Vote Arts, Culture and Heritage Supplementary Standard Estimates Questionnaire 2018/19 - Parliament

 
Vote Arts, Culture and Heritage
Supplementary Standard Estimates Questionnaire 2018/19
This information is provided for the Ministry for Culture and Heritage. Information relating to Crown
agencies and non-government organisations is operational, and should be sought directly from those
agencies.

Reports, Planning, and Evaluation

1.     Please provide a list of all reports that were prepared in relation to the baseline
       update, efficiency dividend, value for money or any other savings of the
       agencies funded under the Vote identified for 2018/19.

Response
Ministerial submissions were prepared and approved for the October and March
baseline updates. Advice on potential reprioritisations was provided to Ministers in
support of Budget 2018.

2.     Please provide a copy of the current work programme and list of projects and
       major policy initiatives to be progressed in 2018/19.

Response
The Ministry’s detailed work programme for 2018/19 is being finalised. Major policy
initiatives for the arts, culture and heritage work programme 2018/19 are provided as
appendices.

3.     Please provide a copy of the purchase agreement/output plan for 2018/19 and
       identify the key changes from the previous financial year. Provide a copy of the
       reports against the performance agreement/output plan that have been
       provided to the Minister for the previous financial year. What are the primary
       areas of concern that will impact on the agencies’ performance in 2018/19?

Response
The Ministry is not producing an output plan for 2018/19. Appropriate accountability
arrangements are already in place. Priority output performance measures are
contained in the Estimates of Appropriations. Output performance is monitored
through regular meetings with Ministers, briefings on specific topics, and formal
reports.

4.     How many evaluations of policies or programmes are planned to be completed
       this year? What policies or programmes are planned to be evaluated this year
       or have evaluations completed this year? What is the indicative cost, who is
       conducting the evaluation (if known) and when is it due for completion and
       results reported?

Response
During 2017/18 the Ministry, in conjunction with the Ministry of Business, Innovation
and Employment, completed an evaluation of the New Zealand Screen Production
Grants. This was performed by independent consultants Sapere Research Group.
The Ministry’s share of the cost of this evaluation was $0.040m.

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Standard evaluations of Cultural Diplomacy International Programme projects are
completed as a matter of course on completion of each project by lead agencies.
Evaluations are funded from lead agency baselines or through Cultural Diplomacy
International Programme funding as agreed when the project is approved.

In 2012 and 2016 the WW100 Programme Office commissioned surveys gauging
public engagement in the First World War. 2018 is the final full year of the WW100
Programme and a follow up survey is currently being commissioned. The field work
for the final First World War survey will take place after the Centenary of Armistice in
2018 (11 November) and the survey will include the opportunity for people to
respond to questions in a video format, while maintaining the option to respond in
writing if that is preferred. The current cost of this final survey will be $83,022 plus
GST.

5.     What reviews of departmental contracting policies or practices are planned to
       be started and/or finished this year? When will/are they expected to be
       completed?

Response
The Ministry is reviewing and updating its departmental procurement policy and
related guidance/templates.

The new policy will change some of the procurement thresholds to reflect the current
size and nature of procurement activity at the Ministry. The policy is consistent with
the latest Government Rules of Sourcing and good practice.

6.     What reviews of departmental "capability" are planned to be started or
       completed this year? What aspects of capability are being reviewed? Who will
       undertake these reviews and when will these be completed?

Response
No reviews are planned.

The Ministry will receive increased funding to build its capacity from the initiative
“Delivering Culture and Heritage Outcomes – A Fit for Purpose Ministry”. This
capacity will be used to address financial risks and deliver the Government’s work
programme.

7.     Does the Department/Agency/Ministry prepare a weekly report on current or
       upcoming issues within or related to the Minister’s portfolio, and if so what is
       this report called, and what are the dates and titles of reports produced by the
       Department/Agency/Ministry since 1 November 2017?

Response
The Ministry produces a weekly status report for the Minister of Broadcasting,
Communications and Digital Media, and a fortnightly status report for the Minister
and Associate Ministers of Arts, Culture and Heritage. These reports have been
provided on the following dates:

 Weekly Status report for the Minister of Broadcasting, Communications and Digital Media
 Friday 17 November, Friday 24 November
 Friday 1 December, Friday 8 December, Friday 15 December

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Weekly Status report for the Minister of Broadcasting, Communications and Digital Media
 Friday 26 January
 Friday 9 February, Friday 16 February, Friday 23 February
 Friday 2 March, Friday 9 March, Friday 16 March, Friday 23 March
 Friday 6 April, Friday 27 April
 Friday 4 May, Friday 11 May, Thursday 24 May

 Fortnightly Status Report for the Arts, Culture and Heritage Portfolio
 Friday 16 February
 Friday 2 March, Friday 16 March, Friday 30 March
 Friday 13 April, Friday 27 April
 Friday 11 May, Thursday 24 May

8.     Has the Department/Agency/Ministry prepared any other types of weekly or
       fortnightly reports on current or upcoming issues related to the Minister’s
       portfolio, and if so what are these reports called, and what are the dates and
       titles of reports produced by the Department/Agency/Ministry since 1 November
       2017?

Response
Please refer to the answer to question 7 above.

Performance Monitoring

9.     What mechanisms do the agencies funded by the Vote have in place in
       2018/19 for monitoring its achievement of goals against its stated objectives?

Response
The agencies funded by the Vote have a range of mechanisms in place to monitor
their achievement of goals, including regular Board reports and performance reports
to the monitoring department (the Ministry for Culture and Heritage) on behalf of
responsible Ministers, and an Annual Report which compares actual performance
against the targets specified in planning documents.

10. Provide details of all monitoring, evaluation and auditing of programmes or
    initiatives that will be delivered by the agencies funded by the Vote (including
    details of all performance measures, targets and benchmarks and whether
    programmes contributed to desired outcomes in an efficient and effective
    manner) in the 2018/19 financial year.

Response
The Ministry monitors funded agency performance through an agreed monitoring
framework, with reference to the Crown Entities Act 2004 and other relevant
legislation, and best practice guidance issued by the Treasury, State Services
Commission and the Office of the Auditor-General. Agency-specific performance
measures and targets are available in each agency's 2018/19 Statement of
Performance Expectations (or equivalent planning document) available on their
websites.

