1 Appropriation Account 2013 Vote 13 Office of Public Works
2 2 Vote 13 Office of Public Works Introduction As Accounting Officer for Vote 13, I am required each year to prepare the appropriation account for the Vote, and to submit the account to the Comptroller and Auditor General for audit. In accordance with this requirement,. I have prepared the attached account of the amount expended in the year ended 31 December 2013 for the salaries and expenses of the Office of Public Works; for services administered by that Office including the National Procurement Service, for payment of certain grants and for the recoupment of certain expenditure. The expenditure outturn is compared with the sums granted by Dáil Éireann under the Appropriation Act 2013, including the amount that could be used as appropriations-in-aid of expenditure for the year. A surplus of 880,000 is liable for surrender to the Exchequer. The Statement of Accounting Policies and Principles and notes 1 to 6 form part of the account. Statement of Accounting Policies and Principles The standard accounting policies and principles for the production of appropriation accounts have been applied in the preparation of the account except for the following; (a) Statement of Capital Assets: Valuation of Land and Buildings The valuations are subject to a number of significant qualifications and should not be regarded as a current estimate of realisable value. OPW is continuing to review the valuation methodologies being used which include the following assumptions: (i) The Commissioners of Public Works have followed the public sector accounting standards as contained in the RICS Professional Standards, Global and UK Edition, March Valuation protocols produced by the Royal Institution of Chartered Surveyors, being the accepted industry standard in Ireland, were used where possible. Assessments of market value on the existing use basis are applied to land and buildings where market comparisons are available. (ii) For a large part of the portfolio, estimates are based on current building cost norms and notional site values. (iii) Prestige properties have been valued using the replacement cost valuation method. (iv) Properties purchased since 1 January 1995 and properties constructed since 1 January 1997 are initially valued at cost. (v) National historic properties and national monuments are not included in the valuation. (vi) Valuations have not been included in the asset register for a number of miscellaneous properties but will be considered for inclusion in The total value of these miscellaneous properties is not significant in the context of the overall OPW property portfolio. (b) Threshold Value for Capital Assets OPW applies a threshold value of 300 for its capital assets due to the large quantity of plant and equipment items held countrywide. (c) Depreciation Plant and machinery assets are depreciated on a straight line basis over their estimated useful life.
3 3 Appropriation Account 2013 Statement on Internal Financial Control Responsibility for System of Internal Financial Control As Accounting Officer, I acknowledge my responsibility for ensuring that an effective system of internal financial control is maintained and operated by the Office. This responsibility is exercised in the context of the resources available to me and my other obligations as Chairman. Also, any system of internal financial control can provide only reasonable and not absolute assurance that assets are safeguarded, transactions authorised and properly recorded, and that material errors or irregularities are either prevented or would be detected in a timely manner. Maintaining the system of internal financial controls is a continuous process and the system and its effectiveness are kept under ongoing review. Financial Control Environment I confirm that a control environment containing the following elements is in place: financial responsibilities have been assigned at management level with corresponding accountability reporting arrangements have been established at all levels where responsibility for financial management has been assigned formal procedures have been established for reporting significant control failures and ensuring appropriate corrective action there is an Audit Committee to advise me in discharging my responsibilities for the internal financial control system. Administrative Controls and Management Reporting I confirm that a framework of administrative procedures and regular management reporting is in place including segregation of duties and a system of delegation and accountability and, in particular, that There is an appropriate budgeting system with an annual budget which is kept under review by senior management. There are regular reviews by senior management of periodic and annual financial reports which indicate financial performance against forecasts. A risk management system operates within the Office. There are systems aimed at ensuring the security of the ICT systems. There are appropriate capital investment control guidelines and formal project management disciplines. The Office is compliant with all relevant guidelines regarding procurement with the exception of contracts to a value of 1.3 million. Service continued to be provided beyond the original contract end-date without competitive procurement. In one case, the contract has now been awarded to an alternative provider following a tender process and in the case of the other contracts, the tender competitions are in train or are almost complete.
