Statement of Objectives and Service Performance for the Year Ended 30 June 2004

Vote Arts, Culture and Heritage

Output: Heritage Services

Description

This class of outputs involves:

the research, writing and publication of New Zealand history and reference works, including Te Ara, the online Encyclopedia of New Zealand;
the administration of grants and the provision of advice in New Zealand;
the management of national monuments, war and historic graves;
the administration of legislation relating to commemorative days and to the symbols and emblems of New Zealand sovereignty;
the administration of the Government Exhibition Indemnification Scheme; and
the administration of the Antiquities Act 1975.

Quantity, Quality and Timeliness

The quantity, quality and timeliness objectives and service performance for each sub-output are as follows:

Historical Publications and Administrative Services

Dictionary of New Zealand Biography (DNZB)

Performance target in 2003/04 Statement of Intent	Actual performance
All DNZB essays will be completed to factual and reference standards as endorsed by the Dictionary's Policy Committee.	All DNZB essays have been completed to factual and reference standards as endorsed by the Dictionary's Policy Committee.
Electronic publication of DNZB Volumes I - V to be maintained by four updates.	Electronic publication of DNZB Volumes I - V was maintained with three updates by 30 June 2004. New sound files, images and captions have also been added.

Te Ara, the online Encyclopedia of New Zealand

Performance target in 2003/04 Statement of Intent	Actual performance
The first theme of the online Encyclopedia to be completed by 30 June 2004.	All 104 entries for the first theme of Te Ara, the online Encyclopedia of New Zealand were received and checked by 30 June 2004. 950 of the 2,409 resources (images, sound files, etc.) selected for the first theme had been received. The first theme will go live in November 2004 and be formally launched in February 2005.

New Zealand History

Performance target in 2003/04 Statement of Intent	Actual performance
Undertake at least 20 historical projects (seven projects will be completed during the year). These standards are set out in the 2003/04 Output Plan with the Minister.	A total of 30 projects were in the process of being researched and written during the year; six projects were published during the year and four delivered to the publishers.
80% of historical projects completed meet time criteria.	90% of projects met time criteria.
100% of historical projects completed meet content criteria.	100% of projects met content criteria.

Historical Advice and Administrative Services

Performance target in 2003/04 Statement of Intent	Actual performance
Advice will be provided in response to an estimated 300 - 500 enquiries.	A total of 332 enquiries had been answered by 30 June 2004.
98% of advice on historical enquiries will be provided in accordance with criteria as set out in the 2003/04 Output Plan with the Minister.	99% of enquiries were answered in accordance with the criteria set out in the 2003/04 Output Plan with the Minister.
An estimated 100 - 150 applications will be processed for three grants (Awards in History, Awards in Oral History, and Grants to Publishers).	A total of 127 grant applications had been processed by 30 June 2004.
98% of applications processed for the three grants schemes will be administered to standards as set out in the 2003/04 Output Plan with the Minister.	100% of grant applications were processed to standards as set out in the 2003/04 Output Plan with the Minister.

Heritage Property Management

Performance target in 2003/04 Statement of Intent	Actual performance
4,188 war graves, 79 historic graves and 16 national monuments will be maintained in accordance with the agreed programme.	All graves and monuments were maintained in accordance with the agreed programme.
The National War Memorial and five overseas war memorials will be managed and maintained in accordance with the agreed programme.	Some basic maintenance work was undertaken at the National War Memorial ahead of the major work planned for later in the year around the Tomb of the Unknown Warrior. Horticultural and structural maintenance was carried out at the five overseas memorials in accordance with the agreement with the Commonwealth War Graves Commission.
All site inspections to determine necessary maintenance are undertaken in accordance with an agreed schedule.	A full year's cycle of six inspection tours was completed, covering the Auckland region; Central/Hawke's Bay/Manawatu; Nelson/Marlborough/West Coast/Tasman; Canterbury; North and Central Otago; and Southland/South Otago.
At the conclusion of scheduled maintenance all sites will be in a good state of repair, with the inscriptions legible and the stonework intact.	The agreed annual maintenance programme was completed within budget, on time and to the required standard of workmanship. Major projects were the completion of the renovations inside the Savage Memorial at Bastion Point, Auckland, and the fencing of the war graves plot in the Magiagi Cemetery, Apia, Samoa.
90% of all contracts over $1,000 for capital works and maintenance within New Zealand will comply with agreed criteria as set out in the 2003/04 Output Plan with the Minister.	All contracts let complied with the agreed criteria.
Special projects will be managed in accordance with the agreed programme.	The Tomb of the Unknown Warrior is being managed in accordance with the agreed programme and is scheduled to be completed by the 11 November 2004.

