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2 0 0 2 Y E A R O F T H E O U T B A C K

Aust ra l ian E lectora l Commiss ion

2001–2002 Annual Repor t

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AUSTRALIAN ELECTORALCOMMISSION ANNUAL REPORT2001-02Published by the Australian ElectoralCommission

CENTRAL OFFICE

West Block OfficesQueen Victoria TerraceParkes ACT 2600

POSTAL ADDRESS

PO Box E201Kingston ACT 2604

TELEPHONE

(02) 6271 4411from overseas +61 2 6271 4411

NATIONAL TELEPHONE ENQUIRY NUMBER

13 23 26

FACSIMILE

(02) 6271 4558from overseas +61 2 6271 4558

WEBSITE

www.aec.gov.au

EMAIL

[email protected]

AUSTRALIAN BUSINESS NUMBER

21 133 285 851

© Copyright Commonwealth of Australia, 2002

This work is copyright. Apart from any use aspermitted under the Copyright Act 1968, nopart may be reproduced by any processwithout prior written permission from theCommonwealth available from the Departmentof Communications, Information Technologyand the Arts. Requests and enquiriesconcerning reproduction and rights should beaddressed to the Commonwealth CopyrightAdministration, Intellectual Property Branch,Department of Communications, InformationTechnology and the Arts, GPO Box 2154,Canberra ACT 2601 or by [email protected]

ISSN 0814-4508ISBN 0 642 51888 2

Cover (main picture) – Remote polling for the2001 federal election at the community ofMinyallina (Campbell Springs), an outstation of Borroloola in the Gulf of Carpentaria.

Editing: Morris Walker CanberraDesign: Inchbold Nettleton Pty Limited Printing: PMP Limited

AEC Annual Report 2001–2002

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CONTENTS

ABOUT THIS REPORT 1

ELECTORAL COMMISSIONER’S REPORT 3

AEC OVERVIEW 5

Description 6

Role and functions 6

Organisational structure 7

The Commission 7

Senior executives and their responsibilities 7

AEC officers 8

Contact details 9

Outcome and output structure 11

AEC HIGHLIGHTS 13

REPORT ON PERFORMANCE 17

Outcome 1 – Electoral roll management 17

Overall performance results 20

Output 1.1.1 – Electoral roll (RMANS) 22

Output 1.1.2 – Electoral roll updates 26

Output 1.1.3 – Roll products and services 28

Output 1.1.4 – Support services for electoral redistribution 30

Outcome 2 – Elections, ballots and referendums 33


Output 2.1.1 – Federal elections, referendums and by-elections 39

Output 2.1.2 – Party registrations 41

Output 2.1.3 – Funding and disclosure services 43

Output 2.1.4 – Public awareness campaigns, media releases 45

Output 2.1.5 – Information services 47

Output 2.1.6 – Industrial elections and ballots for organisations 49

Output 2.1.7 – ATSIC elections 51

Output 2.1.8 – State and local government elections 53

Output 2.1.9 – Advice and assistance in overseas elections 54

Contentsi

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iiContents

Outcome 3 – Election education 61


Output 3.1.1 – Electoral Education Centres (EECs) 65

Output 3.1.2 – School and community programs 68

Other information 71

Analysis of the AEC’s financial performance 72

Developments that have affected or may affect future operations 73

MANAGEMENT AND ACCOUNTABILITY 75

Corporate governance 76

External scrutiny 87

Management of human resources 88

Purchasing 92

Assets management 92

Consultants and competitive tendering and contracting 93

Providing access to people with disabilities 94

FINANCIAL STATEMENTS 97

OTHER INFORMATION 145

Matters required by legislation 147

Other information 147

Appendices 148

Appendix A – Staffing overview 148

Appendix B – Occupational health and safety (OH&S) 150

Appendix C – Freedom of information (FOI) 151

Appendix D – Advertising and market research 152

Appendix E – Provision of electoral roll information 153

Appendix F – Ecologically sustainable development and environmental performance 172

Appendix G – Consultancies applicable to the 2001-02 financial year 173

Appendix H – Industrial and commercial elections statistics 176

Appendix I – Aboriginal and Torres Strait Islander Commission election statistics 177

GLOSSARY 179

INDEX 183

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The annual report of theAustralian Electoral Commission(AEC) documents the AEC’s

performance for the financial year ending30 June 2002.

The report is presented in six main parts:

a review by the Electoral Commissionerincluding a summary of significantdevelopments, an overview of the AEC’sperformance and the outlook for the year2002-03

an overview of the AEC including itslegislative basis and structure

an outline of highlights and outcomes forthe organisation over the past 12 months

a report on the AEC’s performance that isstructured around the organisation’soutcomes and outputs framework identifiedin its 2001-02 portfolio budget statements,Corporate Plan 1999-02 and NationalOperational Plan 2001-02. This sectionlists financial and staffing resourcessummaries, descriptions of the outcomeand performance information as well asoutputs that were produced in achieving theplanned outcomes

a report on management and accountabilityin the areas of corporate governance,external scrutiny, human resourcesmanagement, purchasing, assets,consultants and competitive tendering andcontracting, and

information required to be reported bylegislation and other reportingrequirements. This section also includesappendices with detailed information andstatistics.

Financial statements can be found on page 97.A glossary of terms and abbreviations can befound on page 179.

OUR READERS

This report is presented for tabling in both theHouses of the Parliament of the Commonwealthof Australia. It is also produced to meet theinformation needs of the AEC’s otherstakeholders and customers including:

eligible voters

political participants (Members ofParliament, political parties, candidates andinterest groups)

State, Territory and international electoralauthorities

other government agencies (federal, Stateand local)

the media

students, and

AEC staff.

CONTACT OFFICER

This report is available on the AEC website atwww.aec.gov.au

For all other enquiries contact:

Director InformationAustralian Electoral CommissionPO Box E201KINGSTON ACT 2604

Tel (02) 6271 4411Fax (02) 6271 4558

1About this report

ReportABOUT THIS REPORT

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“Our success in conducting the 2001

federal election is testimony to the

unrivalled professionalism of AEC staff

and I express my sincere thanks for their

dedication and commitment.”

That a General Election is awatershed in Australia’s history is unarguable. The year of the

election is of no less significance for theAustralian Electoral Commission, as theexpertise and dedication of its staff inplanning and preparing for the largest ofpeacetime events, bear fruit. It is also atime when intense public scrutiny and thetransparency of the system satisfy a number of objectives, from reassuring the electorate of the integrity of thedemocratic process, to providing ashowcase for the professionalism of anotherwise self-effacing AEC contingent.

A snapshot of the November 10 electiondemonstrates the scale of the task involved.During the 2001 election, the AEC managedover 7,700 polling places, coordinated over100 mobile polling teams and over 100

overseas polling places and engaged over60,000 temporary staff. Over 5.6 million hitswere received on our election night websiteand more than 500,000 calls answered in the national call centre – a significantimprovement in capacity compared with the1998 election.

The AEC also conducted an extensive publicinformation campaign for the 2001 election tomaximise public awareness and participation.The integrated campaign consisted of nationaland local advertising, public relationsactivities, Internet websites including thevirtual tally room on election night andpublications including the elector leafletdistributed to over 7.5 million households.Elements of the campaign which were targetedat electors with particular information needsincluded advertising in 19 indigenous and 18 other languages, advertising and publicrelations messages in youth and disabilitymedia, an interpreting telephone servicecovering 15 languages and communityeducation programs.

The success in conducting the 2001 federalelection is testimony to the unrivalledprofessionalism of AEC staff and I express mysincere thanks for their dedication andcommitment.

Turning to other matters, international demandfor AEC assistance continued to grow. Inconjunction with the Papua New GuineaElectoral Commission and the UN sponsoredIndependent Electoral Commission in EastTimor, AusAID-funded capacity buildingprograms were delivered in both countries.Other highlights of the year’s activitiesincluded major AusAID-funded projects insupport of the elections held in Fiji and theSolomon Islands and preparatory work for theimplementation of a new voter registrationsystem throughout the Federated States ofMicronesia. In addition, for the federalelection, the AEC arranged its largest everinternational visitor program, involving over 60 participants from 19 countries.

3Electoral Commissioner’s report

ReportELECTORAL COMMISSIONER’S REPORT

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Underpinning many of these activities wasinnovative work in the development of genericvoter registration systems and with theInternational Institute for Democracy andElectoral Assistance and the ElectoralAssistance Division of the United Nations,producing a ground-breaking course forelectoral administrators in developingcountries.

During the past year, the AEC’s managementof the electoral roll came under furtherscrutiny. In May 2001, the Australian NationalAudit Office (ANAO) commenced a performanceaudit on the integrity of the electoral roll. TheANAO concluded that the electoral roll is ofhigh integrity and can be relied on for electoralpurposes and found also that AEC rollmanagement, policies and procedures areeffective. The audit also found that someareas of the AEC’s management of the rollcould be improved by better targeting andexpansion of data sources to update the roll,strengthening strategic relationships with keystakeholders and better identification andmanagement of risks relating to roll integrity. It also made 12 recommendations aimed atimproving the integrity of the roll, all of whichthe AEC supports and is working to implement.

A second area of public scrutiny relates to theparty registration and funding and disclosureprovisions of the CEA. An inquiry into electoralfunding of political parties commenced in July2001 but unfortunately was not able to befinalised before Parliament was prorogued. TheAEC has made a number of recommendationson these matters and hopes that the JointStanding Committee on Electoral Matters mayyet address them.

Corporate governance and leadershipdevelopment have continued to be a mainfocus for the administration of the AEC overthe past year. In July 2001 we introduced ournew strategic plan which outlined the eightstrategies identified as keys to the ongoingdevelopment of our business. These includedeveloping a number of service deliveryoptions for customers, running workshops to understand what issues concern ourcustomers and staff, implementing measuresthat further enhance the accuracy of theelectoral roll and finalising our leadershipdevelopment process. During the past year, wealso established a new corporate governance

framework to support our revised structureand strategic direction. I believe that we arealready seeing the benefits of this newframework in terms of performance andaccountability and a better integration of themanagement of outcomes and outputs withbusiness planning and reporting.

A number of significant senior managementchanges took place during the year. InCanberra, I was pleased to welcome TimPickering and Barbara Davis as First AssistantCommissioners Electoral Operations andBusiness Support respectively and congratulateour five new Assistant Commissioners on theirappointments. In the States, we welcomedthree new Australian Electoral Officers – Chris Drury in South Australia, David Farrell inNew South Wales and Daryl Wight in Victoria.And, we bade farewell to their predecessors,Geoff Halsey, Frances Howat and David Muffet.Bob Longland too, left us after many years asAEO Queensland to become that State’sElectoral Commissioner.

The year ahead promises to be both arewarding and relatively tough one for the AEC.In the immediate future, we will be managingATSIC elections, continuing to provide electoraladvice and assistance to emerging nationsand forging ahead with our eight majorstrategies. But it will also bring with it anextremely tight budgetary situation – one thatwill see the AEC having to match prioritiesclosely with available resources. However, I am confident that, with the support of themanagement team and our dedicated andcommitted staff, we can meet thesechallenges.

Andy BeckerElectoral Commissioner

Electoral Commissioner’s report4

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OverviewTHE AUSTRALIAN ELECTORALCOMMISSION

AEC overview

The AEC is responsible for providing Australia’s people with an independent electoral servicecapable of meeting their needs,while enhancing their understandingof, and participation in, theelectoral process.

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The AEC is responsible forproviding Australians with anindependent electoral service

that meets their needs and enhancestheir understanding of, and participationin, the electoral process.

DESCRIPTION The organisation operates as an independentstatutory authority under the CommonwealthElectoral Act 1918 and is responsible for thefederal electoral system in Australia. TheCommonwealth Electoral Act was amended in1984, which established the Commission withthree commissioners. At 30 June 2002, thesecommissioners were:

the Chairperson (who must be either ajudge or retired judge of the Federal Courtof Australia) – the Hon. Trevor Morling QC

the Electoral Commissioner, who is theChief Executive Officer – Mr Andy Becker,and

one other part-time, non-judicial member –Mr Dennis Trewin, the AustralianStatistician.

The AEC operates over a wide geographicalbase, with a central office in Canberra and ahead office in each State capital and Darwin.There are 150 House of Representativeselectoral divisions and each has its owndivisional office.

ROLE AND FUNCTIONS

LEGISLATIVE BASIS AND POWER

The AEC operates under the followinglegislative authority:

the Commonwealth Electoral Act 1918 for:

– conducting federal elections

– maintaining the electoral roll

– promoting public awareness of electoraleducation and information programs andby other means

– providing international electoralassistance in cases approved by theMinister for Foreign Affairs and Trade

– registering political parties

– paying public funding to electioncandidates and parties and disclosingfinancial details for political parties andothers

– determining representation entitlements

the Referendum (Machinery Provisions) Act1984 for conducting referendums

the Commonwealth Electoral Legislation(Provision of Information) Act 2000 relatingto the provision of elector information ontape or disk under the CommonwealthElectoral Act 1918

the Representation Act 1983 increasing thenumber of Senators for each State to 12

the Aboriginal and Torres Strait IslanderCommission Act 1989 for conductingelections for the Aboriginal and Torres StraitIslander Commission (ATSIC), and

the Workplace Relations Act 1996 forconducting industrial elections.

It is from this legislation that the AEC’s corebusiness processes, purpose, values andleadership capabilities have been developed.

CORE BUSINESS PROCESSES

The AEC’s core business processes are to:

prepare for, conduct and review elections

manage the electoral roll

educate and inform the community toparticipate in the electoral process

provide advice and assistance on electoralmatters in Australia and overseas

ensure political parties comply withfinancial disclosure requirements, and

support electoral redistributions.

AEC Overview 6

OverviewAEC OVERVIEW

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PURPOSE

Its purpose is to help its primary customer,the eligible voter, to have a say in who willrepresent them in the government of Australia.

VALUES

The AEC fosters the following core values inits staff:

independence and neutrality

integrity and accuracy

mutual respect

respect for the law

service, and

transparency.

LEADERSHIP CAPABILITIES

The organisation encourages and supports itsleaders to:

provide direction

communicate well

create the right climate

be values driven

be people focused, and

be achievement oriented.

ORGANISATIONAL STRUCTUREThe AEC provides Australians with anindependent electoral service, which meetstheir electoral needs and which encouragesthem to participate in the electoral process.The organisational structure for 2001-02 isshown in figure 1 on page 10.

The membership of senior managementcommittees and their roles is shown in figure 7 on page 78 under management andaccountability. Further information on theorganisation is shown under AEC offices onpage 8.

THE COMMISSIONThe functions and powers of the Commissionare contained in Section 7 of theCommonwealth Electoral Act 1918. TheCommission meets as required in accordancewith Section 15 of the Act.

The Electoral Commissioner, as Chief ExecutiveOfficer, has the powers of a Secretary of aDepartment of the Commonwealth and hasresponsibility for management of and strategicleadership in relation to:

the AEC’s enrolment and election activities

conducting:

– federal parliamentary elections andreferendums

– certain other elections including forATSIC and for industrial organisations

– electoral education programs

conducting electoral research

administering the AEC’s human, financialand other resources

providing assistance for elections andreferendums in foreign countries, and

national dissemination of electoralinformation and education services.

SENIOR EXECUTIVES AND THEIRRESPONSIBILITIESAssisting the Electoral Commissioner is aDeputy Electoral Commissioner, two FirstAssistant Commissioners and five AssistantCommissioners. Australian Electoral Officersassist the Electoral Commissioner for eachState and the Northern Territory.

AUSTRALIAN ELECTORAL OFFICERS:

New South Wales Mr David Farrell

Victoria Mr Daryl Wight

Queensland Mr Paul Anderson (Acting)

Western Australia Ms Anne Bright (Acting)

South Australia Dr Chris Drury

Tasmania Mr Alex Stanelos

Northern Territory Mr Bill Shepheard

7AEC Overview

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AEC OFFICESOffices are organised geographically with acentral office in Canberra and a head office in each State and the Northern Territory.Divisional offices are located in or near eachof the 150 House of Representatives electoraldivisions.

CENTRAL OFFICE

The AEC’s central office is organisedfunctionally into the following branches, eachmanaged by an Assistant Commissioner:

Elections Branch

Enrolment and Education Branch

Information and Research Branch

Corporate Services Branch, and

Information Technology Branch.

In addition, there is a Strategic Policy Unitwhich reports directly to the ElectoralCommissioner, and an International Section,which reports directly to the Deputy ElectoralCommissioner.

THE AEC IN THE STATES AND NORTHERNTERRITORY

Australian Electoral Officers (AEOs) for each State and the Northern Territory areresponsible for managing activities within the State or Territory, including conductingelections for the Senate and the House ofRepresentatives and referendums.

Each State and Territory is divided intoelectoral divisions that correspond to thenumber of members of the House ofRepresentatives to which they are entitled.There is now a total of 150 electoral divisions.The New South Wales AEO has administrativeresponsibility for the Australian CapitalTerritory division between elections. During anelection period, an Australian Capital TerritoryAEO is appointed.

AEC Overview 8

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CONTACT DETAILSThe AEC national telephone enquiry number is 13 23 26.

CENTRAL OFFICE

West Block OfficesQueen Victoria TerracePARKES ACT 2600(02) 6271 4411

NEW SOUTH WALES

Level 1, Roden Cutler House24 Campbell StreetSYDNEY NSW 2000(02) 9375 6333

VICTORIA

Level 22, Casselden Place2 Lonsdale StreetMELBOURNE VIC 3000(03) 9285 7171

QUEENSLAND

7th Floor, Collection House488 Queen StreetBRISBANE QLD 4000(07) 3834 3400

SOUTH AUSTRALIA

9th Floor, AMP Building1 King William StreetADELAIDE SA 5000(08) 8237 6555

WESTERN AUSTRALIA

Level 3, 111 St Georges TerracePERTH WA 6000(08) 6363 8080

TASMANIA

8th Floor, AMP Building86 Collins StreetHOBART TAS 7000(03) 6235 0500

NORTHERN TERRITORY

9th Floor, AANT Building71-81 Smith StreetDARWIN NT 0800(08) 8982 8000

9AEC Overview

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AEC Overview 10

FIGURE 1: ORGANISATIONAL CHART

State/Territory No. Divsions

New South Wales* 52 Victoria 37 Queensland 27 Western Australia 15 South Australia 12 Tasmania 5 Northern Territory 2

* The two ACT divisions are managed by NSW AEO. During election periods an ACT AEO is appointed.

Commission

ChairpersonElectoral Commissioner

Non-judicial member

Australian Electoral Commission

Electoral Commissioner

Strategic Policy Unit

Strategic Advisory Committee

Deputy Electoral Commissioner

Business Assurance Committee Internal

Audit Function

International Services

FAC Electoral Operations

AC Elections

Enrolment

Education

Election Systems and Policy

Funding and Disclosure

AC Enrolment and Education

Parliamentary and Ministerial

IT Business Services

IT Applications

AC CorporateServices

Research

Information

AC Information Technology

AC Information and Research

Human Resource Managemant

FinancialManagement

Corporate Systems and Support

FAC Business Support State/Territory Management

Australian Electoral Officers (AEOs) for the States and

the Northern Territory

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11AEC Overview

95% of people eligible tovote are on the electoral roll

Australians have access totheir voting entitlement

Electoral roll meetsrequirements to a highdegree for providing thebasis for planning electoralevents and electoralredistributions

A high level of stakeholderand customer satisfactionwith electoral products andservices

96% of voters turnout atelectoral events

Legislative requirements aremet

Customer service charterstandards are met to a highlevel

High level of perceivedunderstanding of electoralevents and processes byparticipants in educationforums

High level of customersatisfaction

OUTCOME AND OUTPUT STRUCTUREThe AEC’s outcome and output structure is based on three outcomes. An overview is provided at figure 2.

FIGURE 2: AEC’S OUTCOME AND OUTPUT STRUCTURE

OUTCOMES

OUTCOME PERFORMANCE

OUTPUTS

Electoral roll management

1. Australians have an electoralroll which ensures their voterentitlement and provides thebasis for the planning ofelectoral events and electoralredistributions

Elections, ballots andreferendums

2. Stakeholders/customers haveaccess to and advice onimpartial and independentelectoral services andparticipate in electoral events

Electoral education

3. An Australian communitywhich is well informed aboutelectoral matters

Output group 1.1

1.1.1 Electoral roll (RMANS)

1.1.2 Electoral roll updates(ERR/CRU)

1.1.3 Roll products andservices

1.1.4 Support services forelectoral redistributions

Output group 2.1

2.1.1 Federal elections,referendums and by-elections

2.1.2 Party registrations

2.1.3 Funding and disclosureservices

2.1.4 Public awarenesscampaigns and mediareleases

2.1.5 Information services

2.1.6 Industrial elections andballots for organisations

2.1.7 ATSIC elections

2.1.8 State and localgovernment elections

2.1.9 Advice and assistance inoverseas elections

Output group 3.1

3.1.1 Electoral educationcentres (EECs)

3.1.2 School and communityprograms

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Highlights

AEC HIGHLIGHTS

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ELECTORAL ROLL MANAGEMENT

12.74 million people were enrolled at 30 June 2002 or about 95 per cent ofAustralians who are eligible to enrol. This is an increase of 186,836 electors on the roll from the 2000-01 year.

2.98 million enrolment transactions were conducted for the year.

There were 650,654 additions to the roll, 771,328 transfers betweendivisions and 1,093,071 address changes and other amendments made toelector details.

363,245 enrolments were received from first time electors.

The continuous roll update (CRU) system was broadened to enable review andconfirm elector addresses against those held on external databases.

A new computerised data management system enabled online verification ofAustralian citizenship.

An ANAO audit validated the integrity of the electoral roll.

ELECTIONS, BALLOTS AND REFERENDUMS

A successful 2001 federal election was conducted in November with voterparticipation at 94.85 per cent. Materials were supplied and delivered to more than 7,700 polling locations throughout Australia and overseas.

The Aston by-election was also conducted successfully, together with 493ballots for industrial organisations and 38 fee-for-service ballots.

Preparations are well advanced for the October 2002 ATSIC election.

The AEC’s computerised election management systems were reviewed andenhanced for the federal election.

Internet-based training packages were developed to provide better and moreconvenient training for AEC staff in remote, regional or international areas.

The total amount of public funding paid to political parties and candidates forthe federal election was $38.56 million.

AEC Highlights14

HighlightsAEC HIGHLIGHTS

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An integrated public awareness campaign was conducted to reach 7.5 millionhouseholds and 100 per cent of electors. Materials were translated into 26ethnic and 19 indigenous languages and included materials in large print,Braille and audio cassettes.

The AEC website was reviewed and enhanced to better meet the needs ofclients and stakeholders. Modifications were made to the virtual tally roomand new content was developed to support the federal election. The sitehandled more than 5.6 million hits on election night with a 100 per centsuccess rate and response rate of less than one second. There were 800,000page views with an average visitor length of just over half an hour.

Over 500,000 calls were answered at the AEC call centre during the electionperiod.

10 applications for new parties were processed.

Advice and assistance was provided in overseas electoral matters in PapuaNew Guinea, East Timor, Solomon Islands, Fiji, Botswana and the FederatedStates of Micronesia.

The largest ever election visitor program was conducted with 86 guests from19 countries travelling to Australia to witness the AEC’s administration andconduct of the 2001 federal election.

ELECTORAL EDUCATION

High participation in AEC electoral education programs was recorded includingthe school and community visits program and the Your Vote Counts teachereducation program.

Over 95 per cent of participants were satisfied with electoral educationprograms and services.

More than 3,300 electoral education sessions were conducted.

A program of development for the AEC’s electoral education centres (EECs)continued. Visitor numbers for Canberra were 65,209, Melbourne 32,672,Adelaide 8,212 and Perth 10,047.

The Helping you have your say exhibition opened at Old Parliament House inCanberra in September.

15AEC Highlights

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AEC Highlights16

AEC FINANCIAL

An ANAO audit of the AEC’s financial statements has been returned withoutqualification.

Budget figures are consistent with estimates for the year.

Revenue from sales is higher than estimates because of increasedinternational activities.

CORPORATE GOVERNANCE

A revised strategic planning and leadership framework was developed with theAEC’s values, capabilities and core business processes reviewed.

A new governance framework was established to support a revised strategicdirection and to strengthen performance and accountability structures.

The governance framework now integrates management of outcomes andoutputs with business planning and reporting.

The AEC’s current workplace diversity program is being reviewed and revised in line with the organisation’s changing work environment.

A series of focus groups staged around Australia has found that publicperception of the AEC is positive.

AEC PEOPLE

The AEC employed 861 people at 30 June 2002.

Senior AEC executives continued to develop a leadership behavioural model.

A revised action plan was developed to combat workplace harassment.

An improved Intranet facility now has an enhanced, user-friendly format andspecific sites for HR policies, workplace harassment, performancemanagement, leadership development, occupational health and safety anddiversity.

A comprehensive review of the AEC’s workforce was undertaken, and shortand long-term succession strategies are being developed at the State andTerritory level.

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Outcome 1

REPORT ON PERFORMANCE

Electoral roll management

The AEC’s first outcome – electoral roll management – ensures Australianshave their voter entitlement and provides the basis for planning electoralevents and electoral redistributions.

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2001-02 HIGHLIGHTS

12,741,980 million people were enrolled to vote at 30 June 2002 including363,245 new or first time electors who enrolled between 1 July 2001 to 30 June 2002.

The national implementation of the continuous roll update program progressedwith the addition of a number of large State and Territory external datasources and a major programming upgrade of IT systems. This allowed review activities in all States and Territories to be consolidated. Continualtargeted reviewing identifies potential new electors and possible changes toentitlements of existing electors and electors no longer entitled to enrol (eg deceased).

Report on Performance Outcome 1 Electoral Roll Management18

Outcome 1OUTCOME 1

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19Report on Performance Outcome 1 Electoral Roll Management

OUTCOME 1 – SUMMARY OF RESOURCES

TABLE 1: OUTCOME 1 – ELECTORAL ROLL MANAGEMENT

Budget Actual Budgetexpenses

2001-02 2001-02 2002-03$’000 $’000 $’000

Price of departmental outputs

Commonwealth Electoral Act 1918 –

Electoral Roll Review – Special Appropriation

Output 1.1.2 – Electoral roll updates (ERR/CRU) 9,000 9,000 9,000

Total special appropriations 9,000 9,000 9,000

Departmental appropriations

Output Group 1.1 – Electoral roll management

Output 1.1.1 – Electoral roll (RMANS) 21,924 15,463 18,961

Output 1.1.2 – Electoral roll updates (ERR/CRU) 9,286 16,121 18,055

Output 1.1.3 – Roll products and services 650 535 737

Output 1.1.4 – Support services for electoral redistributions 316 308 714

Total output group 1.1 32,176 32,427 38,467

Total revenue from government (appropriations)contributing to price of departmental outputs 41,176 41,427 47,467

Revenue from other sources 3,500 4,719 3,840

Total revenue from other sources 3,500 4,719 3,840

Total price of departmental outputs 44,676 46,146 51,307(Total revenue from government and from other sources)

Total estimated resourcing for outcome 1 44,676 46,146 51,307(Total price of outputs and administered appropriations)

2001-02 2002-03

Average staffing level (number) 321 402

The AEC also employs temporary staff to assist with enrolment and roll review activities. The full-time equivalent number for 2001-02 was 106 and estimate for 2002-03 is 82.

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OUTCOME 1 – ELECTORALROLL MANAGEMENT

The AEC continued its ongoing enrolmentactivities during the year. Key actions included:

processing enrolments and amendments toelector and address information to ensurethat the roll remains accurate and up-to-date

processing enrolment forms received in atimely manner (the target is within threedays), and

stimulating enrolment and checkingenrolment details under the continuous roll update (CRU) program.

The achievement of outcome 1 was measuredby the continued high percentage of eligiblepeople enrolled, the maintenance of a highlevel of enrolment activity throughout the yearand the provision of accurate rolls for use at arange of electoral events.

The following report details outcome 1performance results for 2001-02 against theoutput group of electoral roll management,namely:

electoral roll

electoral roll update

roll products and services, and

support services for electoralredistributions.


OVERALL PERFORMANCE RESULTS

TABLE 2: OUTCOME 1 – ELECTORAL ROLL MANAGEMENT

Output group

ELECTORAL ROLL

MANAGEMENT

Performance indicator and target

Percentage of peopleeligible to vote who are on the electoral roll – target is 95%.

Extent to which Australianshave access to their votingentitlement – target is100%.

Extent to which theelectoral roll provides the basis for planning ofelectoral events andelectoral redistributions –target is to meet 90% ofrequirements.

Level of stakeholder andcustomer satisfaction withelectoral products andservices – target is to meetcustomer service charterrequirements.

Performance results

12.74 million people enrolled at 30 June2002, an estimated 95% of eligible persons(based on ANAO audit and regular Newspollsurveys).

Policies and procedures in place to ensurethat all eligible Australians have access totheir voting entitlement (eg voter entitlementinformation, roll updates and convenient andaccessible polling arrangements).

Enrolment data was used to successfully runpolling place and staffing estimates for the2001 federal election. Data also used tocommence the redistribution of electoralboundaries in Victoria.

Continual liaison with key stakeholdersthroughout the year ensured regular feedbackon AEC service provision. The majority of thisfeedback was very positive.

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ANALYSIS: ELECTORAL ROLLMANAGEMENTFor 2001-02, the principal outputs to meet theoutcome of an accurate and up-to-date rollwere further expansion and consolidation ofthe CRU program, the supply of roll productsfor a range of electoral events and themaintenance of joint roll arrangements withState and Territory governments.

At 30 June 2002, there were 12,741,980people enrolled, or about 95 per cent of those eligible to enrol. The participation rate,combined with a high level of enrolmenttransactions (2,978,634 for the year includingdeletions), is evidence of the roll’s high levelof currency and accuracy.

VARIATIONS TO PERFORMANCETARGETSThere were no changes to performance targetsfor outcome 1 and its supporting outputs fromthose contained in the 2001-02 portfoliobudget statements.

PURCHASER/PROVIDERARRANGEMENTSThere are no purchaser/provider arrangementsin place for outcome 1.

EXTERNAL SCRUTINY OFELECTORAL MATTERSThe Australian National Audit Office (ANAO)conducted a performance audit of the AECbetween May 2001 and February 2002 toexamine the integrity of the electoral roll. Thereport was tabled in Parliament in April 2002.

The audit consisted of file and documentreviews, interviews with AEC staff, interviewswith State and Territory electoral authoritiesand the secretariats of both the Joint StandingCommittee on Electoral Matters and theElectoral Council of Australia. The ANAO alsoindependently tested the roll, matching dataon the electoral roll with data from the HealthInsurance Commission and other relevantsources.

The ANAO concluded that overall the electoralroll is one of high integrity and that it can be relied on for electoral purposes. It alsofound that the AEC manages the electoral roll effectively and that AEC policies andprocedures ensure the roll is accurate,complete, valid and secure. In particular, theorganisation has mechanisms in place toprovide assurance that the names andaddresses on the electoral roll are legitimateand valid and that people who are eligible tovote are registered properly.

At the same time the ANAO concluded thatthere were areas of AEC roll management thatcould be improved and made a number ofrecommendations, all of which have been fullysupported by the AEC.

The Electoral Commissioner welcomed thereport which confirmed the AEC's longstanding view on the reliability of the roll.

PARLIAMENTARY REVIEW

Joint Standing Committee on Electoral Matters

The Federal Government’s response to theJoint Standing Committee on Electoral Matters report User friendly, not abuserfriendly was tabled in Parliament out ofsession on 4 October 2001. The reportcontained 18 recommendations includinggreater use of data matching, early close ofrolls, the implementation of the enrolmentprovisions contained in the Electoral andReferendum Amendment Act (No.1) 1999,and increased penalties for enrolment fraudoffences. The government supported 12 of the recommendations, supported tworecommendations in principle, noted threerecommendations and did not support onerecommendation.

ADMINISTRATIVE REVIEW

Certain administrative decisions made by the AEC are subject to review under theAdministrative Appeals Tribunal Act 1975, theOmbudsman Act 1976, the AdministrativeDecisions (Judicial Review) Act 1977, theFreedom of Information Act 1982 and thePrivacy Act 1988.


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ADMINISTRATIVE APPEALSTRIBUNALDuring 2001-02, the AEC dealt with:

two appeals against decisions to enrolelectors under their previous names – thefirst appeal was upheld and the secondappeal was dismissed

an appeal against a decision not to approvesilent enrolment – a hearing was held on 8 July 2002 and a decision is pending, and

an appeal against a decision to reject a claim for electoral enrolment from outside Australia – a hearing was set for 16 October 2002.


TABLE 3: OUTPUT 1.1.1 PERFORMANCE RESULTS

Output group

OUTPUT 1.1.1 –

ELECTORAL

ROLL (RMANS)


Percentage of eligiblepeople on the electoral roll– target is 95%.

Number of enrolmenttransactions processed (notbeing deletions) each year –target is 2.3 million orgreater.

Processing time forenrolment forms – target iswithin three business daysof receipt.

Cost of entries on theRMANS database – target isless than $2.75 an entry.

Performance results

ANAO audit and Newspoll survey resultsconfirm 95% of eligible people are on theelectoral roll.

There were 2,978,634 enrolment transactionsmade up of 2,515,053 enrolment forms andamendments processed and 463,581deletions.

Target met.

Target met.

The electoral roll is fundamental to conductingparliamentary elections. It is maintained on a computerised roll management system(RMANS) and is the key to voter entitlement at the federal, State, Territory and localgovernment level as well as the basis forelectoral redistributions.

To meet output 1.1.1, the AEC undertakes anumber of activities including:

processing enrolment and address data

surveying the requirements of internal andexternal users of roll-based products

investigating and implementing new rollmanagement strategies and systems

renegotiating joint roll arrangements withState and Territory electoral authorities

using a range of information to update andreview the roll, and

producing information required for electoralredistributions.

The performance indicators and targetsforecast in the 2001-02 portfolio budgetstatements and the performance resultsachieved are set out in table 3.

OUTPUT 1.1.1 –ELECTORAL ROLL (RMANS)

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ANALYSIS: ELECTORAL ROLL(RMANS)AEC divisional office staff continually processenrolment information and enter it into the computerised roll management system(RMANS) so that an accurate and up-to-dateroll can be maintained. This includesinformation from enrolment forms receivedfrom newly eligible people, electors changingaddress and deletions from electors who have left their enrolled address or died.

Staff also process information received fromCRU activities and elections and collect andupdate address and electoral area boundaryinformation contained on the RMANS addressregister.

At 30 June 2002, there were 12,741,980electors on the roll – an increase in thenumber of electors enrolled of 186,836 over2000-01 mainly due to the federal election. A summary of those enrolled by State andTerritory is shown in table 4.


Divisional staff processed 2,515,053enrolment forms and amendments throughoutthe year – 9.99 per cent higher than theprevious year. There were 650,654 additionsto the roll, 771,328 transfers of enrolmentbetween divisions and 1,093,071 addresschanges and other amendments to electordetails. A total of 463,581 deletions weremade, including 106,247 deaths, 8,781deletions of duplicate entries and 348,553objection deletions, the majority being forelectors no longer resident at their enrolledaddress. Full details of enrolment activity forthe year 2001-02 is shown at table 5.

A feature was the 363,245 enrolmentsreceived from new or first time electors. This reflects an increase in the combination of new citizens and young people enrollingassociated with the federal election as well as those elections in the Australian CapitalTerritory and South Australia.

TABLE 4: NUMBER OF PEOPLE ENROLLED BY STATE/TERRITORY 1995–2002

State/Territory 30-Jun-95 30-Jun-96 30-Jun-97 30-Jun-98 30-Jun-99 30-Jun-00 30-Jun-01 30-Jun-02

NSW 3,876,330 3,997,657 3,989,416 4,054,003 4,133,129 4,187,911 4,154,672 4,216,767

VIC 2,977,197 3,028,943 3,018,089 3,015,405 3,106,115 3,153,514 3,199,570 3,253,105

QLD 2,009,332 2,094,850 2,110,149 2,144,981 2,183,729 2,241,387 2,326,846 2,353,278

WA 1,063,318 1,104,162 1,119,266 1,124,910 1,156,691 1,169,243 1,203,847 1,204,743

SA 1,003,607 1,012,652 1,006,034 989,884 1,018,589 1,030,970 1,024,112 1,052,739

TAS 315,512 331,080 322,127 320,479 326,374 324,838 325,535 332,896

ACT 198,545 204,969 203,632 205,328 209,063 215,212 214,949 218,735

NT 93,943 103,124 104,151 104,648 106,101 107,776 105,611 109,717

Total 11,537,784 11,877,437 11,872,864 11,959,638 12,239,791 12,430,851 12,555,142 12,741,980Archive

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ENROLMENT TRANSACTIONS ARISINGFROM THE 2001 FEDERAL ELECTION

From the issue of the writ on 8 October 2001to the close of rolls on 15 October 2001, theAEC processed 369,966 enrolment forms and19,866 deletions from the rolls (including8,785 death deletions). During this period83,027 enrolment forms for new electors wereprocessed, including about 70 per cent from18 and 19 year olds.

