OFFICE OF THE LEGISLATIVE ASSEMBLY ANNUAL REPORT 2016-2017 ISSN 1036-4390 (Print) ISSN 1835-0569 (Online) © Office of the Legislative Assembly This publication is subject to copyright. Except as permitted under the Copyright Amendment (Parallel Importation) Act 2003, no part of it may in any form or by any means (electronic, mechanical, microcopy- ing, photocopying, recording or otherwise) be reproduced, stored in a retrieval system or transmitted without prior written permission. Enquiries should be addressed to the publishers. First published October 2017 Published in Australia by the Office of the Legislative Assembly Office of the Legislative Assembly 196 London Circuit Canberra ACT 2601 Australia Telephone 6205 0439 Facsimile 6205 3106 Email – [email protected] Web – www.parliament.act.gov.au Produced by: ACT Government Publishing Services Publication No 17/0800 Printed on 100% recycled paper 2 Office of the Legislative Assembly: Annual Report 2016-17 TRANSMITTAL CERTIFICATE Joy Burch MLA Speaker Legislative Assembly for the ACT Civic Square London Circuit Canberra ACT 2601 Dear Madam Speaker, I am pleased to submit for your information and presentation to the Legislative Assembly for the ACT, this annual report of the Office of the Legislative Assembly (the Office) for the year ended 30 June 2017. Pursuant to section 7B of the Annual Reports (Government Agencies) Act 2004, the Office is required to prepare a report that includes an account of the management of the Office during the reporting year. You will be aware, however, that the Office is not required to comply with an annual report direction made by the minister in accordance with section 8 of the Act. I commend the report to you and trust that you find it informative. Tom Duncan Clerk Legislative Assembly for the ACT October 2017 Office of the Legislative Assembly: Annual Report 2016-17 3 CONTENTS TRANSMITTAL CERTIFICATE ........................................................................................................................................3 THE CLERK’S OVERVIEW 2016-2017 .............................................................................................................................6 2 016-2017 AT A GLANCE .......................................................................................................................................7 S ize of the Assembly .....................................................................................................................................................7 N ew organisational structure.......................................................................................................................................7 L egislation .....................................................................................................................................................................7 Q uestioning the executive ...........................................................................................................................................7 R evised standing orders for the Ninth Assembly .........................................................................................................7 C ommittees ..................................................................................................................................................................7 C ompletion of accommodation project .......................................................................................................................8 D evelopment of ICT ......................................................................................................................................................8 T HE YEAR AHEAD ..................................................................................................................................................9 P rotective Security Policy Framework .........................................................................................................................9 C onstruction of the Constitution Place Development–monitoring impact ................................................................9 R edevelopment of Procedural Information Production System (PIPS) .......................................................................9 I CT future planning .......................................................................................................................................................9 A rchival strategy ...........................................................................................................................................................9 SECTION A PERFORMANCE REPORTING ...................................................................................................................11 T HE ORGANISATION............................................................................................................................................12 R ole of the Office of the Legislative Assembly (the Office) ........................................................................................12 O ffice’s approach ........................................................................................................................................................12 V alues .......................................................................................................................................................................13 P riorities .....................................................................................................................................................................14 S tructure .....................................................................................................................................................................14 OR GANISATIONAL STRUCTURE..............................................................................................................................16 A SSEMBLY PROCEEDINGS ...................................................................................................................................17 C hamber proceedings ................................................................................................................................................17 A ssembly committees ................................................................................................................................................17 PROCEDURAL DIGEST ..........................................................................................................................................23 Eighth Assembly .........................................................................................................................................................23 Ninth Assembly ..........................................................................................................................................................24 INTERPARLIAMENTARY ACTIVITIES .....................................................................................................................26 C ommonwealth Parliamentary Association ..............................................................................................................26 K iribati twinning arrangement ...................................................................................................................................26 P apers presented .......................................................................................................................................................26 F INANCIAL REPORT AND MANAGEMENT DISCUSSION A ND ANALYSIS ....................................................................................................................................................27 A NALYSIS OF THE OFFICE’S PERFORMANCE ........................................................................................................27 M embers’ assessment of Office performance ..........................................................................................................27 P arliamentary advice and support .............................................................................................................................29 B usiness administration and support ........................................................................................................................30 C ommunity and parliamentary engagement .............................................................................................................30 SECTION B CONSULTATION AND SCRUTINY REPORTING ..........................................................................................35 I NTERNAL AND EXTERNAL SCRUTINY ..................................................................................................................36 SECTION C LEGISLATIVE AND POLICY BASED REPORTING..........................................................................................39 RISK MANAGEMENT AND INTERNAL AUDIT ........................................................................................................40 Risk management ......................................................................................................................................................40 Internal audit .............................................................................................................................................................40 LEGISLATIVE ASSEMBLY COMMITTEE RECOMMENDATIONS ...............................................................................41 FRAUD PREVENTION ...........................................................................................................................................41 PUBLIC INTEREST DISCLOSURE ............................................................................................................................41 FREEDOM OF INFORMATION ..............................................................................................................................41 Section 7 statement ...................................................................................................................................................41 Section 8 statement ..................................................................................................................................................44 S ection 79 statement ................................................................................................................................................44 4 Office of the Legislative Assembly: Annual Report 2016-17 INTERNAL ACCOUNTABILITY ...............................................................................................................................45 H UMAN RESOURCE PERFORMANCE ...................................................................................................................45 S TAFFING PROFILE...............................................................................................................................................46 M EMBERS’ STAFF EMPLOYMENT ........................................................................................................................48 L EARNING AND DEVELOPMENT ..........................................................................................................................49 M embers’ staff ...........................................................................................................................................................49 W ORKPLACE HEALTH AND SAFETY ......................................................................................................................49 WORKPLACE RELATIONS .....................................................................................................................................50 STRATEGIC ASSET MANAGEMENT ......................................................................................................................50 The Assembly building ...............................................................................................................................................50 Capital upgrade funding and expenditure .................................................................................................................50 Asset maintenance and repairs ..................................................................................................................................51 Office accommodation ...............................................................................................................................................51 Additions and deletions ..............................................................................................................................................52 Contractors .................................................................................................................................................................53 Art collection ..............................................................................................................................................................54 TERRITORY RECORDS ..........................................................................................................................................54 Records Management Program .................................................................................................................................56 HUMAN RIGHTS ACT ...........................................................................................................................................55 