australian electoral commission electoral australian for Annual Report 2008Report Annual

australian electoral commission – only 09 Archived Annual Report 2008–09 historical

Australian Electoral Commission ABN 21 133 285 851 West Block Offices King George Terrace research Parkes ACT 2604 Email: [email protected] Website: www.aec.gov.au 2253AEC for

australian electoral commissiononly

Archived Annual Report 2008–09 historical

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Years serving 25 the Australian community for

only Produced by: Australian Electoral Commission

Printed by: Qote 02 6162 1258

Coordinated and edited by: WordsWorth Writing Pty Ltd (02) 6232 7511 ArchivedWeb address of this report: www.aec.gov.au/About_AEC/publications Contact officer: Director, Governance, Assurance and Organisational Reporting Australian Electoral Commissionhistorical West Block Offices Queen Victoria Terrace Parkes ACT 2600 PO Box 6172 Kingston ACT 2604

Telephone: 02 6271 4411 Fax: 02 6271 4458 Email: [email protected] Website: www.aec.gov.au research ISSN: 0814-4508 © Commonwealth of Australia 2009

This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced by any process without prior written permission from the Australian Government, available from the Attorney-General’s Department. Requests and inquiries concerning reproduction and rights should be addressed to the Commonwealth Copyright Administration, Copyright Law Branch, Attorney- General’s Department, National Circuit, Barton ACT 2601, or posted at http://www.ag.gov.au/cca. 28 September 2009 for Senator the Hon. Joe Ludwig Special Minister of State Parliament House CANBERRA ACT 2600

Dear Minister

In accordance with section 17 of the Commonwealth Electoral Act 1918 we have pleasure in submitting the Australian Electoral Commission’s annual report and financial statements for the year ending 30 June 2009. only ArchivedYours sincerely historical

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West Block Offices, Queen Victoria Terrace, Parkes ACT 2600 Years serving PO Box 6172, Kingston ACT 2604 the Australian community Tel 02 6271 4411 Fax 02 6271 4558 www.aec.gov.au ABN 21 133 285 851 25 for

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Contents

About this report vii Output 2.1.4 – Fee-for-service elections 59 Year in review 13 for Output 2.1.5 – Celebrating our 25th anniversary Industrial and Torres Strait – a retrospective 2 Regional Authority elections 63 Electoral Commissioner’s review 4 Output 2.1.6 – Advice and assistance in Summary of achievements 10 overseas elections 65 AEC overview 13 Report on performance: Outcome 3 71 About the AEC 14 Outcome 3 – Partnerships 22 An informed community 72 Output 3.1.1 – only Report on performance: Outcome 1 25 Electoral education centres 76 Outcome 1 – Output 3.1.2 – An effective electoral roll 26 School and community programs 80 Output 1.1.1 – Output 3.1.3 – Electoral roll management 29 Archived Communication strategies Output 1.1.2 – and services 86 Support services for electoralhistorical redistributions 41 Management and accountability 91

Report on performance: Outcome 2 45 Corporate governance 92 Support services 100 Outcome 2 – An impartial and independent External scrutiny 105 electoral system 46 Human resources 109 Output 2.1.1 – Providing access for people Federal elections, by-elections with disabilities 116 and referendums research49 Assets management 120 Output 2.1.2 – Purchasing 121 Party registrations 53 Grant programs 122 Output 2.1.3 – Consultants and contracts 122 Funding and disclosure services 56 vi contents | aec annual report 2008–09

Financial performance and References 219 future operations 126 Abbreviations and acronyms 220 Analysis of financial performance 126 Compliance index 221 Developments that have affected Alphabetical index 223 or may affect operations 126

Financial statements 129 Appendices 173 for Appendix A – Resources 174 Appendix B – Staffing 179 Appendix C – Occupational health and safety 184 Appendix D – Freedom of information 187 Appendix E – Advertising and market research 192 only Appendix F – Provision of electoral roll information 193 Appendix G – Ecologically sustainable development 207 Appendix H – ArchivedConsultancies 209 Appendix I – historical Industrial and fee-for-service elections statistics 211 Appendix J – Publications 213 Appendix K – Fraud control certificationresearch 217 aEC annual report 2008–2009 | about this report vii

About this report Rarse de This annual report of the Australian Electoral The annual report is designed to meet the Commission (AEC) documents the AEC’s information needs of the AEC’s stakeholders performance for the financial year ending and customers, including: 30 June 2009. • eligible electors • members of parliament, political parties, Stue ruct r electoral candidates and interest groups The annual report begins with: • the media • the 25th anniversary • forstate, territory and international • the Electoral Commissioner’s review of electoral authorities performance in 2008–09 and outlook • federal, state, territory and local for 2009–10 government agencies • a summary of the AEC’s achievements • students, teachers and researchers in 2008–09 • AEC staff. • an overview of the AEC, describing its role, The annual report is presented for tabling legislative basis, organisation, performance in the Parliament of the Commonwealth of framework and partnerships. Australia. Copies are available free of charge, in hard copy or electronic format, through the The next three sections detail the AEC’s: AEC website. • performance in meeting the indicators only and targets of the outcomes and outputs Ctc on a t officer framework set out for the AEC in the For more information about the annual report, 2008–09 Portfolio Budget Statements contact the Director, Governance, Assurance • performance in relation to responsibilities and Organisational Reporting, at the address Archivedsuch as internal governance, external shown below. General contact details for the scrutiny, human resources management, AEC are also shown in the ‘Overview’ section providing access forhistorical people with disabilities, pof the report. purchasing, assets management, and use of Web address of this report: tenders and contracts www.aec.gov.au/About_AEC/publications • financial performance, including the Contact officer: audited financial statements for 2008–09. Director, Governance, Assurance and The main report is followed by: Organisational Reporting • appendices which provide detailed Australian Electoral Commission information and statistics required to be West Block Offices reported by legislationresearch and other Queen Victoria Terrace reporting requirements Parkes ACT 2600 PO Box 6172 • a list of abbreviations, a compliance index Kingston ACT 2604 and an alphabetical index. Telephone: 02 6271 4411 Fax: 02 6271 4558 Email: [email protected] Website: www.aec.gov.au for

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Celebrating our 25th anniversary – a retrospective

On 21 February 2009, the AEC celebrated The 1984 amendments not only established its 25th anniversary as an independent the AEC as an independent statutory authority, statutory body, with the theme ‘25 years butfor also introduced the registration of political serving the Australian community’. This parties, improved the process for drawing important anniversary year comes at a time electoral boundaries, provided for public when the needs of a contemporary society funding of election campaigns, ensured call for changes to the electoral system, with the disclosure of campaign donations and the Government putting in place processes electoral expenditure and provided specific to facilitate widespread debate over enrolment provisions for people in special electoral issues. circumstances. Since this time, candidate names appear in random order on House of An anniversary provides the space to discuss Representatives ballot papers, and a simplified the themes relevant to the future, as well group ticket voting option appears on Senate as to celebrate the past, and there is much election ballots. only to celebrate. During the past 25 years, the AEC has delivered nine federal elections, 28 The 1980s by-elections and three referendums, and has made a significant contribution to the stability Since its inception in 1984, the AEC has of Government in Australia through its delivery worked to enhance the accountability and Archivedof impartial and independent elections. transparency of electoral procedures and The administration of the electoral system, practices. The 1980s were characterised by supported by the dedicationhistorical of AEC staff, an emphasis on developing uniform practices has engendered the trust of the Australian and introducing computer-based or automated community that federal elections in Australia systems to replace manual processes. National deliver results that accurately reflect the consistency across divisional offices was collective choice of the community. So, it is supported by enhanced training programs and with a sense of satisfaction that we take a look a consolidated election procedures manual. back and follow the evolutionary pathway of In 1989, a significant modernisation milestone Australia’s Electoral Commission. was achieved with the introduction of the new Roll Management System (RMANS). Early beginnings researchRMANS enabled computer-based data The functions now fulfilled by the AEC were entry and update to take place in divisional originally undertaken by a branch in the offices. This year also saw the introduction Department of Home Affairs in 1902. In 1973 of a computerised system for managing the it became the Australian Electoral Office, and recruiting, appointing and paying of thousands then in 1984, following major amendments of temporary staff required for elections, to the Commonwealth Electoral Act 1918, the replacing what had been a labour and time Australian Electoral Commission was created. intensive process carried out by many staff. aEC annual report 2008–2009 | 25th anniversary 3

Years serving 25 the Australian community

The 2000s

The Governor-General, Her Excellency Thefor ongoing focus for this decade has been on delivering improved or additional electoral Ms Quentin Bryce AC with inaugural staff at the AEC’s Colloquium. services. The AEC established a successful business partnership with Centrelink for the 2004 and 2007 federal elections, enabling the The 1990s delivery of high-quality, cost-effective election The modernisation trend continued in the information services for the Australian public. 1990s with the further development of For several years the GENESIS (general computerised systems and standard reference enrolment, elections support and information manuals to increasingly streamline election system) roll management and election support practices. This period saw the progressive system has been under development. During development and enhancement of the AEC’s 2009, the GENESIS Applicationonly Processing first computerised Election Management System (GAPS) was finalised and rolled out to System (ELMS). ELMS has served the AEC and staff. This replaces the enrolment processing the Australian community since 1991, capturing application module in RMANS which had not timely and accurate election information and changed significantly since it was developed ensuring a consistent application of election in 1989. GAPS provides for the submission of Archivedbest practice throughout the country. enrolment applications over the internet using In keeping with the technological progress SmartForm technology, with the enrolment historicaldata able to be automatically uploaded into sweeping all areas of society, and in time for the 1996 federal election, the AEC launched the enrolment database where the signed its website and introduced call centres to enrolment form is subsequently received. enhance the delivery of information services to electors. Then in 1997, the AEC’s national 13 Moving forwards phone number was launched. As we move further into the 21st century, our The 1999 introduction of a web-based virtual environment is becoming faster paced and less tally room (VTR) was a great success, with the predictable, while community expectations VTR now superseding theresearch National Tally Room around accessible and convenient electoral (NTR) as the official source of election night services are evolving. During this 25th results. This year was also significant for the anniversary year of the AEC, we are thinking introduction of the Continuous Roll Update about where we are now and how far we have (CRU) program which provided a new method come, and considering the means by which we of managing the accuracy of the electoral will continue to provide the Australian roll and was a move away from the biennial public with a successful, contemporary doorknock approach of previous years. electoral system. 4 Electoral commissioner’s Review | aEC Annual report 2008–2009

Electoral Commissioner’s review

I commenced as Electoral Commissioner in Ahead of the 2007 federal election, the January 2009. I would like to acknowledge the participation rate ­– a measure of the number contribution made by my predecessor, of foreligible Australians enrolled – reached its Mr Ian Campbell PSM, during his three years highest level ever. as Electoral Commissioner. I would also like to However, evidence of a decline in Australians’ acknowledge the contribution made by the participation in electoral matters continues. Hon. James Burchett QC, whose nearly six Today, over 1.2 million eligible Australians years as the Chairperson of the AEC concluded are currently not on the electoral roll and, on 22 July 2009. I welcome the Hon. Peter therefore, not able to exercise their franchise. Heerey QC as the new Chairperson. To achieve the AEC’s participation target of 95 Since becoming Electoral Commissioner, I per cent, more than 700 000 new enrolments have had the opportunity to reflect on the are required by mid-2010. Even to maintain history of the democratic process in Australia. the participation rate at the levelonly achieved Many of the signposts of democracy in for the 2007 federal election, just over 92 Australian history, such as the introduction per cent, nearly 300 000 new enrolments are of compulsory enrolment in 1911 and required by mid-2010. compulsory voting in 1924, are still very Even more sobering is the fact that some relevant. Our challenge is to ensure we 660 000 enrolled electors did not vote at continue in the direction these signposts Archived the 2007 federal election. Some 546 000 point us to. electors voted informally for the House of The AEC has played an historicalimportant role in the Representatives and some 340 000 electors democratic process and has established a voted informally for the Senate at this election. strong reputation for delivering professional Together these statistics with the 1.2 million electoral services to the Australian people. eligible Australians not on the electoral roll Saturday 21 February 2009 marked the means that over 2 million out of 15 million 25th anniversary of the establishment of the estimated eligible voters were not able to AEC. This was an ideal opportunity to celebrate exercise their franchise. our achievements and consider how we will The AEC is responding to this challenge. In build on this foundation as we conduct our 2008–09, targeted mail-outs were sent to business in the future. research 2 664 615 electors around the country to assist in locating the 1.2 million people missing Successes in 2008–09 from the electoral roll, as well as assist those One of the biggest challenges facing the AEC moving address to update their enrolment is ensuring that Australian citizens are able to details. To support the mail-outs, media exercise their key democratic entitlement, the services were used to increase awareness right to vote – the franchise. of the number of people missing from the electoral roll and how those people aEC annual report 2008–2009 | AEC 5

can enrol. Other strategies employed to successfully manage the electoral roll included forming partnerships with other agencies for and organisations; developing a greater understanding of the characteristics of the electors and, in particular, people eligible to be electors who are not enrolled; and moving towards meeting customer expectations of a whole-of-government approach to delivering services online. Raising electoral awareness, particularly among people who are newly eligible to enrol, is a vital way to both grow the electoral roll only and encourage Australians to exercise their One of the biggest franchise. We used education, awareness raising, communication and media activities to challenges facing the AEC deliver key messages. For example, Enrol to Vote is ensuring that Australian Week was held in 1700 high schools around the citizens are able to exercise Archivedcountry, with the aim of securing enrolments by their key democratic eligible 17 and 18-year-old students. The AEC entitlement, the right to vote received more than 21historical 000 enrolment forms – the franchise. as a result. Past methods of contacting people regarding enrolment have served us well. However, the AEC’s continued reliance on ‘snail mail’ for this is not delivering a sufficient response to achieve higher participation rates. Community attitudes and responses to hard copy mail are undergoing change as many people switch to electronic alternatives in their dailyresearch communications. The challenge for the AEC and the Parliament is to make our services more relevant and timely to today’s methods of providing government services. The Joint Standing Committee on Electoral Matters has recommended that parliament change electoral legislation to meet this challenge. 6 Electoral commissioner’s Review | annual report 2008–2009

Another of the AEC’s greatest challenges is accessed by a wide range of clients, including conducting federal elections. Preparations for political parties, academics, members of the the next federal election are progressing well, mediafor and other people interested in under the agency-wide, four-year Election electoral matters. Preparation Program launched in October 2008. The program covers a four-year span Scrutiny of the electoral system so that AEC managers can plan beyond the In February 2008, the Joint Standing standard three-year electoral cycle. Committee on Electoral Matters commenced The AEC also conducts federal by-elections, an inquiry into all aspects of the conduct of assists with federal electoral boundary the 2007 federal election. The AEC made redistribution processes, and assists a range of numerous submissions to the inquiry, electoral activities in the states and territories. appeared at public hearings around the For example, in 2008–09 we: country and responded to requestsonly for information and electoral data. The AEC • conducted by-elections in the divisions of also provided the committee secretariat Lyne and Mayo with a technical adviser who assisted with • assisted the committees responsible administrative matters, provided electoral for conducting redistribution processes advice and assisted with drafting the report. that were finalised in Western Australia, ArchivedTasmania and the Northern Territory, and The committee’s main report, tabled in commenced in New South Wales and Parliament on 22 June 2009, contained Queensland historical53 recommendations covering issues such as delivering the franchise, maintaining • provided more than 400 electoral roll an effective electoral roll, increasing the products to our joint roll partners, and participation of Indigenous and homeless assisted with the conduct of more than electors, responding to the increased demand 100 electoral events covering every state for early voting, formality issues, modernisation and territory. and sustainability of electoral administration We also provide valuable services that keep and modernising regulatory arrangements. the democratic process transparent and During 2008–09, the AEC provided technical accountable, such as the registration of researchadvice to an Australian Government Green political parties and the processing of funding Paper process on electoral law reform. The disclosure returns. In 2008–09, we upgraded process of consultation and discussion the annual returns locator system available on focused on disclosure, funding and the AEC website, to provide for an expanded expenditure issues as well as options for analysis of the information provided in the strengthening and modernising other areas returns, images of the original returns, and of Australia’s electoral law. The first Green a data export function. This system can be aEC annual report 2008–2009 | Electoral commissioner’s Review 7

Paper on Electoral Reform, entitled Donations, Visits Program with our staff building on their Funding and Expenditure, was released for enhanced training skills. public comment on 17 December 2008; a for In addition to the savings requirements, the second Green Paper is expected to be released 2009–10 Budget contained policy initiatives towards the end of 2009. that will involve the AEC. In particular, we In July 2008, the Court of Disputed Returns received funding for work to improve the handed down a decision in the case of Mitchell participation of Indigenous Australians in v Bailey (No. 2), relating to the 2007 election the electoral process, as part of a whole- result in the Division of McEwen. The AEC of-government initiative to close the gap of commissioned an independent review of ballot Indigenous disadvantage. This provides an paper formality guidelines and recount policy. exciting challenge for the AEC in delivering the franchise to Indigenous Australians. The court’s decision and the review provided the AEC with further guidance The AEC participated in theonly 2008 Australian on the application of formality rules in the Public Service Commission (APSC) State of Commonwealth Electoral Act 1918. We have the Service Employee Survey. While there put a plan in place to address the issues ahead were positive indicators, the survey results of the next federal election. indicated a number of areas of concern. To better understand the organisational health ArchivedStrategies for the future of the AEC, I commenced a series of staff engagement workshops across the country, When preparing the 2009–10 Budget, the historicalfacilitated by an independent consultant. Australian Government made decisions More than 100 staff across the organisation relating to the AEC’s services, including participated in these workshops. The staff closing the Adelaide and Melbourne Electoral workshops focused on two broad objectives: Education Centres from 1 July 2009. 1. gain a better understanding of the key To continue to provide coordinated and issues staff nominated as being of concern targeted electoral education and information in the 2008 AEC State of the Service services, we will leverage whole-of-government Employee Survey results approaches and explore innovative ways to contribute to civics education.research We will 2. identify a series of targeted and realistic collaborate with the Department of Education, recommendations based on consultation Employment and Workplace Relations on with staff and analysis of the key issues. support for civics and citizenship education The consultant will provide me with an in schools through the development of a independent report of the staff workshops by national curriculum. We will also continue to late August 2009 and it is my intention to use deliver our successful School and Community this report to improve the organisational health 8 Electoral commissioner’s Review | annual report 2008–2009

of the AEC. More information on how the AEC is Our strategy focuses on: addressing the 2008 APSC State of the Service • identifying and pursuing efficiencies Employee Survey results can be found in the for through collaborating with other electoral ‘Human resources’ section of this report. bodies on electoral roll management, We have established a new AEC Strategic Plan national standards for elections and for 2009 to 2014. Our strategy for delivering electoral officers electoral services that are responsive to the • giving greater emphasis to our work with the needs of the Australian community is based Electoral Council of Australia on three themes: modernisation, collaboration • sharing best practice with electoral and investing in our people. authorities in other western democracies, The theme of modernisation embraces such as Canada, New Zealand and the legislation, governance, policies, systems and United Kingdom. processes. Our priorities are to: only Cooperating with public and private sector • ensure our policies and processes are organisations to access reliable and timely aligned, and our organisational structure is data for roll management, and working with optimised for our outputs and allows us to AusAID and other agencies to share and build be efficient and effective electoral capability overseas, are also Archived• review our methods for interacting with high priorities. electors and be more accessible, including Investing in our people is essential to deliver by adopting new technology.historical For example, our outcomes and to recruit and retain high- in September 2009, the AEC will introduce quality people, now and in the future. Our a ‘smart’ enrolment application form. commitment to our people centres on: This will allow enrolment applications to be completed online and the data • embracing Australian Public Service best automatically captured by our electoral practice in all human resource activities roll system. • addressing concerns expressed by our staff, and improving the overall health of the The AEC operates in a complex environment, organisation with many stakeholders and a wide range of customers. Collaborationresearch with all our • recognising good leadership skills as stakeholders, in particular the state electoral essential for all managers, and developing bodies and state and federal agencies with the professional, managerial and leadership which the AEC shares customers, will be a key qualities of our staff contributor to our future success. • instituting a new performance management program for staff development and career planning. aEC annual report 2008–2009 | Electoral commissioner’s Review 9

Conclusion I acknowledge and appreciate the dedication for and professionalism my AEC colleagues have shown, since I began my term as Electoral Commissioner, in all facets of their work and in their commitment to delivering the franchise of Australian citizens. I look forward to building on the AEC’s past successes to further develop an electoral system that Australians can be proud of over the next 25 years.

Ed Killesteyn only Electoral Commissioner Archived historical

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Summary of achievements

Outcome 1 – an effective electoral roll High level of electoral At 30 June 2009, 13 892 562for people were enrolled to vote, an increase in the enrolment number of electors on the roll. Ongoing action to improve the The AEC continued actions to contact and encourage the estimated 1.2 million accuracy and completeness of Australians missing from the electoral roll to enrol. the electoral roll Provision of quality roll products In line with requests received, electoral roll data was provided for more than to meet client needs 100 electoral events, including four state and territory elections and one state referendum. Ongoing support was provided our joint roll partners. In line with requests received, more than 400 products were supplied to state and territory electoral authorities under joint roll arrangements. Effective support for electoral Support provided to the committees conducting electoral boundary redistribution processes redistributions for New South Wales, Queensland, Westernonly Australia, Tasmania and the Northern Territory allowed for the effective and timely conduct of redistribution activities in accordance with legislative requirements. Improved roll The general enrolment, elections support and information system (GENESIS) management system achieved important milestones towards replacing the AEC Roll Management System with a more efficient, customised system that integrates business and Archivedoperational requirements. Outcome 2 – an impartial and independent electoral system Successful conduct of Lynehistorical By-elections were successfully conducted in the divisions of Lyne and Mayo on and Mayo by-elections and 6 September 2008. completion of activities relating Ballot papers were produced and distributed to meet demand for early (pre-poll to the Gippsland by-election and postal) voting, as well as for use by mobile polling teams and on election day. Results were publicly announced within legislated timeframes and were made available on the AEC website on by-election night. Post-election activities for the Gippsland by-election were completed including payment of public funding. Informality was 3.45% for Lyne and 4.99% for Mayo. Evaluation of Recommendations arising from the 2007 federal election evaluation process 2007 federal election were referred to the relevant business areas and post-election working parties researchfor consideration and/or implementation. Analysis of informal voting The AEC published AEC Research Report 11, Analysis of informal voting (House of Representatives 2007 election), and analysed data for by-elections. Informed evidence to the The AEC continued to provide detailed submissions and direct evidence to the Joint Standing Committee on committee’s inquiry into the conduct of the 2007 federal election. Electoral Matters inquiry into the conduct of the 2007 federal election aEC annual report 2008–2009 | summary of achievements 11

Outcome 3 – an informed community Enrol to Vote Week Enrol to Vote Week was heldfor in 1 700 high schools around the country. As a result, the AEC received 21 053 enrolment forms. School and Community Visits The SCVP target was met, and a new evaluation tool has been implemented. Program (SCVP) Development of style guide An AEC style guide was developed to further reinforce the AEC brand and provide better guidance to staff in its application. Services supporting all outcomes AEC Strategic Plan 2009–2014 The AEC developed a new Strategic Plan for 2009–2014, based on three themes: modernisation, collaboration and investing in our people. Clear linkages were established between the Strategic Plan and the National Business Plan for 2009–10, the first year of the strategic planning cycle. Training The AEC developed training materials, tools and packages, including operational training. A new induction program and an onlineonly package to raise fraud awareness were launched. The AEC also restructured its learning and development framework, as a complement to its new Capability Framework, to deliver a higher level of support and learning options. An AEC ‘management fundamentals’ program was piloted and received positive feedback from participants. A major program of procurement training was delivered across all AEC offices. ArchivedRecruitment A scoping study and technical evaluation was undertaken in conjunction with the New South Wales Electoral Commission to determine whether their online historicalsystem for recruiting temporary staff could be adapted to suit AEC needs. Consistent branding on recruitment advertising and streamlined support services for selection panels were implemented. Governance The AEC’s governance arrangements were reviewed to ensure they meet agency needs and provide a robust framework. The initial part of the review was the creation of the Business Investment Committee to strengthen decision making and project management of investments in systems and processes. Modernising information The AEC transitioned from Lotus Notes/Domino to Microsoft Outlook/Exchange. technology infrastructure and capability research for

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About the AEC

Figure 1 Performance reporting framework Commonwealth Electoral Act 1918for Drivers Portfolio Budget Statements AEC National Business Plan 2008–2009

Output Group 1.1 Output Group 2.1 Output Group 3.1 Electoral roll Elections, ballots and Electoral education management referendums • Electoral roll • Federal elections, • Electoral Education management by-elections and Centres • Support services referendums • School and community for electoral • Party registrations programs redistributions. Outputs • Funding and • Communicationonly disclosure services strategies and services. • Fee-for-service elections • Industrial and Torres Strait Regional Archived Authority elections • Advice and assistance historicalin overseas elections. An effective An impartial and An informed community electoral roll independent electoral system Australians have an Stakeholders and An Australian community electoral roll which customers have access which is well informed about Outcomes ensures their voter to and advice on electoral matters. entitlement and impartial and provides the basis for independent electoral the planning of electoral services and participate eventsresearch and electoral in electoral events. redistributions.

Report on performance Pages 26–43 Pages 46–69 Pages 72–89 annual report 2008–2009 | AEC overview 15

Role The AEC is the Australian Government agency forDeveloping and responsible for providing Australians with an maintaining partnerships independent electoral service that meets their with other organisations, needs and enhances their understanding of and both in Australia and participation in the electoral process. overseas, is one of the effective strategies the Purpose AEC uses to deliver its Our purpose is to help people have their say in planned outcomes. who will represent them in the Parliament of Australia. We do this by providing impartial and accessible electoral services. only Aim Our aim is to be recognised as an organisation that provides excellence in the management Archivedand delivery of electoral services. Values We reflect the values historicalof the Australian Public Service (APS) in the high standards of behaviour we observe on a day-to-day basis. In particular, we emphasise the following values that assist us in behaving ethically in carrying out our duty. We: • conduct our business with fairness and impartiality • maintain high standardsresearch of integrity and ethical behaviour • respect and uphold the law • are open, transparent and accountable for what we do • respect and listen to our clients and stakeholders and each other 16 AEC overview | aEC annual report 2008–2009

• serve the Australian people and the The various legislative provisions under which federal parliament. the AEC develops its core business processes, purpose, values and leadership capabilities, Outcome and output structure and conducts its activities, are summarised in Table 1. Figure 1 shows the AEC’s performance reporting framework, which is based on delivering three Commissioners ‘outcomes’ for the Australian community: At 30 June 2009, the Commissioners were: • An effective electoral roll – Australians have an electoral roll that ensures their voter • the Hon. James Burchett QC, the entitlement and provides the basis for the forChairperson (the Chairperson must be an planning of electoral events and electoral active or retired judge of the Federal Court redistributions. of Australia) • An impartial and independent electoral • Mr Ed Killesteyn, the Electoral system – stakeholders and customers Commissioner and Chief Executive Officer have access to and advice on impartial of the AEC and independent electoral services and • Mr Brian Pink, the Australian Statistician, participate in electoral events. the part-time, non-judicial member. • An informed community – the Australian community is well informed about Senior staff and their responsibilities electoral matters. As Chief Executive Officer, onlythe Electoral The functions performed by the AEC to Commissioner has the powers of an agency produce these desired outcomes are defined head (within the meaning of the Public Service as ‘outputs’. Act 1999), and has responsibility for the management and strategic leadership of the The AEC’s outcomes and outputs, and AEC in relation to: Archivedcorresponding key performance indicators, are described in the annual Department of • enrolment and election activities Finance and Deregulationhistorical Portfolio Budget • conduct of federal parliamentary elections Statements and Portfolio Additional Estimates and referendums, and certain other ballots, Statements. There is no variation between the including those for industrial organisations AEC’s outcomes and outputs described in the • electoral education programs Portfolio Budget Statements for 2008–09 and • electoral research those described in this report. • administration of human, financial and Legislative framework other resources • provision of assistance in relation to The AEC operates as an independent agency overseas elections and referendums under the Commonwealthresearch Electoral Act 1918 (Electoral Act). The Electoral Act was • national dissemination of electoral amended in 1984 to establish a three-person information and education services. Commission with the functions and powers set Assisting the Electoral Commissioner out in s. 7 of the Electoral Act. The Commission in the national office are the Deputy meets as required in accordance with s. 15 of Electoral Commissioner, two first assistant the Electoral Act. commissioners, five assistant commissioners, the Chief Finance Officer and the aEC annual report 2008–2009 | AEC overview 17

Table 1 Legislative framework

Legislative instrument AEC function Aboriginal and Torres Strait Conducting certain Torres Strait Regional Authority elections Islander Act 2005 Commonwealth Electoral Conducting federal elections Act 1918 Maintaining and updating the Commonwealth electoral roll, including evidence of identity requirements Promoting public awareness of electoral and parliamentary matters through information and education programs Providing international electoralfor assistance in cases approved by the Minister for Foreign Affairs Conducting and promoting research into electoral matters and other matters that relate to AEC functions Registering political parties Paying public funding to election candidates and parties, and publishing financial details of political parties and others Determining representation entitlements (redistributions) Electoral and Referendum Conducting federal elections and referendums and providing Regulations 1940 elector information Financial Management and Managing public money and property Accountability Act 1997 only Freedom of Information Holding and releasing documents Act 1982 Privacy Act 1988 Storing, using and disclosing personal information Public Service Act 1999 Ensuring the effective and fair employment, management and leadership of its employees ArchivedReferendum (Machinery Conducting referendums Provisions) Act 1984 Representation Act 1983historicalConducting Senate elections Workplace Relations Act 1996 Conducting industrial elections and protected action ballots

Chief Legal Officer. State Managers, who Office network hold the statutory appointment of Australian Electoral Officer for each state and the AEC offices are organised geographically, with Northern Territory, also assist the Electoral a national office in Canberra, a state office Commissioner to manageresearch electoral activities in each state and the Northern Territory, and in their respective jurisdictions. divisional offices in or near each of the 150 electoral divisions. The AEC’s organisational structure for 2008–09, including the names of senior National office executives, is shown in Figure 2. The AEC’s national office in Canberra is organised functionally into the following five branches each managed by an assistant 18 AEC overview | aEC annual report 2008–2009

for

Executive Management Group. Front: Ed Killesteyn. 2nd row (l,r): Jenni McMullan, Anne Bright, Barbara Davis. 3rd row: Neal Mason, Daryl Wight, Iain Loganathan, Colin Nagle, Marie Nelson. 4th row: Rachel Harris, Michael Maley, Doug Orr, Chris Drury, Pablo Carpay, Paul Dacey. commissioner, and two units managed by During 2008–09, the AEC reflected on the Chief Legal Officer and the Chief Finance the national office structureonly to ensure that Officer respectively: it continues to meet business needs and appropriately balances the needs to ‘do’ and • Communications and Information Strategy to ‘support’, while also providing capacity for • Elections future thinking and strategic capability. At 30 Archived• Information Technology June 2009 internal consultation on a draft • People and Performance realignment was underway. The final structure • Roll Management historicalwill be determined and implemented early in 2009–10. • Chief Finance Officer unit • Chief Legal Officer unit (incorporating State offices Legal Services and Funding and Each State Manager is responsible for Disclosure functions). managing AEC activities within the state In addition, the national office accommodates: or territory, including conducting federal • the International Services section, reporting elections and referendums, and is the directly to a first assistant commissioner Australian Electoral Officer (AEO) for the state or territory. • the Internal Audit function,research reporting directly to the Deputy Electoral The State Manager for New South Wales Commissioner, who chairs the Business also has administrative responsibility for the Assurance Committee Australian Capital Territory divisions between • the GENESIS program (redeveloping the elections. During an election period, an AEO is AEC’s roll management computer system), appointed for the Australian Capital Territory. reporting directly to a first assistant commissioner. aEC annual report 2008–2009 | AEC overview 19

5 2 49 37 29 15 11 Program GENESIS Rod Whitaker No. divisions

erritory

ICT and Java Java thern Territory (a/g) w South Wales Section estern Australia Assistant ictoria asmania Technology Information Enterprises State/T Ne V Queensland W South Australia T Nor Procurement Technologies Technologies Management Infrastructure

IT Governance Commissioner IT Applications Michael Cuddihy Michael Cuddihy

for Jenni McMullan (a/g)

First Assistant Commissioner

Assistant Enrolment Roll Integrity Pablo Carpay Pablo Tjoen San Lauw (a/g) State/Territory Management State/Territory AEO/State Manager Name Daryl Wight Anne Bright Colin Nagle Chris Drury Robert (a/g) Webb Iain Loganathan Commissioner Roll Management Officer Disclosure Paul Pirani Paul Chief Legal Funding and Legal Services only (a/g) Paul Dacey Paul Ed Killesteyn Strategy Strategy Services Services Assistant Ministerial Media and Products and Parliamentary Commissioner Kathy Mitchell Kathy Communication Communication and Information and Information Communications Electoral Commissioner

ArchivedDeputy Electoral Commissioner and Project historicalHuman Analysis Systems Strategic Resource Assistant Workforce Workforce Assurance People and People Governance Neal Mason Strategy and Performance Services and Management Development Research and Commissioner yn

Election Election Doug Orr Elections Assistant Policy and Policy Operations Procedures Planning and Barbara Davis Commissioner James Burchett James Burchett Brian Pink Ed Killeste First Assistant Commissioner

research Officer Financial Management Chief Finance Rachel Harris

person Commission Chair Electoral Commissioner Non-judicial member Services International Michael Maley Figure 2 Organisation chart Figure 20 AEC overview | aEC annual report 2008–2009

In addition: there were 150 electoral divisions. Divisional offices are responsible for service delivery in • the State Manager for New South Wales elections, enrolment and public awareness. has national policy responsibility for the Some divisional offices may be co-located with AEC’s conduct of industrial elections, and other divisional offices or state offices. manages the National Property unit • the State Manager for Victoria has national Australia’s electoral divisions are shown in policy responsibility for the AEC’s fee-for- Figure 3. service elections Contact details • the State Manager for South Australia managed the AEC’s electoral Thefor AEC’s national telephone inquiry number education centres. is 13 23 26; the national email address for inquiries is [email protected]. Divisional offices Contact details for the AEC’s national office Each state or territory is divided into a and state offices are shown in Table 2. The AEC number of electoral divisions that correspond website (www.aec.gov.au) provides contact to its number of members in the House of details for divisional offices. Representatives. At the end of 2008–09,

Table 2 National and state office contact details

Address Telephoneonly National West Block 02 6271 4411 Queen Victoria Terrace Parkes ACT 2600 New South Wales Level 4, Roden Cutler House 02 9375 6333 24 Campbell Street ArchivedSydney NSW 2000 Victoria Level 8, Casselden Place 03 9285 7171 historical2 Lonsdale Street Melbourne VIC 3000 Queensland Seventh Floor 07 3834 3400 488 Queen Street Brisbane QLD 4000 Western Australia Level 3, 08 6363 8080 111 St Georges Terrace Perth WA 6000 South Australia Ninth Floor, Origin Energy House 08 8237 6555 1 King William Street researchAdelaide SA 5000 Tasmania Second Floor, AMP Building 03 6235 0500 86 Collins Street Hobart TAS 7000 Northern Territory Level 7, TCG Centre 08 8982 8000 80 Mitchell Street Darwin NT 0800 aEC annual report 2008–2009 | AEC overview 21

Figure 3 Electoral divisions

Queensland 29

Blair Forde Moncrie Bonner Grith Moreton New South Wales 49 Bowman Groom Oxley Brisbane Herbert Petrie Banks Lyne Capricornia Hinkler Rankin Barton Macarthur Dawson Kennedy Ryan Bennelong Mackellar Northern Dickson Leichhardt Wide Bay Berowra Macquarie Territory 2 Fadden Lilley Blaxland Mitchell Bradfield Newcastle Lingiari Fairfax Longman Fisher forMcPherson Calare New England Solomon Flynn Maranoa Charlton North Sydney Chifley Page Cook Parkes Darwin Cowper Parramatta Cunningham Paterson Dobell Prospect Eden-Monaro Reid Farrer Richmond Fowler Riverina Gilmore Robertson Grayndler Shortland Greenway Sydney AUSTRALIA Hughes Throsby Hume Warringah Hunter Watson Brisbane Kingsford Smith Wentworth LindsayonlyWerriwa Western Lowe Australia 15 Perth Sydney Brand Adelaide Canberra Australian Canning Capital Territory 2 Cowan Melbourne Curtin Canberra ArchivedForrest Fraser Fremantle Hasluck Kalgoorlie historicalSouth Hobart Victoria 37 Moore Australia 11 O'Connor Aston Hotham Adelaide Pearce Ballarat Indi Barker Perth Batman Isaacs Boothby Tasmania 5 Stirling Bendigo Jagajaga Grey Swan Bruce Kooyong Hindmarsh Bass Tangney Calwell Lalor Kingston Braddon Casey La Trobe Makin Denison Chisholm McEwen Mayo Franklin Corangamite McMillan Port Adelaide Lyons Corio Mallee Sturt Deakin Maribyrnong Wakefield Dunkley Melbourne research Flinders Melbourne Ports Gellibrand Menzies Gippsland Murray Goldstein Scullin Gorton Wannon Higgins Wills Holt 22 AEC overview | annual report 2008–2009

Partnerships

Developing and maintaining partnerships with other organisations, both in Australia and overseas, is one of the effective strategies the AEC uses to deliver its planned outcomes. Table 3 provides a few examples of the partnerships that the AEC engagedfor in during 2008–09.

Table 3 Key partnerships supporting AEC outcomes

Partners Activities Outcome 1 – an effective electoral roll Australian Government Governed by memorandums of understanding, the AEC increased its use of agencies and other the National Exchange of Vehicle and Driver Information System (NEVDIS) organisations with access to database and Centrelink data to target mailings for people who are eligible to age and address information enrol but are not enrolled. Australian Government Through the use of ongoing arrangements to display enrolment forms in shop- agencies and organisations fronts of the Australian Taxation Office, Centrelink, Australia Post, Medicare with shop fronts or offices that and some Rural Transaction Centres, the AEC continued toonly provide another deliver services to the public means by which people can enrol or update their enrolment details. Department of Immigration The AEC accessed the department’s citizenship data file to investigate the and Citizenship eligibility of people who had indicated on their enrolment forms that they were not Australian citizens or had not provided details of their Australian citizenship although they had stated that they were born overseas. ArchivedState and territory electoral The AEC worked with state and territory electoral authorities to maintain a authorities complete, accurate and up-to-date electoral roll, and to manage the close of historicalrolls and the provision of roll products for more than 100 local and/or state elections and electoral activities in all states and territories during 2008–09. Other state government The AEC will continue to work to establish collaborative partnerships with state agencies and organisations government agencies and organisations to maintain and grow the roll. Electoral Council of Australia The Electoral Council of Australia comprises senior members of the AEC and the state and territory electoral commissioners. The focus in 2008–09 was on agreeing future directions and working towards establishing future researchjoint initiatives. aEC annual report 2008–2009 | AEC overview 23

Partners Activities Outcome 2 – an impartial and independent electoral systemfor AusAID The AEC’s strategic partnership agreement with AusAID continued to provide a framework for close cooperation between the two agencies. BRIDGE Project partners: The AEC is the lead agency in this international collaboration that provides a the United Nations Electoral high-quality education package to build the capacity of electoral administrators. Assistance Division; the United Nations Development Programme; the International Institute for Democracy and Electoral Assistance; and the International Foundation for Electoral Systems International electoral The AEC developed and strengthened networks with other electoral authorities authorities internationally to share experiences and ideas. only The AEC also continued arrangements with electoral authorities in the Asia–Pacific region, such as the Papua New Guinea Electoral Commission and East Timor’s electoral authority. Activities included staff work placements, participation in training programs and assistance with local government elections. ArchivedState and territory electoral The AEC entered into a memorandum of understanding with the Northern authorities Territory Electoral Commission on the provision of various electoral services for the conduct of the 2008 Legislative Assembly general election and the historical2008 inaugural local government shire elections. Outcome 3 – an informed community Museum of Australian The National Electoral Education Centre and the museum are working together Democracy to identify and explore ways to optimise the benefits of being co-located in Old Parliament House. Centrelink The AEC has commenced preparations to collaborate with Centrelink again for researchthe provision of the call centre services for the next federal election. for

only Archived historical

research for

report on performance: outcomeonly 1

Outcome 1 – An effective electoral roll ArchivedOutput 1.1.1 – Electoral roll management Outputhistorical 1.1.2 – Support services for electoral redistributions

research 26 report on performance: outcome 1 | annual report 2008–2009

Report on performance: Outcome 1 – An effective electoral roll

Outcome 1 – An effective electoral roll Australians have an electoral roll which ensures their voterfor entitlement and provides the basis for the planning of electoral events and electoral redistributions

Output Group 1.1 Electoral roll management

Output 1.1.1 Output 1.1.2 Electoral roll management Support services for electoral redistributions

Performance overview their enrolment, which resulted in improved responses to mailing and other roll On 30 June 2009, 13 892 562 people were update activities. only enrolled to vote, an increase of 129 992 or 0.9 per cent since 30 June 2008. The AEC The AEC’s Roll Management Group was estimates that this represents 91.9 per cent of established during 2008–09 to help deliver those who are eligible to enrol and vote. an election-ready roll, every day. The group is The participation rate has declined from a responsible for developing programs, policies Archivedhigh of 92.3 per cent at the time of the 2007 and procedures for managing the electoral federal election. roll in accordance with the Electoral Act, and evaluating and reporting the results from their The AEC processed 21.6historical per cent fewer implementation. enrolment transactions in 2008–09 than in 2007–08, a decrease of 548 114. A The Roll Management Group developed the decrease was expected, as the transactions AEC National Roll Management Strategy processed during 2007–08 included a 2009–2014 as a basis for managing all substantial number prompted by the AEC’s activities associated with the electoral roll. national targeted enrolment strategy and the The objectives of the strategy are to: 2007 election. • build the enrolment participation rate Mail review activity continuedresearch to be the primary • maintain the integrity of the electoral roll source of enrolment transactions during • improve administration of roll management 2008–09, contributing a significant proportion within the AEC to achieve improvements in of transactions for changes in enrolment productivity, efficiency and effectiveness details, new enrolments and re-enrolments. • deliver services in a timely and efficient The AEC took a number of actions to manner, making it easier for electors to be improve the efficiency and effectiveness of aware of their obligations and engage with activities encouraging electors to maintain the AEC annual report 2008–2009 | AEC 27

• build on partnerships with joint roll partners, government bodies and other organisations. for The AEC provided timely and accurate electoral roll products to a range of individuals and organisations. During 2008–09, the AEC provided roll products for more than 100 electoral events, 400 roll products to state and The AEC is also territory electoral commissions under joint investigating ways roll arrangements, and 2292 roll products to to make it easier for selected recipients with entitlements specified members of the public to in the Electoral Act. interact with the AEC. Five redistribution processes were active This includes additional during 2008–09. The AEC provided support means of enrolmentonly that and analysis to the augmented Electoral take advantage of modern Commissions for Western Australia, Tasmania and the Northern Territory and the technology, in line with Redistribution Committees for New South Wales community expectations. Archivedand Queensland. The activities of Output Group 1.1 are described in more detailhistorical in the reports on the individual outputs.

Objectives for 2009–10 During 2009–10, the AEC will focus on ensuring that the electoral roll is as up to date and as accurate as possible by: • implementing its National Roll Management Strategyresearch • improving its methods of contacting and seeking enrolment from un-enrolled eligible members of the community • making it easier for electors to access AEC services • employing technology to modernise processes, including modifying IT systems to better use existing data 28 report on performance: outcome 1 | aEC annual report 2008–2009

• introducing SmartForms on the internet to Purchaser–provider arrangements assist in enrolment No purchaser–provider arrangements were in • contributing to the development and place for Outcome 1 in 2008–09. implementation of the Indigenous Electoral Participation Program to improve the D evelopments since the end of the participation of Indigenous Australians in financial year the electoral process • establishing new collaborative partnership No developments since the end of the financial arrangements. year have affected, or may affect, Outcome 1 operationsfor or results.

only Archived historical

research aEC annual report 2008–2009 | report on performance: outcome 1 29

Output 1.1.1 – Electoral roll management

The AEC maintains and reviews the electoral roll to ensure that it is accurate and up to date for the conduct of elections. It also provides accurate and appropriate electoral roll products to eligible people and organisations.

Overview • making the electoral roll available for forpublic inspection One of the AEC’s functions under the Electoral • providing roll products and services to Act is to manage the electoral roll – the record authorities, people and organisations as of people entitled to vote at federal, state and specified under provisions of the territory and local government elections. Electoral Act. Managing the roll involves: Table 4 summarises the AEC’s results against • preparing, maintaining and revising the the performance information set out for electoral roll used for federal elections Output 1.1.1 in the 2008–09 Portfolio • maintaining the electoral rolls for state, Budget Statements. territory and local government elections through joint roll arrangements only

Table 4 Output 1.1.1 – Electoral roll management: performance results

Key performance indicators Targets Results Proportion of eligible people on the 95% 91.9% of eligible people were on the Archivedelectoral roll electoral roll at 30 June 2009. Accurate and timely enrolment 99.5% of enrolment transactions 99.5% of enrolment transactions processing historicalcorrectly processed were correctly processed. 99% processed within three This target was generally met; business days however, some enrolment forms required additional investigation which resulted in processing taking longer than three days. Accurate and timely provision of At least 98% of products accurate The accuracy of products delivered roll products was greater than 98%. At least 98% of products delivered More than 98% of delivery deadlines by agreed deadline were met. Engaging with electors throughresearch the Those eligible to enrol have The AEC is delivering services enhanced use of technology enhanced capability to access electronically where it is able to certain enrolment services do so under the Electoral Act. electronically by 30 June 2009 The enrolment SmartForm will be operational by September 2009. 30 report on performance: outcome 1 | aEC annual report 2008–2009

Performance the Australian Bureau of Statistics population census. Figure 4 shows the number of electors M anaging the electoral roll enrolled and the participation rate for each year since the 2004 federal election. The AEC’s aim in managing the electoral roll is to ensure that all Australians who are eligible to This figure shows that: vote are able to do so. Success in meeting this • Although the participation rate has aim depends on encouraging eligible electors improved since 30 June 2006, the AEC has to enrol and helping those electors who are on yet to achieve its target participation rate of the roll to maintain their enrolment. for95 per cent. Size of the electoral roll • The participation rate historically drops in the years immediately after a federal At 30 June 2009, 13 892 562 electors were election, when there is an apparent decline enrolled to vote, which is an estimated voter in eligible elector’s motivation to enrol and participation rate of 91.9 per cent. The number to maintain correct enrolment. enrolled at 30 June 2009 was an increase of • The size of the electoral roll has 0.9 per cent from the 13 762 570 electors increased since the 2004 election and enrolled at 30 June 2008. the 2007 election. While the number of electors on the roll To achieve the target of 95 per cent continues to increase, the Australian participation by 30 June 2010, the AEC population is growing at a faster rate than the estimates that more than 700only 000 new electors electoral roll. As a consequence, the overall would need to be added to the electoral roll. The participation rate has declined. AEC also estimates that 1.2 million Australians The participation rate is based on an estimate eligible to enrol are currently missing from of the total number of people eligible to the electoral roll. The case study on page 40 Archivedenrol, which is calculated using data from describes the special efforts the AEC is making Figure 4 Size of the electoralhistorical roll and estimated participation rate, October 2004 to June 2009 Electors enrolled Proportion of eligible Australians enrolled

14 000 000 93.0% Federal election 13 800 000 2007 92.5%

13 600 000 92.0%

13 400 000 91.5% Federal election 13 200 000 2004 91.0% 13 000 000 research 90.5% 12 800 000 90.0% Number of people enrolled Number 12 600 000 89.5%

12 400 000 89.0% enrolled Proportion of eligible Australians

30 June 2007 30 June 30 June 2008 30 June 2009 30 June 30 June 2005 30 June 2006 30 June 9 October 2004 9 October 24 November 2007 November 24 aEC annual report 2008–2009 | report on performance: outcome 1 31

to identify those eligible Australians and The offices of government agencies such as encourage them to enrol. Medicare and Centrelink also make enrolment forms available. During 2008–09, 0.3 per Enrolment activity cent of new enrolments and 1.2 per cent of In 2008–09, the AEC processed 1 993 073 changes to electors’ details were made using transactions concerning electors’ enrolment enrolment forms obtained from the offices of a details. Most enrolment activity involves government agency. changing enrolment details when electors Continuous Roll Update provide new information either without prompting or in response to AEC checks. As Underfor the Continuous Roll Update (CRU) Figure 5 shows, changing enrolment details program, the AEC uses a number of methods has consistently been more than half of the to ensure that the electoral roll stays accurate AEC’s roll management workload for each of and current, and to ensure that electors do the past five years. not lose their entitlement to vote as a result of incorrect details being recorded on the roll. Table 5 summarises enrolment activity during 2008–09 for the types of transactions Mail review – the main component of the presented in Figure 5, as well as by state and CRU program – produces more enrolment territory. Overall, there was a decrease of forms than any other AEC roll management 21.6 per cent in the number of transactions activity. Detailed analysis of monthly mail processed, compared to 2007–08. A decrease review activities since 2005 indicates that this in activity was expected, as the number of method had been most effectiveonly at tracking transactions processed in 2007–08 was movement of electors. Table 6 indicates that, relatively high due to the federal election held in 2008–09, mail review was the single most in November 2007. significant source of roll growth. The AEC piloted a number of targeted mail Sources of enrolment transactions Archived review activities in 2008–09, using existing Table 6 shows the top 10 sources of enrolment external data sources in new ways to target transactions, together historicalwith a breakdown of particular groups. The targeting of 17–19- three specific types of enrolment transactions year-olds not enrolled, using national licence which add people to the electoral roll or help to data and Centrelink data, resulted in 25 000 keep them on the roll. new enrolments from this age group. The AEC Enrolment forms can be supplied by the AEC will continue to analyse the results of mailing or obtained by the elector. As shown in activities and its use of data sources to inform Table 6, forms directly distributed by the its mailing strategy during 2009–10, with the AEC as part of mail review activity, issued in aim of continuing to grow the roll. the lead-up to a state or territory election or collected by electors fromresearch a post office were the most common sources of completed enrolment transactions in 2008–09. 32 report on performance: outcome 1 | aEC annual report 2008–2009

Figure 5 Components of enrolment activity, 2004–05 to 2008–09

100%

90%

80%

70%

60%

50% 40% for 30%

20%

10%

0% 2004–05 2005–06 2006–07 2007–08 2008–09

Deaths Objections No change to enrolment details Change in enrolment details Re-enrolments New enrolments Note:The enrolment activities presented in this figure are: only • new enrolments – additions to the electoral roll of individuals who have become eligible to enrol and who have not previously been on the electoral roll • re-enrolments – additions to the electoral roll of individuals who have previously been removed from the roll • change in enrolment details – alterations to an individual’s details as a result of an intrastate, interstate or intra-division amendment or movement Archived• no change to enrolment details – an individual has returned an enrolment form, but their enrolment details do not need to be altered • objections – removals of historicalindividuals from the electoral roll on the basis that they do not live at their enrolled address or no longer have an entitlement to be enrolled • deaths – removals of the names of people who have died.

