Australian Electoral Commission Annual Report 2010-2011€¦ · (South Australia) and Flynn (Queensland). Some ballot boxes in those divisions were opened prematurely. As a consequence,

Australian Electoral Commission

AnnuAl REpoRt2010–2011


ANNUAL REPORT2010–2011

AEC ANNUAL REPORT 2010–11ii

Produced by: Australian Electoral Commission

Project managed by: Gemma Dickie

Printed by: CanPrint Communications Pty Limited

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Web address of this report: www.aec.gov.au/About_AEC/Publications/Annual_Reports/index.htm

Contact officer: Director, Remuneration, Systems and Agency Governance Section

Australian Electoral Commission West Block Offices Queen Victoria Terrace Parkes ACT 2600 PO Box 6172 Kingston ACT 2604

Telephone: 02 6271 4411 Fax: 02 6271 4458 Email: [email protected] Website: www.aec.gov.au

ISSN: 0814-4508

© Commonwealth of Australia 2011

This work is licensed under the Creative Commons Attribution 3.0 Australia Licence. To view a copy of this licence, visit http://creativecommons.org/licenses/by/3.0/au

The Australian Electoral Commission asserts the right to be recognised as author of the original material in the following manner:

or

© Commonwealth of Australia (Australian Electoral Commission) 2011.

Enquiries regarding the licence and any use of this document are welcome at:

Assistant Commissioner, Education and Communications Australian Electoral Commission PO Box 6172 KINGSTON ACT 2604 Email: [email protected]

iii

3

AEC ANNUAL REPORT 2010–11iv

v

ContentsAbout this report vi

Year in review 1

Electoral Commissioner’s review 2

Summary of achievements 6

AEC overview 11

Purpose and values 12

Legislative framework 15

Organisational structure 16

Office network 18

Analysis of financial performance 21

Developments since the end of the financial year that affect the AEC’s operations 22

Partnerships 23

Program 1.1: Electoral roll management

Program 1.1 overview 28

Electoral roll management 30

Support services for electoral redistributions 45

Program 1.2: Election management and support services 49


Federal elections, by-elections and referendums 53

Party registrations 60

Funding and disclosure services 63

Fee-for-service 67

Industrial elections, Protected Action Ballots and Torres Strait Regional Authority elections 70

Advice and assistance in overseas elections 73

Program 1.3: Education and communication 79


Electoral education 82

Communication strategies and services 88

Community strategies 95

Management and accountability 101

Corporate governance 103

Support services 110

External scrutiny 115

Human resources 121

Assets management 132

Purchasing 133

Grant programs 134

Purchaser–provider arrangements 134

Consultants and contracts 134

Financial statements 137

Appendices 187

Appendix A – Resources 188

Appendix B – Staffing 192

Appendix C – Occupational health and safety 197

Appendix D – Freedom of information 202

Appendix E – Advertising and market research 206

Appendix F – Provision of electoral roll information 207

Appendix G – Ecologically sustainable development 220

Appendix H – Consultancies 222

Appendix I – Industrial and fee-for-service elections statistics 224

Appendix J – Publications 226

Appendix K – Fraud control certification 231

References 233

List of abbreviations 234

List of requirements 236

Index 239

27

AEC ANNUAL REPORT 2010–11vi

About this report

This annual report documents the performance of the Australian Electoral Commission (AEC) for the financial year ending 30 June 2011.

StructureThe annual report begins with:½½ the Electoral Commissioner’s review of the

AEC’s performance in 2010–11 and outlook for 2011–12,

½½ a summary of the AEC’s significant achievements,

½½ an overview of the AEC, including its financial performance, and

½½ a summary of the partnerships with other organisations that helped the AEC to deliver its outcome.

The following five sections provide details of the AEC’s:½½ performance in meeting the objectives and

targets set out for its three programs in the Portfolio Budget Statements,

½½ performance in relation to corporate responsibilities, and

½½ audited financial statements for 2010–11.

The main report is followed by:½½ appendices that provide detailed information

and statistics required by legislation and other reporting requirements,

½½ a list of abbreviations used in the report,½½ a list of annual reporting requirements,

indicating where they are addressed in the document, and

½½ an alphabetical index.

ReadersThe annual report is designed to meet the information needs of the AEC’s stakeholders and customers, including:½½ Australians who are eligible to enrol and vote½½ members of parliament and candidates½½ students, teachers and researchers½½ political parties and interest groups½½ state, territory and international

electoral authorities½½ federal, state, territory and local

government agencies½½ the media ½½ AEC staff.

The annual report is presented for tabling in the Parliament of the Commonwealth of Australia. Copies are available free of charge, in hard copy or in electronic format, through the AEC website.

vii

Contact officerFor more information about the annual report, contact the Director, Remuneration, Systems and Agency Governance Section, at the address shown below. General contact details for the AEC are also shown in the ‘Overview’ section of the report.

Web address of this report: www.aec.gov.au/About_AEC/Publications/Annual_Reports/index.htm

Contact officer: Director Remuneration, Systems and Agency Governance Section Australian Electoral Commission

West Block Offices Queen Victoria Terrace Parkes ACT 2600

PO Box 6172 Kingston ACT 2604

Telephone: 02 6271 4411 Fax: 02 6271 4558 Email: [email protected] Website: www.aec.gov.au

YEAR IN REVIEW

AEC ANNUAL REPORT 2010–112

Electoral Commissioner’s review

The work of the Australian Electoral Commission in 2010–11 was shaped primarily by the federal election of August 2010. At the same time, we continued to focus throughout the year on our key strategic themes of modernisation, collaboration and investing in our people, and to introduce initiatives or improve existing practices in line with those themes.

2010 federal electionEvery federal poll places heavy demands on the AEC, but the operating environment of the 2010 election was particularly challenging.

The 2010 federal election was distinguished by several unusual factors: ½½ a 35-day period from the announcement of

the election until polling day – the second shortest such period in the history of the AEC,

½½ the largest ever volume of public enquiries, enrolments, postal vote applications and early votes,

½½ new legislation, which became effective on the day the writs were issued for the election, that allowed voters to update their enrolment details online,

½½ a High Court ruling made after the writs were issued, rolls had closed and voter lists had been printed and distributed, that retrospectively changed the dates for the close of rolls, and

½½ the introduction of new computer systems within the AEC.

Any one of these factors would have tested the abilities of the AEC; taken together, they presented us with something approaching a ‘perfect storm’.

Ed Killesteyn Electoral Commissioner

3YEAR IN REVIEW

Between the announcement of the election and polling day, the AEC processed more than 560 000 enrolment transactions. This large number of transactions and tight timeframes created an unprecedented enrolment workload for us. Telephone and email enquiries to the AEC were also well above levels experienced around the 2007 election. To alleviate pressure on our divisional offices, we established a temporary processing cell in the National Office and processing cells in most of our state offices, which worked almost around the clock, and transferred applications between states to deal with the uneven geographic spread of enrolment applications. We completed the enrolment work in good time and with the usual high level of integrity. I thank staff for their energy and enthusiasm, right across the AEC.

The High Court decision, made on 6 August, overturned the legislative provisions for the close of rolls for new electors and electors seeking to update their enrolment details. When the Commonwealth Electoral Act 1918 was amended in 2006, new voters were given one working day – in this case, to 8 pm on Monday 19 July – to lodge their enrolment applications. By finding that amendment unconstitutional, thereby reverting to the previous electoral timeline, the High Court decision extended the close of rolls by one week, meaning that all enrolment applications lodged up to 26 July were valid for the federal election. As a result, the AEC was required to add or update almost 100 000 enrolments just two weeks before polling day. Empowered by a special proclamation by the Governor-General, we printed supplementary voter lists – for the first time since the creation of the AEC – and distributed those to polling places. We also wrote to all affected voters to notify them of their enrolment status.

The AEC also managed a continuing shift in the balance of voting methods at the 2010 election. In total, 19 per cent of votes were cast before polling day, through mobile, postal and pre-poll voting, compared to 15 per cent at the 2007 election. The number of votes cast

by postal vote was 16 per cent higher than in the 2007 election. This constituted a clear change in elector behaviour, with implications for future polls.

The election was made more difficult than it should have been by problems with some of our new IT systems, such as the new online facilities for the recruitment and training of temporary polling staff. Immediately after the election, working parties were established to gather and analyse feedback from the divisional, state and national office staff that used the systems. Work is well underway to address staff concerns and improve the systems.

AEC staff, including around 67 000 temporary employees, worked at over 7 500 polling places around Australia on election day. Polling was also conducted in 103 overseas posts and five overseas Australian Defence Force locations. On election night, AEC staff counted around 11 million votes, approximately 600 000 more than on election night in 2007.

The highly professional delivery of the 2010 election, with all its unforeseen events, was possible only through the dedication of AEC staff. Right around the country, our people pulled together as ‘one AEC’. I was inspired by their efforts, and thank them wholeheartedly.

One of the disappointments of the electoral administration was the accidental mishandling of some votes in the divisions of Boothby (South Australia) and Flynn (Queensland). Some ballot boxes in those divisions were opened prematurely. As a consequence, the ballot papers in those boxes had to be excluded from the count, meaning that 4 274 House of Representatives votes were eliminated: 2 977 in the Division of Boothby; and 1 297 in the Division of Flynn (made up of 452 from the Blackwater pre-poll voting office and 845 from the Emerald pre-poll voting office – the Emerald total was reported elsewhere by the AEC as 854 votes). While the mishandling of the votes did not alter the outcomes in the seats affected, it is a matter of deep regret


to me as Electoral Commissioner that these voters were disenfranchised. In August 2010, I initiated an independent external examination of the mishandling of those votes. The AEC has accepted all the recommendations made in the independent report into the matter, most notably for improvements in the accessibility of polling official training. An improved training package has been developed and will be finalised in early 2011–12.

The importance of learningPost-election evaluations are critical to improving AEC processes and practices. Beginning in September 2010, I invited all staff to complete a survey of their election experiences and to contribute suggestions for change. We also held post-election evaluation conferences in all states and the Northern Territory and in the National Office in October and November 2010. For the first time in the history of the AEC, we also sought feedback from our temporary polling officials, employed on and around polling day.

From our internal discussions, and the stark numbers we saw, it is clear that the nature and volume of workloads during election periods are continuing to change, driven not just by the continual increase in the size of the electorate, but also by changes in elector behaviour. The most apparent of these changes are electors’ preferences for, first, electronic interaction with the AEC, and second, voting ahead of polling day. The culmination of this evaluation process was a document, Towards the Next Election: Priorities for Action, which will guide the AEC in its preparations for the next federal election.

The AEC also canvassed these trends and proposals for change in its submission to the Joint Standing Committee on Electoral Matters (JSCEM) inquiry into the conduct of the 2010 federal election. The submission highlighted the need for new electoral processes that retain integrity but rely less on manual processes to ensure enrolment levels keep pace with the

number of eligible citizens. Among the AEC’s recommendations were direct updating of existing elector details and direct enrolment of new electors.

Pursuing changeIn 2011–12, we will continue to pursue our strategic themes – modernisation, collaboration and investing in our people – to achieve the primary goals set out for the AEC in the Commonwealth Electoral Act; that is, a high integrity electoral roll, fair and credible elections and educating the Australian community about our democratic electoral processes.

It is salutary to note that the number of Australians who did not exercise their franchise in the 2010 election reached 3 million, which means that one in every five Australians eligible to enrol to vote in the election did not participate, or did not record a valid vote. This figure includes those eligible citizens who are not on the electoral roll, those who are on the electoral roll but did not cast a vote, and those who cast a vote that was found to be informal. Building the electoral roll, achieving a higher rate of voting and decreasing the informality rate are vitally important tasks for the AEC.

In February 2011, I released a statement of directions to guide our investment and business strategies for the coming years. The primary goal of these strategies is to place citizens at the centre of the electoral process, by reforming the system to meet their needs and expectations.

Legislative reform is pivotal to arresting the decline in electoral participation. The Electoral Act, which underpins our operations, was last extensively reviewed and updated in 1984. Some legislative changes have already been made by parliament to provide more contemporary tools to assist the AEC with its mandated tasks.

On 14 July 2010, parliament enacted several amendments to the Electoral Act, through the

5YEAR IN REVIEW

Electoral and Referendum Amendment (Pre-poll Voting and Other Measures) Act 2010, the Electoral and Referendum Amendment (Modernisation and Other Measures) Act 2010, and the Electoral and Referendum Amendment (How-to-Vote Cards and Other Measures) Act 2010. Electors are now able to amend their enrolment details over the Internet, in much the same way as they transact business with other government agencies. The legislative changes also mean that voters can apply online for postal voting papers. In response, the AEC is developing an online postal vote application system, which we plan to have in place for the next election. The reforms also allow for electronic certified lists, rather than paper lists, to be used in elections, providing important environmental benefits.

Collaboration with other government agencies also holds great potential for growing the electoral roll. In 2010–11, the AEC worked closely with the Australian Taxation Office to develop methods of encouraging electors to update their enrolment details. In particular, from July 2011, as the expected 2.4 million plus Australian taxpayers are completing their 2010 income tax returns online using e-tax, those who show a change of residential address will be automatically provided with a hyperlink to the AEC online change of address facility. While not entirely seamless, the conjunction of several related transactions with government in a single online space is sound administrative practice offering considerable elector convenience.

We also began discussing with Australia Post the use of its new online change of address notification service. The AEC currently receives more than 700 000 records each year from Australia Post’s mail redirection service. The new, expanded service could allow Australians to submit requests to update their address details for enrolment purposes via Australia Post.

During the year, I convened the Commissioner’s Advisory Board on Electoral Research (CABER). CABER comprises seven experts in the field of electoral matters. At its first

meeting, in April 2011, the board began to plan a research framework to meet the AEC’s modernisation needs.

The AEC also worked with the Australian Curriculum, Assessment and Reporting Authority to develop a national school curriculum on civics and citizenship. As part of our efforts, we plan to directly contribute to the delivery of the curriculum by developing online teaching materials for use in schools throughout Australia.

There is no doubt that our pursuit of modernisation and collaboration has created an ambitious work agenda for the AEC. The AEC can only make sound, timely progress towards this goal by making the best possible use of the talents and experience of its staff.

Throughout 2010–11, the AEC continued to implement the Investing in Our People program. The program is better equipping staff for current and future jobs in the AEC, and recognising staff achievements wherever they occur. The results of the employee survey most recently conducted by the Australian Public Service Commission revealed great improvements in the satisfaction levels of AEC staff over the previous 12 months. In particular, the survey showed pleasing results in work–life balance, job satisfaction, leadership, and learning and development.

I am proud of the great efforts made by AEC staff to deliver first-class electoral services to all Australians over the past year. I am also proud of our collective commitment to building a modern electoral system that responds to the needs of electors and improves the exercise of the electoral franchise in Australia. I look forward to reporting on further progress in another 12 months.

Ed Killesteyn Electoral Commissioner


Summary of achievements


Elector enrolment at the 2010 federal election

AEC activities in the lead-up to the 2010 federal election, to encourage electors to enrol and/or update their enrolment details, contributed to the fact that 14 088 260 electors were enrolled to vote at that election – a net increase of 443 187 electors compared to the 2007 federal election.

Following a High Court decision which extended the period for enrolling to vote in the federal election, the AEC’s prompt processing of enrolment applications received prior to 26 July enabled 57 732 electors, many of whom were first-time voters, to vote at the 2010 federal election. A further 40 408 electors had their existing enrolment details updated and were able to cast a vote for the electorate in which they lived.

Improved access to online services for electors

The AEC implemented changes to roll management systems that enabled electors to submit updates to enrolment details online. Communication products were also refined to encourage electors to use the online service. Analysis indicates that electors are increasingly using this option, which has helped to improve the AEC’s processing of enrolment applications.

New avenues to assist electors to maintain their enrolment

The AEC entered into a new collaborative arrangement with the Australian Taxation Office to promote and encourage electoral enrolment.

Effective support for joint roll partners

The AEC’s joint roll arrangements with state and territory electoral commissions assisted with the effective conduct of electoral events, including the New South Wales and Victorian state elections.

Effective support for electoral redistribution processes

Support provided by the AEC to the committees conducting electoral boundary redistributions for Victoria and South Australia permitted the effective and timely conduct of redistribution activities in accordance with legislative requirements.

Indigenous Electoral Participation Program (IEPP)

A continuous field program, begun in May 2010, has enabled the AEC to improve roll integrity and roll stimulation work in Indigenous communities in remote, rural and urban areas.

The IEPP successfully trialled the casual employment of community-based electoral awareness officers during the 2010 federal election and the New South Wales state election.

7YEAR IN REVIEW

Program 1.2: Election management and support services

Successful conduct of the 2010 federal election

The federal election was successfully conducted on 21 August 2010. Ballot papers were produced and distributed in time to meet large increases in demand for pre-poll and postal voting, as well as for use by mobile polling teams and on election day.

During the election, the AEC administered the logistics of putting in place 66 874 polling officials and more than 8 900 polling places, across Australia and overseas, which allowed 13.6 million people to cast their ballots.

All of the writs for the 2010 federal election were returned by 17 September 2010. This was well within the legislative timeframe, and within the same timeframe as the return of writs for the 2007 election.

Voting services for people who are blind or have low vision

Legislation passed in July 2010 allows the AEC to use technology to provide secret and independent voting services for people who are blind or have low vision. An interim solution provided at the 2010 election enabled votes to be cast by telephone from any of 126 locations across Australia. This service was utilised by 410 eligible electors.

In 2010, the AEC developed the Australian Telephone Voting Standard through the Electoral Council of Australia. The standard, which is the first of its kind in Australia, reflects cooperative work of state and territory electoral commissions and the AEC. All Electoral Council members have agreed to the standard to ensure a uniform approach to the development and implementation of telephone voting across Australia.

Evaluation of the conduct of the 2010 federal election

The three areas of focus in the 2010 federal election evaluation plan were the evaluation of key election activities, a program of election research studies, and a series of state, territory and national post-election conferences. All staff were given the opportunity to provide feedback on their experiences during the election period, including through an online survey tool.

These activities improved the AEC’s understanding of elector and stakeholder needs and expectations, and helped to identify where improvements could be made in delivering electoral services in preparation for the next federal election.

Informed evidence to the Joint Standing Committee on Electoral Matters

The AEC provided a detailed submission (with several supplements) and direct evidence to the Joint Standing Committee on Electoral Matters inquiry into the conduct of the 2010 federal election.

Accurate and up-to-date Register of Political Parities

The increase in party registration activity arising from the 2010 federal election was effectively managed, and all registration applications that could be processed before the issue of the writs were completed on time.

Effective payment of election funding and monitoring of financial disclosure

Public election funding of $53 million was paid for the 2010 federal election, in accordance with the formula and timetable established by the Commonwealth Electoral Act 1918. The AEC received and processed 1 211 election period financial disclosure returns from candidates, Senate groups and donors for the 2010 federal election. This was made up of 1 184 candidate, 20 Senate group and seven donor returns.


Building Resources in Democracy, Governance and Elections (BRIDGE)

BRIDGE is an award-winning professional development program for electoral administrators, with a focus on electoral processes. It is a unique initiative in which the AEC partners with four other leading organisations in the democracy and governance field. In 2010–11, 83 BRIDGE events were conducted successfully in 36 countries.

Democracy and Governance BRIDGE (DG BRIDGE) is an education package designed to promote and support democracy and governance. In 2010–11, DG BRIDGE was piloted by the AEC in Indonesia and Nepal, and showcases and regional activities were conducted in Jordan and Kenya. The pilot phase has received very favourable reviews.

Successful delivery of the programs for industrial elections, protected action ballots and fee-for-service elections and ballots

The AEC maintained a high level of service in the timely and effective delivery of elections and ballots for these three program areas. A total of 1 003 events were conducted in 2010–11.

Improved information systems

The ‘election dashboard’ data management tool was redeveloped to improve the usability, accessibility and comprehensiveness of election data. The tool was deployed for the 2010 federal election to consolidate data from multiple systems, allowing for real-time analysis of key activities and improved information for decision making.

Program 1.3: Education and communication

National Electoral Education Centre

The centre provided 2 463 electoral education sessions to 87 245 participants – the second highest number of sessions and overall attendance on record. In a University of Canberra survey measuring school group attractions in the Australian Capital Territory and the surrounding region, the centre was ranked equal first for visitor satisfaction and second for teacher satisfaction.

Workshops for voters from culturally and linguistically diverse backgrounds

Education workshops were delivered to groups of electors from culturally and linguistically diverse backgrounds, to help address the high rate of informal voting in certain electorates. The program was trialled prior to the 2010 federal election, with a view to future national implementation.

Parallel election A parallel election is a learning exercise that replicates a ‘real’ election – students vote a week before the election for actual candidates. Before the 2010 federal election, the AEC successfully piloted parallel elections in two secondary schools. The students enthusiastically took on the roles of electoral officials and voters, and feedback from both students and teachers was positive.

Indigenous Electoral Participation Program (IEPP)

The IEPP has developed a comprehensive program that will provide a firm foundation for strategies and activities in future. The program reaches into almost every Indigenous community in Australia, giving the AEC access to the communities and allowing the communities access to electoral information, education and enrolment.

A key component of the program is the employment of 23 field officers, 18 of whom are Indigenous.

9YEAR IN REVIEW

Services supporting all programs

Implementation of legislative changes

The AEC’s implementation of provisions in the Electoral and Referendum Amendment (Pre-poll Voting and Other Measures) Act 2010, the Electoral and Referendum Amendment (Modernisation and Other Measures) Act 2010 and the Electoral and Referendum Amendment (How-to-Vote Cards and Other Measures) Act 2010 improved the efficiency and flexibility of electoral services.

For example, electors who are already on the electoral roll are now able to use the AEC’s online enrolment application to submit updated enrolment details online without providing a paper enrolment form.

Online performance management system

The new Performance Management Program is an important component of the AEC’s Investing in Our People program. The performance management approach is focused on frequent and open feedback from managers, and a commitment to responding to training and development needs. The new program has enabled the Individual Performance Plan process to be simpler and more effective, and helped the AEC to collate and respond to training needs at a national level. An online performance management system was implemented, and has been strongly taken up by all employees.

Improvements in agency health indicators

Each year, the Australian Public Service Commission (APSC) conducts a survey of a random selection of employees across the Australian Public Service (APS). The results are published in the State of the service employee survey results report, and referred to in the State of the service report, the APSC’s annual benchmarking report for APS agencies.

Of the 175 AEC employees randomly selected to participate in the 2010 survey, 71 per cent responded. This was higher than the APS average (64 per cent).

The 2010 results revealed many promising indicators for the AEC when compared with the previous year’s AEC results and current results for the wider APS. For example:½½ 71 per cent of AEC staff members are confident that the AEC is addressing

issues identified in last year’s survey – a good result, particularly when compared to the APS average of 19 per cent.

½½ Staff views of AEC senior managers have improved significantly, and are currently more positive than the APS average.

½½ There has been significant improvement in staff views of how change is managed in the AEC, and in the proportion of staff who think the AEC is a good place to work and feel valued for their contributions.

The AEC’s Investing in Our People program includes a new recruitment guide, the Recognition and Rewards program, the Performance Management Program and a course in people management.

AEC OVERVIEW


Purpose and valuesTable 1 sets out the role, functions, values and other key attributes of the Australian Electoral Commission (AEC), as described in the five-year strategic plan that commenced in July 2009.

Table 1 Organisational overview

Why we are here The role of the AEC is to deliver the franchise: that is, an Australian citizen’s right to vote, as established by the Commonwealth Electoral Act 1918.

What we do We: ½½ manage the federal electoral roll,½½ manage the electoral roll for state electoral commissions,½½ conduct elections and referendums, including industrial and fee-for-service

elections and protected action ballots,½½ educate and inform the community about electoral rights and responsibilities, ½½ provide research, advice and assistance on electoral matters to the parliament,

other government agencies and recognised bodies,½½ provide assistance in overseas elections and referendums in support of wider

government initiatives,½½ administer election funding, financial disclosure and party registration

requirements, and½½ support electoral redistributions.

Who we serve Our services are used by a wide range of customers, including electors, political parties, state and local government, the parliament, the government and organisations requiring electoral services. The pursuit of high standards in each of those areas ensures that all Australians have a say in who their elected representatives will be.

What we value As an independent statutory body, we embrace the values of the Australian Public Service in the high standards of behaviour we display on a day-to-day basis. In particular, we:½½ conduct our business in a non-partisan manner with fairness and impartiality,½½ maintain high standards of integrity and ethical behaviour,½½ respect and uphold the law,½½ are tolerant of difference, sensitive to special needs and show respect for

one another,½½ are open, transparent and accountable in what we do, and½½ respect and listen to our clients and stakeholders and each other.

We abide by the following principles:½½ We act to serve the Australian people and the federal parliament.½½ We strive for excellence.½½ We never knowingly mislead anyone.

13AEC OVERVIEW

Performance frameworkFigure 1 shows the framework that determined the performance of the AEC in 2010–11, including the programs and objectives set out in the AEC National Business Plan 2010–11.

Figure 1 Performance framework

Drivers Commonwealth Electoral Act 1918

AEC Strategic Plan 2009–2014

AEC National Business Plan 2010–11

Branch, state and territory business plans

Portfolio Budget Statements 2010–11

Strategic focus Themes of the AEC Strategic Plan 2009–2014:½½ Modernisation½½ Collaboration½½ Investing in our people

Outcome Outcome 1:

Maintain an impartial and independent electoral system for eligible voters through active electoral roll management, efficient delivery of polling services and targeted education and public awareness programs.

Programs and objectives

Program 1.1:

Electoral roll management

Program 1.2:

Election management and support services

Program 1.3:

Education and communication

Program 1.4:

Enabling inputs

Voter entitlement for Australians and support for electoral events and redistributions through maintaining an accurate and up-to-date electoral roll

Access to an impartial and independent electoral system for Australians through the provision of election services

Informed Australians through the provision of information services on electoral matters

Improve agency health

Encourage and facilitate the sharing of knowledge and expertise

Foster strong and positive relationships with external stakeholders

Enrich the governance platform

Report Pages 27–47 Pages 49–77 Pages 79–99 Pages 101–134

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The AEC’s performance is assessed against the outcome, programs and deliverables defined for the AEC in the Portfolio Budget Statements and Portfolio Additional Estimates Statements of the Department of Finance and Deregulation. Copies of the statements are available from the department’s website, at www.finance.gov.au/publications/portfolio-budget-statements.

The AEC is implementing a new approach to performance reporting, building on the previous ‘outcomes and outputs’ approach, to enhance transparency and accountability. As a result, from 1 July 2010 the AEC moved to a new reporting structure, based on a single outcome, as shown in Figure 2.

Figure 2 Transition to new reporting structure

Portfolio Budget Statements 2009–10 Portfolio Budget Statements 2010–11

Outcome 1: Maintain an impartial and independent electoral system for eligible voters through active electoral roll management, efficient delivery of polling services and targeted education and public awareness programs.

Outcome 1: An effective electoral roll Program 1.1: Electoral roll management

Programs:

1.1 Electoral roll management

1.2 Support services for electoral redistributions

Deliverables:½½ Electoral roll management½½ Support services for electoral redistributions

Outcome 2: Access to an impartial and independent electoral system for Australians through the provision of election services


Programs:

2.1 Federal elections, by-elections and referendums

2.2 Party registrations

2.3 Funding and disclosure services

2.4 Fee-for-service elections

2.5 Industrial and Torres Strait Regional Authority elections

2.6 Advice and assistance in overseas elections

Deliverables:½½ Federal elections, by-elections and referendums½½ Party registrations½½ Funding and disclosure services½½ Fee-for-service elections½½ Torres Strait Regional Authority elections,

industrial elections and protected action ballots½½ Advice and assistance in overseas elections

Outcome 3: Informed Australians through the provision of information services on electoral matters


Programs:

3.1 Electoral education centres

3.2 School and community programs

3.3 Communication strategies and services

Deliverables:½½ Electoral education½½ Communication strategies and services½½ Community strategies

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15AEC OVERVIEW

Legislative framework

The AEC operates as an independent agency under the Electoral Act. The major legislative provisions under which the AEC develops its core business processes, purpose, values and leadership capabilities, and conducts its activities, are summarised in Table 2.

Table 2 Legislative framework

Legislative instrument AEC function

Aboriginal and Torres Strait Islander Act 2005 Conducting certain Torres Strait Regional Authority elections

Commonwealth Electoral Act 1918 Conducting federal elections

Maintaining and updating the Commonwealth electoral roll, including evidence of identity requirements

Promoting public awareness of electoral and parliamentary matters through information and education programs

Providing international electoral assistance in cases approved by the Minister for Foreign Affairs and Trade

Conducting and promoting research into electoral matters and other matters that relate to AEC functions

Registering political parties

Paying public funding to election candidates and parties, and publishing financial details of political parties and others

Determining representation entitlements (redistributions)

Electoral and Referendum Regulations 1940 Conducting federal elections and referendums and providing elector information

Fair Work (Registered Organisations) Act 2009 Conducting industrial elections

Fair Work Act 2009 Conducting protected action ballots

Financial Management and Accountability Act 1997

Managing public money and property

Freedom of Information Act 1982 Holding and releasing documents

Privacy Act 1988 Storing, using and disclosing personal information

Public Service Act 1999 Ensuring the effective and fair employment, management and leadership of its employees

Referendum (Machinery Provisions) Act 1984 Conducting federal referendums

Representation Act 1983 Conducting federal elections


Organisational structure

The AEC’s organisational structure in 2010–11, including the names of senior executives, is shown in Figure 3.

CommissionThe Electoral Act was amended in 1984 to establish a three-person Australian Electoral Commission with the functions and powers set out in s.7 of the Electoral Act. The Commission meets as required in accordance with s.15 of the Electoral Act.

The Commission consists of a chairperson, who must be an active or retired judge of the Federal Court of Australia; the Electoral Commissioner; and a non-judicial member.

At 30 June 2011, the Commission consisted of:½½ the Hon Peter Heerey QC, the Chairperson,½½ Ed Killesteyn, the Electoral Commissioner

and Chief Executive Officer of the AEC, and½½ Brian Pink (the Australian Statistician), the

part-time, non-judicial member.

Senior staffAs Chief Executive Officer, the Electoral Commissioner has the powers of an agency

head (within the meaning of the Public Service Act 1999), and has responsibility for the management and strategic leadership of the AEC in relation to:½½ enrolment and election activities, ½½ conduct of federal parliamentary elections

and referendums, and certain other ballots, including those for industrial organisations,

½½ electoral education programs,½½ electoral research,½½ administration of human, financial and other

resources,½½ provision of assistance in relation to overseas

elections and referendums, and½½ national dissemination of electoral

information and education services.

Assisting the Electoral Commissioner in the National Office are the Deputy Electoral Commissioner, two first assistant commissioners, six assistant commissioners, the Chief Finance Officer and the Chief Legal Officer.

State managers, who hold the statutory appointment of Australian Electoral Officer for each state and the Northern Territory, also assist the Electoral Commissioner in managing electoral activities in their respective jurisdictions.

Executive Management GroupBack Row (L to R): Peter Kramer, Pablo Carpay, Michael Maley, Paul Pirani, Kathy Mitchell, Sandra Riordan, Andrew Gately, Rachel Harris, Robert Pugsley, Claire Witham, Marie Neilson, San Lauw, Doug Orr Front Row (L to R): Anne Bright, Tim Courtney, Paul Dacey, Ed Killesteyn, Jenni McMullan, Cheryl McRae, Neal Mason Absent: Kevin Kitson

17AEC OVERVIEWFi

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Office network

AEC offices are organised geographically, with the National Office in Canberra, a state office in each state and the Northern Territory, and divisional offices in or near each of the 150 electoral divisions.

National OfficeThe National Office is organised into eight branches:½½ Education and Communications½½ Elections½½ Finance and Business Services½½ Information Technology½½ Legal and Compliance½½ People Services½½ Roll Management½½ Strategic Capability.

In the National Office:½½ the Assistant Commissioner Education

and Communications has national policy responsibility for the AEC’s Public Awareness programs,

½½ the Assistant Commissioner Roll Management has national responsibility for roll management, and

½½ the Assistant Commissioner Elections has national responsibility for parliamentary and Torres Strait Regional Authority elections.

State officesEach state office is headed by a state manager. The state manager is the Australian Electoral Officer for the state or territory, and is responsible for managing AEC activities, including conducting federal elections and referendums.

The State Manager for New South Wales also has administrative responsibility for the Australian Capital Territory divisions between elections. During an election period, an Australian Electoral Officer is appointed for the territory.

In addition:½½ the State Manager for New South Wales has

national policy responsibility for the AEC’s conduct of industrial elections and protected action ballots, and

½½ the State Manager for Victoria has national policy responsibility for the AEC’s fee-for-service elections.

Divisional officesEach state or territory is divided into a number of electoral divisions that corresponds to its number of members in the House of Representatives. At the end of 2010–11, there were 150 electoral divisions. Divisional offices are responsible for service delivery in elections, roll management and public awareness activities. Some divisional offices are co located with other divisional offices or state offices.

Australia’s electoral divisions are shown in Figure 4.

19AEC OVERVIEW

Figure 4 Electoral divisions

CanberraFraser

LingiariSolomon

Sydney

Brisbane

Melbourne

Canberra

Hobart

Adelaide

Perth

Darwin

A U S T R A L I A

BlairBonnerBowmanBrisbaneCapricorniaDawsonDicksonFaddenFairfaxFisherFlynn

Western Australia 15

FordeGri�thGroomHerbertHinklerKennedyLeichhardtLilleyLongmanMaranoaMcPherson

Moncrie�MoretonOxleyPetrieRankinRyanWide BayWright

BanksBartonBennelongBerowraBlaxlandBrad�eldCalareCharltonChi�eyCookCowperCunninghamDobellEden-MonaroFarrerFowlerGilmoreGrayndlerGreenwayHughesHumeHunterKingsford SmithLindsay

AstonBallaratBatmanBendigoBruceCalwellCaseyChisholmCorangamiteCorioDeakinDunkleyFlindersGellibrandGippslandGoldsteinGortonHigginsHolt

BrandCanningCowanCurtinDurackForrestFremantleHasluckMooreO’ConnorPearcePerthStirlingSwanTangney

AdelaideBarkerBoothbyGreyHindmarshKingstonMakinMayoPort AdelaideSturtWake�eld

BassBraddonDenisonFranklinLyons

HothamIndiIsaacsJagajagaKooyongLalorLa TrobeMcEwenMcMillanMalleeMaribyrnongMelbourneMelbourne PortsMenziesMurrayScullinWannonWills

LyneMacarthurMackellarMacquarieMcMahonMitchellNewcastleNew EnglandNorth SydneyPageParkesParramattaPatersonReidRichmondRiverinaRobertsonShortlandSydneyThrosbyWarringahWatsonWentworthWerriwa

NorthernTerritory 2

Queensland 30

New South Wales 48

Australian CapitalTerritory 2

Victoria 37

Tasmania 5

South Australia 11


Contact detailsThe AEC’s national telephone enquiry number is 13 23 26; the national email address for enquiries is [email protected].

Contact details for the AEC’s National Office and state offices are shown in Table 3. The AEC website (www.aec.gov.au) provides contact details for divisional offices.

Table 3 Office contact details

Offices Address Telephone

National West Block Offices Queen Victoria Terrace Parkes ACT 2600

02 6271 4411

New South Wales Level 4, Roden Cutler House 24 Campbell Street Sydney NSW 2000

02 9375 6333

Victoria Level 8, Casselden Place 2 Lonsdale Street Melbourne VIC 3000

03 9285 7171

Queensland Level 7, 488 Queen Street Brisbane QLD 4000

07 3834 3400

Western Australia Level 3, 111 St Georges Terrace Perth WA 6000

08 6363 8080

South Australia Level 9, Origin Energy House 1 King William Street Adelaide SA 5000

08 8237 6555

Tasmania Level 2, NAB House 86 Collins Street Hobart TAS 7000

03 6235 0500

Northern Territory Level 7, TCG Centre 80 Mitchell Street Darwin NT 0800

08 8982 8000

21AEC OVERVIEW

Analysis of financial performance

For 2010–11, the AEC recorded an operating deficit of $16.6 million. This compares to the operating loss in 2009–10 of $4.4 million. The operating loss reflects:½½ the work undertaken to conduct the 2010

federal election, including an unprecedented volume of transactions processed at the close of rolls and an increase in postal votes and early voting options

½½ maintaining core operating capabilities of the AEC

½½ re-establishing an election ready status within the AEC after the 2010 federal election, including the purchase of cardboard polling equipment.

The Balance Sheet as at 30 June 2011 shows total assets of $43.8 million and total liabilities of $29.5 million. The total assets include cash and receivable of $14.8 million.

Net assets have decreased by $8.6 million (37.5 per cent). This can be attributed to:½½ a decrease in the appropriation receivable

balances as the deficit used additional cash resources

½½ leave liabilities decreasing as staff accessed leave following the conduct of the 2010 federal election.

The Australian National Audit Office has issued an unqualified audit opinion for the AEC’s 2010–11 financial statements.

The AEC received a cash injection of $5.1 million from an Advance to Finance Minister to cover the additional costs for the 2010 federal election and the cost of preparing for an early election.


Developments since the end of the financial year that affect the AEC’s operations

The Joint Standing Committee on Electoral Matters (JSCEM) tabled its report The 2010 federal election: report on the conduct of the election and related matters on 7 July 2011. The report contains 37 recommendations covering a range of electoral matters, including recommendations to:½½ enable direct enrolment and direct update

of enrolment,½½ allow enrolment at the time of voting,½½ require that postal vote applications be

returned directly to the AEC,½½ undertake a trial of issuing absent votes as

ordinary votes, and½½ adopt a savings provision for House of

Representatives votes to reduce the level of informality.

The AEC is currently examining the report with a view to providing input to the development of the government’s response to the report. The implementation of many of the recommendations would require changes to the Commonwealth Electoral Act 1918 and the Referendum (Machinery Provisions) Act 1984.

The government response to the JSCEM report Inquiry into the 2007 federal election: events in the Division of Lindsay was tabled in July 2011. The Special Minister of State is to review the penalty provisions with advice from the Department of Finance and Deregulation, other agencies and the Attorney-General’s Department as required.

23AEC OVERVIEW

Partnerships


Under memorandums of understanding, the AEC uses data from the National Exchange of Vehicle and Driver Information Systems, Centrelink and Australia Post to direct mail to people who are eligible to enrol but are not enrolled or no longer reside at the address for which they are enrolled.

The AEC helps people to access information about enrolment, obtain enrolment forms or update their enrolment details, through ongoing arrangements with:½½ Centrelink, Australia Post and Medicare, to display enrolment forms in shop fronts and rural transaction

centres, ½½ the Australian Government Information Management Office and Department of Innovation, Industry,

Science and Research, to deliver the online AEC enrolment application form and information through the australia.gov.au website,

½½ the departments of transport in Queensland, Western Australia and South Australia, to include enrolment forms with the change-of-address labels for driver’s licences that they send to customers whose addresses have changed.

The Australian Taxation Office delivers information to remind electors of the need to update their enrolment details, through its e-tax application. This partner also helps to inform and assist potential voters by including an article on enrolment in its Workforce education news, and providing enrolment forms and information to its tax help volunteers.

To validate claims about identity and citizenship when checking enrolment eligibility, the AEC uses data from the Department of Foreign Affairs and Trade and the Department of Immigration and Citizenship.

Through joint roll arrangements, the AEC works with state and territory electoral commissions to maintain a complete, accurate and up-to-date electoral roll, and to manage the close of rolls and provision of roll products for local and state elections and electoral activities.

The Electoral Council of Australia is a consultative council of Commonwealth, state and territory electoral commissioners. It provides a forum that enables joint initiatives such as sharing equipment across jurisdictions, establishing an Internet-based election research repository and developing a national standard on voting services for voters who are blind or have low vision.

Mobilise the Franchise is an AEC project to explore new ways to help increase electoral participation in Australia. In 2010–11, the AEC piloted engaging with large employers to promote electoral enrolment to their staff. The first engagement was with Optus, the AEC’s supplier of telephone services. The AEC conducted a three-day on-site visit at Optus’s Macquarie Park campus in Sydney and included enrolment messages in media kiosks and newsletters available to Optus staff nationally.



The AEC partners with other agencies to ensure that voters are able to exercise their franchise wherever they may be, in Australia or overseas:½½ Australia Post provides enhanced mail services related to postal voting. Improved communication between

Australia Post and the AEC played a vital role in ensuring that voters had timely access to postal votes for the 2010 federal election.

½½ The Department of Defence works with the AEC to provide voting services for Australian Defence Force personnel located outside Australia.

½½ The Department of Foreign Affairs and Trade provides voting services, and promotes enrolment and voting, for Australians overseas. A similar arrangement exists for overseas posts managed by Austrade. For the 2010 federal election, this partnership provided polling facilities in 103 overseas locations, allowing some 74 000 Australians who were living or travelling overseas to participate.

½½ The Queensland Department of Justice and Attorney-General and Smart Service Queensland worked with the AEC to provide voting services at a number of courthouses and Queensland Government agency program offices located in regional areas of the state for the 2010 federal election.

A reference group of service providers and representatives assisted the AEC to find a suitable and acceptable method of secret voting for voters who are blind or have low vision. An interim model, using a call centre, was developed for the 2010 federal election. The AEC is continuing to work with the Blind and Low Vision Reference Group, as well as state and territory electoral commissions, to develop a longer term electronic voting solution.

For the 2010 federal election, Centrelink provided a call centre facility to respond to telephone and email enquiries and product requests from the general public.

Building Resources in Democracy, Governance and Elections (BRIDGE) is an international collaboration to build capacity among electoral administrators. The AEC is the lead agency in the BRIDGE partnership, which includes the United Nations Electoral Assistance Division; the United Nations Development Programme; the International Institute for Democracy and Electoral Assistance; and the International Foundation for Electoral Systems. Partnerships with electoral management bodies in other nations are continually strengthened through engagement with BRIDGE methods, curriculum materials and workshops.

The AEC’s strategic partnership agreement with AusAID continues to provide a framework for close cooperation in supporting electoral best practice overseas, particularly in the Asia–Pacific region. The AEC works with a wide range of overseas electoral authorities: a visitor program conducted in Canberra in 2010 hosted guests from Bangladesh, Bhutan, Canada, East Timor, Hong Kong, Indonesia, Jamaica, Japan, Kenya, Malaysia, Nepal, New Zealand, Papua New Guinea, the Republic of Korea, South Africa, Sri Lanka, St Vincent and the Grenadines, Thailand and Zambia.

25AEC OVERVIEW


The AEC collaborates with other agencies in a multi-faceted approach to enhance and promote civics education for Australian students:½½ As a founding member of the National Capital Civics Education Group, the AEC works with representatives

from national cultural institutions and attractions such as the National Archives of Australia, the Museum of Australian Democracy, the High Court of Australia and the Australian Parliament House.

½½ With the Constitution Education Fund of Australia, the AEC explores joint initiatives such as AusCivics to engage school students on Australian democracy and the importance of voting. The AEC supported the AusCivics film festivals, which were launched nationally in 2010–11.

½½ Through a relationship with the Australian Curriculum, Assessment and Reporting Authority, the AEC contributes to the national civics curriculum development process. The AEC is involved in dialogue at senior levels, contributes to consultative forums and provides feedback on draft curriculums.

The AEC assists the Museum of Australian Democracy to develop museum exhibitions related to electoral processes. In 2011, the AEC provided advice and artefacts for the Living Democracy exhibition. The AEC and the museum developed a co-branded postcard for visitors to the exhibition, with reminder messages about enrolment and voting.

To achieve the objectives of the Indigenous Electoral Participation Program, the AEC:½½ works closely with the state and territory electoral commissions – for the 2010 Victorian state election

and the 2011 New South Wales state election, the AEC worked on an extensive education, information and enrolment campaign for Indigenous people and assisted the state commissions to employ Indigenous people as polling officials;

½½ collaborates with agencies such as Centrelink, the Australian Bureau of Statistics and the Department of Families, Housing, Community Services and Indigenous Affairs to undertake field trips to remote communities, sharing knowledge and resources to reduce costs and offer a more comprehensive government service to the communities; and

½½ cooperates with non-government organisations, such as cultural groups and sporting bodies, to enhance its outreach activities. For example, the program has provided small amounts of sponsorship in return for access to members, venues and events, and for arrangements requiring participants to be enrolled on the Commonwealth electoral roll.

Partnerships supporting all programs

The AEC’s Disability Advisory Committee includes representatives of peak disability organisations as well as the Australian Human Rights Commission. Meetings are held annually to discuss and agree on key actions related to the AEC’s Disability Action Plan, as well as broader agency matters of relevance to people with disabilities.

The committee met in May 2011. While face-to-face annual meetings are expected to continue in the short term, the AEC is currently looking at developing an online consultation portal to allow ongoing consultation with this group. The next meeting is likely to occur in early 2012.

PROGRAM 1.1: ELECTORAL ROLL MANAGEMENTVoter entitlement for Australians and support for electoral events and redistributions through maintaining an accurate and up-to-date electoral roll

REPORT ON PERFORMANCE


Program 1.1 overview

StructureIn 2010–11, Program 1.1 comprised two deliverables, as shown in Table 4.

Table 4 Objective and deliverables of Program 1.1

Objective Voter entitlement for Australians and support for electoral events and redistributions through maintaining an accurate and up-to-date electoral roll.

Deliverables Electoral roll management.

Maintain multiple streams of contact with electors to encourage them to enrol and keep their enrolment up-to-date.

Support services for electoral redistributions.

Deliver support for the redistributions culminating in the AEC providing updated electoral boundary redistribution maps and advice to impacted electors.

Performance report Pages 30–44 Pages 45–47

PerformanceThe number of people enrolled to vote increased by 239 663 to 14 141 503 at 30 June 2011, an increase of 1.7 per cent from 30 June 2010. The AEC estimates that this represents 90.9 per cent of those who were eligible to enrol.

The AEC faced several challenges in providing enrolment services to the Australian electorate during 2010–11. Following the announcement of the federal election on 17 July, the AEC made 85 966 additions to the electoral roll prior to the initial deadline for enrolment on 22 July 2010. After a High Court decision on 6 August 2010, which extended the period for enrolling to vote, the AEC processed additional enrolment applications. As a consequence, 14 088 260 electors were enrolled to vote at the federal election on 21 August 2010.

During 2010–11, the AEC implemented legislative change designed to improve the

efficiency and flexibility of the provision of enrolment services to electors, and to assist specific groups of electors to maintain their franchise. As a result of amendments to the Electoral Act:½½ For the first time, Australian electors are able

to change their address details online without the need to provide a signature to the AEC. This contributed to the AEC online enrolment application being the primary source of enrolment transactions during 2010–11.

½½ Changes to the evidence of identity requirements mean that electors now have flexibility about what form of evidence they provide when enrolling for the first time.

½½ A subcategory was added to the definition of ‘itinerant elector’ to specifically cater for persons experiencing homelessness, enabling enrolment and continued enrolment for this group.

½½ An itinerant elector will not automatically be removed from the electoral roll if they do not

29REPORT ON PERFORMANCE - PROGRAM 1.1

vote or apply for a postal vote at a federal election.

½½ Although prisoners will be disqualified from voting while serving a sentence of imprisonment of three years or longer, they may remain on, or be added to, the electoral roll during the period of disqualification.

½½ 16–year-olds may provisionally enrol and will automatically be fully enrolled on turning 18.

The AEC processed more than 2.4 million elector transactions during 2010–11. This represented an increase of 3.5 per cent (or some 81 000 more transactions) on the number of transactions in 2009–10. More than three-quarters of those enrolment transactions were processed within three business days of their receipt by the AEC.

Under the Electoral Act, the AEC provides various extracts of the electoral roll, known as roll products and services, for specific purposes. In 2010–11, the AEC provided timely and accurate roll products for 60 electoral events, some 600 roll products to state and territory electoral commissions under joint roll arrangements, and 1 917 roll products to selected recipients with entitlements specified in the Electoral Act.

The AEC provided support and analysis for redistributions in Victoria and South Australia during 2010–11.

OutlookDuring 2011–12, the AEC will continue to ensure that the electoral roll is as up-to-date and accurate as possible by:½½ continuing to refine and improve its methods

of contacting and seeking enrolment from eligible members of the community using the research completed in 2010–11,

½½ making it easier for electors to access AEC services,

½½ employing technology to modernise processes, including modifying IT systems to better use existing data,

½½ expanding its partnerships and collaborative working arrangements,

½½ continuing to implement provisions of Commonwealth legislative changes, and working with state and territory electoral commissions, through joint roll arrangements, to implement changes to state legislation,

½½ continuing to implement legislative and procedural changes arising from parliamentary reviews, including those from the Joint Standing Committee on Electoral Matters, and

½½ strengthening the Indigenous Electoral Participation Program to improve the participation of Indigenous Australians in the electoral process.