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11. What is the expected timeframe for the provision of draft answers to written
    parliamentary questions to Ministers and what percentage of draft answers
    were provided within this timeframe in the 2017/18 financial year?

Response
The Ministry expects to provide all draft responses to written parliamentary questions
within four working days of receipt of the question. All draft responses to written
parliamentary questions were provided within this timeframe in the 2017/18 financial
year.

12. What is the expected timeframe for the provision of draft answers to ministerial
    correspondence and what percentage of draft answers were provided within
    this timeframe in the 2017/18 financial year?

Response
The Ministry expects to provide all draft responses to ministerial correspondence
within 15 working days of receipt of the question. 51% of draft responses to
ministerial correspondence was provided within this timeframe in the 2017/18
financial year (as at 31 March 2018). This target is below Ministry expectations and
work is being done to improve this.

Changes in Votes

13. What work has been undertaken or completed relating to changes in Votes, or
    operational changes made in other agencies which impacts on your agencies
    funded by the Vote?

Response
None.

14. What amount or amounts, or what programmes, if any, were categorised as
    capital expenditure in prior years but have been categorised in this year or in
    out-year projections, as operating expenditure?

Response
None.

Restructuring / Reviews

15. Is any restructuring planned in the near future for agencies funded by the Vote;
    if so, what restructuring is planned in 2018/19 and when will this occur? How
    much is budgeted for restructuring costs and what are the estimated savings to
    be accrued as a result of restructuring in 2018/19?

Response
No organisational reviews are planned for the near future. However, as the Ministry
increases in size, we will need to consider the appropriateness of the current
structure.

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16. What evaluations have been carried out prior to any proposed restructuring
    (provide these to the committee)? What restructuring occurred during the past
    five financial years: provide details of structural change, the objective of the
    restructuring, staffing increases or reductions as a result, and all costs
    associated with the change including costs of redundancy?

Response
2017/18
A review of the Policy and Sector Performance Group took place in the 2017/18
year, to determine the appropriate way of organising the management structure of
the group. The review focused on effectiveness rather than on cost savings, and
incorporated a review of the Ministry’s agency monitoring function that began in
2015/16. Consultants were engaged to advise and assist with the review. The cost
of this advice and assistance was $45,262. No other costs were incurred. The new
structure comprises an Arts and Media Policy team (previously two separate teams),
a Heritage Policy team, and a Sector Performance team. Changes were made in the
working arrangements for agency monitoring and relationships with monitored
agencies. Four new positions were established in place of six existing positions,
some of which were vacant or filled on a temporary basis. Total staffing reduced by
2.0FTE, and there were no redundancies.

2016/17
Two reviews commenced in the latter part of the 2016/17 year, and continued into
2017/18:

Ministerial servicing: The purpose of the second stage of the Ministerial servicing
review was to ensure that the team is configured to give best effect to the new
operating model (which had been determined as part of stage 1 the previous year).
The review was completed in the 2017/18 year with no changes to structure or
staffing. The Ministry concluded that the objectives of the review could be achieved
within the existing structure, with the re-shaping of one role that was vacant at that
time. No costs were incurred.

Delivery Group: The purpose of this review was to determine the optimum
management structure for the group, so as to carry out the group’s responsibilities to
best effect at a time of growth. The scope of the review primarily related to the
Heritage Projects team, the Heritage Operations team, and the First World War
Centenary programme (the publishing function having been reviewed in 2014/15).
The focus of the review was on effectiveness rather than on cost savings.
Consultants were engaged to advise and assist with the review. The cost of this
advice and assistance was $45,043. No other costs were incurred. The review was
completed in the 2017/18 year. The new structure comprises a Memorials and
Taonga Group and a Commemorations Group, alongside the existing (temporary)
First World War Centenary Programme. Two new third-tier manager positions were
established in place of two existing third-tier positions (one of which was filled on a
temporary basis), and a new team leader position was established. Total staffing
increase by 1.0FTE, and there were no redundancies.

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2015/16
Three reviews commenced in the 2015/16 year, and continued into 2016/17:

Ministerial servicing: The purpose of this review was to transition to a full-service
function that would consolidate responsibilities dispersed across the Ministry, in
order to expand the services provided and create a centralised point of contact
between the Ministry and Ministers’ offices. The first stage of this review resulted in
the establishment of a new third-tier position in place of an existing position that was
filled on a temporary basis. The second stage of the review took place in 2016/17
after the appointee took up the new role. A consultant was engaged to advise on
aspects of the review. The cost of this advice was $8,000. No other costs were
incurred.

Agency monitoring: The purpose of this review was to increase the effectiveness of
the Ministry’s funded agency monitoring function. The objective was a greater focus
on agency/sector strategic outcomes and higher quality performance information. A
consultant was engaged to advise on aspects of the review. The cost of this advice
was $36,563. No other costs were incurred.

Administration services: The purpose of this review was to assess the outcome of
an earlier (2012/13) review of administration support services, to consider the extent
to which the changes had achieved the objective of ensuring that administrative and
related services are provided effectively and efficiently across the Ministry. The
review was completed in the 2016/17 year with some changes in ways of working,
but no further changes to structure or staffing. No costs were incurred.

2014/15
The Ministry commenced a review of its publishing function, comprising the existing
History Group and Web Team, in 2014/15. This review considered the appropriate
way of organising the publishing function, following completion of the ‘build’ phase
for the Te Ara on-line encyclopaedia in October 2014. The review was focussed on
ensuring the most coherent approach to delivering the Ministry’s publications, rather
than on cost savings. Consultants were engaged to advise on aspects of the review.
The costs of this advice are included in the response to question 77. The review
was completed in the 2015/16 year, with an overall permanent staffing increase of
2.0FTE and no redundancies. Several publishing-related fixed term roles concluded
at the same time.

2013/14
Three reviews took place in the 2013/14 year.

The objective of reviewing the Human Resources function was to ensure that the
team, which had operated for some time under a series of temporary arrangements,
had the best mix of capabilities to effectively meet the current and future needs of
the Ministry. The review resulted in the establishment of three new positions in place
of three existing positions (one of which was filled on a temporary basis), which
increased the team’s staffing by 0.2FTE. Consultants were engaged to prepare an
initial report, and to advise on job design prior to the recruitment process. The total
cost of this advice was $15,030. The changes were implemented in the 2014/15
year, and one employee was made redundant. See question 110 for redundancy
costs.

