the department of internal affairs Annual Report 2008-09

Statement of Responsibility

As Secretary for Internal Affairs I am responsible, under the Public Finance Act 1989, for the preparation of the financial statements and the judgements made in the process of producing those statements.

The Department has a system of internal control and this has provided reasonable assurance as to the integrity and reliability of financial reporting.

In my opinion the financial information presented in the Statements and Notes to the Financial Statements fairly reflects the financial position and operations of the Department of Internal Affairs for the year ended 30 June 2009.

BRENDAN BOYLE Chief Executive Date: 23 September 2009		Shirley Smith Chief Financial Officer Date: 23 September 2009

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Audit Report

To the readers of the Department of Internal Affair’s financial statements and statement of service performance for the year ended 30 June 2009

The AuditorGeneral is the auditor of the Department of Internal Affairs (the Department). The AuditorGeneral has appointed me, Leon Pieterse, using the staff and resources of Audit New Zealand, to carry out the audit. The audit covers the financial statements and statement of service performance included in the annual report of the Department for the year ended 30 June 2009.

Unqualified Opinion

In our opinion:

• The financial statements of Department comprising the Statement of Accounting Policies, Statement of Movements in Equity, Statement of Financial Performance, Statement of Financial Position, Statement of Cash Flows, Reconciliation of Net Surplus to Net Cash Flows, Statement of Commitments, Statement of Contingent Assets and Liabilities, Statement of Unappropriated Expenditure, Memorandum Accounts, Statement of Departmental Expenditure Appropriations, Notes 1 to 22 to the Financial Statements:
• comply with generally accepted accounting practice in New Zealand; and
• fairly reflect:
• the Department’s financial position as at  June 2009;
• the results of its operations and cash flows for the year ended on that date;
• its expenses and capital expenditure incurred against each appropriation administered by the Department and each class of outputs included in each output expense appropriation for the year ended 30 June 2009; and
• its unappropriated expenses and capital expenditure for the year ended 30 June 2009.
• The schedules of non-departmental activities comprising the Non-Departmental Accounting Policies, Non-Departmental Schedule of Revenue and Expenditure, Schedule of Non-Departmental Expenditure and Capital Expenditure, Schedule of Non-Departmental Unappropriated Expenditure and Capital Expenditure, Schedule of Non-Departmental Assets and Liabilities, Schedule of Commitments, Schedule of Non-Departmental Contingent Assets and Liabilities, Schedule of Trust Monies and Notes 1 to 4 of the Schedules fairly reflect the assets, liabilities, revenues, expenses, contingencies, commitments and trust monies managed by the Department on behalf of the Crown for the year ended 30 June 2009.
• The statement of service performance of the Department:
• complies with generally accepted accounting practice in New Zealand; and
• fairly reflects for each class of outputs:
• its standards of delivery performance achieved, as compared with the forecast standards included in the statement of forecast service performance adopted at the start of the financial year; and
• its actual revenue earned and output expenses incurred, as compared with the forecast revenues and output expenses included in the statement of forecast service performance adopted at the start of the financial year.

The audit was completed on 23 September 2009, and is the date at which our opinion is expressed.

The basis of our opinion is explained below. In addition, we outline the responsibilities of the Chief Executive and the Auditor, and explain our independence.

Basis of Opinion

We carried out the audit in accordance with the AuditorGeneral’s Auditing Standards, which incorporate the New Zealand Auditing Standards.

We planned and performed the audit to obtain all the information and explanations we considered necessary in order to obtain reasonable assurance that the financial statements and statement of service performance not have material misstatements, whether caused by fraud or error.

Material misstatements are differences or omissions of amounts and disclosures that would affect a reader’s overall understanding of the financial statements and statement of service performance. If we had found material misstatements that were not corrected, we would have referred to them in our opinion.

The audit involved performing procedures to test the information presented in the financial statements and statement of service performance. We assessed the results of those procedures in forming our opinion.

Audit procedures generally include:

• determining whether significant financial and management controls are working and can be relied on to produce complete and accurate data;
• verifying samples of transactions and account balances;
• performing analyses to identify anomalies in the reported data;
• reviewing significant estimates and judgements made by the Chief Executive;
• confirming year-end balances;
• determining whether accounting policies are appropriate and consistently applied; and
• determining whether all financial statement and statement of service performance disclosures are adequate.

We did not examine every transaction, nor do we guarantee complete accuracy of the financial statements and statement of service performance.

We evaluated the overall adequacy of the presentation of information in the financial statements and statement of service performance. We obtained all the information and explanations we required to support our opinion above.

Responsibilities of the Chief Executive and the Auditor

The Chief Executive is responsible for preparing the financial statements and statement of service performance in accordance with generally accepted accounting practice in New Zealand. The financial statements must fairly reflect the financial position of the Department as at 30 June 2009 and the results of its operations and cash flows for the year ended on that date.

The financial statements must also fairly reflect the expenses and capital expenditure incurred against appropriation administered by the Department and each class of outputs included in each output expense appropriation for the year ended 30 June 2009. Tfinancial statements must also fairly reflect the Department’s unappropriated expenses and capital expenditure for the year ended on that date.

In addition, the Chief Executive is responsible for preparing schedules of non-departmental activities, in accordance with the Treasury Instructions 2008 that must fairly reflect the assets, liabilities, revenues, expenses, contingencies, commitments and trust monies managed by the Department on behalf of the Crown for the year ended 30 June 2009.

The statement of service performance must fairly reflect, for each class of outputs, the Department’s standards of delivery performance achieved and revenue earned and expenses incurred, as compared with the forecast standards, revenue and expenses adopted at the start of the financial year.

The Chief Executive’s responsibilities arise from sections 45A 45B of the Public Finance Act 1989.

We are responsible for expressing an independent opinion on the financial statements statement of service performance and reporting that opinion to you. This responsibility arises from section 15 of the Public Audit Act 2001 and section 45D(2) of the Public Finance Act 1989.

Independence

When carrying out the audit we followed the independence requirements of the AuditorGeneral, which incorporate the independence requirements of the Institute of Chartered Accountants of New Zealand.

In addition to the audit we have carried out an assignment by acting as a witness in respect of Passport Encryption process. This assignment is compatible with those independence requirements. Other than the audit and this assignment, we have no relationship with or interests in the Department.

Leon Pieterse

Audit New Zealand

On behalf of the AuditorGeneral

Wellington, New Zealand

Matters Relating to the Electronic Presentation of the Audited Financial Statements, Statement of Service Performance and Schedules of Non-departmental Activities

This audit report relates to the financial statements, statement of service performance and schedules of non-departmental activities of the Department of Internal Affairs for the year ended 30 June 2009 included on the Department of Internal Affairs website. The Department of Internal Affairs Chief Executive is responsible for the maintenance and integrity of the Department of Internal Affairs website. We have not been engaged to report on the integrity of the Department of Internal Affairs website. We accept no responsibility for any changes that may have occurred to the financial statements, statement of service performance and schedules of non-departmental activities since they were initially presented on the website.

The audit report refers only to the financial statements, statement of service performance and schedules of non-departmental activities named above. It does not provide an opinion on any other information which may have been hyperlinked to or from the financial statements, statement of service performance and schedules of non-departmental activities. If readers of this report are concerned with the inherent risks arising from electronic data communication they should refer to the published hard copy of the audited financial statements, statement of service performance and schedules of non-departmental activities and related audit report dated 23 September 2009 to confirm the information included in the audited financial statements, statement of service performance and schedules of non‑departmental activities presented on this website.

Legislation in New Zealand governing the preparation and dissemination of financial information may differ from legislation in other jurisdictions.