The redistribution of federal electoral boundaries in South Australia will conclude during 2011–12; a report detailing the new boundaries will be released in late 2011.


Electoral roll management

Maintain multiple streams of contact with electors to encourage them to enrol and keep their enrolment up-to-date.

OverviewThe electoral roll is the record of people entitled to vote at federal, state and territory, and local government elections. The AEC manages the electoral roll by:½½ preparing, maintaining and revising the

electoral roll used for federal elections,½½ maintaining the electoral rolls for state,

territory and local government elections, through joint roll arrangements,

½½ making the electoral roll available for public inspection, and

½½ providing roll products and services to authorities, people and organisations as specified under the Electoral Act.

Maximising the integrity of the electoral roll is integral to ensuring that Australia’s democratic electoral processes function effectively. Key elements of integrity are:½½ completeness – all individuals who are

entitled to be enrolled are enrolled, ½½ accuracy – the individual is enrolled for the

address at which they are entitled to be enrolled,

½½ entitlement – the individual meets all legislative qualifications for enrolment on the electoral roll (information provided by the individual is tested to detect and prevent enrolment fraud), and

½½ processing correctness – information provided by individuals and organisations is entered correctly and completely on the roll.

Table 5 Key performance results for electoral roll management

Key performance indicators Results

95% of eligible people are on the electoral roll. 90.9% of eligible people were on the electoral roll at 30 June 2011.

99.5% of enrolment transactions are correctly processed.

97.4% of enrolment transactions were correctly processed.a

99% of enrolment transactions are processed within three business days.

79.0% of enrolment transactions were processed within three business days.

At least 98% of roll products are accurate. 99.9% of roll products delivered were accurate.

At least 98% of roll products are delivered by agreed deadline.

100% of roll products were delivered by the agreed deadline.

Those eligible to enrol have enhanced capacity to access certain enrolment services electronically where legislative authority exists.

Legislative changes which came into effect in July 2010 enabled electors already on the electoral roll to update their address details electronically.

Continue to implement the Indigenous Electoral Participation Program.

The Indigenous Electoral Participation Program field program commenced regular field work to conduct roll integrity and roll stimulation work in Aboriginal communities in remote, rural and urban areas.

a Errors in processing relate to those fields on an enrolment form that would impact on an individual’s enrolment. Any errors in processing detected by the AEC are corrected and the record is amended.


PerformanceTable 5 summarises the AEC’s results against the performance information set out for electoral roll management in the 2010–11 Portfolio Budget Statements.

Elector numbers and participation rate

Both the total number of electors enrolled to vote and the rate of participation by people eligible to enrol to vote increased in 2010–11.

The number of Australians enrolled to vote at 30 June 2011 was 14 141 503, which was an increase of 239 663 from the 13 901 840 electors enrolled at 30 June 2010. Overall, 143 728 net additions to the electoral roll occurred between the announcement of the federal election on 17 July and the deadline for enrolling to vote at 8 pm on 26 July 2010. A net total of 443 187 electors were added to the roll since the close of rolls for the 2007 federal election, when 13 645 073 electors were enrolled to vote.

The number enrolled at 30 June 2011 represented an estimated participation rate of 90.9 per cent, an increase on both the estimated participation rate of 90.0 per cent for the federal election and the 30 June 2010 estimated participation rate of 89.7 per cent. The participation rate is based on an estimate of the total number of people eligible to enrol, which is calculated based on the Australian Bureau of Statistics population estimates derived from the census.

Figure 5 shows the trends in the number of electors enrolled and the participation rate for each year since the 2004 federal election.

This figure shows that:½½ the size of the electoral roll has increased

since the 2004 and 2007 elections and is continuing to grow, and

½½ the participation rate has improved since 30 June 2010, although it has yet to reach 95 per cent (the AEC’s target rate).

12.4

12.6

12.8

13.0

13.2

13.4

13.6

13.8

14.0

14.2

14.4

Electors enrolled

89.0%

89.5%

90.0%

90.5%

91.0%

91.5%

92.0%

92.5%

93.0%

Num

ber o

f peo

ple

enro

lled

(mill

ion)

89.0%

89.5%

90.0%

90.5%

91.0%

91.5%

92.0%

92.5%

93.0%

Proportion of eligible Australians enrolled

Federal election 2004

Federal election 2007

Prop

ortio

n of

elig

ible

Aus

tralia

ns e

nrol

ledFederal election

2010

30 June 2

010

30 June 2

009

30 June 2

008

24 Novem

ber 2007

30 June 2

007

30 June 2

006

30 June 2

005

9 October

2004

21 Augu

st 2010

30 June 2

011

Figure 5 Size of the electoral roll and estimated participation rate, October 2004 to June 2011


Figure 6 Components of enrolment activity, 2005–06 to 2010–11

Note: The enrolment activities presented in this figure are:½½ new enrolments – additions to the electoral roll of individuals who have become eligible to enrol and who have not previously

been on the electoral roll,½½ re-enrolments – additions to the electoral roll of individuals who have previously been removed from the roll,½½ change in enrolment details – alterations to an individual’s details as a result of intrastate, interstate or intra-division

amendment or movement,½½ no change to enrolment details – cases where an individual returns an enrolment form but their enrolment details do not

need to be altered,½½ objections – removals of individuals from the electoral roll on the basis that they do not live at their enrolled address or no

longer have an entitlement to be enrolled, and½½ deaths – removals of the names of people who have died.

The following have not been included in this figure, as they make up less than one per cent of enrolment activity in any given year:½½ duplications – deletions of enrolment details from the electoral roll where individuals are enrolled more than once, due to

administrative errors in most cases,½½ cancellations – removals from the electoral roll of individuals who have not maintained their eligibility status for enrolment

under the Electoral Act, and½½ re-instatements – additions to the electoral roll of individuals who were deleted in error while still entitled to be on the roll.

Enrolment transactions

In 2010–11, the AEC processed a total of 2 409 850 elector transactions, which add electors to the roll or delete them from the roll. This was an increase of 3.5 per cent in the total number of elector transactions processed, compared to 2 328 661 in 2009–10. An increase in the overall level of transactions was expected, given that a federal election and state elections in New South Wales and Victoria, the two most populous states, were held during 2010–11.

Some 1.4 million of the transactions processed (58.7 per cent) involved changes to enrolment details where electors provided new information, usually because they had moved residence. Figure 6, which shows components of enrolment activity, indicates that changes to enrolment details resulting from a move have consistently been half of the AEC’s roll management workload for each of the past six years.

A significant proportion of the activity in 2010–11 occurred in the early part of the year

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Per

cent

age

of e

nrol

men

t tr

ansa

ctio

ns

DeathsObjectionsNo change to enrolment details

Change in enrolment detailsRe-enrolmentsNew enrolments

2005−06 2006−07 2007−08 2008−09 2009−10 2010−11


as electors enrolled or updated their enrolment details in the lead-up to the 2010 federal election. In particular, the High Court’s decision in Rowe v Electoral Commissioner [2010] HCA 46, which extended the period for enrolling to vote by one week for new enrolees and by four days for those changing their enrolment details, resulted in the AEC processing additional enrolment applications for electors affected by the decision. An additional 57 732 electors, many of whom were first-time voters, were added to the electoral roll, and a further 40 408 electors had their existing enrolment details updated and were able to cast a vote for the electorate in which they lived.

The High Court’s decision also posed the immediate challenge of ensuring that those who had submitted enrolment forms within the extended close of rolls period knew that they would be able to vote on polling day. The AEC undertook a range of activities, including mailing some 89 000 letters to affected electors, to ensure that those electors were aware of their entitlement to vote on election day.

Following the receipt of information from a variety of channels and investigation by the

AEC, ‘objections’ may lead to the removal of individuals from the electoral roll on the basis that they do not live at their enrolled address or no longer have an entitlement to be enrolled. Objection activity is suspended across Australia from the time when an election is announced until after polling day. In 2010–11, objection activity was suspended across Australia for the period of the federal election, and in New South Wales and Victoria for periods around their state elections. The program was also suspended in some parts of Queensland between January 2011 and April 2011, because of disruption caused by natural disasters. In 2010–11, the total number of deletions and objections processed by the AEC decreased. Total deletions decreased from 460 550 in 2009–10 to 274 928 in 2010–11 (40.3 per cent decrease) and objections decreased from 346 057 in 2009–10 to 150 494 in 2010–11 (56.5 per cent decrease).

Table 6 summarises enrolment activity during 2010–11 for the types of transactions presented in Figure 6, as well as by state and territory.


Table 6 Enrolment activity, 1 July 2010 to 30 June 2011

NSW Vic. Qld WA SA Tas. ACT NT Total

Additions to the roll

New enrolments 93 819 84 300 45 496 28 858 17 770 4 654 4 370 3 912 283 179

Re-instatements 913 965 267 999 140 70 32 57 3 443

Re-enrolments 64 795 61 388 31 828 20 250 7 678 3 422 3 480 2 433 195 274

Intrastate

movement 203 268 159 570 123 628 58 139 33 930 6 650 3 329 1 445 589 959

Interstate movement

36 685 31 149 35 589 12 955 8 459 5 249 9 447 6 122 145 655

Intra-division amendment or movement

226 485 156 840 140 465 65 573 50 300 16 794 14 458 7 917 678 832

No change enrolment

72 885 72 534 36 381 28 160 18 175 3 019 5 313 2 113 238 580

Total enrolment transactions processed

698 850 566 746 413 654 214 934 136 452 39 858 40 429 23 999 2 134 922

Deletions from the roll

Objections 41 878 60 432 5 697 21 284 15 202 2 952 1 711 1 338 150 494

Deaths 40 837 28 981 21 035 9 425 10 418 3 621 1 526 690 116 533

Duplications 2 154 1 678 1 110 437 341 109 119 91 6 039

Cancellation 229 888 454 233 45 13 0 0 1 862

Total deletions processed

85 098 91 979 28 296 31 379 26 006 6 695 3 356 2 119 274 928

Total elector transactions

783 948 658 725 441 950 246 313 162 458 46 553 43 785 26 118 2 409 850

Note: National and state/territory totals for enrolment activity are subject to minor statistical adjustment and will show minor differences from gazetted enrolment details. The figures above include new enrolments and changes to enrolments for 17-year-olds.


Sources of enrolment forms

Table 7 shows the top 10 sources of enrolment forms in 2010–11 and indicates where they ranked compared to the top 10 sources in 2009–10.

The top 10 sources of enrolment forms for 2010–11 generated some 260 000 more enrolment forms than the top 10 sources for 2009–10. An increase was expected, given that a federal election and state elections in the two most populous states were held during 2010–11.

The impact of the federal election is reflected in the composition of the top 10 sources of enrolment forms: enrolment forms issued at federal polling places ranked fourth.

The online enrolment application form is replacing mail review as the AEC’s primary source of enrolment forms as a result of

legislative change and because the AEC’s online enrolment application form, which is available from the AEC website and australia.gov.au, is easy to use.

Enrolment of newly eligible electors

Securing the enrolments of newly eligible electors – 18–25-year-olds and new citizens – is a particular priority for the AEC. Having secured their enrolment, the AEC then faces the challenge of ensuring that these electors remain correctly enrolled. Table 8 shows that the AEC’s targets for the enrolment of young voters and new citizens were not met in 2010–11.

Table 7 Top 10 sources of enrolment forms, 2010–11

Source (rank in 2010–11 )

Rank in 2009–10

All enrolment forms

Change in enrolment

detailsNew

enrolment Re-enrolment

1. Interneta 4 500 616 440 792 30 206 29 618

2. Mail review 1 335 541 235 423 55 263 44 855

3. Post office 2 258 063 214 397 25 251 18 415

4. Federal election polling place

n.a. 151 538 120 508 6 173 24 857

5. Division office 5 149 212 121 588 12 232 15 392

6. State electoral offices n.a. 143 379 110 426 21 825 11 128

7. Internet – staticb n.a. 133 157 101 555 17 835 13 767

8. Transport authorities 6 115 749 109 691 2 435 3 623

9. Citizenship ceremonies

7 74 894 2 944 71 669 281

10. State elections 10 35 637 18 786 2 587 14 264

Total 1 897 786 1 476 110 245 476 176 200

n.a. = not in the top 10.

a AEC online enrolment application form, ‘SmartForm’.

b A PDF enrolment form, which is provided for those who have difficulty accessing the online enrolment form or who need to send a signed form to the AEC.

Note: Includes new enrolments and changes to enrolments for 17-year-olds.


Youth

Figure 7, which presents the AEC’s performance in meeting the target participation rate for 18–25-year-olds, indicates that:½½ the target participation rate was not achieved

in 2010–11, and½½ the actual participation rate for 2010–

11 differed very little from the actual participation rate for 2009–10.

Table 9, which shows the top 10 sources of new enrolments and changes to enrolment details for young voters during 2010–11, indicates that mail review is the source from which the AEC generates the most new enrolments

and the online enrolment application form is the source from which the AEC generates the most changes in enrolment details for 18–25-year-olds.

Changes to the Electoral Act that came into effect on 19 July 2010 reduced the age at which people may provisionally enrol, from 17 years to 16 years. Electors who provisionally enrol are fully enrolled by the AEC on turning 18, and are able to vote at an election should they turn 18 between the close of the rolls and election day. For the 2010 federal election, the AEC sent 12 194 letters to provisionally enrolled 17-year-olds who turned 18 on or before 21 August 2010.

74%

75%

76%

77%

78%

79%

80%

81%

82%

83%

Actual participation rateTarget participation rate

2010–112009–102008–092007–082006–072005–06

Per

cent

age

of 1

8–2

5-y

ear-o

lds

enro

lled

to v

ote

Figure 7 Target and actual participation rate for 18–25-year-olds, 2005–06 to 2010–11

Table 8 Performance targets and results for 18–25-year-olds and new citizens, 2010–11

Targets Results

80% of 18–25-year-olds are enrolled to vote. 77.6% of 18–25-year-olds were enrolled to vote at 30 June 2011.

95% of new citizens are enrolled within three months of becoming citizens.

91.3% of new citizens were enrolled within three months of becoming citizens.


The AEC has found that provisional enrolment allows enrolment activity to be directed to young people in schools, educational institutions and youth events. The reduction in the age for provisional enrolment will enhance the AEC’s ability to actively target young people to combat under-enrolment among newly eligible electors.

New citizens

The AEC encourages new citizens to enrol to vote by approaching them directly through citizenship ceremonies. In all states and territories, AEC employees attend citizenship ceremonies to provide electoral information and assist with the completion of enrolment forms. Each new citizen is given an enrolment

Table 9 Top 10 sources of new enrolments and changes to enrolment details for 18–25-year-olds, 2010–11

Source (rank in 2010–11) Rank in 2009–10 No. transactions

New enrolment

1. Mail review 1 33 900

2. Interneta 7 24 080

3. Post office 4 21 270

4. Internet – staticb n.a. 14 469

5. State electoral commission 5 10 165

6. Division office 8 9 068

7. Citizenship ceremonies 3 8 017

8. Birthday cards 2 7 946

9. Federal election polling place n.a. 4 856

10. Enrol to Vote Week 6 2 948

Total 136 719

Change in enrolment details

1. Interneta 3 93 299

2. Mail review 1 38 808

3. Post office 2 34 610

4. Internet – staticb n.a. 22 314

5. Transport authorities 5 22 140

6. Federal election polling place n.a. 21 344

7. State electoral commission 4 19 111

8. Division office 6 17 548

9. State elections 7 4 529

10. Resident tenancies n.a. 1 962

Total 275 665

n.a. = not in the top 10.

a AEC online enrolment application form, ‘SmartForm’.

b A PDF enrolment form, which is provided for those who have difficulty accessing the online enrolment form or who need to send a signed form to the AEC.


form pre-filled with their personal details. The Department of Immigration and Citizenship produces the forms, on behalf of the AEC, in conjunction with the printing of citizenship certificates. The new citizen can return the completed form immediately, through the AEC staff member or the local council representative at the ceremony.

Figure 8 shows the proportion of forms returned within three months of being distributed at a citizenship ceremony.

The target participation rate was not achieved in 2010–11, and the actual participation rate for 2010–11 was lower than the actual participation rate for 2009–10. During 2011–12, the AEC will seek to identify the factors that contribute to the rate of enrolment of new citizens.

Continuous Roll Update

The Continuous Roll Update (CRU) program is the most significant enrolment activity conducted by the AEC. Regular mail reviews, in which the AEC conducts large mail-outs to

specific electors and to specific addresses where it believes eligible electors who are currently not on the electoral roll reside, are the core of the program. The mail reviews are, in some cases, supplemented by targeted field work. Follow-up activity is also conducted, mainly aimed at people who have not responded to an initial mail-out.

As Table 7 shows, mail review activities continue to be a significant source of enrolment forms for the AEC. Mail review activities continue to be the main source of forms for re-enrolment and are the second highest source of enrolment forms for both new enrolment and change in enrolment details.

During 2010–11, the AEC sent some 1.6 million CRU letters.

The CRU program is generally suspended from the time when an election is announced until two months after election day. In 2010–11, all mail-outs ceased across Australia for the period of the federal election, and in New South Wales and Victoria for periods around their state elections. The program was also suspended in some parts of Queensland between January

88%

89%

90%

91%

92%

93%

94%

95%

96%

Actual enrolment rateTarget enrolment rate

2010–112009–102008–092007–082006–072005–06

Per

cent

age

of n

ew c

itiz

ens

enro

lled

withi

n 3 m

onth

s of

bec

omin

g a

citize

n

Figure 8 Target and actual rate of new citizens enrolling within three months of attending a citizenship ceremony, 2005–06 to 2010–11


2011 and April 2011, because of disruption caused by natural disasters.

During 2010–11, the AEC modified the letters sent as part of the CRU program to inform electors who were already on the roll of the option of updating their address details online. Letters containing this message were included in mail-outs sent to targeted electors in November 2010, February 2011 and June 2011.

This strategy led to a significant increase in the use of the AEC online enrolment application.

New collaboration arrangements to provide enrolment services

In 2010–11, the AEC entered into a new collaborative arrangement with the Australian Taxation Office (ATO) to promote and encourage electoral enrolment. Under the arrangement:½½ When a person using the ATO’s online tax

return application, e-tax, indicates a change of residential address, e-tax will present a reminder to update enrolment details and a link to the AEC’s online enrolment pages.

½½ Information about the importance of updating enrolment details will be included in Workforce education news, a free email newsletter that the ATO issues regularly to more than 3 000 employers and professional associations.

½½ Enrolment forms and enrolment information will be supplied to people involved in the Tax Help Volunteer program, which annually assists some 60 000 taxpayers to complete their tax returns.

The AEC also entered into new arrangements with the Department of Foreign Affairs and Trade for the supply of passport data, which has led to a more streamlined process for checking passport numbers. Recent legislative changes mean that electors may provide their passport numbers to the AEC as evidence of identity for enrolment purposes. Previously, electors were only able to use a passport

number as proof of identity when they did not have a driver’s licence. The introduction of new evidence of identity requirements means that the elector can now choose from a number of options when supplying evidence of identity.

Enrolment is not something people place at the top of their ‘to do’ list when moving and, as a result, people moving house has contributed to the fact that a significant number of eligible Australians are missing from the electoral roll. Electors who have moved and not updated their enrolment details may be removed from the electoral roll, and consequently may not be able to vote in federal, state or territory, or local government elections. In May 2011, the AEC launched a communications framework to encourage potential and current electors to enrol or update their enrolment address details when moving house. The framework will help the AEC to reach the elector through existing channels that are a natural part of the process of moving, such as real estate agents. It includes materials such as a fact sheet that explains both the importance of updating enrolment details and ways to do so.

Improved understanding of enrolment behaviour

To develop an understanding of what prompts individuals to enrol, in 2009–10 the AEC commissioned quantitative and qualitative work to identify enrolment triggers among 18–39-year-olds, examine whether those triggers change as people move through different life stages, and provide insight into what short- and long-term strategies need to be employed to improve the participation rate of this age group.

Quantitative data was gathered in April and May 2010, before many of the innovations discussed elsewhere in this report came into effect. Final analysis and findings were provided to the AEC in December 2010.


Findings of this research include:½½ nearly three-quarters of those surveyed

indicated that they knew that they would need to be enrolled before going to a polling place on election day,

½½ 85 per cent were confident about how to enrol,

½½ of survey participants who had moved since the 2007 federal election and who had not updated their details on the electoral roll, 32 per cent indicated that they simply ‘hadn’t got around to it’,

½½ a further 18 per cent of those who had moved and not updated stated that they ‘would move again, so will update their details after that’,

½½ more than 90 per cent of those surveyed admitted to knowing that they should always be enrolled at their current address and that they need to update their enrolment every time they move, indicating that one of the key challenges facing the AEC is to assist electors to put this knowledge into practice,

½½ 77 per cent of the participants knew that they could update their enrolment details after moving by using an enrolment form,

½½ 86 per cent of those who had enrolled described the experience as easy,

½½ some 40 per cent of participants recalled receiving a letter from the AEC asking them to update their enrolment details; three-quarters of this group acknowledged that they took action as a result of the letter,

½½ 53 per cent said their preferred method for updating their enrolment details after moving would be ‘by updating your address details online at the AEC website’,

½½ 28 per cent of those aged 25 to 39 currently source enrolment information on the Internet, but 43 per cent would prefer to, and

½½ nearly 80 per cent of participants thought that when changes of personal details are reported to a government department or agency, that should result in their details being updated on the electoral roll.

The AEC is using the findings of this research to develop further strategies to improve electoral participation.

Measuring the integrity of the electoral roll

In performing its functions under the Electoral Act, the AEC undertakes both ongoing and periodic activities to assess the integrity of the electoral roll. The AEC conducts specific examinations of the electoral roll to:½½ detect patterns that may be evidence of

electoral fraud, in particular following the 2010 federal election, and

½½ assess the integrity of the roll.

Enrolment Quality Assurance Program

The Enrolment Quality Assurance Program (EQAP) is a national quality assurance program for enrolment application processing. The program measures whether enrolment applications are processed accurately and in a timely manner.

The timeliness of enrolment form processing is now measured based on all enrolment forms processed, rather than a sample. The AEC will undertake a review of EQAP in 2011–12.

The timeliness of processing of enrolment forms in 2010–11 was affected by the logistical demands of the federal election and state elections in New South Wales and Victoria. Typically, the processing of enrolment forms received after the close of rolls may be delayed while divisional staff undertake other election critical work. Differences in Commonwealth and state electoral laws may also mean delays in processing, as the AEC seeks to ensure that electors are correctly enrolled for Commonwealth and state purposes.

Table 10 sets out the key EQAP results for 2010–11.


Sample audit field work

Sample audit field work (SAF), which is the process of reviewing a national, statistically valid, random sample of the electoral roll, aims to provide an indication of the accuracy and completeness of the roll and to test the effectiveness of the CRU process in maintaining the roll’s accuracy.

SAF was not undertaken in 2010–11, because a review of the SAF methodology and reporting framework, commenced in 2009–10, was continuing, taking into consideration the findings made by the Australian National Audit Office in Performance audit report no. 28 of 2009–10 – The Australian Electoral Commission’s preparation for and conduct of the 2007 federal general election.

Election-specific integrity checks

The AEC compared and analysed enrolment patterns in the three months prior to the close of rolls for the 2010 federal election and for the 2007 federal election, and found that:½½ A similar number of new enrolments,

re-enrolments and change of address transactions occurred for the two electoral events.

½½ No significant variations in the volumes and types of enrolment transactions, or anomalous patterns in movement in and out of divisions, were detectable.

The AEC also examined whether there were any irregular patterns of movement of electors in ‘close seats’ (that is, electoral divisions where the winning margin is close). The enrolment transactions in 10 divisions were examined to identify any instances where electors enrolled for a division in the three-month period before the close of rolls and then transferred back to their previous addresses in the three months following the election.

The results from this analysis indicated a very low incidence of this type of movement. Analysis of the reasons behind the movements indicated that they were consistent with typical population movement based on life events.

Roll products and services

Under provisions of the Electoral Act and, where relevant, the joint roll arrangements between the AEC and state and territory electoral bodies, the AEC provides a range of products and services based on information in the electoral roll.

Table 10 Enrolment Quality Assurance Program results, enrolment forms processed in 2010–11

Measures Results Explanation

Essential fields found without errorsa

97.4% Fields on an enrolment form that would affect the enrolment – surname or family name, given name/s (where known), date of birth, gender, residential address, citizenship details, signature or mark, proof of identity, signature of witness (where required), postal address.

Non-essential fields found without errors

96.9% Any other fields on the enrolment form. These fields do not affect an enrolment.

Timing of processinga 79.0% Enrolment forms processed within three business days of the form being received by any AEC office.

a These measures relate to the key performance indicators for accurate and timely enrolment processing. ‘Essential fields found without errors’ measures achievement against the target of 99.5 per cent of enrolment transactions correctly processed, and ‘timing of processing’ measures achievement against the target of 99 per cent of enrolment transactions processed within three business days.


Electronic roll

The AEC produces an electronic copy of the roll, updated daily, which is accessible to the general public and satisfies the AEC’s obligations under the Electoral Act to make the electoral roll publicly accessible. People may inspect this roll at any AEC office. Electors may also check their own enrolment details online through the AEC website, using the online enrolment verification facility.

Recent legislative change clarified that the right of inspection of the electoral roll does not include the right to copy or record the roll using electronic means, including taking photos.

Roll products for elections and redistributions

The AEC provided data from the electoral roll for more than 60 electoral events conducted during 2010–11, including:½½ the federal election held on 21 August 2010,½½ state elections held in Victoria on

27 November 2010 and in New South Wales on 26 March 2011, and

½½ 52 local government by-elections.

Electoral roll products were also provided for redistributions, including the federal redistribution conducted in Victoria; and redistributions for two New South Wales local government areas.

Other roll products

Subject to legislative restrictions governing access to and use and disclosure of electoral roll data, the AEC may provide particular electoral roll products to:½½ federal parliamentarians (members and

senators),½½ political parties,½½ state and territory electoral authorities (‘joint

roll partners’),½½ Australian Government departments

and agencies,½½ medical researchers,½½ commercial companies, in support of the

Anti-Money Laundering and Counter-Terrorism Financing Act 2006, and

½½ the public.

The AEC provided some 600 products to the state and territory electoral authorities under joint roll arrangements during 2010–11.

Table 11 Number of electoral roll products provided to selected recipients, 2008–09 to 2010–11

Recipient of electoral roll information 2008–09 2009–10 2010–11

Those conducting medical research or providing a health screening program

36 45 9

Prescribed authorities under Schedule 1 of the Electoral and Referendum Regulations 1940

62 56 54

Prescribed persons and organisations under Regulation 7 of the Electoral and Referendum Regulations 1940

15 20 19

Members of the House of Representatives and senators

2 043 2 057 1 615

Federally registered political parties 296 296 220

Total 2 452 2 474 1 917


Table 11 compares the numbers of electoral roll products the AEC provided to other recipients in the financial years from 2008–09 to 2010–11.

The total number of products supplied decreased in 2010–11. The change is due to:½½ medical researchers and those conducting

health screening surveys – the number of researchers requesting an extract from the electoral roll decreased. The number of researchers making requests varies annually, depending on the studies being undertaken in any given year.

½½ members of the House of Representatives and senators – the number of products supplied decreased significantly as members do not receive information while Parliament is prorogued. The content of information received was also different for a number of members as they received information for multiple divisions, reflecting the re-drawing of electoral boundaries following the redistribution in Victoria.

½½ federally registered political parties – the number of products supplied decreased as electoral roll information was not provided to parties while Parliament was prorogued.

Appendix F provides further information on legislative entitlements to access roll products; organisations and individuals that received roll products; and, where appropriate, the products provided and the frequency of provision.

Electoral roll products were also provided to members of the public and government agencies, including the Australian Bureau of Statistics. In those cases, the data provided was statistical or included addresses only.

Enhanced use of technology

Legislative change introduced in July 2010 significantly enhanced electors’ capacity to engage with enrolment services electronically.

Online update of enrolment details

Changes to the Electoral Act which came into effect in July 2010 allowed electors who are already on the electoral roll to update their details online using the AEC’s online enrolment application form, as discussed in a case study on page 44. The online service includes a reminder of the need to provide a signed application for electors in states which require a signature to update state and local enrolment.

RollMap

The AEC’s processing of enrolment applications was improved with the introduction of an agency-wide web mapping service, RollMap, in May 2011. The service, which includes some basic geographic information system tools, will assist the AEC to maintain the address register, an important element in supporting electoral integrity. It will also assist in the management of polling place locations and future redistribution processes.

Indigenous Electoral Participation Program

The IEPP, which started in May 2010, has developed a broad and comprehensive program that will provide a firm foundation for strategies and activities in future. A continuous field program has made the AEC better able to conduct roll integrity and roll stimulation work in remote, rural and urban areas. The program now reaches into almost every Indigenous community in Australia, giving the AEC unprecedented access to the community members, and allowing them to access electoral information, education and enrolment. The ‘Community strategies’ section of the annual report provides more detailed information about the IEPP’s activities in 2010–11.


Case study: Online update of enrolment

The AEC has had an enrolment form available on the Internet for some years, but the legal requirement for a signature meant that anyone using it needed to download it, print it, sign it and send it to the AEC. This requirement now applies only to those who are enrolling for the first time, re-enrolling or changing their name.

In July 2010, changes to the Commonwealth Electoral Act 1918 and Electoral and Referendum Regulations 1940 gave electors who are already on the electoral roll and are changing their address details the legal option of completing that transaction online. For these electors, a birth date and driver’s licence number serve as the equivalent of a signature.

This has benefits for the elector. Fifty-three per cent of participants in the research into enrolment triggers among 18–39-year-olds indicated that their preferred method to update their enrolment details after moving would be ‘by updating your address details online at the AEC website’. It has also led to improved productivity for the AEC – as electors input their own information, the AEC needs to conduct less data entry (and does not have to decipher unclear handwriting), which leads to fewer errors and a faster rate of processing enrolment applications.

The online mechanism which can be used for all ordinary enrolment applications is the AEC enrolment SmartForm, which was introduced in September 2009. The enrolment SmartForm is provided with the assistance of the Australian Government Information Management Office and Department of Innovation, Industry, Science and Research, through the australia.gov.au website and the AEC website, www.aec.gov.au.

There has been a significant increase in the number of electors completing enrolment transactions online. The following table shows the number of electors using the Internet enrolment form in 2008–09, when it was necessary to download the form and send a signed copy to the AEC, and the number using the enrolment SmartForm during 2010–11, when those changing their enrolment details did not need to provide a signed hard copy form if they supplied their date of birth and driver’s licence number.

Enrolment form downloaded from the Internet in 2008–09

Enrolment SmartForm completed online in 2010–11

Change of enrolment details 124 264 440 792

New enrolment 8 207 30 206

Re-enrolment 5 999 29 618

Total 138 470 500 616

The AEC will examine whether there are any geographic areas or demographic groups that are less likely to update their enrolment details online to ensure that its range of enrolment services continues to meet the needs of electors.


Support services for electoral redistributions

Deliver support for the redistributions culminating in the AEC providing updated electoral boundary redistribution maps and advice to impacted electors.

OverviewElectoral boundaries are periodically ‘redistributed’ (that is, redrawn) in accordance with Part IV of the Electoral Act. The purpose of electoral redistributions is to ensure that, as nearly as practicable, there are an equal number of electors in each federal electoral division for a given state or territory.

The AEC provides administrative assistance to the two bodies established to conduct each redistribution:½½ The Redistribution Committee is responsible

for making a proposed redistribution. It comprises the Electoral Commissioner, and the Australian Electoral Officer, Surveyor-General (or equivalent officer) and Auditor-General of the relevant state or territory.

½½ The augmented Electoral Commission considers any objections to the proposed redistribution and makes a final determination of the names and boundaries of the redistributed divisions. It comprises the Chairperson of the Electoral Commission, the non-judicial member of the Electoral Commission and the members of the Redistribution Committee.

PerformanceTable 12 summarises the AEC’s results against the performance information set out for support services for electoral redistributions in the 2010–11 Portfolio Budget Statements.

Two redistributions were underway during 2010–11. The Victorian redistribution, which commenced in 2009–10, was completed, and the South Australia redistribution commenced.

Table 12 Key performance results for support services for electoral redistributions


Support services provided by the AEC are appropriate and allow for the effective and timely conduct of redistribution activities, complying with legislative requirements and to the satisfaction of redistribution committees.

Support services were provided by the AEC in a timely manner and in accordance with legislative requirements.

Support services were delivered to the satisfaction of redistribution committees.


Assistance provided by the AEC

The AEC assisted the augmented Electoral Commission and the Redistribution Committee for Victoria, and the Redistribution Committee for South Australia, by:½½ analysing demographic and enrolment data,½½ facilitating the public consultation processes,½½ providing support for committee meetings,½½ preparing legal instruments, background

research papers, analysis of public submissions, and material for publication in the Commonwealth of Australia Gazette, and

½½ producing and publishing (including on the AEC website)½½ maps to show revised boundaries,½½ proposed redistribution and final

redistribution reports, and½½ information about the

redistribution process.

Members of the augmented Electoral Commission and the Redistribution Committee for Victoria reported a high level of satisfaction with the services provided by the AEC.

During June 2011, the AEC sent approximately 350 000 letters notifying electors whose electoral divisions had changed as a result of the redistribution that occurred in Victoria in December 2010.

Victorian redistribution

The redistribution that commenced in Victoria on 1 February 2010 was finalised during 2010–11. This redistribution was triggered by s.59(2)(c) of the Electoral Act, which requires that a direction to commence a redistribution shall be made if a period of seven years has elapsed since the last redistribution determination for the state or territory. Victoria retained its entitlement to 37 members in the House of Representatives but, as a result of the redistribution, changes were made to the boundaries of all electorates.

The Redistribution Committee for Victoria released its report detailing the proposed boundaries for Victoria’s federal electoral divisions on 30 July 2010.

The augmented Electoral Commission for Victoria considered 129 objections to the redistribution proposal, together with 40 comments on the objections. It also conducted public hearings in Melbourne and Shepparton.

On 21 October 2010, the augmented Electoral Commission announced the outcome of its deliberations, expressing the view that its proposal was ‘significantly different’ from that of the Redistribution Committee. The key change to the Redistribution Committee’s proposal was the reinstatement of the Division of Murray. A number of changes to the proposed boundaries of other electoral divisions were also made, in response to public objections.

In accordance with s.72 of the Electoral Act, the augmented Electoral Commission invited the lodgement of further written objections, and announced that another public inquiry would be held. That inquiry, held in Melbourne, considered 278 further objections to the augmented Electoral Commission’s proposal.

The augmented Electoral Commission announced on 9 November 2010 that it had adopted the redistribution proposal for Victoria as published on 21 October 2010, with some minor changes.

The formal determination of the names and boundaries of the electoral divisions was published in the Commonwealth of Australia Gazette on 24 December 2010. Final maps and a report setting out the augmented Electoral Commission’s reasons were tabled in parliament and subsequently made available to the public.

South Australian redistribution

The redistribution of federal electoral boundaries in South Australia commenced on 12 January 2011. This redistribution was


triggered by s.59(2)(c) of the Electoral Act, which requires that a direction to commence a redistribution shall be made if a period of seven years has elapsed since the last redistribution determination for the state or territory. South Australia retained its entitlement to 11 members in the House of Representatives.

During April 2011, the Electoral Commissioner conducted briefing sessions about the redistribution process for South Australian federal members and senators and their staff, as well as media and local government representatives. Feedback about the briefings, including the value of the information presented, was positive.

The Redistribution Committee received eight public suggestions about the redistribution in South Australia and four comments on those suggestions. It will release a report detailing its proposed new boundaries in 2011–12.

PROGRAM 1.2: ELECTION MANAGEMENT AND SUPPORT SERVICESAccess to an impartial and independent electoral system for Australians through the provision of election services




StructureIn 2010–11, Program 1.2 comprised six deliverables, as shown in Table 13.

PerformanceOn 17 July 2010, the Prime Minister, the Hon Julia Gillard MP, announced that a federal election would be conducted on 21 August 2010. The period from the announcement of the 2010 federal election until polling day marked the second shortest lead-in period to election day in the AEC’s history: 35 days, in contrast to 41 days in the 2004 and 2007 federal elections.

The AEC delivered the mechanisms, infrastructure and human resources required to conduct the 2010 federal election. The AEC effectively adjusted its preparations as required by the passage of the Electoral and Referendum Amendment (Pre-poll Voting and other Measures) Act 2010 and the Electoral and Referendum Amendment (Modernisation and Other Measures) Act 2010 in July 2010.

There was continued growth in the proportion of electors casting their vote before election day. In 2010, 19 per cent of all electors cast their vote early, compared to 15 per cent in 2007 and 13 per cent in 2004.

Results were progressively updated on the national tally board, media feeds and Virtual Tally Room on the AEC website throughout election night. Declaration votes issued in Australia and overseas were processed, and election results were progressively updated and published in the weeks following election day.

The AEC conducted a post-election assessment of the effectiveness of AEC operations for the 2010 federal election and identified potential improvements in electoral processes and procedures. The lessons learned from the election evaluation have helped to identify where the AEC will focus effort in order to optimise service.

The AEC continued to maintain, update and make publicly available the Register of Political Parties. The number of applications to register a political party, deregister a political party, change a registered name or seek a review of a delegate’s decision decreased in 2010–11. The processing of applications ceased on the issuing of the writs for the 2010 federal election and resumed after the return of the writs. During 2010–11, the AEC revised the Party registration guide and the forms available for applying for party registration, appointing party officials or changing a party’s recorded details.

The AEC processed financial disclosure returns efficiently, and made the results available on its website in a timely manner. An online eReturns facility, which allows clients to complete the details for their financial disclosure returns through a secure website, was developed and launched. Election funding was paid for the 2010 federal election in accordance with the formula and timetable established by the Commonwealth Electoral Act 1918.

The demand for the AEC’s electoral services in fee-for-service election increased during 2010–11. The AEC assisted with a range of electoral events in the states and territories, including state elections in New South Wales and Victoria. Although 2010–11 saw a decrease in the AEC’s workload in conducting protected action ballots, there was a small increase in

51REPORT ON PERFORMANCE - PROGRAM 1.2Ta

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industrial elections. No Torres Strait Regional Authority elections were conducted in 2010–11.

At the 2010 federal election, the AEC hosted the Election Visitor Program as part of a commitment to encourage communication and cooperation with international electoral bodies. The program hosted a diverse group of international participants. The AEC took part in a number of international forums and delegations during 2010–11.

The AEC maintained its strategic partnership agreement with AusAID, provided support for the electoral administrations of the Asia–Pacific region and continued to enhance the Building Resources in Democracy, Governance and Elections (BRIDGE) curriculum and website. AEC staff shared and broadened their electoral expertise by taking part in a range of international secondments, observer missions, forums and delegations during the year, and gave briefings to other Australian Government agencies that deliver services overseas.

OutlookThe AEC will continue to deliver and improve its election management and support services in 2011–12. In particular, the AEC will:½½ continue to refine its approach to the delivery

of federal elections and referendums, with a focus on 11 key priorities identified in the election evaluation,

½½ prepare and plan for the next election and any referendum that may be scheduled,

½½ continue to implement legislative and procedural changes arising from parliamentary review, including those from the Joint Standing Committee on Electoral Matters reviews of the 2007 and 2010 elections and other relevant reviews,

½½ continue work to implement a reliable and economical e-voting product to broaden the range of service delivery options that it can offer to clients when conducting fee-for-service elections,

½½ work with the Torres Strait Regional Authority and other government agencies to ensure that the authority’s elections, which are due to be held in March 2012, are conducted in a way that meets the needs of stakeholders and the requirements of legislation, and

½½ assist with the expansion of Democracy and Governance BRIDGE, a new subprogram that was successfully trialled in 2010–11.


Federal elections, by-elections and referendums

Deliver a range of products and services to support the successful conduct of a federal election. These products are both for electors (for example procurement of polling place equipment, identification of polling places, public information campaigns and communication products), and AEC staff (for example computer based systems, training materials, procedural materials, electoral forms).

OverviewThe AEC’s responsibility for conducting federal elections, by-elections and referendums includes:½½ maintaining a high level of readiness, to

ensure that events can be conducted within statutory timeframes whenever an election is called,

½½ delivering products for electors, from polling place equipment to public information campaigns,

½½ employing the appropriate number of temporary staff to assist with the conduct of a federal election, by-election or referendum,

½½ delivering products for AEC staff, such as procedural and training materials and computerised systems, and

½½ monitoring, evaluating and reporting on the way events are conducted.

PerformanceTable 14 summarises the AEC’s results against the performance information set out for federal elections, by elections and referendums in the 2010–11 Portfolio Budget Statements.

Table 14 Key performance results for federal elections, by-elections and referendums


Federal electoral events (including by-elections) are successfully delivered as required within the reporting period. AEC election practices and management are in accordance with relevant legislation. All election tasks are carried out in accordance with legislated timeframes.

A federal election was successfully conducted in 2010, in accordance with all legislative requirements, including legislated timeframes.

High level of election preparedness maintained and key milestones met.

Systems, equipment and procedures necessary to conduct an electoral event were in place for the conduct of the 2010 federal election. Preparations for the next election were well advanced.


Conduct of the 2010 federal election

Conducting a federal election requires the AEC to meet very high levels of demand for services in very tight timeframes, as Table 15 shows.

The AEC delivered the mechanisms, infrastructure and human resources required to conduct the 2010 federal election effectively and in accordance with legislative requirements.

Some aspects of the conduct of the election were affected by the passage of the Electoral and Referendum Amendment (Pre-poll Voting and Other Measures) Act 2010 and the Electoral and Referendum Amendment (Modernisation and Other Measures) Act 2010 in July 2010. In particular:½½ a pre-poll vote in an elector’s home division

was cast and counted as an ordinary vote, rather than a declaration vote,

½½ arrangements were in place to enable secret voting for voters who are blind or have low vision, and

½½ the eligibility criteria for early voting were expanded.

The period from the announcement of the 2010 federal election to election day was 35 days, which is two days more than the minimum such period allowed by the Electoral Act. The pre-election period in 2010 provided approximately one week less of preparation time than the corresponding periods for the two previous federal elections.

Preparations for the election were substantially completed by 30 June 2010, when election delivery plans were in place, major election materials and equipment items had been finalised, staff had been tentatively allocated to polling places, the majority of election delivery contracts were in place and election procedures training had been delivered to AEC staff. This allowed all staff to quickly transition to delivery mode when the election date was announced,

and to be in a better position to respond to the unanticipated large volumes of work that eventuated at roll close and in the provision of early voting services.

Election call centre services were provided by Centrelink, supported by an expert team of AEC staff who provided answers to more complex questions. Service level standards were generally met or exceeded, with the exception of the first business day after the announcement, 19 July 2010, when an unprecedented volume of calls (112 652) was received and electors experienced delays in having their calls answered. For the period 17 July to 3 September 2010, the call centre received 745 256 calls; 41 628 calls were abandoned after queuing, mostly on 19 July; 36 858 emails and 35 741 requests for AEC products, including electoral enrolment forms and postal vote applications, were received and processed.

Nominations

Nominations were accepted from 849 House of Representatives candidates and 349 Senate candidates. All nominations were declared and ballot paper draws were conducted in line with legislative requirements at noon on 30 July 2010.

Distribution of ballot papers

The AEC began to print and distribute ballot papers over the weekend immediately following the declaration of nominations, to ensure that adequate ballot papers were available for early voting, which commenced on 2 August 2010. The production of ballot papers was completed in sufficient time for their distribution for use by mobile polling teams and on election day. Ballot papers were issued to 13 619 586 electors.


Table 15 Key aspects of the federal election process, 2007 and 2010

Details 2007 2010

Dates

Issue of writs 17 October 19 July

Close of rolls

½½ new enrolments 17 October 19 Julya

½½ amended enrolments 23 October 22 Julya

Declaration of nominations 2 November 30 July

Polling day 24 November 21 August

Return of the writs stating election results

½½ House of Representatives elections, and Senate elections in the ACT and NT

21 December 17 September

½½ Senate elections in the states 14–21 December 10–17 September

Quantities

No. of nominated candidates

½½ House of Representatives 1 054 849

½½ Senate 367 349

½½ Total 1 421 1 198

No. of declaration votes issued

½½ pre-pollb 1 110 334 534 426

½½ postal 833 178 967 010

No. of provisional votes 167 682 203 488

No. of ordinary votes counted on polling night (approx.) 10 million 11 million

Proportion of total votes by type (%)

½½ ordinary votesb 77.8 74.0

½½ provisional votes 1.3 1.5

½½ absentee votes 6.4 6.1

½½ pre-poll declaration votesb 8.3 3.9

½½ pre-poll ordinary votesb n.a. 7.3

½½ postal votes 6.2 7.1

Proportion of total votes that were informal (%)

½½ House of Representatives 4.0 5.6

½½ Senate 2.5 3.8

a Dates as stated in the writs for the 2010 federal election. These dates were subsequently overturned by a decision of the High Court that amended the close of rolls for all electors to 26 July 2010.

b In 2007, ‘pre-poll declaration votes’ included pre-poll votes cast within or outside an elector’s own division. As a result of legislative changes in 2010, the two categories were separated; ‘pre-poll declaration’ votes now includes only pre-poll votes cast outside an elector’s own division. Ordinary votes also includes votes cast with mobile teams.


Provision of voting services

The facilities for voting comprised:½½ 7 760 ordinary polling places established on

election day,½½ 531 pre-poll voting centres which operated

for up to three weeks prior to election day, and early voting facilities provided at AEC divisional offices,

½½ 455 special hospitals mobile teams, 38 remote mobile teams, 19 prison mobile teams, 103 overseas posts and five overseas Australian Defence Force teams, and

½½ secret voting services for electors who are blind or have low vision, allowing them to cast their vote by telephone from an AEC divisional office or selected early voting centres.

Early voting trends

Over successive elections, there has been a significant shift in the way Australians cast their votes at federal elections, to the extent that votes cast prior to election day in 2010 represented 19 per cent of all votes cast through mobile, postal and pre-poll, some 550 000 more early votes than were cast in the 2007 federal election.

Just over 1.5 million pre-poll votes were cast at the 2010 federal election, an increase of

37.9 per cent on the 1 110 334 pre-poll votes cast in 2007. In 2010, 996 875 home division pre-poll ordinary votes were cast, an increase of 49.3 per cent on the 667 625 home division pre-poll votes cast in 2007. Of those, 914 148 were cast at pre-poll voting centres, and 82 727 were cast in AEC divisional offices.

For the 2010 federal election, a total of 209 426 voters were registered as general postal voters, and the AEC received 821 836 postal vote applications (of which 7.8 per cent were duplicate or defective). The AEC issued 967 010 postal voting packages, an increase of 16 per cent compared to 2007. The AEC’s central production contractor was responsible for issuing 891 125 of the packages; a further 9 252 packages were issued from overseas posts, and the remainder were issued from AEC divisional offices. The proportion of returned postal votes included in the count was similar to that in previous elections, as Table 16 shows.

Counting of votes

The counting of votes cast on election day commenced on time, and results were progressively updated during the evening through the national tally board, media feeds and the Virtual Tally Room on the AEC website. The Virtual Tally Room provided reliable, rapid access to results, and was used extensively

Table 16 Use of postal vote certificates in the past three federal elections

No. issued No. returnedPercentage

returned No. counteda

Percentage counteda

2010 967 010 854 726 88.39 807 346 94.46

2007 833 178 749 566 89.97 706 466 94.25

2004 774 078 660 330 85.31 613 277 92.87

a For the House of Representatives.


by members of the public, the media and political parties. The subsequent processing of declaration votes issued in Australia and overseas was achieved in accordance with AEC plans, and the results were progressively updated and published in the weeks following election day.

Irregularities relating to the opening of ballot boxes at certain pre-poll voting offices in the divisions of Boothby and Flynn

At the 2010 federal election, there was accidental mishandling of some votes in the divisions of Boothby (South Australia) and Flynn (Queensland). Some ballot boxes in those divisions were opened prematurely. As a consequence, the ballot papers in those boxes had to be excluded from the count, meaning 4 274 House of Representatives votes were eliminated.

In September 2010, an independent external examination commenced. The examination aimed:½½ to make findings on what factors may have

contributed to the handling of the ballot boxes that contained pre-poll ordinary votes,

½½ to recommend what changes could be made to reduce the risk of similar incidents occurring in future elections, and

½½ to recommend any other action that the AEC might regard as being necessary or prudent.

