Funding for the 1204 to 2004 celebrations in Jersey

1240/5(2086)

QUESTIONS TO BE ASKED OF THE PRESIDENT OF THE EDUCATION, SPORT AND CULTURE COMMITTEE ON TUESDAY 20th APRIL 2004,

BY DEPUTY S.C. FERGUSON OF ST. BRELADE

Question 1

Would the President advise members –

 ( a ) whether the Committee, which is responsible for the 1204-2004 Sub-Committee, considers that the

primary aim of the event is tourism or a genuine celebration of the Island's independence?

( b ) of the total cost of the 1204-2004 celebrations, including any expense incurred by the Jersey Heritage

Trust and Jersey Arts Trust and any financial guarantees offered through Jersey Tourism, together with a breakdown of how the funds will be spent?

( c ) of the source of this funding, and, in particular, would he provide information relating to –

 ( i) a ny contribution made from the budgets of Jersey Tourism, the Tourism Development Fund and

the Trusts? and,

(i i) th e provision of the sum of £150,000 relating to the holographic portrait of the Queen?

( d ) whether the book commissioned by the Jersey Heritage Trust at a cost of £80,000, and the on-line

booking system, could not have been sourced locally?

( e ) what controls are in place for spending relating to the 1204-2004 celebrations?

( f ) how many States' employees, Trust employees and other contract workers are involved in working on

the 1204-2004 event?

( g ) of the cost, if any, of outsourcing undertaken? and,

( h ) how the contribution level by local traders of 25 per cent of their margin on 1204-2004 merchandise,

which equates to 50 per cent of their mark-up, was arrived at?

Answer

1. The aims ofthe celebrations were set by theworking party whichwasestablished following a meeting of the Policy and ResourcesCommitteeattended by the then Director and Chairman oftheHeritageTrust on 2nd November 2000. The working party developed a proposed programme of events to mark the 800th anniversary of the events of 1204.These aims have been used widely in related publications and promotional events. They are to -

re i n fo r ce 1204 as one of the key defining points in Jersey's unique history;

as s e r t Jersey's cultural roots, sense of identity and nationhood and promote learning among Jersey people

about the consequences of this period in their history;

s tr e n g then the island's international image as a place with a long and separate history that looks back

with care and forward with excitement and determination;

p ro v i d e a programme of events that will engage islanders in participation, attract tourists in significant

numbers and generate new business and promote reflection about island history;

cr e a te a lasting legacy.

A  s can be seen, the programme recognised the opportunities for attracting tourists, but this was not a primary

or overriding aim.

I n January 2003, the Policy and Resources Committee set out the Constitution and Terms of Reference for the

1204-2004 Sub-Committee, and included in the objectives of that Sub-Committee -

" T o encourage and facilitate appropriate partnership arrangements in relation to the development and delivery of events and activities, so as to ensure as wide a participation as possible"

T h e Policy and Resources Committee also established the Jersey Revels Board, accountable to the 1204-2004

Sub-Committee, in the first instance, "to ensure the successful development and delivery of the Jersey Revels' event". The Board was established to ensure that the terms of the agreement with the Tourism Development Fund could be fully complied with.

T  he Sub-Committee's Terms of Reference has not been changed since coming under the auspices of the

Education, Sport and Culture Committee on 22nd October 2003.

2. Table 1 showsthebreakdownofthecostsof the programme, by event.Thetotalis £461,000,excluding Jersey Revelswhicheventis budgeted at £326,000.Theprogramme is the responsibility of the 1204-2004 Sub-Committee and there are nootherareasofexpenserelated to the programmewhich have beenorwillbe incurred by the JerseyHeritageTrustor the Jersey Arts Trust.

Table 1

Programme Committee Total

Funds

£ £

1204 Book Forging an Island Community 85,000 85,000 Holographic portrait HM The Queen 150,000 150,000 Holographic portrait promotion & DVD 25,000 1204-1480 Exhibition 37,000 60,000 Children's Book 10,000 10,000 Wace Symposium 5,000 5,000 Commissioned piece of music 8,000 8,000 Theatre In Education Project 48,000 50,000 Arts Centre Programme of related drama 13,000 13,000 Medieval Concert Series 12,000 12,000 Medieval Sculpture workshops 5,000 5,000 Tree planting - La Bouaîs'sie du Duc 11,000 Medieval Costumes 2,500 Internet site 7,000 12,500 Marketing & Promotion 5,000 5,000 Administration 7,000

Programme excluding Jersey Revels 385,000 461,000 Jersey Revels 326,000

Total 787,000

T  he Tourism Development Fund has agreed to underwrite the costs of the Jersey Revels. There have been no financial guarantees provided by Jersey Tourism.