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Quick Guide to Outputs

Vote Community And Voluntary Sector

Community and Voluntary Sector Services* Administration of Grants Community Advisory Services Policy Advice – Community

Vote Emergency Management

Emergency Management Services* Management of National Emergency Readiness, Response and Recovery Policy Advice – Emergency Management Support Services, Information and Education

Vote Internal Affairs

Gambling and Censorship Regulatory Services Identity Services Policy and Advisory Services* Information and Advisory Services Policy Advice – Internal Affairs Services for Ethnic Affairs Contestable Services

Vote Local Government

Services for Local Government* Information Support and Regulatory Services – Local Government Policy Advice – Local Government

Vote Ministerial Services

Support Services to Ministers VIP Transport Visits and Official Events Coordination

Vote Racing

Policy Advice – Racing

* These are multi-class output applications

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VOTE COMMUNITY AND VOLUNTARY SECTOR

Administration of Grants

description

This output covers:

• providing information and assistance to prospective grant applicants
• processing, assessing and monitoring grant applications
• providing recommendations to Ministers on appointments to boards, committees and trusts
• providing administration, training and support services to boards and grant distribution committees.

Grant services cover the following schemes:

• Lottery grants
• Community Organisation Grants Scheme
• Crown trusts and fellowships.

This work contributes to the development of Strong, sustainable communities/hapū/iwi.

performance information

Administration of Applications and Grants

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Lottery Grants
Percentage of respondents to a survey of Lottery grant applicants who rate their satisfaction with the quality of services provided at 3 or above on a scale of 1 to 5 is no less than:	90%	96%	93%	Achieved
Percentage of respondents to a survey of Lottery committee members who rate their satisfaction with the quality of services provided to the committee at 3 or above on a scale of 1 to 5 is no less than:	90%	100%	98%	Achieved
Percentage of complete and eligible applications received before the advertised closing date that are presented to the next decision-making meeting is no less than:	95%	100%	100%	Achieved
Percentage of payments made to grant recipients within 20 working days of receipt of committee approval and completed client documentation is no less than:	95%	98.6%	98.9%	Achieved
Community Organisation Grants Scheme
Percentage of respondents to a survey of Community Organisation Grants Scheme applicants who rate their satisfaction with the quality of services provided at 3 or above on a scale of 1 to 5 is no less than:	90%	99%	98%	Achieved
Percentage of respondents to a survey of Community Organisation Grants Scheme committee members who rate their satisfaction with the quality of services provided to the committee at 3 or above on a scale of 1 to 5 is no less than:	90%	99%	99%	Achieved
Percentage of complete and eligible applications received before the advertised closing date that are presented to the next decision-making meeting is no less than:	95%	100%	100%	Achieved
Percentage of payments made to grant recipients within 20 working days of receipt of committee approval and correctly completed client documentation is no less than:	95%	100%	100%	Achieved
Crown Funding Schemes, Trusts and Fellowships
Percentage of respondents to a survey of Crown Funding Schemes, Trust and Fellowship grant applicants who rate their satisfaction with the quality of services provided at 3 or above on a scale of 1 to 5 is no less than:	90%	94%	90%	Achieved
Percentage of respondents to a survey of Crown Funding Schemes, Trust and Fellowship committee members who rate their satisfaction with the quality of services provided to the committee at 3 or above on a scale of 1 to 5 is no less than:	90%	100%	100%	Achieved
Percentage of complete and eligible applications received before the advertised closing date that are presented to the next decision-making meeting is no less than:	95%	100%	100%	Achieved
Percentage of payments made to grant recipients within 20 working days of receipt of committee approval and correctly completed client documentation is no less than:	95%	100%	100%	Achieved
The percentage of completed Crown funded projects that meet funding agreement objectives is no less than:	85%	90%	New measure	Achieved

ACTIVITY INFORMATION	ESTIMATED VOLUME	2008/09 ACTUAL	2007/08 ACTUAL
Lottery Grants
Number of applications received.	3,800–4,700	5,382	5,073
Number of grants disbursed.	2,500–4,000	4,592	4,643
Community Organisation Grants Scheme
Number of applications received.	4,500–6,300	4,426	3,804
Number of grants disbursed.	4,200–5,400	3,604	3,575
Crown Funding Schemes, Trusts and Fellowships
Number of applications received.	200–300	778[1]	300
Number of grants disbursed.	50–70	277	127

Administration and Advisory Services to Committees

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Lottery Grants
Percentage of respondents to a survey of Lottery committee members who rate their satisfaction with the quality of advisory services to the committee at 3 or above on a scale of 1 to 5 is no less than:	90%	100%	100%	Achieved
Percentage of respondents to a survey of Lottery committee members who rate their satisfaction with the quality of administration services provided to the committee at 3 or above on a scale of 1 to 5 is no less than:	90%	100%	98%	Achieved
Community Organisation Grants Scheme (COGS)
Percentage of respondents to a survey of COGS committee members who rate their satisfaction with the quality of advisory services to the committee at 3 or above on a scale of 1 to 5 is no less than:	90%	98%	99%	Achieved
Percentage of respondents to a survey of COGS committee members who rate their satisfaction with the quality of administration services provided to the committee at 3 or above on a scale of 1 to 5 is no less than:	90%	99%	98%	Achieved

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 4,638 4,512 4,638 4,234 Third Parties 9,872 7,730 10,624 9,332 Total Revenue 14,510 12,242 15,262 13,566   Expenses 14,438 12,240 15,278 13,439 Net Surplus/(Deficit) 72 2 (16) 127 The change in budget between Main Estimates and Supp. Estimates was due to an increase in funding from the Lottery Grants Board ($2.872 million) due to an increase in the provision of services, in particular, the continuance of projects commenced in 2008/09, expense transfers from 2007/08 for Sustainable Accommodation ($108,000) and the Upgrade of the Information and Technology Infrastructure ($36,000) and funding for Kiwisaver costs ($22,000). The variance between Supp. Estimates and Actual mainly relates to lower expenditure for the Outcomes Framework project and active management of travel expenditure.

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VOTE COMMUNITY AND VOLUNTARY SECTOR

Community Advisory Services

description

This output covers a community development service delivered from a national office and 16 regional offices around New Zealand. It includes providing advice, information, resources and facilitation services to empower communities/whānau/hapū/iwi, Māori organisations and community groups to develop innovative responses to meet their needs.

This work contributes to the development of Strong, sustainable communities/hapū/iwi.

performance information

Development Assistance to Community Groups

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of respondents to a customer survey who rate their satisfaction with the quality of advice at 3 or above on a scale of 1 to 5 is no less than:	90%	95%	97%	Achieved
Percentage of respondents to a customer survey who rate their satisfaction with the quality of information resources at 3 or above on a scale of 1 to 5 is no less than:	90%	97%	95%	Achieved
Percentage of respondents to a customer survey who rate their satisfaction with the timeliness of advice provided at 3 or above on a scale of 1 to 5 is no less than:	90%	97%	97%	Achieved
Percentage of community development projects that deliver on all services and/or advice, as agreed with managers in the project plan.	100%	100%	New measure	Achieved
Annual increase in the number of visits to the CommunityNet Aotearoa website.	10%	15%	New measure	Achieved

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 5,363 5,363 5,363 5,252 Third Parties 57 126 134 62 Total Revenue 5,420 5,489 5,497 5,314   Expenses 5,123 5,490 5,498 5,374 Net Surplus/(Deficit) 297 (1) (1) (60) The change in budget between Main Estimates and Supp. Estimates was due to an increase in funding for Kiwisaver costs ($8,000). The variance between Supp. Estimates and Actual mainly relates to lower expenditure for Digital Strategy and Community Net Aotearoa activities.

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VOTE COMMUNITY AND VOLUNTARY SECTOR

Policy Advice – Community

description

This output covers:

• policy advice with a community/whānau/hapū/iwi development perspective. Policy advice also involves preparing ministerial briefings and speech notes, and providing support for the Minister for the Community and Voluntary Sector, as required, in Cabinet Committees, Select Committees and Parliament
• policy advice and information on matters relating to the performance of and appointments to the Charities Commission
• draft replies to ministerial correspondence, Official Information Act 1982 requests, Ombudsman’s inquiries and parliamentary questions addressed to the Minister for the Community and Voluntary Sector or referred from other Ministers.

