Jersey Hospitality Association/Economic Development Department
Partnership Agreement
1.0 Objectives
1.1 To clarify the role of the Jersey Hospitality Association (JHA) and its relationship with Jersey Tourism (JT), a constituent part of the Economic Development Department (EDD).
1.2 To establish the vires and commercial/financial structures to define the long term future of the JHA as an EDD grant funded body through a three year rolling agreement.
2.0 Roles
2.1 Jersey Hospitality Association
To act as an effective and impartial trade association representing the interests of businesses across all sectors of the visitor economy.
To increase membership on an ongoing basis, to further develop JHA’s credibility as a body representative of the industry and not solely of its membership. This objective is consistent with the JHA 2008-2012 Business Plan
To provide, through Jersey Recruitment, recruitment and training services to members. These functions represent both revenue streams and potential profit centres for JHA in line with the strategic objectives in the JHA 2008-2012 Business Plan.
To provide a broad spectrum of benefits to members in line with the strategic objectives in the JHA 2008-2012 Business Plan.
To provide JT/EDD with an annual business plan and budget with associated performance targets and outputs in a timely manner, such outputs to be agreed with the Economic Development Department.
- Jersey Tourism/ Economic Development Department
To undertake all marketing and promotional activity with associated revenue generation under a single commercial/financial structure
To promote, through all channels to market, Jersey as a destination.
To promote, through all channels to market and in addition to individual business’s own marketing and promotional activity, accommodation and activities in the Island
To approve appropriate levels of JHA grant funding based on an agreed business plan and budget with associated outputs and performance targets that is complaint with Financial Directions. The grant funding will be based on 3-year business plans and will be captured as a committed item in EDD’s annual business planning process.
This agreement will commence on 1st January 2008 with grant funding at the agreed level payable to a schedule agreed between the JHA and EDD
In assessing the plan EDD will have regard to:
JHA’s strategy and objectives for the year 1 and the subsequent 2 years
JHA’s resource requirement for Year 1 and the subsequent 2 years
JHA’s activity in Year 1 and the subsequent 2 years
JHA’s current and forecast financial position;and
From Year 2, the effectiveness of the use of the grant in previous years
- Working Relationship
3.1 To facilitate effective partnership working, in addition to the proposed representation on the JHA Board, a Joint Publications Team comprising two members from JHA and two members from EDD would be established. The remit of this group will be to define the publication strategy that best delivers return on investment in printed publications including, but not limited to, Pure Jersey and the Jersey Accommodation Guide.
3.2 All advertising space in printed publications will be administered by JT with full disclosure of revenues and costs through the Joint Publications Team.
4.0 Terms and Conditions Relating to the Annual Grant
In return for the annual grant, JHA would agree to the following key terms and conditions;
EDD will nominate a representative to the Board of JHA as a non-executive director with the principal role acting as a full contributor to the Board’s operation. In addition the nominated representative will have a role of monitoring that the annual grant is used for the purpose specified in this agreement and that value for money is achieved in the use of the grant.
JHA undertakes to produce the following financial information to EDD;
Annual audited accounts as at 31 December, by no later than 31 May of the following year
A 3 year business plan, initially for the period 2009-2011
An annual costed activity plan, including success criteria, by no later than 30th November of the previous year. This plan will cover costs of recruitment, training &development, membership benefits&services.
Quarterly progress reports against the annual grant related expenditure
The quarterly progress reports will include the following information:
The total budget of JHA with the annual grant clearly identified
The income and expenditure of JHA to date
An account of progress to date in relation to the key areas of activity in recruitment and training
Projected expenditure to the financial year end.
5.0 Corporate Governance
JHA would be committed to applying sound corporate governance principles across all its activities. To meet this commitment, JHA would be expected to maintain a proper system of internal control, designed to safeguard its interests and assets.
JHA undertakes to give EDC at least 14 days notice prior to any change to its corporate governance framework.
JHA will allow appropriate rights of access (e.g. for the States’ Internal Auditors, officers of EDD, or other nominated body) to audit the financial systems of JHA and review how the funding has been applied. For the avoidance of doubt, it is confirmed that JHA will provide any further information or documentation in relation to its activities in general to the EDD representative on the board of JHA upon request.
6.0 Other Matters
6.1 Conditions for recovery of the annual grant
The annual grant is non-refundable except that EDD reserves the right to demand that it be refunded either in full or in part in the event that:
a) EDD reasonably believes that the grant is not being used solely for the purpose of achieving the 3 year plan
b) JHA fails to fulfil its obligations under this agreement in relation to the provision of financial information and progress reports to EDD, or fails to provide information upon request to the EDD representative on the board of JHA.
- Duration of Agreement
The PA is based on a rolling 3-year term with the objective of providing sustained financial support to the JHA. The PA will be subject to annual review but will remain in force from one year to the next unless mutually agreed in writing by the parties.
For the avoidance of doubt, the PA provides a framework which may be used to provide funding from EDD to JHA on a three year rolling basis, but nothing in the PA shall be construed as a commitment by EDD to provide such funding. Such funding will be subject to the approval of a rolling 3-year business plan as detailed in Clause 4.0.
In the event that either party wishes to terminate the agreement, that party should notify the other party in writing by no later than 1 October prior to the last year in which the agreement is to remain in force, and, unless mutually agreed otherwise, the agreement will be terminated on 31 December of that year.
.
Signed on behalf of the Economic Development Department
Name:………………………………….
Position:……………………………….
Date:……………………………………
Signed on behalf of the Jersey Hospitality Association
Name:………………………………….
Position:……………………………….
Date:……………………………………
Name:………………………………….
Position:……………………………….
Date:……………………………………
gov.je