The Department of Internal Affairs

The Department of Internal Affairs

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Resource material › Corporate Publications › Annual Report 2010-11Pūrongo ā Tau

Part C: Financial Statements – Non-Departmental

Revenue and Expenditure

Non-Departmental Schedule of Revenue for the year ended 30 June
ACTUAL
2009/10
$000
VOTE NOTE ACTUAL
2010/11
$000
MAIN EST
2010/11
$000
SUPP EST
2010/11
$000
Revenue
357 Community and Voluntary Sector 249
1,139 Emergency Management 43
107 Internal Affairs
125 Local Government 380 125 125
Ministerial Services 83
Archives 10,162
National Library 484 530
1,728 Total Revenue 11,401 125 655

Explanation of significant variances against budget are detailed in note 7.

Non-Departmental Schedule of Expenditure for the year ended 30 June
ACTUAL
2009/10
$000
VOTE NOTE ACTUAL
2010/11
$000
MAIN EST
2010/11
$000
SUPP EST
2010/11
$000
Expenses
22,597 Community and Voluntary Sector 25,329 25,491 25,491
2,694 Emergency Management 161,604 2,889 31,653
2,422 Internal Affairs 3,027 2,125 3,873
47,289 Local Government 55,742 60,844 61,998
20,158 Ministerial Services 20,838 20,912 21,860
Archives 82,884
National Library 6 7
3,923 Racing 3,967 4,000 4,000
99,083 Total Appropriation Expenses 353,397 116,261 148,882

Explanation of significant variances against budget are detailed in note 7.

The accompanying notes form part of these financial schedules. For a full understanding of the Crown’s financial position and the operations for the period, reference should be made to the consolidated Financial Statements of the Government.

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Non-Departmental Expenditure and Capital Expenditure Appropriations

Schedule of Non-Departmental Expenditure and Capital Expenditure against Appropriations for the year ended 30 June
ACTUAL
2009/10
$000
VOTE NOTE ACTUAL
2010/11
$000
MAIN EST
2010/11
$000
SUPP EST
2010/11
$000
Non-Departmental Expenses
Vote Community and Voluntary Sector
Non-Departmental Output Expenses
4,886 Charities Administration 4,992 5,066 5,066
Other Expenses to be Incurred by the Crown
2,560 Community Development Scheme 2,560 2,560 2,560
406 Community Internship Programme 258 331 331
13,861 Community Organisation Grants Scheme 13,988 14,000 14,000
Digital Literacy and Connection 2,782 2,782 2,782
151 Debt Write-Downs
150 Disarmament Education Grants 150 150 150
402 Support for Volunteering 402 402 402
181 Youth Workers Training Scheme 197 200 200
22,597 Total Appropriations 25,329 25,491 25,491
Vote Emergency Management
Other Expenses to be Incurred by the Crown
1,805 Emergency Expenses 8 16,355 2,000 21,664
February 2011 Christchurch Earthquake National Controller Costs 8 3,324 4,100
Canterbury Earthquake Payments in respect of Indemnity for Response and Recovery Costs – Section 65ZG Public Finance Act 1989 8 108,457
Emergency Expenditure – Section 25 Public Finance Act 1989 8 27,976
Ex Gratia Payment for Canterbury Earthquake Appeal 5,000 5,000
889 Subsidies to Local Government 492 889 889
2,694 Total Appropriations 161,604 2,889 31,653
Vote Internal Affairs
Non-Departmental Output Expenses
1,960 Classification of Films, Videos and Publications 1,960 1,960 1,960
116 Development of Online Authentication Services 116 116 116
Other Expenses to be Incurred by the crown
103 Miscellaneous Grants (Internal Affairs) 71 49 109
Pike River Royal Commission of Inquiry – Legal Representation and Assistance 551 1,077
25 Public Inquiries 329 611
218 Reimbursing of Holding Costs
2,422 Total Appropriations 3,027 2,125 3,873
Vote Local Government
Benefits and Other Unrequited Expenses
44,039 Rates Rebate Scheme 51,907 57,000 57,800
Other Expenses to be Incurred by the Crown
1,613 Chatham Islands Council 2,197 2,197 2,551
137 Depreciation (Local Government) 138 147 147
1,500 Tuwharetoa Māori Trust Board 1,500 1,500 1,500
47,289 Total Appropriations 55,742 60,844 61,998
Vote Ministerial Services
Benefits and Other Unrequited Expenses
520 Annuities to Former Governors-General, Prime Ministers and their Surviving Spouses 464 475 1,100
Other Expenses to be Incurred by the Crown
132 Depreciation on Official Residences 144 137 147
7,868 Executive Council and Ministers’ Salaries and Allowances 8,326 8,320 8,400
15 Governors-General Pension Arrangements 19 20 23
11,509 Members of the Executive’s Internal and External Travel 11,299 11,440 11,790
114 Travel for Former Governors-General and Prime Ministers 252 520 400
20,158 Total Appropriations 20,504 20,912 21,860
Vote: National Library
Non-Departmental Output Expenses
Public Lending Rights 6 7
Total Appropriations 6 7
Vote Racing
Other Expenses to be Incurred by the Crown
3,000 Racing Promotion and Sponsorship Scheme 2,968 3,000 3,000
923 Racing Safety Development Fund 999 1,000 1,000
3,923 Total Appropriations 3,967 4,000 4,000
99,083 Total Non-Departmental Expenditure 270,179 116,261 148,882
Non-Departmental Capital Expenditure
Vote National Library
Non-Departmental Capital Expenditure
Alexander Turnbull Library Heritage Collection 602 762
Total Appropriations 602 762
Vote Local Government
Non-Departmental Capital Expenditure
24,239 Loan to the Auckland Transition Authority 58,260 40,793 69,827
34 Capital Investments Lake Taupo 34 34
Local Government Debt Vehicle 450 5,000 5,000
24,273 Total Appropriations 58,710 45,827 74,861
24,273 Total Non-Departmental Capital Expenditure 59,312 45,827 75,623
123,356 Total Non-Departmental Appropriations 329,491 162,088 224,505

Explanation of significant variances against budget are detailed in note 7.