This work contributes to the development of Strong, sustainable communities/hapū/iwi.

performance information

Community policy advice

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Policy advice will be delivered according to the output plan (and any subsequent amendments) as negotiated between the Minister and the Chief Executive.	100%	100%	100%	Achieved
Policy advice is delivered in accordance with agreed policy quality criteria as listed on page 82.	100%	100%	100%	Achieved
The Minister is requested to indicate his/her level of satisfaction with the quality of policy advice.	Satisfied or better	Satisfied	Satisfied	Achieved
Policy advice is delivered according to the timeframes agreed.	100%	100%	100%	Achieved

Ministerial Correspondence and Questions

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of first versions of replies to Ministerial correspondence, Official Information Act 1982 requests, Ombudsman’s inquiries and parliamentary questions accepted by the Minister is no less than:	95%	96.2%	95.8%	Achieved
Percentage of draft responses to Ministerial correspondence returned to the Minister’s office for signature within 15 working days of receipt from the Minister’s office or such other deadlines as may be specifically agreed is no less than:	95%	100%	94.1%	Achieved
Percentage of draft responses to Official Information Act 1982 requests and Ombudsman’s inquiries returned to the Minister’s office for signature five days prior to the statutory deadline for reply is no less than:	100%	100%	100%	Achieved
Percentage of draft replies to parliamentary questions completed within the time frames specified by the Minister is no less than:	100%	100%	100%	Achieved

ACTIVITY INFORMATION	ESTIMATED VOLUME	2008/09 ACTUAL	2007/08 ACTUAL
Number of replies to ministerial correspondence, Official Information Act 1982 requests and Ombudsman’s inquiries, and answers to parliamentary questions.	50–120	26	48

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 1,741 1,680 1,741 1,850 Third Parties 18 24 27 16 Total Revenue 1,759 1,704 1,768 1,866   Expenses 1,687 1,705 1,769 1,763 Net Surplus/(Deficit) 72 (1) (1) 103 The change in budget between Main Estimates and Supp. Estimates was due to expense transfers from 2007/08 for the establishment of the Moriori Identity and Heritage Trust ($25,000), the Upgrade of the Information and Technology Infrastructure ($20,000) and Sustainable Accommodation ($16,000) and increase in funding for Kiwisaver costs ($3,000).

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VOTE EMERGENCY MANAGEMENT

Management of National Emergency Readiness, Response and Recovery

description

This output covers:

• monitoring, responding to, and managing the recovery from events outside the capability of local civil defence emergency management (CDEM) organisations;
• maintaining the National Crisis Management Centre (NCMC) in a state of readiness; and
• ensuring a dedicated level of training and education for national event management
• coordinating and managing central government response and recovery activities to local, regional and national civil defence emergencies
• administering central government emergency response and recovery expenditure.

This work contributes to the development of Safer communities.

performance information

Monitoring of Emergency Events

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of local authorities/CDEM Groups, government agencies, Lifeline utilities that rate their satisfaction with the quality of information provided for monitoring events and incidents at 3 or above on a scale of 1 to 5, as measured by the annual stakeholder survey, is no less than:	80%	95%	91.9%	Achieved
Percentage of national warnings issued within 30 minutes after the identification of a pending event is:	100%	75%	100%	This measure was not achieved. In 2008/09, one of the four warnings sent out through the National Warning System did not occur within the expected timeframe.
Percentage of addressees that successfully receive national warning messages during tests is no less than:	95%	96%	New measure	Achieved
Number of National Warning System tests conducted is no fewer than:	4	7	New measure	Achieved
Provide advice to local authorities/CDEM Groups, government agencies, Lifeline utilities of events and incidents that have potential to lead to civil defence emergency declarations.	As required	115	128	Achieved

Management of Emergencies

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Personnel meet the training standards, experience levels and competency requirements for management of a national emergency.	Achieved	Achieved	Achieved	Achieved
Percentage of NCMC activations of mode 2 or higher during an emergency event that are reviewed to determine any lessons identified is no less than:	100%	100%	Revised measure	Achieved
Percentage of lessons identified from reviews of NCMC activations where the necessary action is undertaken within the timetables set out in the relevant follow up process is no less than:	100%	100%	New measure	Achieved
Percentage of activations where the NCMC is staffed within 2 hours is:	100%	100%	100%	Achieved
Coordinate and manage the staffing of the NCMC during extended activations	Achieved	Not Applicable	Achieved	Not Applicable
Number of NCMC development programme education or training sessions held is no fewer than:	10	12	27	Achieved
Number of equipment checks confirming functionality of all NCMC systems	12	22	14	Achieved

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 4,304 4,299 4,304 3,990 Third Parties 41 32 47 39 Total Revenue 4,345 4,331 4,351 4,029   Expenses 3,985 4,321 4,341 3,916 Net Surplus/(Deficit) 360 10 10 113 The variance between Supp. Estimates and Actual mainly relates to delays in the implementation of the Information Management Development Programme, for which an in principle expense transfer of up to $1.000 million was approved as part of the March Baseline Update.

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VOTE EMERGENCY MANAGEMENT

Policy Advice – Emergency Management

description

This output covers:

• policy advice and information on matters relating to civil defence and emergency management. Policy advice also involves preparing ministerial briefings and speech notes, and providing support for the Minister of Civil Defence, as required, in Cabinet committees, select committees and Parliament.
• draft replies to ministerial correspondence, Official Information Act 1982 requests, Ombudsman’s inquiries and parliamentary questions addressed to the Minister of Civil Defence or referred from other Ministers.

This work contributes to the development of Safer communities.

performance information

Emergency Management Policy Advice

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Policy advice will be delivered according to the Output Plan (and any subsequent amendments) as negotiated between the Minister and the Chief Executive.	100%	100%	100%	Achieved
Policy advice is delivered in accordance with agreed policy quality criteria as listed on page 82	100%	100%	100%	Achieved
The Minister is requested to indicate his/her level of satisfaction with the quality of policy advice.	Satisfied or better	Very Good	Good	Achieved
Policy advice is delivered according to the timeframes agreed.	100%	100%	100%	Achieved

Ministerial Correspondence and Questions

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of first versions of replies to Ministerial correspondence, Official Information Act 1982 requests, Ombudsman’s inquiries and parliamentary questions accepted by the Minister is no less than:	95%	100%	98.5%	Achieved
Percentage of draft responses to Ministerial correspondence returned to the Minister’s office for signature within 15 working days of receipt from the Minister’s office or such other deadlines as may be specifically agreed is no less than:	95%	100%	100%	Achieved
Percentage of draft responses to Official Information Act 1982 requests and Ombudsman’s inquiries returned to the Minister’s office for signature five days prior to the statutory deadline for reply is no less than:	100%	100%	100%	Achieved
Percentage of draft replies to parliamentary questions completed within the time frames specified by the Minister is no less than:	100%	100%	96.2%	Achieved

ACTIVITY INFORMATION	ESTIMATED VOLUME	2008/09 ACTUAL	2007/08 ACTUAL
Number of replies to ministerial correspondence, Official Information Act 1982 requests and Ombudsman’s inquiries, and answers to parliamentary questions.	30–50	164[2]	66

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 961 860 961 874 Third Parties 20 0 19 18 Total Revenue 981 860 980 892   Expenses 927 860 980 868 Net Surplus/(Deficit) 54 0 0 24 The change in budget between Main Estimates and Supp. Estimates was due to a reallocation of capability funding ($95,000), an increase in State Sector Retirement Savings Scheme costs ($18,000), an expense transfer from 2007/08 for the Upgrade of Information and Technology Infrastructure ($6,000) and an increase in funding for Kiwisaver costs ($1,000).

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VOTE EMERGENCY MANAGEMENT

Support Services, Information and Education

description

This output covers:

• developing and implementing policies and projects that will assist with information services, readiness, and education within the civil defence emergency management (CDEM) sector; and
• providing support, monitoring, information, frameworks, guidelines and professional development for the CDEM sector.
• developing and delivering long-term national programmes to raise individual and community awareness and preparedness.