At the close of rolls on 15 October 2001,there were 12,627,228 electors enrolled tovote at the federal election, with a further9,500 17 year olds turning 18 years of age by polling day. The number of enrolled electors represents an increase in enrolmentparticipation rates of the eligible population of 1.5 per cent to 96 per cent since the 1998federal election. These figures indicate thatsteady and consistent CRU activities areplacing people on the electoral roll andkeeping them there by reviewing electormovements and targeting addresses that areeither vacant or where the number of electorsexceeds the expected limit.


TABLE 5: ENROLMENT ACTIVITY FOR THE PERIOD 01/07/2001 TO 30/06/2002

NSW VIC QLD SA WA TAS ACT NT Total

ENROLMENT TRANSACTIONS

Additions to the roll

New enrolments 135,712 85,964 59,261 29,512 32,345 9,206 7,421 3,824 363,245

Reinstatements 20,892 11,627 11,822 3,382 4,384 1,432 870 485 54,894

Re-enrolments 78,268 51,758 44,987 16,322 24,555 6,786 4,794 5,045 232,515

TRANSFERS INTO DIVISIONS

Intrastate 203,176 159,777 125,352 56,609 62,075 10,399 4,094 1,952 623,434

Interstate 36,075 27,654 41,881 10,839 9,938 6,262 9,194 6,051 147,894

Intradivision amendment movement/ 284,696 195,136 203,759 81,339 90,654 32,733 25,545 11,020 924,882

No change enrolment 52,898 38,828 25,253 15,419 21,922 6,258 5,151 2,460 168,189

TOTAL ENROLMENT FORMS PROCESSED 811,717 570,744 512,315 213,422 245,873 73,076 57,069 30,837 2,515,053

DELETION TRANSACTIONS

Objections 121,699 67,771 83,927 7,649 49,547 7,199 7,024 3,737 348,553

Deaths 37,808 26,100 18,492 9,854 8,738 3,342 1,174 739 106,247

Duplications 2,864 2,216 1,609 757 788 127 168 252 8,781

TOTAL DELETIONS PROCESSED 162,371 96,087 104,028 18,260 59,073 10,668 8,366 4,728 463,581

NOT INCLUDING TRANSFERS

Total elector transactions 974,088 666,831 616,343 231,682 304,946 83,744 65,435 35,565 2,978,634

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IMPROVED ROLL MANAGEMENTTECHNIQUES

The imaging of all historical and currentenrolment documents, principally enrolmentapplications, commenced in 2000-01. Thecompletion of imaging the historical recordsthis year, together with the ongoing imaging of current records, will allow authorised staffonline access to records which will improvethe integrity and efficiency of the enrolmentprocess.

A new function was added to RMANS, which enables the online verification of Australiancitizenship, with data provided on a weeklybasis from the Department of Immigration and Indigenous Affair’s citizenship database.

The AEC purchased the national Fact of Death File, a compilation of data on deathsfrom all State and Territory births, deaths andmarriages registries and undertook extensivedata matching as an additional check toensure that death deletions had beenprocessed. Data matching with the file willcontinue each quarter.

TRENDS

During 2001-02, CRU activity was suspendedfor six months however the announcement of a federal election provided an added stimulusfor enrolment. Consequently, enrolmentincreased by 186,836 this year. Thiscompares with the increase of 124,291 in2000-01, when CRU activity was steadythroughout the year and there was no federalelection.

It is estimated that participation by thoseeligible in the 18-20 year old age groupaveraged 76 per cent throughout the year,reaching 82 per cent during the federal closeof rolls, with peaks in the Australian CapitalTerritory and South Australia also reflectingelections in those jurisdictions. There was adistinct peak in the number of young electorswho came onto the roll in New South Walesduring the federal close of rolls, increasing to74 per cent from 61 per cent at the end ofAugust.

SIGNIFICANT CHANGES IN THE NATURE OFFUNCTIONS/SERVICES

Other than the ability to verify Australiancitizenship, there were no significant changesin the nature of functions or services ofelectoral roll management during the year.

FACTORS, EVENTS OR TRENDSINFLUENCING PERFORMANCE

CRU mailing was suspended from August2001 as a consequence of plans by thefederal government to proclaim the Electoraland Referendum Amendment Act (No. 1) 1999and the federal election.

Proclamation of the new legislation would haverequired a new enrolment form to enableelectors to comply with the new enrolmentprovisions in the legislation. To avoid electorconfusion with the changeover of forms soclose to an election, the AEC suspended mailouts of enrolment reminder letters.

Mailing recommenced in March 2002 and allexternal data on hand since July 2001 hasbeen incorporated in the 2002 mailings.

PERFORMANCE AGAINST CUSTOMERSERVICE CHARTER STANDARDS

During the year there were no significantperformance issues relating to the customerservice charter standards for output 1.1.1.

DEVELOPMENTS SINCE END OFFINANCIAL YEAR THAT HAVEAFFECTED OR MAY SIGNIFICANTLYAFFECT THE AEC’S OPERATIONSOR FINANCIAL RESULTS IN FUTUREIn November 2001, the Administrative AppealsTribunal overturned an AEC decision which wasbased on the inappropriate names provision inthe Electoral and Referendum Amendment Act(No. 1) 2001. The AEC will be taking action tohave the legislation clarified.


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ANALYSIS: ELECTORAL ROLLUPDATESDespite the six months suspension in CRUmailing in August 2001, 2,515,053 millionenrolment forms were processed during 2001-02, including 1.18 million from CRUactivities (this compares with more than 1.6 million enrolments from similar CRUactivities in 2000-01). CRU forms processedwere made up of 920,927 from AEC enrolmentreminder mailings, 28,232 from targetedfieldwork, 42,437 from attendance atcitizenship ceremonies by AEC staff and187,630 from CRU activities undertaken byState and Territory electoral authorities.

It is estimated that the August suspension of CRU activities resulted in 100,000 fewerenrolment forms being received in the sixweeks before the announcement of the 2001

federal election. This shortfall impacted on thenumber of enrolments at the close of rolls forthe election (369,966 enrolment forms), whichwas slightly higher than expectations andabove that in 1998 (352,000). However, the1998 roll close needs to be put into thecontext of other electoral activity, such as thefull national door-knock in the first half of1998 and the federal ConstitutionalConvention Election in September 1997, whichinvolved a full roll review of electors.

TRENDS

While CRU was restricted in 2001-02 becauseof the federal election, systems developmentsand increasing access to State and Territorydata sources mean that the AEC is now ableto deliver a comprehensive and effectivealternative to the national two yearly doorknock.


Output group

OUTPUT 1.1.2 –

ELECTORAL

ROLL UPDATES

(ERR/CRU)


Vacant addresses eligiblefor enrolment – target is tobe maintained at 10% orless after allowance for non-citizen occupants.

Number of habitationsreviewed per year – target is2.5 million.

Number of enrolmenttransactions processed fromreview activities – target is1.4 million.

Cost per habitation reviewed– target is less than $4.50.

Performance results

Level of vacant addresses approximately 9.1%as at 30 June 2002.

3,557,050 habitations were reviewed.

More than 2.9 million transactions (includingfrom over 1.17 million forms) were processed.

Cost was below $4.50.


OUTPUT 1.1.2 – ELECTORAL ROLL UPDATES

Despite the suspension of CRU mailings forsix months during the year, the CRU programwas expanded and enhanced to ensure theelectoral roll remained accurate and current.

The performance indicators and targetsforecast in the 2001-02 portfolio budgetstatements and the performance resultsachieved for the year are detailed in table 6.

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SIGNIFICANT CHANGES IN THE NATURE OF FUNCTIONS/SERVICES

A major new CRU facility was piloted last yearto review and confirm elector addressesagainst those held on external databases(from Centrelink and some State and Territorytransport organisations) or other CRUfacilities. This facility is directed at 60 to 80 per cent of addresses that showed noenrolment changes when a full national door-knock was undertaken.

Following this review, a pilot mail review wasundertaken in the Australian Capital Territoryand South Australia of the remainingaddresses (17.7 per cent and 9.9 per centrespectively) which had either not beenconfirmed or been part of a previous CRUmailing. The results of these mailings werevery encouraging, particularly in the AustralianCapital Territory which had the added stimulusof an imminent local election and where threeweeks after the mail out, there had been a 68 per cent response to the 27,352 lettersand 4,186 enrolments.

CRU facilities were also used to review andconfirm enrolments in New South Wales andWestern Australia. The responses to thesemail outs not only confirmed enrolments atthese addresses, but delivered additionalenrolments.

Other improvements to the CRU programincluded an increase in the number of externaldata sources matched on RMANS (SouthAustralia Lands Department and QueenslandTransport data) and improved addressmatching facilities for matching external dataagainst RMANS records - crucial to aneffective CRU program. A national average of82 per cent of external records are nowmatched against RMANS.

The AEC also ran an address registerverification pilot in NSW to trial a new processto physically verify address registerinformation, record any changes or additionaladdress information and to identify land useinformation to ensure data integrity,particularly in relation to enrolments. It isexpected that this will result in a significantlyhigher level of address matching for CRUmailings thereby eliminating much of the timeconsuming manual address matching process.It will also improve roll integrity.


Mailings of enrolment review letters using the two RMANS internal data sources werereduced when CRU activities were put on holdin the lead up to the federal election.

The AEC still mailed to more than 786,665addresses using these data sources – thevacant addresses database (valid addresseswhere there is no one currently enrolled) andthe melimit addresses database (addresseswhere the number of electors or the number ofsurnames enrolled at an address exceedspredetermined limits, usually because electorshave moved without updating their enrolmentand new electors have moved into thataddress).

At 30 June there were 1,209,370 addressesvalid for enrolment at which there are currentlyno electors enrolled. This figure is furtherreduced by an estimated 510,000 to accountfor residences solely occupied by those noteligible for enrolment, which in almost allcases is because they are not Australiancitizens.

The AEC estimates that of the 7,674,804million addresses on the RMANS addressregister that are valid for enrolment, and afterallowance for non-citizens, approximately699,370 (9.1 per cent) are vacant, that is,addresses with no electors enrolled. Mailoutsto vacant addresses recommenced in June 2002.


During the year there were no significantperformance issues that relate to thecustomer service charter standards for output 1.1.2.

DEVELOPMENTS SINCE END OFFINANCIAL YEAR THAT HAVEAFFECTED OR MAY SIGNIFICANTLYAFFECT THE AEC’S OPERATIONSOR FINANCIAL RESULTS IN FUTUREThere have been no significant developmentsthat have affected the AEC’s operations orfinancial results for the future of output 1.1.2.


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ANALYSIS: ROLL PRODUCTS AND SERVICES

JOINT ROLL ARRANGEMENTS

The Commonwealth has arrangements in placewith all States and Territories to maintain ajoint roll or joint enrolment procedure and toshare agreed enrolment costs. Work hascommenced on reviewing these arrangementsand will continue into future years.

CLIENT SERVICES UNIT (CSU)

The CSU in the Information TechnologyBusiness Services Section provided asignificant number of electoral products tojoint roll partners. These products includedrolls for State and local government electionsand by-elections, as well as specific productsto support electoral activities andredistributions in States and Territories.

The CSU also produced certified listinformation at the close of rolls for the federalelection in November 2001 and certified listinformation at the close of rolls for the SouthAustralian State election, Tasmanian house of assembly and the Northern Territory andAustralian Capital Territory legislative assembly elections.

Electoral roll products were provided over theyear to:

medical researchers and for public healthscreening programs

members of the public and departmentalagencies where data was of a statistical oraddress nature

Commonwealth agencies and authoritiesspecified in Schedule 2 of the Electoral andReferendum Regulations 1940, and



Output group

OUTPUT 1.1.3 –

ROLL PRODUCTS

AND SERVICES


Accuracy in productsdelivered – target is greaterthan 98%.

Delivery deadlines achieved– target is greater than98%.

Level of stakeholder andcustomer satisfaction withelectoral products andservices – target is toachieve a customer serviceindex 4.0 or greater (scale 0-5).

Percentage of orderedproducts that are supplied –target is 100%.

Performance results

Over 98.8% accuracy of products delivered.

Over 99.8% of delivery deadlines achieved.

Customer service index of 3.8.

Target achieved for all electoral roll productsrequested in line with legislative provisions.

The Client Services Unit (CSU) produces rollproducts and services for joint roll partners,Senators and Members of Parliament,registered political parties, medicalresearchers, government agencies andauthorities, the public and the AEC.

The performance indicators and targetsforecast in the 2001-02 portfolio budgetstatements and the performance resultsachieved during the year are set out in table 7.

OUTPUT 1.1.3 – ROLL PRODUCTS AND SERVICES

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Members of Parliament, Senators andpolitical parties in the form of the electorinformation access system (ELIAS)database.

The CSU continued to produce microfiche forpublic inspection at AEC offices and Stateelectoral offices biannually. Microfiche wasalso provided to the national and Statelibraries. An additional microfiche wasproduced at the close of rolls for the federalelection for public inspection at the abovelocations.

The AEC continued its tight control on accessto electoral roll information and advised bothprevious and potential clients that electoralroll information would only be provided tothose groups outlined in the CommonwealthElectoral Act 1918.

The CSU’s primary performance measure, theclient survey, was conducted with resultssimilar to previous surveys. The customerservice index however was calculated at 3.8(out of 5.0), slightly below the target of 4.0.There was a lower satisfaction level fromELIAS recipients, possibly due to thesignificant changes made to the provision ofthis product since the last survey followinglegislative changes and legal advice abouteligibility criteria for receipt of ELIASinformation.

Distribution of ELIAS information to Membersof the House of Representatives wassuspended at the close of rolls for the federalelection, which may have had a negativeimpact on levels of satisfaction with CSUservices. This survey also highlighted a lowersatisfaction level from medical researchers.

Continual liaison with key stakeholdersthroughout the year provided positive feedbackon the level of AEC service provision howeverthe AEC will be exploring opportunities toimprove the customer service index.

ELECTIONS AND REDISTRIBUTIONS

Work was undertaken at the State and localgovernment level to support various by-elections in New South Wales, Tasmania andthe Northern Territory. Assistance was alsoprovided for the Australian Capital Territoryand Northern Territory assembly elections andthe South Australian State election.

Local government redistributions were appliedto the roll management system (RMANS) inNew South Wales and the Northern Territory.

TRENDS

The volume of work undertaken by CSUremains on par with previous years and there have been no significant changes toworkloads. The duplication of CD-ROMscontaining ELIAS information was managedinternally with any additional administrativeprocedures and processes streamlined.


While the functions of the CSU have notchanged, the services it provides havebecause of legislative amendments which limitthe range of elector information available to itsclient base. The CSU continued to receivequeries regarding access to electoral rollinformation but advised that due to legislativelimitations and privacy considerations, the AECwas unable to provide electoral roll informationto many of those groups requesting access.


Legislative changes and legal advice abouteligibility criteria for receipt of ELIASinformation affected the provision of CSUproducts. This may have resulted in lowersatisfaction levels from recipients and beenreflected in the customer service index.


The CSU provides updated copies ofmicrofiche biannually to all AEC offices,State electoral offices and national and Statelibraries to ensure that the electoral roll(elector name and addresses) is available forpublic inspection. Feedback indicated thatperformance against the customer servicecharter standards was satisfactory.

The unit also provides electoral roll data toMembers, Senators, registered politicalparties, government agencies and authorities,medical researchers and State electoralauthorities. Electoral roll data was provided to clients within agreed timeframes.


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ANALYSIS: SUPPORT SERVICESFOR ELECTORAL REDISTRIBUTIONSA redistribution commenced in Victoria during the year and is being carried out inaccordance with paragraph 59(2)(c) of theCommonwealth Electoral Act 1918 whichrequires that a State or Territory beredistributed after seven years have elapsed since the last redistribution.

TRENDS

The AEC is required to determine thepopulation of the States and Territories inFebruary 2003 and calculate the entitlementto representation. This may trigger aredistribution.


DEVELOPMENTS SINCE END OFFINANCIAL YEAR THAT HAVEAFFECTED OR MAY SIGNIFICANTLYAFFECT THE AEC’S OPERATIONSOR FINANCIAL RESULTS IN FUTURESince the end of the financial year, there havebeen no significant developments impacting onoperations or financial results for the futurefor output 1.1.3.

Output group

OUTPUT 1.1.4 –

SUPPORT

SERVICES FOR

ELECTORAL

REDISTRIBUTIONS


Redistribution committeeshave a high level ofsatisfaction with servicesprovided.

Services to redistributioncommittees comply withlegislative timeframes.

Provide services to oneredistribution committee.

Performance results

A high level of satisfaction was achieved.

Support services to redistribution committeeswere provided in accordance with timeframes.

Support services were provided to oneredistribution committee.


OUTPUT 1.1.4 – SUPPORT SERVICES FOR ELECTORAL REDISTRIBUTION

The redistribution of federal electoralboundaries is carried out in accordance withPart IV of the Commonwealth Electoral Act1918. To ensure equal representation amongelectoral divisions, the boundaries are redrawn(redistributed) periodically.

Section 59 of the Act provides for the timingof the commencement of redistributions.

The performance indicators and targetsforecast in the 2001-02 portfolio budgetstatements and the performance resultsachieved in during the year are set out in table 8.

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The AEC’s website was used extensively topublish redistribution information, making thismaterial more accessible to the public. For thefirst time, 14 public suggestions regarding theVictorian redistribution (including maps) andnine comments on those suggestions weremade available through the website. This wasdone at the same time the redistributiondocuments were produced for inspection, asrequired under the Commonwealth ElectoralAct, allowing public access by those unable toview this material at AEC offices. There wereno other significant changes in the delivery ofredistribution functions.


There were no significant changes, factors,events or trends influencing performancerelating to redistribution services during thereporting period.


During the year, there were no significantperformance issues that relate to thecustomer service charter standards for output 1.1.4.



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Outcome 2


Elections, ballots and referendums

The AEC’s performance againstoutcome 2 ensures that stakeholdersand customers have access to, andadvice on, impartial and independentelectoral services and that they areable to par ticipate in electoralevents.

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34

2001-02 HIGHLIGHTS

A successful 2001 federal election.

A national, integrated public awareness campaign that reached 100 per centof electors.

546 ballots for industrial organisations, 38 fee-for-service ballots and asuccessful Aston by-election.

Advice and assistance in five international elections.

Advice on and development of procedures and systems to supportimplementation of a pilot indigenous electoral roll for the 2002 TasmanianATSIC regional council elections.

Report on Performance Outcome 2 Elections, Ballots and Referendums

Outcome 2OUTCOME 2

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35Report on Performance Outcome 2 Elections, Ballots and Referendums


TABLE 9: OUTCOME 2 – ELECTIONS, BALLOTS AND REFERENDUMS


2001-02 2001-02 2002-03$’000 $’000 $’000


Commonwealth Electoral Act 1918 – 39,924 38,685 –Election Public Funding

Total special appropriations 39,924 38,685 –


Output Group 2.1 – Elections, ballots and referendums

Output 2.1.1 – Federal elections, by-elections and 75,476 76,234 22,833referendums

Output 2.1.2 – Party registrations 421 311 531

Output 2.1.3 – Funding and disclosure services 1,037 784 860

Output 2.1.4 – Public awareness campaigns, media releases 8,856 9,267 167

Output 2.1.5 – Information services 5,609 12,007 6,495

Output 2.1.6 – Industrial elections and ballots for 5,403 5,481 7,727organisations

Output 2.1.7 – ATSIC elections 0 383 283

Output 2.1.8 – State and local government elections 0 387 –

Output 2.1.9 – Advice and assistance in overseas elections 838 1,553 900

Total output Group 2.1 97,640 106,407 39,796


Revenue from other sources 2,801 6,473 8,921

Total revenue from other sources 2,801 6,473 8,921



2001-02 2002-03

Average staffing level (number) 440 352

In addition, the AEC employs temporary staff to assist with electoral events. The full-timeequivalent number for 2001-02 was 723 and estimate for 2002-03 is 35.

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OUTCOME 2 – ELECTIONS, BALLOTS AND REFERENDUMS

The AEC ensures stakeholders and customersare able to participate in electoral events. Itdoes this by providing access to and advice onimpartial and independent electoral servicesfor parliamentary elections, industrial electionsand ballots for organisations, ATSIC elections,services for registering political parties andadvice and assistance in overseas elections.

The following report details outcome 2performance results for 2001-02 relative to its output group of elections, ballots and referendums, namely:

federal elections, referendums and by-elections

party registrations

funding and disclosure services

public awareness campaigns and mediareleases

information services

industrial elections and ballots fororganisations

ATSIC elections

State and local government elections, and

advice and assistance on overseaselections.

The performance indicators and performancetargets forecast in the 2001-02 portfoliobudget statements and the performanceresults achieved are set out in table 10.


Output group

ELECTIONS,

BALLOTS AND

REFERENDUMS

Performance indicatorand target

Extent to which stakeholdersand customers have accessto and advice on impartialand independent electoralservices – target is 100%.

Percentage of voter turnoutat electoral events – targetis 96%.

Extent to which legislativerequirements are met –target is 100%.

Extent to which customerservice charter standardsare met – target is 100%.

Performance results

Access to and advice on impartial andindependent electoral services were providedto stakeholders and customers at a high level.

Turnout of eligible voters at the 2001 federalelection was 94.85% and at the Aston by-election was 92.59%.

100% of legislative requirements were met.

100% of customer service charter standardswere met.


TABLE 10: OUTCOME 2 – ELECTIONS, BALLOTS AND REFERENDUMS

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ANALYSIS: ELECTIONS, BALLOTSAND REFERENDUMSThe achievement of outcome 2 was largelymeasured by the successful federal electionheld on 10 November 2001, which included ahigh voter turnout and high levels of customerservice.

Outcome 2 was also measured by the successof the Aston by-election on 14 July, thenumerous ballots conducted for industrialorganisations, AEC involvement in TasmanianState elections and local government electionsin Victoria that were run by the AEC on a fee-for-service basis.

The level of voter participation in the 2001federal election was just under the 96 percent target. The 94.85 per cent figureachieved is similar to the 95.34 per centachieved for the previous election in 1998.

All legislative requirements for conductingelections, ballots and referendums were metand this is evidenced by the lack ofsubstantiated challenges.

Preparations are well advanced for the nextATSIC election due in October 2002. Ahighlight has been the development ofprocedures and systems to support theimplementation of an indigenous electoral roll for the Tasmanian ATSIC regional councilelections. This has marked a high level ofliaison between ATSIC and the AEC inTasmania and central office.

Party registration activities are covered inmore detail in output 2.1.2 (see page 41).Amendments to the political party registrationprovisions of the Commonwealth Electoral Act1918 have had a major impact on the AEC’sprocessing of new applications.

A number of AEC staff provided advice andsupport for overseas electoral activity,particularly in Papua New Guinea, East Timor,the Solomon Islands and Fiji. These activitiesare covered in more detail in output 2.1.9 (seepage 54).

VARIATIONS TO PERFORMANCETARGETSThere have been no changes in performancetargets for outcome 2 and its supportingoutputs from those contained in the 2001-02portfolio budget statements.

PURCHASER/PROVIDERARRANGEMENTSThe Aboriginal and Torres Strait IslanderCommission Act 1989 tasks the AEC withconducting elections for ATSIC. In recognitionof the requirement, output 2.1.7 was identified as one of the AEC’s outputs. Thepurchaser/provider relationship between ATSICand the AEC works well and performanceachievements related to this arrangement arecontained in the section of this report devotedto output 2.1.7 on page 51.

EXTERNAL SCRUTINY OF ELECTORALMATTERS

Parliamentary review

Joint Standing Committee on ElectoralMatters (JSCEM)

The JSCEM is to conduct an inquiry into theconduct of the 2001 federal election. Theterms of reference are:

“That the Joint Standing Committee onElectoral Matters inquire into and report on all aspects of the conduct of the 2001 federal election and matters relatedthereto.”

On 7 July 2001 the JSCEM advertised aninquiry into electoral funding of politicalparties which was unable to be finalisedbefore Parliament was prorogued for the 2001 federal election.


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ADMINISTRATIVE REVIEW

Federal administrative review

Certain administrative decisions made by theAEC are subject to review under theAdministrative Appeals Tribunal Act 1975, theOmbudsman Act 1976, the AdministrativeDecisions (Judicial Review) Act 1977, theFreedom of Information Act 1982 and thePrivacy Act 1988.

Ombudsman

During the year, two complaints were lodgedwith the Commonwealth Ombudsman inrelation to administrative actions undertakenby the AEC. After consideration of the issues,the Ombudsman, in both instances, declinedto investigate the complaints.

State and local government elections

The AEC dealt with the following mattersduring 2001-02:

a challenge relating to counting votes forthe Melbourne City Council electionconducted by the AEC in July 2001 lodgedwith the Municipal Electoral Tribunal (MET),Victoria by a candidate in the election. TheMET found in favour of the AEC, and

challenges to the results for Moreland andPort Phillip Council elections conducted bythe AEC in March 2002 lodged with theMET by a candidate for each election. Onematter did not proceed and the other isexpected to proceed on 22 July 2002.

JUDICIAL REVIEW

2001 federal election

Injunctions

Before the 2001 federal election, fourapplications for injunctions were filed, three inthe Federal Court and one in the High Court.

On polling day, the Federal Court granted theAEC an injunction to stop a candidate handingout how to vote cards that appeared to breachthe requirements of the CommonwealthElectoral Act 1918.

In the three other cases, candidates or peoplewho had intended to nominate as candidatessought injunctions against the AEC seeking topostpone the election. In each case therelevant Court dismissed the application.

Court of Disputed Returns

Four petitions were filed with the High Court,sitting as the Court of Disputed Returns,seeking to challenge various results of theelection. Three petitions were dismissed fornon-compliance with the requisites for apetition under the Commonwealth Electoral Act1918. At the time of this report, one petitionwas still before the Court.

Other

Amendments to the Act proclaimed on 16 July2001 provided the AEC with specific power toreview the eligibility of political parties toremain registered under the Act’s provisions. A political party has challenged the AEC’spowers to conduct such reviews and thematter is currently before the Federal Court.

Federal by-elections

There were no petitions to the Court ofDisputed Returns or prosecutions for majorelectoral offences arising from the by-electionin the Division of Aston during 2001-02.

Industrial elections and ballots for organisations

The Federal Court made interim orders during2001-02 as the result of an application underthe Workplace Relations Act 1996 relating tothe rules of an organisation for which the AECconducted a ballot. The Court returned theballot papers to be counted and the result was not affected. It is likely that the Court will terminate the inquiry.

ATSIC elections

There were no election petitions for ATSICduring the year.

Other

A complaint was lodged by a disabled electorwith the Equal Opportunity Commission ofVictoria regarding access to a polling place. Aconciliation conference between the AEC andthe elector is being arranged.

A complaint was lodged by a disabled electorin New South Wales with the Human Rightsand Equal Opportunity Commission (HREOC)regarding access to a polling place. The AEC iscurrently providing information to HREOC in anattempt to resolve the complaint.


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Output 2.1.1 covers issues related to theplanning, management evaluation andreporting of the conduct of federal elections,referendums and by-elections. During 2001-02, a by-election and federal electionwere conducted and post-election conferences

were held at national and State levels toevaluate the election processes.

The performance indicators and targetsforecast in the 2001-02 portfolio budgetstatements and the performance resultsachieved in 2001-02 are set out in table 11.


Output group

OUTPUT 2.1.1 –FEDERALELECTIONS,BY-ELECTIONSANDREFERENDUMS


In accordance withtimetables, 100% ofoperational systems,equipment and proceduresare in place and on time for the electoral event.

100% of legislativerequirements are met by the AEC.

Logistical capacity toconduct 100% of by-elections.

Between 5% and nilelectoral litigation cases will have costs orderedagainst the AEC.

Between 80% and 100% ofAEC recommendations tothe JSCEM are reflected inthe final report.

Between 80% and 100% of complaints of electoraloffences against theCommonwealth Electoral Actare dealt with appropriately.

100% of legislation isdeveloped and in force inorder to conduct an election.

Maintain a level ofpreparedness which willenable the conduct of onefederal election, if called,and any necessary federalby-elections.

Performance results

Systems, equipment and procedures were inplace for the 2001 federal election andtimetables were met.

All legislative requirements were met for theelectoral events held during the year.

Systems, equipment and procedures were inplace to successfully conduct the Aston by-election held in July 2001.

There were no costs awarded against the AEC for electoral litigation cases.

Not applicable in the reporting period.

100% of complaints were dealt with appropriately.

The Electoral and Referendum Amendment Act(No.1) 2001 arising from the JSCEM report onthe 1998 federal election commenced in July2001.

Systems, equipment and procedures were inplace for the federal and other electoral eventsheld during the year. Timetables were met.


OUTPUT 2.1.1 – FEDERAL ELECTIONS, REFERENDUMSAND BY-ELECTIONS

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ANALYSIS: FEDERAL ELECTIONS,REFERENDUMS AND BY-ELECTIONSThe AEC is required to conduct parliamentaryelections in accordance with the requirementsof the Commonwealth Electoral Act 1918.

A national operations conference was held inJuly 2001 in Canberra and was attended byAEC senior operations staff from all Statesand Territories. The objectives were to finalisearrangements for the 2001 federal electionand to finalise procedures that had beentested in the trial election held earlier in theyear.

The AEC’s computerised election managementsystems (ELMS) are subject to continualreview and improvement. During the year, thepolling place materials sub-system (PMAT), anational inventory system, was successfullytested and used for the first time at thefederal election. Enhanced versions of thedeclaration vote scrutiny application in the roll management system (RMANS), automatedpostal voting system (APVIS), and automatedcentral Senate scrutiny system (CSSS) werealso used at the election.

The Commonwealth Electoral Act 1918 wasamended in 1999 to enable the preliminaryscrutiny of postal votes and pre-poll votes tocommence on the Monday before polling day for the federal election. Systems andprocedures were introduced to facilitate thisearly scrutiny. Checking that declarationenvelopes had been signed and markingnames off the certified list of electors duringelection week enabled counting of postal andpre-poll votes to commence promptly afterpolling day and contributed to an earlier resultthan would otherwise have been possible inmany divisions.

Significant efforts were made to raiseawareness amongst staff about the status ofelection preparations and the implications ofchanges to major systems such as ELMS.Various internal publications were distributedto keep staff abreast of developments, topromote a better understanding of the systemand to generate staff interest.

Internet training packages were developed fordeclaration vote issuing officers and staff atoverseas posts who issue pre-poll and postalvotes. Previously, officers issuing declaration

votes have been required to attend an hour-long training session while staff at overseasposts undertook self-training from a manual.The Internet training option provides a betterand more convenient package for pollingofficials in remote areas and staff at overseasposts with access to Internet facilities who didnot previously have the benefit of interactivetraining. It is also very useful for trainingpeople selected as late replacements forpolling officials.

Procedures and processes used at the federal election were evaluated at post-election conferences held in all States fromDecember to February and the nationaloperations conference in Canberra in March.Recommendations resulting from theseconferences have been analysed and projectproposals submitted for further systemsenhancements and upgrading of electionprocedures and materials.

2001 FEDERAL ELECTION

The AEC planned for and conducted the 2001federal election on 10 November 2001.

The Governor-General issued Writs for theelection on Monday 8 October 2001 with thefollowing dates set in accordance with Section152 of the Commonwealth Electoral Act 1918:

issue of Writ on Monday 8 October

close of roll on Monday 15 October

polling day on Saturday 10 November, and

return of Writ on or before Wednesday 16 January.

Planning and preparations for the electionwere completed within projected timeframesand in accordance with the provisions of the Act.

Logistical arrangements for the supply anddelivery of material to the more than 7,700polling locations around Australia andoverseas were planned and successfullyimplemented. The count of votes cast atpolling places occurred on polling night withthe results displayed progressively on the AECwebsite. Declaration votes were processed inaccordance with the legislation in the post-polling day period and results issued as theybecame available.


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The Writs for the House of Representativesand the Senate elections in the AustralianCapital Territory and the Northern Territorywere returned to the Governor-General onThursday 6 December 2001. Writs for theSenate elections in the States were returnedto State Governors between Monday 3 andFriday 7 December 2001.

ASTON BY-ELECTIONThe AEC conducted the Aston by-election on Saturday 14 July 2001. The Writs were issued on Friday 1 June and returned on Friday 27 July.

TRENDS

The federal election occurred in full during thisyear. The Aston by-election was completedafter having commenced in the previousfinancial year.

The AEC has conducted the following electoralevents over the past five years:

Constitutional Convention Election –November 1997

federal election – October 1998

ATSIC election – October 1999

referendum – November 1999, and

federal election – November 2001

In addition, four by-elections and asupplementary election have been held over the same five-year period.


A significant change in training services wasthe development and introduction of Internettraining packages for declaration vote issuingofficers and staff at overseas posts who issuepre-poll and postal votes. Internet trainingprovided interactive training opportunities forpolling officials in remote areas and staff atoverseas posts.


During the period, AEC resources were involvedin conducting the Aston by-election, the 2001federal election and ongoing assistance tooverseas electoral authorities including PapuaNew Guinea and East Timor. The AEC was ableto meet these demands without compromisingperformance or delivery standards.


There were no significant performance issuesthat relate to the customer service charterstandards for output 2.1.1.

DEVELOPMENTS SINCE END OFFINANCIAL YEAR THAT HAVEAFFECTED OR MAY SIGNIFICANTLYAFFECT THE AEC’S OPERATIONSOR FINANCIAL RESULTS IN FUTUREThere have been no significant developmentssince the end of the financial year that haveimpacted on operations or financial results forthe future of output 2.1.1.


OUTPUT 2.1.2 – PARTY REGISTRATIONS

A register of political parties is maintained by the AEC to:

facilitate nominations, verify partyendorsement and facilitate the printing ofparty names on ballot papers

identify parties eligible to receive publicfunding and which may be eligible toreceive electoral roll products, and

identify parties required to submit annualreturns of income, expenditure and debts.


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ANALYSIS: PARTY REGISTRATIONSThe number of applications received dependson factors outside the control of the AEC. Oneof the major influences is the likelihood of anelection in the reporting period.

As a result of changes to the party registrationprovisions of the Commonwealth Electoral Act1918 effective from 3 October 2000, a reviewof the continuing eligibility of all currentlyregistered political parties was undertaken. A number of parties or branches of partieswere deregistered as a result of this reviewhowever, due to a legal challenge to the AEC’spower to conduct such a review, the processcould not be finalised. The review wasrecommenced after further amendments to theAct were proclaimed on 16 July 2001. Theseamendments gave the AEC specific powers toreview the continued eligibility of parties toremain registered. The recommencement ofthe review resulted in additional parties beingderegistered.

TRENDS

There were 10 applications for registrationprocessed in 2001-02 which is four more thanin 2000-01. This increase is not unexpected inthe lead-up to an election.


New AEC powers to review the eligibility ofpolitical parties to remain registered under the provisions of the Act are currently beingchallenged. The AEC intends to institute aregular program of reviews of eligibilityhowever the establishment of this as a regularactivity may be impacted on by the outcome ofthe legal challenge and the availability ofappropriate resources.


The costs per application or change to theregister of political parties have remainedlower than expected for a second year due tothe discounts associated with advertisingseveral applications or changes concurrently.


Output group

OUTPUT 2.1.2 –

PARTY

REGISTRATIONS


100% compliance withlegislative requirements.

The party register will at alltimes be 100% accurateand current.

100% of registration of newparties and amendments tothe register will occur withinspecified timeframes.

Capable of processing allapplications and changes to the register of politicalparties during the year(estimate 10 applicationsand 80 changes to beprocessed).

Less than $11,300 anapplication or change to the register.

Performance results

All applications were processed in accordancewith the provisions of the CommonwealthElectoral Act 1918.

A review of the party register was undertakenand confirmed that all parties registered wereentitled to be so for the federal election.

Issues resulting from a legal challenge to theAEC’s powers under the Act resulted in longerthan usual processing times for applications.

10 applications were processed.

16 parties were deregistered (two voluntarily).

46 changes were processed, comprising 24 changes to registered officer details,21 appointments of deputy registered officersand one party name/abbreviation change.

Average cost per application was $7,500. The average cost to process a change to theregister was $130.


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The register of political parties was kept up-to-date and publicly available with the list of parties also available on the AEC’swebsite. Processing times for applicationsfor registration were longer than usual due to issues resulting from a legal challenge tothe AEC’s powers under the Act. However,measures were taken to ensure that as manyas possible of the applications for registrationreceived before the 2001 federal election wereprocessed in time for the election.