The following have not been included in this figure as they make up less than 1 per cent of enrolment activity in any given year:

• duplications – deletion of enrolment details from the electoral roll where an individual is enrolled more than once • cancellations – removals of individuals from the electoral roll who have not maintained their eligibility status for enrolment under the Electoral Act • re-instatements – addition researchto the electoral roll of an individual who was deleted in error while still entitled to be on the roll. aEC annual report 2008–2009 | report on performance: outcome 1 33

Table 5 Enrolment activity, 1 July 2008 to 30 June 2009

NSW Vic. Qld WA SA Tas. ACT NT Total

Additions to the roll

New 115 936 73 055 75 083 38 391 24 256 7 265 6 210 2 230 342 426 enrolments Reinstatements 458 235 279 196 206 46 34 13 1 467 Re-enrolments 21 935 10 969 25 520 14 065 4 643 2 642 1 963 1 019 82 756 Intrastate 122 384 103 936 119 102 61 701 27 327 6 339 2 666 1 228 444 683 Interstate 26 401 19 294 34 378 12 429for 7 321 5 146 7 823 4 751 117 543 Intra-division 158 364 125 465 154 526 70 708 50 517 19 485 12 816 6 251 598 132 amendment or movement No change 37 114 33 065 22 635 28 413 15 488 2 929 2 178 1 093 142 915 enrolment Total 482 592 366 019 431 523 225 903 129 758 43 852 33 690 16 585 1 729 922 enrolment transactions processed Deletions from the roll Objections 50 192 25 976 32 262 19 055 9 828 4 138 2 324only 964 144 739 Deaths 38 030 28 030 20 266 9 250 10 323 3 593 1 441 746 111 679 Duplications 754 469 558 316 117 66 47 54 2 381 Cancellation 1 478 2 524 28 7 57 101 157 0 4 352 Total deletions 90 454 56 999 53 114 28 628 20 325 7 898 3 969 1 764 263 151 processed ArchivedTotal elector 573 046 423 018 484 637 254 531 150 083 51 750 37 659 18 349 1 993 073 transactions historical

Note: National and state/territory totals for enrolment activity are subject to minor statistical adjustment and will show minor differences from gazetted enrolment details. The figures above include new enrolments and changes to enrolment for 17-year-olds. research 34 report on performance: outcome 1 | aEC annual report 2008–2009

Table 6 Top 10 sources of enrolment transactions, 2008–09 Change in All enrolment enrolment New enrolments Re-enrolment forms details Mail review 497 153 340 117 129 657 27 379 State election 229 761 182 682 30 812 16 267 Post office 211 133 189 775 15 116 6 242 Internet 138 470 124 264 8 207 5 999 Division/state office 124 228 109 925 7 894 6 409 Non-response fieldworka 91 325 for62 060 18 462 10 803 Transport authorities 69 474 66 280 1 461 1 733 Citizenship ceremonies 66 029 2 959 62 757 313 Birthday cards 31 209 1 528 29 655 26 Enrol to Vote Week 21 053 1 368 19 654 31 Total 1 479 835 1 080 958 323 675 75 202

a Non-response fieldwork relates to AEC officer visits to addresses of electors who do not respond to mail. Note: The transactions include new enrolments and changes to enrolment for 17-year-olds. only Other actions during the year to improve the of February, but was not conducted in Victoria efficiency and effectiveness of the AEC’s due to the severity of bushfires in certain areas. activities to encourage electors to maintain Based on advice from the Australian Bureau their enrolment included: of Statistics, the AEC decided that the entire Archived• identifying new addresses for electors who state of Victoria should be removed from the may be objected off the roll and the mailing audit as removing only selected areas within a of pre-objection lettershistorical – more than state would affect the statistical validity of the 40 per cent of electors contacted in this results The data collected from this sample way updated their enrolment and were not audit fieldwork was being analysed in June removed from the roll 2009. The AEC will review the method and • refining processes for mailings to vacated reporting framework for sample audit fieldwork addresses, to distinguish recently vacated in 2009–10. addresses from long-term (vacant for more than 12 months) and non-responding Improv ing the enrolment of newly eligible electors vacant addresses – the response rate for vacant address mailingsresearch increased by The AEC added 342 426 new enrolments 50 per cent. to the electoral roll in 2008–09. The AEC specifically targets activities towards enrolling Roll quality 18–25-year-olds and new citizens. However, The AEC periodically undertakes sample audit the challenge is then to ensure that these fieldwork to measure the effectiveness of electors maintain the currency of their mail review activities. In 2009, sample audit enrolment. Table 7 shows that, in 2008–09, fieldwork was undertaken in the second half the AEC’s target for enrolment of young voters aEC annual report 2008–2009 | report on performance: outcome 1 35

Table 7 Performance targets and results for 18–25-year-olds and new citizens, 2008–09

Targets Results 80% of 18–25 year-olds are enrolled to vote 81% of 18–25-year-olds were enrolled to vote at 30 June 2009 95% of new citizens are enrolled within three months 92% of new citizens were enrolled within three months of becoming citizens of becoming citizens

Figure 6 Target and actual participation rate for 18–25-year-olds,for 2004–05 to 2008–09 Actual participation rate Target participation rate 83%

82%

81% Actual participation rate 80% Target participation rate 79%

78%

77% 76% only 75%

Percentage of 18–25-year-olds enrolled to vote to enrolled of 18–25-year-olds Percentage 74% 2004–05 2005–06 2006–07 2007–08 2008–09 ArchivedTable 8 Top 10 sources of new enrolments and changes to enrolment details for 18–25-year-olds, 2008–09 New enrolment Change in enrolment details Mail review historical63 887 Mail review 56 915 State election 16 853 State election 36 928 Birthday cards 16 651 Post office 28 620 Post office 12 260 Internet 27 678 Non-response fieldworka 10 231 Division/state office 16 071 Citizenship ceremonies 7 704 Transport authorities 15 965 Internet 6 370 Non-response fieldworka 15 204 Division/state office 4 878 Medicare 1 754 Enrol to Vote Week research4 496 Proof of Identity 1 571 Acknowledgement Enrolment Forms School/community visit 1 514 Response to Targeted Enrolment 1 532 Stimulation or pre-objection mailings in 2007 Total 144 844 Total 202 238

a Non-response fieldwork relates to AEC visits to addresses of electors who do not respond to mail. 36 report on performance: outcome 1 | aEC annual report 2008–2009

was met, but the target for enrolment of new Figure 7 shows the proportion of the forms citizens was not met. distributed at citizenship ceremonies that were returned within three months of distribution. Youth enrolment Over the past five years, the AEC has not met Figure 6 shows that the AEC achieved the the target rate for enrolments of new Australian target participation rate for 18–25-year-olds in citizens within three months of their taking up four of the past five years, although there was a citizenship. However, the AEC has enrolled small decrease in 2008–09. 92 per cent of this group within three months of their becoming eligible to enrol. In part, this level of participation results from a range of AEC activities aimed at encouraging Infor its Report on the conduct of the 2007 federal 18–25-year-olds to enrol, details of which election and matters related thereto, the Joint can be found in the report on performance Standing Committee on Electoral Matters for Output 3. Examples include Enrol to Vote recommends amending the Electoral Act: Week and birthday cards, which contributed to allow that a person who makes an significantly to the number of new enrolments application to become an Australian in 2008–09, as shown in Table 6. Table 8 citizen in accordance with the Australian shows the top 10 sources of new enrolments Citizenship Act 2007, be provisionally and changes to enrolment details for young enrolled on the Commonwealth Electoral voters during 2008–09. roll at the time of making the application for citizenship, where they provide proactive Youth Electoral Study and specific consent to optonly in, with voting The Youth Electoral Study (YES) commenced entitlement gained automatically once in 2003. The AEC, along with the Australian Australian citizenship has been granted. Research Council, funded research to explore During 2009–10, the AEC will investigate why young people (aged 17–24) do, or do how this recommendation to provide Archivednot, enrol to vote. Findings from the studies automatic enrolment for new citizens could undertaken by the Australian National be implemented if the amendment was made, University and Universityhistorical of Sydney are used as part of the AEC’s strategy to ensure that all to help inform the AEC’s youth strategies. The Australians who are eligible to vote are able fifth YES report, Youth, Schools and Learning to do so. about Politics, will be released in July 2009. Enoa c ur ging enrolment New citizens The AEC is improving its understanding of The AEC’s primary avenue to encourage new the Australian population, to better target its citizens to enrol is the citizenship ceremony. activities to encourage eligible electors to enrol AEC staff in all states and territories attend and maintain their enrolment. citizenship ceremonies toresearch provide electoral information and assist with the completion of The AEC is also investigating ways to make it enrolment forms. Each new citizen is given easier for members of the public to interact an enrolment form which has been pre-filled with the AEC. This includes additional with their personal details. They can return means of enrolment that take advantage of their completed forms immediately through modern technology, in line with community the AEC staff member or the local council expectations. representative at the ceremony. aEC annual report 2008–2009 | report on performance: outcome 1 37

Figure 7 Target and actual rate of new citizens enrolling within three months of attending a citizenship ceremony, 2004–05 to 2008–09

Actual enrolment rate Target enrolment rate 96%

94% Target enrolment rate 92%

90% Actual enrolment rate 88%

becoming a citizen for 86% Percentage of new citizens of new Percentage enrolled within 3 months of enrolled 84% 2004–05 2005–06 2006–07 2007–08 2008–09

As a first step, the AEC is moving towards the In its Report on the conduct of the 2007 federal use of SmartForms for enrolment. An elector election and matters related thereto, the Joint would fill out a form on the AEC website and Standing Committee on Electoral Matters submit it electronically through a secure recommends amending the Electoral Act: channel. After also printing and signing to allow for the creation, implementation the form to fulfil the signature requirement only and maintenance of an enrolment website stipulated in the Electoral Act, the elector designed to facilitate the receipt and use would post the form to the AEC. The AEC would of information provided electronically by then scan a barcode on the form, connecting enrolled electors, in order to update the the hard copy with the electronic details electoral roll. already submitted, to automatically call up Archived During 2009–10, the AEC will investigate how the information entered by the elector. The enrolment SmartForm is scheduled for release such a website could be implemented if the historicalamendment was made, as part of the AEC’s by September 2009. strategy to facilitate electronic interactions with electors already on the roll.

Table 9 Additional performance results for roll products and services

Measures Targets Results Accuracy in products delivered Greater than 98% The accuracy of products delivered was researchgreater than 98%. Quality Delivery deadlines achieved Greater than 98% More than 98% of delivery deadlines were met. Quantity Proportion of ordered 100% 100% of all electoral roll products products supplied requested in accordance with legislative provisions were supplied. 38 report on performance: outcome 1 | aEC annual report 2008–2009

Deler iv ing roll products and services • the Western Australian state referendum on daylight saving held on 16 May 2009 Under provisions of the Electoral Act and, where relevant, the joint roll arrangements • 64 state and local government by-elections. between the AEC and its state and territory Electoral roll products were also provided counterparts, the AEC provides a range of for redistributions, including the federal products and services based on information in redistributions conducted in Western Australia, the electoral roll. Table 9 shows that the AEC Tasmania and the Northern Territory; state succeeded in meeting the quality and quantity redistributions in Queensland and Tasmania; targets it set for the delivery of products and redistributions for the Northern Territory services in 2008–09. Legislativefor Assembly; and redistributions for the Northern Territory local government shires. Electronic roll The AEC produces an electronic roll, updated Other roll products daily, which is accessible to the general public. Subject to legislative restrictions governing People may inspect this roll at the AEC office access to, use and disclosure of electoral roll in any federal division or check their own data, the AEC may provide particular electoral enrolment details online through the AEC roll products to: website, using the online enrolment verification facility. During 2008–09, this facility received • federal parliamentarians (members more than 26.8 million hits. and senators) • political parties only Roll products for elections and redistributions • state and territory electoral offices The AEC provided data from the electoral roll (‘joint roll partners’) for more than 100 electoral events conducted • Australian Government departments during 2008–09, specifically: and agencies Archived• by-elections held in the federal divisions of • medical researchers Lyne and Mayo on 6 September 2008 (see • commercial companies the report on performancehistorical for Output 2.1.1) • the public. • state elections held in Western Australia on The AEC provided more than 400 products 6 September 2008 and in Queensland on to the state and territory electoral authorities 21 March 2009 under joint roll arrangements during 2008–09. • elections held for the Northern Territory Legislative Assembly on 9 August 2008 and Table 10 compares the numbers of electoral the Australian Capital Territory Legislative roll products the AEC provided to selected Assembly on 18 October 2008 recipients in 2007–08 and 2008–09. The total increased in 2008–09, although there was • local government elections held in New researcha slight decrease in the number of medical South Wales on 13 September 2008 and in researchers and conductors of health screening Victoria throughout November 2008, and surveys seeking data from the electoral roll. the local government shire elections held in the Northern Territory on 25 October 2008 aEC annual report 2008–2009 | report on performance: outcome 1 39

Table 10 Numbers of electoral roll products provided to selected recipients, 2007–08 and 2008–09

Recipient of electoral roll information 2007–08 2008–09

Medical researchers and those conducting health screening surveys 43 36 Prescribed authorities under Schedule 1 of the Electoral and Referendum 60 62 Regulations 1940 Prescribed authorities under Regulation 7 of the Electoral and Referendum 11 15 Regulations 1940 Members of the House of Representatives and senators 1 919 2 043 Federally registered political parties for 259 296 Total 2 292 2 452

Appendix F provides further information on During 2008–09, the software for ordinary legislative entitlements to access roll products; enrolment applications was developed, organisations and individuals that received including a feature to provide for submission roll products; and, where appropriate, the of enrolment applications via the internet products provided and the frequency using SmartForms, and testing of the software of provision. commenced. The first release of core application software will takeonly place in July Electoral roll products were also provided 2009. Enrolment SmartForms are scheduled to members of the public and government for release by September 2009. agencies, including the Australian Bureau of Statistics. In those cases, the data provided Archivedwas statistical or included only addresses. GS roENE IS p gram GENESIS (general enrolment,historical elections support and information system) is a major program currently focusing on upgrading the Roll Management System. The project aims to modernise IT applications; streamline manual processing (including by automating processes); and position the AEC to support its roll management functionresearch into the future. 40 report on performance: outcome 1 | aEC annual report 2008–2009

Case study Efforts to identify and enrol 1.2 million missing voters The AEC estimates that around 1.2 million Australians who are eligible to vote are currently not on the electoral roll, and therefore are not able to vote or participate in federal, state and local government elections. The AEC is stepping up its efforts to find these missing Australians and encourage them to enrol to vote. In April 2009, more than 550 000 personally addressedfor letters were mailed to locations across the country to where the AEC, based on data matching with national driver’s licence data, thought some of the Australians who are missing from the electoral roll might be living. This was an extension of the AEC’s regular mailing activities, conducted as part of the Continuous Roll Update (CRU) program, to contact voters whose enrolment details may not be up to date.

Preliminary analysis of the response rates to this mailing activity indicates that, in addition to generating new enrolments and prompting some electors to update their enrolment details, the AEC has been able to identify a number of people for whom it will take no further action. These people may no longer be eligible under the Electoral Act to be on the roll. More detailed analysis of the response rates will be used by the AEC to inform future activities directed at enrolling the missing 1.2 million Australians. A range of research is currently underway to identify, as accurately as possible, theonly characteristics of the Australians who are eligible but not enrolled to vote. For example, early research results indicate that, while the age of an individual is a major indicator for whether they are enrolled, the age group of the missing contingent may be wider than the frequently discussed ‘youth’ demographic of 18–25 years of age. ArchivedThe AEC will conduct close and detailed examination of the research results as a starting point for developing and implementing ways to contact individuals and encourage them to enrol. These activities will formhistorical part of the implementation of the AEC’s National Roll Management Strategy and the development of the Direct Elector Contact Strategy, which seek to incorporate use of direct telephone, SMS and email to contact electors as a means to modernise the CRU program.

The AEC’s success in contacting the missing 1.2 million Australians and encouraging them to enrol to vote will be reported on in the 2009–10 Annual Report. research aEC annual report 2008–2009 | report on performance: outcome 1 41

Output 1.1.2 – Support services for electoral redistributions

The AEC provides high-quality support services to the various committees carrying out electoral boundary redistributions.

Overview Each Redistribution Committee comprises the Electoralfor Commissioner and the Australian To ensure that federal electoral divisions Electoral Officer, and the Surveyor-General remain relatively equally representative, their or equivalent officer and Auditor-General for boundaries are periodically ‘redistributed’ (that the relevant state or territory. An augmented is, redrawn) in accordance with Part IV of the Electoral Commission for each state or territory Electoral Act. Section 59 of the Electoral Act comprises the Chairperson of the Electoral fixes the times at which redistributions must Commission, the non-judicial member of the commence in a state or territory. Electoral Commission and the members of the The AEC provides administrative assistance to Redistribution Committee. the two bodies established under Part IV of the Table 11 summarises the AEC’s results Electoral Act to conduct each redistribution: against the performance information set out for Output 1.1.2 in the 2008–09only Portfolio • the Redistribution Committee, which is responsible for making a proposed Budget Statements. redistribution based on legislative requirements Performance • the augmented Electoral Commission, A significant level of redistribution activity Archivedwhich considers any objections to the occurred during 2008–09. The AEC proposed redistribution and makes a final provided assistance to committees for five determination of thehistorical names and boundaries redistributions: three redistributions concluded of the redistributed divisions. and two commenced during the year.

Table 11 Output 1.1.2 – Support services for electoral redistributions: performance results

Key performance indicators Targets Results Support services provided by the Committees express a high level Support services provided by the AEC were appropriate and allowed of satisfaction with support AEC were appropriate and allowed for the effective and timely conduct services provided for the effective and timely conduct of redistribution activities of redistribution activities. researchThe committees were satisfied with the support services provided.

Services to Redistribution Support services to Committees comply with Redistribution Committees were legislative timeframes provided in accordance with legislative timeframes. 42 report on performance: outcome 1 | aEC annual report 2008–2009

The AEC provided assistance to the Redistribution in Western Australia augmented Electoral Commissions for Western The Redistribution Committee for Western Australia, Tasmania and the Northern Territory Australia released the report detailing the and the Redistribution Committees for New proposed electorate boundaries for Western South Wales and Queensland. Assistance Australia’s 15 federal electoral divisions on provided included: 1 August 2008. • preparing legal instruments, background Twenty-two objections to the redistribution research papers, and material for proposal, together with six comments on the publication in the Commonwealth of objections, were considered by the Australia Gazette augmentedfor Electoral Commission for • analysing demographic and enrolment data Western Australia. The augmented Electoral • facilitating the public consultation process Commission also conducted public hearings • providing support for committee meetings in Perth and Manjimup. • producing and publishing state and territory The augmented Electoral Commission maps to show the revised boundaries announced on 7 November 2008 that it had • producing and publishing adopted the 1 August 2008 proposal of the proposed redistribution and final Redistribution Committee, with some changes. redistribution reports. The formal determination of the names and boundaries of the electoral divisions was Ri ed stributions concluded in 2008–09 published in the Commonwealthonly of Australia Redistributions in Western Australia, Tasmania Gazette on 18 December 2008. Final maps and the Northern Territory, which commenced and a report setting out the augmented during 2007–08, were finalised during Electoral Commission’s reasons were tabled 2008–09. These redistributions were in the parliament and subsequently made triggered by s. 59(2)(c) of the Electoral Act, available to the public. Archivedwhich requires that a direction to commence a redistribution shall be made if a period Redistribution in Tasmania of seven years has elapsedhistorical since the last The Redistribution Committee for Tasmania redistribution determination for the state released the report detailing the proposed or territory. electorate boundaries for Tasmania’s five As a result of these redistributions, changes federal electoral divisions on 22 August 2008. were made to the boundaries and names Forty-nine objections to the redistribution of some electorates in Western Australia and proposal, together with nine comments on the to the boundaries of all electorates in objections, were considered by the Tasmania. In the Northern Territory, no augmented Electoral Commission for changes were made to theresearch electorate Tasmania. The augmented Electoral boundaries or names, which have been in Commission also conducted public hearings place since December 2000. in Hobart and Devonport. The augmented Electoral Commission announced on 28 November 2008 that it had adopted the 22 August 2008 proposal of the Redistribution Committee, with some changes. aEC annual report 2008–2009 | report on performance: outcome 1 43

Final maps and a report setting out the Ri ed stributions commenced in 2008–09 augmented Electoral Commission’s Redistributions of New South Wales and reasons were tabled in the parliament and Queensland commenced during 2008–09. subsequently made available to the public. The formal determination of the boundaries and The redistributions resulted from the Electoral names of the electoral divisions was published Commissioner’s determination on 17 February in the Commonwealth of Australia Gazette on 2009, under s. 48(1) of the Electoral Act, 16 February 2009. that the entitlement of New South Wales had decreased to 48 seats (from 49) and that the Redistribution in the Northern Territory entitlementfor of Queensland had increased to 30 The Redistribution Committee for the Northern seats (from 29). Territory released the report detailing the Public suggestions to be considered by the proposed electoral boundaries for the Northern Redistribution Committees for New South Territory on 20 June 2008. No objections were Wales and Queensland were sought, together made to the proposals contained in the report. with comments on those suggestions. The The augmented Electoral Commission for Redistribution Committees and the augmented the Northern Territory announced on Electoral Commissions will release their 19 September 2008 that it had adopted proposals and finalise the boundaries without alteration the proposed redistribution during 2009–10. as published by the Redistribution Committee on 20 June 2008. only The formal determination of the Northern Territory redistribution was published in the Commonwealth of Australia Gazette on 19 September 2008. Final maps and a Archivedreport setting out the augmented Electoral Commission’s reasons were tabled in the parliament and subsequentlyhistorical made available to the public.

research for

only Archived historical

research for

report on performance: outcomeonly 2

Outcome 2 – An impartial and independant electoral system ArchivedOutput 2.1.1 – Federal elections, by-elections historicaland referendums Output 2.1.2 – Party registrations Output 2.1.3 – Funding and disclosure services Output 2.1.4 – Fee-for-service elections Output 2.1.5 – Industrial and Torres Strait Regional Authority elections Outputresearch 2.1.6 – Advice and assistance in overseas elections 46 report on performance: outcome 2 | annual report 2008–2009

Report on performance: Outcome 2 – An impartial and independent electoral system

Outcome 2 – An impartial and independent electoral system Stakeholders and customers have access to and advice onfor impartial and independent electoral services and participate in electoral events

Output Group 2.1 Elections, ballots and referendums

Output 2.1.1 Output 2.1.2 Output 2.1.3 Federal elections, by-elections Party registrations Funding and disclosure services and referendums

Output 2.1.5 Output 2.1.6 Output 2.1.4 Industrial and Torres Strait Advice and assistance in Fee-for-service elections Regional Authority elections overseasonly elections

Performance overview materials; the Election Management System; and training materials and processes for Under Outcome 2, the AEC delivers a range polling staff and AEC staff. To maintain staff Archivedof high-quality, timely and expert electoral focus on election preparations an ‘Election services and advice, in Australia and overseas. Ready’ feature was added to the AEC intranet There was strong demand for these services in and a National Election Preparation Update 2008–09, despite the drophistorical in levels of certain publication was launched. activities that is usual in the year following a federal election. In response to the 2008 judgement of the Court of Disputed Returns in relation to the Preparation for the next federal election counting and re-counting of ballot papers in was a major activity across the AEC in the Division of McEwen in the 2007 federal 2008–09. An ‘election ready’ date of 30 June election, the AEC engaged Mr Alan Henderson, 2010 was selected, to ensure that the AEC a former senior Commonwealth public servant. would be ready for a federal election at the Mr Henderson conducted an independent earliest possible date in a researchstandard three- review of AEC policies, guidelines, procedures, year cycle. Progress towards that date is manuals and training provided to electoral guided by a strategic, whole-of-AEC Election officials about the requirements of the Preparation Program. In 2008–09, to inform Electoral Act when making decisions about the preparations, AEC working parties made the formality of ballot papers. The AEC has recommendations on a range of matters commenced action to implement arising from the 2007 election, including the Mr Henderson’s recommendations. The nominations process; election forms and AEC also continued its research on the factors aEC annual report 2008–2009 | AEC 47

that contribute to informal voting, based on experience at the 2007 federal election and To facilitate election recent by-elections. for preparations an The AEC successfully conducted federal ‘election ready’ date of by-elections in the Division of Lyne in 30 June 2010 has been New South Wales and the Division of Mayo in selected for the completion South Australia in 2008–09, and finalised the by-election held in the Division of Gippsland in of all election readiness Victoria on 28 June 2008. activities, in a standard three-year election cycle. In 2008–09, the AEC saw an overall increase in workload related to party registrations, including applications to register a political party, to deregister a political party, to change only a registered name and to seek a review of a delegate’s decision. The number of funding disclosure returns also increased, as returns for the 2007–08 reporting period, included those due for 2007 federal election activities. The AEC Archivedcompleted enhancements to the disclosure website and provided training on the new facility to media commentatorshistorical before the February 2009 release of the returns. Demand for the AEC’s electoral services in fee-for-service elections increased significantly during 2008–09, continuing a trend that has seen demand for these services more than double over the past four years. The AEC also provided assistance with a range of electoral events, including state elections,research across the states and territories. Although 2008–09 saw a decrease in the AEC’s workload in conducting protected action ballots (secret ballots of employees to vote on whether they support taking industrial action against their employer), there was a small increase in demand for the AEC to conduct industrial 48 report on performance: outcome 2 | aEC annual report 2008–2009

elections. The AEC continued to improve The Joint Standing Committee on Electoral access to industrial election materials through Matters tabled its report on the conduct the AEC website. of the 2007 federal election on 22 June 2009. During 2009–10, there will be Throughout 2008–09, the AEC continued significant work involved in implementing the to provide electoral advice and assistance government-supported recommendations of overseas. The AEC’s strategic partnership the committee’s report, noting that a number agreement with AusAID and the AEC’s of these will require legislative change. The membership of the Pacific Islands, Australia implementation process will involve developing and New Zealand Electoral Administrators’ new policies and procedures as well as making Network (PIANZEA) continued to provide a for appropriate changes to election IT systems framework for close cooperation in efforts to and operational training. build electoral capacity in the Asia–Pacific region. The Building Resources in Democracy, The AEC will maintain its strategic partnership Governance and Elections (BRIDGE) capacity agreement with AusAID, provide support development curriculum was further for the electoral administrations of the progressed; AEC staff delivered BRIDGE Asia–Pacific region, enhance the BRIDGE training modules in Bhutan and East Timor. curriculum and website, and build networks The AEC also continued to share and build with the global electoral community, including its electoral expertise through secondments, through work placements and visitor programs. observer missions and participation in international forums and delegations. Purchaser–provider arrangementsonly The activities of Output Group 2.1 are No purchaser–provider arrangements were in described in more detail in the reports on the place for Outcome 2 in 2008–09. individual outputs. D evelopments since the end of the ArchivedObjectives for 2009–10 financial year Preparations for the next federal election will No developments since the end of the financial continue in 2009–10, includinghistorical the conduct year have affected or may affect Outcome 2 of a simulated election exercise which will give operations or results. staff an opportunity to familiarise themselves with a range of key election activities and systems over a period of six months. A review of the election procedures manuals, taking in lessons from the 2007 federal election experience, is expected to be completed in early 2009–10. research aEC annual report 2008–2009 | report on performance: outcome 2 49

Output 2.1.1 – Federal elections, by-elections and referendums

The AEC plans for, manages, evaluates and reports on the elections it conducts, and implements improvements to systems, practices, procedures and materials.

The AEC is responsible for implementing the government’s response to relevant recommendations of the Joint Standing Committee on Electoral Matters in its report on the conduct of the 2007 federal election. The AEC also conducts by-electionsfor as required.

Overview associated with the Gippsland by-election held in June 2008. Preparations for the next federal The AEC conducts federal elections in election continued. accordance with the requirements of the Electoral Act. Election planning, management, Finlai a is t on of post-election reviews evaluation and reporting are covered under During 2008, the AEC established working this output. parties to consider a range of matters arising Table 12 summarises the AEC’s results from the post-election evaluation and review against the performance information set out of the 2007 federal election, including for Output 2.1.1 in the 2008–09 Portfolio the nominations process; electiononly forms Budget Statements. and materials; the Election Management System (ELMS); and training materials and Performance processes for polling staff and AEC staff. The AEC conducted two federal by-elections Recommendations from the working parties in 2008–09, in the divisions of Lyne and Mayo. have contributed to improvements for the next Archived federal election. The AEC also finalised its review of the conduct of the 2007 federal electionhistorical and activities

Table 12 Output 2.1.1 – Federal elections, by-elections and referendums: performance results

Key performance indicators Targets Results Federal electoral events (including AEC election practices and Operational systems, equipment by-elections) are successfully management are in accordance and procedures were in place delivered as required within the with relevant legislation and contributed to the successful reporting period conduct of the 2008 by-elections in researchthe divisions of Lyne and Mayo. All election tasks are carried out All legislative requirements were in accordance with legislated met in relation to the conduct of the timeframes 2008 by-elections in the divisions of Lyne and Mayo, and the completion of post-election activities related to the Gippsland by-election. 50 report on performance: outcome 2 | aEC annual report 2008–2009

The AEC also initiated a review of election Planning also commenced for a ‘simulated procedures manuals in the light of experience election’ to be held between September in the 2007 election. This review will be 2009 and April 2010. The simulated election finalised early in 2009–10; however, further will provide an opportunity to test election review may be required to take account delivery activities across all areas of the of changes arising from the government’s AEC, covering the election delivery period response to recommendations of the Joint from announcement until the return of the Standing Committee on Electoral Matters writ. Opportunities to test election delivery report on the conduct of the 2007 arrangements with external contractors will federal election. alsofor be included where this is practicable. As part of the post-election evaluation, Roy Election Preparation Program Morgan Research conducted a stakeholder satisfaction survey on behalf of the AEC Following the 2007 federal election, the AEC to evaluate the AEC’s service provision developed the Election Preparation Program to stakeholders during the election. Four to provide a whole-of-AEC view of preparations stakeholder groups, representing candidates, for the next federal event and their level of political parties, the media and state electoral completion. The program, which is used offices, were invited to take part. The main as a framework for discussions at senior findings from the survey indicate that management meetings, is split into two stakeholders were satisfied with the AEC’s major components: provision of services. • election preparation – theonly range of AEC activities, described at a high level, in Eeci l t on preparations preparation for delivering a federal event; Preparation for the next federal election is a each activity has milestones for tracking major ongoing activity of the AEC at all levels. and reporting This work ensures that the AEC is ready to • environmental influences – internal and Archivedrun a federal election when required. Some external events and activities that may have of the key elements of election preparation in an impact on preparation activity. 2008–09 are discussedhistorical in this section. To facilitate election preparations, an ‘election ‘Election Ready’ theme ready’ date of 30 June 2010 has been selected In May 2009, the Electoral Commissioner for the completion of all election readiness launched a new ‘Election Ready’ feature on the activities, in a standard three-year election AEC intranet. The feature is designed to ensure cycle. This timing ensures that the AEC would that staff are aware of how many weeks remain be ready for the earliest possible half-Senate until the AEC’s ‘election ready’ date of 30 June and House of Representatives election, which 2010 and to provide links to relevant election could be held on 7 Augustresearch 2010. For example, preparation information. This coincided with all planned operational training will be the launch of the National Election completed, cardboard polling equipment will Preparation Update, which builds on previous be produced and in store, and the advertising national office – specific election preparation campaign will be ready to commence by status reports to provide a single document 30 June 2010. In certain circumstances an informing all staff about national election election can be held early, and all parts of the preparation matters. AEC have contingency plans in place for such an eventuality. aEC annual report 2008–2009 | report on performance: outcome 2 51

Procurement was published in 2008–09 in AEC Research Report 11, Analysis of informal voting (House The AEC undertakes a broad range of of Representatives 2007 election). The report procurement activities for election purposes confirmed previous research findings by the between elections. Some major election AEC that the main factors that contribute to procurements commenced in 2008–09 high levels of informal voting are: related to the scanning of certified lists, printing of ballot papers, provision of • large numbers of candidates contesting declaration vote envelopes, provision of a division polling equipment, and construction of the • differences in state and federal voting National Tally Room. The intention is that all forsystems, which may lead to confusion election related contracts will be in place by among voters 30 June 2010. • proximity to other electoral events

Rv fbe iew o allot paper formality guidelines • high proportions of voters from non–English and recount policy speaking backgrounds. In the ‘Financial performance and future In 2008–09, the AEC also conducted operations section’ of the 2007–08 annual research into informal voting at by-elections, report, the AEC advised that it would review using data from the Gippsland, Lyne and Mayo procedures relating to counting, re-counting by-elections. and assessing the formality of ballot papers, in The research explored the possible the light of the 2008 judgement of the Court relationship between ‘how-to-vote’only cards and of Disputed Returns in relation to the Division types of informal votes cast. Some candidates of McEwen. issue cards that indicate the box in which the The AEC engaged Mr Alan Henderson, a candidate wants the voter to place the number former senior Commonwealth public servant, ‘1’, but that do not illustrate the ordering of Archivedto undertake an independent review of the AEC subsequent preferences. Candidates use this policies, guidelines, procedures, manuals and ‘1 only’ approach if they are leaving it up to training provided to electoralhistorical officials about the voters to determine subsequent preferences. requirements of the Electoral Act when making However, the research shows that such decisions about the formality of ballot papers. how-to-vote cards can confuse the voter into thinking that they only need to mark their Mr Henderson’s report makes a number of ballot paper with a ‘1’ and do not need to recommendations, including that a single indicate any further preferences. This results in comprehensive information pack on formality the voter casting an informal vote. be developed. The AEC has commenced action to implement the recommendations C onduct of by-elections from the report, using the examples and precedents of disputed ballotresearch papers that were In September 2008, by-elections for the ruled upon by the Court of Disputed Returns. Division of Lyne in New South Wales and the Division of Mayo in South Australia were Rsearc e h on informal voting successfully conducted within the legislated timeframes. After every federal election the AEC conducts a survey of informal ballot papers. The analysis The writs for the by-elections were issued on of informal voting for the 2007 federal election 4 August 2008, the close of rolls occurred on 52 report on performance: outcome 2 | aEC annual report 2008–2009

8 August, and nominations were declared on For the Mayo by-election, a total of 7 172 15 August. Eight candidates nominated in pre-poll and 5 159 postal votes were issued Lyne and eleven candidates in Mayo. by close of business on 5 September 2008. A total of 66 565 ordinary votes were counted on For the Lyne by-election, approximately 9 000 election night, which was 6 September. pre-poll and 5 000 postal votes were issued by close of business on 5 September 2008. Counting and rechecking of votes continued A total of 62 730 ordinary votes were counted until 19 September, when the last scrutiny of on polling night, which was 6 September. postal votes was completed. Informal votes accounted for 4.99 per cent of the votes cast. The successful candidate received more than The declaration of the poll took place on 50 per cent of the formal votes on polling night. for 23 September, and the writ was returned on Informal votes accounted for 3.45 per cent 25 September 2008. of the votes cast. The declaration of the poll took place on 12 September, and the writ was returned on 15 September 2008. only Archived historical

research aEC annual report 2008–2009 | report on performance: outcome 2 53

Output 2.1.2 – Party registrations

The AEC maintains the Register of Political Parties. It processes applications for registration and for changes to the details contained in the register. It also regularly reviews parties’ continuing eligibility for registration.

Overview • parties (instead of the candidates themselves) forto receive public funding in respect of their The AEC maintains the Register of Political endorsed candidates who poll above the Parties, as required by the Electoral Act. threshold (4 per cent of votes) Registration of a political party under Part XI of • the AEC to identify parties required to the Electoral Act enables: submit annual financial disclosure returns • the party name or abbreviation to be for public inspection included on the ballot papers for endorsed • parties to receive enrolment and candidates and Senate groups election information. • the party to nominate its candidates over The AEC receives and processes applications the signature of its registered officer, rather for registration and for changes to the details than the signatures of 50 eligible electors contained in the register. It also reviews each from each electorate only party’s continuing eligibility for registration, • a bulk nomination of a party’s endorsed once in the life of each parliament. House of Representatives candidates to the Australian Electoral Officer in a capital The Register of Political Parties is available for city office instead of separate nominations public inspection on the AEC website. to each Divisional Returning Officer at their Table 13 summarises the AEC’s results Archiveddivisional office against the performance information set out historicalfor Output 2.1.2 in the 2008–09 Portfolio Budget Statements.

Table 13 Output 2.1.2 – Party registrations: performance results

Key performance indicators Targets Results Party registration applications Register of Political Parties is On 1 July 2008, there were six processed in accordance updated in a timely manner outstanding applications carried over with legislation from 2007–08. The AEC received 13 party applications during 2008–09 and completed the processing of research12 applications. On 30 June 2009, there were seven applications not yet finalised that will be carried over for completion in 2009–10. The AEC received 17 changes to registered officers during 2008–09 and completed 16. One was carried over to 2009–10. 54 report on performance: outcome 2 | aEC annual report 2008–2009

Performance During 2008–09, the Register of Political Parties was available on the AEC website at all Total applications for additions to or changes times and was updated as soon as registration in the Register of Political Parties (including applications were determined. appeals against party registration decisions) were received at almost the same level in The AEC considered an application for 2008–09 as in 2007–08. In 2008–09, only review of a delegate’s decision to refuse one-quarter were for registrations of new re-registration to the Help End Marijuana political parties. Notifications of changes to Prohibition (HEMP) Party. The application for party officeholder information were received review was on the ground that the AEC should at two-thirds the rate seen in 2007–08, when notfor independently test the party’s membership parties were ensuring that the AEC’s records to be satisfied that the party has the 500 were up to date in the lead-up to the 2007 members to be eligible for registration, but federal election. should rely on the statutory declaration from the party secretary regarding its membership. Aplai p ic t ons related to party registration and The delegate’s decision was upheld. change of name The AEC will soon consider two applications it Thirteen applications to register a political received for review of two separate decisions party, deregister a political party, change made by its delegate in 2008–09 to allow party a registered name or seek a review of a names to be registered. delegate’s decision were lodged in 2008–09. The first decision was to permit the Liberty and This was an increase of one compared only Democracy Party to change its name to the to 2007–08. Liberal Democratic Party and its abbreviation Six party registration applications were carried to Liberal Democrats (LDP), where branches of forward from 2007–08 and completed in the Liberal Party of Australia and the Australian 2008–09. Thirteen applications were received Democrats are registered. The second Archivedin 2008–09, of which three were to register a decision was to permit the registration of the political party, two were to change the name of Communist Alliance when the Community a party, three were for voluntaryhistorical deregistration Alliance Party (ACT) is registered under the and five were for review of a delegate’s Australian Capital Territory party registration decision. At 30 June 2009, the AEC carried scheme. The registration of a new party name over one application to register a political with some similarity to a party name already party, one application for change of name and registered at Commonwealth, state or territory five applications for review of a delegate’s level is proving to be one of the most complex decision, to be finalised in 2009–10. elements in assessing a party registration application. The AEC also finalised the processing of applications for re-registration following the December 2006 bulk deregistrationresearch of parties which could not demonstrate that they had been represented in the federal parliament. Finalisation of some applications had been delayed until 2008–09 because the political parties concerned requested more time to amend their applications. aEC annual report 2008–2009 | report on performance: outcome 2 55

The AEC reviews the continuing eligibility Aplai p ic t ons to update party of registered parties once in the life of each officeholder information federal parliament. The AEC reviewed four In 2008–09, the AEC received 17 applications parties in 2008–09: to change the registered officer of a political • The Australian Democrats and The NSW party and processed 16 of those. The Greens were reviewed when each party lost application carried over to 2009–10 has been its representation in the federal parliament delayed because of an unresolved dispute on 1 July 2008 – both parties retained within the party. The AEC also received 94 their registration. applications to change other party officials, • The Queensland branches of the Liberal suchfor as deputy registered officers and party Party of Australia and the National Party secretaries. The latter figure includes 37 of Australia were reviewed following the applications to change party and branch registration of the amalgamated Liberal agents required for the funding and disclosure National Party of Queensland. During the scheme, but processed and recorded as part review process, these two parties of the party registration scheme. requested voluntary deregistration and The figures for 2008–09 are lower than the were subsequently deregistered. 28 applications to change registered officers Remaining registered political parties will and 117 changes to other party officials in be reviewed in 2009–10. The AEC will also 2007–08. This may reflect a higher priority complete a review of the Federal Registration given by parties to updating their records immediately prior to the 2007only federal election of Political Parties Handbook and the party registration forms. In addition, the AEC will and, particularly, leading up to the close of complete a review of the party membership nominations for that election. Although the test through which the AEC tests parties’ AEC writes to registered parties seeking claims to have 500 members eligible for updates to their registered officials each year, electoral enrolment who are not being used this matter seems to be a priority for parties Archived only in the lead-up to an election. to support the registration of another political party. historical The AEC is expecting the number of new registration applications to remain low initially and increase towards the end of 2009–10, as the expected 2010 federal election comes closer. research 56 report on performance: outcome 2 | aEC annual report 2008–2009

Output 2.1.3 – Funding and disclosure services

The AEC receives and processes financial disclosure returns and makes them available for public inspection on its website. The AEC also conducts compliance reviews of the disclosures made by political parties and associated entities. After each election or by-election, the AEC pays public funding entitlements to candidates and parties as required by the Commonwealthfor Electoral Act 1918. Overview or by-election, the AEC pays public funding entitlements to candidates and parties as The funding and disclosure provisions of the required by the Electoral Act. Electoral Act are intended to make the flow of money in the political process transparent by Table 14 summarises the AEC’s results obliging participants in the process to disclose against the performance information set out specified types of financial transactions. for Output 2.1.3 in the 2008–09 Portfolio Budget Statements. The AEC receives and processes financial disclosure returns and makes them available Performance for public inspection on its website. The During 2008–09, there was onlya large increase AEC also conducts compliance reviews of the disclosures made by political parties in the number of disclosure returns received and associated entities. After each election by the AEC. Those returns, which were made

Table 14 Output 2.1.3 – Funding and disclosure services: performance results ArchivedKey performance indicators Targets Results Election funding calculated Correct payments are made in a A total of $477 000 in election and paid in accordance withhistorical timely manner funding was paid, within the the legislation statutory timeframes, for the Gippsland, Lyne and Mayo by-elections. Financial disclosures obtained and Disclosures released in accordance Candidate returns for the Gippsland, placed on the public record with legislated timeframes Lyne and Mayo by-elections were received on time and made publicly available in accordance with legislated timeframes. At the time of public disclosure on research2 February 2009, annual returns for the 2007–08 disclosure period had been received from: • 69 political parties • 230 associated entities • 72 third parties • 334 donors. aEC annual report 2008–2009 | report on performance: outcome 2 57

available for public inspection in February A total of 399 donors lodged returns in 2009, were for the 2007–08 reporting period, 2008–09, a significant increase from and included activities for the 2007 federal 226 in 2007–08. This increase could be election. The AEC enhanced the disclosure largely attributable to stimulation of donations website and provided training on the new for the 2007 federal election campaign, facility to media commentators before the reportable in 2008–09. February 2009 release of disclosure returns, Third parties (people or organisations other resulting in fewer inquiries on how to access than political parties or candidates) lodged data from the returns. 75 returns in 2008–09 disclosing political expenditure for the 2007–08 financial year, an Annule a r turns for increase from 65 returns lodged in 2007–08 The threshold for the 2008–09 disclosure for the 2006–07 disclosure period. Again, returns was $10 900, an increase compared to this increase could be largely attributable to $10 500 for the previous year. activities relating to the 2007 federal election. The AEC received 785 returns and 89 Annual returns for 2007–08 were publicly amendments from political parties, associated disclosed on the AEC’s website on entities, donors and third parties who incurred 2 February 2009. political expenditure during the 2007–08 reporting period. The significant increase of An additional 61 annual disclosure returns and 213 returns and 52 amendments from the 30 amendments for the 2007–08 reporting numbers received the previous year was period (the 2006–07 financialonly year) were also because the 2008–09 disclosure returns received and processed during 2008–09. included the 2007 federal election. Eeci l t ons Seventy-three political parties lodged returns, Election funding of $178 174 was paid on and 15 of those parties subsequently lodged 21 July 2008 for the Division of Gippsland one or more amended returns. On 30 June Archived by-election conducted on 28 June 2008. 2007, 35 registered parties were due to lodge Payment was calculated at the value of returns in 2007–08. On 30 June 2008, 52 historical214.018 cents per first-preference vote, using registered parties were due to lodge returns an indexed sum. Disclosure returns were made in 2008–09. (Each of those parties and its publicly available on 15 December 2008. state and territory branches needed to lodge returns). The increase of 17 registrations Election funding of $152 110 for the resulted from: Division of Lyne and $146 801 for the Division of Mayo for the by-elections conducted on • 11 new parties registering early in 2007–08 6 September 2008 was paid on 29 September to contest the 2007 federal election 2008. Three candidates of the eight who • 7 parties re-registering at the same time nominated for Lyne and four candidates of the following the bulk deregistrationresearch of non- 11 who nominated for Mayo achieved the parliamentary parties in December 2006, 4 per cent threshold for election funding, less one party which requested voluntary which was paid at the rate of 218.940 cents for deregistration. each first-preference vote received by those Associated entities lodged 238 returns in candidates. Disclosure returns were made 2008–09, which was a slight increase from the publicly available on 23 February 2009. 230 returns lodged in 2007–08. 58 report on performance: outcome 2 | aEC annual report 2008–2009

Disclosure returns cover gifts to, and The AEC has sought greater efficiencies expenditure by, candidates. Five of the eight and effectiveness in compliance reviews by candidates who nominated for Lyne and seven conducting ‘desktop’ reviews of financial of the 11 candidates who nominated for Mayo records at its premises in Canberra and by were endorsed by registered political parties. using computerised audit software. The use Of these, two candidates for Lyne and three of audit software has seen the AEC move to candidates for Mayo lodged ‘nil’ returns. requesting financial records in electronic format if political parties and associated The independent candidate elected for Lyne, entities maintain computerised accounts. Mr Robert Oakeshott, reported the highest There has been a mostly smooth transition expenditure for the by-election ($125 367). for to this approach, although the AEC was in Most of that expenditure was for broadcasting, discussion with the national bodies of the publishing and campaign material costs. Australian Labor Party and the Liberal Party The highest amount of expenditure for Mayo of Australia at 30 June 2009 to address their was recorded by independent candidate concerns raised over the security of electronic Ms Diane Bell ($25 349). Most of that records they will be providing the AEC. expenditure was for campaign material costs. In addition to conducting routine compliance

Cmplo iance reviews reviews, the AEC responds to instances of possible breaches of disclosure provisions. The AEC undertakes a program of reviews Allegations of possible breaches may be of disclosure returns lodged for registered received directly by the AEC oronly raised through political parties, their state and territory the media or the parliament. They can also arise branches and associated entities to assess out of evidence gathered during compliance compliance with the disclosure provisions reviews In every case, the AEC conducts a of the Electoral Act. These reviews involve preliminary assessment to determine whether examining the financial records of political it has sufficient evidence to warrant a formal Archivedparties and their associated entities. investigation. Information on the conduct and In 2008–09, the AEC conducted a total of outcomes of public special investigations is 44 compliance reviews historicalof political parties published on the AEC’s website. and associated entities. That figure is not directly comparable to the total quoted in the 2007–08 annual report, as the method of counting reviews was changed for 2008–09. A compliance review of a political party includes reviews of a sample of party units (such as local branches). Previously, a review of a political party that included reviews of a sample of 10 party unitsresearch would have been counted as 11 compliance reviews; under the new approach, used in this annual report, it is counted as a single review. aEC annual report 2008–2009 | report on performance: outcome 2 59

Output 2.1.4 – Fee-for-service elections

The AEC conducts elections and ballots for authorities and organisations that have accepted a quote for the service, and provides assistance with the conduct of state, territory and local government elections at the request of the relevant electoral body.

