Melbourne City Council's Travel register Missing data and inconsistencies in the information provided raising concerns to the accuracy of Council's financial accounts

The Lord Mayor and Councillors
Auditors and members of the Council Audit Commitee
City of Melbourne


Dear Councillors and Auditors

In reviewing the recently published Travel Register we have identified a number of inconsistencies that raise ongoing questions pertaining to the quality of data and the accuracy of the report. (See below)

In comparing the information contained in the recent publication dated October 27, 2006 with data from the previously published register (July 2006) we have identified the following:

1. Data that was previously recorded but is missing from the current report
2. Data that is included in the current report but was excluded from the previous report
3. Data that has been changed since the previous report publication

The Victorian local Government Act and regulations require the City Council to maintain a register of Councillor and Council Staff Interstate and Overseas Travel.

Previously the Council register was maintained in the form of a physical book and as such any modifications or deletions were readily identified.

I wish to express my ongoing concern that the current Council Travel Register is akin to an electronic white board and that information is readily removed, excluded or modified with no apparent means of validation or verification as to the accuracy of the information provided. In the absence of a sequential fixed record id there is limited opportunity to audit the information recorded in the Council's register.

It is the duty of the elected Council to ensure that the administration and the requirements of legislative reporting are in fact true and correct and not misleading

In view of ongoing concern related to the costs associated with the City of Melbourne's Interstate an overseas travel I request that the Council provide further details and explanation as to the identified inconsistencies in the information published.

This raises further concern related to the administration, accuracy and correctness of the Council's financial accounts.

Should you require further information I can be contacted via return email

Yours faithfully

Anthony van der Craats
http://melbournecityCouncil.blogspot.com

Data previously reported and pubklished in July 2006 but now excluded from Travel register report published October 27, 2006.
Division	Name	Location	Cost	Date From	Date To
ASSETS AND SERVICES DIVISION	Chris Adams	Rutherglen	$178.00	31-May-2006	1-Jun-2006
DESIGN & CULTURE DIVISION	Bob Rosen	Sydney	$2,227.90	6-Apr-2006	7-Apr-2006
MARKETING AND COMMUNICATIONS DIVISION	Paul Davies	Sydney	$419.11	13-Dec-2005	13-Dec-2005
MARKETING AND COMMUNICATIONS DIVISION	Richard Jeziorny	Sydney	$419.11	13-Dec-2005	13-Dec-2005
Included in new dataset but not reported in the previous quarter published July 2006
Divison	Name	Location	Cost	Date From	Date To
ASSETS AND SERVICES DIVISION	Elizabeth Brown	Brisbane	$1,948.00	24-Sep-2005	3-Oct-2005
ASSETS AND SERVICES DIVISION	Vicki Main	Brisbane	$1,298.97	27-Sep-2005	2-Oct-2005
ASSETS AND SERVICES DIVISION	Colleen Lazenby	Adelaide, Alice Springs	$1,664.17	1-Oct-2005	9-Oct-2005
ASSETS AND SERVICES DIVISION	Marianne Glen	Adelaide	$1,276.31	5-Mar-2006	13-Mar-2006
CORPORATE PERFORMANCE DIVISION	Cecilia	Canberra	$2,735.48	20-Feb-2006	22-Feb-2006
DESIGN & CULTURE DIVISION	Matthew Plumridge	Hobart	$331.64	7-Nov-2005	8-Nov-2005
DESIGN & CULTURE DIVISION	Matthew Plumridge	Canberra	$823.06	10-Nov-2005	11-Nov-2005
DESIGN & CULTURE DIVISION	Rob Adams	Sydney	$454.11	17-Nov-2005	17-Nov-2005
DESIGN & CULTURE DIVISION	Rob Adams	Adelaide	$337.47	1-Dec-2005	1-Dec-2005
DESIGN & CULTURE DIVISION	Andrea Kleist	Adelaide	$606.09	4-Mar-2006	7-Mar-2006
DESIGN & CULTURE DIVISION	Bob Rosen	Sydney	$2,227.90	5-Apr-2006	9-Apr-2006
MARKETING AND COMMUNICATIONS DIVISION	Karen Gilbert	Brisbane	$290.53	23-Feb-2006	25-Feb-2006
SUSTAINABILITY & INNOVATION DIVISION	Geoff Lawler	Canberra	$0.00	25-May-2006	26-May-2006
Data that has changed since the previous report published in July 2006
Division	Name	Location	Previous Reported Cost	Date From	Date To	NewCost
COUNCIL	Brian Shanahan	Sydney	$1,504.64	7-Jun-2006	9-Jun-2006	$1,504.61
ASSETS AND SERVICES DIVISION	Dale Stewart	Tasmania	$1,135.79	9-Oct-2005	13-Oct-2005	$1,551.24
ASSETS AND SERVICES DIVISION	Colleen Lazenby	Adelaide	$510.00	23-May-2006	24-May-2006	$507.84
FINANCE DIVISION	Susan Kempson	Gold Coast	$1,680.98	1-Nov-2005	6-Nov-2005	$1,545.49

Update Sunday 29, 2006

From: Ng Catherine
Sent: Sunday, 29 October 2006 11:34 AM
To: Pitchford DavidSubject:

FW: Melbourne City Council's Travel register

Missing data and inconsistencies in the information provided raising concerns to the accuracy of Council's financial accounts

Hi David

Could you please prepare a briefing note for the Council on your investigation on this matter and addressing the issues raised in this email.

Thanks.

Best regards
Catheirne