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The objective of reviewing the agency advisory function in the Cultural Sector
Performance Unit was to ensure that the unit had the necessary staffing capability to
enable the Ministry to effectively carry out its agency monitoring and reporting
responsibilities. The review resulted in the establishment of one new position in
place of one existing position. One employee was made redundant. See question
110 for redundancy costs. No other costs were incurred.

The objective of reviewing the ministerial servicing administration function in the
Cultural Sector Performance Unit was to improve the efficiency and effectiveness of
the arrangements for supporting the Ministry’s ministerial servicing responsibilities.
The review resulted in the establishment of one new full-time position in place of two
part-time positions (one of which was vacant), which reduced the team’s staffing by
0.2FTE. One employee was made redundant. See question 110 for redundancy
costs. No other costs were incurred.

17. Will any work be conducted around mergers of departments, ministries or other
    government funded agencies funded by the Vote in the 2018/19 year? If so, for
    each such project, what departments/ministries/entities or agencies are being
    considered for mergers?

Response
None is planned at this stage.

18. Is any rebranding planned for agencies funded by the Vote in the next financial
    year? If so, how much has been budget for this? Was any re-branding done in
    the past five financial years? If so, how much was spent on it?

Response
No.

19. Do the agencies funded by the Vote any inquiries or investigations into their
    performance currently being undertaken into its actions by another Government
    Department/Ministry/entity or its associated agencies? If so, please provide the
    following details:
       -       The body conducting the inquiry/investigation
       -       The reason for the inquiry/investigation
       -       The expected completion date
       How does this compare to each of the past five financial years?

Response
The Ministry is not currently subject to any inquiries into its performance.

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Cost Pressures and Services Changes

20. What services or functions does the Minster intend to cut, curtail, or reallocate
    funding from in the forthcoming financial year for agencies funded in the Vote?
    Describe the service or function concerned and estimate the cost saving.

Response
The Minister does not intend to cut any services or functions in 2018/19. Note that
during 2018/19 the commemorations for the First World War Centenary will
conclude.

21. What cost pressures in this Vote have been identified during the Budget
    process that have not been addressed in Budget 2018, and what were the
    reasons for not addressing that pressure? Please provide a description of each,
    and the estimate of the associated cost over the next four years.

Response
None. Question 8 of the standard estimates questionnaire notes a number of
financial risks within the vote.

22. What programmes/projects, if any, will be delayed in the 2018/19 financial year
    and what is the reason for any delay in delivery or implementation?

Response
None.

23. How much funding for specific projects, policies or programmes has been
    carried forward from the previous financial year? For each, please provide the
    following details:
       -       Name
       -       Location
       -       Name of provider(s)
       -       Amount of funding being brought forward
       -       Amount of funding already spent
       -       Amount of funding originally budgeted for the project
       -       Estimation completion date.

Response
In-principle expense transfer amounts from 2017/18 to 2018/19 will be confirmed
after the 2017/18 Annual Report for the Ministry is prepared and audited.

It is likely that some initial funding relating to the Tuia – Encounters 250
commemoration will be carried forward into 2018/19 and 2019/20. This is because
the majority of spending will occur in 2019 when the commemoration takes place.

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24. How many projects or contracts signed in 2017/18 that were due to be
    completed in 2018/19 are now expected to be shelved, curtailed or pushed into
    out years and for each, what was the project name, what was the total
    budgeted cost, what is the actual cost to date, what was its purpose and why
    will it not be completed in 2018/19?

Response
None.

25. What cuts or reprioritised savings in the Vote for 2018/19 were the result of an
    underspend in 2017/18 year and for each, what budgets were under spent and
    why were they under spent?

Response
There were no cuts or reprioritised savings for 2018/19 as a result of an underspend
in the 2017/18 year.

26. How much funding will be carried over in the Vote from the 2017/18 year into
    the 2018/19 year and what for what reason or reasons will these funds be
    carried over?

Response
Please refer to question 22 above.

27. How much are the agencies funded by the Vote expecting to cut their overall
    budget by in 2018/19 and each of the out years as a result of Budget 2018 and
    what options are being considered about how and where such cuts will be
    made?

Response
The Ministry is not expecting to cut its overall budget as a result of Budget 2018. We
note that spending on the First World War Centenary will reduce as the
commemoration winds down during 2018/19.

28. Have any cuts or reprioritised savings to the budgets of the agencies funded by
    the Vote for 2018/19 come from frontline services; if so, for each what is the
    name of the service, how much has been reprioritised and what was the reason
    for the reprioritisation?

Response
None.

29. What savings or cuts have been reprioritised in Budget 2018; for each please
    provide the name of the service, initiative or programme, how much has been
    reprioritised for each year and what was the reason for the reprioritisation?

Response
None.

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New Initiatives / Budget Bids

30. What new services, functions or outputs do the agencies funded by the Vote
    intend to introduce in the forthcoming financial year? Describe these and
    estimate their cost.

Response
New initiatives approved in Budget 2018 fund extensions to existing services, and do
not add any new services, functions or outputs.

31. For each new spending initiative introduced over the past three Budgets (i.e.
    Budget 2015, Budget 2016 and Budget 2017), what evaluation has been
    undertaken of its effectiveness and what were the findings of that initiative?
    Please provide a copy of the evaluation report. Where no evaluation has been
    completed, what provision has been made for an evaluation to occur and what
    is the timeframe for that evaluation?

Response
Budget 2017 initiatives managed by the Ministry were:

Tuia – Encounters 250
Evaluation of this initiative will be performed following the commemoration in 2019.

New Zealand Screen Production Grant – Domestic
An evaluation of the NZSPG was performed in 2017/18. The overall findings were:

      The NZSPG generates additional screen activity and creates net economic
       benefits for New Zealand
      The screen sector generates spillover benefits for other sectors
      The screen sector is growing but is not sustainable without the grant, and
      Existence value and public support value for New Zealand screen content is
       significant.