Reconciliation between the Non-Departmental Expenditure and Capital Expenditure against Appropriations Schedule and the Non-Departmental Schedule of Expenditure
ACTUAL
2009/10
$000
VOTE ACTUAL
2010/11
$000
99,083 Total Expenses in Schedule of Expenditure 353,397
Travel for Former Governors-General and Prime Ministers Annuity Re-measurement 300
Annuities to Former Governors-General, Prime Ministers and their Surviving Spouses Annuity Re-measurement (631)
Governors-General Pension Arrangements Annuity Re-measurement (3)
Archives Collection Acquisitions Revaluation (82,884)
99,083 Total Expenses in Schedule of Non-Departmental Expenditure and Capital Expenditure against Appropriation 270,179

The accompanying notes form part of these financial schedules. For a full understanding of the Crown’s financial position and the operations for the period, reference should be made to the consolidated Financial Statements of the Government.

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Unappropriated Expenditure

Schedule of Non-Departmental Unappropriated Expenditure and Capital Expenditure for the year ended 30 June

The Statement of Unappropriated Expenditure details the amount of expenditure incurred above appropriation.

2010/11 Unappropriated Expenditure against Main Estimates

There was no unappropriated expenditure against Main Estimates for the year ended 30 June 2011. (2009/10: $Nil)

2010/11 Unappropriated Expenditure against Supplementary Estimates

There was unappropriated expenditure of $0.105 m between the period of March Baseline Update and Supplementary Estimates for Travel for Former Governors-General and Prime Ministers. The appropriation was incorrectly reduced for a forecast change relating to a downward adjustment in actuarial changes in the provision for future payments. This was corrected at Supplementary Estimates and has been included in the 2010/11 Appropriations (Financial Review) Bill.

There was no unappropriated expenditure for the year ended 30 June 2010.

Section 25 Public Finance Act Expenditure

The Minister of Finance approved expenses to meet emergency costs under Section 25 of the Public Finance Act 1989. This approval was given as direct result of declaring a state of national emergency for the Canterbury earthquakes under the Civil Defence Act 1983 and the Civil Defence Emergency Management Act 2002. $27.976 m of Expenses were incurred under this approval.

Details of the costs incurred under Section 25 of the Public Finance Act are in note 8.

The accompanying notes form part of these financial schedules. For a full understanding of the Crown’s financial position and the operations for the period, reference should be made to the consolidated Financial Statements of the Government.

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Non-Departmental Schedule of Assets and Liabilities and Revaluation Reserves

This schedule summarises the assets the Department administers on behalf of the Crown.

Schedule of Non-Departmental Assets as at 30 June
RESTATED
ACTUAL
2009/10
$000
NOTE ACTUAL
2010/11
$000
MAIN EST
2010/11
$000
SUPP EST
2010/11
$000
Assets
Current Assets
30,563 Cash 35,056 22,908 14,442
735 Accounts Receivable 174 147 420
8,125 Loan to Auckland Transition Authority 8,504 76,266 13,125
39,423 Total Current Assets 43,734 99,321 27,987
Non-Current Assets
1,793 Loan to Charities Commission 1,796 1,793 1,793
Loans for Local Authority Debt Vehicle 450
19,935 Non-Current Plant, Property and Equipment 2 21,845 17,677 19,675
Non-Current Collections 2 1,283,982 1,492,220
21,728 Total Non-Current Assets 1,308,073 19,470 1,513,688
61,151 Total Assets 1,351,807 118,791 1,541,675

Explanation of significant variances against budget are detailed in note 7.

This schedule summarises the Liabilities and Revaluation Reserves the Department administers on behalf of the Crown.

Schedule of Non-Departmental Liabilities and Revaluation Reserves as at 30 June
RESTARTED
ACTUAL
2009/10
$000
NOTE ACTUAL
2010/11
$000
MAIN EST
2010/11
$000
SUPP EST
2010/11
$000
Liabilities
Current Liabilities
11,072 Payables 3 142,081 7,977 10,737
11,072 Total Current Liabilities 142,081 7,977 10,737
Non-Current Liabilities
10,343 Provisions 10,675 10,251 10,343
10,343 Total Non-Current Liabilities 10,675 10,251 10,343
21,415 Total Liabilities 152,756 18,228 21,080
Revaluation Reserves
Revaluation Reserves
8,543 Revaluation Reserve 4 296,123 8,543 435,110
8,543 Total Revaluation Reserves 296,123 8,543 435,110

Explanation of significant variances against budget are detailed in note 7.

The accompanying notes form part of these financial schedules. For a full understanding of the Crown’s financial position and the operations for the period, reference should be made to the consolidated Financial Statements of the Government.

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Non-Departmental Commitments

Non-Departmental Commitments for the year ended 30 June
ACTUAL
2009/10
$000
ACTUAL
2010/11
$000
Other Operating Commitments
796 Less than one year 1,741
908 One to two years 908
1,534 Two to five years 627
3,238 Total Other Operating Commitments 3,276
3,238 Total Commitments 3,276

The accompanying notes form part of these financial schedules. For a full understanding of the Crown’s financial position and the operations for the period, reference should be made to the consolidated Financial Statements of the Government.

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Non-Departmental Contingent Assets and Liabilities

Schedule of Non-Departmental Contingent Assets and Liabilities as at 30 June

Quantified Contingent Liabilities

There were no quantified contingent liabilities for the year ended 30 June 2011.

