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Section 23 - Delegation of Authority Policy

Section 23.1 - Delegation of Authority Policy

Date: 4/2/07 — Approved: Finance Board

Purpose

This policy is intended to clarify the responsibilities of the Associated Students Council (Board of Directors) in exercising their oversight duties for the business and financial affairs of the corporation and those responsibilities or duties that may be delegated herein to staff.

Policy

The scope of this policy statement covers the following areas of activity in the day-to-day operations for the Associated Students:

Contracts and Agreements

Prior to execution by authorized staff, all new contracts or agreements obligating the corporation with a total annual value of $100,000 or more requires the specific approval of the AS Council, with prior reviews and advice from staff, the Executive Committee and/or the Finance Board, as appropriate. Authority to execute all new contracts or agreements below $100,000/year and not included in AS Council’s review of the annual budget is delegated to the Executive Director and reported in a timely manner to the AS Vice President of Finance, AS President and AS Council. Authority for all routinely budgeted ongoing contracts or agreements is delegated to the Executive Director in accordance with the AS Council’s review and approval of the annual budget and as such, is not subject to additional reviews or approvals under this policy.

Leases and Sub-leases

Prior to execution by authorized staff, all lease or sublease agreements for facilities operated by the Associated Students require the specific review and approval of the AS Council, with prior reviews and advice from staff, the Executive Committee and/or the related program board, as appropriate.

Personnel Matters.

Authority for the continuation of current full-time employees or the establishment of new full-time Associated Students employees shall be granted through the AS Council’s approval of the annual budget. Mid-year proposals for reclassification of current full-time positions or the establishment of new full-time positions require the prior review and approval by the AS Council with advice from staff, the Executive Committee and/or the related program board, as appropriate. Authority for hiring, termination and/or discipline of current full-time employees of the Associated Students is delegated to the Executive Director who, in consultation with the AS President, shall report such actions in a timely manner to the Executive Committee.

Emergency Situations

In non-budgeted emergency situations, and subject to certain limitations, the Executive Director may approve purchases of up to $100,000 for professional services, and up to $500,000 for commodities, equipment, and services other than professional services, and reported in a timely manner to the AS Vice President of Finance, AS President and AS Council. Before taking action on transactions above these dollar limits, the Executive Director must consult with members of the Executive Committee for approval and make a subsequent report at the next AS Council meeting. Responsibility for notifying the Executive Director and/or the AS Council for the necessity of the emergency action rests with the department delegated the primary purchase responsibility for the emergency purchase. Additional approval requirements for emergency purchases are found in AS Business & Financial Policies, Section 2.2 - Approval of Financial Documents.

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