Pukeahu National War Memorial Park
No specific evaluation has been performed. Performance is reported in the Ministry’s
annual report.

There were no initiatives managed by the Ministry from Budget 2016 and 2015.

32. For each new spending or savings initiative in Budget 2018, how have the
    estimated costs or savings been estimated? Please outline the formulae and
    assumptions used.

Response
Assumptions behind the Ministry’s Budget 2018 initiatives are:

Delivering culture and heritage outcomes – a fit for purpose Ministry
The estimated costs were derived by comparing the Ministry’s existing capability
against that required to meet statutory obligations and deliver the Government’s
work programme. The formulae within the model were reviewed by an independent

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accounting firm. Set-up of a research and data function was informed by external
expert advice.

Dominion Museum building: provision for legal obligations and extension of lease
The Ministry’s legal obligations were estimated after considering all possible
outcomes of the claim process.

The cost for extension of the lease was estimated based on adjusting the existing
rental of the building.

Commemorating Armistice Day
These costs were estimated based on the Ministry’s previous experience with past
commemorations and events.

33. What new spending or savings initiatives were considered for Budget 2018 but
    were not proceeded with? Please provide a description of each, with an
    estimate of the associated cost over the next four years, and the reason each
    initiative was not proceeded with.

Response
Information about unsuccessful Budget bids has not been disclosed to maintain the
current constitutional conventions protecting the confidentiality of advice tendered by
ministers and officials.

34. In preparing bids for Budget 2018, what consultation took place with other
    political parties? Please specify:
       -    number of meetings
       -    when they took place
       -    who attended
       -    what items were discussed
       -    what changes, if any, were made to Budget bids following this meeting
       -    the titles of any reports prepared for, or generated after the meeting
       Please attach:
       -    Copies of any reports prepared for, or generated after the meeting
       -    Copies of agendas for any meetings Finance

Response
None.

35. How many Budget bids were submitted for this vote for Budget 2018 and of
    those how many were successful?

Response
Information about unsuccessful Budget bids has not been disclosed to maintain the
current constitutional conventions protecting the confidentiality of advice tendered by
ministers and officials.

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36. How many successful Budget bids received funding of less than 75% of that
    sought?

Response
Information about the unsuccessful components of Budget bids has not been
disclosed to maintain the current constitutional conventions protecting the
confidentiality of advice tendered by ministers and officials.

Funding of $15 million was provided in Budget 2018 to support the contribution of
public media to an informed democracy. The Minister of Broadcasting,
Communications and Digital Media has publicly noted this is lower than the $38
million per year originally sought.

37. How many Budget bids failed for this vote in Budget 2018? Please provide the
    titles of all failed Budget bids. Are any of the failed Budget being considered for
    resubmission as part of Budget 2018; if so, which ones?

Response
Information about unsuccessful Budget bids has not been disclosed to maintain the
current constitutional conventions protecting the confidentiality of advice tendered by
ministers and officials.

38. What user charges will be collected by the agencies funded by the Vote in the
    forthcoming year? Please break this down by existing user charges, extended
    user charges and new user charges.

Response
The Ministry will continue to collect the following user charges during 2018/19:

      commission from the writing of various organisations’ histories
      sale of publications
      registration of Licensed Auctioneers and Second hand Dealers for the sale of
       Taonga Tuturu under the Protected Objects Act 1975.

Property / Capital Works

39. How much funding has been allocated to capital works by the agencies funded
    by the Vote in the forthcoming financial year? How does this figure compare to
    that allocated and that spent in the past five financial years?

Response
The Ministry’s capital budget for 2018/19 has not yet been finalised. The actual
expenditure for 2017/18 is $130,000.

                       Financial Year          Capital Expenditure           Original Budget
                      2017/18                                  $130,000               $ 430,000
                      2016/17                                 $ 140,000               $ 430,000
                      2015/16                                 $ 258,000             $ 1,100,000
                      2014/15                                 $ 172,000             $ 1,200,000
                      2013/14                                 $ 317,000               $ 330,000

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40. What assets are planned to be sold by the agencies funded by the Vote in
    2018/19, and how does that compare to the past five financial years?

Response
In 2018/19 the Ministry plans to sell some surplus artworks related to a previous
exhibition that has concluded.

The last assets sold by the Ministry were its vehicles in 2013/14. These were for the
Going Digital project which ended.

41. How much floor space do the agencies funded by the Vote lease, what is the
    annual cost per square metre in each specific building, and how does this
    compare with each of the past five financial years?

Response
The Ministry is situated in a fully refurbished premises in the Old Public Trust
building in Wellington. The floor space is 1783.5m2 at a cost of $425psm, which
equates to $742,475 per annum.

      Financial Year            Leased floor space (m2)               Total cost          Cost per square metre
  2017/18                                              1783.5              $757,988                       $425
  2016/17                                              1783.5              $757,988                       $425
  2015/16 (Nov – June)                                 1783.5              $757,988                       $425
                                                                         $385,583
  2015/16 (Jan – Oct)                                   1,928                                             $240
                                                                   ($462,700/year)
  2014/15                                               1,928              $462,700                       $240
  2013/14                                               1,928              $347,040                       $180

42. How much floor space do the agencies funded by the Vote lease for their head
    office in Wellington, what is the annual cost per square metre in each specific
    building, and how does this compare with each of the past five financial years?

Response
Please refer to question 41 above.

43. Have the agencies funded by the Vote cancelled any renovations,
    refurbishments or redecoration projects as a result of Budget 2018? If so,
    please provide the following details:
       -       Details of the project
       -       Location of the project
       -       Estimated cost of the project
       -       Estimation completion date

Response
No projects of this type have been cancelled as a result of Budget 2018.

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44. Have the agencies funded by the Vote cancelled any other capital projects as a
    result of Budget 2018? If so, please provide the following details:

       -       Details of the project
       -       Location of the project
       -       Estimated cost of the project
       -       Estimation completion date

Response
No capital projects of the Ministry have been cancelled as a result of Budget 2018.

