Australian Electoral Commission

Annual Report 2012–13

ii Australian Electoral Commission Annual Report 2012–13

Produced by: Australian Electoral Commission

Printed by: Paragon Printers

Web address: annualreport.aec.gov.au/2013

Contact officer: Assistant Commissioner Education & Communications Australian Electoral Commission West Block Offices Queen Victoria Terrace Parkes ACT 2600

PO Box 6172 Kingston ACT 2604

Phone: 02 6271 4411 Fax: 02 6215 9999 Email: info@aec.gov.au Website: www.aec.gov.au

ISSN: 0814–4508

The licence for this work is 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 of recognition as author of the original material. The report should be attributed Australian Electoral Commission Annual Report 2012–13.

This report may contain names and images of Aboriginal and Torres Strait Islander people now deceased.

Letter of transmittal iii

Letter of transmittal

25 September 2013

Senator the Hon Michael RonaldsonSpecial Minister of StateParliament HouseCANBERRA ACT 2600

Dear Minister

In accordance with section 17 of the Commonwealth Electoral Act 1918, we have the pleasure in submitting the Australian Electoral Commission’s (AEC) Annual Report and financial statements for the year ending 30 June 2013.

In accordance with the Commonwealth Fraud Control Guidelines 2011, we certify that the AEC has:

a) Prepared fraud risk assessments and fraud control plansb) Appropriate fraud prevention, detection, investigation, reporting and data collection

procedures and processes that meet the specific needs of the AECc) Taken all reasonable measures to minimise the incidence of fraud and to investigate and

recover the proceeds of fraud against the AEC.

Yours sincerely

West Block Offices Queen Vicoria Terrace Parkes ACT 2600

PO Box 6172 Kingston ACT 2604

Tel 02 6271 4411 Fax 02 6215 9999

www.ace.gov.auABN 21 133 285 851

The Hon Peter Heerey AM QC Chairperson

Ed KillesteynElectoral Commissioner

Brian PinkCommissioner

iv Australian Electoral Commission Annual Report 2012–13

ContentsLetter of transmittal iii

About this report vii

Commissioner’s review 2

About the AEC 12Role 12Values 12The AEC’s principles 12Leadership structure 13Office network 13Outcome and programs 15Legislation 17

Report on performance 22Outcome and program structure 22Active electoral roll management 23Efficient delivery of polling services 36Targeted education and public awareness programs 56

Governance and accountability 74Management committees 74Planning, operating and reporting framework 78Legal services 83External scrutiny 87Administrative scrutiny 90Judicial scrutiny 91Freedom of Information 93Performance audits 93

Improving efficiency 98AEC workforce 98Information and communications technology 117Environmental performance 118

Managing finances and assets 124Assets management 124Procurement 125Contractual arrangements 126Financial performance analysis 130Financial statements 131Notes to the financial statements 142

Contents v

Case studiesElectronic lists – the roll of the future? 8Engaging in formality 18Road testing telephone voting 34A referendum 54Youth listening to Youth 70Delivering the franchise to the Torres Strait 94Nine into one does go… 120

TablesTable 1: Legislative framework 17Table 2: Estimated enrolment participation by age as at 30 June 2012 and 30 June 2013 25Table 3: Trends in enrolment participation for 18–29‑year‑olds 26Table 4: Trends in the number of voters1 enrolled in each state and territory 2012–13 28Table 5: Special categories of voters as at 30 June 2013 32Table 6: Industrial and fee‑for‑service election statistics 2012–13 39Table 7: Financial disclosure returns lodged and published 46Table 8: Year‑on‑year uptake of eReturns 47Table 9: Corporate and business planning documents 80Table 10: Irregular or intermittent staff by classification 102Table 11: Ongoing staff employed including staff on higher duties arrangements by classification gender and location as at 30 June 2012 and 30 June 2013 103Table 12: Non‑ongoing staff employed including staff on higher duties arrangements by classification gender and location 30 June 2012 and 30 June 2013 107Table 13: AEC Enterprise Agreement 2011–2014 salary ranges by classification 30 June 2013 110Table 14: Base salary bands for statutory appointees and senior executive staff effective 30 June 2013 110

Appendixes 182Appendix A: Resources 182Appendix B: Electoral roll information for members of parliament and senators 185Appendix C: Recipients of roll information 190Appendix D: Services provided by government departments and agencies to support enrolment 191Appendix E: Provision of roll services 192Appendix F: Enrolment activity and AEC voter transactions 194Appendix G: Sources of new enrolments 198Appendix H: Assisting state, territory and local government electoral bodies 200Appendix I: Advertising and market research 201Appendix J: List of requirements 202

Glossary 205Abbreviations and acronyms 205Glossary of terms 207

Index 210

vi Australian Electoral Commission Annual Report 2012–13

Table 15: AEC workforce at 30 June 2013 at a glance (excludes irregular or intermittent employees) 112Table 16: Work health and safety incidents 2012–13 114Table 17: Work health and safety incidents 2010–13 115Table 18: New AEC‑managed compensble and non‑compensble injuries 2010–13 115Table 19: Consultancy contracts to the value of $10 000 or more let 2012–13 128Table 20: Agency resource statement 2012–13 182Table 21: Expenses and resources for Outcome 1 184Table 22: Provision of electoral roll information July 2012–June 2013 185Table 23: Electoral roll information supplied to registered political parties 2012–13 190Table 24: Services provided by federal and state government departments and agencies to support enrolment 191Table 25: Government departments and agencies who received quarterly electoral roll data 2012–13 192Table 26: Provision of electoral roll information to medical researchers and those conducting health screening surveys 2012–13 193Table 27: Provision of quarterly electoral roll information to organisations verifying identity for financial purposes 2012–13 194Table 28: Enrolment transactions from 2007–08 to 2012–13 195Table 29: Enrolment activity by jurisdiction July 2012 to June 2013 196Table 30: EQAP results for 2012–13 197Table 31: Top 10 sources of new enrolments and changes to enrolment details for 18–25‑year‑olds 2012–13 198Table 32: Top 10 sources of new enrolments and changes to enrolment details for 16–17‑year‑olds1 2012–13 199Table 33: AEC resources to assist state territory and local government electoral bodies 2012–13 200Table 34: Payments of $12 100 or more (GST inclusive) on advertising and market research 201Table 35: Abbreviations and acronyms 205Table 36: Glossary of terms 207

FiguresFigure 1: Electoral divisions 14Figure 2: Size of the electoral roll and estimated participation rate November 2007 to June 2013 25Figure 3: Target and actual participation rate for 18–25‑year‑olds 2007–08 to 2012–13 26Figure 4: Proportion of forms returned within six months of distribution at a citizenship ceremony 27Figure 5: AEC organisation at 30 June 2013 76Figure 6: Planning operating and reporting framework 79Figure 7: Vacancies advertised 2010 through 2013 100Figure 8: Staff profile by self‑identified category 112Figure 9: Staff by age group as at 30 June 2013 113Figure 10: Enrolment activity, 2007–08 to 2012–13 194Figure 11: Types of enrolment activity 2007–08 to 2012–13 195

About this report vii

About this reportThis report is about the performance of the Australian Electoral Commission (AEC) for the financial year ending 30 June 2013. The report informs members of parliament, Australians, political parties, interest groups, candidates, electoral authorities, government agencies, students, teachers, and the media about AEC activities and services in 2012–13. It includes AEC performance against the outcome, deliverables and key performance indicators in the Portfolio Budget Statements 2012–13.

The report accords with the requirements of the Commonwealth Electoral Act 1918, the Public Service Act 1999 and the Department of the Prime Minister and Cabinet’s Requirements for Annual Reports.

There are seven sections:

1. Commissioner’s review – the Electoral Commissioner, Ed Killesteyn PSM, reflects on the year

2. About the AEC – role, values, structure, programs and outcome

3. Report on performance – work and achievements against key performance indicators

4. Governance and accountability – internal and external measures of management, accountability and governance against internal and external measures

5. Improving efficiency – managing people, information technology and environmental performance to improve efficiency

6. Managing finances and assets – financial performance, management of assets and contractual arrangements for 2012–13, financial statements and independent auditor’s report

7. Appendixes and references – list of requirements, glossary, index and other reference material.

Case studies throughout the report highlight interesting developments and activities during the year.

Tools to assist readersThis publication has a table of contents, lists of figures and tables, an alphabetical index, a list of requirements, cross references and a glossary.

Readers who are deaf or have a hearing or speech impairment can contact the AEC through the National Relay Service (NRS).

TTY users phone 133 677 and ask for 13 23 26.Speak and Listen users phone 1300 555 727 and ask for 13 23 26.Internet relay users connect to the NRS and ask for 13 23 26.

For telephone interpreter services in 18 languages go to www.aec.gov.au.

1COMMISSIONER’S

REVIEW

Thimblettes aid polling staff in handling ballot papers in the count.

1COMMISSIONER’S

REVIEW

2 Australian Electoral Commission Annual Report 2012–13

1During 2012–13, the AEC’s focus was on being election ready. This required continued election and contingency planning for a range of possible election dates. Often described as Australia’s largest peacetime event, an election covers a vast array of complex and interdependent activities to give more than 14.5 million Australians the opportunity to vote.

Commissioner’s review

This year was the culmination of three year’s preparation by AEC staff in enrolment, education and communication, and election logistics. The AEC goes to extraordinary effort to ensure Australians, at home and abroad, can vote. The AEC manages voting in:

■ over 7 700 polling places, plus over 500 early voting centres ■ more than 100 diplomatic missions ■ almost 400 remote locations serviced by 38 mobile polling teams ■ a further 450 mobile teams in over 2 400 special hospitals.

To run the election requires recruitment and training of approximately 70 000 temporary staff, plus the procurement and provision of:

■ 43 million ballot papers ■ 50 000 ballot boxes ■ 14 000 recycling bins

■ 100 000 pencils ■ 140 km of string

While getting ready, AEC staff implemented legislative changes that will deliver new and improved services at the 2013 election. They include an online postal vote application, easier access to a secret vote for blind and low vision voters and a pilot of electronic certified lists at selected polling places. Electronic lists aim to make the process of marking voters off the roll as efficient and effective as possible.

An added factor in the 2013 election planning was the possibility of a combined election and referendum. While the referendum did not eventuate, preparing for the possibility meant a comprehensive revision of plans, from printing and issuing of ballot papers through to counting votes, and every step in between.

At this stage of the electoral cycle, our focus is on election delivery, but enrolment and electoral education are essential underpinnings. For the AEC, three elements indicate the health of democracy. They are completeness of the electoral roll, the number of people who turn out to vote and the number of formal votes cast.

Section 1: Commissioner’s review 3

Enrolment and education programs have greatest impact when they happen close to an electoral event. We strive to improve the number of people on the electoral roll, the number who vote, and the number who cast a formal vote. Taken together, these three improvements increase the participation of citizens in Australia’s democratic system and help to keep it healthy.

EnrolmentVoting is compulsory for every Australian citizen aged 18 years or over and enrolment is a prerequisite for Australians to vote. A priority for the AEC is to promote enrolment and maintain an accurate electoral roll.

In most countries around the world, voter participation is in decline. While Australia’s participation rate is comparatively high, relative enrolment rates have reduced over the past decade. The estimated number of people missing from the roll reached 1.5 million in 2012.

In July 2012, amendments to the Commonwealth Electoral Act 1918 (Electoral Act) allowed the AEC to directly enrol or update details of eligible voters, based on data provided by other government agencies. This process, known as Federal Direct Enrolment and Update (FDEU), makes it easy for people to maintain their enrolment. Indeed, many do not need to take further action once they receive a direct enrolment or update letter from the AEC.

FDEU commenced in November 2012, with immediate results. Since its introduction, over 120 000 people have been enrolled for the first time or re‑enrolled, and the details of over 532 000 people have been updated.

FDEU will enhance the integrity of the electoral roll by making it both more complete and more accurate. Processing a direct enrolment or update, requires extensive checking to confirm a person’s identity and their entitlement to enrolment. It is expected that direct enrolment will markedly improve enrolment participation over the next two or three electoral cycles, but it is not a panacea for declining participation. Pockets of under‑enrolment will continue requiring different approaches to roll stimulation.

For the AEC, three elements indicate the health of democracy. They are completeness of the electoral roll, the number of people who turn out to vote and the number of formal votes cast.

During 2012–13, the AEC’s focus was on being election ready. This required continued election and contingency planning for a range of possible election dates. Often described as Australia’s largest peacetime event, an election covers a vast array of complex and interdependent activities to give more than 14.5 million Australians the opportunity to vote.

4 Australian Electoral Commission Annual Report 2012–13

1Our Indigenous Electoral Participation Program (IEPP) illustrates the need to work closely with the community, at the local level, to increase enrolment.

The AEC continues to search for ways to make it easy to enrol. One of these is online enrolment. More than one million Australians visited the AEC’s website during 2012–13 to enrol or update their details.

From June, the online enrolment system enabled electronic signatures from a PC, smartphone, tablet or similar mobile device. This means enrolment is a complete and accessible online service. This change meets community expectation of simple, online transactions with government.

This voter‑centric approach to enrolment does not change the integrity of the roll. Every enrolment transaction is subject to the AEC’s comprehensive verification process.

A budget allocation of $7.3 million funded pre‑election enrolment stimulation from May to July 2013. The campaign includes online advertising, social media and a mix of community and direct engagement activities that target Australians in their workplace, sporting club, at sporting events and music festivals. Other activities target people of culturally and linguistically diverse (CALD) backgrounds, overseas travellers and people who cannot attend a polling place on election day.

Since the 2010 election, a combination of direct enrolment and stimulation activities increased the roll by over 416 000. At 30 June, enrolment participation was 91.4 per cent, up from 89.97 per cent at the 2010 election. There were stronger results achieved in some states; in particular, the Northern Territory was up from 74 per cent to 80 per cent.

TurnoutBetween electoral events, the AEC prepares an engagement strategy to encourage turnout, whether at a polling place on polling day, at pre‑poll, mobile polling or by postal vote. Once the rolls have closed for the election, the AEC will roll out a new phase of advertising to prompt voters to turn out and vote.

The research tells us that people are more likely to turn out to vote if they develop a voting habit early. For many of us, a school election is our first voting experience and it can shape how we view and participate in elections as adults.

Get Voting, launched in October 2012, is an in‑school program that supports the conduct of fair and transparent school elections, such as for student council representatives. The aim is to make the first electoral experience a positive one and help to establish a life‑long habit of electoral participation.

Get Voting includes online election materials for teachers and in‑person support from local AEC officers. Over 374 schools have participated in Get Voting since its launch. Feedback from teachers is positive and demand for the program is steadily growing.

Section 1: Commissioner’s review 5

FormalityThe final element of delivering the franchise is to support voters to cast a formal vote. We know informality directly correlates with communities that are culturally and linguistically diverse or have low literacy.

In 2012–13, the AEC recruited 12 community engagement officers to link the AEC with CALD communities. These officers deliver in‑language workshops to increase understanding of election processes, with particular emphasis on formality, in the lead up to the election. A post‑election evaluation of this approach will determine the AEC’s longer‑term community engagement program.

Under a new approach to the AEC’s formality strategy for the 2013 election, the AEC will employ voter information officers. The purpose of the voter information officers is to assist voters complete a formal ballot paper. Voter information officers will be engaged in selected polling places where proficiency in English may be lower or familiarity with electoral processes may be limited, such as CALD and Indigenous communities.

The AEC has contributed to Australia’s national curriculum, with new education resources, in areas that explore Australia’s democracy and link electoral education to the history, maths, English and geography curriculums. These resources provide teachers with experiential activities to increase students’ understanding of the electoral system. This approach recognises that teachers are in the best place to deliver electoral education as part of the broader program of study in schools.

The AEC engages with the Australian Curriculum, Assessment and Reporting Authority (ACARA). The AEC participated in ACARA’s consultation on the draft curriculum for Civics and Citizenship. Post‑election the AEC’s education strategy will take a longer‑term view and will seek collaborative opportunities with the education sector. The challenge for the AEC and many others in the community is how to affect generational change and drive young people to proactively enrol and vote.

Building on its previous success, the National Electoral Education Centre in Canberra had a record 90 449 visitors.

A Garran Primary School student presents her campaign speech at the Get Voting launch.

6 Australian Electoral Commission Annual Report 2012–13

1Service improvement and reformFor any organisation, successful service delivery depends on a number of behind the scenes activities and resources, including people and systems. One such activity was a simulated election, conducted across the AEC’s network from June to July 2012, which tested election systems, training and communication.

Significant resources were committed to system improvements and capacity testing. Comprehensive testing and evaluation of IT systems was undertaken and mainframe capacity increased to assure peak election workloads will be manageable.

One of three themes in the AEC strategic plan is ‘Investing in Our People’, which is a program to ensure the AEC has a strong, capable and engaged workforce. A new phase in the program shifts the focus to:

■ strategic workforce planning ■ fostering innovation ■ listening to our staff ■ building workforce capability and influencing culture ■ developing a strategic learning and development framework.

The nature of the AEC’s work and structure of operations shapes workforce capability and culture. In 2012–13, the AEC brought a number of divisional offices together in one location (called a larger work unit). This occurred in South Australia, New South Wales, Victoria and Western Australia. This structure allows specialist teams to focus on delivering citizen‑centric service and gives staff better career progression opportunities.

The AEC also ran the second Rising to Management program and developed operational readiness training programs. The AEC established a sub‑committee to drive strategic learning and development. The focus is now on ensuring the learning and development program aligns with capability needs for the next three to five years and works to address gaps so that all AEC staff have access to strong, tailored learning and development opportunities.

Voter information officers will assist voters complete a formal ballot paper.

Section 1: Commissioner’s review 7

Looking aheadWhile preparing for the election, we took time to plan for future challenges and how to build capability and capacity to meet them.

In May, I convened the AEC’s inaugural ‘navigation meeting’ with the Chairperson of the Electoral Commission the Hon Peter Heerey AM QC, Commissioner Mr Brian Pink, Australian Statistician, the Deputy Electoral Commissioner, and the two First Assistant Commissioners. The purpose was to discuss the AEC’s long‑term direction. We considered research and evidence on Australian and international experiences of electoral engagement over the last ten years, and the AEC’s major progress and reforms.

Research, evidence and ideas considered at this meeting are the springboard to the AEC’s next strategic plan and consideration of potential future reforms, particularly directed to turnout, formality and integrity of the electoral system.

As always, I continue to be very impressed by the way that AEC staff met the various challenges that presented over the year and I consider it a great privilege to lead a team committed to maintaining the health of Australia’s democracy by ensuring our electoral system is well run, impartial and independent.

Ed Killesteyn Electoral Commissioner

Service improvement and reformFor any organisation, successful service delivery depends on a number of behind the scenes activities and resources, including people and systems. One such activity was a simulated election, conducted across the AEC’s network from June to July 2012, which tested election systems, training and communication.

Significant resources were committed to system improvements and capacity testing. Comprehensive testing and evaluation of IT systems was undertaken and mainframe capacity increased to assure peak election workloads will be manageable.

One of three themes in the AEC strategic plan is ‘Investing in Our People’, which is a program to ensure the AEC has a strong, capable and engaged workforce. A new phase in the program shifts the focus to:

■ strategic workforce planning ■ fostering innovation ■ listening to our staff ■ building workforce capability and influencing culture ■ developing a strategic learning and development framework.

The nature of the AEC’s work and structure of operations shapes workforce capability and culture. In 2012–13, the AEC brought a number of divisional offices together in one location (called a larger work unit). This occurred in South Australia, New South Wales, Victoria and Western Australia. This structure allows specialist teams to focus on delivering citizen‑centric service and gives staff better career progression opportunities.

The AEC also ran the second Rising to Management program and developed operational readiness training programs. The AEC established a sub‑committee to drive strategic learning and development. The focus is now on ensuring the learning and development program aligns with capability needs for the next three to five years and works to address gaps so that all AEC staff have access to strong, tailored learning and development opportunities.

Voter information officers will assist voters complete a formal ballot paper.

8 Australian Electoral Commission Annual Report 2012–13

CASE STUDY

The certified list will be loaded to 570 electronic devices and trialled, for the

first time in a federal election, at 60 polling places and with over 80 mobile

polling teams.

Electronic lists – the roll of the future?Ask a seasoned voter about election day and it is likely they’ll be fond of one or other of the day’s rituals—jostling party workers spruiking their candidate and how‑to‑vote cards, the familiarity of the local school transformed to a polling place, standing in line to have your name marked on the certified list in exchange for ballot papers, using a trusty pencil under cover of cardboard to number every box below the line to personalise your preference flow, the simple yet affirming action of posting the ballot paper in the ballot box, the aroma from the sausage sizzle and sweet temptation from the cake stall…

These elements will be part of the next election as Australians have come to expect. However, something new will be going on at the 2013 election. The certified list will be loaded to 570 electronic devices and trialled, for the first time in a federal election, at 60 polling places and with over 80 mobile polling teams.

The certified listThe certified list is the official electoral roll used to mark off voters’ names before they vote. The certified list both assures the integrity of the election and flags potential threat.

Each polling place has copies of the certified list of voters for their division, which contains the name, address, date of birth and gender of each enrolled voter. The polling official draws a line between two black arrowhead markings beside the name of each person to indicate that the person has received their ballot papers.

For the 2013 election, 32 950 certified lists will be printed on high‑speed laser printers in each state and territory for 150 electoral divisions. Lists, printed on over 16 million A4 sheets of paper, will take a week to complete.

After an election, the AEC electronically scans certified lists to identify apparent non‑voters and multiple marks against voters’ names for further investigation. The process involves more than 2.5 billion records on over 16 million scanned pages. Potentially the use of electronic certified lists (ECLs) will minimise the need for scanning.

Section 1: Commissioner’s review Case study 9

An easier search and findECLs will mean a quicker process for voters and for AEC polling staff. An easier search and find of voters should reduce queuing and increase efficiency at the polling booth. ECL allows the roll to be searched by division, state or nationally.

In future, the ECL application will integrate with the electoral roll and election systems and enable monitoring of queue times and ballot paper issue. The application includes a special configuration for mobile polling teams and can connect via the 3G network.

With no need for a separate scanning process post‑election, identification of apparent non‑voting and multiple marks will be quicker. Automated reports will assist ballot paper reconciliation and voter flow monitoring, because the ECL will record the time people are marked off.

At preliminary scrutiny of declaration vote envelopes, ECL devices will help determine whether the vote can undergo further scrutiny and will simplify and speed up look‑up and mark‑off.

Several layers of physical security and encryption will protect voter details on an electronic certified list and only polling officials and AEC staff will have access to them. The system relies on a dedicated communication network only available to electronic certified list devices.

Post‑election evaluation of the ECL trial will analyse impact on staff workload and voter services and help determine where the devices will be used in future electoral events.

The certified list will be loaded to 570 electronic devices and trialled, for the

first time in a federal election, at 60 polling places and with over 80 mobile

polling teams.

Wax seals were used to secure election materials and inhibit and identify tampering.

2ABOUT THE AEC

2ABOUT THE AEC

12 Australian Electoral Commission Annual Report 2012–13

2About the AEC

The AEC is an independent statutory authority, responsible for administering the Commonwealth Electoral Act 1918 (Electoral Act) and the Referendum (Machinery Provisions) Act 1984 (Referendum Act). The AEC conducts federal elections and referendums, and maintains the Commonwealth electoral roll.

RoleThe AEC’s role is to deliver the franchise: an Australian citizen’s right to vote. To achieve this, the AEC:

■ maintains enrolments and the electoral roll ■ manages federal elections and referendums ■ conducts ballots for industrial and commercial organisations ■ conducts public awareness and education activities ■ undertakes electoral research ■ assists with overseas elections and referendums ■ administers election funding, financial disclosure and party registration ■ supports electoral redistributions.

ValuesThe AEC embraces the Australian Public Service ICARE values – Impartial, Committed to service, Accountable, Respectful and Ethical. The AEC applies these values by:

■ conducting AEC business in a non‑partisan manner with fairness and impartiality ■ maintaining high standards of integrity and ethical behaviour ■ respecting and upholding the law ■ tolerating difference, being sensitive to special needs and respectful of one another ■ being open, transparent and accountable ■ respecting and listening to clients, stakeholders and each other.

The AEC’s principles ■ We act to serve the Australian people and the federal parliament ■ We strive for excellence ■ We never knowingly mislead anyone.

Section 2: About the AEC Leadership structure 13

Leadership structureThe AEC has a three‑person Commission comprising the 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 the Commission was:

■ The Hon Peter Heerey AM QC, Chairperson (part‑time) ■ Mr Ed Killesteyn PSM, Electoral Commissioner and the AEC’s Chief Executive Officer ■ Mr Brian Pink, Australian Statistician, non‑judicial member (part‑time).

Office networkThe AEC has a three‑tiered structure:

■ a national office in Canberra ■ state and territory offices ■ divisional offices (stand alone and larger work units).

National officeThe Electoral Commissioner is responsible for management and strategic leadership of the AEC. The Deputy Electoral Commissioner and two First Assistant Commissioners assist him.

The national office has eight branches:

■ Education and Communications ■ Elections ■ Finance and Business Services ■ Information Technology

■ Legal and Compliance ■ People Services ■ Roll Management ■ Strategic Capability

Assistant Commissioners head six branches, the Chief Finance Officer leads the Finance and Business Services Branch and the Chief Legal Officer leads the Legal and Compliance Branch.

The AEC’s role is to deliver the franchise: an Australian citizen’s right to vote.

The AEC is an independent statutory authority, responsible for administering the Commonwealth Electoral Act 1918 (Electoral Act) and the Referendum (Machinery Provisions) Act 1984 (Referendum Act). The AEC conducts federal elections and referendums, and maintains the Commonwealth electoral roll.

14 Australian Electoral Commission Annual Report 2012–13

2Three Assistant Commissioners are also national program managers:

■ The Assistant Commissioner, Education and Communications Branch, has national program responsibility for public awareness, information and education programs.

■ The Assistant Commissioner, Elections Branch, has national program responsibility for parliamentary and Torres Strait Regional Authority elections.

■ The Assistant Commissioner, Roll Management Branch, has national program responsibility for electoral enrolment.

Figure 1: Electoral divisions

DARWIN

PERTH ADELAIDE

BRISBANE

SYDNEY

MELBOURNE

HOBART

CANBERRA

Lingiari Solomon BlairBonnerBowmanBrisbaneCapricorniaDawson

DicksonFaddenFairfaxFisherFlynnForde

LilleyLongmanMaranoaMcPhersonMoncrieffMoreton

Grif�thGroomHerbertHinklerKennedyLeichhardt

OxleyPetrieRankinRyanWide BayWright

BanksBartonBennelongBerowraBlaxlandBrad�eldCalareCharltonChi�eyCookCowperCunninghamDobellEden-MonaroFarrerFowler

BassBraddonDenisonFranklinLyons

CanberraFraser

GilmoreGrayndlerGreenwayHughesHumeHunterKingsford SmithLindsayLyneMacarthurMackellarMacquarieMcMahonMitchellNewcastleNew England

North SydneyPageParkesParramattaPatersonReidRichmondRiverinaRobertsonShortlandSydneyThrosbyWarringahWatsonWentworthWerriwa

Northern Territory

Queensland

New South Wales

AustralianCapitalTerritory

Tasmania

AdelaideBarkerBoothbyGreyHindmarshKingston

MakinMayoPort AdelaideSturtWake�eld

South Australia 11

AstonBallaratBatmanBendigoBruceCalwellCaseyChisholmCorangamiteCorioDeakinDunkleyFlinders

GellibrandGippslandGoldsteinGortonHigginsHoltHothamIndiIsaacsJagajagaKooyongLalorLa Trobe

McEwenMcMillanMalleeMaribyrnongMelbourneMelbourne PortsMenziesMurrayScullinWannonWills

Victoria 37

48

5

30

2

Western Australia

BrandCanningCowanCurtinDurackForrestFremantleHasluck

MooreO’ConnorPearcePerthStirlingSwanTangney

15

2

Section 2: About the AEC Outcome and programs 15

State officesState managers run the seven state offices, including the Northern Territory office. They are responsible for electoral activities in their jurisdictions. Two state managers are also national program managers:

■ The state manager for NSW/ACT has national responsibility for the conduct of industrial elections and protected action ballots

■ The state manager for Victoria has national responsibility for fee‑for‑service elections.

Divisional officesDivisional offices are responsible for electoral administration in each electoral division. (An electoral division corresponds to representation in the House of Representatives.) In particular, they administer the conduct of elections, roll management, and public awareness activities. Some divisional offices stand alone, while others are co‑located in larger work units. Figure 1 (page 14) shows Australia’s electoral divisions.

An organisation chart is available on page 76.

Outcome and programsThe AEC has one key outcome:

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.

Three programs in the Portfolio Budget Statements 2012–13 meet this outcome:

■ Program 1.1: Electoral Roll Management ■ Program 1.2: Election Management and Support Services ■ Program 1.3: Education and Communication

PROGRAM 1.1 ELECTORAL ROLL MANAGEMENTObjective: Voter entitlement for Australians and support for electoral events and redistributions through maintaining an accurate and up‑to‑date electoral roll.

To do this the AEC delivers:

■ Electoral roll management: The AEC maintains multiple streams of contact with voters to encourage them to enrol and keep their enrolment up‑to‑date.

■ Support services for electoral redistributions: The AEC provides support for the redistribution process and provides updated electoral boundary redistribution maps and advice to voters in redistributed divisions.

16 Australian Electoral Commission Annual Report 2012–13

2PROGRAM 1.2: ELECTION MANAGEMENT AND SUPPORT SERVICESObjective: Access to an impartial and independent electoral system through the provision of election services, assistance and advice.

To do this the AEC delivers:

■ Federal elections, by‑elections and referendums: The AEC provides products and services to support the conduct of a federal election or referendum.

■ Party registrations: The AEC maintains the Register of Political Parties as required by the Electoral Act and assists people applying for party registration.

■ Funding and disclosure services: The AEC ensures transparency and accountability in political funding and expenditure by participants in the political process at the federal level. It maintains products to assist people meet reporting obligations to lodge accurate and timely returns in accordance with the requirements of the Electoral Act.

■ Industrial elections and Protected Action Ballots: The AEC conducts timely and transparent industrial elections in accordance with the requirements of the Fair Work (Registered Organisations) Act 2009 and each organisation’s rules. The AEC conducts protected action ballots in accordance with the Fair Work Act 2009 and Fair Work Australia orders.