This work contributes to the development of Safer communities.

performance information

Emergency Sector Support and Development

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of CDEM Groups that rank their satisfaction with the level of service provided by regional emergency management advisors at 3 or above on a scale of 1 to 5, as measured by stakeholder surveys is no less than:	80%	95%	Revised measure	Achieved
Percentage of attendees who are satisfied with the education or training interventions attended, as measured by stakeholder surveys is no less than:	95%	98%	90%	Achieved
Percentage of stakeholders who receive MCDEM’s newsletters/ updates that rate their satisfaction with the quality of the publications at 3 or above on a scale of 1 to 5, as measured by the stakeholder survey, is no less than:	90%	98.8%	New measure	Achieved
Number of CDEM readiness and response exercises participated in and/or evaluated.	8	7	2	This measure was not achieved. One exercise planned for 2008/09 was cancelled due to the demands of the response to the H1N1 Influenza pandemic
Number of newsletters/updates provided to the CDEM sector:	16	18	20	Achieved
Develop guidelines, codes, technical standards or other CDEM sector information publications.	3–10	5	4	Achieved
Deliver or sponsor education or training interventions in consultation with the emergency management sector and other relevant organisations	6	9	14	Achieved

Community Information

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Mass-media promotional activity is delivered through television, radio, print and the web in accordance with the ‘Public Education Programme’.	Achieved	Achieved	Achieved	Achieved
The level of public awareness of the television campaign, as measured by the annual survey which forms part of the ‘Public Education Programme’, is greater than:	80%	62%	75%	This measure was not achieved. 2008/09 – A decline in advertising expenditure from the peak period of the campaign has led to decreased awareness.
The ‘What’s the Plan, Stan’ schools programme is delivered through the ongoing development and promotion of the resource in accordance with the national Public Education Programme.	Achieved	Achieved	New measure	Achieved
Number of public education tools and resources for public education programmes developed for use by CDEM Groups to support Disaster Awareness Week are made available on the www.civildefence.govt.nz website.	6	8	New measure	Achieved

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 6,218 6,107 6,218 6,806 Third Parties 66 36 55 56 Total Revenue 6,284 6,143 6,273 6,862   Expenses 5,621 6,156 6,286 6,192 Net Surplus/(Deficit) 663 (13) (13) 670 The variance between Supp. Estimates and Actual mainly relates to delays in the implementation of the Information Management Development Programme, for which an in principle expense transfer of up to $1.000 million was approved as part of the March Baseline Update.

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VOTE INTERNAL AFFAIRS

Gambling and Censorship Regulatory Services

description

This output covers:

• providing operational policy advice on the gambling regulatory regime

• developing game rules, standards, and licence conditions pursuant to the Gambling Act 2003
• issuing licences to operators involved in the higher risk forms of gambling; auditing licensed casinos and other gambling operators to assess compliance with gambling legislation; taking enforcement action against those who breach this legislation; and providing advice and information to stakeholders and the public regarding gambling legislation
• providing enforcement of censorship legislation, and advice and information to stakeholders and the public regarding censorship legislation
• providing enforcement services, advice and information to stakeholders and the public; and participating in international regulatory arrangements to address the problem of unsolicited electronic messages
• providing services to the Gambling Commission (these functions are carried out entirely separately to the Department’s gambling-related policy and operational functions, to underpin the independence of the Gambling Commission).

This work contributes to the development of Safer Communities.

performance information

Regulatory Services – Gambling

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of licence renewal applications processed within two months of receipt is no less than:	80%	45%	59.5%	This measure was not achieved. This includes periods outside the Department’s control i.e. when applications were returned as they have incomplete information; A backlog of applications from 2007/08; and Club applications were treated differently as the Department attempted to work with the Club to resolve issues instead of revoking licences in the first instance.
Percentage of all other licence applications processed within one month of receipt is no less than:	90%	90%	94.7%	Achieved
Percentage of audits of gaming machine societies completed within three months and the balance within six months.	80% within 3 months	92%	97%	Achieved
	20% within 6 months	8%	3%
Percentage of breaches found in audits and investigations that are followed up and result in rectification or further compliance action, in accordance with the timeframes set out in the relevant follow-up process, is no less than:	100%	100%	100%	Achieved
Percentage of gambling prosecution cases dismissed where prima facie case is not established is no more than:	5%	0%	0%	Achieved 2007/08 – number of prosecution dismissed was 0
Percentage of respondents to a survey of gambling sector organisations and operators who rate their satisfaction with how information services provided by the Department support their ability to comply with relevant laws conditions and rules at 3 or above on a scale of 1 to 5 is no less than:	85%	96%	95%	Achieved
Number of formal presentations and compliance educational inspections to the gambling sector.	10 formal presentations	20	32	Achieved
	As required for compliance educational inspections	537	308	Achieved

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL
Number of licence renewal applications processed.	350–400	362	New measure
Number of other licence applications processed.	5,500–6,000	6,622	New measure
Number of audits of casino operators and gambling sector organisations identified as high risk, in accordance with their risk profile.	As required	75	72
Number of investigations of casino operators and gambling sector organisations where serious non-compliance is identified through audit, intelligence or complaints	As required	808[3]	72
Number of instances of non-compliance with gambling laws that are detected during audits and investigations that result in a warning or sanction.	As required	390	404
Number of non-compliant activities that have resulted in a prosecution, an infringement notice, or application to the Gambling Commission.	As required	92	123

Gambling Commission

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
The Gambling Commission’s satisfaction with the services provided by the secretariat is 3 or above on a scale of 1 to 5.	3 or above	5	5	Achieved

Regulatory Services – Censorship

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of non-compliant practices identified during inspection processes or as a result of complaints are dealt with during the inspection or within 3 months, and the balance dealt with within 12 months.	75% within 3 months	87%	88%	Achieved
	25% within 12 months	13%	12%
Percentage of censorship prosecution cases dismissed where prima facie case is not established is no more than:	5%	0%	0%	Achieved 2007/08 – number of prosecution dismissed was 0

ACTIVITY INFORMATION	ESTIMATED VOLUME	2008/09 ACTUAL	2007/08 ACTUAL
Number of inspections at outlets for publications/videos/films undertaken.	1,500	1,577	1,627
Number of censorship complaints and proactive investigations for publications/videos/films and on the Internet responded to.	700	854	731
Number of censorship prosecutions undertaken.	20–40	49	46

Regulatory Services – Unsolicited Electronic Messages

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of non-compliant practices identified as a result of complaints which are dealt with within 3 months of receipt and the balance dealt with within 12 months of receipt of the complaint is:	75% within 3 months	34.2%	New measure	This measure was not achieved.
	25% within 12 months	65.8%		In the initial stages, there were limited resources to cope with very high volume of complaints. Also, a resource intensive international operation was undertaken resulting in a major successful prosecution for the Department.
Number of formal presentations to industry and the community.	4	9	New measure	Achieved

ACTIVITY INFORMATION	ESTIMATED VOLUME	2008/09 ACTUAL	2007/08 ACTUAL
Number of New Zealand-linked complaints and proactive investigations responded to including email queries:	700	637	New measure

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 3,198 2,883 3,198 3,232 Third Parties 23,210 23,851 23,933 21,694 Total Revenue 26,408 26,734 27,131 24,926   Expenses 25,166 25,306 25,845 25,494 Net Surplus/(Deficit) 1,242 1,428 1,286 (568) The change in budget between Main Estimates and Supp. Estimates was due to expense transfers from 2007/08 for the Upgrade of Information and Technology Infrastructure ($162,000) and Sustainable Accommodation ($145,000), a reallocation of shared services costs ($150,000), a contribution towards the web filtering system ($70,000) and an increase in funding for Kiwsaver costs ($12,000).