45. What is the budgeted amount for each renovation, refurbishment or
    redecoration project in offices or buildings of the agencies funded by the Vote
    that is expected to cost more than $5,000 in the 2018/19 financial year? For
    each, please provide the following details:
       -       Details of the project
       -       Location of the project
       -       Name of provider(s) or manufacturer(s)
       -       Type of product or service generally provided by the above
       -       Estimated cost of the project
       -       Estimation completion date
       -       Whether tenders were invited, if so, how many were received
       -       List separately any single item of furniture worth more than $5000 and its
               cost.

Response
Some refurbishment costs may be incurred as the Ministry adapts its floorspace to
accommodate additional staff. The Ministry’s budget for 2018/19 is being finalised.

46. What offices of the agencies funded by the Vote are planned to be closed in the
    2018/19 financial year and for each what is the location of the office, how many
    staff are employed there and what is the annual budget of the office? If it is for
    a relocation please indicate where it will be relocated to.

Response
No offices of the Ministry are expected to be closed in 2018/19.

47. What offices of the agencies funded by the Vote were closed in 2017/18 and
    how much is the closure of each office expected to save the
    Department/Ministry/entity in 2018/19 financial year? If it was for a relocation
    please indicate where it was relocated to.

Response
No offices of the Ministry were closed in 2017/18.

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48. Do the agencies funded by the vote intend to reduce the opening hours of any
    of their regional offices or offices other than the head office the 2018/19? If so,
    for each, please provide the new and previous opening hours, date of change,
    and location.

Response
The Ministry operates from head office only. Office hours are not expected to be
reduced in 2018/19.

ICT

49. What IT projects, if any, are expected to be shelved or curtailed in the 2018/19
    year and how much will have been spent on each project before it is shelved or
    curtailed?

Response
None.

50. How much expenditure is planned in this vote for software licensing fees in the
    2018/19 financial year and how does this compare with spending in each of the
    past five financial years?

Response
The Ministry plans to spend $145,000 of operating money on software licensing in
2018/19. This is a small increase in the Ministry’s software budget compared to the
previous five years. Adoption of the Microsoft Office 365 system has resulted in an
increase in software expenditure. There will be capital expenditure of $50,000 to
fund the scheduled upgrade of the Ministry’s electronic and records management
system.

                                Year                   Operating               Capital
                                2017/18                 $130,000               $50,000
                                2016/17                 $130,000                     $0
                                2015/16                 $130,000               $30,000
                                2014/15                 $136,500               $40,000
                                2013/14                 $136,500               $40,000

51. How many websites do the agencies funded by the Vote plan to run in 2018/19
    and for each, what is it called, what is its URL, when was it established, what is
    its purpose and what is the annual cost of operating it?

Response
The websites operated by the Ministry are provided in the table below. The Ministry
takes an integrated approach to operating its websites and shares content creation,
development and hosting costs across all sites. In broad terms, the annual operating
cost is $2.5 million, covering hosting, technical service level agreements, web
development and enhancements, and dedicated staff preparing content for websites
and print publications.

Vote Arts, Culture and Heritage, Supplementary Standard Estimates Questionnaire 2018/19   15
Website details                                               Purpose
    Corporate website                        Public-facing information website about the Ministry and the
    www.mch.govt.nz                          wider cultural sector activities in which the Ministry and
    Established 1999                         cultural sector agencies are engaged.
    Te Ara                                   An online encyclopedia of New Zealand that is creating a
    www.teara.govt.nz                        comprehensive guide to New Zealand's peoples, natural
    Established 2005                         environment, history, culture, economy and society.
    NZ History
    www.nzhistory.govt.nz                    Provides historical coverage and features on significant
                                             aspects of New Zealand culture, society, war and politics.
    Established 1999
    WW100
    ww100.govt.nz                            Information and community resources website to support
                                             the First World War Centenary Project.
    Established 2012

    28th Māori Battalion                     Community and sector-driven web project to record,
    www.28maoribattalion.org.nz              remember, honour and maintain information and knowledge
                                             of the Māori Battalion and its outstanding contribution to
    Established 2009                         Aotearoa New Zealand.
    Ngā Tapuwae
                                             Guide to the Western Front and Gallipoli battles in World
    www.ngatapuwae.govt.nz
                                             War One. Delivered as part of the WW100 programme.
    Established 2015
    QuakeStories                             Part of a collaborative project to collect and preserve stories
    www.quakestories.govt.nz                 and documentary evidence about the effects of the
    Established 2011                         Canterbury earthquakes.
    Tiriti o Waitangi                        Established by SSC and passed on to the Ministry, provides
    www.tiritiowaitangi.govt.nz              a valuable te reo Māori resource on the history of Tiriti o
    Established 2005                         Waitangi.
    Vietnam Oral History Project
    www.vietnamwar.govt.nz                   A digital history website developed as part of the Vietnam
                                             War Oral History Project.
    Established 2007
    Heritage EQUIP                           A website providing practical advice and financial support
    www.heritageequip.govt.nz                for those involved in earthquake strengthening heritage
    Established 2017                         buildings.
                                             Information and community resources website to support
    Tuia – Encounters 250
                                             the 250th commemoration of the first meetings of Māori and
    www.tuia.nz
                                             Europeans when those on the HMS Endeavour including
    Pre development, due to launch
                                             James Cook, the Tahitian chief Tupaia and European
    October 2018
                                             scientists arrived in Aotearoa in 1769.

52. What new ICT projects do the agencies funded by the Vote plan to work on in
    2018/19? For each what is the budget for the project, the key milestones, the
    expected completion date, and the risks and benefits associated with it?

Response
The Ministry will be investing in a scheduled upgrade of its electronic records
management system. The project has a budget of $50,000 capital and is expected
to be completed by May 2019. The major benefits will be the system will remain
current and supported by the software vendor (MicroFocus) and software
improvements made to the system will be included in the version to be implemented.
The risks pertain to the management of the project and these risks will be managed
by using standard project disciplines.

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The Ministry plans to implement a new telephony system to replace the existing
system that has been deemed as not meeting the Ministry’s needs. The project has
forecasted $30,000 capital for design and implementation costs with annual
operating costs forecasted within the range of $44,000-$46,000. The project has not
agreed a fixed implementation date but is envisaged to be completed by October
2018. Key milestones will be the installation of the system, staff training on how to
use the system and the successful transition of telephony functionality from the
current system. The benefits of moving to a fit for purpose system will be the use of a
stable and reliable telephony system and the ability to video conference from the
desk and improved collaboration with internal and external stakeholders. The risks
pertain to not moving from the current system as it does not meet the needs of the
staff and system stability is diminishing.

