AG questions whether Ramjattan’s Ministry used vehicles for intended purposes

…as logbooks were not presented for audit

Questions have been raised as to whether the then Public Security Ministry, headed by A Partnership for National Unity/Alliance For Change’s (APNU/AFC) Khemraj Ramjattan, used over 30 vehicles for intended purposes.
This was after the Ministry failed to provide 33 logbooks of vehicles assigned to the Ministry to be examined during the audit.

According to the Auditor General’s 2019 Report, the Public Security Ministry, which has since been renamed Home Affairs Ministry, has 150 serviceable vehicles that require logbooks but with the 30-plus books not presented for examination, they were unable to ascertain how the vehicles were used.
“In the circumstances, it could not be determined whether all journeys undertaken were authorised and were in the interest of the Ministry. A similar situation existed in 2018,” the AG report stated.
In the Head of the Budget Agency’s response to the AG’s findings, it was disclosed that there were actually 37 logbooks that were missing. However, the Head of the Budget Agency explained that four of those books were submitted to the auditors and assured that the remainders will also be handed over.
Nevertheless, similar situations were observed at the Guyana Prison Service (GPS). The report noted that a list of vehicles and equipment owned and operated by that Department was submitted on August 21, 2020, and an examination of that list revealed that there were more logbooks presented than what was on the vehicle’s listing presented.
As such, Auditor General Deodat Sharma said it could not be determined if the list submitted was a comprehensive one.
However, over at the Guyana Fire Service (GFS), it was highlighted that historical records were not presented for the vehicles controlled by that agency, which falls under the Ministry.

“As such, the Ministry is in breach of Section 26 of the Stores Regulations and Finance Secretary Circular ?. 3/2011 on the maintenance of Log Books for motor vehicles and the inventory of all plants and machinery,” the report stated.
In relation to these, the Head of the Budget Agency explained that the Fire Service is in the process of locating the Historical Records, while the Prison Service is currently reviewing the list and will be resubmitting same to the Auditors shortly.
However, the Audit Office has since recommended that the Ministry comply fully with the Stores Regulations and Circulars.
Furthermore, the Ministry was also flagged for breaching Stores Regulations including at several of its sub-agencies.
At the Head Office’s Stores, both the Bin Cards and Stores Ledger were maintained by the Storekeeper contrary to Section 6 (2) of the Stores Regulations. Additionally, a Master Inventory was not maintained and there was no evidence that physical inspections and reconciliation were done.
The Head of the Budget Agency acknowledged the findings and indicated that measures will be taken to comply with the Stores Regulations in keeping with the recommendation by the Audit Office that the Ministry comply with the Stores Regulations.
Meanwhile, the AG report also highlighted that the Stores at the Georgetown Prison was not properly maintained.
“Upon inspection in September 2020, it was observed that the stores were in a disorderly state,” the report detailed.
The Head of the agency explained that the Georgetown Prison Stores is currently under construction and upon completion, it will be organised in accordance with the Stores Regulations, as recommended.
At the Fire Service, it was pointed out that no Bin Cards were maintained, and the Stores was not kept clean, well ventilated, waterproof and secure and arranged in a manner that makes it easy to access and check. The report revealed too that unserviceable and serviceable stores were not kept separately and inflammable materials were also not kept apart from other stores.
The Head of the Budget Agency acknowledged the findings and indicated that measures will be taken to comply with the Stores Regulations, as recommended by the Audit Office.
Further, the AG also disclosed that during audit examinations of 123 Payment Vouchers totalling $315.864 million in respect of equipment and furniture purchased, it was found that 56 of those Payment Vouchers amount to a whopping $202.616 million had no stores documentation.
“In this circumstance, it could not be determined whether the items purchased were delivered,” the report detailed.
Again, the Audit Office recommended compliance with the Stores Regulations at all times to which the Head of Budget Agency indicated will be done.