Delegation of Authority Version 7.4 September 2014 1. Background 2 2. Making Payments 4 3. Delegated function 1: Operating expenditure 5 4. Delegated function 2: Capital expenditure 8 5. Delegated function 3: Administration 9 6. Delegated function 4: Staffing and leave 10 7. Delegated function 5: Banking and payments 13 8. Delegated function 6: Business, fees and debtors 14 9. Delegated function 7: Media & communications 17 10. Delegated function 8: Legal and regulatory matters 19 Appendix A Business Component and Nominated. 20 Appendix B Agent Delegation of Authority Form 22 Appendix C Revision History 24 1
1. Background 1.1 Power for this delegation The delegations provided by this document are provided by the following authorities. 1. The Bicycle Network Constitution at clause 35.2 states the Board must by regulation delegate the management of the association to the CEO. Furthermore clause 55.3 states that the Board must make regulations providing for the financial management of the association. 2. The Bicycle Network Constitution at article 56.2 states that the Board may nominate a list of individuals or positions to be signatories... 3. The Regulation titled Board Charter and Board Interrelationship Policies at article 9.1 provides the with the authority to establish all operational policies, make all operational decisions and design and implement and manage all operational practices and activities. 4. By regulation of the Board and/or as authorised by the, the authorities listed in this document are delegated for the administration of Bicycle Network. 1.2 Operation of this authority This Delegation of Authority supersedes and modifies where applicable authorities which may have previously existed. 1.3 Authority of team members Team members of Bicycle Network have authority for all items to which they are nominated at Appendix A. A team member s supervisor or manager may assume the delegations given to the team member. Team members may only exercise an authority that is within his or her direct area of responsibility. On occasion when a team member is absent, any other team member who is temporarily acting in that position may, with the approval of the Chief Executive Officer, assume the delegations given to the absent team member. 1.4 Position titles From time to time position titles change without any significant change to the position description. Therefore, the position titles listed below are to include any future position title amendments which otherwise concern the same duties. Position Title Business Component Reports to the Board Reporting Table 1 Position titles Direct reports, per Position Description, to Chief Executive Officer or a Senior. Includes: See Appendix A Business Component Nominated 2
2. Making payments 2.1 Authorising payments The Bicycle Network Board has by regulation approved that cheques may be signed by or EFT transactions may be authorised from any Bicycle Network account by any two of the following: a Bicycle Network Board member the the Finance or Senior Accountant General Events Organisational Development Riders Behaviour Change Communication s Govt. and External Relation s The Bicycle Network Board has by regulation approved that cheques may be signed by or EFT transactions may be authorised from the Bicycle Network Rides account by any two of the following: a Bicycle Network Board member the the Finance or Senior Accountant General Events Organisational Development Riders Behaviour Change Communication s Govt. and External Relation s 2.2 Debit and credit cards The Bicycle Network Board has by regulation approved the following authorities for debit cards on the Rides account with a bank imposed daily limit, of not more than $10,000: the GM Events Events Volunteer Workshop Co-ordinators The Bicycle Network Board has by regulation approved the following authorities for Bicycle Network credit cards, with a bank imposed limit: the Senior s Events s 3
3. Delegated function 1: Operating expenditure Competitive supply arrangements will be arranged with major suppliers. These suppliers are to be used wherever possible. Wherever competitive supply arrangements have not been established the Bicycle Network Procurement Policy is to be followed. Where the lowest priced supplier is not selected, the reason(s) must be documented. s may exercise reasonable and minor discretion (if in doubt, consult supervisor) to allocate expenditures to budget line items, but must not exercise discretion beyond the bottom line budget. * At times an order can constitute a contract. If there are Terms and Conditions explicitly stated on a supplier s offer / proposal / quote, then refer to Delegated Function 8. Table 2 Authority to incur operating expenditure No. Function Responsible 1.1.a 1.1.b Approval of purchase order* and/or requisitions for expenditure or invoices within approved budget: $50,000 >$50,000 and $100,000 Business Component Relevant Senior 1.1.c 1.2.a >$100,000 Approval of purchase order* and/or requisitions for expenditure or invoices outside approved budget: $25,000 with notification to the Bicycle Network Board 1.2.b 1.2.c >$25,000 and $50,000 >$50,000 & President with notification to the Bicycle Network Board Bicycle Network Board 1.3 Approval of salary remittance by EFT Finance, Senior Accountant or Senior 1.4 Approval of air travel, within budget Business Component 4