4 4 Vote 13 Office of Public Works Internal Audit and Audit Committee I confirm that the Office has an internal audit function with appropriately trained personnel, which operates in accordance with a written charter which I have approved. Its work is informed by analysis of the financial risks to which the Office is exposed and its annual internal audit plans, approved by me, are based on this analysis. These plans aim to cover the key controls on a rolling basis over a reasonable period. The internal audit function is reviewed periodically by me and by the Audit Committee. I have put procedures in place to ensure that the reports of the internal audit function are followed up. C McGrath Accounting Officer Office of Public Works 5 September 2014
5 5 Appropriation Account 2013 Comptroller and Auditor General Report for presentation to the Houses of the Oireachtas Vote 13 Office of Public Works I have audited the appropriation account for Vote 13 Office of Public Works for the year ended 31 December 2013 under section 3 of the Comptroller and Auditor General (Amendment) Act The account has been prepared in the form prescribed by the Minister for Public Expenditure and Reform, and in accordance with standard accounting policies and principles for appropriation accounts. Responsibility of the Accounting Officer In accordance with Section 22 of the Exchequer and Audit Departments Act 1866, the Accounting Officer is required to prepare the appropriation account. By law, the account must be submitted to me by 31 March following the end of the year of account. The Accounting Officer is also responsible for the safeguarding of public funds and property under her control, for the efficiency and economy of administration by her Office and for the regularity and propriety of all transactions in the appropriation account. Responsibility of the Comptroller and Auditor General I am required under Section 3 of the Comptroller and Auditor General (Amendment) Act 1993 to audit the appropriation accounts of all Votes and to perform such tests as I consider appropriate for the purpose of the audit. Upon completion of the audit of an appropriation account, I am obliged to provide a certificate stating whether, in my opinion, the account properly presents the receipts and expenditure related to the Vote. I am also required to refer to any material case in which a department or office has failed to apply expenditure recorded in the account for the purposes for which the appropriations made by the Oireachtas were intended, or transactions recorded in the account do not conform with the authority under which they purport to have been carried out. Under Section 3 (10) of the Comptroller and Auditor General (Amendment) Act 1993, I am required to prepare each year, a report on any matters that arise from the audits of the appropriation accounts or examinations of accounting controls. Scope of audit An audit includes examination, on a test basis, of evidence relevant to the amounts and regularity of financial transactions included in the account and an assessment of whether the accounting provisions of the Department of Public Expenditure and Reform s Public Financial Procedures have been complied with. The audit involves obtaining sufficient evidence to give reasonable assurance that the appropriation account is free from material misstatement, whether caused by fraud or other irregularity or error. I also seek to obtain evidence about the regularity of financial transactions in the course of the audit. In forming the audit opinion, the overall adequacy of the presentation of the information in the appropriation account is evaluated.
6 6 Vote 13 Office of Public Works Opinion on the appropriation account In my opinion, the appropriation account properly presents the receipts and expenditure of Vote 13 Office of Public Works for the year ended 31 December I have obtained all the information and explanations I considered necessary for the purposes of my audit. In my opinion, proper books of account have been kept by the Office of Public Works. The appropriation account is in agreement with the books of account. Non Compliance with Procurement Rules The Accounting Officer has disclosed in the statement on internal financial control that a material instances of non-compliance with national procurement rules occurred in respect of contracts that operated in Reporting on matters arising from audit Chapter 4 of my report on the accounts of the public services for 2013 refers to certain other matters relating to Vote 13. Seamus McCarthy Comptroller and Auditor General 12 September 2014
