Scouts WA Delegations for Members Updates
This update is to inform you all regarding the recently reviewed and updated Delegations for Scouts WA.
The purpose of this Delegation of Authority Policy and Procedure document is to define the limits of authority, including procedural and financial, designated to roles (staff and volunteers) within Scouts WA at any given point in time. This is to provide structure for our organisation, and all roles, including clarity regarding which roles have authority for specific decisions and purchases. This policy was developed by senior staff and volunteers, the Board of Directors approved the policy, and it has been implemented across all departments.
This policy supports the Rules and Regulations of Scouts Australia, Branch of Western Australia.
The benefits of this policy and schedule is to protect our members, and ensure all roles understand what they are authorised to approve, and where they need to seek approval from their supervisor
The full Delegation Policy and Schedule is available in Scouts WA Sharepoint.
The below summarises the key points within the delegations schedule, which may affect you as a Scouts WA volunteer and/or member. Although this policy was developed in a consultative, and considered way, we recognise there may be important areas missed, and we appreciate your feedback.
If you have any questions, please contact Jess.
Yours in Scouting,
Ayden and Jess
Finance, Purchases and Asset Reporting
For PURCHASES using Branch funds, Groups are responsible for delegations related to using their own funds. Group Leaders manage their own budgets, provided Branch fees are paid and funds are available.
Please note: Scout Groups use of Branch Funds
Scouts Group purchases Scouts WA (SWA) Rules of Association 2011 regulation 3.2 requires – “Property including real estate and equipment held by a Group, Section or Formation must be vested or purchased in the name of Scouts WA. Groups, Sections and Formations shall be responsible for the custody and maintenance of the assets that they use.”
All requests are subject to funds being available, and within budget. For purchases above $20,000 – $50,000, CEO/EM can approve with CC recommendation.
Insurance and Asset Management Reporting
IMPORTANT – Updates Required for Insurance and Asset Management/Registration for all Groups
All purchases of equipment with a value above $1,500 must be reported to Facilities Officer at Head Office. All equipment and asset purchased and belonging to your group need to be updated with Head Office. Scouts WA Insurance requirements stipulate we must have detailed purchase copies. Please supply to Head Office for records, noting where equipment is located and stored as per Facilities Procedures.
Software and Systems
Selection and implementation of new and existing software or systems.
For new systems:
For existing systems:
Brand, Reputation and Public Image
Cancellation of events
Scouts WA Member Roles
Recruitment and Selection
Insurance Claims and Directives – Reminder
The person reporting the Claim, needs to head to MyScout or Sharepoint (depending on access as we update our systems), download or request from Facilities, then fill in depending on whether the claim is a vehicle claim or property damage or theft.
- P5 – Property Theft Damage Report
- Email Facilities for Vehicle Insurance Incident Report Form
The reporting person then needs to make a police report in the case of:
- Theft or break-in, resulting in loss or major damage.
- Motor accident involving another vehicle or injury.
In case of Break-in or theft:
- Take as many photos of the method of break-in; damage resulting; scene in general
- Make a detailed list of all items lost / supply receipts were possible or website links to closest possible replacement items for each item.
- They must clearly fill in the attached form for Property Theft/Damage claim answering all questions.
All the above information must be copied to Facilities department via email. Facilities will contact our insurance brokers to commence claim.
In case of Vehicle claim:
In addition to the above instructions for vehicle claims.
- Take detailed photos of the damage in case of vehicle damage and scene, also damage to the other vehicle if one is involved.
- Supply a copy of their driver’s license / stating years held. (license must clearly show DOB and current address).
- They must clearly fill in the attached form for a vehicle claim by answering all questions.
All of the above information must be copied to Facilities department via email. Facilities will contact our insurance brokers to commence claim.
Note: All claims must be made through Facilities. Scouts Members and other persons are not to approach or forward information to the insurance brokers directly.
Facilities
Trailer Purchasing Directives Reminder
Scouts WA (SWA) Rules of Association 2011 regulation 3.2 requires – “Property including real estate and equipment held by a Group, Section or Formation must be vested or purchased in the name of Scouts WA. Groups, Sections and Formations shall be responsible for the custody and maintenance of the assets that they use.”
Check Scouts WA SharePoint for the current Insurance – Trailer and Vehicle Directive. Vehicles must be registered using the Scout Organisation code noted in the Directive, and photos, storage location and details as noted to be supplied to Facilities at date of purchase. If you have any questions or need further information, click here to email FACILITIES.
Definitions
- Authority is defined as the power to control, judge, or to permit or prohibit the actions of others.
- Delegated authority is the documented nature and extent of authority that a person has in order to fulfil their accountabilities and responsibilities as detailed in their position requirements (CEO/EM for this purpose).
- Roles (in alphabetical order)
ACC = Assistant Chief Commissioner
CC = Chief Commissioner
CEO/EM = Chief Executive Officer /Executive Manager
DCC = Deputy Chief Commissioner
BC = Branch Commissioner
FBSM = Finance and Business Services Manager
GM = General Manager
OMMS = Operations Manager: Members Services
RCC = Regional Chief Commissioner
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