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Depanment Legislative Council Annual Repon Depanment 01 the legislative Council Annual Repon 1993-94 LEGISLATIVE COUNCIL PARLIAMENT HOUSE, MELBOURNE, VIC. 3002 TELEPHONE 651 8911 12 October 1994 The Hon. B.A. Chamberlain, M.L.C. President of the Legislative Council Parliament House MELBOURNE 3002 Dear Mr. President I have pleasure in forwarding to you my report to the Legislative Council on the operations of the Department of the Legislative Council for the year ended 30 June 1994. Yours sincerely ~-J A.V. Bray Oerk of the Legislative Council , I ORGANIZATION AND FUNCTIONS•••.•••••••••••••••••••••••••••••••...••.••.•••••••••••••••••••••••••••••••• 3 FEATURES OF THE yEAR •••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••• 5 ESTABLISHMENT OF STAFF DEVELOPMENT COMMITTEE ................................ 6 ASSETS REVIEW •••••••••••••••••••••••••••.••.•.••.•••••••••••••••••.••••.•.•••••••••••••••••••••••••••••••••••••••••.••••••••• 6 COMPUTERIZED VISITOR MANAGEMENT SySTEM ••••••••••••••••••••••••••••••••••••••••••••• 6 COMPUTERIZATION PROGRA.M •••••••••••.•••••••••••••.•.••••••••••••••••••••••••••••••••••••••••••.•••••••••• 7 MEMBERSHIP OF THE COUNCIL •••••••••••••••••••••••••••••••••••••••••••••••.••••••••••••••••••••••••••••••••• 7 STAFF•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••.•••••••••••••••••••••••••••••••••••.•••••••• 8 WORKS •••••••••••••••••••••••••••••••••••••••.••••••••••••••.•.••••••••••••••.•••.•.•.•••••••••••••••••••.•••.••••••••••••••.••••.••••• 9 COMMONWEALTH PARLIAMENTARY ASSOCIATION ....................................... 10 CLERK OF THE P ARLIAMENTS ••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••10 FINANCIAL STATEMENT AND STATISTICAL INFORMATION .........................11 SIlTINGS OF THE HOUSE •••..••.•.•••••••••••••••.•••••••••••••••••••••••••.•••••••••••••••••••••••••••••••••••••••••12 COMMIITEES•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••• 13 INTER-DEPARTMENTAL COMMIITEES •••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••16 ACTIVITIES EXTENDING BEYOND HOUSE AND COMMIITEE SERVICES •••• 18 PUBLICATIONS••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••.••••••••••••••••.••••• ll THE YEAR AHEAD ••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••• .23 APPRE CIATI 0 N •••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••.•••••••••••••••••••••• .23 APPEND I CES ••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••• 25 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Broadly, the main role of the Department of the Legislative Council is, firstly, to service the Legislative Council and, secondly, to service a number of Parliamentary Committees. Details as to the roles of staff appear in Appendix A. The mission and principal objectives of the department as they presently stand are as follows: Mission: To provide effective apolitical support and assistance to the Parliament in general and, specifically, the Legislative Council, Parliamentary Committees, and the President and Members of the Legislative Council in fulfilling their constitutional role and responsibilities as an arm of the legislature of Victoria. Principal Objectives: 1. To ensure that the business of the Legislative Council and committees is conducted in accordance with constitutional and other statutory requirements, the Standing and Sessional Orders, relevant Parliamentary Practice and the traditions of the Westminster system. 2. To provide appropriate support services for the Legislative Council, Members, the committees serviced by the department, the Clerk of the Parliaments, and the Commonwealth Parliamentary Association (Victoria Branch) and to ensure that the resources of the department are managed in the most efficient and effective manner. 3. To provide to interested parties timely information and/or documents relating to the proceedings of the Legislative Council and Parliamentary committees and to take such other measures as are necessary to promote public awareness and education of the electorate of the role, functions and processes of the Legislative Council and participation in the committee process. 4. To provide Legislative Councillors, Parliamentary Committee Members and staff with an adequate, safe and healthy working environment and to implement staff management practices designed to ensure both personal satisfaction and the achievement of the department's and the committees' objectives. 