Symbols of New Zealand Sovereignty

Performance target in 2003/04 Statement of Intent	Actual performance
100% of Ministerial submissions in relation to the Flags, Emblems, and Names Protection Act 1981 are accepted.	All nine submissions forwarded to the Minister and the Associate Minister for consideration under the Flags, Emblems, and Names Protection Act 1981 were accepted. The submissions all dealt with approving the use of the word ‘Royal'.

Commemorating Waitangi Day Fund

Performance target in 2003/04 Statement of Intent	Actual performance
No justified complaints are received concerning administration of the Fund.	No justified complaints were received concerning the administration of the Fund. 57 grants were made after 117 applications were received.

Antiquities Act

Performance target in 2003/04 Statement of Intent	Actual performance
150 applications made under the Antiquities Act 1975 completed (the estimated range is 120 to 180) made up as follows:
An estimated 50 export certificates for antiquities will be issued (the estimated range is 40 to 60)	53 applications to export antiquities were processed, 11 of those were for permanent export and 42 were for temporary export.
An estimated 50 determinations on the custody of newly found artifacts will be made (the estimated range is 40 to 60)	During the year the custody of 15 artifacts was determined after consultation with museums and iwi.
An estimated 50 collectors of artifacts will be registered (the estimated range is 40 to 60).	The Ministry registered 120 collectors of artifacts this year.
No decisions made are overturned through the appeal process.	No antiquities decisions were overturned through the appeals process.

Administering the Government Exhibition Indemnification Scheme

Performance target in 2003/04
Statement of Intent

Actual performance

An estimated five indemnifications will be established and administered, and these will comply with the policy guidelines for the scheme and the timing requirements of applicants.

During the year, five Deeds of Indemnity for exhibitions, which complied with Cabinet guidelines and met the deadlines of all parties, were signed by the Minister of Finance. They were for:

- an exhibition of Chinese Dinosaurs held at the Otago Museum between 15 August and 17 November 2003;

- an exhibition of The Pre-Raphaelite Dream: Paintings and Drawings from the Tate held at the Dunedin Public Art Gallery between
3 September 2003 and 20 February 2004;

- an exhibition of works by Rosalie Gascoigne held at the City Gallery, Wellington, between 12 January and 4 June 2004;

- the return of the New Zealand-owned works from the exhibition, Colin McCahon: A Question of Faith, which was on show in Sydney between 18 January and 5 February 2004; and

- an exhibition of Temple of Doom: Ritual Sacrifice in Ancient Peru, held at the Otago Museum between 28 January and 27 June 2004.

Financial Performance

(Figures are GST exclusive)

	2003/04	2003/04
	Actual	Supp. Estimates	Variance
	$(000)	$(000)	$(000)
Revenue Crown	4,225	4,365	(140)
Other Revenue	389	300	89
Total Revenue	4,614	4,665	(51)
Total Expenses	(4,525)	(4,666)	141
Net Surplus/(deficit)	89	(1)	90

Explanations of major variances are provided on page 48.