There was one quantified contingent liability of $0.191 m in 2009/10 for Annuities.

Unquantified Contingent Liabilities

Civil Defence Emergency Management – Canterbury Earthquakes Unquantified Contingent Liability 2010/11

There is one unquantified contingent liability as at 30 June 2011. This relates to the Canterbury earthquakes of 4 September 2010, 22 February and 13 June 2011 where the Crown, at present, has assumed liability for 60 percent of damages with regard to essential infrastructure (fresh water, storm water, waste water, and river management systems) as advised to it by Christchurch City Council, Selwyn Council, Waimakariri District Council and Environment Canterbury or the Department directly. The assumptions and variances are at present too wide and varied to give a reliable quantification of the Crown’s liability.

Any costs that can be reliably estimated have been recognised as payables. See notes 3 and 8.

Unquantified Contingent Liabilities 2009/10

There were no unquantified contingent liabilities for the year ended 30 June 2010.

Civil Defence Emergency Management – General Liability to New Zealand Local Authorities

The Guide to the National Civil Defence Emergency Management Plan (‘the Guide’) states that the Government will reimburse local authorities, in whole or in part, for certain types of response and recovery costs incurred as a result of a local or national emergency. The Guide is issued by the Director of Civil Defence Emergency Management (CDEM) under Section 9 of the Civil Defence Emergency Management Act 2002. Examples of emergencies covered by the Guide include:

  • natural disasters, such as flood, storm, cyclone, snowstorm, earthquake, volcanic, geothermal incident, tsunami, landslide, and lahar, and

  • non-natural events, such as certain lifeline utility failure.

Under current policy as set out in the Guide, local authorities may be eligible for reimbursement of cost categories as follows:

  • 100 percent of “direct response” costs (these are costs associated with caring for displaced people)

  • 60 percent of “other response” costs (temporary repairs to essential infrastructure and precautionary measures to reduce immediate damage), and

  • 60 percent of “recovery” costs (these relate to restoration of local authority essential infrastructure (fresh water, storm water and waste water) and river management systems, where there is major community disruption or continuing risk to life).

For the second and third categories above, reimbursement is above an individualised threshold based on the capital value of the affected district or region (i.e. an excess applies).

Contingent Assets

There were no contingent assets for the year ended 30 June 2011. (2009/10: $Nil)

The accompanying notes form part of these financial schedules. For a full understanding of the Crown’s financial position and the operations for the period, reference should be made to the consolidated Financial Statements of the Government.

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Notes to the Non-Departmental Financial SchedulesNotes to the Non-Departmental Financial Schedules for the year ended 30 June

1. Statement of Accounting Policies

Reporting Entity

These Non-Departmental schedules and statements present financial information on public funds managed by the Department of Internal Affairs (Department) on behalf of the Crown.

These Non-Departmental balances are consolidated into the Financial Statements of the Government. For a full understanding of the Crown’s financial position, results of operations and cash flows for the year, reference should also be made to the consolidated Financial Statements of the Government.

Reporting Period

The reporting period for these financial schedules is for the year ended 30 June 2011.

Basis of Preparation

Statement of Compliance

These financial statements have been prepared in accordance with New Zealand generally accepted accounting practice (NZ GAAP). They comply with New Zealand equivalents to IFRS (NZ IFRS) and other applicable Financial Reporting Standards, as appropriate for public benefit entities.

Budget Figures

The budget figures are those presented in the Budget Estimates of Appropriation (Main Est) for the Department. These budgets do not contain financials for Votes National Library and National Archives.

The Supplementary Estimates (Supp Est) figures incorporate the Department’s full year estimates from the former Department of Internal Affairs and five months of the former National Library and Archives New Zealand. The budgets also include other amendments made through the course of the Supplementary Estimates process.

Comparatives

When presentation or classification of items in the financial schedules are amended or accounting policies are changed voluntarily, comparative figures are restated to ensure consistency with the current period unless it is impracticable to do so.

Functional and Presentation Currency

The functional currency of the Department is New Zealand dollars. The financial statements are presented in New Zealand dollars and all values are rounded to the nearest thousand dollars ($000). All notes are presented in millions (m).

Accounting Policies

The Non-Departmental schedules have been prepared in accordance with the Government’s accounting policies as set out in the Consolidated Financial Statements of the Government, and in accordance with relevant Treasury instructions and Treasury circulars.

The accrual basis of accounting has been used unless otherwise stated.

The accounting policies set out below have been applied consistently to all periods presented in these financial statements.

Significant Accounting Policies

The following particular accounting policies have been applied:

Revenue

Revenues from the supply of services are recognised when earned in the Non-Departmental Schedule of Revenue on a straight line basis over the specified period for the services.

Donation Revenue

When a heritage collection asset is acquired, by donation or legal deposit, for nil or nominal consideration the fair value of the asset received is recognised as revenue in the Non-Departmental Schedule of Revenue.

Expenses
Grants

Discretionary grants are only recognised when a constructive obligation exists. This is deemed to occur both when the grant has been approved and the approval has been communicated to the recipient. Non-discretionary grants are recognised when specified criteria have been fulfilled and notice has been given to the Department.

Cash

Cash includes cash in transit and bank accounts.

Accounts Receivable and Loans

Accounts receivable have been designated as loans and receivables. Loans and receivables are non-derivative financial assets with fixed or determinable payments that are not quoted in an active market. Loans and receivables are recognised initially at fair value plus transaction costs and subsequently measured at amortised cost using the effective interest rate method. Loans and receivables entered into with a duration of less than 12 months are recognised at their nominal value. At each balance date, the Department assesses whether there is any objective evidence that loans and receivables are impaired. Any impairment losses are recognised in the Non-Departmental Schedule of Expenses.