DEVELOPMENTS SINCE END OFFINANCIAL YEAR THAT HAVEAFFECTED OR MAY SIGNIFICANTLYAFFECT THE AEC’S OPERATIONSOR FINANCIAL RESULTS IN FUTURESince the end of financial year, there havebeen no significant developments impacting onthe operations or financial results for thefuture for output 2.1.2.


Output group

OUTPUT 2.1.3

FUNDING AND

DISCLOSURE

SERVICES


100% compliance withlegislative requirements.

100% of public fundingpayments comply withstatutory requirements andtimeframes.

100% of annual returns andcandidate returns lodgedwill be available for publicinspection on prescribeddates.

100% of legislativetimeframes are met forpublication of returns(estimated to be 180 annualreturns).

1,000 donor returns and3,000 election returns.

Capable of conductingcompliance investigations in accordance withrequirements (estimated to be 100).

Performance results

No instances of proven offences wereuncovered.

100% of public funding payments for the Aston by-election and the 2001 federalelection comply with statutory requirementsand timeframes.

All annual and election related financialdisclosure returns received by the relevant cut-off dates were available for publicinspection on schedule.

147 annual returns were processed comprising79 political party returns and 68 associatedentity returns. Six amendments have beenlodged to associated entity returns and 21 amendments to political party returns.

807 donor returns were processed. Elevenamendments were lodged. 3,250 returns fromthe 2001 federal election were processed and30 returns from the Aston by-election.

30 compliance investigations were carried out.This number is fewer than usual due to the2001 federal election when legislation requires such action to be suspended.


The purpose of the funding and disclosureprovisions of the Commonwealth Electoral Act 1918 is to enhance the integrity of theelectoral process by allowing the electorate tobe well informed about the major donors topolitical parties, groups and candidates and

the level of expenditure of those involved inthe electoral process. The performanceindicators and targets forecast in the 2001-02 portfolio budget statements and the performance results achieved in 2001-02are set out in table 13.

OUTPUT 2.1.3 – FUNDING AND DISCLOSURE SERVICES

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ANALYSIS: FUNDING ANDDISCLOSURE SERVICESThe AEC’s program of compliance reviewsseeks to assess the extent of compliance bypolitical parties and associated entities withtheir disclosure responsibilities. The AECcontinued to undertake this program based onrisk assessments. This approach was adoptedto enable the AEC to more efficiently use itslimited resources and to ensure publicconfidence that the disclosure provisions ofthe Commonwealth Electoral Act 1918 werebeing met. The number of complianceinvestigations was less than usual due to the 2001 federal election.

Candidates and Senate groups who receive at least four per cent of the formal firstpreference votes in the election theycontested qualify for public funding. Publicfunding is paid to the respective political party for endorsed candidates and to thecandidates, or their appointed agents, if theyare unendorsed. The Act requires that publicfunding payments be made in two stages. Thefirst payment is 95 per cent of the entitlementcalculated on the number of votes counted bythe 20th day after polling day. The secondpayment is made once all vote counting isfinalised and is the remainder of theentitlement. Payments were made inaccordance with the timetable set out in theAct. The rate of funding payable at the Astonby-election and the 2001 federal election was179.026 cents per vote. The total amount ofpublic funding paid in respect of the Aston by-election was $125,368.33 and the totalamount of public funding paid in respect of the2001 federal election was $38,559,409.33.

The Joint Standing Committee on ElectoralMatters invited submissions to an Inquiry into Electoral Funding and Disclosure byadvertising in all major national newspaperson 9 September 2000. The closing date forsubmissions was 13 October 2000. The AECmade a submission (available on the AEC’swebsite www.aec.gov.au), but the Committeedeferred the inquiry until July 2001. The AECmade a further submission to the inquirywhich could not be completed before Parliamentwas prorogued for the 2001 federal election.

The availability of disclosure returns lodged byregistered political parties, associated entitiesand donors to political parties on the AEC’swebsite has continued to be popular, withmany members of the public and the mediaaccessing this information. The website wasfurther enhanced during the reporting periodto provide more advanced flexibility insearching power. The AEC will continue toreview the site’s functionality to ensure thatinformation is readily accessible and easy tounderstand.

The popularity of the site has meant that thepublic, and particularly the media, are able tomore readily and closely examine and analysethe disclosure returns and this has impacteddirectly on the work of the AEC. The number of enquiries in relation to these returns hascontinued to increase in complexity and detail.

TRENDS

The total amount of public funding paid for the2001 federal election was $38,559,409.33.At the 1998 federal election it was$33,920,787.43. The difference is mainlyattributable to the increase in the number ofvoters on the electoral roll and the increase,in-line with CPI, of the rate of public fundingfrom $1.62210 at the 1998 election to$1.79026 at the 2001 election.


There were no significant changes in thenature of functions or services during thereporting period.


The number of compliance investigationscarried out was less than usual due to the2001 federal election. As neither the AEC norpolitical parties are in a position for theseinvestigations to be carried out during anelection period, the legislation prohibits suchactivity during this time.

Report on Performance Outcome 2 Elections, Ballots and Referendums44

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2000-01 annual disclosure returns and 2001election disclosure returns were madeavailable for public inspection on the datesrequired by the Act. For the first time,candidate, Senate group and donor returns forthe 2001 election were also made availablefor inspection on the AEC website. Publicfunding payments were made in accordancewith legislative requirements.

In addition, a number of returns provided after the cut-off dates but before the publicinspection date were made available.

Returns received after the relevant publicinspection date were also made available forinspection after processing.

DEVELOPMENTS SINCE END OFFINANCIAL YEAR THAT HAVEAFFECTED OR MAY SIGNIFICANTLYAFFECT THE AEC’S OPERATIONSOR FINANCIAL RESULTS IN FUTUREThere were no significant developmentsimpacting on operations or financial results forthe future for output 2.1.3.


Output group

OUTPUT 2.1.4 –

PUBLIC

AWARENESS

CAMPAIGNS,

MEDIA RELEASES


96% voter turnout.

96% of votes are formal.

80% awareness andunderstanding by the publicof AEC electoral campaigns.

Information provided is100% accurate.

75% of AEC stories getmedia coverage.

100% voter coverage isachieved through advertisingcampaigns.

Performance results

Turnout of eligible voters at the 2001 federalelection was 94.85% and at the Aston by-election was 92.59%.

96% of Senate votes and 95% of House ofRepresentatives votes cast at the 2001federal election were formal.

Research found that 80% of electors wereaware of AEC public information campaignsand 93% felt informed about how to votecorrectly and make their vote count.

All printed publications and media releaseswere accurate.

It is estimated that 100% of the key messages in the public information campaign received media coverage.

Target was met.


OUTPUT 2.1.4 – PUBLIC AWARENESS CAMPAIGNS, MEDIA RELEASES

This financial year was dominated by thedevelopment, implementation and evaluationof an extensive public awareness campaigndesigned to increase public awareness of, andparticipation in, the 2001 federal election.

National and local advertising, public relationsactivities and publications formed part of awider, integrated communications strategy forthe election which also included a national

telephone enquiry service, an interpretingtelephone service and the AEC website. Theseadditional elements are discussed underoutput 2.1.5.


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ANALYSIS: PUBLIC AWARENESSCAMPAIGNS, MEDIA RELEASESFOR 2001 FEDERAL ELECTIONThe integrated public awareness campaignconsisted of national and local advertising,public relations activities and publicationsincluding an elector leaflet distributed to morethan 7.5 million households.

The campaign targeted all eligible electorswith specific activities directed at electors with particular information needs, such asadvertising in 18 ethnic and 19 indigenouslanguages and advertising and public relationsmessages in youth and disability media.

Internal reviews and external researchundertaken to evaluate campaign resultsconsistently demonstrated success in meeting its overall aims.

Post-election research undertaken on theAEC’s advertising campaign found thecampaign was effective in achieving highawareness among electors and particularphases reached over 80% of electors. Thiswas an improvement compared to the 1998election and was achieved on a lowercampaign budget. This research also foundthat more than 93 per cent of electorssurveyed felt informed about how to vote and how to make their vote count.

Based on the research findings and theextensive media coverage achieved, it isestimated that the public awareness campaign reached 100 per cent of electors.

A successful public awareness campaign wasalso conducted during the Aston by-election.During the election period more than 10 mediareleases were distributed and more than 50radio, television and newspaper interviewswere undertaken by AEC staff. In addition, amedia centre was set-up on polling night toenhance the timely and accessible provision ofresults. The by-election received a high level ofmedia interest and the AEC campaign’s keymessages appeared throughout the mediareports. A turnout figure of 92.6% wasachieved at the Aston by-election, which is ahigh turnout for a by-election.

The AEC developed a number of quality control measures to ensure that informationdisseminated is up-to-date, consistent andaccurate at all times. These measures wereused effectively during the election period,with no inaccuracies detected.

More than 50 media releases were distributednationally, in addition to numerous regionaland local media releases on a number ofelectoral issues.

TRENDS

The campaign built upon the performance ofawareness campaigns conducted at previousmajor electoral events.


There were no significant changes in thenature or services relating to public awarenesscampaigns or media releases during thereporting period.


The 2001 election campaign was held at atime when there were a number of majorinternational and national events dominatingthe media. Despite this, the campaignachieved a high level of media coverage.


Internal and external evaluation of thecampaign, combined with other ongoinginformal feedback, indicated that the relevantstandards of providing clear and timelyelectoral information were met at a high level.



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ANALYSIS: INFORMATIONSERVICESElectoral information is provided in variousformats. One important medium is the AECwebsite – a major source of daily contactbetween the AEC and its customers.

This year a scheduled review of the websitewas undertaken to better meet the needs ofcustomers. The review led to a redevelopmentof the site which involved a change in thelayout, colour scheme and navigation to

increase accessibility, enhance aesthetics andimprove functionality. These aspects wereidentified as requiring attention followingsurveys of site users and to meet currentCommonwealth Government Online Standards.

The site was also significantly enhanced forthe 2001 federal election, with modificationsto the online election results system (thevirtual tally room), new content to support theelection event and an infrastructure to meetincreased customer demand.


Information services, such as the AEC’snational telephone and email enquiry service,telephone interpreter service and website, areprovided to ensure the public has ongoingaccess to accurate and timely informationabout the electoral process.


Output group

OUTPUT 2.1.5 –

INFORMATION

SERVICES


100% of information isaccurate.

90% of calls to the AEC callcentre are answered.

All information, including thewebsite, is up-to-date, userfriendly and accessible.

Capability to answer500,000 calls in theelection period.

900,000 page views on theAEC website on electionnight.

Average cost per call centrecall less than $2.40.

Performance results

Published information was accurate.

83% of calls to call centre answered. Theinitial performance target of 90% was revisedto 80% in-line with the standard industrybenchmark rate.

Information on the website was up-to-date,user friendly and accessible.

During the election period the call centreanswered 513,342 calls.

On election night the website handled 972,970page views, more than 44,000 visitors and 5.6 million hits with response times of underone second.

The average cost per call centre call was $1 excluding retainer costs. Call centreretainer costs totalled approximately $1.8million which, if apportioned over the numberof calls received, represented $3.51 per call.


OUTPUT 2.1.5 – INFORMATION SERVICES

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The enhancements meant the websiteoperated efficiently on election night, handlingmore than 5.6 million hits, with a 100 per centsuccess rate and response times of less thanone second. This represented more than900,000 page views and an average visitorlength of just over 33 minutes.

A public relations plan was also developed andimplemented for the election, which included apackage of media releases and backgroundinformation for distribution to the media.Strategies were implemented to ensure thatelectors with a print disability and electorsfrom non-English speaking backgrounds hadaccess to information in an appropriateformat. Information was also made available inalternate formats including large print, Braille,audio cassettes and ASCII discs. Fact sheetswere translated into 15 languages other thanEnglish.

Promotional materials were developed to raiseawareness of the election process and tomaintain a consistent image throughout themedia. Election publications and informationproducts included:

Election 2001 candidates’ and scrutineers’handbooks

Electoral Newsfile series (12 editions)

2001 national electoral division profiles

federal electoral boundaries map

2001 Election night guide

electoral backgrounders series, and

2001 federal election results map.

The AEC has embarked on a post-electioninformation products and publishing programwhich includes production of the Electoralpocketbook, the election 2001 results wallmap and the Official election 2001 statisticsseries in both printed and CD-ROM format.

TRENDS

There was an increase in the number ofpeople accessing the AEC’s website to view arange of AEC materials such as publications,historical results and general information. A large number of people accessed electionspecific information and the Internet electionresults system (the virtual tally room).


Major enhancements were made to hostingarrangements for the website to support thefederal election. The AEC used an outsourcedcall centre from 12 October 2001 until twoweeks after polling day.


For the federal election, the AEC used anoutsourced call centre to handle the increasedvolume of enquiries. An initial performancetarget of answering 90 per cent of callsreceived at the AEC call centre was revised to80 per cent in-line with the standard industrybenchmark rate. This service level wasexceeded by three per cent. Greater use wasalso made of the AEC website to publishelection materials.


There were no significant performance issuesduring the year that relate to the customerservice standards for output 2.1.5.

DEVELOPMENTS SINCE END OFFINANCIAL YEAR THAT HAVEAFFECTED OR MAY SIGNIFICANTLYAFFECT THE AEC’S OPERATIONSOR FINANCIAL RESULTS IN FUTURESince the end of financial year, there havebeen no significant developments impacting onoperations or financial results for the futurefor output 2.1.5.


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ANALYSIS: INDUSTRIAL ELECTIONS AND BALLOTS FOR ORGANISATIONSThe AEC conducted 546 elections and ballots for registered industrial organisationsthroughout the year. This was slightly higherthan the previous year’s total of 518.

Last year’s annual report discussed theproposition of a four-year election cycle,which would reach a low in 2001-02 beforeincreasing. The decrease from 1999-00 to2000-01 was 17 per cent while the increasefrom 2000-01 to 2001-02 was 5.4 per cent,suggesting that the election cycle has reacheda low and started to climb. If the propositionof a four-year election cycle is correct, thenumber of elections and ballots shouldstabilise or even increase in 2002-03.

Thirty-eight fee-for-service ballots wereconducted over the past year. Of these,

one was a certified agreement ballotcompleted electronically and one was for a de-amalgamation ballot. All fee-for-serviceelections were conducted with full costrecovery.

The AEC introduced electronic voting (eVote)as an alternative voting system for fee-for-service elections where client facilities allow.Clients who choose eVote for their electionvote use a web browser in their secureIntranet environment. In the reporting period,the AEC used eVote when conducting certifiedagreement ballots for the Department ofDefence and CSIRO.

Certified agreement ballots accounted for16.22 per cent of the elections conducted this year. For certified agreement ballots,89,518 ballot papers were issued and 62,934 or 70.3 per cent were returned. This is a slight decrease from 73.1 per cent of returned ballot papers on the previous year.


Output group

OUTPUT 2.1.6 –

INDUSTRIAL

ELECTIONS AND

BALLOTS FOR

ORGANISATIONS


100% of legislative andother requirements are met.

Less than 1% courtchallenged elections upheldthrough AEC proceduralfaults.

98% satisfaction bystakeholders.

100% capability to conductall elections.

Full cost recovery forcommercial elections.

Performance results

No election inquiries were conducted thatconcerned legislative requirements.

During the reporting period 546 elections wereconducted, no elections were court challengedor overturned.

Only positive feedback from stakeholders wasreceived.

Systems, equipment and procedures were inplace to conduct all elections.

All quotations for elections and ballots wereconducted on a full cost recovery basis.


OUTPUT 2.1.6 – INDUSTRIAL ELECTIONS AND BALLOTS FOR ORGANISATIONS

The AEC conducts industrial elections andballots for registered organisations under theWorkplace Relations Act 1996, as well as fee-for-service elections and ballots, includingcertified agreement ballots, for governmentauthorities and other organisations.


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There were no significant changes in thenature of functions and services relating toindustrial elections and ballots fororganisations.


Work was begun on functional specificationsand software design for an updated version of both the Easycount and Rollmaker systems.Easycount is a software application forcounting votes electronically, includingdistributing preferences. Rollmaker is anapplication for compiling an electronicelectoral roll from the membership records of a union or organisation. Together, thesesystems provide the operational basis forindustrial and commercial elections.

The AEC continued its review of the policy andprocedures manual for industrial elections and ballots and all States planned for majorelections to ensure national consistency in theapplication of rules.

Work also continued on the Eventmanagersystem, a nationally integrated eventsmanagement system that, once implemented,will provide a single application for themanagement and financial planning of allindustrial elections as well as improved record-keeping and reporting functions.


The AEC customer service charter requiresthat clear and accurate procedures and ballotpaper instructions be provided. Of the votescast over last year, only 0.57 per cent wereinformal, compared with 2.07 per cent in2000-01. Given that industrial elections votingsystems are often complicated and are lessfamiliar to voters than federal election votingsystems, this low percentage suggests thatballot paper instructions and advice onelection procedures was clear and accurate.

DEVELOPMENTS SINCE END OFFINANCIAL YEAR THAT HAVEAFFECTED OR MAY SIGNIFICANTLYAFFECT THE AEC’S OPERATIONSOR FINANCIAL RESULTS IN FUTUREThere were no developments introduced duringthe year that significantly affected the AEC’soperations. Should the Workplace Relations(Registered Organisations) Bill 2001 bepassed, the provisions it contains will have animpact on the conduct of industrial elections.These include:

mandatory declaration voting (a proposalsought by the AEC)

the development of model electoral rules,and

the provision of detailed post-electionreports to organisations.

There will also be a need to informorganisations covered under the WorkplaceRelations Act 1996 of the impact thesechanges will have on conducting theirelections.


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ANALYSIS: ATSIC ELECTIONSAs well as conducting elections, the AEC alsoconducts recounts when casual vacanciesoccur on regional councils because acouncillor dies, retires or is removed.

Previously unsuccessful candidates areadvised of the vacancy and are invited to

declare their names in the recount of theprevious councillor’s ballot papers todetermine the successful candidate for theposition. Where no declarations are receivedby the close of nominations, a councillor isselected by conducting a by-election.


Output group

OUTPUT 2.1.7 –

ATSIC ELECTIONS


100% of legislative andother requirements met.

Between 5% and no ATSICelectoral litigation cases inwhich costs are orderedagainst the AEC.


100% capability to conductall ATSIC regional, zone andoffice holder elections.

100% logistical capacity toconduct ATSIC casualvacancies as they occur.

Performance results

All legislative requirements were met.

No challenges were made to AEC’s conduct of elections.

Only positive feedback was received fromstakeholders.

All ATSIC electoral functions were conductedwithin budget and in accordance with theregulations. One by-election was conducted in this period.

There were 16 casual vacancy elections allconducted within budget and in accordancewith the regulations.


OUTPUT 2.1.7 – ATSIC ELECTIONS

The AEC is responsible for conductingelections every three years for the ATSICRegional Council and Torres Strait RegionalAuthority (TSRA). Elections are conducted inaccordance with the Aboriginal and TorresStrait Islander Commission Act 1989 (theATSIC Act), the Regional Council Election Rulesand TSRA Election Rules. The AEC alsoconducts elections for zone representativesand regional council office holders.

The last rounds of regional council electionswere conducted in October 1999 and electionsfor the two Torres Strait Regional Authoritypositions were conducted in April 2000.

A feature of this year has been the preparationfor the regional council elections due inOctober 2002. This has involved extensiveliaison with ATSIC, particularly in relation to

the introduction of a pilot Tasmanianindigenous electoral roll which is to be usedas a basis for a ballot in Tasmania to elect theregional council.

This pilot has required close cooperation andconsultation between ATSIC and AEC staff inTasmania and central office to prepare andimplement procedures and systems to supportthe new election processes. Notwithstandingthe longstanding good relations between ATSICand the AEC, a service level agreement wassigned in August 2001 to formalisearrangements between the two agencies.


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During the year, 16 casual vacancy recountswere conducted. In two cases, at Yilli Rreungin Darwin and Garrak-Jarru in Katherine in theNorthern Territory, no nominations werereceived. In both these cases the vacancieswere not filled due to the proximity of the nextround of ATSIC regional council elections. Oneby-election was completed at Jayida Buru inDerby in Western Australia. Details of casualvacancies are at appendix I.

Preparation of election materials and systemsfor the next round of regional councilelections, due in October 2002, hascommenced including training for operationalstaff at locations around Australia.

TRENDS

Information gathered from the last three ATSICregional council elections has shown varioustrends. There is generally rising participationin ATSIC elections, however the higher thepopulation of younger people within a State orTerritory, the higher the voter turnout is likelyto be. The corollary also appears to beapplicable: the higher the population of peopleaged 45 to 64, the lower the percentage ofvoter turnout.

Information also indicates that the geographiclocation of a region has an impact on voternumbers in that non-metropolitan areas recorda larger percentage of votes than metropolitanregions. It has been suggested that the lowvoter participation in metropolitan areas maybe due in part to the difficulty in raising theawareness of indigenous communities andengaging their participation. It is proposed toengage the youth and wider indigenouscommunity by focusing the urban electioninformation program on secondary and tertiaryeducation establishments and community-based employment programs. It is anticipatedthat this approach will raise awareness of theregional council elections and encouragegreater participation.


Following the 1999 round of regional councilelections and as a result of Y2K compliancetesting, it was determined that the stability ofthe AEC’s existing ATSIC election managementdatabase could not be guaranteed. The most

cost-effective solution was to use the currentparliamentary election management system(ELMS) and to adapt it to meet specific ATSICrequirements.

This adaptation has replicated the mainelements of the existing parliamentary systemand adapted the modules to serve the needsof the ATSIC regional council elections.

The introduction of the Tasmanian indigenouselectoral roll on a pilot basis required thedevelopment of new procedures and systemsto ensure effective management of theelectoral process.


In August 2001, a service level agreement wassigned by the AEC and ATSIC to ensure thatthe strong working relationship enjoyed by thetwo organisations continues to meet theirrequirements and expectations. Formalstrategic and operational meetings are beingconducted as part of the agreement to ensurethat projects meet agreed performanceindicators and targets.


All casual vacancies were completed withintime and in accordance with the legislation.The formalisation of the relationship betweenthe AEC and ATSIC with the service levelagreement ensures that all customer servicestandards continue to be met. All of theobligations under the service charter havebeen fulfilled.

DEVELOPMENTS SINCE END OFFINANCIAL YEAR THAT HAVEAFFECTED OR MAY SIGNIFICANTLYAFFECT THE AEC’S OPERATIONSOR FINANCIAL RESULTS IN FUTUREThe service level agreement ensures thatATSIC is aware of the expenditure undertakenon its behalf by the AEC. The funding foragreed projects is drawn down quarterly inadvance, enabling fluctuations in expenditureto be met without disadvantage to either party.


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ANALYSIS: STATE AND LOCALGOVERNMENT ELECTIONS

SCANNING

In accordance with optical mark readingscanning contracts held with a number ofStates and Territories, the AEC’s electoral rollscanning system was used for the productionand subsequent checking of rolls for theNorthern Territory election, Australian CapitalTerritory general election, South AustralianState election, three Tasmanian upper houseelections, 25 New South Wales, two Victorianand one Northern Territory local governmentelections, as well as for the 2001 federalelection and Aston by-election. The systemprovides information on apparent non-votersand enables cases where voters may havevoted more than once to be followed-up.

PREPARATIONS FOR CONTRACTEDELECTIONS

The extent to which the AEC conducts orassists in State and local governmentelections depends on a number of factors,including, but not limited to, achieving theAEC’s legislative requirements, the extent to

which State legislation enables AECinvolvement in State or local governmentelections and the extent to which the AECsuccessfully tendered for local governmentelections conducted on a commercial basis.Within this context, the AEC has maintained anappropriate level of readiness.

TASMANIA

The Tasmanian Electoral Office is responsiblefor State and local government elections. TheAEC has had formal contractual arrangementswith the office to provide election assistancesince 1994 and also provides the expertiseand field resources of its returning officernetwork for either full postal or conventionalattendance elections.

State government

The AEC helped conduct three periodiclegislative council elections in Tasmania duringMay 2002. All legislative and contractualrequirements were met and a high level ofcustomer service was achieved.

Other administrative functions were alsoundertaken. All costs were fully recovered.


Output group

OUTPUT 2.1.8 –

STATE AND LOCAL

GOVERNMENT

ELECTIONS


100% of legislative andother requirements met.


100% capability to conductor assist in all electionscontracted to the AEC.

Full cost recovery.

Performance results

All legislative and other requirements were met for both States which held elections.

Only positive feedback was received fromthose States which held elections.

Targets were met. Capability to conduct orassist in all contracted elections maintained.

All elections were run on a full cost recoverybasis.


OUTPUT 2.1.8 – STATE AND LOCAL GOVERNMENT ELECTIONS

Last year the AEC conducted local governmentelections in Victoria and was involved inconducting State government elections inTasmania. The performance indicators and

targets forecast in the 2001-02 portfoliobudget statements and the performanceresults achieved are set out in table 18.

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VICTORIA

Local government

Voting in Victorian local government electionsis compulsory for residents, except those aged70 years and over. Council elections are heldon a three-year cycle. The State legislationallows each council, the AEC or the VictorianElectoral Commission, to conduct localgovernment elections.

The AEC conducted elections within themunicipalities of Ararat, Melbourne, Moreland,Port Phillip and Pryenees last year, as well asa by-election in Indigo. All legislative andcontractual obligations were met and costswere fully recovered.

Melbourne City Council

In July last year, the Melbourne City Counciland AEC successfully conducted the electionsfor Lord Mayor and Deputy Lord Mayor andseven councillors.


There were no significant changes in thenature of functions or services relating toState and local government election servicesduring the reporting period.


No significant factors, events or trendsinfluenced performance over the past year.


In both Tasmania and Victoria, allrequirements of the customer service charterwere met.

DEVELOPMENTS SINCE END OFFINANCIAL YEAR THAT HAVEAFFECTED OR MAY SIGNIFICANTLYAFFECT THE AEC’S OPERATIONSOR FINANCIAL RESULTS IN FUTURESince the end of the financial year, there havebeen no significant developments impacting onoperations or financial results for the futurefor output 2.1.8

OUTPUT 2.1.9 – ADVICE AND ASSISTANCE IN OVERSEAS ELECTIONS

One of the AEC’s functions under theCommonwealth Electoral Act 1918 is:

“to provide, in cases approved by theMinister for Foreign Affairs and Trade,assistance in matters relating toelections and referendums (includingthe secondment of personnel and the supply or loan of material) toauthorities of foreign countries or toforeign organisations.”

Output 2.1.9 was developed to address this function and in 2001-02 advice andassistance in overseas elections was providedin a number of different locations.


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ANALYSIS: ADVICE ANDASSISTANCE IN OVERSEASELECTIONS

PAPUA NEW GUINEA

The AEC has been providing support to thePapua New Guinea Electoral Commission(PNGEC) since April 2000 as part of anAusAID-funded project designed to build theskills of commission staff and to enhancetheir capacity to plan and conduct nationalelections. This first phase of the project is due to conclude in June 2003.

The AEC has a team of four officers in PapuaNew Guinea on three-month rotations. Anumber of short-term advisers have alsocontributed to the project and AEC team. AEC officers work jointly with the PNGEC onproject goals and have established productiveand strong links. Significant achievements andactivities over the last year include:

developing the PNGEC’s common rollinformation technology system which hasproven to be an excellent product andvaluable management information tool

providing expertise, training and materialsto support the update of the 1997 commonroll

developing the PNGEC website

developing operational procedural manuals,election planning strategies, training plansand training materials to support the June2002 national elections

conducting election operations trainingcourses and election planning workshops

designing and implementing an evaluationstrategy to assess the efficiency andeffectiveness of the PNGEC’s electionmanagement processes and procedures

developing policies, procedures andmaterials for the PNGEC to conductelections under the new limited preferentialvoting system which will take effect fornational elections from July 2002

capacity building PNGEC staff to enhancetheir skills, knowledge and experience

presenting an introductory module of theBRIDGE electoral administrators coursewhich received positive feedback fromPNGEC participants and demonstrablyimproved their skills and confidence, and

PNGEC participation in the AEC’s Australianfederal election study program and federalelection polling program, as well as a shortwork placement with the AEC’s enrolmentsection.

The Technical Advisory Group engaged byAusAID to review the project in March 2002concluded that the technical expertiseavailable within the PNGEC project team wasof a high standard.


Output group

OUTPUT 2.1.9 –

ADVICE AND

ASSISTANCE IN

OVERSEAS

ELECTIONS


100% of internationalassistance by the AECmeets the goals specifiedfor individual projectsundertaken.

98% stakeholdersatisfaction.

100% ability to assist withrequests for advice andassistance in overseaselections from clients inaccordance with Australianforeign policy.

Performance results

All specified goals were met.

Only positive feedback from stakeholders wasreceived.

100% ability to respond effectively to requestsfor advice and assistance maintained.


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The group’s report also noted that the “PNGEChas expressed its complete satisfaction withthe AEC team” in relation to the electionoperations assistance provided by the project.

The report went on to state that “the PNGEChas commented very positively on thecomprehensive and professional approachadopted by all the AEC project teams whohave undertaken work to date. The knowledgeand expertise of advisers and team leadershas been of a high standard and PNGECsenior management have expressed theirsincere gratitude to AusAID and the AEC fortheir assistance and support”.

EAST TIMOR

At the end of June 2002, the AEC successfullyconcluded its AusAID-funded capacity-buildingproject in East Timor aimed at ensuring thatsufficient skills and resources are availablewithin the community to carry out futureelections with minimal internationalassistance.

The project, originally scheduled to conclude at the end of 2001, was extended until mid-2002 at the request of the United Nations and AusAID. It supported the efforts of theIndependent Electoral Commission (IEC) (set upby the United Nations Transitional Administrationin East Timor) not only to conduct electoralevents, but also to build the capacity of the EastTimorese in electoral administration.

One of the main activities undertaken by theAEC and IEC was the BRIDGE electoraladministrators’ course, which was completedby all East Timorese staff. Four East Timoresestaff were accredited to run the courseindependently. UN Transitional Administrator,Mr Sergio Vieira de Mello, presented coursegraduates with certificates. Those graduatesrepresent a considerable store of knowledgeand expertise on which an independent EastTimor will be able to draw in future elections.

In a letter to the Electoral Commissioner inApril this year, the Chief Electoral Officer of theIEC commented on the successful conduct ofthe presidential election earlier in the monthand praised the capacity building efforts ofboth the AEC and AusAID.

Another major element of the project was theestablishment of an electoral resource centrein Dili. Staffed primarily by East Timorese, thecentre collected, collated and indexed allmajor forms, manuals, procedures and otherdocuments dealing with the 2001 constituentassembly and 2002 presidential elections, aswell as a substantial proportion of 1999popular consultation documents.

Over the life of the project, 11 internationaland 37 East Timorese staff (including 23district staff and 14 Dili-based staff) wereemployed. At the project’s completion, a bodyof trained staff (as many as 4,500 peoplewhen polling officials are included) had beendeveloped to provide a pool of trainedpersonnel to be drawn upon in the conduct of future electoral events.

The AEC also made a number of its seniorstaff available during 2001-02 to providetechnical advice and support to the IEC.

SOLOMON ISLANDS

The AEC sent two officers to the SolomonIslands in June 2001 to determine the levelof electoral assistance required to conductelections expected in December 2001. AusAIDprovided funding for the mission and for thosewhich followed.

Following this assignment, two AEC officerswere deployed to establish a computerisedvoter registration process, while anotherworked on the software from Canberra. Oncethe registration process was up and running,the officer based at the time in Honiara wasreplaced by two other people who worked inthe Solomon Islands until the completion ofthe election in early December.

As well as their Solomon Islands counterparts,the AEC worked closely with advisers fromGreat Britain and the USA. The election washeld on time, with all deadlines met anddespite some tense situations, there was noelection-related violence. All internationalobserver reports stated that the electionwas free and fair and reflected the will of theSolomon Islands people.

At election time, an AEC officer served as amember of the official Australian observerdelegation.


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FIJI

The AEC undertook the second and thirdphases of an AusAID-funded assistanceprogram, which had been initiated in June2001, in preparation for the Fiji generalelection held from 25 August to 1 September2001.

A five-member AEC team undertook the secondphase of activity from 7 to 25 July. A two-daytrain the trainer workshop was held for 12 Fiji government training officers drawn fromvarious government departments. Followingthe workshop, AEC staff accompanied thetraining officers to four regional centres to help conduct training sessions ondocumentation familiarisation, reconciliationprocedures, count procedures, distribution ofpreferences and the importance of accuracy.The sessions varied in size from 15 to 160participants.

The third phase of activity began on 1 September and involved providing technicalassistance and advice at the centralisedcounting centres.

AEC activities in Fiji were highly successfuland a number of significant internationalobserver missions endorsed the electionprocess. After the poll, Fiji’s Supervisor ofElections wrote to the Australian ElectoralCommissioner and expressed gratitude for the AEC’s advice and technical assistance over the years.

In January, two AEC officers took part in aseminar on the review of Fiji’s electoral systemand attendant processes organised by theOffice of the Supervisor of Elections. AusAIDprovided funding for their participation.

FEDERATED STATES OF MICRONESIA

In March, a computerised voter registrationsystem was established by the AEC in theState of Pohnpei, Federated States ofMicronesia, with AusAID funding and supportfrom the Pohnpei State Election Commission.

The system can store voter details, modifyindividual elector details, identify duplicateentries and produce elector lists for pollingplaces and the general state register.According to the Pohnpei State’s ElectionCommissioner, the system has exceeded allexpectations.

Benefits associated with the possibleimplementation of the system elsewhere in the Federated States of Micronesia are clear.To pursue this further, the AEC organised anAusAID-funded conference in December of allthe election commissions in the FederatedStates of Micronesia, providing the firstoccasion for all the country’s electoraladministrators to meet. Feedback waspositive.

The conference agreed that there should becloser working relationships between thenational and state election commissions andthat there was an urgent need for reform inthe registration process. It also decided thatthe computerised system installed in thePohnpei State Election Commission should bedeployed on a national level and on 26 April,AusAID announced that it would fund the AEC’sdevelopment and implementation of a newnational computerised voter registration forthe Federated States of Micronesia.

INTERNATIONAL VISITOR PROGRAM

At the time of Australia’s 2001 election,86 guests from 19 countries in Asia, Europe,North America, the Pacific and Africaparticipated in the largest election visitorprogram ever organised by the AEC. Includedwere 29 staff of the Independent ElectoralCommission of East Timor, whose participationwas funded by AusAID and the UN.

A number of very senior staff from electoraladministrations of other countries also took part, including the Chief ElectionCommissioner of India, the ElectoralCommissioner of Papua New Guinea, theSecretary-General of the Election Commissionof Thailand, two Electoral Commissioners fromNigeria, two Electoral Commissioners fromIndonesia, the Chief Executive of the UKElectoral Commission and all four ElectoralCommissioners from Fiji, as well as theSupervisor of Elections.

There were two concurrent visitor programs, an11-day study program and a shorter pollingprogram of four days. Special programs werealso organised in Melbourne, Darwin and AliceSprings for a number of the East Timoreseguests.

The study program covered all aspects of theAEC’s administration and conduct of elections.


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It was based in Canberra and includedsessions on the legislative framework forconducting elections, election management,voter education, information technology, voterregistration systems and polling staff training.Participants also travelled to New SouthWales, Victoria and Queensland to observefield operations.

The polling program concentrated on theevents of polling day and the initial stages ofcounting and included detailed informationsessions on conducting the poll and thepreliminary counts.

On polling day, Canberra-based participants inboth programs visited several polling places inthe region to observe polling and thepreliminary counts before concluding the nightat the national tally room.

The program was part of the AEC’s ongoingcommitment to encouraging communicationand cooperation with international electoralbodies, particularly those in the Asia Pacificand southern African regions. Feedback fromparticipants was extremely positive and theAEC plans to continue to organise suchprograms in connection with major electoralevents.

THE PIANZEA NETWORK

The AEC continued to host the Secretariat ofthe Pacific Islands, Australia and New ZealandElectoral Administrators (PIANZEA) network.The Secretariat provides a focal point forcommunication between members. Planninghas commenced for the next networkworkshop in Fiji in July 2002.

INTERNATIONAL DELEGATION BRIEFINGS

A number of short visits were hosted duringthe year from delegations or officials whowished to obtain specific information aboutthe AEC’s activities. Included among themwere the Attorney-General of New Zealand,the Acting Attorney-General of Tuvalu, the Vice-Minister for Regional Affairs of East Timor,representatives of the Embassy of theRepublic of Korea, delegations from NewZealand and Vietnam visiting Australia underthe auspices of the Australian PoliticalExchange Council and a visiting member of the Green Nepal Party.

