Purchasing of Items & Equipment

Objective

This policy establishes clear and efficient procedures for purchasing goods and services on behalf of Omagh Harriers A.C. to ensure transparency, accountability, and prudent financial management.

Procedure for Requesting Purchases

1. Initial Discussion:
   • Any member wishing for the club to purchase an item of equipment should initially discuss the request with their relevant coach i.e. Junior Coach, Senior Coach, Track & Field Coach.
2. Request Submission:
   • Members intending to make purchases on behalf of the club must submit a written request to [Omagh Harriers Email TBC] addressed to the Committee, detailing the items, purpose, specifications, and cost. Requests should be submitted at least fourteen days before the anticipated purchase date.
3. Approval Process:
   • The committee will review and decide on purchase requests at the next committee meeting or within seven days of submission, whichever is sooner. Any necessary clarifications will be sought promptly, and decisions will be made by majority vote.
4. Quotes Requirement:
   • To secure value for money, for purchases exceeding £200 two quotes must be obtained. Quotes must accompany the purchase request.
5. Receipt Management:
   • All receipts for purchases must be provided to the committee within 14 days of delivery of the item purchased for their retention. Receipts will be reviewed during financial audits, and the committee is responsible for ensuring accurate documentation and secure storage.
6. Storage of Purchased Equipment:
   • The item purchased must immediately be placed in storage in one of the Omagh Harriers A.C. storage containers.
7. Urgent Purchases:
   • The person making the urgent request must demonstrate the reason for the urgency. The committee will expedite its decision-making as far as possible while adhering to principles of transparency and cost-effectiveness.
8. Omagh Half Marathon Event:
   • The Omagh Half Marathon Sub Committee follows a separate purchasing process, due to the high volume of items, tight time constraints and unexpected circumstances, that necessitate prompt decision-making and actions.

Review and Compliance

This policy will be reviewed annually to ensure its relevance and effectiveness. Compliance will be monitored by the committee to uphold sound financial practices.

This streamlined policy supports timely, transparent, and responsible purchasing decisions for Omagh Harriers Athletic Club.

Members are encouraged to comply with these procedures to facilitate efficient operations.

Approved by: Omagh Harriers A.C. Committee
Date: December 2024