1.5 Reimbursement of expenses of direct reports when within approved budget 1.6 Reimbursement of expenses when outside of approved budget 1.7 Cash advances to team members (when the team member signs a form acknowledging their responsibility to properly acquit the funds and return unacquitted amounts): On a Ride $100 On a Ride, $200 At any time, $500 >$500 and $5,000 <$5,000 Business Component with notification to the Bicycle Network Board Event Coordinators Event Senior Bicycle Network Board 1.8 Credit card expenses of direct reports when within approved budget 1.9 Credit card expenses when outside approved budget 1.10 Reimbursement of expenses (including credit card) of Senior with notification to the Bicycle Network Board or President of the Bicycle Network Board 1.11 Reimbursement of expenses of Volunteers. Business Component 1.12.a 1.12.b Short term deposits / investment of funds in accordance with Investment policy: Up to and including $500,000 Over $500,000 Finance 5
4.Delegated function 2: capital expenditure 2.1 Approval of capital expenditure requests for items within approved budget. 2.2.a Approval of Capital Expenditure Requests for items outside approved budget: $25,000 Table 3 Authority to incur capital expenditure Finance or Senior with notification to the Bicycle Network Board 2.2.b >$25,000 and $50,000 & President with notification to the Bicycle Network Board 2.2.c >$50,000 Bicycle Network Board 6
5. Delegated function 3: administration 3.1 Changes to delegated authority (see heading 1) 3.2 Changes to other Delegations of Authority (i.e. this document) 3.3 Approval of response to escalated complaints 3.4 Approval of general office / organisational policies and procedures 3.5 Approval of department policies and procedures 3.6 Approval of minimum requirement procedures where established processes are not in place 3.7 Waiver of compliance with a policy and / or procedure 3.9 Approval of annual budget process / timetable Table 4 Authority for administration Bicycle Network Board by Regulation Senior Senior Senior Senior and reported monthly to the Chief Executive Officer Finance 3.10 Approval of the Annual Budget Bicycle Network Board 3.11 Approval of issuance of mobile phones on Bicycle Network account 3.12 Approval of issuing Bicycle Network debit or credit cards (as stated under heading 2) 3.13 Approval of automatic payment / direct debit of personal credit cards where solely to be used for Bicycle Network business (Note: all other authority requirements are still required to be carried out) 3.14 Appointment of cheque signatories for all bank accounts (as stated heading 2) 3.15 Audit / examination / inspection of any of Bicycle Network s s records / policies / data / processes etc Senior Bicycle Network Board by Regulation Finance Bicycle Network Board by Regulation 7
6. Delegated function 4: staffing and leave 4.1.a Approval of Position Description for positions within approved budget: Where salary is no more than 10% higher than previous incumbent Table 5 Authority for staff and leave Senior, with advice to the Organisational Development 4.1.b Where salary is expected to be more than 10% higher than previous incumbent 4.2 Approval for Position Description for new positions, within approved budget or for Volunteer positions, with advice to the Organisational Development or Organisational Development 4.3 Change of Position Description Organisational Development 4.4. Approval to recruit / engage voluntary staff, work placements and work experience students with an approved Position Description for a Ride Any Team Member, with advice to the Organisational Development 4.5.a 4.5.b Approval to recruit / employ temporary staff within an approved budget with an approved Position Description: Where annualised cost of all such staff is $50,000, or the term of employment is expected to be no more than 60 days Where annualised cost of all such staff is <$50,000, or the term is <60 days Senior, with advice to the Organisational Development, with advice to the Organisational Development 4.6.a 4.6.b Approval to recruit / employ fixed term staff within an approved budget with an approved Position Description: Where annualised cost is $70,000 Where annualised cost is <$70,000 Senior, with advice to the Organisational Development, with advice to the Organisational Development 8
4.7 Approval to recruit / employ temporary or fixed term staff outside of an approved budget, with advice to the Organisational Development 4.8 Make offers, negotiate and sign contracts of employment or Organisational Development 4.10 Extend probationary period or relevant Senior 4.11 Approval of salary increases 4.12 Approval of timesheets Business Component 4.13 Approval of Recovery days within Bicycle Network policy 4.14.a 4.14.b Approval of leave without pay: 5 days >5 days Business Component Relevant Senior 4.15 OHS / Workcover rehabilitation plans Senior with advice to Organisational Development 4.16 Acceptance of resignations Business Component 9