PEACEKEEPING

Since 1994, the AEC has helped theAustralian Defence Force provide training toofficers on electoral aspects of peacekeepingoperations. This program continued during2001-02 with presentations given to theinternational peacekeeping seminar conductedby the Australian Defence Force PeacekeepingCentre and to the Australian Command andStaff College. Feedback indicated that theAEC’s input made a positive contribution to the outcomes of the training programs.

TRENDS

Demands placed on the AEC for internationalassistance continued to increase, particularlyfrom South East Asia and the Pacific regions.This trend, which is expected to continue inthe foreseeable future, is being driven by two factors: requests originating from thecountries as well as those from theDepartment of Foreign Affairs and Trade orAusAID, for the AEC to become involved inelectoral assistance as part of the governanceelements of Australia’s overseas developmentassistance.

The AEC also receives requests for staff toparticipate in various election-related missionsfrom international bodies including the UnitedNations, the Commonwealth Secretariat, theInternational Foundation for Election Systemsand the International Institute for Democracyand Electoral Assistance. Overseasdeployments of AEC officers throughout theyear averaged at least six, with four officersbased in Papua New Guinea for most of theyear and another two in East Timor.

Increasingly the AEC is working to identifylikely future international needs and toposition itself to respond effectively to suchneeds. Two major initiatives, which haveproven successful in this regard, have beenthe development of a generic voter registrationsoftware package and the development of theBRIDGE electoral administrators’ course.

The generic voter registration package isdesigned to be implemented with relative ease in countries that need a straightforward,stable but effective system. To date it hasbeen used with appropriate local modificationsin Papua New Guinea, the Solomon Islands, theFederated States of Micronesia and East Timor.


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Feedback from all sites has been highlypositive and the AEC anticipates a growingdemand for its installation.

The BRIDGE electoral administrators’ coursewas developed in response to increasingrequests over the past 10 years fromdeveloping democracies for electoral trainingassistance. Such training has often beenconducted by outside agencies in a reactiveand uncoordinated fashion with no commoncurriculum. There is however, a growingrecognition that building a strong and stableelectoral administration capacity in a countryis much more important than providing ad hocelectoral assistance from outside. To makeelectoral administrations in developingdemocracies sustainable, electoraladministration staff must be identified,trained and supported.

Because of this trend, the BRIDGE coursecurriculum has been developed in cooperationwith the United Nations Electoral AssistanceDivision and the International Institute forDemocracy and Electoral Assistance. Thecurriculum has been used for courses in EastTimor, Papua New Guinea and Fiji and its usein other countries is being considered. Thebulk of curriculum materials are in threelanguages (English, Bahasa Indonesia andTetum) and a Portuguese translation isplanned. Feedback from participants has beenextremely positive and the course will continueto be refined and improved as feedback isreceived.


There were no significant changes in thefunctions for output 2.1.9 during 2001-02.


The delivery of overseas advice andassistance has the potential to be affectedwhen demand for international assistancecoincides with an Australian election or othersignificant operational requirement. Possibleimpacts include the AEC’s capacity to provideassistance and the availability of suitable staffto undertake the overseas missions.

A longer-term issue is the extent to which theAEC will be able to meet, from existingresources, the increasing demand for itsinternational services. While funding for thedirect cost of overseas deployments is oftenprovided by bodies such as AusAID, the cost ofmaintaining an ongoing skills base andcapacity to provide high quality professionalinternational services, and to develop, reviewand enhance products to meet the needs ofoverseas countries, is not covered by suchexternal funding.

To date the AEC has covered such costs fromexisting resources and has not approachedthe government for additional funding support.However, if international demand continues forthe specialised products that the AEC hasbeen developing, the AEC may need to seeksuch additional funding to ensure that thebenefits of its activities and innovations forAustralia’s international profile in the field ofgovernance enhancement can continue to befully realised.


Performance against the customer servicecharter can be rated as excellent. This isevident through the day-to-day service provided by the AEC to overseas organisationswhere it continued to respond promptly andappropriately to requests for information. TheAEC acted with honesty and integrity whendealing with foreign counterparts, with careand diligence when sending officials overseason assistance missions and complied with allapplicable Australian laws. No complaints havebeen received in relation to its provision ofadvice and assistance in overseas elections.

DEVELOPMENTS SINCE END OFFINANCIAL YEAR THAT HAVEAFFECTED OR MAY SIGNIFICANTLYAFFECT THE AEC’S OPERATIONSOR FINANCIAL RESULTS IN FUTUREThere have been no significant developmentssince the end of the financial year that haveimpacted on operations or financial results forthe future of output 2.1.9.


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Outcome 3


Electoral education

The AEC’s third outcome – electoraleducation – ensures that Australiansare well informed about the electoralsystem and other electoral matters.

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2001-02 HIGHLIGHTS

Upgrades to the electoral education centres to enhance visitor experiences.

The opening of Helping you have your say – an exhibition on Australia’selection history at Old Parliament House in Canberra.

Report on Performance Outcome 3 Electoral Education62

Outcome 3OUTCOME 3

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63Report on Performance Outcome 3 Electoral Education


TABLE 20: OUTCOME 3 – ELECTORAL EDUCATION


2001-02 2001-02 2002-03$’000 $’000 $’000



Output group 3.1 – Electoral education

Output 3.1.1 – Electoral education centres 1,698 1,734 1,814

Output 3.1.2 – School and community programs 3,561 3,897 6,580

Total output group 3.1 5,259 5,631 8,394


Revenue from other sources 50 177 140

Total revenue from other sources 50 177 140



2001-02 2002-03

Average staffing level (number) 46 72Archive

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ANALYSIS: ELECTORAL EDUCATIONThe AEC’s electoral education programsmaintained high participation levels in 2001-02. As indicated by a range of datagathered at electoral education sessions, theprograms are highly regarded by bothparticipants and stakeholders.

There was a continued high level ofparticipants in both the school and communityvisits and electoral education centre programs.

VARIATIONS TO PERFORMANCETARGETSThere were no significant changes to theperformance targets for outcome 3.

PURCHASER/PROVIDERARRANGEMENTSThere are no purchaser/provider arrangementsin place for outcome 3.


OUTCOME 3 – ELECTORALEDUCATION

The AEC provides a range of educationprograms aimed at different target groupswithin the Australian community. Theseprograms are divided into two main areas –electoral education centres and school andcommunity programs.

Electoral education centres in Canberra,Melbourne, Adelaide and Perth continue to bewell patronised and participant numbers in theschool and community visits outreach programare also growing.

The following report details results foroutcome 3 against these two output areas.


TABLE 21: OUTCOME 3 – ELECTORAL EDUCATION

Output group

ELECTORAL

EDUCATION


The level of understandingby the Australian communityof electoral matters – targetis 75%.

The level of understandingof electoral events andprocesses by participants ineducation sessions – targetis 75%.

Level of customersatisfaction – target is 95%.

Performance results

93% of electors felt informed about how tovote correctly and to make their vote count. At least 80% of voters were aware of the AEC’s 2001 federal election public informationcampaign.

Evaluation questionnaires indicate that thistarget was exceeded.

Evaluation questionnaires indicate that thistarget was exceeded.Arch

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ANALYSIS: ELECTORAL EDUCATIONCENTRES (EECs)

CANBERRA

This financial year was one of consolidationfor Canberra’s EEC in its new location at Old Parliament House. The program andtechnology enhancements made possible by the centre’s re-location have been most

successful and a continual program ofdevelopment is providing increased options for visitors.

Visitor numbers for the year were 65,209 and have increased from last year as thecentre became fully operational. Theeducational program continues to attract new schools as well as retaining interest from those who have previously attended.


An important component of the AEC’seducation programs are its EECs in Canberra,Melbourne and Adelaide. The AEC alsoprovides support for an EEC in Perth operatedby the Western Australian ElectoralCommission.

At these centres, groups normally participatein a 90-minute session that includes anintroduction to Australian democracy, a display room activity and a mock election orreferendum. Sessions designed to fit in with

school curriculum requirements are alsopresented.

Evaluation questionnaires completed at theend of each session or activity, together withthe electoral education programs evaluation,indicate that the EEC programs were veryeffective and that clients were highly satisfied.


Output group

OUTPUT 3.1.1 –

ELECTORAL

EDUCATION

CENTRES (EECs)


95% of participants leaveAEC EEC sessions with anenhanced understanding ofelectoral events andprocesses.

90% of electoral educationprograms meet needs of allparticipants.

115,000 visitors.

3,200 sessions.

95% of requests are met.

Less than $600 persession.

Performance results

Evaluation questionnaires show this target was met.

Evaluation questionnaires show this target was met.

The total number of visitors for 2001-02 was116,140 plus 14,055 participants in outreachactivities.

3,304 sessions conducted.

Some schools were unable to attend theCanberra EEC because it was fully booked forsome weeks during the second half of theyear. Approximately 7.5% of requests for theCanberra EEC were not met.

The cost per EEC session was $368.25 asession for 3,304 sessions.


OUTPUT 3.1.1 – ELECTORAL EDUCATION CENTRES (EECs)

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The emphasis on increasingly directingelectoral education programs towards thesenior secondary sector through curriculum-based programs should see an increase innumbers in this area over the next 12 months.

The public exhibition Helping you have yoursay, which was collocated with the EEC in OldParliament House’s Australian FederationCentre, was opened in September and will bea permanent exhibition open to visitors sevendays a week.

MELBOURNE

Melbourne’s EEC catered for 32,672 visitorsduring the year with sessions for primary,middle years, later year and VictorianCertificate of Education (VCE) students, thetechnical and further education sector, as wellas for Council for Adult Education andcommunity groups. Strong demand for off-siteprograms has continued, including school on-site elections, student forums, teacherprofessional development and adult education.A total of 13,542 participants were involved inthese outreach activities.

Staff continued to develop curriculumresources and materials to support programsincluding an extensive redevelopment of theOn-site election guidelines for schools inconjunction with divisional staff and updatingthe VCE politics sessions to include the 2001federal election.

A review and analysis of the visitor base overthe past three years has enabled the centre toreflect on current practices, identify potentialnew clients and future directions. Clientsatisfaction was clearly indicated by the largenumber of return visits during the year. Futurechallenges include promoting services to newand established groups who choose from anincreasingly wide range of excursion centres.

ADELAIDE

The Adelaide EEC continues to provide highquality informative and educational sessionsto schools and community groups. During theyear 8,212 visitors participated in programsprovided by the centre or the equivalent of380 groups.

The centre is located close to the SouthAustralian Parliament so many groups combinetheir visit to the EEC with a visit to parliamentwhere they may have the opportunity to meettheir local MP and observe question time ordebates.

Adelaide’s EEC professional developmentprogram, which is conducted in conjunctionwith the South Australian State ElectoralOffice, continues to be very popular withteachers. Five sessions were conducted for105 teachers or trainee teachers throughoutthe year during school holidays. Demand forthese types of sessions also increased fromuniversities that train teachers.

While sessions within the centre located in theAEC’s Adelaide head office remain the primaryfocus of the EEC, Adelaide also conducted 18specialist outreach sessions for schools andcommunity groups that were unable to accessthe centre. This provided an extra 513 peoplewith access to electoral education.

Marketing initiatives including direct mail outsand advertising in South Australian teachersjournals continue to be an important source ofnew participants for the EEC. The centre hasalso shown a steady increase in the number ofteachers who are now returning to visit withtheir third or fourth class. The number ofgroups participating as a result of referralfrom other teachers and group coordinatorshas also increased.

The Adelaide EEC is jointly funded by the AECand the South Australian State ElectoralOffice.

PERTH

Funding support for the federal displays plusAEC resource materials were provided to theWestern Australian Electoral Commission’sEEC during the year. This centre continues tooperate very successfully with more than10,000 visitors attending sessions during the year.


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70,000

65,000

60,000

55,000

50,000

1993–1

994

56

,69

0

1994–1

995

63

,57

2

1995–1

996

67

,02

9

1996–1

997

62

,93

2

1997–1

998

65

,11

0

1998–1

999

65

,61

2

1999–2

000

65

,45

0

2000–2

00

1 6

0,4

75

20

01

–20

02

65

,20

9


TRENDS

FIGURE 3: VISITORS TO THE CANBERRA EEC

45,000

35,000

40,000

30,000

25,000

20,000

15,000

10,000

5,000

0

1993–1

99

4 1

0,2

69

1994–1

99

5 1

0,5

62

1995–1

99

6 1

4,0

13

1996–1

99

7 1

4,4

90

1997–1

99

8 2

0,4

15

1998–1

999

24,9

38

1999–2

000

32,5

00

2000–2

00

1 3

8,5

64

2001–2

00

2 3

2,6

72

FIGURE 4: VISITORS TO THE MELBOURNE EEC

10,000

8,000

6,000

4,000

2,000

0

19

98

–1999

6,9

27

1999–2

000

8,2

30

2000–2

001

8,5

25

2001–2

002

8,2

12

FIGURE 5: VISITORS TO THE ADELAIDE EEC

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There were no significant changes in thenature and functions of services provided.


The ongoing Discovering Democracy civics andcitizenship education project continued togenerate interest in the AEC’s electoraleducation programs.


Information gained through evaluationquestionnaires, letters and verbal feedback

indicated that customer service standardswere achieved.

DEVELOPMENTS SINCE END OFFINANCIAL YEAR THAT HAVEAFFECTED OR MAY SIGNIFICANTLYAFFECT THE AEC’S OPERATIONSOR FINANCIAL RESULTS IN FUTURESince the end of last financial year, there havebeen no significant developments impacting onoperations or financial results for the future ofoutput 3.1.1.

68


Report on Performance Outcome 3 Electoral Education

Output group

OUTPUT 3.1.2 –

SCHOOL AND

COMMUNITY

PROGRAMS


95% of participants in theschools and communityvisits program leavesessions with an enhancedunderstanding of electoralevents and processes.

Requests for electoraleducational resourcessatisfied.

Requests for electoraleducation State/Territorycurriculum support satisfied.

98% level of customersatisfaction 110,000participants.

25 teacher developmentsessions conducted.

Performance results

Surveys indicate an increased level ofunderstanding by session participants.

Requests for electoral educational resourceswere satisfied.

All three requests for curriculum support weresatisfied.

The number of participants for 2001-02 was149,103.

25 Your vote counts professional developmentactivities were conducted.

OUTPUT 3.1.2 – SCHOOL AND COMMUNITY PROGRAMS

Another important component of the AEC’seducation programs is the school andcommunity visits program which involves, inthe main, divisional staff visiting schools andcommunity groups within their division topresent electoral education and informationsessions. Visits are also conducted by stafffrom the AEC’s head office and EECs. Theseprograms also include Your vote counts

teacher professional development activities,representation at education conferences andseminars, input to curriculum development andsome activities with an indigenous focus.

The performance indicators and targetsforecast in the 2001-02 portfolio budgetstatements and the performance resultsachieved are set out in table 23.Arch

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ANALYSIS: SCHOOL AND COMMUNITYPROGRAMS

AEC staff conduct electoral educationsessions and activities in schools and withcommunity organisations. Strategies andresources for these sessions were discussedand refined during a national AEC workingparty meeting on school and communityeducation visits.

A new electronic reporting system to recordthe sessions was developed during the year.Among other things, the system records datesand locations of sessions, number ofparticipants, topics covered, materials usedand the time allocated. This has allowed theAEC to more closely monitor session contentand to track which educational materials arebeing used.

A peer support scheme continued to operatethroughout the year primarily to allowexperienced staff members to provide adviceand support to less experienced staff while onschool and community visits.

While overall there was a decrease inparticipant numbers due to the 2001 federalelection and funding restrictions, Victoriareported a strong increase.

The AEC also undertook a number ofeducation activities with an indigenous focus.Information and education officers in Sydneyand Darwin have been very active in this area,as have divisional staff in Queensland andWestern Australia.

In the lead-up to the federal election, anetwork of community electoral informationofficers visited indigenous communities acrossAustralia to help with enrolment and toconduct education sessions on the federalelectoral process. New resources such asposters featuring indigenous celebrities and aflipchart were produced as presentationmaterials.

EDUCATION PROJECTS

Curriculum development and support

The AEC is planning an audit of State andTerritory curriculum frameworks. This ongoingproject will enable more relevant programs andresources to be developed to support schooland classroom-based electoral educationprograms.

Work has already commenced at the AdelaideEEC to better align electoral educationsessions with the needs of school andclassroom-based programs.

In February this year, the AEC participated inan interest group meeting to discuss variousprojects being conducted in association with the federal government’s DiscoveringDemocracy civics and citizenship course. Aspart of the meeting, Discovering Democracyprofessional development officers touredCanberra’s EEC and took part in apresentation on AEC electoral educationprograms and resources.


FIGURE 6: PARTICIPANTS IN SCHOOL AND COMMUNITY VISITS PROGRAM SESSIONS AND ACTIVITIES

200,000

160,000

180,000

140,000

100,000

120,000

80,000

60,000

40,000

20,000

0

1993–1

99

4 7

2,0

54

1994–1

99

5 9

9,9

07

1995–1

99

6 6

7,5

65

1996–1

99

7 8

7,3

27

1997–1

99

8 1

23,1

57

1998–1

999

128,7

47

1999–2

000

165,8

85

2000–2

001

176,9

85

2001–2

002

149,1

03

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In May, a national forum for DiscoveringDemocracy was conducted. The AEC, throughprofessional development programs such asYour vote counts, and through conferencepresentations, continues to provideprofessional development and electoraleducation for teachers implementing civicsand citizenship programs in their schools.

PROFESSIONAL DEVELOPMENTPROGRAMS

Your vote counts has been conductednationally to both in-service and pre-serviceteachers over the last 12 months. Eight full-time sessions were presented with 190 educators and 17 two-hour sessions with 506 students.

Comments from program participants indicatethat satisfaction continues to be very high and that there is still a demand for such aninitiative in the primary and secondaryeducation sectors. Many participantscommented favourably on the professionalismand expertise of AEC presenters.

Staff at EECs have conducted other successfulprofessional development presentations onelectoral education including presentations to:

school faculty and staff meetings

ESL and TAFE adult literacy teachers, and

bachelor of education students.

CONFERENCES

The AEC participated in various educationconferences over the last year to presentworkshops and conduct electoral educationresource displays and sessions. Presentationsincluded those to:

History Teachers Annual Conference (SouthAustralia)

Discovering Democracy StudentParticipation/Active Citizenship Conference(Australian Capital Territory)

Victorian Commerce Teacher’s AssociationConview Conference

Discovering Democracy Australians All:Education for a Civil Society (Victoria)

Discovering Democracy Making Civics andCitizenship Education Happen (New SouthWales), and

Adult Council of Further EducationConference (Victoria).

TRENDS

Information on trends for the schools andcommunity programs is contained in figure 6on page 69.


There were no significant changes in thenature of functions and services provided.


The AEC widely publicised its electoraleducation outreach programs through theDiscovering Democracy civics and citizenshipinitiative and through a range of educationpublications, forums and conferences. Asdivisional staff were heavily involved in the2001 federal election, they undertook areduced number of school and communityvisits. Funding restrictions also impacted inthis area.


Evaluation of electoral education programs,together with other information obtainedthrough evaluation questionnaires, letters andverbal feedback, indicate that appropriatecustomer service standards were achieved.

DEVELOPMENTS SINCE END OFFINANCIAL YEAR THAT HAVEAFFECTED OR MAY SIGNIFICANTLYAFFECT THE AEC’S OPERATIONSOR FINANCIAL RESULTS IN FUTUREThere have been no significant developmentsimpacting on operations or financial results forthe future of output 3.1.2.


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Otherinformation


Financial performance

Developments that may affect future operationsArchive

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72

AnalysisThe ANAO audited the AEC’sfinancial statements (page 97)without qualification.

The statement of financial performance for the period ended 30 June 2002 shows a net deficit due to higher than anticipatedexpenses. While a deficit was not forecast in the 2001-02 Portfolio Budget Statementsbefore Capital Use Charge it has arisen in a year when AEC has consumed inventorymaterials in the delivery of a federal election.Costs have also increased both in underlyinginfrastructure costs and direct activityexpenses and these are reflected in theElection, Ballots and Referendums Outcome.

Revenue from government and operatingexpenses shown in the statement of financialperformance include amounts to conduct the2001 federal election and so are significantlyhigher than last year. The statement offinancial performance shows consistency insale of goods and services revenue over thetwo years of the report. The level of revenue is higher than that forecast in the 2001-02Portfolio Budget Statements. These forecastswere revised when preparing estimated actualsfor 2001-02 for the 2002-03 Portfolio BudgetStatements.

The statement of financial position at 30 June 2002 and cash flow statement bothshow the cash balance has reduced $6mwhen compared with the level held at the endof last year. This represents a variation fromthat forecast for 2001-02 and is even moresignificant when the additional Electoral andReferendum Amendment Act (No.1) 1999 (ActNo 1) funds held at year end are considered.

As regulations relating to the enrolmentprovisions contained in Act No 1 are not yet in place, the AEC has not used the majority of the funding provided. Theaccounting treatment required recognises the appropriation revenue in the year in which it is provided. The resulting balancesare then included in the cash reserves heldand represent funds held to implement theprovisions. The equity accounting treatmenthas been amended in 2001-02 to comply with the new guidance published by theDepartment of Finance and Administration.

In addition, funds continue to be retained to cover likely immediate employee leaveentitlements and some asset replacement.The statement of financial position also showssome movement in asset figures. The balanceof non-financial assets has decreased as theelection consumables, such as ballot paper,were used for the 2001 federal election anddepreciation expenses reflect decreasingassets values. It should be noted that themajority of the IT desktop equipment hasreached the end of its useful life and isplanned to be replaced next financial year.

The statement of Administered financialperformance contained in Note 19 reflectsthat expenses for public funding were paidfollowing the November 2001 federal election.Administered revenue was derived from thecollection of joint roll contributions from eachState and the Northern Territory governmentsand election fines and penalties from non-voters,the latter also following the 2001 election.

Other Information Financial Performance

ANALYSIS OF THE AEC’S FINANCIAL PERFORMANCE

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73

FutureDEVELOPMENTS THAT HAVE AFFECTED ORMAY AFFECT FUTURE OPERATIONS

ELECTORAL AND REFERENDUMAMENDMENT ACT (NO.1) 1999

The Electoral and Referendum Amendment Bill (No. 2) 1998 was introduced into the 38th Parliament on 14 May 1998. The Billcontained the balance of the legislativeamendments, mostly of a reform nature,flowing from the government’s response to theJoint Standing Committee on Electoral Matters(JSCEM) report on its inquiry into the 1996federal election.

The Bill did not pass through the Parliamentbefore it was dissolved for the 1998 federalelection, but was reintroduced into the 39thParliament on 26 November 1998. It waspassed on 29 September 1999 and receivedRoyal Assent on 13 October 1999, becomingthe Electoral and Referendum Amendment Act(No.1) 1999 (the amending Act).

The majority of the provisions of the amendingAct commenced either on or 28 days afterRoyal Assent. However, a number of provisionsaffecting the electoral enrolment process havenot been proclaimed. These were to requirefirst-time enrolment applicants to provide proofof identity, overseas born electors to provideproof of citizenship and witnessing ofenrolment applications to be restricted toelectors in a prescribed class.

The delay in finalising the regulations was due to lengthy negotiations by the federalgovernment with the State and Territorygovernments in an effort to seekcomplementary State and Territory electorallegislation to ensure continuance of the JointRoll Arrangements. During consultation, mostState and Territory governments indicated theydid not consider the reforms necessary andthat they would not be amending theirlegislation to adopt the Commonwealthposition.

In the event the federal government proceeded with the regulations following arecommendation of the JSCEM in its reportUser friendly, not abuser friendly. Thisrecommendation (recommendation 4) statedthat the Commonwealth should proceed toimplement the amended regulations.

Proclamation of these changes was to proceed with the commencement of therelated regulations, however these regulations,known as the Electoral and ReferendumAmendment Regulations 2001 (No.1), weredisallowed by the Senate on 15 May 2002.

Other Information Financial Performance

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MANAGEMENT ANDACCOUNTABILITY

The AEC’s framework for managementand accountability facilitates theefficient and effective achievement ofAEC outputs. It is also designed tocreate a workplace that fosters andencourages diversity, rewards innovationand performance and provides flexibilityfor work and family.

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76

GovernanceCORPORATE GOVERNANCE

The AEC’s corporate governanceframework encompassesmechanisms designed to ensure

the organisation efficiently and effectivelymeets its management obligations. The framework aims to establishaccountability, focus on governmentpriorities, manage resources and ensurethat decisions and actions occur quickly.

CORPORATE GOVERNANCE PRACTICES

The AEC operates a hierarchical structureunder the Electoral Commissioner, whogenerally has the same powers as a Secretaryof a Commonwealth Department. The ElectoralCommissioner is assisted principally by theDeputy Electoral Commissioner, the FirstAssistant Commissioner, Electoral Operationsand the First Assistant Commissioner,Business Support.

High-level planning and policy functions areconducted by central office in Canberra. Inaddition to the Deputy Electoral Commissionerand the First Assistant Commissioners, thereare five Assistant Commissioners in centraloffice with responsibility for the following fiveareas:

elections

enrolment and education

information and research

corporate services, and

information technology.

Each State and the Northern Territory ismanaged by an Australian Electoral Officer andcomprises a State/Territory head office anddivisional offices for each of the electorates.

The Strategic Advisory Committee, comprisingall the executives mentioned above, alsosupports the Electoral Commissioner. It is akey consultative and advisory forum for theElectoral Commissioner and a key element in

the corporate governance framework. TheStrategic Advisory Committee meets bimonthlyto consider issues of strategic importance tothe Commission.

As an independent statutory authority, the AECis a fully funded agency of the Commonwealthand has embraced all of the management,accountability, financial and employmentreforms common to Australian Public Serviceagencies. The AEC is also a budget fundedagency and has developed clear links betweenparliamentary expectations in the delivery of outputs, actual appropriations andorganisational performance in the delivery ofits outcomes. Strategies have been employedwhich:

establish the output basis for funding

develop, maintain and use information onthe full accrual costs and values created inthe delivery of outputs

establish responsibility for the managementof resources, and

establish accountability to the parliamentand other stakeholders for the agency’sperformance in the delivery of outputs.

Like most government organisations, the AECfocuses on output-driven management ofresources against predefined and agreedperformance measures and targets for time,cost and quality. Specific priorities this yearincluded:

refining the AEC’s strategic direction andpriorities

ongoing facilitation of electoral reform

strengthening relationships with electoralorganisations in Australia and overseas,and

improving the AEC’s capacity to satisfy thecommunity’s needs for electoralinformation.

Management and Accountability

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At a strategic level, the AEC’s strategic plan,covering the period to the end of 2004,communicates the overall direction that theorganisation is taking within the context ofachieving its purpose in an environment ofcontinuing change. The plan provides astrategic and operational focus that outlinesthe AEC’s values, capabilities, core businessprocesses and strategic themes in pursuit ofnational outcomes. It is an integral part of theperformance planning process in that itprovides the appropriate level of guidancewithout impeding innovative or creativeplanning and management practices.

A copy of the strategic plan can be found atwww.aec.gov.au

A revised strategic planning and leadershipframework was developed to cover the period2001-04. The process revisited the AEC’svalues, capabilities and core businessprocesses and outlined six strategic themes:

engaging and involving AEC people

promoting leadership

improving core business processes

managing relationships with customers andstakeholders

promoting a performance culture, and

promoting confidence in the AEC.

The AEC’s outcomes/outputs framework, whichwas developed in 1998, remains unchanged,but will require review in the near future.

As well as helping to develop the strategicplan and other corporate governance issues,sections within the AEC also assist seniorexecutives to meet their responsibilities byoverseeing the development andimplementation of plans and policies insupport of the AEC’s outcomes and outputs.These are integrated within the coreprocesses through which the AEC operatesand supports its strategic directions.

The focus is to coordinate, propose and reviewappropriate methodologies and best practiceand then to implement agreed methodologiesinto the AEC’s planning and evaluationframework. As well as internal evaluation andreporting processes, the annual report alsoreports progress of achievements and deliveryof outcomes and outputs against targetsforecast in the AEC’s portfolio budgetstatements.

SENIOR MANAGEMENT COMMITTEES AND THEIR ROLES

The AEC established a new governanceframework in 2001-02 to support its revisedstructure and strategic direction. Its principalaims were to strengthen performance andaccountability structures and to integratemanagement of outcomes and outputs with business planning and reporting. This has involved a refocus of strategicplanning processes and corporate governancemechanisms. The composition of seniormanagement committees that contribute todecision-making within the AEC is shown infigure 7 on page 78.

National executive

The national executive is the ElectoralCommissioner’s main consultative andadvisory body. It meets at least weekly andmore frequently as necessary to set nationaldirection, provide high level leadership, directstrategies and manage key issues.

Strategic advisory committee

The strategic advisory committee supports the national executive in determining andimplementing the AEC’s strategic objectivesnationally. It meets six times a year to set strategic priorities and to monitorimplementation of strategies against project plans.

Business assurance committee

The business assurance committee meetsquarterly to review and assess risk assurance,compliance and governance issues across theAEC. One of its main priorities is riskassessment and control.

Budget and performance managementcommittee

The budget and performance managementcommittee meets approximately once a monthto establish financial priorities, manage andmonitor budget and performance issues,determine allocation of outcome resourcesand oversee decisions of the outcomemanagement committees.

Outcome management committees

The AEC has established outcome managementcommittees which meet approximately quarterlyto monitor expenditure and performance and toreview allocations and estimates processes fortheir outcome.

77Management and Accountability

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Management and Accountability78

FIGURE 7: AEC COMMITTEES AND THEIR MEMBERS

National Executive

ElectoralCommissioner

Deputy ElectoralCommissioner

First AssistantCommissioner,Electoral Operations

First AssistantCommissioner,Business Support

Strategic AdvisoryCommittee

ElectoralCommissioner




AssistantCommissioners:

– Elections

– Enrolment andEducation

– Information andResearch

– Corporate Services

– InformationTechnology

Australian ElectoralOfficers:

– New South Wales

– Victoria

– Queensland

– South Australia

– Western Australia

– Tasmania

– Northern Territory

Two nominated staffmembers (rotating)

Director, StrategicPolicy Unit(Secretariat)

Business AssuranceCommittee




Australian ElectoralOfficer, Tasmania

Budget andPerformanceManagementCommittee




AssistantCommissioner,Corporate Services(Secretariat)

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CORPORATE AND BUSINESS PLANS

The AEC has traditionally had a hierarchy ofplans and associated performance measuringand monitoring processes in its performancemanagement framework. A summary of theplanning, operating and reporting framework isprovided in figure 9 (on page 80). These plansreflect the outcome of the AEC’s planningprocesses.

The Strategic Plan 2001-04 is the AEC’shighest level plan and was developed inconsultation with AEC executive, staff andcustomers through surveys, focus groups andworkshops.

Business plans are derived from the AEC’sstrategic plan developed at the State level,and branch level in central office, and detailthe activities planned for the year togetherwith the resources required and performanceinformation appropriate for the activities.Activities are those which best contribute tothe achievement of the parent outcome for theyear taking into account available planninginformation.

As well as the higher level planningdocuments, there are a number of supportingplans which address specific businessfunctions including:

strategic property plan – a three-yearproperty management plan thatcommunicates strategic direction for long-term management of AEC leased property

corporate information technology plan(CITP) – which outlines the direction of ITdevelopment within the AEC for the period1999-02. A review and redevelopment ofthe CITP is planned for 2002-03

internal audit strategic program – whichreplaced the internal audit strategic plan2000-03 as a consequence of the newoutsourced internal audit arrangements.The current program covers the periodJanuary to June 2002 and outlines theaudit coverage for compliance andperformance audits

fraud control plan – identifies areas of riskand contains strategies to prevent orminimise the incidence of fraud within theAEC, and

business risk management plan – identifiesareas of business risk within the AEC andhow the risk will be managed. All sectionsof the AEC have developed risk profiles aspart of the plan development process.


Outcome 1 – RollManagement

Outcome 2 – Elections

Outcome 3 – Education

Outcome 4 – BusinessInfrastructure

Assistant Commissioner, Enrolment and EducationAssistant Commissioner, ElectionsAustralian Electoral Officer: QueenslandAustralian Electoral Officer: New South Wales

Assistant Commissioner, ElectionsAssistant Commissioner, Information and ResearchAustralian Electoral Officer: South AustraliaAustralian Electoral Officer: Tasmania

Assistant Commissioner, Enrolment and EducationAssistant Commissioner, Information and ResearchAustralian Electoral Officer: VictoriaAustralian Electoral Officer: Northern Territory

Assistant Commissioner, Corporate ServicesAssistant Commissioner, Information TechnologyAustralian Electoral Officer: Western AustraliaAustralian Electoral Officer: Victoria

FIGURE 8: OUTCOME MANAGEMENT COMMITTEES

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Review performance against the achievement

of outcomes and outputs.

High level focus on national outcomes,

responsibilities, resources and performance indicators for the forthcoming year.

High level focus on specific strategic issues

identified in the Strategic Plan.

Provide agency level budgetary information, and forthcoming year's performance forecasts.

Refines or amends information in the Portfolio Budget

Statements.

Details contribution of individual work groups

towards achieving national outcomes,

required resources and indicators of

performance.

Personal statements of planned achievements and development

programs.

Detailed contributions of specific activities which cross organisational and structural boundaries.

Detailed information about the operation and performance of the AEC.

Commmnowealth Electorial Act 1918

Referendum (Machinery Provisions) Act 1984

Aboriginal and Torres Strait Islander Commision Act 1989

Workplace Relations Act 1996

Financial Management and Accountability Act 1997

Public Service Act 1999

The reference point for the development of lower level plans, for setting priorities,

allocating resources and for forecasting higher level performance.

Enabling Legislation

3-year AEC Strategic Plan

Performance Outcomes

Biannual Output Performance

Review

National Operational Plan

Strategic Support Plans

Portfolio Budget Statements

Portfolio Additional Estimates

Statements

State, Territory and Branch

Business Plans

Performance Agreements, Personal

Development Plans

Functional Plans

Annual Report

FIGURE 9: AEC’S PLANNING, OPERATING AND REPORTING FRAMEWORK

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INTERNAL AUDIT ARRANGEMENTS

Internal audit

The AEC’s internal audit function wasoutsourced to Walter & Turnbull CharteredAccountants in September for a period ofthree years. Internal audit activities within the organisation continue as an independentfunction that reports direct to the DeputyElectoral Commissioner through the businessassurance committee.

The business assurance committee wasestablished in December 2001 to replace the former internal audit committee – anadjustment designed to reflect the changingcorporate governance structure and to allowmembership to be made up of seniormanagers with financial and operationalbackgrounds. The committee’s chair is theDeputy Electoral Commissioner. Othermembers include the First AssistantCommissioner, Business Support; FirstAssistant Commissioner, Electoral Operations;and the Australian Electoral Officer, Tasmania.

Audit reviews over 2001-02 examined andreported on the effectiveness of key controlsin relation to the 2001 federal election andreviewed business processes for certain keycorporate functions. Post election audits werecarried out on:

the effectiveness and reliability for resourcemanagement forecasts against identifiedworkload information and actual usage ofstaff

the issue and scrutiny of declaration votes,and

casual staff employment expenditure.

Other compliance and performance auditsinclude reviews of the AEC’s payroll controls,contract management procedures andprocesses and GST implementation.

Reports of audits conducted by Walter &Turnbull reflect a high level of compliance withbusiness controls in place.

Internal control framework

Walter & Turnbull are currently reviewing the AEC’s business risk policy and riskmanagement plan. The revised policy willreflect an improved approach to riskmanagement whereby risk managementbecomes an integrated part of the business-planning framework.

A whole-of-agency business risk assessment isalso being undertaken which will providemanagers with strategies for managing risksand form the basis on which the AEC willdevelop its future business continuity plan andinternal audit program.

The AEC’s 2001-03 fraud control plan waslaunched in June 2001. The plan was preparedin accordance with the Consultation DraftFraud Control Policy of the Commonwealthdated 21 June 1999. The AEC has appropriatefraud prevention, detection, investigation andreporting procedures and processes in placeand has collected and reported fraud data incompliance with government requirements.

ETHICAL STANDARDS

The AEC’s standard of conduct clarifies thegeneral expectations that apply to employeesand reinforces the APS Values and Code ofConduct. The AEC has developed andpromulgated additional policies that clarifyexpected behaviour and prescribe fair andequitable processes to be followed in specificcircumstances. The policies cover the AEC’srequirement that its employees are, and areseen to be, politically neutral, and employeeobligations aimed at maintaining a harassmentfree work environment.

In addition, the AEC’s policy on disclosure inthe public interest is being revised in the lightof advice from the Public Service and MeritProtection Commission. Policies that havebeen developed to ensure procedural fairnessrelate to managing under-performance and theprocess for seeking reviews of employmentrelated actions that may have been taken bythe AEC.