■ Torres Strait Regional Authority (TSRA) elections: The AEC delivers products and services to support the conduct of TSRA elections, conducted in line with the Aboriginal and Torres Strait Islander Act 2005.

■ Fee‑for‑service elections: The AEC delivers elections and ballots for authorities and organisations on a full cost recovery basis in accordance with the AEC’s minimum standards. The AEC also assist with the conduct of state, territory and local government elections where requested by the relevant electoral body.

■ Advice and assistance in overseas elections: In cases approved by the Minister for Foreign Affairs, the AEC provides advice and assistance in matters relating to elections and referendums to authorities of foreign countries or to foreign organisations. In the process, capacity‑building materials are developed.

PROGRAM 1.3: EDUCATION AND COMMUNICATIONObjective: Informed Australians through the provision of information services on electoral matters.

To do this the AEC delivers:

■ Electoral education: − through a variety of electoral education services − use of online technology to deliver supporting resource material − via collaboration and partnerships with other government and non‑government

agencies to deliver quality civics education

■ Communication strategies and services: − through the AEC’s communication strategy to support the conduct of the next

federal election and referendums − use of contemporary technology to deliver products and services in line with the

community’s preference for online services

■ Community strategies: − through the Indigenous Electoral Participation Program.

Section 2: About the AEC Legislation 17

Key performance resultsKey performance indicators and targets help to monitor and measure performance. This report highlights key performance results against each program.

LegislationThe Electoral Act recognises the AEC as an independent agency. A range of legislation underpins AEC business processes, purpose, values and leadership as shown in Table 1.

Table 1: Legislative framework

Legislative instrument AEC function

Aboriginal and Torres Strait Islander Act 2005 Conduct Torres Strait Regional Authority elections

Commonwealth Electoral Act 1918 Conduct federal elections

Maintain and update the Commonwealth electoral roll

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

Provide international electoral assistance in cases approved by the Minister for Foreign Affairs

Conduct and promote research into electoral matters and other matters that relate to AEC functions

Register political parties

Pay public funding to election candidates and parties, and publish financial disclosure returns of political parties and others

Determine representation entitlements (redistributions)

Electoral and Referendum Regulations 1940 Conduct federal elections and referendums and provide voter information

Fair Work Act 2009 Conduct protected action ballots

Fair Work (Registered Organisations) Act 2009

Conduct industrial elections

Financial Management and Accountability Act 1997

Manage public money and property

Freedom of Information Act 1982 Hold and release documents

Privacy Act 1988 Store, use and disclose personal information

Public Service Act 1999 Ensure the effective and fair employment, management and leadership of AEC employees

Referendum (Machinery Provisions) Act 1984 Conduct federal referendums

Representation Act 1983 Set numbers for Senate elections

18 Australian Electoral Commission Annual Report 2012–13

CASE STUDY

Engaging in formalityCommunity engagement is a familiar term, but what does it mean? If ‘to engage’ means ‘to attract’ and ‘hold fast’, how do you attract eligible voters, particularly from multicultural communities, and hold them fast to the notion of voting?

For some communities there may be barriers to overcome to engage in the electoral process. The barriers of remoteness and lack of access, social isolation, apathy and disinterest are examples. Significant numbers of eligible voters want to engage but meet a language barrier at the polling place. These are the voters that the AEC’s new approach to community engagement aims to ‘attract and hold fast’.

Casting a formal ballot may not be straightforward for people whose fluency in English is limited and who are inexperienced with Australia’s voting procedures. By combining Australian Bureau of Statistics and AEC data, the AEC identified pockets of high unintentional informality in multicultural communities. A new community information program will target several language groups in electorates in Western Sydney and Melbourne.

The AEC recruited and trained 12 community engagement officers (CEOs) (ten in Sydney and two in Melbourne) who speak a range of languages including Arabic, Persian, Korean, Afghani, Dari, Mandarin, Cantonese and Vietnamese. Equipped with translated material, they went to their communities to discuss, demonstrate and offer the chance to practise voting for the federal election.

Community credibilityThe CEOs face significant challenges. For instance, many language groups do not have readily translatable words for Australia’s electoral jargon. How do you explain the concept of formality in Dari? Or two different ballot papers and two different voting methods to new citizens who have no experience of democracy? Success relies on CEOs establishing credibility with their community, and communicating clearly.

Significant numbers of eligible voters want to engage but meet a language barrier at the polling place. Community engagement officers go out to their communities to discuss, demonstrate and offer the chance to practise voting for the federal election.

Adibeh Abdo‑Attia explains voting to the

Victorian Darebin Arabic Women’s Group,

VASS Hume Assyrian Chaldean Women’s

Group, and the Arabic Men Senior’s group.

Section 2: About the AEC Case study 19

Support for CEOs comes from one AEC ‘home division’ and a permanent AEC officer, who provide workshop assistance and electoral expertise. This partnership is important, and establishes new community relationships, which permanent AEC staff can maintain throughout the election cycle.

Hold fastAn evaluation of the community engagement activities post‑election will gauge the effectiveness and future direction of the program. However, pre‑election evaluation showed initial engagement was promising. Community workshops were in high demand and ‘attracted’ the identified communities. Participants in the workshops were enthusiastic, and most importantly, correctly completed ballot papers in practise sessions. Participants were motivated to share their new understanding of voting with family and friends, and many, for the first time, feel confident to vote independently and correctly at the next federal election.

How these actions ‘hold fast’ will take time to realise, but the new approach positively and practically addresses informal voting and engages new Australians in the electoral process.

Engaging in formalityCommunity engagement is a familiar term, but what does it mean? If ‘to engage’ means ‘to attract’ and ‘hold fast’, how do you attract eligible voters, particularly from multicultural communities, and hold them fast to the notion of voting?

For some communities there may be barriers to overcome to engage in the electoral process. The barriers of remoteness and lack of access, social isolation, apathy and disinterest are examples. Significant numbers of eligible voters want to engage but meet a language barrier at the polling place. These are the voters that the AEC’s new approach to community engagement aims to ‘attract and hold fast’.

Casting a formal ballot may not be straightforward for people whose fluency in English is limited and who are inexperienced with Australia’s voting procedures. By combining Australian Bureau of Statistics and AEC data, the AEC identified pockets of high unintentional informality in multicultural communities. A new community information program will target several language groups in electorates in Western Sydney and Melbourne.

The AEC recruited and trained 12 community engagement officers (CEOs) (ten in Sydney and two in Melbourne) who speak a range of languages including Arabic, Persian, Korean, Afghani, Dari, Mandarin, Cantonese and Vietnamese. Equipped with translated material, they went to their communities to discuss, demonstrate and offer the chance to practise voting for the federal election.

Community credibilityThe CEOs face significant challenges. For instance, many language groups do not have readily translatable words for Australia’s electoral jargon. How do you explain the concept of formality in Dari? Or two different ballot papers and two different voting methods to new citizens who have no experience of democracy? Success relies on CEOs establishing credibility with their community, and communicating clearly.

Significant numbers of eligible voters want to engage but meet a language barrier at the polling place. Community engagement officers go out to their communities to discuss, demonstrate and offer the chance to practise voting for the federal election.

Adibeh Abdo‑Attia explains voting to the

Victorian Darebin Arabic Women’s Group,

VASS Hume Assyrian Chaldean Women’s

Group, and the Arabic Men Senior’s group.

Numbered wire seals secure ballot boxes before polling.

3REPORT ON PERFORMANCE

3REPORT ON PERFORMANCE

22 Australian Electoral Commission Annual Report 2012–13

3Report on performance

In 2012–13, the third stage of a three‑year electoral cycle, the AEC focused its activities on the delivery of the next federal election, and participation strategies to ensure that all Australian voters can have their say.

Outcome and program structureThe report on performance focuses on the AEC outcome and program structure set out in the Portfolio Budget Statements 2012–13.

The AEC has one key outcome:

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.

Three programs support the AEC to deliver this outcome:

■ Program 1.1 Electoral Roll Management ■ Program 1.2 Election Management and Support Services ■ Program 1.3 Education and Communication.

The report looks at program objectives, performance indicators, deliverables and results for 2012–13. The AEC’s focus was to ensure the electoral roll was accurate and up‑to‑date, prepare for an election, and deliver public awareness and electoral education activities.

The AEC continued to implement recommendations from the Joint Standing Committee on Electoral Matters (JSCEM) report into the conduct of the 2010 federal election. In particular, the AEC sought to use technology to modernise processes and to engage with voters.

The AEC:

■ delivers ongoing funding and disclosure services ■ conducts non‑parliamentary elections as required, including protected action ballots,

industrial elections and fee‑for‑service elections ■ provides electoral assistance to other countries as authorised, particularly in the

Asia‑Pacific region ■ develops new ways to increase informed participation in the electoral process.

Section 3: Report on performance Active electoral roll management 23

Active electoral roll management Promoting enrolment, maintaining the roll, and ensuring its integrity are core AEC business objectives. Eligible Australians are legally obliged to enrol to vote and keep their enrolment up‑to‑date.

The AEC supports enrolment by making the process as easy as possible without compromising integrity. The completeness and accuracy of the Commonwealth electoral roll remains one of the AEC’s greatest challenges. At 30 June 2013, an estimated 1.4 million eligible Australians were not on the electoral roll. The established trend has been that the estimated number of people missing from the roll is increasing, as population growth is faster than roll growth.

At 30 June 2013, the electoral roll size and estimated participation rate1 were:

Voters enrolledEligible

Australians

Proportion of eligible Australians enrolled

(participation rate)

Estimated ‘missing’ from the

electoral roll

14 504 561 15 874 594 91.4% 1 370 033

1. Enrolment participation is the number of people enrolled as a percentage of the estimated number eligible to enrol.

The AEC delivers key activities to maximise enrolment and community engagement with electoral matters. Priorities include ensuring:

■ people are aware of their obligation to enrol ■ newly eligible voters, including new citizens enrol ■ people keep their enrolment details up‑to‑date (for example, when they change

address) ■ the process of enrolling is simple, while maintaining integrity within the system by

ensuring that only those eligible go on the roll.

In 2012–13, the third stage of a three‑year electoral cycle, the AEC focused its activities on the delivery of the next federal election, and participation strategies to ensure that all Australian voters can have their say.

24 Australian Electoral Commission Annual Report 2012–13

3ELECTORAL ROLL MANAGEMENT 1.1Electoral roll management: maintain multiple streams of contact with electors to encourage them to enrol and keep their enrolment up‑to‑date.

Key performance indicator: 95% of eligible people are on the electoral roll.

2010–11: Not achieved – 90.9%

2011–12: Not achieved – 90.6%

2012–13: Not achieved – 91.4%

Enrolment participationThere have been significant gains in reaching the 95 per cent target of eligible people on the electoral roll in 2012–13 compared with 2011–12. While below target, roll growth did occur due to a range of factors. These include the impending 2013 federal election, the introduction of Federal Direct Enrolment and Update (FDEU) and improvements to online enrolment service, plus public awareness and communication activities.

In 2012–13, the AEC sent 2.6 million enrolment reminder letters and processed 2 839 441 enrolment forms. Between 30 June 2012 and 30 June 2013, the roll grew by 277 396 and 91.4 per cent of eligible people were enrolled, up from 90.6 per cent. The roll grew in each state and territory except Queensland. Figure 2 (page 25) shows the trend in the number of people enrolled and the participation rate for each year since the 2007 federal election. While the number of people enrolled increases from each point to the next, beginning with the 2007 election, the trend in the estimated participation rate decreases until the June prior to the federal election in 2010.

While the estimated eligible population tends to increase faster than enrolment, stimulation activities such as Count Me In during 2012, the introduction of FDEU, and the early announcement of the 2013 federal election helped arrest this trend. Monthly statistics and quarterly statistics are on the AEC website.

Section 3: Report on performance Active electoral roll management 25

Figure 2: Size of the electoral roll and estimated participation rate November 2007 to June 2013

10.0

11.2

12.4

13.6

14.8

16.0

86%

88%

90%

92%

94%

96%

Ele

ctor

s en

rolle

d (m

illion

)

Targ

et p

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ipat

ion

Elig

ible

Aus

tral

ians

enr

olle

d

30 Ju

n 13

30 Ju

n 12

30 Ju

n 11

21 A

ug 10

30 Ju

n 10

30 Ju

n 09

30 Ju

n 08

24 N

ov 07

Federalelection2007

Federalelection2010

Table 2: Estimated enrolment participation by age as at 30 June 2012 and 30 June 2013

Age (years)Estimated enrolment

participation at 30 June 2012 1Estimated enrolment

participation at 30 June 20132

18–19 50.8% 60.0%

20–24 80.6% 81.0%

25–29 84.1% 85.4%

30–34 87.5% 88.8%

35–39 87.0% 92.1%

40–44 92.8% 91.6%

45–49 90.5% 93.6%

50–54 94.8% 94.0%

55–59 96.5% 96.0%

60–64 95.9% 98.7%

65–69 103.2%3 96.5%

70+ 99.8% 98.3%

1. Enrolment participation is the number of people enrolled as a percentage of the estimated number eligible to enrol.2. Calculated using preliminary revised estimates from the 2011 Census.3. Australian Bureau of Statistics population estimates are periodically reviewed and adjusted, therefore variations may have

an impact on the participation calculation for example, movement of people through ageing across the age groups.

26 Australian Electoral Commission Annual Report 2012–13

3Enrolment and ageThe participation rate differs considerably between age groups, with the rate for people aged 55 years and over above 95 per cent. All other age groups remain below the 95 per cent target. While the participation rate is lowest for people aged 18–19 years, the last twelve months have seen strong growth, with over 47 000 people in this age group added to the roll. This is an increase in participation of 9.2 per cent for people aged 18–19 years as shown in Table 2 (page 25).

Figure 3: Target and actual participation rate for 18–25‑year‑olds 2007–08 to 2012–13

72%

74%

76%

78%

80%

82%

84%

Actual participation rate Target participation rate

2012–132011–122010–112009–102008–092007–08

Table 3: Trends in enrolment participation for 18–29‑year‑olds

Age (years)Estimated enrolment

participation at 30 June 2012Estimated enrolment

participation at 30 June 2013

18–19 50.8% 60.0%

20–24 80.6% 81.0%

25–29 84.1% 85.4%

Young AustraliansAt 30 June 2013, 76.3 per cent of people aged 18–25 years were enrolled, well below the AEC’s 80 per cent target (see Figure 3). This is, however, an improvement on 2011–12 as is usual towards an election. Table 3 shows the trends in the participation rate of young Australians over time, including election years.

Australians are eligible to enrol once they turn 16, but cannot vote until they turn 18. At 30 June 2013, there were 17 564 people aged 16 and 56 146 people aged 17 enrolled. The estimated enrolment participation rate is 6.7 per cent for people aged 16 and 20.4 per cent for people aged 17.

Section 3: Report on performance Active electoral roll management 27

The AEC anticipates the introduction of electronic signature for online enrolment, and Federal Direct Enrolment and Update will increase participation in younger age groups. Online enrolment generated the most federal enrolment transactions from people aged 18–25 years in 2012–13.

The top ten sources of enrolments and the type of enrolment transaction for people aged 18–25 years are listed in Appendix G.

Enrolment by state and territoryEnrolment trends in state and territories (except the ACT) continue to track below the target participation rate of 95 per cent. As at 30 June 2012, all states and territories were below the target participation rate. At 30 June 2013, there has been stabilisation or improvement in the participation rates in all jurisdictions except for Qld, with the ACT achieving the 95 per cent target. Table 4 (page 28) compares the number of voters enrolled in each jurisdiction at 30 June 2012 with 30 June 2013.

Enrolling new citizensNew citizens are an important group of eligible voters. For new citizens who speak a language other than English, the AEC has a service that gives translated information about enrolling and voting on its website and provides a telephone interpreter service.

During 2012–13, 92.1 per cent of new citizens enrolled to vote within three months of becoming an Australian citizen, 2.9 per cent below the 95 per cent target. A high proportion enrol within six months of becoming citizens. Figure 4 shows the proportion of forms returned within three months and six months of distribution at a citizenship ceremony.

Figure 4: Proportion of forms returned within six months of distribution at a citizenship ceremony

89%

90%

91%

92%

93%

94%

95%

96%

2012–132011–122010–112009–102008–092007–08

Actual enrolment within 3 months Actual enrolment within 6 monthsTarget for enrolment within 3 months

28 Australian Electoral Commission Annual Report 2012–13

3Table 4: Trends in the number of voters1 enrolled in each state and territory 2012–13

Jurisdiction

Size of the electoral roll Estimated enrolment participation

30 June 2012 30 June 2013 30 June 2012 2 30 June 2013 2

NSW 4 630 144 4 747 077 91.0% 92.6%

Vic. 3 605 875 3 664 594 92.2% 92.7%

Qld 2 773 885 2 788 127 89.4% 87.7%

WA 1 382 734 1 437 574 86.0% 89.7%

SA 1 101 628 1 117 449 92.5% 93.0%

Tas. 358 649 360 889 94.2% 94.2%

ACT 251 535 261 917 92.7% 96.1%

NT 122 715 126 934 78.9% 81.1%

1. People included in this table are aged 18 and are enrolled to vote at federal elections.2. Calculated using preliminary estimates from the 2011 Census.

The AEC attended 1 201 citizenship ceremonies across all states and territories and reached 79 469 new Australian citizens in 2012–13. Each new citizen gets a pre‑filled enrolment form for return to the council representative at the ceremony.

Federal Direct Enrolment and UpdateAn amendment to the Electoral Act on 24 July 2012 allows the AEC to directly enrol or update the enrolment of eligible Australians. FDEU complements the AEC’s existing Continuous Roll Update (CRU) program.

Under FDEU, the AEC receives third‑party data from Centrelink and the National Exchange of Vehicle and Driver Information System (NEVDIS) to identify individuals unenrolled or whose enrolment may not be up‑to‑date. Building on Centrelink and NEVDIS’ strong evidence of identity processes, the AEC uses specialist information technology systems to match data against the electoral roll. The AEC conducts further integrity checks to confirm the individual’s eligibility for enrolment. The AEC writes to individuals, identified for direct enrolment or update, to advise that the AEC intends to enrol them for a specified address. Individuals have 28 days to respond with a reason for non‑enrolment or update for that address. If they provide an unsuitable reason or do not respond within 28 days, the AEC updates the electoral roll and notifies the individual.

Since FDEU’s implementation, over 120 000 voters have either enrolled for the first time or re‑enrolled, and more than 530 000 voters have updated address details.

Online enrolmentOnline enrolment remains the most popular way for people to enrol or update their details. In 2012–13, over 780 000 people chose to enrol or update their details online. A letter from the AEC generated 30.6 per cent of online enrolments, while 48.9 per cent were self‑initiated.

Section 3: Report on performance Active electoral roll management 29

In June 2013, the AEC launched electronic signature capture for online enrolment. This change means people can sign their online enrolment form without the need to print a paper form.

Of the 2 839 441 enrolment forms processed in 2012–13, the sources of enrolment in order of popularity included:

1. online enrolment service2. FDEU3. state direct enrolment and update4. mail review5. state electoral commissions

6. Post Office7. divisional office issue8. citizenship ceremonies9. state declaration voting envelopes10. transport authorities

ELECTORAL ROLL MANAGEMENT 1.1Electoral roll management: maintain multiple streams of contact with electors to encourage them to enrol and keep their enrolment up‑to‑date.

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

2010–11: Legislative changes, effective July 2010 enabled enrolled voters to update their address details electronically.

2011–12: Improved online enrolment service and collaboration with Australia Post to allow eligible individuals to use online mail redirection service to enrol.

2012–13: Further enhanced online enrolment service by capturing online electronic signatures and continued collaboration with Australia Post.

Key performance indicator: Continue to implement the Indigenous Electoral Participation Program.

This key performance indicator reported against Program 1.3: Education and Communication (page 64).

Maintaining electoral roll integrityA high integrity electoral roll is one where the names and addresses on the electoral roll are legitimate and only people who are eligible to vote have enrolled. Electoral roll integrity is central to Australia’s democracy. The AEC’s measures, directed to the accuracy and completeness of the roll, are to check:

■ Entitlement – the individual meets all legislative qualifications to enrol and the AEC tests information provided by the individual to detect and prevent enrolment fraud

■ Accuracy – the individual’s enrolment is for the correct address ■ Completeness – all entitled individuals enrol ■ Processing correctness – the AEC enters information, provided by individuals and

organisations, correctly and completely on the roll and addresses are valid ■ Security – the AEC protects the electoral roll from unauthorised access and

tampering.

30 Australian Electoral Commission Annual Report 2012–13

3The AEC ensures that enrolment applications are accurate and in accordance with legislative requirements. They apply standard processing procedures, policies and practice to validate all applications. Where necessary, the AEC undertakes additional checks to confirm identity and eligibility for enrolment. These may include confirming voter details with other government agencies, such as the Department of Immigration and Citizenship and the Department of Foreign Affairs, contacting the voter, or referring to prior enrolment applications.

ELECTORAL ROLL MANAGEMENT 1.1Electoral roll management: Maintain multiple streams of contact with electors to encourage them to enrol and keep their enrolment up‑to‑date.

Key performance indicator: 99.5% of enrolment transactions processed correctly.

2010–11: Not achieved – 97.4%

2011–12: Achieved – 99.5%

2012–13: Achieved – 99.6%

Key performance indicator: 99% of enrolment transactions processed within three business days.

2010–11: Not achieved – 79.0%

2011–12: Not achieved – 88.52%

2012–13: Not achieved – 82.7%

Enrolment Quality Assurance ProgramThe Enrolment Quality Assurance Program (EQAP) is the AEC’s national enrolment quality assurance program. It measures the accuracy and timeliness of enrolment applications. In 2012–13, the AEC achieved the 99.6 per cent target for correct processing. The AEC did not meet the target for processing enrolment transactions within three business days, which decreased to 82.7 per cent from 88.5 per cent in the previous year. The decrease was due to system capacity testing through the year, which required stockpiling of forms to simulate a close of rolls event, as part of election planning and systems capacity testing.

Other factors affecting the timeliness of enrolment processing include:

■ transfer of enrolments received on behalf of the AEC ■ differences in Commonwealth and state and territory electoral laws ■ incomplete forms submitted which require information checks to complete processing ■ movement of forms within the AEC network to balance workload.

EQAP results and enrolment activity and transactions for 2012–13 are at Appendix F.

Sample Audit FieldworkSample Audit Fieldwork (SAF) is a regular component of the AEC’s roll integrity program, which involves the review of a statistically significant random sample of electoral rolls to determine the accuracy and completeness of those rolls. Officers from the AEC doorknock at enrolled addresses across Australia.

Section 3: Report on performance Active electoral roll management 31

SAF measures:

■ enrolment participation – calculated by comparing the number of eligible voters currently enrolled to the total number of persons estimated in the sample to be eligible to enrol

■ enrolment completeness – calculates the number of eligible voters on divisional rolls as a percentage of those eligible to be on those rolls

■ enrolment accuracy – percentage of current voters enrolled for the address at which they are living; their enrolment details required no amendment.

The findings of the 2013 SAF exercise, the fifth conducted by the AEC, were that CRU activities are effective and meet the program objective to maintain an accurate and up‑to‑date electoral roll. Once established as an ongoing activity with the CRU program, FDEU will further enhance effectiveness. While SAF results are positive, opportunity remains for further program development, in particular to increase public awareness of enrolment and the need to maintain address details with the AEC.

Electoral redistributionsA high integrity electoral roll is essential for electoral redistributions to ensure an equal number of voters in each federal electoral division.

In 2012–13, there were no redistributions. Redistribution for the ACT was due to start within 30 days of 8 December 2012, as seven years had passed since the last federal redistribution of the ACT. However, the Electoral Act prevents redistribution from commencing in the 12 months before the expiry of the House of Representatives.a The ACT redistribution will commence within 30 days of the first sitting of the new House of Representatives following the 2013 federal election.

SUPPORT SERVICES FOR ELECTORAL REDISTRIBUTIONS 1.1Support services for electoral redistributions: Deliver support for the redistributions culminating in the AEC providing updated electoral boundary redistribution maps and advice to impacted electors.

Key performance indicator: 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.

2010–11: Achieved

2011–12: Achieved

2012–13: Not applicable – No redistributions

Special enrolment provisionsThe AEC provides enrolment options for people with special needs or specific circumstances. Special enrolment forms are available for people of no fixed address; who are overseas, in prison or working in Antartica; physically incapable of signing electoral

a As at 30 June 2013 the House of Representatives was set to expire on 27 September 2013

32 Australian Electoral Commission Annual Report 2012–13

3papers or who believe having their address on the roll could put themselves or their family’s safety at risk. Review of voters registered under special provisions is ongoing.

In 2012–13, the AEC provided targeted communication and education programs to encourage these groups to maintain up to date enrolment. Table 5 shows the number of special category voters at 30 June 2013.

Table 5: Special categories of voters as at 30 June 2013

Category Description Number

Prisoners Individuals serving a full‑time prison sentence of less than three years can vote in federal elections. Individuals serving a sentence of three years or longer can remain on the roll but are not entitled to vote until released from prison.

327

General postal voter

Individuals who for various reasons cannot attend a polling place anywhere in the State or Territory for which they are enrolled on polling day can apply beforehand in writing for a ‘postal vote’. Following registration individuals automatically receive a postal vote pack in the mail after ballot papers are available.

220 503

Eligible overseas voter

Individuals who are going overseas for a short period and plan to return to their address in Australia.

17 005

Itinerant Individuals who live in Australia but have no permanent residential address.

6 723

Norfolk Islander Norfolk Island residents who satisfy other requirements for enrolment (18 years of age and an Australian citizen) can enrol for a division in a state to which they have a connection, for the Division of Canberra in the ACT or for the Division of Solomon in the NT.

226

Provisional Individuals aged 16 and 17 years. 73 793

Silent Individuals who believe having their address shown on the roll could put them or their family’s safety at risk.

89 371

Antarctic Individuals who are, or expect to be in Antarctica, in the course of their employment. Registration ceases when the voter no longer to resides in Antarctica. It is not compulsory to register as an Antarctic voter.

32

Delivering roll productsIn 2012–13, the AEC continued collaboration with government departments and agencies on election services. The AEC held discussions with the Department of Human Services and the Australian Taxation Office on the provision of data for enrolment and integrity purposes, and other support for the federal election. There were 3 566 extracts of the electoral roll (called ‘roll products and services’ in the portfolio budget statements) provided under the Electoral Act, an increase of 11 per cent on 2011–12.

These extracts were accurate, delivered on time and met all key performance indicators.

Section 3: Report on performance Active electoral roll management 33

ELECTORAL ROLL MANAGEMENT 1.1Electoral roll management: Maintain multiple streams of contact with electors to encourage them to enrol and keep their enrolment up‑to‑date.

Key performance indicator: At least 98% of roll products are accurate.

2010–11: Achieved – 99.9%

2011–12: Achieved – 100%

2012–13: Achieved – 98.8%

Key performance indicator: At least 98% of roll products delivered by agreed deadline.

2010–11: Achieved – 100%

2011–12: Achieved – 100%

2012–13: Achieved – 100%

A list of the services provided by federal and state government departments and agencies to support enrolment is at Appendix D.

Providing roll information to government departments and agenciesGovernment departments and agencies can receive electoral roll information if they are a prescribed authority, under Item 4 of s.90B(4) of the Electoral Act.b

There were 45 extracts of electoral roll information provided to 13 government departments and agencies in 2012–13 as shown in Appendix E Table 25. Each agency provided justification for access in terms of their statutory functions and Information Privacy Principle 11 (IPP 11)c of the Privacy Act 1988.

Providing roll information to medical researchersElectoral roll information may be given to ‘any person or organisation that conducts medical research or provides a health screening program’ under Item 2 of s.90B(4) of the Electoral Actd. In 2012–13, the AEC provided nine extracts of electoral roll information to approved medical researchers and organisations conducting health screening surveys. See details in Appendix E Table 26.

Providing roll information to the private sectorThere were 16 extracts of electoral roll information provided to five organisations verifying identity for financial purposes during 2012–13e. See Appendix E Table 27.

Table 27 shows the five organisations that received roll information during 2012–13 and the months they received this data. 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.

b Prescribed authorities are 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.

c 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.

d Use of information given under this item is limited by s.91A(2A)(c) of the Electoral Act, and the permitted purposes for which the information can be used are listed in Regulation 9 of the Electoral and Referendum Regulations 1940.

e Electoral roll information may be given to a prescribed person or organisation if they meet the specifications listed in Items 5 to 7 of s.90B(4) of the Electoral Act.

34 Australian Electoral Commission Annual Report 2012–13

CASE STUDY

Road testing telephone voting Andrew Devenish‑Meares road tests the new telephone voting system for blind and low vision voters.

I turned 18 in 1994 and cast my first vote in the NSW State election in 1995, followed up in 1996 by my first federal and local government elections. Throughout 1996 and 1997, I lost a substantial amount of my vision. The next time I voted, my ballot paper was a slip of paper with fuzzy black markings. I recall memorising candidate orders so I could mark the paper myself and feeling unsure that I’d done it correctly after I’d slipped the paper into the ballot box.

After that, I no longer had enough vision to see the boxes and correlate them with the unreadable name text, and I had to ask for help. I had lost the right to my secret ballot, something that vision impaired people in Australia have not had, despite it being a core part of voting in Australia since before Federation.

At the 2007 federal election, computer assisted voting was available in limited locations, with some very confused messages about who was eligible to use it. Unsurprisingly, it saw limited use. At the last federal election in 2010, blind and low vision voters could vote via phone by showing up to an AEC office.

We were living in Wollongong at the time, so my wife and I made our way to the local AEC office, where the returning officer rang a call centre for me to cast my vote. I cast my vote over the phone without the call centre staff knowing who I was—probably near enough to a secret vote.

There were things that made me uncomfortable with this. Firstly, I had to find my way to the AEC, which I would have found difficult without my wife. I did find out that I could have called the office and had someone come and meet me, but I only found that out from the office staff when casting my vote. The extension of this problem is that if you do not live near an AEC office or centre, voting by phone is not an option.

The second problem for me was that it felt like an intrusion. The people working at the Electoral Commission were more than welcoming and happy to assist me voting, but this was a busy time for them, and having the returning officer shut out from working in her office for ten minutes while I voted felt like an imposition.

A secret voteAt the NSW State election in 2011, iVote, an online and telephone based voting system, was available. While its aim was to ensure it met the needs of the vision impaired, it was open to anyone as an alternative to a postal vote. It was in wide use and was, by all accounts, very successful. Here, for the first time, I had voted without needing anyone else.