4.17 Disciplinary warnings Senior with reference to CEO and with advice to the Organisational Development 4.18 Dismissals with reference to CEO and with advice to the Organisational Development 4.19 Approval of staff receiving gifts, staff discounts or other benefit from Bicycle Network, Bicycle Network suppliers or other stakeholders 4.20 Approval of alcohol consumption on premises 10
7. Delegated function 5: payments and banking 5.1 Authority to open new bank accounts for Bicycle Network Table 6 Authority for payments and banking 5.2 Authority to close bank accounts 5.3 Authority to verify identity of cheque signatories to banks 5.4 Authority to sign cheques or withdrawal requests Two authorised cheque signatories as nominated to the relevant bank Two authorised cheque signatories 5.5 Authority to sign stop payment notices Two authorised cheque signatories Authorisation of payments includes certification, or confirmation or performance of service for the expenditure. 11
8. Delegated function 6: business, fees and debtors 6.1.a 6.1.b 6.2.a 6.2.b Standard service / product / ride offering and pricing as envisaged in annual budget: Where standard is not materially affected Where standard / quantity is materially different Standard service / product / ride offering and pricing not envisaged in annual budget or pre-budget : Where standard is not materially affected Where standard / quantity is materially different 6.3 Non standard service / product / ride offering 6.4.a 6.4.b 6.4.c Alliances / sponsorship /co badge-ing activities / use of Bicycle Network logo: With website implications With Ride On implications In connection with Rides Table 7 Authority for business, fees and debtors Business Component Senior Senior Content Editor / Marketing Services Content Editor / Marketing Services / GM - Events Senior 6.4.d 6.5.a 6.5.b Other Reporting to funders and sponsors: Applications, proposals, tenders and acquittals Financial aspects of the above Business Component Business Component with review by Senior Accountant 6.6 Gifts to Stakeholders Senior Removal of Bicycle Network Victoria 12
6.7.a 6.7.b 6.8.a 6.8.b 6.9.a 6.9.b 6.9.c 6.10.a 6.10.b property, including hire and loan of equipment: Where property book value is $25,000 Where property book value is <$25,000 Write off or disposal of obsolete or damaged assets / equipment: Where asset book value is $5,000 Where asset book value is <$5,000 Approval of the granting of credit, upon the proper completion of a credit application form and in accordance with the documented credit approval system $10,000 >$10,000 and $20,000 >$20,000 Write off of bad debts: Where the debt is $5,000 Where the debt is <$5,000 6.11 Refund of overpayment of customer monies Senior Finance with notification to the Chief Executive Officer and Bicycle Network Board Finance with notification to the Chief Executive Officer. Credit (Finance) Officer Senior Accountant Finance Finance / Senior Accountant with notification to the and Bicycle Network Board Finance with notification to the Chief Executive Officer. Relevant Business Component 13
9. Delegated function 7: media and communications 7.1.a Contact with the media where: Usual business and routine of own department Table 8 Authority for media and communications Business Component / Marketing Services 7.1.b Other (including matter that relates to or affects another department; or is potentially contentious; or staff member is not fully aware of Bicycle Network policy in regards to the issue; or the issue has the potential to have major government policy implications; or if issue involves potentially illegal activities) 7.2 Letters to funding agencies and other corporate entities /Public Affairs and Behaviour Change /Public Affairs Advisor Business Component 7.3 Letters to Government Officials Business Component 7.4 Circulars to all staff (except when it is concerning staff availability or other work related matters) Senior 7.5 Submissions and tender applications Business Component 7.6.a 7.6.b Mass Mail out where: As part of a product obligation As part of an unsolicited promotion Business Component and as noted on the bulk email checklist Senior 7.7.a 7.7.b 7.8.a Approval of advertising (excluding recruitment) Approval of recruitment advertising Website posting where: Senior / Marketing Services Organisational Development In response to a product obligation Business Component 14
7.8.b 7.8.c In response to an unsolicited promotion, including Survey monkey On staff intranet 7.9 Sign off content for designers and artwork for printers Senior / Marketing Services Business Component / Office Administrator / User Support Officer Business Component 7.10 Dealing with escalated complaints and compliments Business Component with consultation with Senior 15
10. Delegated function 8: legal and regulatory matters N.B. comment at Delegated Function 1: At times a Purchase order can constitute a contract. If there are Terms and Conditions explicitly stated on a supplier s offer / proposal / quote, then refer to Delegated Function 8. 8.1.a 8.1.b 8.1.c Where the matters is concerning a: Industry / regulatory matter Bicycle Network commercial matter Fines / penalties / infringements Table 9 Authority for legal and regulatory matters Senior 8.2 Appointment of lawyers Chief executive Officer 8.3.a 8.3.b Authorisation / Execution of contracts Where the nature of the contract is: Revenue / In kind Expense / Other N.B. Terms and Conditions explicitly stated on a supplier s offer / proposal / quote may constitute a contract Senior 8.4 Acceptance of indemnities / guarantees 8.5 Running competitions 8.6 Matters concerning Pty Ltd companies and Trusts in which Bicycle Network has a proprietary interest. 16