7 7 Appropriation Account 2013 Vote 13 Office of Public Works Appropriation Account 2013 Estimate provision Outturn Outturn Programme expenditure A Flood Risk Management 69,517 70,788 77,976 B National Procurement Service (NPS) 7,173 4,936 4,774 C Estate Portfolio Management 324, , ,920 Gross expenditure 400, , ,670 Deduct D Appropriations-in-aid 26,931 26,041 26,384 Net expenditure 374, , ,286 Surplus for surrender The surplus of the amount provided over the net amount applied is liable for surrender to the Exchequer. Surplus to be surrendered 880, ,486 Analysis of administration expenditure Estimate provision Outturn Outturn i Salaries, wages and allowances 34,990 34,064 34,417 ii Travel and subsistence 1,398 1, iii Training and development and incidental expenses iv Postal and telecommunications services 1,954 1,607 2,087 v Office equipment and external IT 2,725 3,731 2,785 services vi Office premises expenses 1,319 1,482 1,424 vii Consultancy services and value for money and policy reviews 43,102 43,027 42,247
8 8 Vote 13 Office of Public Works Notes to the Appropriation Account 1 Operating Cost Statement Programme cost 356, ,423 Pay 34,064 34,417 Non pay 8,963 7,830 Gross expenditure 1 399, ,670 Deduct Appropriations-in-aid 26,041 26,384 Net expenditure 373, ,286 Changes in capital assets Purchases cash (7,152) Disposals cash 2 95 Depreciation 6,610 Gain on disposals (88) (535) (2,348) Changes in net current assets Decrease in closing accruals (1,533) Decrease in stock 55 (1,478) 8,564 Direct expenditure 371, ,502 Expenditure on services provided free to other (147,182) (129,734) Departments (allied services) 3 Expenditure on services where OPW acts as (114,371) (122,375) client 4 Direct expenditure (excluding allied services and services where OPW acts as client) 109, ,393 Expenditure borne elsewhere Vote 12 - Superannuation and retired 18,671 17,907 allowances Total operating cost 5 128, ,300
9 9 Appropriation Account This figure is derived from the gross outturn on Vote 13 only ( million) whereas the total financial transactions of the OPW during 2013, including direct expenditure incurred by OPW and charged to other Votes, amounted to million. 2 The disposals cash figure does not include proceeds from the sale of property in 2013, to the value of million which was due to the Exchequer (Note 4.2 refers). 3 This includes capital expenditure of million. 4 The direct expenditure figure has been reduced by an amount of 114 million which is the net cost of services where OPW acts as client in either carrying out or funding certain works on behalf of the State (e.g. drainage maintenance, flood relief, maintenance of heritage properties, grants for certain refurbishment works, payments for the Convention Centre Dublin, National Procurement Services and the EU Presidency). The cost of such works and grants do not form part of the running costs of OPW. 5 The operating cost figure does not include an amount for notional income or payments. (i) Notional rents receivable by the OPW on State owned properties are estimated at some 71 million. Notional rents payable by OPW are estimated at 2.6 million. (ii) Amounts have not been included in the statement in respect of notional income from client Departments in respect of services currently provided free of charge by the Office of Public Works.
10 10 Vote 13 Office of Public Works 2 Balance Sheet as at 31 December 2013 Note Capital assets 2.2 3,032,898 2,874,310 Capital assets under development ,033,396 2,874,310 Current assets Bank and cash ,984 37,225 Stocks 2.5 2,034 2,089 Prepayments 21,812 26,510 Accrued income 1,083 2,958 Other debit balances 2.6 4, Total current assets 69,335 68,872 Less current liabilities Accrued expenses 7,638 16,713 Deferred income Other credit balances ,526 37,159 Net liability to the Exchequer Total current liabilities 52,364 54,251 Net current assets 16,971 14,621 Net assets 3,050,367 2,888,931 Represented by: State funding account 2.1 3,050,367 2,888, State Funding Account Note Balance at 1 January 2,888,931 3,071,030 Disbursements from the Vote Estimate provision Account 374,044 Surplus to be surrendered Account (880) Net vote 373, ,287 Expenditure (cash) borne elsewhere 1 18,671 17,907 Allied services 1 (147,182) (129,734) Client services 1 (114,371) (122,375) Net programme cost 1 (128,269) (138,300) Adjustments 1 159,423 (175,884) Balance at 31 December 3,050,367 2,888,931 1 Adjustments includes million in respect of land and buildings revaluations and 4.2 million paid out by Department of Transport, Tourism and Sport in respect of coast guard stations and capitalised by OPW.
