AN auditor\u2019s report on major projects and purchasing decisions by the City of Ballarat has been used to make changes to procedures and policies outgoing interim CEO Janet Dore has said.<\/p>\n
Known as the Pitcher Partners report – for the audit and accountancy firm that undertook it – the review was commissioned by Ms Dore following May\u2019s State Ombudsman\u2019s findings that in part looked at purchasing by the City.<\/p>\n
The Pitcher Partners report looked at issues relating to the Gatekeeper\u2019s Cottage, the Botanical Gardens Fernery, a Flemish Chandelier at town hall and alleged involvement in spending by former mayor Cr Samantha McIntosh.<\/p>\n
Ms Dore said the negative findings within the report have been used to improve polices and processes and won\u2019t be referred to other authorities.<\/p>\n
\u201cThe reports are historical records, they do not reflect how the organisation is today and how we are moving forward towards best practice,\u201d she said.<\/p>\n
\u201cThe actions of leadership and everybody in the organisation should be upheld to the highest possible standard into the future and I\u2019m confident that that will be the case.\u201d<\/p>\n
Detailed in the report were issues with the Gatekeeper\u2019s Cottage project which saw the historical building relocated and refurbished.<\/p>\n
The report found that processes, including council approval for the project were unclear, and that it ran $200,000 over budget with \u201cno approved variations to the planned $300k\u201d.<\/p>\n
When it came to the Fernery re-development auditors found that council did have a \u201cclear line of site on this project and the general reasoning for it being undertaken.\u201d<\/p>\n
However, they also found more than $450,000 extra allocated to the project, on top of the already $1.7 million spent, had been given the okay by a committee and not council itself.<\/p>\n
\u201cIt is unclear from the way in which the delegations are phrased if the Contracts Approval and Special Committee had the ability to approve the larger variations,\u201d the Pitcher Partners report said.<\/p>\n
A Flemish chandelier mentioned in the State Ombudsman report also came in for scrutiny by the auditors, although unlike in May they found no major issue with the purchase.<\/p>\n
While the Ombudsman questioned the tasking of the City\u2019s former director of infrastructure and environment Terry Demeo to pick up the light fitting in Melbourne and the subsequent use of his municipal credit card to pay for the purchase, the Pitcher Partners investigation said that while it was \u201cunusual\u201d, it also was \u201cunderstandable given the circumstance\u201d.<\/p>\n
In addition, auditors also reported estimated $17,000 was spent with local florist Kathryn Amor during Cr Samantha McIntosh\u2019s time as mayor.<\/p>\n
In response, Cr McIntosh said this figure is incorrect.<\/p>\n
\u201cFrom what is reported it states $810 in flowers and $2017 in plants for the town hall which includes using another florist,\u201d she said.<\/p>\n
Unaccounted for in the report is the remaining balance of the $17,000.<\/p>\n
\u201cIf the $14,000 is correct, it was not for flowers but likely for the town hall refurbishment however this was managed by the [then] director of innovation and organisational development, CEO and director of planning,\u201d she said.<\/p>\n
During her time as mayor, Cr McIntosh confirmed that Ms Amor was on a list of a variety of florists she had used for events and to decorate the mayor\u2019s area at the Town Hall.<\/p>\n
\u201cI did suggest to mayor support, director and former CEO that [Ms Amor] provides a high quality, value for money product and is worth considering,\u201d she said.<\/p>\n
\u201cAs per the purchase of all flowers, a choice of supplier is made from those who are approved and permitted to supply the council, Ms Amor was a legitimate supplier under these rules.\u201d<\/p>\n
In questioning the authenticity of the Pitcher Partners report, Cr McIntosh said she had not been \u201casked one question\u201d at any stage throughout the investigation.<\/p>\n
\u201cGiven this report investigated the period when I was mayor, it is astounding that I would not be interviewed to check or verify the information,\u201d she said.<\/p>\n
\u201cThere are errors in the report, acknowledged by the CEO in the council chamber, and yet these have still made the final public report.\u201d<\/p>\n
Once the Pitcher Partners report was delivered in early September, it was referred on to the Local Government Inspectorate for review.<\/p>\n
The Inspectorate decided no further action, aside from implementation of the report\u2019s recommendations was necessary. Ms Dore stands by that move.<\/p>\n
\u201cAll of the things that I had followed up relating to the Ombudsman\u2019s report basically goes to proper systems of accountability and transparency,\u201d Ms Dore said.<\/p>\n
\u201cThe revision and tightening of purchasing policies in particular, use of purchasing cards, was my focus from the beginning.<\/p>\n
\u201cIn that sense, the findings reinforced the actions we already taken to tighten up those procedures.\u201d<\/p>\n
When the Pitcher Partners report was publicly tabled at the 27 January council meeting, Cr Amy Johnson questioned why there weren\u2019t any further consequences faced by Cr McIntosh for the approximately $17,000 of spending on Ms Amor.<\/p>\n