GOVERNANCE & ORGANISATION PERFORMANCE DELEGATIONS

NOVEMBER 2018
CONTENTS

• Schedule 1 - General Authorities

• Schedule 2 - Specific Authorities

• Schedule 3 - Specific Financial Authorities

This matrix sets out the specific delegations given by the General Manager to Council officers within the Governance & Organisation Performance Section. The granting of the
delegation is indicated by a tick in the relevant box. The delegations are limited to matters which fall into the activities of this Section and the responsibilities contained in the
Position Descriptions of each staff member.

Reviewed by Director (Corporate & Governance): Date: 23/11/18

Authorised by General Manager Ashley Lindsay: Date: 23/11/18

 GOVERNANCE & ORGANISATION PERFORMANCE SECTION – AUTHORISATIONS AS AT NOVEMBER 2018

SCHEDULE 1 - GENERAL AUTHORITIES – PART 1

Position Staff Code Approval of payment Approval of Sign Time Sign Time Approve Approve Higher Approve
No. of orders up to deliveries up to Sheets Sheets in Overtime& Grade Pay Leave Forms
amount of amount of absence of Time in Lieu
Manager See Note 2
Business Improvement Officer 4301200 $5,000 $5,000 
Governance Coordinator 4301100 $5,000 $25,000  
Legal Officer 4301101 $5,000 $5,000
Insurance & Risk Officer 4301102 $2,000 $2,000
Property Coordinator 4301300 $5,000 $25,000  
Property Officer 4301301 $1,000 $5,000

SCHEDULE 1 - GENERAL AUTHORITIES – PART 2

Position Staff Code No. Authorise Sign Routine Sign Non-standard Authorise the placement of material on
Petty Cash Correspondence Correspondence Council’s website
= or < $100 and Forms
(See Note 1)
(See Note 1)
Business Improvement Officer 4301200    
Governance Coordinator 4301100    
Legal Officer 4301101  
Insurance & Risk Officer 4301102  
Property Coordinator 4301300    
Property Officer 4301301   

Authorised by General Manager Ashley Lindsay: Date: 23/11/18 Page 2 of 7

 GOVERNANCE & ORGANISATION PERFORMANCE SECTION – AUTHORISATIONS AS AT NOVEMBER 2018

SPEAKING TO THE MEDIA

All media enquiries are to be directed to the Communications Coordinator in the first instance. Only the General Manager, Directors and Communications Coordinator have
delegation to speak to the media on behalf of Council. Other staff may speak to the media on Council-related issues only with the prior approval of the General Manager or
a Director.

NOTE 1
1. The authority to sign routine correspondence and forms relates to the Governance activities of Council and relates to the conveying of information where such
information is relevant to the area of responsibility as set out in the job description concerning Council decisions, adopted policies, procedures and budgeted
programs. The definition of “correspondence” includes letters, reports, memorandums, facsimiles, emails, etc.
2. Non-standard correspondence relates to the conveying of complex information or requests relevant to the area of responsibility as set out in the job description
3. All correspondence delegations are subject to following limitations in which case the correspondence is to be referred to and signed by the General Manager:
a) All correspondence advising or responding to:
 Members of Parliament, at both State and Federal levels;
 Director General of Government Departments, at both State and Federal levels;
 Mayor, Councillors and General Managers’ of other local Government authorities;
 The Ombudsman, Commissioner ICAC.
b) Correspondence committing Council to expenditure not approved in the adopted budget or by subsequent Council resolution.
c) Correspondence of a sensitive or personal nature, particularly letters which criticise Council or which may come to the attention of the Mayor and Councillors.
d) All correspondence dealing with matters of major significance to Council and letters to Government Departments of a controversial nature.