These policies have been developed inconsultation with the AEC consultative forumand have been distributed widely. They areaccessible to all employees through theIntranet.

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SENIOR EXECUTIVE REMUNERATION

The basic rate of salary for the ElectoralCommissioner is determined by theRemuneration Tribunal, under theRemuneration Tribunal Act 1973.

Other statutory appointees are part of theprincipal executive office structure under theRemuneration Tribunal Amendment Act 2001.The remuneration and conditions for theseappointees are determined by the AEC withinparameters set by the Remuneration Tribunal.

The Electoral Commissioner determinesremuneration and conditions for non-statutoryappointments as senior executives and is ableto vary salaries from time-to-time inaccordance with workplace agreements.Benchmarks such as changes in remunerationlevels applying to statutory appointees andAPS salary levels for senior executive staff areused to assist in determining salaryincreases.

The Electoral Commissioner determinesperformance pay for the AEC’s non-statutoryappointed senior executive staff and forstatutory appointees within RemunerationTribunal parameters. Table 24 identifies basesalary bands for statutory appointees andsenior executive staff.

TABLE 24: BASE SALARY BANDS* FORAEC STATUTORY APPOINTEES AND SENIOREXECUTIVE STAFF

Remuneration band in $ Number of staff

80,000 – 89,999 4

90,000 – 99,999 5

100,000 – 109,999 2

110,000 – 119,999 2

120,000 – 129,999 1

130,000 – 139,999 0

140,000 – 149,999 1

* These bands do not represent total remuneration,that is, they include superannuable salary but donot include other components of salary packaging,for example cars and superannuation.

CUSTOMER SERVICE CHARTER

The AEC’s customer service charter wasintroduced in August 1998 and lists 38 standards of services and products toassess the organisation’s performance. It also provides feedback mechanisms forcustomers and staff such as reply paid forms, face-to-face and telephone contact and the website.

All feedback received during the year wasreferred to the relevant area for appropriateand timely action. A small percentage ofresponses did not meet the client’ssatisfaction, these being primarily the result of legislative requirements or of non-acceptance by the client. The feedbackreceived also contributed to the AEC’sstrategic and business planing processes and to continual organisational improvement.

Of particular note was the positive feedbackthat specific programs and courses staged bythe education and international teamsreceived from their varied customers.

Before the 2001 federal election, planningbegan on a new series of interactiveworkshops to gauge perceptions of the AEC among customers and staff. Theseworkshops are one of the eight major planningand implementation strategies that are thefocus for the next few years. Workshops havealready been held in Melbourne, Launceston,Perth, Brisbane and Adelaide and have proveda very valuable formal mechanism toencouraging and managing feedback.

The workshop findings indicated that overallthe participants had a positive perception ofthe AEC. While many areas of improvementwere identified and discussed, in the mainparticipants were satisfied with the electoralservice provided and the conduct of the 2001federal election. Further workshop sessionsare scheduled in other States and Territoriesfor 2002-03.

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As part of the continual improvement process,a revised AEC customer service charterdocument was expected this financial year,however a review of the document wasdeferred due to preparation for and conductingthe 2001 election. In addition, an initialscoping exercise into the feasibility ofdeveloping an electronic database forcustomer feedback data indicated thatsignificant financial and staff resources wouldbe required. Due to this, it was determinedthat the customer service charter will berevised in 2002-03.

The charter is available in hard copy from allAEC offices and can also be downloaded fromthe AEC’s website at www.aec.gov.au

WORKPLACE DIVERSITY AND EQUALEMPLOYMENT OPPORTUNITY (EEO)

The AEC’s current workplace diversity programwas introduced in 1999 and is currently beingreviewed before a new program is developed.The current program aims to:

ensure that AEC clients (internal/external)receive a responsive service tailored tomeet their needs

ensure that the AEC employee profilereflects the composition of the Australiancommunity

provide access for all AEC staff to learningopportunities which enhance jobsatisfaction and career options

provide AEC staff with a work environmentwhich is flexible and family friendly, and

develop an organisational culture thatvalues diversity.

Comprehensive workplace diversity informationis available to all staff on the AEC Intranet.

Throughout the 2001 federal election, the AECconducted a non-English advertising campaignwhich consisted of the following:

press – 18 languages across 52 papers

television – 11 languages, and

radio – 45 languages including 19indigenous languages.

To assist people with disabilities, the Yourofficial guide to the federal election leafletwas produced in several formats includingaudio cassette, braille, ACSII disc, large printand audio file on the AEC website. Alltelevision advertising included captions tocater for the needs of deaf or hearing-impairedviewers and additional information wasprovided to disability organisations inconsultation with peak bodies and communitygroups. AEC staff conducted communityinformation sessions for these groups. TTYtelephone facilities are available in all capitalcities.

Several improvement strategies outlined in theAEC’s strategic plan relate to diversity issues.

Developing an increased number of service delivery options for customers

Issues identified under this strategy include:

establishing whether the organisation ismeeting customer expectations, forexample, through interactive customerworkshops and standing customer serviceimprovement items at meetings

reviewing the customer service charter

improving regional and remote services, forexample, by identifying and working withappropriate partners providing services tothose to whom we can add electoral value

reviewing services for older Australians, and

reviewing and implementing alternativeservice delivery options under theprovisions of the disability action plan.

Implementing a management driven supportprocess in the AEC for those who feel harassed

The AEC has a zero tolerance strategy toharassment. No complaints are ignored and responses are dealt with according toprovisions of the Public Service Act. Additionalworkplace harassment contact officers havebeen appointed and natural justice principlesare applied to any investigation. Nationalharassment awareness sessions have alsobeen held for staff.

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Developing skills to manage harassmentincidents has been incorporated into theleadership development and performancemanagement processes and training. The AECstandard of conduct supports APS values andthe APS code of conduct and specificallyrefers to employee responsibilities in theareas of diversity and discrimination. The AECalso has an extensive, ongoing program toraise awareness of, and address, harassmentissues.

Developing communication mechanisms for the AEC

The mechanisms developed by the AEC toimprove communication include:

conducting annual employee surveys andworkshop sessions

conducting localised sessions to facilitatediscussion of the strategic plan

increasing use of discussion database toelicit and respond to staff feedback

consulting with those who have keyaccountability for strategic plan strategies,and

an ongoing interactive process forworkplace relation issues.

REVIEW AND FORWARD PLANNING FORAEC PROPERTY MANAGEMENT

A review has been completed of all AECproperties and a three-year strategic propertyplan has been produced to address, amongother things, any concerns regarding physicalaccess to AEC offices.

PROMOTING DIVERSITY THROUGHRECRUITMENT AND SELECTION

There is ongoing review of recruitment andselection exercises to ensure they are freefrom discriminatory barriers. People fromculturally and linguistically diversebackgrounds are recruited to assist withelectoral events, particularly in areas with high levels of ethnic diversity. IndigenousAustralians are also sought to help manageelectoral events, particularly in remotelocalities and areas with high indigenouspopulations.

The AEC’s commitment to diversity isarticulated in the certified agreement and theworkplace diversity policy. All work levelstandards for positions in the organisationstate that the staff member must demonstratea commitment to actively implementingprinciples of workplace diversity, workplaceparticipation and occupational health andsafety. All selection criteria for positions in theAEC contain similar wording to the work levelstandards.

BALANCING WORK AND PERSONALRESPONSIBILITIES

A range of initiatives is provided through the certified agreement designed to helpemployees balance work and other caringresponsibilities. These include home-basedwork provisions, family rooms, part-time work,purchased leave and access to the nationalemployee assistance program. Access to anational childcare referral service is alsoprovided to help employees find informationand advice on childcare services acrossAustralia. The certified agreement providesreimbursement of additional costs associatedwith family care to staff who are required bythe AEC to be away from home outside normalworking hours.

EEO PROFILE OF THE AEC

Table 25 represents the EEO profile of AECstaff (Australian Public Service Act 1999 andCommonwealth Electoral Act 1918) by nominalclassification as at 30 June 2002 and table 26benchmarks the AEC against the APS averageas at 30 June for 2001-02.

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TABLE 25: EEO PROFILE BY NOMINAL CLASSIFICATION* INCLUDING ONGOING AND NON-ONGOING STAFF AT 30 JUNE 2002

Total Staff Female CLDB ATSI PWD

Above $79,421(Senior Executive staff including Holders of 17 4 1 0 0Public Office) 23.5% 5.6% 0% 0%

$70,036 – $79,421 31 10 3 0 0(Exec Level 2) 32.3% 9.7% 0% 0%

$60,752 – $67,577 72 26 7 0 1(Exec Level 1) 36.1% 9.7% 0% 1.4%

$48,646 – $54,524 227 71 27 1 7(APS Level 6) 31.3% 11.9% 0.4% 3.1%

$43,946 – $48,162 62 34 7 0 1(APS Level 5) 54.8% 11.2% 0% 1.6%

$39,401 – $43,178 57 32 7 6 1(APS Level 4) 56.1% 12.3% 10.5% 1.7%

$35,352 – $38,742 192 138 25 0 3(APS Level 3) 71.9% 13.1% 0% 1.6%

$31,037 – $34,419 200 175 14 1 5(APS Level 2) 87.5% 7.0% 0.5% 2.5%

Up to $30,310 3 2 2 0 0(APS Level 1) 66.7% 66.7% 0% 0%

Total 861 385 93 8 1857.1% 10.8% 0.9% 2.1%

Equivalent full-time – 807.9Source: Perspect HR system* Excludes internal temporary assignments at higher level.

TABLE 26: BENCHMARKING AEC EEO REPRESENTATION AGAINST APS AVERAGE

Target Group AEC % AEC % APS % 2001-02 2000-01 Average

Female 57.1 56.9 51.4

CLDB 10.8 10.6 10.7

Indigenous 0.9 0.7 2.2

PWD 2.1 2.6 3.7

Key to tables 25 and 26:APS Australian Public ServiceCLDB People from culturally or linguistically diverse backgroundsATSI People from Aboriginal or Torres Strait Islander backgroundsPWD People with disabilities

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When comparing the data in table 26 for2001-02, the number of women, people fromculturally or linguistically diverse backgroundsand of Aboriginal and Torres Strait Islanderorigin working at the AEC has increasedslightly while the proportion of people withdisabilities working at the AEC has decreasedby 0.5 per cent.

SOCIAL JUSTICE AND EQUITY

The AEC met with the Human Rights and EqualOpportunity Commission’s (HREOC) DisabilityDiscrimination Commissioner during the yearto discuss a range of disability issues relatingto AEC services. The AEC’s draft disabilitydiscrimination plan, which is currently beingconsidered by HREOC, is expected to befinalised in August 2002 before beingdistributed to AEC staff and otherstakeholders.


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ScrutinyEXTERNAL SCRUTINY


As judicial decisions, decisions of administrative tribunals andthose of associated committees

primarily relate to managing the electoralroll and conducting elections, ballots and referendums (deliverables underoutcomes 1 and 2), comments on thesedecisions have been included in theintroductory sections of both outcomes.

REPORTS BY AUDITOR-GENERAL

Financial statement audits

The audit of the AEC’s 2001-02 financialstatements, under section 57 of the FinancialManagement and Accountability Act 1997, wascarried out by a contract audit firm appointedby the Auditor-General. The audit report on the2001-02 financial statements was unqualified(see page 72).

Performance audits

The Auditor-General audited the electoral rollduring the year to determine its integrity andto examine the AEC’s effectiveness in ensuringthe roll is accurate, complete, valid andsecure.

The report concluded that overall, the roll isone of high integrity and that it can be reliedon for electoral purposes. It also noted thatthe AEC’s policies and procedures ensure theroll is accurate, complete, valid and secureand that it has mechanisms in place to makesure that the names and addresses arelegitimate and valid and that people who areeligible to vote are registered properly.

The report was tabled in parliament on 18 April 2002.

No other major Auditor-General reports relatingto the AEC were issued during the year.

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ResourcesMANAGEMENT OF HUMAN RESOURCES


Effectively managing anddeveloping human resources iscritical to achieving the six

strategic themes identified in the AEC’sstrategic plan.

There are eight improvement strategies forplanning and implementation associated withthe themes. These provide a framework forbuilding the AEC’s organisational capability. In2001-02, the major focus of managing anddeveloping our people has been againstseveral of these strategies.

Introducing an AEC performance managementprogram

The AEC has started to introduce a formalisedperformance assessment and a performancemanagement program for employees. As partof the process, an information handbook wasdeveloped and provided to all staff to explainperformance management principles, theprogram’s cycle, the roles and responsibilitiesof employees and managers and how todevelop an individual performance plan.Training was provided to help employees:

develop work goals linked to business andwork plans

identify with their manager expectedstandards of performance

assess and address development needs bydetermining development goals, and

give and receive constructive performancefeedback.

Training for managers focused on identifyingand practising the skills required for effectiveperformance feedback.

Finalising and implementing the AEC leadershipdevelopment program

AEC senior executives are developing aleadership behavioural model. A multi-levelfeedback process, involving assessment byindividuals, supervisors, peers and staff whoreport to the leader, continued for senior

executives and will be extended to other AECleaders in 2002-03. Further training wasprovided to senior executives and staff whoreport to them on how to give and receiveconstructive feedback. Senior executivesreceived training in coaching and mentoring tohelp them prepare and support executivesparticipating in the leadership developmentprocesses.

Enhancing awareness on harassment andsupport processes for those who feel harassed

A revised action plan was developed in 2001-02 to enhance staff awareness aboutworkplace harassment and to ensure anyconcerns are addressed. The aim of the planis to:

create greater awareness of harassmentthrough a range of ongoing communication,development and education processes

promote managers’ understanding of theiraccountability through information, supportand training on workplace harassment, aswell as through other AEC skillsdevelopment programs

provide a clear and transparent complaintsand resolution procedure which includesproducing and distributing the informationbooklet A harassment free workenvironment to all staff

broaden the education role of contactofficers by recruiting and training additionalofficers, conducting refresher training forexisting contact officers, developing acontact officers support network andintroducing regular teleconferences todiscuss issues and develop strategies tobetter support AEC staff who areexperiencing harassment, and

develop improved internal communicationon harassment through a reporting andmonitoring process, a workplaceharassment Intranet site and workplaceharassment awareness material such asposters.

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Improved access to information

The AEC has improved its Intranet facility byproviding an enhanced user-friendly format forcorporate and human resource managementinformation. Specific information sites relatingto key people management strategies havebeen included such as corporate and humanresource policies, workplace harassment,performance management, leadershipdevelopment, OH&S and diversity. The AECnational induction program was made availableon the Intranet and is supplemented byinformation provided by managers and humanresource areas to new employees.

Electronic databases have been developed tofacilitate interactive staff communicationprocesses on workplace matters including thecertified agreement, AEC consultative forum,performance management and OH&S and toadvertise staff vacancies.

WORKFORCE PLANNING, STAFFRETENTION AND TURNOVER

A comprehensive review of age profiles,separation patterns and vacancy filling trendswas undertaken in 2000-01. Short and long-term succession strategies are beingdeveloped at the State and Territory level toaddress possible staffing shortfalls identifiedin the review.

The ‘bridge the gap’ program in New SouthWales continued, which enables staff at theAPS3 level to gain the skills necessary toadvance to the divisional returning officerlevel. Work was also undertaken on thedeveloping skills and knowledge program(DESK) which helps staff develop skills inindustrial election activities.

TRAINING AND DEVELOPMENTUNDERTAKEN AND ITS IMPACT

The focus of AEC training and developmentstrategies was in accordance with themes andstrategies identified in the strategic plan.

Some employees were provided with ongoingeducation to increase their skills in electoralmanagement and administration through theextension of the BRIDGE course. This coursewas developed with significant input fromAEC’s international services section for

developing democracies overseas includingEast Timor, Papua New Guinea and Fiji. Coursecontent includes fundamental principles ofgood electoral management and enhancesprofessional development of employees byproviding opportunities for knowledge sharing,team building and career path building,particularly for staff in isolated offices. Courseswere conducted in Victoria, New South Walesand the Australian Capital Territory over thepast year and will be undertaken in otherStates during 2002-03. There are 18 employeesundertaking a Griffith University distancelearning certificate course in electoralgovernance with support from the AEC.

Employees undertook training in contractestablishment and management, financialmanagement, strategic and business planning,information technology and projectmanagement to gain the skills to build futureorganisational capability. Extensive training inthe AEC’s electoral management system wasalso provided. Individual skill and careerdevelopment continued under the provisions of the Studybank program and other funds set aside for training. Other employeesparticipated in staff development programssponsored by the Public Service and MeritProtection Commission, including SeniorWomen in Management and the Public SectorManagement Course. A Healthy Heart Programwas conducted for staff in Queensland toencourage better health management.

Skills training was undertaken for AECfacilitators to enable them to conductinteractive workshops with customers andstaff and to identify and assess customer andstaff needs, expectations and desires. Theworkshops will collect qualitative andquantitative data to develop and reviewservice delivery options.

Managers and supervisors undertook trainingon workplace harassment issues and supportfor those who feel harassed. Managerawareness sessions were also conducted onidentifying manager accountability and toworkshop harassment case studies. Furthereducation processes will be undertaken formanagers, staff and contact officers during2002-03.

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Training for all staff is currently underway tosupport the implementation of formalperformance feedback mechanisms. The focusof skills development has been on developingwork goals, standards and performancemeasures between managers and their staff,identifying development goals to help achievework and broader career goals and practisinggiving and receiving constructive performancefeedback.

Leadership development processes for seniorexecutives were further developed throughmulti-level feedback on leadership behavioursand by skills development in coaching andmentoring. A leadership feedback anddevelopment program will commence forexecutive level staff next year.

CERTIFIED AGREEMENTS ANDAUSTRALIAN WORKPLACE AGREEMENTS

Features and impact

The AEC certified agreement applies to staffemployed under the Australian Public ServiceAct 1999. The nominal expiry date is 30 June2003. The agreement provides a frameworkwhich enables the AEC to attract, retain anddevelop high quality, productive employees tohelp deliver effective, independent electoralservices that meet client needs and encouragetheir participation in the electoral process.Features of the agreement that contribute toeffective human resource management anddevelopment are equitable remuneration andcompetitive and flexible working arrangementsfor employees.

Australian workplace agreements contain anumber of benefits and provide flexiblearrangements that allow employees to arrangetheir remuneration packages to suit individualcircumstances.

Number covered by agreement

The number of APS employees covered by thecertified agreement at 30 June 2002 was 844.

Salary ranges

The current salary ranges available for APSemployees by classification structure underthe certified agreement are:

Employee Remunerationclassification band in $

APS1 27,424 – 30,310

APS2 31,037 – 34,419

APS3 35,352 – 38,742

APS4 39,401 – 43,178

APS5 43,946 – 48,162

APS6 48,646 – 54,524

EL1 60,752 – 67,577

EL2 70,036 – 79,421

Non-salary benefits

The certified agreement contains non-salarybenefits that include:

flexible working arrangements (for example,part-time work)

the option to purchase up to four weeksadditional leave and closure of all officesbetween Christmas and New Year(employees are not required to use annualrecreation leave or flextime for the workingdays during this period)

study assistance to employees undertakingan approved course of study

reimbursement of the cost for membershipof certain professional organisations

family room facilities in central office

reimbursement of costs for dependant carewhile travelling on business

access to free confidential, professionalcounselling for staff and their families

a childcare referral service

reimbursement for loss or damage toclothing or personal effects during thecourse of employment, and

a temperate clothing allowance.

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Performance pay

There are no employees engaged under thePublic Service Act 1999 who receiveperformance pay.

Salary of statutory appointees employed underthe Commonwealth Electoral Act 1918 isdetermined by the Remuneration Tribunalunder the Remuneration Tribunal Act 1973.The majority of these appointees transferredto the Principal Executive Officer structure on5 April 2001 and are currently being assessedfor performance pay.

For other senior executive staff employedunder the Commonwealth Electoral Act, basicsalary is determined by the ElectoralCommissioner in-line with senior executivebands in the APS and general economic payindicators.

Six other senior executive staff were eligiblefor performance pay including one FirstAssistant Commissioner, three AssistantCommissioners and two Deputy AustralianElectoral Officers. Senior executiveperformance pay averaged 5.8 per cent ofactual salary. The aggregated amount paidduring 2001-02 was $32,835.

PRODUCTIVITY GAINS

The AEC’s focus on performance management,leadership development, harassment issuesand improving communication mechanismshas created increased awareness of strategicgoals and more targeted contributions byemployees to business outcomes. Training anddevelopment activities also focused onperformance improvement initiatives to ensureemployees are equipped to deal with changesin their workplace.

The certified agreement identifies severalperformance improvement issues which arebeing addressed over the period of theagreement including:

improving business processes inpreparation for market testing

achieving performance improvement targetsidentified in the strategic plan and nationaloperational plan

reviewing home-based work arrangements,travel and remote locality conditions,streamlining internal processes andenhancing contractual arrangements, and

improving provision of electronic informationto internal and external clients.

Post-election conferences were held in thesecond half of the reporting period to reviewelection practices. The outcomes of theconferences generated a number of processimprovements, which are being implementedprogressively. In addition to these, the AEC iscurrently examining other areas of businessfor process improvements in an endeavour toreduce infrastructure costs.

OCCUPATIONAL HEALTH AND SAFETY(OH&S)

An OH&S strategic plan for 2001-03 sets outa range of objectives and responsibilities forOH&S matters that will ensure the AECprovides a safe and healthy workplace foremployees and fulfils its legal obligations.Increased focus on OH&S matters throughmore regular committee meetings, improvedinformation on the Intranet and an increasedprofile in AEC documentation has resulted inincreased awareness of, and vigilance on,workplace safety. Refer to appendix B for moreinformation on OH&S.

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The expertise of a contractingcell is utilised to assist in lettingof major contracts for the

provision of supplies and services. Thiscell was created to ensure that the AECmeets its obligations including the coreprinciples articulated in governmentpurchasing policy.

ASSESSMENT OF PERFORMANCE AGAINSTKEY PURCHASING OBJECTIVES

Small value purchases are undertaken locallyin accordance with AEC Chief ExecutiveInstructions, which are designed to ensure the

effective application of the core principle ofvalue for money in relation to procurement.

The AEC’s performance under thesearrangements has been largely effective inmeeting the fundamental requirementsoutlined in the Commonwealth ProcurementGuidelines and Best Practice Guidance.

Significant development of the AEC'sprocurement and contracting functions hasbeen achieved through its in-house trainingprogram and reinforced by the proactive role ofthe contracts and procurement advisory unit inproviding advice and assistance.

Given the majority of the AEC’sinformation technology assets areoutsourced, the remaining fixed

assets base is not materially significantto the strategic business of the AEC.

The computerised roll management system(RMANS) is the AEC’s key strategic asset. Itcontains the electoral rolls for federal, Stateand Territory elections and the range ofcomputer programs required for entry, storageand extraction of elector and geographicalinformation including addresses andboundaries of electoral areas.

During the financial year the RMANSapplication programs have been effectivelymaintained and documented so that thesystem is stable and is able to provideaccurate data in a timely manner.

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PurchasingPURCHASING


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ConsultantsCONSULTANTS AND COMPETITIVETENDERING AND CONTRACTING


The total number of consultancieslet for the financial year were 19 and the value paid against

these was $2,265,078.

Appendix G contains individual information foreach of the consultancy contracts let to thevalue of $10,000 or more.

COMPETITIVE TENDERING ANDCONTRACTING (CTC) CONTRACTS

Property services

Management of the AEC’s national propertyportfolio was awarded to CB Richard Ellisfollowing an open tender process. Thesuccessful re-tendering of the nationalproperty contract was overseen by thebusiness and legal advisers appointed for the AEC’s market testing project. The newcontractual arrangements commenced on 1 July 2001.

Review of recruitment arrangements for non-ongoing staff

Following a review by Acumen Alliance of thearrangements for the employment oftemporary staff under the CommonwealthElectoral Act 1918, a list of recommendationswas considered by the AEC’s strategic advisorycommittee. A number of these wereimplemented before the 2001 federal electionand a working party has been set up to look atimplementing the remaining agreedrecommendations. The working party is due topresent its report at the end of 2002 withimplementation in early 2003.

Market testing

The market testing and contracting out teamcompleted the market testing process for theprovision of internal audit and related servicesto the AEC. The outcome is that the servicesare now undertaken by an external provider.Work continued on finalising the request fortender documents, including the service levelrequirements, in preparation for market testingthe provision of human resources managementservices.

Scoping work associated with the provision oftypical office services progressed. Ernst &Young, Blake Dawson Waldron and AcumenAlliance continue to provide business, legaland probity advice for the AEC’s market testingproject.

In line with the AEC’s customer-focusphilosophy and with an emphasis oncontinuous process improvement, a contractwas let with APP Strategic Partners to helpdevelop a knowledge management blueprintand knowledge management action plan. Aninitial round of focus group workshops washeld in three State head offices and withincentral office to obtain an understanding of arange of issues that affect the AEC in relationto capturing and sharing information andknowledge. The workshop outcomes willcontribute positively towards the developmentof the blueprint and plan.

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A disability action planconsultation draft is beingdeveloped as part of the AEC’s

strategy to better meet the requirementsof people with disabilities. The strategiesand methods established in this plan werevery effective in assisting people with adisability to vote at the 2001 federalelection.

The plan outlines actions to ensure thatpeople with a disability have equal opportunity,as far as possible, to participate and benefitfrom the AEC’s policies, programs andservices. It is designed to meet therequirements of the Disability DiscriminationAct and the Commonwealth Disability Strategy(CDS) and has been developed after broadconsultation with a range of peak and otherdisability organisations as well as people witha disability.

The CDS outlines five core roles ofgovernment bodies into which the AEC’sservices and programs fit.

POLICY ADVISER

Management of the electoral roll is animportant area for consideration andcontinuous roll update activities help ensurethat all electors, including people with adisability, are on the roll and that their detailsare correct. By mailing change addressesenrolment information to electors, the AEC haslimited the need for people to visit theirdivisional office. The availability of suchmaterial on the Internet also improvesaccessibility.

REGULATOR

The AEC’s regulatory role is very minor andrelates primarily to donations to politicalparties and the disclosure of this information.The availability of such tools as the Internetand telephone typewriter are useful in allowingpeople with disabilities access to thisinformation.

PURCHASER

Before the election, materials were producedspecifically to help disabled people cast theirvote, including producing enough wheelchair-accessible voting screens to have at least onein each polling place. Because the screenswere very effective at previous elections, theirdistribution to every State and Territory wasdeemed to be a key tool in meeting therequirements of wheelchair voters.

The Your official guide to the federal electionleaflet, distributed to every household inAustralia, was produced in a range of formats.Versions were available on audio cassette, inbraille, on ACSII disk, in large print and as anaudio file on the AEC web site. They weredistributed to individuals through disabilityorganisations and peak bodies in addition tobeing supported by a national publicitycampaign.

PROVIDER

Many of the AEC’s services are specificallytargeted at people with a disability, particularlythose relating to the conduct of elections.Initiatives include:

providing electoral information in audio andvideo as well as print format

advertising polling places with full orassisted wheelchair access, both in themedia and through peak State, Territory andnational disability organisations


AccessPROVIDING ACCESS TO PEOPLE WITH DISABILITIES

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reviewing polling places between federalelections to maximise the number withwheelchair access

promoting alternative methods of votingsuch as postal and pre-poll voting

including a broad range of election andother electoral information on the Internet

providing mobile polling to hospitals andnursing homes

introducing a national telephone enquiriesnumber

providing election posters in large print, and

delivering a leaflet to householders beforeeach federal election.

The most important aspect of service deliveryis the provision of wheelchair access to pollingplaces during elections. For the 2001 federalelection 5,895 of the 7,703 static pollingplaces, or more than 75 per cent, had eitherfull or assisted wheelchair access. This figureis well up from 56 per cent (4,398 of 7,775static polling places) at the 1998 federalelection and further improvements are planned.

The AEC also coordinates mobile polling teams to visit hospitals and nursing homeswith mobile teams in remote electorates,prison mobile teams and pre-poll votingcentres. For the 2001 federal election therewere 437 hospital teams, 47 mobile teams,17 prison mobile teams and 306 pre-pollvoting centres.

The provision of education and informationservices to people with disabilities

School resource kits are produced in brailleand low-literacy versions of a teacher resourcefolder aid this service. The AEC also makes a range of information about the electoralprocess available in a variety of formats,including printed material, the national enquirynumber and telephone typewriter facilities. The website has been redesigned to meet theGovernment Online standards for people withdisabilities.

EMPLOYER

The AEC articulates its commitment todiversity within its workforce, including people with disabilities, through its certifiedagreement, disability action plan andworkplace diversity program. Human resourcemanagement policies and programs arecontinually reviewed to ensure discriminatorybarriers are removed. The AEC’s reasonableadjustment policy also ensures thatemployees with disabilities are provided with adjustment to equipment or workarrangements that enable them to workeffectively. For further information aboutworkplace diversity and equal employmentopportunity, see page 83.

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FINANCIAL STATEMENTS

and accompanying notes

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Financial Statements98

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99Financial Statements

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FOR THE YEAR ENDED 30 JUNE 2002

2002 2001Notes $’000 $’000

Revenues from ordinary activitiesRevenues from Government 3A 141,093 96,140Sales of goods and services 3B 9,654 10,084Interest 3C 1,327 1,328Other 447 1,085

Total revenues from ordinary activities 152,521 108,637

Expenses from ordinary activities (excluding borrowing cost expense)Employees 4A 86,266 51,560Suppliers 4B 68,982 40,430Depreciation and amortisation 4C 9,308 8,624Net loss from sales of assets 3D 59 111Write-down of assets 4D 224 85Other – 758

Total expenses from ordinary activities (excluding borrowing cost expense) 164,839 101,568

Borrowing costs expense 5 54 75

Net operating surplus (deficit) from ordinary activities (12,372) 6,994

Net surplus (deficit) (12,372) 6,994

Net surplus (deficit) attributable to the Commonwealth (12,372) 6,994

Net credit (debit) to asset revaluation reserve (54) 134

Total revenues, expenses and valuation adjustments attributable to the Commonwealth and recognised directly in equity (54) 134

Total changes in equity other than those resulting from transactions with owners as owners (12,426) 7,128

The above statement should be read in conjunction with the accompanying notes.


STATEMENT OF FINANCIAL PERFORMANCEAustralian Electoral Commission

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AS AT 30 JUNE 2002

2002 2001Notes $’000 $’000

ASSETSFinancial assetsCash 6A 25,670 31,455Receivables 6B 4,231 2,307

Total financial assets 29,901 33,762

Non-financial assetsLand and buildings 7A,D 5,094 6,216Infrastructure, plant and equipment 7B,D 4,039 4,543Inventories 7E 1,884 4,574Intangibles 7C,D 9,782 13,088Other 7F 1,734 1,236

Total non-financial assets 22,533 29,657

Total assets 52,434 63,419

LIABILITIESInterest bearing liabilitiesLeases 8A – 901Other 8B 840 1,043

Total interest bearing liabilities 840 1,944

ProvisionsEmployees 9A 21,470 19,519

Total provisions 21,470 19,519

PayablesSuppliers 10A 7,056 5,087Other 10B 478 898

Total payables 7,534 5,985

Total liabilities 29,844 27,448

EQUITY

Parent entity interestContributed equity 11A 4,230 4,230Reserves 11A 17,397 24,614Retained surpluses or accumulated deficits 11A 963 7,127

Total parent entity interest 11A 22,590 35,971

Total equity 11A 22,590 35,971

Current assets 33,519 39,384Non-current assets 18,915 24,035Current liabilities 15,835 16,235Non-current liabilities 14,009 11,213



STATEMENT OF FINANCIAL POSITIONAustralian Electoral Commission

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2002 2001Notes $’000 $’000

OPERATING ACTIVITIES

Cash receivedSales of goods and services

Government 4,139 4,283Non-government 6,126 6,382

Appropriations 141,027 90,947GST Refunds 6,614 6,119Other 486 1,088Interest 1,314 1,677

Total cash received 159,706 110,496

Cash usedEmployees 84,476 49,447Suppliers 70,561 47,102Borrowing costs 54 75GST paid to ATO 1,514 –

Total cash used 156,605 96,624

Net cash from/(used by) operating activities 12 3,101 13,872

INVESTING ACTIVITIES

Cash receivedProceeds from sales of property, plant and equipment 18 377

Total cash received 18 377

Cash usedPurchase of property, plant and equipment 1,828 1,687Purchase of intangibles 2,850 1,620


Net cash from/(used by) investing activities (4,660) (2,930)

FINANCING ACTIVITIES

Cash usedRepayment of debt 901 1,170Capital use charge paid 3,325 4,793Dividends paid – 2,500


Net cash from/(used by) financing activities (4,226) (8,463)

Net increase/(decrease) in cash held (5,785) 2,479Cash at the beginning of the reporting period 31,455 28,976

Cash at the end of the reporting period 6A 25,670 31,455



STATEMENT OF CASH FLOWSAustralian Electoral Commission

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AS AT 30 JUNE 2002

2002 2001$’000 $’000

BY TYPE

Capital commitmentsInfrastructure, plant and equipment 1 21 171Intangibles 2 280 98

Total capital commitments 301 269

Other commitmentsOperating leases 3 38,802 29,686Project commitments 91 33,170

Total other commitments 38,893 62,856Commitments receivable 4 (8,802) (9,572)

Net commitments 30,392 53,553

BY MATURITY

All net commitmentsOne year or less 9,815 15,018From one to five years 19,847 37,520Over five years 730 1,015


Operating lease commitmentsOne year or less 14,299 9,831From one to five years 23,773 18,740Over five years 730 1,115


NB: All commitments are GST inclusive where relevant.

1 Infrastructure, plant and equipment commitments are primarily contracts for purchases of furniture andfittings for fit out of Electoral Education Centre in South Australia.

2 Intangibles relate to purchase of desktop software.

3 Operating leases included are effectively non-cancellable and comprise leases for office accommodation, theprovision of IT and communication related services and agreements for the provision of motor vehicles tosenior executive officers.

4 Commitments receivable by the AEC relate to arrangements with each State and Territory for the sharing ofcertain costs associated with the maintenance of the joint Commonwealth, State and Territory electoral rolls.


SCHEDULE OF COMMITMENTSAustralian Electoral Commission

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AS AT 30 JUNE 2002

2002 2001$’000 $’000

CONTINGENT LOSSESRestoration costs – office leases 852 1,347Claims for damages/costs 1 410 495

Total contingent losses 1,262 1,842

CONTINGENT GAINSClaims for damages/costs – (99)

Net contingencies 1,262 1,743

Remote contingencies are disclosed in Note 13

1 The amount represents an estimate of the AEC’s liability based on precedent cases. The AEC is defendingthe claims.

At 30 June 2002, the AEC had a number of legal claims against it relating to Public LiabilityClaims at polling locations. These are being defended on behalf of the AEC by Comcover, theAEC’s general insurer. Under the AEC’s current insurance policy cover any eventual payments willbe made by Comcover.


SCHEDULE OF CONTINGENCIESAustralian Electoral Commission

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Note Description

1. Summary of significant accounting policies

2. Events occurring after balance date

3. Operating revenues

4. Operating expenses

5. Borrowing cost expenses

6. Financial assets

7. Non-financial assets

8. Interest bearing liabilities

9. Provisions

10. Payables

11. Equity

12. Cash flow reconciliation

13. Remote contingencies

14. Executive remuneration

15. Remuneration of auditors

16. Average staffing levels

17. Act of grace payments, waivers and defective administration scheme

18. Financial instruments

19. Administered items

20. Appropriations

21. Assets held in trust

22. Reporting of outcomes


NOTES TO AND FORMING PART OF THEFINANCIAL STATEMENTS

Australian Electoral Commission

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1.1 OBJECTIVES OF THE AUSTRALIANELECTORAL COMMISSION

The Australian Electoral Commission (AEC) isan independent statutory body establishedunder the Commonwealth Electoral Act 1918for the purpose of conducting elections andreferendums, maintaining the electoral roll andproviding electoral information, educationprograms and related services.

While the AEC is predominantly funded byParliamentary appropriations, revenue is alsoreceived for the provision of electoral servicesto other organisations.

The AEC is structured to meet three outcomes:

Outcome 1: (An effective electoral roll)

Australians have an electoral roll whichensures their voter entitlement and providesthe basis for the planning of electoral eventsand electoral redistributions.

Outcome 2: (Impartial and independent electoralservices)

Stakeholders/customers have access to, andadvice on, impartial and independent electoralservices and participate in electoral events.

Outcome 3: (An informed community)

An Australian community which is wellinformed about electoral matters.