Overview Performancefor The AEC conducts elections to office, collective There was strong demand for the AEC’s agreement ballots, yes/no ballots, referendums electoral services in 2008–09. The number of and plebiscites on a fee-for-service basis. elections conducted on a fee-for-service basis In addition, the AEC provides assistance increased significantly, and the AEC provided with the conduct of state, territory and local expertise and facilities to assist with a range government elections, including electoral of electoral events, including state elections, roll products, staffing and facilities. The level across the states and territories. of assistance varies widely, depending on individual electoral body requirements. Feorerve -f -s ice elections Table 15 summarises the AEC’s results against The AEC continued to pursueonly opportunities to the performance information set out for increase its involvement in fee-for-service Output 2.1.4 in the 2008–09 Portfolio Budget election activities in 2008–09, through Statements. advertising the service on the AEC website and inviting inquiries through the Archived ‘conductmyelection’ electronic mailbox. Table 15 Output 2.1.4 –historical Fee-for-service elections: performance results Key performance indicators Targets Results Fee-for-service elections and State and local government and The AEC complied with legislative assistance with conduct of state, commercial elections conducted in requirements and organisational territory and local government accordance with relevant legislation rules as appropriate. elections are successfully delivered The AEC provided skilled and trained as required staff to conduct fee-for-service elections and provide assistance to researchstate and territory electoral bodies. Stakeholders are fully satisfied Overall, the AEC received positive feedback from individual fee-for-service clients and state and territory electoral bodies. 60 report on performance: outcome 2 | aEC annual report 2008–2009

In 2008–09, the AEC conducted Preliminary work was undertaken in 144 fee-for-service elections and ballots, 2008–09 to develop an e-voting capacity for comprising 29 elections to office and 115 fee-for-service elections. During 2009–10, ballots (104 collective agreement ballots and the AEC expects to offer a range of e-voting 11 other ballots – see Appendix I for more services including internet, telephone and details). The level of demand for fee-for-service SMS voting. elections and ballots has more than doubled in The AEC also sought expert advice to better the past four years. There were 55 conducted understand the fee-for-service elections in 2005–06; 72 in 2006–07; and 66 in market. The AEC expects to increase 2007–08 (a federal election year). itsfor business in 2009–10 by targeting The AEC delivers fee-for-service elections and organisations, particularly at the national ballots by both post and attendance. Clients and state levels, using a suite of marketing are from both the private and public sectors. strategies and tools. In 2008–09, the number of voters involved ranged from two to 56 652. Ase s istanc with state, territory and local government elections In 2008–09, the AEC typically delivered small (fewer than 300 voters) collective agreement The AEC provides assistance with the conduct ballots for private sector clients, conducted of state, territory and local government by post. Fee-for-service clients included clubs elections, as agreed with the relevant electoral and associations, government agencies, body, by providing electoral roll products, unions, and the energy, healthcare and facilities and staff, as appropriate.only Table 16 communication sectors. The AEC also provided summarises these activities in 2008–09. electoral advice to the community of Kinglake, Victoria, after the 2009 bushfires, to elect a Archivedbushfire recovery committee. historical

research aEC annual report 2008–2009 | report on performance: outcome 2 61

Table 16 AEC assistance with state, territory and local government elections

State/territory AEC assistance New South Wales The AEC provided assistance for the close of rolls, general postal voter applications and return-to-sender mail for the Local Government Area (LGA) elections held in September 2008 and the state by-elections held in October 2008 for Cabramatta, Lakemba, Port Macquarie and Ryde. The AEC also provided assistance with the close of rolls for the 17 LGA by-elections held during 2008–09 and the Lord Howe Island Board Elections held in February 2009. An AEC officer is on forsecondment to the New South Wales Electoral Commission, assisting with electoral matters. Victoria The AEC provided assistance with the close of rolls for the local government elections, involving all 79 councils, held in November 2008. In addition, the AEC assisted with the close of rolls for three liquor licensing polls held in August and December 2008 and June 2009. Queensland The AEC provided assistance with the close of rolls for the state election held in March 2009, eight local government by-elections and four local government surveys. Western Australia The AEC provided assistance with the close of rolls for the state election held in September 2008 and the daylight saving referendum and District of Fremantle by-election held in May 2009. The AEC also provided state district returning officers and support staff to provideonly services including the issue of pre-poll votes from AEC divisional offices for all three events. South Australia The AEC provided assistance with the close of rolls for 15 local government by-elections held in 2008–09. Tasmania The AEC provided assistance with the close of rolls for the Legislative Council elections held in May 2009 for Derwent, Mersey and Windermere. ArchivedThe AEC provided returning officers and managed the nominations, voting and the count at the three Legislative Council divisions. historicalAs on previous occasions, pre-poll voting facilities for the Legislative Council elections were available at AEC divisional offices across Australia. Australian Capital Territory The AEC provided assistance with the close of rolls, preliminary scrutiny of declaration votes, issuing of pre-poll votes and return-to-sender mail for the Legislative Assembly election held in October 2008. Northern Territory The AEC provided assistance with the close of rolls for the Legislative Assembly general election held in July 2008, the inaugural local government shire elections, and five local government shire by-elections. A number of AEC staff were seconded to the Northern Territory Electoral researchCommission to assist in the conduct of the elections. 62 report on performance: outcome 2 | aEC annual report 2008–2009

Case study Collaboration with the Western Australian Electoral Commission The AEC assisted the Western Australian Electoral Commission (WAEC) to successfully conduct the Western Australian state election in September 2008, and the daylight saving referendum and Fremantle by-election in May 2009.

The WAEC has for many years requested that ‘early votes’ be issued from AEC divisional offices. Since 2001, a formal arrangement of assistance,for which includes AEC staff acting as state returning officers, has been in place.T he collaboration is underpinned by a contractual arrangement between the two agencies.

In 2008-09, AEC staff acted as returning officers in 15 of the 59 state districts for the state election and in 14 of the state districts for the referendum. Many of the non-AEC returning officers were assisted by operational advice and local knowledge from AEC staff.

The 2008 state election saw an expanded trial of the WAEC’s ‘easy absent’ system in polling places with a history of large numbers of absent voters. This computer-based system is used to search for an elector’s name and, based on information the elector gives to the polling official, determine whether the elector is eligible to vote. If so, the elector’s name is electronically marked off the electoral roll.T his process has increased a declaration issuing officer’s capacity for issuing votes from approximately 100 per day to more than 300 per day. A furtheronly advantage is the accuracy and integrity of having an electronic, state-wide roll at the fingertips of polling staff, enabling them to quickly determine an elector’s eligibility for either an ordinary, absent or provisional vote.

The 2009 referendum saw the further application of the ‘easy absent’ system into an ‘easy early Archivedvote’ scenario. That is, the electronic mark-off mechanism was used for electors applying for early votes issued at AEC offices and other early voting centres. Such collaboration onhistorical electoral events: • accomplishes a shared learning between the two electoral bodies in Western Australia • improves the level and coordination of services provided to the public • provides the opportunity for the AEC to trial and evaluate modern systems and practices that may have application to federal events. research aEC annual report 2008–2009 | report on performance: outcome 2 63

Output 2.1.5 – Industrial and Torres Strait Regional Authority elections

The AEC is responsible for conducting industrial elections and ballots for organisations. It is also responsible for conducting officeholder and ward elections for the Torres Strait Regional Authority.

Overview Performancefor The AEC’s statutory responsibilities include The AEC’s workload in conducting industrial conducting industrial elections and ballots for elections increased and protected action registered organisations under the Workplace ballots decreased slightly in 2008–09. There Relations Act 1996, and secret ballots in was no electoral activity for the Torres Strait relation to proposed protected action ordered Regional Authority during the year. under that Act. They also include, under the Aboriginal and Torres Strait Islander Act 2005, I lndustria elections and protected responsibility for conducting officeholder and action ballots ward elections for the Torres Strait The AEC conducted 346 elections for Regional Authority. registered industrial organisations in 2008–09, Table 17 summarises the AEC’s results an increase of 17.7 per centonly from the 294 against the performance information set out elections conducted in 2007–08. The number for Output 2.1.5 in the 2008–09 Portfolio of nominated candidates increased to 5181 Budget Statements. from 4207 in 2007–08.

ArchivedTable 17 Output 2.1.5 – Industrial and Torres Strait Regional Authority elections: performance results Key performance indicatorshistorical Targets Results Industrial elections and TSRA Industrial elections and TSRA No TSRA activities were conducted elections are successfully delivered elections are delivered in during the reporting period. as required accordance with relevant legislation All industrial elections and ballots were completed in accordance with election timetables, the legislation and the rules of the relevant organisations. All election tasks are carried out All ballots in relation to proposed in accordance with legislated industrial action were completed researchtimeframes in accordance with the timetables specified in the orders made by the Australian Industrial Relations Commission. 64 report on performance: outcome 2 | aEC annual report 2008–2009

No significant complaints alleging irregularities industrial organisation are amalgamated into were received. None of the 346 industrial one report. The report provides feedback to elections conducted were challenged in court. the Australian Industrial Relations Commission and the organisation, including details of The AEC continued to improve access to rules that are difficult to administer or that election material for members of organisations, require review, and the results of investigations particularly through the AEC website. In undertaken by the AEC following complaints 2008–09, the AEC displayed election notices of alleged irregularities. In 2008–09, the AEC on its website for several larger unions, produced and distributed 155 post-election including the ARTBIU (Australian Rail, Tram reports to stakeholders (179 in 2007–08). and Bus Industry Union) and the AMWU for (Automotive, Food, Metals, Engineering, For each protected action ballot, the AEC Printing and Kindred Industries Union). provided a ballot agent report and declaration report to the Industrial Registrar, and provided Under the Workplace Relations Act, the AEC a copy of the declaration report to the can be appointed as the authorised ballot applicant and to the employer. These reports agent to conduct secret ballots of employees are required under the Workplace Relations to determine whether they support a proposal Act. The declaration is posted on to take industrial action against their employer. the Australian Industrial Relations In 2008–09, the AEC conducted 230 such Commission website. protected action ballots pursuant to orders made by the Australian Industrial Relations See Appendix I for more details of the industrial Commission, a reduction of 84 ballots or 26.8 elections and protected actiononly ballots per cent from the 314 ballots conducted in conducted in 2008–09. 2007–08. Of the ballots, 112 were conducted as postal ballots and 118 were conducted as Torres Strait Regional Authority elections attendance ballots at work sites. Among these The Torres Strait Regional Authority is an Archivedwere some large national postal ballots. The Australian Government authority. Its governing AEC generally conducts attendance ballots board consists of 20 elected members who through its divisional offices, which in most are all Torres Strait Islander or Aboriginal cases are close to the workhistorical sites involved. people living in the Torres Strait region. Board The Workplace Relations Act requires the elections take place once every four years; in AEC to prepare a post-election report for each 2008–09, there was no Torres Strait Regional industrial election it conducts. Results and Authority election activity. matters arising in different branches of each research aEC annual report 2008–2009 | report on performance: outcome 2 65

Output 2.1.6 – Advice and assistance in overseas elections

In cases approved by the Minister for Foreign Affairs, the AEC assists authorities of foreign countries and organisations in matters relating to elections and referendums.

Overview Ade vic and assistance in the Aforsia–Pacific reg ion One of the AEC’s functions under the Electoral Act is to provide assistance, in cases The AEC continued to host the secretariat for approved by the Minister for Foreign Affairs, the Pacific Islands, Australia and New Zealand to authorities of foreign countries or to foreign Electoral Administrators’ Network (PIANZEA) organisations in matters relating to elections in 2008–09. The network was established and referendums. The AEC’s assistance may in 1997 to facilitate links between election include the secondment of personnel and the management bodies in the region. The two- supply or loan of materiel. yearly meeting of the network, supported by AusAID funding, was held in Nuku’alofa, Tonga, Table 18 summarises the AEC’s results in June 2009. against the performance information set out for Output 2.1.6 in the 2008–09 Portfolio The AEC also continued to onlyprovide targeted Budget Statements. advice and assistance to countries in the region during 2008–09, as summarised Performance in Table 19. This work is funded mainly by AusAID. Work under this output was primarily focused Archivedon provision of electoral advice and assistance B roRIdgE p ject in the Asia–Pacific region (with extensive The BRIDGE project is an international support from AusAID); further development historicalcollaboration that provides a high-quality and implementation of the Building Resources education package to build the capacity of in Democracy, Governance and Elections electoral administrators. The AEC is the lead (BRIDGE) capacity development curriculum; agency in the partnership, which includes the secondments; observer missions; participation United Nations Electoral Assistance Division; in international forums and delegations; and the United Nations Development Programme; cooperation with other Australian the International Institute for Democracy and Government agencies.

Table 18 Output 2.1.6 – Adviceresearch and assistance in overseas elections: performance results Key performance indicators Targets Results International assistance by the Stakeholders are fully satisfied Feedback from stakeholders on the AEC meets the goals specified for way the AEC met its commitments individual projects undertaken was overwhelmingly positive. Subject to unforeseen All specified goals were met. contingencies, goals are fully met 66 report on performance: outcome 2 | aEC annual report 2008–2009

Table 19 Activities in the Asia-Pacific region, 2008–09

Country AEC activities Bhutan In March 2009, an AEC officer travelled to Bhutan to deliver two BRIDGE course modules to staff of the Election Commission of Bhutan. East Timor A number of BRIDGE courses were delivered for staff of the East Timor Technical Secretariat for Electoral Administration. One such course was delivered in October 2008 in Darwin, in conjunction with a visitor program in which Secretariat staff were able to observe the conduct of the Northern Territory local government shire elections. Fiji In November 2008, anfor AEC officer met with the then Supervisor of Elections, Fiji, to provide information, clarification and explanation of issues arising from the preparations for and conduct of the May 2006 Fiji elections; and to discuss planning methodologies for ongoing election preparation activities. The meetings were held in New Zealand, to coincide with that country’s general election. Indonesia Throughout the year, the AEC had a team deployed in Indonesia, providing support to Indonesia’s General Elections Commission in a number of different areas relating to the training of staff and the development of training manuals, materials and techniques. Palau In June 2009, two AEC officers travelled to Palau to undertake a feasibility study for the implementation there of the Generic Voter Registration System, developed by the AEC, which is used in a number of countries in the Pacific. only Papua New Guinea The AEC continued to be represented on the program board for AusAID’s Electoral Support Program in Papua New Guinea. Solomon Islands In November 2008, an AEC officer took part in a workshop in Honiara focusing on lessons learned from by-elections held shortly beforehand. The AEC also made staff available to assist AusAID with the recruitment of key Archivedstaff for its Solomon Islands Electoral System Strengthening Program, and to serve on the program’s management committee. Vanuatu historicalIn July 2008, a Melanesian voter registration working group meeting was held. Funded under AusAID’s Pacific Governance Support Program and facilitated by AEC officers, it included participants from Papua New Guinea, Solomon Islands and Vanuatu.

Electoral Assistance; and the International administrators based in the Asia–Pacific Foundation for Electoral Systems, the leading region, including at the University of the United States-based provider of electoral South Pacific; all the modules received very assistance. In November 2008, the AEC hosted positive feedback. the annual BRIDGE partners’research meeting In 2008–09, the number of visitors to the in Sydney. BRIDGE website (www.bridge-project.org), To date, approximately 200 BRIDGE facilitators which is maintained by the AEC, continued have been accredited. In July 2008, two to increase. AEC staff co-facilitated a BRIDGE Train the In August 2008, work started on an AusAID- Facilitator course in Suva, Fiji. AEC staff funded Civic Education Development Project also delivered BRIDGE modules to electoral to develop a comprehensive curriculum and aEC annual report 2008–2009 | report on performance: outcome 2 67

network, for use by adult educators and civic four officers travelled to New Zealand to education practitioners, that provides primary participate in the visitor program for the resources for delivery as well as methodologies New Zealand general election. and delivery options that can be contextualised • In December, two officers served as to suit local circumstances. This will build on delegates in the mission deployed by work done in the development of the BRIDGE the Asia Pacific Democracy curriculum. A pilot of the first curriculum Partnership to observe the Bangladesh materials developed was conducted in Port parliamentary elections. Vila, Vanuatu, in May 2009. In April 2009, three AEC officers travelled to Stai r teg c partnership agreement Indonesiafor to observe the polling and counting with AusAID at that country’s legislative election. The visits built on links with the Indonesian General The AEC’s strategic partnership agreement Elections Commission (KPU) going back with AusAID, signed in May 2008, continued to 1999. to provide a framework for close cooperation

between the two agencies. Among other Itrin e nat onal forums and delegations things, the agreement envisages deepening staff links through exchanges or collaborative In 2008–09, the AEC was able to share work. From August to September 2008, a valuable electoral expertise by taking part in Timorese staff member from AusAID’s office in international forums and visiting counterpart Dili undertook a work placement with the AEC organisations overseas. only in Canberra, following which he was seconded • In July 2008: from AusAID to East Timor’s Technical – two AEC officers took part in the Seventh Secretariat for Electoral Administration for one Cambridge Conference on Electoral year, to provide support for preparations for Democracy in the Commonwealth, held local elections. in Cambridge, United Kingdom Archived – an AEC officer took part in the thirty- S deeCOn m nts seventh Annual Conference of the From October 2008 to May 2009, an AEC historicalInternational Association of Clerks, officer was seconded to the International Recorders, Election Officials and Institute for Democracy and Electoral Treasurers, held in Phoenix, Assistance (International IDEA) to serve as United States. Senior Programme Officer, Electoral Processes. • In August 2008, an AEC officer attended a Obervers missions series of meetings on constitution building, organised by International IDEA and held Staff of the AEC took several opportunities in Stockholm, Sweden, and met with the to observe the conduct of major elections Election Commission of Thailand to brief its overseas in 2008. research senior staff on the implementation of the • In October, two AEC officers travelled to BRIDGE curriculum. Canada to participate in the visitor program • In September 2008, an AEC officer visited for the Canadian general election. the offices of the United Kingdom’s • In November, three officers travelled to Electoral Commission in London. the United States to participate in a visitor • In December 2008, three AEC officers program for the presidential election, and attended the Annual Conference of the 68 report on performance: outcome 2 | aEC annual report 2008–2009

Council on Governmental Ethics Laws, in Coperai o t on with Australian Chicago, United States, and held meetings Government agencies with Canadian authorities in Ottawa. Two of In July 2008, an AEC officer participated in the officers also held meetings in New York the Australian Defence Force Peacekeeping City and Washington DC, United States. Centre’s annual international peace operations • In May 2009: seminar, to which another AEC officer gave a – two AEC representatives attended a presentation. An AEC officer also gave meeting of the electoral authorities presentations to the Australian Defence College’s of Australia, Canada and the United Centre for Defence and Strategic Studies and Kingdom, held in Ottawa, Canada; in tofor the Australian Command and Staff College. conjunction with the visit, they observed In its August 2008 report on Australia’s the conduct of provincial elections and a involvement in peacekeeping operations, the voting system referendum in Senate Standing Committee on Foreign Affairs, British Columbia Defence and Trade observed that: – an AEC officer travelled to Johannesburg, South Africa, to The Australian Electoral Commission participate in and give a presentation at (AEC) provides a good example of how an a workshop on Participatory Democracy: Australian agency is having notable success Mapping Engagement organised by in developing local capacity by educating International IDEA. and training local people and involving them in formulating and implementing • In June 2009, an AEC officer gave a only programs … The AEC’s ability to provide presentation to a seminar in Bangkok supervision and training in host countries Thailand, organised by the Election to ensure that electoral processes are free Commission of Thailand, titled 77 Years of and fair is an important contribution to Learning Democracy in Thailand and 11 Australia’s peacekeeping efforts. Its work Years of the Establishment of the Office of in regional capacity building by educating Archivedthe Election Commission of Thailand. and training local people in election The AEC also welcomedhistorical the exchange of ideas processes is producing significant dividends, by hosting visits to Australia by delegates from especially as these people are now using the electoral authorities of Egypt, Hong Kong, their skills in other Pacific countries. The Papua New Guinea, the Republic of Korea, committee commends the AEC for its work Thailand and Zambia, and from International in international electoral assistance and IDEA. The AEC also provided a briefing for a capacity building. visiting legislator from Taiwan. In April and June 2009, AEC officers provided briefings as part of the pre-deployment training programs organised by the Australian Federal researchPolice’s International Deployment Group. aEC annual report 2008–2009 | report on performance: outcome 2 69

Case study Building Resources in Democracy, Governance and Elections in East Timor One of the great success stories in the AEC’s international work has been the implementation of BRIDGE (Building Resources in Democracy, Governance and Elections) workshops in East Timor. The AEC is the lead agency in the development of BRIDGE, a high-quality education package to build the capacity of electoral administrators. The AEC’s involvement with the support of electoralfor processes in East Timor began in the 1999 ‘popular consultation’ on East Timor’s relationship with Indonesia. It continued with the AEC’s 2001–02 electoral capacity-building project in East Timor. The success of the project was noted at the time by international observers at the 2001 and 2002 elections.

BRIDGE has at its core a capacity development ethos. Since 2001, the AEC has been instrumental not only in conducting BRIDGE workshops in East Timor but also in training East Timorese BRIDGE facilitators.

Current AEC activities in East Timor flow from a planning exercise undertaken jointly with AusAID in September 2007, and are being funded by AusAID. The objective is to provide support for the East Timorese in the delivery of BRIDGE courses, and in preparations for the local elections due to be held in 2009. The project’s priority is to help strengthen the institution of East Timor’s Technical Secretariat for Electoral Administration, known in Portuguese as Secretaiadoonly Técnico de Administração Eleitoral (STAE) to enable it to carry out its electoral functions more effectively.

During 2008–09 three BRIDGE modules were conducted for staff of the STAE. The Electoral Management Design and Electoral Training modules were delivered in Dili. The Voter Information BRIDGE module was delivered in Darwin, in conjunction with an election visitor Archivedprogram. The Northern Territory Election Commission invited STAE staff ot visit the Northern Territory and take part in a program focusing on the conduct of municipal and shire elections. Other activities to buildhistorical the capacity of the STAE during 2008–09 included work placements. The AEC hosted a Timorese AusAID officer in August and September 2008.T he placement was regarded by both AusAID and the AEC as a great success. At the end of his placement, the officer was seconded to the STAE for 12 months.

The officer, who had been a staff member of the Independent Electoral Commission of East Timor in 2001 and 2002, was also a graduate of the world’s first BRIDGE course, conducted in East Timor in 2001. He offered the comment that ‘the success stories surrounding elections in East Timor from 2001 onward were the effect of the great BRIDGE courses offered by the AEC. The courses are reallyresearch well designed and were delivered by fantastic facilitators.’ for

only Archived historical

research for

report on performance: outcomeonly 3

Outcome 3 – An informed community ArchivedOutput 3.1.1 – Electoral education centres historicalOutput 3.1.2 – School and community programs Output 3.1.3 – Communication strategies and services

research 72 report on performance: outcome 3 | annual report 2008–2009

Report on performance Outcome 3 – An informed community

Outcome 3 – An informed community An Australian community which is well informedfor about electoral matters

Output Group 3.1 Electoral education

Output 3.1.3 Output 3.1.1 Output 3.1.2 Communication strategies Electoral education centres School and community programs and services

Performance overview One of the savings measures taken by the government in formulating the 2009–10 The AEC’s electoral education and public Budget was the decision to closeonly the Adelaide awareness activities contributed to an and Melbourne EECs. Although both centres increase in the number enrolled to vote were open to the public until the end of the during 2008–09. financial year, visitor numbers were affected As part of the AEC’s public awareness activities, over the May–June period. ArchivedAEC staff attended a number of national, state The 2009–10 Budget provided funding for and local events, such as university orientation improving the participation of Indigenous days, cultural and musichistorical festivals, shows and Australians in the electoral process, as part of field days, to promote and provide information a whole-of-government initiative to bridge the about the electoral process. gap of Indigenous disadvantage. Short-term The total number of visitors to the AEC’s three recruitment was undertaken to ensure this electoral education centres (EECs) during the program could commence from 1 July 2009. year reached 105 189, a small increase of During 2008–09, the School and Community 1 per cent from 104 054 visitors in 2007–08. Visits Program (SCVP) reached 137 716 A new evaluation process was implemented participants in 2282 sessions, which was a during 2008–09. Of those surveyed, 94 per 92 per cent increase in participant numbers researchfrom 2007–08; and more participants than the cent of visitors to an EEC session indicated their understanding had increased or their target. AEC staff also encouraged democratic existing knowledge had been reinforced. In participation by attending festivals, school- addition, 99 per cent of EEC sessions were based conventions, NAIDOC Week and other found to have met curriculum requirements. events for students. annual report 2008–20099 | AEC 73

The professional development aspect of the SCVP, Your Vote Counts, delivered civics education workshops, focusing on classroom for strategies for teachers. The number of participants in these professional development sessions was 1486, up from 1290 in 2007–08. An evaluation tool for all education programs was trialled and introduced during 2008–09. This tool measured program satisfaction, curriculum relevance and knowledge of the AEC’s key messages. The AEC updated publications and resources, included new corporate branding, and only maintained its ongoing communications activities and services to support core business functions. The AEC developed and implemented public Young people remained awareness activities which informed eligible a high-priority target ArchivedAustralians of their enrolment responsibilities, audience for the AEC’s and provided communications support – enrolment promotion including media relations and advertising historicaland public awareness – for the conduct of federal by-elections in the divisions of Lyne and Mayo and electoral activities in 2008–09. redistributions. Specific communication activities aimed at encouraging electoral enrolment included: • media publicity campaigns around Enrol to Vote Week and citizenship ceremonies held on Australia Day • AEC presence at universityresearch and TAFE orientation days around the country to facilitate the enrolment of students • efforts to find and enrol the 1.2 million Australians who are eligible to enrol but are not enrolled to vote 74 report on performance: outcome 3 | aEC annual report 2008–2009

• participation in regional field days, Preparations for the next Enrol to Vote Week, Indigenous and multicultural events, career to be held from 27 July to 2 August 2009, expos and other community events. commenced with the official launch on 18 May 2009. The event will centre on The second national Enrol to Vote Week raising awareness and generating provisional was held from 28 July to 3 August 2008, enrolment among 17-year-old students. with over 1700 secondary schools and colleges participating. More than 21 053 The AEC will collaborate with other agencies enrolment forms were received as a result of and leverage whole-of-government this activity. Media activities undertaken in approaches to explore innovative ways to conjunction with the event achieved radio and deliverfor electoral education, including the press coverage, raising broader community development of a national curriculum for civic awareness of electoral enrolment. and citizenship education to contribute to electoral education. Preparations for the communication campaign for the next federal election continued, based The new Indigenous Electoral Participation on the reviews of activities conducted at the Program will target Indigenous people in 2007 federal election. remote, rural and urban areas Australia-wide. The objectives of the program are: In 2008–09, the AEC issued 58 media releases on electoral matters and events such as: • to improve electoral knowledge within Indigenous communities • federal by-elections • to encourage Indigenous people to • redistributions of electoral boundaries only participate in the electoral system • the release of 2007–08 annual financial (particularly in respect to increasing disclosure returns from political parties, enrolment levels, voter turnout and associated entities, donors, and people who formal voting). engage in political expenditure The AEC will meet these objectives through: Archived• Enrol to Vote Week 2008. • consulting with Indigenous communities to The activities of Output Group 3.1 are determine the most appropriate education described in more detailhistorical in the reports on the and enrolment activities for each local individual outputs. area, and providing feedback on program Objectives for 2009–10 effectiveness • engaging field staff and local Indigenous The evaluation process undertaken by liaison agents, and building partnerships education consultants in 2008–09 concluded with Indigenous organisations, including that recognition and uptake of AEC resources educational institutions, and state/territory could be improved. In 2009–10, these two and federal government agencies to issues will be addressed. researchdeliver a continuous enrolment and A new corporate style guide was developed education program in 2008–09 and is expected to be approved • developing a suite of education in early 2009–10. The brand management and information products and system outlined in that guide is intended for resources designed specifically for implementation across the AEC. Also, the Indigenous audiences intranet redevelopment will be completed and rolled out. aEC annual report 2008–2009 | report on performance: outcome 3 75

• developing and maintaining a national Purchaser–provider arrangements information system to support, plan and monitor the effectiveness of the program No purchaser–provider arrangements were in place for Outcome 3 in 2008–09. • undertaking dedicated research to gain a better evidence base to improve Indigenous D evelopments since the end of the communication strategies and identify financial year enrolment and voting issues for Indigenous people. No developments since the end of the financial year have affected or may affect Outcome 3 The design and development of the program is operations or results. expected to be completed by February 2010, for recruitment of staff by March 2010 and implementation of the program by July 2010.

only Archived historical

research 76 report on performance: outcome 3 | aEC annual report 2008–2009

Output 3.1.1 – Electoral education centres

The AEC provides electoral education sessions to improve knowledge and understanding of Australia’s electoral system.

Overview Performance Visitors to the AEC’s three electoral education Thefor overall success of the EECs continued to centres (EECs), located in Canberra, be reflected in a demand for their services in Melbourne and Adelaide, learnt about 2008–09. Feedback received from visitors and elections, the concept of democracy and stakeholders confirmed that these services the history of Australia’s federal system of were well regarded. representative government. AEC management continued to assess the Electoral educators delivered education effectiveness of EEC services using the sessions to schools and community groups to performance measures developed for the improve their knowledge and understanding of period 2006–07 to 2008–09. Progress Australia’s electoral system. Sessions offered against these measures was assisted by an opportunity to participate in a simulated the implementation of the new evaluation election or referendum and to learn about survey during the reporting period.only Of those preferential and formal voting through hands- visitors surveyed, 94 per cent indicated their on experience. understanding of electoral processes and responsibilities had increased or their existing Table 20 summarises the AEC’s results knowledge was reinforced. Visiting teachers against performance information set out for who were surveyed indicated 99 per cent of Output 3.1.1 in the 2008–09 Portfolio Archived EEC sessions met curriculum requirements. Budget Statements. historical Table 20 Output 3.1.1 – Electoral education centres: performance results

Key performance indicators Targets Results Annual number of visitors to EECs 100 000 The three EECs collectively received 105 189 visitors. Number of EEC sessions delivered 3000 The three EECs collectively presented 3263 sessions. Percentage and number of visitor Maintain or exceed results of 94% of visitors surveyed indicated surveys that assess increased previous years an increased level of understanding. understanding of: researchTarget achieved. • democracy and Australia’s federal system of representative government • preferential voting system • how to cast a formal vote • compulsory enrolment aEC annual report 2008–2009 | report on performance: outcome 3 77

While indicators relating to an increase in Visitors came from most federal electoral visitor numbers showed that overall total visitor divisions. The National EEC in Canberra numbers were only slightly higher than those provided services to people from 146 of recorded in 2007–08, the National EEC in Australia’s 150 electoral divisions; the Canberra had a strong 6 per cent increase in Melbourne EEC, to people from all of visitor numbers compared with the previous Victoria’s 37 divisions; and the Adelaide EEC, year. Visitor numbers for the Melbourne and to people from all of South Australia’s 11 Adelaide EECs fell by 10 per cent and 17 per electoral divisions. cent respectively. Historically, visitor numbers Just over 81 per cent of visitors to the National peak in an election year: as 2007–08 was an EECfor were primary school students. A greater election year, to some extent, the 2008–09 proportion of secondary school students, decrease in Melbourne and Adelaide EEC adults and community groups visited the visitor numbers was not unexpected. Also, the Melbourne and Adelaide centres than visited announcement of the 30 June 2009 closure of the National EEC. these two centres impacted on visitor numbers over the May–June 2009 period. Figure 8 shows trends in visitor numbers over the past 10 years. Improvements NailE t ona lectoral Education Centre In 2008–09, the AEC implemented various strategies to improve the centres’ The EEC in Old Parliament House, Canberra, performance. These included: is now known as the Nationalonly EEC. It remained the largest and busiest of the EECs. For the first • implementing a business plan for each time, the centre attracted more than 80 000 EEC, setting out the centre’s priorities and visitors, an increase of 4550 from 2007–08. detailed strategies to achieve them Over the past three years, the National EEC has • holding two national EEC conferences been the only EEC to see an increase in visitor Archivedto bring together all centre staff to share numbers every year. knowledge, improve programs, network, and discuss business priorities and The National EEC continued to promote future directions historicalits services to community groups and was successful in attracting new citizens and young • conducting an audit of IT hardware adult groups to attend sessions, many of and software resources and support which were outside peak times (out of arrangements, and assessing how best business hours or during school holiday to update IT facilities to ensure that an periods). Flyers, advertisements, letters and effective service is provided. attendance at tourism open days and shows The AEC continued to progress the were all used as parts of the marketing and implementation of the electronic booking promotional strategy. system which will enableresearch people to book EEC The EEC and the recently opened Museum of education sessions through the internet. Australian Democracy are working together to identify and explore ways to optimise the Vitrssi o benefits of being co-located in Old A total of 105 189 people visited the EECs in Parliament House. 2008–09, a slight increase on the total of 104 054 visitors in 2007–08. 78 report on performance: outcome 3 | aEC annual report 2008–2009

Figure 8 Trends in Electoral Education Centre visitor numbers, 1999–2000 to 2008–09

Total Canberra Melbourne Adelaide 120 000

100 000

80 000

60 000

40 000 20 000 for x x x x x x x x x x 0 2006–07 2007–08 2000–01 2001–02 2002–03 2003–04 2004–05 2005–06 2008–09 1999–2000

The EEC also demonstrated its services to In response to requests from teachers, delegations of electoral officials from Egypt, activity worksheets were prepared for use in Hong Kong, Papua New Guinea, Thailand and the classroom following a visit to the centre. Zambia, as well as a number of state electoral Worksheets were also developed to be used authority staff. by participants as they exploredonly the EEC interactive room, to emphasise the key learning Table 21 provides details of National EEC visitor objectives delivered through the computerised numbers for the past three years. interactive technology. Ml e bourne Electoral Education Centre Table 22 provides details of Melbourne EEC ArchivedThe Melbourne EEC continued its campaign visitor numbers for the past three years. to increase visitor numbers. Flyers, emails, AdladE e i e lectoral Education Centre websites, telephone contact,historical network development days and media releases were The Adelaide EEC was jointly funded by the all used as parts of the marketing and AEC and the Electoral Commission of South promotional strategy. Australia. In 2008–09, the EEC continued to develop new and existing strategies to In April 2009, new citizens on the electoral achieve growth in visitor numbers and increase roll were personally invited to attend special the number of visitors from culturally and educational sessions aimed at increasing linguistically diverse backgrounds, Indigenous their understanding of, and participation in, communities and the 18–25-year age group. the electoral process. Whileresearch the numbers of participants were not high, most of the The Adelaide EEC’s involvement with Student feedback provided on session evaluation Parliamentary Debate Week, ‘Civics in sheets contained a reference to the voting Action’ teacher sessions and History Week process and indicated that the sessions had are examples of the centre’s ability to build been useful. partnerships and adapt to other events or themes to provide electoral education. aEC annual report 2008–2009 | report on performance: outcome 3 79

In the course of this final year of operation, Table 23 provides details of Adelaide EEC 102 new citizens attended sessions where they visitor numbers for the past three years. were able to learn about voting in Australia. All sessions were well received, leaving Pr ece th El toral Education Centre participants more confident in their ability to The AEC provided financial and in-kind participate in democracy. assistance to the Western Australian Electoral Commission for the operation of the Perth EEC.

Table 21 Visitors to the National Electoral Education Centre,for 2006–07 to 2008–09 Visitor group Number of visitors Number of sessions 2006–07 2007–08 2008–09 2006–07 2007–08 2008–09 Primary students 62 146 62 876 67 002 1 942 1 942 2 059 Junior secondary students 2 984 4 469 4 602 100 157 156 Senior secondary students 4 325 3 683 3 862 154 135 139 Adult participants 266 321 214 24 17 17 Accompanying adults 6 563 6 732 6 951 – – – Total 76 284 78 081 82 631 2 220only 2 251 2 371 Table 22 Visitors to the Melbourne Electoral Education Centre, 2006–07 to 2008–09

Visitor group Number of visitors Number of sessions 2006–07 2007–08 2008–09 2006–07 2007–08 2008–09 Primary students 10 689 8 748 8 162 369 334 315 ArchivedJunior secondary students 4 532 3 768 3 953 184 173 192 Senior secondary students 2 113 1 414 378 94 63 21 Adult participants historical1 033 1 142 980 73 83 70 Accompanying adults 1 759 1 604 1 413 – – – Total 20 126 16 676 14 886 720 653 598

Table 23 Visitors to the Adelaide Electoral Education Centre, 2006–07 to 2008–09

Visitor group Number of visitors Number of sessions 2006–07 2007–08 2008–09 2006–07 2007–08 2008–09 Primary students research3 285 5 091 4 332 119 183 158 Junior secondary students 1 572 1 662 1 011 64 73 48 Senior secondary students 1 069 873 844 47 41 40 Adult participants 1 028 964 860 74 54 48 Accompanying adults 550 707 625 – – – Total 7 504 9 297 7 672 304 351 294 80 report on performance: outcome 3 | aEC annual report 2008–2009

Output 3.1.2 – School and community programs

The AEC provides electoral education and information in schools and to community groups to improve participants’ knowledge and understanding of Australia’s electoral system. It also provides professional development and information for teachers and final year teaching students to help their teaching of electoral education as part of thefor Civics and Citizenship curriculum in schools. Overview Performance Through the national School and Community Strong growth in demand for the SCVP during Visits Program (SCVP), the AEC provides 2008–09 resulted, in part, from several electoral education and information sessions initiatives launched by the AEC to deliver the and other enrolment promotional activities to program and other education resources more key audiences in local communities. AEC staff effectively. AEC staff also took part in a range members visit schools, tertiary institutions of other activities to promote understanding and community groups and participate in of and participation in the electoral system community events. Additionally, AEC educators among target audiences. deliver professional development workshops only on electoral education for teachers and Solcho and Community Visits Program student teachers. During 2008–09, the SCVP reached 137 716 Table 24 summarises the AEC’s results participants, in 2282 sessions. Participation against the performance information set out numbers in SCVP increased by 92 per cent for Output 3.1.2 in the 2008–09 Portfolio from 71 569 in 2007–08. This significant ArchivedBudget Statements. increase is partly explained by the fact that historical2008–09 was a non-election year, which gave

Table 24 Output 3.1.2 – School and community programs: performance results

Key performance indicators Targets Results Participant feedback, including via 95% of participant feedback is 88% of participants indicated surveys, indicate improved electoral positive and indicates improved satisfaction with the program. knowledge obtained from AEC electoral knowledge 86% demonstrated an improved school and community and teacher electoral knowledge or a professional development sessions reinforcement of existing knowledge. Number of participants in schoolresearch 100 000 137 699 and community visits sessions Number of participants in teacher 1 200 1 485 professional development sessions aEC annual report 2008–2009 | report on performance: outcome 3 81

AEC staff more capacity to deliver education An evaluation tool for all education programs and public awareness sessions. Further was trialled and introduced during 2008–09. information is presented in a case study on This tool measures program satisfaction, page 85. curriculum relevance and knowledge of the AEC’s key messages. The results revealed Several initiatives were introduced during the that, of the teachers and students surveyed, year to increase SCVP activity: 88 per cent were satisfied, 6 per cent were • training in presentation skills and school dissatisfied, and 6 per cent were ambivalent liaison was delivered to staff in all divisions about the program. Of these participants, • a standard marketing approach was 86for per cent demonstrated an increase of developed to ensure better coverage of electoral knowledge or reinforcement of this all schools and consistent messages in knowledge. The AEC presenters monitor any promoting SCVP sessions reports of reduction in knowledge and consider • a mentoring scheme, in which more whether it is likely that the reports can be experienced presenters can assist their attributed to frivolous responses or to the colleagues, was established. quality of the sessions. Your Vote Counts, the professional During 2008–09, the AEC developed and development aspect of the SCVP, delivers tested the Online School and Community workshops in classroom strategies for teachers Activity Report (OSCAR) for implementation and pre-service teachers involved in civics from 1 July 2009. An information pack for education. In 2008–09, there were 1485 staff was made available ononly the intranet. participants in this program, a 15 per cent The system collects data and reports on the increase compared to 1290 in the number and nature of school and previous year. community visits. Figure 9 shows trends in SCVP participation Archived over the past six years.

Figure 9 Participants in schoolhistorical and community visits, large community events and teacher professional development sessions, 2003–04 to 2008–09

160 000

140 000

120 000

100 000 80 000 research 60 000

40 000

20 000

0 2003–04 2004–05 2005–06 2006–07 2007–08 2008–09 82 report on performance: outcome 3 | aEC annual report 2008–2009

Eduai c t on sector model, students learn by running parallel elections which shadow the actual electoral In October 2008, the AEC commissioned events and culminate in their own vote) education evaluation consultants to review all its education resources. The resulting • assisting with facilitation of the annual report acknowledged the high standard and schools’ constitutional conventions held at relevance of AEC education resources in state and national levels teaching and learning about electoral issues • attending the Western Australian Civics and in a civics education context. The report Citizenship Education Workshop to provide also concluded that there could be better information on AEC education resources recognition and uptake of AEC resources in the forand services education sector, and recommended a shift • staffing displays at the Business Educators’ towards online delivery of education resources. Association of Queensland and Queensland These two issues are being addressed. History Teachers’ Association conferences. The AEC’s dedicated email information service Y eopleoung p for teachers and educators continued to be used for product and services requests, as Young people remained a high-priority target well as for general inquiries about electoral audience for the AEC’s enrolment promotion education. In 2008–09, the service received and public awareness activities in 2008–09. 438 emails, a 56 per cent decrease from In addition to the SCVP sessions, AEC activities 998 in the previous year. This is most likely included the following: attributed to the teachers having already only • In Queensland, staff attended four school- obtained the resources they required and based constitutional conventions, including to reduced educational interest in electoral the convention held at Parliament House, matters in non-election years. Brisbane. Enrolment and voting information The AEC also maintains a subscriber list for was provided to several TAFE colleges Archivedteachers and educators to keep the sector across Queensland, and displays were informed about AEC initiatives in electoral staffed at a TAFE-specific Careers Expo. education. In 2008–09,historical there were 883 • In Western Australia, to encourage subscribers to the list. democratic participation by students, During 2008–09, AEC staff were involved in AEC staff attended a youth festival at a education sector activities, including: community college. • In South Australia, AEC staff set up • attending the Civics and Citizenship enrolment displays for secondary school Education Annual Stakeholder meeting students at various gatherings, such as the • participating in the inaugural Electoral Festival of Opportunities and the JobsFest. Education Network meeting with • In Tasmania, staff attended the University colleagues from state andresearch territory of Tasmania Lawfest and gave a short electoral commissions presentation to law students on enrolment • attending a planning meeting with and voting obligations. A stall was also set representatives of the Australian up on campus to provide an opportunity Capital Territory Government education for enrolment. To reach young people department, as part of a cross-agency in regional areas of Tasmania, an article committee to scope a ‘student vote’ model promoting enrolment was provided for the for the Australian Capital Territory (in this Rural Youth Newsletter. aEC annual report 2008–2009 | report on performance: outcome 3 83

AEC staff conducted enrolment drives for • In Tasmania, staff attended the University of secondary school students at career markets Tasmania’s Multicultural Expo. and expos in New South Wales, Victoria and • In the Northern Territory, staff delivered a Queensland. They also attended university presentation on democracy and enrolment orientation days and market days to promote to Migrant Education classes at Charles enrolment in Victoria, Queensland, Western Darwin University. Staff also worked with the Australia, South Australia, Tasmania and Department of Immigration and Citizenship, the Northern Territory. Through tertiary providing language brochures to a number institutions’ orientation week activities, of culturally and linguistically diverse 3018 enrolment forms were collected. forgroups and organisations in settlement planning forums. Poplerome f culturally and linguistically diverse backgrounds I ndigenous Australians and people in rural AEC staff continued to meet and provide and remote areas information to members of culturally and AEC staff continued to deliver targeted linguistically diverse groups during 2008–09. public awareness activities for Indigenous For example: Australian and people in rural and remote • In New South Wales, staff attended areas. Examples included attending cultural meetings at Migrant Resource Centres in events in rural and remote communities, such two locations in order to establish networks as Indigenous Careers Expos in New South with migrant and culturally and linguistically Wales, Queensland and Southonly Australia; and diverse groups. providing displays at NAIDOC Week events in Queensland and Western Australia, the • In Victoria, public awareness materials in First Contact Indigenous Sports and Cultural community languages were provided to a Festival in Queensland and the ‘Vibe Alive’ number of groups. Indigenous Youth Festival in South Australia. • In Queensland, staff conducted sessions at Archived In Western Australia, numerous Indigenous multicultural forums, including the Brisbane Multicultural Festival. Enrolment and voting communities were visited in the Pilbara and historicalnorthern goldfields regions. Where possible, information was provided to two regional multicultural associations. visits to pastoral properties and cattle stations were included in these field trips. • In Western Australia, electoral education presentations were conducted for Staff in the Northern Territory conducted small new citizens. group or one-to-one education sessions in 27 • In South Australia, staff attended meetings remote communities during 2008–09. with the Migrant Resource Centre to The AEC’s North and Central Australia Remote network with people from Middle Eastern Area Strategy (NACARAS) was established and African backgrounds.research Cooperation with in 2005 to develop and coordinate nationally the Australian Refugee Association led to consistent policy and standards in electoral a session with members of the Bhutanese service delivery across regional and/or remote community and an invitation to address areas of northern and central Australia. other groups in the future. AEC staff also The strategy covers the remote areas of addressed new citizens at a ceremony in Queensland, South Australia and the Northern Refugee Week to highlight the importance Territory and northern New South Wales. The of voting. NACARAS working group consists of the state 84 report on performance: outcome 3 | aEC annual report 2008–2009

managers of New South Wales, Queensland, • developing strategies to better service Western Australia, South Australia and the remote mining communities Northern Territory. • reviewing AEC advertising to remote In 2008–09, the NACARAS working group Indigenous electors to improve messaging reviewed the outcomes from the 2007 federal on enrolment, voting and formality. election as they related to the delivery of Performance will be reviewed after the next electoral services to remote electors. The election in order to measure the strategy’s recommendations from the review were used effectiveness. to update and refine the objectives of the strategy. The revised objectives are to: Othrgo fore r ups • increase enrolment participation In 2008–09, the AEC conducted activities to • increase voter turnout raise awareness of electoral matters and AEC services among the members of a wide range • reduce informality rates of other community groups, including: • improve information capture and evaluation. • seniors organisations in New South Wales, The working group proposes to achieve these Queensland and Western Australia objectives by: • Rotary clubs and libraries in • evaluating the effectiveness of current New South Wales remote fieldwork programs, including the • disability groups throughout Queensland Community Electoral Information only • Homeless Connect in Western Australia Officer program • Street to Home in South Australia • reviewing remote area mobile polling services to better target electors in an effort • Probus in Tasmania to improve voter turnout • staff of the Department of Defence in the Archived• expanding cross-border cooperation, Northern Territory. which would include remote fieldwork and remote polling historical

research aEC annual report 2008–2009 | report on performance: outcome 3 85

Case study Training the trainers for school and community visits T he AEC’s national School and Community Visits Program (SCVP) provides electoral education and information sessions and other enrolment promotional activities to audiences with diverse learning needs, in diverse environments. For AEC staff, conducting school and community visits is a demanding role that requires specific skills and confidence. In early 2007–08, a new SCVP resource was distributedfor to all divisions to help AEC staff present programs and deliver consistent messages to their audiences. Catering for a range of learning styles and venues, the resource contains lesson plans that include electorate-specific information presented in different formats.T he lesson plans are tailored to suit primary and secondary students, new citizens and other community groups.