Three recommendations were made in the independent report into the matter, the most notable of which was that polling officials should have better access to training. The AEC accepted all three recommendations. The full report was made available on the AEC’s website. Significant work has been completed on an improved training package, including the addressing of these recommendations. The package will be finalised in early 2011–12 following input from staff.

National Tally Room

The National Tally Room was constructed for the federal election again in 2010. As in past elections, the Virtual Tally Room provided information to the National Tally Room as results came to hand.

The statistics associated with the National Tally Room are impressive. The board that displays the election results for the House of Representatives is 35 metres wide and 7 metres high. On election night 2010, the television networks occupied 1 600 square metres (divided into five sections for 510 representatives), and there was seating for 258 representatives of media and political parties (160 representatives from print and radio and 33 representatives of political parties) and an area for the general public (4 350 members of the public visited on election night). Eighty AEC staff worked at the National Tally Room on election night.

The National Tally Room was constructed in 12 days and dismantled in four.

‘Election dashboard’ project

A data management tool, known as the ‘election dashboard’, was redeveloped in 2010 and deployed for the 2010 federal election. As described in a case study on page 59, the dashboard consolidated data from multiple systems, allowing for real-time analysis of key activities and improved information for decision making. It also provided a repository of information for use in post-election evaluation activities.


Post-election evaluation

The AEC developed and implemented an evaluation plan to assess the effectiveness of AEC operations for the 2010 federal election and identify potential for improvements in electoral processes and procedures.

The election evaluation plan had three key areas of focus:½½ the evaluation of seven key election

activities, namely ½½ call centre service delivery½½ national operational training program½½ simulated election exercise½½ election advertising and public relations

campaign½½ community education strategy to reduce

levels of informal voting½½ post implementation review of critical

election systems, and ½½ an examination of the handling of pre-

poll votes in the divisions of Boothby and Flynn,

½½ research studies to contribute to the AEC’s understanding of whether or not the AEC is meeting elector and stakeholder needs and expectations and a range of other election issues, and

½½ a series of state/territory and National Office post-election conferences to

½½ identify and address key issues in the conduct of the election,

½½ capture information on innovations and process improvements that worked well, and

½½ make recommendations on tangible improvements in delivering electoral services.

All staff were given the opportunity to provide feedback on their experiences during the election period, including via an online survey tool which recorded feedback against four election outcomes and 11 election categories. The feedback was used to inform agendas and discussions for the state, territory and national post-election conferences.

The lessons learned from the election evaluation help to identify where the AEC should focus effort in order to optimise service delivery to meet both expected and unexpected challenges. The AEC has developed a strategy document, Towards the next election: priorities for action, to summarise the lessons learned during the 2010 election and priority areas for concentrated effort before the next election. Business areas are working on 11 key activities, and the Executive Management Group is closely monitoring progress to ensure that timely and high-quality solutions are developed.


Case study: Election dashboard

The AEC’s ‘election dashboard’ reporting tool was first developed for the 2007 federal election. It was inspired by a tool used by Elections Canada to inform electoral officials on whether aspects of an election were, or were not, going well. The system would signal the status of an issue using a ‘traffic light’ method: green was ‘good’; amber was ‘we need to have a look’; red was ‘we may have a problem’.

The original AEC version of the dashboard had a slightly different focus. In effect, it was a data-mining tool: it provided all the information that the Canadian system provided and, in addition, allowed the data to be ‘mined’ to produce reports and identify trends. While the data resources provided by the dashboard assisted the AEC to conduct the 2007 election and evaluate aspects of its election performance, they lacked the immediate effectiveness of the traffic light model.

The dashboard was redeveloped in advance of the 2010 federal election, to update systems and reflect lessons learned in 2007. In particular, the ‘traffic lights’ were included, so that AEC managers could quickly know what was happening, and where to look for potential problems, at any stage during the election delivery period.

A few red lights were identified in the lead-up to election day in 2010. Pre-poll voting was a good example. In previous elections, all pre-poll votes were treated as declaration votes and counted after election night. Changes to legislation in 2010 meant that pre-poll votes made by electors while in their home divisions would be treated as ordinary votes and counted on the night of the election. The dashboard identified a steep upward trend in the use of pre-poll ordinary votes, letting the AEC know that more staff would be needed to count votes on election night.

Each day, the dashboard brings in data from around 10 other systems, including the roll management system (RMANS); the general enrolment, elections support and information system (GENESIS); the escalation cell for the call centre; and polling staff recruitment and training systems. As well as making the data easier to access by pooling it in one location, the dashboard consolidates the data to produce a holistic picture.

The redeveloped dashboard used in 2010 included data that was not in the 2007 version. For example, it supplied information on issues and complaints being received via the call centre, figures on recruitment and training of polling officials, and information on any backlogs in enrolment processing. The dashboard was accessed by staff through a web-based portal and showed data, trends and graphs on chosen topics, split up by various parameters, such as geographical area. The design of the system provided an interface that was easy to use for first time and experienced users alike, according to post-election feedback.

Initially, the 2010 election dashboard was built to provide information for the Executive Management Group. Once the election was underway, the data was made available to managers through to the divisional office level. In future, the dashboard will be open to all AEC staff.

The AEC is currently evaluating the performance of the dashboard, and looking at potential areas for refinement: for example, improving the usability of the tool, or expanding it to include maps. Feedback from staff who used the dashboard in 2010 has been very positive and has confirmed its ongoing value as an election management tool.


Party registrations

Maintain the Register of Political Parties in a way that meets the requirements of the Act and assists persons in making applications for party registration.

OverviewRegistration of a political party under Part XI of the Electoral Act is not compulsory, but enables:½½ the party name or abbreviation to be printed

on the ballot papers for endorsed candidates and Senate groups,

½½ the party to nominate its candidates over the signature of its registered officer, rather than the signatures of 50 eligible electors from each electorate,

½½ a bulk nomination of a party’s endorsed House of Representatives candidates to the Australian Electoral Officer in a capital city office (instead of separate nominations to each divisional returning officer at their divisional office),

½½ parties (instead of the candidates themselves) to receive public funding in respect of their endorsed candidates who poll at least 4 per cent of votes,

½½ the AEC to identify parties required to submit annual financial disclosure returns for public inspection, and

½½ parties to receive enrolment and election information in some circumstances.

The AEC maintains the Register of Political Parties required by Part XI of the Act, including by:½½ receiving and processing applications for

registration and for changes to the details contained in the register,

½½ reviewing each party’s continuing eligibility for registration, once in the life of each parliament, and

½½ maintaining the Register of Party Agents and records of other party officials, such as secretaries and deputy registered officers.

PerformanceTable 17 summarises the AEC’s results against the performance information set out for party registrations in the 2010–11 Portfolio Budget Statements.

Applications related to party registration and change of name

Seven applications to register a political party, deregister a political party, change a registered name or seek a review of a delegate’s decision were lodged in 2010–11. This was

Table 17 Key performance results for party registrations


Party registration processed in accordance with legislation and the Party Register is updated in a timely manner.

Achieved. All applications were processed in accordance with the provisions of the Electoral Act and in a timely manner.


a decrease of 13 compared to the total lodged in 2009–10. The likely reasons for the decrease in the number of applications for new registration were:½½ the suspension of all action on applications

for party registration between the dates of the issue and the return of writs for the 2010 federal election (19 July to 17 September 2010), as required under the Act, and

½½ the reduced incentive for new parties to seek registration in the remainder of 2011–12, given that the next federal election is not scheduled to occur until 2013–14.

When writs were issued for the 2010 federal election, the AEC was processing seven applications for party registration, which could not be finalised before the election. Of those applications:½½ four had been received too late for the AEC to

do the necessary testing of the applications and permit the statutory requirements for registration to be completed before the issue of the writs, and

½½ three were incomplete, lacking either necessary signatures or adequate lists of members to confirm the parties’ eligibility for registration.

When the processing of the applications was completed, after the return of the writs, four applications were successful and three were refused because the deficiencies in the applications had not been remedied by the parties. One party has applied for review of an AEC delegate’s decision to refuse the party’s application for registration. The review is yet to be determined by the three AEC Commissioners.

On 30 June 2011, the AEC carried over two applications to register a political party, to be finalised in 2011–12. On 22 June 2011, the AEC advertised applications for registration from Country Alliance and Katter’s Australian Party. Persons or organisations who wished to object to the registration of either party had until 22 July 2011 to lodge an objection. The

AEC will consider any objections lodged and finalise the two applications in 2011–12.

The most recent regular review of the eligibility of all registered political parties to remain on the federal register commenced in August 2009 and was completed in October 2010. The AEC had carried two matters over to the 2010–11 financial year, with the following outcomes:½½ The Australian Greens – Victoria sought and

was granted voluntary deregistration.½½ The Queensland Greens had an endorsed

candidate elected at the 2010 federal election and therefore continues its registration as a parliamentary party.

The AEC will report in more detail on party registration matters between the 2007 and 2010 federal elections in its report under s.17(2) of the Act following the 2010 federal election. This report was being finalised at 30 June 2011 and will be tabled in parliament.

Applications to update party officeholder information

In 2010–11, the AEC received 18 applications to change the registered officer of a political party and processed 18. One application had been carried over from 2009–10 and one application received on 29 June 2011 was carried over to 2011–12.

The AEC also received 119 applications to change the records of other party officials, such as deputy registered officers and party secretaries. This figure includes 27 applications to change party and branch agents required for the funding and disclosure scheme, but processed and recorded as part of the party registration scheme.

The figures for 2010–11 are comparable with the 25 applications to change registered officers and 88 changes to other party officials received in 2009–10. The larger figure for other party officials is mainly a reflection of parties changing their deputy registered officers during nominations for the 2010 election.


Website

The AEC publishes on its website:½½ information from the Register of Political

Parties, including each registered party’s name and optional abbreviation, the details of the registered officer and whether the party wishes to receive election funding,

½½ the reasons for all major AEC decisions about party registration, and

½½ information and forms relating to party registration.

During 2010–11, the AEC revised the Party registration guide and the forms available for applying for party registration, appointing party officials or changing a party’s recorded details. The revisions make the information clearer and help participants to provide complete applications.


Funding and disclosure services

Deliver transparency and accountability in the sources of political funding in Australia and the expenditure of those participants involved in the political process at the federal level. A range of products have been produced, and will continue to be maintained, that are designed to assist persons with reporting obligations to lodge accurate and timely returns in accordance with the requirements of the Act.

OverviewAs required by the Electoral Act, the AEC pays public funding entitlements to participants in proportion to the number of first preference votes gained by candidates at each federal election or by election.

The Act requires political parties, their associated entities, donors, third parties that incur political expenditure and candidates who contest federal elections to lodge financial disclosure returns with the AEC. The AEC produces return forms and guides for these clients, to enable them to report relevant financial transactions as required by the Act. The returns are published on the AEC website, which provides a tool to assist members of the public to access the returns and analyse the information.

The AEC is empowered to ensure that returns lodged by registered political parties, their state and territory branches and associated entities comply with the provisions of the Act. The AEC does this by reviewing a sample of the returns lodged each year. Where errors or omissions are identified in the course of these compliance reviews, the AEC seeks amendments to correct the public record.

In addition, the AEC has broader powers to investigate possible breaches of the disclosure provisions. The AEC makes preliminary

assessments of possible breaches, including allegations made to the AEC or raised in the media or parliament, to determine whether there is sufficient evidence to enable it to use its formal investigative powers. During a preliminary assessment, the AEC also makes a judgment as to whether the potential breach may compromise public disclosure to a sufficient degree to justify diverting resources to conduct an investigation.

PerformanceTable 18 summarises the AEC’s results against the performance information set out for funding and disclosure services in the 2010–11 Portfolio Budget Statements.

Election funding

For the 2010 federal election, funding was paid at the rate of 231.191 cents for each vote received for those candidates and Senate groups that received at least 4 per cent of the formal first preference vote in the election contested.

The Act requires that election funding entitlements be calculated on the basis of votes counted as at the twentieth day after polling day, with at least 95 per cent of those entitlements paid as soon as possible.


The balances of entitlements are required to be paid when the counting of votes is finalised.

For the 2010 federal election, the AEC approved and processed the initial payments of election funding on 13 September 2011. In most cases, the payment was 99 per cent of the entitlement as at the twentieth day after polling day. Of a total of $53 163 385.36 in election funding, $52 411 291.12 was paid in the initial payments, and $752 094.24 was paid upon the completion of the vote count.

After election funding had been finalised, the AEC obtained approval from the Special Minister of State to make payments in lieu of entitlements under the Scheme for Compensation for Detriment caused by Defective Administration, due to mishandling

by polling officials. The payments were based on the amount that would have accrued had ballot papers not been eliminated from the vote counts in two pre-poll voting offices in Queensland and one in South Australia. From a survey of those excluded ballot papers, formal first preference votes were identified and added to the totals for all candidates and Senate groups contesting those elections. Had they been included in the count, the additional votes would not have resulted in any change to who would have qualified for election funding, but would have resulted in additional payments. These payments, as detailed in Table 19, were finalised in June 2011.

Table 19 Payments in lieu of election funding entitlements, for House of Representatives and Senate votes that were excluded from the count because of mishandling by officials, for the 2010 federal election

Additional votes

Additional payment ($)

Australian Greens SA 690 1 595.22

Australian Labor Party 2 970 6 866.37

Family First Party 157 362.97

Liberal Party of Australia 3 812 8 813.00

Queensland Greens 33 76.29

Total 7 662 17 713.85

Note: Payments were calculated at the rate of 231.19 cents per vote, the rate applied to votes that were counted in the election.

Table 18 Key performance results for funding and disclosure services


Election funding calculated and paid in accordance with the legislation.

Achieved: 99% of entitlements for the 2010 federal election were paid in the fourth week after polling day; the balance was paid upon the completion of the vote count.

Financial disclosures obtained and placed on the public record in accordance with legislated timeframes.

Achieved: Financial disclosure returns for 2009–10 were published on the AEC website on 1 February 2011. Financial disclosure returns for the 2010 federal election were published on the AEC website on 7 February 2011.


Financial disclosure returns

During 2010–11, 1 706 financial disclosure returns were lodged: 478 annual financial disclosure returns and 17 amendments covering the 2009–10 financial year and 1 211 election financial disclosure returns from the 2010 federal election.

A major advance in 2010–11 was the development and launch of the online eReturns facility, which allows clients who are required to lodge financial disclosure returns to complete the details for their returns through a secure website. When the clients are satisfied with the details, they can electronically sign the return. The eReturns facility then completes the return, lodges it with the AEC server and emails a copy of the return to the client.

As well as being convenient for clients, eReturns assists AEC staff by reducing the workload and scope for error associated with re-keying data. The AEC has commenced discussions with states and territories which also have financial disclosure requirements to see whether joint use of the eReturns facility would be of benefit to them.

The numbers of returns lodged are summarised in Table 20 and Table 21.

Compliance reviews

Under s.316(2A) of the Act, the AEC has the power to conduct investigations into the compliance of disclosures made on behalf of registered political parties, their state and

Table 20 Annual financial disclosure returns lodged, 2008–09 to 2010–11

2008–09a 2009–10 2010–11

Returns lodged by:

½½ political parties 73 74 62

½½ associated entities 238 199 190

½½ donors 399 254 192

½½ third partiesb 75 37 34

Total returns lodged 785 564 478

Total amendments to returns 89 46 17

a The peak in activity associated with the November 2007 federal election is reflected in the results for 2008–09. For the July 2010 federal election, the peak will show in the results for 2011–12.

b ‘Third parties’ are people or organisations, other than political parties or candidates, who incurred political expenditure.

Table 21 Election financial disclosure returns for a federal election, 2007 and 2010

2007 2010

Returns lodged by:

½½ candidates 1 399 1 184

½½ Senate groups 23 20

½½ donors 5 7

Total returns lodged 1 427 1 211


territory branches and associated entities. The AEC undertakes a cycle of compliance reviews of disclosure returns lodged for political parties and associated entities over a three-year cycle equivalent to the electoral cycle.

The program of coverage seeks to review at least one disclosure return lodged by each registered political party and each state branch of a political party during that three-year cycle. When a review is conducted of a political party’s disclosure return, the returns of the associated entities linked to that party are also reviewed. Where discrepancies are identified in the disclosures reviewed, the AEC seeks amendments to be made to the relevant annual returns.

In 2010–11, the AEC completed compliance reviews of 63 political parties and associated entities.


Fee-for-service

Successfully deliver elections and ballots for authorities and organisations on a full cost recovery basis in accordance with the AEC’s minimum standards.

Deliver effective assistance with the conduct of state, territory and local government elections where requested by the relevant electoral body.

Deliver an increasing number of elections and ballots each year for authorities and organisations that have accepted a quote for service.

OverviewOn a fee-for-service basis, the AEC:½½ conducts enterprise agreement ballots, yes/

no ballots, referendums, plebiscites and elections to office, and

½½ assists state and territory electoral bodies to conduct state, territory and local government elections, by supplying electoral roll products, staffing and facilities as requested.

PerformanceTable 22 summarises the AEC’s results against the performance information set out for fee-for-service activities in the 2010–11 Portfolio Budget Statements.

Fee-for-service elections

In 2010–11, the AEC conducted 162 fee-for-service elections and ballots, comprising 27 elections to office, 119 enterprise agreement ballots and 16 other ballots. Details of these events are provided in Appendix I.

Table 22 Key performance results for fee-for-service


Fee-for-service elections are successfully delivered, as required, on a full cost recovery basis.

The AEC complied with all relevant legislative requirements, internal policies and organisational rules to conduct fee-for-service elections on a full cost recovery basis.

Effective assistance is provided with the conduct of state, territory and local government elections where requested by the relevant electoral body.

The AEC provided skilled and trained staff and resources to successfully conduct government elections.

State, local government stakeholders and fee-for-service clients are fully satisfied with the services provided.

The AEC received positive feedback on the conduct of fee-for-service elections from stakeholders.

Year on year increase in the number of ballots delivered.

The number of ballots delivered was 162, an increase compared to 122 in 2009–10.


As Figure 9 shows, the demand for fee-for-service elections and ballots has increased significantly over the past five years. In 2010–11, demand for fee-for-service elections increased by approximately 33 per cent, reaching a new high for fee-for-service elections conducted by the AEC.

There were noticeable increases in the number of fee-for-service elections conducted in New South Wales (45 per cent), Victoria (21 per cent) and Tasmania (113 per cent). Other states and territories performed well; most recorded small increases.

In 2010–11, the AEC conducted fee-for-service elections and ballots for clients from the public and private sectors, including government agencies; organisations from the manufacturing, health and finance sectors; and clubs and associations.

Clients indicated their satisfaction verbally, by email and via a survey designed to capture client feedback on the fee-for-service program. The feedback survey was introduced in February 2011, and 19 voluntary responses were received from clients. All respondents indicated their satisfaction with the AEC’s communications, support and professionalism in conducting elections and ballots.

The AEC’s fee-for-service activities are promoted and made readily accessible to potential clients through the AEC website and the ‘conductmyelection’ e-mailbox. In 2010–11, the AEC received 91 fee-for-service online enquiries; approximately 30 per cent of those enquiries resulted in elections or ballots.

In 2010–11, the AEC continued its investigations into the development of an e-voting product that can be integrated with existing software used for fee-for-service elections. Further research will be undertaken in 2011–12 with the intention of making a reliable and economical product available for potential fee-for-service clients. Availability of an e-voting product will also provide the opportunity for new marketing activities, as the AEC will be able to offer a range of voting options, including postal, attendance and e-voting, to organisations in the public and private sectors.

Assistance with state, territory and local government elections

Table 23 summarises the AEC’s contribution to the conduct of state, territory and local government elections in 2010–11.

Figure 9 Trends in fee-for-service elections and ballots conducted each year, 2006–07 to 2010–11

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80

100

120

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2010–112009–102008–092007–082006–07

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Table 23 AEC assistance with state, territory and local government elections, 2010–11

State/territory AEC role

New South Wales Assistance with the close of rolls for the state election.

Victoria Assistance with the close of rolls for:½½ the state election ½½ the Broadmeadows district state by-election½½ five local government area by-elections½½ five liquor licensing polls.

Queensland Assistance with the close of rolls for 10 local government by-elections and one close of rolls for the Queensland state post-election reference roll.

Western Australia No involvement.

South Australia Assistance with the close of rolls for local government elections involving 67 councils.

Tasmania Assistance with the close of rolls, provision of returning officers and management of nominations, voting and counting for elections in the Legislative Council divisions of Derwent, Launceston, Rumney and Murchison. Murchison was an uncontested election.

Australian Capital Territory No involvement.

Northern Territory Assistance with the close of rolls for one Legislative Assembly and 13 local government by-elections.

Involvement with the Northern Territory Electoral Commission’s mobile polling program.


Industrial elections, Protected Action Ballots and Torres Strait Regional Authority elections

Conduct industrial elections in a timely and transparent manner that meets the requirements of the Fair Work (Registered Organisations) Act 2009 and each organisation’s rules.

Protected Actions Ballots (PABs) will be conducted in line with the Fair Work Act 2009 and the Australian Industrial Relations Commission (AIRC) orders.

Deliver a range of products and services to support the successful conduct of Torres Strait Regional Authority elections.

Deliver the election time specific services.

OverviewThe AEC’s statutory responsibilities include the conduct of:½½ industrial elections for organisations

registered under the Fair Work (Registered Organisations) Act 2009,

½½ protected action ballots under the Fair Work Act 2009, pursuant to orders issued by Fair Work Australia, and

½½ officeholder and ward elections for the Torres Strait Regional Authority (TSRA).

Under the Fair Work (Registered Organisations) Act 2009, the AEC is responsible for the conduct of industrial elections for officeholders for employee and employer organisations registered under the Act. Each election is conducted in accordance with the legislative requirements of the Act, and the specific rules of the individual organisation. After each election, the AEC provides a report to Fair Work Australia and the relevant organisation.

The report includes details of rules that were difficult to administer or need to be reviewed, and the results of investigations undertaken by the AEC in response to any complaints or alleged irregularities.

Protected action ballots (PABs) are conducted under the provisions of the Fair Work Act 2009. A bargaining representative for an enterprise agreement may apply to Fair Work Australia seeking a ballot order for a PAB. The object of PABs is to establish a transparent process that enables eligible employees to choose, by means of a secret ballot, whether to support the taking of industrial action. The AEC conducts the ballots in accordance with orders issued by Fair Work Australia. At the completion of each ballot, the AEC provides the declaration of results to Fair Work Australia, the applicant and the employer. If there are any complaints or irregularities, the AEC also provides to Fair Work Australia a post-ballot report outlining the details.


The AEC conducts officeholder and ward elections for the TSRA under the Aboriginal and Torres Strait Islander Act 2005.

PerformanceTable 24 summarises the AEC’s results against the performance information set out for industrial elections, PABs and TSRA elections in the 2010–11 Portfolio Budget Statements.

Industrial elections and protected action ballots

In 2010–11, the AEC:½½ conducted 277 industrial elections

for registered employer and employee organisations,

½½ conducted 570 PABs pursuant to orders made by Fair Work Australia,

½½ provided 202 reports to stakeholders after industrial elections, and

½½ produced 10 post-ballot reports relating to PABs.

Figure 10 and Figure 11 show the trends in demand for these types of elections over the past five years.

No significant complaints were received alleging irregularities during 2010–11.

Two industrial elections conducted by the AEC were challenged in court.½½ In the first matter, the applicant claimed that

there were irregularities relating to the non-receipt of ballot material by a small number of members. The court determined that even if any of the alleged irregularities could be established they could not have affected the result of the election, and concluded that the inquiry was terminated.

½½ In the second matter, a candidate lodged an application for an election inquiry challenging the eligibility of the only other candidate for the same position, based upon entitlement to membership of the organisation. The court determined that although no irregularity had occurred in the election the candidate was not entitled to contest the election. The applicant was declared by the AEC to be elected to the office.

The AEC received 110 applications for PABs during the 2010 federal election period (19 July to 24 September 2010). See Appendix I for more details of the industrial elections and PABs conducted in 2010–11.

Table 24 Key performance results for industrial elections, protected action ballots and Torres Strait Regional Authority elections


Industrial elections, PABs and TSRA elections are delivered in accordance with relevant legislation.

All industrial elections were conducted in accordance with the Fair Work (Registered Organisations) Act 2009 and the rules of the relevant organisations.

All PABs were completed in accordance with the Fair Work Act 2009.

There were no TSRA elections during 2010–11.

All election tasks are carried out in accordance with legislated timeframes.

All PABs were completed in accordance with the timetables set by the AEC to comply with the closing dates determined by Fair Work Australia.

PAB = protected action ballot; TSRA = Torres Strait Regional Authority.


Torres Strait Regional Authority elections

The Torres Strait Regional Authority is an Australian Government authority. Its governing board consists of at least 20 elected members who are living in the Torres Strait region. Board elections take place once every four years; in 2010–11, there was no Torres Strait Regional Authority election activity.

Figure 10 Trends in demand for industrial elections, 2006–07 to 2010–11

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2010–11 2009–10 2008–092007–082006–07

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Figure 11 Trends in demand for protected action ballots, 2006–07 to 2010–11


Advice and assistance in overseas elections

Provide, in cases approved by the Minister for Foreign Affairs, advice and assistance in matters relating to elections and referendums to authorities of foreign countries or to foreign organisations. As part of this process, capacity building materials will be developed.

OverviewIn cases approved by the Minister for Foreign Affairs, the AEC provides assistance to authorities of foreign countries or to foreign organisations in matters relating to elections and referendums. The AEC assistance may include the secondment of personnel and the supply or loan of materiel.

This work involves the development and implementation of the Building Resources in Democracy, Governance and Elections capacity development curriculum; provision of electoral advice and assistance in the Asia–Pacific region; secondments; observer missions; participation in international forums; delegations and working parties; and cooperation with other Australian Government agencies.

PerformanceTable 25 summarises the AEC’s results against the performance information set out for advice and assistance in overseas elections in the 2010–11 Portfolio Budget Statements.

BRIDGE

Building Resources in Democracy, Governance and Elections (BRIDGE) is a professional development program that provides a high-quality education package to build the capacity of electoral administrators. Founded in 2002, BRIDGE is an international collaboration between the AEC; the United Nations Electoral Assistance Division; the United Nations Development Programme; the International Institute for Democracy and Electoral Assistance; and the International Foundation for Electoral Systems.

BRIDGE workshops have been conducted in 80 countries for approximately 9 900 participants since its commencement. In 2010–11,

Table 25 Key performance results for advice and assistance in overseas elections


International assistance by the AEC meets the goals specified for individual projects undertaken, with stakeholders fully satisfied with the services provided.

All specified goals were met. Feedback from stakeholders on the way the AEC meets its commitments was extremely positive.


83 BRIDGE events were conducted successfully in 36 countries with AEC coordination and support.

Democracy and Governance BRIDGE (DG BRIDGE) is an initiative by the AEC, primarily funded by AusAID, to meet an identified need to build on the BRIDGE curriculum by discussing broader democracy issues in more detail. Having been successfully piloted in Vanuatu and Bhutan in 2009, DG BRIDGE was also piloted in Indonesia and Jordan in 2010 and Nepal and Kenya in 2011. The pilots are in preparation for the rollout of a much-expanded program in future years.

Advice and assistance in the Asia–Pacific region

The AEC continues to host the secretariat for the Pacific Islands, Australia and New

Zealand Electoral Administrators’ Network (PIANZEA). The network was established in 1997 to facilitate links between the election management bodies in the Asia–Pacific region. The member countries are Australia, the Cook Islands, Federated States of Micronesia, Kiribati, the Marshall Islands, Nauru, New Zealand, Niue, Palau, Papua New Guinea, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu and Vanuatu; East Timor and the University of the South Pacific are associate members.

The AEC also provides targeted advice and assistance to countries in the region, with direct or indirect funding support from AusAID. Table 26 provides an overview of this work in 2010–11.

Table 26 AEC activities in the Asia–Pacific region, 2010–11

Country Activities

Bhutan The AEC is supporting the Election Commission of Bhutan in developing its capacity to use BRIDGE and to deal with redistributions. The AEC conducted a BRIDGE program for officials of the Election Commission in June 2011. It is planned that approximately 60 officials will be trained each year, and a pool of 20 accredited and experienced BRIDGE facilitators will be trained and mentored over the next three years.

East Timor The AEC is helping to build electoral capacity in East Timor in preparation for the presidential and parliamentary elections due to occur in 2012. In 2010–11, the AEC conducted a series of BRIDGE activities to increase public understanding of, and support for, electoral processes. Assistance is being provided primarily by delivering BRIDGE modules to and through the National Elections Commission in East Timor, along with clear efforts to engage with civil society bodies.

Indonesia AusAID funds an AEC office in Jakarta that is staffed by an AEC director and 12 locally engaged staff.

The AEC is working closely with the Indonesian Electoral Commission (the Komisi Pemilihan Umum or KPU) to produce 23 procedure manuals in preparation for elections to be held in 2014, and to improve the capacity of the KPU to apply consistent policies and procedures throughout 33 provinces across Indonesia. In 2010 the AEC completed six manuals that were used in local elections.

The AEC is also conducting other activities to build capacity in the KPU, including mock elections, BRIDGE training, and a work placement program that places KPU officers in AEC offices both in Jakarta and in Australia.


Country Activities

Kiribati, Palau For more than 10 years, AusAID has funded the AEC to develop and deploy a generic voter registration system to assist electoral management bodies in the Pacific region to analyse and report on electoral rolls. Recently the system underwent a major redevelopment and was implemented for Kiribati and Palau.

Nepal In collaboration with the United Nations Development Programme, the AEC is assisting the Election Commission of Nepal to establish an electoral education centre in Kathmandu.

Pacific Islands, Australia and New Zealand Electoral Administrators’ Network members

Under AusAID’s Pacific Governance Support Program and Pacific Public Sector Linkages Program, the AEC undertakes a range of activities, including BRIDGE workshops, work placements, visitor programs and assistance with the computerisation of electoral rolls.

Papua New Guinea The AEC has been providing strong support for the Papua New Guinea Electoral Commission (PNGEC) since 1998. The arrangement directly between the AEC and the PNGEC encompasses activities such as delivering BRIDGE modules, hosting work placements in the AEC and sponsoring the attendance of PNGEC officers at international visitor programs hosted by the AEC. The AEC is also represented on the board of the separate, but related, Electoral Support Program.

Papua New Guinea, Solomon Islands, Vanuatu

The AEC hosts the Melanesian Voter Registration Working Party, which first met in March 2008 to discuss common issues in voter registration. Since then, it has met regularly to exchange ideas and work on creating Melanesian solutions to their own issues. The group has successfully introduced legislation into national parliaments to have electoral laws amended; rewritten procedures; and proposed changes to make voter registration easier for both electoral authorities and electors.

Solomon Islands AusAID’s Electoral System Strengthening Program is involved in supporting the Solomon Islands Electoral Commission and in disbursing funds to civil society organisations with the aim of strengthening the underlying electoral environment. The AEC is not directly involved in the delivery of the program, but is represented on its Program Management Committee and Program Advisory Group.

Tonga In the run up to the Tongan election of November 2010, two AEC advisers assisted the Tongan Electoral Commission in a range of areas, including the development of procedures, a polling officials’ manual, a candidate booklet and a training package for polling staff. At election time, three AEC advisers were deployed to provide support for the work of returning officers in Tongatapu, Vava’u and Ha’apai.

BRIDGE = Building Resources in Democracy, Governance and Elections.

International visitor programs

At the 2010 federal election, the AEC hosted the Election Visitor Program as part of a commitment to encourage communication and cooperation with international electoral bodies. The objectives of the program were to:

½½ provide electoral knowledge to overseas visitors,

½½ enhance networking and promote the exchange of ideas,

½½ provide opportunities for overseas counterparts to observe Australian electoral events,


½½ encourage good governance in line with Australia’s foreign policy objectives, and

½½ provide a forum to showcase the AEC as a professional electoral body.

The program hosted a diverse group of international participants from Bangladesh, Bhutan, Canada, East Timor, Hong Kong, Indonesia, Jamaica, Japan, Kenya, Malaysia, Nepal, New Zealand, Papua New Guinea, the Republic of Korea, South Africa, Sri Lanka, St Vincent and the Grenadines, Thailand and Zambia. Participants viewed the National Tally Room, the Virtual Tally Room and call centre operations, and attended polling places and had briefings from senior AEC staff on a range of election processes.

From 21 February 2011 to 4 March 2011, the AEC hosted a study tour of eight delegates from the Iraq Electoral Commission to enable the Iraq Electoral Commission and the AEC to exchange electoral knowledge, particularly in the area of voter registration. The study tour was funded by the United Nations Development Programme, and the participants included the Chief Electoral Officer for Iraq and two commissioners.

International forums and delegations

The AEC participated in the following international forums and overseas delegations in 2010–11:½½ In July 2010, three AEC officers participated

in the Election Visits Programme under the auspices of the Bali Democracy Forum on the Occasion of the Election of the House of Councillors in Japan.

½½ The AEC is a member of the steering committee for the Commonwealth Network of National Election Management Bodies. An AEC officer attended a meeting of the committee, hosted by the Commonwealth Secretariat, in the United Kingdom, in July 2010.

½½ In October 2010, two AEC officers took part in the Korean National Election Commission’s

by-election observer group in the Republic of Korea.

½½ In November 2010, an AEC officer participated as a member of the Australian election observer delegation to the national elections in Tonga.

½½ In January 2011, the Electoral Commissioner attended the inaugural meeting of the Advisory Group to the Global Commission on Protecting and Promoting the Integrity of Democracy, in Sweden. The group is a joint initiative of the International Institute for Democracy and Electoral Assistance and the Kofi Annan Foundation.

½½ In February 2011, an AEC First Assistant Commissioner took part in the Commonwealth Secretariat Observer Group to the Ugandan presidential and parliamentary elections.

½½ In March 2011, the Deputy Electoral Commissioner and the Assistant Commissioner, Strategic Capability, attended the Global Electoral Organization Conference in Botswana.

½½ In June 2011, the Deputy Electoral Commissioner attended a meeting of BRIDGE partners in Hungary.

Also in June 2011, the AEC hosted the Four Countries Conference in Canberra, as described in a case study on page 77. This was the third such meeting between electoral management bodies from Australia, Canada, New Zealand and the United Kingdom to discuss emerging issues in the electoral field and share recent experiences.

Cooperation with Australian Government agencies

The AEC works in close cooperation with AusAID (pursuant to the strategic partnership agreement between the two organisations) and the Department of Foreign Affairs and Trade. Particular assistance was given to AusAID in 2010–11 in advising on the recruitment of electoral experts to serve with the Australian Civilian Corps.


Case study: Four Countries Conference

The AEC hosted the Four Countries Conference from 8–10 June 2011. The conference provided a forum for electoral administrators from four countries with similar, well-established parliamentary democracies – Australia, Canada, New Zealand and the United Kingdom – to compare experiences and exchange ideas on electoral developments and other issues of common interest.

The 2011 conference was the third meeting of the four countries; previous meetings took place in Canada and the United Kingdom. The theme of the conference was ‘The look of future electoral processes’.

The conference comprised a series of presentations and roundtable discussions, including:½½ a presentation on Indigenous electoral participation by the Director of the AEC’s Indigenous

Electoral Participation Program,½½ a presentation on the management of new technologies by the Chief Electoral Officer of

Canada,½½ a joint presentation on the role of electoral research by a First Assistant Commissioner of the

AEC and the Chair of the AEC Commissioner’s Advisory Board on Electoral Research,½½ a presentation on the newly established Global Commission on Elections, Democracy and

Security by the Director for Asia–Pacific at the International Institute for Democracy and Electoral Assistance (International IDEA), and

½½ a presentation by the Chief Executive Officer and the Chair of the Electoral Commission of the United Kingdom on the work that has been done in that country to tighten up electoral processes and provide accurate information to address voter concerns about a perceived problem of electoral fraud.

In addition, the delegates visited the Museum of Australian Democracy at Old Parliament House and the AEC’s National Electoral Education Centre. The official conference dinner was attended by the delegates and the AEC Executive along with the Special Minister of State and members of the Joint Standing Committee on Electoral Matters, Mr Daryl Melham MP (Chair) and the Hon Bronwyn Bishop MP.

The next meeting is scheduled to be held in 2013 in New Zealand.

The AEC also seeks to support the Australian Defence Force in its training of officers to work in post-conflict environments. In July 2010, an AEC officer gave a presentation to the Australian Defence College’s Centre for Defence and Strategic Studies. In September 2010, an AEC officer gave a presentation to the Australian Defence Force Peace Operations Training Centre’s United Nations Military Observers

Course. In November 2010, the AEC provided two officers to support the conduct of the Australian Defence College’s Exercise Excalibur.

PROGRAM 1.3: EDUCATION AND COMMUNICATIONInformed Australians through the provision of information services on electoral matters




StructureIn 2010–11, Program 1.3 comprised three deliverables, as shown in Table 27.

PerformanceNew initiatives among the AEC’s education and communications activities in 2010–11 included:½½ the AEC’s first targeted digital advertising

campaign,½½ a redeveloped Internet home page with entry

points and customised information for the needs of various users,

½½ a pilot of the conduct of ‘parallel elections’ in two secondary schools, and

½½ a pilot program of workshops for culturally and linguistically diverse (CALD) groups in the 10 electorates that had high rates of informal voting at the 2007 federal election.

The bulk of the AEC’s communication activities related to the 2010 federal election. The main elements were the election time advertising campaign, media and public relations activities, the website (including the Virtual Tally Room), and call centre and email information services.

The AEC also delivered ongoing activities such as the School and Community Visits Program, the National Electoral Education Centre, public enquiry services and information materials. Support was also given to reinforcing the AEC’s enrolment messages, for example through the enhancement of Continuous Roll Update letters and the delivery of documents under the communications framework to encourage people to enrol or update their enrolment address details when moving house (discussed in more detail in the report on performance for Program 1.1).

Table 27 Objective and deliverables of Program 1.3

Objective Informed Australians through the provision of information services on electoral matters

Deliverables Electoral education Communication strategies and services

Community strategies

Continue to deliver a variety of electoral education services.

Greater use of online technology to deliver supporting resource material.

Collaborate and partner with other government and non-government instrumentalities in the delivery of quality civics education.

Develop the AEC’s communication strategy to support its conduct of the next federal election.

Make greater use of contemporary technology to deliver modern products and services in line with community preferences for more online services.

Implementation of the Indigenous Electoral Participation Program.

Performance report Pages 82–87 Pages 88–94 Pages 95–99


OutlookTo support Program 1.3 in 2011–12, the AEC will continue to deliver education activities through the National Electoral Education Centre and Your Vote Counts teacher development program, and to develop new education materials.

Planned work includes changing the focus of the School and Community Visits Program, to deliver:½½ authentic elections in schools, for example

through the conduct of student representative council elections – this will incorporate strategies to develop skills within schools so that schools can independently conduct authentic elections; and

½½ tailored community education workshops, to address high rates of informal voting in CALD communities.

The AEC will also:½½ develop learning modules for teachers

rolling out the national curriculum in history, focusing on electoral history,

½½ develop and deliver a program of activities to commemorate the 100th anniversary of the introduction of compulsory enrolment and the fiftieth anniversary of the entitlement of all Indigenous Australians to enrol to vote at federal elections and referendums, and

½½ maintain capacity of communication services in preparation for federal elections and referendums.


Electoral education

Continue to deliver a variety of electoral education services.

Greater use of online technology to deliver supporting resource material.

Collaborate and partner with other government and non government instrumentalities in the delivery of quality civics education.

OverviewThe AEC’s electoral education program aims to raise the level of participation in electoral events among members of the Australian community through various programs, workshops and education sessions.

While the AEC considers all electors and future electors to be part of its audience, the electoral education program targets two sectors of the community that have the lowest rates of participation in elections:½½ young people – because research shows that

early experience of sound electoral processes helps young people to form the ‘voting habit’, the AEC focuses on educating and engaging the interest of primary and secondary school students; and

½½ people from culturally and linguistically diverse backgrounds – because electorates with a large proportion of electors from such backgrounds tend to have high rates of informal voting, the AEC helps such voters to understand the mechanisms of voting and the importance of making their votes count.

PerformanceTable 28 summarises the AEC’s results against performance information set out for electoral education in the 2010–11 Portfolio Budget Statements.

National Electoral Education Centre

School students, new citizens and community groups visit the National Electoral Education Centre (NEEC) in Canberra. By participating in a simulated election or referendum, visitors gain experience of voting and learn about the electoral process, the concept of democracy, and the history of Australia’s federal system of representative government. The AEC’s website provides a range of resources for follow-up learning.

The NEEC operated at full capacity during most of 2010–11. Demand exceeded the AEC’s ability to supply sessions.

Feedback from NEEC visitors in 2010–11 was very positive. The NEEC ranked highly in a comparison of visiting school groups’ experiences of educational attractions in the Australian Capital Territory and surrounding region, as detailed in a case study on page 99.

Figure 12 shows trends in visitor numbers over the past 10 years, while Table 29 provides details of the numbers for the past three years.


Table 28 Key performance results for electoral education


78 000 visitors to National Electoral Education Centre (NEEC) per annum.

87 245 visitors attended sessions at the NEEC.

2 000 NEEC sessions delivered per annum. 2 463 sessions were delivered at the NEEC.

100 000 participants in AEC education outreach services.

102 894 school and community members participated in outreach programs.

1 200 participants in teacher professional development sessions.

2 678 students from 17 universities participated in teacher professional development sessions.

New service delivery options, including partnerships that promote public awareness of electoral matters.

Two new programs were trialled: parallel elections for high school students and formality workshops for CALD communities.

New online education resource material that responds to curriculum needs.

The procurement process to develop online learning modules related to the national history curriculum was completed.

Participant feedback indicates 90% satisfaction with AEC education services.

More than 98% of participants are satisfied with NEEC programs.

More than 98% of participants are satisfied with professional development sessions.

85% of participants are satisfied with education sessions delivered by AEC staff in schools.

CALD = culturally and linguistically diverse.

Figure 12 Trends in National Electoral Education Centre visitor numbers, 2001–02 to 2010–11

55 000

60 000

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80 000

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95 000

2010

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Table 29 Visitors to the National Electoral Education Centre, 2008–09 to 2010–11

Visitor group No. of visitors No. of sessions

2008–09 2009–10 2010–11 2008–09 2009–10 2010–11

Primary students 67 002 72 602 71 459 2 059 2 159 2 147

Junior secondary students

4 602 6 108 5 294 156 203 187

Senior secondary students

3 862 3 764 2 648 139 132 101

Adult participants 214 253 315 17 21 28

Accompanying adults 6 951 7 403 7 429 – – –

Total 82 631 90 130 87 145 2 371 2 515 2 463

Education outreach services

For those who cannot make it to the NEEC, the AEC provides education in schools and tertiary institutions, to community groups, and by taking part in community events.

A major component of the AEC’s outreach services is the School and Community Visits Program (SCVP). During 2010–11, outreach activities under the SCVP reached 104 541 participants. The number decreased by 54.06 per cent, from 227 567 in 2009–10, because for a portion of the year AEC staff were focused on conducting the 2010 federal election.

Parallel election pilot

Immediately prior to the 2010 federal election, the AEC piloted ‘parallel elections’ in two secondary schools: St Mary Mackillop College, Canberra, and St Aidan’s Anglican Girls’ School, Brisbane. As described in the following case study on page 86, a parallel election replicates a real election, with the students voting for the candidates who are contesting the actual election in the electorate in which the school is located. The pilot was based on research showing that students who ‘practise’ voting in their formative years are more likely to engage in elections as adults.

Participating students approached the activity with interest and maturity and enthusiastically took on the roles of electoral officials and voters. Feedback from participating students and teachers was positive, and many lessons were learned from the pilot. The pilot will inform the AEC’s national education policy for schools and community groups.

Formal voting workshops

The AEC conducted a pilot program of workshops for culturally and linguistically diverse (CALD) groups in electorates that had high rates of informal voting at the 2007 federal election, to increase knowledge of the importance of casting a formal vote. The workshops were held in 10 electorates in western Sydney.

Consultants were engaged to provide access to the network of established CALD community groups and to presenters fluent in community languages, as well as venues for the workshops. The AEC planned the session content, provided resources for the workshops and trained the presenters. AEC staff provided ‘technical’ advice in most sessions. Overall, 1 772 CALD community members participated in 90 workshops for 13 main language groups, including Arabic, Cantonese, Greek and Vietnamese.


The program was well attended. Feedback was positive and showed that participants felt the program was educative and worthwhile. Demand for the workshops far exceeded expectations and could not be met.

A new program to address the high rate of informal voting in CALD communities will be developed, drawing on useful learnings from the 2010 pilot program.

Teacher professional development sessions

The AEC provides resources for teachers to use in delivering civics education in schools or tertiary institutions. This includes:½½ responding to requests for printed product

made via a dedicated AEC email information service (450 requests were received in 2010–11),

½½ making materials available for download from the education section of the AEC website, and

½½ maintaining a subscriber list for teachers and educators, to disseminate AEC publications and provide information about AEC initiatives in electoral education.

The Your Vote Counts program aims to equip pre-service teachers with the knowledge and skill to deliver civics education to their classes. During 2010–11, 2 678 tertiary students took part in Your Vote Counts sessions, an 85.3 per cent increase from 1 445 in 2009–10. The rise can be explained by increases in both the number of tertiary institutions visited and the numbers of students enrolled in education courses in those institutions.

Participants in 2010–11 benefitted from improvements to workshops and content that were made in response to previous participants’ feedback. Participants were encouraged to evaluate Your Vote Counts sessions. Of those

who provided feedback, 98.0 per cent stated that they were satisfied with the program’s curriculum relevance, and the same proportion indicated satisfaction with the session overall.

Education sector activities

The AEC continued to contribute to the national agenda for civics education, through the Australian Curriculum, Assessment and Reporting Authority (ACARA). ACARA was established in 2008 to develop and administer a national school curriculum. The AEC aims to help shape the future of civics education through its ongoing interaction with ACARA and reviews of ACARA activities.

The AEC is a founding member of the newly created National Capital Civics Education Group (NCCEG), which had its inaugural meeting on 4 February 2011. The National Archives of Australia, National Portrait Gallery, Museum of Australian Democracy, High Court of Australia, National Capital Authority and National Capital Education Tourism Project are also members.

The NCCEG’s purpose is to share ideas and information, and to collaborate on projects that capitalise on the many connections between member agencies and their stories, to enhance the civics education experience for visitors, including school students, family groups and adults.

Current projects of the NCCEG include the development of a walking tour, based on new technologies, to link the various attractions in the parliamentary triangle. The AEC is driving an NCCEG working group to make submissions to ACARA to contribute to the shaping of the new national civics and citizenship curriculum.

The AEC also helped to facilitate the annual schools constitutional conventions held at state and national levels in 2010–11.


Case study: Parallel elections

Research, including the AEC’s Mobilise the franchise report, indicates that people who practise voting while they are young are more likely to be active voters as adults. In several countries with parliamentary democracies similar to Australia’s, such as Canada, New Zealand and the United States, this knowledge has informed the development of ‘parallel elections’ as an educational tool for high school students.

Parallel elections are run in conjunction with actual elections (federal, state or local). The voting is usually held around a week before the actual electoral event.

A suitable place in the school is converted into a polling place, with voting screens, issuing tables, signage and a ballot box. The school roll is printed to resemble a certified list, and realistic ballot papers are prepared, listing the candidates for the electorate in which the school is located.

On polling day for the school, the activity within the venue closely resembles that in an actual polling place. Student volunteers are trained as polling officials and wear badges and bibs to identify their roles. Appointed queue controllers ensure that the process is orderly as student voters line up at the issuing tables, and a ballot box guard is in attendance.

Once the voting is complete, the ballot box is sealed and secured until the scrutiny takes place. Due to sensitivities surrounding release of results prior to the actual election, the scrutiny is best conducted soon after the real event. Student polling officials conduct the scrutiny, under the supervision of electoral officers, who then compile the results and draw up a comparison between the results of the parallel election and the actual result in that electorate.

During the 2010 federal election, the AEC conducted a pilot to test the potential benefits of ‘parallel elections’ in Australia. Because preparation time was limited, only two schools were selected to take part: St Aidan’s Anglican Girls’ School in Brisbane (Division of Moreton) and St Mary Mackillop College in Canberra (Division of Canberra).

The pilot exercise was well supported by teachers and students at both schools. Students were enthusiastic about taking on


the roles of polling officials, and voter turnout was strong:½½ At the Brisbane school, which adopted

compulsory voting for year 12 students, 70 students voted (81 per cent of those eligible and 100 per cent of those in attendance), with 100 per cent formality.