Agency activities contributing toward theseoutcomes are classified as eitherdepartmental or administered. Departmentalactivities involve the use of assets, liabilities,revenue and expenses controlled or incurredby the agency in its own right. Administeredactivities involve the management or oversightby the agency, on behalf of the government, ofitems controlled or incurred by the government.

Administered items managed for the governmentby the AEC are primarily the collection ofelectoral fees and fines under the operationsof outcome 2 (Impartial and independentelectoral services). In addition, under currentfunding arrangements revenue received by theAEC relating to the sale of joint roll data issplit between departmental and administered.Joint roll sales are managed under outcome 1(An effective electoral roll).

1.2 BASIS OF ACCOUNTING

The financial statements are required bysection 49 of the Financial Management andAccountability Act 1997 and are a generalpurpose financial report.

The statements have been prepared inaccordance with:

Finance Minister’s Orders (being theFinancial Management and Accountability(Financial Statements 2001-2002) Orders)

Australian Accounting Standards andAccounting Interpretations issued by theAustralian Accounting Standards Board

other authoritative pronouncements of theBoard, and

the Consensus Views of the Urgent IssuesGroup.

The statements have also been preparedhaving regard to the explanatory notes toschedule 1, and Finance Briefs issued by theDepartment of Finance and Administration.

The AEC statements of financial performanceand financial position have been prepared onan accrual basis and are in accordance withthe historical cost convention, except forcertain assets, which, as noted, are atvaluation. Except where stated, no allowanceis made for the effect of changing prices onthe results or the financial position.

Assets and liabilities are recognised in theAEC statement of financial position when andonly when it is probable that future economicbenefits will flow and the amounts of theassets or liabilities can be reliably measured.Assets and liabilities arising under agreementsequally proportionately unperformed arehowever not recognised unless required by anaccounting standard. Liabilities and assetsthat are unrecognised are reported in theschedule of commitments and the schedule ofcontingencies (other than remote contingencieswhich are reported at Note 13).

Revenues and expenses are recognised in the AEC’s statement of financial performancewhen and only when the flow or consumptionor loss of economic benefits has occurred andcan be reliably measured.


Notes to and forming part of the financial statements

NOTE 1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

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The continued existence of the AEC in itspresent form, and with its present programs,is dependent on government policy and oncontinuing appropriations by Parliament for theAEC’s administration and programs.

Administered revenues, expenses, assets andliabilities and cash flows reported in Note 19are accounted for on the same basis andusing the same policies as for agency items,except where otherwise stated at Note 1.21.

1.3 CHANGES IN ACCOUNTING POLICY

The accounting policies used in the preparationof these financial statements are consistent withthose used in 2000-01, except in respect of:

output appropriations (refer to Note 1.4)

equity injections (refer to Note 1.5), and

presentation and disclosure of administereditems (refer to Note 1.21).

1.4 REVENUE

The revenues described in this Note arerevenues relating to the core operatingactivities of the AEC.

(a) Revenues from government

The full amount of the appropriation fordepartmental outputs for the year (less anysavings offered up at additional estimates andnot subsequently released) is recognised asrevenue. This is a change in accounting policycaused by the introduction of a newrequirement to this effect in the FinanceMinister’s Orders (in 2000-01, outputappropriations were recognised as revenue tothe extent the appropriations had been drawndown from the Official Public Account).

The change in policy had no financial effect in2001-02 as the full amount of the outputappropriation for 2000-01 had been drawndown in that year.

(b) Resources received free of charge

Services received free of charge arerecognised as revenue when and only when afair value can be reliably determined and theservices would have been purchased if theyhad not been donated. Use of these resourcesis recognised as an expense.

Contributions of assets at no cost ofacquisition or for nominal consideration arerecognised at their fair value when the assetqualifies for recognition, unless received fromanother government agency as a consequenceof a restructuring of administrativearrangements (refer to Note 1.5).

(c) Other revenue

Revenue from the sale of goods and servicesis recognised upon delivery of goods tocustomers.

Interest revenue is recognised on aproportional basis taking into account theinterest rates applicable to the financial assets.

Dividend revenue is recognised when the rightto receive a dividend has been established.

Revenue from disposal of non-current assetsis recognised when control of the asset haspassed to the buyer.

Agency revenue from the rendering of aservice is recognised by reference to the stage of completion of contracts or otheragreements to provide services toCommonwealth bodies. The stage ofcompletion is determined according to theproportion that costs incurred to date bear tothe estimated total costs of the transaction.

1.5 TRANSACTIONS BY THE GOVERNMENTAS OWNER

From 1 July 2001, Appropriations designatedas ‘Capital – equity injections’ are recogniseddirectly in contributed equity according to thefollowing rules determined by the FinanceMinister:

To the extent that the appropriation is notdependent on future events as at 1 July,and

To the extent that it is dependent onspecified future events requiring futureperformance, on drawdown.

(In 2000-01, all equity injections wererecognised as contributed equity on drawdown).

The change in policy has no financial effect in2001-02 because the full amounts of theequity injections in both 2000-01 and 2001-02met the criteria now required by the FinanceMinister.



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Net assets received under restructuring ofadministrative arrangements are designated by the Finance Minister as contributions byowners and adjusted directly against equity.Net assets relinquished are designated asdistributions to owners. Net assets transferredare initially recognised at the amounts atwhich they were recognised by the transferringagency immediately prior to the transfer.

1.6 EMPLOYEE ENTITLEMENTS

(a) Leave

The liability for employee entitlements includesprovision for annual leave and long serviceleave. No provision has been made for sickleave as all sick leave is non-vesting and theaverage sick leave taken in future years byemployees of the AEC is estimated to be lessthan the annual entitlement for sick leave.

The liability for annual leave reflects the valueof total annual leave entitlements of allemployees at 30 June 2002 and is recognisedat the nominal amount.

The non-current portion of the liability for longservice leave is recognised and measured atthe present value of the estimated future cashflows to be made in respect of all employeesat 30 June 2002. In determining the presentvalue of the liability, the AEC has taken intoaccount attrition rates and pay increasesthrough promotion and inflation.

(b) Separation and redundancy

Provision is made for separation and redundancypayments in circumstances where the AEC hasformally identified positions as excess torequirements and a reliable estimate of theamount of the payments can be determined.

(c) Superannuation

AEC staff contribute to the CommonwealthSuperannuation Scheme and the Public Sector Superannuation Scheme. Employercontributions amounting to $4,385,015(2001: $3,962,441) in relation to theseschemes have been expended in thesefinancial statements.

No liability for superannuation is recognisedas at 30 June 2002 as the employercontributions fully extinguish the accruingliability which is assumed by theCommonwealth.

Employer Superannuation Productivity Benefit contributions totalled $1,300,723(2001: $1,092,182).

1.7 LEASES

A distinction is made between finance leaseswhich effectively transfer from the lessor tothe lessee substantially all the risks andbenefits incidental to ownership of leased non-current assets and operating leases under which the lessor effectively retainssubstantially all such risks and benefits.

Where a non-current asset is acquired bymeans of a finance lease, the asset iscapitalised at the present value of minimumlease payments at the inception of the leaseand a liability recognised for the sameamount. Leased assets are amortised over theperiod of the lease. Lease payments areallocated between the principal componentand the interest expense.

Operating lease payments are expensed on a basis which is representative of the patternof benefits derived from the leased assets.The net present value of future net outlays in respect of surplus space under non-cancellable lease agreements is expensed in the period in which the space becomessurplus.

Lease incentives taking the form of ‘free’leasehold improvements and rent holidays arerecognised as liabilities. These liabilities arereduced by allocating lease payments betweenrental expense and reduction of the liability.

1.8 BORROWING COSTS

All borrowing costs are expensed as incurredexcept to the extent that they are directlyattributable to qualifying assets, in which casethey are capitalised. The amount capitalised ina reporting period does not exceed theamount of costs incurred in that period.

1.9 CASH

Cash means notes and coins held and anydeposits held at call with a bank or financialinstitution.

1.10 FINANCIAL INSTRUMENTS

Accounting policies for financial instrumentsare stated at Note 18.



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1.11 ACQUISITION OF ASSETS

Assets are recorded at cost on acquisitionexcept as stated below. The cost of acquisitionincludes the fair value of assets transferred inexchange and liabilities undertaken.

Assets acquired at no cost, or for nominalconsideration, are initially recognised asassets and revenues at their fair value at thedate of acquisition, unless acquired as aconsequence of restructuring administrativearrangements. In the latter case, assets areinitially recognised as contributions by ownersat the amounts at which they were recognisedin the transferor agency’s accountsimmediately prior to the restructuring.

1.12 PROPERTY (LAND, BUILDINGS ANDINFRASTRUCTURE), PLANT AND EQUIPMENT

Asset recognition threshold

Purchases of property, plant and equipmentare recognised initially at cost in theStatement of Financial Position, except forpurchases costing less than $1,000, whichare expensed in the year of acquisition (otherthan where they form part of a group of similaritems which are significant in total).

Revaluations

Land, buildings, infrastructure, plant andequipment are revalued progressively inaccordance with the ‘deprival’ method ofvaluation in successive three-year cycles, so that no asset has a value greater than threeyears old.

The AEC is implementing the requirements ofschedule 1 as follows:

Freehold land and buildings and leaseholdimprovements are revalued every threeyears. The last revaluation was conductedas at 30 June 2001.

Plant and equipment assets were revaluedas at 30 June 2001. All assets currentlyincluded in this class will be revalued againprior to June 2004.

Assets in each class acquired after thecommencement of a progressive revaluationcycle are not captured by the progressiverevaluation then in progress.

In accordance with the deprival methodology,land is measured at its current market buyingprice. Property (other than land), plant andequipment are measured at their depreciatedreplacement cost. Where assets are heldwhich would not be replaced or are surplus to requirements, measurement is at netrealisable value. At 30 June 2002, the AEChad no assets in this situation.

All valuations are independent.

Recoverable amount test

Schedule 1 requires the application of therecoverable amount test to departmental non-current assets in accordance with AAS 10Recoverable Amount of Non-Current Assets.The carrying amounts of these non-currentassets have been reviewed to determinewhether they are in excess of their recoverableamounts. In assessing recoverable amounts,the relevant cash flows have been discountedto their present value.

Depreciation and amortisation

Depreciable property plant and equipmentassets are written-off to their estimatedresidual values over their estimated usefullives to the AEC using, in all cases, thestraight-line method of depreciation. Leaseholdimprovements are amortised on a straight-linebasis over the lesser of the estimated usefullife of the improvements or the unexpiredperiod of the lease.

Depreciation/amortisation rates (useful lives)and methods are reviewed at each balancedate and necessary adjustments arerecognised in the current, or current and futurereporting periods, as appropriate. Residualvalues are re-estimated for a change in pricesonly when assets are revalued.



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Depreciation and amortisation rates applying to each class of depreciable asset are based on thefollowing useful lives:



2002 2001

Buildings on freehold land 40 years 40 yearsLeasehold improvements Lease term, or intention Lease term, or intentionPlant and equipment 5 to 10 years 5 to 10 yearsIntangibles 3 to 5 years 3 to 5 years

The aggregate amount of depreciation allocated for each class of asset during the reportingperiod is disclosed in Note 4C.

1.13 INVENTORIES

No inventory is held for resale.

Inventories not held for resale are valued atcost, unless they are no longer required, inwhich case they are valued at net realisablevalue.

Costs incurred in bringing each item ofinventory to its present location and conditionare assigned as follows:

raw materials and stores – purchase costson a first-in-first-out basis, and

finished goods and work in progress – cost of direct materials and labour plusattributable costs that are capable of beingallocated on a reasonable basis.

1.14 INTANGIBLES

AEC’s intangibles comprise internally-developedsoftware. The asset is carried at cost.

The carrying amount of each non-currentintangible asset is reviewed to determinewhether it is in excess of the asset’srecoverable amount. If an excess exists as atthe reporting date, the asset is written downto its recoverable amount immediately. Inassessing recoverable amounts, the relevantcash flows, including the expected cashinflows from future appropriations by theParliament, have been discounted to theirpresent value.

No write-down to recoverable amount has beenmade in 2001-02

Intangible assets are amortised on a straight-line basis over their anticipated useful lives.Useful lives are:

2002 2001

Internally developed 3 to 5 3 to 5software years years

1.15 TAXATION

The AEC is exempt from all forms of taxationexcept fringe benefits tax and the goods andservices tax.

1.16 CAPITAL USAGE CHARGE

A capital usage charge of 11% (2001: 12%) is imposed by the Commonwealth on the netdepartmental assets of the AEC. The charge is adjusted to take account of asset gifts andrevaluation increments during the financial year.

1.17 FOREIGN CURRENCY

Transactions denominated in a foreigncurrency are converted at the exchange rate atthe date of the transaction. Foreign currencyreceivables and payables are translated at theexchange rates current as at balance date.Associated currency gains and losses are notmaterial.

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1.18 INSURANCE

The AEC has insured for risks through thegovernment’s insurable risk managed fundComcover. Workers compensation is insuredthrough Comcare Australia.

1.19 COMPARATIVE FIGURES

Comparative figures have been adjusted toconform to changes in presentation in thesefinancial statements where required.

1.20 ROUNDING

Amounts have been rounded to the nearest$1,000 except in relation to the following:

act of grace payments and waivers

remuneration of executives

remuneration of auditors, and

appropriation note disclosures.

1.21 REPORTING OF ADMINISTEREDACTIVITIES

Administered revenues, expenses, assets,liabilities and cash flows are presented in the notes to these financial statements. In2000-01, summary information was presentedin schedules following the primary agencystatements. Either presentation is permittedby AAS 29 Financial Reporting by GovernmentDepartments.

Accounting policies for administered items areas stated in Note 1.2 above.

These financial statements do not report thereceipt of administered appropriations fromthe Official Public Account (OPA) asadministered revenues, nor are transfers ofadministered receipts to the OPA reported as administered expenses. This change in 2001-02 acknowledges that the administeredactivities of agencies are performed on behalfof the Commonwealth Government and it isnot appropriate to identify resourcestransferred between administered activities of

different agencies as revenues and expensesof the administered entity. Generally, therefore,the notes to these financial statements do notreport any transactions or balances that areinternal to the administered entity. Oneexception is the disclosure of administeredcash flows, since cash transferred betweenthe OPA and AEC’s administered bank accountis necessary for the completeness of the cashflow disclosures.

Accounting policies which are relevant toadministered activities only of AEC aredisclosed below.

(a) Revenue

All administered revenues are revenuesrelating to the core operating activitiesperformed by the agency on behalf of theCommonwealth.

Appropriations for administered expenses maybe unlimited or limited as to amount. Wherethe appropriation is the annual appropriationand limited as to amount, revenue isrecognised to the extent of the lesser of:

the amount appropriated by parliament, and

an amount determined by the FinanceMinister – this amount is determined havingregard to the expenses incurred for thereporting period.

Where unlimited, revenue is recognised to theextent that expenses have been incurred.Similarly, appropriations credited toadministered special accounts are recognisedas revenue to the extent that expenses areincurred.

(a) Other revenue

Revenue from the sale of goods and servicesis recognised upon delivery of goods tocustomers.

Administered fines are recognised in theperiod in which the breach occurs.



NOTE 2 EVENTS OCCURRING AFTER BALANCE DATE

Under the provisions of the AEC CertifiedAgreement 2001-03 salary rates increased bysix per cent from the beginning of the first payperiod commencing after 30 June 2002.

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NOTE 3 OPERATING REVENUES

NOTE 3A REVENUES FROM GOVERNMENT

Appropriations for outputs 141,027 96,089Resources received free of charge 66 51

Total 141,093 96,140

NOTE 3B SALES OF GOODS AND SERVICES

Goods 3,764 3,773Services 5,890 6,311

Total 9,654 10,084

Goods and services were sold as follows:Government 3,676 3,822Non-Government 5,978 6,262

Total 9,654 10,084

NOTE 3C INTEREST

Interest on deposits 1,327 1,328

NOTE 3D NET GAINS FROM SALES OF ASSETS

Land and buildings:Proceeds from sale – 373Net book value at sale – (379)

Net gain/(loss) – (6)

Infrastructure, plant and equipment:Proceeds from sale 16 4Net book value at sale (75) (108)

Net gain/(loss) (59) (104)

Non-financial assets – intangibles:Proceeds from sale – –Net book value at sale – (1)

Net gain/(loss) – (1)

Total net gains/(losses) from sales of assets (59) (111)Add: plant and equipment written off on disposal (Note 4D) (215) (85)

Net gain/(loss) on disposal of property,plant and equipment (274) (196)



2001–02 2000–01$’000 $’000

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NOTE 4 OPERATING EXPENSES

NOTE 4A EMPLOYEE EXPENSES

Remuneration (for services provided) 83,648 49,911Separation and redundancy 384 24

Total remuneration 84,032 49,935Other employee expenses 2,234 1,625

Total 86,266 51,560

NOTE 4B SUPPLIER EXPENSES

Supply of goods and services 47,316 26,812Operating lease rentals 21,666 13,618

Total 68,982 40,430

NOTE 4C DEPRECIATION AND AMORTISATION

Depreciation of property, plant and equipment 2,927 2,652Amortisation of leased assets 228 879Amortisation of software 6,153 5,093

Total 9,308 8,624

The aggregate amounts of depreciation or amortisation expensed during the reporting period for each class of depreciable asset are as follows:

Buildings on freehold land 4 11Leasehold improvements 1,649 1,518Plant and equipment 42 42IT equipment 457 1,062Computer software 6,153 5,093Office equipment 663 628Furniture and fittings 340 270

Total 9,308 8,624

No depreciation or amortisation was allocated to the carrying amounts of other assets.

NOTE 4D WRITE DOWN OF ASSETS

Bad and doubtful debts expense 7 –Plant and equipment – write-off on disposal 215 85Intangibles – write-off on disposal 2 –

Total 224 85

NOTE 5 BORROWING COST EXPENSES

Finance lease of IT equipment (desktop) 54 75

Total 54 75



2001–02 2000–01$’000 $’000

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NOTE 6 FINANCIAL ASSETS

NOTE 6A CASH

Cash at bank and on hand 670 955Cash on deposit 25,000 30,500

25,670 31,455

All cash recognised is a current asset

NOTE 6B RECEIVABLES

Goods and services 838 1,606Interest 45 32Capital use charge 2,693 323Other debtors – 6Less: provision for doubtful debts (13) (6)

3,563 1,961GST receivable 668 346

4,231 2,307

All receivables are current assets.

Receivables (gross) are aged as follows:Not overdue 3,859 1,917

Overdue by:Less than 30 days 226 1630 to 60 days 4 16160 to 90 days 8 191More than 90 days 134 22

372 390

Total receivables (gross) 4,231 2,307



2001–02 2000–01$’000 $’000

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NOTE 7 NON-FINANCIAL ASSETS

NOTE 7A LAND AND BUILDINGS

Freehold Land – at 2001-2004 valuation 40 40

Total land 40 40

Buildings on freehold land – at 2001-2004 valuation 54 54Accumulated depreciation (15) (11)

39 43

Leasehold improvements – at 2001-2004 valuation 13,372 12,690Accumulated amortisation (8,357) (6,590)

5,015 6,100Leasehold improvements in progress – 33Total buildings 5,054 6,176

Total land and buildings (non-current) 5,094 6,216

NOTE 7B INFRASTRUCTURE, PLANT AND EQUIPMENT

Plant and equipment – at 2001-2004 valuation 12,960 12,389Accumulated depreciation (8,921) (7,846)

Total plant and equipment (non-current) 4,039 4,543

NOTE 7C INTANGIBLES

Computer softwareExternal software – at cost 390 251Accumulated depreciation (233) (134)

157 117Internally developed – at cost 45,563 42,855Accumulated depreciation (35,938) (29,884)

9,625 12,971

Total intangibles (non-current) 9,782 13,088



2001–02 2000–01$’000 $’000

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NOTE 7E INVENTORIES

Election equipment at cost (ie. ballot paper and voting equipment) 1,884 4,574

All departmental inventories are current assets.

NOTE 7F OTHER NON-FINANCIAL ASSETS

Prepayments 756 1,236Accrued revenue 978 –

Prepayments 1,734 1,236

All other non-financial assets are current assets.

NOTE 8 INTEREST BEARING LIABILITIES

NOTE 8A LEASES

Finance lease commitmentsPayable:Within one year – 955

Minimum lease payments – 955Deduct: future finance charges – (54)

Lease liability – 901

Lease liability is represented by:Current – 901Non-current – –

– 901

NOTE 8B OTHER

Lease incentives 840 1,043

Other interest bearing liabilities are represented by:Current 199 205Non-current 641 838

840 1,043



2001–02 2000–01$’000 $’000

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NOTE 9 PROVISIONS

NOTE 9A EMPLOYEE PROVISIONS

Salaries and wages 1,098 1,017Leave 20,223 18,359Superannuation 149 143

Total 21,470 19,519

Current 8,102 8,306Non-current 13,368 11,213

21,470 19,519

NOTE 10 PAYABLES

NOTE 10A SUPPLIER PAYABLES

Trade creditors 6,012 4,353Operating lease rentals 1,044 734

7,056 5,087

All supplier payables are current liabilities.

NOTE 10B OTHER PAYABLES

Unearned revenue – other 478 898

478 898

All other payables are current liabilities.



2001–02 2000–01$’000 $’000

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NOTE 12 CASH FLOW RECONCILIATION

Reconciliation of cash per statement of financial position to statement of cash flowsCash at year end per statement of cash flows 25,670 31,455statement of financial position items comprising above cash: ‘Financial asset – cash’ 25,670 31,455

Reconciliation of net surplus to net cash from operating activities

Net surplus (deficit) (12,372) 6,994Depreciation/amortisation 9,306 8,624Write down of non-current assets 215 85Loss/(gain) on disposal of assets 59 111Decrease (increase) in net receivables 733 (15)Decrease (increase) in inventories 2,690 (2,775)Decrease (increase) in prepayments 481 853Decrease (increase) in other assets (978) –Increase (decrease) in employee provisions 1,951 1,985Increase (decrease) in supplier payables 1,639 1,970Increase (decrease) in income in advance (419) –Increase (decrease) in other liabilities (204) (3,960)

Net cash provided from/(used by) operating activities 3,101 13,872

NOTE 13 REMOTE CONTINGENCIES

No remote contingencies were identified by the AEC at reporting date.



2001–02 2000–01$’000 $’000

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NOTE 14 EXECUTIVE REMUNERATION

The number of Executive who received or were due to receive total remuneration of $100,000 or more:

$100,001 to $110,000 3 1$110,001 to $120,000 3 2$120,001 to $130,000 2 4$130,001 to $140,000 1 1$140,001 to $150,000 1 1$150,001 to $160,000 2 3$160,001 to $170,000 – 1$170,001 to $180,000 – 1$180,001 to $190,000 1 –$200,001 to $210,000 – –$210,001 to $220,000 1 –$280,001 to $290,000 – –

The aggregate amount of total remuneration of executives shown above. $1,893,021 $1,920,734The aggregate amount of separation and redundancy payments during the year to executives shown above. $106,580 –



2001–02 2000–01Number Number

2001–02 2000–01$ $

NOTE 15 REMUNERATION OF AUDITORS

Financial statement audit services are provided free of charge to the AEC.The fair value of the services provided was: 66,000 50,000

No other services were provided by the Auditor-General.

NOTE 16 AVERAGE STAFFING LEVELS

The average staffing level for the AEC in 2001/02 was 807 (826 for 2000/01).

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NOTE 17 ACT OF GRACE PAYMENTS, WAIVERS AND DEFECTIVEADMINISTRATION SCHEME

No ‘Act of Grace’ payments were made during the reporting period.No waivers of amounts owing to the Commonwealth were made pursuant to subsection 34(1) ofthe Financial Management and Accountability Act 1997.

No payments were made under the ‘Defective Administration Scheme’ during the reporting period.

NOTE 18 FINANCIAL INSTRUMENTS

NOTE 18A TERMS, CONDITIONS AND ACCOUNTING POLICIES



Financialinstrument

Notes Accounting policies and methods (including recognition criteriaand measurement basis)

Nature of underlying instrument(including significant terms andconditions affecting the amount,timing and certainty of cash flows)

Financial assets

Cash

Receivables forgoods andservices

6A

6B

Financial assets arerecognised when controlover future economicbenefits is established andthe amount of the benefitcan be reliably measured.

Deposits are recognised at their nominal amounts.Interest is credited torevenue as it accrues.

These receivables arerecognised at the nominalamounts due less anyprovision for bad anddoubtful debts. Collectabilityof debts is reviewed atbalance date. Provisions aremade when collection of thedebt is judged to be lessrather than more likely.

The AEC invests funds with the ReserveBank of Australia at call. Monies in theAgency’s bank accounts are swept intothe Official Public Account nightly. TheAEC is able to invest monies in TermDeposits as well as receiving intereston the daily account balance. During2001-02 the average interest rate oncombined term and normal depositswas 4.71% for the year (2000–01 –5.48%). Interest is paid in arrears onthe first business day after the end of each quarter for normal accountbalances and at maturity of termdeposits.

Receivables are with entities external toand within the Commonwealth. Creditterms are net 30 days (2001: 30 days).

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Financialinstrument

Notes Accounting policies andmethods (including recognition criteriaand measurement basis)

Nature of underlying instrument(including significant terms andconditions affecting the amount,timing and certainty of cash flows)

Financialliabilities

Trade creditors 10A

Financial liabilities arerecognised when a presentobligation to another partyis entered into and theamount of the liability canbe reliably measured.

Creditors and accruals arerecognised at their nominalamounts, being the amountsat which the liabilities willbe settled. Liabilities arerecognised to the extentthat the goods or serviceshave been received (andirrespective of having beeninvoiced).

All creditors are entities that are notpart of the Commonwealth legal entity.Settlement is usually made net 30days.

NOTE 18A TERMS, CONDITIONS AND ACCOUNTING POLICIES (continued)

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NOTE 18C NET FAIR VALUES OF FINANCIAL ASSETS AND LIABILITIES

Notes Total Aggregate Total Aggregatecarrying net fair carrying net fairamount value amount value

$’000 $’000 $’000 $’000

Departmental financial assetsCash at bank 6A 670 670 955 955Cash on deposit 6A 25,000 25,000 30,500 30,500Receivables for goods and services (net) 6B 4,231 4,231 2,307 2,307Term deposits – – – –

Total financial assets 29,901 29,901 33,762 33,762

Financial liabilities (recognised)Finance lease liabilities 8A – – 901 901Lease incentives 8B 840 840 1,043 1,043Trade creditors 10A 7,056 7,056 5,087 5,087Other 10B 478 478 898 898

Total financial liabilities (recognised) 8,374 8,374 7,929 7,929

Financial assetsFinancial liabilities (unrecognised) 13 – – – –

Financial assets

The net fair values of cash and non-interest bearing monetary financial assets approximate theircarrying amounts.

Financial liabilities

The net fair values of the finance lease, surplus space and lease incentive liabilities, andguarantees are based on discounted cash flows using current interest rates for liabilities withsimilar risk profiles. (Where the liability is on a floating rate of interest, the method returns theprincipal amount).

The net fair values for trade creditors are approximated by their carrying amounts.

The net fair values of indemnities are regarded as the maximum possible loss, which theCommonwealth faces while the indemnity remains current.

NOTE 18D CREDIT RISK EXPOSURES

The AEC’s maximum exposure to credit risk at reporting date in relation to each class ofrecognised financial assets is the carrying amount of those assets as indicated in the Statement of Financial Performance.

The AEC has no significant exposure to any concentrations of credit risk.

All figures for credit risk referred to do not take into account the value of any collateral or other security.



2001–02 2000–01$’000 $’000

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NOTE 19 ADMINISTERED ITEMS

NOTE 19A REVENUES ADMINISTERED ON BEHALF OF GOVERNMENT FOR THE YEAR-ENDED 30 JUNE 2002

Revenues

Sale of goods and servicesGoods 3,659 3,801

Other revenue Candidate deposits forfeited – federal election 92 –Electoral fines and penalties 878 156Refunds 28 –Other 19 111

Total 1,017 267

Total revenues administered on behalf of government 4,676 4,068

NOTE 19B EXPENSES ADMINISTERED ON BEHALF OF GOVERNMENT FOR THE YEAR-ENDED 30 JUNE 2002

Expenses

GrantsElection public funding 38,685 224

OtherRefunds – electoral fines and penalties 28 –

Total 28 –

Total expenses administered on behalf of government 38,713 224

NOTE 19C ASSETS ADMINISTERED ON BEHALF OF GOVERNMENT AS AT 30 JUNE 2002

Financial assetsCash 1 1

ReceivablesGoods and services – 104

No administered receivables were overdue at 30 June 2002 or 30 June 2001

OtherAccrued revenue 956 672

Total 956 672

Total assets administered on behalf of government 957 777



2001–02 2000–01$’000 $’000

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2001–02 2000–01$’000 $’000

NOTE 19D LIABILITIES ADMINISTERED ON BEHALF OF GOVERNMENT AS AT 30 JUNE 2002

PayablesOther 205 47

Total 205 47

Total liabilities administered on behalf of government 205 47

NOTE 19E ADMINISTERED CASH FLOWS FOR THE YEAR ENDED 30 JUNE 2002

Operating activitiesCash receivedSales of goods and services 3,460 3,897Cash from the official public account 38,712 228Other 3,379 266

Total cash received 45,551 4,391

Cash usedCash to official public account (6,837) (4,163)Payments to political parties (38,685) –Other (29) (228)

Total cash used (45,551) (4,391)

Net cash from operating activities 0 0

Net increase (decrease) in cash held 0 0Cash at the beginning of the reporting period 1 1

Cash at the end of the reporting period 1 1



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2001–02 2000–01$’000 $’000

NOTE 19F ADMINISTERED COMMITMENTS AS AT 30 JUNE 2002

By typeCapital commitments – –Other commitmentsOperating leases – –Other commitments – 123

Total other commitments – 123Commitments receivable 1 (7,813) (3,500)

Net commitments (7,813) (3,377)

By maturityAll net commitmentsOne year or less (3,928) (3,377)From one to five years (3,885) –Over five years – –

Net commitments (7,813) (3,377)

NB: All 2001–02 commitments are GST inclusive where relevant

1 Commitments receivable relate to arrangements with each State and Territory for the sharing of certainelectoral costs associated with the maintenance of the joint Commonwealth, State and Territory electoral rolls.

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Financialinstrument

Notes Accounting policies andmethods (including recognition criteriaand measurement basis)

Nature of underlying instrument(including significant terms & conditionsaffecting the amount, timing andcertainty of cash flows)

Financial assets

Cash

Financial liabilities

Trade creditors

Financial assets arerecognised when controlover future economicbenefits is established andthe amount of benefit canbe reliably measured.

Deposits are recognised attheir nominal amounts.

Financial liabilities arerecognised when a presentobligation to another partyis entered into and theamount of the liability canbe reliably measured.

Creditors and accruals arerecognised at the nominalamounts, being the amountsat which the liabilities willbe settled.

Liabilities are recognised tothe extent that the goods orservices have been received(and irrespective of havingbeen invoiced).

The balance of the administered cashaccount is non interest bearing

NOTE 19G ADMINISTERED FINANCIAL INSTRUMENTS

(a) Terms, conditions and accounting policies

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Archive

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NOTE 19G ADMINISTERED FINANCIAL INSTRUMENTS (continued)

(c) Net fair values of financial assets and liabilities

Notes Total Aggregate Total Aggregatecarrying net fair carrying net fairamount value amount value

$’000 $’000 $’000 $’000

Administered financial assetsCash 19C 1 1 1 1Receivables 19C – – 776 776Other 19C 956 956 26 26

Total financial assets 957 957 803 803

Financial liabilities (recognised)Provisions and payables 19D 205 205 47 47

Total financial liabilities (recognised) 205 205 47 47



2001–02 2000–01$’000 $’000

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NOTE 21 ASSETS HELD IN TRUST

Funds held pending refund

Legal authority – Financial Management and Accountability Act 1997; s20

Purpose – for receipt of moneys temporarily held for possible future repayment, for example,candidate deposits.

Balance carried forward from previous year 26,506 51,522Receipts during the year 714,815 36,122

Available for payments 741,321 87,644Payments made 536,895 61,138

Balance carried forward to next year 204,426 26,506



2001–02 2000–01$ $

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OTHER INFORMATION

Matters required by legislation

Other information

AppendicesArchive

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146 Other Information

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Discretionary grants

The AEC does not administer any discretionarygrants.

Other

For information on specific provisions relating to:

consultancies applicable to the 2001-02financial year – refer to appendix G

industrial and commercial electionsstatistics – refer to appendix H, and

Aboriginal and Torres Strait IslanderCommission election statistics – refer toappendix I.

147

LegislationMATTERS REQUIRED BY LEGISLATION

For information on specific statutory provisionsrelating to:

occupational health and safety – refer toappendix B

freedom of information – refer to appendix C

advertising and market research – refer toappendix D

provision of electoral roll information – referto appendix E, and

ecologically sustainable development –refer to appendix F.

Other Information

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AAPPENDIX A

STAFFING OVERVIEW

Staff profile by classification, gender and location at 30 June 2002

Classification Total Total Total Ongoing Non Ongoing TotalFemale Male Staff Staff Staff Staff

F/T P/T F/T P/T

Operative Staff 1

Electoral Commissioner 0 1 1 1 0 0 0 1

Deputy Electoral Commissioner 0 1 1 1 0 0 0 1

Senior Executive Staff 2 4 11 15 15 0 0 0 15

Executive Level 2 10 19 29 27 1 1 0 29

Executive Level 1 25 45 70 68 2 0 0 70

Australian Public Service Level 6 71 154 225 218 2 5 0 225






Operative Staff Total 489 364 853 703 77 58 15 853

Inoperative Staff 3

Executive Level 2 0 2 2 2 0 0 0 2

Executive Level 1 1 1 2 2 0 0 0 2




Inoperative Staff Total 3 5 8 8 0 0 0 8

Grand Total 492 369 861 711 77 58 15 861

Other Information Appendices

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Classification Central Office Head Offices Divisional OfficesFemale Male Total Female Male Total Female Male Total Total

Staff

Operative Staff 1

Electoral Commissioner 0 1 1 0 0 0 0 0 0 1

Deputy Electoral Commissioner 0 1 1 0 0 0 0 0 0 1

Senior Executive Staff 2 3 5 8 1 6 7 0 0 0 15

Executive Level 2 9 10 19 1 9 10 0 0 0 29

Executive Level 1 20 19 39 5 26 31 0 0 0 70

Australian Public Service Level 6 17 22 39 10 13 23 44 119 163 225






Operative Staff Total 86 84 170 93 101 194 310 179 489 853

Inoperative Staff 3

Executive Level 2 0 2 2 0 0 0 0 0 0 2

Executive Level 1 0 1 1 1 0 1 0 0 0 2




Inoperative Staff Total 0 3 3 2 0 2 1 2 3 8

Grand Total 86 87 173 95 101 196 311 181 492 861

Equivalent Full-time Staff 4 807.9

Notes:

1. Operative Staff: Staff who are actually at work as at 30/6/2002.

2. This includes senior executive staff engaged under section 35(1)(b) of the Commonwealth Electoral Act1918 and Australian Electoral Officers.

3. Inoperative Staff: Includes staff on long-term leave absences.

4. The difference between equivalent full-time staff (807.9) and total staff (861) is due to job sharing and part-time employment.

Source: Perspect HR system


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BOCCUPATIONAL HEALTH AND SAFETY(OH&S)

This report relates to section 74 of the Occupational Health and Safety(Commonwealth Employment) Act 1991.

The AEC has an OH&S plan that allowsperformance to be tracked across theorganisation. There is also an OH&S policyand agreement that recognises the AEC’s duty of care as outlined under the Act.

Activities

During the year, the following activities wereundertaken to ensure the health, safety andwelfare of employees:

the AEC national OH&S committee metevery three months

State OH&S committees met regularly

staff attended COMCARE client networkmeetings to maintain contacts with otherOH&S professionals and to keep up-to-datewith the latest developments

information on OH&S was placed on theAEC’s Intranet site with links to relevantinformation

OH&S was integrated into the AEC’sinduction course, and

an OH&S operation plan was endorsed bysenior management.

COMCARE premium

The AEC’s 2002-03 COMCARE premiumdecreased from the 2001-02 premium of$550,907 to $317,798 (including GST). Thedecrease was due to reduced claim frequencyand the impact of a lower payroll during a non-election year.

REPORTABLE OH&S STATISTICS

State Selection Tests carried Reportable of OH&S out on dangerous

representatives equipment occurrences

VIC 0 0 0

NSW 0 1 3

QLD 4 0 0

WA 0 0 7

SA 0 0 1

TAS 0 0 3

NT 1 0 0

ACT 0 0 0

Totals 5 1 14

Investigations

There were no investigations conducted byCOMCARE under section 41 of the OH&S Act.

