Police, Defence ‘blow’ budgets

THE Police department in the Ministry of Safety and Security overspent its budget by N$31,8 million – or 4,4 per cent – and the Ministry of Defence blew its budget by N$39 million – 3,2 per cent – in the past financial year, which ended March 31 2006.

This was revealed in the latest audit report from the Office of the Auditor General, tabled in the National Assembly last week. Although Treasury approval was granted in both instances, “over-expenditure is a contravention of the State Finance Act”, Auditor General Junias Kandjeke said in the report.The Police spent N$6,7 million to pay travel and subsistence advances to its members, a bit lower than the N$7,3 million paid out the year before.However, travel advances of N$77 027 could not be recovered, “as the 18 members in question were on suspension and still receiving part salaries,” according to the report.At total of N$75 283 was deducted manually from the Police members’ leave gratuity, but journals were not passed on to reduce the balances.Another outstanding amount of N$25 499 must be recovered from the Ministry of Home Affairs, as the advances date back to the time when Home Affairs and Police were one ministry.The Auditor General found N$29 400 granted as study assistance to two staff members, but “there was no contractual obligation signed between the Police and the staff concerned,” he criticised.Losses and damages suffered in the past financial year amounted to N$179 159.These losses include pistols worth N$33 477, N$69 511 in cash, a lost AK-47 rifle worth N$1 217, workshop equipment worth N$10 292, and tyres and rims worth N$8 217.”The loss of firearms is very dangerous to the community and the Police force in particular,” Kandjeke said.Some of the weapons went missing as long ago as 1996, he noted.Private companies and individuals laid 77 compensation claims against the Police for N$1,66 million in total, of which 38 claims were because of unlawful arrests and detention, while 23 claims were for road accidents.”Police staff members should be given adequate training on how to handle criminal cases to reduce unnecessary claims and losses of public funds,” the Auditor General recommended.”The Permanent Secretary should implement strict regulations or measures on vehicle usage.”The Police recorded 118 accidents with official vehicles during April 2005 and March 2006, with total damages of N$456 465.Only 27 vehicles were repaired in that period; 91 still needed repairs by March 2006.The Ministry of Defence had far fewer outstanding travel advances, totalling N$1,86 million.However, the amount is made up of 1 397 separate travel advances paid out.A Treasury regulation stipulates that claims must be submitted within 30 days after a person returned to headquarters.”If not complied with, the amount should be deducted from the salary of the staff member.”According to the audit report, N$28,4 million – or 3,1 per cent of the Ministry budget – was overspent on the army.The army took up 74,1 per cent of the total defence budget.About 61 per cent of the total defence allocation was spent on salaries in the previous financial year.The Defence Ministry had repeatedly informed the Finance Ministry that the budgetary allocation for salaries was too low, but to no avail, the Auditor General noted.”The excess expenditure on ‘research and development’ was due to agreements with foreign suppliers of which the annual instalments were much higher than anticipated,” the report said.Although Treasury approval was granted in both instances, “over-expenditure is a contravention of the State Finance Act”, Auditor General Junias Kandjeke said in the report.The Police spent N$6,7 million to pay travel and subsistence advances to its members, a bit lower than the N$7,3 million paid out the year before. However, travel advances of N$77 027 could not be recovered, “as the 18 members in question were on suspension and still receiving part salaries,” according to the report.At total of N$75 283 was deducted manually from the Police members’ leave gratuity, but journals were not passed on to reduce the balances.Another outstanding amount of N$25 499 must be recovered from the Ministry of Home Affairs, as the advances date back to the time when Home Affairs and Police were one ministry.The Auditor General found N$29 400 granted as study assistance to two staff members, but “there was no contractual obligation signed between the Police and the staff concerned,” he criticised.Losses and damages suffered in the past financial year amounted to N$179 159.These losses include pistols worth N$33 477, N$69 511 in cash, a lost AK-47 rifle worth N$1 217, workshop equipment worth N$10 292, and tyres and rims worth N$8 217.”The loss of firearms is very dangerous to the community and the Police force in particular,” Kandjeke said.Some of the weapons went missing as long ago as 1996, he noted.Private companies and individuals laid 77 compensation claims against the Police for N$1,66 million in total, of which 38 claims were because of unlawful arrests and detention, while 23 claims were for road accidents.”Police staff members should be given adequate training on how to handle criminal cases to reduce unnecessary claims and losses of public funds,” the Auditor General recommended.”The Permanent Secretary should implement strict regulations or measures on vehicle usage.”The Police recorded 118 accidents with official vehicles during April 2005 and March 2006, with total damages of N$456 465.Only 27 vehicles were repaired in that period; 91 still needed repairs by March 2006.The Ministry of Defence had far fewer outstanding travel advances, totalling N$1,86 million.However, the amount is made up of 1 397 separate travel advances paid out.A Treasury regulation stipulates that claims must be submitted within 30 days after a person returned to headquarters.”If not complied with, the amount should be deducted from the salary of the staff member.”According to the audit report, N$28,4 million – or 3,1 per cent of the Ministry budget – was overspent on the army.The army took up 74,1 per cent of the total defence budget.About 61 per cent of the total defence allocation was spent on salaries in the previous financial year.The Defence Ministry had repeatedly informed the Finance Ministry that the budgetary allocation for salaries was too low, but to no avail, the Auditor General noted.”The excess expenditure on ‘research and development’ was due to agreements with foreign suppliers of which the annual instalments were much higher than anticipated,” the report said.