AUCKLAND RUGBY LEAGUE INC.
DELEGATED AUTHORITY POLICY – UPDATED AUGUST 2012
1.0 INTRODUCTION
1.1 The purpose of this policy is to document all delegation of authority approved by the Board of
. Auckland Rugby League Incorporated (ARL) and the Chief Operating Officer to assist ARL
. personnel perform their work responsibilities.
1.2 The policy should be read in conjunction with the Constitution of the ARL and the Board Code of
. Conduct and Board Charter.
1.3 The principle upon which this policy is based includes integrity and accountability.
. By clearly stating the boundaries within which ARL personnel may act in making commitments
. on behalf of the organisation, the policy both:
- Protects ARL personnel from exceeding their authority thereby incurring disciplinary action and;
- Makes ARL personnel accountable for the outcome of their actions.
1.4 It is the duty of all ARL personnel to make themselves familiar with the content of this policy and
. to observe not only the letter but the spirit of the policy.
2.0 DEFINITIONS
“ARL Board or Board” means Board of Directors of Auckland Rugby League Inc
“Director” means Director of the Auckland Rugby League Incorporated
“Chairperson” means the Chairperson of the Board of Directors.
“Chief Operating Officer” means the person appointed as Chief Operating Officer of the
ARL or if absent, any Acting Chief Operating Officer or as delegated.
“ARL” means Auckland Rugby League Incorporated
3.0 PROCEDURE
3.1 The delegations documented in this policy can be changed only with the approval of the ARL
. Board.
3.2 Each Department Manager shall obtain the Chief Operating Officers written approval for all
. delegations required below Department Manager.
3.3 When absence requires a substitute to exercise delegations, it is the responsibility of the
. position holder to gain the Chief Operating Officers written approval and notify the substitute.
3.4 All delegations are GST exclusive.
3.5 No person may exercise any delegation or approve anything for themselves.
3.6 All authority for Board decisions shall be communicated by the Chairman or the Chief
. Operating Officer if delegated by the Board.
4.0 ARL BOARD
4.1 No ARL Director may personally authorise any transaction or make a commitment on behalf of
. the organisation. Any such transactions or commitment must be made by the ARL Board and
. pass by a majority of votes of the Directors. Any such decision shall be minuted and
. communicated by the Chairman or Chief Operating Officer.
4.2 All references within the delegated authorities to the ARL Board mean the decision making
. process ad defined in 4.1.
5.0 TABLE KEY
NA = No authority
FD – Full Discretion
AUCKLAND RUGBY LEAGUE INC – DELEGATED AUTHORITIES
| Transaction – Commitments |
ARL Board |
Chief Operating Officer |
Department Manager |
|
| Purchase of Operational Products and Services | ||||
| Approval of Purchase Orders |
>50,000.00 |
<$50,000.00 |
<$5,000.0 |
|
| Note: The delegations apply to the approval of the purchase of any single item or group of items forming the single purchase from a single source using a purchase order.Delegations shall only be exercised within the relevant approved annual or project Budget. Where Budget provision has been expended or Budget is non-existent, additional Budget approval must be obtained from the Board. | ||||
| Land and Buildings |
FD |
NA |
NA |
|
| Building Improvements |
FD |
<$10,000.00 |
NA |
|
| Office Furniture and Equipment |
FD |
<$10,000.00 |
NA |
|
| Computer Equipment |
FD |
<$20,000.00 |
NA |
|
| Motor Vehicles |
FD |
<$30,000.00 |
NA |
|
| Note: Delegations shall only be exercised within the relevant approved annual or project budget. Where Budget provision has been expended or Budget is non-existent, additional Budget approval must be obtained from the appropriate authority. | ||||
| Lease or Hire of Fixed Assets | ||||
| Lease of Land or Buildings |
FD |
NA |
NA |
|
| Lease of Equipment |
FD |
<$20,000.00 p.a. |
NA |
|
| Lease of Motor Vehicles |
FD |
Rollover approval only |
NA |
|
| Equipment Hire |
FD |
<$10,000.00 p.a. |
NA |
|
| Note: Approval of the lease or hire applies to the decision to enter Heads of Agreement, Lease Agreement, or approve rent reviews on existing leases. The monetary limit relates to the sum of the annual rental times the initial rental period (exclusive of GST). The renewal of leases at the end of the lease period is not automatic, delegation still apply. |
||||
| Disposal of Fixed Assets | ||||
| Land and Buildings |
FD |
NA |
NA |
|
| Building Improvements |
FD |
<$10,000.00 |