Property, Plant and Equipment

Disposal

Realised gains and losses arising from disposal of land and property are recognised in the Non-Departmental Schedule of Revenue and Expenditure in the period in which the transaction occurs.

Impairment

The carrying amounts of land and property are reviewed at least annually to determine if there is any indication of impairment. Where an asset’s recoverable amount is less than its carrying amount, it will be reported at its recoverable amount and an impairment loss will be recognised. Losses resulting from impairment are reported in the Schedule of Revenue and Expenditure, unless the asset is carried at a revalued amount, in which case any impairment loss is treated as a revaluation decrease.

Revaluations

Unrealised gains and losses arising from changes in the value of land and buildings are recognised as at balance date. To the extent that a gain reverses a loss previously charged to the Schedule of Revenue and Expenditure for the asset class, the gain is credited to the Schedule of Revenue and Expenditure. Otherwise, gains are credited to an asset revaluation reserve for that class of asset. To the extent that there is a balance in the asset revaluation reserve for the asset class any loss is debited to the reserve. Otherwise, losses are reported in the Schedule of Revenue and Expenditure.

Accumulated depreciation at revaluation date is eliminated against the gross carrying amount so that the carrying amount after revaluation equals the revalued amount.

Specific Asset Class Policies

The following asset class specific policies have been applied:

Land and Buildings

Land and buildings are revalued at least every five years or whenever the carrying amount differs materially to fair value.

Revaluations are carried out for land and buildings to reflect the service potential or economic benefit obtained through control of these assets. Land and buildings are recorded at fair value less impairment losses and, for buildings, less depreciation accumulated since the assets were last revalued. Valuations undertaken in accordance with the standards issued by the New Zealand Property Institute are used.

Depreciation on buildings is charged on a straight-line basis at rates calculated to allocate the cost or valuation of an item of property, less any estimated residual value, over its estimated useful life. The estimated useful lives for buildings range from 10 to 50 years. Depreciation is not charged on land.

Alexander Turnbull Library Heritage Collections

Section 11 of the National Library of New Zealand (Te Puna Mātauranga o Aotearoa) Act 2003 requires the Crown to own the collections held in the Alexander Turnbull Library in perpetuity.

The Alexander Turnbull Library (ATL) Heritage Collections are measured at fair value. Due to the unique nature of the Heritage Collections it is not always practical or possible to obtain a market valuation. In these circumstances collections have been adjusted by the movement in the CPI to better reflect their current value. There are also difficulties associated with obtaining an objective valuation for the specified cultural and heritage assets.

The carrying value includes the value of purchases for the collections since the last revaluation and the value of material received through donations and legal deposits.

A valuation is performed every three years. The collections are not depreciated.

National Archives Collection

Non-exceptional National Archives Collection items are revalued every three years using a methodology that divided the collection into categories by format and age, to associate records that together could be said to have a broad commonality of value. Benchmark valuations were obtained from an independent valuer through market assessments and from other collections of a similar nature to Government archives. Accessions since the date of valuation are valued on the basis of these benchmarks.

Independent valuations of other exceptional items, including the Treaty of Waitangi, are conducted every three years and are based on market assessments from similar nature collections.

The valuation of the National Archives Collection includes only public archives in the possession of Archives New Zealand. Public archives held in other approved repositories do not form part of the valuation.

The collection is not depreciated.

Financial Liabilities

Financial liabilities are recognised initially at fair value less transaction costs and subsequently measured at amortised cost using the effective interest rate method.

Financial liabilities entered into with duration of less than 12 months are recognised at their nominal value.

Other Liabilities and Provisions

Other liabilities and provisions are recorded at the best estimate of the expenditure required to settle the obligation. Liabilities and provisions to be settled beyond 12 months are recorded at their present value.

The balance of provisions represents the estimated value of future benefits payable to Former Governors-General and Former Prime Ministers over their expected lives payable under the Governor-General Act 2010 and the Civil List Act (1979).

Commitments

Operating and capital commitments arising from non-cancellable contractual or statutory obligations are disclosed within the Schedule of Commitments to the extent that both parties have not performed their obligations.

Contingent Assets and Liabilities

Contingent assets and contingent liabilities are recorded in the Schedule of Contingent Assets and Contingent Liabilities at the point at which the contingency is evident. Contingent assets are disclosed if it is probable that the benefits will be realised. Contingent liabilities are disclosed when there is a possibility that they will crystallise.

Goods and Services Tax (GST)

Amounts in the financial schedules are reported exclusive of GST except for accounts receivable and accounts payable. GST input tax on non-departmental expenditure is expensed.

Section 6 of the Public Finance Act 1989 provides authority for GST expenditure in relation to appropriated expenditure.

2. Fixed Assets

Fixed Assets 2010/11
Asset Class Balance
1 July
$000
Additions/
Depreciation
$000
Revaluations/
Impairments
$000
Disposals
$000
Transfers*
$000
Balance
30 June
$000
Cost or Valuation
Property, Plant and Equipment
Land 9,950 850 10,800
Buildings – Residential 5,574 1,267 6,841
Buildings – Commercial 4,886 (371) 4,515
Total Cost of Property, Plant and Equipment 20,410 1,746 22,156
Collections
Archives Heritage Collection
Archives Heritage Collection 10,162 (98,491) 528,433 440,104
Alexander Turnbull Library Heritage Collections
Cartographic 6 (3,701) 28,406 24,711
Children’s Historical 69 (144) 1,512 1,437
Drawing and Prints 49 (9,332) 72,605 63,322
Ephemera 29 (656) 5,240 4,613
Formed (67) 513 446
General 5 (14,898) 114,064 99,171
Manuscript/Archives 154 (10,772) 83,126 72,508
Music 20 (215) 1,771 1,576
Newspapers 90 (6,664) 51,326 44,752
New Zealand and Pacific 170 (4,181) 33,264 29,253
Oral History 86 (1,792) 14,302 12,596
Others (64) 493 429
Photographic 182 (9,746) 75,313 65,749
Serials 138 (5,820) 44,996 39,314
Short Title 24 (617) 5,176 4,583
Rare Books and Fine Prints 65 (56,903) 436,256 379,418
Total Alexander Turnbull Library Heritage Collections 1,087 (125,572) 968,363 843,878
Total Cost of Collections 11,249 (224,063) 1,496,796 1,283,982
Total Cost 20,410 11,249 (222,317) 1,496,796 1,306,138
Accumulated Depreciation
Non-Current Property, Plant and Equipment
Buildings – Residential 289 145 (434)
Buildings – Commercial 186 137 (12) 311
Total Accumulated Depreciation 475 282 (446) 311
Net Book Value
Property, Plant and Equipment 19,935 (282) 2,192 21,845
Collections 11,249 (224,063) 1,496,796 1,283,982
Total Net Book Value 19,935 10,967 (221,871) 1,496,796 1,305,827

