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A decision made (02/10/2006) regarding a budget transfer in respect of the transfer of responsibilities for the maintenance of properties from the Education Department to the Property Holdings Department.

Subject:	A Budget Transfer in respect of the transfer of responsibilities for the maintenance of properties from the Education Department to the Property Holdings Department.
Decision Reference:	MD-TR-2006-0101	Exempt clause(s):		N/A
Type of Report: (oral or written)	Written	Person Giving Report (if oral):		N/A
Telephone or e-mail Meeting?	N/A	Report File ref:		FF/01/27/09/06
Written Report – Title	Budget Transfers	Written report - author		Frances Ferris - Accountant Advisory Unit
Decision(s): To agree a budget transfer of revenue of £3,775,995 for 2006 decreasing to £3,761,333 in 2007 for the transfer of responsibilities for the maintenance of Education Department Property from the Education Department to Property Holdings. Also to agree to transfer the unspent balances on capital votes totalling £9,384,080.
Reason(s) for decision In June 2005 the States approved the creation of the Property Holdings Department to be responsible for the administration of all States Property. The above transfer is a necessary stage in the creation of this Department.
Action required: To transfer the budgets and balances of the relevant business units and accounts in the Education Department to the Property Holdings Department, effective from 1st October 2006.
Signature: (Minister/ Assistant Minister)			Date of Decision: 2 October 2006

Budget Transfer - Education Department / Property Holdings.

REPORT TO THE MINISTER FOR TREASURY AND RESOURCES

TRANSFER OF EDUCATION MAINTENANCE CAPITAL AND REVENUE BUDGETS TO THE PROPERTY HOLDINGS DEPARTMENT

Purpose of Report

To seek the approval of the Minister for Treasury and Resources to transfer the capital and revenue budgets for Education Maintenance from the Education Department to the Property Holdings Department.

Background

In June 2005 the States agreed to the creation of a new property holdings department to be responsible for the administration and maintenance of all States property with the exception of social rented housing and property owned by the trading departments.

A Director was appointed in September 2005 and to date the following sections have transferred-:

1.1.2006 Architectural Services Section of T & TS

1.1.2006. Property Services Section of Planning and Building Services

1.8.2006 Public Buildings and Markets from T & TS

In addition the non social rented land and properties from Housing have effectively transferred pending some further budget information when the budget transfer will be requested.

It is now proposed to add the Education Department’s Maintenance Section from 1st October 2006. This section is responsible for the maintenance of 74 properties with-:

A total revenue budget in 2006 of £3,775.895. (See Table 1 and Schedule A) and

A capital budget of £31,768,823 of which £9,384,080,is still unspent. (See

Schedule B)

It is proposed that 8.75 Education civil service posts will transfer to Property Holdings Department however one is currently vacant. These posts are-:

Head of Estates 1 FTE

Maintenance Managers 3 FTE’s–One vacant

Buildings Administrator 1 FTE

Clerk 0.75 FTE

Head of Capital 1 FTE

Capital Projects Manager 1 FTE

Capital Projects Administrator 1 FTE

The costs of the three capital staff are all recharged to Education capital projects.

There are no manual worker posts because all Education maintenance is carried out by external contractors.

The proposed revenue budget transfer is

Table 1.

	2006 Original	Proposed Additions (Note 1)	Add 2006 Budget transfers above base budget	2006 Adjusted Budget	Less Maintenance savings for 2006 not allocated (Note 2)	2006 Budget to be transferred

Staff	358,985			358,985		358,985
Supplies & Services	73,100	10,000		83,100		83,100
Administration	9,100	3,000		12,100		12,100
Utilities	2,100			2,100		2,100
Premises Maintenance	3,308,662		109,048	3,417,710	(98,100)	3,319,610
TOTAL	3,751,947	13,000	109,048	3,873,995	(98,100)	3,775,895

Note 1. Proposed Additions	£	£
3 leased vehicles	6,000
Maintenance Dept cleaning	4,000
Electricity Stationery & Postage	3,000
Total proposed Additions		13,000

Note 2. Maintenance Savings to be transferred to PHD.	£	£
2005 Premises Maintenance Budget *		5,493,100
Total Maintenance Savings for Education based on based on 2005 budget on maintenance expenditure of £5,493,000		139,605
2006 original maintenance budget	3,751,947
Add extra maintenance transferred for year	109,048
Sub Total Maintenance		3,860,995
Maintenance savings to be transferred to PHD in 2006(3,680,995/5,493,100X109,048)		98,127

*Education has absorbed the 2006 maintenance saving, but if the budget is being transferred the saving will have to be applied. The saving was based on a 2005 premises maintenance figure over all the Education companies of £5,493,000 but as all of this is not being taken to Property Holdings Department the amount of the saving transferred has been reduced pro-rata, and Education will have to carry the difference.


