Policy on delegations to sub-committees

Version:	2
Date adopted by committee:	13 July 2010
Proposed by:	Committee
Replaces:	Version 1

Relevant provisions of the club constitution

Part I 2.

The objectives of the club shall be to encourage and to promote athletics for men and women 30 years of age and over.

Part III 13. (a) – (d)

The committee

Will control and manage the affairs of the club;
Has the power to perform all such acts and do all such things as appear to the committee to be necessary or desirable for the proper management of the affairs of the club.

Part III 21.

Delegation by committee to sub-committee

(1) The committee may by instruction in writing delegate to 1 or more sub-committees

(consisting of such member or members of the club as the committee thinks fit) the

exercise of such of the functions of the committee as are specified in the instrument,

other than:

(a) this power of delegation; and

(b) a function which is a function imposed on the committee by the Act, by any

other law of the Territory, or by resolution of the club in general meeting.

(2) A function, the exercise of which has been delegated to a sub-committee under this

section may, while the delegation remains unrevoked, be exercised from time to time

by the sub-committee in accordance with the terms of the delegation.

(3) A delegation under this section may be made subject to such conditions or limitations

as to the exercise of any function or as to time or circumstances, as may be specified

in the instrument of delegation.

(4) Notwithstanding any delegation under this section, the committee may continue to

exercise any function delegated.

(5) Any act or thing done or suffered by a sub-committee acting in the exercise of a

delegation under this section has the same force and effect as it would have if it had

been done or suffered by the committee.

(6) The committee may, by instrument in writing, revoke wholly or in part any delegation

under this section.

(7) A sub-committee may meet and adjourn as it thinks proper.

Instrument of Delegation

1. In accordance with Part III of the constitution, the general committee hereby delegates the functions specified in Column 2 (below) to the sub-committees specified in Column 1 with conditions, if any, as specified in Column 3 and in Item 2 below.

Column 1	Column 2	Column 3
Member Services Sub-committee	a) To support members in their activities within the club. b) To advise the committee on matters relating to the interests of members. c) To undertake activities related to training and coaching of members. d) To undertake activities related to recruitment of new members.
Competition Sub-committee	Administration of the club’s competition events, primarily the summer Track and Field program and its awards.	The sub-committee must publish the current terms and conditions of relevant awards on the ACTVAC web site.
Run / Walk Handicap Sub-committee	Administration of the Run / Walk Handicap events and its awards.	The sub-committee must publish the current terms and conditions of relevant awards on the ACTVAC web site.
Throwing Handicap sub-committee	Administration of the Throwing Handicap events and its awards.	The sub-committee must publish the current terms and conditions of relevant awards on the ACTVAC web site.
Awards Sub-committee	The consideration of eligible nominees for ACTVAC and other ‘subjective’¹ awards and granting of those awards. Nomination of candidates for AMA awards to the general committee.	1) The selection of recipients for ACTVAC awards is at the sole discretion of the Awards Sub-committee. 2) The Sub-committee operates within the terms and conditions of the individual awards. 3) The sub-committee must publish the current terms and conditions of all relevant awards on the ACTVAC web site.
Medals / trophies Sub-committee	The administration of non-subjective awards, and awards ceremonies, in consultation with the relevant sub-committee(s).
Vetrunner sub-committee	Publication of Vetrunner magazine
Finance sub-committee	To advise the committee on matters relating to Club finance. To perform specific tasks as delegated by the committee.
Administration sub-committee	To advise the committee on matters relating to the administration of the Club. To perform specific tasks as delegated by the committee.
Publicity and marketing sub-committee	To advise the committee on matters relating to publicity and marketing. To perform specific tasks as delegated by the committee.

2. Relationship between the sub-committees and the general committee

a) Notwithstanding the above, the general committee will provide ongoing policy direction as well as financial responsibility and control for sub-committee activities (noting that there are provisions in the club’s ‘Policy on expenditure of club funds’ for ‘petty cash’ and the expenditure of small amounts of money without separate approval from the general committee).

b) Sub-committees are responsible to the general committee for all aspects of the administration and management of their function unless otherwise specified in this Instrument of Delegation

c) The committee will publish (separately) the names of the conveners of sub-committees specified in this Instrument.