Appendix A - Business Component and Nominated Business Component Events: Events (where not otherwise noted below) Rides - Great Victorian Bike Ride, Around the Bay,,, 3 Peaks Challenge, Newcastle Challenge Primary Delegate GM - Events Event Authorised Agent (1) Workshop and General GM - Events Riders: Riders (where not otherwise noted below) Riders Membership Membership Rider Services Marketing Services Rider Services Team Leader Marketing Services Communication s Communication s Corporate Relationships Corporate Development (where not otherwise noted below)?? Sponsorships?? The Bicycle Parking Experts Bike Futures Advertising?? Bike Futures Bike Futures Government and External Relations Bicycle Infrastructure and Local Government Facilities Urban Growth Zone Facilities Behaviour Change and Public Affairs 17
Behaviour Change - Ride2School and Ride to Work Behaviour Change (where not otherwise specified above) Parkiteer Public Affairs Workplace Riding Happiness Cycle Finance: Head Office Finance / / General / Capital Expenditure Office and Premises recharge Organisational Development: Organisational Development / People and Performance / Ride2School Team Behaviour Change Behaviour Change Behaviour Change and Public Affairs Behaviour Change Behaviour Change and Happiness Cycle Finance Management Accountant Organisational Development Systems coordinator Capital Board Organisational Development Finance and Leadership Team Board Secretariat Corpus Bicycle Network (1) Where an Authorised Agent is a person authorised by a delegate to act within the authorised domain of the delegate. The authorisation will be in the form Appendix B 18
Appendix B - Agent Delegation of Authority Form Agency Form I authorise the following person(s) to perform the functions described below as my agent in accordance with the Delegations of Authority effective from the date on which I sign this form and until further notice or until specified in the conditions or restrictions section below. Details of Agent(s) Agent s name Agent s Title Agents Specimen Signature Agency Authority Delegated Type of function delegated Limits Account(s) to which agency applies Business Component / Activity / Natural Account Natural Account Code (include classification if applicable) Specify any conditions or restrictions Authorised by: Delegate s name Delegate s position Delegate s signature Date 19
Appendix C - Revision History Version No Date 1 21 March 2005 First issued and approved by Senior. 2 17 January 2006 Internal draft. 3.0 Revised to reflect new constitution, new regulations and changed organisational structure and circumstances. 3.1 23 January 2006 V3.0 amended to reflect Risk & Audit Committee suggestions. 3.2 30 January 2006 Amendments suggested / required by the Board Articles 9 to 12 approved by Bicycle Network Victoria Board as a regulation. Published on Bicycle Network Victoria website. 4.0 January 2007 Annual revision for changed organisational structure and circumstances. 4.1 20 February 2007 V4.0 amended to reflect Risk & Audit Committee suggestions. 5.0 March 2008 Annual revision for changed organisational structure and circumstances. No suggested changes from Audit & Risk Committee. Included as Board Information paper 31 March 2008. 5.1 June 2008 Expand product offering 6.3a authority to Senior ; expand sponsorship 6.4d authority to GM- Marketing; reflect new department budget; Reflect Seniors Riding Coordinator title, Change Name to Team / Department 6.0 April 2010 Annual revision for changed organisational structure and circumstances. Reflect new Responsibility Centres / Business Components; job titles and roles; Sponsor reporting; various Legal & Regulatory matters, 20
including the consolidation of 7. Authorisation or Execution of Documents into 8. Legal & Regulatory Matters, plus split Execution delegation 8.3 by nature of contract (cf. dollar value & if budgeted). No suggested changes from Audit & Risk Committee. Included as Board Information paper 27 April 2010. 7.0 September 2010 Reflecting organisation restructure with insertion of Chief Operating Officer, HR and Organisational Development, Board Secretary / Chief Risk Officer positions 7.1 November 2011 Reflecting organisation change such as the Board Secretary / Chief Risk Officer position being discontinued and the Leadership Team replacing the Executive. General tidy up of document. 7.2 November 2012 Reflecting organisation change such as the discontinued Chief Operating Officer role as well as updating of Business Component and Nominated and general update and tidy up of document. 7.3 July 2014 Reflecting organisation name update to Bicycle Network and overall tidy up. 7.4 September 2014 Removal of Corporate Relationships position 21