NA |
|
| Office Furniture and Equipment |
FD |
<$10,000.00 |
NA |
|
| Computer Equipment |
FD |
<$10,000.00 |
NA |
|
| Motor Vehicles |
FD |
<$30,000.00 |
NA |
|
| Transaction – Commitments |
ARL Board |
Chief Operating Officer |
Department Manager |
|
| Appointments and Recruitment of Personnel | ||||
| Establish or Disestablish Positions |
Any Position |
Recommend to Board |
NA |
|
Appointments to established positions
|
FD FD |
NA FD |
NA NA |
|
| Employment of temporary or contract employees |
>$50,000.00 p.a.total spend |
<$50,000.00 p.a.total spend |
NA |
|
| Remuneration | ||||
| Authority to establish level of remuneration within ARL policy |
No limit |
<$75,000 |
NA |
|
| Appointment authority for new and vacant positions (except direct reports) |
No limit |
<$75,000 |
NA |
|
| One-off salary reviews (except direct reports) |
No limit |
<$15,000.00 |
NA |
|
| Note: The ARL Finance & Audit Committee shall establish guidelines to assist the Chief Operating Officer with setting remuneration packages. | ||||
| Termination of Employment | ||||
| Termination of employment – redundancy |
Any Position |
Any Position |
NA |
|
| Termination of employment – dismissal |
Any Position |
Any Position |
NA |
|
| Leave | ||||
| Annual Leave |
No Limit |
No Limit |
No Limit |
|
| Court Duty Leave & Military Training Leave |
No Limit |
No Limit |
NA |
|
| Bereavement Leave |
No Limit |
No Limit |
NA |
|
| Parental Leave |
No Limit |
No Limit |
NA |
|
| Sick Leave (in addition to contractual) |
No Limit |
No Limit |
NA |
|
| Special Leave with/without pay |
No Limit |
No Limit |
NA |
|
| Note: Managers need to ensure an entitlement to leave exists before approving any application. | ||||
| Hours of Work and Secondary Employment | ||||
| Approval of overtime |
No Limit |
No Limit |
NA |
|
| Time off in lieu |
No Limit |
No Limit |
NA |
|
| Flexible working hours |
No Limit |
No Limit |
NA |
|
| Approval of secondary employment |
No Limit |
No Limit |
NA |
|
| Financial Procedures | ||||
| Approving write-off of fixed assets, intangible assets |
FD |
Recommend to Board |
NA |
|
| Normal Credit Terms of Trade |
Credit policy applies |
Credit policy applies |
Credit policy applies |
|
| Extension of Credit beyond terms of trade |
FD |
FD |
NA |
|
| Issuing Credit notes |
>$5,000 |
<$5,000 |
NA |
|
| Approving write-off of Bad Debts |
FD |
FD but full disclosure at next Board meeting |
NA |
|
| Banking Procedures | ||||
| Approval of changes to Bank signatory position |
FD |
NA |
NA |
|
| Approval of changes to Bank signatory personnel |
FD |
NA |
NA |
|
| Establishing of Bonds/Bank Guarantees |
FD |
NA |
NA |
|
| Opening new Bank Accounts |
FD |
NA |
NA |
|
| Investment of Funds |
FD |
NA |
NA |
|
| Establishment or change in borrowing arrangements or overdraft limits |
FD |
NA |
NA |
|
| Mortgage or charge over ARL assets |
FD |
NA |
NA |
|
| Governance Procedures | ||||
| Appointment of Auditor |
Board |
NA |
NA |
|
| Appointments to Board sub-committees |
FD |
NA |
NA |
|
| Appointment of Legal Advisers |
Board |
NA |
NA |
|
| Legal action and contractual claims leading to mediation or arbitration |
FD |
NA |
NA |
|
| Insurance – selection of broker and method and basis of cover |
FD |
Recommend to Board |
NA |
|
| Appointment of taxation advisers |
FD |
NA |
NA |
|
| Approval of Contracts – Sponsorship/Marketing/Communications |
>$20,000 p.a. total spend |
<$20,000 p.a. total spend |
NA |
|
| Use of Common SealExecute by 2 Directors or 1 Director and Chief Operating Officer |
As per Constitution |
As per Constitution (except funding applications) |
NA |
|
| Commitments other than in the ordinary course of business |
FD |
NA |
NA |
|
| Approval of Annual Budget |
FD |
NA |
NA |
|
| Approval of Annual Report and Audited Financial Statements for AGM |
FD |
NA |
NA
|
|
| Approval of unbudgeted expenditure outside of Annual Budget |
FD |
<$5,000.00* per exception |
NA |
|
Note: *Delegations shall only be exercised within the relevant approved annual or project budget. Where budget provision has been expended or budget is non-existent, additional budget approval must be obtained from the Board. Any COO approved expenditure outside of the budget must be ratified at the subsequent Board meeting.
|
||||
| Approving Media Statements | ||||
| All areas |
Chairman only |
FD |
NA |
|
| Making Media Statements | ||||
| All areas |
Chairman only |
FD |
Department Responsibility only |
|
| Note: All statements approved or made by the ARL Board shall only be communicated by the Chairperson or Chief Operating Officer | ||||