PURCHASING PROCEDURE

1      Purpose

 

To ensure that all club purchases are controlled according to club policy.

 

2      Scope

 

This procedure applies to all purchases of goods and equipment.  All purchases will fall into one of the following three categories:-

Equipment for use on grounds.

Equipment for the use of the teams or Administration.

Capital purchases.

 

3      Responsibilities

 

The following officers are authorised to purchase goods where the costs are approved by the committee.  Where a purchase cost has not been approved the matter is to be referred to the Treasurer, and if unresolved, the President

 

4      Procedure

 

Orders must be approved by the committee or the President for all club purchases of equipment, goods and services.

 

4.1      Limits of Authority

 

The following limits of authority shall apply to values of orders raised by various Officers.  No other person has authority to order goods and/or services on behalf of the club:-

 

Staff Position	Limit of Authority	Comment
President	No limit	With Committee approval
Deputy President	No limit	With Committee Approval
Secretary	Administration requirements
Treasurer	No Limits	With Committee Approval
Equipment Coordinator	$1000   $ 200	With Committee Approval Without Committee Approval
Grounds Stewart	$ 500   $   50	With Committee Approval Without Committee Approval
Canteen Coordinator	$ 500	Without Committee Approval

 

 

4.2      Raising Orders

 

The following information is essential and must be included on all orders:-

 

• Date

• To supplier name/address

• Delivery address

• Date required

• Item description(s)

• Quantity/rate/amount.

• Signature

• Approved by Signature