5. To ensure the maintenance and security of the Legislative Council and other precincts, including ParliamentarY committee accommodation, and assist in the management of Parliament House and surrounds as one of Victoria's most historic buildings and grounds, as well as its valuable historic collections. ,. --.... LEGISLATIVE COUNCIL Community Development Committee Envimnment and Natural Retources I I Committee Law Reform Committee President I Public Bodies Review Committee I J Road Safety Committee :::::::~::: I , I aerk J I .::::; . .::::::::;: I aerk-Assistant It 1 I aerk of Committees J IUsher of the Blade: Rod tl ( Executive Officers ) It aerk of the Records t------------ I Researda Officers Joint Committee Clerk of the Papers It ) "~" I I:.~j: ) Administration Office Assist. aerk of C'tees - )I I "- I Office Managers Assistant aerk Housekeeper Secretary Secretary I ) I of the Papers )I )( 1( I ~ Administrative Officer Senior Parliamentary )t Ministerial Transport I I ~~: )I Attendant Officer ::"":""""':'~i Parliamentary " " ... Attendants I I CeneraJ Hands " I C "--"-----~ ________*_..: 11 n Some features of the year under review to which particular attention is directed were - Establishment of a Staff Development Committee to ensure better co-ordination of the training effort within the department and across the Parliament. Completion of an evaluation of future directions for computerization within the department. Completion of the new security control area and staff amenities room in the vicinity of the rear courtyard and the successful introduction of a computerized visitor management system. Substantial progress on a computerized register of assets at Parliament House and the Committee premises. CJ The successful hosting of a visit from a United Kingdom Parliamentary delegation in November 1993. Considerable progress in the archiving of Committee records held at Nauru House as a step in the process of transferring those records to the Public Record Office repository at Laverton. This move was supported by a resolution of both Houses authorizing the transfer. The Usher of the Black Rod was the deparbnent's representative on the committee. In March 1994 the Pennanent Heads agreed to the establishment of a Staff Because of the specialized nature and Development Committee to consider, size of the task, the committee report and make recommendations on recommended the appointment of the development of a staff training Comprehensive Asset Managers Pty programme for Parliamentary staff. Ltd as consultants to undertake this project. The project involved creating The committee consists of a a computer-based inventory with management representative of each monetary values of all assets in the deparbnent and is chaired by the Oerk­ Parliament, including the Committee Assistant of the Legislative Council. premises. The committee began its task by The computerized assets register identifying the competencies required of produced by the consultants will staff working in the Parliament. It held enable annual stocktakes to be extensive discussions with staff as to conducted more easily in terms of asset their training needs and determined that mobility and appreciation/ depreciation training should be considered as of assets. comprising four distinct elements - Induction, General, Technical (i.e., The project commenced in late June training specific to individual 1994 and was expected to be completed departments) and Computer and in August 1994. A report on the Information Technology. deparbnent's register of assets will appear in the deparbnent's next annual As at the end of June the committee was report. preparing a draft Training and Development Policy and a Training Overview, detailing training needs on the basis of the competencies identified in the discussions with staff, together with a draft Induction Booklet for submission to the Pennanent Heads and As indicated in the last annual report, circulation to staff for comment. Protective Services Officers were introduced at Parliament House in September 1992. During the period under review a new security control room and associated facilities was completed and became fully With the promulgation of new Audit operational. Regulations, the Parliamentary Departments established an Asset Following this general upgrade in Management Review Committee to security, the Parliament's Information address the task of compiling an assets Technology Unit, in conjunction with register of the Parliament's heritage and the Usher of the Black Rod and non-heritage furniture, equipment and Serjeant-at-Arms, developed a fine arts objects. computerized Visitor Management System (VMS) to assist with visitor The resulting proliferation of different verification procedures. The VMS will systems within the one organization is replace the existing
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