⚙️ Plas Heli Cyf – Operational Delegation Framework
↩️ Return to Governance LibraryThis Operational Delegation Framework sets out how responsibilities are shared across Plas Heli Cyf, Directors, Observers, volunteers, tenants, partners, and external agencies. It ensures clarity, accountability, and safe, compliant operation of the Welsh National Sailing Academy & Events Centre.
The framework supports event organisers, volunteers, staff, and stakeholders by defining who is responsible for decision‑making, operational delivery, and compliance across all areas of activity.
Overview
Plas Heli Cyf operates a mixed‑use venue with multiple partners and user groups. Clear delegation is essential to ensure:
- Safe and compliant operations
- Clear lines of responsibility
- Efficient event delivery
- Effective communication
- Strong governance and oversight
🏢 1. Plas Heli Cyf – Board of Directors
The Board retains ultimate responsibility for governance, compliance, and strategic oversight.
Delegated Responsibilities
- Strategic direction and corporate governance
- Financial oversight and budget approval
- Compliance with statutory and regulatory requirements
- Approval of policies and operational frameworks
- Oversight of safeguarding, health & safety, and risk management
- Appointment of Observers and operational leads
Not Delegated (Board Only)
- Legal decisions and statutory filings
- Approval of major contracts or leases
- Changes to governance structure or Articles
- Financial commitments above delegated thresholds
👥 2. Observers & Specialist Support
Observers support operational coordination, safeguarding, liaison roles, and specialist input.
Delegated Responsibilities
- Safeguarding (PH & CHPSC)
- RNLI liaison for coastal safety
- Support for event safety planning
- Operational advice to Directors
- Volunteer coordination (where appropriate)
Not Delegated
- Formal decision‑making authority
- Financial commitments
- Policy approval
🌟 3. Volunteer Team
Volunteers support event delivery, building checks, administration, and community activities.
Delegated Responsibilities
- Event support (race management, beach team, safety boat crew)
- Building checks and daily operational tasks
- Administration and event logistics
- Community engagement and visitor support
Not Delegated
- Formal decision‑making authority
- Financial commitments
- Policy creation or approval
- Safeguarding lead responsibilities
🍽️ 4. Franchisee (Catering Operator)
The Franchisee operates independently under a Licence to Occupy and is responsible for all catering activities.
Delegated Responsibilities
- Food safety and hygiene compliance
- Staffing and HR for catering operations
- Daily management of the catering area
- Customer service for food and beverage
Not Delegated
- Building maintenance
- Venue safety systems
- Event management decisions
- Use of non‑catering areas without approval
🏫 5. Derwen (Educational Partner)
Derwen operates independently within designated areas under a Licence to Occupy.
Delegated Responsibilities
- Daily management of their allocated space
- Safeguarding of their students
- Staffing and supervision
- Educational activities and programmes
Not Delegated
- Venue‑wide safety responsibilities
- Event management
- Building maintenance
🚤 6. CHPSC (Clwb Hwylio Pwllheli Sailing Club)
CHPSC is a key partner and user group with delegated responsibilities for club activities.
Delegated Responsibilities
- Club racing and training activities
- Club safeguarding responsibilities
- Club equipment management
- Volunteer coordination for club events
Not Delegated
- Venue‑wide operational decisions
- Building maintenance
- Non‑club event management
🛟 7. RNLI & Emergency Services
RNLI and emergency services provide specialist support for coastal and event safety.
Delegated Responsibilities
- Emergency response
- Safety advice for coastal events
- Support for major incident planning
Not Delegated
- Operational decision‑making
- Event management
- Venue safety systems
📋 8. Summary Table – Who Does What?
| Area | Primary Responsibility | Support |
|---|---|---|
| Governance & Compliance | Board of Directors | Observers |
| Safeguarding | Safeguarding Officer (Observer) | Directors / CHPSC / Derwen |
| Event Delivery | Event Organiser / Directors | Volunteers / Observers / CHPSC |
| Building Operations | Directors | Volunteers / Tenants |
| Catering | Franchisee | Directors |
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Last Reviewed: October 2026