½½ At the Canberra school, which made voting an optional lunchtime activity for students in years 10 and 11, 218 students voted (42 per cent of those eligible), with 80 per cent formality.

Students reported that they had enjoyed the election, and were particularly interested in the comparisons between their election outcomes and the results of the federal election. In both cases, distinct differences between the voting patterns within the school and across the electorate helped students to appreciate the role of young people in influencing election outcomes.

In terms of the value of the exercise, the students considered that:½½ Students who are soon to be eligible

electors have little idea of the process, so they benefit from this ‘run through’.

½½ The parallel election should be compulsory for students in participating classes. Otherwise, the most disengaged students will be the ones who opt out.

Teachers reported that the exercise had been conducted smoothly and professionally, and was valuable in preparing students for civic responsibilities. Both schools commented that they would be willing to repeat the activity. One school also indicated that it would be willing to run the activity on its own, if staff received appropriate training and the AEC provided the election materials.

The AEC learned several important lessons about conducting parallel elections effectively, including:½½ The AEC could provide more materials to

help teachers and students discuss the issues surrounding the election, so that students can relate the process of voting to having their say about an issue.

½½ Voting should be compulsory for students in participating classes.

½½ The delivery of election results and comparison of voting patterns could be managed by teachers trained to use data from the Virtual Tally Room.

The results of the pilot project confirm the potential for parallel elections to play a valuable part in the AEC’s multifaceted strategy to raise the level of electoral participation in Australia.


Communication strategies and services

Develop the AEC’s communication strategy to support its conduct of the next federal election.

Make greater use of contemporary technology to deliver modern products and services in line with community preferences for more online services.

OverviewTo promote knowledge of and participation in Australia’s electoral processes, as required by the Electoral Act, the AEC:½½ conducts communication activities before

and during federal elections, and½½ provides a range of information services,

including the AEC website, telephone and email enquiry services, translating and interpreting services, publications, the federal election call centre and Virtual Tally Room.

PerformanceTable 30 summarises the AEC’s results against the performance information set out for communication strategies and services in the 2010–11 Portfolio Budget Statements.

Election-specific communication activities

The 2010 federal election was a primary focus of AEC communication strategies and services in 2010–11. The AEC’s federal election communication activities aim to increase elector understanding of and participation in the electoral process, focusing on three key issues: close of rolls, voter services and formality. They included:½½ an advertising campaign½½ media and public relations activities½½ the AEC website and Virtual Tally Room½½ publications½½ call centre and email information services.

Table 30 Key performance results for communication strategies and services


Audience feedback is positive for effectiveness of specific advertising campaigns and public awareness activities through surveys, market research, and stakeholder consultation.

Advertising campaign market research showed high levels (98%) of awareness of the obligation to enrol and vote as well as high levels of confidence in the AEC.

Support materials developed and field work program commenced for the Indigenous Electoral Participation Program.

Program designed, staff selected and trained, support materials developed and field work commenced. Achievements measured against the timeframes and outcomes listed in the new policy proposal.


Advertising campaign

Pre-election advertising consisted of online advertising only. The objective was to prompt people to visit the AEC website to update their enrolment details before the close of rolls. The advertising continued the theme of ‘three easy steps’ which had been developed for letters used in the Continuous Roll Update program.

The election time advertising campaign commenced on the announcement of the election on 17 July and ran through to election day on 21 August 2011. This campaign was an update of the 2007 federal election campaign, which had been developed with the intention of using it for at least two elections. The campaign theme ‘Your vote is a valuable thing’ was rolled out in three phases, focusing on:½½ close of rolls – to promote awareness of the

deadlines for enrolling to vote and updating enrolment,

½½ voter services – to raise awareness of the availability of early voting services for those unable to vote on election day, including the availability of remote mobile polling, and

½½ formality – to inform and remind voters how to cast a formal vote.

The online advertising campaign operated in two ways:½½ digital – placing advertisements on

websites chosen for their high reach into the target audience (mainly young people or movers); and

½½ search – promoting the AEC website by increasing the visibility of the AEC in search engine results. When people used search engines to look for information about moving house or anything election-related, the results screens would include timely, relevant reminders about enrolling to vote and/or updating address details, with links to the AEC website.

Ipsos–Eureka Strategic Research evaluated the effectiveness of the 2010 advertising campaign through a number of telephone-based surveys, each involving a national sample of more than

a thousand electors. The surveys found that the advertising campaign and messaging were effective.

The research found that the majority of the Australian electorate are well served by the AEC. They have a positive perception of the electoral process, are knowledgeable about what they are required to do, and believe the AEC operates in a fair and impartial manner. This suggests that most AEC communications and activities are broadly on track and are successfully meeting their stated objectives.

Beyond the core group of voters, the findings identified distinct groups of people for whom further steps need to be taken to engage them so that they successfully vote in future elections. The groups were people aged under 25; people who have recently moved house; people from non-English speaking backgrounds; and Aboriginal and Torres Strait Islander people.

Media and public relations activities

Extensive media and public relations activities were implemented for the election, starting well before the issuing of the writs. Consistent with the practice adopted at the 2004 and 2007 federal elections, the AEC engaged a service provider to establish a national network of public relations affiliates in capital cities, to boost the dissemination of key election information and messages.

In the lead-up to the election, the Electoral Commissioner and senior AEC staff conducted media briefings for senior editors and political reporters in Sydney, Melbourne and Brisbane. The purpose of the briefings was to provide senior press staff with an overview of the AEC’s pre-election and election period messages. Background information was provided on the state of the electoral roll and the range of factors that affect the speed of the vote counting, including the differences between ordinary votes and declaration votes.

After the election was called, the AEC worked with the contractor to provide media releases


and other information materials; audio releases; photo and filming opportunities; pitching of specific story angles; pitching of interview opportunities for AEC spokespersons; and proactive contact with media outlets and journalists. In addition, the AEC’s website provided comprehensive information for the media, including all national media releases, fact sheets, media contacts, information backgrounders and photographic images.

In total, during the election period:½½ More than 50 national media releases were

distributed, supported by state, territory and divisional media releases and radio releases.

½½ AEC spokespeople appeared on radio and local and national news and current affairs television programs to discuss the close of rolls deadlines, the conduct of the election and counting arrangements.

½½ Information accessibility issues, particularly voting arrangements for people who are blind or have low vision, was promoted through RPH Australia’s radio network, with assistance from Vision Australia.

Media interest continued after polling day, because of the closeness of election results. The volume of election-related media enquiries to the AEC was noticeably higher in 2010 than in 2007.

Targeted initiatives

The AEC’s communication strategy for the 2010 federal election included targeted initiatives to maximise the electoral participation of members of groups with particular needs, as summarised in Table 31.

AEC website

The AEC website played an integral role in the election communications campaign. It was the main referral point for information about enrolling and voting, and assisted people to check their enrolment status, fill in enrolment or postal voting forms, or find polling place locations.

To enhance self service through the website, the www.aec.gov.au home page was redeveloped and organised into user streams. By the time of the announcement of the 2010 federal election, the site had specific, easily identified entry points and customised information for members of the media and for people who:½½ needed to enrol or update their enrolment½½ would be overseas during the election½½ wanted to work on the election½½ wanted to nominate as candidates.

During the 2010 federal election period, www.aec.gov.au had approximately 30.2 million page views and almost 4.2 million visitors.

Publications

The Official guide to the 2010 federal election was produced and delivered to approximately 9.5 million Australian households before election day, and made available online in 22 languages (including English). Other publications to assist electors to vote correctly included coloured press advertisements, fact sheets, and A2 sized posters for polling place display. A How to vote booklet was produced in 22 languages and distributed for use in polling places across Australia.

Virtual Tally Room

Part of the AEC website, the Virtual Tally Room (VTR) publishes election results as they occur.

On the evening of the 2010 federal election, the VTR received approximately 6.3 million page views and 151 000 visitors, providing rapid access to approximately 300 unique results screens. Almost 11 million House of Representatives votes were counted, and the results published on the VTR, on that night alone.


Table 31 Election communication activities for special target groups, 2010

Group Targeted activities

Indigenous electors General press and radio advertising was adapted and placed in Indigenous media; the radio advertising was translated into seven languages. Field visits to Indigenous communities by staff of the AEC’s Indigenous Electoral Participation Program were supported by a targeted media relations program.

Culturally and linguistically diverse electors

Advertisements were translated into 21 languages for ethnic press, 24 languages for ethnic radio and six languages for ethnic television. Publications and media releases were adapted and translated into more than 20 languages, made available on the AEC website and included in packages distributed to 600 migrant resource centres, community organisations and media organisations.

The AEC offers interpreter services for telephone enquiries, through VITS LanguageLink (VITS). A total of 16 399 calls were handled by VITS in the 35–day period from the announcement of the election to election day.

Electors with disabilities A version of Your official guide to the 2010 federal election including additional information on accessibility issues was:½½ distributed in accessible formats to individuals and to approximately 110

disability organisations (17 340 copies were distributed this way),½½ made available through the AEC website in HTML, audio MP3 or CD, e text and

large-print PDF formats, and½½ provided in braille on request.

Election information was available in accessible formats (e text, large print and HTML, and audio or braille on request) via a dedicated section of the website.

Information on accessibility issues, particularly voting arrangements for people who are blind or have low vision, was broadcast through RPH Australia’s radio network, with assistance from Vision Australia. Advertising and announcements were also broadcast by RPH Australia.

Electors in rural and remote areas, including those who ‘fly in and fly out’ for work

Advertisements promoting specific voting services in rural and remote areas were placed in regional press, television and radio channels where available, and supported by media releases and radio interviews.

Electors who had moved house

Advertising targeting ‘movers’ who had changed address since the 2007 federal election was run online, from before the election was announced until the close of rolls.

Electors who would be overseas during the election

Information for eligible electors who live overseas was provided through online advertising and the AEC website.

An advertising campaign for travellers was linked to relevant forms and information on the AEC website, both directly and through other sites commonly accessed by Australian travellers. The AEC website linked to the Department of Foreign Affairs and Trade website and listed more than a hundred diplomatic missions and embassies that provided details of overseas voting arrangements.


Media organisations and interested third parties also had access to a media feed system from the VTR on polling night. The feed delivered uninterrupted, real-time election information and enabled media organisations to analyse and present the information according to their format and production requirements.

The VTR for the 2010 federal election was finalised in mid-October 2010 and remains accessible online as a detailed record of election results.

As was the case for the 2007 election, in 2010 the VTR proved to be robust and reliable in handling the large volume of traffic it received during the election period. The system and infrastructure which support both the VTR web pages and the media feed had been extensively tested to ensure that they would have enough capacity to meet expected demand.

The media coverage of the close outcome of the 2010 federal election brought to light some ambiguity in the terminology and labelling of information on the VTR, and revealed that the processes by which information on the VTR is updated and finalised were open to misunderstanding or misinterpretation. The AEC will review the appropriateness of some VTR screens in an effort to provide clarity to users about the information being viewed.

The VTR was a finalist in the service delivery category of the 2011 Excellence in eGovernment Awards.

Mobilise the Franchise

The Mobilise the Franchise project, which commenced in 2009–10, provides a fresh approach to the challenge of improving electoral participation. This approach aligns with the AEC’s strategic planning priorities of modernisation, collaboration and investment in our people. In 2010–11 the AEC established small teams to identify activities to implement the strategies of the project.

One team explored the potential to engage with corporations and large employers to promote electoral enrolment to their staff, through a collaboration with Optus, the AEC’s supplier of telephonic equipment. As described in a case study on page 94, the collaboration included a range of communications activities and a three-day visit by AEC staff to Optus’s Sydney campus. The event achieved its objectives and received positive feedback from Optus employees.

Mobilise the Franchise approaches community engagement from the perspective of engaging with people ‘in their space, language, format and time’. It is believed that this approach will help reduce barriers to participation and facilitate the active engagement of all eligible Australians in the electoral process. Work to embed Mobilise the Franchise principles and approaches in the AEC’s ongoing business activities is continuing, with a particular focus on staff at all levels using Mobilise the Franchise philosophies to think about how they conduct, review and approach their work.

Information services

The AEC’s interaction with the public by telephone and email continued to increase.

Calls to the AEC’s general enquiry number (13 23 26) are diverted to the caller’s nearest divisional office, and emails are sent to the nearest divisional office or to the general enquiry mailbox managed by National Office. The AEC responds in accordance with the AEC Service Charter.

VITS LanguageLink (VITS) provided 16 language-specific telephone lines, and a line catering for a range of other languages, for the AEC. VITS handled a total of 16 399 calls to the AEC lines during the year, a more than threefold increase compared to the 4 455 calls in the previous financial year. The number of calls taken in 2007–08, when the 2007 election was held, was 15 309.


The AEC received more than 57 600 emails to the general enquiry mailbox ([email protected]). This was a significant increase compared to fewer than 20 000 emails received in each of the two preceding financial years, but is comparable to the approximately 60 000 emails received in 2007–08, the previous financial year that included a federal election. The subject matter of emails ranged from the receipt of enrolment forms and overseas notification forms to requests for information on electoral matters.

Other communication activities

In the periods between federal elections, the AEC’s communications activities focus on promoting electoral enrolment. In 2010–11, these activities included:½½ support for the Continuous Roll Update direct

mail program,½½ online advertising, ½½ Famous People Vote Too – a campaign which

used well-known Australians as ambassadors to promote enrolling to vote, and

½½ partnerships with government agencies to provide enrolment forms and information.

The AEC also produced information briefings and media releases about the redistribution of electoral boundaries in Victoria and South Australia, and the annual release of financial disclosure returns.


Case study: Mobilise the Franchise Optus Event

The AEC’s Mobilise the Franchise project is a strategic response to the challenges of addressing the decline in electoral participation. Drawing on a detailed report presented in 2009–10, the project uses social marketing principles to identify ideas and actions that may encourage eligible Australians to enrol to vote and make their votes count.

One of the five overarching strategies identified in the report is to ‘appeal to the social responsibility of corporate and other big employers’. In 2010–11, the AEC put this strategy into action, in partnership with Optus, its supplier of telephonic equipment.

The collaboration with Optus began in November 2010. AEC state and divisional office staff in New South Wales:½½ approached Optus and invited the company

to consider how it could support the goals of mobilising the franchise as part of its corporate responsibility program,

½½ worked closely with Optus to design and decide the location, timing and staging of an event to promote enrolment, and

½½ in accordance with Optus’s specifications, developed communication products and services to support the event and extend messages about electoral participation to Optus employees.

The resulting Mobilise the Franchise Optus Event was held in March 2011. The

centrepiece was a stall held at Optus’s campus at Macquarie Park in Sydney, which employs around 6 000 members of Optus’s younger workforce. Communications included:½½ images and messages displayed on screen

via the media kiosks located on all floors of the Macquarie Park campus and in Optus offices across Australia,

½½ a short article promoting the stall, published in the campus newsletter, and

½½ a short article promoting enrolment, published in Optus’s national newsletter, which reaches around 10 000 employees.

Over three days, the AEC staff at the stall received 330 enquiries, including 33 hard copy enrolment forms and 83 online updates of enrolment information. Fifty-two people used AEC laptops to check their enrolment details.

The event was well received by Optus employees, who described the stall as ‘a great initiative’. Many stated that they had already visited the AEC website to update their details or to enrol.

The AEC’s review of the event produced a number of detailed recommendations to streamline the delivery and evaluation of such activities in future. Overall, the Mobilise the Franchise Optus Event confirmed the potential for collaborations with large employers to help the AEC achieve its goals for increasing enrolment and electoral participation.


Community strategies

Implementation of the Indigenous Electoral Participation Program.

OverviewThrough the Indigenous Electoral Participation Program (IEPP), the AEC is working to:½½ increase electoral knowledge, enrolment and

participation in the democratic and electoral process among Indigenous people, and

½½ decrease levels of informal voting among Indigenous electors.

PerformanceTable 32 summarises the AEC’s results against the performance information set out for community strategies in the 2010–11 Portfolio Budget Statements.

Indigenous Electoral Participation Program

In 2009–10, the Australian Government announced a four-year program to close the gap in areas of Indigenous disadvantage by improving the participation of Indigenous

Australians in Australia’s electoral and democratic processes. That program, the IEPP, is the first since 1996 that the AEC has run specifically for Indigenous people.

After a period of extensive consultation and program design, the IEPP field program commenced in May 2010, three months before the federal election. Twenty three field staff were recruited and trained, augmenting four staff based in the National Office. Eighteen of the current 23 IEPP staff are Indigenous.

During the first 12 months of implementation, the field program established and developed strong relationships with Indigenous communities and organisations around Australia, including community elders, land councils, community organisations, non-government organisations and government agencies. The strength of those relationships has seen demand for the field program grow rapidly. The program has ready and supported access to most Indigenous communities across the country, allowing it to conduct enrolment and education activities.

Table 32 Key performance results for community strategies


Continue to implement the Indigenous Electoral Participation Program, focusing on identifying and overcoming barriers to participation.

The program design, staff and relationships are in place to provide a firm foundation for the implementation of the program’s strategies and activities. Field work commenced in 2010–11 and contributed to an increase in electoral enrolments and more effective participation among Indigenous voters at the 2010 federal election.


In addition to the field program, the IEPP includes:½½ a communications and media strategy, ½½ co-sponsorships and collaborations

with government and non-government organisations,

½½ an ambassador program of community influencers, and

½½ strategies to increase Indigenous participation in the administration of elections.

The program’s outreach activities include delivering education sessions in schools, TAFEs and prisons, and providing electoral information at events such as football carnivals, music festivals, agricultural shows and trade and employment expos.

Specifically coded enrolment forms were created for the program to assist the AEC to broadly track the number of enrolments generated by the program. The code does not identify whether the elector is Indigenous or not, but rather indicates where they received their enrolment form. The number of coded forms returned to the AEC has increased on a monthly basis since field work commenced. For example, total enrolment activity for IEPP coded enrolment forms (changes of enrolments, new enrolments and re-enrolments) in May 2010, before any field work was undertaken, was 49 transactions. The number of returned forms rose to 321 in June and to 568 in July prior to the federal election in August. It is important to note that 53 coded enrolment forms were not used consistently by IEPP staff until after the election period. It is also important to note that Indigenous Australians can also enrol using forms obtained from any number of locations, including the Internet.

A trial of electoral awareness officers was undertaken in Queensland in the lead up to and during the 2010 federal election. To expand the reach of the program across the state, 150 community-based electoral awareness officers were recruited, on a casual and temporary basis. A further trial was undertaken

at the 2011 New South Wales state election, for which 59 electoral awareness officers were employed. Indications suggest that the officers have had a positive effect, increasing enrolments, increasing participation and reducing informal voting.

Indications of the positive impacts that the IEPP is having in overcoming the barriers to participation include:½½ the continuing growth of enrolments of

Indigenous people,½½ the strengthening of the integrity of the roll,

particularly in remote communities,½½ an increase in the number of Indigenous

people working as polling officials, demonstrated during the 2010 federal election and the New South Wales state election, and

½½ an increased number of requests for fee-for-service elections by Indigenous organisations.

Other community programs

As a supplement to the national program of public awareness and education, staff in state and divisional offices deliver local activities to help improve levels of understanding and participation in electoral processes by targeted audiences.

Education sector

Around Australia, AEC staff seek ongoing engagement with the education sector through attendance at relevant education forums, conferences and expos. For example, AEC staff attended the Business Educators’ Association of Queensland Expo and the Queensland History Teachers’ Association conference in 2010–11.

Young people

AEC staff from divisional offices promote youth enrolment and provide information about electoral and voting processes for


young people, by attending university open and orientation days, market days, tertiary and career expos and festivals. For example, in 2010–11 AEC staff in Queensland attended:½½ a tertiary studies expo in Brisbane,½½ careers expos held at the Gold Coast and

Sunshine Coast, and in Brisbane, Bundaberg, Gympie, Ipswich, Maryborough, Mount Isa, the Sunshine Coast, Townsville and Toowoomba, and

½½ the Dalby Career, Transition and Health Expo.

In Victoria, an initiative called the ‘roving enroller’ was trialled. It was designed to promote enrolment to people aged 18–30 years, and provided information relating to voting rights and responsibilities.

In South Australia, staff provided information about citizenship responsibilities to students in the Hyde Street Program social skills program for ‘at risk’ young people of high school age.

People from culturally and linguistically diverse backgrounds

AEC staff provide electoral information sessions to people from CALD backgrounds, and participate in local expos and meetings to engage with CALD community groups and service providers. In 2010–11, education sessions were delivered in migrant information and education sessions and to electors through TAFEs, targeting CALD students attending English courses and workforce preparatory courses.

AEC staff, in partnership with the New South Wales Electoral Commission, conducted electoral information sessions at the Liverpool Migrant Resource Centre in the three weeks preceding the 2011 New South Wales state election, across a range of languages groups including Arabic, Dari, Mandarin and Spanish. The purpose of the presentations was to provide education and information to community groups to increase understanding and reduce the level of informal voting.

In the lead-up to the 2010 federal election, an AEC representative participated in two live SBS radio interviews conducted in Arabic for the Arabic-speaking community. The interviews covered election information and invited questions from the public.

In Queensland, AEC staff attended the Multicultural Festival in Brisbane and the Multicultural Learning and Skilling Expos at Yeronga.

In South Australia, an electoral education program was established with the Adelaide Secondary School of English, which works with students entering the education system as new migrants. During the 2010 federal election, a former child refugee from Sierra Leone worked closely with the AEC’s staff in South Australia to promote the importance of enrolment and voting for people from CALD backgrounds.

People in rural and remote areas

AEC staff delivered targeted public awareness activities for Indigenous Australians and people in rural and remote areas. Targeted mail-outs were conducted to people living on remote stations, police and teachers. In cooperation with IEPP staff, electoral education sessions were presented to Indigenous and rural and remote communities such as:½½ Wimmera and Northern Mallee, Victoria½½ Karcultaby, Miltaburra, Kangaroo Island,

Cummins, and Port Lincoln, South Australia½½ Islands of Bass Strait, Tasmania.

Groups with special requirements

The AEC conducted activities to raise awareness of electoral matters and AEC services among a range of other groups with special requirements. For example: ½½ Electoral education information sessions

were provided to the Endeavour Foundation, the largest disability service provider in Australia.


½½ In Western Australia, the AEC was an active participant in the 2010 Homeless Connect expo.

½½ In South Australia, an education and information session was delivered to civil servants from Cambodia, Sri Lanka and Vietnam, through a program run by the University of Adelaide English Language Centre.

½½ Two information sessions were conducted at the Australian Antarctic Division, where enrolment and voting procedures were explained to expeditioners and contractors before they deployed.


Case study: National Electoral Education Centre

At the AEC’s National Electoral Education Centre (NEEC), located in Old Parliament House, a team of professional educators conducts fully facilitated electoral education sessions.

School students are the major audience for the centre, which also provides sessions for migrants and new citizens, seniors, and community groups. The NEEC offers a selection of structured sessions to cater for a range of groups:½½ House of Representatives (for all age groups)

– highlights preferential voting and explores the concept of representation in the House of Representatives and the Senate. Participants vote and count the votes in a House of Representatives election scenario.

½½ Referendum (for all age groups, especially people who have prior electoral knowledge) – explores the concept of constitutional change; participants vote and count the votes in a referendum scenario.

½½ Senate (for senior secondary, tertiary and adult groups) – highlights proportional representation and explores representation in the Senate and House of Representatives. Participants vote and count the votes in a Senate election scenario.

½½ Eligible Elector (for senior secondary, tertiary and adult groups, especially people who are soon to be eligible voters) – explores representation in the Senate and House of Representatives and the voting process and scrutiny for both houses.

½½ Personalised Election (for all ages, subject to conditions) – provides for a ‘real’ election, for example for a Student Representative Council, emphasising the House of Representatives voting process and using a personalised election scenario.

The learning tools used in the sessions include a multimedia presentation in a purpose-built theatrette and interactive displays. Each visiting group receives an electoral education resources pack, and other information complementing the sessions is available from the AEC website.

Demand for the NEEC’s programs is very high. More than 80 000 students take part each year. In

other sectors, participation is growing: for example, an employment services provider now includes a visit to the NEEC in its work experience support program for migrants. In total, visitor numbers have reached the limits of the centre’s capacity, exceeding 90 000, with a waiting list of around 6 000.

Recent research by the University of Canberra’s Centre for Tourism Research, published in Size and effect of school excursions to the national capital, 2010 in May 2011, confirmed that the NEEC’s many visitors are happy with the services they receive, and that the centre plays an important role among educational tourist attractions in the Australian Capital Territory and the surrounding region. For example:½½ Of all school students who visited the Australian

Capital Territory and region, 56.1 per cent attended the NEEC.

½½ In a comparison of levels of satisfaction with attractions for school excursions in Canberra the NEEC was ranked:½½ second in terms of the proportion of teachers

who were satisfied or very satisfied with their visit, at 98.1 per cent of respondents, and

½½ equal first in terms of how satisfied participants were, with a rating of 4.83 out of a possible 5.

½½ Teachers who participated in the survey said that:½½ ‘The Electoral Education Centre made it

easy for the students to understand how an election is run.’

½½ ‘The Electoral Education Centre was brilliant and the guide was great at connecting with the kids and making it incredibly interesting.’

½½ ‘The Electoral Centre visit was great. The instructions were very explicit and well explained.’

½½ Of all the school groups that visited the Australian Capital Territory and region, 12.4 per cent named the NEEC as a standout component of their visit.

MANAGEMENT AND ACCOUNTABILITY


Figure 13 Leadership and management framework


Governing body as established by the Commonwealth Electoral Act 1918

Electoral Commissioner

Chief Executive Officer under the Public Service Act 1999 and the FMA Act.

Executive Management Group Business Assurance Committee Investment and Strategies Committeea

Role and responsibilities

Supports the Electoral Commissioner in determining the AEC’s strategic directions and organisational priorities, by:½½ working together to ensure

that organisational objectives are achieved,

½½ contributing to the strategic leadership and operational management of the AEC,

½½ ensuring that the AEC follows good corporate governance practices, and

½½ managing risk appropriately.

Members are responsible for the leadership, management and sound governance of the AEC, and for shaping its future in line with the three strategic themes of modernisation, collaboration and investing in our people. Collectively, they are responsible for defining high-level priorities, while more detailed contributions are made at other planning levels.

MembersElectoral Commissioner (Chairperson)Deputy Electoral Commissioner (Deputy Chairperson)First assistant commissionersAssistant commissionersState and territory managersChief Legal OfficerChief Finance OfficerSpecial Adviser Electoral Reform and International ServicesDirector Operations RepresentativeMeetings held in 2010–11Six, held at two-monthly intervals.


Assists the Electoral Commissioner in meeting his statutory responsibilities under s.46 of the FMA Act, including by:½½ reviewing and monitoring the AEC’s

risk assurance, audit, fraud and internal controls function, and

½½ ensuring the objectivity and reliability of the AEC’s published financial information.

MembersDeputy Electoral Commissioner (Chairperson)First assistant commissioners Assistant Commissioner Education and Communications Assistant Commissioner People ServicesState Manager VictoriaState Manager QueenslandIndependent external member

Meetings held in 2010–11

Four.


Assists the Electoral Commissioner in:½½ articulating the AEC’s strategic

objectives, research and planning activities along with its innovation priorities, challenges and timeframes,

½½ assuring the overall integrity and coherence of the AEC portfolio, and ensuring that the portfolio delivers the AEC’s strategic objectives, contributes to the AEC’s bottom line and drives value in all programs and projects,

½½ allocating funding from the AEC’s investment pool to proposals that fit the AEC’s agreed strategic objectives, business priorities, budget, workforce capability, IT architecture and risk management framework, and

½½ monitoring programs and project performance against indicators, including budget, expenditure and performance against milestones and indicators.

MembersDeputy Electoral Commissioner (Chairperson)First assistant commissionersAssistant Commissioner Strategic Capability State Manager New South WalesState Manager Western AustraliaState Manager South Australia

Meetings held in 2010–11

Eight meetings, 14 proposals considered, 11 projects approved.

FMA Act = Financial Management and Accountability Act 1997.

a Formerly known as the Business Investment Committee.

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103MANAGEMENT AND ACCOUNTABILITY

Corporate governance

The AEC’s governance framework is based on clear lines of accountability, decision making and reporting, as well as well-defined planning and performance management. The AEC employs strategies that:½½ meet the objectives for which funding

is appropriated,½½ ensure accountability to the Parliament of

Australia and other stakeholders,½½ identify responsibility for the management of

resources, and½½ develop, maintain and use information

on the full accrual costs and values of producing deliverables.

LeadershipThe AEC’s leadership and management framework at 30 June 2011 is set out in Figure 13.

Commission

The AEC is an independent statutory agency governed by a commission comprising:½½ a part-time chairperson, who is a judge or

retired judge of the Federal Court of Australia,½½ the Electoral Commissioner, who is the full-

time head and Chief Executive Officer of the AEC under the Public Service Act 1999 and the Financial Management and Accountability Act 1997 (the FMA Act), and

½½ a part-time, non-judicial member, who is an agency head as defined in the Public Service Act.

The members of the Commission are engaged under the Electoral Act and appointed by the Governor-General. The current members are named in the ‘AEC overview’ section of this report.

Executive

The Electoral Commissioner is assisted by a senior executive team comprising the Deputy Electoral Commissioner, two first assistant commissioners, six assistant commissioners, the Chief Finance Officer and the Chief Legal Officer. State managers, who hold the statutory appointment of Australian Electoral Officer for each state and the Northern Territory, assist the Electoral Commissioner to manage electoral activities in their respective jurisdictions.

The organisational structure is outlined in Figure 3 in the ‘AEC overview’ section.

Senior management committees

The AEC’s senior management committees are directly responsible to the Electoral Commissioner in his role as Chief Executive Officer. Figure 13 provides details of the committees and their activities in 2010–11.

Planning and accountabilityFigure 14 illustrates the framework of relationships between the AEC’s planning and accountability mechanisms.

Strategic and business plans

The strategic themes that drive the AEC’s performance are articulated in a five-year plan. The AEC Strategic Plan 2009–2014 focuses on:½½ modernisation½½ collaboration½½ investing in our people.

The strategic plan, which is published on the AEC’s website, underpins the business plans


that are developed each year at the national, branch, state and divisional levels.

In order to ensure that progress was being made and confirm the priorities for the third year of the AEC Strategic Plan 2009–2014, the AEC reviewed its performance against the second-year priorities and activities during 2010–11.

Operational plans

The strategic plan is complemented by a suite of plans that address specific business functions, as summarised in Table 33.

Internal auditAEC internal audit is an independent function reporting directly to the Deputy Electoral Commissioner, who in turn reports on the audit program to the AEC’s Business Assurance Committee.

As shown in Figure 13, the Business Assurance Committee includes an external independent member. The inclusion of an external member,

who has broad, relevant public sector experience, strengthens the independence of the committee and provides the opportunity for the Electoral Commissioner to receive advice and assurance from a perspective unencumbered by management responsibilities.

Representatives of the Australian National Audit Office and the internal auditors attend meetings of the Business Assurance Committee to report on the AEC’s external and internal audit programs and other relevant matters. The AEC’s internal audit program is conducted through an external services provider, KPMG. Further information on the external audit program is in the ‘External scrutiny’ section of this report.

The AEC carries out independent and objective audit activities in accordance with its Internal Audit and Assurance Strategy and its Internal Audit Plan. The current Internal Audit Plan is a planning document covering 2010–11, with suggestions for subsequent years. It sets out the scope of audit activity and the manner in which resources will be allocated. It was developed in consultation with senior management and addresses the core control systems of the AEC.

Performance outcomes

STRATEGIC PLAN (every five years)

National Business Plan (annual)

State, territory and branch business plans

(annual)

Work area plans (annual)

Individual performance plans (annual)

Enabling legislation

Other inputs (e.g. Corporate IT Plan)

Election Preparation Program

Risk Management Plan (every two years)

Portfolio Budget Statements (annual)

Portfolio Budget Additional Estimates

Statements

Annual report

Figure 14 Planning, operating and reporting framework


As 2010–11 was an election year, audit coverage was limited to allow for the high workload in business areas. Audits undertaken focused on completing a review of AEC’s methodology for building IT systems, satisfying mandatory requirements for FMA Act compliance, and ensuring the accuracy of payments made to temporary employees employed for the 2010 federal election.

Risk management and business continuityA culture of risk management is essential to the AEC’s success in achieving its outcomes.

During 2010–11, the AEC revised its risk management framework, policy and risk assessment and treatment workbook to reflect current principles, guidelines, practices and processes. The revised framework and policy are the foundation for effective risk management within the AEC. The workbook outlines the key elements for identifying and managing risks and requires risk analysis to be undertaken in relation to strategic objectives, major projects and contracts, business planning, and fraud control.

In addition, the AEC tracks and monitors election preparation and delivery activities, ensuring a state of continuing election

Table 33 Corporate and business planning documents

Type Purpose Reviewed

Business continuity Applies risk management techniques and principles to the planning, administration and delivery of projects and policies

Every three years

Corporate fraud control Identifies areas of corporate fraud risk and sets out strategies to prevent or minimise the incidence of corporate fraud

Every two years

Corporate IT Provides direction for IT development Every three years

Disability action Assists the AEC to meet its responsibilities under the National Disability Strategy

Every three years

Election preparation Sets out and monitors the program of activity required to achieve election readiness

Every election cycle

Electoral fraud control Sets out strategies to prevent or minimise electoral offences that may affect the result of elections

Every two years

Health and safety action Sets out the activities that underpin the AEC’s health and safety management arrangements

Every three years

Property Provides direction for the long-term management of leased property

Annually

Risk Identifies areas of business risk and specifies how risks will be managed

Annually

Security Sets out strategies to protect staff, visitors, information, equipment and premises against harm, loss, interference and compromise

Annually

Strategic internal audit Sets out the program of compliance and performance audits for the financial year

Annually

Workplace diversity Sets out a program of activities to enable recognition and valuing of individual differences in the workplace

Every four years


readiness and managing and monitoring areas of significant risk.

The AEC enhanced risk awareness within the agency by including a risk management module in its induction program. The module can be used by all staff to increase their awareness of risk within the AEC.

During the year, the AEC continued planning for business continuity. Business continuity plans are being reviewed and updated to ensure that they are current, reflect changes to business priorities and address potential risks. In addition, the IT Branch updated its business continuity plans to cover potential election events and has undertaken active testing of its failover between the AEC’s data centres.

In May 2010, the AEC participated in the annual Comcover Risk Management Benchmarking program and was awarded a 6 per cent discount (out of a possible 10 per cent) on the 2010–11 insurance premium.

Fraud controlThe AEC maintains two fraud control plans: the Electoral Fraud Control Plan, which focuses on election and enrolment fraud; and the Corporate Fraud Control Plan, which deals with all other forms of fraud.

The AEC’s Fraud Control Committee is a subcommittee of the Business Assurance Committee and is responsible for overseeing fraud prevention, detection and investigations. The Fraud Control Committee meets prior to each Business Assurance Committee meeting, and provides that committee with a report on matters considered and recommendations as required.

During 2010–11, the AEC reviewed its corporate fraud control framework and updated its Corporate Fraud Control Plan and assessments of fraud risks.

To maintain the integrity of the electoral roll, regular election-specific integrity checks

occurred prior to the close of rolls for the 2010 federal election.

The Electoral Commissioner’s certification of the AEC’s fraud control arrangements is in Appendix K.

Ethical standardsThe AEC has in place policies and guidelines on the standards of behaviour expected when working in the AEC, and the consequences if those standards are not maintained. The policies and guidelines are underpinned by the AEC’s values, articulated in its strategic plan and reinforced by the Australian Public Service Values and Code of Conduct.

To further strengthen the AEC’s commitment to maintaining high ethical standards within the organisation, a statement of shared objectives in the AEC’s Enterprise Agreement 2010–11 highlights a commitment to adhere to the values and behaviours expected of AEC employees.

The AEC uses the Australian Public Service Commission’s Ethics Advisory Service, which promotes and enhances ethical awareness in the Australian Public Service.

A new facilitator-led training program on ethical decision making was piloted during 2010–11. The course aims to establish a framework for decision making and provide an introduction to ethics. It has been designed to ensure that employees understand the Australian Public Service Values and Code of Conduct, recognise the impact and limitations of making decisions, know and use the APS REFLECT model, and familiarise themselves with resources that are available in the broader Australian Public Service, such as the Ethics Advisory Service. The pilot is being evaluated and will be rolled out to more AEC staff in 2011–12.

Details of the AEC’s performance management program are in the ‘Human resources’ section of this report.


Senior executive remunerationRemuneration for the Electoral Commissioner is determined by the Remuneration Tribunal under the Remuneration Tribunal Act 1973. Other statutory appointees are part of the Principal Executive Officer structure under that Act; remuneration and conditions for those appointees are determined by the Electoral Commissioner within parameters set by the Remuneration Tribunal.

Table 34 lists base salary bands for statutory appointees and senior executive staff of the AEC.

Service charterThe AEC Service Charter includes information about the AEC’s functions, values and commitment to electors. The charter may be accessed through the AEC website, and printed copies are available on request. Poster versions of the charter are displayed in AEC offices.

The charter encourages members of the public to provide feedback about their experiences with the AEC. The AEC listens carefully and responds to suggestions to improve its services.

Customer satisfaction

The AEC takes many opportunities to engage with customers and seek their input on the delivery of the AEC’s services and their level of

satisfaction with the services. Examples are included in the reports on the performance of the AEC’s programs.

Customer enquiries, issues and complaints

While most enquiries, issues and complaints can be handled promptly and satisfactorily in the first instance by AEC call centre operators, some issues and complaints need to be escalated for consideration by a team in the National Office.

The AEC protocol for the handling of certain enquiries, issues and complaints by the National Office covers complaints of alleged electoral offences, complex phone and email enquiries escalated by AEC call centre operators, and some referrals from state and territory offices raising complex issues. A central register is used to track the nature of the matters being raised, completions of responses, and any emerging systemic issues.

A summary of escalated enquiries, issues and complaints handled by the National Office in each of the past four reporting periods is shown in Table 35.

Issues handled by the National Office in 2010–11 included enrolment, party material with postal vote applications, the voting system, and electoral/political advertising. The enquiries were answered quickly, and electors were directed to or provided with relevant AEC information. For 45 per cent (140) of the

Table 34 Base salary bands for statutory appointees and senior executive staff, 30 June 2011

Staff (no.) Remuneration band ($)

5 180 000 – 299 999

8 140 000 – 179 999

6 100 000 – 139 999

0 0 – 99 999

Note: These bands do not represent total remuneration; that is, they include superannuable salary but do not include other components of salary packaging such as cars and superannuation. This data includes staff acting in positions at 30 June 2010.


escalated matters, AEC staff researched and provided text to AEC call centre operators for responses to the relevant clients. AEC staff replied directly to 42 per cent (133) of the escalated matters by email or letter. The remaining 13 per cent (40) either required no further action or were referred to other areas of the AEC for appropriate action.

Most enquiries or complaints received by the National Office were responded to within five working days. Thirty-eight per cent of the general escalated matters handled by the National Office in the lead-up to and on election day were finalised within 24 hours, and a further 38 per cent were resolved within two to five days.

Of the alleged electoral offences, approximately 25 per cent concerned possible breaches of the authorisation requirements in s.328 and s.328A of the Electoral Act. Another 25 per cent concerned possible breaches of s.329 of the Act, relating to misleading and deceptive publications. The remaining enquiries or complaints raised matters concerning other provisions of the Act, matters to do with s.44 of the Australian Constitution (relating to the disqualification of persons seeking to be candidates), or matters which the Act does not regulate.

For most complaints alleging an electoral offence, the AEC considered that there was no breach of the Act and informed the complainant

of that assessment, and no further action was taken. In approximately 13 per cent of complaints, a breach was substantiated. Most of the substantiated breaches were ‘technical breaches’ of s.328 of the Act, which occur when the author of a document is known but the authorisation details are not all provided. In such circumstances, the AEC asks the relevant person, in writing or by telephone, to cease the action and remedy the advertising to ensure compliance. The AEC generally received good cooperation from political parties and candidates during 2010–11.

One complaint was referred to the Commonwealth Director of Public Prosecutions, who advised that it was not possible to establish, from the material provided, whether any offence had been disclosed.

Social inclusion for electorsThe AEC embraces the challenge of ensuring that all eligible Australians are equally able to exercise their key democratic entitlement: the right to vote. This fits well with the principles of the Australian Government’s social inclusion agenda, which include:½½ reducing disadvantage,½½ increasing social, civic and economic

participation, and½½ developing a greater voice, combined with

greater responsibility.

Table 35 Escalated enquiries, issues and complaints received by the National Office, 2007–08 to 2010–11

Subject 2007–08 2008–09 2009–10 2010–11

General enquiries 628 43 20 313

Alleged electoral offences 283 32 72 160

Total 911 75 92 473

Note: The totals for 2007–08 and 2010–11 reflect the increase in customer contacts that usually occurs in a federal election year.


One of the priorities of the social inclusion agenda is to bridge the gap between Indigenous and non-Indigenous Australians. The Indigenous Electoral Participation Program is a comprehensive strategy to improve the electoral enrolment and participation levels of Indigenous Australians in remote, rural and urban areas, based on education, consultation and cooperation with Indigenous communities, and is part of a cross-agency initiative to bridge the gap.

Other ways the AEC promotes social inclusion are by delivering services and products to help Australians understand their rights and responsibilities as electors. For example:½½ The AEC’s National Electoral Education

Centre and School and Community Visits Program provide electoral education and information in ways that cater for a wide range of Australians, including people from culturally and linguistically diverse backgrounds, people of all ages, people in rural and remote areas, homeless people and people with disabilities.

½½ The AEC delivers its information products in a variety of formats, including online, audio, large print and braille, and in a wide range of languages. The AEC also provides a free telephone enquiry service and access to a telephone interpreter service.

The AEC also aims to remove practical barriers to participation in federal elections:½½ In electoral divisions with significant numbers

of Indigenous voters or voters who speak a language other than English at home, the AEC aims to recruit staff with relevant language skills to provide assistance on election day.

½½ Informed by the advice of a reference group of service providers and representatives of voters who are blind or have low vision, the AEC developed a telephone-based voting option for those voters to use in the 2010 federal election, and is investigating electronic voting options that may be possible in future.

Changes to disability reporting in annual reports Since 1994, Australian Government departments and agencies have reported on their performance as policy adviser, purchaser, employer, regulator and provider under the Commonwealth Disability Strategy. In 2007–08, reporting on the employer role was transferred to the Australian Public Service Commission’s State of the service report and the Australian Public Service Statistical Bulletin. Those reports are available at www.apsc.gov.au. From 2010–11, departments and agencies are no longer required to report on these functions in their annual reports.


Support services

Parliamentary and ministerial supportIn 2010–11, the AEC continued to provide support services to the parliament and the Special Minister of State in relation to the administration of the Commonwealth Electoral Act 1918 and the Referendum (Machinery Provisions) Act 1984.

During the year, the minister referred 72 letters on electoral matters to the AEC for input or the preparation of draft responses. The major themes of the correspondence related to the conduct of the 2010 federal election, proposed electoral reform measures, and voting by people who are blind or have low vision. There were also significant briefings on matters relating to allegations of breaching the electoral advertising requirements and how-to-vote cards. The feedback provided to the AEC indicates that the briefings and proposed correspondence consistently met the minister’s requirements for timeliness and quality.

Legal servicesThe Legal Services Section is part of the Legal and Compliance Branch and provides a full range of legal services to the AEC.

The section’s activities in 2010–11 focused on:½½ providing advice in relation to procurement

exercises and contracts, particularly in relation to procurements relating to the federal election,

½½ providing advice and updating training material and publications in readiness for the federal election,

½½ responding to requests for input to Cabinet submissions, particularly those that affect electoral matters,

½½ assisting in the task force reviewing responses to the two green papers on electoral reform issued by the government,

½½ responding to requests from, and preparing submissions to, the Joint Standing Committee on Electoral Matters (JSCEM),

½½ providing advice in relation to the AEC’s administrative and other responsibilities under the Electoral Act, the Public Service Act 1999, the Financial Management and Accountability Act 1997, the Fair Work Act 2009 and the Fair Work (Registered Organisations) Act 2009,

½½ instructing external solicitors and counsel in relation to a wide range of matters involving electoral laws and the conduct of industrial elections,

½½ responding to subpoenas, notices to produce and other requirements for the release of information and documents,

½½ instructing the Office of Parliamentary Counsel and preparing a wide range of supporting material for the various pieces of electoral and referendum legislation that were placed before the parliament in 2010–11,

½½ instructing the Office of Legislative Drafting and Publication on the preparation of regulations to amend the Electoral and Referendum Regulations 1940,

½½ investigating alleged breaches of electoral laws and, where appropriate, referring matters to the Australian Federal Police and the Director of Public Prosecutions,

½½ dealing with requests for access to the Commonwealth electoral roll from a wide range of people and organisations, including


the police, medical researchers and the courts,

½½ providing advice and training to assist the AEC to meet its obligations under the Privacy Act 1988, the Freedom of Information Act 1982, the Ombudsman Act 1986 and the Archives Act 1983, and

½½ providing advice on a wide range of other legal matters that affect the operations of the AEC.

The AEC was involved with the carriage of a large legislation program in 2010–11 to respond to matters raised by the JSCEM of the 42nd parliament and to address government initiatives arising from the two green papers on electoral reform.

The Commonwealth Electoral Amendment (Political Donations and Other Measures) Bill 2009 lapsed at the dissolution of the parliament prior to the 21 August 2010 federal election. On 20 October 2010, the government introduced those measures into the parliament as the Commonwealth Electoral Amendment (Political Donations and Other Measures) Bill 2010, with some minor amendments relating to the commencement date. That Bill passed the House of Representatives on 17 November 2010 and was introduced into the Senate on the same date.

The AEC worked on two other Bills introduced into the parliament during 2010–11: the Electoral and Referendum Amendment (Enrolment and Prisoner Voting) Bill 2010 and the Electoral and Referendum Amendment (Provisional Voting) Bill 2011. Both Bills passed through the parliament on 11 May 2011; they received royal assent on 25 and 26 May 2011, respectively.

The primary purpose of the Electoral and Referendum Amendment (Enrolment and Prisoner Voting) Act 2011 was to amend the Referendum Act to give effect to two decisions of the High Court of Australia:½½ Rowe v Electoral Commissioner [2010] HCA

46 (Rowe), decided on 6 August 2010 with

reasons published on 15 December 2010, which concerned the process following the calling of an election through the formal issue of a writ, and the period of time allowed for relevant voters to either ensure that they are on the electoral roll or update their enrolment details (close of rolls), and

½½ Roach v Electoral Commissioner [2007] HCA 43 (Roach), decided on 30 August 2007 with reasons published on 26 September 2007, which concerned the franchise for relevant people who may be serving a sentence of imprisonment.

Consequential amendments were made to the Referendum Act to ensure consistency between the two acts.

The Electoral and Referendum Amendment (Enrolment and Prisoner Voting) Act 2011:½½ implemented the government’s response

to Recommendation 47 of the JSCEM’s Report on the conduct of the 2007 federal election and matters related thereto – the amendments ensured that, while prisoners serving a sentence of imprisonment of three years or longer will be disqualified from voting, they may remain on the electoral roll or be added to it;

½½ included an interpretative provision to ensure that certain references in the Electoral Act to ‘an election for a Division’, or similar expressions, can operate in the event of a half-Senate election held independently from an election of the House of Representatives – this addressed an anomaly in the Electoral Act;

½½ restored the close of rolls period to seven days after the date of the issuing of the writ for an election, and

½½ reinstated the previous disqualification, for prisoners serving a sentence of imprisonment for three years or longer, from voting at a federal election.

The primary purpose of the Electoral and Referendum Amendment (Provisional Voting) Act 2011 was to amend the Electoral Act and the


Referendum Act by repealing the requirement for provisional voters to provide evidence of identity before their votes are admitted to preliminary scrutiny. Provisional votes are a type of declaration vote that can be cast by an elector on polling day. A provisional vote (like all declaration votes) is a vote that is sealed inside an envelope. Written on the outside of the envelope are the voter’s details, including name, address, date of birth and signature.

The Electoral Act previously specified that an elector who casts a provisional vote at a polling place on polling day must provide a polling official with evidence of identity at the time of voting or provide it to an AEC officer by the first Friday following polling day. Failure to do so results in the envelope containing the ballot papers being excluded from preliminary scrutiny.