Section 3: Report on performance Case study 35

While the federal Parliament hasn’t provided as expansive a solution as NSW, the 2013 federal election will let blind and low vision electors vote via phone from any location. First, you must call to register before noon on September 7. The staff will locate you on the electoral roll, and you must state that you are blind or have low vision and can’t fill in a ballot yourself. You need to choose a six digit PIN and the AEC will send you via mail, email and/or SMS, an eight digit registration number.

Once you have your registration number you can call back and vote. The call centre staff won’t know your name, and you’re advised not to provide any information that could identify you.

The process of voting for the House or Representatives and voting below‑the‑line in the Senate took just over 30 minutes for me. It helps if you can organise your preferences beforehand; the AEC site lists candidates and the websites senate.io and belowtheline.org.au can help you organise below the line preferences, with varying degrees of accessibility. With each preference, the call centre staff repeated the name, party and number entered for the candidate, which was clear and easy to follow.

Last time, I didn’t vote below the line in the Senate, partially because I felt like I was imposing on the AEC office, and partially because I wasn’t sure about communicating the preferences over the phone. This year, I could vote in the privacy of my own home, I felt I could take my time, and I was able to order 110 candidates and cast a valid vote. This is a step forward for vision impaired voters in Australia.

Andrew Devenish‑Meares has worked in information technology at a number of not‑for‑profit organisations and is currently a solutions analyst at the University of New England. He lives in Armidale, NSW with his wife and son.This is an edited version of the ABC Ramp Up http://abc.net.au/rampup published article.

This year, I could vote in the privacy of my own home, I felt I could take my time, and I was able to order 110 candidates and cast a valid vote.

36 Australian Electoral Commission Annual Report 2012–13

3Efficient delivery of polling services The AEC helps deliver an impartial and independent electoral system through election services, assistance and advice. The AEC has a range of stakeholders. It provides support to Australian workplaces, members of parliament, political parties and candidates, state, territory and overseas electoral authorities and engages in public and private sector partnerships.

Support for workplacesThe AEC conducted 1 257 workplace elections and ballots in 2012–13. These included industrial elections, protected action ballots, and fee‑for‑service elections and ballots. All were effective and delivered on time.

Industrial electionsIn 2012–13, the AEC conducted 186 industrial elections to fill offices in employee (unions) and employer organisations registered under the Fair Work (Registered Organisations) Act 2009 (Fair Work Act). In accordance with the Fair Work Act, all elections were secret ballots, using voting systems specified in the registered rules of the organisation, and all industrial elections were in accordance with the rules of the organisation. Postal voting was the most common voting method. After each election, the AEC reported to the Fair Work Commission and the organisations involved.

Protected action ballotsProtected action ballots allow working Australians to choose, by secret ballot, whether they agree with proposed industrial action, such as strikes, bans or work stoppages. Protected action ballots, conducted under the provisions of the Fair Work Act occur when a bargaining representative for an employee lodges a request with the Fair Work Commission for such a ballot during negotiations for an enterprise agreement. The Fair Work Commission appoints the AEC to run ballots.

In 2012–13, the AEC conducted 816 protected action ballots for employees from organisations across many industries.

Ballots were by post or at worksites and usually took about two weeks. Following declaration the AEC provided the results to the Fair Work Commission, the bargaining representative for the employee and the organisation. Post‑ballot reports went to the Fair Work Commission.

Section 3: Report on performance Efficient delivery of polling services 37

ELECTION MANAGEMENT AND SUPPORT SERVICES 1.2Industrial 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, and deliver election time specific services.

Key performance indicator: Industrial elections delivered in accordance with relevant legislation and each individual organisation’s rules.

2010–11: Achieved

2011–12: Achieved

2012–13: Achieved

Key performance indicator: Protected action ballots delivered in accordance with relevant legislation and Fair Work Australia (FWA) orders.

2010–11: Achieved

2011–12: Achieved

2012–13: Achieved

Key performance indicator: All election tasks carried out in accordance with legislated timeframes.

2010–11: Achieved

2011–12: Achieved

2012–13: Achieved

Fee‑for‑service electionsAEC provides fee‑for‑service elections and ballots at full cost recovery. In 2012–13, the AEC delivered 186 fee‑for‑service elections and ballots for public and private sector organisations, seven more than in 2011–12. Of the 186 elections and ballots completed there were:

■ 123 enterprise agreement ballots ■ 47 elections to office

■ 16 yes/no ballots

In 2012–13, the AEC provided roll maintenance, staff, facilities and resources to assist state, territory and local government electoral bodies conduct parliamentary elections. See Appendix H for more details.

The AEC assisted sectors in the Australian economy conduct important polls. For example, the AEC was the official returning officer for SugarPoll 2012, where sugarcane growers and millers voted to form Sugar Research Australia.

To build awareness of the AEC’s enterprise agreement services, the AEC engages with workplace managers and is a member of the Australian Human Resources Institute.

38 Australian Electoral Commission Annual Report 2012–13

3In 2012–13, the AEC received 115 enquiries through the AEC website, of which 45 per cent converted to actual elections and ballots.

Client satisfaction surveys show 95 per cent of clients were ‘satistfied’, and 86 per cent ‘very satisfied’ with the AEC’s service. Sixty‑eight per cent of clients selected the AEC for its perceived reliability.

Table 6 gives a breakdown of fee‑for‑service and industrial elections conducted by the AEC in 2012–13.

ELECTION MANAGEMENT AND SUPPORT SERVICES 1.2Fee‑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.

Key performance indicator: Fee‑for‑service elections successfully delivered, as required, on a full cost recovery basis.

2010–11: Achieved

2011–12: Achieved

2012–13: Achieved – Continued to comply with all relevant legislative requirements and organisational rules; updated internal policies to conduct fee‑for‑service elections on a full cost recovery basis.

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

2010–11: Achieved

2011–12: Achieved

2012–13: Achieved – Continued to provide skilled and trained staff and resources to successfully conduct or assist with parliamentary elections, providing assistance to state and territory electoral bodies.

Key performance indicator: State, local government stakeholders and fee‑for‑service clients are fully satisfied with the services provided.

2010–11: Achieved

2011–12: Achieved

2012–13: Achieved – Received positive feedback on the conduct of fee‑for‑service elections from stakeholders and clients, with 95% satisfied.

Section 3: Report on performance Efficient delivery of polling services 39

Tab

le 6

: Ind

ustr

ial a

nd f

ee‑f

or‑

serv

ice

elec

tio

n st

atis

tics

201

2–13

NS

WV

ic.

Qld

WA

SA

Tas.

AC

TN

TTo

tal

Ele

ctio

ns a

nd b

allo

ts

Con

test

ed in

dust

rial e

lect

ions

3427

118

710

03

100

Unc

onte

sted

indu

stria

l ele

ctio

ns33

3120

2823

162

215

5

Pro

tect

ed a

ctio

n ba

llots

120

265

290

5250

321

681

6

Ent

erpr

ise

agre

emen

t bal

lots

2261

1114

68

10

123

Oth

er c

omm

erci

al e

lect

ions

an

d ba

llots

1520

152

51

05

63

Oth

er e

lect

ions

and

bal

lots

00

00

00

00

0

Tota

l ele

ctio

ns a

nd b

allo

ts

com

plet

ed22

440

434

710

491

674

161 

257

Pos

ition

s

Pos

ition

s av

aila

ble

(indu

stria

l)1 

863

3 97

656

548

865

425

830

657 

899

Unfi

lled

posi

tions

(ind

ustr

ial)

583

2 52

189

201

177

391

153 

626

Can

dida

tes

Can

dida

tes

for

unco

ntes

ted

offic

es (i

ndus

tria

l)1 

064

1 32

841

429

647

219

329

473 

843

Tota

l can

dida

tes

1 71

71 

601

544

363

503

248

2965

5 07

0

40 Australian Electoral Commission Annual Report 2012–13

3N

SW

Vic

.Q

ldW

AS

ATa

s.A

CT

NT

Tota

l

Bal

lot p

aper

s

Bal

lot p

aper

s is

sued

(ind

ustr

ial)

406 

736

344 

337

202 

866

31 3

7128

 862

4 81

50

8 69

11 

027 

678

Bal

lot p

aper

s re

turn

ed (i

ndus

tria

l)96

 380

113 

160

31 6

359 

004

7 88

02 

256

02 

284

262 

599

Bal

lot p

aper

s is

sued

(p

rote

cted

 act

ion)

16 2

0336

 578

10 3

072 

813

3 55

41 

681

132

209

71 4

77

Bal

lot p

aper

s re

turn

ed (p

rote

cted

ac

tion)

10 5

7425

 563

7 16

81 

920

2 79

11 

154

131

8949

 390

Bal

lot p

aper

s is

sued

(ent

erpr

ise

agre

emen

ts)

5 60

574

 740

20 2

362 

254

1 24

81 

351

165

010

5 59

9

Bal

lot p

aper

s re

turn

ed (e

nter

pris

e ag

reem

ents

)4 

674

34 3

6710

 151

1 46

769

685

687

052

 298

Bal

lot p

aper

s is

sued

(oth

er

com

mer

cial

)4 

235

10 2

6720

 095

584

661

572

078

937

 203

Bal

lot p

aper

s re

turn

ed (o

ther

co

mm

erci

al)

1 51

63 

722

10 8

4558

435

622

50

729

17 9

77

Bal

lot p

aper

s is

sued

(oth

er)

00

00

00

00

0

Bal

lot p

aper

s re

turn

ed (o

ther

)0

00

00

00

00

Bal

lot p

aper

s is

sued

432 

779

465 

922

253 

504

37 0

2234

 325

8 41

929

79 

689

1 24

1 95

7

Bal

lot p

aper

s re

turn

ed11

3 14

417

6 81

259

 799

12 9

7511

 723

4 49

121

83 

102

382 

264

Section 3: Report on performance Efficient delivery of polling services 41

Preparing for elections and referendumsWhile 2012–13 was a non‑election year, it was a crucial time for preparations, and the AEC continued to focus on the priorities identified after the 2010 federal election. The AEC needed to be ready to deliver an election, by‑election or referendum at any time. This meant the AEC had to be ready to provide Australians with accessible and convenient ways to vote and be ready to deliver accurate and timely results.

Preparing the next federal election The AEC’s major activity in 2012–13 was preparing to conduct a federal election at the same time as a proposed referendum. The priorities identified after the 2010 federal election were to:

■ improve and increase the capacity of AEC systems to support election delivery ■ implement legislative change ■ redevelop protocols for internal election communication ■ underpin AEC workforce capacity with refresher training, new support programs and

election simulation activities.

For the AEC to run an election and a referendum together requires additional staff training, systems testing, procedures update, and supplier contracts. The AEC used the Election Preparation Program to review and monitor processes and election readiness. Of note, the AEC:

■ conducted a simulated election ■ developed a new electronic certified list application (see case study, page 8) ■ developed a polling official training DVD ■ reviewed the virtual tally room.

ELECTION MANAGEMENT AND SUPPORT SERVICES 1.2Federal elections, by‑elections and referendums: deliver a range of products and services to support the successful conduct of a federal election or referendum.

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

2010–11: Achieved – AEC conducted a successful federal election, in accordance with all legislative requirements, including legislated timeframes.

2011–12: Not applicable – There was no requirement to conduct a federal election, by‑election or referendum.

2012–13: Not applicable – There was no requirement to conduct a federal election, by‑election or referendum.

42 Australian Electoral Commission Annual Report 2012–13

3Key performance indicator: High level of election preparedness maintained and key milestones met.

2010–11: Achieved – Systems, equipment and procedures necessary to conduct an election were in place for the 2010 federal election. Preparations for the next election were on time.

2011–12: Achieved – Continued preparations for the next election, including enhancing the systems, equipment and procedures necessary to conduct an election, and supporting ongoing staff readiness.

2012–13: Achieved – Systems, equipment and procedures necessary to conduct an election in place. Focus was on taking as much work as possible out of the election period. AEC progressed enrolment and information/voter education services.

Simulated electionBetween 8 June and 20 July 2012, the AEC conducted a simulated election to replicate election activities for AEC staff. The simulation was a practical activity that reinforced operational training for both a federal election and referendum allowing for assessment and enhanced preparedness. While relevant and useful for staff, its development and implementation was a large undertaking, and the process needs refinement to make it a more efficient and effective tool.

Training polling officialsFor the next electoral event, each polling official, both new and experienced, will receive an experiential DVD with training material. The DVD includes re‑enactments of activities at election and referendum polling places, and reinforces and supports existing training material. The re‑enactments give polling officials a uniform idea of the workings of a polling place on election day, and familiarises them with multiple scenarios.

Review of the virtual tally roomA detailed review of the AEC virtual tally room made technical improvements to enhance usability and intuitiveness.

A new home page will contain three main elements:

■ a graphic showing an overall view of progressive House of Representatives results ■ an improved ‘state of play of results’ table showing the relative position of the parties

and independents at national and state/territory level ■ aggregated results for the Coalition and the Australian Labor Party (Two Party

Preferred Count) to indicate the swing to or from the major parties.

Working with other government agenciesTo help deliver the next election the AEC collaborates with government agencies to assist voters including:

■ The Department of Defence and Department of Foreign Affairs and Trade provided voting services for Australians overseas during federal electoral events.

■ The Department of Human Services provide election call centre, voting services for blind and low vision voters and election service centres in 35 locations. (Election Service Centres provide face‑to‑face services in divisions where the divisional office is outside the divisional boundaries—the centres operate at election time only.)

Section 3: Report on performance Efficient delivery of polling services 43

Support services for members of parliamentIn 2012–13, the AEC provided support services to parliament and the Special Minister of State in relation to the administration of the Electoral Act and the Referendum Act. The minister referred 103 letters on electoral matters. Major themes included legislative reform measures, voting, enrolment, and access to information from the Commonwealth electoral roll.

Providing electoral roll information to members of parliamentThe AEC supplied 1 835 extracts of electoral roll information to members of parliamenta 278 less than 2011–12. A list of extracts supplied is at Appendix B. This decrease is because some members now receive roll data through their party.

Providing electoral roll information to political partiesThe AEC provided 656 extracts of roll information to federally registered political parties, 262 more than 2011–12. A table showing roll information provided to registered political parties is at Appendix C.

The AEC manages the Register of Political Parties, assists parties, administers financial disclosure, and ensures that candidates are aware of their rights and obligations when standing for election.

ELECTION MANAGEMENT AND SUPPORT SERVICES 1.2Party registrations: maintain the Register of Political Parties in a way that meets the requirements of the Electoral Act and assists persons in making applications for party registration.

Key performance indicator: Party registration processed in accordance with the legislation and the Party Register updated in a timely manner.

2010–11: Achieved – All applications processed in accordance with the provisions of the Electoral Act and in a timely manner.

2011–12: Achieved – All applications processed in accordance with the provisions of the Electoral Act and in a timely manner. Quick, comprehensive responses to enquiries, Party Registration Guide updated and related forms on website.Reasons for decisions about party registration applications now published online.

2012–13: Achieved – All applications processed in accordance with the provisions of the Electoral Act and in a timely manner, however, an unusually large numbers of applications to register new political parties (33) were processed. Quick, comprehensive responses to enquiries. Party Registration Guide updated and related forms on website. Reasons for decisions about party registration applications were published online.

a Under s.90B(1) of the Electoral Act

44 Australian Electoral Commission Annual Report 2012–13

3Maintaining the Register of Political PartiesThe AEC maintains the Register of Political Parties, required under Part XI of the Electoral Act, and assists political parties to apply for and maintain registration.

In 2012–13, the AEC:

■ received and processed applications and liaised with parties to update details ■ maintained the Register of Party Agents ■ updated contact details for party officials (party secretary, registered officers, deputy

registered officers and party agents) ■ reviewed continued eligibility for registration.

Political parties are not obliged to register with the AEC, but for those that do there are benefits and obligations.

The AEC processed 38 applications to register a political party, deregister a political party or change a registered name. This was an unprecedented increase, with 30 applications received between January and June 2013. In comparison, only 20 applications were received in the lead‑up to the 2010 federal election.

Requests for review of party registration decisionsIn June 2013, the AEC received two applications for review of a delegate’s decision. Both related to the refusal of an application to change the registered officer of the Australian Democrats. The three Commissioners of the AEC will determine the applications as soon as practicable.

Review of current registered partiesIn 2012–13, the AEC finalised its regular review of the eligibility of non‑parliamentary registered political parties for continuing registration. At 30 June 2012, seven reviews were in progress. Of those seven parties, the AEC delegate approved the continuing registration of six parties and deregistered one, the Carers Allianceb which has since successfully applied for re‑registration.

The AEC reviewed all registered parliamentary parties, and all maintained eligibility for registration. In March 2013, the government amended the Electoral Act in respect of party registration provisions:

■ Members of a political party used to enable registration must now be on the Commonwealth electoral roll.

■ A requirement to publish party registration on the AEC website replaces the previous requirement to publish in the Commonwealth Gazette. Information about party registration is included in the AEC’s report under s.17(2) of the Electoral Act following each federal election, and covers the operation of the election funding and financial disclosure scheme at each election.

b This party did not satisfy the membership criterion, then failed to provide improved evidence in response to the AEC’s formal notice of the AEC’s intention to deregister the party.

Section 3: Report on performance Efficient delivery of polling services 45

Applications to update party office holder informationIn 2012–13, the AEC received 28 applications to change the details of the registered officer of a party and 123 applications to change records of other party officials (deputy, registered officers, party agents and party secretaries). This is a significant increase on 2011–12, when there was no federal election.

The AEC contacts parties through the year to ask them to check records held by the AEC concerning party officers. This request is included in most correspondence on party registration. Up‑to‑date details for parties are critical in an election year. The AEC updates online information for party registration including:

■ the current Register of Political Parties, including registered party names, optional abbreviations, registered officer details and whether the party wishes to receive election funding

■ publishing notices on party registration required under the Electoral Act ■ historical information ■ the AEC’s Party Registration Guide ■ statements of reasons for decisions about particular applications ■ forms and explanations to assist parties make applications.

Transparency of political fundingThe Commonwealth funding and disclosure scheme, established under Part XX of the Electoral Act deals with the public funding of federal election campaigns and the disclosure of detailed financial information.

The disclosure scheme provides transparency of financial dealings. It requires candidates, political parties and associated entities, donors and other participants in the electoral process to lodge annual or election period financial disclosure returns with the AEC.

ELECTION MANAGEMENT AND SUPPORT SERVICES 1.2Funding 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 are available to assist persons with reporting obligations to lodge accurate and timely returns in accordance with the requirements of the Electoral Act.

Key performance indicator: Election funding calculated and paid in accordance with the legislation.

2010–11: Achieved – 99% of entitlements for 2010 federal election paid in the fourth week after polling day. Balance paid upon completion of vote count.

2011–12: Not applicable – There were no federal elections.

2012–13: Not applicable – There were no federal elections.

46 Australian Electoral Commission Annual Report 2012–13

3Key performance indicator: Financial disclosures obtained and placed on the public record in accordance with legislated timeframes.

2010–11: Achieved – Financial disclosure returns for 2009–10 published on the AEC website on 1 February 2011. Financial disclosure returns for the 2010 federal election published on the AEC website on 7 February 2011.

2011–12: Achieved – Reminded all people and organisations to lodge financial disclosure returns and published returns on AEC website as soon as practicable after lodgement.

Prosecuted candidate from the 2010 federal election who failed to lodge a financial disclosure return despite reminders. The court found the candidate guilty.

A further three donors were referred to the Director of Public Prosecutions for non‑lodgement of a 2010–11 annual return.

Completed compliance reviews of 57 political parties and associated entities.

2012–13: Achieved – 2011–12 Financial disclosure returns received and processed for publication on 1 February 2013.

Received all 2011–12 annual returns, so no prosecutions necessary.

Completed 35 compliance reviews of political parties and associated entities.

Lodgement and publication of financial disclosure returnsDuring 2012–13, the AEC received 624 annual financial disclosure returns including 518 annual financial disclosure returns, and 47 amendments covering 2011–12, and 18 annual financial disclosure returns and 41 amendments relating to previous financial years.

Returns for 2012–13 are due for lodgement after 30 June 2013. The numbers of returns lodged are summarised in Table 7.

Table 7: Financial disclosure returns lodged and published

Return type

Lodgement year

2009–10 2010–11 2011–12

Political Party 62 67 69

Political Party – amendment 30 26 16

Associated Entity 203 196 190

Associated Entity – amendment 17 17 10

Donor 204 360 219

Donor – amendment 1 28 21

Political expenditure 35 44 40

Political expenditure – amendment 0 0 0

Section 3: Report on performance Efficient delivery of polling services 47

Online completion of financial disclosure returns including electronic signature, and lodgement with the AEC through a secure website is available. In 2012–13, uptake of the eReturns facility continued with 56 per cent of returns completed online. Table 8 shows uptake of eReturns.

Table 8: Year‑on‑year uptake of eReturns

Reporting period Percentage of annual returns lodged through eReturns

2009–10 35%

2010–11 47%

2011–12 56%

Compliance reviews and special investigationsIn 2012–13, 35 compliance reviews of political parties and associated entities were completedc. These routine compliance reviews of a sample of annual disclosure returns are not investigations. Any actual or suspected failure in the disclosures under examinationd does not trigger such reviews. The AEC undertakes compliance reviews over a three‑year cycle that shadows the life of the federal parliament. In the course of this cycle, every political party can expect to have at least one of its disclosure returns reviewed, and some may have all of their returns reviewed. Usual AEC practice is to review the returns for the same year of the associated entities of a party under review, particularly when it is the first disclosure return reviewed for that party in the three‑year cycle.

A formal notice requiring a person to provide documents and other evidence, in writing or orally, in a manner and at a place and time specified in the notice initiates the review.

In 2012–13, there were no special investigations conducted by the AEC under section 316(3) of the Electoral Act.

Review of funding and disclosure functionsIn August 2012, the Electoral Commissioner announced an independent review of the AEC’s disclosure and compliance function and the way the AEC monitors political donations under Part XX of the Electoral Act. The former Commonwealth Ombudsman, Mr Ron McLeod AM, with assistance from PricewaterhouseCoopers (PwC) led the review.

The review focused on effective administration of the AEC’s legislative responsibilities and made recommendations to improve the operation of the disclosure compliance function. The supporting PwC technical review focused on detailed work level issues.

The review made four key recommendations:

■ expand the AEC’s program of compliance reviews based on a broader use of existing powers under the Electoral Act

■ adopt a new business model for the AEC’s compliance function ■ establish a new risk‑based AEC branch to administer the funding, disclosure and

compliance schemes ■ further develop and integrate the funding and disclosure IT system.

c Conducted under section 316(2A) of the Electoral Act.d Under section 316(2A) of the Electoral Act the AEC has power to review compliance with the disclosure obligations

contained in Part XX of the Electoral Act.

48 Australian Electoral Commission Annual Report 2012–13

3In January 2013, the Electoral Commissioner established an internal project team to consider how to implement the recommendations. The team is due to report shortly.

Election fundingThe AEC calculates the election funding rate for each vote received by candidates and Senate groups that receive at least four per cent of the formal first vote in a federal election. While no elections or by‑elections occurred during 2012–13, the election funding rate was:

■ 242.705 cents for 1 July to 31 December 2012 ■ 247.316 cents from 1 January to 30 June 2013.

The funding rate payable for the 2013 federal election will be 248.800 cents.

Working with state, territory and overseas electoral authoritiesThe AEC promotes and develops cooperative working relationships with electoral bodies both in Australia and overseas to share expertise and build capability. Such collaboration includes:

■ Electoral Council of Australia and New Zealand (ECANZ) ■ Electoral Education Network (EEN) ■ state and territory electoral authorities through joint roll arrangements ■ the Torres Strait Regional Authority (TSRA).

Collaboration with the Electoral Council of Australia and New ZealandThe ECANZ is a collaborative forum of electoral commissioners from Australia’s federal, state and territory electoral bodies and the Chief Electoral Officer of New Zealand. The AEC chairs and provides secretariat services. ECANZ initiatives in 2012–13 included:

■ a detailed report on the state of the roll and enrolment activities, including implementation of direct enrolment and direct update

■ investigation of the role of technology in voting processes, by co‑sponsoring with the Victorian Electoral Commission, a workshop for practitioners and academics on electronic voting—a research paper on internet voting will be published in late 2013

■ shared AEC electoral research activities, including those conducted through the Commissioner’s Advisory Board on Electoral Research

■ the maintenance and review of a comprehensive list of equipment for sharing between jurisdictions, to minimise costs and maximise use of resources.

At 30 June 2013, ECANZ membership was:

■ Ed Killesteyn, Electoral Commissioner, AEC and Chair of ECANZ ■ Colin Barry, Electoral Commissioner, New South Wales ■ Warwick Gately, Electoral Commissioner, Victoria ■ Walter van der Merwe, Acting Electoral Commissioner, Queensland ■ Chris Avent, Acting Electoral Commissioner, Western Australian ■ Kay Mousley, Electoral Commissioner, South Australia ■ Julian Type, Electoral Commissioner, Tasmania ■ Phil Green, Electoral Commissioner, Australian Capital Territory ■ Bill Shepheard, Electoral Commissioner, Northern Territory ■ Robert Peden, Chief Electoral Officer, New Zealand.

Section 3: Report on performance Efficient delivery of polling services 49

The Electoral Education NetworkIn February 2013, the AEC attended the annual Electoral Education Network (EEN) conference, which the Tasmanian Electoral Commission hosted in Hobart. Established in May 2009 the EEN exists for discussion and collaboration between educators from Australian and New Zealand electoral bodies. Discussion included innovations in electoral education, the challenges and opportunities provided by social media, the national curriculum, and enrolment campaigns.

Joint roll arrangements with state and territory electoral commissionsThe AEC has joint roll arrangements with the state and territory electoral commissions, and in most cases maintains the state and territory electoral rolls on their behalf.

The joint roll agreement is for the purpose of preparing, updating and revising rolls of voters for federal, state and local government elections. Joint roll agreements mean voters enrol only once for state, territory and federal enrolment. The agreements allow joint enrolment stimulation and roll review activities.

In 2012–13, the AEC provided state and territory electoral authorities with 909 products and services based on information in the electoral roll. This included data from the electoral roll for 76 electoral events in the states and territories such as:

■ the state election held in Western Australia on 9 March ■ elections for four Tasmanian Legislative Council divisions held on 4 May ■ local government elections held in New South Wales and Victoria ■ state by‑elections in New South Wales for State Districts of Sydney ■ 49 local government by‑elections ■ Legislative Assembly elections for the Australian Capital Territory and Northern

Territory.

The AEC provided electoral roll products for the:

■ redistributions of local government areas in Queensland ■ state redistributions in Victoria and South Australia.

Differences between rollsThe difference between the Commonwealth and state/territory electoral rolls is an ongoing challenge. At 30 June, the details of 323 000 voters on state rolls were not up‑to‑date on the Commonwealth electoral roll and the details of 230 000 voters on the Commonwealth roll were not up‑to‑date for state purposes.

Some state enrolment requirements are different from the Commonwealth and this explains the divergence in the roll, for example, a partially completed enrolment form may meet the requirements of one jurisdiction, but not the other.

Differences are marked in New South Wales and Victoria, where state legislation permits direct enrolment and direct update. The AEC continues to work to update details for federal purposes to manage this roll divergence.

50 Australian Electoral Commission Annual Report 2012–13

3Conducting elections for the Torres Strait Regional AuthorityIn 2012–13, the AEC conducted TSRA Board elections for 19 of the 20 wards on 15 September and for the ward of Kubin on 8 December 2012. This was the first time the AEC conducted all elections.

Due to the geography of the Torres Strait Islands and small voter numbers in outer islands, voting options were mobile polling, pre‑poll voting (Thursday Island and Cairns) and postal voting. (See case study page 94.)

ELECTION MANAGEMENT AND SUPPORT SERVICES 1.2Torres Strait Regional Authority (TSRA) elections: deliver a range of products and services to support the successful conduct of TSRA elections that are conducted in line with the Aboriginal and Torres Strait Islander Act 2005.

Key performance indicator: TSRA elections delivered in accordance with relevant legislation, on a full cost recover basis.

2010–11: Not applicable – There were no TSRA elections.

2011–12: Not applicable – There were no TSRA elections.

2012–13: Achieved – Conducted successful TSRA elections, on 15 September and 8 December 2012.

Advice and assistance in overseas electionsThe AEC has strong relationships with many international electoral administration bodies, particularly in the Asia‑Pacific, the United Kingdom, Canada, the United States of America and South Africa. In particular, the AEC delivers the Building Resources in Democracy, Governance and Elections (BRIDGE) electoral administrators’ course.

‘Democracy club’ noticeboard

in a Bhutanese High School.

Section 3: Report on performance Efficient delivery of polling services 51

ELECTION MANAGEMENT AND SUPPORT SERVICES 1.2Advice 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, develop capacity‑building materials.

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

2010–11: Achieved

2011–12: Achieved

2012–13: Achieved – All specified goals met, and feedback from stakeholders was extremely positive.

Asia‑Pacific The AEC conducted AusAID‑funded electoral support programs in Indonesia, Timor‑Leste, Papua New Guinea, Nepal, Bhutan and a number of Pacific islands.

In 2012–13, the AEC provided secretariat services to the Pacific Islands, Australia and New Zealand Electoral Administrators’ Network (PIANZEA), hosted two PIANZEA work placements, and began delivery of the AusAID‑funded support program set for 2012–15.

In February 2013, the AEC hosted the South Asian Civic, Electoral and Voter Education Forum in Bangkok for Nepal and neighbouring South Asian countries.

IndonesiaThe AEC delivers capability development assistance in Indonesia through a partnership arrangement with the Indonesian General Election Commission, the Komisi Pemilihan Umum (KPU). With an AEC employee based in Jakarta and a small team of locally engaged staff, the AEC’s activities in 2012–13 included:

■ support for the KPU’s adoption of a number of electoral capability building modules offered by the internationally‑awarded BRIDGE partnership

■ structured comparative experience programs for a select number of KPU staff ■ strategic and operational dialogue at senior officer level.

Timor‑LesteThe AEC assisted Secretáriado Técnico de Administração Eleitoral (STAE) and the Comissão Nacional de Eleições (CNE), the election management bodies in Timor‑Leste, prepare for parliamentary elections on 7 July 2012.