All staff laptops will be upgraded as part of planned asset management. The laptop
fleet has fully depreciated and due for replacement. The project has a budget of
$280,000 capital and is expected to be completed by March 2019. The benefits of
completing this project will be our laptop fleet will be current and the potential for
hardware failures will be greatly reduced. Keeping our computer hardware up-to-date
and well-maintained ensures we are providing a stable and consistent environment
that will enable our staff to deliver to their objectives. Risks are minimal and there
should be minimal impact to staff other than the inconvenience of having their
computers swapped out.

Gifts and External Relationships

53. What policies do the agencies funded by the Vote have on accepting corporate
    gifts or hospitality? How does this compare to the past financial year? Please
    list all corporate gifts or hospitality accepted by staff in the previous financial
    year with the following details:
       -       Gift or hospitality accepted
       -       Position of staff member who accepted
       -       Estimated value
       -       Date received
       -       Name of the organisation or individual who paid for/gave the gift or
               hospitality.

Response
The Ministry has an Entertainment, Hospitality and Gifts Policy. This Policy has not
changed in the past year. The gifts and hospitality accepted by the Chief Executive
are disclosed on the Ministry’s website annually.

Gifts received by staff for the 2017/18 (to date) and 2016/17 years are provided in
the tables below:

                                                                                      Position of
 Date             Gift or hospitality                                                                    Estimated
                                                    Gifter                            staff who
 received         accepted                                                                               value
                                                                                      accepted
 31/05/2018       Concert: Dancing with             Royal New Zealand Ballet          Advisor            $100
                  Mozart (two tickets)                                                3rd Tier Manager

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Position of
 Date             Gift or hospitality                                                                    Estimated
                                                    Gifter                            staff who
 received         accepted                                                                               value
                                                                                      accepted
 21/04/2018       Concert: Tickets to NZSO          NZSO                              3rd Tier Manager   $90
                  concert
 3/02/2018        Three bottles of Mt               Organisers of the ‘Treaty         3rd Tier Manager   Around $60
                  Beautiful Wine (donated           Trail’ Waitangi Day event
                  to social club)                   in Gore Bay, Canterbury
 22/12/2017       Bluetooth wireless                Spark NZ                          3rd Tier Manager   $100
                  speaker (used by IT team
                  to improve sound in
                  meeting rooms)
 18/12/2017       Bottle of wine (donated to        Fox & Co                          3rd Tier Manager   $20
                  social club)
 4/12/2017        Invitation to Attend              Korean Embassy                    Senior Advisor     $50
                  Mudtopia in Rotorua
 4/12/2017        Gift Bag from Mudtopia            Korean Embassy                    Senior Advisor     $150
                  Festival, Rotorua
 25/10/2017       Arts Pasifika Awards              Creative New Zealand              Advisor            $50
                  2017
 22/09/2017       2017 World of Wearable            World of Wearable Art             Senior Advisor     200
                  Art Awards Show (two
                  tickets)
 16/08/2017       Concert: Romeo and                Royal New Zealand Ballet          Senior Advisor     $150
                  Juliet (two tickets)
 21/07/2017       Groundbreaking                    Kingdom of Belgium                2nd tier Manager   $50
                  Ceremony, Exhibition
                  Visit and Reception of the
                  Belgian WWI Memorial at
                  Pukeahu National War
                  Memorial Park

                                                                                          Position of
    Date               Gift or hospitality                                                                Estimated
                                                                Gifter                     staff who
  received                 accepted                                                                         value
                                                                                          accepted
                  Hurricanes versus The
                                                                                      Senior Policy
  27/06/2017      British Lions Rugby tour          NZ Rugby                                             $258.00
                                                                                      Adviser
                  (2 tickets)
                  Three by Ekman
  17/05/2017      Performance Opening               Royal New Zealand Ballet          Tier 3 Manager     $220.00
                  Night (two tickets)
                  Carmen with L’Arlesienne
  22/03/2017                                        Royal NZ Ballet                   Tier 3 Manager     $153.00
                  (two tickets)
                  NZSO 70th Anniversary
   6/03/2017      Celebrations – free               NZSO                              Senior Adviser     $60.00
                  concert (two tickets)
                  Four pictorial wall               received from the King of         Donated to
  28/11/2016                                                                                             $80.00
                  calendars                         Jordon                            Pukeahu
                                                                                      Tier 3 Manager
                  Vodafone Music Awards
  17/11/2016                                        Vodafone                          and Policy         $25.00
                  tickets
                                                                                      Adviser

Vote Arts, Culture and Heritage, Supplementary Standard Estimates Questionnaire 2018/19                           18
Position of
      Date             Gift or hospitality                                                                Estimated
                                                                Gifter                     staff who
    received               accepted                                                                         value
                                                                                          accepted
                                                    Victoria University,
                                                                                      Senior Historian
                                                    Museum and Heritage
    12/10/2016    Book Voucher                                                        for MCH library    $50.00
                                                    Studies for taking part in
                                                                                      purchases
                                                    an industry panel.
                  NZSO Swing into Spring
     3/09/2016                                      ComplyWith                        Tier 3 Manager     $250.00
                  tickets
                                                                                      Tier 3 Manager
    12/08/2016    Petes Dragon                      Film Commission                   and Policy         $25.00
                                                                                      Adviser
                  RNZB performance of
    11/08/2016                                      Royal NZ Ballet                   Tier 3 Manager     $206.00
                  Giselle x 2
    22/07/2016    Poi E                             Film Commission                   Policy Adviser     $50.00
                  Auckland Philharmonic             Auckland Philharmonic
    14/07/2016                                                                        Tier 3 Manager     $97.00
                  Orchestra concert                 Orchestra
                                                                                      Donated to
                                                                                      MCH Women’s
                  Elizabeth Arden gift pack         Women on Boards Annual
    12/07/2016                                                                        Network            $384.00
                  prize                             Conference
                                                                                      Awareness
                                                                                      Raising

54. What policies do the agencies funded by the Vote have on giving gifts to
    external organisations or individuals? How does this compare to the past
    financial year? Please list all gifts given to external organisations or individuals
    in the previous financial year with the following details:
        -      Gift given
        -      Name of external organisation or individual
        -      Reason given
        -      Estimated value
        -      Date given.