Output: Policy Advice and Grants Administration

Description

This class of outputs involves:

the provision of policy advice on arts, culture, heritage and broadcasting issues, as determined in consultation with the Minister for Arts, Culture and Heritage and the Minister of Broadcasting, including legislation, major policy proposals, and developments and initiatives which have significance to the arts, culture, heritage and broadcasting sectors;
the management and disbursement of payments to a number of arts, culture, heritage and broadcasting sector agencies, and the monitoring of the Crown's interests in these organisations; and
the provision of negotiated services to Ministers, including the preparation of replies to ministerial correspondence, and general services which assist Ministers in discharging their portfolio obligations to Parliament.

Objectives

Quantity, Quality and Timeliness

Policy Advice

Performance targets for policy advice are:

Briefing Reports

An estimated 220 briefing reports will be provided during the year to the Minister for Arts, Culture and Heritage and the Minister of Broadcasting on significant issues in the arts, culture, heritage and broadcasting sectors, developments in the portfolios, and relevant policy proposals by other departments.
100% of briefing reports will meet the deadlines set by the Ministers' offices.
Ministers will rate, on an annual basis, the Ministry's performance in regard to briefing reports provided as ‘good' or better on a four-point scale.

Submissions to Cabinet Committees

An estimated 30 Cabinet or Cabinet Committee submissions will be provided during the year to the Minister for Arts, Culture and Heritage and the Minister of Broadcasting.
100% of submissions will meet Cabinet Office deadlines.
In addition, an estimated 40 Cabinet or Cabinet Committee submissions of other government departments will be contributed to.
Ministers will rate, on an annual basis, the Ministry's performance in regard to submissions provided to Cabinet/Cabinet Committees provided as ‘good' or better on a four-point scale.

Sets of Speech Notes

An estimated 80 sets of speech notes will be provided during the year to the Minister for Arts, Culture and Heritage and the Minister of Broadcasting.
100% of sets of speech notes will meet the deadlines set by the Ministers' offices.
Ministers will rate, on an annual basis, the Ministry's performance in regard to sets of speech notes provided as ‘good' or better on a four-point scale.

Grants Administration

Performance targets for grants administration are:

Crown payments for Non-Departmental Output Classes, Other Expenses, and Capital Contributions will be disbursed to at least 16 organisations during the year.
All payments will be made in accordance with instructions and conditions governing payment, including the cash payment schedule agreed with Treasury.
The performance of recipients of Crown payments will be specified in memoranda of understanding or other funding arrangements agreed to by the responsible Ministers. The Ministry will assess performance against these agreements in accordance with its monitoring regime.
An estimated 140 briefing reports will be provided during the year to the Minister for Arts, Culture and Heritage and the Minister of Broadcasting on agency performance and issues related to agency operations.
Advice and assistance to recipients of Crown payments will be provided as required.
Advice provided will be rated as satisfactory or better by 90% of respondents.

Ministerial Servicing

Performance targets for Ministerial servicing are:

Ministerial Correspondence

An estimated 500 draft replies to Ministerial correspondence will be provided during the year.
Unless otherwise agreed with Ministers, 90% of draft replies will be provided within
15 working days of receipt.
Unless otherwise agreed with Ministers, 100% of draft replies will be provided within 20 working days of receipt.
Ministers will rate, on an annual basis, the Ministry's performance in regard to draft replies to Ministerial correspondence provided as ‘good' or better on a four-point scale.

Questions in the House

An estimated 200 draft responses to questions in the House will be provided during the year.
100% of draft responses will meet the deadlines set by the Ministers' offices.
Ministers will rate, on an annual basis, the Ministry's performance in regard to draft responses to questions in the House provided as ‘good' or better on a four-point scale.

Cost

Outputs in this class will be provided within the appropriated sum of $3.836 million (exclusive of GST).