While developing the resource material to support the presentation of SCVP sessions, the AEC identified the need for expert training to update divisional staff members’ presentation skills and techniques for liaising with target groups. Planning commenced for a national training module designed to boost the quality and quantity of school and community visits.

To make best use of the limited number of trainers who could deliver a national program, a ‘train-the-trainer’ model was decided on. Each state selected staff members to be trained as program ‘coaches’ who, in turn, would deliver the training to divisional staff throughoutonly their areas. This approach was implemented in August 2008. Two sessions were held – one in Sydney and one in Melbourne – and a total of 26 trainee ‘coaches’ attended, representing all states. Over the subsequent six months, these coaches and AEC national office staff collectively trained 248 staff Archivedrepresenting all divisions from every state and territory across Australia. The AEC’s evaluation of the sessions indicates that the training has helped give divisional staff the skills and confidence they need to successfully deliver SCVP sessions.T here was a significant increase in the levelhistorical of SCVP activity during 2008–09, and the comprehensive skills training undoubtedly contributed to that positive result. research 86 report on performance: outcome 3 | aEC annual report 2008–2009

Output 3.1.3 – Communication strategies and services

The AEC gives timely and accurate electoral information to a range of target audiences to encourage enrolment for, and participation in, electoral events.

Overview Qulto a i y c ntrol improvements Followingfor the distribution of the 2007 Electoral The AEC conducts public awareness campaigns to promote knowledge of, and Pocketbook to members of the House of participation in, the electoral process, as Representatives and the Senate, the AEC was required by the Electoral Act. The AEC informed that the pocketbook contained some also provides various information services, typographical and historical errors. including the AEC website, telephone and The AEC immediately ceased distribution of email inquiry services, translating and the pocketbook and undertook a thorough interpreting services, publications, and the review of its content. A revised edition was federal election call centre and virtual subsequently produced and published on tally room. the AEC website, together with a limited print Table 25 summarises the AEC’s results run of hardcopies and supplementaryonly PDF against the performance information set out versions on disc. The AEC has introduced for Output 3.1.3 in the 2008–09 Portfolio additional quality control measures to Budget Statements. minimise the chance of errors in future publications. Performance Cmm o unication strategies ArchivedThe AEC continued to provide electoral information in various formats during 2008–09 Coordinated public relations activities were to ensure the public hadhistorical ongoing access to undertaken to support a major targeted accurate and timely information about the enrolment stimulation mail-out conducted in electoral process and participation in most states and territories across Australia electoral events. in April 2009. The activities also focused on raising awareness of the estimated 1.2 million The AEC also continued its preparations in missing Australians who are eligible to enrol developing the communication activities but are not on the electoral roll. These activities required for the next federal election. included media releases, radio release grabs,

Table 25 Output 3.1.3 – Communicationresearch strategies and services: performance results Key performance indicators Targets Results Audience feedback on effectiveness Response from audiences No quantitative research was of specific advertising campaigns is positive commissioned during the and public awareness activities reporting period. through surveys, market research, and stakeholder consultation aEC annual report 2008–2009 | report on performance: outcome 3 87

stakeholder communications and dedicated redevelopment and, to ensure a user-centred website content. The strategy was successful design, undertake the user consultation and in achieving significant media coverage for information gathering phase with management the mail-out and the issue of ‘missing electors’ and staff. outside of an election context. The AEC now has a vision and direction for The AEC also developed and implemented a the intranet redevelopment, and a roadmap comprehensive communication strategy for outlining the key tasks to achieve it. This the by-elections held in the divisions of Lyne is underpinned by a content governance and Mayo on 6 September 2008. The activities framework and a high-level infrastructure that included state-wide and local advertising, supportsfor a single entry point for all staff to public relations activities, publications and an access corporate and operational information. election website, including a virtual tally room. In 2009–10, the AEC will build on work undertaken during 2008–09 to deliver a more C aMPAigns effective and user-friendly intranet system. A ‘call-to-action campaign’ targeted at South-Eastern Queenslanders encouraged Wet bsi e eligible electors to call the AEC’s 13 23 26 The AEC website was an important medium number and have their enrolment form for providing electoral information in various partially completed over the phone for them. formats. The website operated efficiently, These forms were then sent with an enclosed handling approximately one million users, in reply paid envelope to be signed and returned only excess of 76 million hits and 14 million page to the AEC. A total of 1 152 inquiries were views during 2008–09. received resulting in 910 completed enrolment forms (79 per cent) being returned. No significant changes were made to the AEC website (www.aec.gov.au) during 2008–09; Itan r net however, website usage increased by around Archived 25 per cent as compared to usage in the last In late 2008, the AEC started the modernisation of its intranethistorical to improve non-election financial year, 2006–07. the quality, accessibility and timeliness of In Figure 10, a significant increase in website information and communication. An external usage can be seen during the election years of specialist was engaged to provide advice on 2004–05 and 2007–08. a recommended strategic direction for the

Figure 10 Uses of the AEC website, 2002–03 to 2008–09 Site hits Page views 250 research 200

150

100

Uses (millions) Uses 50

0 2002–03 2003–04 2004–05 2005–06 2006–07 2007–08 2008–09 88 report on performance: outcome 3 | aEC annual report 2008–2009

Geral ne inquiry services Cantonese and Arabic were the three most commonly used languages for AEC enquiries. The range of information services and More than 5300 interpreter calls were products the AEC provides ensures the received, with a peak during July 2008 of 1200 public has access to accurate and timely calls – well in excess of the monthly average electoral information. These services and of 447 calls. This peak was due to the large products include: increase in the number of Continuous Roll • a national telephone and email Update letters mailed. inquiry service During 2008–09, the AEC started directing • a telephone interpreter service publicfor inquiries to divisional office email • a website inboxes. This enabled electors to communicate • digital products directly with their divisional offices, without national office acting as intermediary. • a range of publications.

During non-election periods, telephone calls Pubai lic t ons and resources to the national inquiries number (13 23 26) During 2008–09, the AEC continued to work are diverted to the caller’s nearest divisional on a suite of post-election and pre-election office through an automated facility based on publications. postcodes. During state and territory electoral events, call diversion facilities are provided to In late 2008, production methods were automatically direct callers to the appropriate carefully reviewed to ensure onlythe quality, service. In 2008–09, diversions were used timeliness and accuracy of all non-campaign for the Western Australian state election and material. The outcome was a rigorous new referendum, New South Wales local council framework of quality control procedures which elections, Queensland state election and the formed a comprehensive user manual called by-elections in Lyne and Mayo, as well as Enrol The Toolkit. This user manual was implemented Archivedto Vote Week. in early 2009. During election periods, the AEC operates a The Toolkit is easily accessible, and acts as dedicated national electionhistorical call centre and both reference guide and induction manual fulfilment service. Following the successful to support AEC communications staff. This is partnership with Centrelink in 2004 and 2007, particularly effective as a risk management the AEC has commenced preparations to tool during phases of staff transition. collaborate with Centrelink again for the next To support the AEC’s communication federal election. strategies, the style guide was enhanced The general customer inquiry email service to build on the corporate branding ([email protected]) was well used, receiving implemented in 2007–08. This provided almost 17 000 requests forresearch information, a more sophisticated brand management including more than 6000 overseas elector system which, when fully implemented, will inquiries in 2008–09. A number of clients support the integration of a range of AEC continued to choose to email scanned communication materials. This part of the style enrolment forms to the AEC for processing. guide demonstrates the visual characteristics and intended audiences of each product. The The AEC’s telephone interpreter service guide will assist staff to achieve consistency (provided by VITS LanguageLink) delivered and quality in official AEC publications and 16 dedicated language lines. Mandarin, aEC annual report 2008–2009 | report on performance: outcome 3 89

to brand new products or re-brand existing The AEC’s virtual tally room and online election products in preparation for the next results services were used to communicate the federal election. results of the Lyne and Mayo by-elections to members of the public, the media and In addition, the style guide encourages a more political parties. contemporary use of language and provides guidance on writing for, and publishing The AEC met its commitment to helping material on, AEC websites. The revised other Australian Government agencies by corporate style guide is due for release early providing advice and sharing experience in in 2009–10. call centre services, applications and logistics. Forfor example, the AEC assisted the Australian Othromme c unication activities Bureau of Statistics preparations for the In 2008–09, the AEC’s communication 2011 Census. activities focused on supporting its other During 2008–09, a range of communication business functions of managing and growing activities, including advertising, public the electoral roll, providing administrative and media relations, online content and support for electoral redistributions, and publications, were undertaken to advise conducting by-elections. electors of the final steps in, and the outcomes The Continuous Roll Update letters were of, the redistribution of electoral boundaries redrafted and distributed in a trial to potential in Western Australia and Tasmania. In early electors in Queensland and South Australia. 2009, redistributions of electoral boundaries commenced in Queenslandonly and New South Three new letters replaced numerous outdated versions and focused on streamlining Wales, and a media strategy was developed to messages to maximise public response. support the processes. The new letters were more compelling and audiences were more specifically targeted. By Archived30 June 2009, insufficient time had elapsed to collect statistics relatinghistorical to this project.

research for

only Archived historical

research for

management and accountabilityonly

Corporate governance Archived Support services historicalExternal scrutiny Human resources Providing access for people with disabilities Assets management Purchasing researchGrant programs Consultants and contracts 92 management and accountability | annual report 2008–2009

Management and accountability Corporate governance

Overview membership of the current Commission is noted in the ‘Overview’ section of this report. The AEC’s governance framework is based for on the fundamental principles of clear lines The Electoral Commissioner is assisted by a of accountability, decision making and senior executive team comprising the Deputy reporting, as well as well-defined planning and Electoral Commissioner, two first assistant performance management. The AEC employs commissioners, five assistant commissioners, strategies that: the Chief Finance Officer and the Chief Legal Officer. State managers, who hold the • deliver the outputs for which funding is statutory appointment of Australian Electoral appropriated Officer for each state and the Northern • ensure accountability to the Parliament of Territory, assist the Electoral Commissioner Australia and other stakeholders for key to manage electoral activities in their performance indicators respective jurisdictions. only • identify responsibility for the management The organisational structure is outlined in of resources Figure 2 in the ‘Overview’ section. • develop, maintain and use information on the full accrual costs and values created in Senior management committees the delivery of outputs. Archived The AEC’s senior management committees are directly responsible to the Electoral Executive Commissioner in his role as Chief Executive The AEC is an independenthistorical statutory agency, Officer. The leadership and management governed by a Commission comprising: framework at 30 June 2009 is set out in • a part-time chairperson, who is a judge Table 26. or retired judge of the Federal Court of Australia Executive Management Group • the Electoral Commissioner, who is the The Executive Management Group (EMG) full-time head and Chief Executive Officer of supports the Electoral Commissioner in: the AEC under the Public Service Act 1999 • setting the AEC’s strategic directions and and the Financial Managementresearch and organisational priorities Accountability Act 1997 • ensuring objectives are achieved • a part-time non-judicial member, who is • assisting with the strategic leadership and an agency head as defined in the Public operational management of the AEC Service Act. • ensuring the AEC follows good corporate All three members of the Commission are governance practices and manages risks engaged under the Electoral Act and are appropriately. appointed by the Governor-General. The annual report 2008–2009 | AEC 93

During 2008–09, the EMG met monthly by teleconference to discuss operational As part of its commitment matters, and quarterly face-to-face to discuss for strategic issues. to continuous improvement and staff engagement, the Bnssusi e Investment Committee AEC made a significant The AEC recognised the need for more investment in consulting discipline around project management, and staff about issues identified established the Business Investment Committee in the 2008 State of the to assist the Electoral Commissioner in: Service Employee Survey. • prioritising the AEC’s investment in projects which build the long term capability for the AEC only • improving discipline around project delivery to ensure that projects are consistent with broad strategic direction and align with the AEC’s future business architecture. ArchivedThe Business Investment Committee was established in May 2009 and has met regularly. The project managementhistorical framework includes supporting tools, templates, coaching mechanisms and training. The work of the committee will grow significantly during 2009–10.

BnssAusi e ssurance Committee The Business Assurance Committee assists the Electoral Commissioner in meeting his statutory responsibilities under s. 46 of the Financial Management and Accountabilityresearch Act 1997. The committee: • reviews and monitors the AEC’s risk assurance, audit, fraud and internal controls functions • ensures the objectivity and reliability of the AEC’s published financial information. 94 management and accountability | aEC annual report 2008–2009

Figure 11 Planning, operating and reporting framework

Performance Enabling legislation outcomes

Environmental Scan (rolling five-year) Strategic Plan (rolling five-year)

for Other inputs for example Risk Management Plan Corporate IT Plan (rolling two-year) National Business Plan (annual)

Portfolio Budget Election Preparation Statements (annual) Program (rolling four-year) State, territory and branch business plans (annual)

Portfolio Budget Additional Estimates only Statements Work area plans (annual) ArchivedAnnual report Individual performance historicalplans (annual)

The Business Assurance Committee meets at During 2008–09, the AEC developed a new least four times a year. Strategic Plan covering 2009 to 2014. The Strategic Plan incorporates the National Corporate and business plans Business Plan for 2009–10, which highlights the first-year priorities and activities of the Reshaping the governance framework to Strategic Plan and provides a link to branch, better meet the needs of the AEC, in terms of researchstate and division business plans. The National both strategic and operational requirements, Business Plan will be revised annually during was a priority for 2008–09. One avenue of the life of the Strategic Plan 2009–14. improvement was a restructure of the business planning framework that underpins the work The EMG was extensively involved in of the governance committees. The framework developing the strategic and business plans. is an essential component of the decision- The content of the plans was approved in June making process to address the AEC’s longer 2009 to be applied from 1 July 2009. term goals. aEC annual report 2008–2009 | management and accountability 95

Table 26 Leadership and management framework

Australian Electoral Commission

Electoral Commissioner Accountable for corporate governance and overall performance

Executive Management Business Investment Business Assurance Group Committee Committee

Assists the Electoral Commissioner Prioritises the AEC’s investment Reviews risk and assurance issues by providing high-level focus on in projects and improves project emerging strategic issues and delivery discipline for operational matters Electoral Commissioner (Chair) Deputy Electoral Commissioner Deputy Electoral Commissioner Deputy Electoral Commissioner (Chair) (Chair) Two first assistant commissioners First Assistant Commissioner Two first assistant commissioners Assistant commissioners Assistant Commissioner Elections Assistant Commissioner Communications and Information State managers Assistant Commissioner Roll Management Strategy Chief Legal Officer State Manager Queensland Assistant Commissioner People and Chief Finance Officer Performance Director, International Services Chief Finance Officer State Manageronly Western Australia State Manager Tasmania External member

ArchivedThe new five-year Strategic Plan, combined The charter encourages members of the public with the annual National Business Plan, will to provide feedback to the organisation. The address immediate andhistorical mid-term strategic AEC listens carefully to customer feedback, priorities, while branch, state and division and responds to suggestions to improve its plans continue to focus on business priorities, services. The charter will be reviewed in as well as targeted requirements and individual 2009–10 to ensure consistency with the performance plans. Strategic Plan 2009–2014. The AEC also has a number of supporting plans Cumersto satisfaction that address specific business functions, as summarised in Table 27. The AEC takes many opportunities to engage with customers and seek their input on the Service charter researchdelivery of services and the level of satisfaction with the AEC’s services. Examples are included The AEC Service Charter includes information in the reports on performance for about the AEC’s functions, values and Outcomes 1, 2 and 3. commitment to electors. The charter may be accessed through the AEC website, and printed copies are available on request. Poster versions of the charter are displayed in all AEC offices. 96 management and accountability | aEC annual report 2008–2009

Table 27 Corporate and business planning documents

Plan Purpose Reviewed Business Sets out business strategies and objectives at the Annually state office or national office levels Business continuity Applies risk management techniques and principles Every three years to the planning, administration and delivery of projects and policies Corporate fraud control Identifies areas of corporate fraud risk and sets out Every three years strategies to prevent or minimise the incidence of corporate fraud for Corporate IT Provides direction for IT development Every three years Disability Action Plan Assists the AEC to meet its responsibilities under Every three years the Commonwealth Disability Strategy Election Preparation Program Sets out and monitors the program of activity Every two months required to achieve election readiness Electoral fraud control Sets out strategies to prevent or minimise electoral Every three years offences that may affect the result of elections Health and Safety Action Plan Sets out the activities that underpin the AEC’s Every three years Health and Safety Management Arrangements Property Provides direction for the long-term management of Annually leased property only Risk Identifies areas of business risk and specifies how Annually risks will be managed Security Sets out strategies to protect staff and visitors, Annually security classification information, equipment and premises against harm, loss, interference Archivedand compromise Strategic internal audit Sets out the program of compliance and Annually historicalperformance audits for the financial year Workplace Diversity Plan Sets out a program of activities to enable Every four years recognition and valuing of individual differences in the workplace research aEC annual report 2008–2009 | management and accountability 97

merCusto inquiries, issues and complaints The AEC’s internal audit program is conducted through an external service provider. During 2008–09, the AEC continued with the WalterTurnbull was the service provider from protocol for the escalation of certain inquiries, July 2008 until March 2009, when the AEC issues and complaints. transitioned to a new provider, KPMG. A summary of escalated inquiries, issues and During 2008–09, representatives of the complaints handled by the national office in Australian National Audit Office (ANAO) and 2008–09 is shown in Table 28. the internal auditors attended meetings of the Other than electoral offences, the issues Business Assurance Committee to report on handled by national office in 2008–09 thefor AEC’s external and internal audit programs covered: and other relevant matters. Further information on the external audit program is in the ‘External • access to and use of roll information scrutiny’ section of the annual report. • enrolment Internal audits for 2008–09 focused on • various topics, including elections, voting providing assurance to senior management on and political advertising. the effectiveness of controls in corporate and Fifty-one per cent of the general escalated IT areas and reviewing high-risk core issues and complaints handled by national business activities. office were resolved within 10 days. Risk management and business continuity I nternal audit only The AEC’s risk management policy and toolkit AEC internal audit is an independent function provide a formal framework for identifying, reporting directly to the Deputy Electoral managing and monitoring strategic risks as an Commissioner, who in turn reports on the audit integrated part of business planning. program to the AEC’s Business Assurance In April 2009, the AEC commissioned KPMG to Committee. As shown in Table 26, the Archived conduct an enterprise-wide risk assessment of committee includes an independent member its strategic and electoral risks. The review is with broad public sector experience of historicalexpected to be completed in December 2009. relevant functions. The inclusion of an external member strengthens the independence of the Fraud control Business Assurance Committee. The member is unencumbered by any management The Electoral Commissioner’s certification of responsibilities and provides the opportunity the AEC’s fraud control arrangements is at for the Electoral Commissioner to receive Appendix K. advice and assurance from an independent perspective.research Table 28 Escalated inquiries, issues and complaints received by the national office, 2007–08 and 2008–09

General Alleged electoral offences 2007–08 2008–09 2007–08 2008–09 628 43 283 32 98 management and accountability | aEC annual report 2008–2009

The AEC’s Fraud Control Committee is a The AEC’s Performance Management Program subcommittee of the Business Assurance includes an assessment tool on values and Committee and is responsible for overseeing behaviours, which contributes to the overall fraud prevention, detection and investigations. performance rating for each employee. The Fraud Control Committee meets prior to In addition, the AEC has been exploring ways each Business Assurance Committee meeting, to better integrate ethical decision making into and provides that committee with a report on ongoing learning and development activities. In matters considered and recommendations February 2009, the AEC developed and piloted as required. a ‘management fundamentals’ program for In May 2009, the AEC developed and AECfor staff at the APS 6 and Executive implemented an online awareness package Level 1 levels. One area of study involved for staff. It is a question-and-answer style decision making and covered issues such as tool designed to provide staff with awareness the valid exercise of delegation and ethical of what constitutes fraud, their obligation to dilemmas faced by decision makers in report fraud, and how to attain assistance if government agencies. they suspect fraud is occurring. Senior executive remuneration Ethical standards Remuneration for the Electoral Commissioner The AEC’s Code of Conduct procedures is determined by the Remuneration Tribunal provide direction about general expectations under the Remuneration Tribunal Act 1973. for the behaviour of AEC employees, and Other statutory appointees areonly part of the incorporate and reinforce the APS Values and Principal Executive Officer structure under that Code of Conduct. See the ‘Overview’ section Act; remuneration and conditions for those of this report for a detailed statement of the appointees are determined by the Electoral AEC’s values. Commissioner within parameters set by the Remuneration Tribunal. ArchivedThrough the AEC Collective Agreement 2007–10 and the Corporate Plan 2008–09, the AEC and its staff madehistorical a commitment to work cooperatively to embed the APS and AEC values in all aspects of the organisation’s work.

Table 29 Base salary bands for statutory appointees and senior executive staff, 30 June 2009

Staff (no.) Remuneration band ($) Staff (no.) Remuneration band ($) 1 220 000–234 999 6 145 000–159 999 0 research205 000–219 999 4 130 000–144 999 0 190 000-204 999 6 115 000–129 999 1 175 000–189 999 2 100 000–114 999 1 160 000–174 999

Note: These bands do not represent total remuneration; that is, they include superannuable salary but do not include other components of salary packaging such as cars and superannuation. Performance pay information is provided in the section on human resources. This data includes staff acting in positions at 30 June 2009. aEC annual report 2008–2009 | management and accountability 99

The Electoral Commissioner also determines The AEC aims to enable as many eligible performance pay for the AEC’s Principal electors as possible to participate fully in Executive Officers and other senior executive federal elections. For electoral divisions with staff, as described in the ‘Management of our significant numbers of Indigenous voters people’ section of this report. or voters who speak a language other than English at home, the AEC recruits staff with Table 29 lists base salary bands for statutory Indigenous and other language skills to provide appointees and senior executive staff of assistance on election day. the AEC. In 2009–10, the AEC will launch a major Social justice and equity projectfor to help close the gap in areas of Indigenous disadvantage by improving the The AEC develops its products and services electoral enrolment and participation levels of to meet the needs of its audiences and Indigenous Australians. For more information, stakeholders. The AEC produces information in refer to the ‘Objectives for 2009–10’ section in a variety of formats, including audio, large print Outcome 3. and braille, and in a wide range of languages, including Indigenous languages. The AEC also See the ‘Providing access for people with provides a free telephone inquiry service and disabilities’ section of this report for more access to an interpreter service. details of the AEC’s consultative process and activities to ensure equitable access to AEC staff conduct school and community visits electoral information and voting entitlements to present electoral education and information during 2008–09. only sessions. A module of the AEC’s suite of presentations was developed specifically for Archivedculturally and linguistically diverse audiences. historical

research 100 management and accountability | aEC annual report 2008–2009

Support services • assisting in the review conducted by Mr Alan Henderson following the Court of Disputed Parliamentary and ministerial support Returns decision in Mitchell v Bailey (No. 2) [2008] FCA 692 In 2008–09, the AEC continued to provide • providing advice in relation to the AEC’s support services to the Parliament and the administrative responsibilities under the Special Minister of State in relation to the Commonwealth Electoral Act 1918, the administration of the Commonwealth Electoral Public Service Act 1999, the Workplace Act 1918 (the Electoral Act). Relations Act 1996 and the Financial During the year, the Minister referred 98 forManagement and Accountability Act 1997 letters on electoral matters to the AEC for • instructing external solicitors and counsel input or preparation of draft responses. The in relation to litigation involving electoral major themes of the correspondence related law, including petitions made to the Court of to voting procedures, funding and disclosure Disputed Returns matters and electoral reform. Briefings • instructing the Office of Parliamentary consistently met the Minister’s requirements Counsel and preparing the Explanatory for timeliness and quality. Memorandum and other material for Representatives from the AEC and members amendments to the Electoral Act of the Joint Standing Committee on Electoral • providing input to two green papers on Matters (JSCEM) met to discuss matters of electoral reform interest arising out of the AEC’s 2007–08 only • referring matters involving alleged breaches annual report, and key issues the JSCEM of the electoral law or other laws, including wished to address in its Report on the conduct the Commonwealth Criminal Code Act 1995 of the 2007 federal election and matter related and the Crimes Act 1914, to the Australian thereto. This report was tabled in parliament Federal Police and/or the Commonwealth on 22 June 2009. Archived Director of Public Prosecutions Legal services • providing advice in relation to historicalmemorandums of understanding, The Legal Services section is part of the Chief intellectual property, employment Legal Officer unit and provides the full range matters, financial management and of legal services to the AEC. The Chief Legal administrative law Officer has managerial responsibility for the • meeting the statutory obligations of the AEC Legal Services Section, which includes five under such legislation as the Privacy Act lawyers and one paralegal support 1988, the Freedom of Information Act 1982 staff member. and the Archives Act 1983. The section’s activities in 2008–09 As noted in the 2007–08 annual report, the focused on: research Legal Services Section has been involved with • providing advice in relation to procurement a range of litigation related to the November exercises and contracts, especially in 2007 general election. With the exception relation to IT and other corporate services of one matter, all of those proceedings have procurements been concluded. Action is now focused on the enforcement of the various costs orders that were made in favour of the AEC. aEC annual report 2008–2009 | management and accountability 101

The urgent measures contained in the bulletins to staff by email and through the Commonwealth Electoral Amendment staff newsletter, Scrutiny, to advise of new (Political Donations and Other Measures) publications or articles available on Bill 2008 did not pass the Senate in early electoral issues. 2009. This Bill was introduced into the A review of the library’s collection policy Senate on 15 May 2008 and proposed commenced in 2009. The revised policy will amendments to the funding and disclosure ensure consistency and continuity is applied provisions in the Electoral Act. A revised Bill, to acquisitions. the Commonwealth Electoral Amendment (Political Donations and Other Measures) Bill Performancefor analysis 2009, passed the House of Representatives on 16 March 2009 and was introduced into the The AEC continued to produce sets of Senate on the following day. The measures in high-level, organisation-wide quarterly this Bill are yet to be debated in the Senate. reports to assist senior executives and state managers to monitor key business activities The Legal Services Section has also been and manage performance and workloads. The involved with the preparation of proposed reports outline key data at various levels to measures to meet various recommendations identify gaps and trends in performance over by the JSCEM and to facilitate the time, against agreed benchmarks. The aim is modernisation of enrolment and other to complement other business area reports measures in the Electoral Act. designed to assess the overall health of The AEC expended $589 367 on external legal the organisation. only services in 2008–09. This included fees to In 2008–09, the AEC reviewed its internal firms on the panel of legal service providers, reporting arrangements. As a result of the counsels’ fees, court costs and miscellaneous review, a decision was made to introduce charges. This was a decrease from the ‘balanced scorecard’ reporting into the AEC $1 092 304 expended in 2007–08. This was Archived from 1 July 2009. The balanced scorecard mainly due to a decrease in the litigation is designed to meet an overarching need for involving the AEC, which is usual in high-level performance information across a non-election years, andhistorical the increasing use of range of agency effectiveness indicators. It standard procurement and contract templates is also intended that the balanced scorecard prepared by external legal service providers. will report high-level information about electoral service delivery in line with the key Library services performance indicators contained in the The AEC provides an in-house library service annual Portfolio Budget Statements. Regular to all AEC staff, from a small library based in reporting will facilitate the monitoring of national office. The aim of the AEC library is to agency risks and provide for timely remedial satisfy the information needsresearch of AEC staff by actions to be determined across key service sustaining a continuing collection of research delivery areas. material within the AEC’s subject interests. The library service is reducing its holdings of hardcopy materials and increasing its focus on the timely provision of information in electronic formats and through online services, across the AEC network. The library provides regular 102 management and accountability | aEC annual report 2008–2009

I nformation and communications In the year ahead, the focus will be on technology completing the infrastructure upgrade, preparing a robust environment for the next The AEC has a hybrid sourcing model for the federal election, and working collaboratively delivery of information and communication with other electoral jurisdictions to deliver technology services, harnessing both in-house systems that are more elector-centric. In and external resources. During 2008–09, particular, the AEC will: the IT Branch focused on modernising its infrastructure and maintaining capability. • transition voice, data and mobile phone Projects included: services nationally to new provider forarrangements • transition from Lotus Notes/Domino to • transition to the new mainframe Microsoft Outlook/Exchange services contract • market testing for new voice, data and • install a new server fleet, reducing the mobile phone services number of physical servers, and hence the • negotiations for a new mainframe carbon footprint, through virtualisation services contract • relocate the West Block data room to a • preparations for replacing and virtualising secure, environmentally sound data centre the server fleet • transition from existing arrangements for • extension of contract arrangements for data secure internet gateway and web-hosting centre services services to new arrangementsonly • market testing for expanded secure internet • enhance the virtual tally room, media feed gateway services and expanded web and election call centre applications hosting services to provide the AEC with • redevelop the generic voter registration greater e-business capability system used by several Pacific Island • extension of the people services panel electoral bodies Archived• modernisation of the service desk software • work with state electoral commission tools based on the IThistorical Infrastructure Library. colleagues in developing an online In addition, there has been a forensic scrutiny registration system for temporary of the information and communication employment. technology spend within the AEC in response to the Review of the Australian Government’s I nternal communication Use of Information and Communication In 2008–09, the AEC placed a renewed Technology conducted by Sir Peter Gershon. emphasis on internal communication, with the introduction of initiatives to address employee engagement and increase the effectiveness of researchinternal communication tools and channels. The AEC’s key challenges requiring internal communication support included the appointment of the new Electoral Commissioner, the development of the AEC’s response to the Joint Standing Committee aEC annual report 2008–2009 | management and accountability 103

on Electoral Matters inquiry, the inquiry into • the AEC’s monthly employee e-newsletter, the ballot paper formality at the 2007 federal Scrutiny, with a special 25th anniversary election, the 25th anniversary celebrations edition published in early 2009 and the AEC’s performance in the annual • the development of an employee Australian Public Service State of the Service engagement strategy, which will commence Employee Survey. in July 2009, with staff focus groups and The major internal communication initiatives consultation workshops included: • revision of the style guide to strengthen internal management of the AEC brand and • introductory visits by the Electoral provide consistency across the agency in Commissioner to state and divisional offices, for language, punctuation and grammar. and greater use of all staff email by the executive to keep employees informed of significant news and issues • a project to upgrade the intranet, including the introduction in 2008–09 of a homepage news service and an ‘Election Ready’ countdown site only Archived historical

research 104 management and accountability | aEC annual report 2008–2009

Case study Modernisation of office productivity software Following the development of a technical infrastructure roadmap early in the financial year, the AEC undertook several software modernisation projects, including an upgrade of the desktop productivity suites of software.

The AEC introduced Lotus Domino/Notes mail facilities in the late 1990s; by 2007, they were in need of at least two version upgrades. They were foralso provided by a different vendor to the supplier of other office productivity software, Microsoft.T he AEC chose a technology path that would minimise the number of strategic partnerships with vendors, and ensure that the right components and products were delivered at the operational level. This led to a decision to move the corporate email platform away from Notes to a Microsoft Office 2007 product.

A small team was responsible for delivering the mail system upgrade, a challenging project that involved collaboration with different vendors. As the first phase, Microsoft’s Office 2007 products were introduced in September 2008. The second phase introduced mail and mail archive facilities based on Microsoft’s Exchange and Outlook products in late 2008.

Prior to any software changes being made, a separate project was undertaken to provide a mechanism to roll software out across the AEC’s wide area network. Microsoft’s System Center Configuration Manager tools were deployed to provide a foundation for the technicalonly phases of the software rollouts. This in itself was a significant achievement.

Most of the mail project’s preparation work was undertaken between August and early December 2008, using only internal technical resources, supported by Microsoft where necessary. A need for a change in email archiving practices emerged, and AXS/One archive was Archivedselected to provide an archive solution endorsed by Microsoft. Particular attention was paid during the preparation phases of the software modernisation projects to keeping staffhistorical informed about developments and timings, and to providing high- quality training materials and user aids.

The mail system was cut over without any problems, and the new mail software was ready for business use throughout the AEC on 15 December 2008. The new mail archive is still being populated; it will provide seven years worth of forensic-standard email holdings when the process is finished, later in 2009.

The success of the series of software projects undertaken and the high level of acceptance of the training materials developed by the AEC has led to these resources being taken up by several other Australianresearch Government agencies that are considering undertaking such complex projects.

The AEC now has a modern office productivity platform in place to leverage for current and future needs. aEC annual report 2008–2009 | management and accountability 105

External scrutiny The new AAT application related to a decision made by AEC officers under the Freedom Parliamentary scrutiny of Information Act 1982 involving access to documents containing legal advice that was In February 2008, the then Special Minister used to make a decision on the registration of State, Senator the Hon. John Faulkner, of a political party. The application was made asked the Joint Standing Committee on by a currently registered political party which Electoral Matters to inquire into and report on objected to the proposed name of the new all aspects of the 2007 federal election. The political party. This matter was heard by the AEC’s main submission to the inquiry was AAT on 11 June 2009 and a decision lodged in June 2008. The AEC gave evidence for is pending. at public hearings of the committee held in Canberra on 1 September 2008, 17 October AEC decisions about the registration of political 2008, 17 March 2009 and 11 May 2009 and parties under Part XI of the Electoral Act may in state capitals on 6 August 2008, 11 August also be reviewed by the AAT. The registration 2008, 12 August 2008, 20 August 2008 and of a political party enables the party to appear 21 August 2008. The report was tabled in under the registered name on the ballot papers Parliament on 22 June 2009. and to receive election funding (see s. 126 of the Electoral Act). Administrative scrutiny There are several requests lodged with the Certain administrative decisions made by the AEC under s. 141 of the Electoral Act seeking the internal review of decisionsonly made by AEC AEC under the Commonwealth Electoral Act 1918 are subject to merits review under the officers on the registration of political parties. Administrative Appeals Tribunal Act 1975. These requests may lead to applications being made to the AAT. Complaints about ‘a matter of administration’ relating to the functions of the AEC can be The 2007 application for review lodged by Archivedmade to the Commonwealth Ombudsman the registered officer of the Fishing Party, under the Ombudsman Act 1976. Complaints seeking to have the AEC’s decision to register about breaches of privacyhistorical rights may be the Australian Fishing and Lifestyle Party lodged with the Federal Privacy Commissioner overturned, was dismissed by the AAT on under the Privacy Act 1988 (Privacy Act). 17 March 2009 (see The Fishing Party and the Complaints that the AEC has unlawfully Australian Electoral Commission and Others discriminated against a person may be made [2009] AATA 170). The matter concerned the to the Australian Human Rights Commission question of whether the 500 members named under the Human Rights and Equal in the Australian Fishing and Lifestyle Party’s Opportunity Commission Act 1986. application for registration were actually members of the proposed party or members of Ad a ministr tive Appeals Tresearchribunal the Fishing Party. When the matter first came before the AAT, it was accepted that In 2008–09, only one new application for s. 127 of the Electoral Act applied to prevent review was made to the Administrative Appeals any hearing taking place until after the writs Tribunal (AAT) seeking the review of a decision for the election had been returned (they were made by an AEC officer, and several ongoing returned on 21 December 2007). The AAT matters were finalised. affirmed the AEC decision to register the Australian Fishing and Lifestyle Party. The 106 management and accountability | aEC annual report 2008–2009

AAT held that there was no evidence of fraud Judicial scrutiny or misrepresentation about the members of the new party and that the names of the A number of previously reported matters two parties were not so similar as to result in involving the judicial review of AEC decisions confusion or mistake by voters at the continued in 2008–09. A new petition was ballot box. lodged with the Court of Disputed Returns relating to the by-election that was held in the Cmmowo n ealth Ombudsman Division of Lyne on 6 September 2008.

The Commonwealth Ombudsman approached Riaeg str t on of political parties the AEC in relation to three matters during for 2008–09. Two matters related to perceived The AEC’s decision to register the Australian delays and one was incorrectly directed to Fishing and Lifestyle Party was challenged the AEC. Two of the three matters, along with in several applications made to the Federal the two outstanding matters from 2007–08, Court by persons associated with the Fishing were finalised during 2008–09. Two findings Party. The issue in these cases was whether of administrative deficiency were recorded the decision to register the Australian Fishing against the AEC and resolved. One was on and Lifestyle Party was in accordance with the basis of flawed administrative process, as the requirements of s. 126 and s. 129 of the AEC officers had failed to alert an elector to Electoral Act. The Federal Court dismissed the potential legal consequences of casting all of these legal challenges (see Sharples v multiple votes in the election. The other was AEC [2007] FCA 2102, Sharples v AEC (No. 2) [2007] FCA 2103 and Sharplesonly v AEC (No. 3) for unreasonable delay in taking action on an application for registration as a political party. [2008] FCA 63). Mr Robert Smith, the registered officer of P CrivACY ommissioner the Fishing Party, lodged a petition with the The Office of the Privacy Commissioner did not Court of Disputed Returns (CDR) claiming Archivedapproach the AEC in relation to any privacy that the registration of the Australian Fishing complaints during 2008–09. Therefore, there and Lifestyle Party was an illegal practice and were no complaints in 2008–09historical that led to that the results of the Senate elections in New determinations being made by the Office of South Wales and Queensland were likely to be the Federal Privacy Commission under s. 52 affected. The original petition was dismissed of the Privacy Act 1988. by the CDR in a decision dated 27 June 2008 in the case of Smith v Australian Electoral Aual str ian Human Rights Commission Commission [2008] FCA 953. The CDR found that the petition was defective and, as a matter No complaints about the AEC were lodged of substance, was doomed to failure. Mr Smith with the Australian Human Rights Commission subsequently purported to appeal the CDR’s in 2008–09. researchdecision despite the prohibition contained in s. 368 of the Commonwealth Electoral Act 1918. In a decision dated 1 April 2009, the Full Federal Court dismissed the appeal, finding that the appeal was incompetent, and awarded costs related to the purported appeal in favour of the AEC. aEC annual report 2008–2009 | management and accountability 107

Enolmet r n there needed to be 51 people named on the nomination form: 50 nominators and Several applications were lodged in the AAT, one nominee. Federal Court and High Court by Mr Albert Langer against the actions of the Australian The court also awarded costs against Electoral Officer for Victoria in refusing to place Ms Noah; in 2008–09 her failure to pay those Mr Langer on the electoral roll under the name costs resulted in contempt action in the case of Arthur Dent. The Federal Court previously of Noah v Bailey [2008] FMCA 1426. Ms Noah dismissed Mr Langer’s claims in four matters. subsequently appealed against the contempt The Full Federal Court dismissed Mr Langer’s finding and a hearing was held on 22 October various appeals in a decision handed down on 2008.for By 30 June 2009, no decision had been 21 August 2008 in the case of Arthur Dent v handed down in this matter. AEC and Another [2008] FCAFC 153. Mr Langer also lodged an appeal with the High Byleci -e t on results Court. The Special Leave application to the Following the 2008 by-election for the Division High Court was dismissed on 27 May 2009 and of Lyne, Mr Stewart Scott-Irving, a candidate reported at Dent v Wight and Another [2009] in the by-election, lodged a petition with the HCASL 114. In all of the Federal Court and CDR seeking to have the election voided due High Court proceedings, costs orders were to an illegal practice. Mr Scott-Irving argued made in favour of the AEC. that the media coverage by the ABC of the candidates leading up to the by-election Nomni i at on was not conducted in an equitableonly manner As described in last year’s annual report, a in accordance with the ABC charter and novel issue was brought before the Federal that the results of the by-election should be Magistrates Court, relating to the requirements voided. The High Court remitted this matter for a valid nomination of a candidate for the to the Federal Court to determine, sitting as election. Section 166 of the Electoral Act the CDR. The petition was dismissed by the Archivedrequires that an unendorsed candidate must CDR in a decision dated 15 May 2009 in the have the nomination form supported by 50 case of Scott-Irving v Oakeshott and Others persons entitled to votehistorical at the election in which [2009] FCA 487. The CDR found that none of the candidate is seeking to be nominated. In the alleged facts pleaded by Mr Scott-Irving the case of Noah v Campbell [2007] FMCA disclosed any breach of the requirements of 2128, Ms Lesley Noah attempted to argue that the Electoral Act. The CDR awarded costs in the decision of the divisional returning officer favour of the AEC. in rejecting her nomination was unlawful. Ms Noah attempted to argue that she is legally able to nominate herself and that she could therefore be one of the 50 persons required by s. 166 to have signed theresearch nomination form. The Court dismissed the claim that the divisional returning officer’s decision had been unlawful, indicating that plain reading of the legislation clearly favoured the view that candidates could not nominate themselves, and that 108 management and accountability | aEC annual report 2008–2009

Performance audits The AEC was used as a case study by the ANAO in its Better practice guide: Business In October 2008, the Australian National Audit continuity management – building resilience Office (ANAO) commenced a performance in public sector entities, published in June audit on the AEC’s Preparation for and 2009. The case study demonstrated how Management of the 2007 General Election. the AEC prevented disruption to one of its The objectives of the audit are to assess the critical business processes – the virtual tally effectiveness of measures taken to ensure room on election night. The virtual tally room the accuracy of the electoral roll and the represented a robust system that provided effectiveness of the AEC’s planning and users with reliable, rapid access to results, preparation for and conduct of by-elections for reflecting up-to-date information. and the 2007 federal election. The audit will also take into account the recommendations and underlying findings of the Joint Standing Committee on Electoral Matters’ 2007 report, Review of certain aspects of the administration of the Australian Electoral Commission. Fieldwork is ongoing and the report is scheduled to be tabled towards the end of 2009. only Archived historical

research aEC annual report 2008–2009 | management and accountability 109

Human resources levels now and in the future. The Capability Framework is complemented by the Learning Overview and Development Framework also completed in 2008–09, which provides an integrated The AEC’s human resources management approach to the development, delivery and framework is designed to provide a workforce evaluation of learning and development that has the necessary skills, flexibility and programs designed to enhance the capabilities diversity to meet the AEC’s current and future of AEC staff. business needs, assisted by access to learning and development opportunities and effective Workforce planning guides, developed in communication and sharing of information. 2007–08,for were provided to all branch and This is reinforced by effective performance state managers in 2008–09. Managers use management, and relevant health and the guides, together with local knowledge safety practices. of human resources issues, to develop and enhance strategies to achieve improved The Human Resources Strategy and outcomes in the current business cycle. These Development (HRSD) section plays an internal strategies will be captured in action plans consultancy role to support the human that will collectively assist the AEC to identify resources functions of the AEC’s national, capability gaps, and will guide succession state and divisional offices. In 2008–09, the planning efforts and future learning and section continued to place strong emphasis on development activities. coaching and training managers to ensure the only full ambit of people management issues were Attraction and retention dealt with effectively and in accordance As a result of a recruitment review undertaken with policies. in 2007–08, the AEC worked to improve In 2008–09, the HRSD section focused on: the marketing of employment opportunities • achieving better integration of human and retention of staff during 2008–09. The Archived AEC has successfully introduced selection resource measurement tools with business planning activities documentation for all positions against the ILS. historicalThe HRSD recruitment team works closely with • improving and streamlining recruitment line areas to ensure the Capability Framework activities is consistently interpreted and applied during • implementing the new Health and Safety the development of selection documentation. Management Arrangements. This brings AEC recruitment practices in line with broader APS practices. W orkforce planning To further improve recruitment processes During 2008–09, as part of a coordinated across the AEC’s uniquely distributed network, effort to improve organisational capability, the HRSD recruitment team also: the AEC developed a Capabilityresearch Framework based on the Australian Public Service • trialled the use of a common access drive Commission’s Integrated Leadership System that provides access for selection panel (ILS). The Capability Framework will assist the members to all applications received for AEC to identify and describe the leadership advertised positions. The new system will capabilities that all employees need to be more cost- and resource-effective. From effectively perform at their classification the date of advertising, panel members can now access applications as soon as they are 110 management and accountability | aEC annual report 2008–2009

received. The previous practice, whereby The AEC employee retention rate for the applications were collated, printed and 2008–09 was 84.4 per cent, slightly less mailed out by the recruitment area after than the 2007–08 rate of 85.9 per cent. To the application period closed, was both improve performance in this area, the HRSD inefficient and costly is currently reviewing a number of potential • rationalised advertising practices by retention strategies for mature-aged staff, adopting nationally consistent branding including adopting ‘transition to retirement’ and design of advertisements and, where arrangements and developing an alumni appropriate, placing all AEC vacancies in program within the AEC. one advertisement. The new approach Tofor promote retention of talented staff, the coincides with the introduction of new AEC conducts surveys, such as exit surveys guidelines on recruitment advertising that and new starter surveys, to monitor staff will be applied to all agencies subject to the engagement and morale. Survey results are Financial Management and Accountability used to inform the development of people Act 1997 from 1 July 2009 strategies, such as leadership development • developed metrics to facilitate reporting on programs. They are also being used to inform recruitment timelines, to be introduced from the development of a new recognition and 1 July 2009. Open recruitment processes reward program. will be monitored and reported on monthly to measure and improve performance in Staff consultation finalising recruitment processes. The AEC has both state/territoryonly and national The AEC employs a large number of temporary consultative forums that collectively provide staff under the Electoral Act to assist with all employees with a forum to raise issues electoral activities. To streamline recruitment that affect them in the workplace. Elections processes, a scoping study and technical are held to select employee representatives, evaluation were undertaken in conjunction who may self-nominate to participate. The Archived employee representatives on the national with the New South Wales Electoral Commission to determine whether its online consultative forum were elected by staff in system could be adaptedhistorical to suit AEC needs. October 2008. At 30 June 2009, a business case was being The AEC also uses a variety of internal surveys developed to support the implementation of to seek feedback on existing products and the technology in the AEC; the business case services and on proposed changes. In 2009, will be considered in 2009–10. these included a survey of employees’ views on In addition to conducting a successful the Performance Management Program and graduate program, the AEC engaged four a customer satisfaction survey on information young people through the Department of and communications technology service levels. Finance and Deregulation’s Year 12 Career researchAs part of its commitment to continuous Starters Program. The 2009 AEC graduates improvement and staff engagement, the AEC are participating in the Small Agency Graduate made a significant investment in consulting Development Program and will, on successful staff about issues identified in the 2008 completion, receive a Diploma of Government. State of the Service Employee Survey. A series of workshops, involving a random but representative sample of employees from across the AEC, has been commissioned. aEC annual report 2008–2009 | management and accountability 111

An action plan to address the areas of concern Cllecieo t v agreement will be developed in late 2009. During the reporting period, the AEC Collective In 2009–10, the AEC will commence Agreement 2007–10 applied to all AEC staff negotiations for the next enterprise agreement. below senior executive level employed under The AEC is monitoring developments in the Public Service Act 1999, except those on workplace relations legislation to ensure that AWAs (22 employees) at 30 June 2009. its approach to the negotiation process will be The salary bands available under the AEC up-to-date and effective. Collective Agreement 2007–10 are shown in Table 30. Employment agreements for The majority of AEC employees are covered Aual str ian Workplace Agreements by the AEC Collective Agreement 2007–10. Existing AWAs in the AEC broadly reflect the The terms and conditions of a small portion employment conditions available under the of staff are specified in unexpired Australian AEC Collective Agreement 2007–10, while Workplace Agreements (AWAs). Since the providing access to individually determined Australian Government’s instruction to benefits and work arrangements, such as cease offering AWAs in 2008, the Electoral agreed working hours and extended salary. Commissioner has determined additional benefits for a small number of staff under The classifications and numbers of staff s. 24(1) of the Public Service Act 1999. covered by AWAs are shownonly in Table 31.