In August 2012, at the time of the Northern Territory Legislative Assembly Election, the AEC delivered:

■ an election study program and a BRIDGE workshop for STAE and CNE staff ■ a mentoring and coaching program to STAE and CNE staff in the field, led by the

AEC’s Timor‑Leste program officer.

52 Australian Electoral Commission Annual Report 2012–13

3Additionally, the AEC supported Timor‑Leste officers:

■ attend a PIANZEA Network meeting and BRIDGE Civic Education and Voter Information Module in Wellington, New Zealand in September 2012

■ participate in a PIANZEA BRIDGE Train‑the‑Facilitator in Niue, South Pacific, in February 2013.

Papua New GuineaThe AEC continues to provide technical assistance to the Papua New Guinea Electoral Commission (PNGEC) as part of the ‘Twinning Program’, funded by AusAID. In 2012–13, AEC assistance included:

■ two AEC staff visited Papua New Guinea to update training manuals for polling staff ■ support for four PNGEC officers to participate in a study program during the WA

election ■ electoral observation ■ attendance at Electoral Support Program board meetings.

NepalIn 2012–13, the AEC assisted the Election Commission of Nepal (ECN) with ongoing operation of the Nepalese Electoral Education and Information Centre (EEIC) in Kathmandu. Two AEC staff attended an EEIC review and planning workshop in Dhulikhel, Nepal in October 2012.

As the Australian Partner Organisation for three Australian Youth Ambassadors for Development working in the EEIC, the AEC provided pre‑deployment briefings, ongoing support and mentoring.

BhutanThe AEC’s activities in Bhutan in 2012–13 included:

■ four BRIDGE workshops in Bhutan for Election Commission of Bhutan (ECB) staff, teachers, non‑formal education representatives, local government administrative officers, civil society, and political party and community representatives

■ three civic education workshops, customised for Bhutanese needs, focussing on ‘Democracy Clubs’ in Bhutanese high schools

■ ECB dispute resolution training modified using BRIDGE to contribute to the delivery of Bhutan’s 2013 parliamentary elections.

Pacific islandsAs part of the AEC’s involvement in the PIANZEA Network, in 2012–13, the AEC assisted the Tongan Electoral Commission with town and district elections.

In July 2012, the AEC helped conduct a three‑day training and subsequent pilot of a voter education program in Vanuatu.

The AEC also attended the:

■ 2012 PIANZEA Advisory Group meeting held in Apia, Samoa ■ Melanesian Voter Registration Working Party in Brisbane ■ PIANZEA Network meeting in Wellington, New Zealand ■ BRIDGE, train‑the‑facilitator workshop in Niue.

Section 3: Report on performance Efficient delivery of polling services 53

Hosting international visitorsIn 2012–13, the AEC continued its collaboration with the International Institute for Democracy and Electoral Assistance to host international study from African and Asia‑Pacific electoral administration bodies. Funded by AusAID, there were four study groups held at the AEC to enhance the knowledge and skills of participants to administer elections in Africa. International participants came from Botswana, Burkina Faso, Federated States of Micronesia, Ghana, Indonesia, Kenya, Kiribati, Lesotho, Malawi, Marshall Islands, Mauritius, Samoa, Seychelles, Sierra Leone, Solomon Islands, South Africa, Uganda, Vanuatu, Zambia and Zimbabwe. Each study group included up to 17 international participants.

The AEC hosted international delegations, including a study visit of four election officials from Mongolia, five election officials from Bangladesh and parliamentary delegations from Vietnam and Argentina.

Partnerships to deliver international activitiesThe AEC works with the Department of Foreign Affairs and Trade, and AusAID to deliver international activities. AusAID primarily funds the AEC’s international activities under a strategic partnership agreement and umbrella ‘record of understanding’. In 2012–13, the AEC worked closely with other providers of international electoral assistance, including the:

■ International Foundation for Electoral Systems ■ United Nations Electoral Assistance Division ■ United Nations Development Programme ■ International Institute for Democracy and Electoral Assistance ■ Commonwealth Secretariat, an intergovernmental organisation of which Australia is a

member state.

Electoral researchThe AEC receives expert advice from eminent researchers and experts in the Australian electoral system through the Electoral Commissioner’s Advisory Board on Electoral Research (CABER). Established in 2010, CABER fosters a connection between the AEC and the electoral research community. This helps better plan the AEC’s research activity and improve the delivery of electoral services. CABER membership is:

■ Professor Ian McAllister, Chair, Australian National University ■ Dr Peter Brent, The Australian, Australian National University ■ Mr Antony Green, Australian Broadcasting Corporation ■ Mr Phillip Green, ACT Electoral Commissioner

(representing state and territory commissions) ■ Mr Brenton Holmes, Australian Parliamentary Library ■ Mr Kevin Kitson, Australian Electoral Commission ■ Dr Aaron Martin, University of Melbourne.

On advice from CABER the AEC:

■ worked on social media research and direct update and enrolment (reports at www.aec.gov.au/About_AEC/research/)

■ hosted an Electoral Research Forum on 19 and 20 November 2012 to discuss issues around participation, engagement and enrolment in Australian elections. Following the forum the CABER board decided that ‘turnout’ and ‘perceptions of electoral fraud’ were research priorities for 2013–14.

54 Australian Electoral Commission Annual Report 2012–13

CASE STUDY

Yes and no casesIn running the referendum, the Referendum (Machinery Provisions) Act 1984 authorises the Electoral Commissioner to print and distribute the arguments for and against the proposed change to the Constitution – the yes and no cases.

Constitution Alteration (Local Government) 2013 passed parliament on 24 June and triggered a 28‑day timeframe for members of parliament to prepare cases for or against the proposed law.

The Electoral Commissioner issued guidelines detailing his approach to the task and requirements of the Referendum Act regarding word count, authorisation and timelines, plus the booklet’s layout. Market testing helped determine a layout that presented the cases clearly and equitably.

The Electoral Commissioner received cases for and against, on time, within the word limit, and with appropriate authorisation 28 days after passage through parliament of the Constitution Alteration bill.

A familiar scenarioThe change of leadership in the last parliamentary sitting week in June brought another swift shift in the election planning landscape. The AEC immediately slipped back to the familiar scenario of election preparation with an unknown election date.

The ballot paper alone required an additional 38 000 tonnes of paper to be designed, printed, transported, stored, issued, explained, counted, verified, and advertised.

A referendumAs typical election years go, 2013 was anything but typical. The 43rd parliament was Australia’s first hung parliament since 1941. For the AEC, early election readiness was imperative in case Australians found themselves heading back to the polls.

On 30 January, the then Prime Minister announced the election seven months in advance. A known election date prompted early action on activities normally left until the issue of the writs, such as election‑advertising, rental of premises for polling day, pre‑polling and election service centres and election specific recruitment. The known election date gave the enrolment message added pertinence for hard to reach audiences. Meanwhile, in the absence of a formal election writ, contingency planning for other election dates continued.

A combined election and referendumOn 9 May, the government announced its intention to hold a referendum with the election. Australia’s last referendum was in 1999. The last combined election and referendum was in 1984, which meant the AEC’s referendum expertise was limited.

For the casual observer of the electoral process, the implications of a combined election and referendum are not obvious. The innocuous buff‑coloured ballot paper, for issue to every voter, belies its impact on finely honed election logistics. The ballot paper alone would require an additional 38 000 tonnes of paper to be designed, printed, transported, stored, issued, explained, counted, verified and advertised.

Section 3: Report on performance Case study 55

Yes and no casesIn running the referendum, the Referendum (Machinery Provisions) Act 1984 authorises the Electoral Commissioner to print and distribute the arguments for and against the proposed change to the Constitution – the yes and no cases.

Constitution Alteration (Local Government) 2013 passed parliament on 24 June and triggered a 28‑day timeframe for members of parliament to prepare cases for or against the proposed law.

The Electoral Commissioner issued guidelines detailing his approach to the task and requirements of the Referendum Act regarding word count, authorisation and timelines, plus the booklet’s layout. Market testing helped determine a layout that presented the cases clearly and equitably.

The Electoral Commissioner received cases for and against, on time, within the word limit, and with appropriate authorisation 28 days after passage through parliament of the Constitution Alteration bill.

A familiar scenarioThe change of leadership in the last parliamentary sitting week in June brought another swift shift in the election planning landscape. The AEC immediately slipped back to the familiar scenario of election preparation with an unknown election date.

The ballot paper alone required an additional 38 000 tonnes of paper to be designed, printed, transported, stored, issued, explained, counted, verified, and advertised.

56 Australian Electoral Commission Annual Report 2012–13

3Targeted education and public awareness programs The AEC provides education and public awareness programs to inform and motivate Australians to participate in their democracy.

The AEC commemorated 2012 as the Year of Enrolment and ran a program of activities to encourage Australians to enrol or update their enrolment details.

The Count Me In campaign, launched in May 2012, ran to 31 August 2012. Its aim was to encourage enrolment and update. The main tool was a postcard that went to over 9.8 million households. Public relations, social media and online advertising provided support for the postcard. Activities, particularly targeted at younger Australians, ran through 2012 and included:

■ online advertising ■ Facebook birthday advertising to people turning 18 and a Facebook application ■ radio advertising in 24 languages, including eight Indigenous languages.

Evaluation of Count Me In showed that in the two months after the launch of the campaign it:

■ prompted 37 180 online enrolment transactions and a net roll growth of 30 per centa

■ saw an average of 18 000 new enrolments each month (up from 14 000 before the campaign).

Ipsos Social Research Institute’s independent evaluation reported excellent recall at 15 per cent for the direct mail postcard.

2013 federal election public information campaignThe AEC updated its election cycle communications plan for the 2013 election and developed multiple plans in response to changing scenarios for the 2013 election and referendum.

Enrolment campaignPlanning, development and implementation of enrolment stimulation activities took place in 2013. An enrolment stimulation campaign commenced late May. Its aim was to generate enrolments and draw enrolment transactions away from the busy close of rolls phase of the election.

The enrolment campaign was a precursor to the election communication campaign and used new and existing creative materials. Channels included mass media advertising, events, public relations including direct engagement activities, social media, and information materials for specific audiences.

a In the two months from launch of Count me in as compared to the same period in 2011 – 12.

Section 3: Report on performance Targeted education and public awareness programs 57

The Glow enrolment advertising campaign, used prior to the 2007 election, was the basis for development of a mass media advertising campaign to run for three weeks from July 2013. Advertising will run in conjunction with a public relations campaign Don’t Leave it to the Last Minute, focuses on stimulating enrolment among key audience groups such as young people.

Election readinessTo be election ready, the AEC maintained an up‑to‑date national advertising campaign. Preparation included:

■ advertising for culturally and linguistically diverse (CALD) groups and Indigenous audiences

■ communication strategies for multiple election scenarios ■ contracting providers of accessible format materials and translations ■ pre and post‑election publications and online communications, including the Official

Guide to the 2013 Federal Election, delivered to households during the campaign ■ market research and testing ■ national public relations campaign including social media.

Referendum preparationFollowing passage of the Constitution Alteration (Local Government) 2013 on 24 June 2013, the AEC prepared communications for voters and stakeholders about the proposed referendum. The Referendum (Machinery Provisions) Act 1984 authorises the AEC to conduct referendums, including the preparation and distribution of the pamphlet (referendum booklet) containing the parliamentary yes and no cases. The passage of legislation to alter the Constitution triggered a 28‑day timeframe for members of parliament to provide an argument for or against the proposed change. The AEC provided guidelines to members of parliament with information about the style and format of the booklet. The AEC provides the referendum booklet to every address on the Commonwealth electoral roll, ‘not later’ than 14 days before the date for polling for the referendum (see case study, page 54). Advertising was prepared for a combined election and referendum.

A list of advertising and market research campaigns, and associated costs for 2012–13 is at Appendix I.

Community engagementMost Australians keep their enrolment up‑to‑date, but some are harder to reach and engage in electoral processes.

The AEC tailors its communication to special audience groups including:

■ culturally and linguistically diverse (CALD)

■ new citizens ■ Indigenous Australians

■ prisoners ■ homeless ■ fly‑in fly‑out (FIFO) workers.

58 Australian Electoral Commission Annual Report 2012–13

3During the year, state and divisional offices used local partnerships and networks to conduct a wide range of enrolment and voter participation activities including:

■ A NSW State Office collaboration with the Australian Catholic University and the University of Notre Dame on simultaneous enrolment and information drives. Staff from the divisions of Reid and Sydney attended Strathfield, Broadway and Darlinghurst campuses provided information to students and staff about enrolling for both the federal and NSW local council elections.

■ Victorian staff worked with homelessness peak bodies to distribute ‘no fixed address’ enrolment forms. Divisional offices worked with homelessness network coordinators to target enrolment and voting services.

■ The NSW State Office met with peak bodies to identify key organisations to spread electoral information. The AEC has ongoing relationships with Y Foundation (dealing with youth and homelessness), the NSW Women’s Refuge Movement and Homelessness NSW.

■ In South Australia, staff identified community groups that work with people experiencing homelessness, youth at risk, women’s refuges and disability. Information sessions and enrolment workshops conducted for staff and clients of these organisations explained special category enrolment such as silent elector status, enrolment for people with no fixed address and postal voting.

■ Following the 2010 voting trial at Adelaide’s Hutt Street Centre, a community centre for people experiencing homelessness, a mobile polling location for the homeless will be trialled for the 2013 election. Other initiatives to improve voter turnout include identifying mobile polling locations to provide voting services to youth at risk, women’s refuges and disability groups in the metropolitan area.

■ A South Australian collaboration with the Indigenous Coordination Centre to provide Indigenous liaison officers in hospitals and Indigenous community workers in aged care centres on election day. Mobile polling places will be available in a number of Indigenous community centres, and will employ Indigenous staff. A pilot is underway to involve young people from remote Indigenous communities on election night. The AEC will employ and train young Indigenous Australians attending schools in Adelaide to work as scrutiny assistants in a number of metropolitan polling places on election night.

■ In Western Australia, a revised community engagement model resulted in extensive collaboration with community and government to improve service delivery. For example, a homeless enrolment and voting strategy, successfully trialled in the WA state election, will apply for the 2013 federal election.

Educating Australians on the right to voteThe AEC provided services and resources to the education sector to help educate the Australian community on electoral matters. Two key target groups are young people and new citizens.

AEC education programs include sessions at the National Electoral Education Centre (NEEC) in Canberra, visits to schools across Australia by AEC staff, and workshops for educators to support classroom work.

Section 3: Report on performance Targeted education and public awareness programs 59

ELECTORAL EDUCATION AND COMMUNICATION 1.3Electoral education: continue to deliver a variety of electoral education services, greater use of online technology to deliver supporting resource material, and collaborate and partner with other government and non‑government instrumentalities in the delivery of quality civics education.

Key performance indicator: 78 000 visitors to the National Electoral Education Centre (NEEC) per annum.

2010–11: Achieved – 87 245

2011–12: Achieved – 87 717

2012–13: Achieved – 90 400

Key performance indicator: 2 000 NEEC sessions delivered per annum.

2010–11: Achieved – 2 463

2011–12: Achieved – 2 529

2012–13: Achieved – 2 600

Key performance indicator: 100 000 participants in AEC education outreach services.

2010–11: Achieved – 102 894

2011–12: Achieved – 131 876

2012–13: Achievedb – 100 717

Key performance indicator: 1 200 participants in teacher professional development sessions.

2010–11: Achieved – 2 678 students from 17 universities

2011–12: Achieved – 2 527 students from 17 universities

2012–13: Achieved – 3 184 students from 18 universities

Key performance indicator: Contemporary service delivery options, including partnerships that promote public awareness of electoral mattersc.

2012–13: Achieved – Get Voting operating in all states.

Key performance indicator: Contemporary online education resource material that responds to curriculum needsd.

2011–12: Achieved – Supplier commenced work on provision of education modules linked to new national history curriculum.

2012–13: Achieved – Two education modules linked to national history curriculum delivered.

b Made up of 83 182 direct interactions between AEC staff and school and community groups and 17 535 students reached through Get Voting.

c New key performance indicator for 2012–13.d Revised key performance indicator for 2012–13.

60 Australian Electoral Commission Annual Report 2012–13

3Key performance indicator: Participant feedback indicates 90% satisfaction with AEC education services.

2010–11: Achieved – 98% of participants satisfied with NEEC programs.

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

2011–12: Achieved – 100% of participants satisfied with NEEC programs and more than 98% of participants satisfied with professional development sessions.

2012–13: Not achieved – 87% of satisfaction with education sessions delivered by AEC staff in schoolse.

2012–13: Achieved – Over 90% satisfaction with AEC education programs.

Education sessions at the National Electoral Education CentreThe National Electoral Education Centre (NEEC), located at Old Parliament House in Canberra, provides electoral education for new and young Australians.

In 2012–13, the NEEC achieved a record number of visitors at 90 400. In November 2013, the NEEC is due to welcome its one‑millionth visitor since relocating to Old Parliament House in 2001. The NEEC hosted visitors from all 150 electoral divisions in Australia and delivered 2 600 education sessions.

Education sessions explore Australian government and democracy and focus on the democratic rights of Australians and the importance of enrolling to vote. While the majority of visitors are school students, the NEEC conducts sessions for adults, including new Australians. For older students their visit includes enrolling to vote.

A priority for the NEEC in 2012–13 was to modernise technology. This included:

■ providing new interactive touch screen activities where students explore the stages of elections and referendums and learn about representation and the Constitution

■ updating theatrette and audio‑visual presentation equipment.

The NEEC ranked second for satisfaction against national attractions in the annual University of Canberra report into school excursions to Canberra.f

Education outreachIn 2012–13, the AEC continued to provide education services to schools, universities and community groups, and participated in a range of community events across Australia. Of note was the development of the Making a Nation an online interactive education resource.

Get VotingIn October 2012, the AEC launched a new national school education program, Get Voting, to replace the school component of the AEC’s outreach program School and Community Visits. Rather than divisional staff delivering sessions to students, Get Voting equips teachers to deliver electoral education to students.

e Get Voting has replaced AEC staff in schools. New evaluation measures are being developed.f 2012–13 University of Canberra report on the size and effect of school excursions to the national capital 2012.

Section 3: Report on performance Targeted education and public awareness programs 61

Get Voting assists primary and secondary schools conduct their own elections. Online resources provide information and planning tools for teachers. A key feature of the website is the ability for teachers to create customised ballot papers.

Schools can request free election resources including a ballot box, posters and election equipment to conduct a voting process to mirror a federal election. This authentic experience of a polling place includes opportunities to work ‘behind the scenes’.

As part of Get Voting, AEC staff visit schools to give expert advice on good electoral practice and to build relationships in the education sector.

Since the launch of Get Voting in October 2012 until 30 June 2013, the AEC:

■ distributed 374 election equipment packs ■ conducted 150 school elections ■ received 14 008 unique visitors to the Get Voting website.

Further enhancements to the Get Voting website will deliver new classroom activities, and additional interactive tools to manage school elections.

Assisting teachers and future teachersIn 2012–13, the AEC provided resources to assist teachers to deliver civics education in schools including:

■ materials for download from the education section of the website and a dedicated email service

■ a subscriber list for teachers and educators, which provides new AEC publications and information about current activities in electoral education.

For the election year, the AEC designed a poster for teachers to encourage discussion about what it means to participate in a democracy and to help students learn about elections and voting. The poster includes supporting activities focusing on integrated learning within history, geography, maths and English.

Students from Garran Primary School participate in Get Voting school elections.

62 Australian Electoral Commission Annual Report 2012–13

3Your Vote Counts is a workshop AEC staff present to university students studying education degrees. Aiming to develop the skills and knowledge needed to teach civics education in schools, the program explains the federal electoral system and Australia’s Constitution. Activity based, the workshop includes a simulated election that demonstrates full preferential voting. During 2012–13, over 3 000 university students participated in Your Vote Counts. The program received a 98 per cent satisfaction rating from participants.

Contributing to civics educationIn 2012–13, the AEC contributed to the national agenda for civics education through the Australian Curriculum, Assessment and Reporting Authority (ACARA).

In August 2012, the AEC provided a response to the ‘Civics and Citizenship Draft Shape Paper’ highlighting the need for schools to be places where young citizens can begin to form positive attitudes to Australia’s democracy.

With the release of the Draft Curriculum for Civics and Citizenship in May 2013, and consultation open until August 2013, the AEC will further contribute to the national agenda for civics education.

In 2013, the AEC designed an online interactive learning tool for senior history students, called Making a Nation. Designed to link directly to the new Australian Curriculum for History, Making a Nation covers the key events and ideas in the development of Australia’s self‑government and democracy.

The modules highlight the role of the Constitution and the significance of the features of the Australian democratic system, in particular, the parliamentary system, elections, and referendums.

Making a Nation will be available on the AEC’s website and allows students to process and analyse information from a variety of source material. Students undertake learning activities to analyse different historical perspectives. The package includes a comprehensive teacher guide.

The AEC collaborates with education professionals through educational forums including:

■ the National Capital Civics Education Group—the peak forum for Canberra based civics and citizenship institutions

■ the Australian National History Teachers’ conference held in Canberra in April, which focussed on the new Australian History curriculum.

■ National Capital Educational Tourism Project including development of ‘the Canberra Guide’ phone app

■ the Australian Government’s schools constitutional convention in states and territories, including the annual National Schools Constitutional Convention in Canberra, in March 2013 — the AEC conducted debates, discussions, legislation drafting, and held a referendum.

Section 3: Report on performance Targeted education and public awareness programs 63

WA Civics and Citizenship Competition In 2012, the AEC worked with the Western Australian Electoral Commission on the WA Civics and Citizenship Competition. The 2013 competition is on referendums and democratic decision‑making. The list of 2012 winners is on the competition webpage.

Australians from culturally diverse backgroundsThroughout 2012–13, the AEC increased engagement with Australians from culturally and linguistically diverse (CALD) backgrounds. People for whom English is a second language are concerned about understanding their electoral responsibilities. The AEC has a new formality strategy, which aims to increase participation and formal voting. The strategy incorporates communications, education and operational interventions, and will be evaluated in 2013–14.

For the 2013 election the AEC recruited and trained community engagement officers (CEOs).Their purpose is to visit communities in Sydney and Melbourne, which have increased rates of informal voting related to English proficiency. The CEOs will work in their communities until election day, give demonstrations of voting correctly, and help participants practise voting. Participants speak a variety of languages including Arabic, Persian, Korean, Afghani, Dari, Mandarin, Cantonese and Vietnamese backgrounds (see case study page 18).

In addition, state, territory and divisional offices conduct grass roots activities to improve voter participation in CALD communities. In 2012–13 this included:

■ information sessions at the Ishar Multicultural Women’s Health Centre in Perth in February 2013 attended by women from Middle Eastern countries

■ education sessions in state and territory offices for new citizens, following citizenship ceremonies. The impending federal election has seen an increase in attendance.

■ involvement in TAFE English as a Second Language classes across metropolitan Perth ■ the AEC collaborating with the South Australian Migrant Resource Centre, to provide

information sessions to Somali, Congolese, Chinese, South Sudanese, Afghani and Arabic communities. This included establishing mobile polling booths in local community centres using staff from the community. This assists formality, as staff can communicate in‑language.

Improving participation among Indigenous AustraliansIndigenous Australians are significantly less likely to enrol, less likely to vote, and more likely to vote informally. A continuing priority for the AEC is to close the gap in Indigenous disadvantage in electoral participation.

Established in 2009–10, the Indigenous Electoral Participation Program (IEPP) aims to increase electoral knowledge, enrolment and participation and decrease levels of informal voting.

In 2012–13, IEPP’s key performance indicators were updated.

64 Australian Electoral Commission Annual Report 2012–13

3EDUCATION AND COMMUNICATION 1.3Community strategies: Deliver the Indigenous Electoral Participation Program

Key performance indicator: Continue to implement the Indigenous Electoral Participation Program.g

2010–11: Achieved – Commenced field program to conduct roll integrity and roll stimulation work in Aboriginal communities in remote, rural and urban areas.

2011–12: Achieved – Reviewed and evaluated program and further encouraged enrolment.

2012–13: Achieved – Prioritised implementation of findings from program review.

Key performance indicator: Continue to implement the Indigenous Electoral Participation Program, focusing on identifying and overcoming barriers to participation.

2010–11: Achieved – Program design, staff and relationships in place for implementation. Fieldwork commenced and contributed to increased enrolment and participation among Indigenous voters at the 2010 federal election.

2011–12: Achieved – Comprehensive program review and review of governance and accountability arrangements. Established national business planning framework established to collaboratively identify IEPP priorities and budget. Working groups established to involve field staff in improving program.

Key performance indicator: Support materials developed and fieldwork program continued for the Indigenous Electoral Participation Program.

2010–11: Achieved – Completed program design, staff selection and training, and support materials. Fieldwork commenced. Achievements measured against timeframes and outcomes listed in new policy proposal.

2011–12: Achieved – Staff met regularly via teleconference to review activities and materials and share information. Working group established to guide materials and outreach activities.

Key performance indicator: Evaluation shows the IEPP is meeting its objectives.h

2012–13: Achieved – Implemented findings of program review (evaluation) to meet program objectives. Applied more strategic approach; reduced focus on community engagement staff delivered services in remote areas balanced by increased emphasis on urban and regional locations, and partnerships with government and non government agencies. IEPP objectives were mainstreamed into core AEC business.

Key performance indicator: Feedback from target audience on the IEPP shows the program is well received.h

2012–13: Achieved – Developed tailored and customised community education services and national communications strategy include new visual identity and suite of information products. Implemented redesigned program based on feedback from program review. Developed business rules for national actions to increase Indigenous electoral participation ahead of an election and referendum. Feedback positive.

g Also key performance indicator under 1.1 Electoral Roll Management.h Revised key performance indicator for 2012–13.

Section 3: Report on performance Targeted education and public awareness programs 65

IEPP program reviewIn 2012–13, the AEC redesigned the IEPP to implement the findings of the comprehensive program review.

The AEC initially recruited field staff on a non‑ongoing basis with job descriptions emphasising community contacts and networking skills to deliver education programs.

An evaluation, assessing the program’s impact and outcomes over the initial two years identified better service delivery approaches. It recommended program redesign to reduce the focus on staff‑delivered services in remote areas balanced by increased emphasis on:

■ urban and regional locations ■ partnerships with government and non‑government agencies ■ tailored and customised community education services ■ a national communications strategy ■ mainstreaming IEPP objectives into core AEC business.

Evaluation of the effectiveness of the redesigned program in improving electoral participation by Indigenous Australians will follow the federal election.

Community engagement officersWhile the focus was on program redesign, IEPP community and Indigenous engagement officers continued to deliver education outreach services across Australia. Activities included education sessions at the community level; schools, football carnivals, music festivals, NAIDOC and Reconciliation Week events and employment expos.

AEC Indigenous electoral awareness officers supported community and Indigenous engagement officers in mainly remote and regional communities. Integral to the success of the program in 2012–13 was the support and encouragement of divisional office staff to establish relationships at a community level. ‘Mainstreaming’ IEPP objectives into core business has significantly increased the program’s reach and improved the AEC’s responsiveness to the community.

Community and Indigenous engagement officers reported that public awareness of the proposed referendum to amend the Constitution to recognise Indigenous Australians and Australia’s Indigenous heritage increasingly prompted enrolment enquiries.

Promoting Indigenous electoral participationIn 2012–13, the IEPP redesigned the community education curriculum to provide a nationally consistent approach. The AEC developed interactive content for delivery by other agencies on their behalf to target different audiences.

Marcus Lee’s design is the visual identity for the AEC’s Indigenous Electoral Participation Program.

66 Australian Electoral Commission Annual Report 2012–13

3Indigenous artists were engaged to develop IEPP’s new visual identity, and community engagement staff provided guidance and creative inspiration to develop a suite of information and communication products. Marcus Lee created the visual identity. His Indigenous heritage stems from the Karajarri people in the Kimberly region of Western Australia.

Co‑sponsored activities and collaboration with non‑government organisations to promote electoral participation in 2012–13 included:

■ partnership with the National Rugby League during nationally televised Indigenous All Stars Rugby League game in February 2013, including important messages on enrolling to vote

■ continuing the ambassador program of community influencers—participants in the 2012 National Indigenous Youth Parliament were especially committed and enthusiastic ambassadors

■ promotion of AEC activities in the media, to help raise awareness about the IEPP and how it works to achieve the government’s Closing the Gap agenda

■ working more closely with state and territory electoral bodies and federal agencies to share resources in remote areas and reduce multiple agency visits to remote communities.

Community engagement staff in Western Australia and the Northern Territory worked in partnership with other jurisdictions to develop common information materials and to deliver outreach services to support Indigenous participation in state and territory government elections.

A focus on youthOne of the AEC’s ongoing concerns is youth electoral engagement. An IEPP initiative in 2012–13 was the Youth listening to Youth forum to encourage involvement by Indigenous young people in democratic and electoral processes. A group of young Indigenous leaders hosted a trial of this community based interactive forum in New South Wales. Intent on building on the successful inaugural National Indigenous Youth Parliament in May 2012, the 2013 event aimed to apply the lessons learned in 2012 at a community level through local actions.

Youth listening to Youth will begin nationally in 2014 (see case study, page 70).

Improving governance and accountabilityIn 2012–13, maintaining best practice governance and accountability arrangements for IEPP was a priority. This included:

■ improving accountability arrangements for sponsorship of community events that promote electoral participation

■ reviewing the roles and responsibilities of national, state and territory offices to clarify program management responsibilities as part of the program redesign

■ preparing a national program plan to provide a robust and collaborative basis for identifying state and territory program priorities and budget allocations

■ establishing working groups involving community engagement staff to make program improvements

■ analysing system requirements to support development of a data management system to assist in planning, reporting and monitoring the effectiveness of the IEPP.

Section 3: Report on performance Targeted education and public awareness programs 67

Current indicators are positive. For example:

■ continued growth of enrolments of Indigenous Australians ■ strengthened integrity of the roll, particularly in remote communities ■ increased number of Indigenous people working as polling officials.

An additional indicator of success was the AEC short‑listing for a Deadly Award for Outstanding Achievement in Aboriginal and Torres Strait Islander Education. Votes by readers of Deadly Vibe magazine and an assessment by an expert panel determine the winner. The AEC was the only Commonwealth agency short‑listed for an award. The high profile awards highlighted Indigenous people in music, sport, the arts, entertainment, health, education and community achievement.

Assisting Australians with special needsThe AEC aims to provide every Australian with an equal opportunity to participate in the electoral process and supports the Australian Government’s Social Inclusion Agenda.

