presentation to the portfolio committee on defence pcd on castle control board annual report 06 07 l.
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PRESENTATION TO THE PORTFOLIO COMMITTEE ON DEFENCE (PCD) on CASTLE CONTROL BOARD ANNUAL REPORT 06/07 PowerPoint Presentation
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PRESENTATION TO THE PORTFOLIO COMMITTEE ON DEFENCE (PCD) on CASTLE CONTROL BOARD ANNUAL REPORT 06/07 . SCOPE. The internal control environment and other issues reported by Auditor General (Annual Report 06/07) Questions raised by SCOPA and PCD on 12 March 2008

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presentation to the portfolio committee on defence pcd on castle control board annual report 06 07

PRESENTATION TO THEPORTFOLIO COMMITTEE ON DEFENCE (PCD)on CASTLE CONTROL BOARD ANNUAL REPORT 06/07

scope

SCOPE

The internal control environment and other issues reported by Auditor General (Annual Report 06/07)

Questions raised by SCOPA and PCD on 12 March 2008

Recommendations by SCOPA and PCD

Feedback from PCD on 4 March 2008

internal control environment

INTERNAL CONTROL ENVIRONMENT

ASSET MANAGEMENT

Inadequate Asset Audit Trail

The newly purchased database (Humanities CMD) assists in the process of successfully capturing and managing of assets - 80% captured

The marking and numbering of some assets is not always appropriate (too small and valuable to label directly), hence the current procedure of taking photographs of all assets

Using the same measures of capturing assets as Iziko

internal control environment4

INTERNAL CONTROL ENVIRONMENT

ASSET MANAGEMENT

Physical Stocktaking of Assets

Stock takes were not carried out in the past due to a lack of suitably qualified personnel. CCB will establish a specialist team to complete the annual stock take for the 07/08 FY

The existing manual database is adequate to ensure an accurate physical count for this FY

Asset – Date Purchased

All available dates of purchase are currently included in the manual database

internal control environment5

INTERNAL CONTROL ENVIRONMENT

NON-COMPLIANCE WITH REGULATIONS

Lack of critical appointments

Audit Committee

An Audit Committee will be established in cooperation with the AG and Inspector General by 30 May 2008

Internal Audit Function

Inspector General (IG) DOD will carry out the internal audit function

internal control environment6

INTERNAL CONTROL ENVIRONMENT

NON-COMPLIANCE: PFMA REGULATIONS

Lack of critical appointments

Chief Executive Director

The Minister will be approached for the appointment of an interim Chief Executive Director

Vice-Chairperson

The appointment of the Vice-Chairperson has yet to be confirmed

internal control environment7

INTERNAL CONTROL ENVIRONMENT

NON-COMPLIANCE WITH THE CASTLE MANAGEMENT ACT NO 207 OF 1993

Chief Executive Director

The Minister will be approached for the appointment of an interim Chief Executive Director

Vice-Chairperson

The appointment of the Vice-Chairperson has yet to be confirmed

internal control environment8

INTERNAL CONTROL ENVIRONMENT

SUPPLY CHAIN MANAGEMENT POLICY

The implementation of the Supply Chain Management Policy has been considered

CCB acknowledges lack of policy

The shortcoming will be rectified and a policy will be developed by the DOD by end May 2008

internal control environment9

INTERNAL CONTROL ENVIRONMENT

HUMAN RESOURCE PLAN

Lack of Human Resource (HR) Plan

CCB acknowledges lack of policy

80% of Castle staff is employed by the DOD under its HR Management Plan and function

The shortcoming will be rectified and a plan (CCB and DOD personnel) will be developed by the DOD end of June 2008

questions by scopa and pcd

QUESTIONS BY SCOPA AND PCD

ASSET MANAGEMENT

Complexity of assets management

There are various different categories of assets in the Castle, which makes the management of these artifacts a complicated process. The following assets can be found in the Castle: CCB, DOD, Castle Military Museum Trust, Iziko and private. The CCB only takes responsibility for CCB assets.