Under the Electoral Act as amended, if an AEC official has reason to doubt that the signature on a provisional vote envelope is that of the elector claiming to vote, the official is required to check the signature against the most recent record of the elector’s signature (which would usually be the enrolment claim form). If the official is still not satisfied after making that check, they are required to make all reasonable attempts to contact the elector within three days of the polling day to require the elector to produce evidence of identity. If the official remains unsatisfied that the signature on the provisional vote envelope is that of the elector, the vote must be excluded from further scrutiny and not included in the count.

The AEC expended $497 823 on external legal services in 2010–11. This included fees to firms on the panel of legal service providers, counsels’ fees, court costs and miscellaneous charges. This was an increase from the $205 266 expended in 2009–10. The increase was mainly due to legal proceedings relating to the 2010 federal election and other election activities under the Electoral Act and under the Fair Work Act 2009 and the Fair Work (Registered Organisations) Act 2009.

Library servicesThe AEC Library, which is located in the National Office, offers a wide range of information services to all AEC staff. It seeks to be a proactive library service that supports the operational, informational and research needs and activities of all staff, and to optimise access to information resources for its decentralised client base.

The library policy, including the collection development policy, was reviewed and updated during 2010–11 and is available on the intranet.

Over the past year, in response to growing demand for reference services, the library extended research support services by providing a personalised service for literature and subject-based searches for research in AEC core subjects. Supporting improvements to services are collections of print and online resources that are relevant and of high quality. Electronic journals and electronic resources have changed book usage patterns, so extending accessibility to electronic resources to assist staff with their research is a continuing focus.

The library continues to provide a limited range of hard copy reference materials, including books, historical publications, reports, a wide range of journals, and links to services which provide relevant and reliable information. Interlibrary loan and document delivery services also provide a necessary resource for the AEC; demand for those services increased during 2010–11.

The library software was upgraded this year to improve access to information through the OPAC library catalogue. This includes information on all resources that the library holds, including the print collection, the historical collection, web content, loose-leaf materials, books, journals and articles. User accounts allow staff to request resources, track loan history and renew loans. The OPAC


interface is also a platform to promote new purchases and library news.

Records management staff and library staff collaborate to ensure that appropriate resources are preserved, and have worked together to preserve items of historical interest.

Performance analysisThe AEC’s Balanced Scorecard reporting method, which was introduced in July 2009, continues to provide performance information on a monthly basis, across a range of business activities. The reports assist the Executive Management Group to identify and analyse trends, and highlight any areas of concern. The monthly reports also facilitate the monitoring of agency risks and allow timely remedial actions to be implemented across key service delivery areas. The Balanced Scorecard is continually being refined to reflect the evolving information needs of the executive.

Information and communications technologyThe AEC’s information and communications technology services are delivered through a hybrid sourcing model that leverages a combination of in-house and external resources.

During 2010–11, IT activities focused on providing a stable and robust environment for the 2010 federal election. In particular, the AEC:½½ implemented a new, externally provided

infrastructure platform to deliver election results in real time through the AEC’s Virtual Tally Room system,

½½ delivered the information and communications technology infrastructure for the National Tally Room,

½½ implemented½½ RollMap, a mapping service used in

processing enrolment transactions,

½½ eReturns, which allows clients to prepare and lodge their financial disclosure returns online, and

½½ AEC Employment, an online tool to support the recruitment and management of temporary staff for federal elections,

½½ refined its information and communications technology sourcing strategy to align with various whole-of-government policies and panel arrangements, and

½½ collaborated with the New South Wales Electoral Commission to host the Virtual Tally Room for the 2011 New South Wales state election on the AEC’s IT infrastructure.

In addition, the AEC implemented video-conferencing facilities to support the dispersed network of offices. Facilities are currently available in the national, state and some divisional offices, and further equipment is to be rolled out to provide access for all divisions. These facilities are an important tool to encourage communication and collaboration between the AEC’s various offices.

Internal communicationsIn 2010, the AEC developed and implemented an internal communication strategy for the federal election. The aim was to ensure nationally consistent, coordinated and timely communication to all staff during the federal election period.

The strategy included three primary communication tools:½½ the election diary – a workbook containing

day-by-day instructions for divisional offices, with provision for staff to include their own planning notes and comments;

½½ the election bulletin – an intranet-based daily bulletin to provide notification of procedural changes not covered by the election diary, highlight key activities and events, and convey urgent instructions and messages; and


½½ a ‘help’ tool – an intranet page to answer frequently asked questions arising during the course of the election.

A revised and improved strategy has been developed for the next election, taking account of post-election evaluation, staff feedback and IT developments.

Other key internal communications activities during 2010–11 included the implementation of changes to electoral legislation and election reform initiatives, and reinforcement of the Investing in Our People program for AEC employees.

Project ManagementThe Project Management Office, established in July 2009 within the Strategic Capability Branch, has three primary functions:½½ portfolio management – provide advice to

the Investment and Strategies Committee on the AEC investment portfolio and on any conflicting priorities, including business as usual, risks and issues;

½½ delivery – support the delivery of programs and projects from implementation through to closure; and

½½ centre of excellence – in the context of project management, refine standards and promote the benefits of project management within the AEC, provide skills and training, manage knowledge and provide independent assurance.

The AEC benefits from the operations of the office in the following ways:½½ The portfolio of projects is more focused,

balanced and aligned to the AEC’s strategy.½½ Progress on projects is more visible.½½ The costs and timelines of projects are

more predictable. ½½ The time needed to start projects is reduced.

½½ Resources are better utilised and outcomes are clearer across a portfolio of projects.

During 2010–11, the Project Management Office: ½½ managed the 2010 Election Evaluation

project, Stage 1 of which was completed in February 2011,

½½ coordinated the work of the 2009 JSCEM Program Board and the Business Review project,

½½ provided the secretariat service for the Investment and Strategies Committee (previously known as the Business Investment Committee),

½½ provided the Online Postal Vote Application and Electronic Certified Lists projects with project managers,

½½ established the Prince2 Foundation and Practitioner courses for AEC staff (many AEC staff have obtained formal project management qualifications as a result),

½½ developed a project management framework, guidelines and templates for effective project management at the AEC, released the Managing a project handbook and revised the Project Mandates, Highlight and Project Brief templates, and

½½ completed the Capability Improvement Plan and associated Portfolio Programme Project Management Maturity Model (P3M3TM) assessment and provided them to the Australian Government Information Management Office in June 2011.


External scrutiny

Parliamentary scrutinyThe Joint Standing Committee on Electoral Matters (JSCEM) was dissolved when parliament was prorogued for the 2010 federal election, and reappointed when the Forty-third Parliament commenced in September 2010.

On 23 November 2010, the Special Minister of State, the Hon Gary Gray AO, MP, asked the JSCEM to inquire into and report on all aspects of the 2010 federal election and matters related to the election.

On 11 May 2011, the parliament agreed (as stated in the House of Representatives Hansard of that date):

(1) That the following matter be referred to the Joint Standing Committee on Electoral Matters for inquiry and report by 30 September 2011:

Options to improve the system for the funding of political parties and election campaigns, with particular reference to:

(a) issues raised in the Government’s Electoral Reform Green Paper – Donations, Funding and Expenditure, released in December 2008;

(b) the role of third parties in the electoral process;

(c) the transparency and accountability of the funding regime;

(d) limiting the escalating cost of elections;

(e) any relevant measures at the state and territory level and implications for the Commonwealth; and

(f) the international practices for the funding of political parties and election campaigns, including in Canada, the United Kingdom, New Zealand and the United States of America.

The AEC has lodged several submissions and appeared at a number of public hearings in relation to the first referral, and expects to make a submission in relation to the second referral.

Administrative scrutinyCertain administrative decisions made by the AEC under the Electoral Act are subject to merits review under the Administrative Appeals Tribunal Act 1975.

Complaints about ‘a matter of administration’ relating to the functions of the AEC can be made to the Commonwealth Ombudsman under the Ombudsman Act 1976. Complaints about breaches of privacy rights may be lodged with the Federal Privacy Commissioner under the Privacy Act 1988. Complaints that the AEC has unlawfully discriminated against a person may be made to the Australian Human Rights Commission under the Human Rights and Equal Opportunity Commission Act 1986.

Administrative Appeals Tribunal

Several matters that were mentioned in the AEC’s 2009–10 annual report were considered by the Administrative Appeals Tribunal (AAT) in 2010–11.

The application made by Jared Hyams seeking the review of a decision by the Australian Electoral Officer for Victoria to


reject his claim for enrolment under s.101 of the Electoral Act involved the issue of what constitutes a signature. With the enactment of the amendments contained in the Electoral and Referendum (Modernisation and Other Measures) Act 2010, a transfer of enrolment could be acted on by the AEC without a signature provided that the claim included the date of birth of the elector and the elector’s driver’s licence number. As Mr Hyams’s transfer of enrolment claim form included both his date of birth and his driver’s licence number, the claim form was not required to be signed. The AAT decided on 5 October 2010 to dismiss Mr Hyams’s application under s.42B of the AAT Act as being frivolous and vexatious.

Two applications involving decisions relating to party registration remain unresolved. The first application (AAT reference no. 2010/1457) was adjourned from 28 June 2011 to 30 September 2011. This application involves the review of the decision by the Commission to register the Communist Alliance as a registered political party under Part XI of the Electoral Act. The registration of a political party enables the party to appear under the registered name on the ballot papers and to receive election funding. Several objections were received, including one by the Community Alliance Party, which is a recognised political party under the laws of the Australian Capital Territory but is not registered under the Electoral Act.

The second application (AAT reference no. 2010/2416) was adjourned from 20 June 2011 to a date to be set by the AAT. This application involves the review of the decision by the Commission to accept the application to replace John Mulholland with Anthony Zegenhangen as the registered officer of the Democratic Labor Party (DLP) of Australia under the Electoral Act. The registered officer of a registered political party is the main point of contact for a range of matters under the Electoral Act. One of the significant rights that are given to the registered officer of a registered political party is the right to endorse candidates to appear on ballot papers for federal elections

under sections 166, 169 and 210A of the Electoral Act.

Commonwealth Ombudsman

The Commonwealth Ombudsman approached the AEC in relation to six matters during 2010–11. All the matters were finalised during 2010–11. No findings of administrative deficiency were recorded against the AEC.

Privacy Commissioner

The Privacy Commissioner did not approach the AEC in relation to any privacy complaints during 2010–11. Therefore, there were no complaints in 2010–11 that led to determinations being made by the Privacy Commissioner under s.52 of the Privacy Act 1988.

Australian Human Rights Commission

The AEC’s 2009–10 annual report referred to the AEC having received notification of a complaint lodged with the Australian Human Rights Commission concerning the services and facilities that are provided under the Electoral Act to enable persons who are blind or have low vision to vote in federal elections.

The AEC responded to the complaint on 7 July 2010, and a successful mediation conference took place in December 2010. The AEC continues to work with other electoral authorities in Australia and to consult with peak bodies which represent people who are blind or have low vision, to develop cost-effective options to enable such voters to cast secret and independent votes at elections.

The AEC was notified of a further complaint having been lodged with the Australian Human Rights Commission about the choice of a polling place in Queensland. The complaint centres on the choice of a building where the front entrance contains 17 stairs and access by


people with disability could only be gained via the rear of the building. This matter is listed for mediation in July 2011.

Judicial scrutinyA number of previously reported matters involving the judicial review of AEC decisions under the Electoral Act are continuing, primarily in relation to the recovery of costs awarded to the AEC at the conclusion of the substantive hearings. Examples of this include the matters involving Albert Langer aka Arthur Dent (relating to the refusal to accept his enrolment under a fictitious name), Lesley Noah (relating to the refusal to accept her nomination as it did not have 50 suitably qualified nominators), and the Fishing Party and Robert Smith (relating to the registration of the Fishing and Lifestyle Party). The recovery of the legal costs in each of these matters continues to be pursued in the relevant jurisdiction.

In the lead-up to the 21 August 2010 federal election, the AEC became involved in a number of new proceedings in both the Federal Court and the High Court.

Close of rolls

In the matter of Rowe v Electoral Commissioner [2010] HCA 46, the High Court dealt with a legal challenge by Shannen Rowe and Douglas Thompson seeking a declaration that certain provisions of the Electoral Act effecting cut-off dates for the consideration of applications for enrolment and transfers of enrolment as an elector were invalid. Although the Electoral Commissioner was named as the first defendant, the AEC took no part in making substantive submissions. This was left to the Commonwealth of Australia as instructed by the Attorney-General’s Department and the Department of Finance and Deregulation. The Western Australian Attorney-General also intervened.

One of the challenged provisions (subsection 102(4)) prevented the AEC from considering new claims for enrolment lodged after 8 pm on the date of issuing of the writs for an election, until after the close of polling. Another challenged provision (subsection 102(4AA)) prevented the AEC from considering claims for the transfer of enrolment from 8 pm on the date fixed in the writs for the close of rolls until after the close of polling. A third provision (s.155) was challenged as it provided that the date fixed in the writs for the close of rolls must be on the third working day after the date of issuing of the writs for an election.

All of the challenged provisions were inserted into the Electoral Act by the Electoral and Referendum Amendment (Electoral Integrity and Other Measures) Act 2006. This action followed several reports by the JSCEM (including the October 2002 report entitled The integrity of the electoral roll and the October 2004 report on the conduct of the 2004 election) which, despite finding no evidence of inaccuracies on the roll, concluded that the seven-day period of grace provided an opportunity to manipulate the roll at a time when the AEC was unable to check the integrity of all claims.

On 6 August 2010, the High Court ordered that the amendments made by the 2006 Act were invalid and that the previous seven-day close of rolls period was still in force.

To give effect to the High Court decision, some 100 000 individuals who missed the close of rolls deadlines became entitled to have their claims considered by the AEC because their claims had been received prior to 8 pm on 26 July 2010. The AEC concluded the processing of these claims on 13 August 1010 and sought the Governor-General’s agreement to issue a proclamation under s.285 of the Electoral Act so that the 100 000 electors could appear on supplementary certified lists and cast ordinary votes on the same basis as other electors.


Use of technology

In the matter of Getup Ltd v Electoral Commissioner [2010] FCA 869 (13 August 2010), the Federal Court examined the legal status of electronic signatures on enrolment forms that were received by the AEC. The court held that the particular technology and methodology used by Trevitt (a laptop with access to the Internet and a digital pen that was used on the laptop’s trackpad) met the requirements of the Electoral Act. As a result of the court decision, Trevitt was enrolled.

In the lead up to the hearing, the Electoral Commissioner wrote to Simon Sheikh of GetUp Ltd, offering to meet to discuss the technology and the balancing of the convenience of electors with the integrity of the voting system (for example, matching signatures on enrolment forms with signatures on declaration envelopes at preliminary scrutiny). The GetUp Ltd OzEnrol website went live and accessible to the public without any prior notice or discussions with the AEC. It was taken down on 17 July 2010, but apparently remained accessible for GetUp Ltd volunteers to use. The original methodology used a mouse track based signature (which did not result in a clear image), or the use of similar biomechanical motions to using a pen to reproduce a signature. However, these proceedings did not involve the use of that particular methodology. Since the Federal Court decision, the AEC has met with Simon Sheikh and other representatives of GetUp Ltd to discuss the implications of the Federal Court’s decision and the use of the methodologies that comply with both the requirements of the Electoral Act and the ratio decidendi of the Federal Court’s decision.

Postal vote applications

A number of sections in the Electoral Act authorise political parties and candidates to issue postal vote application forms (PVAs), to have them returned to their offices and then to forward them to the AEC for the issuing of

postal votes. During each election campaign, the AEC receives many complaints about the use of PVAs and the permissibility of returning PVAs to the AEC via a political party.

In the matter of Peebles v Honourable Tony Burke MP and Others [2010] FCA 838, Robyn Peebles (a Senate candidate in New South Wales for the Christian Democratic Party (Fred Nile Group)) argued that the sending out of this material by the Hon Tony Burke MP and the Australian Labor Party (New South Wales Branch) involved misleading and deceptive conduct, because the PVAs failed to clearly state the source of the PVA or that it would be returned to that source before being sent to the AEC.

In his reasons for his decision, the Hon Justice Michael Moore stated that there was considerable force in at least some of those contentions. However, the Federal Court dismissed the application, referring to the limited scope of section s.329 of the Electoral Act, which deals with publications that are likely to mislead or deceive an elector in relation to the casting of a vote, and held that the act of applying for a postal vote did not fall within the scope of that section.

Ms Peebles lodged an appeal against the Federal Court decision to the full bench of the Federal Court. This appeal was subsequently withdrawn and replaced with action in the Court of Disputed Returns following the 2010 federal election, as the orders sought in the appeal included discarding all votes that were received by the AEC as a result of PVAs issued by the Australian Labor Party in New South Wales. Costs were awarded in favour of the AEC in Peebles v Honourable Tony Burke (No. 2) [2010] FCA 861.

Use of terminology

Nicholas Faulkner has for many years raised concerns about the legal effect of the dissolving of the House of Representatives under s.28 of the Constitution and whether this results in it


being misleading and deceptive for a candidate who was formerly a member of the House of Representatives to be able to continue to describe themselves as an ‘MP’ (member of parliament).

In Faulkner v Elliot and Others [2010] FCA 884 (17 August 2010), Mr Faulkner (an independent candidate for the Division of Richmond) sought urgent orders from the court restraining Justine Elliot from describing herself as a ‘Federal Member’, ‘sitting Member’ or ‘Incumbent’. Faulkner argued that the use of those descriptions in publications was misleading and deceptive and in breach of s.329 of the Electoral Act.

The Federal Court dismissed the application, finding that the use of ‘MP’ by a candidate seeking re-election to the House of Representatives is appropriate. The court accepted the existence of a protocol that the continued use of ‘MP’ might avoid confusion and operate as a proper matter of courtesy in all the circumstances. The court held that a contravention of s.329(1) of the Electoral Act required conduct that was likely to mislead or deceive an elector in relation to the casting of a vote, as opposed to influencing the formation of a judgment by an elector about whom to vote for. The court concluded that the use of the term ‘MP’ was not in breach of s.329(1) and dismissed the application.

Petitions to the Court of Disputed Returns

The 40-day period for lodging petitions with the Court of Disputed Returns following the return of the last writ for the 21 August 2010 election ended at close of business on 27 October 2010. The High Court (which is the Court of Disputed Returns) advised that five petitions were filed within the 40 day period: one at the Hobart registry and four at the Sydney registry.

The petition lodged at the Hobart registry involved an allegation that Senator the Hon Eric Abetz had not renounced his German

citizenship and was disqualified from standing as a candidate for an election under s.44 of the Constitution. This petition was subsequently withdrawn in November 2010 without proceeding to a hearing.

The four petitions lodged at the Sydney registry were all lodged by the same firm of solicitors on behalf of the Christian Democratic Party (Fred Nile Group). Three of the petitioners (Graham Freemantle, Robyn Peebles and Andrew Green) were candidates for that party at the 2010 federal election, and the fourth petitioner (Greg Briscoe-Hough) was an elector who had previously stood for the Family First Party in New South Wales. The petitions sought to invalidate the elections for the divisions of Banks, Lindsay and Robertson in New South Wales and the Senate election in New South Wales.

All four petitions focused on issues that were previously raised and dismissed by the Federal Court in the case of Peebles v Honourable Tony Burke and Others [2010] FCA 838, in which arguments were run that the issuing and return of PVAs by political parties breached several provisions of the Electoral Act. The Federal Court held that the issuing and returning of PVAs by political parties were not in breach of s.329 of the Electoral Act (that is, were not misleading or deceptive in relation to an elector marking a ballot paper), and that the declaration used on the forms was consistent with the requirements of s.183 and s.184 of the Act. Those arguments were again being used as the basis for the four petitions.

Each petition argued a further ground: that the use of parliamentary allowances by members of parliament to print and distribute the PVAs was in breach of s.48 and s.49 of the Constitution. Other Commonwealth agencies (the Department of the Prime Minister and Cabinet, the Department of Finance and Deregulation and the Attorney-General’s Department) were advised of these petitions so that they could determine whether the Commonwealth wished to intervene as a party. The AEC is legally separate from the Commonwealth in these


matters and has separately instructed the Australian Government Solicitor and counsel to appear in the four matters. The AEC is also bound by the principles in the matter of R v Australian Broadcasting Tribunal; Ex parte Hardiman (1980) 144 CLR 13, which restricts the ability of the AEC to present substantive arguments to the Court of Disputed Returns on non-jurisdictional matters.

Only the petitions lodged on behalf of Andrew Green and Graham Freemantle proceeded to hearing; the petitions lodged on behalf of Robyn Peebles and Greg Briscoe-Hough were withdrawn. The decisions on the petitions of Green and Freemantle can be found at Green v Bradbury [2011] FCA 71 and Freemantle v O’Neill [2011] FCA 72. Orders as to the payment of the legal costs in the petitions involving Green, Freemantle and Peebles were resolved in favour of the AEC in Green v Bradbury (No. 2) [2011] FCA 469.

Industrial elections

The AEC conducts elections in various industrial matters. The AEC is the ballot agent for protected action ballots conducted under the Fair Work Act 2009 and other industrial elections conducted under the Fair Work (Registered Organisations) Act 2009.

Legal proceedings under that legislation are usually between two other parties (for example, between the union and the employer or between various candidates standing for election to offices in the registered organisations). The role of the AEC in these matters is normally to seek to be joined as a party to the proceedings so that it is able to assist the court in accordance with the principles established by the High Court in the case of R v Australian Broadcasting Tribunal; Ex parte Hardiman (1980) 144 CLR 13.

In 2010–10, the AEC was involved in several matters before the Federal Court involving the conduct of industrial elections:

½½ In the case of Purvinas, in the matter of an application for an inquiry in relation to an election for offices in the Australian Licenced Aircraft Engineers Association [2010] FCA 672, the Federal Court decided that the rules of the association did not require candidates standing for election to have current licences.

½½ In the case of Nimmo, in the matter of an application for an inquiry relating to an election for an office in the Australian Education Union (NT Branch) [2010] FCA 38, the Federal Court decided that the mere non-receipt of ballot papers did not constitute an irregularity – while certain members received ballot papers too late, and some were improperly removed from the voting roll, neither factor constituted an irregularity that, as a real possibility, would have affected the result of the election.

½½ In the case of Kelly, in the matter of an election for an office in the New South Wales Local Government, Clerical, Administrative, Energy, Airlines & Utilities Branch of the Australian Municipal, Administrative, Clerical and Services Union (No 3) [2011] FCA 564, the Federal Court held that Allan Veney was not eligible to stand as a candidate for election.

Performance auditsDuring 2010–11, the AEC was involved in the Australian National Audit Office’s audit of the administration of government advertising arrangements. The audit is to examine the effectiveness of the Department of Finance and Deregulation’s administration of the Australian Government campaign advertising framework and agencies’ compliance with the Guidelines on information and advertising campaigns and the processes associated with exempting campaigns. The audit is expected to be tabled in parliament during the Spring 2011 session.


Human resources

The AEC’s human resources management framework is designed to provide a workforce with the necessary skills, flexibility and diversity to meet the AEC’s current and future business needs, assisted by: ½½ learning and development opportunities½½ effective communication and sharing

of information½½ effective performance management½½ relevant health and safety practices.

Investing in Our People‘Investing in our people’ is one of the three enabling themes of the AEC’s five-year strategic plan. The theme has been translated into a program of goals and activities, in three phases. Phase Two was rolled out in 2010–11.

The program

The Investing in Our People (IIOP) program includes six priority areas identified through the Australian Public Service Commission’s State of the service employee survey results 2008–09 and refined through in-depth consultations with staff in 2009. The priority areas are:½½ leadership and communication½½ learning and development½½ performance management½½ fair and objective decision making½½ engagement/job satisfaction½½ innovation and change.

Progress in 2010–11

The AEC uses the results of the Australian Public Service Commission’s annual employee

survey to monitor the effectiveness of the IIOP program. Following some small gains in 2009, the results of the 2010 survey provided clear evidence that the program is making a positive difference. A clear vote of confidence in the program was illustrated by the 71 per cent of AEC survey respondents who said they were very confident that the organisation was addressing issues identified in last year’s survey. This is an outstanding result compared to the Australian Public Service (APS) average confidence level of 19 per cent.

The delivery of some components of Phase Two was delayed by the conduct of the 2010 federal election and the development of a new enterprise agreement for the AEC, both of which saw the redeployment of IIOP staff to other roles in the AEC. The components that were delayed will be incorporated into Phase Three of the program, which will begin in 2011–12.

The AEC continues to face challenges in addressing capability gaps for supervisors, in areas such as managing performance effectively, cultivating productive working relationships and recognising staff members’ work contributions and achievements. In 2010, a course in people management was delivered at locations across all states and territories, and a new recognition and rewards program was introduced. These activities will be complemented by a management performance course, piloted in mid-2011, which will become compulsory for all AEC supervisors from 2011–12.

The IIOP’s other achievements in 2010–11 comprised:½½ delivering Integrity Matters, an online course

for all staff that covers topics such as fraud, the APS Values and Code of Conduct, and the AEC values,


½½ delivering mandatory selection panel training for panel chairs, members and delegates,

½½ launching the Commissioner’s Development Fund, which provides funding for a range of development opportunities to increase leadership capabilities by fostering the personal development and retention of talented employees,

½½ implementing policies, guidelines and training to support recruitment practices in the AEC, including a booklet designed to take participants through APS selection processes and develop skills that improve selection opportunities,

½½ revising financial delegations to increase the authority of a wide range of managers, including divisional office managers, and

½½ further developing job profiles relevant to the state and divisional office network.

Staff developmentLearning and development, particularly for polling officials and divisional office staff, received particular attention in the AEC in 2010–11.

Training for polling staff

The AEC faces two major challenges in preparing polling officials to work on a federal election: they are a culturally, generationally and geographically diverse group, and their training must be undertaken within limited timeframes.

Feedback after the 2007 federal election indicated that a more flexible approach to training polling staff for federal election events was needed, and that other electoral management bodies in Australia have improved the accessibility and delivery of election training. Informed by these lessons, and in consultation with instructional design experts, the AEC developed a blended learning solution to provide a more flexible learning program for polling staff in 2010.

The training program for polling staff was rolled out to the divisional office network in early July 2010. Following the announcement of the 2010 federal election 10 days later, a decision was taken to continue with the training program, given the level of investment made by the AEC and the feedback from the previous election.

During the election period and at post-election conferences, the AEC received substantial feedback on the challenges that confronted divisional staff and polling officials using the new training program. The feedback indicated that, although the development of online training was a great leap forward, some aspects required further review and consideration.

Following a post-implementation review, a working party comprising divisional, state and national office staff recommended a series of improvements to the program. A revised polling official training program was developed for divisional staff in 2011, with a focus on being ready should an early election be called. The online content was reduced to critical procedures. The working party is continuing to develop a full program for release in 2011–12.

New learning and development programs

Three new learning and development programs began during 2010–11:½½ Election Awareness – a suite of online, self-

paced courses for all staff, covering industrial elections, fee-for-service elections, and protected action ballots,

½½ Ethical Decision Making – a facilitator-led program that provides a framework for decision making and an introduction to ethics, covering the APS Code of Conduct, the impact and limitations of decisions, the APS REFLECT model, and resources such as the Ethics Advisory Service, and

½½ Selection Panel – an online, mandatory training program for selection panel chairs, members and delegates.


Workforce planningIn April 2010, all branches within the National Office and state offices were issued with data and supporting documentation to assist in the development of their workforce plans, which enables workforce planning, business planning and budgeting to be considered collectively as part of the planning cycle. This assists managers to integrate workforce planning strategies into their business plan activities and to inform the People Services Branch of workforce capability gaps which need to be addressed across the AEC.

During 2010–11, the AEC developed a draft approach for the development of a plan to incorporate both strategies and operational elements for people and workforce management. The People Plan will provide a vision to align people management practices and set directions for management activities in the short term and the medium term. It will articulate a vision not only for the AEC’s current staff but also for future staff.

RecruitmentThe AEC employs staff under the Public Service Act 1999 and the Commonwealth Electoral Act 1918. Recruitment strategies and practices are tailored to meet the requirements of each employment framework and the needs of the business areas.

Framework

During 2010–11, the recruitment team continued to focus on initiatives to improve the quality of recruitment outcomes. From October to December 2010, the AEC released a revised policy, specific supporting documentation (including guidelines and step-by-step procedures) and an online training program. Following the release of the documents, a significant reduction in the period from advertising a vacancy to identifying the successful candidate was achieved.

Since the release of online selection panel training in 2010, 46 staff have undertaken online training for the role of chairperson and 112 for the role of panel member.

Figure 15 Vacancies advertised in 2009–10 and 2010–11

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Advertising

The AEC complies with guidelines issued by the Department of Finance and Deregulation regarding the use of composite advertisements for recruitment. In addition, the AEC has moved towards greater use of online advertising media to ensure that recruitment advertising reaches prospective candidates to whom newspaper-based advertising would not appeal.

In 2010–11, 135 vacancies in national, state and divisional offices were advertised, as shown in Figure 15. This was a decrease of 10.6 per cent compared to 151 vacancies in 2009–10.

Systems

During 2009–10, the AEC developed AEC Employment, a new online recruitment system for temporary staff. The system was commissioned in July 2010 and used to recruit and manage temporary staff for the 2010 federal election. The system allows applicants to express interest in election work, complete their details online and accept offers of employment from the AEC. The system allows the AEC to communicate with applicants by email and SMS, and to organise replacements for staff if they become unavailable up to or on polling day.

A post-implementation review, considering feedback from the AEC’s post-election evaluation conferences, commenced in September 2010. A working party was formed to address concerns raised by divisional staff about the timing and usability of the systems release. A revised system, launched in April 2011, addressed the highest priority issues raised. A third release is planned for July 2011 to address a remaining recommendation from the review. This will ensure that the system is election-ready and can be used by state and divisional office staff to prepare for the next election.

Targeted recruitment

The uncertainty of the timing of elections makes early recruitment of temporary staff difficult. The AEC refreshed its register of expressions of interest in 2009–10 and used that information as the basis for planning and preliminary allocations of staff for the 2010 federal election.

To prepare for and conduct the 2010 federal election, the AEC employed 66 874 temporary staff (65 962 in 2007). The announcement of the federal election on 17 July provided 35 days for the AEC to finalise recruitment and train staff for polling day on 21 August.

Completing recruitment and training on such a scale and in such a small timeframe presents some challenges. The changes that the AEC made to its processes and systems for the 2010 election were designed to address those challenges. Having the new system operating and accessible from the AEC’s website stimulated significant interest in election employment and provided a large pool of new expressions of interest.

The AEC aims to fill the positions of officer-in-charge of polling place first, as they are the key to successful polling. In 2010, 98.65 per cent of these positions were finalised before polling day. Analysis shows that it was easier for the AEC to fill the roles for medium to larger polling places than for smaller polling places.

For the 2010 federal election, using the new system, 25.91 per cent of offers were accepted on the day they were sent, and 65.55 per cent were accepted within five days of being sent. This compares very favourably to the 2007 federal election, which relied on post, in which 3.66 per cent of offers were accepted on the day they were sent and 25.82 per cent were accepted within five days.

Past election experience is very valuable, given the length of time between electoral events. For the 2010 election, 51.48 per cent of polling staff indicated that they had previous election


experience, and 45.7 per cent said that they had been employed during the 2007 election.

The AEC also seeks a range of staff with languages other than English. Among 2010 election staff, 9.55 per cent spoke a second language and a further 1.72 per cent spoke a third language.

Graduate Recruitment Program

Graduate recruitment is an integral component of succession planning in the AEC, which aims to achieve advances in organisational capability and capacity for innovation in delivering a world-class electoral service.

The key elements of the graduate program include undertaking a major project with links to core business and completing the Diploma of Government. Nine of the AEC’s 10 recruits from the 2010 intake successfully completed the program, attaining the Diploma in Government. All 10 remain with the AEC.

The 2010 graduates were able to experience the full range of AEC electoral activities during the 2010 federal election. They undertook

short-term placements in various divisional and state offices; polling places in urban, rural and remote locations, including among Indigenous communities in the Northern Territory; the National Tally Room; and the Election Visitor Program. This broad experience further cemented the graduates’ place within the AEC.

Each year, the projects undertaken by graduates are assessed by the Australian Public Service Commission, and the best are identified for special mention. A team of AEC graduates was in the top five teams across the APS for the 2010 calendar year. Another measure of success was the involvement, in both 2010 and 2011, of AEC graduates in the Great APS Graduate Debate.

In 2011, the AEC recruited 13 graduates from a field of more than 130 applicants. Of the 13, four are IT specialists and one is an Indigenous graduate.

RetentionThe AEC’s employee retention rate for ongoing staff in 2010–11 was 89.2 per cent, a decrease from 90.8 per cent in 2009–10.

2011 Graduates Back row (L to R): Bo Pang, Evan Ekin-Smyth, Nic Tofoni, Steven Thompson, Jess Carney, Megan Leahy, Beth Parkin, Kimberley Hare Front row (L to R): Malama Gray, Sukanthan Aravindan, Adam Fitzgibbons, Karla Bransky Absent: Amy Brougham


Employment agreementsThe majority of AEC employees are covered by the AEC Enterprise Agreement 2010–11. As at 30 June 2011, the bargaining phase of a new three-year agreement (2011–14) was complete, and the agreement was progressing through final drafting stages.

The salary ranges for each classification under the AEC Enterprise Agreement 2010–11 are shown in Table 36.

Collective determination

From time to time, the AEC uses its employment powers under s.35 of the Electoral Act to recruit temporary staff. In 2010–11, this option was primarily exercised in relation to the 2010 federal election. Terms and conditions for this type of employment are covered by collective determination set by the Electoral Commissioner under s.35 of the Electoral Act.

During 2010–11, the AEC considered the use of s.35 employment and decided that some irregular and intermittent work should be offered under the Public Service Act 1999 and covered by the AEC enterprise agreement in future. A project commenced in May 2011 to manage the transition of employees to the new arrangements and ensure that their issues are included in the negotiation of the new enterprise agreement.

Australian Workplace Agreements

The classifications and numbers of AEC staff who continue to be covered by Australian Workplace Agreements are shown in Table 37.

Section 24(1) determinations

In 2010–11, the terms and conditions of employment of eight Senior Executive Service (SES) employees were set by individual

Table 37 Employees covered by Australian Workplace Agreements, 30 June 2011

Classification Staff covered

Senior Executive Service 2

Executive levels 1–2 0

Australian Public Service levels 1–6 0

Total 2

Table 36 AEC Enterprise Agreement 2010–11 salary ranges, by classification, 30 June 2011

Classification Remuneration band ($)

Executive Level 2 99 654–116 154

Executive Level 1 86 443–97 412

APS Level 6 69 219–77 580

APS Level 5 62 530–68 528

APS Level 4 56 064–61 437

APS Level 3 50 302–55 125

APS Level 2 44 161–48 974

APS Level 1 39 022–43 128

APS = Australian Public Service.


determinations under s.24(1) of the Public Service Act.

Individual flexibility arrangements

The AEC Enterprise Agreement 2010–11 provided scope for the Electoral Commissioner to agree to an ‘individual flexibility arrangement’ with an employee, in relation to one or more of the following matters:½½ arrangements about when work is performed½½ overtime rates½½ penalty rates½½ allowances½½ leave loading.

The arrangements provide flexibility to meet the genuine needs of the AEC and individual employees. During 2010–11, two employees entered into individual flexibility arrangements allowing for the payment of allowances specific to their roles and/or locations.

Performance payAll salary progression in the AEC is subject to meeting required performance standards.

Prior to 2009–10, the Electoral Commissioner determined performance pay for those statutory appointees designated as Principal Executive Officer holders under the Remuneration Tribunal Act 1973, in accordance with parameters set by the Remuneration Tribunal. However, consistent with government policy and trends in other agencies, during 2009–10 the Electoral Commissioner consulted with the Remuneration Tribunal and determined new remuneration packages that excluded any provision for performance bonuses for this category of employee. From 2 March 2010, Principal Executive Officers remuneration was increased as a result of rolling in performance bonuses.

The Electoral Commissioner also determined performance pay for executive level and SES staff employed under the Electoral Act or

Public Service Act 1999, in accordance with the AEC’s senior executive performance appraisal guidelines and remuneration policy. Effective from 1 July 2010, performance bonuses for these employees were rolled into total remuneration packages.

A total of nine statutory appointees and eight senior executives were paid performance pay during 2010–11, for performance in the 2009–10 financial year prior to bonuses being rolled into total remuneration packages. The aggregated amount paid for the year was $251 833. The performance pay average was 10.6 per cent of the employee’s total remuneration, with the minimum payment being $2 587 and the maximum being $29 049. Due to the small number of executives in each classification band, the AEC has not disaggregated the payment of performance bonus information. Executive salary rates are shown in Table 34.

The AEC did not offer performance bonuses to any other employees during 2010–11.

Performance managementThe AEC’s new Performance Management Program was introduced for the 2010–11 performance cycle. The simplified program focuses on the provision of ongoing feedback and the development of positive and productive working relationships to enhance performance, and is complemented by the new Recognition and Rewards program.

The Performance Management Program is also supported by:½½ the implementation of a new electronic

performance system, through which employees develop individual performance and development plans and complete performance reviews. The performance system links to the AEC’s learning management system, which enables enrolment in internal courses, assessment of learning, and evaluation of those courses.


½½ the development of a series of job profiles for operational staff, which provide a comprehensive ‘this is your job’ overview. The job profiles identify responsibilities, key activities and tasks, performance standards, and technical and generic capabilities for each role.

To assist AEC managers to develop required capabilities in managing performance, a performance management course for supervisors was developed and piloted in 2010–11 and will be rolled out across the AEC in 2011–12.

Staff consultationThe AEC has state/territory and national consultative forums as formal mechanisms for consulting employees about workplace issues that affect them. Elections are held to select employee representatives, who may self-nominate to participate. The employee representatives on the national consultative forum are elected by staff.

Occupational health and safetyThe AEC is committed to providing and maintaining a safe and healthy workplace in order to meet its responsibilities under the Occupational Health and Safety Act 1991. The health and safety management arrangements for the agency have been reviewed and where possible updated to reflect the introduction of the new national legal framework for work health and safety that is expected to take effect on 1 January 2012. The new arrangements include:½½ revised terms of office for health and safety

representatives,½½ a risk management model for the AEC, and½½ the health and safety committee structure.

As in previous federal election years, the AEC focused on health and safety in preparing for

and delivering the federal election in 2010. A range of communication strategies were implemented to ensure that key messages reminding staff to look after themselves and others were delivered. The messages included information relating to:½½ manual handling½½ slips, trips and falls½½ reducing fatigue½½ meal breaks½½ incident reporting½½ the use of the Employee Assistance Program.

More information on the AEC’s occupational health and safety (OHS) policies, claims management, initiatives and outcomes is provided in Appendix C.

Workplace diversityThe AEC’s commitment to workplace diversity is outlined in the AEC Service Charter, the AEC Enterprise Agreement 2010–11, the Workplace Diversity Program 2007–10, the Disability Action Plan 2008–11, recruitment and selection guidelines, and the induction program.

The main objective of the Workplace Diversity Plan 2007–10 was to establish how the AEC would give effect to the principles outlined in its workplace diversity policy and provide for a harmonious, safe and productive environment. The Workplace Diversity Program will be reviewed and updated in 2011–12, in line with recommendations from the AEC Disability Advisory Committee.

The AEC’s network of workplace harassment officers, OHS officers and health and safety representatives has been alerted to disability issues and is responsive to the principles identified in the Disability Action Plan 2008–11. The Disability Action Plan will be assessed and reviewed during 2012.

The AEC provides flexible working conditions for its employees and promotes retention


processes that address issues of diversity and reward candidates on the basis of merit. Individuals from under-represented groups (for example, people with disabilities, Indigenous Australians and people from culturally diverse backgrounds) have been encouraged to build careers in the AEC, consistent with social inclusion principles. This practice is supported by mandatory selection panel training that focuses on eliminating discrimination in employment and offering reasonable adjustment for people with a disability.

The AEC is committed to increasing Indigenous employment and thereby reducing disadvantage among Indigenous Australians, as part of the Australian Government’s wider policy objective of bridging the gap between the Indigenous and non-Indigenous populations. The AEC has undertaken significant work to define the scope

of and to draft a reconciliation action plan. The AEC’s Indigenous Electoral Participation Program has allowed the AEC access to a larger group of Indigenous employees, whose input during the development of the plan has been both sought and appreciated. It is expected that the reconciliation action plan will be published in 2011–12.

Table 38 shows the representation of particular groups as proportions of total staff numbers and classifications at 30 June 2010. Figure 16 and Figure 17 show trends in the representation of the same groups over the past five years.

Table 38 Workplace diversity profile, 30 June 2011

Total staffa Female CLDB ATSI PWD

Senior Executive Service staff and Australian electoral officers

20 9 2 0 1

Executive Level 2 41 18 1 0 0

Executive Level 1 108 55 11 2 1

APS Level 6 238 127 13 5 5

APS Level 5 71 34 4 12 1

APS Level 4 71 46 5 0 0

APS Level 3 180 143 9 2 2

APS Level 2 184 171 11 1 1

APS Level 1 3 0 0 0 0

Total 916 603 56 22 11

Proportion of total (%) 100.0 65.8 6.1 2.4 1.2

APS = Australian Public Service, ATSI = people from Aboriginal or Torres Strait Islander backgrounds; CLDB = self-identified people from culturally and linguistically diverse backgrounds; PWD = people with disabilities.

a Includes all staff (operative, inoperative, ongoing and non-ongoing) employed under the Public Service Act 1999, senior executive staff engaged under s.35(1)(b) of the Commonwealth Electoral Act 1918 and the Public Service Act 1999, and Australian Electoral Officers in the AEC on 30 June 2011, based on the information supplied by the employees on commencement. Numbers in the CLDB, ATSI and PWD categories are minimums, as not all staff that could belong to one of those groups identify themselves in that way.

Note: A staff member could be classified under more than one heading.

Source: PayGlobal HR System.


Figure 17 Male and female employees as proportions of total staff, 2006–07 to 2010–11

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Figure 16 Trends in diversity target groups as proportions of total staff, 2006–07 to 2010–11

ATSI = people from Aboriginal or Torres Strait Islander backgrounds; CLDB = self-identified people from culturally and linguistically diverse backgrounds; PWD = people with disabilities.

Note: A staff member could be classified under more than one heading.


Case study: ACTSmart Business accreditation at the National Electoral Education Centre

The AEC’s National Electoral Education Centre (NEEC) recently joined an elite group of businesses in the Australian Capital Territory which have achieved ACTSmart Business accreditation for their recycling programs.

ACTSmart Business is an Australian Capital Territory Government program to assist private and public sector businesses to reduce the amount of waste they send to landfill. As well as benefits for the wider community, more effective recycling and waste management delivers benefits to the business, such as reduced costs for waste disposal; reduced harmful impacts on the environment; improved staff morale; and favourable client perceptions.

The program includes a step-by-step guide, templates, assistance with training, promotional materials and other resources. The NEEC decided to take part when it identified a need to expand its existing paper-recycling practices to cover other materials – for example, the many plastic bottles that students bring to education sessions.

With support from the Australian Capital Territory Department of the Environment, Climate Change, Energy and Water, the NEEC organised recycling collections, put collection points throughout the centre, and monitored its waste to see how much was going to landfill, and how much of an improvement in recycling was being achieved. One staff member received training through the program, and developed customised training for the whole NEEC team.

The NEEC staff team found that:½½ implementing the program was easy, and achieved with minimal effort and cost½½ educating NEEC visitors about the principles and practices of recycling is both challenging

and rewarding½½ participating in the program has clarified their understanding of how materials should be

handled, and helped them to improve their recycling at home.

The NEEC’s goal of reducing waste sent to landfill was achieved very successfully. A comparison of waste audits conducted before and after implementation of the program showed that the amount of waste sent to landfill by the NEEC had been reduced by more than 80 per cent, lowering the average from 17.47 cubic metres to 2.91 cubic metres per year.

Following a formal inspection, the NEEC was formally accredited under the program in February 2011, becoming one of the first 16 businesses to achieve ACTSmart Business accreditation. The NEEC is committed to maintaining the standards required to achieve reaccreditation every year.


Assets management

Physical assetsThe AEC has three major asset groups: IT software and hardware; office fit-outs; and office machines and equipment.

The IT Branch manages all IT assets, including the agency’s servers, desktop computers, printers, scanners and operational software.

The AEC National Property Team manages all accommodation and fit-outs, on a rolling ‘end of life’ or ‘end of lease’ schedule. A commercial property manager is engaged to assist with commercial property management.

The Workforce Services and Systems Section manages the AEC’s office equipment and machines. It uses an ‘end of life’ schedule and asset database to manage the replacement of those assets. Annual service and maintenance agreements are used to ensure that all assets are fully functional and operating optimally.

The major asset purchase in 2010–11 was the purchase of cardboard equipment for polling places, in preparation for the next federal election.

Information assetsThe AEC’s major computer applications are the general enrolment, elections support and information system (GENESIS), the roll management system (RMANS), and the election management system (ELMS). These backbone processing systems:½½ support initiatives to grow the electoral roll,½½ underpin the conduct of federal election

events, and

½½ ensure that the AEC continues to meet the core objectives of maintaining an effective roll and supporting an impartial and independent electoral system.

In addition, the AEC’s sophisticated Virtual Tally Room, including a media feed application, publishes election results to keep the public informed in real time during electoral events.

Two important additions were made to the AEC’s suite of computer applications during 2010–11:½½ eReturns, which allows political parties,

associated entities, donors, third parties, candidates and Senate groups to prepare and lodge their financial disclosure returns online, and

½½ AEC Employment, an online facility to support the recruitment and management of temporary staff for federal elections.

A range of smaller information processing and dissemination applications – such as the AEC website, the elector information access system, the election call centre application and the online enrolment verification facility – play an important role in ensuring that the AEC’s diverse stakeholders remain well informed about the information and services provided by the AEC.


Purchasing

TendersThe AEC published seven open tender requests in 2010–11. In all cases, tender documentation was made available electronically through the AusTender system. Tender responses were also received electronically through AusTender.

Policy and planningThe AEC’s procurement procedures were reviewed and enhanced during 2010–11, to:½½ respond to changes to the Commonwealth

procurement guidelines,½½ address past audit recommendations, and½½ reflect recommendations from the Australian

National Audit Office’s 2010 performance audit of direct source procurement.

In particular, the AEC simplified its procurement procedures and complemented them with a comprehensive suite of tender templates, procurement planning documents and checklists to enable staff to conduct procurement processes effectively and efficiently.

Advice and trainingThe National Procurement and Contracts Unit continued to provide specialist advice to assist AEC staff to conduct procurement in accordance with the Commonwealth procurement guidelines.

The unit conducted training sessions to instruct staff on ways to meet their obligations under the procurement policy framework, and be in the best position to determine value for money

when conducting AEC procurement. The unit is developing a suite of e-learning modules that will have benefits over traditional classroom training, such as more flexible learning options and reduced costs.

Environmental guidelinesIn accordance with the Australian Government Environmental purchasing guide and checklists, the AEC takes into account relevant energy and environmental issues when making procurement decisions.

During 2010–11, the AEC made one approach to the open market seeking services covered by the Environmental purchasing guide and checklists. The procurement was for printing and mailing house services to facilitate postal voting.


Grant programs

The AEC did not administer any discretionary grant programs in 2010–11.

Purchaser–provider arrangementsThe AEC had no purchaser–provider arrangements in 2010–11.

Consultants and contracts

ConsultanciesAnnual reports contain information about actual expenditure on contracts for consultancies. Information on the value of contracts and consultancies is available on the AusTender website (www.tenders.gov.au).

During 2010–11, seven new consultancy contracts were entered into involving total actual expenditure of $238 380.

A total of eight new consultancies with a value of $10 000 or more were let during 2010–11. There were no ongoing consultancy contracts and no related ongoing expenditure for 2010–11.

Appendix H contains detailed information on consultancy contracts let to the value of $10 000 or more during the year. It also contains a summary of the AEC’s policy on the procurement of consultancies.

Australian National Audit Office access clausesDuring 2010–11, the AEC did not let any contract in excess of $100 000 (GST inclusive) that did not provide for the Auditor-General having access to the contractor’s premises.

Exempt contractsDuring 2010–11, no contract or standing offer in excess of $10 000 (GST inclusive) was exempted from publication on AusTender on the basis that it would disclose exempt matters under the Freedom of Information Act 1982.


