The Scottish Government

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ANNEX C: MONITORING PROCEDURES

Performance Of The Approved Services

1. The Operator shall supply the reports to the Executive in accordance with this provision:

(a) reports (in a form to be agreed) on Performance Measures for Reliability;

(b) information (in a form to be agreed) on the Performance Measures for Punctuality;

(c) Relief Events;

(d) summary (in a form to be agreed) of the position in relation to Performance Measures for Reliability before Relief Events are taken into account, and Performance Measures for Reliability and Punctuality after Relief Events are taken into account in the light of the Operator's comments/assessment;

(e) monthly information covering the above matters available for the Executive to see on request if necessary, within 6 weeks after the month concerned;

(f) report (in a form to be agreed) to the Executive from the Operator covering the 6 month periods envisaged in the Reliability Performance Measurements to be received 6 weeks after the end of each 6 month period;

(g) a summary of the monitoring regime is to be made available for public consumption and in the Operator's annual report, and for use by the Executive as necessary. The same information should also be made available to the members of the quarterly consultation meetings with users.

(h) Reports (in a form to be agreed) on the performance measures set out in section C of schedule part 9 to the draft grant agreement

Expenditure And Accountability

General

2. The Operator shall provide monitoring information over and above the items specified as follows -

(a) carryings information summarised from its management systems on the basis of the attached Appendices I and II;

(b) the information shall show detailed breakdown of the passenger and freight services to be available to the Executive as necessary on request;

(c) routinely the Operator shall submit quarterly reports summarised on the basis of Appendix I. The quarterly returns are to be received within 6 weeks of the end of that quarterly period. The format of the information can be adjusted by mutual agreement between the Executive and the Operator;

(d) the Operator shall submit information on vessel capacity utilisation. This should provide information on a broadly similar pattern as in Appendix II. The information is to analyse capacity usage by season, if appropriate, or such other breakdown of the year as is suitable reflecting the timetable in place.

Finance And Efficiency Information

3. The Executive requires the submission of audited annual accounts and other information. As part of the monitoring arrangements of the Operators delivery under the Grant Agreement the Executive requires a submission of information, either in the annual accounts themselves or submitted separately: -

(a) efficiency and financial information at the end of each financial year;

(b) detailed statements of both revenue and operating costs on a route basis where appropriate differentiating between ship and operating costs, shore and terminal costs, catering and other service costs, administration costs, marketing costs and other costs;

(c) separate financial statements for Grant supported services, which clearly demonstrates that there is no cross subsidisation with any other of the Operator's activities;

(d) revenue Grant as a percentage of turnover;

4. At the end of each financial year the Operator shall provide a summary analysis of any excess grant payments as provided for in the draft Grant Agreement in providing the Services and ensure that the proper systems are in place to allow this to be measured at the end of the full Grant Period in accordance with the Grant Agreement.

Appendix I - SAMPLE REPORT

All figures given are numbers of units carried

Appendix II - Sample Current Vessel Capacity Report

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