Budget Transfer from Economic Development, Tourism, Sport and Culture: Jersey Archive Storage Extension

Information about the publication of Ministerial Decisions

A formal published “Ministerial Decision” is required as a record of the decision of a Minister (or an Assistant Minister where they have delegated authority) as they exercise their responsibilities and powers.

Ministers are elected by the States Assembly and have legal responsibilities and powers as “corporation sole” under the States of Jersey Law 2005 by virtue of their office and in their areas of responsibility, including entering into agreements, and under any legislation conferring on them powers.

An accurate record of “Ministerial Decisions” is vital to effective governance, including:

demonstrating that good governance, and clear lines of accountability and authority, are in place around decisions-making – including the reasons and basis on which a decision is made, and the action required to implement a decision
providing a record of decisions and actions that will be available for examination by States Members, and Panels and Committees of the States Assembly; the public, organisations, and the media; and as a historical record and point of reference for the conduct of public affairs

Ministers are individually accountable to the States Assembly, including for the actions of the departments and agencies which discharge their responsibilities.

The Freedom of Information Law (Jersey) Law 2011 is used as a guide when determining what information is be published. While there is a presumption toward publication to support of transparency and accountability, detailed information may not be published if, for example, it would constitute a breach of data protection, or disclosure would prejudice commercial interest.

A decision made 20 December 2017:

Decision Reference: MD-T-2017-0113
Decision Summary Title:	Budget transfer in 2017 from EDTSC to the Jersey Archive Storage Extension capital head of expenditure		Date of Decision Summary:	19 December 2017
Decision Summary Author:	Finance Manager		Decision Summary: Public or Exempt?	Public
Type of Report: Oral or Written?	Written		Person Giving Oral Report:	N/A
Written Report Title:	Budget transfer in 2017 from EDTSC to the Jersey Archive Storage Extension capital head of expenditure		Date of Written Report:	19 December 2017
Written Report Author:	Finance Manager		Written Report : Public or Exempt?	Public
Subject: A budget transfer of £360,000 in 2017 from the Economic Development, Tourism, Sport and Culture (“EDTSC”) revenue head of expenditure to the Archive Storage Extension (FA0MD15118) capital head of expenditure in the Department for Infrastructure (DfI) to eliminate the effects of construction inflation and complete the capital funding required to enter into contracts for the construction of the Jersey Archive Storage Extension.
Decision(s): The Minister accepted the budget transfer of £360,000 in 2017 from the Economic Development, Tourism, Sport and Culture (“EDTSC”) revenue head of expenditure to the Archive Storage Extension (FA0MD15118) capital head of expenditure in the Department for Infrastructure (DfI) to eliminate the effects of construction inflation and complete the capital funding required to enter into contracts for the construction of the Jersey Archive Storage Extension.
Reason(s) for Decision: Article 18(1)(c) of the Public Finances (Jersey) Law 2005 states that all or any part of the amount appropriated by a head of expenditure may, with the approval of the Minister for Treasury and Resources, be used for the purposes of another head of expenditure. Delegation 1.2 delegates authority for non-contentious transfers between heads of expenditure of up to £1,000,000 to the Treasurer of the States. Storage space at the existing Archive is close to exhaustion, with the existing Store Room forecast to be full by 2019. Funding is required to enable Jersey Property Holdings to into enter final negotiations with the contractor for the construction of the Jersey Archive Store Room extension.
Resource Implications: The EDTSC revenue head of expenditure will decrease by £360,000 and the DfI capital head of expenditure will increase by an identical amount. This decision does not change the total amount of expenditure approved by the States in the Medium Term Financial Plan.
Action required: The Finance Director to request the approval of the Minister for Treasury and Resources for these budget transfers.
Signature:		Position: Minister for Infrastructure
Date Signed:		Date of Decision (If different from Date Signed):

Budget Transfer from Economic Development, Tourism, Sport and Culture: Jersey Archive Storage Extension

- 1 -

DEPARTMENT FOR INFRASTRUCTURE

BUDGET TRANSFER IN 2017 FROM EDSTC TO THE JERSEY ARCHIVE STORAGE

EXTENSION CAPITAL HEAD OF EXPENDITURE

Purpose of Report

To approve a budget transfer of £360,000 in 2017 from the Economic Development, Tourism, Sport and Culture (“EDTSC”) revenue head of expenditure to the Archive Storage Extension (FA0MD15118) capital head of expenditure in the Department for Infrastructure (DfI) to eliminate the effects of construction inflation and complete the capital funding required to enter into contracts for the construction of the Jersey Archive Storage Extension.

Background

In 1992 the States voted (P.99/1992) to establish Jersey Archive (JA) (as part of Jersey Heritage) to provide an archive service, with premises to house the archives opening in Clarence Road in 2000.

Since 2000 the archive service has taken on considerable extra responsibility in terms of delivering a public records service on behalf of the States of Jersey, States-funded bodies, plus private, commercial or third sector organisations operating in the Island.

The introduction of the Public Records, Data Protection and Freedom of Information legislation has led to significant increases in demand for physical storage of records over the last ten years and an increased interest from the public for access to documents related to both government process and Jersey history. This increased demand for document storage, digital recording and the archiving of key records has led to a situation where by the end of 2019 it is forecast that space within the original strong room at Jersey Archive will be exhausted.

The nature of the record keeping work is States-wide and covers the record keeping of a number of additional States-funded organisations as well as States Departments. It is important to recognise that this work falls outside the Partnership Agreement which EDTSC currently has with Jersey Heritage and is not a specific responsibility of a single Department.

Creation of an additional strong-room of the same size as the present one, would provide more than 30 years’ future storage at current rates of deposit.

The EDTSC Department is willing to initially underwrite the outstanding £360,000 inflationary costs from 2017 Departmental underspends, in order that Jersey Property Holdings (“JPH”) can put in hand matters to secure the current preferred tender.

This funding will give JPH the reassurance it needs to enter into final negotiations with the contractor.

3. Recommendation

The Minister is recommended to accept the budget transfer of £360,000 in 2017 from the Economic Development, Tourism, Sport and Culture (“EDTSC”) revenue head of expenditure to the Archive Storage Extension (FA0MD15118) capital head of expenditure in the Department for Infrastructure (DfI) to eliminate the effects of construction inflation and complete the capital funding required to enter into contracts for the construction of the Jersey Archive Storage Extension.

4. Reason for Decision

Article 18(1)(c) of the Public Finances (Jersey) 2005 states that all or any part of the amount appropriated by a head of expenditure may, with the approval of the Minister for Treasury and Resources, be used for the purposes of another head of expenditure.

Storage space at the existing Archive is close to exhaustion, with the existing Store Room forecast to be full by 2019. Funding is required to enable JPH to into enter final negotiations with the contractor for the construction of the Jersey Archive Store Room extension.

5. Resource Implications

The EDTSC revenue head of expenditure will decrease by £360,000 and the DfI capital head of expenditure will increase by an identical amount.

This decision does not change the total amount of expenditure approved by the States in the Medium Term Financial Plan.

6. Action Required

The Finance Director to request the approval of the Minister for Treasury and Resources for these budget transfers.

Written by:	Finance Director
Approved by:	Director of Finance