Delegations Policy and Instrument of Delegation

Governance > Board Policies > Delegations Policy and Instrument of Delegation

Authorised by Board of Management

Issue Date: 10 December 2021

Review Date: 27 October 2023

 

Purpose

The purpose of the Delegations Policy is to establish a framework for delegating authority within Kyeema in a manner that facilitates efficiency and effectiveness and increases the accountability of staff and volunteers for their performance. 

 Delegations of authority within Kyeema are intended to achieve four objectives:

•   to ensure the efficiency and effectiveness of the organisation's administrative processes;

•   to ensure that the appropriate officers have been provided with the level of authority necessary to discharge their responsibilities; and

•   to ensure that delegated authority is exercised by the most appropriate and best-informed individuals within the organisation; and

•   to ensure internal controls are effective.

Delegations are a key element in effective governance and management of Kyeema and provide formal authority to particular staff and volunteers to commit the organisation and/or incur liabilities for the organisation.

This policy supports Kyeema to apply Standard 2: Governance and Operational Management of the NDIS Practice Standards.

Scope

This policy applies to all directors and staff and volunteers of Kyeema who have delegated authority to act and sign documents on behalf of Kyeema.

Policy Statement

This policy sets out the circumstances under which the Board may delegate its responsibilities.

The Board understands that it has responsibilities and duties which it cannot delegate including statutory responsibilities and duties; its fiduciary duties including the duty to act in good faith and the duty of care and diligence. 

In addition, the Board will not delegate its power to adopt Kyeema’s:

•   strategic plan;

•   business plan, or

•   annual budget and associated reforecast and review.

The Board may delegate any other delegable responsibility to:

•   a director or directors of the Board, by resolution of the Board

•   a committee of the Board, as set out in the relevant committee terms of reference or as approved by resolution of the Board

•   the CEO, as set out in the Instrument of Delegation attached as amended by resolution of the Board, and

•   through the CEO, members of the staff of Kyeema.

Responsibilities not listed in the Instrument of Delegation remain the responsibility of the Board.  The signing of documents within the Board’s authority must be authorised by a resolution of the Board and executed under common seal or by two directors.

 

CEO delegations

The CEO:

•   is charged with the duty of promoting the interests and furthering the development of Kyeema

•   is responsible for the administrative, financial and other business of Kyeema

•   exercises leadership and management of Kyeema staff, and

•   may delegate any function or power conferred or imposed on them, subject to this delegations policy, to any member of staff of Kyeema.

The Instrument of Delegation set out specific responsibilities delegated to the CEO in additional to the above. A financial delegation can be exercised by the CEO only within the approved line item/budget.

Monitoring and Reviewing Delegations

The Board will monitor and review the appropriateness of these delegations at least annually.

 Instrument of Delegation

Area

Delegated Authority to CEO

Reporting to the Board

Governance

Maintenance of register of members

For information

Where the Board has requested a member confirm their membership with Kyeema and there is no response, removing the member from register of members

None

Amendments to the Board Governance Manual as expressly permitted in the Manual

For information

Development and endorsement of operational policies

For information

Communication

Government or official correspondence (except where directed to the Chair or Board)

For information

Correspondence of a service nature related to the organisation.

None

Staff

All staff employment conditions

None

Organisational structure and allocation of human resources

For information

Approval of leave entitlements and appointment of acting CEO

For information

Authority to appoint or dismiss staff

For information

Approval of staff remuneration or reclassification

 

Conduct exit interviews

None

Expression of interest, submission or tenders

Authority to submit an Expression of Interest, Submission or Tender that does not contractually bind the organisation

For information

Contracts, partnerships

Authority to execute contracts with third party providers to a value $5,000 +/- 5% outside of budget, other than property rental or lease agreements

For noting

Financial management

 

 

 

 

Authority to exceed approved budget expenses per cost item by $5,000 +/- 5%

For information

Authority to approve electronic funds transfers within operation budget

None

Approval of payroll within operating budget

None

Approval of miscellaneous procurement of items by business management up to $2,000 for CSM other managers within budget +5%

None

Acceptance of funds derived from grants, donations, fundraising activities,
interest or any other source

For information

Purchasing

 

 

Authority to issue and sign budgeted purchase orders and requisitions with any value (as in budget)

None

Authority to issue and sign purchase orders and requisitions outside budget with a value of up to $5,000 per month.

Reported in monthly financials

Authority to approve budgeted building works

For information

 

Record Keeping

Delegations Register: k\drive\admin\corporate information Kyeema


Related Documents

Financial Controls Policy and Procedure