Page 65 - AYO Governance Manual Draft

Asset Manager
POSITION DESCRIPTION
AUCKLAND YOUTH ORCHESTRA

Reports to Executive Committee
Date May 2020

Position Summary
The Asset Manager is responsible for the management of the physical assets of the Society.

Duties and Responsibilities

1. Asset Register

 Maintain online asset register
 Maintain the AYO Music Library database
 Conduct an annual physical audit of assets - where the asset is unable to be located, an
investigation will be initiated.
 Be certain of the whereabouts of the most expensive instruments at all times
 Liaise with Manager, Librarian and Treasurer as required

2. Disposal of Assets
 Where an asset has become obsolete, worn out, surplus to requirements or minimal in
value, disposal should be considered.
 All assets identified for disposal shall be valued.
 Assets shall not be sold at a discounted rate to staff if a greater value could be realised by
disposing it by another method.
 Staff disposing of the asset shall not benefit from the disposal.
 There shall not be an actual or perceived undue benefit to the successful purchaser.
 A report shall be prepared for the Executive Committee with reasons for the disposal, the
process, net disposal proceeds and any issues that may arise from the disposal.

3. Asset Acquisition
When a new or replacement asset is required by the Society,
 investigate the most cost effective method (leasing or purchasing)
 obtain quotes
 choose best value for money and seek financial support via a grant application

4. Hiring
 Liaise as required with persons/organisations hiring AYO instruments.
 Liaise with current players borrowing instruments
 Respond to ad hoc enquiries re availability of instruments
 Arrange for maintenance and instrment repairs to be carried out as required.

5. Reporting and Filing

 Report to the Executive Committee when assets are to be purchased, disposed of or
missing – attendance at meetings not necessarily required.