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PUBLIC RECORD OFFICE
Reference :-
PEPERE C.O. 885
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8
PUBLIC RECORD OFFICE, LONDON
ALLY WITHOUT PERMISSION OF THE BE REPRODUCED PHOTOGRAPHIC- COPYRIGHT PHOTOGRAPH—NOT TO
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black line, but also in white line engraving, specimens of the elements of which we attach.
"This white line engraving is on all hands admitted to offer almost insurmount- able difficulties to reproduction by freehand drawing. Our notes are further safe- guarded against transfer to stone and reproduction by photography by means of a protective overprint."
94. We think that if we had had the currency notes produced in such a manner the Colony might legitimately have complained. As it was Messrs. De La Rue had to make new machinery for the notes and experienced great difficulty in working it, and the waste was at first very considerable. The rate complained of was only that charged on the occasion of the first order, and we have no doubt that, even if the Colony had not made any representation, a reduction would have been made when ex- perience had shown the actual cost of printing these notes.
95. The High Commissioner of Southern Nigeria reports that existing relations with us are generally satisfactory, but that there would appear to be in some cases unnecessary delay in the execution of the requisitions. He adds that it is necessary and right that he should state that there appears to have been of late years a general improvement in this direction. We have examined the cases which the Superinten- dent of Marine and the Director of the Public Works Department refer to, and admit that they show considerable delay. As in other cases the contractors are principally responsible for this, and as they are all concerned with practically one class of demand -requisites for the Public Works Department and the Marine Department-we do not think it necessary to enter into the details. It is well known that from the beginning of the South African war the machine shops and engineer works in this country which supply such articles have been full of orders, and that all customers have had to wait. We recognise the special circumstances of the Protectorate to which Sir R. Moor refers, and are most anxious to continue the improvement in point of time, with which he credits us. We would take this opportunity to express our appreciation of the willingness of the officials of Southern Nigeria when in this country to visit our office and help us with their advice; there are few cases in which co-opera- tion in this way is so cordially given.
96, Summing up our observations, we may state that as regards the quality of our stores, no criticism or suggestion is anywhere made against us, and there is strong evidence of their general excellence. As regards prices, there is the same absence of criticism; in one case only (Jamaica) is a comparison made and there the question of quality is not referred to. As regards time, although delays have sometimes occurred in our office, the real cause of the complaints of delay is the unpunctuality of contractors and this is a matter which is, to a great extent, beyond our control. We are, however, studying in every way to minimise delays, both by greater despatch in this office and by urging it on suppliers. We have suggested that in certain cases time should be saved by our being authorised to buy from stocks. Reviewing the cases brought forward by the Colonies as a whole, we do not think that the Secretary of State will take such a view of either their number or their importance, by the side of tle great business and heavy undertakings which we have in hand, as to conclude that any serious change is shown to be required in our position or methods. No specific criticism is, in fact, made in these papers on our methods, and we think we may fairly urge that the replies show that having regard to the extent of our business the actual mistakes which occur are few in number and small in importance.
Enclosure A in No. 34.
I have, &c.,
W. H. MERCER.
The following notes on the organisation and duties of the Works Department of the Crown Agents for the Colonies are issued in proof form in order that they may be available without delay. They are still under revision.
Office of the Crown Agents
for the Colonies.
April, 1901.
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ORGANISATION and DutieS OF THE WORKS Department of the Crown Agents FOR THE COLONIES.
I. ORGANISATION OF WORKS DEPARTMENT.
1. In the following notes the duties of the various grades into which the depart- ment is divided are briefly defined. It must be clearly understood that in making officers responsible for certain operations, it is not necessarily intended that they shall perform them themselves. On the contrary, it is the duty of the responsible officers to depute to their juniors all the work they are capable of doing, both to give them practice and to be able themselves to give the necessary care and attention to the more difficult questions which incessantly arise. They will, of course, take every means to satisfy themselves that the work so deputed, for which they are held responsible, is correctly performed.
Head.
2. Is responsible under the Crown Agents for all matters connected with the organisation, discipline and working of the department, and will bring to the notice of the Crown Agents any points affecting its efficiency.
3. The division of duties between the Head and his Deputy is not intended to be rigidly laid down, but will depend to some extent upon circumstances, and may be varied at the discretion of the Head. The following will, however, be the duties ordinarily performed by the Head.
4. Has charge of all preliminary correspondence respecting works which have not yet reached the requisition stage, as well as the general correspondence (as distinct from that arising on actual orders or requisitions) concerning works in progress.
5. When in course of preliminary or general correspondence the necessity arises for ordering stores, he will be responsible that a requisition cover is started for the purpose and that the necessary copies or extracts are made from the general corres- pondence and placed with the requisition jacket to enable the matter to be separately dealt with. It is important that preliminary and general correspondence shall be kept clear of what may be termed requisition correspondence.
6. His duties include the investigation of important complaints and penalty questions.
7. He will occasionally examine the registers and other books of the department, and will visit the staff and observe their work in order to satisfy himself that the books are being properly kept and up to date, and that the authorised system is not departed from.
8. In the absence of his Deputy, he will take direct charge of the requisition work, and he will at all times himself deal with special or important requisitions which the Crown Agents may desire him, or he may think it necessary, to personally super- intend, and will give any necessary assistance to the Deputy Head in the performance of his duties.
9. He will have under him a Technical Assistant, to whom he will depute the general care and management of the correspondence, and such other duties as he may think desirable.
Deputy Head.
10. Has executive charge of all the requisition work and correspondence arising therefrom. Is responsible for the distribution of work among the Assistants, and that the books are properly kept up, and the work in every respect punctually and correctly carried out by them in accordance with the established system.
11. He will decide routine questions referred to him by the Assistants, but will use his judgment as to referring more important questions to the Head or to the Crown Agents. Questions of considerable excess of expenditure or material devia- tions from Colonial indents will always be referred to the Crown Agents.
he
12. He will shew important or interesting matters to the Ilead in order that may be acquainted with what is going on.