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VOTE INTERNAL AFFAIRS

Identity Services

description

This output covers:

• assessing applications for and issuing New Zealand passports and other travel documents

• assessing applications for grant of citizenship
• registering and confirming citizenship
• registering births, deaths, marriages and civil unions
• issuing certificates and providing information and services relating to births, deaths, marriages and civil unions
• maintaining national records relating to passports, citizenship, births, deaths, marriages and civil unions
• working across government to develop authentication of identity and to facilitate good practice based on the Evidence of Identity Standard

This work contributes to the development of the following outcomes:

• New Zealand’s approach to identity is trusted and well led.
• Strong, sustainable communities/hapū/iwi.

performance information

Citizenship

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of citizenship documents issued without error is no less than:	99%	99.7%	99.8%	Achieved
Percentage of applications for grant of citizenship recommended to the Minister within 4 months of receipt of a completed application is no less than:[4]	80%	92.5%	Revised measure	Achieved 2007/08 – 87.2% of applications recommended within 6 months
Percentage of applications for registration of citizenship, not involving adoption, processed within 20 working days of receiving a completed application is no less than:	95%	99%	99%	Achieved
Percentage of certificates of citizenship status issued within 20 working days of receipt of a completed application is no less than:	95%	99.6%	99.4%	Achieved

ACTIVITY INFORMATION	ESTIMATED VOLUME	2008/09 ACTUAL	2007/08 ACTUAL
Number of applications for grant of citizenship to foreign nationals recommended to the Minister.	11,000–15,000	19,542	27,624
Number of registrations of citizenship by descent for New Zealanders born abroad.	6,500–8,500	7,936	8,040
Number of certificates of citizenship status issued.	3,500–4,000	3,545	3,737

Passports

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of passports, certificates and other identity documents issued without error is no less than:	99%	99.9%	99.9%	Achieved
Percentage of passports issued within 10 working days for standard passports, and three working days for urgent passports, of receipt of a completed application is no less than:	99%	99.9%	99.9%	Achieved

ACTIVITY INFORMATION	ESTIMATED VOLUME	2008/09 ACTUAL	2007/08 ACTUAL
Number of passports issued in standard service.	378,000–434,000	352,246	375,585
Number of passports issued in urgent service.	32,000–40,000	34,659	35,812
Number of travel documents issued.	1,000–1,400	1,173	1,239

Births, Deaths, Marriages and Civil Unions

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of birth, death, marriage and civil union information registered without error is no less than:	99%	99.8%	99.5%	Achieved
Percentage of birth, death, marriage and civil certificates issued without error is no less than:	99%	99.8%	99.5%	Achieved
Percentage of deaths registered within 3 working days of receipt of a completed notification is no less than:	98%	99.9%	99.9%	Achieved
Percentage of births, marriages and civil unions registered within four working days of receipt of a completed notification or application is no less than:	98%	99.9%	99.8%	Achieved
Percentage of certificates from fully computerised registrations issued within one working day of receipt of a completed application is no less than:	99%	99.6%	99.7%	Achieved
Percentage of certificates from partially computerised registrations issued within 8 working days of receipt of a completed application is no less than:	98%	99.8%	97.6%	Achieved
Percentage of birth, death, marriage and civil union printouts issued within eight working days of request is no less than:	97%	99.5%	99.6%	Achieved

ACTIVITY INFORMATION	ESTIMATED VOLUME	2008/09 ACTUAL	2007/08 ACTUAL
Number of birth registrations.	58,000–64,000	64,366	65,883
Number of death registrations.	27,000–31,000	29,152	28,839
Number of marriage and civil union registrations.	22,000–26,000	23,883	24,201
Number of birth, death, marriage and civil union certificates issued.	180,000–220,000	253,182[5]	238,161
Number of printouts issued.	18,000–25,000	34,323[6]	25,961

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 10,012 9,972 10,012 10,176 Third Parties 74,572 73,607 74,233 78,387 Total Revenue 84,584 83,579 84,245 88,563   Expenses 84,704 89,531 88,977 86,226 Net Surplus/(Deficit) (120) (5,952) (4,732) 2,337 The change in budget between Main Estimates and Supp. Estimates was due to an expense transfer from 2007/08 for the Upgrade of Information and Technology Infrastructure ($352,000), an increase in State Sector Retirement Savings Scheme costs ($41,000), funding for Kiwisaver costs ($32,000), a reallocation of shared services ($17,000), a rescoping of the Identity Verification Service work programme (-$418,000), a reduction in the recovery of rental (-$320,000) and a transfer to Vote State Services for a contribution towards the Identity Verification Service (-$258,000).

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VOTE INTERNAL AFFAIRS

Information and Advisory Services

description

This output covers:

• publishing the New Zealand Gazette
• authenticating official documents
• coordinating the congratulatory message service
• providing information, advisory and support services to commissions of inquiry and similar bodies, as required.

This work is an administrative service for Government and contributes to the key objective of ensuring Executive Government is well supported.

performance information

New Zealand Gazette

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Number of complaints concerning typesetting errors where published text is inconsistent with text supplied by client is, on average, no more than:	1 per month	0.3 per month	0.2 per month	Achieved
Percentage of Principal and Customs editions of The New Zealand Gazette available at retail outlets by the applicable deadline is no less than:	100%	100%	100%	Achieved
Number of editions of The New Zealand Gazette published.	100	128	126	Achieved

Authentications Unit and Congratulatory Message Service

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of Authentications delivered to customers within agreed timeframes is no less than:	98%	100%	99.9%	Achieved
Percentage of congratulatory message requests processed within 24 hours of receipt, with confirmation provided to the customer is no less than:	98%	99%	97.2%	Achieved
Number of Authentication confirmations returned by the customer as inaccurate is, on average, no more than:	1 per month	0.75 per month	0.2 per month	Achieved

Commissions of Inquiry and Similar Bodies

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Commissioners’ rating of the timeliness of services provided is 3 or above on a scale of 1 to 5.	3 or above	5	5	Achieved
Commissioners’ rating of the quality of services provided is 3 or above on a scale of 1 to 5.	3 or above	5	5	Achieved

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 4,137 6,854 4,137 5,509 Third Parties 1,628 1,241 1,365 1,453 Total Revenue 5,765 8,095 5,502 6,962   Expenses 4,444 8,093 5,508 3,003 Net Surplus/(Deficit) 1,321 2 (6) 3,959 The change in budget between Main Estimates and Supp. Estimates was due to savings for the Listening and Assistance Service (-$730,000), the Expert Panel on War Disablement Pensions (-$500,000), the Royal Commission on Auckland Governance (-$600,000) and the Expert Panel and Citizens Forum on the Electoral System and State Funding (-$4.400 million), a transfer to Public Inquiries for commissioners’ fees (-$235,000), an increase in funding for Kiwisaver costs ($2,000), funding for the Ministerial Inquiry into the ACC non-earners account funding shortfall ($30,000), an increase in demand for authentications ($92,000) and expense transfers from 2007/08 for the Royal Commission on Auckland Governance ($1.600 million), the Expert Panel and Citizens’ Forum on the Electoral Finance Act ($1.211 million), the Expert Panel on War Disablement Pensions ($500,000), Listening and Assistance Service ($270,000), Sustainable Accommodation ($167,000) and the Upgrade of Information and Technology Infrastructure ($8,000). The variance between Supp. Estimates and Actual mainly relates to timing differences associated with the Royal Commission on Auckland Governance and the Listening and Assistance Service.

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VOTE INTERNAL AFFAIRS

Policy Advice – Internal Affairs

description

This output covers:

• policy advice and information on matters relating to:
• gaming, censorship, fire, identity, public inquiries and daylight saving
• the performance of and appointments to Crown entities
• appointments to statutory bodies
• the Significant Community-Based Project Fund.

Policy advice also involves preparing ministerial briefings and speech notes, and providing support for the Minister of Internal Affairs, as required, in Cabinet committees, select committees and Parliament.

• draft replies to ministerial correspondence, Official Information Act 1982 requests, Ombudsman’s inquiries and parliamentary questions addressed to the Minister of Internal Affairs or referred from other Ministers.