Table 30 AEC Collective Agreement 2007–10 salary ranges, by classification, 2008–09

Classification Remuneration band ($) Classification Remuneration band ($) Executive Level 2 93 029–108 434 APS Level 4 52 338–57 354 ArchivedExecutive Level 1 80 697–90 938 APS Level 3 46 959–51 460 APS Level 6 historical64 618–72 423 APS Level 2 41 226–45 719 APS Level 5 58 374–63 973 APS Level 1 36 428–40 261

APS = Australian Public Service

Table 31 Employees covered by Australian Workplace Agreements, 30 June 2009

Classification Staff covered Senior Executive 5 Executive levels 1–2 research 21 APS level 1–6 1 Total 27

APS = Australian Public Service 112 management and accountability | aEC annual report 2008–2009

Table 32 Employees covered by s. 24(1) determinations, 30 June 2009

Classification Staff covered Senior Executive Service 3 Executive levels 1–2 8 APS level 1–6 1 Total 12

payfor during 2008–09, for performance in Sci e t on 24(1) determinations the 2007–08 financial year. The aggregate In 2008–09, the terms and conditions of amount paid for the year was $366 201. The employment of three Senior Executive Service performance pay average was 11.6 per cent (SES) employees were set by determination of the employee’s total remuneration, with under s. 24(1) of the Public Service Act 1999. the minimum payment being $8528 and the The classifications and numbers of staff maximum $33 692. Due to the small number covered by s. 24(1) determinations are shown of executives in each classification band, the in Table 32. AEC has not disaggregated the payment of In addition, nine individual s. 24(1) performance bonus information. Executive determinations were made to employees to salary rates are shown in Table 29. supplement the terms and conditions provided only in the AEC Collective Agreement 2007–10. Staff development As a result of feedback from attendees at the Performance pay 2007 national post-election conference, the All salary progression in the AEC is subject AEC commenced a review of its operational Archivedto meeting required performance standards. training program in 2008–09. The National The AEC did not offer performance bonuses to Operational Training Working Party, which employees below the SEShistorical level. contains representatives from national, state and divisional offices, was formed in July 2008 The Electoral Commissioner determines and has been working to review, redesign and performance pay for those statutory implement a new operational training program. appointees designated as Principal Executive Office holders under the Remuneration The AEC also restructured its Learning and Tribunal Act 1973, in accordance with Development Framework to deliver a higher parameters set by the Remuneration Tribunal. level of support and learning options. The redeveloped framework supports a blended The Electoral Commissioner also determines learning solution. A blended learning solution performance pay for SES staff employed under researchsupports the different learning styles of adults the Electoral Act or the Public Service Act by providing different learning options such 1999, in accordance with the AEC’s senior as facilitator-led training, self-paced learning executive performance appraisal guidelines and e-learning. In 2009–10, the AEC will and remuneration policy. implement a learning management system A total of nine statutory appointees and 11 that will provide a robust platform to support senior executives were eligible for performance the framework. aEC annual report 2008–2009 | management and accountability 113

Following the delivery and evaluation of the study of the role of the AEC’s national office, 2007–08 AEC leadership program, the AEC including how it interacts with AEC state engaged TAFE Tasmania to design and develop and divisional offices and international a ‘management fundamentals’ program for electoral offices. AEC staff at the APS 6 and Executive Level 1 levels. Within this program, five key capability Performance management areas were identified as those required by The AEC’s Performance Management ‘front-line’ managers: people management, Program (PMP) was reviewed in 2008–09. The communication, financial management, review was informed by the results of various project management, and risk management. A employeefor surveys, including the PMP Survey pilot program was delivered to staff located in conducted in late 2008. Further consultation national, state and divisional offices. Positive on managing underperformance and other feedback was received from participants in employee engagement issues will occur in the pilot program, which is being reviewed and a series of workshops, to be conducted in considered for expansion during 2009–10. July and August 2009. The results will inform The AEC launched a national induction the development of a new PMP for the AEC, program in 2008–09. As a part of this which will be launched in 2010. The current program, the modules contained in the existing PMP has been enhanced by the release of induction training program were revised in line the AEC’s Capability Framework and work with the Australian Public Service Commission has commenced on developing a series of job model. It is a 30–60 minute web-based profiles for divisional officeonly staff. learning program for employees who are new to either the APS or the AEC. Occupational health and safety The AEC continues to strengthen leadership In 2008–09, the AEC maintained its capability through participation in the commitment to ensuring the health and Australian Public Service Commission’s safety of all its employees through its policies Archived for the management of compensable and Career Development Assessment Centre; three managers attended the program non-compensable injuries and illnesses. The during 2008–09. historicalOHS and Injury Management Plan 2008–10 assisted the AEC in tracking its occupational The AEC hosted a placement opportunity health and safety (OHS) performance. for a senior electoral official from Samoa on the 2008 Pacific Islands Scholarships for Following the introduction of Health and Safety Governance Program. Under the scheme, Management Arrangements in 2007–08, the AusAID funds senior public servants from AEC commenced implementation of the new Pacific Island countries to work for two arrangements, including the election and months in a relevant Australian Government training of health and safety representatives agency. The Samoa Officeresearch of the Electoral and first aid officers. Commissioner is a newly established In 2008–09, the AEC developed and independent office. The work placement implemented the following policies: provided an opportunity for the participant to develop leadership and management skills • Managing Attendance Policy and knowledge directly through workplace • Working in Remote Localities Policy experiences. Among other activities, the and Guidelines participant undertook a comprehensive • Workplace Bullying Policy and Guidelines. 114 management and accountability | aEC annual report 2008–2009

Following the release of the AEC’s Managing W orkplace diversity Attendance Policy and Procedures and a Managers’ Toolkit, a series of workshops was The AEC’s commitment to workplace diversity held with managers across the AEC between is outlined in the AEC Service Charter; May and August 2008. As a result of these the Collective Agreement 2007–10; the activities and more robust monitoring and Workplace Diversity Program 2007–10; the reporting, the AEC’s unscheduled absences Disability Action Plan 2007–09; recruitment fell from 11.49 days per full-time equivalent and selection guidelines; and the induction in 2007–08 to 10.37 days per full-time program. The main objective of the Workplace equivalent in 2008–09. Diversity Plan 2008–11 is to establish how the AECfor will give effect to the principles outlined in In May 2009, the AEC responded to the H1N1 its workplace diversity policy and will provide a Influenza outbreak by providing advice to all harmonious, safe and productive environment. staff, including links to all relevant websites, via the intranet. All offices were provided with A draft reconciliation plan was developed posters for display in the workplace and staff during 2008–09 and will be launched when were provided with antiseptic gel for washing additional content, relating to activities hands and anti-bacterial wipes. As updates supporting the Australian Government’s new were received from the relevant organisations, Indigenous Electoral Participation Program, information was updated and posted on has been incorporated. This will the intranet. be complemented by an Indigenous employment strategy. The AEC continued to focus on timely and only effective injury management, particularly early The AEC provides flexible working conditions intervention strategies to return employees to its employees; findings from the Australian to work in accordance with AEC policies and Public Service Commission’s 2007–08 guidelines and Comcare legislation. This State of the Service Employee Survey more proactive approach has contributed to confirmed that flexibility is one of the most Archived important workplace attributes impacting on a significant reduction in the AEC’s 2009–10 Comcare premium. job satisfaction in the AEC. The survey also historicalrevealed that 86 per cent of AEC staff are During 2008–09, the AEC managed a total satisfied with their access to those flexible of 55 workers compensation claims, of which working arrangements and 89 per cent believe nine were new claims. This is significantly that the AEC values and manages diversity in fewer than the number (69) managed in the workplace moderately well to very well. 2007–08, an election year, which is consistent with the AEC’s previous experience. The AEC Table 33 shows the representation of particular managed 30 non-compensable cases, which groups by proportion of total staff members were handled under the AEC’s Fitness for and classification at 30 June 2009. Continued Duty guidelines.research There were 45 reported accidents and incidents involving staff in 2008–09. The majority were trips and falls and no serious injuries were sustained. aEC annual report 2008–2009 | management and accountability 115

Table 33 Workplace diversity profile, 30 June 2009

Total staffa Female ATSI CLDB PWD Senior executive staff and Australian Electoral 21 8 0 2 1 Officers Executive Level 2 37 17 0 1 1 Executive Level 1 90 44 1 12 2 APS Level 6 234 110 2 10 6 APS Level 5 48 24 0 6 1 APS Level 4 for65 44 0 8 1 APS Level 3 175 141 1 9 1 APS Level 2 159 145 2 9 2 APS Level 1 5 2 0 0 0 Total 834 535 6 57 15 Proportion of total (%) 100.0 64.2 0.7 6.8 1.8

ATSI = people from Aboriginal or Torres Strait Islander backgrounds; CLDB = self-identified people from culturally or linguistically diverse backgrounds; PWD = people with disabilities. A staff member could be classified under one, two or all three of these headings. a Includes all staff (operative, inoperative, ongoing and non-ongoing) employed under the Publiconly Service Act 1999, senior executive staff engaged under both s. 35(1)(b) of the Commonwealth Electoral Act 1918 and the Public Service Act 1999 and Australian Electoral Officers in the AEC on 30 June 2009. ArchivedSource: PayGlobal HR System as at 1 July 2009. historical

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Providing access for people AEC staff are available to assist people with disabilities to complete their enrolment forms. with disabilities Many of the outstanding actions will be Disability Action Plan addressed as part of the election preparation process. For example, a review of polling place The AEC’s Disability Action Plan 2008–11 premises is scheduled to occur throughout was developed in consultation with the AEC’s 2009–10. The review will use an inspection Disability Advisory Committee, which includes checklist developed in consultation with the representatives of peak disability organisations Disability Advisory Committee and a and the Australian Human Rights Commission. specialistfor architect. The plan has been registered with the Australian Human Rights Commission. The action plan’s objectives have been built into the AEC’s business plans to: The Disability Action Plan 2008–11 has two objectives: • ensure that all business areas routinely take proactive approaches to accessibility issues • to maximise the accessibility of the AEC’s • provide, as far as possible, equality of products and services for people with access to AEC products and services within disabilities and to enable people with a supportive employment environment. disabilities to effectively participate in the electoral process Commonwealth Disability Strategy • to ensure that the AEC is accessible as a The Commonwealth Disabilityonly Strategy workplace, ensuring equal opportunity for staff members and prospective staff sets objectives for Australian Government members with disabilities. agencies to improve outcomes for people with disabilities through five core roles: policy The action plan is divided into four parts. The adviser, regulator, purchaser, provider first three parts relate to the AEC’s outcomes and employer. Archivedand outputs framework – an effective electoral roll, an impartial and independent electoral Plyo ic adviser system, and an informedhistorical community. The The AEC’s policy advice role relates to its fourth covers the AEC’s management and responsibility for administration of the accountability in relation to staff members Electoral Act. with disabilities. In 2008–09, the AEC met regularly with groups In 2008–09, the AEC reported for the first representing people with disabilities. For time on the implementation of the 2008–11 example, the Disability Advisory Committee, action plan. The report, based on activity which meets formally at least annually, consists reports provided by senior officers across the of representatives from most of the major AEC, states that the AEC has successfully researchdisability peak bodies in Australia and from the completed many of the shorter term initiatives Australian Human Rights Commission. and that many of them have become entrenched ‘business as usual’ activities. For example, all electoral enrolment information has been made available on the AEC website; people can contact the AEC via the website to request information in accessible formats; and aEC annual report 2008–2009 | management and accountability 117

The meetings: The Electoral Act also allows certain electors who are unable to attend a polling place on • facilitate learning about emerging issues of polling day to become general postal voters. concern to the disability community, as well As soon as ballot papers become available as potential changes and improvements after an election is called, the AEC forwards • inform the AEC of ways to be responsive to them directly to general postal voters. evolving demands, in identifying problems Application forms for this type of enrolment and opportunities, and in learning about and registration are available from the initiatives being developed in other sectors AEC website. • help the AEC to continue developing and delivering services which are fair and Pucserforr ha responsive to the community. The AEC’s procurement activities accord with In April 2009, the AEC met with the Disability the Commonwealth Procurement Guidelines. Advisory Committee to discuss a range of There were no major purchases made during issues, including the Joint Standing Committee the 2008–09 that involved a request for on Electoral Matters Report on the 2007 purchasing specifications in an alternative federal election electronic voting trials, and to format for people with disabilities. provide its first report on the implementation of the Disability Action Plan 2008–11. The AEC has been able to capture quantitative data against the disability performance The meeting was chaired by the Deputy indicators for procurement with greater Electoral Commissioner. State electoral only accuracy by instituting a centralised disability commissions were invited to participate in the contract management reporting process. meeting, and representatives from New South The priority has been the greater utilisation Wales, Queensland, Western Australia and of existing compliance and reporting South Australia attended. The state electoral mechanisms. This has enabled the AEC to commissions were included in recognition of better report its achievements against the Archivedthe similarities in the issues they face and the Commonwealth Disability Strategy and the potential for cooperation and collaboration to related AEC Disability Action Plan. deliver better electoralhistorical services. Povdrr i e Ruareg l to The AEC’s Service Charter commits it to In 2008–09, the AEC continued to provide delivering quality services for all electors by information about electoral regulations, and all providing: publicly available information on compliance with the regulations, in accessible • convenient and accessible divisional offices online formats. • convenient and accessible polling places The Electoral Act permitsresearch an elector who is • assistance when required (for example, on unable to sign their enrolment application election day) because of physical incapacity to provide • postal and pre-poll voting options, if electors a medical certificate to establish their cannot easily access a polling place entitlement to enrol. • enrolment and other forms that are easy for clients to use, including enrolment forms that can be downloaded from the AEC website. 118 management and accountability | aEC annual report 2008–2009

The AEC consults disability groups to ensure • following recruitment and selection accessibility for people with disabilities. guidelines that emphasise the principle In 2008–09, the AEC continued to make • encouraging self-identification by applicants enrolment processes as convenient as with disabilities, to allow assistance to be possible for all electors, especially those with provided during the selection process and disabilities. Enrolment information, personal training programs enrolment details and enrolment forms were • providing recruitment information in accessible through the AEC website. accessible formats on request While the AEC website meets the Government • providing internal and, where appropriate, Online standards for providing access for forexternal review mechanisms to address people with disabilities, the AEC is committed concerns raised by staff. to continuously improving the website in this The AEC’s recruitment, retention and respect. This involves ongoing consultation employment practices are consistent with with disability groups. Where possible, public best practice in the Australian Public Service. information released by the AEC is made Current AEC practices are benchmarked available in accessible formats, such as HTML against Australian Public Service Commission or accessible PDF that can be read by guidelines, including: screen readers. • the 2006 Management Advisory Committee During the year, AEC staff participated in report Employment of people with disability events, such as presentations at residential in the APS, particularly Objectiveonly 8: facilities, aimed at improving electoral Continuous improvement in recruiting and awareness among people with disabilities. retaining people with disability • the 2007 good practice guide Ability at E mPLOYER work: tapping the talent of people with The AEC strives to ensure all its employment a disability. Archivedpolicies and practices comply with the requirements of the Disability Discrimination The AEC Workplace Diversity Plan 2007–10 Act 1992. The AEC’s commitmenthistorical to promotes a culture that supports employment encouraging the inclusion and participation of people with disabilities. In 2008–09, the of people with disabilities in its workforce is AEC took part in the Year 12 Career Starters set out in its Collective Agreement Program, administered by the Department 2007–10, Disability Action Plan 2008–11, of Finance and Deregulation, which provides and occupational health and safety policies opportunities for school students and practices. with disabilities. The AEC ensures that selection panel Recruitment members understand access and equity The AEC demonstrates itsresearch commitment to the issues that may have an impact on people principle of ‘reasonable adjustment’ for staff or with disabilities in the recruitment process. prospective staff with disabilities by: The AEC is also developing training material for selection panel members that will include considerations for employment of people with disabilities. aEC annual report 2008–2009 | management and accountability 119

Training The AEC Property Plan identified three offices with access issues in 2008–09. Strategies to The AEC’s internal training programs include address the identified issues include: information on disability issues where relevant. For example, the Training of polling staff • relocating offices to premises that meet manuals emphasises effective communication disabled access requirements with and service to electors who have • negotiating with the landlord to correct disabilities. External training courses used by access problems (for example, by installing the AEC are arranged with reputable providers a ramp) who know that attention must be paid to • installing door-opening mechanisms. relevant disability issues. for The fit-out of AEC offices is being undertaken Facilities by professional project managers to ensure that compliance issues are addressed. The AEC supports employees with disabilities by providing adaptive technology, such as TTY (telephone typewriter voice-activated software) phonic ear systems, phone alert systems and telephone headsets, flexible work arrangements, tailored job design, and convenient parking spaces. Additional practical support is provided through the AEC Organisation Health Team. only Archived historical

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Assets management Management of information assets The AEC’s major electronic applications – Management of physical assets the Roll Management System (RMANS) and The AEC has three major asset groups: the Election Management System (ELMS) IT software and hardware, office fit-outs, and – continued to support initiatives to grow the office machines and equipment. electoral roll and underpin the efficient and effective conduct of federal election events. The IT Branch manages all IT assets, including These backbone processing systems ensure the agency’s servers, desktop computers, that the AEC continues to meet the core printers, scanners and operational software. objectivesfor of maintaining an effective roll and The AEC National Property team manages all supporting an impartial and independent accommodation and fit-outs on a rolling ‘end electoral system. The AEC’s sophisticated of life’ or ‘end of lease’ schedule. A commercial virtual tally room and media feed applications property manager is engaged to assist with keep the public informed in real time during commercial property management. electoral events. The Workforce Services and Systems Section Smaller information processing and manages the office equipment and machines. dissemination applications – such as the It uses an ‘end of life’ schedule and asset funding and disclosure system, the elector database to manage the replacement of those information access system, the election call assets, which include items such as ballot centre application and the onlineonly enrolment paper counters, letter openers, photocopiers, verification facility – continued to play an fax machines and whitegoods. Annual service important role in ensuring that the AEC’s and maintenance agreements are used to diverse stakeholders remained well informed ensure that all assets are fully functional and about the information and services provided operating optimally. by the AEC. ArchivedThe main items purchased in 2008–09 During 2008–09, work continued on the included electronic whiteboards, ballot general enrolment, elections support and paper counters, envelope-sealinghistorical machines, information system (GENESIS), with a letter-opening machines, postage franking particular focus on delivering the general machines, secure shredding machines and application processing system, which will security containers. include the use of SmartForms. SmartForms are enrolment forms that can be completed and submitted by the voter online, increasing researchthe efficiency of the voter registration system. aEC annual report 2008–2009 | management and accountability 121

Purchasing Advice and training The National Procurement Section continued Tenders to advise AEC officers on how to conduct their The AEC published 17 open tender requests procurement activities in accordance with the and used AusTender to distribute tender Commonwealth Procurement Guidelines, the documentation for two select tenders during Financial Management and Accountability Act 2008–09. In all cases, tender documentation 1997 and Finance Regulations. was made available electronically via Training was a major focus of the section in AusTender. Tender responses were received 2008–09. Nineteen procurement-related either physically or electronically through the for topics, ranging from simple procurement AusTender system. to complex procurement and contract management, were delivered in 80 training Policy and planning sessions. Training was conducted in the The AEC sought assistance from its legal panel national office and in all states and the in developing revised tender documentation Northern Territory. Training modules were and contract templates that better reflected delivered by teleconference and visits to recent changes to the Commonwealth state offices. Procurement Guidelines. In addition, the AEC reviewed its procurement policies and procedures to ensure that they were consistent only with the guidelines and legislative changes. The AEC emphasised better procurement planning to present a more accurate projection of future procurements in its annual ArchivedProcurement Plan. historical

research 122 management and accountability | aEC annual report 2008–2009

Environmental guidelines The AEC has implemented several recommendations identified in the ’Green The AEC has adopted the Department of ICT Quick Wins’ list developed by the the Environment, Water, Heritage and the Department of Finance and Deregulation and Arts Environmental Purchasing Guide and the Department of the Environment, Water, Checklists to take into account relevant energy Heritage and the Arts. The list sets and environmental issues when making out overall sustainability and energy cost government procurement decisions. savings measures for information and The AEC made seven approaches to the open communication technology (ICT) in market in 2008–09 seeking procurement Australianfor Government agencies. services covered by the Environmental In addition, the AEC’s recent procurement Purchasing Guide and Checklists 2008–09. and rationalisation of ICT servers has reduced In these cases, the prospective tenderers were the volume of packaging, use of hazardous required to address the guide and checklists substances and consumption of power. in their responses. The tenderers’ responses to the environmental criteria were used in the evaluation process to select a value-for-money solution. The seven approaches to the market seeking procurement services were for: • property management services only • promotional merchandise • cardboard products • special envelopes Archived• promotional displays. The AEC made 10 other approaches to the market, but those werehistorical for services not covered by the Environmental Purchasing Guide and Checklists. research aEC annual report 2008–2009 | management and accountability 123

Grant programs Australian National Audit Office access clauses The AEC did not administer any discretionary grant programs in 2008–09. During 2008–09, no contract in excess of $100 000 (GST inclusive) that did not provide for the Auditor-General to have access to the Consultants and contracts contractor’s premises was let. Consultancies Exempt contracts Annual reports contain information about No contract or standing offer in excess of actual expenditure on contracts for for $10 000 (GST inclusive) was exempted from consultancies. Information on the value of publication on AusTender on the basis that contracts and consultancies is available on the it would disclose exempt matters under the AusTender website (www.tenders.gov.au). Freedom of Information Act 1982. A total of seven new consultancies with a value of $10 000 or more were let during 2008–09. In addition, one ongoing consultancy contract, involving total actual expenditure of $11 125, was active during the year. Appendix H contains detailed information on consultancy contracts let to the value only of $10 000 or more during the year. It also contains a summary of the AEC’s policy on the Archivedprocurement of consultancies. historical

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Financial performance and future operations Analysis of financial performance

For 2008–09, the AEC recorded an operating • the decrease in suppliers of $2 million surplus of $4.3 million. This is a turnaround which is due to 2007–08 having a number from the $9.9 million deficit recorded in forof IT related accruals which did not repeat 2007–08. The movement between the in 2008–09. financial years is mostly due to 2007–08 The Australian National Audit Office issued incurring expenditure for the 2007 federal an unqualified audit opinion for the AEC’s election. Non-election expenses remained 2008–09 financial statements. constant between the two years. Main movements were in: Developments that have affected • property expenses due to increases in lease costs of $0.9 million or may affect operations • travel by $1.2 million due to increased There have been no developments that have relocation and non-election domestic travel. affected or may affect the operations of the AEC in 2008–09. only The Balance Sheet as at 30 June 2009 shows total assets of $56.5 million and a total liabilities of $31.2 million. The total assets include cash and receivable of $30.3 million. ArchivedNet Assets have increased by $9 million (56 per cent). This increase can be attributed to: historical • the increase in Appropriation Receivable which is due to the operating surplus recorded in 2008–09 • an increase in Non-Financial Assets ($6 million) due to $3.1 million in revaluations and expenditure on GENESIS, ELMS, RMANS, server and printer refresh and property fitouts research annual report 2008–2009 | AEC 127

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Table of contents

Statement by the Electoral Commissioner and Chief Finance Officer 133 Income Statement 134 Balance Sheet 135 Statement of Changes in Equity 136 Cash Flow Statement 137 Schedule of Commitments for 138 Schedule of Administered Items 139 Index to the Notes 140 Note 1: Summary of Significant Accounting Policies 141 Note 2: Events After the Balance Sheet Date 147 Note 3: Income 147 Note 4: Expenses 148 Note 5: Financial Assets 149 Note 6: Non-Financial Assets only151 Note 7: Payables 154 Note 8: Provisions 155 Note 9: Cash Flow Reconciliation 156 Note 10: Contingent Liabilities and Assets 157 ArchivedNote 11: Senior Executive Remuneration 157 Note 12: Remunerationhistorical of Auditors 157 Note 13: Financial Instruments 158 Note 14: Income Administered on Behalf of Government 160 Note 15: Expenses Administered on Behalf of Government 160 Note 16: Assets Administered on Behalf of Government 160 Note 17: Administered Reconciliation Table 161 Note 18: Administered Contingent Liabilities 161 Note 19: Administered Contingentresearch Assets 161 Note 20: Administered Financial Instruments 161 Note 21: Appropriations 162 Note 22: Special Accounts 165 Note 23: Compensation and Debt Relief 166 Note 24: Assets Held in Trust 166 Note 25: Reporting of Outcomes 167 aEC annual report 2008–2009 | financial statements 131

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INCOME STATEMENT for the period ended 30 June 2009

2009 2008 INCOME Notes $’000 $’000 Revenue Revenue from Government 3A 101,500 184,483 Sale of goods and rendering of services 3B 14,875 13,896 Other revenue 3C 10 48 Total revenue for 116,385 198,427 Gains Sale of assets 3D 5 22 Other gains 3E 77 74 Total gains 82 96 Total Income 116,467 198,523

EXPENSES Employee benefits 4A 63,104 102,790 Suppliers 4B 44,148 98,663 Depreciation and amortisation 4C 4,668 5,341 Write-down and impairment of assets 4D 221 1,652 Total Expenses 112,141only 208,446 Surplus (Deficit) attributable to the Australian Government 4,326 (9,923) ArchivedThe above statement should be read in conjunction with the accompanying notes. historical

research aEC annual report 2008–2009 | financial statements 135

balance sheet as at 30 June 2009

2009 2008 Notes $’000 $’000 ASSETS Financial Assets Cash and cash equivalents 5A 1,008 1,057 Trade and other receivables 5B 29,364 25,231 Total financial assets 30,372 26,288 Non-Financial Assets for Land and buildings 6A 7,065 4,659 Infrastructure, plant and equipment 6B,F 6,804 5,779 Intangibles 6C,G 10,047 7,365 Inventories 6D 664 617 Other non-financial assets 6E 1,496 1,603 Total non-financial assets 26,076 20,023 Total Assets 56,448 46,311

LIABILITIES Payables Suppliers 7A 5,726 7,714 Other payables 7B 3,302 2,490 Total payables only9,028 10,204 Provisions Employee provisions 8A 20,178 18,743 Other provisions 8B 1,965 1,176 Total provisions 22,143 19,919 ArchivedTotal Liabilities 31,171 30,123 Net Assets historical 25,277 16,188 EQUITY Parent Entity Interest Contributed equity 95 (2,102) Reserves 10,930 8,364 Retained surplus (accumulated deficit) 14,252 9,926 Total Parent Entity Interest 25,277 16,188 Total Equity 25,277 16,188

Current Assets 32,532 28,508 Non-Current Assets research 23,916 17,803 Current Liabilities 26,798 26,874 Non-Current Liabilities 4,373 3,249

The above statement should be read in conjunction with the accompanying notes. 136 financial statements | aEC annual report 2008–2009

------000 ’ 2008 1,374 1,374 $ (9,923) (9,923) 16,188 16,188 24,737 24,737

- - - - 000 ’ 2009 2,197 2,197 6,892 4,326 2,566 2,566 $ 25,277 25,277 16,188 16,188

------000 ’ 2008 1,374 1,374 $ (2,102) (2,102) (3,476) (3,476)

------95 for 95 000 ’ Contributed 2009 2,197 2,197 $ Equity/Capital Equity Total (2,102) (2,102)

------000 ’ 2008 8,364 8,364 8,364 8,364 $

------Reserves 000 ’ 2009 2,566 2,566 2,566 8,364 8,364 $ 10,930 10,930 Asset Revaluation

------000 ’ 2008 9,926 9,926 $ (9,923) (9,923) 19,849 19,849 only

------000 ’ 2009 4,326 4,326 9,926 9,926 $ 14,252 14,252 ArchivedRetained Earnings historical ecognised directly in equity ecognised directly ANGES IN EQUITY H research Returns of contributed equity ransactions with owners ransfers between equity components The above statement should be read in conjunction with the accompanying notes. Closing balance attributable to the Australian Government Closing balance attributable to the Closing balance as at 30 June T Sub-total transactions with owners Appropriation (equity injection) Contributions by Owners Returns on capital: Distributions to owners T Total income and expenses Total Surplus (Deficit) for the period Sub-total income and expenses r Revaluation adjustment Income and expenses Adjusted opening balance Adjustment for changes in accounting policies Adjustment for errors Balance carried forward from previous period Opening balance STATEMENT OF C OF STATEMENT as at 30 June 2009 aEC annual report 2008–2009 | financial statements 137

CASH FLOW STATEMENT for the period ended 30 June 2009

2009 2008 Notes $’000 $’000 OPERATING ACTIVITIES Cash received Goods and services 16,682 15,221 Appropriations 97,161 196,569 Net GST received 3,414 9,655 Other cash received for 10 48 Total cash received 117,267 221,493 Cash used Employees 61,403 102,370 Suppliers 49,656 112,505 Total cash used 111,059 214,875 Net cash from (used by) operating activities 9 6,208 6,618

INVESTING ACTIVITIES Cash received Proceeds from sales of property, plant and equipment 5 22 Total cash received 5 22 Cash used Purchase of property, plant and equipment only3,362 5,817 Purchase of intangibles 5,716 1,697 Total cash used 9,078 7,514 Net cash from (used by) investing activities (9,073) (7,492)

FINANCING ACTIVITIES ArchivedCash received Contributed equity 2,816 600 Total cash received historical 2,816 600 Cash used Other cash used - - Total cash used - - Net cash from (used by) financing activities 2,816 600 Net increase (decrease) in cash held (49) (274) Cash and cash equivalents at the beginning of the reporting period 1,057 1,331 Cash and cash equivalents at the end of the reporting period 5A 1,008 1,057

The above statement shouldresearch be read in conjunction with the accompanying notes. 138 financial statements | aEC annual report 2008–2009

SCHEDULE OF COMMITMENTS as at 30 June 2009

2009 2008 $’000 $’000 BY TYPE Commitments receivable 1 (65,232) (60,357)

Other commitments Operating leases 2 25,082 27,141 Project commitments 3 for 4,838 6,150 Other commitments 4 28,813 18,535 Total other commitments 58,733 51,826 Net commitments by type (6,499) (8,531)

BY MATURITY Commitments receivable Other commitments receivable One year or less (11,760) (13,393) From one to five years (53,472) (46,964) Over five years - - Total other commitments receivable (65,232)only(60,357) Commitments payable Operating lease commitments One year or less 8,756 8,602 From one to five years 13,719 15,672 Over five years 2,607 2,867 ArchivedTotal operating lease commitments 25,082 27,141 Other Commitments One year or less historical 16,566 17,547 From one to five years 17,085 6,983 Over five years - 155 Total other commitments 33,651 24,685 Net commitments by maturity (6,499) (8,531)

NB: Commitments were GST inclusive where relevant. 1. Commitments receivable by the AEC relates largely to arrangements with each State and Territory for the sharing of certain costs associated with the maintenance of the joint Commonwealth, State and Territory electoral rolls ($65m). 2. Operating leases include leasesresearch for office accomodation and storage that are effectively non-cancellable. The lease payments can be varied periodically to take account of an annual Consumer Price Index increase, a fixed increase or a market increase. 3. Project commitments relate to overseas electoral projects, Federal Election specific projects and state and local government election projects. 4. Other commitments include Information Technology (IT) contractors and service agreements with IT and communication providers ($17.8m). The above schedules should be read in conjunction with the accompanying notes. aEC annual report 2008–2009 | financial statements 139

SCHEDULE OF ADMINISTERED ITEMS

2009 2008 $’000 $’000 Income administered on behalf of Government for the period ended 30 June 2009

Revenue Non-taxation revenue Electoral fines/penalties 14 231 1,776 Total non-taxation revenue 231 1,776 Total revenues administered on behalf of Government 231 1,776 for Total income administered on behalf of Government 231 1,776

Expenses administered on behalf of Government for the period ended 30 June 2009

Grants 15A 477 49,003 Other expenses 15B 5 23 Total expenses administered on behalf of Government 482 49,026

Assets administered on behalf of Government as at 30 June 2009

Financial assets Cash and cash equivalents 16A - - Total financial assets only - - Total assets administered on behalf of Government - -

Administered Cash Flows for the period ended 30 June 2009

Operating activities Cash received ArchivedElectoral fines and penalties 227 1,204 Other 4 572 Total cash received historical 231 1,776 Cash used Political Parties/Candidates 477 49,003 Refund of Electoral fines/penalties 5 23 Total cash used 482 49,026 Net cash flows from (used by) operating activities (251) (47,250)

Cash and cash equivalents at the beginning of the reporting period - - Cash from Official PublicAccount for: – Appropriations 482 49,026 482 49,026

Cash to Official PublicAccount research for: – Appropriations (231) (1,776) (231) (1,776)

Cash and cash equivalents at the end of the reporting period 16A - -

Administered Commitments as at 30 June 2009

There are no administered commitments for the AEC. This schedule should be read in conjunction with the accompanying notes. 140 financial statements | aEC annual report 2008–2009

Iondex t the Notes of the Financial Statements

Note 1: Summary of Significant Accounting Policies 141

Note 2: Events After the Balance Sheet Date 147

Note 3: Income 147

Note 4: Expenses 148

Note 5: Financial Assets 149

Note 6: Non-Financial Assets 151

Note 7: Payables for 154

Note 8: Provisions 155

Note 9: Cash Flow Reconciliation 156

Note 10: Contingent Liabilities and Assets 157

Note 11: Senior Executive Remuneration 157

Note 12: Remuneration of Auditors 157

Note 13: Financial Instruments 158

Note 14: Income Administered on Behalf of Government 160 Note 15: Expenses Administered on Behalf of Government only160 Note 16: Assets Administered on Behalf of Government 160

Note 17: Administered Reconciliation Table 161

Note 18: Administered Contingent Liabilities 161 ArchivedNote 19: Administered Contingent Assets 161 Note 20: Administered Financialhistorical Instruments 161 Note 21: Appropriations 162

Note 22: Special Accounts 165

Note 23: Compensation and Debt Relief 166

Note 24: Assets Held in Trust 166 Note 25: Reporting of Outcomesresearch 167 aEC annual report 2008–2009 | financial statements 141

Note 1: Summary of Significant Accounting PolICIES

1.1 Objectives of the AEC The Australian Electoral Commission (AEC) is an Australian Government controlled entity. The AEC is an independent statutory body established under the Commonwealth Electoral Act 1918 for the purpose of conducting elections and referendums, maintaining the electoral roll and providing electoral information, education programs and related services. While the AEC is predominately funded by Parliamentary appropriations, revenue is also received for the provision of electoral services to other organisations. The AEC is structured to meet three outcomes:

Outcome 1: An effective electoral roll Australians have an electoral roll which ensures their voter entitlementfor and provides the basis for the planning of electoral events and electoral redistributions.

Outcome 2: An impartial and independent electoral system Stakeholders and customers have access to and advice on impartial and independent electoral services and participate in electoral events.

Outcome 3: An informed community An Australian community which is well informed about electoral matters. The AEC’s activities contributing toward these outcomes are classified as either departmental or administered. Departmental activities involve the use of assets, liabilities, income and expenses controlled or incurred by the AEC in its own right. Administered activities involve the management or oversight by the AEC, on behalf of the Government, of items controlled or incurred by the Government. Administered items managed for the Government by the AEC are primarily the collection of Electoralonly Fees and Fines and the Payment of Election Public Funding under the operations of Outcome 2 (Impartial and independent electoral services). The continued existence of the AEC in its present form and with its present programs is dependent on Government policy and on continuing appropriations by Parliament for the AEC’s administration and programs.

1.2 Basis of Preparation of the Financial Report ArchivedThese financial statements and notes are required by section 49 of theFinancial Management and Accountability Act 1997 and are a general purpose financial report. The Financial Statements andhistorical notes have been prepared in accordance with the: • Finance Minister’s Orders (or FMOs) for reporting periods ending on or after 1 July 2008; and • Australian Accounting Standards and Interpretations issued by the Australian Accounting Standards Board (AASB) that apply for the reporting period. The financial report has been prepared on an accrual basis and is in accordance with the historical cost convention, except for certain assets at fair value. Except where stated, no allowance is made for the effect of changing prices on the results or the financial position. The financial report is presented inAustralian dollars and values are rounded to the nearest thousand dollars unless otherwise specified. Unless an alternative treatment is specifically required by an accounting standard or the FMOs, assets and liabilities are recognised in the balance sheetresearch when and only when it is probable that future economic benefits will flow to the entity or a future sacrifice of economic benefits will be required and the amounts of the assets or liabilities can be reliably measured. However, assets and liabilities arising under agreements equally proportionately unperformed are not recognised unless required by an accounting standard. Liabilities and assets that are unrecognised are reported in the schedule of commitments and the schedule of contingencies. Unless alternative treatment is specifically required by an accounting standard, income and expenses are recognised in the income statement when and only when the flow, consumption or loss of economic benefits has occurred and can be reliably measured. 142 financial statements | aEC annual report 2008–2009

Administered revenues, expenses, assets and liabilities and cash flows reported in the Schedule ofAdministered Items and related notes are accounted for on the same basis and using the same policies as for departmental items, except where otherwise stated at Note 1.19.

1.3 Significant Accounting Judgments and Estimates No accounting assumptions or estimates have been identified that have a significant risk of causing a material adjustment to carrying amounts of assets and liabilities within the next accounting period.

1.4 Changes in Australian Accounting Standards Adoption of New Australian Accounting Standard Requirements No accounting standard has been adopted earlier than the application date as stated in the standard. The following new standards and amendments to standards are applicable to the currentfor reporting period: • AASB 2007–9 Amendments to Australian Accounting Standards arising from the Review of AASs 27, 29 and 31 relocated a number of paragraphs from AASs 27, 29 and 31 substantively unamended into the following existing standards AASB 3, 5, 8, 101, 114, 116, 127, 137. • AASB1004 Contributions received a number of substantively unamended paragraphs from AASs 27, 29 and 31 following their withdrawal. • AASB1050 Administered Items and AASB1052 Disaggregated Disclosures were created and received a number of substantively unamended paragraphs from AASs 27 and 29. It is not expected that the relocation of AASs 27, 29 and 31 will have a material financial impact but will affect the disclosures presented in future financial reports.

Future Australian Accounting Standard Requirements The following new standards, amendments to standards or interpretations have been issued by the Australianonly Accounting Standards Board but are effective for future reporting periods. It is estimated that the impact of adopting these pronouncements when effective will have no material financial impact on future reporting periods. • AASB 3 Business Combinations • AASB 8 Operating Segments • AASB 101 Presentation of Financial Statements • AASB 123 Borrowing Costs Archived• AASB 2007–3 Amendments to Australian Accounting Standards arising from AASB 8 • ASB 2007–6 Amendments to Australian Accounting Standards arising from AASB 123 • AASB 2007–8 Amendmentshistorical to Australian Accounting Standards arising from AASB 101 • AASB 2008–1 Amendments to Australian Accounting Standard – Share-based Payments: Vesting Conditions and Cancellations • AASB 2008–2 Amendments to Australian Accounting Standards – Puttable Financial Instruments and Obligations arising on Liquidation • AASB 2008–3 Amendments to Australian Accounting Standards arising from AASB 3 and AASB 127

1.5 Revenue

Revenue from Government Amounts appropriated for departmental output appropriations for the year (adjusted for any formal additions and reductions) are recognised as revenueresearch when the AEC gains control of the appropriation, except for certain amounts that relate to activities that are reciprocal in nature, in which case revenue is recognised only when it has been earned. Appropriations receivable are recognised at their nominal amounts.

Other Types of Revenue Revenue from the sale of goods is recognised when: • the risks and rewards of ownership have been transferred to the buyer; • the seller retains no managerial involvement nor effective control over the goods; aEC annual report 2008–2009 | financial statements 143

• the revenue and transaction costs incurred can be reliably measured; and • it is probable that the economic benefits associated with the transaction will flow to the entity. Revenue from the rendering of services is recognised by reference to the stage of completion of contracts at the reporting date. The revenue is recognised when: • the amount of revenue, stage of completion and transaction costs incurred can be reliably measured; and • the probable economic benefits associated with the transaction will flow to the entity. The stage of completion of contracts at the reporting date is determined by reference to the proportion that costs incurred to date bear to the estimated total costs of the transaction. Receivables for goods and services, which have 30 day terms, are recognised at the nominal amounts due less any impairment allowance account. Collectability of debts is reviewed at balance date. Allowances are made when collectability of the debt is no longer probable. for 1.6 Gains

Other resources Received Free of Charge Resources received free of charge are recognised as gains when, and only when, a fair value can be reliably determined and the services would have been purchased if they had not been donated. Use of those resources is recognised as an expense. Contributions of assets at no cost of acquisition or for nominal consideration are recognised as gains at their fair value when the asset qualifies for recognition, unless received from another Government agency or authority as a consequence of a restructuring of administrative arrangements (Refer to Note 1.7 ).

Sale of Assets Gains from disposal of non-current assets are recognised when control of the asset has passed to onlythe buyer. 1.7 Transactions with the Government as Owner

Equity Injections Amounts appropriated which are designated as ‘equity injections’ for a year (less any formal reductions) are recognised directly in contributed equity in that year.

ArchivedRestructuring of Administrative Arrangements Net assets received from or relinquished to another Australian Government agency or authority under a restructuring of administrative arrangementshistorical are adjusted at their book value directly against contributed equity. Other Distributions to Owners The FMOs require that distributions to owners be debited to contributed equity unless in the nature of a dividend.

1.8 Employee Benefits Liabilities for services rendered by employees are recognised at the reporting date to the extent that they have not been settled. Liabilities for ‘short-term employee benefits’ (as defined in AASB 119 Employee Benefits) and termination benefits due within twelve months of balance date are measured at their nominal amounts. The nominal amount is calculatedresearch with regard to the rates expected to be paid on settlement of the liability. All other employee benefit liabilities are measured at the present value of the estimated future cash outflows to be made in respect of services provided by employees up to the reporting date.

Leave The liability for employee benefits includes provision for annual leave and long service leave. No provision has been made for sick leave as all sick leave is non-vesting and the average sick leave taken in future years by employees of the AEC is estimated to be less than the annual entitlement for sick leave. 144 financial statements | aEC annual report 2008–2009

The leave liabilities are calculated on the basis of employees’ remuneration, including the AEC’s employer superannuation contribution rates to the extent that the leave is likely to be taken during service rather than paid out on termination. The liability for long service leave is disclosed as current where the service period is 10 years and over as there is a legal right to the payment, irrespective of whether the payment is made within 12 months or not. The liability for long service leave is recognised and measured at the present value of the estimated future cash flows to be made in respect of all employees at 30 June 2009. Annual leave is disclosed as current as there is a legal right to the payment, irrespective of whether the payment is expected to be paid within 12 months or not.

Separation and Redundancy Provision is made for separation and redundancy benefit payments.forThe AEC recognises a provision for termination when it has developed a detailed formal plan for the terminations and has informed those employees affected that it will carry out the terminations.

Superannuation Staff of the AEC are members of the Commonwealth Superannuation Scheme (CSS), the Public Sector Superannuation Scheme (PSS), the PSS accumulation plan (PSSap) or have exercise SuperChoice and nominated their own fund. The CSS and PSS are defined benefit schemes for the Australian Government. The PSSap is a defined contribution scheme. In a limited number of cases, eligible employees may also nominate a different superannuation scheme. The liability for defined benefits is recognised in the financial statements of theAustralian Government and is settled by the Australian Government in due course. This liability is reported by the Department of Finance and Deregulation as an administered item. The AEC makes employer contributions to the employee superannuation scheme at rates determined by an actuary to be sufficient to meet the current cost to the Government of the superannuation entitlements of theAEC’s only employees. The AEC accounts for the contributions as if they were contributions to defined contribution plans. The liability for superannuation recognised as at 30 June represents outstanding contributions for the final four working days of the year. Temporary staff members of the AEC have their superannuation paid into their nominated fund or if no fund is Archivednominated, the Australian Government Employees Superannuation Trust (AGEST) fund is used. 1.9 Leases A distinction is made between finance leases and operating leases. Finance leases effectively transfer from the lessor to the lessee substantially all thehistorical risks and rewards incidental to ownership of leased non-current assets. An operating lease is a lease that is not a finance lease. In operating leases, the lessor effectively retains substantially all such risks and benefits. The AEC did not have any finance leases as at 30 June 2009. Operating lease payments are expensed as incurred. A provision for fixed rate increases is not recorded as the increases do not have a material impact on the financial statements. Lease incentives taking the form of “free” leasehold improvements and rent holidays are recognised as liabilities. These liabilities are reduced across the life of the lease by allocating lease payments between rental expense and reduction of the liability. 1.10 Cash research Cash and cash equivalents includes notes and coins held and any deposits in bank accounts held at call with a bank or financial institution.

1.11 Financial Assets

Loans and Receivables Trade receivables and other receivables that have fixed or determinable payments that are not quoted in an active market aEC annual report 2008–2009 | financial statements 145

are classified as ‘loans and receivables’. They are included in current assets, except for maturities greater than 12 months after the balance sheet date. These are classified as non current assets. Loans and receivables are measured at amortised cost using the effective interest method less impairment. Interest is recognised by applying the effective interest rate.

1.12 Financial Liabilities Supplier and other payables Supplier and other payables are recognised at their amortised cost. Liabilities are recognised to the extent that the goods or services have been received, irrespective of having been invoiced.

1.13 Contingent Liabilities and Contingent Assets Contingent Liabilities and Contingent Assets are not recognised in the Balance Sheet but are reported in the relevant schedules and notes. They may arise from uncertainty as to the existencefor of a liability or asset or represent an asset or liability in respect of which the amount cannot be reliably measured. Contingent assets are disclosed when settlement is probable but not virtually certain and contingent liabilities are disclosed when settlement is greater than remote.

1.14 Acquisition of Assets Assets are recorded at cost on acquisition except as stated below. The cost of acquisition includes the fair value of assets transferred in exchange and liabilities undertaken. Financial assets are initially measured at their fair value plus transaction costs where appropriate. Assets acquired at no cost, or for nominal consideration, are initially recognised as assets and revenue at their fair value at the date of acquisition.