Response
In 2017/18 to date a total of $2,108 has been paid in gifts/koha to various
organisations / individuals. Largest payments were:

       $773 for various marae hosting visits in preparation for the Tuia – Encounters
        250 commemoration
       $200 related to the commemoration of the Māori Parliament’s 100th
        anniversary
       $150 for community engagement related to the Landmarks project
       $120 to four National War Memorial Committee Members
       $113 for a retirement gift to a caretaker working in Bougainville

In 2016/17 a total of $4,029 was paid in gifts/koha to various organisations /
individuals during the period. This includes:

Vote Arts, Culture and Heritage, Supplementary Standard Estimates Questionnaire 2018/19                           19
      $1,253 in gift vouchers divided across 28 participants of a leaders hui in
       preparation for the Tuia – Encounters 250 commemoration
      $1,043 in gift vouchers divided across 24 participants of a customer insight
       project
      $600 Koha for various marae hosting visits in preparation for the Tuia –
       Encounters 250 commemoration.

55. What policies do the agencies funded by the Vote have on the organisation
    giving gifts to staff? How did this compare to the past financial year? Please list
    all gifts given to staff exceeding $100 in value in the previous financial year with
    the following details:
       -       Gift given
       -       Position of staff member
       -       Reason given
       -       Estimated value
       -       Date given.

Response
No gifts in excess of $100 were provided to Ministry staff.

56. What potential conflicts of interest have been identified by the agencies funded
    by the Vote regarding the board, management or senior staff in 2018/19? For
    each, please provide the following details:
       -       Conflict identified.
       -       Whether or not any contract, policy, consent or other consideration has
               been entered into with any entity identified in any conflict in the past five
               financial years.
       -       Value of any contract, policy, consent or other consideration has been
               entered into with any entity identified in any conflict in each of the past five
               financial years.
       -       Steps take to mitigate any possible conflict in granting any contract,
               policy, consent or other consideration which has been entered into with
               any entity identified in any conflict in each of the past five financial years.
Response
All Ministry employees are required to complete a conflicts of interest declaration
form on appointment, and to update the declaration as their circumstances change.
In addition, all managers and budget holders are required to complete a financial
interest declaration form on appointment and annually thereafter.

The Ministry has not identified any conflict of interest regarding any member of the
Ministry’s Leadership Team in relation to any entity with which the Ministry has
entered into, or is likely to enter into, a contract. This is the case for the previous five
years.

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57. What non-government organisations, associations, or bodies, if any, do the
    agencies funded by the Vote intend to be a member of during 2018/19? For
    each, what is the cost for each of its memberships and how does this compare
    to each of the past five financial years?

Response
The table below shows which organisations and associations the Ministry has been a
member of over the last four financial years. It is expected to be similar in 2018/19.

                                     Membership                             Year & Cost
                       International Federation for Public                       2017/18 – $0
                       History                                                   2016/17 – $0
                                                                             2015/16 – US$50
                                                                             2014/15 – US$50
                                                                             2013/14 – US$50
                       Wellington Regional Art & Cultural                      2017/18 – $425
                       Development Trust (Arts Wellington)                     2016/17 – $425
                                                                               2015/16 – $425
                                                                               2014/15 – $425
                       Diversity Works NZ (formerly Equal                      2017/18 – $550
                       Employment Opportunities Trust)                         2016/17 – $550
                                                                               2015/16 – $550
                                                                               2014/15 – $550
                                                                               2013/14 – $500
                                                                               2012/13 – $500
                       GOVIS (*NZ Government Information                       2017/18 – $174
                       Systems Managers Forum)                                 2016/17 – $174
                                                                               2015/16 – $174
                                                                               2012/13 – $174
                       ICCROM – International Heritage                      2017/18 – $8,719
                       Organisation                                        2016/17 – $14,397
                                                                           2015/16 – $16,433
                                                                           2014/15 – $14,256
                                                                           2013/14 – $16,014
                                                                           2012/13 – $16,189
                       National Digital Forum                               2017/18 - $10,000
                                                                            2016/17 - $10,000
                                                                            2015/16 - $10,000
                                                                             2014/15 - $5,000
                                                                             2013/14 - $5,000
                                                                             2012/13 - $5,000

Invoices and Procurement

58. How many penalties for late payment of an invoice do the agencies funded by
    the Vote expect to incur in the 2018/19 year, and how does this compare to the
    past five financial years

Response
The Ministry did not incur any penalty payments on any monies for supply of goods
or services over the period or in prior periods.

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59. What is the total value of penalty interest payments incurred by the agencies
    funded by the Vote over each of the past five financial years due to late
    payment of invoices to small and medium sized businesses which the agencies
    funded by the Vote hold contracts with? What is it expected to be in the
    2018/19 financial year?

Response
The Ministry did not incur any penalty payments on any monies for supply of goods
or services over the period or in prior periods.

60. How many contracts are expected to be awarded by the agencies funded by
    the Vote with a value of $1 million or more in the 2018/19 financial year, where
    known listed by name of company contracted and total value of contract? How
    does that compare with each of the past five financial years?

Response
In 2018/19 the Ministry expects to enter into a contract with the Australian National
Maritime Museum to support the Tuia – Encounters 250 commemoration. This
contract is currently being negotiated.

Some grants awarded by the Ministry are in excess of $1 million. These are detailed
at https://mch.govt.nz/RegionalCultureHeritageFund and
https://heritageequip.govt.nz/funding-your-project/heritage-equip-funding/funded-
projects

There were no other individual contracts above $1 million over the past five years.

Advertising, Polling, and Public Relations

61. What polls, surveys or market research do the agencies funded by the Vote
    intend to undertake in the following financial year and what is the total
    estimated costs of the polls, survey and market research that is proposed?
    Please provide the following details:
       -       Who is to conduct the work
       -       Date the work is to commence
       -       Estimated completion date
       -       Estimated total cost
       -       Whether tenders were or are to be invited; if so, how many were received.

