DDRAFT Version 1 Feb 2011 RAFT V1. Feb 2011
Te Horowhenua Trust
Statement of Intent 2011 / 2012
Contents
Contents ....................................................................................................... 2 Introduction ................................................................................................. 3 Nature and Scope of Activities .................................................................. 3 Background .................................................................................................................. 3 Directory ........................................................................................................................ 4 Aims ............................................................................................................................... 5 Governance ................................................................................................................. 6 Monitoring ..................................................................................................................... 6 Principal Activities ........................................................................................................ 7 2011/12 Activity ............................................................................................................ 7
Performance Measures............................................................................... 8 Finance ........................................................................................................ 1 References ................................................................................................. 11
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Introduction Te Horowhenua Trust (The Trust) is required, pursuant to section 6 of the Local Government Act 2002 and Schedule 8 of the Act, to prepare and deliver to Horowhenua District Council (Council) a draft Statement of Intent (SOI) no later than the 1st March in each year. The SOI is also a public expression, required by the Act, of the accountability relationship between The Trust and Council. It is the document against which The Trust reports to Council during the year and against which the Council and the Auditor General hold the Trust accountable for its performance. The SOI identifies the nature of the Trust’s business, issues of importance to The Trust and the nature and scope of activities to be undertaken. It sets the performance expectations agreed between the Trust and Council and records specific objectives and performance targets to be met during the relevant period. The SOI is an important part of the framework for managing the ownership of the Trust by Council in contrast to the responsibility the Trust has to manage the operations of the Trust. The SOI provides an opportunity for Council to satisfy themselves that the Trust has plans that are consistent with expectations. The Trustees of Te Horowhenua Trust has approved the draft SOI after appropriate consultation with Council.
Nature and Scope of Activities Background Horowhenua Library Trust was incorporated pursuant to the Local Government Act 2002 on the 3rd December 1996 and changed its name to Te Horowhenua Trust on 4th March 2011 to better reflect the new vision and role of the Trust in the proposed Horowhenua Culture and Community Centre (Te Takere) and the proposed multi purpose facility in Foxton (Te Awahou-Niewe Stroom). Horowhenua District Council is effectively the sole shareholder in the Trust. The Trust is a charitable trust incorporated in New Zealand under the Charitable Trusts Act 1957. The Trust is also a not-for-profit Council Controlled Organisation as defined under section 6 of the Local Government Act 2002, by virtue of the Council’s right to appoint the Board of Trustees. The Trust employs the Head of Libraries, to oversee operations and fulfill the Trust’s obligations under the Management Agreement which is negotiated between the Trust and Council.
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Directory
Registered Office
10 Bath Street, Levin.
IRD No.
67 – 459 – 482
Settlors
Horowhenua District Council
Certificate of Incorporation No.
834270 (Te Horowhenua Trust)
Charities Registration No.
CC20328
Date created
1 January 1997
Trustees
Sharon Crosbie (Chair) George Sue (Deputy) Heather Birrell (Accountant) Alan Smith Bernie Wanden
Head of Libraries
Joann Ransom
Council Representatives
Garry Good Tony Rush
Accountants
Colbert Cooper
Auditor
Audit NZ
Bankers
Westpac
Solictors
Simpson Grierson
Website
www.library.org.nz
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Aims Te Horowhenua Trust aims are: Strategic and operational partnerships that enable the Trust to make a stronger contribution to the development of social capital in Horowhenua, Sustainable funding that provides facilities, technology, resources and services that deliver social, cultural and economic benefits to Horowhenua communities, Communities and individuals have free and ready access to information, ideas and works of the imagination important to all aspects of their lives, Independent learners have educational and training opportunities that support their literacy, knowledge and skill development, Local communities and individuals have access to the digital world and are confident users of technology and able to participate effectively in the digital world, free from unnecessary restrictions or charges, Local communities are strengthened and individuals have opportunities to participate in community life and decision making.
Fig 1. Te Horowhenua Trust aims mapped to Horowhenua District Council planning and strategy documents (green).
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Governance Board Te Horowhenua Trust comprises 5 Trustees, appointed by Horowhenua District Council. Guiding documents are The Trust Deed and The Management Agreement. The Trust has two subcommittees, chaired by Trustees, who report to the Trust: Koha. Trustee: George Sue. Te Takere Fundraising. Trustee: Alan Smith.
Policies The Trusty has a number of significant policies in place for accountability: Fraud Prevention (reviewed Feb 2011) Investment (reviewed Feb 2011) Financial Delegations (reviewed March 2010)
Monitoring The library is organized into 3 operational units: 1.
Management 1.1 Management and Reporting 1.2 Finance and Administration 1.3 IT Support
2.
Operations 2.1 Operations & Human Resources 2.2 Service Delivery 2.3 Collections
3.
Programmes and Services 3.1 Teen and Children 3.2 Seniors 3.3 Heritage 3.4 Digital Services
Each unit has a number of teams responsible for core areas of operations. Each team has a Team Leader who reports quarterly against an Action Plan that identifies key activities and performance targets. Achievement of these Action Plans delivers on the Trust’s Statement of Intent performance commitments to Council. Quarterly reports against the agreed key performance indicators are submitted to Council in October, January, April and July. An annual report, which includes the audited financial accounts, is submitted to Council before 30th September.