OH&S directions and notices

No directions concerning an immediate threatto the health and safety of any person weregiven to the AEC under section 45 of theOH&S Act during the year. No notices were issued concerning the duties of theemployer in relation to health and safetyrepresentatives, nor were any prohibitionsnotices or improvement notices issued undersections 30, 46, or 47 of the OH&S Act.


APPENDIX B

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CFREEDOM OF INFORMATION (FOI)

The Freedom of Information Act 1982 requiresCommonwealth Government agencies topublish a statement setting out their roles,structure and functions, the documentsavailable for public inspection and theprocedures for access to the documents.Section 8 of the Act requires each agency topublish information on the way it is organised,its powers, decisions made and arrangementsfor public involvement in its work.

This statement, in conjunction with informationcontained in this annual report, meets therequirements of section 8 of the Act.

Availability of access

The AEC makes information about its functionsand responsibilities freely available to thepublic. People seeking information should, inthe first instance, contact either the AEC’sinformation section in Canberra or the headoffice in their State or Territory. Addresses andtelephone numbers are included on page 9 ofthis report or on the AEC’s website atwww.aec.gov.au

Making an FOI request

Enquiries on FOI matters, and any formalrequests under the FOI Act, should be lodgedwith:

The Freedom of Information OfficerAustralian Electoral Commission PO Box E201 KINGSTON ACT 2604 Telephone: (02) 6271 4687 Fax: (02) 6271 4457

FOI requests can be lodged at any office of theAEC where they will be sent promptly to theFOI officer in Canberra.

Unless you are seeking access to informationabout yourself, you will need to pay thestandard FOI application fee of $30 whenapplying. Additional processing charges mayalso apply. If it proves difficult to eitheridentify the document or to provide access inthe form requested, the FOI officer will contactyou to try to satisfy your enquiry.

Major documents

The legislation from which the AEC’s activitiesare derived is shown in the Overview sectionof this report. The organisation’s other keydocument is the Strategic Plan 2001-04.

Files and information

The AEC produces printed and microficheversions of the electoral roll, maps of electoraldivisions and other electoral publications.These may be inspected at the AEC’s centraland head offices and at divisional offices.Copies of the printed roll are available for saleat divisional offices only.

Files on topics relating to managementfunctions are also maintained. State andTerritory head offices are responsible for thefiles they hold. General information isavailable through the AEC’s Internet homepage at www.aec.gov.au which has links toother Australian and overseas sites offeringelectoral information.

For more information, contact an AEC office(see page 9 for contact details).

Arrangements for public involvement

You are invited to make your views known oncurrent policies and procedures to theElectoral Commissioner by writing to the

Australian Electoral CommissionPO Box E201 KINGSTON ACT 2604.


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DADVERTISING AND MARKET RESEARCH

A) ADVERTISING AGENCY

Name of agency details ($) amount

Whybin TBWA Finalisation of public awareness campaign for the 2001 federal election and initial development of public awareness campaign for proposed new enrolment provisions. $627,178.27

B) MARKET RESEARCH ORGANISATIONS AND POLLING ORGANISATIONS


The Research Forum Research and evaluation of the 2001 federal election advertising campaign and AEC service delivery. $187,242.00

C) PUBLIC RELATIONS AGENCIES


Michels Warren Finalisation of public relations campaign for the 2001 federal election and initial development of public relations campaign for proposed new enrolment provisions. $263,787.65

D) MEDIA PLACEMENT AGENCY


Mitchell and Partners Media placement of the 2001 federal election campaign advertisements. $7,783,869.11

Starcom Media placement of non-campaign advertisements. $1,774,262.15


APPENDIX D

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EPROVISION OF ELECTORAL ROLLINFORMATION

In accordance with section 17 (1A) of theCommonwealth Electoral Act 1918 the AEC isrequired to report on the particulars of peopleand organisations who receive electoral rollinformation under subsection 91 (4A) of thelegislation.

Provision of electoral roll information to medicaland social researchers

In accordance with paragraphs 91(4A)(e) and91A(2A)(c) of the Commonwealth Electoral Act1918 and Regulation 10 of the Electoral andReferendum Regulations 1940, the AEC

provided elector information in electronicformat to a number of organisations for use inmedical research. Such use is defined in theGuidelines for the protection of privacy in theconduct of medical research issued by theNational Health and Medical Research Councilunder section 95(1) of the Privacy Act 1988.Medical research is defined as ‘systematicinvestigations for the purpose of adding to thegeneralised medical knowledge pertaining tohuman health and includes epidemiologicalresearch.’

Before providing the elector information, theAEC must be provided with evidence of ethicalapproval for the studies.


Institution/contact Data received

The Australian National University, Federal Division of Eden-Monaro in 10 year age rangesCentre for Mental Health Research from 18-97.

Deakin University, Australia wide data in five year age ranges from School of Health Sciences 18-32.

Deakin University, Random sample of 1,500 males and 1,500 females School of Nursing from the Federal Division of Corio and 1,500 males

and 1,500 females from the Federal Division of Corangamite.

CSIRO, New South Wales, Victoria, Queensland, Western School of Health Sciences and Nutrition Australia, South Australia, Tasmania and the

Australian Capital Territory data for the age ranges of 20-29, 50-59, 65-69 and 70-74.

Women’s Cancer Prevention Program Northern Territory data for the age ranges of 50-54,55-59, 60-64 and 65-69.

The University of Newcastle, Australia wide data for the age ranges 20-29, 50-59 Women’s Health Australia and 70-79.

The Cancer Council, Australian Capital Territory data for the age ranges of New South Wales 18-23, 24-29, 30-35, 36-41, 42-47, 48-53, 54-59,

60-65, 66-71, 72-77, 78-83, 84-89, 90-95 and 96-101.

The Australian National University, Australia wide random sample of 4,000 electors,Social Science Data Archives stratified by State/Territory with the same sampling

fraction for each State/Territory.

The University of Newcastle, Federal Divisions of Charlton, Newcastle, Shortland,Faculty of Medicine and Health Sciences Patterson, Hunter, Dobell, and Robertson for the age

ranges of 40-49, 50-59, 60-69, 70-79, 80-89 and 90-99.

APPENDIX E

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Institution/contact Data received

ACT Community Care Australian Capital Territory females for the age ranges of 36-40, 41-45, 46-50, 51-55, 56-60, 61-65 and 66-70.

The Canberra Hospital, Australian Capital Territory and the Federal Division of Department of Cardiology Eden-Monaro for the age ranges of 60-64, 65-69,

70-74, 75-79 and 80-85.

Macfarlane Burnet Random sample of 150 females from the Federal Centre for Medical Research Divisions of Aston, Batman, Bruce, Chisholm, Deakin,

Dunkley, Gellibrand, Goldstein, Higgins, Holt, Hotham,Isaacs, Jagajaga, Kooyong, Maribyrnong, Melbourne,Melbourne Ports, Menzies, Scullin and Wills in the ageranges of 18-22, 23-27 and 28-32.

The Canberra Hospital, Australian Capital Territory data for the age Department of Gastroenterology range of 55-74.

CSIRO, Random sample for Victoria, South Australia,Health Sciences & Nutrition (SA) Queensland, Western Australia, Tasmania, and New

South Wales for 175 males and 175 females from each State in the age range of 18-90 (a total of 2,100randomly selected electors supplied).

The Australian National University, Federal Divisions of Canberra and Fraser for the age Centre for Mental Health Research ranges of 18-22, 23-27, 28-32, 33-37, 38-42, 43-47

and 48-52.

Queensland University of Technology, Federal Divisions of Blair, Bowman, Brisbane, Dickson,School of Public Health Fadden, Fairfax, Fisher, Forde, Griffith, Hinkler, Lilley,

Longman, McPherson, Moncrieff, Moreton, Oxley,Petrie, Rankin, Ryan and Wide Bay for the age ranges of 20-21, 22-23, 24-25, 26-27, 28-29, 30-31, 32-33,34-35, 36-37, 38-39, 40-41, 42-43, 44-45, 46-47,48-49, 50-51, 52-53, 54-55, 56-57, 58-59, 60-61,62-63, 64-65, 66-67, 68-69, 70-71, 72-73, 74-75,76-77, 78-79, 80-81, 82-83, 84-85, 86-87, 88-89,90-91, 92-93 and 94-95.

Flinders University South Australian data for the age range of 50-74.

The University of Newcastle, Australia wide data for the age ranges of 20-29, 50-59 Women’s Health Australia and 70-79.

Queensland Institute of Medical Research Australia wide data for the age cohort 20-79 in five year age ranges.

The University of Newcastle, Centre Federal Divisions of Charton, Dobell, Hunter, Lyne, Newfor Clinical Epidemiology and Biostatistics England, Newcastle, Paterson and Shortland for the

age ranges of 20-24, 25-29, 30-34, 35-39, 40-44,45-49 and 50-54.

Cancer Council of Victoria Victorian data for the age ranges of 30-34, 35-39,40-44, 45-49, 50-54 and 55-59.


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Provision of electoral roll information toSchedule 2 agencies and authorities

Schedule 2 of the Electoral and ReferendumRegulations 1940, relating to theCommonwealth Electoral Act 1918, sets outthe Commonwealth agencies and authoritiesthat are entitled to receive elector informationfrom the AEC (that is, full name, residentialaddress, gender and date of birth of electors).

Schedule 2 agencies and authorities aregranted access to confidential electorinformation after providing the AEC justificationfor access in terms of Information PrivacyPrinciple 11 (IPP11) of the Privacy Act 1988.

IPP11 includes the disclosure of personalinformation for enforcement of the criminal lawor of a law imposing a pecuniary penalty or forthe protection of the public revenue.

In accordance with paragraphs 91(4A)(e) and91A(2A)(c) of the Commonwealth Electoral Act1918 and Regulations 7, 8, 9 and 10 andSchedules 2 and 3 of the Electoral andReferendum Regulations 1940, the AECprovided elector information in electronicformat to the following (Commonwealth)agencies and authorities set out in Schedule 2of the regulations for the purposes set out inSchedule 3 of the regulations:


Institution Electoral roll information supplied Date supplied

Australian Customs Service National 21/8/0122/11/0125/2/0223/5/02

Australian Federal Police National 21/8/0121/11/0125/2/0223/5/02

Australian Securities and National 21/8/01Investments Commission 21/11/01

25/2/0223/5/02

Australian Taxation Office National 23/8/0122/11/0121/2/0222/5/02

Centrelink National 21/8/0120/11/0121/2/0221/5/02

ComSuper National 21/8/0121/11/0225/2/0215/3/02 (replacement)23/5/02

Department of Education, National 21/8/01Training and Youth Affairs

Department of Education National 22/11/01Science and Training 25/2/02

23/5/02

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Institution Electoral roll information supplied Date supplied

Department of Employment, National 21/8/01Workplace Relations and Small Business 21/11/01