11 11 Appropriation Account Capital Assets Land and buildings Plant and machinery Office equipment Furniture and fittings Gross assets Cost or valuation at 1 January ,851,239 41,084 24,325 20,091 2,936,739 Additions 6,602 2,222 2, ,128 Disposals (1,470) (1,159) (243) (65) (2,937) Revaluations 1 154, ,616 Cost or valuation at 31 December ,010,987 42,147 26,583 20,829 3,100,546 Total Accumulated depreciation Opening balance at 1 January ,388 18,976 13,065 62,429 Depreciation for the year 3,334 2, ,610 Depreciation on disposals (1,102) (233) (56) (1,391) Cumulative depreciation at 31 December ,620 21,138 13,890 67,648 Net assets at 31 December ,010,987 9,527 5,445 6,939 3,032,898 Net assets at 31 December ,851,239 10,696 5,349 7,026 2,874,310 1 Prestige properties have been individually valued using the replacement cost valuation method. This rebuilding cost is based on the application of rates which were determined by internal professional staff. There is limited comparative historical cost data and the experts applied their professional judgement in determining rates. The valuation method will continue to be reviewed and revised if appropriate in Capital Assets under Development at 31 December Land and buildings 000 Amounts brought forward at 1 January 2013 Cash payments in year 380 Adjustment Transferred to asset register Balance at 31 December Adjustment for prior year expenditure. 2.4 Bank and Cash at 31 December Bank balances 40,617 39,543 Orders outstanding (633) (2,318) 39,984 37,225
12 12 Vote 13 Office of Public Works 2.5 Stocks at 31 December Engineering stocks Heritage depot stocks 1, Building materials Paper and stationery Miscellaneous stocks ,034 2, Other Debit Balances at 31 December Pension refunds due from the Department 2,112 9 of Public Expenditure and Reform Payroll EMTS in suspense 1,264 Other debit suspense items 1, , Other Credit Balances at 31 December Amounts due to the State Income Tax Universal Social Charge Pay Related Social Insurance Professional Services Withholding Tax Value Added Tax 3,925 3,035 Pension contributions Local Property Tax 6 Receipts from sales of State property Loan repayments 8 6,825 6,003 Sundry works accounts 23,893 17,641 Property management accounts 6,908 5,700 Per cent for art scheme 2,020 2,128 Maintenance accounts 299 2,280 Furniture services 1,244 1,116 Payroll deductions held in suspense Other credit suspense items 1,544 1,487 43,526 37,159
13 13 Appropriation Account Net Liability to the Exchequer at 31 December Surplus to be surrendered Exchequer grant undrawn (250) Net liability to the Exchequer Represented by: Debtors Bank and cash 39,984 37,225 Debit balances: suspense 4, ,406 37,315 Creditors Due to State (6,825) (6,003) Credit balances: suspense (36,701) (31,156) (43,526) (37,159) Commitments at 31 December (A) Non capital commitments The figure for non-capital commitments likely to arise in 2014 and subsequent years is estimated to be 5,269,743 excluding the Convention Centre Dublin (see (D) below). There were commitments outstanding at the end of 2013 in respect of rental of leased properties - longer term leases would normally have a specific provision or minimum notice period for early termination. Figures have not been included for such commitments in this account but they are estimated to be 101 million in 2014 (2013: 108 million). (B) Multi-annual capital commitments The following table details expenditure in 2013 and commitments to be met in subsequent years on foot of capital projects where legally enforceable contracts were in place at 31 December Expenditure in ,268,426 Commitments to be met in subsequent years ( ) 151,985,000
14 14 Vote 13 Office of Public Works (C ) Major capital projects Expenditure was incurred on ten ongoing major projects during 2013 where the total estimated cost of the individual project will exceed 6.5 million. Particulars of these projects are as follows: Cumulative expenditure to 31 December 2012 Expenditure 2013 Subsequent years Project Flood relief schemes Mallow North 19, ,214 Mallow South 8, ,892 Clonmel West 22, ,130 Clonmel North 14, ,654 Fermoy North 6,766 1,015 2,116 Fermoy South 6,704 8,748 13,318 River Dodder (Dublin) 10,903 1, Ennis Lower 1,111 9,659 5,230 Bray 9, ,685 Waterford 3,120 3,851 6,544 (D) Capital cost of Public Private Partnership project Expenditure to 31 December 2012 Expenditure in Balance still outstanding on capital cost of project at delivery Total Convention Centre Dublin 67,804 19, , ,975 1 Represents expenditure in the current year on repayment of the capital cost of the asset, excluding the cost of PPP financing.