1.15 Property, Plant and Equipment Asset Recognition Threshold Purchases of property, plant and equipment are recognised initially at cost in the Balance Sheet, exceptonly for purchases costing less than $2,000, which are expensed in the year of acquisition except where they form part of a group of similar items which are significant in total. The initial cost of an asset includes an estimate of the cost of dismantling and removing the item and restoring the site on which it is located. This is particularly relevant to ‘makegood’ provisions in property leases taken up by the AEC where there exists an obligation to restore the property to its original condition. These costs are included in the value of AEC’s Archivedleasehold improvements with a corresponding provision for the ‘makegood’ recognised. Revaluations Fair values for each class ofhistorical asset are determined as shown below: Asset Class Fair value measured at: Leasehold Improvements Depreciated Replacement Cost Infrastructure, Plant & Equipment Market Selling Price Following initial recognition at cost, infrastructure, plant and equipment are carried at fair value less subsequent accumulated depreciation and accumulated impairment losses. Full valuations are conducted every 5 years and an internal assessment carried out in the other years to ensure that the carrying amounts of assets do not differ materially from the assets fair values as at the reporting date. Valuations are carried out by an independent qualified valuer. Revaluation adjustments are made on a class basis. Any revaluation increment is credited to equity under the heading of asset revaluation reserve except to the extent that it reverses a previous revaluation decrement of the same asset class that was previously recognised through operating result. Revaluation decrements for a class of assets are recognised directly through operating result exceptresearch to the extent that they reverse a previous revaluation increment for that class. Any accumulated depreciation as at the revaluation date is eliminated against the gross carrying amount of the asset and the asset restated to the revalued amount.

Depreciation Depreciable infrastructure, plant and equipment assets are written-off to their estimated residual values over their estimated useful lives to the AEC using, in all cases, the straight-line method of depreciation. Depreciation rates (useful lives), residual values and methods are reviewed at each reporting date and necessary adjustments are recognised in the current, or current and future reporting periods, as appropriate. 146 financial statements | aEC annual report 2008–2009

Depreciation rates applying to each class of depreciable asset are based on the following useful lives: 2009 2008 Buildings on freehold land 40 years 40 years Leasehold improvements lesser of Lease term or useful life lesser of Lease term or useful life Plant and Equipment 5 to 10 years 5 to 10 years IT Equipment 3 to 5 years 3 to 5 years

Impairment All assets were assessed for impairment at 30 June 2009. Where indications of impairment exist, the asset’s recoverable amount is estimated and an impairment adjustment made if the asset’s recoverable amount is less than its carrying amount. for The recoverable amount of an asset is the higher of its fair value less costs to sell and its value in use. Value in use is the present value of the future cash flows expected to be derived from the asset. Where the future economic benefit of an asset is not primarily dependent on the asset’s ability to generate future cash flows, and the asset would be replaced if the AEC were deprived of the asset, its value in use is taken to be its depreciated replacement cost.

1.16 Intangibles The AEC’s intangibles are comprised of purchased software with an initial cost greater than $5,000 and internally developed software. These assets are carried at cost less accumulated amortisation and accumulated impairment losses. Software is amortised on a straight-line basis over its anticipated useful life. The useful lives of the AEC’s software are between 3 and 10 years (2007–08: 3 to 10 years). All software assets were assessed for indications of impairment as at 30 June 2009. No impaired software was identified. 1.17 Inventories only No inventory is held for resale. Inventories held for distribution are valued at cost, adjusted for any loss of service potential.

1.18 Taxation The AEC is exempt from all forms of taxation except Fringe Benefits Tax (FBT) and the Goods and Services Tax (GST). ArchivedRevenues, expenses and assets are recognised net of GST: • except where the amount of GST incurred is not recoverable from the Australian Taxation Office; and • except for receivables andhistorical payables. 1.19 Reporting of Administered Activities Administered revenues, expenses, assets, liabilities and cash flows are disclosed in the schedule of administered items and related notes. Except where otherwise stated below, administered items are accounted for on the same basis and using the same policies as for departmental items, including the application of Australian Accounting Standards.

Administered Cash Transfers to and from the Official Public Account Revenue collected by the AEC for use by the Government rather than the AEC is administered revenue. Collections are transferred to the Official Publicresearch Account maintained by the Department of Finance and Deregulation. Conversely, cash is drawn from the OPA to make payments under Parliamentary appropriation on behalf of Government. These transfers to and from the OPA are adjustments to the administered cash held by the AEC on behalf of the Government and reported as such in the statement of cash flows in the schedule of administered items and in the administered reconciliation table in Note 17: Administered Reconciliation Table. The schedule of administered items largely reflects the Government’s transactions, through the AEC, with parties outside the Government.

Revenue All administered revenues are revenues relating to the course of ordinary activities performed by the AEC on behalf of the Australian Government. aEC annual report 2008–2009 | financial statements 147

Note 2: Events After the Balance Sheet Date

There are no events after the reporting date that will materially affect the financial statements.

Note 3: Income

2009 2008 $’000 $’000 Revenue Note 3A: Revenue from Government for Appropriations: Departmental outputs 92,500 175,483 Departmental special appropriations 9,000 9,000 Total revenue from Government 101,500 184,483

Note 3B: Sale of Goods and Rendering of Services Provision of goods – related entities 57 72 Provision of goods – external parties 10,417 9,721 Rendering of services – related entities 2,256 3,431 Rendering of services – external parties 2,145 672 Total sale of goods and rendering of services only14,875 13,896 Note 3C: Other Revenue Sundry Income 10 48

Gains Note 3D: Sale of Assets Infrastructure, plant and equipment: ArchivedProceeds from sale 5 22 Less carrying value of assets sold - - Net gain from sale of assetshistorical 5 22 Note 3E: Other Gains Resources received free of charge 77 74 research 148 financial statements | aEC annual report 2008–2009

Note 4: Expenses

2009 2008 $’000 $’000 Note 4A: Employee Benefits Wages and salaries 48,588 88,474 Superannuation: Defined contribution plans 1,772 2,628 Defined benefit plans 6,207 5,934 Leave and other entitlements 5,082 5,253 Separation and redundancies for 1,455 501 Total employee benefits 63,104 102,790

Note 4B: Suppliers Provision of goods – related entities 4,442 5,210 Provision of goods – external parties 13,800 55,230 Rendering of services – related entities 2,019 5,756 Rendering of services – external parties 13,452 21,788 Operating lease rentals: Minimum lease payments 9,362 9,620 Workers compensation premiums 1,073 1,059 Total supplier expenses 44,148 98,663

Note 4C: Depreciation and Amortisation only Depreciation: Infrastructure, plant and equipment 1,813 2,510 Buildings 1,184 1,255 Total depreciation 2,997 3,765 ArchivedAmortisation: Intangibles: Computer Software historical 1,671 1,576 Total amortisation 1,671 1,576 Total depreciation and amortisation 4,668 5,341

Note 4D: Write-Down and Impairment of Assets Impairments of financial asset: Bad and doubtful debts expense (23) (2) Asset write-downs and impairments from: Impairment on leasehold improvements - 184 Impairment of property, plant and equipment 30 1,208 Impairment on intangibleresearch assets 214 262 Total write-down and impairment of assets 221 1,652 aEC annual report 2008–2009 | financial statements 149

Note 5: Financial Assets

2009 2008 $’000 $’000

Note 5A: Cash and Cash Equivalents Cash on hand or on deposit 1,008 1,057 Total cash and cash equivalents 1,008 1,057

Note 5B: Trade and Other Receivables Goods and services – related entities for 314 1,214 Goods and services – external parties 209 68 Total receivables for goods and services 523 1,282 Appropriations receivable: for existing outputs 25,940 21,479 for additional outputs - 740 Total appropriations receivable 25,940 22,219

GST receivable from the Australian Taxation Office 521 315 Other receivables 2,389 1,447 Total other receivables 2,910 1,762 Total trade and other receivables (gross) 29,373 25,263 Less impairment allowance account: Goods and services only(9) (32) Total trade and other receivables (net) 29,364 25,231

Receivables are represented by: Current 29,364 25,231 Non-current - - ArchivedTotal trade and other receivables (net) 29,364 25,231 Receivables are aged as follows:historical Not overdue 29,063 25,214 Overdue by: Less than 30 days 132 12 30 to 60 days 169 5 61 to 90 days 1 - More than 90 days 8 32 Total receivables (gross) 29,373 25,263

The impairment allowance account is aged as follows: Not overdue research - - Overdue by: Less than 30 days - - 30 to 60 days - - 61 to 90 days (1) - More than 90 days (8) (32) Total impairment allowance account (9) (32) 150 financial statements | aEC annual report 2008–2009

Note 5: Financial Assets cont’d

Reconciliation of the impairment allowance account: Movements in relation to 2009 Goods and Other services receivables Total 2009 2009 2009 $’000 $’000 $’000 Opening balance 32 - 32 Amounts written off (1) - (1) Amounts recovered and reversed for (23) - (23) Increase/decrease recognised in net surplus 1 - 1 Closing balance 9 - 9

Movements in relation to 2008 Goods and Other services receivables Total 2008 2008 2008 $’000 $’000 $’000 Opening balance 34 - 34 Amounts written off - - - Amounts recovered and reversed (2) only- (2) Increase/decrease recognised in net surplus - - - Closing balance 32 - 32 Archived historical

research aEC annual report 2008–2009 | financial statements 151

Note 6: Non-Financial Assets

2009 2008 $’000 $’000 Note 6A: Land and Buildings Leasehold improvements: Work in progress 569 143 Fair value 7,390 13,976 Accumulated depreciation (894) (9,460) Total leasehold improvements 7,065 4,659 Total land and buildings (non-current) 7,065 4,659

No indicators of impairment were found for land and buildings.for

Note 6B: Infrastructure, Plant and Equipment Infrastructure, plant and equipment: Gross carrying value (at fair value) 6,808 11,784 Accumulated depreciation (4) (6,005) Total infrastructure, plant and equipment 6,804 5,779 Total infrastructure, plant and equipment (non-current) 6,804 5,779

All revaluations were conducted in accordance with the revaluation policy stated at Note 1. On 30 June 2009, an independent valuer Rodney Hyman Asset Services Pty Ltd conducted the revaluations. Revaluation increments of $1,590,660 for leasehold improvements (2008: Nil) and $665,743 for plant and equipment (2008: Nil) were credited to the asset revaluation reserve by asset class and included in the equity section of the balance sheet. Revaluation increments of $839,588 for leasehold improvements (2008: Nil) were credited to the makegood provision included in the liability section of the balance sheet. only Indicators of impairment were found for infrastructure, plant and equipment with a net result of $30,170 which has been expensed.

Note 6C: Intangibles Computer software at cost: Internally developed – in progress 3,190 947 ArchivedInternally developed – in use 29,386 28,621 Externally developed – in use 1,707 3,779 Total Computer Software 34,283 33,347 Accumulated amortisationhistorical – internally developed (24,227) (23,614) Accumulated amortisation – externally developed (9) (2,368) Total intangibles (non-current) 10,047 7,365

Revaluation increments of $309,961 for intangibles (2008: Nil) were credited to the asset revaluation reserve by asset class and included in the equity section of the balance sheet. Indicators of impairment were found for intangible assets with a net result of $214,843 which has been expensed.

Note 6D: Inventories Election equipment at cost (ballot paper and voting equipment) 664 617 Total inventories (current) research 664 617 During 2008–09, $351,198 of inventory held for distribution was recognised as an expense (2008: $5,280,794). No items of inventory were recognised at fair value less cost to sell.

Note 6E: Other Non-Financial Assets Prepayments 1,496 1,603 Total other non-financial assets 1,496 1,603

All other non-financial assets were current assets. No indicators of impairment were found for other non-financial assets. 152 financial statements | aEC annual report 2008–2009

Note 6: Non-Financial Assets cont’d

Note 6F: Analysis of Property, Plant and Equipment TABLE A – Reconciliation of the opening and closing balances of property, plant and equipment (2008–09)

Leashold Other Item Improvements IP & E Total $’000 $’000 $’000 As at 1 July 2008 Gross book value 14,119 11,784 25,903 Accumulated depreciation/amortisation and impairment (9,460) (6,005) (15,465) Net book value 1 July 2008 for4,659 5,779 10,438 Additions: By purchase 1,161 2,201 3,362 Revaluations recognised through equity 2,429 667 3,096 Depreciation expense (1,184) (1,813) (2,997) Impairments recognised in the operating result - (30) (30) Net book value 30 June 2009 7,065 6,804 13,869

Net book value as of 30 June 2009 represented by: Gross book value 7,959 6,808 14,767 Accumulated depreciation/amortisation and impairment (894) (4) (898) 7,065 only 6,804 13,869 TABLE B – Reconciliation of the opening and closing balances of property, plant and equipment (2007-08)

Leashold Other Item Improvements IP & E Total $’000 $’000 $’000 As at 1 July 2007 ArchivedGross book value 17,975 13,290 31,265 Accumulated depreciation/amortisation and impairment (14,667) (6,820) (21,487) Net book value 1 July 2007historical3,308 6,470 9,778 Additions: By purchase 2,790 3,027 5,817 Impairments recognised in the operating result (184) (1,208) (1,392) Depreciation/amortisation expense (1,255) (2,510) (3,765) Net book value 30 June 2008 4,659 5,779 10,438

Net book value as of 30 June 2008 represented by: Gross book value 14,119 11,784 25,903 Accumulated depreciation/amortisation and impairment (9,460) (6,005) (15,465) research4,659 5,779 10,438 aEC annual report 2008–2009 | financial statements 153

Note 6: Non-Financial Assets cont’d

Note 6G: Analysis of Intangibles TABLE C: Reconciliation of the opening and closing balances of intangibles (2008–09)

Item Computer software Computer internally software developed purchased Total $’000 $’000 $’000 As at 1 July 2008 Gross book value for29,569 3,778 33,347 Accumulated depreciation/amortisation and impairment (23,614) (2,368) (25,982) Net book value 1 July 2008 5,955 1,410 7,365 Additions: By purchase or internally developed 3,723 535 4,258 Revaluations and impairments through equity - 310 310 Impairments recognised in the operating result (208) (7) (215) Amortisation (1,121) (550) (1,671) Net book value 30 June 2009 8,349 1,698 10,047

Net book value as of 30 June 2009 represented by: Gross book value 32,576 1,707 34,283 Accumulated depreciation/amortisation and impairment (24,227) only(9) (24,236) 8,349 1,698 10,047

TABLE D: Reconciliation of the opening and closing balances of intangibles (2007–08)

Item Computer software Computer internally software Archived developed purchased Total $’000 $’000 $’000 As at 1 July 2007 historical Gross book value 28,379 4,260 32,639 Accumulated amortisation and impairment (22,680) (2,453) (25,133) Net book value 1 July 2007 5,699 1,807 7,506 Additions: By purchase or internally developed 1,217 480 1,697 Impairments recognised in the operating result - (262) (262) Amortisation (961) (615) (1,576) Net book value 30 June 2008 5,955 1,410 7,365 Net book value as of 30 Juneresearch 2008 represented by: Gross book value 29,569 3,778 33,347 Accumulated depreciation/amortisation and impairment (23,614) (2,368) (25,982) 5,955 1,410 7,365 154 financial statements | aEC annual report 2008–2009

Note 7: Payables

2009 2008 $’000 $’000 Note 7A: Suppliers Trade creditors 5,726 7,714 Total supplier payables 5,726 7,714

Supplier payables – related entities are represented by: Current 363 69 Supplier payables – external parties are represented by: for Current 5,363 7,645 Total supplier payables 5,726 7,714

Settlement is usually made net 30 days.

Note 7B: Other Payables Salaries and wages 1,295 955 Superannuation 124 157 Separations and redundancies 242 498 Unearned revenue 1,641 880 Total Other Payables 3,302 only2,490 Archived historical

research aEC annual report 2008–2009 | financial statements 155

Note 8: Provisions

2009 2008 $’000 $’000 Note 8A: Employee Provisions Leave 20,178 18,743

Employee provisions are represented by: Current 16,983 16,228 Non-current 3,195 2,515 Total employee provisions for 20,178 18,743 The classification of current employee provisions includes amounts for which there is not an unconditional right to defer settlement by one year, hence in the case of employee provisions the above classification does not represent the amount expected to be settled within one year of reporting date. Employee provisions expected to be settled in twelve months from the reporting date are $4,964,295 (2008: $6,593,450), and in excess of one year $15,213,317 (2008: $13,759,560).

Note 8B: Other Provisions Lease incentives 89 158 Restoration obligations 1,876 1,018 Total other provisions 1,965 1,176 Other provisions are represented by: only Current 787 442 Non-current 1,178 734 Total other provisions 1,965 1,176

Lease Provision Total Incentives for Archived restoration $’000 $’000 $’000 Carrying amount 1 July 2008 158 1,018 1,176 Additional provisions madehistorical - 871 871 Amounts used (69) (13) (82) Closing balance 30 June 2009 89 1,876 1,965

The AEC currently has 130 agreements for the leasing of premises which have provisions requiring the AEC to restore the premises to their original condition at the conclusion of the lease. The AEC has made a provision to reflect the present value of this obligation. research 156 financial statements | aEC annual report 2008–2009

Note 9: Cash Flow Reconciliation

2009 2008 $’000 $’000 Reconciliation of cash and cash equivalents as per Balance Sheet to Cash Flow Statement Report cash and cash equivalents as per: Cash flow statement 1,008 1,057 Balance sheet 1,008 1,057 Difference for - - Reconciliation of operating result to net cash from operating activities: Operating result 4,326 (9,923) Depreciation /amortisation 4,668 5,341 Net write down of non-financial assets 244 1,654 Gain on disposal of assets (5) (22) (Increase) / decrease in net receivables (4,133) 11,579 (Increase) / decrease in inventories (47) 2,894 (Increase) / decrease in prepayments 107 (368) Increase / (decrease) in employee provisions 1,435 (1,287) Increase / (decrease) in supplier payables (1,988) (4,748) Increase / (decrease) in other payables 812 1,780 Increase / (decrease) in other provisions 789 (282) Net cash from / (used by) operating activities only6,208 6,618 Archived historical

research aEC annual report 2008–2009 | financial statements 157

Note 10: Contingent Liabilities and Assets

Quantifiable Contingencies At 30 June 2009, the AEC had no quantifiable contingencies. As the AEC had no quantifiable contingencies in either the current or immediately preceding reporting period, the Schedule of Contingencies has not been produced in these financial statements. Unquantifiable Contingencies At 30 June 2009, the AEC had no unquantifiable contingencies. Remote Contingencies The remote contingencies identified by the AEC at reporting date are for the makegood of office leases, when the AEC eventually vacates two of its premises. The potential liability offor restoring the premises is $128,900. (2008: $62,700)

Note 11: Senior Executive Remuneration

2009 2008 The number of senior executives who received or were due to receive total remuneration of $130,000 or more:

$130 000 to $144 999 - 3 $160 000 to $174 999 1 - $175 000 to $189 999 4 3 $190 000 to $204 999 1 3 $205 000 to $219 999 only3 4 $220 000 to $234 999 3 2 $235 000 to $249 999 1 - $250 000 to $264 999 1 2 $265 000 to $279 999 1 - $310 000 to $324 999 - 1 Archived$325 000 to $339 999 1 - $355 000 to $369 999 historical - 1 Total 16 19

The aggregate amount of total remuneration of senior executives shown above. $3,531,180 $4,032,891

The aggregate amount of separation and redundancy/termination benefit payments during the year to executives shown above. $194,435 $154,333

Note 12: Remuneration of Auditors

research 2009 2008 $’000 $’000 Financial statement audit services were provided free of charge to the AEC. The fair value of the services provided was: Audit Services 77 74

No other services were provided by the Auditor-General. 158 financial statements | aEC annual report 2008–2009

Note 13: Financial Instruments

2009 2008 $’000 $’000 Note 13A: Categories of Financial Instruments Financial Assets Cash and cash equivalents 1,008 1,057 Loans and receivables: Receivables for goods and services 523 1,282 Carrying amount of financial assets for 1,531 2,339 Financial Liabilities At amortised cost: Trade creditors 5,726 7,714 Carrying amount of financial liabilities 5,726 7,714

Note 13B: Net Income and Expense from Financial Assets Loans and receivables Impairment (23) (2) Net gain/(loss) from financial assets (23) (2)

The net expense from financial assets not at fair value from the income statement is $23,000 (2008: $2,000).

Note 13C: Fair Value of Financial Instruments only The carrying amount of financial instruments does not differ from the fair value.

Note 13D: Credit Risk The AEC’s maximum exposures to credit risk at reporting date in relation to each class of recognised financial assets is the carrying amount of those assets as indicated in the Balance Sheet. ArchivedThe AEC has no significant exposures to any concentration of credit risk. historical

research aEC annual report 2008–2009 | financial statements 159

Note 13: Financial Instruments cont’d

Note 13D: Credit Risk continued Credit quality of financial instruments not past due or individually determined as impaired Not past Not past Past due or Past due or due nor due nor impaired impaired impaired impaired 2009 2008 2009 2008 $’000 $’000 $’000 $’000 Cash and cash equivalents 1,008 1,057 - - Receivables for goods and services 213 1,233 310 49 Total 1,221 for2,290 310 49

Ageing of financial assets that were past due but not impaired for 2009 0 to 30 31 to 60 61 to 90 90+ days days days days Total $’000 $’000 $’000 $’000 $’000 Receivables for goods and services 132 169 - - 301 Total 132 169 - - 301

Ageing of financial assets that were past due but not impaired for 2008 0 to 30 31 to 60 61 to 90 90+ days days days days Total $’000 $’000 $’000only $’000 $’000 Receivables for goods and services 12 5 - - 17 Total 12 5 - - 17

Note 13E: Liquidity Risk The AEC’s financial liabilities are payables. The exposure to liquidity risk is based on the notion that the AEC will encounter difficulty in meeting its obligations associated with financial liabilities. This is highly unlikely due to appropriation funding and mechanisms available to the AEC and internal policies and procedures put in place to ensure Archivedthere are appropriate resources to meet its financial obligations.

Maturities for financial historicalliabilities 2009 within 1 year Total 2009 2009 $’000 $’000 Trade Creditors 5,726 5,726 Total 5,726 5,726

Maturities for financial liabilities 2008 within 1 researchyear Total 2008 2008 $’000 $’000 Trade Creditors 7,714 7,714 Total 7,714 7,714

Note 13F: Market Risk The AEC holds basic financial instruments that do not expose the AEC to certain market risks. The AEC is not exposed to ‘Currency risk’ or ‘Other price risk’. 160 financial statements | aEC annual report 2008–2009

Notes to the Schedule of Administered Items

Note 14: Income Administered on Behalf of Government

2009 2008 $’000 $’000 Revenue Non-Taxation Revenue

Note 14A: Other Revenue Electoral fines/penalties for 221 1,204 Candidate deposits 6 564 Other 4 8 Total fees and fines 231 1,776

Note 15: Expenses Administered on Behalf of Government

2009 2008 $’000 $’000 Expenses

Note 15A: Grants only Public sector: Election public funding 477 49,003 Total grants 477 49,003

Note 15B: Other Expenses Refunds – electoral fines/penalties 5 23 ArchivedTotal other expenses 5 23

historical Note 16: Assets Administered on Behalf of Government

2009 2008 $’000 $’000 Financial Assets

Note 16A: Cash and Cash Equivalents Cash on hand or on deposits - - Total cash and cash equivalents - - research aEC annual report 2008–2009 | financial statements 161

Note 17: Administered Reconciliation Table

2009 2008 $’000 $’000 Opening administered assets less administered liabilities as at 1 July - - Plus: Administered income 231 1,776 Less: Administered expenses (non-CAC) (482) (49,026) Administered transfers to/from Australian Government: Appropriation transfers from OPA: Annual appropriations for administered expenses (non-CAC) 477 49,003 Transfers to OPA for (226) (1,753) Closing administered assets less administered liabilities as at 30 June - -

Note 18: Administered Contingent Liabilities

Unquantifiable Administered Contingencies There are no administered contingencies, remote or quantifiable, for theAEC.

Note 19: Administered Contingent Assets

There are no administered contingent assets for the AEC. only

Note 20: Financial Instruments

ArchivedThere are no administered financial instruments for theAEC. historical

research 162 financial statements | aEC annual report 2008–2009

- - - - -

559 315 (808) 2008 9,208 1,057 $’000 30,064 15,291 16,591 15,219 16,591

175,551 229,865 213,274

Total - - - - -

409 521 2009 1,245 3,620 1,008 $’000 16,591 91,255 16,697 21,087 19,558 21,087

129,817 108,730

- - - - -

559 315 (808) 2008 9,208 1,057 $’000 30,064 15,291 16,591 15,219 16,591

175,551 229,865 213,274

- - - - -

Outputs 409 521 2009 1,245 3,620 1,008 $’000 Departmental 16,591 91,255 16,697 21,087 19,558 for 21,087

129,817 108,730

- -

2008

$’000

- -

2009

$’000

------

2008

$’000

------

2009

$’000

------

Administered Expenses Administered

2008 only

$’000

------

Outcome 1 Outcome 2 Outcome 3 2009

$’000

Archived 32) s section 30A) historicalAct (FMA section 30) (Appropriation Acts) (Appropriation Act as passed as passed as passed (FMA

s 31) Particulars

researchAct (FMA : ppropriations of appropriations on change of agency function agency of change on appropriations of : 21: A 21: opriation Act (No. 1) 2008–2009 opriation receivable from the ATO receivable from the Appr Appropriation Act (No. 3) 2008–2009 Appropriation Appropriation Act (No. 5) 2008–2009 Appropriation Repayments to the Commonwealth (FMA Act (FMA Appropriations to take account of recoverable GST Relevant agency receipts Appropriation reduction by section 9 determination Adjustment ote able A: Acquittal of Authority to Draw Cash from the Consolidated Revenue Fund for Ordinary Annual Services Appropriations Annual Services Ordinary the Consolidated Revenue Fund for Authority to Draw Cash from Acquittal of A: able N T Balance brought forward from previous period Appropriation Act Appropriation FMA Act FMA Total appropriation available for payments available for appropriation Total Cash payments made during the year (GST inclusive) Cash payments made during the year (GST Appropriations credited to special accounts (GST exclusive) Appropriations credited to special accounts (GST Cash at bank and on hand Balance of authority to draw cash from the Consolidated Revenue Fund for ordinary annual services appropriations and as represented by: Departmental appropriations receivable GST Adjustments under s 101.13 of the Finance Minister’s Orders not Adjustments under s 101.13 of the Finance Minister’s reflected above Total as at 30 June Total aEC annual report 2008–2009 | financial statements 163

------600 2008 5,487 1,374 6,261 6,261 6,861 6,261 $’000

Total ------740 2009 6,261 2,197 6,382 6,382 9,198 2,816 6,382 $’000

------600 2008 5,487 1,374 6,261 6,261 6,861 6,261 $’000

------740 2009 6,261 2,197 6,382 6,382 9,198 2,816 6,382 $’000 for Non – operating

2008 $’000

2009 $’000

------2008 $’000

------Operating 2009 $’000

------only 2008 $’000

------Outcome 1 Outcome 2 Outcome 3 Equity 2009 $’000

Archived 32) s section 30A)

historicalAct (FMA section 15) d opriation Acts ) opriation ’ ’s Orders not ’s Appr Act section 30) cont

as passed as passed as passed Appropriation Act Appropriation Particulars research : ppropriations 21: A 21: opriation Act (No. 2) 2008–09 opriation Appr Act (No. 4) 2008–09 Appropriation Act (No. 6) 2008–09 Appropriation Other annual appropriation acts Advance to the Finance Minister ( Repayments to the Commonwealth (FMA FMA Act ( FMA Appropriations to take account of recoverable GST function agency of change on appropriations of Adjustment ote able B: Acquittal of Authority to Draw Cash from the Consolidated Revenue Fund for Other than Ordinary Annual Services Appropriations Annual Services than Ordinary Other the Consolidated Revenue Fund for Authority to Draw Cash from Acquittal of able B: N T Balance brought forward from previous period ( Appropriation Act Appropriation FMA Act : FMA Departmental appropriation receivable Adjustments under s101.13 of the Finance Minister reflected above as at 30 June Total Cash at bank and on hand Total appropriations available for payments available for appropriations Total inclusive) Cash payments made during the year (GST exclusive) Appropriations credited to special accounts (GST Balance of authority to draw cash from the consolidated revenue fund for other than ordinary annual services appropriations and as represented by: 164 financial statements | aEC annual report 2008–2009 - - -

- - - 2008 9,000 9,000 $’000 L 49,003 49,003

------477 477 2009 9,000 9,000 $’000 - - -

- - - - - 2008 $’000 49,003 49,003

------477 477 2009

$’000 for - - - - -

------23 23 2008 2008 9,000 9,000 $’000 $’000 - - - -

5 5

------Outcome 1 Outcome 2 TOTA 2009 2009 9,000 9,000 $’000 $’000 only d Archived’ ovision that refunds have been ovision that refunds cont

historical Act section 30) Electoral Roll Review (departmental) Election Public Funding (administered) Accounts Accounts Accounts oviding appropriation including purpose oviding appropriation Accountability Act 1997 – s.8 Refund of Receipts Accountability section 28) Act 1918 – Act 1918 – FMA Act FMA ppropriations ( 21: A 21: under) research ote able C: Acquittal of Authority to Draw Cash from the Consolidated Revenue Fund – Special Appropriations (Unlimited Amount) (Unlimited Appropriations the Consolidated Revenue Fund – Special Authority to Draw Cash from Acquittal of able C: able D: Acquittal of Authority to Draw Cash from the Consolidated Revenue Fund – Special Appropriations (Refund Provisions) Appropriations the Consolidated Revenue Fund – Special Authority to Draw Cash from Acquittal of able D: otal charged to Special Appropriation to Special otal charged N Particulars of legislation providing appropriation appropriation Particulars of legislation providing T Commonwealth Electoral Estimated actual Total charged to appropriation charged Total Appropriations credited to Special Act section 30) Repayments to the Commonwealth (FMA Cash payments made during the year Commonwealth Electoral Estimated actual Total charged to appropriation charged Total Appropriations credited to Special Act section 30) Refunds credited (net) (FMA Cash payments made during the year T Particulars of legislation pr Financial Management and Cash payments made during the year Appropriations credited to Special Repayments to the Commonwealth (FMA T Budget estimate (list each other legislative pr made Budget estimate aEC annual report 2008–2009 | financial statements 165

Note 22: Special Accounts

2009 2008 Other Trust Monies Account (Special Public Money) $’000 $’000 Legal Authority: Financial Management and Accountability Act 1997; s20 Appropriation: Financial Management and Accountability Act 1997; s21 Purpose: for the expenditure of monies temporarily held in trust or otherwise for the benefit of a person other than the Commonwealth, for example, candidates deposits. Balance carried from previous period 3 - Appropriation for reporting period for - - Costs recovered - - GST credits (FMA Act section 30A) - - Realised investments - - Other receipts 9 905 Total credits 12 905 Payments made - - Repayments debited from the special account 6 338 Total debits 6 338 Balance carried to next period and represented by: 6 567 Cash – transferred to the Official Public Account (6) (564) Cash – held by the agency only- - Total balance carried to the next period - 3 Archived historical

research 166 financial statements | aEC annual report 2008–2009

Note 23: Compensation and Debt Relief

2009 2008 $ $ Administered No ‘Act of Grace’ expenses were incurred during the reporting period (2008: No expenses). - - The estimated amount outstanding in relation to payments being made on a periodic basis as at 30 June 2009 was nil (Nil at 30 June 2008). No waivers of amounts owing to the Australian Government were made pursuant to subsection 34(1) of the Financial Management and Accountability Act 1997 (2008: No waivers). for No ex-gratia payments were provided for during the reporting period. (2008: No payments)

Departmental No payments were made during the reporting period. (2008: No payments made) - -

Note 24: Assets Held in Trust

2009 2008 only$’000 $’000 Legal Authority – Financial Management and Accountability Act 1997; s20 Purpose – for the expenditure of monies temporarily held in trust or otherwise for the benefit of a person other than the Commonwealth, for example, candidates deposits.

Other Trust Monies ArchivedOpening balance 3 - Receipts during the year 9 905 Payments made: historical Title passed to Australian Government (6) (564) Returned to original owner (6) (338) Closing - 3 Total - 3

The values above were estimated fair values at the time when acquired. research aEC annual report 2008–2009 | financial statements 167

- - - 2008 $’000 (1,776)

49,026 (15,742) (13,966) 241,730 257,472 208,446

otal T

- - - 482 (231) 2009 $’000

97,503 (15,120) (14,889) 112,623 112,623 112,141 112,141

- - - - - (81) (81) 2008 $’000

38,639 38,720 38,720 for

- - - - - (62) (62) Outcome 3 2009 $’000

17,674 17,736 17,736

- - - 2008 $’000 (5,859) (4,083) (1,776)

14,989 49,026 1 158,156 164,015

- - - 482 Outcome 2 (231) 2009 $’000 (4,588) (4,357)

24,237 28,825 28,343 only

- - - - - 2008 $’000 (9,802) (9,802)

44,935 54,737 54,737

Archived

- - - - - Outcome 1 2009 $’000

55,592 66,062 66,062 (10,470) historical(10,470)

AEC charges direct costs to outputs and allocates overheads between on the basis of full time equivalent staff. AEC charges utcomes O of research eporting 25: R ote otal other external income All outcomes are described in Note 1.1. Net cost/(contribution) of outcome T Departmental Administered Other external income Other Total costs recovered Total Departmental Costs recovered from provision of goods and services to the non government sector of goods and services to the non government sector provision from Costs recovered Administered Total expenses Total Departmental Administered Expenses The AEC’s resourcing consumption varies considerably from year to and between outcomes depending on the phase of electoral cycle. AEC’s The In determining the full cost of outputs,

N Note 25A: Net Cost of Outcome Delivery 168 financial statements | aEC annual report 2008–2009 -

18 2008 1,403 9,784 $’000 54,737 58,266 29,564 23,770 48,464

8 155 2009 2,706 $’000 66,062 69,366 37,786 25,415 58,896 10,462 Outcome 1 Total Outcome 1

1

- - 45 675 2008 1,756 1,556 1,555 1,036 $’000 for

3 - - 60 802 784 Output 1.1.2 2009 1,649 1,312 1,312 $’000 Outputs

oup 1 -

17 2008 1,358 9,784 $’000 52,981 56,710 28,889 46,909 22,734 Output Gr d

8 ’ only 152 Output 1.1.1 2009 2,646 $’000 64,413 68,054 36,984 57,584 24,631 10,462 cont Archived utcomes O historical of

Outcome 1 eporting 25: R ote otal departmental expenses otal departmental income Departmental expenses Employees Funded by: Departmental income Revenues from government T Suppliers Depreciation and amortisation Other expenses Sale of goods and services Other non-taxation revenues T N and Classes of Departmental Income and Expenses by Output Groups Note 25B: Major research aEC annual report 2008–2009 | financial statements 169 - - 36 188 2008 1,182 1,406 1,244 2,317 3,561 $’000

- 8 144 Output 2.1.4 2009 2,233 1,251 3,636 3,131 2,381 5,512 $’000

- - - 1

41 38 833 715 2008 2008 1,589 1,407 1,408 2,946 4,045 $’000 $’000 67,496 44,547 114,989 101,811 105,894 for - - 5

3 94 69 382 728 Output 2.1.3 2009 2009 1,209 2,045 2,045 1,201 4,354 $’000 $’000 11,424 15,649 28,343 26,130 30,487 Outcome 2 Total Outcome 2

- - - - 1

11 16 14 61 362 253 631 559 559 2008 2008 2,1 1,1 1,209 2,384 1,228 3,340 $’000 $’000 Output Group 2 Output Group

- - - 2

5 37 79 153 269 461 804 804 Output 2.1.2 Output 2.1.6 2009 2009 1,361 1,438 2,883 1,721 1,525 3,246 $’000 $’000 only - - -

2

34 126 500 2008 2008 2,666 2,758 2,037 4,921 4,358 4,860 $’000 $’000 62,241 39,151 92,132 92,166 Output Group 2 Output Group 104,058 9 2

1 37 12 642 205 439 Output 2.1.1 Output 2.1.5 2009 2009 8,877 5,668 2,643 2,070 4,930 4,459 4,899 $’000 $’000 15,224 13,970 13,981

Archivedd ’ historical cont

utcomes O of

Outcome 2 Outcome 2

research eporting

25: R ote otal departmental expenses otal departmental income

N and Outputs (continued) Classes of Departmental Income and Expenses by Output Groups Note 25B: Major

Employees Departmental expenses Suppliers Depreciation and amortisation Other expenses T Funded by: Revenues from government Sale of goods and services Other non-taxation revenues T Employees Funded by: Suppliers Depreciation and amortisation departmental expenses Total Departmental expenses Other expenses Revenues from government Sale of goods and services Other non-taxation revenues Total departmental income Total 170 financial statements | aEC annual report 2008–2009

2008 $’000 46,311 46,311 26,288 20,023 10,204 19,919 30,123

otal T

2009 9,028 $’000 30,372 26,076 56,448 22,143 31,171

-

68 13 992 * 2008 2008 6,790 $’000 $’000 46,311 26,288 30,938 20,023 38,720 10,204 19,919 34,282 30,123 34,363

for

2

44 60 761 2009 2009 6,188 9,028 $’000 $’000 Not attributed 10,743 30,372 26,076 56,448 17,736 22,143 16,551 31,171 16,613 Outcome 3 Total Outcome 3

-

4

------10 801 2008 2008 4,027 $’000 $’000 26,427 31,255 27,672 27,686

4 1

------15 255 Outcome 3 Output 3.1.3 2009 2009 3,688 2,463 6,421 5,540 5,545 $’000 $’000

- - only

2

------121 2008 2008 1,445 3,159 4,725 4,184 4,186 $’000 $’000 oup 3 -

1

------23 400 Outcome 2 Output 3.1.2 2009 2009 5,081 2,913 8,417 8,709 8,710 $’000 $’000 Output Gr

Archivedd ’ -

1

------70 historical64 2008 2008 1,318 1,352 2,740 2,426 2,491 $’000 $’000 cont

-

6

------56 812 106 Outcome 1 Output 3.1.1 2009 2009 1,974 2,898 2,302 2,358 $’000 $’000 utcomes O of research eporting Outcome 3 Assets 25: R ote otal departmental expenses otal departmental liabilities otal departmental income Note 25C: Major Classes of Departmental Assets and Liabilities by Outcomes Classes of Departmental Note 25C: Major N Departmental expenses Departmental assets Employees Financial Suppliers Non-Financial Assets Non-Financial Depreciation and amortisation Total departmental assets Total Other expenses

T Departmental liabilities

Payables Funded by: Provisions Revenues from government T Sale of goods and services * Assets and liabilities that can not be reliably attributed to outcomes. * All outcomes are described in Note 1.1. Other non-taxation revenues T aEC annual report 2008–2009 | financial statements 171

564 572 2008 1,204 1,776 $’000 49,003 49,567

otal T

5

4 477 482 227 231 2009 $’000

------2008 $’000

for

------Outcome 3 2009 $’000

564 572 2008 1,204 1,776 $’000 49,003 49,567

5

4 477 482 227 231 Outcome 2 2009 $’000

only

------2008 $’000

------Outcome 1 2009 $’000

Archivedd

’ historical cont

utcomes O of research eporting ed income 25: R ote otal Administered expenses Administered otal otal Administered income Administered otal N Assets and Liabilities by Outcomes Income, Expenses, Administered Classes of Note 25D: Major

Administered expenses Administered Grants Other T

Administer Electoral fines/penalties Other T All outcomes are described in Note 1.1. for

only Archived historical

research for

appendicesonly

Appendix A – Resources Archived Appendix B – Staffing historicalAppendix C – Occupational health and safety Appendix D – Freedom of information Appendix E – Advertising and market research Appendix F – Provision of electoral roll information Appendix G – Ecologically sustainable development researchAppendix H – Consultancies Appendix I – Industrial and fee-for-service elections statistics Appendix J – Publications Appendix K – Fraud control certification 174 Appendices | aec annual report 2008–2009

Appendix A – Resources

This appendix provides details of the AEC’s resources and expenses in 2008–09, as required by the Joint Committee of Public Accounts and Audit Requirements for annual reports for departments, executive agencies and FMA Act bodiesfor, June 2009. The tables in this appendix correspond to tables in the Portfolio Budget Statements or Portfolio Additional Estimates Statements for 2008–09: • the Agency Resource Statement, which provides information about the various funding sources that the AEC was able to draw on during the year (Table 34) • tables showing the detail of Budget appropriations and total resourcing for each of the AEC’s outcomes (Table 35, Table 36 and Table 37). only Archived historical

research aEC annual report 2008–2009 | Appendices 175

Table 34 Agency Resource Statement, 2008–09 Actual available Payments made appropriations for in 2008–09 Balance 2008–09 $’000 remaining (a) (b) (a – b)

Ordinary annual services1 Departmental appropriation Prior year departmental appropriation 15 219 15 219 – Departmental appropriation for92 500 72 942 19 558 Section 31 relevant agency receipts3 16 697 16 697 – Total 124 416 104 858 19 558 Total ordinary annual services A 124 416 104 858 19 558

Other services2 Departmental non-operating Prior year departmental non-operating 6 261 2 076 appropriation Equity injections 2 197 – Previous year’s outputs 740 740 Total 9 198 only2 816 Total other services B 9 198 2 816 Total available annual appropriations 133 614 107 674

Special appropriations Special appropriations limited by Archivedcriteria/entitlement Commonwealth Electoral Act 1918 (A) 477 Special appropriations historicallimited by amount Commonwealth Electoral Act 1918 (D) 9 000 Total special appropriations C 9 477 Special Accounts Opening balance 3 Non-appropriation receipts to 9 Special Accounts Repayments from the special account 6 Cash – transferred to Official Public Account 6 Closing balance research – Total resourcing and payments D 133 626 117 163

1 Appropriation Bill (No.1) 2008–09 and Appropriation Bill (No.3) 2008–09. 2 Appropriation Bill (No.2) 2008–09 and Appropriation Bill (No.4) 2008–09. 176 Appendices | aec annual report 2008–2009

Table 35 Outcome 1 – an effective electoral roll

Budget1 Actual expenses 2008–09 2008–09 Variation $’000 $’000 $’000 (a) (b) (a – b)

Output Group 1.1: Electoral Roll Management Special Appropriations: Commonwealth Electoral Act 1918 9 000 9 000 – Departmental Outputs Output 1.1.1 Electoral roll management for49 812 44 943 4 869 Output 1.1.2 Support services for electoral 1 493 1 649 -156 redistributions Revenues from other sources (s. 31) for Output 1.1.1 Electoral roll management 9 952 10 470 -518 Output 1.1.2 Support services for electoral – – – redistributions Subtotal for Output Group 1.1 70 257 66 062 4 195 Total for Outcome 1 70 257 66 062 4 195 Average staffing level (number) only430 1 Full-year budget, including any subsequent adjustment made to the 2008–09 Budget. Archived historical

research aEC annual report 2008–2009 | Appendices 177

Table 36 Outcome 2 – an impartial and independent electoral system

Budget1 Actual expenses 2008–09 2008–09 Variation $’000 $’000 $’000 (a) (b) (a – b)

Output Group 2.1: Elections, ballots and referendums Administered Items: Special Appropriations: Commonwealth Electoral Act 1918 477 477 – Departmental Outputs for Output 2.1.1 Federal elections, by-elections 18 269 15 213 3 056 and referendums Output 2.1.2 Party registrations 410 461 -51 Output 2.1.3 Funding and disclosure services 2 376 1 209 1 167 Output 2.1.4 Fee-for-service elections – 1 255 –1 255 Output 2.1.5 Industrial and Torres Strait 5 036 4 490 546 Regional Authority elections Output 2.1.6 Advice and assistance in 742 1 358 –616 overseas elections Revenue from other sources (s. 31) for only Output 2.1.1 Federal elections, by-elections – 11 –11 and referendums Output 2.1.2 Party registrations 2 – 2 Output 2.1.3 Funding and disclosure services – – – Output 2.1.4 Fee-for-service elections 990 2 381 –1 391 ArchivedOutput 2.1.5 Industrial and Torres Strait 143 440 –297 Regional Authority elections Output 2.1.6 Advice andhistorical assistance in 1 840 1 525 315 overseas elections Subtotal for Output Group 2.1 30 285 28 820 1 465 Total for Outcome 2 30 285 28 820 1 465 Departmental 29 808 28 343 1 465 Administered 477 477 – Average staffing level (number) 184

1 Full-year budget, includingresearch any subsequent adjustment made to the 2008–09 Budget. 178 Appendices | aec annual report 2008–2009

Table 37 Outcome 3 – an informed community

Budget1 Actual expenses 2008–09 2008–09 Variation $’000 $’000 $’000 (a) (b) (a – b)

Output Group 3.1 Electoral education Departmental Outputs Output 3.1.1 Electoral education centres 2 392 2 842 –450 Output 3.1.2 School and community programs 5 061 8 416 –3 355 Output 3.1.3 Communication strategies for6 904 6 416 488 and services Revenues from other sources (s. 31) for Output 3.1.1 Electoral education centres – 56 –56 Output 3.1.2 School and community programs 57 1 56 Output 3.1.3 Communication strategies – 5 –5 and services Subtotal for Output Group 3.1 14 414 17 736 –3 322 Total for Outcome 3 14 414 17 736 –3 322 Average staffing level (number) only116 1 Full-year budget, including any subsequent adjustment made to the 2008–09 Budget. Archived historical

research aEC annual report 2008–2009 | Appendices 179

Appendix B – Staffing

Table 38 and Table 39 provide details of the AEC’s staffing complement in 2008–09. To assist comparisons, the figures in parentheses show the totalsfor for 2007–08.