FINANCIAL STATEMENTS


ContentsIndependent auditor’s report 139

Statement by the Electoral Commissioner and Chief Finance Officer 141

Statement of Comprehensive Income 142

Balance Sheet 143

Statement of Changes in Equity 144

Cash Flow Statement 145

Schedule of Commitments 146

Schedule of Contingencies 147

Schedule of Asset Additions 148

Schedule of Administered Items 149

Notes to and forming part of the Financial Statements 150

Note 1: Summary of Significant Accounting Policies 150

Note 2: Events after the Reporting Period 157

Note 3: Expenses 158

Note 4: Income 160

Note 5: Financial Assets 161

Note 6: Non-Financial Assets 163

Note 7: Payables 167

Note 8: Provisions 168

Note 9: Cash Flow Reconciliation 169

Note 10: Contingent Liabilities and Assets 170

Note 11: Senior Executive Remuneration 171

Note 12: Remuneration of Auditors 174

Note 13: Financial Instruments 175

Note 14: Income Administered on behalf of Government 177

Note 15: Expenses Administered on behalf of Government 177

Note 16: Assets and Liabilities Administered on behalf of Government 177

Note 17: Administered Reconciliation Table 178

Note 18: Administered Contingent Assets and Liabilities 178

Note 19: Administered Financial Instruments 178

Note 20: Appropriations 179

Note 21: Special Accounts 182

Note 22: Compensation and Debt Relief 183

Note 23: Assets held in Trust 183

Note 24: Reporting of Outcomes 184

Note 25: Comprehensive Income (Loss) attributable to the AEC 185

139FINANCIAL STATEMENTS




STATEMENT OF COMPREHENSIVE INCOMEfor the period ended 30 June 2011

2011 2010Notes $'000 $'000

EXPENSESEmployee benefits 3A 119,588 66,923 Supplier 3B 98,304 53,128 Depreciation and amortisation 3C 6,282 7,075 Write-down and impairment of assets 3D 93 607 Total expenses 224,267 127,733

LESS: OWN-SOURCE INCOMEOwn-source revenueSale of goods and rendering of services 4A 15,560 14,221 Other 4B 62 -Total own-source revenue 15,622 14,221

GainsSale of assets 4C 41 -Other 4D 578 79 Total gains 619 79 Total own-source income 16,241 14,300

Net cost of services 208,026 113,433

Revenue from Government 4E 191,463 108,997 Deficit attributable to the Australian Government (16,563) (4,436)

OTHER COMPREHENSIVE INCOMEChanges in asset revaluation reserves 378 108

Total comprehensive loss (16,185) (4,328)Total comprehensive loss attributable to the Australian Government 25 (16,185) (4,328)

The above statement should be read in conjunction with the accompanying notes.


2011 2010Notes $’000 $’000

ASSETSFinancial AssetsCash and cash equivalents 5A 1,280 1,210 Trade and other receivables 5B 13,546 25,933 Total financial assets 14,826 27,143

Non-Financial AssetsLand and buildings 6A,C 6,745 6,568 Property, plant and equipment 6B,C 4,423 6,026 Intangibles 6D,E 12,046 10,982 Inventories 6F 3,381 3,357 Other 6G 2,123 1,487 Total non-financial assets 28,718 28,420

Assets held for sale - 67 Lease incentive 220 272 Total assets 43,764 55,902

LIABILITIESPayablesSuppliers 7A 4,485 7,240 Other 7B 3,333 3,729 Total payables 7,818 10,969

ProvisionsEmployee provisions 8A 19,750 20,028 Other 8B 1,896 2,040 Total provisions 21,646 22,068

Total liabilities 29,464 33,037 Net assets 14,300 22,865

EQUITYParent Entity InterestContributed equity 9,631 2,011 Reserves 11,416 11,038 Retained surplus (accumulated deficit) (6,747) 9,816 Total parent entity interest 14,300 22,865


BALANCE SHEETas at 30 June 2011

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2011 2010Notes $’000 $’000

OPERATING ACTIVITIESCash receivedAppropriations 204,258 112,382 Sales of goods and rendering of services 15,079 17,575 Net GST received 8,897 3,218 Total cash received 228,234 133,175

Cash usedEmployees 119,279 66,799 Suppliers 110,589 60,045 Total cash used 229,868 126,844 Net cash from (used by) operating activities 9 (1,634) 6,331

INVESTING ACTIVITIESCash receivedProceeds from sales of property, plant and equipment 108 -Total cash received 108 -

Cash usedPurchase of property, plant and equipment 1,398 4,150 Purchase of intangibles 3,697 3,324 Total cash used 5,095 7,474 Net cash used by investing activities (4,987) (7,474)

FINANCING ACTIVITIESCash receivedContributed equity 3,205 1,345 Departmental Capital Budget 3,486 -Total cash received 6,691 1,345

Net cash from financing activities 6,691 1,345

Net increase in cash held 70 202

Cash and cash equivalents at the beginning of the reporting period 1,210 1,008

Cash and cash equivalents at the end of the reporting period 5A 1,280 1,210


CASH FLOW STATEMENTfor the period ended 30 June 2011


SCHEDULE OF COMMITMENTS

2011 2010BY TYPE $’000 $’000Commitments receivableCommitments receivable1 (79,112) (63,275)Net GST recoverable on commitments 2,069 (827)Total commitments receivable (77,043) (64,102)

Commitments payableOther commitmentsOperating leases2 30,000 24,725 Project commitments3 2,187 11,291 Other4 24,163 36,361 Total other commitments 56,350 72,377 Net commitments by type (20,693) 8,275

BY MATURITYCommitments receivableOther commitments receivableOne year or less (17,347) (15,595)From one to five years (59,229) (48,316)Over five years (467) (191)Total other commitments receivable (77,043) (64,102)

Commitments payableOperating lease commitmentsOne year or less 10,553 10,196 From one to five years 14,309 12,947 Over five years 5,138 1,582 Total operating lease commitments 30,000 24,725

Other CommitmentsOne year or less 15,405 26,961 From one to five years 10,945 20,163 Over five years - 528 Total other commitments 26,350 47,652 Net commitments by maturity (20,693) 8,275

4. Other commitments include Information Technology (IT) contractors and service agreements with IT and communication providers (2011: $18.6m; 2010: $22.5m).

Note: Commitments are GST inclusive where relevant.

as at 30 June 2011

This schedule should be read in conjunction with the accompanying notes.

1. Commitments receivable by the AEC relates largely to arrangements with each state and territory for the sharing of certain costs associated with the maintenance of the joint Commonwealth, State and Territory electoral rolls (2011: $66.4m; 2010: $60.4m)2. Operating leases include leases for office accommodation and storage that are effectively non-cancellable. The lease payments can be varied periodically to take account of an annual Consumer Price Index increase, a fixed increase or a market increase.3. Project commitments relate to Federal Election specific projects and state and local government election projects.


SCHEDULE OF CONTINGENCIESas at 30 June 2011

2011 2010$’000 $’000

Contingent assetsClaims for damages or costs 41 -Total contingent assets 41 -

Net contingent assets (liabilities) 41 -

The above schedule should be read in conjunction with the accompanying notes.

Details of each class of contingent liabilities and contingent assets listed above are disclosed inNote 10: Contingent Liabilities and Assets, along with information on significant remote contingencies and contingencies that cannot be quantified.

AEC ANNUAL REPORT 2010–11148SC

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2011 2010Notes $’000 $’000

RevenueNon-taxation revenueElectoral fines/penalties 14A 1,973 65 Total non-taxation revenue 1,973 65 Total revenues administered on behalf of Government 1,973 65

1,973 65

for the period ended 30 June 2011Other 15A 53,202 260

53,202 260

as at 30 June 2011There are no administered assets or liabilities for the AEC. 16

OPERATING ACTIVITIESCash receivedElectoral fines/penalties 1,970 49 Other 3 16 Total cash received 1,973 65 Cash usedPolitical parties/Candidates 53,163 260 Refund of electoral fines/penalties 39 -Total cash used 53,202 260 Net cash flows from (used by) operating activities (51,229) (195)

Cash and cash equivalents at the beginning of the reporting period - -Cash from Official Public Account for: – Appropriations 53,163 260

53,163 260 Cash to Official Public Account for: – Appropriations (1,934) (65)

(1,934) (65)

Cash and cash equivalents at the end of the reporting period 17 - -Administered Commitmentsas at 30 June 2011There are no administered commitments for the AEC.Administered Contingenciesas at 30 June 2011There are no administered contingencies for the AEC.

SCHEDULE OF ADMINISTERED ITEMS

Expenses administered on behalf of Government

Assets and Liabilities administered on behalf of Government

Income administered on behalf of Governmentfor the period ended 30 June 2011

Total expenses administered on behalf of Government

Total income administered on behalf of Government

Administered Cash Flows

This schedule should be read in conjunction with the accompanying notes.

for the period ended 30 June 2011


Note 1: Summary of Significant Accounting Policies

1.1 Objectives of the Australian Electoral Commission

The Australian Electoral Commission (AEC) is an independent statutory body established under the Commonwealth Electoral Act 1918 for the purpose of conducting elections and referendums, maintaining the electoral roll and providing electoral information, education programs and related services.

While the AEC is predominantly funded by Parliamentary appropriations, revenue is also received for the provision of electoral services to other organisations.

The AEC is structured under one outcome to meet the following three programs:

• Program 1: Voter entitlement for Australians and support for electoral events and redistributions through maintaining an accurate and up-to-date electoral roll.

• Program 2: Access to an impartial and independent electoral system for Australians through the provision of electoral services.

• Program 3: Informed Australians through the provision of information services on electoral matters.

AEC activities contributing toward this outcome are classified as either departmental or administered. Departmental activities involve the use of assets, liabilities, income and expenses controlled or incurred by the AEC in its own right. Administered activities involve the management or oversight by the AEC, on behalf of the Government, of items controlled or incurred by the Government.

Administered items managed for the Government by the AEC are primarily the payment of Election Public Funding and collection of Electoral Fees and Fines under the operations of Program 2 (Impartial and independent electoral services).

1.2 Basis of Preparation of the Financial Statements

The financial statements are general purpose financial statements and are required by section 49 of the Financial Management and Accountability Act 1997.

The financial statements have been prepared in accordance with:

a) Finance Minister’s Orders (FMOs) for reporting periods ending on or after 1 July 2010; and

b) Australian Accounting Standards and Interpretations issued by the Australian Accounting Standards Board (AASB) that apply for the reporting period.

The financial statements have been prepared on an accrual basis and in accordance with the historical cost convention, except for certain assets and liabilities at fair value. Except where stated, no allowance is made for the effect of changing prices on the results or the financial position.

The financial statements are presented in Australian dollars and values are rounded to the nearest thousand dollars unless otherwise specified.

Unless an alternative treatment is specifically required by an accounting standard or the FMOs, assets and liabilities are recognised in the balance sheet when and only when it is probable that future economic benefits will flow to the AEC or a future sacrifice of economic benefits will be required and the amounts of the assets or liabilities can be reliably measured. However, assets and liabilities arising under executor contracts are not recognised unless required by an accounting standard. Liabilities and assets that are unrecognised are reported in the schedule of commitments or the schedule of contingencies.


Unless alternative treatment is specifically required by an accounting standard, income and expenses are recognised in the Statement of Comprehensive Income when and only when the flow, consumption or loss of economic benefits has occurred and can be reliably measured.

1.3 Significant Accounting Judgements and Estimates

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

1.4 New Australian Accounting Standards

Adoption of New Australian Accounting Standard Requirements

No accounting standard has been adopted earlier than the application date as stated in the standard. Of the new standards, amendments to standards and interpretations issued prior to the sign-off date, where applicable to the current reporting period had no financial impact on the AEC, although changes to AASB 101 Presentation of Financial Statements have changed the presentation of the AEC’s Financial Statements.

Future Australian Accounting Standard Requirements

The new standards, amendments to standards and interpretations issued by the Australian Accounting Standards Board prior to the sign-off date, are not expected to have a financial impact on the AEC for future reporting periods.

1.5 Revenue

Revenue from the sale of goods is recognised when:

a) the risks and rewards of ownership have been transferred to the buyer;

b) the AEC retains no managerial involvement or effective control over the goods;

c) the revenue and transaction costs incurred can be reliably measured; and

d) it is probable that the economic benefits associated with the transaction will flow to the AEC.

Revenue from rendering of services is recognised by reference to the stage of completion of contracts at the reporting date. The revenue is recognised when:

a) the amount of revenue, stage of completion and transaction costs incurred can be reliably measured; and

b) the probable economic benefits associated with the transaction will flow to the AEC.

The stage of completion of contracts at the reporting date is determined by reference to the proportion that costs incurred to date bear to the estimated total costs of the transaction.

Receivables for goods and services, which have 30 day terms, are recognised at the nominal amounts due less any impairment allowance account. Collectability of debts is reviewed at the end of the reporting period. Allowances are made when collectability of the debt is no longer probable.

Revenue from Government

Amounts appropriated for departmental appropriations for the year (adjusted for any formal additions and reductions) are recognised as Revenue from Government when the AEC gains control of the appropriation, except for certain amounts that relate to activities that are reciprocal in nature, in which case


revenue is recognised only when it has been earned. Appropriations receivable are recognised at their nominal amounts.

Parental Leave Payments Scheme

Amounts received under the Parental Leave Payments Scheme by the AEC not yet paid to employees are presented gross as cash and a liability (payable). The total amount received under this scheme is disclosed as a footnote to the Note 7A: Suppliers.

1.6 Gains

Resources Received Free of Charge

Resources received free of charge are recognised as either revenue or gains depending on their nature when, and only when, a fair value can be reliably determined and the services would have been purchased if they had not been donated. Use of those resources is recognised as an expense.

Contributions of assets at no cost of acquisition or for nominal consideration are recognised as gains at their fair value when the asset qualifies for recognition, unless received from another Government entity as a consequence of a restructuring of administrative arrangements (Refer to Note 1.7).

Sale of Assets

Gains from disposal of assets are recognised when control of the asset has passed to the buyer.

1.7 Transactions with the Government as Owner

Contributed Equity

Amounts appropriated which are designated as ‘equity injections’ for a year (less any formal reductions) and from 1 July 2010, Departmental Capital Budgets (DCBs) are recognised directly in contributed equity in that year.

Restructuring of Administrative Arrangements

Net assets received from or relinquished to another Government entity under a restructuring of administrative arrangements are adjusted at their book value directly against contributed equity.

Other Distributions to Owners

The FMOs require that distributions to owners be debited to contributed equity unless it is in the nature of a dividend. There were no distributions to owners in 2010–11 or 2009–10.

1.8 Employee Benefits

Liabilities for ‘short-term employee benefits’ (as defined in AASB 119 Employee Benefits) and termination benefits due within twelve months of the end of reporting period are measured at their nominal amounts.

The nominal amount is calculated with regard to the rates expected to be paid on settlement of the liability.

Other long-term employee benefits are measured as net total of the present value of the defined benefit obligation at the end of the reporting period minus the fair value at the end of the reporting period of plan assets (if any) out of which the obligations are to be settled directly.


Leave

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

The leave liabilities are calculated on the basis of employees’ remuneration at the estimated salary rates that will be applied at the time the leave is taken, including the AEC’s employer superannuation contribution rates to the extent that the leave is likely to be taken during service rather than paid out on termination.

The liability for long service leave has been determined by reference to the work of an actuary as at 30 June 2011. The estimate of the present value of the liability takes into account attrition rates and pay increases through promotion and inflation.

Annual leave is disclosed as current as there is a legal right to the payment, irrespective of whether the payment is expected to be paid within 12 months or not.

Separation and Redundancy

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

Superannuation

AEC staff are members of the Commonwealth Superannuation Scheme (CSS), the Public Sector Superannuation Scheme (PSS), the PSS accumulation plan (PSSap) or have exercised SuperChoice and nominated their own fund.

The CSS and PSS are defined benefit schemes for the Australian Government. The PSSap is a defined contribution scheme.

The liability for defined benefits is recognised in the financial statements of the Australian Government and is settled by the Australian Government in due course. This liability is reported by the Department of Finance and Deregulation as an administered item.

The AEC makes employer contributions to the employees’ superannuation scheme at rates determined by an actuary to be sufficient to meet the current cost to the Government. The AEC accounts for the contributions as if they were contributions to defined contribution plans.

The liability for superannuation recognised as at 30 June represents outstanding contributions for the final six working days of the year.

Temporary staff members of the AEC have their superannuation paid into their nominated fund or if no fund is nominated, the Australian Government Employees Superannuation Trust (AGEST) fund is used.

1.9 Leases

A distinction is made between finance leases and operating leases. Finance leases effectively transfer from the lessor to the lessee substantially all the risks and rewards incidental to ownership of leased assets. An operating lease is a lease that is not a finance lease. In operating leases, the lessor effectively retains substantially all such risks and benefits.

The AEC did not have any finance leases as at 30 June 2011.


Operating lease payments are expensed on a straight-line basis which is representative of the pattern of benefits derived from the leased assets.

Lease incentives taking the form of ‘free’ leasehold improvements and rent holidays are recognised as an asset and a liability. These assets are reduced across the life of the lease by allocating lease payments between rental expense and reduction of the liability.

1.10 Cash

Cash is recognised at its nominal amount. Cash and cash equivalents includes notes and coins held and any deposits in bank accounts held at call with a bank or financial institution.

1.11 Financial Assets

Loans and Receivables

Trade receivables, loans and other receivables that have fixed or determinable payments that are not quoted in an active market are classified as ‘loans and receivables’. Loans and receivables are measured at amortised cost using the effective interest method less impairment. Interest is recognised by applying the effective interest rate.

Impairment of Financial Assets

Financial assets are assessed for impairment at the end of each reporting period.

Financial assets held at amortised cost - if there is objective evidence that an impairment loss has been incurred for loans and receivables or held to maturity investments held at amortised cost, the amount of the loss is measured as the difference between the asset’s carrying amount and the present value of estimated future cash flows discounted at the asset’s original effective interest rate. The carrying amount is reduced by way of an allowance account. The loss is recognised in the Statement of Comprehensive Income.

Effective Interest Method

The effective interest method is a method of calculating the amortised cost of a financial asset and of allocating interest income over the relevant period. The effective interest rate is the rate that exactly discounts estimated future cash receipts through the expected life of the financial asset, or, where appropriate, a shorter period.

Income is recognised on an effective interest rate basis except for financial assets that are recognised at fair value through profit or loss.

1.12 Financial Liabilities

Other Financial Liabilities

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

1.13 Contingent Liabilities and Contingent Assets

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


1.14 Acquisition of Assets

Assets are recorded at cost on acquisition except as stated below. The cost of acquisition includes the fair value of assets transferred in exchange and liabilities undertaken. Financial assets are initially measured at their fair value plus transaction costs where appropriate.

Assets acquired at no cost, or for nominal consideration, are initially recognised as assets and income at their fair value at the date of acquisition.

1.15 Property, Plant and Equipment

Asset Recognition Threshold

Purchases of property, plant and equipment are recognised initially at cost in the balance sheet, except for purchases costing less than $2,000, which are expensed in the year of acquisition (other than where they form part of a group of similar items which are significant in total).

The initial cost of an asset includes an estimate of the cost of dismantling and removing the item and restoring the site on which it is located. This is particularly relevant to ‘makegood’ provisions in property leases taken up by the AEC where there exists an obligation to restore the property to its original condition. These costs are included in the value of the AEC’s leasehold improvements with a corresponding provision for the ‘makegood’ recognised.

Revaluations

Fair values for each class of asset are determined as shown below:

Asset Class Fair value measured at:

Leasehold Improvements Depreciation Replacement Cost

Infrastructure, Plant & Equipment Market Selling Price

Following initial recognition at cost, infrastructure plant and equipment are carried at fair value less subsequent accumulated depreciation and accumulated impairment losses. Full valuations are conducted every five years and an internal assessment is carried out in the other years to ensure that the carrying amounts of assets did not differ materially from the assets fair values as at the reporting date. Valuations are carried out by an independent qualified valuer.

Revaluation adjustments were made on a class basis. Any revaluation increment was credited to equity under the heading of asset revaluation reserve except to the extent that it reversed a previous revaluation decrement of the same asset class that was previously recognised in the surplus/deficit. Revaluation decrements for a class of assets were recognised directly in the surplus/deficit except to the extent that they reversed a previous revaluation increment for that class.

Any accumulated depreciation as at the revaluation date is eliminated against the gross carrying amount of the asset and the asset restated to the revalued amount.

Depreciation

Depreciable property, plant and equipment assets are written-off to their estimated residual values over their estimated useful lives to the AEC using, in all cases, the straight-line method of depreciation.

Depreciation rates (useful lives), residual values and methods are reviewed at each reporting date and necessary adjustments are recognised in the current, or current and future reporting periods, as appropriate.


Depreciation rates applying to each class of depreciable asset are based on the following useful lives:

2011 2010

Leasehold improvements lesser of lease term/useful life lesser of lease term/useful life

Plant and Equipment 5 to 10 years 5 to 10 years

IT Equipment 3 to 5 years 3 to 5 years

Impairment

All assets were assessed for impairment at 30 June 2011. Where indications of impairment exist, the asset’s recoverable amount is estimated and an impairment adjustment made if the asset’s recoverable amount is less than its carrying amount.

The recoverable amount of an asset is the higher of its fair value less costs to sell and its value in use. Value in use is the present value of the future cash flows expected to be derived from the asset. Where the future economic benefit of an asset is not primarily dependent on the asset’s ability to generate future cash flows, and the asset would be replaced if the AEC were deprived of the asset, its value in use is taken to be its depreciated replacement cost.

1.16 Intangibles

The AEC’s intangibles comprise purchased software with an initial cost greater than $5,000 and internally developed software for internal use. These assets are carried at cost less accumulated amortisation and accumulated impairment losses.

Software is amortised on a straight-line basis over its anticipated useful life. The useful lives of the AEC’s software are between 1 to 10 years (2009–10: 1 to 11 years).

All software assets were assessed for indications of impairment as at 30 June 2011.

1.17 Inventories

Inventories held for distribution are valued at cost, adjusted for any loss of service potential.

1.18 Taxation / Competitive Neutrality

The AEC is exempt from all forms of taxation except Fringe Benefits Tax (FBT) and the Goods and Services Tax (GST).

Revenues, expenses and assets are recognised net of GST except:

a) where the amount of GST incurred is not recoverable from the Australian Taxation Office; and

b) for receivables and payables.

1.19 Reporting of Administered Activities

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

Except where otherwise stated below, administered items are accounted for on the same basis and using the same policies as for departmental items, including the application of Australian Accounting Standards.


Administered Cash Transfers to and from the Official Public Account

Revenue collected by the AEC for use by the Government rather than the AEC is administered revenue. Collections are transferred to the Official Public Account (OPA) maintained by the Department of Finance and Deregulation. Conversely, cash is drawn from the OPA to make payments under Parliamentary appropriation on behalf of Government. These transfers to and from the OPA are adjustments to the administered cash held by the AEC on behalf of the Government and reported as such in the statement of cash flows in the schedule of administered items and in the administered reconciliation table in Note 17.

Revenue

All administered revenues are revenues relating to ordinary activities performed by the AEC on behalf of the Australian Government.

Note 2: Events After the Reporting Period

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


Note 3: Expenses

2011 2010$’000 $’000

Note 3A: Employee BenefitsWages and salaries 108,826 57,363 Superannuation:

Defined contribution plans 5,074 2,380 Defined benefit plans 5,312 5,977

Leave and other entitlements (528) (605)Separation and redundancies 904 1,808 Total employee benefits 119,588 66,923

Note 3B: SuppliersGoods and servicesConsultants 1,059 862 Contractors 9,289 6,784 Travel 5,859 4,072 IT services 11,156 5,309 Inventory 6,500 468 Other 52,810 24,017 Total goods and services 86,673 41,512

Goods and services are made up of:Provision of goods – related entities 6,047 5,712 Provision of goods – external parties 53,423 18,550 Rendering of services – related entities 6,288 915 Rendering of services – external parties 20,915 16,335 Total goods and services 86,673 41,512

Other supplier expensesOperating lease rentals – related entities:

Minimum lease payments 1,786 1,487 Operating lease rentals – external parties:

Minimum lease payments 9,233 9,787 Workers compensation expenses 612 342 Total other supplier expenses 11,631 11,616 Total supplier expenses 98,304 53,128


Note 3: Expenses (cont.)

2011 2010$’000 $’000

Note 3C: Depreciation and AmortisationDepreciation:

Property, plant and equipment 1,798 2,857 Leasehold Improvements 1,851 1,931

Total depreciation 3,649 4,788

Amortisation:Intangibles 2,633 2,287

Total amortisation 2,633 2,287 Total depreciation and amortisation 6,282 7,075

Note 3D: Write-Down and Impairment of AssetsImpairments of financial assets:

Bad and doubtful debts 42 (1)Asset write-downs and impairments from:

Impairment of property, plant and equipment 51 9 Impairment on intangible assets - (1)Impairment on leasehold improvements - 600

Total write-down and impairment of assets 93 607


Note 4: Income

2011 2010OWN-SOURCE REVENUE $’000 $’000

Note 4A: Sale of Goods and Rendering of ServicesProvision of goods - related entities 45 109 Provision of goods - external parties 11,016 10,882 Rendering of services - related entities 3,584 3,000 Rendering of services - external parties 915 230 Total sale of goods and rendering of services 15,560 14,221

Note 4B: Other RevenueOther 62 -Total other revenue 62 -

GAINS

Note 4C: Sale of AssetsProperty, plant and equipment:

Gain from sale 41 -Net gain from sale of assets 41 -

Note 4D: Other GainsResources received free of charge 80 79 Change in fair value through profit and loss:

Leaseheold Improvements 498 -Total other gains 578 79

REVENUE FROM GOVERNMENT

Note 4E: Revenue from GovernmentAppropriations :

Departmental appropriation 182,463 99,997 Departmental special appropriations 9,000 9,000

Total revenue from Government 191,463 108,997

Australian Electoral Commission Page 21


Note 5: Financial Assets

2011 2010$’000 $’000

Note 5A: Cash and Cash EquivalentsCash on hand or on deposit 1,280 1,210 Total cash and cash equivalents 1,280 1,210

Note 5B: Trade and Other ReceivablesGood and Services:

Goods and services – related entities 7 283 Goods and services – external parties 539 59

Total receivables for goods and services 546 342

Appropriations receivable:Program funding 3,378 16,173 Equity Injections 5,989 6,953 Departmental Capital Budget 1,893 -

Total appropriations receivable 11,260 23,126

Other receivables:GST receivable from the Australian Taxation Office 379 1,282 Other – related entities 205 24 Other – external parties 1,156 1,167

Total other receivables 1,740 2,473 Total trade and other receivables (gross) 13,546 25,941

Less impairment allowance account:Goods and services - 8

Total impairment allowance account - 8 Total trade and other receivables (net) 13,546 25,933

Receivables are expected to be recovered in:No more than 12 months 13,546 25,933 More than 12 months - -

Total trade and other receivables (net) 13,546 25,933

Receivables are aged as follows:Not overdue 13,516 25,882 Overdue by:

0 to 30 days 30 51 More than 90 days - 8

Total receivables (gross) 13,546 25,941

The impairment allowance account is aged as follows:Overdue by:

More than 90 days - (8)Total impairment allowance account - (8)


Note 5: Financial Assets (cont.)

Reconciliation of the Impairment Allowance Account:Movements in relation to 2011

Total$'000 $'000

Opening balance 8 8 Amounts written off - -Amounts recovered and reversed - -Increase/decrease recognised in net surplus (8) (8)

Closing balance - -

Movements in relation to 2010Goods and

services Total$'000 $'000

Opening balance 9 9 Amounts written off (3) (3)Amounts recovered and reversed - -Increase/decrease recognised in net surplus 2 2

Closing balance 8 8

Goods and services


Note 6: Non-Financial Assets

2011 2010$’000 $’000

Note 6A: Land and BuildingsLeasehold improvements:

Work in progress 164 111 Fair value 7,439 7,392 Accumulated depreciation (858) (935)

Total leasehold improvements 6,745 6,568 Total land and buildings 6,745 6,568

No land or buildings were expected to be sold or disposed of within the next 12 months.

Note 6B: Property, Plant and EquipmentOther property, plant and equipment:

Fair value 4,423 6,026 Accumulated depreciation - -

Total other property, plant and equipment 4,423 6,026 Total property, plant and equipment 4,423 6,026

Revaluations of non-financial assets

All revaluations were conducted in accordance with the revaluation policy stated at Note 1. In June 2011, an independent valuer from Rodney Hyman Asset Services Pty Ltd conducted a desktop update of the assets valued in 2010 plus the additions and disposals for the 2010–11 financial year.

A revaluation increment of $721,929 for leasehold improvements (2010: $669,247) was credited to the asset revaluation reserve by asset class and included in the equity section of the balance sheet. No movement in makegood was recorded in 2011 (2010: $114k). Similarly a decrement of $343,917 for plant and equipment (2010: $675,826 decrement) was debited to the asset revaluation reserve and included in the equity section of the balance sheet.

A revaluation increment of $498,061 for leasehold improvements (2010: decrement $201,274) was credited to the operating result.

No indicators of impairment were found for infrastructure, plant and equipment (2010: $nil).

No indicators of impairment were found for land and buildings (2010: $491,870).


Note 6: Non-Financial Assets (cont.)

Leasehold Improvements IP&E Total

$’000 $’000 $’000As at 1 July 2010Gross book value 7,503 6,026 13,529 Accumulated depreciation and impairment (935) - (935)Net book value 1 July 2010 6,568 6,026 12,594 Additions*

By purchase 808 590 1,398 Revaluations and impairments recognised in other comprehensive income 722 (344) 378 Revaluations recognised in the operating result 498 - 498 Depreciation expense (1,851) (1,798) (3,649)Disposals - (51) (51)Net book value 30 June 2011 6,745 4,423 11,168

Net book value as of 30 June 2011 represented by:Gross book value 7,603 4,423 12,026 Accumulated depreciation and impairment (858) - (858)

6,745 4,423 11,168

Land Buildings Total$’000 $’000 $’000

As at 1 July 2009Gross book value 7,959 6,808 14,767 Accumulated depreciation and impairment (894) (4) (898)Net book value 1 July 2009 7,065 6,804 13,869 Additions*

By purchase 1,460 2,845 4,305 Revaluations and impairments recognised in other comprehensive income669 (675) (6)Revaluations recognised in the operating result (201) - (201)Impairments recognised in the operating result (492) - (492)Assets held for sale or in a disposal group held for sale - (67) (67)Depreciation expense (1,932) (2,857) (4,789)Disposals (1) (24) (25)Net book value 30 June 2010 6,568 6,026 12,594

Net book value as of 30 June 2010 represented by:Gross book value 7,503 6,026 13,529 Accumulated depreciation and impairment (935) - (935)

6,568 6,026 12,594

* Disaggregated additions information are disclosed in the Schedule of Asset Additions.


Note 6C: Reconciliation of the Opening and Closing Balances of Property, Plant and Equipment (2010–11)

Note 6C (cont.): Reconciliation of the Opening and Closing Balances of Property, Plant and Equipment (2009–10)



Note 6D: IntangiblesComputer software:

Internally developed – in progress 806 953 Internally developed – in use 36,673 32,984 Purchased 1,838 1,683 Accumulated amortisation (27,271) (24,638)

Total computer software 12,046 10,982 Total intangibles 12,046 10,982

Computer software

internally developed

Computer software

purchased Total$’000 $’000 $’000

As at 1 July 2010Gross book value 33,937 1,683 35,620 Accumulated amortisation and impairment (23,854) (784) (24,638)Net book value 1 July 2010 10,083 899 10,982 Additions*

By purchase or internally developed 3,542 155 3,697 Amortisation (2,159) (474) (2,633)Net book value 30 June 2011 11,466 580 12,046

Net book value as of 30 June 2011 represented by:Gross book value 37,479 1,838 39,317 Accumulated amortisation and impairment (26,013) (1,258) (27,271)

11,466 580 12,046

Note 6E: Reconciliation of the Opening and Closing Balances of Intangibles (2010–11)


No intangibles are expected to be sold or disposed of within the next 12 months.

No indicators of impairment were found for intangible assets.



Computer software

internally developed

Computer software

purchased Total$’000 $’000 $’000

As at 1 July 2009Gross book value 32,576 1,707 34,283 Accumulated amortisation and impairment (24,227) (9) (24,236)Net book value 1 July 2009 8,349 1,698 10,047 Additions*

By purchase or internally developed 3,182 132 3,314 Impairments recognised in the operating result (9) - (9)Amortisation (1,448) (839) (2,287)Disposals - (92) (92)Net book value 30 June 2010 10,083 899 10,973

Net book value as of 30 June 2010 represented by:Gross book value 33,937 1,683 35,620 Accumulated amortisation and impairment (23,854) (784) (24,638)

10,083 899 10,982

Note 6F: InventoriesElection equipment at cost (ballot paper and voting equipment)

3,381 3,357 Total inventories 3,381 3,357

No items of inventory were recognised at fair value less cost to sell.

Note 6G: Other Non-Financial AssetsPrepayments 2,123 1,487

Total other non-financial assets 2,123 1,487

Total other non-financial assets - are expected to be recovered in:No more than 12 months 2,022 1,487

More than 12 months 101 -Total other non-financial assets 2,123 1,487

Note 6E (Cont'd): Reconciliation of the Opening and Closing Balances ofIntangibles (2009-10)

No indicators of impairment were found for other non-financial assets.

During 2010-11, $6,499,952 of inventory held for distribution was recognised as an expense (2009–10: $468,137).


Note 7: Payables

2011 2010$’000 $’000

Note 7A: SuppliersTrade creditors and accruals 4,485 7,240 Total supplier payables 4,485 7,240

Supplier payables expected to be settled within 12 months:Related entities 642 252 External parties 3,843 6,988

Total 4,485 7,240

Total supplier payables 4,485 7,240

Note 7B: Other PayablesSalaries and wages 1,448 1,556 Superannuation 192 304 Separations and redundancies 27 34 Unearned revenue 1,666 1,835 Total other payables 3,333 3,729

Total other payables are expected to be settled in:No more than 12 months 3,333 3,729 More than 12 months - -

Total other payables 3,333 3,729

Settlement was usually made within 30 days.* The AEC received $4,560 (2010: Nil) under the Paid Parental Leave Scheme.


2011 2010$’000 $’000

Note 8A: Employee ProvisionsLeave 19,750 20,028 Total employee provisions 19,750 20,028

Employee provisions are expected to be settled in:No more than 12 months 5,346 3,768 More than 12 months 14,404 16,260

Total employee provisions 19,750 20,028

Note 8B: Other ProvisionsProvision for lease incentives 384 495 Provision for restoration obligations 1,362 1,398 Provision for lease straight-line 150 147 Total other provisions 1,896 2,040

Other provisions are expected to be settled in:No more than 12 months 624 402 More than 12 months 1,272 1,638

Total other provisions 1,896 2,040

Provision for lease

incentivesProvision for

restoration

Provision for lease straight

line Total$’000 $’000 $’000

Carrying amount 1 July 2010 495 1,398 147 2,040 Additional provisions made 42 71 10 123 Amounts used (153) (107) (7) (267)

Closing balance 2011 384 1,362 150 1,896

Note 8: Provisions

The AEC currently has 41 agreements for the leasing of premises which have provisions requiring the entity to restore the premises to their original condition at the conclusion of the lease. The entity has made a provision to reflect the present value of this obligation.


Note 9: Cash Flow Reconciliation

2011 2010$’000 $’000

Reconciliation of cash and cash equivalents as per Balance Sheet to Cash Flow Statement

Cash and cash equivalents as per:Cash flow statement 1,280 1,210 Balance sheet 1,280 1,210 Difference - -

Reconciliation of net cost of services to net cash from operating activities:Net cost of services (208,026) (113,433)Add revenue from Government 191,463 108,997

Adjustments for non-cash itemsDepreciation / amortisation 6,282 7,075 Net write (up)/down of non-financial assets (448) 782 Gain on disposal of assets (41) -

Changes in assets / liabilities(Increase) / decrease in lease incentive asset 52 (272)(Increase) / decrease in net receivables 13,317 4,002 (Increase) / decrease in inventories (24) (2,693)(Increase) / decrease in prepayments (636) 8 Increase / (decrease) in employee provisions (278) (150)Increase / (decrease) in supplier payables (2,755) 1,514 Increase / (decrease) in other payables (396) 427 Increase / (decrease) in other provisions (144) 74 Net cash from (used by) operating activities (1,634) 6,331


2011 2010 2011 2010$’000 $’000 $’000 $’000

Contingent assetsNew 41 - 41 -

Total contingent assets 41 - 41 -

Net contingent assets (liabilities) 41 - 41 -

Quantifiable Contingencies

Unquantifiable Contingencies

Significant Remote Contingencies

Note 10: Contingent Liabilities and Assets

At 30 June 2011, the AEC had no unquantifiable contingencies.

The AEC has no significant remote contingencies.

damages or costs TotalClaims for

The Schedule of Contingencies reports contingent assets in respect of recoverable court cost of $41,045 (2010: Nil). The estimate is based on costs incurred by the AEC.


Note 11: Senior Executive Remuneration

2011 2010$ $

Short-term employee benefits:Salary 3,490,570 2,566,345 Annual leave accrued 306,908 219,828 Performance bonuses 1 - 233,684 Other 85,002 42,124

Total short-term employee benefits 3,882,480 3,061,981

Post-employment benefits:Superannuation 427,885 364,921

Total post-employment benefits 427,885 364,921

Other long-term benefits:Long-service leave 98,649 70,659

Total other long-term benefits 98,649 70,659

Termination benefits 40,197 280,674 Total 4,449,211 3,778,235

Notes:

Note 11A: Senior Executive Remuneration Expense for the Reporting Period

1. Note 11A was prepared on an accrual basis (so the performance bonus expenses disclosed above differ from the cash 'Bonus paid' in Note 11B). There were no performance bonuses in 2010–11.

2. Note 11A excludes acting arrangements and part-year service where remuneration expensed for a senior executive was less than $150,000.

2


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18

Not

es:

Not

e 11

: Sen

ior

Exe

cutiv

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emun

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ion

(con

t.)

1. T

his t

able

repo

rts su

bsta

ntiv

e se

nior

exe

cutiv

es w

ho w

ere

empl

oyed

by

the

AEC

at t

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nd o

f the

repo

rting

per

iod.

Fix

ed e

lem

ents

wer

e ba

sed

on

the

empl

oym

ent a

gree

men

t of e

ach

indi

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al. E

ach

row

repr

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ts a

n av

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e an

nual

ised

figu

re (b

ased

on

head

coun

t) fo

r the

indi

vidu

als i

n th

at

rem

uner

atio

n pa

ckag

e ba

nd (i

.e. t

he 'T

otal

' col

umn)

. 2.

Thi

s rep

rese

nts a

vera

ge a

ctua

l bon

uses

pai

d du

ring

the

repo

rting

per

iod

in th

at re

mun

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ion

pack

age

band

. The

'Bon

us p

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was

exc

lude

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m

the

'Tot

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or th

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s). T

he 'B

onus

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artic

ular

ban

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ay v

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betw

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finan

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rs d

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var

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fact

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divi

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or l

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anci

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as a

t 30

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201

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at 3

0 Ju

ne 2

010


Note 11: Senior Executive Remuneration (cont.)

Variable Elements:With the exception of bonuses, variable elements were not included in the 'Fixed Elements and Bonus Paid' table above. The following variable elements were available as part of senior executives' remuneration package:(a) Bonuses:

• 2010/11 onwards no bonuses will be paid. Bonuses in table 11B were paid in 2010/11 however relate to the prior financial year.

(b) On average senior executives were entitled to the following leave entitlements:• Annual Leave (AL): entitled to 20 days (2010: 20 days) each full year worked (pro-rata for part-time SES);• Personal Leave (PL): entitled to 18 days (2010: 20 days) or part-time equivalent; and• Long Service Leave (LSL): in accordance with Long Service Leave (Commonwealth Employees) Act 1976 .

(c) Senior executives were members of one of the following superannuation funds:• Commonwealth Superannuation Scheme (CSS): this scheme is closed to new members, and employer contributions were averaged 28.3 per cent (2010: 24 per cent) (including productivity component). More information on CSS can be found at http://www.css.gov.au.• Public Sector Superannuation Scheme (PSS): this scheme is closed to new members, with current employer contributions were set at 15.4 per cent (2010: 15.4 per cent) (including productivity component). More information on PSS can be found at http://www.pss.gov.au.

(d) Variable allowances: • Retention payment of $2,750 payable in relation to election events

(e) Various salary sacrifice arrangements were available to senior executives including super, motor vehicle and expense payment fringe benefits which come out of their existing remuneration package.

Note 11C: Other Highly Paid Staff

During the reporting period, there were no employees whose salary plus performance bonus were $150,000 or more who had a role as a senior executive. These employees did not have a role as senior executive and were therefore not disclosed as senior executives in Note 17A and Note 17B.


Note 12: Remuneration of Auditors

2011 2010$’000 $’000

Financial statement audit services were provided free of charge to the AEC.

Fair value of the services provided:Audit Services 80 79

Total 80 79

No other services were provided by the Auditor-General.


2011 2010$'000 $'000

Note 13A: Categories of Financial InstrumentsFinancial AssetsCash and cash equivalents 1,280 1,210 Loans and receivables:

Receivables for goods and services 546 342 Carrying amount of financial assets 1,826 1,552

Financial LiabilitiesAt amortised cost:

Trade Creditors 4,485 7,240 Carrying amount of financial liabilities 4,485 7,240

Note 13B: Net Income and Expense from Financial AssetsLoans and receivablesImpairment (8) (1)Net gain/(loss) from loans and receivables (8) (1)

Note 13C: Fair Value of Financial Instruments

Note 13D: Credit Risk

The following table illustrates the AEC's gross exposure to credit risk, excluding any collateral or credit enhancements.

2011 2010$'000 $'000

Financial assetsCash and cash equivalents 1,280 1,210 Receivables for goods and services 546 342 Total 1,826 1,552

The AEC has no significant exposures to any concentration of credit risk.

The carrying amount of financial instruments does not differ from the fair value.

Note 13: Financial Instruments

The net income/expense from financial assets not at fair value from profit and loss is –$8,000 (2010: –$1,000).

The AEC's maximum exposure to credit risk at reporting date in relation to each class of recognised financial assets is the carrying amount of those assets as indicated in the Balance Sheet.


Note 13D: Credit Risk (cont.)

Ageing of financial assets that were past due but not impaired for 20110 to 30 61 to 90 90+

days days days Total$'000 $'000 $'000 $'000

Receivables for goods and services 30 - - - 30 Total 30 - - - 30

Ageing of financial assets that were past due but not impaired for 20100 to 30 61 to 90 90+

days days days Total$'000 $'000 $'000 $'000

Receivables for goods and services 51 - - - 51 Total 51 - - - 51

Note 13E: Liquidity Risk

Maturities for non-derivative financial liabilities 2011within 1

year Total$'000 $'000

Trade Creditors 4,485 4,485 Total -

Maturities for non-derivative financial liabilities 2010within 1

year Total$'000 $'000

Trade Creditors 7,240 7,240 Total 7,240 7,240

Note 13F: Market Risk

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

The AEC holds basic financial instruments that do not expose the AEC to certain market risks. The AEC is not exposed to 'Currency risk' or 'Other price risk'.

Note 13: Financial Instruments (cont.)

31 to 60days

$'000

31 to 60days

$'000


Notes to the Schedule of Administered Items

Note 14: Income Administered on Behalf of Government

2011 2010$'000 $'000

REVENUE

Non–Taxation RevenueNote 14A: Fees and FinesElectoral fines/penalties 1,970 49 Candidate deposits 3 9 Other - 7 Total fees and fines 1,973 65

Note 15: Expenses Administered on Behalf of Government

2011 2010$'000 $'000

EXPENSES

Note 15A: Other ExpensesRefunds – electoral fines/penalties 39 -Election public funding 53,163 260 Total grants 53,202 260

Note 16: Assets and Liabilities Administered on Behalf of Government

There are no administered assets or liabilities for the AEC.


2011 2010$’000 $’000

Opening administered assets less administered liabilities as at 1 July - -Plus: Administered income (1,973) 65 Less: Administered expenses 53,202 (260)Administered transfers to/from Australian Government:

Appropriation transfers from OPA:Annual appropriations for administered expenses (53,163) 260

Transfers to OPA 1,934 (65)Closing administered assets less administered liabilities as at 30 June - -

There are no administered contingencies, remote or quantifiable, for the AEC.

There are no administered financial instruments for the AEC.

Note 17: Administered Reconciliation Table

Note 18: Administered Contingent Assets and Liabilities

Note 19: Administered Financial Instruments


Ann

ual

App

ropr

i-at

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App

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re

duce

daA

FMb

s. 30

s. 31

s. 32

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Not

es:

(a) A

ppro

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redu

ced

unde

r App

ropr

iatio

n A

cts (

No.

1, 3

, 5) 2

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11: s

ectio

ns 1

0, 1

1, 1

2 an

d 15

and

und

er A

ppro

pria

tion

Act

s (N

o. 2

, 4, 6

) 20

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1: se

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2,13

, 14

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17. D

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tal a

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at f

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of a

dep

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not

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and

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The

redu

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the

appr

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ter's

det

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and

is d

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low

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by

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(b) A

dvan

ce to

the

Fina

nce

Min

iste

r (A

FM) –

App

ropr

iatio

n A

cts (

No.

1, 3

, 5) 2

010–

11: s

ectio

n 13

and

App

ropr

iatio

n A

cts (

No.

2, 4

, 6) 2

010–

11:

sect

ion

15.

Not

e 20

: App

ropr

iatio

ns

Tab

le A

: Ann

ual A

ppro

pria

tions

('R

ecov

erab

le G

ST e

xclu

sive

') 2011

App

ropr

iatio

ns

App

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i-at

ion

appl

ied

in 2

011

(cur

rent

and

pr

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year

s)V

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nce

App

ropr

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n A

ctF

MA

Act

Tot

al

appr

opri

-at

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Ann

ual

App

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i-at

ion

App

ropr

i-at

ions

re

duce

daA

FMb

s. 14

(Act

No.

1)

s. 30

s. 31

s. 32

$'00

0$'

000

$'00

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$'00

0$'

000

$'00

0$'

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$'00

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DE

PAR

TM

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LO

rdin

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annu

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-

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-

117,

572

120,

957

(3,3

85)

Oth

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1,91

6 -

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119,

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122,

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Not

es:

Not

e 20

: App

ropr

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ont.)

Tab

le A

(con

t.): A

nnua

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Rec

over

able

GST

exc

lusi

ve')

2010

App

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Tot

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appr

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Var

ianc

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(a) A

ppro

pria

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redu

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unde

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ropr

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n A

cts (

No.

1, 3

) 200

9–10

: sec

tions

10,

11

and

12 a

nd u

nder

App

ropr

iatio

n A

cts (

No.

2, 4

) 200

9,10

: se

ctio

ns 1

2, 1

3 an

d 14

. Dep

artm

enta

l app

ropr

iatio

ns d

o no

t lap

se a

t fin

anci

al y

ear-

end.

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ever

, the

resp

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Min

iste

r may

dec

ide

that

par

t or a

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Table B: Unspent Departmental Annual Appropriations ('Recoverable GST exclusive')

2011 2010$'000 $'000

Appropriation Act 1 – 2010–11 2,875 - Appropriation Act 1 – 2010–11 – Cash 1,280Appropriation Act 1 – 2010–11 – Departmental Capital Budget 1,893Appropriation Act 1 – 2009–10 - 12,385 Appropriation Act 1 – 2009–10 – Cash - 1,210 Appropriation Act 3 – 2009–10 503 3,788 Act 2 – Non Operating – Equity Injection – 2010–11 1,927 - Act 2 – Non Operating – Equity Injection – 2009–10 1,916 1,916 Act 2 – Non Operating – Equity Injection – 2008–09 2,146 2,197 Act 2 – Non Operating – Equity Injection – 2007–08 - 587 Act 2 – Non Operating – Equity Injection – 2006–07 - 464 Act 4 – Non Operating – Equity Injection – 2006–07 - 1,789 Total 12,540 24,336

Table C: Special Appropriations ('Recoverable GST exclusive')

2011 2010Type Purpose $'000 $'000

Commonwealth Electoral Act 1918 (Administered) Unlimited Amount

Election Public Funding

53,163 260

Financial Management and Accountability Act 1997 – s.28 Refund of Receipts

Refund Refund of Non Voter Fines

39 -

Commonwealth Electoral Act 1918 (Departmental) Unlimited Amount

Electoral Roll Review

9,000 9,000

Total 62,202 9,260

Authority

Appropriation applied

Authority

Note 20: Appropriations (cont.)

