Eddie's Doggy Daycare
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Section 2A

Governance & Management Oversight

This section outlines the governance framework that ensures active, documented management of Eddie's Doggy Daycare without requiring the Owner to be on site daily. It covers management structure, delegation of authority, and compliance review processes.

Governance Principle

Effective governance does not require the business owner to be physically present every day. It requires clear delegation of authority, documented oversight processes, regular communication, and a culture of accountability at every level of the organisation. This section demonstrates how Eddie's Doggy Daycare achieves exactly that.

In This Section

2A.1 Management Structure

1. Strategic Oversight

Edward Kirwan (Owner) holds overall strategic oversight of the business and is the primary competent person under Regulation 7 of the Management of Health and Safety at Work Regulations 1999.

2. Operational Management

The Site Manager (Jodee) is formally appointed as deputy competent person with delegated authority to manage day-to-day operations, make immediate safety decisions, and ensure compliance with all policies and procedures at site level.

Management Roles

ManagerPrimary FocusKey Responsibilities
JodeeOperations & Welfare StandardsWelfare monitoring, behaviour escalation, dog grouping, SOP compliance, cleaning standards, licensing readiness, emergency procedures, COSHH & safety

Administrative Oversight (Non-Management): Emma is a Daycare Assistant who oversees and supports administration across the site. She is not a Site Manager, holds no delegated management authority, and is not an escalation point for operational, welfare, or safety decisions.

3. Accountability Framework

The management structure operates on the principle that decisions should be made at the lowest appropriate level, with clear escalation pathways for matters that require higher authority. This ensures responsiveness at site level while maintaining strategic oversight and consistency across the business.

2A.2 Delegated Authority

1. Delegated Powers

Site Managers have formally delegated authority to take the following actions without prior approval from the Owner:

AuthorityScope
Immediate safety decisionsAny action necessary to protect the safety of dogs, staff, or the public
Emergency callsContacting emergency services (999), veterinary services, or utility providers without delay
Site closuresInitiating a temporary site closure in response to an emergency, welfare concern, or safety risk
Temporary safety measuresImplementing temporary controls such as area closures, group adjustments, or activity restrictions
Staff directionAssigning, redeploying, or standing down staff as operationally necessary
Expenditure (under £100)Authorising emergency purchases for immediate safety or welfare needs

Delegation Documentation

This delegation of authority is documented in writing, signed by the Owner, and reviewed annually. A copy is retained in the compliance file at the site. Delegation does not transfer ultimate accountability — the Owner remains the responsible person under the licence at all times.

2. Escalation to Owner

Matters that must be escalated to the Owner include serious injuries or incidents, potential licence compliance failures, complaints from the public or regulatory bodies, decisions affecting the terms of attendance for any dog, and any expenditure exceeding £100.

2A.3 Owner Oversight Without Daily Presence

1. Oversight Mechanisms

The governance model ensures effective, documented oversight through multiple complementary mechanisms:

MechanismFrequencyPurpose
Monthly Manager Compliance ReviewMonthlyStructured review of compliance, incidents, and operational matters (see 2A.4)
Digital reporting systemsDailyReal-time communication via approved channels, daily reports, and incident notifications
Site visitsRegularAnnounced and unannounced visits by the Owner to observe operations and verify standards
Compliance auditsQuarterlyFormal review of documentation, procedures, and site conditions
Annual management reviewAnnuallyStrategic review of all policies, performance, and business direction
Clear escalation proceduresContinuousDefined pathways ensuring the Owner is informed of all significant matters without delay

Governance Evidence

This multi-layered oversight model creates a documented audit trail that demonstrates active management to licensing authorities, inspectors, and other regulatory bodies. Every interaction between the Owner and the management team is recorded, creating a continuous evidence base of governance and accountability.

2A.4 Monthly Manager Compliance Review

1. Format

The Monthly Manager Compliance Review is a structured 30-minute meeting conducted between the Owner and Site Managers. It follows a standardised agenda to ensure consistency and completeness, and produces documented minutes that form part of the compliance audit trail.