Table 38 Ongoing staff employed, including staff on higher duties arrangements, by classification, gender and location, 30 June 2009

Location and classification Female Male Total Part-time Full-time Part-time Full-time Australian Capital Territory 20 (11) 106 (92) 4 (2) 84 (78) 214 (183) Electoral Commissioner 0 (0) 0 (0) 0 (0) 1 (1) 1 (1) Deputy Electoral Commissioner 0 (0) 0 (0) 0 (0) 1 (1) 1 (1) SE Band 2 0 (0) 2 (1) 0 (0) 0 (1) 2 (2) SE Band 1 0 (0) 4 (2) 0 (0)only 5 (4) 9 (6) Executive Level 2 4 (1) 8 (10) 0 (0) 14 (13) 26 (24) Executive Level 1 6 (5) 25 (22) 0 (0) 25 (25) 56 (52) APS Level 6 4 (2) 33 (33) 2 (1) 21 (19) 60 (55) APS Level 5 1 (0) 11 (3) 2 (0) 10 (5) 24 (8) ArchivedAPS Level 4 4 (2) 17 (11) 0 (1) 4 (4) 25 (18) APS Level 3 1 (1) 4 (8) 0 (0) 1 (4) 6 (13) APS Level 2 historical0 (0) 0 (1) 0 (0) 0 (1) 0 (2) APS Level 1 0 (0) 2 (1) 0 (0) 2 (0) 4 (1)

New South Wales 20 (22) 95 (91) 2 (2) 57 (64) 174 (179) Australian Electoral Officer 0 (0) 0 (0) 0 (0) 1 (1) 1 (1) Executive Level 2 0 (0) 2 (1) 0 (0) 0 (1) 2 (2) Executive Level 1 0 (0) 2 (2) 0 (0) 8 (8) 10 (10) APS Level 6 0 (0) 32 (32) 0 (0) 29 (28) 61 (60) APS Level 5 research0 (0) 3 (3) 0 (0) 1 (2) 4 (5) APS Level 4 0 (0) 1 (2) 0 (0) 2 (1) 3 (3) APS Level 3 3 (4) 39 (31) 1 (1) 11 (18) 54 (54) APS Level 2 17 (18) 16 (20) 1 (1) 5 (5) 39 (44) Table continues 180 Appendices | aec annual report 2008–2009

Location and classification Female Male Total Part-time Full-time Part-time Full-time Victoria 22 (17) 68 (65) 2 (2) 43 (40) 135 (124) Australian Electoral Officer 0 (0) 0 (1) 0 (0) 1 (1) 1 (2) Executive Level 2 0 (0) 1 (1) 0 (0) 1 (0) 2 (1) Executive Level 1 0 (0) 6 (4) 0 (0) 3 (3) 9 (7) APS Level 6 0 (0) 10 (14) 0 (0) 26 (22) 36 (36) APS Level 5 0 (0) 1 (0) 0 (0) 3 (5) 4 (5) APS Level 3 4 (1)for 33 (28) 0 (0) 6 (7) 43 (36) APS Level 2 18 (16) 17 (17) 2 (2) 3 (2) 40 (37)

Queensland 21 (9) 46 (41) 1 (1) 34 (33) 102 (84) Australian Electoral Officer 0 (0) 1 (1) 0 (0) 0 (0) 1 (1) Executive Level 2 0 (0) 0 (0) 0 (0) 1 (1) 1 (1) Executive Level 1 0 (0) 1 (0) 0 (0) 4 (3) 5 (3) APS Level 6 0 (0) 14 (10) 0 (0) 19 (18) 33 (28) APS Level 5 0 (0) 1 (3) 0 (0) 3 (2) 4 (5) APS Level 4 0 (0) 1 (0) 0 (0) 0 (1) 1 (1) APS Level 3 3 (0) 20 (19) 0 (0)only 6 (7) 29 (26) APS Level 2 18 (9) 8 (8) 1 (1) 1 (1) 28 (19)

Western Australia 10 (9) 25 (20) 1 (2) 20 (20) 56 (51) Australian Electoral Officer 0 (0) 0 (0) 0 (0) 1 (1) 1 (1) ArchivedExecutive Level 2 0 (0) 0 (0) 0 (0) 1 (1) 1 (1) Executive Level 1 0 (0) 0 (0) 0 (0) 2 (2) 2 (2) APS Level 6 historical0 (1) 4 (6) 0 (0) 11 (11) 15 (18) APS Level 5 1 (0) 1 (0) 0 (0) 0 (1) 2 (1) APS Level 4 1 (1) 2 (2) 0 (1) 3 (1) 6 (5) APS Level 3 1 (3) 15 (9) 0 (0) 2 (3) 18 (15) APS Level 2 7 (4) 3 (3) 1 (1) 0 (0) 11 (8)

South Australiaa 19 (10) 22 (26) 5 (3) 15 (16) 61 (55) Australian Electoral Officer 0 (0) 0 (0) 0 (0) 1 (1) 1 (1) Executive Level 2 research0 (0) 1 (1) 0 (0) 1 (0) 2 (1) Executive Level 1 0 (0) 1 (1) 0 (0) 1 (2) 2 (3) APS Level 6 1 (0) 7 (8) 0 (0) 7 (8) 15 (16) APS Level 5 0 (0) 1 (2) 0 (0) 1 (1) 2 (3) APS Level 4 10 (9) 0 (0) 4 (3) 0 (0) 14 (12) APS Level 3 2 (0) 8 (9) 1 (0) 4 (4) 15 (13) APS Level 2 6 (1) 4 (5) 0 (0) 0 (0) 10 (6) Table continues aEC annual report 2008–2009 | Appendices 181

Location and classification Female Male Total Part-time Full-time Part-time Full-time Tasmania 3 (3) 8 (10) 0 (0) 10 (10) 21 (23) Australian Electoral Officer 0 (0) 0 (1) 0 (0) 1 (0) 1 (1) Executive Level 1 0 (0) 0 (0) 0 (0) 1 (2) 1 (2) APS Level 6 0 (0) 2 (2) 0 (0) 3 (3) 5 (5) APS Level 5 0 (0) 2 (1) 0 (0) 2 (2) 4 (3) APS Level 4 0 (0) 0 (0) 0 (0) 1 (1) 1 (1) APS Level 3 2 for(2) 1 (2) 0 (0) 2 (2) 5 (6) APS Level 2 1 (1) 3 (4) 0 (0) 0 (0) 4 (5)

Northern Territory 0 (0) 4 (5) 0 (0) 5 (5) 9 (10) Australian Electoral Officer 0 (0) 0 (0) 0 (0) 1 (1) 1 (1) Executive Level 1 0 (0) 0 (0) 0 (0) 1 (1) 1 (1) APS Level 6 0 (0) 1 (1) 0 (0) 1 (1) 2 (2) APS Level 5 0 (0) 1 (1) 0 (0) 0 (0) 1 (1) APS Level 4 0 (0) 0 (2) 0 (0) 2 (1) 2 (3) APS Level 3 0 (0) 1 (1) 0 (0) 0 (0) 1 (1) APS Level 2 0 (0) 1 (0) 0 (0)only 0 (1) 1 (1) AEC total 115 (81) 374 (350) 15 (12) 268 (266) 772 (709)

APS = Australian Public Service; SE = Senior Executive Archiveda Electoral Education Centre (EEC) staff are shown against South Australia, as the state office manages EECs. Notes: Figures include all staff employed at 30 June 2009 under the Public Service Act 1999 and Australian Electoral Officers employedhistorical under the Commonwealth Electoral Act 1918. This information is included in the wages and salaries reported in the financial statements.

Figures in parentheses are for 2007–08.

Source: PayGlobal HR System. research 182 Appendices | aec annual report 2008–2009

Table 39 Non-ongoing staff employed, including staff on higher duties arrangements, by classification, gender and location, 30 June 2009

Location and classification Female Male Total Part-time Full-time Part-time Full-time Australian Capital Territory 5 (4) 7 (10) 5 (0) 5 (3) 22 (17) SE Band 1 1 (0) 0 (0) 0 (0) 0 (0) 1 (0) Executive Level 2 1 (0) 0 (1) 1 (0) 1 (0) 3 (1) Executive Level 1 1 (1) 2 (2) 1 (0) 0 (0) 4 (3) APS Level 6 1 (0)for 0 (0) 1 (0) 2 (0) 4 (0) APS Level 5 0 (2) 1 (0) 0 (0) 0 (2) 1 (4) APS Level 4 0 (1) 2 (2) 2 (0) 1 (1) 5 (4) APS Level 3 1 (0) 2 (5) 0 (0) 0 (0) 3 (5) APS Level 1 0 (0) 0 (0) 0 (0) 1 (0) 1 (0)

New South Wales 5 (4) 0 (3) 1 (0) 1 (0) 7 (7) APS Level 5 0 (0) 0 (0) 1 (0) 1 (0) 2 (0) APS Level 3 0 (0) 0 (1) 0 (0) 0 (0) 0 (1) APS Level 2 5 (4) 0 (2) 0 (0)only 0 (0) 5 (6) Victoria 9 (11) 0 (3) 0 (0) 0 (0) 9 (14) APS Level 5 0 (0) 0 (1) 0 (0) 0 (0) 0 (1) APS Level 4 1 (0) 0 (0) 0 (0) 0 (0) 1 (0) APS Level 3 0 (0) 0 (2) 0 (0) 0 (0) 0 (2) ArchivedAPS Level 2 8 (11) 0 (0) 0 (0) 0 (0) 8 (11)

Queensland historical6 (17) 2 (6) 0 (1) 1 (1) 9 (25) APS Level 6 0 (0) 0 (0) 0 (0) 1 (1) 1 (1) APS Level 4 0 (0) 0 (1) 0 (0) 0 (0) 0 (1) APS Level 3 0 (0) 0 (3) 0 (0) 0 (0) 0 (3) APS Level 2 6 (17) 2 (2) 0 (1) 0 (0) 8 (20)

Western Australia 2 (5) 2 (5) 0 (1) 0 (1) 4 (12) APS Level 6 0 (0) 0 (0) 0 (0) 0 (1) 0 (1) APS Level 3 research0 (0) 1 (2) 0 (0) 0 (0) 1 (2) APS Level 2 2 (5) 1 (3) 0 (1) 0 (0) 3 (9) Table continues aEC annual report 2008–2009 | Appendices 183

Location and classification Female Male Total Part-time Full-time Part-time Full-time South Australia 6 (10) 1 (4) 3 (3) 0 (0) 10 (17) APS Level 6 0 (0) 1 (0) 1 (0) 0 (0) 2 (0) APS Level 4 5 (9) 0 (1) 2 (3) 0 (0) 7 (13) APS Level 3 0 (0) 0 (1) 0 (0) 0 (0) 0 (1) APS Level 2 1 (1) 0 (2) 0 (0) 0 (0) 1 (3)

Northern Territory 0 for(1) 1 (0) 0 (0) 0 (0) 1 (1) APS Level 3 0 (1) 0 (0) 0 (0) 0 (0) 0 (1) APS Level 2 0 (0) 1 (0) 0 (0) 0 (0) 1 (0) AEC total 33 (52) 13 (31) 9 (5) 7 (5) 62 (93)

APS = Australian Public Service

Note: Figures in parentheses are for 2007–08. Tasmania had no non-ongoing staff on 30 June 2009. Source: PayGlobal HR system. only Archived historical

research 184 Appendices | aec annual report 2008–2009

Appendix C – Occupational health and safety

The AEC is committed to promoting, maintaining and ensuring the health, safety and welfare at work of its employees. The AEC provides an annual report on its occupational health and |safety (OHS) performance in accordance with s. 74 forof the Occupational Health and Safety Act 1991 (OHS Act).

Policies In 2008–09, the AEC developed and implemented the following policies: • Managing Attendance Policy • Workplace Bullying Policy and Guidelines • Working in Remote Localities Policy and Guidelines. The OHS and Injury Management Plan 2008–10 was also implemented to guide and monitor the AEC’s OHS performance. only Health and safety activities The OHS and Injury Management Plan 2008–10 sets out the AEC’s OHS objectives and responsibilities. The plan allows the AEC to track its performance in OHS and injury prevention Archivedand management across the organisation. The AEC remains focused on timely and effective injury management, including early intervention strategies to return AEChistorical employees to work, in accordance with Comcare legislation and AEC policies and guidelines. The AEC also continues to implement health promotion strategies to improve the health and wellbeing of staff. In 2008–09, to ensure the health, safety and welfare of employees: • The National OHS Committee met three times, to provide reports and recommendations to consultative forums and strategic committees on health and safety matters of national relevance. • State OHS committees met regularly to discuss and manage local health and safety issues. Minutes of the OHS committeesresearch were made available to all employees through the AEC intranet. • AEC employees in the Organisational Health area attended Comcare client network meetings and conferences to keep up to date with developments in OHS and rehabilitation case management. • Under its preventive health strategy, the AEC provided a national influenza vaccination program for staff in April and May 2009. aEC annual report 2008–2009 | Appendices 185

• The AEC provided current advice to staff on the H1N1 Influenza virus and took appropriate measures to minimise the risk of the virus spreading. • The AEC provided an Employee Assistance Program for all staff. • The AEC engaged a service provider to deliver ergonomic workstation assessment services. The service provider is available to conduct specified assessments at any AEC location in Australia, for new employees or those who are experiencing injury or discomfort. • The AEC participated in Safe Work Week 2008, promoted by the Australian Safety and Compensation Council, and arranged for a hazard inspection to be undertaken in all AEC offices. for Health and safety outcomes As a result of the AEC’s ongoing commitment and 2008–09 initiatives: • Incident reports were managed in a timely manner, allowing early intervention support for staff with injuries. • Early intervention resulted in reduced time off work for new claims during 2008–09 and contributed to a significant reduction in the AEC’s estimated Comcare premium for 2009–10.

Comcare premiums Table 40 Comcare premiums, 2006–07 to 2009–10 only 2006–07 2007–08 2008–09 2009–10 (actual) (actual) (actual) (actual) ArchivedAnnual premium ($) 714 102 1 009 573 1 001,648 360 260 The AEC’s actual and estimatedhistorical Comcare premiums for four financial years are included in Table 40. The Comcare premium for 2009–10 is estimated to be $360 260. This represents a decrease in the premium rate from 1.49 per cent of payroll in 2008–09 to 0.95 per cent of payroll in 2009–10.

Claims management The Human Resources Strategy and Development Section manages compensation and non-compensable claims. An external provider performs rehabilitation and case management services for approximatelyresearch 15–20 hours per week. 186 Appendices | aec annual report 2008–2009

Cmpeao ns tion claims In 2008–09, the AEC managed 55 compensation claims, of which nine were new claims. This is a significant reduction in the number of claims managed in 2007–08, as shown in Table 41. Mental stress and body stressing claims resulted in the highest levels of lost time.

Table 41 New Comcare claims, 2005–06 to 2008–09 2005–06 2006–07 2007–08 2008–09 New claims for14 27 28 9

No-ompen c nsable cases In 2008–09, the AEC managed 30 non-compensable cases, including fitness for continued duty assessments, invalidity retirement, and rehabilitation and counselling support. This number was significantly higher than in 2007–08, when 12 non-compensable cases were managed by the AEC.

I ncident statistics As shown in Table 42, the number of incident reports in 2008–09 was considerablyonly lower than in 2007–08.

Table 42 Accident and incident reports, 2005–06 to 2008–09 2005–06 2006–07 2007–08 2008–09 ArchivedAccidents/incidents reported 41 86 140 45 Dangerous occurrences historical36 85 126 39

I nvestigations, directions and notices There were no investigations under s. 41 of the OHS Act. No notices or directions wereresearch issued pursuant to sections 29, 46 or 47 of the OHS Act. aEC annual report 2008–2009 | Appendices 187

Appendix D – Freedom of information

This statement is published to meet the requirements of s. 8 of the Freedom of Information Act 1982 (the FOI Act). for Organisation and functions The AEC is part of the Finance and Deregulation portfolio. Information about the portfolio can be found on the Department of Finance and Deregulation’s website (www.finance.gov.au). Information about the AEC’s organisational structure can be found in the ‘Overview’ section of this report and on the AEC website (www.aec.gov.au). The ‘Overview’ section of this report and s. 7 of the Electoral Act describe the AEC’s functions and the legislative framework under which it operates. Decision-making powers only Authorised AEC officers may exercise certain decision-making powers under the following Acts: • Commonwealth Electoral Act 1918 • Financial Management and Accountability Act 1997 • Freedom of Information Act 1982 Archived• Privacy Act 1988 • Public Service Act 1999historical • Referendum (Machinery Provisions) Act 1984 • Workplace Relations Act 1996.

Categories of documents open to the public Many documents held by the AEC are available free of charge to members of the public. They can be obtained through the AEC website or by telephoning 13 23 26 (see Appendix J for a list of publications). In addition, the AEC places an indexed list of file titles on its website every six months. research Table 43 describes the AEC documents that are available free of charge for public inspection. 188 Appendices | aec annual report 2008–2009

Table 43 Documents available for public inspection

Document Description Location Electoral roll Contains electors’ names, The roll in electronic format is addresses and electorate available for public inspection on information. computer facilities provided at the AEC’s divisional, state, territory and national offices. A facility enabling electors to verify their enrolment details is available on the AEC website (www.aec.gov.au). Register of general postal voters Contains name and addressfor Registers are available for public information for general postal inspection at the relevant voters for each electoral process. divisional offices. Postal vote applications May include name, address, date of Applications are available for public birth, signature and witness details. inspection at the relevant divisional offices for a limited period after an election. Electoral nomination forms May include name, address, Nominations are available for public occupation, date of birth, signature, inspection in the relevant divisional citizenship, political affiliation and offices in relation to House of contact details for candidates Representatives elections and at nominating for election. the relevant state offices in relation to Senate elections.only Financial disclosure returns Returns of financial transactions Returns are available for public submitted by candidates, political inspection on the AEC website. parties and others; may include name, address, business dealings and political dealings. ArchivedApplications for party registration May include name, address, Applications are available for political affiliation, telephone public inspection at the AEC’s historicalnumber and signature. national office. Register of political parties Lists all political parties registered The register is available for public under the Commonwealth Electoral inspection at the AEC’s national Act 1918; may include names, office and state and territory offices addresses and political affiliations and on the AEC website. of registered officers and deputy registered officers. Redistributions suggestions, Public suggestions, objections and These documents are available objections and comments comments submitted during the for public inspection at the AEC’s course of redistribution of federal national office, state and territory electoral boundaries under the offices and relevant divisional researchElectoral Act; may include name, offices, and on the AEC website. address and opinion. aEC annual report 2008–2009 | Appendices 189

Arrangements for public involvement Members of the public are invited to make their views on current policies and procedures of the AEC known to the Electoral Commissioner by writing to: The Electoral Commissioner Australian Electoral Commission PO Box 6172 Kingston ACT 2604 Ri ed stributions for In accordance with Part IV of the Electoral Act, a number of stages during a redistribution require public notification and consultation. At the commencement of a redistribution process, the Electoral Commissioner invites suggestions and comments from the public through newspaper advertisements and in the Commonwealth Gazette. The notices state the addresses and deadlines for making suggestions and comments. Subsequently, notification of a redistribution proposal is published in newspapers and the Gazette, including an invitation to lodge objections to the proposal and comments on objections. The Act provides for further public consultation in specified circumstances, and requires formal notification of subsequent steps in the process. Information on redistributions is also available on the AEC website. only Prei a ty r g stration Under s. 132 of the Electoral Act, any person may object to the registration of a political party because the party is not eligible for registration, the technical requirements for an application Archivedhave not been met, or the party name must be refused. When a political party applies for registration, the AEC is required to publish notice of the application in the Commonwealthhistorical Gazette and through newspaper advertisements. The notice must state the address and deadline for lodging objections. The AEC will consider any objection made within one month of the announcement, if it: • is submitted in writing, is signed by the objector and specifies a street address for the objector • states the grounds for the objector’s belief that the application for party registration should be refused.

Procedures for accessing documents under the FOI Act Under Part III of the FOI Act,research members of the public may apply to access AEC documents that are not otherwise generally available. 190 Appendices | aec annual report 2008–2009

Aplai p ic t ons An application for access to documents of the AEC that are not generally available to the public must be made in accordance with s. 15 of the FOI Act. The application must be made in writing, provide such information as is reasonably necessary to identify the document, specify an address in Australia to which notices can be sent, and be accompanied by the application fee (see below). The AEC’s Freedom of Information Officer will help applicants to ensure that their applications comply with s. 15 of the FOI Act. I lonitia c ntact point for Applications for access under the FOI Act to documents held by the AEC should be sent to: The Freedom of Information Officer Australian Electoral Commission PO Box 6172 Kingston ACT 2604 Telephone: 02 6271 4511 Facsimile: 02 6271 4457

Fes e and charges The application fee is $30. Additional processing charges may apply for time spent in searching for and retrieving documents, and for time spent in deciding whether to grant, refuseonly or defer access to a document, or to grant access to a copy of a document by means of deletions, photocopying and dispatch. The AEC’s policy on imposing fees and charges under the Freedom of Information (Fees and Charges) Regulations is that, where applicable, fees should be collected and charges should be Archivedimposed for processing FOI Act requests. The AEC’s policy is not to apply an application fee if the FOI request relates only to the applicant’s personal information. However,historical the AEC may remit, reduce or not impose fees or charges in certain circumstances; for example, if it is in the public interest to disclose the document or if imposing a fee would cause financial hardship to the applicant. An applicant seeking such a remission should forward supporting evidence with their application.

Itrln e na review An applicant who is dissatisfied with a decision made under the FOI Act may apply for an internal review. Requests for internal review are usually subject to statutory timeframes and a $40 application fee (paymentresearch must accompany the request). FOI Act cases may also involve proceedings for external administrative or judicial review. aEC annual report 2008–2009 | Appendices 191

Freedom of information statistics Table 44 provides statistics on FOI requests for 2008–09 and the preceding two years.

Table 44 FOI requests, 2006–07 to 2008–09 Request status 2006–07 2007–08 2008–09

On hand at 1 July 1 4 0 Received during period 17 20 11 On hand at 30 June for 4 0 1

Table 45 provides statistics on resolution methods in 2008–09 and the preceding two years.

Table 45 Resolution of FOI requests, 2006–07 to 2008–09 Method of resolution 2006–07 2007–08 2008–09

Request withdrawn 2 5 0 Access granted in full 6 11 6 Access granted in part 5 only6 2 Access refused in full 1 2 2 Request transferred 0 0 0 Archived historical

research 192 Appendices | aec annual report 2008–2009

Appendix E – Advertising and market research

Under s. 311A of the Commonwealth Electoral Act 1918, the AEC must report annually on its use of advertising agencies, market research organisations, polling organisations, direct mail organisations and media advertising agencies. for Table 46 gives particulars of payments of $10 900 or more, GST inclusive, that the AEC made to such agencies in 2008–09. The AEC made no payments to polling organisations or to a campaign advertising media advertising agency in 2008–09.

Table 46 Payments, $10 900 or more (GST inclusive), on advertising and market research, 2008–09

Agency type Agency name Details Amount ($) Advertising agencya BMF Advertising To assist planning of advertising for 15 995 next federal election Market research organisation Instinct and Reason To focus test enrolment 12 000 promotional materials only Direct mail organisationb Computershare To sort and mail direct mail 17 522 information material Media advertising organisation hma Blaze To provide non-campaign advertising 1 012 464

Archiveda Creative advertising agency contracted to the AEC for the next federal election. b Includes organisations thathistorical handle the sorting and mailing out of information material to the public. The cost reported includes only the amount paid to the organisation and not the cost of postage or production of the material sent out. research aEC annual report 2008–2009 | Appendices 193

Appendix F – Provision of electoral roll information

In accordance with s. 17(1A) of the Commonwealth Electoral Act 1918, the AEC is required to report on the particulars of specified people and organisations that receive electoral roll information under the Act. for

Provision of electoral roll information to medical researchers Item 2 of s. 90B(4) of the Electoral Act states that electoral roll information may be given to ‘any person or organisation that conducts medical research or provides a health screening program’. Use of electoral roll information given under this item is limited by s. 91A(2A)(c) and the permitted purposes listed in Regulation 9 of the Electoral and Referendum Regulations 1940. During 2008–09, the AEC provided information from the Commonwealth electoral roll to medical researchers and those conducting health-screening programs as shown in Table 47.

Table 47 Provision of information to medical researchers and those conducting healthonly screening surveys, 2008–09 Institution/contact Data provided Mr David Atkinson All electors aged 40 years and over, in five-year Kimberly Aboriginal Medical Service Centre age ranges, from the Division of Kalgoorlie in Archived Western Australia. Professor James Ogloff 2500 male and 2500 female randomly selected The Victorian Institute of Forensic Mental Heath electors aged 18–61 years, in two-year age ranges, Thomas Embling Hospitalhistoricalacross all Victorian divisions. Dr Katrina Giskes All electors aged 18–67 years, in five-year age ranges, School of Public Health from the divisions of Bonner, Bowman, Brisbane, Queensland University of Technology Griffith, Moreton, Lilley, Oxley, Rankin and Ryan in Queensland. Dr Rachel Neale Random selection of male and female electors aged Cancer and Population Studies between 35 and 120 years, in five-year age ranges, Queensland Institute of Medical Research from all Queensland divisions. Ms Amy Duncan 12 000 electors (6000 males and 6000 females), School of Psychology researchrandomly selected, aged 50–74 years, from the University of Adelaide divisions of Boothby, Hindmarsh, Kingston and Port Adelaide in South Australia. Dr Nadine Kasparian 1200 women aged 18 to 50 years, randomly University of New South Wales selected, across all divisions in Australia, being 8 electors per division. Dr Deborah Loxton All female electors nationally in the age ranges of Women’s Health Australia 28–37, 55–64 and 80–89 years. University of Newcastle Table continues 194 Appendices | aec annual report 2008–2009

Institution/contact Data provided Ms Louise Eagar All Australian Capital Territory electors aged 39 and ACT Health 48 years. Ms Angela Lewis 1200 male and 1200 female randomly selected Lung Function Department electors aged 40–109 years, in five-year age ranges, The Alfred Hospital from the divisions of Higgins, Hotham and Goldstein in Victoria. Professor Jeff Richardson 5000 electors from the Division of Bruce aged 18–24 Centre for Health Economics years and 5000 electors from the Division of Chisholm Monash University aged 25–34 years. Dr Natasha Koloski Datafor match of 450 records. School of Psychology University of Queensland Professor Phillipa Hay Data match of 113 records for a medical study of Mental Health eating disorders. University of Western Sydney Ms Robyn Baguley All electors aged 40–67 years, in two-year age School of Public Health ranges, from the divisions of Ryan, Brisbane, Petrie, Queensland University of Technology Lilley, Bonner, Griffith, Moreton, Rankin and Oxley in Queensland. Dr Janie Busby-Grant 15 000 randomly selected electors aged 18–65 years Centre for Mental Health from the divisions of MacKellar and Warringah in Australian National University New South Wales. only Dr Debbie Burton 1600 males and 1600 females aged 40–79 years, School of Biomedical Sciences in five-year age ranges, from the divisions of Calare, Charles Sturt University Eden-Monaro, Macquarie, Parkes and Riverina in New South Wales. Ms Robyn Baguley Data match of 11 897 records for a medical research ArchivedSchool of Public Health study on physical activity. Queensland University of Technology Ms Soad Jamali historicalData match for medical research study entitled MARC: Queensland Institute of Medical Research Alcoholism and Co-Morbidity in Adolescence and Youth. Dr Yasmin Jayasinghe Data match of 778 records for medical research study Royal Women’s Hospital on oncogenic risk of HPV in children and adolescents. Dr Nadeeka Dissanayaka All electors from each Queensland division aged 20–95 Griffith University years, in two-year age ranges. Ms Rebecca Ramsey All electors aged 18–120 years for the divisions of School of Public Health Ryan, Brisbane, Petrie, Lilley, Bonner, Griffith, Moreton, Queensland University of Technology Rankin and Oxley. Ms Alison Brodie All electors aged 18–75 years, in five-year age ranges, School of Public Health researchfrom the divisions of Petrie, Brisbane, Ryan, Lilley, Queensland University of Technology Griffith, Bonner, Kennedy, Canberra, Fraser, Hume, Eden-Monaro, Denison, Franklin and Lyons. Professor Kathy Griffiths All electors aged 18–65 years, in five-year age ranges, Centre for Mental Health from the divisions of Bennelong and Riverina in Australian National University New South Wales and Higgins and Murray in Victoria. Table continues aEC annual report 2008–2009 | Appendices 195

Institution/contact Data provided Professor Maria Fiatarone Singh All electors aged 70–79 years from the divisions of University of Sydney Bennelong, Blaxland, Grayndler, Lowe, Parramatta and Reid in New South Wales. Associate Professor Graham Kerr All electors aged 65–89 years in the divisions of Lilley, Queensland University of Technology Griffith, Bonner, Brisbane, Ryan, Bowman and Moreton. Mr Stephen Cole 1500 male and 1500 female electors aged 50–74 Bowel Health Service years, in five-year age ranges, from the divisions of Repatriation General Hospital Hindmarsh, Boothby, Kingston and Port Adelaide. Daw Park Ms Ilana Ackerman 10for 000 electors from all federal divisions aged Department of Medicine 39 years and over, in five-year age ranges, for an The Royal Melbourne Hospital osteoarthritis medical research study. Ms Edwina Yu 9000 electors from the divisions of Goldstein, Hotham Department of Allergy and Higgins (3000 electors from each division) aged Immunology and Respiratory Medicine 65 years and over for research study on lung health in The Alfred Hospital older Australians. Ms Tessa Morgan 4500 electors across all divisions (1491 electors Research and Development from New South Wales; 1116 from Victoria; 873 from National Prescribing Service Limited Queensland; 371 from South Australia; 437 from Western Australia; 117 from Tasmania; 31 from the Northern Territory and 64 from the Australian Capital Territory) all aged 50 years or over,only in five-year age ranges. Ms Kelly Aujard 4358 electors for a medical research study on School of Population Health mammographic density in twins and sisters. The University of Melbourne Ms Kelly Aujard 49 109 electors for a medical research study entitled ArchivedSchool of Population Health Australian Twin Registry. The University of Melbourne Ms Kelly Aujard 1661 electors for a data match for a medical research School of Population Healthhistorical study on melanoma in Australian families. The University of Melbourne Ms Kelly Aujard 10 145 electors for a data match for an Australian School of Population Health colorectal family medical research study. The University of Melbourne Ms Kelly Aujard 11 199 electors for a data match for an Australian School of Population Health breast cancer medical research study. The University of Melbourneresearch 196 Appendices | aec annual report 2008–2009

Provision of electoral roll information to Schedule 1 agencies and authorities Item 4 of s. 90B(4) of the Electoral Act states that electoral roll information may be given to ‘a prescribed authority’. The prescribed authorities are listed in Schedule 1 to the Electoral and Referendum Regulations 1940, and the use of electoral roll information is limited to the permitted purposes listed in that schedule. The AEC grants access to electoral roll information to Schedule 1 agencies and authorities after they provide the AEC with justification for access in terms of their statutory functions and Information Privacy Principle 11 (IPP 11) of the Privacy Act 1988. IPP 11 permits the disclosure of personal information for enforcement of the criminalfor law or of a law imposing a pecuniary penalty or for the protection of public revenue. During 2008–09, the AEC provided information from the Commonwealth electoral roll to Schedule 1 agencies and authorities as shown in Table 48.

Table 48 Provision of information to Schedule 1 agencies and authorities, 2008–09

Institution Date provided Australian Commission for Law Enforcement Integrity August 2008, November 2008, February 2009, May 2009 Australian Communications and Media Authority August 2008, November 2008, February 2009 Australian Crime Commission February 2009 only Australian Customs and Border Protection Service August 2008, November 2008, February 2009, May 2009 Australian Federal Police August 2008, November 2008, February 2009, May 2009 Australian Quarantine and Inspection Service August 2008, November 2008, February 2009 Australian Securities and Investments Commission August 2008, November 2008, February 2009, May 2009 ArchivedAustralian Security Intelligence Organisation August 2008, November 2008, February 2009, May 2009 Australian Taxation Office August 2008, November 2008, February 2009, May 2009 Australian Transaction Reportshistorical and Analysis Centre August 2008, November 2008, February 2009, May 2009 Centrelink August 2008, November 2008, February 2009, May 2009 Commonwealth Director of Public Prosecutions August 2008, November 2008, February 2009, May 2009 ComSuper August 2008, November 2008, February 2009, May 2009 Department of Education, Employment and August 2008, November 2008, February 2009, May 2009 Workplace Relations Department of Veterans’ Affairs May 2009 Insolvency and Trustee Service Australia August 2008, November 2008, February 2009, May 2009 Medicare Australia researchFebruary 2009, May 2009 Department of Foreign Affairs and Trade – August 2008, November 2008, February 2009, May 2009 Passports Australia aEC annual report 2008–2009 | Appendices 197

Provision of electoral roll information to Regulation 7 persons and organisations Items 5 to 7 of s. 90B(4) of the Electoral Act state that electoral roll information may be given to a prescribed person or organisation that: • verifies, or contributes to the verification of, the identity of persons for the purposes of the Financial Transaction Reports Act 1988 • is a reporting entity or an agent of a reporting entity and carries out applicable customer identification procedures under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 or for • provides information for the purposes of facilitating the carrying out of applicable customer identification under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006, under an arrangement with a reporting entity or an agent of a reporting entity. The prescribed persons and organisations are set out in Regulation 7 of the Electoral and Referendum Regulations 1940. Use of electoral roll information given to these persons and organisations is limited to the permitted purposes in s. 91A of the Electoral Act. During 2008–09, the AEC provided information from the Commonwealth electoral roll to Regulation 7 persons and organisations as shown in Table 49. only Table 49 Provision of information to Regulation 7 persons and organisations, 2008–09

Institution Data provided ACXIOM Australia Pty Ltd September 2008, January 2009, May 2009 Betfair Pty Ltd September 2008, January 2009, May 2009 ArchivedPerceptive Communication Pty Ltd September 2008, January 2009, May 2009 The Global Data Companyhistorical Pty Ltd September 2008, January 2009, May 2009 VEDA Advantage Information Services and Solutions Ltd September 2008, January 2009, May 2009

research 198 Appendices | aec annual report 2008–2009

Provision of electoral roll information to members of parliament, senators and federally registered political parties In accordance with s. 90B(1) of the Electoral Act, the AEC supplied electronic electoral roll information to members of parliament, senators and federally registered political parties during the period from July 2008 to June 2009, as shown in Table 50 and Table 51.

Table 50 Provision of information to members of parliament and senators, 2008–09 Recipient Constituency/position Rollfor data provided Date provided The Hon. Kate Ellis MP Member for Adelaide Adelaide July 2008 – June 2009 Ms Catherine King MP Member for Ballarat Ballarat July 2008 – June 2009 Mr Daryl Melham MP Member for Banks Banks July 2008 – November 2008, January 2009 – June 2009 Mr Patrick Secker MP Member for Barker Barker July 2008 – June 2009 The Hon. Robert Member for Barton Barton July 2008 – June 2009 McClelland MP Ms Jodie Campbell MP Member for Bass Bass July 2008 – June 2009 The Hon. Martin Ferguson Member for Batman Batman July 2008 – June 2009 AM, MP only Mr Steve Gibbons MP Member for Bendigo Bendigo July 2008 – June 2009 The Hon. Member for Bennelong Bennelong July 2008 – November Maxine McKew MP 2008, January 2009 – June 2009 Mr Shayne Neumann MP Member for Blair Blair July 2008 – June 2009 ArchivedThe Hon. Jason Clare MP Member for Blaxland Blaxland July 2008 – November 2008, January 2009 – historicalJune 2009 Ms Kerry Rea MP Member for Bonner Bonner July 2008 – June 2009 Mr Andrew Laming MP Member for Bowman Bowman January 2009 Mr Sid Sidebottom MP Member for Braddon Braddon July 2008, September 2008 – June 2009 Mr Sid Sidebottom MP Member for Braddon Braddon, Lyons March 2009 – June 2009 The Hon. Member for Bradfield Bradfield July 2008 – June 2009 Dr Brendan Nelson MP The Hon. Gary Gray AO, MP Member for Brand Brand July 2008 – June 2009 The Hon. Gary Gray AO, MP Memberresearch for Brand Brand, Canning January 2009 – June 2009 The Hon. Arch Bevis MP Member for Brisbane Brisbane July 2008 – June 2009 The Hon. Alan Griffin MP Member for Bruce Bruce July 2008 – June 2009 Ms Maria Vamvakinou MP Member for Calwell Calwell July 2008 – June 2009 Ms Annette Ellis MP Member for Canberra Canberra July 2008 – June 2009 Ms Kirsten Livermore MP Member for Capricornia Capricornia July 2008 – June 2009 Table continues aEC annual report 2008–2009 | Appendices 199

Recipient Constituency/position Roll data provided Date provided The Hon. Greg Combet Member for Charlton Charlton July 2008 – June 2009 AM, MP The Hon. Roger Price MP Member for Chifley Chifley July 2008 – June 2009 Ms Anna Burke MP Member for Chisholm Chisholm July 2008 – June 2009 Mr Scott Morrison MP Member for Cook Cook July 2008 – August 2008, October 2008 – June 2009 Mr Darren Cheeseman MP Member for Corangamite Corangamite July 2008 – June 2009 The Hon Member for Corio Corio July 2008 – June 2009 Richard Marles MP for Mr Luke Simpkins MP Member for Cowan Cowan July 2008 – June 2009 Mr Luke Simpkins MP Member for Cowan Cowan, Moore, Perth January 2009 – June 2009 Mr Luke Hartsuyker MP Member for Cowper Cowper July 2008 – June 2009 Ms Sharon Bird MP Member for Cunningham Cunningham July 2008 – June 2009 The Hon. Julie Bishop MP Member for Curtin Curtin July 2008 – June 2009 Mr James Bidgood MP Member for Dawson Dawson July 2008 – June 2009 Mr Mike Symon MP Member for Deakin Deakin July 2008 – June 2009 The Hon. Duncan Kerr Member for Denison Denison July 2008 – June 2009 SC, MP Mr Craig Thomson MP Member for Dobell Dobell July 2008only – June 2009 The Hon. Bruce Billson MP Member for Dunkley Dunkley July 2008 – June 2009 The Hon. Dr Mike Kelly Member for Eden-Monaro Eden-Monaro July 2008 – June 2009 AM, MP The Hon. Member for Fairfax Fairfax July 2008 – June 2009 Alexander Somlyay MP ArchivedMr Chris Trevor MP Member for Flynn Flynn July 2008 – June 2009 Mr Brett Raguse MPhistorical Member for Forde Forde July 2008 – June 2009 Mrs Julia Irwin MP Member for Fowler Fowler July 2008 – June 2009 Ms Julie Collins MP Member for Franklin Franklin July 2008 – June 2009 Ms Julie Collins MP Member for Franklin Franklin, Denison, Lyons March 2009 – June 2009 The Hon. Member for Fraser Fraser July 2008 – June 2009 Bob McMullan MP Ms Melissa Parke MP Member for Fremantle Fremantle July 2008 – June 2009 The Hon. Nicola Roxon MP Member for Gellibrand Gellibrand July 2008 – June 2009 The Hon. Andrew Robb Member for Goldstein Goldstein July 2008 – June 2009 AO, MP research The Hon. Brendan Member for Gorton Gorton July 2008 – June 2009 O’Connor MP The Hon. Anthony Member for Grayndler Grayndler July 2008 – June 2009 Albanese MP Mrs Louise Markus MP Member for Greenway Greenway July 2008 – June 2009 Mr Rowan Ramsey MP Member for Grey Grey July 2008 – June 2009 Table continues 200 Appendices | aec annual report 2008–2009

Recipient Constituency/position Roll data provided Date provided The Hon. Kevin Rudd MP Member for Griffith Griffith July 2008 – June 2009 The Hon. Member for Groom Groom July 2008 – June 2009 Ian Macfarlane MP Ms Sharryn Jackson MP Member for Hasluck Hasluck July 2008 – June 2009 Ms Sharryn Jackson MP Member for Hasluck Hasluck, Pearce January 2009 – June 2009 Mr Steve Georganas MP Member for Hindmarsh Hindmarsh July 2008 – June 2009 The Hon. Member for Holt Holt July 2008 – June 2009 Anthony Byrne MP The Hon. Simon Crean MP Member for Hotham Hothamfor July 2008 – June 2009 Mr Alby Schultz MP Member for Hume Hume July 2008 – June 2009 The Hon. Member for Hunter Hunter July 2008 – June 2009 Joel Fitzgibbon MP Mr Mark Dreyfus QC, MP Member for Isaacs Isaacs July 2008 – September 2008, November 2008, December 2008, February 2009 – June 2009 The Hon. Member for Jagajaga Jagajaga July 2008 – June 2009 Jenny Macklin MP The Hon. Bob Katter MP Member for Kennedy Kennedy July 2008 – June 2009 The Hon. Peter Garrett Member for Kingsford Kingsford Smith July 2008only – June 2009 AM, MP Smith Ms Amanda Rishworth MP Member for Kingston Kingston July 2008 – June 2009 Mr Petro Georgiou MP Member for Kooyong Kooyong July 2008 – September 2008, November 2008 – June 2009 ArchivedThe Hon. Julia Gillard MP Member for Lalor Lalor July 2008 – June 2009 Mr Jim Turnour MPhistorical Member for Leichhardt Leichhardt July 2008 – June 2009 The Hon. Wayne Swan MP Member for Lilley Lilley July 2008 – June 2009 Mr David Bradbury MP Member for Lindsay Lindsay July 2008 – June 2009 The Hon. Member for Lingiari Lingiari July 2008 – June 2009 Warren Snowdon MP Mr Jon Sullivan MP Member for Longman Longman July 2008 – June 2009 The Hon. John Murphy MP Member for Lowe Lowe July 2008 – June 2009 Mr Robert Oakshott MP Member for Lyne Lyne December 2008 – June 2009 The Hon. Dick Adams MP Memberresearch for Lyons Lyons July 2008 – June 2009 The Hon. Dick Adams MP Member for Lyons Lyons, Bass, Braddon, March 2009 – June 2009 Franklin The Hon. Bob Debus MP Member for Macquarie Macquarie July 2008 – June 2009 Mr Tony Zappia MP Member for Makin Makin July 2008 – June 2009 Mr John Forrest MP Member for Mallee Mallee July 2008 – June 2009 Table continues aEC annual report 2008–2009 | Appendices 201

Recipient Constituency/position Roll data provided Date provided The Hon. Bill Shorten MP Member for Maribyrnong Maribyrnong July 2008 – September 2008, November 2008 – June 2009 Mr Jamie Briggs MP Member for Mayo Mayo December 2008 – June 2009 The Hon. Fran Bailey MP Member for McEwen McEwan July 2008 – June 2009 The Hon. Member for Melbourne Melbourne July 2008 – June 2009 Lindsay Tanner MP Mr Michael Danby MP Member for Melbourne Melbournefor Ports July 2008 – June 2009 Ports Mr Graham Perrett MP Member for Moreton Moreton July 2008 – June 2009 Mr Tony Windsor MP Member for New England New England July 2008 – June 2009 Ms Sharon Grierson MP Member for Newcastle Newcastle July 2008 – June 2009 The Hon. Member for O’Connor O’Connor July 2008 – June 2009 Wilson Tuckey MP The Hon. Member for O’Connor O’Connor, Durack January 2009 – June 2009 Wilson Tuckey MP Mr Bernie Ripoll MP Member for Oxley Oxley July 2008 – June 2009 Ms Janelle Saffin MP Member for Page Page July 2008 – June 2009 Ms Julie Owens MP Member for Parramatta Parramatta July 2008only – June 2009 The Hon. Member for Perth Perth July 2008 – June 2009 Stephen Smith MP The Hon. Member for Perth Perth, Pearce, Stirling January 2009 – June 2009 Stephen Smith MP ArchivedMrs Yvette D’Ath MP Member for Petrie Petrie July 2008 – June 2009 The Hon. Mark Butler MP Member for Port Adelaide Port Adelaide July 2008 – June 2009 The Hon. Chris Bowen MPhistorical Member for Prospect Prospect July 2008 – June 2009 The Hon. Member for Rankin Rankin July 2008 – June 2009 Dr Craig Emerson MP The Hon. Member for Reid Reid July 2008 – June 2009 Laurie Ferguson MP The Hon. Justine Elliot MP Member for Richmond Richmond July 2008 – June 2009 Mrs Kay Hull MP Member for Riverina Riverina July 2008 – June 2009 Ms Belinda Neal MP Member for Robertson Robertson July 2008 – June 2009 Mr Harry Jenkins MP Member for Scullin Scullin July 2008 – June 2009 Ms Jill Hall MP researchMember for Shortland Shortland July 2008 – September 2008, November 2008 – June 2009 Mr Damian Hale MP Member for Solomon Solomon July 2008 – June 2009 Mr Michael Keenan MP Member for Stirling Stirling November 2008 Mr Steve Irons MP Member for Swan Swan July 2008 – June 2009 Table continues 202 Appendices | aec annual report 2008–2009

Recipient Constituency/position Roll data provided Date provided The Hon. Member for Sydney Sydney July 2008 – June 2009 Tanya Plibersek MP Ms Jennie George MP Member for Throsby Throsby July 2008 – June 2009 Mr Nick Champion MP Member for Wakefield Wakefield July 2008 – June 2009 The Hon. Tony Abbott MP Member for Warringah Warringah July 2008 – June 2009 The Hon. Tony Burke MP Member for Watson Watson July 2008 – June 2009 The Hon. Member for Wentworth Wentworth July 2008 – June 2009 Malcolm Turnbull MP Mr Chris Hayes MP Member for Werriwa Werriwafor July 2008 – June 2009 Mr Kelvin Thomson MP Member for Wills Wills July 2008 – October 2008, December 2008 – June 2009 Senator Kate Lundy Senator for the Australian Australian Capital July 2008 – June 2009 Capital Territory Territory Senator the Hon. Senator for New South Wales July 2008 – June 2009 Helen Coonan New South Wales Senator the Hon. Senator for New South Wales July 2008 – June 2009 John Faulkner New South Wales Senator Concetta Senator for New South Wales July 2008 – June 2009 Fierravanti-Wells New South Wales only Senator Michael Forshaw Senator for New South Wales July 2008 – June 2009 New South Wales Senator the Hon. Senator for New South Wales July 2008 – June 2009 Bill Heffernan New South Wales Senator Steve Hutchins Senator for New South Wales July 2008 – June 2009 ArchivedNew South Wales Senator Marise Payne Senator for New South Wales July 2008 – June 2009 historicalNew South Wales Senator the Hon. Senator for New South Wales July 2008 – June 2009 Ursula Stephens New South Wales Senator Trish Crossin Senator for the Northern Territory July 2008 – June 2009 Northern Territory Senator the Hon. Senator for Queensland Queensland July 2008 – June 2009 Ronald Boswell Senator Sue Boyce Senator for Queensland Queensland July 2008 – June 2009 Senator the Hon. Senator for Queensland Queensland July 2008 – June 2009 George Brandis SC research Senator Mark Furner Senator for Queensland Queensland December 2008 Senator the Hon. Senator for Queensland Queensland July 2008 – June 2009 John Hogg Senator the Hon. Senator for Queensland Queensland July 2008 – June 2009 Joe Ludwig Senator the Hon. Senator for Queensland Queensland July 2008 – June 2009 Ian Macdonald Table continues aEC annual report 2008–2009 | Appendices 203

Recipient Constituency/position Roll data provided Date provided Senator the Hon. Senator for Queensland Queensland July 2008 – June 2009 Brett Mason Senator the Hon. Senator for Queensland Queensland July 2008 – June 2009 Jan McLucas Senator Claire Moore Senator for Queensland Queensland July 2008 – June 2009 Senator Russell Trood Senator for Queensland Queensland July 2008 – June 2009 Senator Cory Bernardi Senator for South Australia July 2008 – June 2009 South Australia Senator Simon Senator for Southfor Australia July 2008 – June 2009 Birmingham South Australia Senator Don Farrell Senator for South Australia September 2008 – South Australia June 2009 Senator the Hon. Senator for South Australia July 2008 – June 2009 Alan Ferguson South Australia Senator Mary Jo Fisher Senator for South Australia July 2008 – June 2009 South Australia Senator Annette Hurley Senator for South Australia July 2008 – June 2009 South Australia Senator Anne McEwen Senator for South Australia July 2008 – June 2009 South Australia only Senator the Hon. Senator for South Australia July 2008 – June 2009 Nick Minchin South Australia Senator the Hon. Senator for South Australia July 2008 – June 2009 Penny Wong South Australia Senator Dana Wortley Senator for South Australia July 2008 – June 2009 ArchivedSouth Australia Senator the Hon. Senator for Tasmania Tasmania July 2008 – June 2009 Eric Abetz historical Senator Catryna Bilyk Senator for Tasmania Tasmania September 2008 – June 2009 Senator Bob Brown Senator for Tasmania Tasmania July 2008 – June 2009 Senator Carol Brown Senator for Tasmania Tasmania July 2008 – June 2009 Senator David Bushby Senator for Tasmania Tasmania July 2008 – June 2009 Senator the Hon. Senator for Tasmania Tasmania July 2008 – June 2009 Richard Colbeck Senator Christine Milne Senator for Tasmania Tasmania July 2008 – June 2009 Senator Kerry O’Brienresearch Senator for Tasmania Tasmania July 2008 – June 2009 Senator Stephen Parry Senator for Tasmania Tasmania July 2008 – June 2009 Senator Helen Polley Senator for Tasmania Tasmania July 2008 – June 2009 Senator the Hon. Senator for Tasmania Tasmania July 2008 – June 2009 Nick Sherry Senator the Hon. Senator for Victoria Victoria July 2008 – June 2009 Kim Carr Table continues 204 Appendices | aec annual report 2008–2009

Recipient Constituency/position Roll data provided Date provided Senator Jacinta Collins Senator for Victoria Victoria July 2008 – June 2009 Senator the Hon. Senator for Victoria Victoria July 2008 – June 2009 Stephen Conroy Senator Steve Fielding Senator for Victoria Victoria July 2008 – June 2009 Senator Mitch Fifield Senator for Victoria Victoria August 2008, September 2008, November 2008 – June 2009 Senator Gavin Marshall Senator for Victoria Victoria July 2008 – October 2008, for December 2008 – June 2009 Senator Julian McGauran Senator for Victoria Victoria July 2008 – December 2008, February 2009 – June 2009 Senator the Hon. Senator for Victoria Victoria July 2008 – June 2009 Michael Ronaldson Senator Scott Ryan Senator for Victoria Victoria September 2008 – June 2009 Senator Judith Adams Senator for Western Australia July 2008 – June 2009 Western Australia Senator Chris Back Senator for Western Australia May 2009 – June 2009 Western Australia only Senator Mark Bishop Senator for Western Australia July 2008 – June 2009 Western Australia Senator Michaelia Cash Senator for Western Australia November 2008 – Western Australia June 2009 Senator Senator for Western Australia July 2008 – June 2009 ArchivedMathias Cormann Western Australia Senator Alan Eggleston Senator for Western Australia July 2008 – June 2009 historicalWestern Australia Senator the Hon. Senator for Western Australia July 2008 – January 2009 Christopher Ellison Western Australia Senator the Hon. Senator for Western Australia July 2008 – June 2009 Christopher Evans Western Australia Senator the Senator for Western Australia July 2008 – June 2009 Hon. David Johnston Western Australia Senator Louise Pratt Senator for Western Australia September 2008, Western Australia November 2008 – researchJune 2009 Senator Rachel Siewert Senator for Western Australia July 2008 – June 2009 Western Australia Senator Glenn Sterle Senator for Western Australia July 2008 – June 2009 Western Australia aEC annual report 2008–2009 | Appendices 205

Table 51 Provision of information to federally registered political parties, 2008–09

Political party recipient Roll data provided Date provided Australian Democrats – National July 2008 National Secretariat Australian Greens – Victoria July 2008 – June 2009 Victoria Australian Greens – South Australia July 2008 – June 2009 South Australia Australian Labor Party – Australian Capital Territory July 2008 – June 2009 Australian Capital Territory Branch for Australian Labor Party – New South Wales January 2009 – June 2009 New South Wales Branch Australian Labor Party – New South Wales July 2008 – November 2008, New South Wales Branch January 2009 – June 2009 Australian Labor Party – Queensland July 2008 – June 2009 Queensland Branch Australian Labor Party – South Australia July 2008 – June 2009 South Australian Branch Australian Labor Party – Victoria July 2008 – June 2009 Victorian Branch Australian Labor Party – Western Australia November 2008only – June 2009 Western Australia Branch Australian Labor Party – Victoria November 2008 – June 2009 Victorian Branch Australian Labor Party – National July 2008 – June 2009 Federal Secretariat ArchivedChristian Democratic Party Western Australia July 2008 – June 2009 Citizens Electoral Council of Victoria July 2008 – June 2009 Australia historical Family First Party Australia South Australia December 2008, January 2009 Liberal Party of Australia – National July 2008 – June 2009 Federal Secretariat Liberal Party of Australia – New South Wales July 2008 – November 2008, New South Wales Division January 2009 – June 2009 Liberal Party of Australia – Queensland July 2008 – April 2009 Queensland Division Liberal Party of Australia – Victoria July 2008 – June 2009 Victorian Division research Liberal Party of Australia – Western Australia July 2008 – June 2009 Western Australian Division National Party of Australia – New South Wales, Victoria, July 2008 – June 2009 Federal Secretariat Queensland, Western Australia, South Australia and Australian Capital Territory Table continues 206 Appendices | aec annual report 2008–2009

Political party recipient Roll data provided Date provided National Party of Australia – Queensland July 2008 – April 2009 Queensland Branch National Party of Australia – Victoria July 2008, September 2008 – Victorian Branch June 2009 National Party of Australia – South Australia July 2008 – June 2009 South Australian Branch National Party of Australia – Western Australia July 2008 – June 2009 Western Australian Branch Republican Party of Australia New South Wales forAugust 2008, October 2008 – June 2009 The Greens – New South Wales New South Wales July 2008 – June 2009

only Archived historical

research aEC annual report 2008–2009 | Appendices 207

Appendix G – Ecologically sustainable development

The AEC strives to use natural resources efficiently, manage waste, and reduce energy consumption. The AEC provides an annual report on its environmental performance in accordance with s. 516A of the Environment Protectionfor and Biodiversity and Conservation Act 1999 (EPBC Act).