15 15 Appropriation Account Programme Expenditure by Subhead Estimate provision Outturn Outturn A Flood Risk Management A.1 Administration - pay 6,755 6,707 6,885 A.2 Administration - non pay 1,759 2,219 1,892 A.3 Purchase of engineering plant and machinery A.4 Hydrometric and hydrological 1, ,011 investigation and monitoring A.5 Flood risk management 44,500 44,913 52,015 A.6 Drainage maintenance 14,983 15,048 15,455 69,517 70,788 77,976 Significant variations Overall, the expenditure in relation to the Programme A was 1.3 million more than provided. This was mainly due to the following: Description Less/ (more) than provided 000 Explanation Purchase of engineering plant and machinery Hydrometric and hydrological investigation and monitoring 482 Increased expenditure was required to maintain and replace essential plant and machinery. (101) The saving was due to the non-replacement of staff and a liability that did not materialise in 2013.
16 16 Vote 13 Office of Public Works Estimate provision Outturn Outturn B National Procurement Service (NPS) B.1 Administration - pay 3,735 3,223 3,060 B.2 Administration - non pay B.3 Government Publication Services B.4 National Procurement Service (NPS) 2,260 1,195 1,190 7,173 4,936 4,774 Significant variations Overall, the expenditure in relation to the Programme B was 2.2 million lower than provided. This was mainly due to the following: Description Less/ (more) than provided 000 Explanation National Procurement Service (NPS) (1,065) The later than expected start-up of the Office of Government Procurement (OGP) meant that additional financial resources provided were not required in full in 2013.
17 17 Appropriation Account 2013 Estimate provision Outturn Outturn C Estate Portfolio Management C.1 Administration - pay 24,500 24,134 24,472 C.2 Administration - non pay 5,396 6,380 5,610 C.3 President's household staff (pay) C.4 Grant to Zoological Society of Ireland 400 C.5 Grants for certain refurbishment works C.6 Purchase of sites and buildings ,045 C.7 New works, alterations and additions 37,650 48,199 39,453 C.8 Property maintenance and supplies 52,672 54,033 36,095 C.9 Rents, rates etc. 108,352 97, ,092 C.10 Fuel, electricity and water 1,623 1,757 1,614 C.11 Unitary payments 50,600 48,346 51,658 C.12 Heritage services 34,879 35,886 36,278 C.13 EU Presidency 7,040 6,150 5, , , ,920 Significant variations Overall, the expenditure in relation to Programme C was 804,000 lower than provided. This was mainly due to the following: Description Less/ (more) than provided 000 Explanation Purchase of sites and buildings (560) The planned purchase of a property was not completed in New works, alterations and additions 10,549 The additional expenditure related to the payment of a court settlement. Rents, rates etc. (10,915) The saving achieved was due to the continued office rationalisation and lease surrender programme. Fuel, electricity and water 134 The excess was due to utilities costs at non-operational properties. EU Presidency (890) The full allocation provided for the provision of facilities for the EU Presidency in 2013 was not required due to the greater use of OPW resources and state owned properties.
18 18 Vote 13 Office of Public Works 4 Receipts 4.1 Appropriations-in-aid Estimated Realised Realised Rents, licence fees, etc. 3,646 4,533 4, Events and facilities management 850 1,142 1, Receipts for Government publication ,006 services 4. Recoveries for services carried out on 7,808 7,770 8,270 repayment or agency basis 5. Sales at national monuments and historic properties visitor centres 6. Admission charges at national monuments 5,600 5,560 5,272 and historic properties 7. Miscellaneous, including fees, interest and 3,158 1,124 1,230 disposals etc 8. Receipts from pension-related deduction 4,615 4,655 4,695 on public service remuneration Total 26,931 26,041 26,384 Explanation of significant variations An explanation is provided below in the case of each heading where the outturn varied from the amount estimated by more than 100,000, and by more than 5%. Description Less/ (more) than provided 000 Explanation Rent, licence fees etc 887 Rental income was greater than expected due to the receipt of arrears and sustained rental masts income. Events and facilities management 292 The additional income was due to increased visitor numbers in the second half of Miscellaneous, including fees, interest and disposals (2,034) Income was less than estimated due to the delayed commencement of an energy efficiency scheme funded by the Department of Communications Energy and Natural Resources. 4.2 Extra receipts payable to the Exchequer Proceeds of million from the sale of state property in 2013 were due for payment to the Exchequer at the end of 2013.