SUSTAINABILITY REPORTING ..............................................................................................................................56 GreenPower purchased for 2016-2017 ......................................................................................................................56 APPENDICIES .............................................................................................................................................................61 APPENDIX 1 – SITTING DAYS ...............................................................................................................................62 APPENDIX 2 – PROCEEDINGS ..............................................................................................................................63 APPENDIX 3 – MINUTES OF PROCEEDINGS .........................................................................................................64 APPENDIX 4 – BILLS AND AMENDMENTS 2016-2017 ...........................................................................................65 APPENDIX 5 – BILLS PRESENTED..........................................................................................................................66 APPENDIX 6 – QUESTIONS WITH AND WITHOUT NOTICE ...................................................................................67 APPENDIX 7 – COMMITTEE STATISTICS – EIGHTH AND NINTH ASSEMBLY ...........................................................68 APPENDIX 8 – BROADCASTING AND WEBSITE MANAGEMENT ...........................................................................75 APPENDIX 9 – LIBRARY AND REFERENCE SERVICES .............................................................................................76 APPENDIX 10 – MEMBERS OF THE EIGHTH AND NINTH ASSEMBLIES ..................................................................77 APPENDIX 11 – OFFICE HOLDERS OF THE EIGHTH AND NINTH ASSEMBLIES ........................................................78 APPENDIX 12 – MINISTERS AS AT 30 JUNE 2017 ..................................................................................................79 APPENDIX 13 – REMUNERATION OF MLAS .........................................................................................................81 APPENDIX 14 – NON-EXECUTIVE MEMBERS’ STAFF EMPLOYMENT .....................................................................82 APPENDIX 15 – VISITS BY MEMBERS AND PARLIAMENTARY OFFICERS FROM OTHER LEGISLATURES, DELEGATIONS AND OTHERS .................................................................................85 APPENDIX 16 – ADMINISTRATIVE SUPPORT FOR THE ASSEMBLY BRANCH OF THE COMMONWEALTH PARLIAMENTARY ASSOCIATION 2016-2017 ..............................................................85 APPENDIX 17 – EDUCATION PROGRAM ..............................................................................................................86 APPENDIX 18 – FINANCIAL STATEMENTS AND MANAGEMENT DISCUSSION AND ANALYSIS ...............................87 GENERAL OVERVIEW ..........................................................................................................................................87 OBJECTIVES .........................................................................................................................................................87 RISK MANAGEMENT ...........................................................................................................................................87 REPORTING ENTITIES ..........................................................................................................................................88 CONTROLLED FINANCIAL PERFORMANCE ...........................................................................................................88 Net Cost of Services ...................................................................................................................................................88 TOTAL EXPENDITURE ..........................................................................................................................................89 Total Own Source Revenue ........................................................................................................................................89 CONTROLLED FINANCIAL POSITION ....................................................................................................................90 T otal Assets................................................................................................................................................................90 T otal Liabilities ............................................................................................................................................................91 T ERRITORIAL STATEMENT OF INCOME AND EXPENSES .......................................................................................91 T otal Income ...............................................................................................................................................................91 T otal Expenditure .......................................................................................................................................................91 T ERRITORIAL FINANCIAL POSITION .....................................................................................................................92 T otal Assets.................................................................................................................................................................92 T otal Liabilities .............................................................................................................................................92 Office of the Legislative Assembly: Annual Report 2016-17 5 THE CLERK’S OVERVIEW 2016-2017 The enlargement of the Assembly from 17 to 25 members, which occurred at the Australian Capital Territory election in October 2016, was the most significant change to the Territory’s governance arrangements since self-government commenced in 1989. In responding to the change, the Office has reconsidered how it provides support and advice to the legislature and how best to accommodate additional members and staff. It has also adopted changes to its organisational structure to more closely align with the Office’s statutory functions. These matters have occupied much of the Office’s attention during this reporting period. We have had a productive year, working with the Speaker, MLAs, their staff, and Office staff to make the transition to an enlarged Assembly a successful one. I would like to thank all Office staff for their dedication and hard work throughout 2016-2017, which has enabled the