Activities and administration of legislation accord with ESD principles The AEC is responsible for conducting federal elections and referendums and for maintaining the Commonwealth electoral roll. The AEC’s business activities are not directly linked to the principles of environmentally sustainable development (ESD), as these activities do not impact on matters of national environmental significance as outlined under the EPBC Act. No legislation is administered by the AEC in relation to the EPBC Act. Outcomes contribute to ESD only The AEC’s outcomes do not have a relationship with ESD objectives.

Activities that affect the environment The AEC’s activities do not impact on matters of national environmental significance. However, Archivedthe AEC endeavours to use fully recyclable or at least partially recyclable products wherever possible: the cardboard products used for polling places materials are one example. To reduce office paper consumption, all AEC printers have a default setting of double-sided printing. Environmental impactshistorical are also considered in the design and layout of all new or upgraded accommodation.

Measures taken to minimise the effect of activities on the environment In 2008–09, the AEC minimised the effect of its operations on the environment by: • using a fully serviced facility for the recycling of paper, cardboard, PET plastics, aluminium and glass containers at national office – 221 000 litres of recyclable material was collected • implementing toner-recyclingresearch boxes for the collection of spent toner cartridges • purchasing low-energy appliances such as whitegoods for kitchens. The AEC’s strategies comply with the recommendations of the Australian National Audit Office Audit Report No. 47 of 1998–99, the Energy Efficiency in Government Operations Policy issued by the Department of the Environment, Water, Heritage and the Arts, and the Fleet Monitoring Body guidelines in relation to the use of ethanol. 208 Appendices | aec annual report 2008–2009

Throughout the year, 50 per cent of the AEC’s business vehicle fleet met or exceeded the recommended Green Vehicle Guide rating of 10.5 or better. The vehicles that did not meet the Green Vehicle Guide target were specific goods-carrying vehicles. The energy usage for tenant light and power for 2007–08 in the AEC’s national office was approximately 10 875 megajoules (MJ) per person. This represents an increase from usage in 2006–07 of 9 149 MJ per person and corresponds with a small decrease in the number of staff in the National Office. This energy consumption is above the target of less than 7500 MJ per person per annum for tenant light and power set for 2011–12 in the Energy Efficiency in Government Operations Policy, issued by the Department of the Environment, Water,for Heritage and the Arts. The AEC is working with the owner of the building, the Department of Finance and Deregulation, to plan and prepare a detailed business case for the refurbishment of the building, which will address the capacity of the building to achieve current building and energy efficiency standards. The AEC is working with its contracted property services provider for its other properties to develop and implement strategies to reduce energy consumption in divisional and state offices. only Archived historical

research aEC annual report 2008–2009 | Appendices 209

Appendix H – Consultancies

The AEC may engage consultants under s. 35(2) of the Commonwealth Electoral Act 1918, and may determine the terms and conditions of engagement of those consultants under s. 35(4) of that Act. Consultants may also be engaged in accordancefor with the Financial Management and Accountability Act 1997. The AEC has taken into account the Department of the Prime Minister and Cabinet’s Requirements for annual reports, which define a ‘consultant’ as an individual, partnership or corporation engaged to provide professional, independent and expert advice or services. The AEC also considers: • whether the services involve the development of an intellectual output that assists with agency decision-making • whether the output reflects the independent views of the service provider. If the answer to both questions is ‘yes’, the AEC categorises the arrangement asonly a consultancy. When engaging consultants for work with a value up to $79 999, the AEC generally seeks quotes from prospective consultants according to the AEC Policy and Procedures for Procurement. If the expected value of the consultancy is $80 000 or more, AEC staff are required to follow the policy and procedures in the Guidance on the Mandatory Procurement Procedures—January Archived2005 (Financial Management Guidance No. 13). Consultants can only behistorical engaged by senior management in accordance with the AEC Financial Delegations Schedule. Table 52 provides details of consultancy contracts let by the AEC. research 210 Appendices | aec annual report 2008–2009

Table 52 Consultancy contracts to the value of $10 000 or more let during 2008–09 Consultant Description Contract price Selection Justificationb including GST ($) processa KPMG Probity advice 13 200 Panel C KPMG Probity advice 11 137 Panel C KPMG Probity advice 38 500 Panel C EWK International Specialised selection 59 400 Direct Source B services and merit testing for executive recruitment for Veritas Advisory Probity advice 24 750 Direct Source C Pty Ltd Protiviti Probity advice 22 000 Select C Aspect Design and 65 000 Direct Source B Organisational organisation of Psychologists strategic workshops Pty Ltd and professional analysis of AEC organisational issues and priorities Total 233 987 only

GST = goods and services tax

a Explanation of selection process terms drawn from the Commonwealth Procurement Guidelines (December 2008)

Open tender: A procurement procedure in which a request for tender is published inviting all businesses that Archivedsatisfy the conditions for participation to submit tenders. Public tenders are generally sought from the Australian Government AusTender Internet site. Select tender: A procurementhistorical procedure in which the procuring agency selects which potential suppliers are invited to submit tenders. This procurement process may only be used under certain defined circumstances.

Direct sourcing: A form of restricted tendering, available only under certain defined circumstances, with a single potential supplier or suppliers being invited to bid because of their unique expertise and/or their special ability to supply the goods and/or services sought.

Panel: An arrangement under which a number of suppliers, initially selected through an open tender process, may each supply property or services to an agency as specified in the panel arrangements. Quotes are sought from suppliers that have pre-qualified on the agency panels to supply to the government. This category includes standing offers and supplier panels where the supply of goods and services may be provided for a pre-determined length of time, usually at a pre-arrangedresearch price. b Justification for decision to use consultancy:

A—skills currently unavailable within agency

B—need for specialised or professional skills

C—need for independent research or assessment. aEC annual report 2008–2009 | Appendices 211

Appendix I – Industrial and fee-for-service elections statistics

Table 53 provides a statistical breakdown by state or territory of industrial and fee-for-service elections undertaken by the AEC in 2008–09. for Table 53 Details of industrial elections and fee-for-service elections, 2008–09

NSW Vic. Qld WA SA Tas. ACT NT Total

Elections and ballots

Contested 25 25 7 12 6 10 8 4 97 industrial elections Uncontested 35 61 32 29 32 28 21 12 250 industrial elections Protected 58 87 24 27 11 14only 9 0 230 action ballots Fee-for- 20 27 22 8 4 13 10 0 104 service collective agreement ballots ArchivedFee-for- 17 9 5 3 2 1 1 2 40 service elections and historical other ballots Other –––––––– – elections and ballots Total 155 209 90 63 71 66 49 18 721 Offices – industrial elections Positions 1 261 3 725 643 781 684 289 642 97 8 122 available Unfilled 353research 2 536 111 215 229 47 230 12 3 733 positions Total 1 614 6 261 754 996 913 336 872 109 11 855 Table continues 212 Appendices | aec annual report 2008–2009

NSW Vic. Qld WA SA Tas. ACT NT Total Candidates – industrial elections Candidates 238 300 96 77 237 47 84 17 1 096 for contested positions Candidates 805 1 142 527 559 378 221 377 76 4 085 for uncontested positions Total 1 043 1 442 623 636for 615 268 461 93 5 181 Ballot papers Issued 228 860 141 140 142 956 8 083 76 137 4 713 224 264 8 354 834 507 (industrial) Returned 55 884 33 990 23 113 2 822 20 098 2 379 40 152 2 416 180 854 (industrial) Issued 19 282 17 425 2 838 769 2 510 1 333 288 – 44 445 (protected action) Returned 14 063 11 942 2 157 589 1 748 877 288 – 31 664 (protected action) Issued (fee- 9 317 55 317 15 811 1 134 1 340 4 501 17 191only – 104 611 for-service collective agreements) Returned 5 525 23 565 9 947 757 984 2 533 11 766 – 55 077 (fee-for- Archivedservice collective agreements) historical Issued (other 54 788 55 856 8 532 1 655 3 788 284 5 74 124 982 fee-for- service) Returned 10 355 32 783 3 828 712 1 396 143 5 74 49 296 (other fee-for- service) Total issued 312 247 269 738 170 137 11 641 83 775 10 831 241 748 8 428 1 108 545 Total 85 827 102 280 39 045 4 880 24 226 5 932 52 211 2 490 316 891 returned research aEC annual report 2008–2009 | Appendices 213

Appendix J – Publications

The AEC produces a wide range of publications, in print, electronic and audiovisual formats. Publications can be obtained through the AEC website (www.aec.gov.au) or by telephoning 13 23 26. for Table 54 shows the AEC information products that were available to the public in 2008–09. Symbols indicate the publication format: hard copy , online , CD , DVD or VHS .

Table 54 Publications available from the AEC, 2008–09

Corporate

Annual reports, 1998–99 to 2007–08 | Documents the AEC’s performance for the financial year. Provides a mechanism for coordinating the AEC’s efforts Disability Action Plan 2008–11 to meet its responsibilities under the Commonwealth Disability Strategy. only Service Charter | Explains how the AEC achieves its committed objectives. Provides information about AEC programs, activities and The Tally Board, Issues 1–5 | electoral issues. Education All You Ever Wanted to Know Explains how democracy works, including information on | ArchivedAbout Democracy the history of voting in Australia. Explains the democratic system in Australia, covering Australia Votes historicalenrolling and voting. Provides information on the history of referendums, Australian Referendums 1906–99 including referendum questions and results. Provides an outline of the referendum process, and Constitutional Referendums | includes details of all referendums to date. Count me in! Provides information on the structure of Australian (formerly Australian Democracy | democracy and the voting process for the Parliament Magazine) of Australia. Delivering Democracy – | Outlines the AEC’s wide range of educational resources. education services research Connects students with important themes in democracy, such as participation, representation and Democracy Rules | the investigation of developing democracies – includes interactive activities. Traces the development of representative democracy Democracy the Australian Way and the franchise in Australia from before federation to the present day. Table continues 214 Appendices | aec annual report 2008–2009

Education Explains how votes are counted in federal elections for Down for the Count the House of Representatives and the Senate. Explains how a federal election is planned and Every Vote Counts conducted, set against the background of the 2004 federal election. Federation information and Cover four topics pertaining to Australian federation. activity sheets Provides information on the history of Indigenous History of the Indigenous Vote | people’sfor right to vote in Australia. Explains why participation is important, how to enrol and Vote – It’s Important how to vote correctly (presented by Cathy Freeman and David Ngoombujarra). General information Fact sheet – Australian Defence Forces Explains how Defence personnel can enrol to vote for the electoral guide electoral division of their home. Fact sheet – By-elections Explains how and why by-elections are held. Fact sheet – Deadlines for enrolment Lists important changes in the deadlines for enrolling to for federal elections vote (available in 22 languages). Fact sheet – Enrolling and voting for Explains how to enrol and vote if you are experiencing people experiencing homelessness homelessness. only Fact sheet – How to vote | Explains how to vote (available in 22 languages). Explains voting entitlements for prisoners aged 18 Fact sheet – Prisoner enrolment years or older, serving a sentence of less than three and voting years, serving a sentence of periodic detention, on early release, or on parole. Fact sheet – Proof of identity for Lists three ways a voter can demonstrate proof of identity Archivedenrolment for enrolment (available in 22 languages). Explains that Australian citizens vote to elect Fact sheet – Three levels ofhistorical representatives to each of three levels of government – government federal, state or territory, and local (available in 22 languages). Gives people information to help them correctly complete Fact sheet – Tips on filling in your their electoral enrolment form (available in electoral enrolment form 22 languages). Provides information for people who are interested in How to Nominate for Federal nominating as candidates for election to the House of Parliamentary Elections Representatives or the Senate. Your vote is a valuable thing – researchProvides information on enrolling and voting in a guide to enrolling and voting in | federal elections. federal elections Table continues aEC annual report 2008–2009 | Appendices 215

Election or event-specific information Behind the Scenes: The Election Report Provides information about how the AEC conducted all 2001 aspects of a federal election. 2004 | Candidate’s Handbook – Provides information for candidates standing for election | 2007 federal election for the House of Representatives or the Senate. Provides information for candidates standing for election Candidate’s Handbook for by-elections for the House of Representatives in a by-election. Is used to identify in which electoral division an address Division finders | is located.for Lists localities and, where localities are split across divisions, lists the streets in those localities. Provides details of the boundaries of each division, to street name level (in many cases, only major roads/ Divisional maps streets). These maps are available from AEC divisional offices at a cost of $10.80 each. Electoral Pocketbook

2001 Contains results and other information on a federal 2004 | election, in a handy size for easy access. 2007 | | Provides maps of electoral divisions as set by Electoral redistribution 1901–1988 redistributions from 1901 to 1988.only Federal Electoral Boundaries Map Provides information on electoral boundaries and 2001, 2004 and 2007 | electoral divisions, as they existed at the related election. Federal Election Statistics Provides the federal election statistics in Excel tables and text-delimited files; includes data import files for people 1993, 1996, 1998, 2001 and 2004 | who wish to build their own databases or to analyse Archived2007 election results. Federal Election Results Map Provides information on electoral boundaries, election historicalresults and electoral divisions for the House of 2001, 2004 | Representatives and the Senate. Provides information on electoral boundaries, election 2007 Federal Election House of | results and electoral divisions for the House of Representatives Results Map Representatives. Provides statistical and demographic information on the National Electoral Division Profiles 150 federal electoral divisions in Australia. Provides details of electoral boundary redistributions Redistribution reports 2004 to 2009 | (including proposed redistributions). Scrutineer’s Handbook – Provides information for scrutineers at the research| 2007 federal election federal election. Scrutineer’s Handbook for by-elections Provides information for scrutineers during a by-election. Provides information to support understanding of the Electoral Backgrounders Nos. 14–20 | aspects of electoral legislation that give rise to most questions and complaints during an electoral period. Table continues 216 Appendices | aec annual report 2008–2009

Election or event-specific information Electoral Newsfiles Provides regular information bulletins on electoral Nos. 70–135 | events, redistributions, legislative changes and other electoral issues, from 1997 to 2007. Nos. 1–69 Funding and disclosure Provides guidance on the process for the registration of Federal Registration of Political | political parties, the operation of the Register of Political Parties Handbook Parties, and party deregistration. Funding and Disclosure Handbook Assists associated entities of registered political parties for Associated Entities 2006, 2007 | to betterfor understand the requirements of the financial and 2008 disclosure provisions of Australian electoral law. Funding and Disclosure Handbook Assists third parties to understand the financial for Third Parties Incurring Political | disclosure provisions of Australian electoral law. Expenditure 2008 Assists donors to better understand the requirements Funding and Disclosure Handbook for | of the financial disclosure provisions of Australian Donors 2006 and 2007 electoral law. Assists donors to better understand the requirements Funding and Disclosure Handbook for | of the financial disclosure provisions of Australian Political and Election Donors 2008 electoral law. Assists registered political parties to better understand Funding and Disclosure Handbook for | the requirements of the financial disclosureonly provisions Political Parties 2006, 2007 and 2008 of Australian electoral law. Assists candidates and Senate groups to understand the Funding and Disclosure Handbook for | election funding and disclosure provisions of Australian Candidates 2007 electoral law. Provides an analysis of the election funding and Funding and Disclosure Election Report Archived| financial disclosure schemes as they operated at the 1996, 1998, 2001 and 2004 federal election. Industrial elections historical Industrial Elections – A Guide for Provides general information about elections conducted Organisations Registered under the under the Workplace Relations Act, for registered Workplace Relations Act 1996 industrial organisations and their members. Industrial Elections – Model Rules for Contains a set of model rules to comply with s. 147 of the Conduct of Elections for Office Schedule 1B of the Workplace Relations Act. Outlines the steps in the conduct of industrial elections Industrial Elections – Procedures and identifies the roles and responsibilities of the major stakeholders. researchExplains the main features of the most commonly used voting systems and the fundamental differences Industrial Elections – Voting Systems between them. aEC annual report 2008–2009 | Appendices 217

Appendix K – Fraud control certification

Electoral Commissioner for

Annual Report 2008–09 – Fraud control certification I, Ed Killesteyn, Electoral Commissioner, certify to the Minister for Finance and Deregulation that I am satisfied that the AEC has: • conducted fraud risk assessments and prepared fraud control plans that comply with the Commonwealth Fraud Control Guidelines • put in place appropriate fraud prevention, detection, investigation and reporting procedures and processes • collected and reported annual fraud data in compliance with the Commonwealth Fraud Control Guidelines. only Archived historical

research

West Block Offices, Queen Victoria Terrace, Parkes ACT 2600 Years serving PO Box 6172, Kingston ACT 2604 the Australian community Tel 02 6271 4780 Fax 02 6271 4554 www.aec.gov.au ABN 21 133 285 851 25 for

only Archived historical

research for

referencesonly

Abbreviations and acronyms Archived Compliance index historicalAlphabetical index

research 220 references | aec annual report 2008–2009

Abbreviations and acronyms

AAT Administrative Appeals Tribunal AEC Australian Electoral Commission AEO Australian Electoral Officer ANAO Australian National Audit Office APS Australian Public Service APSC Australian Public Service Commission AWA Australian Workplace Agreement for BRIDGE Building Resources in Democracy, Governance and Elections CDR Court of Disputed Returns CRU Continuous Roll Update EEC Electoral Education Centre Electoral Act Commonwealth Electoral Act 1918 EMG Executive Management Group EPBC Act Environment Protection and Biodiversity Conservation Act 1999 ESD environmentally sustainable development FOI Act Freedom of Information Act 1982 GENESIS general enrolment, elections support and information system only GST goods and services tax Hon., the the Honourable (a title accorded to certain senior Commonwealth office holders) HRSD Human Resources Strategy and Development Section ICT information and communication technology ArchivedILS Australian Public Service Commission’s Integrated Leadership System JSCEM Joint Standing Committee on Electoral Matters LGA Localhistorical Government Area MP Member of Parliament NACARAS North and Central Australian Remote Area Strategy OHS occupational health and safety OHS Act Occupational Health and Safety Act 1991 PIANZEA Pacific Islands, Australia and New Zealand Electoral Administrators’ Network PMP Performance Management Program Privacy Act Privacy Act 1988 PSM Public Serviceresearch Medal QC Queen’s Counsel SCVP School and Community Visits Program SES Senior Executive Service STAE East Timor’s Technical Secretariat for Electoral Administration, known in Portuguese as Secretariado Técnico de Administração Eleitoral WAEC Western Australian Electoral Commission YES Youth Electoral Study aEC annual report 2008–2009 | references 221

Compliance index

Description Page (s) Letter of transmittal iii Table of contents v Index 221 Abbreviations 220 Contact officer ii Internet home page address and Internet address for reportfor ii Review by the Electoral Commissioner 4–9 Agency overview Overview description 14–23 Role and functions 15 Organisational structure 19 Outcome and output structure 14 Variation to output structure None to report Report on performance Review of performance during the year in relation to outputs and contribution 26–89 to outcomes only Actual performance in relation to performance targets set out in PBS/PAES See outcome and output reports Purchaser–provider arrangements 28, 48, 75 Variation to performance targets None to report Narrative discussion and analysis of performance See outcome and Archived output reports Factors, events and trends influencing departmental performance See outcome and historical output reports Significant changes in nature of principal functions/services None to report Performance against service charter customer service standards, complaints data, 95, 97, 105, and the agency’s response to complaints 106, 117 Social justice and equity impacts 99 Discussion and analysis of the agency’s financial performance 126 Discussion of any significant changes from the prior year or from budget None to report Summary resources tables 174–177 Post 30 June 2009 developmentsresearch None to report Management and accountability Corporate governance 92–99 Statements of the main corporate governance practices in place 92–99 Names of the senior executive and their responsibilities 19 Senior management committees and their roles 92–95 Corporate and operational planning and associated performance reporting 94–96 and review 222 references | aec annual report 2008–2009

Description Page (s) Approach adopted to identifying areas of significant financial or operational risk and 97–98 arrangements in place to manage risk Certification of fraud control measures in place 217 Policy and practices on the establishment and maintenance of appropriate 98 ethical standards How nature and amount of remuneration for Senior Executive Service employees 98 is determined External scrutiny Significant developments in external scrutiny for 105–108 Judicial decisions and decisions of administrative tribunals 105–108 Reports by the Auditor-General, a parliamentary committee or the 105–108 Commonwealth Ombudsman Management of human resources Assessment of effectiveness in managing and developing human resources to 109–115 achieve departmental objectives Workforce planning, staff turnover and retention 109–110 Impact and features of certified agreements, Australian Workplace Agreements and 111–112 s. 24(1) determinations Training and development undertaken and its impact 112, 118–only119 Occupational health and safety performance 113–114, 184–186 Statistics on staffing 115, 179–183 Performance pay 112 Purchasing 121 ArchivedAssets management 120 Consultants and competitive tendering and contracting 122, 209–210 Commonwealth Disability historicalStrategy 116–119 Financial statements 130–171 Other information Advertising and market research 192 Correction of material errors in previous annual report Table 7 at page 33 of the AEC’s 2007–08 Annual Report was previously corrected. The corrected version is available on the researchAEC website. Grant programs 122 Ecologically sustainable development and environmental performance 207–208 Expenditure on legal services 101 Freedom of information 187–191 Occupational health and safety 184–186 aEC annual report 2008–2009 | Appendices 223

Alphabetical index

A Australian Democrats, review of eligibility, 55 abbreviations and acronyms, 220 Australian Fishing and Lifestyle Party, Aboriginal and Torres Strait Islander Act 2005, 63 forapplication for registration, 105–106 accidents, workplace, 114 Australian Human Rights Commission, 105, see also occupational health and safety, 106, 116 annual report on Australian National Audit Office, 97, 108 accountability, organisational, 92–113 access clauses, 123 achievements, summary of, 10–11 independent report, 131–132 acronyms and abbreviations, 220 Australian Public Service Commission State Adelaide Electoral Education Centre, 78–79 of the Service Employment Survey, 7, 103, closure of, 7, 77 110–111, 114 Administrative Appeals Tribunal, 105–106 Australian Workplace Agreements, 111 Administrative Appeals Tribunal Act 1975, 105 Australia’s involvement in peacekeeping operations, 68 administrative scrutiny, 105–106 only advertising and market research, 192 B aim, organisational, 15 ‘balanced scorecard’ reporting, 101 Analysis of informal voting (House of ballot papers, formality guidelines, review of, Representatives 2007 election) 46–47, 51 (research report), 51 Bangladesh, observation of parliamentary Archivedappeals, against registration decisions, 54, elections, 67 105–106 Better practice guide: Business continuity appendices, 174–217 historicalmanagement – building resilience in public Archives Act 1983, 100 sector entities (ANAO report), 108 Arthur Dent v AEC and Another (court case), 107 birthday cards, as stimulus for enrolment, 36 Asia–Pacific region branding, corporate, 73, 74, 88–89, 103, 110 electoral capacity building, 48, 65–67, 113 BRIDGE; see Building Resources in Democracy, assets management, 120 Governance and Elections program audits Building Resources in Democracy, Governance of election preparation, 108 and Elections program, 48, 65–67 of electoral roll quality, 34 case study of implementation in East Timor, 69 of funding disclosure returns, 56, 58 Business Assurance Committee, 93–94, 97 of IT facilities at electoralresearch education centres, 77 business continuity, management of, 97, 108 see also external scrutiny; internal audit Business Investment Committee, 93 AusAID, 8, 65, 66, 113 business plans and planning, 77, 94–95, 96 strategic partnership with, 48, 67 see also Strategic Plan 2009–2014 AusTender, 121, 123 by-elections, 2, 6, 38, 47, 49, 51–52, 87, 107 Australian Capital Territory, 82 election funding for, 57–58 Legislative Assembly elections, 38 224 Appendices | aec annual report 2008–2009

C Communist Alliance Party, appeal against call centre services, 3, 86, 88, 102, 120 registration decision, 54 ‘call-to-action campaign’, 87 Community Electoral Information Officer Canada, observation of general election, 67 program, review of, 84 Capability Framework, 109, 113 community groups, public awareness programs capacity building for, 84 Asia–Pacific region, 48, 65–67, 113 see also School and Community Visits Program Career Development Assessment Centre, 113 complaints management, 97, 105, 106 career markets, as site for enrolment drives, compliance reviews, funding disclosure returns, 82–83 56, 58 case studies forsee also audits BRIDGE program implementation in ‘conductmyelection’ electronic mailbox, 59 East Timor, 69 constitutional conventions, school, 82 efforts to identify missing voters, 40 consultancies, 123, 209–210 modernisation of office productivity software, 104 consultative forums, staff, 110–111 School and Community Visits Program staff contact training, 85 FOI, 190 Western Australian state election, 62 organisational, vii, 20 Centrelink, 3, 31, 88 Continuous Roll Update (CRU) program, 3, 31, Civic Education Development Project, 66–67 34, 89 Civics and Citizenship Education Annual contracts, 123, 209–210 Stakeholder Meeting, 82 election related, 51 only civics education programs; see education corporate governance, 92–99 programs; electoral education centres; School see also reporting framework and Community Visits Program corporate plans, 94–95, 96 ‘Civics in Action’, 78 see also Strategic Plan 2009–2014 classification, staff, 111–112 court cases, 7, 46, 51, 100, 106–107 ArchivedCode of Conduct procedures, 98 see also Administrative Appeals Tribunal collective agreement ballots, industry, 59, 60 Court of Disputed Returns, 7, 46, 51, 100, 106 Collective Agreement 2007–10,historical 98, 111, 114 Crimes Act 1914, 100 Comcare premium, 114 culturally and linguistically diverse groups, as commercial companies, provision of electoral roll target for public awareness activities, 83, 99 products to, 39, 197 Commissioner’s review, 4–9 D Commissioners, 16, 92 delegations and forums, international, 67–68 Commonwealth Criminal Code Act 1995, 100 Dent v Wight and Another (court case), 107 Commonwealth Disability Strategy, compliance Department of Defence personnel, education report, 116–119 programs for, 68, 84 Commonwealth Electoral Act 1918, 2, 7, 16, 100, deregistration of political parties, 47, 54, 55, 57 105, 106 research see also registration of political parties; re- Commonwealth Electoral Amendment (Political registration of political parties Donations and Other Measures) Bill 2008, 101 development, staff; see staff development Commonwealth of Australia Gazette, 42, 43 programs; training Commonwealth Ombudsman, 106 Disability Action Plan 2008–11, 114, 116 Commonwealth Procurement Guidelines, 117, 121 Disability Advisory Committee, 116, 117 communication strategies, 5, 86–89 Disability Discrimination Act 1992, 118 see also internal communication disability groups, programs for, 84, 117–119 aEC annual report 2008–2009 | Appendices 225

diversity, workplace, 114–115 case study, 40 Division of McEwen enrolment transactions; see enrolment activities dispute of election result, 7, 46, 51 Environmental Purchasing Guide and Checklists divisional offices, 20, 21 2008–09, 122 Donations, Funding and Expenditure (Green ethical standards, personnel, 98 Paper), 7 e-voting capacity, development of, 60 see also Green Paper on Electoral Reform Executive Management Group, 92–93 external scrutiny, 105–108 E see also audits; internal audit; Joint Standing East Timor, electoral capacity building, 48, 67 Committee on Electoral Matters case study, 69 for ecologically sustainable development, report, F 207–208 Federal Registration of Political Parties education programs, 5, 7, 72, 73, 74, 76–79, Handbook, 55 80–85 fee-for-service elections, 20, 47, 59–61, 211–212 see also public awareness activities feedback, visitor and stakeholder, 50, 72, 76, 78, education resources, review of, 82 81, 95, 97 election funding, disclosure of, 2, 6, 47, 53, 55, Financial Management and Accountability Act 56–58, 120 1997 (FMA Act), 92, 93, 100 election information, delivery of, 3 financial performance Election Management System (ELMS), 3, 46, statements, 131–171 47, 120 summary analysis, 126 Election Preparation Program, 6, 46, 50 Fishing Party, appeal againstonly registration ‘election ready’ date and theme, 46, 50 decision, 105–106 elections procedures manuals, review of, 46, 50 flexible working conditions, 114 electoral boundary redistribution processes, 6, forums and delegations, international, 67–68 27, 38, 41–43 fraud control, 97–98 Electoral Council of Australia, 8 certification, 217 Archivedelectoral education; see education programs; see also external scrutiny; internal audit electoral education centres; School and Fraud Control Committee, 98 Community Visits ProgramhistoricalFreedom of Information Act 1982 (FOI Act), 100, electoral education centres, 20, 76–79 105, 123 closure of, 7, 77 annual report on, 187–191 visitor numbers, 72 funding disclosure, 2, 6, 47, 53, 55, 56–58, 120 see also education programs Electoral Education Network meeting, 82 G electoral reforms, green paper, 6–7, 100 general enrolment, election support and Electoral roll management (Output 1.1.1), 29–40 information system (GENESIS), 3, 39, 120 electoral roll products, provision of, 6, 27, 29, GENESIS Application Processing System (GAPS), 38–39, 193–206 research3, 120 electoral roll quality, 34 see also general enrolment, election support electronic roll, 38 and information system (GENESIS) email inquiry services, 82, 86, 88 governance, corporate, 92–99 employee engagement strategy, 103 see also reporting framework employment agreements, AEC, 111–112 government agencies Enrol to Vote Week, 5, 36, 73, 74, 88 cooperation with, 7, 8, 31, 68, 74, 77, 89 (see also partnerships) enrolment activities, 4–5, 26, 31, 32–34, 86–87 226 Appendices | aec annual report 2008–2009

provision of electoral roll products to, 38, 39, 196 International Foundation for Electoral Systems, 66 graduate program, 110 International Institute for Democracy and grant programs, 123 Electoral Assistance, 65–66, 67 Green Paper on Electoral Reform, 6–7, 100 interpreter services, phone, 88 intranet, AEC, 87, 103 H Health and Safety Management Arrangements, J implementation of, 109, 113–114 joint roll partnerships, 6, 10, 27, 29, 38, 39 Help End Marijuana Prohibition Party Joint Standing Committee on Electoral Matters, 5, appeal against registration decision, 54 6–7, 36, 37, 48, 50, 100, 101, 102–103, 105 history, organisational, 2–3 judicialfor scrutiny, 106–107 History Week, 78 see also court cases homeless people, public awareness programs K for, 84 key performance indicators human resources management, 8, 109–119 Output 1.1.1: Electoral roll management, 29 Human Rights and Equal Opportunity Commission Act 1986, 105 Output 1.1.2: Support for electoral redistributions, 41 Human Rights Commission, Australian, 105, 106, 116 Output 2.1.1: Federal elections, by-elections and referendums, 49 I Output 2.1.2: Party registrations, 53 independent review of AEC procedures relating to Output 2.1.3: Funding and disclosure ballot papers, 46–47, 51 services, 56 only Indigenous Australians Output 2.1.4: Fee-for-service elections, 59 involvement in electoral process, 7, 28, 72, Output 2.1.5: Industrial and Torres Strait 74, 99 Regional Authority elections, 63 see also Indigenous Electoral Participation Output 2.1.6: Advice and assistance in Program overseas elections, 65 ArchivedIndigenous Electoral Participation Program, 28, Output 3.1.1: Electoral education centres, 76 74, 83–84, 114 Output 3.1.2: School and community Indonesia, observations ofhistorical legislative election, 67 programs, 80 induction program, 113 Output 3.1.3: Communication strategies and industrial elections, 20, 48, 63–64, 211–212 services, 86 Industrial Registrar, 64 Kinglake, election of bushfire recovery team, 60 informal voting, research on, 47, 51 L information and communications technology, 102 leadership and management framework, 95 case study, 105 leadership capabilities, development of, 8, injury management, 114 109, 113 inquiry services, general, 88 learning and development; see staff development interagency cooperation, 7,research 8, 31, 68, 74, 77, 89 programs see also partnerships Learning and Development Framework, 109, 112 internal audit, 97 legal services, 100–101 see also audits; external scrutiny legislative assembly elections, 38 internal communication, 7, 102–103 legislative framework, 16, 17 international activities, 8, 48, 65–69, 78 letter of transmittal, ii International Deployment Group, AFP Liberal Party (Queensland Branch), review of pre-deployment training, 68 eligibility, 55 aEC annual report 2008–2009 | Appendices 227

Liberty and Democracy Party, appeal against Noah v Campbell (court case), 107 registration decision, 54 North And Central Australia Remote Area library services, 101 Strategy, 83–84 licence data, as source of information, 31 Northern Territory local government elections, 38, 60, 61 education programs in, 83, 84 electoral boundary redistributions, 6, 27, 38, M 42, 43 mail review activity, 26, 31 Legislative Assembly elections, 38 case study, 40 local government shire elections, 38 management and accountability, 92–123 NSW Greens, review of eligibility, 55 management fundamentals program, 98, 113 for Managing Attendance Policy, 113, 114 O market research, 192 observer missions, 67 mature-aged staff, management strategies occupational health and safety, 113–114 for, 100 annual report on, 184–187 medical researchers, provision of electoral roll office network, 17–18, 20–21 products to, 39, 193–195 Ombudsman, Commonwealth, 106 Medicare, 31 Ombudsman Act 1976, 105 Melbourne Electoral Education Centre, 78, 79 online delivery of education resources, 82 closure of, 7, 77 online enrolment, 8, 28, 37, 39, 120 ministerial support services, 100 online enrolment verification facility, 38, 120 Mitchell v Bailey (No. 2) (court case), 7, 100 Online School and Communityonly Activity Report, 81 Museum of Australian Democracy organisational role, 4, 15 collaboration with, 77 organisational structure, 19 orientation days, as site for enrolment drives, 73, N 82–83 National Business Plan for 2009–10, 94–95 outcome and outputs structure, 14, 16 National Election Preparation Update Archived Outcome 1: An effective electoral roll (publication), 46, 50 key performance indicators, 29, 41 National Electoral Education Centre, 77–78 objectives for 2009–10, 27–28 national office, 18–19 historical performance report, 26–43 National Operation Training Working Party, 113 resources and expenses, 176 National Party of Australia (Queensland Branch), summary of achievements, 10 review of eligibility, 55 Outcome 2: An impartial and independent National Roll Management Strategy 2009–2014, electoral system 26–27 key performance indicators, 49, 53, 56, 59, National Tally Room, 3, 51 63, 65 new citizens objectives for 2009–10, 48 enrolment of, 34, 36, 37 performance report, 46–69 programs for, 77, 78, 79,research 82 resources and expenses, 177 New South Wales summary of achievements, 10 by-elections (Division of Lyne), 6, 38, 47, 49, Outcome 3: An informed community 51–52, 57, 58, 87, 107 ey performance indicators, 76, 80, 86 education programs in, 84 k electoral boundary redistributions, 6, 27, 43 objectives for 2009–10, 74–75 72–89 local government elections, 38 performance report, 178 Noah v Bailey (court case), 107 resources and expenses, 228 Appendices | aec annual report 2008–2009

summary of achievements, 11 Outcome 3: An informed community, 76–89 Output 1.1.1: Electoral Roll Management, 29–40 Output 1.1.1: Electoral roll management, Output 1.1.2: Support services for electoral 29–40 redistributions, 41–43 Output 1.1.2: Support services for electoral Output 2.1.1: Federal elections, by-elections and redistributions, 41–43 referendums, 49–52 Output 2.1.1: Federal elections, by-elections Output 2.1.2: Party registrations, 53–55 and referendums, 49–52 Output 2.1.3: Funding and disclosure services, Output 2.1.2: Party registrations, 53–55 56–58 Output 2.1.3: Funding and disclosure services, Output 2.1.4: Fee-for-service elections, 59–61 56–58 Output 2.1.5: Industrial and Torres Strait Regional forOutput 2.1.4: Fee-for-service elections, 59–61 Authority elections, 63–64 Output 2.1.5: Industrial and Torres Strait Output 2.1.6: Advice and assistance in overseas Regional Authority elections, 63–64 elections, 65–69 Output 2.1.6: Advice and assistance in Output 3.1.1: Electoral education centres, 76–79 overseas elections, 65–69 Output 3.1.2: School and community programs, Output 3.1.1: Electoral education centres, 80–85 76–79 Output 3.1.3: Communication strategies and Output 3.1.2: School and community services, 86–89 programs, 80–85 outputs and outcome structure, 14, 16 Output 3.1.3: Communication strategies and overview, organisational, 14–23 services, 86–89 Perth Electoral Education Centre, 79 P planning and reporting framework,only 94 Pacific Islands, Australia and New Zealand see also business plans and planning; Electoral Administrators’ Network, 48, 65 reporting framework Pacific Islands Scholarships for Governance political parties Program, 113 funding disclosure returns, 55, 56, 57, 58 (see parliamentarians also funding disclosure) Archived provision of electoral roll products to, 39, provision of electoral roll products to, 39, 198–204 205–206 support services to, 100 historical registrations, 6, 47, 53–55, 57 parliamentary scrutiny, 105 appeals, 54, 105–106 see also Joint Standing Committee on polling places, accessibility of, 84, 116, 117 Electoral Matters Portfolio Budget Statements, 16, 101 partnerships, 3, 5, 22–23, 27, 48, 65, 67 see also 2008–09 Portfolio Budget Statements international, 48, 65–69 postal votes, 52, 117 see also interagency cooperation; joint roll post-election reports partnerships for industrial ballots, 64 performance audits, 108 Preparation for and Management of the 2007 performance indicators; see key performance General Election, 108 indicators research Privacy Act 1988, 100, 105, 106 performance management program, 8, 98, 110, Privacy Commissioner, 106 113 procurement procedures, 117, 121–122 performance pay, 99, 112 protected action ballots, 47, 63, 64 performance reports public awareness activities, 4–5, 31, 73, 82–84, Outcome 1: An effective electoral roll, 26–43 86–89 Outcome 2: An impartial and independent see also education programs; electoral electoral system, 46–69 education centres; enrolment activities aEC annual report 2008–2009 | Appendices 229

Public Service Act 1999, 16, 92, 100, 112 roll quality, 34 publications, AEC, 88–89, 213–218 Roy Morgan Research, 50 purchaser–provider arrangements, 28, 48, 75 rural and remote communities, as target for purchasing procedures, 117, 121–122 promotional activities, 74, 82, 83–84 purpose, organisational, 15 S Q salaries, staff, 111 quality control, of AEC publications, 86, 88–89 see also performance pay; remuneration Queensland Samoa, electoral capacity building, 113 education programs in, 82, 83, 84 satisfaction, visitor and stakeholder, 50, 72, 76, electoral boundary redistributions, 6, 27, 38, 43 for78, 81, 95, 97 state elections, 38 School and Community Visits Program, 7, 72, 73, 80–81 R case study, 85 recruitment, staff, 109–100, 114, 118 Scott-Irving v Oakeshott and Others (court case), Redistribution Committees, 41, 42, 43 107 redistribution processes, electoral boundaries, 6, Scrutiny (e-newsletter), 103 27, 41–43 secondments, of AEC staff, 67 Register of Political Parties, 53, 54 section 24 (1) determinations, 111, 112 registration of political parties, 6, 47, 53–55, 57 Senate Standing Committee on Foreign Affairs, appeals, 54, 105–106 Defence and Trade, 68 remote and rural communities, as target for senior executive staff, 16–17 senior management committees,only 92–94, 95 promotional activities, 74, 82, 83–84 remuneration seniors organisations, public awareness senior executive, 98–99, 111 programs for, 84 staff, 111 Service Charter, 95, 114, 117 Report on the conduct of the 2007 federal Sharples v AEC (court case), 106 election and matters related thereto, 36, Sharples v AEC (No. 2) (court case), 106 Archived Sharples v AEC (No. 3) (court case), 106 37, 100 reporting framework, 14, 94, 101 simulated election, planning for, 50 re-registration of politicalhistorical parties, 54, 57 smart enrolment application form (SmartForms), see also deregistration of political parties; introduction of, 8, 28, 37, 39, 120 registration of political parties Smith v Australian Electoral Commission resources and expenses, 174–178 (court case), 106 review social justice and equity, 99 Commissioner’s, 4–9 South Australia Review of certain aspects of the administration by-elections (Division of Mayo), 6, 38, 47, 49, of the Australian Electoral Commission, 108 51–52, 57, 58, 87 Review of the Australian Government’s Use of education programs in, 82, 83, 84 (see also Information and Communicationresearch Adelaide Electoral Education Centre) Technology, 102 staff development programs, 98, 109, 110, risk management, 92, 93, 97 112–113 role, organisational, 4, 15 see also training Roll Management Group, 26–27 staffing statistics, 179–183 Roll Management System (RMANS), 2, 120 state elections, 38, 47, 59, 60, 61 roll products, provision of, 6, 27, 29, 38–39, case study, 62 193–209 230 Appendices | aec annual report 2008–2009

State of the Service Employment Survey, 7, 103, enrolment levels for, 4, 26 110–111, 114 inquiry into conduct of, 6, 36, 37, 48, 50 state offices, 19, 20 post-election review outcomes, 46, 49, 84 state referendums, 38 2007 Electoral Pocketbook, revision of, 86 statistics, staffing, 179–183 2008–09 Portfolio Budget Statements, 29, 41, Strategic Plan 2009–2014, 8, 94–95 49, 53, 56, 59, 63, 65, 76, 80, 86 see also business plans and planning 2009–10 Budget, 7, 72 structure, organisational, 19 Student Parliamentary Debate Week, 78 U style guide, corporate, 74, 75, 88–89, 103 United Nations Development Programme, 65 see also branding, corporate Unitedfor Nations Electoral Assistance Division, 65 support services, 100–104 United States, observation of presidential surveys election, 67 staff, 7, 103, 110–111, 113, 114 V visitor and stakeholder, 50, 72, 76, 78, 81 values, organisational, 15–16 T Victoria tally rooms by-elections (Division of Gippsland), 47, 48, 49, 57 national, 3, 51 education programs in, 83 (see also virtual, 3, 86, 87, 89, 102, 108, 120 Melbourne Electoral Education Centre) Tasmania exclusion from field audit of enrolments, 34 education programs in, 82, 84 virtual tally room, 3, 86, 87, 89,only 102, 108, 120 electoral boundary redistributions, 6, 27, 38, visitor numbers, electoral education centres, 72, 42–43 76–79 teachers, training in civics education, 73, 78, 80, voter participation rates, 4, 26, 30 81, 82 telephone inquiries, 88 W temporary staff, 110 Archived Western Australia tenders, 121, 122 education programs in, 79, 82, 83, 84 territory elections; see Australian Capital historical electoral boundary redistributions, 6, 27, 38, 42 Territory; Northern Territory; state elections state elections, 38, 62 The Fishing Party and the Australian Electoral state referendum, 38 Commission and Others (AAT case), 105–106 Western Australian Civics and Citizenship The Toolkit, 88 Education Workshop, 92 Torres Strait Regional Authority elections, 63, 64 workers compensation claims, 114 Train the Facilitator course, 66 workforce planning, 109 training Working in Remote Localities Policy and electoral capacity, 48, 65–67 Guidelines, 113 ethical decision-making, 98 Workplace Bullying Policy and Guidelines, 113 polling staff, 46, 49, 66, 119research workplace diversity, 114–115 presentation skills, 81 Workplace Diversity Program 2007–09, 114, 118 case study, 85 Workplace Relations Act 1996 (Workplace procurement guidelines, 121 Relations Act), 63, 64 see also staff development programs Training of polling staff (manual), 119 transmittal letter, ii 2007 federal election, 3, 47, 48, 100 aEC annual report 2008–2009 | Appendices 231

Y year ahead, 27–28, 48, 74–75, 102 year in review, 2–3, 4–11 young voters, enrolment of, 34–36 programs for, 24–36, 77, 82–83 Your Vote Counts (teacher training program), 73, 81 Youth, Schools and Learning about Politics (report), 36 Youth Electoral Study, 36 for

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Australian Electoral Commission ABN 21 133 285 851 West Block Offices Queen Victoria Terrace research Parkes ACT 2600 Email: [email protected] Website: www.aec.gov.au 2253AEC