19 19 Appropriation Account Employee Numbers and Pay Number of staff at year end (full time equivalents) Civil service grades OPW specific grades 1,055 1,099 1,663 1, Pay 76,365 78,099 Higher, special or additional duties allowance Civil service grades OPW specific grades Overtime Civil service grades OPW specific grades 2,992 3,827 Extra attendance, shift and roster Civil service grades OPW specific grades 2,282 1,155 Employer s PRSI 6,689 6,796 Total pay 89,245 90,974 The total pay figure is inclusive of pay in programmes A, B & C and includes pay for an additional 403 temporary and seasonal staff in Allowances and Overtime Payments Number of recipients Recipients of 10,000 or more Maximum individual payment Maximum individual payment Higher, special or additional duties Civil service grades ,613 20,613 OPW specific grades ,885 16,472 Overtime Civil service grades ,744 14,000 OPW specific grades ,690 33,831 Extra attendance, shift and roster Civil service grades OPW specific grades ,764 10,395 Certain individuals received extra remuneration in more than one category. 5.2 Other Remuneration Arrangements Two retired civil servants in receipt of civil service pensions were re-employed and paid directly by OPW at a total cost of 35,877. Both contracts were completed before 31 December 2013.
20 20 Vote 13 Office of Public Works 6 Miscellaneous 6.1 Affordable Housing Initiative Payments totalling 8,889,793 were made by the Office of Public Works to the Housing and Sustainable Communities Agency following a High Court judgement in respect of a land-swap arrangement with Durkan New Homes under the affordable housing initiative (D/PER sanction November 2013). 6.2 Compensation Payments Legal fees Compensation costs Provision of Agency Services In addition to expenditure on Vote 13, the OPW also acts as an agent, and incurs expenditure on behalf of other Government departments and agencies. Funding for this expenditure is provided to OPW by the sponsoring department/agency and appears as a charge on the account of the client organisation. The total expenditure in 2013 was 65 million of which the main area of expenditure were major capital works ( 32 million), maintenance works ( 2 million), Leasing of accommodation ( 14 million), Local Loans ( 5.5 million). The Office also performs specific roles not attracting OPW voted funds which demand input and resources on a continuing basis e.g. advising on architectural matters, developing sustainable energy options, conducting universal access audits, examining and implementing flood protection proposals, the sourcing, assessment, acquisition and construction of sites for primary schools, procurement issues related to specific projects and art management within the State portfolio. In 2013, the National Procurement Service administered drawdown contracts for other public bodies worth an actual value of 286 million. Since January 2014, the new Office of Government Procurement has its own vote.
21 21 Appropriation Account Services supplied to Departments and Offices 2013 (Subhead C9 Rents, Rates etc.) Departments, etc 2013 Estimate Outturn Outturn provision Houses of the Oireachtas 1,243 1,128 1,229 Taoiseach Attorney General Central Statistics Office 1, ,009 Director of Public Prosecutions 1,833 1,809 1,812 Chief State Solicitor's Office Finance Comptroller and Auditor General Revenue Commissioners 17,142 16,821 17,931 Public Expenditure and Reform Office of Public Works 6,466 3,129 6,005 Valuation Office 1, ,388 Public Appointments Service 2,032 1,959 2,009 Shared Services 607 Ombudsman 1,121 1,106 1,107 Garda Síochána 8,535 8,264 8,435 Prisons Courts Service Property Registration Authority 1, ,136 Justice and Equality 12,352 11,867 12,208 Environment, Community and Local Government 1, ,049 Education and Skills 4,560 3,970 4,507 Foreign Affairs and Trade 5,116 4,866 5,056 Communications, Energy and Natural Resources 3,792 3,995 3,748 Agriculture, Food and the Marine 3,580 3,196 3,538 Transport, Tourism and Sport 4,135 3,945 4,087 Jobs, Enterprise and Innovation 5,915 6,256 5,846 Arts, Heritage and the Gaeltacht 1,572 1,440 1,553 National Gallery Defence Social Protection 14,694 13,315 14,523 Health 2,112 1,381 2,087 Health Services Executive Children and Youth Affairs 1,657 2,196 1,638 Total 108,352 97, ,092
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