* Transfers include transfers made to Non-Departmental accounts and transfers between Government Departments.

Fixed Assets 2009/10
Asset Class Balance
1 July
$000
Additions/
Depreciation
$000
Revaluations/
Impairments
$000
Disposals
$000
Transfers*
$000
Balance
30 June
$000
Cost
Property, Plant and Equipment
Land 8,250 1,700 9,950
Buildings – Residential 5,149 425 5,574
Buildings – Commercial 4,852 34 4,886
Total Cost of Property, Plant and Equipment 18,251 34 2,125 20,410
Accumulated Depreciation
Property, Plant and Equipment
Buildings – Residential 131 133 25 289
Buildings – Commercial 50 136 186
Total Accumulated Depreciation of Property, Plant and Equipment 181 269 25 475
Net Book Value of Property, Plant and Equipment 18,070 (235) 2,100 19,935

* Transfers include transfers made to Non-Departmental accounts and transfers between Government Departments.

3. Payables

Payables
ACTUAL
2009/10
$000
ACTUAL
2010/11
$000
11,072 Other Payables 33,332
Accrued Canterbury Earthquake Expenses 108,457
Accrued Heritage Collection Purchases 292
11,072 Total Payables 142,081

The carrying value of creditors and other payables approximates their fair value. Other payables and Accrued Heritage Collection purchases are non-interest bearing and are normally settled on 30 day terms and Accrued Canterbury Earthquake expenses are expected to be settled through the course of 2011/12.

4. Revaluation of Property, Plant and Equipment

Revaluation of Property, Plant and Equipment
ACTUAL 2009/11 ACTUAL 2010/11
ATL
COLLEC-
TIONS
$000
ARCHIVES COLLEC-
TION
$000
LAND AND
BUILDINGS
$000
TOTAL
$000
ATL
COLLEC-
TIONS
$000
ARCHIVES COLLEC-
TION
$000
LAND AND
BUILDINGS
$000
TOTAL
$000
8,543 8,543 Opening Balance 8,543 8,543
Transfers from Other Government Departments 410,960 15,607 426,567
Revaluation Movement (125,572) (15,607) 2,192 (138,987)
8,543 8,543 Closing Revaluation Reserves 285,388 10,735 296,123

Land and Buildings

Ministerial Properties

Darroch Ltd, a Licensed Real Estate Agent (REAA 2008), registered independent valuer, conducted a valuation of non-departmental Ministerial Properties land and buildings during May 2011 with valuations effective 30 June 2011.

The Ministerial Properties comprising Premier House, Vogel House and Bolton Street are restricted for Government use. The carrying value of the restricted use land and buildings is $15.200 m (2009/10 $13.072 m.)

Lake Taupo Boating and Building Facilities
Building Facilities

Building facilities were valued by Darroch Ltd, a Licensed Real Estate Agent (REAA 2008), registered independent valuer, conducted a valuation during May 2011 with valuations effective 30 June 2011.

Boating Facilities

Boating facilities were valued by DTZ New Zealand Ltd (MREINZ), registered independent valuer, in May 2009 with valuations effective 30 June 2009.

National Archives Collection

The National Archives Collection was revalued as at 30 June 2011 by an independent valuer, Dunbar Sloane, through market assessments and from other collections of a similar nature to government archives. This resulted in a valuation decrease of $98.491 m which resulted in the full balance of the revaluation reserves being reversed.

The Treaty of Waitangi was revalued as at 30 June 2011 by an independent valuer, Sotheby’s (London).

Other exceptional items are based on a valuation as at 30 June 2011 from Dunbar Sloane. These valuations were based on market assessments and from other collections of a similar nature.

Alexander Turnbull Library Heritage Collections

The Alexander Turnbull Library Heritage Collections were revalued as at 30 June 2011 by National Library staff. The revaluations were made based on an assessment of the change in the market price of similar collections between the date of the last valuation conducted on 30 June 2008 and 30 June 2011.

5. Financial Instrument Risks

The Department is party to financial instrument arrangements as part of its daily operations. These include cash and cash equivalents, accounts receivable, accounts payable and provisions, accrued expenses, term accrued expenses and foreign currency forward contracts.

The Department’s activities expose it to a variety of financial instrument risks, including market risk, credit risk and liquidity risk. The Department has a series of policies to manage the risks associated with financial instruments and seeks to minimise exposure from financial instruments. These policies do not allow any transactions that are speculative in nature to be entered into.

Market Risk

Currency Risk

Currency risk is the risk that accounts receivable and accounts payable due in foreign currency will fluctuate because of changes in foreign exchange rates. Foreign exchange forward contracts are used to manage foreign exchange exposures.