The AEC has recently become aware that there is an increased risk of non-compliance with Section 83 of the Constitution where payments are made from special appropriations and special accounts in circumstances where the payments do not accord with conditions included in the relevant legislation.

The AEC will investigate these circumstances and any impact on its special appropriations shown below, seeking legal advice as appropriate.


Note 21: Special Accounts

2011 2010$'000 $'000

Balance brought forward from previous period - -Appropriation for reporting period - -Costs recovered - -Realised investments - -Other receipts 779 16

Total increase 779 16 Available for payments 779 16

Repayments 350 2 Total decrease 350 2 Balance carried to next period and represented by: 429 14 Cash – transferred to the Official Public Account (429) (14)Total balance carried to the next period - -

Purpose: for the expenditure of monies temporarily held in trust or otherwise for the benefit of a person other than the Commonwealth; for example, candidate deposits.

The AEC has recently become aware that there is an increased risk of non-compliance with Section 83 of the Constitution where payments are made from special appropriations and special accounts in circumstances where the payments do not accord with conditions included in the relevant legislation.

The AEC will investigate these circumstances and any impact on its special appropriations shown below, seeking legal advice as appropriate.

Other Trust Monies Account (Special Public Money)

Establishing Instrument: Financial Management and Accountability Act 1997 ; section 20.

Appropriation: Financial Management and Accountability Act 1997; section 21.


Note 22: Compensation and Debt Relief

2011 2010$ $

Compensation and Debt Relief – DepartmentalNo ‘Act of Grace payments' were expended during the reporting period (2010: No expenses). - -

No waivers of amounts owing to the Australian Government were made pursuant to subsection 34(1) of the Financial Management and Accountability Act 1997 (2010: No waivers). - -

Five payments were provided under the Compensation for Detriment caused by Defective Administration (CDDA) Scheme during the reporting period (2010: No payments). 17,714 -

One ex-gratia payment was provided for during the reporting period (2010: No payments). 2,244 -

Compensation and Debt Relief – Administered

Note 23: Assets Held in Trust

Monetary assets

2011 2010$'000 $'000

Other Trust Monies – Monetary AssetTotal amount held at the beginning of the reporting period - -Receipts 779 16 Payments:

Title passed to Australian Government (429) (14)Returned to original owner (350) (2)

Total amount held at the end of the reporting period - -

Financial assets held in trust are also disclosed in Note 21 : Other Trust Monies Account (Special Public Money)

The values above were estimated fair values at the time when acquired.

No payments were made during the reporting period (2010: No payments).


Not

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2010

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2010

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2011 2010$’000 $’000

Total Comprehensive Income (loss) attributable to the AECTotal comprehensive income (loss)* (16,185) (4,328)Plus: non-appropriated expenses

Depreciation and amortisation expenses 6,282 -Total comprehensive income (loss) attributable to the AEC (9,903) (4,328)

Note 25: Comprehensive Income (Loss) attributable to the AEC

* As per the Statement of Comprehensive Income.

APPENDICES


Appendix A – Resources

This appendix provides details of the AEC’s resources and expenses in 2010–11, as required by the Joint Committee of Public Accounts and Audit Requirements for annual reports for departments, executive agencies and FMA Act bodies, June 2011.

The tables in this appendix correspond to tables in the Portfolio Budget Statements for 2010–11:

½½ the Agency Resource Statement, which provides information about the various funding sources that the AEC was able to draw on during the year (Table 39)

½½ the Expenses by Outcome table showing the detail of Budget appropriations and total resourcing for Outcome 1 (Table 40).

189APPENDICES

Table 39 Agency Resource Statement, 2010–11

Actual appropriation for 2010–11

$’000(a)

Payments made

2010–11$’000

(b)

Balance remaining2010–11

$’000(a – b)

Ordinary Annual Services1

Prior Year Departmental appropriation 16 173 15 670 503

Departmental appropriation2 182 463 179 588 2 875

Section 31 relevant agency receipts 14 437 14 437 -

Total 213 073 209 695 3 378

Total ordinary annual services A 213 073 209 695

Other services3

Departmental non-operating

Equity injections 2 241 586 1 655

Departmental appropriation2 5 379 3 486 1 893

Previous years’ outputs 6 953 2 619 4 334

Total 14 573 6 691 7 882

Total other services B 14 573 6 691

Total Available Annual Appropriations and payments 227 646 216 386

Special appropriations

Special appropriations limited by criteria/entitlement

Commonwealth Electoral Act 1918 (A) 53 163

Special appropriations limited by amount

Commonwealth Electoral Act 1918 (D) 9 000

Total special appropriations C 62 163

Special Accounts4

Opening balance -

Non-appropriation receipts to Special Accounts 779

Payments made 779

Total Special Account D -

Total resourcing (A + B + C + D) 228 425 279 328

Total net resourcing for agency 228 425 279 328

1 Appropriation Bill (No. 1) 2010–11 and Appropriation Bill (No. 3) 2010–11. This may also include Prior Year departmental appropriation and s.31 relevant agency receipts.

2 Includes an amount of $5m in 2010–11 for the Department Capital Budget. For accounting purposes this amount has been designated as ‘contributions by owners’.

3 Appropriation Bill (No. 2) 2010–11 and Appropriation Bill (No. 4) 2010–11.

4 Does not include ‘Special Public Money’ held in accounts like Other Trust Monies accounts (OTM), Services for other Government and Non-agency Bodies accounts (SOG), or Services for Other Entities and Trust Moneys Special accounts (SOETM).


Table 40 Expenses and resources for Outcome 1

Budget1

2010–11$’000

(a)

Actual expenses 2010–11

$’000(b)

Variation$’000(a – b)

Outcome 1: Maintain an impartial and independent electoral system for eligible voters through active electoral roll management, efficient delivery of polling services and targeted education and public awareness programs.


Departmental expenses

Ordinary Annual Services (Appropriation Bill No. 1) 54 420 24 639 29 781

Revenues from independent sources (Section 31) 11 016 11 056 (40)

Special appropriations 9 000 9 000 -

Expenses not requiring appropriation in the Budget year

2 280 2 379 (99)

Total for Program 1.1 76 716 47 074 29 642


Administered expenses

Special Appropriations 53 163 53 163 -


Ordinary Annual Services (Appropriation Bill No. 1) 105 720 153 121 (47 401)

Revenues from independent sources (Section 31) 2 442 4 503 (2 061)


3 314 3 224 90

Total for Program 1.2 164 639 214 011 (49 372)

191APPENDICES

Budget1

2010–11$’000

(a)

Actual expenses 2010–11

$’000(b)

Variation$’000(a – b)



Ordinary Annual Services (Appropriation Bill No. 1) 36 397 15 587 20 810

Revenues from independent sources (Section 31) - 1 (1)


1 115 758 357

Total for Program 1.3 37 512 16 346 21 166

Outcome 1 totals by appropriation type

Administered Expenses

Special Appropriations 53 163 53 163 -


Ordinary annual services (Appropriation Bill No. 1) 196 537 193 347 3 190

Revenues from independent sources (Section 31) 13 458 15 560 (2 102)

Special appropriations 9 000 9 000 -


6 709 6 361 348

Total expenses for Outcome 1 278 867 277 431 1 436

2009–10 2010–11

Average staffing level (number) 853 858

1 Full-year budget, including any subsequent adjustment made to the 2010–11 Budget.


Appendix B – Staffing

Table 41 and Table 42 provide details of the AEC’s staffing complement in 2010–11, including the totals for 2009–10 for comparison.

Table 41 Ongoing staff employed, including staff on higher duties arrangements, by classification, gender and location, 30 June 2010 and 30 June 2011

Location/classification

Female part time

Female full time

Male part time

Male full time Total

09–10 10–11 09–10 10–11 09–10 10–11 09–10 10–11 09–10 10–11

ACT 27 27 123 116 6 4 110 113 266 260

Electoral Commissioner

0 0 0 0 0 0 1 1 1 1

Deputy Electoral Commissioner

0 0 0 0 0 0 1 1 1 1

SES Band 2 0 0 1 1 0 0 1 2 2 3

SES Band 1 0 0 4 4 0 0 4 4 8 8

Executive Level 2 2 3 12 12 0 0 18 17 32 32

Executive Level 1 9 6 33 31 0 1 35 32 77 70

APS Level 6 4 4 34 27 2 1 28 22 68 54

APS Level 5 2 3 14 9 1 0 9 15 26 27

APS Level 4 10 10 17 19 3 2 7 13 37 44

APS Level 3 0 1 7 12 0 0 6 5 13 18

APS Level 2 0 0 1 1 0 0 0 0 1 1

APS Level 1 0 0 0 0 0 0 0 1 0 1

NSW 25 27 91 90 1 3 54 51 171 171

AEO 0 0 0 0 0 0 1 1 1 1

Executive Level 2 0 0 1 1 0 0 1 1 2 2

Executive Level 1 0 0 4 4 0 0 8 6 12 10

APS Level 6 2 2 29 34 0 0 26 25 57 61

APS Level 5 0 0 3 1 0 0 3 2 6 3

APS Level 4 0 0 2 2 0 0 1 1 3 3

APS Level 3 4 3 35 37 0 0 11 11 50 51

APS Level 2 19 22 17 11 1 3 3 4 40 40

193APPENDICES


Female part time

Female full time

Male part time


09–10 10–11 09–10 10–11 09–10 10–11 09–10 10–11 09–10 10–11

Vic. 23 24 67 65 2 2 43 40 135 131

AEO 0 0 1 1 0 0 0 0 1 1

Executive Level 2 0 0 1 1 0 0 1 1 2 2

Executive Level 1 0 0 5 5 0 0 5 4 10 9

APS Level 6 1 1 15 17 0 1 25 24 41 43

APS Level 5 0 0 1 2 0 0 4 3 5 5

APS Level 4 0 0 1 2 1 0 0 0 2 2

APS Level 3 6 4 29 26 0 0 5 4 40 34

APS Level 2 16 19 14 11 1 1 3 4 34 35

Qld 21 21 56 56 2 0 33 31 112 108

AEO 0 0 1 1 0 0 0 0 1 1

Executive Level 2 0 0 0 0 0 0 1 1 1 1

Executive Level 1 0 0 1 1 0 0 2 2 3 3

APS Level 6 0 0 17 22 0 0 18 16 35 38

APS Level 5 0 0 3 1 0 0 1 2 4 3

APS Level 4 0 0 1 2 0 0 1 1 2 3

APS Level 3 1 2 22 20 1 0 9 9 33 31

APS Level 2 20 19 11 9 1 0 1 0 33 28

WA 12 16 28 26 1 0 21 18 62 60

AEO 0 0 0 0 0 0 1 1 1 1

Executive Level 2 0 0 0 0 0 0 1 1 1 1

Executive Level 1 0 0 0 0 0 0 3 2 3 2

APS Level 6 0 0 6 6 0 0 10 10 16 16

APS Level 5 1 0 3 1 0 0 2 1 6 2

APS Level 4 1 1 3 4 0 0 3 2 7 7

APS Level 3 2 2 14 12 0 0 1 1 17 15

APS Level 2 8 13 2 3 1 0 0 0 11 16



Female part time

Female full time

Male part time


09–10 10–11 09–10 10–11 09–10 10–11 09–10 10–11 09–10 10–11

SA 5 9 25 21 0 1 15 12 45 43

AEO 0 0 0 1 0 0 1 0 1 1

Executive Level 2 0 0 1 1 0 0 0 0 1 1

Executive Level 1 0 0 1 2 0 0 1 1 2 3

APS Level 6 0 0 6 5 0 0 8 8 14 13

APS Level 5 0 1 2 2 0 0 0 0 2 3

APS Level 4 0 0 0 2 0 1 1 0 1 3

APS Level 3 0 2 9 5 0 0 4 3 13 10

APS Level 2 5 6 6 3 0 0 0 0 11 9

Tas. 1 5 12 10 1 1 8 8 22 24

AEO 0 0 1 1 0 0 0 0 1 1

Executive Level 1 0 0 0 0 0 0 2 2 2 2

APS Level 6 0 0 2 3 0 0 3 2 5 5

APS Level 5 0 0 1 1 0 0 3 3 4 4

APS Level 4 0 0 1 0 0 0 0 1 1 1

APS Level 3 1 2 4 3 1 1 0 0 6 6

APS Level 2 0 3 3 2 0 0 0 0 3 5

NT 0 0 4 3 0 0 7 3 11 6

AEO 0 0 0 0 0 0 1 1 1 1

Executive Level 1 0 0 0 0 0 0 1 1 1 1

APS Level 6 0 0 1 0 0 0 2 0 3 0

APS Level 5 0 0 1 2 0 0 3 1 4 3

APS Level 4 0 0 1 0 0 0 0 0 1 0

APS Level 3 0 0 1 1 0 0 0 0 1 1

AEC total 114 129 406 387 13 11 291 276 824 803

AEO = Australian Electoral Officer, APS = Australian Public Service, SES = Senior Executive Service.

Notes: Figures include all staff employed at 30 June 2011 under the Public Service Act 1999 and Australian Electoral Officers employed under the Commonwealth Electoral Act 1918. This information is included in the wages and salaries reported in the financial statements.

New South Wales numbers include staff from Australian Capital Territory divisions.

Source: PayGlobal HR System.

195APPENDICES

Table 42 Non-ongoing staff employed, including staff on higher duties arrangements, by classification, gender and location, 30 June 2010 and 30 June 2011


Female part time

Female full time

Male part time


09–10 10–11 09–10 10–11 09–10 10–11 09–10 10–11 09–10 10–11

ACT 7 7 10 11 3 4 11 10 31 32

Executive Level 2 2 0 0 0 0 1 1 1 3 2

Executive Level 1 0 2 4 4 0 0 0 1 4 7

APS Level 6 1 0 1 2 1 1 3 0 6 3

APS Level 5 0 0 1 3 0 0 1 1 2 4

APS Level 4 2 4 3 0 2 2 3 2 10 8

APS Level 3 0 1 1 1 0 0 0 2 1 4

APS Level 2 2 0 0 1 0 0 0 1 2 2

APS Level 1 0 0 0 0 0 0 2 2 2 2

Special Advisor 0 0 0 0 0 0 1 0 1 0

NSW 9 6 6 5 4 1 2 2 21 14

Executive Level 1 0 0 0 0 1 1 0 0 1 1

APS Level 6 0 0 0 0 1 0 0 0 1 0

APS Level 5 1 0 2 2 1 0 1 2 5 4

APS Level 3 0 0 3 1 0 0 0 0 3 1

APS Level 2 8 6 1 2 1 0 1 0 11 8

Vic. 20 29 3 5 2 3 3 2 28 39

APS Level 6 0 0 0 1 0 0 1 0 1 1

APS Level 5 0 0 0 1 0 0 1 1 1 2

APS Level 4 0 0 0 0 0 0 0 0 0 0

APS Level 3 1 2 2 2 1 3 1 0 5 7

APS Level 2 19 27 1 1 1 0 0 1 21 29

Qld 2 2 4 3 1 0 4 2 11 7

Executive Level 1 0 0 0 0 0 0 1 0 1 0

APS Level 6 0 0 0 1 1 0 1 0 2 1

APS Level 5 0 0 1 1 0 0 2 2 3 3

APS Level 4 0 0 1 0 0 0 0 0 1 0

APS Level 3 0 0 2 1 0 0 0 0 2 1

APS Level 2 2 2 0 0 0 0 0 0 2 2



Female part time

Female full time

Male part time


09–10 10–11 09–10 10–11 09–10 10–11 09–10 10–11 09–10 10–11

WA 4 4 3 3 0 0 3 3 10 10

APS Level 6 0 0 0 0 0 0 1 1 1 1

APS Level 5 0 0 0 2 0 0 2 2 2 4

APS Level 4 0 0 1 0 0 0 0 0 1 0

APS Level 3 0 0 0 0 0 0 0 0 0 0

APS Level 2 4 4 2 1 0 0 0 0 6 5

SA 1 0 1 3 1 1 1 1 4 5

APS Level 6 0 0 0 1 0 0 0 0 0 1

APS Level 5 0 0 0 1 1 0 0 1 1 2

APS Level 4 0 0 0 0 0 0 1 0 1 0

APS Level 3 0 0 1 0 0 0 0 0 1 0

APS Level 2 1 0 0 1 0 1 0 0 1 2

NT 1 0 3 4 0 0 1 2 5 6

APS Level 6 0 0 0 1 0 0 0 0 0 1

APS Level 5 0 0 1 0 0 0 1 2 2 2

APS Level 3 0 0 0 1 0 0 0 0 0 1

APS Level 2 1 0 2 2 0 0 0 0 3 2

AEC total 44 48 30 34 11 9 25 22 110 113

APS = Australian Public Service, SES = Senior Executive Service.

Note: Figures include all staff employed at 30 June 2011 under the Public Service Act 1999 and Australian Electoral Officers and the Special Advisor employed under the Commonwealth Electoral Act 1918. This information is included in the wages and salaries reported in the financial statements.

Tasmania had no non-ongoing staff on 30 June 2011.

Source: PayGlobal HR system.

197APPENDICES

Appendix C – Occupational health and safety

The AEC provides an annual report on its occupational health and safety (OHS) performance in accordance with s.74 of the Occupational Health and Safety Act 1991.

Executive commitment and oversightThe AEC focuses on innovation and continuous improvement, not only in delivering its core business but also in ensuring the health and wellbeing of its staff. The AEC recognises that workplace health and safety are crucial, and is committed to providing a safe workplace for all employees.

The People Services Branch in the National Office works with state managers and branch heads by providing Balanced Scorecard report data on injury and illness costs and trends at the national level, and information relating to early intervention assistance and support for their staff. Organisational OHS performance indicators are also provided to National Health and Safety Committee members to inform national injury prevention strategies.

Health and safety management arrangementsHealth and Safety Management Arrangements (HSMAs) were developed and implemented for the AEC in March 2008. The HSMAs set out AEC policy and structures for promoting, maintaining and ensuring the health, safety and welfare at work of employees, and the responsibilities of the parties involved.

As an outcome of an intergovernmental agreement for regulatory reform, made in 2008, Australian governments have begun to enact legislation to implement a new national framework for workplace health and safety through the harmonisation of legal requirements between jurisdictions. The AEC has reviewed its HSMAs and where possible updated them to reflect the introduction of the new framework, which is planned to take effect on 1 January 2012.

In line with the HSMAs, the AEC maintains a health and safety committee structure comprising the National Health and Safety Committee and local health and safety committees in the National Office and each state or territory office. The committees encourage consultation on employee health, safety and welfare at work.

InitiativesIn 2010–11, the AEC renewed its contract for Employee Assistance Program services with IPS Worldwide for a term of three years. Program usage data and feedback from staff indicated that the service was underutilised by the AEC. A marketing strategy is being developed to encourage the use of the program by AEC employees and their family members.

In December 2010, research was undertaken to understand the role of the mental health of staff in the AEC’s future success. The research will be incorporated into the development of the AEC’s health and safety wellbeing framework and a revised action plan for 2011–14. The plan will also address the requirements of the


new national legal framework for work health and safety.

The Health, Safety and Wellbeing Team continued to cultivate and improve its working relationships with key stakeholders, such as the National Property Team. Examples of successful collaboration between the two teams in 2010–11 include:½½ An expert ergonomic assessment, initiated

by the Health, Safety and Wellbeing Team, recommended new chairs for supply to AEC employees in all new fit-outs. The National Property Team agreed to the purchase of the chairs, which are fully adjustable and will suit the requirements of most AEC staff members.

½½ In preparation for the next federal election, the two teams worked together to investigate the purchase of necessary personal protective equipment and explored the health and safety requirements for the National Tally Room.

½½ Regular meetings were held to discuss issues raised by staff members that were property related but also impacted on employees from a health and safety perspective. The meetings also provided opportunities for the teams to plan for future property activities, ensuring that they would comply with OHS obligations, and for the implementation of early intervention strategies.

OutcomesThroughout 2010–11, the AEC continued to invest in an injury prevention approach to maintain the health and wellbeing of its staff, including:½½ annual influenza vaccinations,½½ workstation assessments for new staff and

those with reported health concerns,½½ investigation of accidents, incidents and near

misses in the workplace,½½ immediate intervention to prevent pain,

discomfort or long-term illness, and

½½ a proactive approach to the management of unscheduled leave.

In particular, the Health, Safety and Wellbeing Team supported the divisional network in the prevention of work-related illness and injuries related to election activities, before, during and after the 2010 federal election. The key features of this approach included:½½ increased awareness among managers at all

levels of their roles and responsibilities in the effective management of staff,

½½ ongoing advice and support for all staff, to assist them to effectively manage their own health, safety and wellbeing,

½½ the purchase of specialised equipment for injury prevention,

½½ an agency-wide communication strategy, and½½ increased support for existing case

management clients.

In anticipation of the expected work pressures associated with the election period, the AEC developed a range of strategies to promote preventive measures throughout that busy period. Communication strategies encouraged employees to take care of themselves and their colleagues, while the Employee Assistance Program was advertised as a source of support.

During the 2010 federal election period, the Rehabilitation Case Manager handled 58 compensable claims, non-compensable cases and early intervention programs. This compares with a total of 42 cases for the 2007 federal election period. The increase was mostly in non-compensation cases, which rose from zero new cases in 2007 to 11 new cases in 2010. This is a reflection of the AEC’s commitment to early intervention and reporting of non-compensation matters to ensure that employees receive early support to minimise absences and have the necessary adjustments within the workplace.

199APPENDICES

Figure 18 shows the total number of new claims managed by the AEC during the 2007 and 2010 federal elections, along with a breakdown of the number of compensation claims, non-compensation cases and early intervention support.

Given that the AEC provides almost 8 000 polling places for a federal election, it is predictable that some incidents and injuries will occur at polling places. Examining incident reports and identifying trends will assist the AEC to reduce such occurrences in future by conducting risk assessments and implementing mitigation strategies before the election event.

Data from the 2010 federal election shows a high number of incidents and injuries associated with slips, trips and falls (32 per cent of all incidents) and muscular stress (21 per cent of all incidents). Incidents in which the mechanisms were unspecified included minor cuts; injury resulting from inappropriate use of furniture; and two incidents of fainting.

Figure 19 compares the incidents that occurred during the 2007 and 2010 federal elections, by number and type.

A post-election examination of outcomes from the two elections concluded that in 2010, compared to 2007:½½ the total number of OHS incidents was 33 per

cent higher½½ a greater proportion of incidents resulted

from manual handling tasks.

These factors will be considered as part of the OHS election preparedness strategy for the next election and as part of the broader program of work for health, safety and wellbeing.

The Health, Safety and Wellbeing Team is currently analysing the key trends in incident reports from the 2010 federal election and addressing issues to ensure that risks are reduced in future election events.

Figure 18 Rehabilitation case management services for federal elections, 2007 and 2010

0 5 10 15 20 25 30

Total

Early intervention support

Non-compensation claims

Compensation claims

20102007

14

11

11

0

14

7

28

29


IncidentsAs shown in Table 43, the number of incidents and accidents, as well as the number of dangerous occurrences, was higher in 2010–11 than in 2009–10.

This was due to the 2010 federal election event. It is generally recognised that the numbers of incidents, accidents and dangerous occurrences increase during election years, due to a substantial increase in AEC staff numbers employed for the election period. Of the 86 reported incidents and accidents in 2010–11, 61 (70.9 per cent) were election related.

The number of reported incidents and accidents during the last financial year that

were not election related, 25, represents a significant decrease (55.6 per cent) from the previous annual total for reported incidents and accidents.

In addition, as Table 43 shows, both the total number of reported incidents and accidents and the number of dangerous occurrences that took place in 2010–11 were significantly lower (38.6 per cent and 45.2 per cent, respectively) than corresponding results for 2007–08, the previous year in which a federal election was conducted.

Table 43 Accident and incident reports, 2007–08 to 2010–11

2007–08 2008–09 2009–10 2010–11

Incidents and accidents reported 140 45 46 86

Dangerous occurrences 126 39 10 69

Figure 19 Occupational health and safety incidents for federal elections, 2007 and 2010

0 5 10 15 20 25

2010 (Total 61)

Work pressure

Unspecified mechanism

Slips, trips and falls

Repetitive movement

Muscular stress

Motor vehicle accident

Hitting stationary object

Hit by falling or moving object

2007 (Total 46)

44

03

26

313

33

2120

1311

01

201APPENDICES

InvestigationsDuring 2010–11, no Comcare OHS investigations were undertaken at the AEC and no provisional improvement notices, improvement notices or prohibition notices were issued.

Workers compensation premiumsThe AEC’s workers compensation premium and regulatory contribution for 2011–12 under the Comcare scheme increased for the 2011–12 payroll. This difference reflects the number, duration and cost of claims made by employees of the AEC.

The AEC’s actual and estimated Comcare premiums for the four financial years to 2010–11 are shown in Table 44.

The Comcare premium for 2011–12 is estimated to be $688 706. This represents an increase in the premium rate from 0.53 per cent of payroll in 2010–11 to 1.28 per cent of payroll in 2011–12.

Claims managementThe Employee Services Section manages compensation and non-compensable claims.

External providers support the AEC with rehabilitation and case management services.

In 2010–11, the AEC managed 45 compensation claims, of which 27 were new claims. This was an increase compared to the number of claims managed in 2009–10, as shown in Table 45. Of the total number of compensation claims, the highest levels of lost time were associated with mental stress claims.

In 2010–11, the AEC managed 42 non-compensable cases, including fitness for continued duty assessments, invalidity retirement, and rehabilitation and counselling support. This number was higher than in 2009–10, when 37 non-compensable cases were managed by the AEC.

The AEC has placed a specific focus on early intervention processes. Early contact is made with the injured employee immediately after the Health, Safety and Wellbeing Team is notified of any incident or accident. Prompt assistance is offered to support the employee’s return to work, including access to the Employee Assistance Program and any reasonable adjustments required in the workplace to meet individual needs.

Table 44 Comcare premiums, 2007–08 to 2010–11

2008–09(actual)

2009–10(actual)

2010–11(actual)

2011–12(estimated)

Annual premium ($) 1 001 648 360 260 597 564 688 706

Table 45 New Comcare claims, 2007–08 to 2010–11

2007–08 2008–09 2009–10 2010–11

New claims 28 9 12 27


Appendix D – Freedom of information

This statement is published to meet the requirements of s.8 of the Freedom of Information Act 1982 (the FOI Act) as it applied to the AEC’s operations from 1 July 2010 to 30 April 2011.

The Information Publication Scheme (IPS) was established in 2010–11 as part of major reform of freedom of information legislation. Since 1 May 2011, agencies subject to the FOI Act have been required to publish information to the public as part of the IPS. This requirement is in Part II of the FOI Act and has replaced the former requirement to publish a s.8 statement in an annual report. An agency plan showing what information is published in accordance with the IPS requirements is accessible from the AEC website.

Organisation and functionsThe AEC is part of the Finance and Deregulation portfolio. Information about the portfolio can be found on the Department of Finance and Deregulation’s website (www.finance.gov.au).

Information about the AEC’s organisational structure can be found in the ‘Overview’ section of this report and on the AEC’s website (www.aec.gov.au).

The ‘Overview’ section of this report and s.7 of the Electoral Act describe the AEC’s functions and the legislative framework under which it operates.

Decision-making powersAuthorised AEC officers may exercise decision-making powers under the following Acts:½½ Aboriginal and Torres Strait Islander Act 2005½½ Commonwealth Electoral Act 1918½½ Financial Management and Accountability

Act 1997½½ Freedom of Information Act 1982½½ Privacy Act 1988½½ Public Service Act 1999½½ Referendum (Machinery Provisions) Act 1984½½ Fair Work (Registered Organisations) Act

2009½½ Fair Work Act 2009.

Categories of documents open to the publicMany documents held by the AEC are available free of charge to members of the public. They can be obtained through the AEC’s website or by telephoning 13 23 26 (see Appendix J for a list of publications). In addition, the AEC places an indexed list of file titles on its website every six months.

Table 46 describes the AEC documents that are available free of charge for public inspection.

203APPENDICES

Table 46 Documents available for public inspection

Document Description Location

Applications for party registration May include name, address, political affiliation, telephone number and signature.

Applications are available for public inspection at the AEC’s National Office.

Electoral nomination forms May include name, address, occupation, date of birth, signature, citizenship, political affiliation and contact details for candidates nominating for election.

Nominations are available for public inspection in the relevant divisional offices in relation to House of Representatives elections and at the relevant state offices in relation to Senate elections.

Electoral roll Contains electors’ names, addresses and electorate information.

The roll in electronic format is available for public inspection on computer facilities provided at the AEC’s divisional, state, territory and national offices. A facility enabling electors to verify their enrolment details is available on the AEC website (www.aec.gov.au).

Financial disclosure returns Returns of financial transactions submitted by candidates, political parties and others; may include name, address, business dealings and political dealings.

Returns are available for public inspection on the AEC website.

Postal vote applications May include name, address, date of birth, signature and witness details.

Applications are available for public inspection at the relevant divisional offices for a limited period after an election.

Redistributions suggestions, objections and comments

Public suggestions, objections and comments submitted during the course of redistribution of federal electoral boundaries under the Electoral Act; may include name, address and opinion.

These documents are available for public inspection at the AEC’s national office, state and territory offices and relevant divisional offices, and on the AEC website.

Register of general postal voters Contains name and address information for general postal voters for each electoral process.

Registers are available for public inspection at the relevant divisional offices.

Register of political parties Lists all political parties registered under the Commonwealth Electoral Act 1918; may include names, addresses and political affiliations of registered officers and deputy registered officers.

The register is available for public inspection at the AEC’s national office and state and territory offices and on the AEC website.


Arrangements for public involvementMembers of the public are invited to make their views on current policies and procedures of the AEC known to the Electoral Commissioner by writing to:

The Electoral Commissioner Australian Electoral Commission PO Box 6172 Kingston ACT 2604

Redistributions

In accordance with Part IV of the Electoral Act, a number of stages during a redistribution require public notification and consultation.

At the commencement of a redistribution process, the Electoral Commissioner invites suggestions and comments from the public through notices in newspapers and the Commonwealth of Australia Gazette. The notices state the addresses and deadlines for making suggestions and comments. Subsequently, notification of a redistribution proposal is published in newspapers and the gazette, including an invitation to lodge objections to the proposal and comments on objections.

The Act provides for further public consultation in specified circumstances, and requires formal notification of subsequent steps in the process. Information on redistributions is also available on the AEC’s website.

Party registration

Under s.132 of the Electoral Act, any person may object to the registration of a political party because the party is not eligible for registration, the technical requirements for an application have not been met, or the party name must be refused.

When a political party applies for registration, the AEC publishes notice of the application

in newspapers and the Commonwealth of Australia Gazette. The notices state the address and deadline for lodging objections.

The AEC will consider any objection made within one month of the announcement, if the objection:½½ is submitted in writing, is signed by the

objector and specifies a street address for the objector, and

½½ states the grounds for the objector’s belief that the application for party registration should be refused.

Procedures for accessing documents under the FOI ActUnder Part III of the FOI Act, members of the public may apply to access AEC documents that are not otherwise generally available.

Applications

An application for access to documents of the AEC that are not generally available to the public must be made in accordance with s.15 of the FOI Act. The application must be made in writing, and provide such information as is reasonably necessary to identify the document.

The AEC’s Freedom of Information Officer will help applicants to ensure that their applications comply with s.15 of the FOI Act.

Initial contact point

Applications for access under the FOI Act to documents held by the AEC should be sent to:

The Freedom of Information Officer Australian Electoral Commission PO Box 6172 Kingston ACT 2604 Telephone: 02 6271 4511 Facsimile: 02 6271 4457

205APPENDICES

Fees and charges

The application fee was $30; however, as a result of amendments made to the FOI Act by the Freedom of Information Amendment (Reform) Act 2010, the fee was abolished on 1 November 2010.

Processing charges may apply for time spent in searching for and retrieving documents, and for time spent in deciding whether to grant, refuse or defer access to a document, or to grant access to a copy of a document by means of deletions, photocopying and dispatch.

The AEC’s policy on imposing fees and charges under the Freedom of Information (Fees and Charges) Regulations is that, where applicable, fees should be collected and charges should be imposed for processing FOI Act requests.

The AEC’s policy is not to apply an application fee if the FOI request relates only to the applicant’s personal information. However, the AEC may remit, reduce or not impose fees or charges in certain circumstances; for example, if it is in the public interest to disclose the document or if imposing a fee would cause

financial hardship to the applicant. An applicant seeking such a remission should forward supporting evidence with their application.

Internal review

An applicant who is dissatisfied with a decision made under the FOI Act may apply for an internal review. Requests for internal review are usually subject to statutory timeframes and a $40 application fee (payment must accompany the request). Amendments to the FOI Act by the Freedom of Information Amendment (Reform) Act 2010 abolished the internal review application fees on 1 November 2010, and permits other means of review.

Freedom of information statisticsTable 47 gives statistics on FOI requests for 2010–11 and the preceding two years.

Table 48 gives statistics on resolution methods in 2010–11 and the preceding two years.

Table 47 FOI requests, 2008–09 to 2010–11

Request status 2008–09 2009–10 2010–11

On hand at 1 July 0 1 1

Received during period 11 5 7

On hand at 30 June 1 1 0

Table 48 Resolution of FOI requests, 2008–09 to 2010–11

Method of resolution 2008–09 2009–10 2010–11

Request withdrawn 0 2 0

Access granted in full 6 0 4

Access granted in part 2 0 1

Access refused in full 2 3 3

Request transferred 0 0 0


Appendix E – Advertising and market research

Under s.311A of the Commonwealth Electoral Act 1918, the AEC must report annually on its use of advertising agencies, market research organisations, polling organisations, direct mail organisations and media advertising organisations.

Table 49 gives particulars of payments of $11 200 or more, GST inclusive, that the AEC made to such agencies in 2010–11.

During 2010–11, no advertising campaigns were undertaken.

Table 49 Payments, $11 200 or more (GST inclusive), on advertising and market research, 2010–11

Agency type Agency name Details Amount ($)

Advertising agency BMF Advertising To assist planning of advertising for the 2010 federal election

854 631

Market research organisation

Ipsos-Eureka To provide qualitative and quantitative market research services

500 247

Media advertising organisation

Adcorp To provide media placement on non-campaign advertising

1 433 071

Universal McCann To provide media placement on campaign advertising

8 893 960

GST = goods and services tax.

Note: No payments of $11 200 or more were made to polling organisations or direct mail organisations.

207APPENDICES

Appendix F – Provision of electoral roll information

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

Provision of electoral roll information to medical researchersItem 2 of s.90B(4) of the Electoral Act states that electoral roll information may be given

to ‘any person or organisation that conducts medical research or provides a health screening program’. Use of electoral roll information given under this item is limited by s.91A(2A)(c) of the Act and the permitted purposes listed in Regulation 9 of the Electoral and Referendum Regulations 1940.

During 2010–11, the AEC provided information from the Commonwealth electoral roll to medical researchers and those conducting health-screening surveys as shown in Table 50.

Table 50 Provision of information to medical researchers and those conducting health-screening surveys, 2010–11

Institution/contact Data provided

Mr Philip Batterham Australian National University

52 000 randomly selected electors, aged 18–30 years, being 23 000 electors from the Division of North Sydney and 29 000 electors from the Division of Reid in New South Wales.

Ms Uwana Evers

Centre of Health Initiatives

University of Wollongong

9 000 randomly selected electors, aged 55–85+ years, from the divisions of Cunningham, Farrer, Hunter, Newcastle, Riverina and Throsby in New South Wales, being 1 500 electors per division.

Ms Nicole Freene

University of Canberra

All electors aged 50–65 years from the Division of Canberra in the Australian Capital Territory.

Dr Deborah Loxton

Women’s Health Australia

University of Newcastle

All female electors nationally in the age ranges of 30–39, 57–66 and 82–91 years.

Dr Rachel Neale

Queensland Institute of Medical Research

Royal Brisbane Hospital

12 600 randomly selected electors aged 60–84 years, in five-year age ranges, from all divisions in Queensland (excluding the Division of Dickson), all divisions in New South Wales (excluding the divisions of Blaxland, Eden-Monaro and Farrer), all divisions in Victoria (excluding the divisions of Gippsland, Indi and Mallee) and all divisions in Tasmania (excluding the Division of Franklin).


Institution/contact Data provided

Dr Catherine Olsen

Queensland Institute of Medical Research

Royal Brisbane Hospital

100 004 randomly selected electors aged 40–69 years, in five-year age ranges, across all Queensland divisions.

Assistant Professor Jon Pfaff

WA Centre for Health and Ageing

University of Western Australia

60 000 randomly selected electors, aged 50–100+ years, from the divisions of Cowan, Curtin, Fremantle, Moore, Perth, Stirling, Swan and Tangney in Western Australia.

Ms Sinead Quinn

CSIRO Food and Nutritional Sciences

1 500 male and 1 500 female randomly selected electors, aged over 18 years, across all divisions.

Professor Shilu Tong

Queensland University of Technology

6 000 randomly selected electors aged 18–100+ years, in 10-year age ranges, from the divisions of Blair, Bonner, Brisbane, Griffith, Groom, Lilley, Petrie, Moreton, Oxley, Rankin and Wright in Queensland.

Table 51 Provision of information to Schedule 1 agencies and authorities, 2010–11

Institution Date provided

August 2010

November 2010

February 2011

May 2011

Australian Commission for Law Enforcement Integrity ✓ ✓ ✓

Australian Communications and Media Authority ✓ ✓ ✓

Australian Crime Commission ✓

Australian Customs and Border Protection Service ✓ ✓ ✓ ✓

Australian Federal Police ✓ ✓ ✓ ✓

Australian Securities and Investments Commission ✓ ✓ ✓ ✓

Australian Security Intelligence Organisation ✓ ✓ ✓ ✓

Australian Taxation Office ✓ ✓ ✓ ✓

Australian Transaction Reports and Analysis Centre ✓ ✓ ✓ ✓

Centrelink ✓ ✓ ✓ ✓

Commonwealth Director of Public Prosecutions ✓

ComSuper ✓ ✓ ✓ ✓

Department Agriculture, Fisheries and Forestry – Australian Quarantine and Inspection Service

✓ ✓

Department of Education, Employment and Workplace Relations

✓ ✓ ✓

Department of Foreign Affairs and Trade – Australian Passport Office

✓ ✓ ✓ ✓

Department of Veterans’ Affairs ✓

Insolvency and Trustee Service, Australia ✓ ✓ ✓ ✓

209APPENDICES

Provision of electoral roll information to Schedule 1 agencies and authoritiesItem 4 of s.90B(4) of the Electoral Act states that electoral roll information may be given to ‘a prescribed authority’. The prescribed authorities are listed in Schedule 1 to the Electoral and Referendum Regulations 1940, and the use of electoral roll information is limited to the permitted purposes listed in that schedule.

The AEC grants access to electoral roll information to Schedule 1 agencies and authorities after they provide the AEC with justification for access in terms of their statutory functions and Information Privacy Principle 11 (IPP 11) of the Privacy Act 1988. IPP 11 permits the disclosure of personal information for enforcement of the criminal law or of a law imposing a pecuniary penalty or for the protection of public revenue.

During 2010–11, the AEC provided information from the Commonwealth electoral roll to Schedule 1 agencies and authorities as shown in Table 51.

Provision of electoral roll information to Regulation 7 persons and organisationsItems 5 to 7 of s.90B(4) of the Electoral Act state that electoral roll information may be given to a prescribed person or organisation that:½½ verifies, or contributes to the verification of,

the identity of persons for the purposes of the Financial Transaction Reports Act 1988

½½ is a reporting entity or an agent of a reporting entity and carries out applicable customer identification procedures under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006

or½½ provides information for the purposes of

facilitating the carrying out of applicable customer identification under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006, under an arrangement with a reporting entity or an agent of a reporting entity.

The prescribed persons and organisations are set out in Regulation 7 of the Electoral and Referendum Regulations 1940. Use of electoral roll information given to these persons and organisations is limited to the permitted purposes in s.91A of the Electoral Act.

Table 52 Provision of information to Regulation 7 persons and organisations, 2010–11

Institution Date provided

August 2010

November 2010

February 2011

May 2011

ACXIOM Australia Pty Ltd ✓ ✓ ✓ ✓

Betfair Pty Ltd ✓ ✓ ✓

FCS OnLine ✓ ✓ ✓ ✓

The Global Data Company Pty Ltd ✓ ✓ ✓ ✓

VEDA Advantage Information Services and Solutions Ltd

✓ ✓ ✓ ✓


During 2010–11, the AEC provided information from the Commonwealth electoral roll to Regulation 7 persons and organisations as shown in Table 52.

Provision of electoral roll information to members of parliament, senators and federally registered political partiesIn accordance with s.90B(1) of the Electoral Act, the AEC supplied electronic electoral roll information to members of parliament, senators and federally registered political parties during 2010–11, as shown in Table 53 and Table 54.

Electoral roll information is supplied to each recipient for each month in the period specified below.

Table 53 Provision of information to members of parliament and senators, July 2010–June 2011

Recipient Position Roll data provided Date provided

The Hon Kate Ellis MP Member for Adelaide Adelaide November 2010–June 2011

Mr Daryl Melham MP Member for Banks Banks October 2010–June 2011

The Hon Robert McClelland MP Member for Barton Barton October 2010–June 2011

Mr Geoff Lyons MP Member for Bass Bass November 2010–June 2011

The Hon Martin Ferguson AM, MP Member for Batman Batman October 2010–June 2011

Mr Steve Gibbons MP Member for Bendigo Bendigo October 2010–June 2011

Wannon January 2011–June 2011

Mr John Alexander OAM, MP Member for Bennelong

Bennelong October 2010–June 2011

The Hon Jason Clare MP Member for Blaxland Blaxland October 2010–June 2011

Mr Ross Vasta MP Member for Bonner Bonner November 2010–June 2011

Mr Sid Sidebottom MP Member for Braddon Braddon October 2010–June 2011

Mr Paul Fletcher MP Member for Bradfield Bradfield April 2011–June 2011

The Hon Gary Gray AO, MP Member for Brand Brand October 2010–June 2011

The Hon Teresa Gambaro MP Member for Brisbane Brisbane October 2010–June 2011

The Hon Alan Griffin MP Member for Bruce Bruce October 2010–June 2011

Ms Maria Vamvakinou MP Member for Calwell Calwell October 2010–June 2011

McEwen January 2011–June 2011

Mr Ed Husic MP Member for Chifley Chifley October 2010–June 2011

Ms Anna Burke MP Member for Chisholm Chisholm October 2010–June 2011

211APPENDICES


Ms Anna Burke MP Member for Chisholm Bruce and Kooyong

January 2011–June 2011

Mr Darren Cheeseman MP Member for Corangamite

Corangamite October 2010–June 2011

Corio January 2011–February 2011

The Hon Richard Marles MP Member for Corio Corio October 2010–June 2011

Mr Luke Hartsuyker MP Member for Cowper Cowper October 2010–June 2011

The Hon Julie Bishop MP Member for Curtin Curtin October 2010–June 2011

Mr George Christensen MP Member for Dawson Dawson October 2010–June 2011

Mr Mike Symon MP Member for Deakin Deakin October 2010–June 2011

Chisholm January 2011–June 2011

Mr Andrew Wilkie MP Member for Denison Denison October 2010–June 2011

Mr Craig Thomson MP Member for Dobell Dobell October 2010–June 2011

The Hon Dr Mike Kelly AM, MP Member for Eden-Monaro

Eden-Monaro October 2010–June 2011

The Hon Greg Hunt MP Member for Flinders Flinders October 2010–June 2011

Dunkley January 2011–February 2011

Mr Chris Hayes MP Member for Fowler Fowler October 2010–January 2011

The Hon Julie Collins MP Member for Franklin Franklin October 2010–June 2011

Dr Andrew Leigh MP Member for Fraser Fraser October 2010–June 2011

Ms Melissa Parke MP Member for Fremantle Fremantle November 2010–June 2011

The Hon Nicola Roxon MP Member for Gellibrand Gellibrand October 2010–June 2011

Lalor and Maribyrnong


Mrs Joanna Gash MP Member for Gilmore Gilmore October 2010–November 2010

The Hon Andrew Robb AO, MP Member for Goldstein Goldstein October 2010–June 2011

Higgins January 2011–February 2011

The Hon Anthony Albanese MP Member for Grayndler Grayndler October 2010–June 2011