The AEC provides a range of products and information services for people with disability including:

■ electoral publications in accessible formats ■ the National Relay Service for deaf, hearing‑impaired or speech‑impaired Australians ■ special voting arrangements for Australians who are blind or of low vision to provide

the option for a secret vote at the next election (see case study, page 34).

During 2012–13, the AEC concluded inspections of polling places for the federal election to ensure they meet Australian accessibility standards where possible.i

Disability Advisory CommitteeThe AEC’s Disability Advisory Committee held its annual meeting in May 2013 at the offices of the Australian Human Rights Commission in Sydney. The committee has representatives from peak disability organisations and the Electoral Council of Australia and New Zealand.

The AEC reported on progress against the AEC’s Disability Inclusion Strategy 2012–20. The report outlined a range of actions which aim to support people with disability participate in the electoral system and to ensure the AEC is an inclusive workplace, supportive of employees with disability.

Disability reportingSince 1994, Commonwealth 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 transferred to the Australian Public Service (APS) Commission’s State of the Service Report and the APS Statistical Bulletin. These reports are available at www.apsc.gov.au. From 2010–11, departments and agencies have no longer been required to report on these functions.

The National Disability Strategy replaced the Commonwealth Disability Strategy. The new strategy sets out a ten‑year national policy framework for improving life for Australians with disability, their families and carers. The Standing Council on Community, Housing

i Compliant with Building Code of Australia AS 1428

68 Australian Electoral Commission Annual Report 2012–13

3and Disability Services will produce a high level report to track progress for people with disability at a national level and present it to the Council of Australian Governments. It will be available at www.fahcsia.gov.au. The Social Inclusion Measurement and Reporting Strategy agreed by the government in December 2009 will also include some reporting on disability matters in its regular How Australia is Faring report and, if appropriate, in strategic change indicators in agency annual reports.

EDUCATION AND COMMUNICATION 1.3Communication strategies: development and implementation of the AEC’s communication strategy to support its conduct of the next federal election and any referendums and make greater use of contemporary technology to deliver modern products and services in line with community preferences for more online services.

Key performance indicator: AEC communication strategies and services developed, implemented and reviewed as appropriate.

2010–11: Not applicable

2011–12: Achieved – Developed communication strategies for special audiences

2012–13: Achieved – Developed communication strategies for a range of audiences in preparation for 2013 federal election. Focused on enrolment, development of pre‑election campaigns, potential referendum campaign and special audience strategies.

Key performance indicator: Audience feedback is positive for effectiveness of specific advertising campaigns and public awareness activities through surveys, market research, and stakeholder consultation.

2010–11: Achieved – Advertising campaign market research showed high levels (98%) of awareness of the obligation to enrol and vote and high levels of confidence in the AEC

2011–12: Achieved – Developed a communication strategy for the Count Me In campaign. The campaign complied with the mandatory checklist in the Guidelines on Information and Advertising Campaigns by Australian Government Departments and Agencies.

2012–13: Achieved – Count Me In evaluated as positive and effective. Completed market research of election campaign materials. Conducted positive stakeholder consultation.

Key performance indicator: Published information is timely and accurate, makes appropriate use of available technology, and meets online accessibility standards.

2010–11: Not applicable

2011–12: Achieved – Engaged Ipsos Social Research Institute to market test concepts for the Count Me In campaign and potential designs for the official election guide and yes/no‑case referendum booklet

Section 3: Report on performance Targeted education and public awareness programs 69

2012–13: Achieved – Delivered timely and accurate public information. Used online technology for quick dissemination of messages. Social media fully integrated into communication campaigns. Website meets AGIMO National Transition Strategy (NTS) accessibility standardsj. Launched Online signature for online enrolment.

Communication activities

MediaThe AEC received an average of 35 media enquiries per week in 2012–13. The enquiries were to media liaison staff throughout Australia. Media and public relations activity focused on:

■ annual financial disclosure returns ■ Torres Strait Regional Authority board member elections ■ political party registrations ■ enrolment stimulation campaigns.

WebsiteIn 2012–13, the AEC website received 3.3 million visits, an overall increase of 28 per cent on 2011–12. Visits from desktop computers increased by 16 per cent, tablet devices by 205 per cent and mobile phones by 134 per cent. In line with national and worldwide trends, the AEC served the increase in the range of devices by applying responsive design techniques to the AEC website. This ensured access to the full range of AEC content and services on the website.

The AEC website and intranet provide public and staff, with easy and timely access to information in a range of accessible formats. Web accessibility continues as a high priority to meet the Australian Government’s National Transition Strategy timelines and legislative requirements.

Social mediaThe AEC integrated social media channels into communication activities. Social media activities allow the AEC to engage and interact with audiences in their own space and time.

The AEC uses Facebook and Twitter to respond to public enquiries, provide electoral information, distribute enrolment and election messages, and to support AEC communication campaigns.

Launched in July 2012, the AEC’s Facebook page supported the Count Me In campaign, the launch of Get Voting, the Indigenous Electoral Participation Program, and the new online enrolment service.

The AEC Facebook page promotes enrolment, particularly to youth and had 4 800 page likes,1 300 post likes, 850 post shares, 250 post comments and over 50 direct enquiries. AEC Twitter had 2 133 followers, 2 456 retweets and 479 direct enquiries.

j Some legacy information (PDFs) is not fully compliant.

70 Australian Electoral Commission Annual Report 2012–13

CASE STUDY

Participants in the Youth listening to Youth forum at Kariong on the NSW Central Coast. Left to right: Josh Toomey, Joey Gruener, Talara Freeman, Jaleesa Donovon, Shahni Wellington, Jake Macdonald (Central Coast Aboriginal Youth Reference Group), Gavi Duncan (Youth Connections).

Youth listening to YouthFifty young Indigenous people amble along the winding bush track, under a soft mist, for a welcome to Gavi Duncan’s country. The echo of a didgeridoo and the incense of smoking eucalyptus combine and waft away to mark the cultural gathering, a traditional smoking ceremony, to open the first Youth listening to Youth forum at Kariong on the central coast of NSW.

For many 15–18‑year‑olds, voting at a federal election does not feature on their bucket list. This is even less so for Indigenous youth. One challenge for the AEC’s Indigenous Electoral Participation Program (IEPP) is how to get Indigenous youth discussing democracy.

The aim of the IEPP is to increase electoral participation among Indigenous Australians. Key to this is connecting with Indigenous youth. Only 76 per cent of Australians aged 18 to 25 have enrolled to vote, and evidence suggests that this figure is even lower for Indigenous youth.

Knowing how well young people can stimulate dialogue and influence their peers, IEPP trialled the Youth listening to Youth forums where young Indigenous leaders stood up for democracy in action. They shared stories such as the 2011 Young Freedom Ride, a recreation of Charles Perkin’s 1965 Freedom Ride and the inaugural National Indigenous Youth Parliament held in Canberra in May 2012. They told of personal experiences of enrolment and voting and debated the meaning of democracy and the importance of having a say.

Section 3: Report on performance Case study 71

Startling news about Indigenous participationInspiration came hard on the heels of some startling news about the low level of Indigenous participation. Group discussion focused around ‘having a say’ and the importance of every single vote, especially in a close election.

Individuals shared their ideas and passions. Chief among them was to change the Constitution to recognise Indigenous Australians. Others were leadership and willing participation in decisions that affect themselves and their community.

The local non‑government organisation Youth Connections hosted the event. The Central Coast Aboriginal Youth Reference Group facilitated the forum. The forum built on momentum generated by the National Indigenous Youth Parliament, which had recognised that to reach Indigenous youth requires action at a community level.

Demystifying the electoral processParticipants in the forum agreed that discussing issues, sharing ideas or frustrations and misconceptions was a handy way to demystify the electoral process, to build understanding and confidence. Participants went away upbeat and committed to share their knowledge with family and friends, and to get more involved themselves.

The AEC is rolling out a program of Youth listening to Youth forums to communities across Australia.

Individuals shared their ideas and passions. Chief among them was to change the Constitution to recognise Indigenous Australians.

4GOVERNANCE AND

ACCOUNTABILITY

Keyed locks were used to seal metal ballot boxes.

4GOVERNANCE AND

ACCOUNTABILITY

74 Australian Electoral Commission Annual Report 2012–13

4The AEC’s governance framework is characterised by clear lines of accountability, decision‑making and reporting, and defined planning and performance management.

The AEC aims to:

■ meet the objectives for which funding is appropriated ■ demonstrate accountability to parliament and other stakeholders ■ identify responsibility for the management of resources ■ develop, maintain and use information on the full accrual costs and values of

producing deliverables.

In 2012–13, the Executive Management Group initiated a review of AEC governance arrangements. This was in line with advice from the Australian National Audit Office that governance best practice is to engage in regular review and adjustment of governance arrangements. Recommendations included:

■ introduction of four behaviour and operating principles for all governance entities ■ introduction of six process principles, including a regular ‘navigation meeting’, a

forward planned agenda and a governance officer to manage these processes ■ a review of performance reporting, establishing regular ‘health checks’ at the business

unit level ■ consideration of the roles and responsibilities of governance entities.

Implementation of these recommendations will continue in 2013–14.

Management committeesFive senior management, consultation and assurance committees operated in 2012–13. They were:

■ Executive Leadership Team (ELT) ■ Executive Management Group (EMG) ■ National Program Manager/State Manager Forum ■ Investment and Strategies Committee (ISC) ■ Business Assurance Committee (BAC).

Governance and accountability

The AEC has internal and external measures to ensure sound management, accountability and performance. It includes a governance framework, legal services and external, administrative and judicial scrutiny.

Section 4: Governance and accountability Management committees 75

Executive Leadership TeamThe governance review formalised the role of the ELT. The team comprises the Electoral Commissioner, the Deputy Commissioner, and the First Assistant Commissioners.

The ELT is responsible for ensuring the AEC pursues its strategic direction. In 2012–13, the ELT considered major long‑term issues, opportunities and risks to the AEC’s strategic intent and alignment.

Executive Management GroupThe EMG is responsible for leadership, management and sound governance and comprises:

■ Electoral Commissioner (Chairperson) ■ Deputy Electoral Commissioner (Deputy Chairperson) ■ First Assistant Commissioners ■ Assistant Commissioners ■ State and Territory Managers ■ Chief Legal Officer ■ Chief Finance Officer

The EMG supports the Electoral Commissioner in determining organisational priorities in line with the AEC’s three strategic themes of modernisation, collaboration, and investing in our people. Figure 5 shows the AEC organisation as at 30 June 2013.

In 2012–13, EMG translated the AEC’s strategic direction into business plans, contributed to operational management, monitored the achievement of organisational objectives and ensured appropriate corporate governance practices.

National Program Manager/State Manager ForumThe forum comprises state managers and national program managers and was formalised in 2012–13. The forum ensures interaction between state managers and program managers and its focus is to review and monitor core program business‑enrolment, elections, education and communication.

The AEC has internal and external measures to ensure sound management, accountability and performance. It includes a governance framework, legal services and external, administrative and judicial scrutiny.

76 Australian Electoral Commission Annual Report 2012–13

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Section 4: Governance and accountability Management committees 77

Investment and Strategies CommitteeThe ISC assists the Electoral Commissioner to:

■ articulate the AEC’s strategic objectives, research and planning activities, innovation priorities, challenges and timeframes

■ ensure the overall integrity and coherence of the AEC portfolio to deliver the AEC’s strategic objectives contribute to the AEC’s bottom line and drive value in all programs and projects

■ allocate 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

■ monitor project performance against indicators, including budget, expenditure and performance against milestones.

The ISC met five times in 2012–13. The members of the committee were:

■ Deputy Electoral Commissioner (Chair) ■ First Assistant Commissioners ■ Assistant Commissioner Strategic Capability ■ Assistant Commissioner Roll Management (from June 2013) ■ State Manager New South Wales (until June 2013) ■ State Manager Western Australia

The Chief Finance Officer and the Chief Information Officer attend meetings as advisers.

Business Assurance CommitteeOutlined in its charter, the BAC objective is to provide independent assurance and assistance to the Electoral Commissioner and the EMG on the AEC’s risk, control and compliance framework, and its financial statement responsibilities.

In 2012, the BAC role changed to providing assurance and assistance to drive the Electoral Commissioner’s reform agenda to modernise governance frameworks, controls and service delivery.

Key areas of progress include:

■ strengthened risk management practices to improve accountability and inform decision making

■ improved fraud control and rationalised fraud policies and procedures ■ established and tested credible business continuity and disaster recovery processes ■ improved transparency in implementing audit recommendations and progress to

embed whole of government reforms.

The BAC held five meetings in 2012–13. The BAC members appointed by the Electoral Commissioner were:

■ External member Jenny Morison (Chair) ■ Deputy Electoral Commissioner (Deputy Chair) ■ First Assistant Commissioner (Programs)

78 Australian Electoral Commission Annual Report 2012–13

4 ■ Assistant Commissioner Information Technology ■ State Manager Victoria (to March 2013) ■ State Manager South Australia ■ Northern Territory Manager (from May 2013)

Fraud Control CommitteeThe Fraud Control Committee (FCC) is a sub‑committee of the BAC and assists it to meet its fraud control responsibilities. This includes review of processes to develop and implement the AEC’s fraud control arrangements, including processes and systems to prevent, detect, capture and effectively respond to fraud allegations. The FCC held six meetings in 2012–13 and provided fraud control reports to the BAC. The FCC membership included:

■ First Assistant Commissioner (Programs) (Chair from August 2012) ■ Assistant Commissioner Information Technology (Chair to August 2012, Deputy Chair

from August 2012) ■ Assistant Director Portfolio Management Office (to August 2012) ■ Chief Finance Officer (to May 2013, observer since May 13) ■ Chief Legal Officer (to May 2013, observer since May 13) ■ Northern Territory Manager (from August 2012) ■ State Manager Tasmania (from May 2013)

Planning, operating and reporting frameworkStrategic planThe AEC Strategic Plan 2009–2014 sets out the themes for the AEC’s work programs and performance:

■ modernisation of products and services, and the organisation ■ collaboration with stakeholders ■ investing in our people.

The strategic plan provides the focus for activities, both business as usual and change programs, and is at the centre of the AEC’s planning and operating framework (see Figure 6).

The AEC is currently developing the next strategic plan 2015–2020. The Executive Leadership Team and the full Electoral Commission attended a ‘navigation meeting’ to consider domestic and international trends in electoral participation. The purpose was to ensure the strategic plan recognises current and emerging electoral challenges and the AEC’s capacity to address them.

In 2012–13, a review of priority activities, against strategic objectives and obligations, demonstrated the AEC’s preparedness for both a federal election and referendum. The result was a more focused National Business Plan for 2013–14.

Corporate and business planning documents complement the strategic plan. They address specific operational or functional requirements, as shown in Table 9 (page 80).

Section 4: Governance and accountability Planning, operating and reporting framework 79

Figure 6: Planning operating and reporting framework

Performance Outcomes

Annual Report

Enabling legislation

Other Inputse.g. government

directions, JSCEM recommendations

National Business Planannual

RiskManagement Plan

every two years

Election Preparation Program and Plan

National Program Management Plan

Portfolio Budget and Additional Estimates

Statementsannual

Work Area Plansannual

IndividualPerformance Plans

annual

Branch, State and Territory Plans

annual

Strategic Planevery �ve years

Balanced scorecardThe AEC uses a monthly balanced scorecard report to senior management, which provides financial and statistical information, such as budgets and expenditure, staffing, and enrolment numbers. This information relates to targets or outcomes in business plans.

In 2012–13, the EMG initiated a review of the balanced scorecard to ensure its value in reporting performance, identifying issues and determining remedial action. While the review is underway, compilation of the balanced scorecard will continue.

Internal auditThe 2012–13, Internal Audit Plan provided assurance and highlighted areas for improvement across key frameworks, programs and practices. This ensured compliance with relevant legislation and policies. There were audit reviews in various corporate and IT functions, high risk and new business activities.

A major initiative was a comprehensive review of the implementation of audit recommendations from 2003 to 2011. Particular emphasis was on a select number of significant audit recommendations, rated potential high risk, including the conduct of the 2013 federal election.

The AEC continued to outsource audit reviews to KPMG.

80 Australian Electoral Commission Annual Report 2012–13

4Table 9: Corporate and business planning documents

Type of document Purpose Reviewed

National business plan

Provides high level guidance on the strategic priorities for the year

Annually

Business continuity plans

Ensures the continuation of identified critical business functions during and following any critical incident that results in disruption to normal operations

Every three years (or sooner in the event of a major restructure)

Corporate fraud control plan

Details the AEC’s approach to corporate fraud prevention, detection, investigation and reporting and outlines AEC procedures and strategies for managing activities that may be more susceptible to corporate fraud and corruption

Every two years

Electoral fraud control plan

Identifies electoral fraud risks and allocates responsibility for the treatment of any electoral fraud risks

Every two years

Election preparation plan

Sets out and monitors the program of activity required to maintain election readiness

Every election cycle

Strategic risk management plan

Details strategic risks that affect the whole of the agency and specifies how these risks will be managed

Annually

Internal audit plan Sets out the program of conformance and performance audits for the financial year

Annually

Disability inclusion strategy

Identifies the National Disability Strategy 2010–2020 target outcomes relevant for the AEC

2020

Health and safety action plan

Sets out activities to underpin health and safety management arrangements

Every three years

Workplace diversity plan

Sets out activities to recognise and value individual differences in the workplace

Every four years 1

Reconciliation action plan

Sets out activities to recognise and respect Aboriginal and Torres Strait Islander people

Every three years

Property plan Direction for long‑term management of leased property

Annually

Security plan Sets out strategies to protect staff, visitors, information, equipment and premises against harm, loss, interference and compromise

Bi‑annually

Agency multicultural plan

Sets out engagement activities and access and equity policy

Every three yearsCommences 2013–14

1. A new workplace diversity plan is being drafted.

Section 4: Governance and accountability Planning, operating and reporting framework 81

Risk management and business continuityThe AEC continues to strengthen risk management and business continuity practices. It participates in the annual Comcover Risk Management Benchmarking Survey.

In 2012–13, the AEC’s risk management score has improved from 6.0 in 2011–12 to 6.4 (out of 10).

In particular, there was a sharp increase in the maturity of the ‘Business Continuity and Disaster Recovery’ capability following significant work and resourcing of business continuity management in 2012–13.

The Electoral Commissioner endorsed a revised risk management framework in February 2013 to better integrate risk management into the AEC’s operations. The improved risk management policy included the requirement for all programs, branches and major projects to develop formal risk management plans, with a quarterly review cycle. The Electoral Commissioner also endorsed the AEC’s first Risk Management Chief Executive Instructions.

In June 2013, the Electoral Commissioner endorsed the AEC 2013–14 Strategic Risk Management Plan, detailing whole‑of‑agency risks. The plan takes into account factors that include new enrolment processes, the tight budget position in the Australian Public Service and considerable focus on the AEC’s administration of the funding and disclosure function.

New enterprise risk registerA new enterprise risk register provides a central point for staff to record, access and manage risks. A central risk register supports a more structured and accessible process for risk management, and aims to encourage and facilitate timely identification and resolution or mitigation of risks with targeted communication to key stakeholders.

The purpose of the risk register is to facilitate quarterly enterprise‑wide risk profiles and reports in 2013–14.

Business continuity planningDuring the year, the AEC developed and approved business continuity plans, including:

■ ballot paper production ■ certified list production ■ postal vote issuing ■ election results ■ contact centre ■ election employment ■ contact centre

■ National Electoral Education Centre ■ internal communication ■ industrial and commercial elections

(NSW) ■ fee‑for‑service (Vic) ■ comprehensive testing as part of the

IT Disaster Recovery Plan.

These plans help to ensure continuity of critical operations in the event of major disruption.

In 2013–14, the AEC will test business continuity and incident management plans.

82 Australian Electoral Commission Annual Report 2012–13

4FraudRevised FCC terms of reference reflect its review function and advisory role to the BAC. This required an adjustment in the way the AEC manages suspected fraud allegations with the introduction of the new fraud response procedures. The AEC now has a consolidated process for handling fraud allegations, corporate and electoral, that ensures the AEC can respond to fraud allegations in accordance with relevant Commonwealth law, fraud control policies, investigation standards and better practice.

There was a review of the corporate and electoral fraud control plans, which noted the outcomes from the respective fraud risk assessments and mitigation strategies to address them. Further review is underway to combine the plans into one fraud control plan to ensure consistency in approach.

Mandatory e‑learning fraud awareness training modules and fraud control information on the intranet emphasises the roles and responsibilities of all staff.

Compliance with the Commonwealth Fraud Control Guidelines 2002 is in the letter of transmittal (see page iii).

Customer enquiries, issues and complaintsThe AEC receives enquiries and feedback from the public and other stakeholders via telephone, email, social media, facsimile, post and in person.

During 2012–13, the AEC received more than 340 000 phone calls to the general enquiry phone number (13 23 26). This service directs calls to the caller’s nearest divisional office.

To improve service for callers ringing from overseas, a dedicated telephone number was established in November (+61 2 6273 8606). Overseas callers get pre‑recorded messages. If the message does not resolve a caller’s enquiry, redirection occurs to the electoral division based on the caller entering the postcode of their enrolled Australian address. During a federal electoral event, the call will go to the election call centre as a priority call.

The AEC’s enquiries mailbox (info@aec.gov.au) received more than 26 000 emails, up from 17 000 in 2011–12. More than 10 700 enquiries were about enrolment and change of enrolment details, 12 000 emails related to overseas voters, the remainder were general enquiries.

The AEC has a new public enquiries reporting tool to improve service for the public and support staff dealing with enquiries. The reporting tool captures volumes, and the nature of enquiries and complaints.

VITS LanguageLink (VITS) provided dedicated language‑specific telephone interpreter information lines for 16 languages and a multi‑language information line. VITS handled approximately 1 300 calls in 2012–13, of which 1 046 callers used the interpreter service to speak to AEC staff. The three top languages used were Mandarin (386 calls), Cantonese (213 calls) and Vietnamese (137).

The National Relay Service is available for callers who have a hearing or speech impairment.

Section 4: Governance and accountability Legal services 83

Ethical standardsIn accordance with proposed Public Service Act 1999 amendments, the AEC is updating all policies, guidelines and e‑learning material in response to recommendations from the Advisory Group on the Reform of Australian Government Administration. The cornerstone is the AEC’s values, outlined in the AEC Strategic Plan and reinforced by the APS Values, Code of Conduct and the Australian Public Service Commission’s REFLECT decision‑making model.

The AEC Enterprise Agreement 2011–2014 highlights a commitment to the APS Values and Code of Conduct.

The AEC actively promotes the Australian Public Service Commission’s Ethics Advisory Service so staff can discuss, seek advice and make sound decisions on ethical issues in the workplace.

Legal servicesThe AEC’s Legal and Compliance Branch provides a full range of legal services. The AEC referred several alleged breaches of electoral laws to the Australian Federal Police during 2012–13.

Legal Services handled 61 allegations of breaches of Part XXI of the Electoral Act. Most complaints related to an alleged failure to include the authorisation details on electoral advertisements in newspapers or on the internet. Of the complaints, Legal Services found four were non‑compliant with undertakings sought to correct the mistake and to ensure that systems were in place to prevent any recurrence. They referred two matters to the Australian Federal Police for investigation.

The Commercial Law and Procurement section advised staff on procurement exercises and contracts, particularly for procurements relating to the forthcoming federal election.

Administrative servicesAdministrative‑related services include:

■ advising of 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

■ advising on a wide range of other legal matters that impacted AEC operations ■ advice and training to help staff meet AEC obligations under the Privacy Act 1988,

the Freedom of Information Act 1982, the Ombudsman Act 1976 and the Archives Act 1983.

84 Australian Electoral Commission Annual Report 2012–13

4Services to external organisationsWork with other government agencies and legal services, included:

■ instructing the Office of Parliamentary Counsel and preparing supporting material for electoral and referendum legislation

■ instructing the Office of Legislation Drafting and Publication in the preparation of regulations to amend the Electoral and Referendum Regulations 1940.

External requests included:

■ access to the Commonwealth electoral roll from a range of persons and organisations ■ response to subpoenas, notices to produce, and other requirements for the release of

information and documents ■ instructing external solicitors and counsel to a range of matters involving electoral laws

and industrial elections.

Legislation programLegal Services provided input to Cabinet submissions, particularly on electoral and referendum matters.

Legal Services responded to requests and prepared submissions to the Joint Standing Committee on Electoral Matters (JSCEM), including on inquiries into the legislation before parliament in 2012–13.

The AEC was involved with a large legislation program that responds to matters raised by JSCEM and aims to address other government initiatives. These were opportunities to seek support for the AEC’s modernisation theme.

Improving electoral procedureThe Electoral and Referendum Amendment (Improving Electoral Procedure) Act 2013 (Act No. 19 of 2013) amended the Electoral Act and the Referendum Act. This Act implemented the government response to Recommendations 12, 31 and 32 of the ‘The 2010 Federal Election: Report on the conduct of the election and related matters’ (JSCEM Report) as well as a number of technical and minor amendments.

The Act contains provisions that:

■ Removes the prescription relating to how postal votes are processed. The amendments will allow for technological developments over time.

■ Increases the sum to be deposited by or on behalf of a person nominated as a Senator from $1 000 to $2 000.

■ Increases the sum to be deposited by or on behalf of a person nominated as a Member of the House of Representatives from $500 to $1 000.

■ Increases the number of nominators required by a candidate for the Senate or the House of Representatives who is not a registered political party nominee from 50 to 100 electors.

■ Requires unendorsed candidates for the Senate who have made a request for grouping, to each have 100 unique electors as nominators.

■ Makes a number of minor and technical amendments.

Section 4: Governance and accountability Legal services 85

The minor and technical amendments include:

■ removing the requirement that silent electors have to submit another statutory declaration when they move address, but wish to retain their status as a ‘silent elector’

■ taking the word ‘therein’ out of section 174 clarifies that the Divisional Returning Officer (DRO) does not have to be physically located inside the divisional boundary to accept nominations—this recognises co‑locations and larger working unit working arrangements

■ removing the 20 km restriction for general postal voter status, which was an unintended consequence of the 2010 changes to mobile polling legislation meant that no‑one within 20 kms of any mobile polling team is eligible to be a general postal voter—this amendment fixes that anomaly

■ changing the provisional voting conditions to allow a provisional vote to be issued to someone whose name has been marked on an electronic certified list

■ adding in provisions for handling discarded ballot papers that are similar to the existing provisions for handling spoilt ballot papers

■ allowing postal votes to be treated as received on time in cases where they are received in the AEC before the close of polling but the witness date is after polling day—currently such votes, with obviously incorrect witness dates, have to be rejected

■ tidying up the Assistant Returning Officer (ARO) provisions such that officers in charge (OICs), who are appointed as AROs for the count, can count votes for a polling place, pre‑polling voting centre or mobile polling team rather than for ‘a portion of the division’.

Improving electoral administrationThe Electoral and Referendum Amendment (Improving Electoral Administration) Act 2013 (Act No. 26 of 2013) (the Improving Electoral Administration Act) amended the Electoral Act, the Referendum Act and the Taxation Administration Act 1953 (the Taxation Administration Act). The Improving Electoral Administration Act implemented the government response to Recommendations 3, 9, 10, 11, 15, 23, 29 and 30 of the JSCEM Report.

The Improving Electoral Administration Act contains provisions that:

■ set out the procedures to be followed when a ballot box is opened prematurely, that is, before the close of the poll, other than in accordance with the relevant provisions of the Electoral Act and Referendum Act

■ introduce into the Electoral Act and the Referendum Act a specific offence for an officer that unlawfully interferes with a ballot box

■ remove the requirement under the Electoral Act and Referendum Act for an applicant for a pre‑poll ordinary vote to complete and sign a certificate

■ provide that pre‑poll voting cannot commence earlier than 4 days after the date fixed for declaration of nominations for any type of election or by‑election

■ bring forward the deadline for applications for postal votes by one day from the Thursday before polling day to the Wednesday before polling day, for elections after 1 January 2014

■ provide for further fixed periods of time to be provided to the augmented Electoral Commission (as defined in section 70 of the Electoral Act) to complete its inquiries into objections against proposed redistribution of electoral boundaries

86 Australian Electoral Commission Annual Report 2012–13

4 ■ amend the Taxation Administration Act to allow the Commissioner of Taxation and

other taxation officers to provide some forms of taxpayer information to the AEC for the purposes of administering the Electoral Act and Referendum Act

■ omit provisions from the Electoral Act requiring a minimum font size for the authorisation details on how‑to‑vote cards

■ make a number of related minor and technical amendments.

Referendum Act amendmentsThe Referendum (Machinery Provisions) Amendment Act 2013 (Act No. 34 of 2013) amended the Referendum Act. In December 2009, the then House of Representatives Standing Committee on Legal and Constitutional Affairs reported on the machinery of referendums in the report ‘A Time for Change: Yes/No?’ The report made 17 recommendations. This Act addressed Recommendations 3 and 11.

Recommendation 3 stated that:

“The Committee recommends that the Australian Government introduce amendments to the Referendum (Machinery Provisions) Act 1984 (Cth) to require a Yes/No pamphlet to be delivered to every household, not every elector.”

Subsections 11(1), (2) and (3) of the Referendum Act provide for the printing and posting to each voter a pamphlet, which outlines arguments in favour of the proposed constitutional change and arguments against the proposed constitutional change. The Yes/No pamphlet is a compilation of these arguments.

Recommendation 11 stated that:

“The Committee recommends the Australian Government introduce amendments to remove the current limitation on spending imposed by section 11(4) of the Referendum (Machinery Provisions) Act 1984 (Cth) and include provisions to ensure that spending is directed to referendum education and to equal promotion of the Yes/No arguments”.

Subsection 11(4) generally limits the capacity of the Commonwealth to spend money in relation to a referendum other than on the production and delivery of the Yes/No pamphlet.

This Act implemented the government response to Recommendations 3 and 11 by:

■ amending section 11 of the Referendum Act to substitute a requirement that the Yes/No pamphlet be sent to each address on the electoral roll for the current requirement that the Yes/No pamphlet is sent to every elector

■ temporarily suspending the operation of subsection 11(4) of the Referendum Act until polling day for the 2013 election.

