CO885-5 — Page 489

PUBLIC RECORD OFFICE

Reference :-

C.O. 885

5PUBLIC RECORD OFFICE, LONDON

ALLY WITHOUT PERMISSION OF THE BE REPRODUCED PHOTOGRAPHIC- COPYRIGHT PHOTOGRAPH-NOT TO

Inventories

of stores, &c.

Stores entrusted to subordinates.

Boards of survey on stores.

Spoilt and worn-out

atores,

Sales of old stores.

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173. Every officer having in his charge or custody any articles which are the property of the Govern- ment, will be required to keep an inventory of the same, except of such articles as are lodged in recog- nised government stores, and of which proper accounts are kept, as described in Rule 146. The inventory of the office furniture of each Department will be posted on a board in the office, and it will be revised annually.

174. When it becomes necessary to replace, or to add any articles to the stores of a department, such articles, when received, should be at once added to the inventory, thus showing as on charge" all the articles supplied, both old and new.

175. In the event of an officer issuing to his subordinates, articles for which his department is responsible, such subordinates should be supplied with an inventory of the articles so issued, and should be made to understand that they are held responsible for their care and safety, and that they will be liable to be called upon to make good any loss or damage which may occur, otherwise than by fair wear and tear. In every case, however, the head of the department will be held primarily responsible.

176. Boards of Officers will be appointed by the Governor annually, in March, and at such other times as may be necessary, to inspect and report upon Government stores.

177. An officer having on hand any stores which he wishes to have inspected, with a view to their being condemned, or otherwise disposed of, should, before the end of February in each year, transmit to the Colonial Secretary a list of the same, made out on Form Y., in duplicate.

This form will be supplied to the officers making the survey, and will be completed by them.

178. On completion of the survey, the Board will transmit to the Colonial Secretary a report of their proceedings, together with Form Y., which should state their recommendations in respect to the several articles which have been surveyed. The report will be forwarded to the Governor, for his directions.

179. On the decision of the Governor, one copy of Form Y. will be returned to the head of department from whom it originated, and will then be sufficient authority to proceed to deal with his stores in accordance with the terms of the decision. The other copy of the Form will be sent to the Auditor.

180. No requisition must be made for articles to replace spoilt or worn out stores until a Board of Survey has been held upon such stores.

In the case

of minor articles of a perishable nature, the Governor may, at his discretion, dispense with a Board of Survey, but will, in all such cases, require a certificate from the head of department that the articles were rendered unserviceable by fair wear and tear.

181. Any condemned or worn-out stores, if sold, will be disposed of by public auction, or tenders obtained by public advertisement. Such stores if unsuitable for sale, must be destroyed.

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182. Losses and deficiencies of stores may be Authority written off by the authority of the Governor, except ff losses

for writing where such losses are caused by fraud, or where it is of stores. considered that Officers in charge of stores are responsible for the losses, by negligence or other- wise, and it is desired to relieve them, wholly or in part, of pecuniary liability in respect of the same. In all such cases the authority of the Secretary of State will be required, as in the case of losses of public money.

183. Each department will be allowed a certain Annual quantity of stores, which, when determined upon, departmental will be considered the fixed annual allowance of that supplies of department.

184. Annual supplies will, as far as practicable, be ready for issue in the month of April, and officers will send in their Requisitions for stores, &c., for each year, on or before 31st December of the previous year.

XIII PERIODICAL RETURNS TO BE SENT TO THE SECRETARY OF STATE.

185. As soon as he is in a position to do so, the Treasurer will furnish to the Colonial Secretary, for transmission, by the Governor, to the Secretary of State, the under-mentioned periodical returns.

In the case of Colonies receiving Grants in Aid from the Imperial Exchequer, three certified copies of Returns (i), (ii), (iv), and (v) will be furnished for the year of grant and for each of the three succeeding years.

(a.) ANNUALLY.

also

(i.) An Abstract Account of the total Revenue and Expenditure of the year, under each head of Receipt and Payment (Form W.), showing the opening and closing Balances in both the Treasurer's and Crown Agents' Accounts. This Return will be published in the Official Gazette. (ii) Detailed Statements of Revenue and Expen- diture, arranged according to sub-heads, showing the excess or saving on each sub- head, and the net excess or saving on each head, and showing also any supplementary Votes for expenditure under any sub-head. (Forms W. and W'.).

(iii) A full Statement of the Expenditure on works, and payments chargeable to Loan Accounts.

(iv.) A Statement of Assets and Liabilities at the close of the year, on general Revenue Account (Form X1).

(v.) A Statement of the Funded Public Debt of the Colony, showing the several amounts of the legalised Loans, and of their respective sinking funds (Form X').

(vi.) A detailed Statement of the Advances and repayments of Advances (Form X') and of the Deposits and repayments of Deposit (Form X'), to the close of the year.

22080

stores.

F

E 2

1

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