Interest Rate Risk

Interest rate risk is the risk that the value of a financial instrument will fluctuate due to changes in market interest rates. This could impact on the return on investment or the cost of borrowing.

Under Section 46 of the Public Finance Act 1989, the Department cannot raise a loan without approval of the Minister of Finance.

Credit Risk

Credit risk is the risk that a third party will default on its obligations to the Department, causing the Department to incur a loss.

Financial instruments, which potentially subject the Department to credit risk, consist of cash and bank balances and trade receivables.

The Department banks with Treasury approved financial institutions.

The Department holds cash with Westpac Banking Corporation (Westpac). Westpac is part of the Crown Retail Deposit Guarantee Scheme and so all deposits up to $1.000 m held with Westpac are guaranteed by the Crown.

Credit evaluations are undertaken on customers requiring credit. Collateral or other security is not generally required to support financial instruments with credit risk. Other than cash and bank balances and trade receivables, the Department does not have any significant credit risk.

Maximum Exposures to Credit Risk
Maximum Exposures to Credit Risk
ACTUAL
2009/10
$000
ACTUAL
2010/11
$000
30,563 Cash and Cash Equivalents 35,056
735 Accounts Receivable 174
8,125 Loan to Auckland Transition Authority 8,504
Loans for Local Authority Debt Vehicle 450
39,423 Total Exposure to Credit Risk 44,184

Cash and cash equivalents excludes any cash physically held including as petty cash as cash is not exposed to credit risk.

Liquidity risk

Liquidity risk is the risk that the Department will encounter difficulty raising liquid funds to meet commitments as they fall due.

In meeting its liquidity requirements, the Department closely monitors its forecast cash requirements with expected draw downs from the New Zealand Debt Management Office. The Department maintains a target level of available cash to meet liquidity requirements.

The table below analyses the Department’s financial liabilities that will be settled based on the remaining period at balance date to the contractual maturity date. The amounts disclosed are the contractual undiscounted cash flows.

Analysis of the Department’s financial liabilities that will be settled based on the remaining period at balance date to the contractual maturity date.
TOTAL
$000
LESS THAN
6 MONTHS
$000
BETWEEN
6 MONTHS
AND 1 YEAR
$000
BETWEEN
1 YEAR AND
5 YEARS
$000
OVER 5
YEARS
$000
2010/11
Payables 139,658 33,423 106,235
2009/10
Payables 11,072 11,072

6. Categories of Financial Instruments

The carrying amounts of financial assets and financial liabilities in each of the NZ IAS 39 categories are as follows:

Carrying amounts of financial assets and financial liabilities in each of the NZ IAS 39 categories.
ACTUAL
2009/10
$000
ACTUAL
2010/11
$000
Loans and Receivables
30,563 Cash and Cash Equivalents 35,056
735 Accounts Receivable 174
8,125 Current Loan to Auckland Transition Authority 8,504
1,793 Non-Current Loan to Charities Commission 1,796
Non-Current Loans for Local Authority Debt Vehicle 450
41,216 Total Loans and Receivables 45,980
Financial Liabilities Measured at Amortised Cost
11,072 Payables 142,081

7. Explanation of Significant Variances against Budget

Non-Departmental Appropriations

The significant variances for Appropriated Expenditure are explained below:

Vote Emergency Management
February 2011 Christchurch Earthquake National Controller Costs

This appropriation was created in 2010/11 to provide for expenditure incurred at the direction of the National Controller Civil Defence for response activities incurred after 21 March 2011 as part of the response to the 22 February 2011 Canterbury Earthquake.

Actual expenditure was $0.545 m lower than the Supplementary Estimates, primarily due to some expenses relating to the response activities being paid for by the Councils in the Canterbury region.

Emergency Expenses

The increase in the budget between the Main Estimates and the Supplementary Estimates of $19.664 m was due to an increase in funding to reimburse local authorities for response costs incurred as a result of the earthquake in Canterbury on 4 September 2010 ($10.926 m), an increase in funding for the reimbursement of response and recovery costs incurred by local authorities as a result of the Canterbury earthquake in September 2010 ($5.000 m) and expense transfers from 2009/10 to 2010/11 for assistance to Environment Bay of Plenty and Whakatane District Council for hazard mitigation work following civil defence emergency events in 2004 and 2005 (increase of $3.238 m) and to provide assistance to homeowners affected by flooding in Kaeo (increase of $0.500 m).

Actual expenditure was $6.251 m lower than the Supplementary Estimates and is mainly due to:

  • slower progress than anticipated on the hazard mitigation works in the Whakatane District, for which an in principle expense transfer from 2010/11 to 2011/12 was approved

  • delays in the completion of the long-term mitigation plan to relocate or raise vulnerable houses in the Kaeo catchment and township, for which an in principle expense transfer from 2010/11 to 2011/12 was approved, and

  • the majority of the contingency funding for emergency expenses was not required.

Ex Gratia Payment for Canterbury Earthquake Appeal

This appropriation was created in 2010/11 to provide assistance to individuals and families affected by the Canterbury Earthquake of 4 September 2010.

Vote Internal Affairs
Pike River Royal Commission of Inquiry – Legal representation and assistance

This new appropriation was created in 2010/11 to provide funding for legal representation and assistance in respect of the Royal Commission of Inquiry on the Pike River Coal Mine Tragedy.

Actual expenditure was $0.526 m lower than the Supplementary Estimates, and this is mainly due to delays in the commencement of hearings programme of the Royal Commission of Inquiry on the Pike River Mine Tragedy, for which an in principle expense transfer from 2010/11 to 2011/12 was approved.

Public Inquiries

The increase in the budget between the Main Estimates and the Supplementary Estimates of $0.611 m was due to an increase in funding for Commissioner’s fees for the Royal Commission of Inquiry on the Pike River Coal Mine Tragedy ($0.456 m) and an increase in funding for Commissioner’s fees for the Royal Commission of Inquiry on the Canterbury Earthquake ($0.155 m).

