRATION DIRECTIVE MD No:21-001 Date: 10 July 20121 Title:Holiday Approved:________________________ Mark Fernandes Chief Executive Officer R.E.I District 4th of July Holiday, for the support staff, will commence on Sunday 4th July and terminate on Monday 5th July 2021. The first day if work, for the support staff, will be 6th June 2021. Management takes this opportunity to wish you and your families a happy Independence Day.