2007 Budget Transfer
	£	£
2006 base budget	3,751,947
Add proposed Additions	13,000
		3,764,947
Less Maintenance Savings 2006	-98,127
Add back saving on 2006 virement of £109,048) not transferring 2007	2,773
		-95,354
Total base for 2007 transfer		3,669,593
Add 2.5% for inflation		91,740
Proposed 2007 Budget transfer		3,761,333

Insurance and Rates:. These are the responsibility of the Education Maintenance Manager, however there is still some work to be done to establish the budget transfer precisely. Therefore it has been agreed that they will be excluded from the transfer in 2006. Once the figure is established it will need to be added to the proposed 2007 transfer and will be the subject of a future paper to the Minister.

Table 2 Make up of Budget transfer by Object Account

Description	Cumulative 12 Budget Amount Year 2006	Cumulative 12 Original Budget Year 2006
Civil Service Perm Basic	303,084	303,084
Civil Service Perm Pension	41,219	47,281
Civil Service Perm Soc Sec	14,682	14,682
General Stationery	800	800
Proposed Addition	13,000	13,000
Consultant Fees	27,000	27,000
Computer S/W Maint	43,800	43,800
Computer H/W Purchase	1,000	1,000
Computer Consumables	500	500
Telephones	500	500
Mobile Telephones	3,950	3,950
Subsistence	100	100
Travel	1,000	1,000
Mileage Claims	500	500
Hotel Accommodation	1,000	1,000
Conference & Course Fees	2,000	2,000
Other Administrative Costs	50	50
Building Maintenance	101,610	0
Planned Maintenance	2,126,032	2,132,532
Annual Orders	905,613	905,613
Mechanical Services Maint.	264,455	264,455
Building Repairs	20,000	0
Gas	1,600	1,600
Water	500	500
Grand Total	3,873,995	3,764,947

In 2006 budget transfers have been made to pay for work at-:

St Martin’s School £20,000

D’Hautree Site £80,000

Youth Service General Maintenance £21,610

And Budget has been taken from-:

General Maintenance £(6,500)

Estate Management Services £(6,062)

Net Budget transfer from non

maintenance areas. £109,048

In 2007 this sum will be removed from the base budget and the remaining balances adjusted to add 2.5% for inflation.

MINOR WORKS

This proposed budget transfer is made up only from the Education General Company 03300 and contains the costs of

The Maintenance staff

Administrative Expenses

Building Maintenance Accounts.

The budget for minor works totalling £752,870 is excluded from the proposed transfer. This is budget given to schools to enable them to carry out repairs and maintenance as needed and the schools have discretion over this budget.

Recommendation

The Minister for Treasury and Resources is recommended to approve the revenue budget transfers in 2006 and 2007 of-:

2006. 2007

£3.775,895 £3,761,333

and the capital budget transfer of-:

Total Budget Expenditure to Date Unspent

£31,768,823 £22,384,743 £9,384,080

Frances Ferris

Advisory Unit Accountant

6/9/2006.