This work contributes to the development of the following outcomes:

• Strong, sustainable communities/hapū/iwi
• Safer Communities
• New Zealand’s approach to identity is trusted and well led and the key objective of
• Ensuring Executive Government is well supported.

performance information

Internal Affairs Policy Advice

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Policy advice will be delivered according to the output plan and the policy work programme (and any subsequent amendments) as negotiated between the Minister and the Chief Executive.	100%	100%	100%	Achieved
Policy advice is delivered in accordance with agreed policy quality criteria as listed on page 82.	100%	100%	100%	Achieved
The Minister is requested to indicate his/her level of satisfaction with the quality of policy advice.	Satisfied or better	Very Good	No formal rating given	Achieved
Policy advice is delivered according to the timeframes agreed.	100%	100%	100%	Achieved

Ministerial Correspondence and Questions

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of first versions of replies to Ministerial correspondence, Official Information Act 1982 requests, Ombudsman’s inquiries and parliamentary questions accepted by the Minister is no less than:	95%	99.9%	100%	Achieved
Percentage of draft responses to Ministerial correspondence returned to the Minister’s office for signature within 15 working days of receipt from the Minister’s office or such other deadlines as may be specifically agreed is no less than:	95%	100%	99.8%	Achieved
Percentage of draft responses to Official Information Act 1982 requests and Ombudsman’s inquiries returned to the Minister’s office for signature five days prior to the statutory deadline for reply is no less than:	100%	94.1%	100%	This measure was not achieved. 1 late out of 17
Percentage of draft replies to parliamentary questions completed within the time frames specified by the Minister is no less than:	100%	99.6%	98.8%	This measure was not achieved. 1 late out of 273

ACTIVITY INFORMATION	ESTIMATED VOLUME	2008/09 ACTUAL	2007/08 ACTUAL
Number of replies to ministerial correspondence, Official Information Act 1982 requests and Ombudsman’s inquiries, and answers to parliamentary questions.	550–650	864[7]	653

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 5,146 4,404 5,146 4,561 Third Parties 53 90 104 59 Total Revenue 5,199 4,494 5,250 4,620   Expenses 4,760 4,493 5,249 4,107 Net Surplus/(Deficit) 439 1 1 513 The change in budget between Main Estimates and Supp. Estimates was due to expense transfers from 2007/08 for Sustainable Accommodation ($501,000) and the Upgrade of Information and Technology Infrastructure ($50,000), an increase in funding for the transfer of the Government Technology Service ($490,000), an increase in funding for Kiwisaver costs ($14,000), an expense transfer from 2008/09 to 2009/10 for administration of the Significant Community Based Projects Fund (-$199,000) and offset by savings for the administration of the Significant Community Based Projects Fund (-$100,000). The variance between Supp. Estimates and Actual mainly relates to lower than forecast expenditure for accommodation costs associated with the transfer of Government Technology Services from the State Services Commission to the Department of Internal Affairs.

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VOTE INTERNAL AFFAIRS

Services for Ethnic Affairs

description

This output covers policy advice and information on matters relating to ethnic affairs, including:

• preparing ministerial briefings and speech notes, and providing support for the Minister for Ethnic Affairs, as required, in Cabinet committees, select committees and Parliament
• providing draft replies to ministerial correspondence, Official Information Act 1982 requests, Ombudsman’s inquiries and parliamentary questions addressed to the Minister for Ethnic Affairs or referred from other Ministers
• providing advisory and information services to ethnic communities, and information to the public to raise the level of knowledge about ethnic communities and their contribution to New Zealand
• providing advice on ethnic perspectives to other agencies through participating in cross government initiatives and providing secondary policy advice
• managing the contract for the telephone interpreting service (Language Line)
• providing information and training to ethnic communities and government agencies using Language Line.

This work contributes to the development of Strong, sustainable communities/hapū/iwi.

performance information

Ethnic Affairs Policy Advice

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Policy advice is delivered according to the output plan and the policy work programme (and any subsequent amendments) as negotiated between the Minister and the Chief Executive.	100%	100%	100%	Achieved
Policy advice is delivered in accordance with agreed policy quality criteria as listed on page 82.	100%	100%	100%	Achieved
The Minister is requested to indicate his/her level of satisfaction with the quality of policy advice.	Satisfied or better	Good	Good to very good	Achieved
Policy advice is delivered according to the timeframes agreed.	100%	100%	100%	Achieved

Ministerial Correspondence and Questions

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of first versions of replies to Ministerial correspondence, Official Information Act 1982 requests, Ombudsman’s inquiries and parliamentary questions accepted by the Minister is no less than:	95%	100%	100%	Achieved
Percentage of draft responses to Ministerial correspondence returned to the Minister’s office for signature within 15 working days of receipt from the Minister’s office or such other deadlines as may be specifically agreed is no less than:	95%	100%	100%	Achieved
Percentage of draft responses to Official Information Act 1982 requests and Ombudsman’s inquiries returned to the Minister’s office for signature five days prior to the statutory deadline for reply is no less than:	100%	Not Applicable	100%	No draft responses required in 2008/09
Percentage of draft replies to parliamentary questions completed within the time frames specified by the Minister is no less than:	100%	100%	100%	Achieved

ACTIVITY INFORMATION	ESTIMATED VOLUME	2008/09 ACTUAL	2007/08 ACTUAL
Number of replies to ministerial correspondence, Official Information Act 1982 requests and Ombudsman’s inquiries, and answers to parliamentary questions.	40	32	30

Advisory and Information Services to Ethnic Communities

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of key stakeholders who rate the quality and effectiveness of the advisory services provided to ethnic communities at 3 or above on a scale of 1 to 5, as measured by stakeholder surveys is no less than:	85%	92%	89%	Achieved
Percentage of Language Line Services (calls) that are a subject of a complaint is no more than:	0.5%	0	0	Achieved
Percentage of requests for written advice answered within 10 working days or according to the timeframes agreed with the correspondent is no less than:	95%	99%	98%	Achieved

ACTIVITY INFORMATION	ESTIMATED VOLUME	2008/09 ACTUAL	2007/08 ACTUAL
Number of requests from ethnic communities for information or advice responded to.	3,500–4,000	8,801[8]	4,714
Number of ethnic communities and government agencies provided with information and training on the use of Language Line.	50	148	90

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 4,742 4,302 4,742 3,613 Third Parties 1,021 704 937 709 Total Revenue 5,763 5,006 5,679 4,322   Expenses 5,670 5,007 5,680 4,228 Net Surplus/(Deficit) 93 (1) (1) 94 The change in budget between Main Estimates and Supp. Estimates was mainly due to expense transfers from 2007/08 for Sustainable Accommodation ($30,000) and the Upgrade of Information and Technology Infrastructure ($20,000), a reallocation of shared services costs ($324,000), an increase in demand for language line ($211,000), an increase in migrant levy funding ($66,000) and an increase in funding for Kiwisaver costs ($22,000).

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VOTE INTERNAL AFFAIRS

Contestable Services

description

This output covers services to both government agencies and non-government organisations and individuals, which could be provided by other organisations and are therefore contestable services.

Services include translation and other foreign language services to government and the public.

performance information

Translation Services

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of respondents to a customer survey who rate their satisfaction with the quality of translation services at 3 or above on a scale of 1 to 5 is no less than:	99%	100%	100%	Achieved
Percentage of translations meeting timeframes agreed with customers is no less than:	99%	99.5%	99%	Achieved

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 0 0 0 0 Third Parties 870 899 899 1,146 Total Revenue 870 899 899 1,146   Expenses 834 899 899 1,139 Net Surplus/(Deficit) 36 0 0 7 The variance between Supp. Estimates and Actual mainly relates to lower demand for Translation Services.

