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'Financial incompetence' of scandal-hit police force's car fleet
SERIOUS failures in financial management at North Yorkshire Police have been revealed after an inquiry found the force had virtually no control over how its fleet of around 500 vehicles was managed.
The entire responsibility for buying new vehicles had been left to the fleet manager without any systems in place to monitor what was being acquired or why.
As a result, internal auditors couldn't find any evidence to support why particular vehicles had been bought or why a supplier had been chosen – leading to a "high risk of impropriety".
The lack of control also raised fears that some of the vehicles bought may not be suitable for police use.
A similar situation existed with buying spare parts with auditors finding that some employees had used a force discount to buy equipment for private vehicles.
It follows a series of financial scandals to hit the force and prompted one senior North Yorkshire MP to call for an immediate suspension of procurement across North Yorkshire Police pending the outcome of an independent inquiry.
Harrogate and Knaresborough MP Phil Willis said the lack of control was "a disgrace" which indicated "a level of financial incompetence of classic proportions".
But North Yorkshire Police Authority said the report was evidence of both the authority and the force being prepared to tackle shortcomings head-on and a willingness to demonstrate transparency and accountability.
Chief executive Jeremy Holderness said: "Our job is to find out where things are not being done as well as they could be and to improve things.
"The report also shows people that, in exercising strong governance, we will be open and transparent about the successes and failures of the service.
"Only through this kind of openness can proper local accountability flourish'."
Chief constable Grahame Maxwell added: "This audit has concluded that although there was no evidence that any crime had been committed, the running of the department was unsatisfactory.
"I accept the conclusions of the report in full and support all of the recommendations.
"When checks and balances throw up a problem we will not shy away or hide from it, we will deal with it immediately in order to ensure the most effective and efficient police service for the people of North Yorkshire and the City of York."
The police authority confirmed that the fleet manager – Simon Binks – had resigned "shortly after management intervention was activated in 2007."
Financial controls have been a sensitive issue for North Yorkshire Police for several years after huge increases in the force's budget. Last year, a separate audit report revealed public money had been wasted providing top-of-the-range company cars for every superintendent even though some were rarely needed for operational use.
The previous year it was revealed a new shower unit costing 28,000 had been installed in the office of the former chief constable. The force is also currently undertaking an inquiry into Supt Paul Ackerley and the circumstances surrounding his wife's company receiving in excess of 200,000 from the force to provide training services.
The latest internal audit report found that "the choice of vehicle type, and the area/department they were allocated to seems to have been solely the choice of this individual (fleet manager). There is no evidence maintained within the fleet department that supports why a particular vehicle, manufacturer or supplier was selected as most suitable for purchase.
"Internal Audit could not find any evidence that vehicles paid for by the force had not been received, but the lack of control within the existing system for the ordering of cars means that there is a high risk of impropriety."
It added that the lack of control "also means that the force may not be purchasing the right vehicles to fulfil certain specialist, operational requirements. It could also mean that the fleet consists of an unnecessarily diverse range of vehicles."
On spare parts, it said: "Despite the considerable amount of money being spent every year on these items, there do not seem to be any formal force contracts in ... suppliers appear to have been selected by the fleet manager, without any formal procurement process being undertaken."
Internal audit also found "…an issue within the Thirsk workshop of employees purchasing car tyres and other spare parts privately through Force suppliers, and obtaining the Force discount rate on prices.
"Individuals could exploit the purchasing position of NYP for their own advantage, and could specifically profit by purchasing tyres and other spare parts at a considerable discount, and then sell them privately."
The report, which goes before the police authority's Performance, Audit and Scrutiny Board next Wednesday, recommends a complete overhaul of procurement procedures but Phil Willis MP said much more action was required.
He said: "I'm calling for all procurement on behalf of North Yorkshire Police to be immediately suspended until a thorough audit of all procurement processes has been carried out by an independent force."
But he also drew a distinction between the force's management since Grahame Maxwell took over as chief constable from Della Cannings last year, which had signalled a fresh approach to financial control.
Where control was lacking...
Fleet manager had sole control of purchasing – no evidence to support why particular vehicle, manufacturer or supplier was selected.
n Lack of control over ordering of cars meant high risk of impropriety.
It also meant force might not be purchasing right vehicles to fulfil particular operational requirements.
Fleet might also consist of unnecessarily diverse range of vehicles.
No formal contracts in place for supply of spare parts – suppliers selected solely by fleet manager.
Employees used police's suppliers to 'inappropriately' buy new tyres and other parts for personal cars at privileged rate.
Fundamental review recommended of procurement process in relation to vehicles and parts.
"When checks and balances throw up a problem we will not shy away or hide from it, we will deal with it immediately in order to ensure the most effective and efficient police service for the people of North Yorkshire and the City of York."
The police authority confirmed that the fleet manager – Simon Binks – had resigned "shortly after management intervention was activated in 2007."
Financial controls have been a sensitive issue for North Yorkshire Police for several years after huge increases in the force's budget. Last year, a separate audit report revealed public money had been wasted providing top-of-the-range company cars for every superintendent even though some were rarely needed for operational use.
The previous year it was revealed a new shower unit costing 28,000 had been installed in the office of the former chief constable. The force is also currently undertaking an inquiry into Supt Paul Ackerley and the circumstances surrounding his wife's company receiving in excess of 200,000 from the force to provide training services.
The latest internal audit report found that "the choice of vehicle type, and the area/department they were allocated to seems to have been solely the choice of this individual (fleet manager). There is no evidence maintained within the fleet department that supports why a particular vehicle, manufacturer or supplier was selected as most suitable for purchase.
"Internal Audit could not find any evidence that vehicles paid for by the force had not been received, but the lack of control within the existing system for the ordering of cars means that there is a high risk of impropriety."
It added that the lack of control "also means that the force may not be purchasing the right vehicles to fulfil certain specialist, operational requirements. It could also mean that the fleet consists of an unnecessarily diverse range of vehicles."
On spare parts, it said: "Despite the considerable amount of money being spent every year on these items, there do not seem to be any formal force contracts in ... suppliers appear to have been selected by the fleet manager, without any formal procurement process being undertaken."
Internal audit also found "…an issue within the Thirsk workshop of employees purchasing car tyres and other spare parts privately through Force suppliers, and obtaining the Force discount rate on prices.
"Individuals could exploit the purchasing position of NYP for their own advantage, and could specifically profit by purchasing tyres and other spare parts at a considerable discount, and then sell them privately."
The report, which goes before the police authority's Performance, Audit and Scrutiny Board next Wednesday, recommends a complete overhaul of procurement procedures but Phil Willis MP said much more action was required.
He said: "I'm calling for all procurement on behalf of North Yorkshire Police to be immediately suspended until a thorough audit of all procurement processes has been carried out by an independent force."
But he also drew a distinction between the force's management since Grahame Maxwell took over as chief constable from Della Cannings last year, which had signalled a fresh approach to financial control.
Where control was lacking
Fleet manager had sole control of purchasing – no evidence to support why particular vehicle, manufacturer or supplier
was selected.
Lack of control over ordering of cars meant high risk of impropriety.
It also meant force might not be purchasing right vehicles to fulfil particular operational requirements.
Fleet might also consist of unnecessarily diverse range of vehicles.
No formal contracts in place for supply of spare parts – suppliers
selected solely by fleet manager.
Employees used police's suppliers to 'inappropriately' buy new tyres and other parts for personal cars at privileged rate.
Fundamental review recommended of procurement process in relation to vehicles and parts.
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Saturday 26 May 2012
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