body-container-line-1
25.11.2015 Press Release

Response From Management Of The Asuogyaman District Assembly Against Alleged Financial Impropriety In The Media

25.11.2015 LISTEN
By Asuogyaman District Assembly

Every MMDA has an internal financial management system that is expected to be constantly reviewed by its Internal Audit Unit. This is to ensure adherence to financial management processes in order to reduce waste and ensure value for money.

An internal audit report of the Assembly does not constitute an indictment but serves as an alert system and a guide along the financial regulations.

The issues raised in the publication were not even from an audit report but were rather findings from a post audit exercise for auditees to rectify or respond within a stipulated time. The documents published and allegations being peddled against the District Chief Executive are therefore baseless and only reveal the ignorance of those behind the publication.

MEMO: DCE WEEKEND PROTOCAL ACTIVITIES

As per the conditions of service of DCEs, every DCE is entitled to some incentives including protocol. As indicated in the MEMO in question, the protocol comprised of fuel, drinks and donations at funerals. On the average, the Hon. DCE is given about five (5) invitations per week in respect of funerals, school programmes, church activities and community functions.

The Hon. DCE has personally attended and donated monies at most of these functions from personal sources on behalf of the Assembly while a few are funded from the Assembly’s coffers. It is common knowledge that the work and functions of the DCE extends into the weekend even though the Assembly is not able to provide him with fuel every weekend.

MEMO: PURCHASE OF WEEDICIDES

Like most of the issues raised, this has nothing to do with the DCE. As clearly indicated in the MEMO, funds were requested by the Director of Agriculture to purchase weedicides for farmers. The weedicides were subsequently purchased, routed through stores and sold to farmers at a subsidized price. The Store Receipt voucher and GCR on the sales issued to the farmers are available at the Assembly for verification.

MEMO: FUNDS TO SUPPORT KURANCHI COMMUNITY

The Kuranchi community had asked for support for the construction of a school it had started. A MEMO was subsequently prepared. Upon a visit by the Hon. DCE to the community, it came to light that the school was privately initiated and owned. The Assembly was therefore unable to directly support such a venture. However, the community was supported with school uniform and exercise books.

As has been the practice of the Assembly, the purchased items were subsequently used to support various communities including Sapor Market, Aboasa Clinic, Aboasa Presby Church, Asikumah Church of Pentecost.

MEMO: PURCHASE OF DEEP FREEZER AND ELECTRONIC IRON

A DCE is entitled to a fully furnished accommodation, which other government officials who visit the District can even use. The items in question were purchased for the DCE and DCD’s residence respectively and were routed through the stores. Both the items and the documents covering them are available and verifiable. It must be noted that such items are neither for the DCE nor for any officer of the Assembly but a property of the Assembly, the use of which successive personnel will have.

PURCHASE CEMENT FOR DISTRIBUTION TO ATTACHED COMMUNITIES

Several quantities of cement have been purchased and distributed to a number of communities. The distribution list of beneficiary communities is available for reference.

NO PVs COVERING PAYMENTS

The Internal Audit Unit did not sight the MEMOs on those payments at the time of their checks and as practiced, were drawing the attention of the appropriate officers (Accounts Section). It does not in any way mean the PVs did not exist.

UNRECEIPTED PAYMENT VOUCHER

Receipts of the PVs in question had not been sighted by the audit team at the time of audit however they have since been attached upon the reminder from the audit report. The auditing is done to alert management of officers who are yet to account for monies they have received for various exercises on behalf of the Assembly. Management insists that internal auditing is part of the internal review mechanisms to ensure sound financial management.

OVER PAYMENT

This was a payment for two different contracts, the second of which the Internal Audit Unit was not privy to at the time of audit. The payment therefore constituted a full payment for the first contract and a part payment for the second. Documents of both contracts and the works for which the monies were paid are available at the Assembly for anyone to verify. The extension works for which the funds were disbursed, are geared towards toward facilitating the Street Naming Programme initiated by the President.

PAYMENT OF TWO AIR CONDITIONERS

The items were duly purchased and passed through stores but the Stores Receipt Voucher was not attached at the time of the audit. The air conditioners are fixed and functional in the HR and Street Naming Offices. This is a further proof of the importance we have attached to the Street Naming Exercise.

PAYMENT NOT PRE-AUDITED

The audit exercise had indicated a few PVs that were not pre-audited. This is a normal but less preferred occurrence with a public institution like ours. The tall list of PVs not pre-audited is a fabrication, obviously done by those behind the publication to create a negative impression about the Assembly.

In some cases, the Internal Audit unit would be aware of the expenditure but because the cheques might have been issued before they were notified, they only receive and later do post-auditing which is also allowed. Management has constantly been reviewing its processes to reduce some of these lapses to the barest minimum. However, all PVs that are not pre-audited are post audited.

EXPENDITURE ON INDEPENDENCE DAY CELEBRATION

Estimates on such activities are prepared by officers in charge with justification before approval is given by the DCE. In the cause of this activity the Hon. DCE only approved a little over half of the budget. Expenditure on the celebration included refreshment for students and teachers of all participating schools, dignitaries and security personnel; awards for deserving schools as well as individuals and organizations which have contributed significantly to the development of the District. It also covers logistics such as canopies and chairs, and other miscellaneous expenditure.

EXPENDITURE ON FARMERS DAY CELEBRATION

Like the Independence Day programme, invited guests and dignitaries, security personnel and awardee farmers are refreshed. Significant amount of expenditure is also made on awards for farmers as well as the general organization of the programme.

ABENA KWESIWA KYEI

DISTRICT COORDINATING DIRECTOR

ON BEHALF OF MANAGEMENT

body-container-line