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VOTE LOCAL GOVERNMENT

Information, Support and Regulatory Services – Local Government

description

This output covers:

• providing advisory and support services to the Local Government Commission in respect of its statutory functions
• providing information to and about local government
• administering the Local Government Act 2002, Local Electoral Act 2001 and other statutes
• administering the Rates Rebate Scheme
• providing regulatory and boating services for Lake Taupo
• governance and management of the National Dog Database.
• providing operational advice to the Minister of Local Government on:
• local government boundaries and reorganisation schemes
• approval of sales of endowment land and other statutory approvals
• offshore islands not in a territorial authority district
• servicing of ministerial review authorities when required

This work contributes to the development of Strong, sustainable communities/hapū/iwi.

performance information

Local Government Commission Advice and Support

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Local Government Commission’s satisfaction with the quality of advice and support services provided rated at 3 or above on a scale of 1 to 5 is no less than:	3 or above	4	5	Achieved
Percentage of Local Government Commission decisions dispatched to parties within 10 working days of decision, or to such other timetable as instructed by the Commission is:	100%	100%	100%	Achieved

Local Government Services

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of rates rebate claims processed accurately is no less than:	99%	100%	100%	Achieved
Percentage of requests for information from the public about the rates rebate scheme responded to within 15 working days is no less than:	99%	100%	100%	Achieved
Percentage of claims for rates rebate processed within 20 working days is no less than:	98%	99.99%	99%	Achieved
Percentage of system availability for the National Dog Database is no less than:	99%	99.99%	New measure	Achieved

ACTIVITY INFORMATION	ESTIMATED VOLUME	2008/09 ACTUAL	2007/08 ACTUAL
Number of responses to requests for information from the public about the rates rebate scheme	300–600	444	399
Number of rates rebate claims received for processing.	100,000–140,000	109,905	108,452

Regulatory and Boating Services for Lake Taupo

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
The Taupo Harbourmaster will implement a programme of facilities inspection and maintenance.	Facilities managed in accordance with programme and standards	Achieved	Achieved	Achieved
All boating facilities on Lake Taupo are maintained to an appropriate level of safety and usability.	Facilities maintained to specified standards	Achieved	Achieved	Achieved
Percentage of respondents to a survey of key stakeholders who rate their satisfaction with the quality of Lake Taupo regulatory services at 3 or above on a scale of 1-5 is no less than:	85%	100%	100%	Achieved
Percentage of prosecutions taken under navigation safety legislation and regulations dismissed because a prima facie case has not been established is no more than:	10%	0%	0%	Achieved 2007/08 – 0 number of prosecution cases dismissed

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 4,852 4,327 4,852 5,325 Third Parties 663 886 893 675 Total Revenue 5,515 5,213 5,745 6,000   Expenses 5,080 5,233 5,784 5,466 Net Surplus/(Deficit) 435 (20) (39) 534 The change in budget between Main Estimates and Supp. Estimates was mainly due to expense transfers from 2007/08 for Sustainable Accommodation ($645,000) and the Upgrade of Information and Technology Infrastructure ($22,000), funding for Kiwisaver costs ($7,000) and a reallocation of shared services costs (-$123,000). The variance between Supp. Estimates and Actual mainly relates to reduced expenditure on Dogs database development, Dog safety education campaign and the Rates Rebate Scheme publicity campaign relating to rebate entitlements.

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VOTE LOCAL GOVERNMENT

Policy Advice – Local Government

description

This output covers:

• policy advice and information on local government issues. It also involves monitoring the local government system, preparing ministerial briefings and speech notes, and providing support for the Minister of Local Government, as required, in Cabinet committees, select committees, and Parliament
• draft replies to ministerial correspondence, Official Information Act 1982 requests, Ombudsman’s inquiries and parliamentary questions addressed to the Minister of Local Government or referred from other Ministers.

This work contributes to the development of Strong, sustainable communities/hapū/iwi.

performance information

Local Government Policy Advice

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Policy advice will be delivered according to the output plan (and any subsequent amendments) as negotiated between the Minister and the Chief Executive.	100%	100%	100%	Achieved
Policy advice is delivered in accordance with agreed policy quality criteria as listed on page 82.	100%	100%	100%	Achieved
The Minister is requested to indicate his/her level of satisfaction with the quality of policy advice.	Satisfied or better	Very Good	Very Good	Achieved
Policy advice is delivered according to the timeframes agreed.	100%	100%	100%	Achieved

Ministerial Correspondence and Questions

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of first versions of replies to Ministerial correspondence, Official Information Act 1982 requests, Ombudsman’s inquiries and parliamentary questions accepted by the Minister is no less than:	95%	99.9%	100%	Achieved
Percentage of draft responses to Ministerial correspondence returned to the Minister’s office for signature within 15 working days of receipt from the Minister’s office or such other deadlines as may be specifically agreed is no less than:	95%	99.9%	99.8%	Achieved
Percentage of draft responses to Official Information Act 1982 requests and Ombudsman’s inquiries returned to the Minister’s office for signature five days prior to the statutory deadline for reply is no less than:	100%	Not Applicable	100%	No draft responses required in 2008/09
Percentage of draft replies to parliamentary questions completed within the time frames specified by the Minister is no less than:	100%	100%	100%	Achieved

ACTIVITY INFORMATION	ESTIMATED VOLUME	2008/09 ACTUAL	2007/08 ACTUAL
Number of replies to ministerial correspondence, Official Information Act 1982 requests and Ombudsman’s inquiries, and answers to parliamentary questions.	600–700	1,807[9]	581

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 7,109 6,990 7,109 6,458 Third Parties 219 69 245 50 Total Revenue 7,328 7,059 7,354 6,508   Expenses 7,741 7,060 7,355 6,062 Net Surplus/(Deficit) (413) (1) (1) 446 The change in budget between Main Estimates and Supp. Estimates was due to expense transfers from 2007/08 for the Upgrade of Information and Technology Infrastructure ($223,000) and Sustainable Accommodation ($116,000), funding for the co-management of the Upper Waikato River ($301,000), an increase in funding for the Sustainable Urban Development Authorities project ($163,000), funding for Kiwisaver costs ($13,000), and actual expense transfer from 2008/09 to 2009/10 for the Royal Commission on Auckland Governance (-$521,000).

revenue and output expenses for Implementation Reform of Auckland

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 1,275 0 1,275 0 Third Parties 1 0 0 0 Total Revenue 1,276 0 1,275 0   Expenses 232 0 1,275 0 Net Surplus/(Deficit) 1,044 0 0 0 The change in budget between Main Estimates and Supp. Estimates was a new appropriation to fund the costs associated with the implementation of the government’s decisions on the recommendations of the Royal Commission on Auckland Governance. The variance between Supp. Estimates and Actual mainly relates to delays in the establishment of the Auckland Governance Transition Authority for which an in-principle expense transfer from 2008/09 to 2009/10 of up to $1.275 million was approved.

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VOTE MINISTERIAL SERVICES

Support Services to Ministers

description

This output covers:

• providing a range of support services for Members of the Executive, including office administration, accounting, personnel, information and communications technology, facilities management, media and other advisory services
• managing residential accommodation provided for Members of the Executive, both owned and leased property.

This work contributes to ensuring Executive Government is well supported.

performance information

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of Members of the Executive responding to the annual satisfaction survey who assess the quality of support services provided at 3 or above on a scale of 1 to 5 is no less than:	90%	95.5%	100%	Achieved
Percentage of Members of the Executive responding to the annual satisfaction survey who assess their satisfaction with the timeliness of services provided to them at 3 or above on a scale of 1 to 5 is no less than:	90%	95.5%	100%	Achieved
The Minister Responsible for Ministerial Services is requested to indicate his/her satisfaction with the level of administration of support services provided to the Executive.	Satisfied or better	Very Good	Good	Achieved
The Minister Responsible for Ministerial Services is requested to indicate his/her satisfaction with the quality of operational advice.	Satisfied or better	Very Good	Good	Achieved

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 29,943 26,930 29,943 26,541 Third Parties 1,241 353 433 338 Total Revenue 31,184 27,283 30,376 26,879   Expenses 30,154 27,282 30,375 26,663 Net Surplus/(Deficit) 1,030 1 1 216 The change in budget between Main Estimates and Supp. Estimates was due to an increase in funding for ministerial servicing ($3.100 million), expense transfers from 2007/08 for Sustainable Accommodation ($60,000) and the Upgrade of Information and Technology Infrastructure ($50,000), funding for Kiwisaver costs ($50,000), an increase in funding for the State Sector Retirement Savings Scheme costs ($30,000) and reallocation of shared services costs (-$197,000).

