Scheme of Delegation

This is a Scheme of Delegation for the Chief Executive. It was approved on 12 March 2016.

Scheme of Delegation: Board to Chief Executive

Introduction

This Scheme of Delegation sets down the authority delegated by the Board of Trustees of the charity to its Chief Executive. It supplements the job description for the Chief Executive and addresses a number of areas more specific to delegation to facilitate fully accountable, effective and efficient management of the charity.

Policy Framework

1. Within the constraints of the Charitable Company’s Memorandum and Articles, the strategic direction of the charity, including its relationships with Wikimedia UK members, the community, and other stakeholders, its policies and public benefit aims, the setting of key objectives for achieving those aims and the handling exceptional situations and circumstances are matters reserved to the Board, as the framework within which the Chief Executive is required to manage the charity’s day-to-day operational activities for optimal performance, drawing to the attention of the Board any perceived need to update the framework from time to time.
2. A rolling 3-year business plan for the charity, together with recommended key performance indicators (KPIs) will be derived annually from the Board’s current Strategic Plan by the Chief Executive with the help of the senior management team, to be approved by the Audit & Risk Committee for adoption by the Board.
3. The annual budget plan to be agreed with budget holders will be drafted from the current business plan by the Chief Executive and senior management team for submission via the Audit & Risk Committee for Board approval at least one month before the start of the new financial year in order to ensure that the charity’s aims, strategies, objectives (targets) and longer-term projections remain relevant to the contemporary operating conditions.
4. The Chief Executive will circulate to the Board via the Audit & Risk Committee a Quarterly Management Report at least two weeks prior to each face-to-face Board meeting, reporting on progress against the year’s Budget Plan and commenting on any major variances in outturn figures and their implications for future operational performance.

Delegation of Management Decisions

The Chief Executive is hereby delegated to manage the proper use of the operational, budgetary, property, staffing and other resources of the charity within the above policy framework.

1. Subject to the limits and conditions outlined below, the Chief Executive is authorised to commit the charity to incur expenditure within the approved annual budget plan.
2. The Chief Executive is specifically:
   1. Delegated the authority, subject to prior consultation with relevant budget holders in each case, to commit the charity to expenditure on any one item or set of items per supplier that does not exceed a threshold of £10,000 and for which there is provision in the approved budget plan for the year; and
   2. delegated the authority, subject to prior consultation with relevant budget holders in each case, to commit the charity to expenditure on any one item or set of items per supplier that does not exceed a threshold of £2,000 and for which there is no provision in the approved budget plan for the year.
   3. Required to seek approval from the Audit & Risk Committee prior to committing the charity to expenditure on any item or set of items per supplier between £2,000 and £10,000 which is not within the approved budget plan for the year; and
   4. required, in liaison with relevant budget holders in each case, to seek approval from the Audit & Risk Committee prior to the commitment of expenditure on any one item or set of items per supplier that is in excess of £10,000 and is within the approved budget plan for the year.
   5. Required to seek approval from the Board, via the Audit & Risk Committee, prior to committing the charity to expenditure on any item or set of items per supplier that is in excess of £10,000 and is not within the approved budget plan for the year; and
   6. required to seek approval from the Board, via the Audit & Risk Committee, prior to committing the charity to expenditure on any item or set of items per supplier that is in excess of £20,000 and is within the approved budget plan for the year.

Recruitment and management of staff

Staffing changes within the approved budget plan may be made during the year by the Chief Executive.

1. The recruitment of the Chief Executive will be the responsibility of the Board or relevant Board Committee. Support and development of the Chief Executive will be the responsibility of the Chair. With input from the Board the appraisal of the Chief Executive will be undertaken by the Chair annually and reported as appropriate to the Board.
2. Subject to the policies and procedures detailed in the Staff Handbook, the Chief Executive will be responsible for the guidance, support and supervision of staff employed by the charity and jointly with relevant budget holders in respect of any volunteers working on projects undertaken by the charity.
3. Staff Remuneration policy will be determined by the Board, but its detail and application will be the responsibility of the Chief Executive, except that in the case of the Chief Executive’s post the Board, or relevant Board Committee, will determine its implementation.
4. The Staff Handbook to be approved by the Board shall detail at least:
   1. Terms and conditions of employment
   2. Grievance and disciplinary procedures
   3. Health and safety policy and procedures
   4. Equal opportunities policy

Public relations

The Chief Executive shall consult with the Chair on who is to act as spokesperson for the charity in any particular instance.

Further Delegation

The Chief Executive may, for the efficient management and proper operation of the charity, delegate at his sole discretion any of the individual responsibilities contained within this Scheme of Delegation to other employees. This further delegation of responsibilities does not release the Chief Executive from overall responsibility to the Board.

Term

1. This Scheme of Delegation will be reviewed at least every three years to ensure it remains relevant to the current circumstances.
2. The Board of Trustees at its sole discretion may revoke this Scheme of Delegation or any part thereof, subject to due process, at any time.

See also

• Matters reserved for the Board