Department of Employment and National 25/2/02Workplace Relations 23/5/02

Department of Foreign Affairs National 23/8/01and Trade (Passports) 21/11/01

22/2/0222/5/02

Department of Immigration and National 21/8/01Multicultural Affairs 21/11/02

Department of Immigration, National 22/2/02Multicultural and Indigenous Affairs

Department of Veterans’ Affairs National 21/8/0121/11/0125/2/0223/5/02


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y 20

02-J

une

2002

Ms

Mic

helle

O’B

yrne

MP

Mem

ber f

or B

ass

Aust

ralia

n La

bor P

arty

Bass

,Lyo

ns

July

200

1-Se

ptem

ber 2

001

Bass

Janu

ary

2002

-Jun

e 20

02

Mr M

artin

Fer

guso

n M

PM

embe

r for

Bat

man

Aust

ralia

n La

bor P

arty

Batm

anJu

ly 2

001-

Sept

embe

r 200

1,Ja

nuar

y 20

02-J

une

2002

Mr S

teve

Gib

bons

MP

Mem

ber f

or B

endi

goAu

stra

lian

Labo

r Par

tyBe

ndig

oJu

ly 2

001-

Sept

embe

r 200

1,Ja

nuar

y 20

02-J

une

2002

The

Hon

John

How

ard

MP

Mem

ber f

or B

enne

long

Libe

ral P

arty

of A

ustra

liaBe

nnel

ong,

Nor

th S

ydne

yJu

ly 2

001-

Sept

embe

r 200

1Be

nnel

ong

Janu

ary

2002

-Jun

e 20

02

The

Hon

Phili

p Ru

ddoc

k M

PM

embe

r for

Bre

wow

raLi

bera

l Par

ty o

f Aus

tralia

Brew

owra

,Ben

nelo

ng,B

radf

ield

July

200

1-Se

ptem

ber 2

001

Brew

owra

Janu

ary

2002

-Jun

e 20

02

Mr M

icha

el H

atto

n M

PM

embe

r for

Bla

xlan

dAu

stra

lian

Labo

r Par

tyBl

axla

nd,W

atso

nJu

ly 2

001-

Sept

embe

r 200

1Bl

axla

ndJa

nuar

y 20

02-J

une2

002

Mr M

arty

n Ev

ans

MP

Mem

ber f

or B

onyt

hon

Aust

ralia

n La

bor P

arty

Bony

thon

,Por

t Ade

laid

eJu

ly 2

001-

Sept

embe

r 200

1Bo

nyth

onJa

nuar

y 20

02-J

une

2002


Archive

d for

histor

ical

resea

rch on

ly

158

Rec

ipie

ntC

onst

itue

ncy

Pol

itic

al p

arty

Dat

a su

pplie

dC

ycle

dat

e

The

Hon

Con

Scia

cca

MP

Mem

ber f

or B

owm

anAu

stra

lian

Labo

r Par

tyBo

wm

anJu

ly 2

001-

Sept

embe

r 200

1,Ja

nuar

y 20

02-J

une

2002

Mr S

id S

ideb

otto

m M

PM

embe

r for

Bra

ddon

Aust

ralia

n La

bor P

arty

Brad

don

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

The

Hon

Dr B

rend

an N

elso

n M

PM

embe

r for

Bra

dfie

ldLi

bera

l Par

ty o

f Aus

tralia

Brad

field

,Mac

kella

rJu

ly 2

001-

Sept

embe

r 200

1

The

Hon

Kim

Bea

zley

MP

Mem

ber f

or B

rand

Aust

ralia

n La

bor P

arty

Bran

d,Ca

nnin

gJu

ly 2

001-

Sept

embe

r 200

1Br

and

Janu

ary

2002

-Jun

e 20

02

The

Hon

Arch

Bev

is M

PM

embe

r for

Bris

bane

Aust

ralia

n La

bor P

arty

Bris

bane

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

Mr A

lan

Grif

fin M

PM

embe

r for

Bru

ceAu

stra

lian

Labo

r Par

tyBr

uce

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

Mr B

rend

an O

’Con

nor M

PM

embe

r for

Bur

keAu

stra

lian

Labo

r Par

tyBu

rke

Janu

ary

2002

-Jun

e 20

02

The

Hon

Nei

l O’K

eefe

MP

Mem

ber f

or B

urke

Aust

ralia

n La

bor P

arty

Burk

eJu

ly 2

001-

Sept

embe

r 200

1

Mr P

eter

And

ren

MP

Mem

ber f

or C

alar

eIn

depe

nden

tCa

lare

,Gw

ydir

July

200

1-Se

ptem

ber 2

001

Cala

reJa

nuar

y 20

02-J

une

2002

Ms

Mar

ia V

amva

kino

u M

PM

embe

r for

Cal

well

Aust

ralia

n La

bor P

arty

Calw

ell

Janu

ary

2002

-Jun

e 20

02

The

Hon

Dr A

ndre

w Th

eoph

anou

s M

PM

embe

r for

Cal

well

Aust

ralia

n La

bor P

arty

Calw

ell

July

200

1-Se

ptem

ber 2

001

Ms

Anne

tte E

llis

MP

Mem

ber f

or C

anbe

rraAu

stra

lian

Labo

r Par

tyCa

nber

raJu

ly 2

001-

Sept

embe

r 200

1,Fe

brua

ry 2

002-

June

200

2

Mr D

on R

anda

ll M

PM

embe

r for

Can

ning

Libe

ral P

arty

of A

ustra

liaCa

nnin

gJa

nuar

y 20

02-J

une

2002

Ms

Jane

Ger

ick

MP

Mem

ber f

or C

anni

ngAu

stra

lian

Labo

ur P

arty

Cann

ing,

Curti

n,Ha

sluc

kJu

ly 2

001-

Sept

embe

r 200

1

Ms

Kirs

ten

Live

rmor

e M

PM

embe

r for

Cap

ricor

nia

Aust

ralia

n La

bor P

arty

Capr

icor

nia

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

Mr T

ony

Smith

MP

Mem

ber f

or C

asey

Libe

ral P

arty

of A

ustra

liaCa

sey

Mar

ch 2

002-

June

200

2


Archive

d for

histor

ical

resea

rch on

ly

159

Rec

ipie

ntC

onst

itue

ncy

Pol

itic

al p

arty

Dat

a su

pplie

dC

ycle

dat

e

Ms

Kelly

Hoa

re M

PM

embe

r for

Cha

rlton

Aust

ralia

n La

bor P

arty

Char

lton,

New

cast

leJu

ly 2

001-

Sept

embe

r 200

1Ch

arlto

nJa

nuar

y 20

02-J

une

2002

The

Hon

Roge

r Pric

e M

PM

embe

r for

Chi

fley

Aust

ralia

n La

bor P

arty

Chifl

ey,P

rosp

ect

July

200

1-Se

ptem

ber 2

001

Chifl

eyJa

nuar

y 20

02-J

une

2002

Ms

Anna

Bur

ke M

PM

embe

r for

Chi

shol

mAu

stra

lian

Labo

r Par

tyCh

isho

lmJu

ly 2

001-

Sept

embe

r 200

1,Ja

nuar

y 20

02-J

une

2002

The

Hon

Bruc

e Ba

ird M

PM

embe

r for

Coo

kLi

bera

l Par

tyCo

ok,H

ughe

sJu

ly 2

001-

Sept

embe

r 200

1

Mr G

avan

O’C

onno

r MP

Mem

ber f

or C

orio

Aust

ralia

n La

bor P

arty

Corio

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

The

Hon

Gra

ham

Edw

ards

MP

Mem

ber f

or C

owan

Aust

ralia

n La

bor P

arty

Cow

an,C

urtin

,Has

luck

,Per

thJu

ly 2

001-

Sept

embe

r 200

1Co

wan

Janu

ary

2002

-Jun

e 20

02

The

Hon

Dr S

teph

en M

artin

MP

Mem

ber f

or C

unni

ngha

mAu

stra

lian

Labo

r Par

tyCu

nnin

gham

,Thr

osby

July

200

1-Se

ptem

ber 2

001

Cunn

ingh

amJa

nuar

y 20

02-J

une

2002

Ms

Juile

Bis

hop

MP

Mem

ber f

or C

urtin

Libe

ral P

arty

Curti

n,St

irlin

gJu

ly 2

001-

Sept

embe

r 200

1

Mrs

De-

Anne

Kel

ly M

PM

embe

r for

Daw

son

Nat

iona

l Par

ty o

f Aus

tralia

Daw

son

July

200

1-Se

ptem

ber 2

001

Mr P

hilli

p Ba

rresi

MP

Mem

ber f

or D

eaki

nLi

bera

l Par

tyD

eaki

nJu

ly 2

001-

Sept

embe

r 200

1

The

Hon

Dun

can

Kerr

MP

Mem

ber f

or D

enis

onAu

stra

lian

Labo

r Par

tyD

enis

on,L

yons

July

200

1-Se

ptem

ber 2

001

Den

ison

Janu

ary

2002

-Jun

e 20

02

Ms

Cher

yl K

erno

t MP

Mem

ber f

or D

icks

onAu

stra

lian

Labo

r Par

tyD

icks

onJu

ly 2

001-

Sept

embe

r 200

1

The

Hon

Mic

hael

Lee

MP

Mem

ber f

or D

obel

lAu

stra

lian

Labo

r Par

tyD

obel

l,Sh

ortla

ndJu

ly 2

001-

Sept

embe

r 200

1

Mr B

ruce

Bill

son

MP

Mem

ber f

or D

unkl

eyLi

bera

l Par

ty o

f Aus

tralia

Dun

kley

July

200

1-Se

ptem

ber 2

001

Mr G

ary

Nai

rn M

PM

embe

r for

Ede

n-M

onar

oLi

bera

l Par

ty o

f Aus

tralia

Eden

Mon

aro

July

200

1-Se

ptem

ber 2

001

Ms

Suss

an L

ey M

PM

embe

r for

Far

rer

Libe

ral P

arty

of A

ustra

liaFa

rrer

Janu

ary

2002

-Jun

e 20

02

The

Hon

Pete

r Slip

per M

PM

embe

r for

Fis

her

Libe

ral P

arty

of A

ustra

liaFi

sher

July

200

1-Se

ptem

ber 2

001


Archive

d for

histor

ical

resea

rch on

ly

160

Rec

ipie

ntC

onst

itue

ncy

Pol

itic

al p

arty

Dat

a su

pplie

dC

ycle

dat

e

Mr G

reg

Hunt

MP

Mem

ber f

or F

linde

rsLi

bera

l Par

ty o

f Aus

tralia

Flin

ders

Janu

ary

2002

-Jun

e 20

02

Mrs

Kay

Els

on M

PM

embe

r for

For

deLi

bera

l Par

ty o

f Aus

tralia

Ford

eJu

ly 2

001-

Sept

embe

r 200

1

The

Hon

Geo

ffrey

Pro

sser

MP

Mem

ber f

or F

orre

stLi

bera

l Par

ty o

f Aus

tralia

Forre

st,O

’Con

nor,

Pear

ceJu

ly 2

001-

Sept

embe

r 200

1

Mrs

Jul

ia Ir

win

MP

Mem

ber f

or F

owle

rAu

stra

lian

Labo

r Par

tyFo

wle

r,W

erriw

a,Pr

ospe

ctJu

ly 2

001-

Sept

embe

r 200

1Fo

wle

rFe

brua

ry 2

002-

June

200

2

Mr H

arry

Qui

ck M

PM

embe

r for

Fra

nklin

Aust

ralia

n La

bor P

arty

Fran

klin

,Lyo

nsJu

ly 2

001-

Sept

embe

r 200

1Fr

ankl

inJa

nuar

y 20

02-J

une

2002

The

Hon

Bob

McM

ulla

n M

PM

embe

r for

Fra

ser

Aust

ralia

n La

bor P

arty

Fras

erJu

ly 2

001-

Sept

embe

r 200

1,Ja

nuar

y 20

02-J

une

2002

The

Hon

Dr C

arm

en L

awre

nce

MP

Mem

ber f

or F

rem

antle

Aust

ralia

n La

bor P

arty

Frem

antle

,Tan

gney

July

200

1-Se

ptem

ber 2

001

Frem

antle

Janu

ary

2002

-Jun

e 20

02

Ms

Nic

ola

Roxo

n M

PM

embe

r for

Gel

libra

ndAu

stra

lian

Labo

r Par

tyG

ellib

rand

July

200

1-Se

ptem

ber 2

001,

Mar

ch 2

002-

June

200

2

Mrs

Joa

nna

Gas

h M

PM

embe

r for

Gilm

ore

Libe

ral P

arty

of A

ustra

liaG

ilmor

e,Hu

me

July

200

1-Se

ptem

ber 2

001

The

Hon

Pete

r McG

aura

n M

PM

embe

r for

Gip

psla

ndN

atio

nal P

arty

of A

ustra

liaG

ipps

land

July

200

1-Se

ptem

ber 2

001

The

Hon

Dr D

avid

Kem

p M

PM

embe

r for

Gol

dste

inLi

bera

l Par

ty o

f Aus

tralia

Gol

dste

inJu

ly 2

001-

Sept

embe

r 200

1

Mr A

ntho

ny A

lban

ese

MP

Mem

ber f

or G

rayn

dler

Aust

ralia

n La

bor P

arty

Gra

yndl

er,L

owe,

Wat

son

July

200

1-Se

ptem

ber 2

001

Gra

yndl

erJa

nuar

y 20

02-J

une

2002

Mr F

rank

Mos

sfie

ld M

PM

embe

r for

Gre

enw

ayAu

stra

lian

Labo

r Par

tyG

reen

way

,Chi

fley

July

200

1-Se

ptem

ber 2

001

Gre

enw

ayJa

nuar

y 20

02-J

une

2002

Mr B

arry

Wak

elin

MP

Mem

ber f

or G

rey

Libe

ral P

arty

of A

ustra

liaG

rey

July

200

1-Se

ptem

ber 2

001

Mr K

evin

Rud

d M

PM

embe

r for

Grif

fith

Aust

ralia

n La

bor P

arty

Grif

fith

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

The

Hon

Ian

Mac

Farla

ne M

PM

embe

r for

Gro

omLi

bera

l Par

ty o

f Aus

tralia

Gro

omJu

ly 2

001-

Sept

embe

r 200

1


Archive

d for

histor

ical

resea

rch on

ly

161

Rec

ipie

ntC

onst

itue

ncy

Pol

itic

al p

arty

Dat

a su

pplie

dC

ycle

dat

e

Ms

Shar

ryn

Jack

son

MP

Mem

ber f

or H

aslu

ckAu

stra

lian

Labo

r Par

tyHa

sluc

kJa

nuar

y 20

02-J

une

2002

The

Hon

Pete

r Cos

tello

MP

Mem

ber f

or H

iggi

nsLi

bera

l Par

ty o

f Aus

tralia

Higg

ins

Janu

ary

2002

-Jun

e 20

02

The

Hon

Chris

tine

Gal

lus

MP

Mem

ber f

or H

indm

arsh

Libe

ral P

arty

of A

ustra

liaHi

ndm

arsh

July

200

1-Se

ptem

ber 2

001,

Febr

uary

200

2-Ju

ne 2

002

Mr P

aul N

evill

e M

PM

embe

r for

Hin

kler

Nat

iona

l Par

ty o

f Aus

tralia

Hink

ler

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

Mr A

ntho

ny B

yrne

MP

Mem

ber f

or H

olt

Aust

ralia

n La

bor P

arty

Holt

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

The

Hon

Sim

on C

rean

MP

Mem

ber f

or H

otha

mAu

stra

lian

Labo

r Par

tyHo

tham

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

The

Hon

Dan

na V

ale

MP

Mem

ber f

or H

ughe

sLi

bera

l Par

ty o

f Aus

tralia

Hugh

es,C

ook,

Cunn

ingh

amJu

ly 2

001-

Sept

embe

r 200

1Hu

ghes

Janu

ary

2002

-Jun

e 20

02

Mr A

lby

Schu

ltz M

PM

embe

r for

Hum

eLi

bera

l Par

ty o

f Aus

tralia

Hum

e,Ca

lare

,Ede

n-M

onar

o,Ju

ly 2

001-

Sept

embe

r 200

1Pa

rkes

,Riv

erin

a,Fa

rrer

Hum

eJa

nuar

y 20

02-J

une

2002

Mr J

oel F

itzgi

bbon

MP

Mem

ber f

or H

unte

rAu

stra

lian

Labo

r Par

tyHu

nter

,Cha

rlton

,Gw

ydir,

July

200

1-Se

ptem

ber 2

001

New

cast

le,P

ater

son

Hunt

erJa

nuar

y 20

02-J

une

2002

Ms

Ann

Corc

oran

MP

Mem

ber f

or Is

aacs

Aust

ralia

n La

bor P

arty

Isaa

csJu

ly 2

001-

Sept

embe

r 200

1,Ja

nuar

y 20

02-J

une

2002

Ms

Jenn

y M

ackl

in M

PM

embe

r for

Jag

ajag

aAu

stra

lian

Labo

r Par

tyJa

gaja

gaJu

ly 2

001-

Sept

embe

r 200

1,Ja

nuar

y 20

02-J

une

2002

Mr B

arry

Haa

se M

PM

embe

r for

Kal

goor

lieLi

bera

l Par

ty o

f Aus

tralia

Kalg

oorli

eJu

ly 2

001-

Sept

embe

r 200

1

The

Hon

Robe

rt Ka

tter M

PM

embe

r for

Ken

nedy

Inde

pend

ent

Kenn

edy

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02


Archive

d for

histor

ical

resea

rch on

ly

162

Rec

ipie

ntC

onst

itue

ncy

Pol

itic

al p

arty

Dat

a su

pplie

dC

ycle

dat

e

The

Hon

Laur

ie B

rere

ton

MP

Mem

ber f

or

Aust

ralia

n La

bor P

arty

King

sfor

d Sm

ith,G

rayn

dler

,Ju

ly 2

001-

Sept

embe

r 200

1Ki

ngsf

ord

Smith

Sydn

eyKi

ngsf

ord

Smith

Janu

ary

2002

-Jun

e 20

02

Mr D

avid

Cox

MP

Mem

ber f

or K

ings

ton

Aust

ralia

n La

bour

Par

tyKi

ngst

on,M

ayo

July

200

1-Se

ptem

ber 2

001

King

ston

Janu

ary

2002

-Jun

e 20

02

Mr P

etro

Geo

rgio

u M

PM

embe

r for

Koo

yong

Libe

ral P

arty

of A

ustra

liaKo

oyon

gJu

ly 2

001-

Sept

embe

r 200

1,Ja

nuar

y 20

02-J

une

2002

Mr B

ob C

harle

s M

PM

embe

r for

La

Trob

eLi

bera

l Par

ty o

f Aus

tralia

La Tr

obe

July

200

1-Se

ptem

ber 2

001,

Febr

uary

200

2-Ju

ne 2

002

Ms

Juile

Gill

ard

MP

Mem

ber f

or L

alor

Aust

ralia

n La

bor P

arty

Lalo

rJu

ly 2

001-

Sept

embe

r 200

1,Ja

nuar

y 20

02-J

une

2002

The

Hon

War

ren

Ents

ch M

PM

embe

r for

Lei

chha

rdt

Libe

ral P

arty

of A

ustra

liaLe

ichh

ardt

July

200

1-Se

ptem

ber 2

001

Mr W

ayne

Sw

an M

PM

embe

r for

Lill

eyAu

stra

lian

Labo

r Par

tyLi

lley

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

The

Hon

Jack

ie K

elly

MP

Mem

ber f

or L

inds

ayLi

bera

l Par

ty o

f Aus

tralia

Lind

say,

Pros

pect

July

200

1-Se

ptem

ber 2

001

The

Hon

War

ren

Snow

don

MP

Mem

ber f

or L

ingi

ari

Aust

ralia

n La

bor P

arty

Ling

iari

Mar

ch 2

002-

June

200

2

The

Hon

Mal

Bro

ugh

MP

Mem

ber f

or L

ongm

anLi

bera

l Par

ty o

f Aus

tralia

Long

man

July

200

1-Se

ptem

ber 2

001

Mr J

ohn

Mur

phy

MP

Mem

ber f

or L

owe

Aust

ralia

n La

bor P

arty

Lowe

,Bla

xlan

d,W

atso

n,Ju

ly 2

001-

Sept

embe

r 200

1Be

nnel

ong,

Reid

Lowe

Janu

ary

2002

-Jun

e 20

02

The

Hon

Dic

k Ad

ams

MP

Mem

ber f

or L

yons

Aust

ralia

n La

bor P

arty

Lyon

sJu

ly 2

001-

Sept

embe

r 200

1,Fe

brua

ry 2

002-

June

200

2

Mr P

at F

arm

er M

PM

embe

r for

Mac

arth

urLi

bera

l Par

ty o

f Aus

tralia

Mac

arth

urM

arch

200

2-Ju

ne 2

002

The

Hon

Bron

wyn

Bis

hop

MP

Mem

ber f

or M

acke

llar

Libe

ral P

arty

of A

ustra

liaM

acke

llar,

War

ringa

hJu

ly 2

001-

Sept

embe

r 200

1


Archive

d for

histor

ical

resea

rch on

ly

163

Rec

ipie

ntC

onst

itue

ncy

Pol

itic

al p

arty

Dat

a su

pplie

dC

ycle

dat

e

Mr K

erry

Bar

tlett

MP

Mem

ber f

or M

acqu

arie

Libe

ral P

arty

of A

ustra

liaM

acqu

arie

,Lin

dsay

July

200

1-Se

ptem

ber 2

001

Mac

quar

ieAp

ril 2

002-

June

200

2

Mrs

Tris

h D

rape

r MP

Mem

ber f

or M

akin

Libe

ral P

arty

of A

ustra

liaM

akin

,Bon

ytho

nJu

ly 2

001-

Sept

embe

r 200

1

Mr J

ohn

Forre

st M

PM

embe

r for

Mal

lee

Nat

iona

l Par

ty o

f Aus

tralia

Mal

lee

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

The

Hon

Bruc

e Sc

ott M

PM

embe

r for

Mar

anoa

Nat

iona

l Par

ty o

f Aus

tralia

Mar

anoa

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

Mr B

ob S

erco

mbe

MP

Mem

ber f

or M

arib

yrno

ngAu

stra

lian

Labo

r Par

tyM

arib

yrno

ngJu

ly 2

001-

Sept

embe

r 200

1,Ja

nuar

y 20

02-J

une

2002

The

Hon

Alex

ande

r Dow

ner M

PM

embe

r for

May

oLi

bera

l Par

ty o

f Aus

tralia

May

oJa

nuar

y 20

02-J

une

2002

The

Hon

Fran

Bai

ley

MP

Mem

ber f

or M

cEwe

nLi

bera

l Par

tyM

cEwe

nJu

ly 2

001-

Sept

embe

r 200

1

Mr C

hris

tian

Zahr

a M

PM

embe

r for

McM

illan

Aust

ralia

n La

bour

Par

tyM

cMill

anJu

ly 2

001-

Sept

embe

r 200

1,Fe

brua

ry 2

002-

June

200

2

Mr L

inds

ay Ta

nner

MP

Mem

ber f

or M

elbo

urne

Aust

ralia

n La

bor P

arty

Mel

bour

neJu

ly 2

001-

Sept

embe

r 200

1,Ja

nuar

y 20

02-J

une

2002

Mr M

icha

el D

anby

MP

Mem

ber f

or

Aust

ralia

n La

bor P

arty

Mel

bour

ne P

orts

July

200

1-Se

ptem

ber 2

001,

Mel

bour

ne P

orts

Janu

ary

2002

-Jun

e 20

02

The

Hon

Alan

Cad

man

MP

Mem

ber f

or M

itche

llLi

bera

l Par

ty o

f Aus

tralia

Mitc

hell,

Bero

wra

,Mac

quar

ieJu

ly 2

001-

Sept

embe

r 200

1M

itche

llJa

nuar

y 20

02-J

une

2002

The

Hon

Kath

y Su

lliva

n M

PM

embe

r for

Mon

crie

ffLi

bera

l Par

ty o

f Aus

tralia

Mon

crie

ffJu

ly 2

001-

Sept

embe

r 200

1

Dr M

al W

ashe

r MP

Mem

ber f

or M

oore

Libe

ral P

arty

of A

ustra

liaM

oore

,Cow

an,P

earc

eJu

ly 2

001-

Sept

embe

r 200

1

The

Hon

Gar

y Ha

rdgr

ave

MP

Mem

ber f

or M

oret

onLi

bera

l Par

ty o

f Aus

tralia

Mor

eton

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02


Archive

d for

histor

ical

resea

rch on

ly

164

Rec

ipie

ntC

onst

itue

ncy

Pol

itic

al p

arty

Dat

a su

pplie

dC

ycle

dat

e

The

Hon

Dr S

harm

an S

tone

MP

Mem

ber f

or M

urra

yLi

bera

l Par

ty o

f Aus

tralia

Mur

ray

Janu

ary

2002

-Jun

e 20

02

Mr T

ony

Win

dsor

MP

Mem

ber f

or N

ew E

ngla

ndIn

depe

nden

tN

ew E

ngla

ndJa

nuar

y 20

02-J

une

2002

Mr A

llan

Mor

ris M

PM

embe

r for

New

cast

leAu

stra

lian

Labo

r Par

tyN

ewca

stle

July

200

1-Se

ptem

ber 2

001

Ms

Shar

on G

riers

on M

PM

embe

r for

New

cast

leAu

stra

lian

Labo

r Par

tyN

ewca

stle

Janu

ary

2002

-Jun

e 20

02

The

Hon

Joe

Hock

ey M

PM

embe

r for

Nor

th S

ydne

yLi

bera

l Par

ty o

f Aus

tralia

Nor

th S

ydne

y,Br

adfie

ldJu

ly 2

001-

Sept

embe

r 200

1

The

Hon

War

ren

Snow

don

MP

Mem

ber f

or

Aust

ralia

n La

bor P

arty

Ling

iari,

Solo

mon

July

200

1-Se

ptem

ber 2

001

Nor

ther

n Te

rrito

ry

Mr B

erni

e Ri

poll

MP

Mem

ber f

or O

xley

Aust

ralia

n La

bor P

arty

Oxl

eyJu

ly 2

001-

Sept

embe

r 200

1,Ja

nuar

y 20

02-J

une

2002

The

Hon

Ian

Caus

ley

MP

Mem

ber f

or P

age

Nat

iona

l Par

ty o

f Aus

tralia

Page

,Cow

per,

New

Eng

land

July

200

1-Se

ptem

ber 2

001

Page

Janu

ary

2002

-Jun

e 20

02

Mr T

ony

Law

ler M

PM

embe

r for

Par

kes

Nat

iona

l Par

ty o

f Aus

tralia

Park

es,G

wyd

irJu

ly 2

001-

Sept

embe

r 200

1

The

Hon

Ross

Cam

eron

MP

Mem

ber f

or P

arra

mat

taLi

bera

l Par

ty o

f Aus

tralia

Parra

mat

ta,B

enne

long

,Mitc

hell

July

200

1-Se

ptem

ber 2

001

Parra

mat

taJa

nuar

y 20

02

Mr B

ob H

orne

MP

Mem

ber f

or P

ater

son

Aust

ralia

n La

bor P

arty

Pate

rson

,Hun

ter

July

200

1-Se

ptem

ber 2

001

Mr S

teph

en S

mith

MP

Mem

ber f

or P

erth

Aust

ralia

n La

bor P

arty

Perth

,Has

luck

,Pea

rce,

Stirl

ing

July

200

1-Se

ptem

ber 2

001

Ms

Tere

sa G

amba

ro M

PM

embe

r for

Pet

rieLi

bera

l Par

ty o

f Aus

tralia

Petri

eJu

ly 2

001-

Sept

embe

r 200

1

Mr R

odne

y Sa

wfo

rd M

PM

embe

r for

Por

t Ade

laid

eAu

stra

lian

Labo

r Par

tyPo

rt Ad

elai

deJu

ly 2

001-

Sept

embe

r 200

1,Ja

nuar

y 20

02-J

une

2002

The

Hon

Jani

ce C

rosi

o M

PM

embe

r for

Pro

spec

tAu

stra

lian

Labo

r Par

tyPr

ospe

ct,C

hifle

y,Fo

wle

r,Ju

ly 2

001-

Sept

embe

r 200

1G

reen

way

,Par

ram

atta

,Rei

dPr

ospe

ctJa

nuar

y 20

02-J

une

2002

Dr C

raig

Em

erso

n M

PM

embe

r for

Ran

kin

Aust

ralia

n La

bor P

arty

Rank

inJu

ly 2

001-

Sept

embe

r 200

1,Ja

nuar

y 20

02-J

une

2002


Archive

d for

histor

ical

resea

rch on

ly

165

Rec

ipie

ntC

onst

itue

ncy

Pol

itic

al p

arty

Dat

a su

pplie

dC

ycle

dat

e

Mr L

aurie

Fer

guso

n M

PM

embe

r for

Rei

dAu

stra

lian

Labo

r Par

tyRe

id,P

arra

mat

ta,L

owe

July

200

1-Se

ptem

ber 2

001

Reid

Janu

ary

2002

-Jun

e 20

02

Ms

Leon

ie S

hort

MP

Mem

ber f

or R

yan

Aust

ralia

n La

bor P

arty

Ryan

July

200

1-Se

ptem

ber 2

001

Mr H

arry

Jen

kins

MP

Mem

ber f

or S

culli

nAu

stra

lian

Labo

r Par

tySc

ullin

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

Ms

Jill H

all M

PM

embe

r for

Sho

rtlan

dAu

stra

lian

Labo

r Par

tySh

ortla

nd,C

harlt

onJu

ly 2

001-

Sept

embe

r 200

1Sh

ortla

ndJa

nuar

y 20

02-J

une

2002

Mr D

avid

Tolln

er M

PM

embe

r for

Sol

omon

Nor

ther

n Te

rrito

ry C

ount

ry

Solo

mon

Janu

ary

2002

-Jun

e 20

02Li

bera

l Par

ty

Ms

Jann

McF

arla

ne M

PM

embe

r for

Stir

ling

Aust

ralia

n La

bor P

arty

Stirl

ing,

Moo

reJu

ly 2

001-

Sept

embe

r 200

1St

irlin

gJa

nuar

y 20

02-J

une

2002

Mr K

im W

ilkie

MP

Mem

ber f

or S

wan

Aust

ralia

n La

bor P

arty

Swan

,Has

luck

July

200

1-Se

ptem

ber 2

001

Swan

Janu

ary

2002

-Jun

e 20

02

Ms

Tany

a Pl

iber

sek

MP

Mem

ber f

or S

ydne

yAu

stra

lian

Labo

r Par

tySy

dney

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

Mr C

olin

Hol

lis M

PM

embe

r for

Thr

osby

Aust

ralia

n La

bor P

arty

Thro

sby,

Cunn

ingh

amJu

ly 2

001-

Sept

embe

r 200

1

Ms

Jenn

ie G

eorg

e M

PM

embe

r for

Thr

osby

Aust

ralia

n La

bor P

arty

Thro

sby

Febr

uary

200

2-Ju

ne 2

002

The

Hon

Nei

l And

rew

MP

Mem

ber f

or W

akef

ield

Libe

ral P

arty

of A

ustra

liaW

akef

ield

,Gre

yJu

ly 2

001-

Sept

embe

r 200

1W

akef

ield

Janu

ary

2002

-Jun

e 20

02

Mr D

avid

Haw

ker M

PM

embe

r for

Wan

non

Libe

ral P

arty

of A

ustra

liaW

anno

nJu

ly 2

001-

Sept

embe

r 200

1

The

Hon

Tony

Abb

ott M

PM

embe

r for

War

ringa

hLi

bera

l Par

ty o

f Aus

tralia

War

ringa

hJa

nuar

y 20

02-J

une

2002

The

Hon

Leo

McL

eay

MP

Mem

ber f

or W

atso

nAu

stra

lian

Labo

r Par

tyW

atso

n,Ba

nks,

Barto

nJu

ly 2

001-

Sept

embe

r 200

1W

atso

nJa

nuar

y 20

02-J

une

2002

Mr P

eter

Kin

g M

PM

embe

r for

Wen

twor

thLi

bera

l Par

ty o

f Aus

tralia

Wen

twor

thJa

nuar

y 20

02-J

une

2002


Archive

d for

histor

ical

resea

rch on

ly

166

Rec

ipie

ntC

onst

itue

ncy

Pol

itic

al p

arty

Dat

a su

pplie

dC

ycle

dat

e

Mr M

ark

Lath

am M

PM

embe

r for

Wer

riwa

Aust

ralia

n La

bor P

arty

Wer

riwa,

Fow

ler,

Mac

arth

urJu

ly 2

001-

Sept

embe

r 200

1W

erriw

aJa

nuar

y 20

02-J

une

2002

The

Hon

War

ren

Trus

s M

PM

embe

r for

Wid

e Ba

yN

atio

nal P

arty

of A

ustra

liaW

ide

Bay

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

Mr K

elvi

n Th

omso

n M

PM

embe

r for

Will

sAu

stra

lian

Labo

r Par

tyW

ills

July

200

1-Se

ptem

ber 2

001,

Janu

ary

2002

-Jun

e 20

02

Sena

tor A

den

Ridg

eway

Sena

tor f

or N

ew S

outh

Wal

esAu

stra

lian

Dem

ocra

tsN

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outh

Wal

esJu

ly 2

001-

June

200

2

Sena

tor G

eorg

e Ca

mpb

ell

Sena

tor f

or N

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outh

Wal

esAu

stra

lian

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outh

Wal

esJu

ly 2

001-

June

200

2

Sena

tor H

elen

Coo

nan

Sena

tor f

or N

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outh

Wal

esLi

bera

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ty o

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tralia

New

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ales

July

200

1-O

ctob

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001

Sena

tor J

ohn

Tier

ney

Sena

tor f

or N

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outh

Wal

esLi

bera

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tralia

New

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ales

July

200

1-Ju

ne 2

002

Sena

tor M

aris

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Sena

tor f

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outh

Wal

esLi

bera

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tralia

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ales

July

200

1-Ju

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002

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tor M

icha

el F

orsh

awSe

nato

r for

New

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ales

Aust

ralia

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bor P

arty

New

Sou

th W

ales

July

200

1-Ju

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002

Sena

tor S

andy

Mac

dona

ldSe

nato

r for

New

Sou

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ales

Nat

iona

l Par

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tralia

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ales

July

200

1-Ju

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002

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tor S

teve

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chin

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nato

r for

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Aust

ralia

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arty

New

Sou

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ales

July

200

1-Ju

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002

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tor S

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tor f

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outh

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esJu

ly 2

001-

May

200

2

Sena

tor t

he H

on B

ill H

effe

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tor f

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July

200

1-Ju

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002

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tor t

he H

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Sena

tor f

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tralia

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ales

Janu

ary

2002

-Jun

e 20

02

Sena

tor t

he H

on J

ohn

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kner

Sena

tor f

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outh

Wal

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stra

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esJu

ly 2

001-

June

200

2

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tor V

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Sena

tor f

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outh

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esAu

stra

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esJu

ly 2

001-

May

200

2

Sena

tor A

ndre

w B

artle

ttSe

nato

r for

Que

ensl

and

Aust

ralia

n D

emoc

rats

Que

ensl

and

July

200

1-Ju

ne 2

002

Sena

tor B

rend

a G

ibbs

Sena

tor f

or Q

ueen

slan

dAu

stra

lian

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ly 2

001-

June

200

2

Sena

tor B

rett

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onSe

nato

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ensl

and

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arty

Que

ensl

and

July

200

1-Ju

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002

Sena

tor G

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andi

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Que

ensl

and

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ral P

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of A

ustra

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dJu

ly 2

001-

June

200

2


Archive

d for

histor

ical

resea

rch on

ly

167

Rec

ipie

ntC

onst

itue

ncy

Pol

itic

al p

arty

Dat

a su

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dC

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dat

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Sena

tor J

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cLuc

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Que

ensl

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June

200

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June

200

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Oct

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June

200

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June

200

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July

200

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June

200

2

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June

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June

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June

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July

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Febr

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Janu

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Archive

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Rec

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June

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June

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June

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June

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June

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Archive

d for

histor

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resea

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PR

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New

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July

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July

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Mr E

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June

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ensl

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July

200

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July

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Mr D

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July

200

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June

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Archive

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July

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June

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June

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Oct

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July

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July

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FAPPENDIX F

ECOLOGICALLY SUSTAINABLEDEVELOPMENT AND ENVIRONMENTALPERFORMANCE

The AEC is an office-based service providerand its direct use of natural resources andsubsequent ecological impact from itsoperations is minimal. The organisationcomplies with government business andoperational programs in the areas ofgreenhouse and energy use, procurementmethodologies, waste management, recyclingand information technology.

A range of practical strategies are in place topromote responsible environmentalmanagement throughout the organisationincluding:

a switch off campaign to encourage staff toturn lights and office machines off at theend of each day

recycling for paper, cardboard and tonercartridges

where possible, reusing cardboard votingscreens and other equipment used atelectoral events

monitoring air and water safety in airconditioning units, and

efficient usage of office space.

The AEC’s current strategies have achievedenergy performance targets in relation to lightand power usage.

The AEC’s commitment to responsibleenvironmental management also extended tomaterials used at the 2001 federal election. A variety of cardboard and paper materialswere purchased, used and disposed of as partof the event, including ballot boxes and votingscreens. Where possible recycled materialswere used and materials were alsomanufactured to be recyclable. The AEC’spolicy is, where practical, to use cardboardmaterials over at least two major federalevents and to dispose of them responsiblyonce they are no longer of an appropriatestandard. This policy was followed for the2001 event.

An environmental management system iscurrently being developed which will articulatestructures and mechanisms to deal efficientlywith environmental issues and promoteenvironmentally sound work practicesthroughout the organisation.


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GAPPENDIX G

CONSULTANCIES APPLICABLE TO THE2001-02 FINANCIAL YEAR

The AEC may engage consultants undersection 35(2) of the Commonwealth ElectoralAct 1918 and determine the terms andconditions of these consultants under section35(4). Consultants may also be engaged inaccordance with the Financial Managementand Accountability Act 1997.

The AEC defines a consultant as an individual,partnership, or corporation, engaged by theAEC from outside the Australian Public Serviceto:

provide expert advice on policy, technicaland professional matters

undertake research projects, surveys, factfinding investigations and managementreviews

provide additional professional resources toundertake priority tasks for which suitablyskilled permanent, temporary or casualstaff are not available, and

provide staff training services except wherethe training is an off-the-shelf package andavailable to any other organisation with anychange in content.

Before the delegate gives approval to engagea consultant, the following criteria must bemet:

the consultancy must meet AEC corporateplanning objectives

alternatives to the use of consultants musthave been fully considered

the required skills must not be readilyavailable in the AEC

cost and timeframes must be reasonable

selection arrangements must:

– be publicly defensible– result in fair competition– provide effective services– provide value for money– promote open and effective competition

the consultancy must have been budgetedfor

clear and comprehensive specifications andoutcomes must have been developed, and

the criteria for evaluation of responsesmust have been developed.

The national executive must approve proposedconsultancies in excess of $200,000.


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CONSULTANCY CONTRACTS OVER $10,000 LET DURING 2001-02

Name of Nature/purpose Contract Selection Publicly Reason forConsultant of consultancy price process used advertised contract

(yes/no)

APP Strategic Provision of knowledge $20,000 select tender No *Partners management services.

Ernst & Young Provision of business $80,000 select tender No *adviser services market testing program.

Walter & Turnbull Provision of internal $368,905 open tender Yes ***audit and related services.

Value Creation Provision of services $167,000 restricted tender No *Group for the purpose of

improving strategic planning and leadership capabilities

Australian AEC security review $38,285 select tender No *Protective Services

GHD Architectural/ engineering $450,000 select tender No *design and projectmanagement fit out and associated fixtures

StaffSure Security assessments $15,000 select tender No ***

Wallis Consulting Conduct of CSU $16,348 Restricted tender Yes *client survey

Michels Warren Provision of public relations $250,000 Restricted tender No *services for the 2001 federal election

Whybin TBWA Provision of advertising $2,008,033 Restricted tender No *& Partners services for the 2001

federal election

The Research Provision of research $187,242 Select tender No *Forum services for the

benchmarking, tracking and post election research for the 2001 federal election


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Name of Nature/purpose Contract Selection Publicly Reason forConsultant of consultancy price process used advertised contract

(yes/no)

Resolution Consulting Output pricing review $70,500 Select tender No *Services P/L

Re-engineering Risk assessment of IT $24,500 Select tender No *Australia help desk functions

Global Learning Evaluation of Papua $13,200 Select tender No *Services Pty ltd New Guinea 2002

national election

Avanade Australia Review application $20,000 Restricted tender No *Pty Ltd architecture of .NET

Netimpact Online Develop and distribute $29,617 Restricted tender No *Publishing Pty Ltd 2001 election

statistics CD-ROM

Bearcage Production of training $45,584 Select tender No *Productions videos for 2002 ATSIC

regional council elections

Reason for consultancy contract* Expertise not available in the AEC

** Need for independent study*** Compliance with government initiatives

**** Need for independent survey***** Audit expertise


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HAPPENDIX H

INDUSTRIAL AND COMMERCIAL ELECTIONS STATISTICS

VIC NSW QLD SA WA TAS ACT NT TOTAL

Elections and ballots

Number of contested 27 19 9 18 6 12 5 5 101industrial elections

Number of uncontested 78 69 39 25 40 45 16 13 325industrial elections

Certified agreement ballots 20 15 10 2 6 4 20 0 77

Other commercial 33 1 1 0 3 0 4 1 43elections and ballots

Total number of elections 158 104 59 45 55 61 45 19 546and ballots completed 1/7/2001 to 30/6/2002

Candidates

Number of candidates for 582 495 130 141 48 147 47 41 1,631contested offices (industrial)

Number of candidates for 731 429 516 164 287 215 192 71 2,605uncontested offices (industrial)

Total number of candidates 1,313 924 646 305 335 362 239 112 4,236

Ballot papers

Number of voters to whom 108,654 192,034 24,926 31,762 8,152 10,365 3,701 3,686 383,280ballot papers issued (industrial)

Number of voters to who 23,203 61,633 6,858 7,663 2,539 4,122 1,302 2,160 109,480returned ballot papers (industrial)

Number of voters to whom 54,224 7,774 5,186 1,998 655 2,183 17,498 0 89,518ballot papers issued (certified agreements)

Number of voters to who 37,959 5,762 3,649 986 493 1,383 12,702 0 62,934returned ballot papers (certified agreements)

Number of voters to whom 4,795 5,799 13,452 159 41,632 0 5,182 124 71,143ballot papers issued (other commercial)

Number of voters to who 2,428 2,101 3,251 155 10,475 0 3,785 92 22,287returned ballot papers (other commercial)

Total number of 167,673 205,607 43,564 33,919 50,439 12,548 26,381 3,810 543,941ballot papers issued

Total number of 63,590 69,496 13,758 8,804 13,507 5,505 17,789 2,252 194,701ballot papers returned


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AB

OR

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AN

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APP

END

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GLOSSARY

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AAT Administrative Appeals Tribunal

AEC Australian ElectoralCommission

AECPAY The staffing management andpayroll processing applicationused in the employment andpayment of casual staff (inparticular election casualspolling officials, and electoralroll review officers) employedunder the CommonwealthElectoral Act 1918

ANAO Australian National AuditOffice

APS Australian Public Service

APVIS Automated postal vote issuingsystem

ATSI People from Aboriginal orTorres Strait Islanderbackgrounds

ATSIC Aboriginal and Torres StraitIslander Commission

AWAs Australian workplaceagreements

BRIDGE Building Resources inDemocracy, Governance andElections. An electoraladministrators’ course.

CCD Census collection district

CDS Commonwealth DisabilityStrategy

CEA Commonwealth Electoral Act

CEIs AEC’s Chief ExecutiveInstructions

CLDB People from culturally orlinguistically diversebackgrounds

COMCARE The body corporateestablished by section 68 ofthe Safety, RehabilitationCompensation Act 1988,which administerscompensation arrangementsfor Commonwealth employees

Corporate Processes encompassing governance authority, accountability,

stewardship, leadership,direction and control of an organisation

Court of A candidate, elector or the Disputed AEC may dispute the validity ofReturns an election by a petition to the

High Court sitting as the Courtof Disputed Returns. The courthas wide powers to resolve the matter

CPSU Community and Public SectorUnion

CRU Continuous roll update

CSC Computer Science CorporationAustralia Pty Ltd

CSU Client services unit

CTC Competitive tendering andcontracting

Delegate A person with legal authorityto carry out certain actions

EEC Electoral education centre

EEO Equal employment opportunity

ELIAS Electoral information accesssystem

ELMS Computerised federal electionmanagement system

ERC Estimates review committee

EER Electoral roll review

Financial From 1 July to 30 June year inclusive

FMIS Financial managementinformation system

FOI Freedom of information

Funding and This has two main parts: disclosure public funding of election

campaigns and disclosure of certain financial details by candidates, political parties and other persons and groups who submit returns to the AEC. It helps to manage publicfunding and disclosure provisions in accordance with the Commonwealth Electoral Act 1918

Glossary

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IT Information technology

JSCEM Joint Standing Committee onElectoral Matters

New Addition to the roll of the enrolments names of electors who have

no enrolment history

Nominations A sub-system of ELMS that system accepts candidate details and

produces data for other systems that are used in the conduct of the election. It alsoautomatically produces camera-ready ballot papers for both ordinary and postal ballot papers

OH&S Occupational health and safety

Polling place A sub-system of ELMS that management maintains a national polling system place register. It provides a

management system for the appointment, abolition change of name and change of location of polling places.The system also maintains historical data relevant to each polling place, and is used by other election management systems (ELMS)

PWD People with disabilities

Redistribution A distribution is the redrawingof the boundaries of thefederal electoral divisions for aState or Territory. The size ofthese divisions is determinedby population. To ensure equalrepresentation the boundariesmust be re-drawn periodically

Re-enrolments Additional to the roll of thenames of electors who are notcurrently enrolled but whohave a history of enrolment

Referendum A proposal to alter theConstitution put to the vote.The Australian Constitutioncan only be altered by amajority of electors in amajority of States passing theproposed amendment

Re-instatements Addition to the roll of thenames of electors who havebeen removed from the rollincorrectly. This includespeople who have beenremoved from the roll byobjection action but aresubsequently found to havemoved to another addresswithin the same subdivision

RMANS Computerised electoral rollmanagement system

Roll The list of voters eligible tovote at an election

Roll-based Products generated by products computer from the federal

electoral roll

The Act Commonwealth Electoral Act1918

Transfers Transfers of enrolment detailsof currently enrolled electorswhen they move to an addressin another Division

TSRA Torres Strait Regional Authority

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INDEX

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Aboriginal and Torres Strait Islander Commission (ATSIC)

elections 4, 14, 37,38, 50–52, 177

regional council 34, 37, 51

service level agreement 52

Aboriginal and Torres Strait IslanderCommission Act 1989 6, 37, 51

equal employment opportunity 94–95

Advice and assistance in overseas elections – see elections, overseas

ACT Community Care 154

ACT legislative assembly election 28, 29

Acumen Alliance 93

Address register 22-25

Adelaide, South Australia 9, 15

electoral education centre 66

Administrative Appeals Tribunal 22, 25

Administrative Appeals Tribunal Act 1975 21, 38

Administrative Decisions (Judicial Review) Act 1977 21, 38

Adult education 66

Advertising 3, 45, 152

AEC standard of conduct 7, 81, 84

Alice Springs, Northern Territory 57

ANAO – see Australian National Audit Office

Anderson, Paul 7

Annual report 1, 49, 77, 151

Appropriations – see funding

APP Strategic Partners 93

APS values and code of conduct 77, 81

ASCII disc 48, 94

Asset acquisition 1, 92, 111

Asset replacement 72

Assets management 92

Assistant Commissioners 7, 76, 91

Aston-by-election 14, 34, 37, 41, 44

ATSIC – see Aboriginal and Torres Strait Islander Commission

Audio cassettes 48, 94

Audit Committee – seeAustralian National Audit Office

Auditor-General 87

AusAID 3, 55, 56, 57

Australian accounting standards 108

Australian Agency for InternationalDevelopment – see AusAID

Australian Customs Service 155

Australian Defence Force Peacekeeping Centre 58

Australian Electoral Officers 7, 8, 76, 81

Australian Federal Police 155

Australian National Audit Office (ANAO) 4, 14, 16, 21, 72

Australian National University 153, 154

Australian Public Service Act 1999 84, 90

Australian Securities and InvestmentCommission 155

Australian Statistician 6

Australian workplace agreements 90-91

Australian Taxation Office 155

Automated postal voting system (APVIS) 40

B

Ballots 49, 176

certified agreements 176

industrial elections 38, 49–50, 176

Becker, Andy 3, 4, 6

Blake Dawson Waldron 93

Braille 48, 94

BRIDGE electoral administrators course 55, 56, 58-59

Bridge the Gap program 89

Bright, Anne 7

Brisbane 9

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Budget and performance management committee 77

Business assurance committee 77

Business plan 4, 79, 82, 89

Business risk management plan 79

By-election – see Aston

C

Call Centres 48

Canberra, ACT 6, 9, 15, 58

electoral education centre 65–66

Canberra Hospital 154

Cancer Council of Victoria 154

Candidates 176

public funding 14, 44

Candidates and Scrutineers Handbook 48

Career development 89–90

CD-ROMs 48, 175

Central Office 8

contact details 9

Central Senate security system (CSSS) 40

Centrelink 155

Certified agreement 84, 90–91

Certified agreement ballots 49

Chief Executive Instructions 92

Christmas to New Year shutdown 90

Citizenship ceremonies 26

Citizenship courses 70

Civics and citizenship education program 68

Client Services Unit (CSU) 28-30

Client Survey 28–29, 174

Close of Rolls 24, 26, 28, 40

COMCARE Australia 150

Commissioners – see Electoral Commissioner 6

Commonwealth Disability Strategy 94

Commonwealth Electoral Act 1918 4, 6, 29,30, 37, 40,42, 44, 84,

155, 157, 173

amendments 6

Commonwealth Electoral Legislation (Provision of Information) Act 2000 6

Commonwealth Ombudsman 38

Commonwealth Procurement Guidelines 92

Commonwealth Secretariat 58

Community eduction – see advertising;education projects; public relations

Community programs 64, 68-70

Competitive tendering and contracting 93

Compliance investigations 38, 43, 44

Compulsory voting 54

ComSuper 155

Constitutional Convention Election 1997 26, 41

Consultancy contracts 93, 173–175

Continuous Roll Update (CRU) 11, 14, 18,20, 21, 23,

24, 25,26–27, 94

Core business processes 6, 77

Corporate and business plans 79–80

Corporate governance 4, 16, 76–79

Corporate information technology plan 79

Corporate Plan 1999–02 1

Cost recovery 49, 53

Court disputed returns 38

CRU – see continuous roll update

CSIRO 49, 153, 154

CSU – see Client Services Unit 28-30

Culturally or linguistically diverse backgrounds 83, 84, 85

Curriculum programs 65, 66, 68, 69–70

Customer service charter 25, 82-83

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Darwin, Northern Territory 6, 9, 52, 57

Data matching 21, 25

Davis, Barbara 4

Deakin University 153

Declaration votes 40

Defence, Department of 49

Democratic processes 3

Deputy Australian Electoral Officers 91

Deputy Electoral Commissioner 8, 76, 81

Dili electoral resource centre 56

Disability Discrimination Act 94

Disability issues 38, 94-95

Disclosure returns 44-45

Discovering Democracy 68, 70

Divisional Offices 8

Drury, Chris 4, 7

E

eVote 49

Easycount 50

East Timor 3, 15, 56

constituent assembly 2001 56

presidential elections 2002 56

Ecologically sustainable development 172

Education projects 65–70

Education, Training and Youth Affairs,Department of 155

Education, Science and Training,Department of 155

EEC see electoral education centres

Election Management System (ELMS) 40, 52

Election night 3, 47

Election procedures 40

Election results 38, 40, 47, 48

Election statistics 3, 47, 176,177, 175

Elections, ballots and referendums 14, 33–60

Fee-for-service 34, 37, 49

Elections, Commonwealth – see federal elections

Election, overseas 34, 54-59

Elector Information Access System (ELIAS) 29

Electoral and Referendum Amendment Act (No.1) 1998 73

Electoral and Referendum Amendment Act (No.1) 1999 25, 73

Electoral and Referendum Amendment Act (No. 1) 2001 25

Electoral and Referendum Regulations 1940 28, 155

Electoral boundaries redistribution 30–31

Electoral candidates – see candidates

Electoral Commissioner

Powers and responsibilities 6, 7, 76

Electoral Council of Australia 21

Electoral divisions 6, 8

Electoral education 15, 61–70

outreach programs 70

Electoral education centres 15, 62, 65–68

Adelaide, SA 66

Canberra, ACT 65–66

Melbourne, Vic 66

Trends 67

Electoral education projects 69

curriculum development and support 69

Electoral events see elections,ballots and referendums

Electoral expenditure 41, 43, 52

Electoral fraud 81, 21

Electoral Newsfile 48

Electoral products 20, 28–29,41, 48, 59, 82

Electoral redistribution see electoral boundaries – redistribution

Electoral Referendum Amendment Act (No.1) 1999 21

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Electoral roll 23, 24

deletions 4, 21, 27, 87

integrity 4, 14, 19–31

management – see also RMANS 23, 24

new enrolments 28–30

products and services 22–25, 92

roll Management System (RMANS) see RMANS

supply of information23, 153–156,

157–171

Updates 26–27

Electoral Roll Review 19, 25

Electors see voters

ELIAS Electoral Information Access System 29–30

Employee entitlements 82, 110

Employment and Workplace Relations, Department of 156

Employment, Workplace Relations and Small Business, Department of 156

Enrolment

by State and Territory 23

trends 27

young people 25, 26, 27

Enrolment forms 25, 26

Equal Employment Opportunity (EEO) Program 83– 84

AEC against APS average 85– 86

AEC profile 85

Ernst & Young 93

Ethical standards 81

Eventmanager – events management system 50

Executive remuneration see staff – salaries

External scrutiny 21, 37, 87

F

Fact of Death File 25

Federal by-elections 38, 40–41

Federal Court 6, 38

Federal election

funding and Disclosure Report 28, 40–41, 44

2001 3, 37, 38, 40–41

Farrell, David 4, 7

Federated States of Micronesia 3, 15, 57

Pohnpei State Election Commission 57

Fiji 3, 15, 57

general election 57

government training 57

Finance and Administration,Department of 72, 108

Finance, Minister for 108

Financial Management and Accountability Act 1997 108, 173

Financial performance 16, 72–73

Financial statements 97–143

First Assistant Commissioner 4, 7, 76,81, 91

Flinders University 154

Foreign Affairs and Trade,Department of 58, 156

Minister for 54

Fraud control plan 79, 81

Fraudulent enrolment – see enrolment fraud

Freedom of Information 151

Freedom of Information Act 1982 21, 38, 151

Funding 14, 44

Funding and disclosure services 43–45

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Garrak – Jarru, NT 52

Governance framework 16

Guidelines for the Protection of Privacy in the Conduct of Medical Research 153

H

Halsey, Geoff 4

A Harassment Free Work Environment 88

Health Insurance Commission 21

Healthy Heart Program 89

Helping you have your say exhibition 15, 62

Highlights 14-16

Hobart, Tas 9

House of Representatives see also Members of Parliament 6, 8, 29,

157–171

Howat, Frances 4

Human resources 1, 88–91,93, 95

Human Rights and Equal Opportunity Commission 38

I

Immigration and Multicultural Affairs,Department of 156

Immigration and Multicultural and Indigenous Affairs,Department of 25, 156

Independent Electoral Commission of East Timor 56

Indigenous communications 46, 83

Indigenous electoral roll 51, 52

Industrial and commercial elections 33–60, 49–50, 176

Information services 47–48

Information technology assets 50

Information Technology 19

Injunctions 38

Insurance 113

Integrity of the Electoral Roll inquiry 4, 20, 21, 22

Internal audit arrangements 81

control framework 81

strategic program 79

International Federation of Electoral Systems 58

International functions 3

electoral assistance – see also elections, overseas

International visitor program 3, 15, 57-58

International Institute for Democracy and Electoral Assistance 58

Interpreting telephone service 45

Intranet 89

J

Jayida Buru, Derby, WA 52

Joint roll arrangements 22, 28, 73

Joint roll sales 108

Joint Standing Committee on Electoral Matters 4, 21, 37, 73

inquiry into Funding and Disclosure provisions 44

inquiry into 1996 federal election 73



JSCEM inquiry see Joint Standing Committee on Electoral Matters

K

Katherine, NT 52

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Large print format 3, 15, 34,45–46, 83, 94

Leadership development 88

Leases 110

Local government elections 53-54

Longland, Bob 4

M

Macfarlane Burnet Centre for Medical Research 154

Management and accountability 1, 7, 75–96

Mandatory declaration voting 50

Market research 152

Market testing and contracting out 93

Media 46

Medical research 28, 153–156

Melbourne, Victoria 9, 15, 57

city council 54

electoral education centre 66

Members of Parliament – see House of Representatives 6, 8, 29,

157–171

Mobile polling teams 95

Morling, Trevor 6

Muffet, David 4

Municipal Electoral Tribunal 38

N

National executive 77

National Tally Room 58

National telephone enquiry service 45

Non-English speakers 83

Northern Territory 72

Northern Territory legislative assembly election 28, 29

O

Objectives 108

Occupational Health and Safety (OH&S) 16, 150

strategic Plan 2001-03 91

Old Parliament House Canberra 15

Ombudsman 38

Ombudsman Act 1976 21, 38

Optical Mark Reading (OMR) 53

Organisational chart 9

Organisational structures

changes in 7

Outcome and output structure 11

Outcome 1 18–31, 108

Outcome 2 33–59, 108

Outcome 3 61–70, 108

Outcome structure – see also elections, ballots and referendums, electoral education, electoral roll management

Outcome management committees 77

Outputs 11

Overseas aid projects 54–58

Overseas elections – elections, overseas 11, 3, 6, 34,

35, 36, 37,40, 54-59

P

Pacific Islands, Australia and New Zealand Electoral Administrators (PIANZEA) network 58

Papua New Guinea

Electoral Commission 3, 15, 55–56

electoral roll 55-56

Papua New Guinea Electoral Commission 55–56

Party registrations – see Register of Political Parties 38, 41–43

Peacekeeping 58

People with disabilities 94–95

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Performance

audits 21, 87

issues 77

measuring 29, 79

results 20, 22, 26, 28, 30,36, 39, 42, 43, 45,47, 49, 51, 53, 55,

64, 65, 68

Performance management program 88, 91

Perth EEC 66, 82

Perth, Western Australia 9, 15

Pickering, Tim 4

Planning framework 80

Pohnpei State Electoral Commission 57

Political parties – see also Register of Political Parties 41–43

Information for 157–171

Politicians – see Members of Parliament

Polling officials 40, 41, 56

Polling place materials sub-system (PMAT) 40

Polling place

accessibility 94-95

Post-election reports 50

Print disability 3, 15, 34,45–46, 83, 94

Privacy Act 1988 21, 38, 155

Productivity gains 91

Promotional materials 48, 94

Property, plant and equipment 111

Property management 84, 93

Public awareness campaigns 3, 15, 34,45-46, 83

research 46

Public relations 3, 15, 34, 45,48, 152

Public Sector Management Course 89

Public Service and Merit ProtectionCommission 81, 89

Purchasing 92

Q

Queensland Institute of Medical Research 154

Queensland University of Technology 154

R

Recruitment 84, 93

Recycling 172

Redistributions – see electoral boundaries,redistributions

Referendum (Machinery Provisions) Act 1984 6

Regional and remote services 83

Regional Council Election 51

rules 51

Register of Political Parties

new applications 38, 40-43

Remuneration, senior executives 82, 148–149

Remuneration Tribunal Act 1973 82

Remuneration Tribunal Amendment Act 2001 82

Representation Act 1983 6

Research see also medical research; social research

Revenue 109

Risk management 81

RMANS see also Address Register 22–25

Rollmaker 50

Roll management – see electoral rolls management; RAMNS

Roll Management System (RAMNS) 40

Roll products and services – see Electoral Roll, products and services

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School and Community Visits Program 15, 68-70

indigenous education 69

peer support scheme 69

Senior Executives 7, 16, 77, 82,88, 91, 148–149

Remuneration 82

Senior management committees 77

Senior women in management course 89

Shepheard, Bill 7

Social justice 86

Solomon Islands 15

computerised voter registration 56

South Australian State election 28, 29

Staff

casual 81

leave 90, 110

non-salary benefits 90

numbers 19, 35, 63, 148–149

overview 148–14

performance pay 91

redundancy 110, 115

salaries 82, 90

study assistance 90

superannuation 110

temporary 3, 35

training 89-90

Stanelos, Alex 7

State elections 53-54

Statement of Financial Performance 72

Strategic Advisory Committee 76

Strategic plan 4, 77, 79

Strategic planning and leadership framework 77

Strategic Property Plan 79, 84

Succession strategies 16

Superannuation 82, 110

Support services for electoral redistribution 30-31

Sydney 9

T

Tasmania

by-elections 53

legislative council elections 53

Tasmanian indigenous electoral roll 51, 52

Tasmanian house of assembly 28

Technical Advisory Group 55

Torres Strait Regional Authority (TSRA) 51

election rules 51

Training

electoral administration 55, 56, 58–59

polling officials 56, 57, 58

Trewin, Dennis 6

U

United Nations

Electoral Assistance Division 4, 58

University of Newcastle 153, 154

V

Values and Code of Conduct 7, 77, 81

Veterans’ Affairs, Department of 156

Victoria

local government elections 53

Vieira De Mello, Mr Sergio 56

Voter turnout 37

Voters

elderly and disabled 47–48

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Walter & Turnbull Chartered Accountants 81

Website

address 3, 15, 31, 44, 94

review 47– 48

Virtual Tally Room 3, 15, 47

Western Australian Electoral Commission – see Perth EEC

Wheelchair access 94–95

Wight, Daryl 4, 7

Women 85, 86, 89

Women’s Cancer Prevention Program 153

Workforce planning 89

Workplace agreements – see Australian Workplace Agreements

Workplace Diversity Program 16, 83

Workplace harassment 16, 83–84,88, 89

Workplace Relations Act 1996 6, 49, 50

Workplace Relations (RegisteredOrganisations) Bill 2001 50

Y

Y2K compliance testing 52

YilliRreung, Northern Territory 52

Your Vote Counts workshops 15, 70

Youth enrolments – see enrolments, young people

Z

Zero tolerance policy 83–84, 88

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