Actual expenditure was $0.282 m lower than the Supplementary Estimates, and primarily reflecting the deferral of expenditure for the Royal Commission of Inquiry on the Pike River Mine Tragedy and the Royal Commission of Inquiry on the Canterbury Earthquake as a result of change in the assumed timing of the Commissions’ work programmes. In principle expense transfers from 2010/11 to 2011/12 were approved for the under-expenditure for both Commissions.

Vote Local Government
Benefits and Other Unrequited Expenses
Rates Rebate Scheme

Actual expenditure was $5.893 m lower than the Supplementary Estimates, reflecting lower than anticipated take-up of the scheme in 2010/11.

Other Expense to be Incurred by the Crown
Chatham Islands Council

Actual expenditure was $0.354 m lower than the Supplementary Estimates, reflecting delays in identifying suitable waste management sites, for which an in principle expense transfer from 2010/11 to 2011/12 was approved.

Non-Departmental Capital Expenditure
Loan to the Auckland Transition Agency

The increase in the budget between the Main Estimates and the Supplementary Estimates of $29.034 m was due to an increase in funding to provide the Auckland Transition Agency with an increased loan facility ($22.800 m) and an increase in funding to recognise a capital transfer from 2009/10 to 2010/11 due to changes in the funding requirements for the Auckland Transition Agency ($6.234 m).

Actual expenditure was $11.567 m lower than the Supplementary Estimates due to the Auckland Transition Agency’s loan requirements being lower than anticipated.

Local Government Debt Vehicle

Actual expenditure was $4.550 m lower than the Supplementary Estimates, reflecting a change in the assumed timing of the passage of legislation to allow establishment of the Local Government Funding Agency, for which an in principle expense transfer from 2010/11 to 2011/12 was approved.

Vote Ministerial Services
Benefits and Other Unrequited Expenses
Annuities to Former Governors-General, Prime Ministers and their Surviving Spouses PLA

The increase in the budget between the Main Estimates and the Supplementary Estimates of $0.625 m was due to the recalculation of the actuarial valuation for annuities to Former Governors-General, Prime Ministers and their surviving spouses.

Vote National Library
Heritage Collections – Annual

The increase in the budget between the Main Estimates and the Supplementary Estimates of $0.762 m reflects the integration of the National Library of New Zealand into the Department of Internal Affairs with effect from 1 February 2011. The appropriation provides for the purchase of material for the Alexander Turnbull Library Collections held and managed by the National Library.

Non-Departmental Schedule of Revenue

The significant variances within the Non-Departmental Schedule of Revenue are explained below:

The increase in the budget between Main Estimates and Supplementary Estimates of $0.530 m for Vote National Library reflects the recognition of items received for the Heritage Collections below fair value.

Actual revenue and receipts were $10.746 m higher than the Supplementary Estimates, primarily reflecting donations to Archives Heritage Collection.

Schedule of Non-Departmental Assets

The significant variances within the Schedule of Non-Departmental Assets are explained below:

The decrease in Loans of $63.141 m between the Main Estimates and the Supplementary reflects the anticipated repayment of the loan to the Auckland Transition Agency. This did not eventuate. The increase in the budget between the Main Estimates and the Supplementary Estimates for heritage collections of $1.492 m reflects the expected value of the National Archives and National Library heritage collections as a result of the integration of the National Library of New Zealand and Archives New Zealand into the Department of Internal Affairs with effect from 1 February 2011.

The actual cash balance as at 30 June 2011 was $20.614 m higher than the Supplementary Estimates, primarily reflecting a lower level of expenditure than anticipated.

Schedule of Non-Departmental Liabilities

The significant variance within the Schedule of Non-Departmental Assets is explained below:

The increase in Payables of $77.474 m primarily reflects the anticipated claims from the four Councils in the Canterbury region for the response and recovery costs incurred as a result of the 22 February 2011 Canterbury Earthquake, and the anticipated payables for the Rates Rebate Scheme and community grants.

8. Emergency Expenditure for Canterbury earthquakes

The Canterbury region experienced two major earthquakes during the reporting period, on 4 September 2010 and 22 February 2011 (of magnitudes 7.1 and 6.3 respectively) in addition to a number of aftershocks (including a significant earthquake on 26 December 2010 and two significant earthquakes on 13 June 2011). These earthquakes caused significant damage to property and infrastructure.

These non-departmental financial statements report expenses in relation to these earthquakes under Vote Emergency Management Expenses.

Emergency Expenditure for Canterbury earthquakes
ACTUAL
2010/11
$000
National Controller Direct Response Expenses
February 2011 Christchurch Earthquake National Controller Costs 3,324
Section 25 Public Finance Act 19,281
Total National Controller Direct Response Expenses 22,605
Canterbury Local Authorities’ Response and Recovery Expenses
Payments in respect of indemnity for Response and Recovery Costs – Section 65ZG Public Finance Act 108,457
Emergency Expenses 15,850
Section 25 Public Finance Act 8,695
Total Canterbury Local Authorities’ Response and Recovery Expenses 133,002
Total Canterbury Earthquake Expenses 155,607

The Canterbury Local Authorities’ Response and Recovery expenses includes an advance of $8.695 m paid under the Public Finance Act, Section 25 on 23 February 2011.

There is a significant unquantified liability that has not yet been able to be recognised with relation to recovery costs for waste water, storm water and fresh water in the Canterbury region. This is because the costs are unable to be reliably measured.

