MEETING OF COUNCIL - Town of Cambridge

COUNCIL MINUTES
TUESDAY 27 NOVEMBER 2012
16. Stock variances and negative stock values still exist between Club Links GP and
RMS:
It is recommend that the Operations Coordinator regularly monitor these variances
and negative balances and to provide ongoing report to the General Manager
Wembley Golf Course as to action taken.
Management Comment
Variances are being investigated, non stock items contributing to the variance have
been identified and removed.
However more significantly, the Town has recently purchased 'Active Golf Solutions
& Micros POS', which is one complete system of sales and stock (including a
bookings system) control unlike the current solution. This business software will be
implemented in early February 2013.
17. The process for regular stocktaking be formalised and all discrepancies between the
physical stock count and the RMS should be documented:
Stock takes are undertaken on a regular basis and these are monitored by the
Operations Coordinator. However the results of the regular stock takes are not
formally documented as to the variances found, reasons or explanations for such
variances and the action taken to resolve the variances
Management Comment
The random stock takes being conducted will be formalised and documented.
Variances will be reported to the General Manager.
18. Golf course policies and procedures:
The existing golf course policies and procedures were developed in 2009 when the
Town took control over the management of the golf course have not been reviewed
and updated. Due to the changes that have taken place with the introduction of two
new positions and that purchasing and payroll functions are now performed by the
golf course management instead of being outsourced to Club Links, it is appropriate
that existing policies and procedures now be updated to reflect these changes.
Management Comment
This is in progress, policies and procedures are currently being reviewed.
19. The Town should investigate the reasons for till variations:
Audit noted that some tills are recording minor surplus funds to that recorded in till.
These surpluses may be as a result of staff collecting monies for either green fees or
merchandise sales but not receipting the monies through the point of sale till.
Management Comment
Spot checks of cash will be followed up on a regular basis. Staff are being retrained
on end of day procedures, which requires ongoing re-enforcement.
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