Schedule A

Area for Transfer	Cumulative 12 Budget Amount Year 2006
EAB000 - Estates Management Services	443,285
EABAED - Education Administration	48,352
EABAEM - Estates Management	2,272
EABAPD - Professional Dev't Centre	5,893
EABFPJ - Jersey College for Girls Prep	49,650
EABFPV - Victoria College Prep	46,382
EABFSJ - Jersey College for Girls	175,639
EABFSV - Victoria College	125,436
EABHCA - Highlands College	127,913
EABKDH - d'Hautree House	19,748
EABKGF - Greenfields Care	0
EABKLC - Les Chênes	11,512
EABKML - Mont-à-l'Abbé	44,499
EABKSJ - St James	8,568
EABLIB - Library	60,898
EABLSH - Teachers' Accommodation	70,150
EABOCP - Centrepoint 1	13,331
EABODH - D'Hautree Site	86,507
EABOGN - General Building Maint	1,204,836
EABOJC - Former JCG	33,056
EABOPF - Playing Fields & Grounds (Buildings only)	30,000
EABOTN - Teachers' Nursery	6,532
EABPBR - Bel Royal	17,999
EABPCL - St Clement	11,350
EABPDA - d'Auvergne	10,798
EABPFT - First Tower	37,139
EABPGR - Grouville	23,389
EABPGV - Grands Vaux	22,263
EABPJH - St John	30,914
EABPJV - Janvrin	20,901
EABPLK - St Luke	26,317
EABPLL - Les Landes	14,351
EABPLM - La Moye	13,476
EABPLP - La Pouquelaye	0
EABPLS - Le Squez	29,582
EABPLW - St Lawrence	6,933
EABPMK - St Mark	0
EABPMN - Mont Nicolle	14,803
EABPMT - St Martin	47,968
EABPMY - St Mary	12,043
EABPPD - Plat Douet	33,714
EABPPT - St Peter	29,804
EABPRB - Rouge Bouillon	62,471
EABPSF - Springfield	11,932
EABPSV - St Saviour	9,636
EABPTR - Trinity	30,033
EABQIM - Peripatetic Music	7,149
EABQMK - The Bridge	5,107
EABRF0 - Fort Regent Leisure Centre	65,119
EABRP0 - Les Quennevais Playing Fields	8,665
EABRP1 - Haute Vallée Pool	6,620
EABRP2 - Langford Sports Facility	30,164
EABRQ0 - Les Quennevais Sports Centre	38,632
EABRRC - Les Creux	3,174
EABRRD - Havre des Pas Pool	0
EABRRF - FB Fields	22,215
EABRRG - Grainville Playing Fields	1,886
EABRRH - South Hill Gym	5,000
EABRRP - Airport Playing Fields	3,327
EABRRS - Sun Bowls	10,000
EABRRV - Misc Playing Fields	11,353
EABRS0 - Springfield	112,335
EABSGV - Grainville	78,533
EABSHL - Hautlieu	36,032
EABSHV - Haute Vallée	77,625
EABSLQ - Les Quennevais	66,072
EABSLR - Le Rocquier	27,576
EABYCR - YS Crabbé Activity Centre	60,539
EABYGN - YS General Maintenance	21,610
EABYGV - YS Grands Vaux	2,359
EABYGY - YS Gorey	3,738
EABYLM - YS La Motte	0
EABYLS - YS Le Squez	2,555
EABYMF - YS Maufant	2,515
EABYSA - YS St Aubin's Fort	3,399
EABYSP - YS Seaton Place	2,258
EABYSW - YS Sounds Workshop	13,163
Total	3,860,995

Reconciliation of above to Budget Transfer-:

Total per existing Business Unit £3,860,995

Add: Proposed additions for Miscellaneous Expenditure £ 13,000

Less Savings (£ 98,100)

Budget Transfer proposed for 2006 £3,775,895

Note-:

The list above does not include Oakfield Sports Centre which opened this year. The budget for maintaining this Centre will have to come out of the existing Education Maintenance Budget.

Schedule B

Proposed Capital Transfer

Business Unit	Cumulative 12 Budget Amount Year 2006	Cumulative 12 General Ledger Year 2006	Unspent Balance	Note
EXH001 - C2575 - Highlands (A Block)	80,000	110,103	(30,103)	Feasibility completed
EXKGF0 - C3305 - Greenfields	3,948,000	2,655,328	1,292,672	On site- nearing completion
EXKML0 - C3306 - Mont-à-l'Abbé	2,108,000	243,770	1,864,230	On site-recently commenced
EXKML1 - C3316 - Mont-à-l'Abbé Ph II	325,000	60	324,940	Feasibility
EXPCL0 - C3304 - St Clement	5,657,081	4,526,331	1,130,750	Completed-awaiting final account
EXPGR1 - C2596 - Grouville	2,176,850	1,964,477	212,373	School works complete-Playing fields ongoing
EXPGV0 - C2598 - Grands Vaux	4,812,783	4,816,721	(3,938)	Completed-awaiting final account
EXPLP0 - C3301 - La Pouquelaye	6,107,705	5,397,671	710,034	Completed-awaiting final account
EXPPT0 - C2588 - St Peter	650,000	147,663	502,337	Feasibility completed
EXSGV2 - C3313 - Grainville Ph III	4,048,000	699,894	3,348,106	On site-recently commenced
EXPLM1 - C2593 - La Moye	1,855,404	1,822,726	32,678	School works complete-Playing fields ongoing
Grand Total	31,768,823	22,384,743	9,384,080