Authorised by General Manager Ashley Lindsay: Date: 23/11/18 Page 3 of 7

 GOVERNANCE & ORGANISATION PERFORMANCE SECTION – AUTHORISATIONS AS AT NOVEMBER 2018

NOTE 2 – Leave Matrix

Employees with delegated authority to approve leave may do so only in the following manner
Supervisor Manager Director Comment/Reference
Annual leave (AL) < 1 month > 1 month ≤ 3 months > 3 months
Long service leave (LSL) < 1 month ≤ 6months > 6 months LSL procedure
Sick leave (SL) ≤ 2 weeks > 2 weeks ≤ 3 months > 3 months Protocol – refer for details
Sick leave without pay (SLWOP) ≤ 2 weeks > 2 weeks ≤ 3 months > 3 months People Culture and Safety Unit must be advised if ≥ 2 weeks
Carers leave ≤ 1 week > 1 week ≤ 2 weeks > 2 weeks Protocol
Health and wellbeing leave ≤ 2 days Protocol – Award states 2 days from Sick Leave
Bereavement leave max 4 days Award – immediate family (4 days) and extended family (2 days)
Leave without pay (LWOP) ≤ 6 months Protocol - > 6 months must be referred to the General Manager for
approval. LWOP is not to be granted to undertake other paid work.
Climatic circumstances (formerly flood leave, or all periods Award
other climatic conditions) Other leave protocol
Parental leave (pregnant employee) all periods
Concurrent parental leave ≤ 2 weeks Award states up to 2 weeks from sick leave.
Unpaid parental leave ≤ 6 months >6 months must be referred to the General Manager for approval
Pre adoption leave max 2days Provided by Award
Adoption leave ≤ 18 weeks Provided by Award - refer to Award for details
Emergency services leave (volunteer member) ≤ 5 days per calendar Requests for leave > 5 days or outside LG Area to Director
year Other leave protocol
Emergency services leave (paid member) TIL/AL/LSL LWOP Paid/Retained members of Emergency Services Organisations may
only access LWOP / TIL / AL / LSL - Other leave protocol
Blood donor max 2 hours Other leave protocol
Defence force leave all periods Other leave protocol
Jury duty all periods Other leave protocol
Study leave (residential/block) max 10 Days Training & Development Protocol
Exam leave max 1 day/unit Training & Development Protocol

Authorised by General Manager Ashley Lindsay: Date: 23/11/18 Page 4 of 7

 GOVERNANCE & ORGANISATION PERFORMANCE SECTION – AUTHORISATIONS AS AT NOVEMBER 2018

NOTE 3

Overtime Authority
Applies to endorsing overtime that has been identified within an approved budget or project. All other overtime is to be endorsed by the Director.

NOTE 4

Authorising Timesheets
A Supervisor must have their own timesheet authorised by their own Director. The Authority to authorise time sheets of staff not within the Section extends only to the
Director and only where the relevant authorised person from that Section is not available at the time.

NOTE 5

Authorising Petty Cash

Only in accordance with Council’s adopted budget. A Supervisor must sign an approved officer’s own petty cash request.

NOTE 5A

Social Media Authority

Only in accordance with any current Council social media policy or protocol and the adopted Code of Conduct. Authority extends to managing and maintaining currency and
integrity of information relevant to the employee’s specific work area on sites such as, but confined to, Facebook, Instagram, Twitter, blogs, and the like. This authority does
not extend to participation in commentary, opinion, open discussion or similar where the information is likely to have an adverse impact on Council. This authority is subject to
the ongoing concurrence of the Director and can be revoked by the Director at any time or in any particular circumstance.

Authorised by General Manager Ashley Lindsay: Date: 23/11/18 Page 5 of 7


Position
Business Improvement Officer
Governance Coordinator
Legal Officer
Property Coordinator
Property Officer
Position
Governance Coordinator
Legal Officer
Insurance & Risk Officer
Property Coordinator
Authorised by General Manager Ashley Lindsay:
GOVERNANCE & ORGANISATION PERFORMANCE SECTION – AUTHORISATIONS AS AT NOVEMBER 2018
SCHEDULE 2 - SPECIFIC AUTHORITIES – PART 1
Staff Code “Designated “Appropriate Person” Obtain and accept Engage contractor/ Determine Formal Public Interest Disclosures Contact
No. Person” for opening tenders quotations within consultant within GIPA applications Officer under the Public Interests
under the LG under the LG approved budgets approved budget & Disclosures Act 1994 and Council’s
Act 1993 Regulation delegation limit Internal Reporting Policy – Public
Interest Disclosures
4301200  
4301100     
4301101   
4301300   
4301301 
SCHEDULE 2 - SPECIFIC AUTHORITIES - PART 2
Staff Code No. Sign Insurance Negotiate/settle/refuse Assignment/Transfer of leases or Authorise leases and licences under the Local
Claims insurance claims, other licences of Council controlled land Government Act 1993, the Residential Tenancies Act
than personal injury under the same conditions of 2010, the Retail Leases Act 1994 the Roads Act 1993
claims, in consultation original lease/licence and the Crown Land Management Act 2016 that have
with Council’s Insurance an annual rental of $50,000 or less and have not been
Brokers objected to as part of a public exhibition process.
4301100  
4301101
4301102  
4301300  
Date: 23/11/18 Page 6 of 7
 GOVERNANCE & ORGANISATION PERFORMANCE SECTION – AUTHORISATIONS AS AT NOVEMBER 2018

SCHEDULE 3 - SPECIFIC FINANCIAL AUTHORITIES

Position Staff Code Authorise Authorise Sign contracts (other Approve contract Authorise Contract Engage and instruct
No. Refunds Applications for than for the purchase of variations (other than for Payments Lawyers to act on Council’s
Grants goods) on behalf of the purchase of goods) behalf, in association with
Council Director Corporate &
Governance

Business Improvement Officer 4301200 

Governance Coordinator 4301100  
Legal Officer 4301101 
Property Coordinator 4301300  

Authorised by General Manager Ashley Lindsay: Date: 23/11/18 Page 7 of 7