National Controller Direct Response Expenses

Following the 22 February earthquake, and declaration of a State of National Emergency, the National Controller incurred necessary expenses in response to the emergency. These included expenses for freighting in emergency supplies and teams, chemical toilets, emergency fences and specialist equipment. The bulk of this expenditure was approved when the Minister of Finance invoked Section 25 of the Public Finance Act 1989 (expenses may be incurred in emergencies) immediately following the February earthquake. The balance of the expenditure was approved under a separate $4.100 m appropriation for expenditure incurred from 21 March 2011.

Canterbury Local Authorities’ Response and Recovery Expenses

Under the current Government policy setting, outlined in the National Civil Defence Emergency Management Plan (‘the Plan’) and Guide to the National Civil Defence Emergency Management Plan (‘the Guide’), four Canterbury local authorities will be reimbursed, in whole or part, for certain types of response and recovery costs incurred as a result of the earthquakes. The Government has provided an indemnity under the Public Finance Act 1989 Section 65ZG which enables the Department to recognise this obligation with respect to Canterbury earthquakes without further appropriation. The indemnity, in favour of the four affected Canterbury authorities, formalises the implicit guarantee under the Guide.

Response Costs

Under the Guide the standard financial support policy is for the Government to:

  • fully reimburse response costs associated with caring for displaced people, and

  • reimburse 60 percent of response costs associated with precautionary measures to reduce immediate danger and temporary repairs to essential infrastructure.

The Government subsequently decided to fully reimburse Christchurch City Council for costs associated with temporary repairs to essential infrastructure because of the earthquakes.

Of the $133.002 m response and recovery expenses recorded, $108.457 m is based on our estimates from unpaid claims and $24.545 m was approved and paid to local authorities before 30 June 2011. The breakdown of response expenses grouped by the four local authorities is:

Breakdown of response expenses grouped by the four local authorities.
2010/11
CLAIMS
ACCRUED
$000
CLAIMS
PAID
$000
TOTAL
CLAIMS
$000
Estimated Response Costs
Christchurch City Council 98,956 20,408 119,364
Waimakariri District Council 714 3,774 4,488
Environment Canterbury 1,584 182 1,766
Selwyn District Council 2,267 181 2,448
Total Response Costs 103,521 24,545 128,066
Estimated Response Costs
Environment Canterbury 4,936 4,936
Total Response and Recovery Costs 108,457 24,545 133,002

The Department is not aware of any other Canterbury local authority claims or expenses for response costs at this point.

Recovery Costs

The Government’s standard financial support under the Plan and Guide is to reimburse local authorities 60 percent of recovery repairs to essential infrastructure (waste water, storm water and fresh water), and river management systems. Recovery repairs are permanent repairs to restore the essential infrastructure to pre-emergency condition.

No expense has been recorded in the financial statements at 30 June 2011 for the Government’s obligation to fund its share of the Canterbury recovery costs under the Guide. The earthquakes have resulted in an extremely rare situation where the current recovery estimate is not sufficiently reliable to be recorded as a liability at this point. The unreliability of the estimate is mainly because there is fundamental uncertainty over:

  • how badly damaged the infrastructure under the ground is

  • the impact of repair costs resulting from red zone decisions

  • the basis for restoring the infrastructure, be it like-for-like, or some other method or configuration.

The current estimate from local authorities is that the Government’s 60 percent share of permanent recovery costs may be in the range of between $348.000 m and $610.000 m. This is based on a number of local authorities’ working assumptions to determine a repair bill to restore the essential infrastructure on a like-for-like basis. The majority of the recovery estimates provided relate to Christchurch City Council and the Waimakariri District Council essential infrastructure.

An expense for the Government’s share of the Canterbury recovery cost under the Guide will be recorded when a clearer picture on the extent of damage emerges, along with a better understanding on how the essential infrastructure will be permanently restored.

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Trust Money Administered on Behalf of the Crown

Schedule of Trust Money Administered on Behalf of the Crown for the year ended 30 June 2011

The following trust money is administered on behalf of the Crown under Part VII of the Public Finance Act 1989.

Description of Trusts

Vogel House Trust

This trust was established to hold bonds for the hireage of Vogel House and Premier House.

Christchurch Earthquake Appeal Fund

This trust was established by Government as a result of the Canterbury Earthquake of 22 February 2011. It is a registered charity and administers donations and grants made to affected people in Canterbury.

New Zealand 1990 Scholarships

The New Zealand 1990 Scholarship Trust was established to provide scholarships for up overall students in University Bursaries examinations.

Macklin Bequest Fund

The Macklin Bequest Fund is used to fund special projects relating to the National Library and may include collaborative projects between the National Library and other institutions in the galleries, libraries, archive and museum sector or between the National Library and other libraries, that supplement and further the work of other libraries in New Zealand.

Interloans Billing System Fund

The Interloans Billing System Fund is administered by the National Library. The trust manages the on-charging of fees for national inter-lending of books between participating New Zealand libraries and fees for Trans-Tasman inter-lending between participating New Zealand and Australian libraries.

Schedule of Trust Money

The schedule shows the opening and closing trust balances including bank and investments at cost, and the movements during the year.

Under the Public Finance Act 1989, and by delegation from the Secretary to The Treasury, trust money can only be invested on deposit with New Zealand registered banks or in New Zealand government stock. Trust money is also managed so there is no significant concentration of credit risk. Interest rate risk is managed by investing across a wide range of maturity dates, but subject to liquidity requirements.

Schedule of Trust Money
Trust Open
Balance*
Contributions Distributions Revenue Expenses Closing
Balance
2010/11
Vogel House
Christchurch Earthquake Appeal Fund 45,374 303 45,677
New Zealand 1990 Scholarships 687 19 706
Macklin Bequest Fund 241 11 252
Interloans Billing System 414 411 3
Total Trust 928 45,788 411 333 46,638

* The opening balance date for Macklin Bequest Fund and Interloans Billing System was 1 February 2011. For other Trusts the opening balance date was 1 July 2010.

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