organisation to deliver services and fulfil its functions to such a high standard. I trust that members, their staff, and the wider public sector see the value that the Office brings to supporting the Territory’s unique system of government. Tom Duncan Clerk October 2017 6 Office of the Legislative Assembly: Annual Report 2016-17 2016-2017 AT A GLANCE Size of the Assembly On 15 October 2016, ACT electors elected 25 members to the Legislative Assembly for the first time. Twelve of the 25 members were newly elected, which also resulted in a substantial number of new staff. The Office provided support in relation to: procedural; payroll and entitlements; information technology; security, and building services. New organisational structure A new organisational structure for the Office took effect from 29 August 2016, in which the Office’s parliamentary support and business support functions were organised into two separate branches, headed by the Deputy Clerk and a new General Manager, respectively. A third branch, the Office of the Clerk was established with governance, procedural, and education functions. Legislation The Office facilitated the presentation of 27 executive bills, and two private members’ bills into the Legislative Assembly, and arranged for the notification of 39 passed bills. The Office also processed the tabling of 329 items of subordinate legislation. Questioning the executive The Office supported members in their scrutiny of the executive within the Chamber, processing 377 questions on notice. During the reporting period, 1014 questions without notice were asked. Revised standing orders for the Ninth Assembly The Assembly modified its standing orders in response to recommendations by the Eighth Assembly’s Standing Committee on Administrative and Procedure. The changes, designed to accommodate an expanded Assembly of 25 members, related to the number of Assistant Speakers, the time allocated to matters of public importance, the number of supplementary questions at question time, and the time limit for answers to questions without notice and supplementaries. Committees Between July and October 2016, the Office supported six standing committees and two select committees, which, together, tabled 16 reports, held four public hearings, took evidence from 17 witnesses, received three submissions, considered 13 statutory appointments, and considered 19 bills and 165 pieces of subordinate legislation (as part of the legislative scrutiny role). Following the 2016 Assembly election, from October 2016 to June 2017, the Office supported eight standing Committees and three select committees, which to the end of June 2017 had tabled 17 reports, held 28 public hearings, took evidence from 478 witnesses, received 228 submissions, considered 65 statutory appointments, and considered 21 bills and 189 pieces of subordinate legislation. Office of the Legislative Assembly: Annual Report 2016-17 7 Completion of accommodation project In time for the election of an expanded Assembly membership, the accommodation project that began as a planning process in 2015, and which saw extensive refurbishment to the Assembly building throughout 2016, was completed in September 2016. The accommodation project delivered: • six new member and ministerial suites—enabling the Assembly building to house its expanded membership of 25, with flexibility as to the number of ministers offices that can be configured at any time; • new paint and carpeting throughout the building to match new works; • new meeting rooms with audio-visual facilities; • an upgrade of the building’s heating, ventilation and cooling system; • upgrades to many kitchens and bathroom areas; and • a new central table in the Assembly Chamber at which the Chief Minister, Leader of the Opposition and their respective deputies would be seated during Assembly proceedings (finalised for sittings of the Ninth Assembly in November 2016). Members of the Ninth Assembly in the Chamber, February 2017. Development of information communications technology (ICT) The Office undertook a range of projects during 2016-2017 to develop its ICT infrastructure and replace legacy systems. This included the expansion of the wireless network throughout the Assembly building, work on the migration of the Assembly intranet to a SharePoint platform and replacement of the audio-broadcasting system. 8 Office of the Legislative Assembly: Annual Report 2016-17 THE YEAR AHEAD Protective Security Policy Framework Funding received in the 2017-2018 budget has enabled the Office to permanently fill the position of Manager, Security and Building Services, which will in turn enable the Office to build on the work it has done to achieve compliance with the Territory’s Protective Security Policy Framework. During the year ahead, the Office expects to complete the development of a Protective Security Plan to build on the Office’s compliance with the framework. Construction of the Constitution Place Development–monitoring impact During 2017-2018, construction will begin of the Constitution Place Development, on land adjacent the Assembly Building. Building works are expected to have a significant impact and may cause some disruption to Assembly’s operations. The Office will work closely with developers and other key stakeholders to minimise the impact of these disruptions on staff in the Assembly building. Redevelopment of Procedural Information Production System (PIPS) The project to redevelop the IT system used to produce daily procedural documents for Assembly sittings experienced some delays but user acceptance testing had commenced by the end of the reporting period. The new system is now expected to be in production later in 2017. ICT future planning With a number of ICT upgrade projects now nearing completion, the Office will continue to monitor the ICT landscape to ensure it can continue to meet the Assembly’s requirements into the future. This will be formalised in an ICT Asset Management Plan, which will be used to inform planning and decision making around ongoing investment in the ICT portfolio. Archival strategy The Office is currently reviewing its obligations with respect to the creation, capture, handling and storage of significant Assembly records that are to be retained indefinitely as Territory archives. The review is considering how best to preserve both the legacy collection and records yet to be created, to protect their value for future generations. Strategies being considered include those that will reduce reliance on physical paper processes and increase the digital capture of archival records for ongoing access and preservation purposes. Tom Duncan Clerk October 2017 Office of the Legislative Assembly: Annual Report 2016-17 9 10 Office of the Legislative Assembly: Annual Report 2016-17