Service Performance

Quantity, Quality and Timeliness

Policy Advice

Briefing Reports

Performance against the following measures for briefing reports is reported for the year:

	Estimated	Actual
Number of briefing reports provided	220	338
	Target	Actual
% of briefing reports that met the required deadlines	100%	100%

The Minister for Arts, Culture and Heritage, her Associate Minister and the Minister of Broadcasting rated the timeliness of briefing reports and the quality of policy advice received during the year as ‘very good'.

Submissions to Cabinet/Cabinet Committees

Performance against the following measures for Cabinet papers is reported for the year:

	Estimated	Actual
Number of Cabinet papers provided	30	44
	Target	Actual
Percentage of Cabinet papers that met the required deadlines	100%	68%
	Estimated	Actual
Number of Cabinet submissions of other government departments contributed to	40	71

The Associate Minister for Arts, Culture and Heritage and the Minister of Broadcasting rated the timeliness and the quality of the Cabinet papers received during the year as ‘very good'. The Minister for Arts, Culture and Heritage rated the quality of the Cabinet papers received during the year as ‘very good' and the timeliness as ‘good'.

Sets of Speech Notes

Performance against the following measures for speech notes is reported for the year:

	Estimated	Actual
Number of sets of speech notes provided	80	99
	Target	Actual
Percentage of sets of speech notes that met the required deadlines	100%	100%

The Minister for Arts, Culture and Heritage, and her Associate Minister rated the quality and timeliness of the sets of speech notes received during the year as ‘very good'. The Minister of Broadcasting rated the quality and timeliness of the sets of speech notes received during the year as ‘good'.

Grants Administration

Disbursement of Payments on Behalf of the Crown

Payments made by the Ministry on behalf of the Crown to arts, culture, heritage and broadcasting sector agencies during 2003/04 matched the respective annual appropriations, except for payments to the National Pacific Radio Trust. A payment made in April to this Trust was $51,000 more than intended. The Trust, however, required further funding from the government prior to the end of the financial year. Approval of the additional funding rendered the April overpayment inconsequential. See the Statement of Unappropriated Expenditure on page 42.

Refer to the Statement of Non-Departmental Expenditure and Appropriations for a summary of disbursements made during the year.

Monitoring of Assistance to Recipients of Non-departmental Output Class Funding

Monitoring of recipients of Crown funding through Vote Arts, Culture and Heritage during 2003/04 was carried out in accordance with the monitoring regimes agreed with the Minister for Arts, Culture and Heritage and the Minister of Broadcasting.

The Ministry had frequent contact with each of the recipients of Vote funding during the course of the year. Ministry personnel were active in assisting agencies in the preparation of 2004/05 Estimates documentation and 2004/05 memoranda of understanding with Ministers. Advice in response to other requests for information from funding recipients was provided as required.

A letter was sent to each organisation at the end of the year requesting feedback regarding dissatisfaction, if any, with the advice or monitoring received from the Ministry during the year. No concerns about the quality of advice or monitoring provided by the Ministry during the year were raised in the responses received.

	Estimated	Actual
Number of briefing reports provided to Ministers on agency performance and issues relating to agency operations	140	210
	Target	Actual
Percentage of briefing reports that met the required deadlines	100%	100%

Ministerial Servicing

Ministerial servicing comprises the provision of draft responses to Ministerial correspondence and answers to questions in the House.

Ministerial Correspondence

Performance against the following measures for Ministerial correspondence is reported for the year:

	Estimated	Actual
Number of draft letters provided	500	558
	Target	Actual
Percentage of draft responses provided within 15 working days Percentage of draft responses provided within 20 working days	90% 100%	70% 90%
Percentage of first drafts acceptable to the Minister	95%	99%

The Associate Minister for Arts, Culture and Heritage and the Minister of Broadcasting rated the timeliness and the quality of the items of draft ministerial correspondence received during the year as ‘very good'. The Minister for Arts, Culture and Heritage rated the quality of the items of draft ministerial correspondence received during the year as ‘very good' and the timeliness as ‘good'.