( c ) Table 2 shows the sources of the funds provided to the 1204-2004 Sub-Committee.

Table 2

1204-2004 Sub-Committee Actual Sources of funds To date

Income £

F & E Grant (5 Feb 2001) 235,000 1204 Book and Holographic portrait

F & E Grant (date 2002) 100,000 Programme of events

Education sport & Culture 50,000 Children's book and Theatre in Education

sub total 385,000

Business Barons 15,754

Sponsorship 20,000

Internet site sponsorship 5,500

Tree planting - trees sold 16,020

Bank Interest - budget 10,000

Holographic portrait promotion - Jersey Tourism 5,000

Holographic portrait - projected income from DVD 20,000

sub total 92,274

overall total 477,274

T h e sum of £5,000 from Jersey Tourism is a contribution toward the promotion of the holographic portrait, in

return for which Jersey Tourism will have free access to the promotional video film stock being produced.

N o funds have been provided by the Trusts.

T h e Tourism Development Fund, as previously stated, is underwriting the Jersey Revels event and has made

available £280,000. The total sum has been advanced and all revenue (including any profit) will be returned to the fund following the event. Jersey Tourism has incorporated the event into its 2004 marketing campaign and is helping to give the event a high profile overseas.

T he  sum  of £150,000  relating  to  the  holographic  portrait  was  voted  by  the  Finance  and  Economics

Committee, together with £85,000 for the 1204 book, at their meeting of 5th February 2001. This enabled the commissions to be confirmed.

I t is also worth noting that under the headings of Business Barons, Sponsorship and Internet sponsorship local

businesses and individuals have contributed over £40,000 which has enabled some projects which were not fully funded from the States' grant to be fully funded and for additional projects to be supported.

4. The decisionby the Policy and Resources Committee tosupportthe proposal by the Jersey HeritageTrust to commission a definitive history of the period was made with the understanding that the authors would be recognised academicsandexpertsinmedievalhistory.

P  rofessor Sir James Holt is Emeritus Professor of Medieval History, University of Cambridge, and was

Master  of  Fitzwilliam  College  from  1981  to  1988.  His  many  publications  include  Robin  Hood,  The Northeners and Magna Carta.

D  r. Judith Everard is Senior Research Associate to the British Academy AHRB Acta of the Plantagenets'

research project at the University of Cambridge and a fellow of Fitzwilliam College. She has published on the history of France, Brittany and Britain in the central Middle Ages.

N  either of the two authors has charged for their time. Of the £85,000 budget cost, £70,000 is payable to the publishers, Thames and Hudson, who as part of their contract will deliver 200 free copies of the book to the

Island and enable world wide sales. The remainder of the budget is to meet travel costs of the authors and other

disbursements such as copyright charges incurred on reproducing images.

 O  n 21st July 2003, the Jersey Revels Board were informed that an on-line booking system would not

available through Jersey Tourism, as had previously been hoped. The Board agreed that on-line booking was an essential facility, required to be operational by 1st October to meet the expectations of tour operators and others, and approved the proposals that alternative providers be considered. The Chairman and Co-ordinator were asked to draw up a specification and invite proposals.

O  n 22nd August 2003, the Jersey Revels Board approved the appointment of Ticketing Solutions to provide

the online ticketing provision and authorised the Chairman and Jersey Revels co-ordinator to sign the contract.

O f the four suppliers contacted, one supplier with a local agent withdrew due to the limited scope of

providing a solution for one event and the timescales to which the Board was working. Two further providers with local connections were considered. One proposal was to develop a new system to meet the Board's requirements; whilst the provider had a good record of development and was slightly cheaper than the other systems, it was considered high risk, with the potential for a large amount of time being needed from the Revels team to ensure the development met the defined needs. The other supplier with local connections offered an existing system at a comparable cost to the Ticketing Solutions system. The final decision was based on a range of assessments including style and fit to the Jersey 1204 – 2004 requirements.

J e rsey Tourism recognised that the experience gained in the exercise to provide Jersey Revels with online

ticketing would be valuable and could save time and money when their own system was being considered. Jersey Tourism met the £3,000 set up costs and provided a project manger to assist the Jersey Revels team. This was very much appreciated. This sum of money is not included in Table 2 because the finances of the Jersey Revels Board are accounted for separately from the other events due to the nature of the separate contract with the Tourism Development Fund.