External legal servicesThe AEC spent $447 499 on external legal services in 2012–13. This included fees to firms on the panel of legal service providers, counsels’ fees, court costs and miscellaneous charges. This was an increase of more than 22 per cent from $362 825 in 2011–12. The increase was mainly due to the number of matters involving disputes over the eligibility of candidates to nominate for positions in registered industrial organisations under the Fair Work (Registered Organisations) Act 2009 (Registered Organisations Act).

Section 4: Governance and accountability External scrutiny 87

Under section 182 of the Registered Organisations Act, AEC officers usually conduct such elections for positions in these organisations unless the Fair Work Commission has granted an exemption.

External scrutinyParliamentary scrutinyThe AEC is accountable to the federal parliament, primarily in relation to statutory responsibilities under the Electoral Act, the Referendum Act, and related legislation. The AEC provided evidence to various parliamentary committees. JSCEM remains the primary forum for consideration and public debate on matters relating to electoral laws and practices, and their administration. The AEC supported this and other committees by reporting on a range of electoral matters deemed relevant to the parliament.

Joint Standing Committee on Electoral MattersThe Joint Standing Committee on Electoral Matters (JSCEM) concluded three inquiries in 2012–13.

Inquiry into the Electoral and Referendum (Improving Electoral Procedure) Bill 2012On 16 August, JSCEM concluded its inquiry into the Electoral and Referendum (Improving Electoral Procedure) Bill 2012, the third bill to implement the government’s legislative response to some of the committee’s recommendations from its report on the conduct of the 2010 federal election. The AEC made a submission to the inquiry and provided evidence at a public hearing in Canberra on 16 July 2012.

The Advisory Report on the Electoral and Referendum Amendment (Improving Electoral Procedure) Bill 2012 recommended passing legislation excluding the provisions relating to the removal of persons of ‘unsound mind’ from the roll contained in the Bill.

The government adopted the committee’s findings and the House of Representatives passed the amended Bill on 23 August and the Senate on 25 February with Royal Assent on 27 March.

Inquiry into the AEC analysis of the Fair Work Australia report on the Health Services UnionOn 20 September 2012, JSCEM concluded its inquiry into the AEC’s analysis of the Fair Work Australia report on the Health Services Union. The AEC’s analysis identified 17 possible measures to address the limitations in the Electoral Act highlighted by circumstances covered in the Fair Work Australia (FWA) report. The AEC lodged five submissions to the inquiry and provided evidence at two public hearings in Canberra on 6 and 16 July.

The Review of the AEC analysis of the FWA report on the HSU made 13 recommendations aimed at increasing transparency and accountability in the electoral process, and discussed detailed potential reforms to financial disclosure provisions of the Electoral Act.

To date, the government has not responded to the committee’s report.

88 Australian Electoral Commission Annual Report 2012–13

4Inquiry into the Electoral and Referendum (Improving Electoral Administration) Bill 2012On 29 November, JSCEM commenced its inquiry into the Electoral and Referendum (Improving Electoral Administration) Bill 2012, the fourth bill to implement the government’s legislative response to some of the committee’s recommendations in its report on the conduct of the 2010 federal election. The AEC lodged three submissions and provided evidence at a public hearing in Canberra on 4 February.

The committee tabled its Advisory Report on the Electoral and Referendum Amendment (Improving Electoral Administration) Bill 2012 on 27 February. The report recommended legislative amendment that provides for the inclusion (or saving) of votes from prematurely opened ballot boxes in the absence of evidence of vote tampering. It also clarified penalties for officers who tamper with a ballot box or ballot papers.

The government adopted the committee’s findings and the House of Representatives passed the amended Bill on 13 March and the Senate on 18 March with Royal Assent on 28 March.

House of Representatives Standing Committee on Regional AustraliaOn 13 February 2013, the House of Representatives Standing Committee on Regional Australia concluded its inquiry into the use of fly‑in fly‑out workforce practices in regional Australia.

The AEC lodged a submission to the inquiry and provided evidence at a public hearing in Canberra on 23 November 2011, informing the committee of the electoral services available to eligible fly‑in, fly‑out and drive‑in, drive‑out workers in the resources sector, and providing information on the electoral services provided at the 2010 federal election.

The committee’s Cancer of the bush or salvation for our cities?: Fly‑in, fly‑out and drive‑in, drive‑out workforce practices in Regional Australia made 21 recommendations, including one recommendation relating directly to the AEC. Recommendation 16 was for the development of an electronic voting system to facilitate easier access to people living and working in remote areas.

To date, the government has not responded to the committee’s report.

Joint Standing Committee on Foreign Affairs, Defence and TradeOn 29 October 2012, the Joint Standing Committee on Foreign Affairs, Defence and Trade tabled Australia’s Overseas Representation – Punching below our weight?

The report is a result of the committee’s inquiry into Australia’s overseas representation, which started on 13 September 2011. The AEC lodged two submissions to the inquiry and provided evidence at a public hearing in Canberra on 17 February 2012. The committee made 17 recommendations, none of which related directly to AEC activities.

Section 4: Governance and accountability External scrutiny 89

Joint Select Committee on Constitutional Recognition of Local GovernmentOn 29 November 2012, the Joint Select Committee commenced an inquiry into constitutional recognition of local government. The AEC lodged three submissions and provided evidence at two public hearings in Sydney on 16 January 2013 and 20 February 2013.

The committee’s final report was tabled on 7 March 2013. The report recommended holding a referendum on the financial recognition of local government in conjunction with the 2013 federal election. This reaffirmed the recommendations made in the committee’s preliminary report from 24 January 2013.

The government introduced the Constitution Alteration (Local Government) 2013 bill on 29 May 2013. The House of Representatives passed the Bill on 5 June 2013 and the Senate on 24 June 2013.

Section 128 of the Constitution requires submission of the Bill to voters qualified to vote not less than two months and no more than six months after its passage through both Houses. The earliest date to hold a referendum is 14 September 2013 (as it allows two months between the passage of the Bill and the commencement of voting) and the latest date is 21 December 2013.

Senate Standing Committee on Finance and Public Administration On 14 March 2013, the Finance and Public Administration Legislation Committee commenced an inquiry into the Citizen Initiated Referendum Bill 2013. The AEC lodged a submission to the inquiry on 31 May 2013.

The committee tabled its Citizen Initiated Referendum Bill 2013 report on 24 June 2013, with one recommendation that the Bill not be passed.

Joint Standing Committee on MigrationOn 18 March 2013, the Joint Standing Committee on Migration tabled its Inquiry into Migration and Multiculturalism in Australia report.

The report is a result of the committee’s inquiry into multiculturalism in Australia, which started on 9 February 2011. The AEC lodged a submission to the inquiry on 8 March 2012. The committee made 32 recommendations, none of which related directly to AEC activities.

90 Australian Electoral Commission Annual Report 2012–13

4Administrative scrutinyThere is a range of avenues in which AEC administration can be scrutinised by external people or organisations.

Certain of the AEC’s administrative decisions, under the Electoral Act, are subject to merits review by the Administrative Appeals Tribunal, under the Administrative Appeals Tribunal Act 1975.

The Commonwealth Ombudsman, under the Ombudsman Act 1976, manages complaints about matters of administration relating to AEC functions.

Entities can lodge complaints about breaches of privacy rights with the Privacy Commissioner, at the Office of the Australian Information Commissioner, under the Privacy Act 1988. The Australian Information Commissioner and the Freedom of Information Commissioner deal with complaints and delays in the handling of requests for access to information under the Freedom of Information Act 1982.

The Australian Human Rights Commission, under the Human Rights and Equal Opportunity Commission Act 1986, manages complaints that claim the AEC may have unlawfully discriminated against a person.

Administrative Appeals TribunalThe Administrative Appeals Tribunal reviewed one matter, involving the AEC, during 2012–13.

The matter involved an AEC decision to change the Register of Political Parties to recognise Mr Stephen Rawson as the NSW State Secretary of the Democratic Labor Party (DLP). On 27 June 2012, the AEC wrote to Mr O’Donohue, the former secretary of the DLP, informing him that the AEC had changed the Register of Political Parties following an application from Mr Rawson to be the NSW State Secretary of the DLP. On 20 July 2012, Mr O’Donohue lodged an application with the Administrative Appeals Tribunal for review of the decision. On 21 January 2013, the Deputy President of the Tribunal finally dismissed the application from Mr O’Donohue (see O’Donohue and Australian Electoral Commission [2013] AATA 23).

Commonwealth OmbudsmanDuring 2012–13, the Commonwealth Ombudsman approached the AEC on two matters.

One was the time taken to process a claim for updating the address of a voter. The other was whether a person could nominate as a candidate prior to the issue of the writs for the election.

Both matters were finalised during the year and there were no findings of administrative deficiency recorded against the AEC.

Section 4: Governance and accountability Judicial scrutiny 91

Office of the Australian Information CommissionerThere were no privacy complaints or determinations in 2012–13 through the Office of the Privacy Commissioner under section 52 of the Privacy Act 1988.

There were no matters involving the AEC subject to review by the Australian Information Commissioner or the Freedom of Information Commissioner under the Freedom of Information Act 1982.

Australian Human Rights CommissionThe AEC did not receive any complaints in 2012–13 through the Australian Human Rights Commission.

Judicial scrutinyA number of previously reported matters involving the recovery of legal costs continued in the relevant jurisdiction including the recovery of costs in three of the four Court of Disputed Returns matters that arose following the 2010 federal election.

As indicated in the 2011–12 annual report, the AEC has continued to be involved with legal action brought by Mr John Mulholland. Mr Mulholland has been involved in a long‑running dispute over who is the registered officer of the Democratic Labor Party of Australia (DLP) for the purposes of the conduct of federal elections. The registered officer of a political party recognised by the AEC has various rights and obligations under the Electoral Act, particularly in endorsing a party’s candidates in a federal election. Mr Mulholland had previously lodged an appeal to the Full Bench of the Federal Court of Australia from a decision of the Administrative Appeals Tribunal that found that substitution of Mr Anthony Zegenhagen, as the registered officer for the DLP was valid. The Full Bench of the Federal Court of Australia handed down its decision on 19 September 2012 (see Mulholland v Australian Electoral Commission [2012] FCAFC 136). The court dismissed the appeal by Mr Mulholland and awarded costs in favour of the AEC. Mr Mulholland lodged a special leave application with the High Court of Australia to appeal against the Federal Court decision. On 10 April 2013, Justices Hayne and Crennan of the High Court dismissed the special leave application.

There was a related challenge to the AEC’s decision to replace Mr Mulholland on the Register of Political Parties as the registered officer for the DLP. On 27 June 2012, the AEC wrote to Mr O’Donohue informing him that, notwithstanding his submissions, the AEC had changed the Register of Political Parties following an application from Mr Stephen Rawson to be the NSW State Secretary of the DLP. On 20 July 2012, Mr O’Donohue lodged an application with the Administrative Appeals Tribunal for review of this decision. On 21 January 2013, the Deputy President of the Tribunal finally dismissed the application from Mr O’Donohue (see O’Donohue and Australian Electoral Commission [2013] AATA 23).

Two challenges relating to convictions for failing to vote at the August 2010 federal election remained before the courts. The first matter involved a Mr Dieter Horn. Mr Horn has engaged in litigation since August 2006 claiming that the voting compartments provided by the AEC in polling booths be either fully enclosed or have curtains to

92 Australian Electoral Commission Annual Report 2012–13

4maintain the secrecy of the ballot. Mr Horn has argued that the current voting screens are unlawful and breach the requirements of sections 206 and 331 of the Electoral Act. Mr Horn has a conviction in the Magistrates Court of Western Australia in 2008 for failing to vote in breach of the compulsory voting requirements contained in section 245 of the Electoral Act. Mr Horn appealed that decision to both the Supreme Court of WA and the WA Supreme Court of Appeal on the basis that his concerns about the voting screens amounted to a “valid and sufficient reason” for his failure to vote at the November 2007 election. Both Courts upheld the conviction and rejected Mr Horn’s arguments.

At the August 2010 federal election, the records show that Mr Horn again failed to attend a polling booth and to cast a vote. On 29 August 2012, the WA Magistrates Court convicted Mr Horn of failing to vote at the election without having a valid and sufficient reason for that failure. Mr Horn appealed against the conviction to the Supreme Court of WA. On 7 March 2013, Justice Hall dismissed the appeal from Mr Horn (see Horn v AEC [2013] WASC 72). In the final paragraph of the decision, His Honour stated that:

“A stubborn refusal to accept the lawful judgment of the courts cannot be excused on the grounds of fidelity to one’s values. Too much time and effort has been spent on an issue that has long ago been determined. It is well nigh time that Mr Horn accepted the judgment of those whose job is to judge”.

The second matter involved Mr Nils Anders Holmdahl. On 3 February 2012, the SA Magistrates Court convicted Mr Holmdahl of failing to vote at the August 2010 election. Mr Holmdahl appealed against the conviction to the Supreme Court of SA. The appeal was referred to the Full Court of the Supreme Court of SA which dismissed the appeal from Mr Holmdahl (see Holmdahl v AEC (No.2) [2012] SASCFC 110). Counsel for Mr Holmdahl argued that while the Constitution established a right to vote, the requirements of the Commonwealth Electoral Act 1918, which created the obligation to vote, were unconstitutional. The Court rejected this argument and held that:

“The Commonwealth electoral system, as described above, represents a system designed to support the election of the House of Representatives and of the Senate by the people of Australia. The Commonwealth Electoral Act has the purpose of ensuring representative democracy. The broad effect of the statute is to require all eligible persons to enrol as voters and then to require those voters to attend and vote. The terms of sections 245(1) and 245(15) establish a duty to vote and a failure to vote attracts a criminal sanction. It is difficult to understand how the obligation to enrol and the obligation on a voter to vote could detract from a representative democracy in which the people of Australia choose who is to represent them in the House of Representatives and in the Senate. To my mind, the Commonwealth Electoral Act is legislation enacted within power. It provides a relevant system in contemporary times to ensure that Australia is a representative democracy.”

Mr Holmdahl lodged a special leave application with the High Court of Australia to appeal against the decision of the Full Court of the Supreme Court of SA. On 12 April 2013, Justices Hayne and Crennan of the High Court dismissed the special leave application (see Holmdahl v AEC [2013] HCA Trans 072).

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. The AEC also conducts elections for office bearers in industrial elections conducted under the Fair Work (Registered Organisations) Act 2009. These industrial elections can give rise to disputes

Section 4: Governance and accountability Freedom of Information 93

between two parties (for example, between the industrial organisation and the employer or between various candidates standing for election to office bearer positions). In these matters, the AEC seeks to be joined as a party to the proceedings to enable it 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.

Under section 182 of the Fair Work (Registered Organisations) Act 2009, the AEC conducts elections for office bearers in industrial organisations unless the Fair Work Commission has granted an exemption (see section 183). Organisations are required to lodge the required details for an election with the Fair Work Commission (see section 189). When they provide that information, the General Manager of the Fair Work Commission passes it to the AEC. The AEC then proceeds to conduct the election. There are a number of offences in relation to the actions, which hinder or obstruct an election and the AEC would refer allegations of breaches to the General Manager of the Fair Work Commission or to the Australian Federal Police. If the allegation can be construed as an “irregularity” (see Mcjannett, in the matter of an application for an inquiry in relation to an election for offices in the Construction, Forestry, Mining and Energy Union, Western Australian Branch (No 2) [2009] FCA 1015) that has affected the outcome of the election, then under subsection 200(2) of the Registered Organisations Act, the AEC is required to make an application to the Federal Court for an Inquiry.

The AEC was involved with four matters before the Federal Court of Australia in 2012–13. All four matters involved the eligibility of candidates to stand for election for vacant office bearer positions with their respective industrial organisations. The reported decisions in these matters are:

■ Troy Gray, in the matter of an application for an inquiry relating to an election for an office in the Communications, Electrical, Electronic, Energy, Information, Postal, Plumbing, and Allied Services Union of Australia, Electrical, Energy and Services Division (No 2) [2012] FCA 1387

■ Asmar, in the matter of an election for an office in the Victorian No 1 Branch of the Health Services Union (No 3) [2012] FCA 1289

■ Mcjannett v Bulloch [2012] FCA 1233 ■ Beswick, in the matter of an Election for an Office in the Shop, Distributive & Allied

Employees’ Association v Swetman [2013] FCA 642.

Freedom of InformationThe AEC is subject to the Freedom of Information Act 1982 (FOI Act) and required to publish information for the public as part of the Information Publication Scheme (IPS). This requirement, in Part II of the FOI Act, has replaced the former requirement to publish a section 8 statement in an annual report. The AEC publishes, and regularly updates, this information on its website in accordance with the IPS requirements.

Performance auditsThe Australian National Audit Office provides quarterly Audit Activity reports to the BAC. In 2012–13, there were no specific performance audits in relation to the AEC.

94 Australian Electoral Commission Annual Report 2012–13

CASE STUDY

Delivering the franchise to the Torres StraitDelivering the franchise can be a ‘hot and sweaty’ job, particularly in the Torres Strait in September. That was certainly the experience for three AEC mobile polling teams, who spent two weeks island hopping to deliver the Torres Strait Regional Authority (TSRA) election.

A cluster of islands over 48 000 square kilometres…The Torres Strait is a waterway between far north Queensland and Papua New Guinea. Several clusters of islands lie in the Strait, collectively called the Torres Strait Islands. The islands are scattered over 48 000 square kilometres, from the tip of Cape York, north towards the borders of Papua New Guinea and Indonesia. It is the only part of Australia sharing a border with a neighbouring country. Papua New Guinea is 3.73 kilometres from the northern most point and Indonesia is only 3.5 kilometres from the northwestern edge.

The various Torres Strait Islander communities have a distinct culture and long‑standing history with the islands and nearby coastlines. Records of habitation go back 2 500 years. Recognition of Native Title in Australia first occurred for land in the Torres Strait.

Villages along the PNG southern coastline conduct traditional trade and cross border visits. The traditional people of Torres Strait are of Melanesian origin and speak two distinct languages. In the Eastern Islands, the traditional language is Meriam Mir, while the Western and Central Island groups speak either Kala Lagaw Ya or Kala Kawa Ya, which are dialects of the same language.

The TSRA is a Commonwealth authority, which has 20 elected representatives who are Torres Strait Islander and Aboriginal people living in the Torres Strait region. Torres Strait has 20 wards (electoral divisions).

Polling place for the 2012 TSRA elections,

Port Kennedy Hall, Thursday Island.

Section 4: Governance and accountability Case study 95

September elections to fill twenty positionsThe AEC conducted the TSRA elections on 15 September 2012. The task was to fill 20 positions. At the time, there were no nominations received in the ward of Kubin, so there was another election for the ward held in December 2012.

Figuring out election logistics is the AEC’s mainstay, so conducting the TSRA Board elections, with some distinct logistics, is the type of challenge AEC staff are prepared for.

Managing in the hot, steamy climate was just one challenge. A bigger challenge was navigating the geography to reach all voters, especially the small number of voters in the outer islands. AEC staff, including Indigenous Electoral Participation Program staff, conducted community how‑to‑vote workshops. Radio advertising ran in Creole and English. As well as static polling places, voting options included pre‑polling, postal voting and mobile polling. The mobile polling teams travelled in small planes, by ferry and four wheel drive vehicles, election paraphernalia in tow, to deliver the franchise to the Torres Strait.

The teams’ efforts resulted in high voter turnout, particularly as voting in TSRA elections is not compulsory.

Poruma, or ‘Coconut’ Island

5IMPROVING EFFICIENCY

Stamps help allocate election documentation such as forms and envelopes for polling places.

5IMPROVING EFFICIENCY

98 Australian Electoral Commission Annual Report 2012–13

5Improving efficiency

AEC workforceManaging a workforce that increases to around 70 000 for an electoral event requires careful planning. The AEC’s workforce preparation for the election included the Investing In Our People Program and recruiting, retaining and maintaining contact with staff.

Investing In Our PeopleThe Investing In Our People program is one of the three enabling themes in the AEC’s five‑year strategic plan. In 2012–13, the review of the goals and activities took account of State of the Service Employee Survey results and staff feedback. AEC activities included:

■ staff seminar series ■ Rising to Management residential course ■ polling staff development ■ staff consultation and engagement initiatives for 2013–14.

Seminar seriesThe AEC seminar series provides insights into political and social culture across a range of topics. Speakers included:

■ Professor Hans‑Dieter Klingemann, Social Science Research Centre Berlin, discussed the role of political institutions in shaping electoral behaviour.

■ Antony Green, electoral analyst and commentator, responded to the question: What type of electoral system would you invent in Australia if you had the opportunity and why?

■ Graeme Innes AM, Disability Discrimination Commissioner, discussed the challenges for voters with disability and how the AEC can respond.

■ Ed Killesteyn, Electoral Commissioner, discussed the next phase of the AEC’s electoral reform program.

■ Dr Therese Arseneau, University of Canterbury, shared her views on the changing world and voter turnout.

The AEC improved efficiency by managing and investing in the AEC workforce, further modernising the ICT environment and effectively managing resources.

Section 5: Improving efficiency AEC workforce 99

2013 Rising to Management participants. Back row, left to right: Deborah O’Neill, Michelle Smith, Andrew Murray, Andrew Reid, Ross Mulcahy, Nigel Inglis. Second row, left to right: Ann Tebble, Emma Wigley, Joanne Barratt, Eve Brenac‑Mooney, Lindsey Almond, Deborah Bush, Helen McCarthy. Front row, left to right: David Georgeson, Karen Greygoose, Nicole Fagan, Malcolm Abercrombie, Julie Costello, Alison Catlin, Damian Read.

Rising to ManagementThe second Rising to Management program ran from May 2012 to April 2013. The program enhances career progression for APS 1–5 AEC staff—Rising to Management invests in staff management potential.

A series of residential courses, held every second month in Sydney, included instructor led sessions on:

■ communication ■ leadership ■ ethical decision making

■ delegation ■ managing performance ■ productive teams

Participants completed an APM Introduction to Project Management certification and the Introduction to Electoral Administration module from the BRIDGE program.

The AEC improved efficiency by managing and investing in the AEC workforce, further modernising the ICT environment and effectively managing resources.

100 Australian Electoral Commission Annual Report 2012–13

5Figure 7: Vacancies advertised 2010 through 2013

5

10

15

20

25

30

2012–132011–122010–11

JunMayAprMarFebJanDecNovOctSepAugJul

Polling staff developmentAn update of electoral training resources for polling staff included election procedure handbooks and workbooks, and instructor led and online training, with greater focus on polling and scrutiny. This followed recommendations by the internal working group who assessed employment, pay and training of polling officials at the 2010 election.

Staff consultation and engagement initiativesThrough 2012–13, the AEC held forums at national, state and territory levels to consult staff on their employment and the way they work.

The State of the Service Census results for 2012–13 showed improved staff engagement and efficiency at a time of change to workplace structure, systems and processes.

AEC staff are generally positive about the AEC as an employer. They trust their managers and work in strong local teams. This strengthening workforce culture follows major and rapid change over the last three or four years, as the AEC has modernised services for voters and worked to be election ready.

Survey results highlighted ongoing staff concerns about:

■ opportunities for career progression ■ quality of performance management ■ standard of decision‑making.

Using the Human Capital Planning Framework, the AEC developed initiatives under the Investing In Our People program around organisational culture, leadership, structure and workplace conditions, to increase employee engagement. Four areas of focus were:

■ build capability and influence culture ■ strategic learning and development ■ strategic workforce planning ■ innovation.

Section 5: Improving efficiency AEC workforce 101

Recruiting, retaining and maintaining contact with staff

Recruiting staffDuring 2012–13, the AEC improved recruitment support, and updated AEC documentation and guidelines to reflect best practice across the APS.

Job advertising The AEC complies with guidelines regarding campaign and non‑campaign advertising. During 2012–13, the Electoral Commissioner exempted the AEC on one occasion to enable advertising of vacancies in print media in Darwin, where it is difficult to attract suitable applicants via online methods.

Figure 7 (page 100) shows vacancies advertised from 2010 through 2013. Advertised vacancies fell 21 per cent, from 146 last year to 115 across all AEC offices.

Graduate programThe AEC’s graduate program strengthens organisational capacity and builds leadership potential. Graduates undertake three placements across core business areas and complete a Diploma of Government with the Australian Public Service Commission (APSC). From a record 255 applications, the AEC selected eight candidates for 2013.

Major projects delivered by 2012 graduates included:

■ investigation of the potential for fraud to affect an election result ■ integration of Indigenous participation activities into AEC mainstream work, a finalist in

the APSC’s Major Project Video Award.

Described as a highlight, 2012 graduates worked with staff in state or divisional offices to gain operational experience.

Retaining staffThe staff retention rate for ongoing staff in 2012–13 was 93.6 per cent, slightly down from 95 per cent in 2011–12. The retention rate fluctuates but is generally trending upwards and has averaged around 90 per cent over the past eight years. The average length of service for ongoing staff is 8.9 years.

To maintain election readiness, the AEC increased contact with polling officials and casual staff. During 2012–13, the strategy focused on refreshing registrations of interest in the AEC employment system, and maintaining relationships with polling officials between electoral events, and keeping the employment database up‑to‑date.

Front row, left to right: Carla Ward, Amanda Axiak, John De Marco, Jo FeeneyBack row, left to right: Adele Thornton, David Carr, Ben Hamilton (Chris Leonard absent)

102 Australian Electoral Commission Annual Report 2012–13

5An upgrade to the AEC employment system improved efficiency and reporting.

Working for the AECAt 30 June 2013, the AEC employed 2 492 ongoing, non‑ongoing and irregular or intermittent staff at 108 sites across Australia—national office and the National Electoral Education Centre in Canberra, state and territory offices, divisional offices, and storage and warehouse locations. Table 10, Table 11 and Table 12 show staffing figures.

Table 10: Irregular or intermittent staff by classification

Classification Number of staff

APS 1 1 545

APS 2 3

APS 3 5

APS 4 15

APS 5 5

APS 6 9

EL 1 1

Total 1 583

APS = Australian Public Service; EL = Executive Level

Section 5: Improving efficiency AEC workforce 103

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104 Australian Electoral Commission Annual Report 2012–13

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106 Australian Electoral Commission Annual Report 2012–13

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108 Australian Electoral Commission Annual Report 2012–13

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5Employment agreementsThe AEC Enterprise Agreement 2011–2014 covers the majority of AEC staff. Table 13 shows salary ranges for each classification under the agreement.

Australian Workplace AgreementsAn Australian Workplace Agreement covered one senior executive service officer.

Section 24(1) determinationsIn 2012–13, the terms and conditions of employment of 23 employees, comprising senior executive service and executive level officers, were set by individual determinations under s.24(1) of the Public Service Act 1999.

Collective Determination under the Commonwealth Electoral Act 1918The AEC has a collective determination for staff engaged under the Electoral Act. The collective determination covers temporary staff, such as polling officials, for the election period only and sets the terms and conditions, hourly rates of pay and other entitlements. In August 2012, there was an update to the collective determination to conduct the Torres Strait Regional Authority elections and to maintain election readiness and in June 2013, there was a further update prior to the federal election.

Table 13: AEC Enterprise Agreement 2011–2014 salary ranges by classification 30 June 2013

Classification Remuneration band ($)

EL 2 108 946–127 920

EL 1 92 149–103 842

APS 6 73 788–82 702

APS 5 66 658–73 052

APS 4 59 765–65 493

APS 3 53 623–58 764

APS 2 47 077–52 207

APS 1 41 598–45 976

APS = Australian Public Service; EL = Executive Level

Table 14: Base salary bands for statutory appointees and senior executive staff effective 30 June 2013

Staff (no.) 1 Remuneration band ($) 2

5 180 000–299 999

6 150 000–179 999

8 130 000–149 999

0 up to 129 999

1. This data includes staff acting in positions at 30 June 20132. Bands do not represent total remuneration; they include salary for superannuation purposes but do not include other

components of salary packaging such as cars and superannuation.

Section 5: Improving efficiency AEC workforce 111

Senior executive remunerationThe Remuneration Tribunal determines the remuneration for the Electoral Commissioner under the Remuneration Tribunal Act 1973.

Other statutory appointees are part of the principal executive officer structure under the Remuneration Tribunal Act. The Electoral Commissioner determines remuneration and conditions for appointees within parameters set by the Remuneration Tribunal. Base salary bands for statutory appointees and senior executive staff is at Table 14 (page 110).

Individual flexibility arrangementsTo meet the needs of the AEC and individual employees, under the AEC Enterprise Agreement 2011–2014, the Electoral Commissioner may agree to individual flexibility arrangements with employees, for one or more of the following:

■ working hours ■ overtime rates ■ penalty rates

■ allowances ■ remuneration ■ leave

During 2012–13, 18 employees entered individual flexibility arrangements, for allowances specific to their role and/or location.

Performance management and performance paySalary progression is subject to meeting performance standards governed by the performance management program. AEC performance management covers ongoing and non‑ongoing staff, employed for six months or more, and forms part of the AEC Enterprise Agreement 2011–2014.

Individual performance plans exist as part of the Investing In Our People program. They allow managers to monitor and review staff performance agreements.

People Services provides assistance and advice to managers and staff. This has led to increased confidence for staff and managers in addressing performance issues.

In November 2012, the annual AEC National Excellence Awards formally acknowledged seven individuals and three teams who made an outstanding contribution to the AEC and whose achievements exemplified AEC values, behaviours and culture.

To recognise and reward the superior effort of staff at a local level, state and territory offices conducted Local Excellence Awards.

The Recognition and Rewards Program, initiated through the Investing In Our People program, enable managers and colleagues to reward individual staff or teams and celebrate superior performance or exemplary behaviour.

In 2012–13, performance bonuses were not offered to any employees.

112 Australian Electoral Commission Annual Report 2012–13

5Figure 8: Staff profile by self‑identified category

0%

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ATSI CALD PWD

2012–132011–122010–112009–102008–092007–082006–07

ATSI = people with Aboriginal and Torres Strait Islander backgrounds; CALD = people from culturally and linguistically diverse backgrounds; PWD = people with disabilityIn each category, the rates relate to employees who choose to self‑identify. Employees may be reported under more than one heading. Data excludes irregular or intermittent staff.

Workplace diversityIn 2012–13, diversity statistics remained relatively stable, except for staff self‑identifying as being of Aboriginal or Torres Strait Islander background, which decreased from 2.8 to 2 per cent. This was partly a result of the reduced staffing level following the IEPP review. Figure 8 (above) shows diversity trends over the past seven years.