Questions in the House

Performance against the following measures for questions in the House is reported for the year:

	Estimated	Actual
Number of draft answers provided	200	126
	Target	Actual
Percentage of replies that met the deadlines set by the Ministers' offices	100%	100%

The Minister for Arts, Culture and Heritage and the Minister of Broadcasting rated the timeliness and quality of draft responses to questions in the House received during the year as ‘very good'. No draft responses were required to be provided to the Associate Minister for Arts, Culture and Heritage.

Financial Performance

(Figures are GST exclusive)

	2003/04	2003/04
	Actual	Supp. Estimates	Variance
	$(000)	$(000)	$(000)
Revenue Crown	3,820	3,820	0
Other Revenue	6	15	(9)
Total Revenue	3,826	3,835	(9)
Total Expenses	(3,825)	(3,836)	11
Net Surplus/(deficit)	1	(1)	2

Vote Sport and Recreation

Output: Purchase Advice and Monitoring of Sport and Recreation Crown Entities

Description

This output class involves the provision of purchase advice to and the monitoring of sport and recreation Crown entities on behalf of the Minister for Sport and Recreation.

Objectives

Quantity, Quality and Timeliness

An estimated 10 briefing reports will be provided during the year.
Crown payments for Non-Departmental Output Classes, Benefits and Other Unrequited Expenses, and Other Expenses will be disbursed to at least three organisations during the year.
All payments will be made in accordance with instructions and conditions governing payment, including the cash payment schedule agreed with Treasury.
The performance of recipients of Crown payments will be specified in memoranda of understanding or other funding arrangements agreed to by the Minister. The Ministry will assess performance against these agreements in accordance with its monitoring regime.
Advice and assistance to recipients of Crown payments will be provided as required.
Advice provided will be rated as ‘satisfactory' or better by each of the respondents.
The Minister will rate, on a six-monthly basis, the Ministry's performance in regard to purchase advice and monitoring provided as ‘good' or better on a four-point scale.

Cost

Outputs in this class will be provided within the appropriated sum of $98,000 (exclusive of GST).

Service Performance

Quantity, Quality and Timeliness

Disbursement of Payments on Behalf of the Crown

Payments made by the Ministry on behalf of the Crown to sport and recreation sector agencies during 2003/04 matched the respective appropriations. Payments were made in accordance with instructions and conditions governing payment.

Refer to the Statement of Non-Departmental Expenditure and Appropriations for a summary of disbursements made during the year.

Monitoring of and Assistance to Recipients of Non-departmental Output Class Funding

Monitoring of recipients of Crown funding through Vote Sport and Recreation during 2003/04 was carried out in accordance with the monitoring regime agreed with the Minister for Sport and Recreation. SPARC and New Zealand Sports Drug Agency met all the reporting requirements of the regime.

Ministry personnel were active in assisting agencies in the preparation of 2004/05 Estimates documentation and 2004/05 memoranda of understanding with the Minister. Advice in response to other requests for information from funding recipients was provided as required. A letter was sent to each organisation at the end of the year requesting feedback regarding dissatisfaction, if any, with the advice or monitoring received from the Ministry during the year. No concerns about the quality of advice or monitoring provided by the Ministry during the year were raised in the responses received.

Twenty-four briefing reports were provided to the Minister during the year. Feedback from the Minister by way of survey questionnaire was not sought during the year. Six-monthly reports against the purchase agreement were provided, however, and no concerns were expressed about the Ministry's performance in response to them.

Financial Performance

(Figures are GST exclusive)

	2003/04	2003/04
	Actual	Supp. Estimates	Variance
	$(000)	$(000)	$(000)
Revenue Crown	98	98	0
Other Revenue	0	0	0
Total Revenue	98	98	0
Total Expenses	(98)	(98)	0
Net Surplus/(deficit)	0	0	0

Legislation Administered by the Ministry

The legislation administered by the Ministry is listed on our About Us page

Location

The Ministry's address and contact details can be found on the Ministry Contact Details Page.