Lack of progress with regards to the valuation of assets

No positive feedback can be provided with regards to the valuation of historical assets, as an external valuator is yet to be appointed. The CCB will however contractually appoint a valuator to fulfill these duties.

questions by scopa and pcd11

QUESTIONS BY SCOPA AND PCD

ASSET MANAGEMENT

Transference of assets

A complete list of all assets will be available before the transfer of the Castle to DAC. The DOD and CCB are currently in the process op updating the database of all assets situated in the Castle.

Security of assets

The DOD currently takes all responsibility towards the security of the Castle as guards are seconded by the ASB Western Cape.

Maintenance of movable assets

The Curator of the Castle Military Museum is a professional museologist and the preservation of artifacts is of the highest quality.

questions by scopa and pcd12

QUESTIONS BY SCOPA AND PCD

TRANSFER TO DEPARTMENT OF ARTS AND CULTURE (DAC)

Structures or mechanisms put in place to manage the transfer to DAC

The Castle Management Act Repeal Bill makes provision for the establishment of a Task Team. The Task Team comprises of DOD and DAC members and has established 2 sub committees. The DOD sub committee takes full responsibility for the research and feedback of outstanding issues which will include the development of policies and plans before the transfer can take place.

Time frames/deadline applicable to the transfer

No deadlines or time frames are available to the DOD

or CCB at this stage.

questions by scopa and pcd13

QUESTIONS BY SCOPA AND PCD

TRANSFER TO DEPARTMENT OF ARTS AND CULTURE (DAC)

Envisaged role of the DOD after the transfer

The Castle is defence endowment property according to the Defence Endowment and Property Account Act of 1922. The DOD will therefore play a role, it is however unsure of the extent of involvement.

Control of Income generated

The CCB will continue to control the income generated in the interim period (during the transfer process) until DAC accepts control.

questions by scopa and pcd14

QUESTIONS BY SCOPA AND PCD

TRANSFER TO DEPARTMENT OF ARTS AND CULTURE (DAC)

Possible co-use of the Castle

The risk could be shared by entering into a co-use agreement with other government departments.

DOD museums/collections

The MOD has instructed that it is only the Castle that is being transferred to DAC, and not other DOD museums and collections. The main reason for the transfer of the Castle is that it is not the DOD core business.

Sustainability of the CCB

The CCB is not self-sufficient as it is unable to afford key

personnel.

questions by scopa and pcd15

QUESTIONS BY SCOPA AND PCD

GOVERNANCE ISSUES (NON-COMPLIANCE)

Lack of an Audit Committee

(discussed with Internal Control Environment)

Appointment of a Chief Executive Director

(discussed with Internal Control Environment)

Human Resources Management Plan

(discussed with Internal Control Environment)

recommendations by scopa and pcd

RECOMMENDATIONS BY SCOPA AND PCD

Quarterly Reports

It was recommended by SCOPA that quarterly reports be submitted to them for the purposes of monitoring and advice

Co-operation between all stakeholders involved

It was recommended that all stakeholders involved in the management and transfer of the Castle co-operate and work more closely together

Maintenance of the Castle as fixed asset

It was recommended that National Treasury ring fence funds for maintenance and preservation of the Castle, and that these are indicated on DOD’s the DOD balance sheet as a separate item

recommendations by scopa and pcd17

RECOMMENDATIONS BYSCOPA and PCD

Conservation of military history

It was recommended that the DOD continue to provide the capacity for the conservation of our military history

Compilation of a Business/Management Plan

It was recommended that the CCB compile a Business Plan

Urgent tabling of the Castle Management Act Repeal Bill

It was recommended by SCOPA and the PCD that all Castle stakeholders should be consulted regarding the repeal of the Act.

feedback on issues raised by pcd

FEEDBACK ON ISSUES RAISED BY PCD

Transitional arrangements between DOD and DAC to transfer the management of the Castle

- As presented

Measures taken by DOD to address AG report (Emphasis of Matter)

- As presented

Lack of Management appointments

- As presented

Transfer of Military Museums

- As presented

feedback on issues raised by pcd19

FEEDBACK ON ISSUES RAISED BY PCD

DOD Management and Accountability ito Veterans Associations and Reserve Forces Buildings

DOD responsibility and accountability for buildings utilised for military purposes are only applicable to State owned facilities