Response
There is a survey form which visitors to the National War Memorial are invited to
complete as they exit. This is ongoing but has no cost. Schools which go through
the education programme are invited to complete an online survey following the visit.
This is also at no cost.

Vote Arts, Culture and Heritage, Supplementary Standard Estimates Questionnaire 2018/19   22
62. How much is estimated will be spent on advertising, public relations campaigns
    or publications in the forthcoming financial year? How does this compare to the
    total cost of campaigns or publications completed in the past five financial
    years? Provide copies of any evaluations of campaigns undertaken in 2017/18.

Response
The Ministry’s budgets for advertising, public relations campaigns or publications for
2018/19 are being finalised.

Below is an overview of the total costs of advertising and publications for the last four
financial years across the Ministry.

The 2017/18 financial year includes $68,407 for the WW100 Centenary Programme,
and the remaining is for the Landmarks Programme.

Between 2010/11 and 2013/14, the vast majority was spent in relation to the Going
Digital campaign.

                                        Year           Total cost
                                    2017/2018                $172,526 (estimate)
                                      2016/17                             $251,019
                                      2015/16                             $160,000
                                      2014/15                             $199,256
                                      2013/14                           $2,646,376

63. For each advertising or public relations campaign or publication to be
    conducted or commissioned or planned by the agencies funded by the Vote in
    or for the 2018/19 financial year, please provide the following:
       -       Details of the project including all communication plans or proposals, any
               reports prepared for Ministers in relation to the campaign and a
               breakdown of costs
       -       Who is to conduct project
       -       Type of product or service generally provided by the above
       -       Date the work is to commence
       -       Estimation completion date
       -       Estimated total cost
       -       Whether it is intended that the campaign will be shown to the Controller
               and Auditor-General
       -       Whether tenders were or are to be invited; if so, how many were or will be
               received.

Response
The Ministry’s budgets for advertising, public relations campaigns or publications for
2018/19 are being finalised.

Vote Arts, Culture and Heritage, Supplementary Standard Estimates Questionnaire 2018/19   23
64. How many public relations and/or communications staff and
    contractors/consultants do the agencies funded by the Vote employ; what is the
    total salary budget for these staff and how does that compare with each of the
    past five financial years?

Response
The Ministry currently employs five communications staff. In addition to two core
permanent positions, the Ministry has engaged other communications staff on fixed
terms to support major projects (e.g. the First World War centenary project and Tuia
– Encounters 250 commemoration). The figures for the past five years (as at 31
December) are below.

                     Current      2017/18       2016/17      2015/16       2014/15        2013/14
                         5             4            3             3             3           3

The salaries of the Ministry’s communications staff fall within the remuneration range
applicable to the grade of each position. The annual salary budget cannot be
provided without compromising the privacy of the individuals concerned, because of
the small number of positions. The amount has varied from year to year, depending
on the number and grading of positions.

Official Information and Privacy

65. Will the agencies funded by the Vote have an internal group of staff whose
    primary role is to support the Minister or their office by processing information
    requests such as Parliamentary questions, Official Information Act requests,
    and ministerial correspondence in 2018/19; if so, what is the name of that
    group, how many staff will be in the group and where will they be located? How
    do the numbers of staff and their locations compare to each of the past five
    financial years

Response
The Ministry has a Ministerial Services team, whose responsibilities include support
for Ministerial offices, co-ordination of responses to parliamentary questions, official
information requests and Ministerial correspondence, and providing draft speeches.
This team comprises four employees (not counting staff seconded to Ministerial
offices, who are covered in question 100), and is located in the Policy and Sector
Performance Group. This has been the case for the last five years, and will continue
in 2018/19.

66. How many Official Information requests do the agencies funded by the Vote
    expect to receive in 2018/19, and how many were replied to in the past five
    financial years broken down by whether they were answered or declined? How
    many complaints to the Ombudsman were made in respect of the handling of
    Official Information Requests over the past five financial years?

       For the 2017/18 financial year provide the following information:
       -       Number of OIA requests received;
       -       Number of OIA requests answered within 20 working days;

Vote Arts, Culture and Heritage, Supplementary Standard Estimates Questionnaire 2018/19             24
-       Number of OIA requests answered in excess of 20 working days without
               an extension;
       -       Number of OIA requests answered in excess of 20 working days with an
               extension’ and
       -       Number of OIA requests transferred within 10 working days; and
       -       Number of OIA requests transferred outside the 10 working days.
Response
The numbers of OIA requests completed are provided in the table below. The
2017/18 year is as at 31 March 2018.

The Ministry does not capture information on the number of Official Information Act
requests that are transferred or declined, but all requests that were transferred were
transferred within 10 working days.

The Ministry’s performance target is to respond to 100% of all Official Information Act
requests within the statutory deadline of the Official Information Act 1982 (20 working
days) unless extended under provisions of the Act. The Ministry’s performance
percentages for responding to Official Information Act requests within 20 working
days, including extensions received under section 15A of the Official Information Act
1982, in the previous five financial years are:

                                2017/18        2016/17        2015/16        2014/15      2013/14   2012/13
 Requests received                  33             71             60             53         38        41
 % responded to within
 timeframes (including            100%            92%            94%            90%        87%       90%
 extensions)

67. Do the agencies funded by the Vote have targets or performance measures for
    the timeliness of response to Official Information Requests? If so, what are
    those targets or performance measures for 2018/19? What were the target or
    performance results for the past five financial years for agencies funded by the
    Vote?

Response
Refer to the answer to question 66 above.

68. How many complaints have been received by the agencies funded by the Vote
    and how many investigations into complaints (i.e. through Ombudsmen, Privacy
    Commissioner etc) were undertaken in the 2017/18 financial year? How many
    complaints do the agencies funded by the Vote expect in the 2018/19 financial
    year, and how many investigations into complaints (i.e. through ombudsmen,
    privacy commissioner etc) do the agencies funded by the Vote expect in the
    2018/19 financial year?

Response
In 2017/18 (as at 31 March 2018) one complaint to the Ombudsman has been made,
and the investigation is underway. One complaint to the Privacy Commissioner was
made, and the investigation is complete.

Vote Arts, Culture and Heritage, Supplementary Standard Estimates Questionnaire 2018/19                    25
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