CO129-333 - Governor Nathan - 1906 [1-4] — Page 17

21.

2

-(8)-

Orders 56-62 have been re-arranged.

63. (23) "In submitting Tenders for periodical Services for approval Heads of Departments should attach a comparative schedule in which the prices paid under the current Contract should be included. They should also state whether the estimated total expenditure under the Tender recommended for acceptance is greater or less than the total expenditure under the Current Contract."

23.63(43)

"For all issues of stores an issue note shall be prepared in duplicate and signed by a responsible Officer, one copy being retained by the Storekeeper, and the other in the departmental records; provided that"

24. 65(3)

"(a). Overseers may under special circumstances draw materials from store for use on the various works All such notes by means of provisional issue notes. shall be filled in in duplicate by means of transfer paper. The original to be written with an indelible pencil or ink."

(b). Overseers are to present all provisional issue notes

to the Executive Engineer daily."

"(c). The storekeeper has instructions to issueno materials ou any provisional issue note that does not contain a full description of the work for which such stores are required, and also the locality where they will be used. He also has instructions to refuse further provisional notes except in the case of bursts or breakdowns; if outstanding provisional notes have not been covered within 3 days by the Executive Engineer's formal issue note."

"(a). Theannual reports, prepared by the Heads of Depart- ments as soon as possible after the close of each year, are records of the work done in the depart- ments during the year and should not contain contentious matter or recommendations."

"(b). The reports should not be in letter form, but should be submitted with a formal covering letter which will not be printed. The reports should be signed and dated at the end."

2ŏ. 69(2)

--(0)-

"(c). The returns accompanying these reports should be in the form of Tables numbered consecutively with Roman figures in the order in which they are referred to in the text.

Reports of sub-departments or details of minor importance, where is necessary to attach them to the report should follow in the form of Appendices lottered consecutively in a similar order." Tables and Appendices need not be signed, the head of the department presenting them being responsible for their correctness."

"(d). Heads of different departaments should avoid as much as possible giving identical information in their reports. Where information affects more than one department, the Heads should consult together and decide in which report it should be embodied and in which it is sufficient to deal with it by a reference to another report or by a brief summary."

"(e). In compiling reports fullness of information should be combined with conciseness in the method in which it is presented. Opportunities should be sought for saving space by the use of Tables and by combining Tables where possible. A uniform plan should be followed, as far as it is applicable, in successive years and in the various departments. Care should be taken in correcting proofs to elimi- nate typographical errors and to secure uniformity in the type used for beads, subheads, marginal references, etc., so that there can be no doubt under which of these a paragraph is intended to come.”

“Official Letters addressed to the United Kingdom or to any British Possession will, if marked "On Service" and ini- talled in the left hand corner by the Head or Assistant Head of the Department of origin, be franked by the Post

Office."

To Heads of Departments.

By Command,

T. SERCOMBE SMITH.

Colonial Secretary.

15