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VOTE MINISTERIAL SERVICES

VIP Transport

description

The provision of chauffeur-driven vehicle services for Ministers, the Leader of the Opposition, the Speaker, former Prime Ministers and their spouses, former Governors-General and their spouses, the judiciary and distinguished visitors; and self-drive vehicles for Ministers.

This work contributes to ensuring Executive Government is well supported.

performance information

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of Members of the Executive who rate their satisfaction with the transport services provided at 3 or above on a scale of 1 to 5 is no less than:	90%	100%	100%	Achieved
Percentage of replacement vehicles complying with European Fuel Emission Standard IV is no less than:	90%	100%	100%	Achieved

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Revenue Crown 0 0 0 0 Revenue Third Parties 7,661 7,195 7,915 7,301 Total Revenue 7,661 7,195 7,915 7,301   Expenses 7,653 7,195 7,919 7,303 Net Surplus/(Deficit) 8 0 (4) (2) The change in budget between Main Estimates and Supp. Estimates was due to an increase in demand ($700,000), an increase in State Sector Retirement Savings Scheme costs ($15,000), funding for Kiwisaver costs ($5,000) and an expense transfer from 2007/08 for the Upgrade of Information and Technology Infrastructure ($4,000).

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VOTE MINISTERIAL SERVICES

Visits and Official Events Coordination

description

This output covers services supporting:

• visits by guests of government
• receptions at international airports for the Governor-General, Ministers and guests of government
• state and ministerial functions
• commemorative events
• national anniversaries.

This work contributes to ensuring Executive Government is well supported.

performance information

Coordination of Visits

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of visit programme content and logistics arranged to reflect visit objectives is:	100%	100%	100%	Achieved
Percentage of Ministers who rate their satisfaction with the quality of arrangements for Ministerial and State functions at 3 or above on a scale of 1 to 5 is no less than: (Only Ministers sponsoring Ministerial and State Functions are surveyed.)	90%	100%	100%	Achieved

Coordination of Official Events

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of Members of the Executive who rate their satisfaction with the coordination and management of official events at 3 or above on a scale of 1 to 5 is no less than: (Only Ministers with responsibility for hosting events are surveyed.)	90%	100%	100%	Achieved

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 4,444 3,462 4,444 5,744 Third Parties 30 17 21 30 Total Revenue 4,474 3,479 4,465 5,774   Expenses 3,912 3,479 4,465 5,728 Net Surplus/(Deficit) 562 0 0 46 The change in budget between Main Estimates and Supp. Estimates was due to an increase in funding for the visit programme ($1.000 million), expense transfers from 2007/08 for Sustainable Accommodation ($24,000) and the Upgrade of Information and Technology Infrastructure ($6,000), funding for Kiwisaver costs ($4,000) and reallocation of shared services costs (-$48,000). The variance between Supp. Estimates and Actual mainly relates to the cancellation or postponement of some guests of government visits.

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VOTE RACING

Policy Advice – Racing

description

This output covers:

• policy advice and information on matters relating to racing and sports betting and on the racing industry generally. Policy advice also involves preparing ministerial briefings and speech notes, and providing support for the Minister for Racing, as required, in Cabinet committees, select committees and Parliament
• draft replies to ministerial correspondence, Official Information Act 1982 requests, Ombudsman’s inquiries and parliamentary questions addressed to the Minister for Racing or referred from other Ministers.

This work contributes to the development of Safer communities.

performance information

Racing Policy Advice

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Policy advice will be delivered according to the policy work programme (and any subsequent amendments) as negotiated between the Minister for Racing and the Chief Executive.	100%	100%	100%	Achieved
Policy advice is delivered in accordance with agreed policy quality criteria as listed on page 82.	100%	100%	100%	Achieved
The Minister is requested to indicate his/her level of satisfaction with the quality of policy advice.	Satisfied or better	Very Good	Satisfied	Achieved
Policy advice is delivered according to the timeframes agreed.	100%	100%	100%	Achieved

Ministerial Correspondence and Questions

RESULTS INFORMATION	PERFORMANCE STANDARD	2008/09 ACTUAL	2007/08 ACTUAL	COMMENTS
Percentage of first versions of replies to Ministerial correspondence, Official Information Act 1982 requests, Ombudsman’s inquiries and parliamentary questions accepted by the Minister is no less than:	95%	100%	100%	Achieved
Percentage of draft responses to Ministerial correspondence returned to the Minister’s office for signature within 15 working days of receipt from the Minister’s office or such other deadlines as may be specifically agreed is no less than:	95%	100%	100%	Achieved
Percentage of draft responses to Official Information Act 1982 requests and Ombudsman’s inquiries returned to the Minister’s office for signature five days prior to the statutory deadline for reply is no less than:	100%	100%	100%	Achieved
Percentage of draft replies to parliamentary questions completed within the time frames specified by the Minister is no less than:	100%	100%	100%	Achieved

ACTIVITY INFORMATION	ESTIMATED VOLUME	2008/09 ACTUAL	2007/08 ACTUAL
Number of replies to ministerial correspondence, Official Information Act 1982 requests and Ombudsman’s inquiries, and answers to parliamentary questions.	50–100	59	31

revenue and output expenses

ACTUAL 2008/09 $000 MAIN ESTIMATES 2008/09 $000 SUPP ESTIMATES 2008/09 $000 ACTUAL 2007/08 $000 Revenue Crown 265 356 264 217 Third Parties 3 4 5 2 Total Revenue 268 360 269 219   Expenses 195 361 270 214 Net Surplus/(Deficit) 73 (1) (1) 5 The change in budget between Main Estimates and Supp. Estimates was due to a one-off savings due to the delay in the appointment of a full time equivalent for administration of the two non-departmental funding schemes (-$100,000), an expense transfer from 2007/08 for Sustainable Accommodation ($8,000) and an increase in Kiwisaver costs ($1,000). The variance between Supp. Estimates and Actual mainly relates to efficiency gains during the year.

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Policy Advice Quality Criteria

In fulfilling the aim to produce policy advice that meets the needs of Ministers, the Department requires that, to the extent to which time and cost-effectiveness considerations permit, policy advice produced within Vote Community and Voluntary Sector, Vote Emergency Management, Vote Internal Affairs, Vote Local Government, Vote Ministerial Services, and Vote Racing meets the following quality criteria:

Purpose

Policy papers should be short (where practicable), succinct and clearly focused on decisions required from Ministers.

Consistency

The advice takes account of other Government policies and decisions, and is consistent with the principles of the Treaty of Waitangi.

Logic

The assumptions behind the advice are explicit and argument is logical and supported by the facts.

Accuracy

The facts in the papers are legally and statistically accurate and all material facts and sources are included. Where appropriate, the advice includes sound legal opinion.

Options

An appropriate range of options is presented; each option is assessed in terms of the benefits and costs for the Government, the economy, the community sector and all other relevant parties. The information provided has sufficient range and depth.

Consultation

There is evidence of adequate consultation with other government agencies and other affected parties and possible objections to proposals are identified.

Practicality

The problems of implementation, technical feasibility, timing and consistency with other policies have been considered. Where appropriate, the advice considers the impact on the lives of New Zealanders.

Presentation

The length and format of Cabinet papers meet Ministerial and Cabinet Office requirements. All papers and briefings are in accordance with the Department’s Policy Quality Assurance guidelines. All presentations to Ministers are in accordance with Ministerial preference for style and format. All key facts and recommendations are on the first page. All material is effectively, concisely and clearly presented, has short sentences in plain English, and is free of grammatical or numerical errors.

Impartiality

The Department of Internal Affairs strives to provide professional, impartial and comprehensive advice to Ministers and to alert Ministers to the possible consequences of following particular policies, whether or not such advice accords with the Ministers’ views.

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