2. Standing Agenda

Each month, the following items are reviewed and recorded:

Agenda ItemPurpose
Incidents and near-missesReview all incidents, near-misses, and escalations from the previous month
Fire safety checksConfirm status of all fire safety checks, drills, and equipment servicing
Temperature log completionVerify that daily temperature monitoring has been completed and recorded
Van check log completionConfirm that all daily vehicle safety checks have been completed
Behaviour escalationsReview any dogs with ongoing behaviour concerns or restrictions
Outstanding maintenanceIdentify and schedule any outstanding repairs or maintenance work
Training and competency gapsReview staff training status and identify any overdue or upcoming requirements
First aid kit statusConfirm all first aid kits are stocked, in date, and accessible
Compliance concernsDiscuss any areas of concern regarding regulatory compliance
Actions from previous meetingReview progress against actions agreed at the previous meeting

Meeting Record

Minutes of each Monthly Manager Compliance Review are recorded, signed by all attendees, and retained in the compliance file. A summary is sent to the Owner within 24 hours of the meeting. These records demonstrate to inspectors that the business is actively and continuously managed, regardless of the Owner's daily physical presence.

2A.5 Delegation Matrix

1. Decision Authority

Decision AreaSite Manager (Jodee)Owner (Edward)
Daily operations — staffing allocation, group structure, rota adjustments within agreed patternDecideInformed weekly
Welfare decisions — pausing a dog from a group, ending a session early, vet referralDecideInformed same day for serious cases
Safety stand-downs — closing an area, removing equipment, postponing transport in extreme weatherDecideInformed same day
Incident response — immediate management of injuries, escapes, fightsDecideInformed immediately; Owner reviews report
First aid & vet authorisation — calling out a vet, authorising treatment up to £250 per incidentDecideInformed same day
Customer-facing decisions — minor complaint resolution, gesture of goodwill up to £50, session creditDecideInformed in weekly report
Behavioural restrictions — placing a dog on trial period, restricting from group playDecideInformed in weekly report
Dog removal from daycare — permanent exclusion of a dogRecommendDecide
Customer complaints — formal complaints, refund requests over £50Manage initial responseDecide on outcome
Staff disciplinary action — informal coaching, performance conversationsDecideInformed in weekly report
Staff disciplinary action — formal warnings, suspension, dismissalRecommendDecide
Recruitment — shortlisting, first-stage interviewsDecideFinal approval before offer
Pay, contracts, terms of employmentRecommendDecide
Capital spend — single purchase up to £200; consumables, PPE, replacement equipmentDecideInformed in weekly report
Capital spend — single purchase £200–£1,000RecommendDecide
Capital spend — over £1,000, new vehicles, contractsRecommendDecide
Pricing & service changesInputDecide
Licensing communications — routine contact with councilManage with Owner copiedOwner sighted on all written correspondence
Licensing communications — formal inspection findings, conditions, enforcementManage with Owner involvedOwner leads response
Policy creation or amendmentRecommendDecide
Risk Assessment review and sign-offDecide (annual)Reviews annually
Media, marketing, public statementsInputDecide

2. Out-of-Hours Authority

When the Owner is uncontactable (and only when uncontactable after reasonable attempts), the Site Manager on duty has full authority to make any decision required to protect the safety of dogs, staff and the public. All such decisions must be documented and reported to the Owner at the earliest opportunity.

Use of Out-of-Hours Authority

Out-of-hours authority is not a licence to make decisions that should normally be escalated. It exists to ensure that no welfare or safety decision is ever delayed by the inability to reach the Owner. Every use of this authority is reviewed at the next Monthly Manager Compliance Review.

3. Review of the Matrix

This matrix is reviewed annually at the start of each calendar year, and additionally whenever the management structure, Owner presence on site, or operational scale changes significantly. Site Managers are consulted on any proposed changes before they take effect.

2. Licensing Requirements (2018 Regulations)2B. Escalation Ladder