MEETING OF COUNCIL - Town of Cambridge

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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. H:\CEO\GOV\COUNCIL MINUTES\12 MINUTES\NOVEMBER 2012\D AU.DOCX 213
COUNCIL MINUTES TUESDAY 27 NOVEMBER 2012 20. Operations Coordinator to ensure that all sale discounts are reviewed on a regular basis: Current policy requires that the Retail Manager (now Operations Coordinator) is required to review on a weekly basis the total discounts provided to ensure discounts provided have been appropriate and also have been properly authorised. However this review is not being undertaken. Management Comment The Office Manager will produce the report of sale discounts on a monthly basis for review by the General Manager Wembley Golf Course 21. The Course Marshall at present is not required to provide a report detailing any persons found to have not paid for their golf game: Management Comment Course Marshalls will be given a daily log sheet that identifies groups checked, who has (or has not) paid. This also includes how long selected groups are taking. 22. Year end stock take: Staff involved in the year end stock take were provided with stock count sheets produced by Retail Management System to undertake their count. We consider that, ideally, all items in the store should have been counted first, the item and physical number recorded and then matched to Retail Management System stock records. This would have picked up any stock items in the golf shop that may not have been recorded in Retail Management System. As such we were unable to determine whether all stock items (those recorded in Retail Management System and not recorded in Retail Management System) were properly counted and agreed to Retail Management System. Management Comment Stock sheets will be provided to staff for the annual stock take without quantities included. The stock scanner will be preloaded with active items by category. This will be done for the annual and random stock takes. POLICY/STATUTORY IMPLICATIONS: Pursuant to Regulation 5(2)(c) of the Local Government (Financial Management) Regulations 1996, “The Chief Executive Officer is to undertake review of the appropriateness and effectiveness of the financial management systems and procedures of the local government regularly (and not less than once in every 4 financial years) and report to the Local Government the results of those reviews". Internal controls are administered in accordance with administration policies and procedures. STRATEGIC DIRECTION: This report is consistent with the strategic plan’s priority area of ‘Capacity to Delivery’ and corresponding goal of ‘Open and Transparent Governance’. H:\CEO\GOV\COUNCIL MINUTES\12 MINUTES\NOVEMBER 2012\D AU.DOCX 214
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Page 229 and 230: COUNCIL 27 NOVEMBER 2012 11. URGENT
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MEETING OF COUNCIL - Town of Cambridge

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