SECRET
S10-136-80/5 TD 1279 (COMPT)
MEMORANDUM
November 8 1961
AMTS
Processing of Submissions -
Construction Engineering
AFAO 57.00/21, para 12(b) authorizes the use of a letter from DM to the Secretary of Treasury Board to amend approved construction programmes when the amendment exceeds the authority of the DM.
This departure from normal procedures is time saving and works well because of the close association CCE maintains with ADM(C&P) and TB staffs. Unfortunately, at times it obscures the fact that the letters are in reality submissions to the Board which require in some respects the same treatment as other submissions. I refer in particular to para 14 of the AFAO which states in part:
"....CFin is the co-ordinator of all submissions that require the approval of the Governor in Council, the Treasury Board, or the Minister. When action has been completed in accordance with the preceding paragraphs, each submission shall be registered with CFin who will then:
From time to time these letters are passed from CCE to DM to TB without any reference to this Division. The attached file is the latest of these cases. It seeks authority for an addition to programme of $1,176,000 and was brought to our attention by a clerk in the DM's staff after it had been sent to the Board.
I note the file copy states two copies were provided for DAFB and that there is space for me to approve on behalf of the CAS. Unfortunately, the copies were never received in DAFB and the file was never referred for my consideration. Administrative oversights of this nature make it difficult for me to exercise the control over funds which is my responsibility. This is particularly serious in a year such as this when we are short in cash and running very close to the line in commitment authority for the capital primaries.
Would you please impress upon CCE the need to avoid these administrative lapses.
(IC Cornblat) A/V/M
Comptroller
2-3388
Hand written note at bottom:
Sorry, the fault occurred in my secretariat. Consequently can't blame CCE. However will watch to ensure that this doesn't happen again. The mistake was not intentional. You win the marbles!
JA Easton, A/V/M
17 Nov AMTS