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Principal Activities Te Horowhenua Trust’s principal activities are: To deliver the provision of library services1 to the community within Horowhenua:
2011/12 Activity The Trust’s key activities, over and above its principal activities, in 2011/2012 will be: Work with Horowhenua District Council and Muaupoko Tribal Authority to develop the Horowhenua Culture and Community Centre (Te Takere), including fundraising $2 million for the project. Work with Horowhenua District Council to develop appropriate governance and operations model for Te Takere, Work with the Te Awahou-Niewe Stroom Trust in developing a multi purpose facility in Foxton, incorporating the Foxton Library.
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Horowhenua Library Trust Deed.
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Performance Measures The performance of the Trust in relation to its aims should be judged by reference to the following targets for the period covered by the Statement of Intent:
Trust activities and performance indicators.
Council Strategies
1. Objective: Local communities are strengthened and individuals have opportunities to participate in community life and decision making. Activities Performance Measures
A range of collections and services crafted specifically with Seniors in mind is available from Trust libraries. 1a: 6 activities or programmes or activities will be delivered promoting the library as being about more than just ‘books’.
Positive Aging Strategy
1b: 20% of the collections budget is spent developing large print and audio collections to support an increasingly aging community.
2. Objective: Horowhenua is New Zealand’s foremost region in taking joint responsibility for the achievement of our children2. Activities
Communities and individuals have free and ready access to information, ideas and works of the imagination important to all aspects of their lives. Independent learners have educational and training opportunities that support their literacy, knowledge and skill development.
Performance Measures
Education Strategy
2a: $7.50 per capita invested in new resources for Horowhenua residents. 2b: Four programmes or activities supporting literacy and learning are delivered throughout Horowhenua.
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Education Horowhenua: a proposal to the HDC for strengthening education in the Horowhenua. Vision, page 6.
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3. Objective: The District’s resources of people’s knowledge, skills, wisdom, creativity and flair are maintained, nurtured and increased3. Activities
Performance Measures
Local communities and individuals have access to the digital world and are confident users of technology, able to participate effectively in the digital world, free from unnecessary restrictions or charges.
Economic Development Strategy
3a. A range of digital resources, including subscription content, will be made available to virtual users of Trust collections.
4. Objective: Strategic and operational partnerships that enable the Trust to make a stronger contribution to the development of social capital in Horowhenua. Activities
Performance Measures
Young people in Horowhenua are given opportunities in which their achievements and success can be celebrated4.
Youth
Actively participate in Education Horowhenua Forum.
Strategy
4a. Three activities or events will be held or used to celebrate our youth, including digital resources on Kete Horowhenua, static displays and live performances.
5. Objective: Sustainable funding that provides facilities, technology, resources and services that deliver social, cultural and economic benefits to Horowhenua communities. Activities
Work with Horowhenua District Council to bring Te Takere: Horowhenua Culture and Community Centre to fruition. Consider relocation of Foxton Library to temporary premises until Te Awahou-Niewe Stroom is operational.
Performance Measures
LTCCP
5a. Actively participate in the Te Takere Steering Group. 5b. Report on library visitor numbers, 5c Report on online resource usage.
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Horowhenua Kapiti: Economic Development Context, Sustainable development context. Bullet point 4, page 8. Horowhenua Youth Strategy, Objective e, page 6
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Finance Budget 2011/2012 and Indicative budgets 2012/2013 & 2013/2014 The indicative budget requirements for 2012/2013 and 2013/2014 are estimates as many of the operational and functional issues around Te Takere are yet to be resolved. The figures shown have been drawn from the Levin Community Centre Business Case Analysis prepared for Council on 8 Dec 2010.
INCOME Council grant and contracts Lending charges Other operating income Sponsorship, donations Interest Room hire Rental income
2011/2012 $1,141,500 $61,500 $23,650 $44,700 $ 10,000
$1,281,350 EXPENDITURE
2011/2012
Staff Resources Operations Communications Equipment Premises
$780,000 $249,450 $135,350 $24,500 $30,100 $61,950 $1,281,350
2012/2013* 1,391,162
2013/2014* 1,458,536
94,734 49,307 144,778 10,816 20,000 50,000 $1,760,797
98,049 51,032 149,845 11,195 20,700 51,750 $1,841,107
2012/2013 965,256 268,381 185,811 88,173 60,348 192,828 1,760,797
2013/2014 996,996 291,827 201,709 88,538 62,460 199,577 1,841,107
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References The following documents which have been drawn upon in the preparation of the 2011/2012 Statement of Intent:
Horowhenua District Council publications: Arts, Culture and Heritage Strategy, Goal 2, page 2, Education Horowhenua Strategy, 2010, Horowhenua Kapiti Economic Development Strategy, May 2007, Horowhenua Youth Strategy and Implementation Plan 2010-2013, Horowhenua District Council Positive Aging Strategy, Levin Community Centre Business Case Analysis : Attachments to Report 4368. page 17. Long Term Council Community Plan 2009-2016.
Other documents: Horowhenua Library Trust Deed, Horowhenua District Council / Horowhenua Library Trust Management Agreement, Public Libraries Strategic Framework, 2006-2016, Report to Trustees November 2010 : Analysis of public library statistics, Standards for Public Libraries.
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