The AEC identified positions to recruit Aboriginal or Torres Strait Islander peoples and participated in the APSC Pathways program to engage Indigenous graduates. Targeted recruitment of staff from specific cultural and linguistically diverse backgrounds (CALD) to assist with electoral awareness programs in areas of need ensured the AEC met the government target for CALD. Advertising vacancies with the ‘direct to interview’ option for persons with a disability commenced. Table 15 shows the percentage of staff that self‑identify as belonging to diversity categories.

Table 15: AEC workforce at 30 June 2013 at a glance (excludes irregular or intermittent employees)

AEC 2012–13 workforce Percentage of staff

Full time 87.6

Linguistically diverse background 6.9

Female 67.0

Average age 46.9

45 years and over 60.1

Section 5: Improving efficiency AEC workforce 113

Figure 9: Staff by age group as at 30 June 2013

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Diversity trendsThe age profile for AEC staff, as shown in Figure 9 (above), indicates a disproportionate ratio of older to younger employees.

Reconciliation Action PlanThe AEC’s Reconciliation Action Plan has been in place for 12 months. Actions in the plan aim to create meaningful and lasting change towards recognition and respect.

Through three key areas, relationships, respect and opportunities, the plan outlines ways the AEC can:

■ build and sustain relationships with Aboriginal and Torres Strait Islander peoples ■ improve service delivery to Aboriginal and Torres Strait Islander peoples.

There was significant progress in the three key areas of the plan:

■ Relationships: AEC employees are establishing an Indigenous Employees Network, have participated in whole of government networks to foster Indigenous employment and participation, and developed strategic partnerships with Indigenous businesses to strengthen engagement with Indigenous stakeholders. The AEC’s Indigenous Electoral Participation Program (IEPP) sets a standard of respectful and inclusive engagement with Indigenous communities.

■ Respect: To help raise awareness and build relationships across cultures, a Cultural Awareness e‑learning package helps build understanding and skills to engage with Indigenous Australians. The package includes an overview of the history and culture of Aboriginal and Torres Strait Islander peoples, and compliments current AEC training in states and the Northern Territory.

■ Opportunities: The AEC recognises that Indigenous people can best determine their future. Accordingly, the AEC targets positions and recruits to achieve this. Graduate positions in 2014 include a designated Indigenous position.

114 Australian Electoral Commission Annual Report 2012–13

5Workplace health and safety

Changed work health and safety lawsIn 2012–13, the AEC applied changes in work health and safety (WHS) legislation to ensure compliance and due diligence. Key activities included:

■ completing a WHS risk register, which distinguishes between business as usual and election specific risks

■ updating WHS documentation and election specific guidance and training material ■ external auditors of the AEC’s compliance against WHS legislation ■ risk assessment of first aid provisions and manual handling at election time ■ reviewing new warehouse set‑up ■ developing a national inspection schedule ■ developing national hazardous substance register.

Dissemination of changes to WHS legislation was through a collaborative website, training, site visits, national programs and working parties.

Table 16: Work health and safety incidents 2012–13

Type of incident Number of reports

Exposure to muscular stress 14

Falls on the same level 14

Hitting stationary object 8

Exposure to mental stress factors 3

Hit by falling object 3

Other and multiple mechanisms of incident 3

Abuse and/ or assault 2

Animal and/ or insect bite 2

Contact with electricity 2

Contact with hot/ cold object or substance 2

Exposure to environmental factors 2

Fire or explosion 2

Trapped by equipment or object 2

Contact with sharp objects and/ or materials 1

Exposure to biological factors 1

Exposure to chemical or substance 1

Exposure to single/sudden sound 1

Unspecified 1

There were no reports of drowning or immersion, exposure to a traumatic event, exposure to long‑term sound, falls from a height, harassment and/ or bullying, hit by moving object or vehicle accident.

Section 5: Improving efficiency AEC workforce 115

Table 17: Work health and safety incidents 2010–13

Year Number

2010‑2011 190 1

2011‑2012 39

2012‑2013 64

1. The 2010 Federal Election was in financial year 2010–11.

Table 18: New AEC‑managed compensble and non‑compensble injuries 2010–13

Case management type 2010–11 2011–12 2012–13

Compensable 27 11 9

Non‑compensable 26 26 17

Event managementIn 2012–13, staff reported 64 workplace, health and safety events, comprising 53 incidents, seven near hits and four hazards (see Table 16, page 114). This was an increase from the previous year and shows the importance of event management.

A comparison over three years including the federal election (2010–2011) where staffing numbers increased significantly, is in Table 17 (above).

Comcare, the incident management regulator, was not required to investigate any incidents, and the AEC was not subject to any provisional improvement notices. The AEC reported two notifiable incidents to Comcare; one serious injury and one dangerous incident.

Muscular stress and falls on the same level were the predominant incidents reported. The AEC will continue to work with health and safety committees to promote safe work practices, prevention strategies and risk mitigation.

Claims managementIn 2012–13, the AEC managed nine new cases for compensation, 16 continuing cases, and 43 cases of non‑compensable injuries. Sixty‑three per cent of injuries were non‑compensable and 37 per cent compensable (see Table 18, above).

The AEC complies with the Safety, Rehabilitation and Compensation Act 1988 (SRC Act) for provision of workers’ compensation and injury management. The SRC Act has a strong focus on workplace rehabilitation. The AEC has two dedicated case managers responsible for workplace rehabilitation. During 2012–13, the AEC:

■ developed a rehabilitation management system, which complies with the Guidelines for Rehabilitation Authorities 2012, and will be implemented in 2013–14

■ managed non‑compensation injuries and proactively managed staff with pre‑existing or new non‑work‑related injuries or illnesses.

The number of new cases the AEC managed for compensable and non‑compensable injuries over the past three years is at Table 18 (above).

116 Australian Electoral Commission Annual Report 2012–13

5Annual premiumThe AEC workers’ compensation premium for 2012–13 under the Comcare scheme was $789 819.

Health and wellbeing programsThe AEC offers elective health and wellbeing programs including:

■ the employee assistance program (EAP) ■ annual influenza vaccinations ■ workstation assessments ■ eyesight testing reimbursements ■ financial support for early intervention on health matters.

In 2012–13, 458 staff received flu vaccinations, up from 267 the previous year due to the impending election and increase in casual workers.

Promotion of EAP was a key activity following on from mental health training for managers the previous year. EAP supports staff wellbeing ahead of the federal election.

Recognising carersThe AEC’s policies recognise that staff may have caring responsibilities. The AEC Enterprise Agreement 2011‑2014 provides flexible working arrangements, carer’s leave and reimbursement for emergency dependent care if required. EAP services are available to AEC staff and their families including assistance and advice on coping with caring responsibilities.

Respect at workThe AEC launched a new Respect at Work Policy and Guidelines in December 2012, which replaced the AEC’s Bullying and Harassment policy. The guidelines aim to ensure a safe, healthy, fair and supportive workplace and provide information on:

■ what is and is not bullying ■ the legislative framework for dealing with inappropriate behaviour ■ the responsibilities of executives, managers and staff ■ the new process for handling complaints ■ options for reporting issues.

The new complaint process provides greater transparency of lodged complaints to ensure all parties are clear on the pathways and individual rights.

Alongside the Respect at Work Policy and Guidelines, the AEC refreshed the Harassment Contact Officer (HCO) network. Twenty‑one HCOs represent the AEC network and provide peer support and information to reduce bullying, harassment and discrimination.

Between January and June 2013, there were five allegations. There were 14 contacts made to HCOs, which did not result in notifications.

Section 5: Improving efficiency Information and communications technology 117

Larger work unitsIn 2012–13, larger work units (LWUs) continued to deliver benefits for the AEC and the public. The co‑location of divisional offices into one larger provides opportunities for career progression for staff while meeting public expectations of convenience and efficiency.

The AEC established new LWUs in South Australia, Victoria, New South Wales and Western Australia. The Adelaide metro office opened in July 2012, bringing together the State Office and nine metropolitan divisional offices. The Perth metro office, launched in May 2013 combined the WA State Office and six inner metropolitan divisions. Collaboration between divisional staff, state management teams, and other key stakeholders continues as the AEC plans to deliver more LWUs across the states and territories after the 2013 federal election (see case study page 120).

Library servicesThe national office library provides information services for staff across the network, including reference material, such as historical publications, reports, journals, links to services and online journals. In addition to updating the book collection with new reference material, the library acquires resources from divisional office amalgamations and manages and preserves items of historical interest.

Information and communications technologyAEC information and communications technology (ICT) services use a combination of in‑house resources and external providers. During 2012–13, the AEC continued to focus on modernising the ICT environment to improve existing systems to support the next federal election. In particular:

■ implementing changes to enrolment systems to streamline processes and increase capacity

■ enhancing ICT infrastructure to support new devices such as multi‑function devices, tablet computers and smartphones

■ enhancing capabilities including online postal vote applications ■ implementing new capabilities including online enrolment form with signature capture ■ refining the ICT sourcing strategy to align with whole of government policies and panel

arrangements ■ implementing a pilot application for electronic mark‑off of voters via electronic certified

lists for the next federal election.

118 Australian Electoral Commission Annual Report 2012–13

5Environmental performanceIn 2012–13, the AEC used natural resources efficiently, managed waste and reduced energy consumption. Highlights include:

■ a total 75 per centa of the AEC business vehicle fleet met or exceeded the recommended Green Vehicle Guide rating of 10.5 or better

■ energy usage for tenant light and power was 9820 mega joules per person, a  14.5 per cent decrease on the previous yearb.

In the lead up to the federal election, planning to reduce the environmental impact of election day includes:

■ providing cardboard recycling bins in polling places to encourage recycling of such things as how‑to‑vote cards

■ using cardboard and paper equipment manufactured from recycled materials, where possible, for election materials

■ encouraging re‑use of cardboard polling equipment by providing it to schools or community groups for educational purposes

■ manufacturing unbranded AEC polling equipment to encourage re‑use by other electoral bodies and community groups

■ recycling unwanted polling equipment where possible.

In accordance with s.516A of the Environment Protection and Biodiversity Conservation Act 1999 (EPBC Act) the AEC reports on environmental performance and measures to minimise the effect on the environment including:

■ recommendations of the Australian National Audit Office’s Performance Audit Report No. 47 of 1998–99

■ Department of Sustainability, Environment, Water, Population and Communities’ Energy Efficiency in Government Operations policy

■ Fleet Monitoring Body guidelines for use of ethanol.

The AEC does not report on environmentally sustainable development, as the AEC’s business activities and environmental outcomes do not have a relationship with the principles and objectives of environmentally sustainable development. Additionally, activities do not have an impact on matters of national environmental significance, and the AEC does not administer legislation in relation to the EPBC Act.

a Vehicles that did not meet the Green Vehicle Guide target were specific goods carrying or remote operations vehicles.b Remains above the target of 7 500 mega joules per person per annum for tenant light and power.

Section 5: Improving efficiency Environmental performance 119

Measures to minimise the effect of AEC office operations on the environment are:

■ contracting service providers to collect and recycle paper, cardboard, plastics, aluminium and glass from national office, and remove spent toner cartridges from all offices

■ using partly recyclable products wherever possible ■ applying double‑sided default printer settings to reduce office paper consumption ■ promoting E10 petrol for AEC vehicles ■ considering environmental impacts in the design and layout of new and upgraded

accommodation ■ continuing to work with the Department of Finance and Deregulation to plan the future

of the AEC’s national office building, in particular the buildings capacity to meet energy efficiency standards

■ working with contracted property services providers to reduce energy consumption in state and divisional offices.

The National Electoral Education Centre participates in the ACTSmart Business Program, and won its third ACTSmart Business trophy in February. The aim is to reduce waste sent to landfill, and builds on the NEEC’s paper recycling to cover other materials such as plastic bottles.

Since joining in 2010, the NEEC has reduced yearly waste to landfill by 83 per cent from 17.5 m3 per annum to 2.9 m3, while maintaining annual visitor numbers of 90 000.

120 Australian Electoral Commission Annual Report 2012–13

CASE STUDY

(L to R) Frank Wanganeen, Geoff Lang, Claire Witham, Ed Killesteyn, Daryl Melham, Rebecca MacDonagh, Sue Colliver, Frances Roberts at the opening of the Adelaide Metropolitan Office in July 2012.

Nine into one does go…With a Welcome to Country greeting from an Indigenous elder and a formal opening by Daryl Melham MP, the Adelaide Metropolitan Office was declared open for business in July 2012. This event marked the culmination of 18 months hard work, as nine AEC offices were consolidated into one.

In part using the AEC’s existing floor space in Adelaide’s CBD, a vibrant and contemporary workspace was created to house staff from nine divisional offices and the South Australian State Office. This is the first step in implementing a strategic vision for electoral services in South Australia over the next decade.

Against a backdrop of shifts in AEC business practices, brought about by legislative change and developments in technology to deliver secure enrolment transactions, the South Australia management team turned their attention to creating a fresh working environment.

Providing a more flexible and efficient way of delivering critical election‑cycle tasks is at the forefront of Adelaide’s larger work unit (LWU). The co‑located team is able to collaborate on key activities to offer improved response times and overall productivity.

Bringing people together from a dispersed network harnessed decades of electoral knowledge in a single location. This provides opportunities for staff to develop new skills, build new experiences and share information.

Centralised resources allow the creation of specialist project teams dedicated to key electoral services such as enrolment, community engagement, voting services, materials management and industrial elections.

Section 5: Improving efficiency Case study 121

While larger work units have been a feature of the AEC’s organisational structure for over four decades, the Adelaide metropolitan office is the AEC’s largest amalgamation to date. Conceived with staff consultation at its core, the initial operating plan reflects the broad consensus of staff. Underpinning the project’s success is an unwavering commitment to consultation and dealing with contentious issues as they arise.

Alongside the AEC’s ambition to build a better workplace and provide better services, the project aims to meet a target of cost‑neutrality. Acknowledging the bold nature of the project, a series of reviews will ensure obligations to the community, staff, and stakeholders continue to be met.

Towards the end of 2012 the first stage of the review process was conducted and a comprehensive review is scheduled for 2014. While the expected minor recalibrations in workflow practices were identified, the 2012 review offered testimony to the achievement of Adelaide metropolitan office staff in successfully implementing a fresh model for the delivery of electoral services to Australians.

Bringing people together from a dispersed network harnessed decades of electoral knowledge in a single location.

Number counters are used by ballot box guards to count voters.

6MANAGING FINANCES AND ASSETS

Number counters are used by ballot box guards to count voters.

6MANAGING FINANCES AND ASSETS

124 Australian Electoral Commission Annual Report 2012–13

6Managing finances and assets

The AEC’s management of assets and contractual arrangements, financial performance,financial statements, financial analysis and the independent auditor’s report follows.

Assets managementThe AEC manages both physical and information assets. Physical assets include IT software and hardware, office fit‑outs, and office machines and equipment. Information assets include major computer systems that help the AEC manage the electoral roll and conduct elections.

Physical assetsThe Information Technology Branch manages the AEC’s IT assets, including servers, desktop computers, printers, scanners and operational software.

The National Property team manages accommodation and fit‑outs based on the AEC’s implementation of larger work units policy, which incorporates an ‘end of life’ or ‘end of lease’ schedule. An external commercial property manager is engaged to assist with property management.

Workplace Services and Security staff oversee the asset database and manage office equipment and non‑networked machines using an ‘end of life’ replacement schedule. Service and maintenance agreements ensure all assets are fully functional and operate optimally.

Major asset purchases in 2012–13 were office fit‑outs for a number of office co‑locations and the purchase of multi‑function devices for the entire AEC network. Multi‑function devices (MFDs) provide printing, scanning and photocopying. The AEC procured MFDs under the whole of government panel arrangements to replace existing printers and photocopiers that had reached the end of life.

Section 6: Managing finances and assets Procurement 125

Information assetsThe enrolment system (GENESIS/RMANS) and the election management system (ELMS) are the AEC’s main processing systems. During 2012–13, the AEC improved these systems to ensure election readiness. These systems are fundamental to:

■ support initiatives to grow and maintain the electoral roll ■ determine and maintain voter entitlements ■ conduct federal elections, referendums and by‑election events.

Greater use of contemporary technologies delivered better access to online services. For example:

■ Check Enrolment – an online enrolment verification ■ Online Enrolment – a facility to enrol and/or update enrolment details ■ Online Postal Vote Application – a facility to register for a postal vote ■ AEC Employment – an online facility to apply for temporary employment and monitor

progress of an application ■ Forms upload – an online facility to upload scanned forms.

ProcurementIn 2012–13, the Commercial Law and Procurement section improved procurement planning, with the aim of more accurately projecting future procurements in the AEC’s Annual Procurement Plan. They updated and simplified procurement policies, processes and practices, consistent with the Financial Management and Accountability Act 1997 and the Commonwealth Procurement Rules to assist staff conduct procurement in accordance with the AEC’s Chief Executive Instructions.

AEC staff received specialist advice and training to help them meet their obligations under the procurement policy framework and determine value for money. To support staff training, e‑learning modules are being developed for 2013–14.

TendersThere were seven open tender requests published electronically in AusTender in 2012–13.

The AEC’s management of assets and contractual arrangements, financial performance,financial statements, financial analysis and the independent auditor’s report follows.

126 Australian Electoral Commission Annual Report 2012–13

6Environmental guidelinesThe AEC uses the Department of the Sustainability, Environment, Water, Population and Communities’ Environmental Purchasing Guide and checklists and takes account of relevant energy and environmental issues in government procurement.

During 2012–13, all AEC approaches to the open market for services complied with the Environmental Purchasing Guide and checklists. The procurements were:

■ freight services in NSW and ACT ■ polling official training DVD ■ freight services in SA ■ electronic voting system

■ document imaging services ■ freight services for ballot papers in

NSW and ACT ■ recycling services.

GrantsThe AEC did not administer any discretionary grant programs in 2012–13.

Contractual arrangementsConsultanciesDuring 2012–13, the AEC’s new consultancy contracts involved total actual expenditure of $1 069 989. There were 24 new consultancies, with a value of $10 000 or more, let during 2012–13. This was almost double the total actual expenditure on consultancy contracts in 2011–12, of $537 982. Preparations for the 2013 federal election was responsible for the increase in consultancy contracts.

There were no ongoing consultancy contracts or related ongoing expenditure.

The AEC engaged consultants for the following purposes:

■ accounting services ■ internal audits ■ public relations ■ management advisory services ■ feasibility studies or screening of project ideas ■ education and training services ■ business intelligence consulting services ■ human resources services ■ economic or financial evaluation of projects.

Table 19 details consultancy contracts let to the value of $10 000 or more. Further information on the value of AEC contracts and consultancies is on AusTender.

Section 6: Managing finances and assets Contractual arrangements 127

Consultancy policyThe AEC may engage consultants under s.35(2) of the Electoral Act, and may determine the terms and conditions of engagement of those consultants under s.35(4) of that Act. Engagement of consultants may also be in accordance with the FMA Act.

The AEC also considers whether:

■ the services involve the development of an intellectual output that assists with agency decision making

■ the output reflects the independent views of the service provider.

If the answer to both questions is ‘yes’ the arrangement is categorised 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 follow the policy and procedures in the Department of Finance and Deregulation’s Guidance on the Mandatory Procurement Procedures—January 2005 (Financial Management Guidance No. 13). Senior management engage consultants in accordance with the AEC Financial Delegations Schedule.

128 Australian Electoral Commission Annual Report 2012–13

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130 Australian Electoral Commission Annual Report 2012–13

6Australian National Audit Office access clausesDuring 2012–13, all AEC contracts in excess of $100 000 (GST inclusive) included provisions for the Auditor‑General to have access to the contractor’s premises.

Exempt contractsDuring 2012–13, 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 performance analysisFor 2012–13, the AEC’s operating deficit was $2.1 million compared to $9.2 million in 2011–12. The operating deficit is lower than expected due to:

■ the decrease in long service leave provisions as a result of the increase in the treasury bond rate

■ pre‑election enrolment stimulation and referendum expenses delayed to next financial year.

The Balance Sheet as at 30 June 2013 shows total assets of $62.0 million and total liabilities of $38.3 million. The total assets include cash and receivables of $23.0 million.

Net assets have increased by $10.8 million (83 per cent). This is due to the following:

■ decrease in employee provisions as a result of the increase in the treasury bond rate ■ decrease in supplier payables as there were large payables due last year for the

Count Me In campaign and simulated election ■ increases in internally developed software from the development of the Electronic

Certified List and enhancements to GENESIS ■ increase in land and buildings due to the fit‑out of larger working units ■ increases in plant and equipment due to the purchase of multi‑function devices and

inventory in the preparation for the next federal election ■ increase in appropriations receivable due to the delay in expenditure on pre‑election

enrolment stimulation and referendum costs.

The Australian National Audit Office has issued an unqualified audit opinion for the AEC’s 2012–13 financial statements.

Section 6: Managing finances and assets Financial statements 131

Financial statements

132 Australian Electoral Commission Annual Report 2012–13

6

Section 6: Managing finances and assets Financial statements 133

134 Australian Electoral Commission Annual Report 2012–13

6Statement of comprehensive income for the period ended 30 June 2013

Notes2013 $’000

2012 $’000

EXPENSES

Employee benefits 3A 76 932 76 656

Supplier 3B 49 780 50 001

Depreciation and amortisation 3C 8 404 6 234

Write‑down and impairment of assets 3D 1 22

Disposal of assets 3E 121 845

Total expenses 135 238 133 758

LESS:

OWN‑SOURCE INCOME

Own‑source revenue

Sale of goods and rendering of services 4A 17 781 17 592

Other revenue 4B 1 074 232

Total own‑source revenue 18 855 17 824

Gains

Other gains 4C (9) 583

Total gains (9) 583

Total own‑source income 18 846 18 407

Net cost of services 116 392 115 351

Revenue from Government 4D 114 257 106 200

Deficit attributable to the Australian Government (2 135) (9 151)

OTHER COMPREHENSIVE INCOME

Items not subject to subsequent reclassification to profit or loss

Changes in asset revaluation surplus 1 988 225

Total other comprehensive income 1 988 225

Total comprehensive loss (147) (8 926)

Total comprehensive loss attributable to the Australian Government (147) (8 926)

The above statement should be read in conjunction with the accompanying notes.

Section 6: Managing finances and assets Financial statements 135

Balance sheet as at 30 June 2013

Notes2013 $’000

2012 $’000

ASSETS

Financial Assets

Cash and cash equivalents 5A 1 689 1 535

Trade and other receivables 5B 21 317 22 366

Total financial assets 23 006 23 901

Non‑Financial Assets

Land and buildings 6A, C 11 932 8 620

Property, plant and equipment 6B, C 5 796 3 814

Intangibles 6D, E 15 903 13 674

Inventories 6F 3 594 2 983

Lease incentive 163 252

Other non‑financial assets 6G 1 653 2 191

Total non‑financial assets 39 041 31 534

Total assets 62 047 55 435

LIABILITIES

Payables

Suppliers 7A 5 728 8 436

Other payables 7B 8 518 9 250

Total payables 14 246 17 686

Provisions

Employee provisions 8A 22 535 23 250

Other provisions 8B 1 553 1 538

Total provisions 24 088 24 788

Total liabilities 38 334 42 474

Net assets 23 713 12 961

EQUITY

Parent Entity Interest

Contributed equity 28 117 17 218

Asset Revaluation Reserve 13 629 11 641

Accumulated deficit (18 033) (15 898)

Total parent entity interest 23 713 12 961

The above statement should be read in conjunction with the accompanying notes.

136 Australian Electoral Commission Annual Report 2012–13

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Section 6: Managing finances and assets Financial statements 137

Cash flow statement for the period ended 30 June 2013

Notes2013 $’000

2012 $’000

OPERATING ACTIVITIES

Cash received

Appropriations 111 511 100 338

Sales of goods and rendering of services 20 852 21 103

Lease incentives 3 219 670

Net GST received 4 150 2 872

Total cash received 139 732 124 983

Cash used

Employees 78 093 72 314

Suppliers 58 829 51 862

Total cash used 136 922 124 176

Net cash from operating activities 9 2 810 807

INVESTING ACTIVITIES

Cash received

Proceeds from sales of property, plant and equipment 25 –

Total cash received 25 –

Cash used

Purchase of property, plant and equipment 9 624 4 377

Purchase of intangibles 5 051 3 973

Total cash used 14 675 8 350

Net cash used by investing activities (14 650) (8 350)

FINANCING ACTIVITIES

Cash received

Contributed equity 3 197 1 778

Departmental Capital Budget 8 797 6 020

Total cash received 11 994 7 798

Net cash from financing activities 11 994 7 798

Net increase in cash held 154 255

Cash and cash equivalents at the beginning of the reporting period 1 535 1 280

Cash and cash equivalents at the end of the reporting period 5A 1 689 1 535

The above statement should be read in conjunction with the accompanying notes.

138 Australian Electoral Commission Annual Report 2012–13

6Schedule of commitments as at 30 June 2013

2013 $’000

2012 $’000

BY TYPE

Commitments receivable

Commitments receivable1 (77 298) (75 765)

Net GST recoverable on commitments (1 619) (5)

Total commitments receivable (78 917) (75 770)

Commitments payable

Capital commitments

Property – 2 050

Plant and Equipment – 20

Total capital commitments – 2 070

Other commitments

Operating leases2 70 883 56 434

Other3 24 221 17 310

Total other commitments 95 104 73 744

Net commitments by type 16 187 44

BY MATURITY

Commitments receivable

Other commitments receivable

One year or less (19 196) (17 106)

From one to five years (57 337) (56 879)

Over five years (2 384) (1 785)

Total other commitments receivable (78 917) (75 770)

Total commitments receivable (78 917) (75 770)

Commitments payable

Capital commitments

One year or less – 2 070

From one to five years – –

Over five years – –

Total capital commitments – 2 070

Operating lease commitments

One year or less 13 174 10 645

From one to five years 31 489 26 153

Over five years 26 220 19 636

Total operating lease commitments 70 883 56 434

Section 6: Managing finances and assets Financial statements 139

2013 $’000

2012 $’000

Other Commitments

One year or less 20 523 14 061

From one to five years 3 698 3 249

Over five years – –

Total other commitments 24 221 17 310

Total commitments payable 95 104 75 814

Net commitments by maturity 16 187 44

Note: Commitments are GST inclusive where relevant.1. Commitments receivable by the AEC relates largely to arrangements with each state and territory for the sharing of certain

costs associated with the maintenance of the joint Commonwealth, State and Territory electoral rolls (2013: $70.9m; 2012: $69.9m)

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. Other commitments include Information Technology (IT) contractors and service agreements with IT and communication providers (2013: $10.3m; 2012: $10.0m).

The above schedule should be read in conjunction with the accompanying notes.

Schedule of contingencies as at 30 June 2013

2013 $’000

2012 $’000

Contingent assets

Claims for damages or costs – 90

Total contingent assets – 90

Net contingent assets (liabilities) – 90

Details of each class of contingent liabilities and contingent assets listed above are disclosed in Note 10: Contingent Liabilities and Assets, along with information on significant remote contingencies and contingencies that cannot be quantified.The above schedule should be read in conjunction with the accompanying notes.

140 Australian Electoral Commission Annual Report 2012–13

6Administered Schedule of Comprehensive Income for the period ended 30 June 2013

Notes2013 $’000

2012 $’000

EXPENSES

Other Expenses 15A 1 –

Total expenses administered on behalf of Government 1 –

LESS:

OWN‑SOURCE INCOME

Own‑source revenue

Non‑taxation revenue

Electoral fines/penalties 16A 32 41

Total non‑taxation revenue 32 41

Total own‑source revenue administered on behalf of Government 32 41

Total own‑source income administered on behalf of Government 32 41

Net contribution by services (31) (41)

Total comprehensive income 31 41

Administered Schedule of Assets and Liabilities as at 30 June 2013There were no administered assets or liabilities for the AEC.

Administered Reconciliation Schedule

2013 $’000

2012 $’000

Opening administered assets less administered liabilities as at 1 July

Surplus (deficit) items:

Plus: Administered income 32 41

Less: Administered expenses (1) –

Administered transfers to/from Australian Government:

Transfers to OPA (31) (41)

Closing administered assets less administered liabilities as at 30 June – –

Section 6: Managing finances and assets Financial statements 141

Administered Cash Flow Statement for the period ended 30 June 2013

Notes2013 $’000

2012 $’000

OPERATING ACTIVITIES

Cash received

Electoral fines/penalties 10 28

Other 22 13

Total cash received 32 41

Cash used

Political Parties/Candidates – –

Refund of Electoral fines/penalties 1 –

Total cash used 1 –

Net cash flows from operating activities 31 41

Net increase in Cash Held 31 41

Cash and cash equivalents at the beginning of the reporting period

Cash from Official Public Account for:

Appropriations – –

– –

Cash to Official Public Account for:

Appropriations (31) (41)

(31) (41)

Cash and cash equivalents at the end of the reporting period 18 – –

Administered Schedule of Commitments as at 30 June 2013There were no administered commitments for the AEC.

Administered Schedule of Contingencies as at 30 June 2013There were no administered contingencies for the AEC.

This schedule should be read in conjunction with the accompanying notes.

142 Australian Electoral Commission Annual Report 2012–13

6Notes to the financial statementsNote 1: Summary of Significant Accounting Policies 143Note 2: Events After the Reporting Period 151Note 3: Expenses 151Note 4: Income 153Note 5: Financial Assets 154Note 6: Non‑Financial Assets 156Note 7: Payables 161Note 8: Provisions 162Note 9: Cash Flow Reconciliation 163Note 10: Contingent Assets and Liabilities 164Note 11: Senior Executive Remuneration 164Note 12: Remuneration of Auditors 168Note 13: Financial Instruments 168Note 14: Financial Assets Reconciliation 170Note 15: Administered – Expenses 170Note 16: Administered – Income 171Note 17: Administered – Assets and Liabilities 171Note 18: Administered – Cash Flow Reconciliation 171Note 19: Administered – Contingent Assets and Liabilities 171Note 20: Administered – Financial Instruments 171Note 21: Appropriations 172Note 22: Special Accounts 176Note 23: Compensation and Debt Relief 176Note 24: Assets Held in Trust 177Note 25: Reporting of Outcomes 177Note 26: Net Cash Appropriation Arrangements 179

Section 6: Managing finances and assets Notes to the financial statements 143

Note 1: Summary of Significant Accounting Policies

1.1 Objectives of the Australian Electoral CommissionThe 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, providing electoral information, education programs and related services and managing funding and disclosure in relation to political parties.

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).