5. The TermsofReference agreed by the Policy andResources Committee are very clear with regard to the duties of the 1204-2004Sub-Committee to -

e nsure there are proper arrangements and controls in place for the expenditure of all funds and that all relevant States' accounting procedures and Codes of Directions are followed'

e nsure that consideration is given and, as necessary, arrangements are in place to secure value for money in relation to all expenditure authorised by the Sub-Committee'

a n d

r eport on the financial position and on progress generally, on an at least quarterly basis, to the Policy and Resources Committee [now Education, Sport and Culture Committee], confirming in so doing that all relevant States' accounting procedures and Codes of Directions have been followed'.

U  ltimately, the Sub-Committee is accountable to the Education, Sport and Culture Committee and in turn the

Committee is accountable to the States. In addition however, the Tourism Development Fund Sub- Committee also receives copies of all Jersey Revels Committee minutes and financial updates. Quarterly meetings have also been held with the Director of Jersey Revels. Two members of the Tourism Development Fund Sub-Committee (Senators Paul Routier and myself) are members of the Jersey Revels Organisation Committee.

6. There are no States employees involved inworkingon the events themselves.

T h ree States employees are contributing to the work of the 1204-2004 Sub-Committee and the development of the programme. The working party includes David Greenwood representing Education, Sport and Culture, Rod McLoughlin representing the Bailiff 's Office and Donna le Marrec representing Jersey Tourism. Derek

de la Haye from the Education, Sport and Culture Department has also assisted with revels logistics and

parking arrangements. Personnel from the emergency services have been fully involved in planning for a safe

event.

T  he working party also includes four of Jersey Heritage Trust employees: Beth Lloyd, Doug Ford, Nick

Danby and Christopher Journeaux. Three other Jersey Heritage Trust staff are contributing to the administration, efficient and effective accounting and promotion of events: Debbie Shead, Corinna Steer and Val Nelson.

D  aniel Austin, Director of the Jersey Arts Centre, is a member of the working party and Sara Clews, also for

the Jersey Arts Trust, is assisting in the administration and promotion of events.

I n most cases the majority of the time worked on the events is an ancillary and an unpaid part of their

employment as a great deal of it is done out of office hours, in the evenings and at weekends. However, the successful delivery of the programme depends on a small army of volunteers who are contributing their time free of charge.

7. Thereisnooutsourcing.All the costsaredeclared in the tables attached to these answers,includingservices bought in.
8. The 1204-2004 Sub-Committee appointed merchandise agents toassist with thepromotionof the 2004 celebrations through appropriate, high quality merchandise in accordance with the aim and objectives of the 1204 - 2004 Sub-Committee.The agents proposed that there shouldbe a revenue sharing agreement with the retailers of official merchandisewhich would enable theSub-Committeeto recover some of the costsof the overall programme and to provide additional promotion of events at which merchandise couldbe sold, promotional materialsfor the retailers and promotion through the internet site. The licence fees are the subject ofagreementbetweenthemerchandiseagents and the retailers.

Question 2

Has the Committee undertaken an overall cost benefit analysis of the event and received an estimate of how many additional visitors will be attracted to the Island?

Answer

In making an application to the Tourism Development Fund for support, the Jersey Revels Business Plan set out the costs and benefits of the event. The expectation is that the event will either break even or show a small return to the Fund.

The Business Plan is based on between 9,000 and 12,000 people attending on each day, the majority will be local people. It is expected that a large number of visitors in the Island will attend Jersey Revels, and it is known from the market information available that some visitors are choosing to come to the Island specifically for Jersey Revels. Others have arranged their visit to coincide with the event. Jersey Tourism also reports a high level of interest in the event, for example, press and media coverage in Jersey Revels and the 800th anniversary celebrations.

The Tourism Development Fund recognised, in their support for the event, that the 25th to 27th June was outside the traditional peak visitor times and would help develop new visitor markets.

The programme as a whole, however, has not been subjected to a cost benefit analysis as the aims are qualitative and cannot be measured in simple financial terms. Of the events which have taken place so far, the tree planting was over subscribed, the two medieval music concerts have been sold out and the Theatre in Education production has been to over 30 schools and been hailed a great success.

Finally, I should like to pay tribute to the work done by all those involved in the 1204 - 2004 celebrations, particularly the 1204-1004 Sub-Committee chairman, former Senator Nigel Quérée. An outstanding programme of celebrations to commemorate our 800 years allegiance to the Crown has been produced and I urge all States members and Islanders to fully support and participate in it.

Details of all events and ticket information can be found on the 1204-2004 website www.1204-2004.je.