Minutes 15-12-10 - Shire of Shark Bay

ORDINARY COUNCIL MINUTES – 15 DECEMBER 2010 31
12.3 PURCHASING AUTHORISATIONS
PO101
Author
Accountant
Disclosure of Any Interest
Declaration of Interest:
Nature of Interest:
Moved
Seconded
Cr Ridgley
Cr Cowell
Council Resolution
That the Shire of Shark Bay Purchasing Policy be amended to have Appendix A
– Purchasing Authorisations removed from the Policy.
7/0 CARRIED
Précis
At the yearend audit for the Shire of Shark Bay, our auditor from UHY Haines Norton
raised in the Management Report that “staff listed with purchasing authority in the
purchasing policy no longer worked for the Shire. The officers who currently authorise
purchase orders are not included in the Purchasing Policy”.
Auditors Recommendation: To help ensure current and future officers comply with the
Shires policies we recommend the policies be amended to refer to positions and not
specific persons.
Background
The Shire of Shark Bay Purchasing Policy currently contains the following table of
purchasing authorisations.
Authorised Officer Position $ Limit for individual purchases
Mr Kelvin Matthews Chief Executive officer As per budget *
Mr Stan Kocian
Finance and Administration As per budget *
Manager
Mr Gary Brown Works Supervisor $10,000.00*
Mr Brian Galvin Town Supervisor $5,000.00*
Miss Tamara Olsson Accountant $500.00*
*Subject to section 3.57 of the Local Government Act 1995; Divisions 1 and 2 of the Local Government
(Functions and General) Regulations 1996; and the requirements of the Shire of Shark Bay Purchasing Policy.
Under the Shire of Shark Bay Register of Delegations, the Chief Executive Officer is
given delegated authority to make purchases on the Shire’s behalf and the Local
Government Act 1995, section 5.44 (1) gives the Chief Executive Officer the power
to delegate this to their staff. It is therefore not necessary to include this appendix in
the purchasing policy as the Chief Executive Officer already has the authority to
delegate purchasing authority and expenditure limits to their staff.