Ms Michelle Rowland MP Member for Greenway Greenway October 2010–June 2011

The Hon Kevin Rudd MP Member for Griffith Griffith October 2010–June 2011

The Hon Ian Macfarlane MP Member for Groom Groom October 2010–June 2011

Mr Ken Wyatt AM, MP Member for Hasluck Hasluck October 2010–June 2011

Mr Steve Georganas MP Member for Hindmarsh

Hindmarsh October 2010–June 2011



The Hon Anthony Byrne MP Member for Holt Holt October 2010–June 2011

La Trobe January 2011– February 2011

The Hon Simon Crean MP Member for Hotham Hotham October 2010–June 2011

Higgins January 2011– February 2011

Mr Craig Kelly MP Member for Hughes Hughes October 2010–June 2011

The Hon Joel Fitzgibbon MP Member for Hunter Hunter November 2010–June 2011

The Hon Mark Dreyfus QC, MP Member for Isaacs Isaacs October 2010–June 2011

Dunkley and Hotham


The Hon Jenny Macklin MP Member for Jagajaga Jagajaga October 2010–June 2011

The Hon Bob Katter MP Member for Kennedy Kennedy October 2010–June 2011

The Hon Peter Garrett AM, MP Member for Kingsford Smith

Kingsford Smith October 2010–June 2011

Ms Amanda Rishworth MP Member for Kingston Kingston October 2010–June 2011

Mr Josh Frydenberg MP Member for Kooyong Kooyong October 2010– June 2011

Higgins January 2011– February 2011

Ms Laura Smyth MP Member for La Trobe La Trobe

Aston and McMillan

October 2010–June 2011


The Hon Julia Gillard MP Member for Lalor Lalor October 2010–June 2011

Gellibrand and Gorton

January 2011– February 2011

The Hon Warren Entsch MP Member for Leichhardt

Leichhardt October 2010–June 2011

The Hon Wayne Swan MP Member for Lilley Lilley October 2010–June 2011

The Hon David Bradbury MP Member for Lindsay Lindsay October 2010–June 2011

The Hon Warren Snowdon MP Member for Lingiari Lingiari October 2010–June 2011

Mr Wyatt Roy MP Member for Longman Longman October 2010–June 2011

Mr Robert Oakeshott MP Member for Lyne Lyne October 2010–June 2011

Mr Russell Matheson MP Member for Macarthur

Macarthur October 2010–June 2011

Mrs Louise Markus MP Member for Macquarie

Macquarie October 2010–June 2011

Mr Tony Zappia MP Member for Makin Makin October 2010–June 2011

Mr John Forrest MP Member for Mallee Mallee October 2010–June 2011

213APPENDICES


The Hon Bill Shorten MP Member for Maribyrnong

Maribyrnong October 2010–June 2011

Calwell and Gellibrand


Mr Jamie Briggs MP Member for Mayo Mayo October 2010–June 2011

Mr Rob Mitchell MP Member for McEwen McEwen October 2010–June 2011

Bendigo, Casey, Indi, Jagajaga and Scullin


The Hon Chris Bowen MP Member for McMahon McMahon October 2010–June 2011

Mr Adam Bandt MP Member for Melbourne

Melbourne October 2010–June 2011

Batman and Wills January 2011–June 2011

Mr Michael Danby MP Member for Melbourne Ports

Melbourne Ports October 2010–June 2011

Goldstein January 2011–June 2011

The Hon Kevin Andrews MP Member for Menzies Menzies February 2011–June 2011

Mr Alex Hawke MP Member for Mitchell Mitchell October 2010–June 2011

Mr Graham Perrett MP Member for Moreton Moreton Dec 2010–March 2011

Mr Tony Windsor MP Member for New England

New England October 2010–June 2011

Ms Sharon Grierson MP Member for Newcastle

Newcastle October 2010–June 2011

Mr Tony Crook MP Member for O’Connor O’Connor June 2011

Mr Bernie Ripoll MP Member for Oxley Oxley March 2011–June 2011

Ms Janelle Saffin MP Member for Page Page October 2010–June 2011

Ms Julie Owens MP Member for Parramatta

Parramatta October 2010–June 2011

The Hon Bob Baldwin MP Member for Paterson Paterson March 2011–June 2011

The Hon Stephen Smith MP Member for Perth Perth October 2010–June 2011

Mrs Yvette D’Ath MP Member for Petrie Petrie October 2010–June 2011

The Hon Mark Butler MP Member for Port Adelaide

Port Adelaide October 2010–June 2011

The Hon Dr Craig Emerson MP Member for Rankin Rankin October 2010–June 2011

The Hon John Murphy MP Member for Reid Reid October 2010–Dec 2010

The Hon Justine Elliot MP Member for Richmond Richmond November 2010–June 2011

Ms Deb O’Neill MP Member for Robertson

Robertson October 2010–June 2011

Mrs Jane Prentice MP Member for Ryan Ryan October 2010–June 2011



Mr Harry Jenkins MP Member for Scullin Scullin October 2010–June 2011

Batman and Jagajaga

January 2011– February 2011

Ms Jill Hall MP Member for Shortland Shortland October 2010–June 2011

The Hon Tanya Plibersek MP Member for Sydney Sydney October 2010–June 2011

Dr Dennis Jensen MP Member for Tangney Tangney October 2010–June 2011

Mr Stephen Jones MP Member for Throsby Throsby October 2010–June 2011

Mr Nick Champion MP Member for Wakefield Wakefield October 2010–June 2011

The Hon Tony Burke MP Member for Watson Watson October 2010–June 2011

The Hon Malcolm Turnbull MP Member for Wentworth

Wentworth October 2010–June 2011

Mr Laurie Ferguson MP Member for Werriwa Werriwa October 2010–June 2011

The Hon Warren Truss MP Member for Wide Bay Wide Bay October 2010–June 2011

Mr Kelvin Thomson MP Member for Wills Wills October 2010–June 2011

Maribyrnong January 2011–June 2011

Mr Scott Buchholz MP Member for Wright Wright October 2010–June 2011

Senator the Hon Kate Lundy Senator for the Australian Capital Territory

Australian Capital Territory

July 2010, September 2010, December 2010–June 2011

Senator the Hon Mark Arbib Senator for New South Wales

New South Wales July 2010, September 2010

Senator Doug Cameron Senator for New South Wales


Senator the Hon Helen Coonan Senator for New South Wales

New South Wales July 2010, September 2010 –June 2011

Senator the Hon John Faulkner Senator for New South Wales


Senator Concetta Fierravanti-Wells

Senator for New South Wales

New South Wales July 2010, September 2010–June 2011

Senator Michael Forshaw Senator for New South Wales


Senator the Hon Bill Heffernan Senator for New South Wales


Senator Steve Hutchins Senator for New South Wales

New South Wales July 2010, September 2010 –May 2011

Senator Fiona Nash Senator for New South Wales

New South Wales October 2010–June 2011

Senator Marise Payne Senator for New South Wales


215APPENDICES


Senator the Hon Ursula Stephens

Senator for New South Wales

New South Wales July 2010, September 2010 –Jun 2011

Senator John Williams Senator for New South Wales


Senator Trish Crossin Senator for the Northern Territory

Northern Territory July 2010, September 2010–June 2011

Senator the Hon Ronald Boswell Senator for Queensland

Queensland July 2010, September 2010

Senator Sue Boyce Senator for Queensland

Queensland July 2010, September 2010 –Jun 2011

Senator the Hon George Brandis SC

Senator for Queensland


Senator Mark Furner Senator for Queensland

Queensland September 2010– June 2011

Senator the Hon John Hogg Senator for Queensland

Queensland July 2010, September 2010 –June 2011

Senator the Hon Joe Ludwig Senator for Queensland

Queensland July 2010, September 2010, February 2011– June 2011

Senator the Hon Ian Macdonald Senator for Queensland

Queensland September 2010 –June 2011

Senator the Hon Brett Mason Senator for Queensland


Senator the Hon Jan McLucas Senator for Queensland


Senator Claire Moore Senator for Queensland


Senator Russell Trood Senator for Queensland


Senator Cory Bernardi Senator for South Australia

South Australia July 2010, September 2010 –June 2011

Senator Simon Birmingham Senator for South Australia


Senator the Hon Don Farrell Senator for South Australia


Senator the Hon Alan Ferguson Senator for South Australia


Senator Mary Jo Fisher Senator for South Australia


Senator Sarah Hanson-Young Senator for South Australia

South Australia October 2010–June 2011

Senator Annette Hurley Senator for South Australia




Senator Anne McEwen Senator for South Australia


Senator the Hon Nick Minchin Senator for South Australia


Senator the Hon Penny Wong Senator for South Australia

South Australia July 2010, September 2010, December 2010–June 2011

Senator Dana Wortley Senator for South Australia


Senator Nick Xenophon Senator for South Australia

South Australia July 2010, September 2010

Senator the Hon Eric Abetz Senator for Tasmania Tasmania July 2010, September 2010 –June 2011

Senator Catryna Bilyk Senator for Tasmania Tasmania July 2010, September 2010 –June 2011

Senator Bob Brown Senator for Tasmania Tasmania July 2010, September 2010 –June 2011

Senator Carol Brown Senator for Tasmania Tasmania July 2010, September 2010

Senator David Bushby Senator for Tasmania Tasmania July 2010, September 2010 –June 2011

Senator the Hon Richard Colbeck

Senator for Tasmania Tasmania July 2010, September 2010 –June 2011

Senator Christine Milne Senator for Tasmania Tasmania July 2010, September 2010 –June 2011

Senator Kerry O’Brien Senator for Tasmania Tasmania July 2010, September 2010

Senator Stephen Parry Senator for Tasmania Tasmania July 2010, September 2010, December 2010–June 2011

Senator Helen Polley Senator for Tasmania Tasmania July 2010, September 2010–June 2011

Senator the Hon Nick Sherry Senator for Tasmania Tasmania July 2010, September 2010

Senator the Hon Kim Carr Senator for Victoria Victoria July 2010, September 2010–June 2011

Senator the Hon Jacinta Collins Senator for Victoria Victoria July 2010, September 2010

Senator the Hon Stephen Conroy

Senator for Victoria Victoria July 2010, September 2010

Senator the Hon David Feeney Senator for Victoria Victoria October 2010–June 2011

Senator Steve Fielding Senator for Victoria Victoria July 2010, September 2010 –May 2011

Senator Mitch Fifield Senator for Victoria Victoria July 2010, September 2010 –June 2011

217APPENDICES


Senator Helen Kroger Senator for Victoria Victoria October 2010–June 2011

Senator Gavin Marshall Senator for Victoria Victoria July 2010, September 2010–June 2011

Senator Julian McGauran Senator for Victoria Victoria July 2010, September 2010 –June 2011

Senator the Hon Michael Ronaldson

Senator for Victoria Victoria July 2010, September 2010

Senator Scott Ryan Senator for Victoria Victoria July 2010, September 2010 –June 2011

Senator the Hon Judith Troeth Senator for Victoria Victoria October 2010–June 2011

Senator Judith Adams Senator for Western Australia

Western Australia July 2010, September 2010 –June 2011

Senator Chris Back Senator for Western Australia


Senator Mark Bishop Senator for Western Australia


Senator Michaelia Cash Senator for Western Australia


Senator Mathias Cormann Senator for Western Australia


Senator Alan Eggleston Senator for Western Australia

Western Australia July 2010, September 2010, January 2011–June 2011

Senator the Hon Christopher Evans

Senator for Western Australia


Senator the Hon David Johnston Senator for Western Australia


Senator Louise Pratt Senator for Western Australia


Senator Rachel Siewert Senator for Western Australia


Senator Glenn Sterle Senator for Western Australia

Western Australia July 2010, September 2010 –Jun 2011


Table 54 Provision of information to federally registered political parties, July 2010–June 2011

Political party Roll data provided Date provided

Australia First Party Australian Capital Territory July 2010

Australian Greens New South Wales, Victoria, South Australia, Australian Capital Territory and Northern Territory

July 2010

National October 2010–June 2011

Australian Greens – New South Wales New South Wales July 2010, September 2010, June 2011

Australian Greens – South Australia South Australia July 2010, September 2010 x 2

Australian Greens – Victoria Victoria July 2010, September 2010 x 2, October 2010–June 2011

Australian Greens – Western Australia Western Australia March 2011–June 2011

Australian Labor Party – Australian Capital Territory Branch

Australian Capital Territory National

July 2010, September 2010 x 2 October 2010–June 2011

Australian Labor Party – Federal Secretariat

National September 2010–June 2011

Australian Labor Party – New South Wales Branch

New South Wales July 2010 x 2, September 2010 x 2

Australian Labor Party – Northern Territory Branch

Northern Territory October 2010–June 2011

Australian Labor Party – Queensland Branch

Queensland July 2010, September 2010 x 2

Australian Labor Party – South Australian Branch


Australian Labor Party – Victorian Branch Victoria July 2010, September 2010–June 2011

Australian Labor Party – Western Australia Branch

Western Australia October 2010–June 2011

Christian Democratic Party – New South Wales

New South Wales September 2010

Christian Democratic Party – Western Australia

Western Australia July 2010, September 2010

Citizens Electoral Council of Australia Victoria and Western Australia

July 2010, September 2010

Country Labor Party – New South Wales New South Wales November 2010–June 2011

Country Liberal – Northern Territory Northern Territory December 2010–June 2011

Democratic Labor Party New South Wales July 2010, September 2010

219APPENDICES

Political party Roll data provided Date provided

Family First Party Australia New South Wales, Victoria, Queensland, Western Australia and South Australia


South Australia October 2010–June 2011

Liberal National Party – Queensland Queensland December 2010–June 2011

Liberal Party of Australia – Federal

National July 2010, October 2010, November 2010–June 2011 x 2

Liberal Party of Australia – New South Wales Division

New South Wales July 2010, September 2010, November 2010–December 2010, Jan 2011–June 2011 x 2

Liberal Party of Australia – Victorian Division

Victoria July 2010, September 2010

Liberal Party of Australia – Western Australian Division

Western Australia September 2010

National Party of Australia – Federal Secretariat

New South Wales, Victoria, Queensland, Western Australia, South Australia and Australian Capital Territory


National Party of Australia – New South Wales Branch

New South Wales July 2010, September 2010, January 2011–June 2011

National Party of Australia – South Australian Branch


National Party of Australia – Victorian Branch

Victoria July 2010, September 2010

National Party of Australia – Western Australian Branch

Western Australia July 2010, September 2010 x 2, October 2010–June 2011

Note: Data may be provided to more than one recipient in a political party, as indicated above.


Appendix G – Ecologically sustainable development

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

Activities and administration of legislation accord with ESD principlesThe AEC’s business activities are not directly linked to the principles of environmentally sustainable development (ESD), as they have no impact on matters of national environmental significance as outlined under the EPBC Act. No legislation is administered by the AEC in relation to the EPBC Act.

Outcomes contribute to ESDThe AEC’s outcomes do not have a relationship with ESD objectives.

Activities that affect the environmentThe AEC’s activities have no impact on matters of national environmental significance.

Measures taken to minimise the effect of activities on the environmentThe AEC’s strategies comply with the recommendations of the Australian National Audit Office’s Performance Audit Report No. 47 of 1998–99; the Energy Efficiency in Government Operations policy issued by the Department of Sustainability, Environment, Water, Population and Communities; and the Fleet Monitoring Body guidelines in relation to the use of ethanol.

The AEC minimises the effect of its office operations on the environment by contracting service providers to collect and recycle paper, cardboard, plastics, aluminium and glass from the National Office, and spent toner cartridges from all AEC offices. The AEC’s National Electoral Education Centre recently achieved certification in the ACTSmart Business recycling program, and significantly reduced waste sent to landfill, as described in a case study on page 131.

The AEC endeavours to use at least partly recyclable products wherever possible: the cardboard products used for polling places are one example. To reduce office paper consumption, all AEC printers have a default setting of double-sided printing.

The AEC promotes the use of E10 petrol in its vehicles. Staff are made aware of this policy through the agency intranet and reminded by signs placed in the vehicles. Throughout the year, 73 per cent of the AEC’s business vehicle fleet met or exceeded the recommended Green Vehicle Guide rating of 10.5 or better. The vehicles that did not meet the Green

221APPENDICES

Vehicle Guide target were specific goods-carrying vehicles.

The AEC’s energy usage for tenant light and power in 2010–11 was 11 720 megajoules per person. This was above the target of less than 7 500 megajoules per person per annum for tenant light and power set for 2011–12 in the Energy Efficiency in Government Operations policy, and was expected because AEC staff worked extended hours during the 2010 election period.

Environmental impacts are also considered in the design and layout of all new or upgraded accommodation. The AEC is working with the Department of Finance and Deregulation to plan the future of the building that houses the AEC’s National Office. The plan will address the capacity of the building to achieve current building and energy efficiency standards. The AEC also works with the its contracted property services provider to identify strategies for reducing energy consumption in the tenancies it holds for use by state and divisional offices.


Appendix H – Consultancies

The AEC may engage consultants under s.35(2) of the Commonwealth Electoral Act 1918, and may determine the terms and conditions of engagement of those consultants under s.35(4) of that Act. Consultants may also be engaged in accordance with the Financial Management and Accountability Act 1997.

For reporting purposes, the AEC takes into account the Department of the Prime Minister and Cabinet’s Requirements for annual reports, which define a ‘consultant’ as an individual, partnership or corporation engaged to provide professional, independent and expert advice or services. The AEC also considers:½½ whether the services involve the development

of an intellectual output that assists with agency decision making, and

½½ whether the output reflects the independent views of the service provider.

If the answer to both questions is ‘yes’, the AEC categorises the arrangement as a consultancy.

When engaging consultants for work with a value up to $79 999, the AEC generally seeks quotes from prospective consultants according to the AEC policy and procedures for procurement.

If the expected value of the consultancy is $80 000 or more, AEC staff are required to follow the policy and procedures in the Guidance on the Mandatory Procurement Procedures – January 2005 (Financial Management Guidance No. 13).

Consultants can only be engaged by senior management in accordance with the AEC Financial Delegations Schedule.

The main purposes for which the AEC engaged consultants in 2010–11 were: ½½ management advisory services½½ application implementation services½½ accredited software testing½½ mapping for the South

Australian redistribution½½ data services for enrolment projections½½ business intelligence consulting services½½ curriculum writing services for the Building

Resources in Democracy, Governance and Elections (BRIDGE) training modules.

Table 55 provides details of consultancy contracts let by the AEC during 2010–11.

223APPENDICES

Table 55 Consultancy contracts to the value of $10 000 or more let during 2010–11

Consultant Description

Price including GST ($)

Selection processa Reasonb

Vanessa Johanson Alpern Curriculum writing services for BRIDGE training modules

10 000 Direct B

Corporate Success Group Investigative services 19 998 Open B

Australian Bureau of Statistics

Enrolment projections 21 190 Direct B

Julie Baker-Smith & Associates Pty Ltd

Investigative services 22 000 Open C

WJG & Associates Pty Ltd Handling of pre-poll votes for the 2010 federal election

22 000 Direct C

Spatial Vision Mapping for the South Australian redistribution

58 470 Open B

IV & V Australia Pty Ltd NATA-accredited testing of software

84 722 Open B

Total 238 380

GST = goods and services tax, BRIDGE = Building Resources in Democracy, Governance and Elections, NATA = National Association of Testing Authorities.

a Explanation of selection process terms drawn from the Commonwealth procurement guidelines (December 2008)

Open tender: A procurement procedure in which a request for tender is published inviting all businesses that satisfy the conditions for participation to submit tenders. Public tenders are generally sought through the Australian Government AusTender Internet site.

Select tender: A procurement procedure in which the procuring agency selects which potential suppliers are invited to submit tenders. This procurement process may only be used under certain defined circumstances.

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

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

b Justification for decision to use consultancy:

A – skills currently unavailable within agency

B – need for specialised or professional skills

C – need for independent research or assessment.


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

Table 56 provides a statistical breakdown by state or territory of industrial and fee-for-service elections undertaken by the AEC in 2010–11.

Table 56 Activities in relation to industrial elections and fee-for-service ballots, 2010–11


Elections and ballots

Contested industrial elections

36 28 11 7 14 8 5 4 113

Uncontested industrial elections

32 33 14 23 28 13 15 6 164

Protected action ballots

148 218 54 44 61 20 20 5 570

Fee-for-service enterprise agreement ballots

31 38 13 11 5 13 7 1 119

Fee-for-service elections and other ballots

14 13 3 3 6 1 1 2 43

Other elections and ballots

0 0 0 0 0 0 0 0 0

Total 261 330 95 88 114 55 48 18 1 009

Offices – industrial elections

Positions available

2 628 1 799 992 807 816 306 208 103 7 659

Unfilled positions

617 595 279 409 276 50 88 18 2 332

Candidates – industrial elections

Candidates for uncontested positions

1 982 1 103 636 412 474 261 191 76 5 135

Total number of candidates

2 448 1 354 822 479 580 290 213 96 6 282

225APPENDICES


Ballot papers

Issued (industrial)

577 092 154 432 201 570 74 061 49 076 14 380 40 332 9 065 1 120 008

Returned (industrial)

109 677 43 045 57 345 22 076 10 333 3 559 6 779 2 911 255 725

Issued (protected action)

18 210 25 222 2 106 3 292 3 114 1 405 4 486 372 58 207

Returned (protected action)

12 223 17 301 1 469 2 495 2 163 703 3 202 225 39 781

Issued (fee-for-service enterprise agreements)

85 291 56 461 2 452 4 352 996 5 114 259 431 155 356

Returned (fee-for-service enterprise agreements)

16 897 18 615 1 689 2 612 828 3 130 229 407 44 407

Issued (other fee-for-service)

1 302 5 329 91 906 581 3 756 1 023 111 165 104 173

Returned (other fee-for-service)

771 4 247 11 365 428 1 226 572 99 165 18 873

Total issued 681 895 241 444 298 034 82 286 56 942 21 922 45 188 10 033 1 437 774

Total returned 139 568 83 208 71 868 27 611 14 550 7 964 10 309 3 708 358 786


Appendix J – Publications

The AEC’s publications can be obtained through the AEC website (www.aec.gov.au) or by telephoning 13 23 26.

Table 57 shows the AEC information products available to the public in 2010–11. Symbols indicate the publication format: hard copy , online , CD , DVD or VHS .

Table 57 Publications available from the AEC in 2010–11

Corporate

Annual reports, 1998–99 to 2009–10

| Documents the AEC’s performance for the financial year.

Disability Action Plan 2008–11 Provides a mechanism for coordinating the AEC’s efforts to meet its responsibilities under the National Disability Strategy.

Enterprise Agreement 2010–11 Is the primary reference document for terms and conditions relating to employment.

Service Charter 2009 | Explains the AEC’s service commitment to clients.

Strategic Plan 2009–14 Explains how the AEC achieves its objectives.

The Tally Board, Issues 1–7 | Provides information about AEC programs, activities and electoral issues.

Education

All you ever wanted to know about democracy

| Explains how democracy works, including information on the history of voting in Australia.

Australia votes Explains the democratic system in Australia, covering enrolling and voting.

Australian referendums 1906–99 Provides information on the history of referendums, including referendum questions and results.

Constitutional referendums | Provides an outline of the referendum process, and includes details of all Australian referendums.

Count me in! (formerly Australian democracy magazine)

| Provides information on the structure of Australian democracy and the voting process for the Parliament of Australia.

Delivering democracy – education services

| Outlines the AEC’s wide range of educational resources.

227APPENDICES

Democracy rules | Connects students with important themes in democracy, such as participation, representation and the investigation of developing democracies. Includes interactive activities.

Democracy the Australian way Traces the development of representative democracy and the franchise in Australia from before Federation to the present day.

Down for the count Explains how votes are counted in federal elections for the House of Representatives and the Senate.

Every vote counts Explains how a federal election is planned and conducted, set against the background of the 2004 federal election.

Federation information and activity sheets

Provides information about Australian Federation.

History of the Indigenous vote | Provides information on the history of Indigenous people’s right to vote in Australia.

Vote – it’s important Explains why participation is important, how to enrol and how to vote correctly (presented by Cathy Freeman and David Ngoombujarra).

General information

Fact sheet – Australian Defence Forces Electoral Guide

Explains how Defence personnel can enrol to vote for the electoral division of their home.

Fact sheet – By-elections Explains how and why by-elections are held.

Fact sheet – Deadlines for federal election enrolments

Lists important changes in the deadlines for enrolling to vote.

Fact sheet – Enrolling and voting for people experiencing homelessness

Explains how people experiencing homelessness can enrol and vote.

Fact sheet – How to make your vote counta

| Explains how to vote.

Fact sheet – Prisoner voting Explains voting entitlements for prisoners.

Fact sheet – Proof of identity for enrolmenta

Lists three ways a voter can demonstrate proof of identity for enrolment.

Fact sheet – Three levels of governmenta

Explains that Australian citizens vote to elect representatives to each of three levels of government – federal, state or territory, and local.

Fact sheet – Becoming an Australian citizen after an election is announced

Explains that some people who become citizens after an election is announced are still able to enrol to vote and the process.

Fact sheet – Tips on filling in your electoral enrolment forma

Explains how to correctly complete an enrolment form.


How to nominate for federal parliamentary elections

Provides information for nominating as a candidate for election to the House of Representatives or the Senate.

Your vote is a valuable thing – a guide to enrolling and voting in federal elections

| Provides information on enrolling and voting in federal elections.

Election or event-specific information

Behind the scenes: the election report

2001

2004 |

Provides information about how the AEC conducted all aspects of a federal election (series terminated).

Candidate’s handbook – Federal election 2010

| Provides information for candidates standing for election to the House of Representatives or the Senate.

Division finders | Help users to identify the electoral division in which an address is located.

Divisional maps Provide details of the boundaries of each division, to street name level (in many cases, only major roads/streets). Available for sale from AEC divisional offices.

Electoral pocketbook 2001

2004 |

2007 | |

2010 | |

Provides results and other information on a federal election.

Electoral redistribution 1901–1988 Provides maps of electoral divisions as set by redistributions from 1901 to 1988.

Federal electoral boundaries map

2001, 2004, 2007 and 2010

| Provides information on electoral boundaries and electoral divisions at the related election.

Federal election statistics 1993–2004 | 2007

Provides federal election statistics in Excel tables and text-delimited files; includes data import files for databases or for analyses of election results.

Federal election results map

2001, 2004

| Provides information on electoral boundaries, election results and electoral divisions for the House of Representatives and the Senate.

2007 and 2010 federal election House of Representatives results map

| Provides information on electoral boundaries, election results and electoral divisions for the House of Representatives.

National electoral division profiles Provides statistical and demographic information on federal electoral divisions in Australia.

Redistribution reports 2004 to 2010 | Provides details of electoral boundary redistributions (including proposed redistributions).

229APPENDICES

Scrutineer’s handbook – Federal election 2010

| Provides information for scrutineers at the federal election.

Electoral backgrounders | Provide information to support understanding of the aspects of electoral legislation that give rise to the most questions and complaints during an electoral period.

Electoral newsfiles Provide information on electoral events, redistributions, legislative changes and other electoral issues. (This series is no longer produced; relevant topics have been incorporated into the suite of fact sheets. Previously published newsfiles are still available on the website.)

Fact sheet – Federal election timetable

Sets out the relevant dates for the 2010 election.

Fact sheet – Voting from overseas at the next election

Explains voting options for electors overseas at the time of the 2010 election

Fact sheet – Positions on the ballot paper

Explains the process for deciding the order in which candidates are listed on ballot papers.

Fact sheet – National seat status Lists the seat status for divisions after the 2007 election, with notional seat status for divisions on those states which have subsequently undergone a redistribution.

Fact sheet – Federal election information guide

Sets out general information about the 2010 federal election.

Fact sheet – Close of nominations Provides statistical information concerning the candidates who nominated at the 2010 federal election.

Fact sheet – Close of Rolls Provides statistical information concerning the number of people enrolled to vote at the 2010 federal election.

Funding and disclosure

Funding and disclosure guide for political parties

Provides information for registered political parties on the requirements of the financial disclosure provisions of Australian electoral law.

Funding and disclosure guide for associated entities of registered political parties

Provides information for associated entities of registered political parties on the requirements of the financial disclosure provisions of Australian electoral law.

Funding and disclosure guide for donors to political parties

Provides information for donors to political parties on the requirements of the financial disclosure provisions of Australian electoral law.


Funding and disclosure guide for political parties incurring political expenditure

Provides information for third parties on the requirements of the financial disclosure provisions of Australian electoral law.

Funding and disclosure guide for candidates and Senate groups

Provides information for candidates and Senate groups on the financial disclosure provisions of Australian electoral law.

Funding and disclosure guide for election donors

Provides information for donors to candidates and Senate groups on financial disclosure provisions of Australian electoral law.

Election funding guide Provides information for political parties, candidates and Senate groups on election funding payments following elections.

Funding and disclosure election report 1996, 1998, 2001, 2004 and 2007

Provides an analysis of the election funding and financial disclosure schemes as they operated at the federal election.

Party registration guide (federal registration of political parties)

Provides information on party registration provisions of Australian electoral law.

Industrial elections

Industrial elections – a guide for organisations registered under the Workplace Relations Act 1996

Provides general information about elections conducted under the Workplace Relations Act 1996, for registered industrial organisations and their members.

Industrial elections – model rules for the conduct of elections for office

Contains a set of model rules to comply with s.147 of Schedule 1B of the Workplace Relations Act 1996.

Industrial elections – procedures Outlines the steps in the conduct of industrial elections and identifies the roles and responsibilities of the major stakeholders.

Industrial elections – voting systems Explains the main features of the most commonly used voting systems and the fundamental differences between them.

a This publication is available in translation in 21 languages other than English.

231APPENDICES

Appendix K – Fraud control certification

REFERENCES


List of abbreviations

AAT Administrative Appeals Tribunal

ACARA Australian Curriculum, Assessment and Reporting Authority

AEC Australian Electoral Commission

ANAO Australian National Audit Office

AO Officer of the Order of Australia

APS Australian Public Service

APSC Australian Public Service Commission

ATO Australian Taxation Office

BRIDGE Building Resources in Democracy, Governance and Elections

CABER Commissioner’s Advisory Board on Electoral Research

CALD culturally and linguistically diverse

Commission, the The three-person Australian Electoral Commission established under s.6 of the Electoral Act

CRU Continuous Roll Update

DG BRIDGE Democracy and Governance BRIDGE

Electoral Act Commonwealth Electoral Act 1918

EPBC Act Environment Protection and Biodiversity Conservation Act 1999

EQAP Enrolment Quality Assurance Program

ESD environmentally sustainable development

FMA Act Financial Management and Accountability Act 1997

FOI Act Freedom of Information Act 1982

GST goods and services tax

Hon, the the Honourable (a title accorded to certain Commonwealth office holders)

HSMAs Health and Safety Management Arrangements

IEPP Indigenous Electoral Participation Program

IIOP Investing in Our People

IPS Information Publication Scheme

JSCEM Joint Standing Committee on Electoral Matters

MP member of parliament

NCCEG National Capital Civics Education Group

235REFERENCES

NEEC National Electoral Education Centre

OHS occupational health and safety

PAB protected action ballot

PDF portable document format

PVA postal vote application

Referendum Act Referendum (Machinery Provisions) Act 1984

SAF sample audit field work

SCVP School and Community Visits Program

SES Senior Executive Service

TSRA Torres Strait Regional Authority

VITS VITS LanguageLink

VTR Virtual Tally Room


List of requirements

Requirement Location

General details

Letter of transmittal iii

Table of contents v

Index 239

Glossary 234

Contact officer(s) vii

Internet home page address and Internet address for report vii

Electoral Commissioner’s review

Review by Electoral Commissioner 2–5

Overview

Overview description of the AEC 12–20

Role and functions 12

Organisational structure 16–17

Outcome and program structure 13–14

Where outcome and program structures differ from Portfolio Budget Statements (PBS)/Portfolio Additional Estimates Statements (PAES) or other portfolio statements accompanying any other additional appropriation Bills (other portfolio statements), details of variation and reasons for change

14

Report on performance

Review of performance during the year in relation to programs and contribution to outcomes 28–99

Actual performance in relation to deliverables and KPIs set out in the PBS or other portfolio statements

28–99

Where performance targets differ from the PBS/PAES, details of both former and new targets, and reasons for the change

14

Narrative discussion and analysis of performance 28–99 110–114

Trend information 28–99

Performance of purchaser–provider arrangements n/a

Significant changes in nature of principal functions/services n/a

Factors, events or trends influencing AEC performance 2–5

Contribution of risk management in achieving objectives 105–106

Social inclusion outcomes 108

237REFERENCES


Performance against service charter customer service standards, complaints data, and the AEC’s response to complaints

107–108

Discussion and analysis of the AEC’s financial performance 21

Discussion of any significant changes from the prior year or from budget 21

Agency resource statement and summary resource tables by outcomes 188–191

Developments since the end of the financial year that have affected or may significantly affect the AEC’s operations or financial results in future

22

Management and accountability

Corporate governance 103–109

Electoral Commissioner’s certification that the AEC complies with the Commonwealth Fraud Control Guidelines

231

Statement of the main corporate governance practices in place 103–106

Names of the senior executive and their responsibilities 16–17

Senior management committees and their roles 102

Corporate and operational planning and associated performance reporting and review 103–106

Approach adopted to identifying areas of significant financial or operational risk 105–106

Policy and practices on the establishment and maintenance of appropriate ethical standards 106–107

How nature and amount of remuneration for Senior Executive Service officers is determined 107

External scrutiny 115–120

Significant developments in external scrutiny 115

Judicial decisions and decisions of administrative tribunals 115–120

Reports by the Auditor-General, a parliamentary committee or the Commonwealth Ombudsman

115–120

Management of human resources 121–130

Assessment of effectiveness in managing and developing human resources to achieve departmental objectives

121–130

Workforce planning, staff turnover and retention 123–125

Impact and features of enterprise or collective agreements, individual flexibility arrangements, determinations, common law contracts and Australian Workplace Agreements (AWAs)

126–127

Training and development undertaken and its impact 122

Occupational health and safety performance 128

Productivity gains 121–131

Statistics on staffing 192–196



Enterprise or collective agreements, individual flexibility arrangements, determinations, common law contracts and AWAs

126–127

Performance pay 127

Assets management 132

Assessment of effectiveness of assets management 132

Purchasing 133

Assessment of purchasing against core policies and principles 133

Consultants 134 222–223

Summary statement 134

Information on contracts and consultancies is available through AusTender 134

Additional information in required proforma 222–223

Absence of provisions in contracts allowing access by the Auditor-General 134

Contracts exempt from the AusTender 134

Financial Statements 138–185

Other mandatory reporting

Occupational health and safety (s.74 of the Occupational Health and Safety Act 1991) 128 197–201

Freedom of Information (s.8(1) of the Freedom of Information Act 1982) 202–205

Advertising and Market Research (s.311A of the Commonwealth Electoral Act 1918) and statement on advertising campaigns

206

Ecologically sustainable development and environmental performance (s.516A of the Environment Protection and Biodiversity Conservation Act 1999)

220–221

Grant programs 134

Disability reporting 109

Correction of material errors in previous annual report None to report

List of requirements 236–238

239REFERENCES

Index

Aaccountability, 103ACTSmart Business, 131Administrative Appeals Tribunal, 115–116advertising and market research, 206advertising campaign for the 2010 federal

election, 89AEC Employment, 124agency resources statement, 189Archives Act 1983, 111assets management, 132audit, internal, 104–105AusAID, strategic partnership agreement, 52, 76AusTender, 133, 134Australia Post, 5Australian Antarctic Division, 98Australian Civilian Corps, 76Australian Curriculum, Assessment and

Reporting Authority, 5, 85Australian Defence Force, 3, 56, 77Australian Electoral Commission

achievements in 2010–11, 6–9collaboration with other government

agencies, 5, 23–25, 39Commissioner’s review, 2–5Commissioners, 16, 103developments since the end of the financial

year affecting operations, 22office network, 18–20organisational structure, 16–17overview, 12–25partnerships, 23–25purpose and values, 12

Australian Federal Police, 110Australian Human Rights Commission, 115,

116–117Australian National Audit Office, 21, 104, 120,

133, 134Performance audit report no. 28 of 2009–10

– The Australian Electoral Commission’s preparation for and conduct of the 2007 federal general election, 41

Australian Public Service Code of Conduct, 106Australian Public Service Commission Ethics

Advisory Service, 106Australian Public Service employee surveys, 121Australian Public Service Values, 106Australian Taxation Office, 5, 39Australian Workplace Agreements, 126

BBalanced Scorecard reporting method, 113, 197Bali Democracy Forum on the Occasion of the

Election of the House of Councillors in Japan, 76

Boothby division, mishandling of votes in, 3–4, 57, 64

Building Resources in Democracy, Governance and Elections (BRIDGE) program, 52, 73–74, 76

Democracy and Governance BRIDGE, 74Business Assurance Committee, 102, 104, 106business continuity, 105–106Business Educators’ Association of Queensland,

96

CCapability Improvement Plan, 114Centrelink, 54civics and citizenship education, 5, 85Comcare, 201Comcover Risk Management Benchmarking

program, 106Commissioner’s Advisory Board on Electoral

Research, 5Commissioner’s Development Fund, 122Commissioner’s review, 2–5Commissioners, 16, 103committees

Business Assurance, 102, 104, 106Executive Management Group, 102Fraud Control, 106Investment and Strategies, 102, 114National Health and Safety, 197Redistribution Committee, 45

Commonwealth Director of Public Prosecutions, 108, 110


Commonwealth Electoral Act 1918, 22, 108, 110, 116amendments to, 4–5, 16, 28–29, 54,

111–112, 117Commonwealth Network of National Election

Management Bodies, 76Commonwealth Ombudsman, 115, 116Commonwealth procurement guidelines, 133Commonwealth Secretariat, 76communication strategies and services

election-specific communication activities, 88–92

information services, 92–93Mobilise the Franchise project, 92, 94overview, 88performance, 88–94

community strategieseducation sector activities, 96groups with special requirements, 97–98overview, 95people in rural and remote areas, 97performance, 95–99young people, 97

complaints, 107–108, 115consultants, 134, 222–223contact details, ii, vii, 20, 204contact officer, ii, viiContinuous Roll Update, 38–39, 80, 89, 93contracts, 134, 222–223Corporate Fraud Control Plan, 106corporate governance, 103–109

business and strategic plans, 103–104business continuity, 105–106changes to disability reporting, 109corporate and business planning documents,

105ethical standards, 106–107fraud control, 106internal audit, 104–105leadership, 103operational plans, 103–104planning and reporting framework, 104risk management, 105–106senior executive remuneration, 107senior management committees, 103service charter, 107–108social inclusion for electors, 109

Court of Disputed Returns, 119–120

culturally and linguistically diverse groups, 80, 84–85community strategies for, 97informal voting among, 85

DDisability Action Plan, 128; see also people with

disabilities disability reporting, 109

Eecologically sustainable development, 220–221education: see electoral education, and

Program 1.3: Education and communicationeducation outreach services, 84–85

formal voting workshops, 84–85parallel election pilot, 84professional development sessions for

teachers, 85election dashboard project, 57, 59election funding, 50, 63–64Election Visitor Program, 52Electoral and Referendum Amendment

(Electoral Integrity and Other Measures) Act 2006, 117

Electoral and Referendum Amendment (Enrolment and Prisoner Voting) Act 2011, 111

Electoral and Referendum Amendment (How-to-Vote Cards and Other Measures) Act 2010, 5, 28

Electoral and Referendum Amendment (Modernisation and Other Measures) Act 2010, 5, 50, 54, 116

Electoral and Referendum Amendment (Pre-poll Voting and Other Measures) Act 2010, 5, 50, 54

Electoral and Referendum Amendment (Provisional Voting) Act 2011, 111–112

Electoral Commissioner, review of the year, 2–5electoral divisions, 19electoral education, 82–87

civics and citizenship education, 5, 85of culturally and linguistically diverse groups,

82, 84–85education outreach services, 84–85education sector activities, 85

241REFERENCES

overview, 82performance, 82–87of young people, 82

Electoral Fraud Control Plan, 106electoral roll management, 30

Continuous Roll Update, 38–39election-specific integrity checks, 41elector numbers and participation rate, 31enrolment of newly eligible electors, 35–37evidence of identity requirements, 39extracts from the electoral roll, 29Indigenous Electoral Participation Program,

43information technology and, 43integrity of the roll, 30, 40–41, 106, 117objections, 33online enrolment application form, 35, 39performance, 30–44provisional enrolment, 36, 111–112removal of electors, 39research on enrolment behaviour, 39–40roll products and services, 29, 41–43,

207–219sample audit field work, 41sources of enrolment forms, 35, 38trends in numbers enrolled, 30

Electronic Certified Lists project, 114Employee Assistance Program, 197–198employment agreements

Australian Workplace Agreements, 126collective determination, 126enterprise agreement, 106, 126, 128individual flexibility arrangements, 127s.24(1) determinations, 126–127

Endeavour Foundation, 97energy efficiency, 221enrolment, promotion of, 92, 96–97Enrolment Quality Assurance Program, 40–41enrolment services, 28

online enrolment application form, 35, 39, 43–44, 114

enrolment transactions, 3, 32–34timeliness of processing, 40

enterprise agreement, 106, 126, 128environmental effects of activities, 220–221Environmental purchasing guide and checklists,

133ethical standards, 106–107Excellence in eGovernment Awards, 92

Executive Management Group, 102external scrutiny

administrative scrutiny, 115–117judicial scrutiny, 117–120parliamentary scrutiny, 115

FFair Work Act 2009, 110, 112Fair Work Australia, 71Fair Work (Registered Organisations) Act 2009,

70, 110, 112Faulkner v Elliot and Others, 119federal election of 2010, 2–4, 54–57

advertising campaign, 89AEC website, 90communication activities, 88–92counting of votes, 56distribution of ballot papers, 54early voting trends, 56evaluation of the advertising campaign, 89key aspects of, 55media and public relations activities, 89–90mishandling of votes, 3–4, 57, 64nominations, 54post-election evaluation, 4, 50, 58, 114preparations for, 54provision of voting services, 54, 56publications, 90research on, 59targeted initiatives, 90Virtual Tally Room, 50, 56, 57, 90, 92

federal elections, by-elections and referendums overview, 53performance, 53–59

fee-for-service elections, 50, 67–69, 224–225assistance with state, territory and local

government elections, 68–69client satisfaction, 68demand for, 68overview, 67performance, 67–69

Finance and Deregulation, Department of, 120financial disclosure returns, 65Financial Management and Accountability Act

1997, 103, 110financial performance, 21financial statements, 138–185


Flynn division, mishandling of votes in, 3–4, 57, 64

Foreign Affairs and Trade, Department of, 39, 73, 76

Four Countries Conference, 77fraud control, 106

certification, 231Fraud Control Committee, 106freedom of information, 202–205

arrangements for public involvement, 204categories of documents, 202contact details, 204decision-making powers, 202documents available for public inspection,

203fees and charges, 205internal review, 205organisation and functions, 202procedures for accessing documents, 204statistics, 205

Freedom of Information Act 1982, 111, 202Freemantle v O’Neill, 120funding and disclosure services, 63–66

compliance reviews, 65–66election funding, 63–64financial disclosure returns, 65overview, 63performance, 63–66

GGetUp Ltd v Electoral Commissioner, 118Global Commission on Protecting and Promoting

the Integrity of Democracy, 76Global Electoral Organization Conference, 76grant programs, 134Green v Bradbury, 120Guidelines on information and advertising

campaigns, 120

HHigh Court of Australia

decision on close of rolls, 3, 28, 33, 111, 117

How to vote booklet, 90human resources, 121–131; see also staff

employment agreements, 126–127

Investing in Our People program, 121–122occupational health and safety, 128,

197–201performance management, 127–128performance pay, 127recruitment, 123–125retention, 125staff consultation, 128staff development, 122staffing statistics, 192–196workforce planning, 123workplace diversity, 128–130

IImmigration and Citizenship, Department of, 38Indigenous Electoral Participation Program, 43,

95–96, 109, 129electoral awareness officers, 96outreach activities, 96positive impacts of, 96

individual flexibility arrangements, 127industrial elections, 71, 120, 224–225, 230

court challenges of, 71demand for, 72

industrial elections, protected action ballots and Torres Strait Regional Authority electionsoverview, 70–71performance, 71–72

information and communications technology, 3, 113, 132

Information Publication Scheme, 202Inquiry into the 2007 federal election: events in

the Division of Lindsay, 22Internal Audit and Assurance Strategy, 104Internal Audit Plan, 104internal communications

election bulletin, 113election diary, 113‘help’ tool, 114

international forums and delegations, 76International Foundation for Electoral Systems,

73International Institute for Democracy and

Electoral Assistance, 73, 76international visitors, 76Investing in Our People program, 5, 121–122

achievements in 2010–11, 121–122

243REFERENCES

Investment and Strategies Committee, 102, 114

IPS Worldwide, 197–198Ipsos-Eureka Strategic Research, 89Iraq Electoral Commission, 76

JJoint Standing Committee on Electoral Matters,

4, 77, 110, 115, 117report on the conduct of the 2010 federal

election and related matters, 4, 22, 115judicial scrutinyclose of rolls, 117industrial elections, 120petitions to the Court of Disputed Returns,

119–120postal vote applications, 118use of technology, 118use of terminology, 118–119

KKofi Annan Foundation, 76Korean National Election Commission, 76KPMG, 104

Lleadership, 102, 103, 122Legal and Compliance Branch, 110legal services, external, 112legislative framework, 15legislative reform, 4–5, 111–112library services, 112–113

OPAC catalogue, 112Liverpool Migrant Resource Centre, 97

Mmanagement and accountability, 101–135

assets management, 132consultants and contracts, 134corporate governance, 103–109external scrutiny, 115–120grant programs, 134human resources, 121–131

purchaser–provider arrangements, 134purchasing, 133support services, 110–114

Mobilise the Franchise project, 92, 94multicultural activities, 97

NNational Capital Civics Education Group, 85National Electoral Education Centre, 80, 82,

99, 109accreditation to the ACTSmart Business

program, 131feedback from visitors, 82

National Health and Safety Committee, 197National Tally Room, 50, 57, 76new citizens

enrolment of, 35, 37–38participation rate, 38

New South Wales Electoral Commission, 97, 113

Ooccupational health and safety, 128, 197–201

claims management, 201executive commitment and oversight, 197incidents, 199, 200initiatives, 197–198investigations, 201management arrangements for, 197outcomes, 198–199rehabilitation case management, 198–199workers compensation premiums, 201

office networkdivisional offices, 18–19National Office, 18state offices, 18

Office of Legislative Drafting and Publication, 110

Office of Parliamentary Counsel, 110Official guide to the 2010 federal election, 90Ombudsman Act 1986, 111online enrolment application form, 35, 39,

43–44, 114Online Postal Vote Application project, 114Optus, 92, 94organisational structure, 16–17


outcome, 13–14overseas elections, advice and assistance in,

73–77in the Asia–Pacific region, 74cooperation with Australian government

agencies, 76–77Four Countries Conference, 77international forums and delegations, 76international visitors, 76overview, 73performance, 73–77

PPacific Islands, Australia and New Zealand

Electoral Administration Network, 74–76parallel election pilot, 84, 86–87participation rate of electors, 30, 31, 36, 38partnerships, 23

strategic partnership agreement with AusAID, 52, 76

Party registration guide, 50Peebles v Honourable Tony Burke MP and

Others, 118, 119people with disabilities, 97, 109, 116performance

financial performance, 21new reporting structure, 14performance framework, 13–14Program 1.1: Electoral roll management,

28–47Program 1.2: Election management and

support services, 50–77Program 1.3: Education and communication,

80–91Performance Management Program, 127–128performance pay, 127planning and reporting framework, 103–104political party registrations, 50, 60–62, 116,

204applications for party registration and

change of name, 60–61applications to update party officeholder

information, 61financial disclosure returns, 50information on the Commission’s website,

62overview, 60

performance, 60–62review of party eligibility, 61

Privacy Act 1988, 115Privacy Commissioner, 116professional development sessions for teachers

email information service, 85feedback from participants, 85Your Vote Counts program, 85

Program 1.1: Electoral roll management, 28–47achievements in 2010–11, 6electoral roll management, 30–44objective and deliverables, 28outlook, 29overview, 28–29partnerships, 23performance, 28–29resources, 190support services for electoral redistributions,

45–47Program 1.2: Election management and support

services, 50–77achievements in 2010–11, 7–8advice and assistance in overseas elections,

73–77federal elections, by-elections and

referendums, 53–59fee-for-service elections, 67–69funding and disclosure services, 63–66industrial elections, protected action ballots

and Torres Strait Regional Authority elections, 70–72

objective and deliverables, 51outlook, 52overview, 50–52partnerships, 24performance, 50–77political party registrations, 60–62resources, 190

Program 1.3: Education and communication, 80–99achievements in 2010–11, 8communication strategies and services,

88–94community strategies, 95–99electoral education, 82–87objective and deliverables, 80outlook, 81overview, 80–81partnerships, 25

245REFERENCES

performance, 80–99resources, 190

programs, 13–14Project Management Office, 114provisional enrolment, 36Public Service Act 1999, 16, 103, 110, 123,

126, 127publications, 226–230

corporate, 226education, 226–227election or event-specific, 228–229funding and disclosure, 229–230general information, 227–228industrial elections, 230

purchaser–provider arrangements, 134purchasing, 133

advice and training, 133environmental guidelines, 133policy and planning, 133tenders, 133

QQueensland History Teachers’ Association, 96

RR v Australian Broadcasting Tribunal; Ex parte

Hardiman, 120recruitment

advertising, 124framework for, 123Graduate Recruitment Program, 125Program 1.3: Education and communication,

191systems, 124targeted recruitment, 124–125

redistributions, 29, 45–47, 204Referendum (Machinery Provisions) Act 1984,

22, 110Register of Political Parties, 50, 60, 62Remuneration Tribunal Act 1973, 127research on enrolment behaviour, 39–40resources, 188–191

agency resources statement, 189Program 1.1: Electoral roll management, 190Program 1.2: Election management and

support services, 190

Program 1.3: Education and communication, 190

risk management, 105–106Roach v Electoral Commissioner, 111roll products and services, 41–43

for elections and redistributions, 42electronic roll, 42number of products supplied, 43provided to medical researchers, 43,

207–208provided to members of parliament, 43,

210–217provided to registered political parties, 43,

218–219provided to Regulation 7 persons and

organisations, 209–210 provided to Schedule 1 agencies and

authorities, 208–209RollMap, 43Rowe v Electoral Commissioner, 33, 111, 117

SScheme for Compensation for Detriment

caused by Defective Administration, 64School and Community Visits Program, 80–81,

84, 109senior executive remuneration, 107Senior Executive Service, s.24(1)

determinations, 126–127senior management committees, 103service charter, 107–108, 128

customer enquiries, issues and complaints, 92, 107–108

customer satisfaction, 107social inclusion, 108South Australia

education and information sessions, 98electoral education program, 97electoral redistribution, 29, 47

Special Minister of State, 64, 115staff, 3; see also human resources

Commissioner’s Development Fund, 122consultation with, 128Employee Assistance Program, 197–198enterprise agreement, 106, 126feedback on experiences during the election

period, 59


individual flexibility arrangements, 127induction program, 106, 128Investing in Our People program, 5, 121–122non-ongoing, 195–196ongoing, 192–194online selection panel training, 123performance management, 127–128Recognition and Rewards program, 127recruitment, 123–125retention, 125senior executive remuneration, 107senior staff, 16statistical information, 192–196surveys, 4, 5, 58, 121temporary staff, 124, 126training, 106, 121–122, 133

Strategic Capability Branch, 114Strategic Plan 2009–2014, 103–104, 106strategic planning, 4support services, 110–114

Balanced Scorecard reporting method, 113information and communications technology,

113internal communications, 113–114legal services, 110–112library services, 112–113parliamentary and ministerial support, 110performance, 113project management, 114

support services for electoral redistributionsoverview, 45performance, 45–47

TTorres Strait Regional Authority, 52, 71–72Towards the Next Election: Priorities for Action, 4

UUnited Nations Development Programme, 73,

76United Nations Electoral Assistance Division, 73

Vvalues, 12Victoria, electoral redistribution, 46Virtual Tally Room, 50, 56, 57, 76, 87, 90, 92,

113Excellence in eGovernment Awards, 92

VITS LanguageLink, 92voting

e-voting, 68electors not exercising their franchise, 4informal votes, 4, 84–85, 97postal voting, 5, 54, 56, 118pre-poll voting, 3, 50, 54, 56, 59shift in methods of, 3, 56telephone-based voting option for electors

with visual disabilities, 109, 116

Wwebsite, 20, 50, 56

educational resources, 82, 85information for the media, 90Register of Political Parties, 62

workplace diversity, 128–130trends in, 130

Yyouth

enrolment, 36–37, 96–97participation rate, 36provisional enrolment, 36sources of new enrolments and changes, 37

247REFERENCES