The Australian Government continues to have regard to developments in case law, including the High Court’s most recent decision on Commonwealth expenditure in Williams v Commonwealth (2012) 288 ALR 410, as they contribute to the larger body of law relevant to the development of Commonwealth programs. In accordance with its general practice, the Government will continue to monitor and assess risk and decide on any appropriate actions to respond to risks of expenditure not being consistent with constitutional or other legal requirements.

1.2 Basis of Preparation of the Financial StatementsThe 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 2011 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.

144 Australian Electoral Commission Annual Report 2012–13

6The 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 EstimatesNo 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 StandardsAdoption of New Australian Accounting Standard RequirementsNo 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 RequirementsThe 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 RevenueRevenue from the sale of goods is recognised when:

a. the risks and rewards of ownership have been transferred to the buyerb. the AEC retains no managerial involvement or effective control over the goodsc. the revenue and transaction costs incurred can be reliably measuredd. 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.

Section 6: Managing finances and assets Notes to the financial statements 145

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.

The AEC receives funding for programs under a Record of Understanding with AusAID. The nature of funding falls within two broad categories:

■ Specific services. These include training, hosting of international visitors or representation on a specific forum or council. Funding for specific services is recognised as revenue to the extent of costs incurred to date.

■ Generic services. This covers the cost of maintaining a presence in a country to provide advice and support to the Government of a specific nation in relation to electoral matters. Funding for generic services is recognised as revenue when the AEC is entitled to receive program funding.

Revenue from GovernmentAmounts 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 SchemeAmounts 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 GainsResources Received Free of ChargeResources 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 AssetsGains from disposal of assets are recognised when control of the asset has passed to the buyer.

146 Australian Electoral Commission Annual Report 2012–13

61.7 Transactions with the Government as OwnerEquity InjectionsAmounts 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 ArrangementsNet 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 OwnersThe 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 2012–13 or 2011–12.

1.8 Employee BenefitsLiabilities 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.

LeaveThe 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 2013. 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 RedundancyProvision 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.

Section 6: Managing finances and assets Notes to the financial statements 147

SuperannuationAEC 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 in the Department of Finance and Deregulation’s administered schedules and notes.

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 seven 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 LeasesA 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 2013.

Payments for operating leases with fixed increases 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 CashCash is recognised at its nominal amount. Cash and cash equivalents include notes and coins held and any deposits in bank accounts held at call with a bank or financial institution.

1.11 Financial AssetsLoans and ReceivablesTrade 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.

148 Australian Electoral Commission Annual Report 2012–13

6Impairment of Financial AssetsFinancial 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 MethodThe 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 LiabilitiesOther Financial LiabilitiesSupplier 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 AssetsContingent 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 AssetsAssets 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 ThresholdPurchases 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

Section 6: Managing finances and assets Notes to the financial statements 149

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.

RevaluationsFair values for each class of asset are determined as shown below:

Asset Class Fair value measured at:

Leasehold Improvements Depreciation Replacement Cost

Infrastructure, Plant and 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 are 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 are 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.

DepreciationDepreciable 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:

2013 2012

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

ImpairmentAll assets were assessed for impairment at 30 June 2013. 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.

150 Australian Electoral Commission Annual Report 2012–13

6The 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 IntangiblesThe 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 life of the AEC’s software is between 1 to 10 years (2011–12: 1 to 10 years).

All software assets were assessed for indications of impairment as at 30 June 2013.

1.17 InventoriesInventories held for distribution are valued at cost, adjusted for any loss of service potential. The items recognised as inventory have been narrowed to include only cardboard equipment and declaration envelopes.

1.18 Taxation/Competitive NeutralityThe 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 ActivitiesAdministered revenues, expenses, assets, liabilities and cash flows are disclosed in the administered schedules and related notes.

Except where otherwise stated below, administered items are accounted for on the same basis and using the same policies as for departmental items, including the application of Australian Accounting Standards.

Administered Cash Transfers to and from the Official Public AccountRevenue 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 the 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 schedule of administered cash flows and in the administered reconciliation schedule.

RevenueAll administered revenues are revenues relating to ordinary activities performed by the AEC on behalf of the Australian Government. As such, administered appropriations are not revenues of the individual entity that oversees distribution or expenditure of the funds as directed.

Section 6: Managing finances and assets Notes to the financial statements 151

Note 2: Events After the Reporting Period

DepartmentalOn 1 July 2013, the Statute Stocktake (Appropriations) Act 2013 received royal assent to repeal all old Annual Appropriation Acts from 1 July 1999 to 30 June 2010. Under this requirement the AEC will return $0.400 million to Consolidated Revenue. This balance is included in Appropriations Receivable in Note 5B.

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

Note 3: Expenses

2013 $’000

2012 $’000

Note 3A: Employee Benefits

Wages and salaries 65 266 62 302

Superannuation:

Defined contribution plans 6 740 5 805

Defined benefit plans 3 975 3 464

Leave and other entitlements (852) 3 312

Separation and redundancies 1 803 1 773

Total employee benefits 76 932 76 656

Note 3B: Suppliers

Goods and services

Consultants 941 549

Contractors 4 553 3 985

Travel 3 765 4 391

IT services 10 675 9 658

Inventory 114 607

Other 17 958 19 239

Total goods and services 38 006 38 429

Goods and services are made up of:

Provision of goods – related entities 214 654

Provision of goods – external parties 15 884 16 154

Rendering of services – related entities 5 646 1 859

Rendering of services – external parties 16 262 19 762

Total goods and services 38 006 38 429

152 Australian Electoral Commission Annual Report 2012–13

6

2013 $’000

2012 $’000

Other supplier expenses

Operating lease rentals – related entities:

Minimum lease payments 1 797 1 781

Operating lease rentals – external parties:

Minimum lease payments 9 301 8 946

Workers compensation expenses 676 845

Total other supplier expenses 11 774 11 572

Total supplier expenses 49 780 50 001

Note 3C: Depreciation and Amortisation

Depreciation:

Property, plant and equipment 1 969 2 213

Leasehold Improvements 3 670 1 678

Total depreciation 5 639 3 891

Amortisation:

Intangibles 2 765 2 343

Total amortisation 2 765 2 343

Total depreciation and amortisation 8 404 6 234

Note 3D: Write‑Down and Impairment of Assets

Asset write‑downs and impairments from:

Impairment of receivables 1 22

Total write‑down and impairment of assets 1 22

Note 3E: Disposal of Assets

Property, plant and equipment:

Proceeds (25) –

Carrying value of assets disposed 89 845

Computer Software

Proceeds – –

Carrying value of assets disposed 57 –

Net loss from disposal of assets 121 845

Section 6: Managing finances and assets Notes to the financial statements 153

Note 4: Income

2013 $’000

2012 $’000

OWN‑SOURCE REVENUE

Note 4A: Sale of Goods and Rendering of Services

Provision of goods – related entities 72 37

Provision of goods – external parties 11 762 11 496

Rendering of services – related entities 5 078 5 863

Rendering of services – external parties 869 196

Total sale of goods and rendering of services 17 781 17 592

Note 4B: Other Revenue

Other 1 074 232

Total other revenue 1 074 232

GAINS

Note 4C: Other Gains

Resources received free of charge 84 82

Compensation payments received – 210

Change in fair value through profit and loss:

Leasehold Improvements (93) 291

Total other gains (9) 583

REVENUE FROM GOVERNMENT

Note 4D: Revenue from Government

Appropriations:

Departmental appropriation 105 257 97 200

Departmental special appropriations 9 000 9 000

Total revenue from Government 114 257 106 200

Departmental Appropriation for 2012–13 includes an amount of $3.795m relating to Appropriation Act 1 (2013–14).

154 Australian Electoral Commission Annual Report 2012–13

6Note 5: Financial Assets

2013 $’000

2012 $’000

Note 5A: Cash and Cash Equivalents

Cash on hand or on deposit 1 689 1 535

Total cash and cash equivalents 1 689 1 535

Note 5B: Trade and Other Receivables

Good and Services:

Goods and services – related entities 153 730

Goods and services – external parties 1 401 114

Total receivables for goods and services 1 554 844

Appropriations receivable:

Program funding 11 986 9 240

Equity Injections 1 654 4 581

Departmental Capital Budget 4 922 3 090

Total appropriations receivable 18 562 16 911

Other receivables:

GST receivable from the Australian Taxation Office 316 612

Other – related entities 213 243

Other – external parties 672 3 757

Total other receivables 1 201 4 612

Total trade and other receivables (gross) 21 317 22 367

Less impairment allowance account:

Goods and services – 1

Total impairment allowance account – 1

Total trade and other receivables (net) 21 317 22 366

Receivables are expected to be recovered in:

No more than 12 months 21 317 22 366

More than 12 months – –

Total trade and other receivables (net) 21 317 22 366

Receivables are aged as follows:

Not overdue 21 257 22 329

Overdue by:

0 to 30 days 41 35

31 to 60 days 14 2

61 to 90 days – –

More than 90 days 5 1

Total receivables (gross) 21 317 22 367

Section 6: Managing finances and assets Notes to the financial statements 155

2013 $’000

2012 $’000

The impairment allowance account is aged as follows:

Overdue by:

More than 90 days – 1

Total impairment allowance account – 1

Credit terms for goods and services are within 30 days (2012: 30 days).

Reconciliation of the Impairment Allowance Account:

Movements in relation to 2013

Goods and services

$’000Total

$’000

Opening balance 1 1

Amounts written off – –

Amounts recovered and reversed – –

Increase/decrease recognised in net surplus (1) (1)

Closing balance – –

Movements in relation to 2012

Goods and services

$’000Total

$’000

Opening balance – –

Amounts written off – –

Amounts recovered and reversed – –

Increase/decrease recognised in net surplus 1 1

Closing balance 1 1

156 Australian Electoral Commission Annual Report 2012–13

6Note 6: Non‑Financial Assets

2013 $’000

2012 $’000

Note 6A: Land and Buildings

Leasehold improvements:

Work in progress 1 997 45

Fair value 10 168 8 575

Accumulated depreciation (233) –

Total leasehold improvements 11 932 8 620

Total land and buildings 11 932 8 620

No indicators of impairment were found for land and buildings (2012: $nil).

No land or buildings were expected to be sold or disposed of within the next 12 months.

2013 $’000

2012 $’000

Note 6B: Property, Plant and Equipment

Other property, plant and equipment:

Fair value 5 796 3 814

Accumulated depreciation – –

Total other property, plant and equipment 5 796 3 814

Total property, plant and equipment 5 796 3 814

No indicators of impairment were found for infrastructure, plant and equipment (2012: $nil).

Revaluations of non‑financial assetsAll revaluations were conducted in accordance with the revaluation policy stated at Note 1. In June 2013, an independent valuer from Rodney Hyman Asset Services Pty Ltd conducted a desktop update of the assets valued in 2012 plus the additions and disposals for the 2012–13 financial year.

A revaluation increment of $537 552 for leasehold improvements (2012: $204 195) was credited to the asset revaluation reserve by asset class and included in the equity section of the balance sheet. There was no revaluation increment for makegood (2012: $331 083). Similarly an increment of $1 395 557 for plant and equipment (2012: $29 708 decrement) was credited to the asset revaluation reserve and included in the equity section of the balance sheet.

Section 6: Managing finances and assets Notes to the financial statements 157

Note 6C: Reconciliation of the Opening and Closing Balances of Property, Plant and Equipment

2013

Leasehold Improvements

$’000

Other Property, Plant and

Equipment $’000

Total $’000

As at 1 July 2012

Gross book value 8 620 3 814 12 434

Accumulated depreciation and impairment – – –

Net book value 1 July 2012 8 620 3 814 12 434

Additions

By purchase 6 469 2 619 9 088

Revaluations and impairments recognised in other comprehensive income 538 1 396 1 934

Depreciation expense (3 670) (1 969) (5 639)

Disposals (25) (64) (89)

Net book value 30 June 2013 11 932 5 796 17 728

Net book value as of 30 June 2013 represented by:

Gross book value 12 165 5 796 17 961

Accumulated depreciation and impairment (233) – (233)

Net book value 30 June 2013 11 932 5 796 17 728

158 Australian Electoral Commission Annual Report 2012–13

62012

Leasehold Improvements

$’000

Other Property, Plant and

Equipment $’000

Total $’000

As at 1 July 2011

Gross book value 7 603 4 423 12 026

Accumulated depreciation and impairment (858) – (858)

Net book value 1 July 2011 6 745 4 423 11 168

Additions

By purchase 3 820 1 689 5 509

Revaluations and impairments recognised in other comprehensive income 535 (30) 505

Revaluations recognised in the operating result – – –

Depreciation expense (1 678) (2 213) (3 891)

Disposals (802) (55) (857)

Net book value 30 June 2012 8 620 3 814 12 434

Net book value as of 30 June 2012 represented by:

Gross book value 8 620 3 814 12 434

Accumulated depreciation and impairment – – –

Net book value 30 June 2012 8 620 3 814 12 434

2013 $’000

2012 $’000

Note 6D: Intangibles

Computer software:

Internally developed – in progress 123 496

Internally developed – in use 45 575 40 711

Purchased 2 265 1 950

Accumulated amortisation (32 060) (29 483)

Total computer software 15 903 13 674

Total intangibles 15 903 13 674

No indicators of impairment were found for intangible assets (2012: $nil).

No intangibles are expected to be sold or disposed of within the next 12 months.

Section 6: Managing finances and assets Notes to the financial statements 159

Note 6E: Reconciliation of the Opening and Closing Balances of Intangibles

2013

Computer software internally

developed $’000

Computer software

purchased $’000

Total $’000

As at 1 July 2012

Gross book value 41 207 1 950 43 157

Accumulated amortisation and impairment (27 902) (1 581) (29 483)

Net book value 1 July 2012 13 305 369 13 674

Additions

By purchase or internally developed 4 736 315 5 051

Amortisation (2 577) (188) (2 765)

Disposals (57) – (57)

Net book value 30 June 2013 15 407 496 15 903

Net book value as of 30 June 2013 represented by:

Gross book value 45 698 2 265 47 963

Accumulated amortisation and impairment (30 291) (1 769) (32 060)

Net book value 30 June 2013 15 407 496 15 903

160 Australian Electoral Commission Annual Report 2012–13

62012

Computer software internally

developed $’000

Computer software

purchased $’000

Total $’000

As at 1 July 2011

Gross book value 37 479 1 838 39 317

Accumulated amortisation and impairment (26 013) (1 258) (27 271)

Net book value 1 July 2012 11 466 580 12 046

Additions

By purchase or internally developed 3 728 245 3 973

Amortisation (1 889) (454) (2 343)

Disposals – (2) (2)

Net book value 30 June 2012 13 305 369 13 674

Net book value as of 30 June 2012 represented by:

Gross book value 41 207 1 950 43 157

Accumulated amortisation and impairment (27 902) (1 581) (29 483)

Net book value 30 June 2012 13 305 369 13 674

2013 $’000

2012 $’000

Note 6F: Inventories

Inventories held for distribution

Election equipment at cost (ballot paper and voting equipment) 3 594 2 983

Total inventories 3 594 2 983

During 2012–13, $114 420 of inventory held for distribution was recognised as an expense (2011–12: $607 039).

No items of inventory were recognised at fair value less cost to sell.

Section 6: Managing finances and assets Notes to the financial statements 161

2013 $’000

2012 $’000

Note 6G: Other Non‑Financial Assets

Prepayments 1 653 2 191

Total other non‑financial assets 1 653 2 191

Total other non‑financial assets – are expected to be recovered in:

No more than 12 months 1 611 2 155

More than 12 months 42 36

Total other non‑financial assets 1 653 2 191

No indicators of impairment were found for other non‑financial assets.

Note 7: Payables

2013 $’000

2012 $’000

Note 7A: Suppliers

Trade creditors and accruals 5 728 8 436

Total supplier payables 5 728 8 436

Supplier payables expected to be settled within 12 months:

Related entities 638 2 849

External parties 5 090 5 587

Total 5 728 8 436

Total supplier payables 5 728 8 436

Settlement was usually made within 30 days.

The AEC received $160 751 (2012: $120 338) under the Paid Parental Leave Scheme.

2013 $’000

2012 $’000

Note 7B: Other Payables

Salaries and wages 2 074 2 337

Superannuation 314 271

Separations and redundancies – 89

Lease incentives 4 421 3 550

Straight‑line leases 306 180

Unearned revenue 1 403 2 823

Total other payables 8 518 9 250

Total other payables are expected to be settled in:

No more than 12 months 4 351 5 977

More than 12 months 4 167 3 273

Total other payables 8 518 9 250

162 Australian Electoral Commission Annual Report 2012–13

6Note 8: Provisions

2013 $’000

2012 $’000

Note 8A: Employee Provisions

Leave 22 535 23 250

Total employee provisions 22 535 23 250

Employee provisions are expected to be settled in:

No more than 12 months 5 784 5 843

More than 12 months 16 751 17 407

Total employee provisions 22 535 23 250

Note 8B: Other Provisions

Provision for restoration obligations 1 553 1 538

Total other provisions 1 553 1 538

Other provisions are expected to be settled in:

No more than 12 months 225 356

More than 12 months 1 328 1 182

Total other provisions 1 553 1 538

Provision for restoration

$’000Total

$’000

Carrying amount 1 July 2012 1 538 1 538

Additional provisions made 177 177

Amounts used (254) (254)

Amounts reversed 79 79

Unwinding of discount 13 13

Closing balance 2013 1 553 1 553

The AEC currently has 35 (2012: 36) 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.

Section 6: Managing finances and assets Notes to the financial statements 163

Note 9: Cash Flow Reconciliation

2013 $’000

2012 $’000

Reconciliation of cash and cash equivalents as per Balance Sheet to Cash Flow Statement

Cash and cash equivalents as per:

Cash flow statement 1 689 1 535

Balance sheet 1 689 1 535

Difference – –

Reconciliation of net cost of services to net cash from operating activities:

Net cost of services (116 392) (115 351)

Add revenue from Government 114 257 106 200

Adjustments for non‑cash items

Depreciation/amortisation 8 404 6 234

Net write (up)/down of makegood liability (163) (372)

Loss/(gain) on disposal of assets 121 845

Changes in assets/liabilities

(Increase)/decrease in lease incentive asset 89 (32)

(Increase)/decrease in net receivables (46) (9 031)

(Increase)/decrease in inventories (611) 398

(Increase)/decrease in prepayments 538 (68)

Increase/(decrease) in employee provisions (715) 3 500

Increase/(decrease) in supplier payables (1 940) 3 101

Increase/(decrease) in other payable (732) 5 383

Net cash from operating activities 2 810 807

164 Australian Electoral Commission Annual Report 2012–13

6Note 10: Contingent Assets and Liabilities

Claims for damages or costs Total

2013 $’000

2012 $’000

2013 $’000

2012 $’000

Contingent assets

Balance from previous period 90 41 90 41

New contingent assets recognised – 90 – 90

Assets recognised (90) (41) (90) (41)

Total contingent assets – 90 – 90

Net contingent assets – 90 – 90

Quantifiable ContingenciesAt 30 June 2013, the AEC had no quantifiable contingencies (2012: $58 906 of contingent assets in respect of recoverable court costs). The 2012 estimate is based on costs incurred by the AEC.

Unquantifiable ContingenciesAt 30 June 2013, the AEC had no unquantifiable contingencies.

Significant Remote ContingenciesThe AEC has no significant remote contingencies.

Note 11: Senior Executive RemunerationNote 11A: Senior Executive Remuneration Expenses for the Reporting Period

2013 $

2012 $

Short‑term employee benefits:

Salary 3 160 047 2 638 334

Annual leave accrued 234 869 198 388

Other2 57 467 59 672

Total short‑term employee benefits 3 452 383 2 896 394

Post‑employment benefits:

Superannuation 543 824 493 774

Total post‑employment benefits 543 824 493 774

Other long‑term benefits:

Long‑service leave 75 493 63 768

Total other long‑term benefits 75 493 63 768

Termination benefits – 373 051

Total employment benefits 4 071 700 3 826 987

1. This note is prepared on an accruals basis. 2. Other includes higher duties, FBT and retention payments.3. Note 11A excludes acting arrangements and part‑year service where total remuneration expensed for a senior executive

was less than $180 000.

Section 6: Managing finances and assets Notes to the financial statements 165

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166 Australian Electoral Commission Annual Report 2012–13

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se p

aym

ent f

ringe

ben

efits

.)3.

The

‘con

trib

uted

sup

eran

nuat

ion’

am

ount

is th

e av

erag

e ac

tual

sup

eran

nuat

ion

cont

ribut

ions

pai

d to

sen

ior

exec

utiv

es in

that

repo

rtab

le re

mun

erat

ion

band

dur

ing

the

repo

rtin

g pe

riod,

incl

udin

g an

y sa

lary

sa

crifi

ced

amou

nts,

as

per

the

indi

vidu

als’

pay

slip

s.4.

‘R

epor

tabl

e al

low

ance

s’ a

re th

e av

erag

e an

nual

allo

wan

ces

paid

as

per

the

‘tota

l allo

wan

ces’

line

on

indi

vidu

als’

pay

men

t sum

mar

ies.

5. ‘

Bon

us p

aid’

repr

esen

ts a

vera

ge a

ctua

l bon

uses

pai

d du

ring

the

repo

rtin

g pe

riod

in th

at re

port

able

rem

uner

atio

n ba

nd. F

rom

201

0–11

onw

ards

no

bonu

ses

have

bee

n pa

id.

Section 6: Managing finances and assets Notes to the financial statements 167

No

te 1

1C: O

ther

Hig

hly

Pai

d S

taff

Ave

rage

ann

ual r

epor

tabl

e re

mun

erat

ion

paid

to o

ther

hig

hly

paid

sta

ff in

201

3

Ave

rage

ann

ual r

epor

tabl

e re

mun

erat

ion1

Sen

ior

Exe

cutiv

es

No

Rep

orta

ble

sa

lary

2 $

Con

trib

uted

su

per

annu

atio

n3 $

Rep

orta

ble

al

low

ance

s4 $

Bon

us

pai

d5 $

Tota

l $

Tota

l rem

uner

atio

n (in

clud

ing

par

t‑ti

me

arra

ngem

ents

):

$180

 000

to $

209 

999

1 17

4 35

3 1

8 38

1 –

–19

2 73

4

Tota

l1

Ave

rage

ann

ual r

epor

tabl

e re

mun

erat

ion

paid

to o

ther

hig

hly

paid

sta

ff in

201

2

Ave

rage

ann

ual r

epor

tabl

e re

mun

erat

ion1

Sen

ior

Exe

cutiv

es

No

Rep

orta

ble

sala

ry2 $

Con

trib

uted

su

pera

nnua

tion3 $

Rep

orta

ble

allo

wan

ces4 $

Bon

us

paid

5 $To

tal $

Tota

l rem

uner

atio

n (in

clud

ing

par

t‑ti

me

arra

ngem

ents

):

$180

 000

to $

209 

999

––

––

––

Tota

l–

1. T

his

tabl

e re

port

s st

aff:

a. w

ho w

ere

empl

oyed

by

the

entit

y du

ring

the

repo

rtin

g pe

riod

b. w

hose

repo

rtab

le re

mun

erat

ion

was

$18

0 00

0 or

mor

e fo

r th

e re

port

ing

perio

dc.

wer

e no

t req

uire

d to

be

disc

lose

d in

Tab

le B

or

dire

ctor

dis

clos

ures

.E

ach

row

is a

n av

erag

ed fi

gure

bas

ed o

n he

adco

unt f

or in

divi

dual

s in

the

band

.2.

‘R

epor

tabl

e sa

lary

’ inc

lude

s th

e fo

llow

ing:

a. g

ross

pay

men

ts (l

ess

any

bonu

ses

paid

, whi

ch a

re s

epar

ated

out

and

dis

clos

ed in

the

‘bon

us p

aid’

col

umn)

b. r

epor

tabl

e fri

nge

bene

fits

(at t

he n

et a

mou

nt p

rior

to ‘g

ross

ing

up’ f

or ta

x pu

rpos

es)

c. e

xem

pt fo

reig

n em

ploy

men

t inc

ome

d. s

alar

y sa

crifi

ced

bene

fits.

3. T

he ‘c

ontr

ibut

ed s

uper

annu

atio

n’ a

mou

nt is

the

aver

age

cost

to th

e en

tity

for

the

prov

isio

n of

sup

eran

nuat

ion

bene

fits

to o

ther

hig

hly

paid

sta

ff in

that

repo

rtab

le re

mun

erat

ion

band

dur

ing

the

repo

rtin

g pe

riod.

4. ‘

Rep

orta

ble

allo

wan

ces’

are

the

aver

age

actu

al a

llow

ance

s pa

id a

s pe

r th

e ‘to

tal a

llow

ance

s’ li

ne o

n in

divi

dual

s’ p

aym

ent s

umm

arie

s.5.

‘B

onus

pai

d’ re

pres

ents

ave

rage

act

ual b

onus

es p

aid

durin

g th

e re

port

ing

perio

d in

that

repo

rtab

le re

mun

erat

ion

band

. Fro

m 2

010–

11 o

nwar

ds n

o bo

nuse

s ha

ve b

een

paid

.

168 Australian Electoral Commission Annual Report 2012–13

6Note 12: Remuneration of Auditors

2013 $’000

2012 $’000

Financial statement audit services were provided free of charge to the AEC by the Australian National Audit Office (ANAO).

Fair value of the services provided

Financial statement audit services 84 82

Total 84 82

No other services were provided by the Auditor‑General.

Note 13: Financial Instruments

2013$’000

2012$’000

Note 13A: Categories of Financial Instruments

Financial Assets

Cash and cash equivalents 1 689 1 535

Loans and receivables:

Receivables for goods and services 2 439 4 843

Carrying amount of financial assets 4 128 6 378

Financial Liabilities

At amortised cost:

Trade Creditors 5 728 8 436

Carrying amount of financial liabilities 5 728 8 436

Note 13B: Net Income and Expense from Financial Assets

Loans and receivables

Impairment – (1)

Net gain/(loss) from loans and receivables – (1)

The net expense from financial assets not at fair value from profit and loss is nil (2012: $996).

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

Section 6: Managing finances and assets Notes to the financial statements 169

Note 13D: Credit RiskThe 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.

The AEC has no significant exposures to any concentration of credit risk.

The following table illustrates the AEC’s gross exposure to credit risk, excluding any collateral or credit enhancements.

2013 $’000

2012 $’000

Financial assets

Cash and cash equivalents 1 689 1 535

Receivables for goods and services 1 554 843

Other receivables – related and external parties 885 4 000

Total 4 128 6 378

Ageing of financial assets that were past due but not impaired for 2013

0 to 30 days

$’000

31 to 60 days

$’000

61 to 90 day

$’00090+ days

$’000Total

$’000

Receivables for goods and services 41 14 – 5 60

Total 41 14 – 5 60

Ageing of financial assets that were past due but not impaired for 2012

0 to 30 days

$’000

31 to 60 days

$’000

61 to 90 day

$’00090+ days

$’000Total

$’000

Receivables for goods and services 35 2 – 1 38

Total 35 2 – 1 38

Note 13E: Liquidity RiskThe 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.

170 Australian Electoral Commission Annual Report 2012–13

6Maturities for non‑derivative financial liabilities 2013

Within 1 year $’000

Total $’000 

Trade Creditors 5 728 5 728

Total 5 728 5 728

Maturities for non‑derivative financial liabilities 2012

Within 1 year $’000

Total $’000 

Trade Creditors 8 436 8 436

Total 8 436 8 436

The AEC had no derivative financial liabilities in either 2013 or 2012.

Note 13F: Market RiskThe 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 14: Financial Assets Reconciliation

Notes2013 $’000

2012 $’000

Financial assets

Total financial assets as per balance sheet 23 006 23 901

Less: non‑financial instrument components

Appropriations receivable 5B (18 562) (16 911)

Other receivables 5B (316) (612)

Total non‑financial instrument components (18 878) (17 523)

Total financial assets as per financial instruments note 13A 4 128 6 378

Note 15: Administered – Expenses

2013 $’000

2012 $’000

Note 15A: Other Expenses

Refunds – electoral fines/penalties 1 –

Election public funding – –

Total grants 1 –

Section 6: Managing finances and assets Notes to the financial statements 171

Note 16: Administered – Income

2013 $’000

2012 $’000

OWN‑SOURCE REVENUE

Non‑Taxation Revenue

Note 16A: Fees and Fines

Electoral fines/penalties 10 28

Candidate deposits 19 3

Other 3 10

Total fees and fines 32 41

Note 17: Administered – Assets and LiabilitiesThere are no administered assets or liabilities for the AEC.

Note 18: Administered – Cash Flow Reconciliation

2013 $’000

2012 $’000

Reconciliation of cash and cash equivalents as per Administered Schedule of Assets and Liabilities to Administered Cash Flow Statement

Cash and cash equivalents as per:

Schedule of administered cash flows – –

Schedule of administered assets and liabilities – –

Difference – –

Reconciliation of net cost of services to net cash from operating activities:

Net contribution of services 31 41

Adjustments for non‑cash items – –

Changes in assets/liabilities – –

Net cash from operating activities 31 41

Note 19: Administered – Contingent Assets and LiabilitiesThere are no administered contingencies, remote or quantifiable, for the AEC.

Note 20: Administered – Financial InstrumentsThere are no administered financial instruments for the AEC.

172 Australian Electoral Commission Annual Report 2012–13

6N

ote

21: A

pp

rop

riatio

nsTh

e A

EC

rece

ived

adv

ice

from

the

Dep

artm

ent o

f Fin

ance

and

Der

egul

atio

n on

8 J

uly 

2013

that

indi

cate

d th

ere

coul

d be

bre

ache

s of

Sec

tion

83 u

nder

ce

rtai

n ci

rcum

stan

ces

with

pay

men

ts fo

r lo

ng s

ervi

ce le

ave,

goo

ds a

nd s

ervi

ces

tax

and

paym

ents

und

er d

eter

min

atio

ns o

f the

Rem

uner

atio

n Tr

ibun

al.

AE

C w

ill re

view

its

proc

esse

s an

d co

ntro

ls o

ver

paym

ents

for

thes

e ite

ms

to m

inim

ise

the

poss

ibilit

y fo

r fu

ture

bre

ache

s as

a re

sult

of th

ese

paym

ents

. Th

e A

EC

is n

ot a

war

e of

any

spe

cific

bre

ache

s of

Sec

tion

83 in

resp

ect o

f the

se it

ems.

Tab

le A

: Ann

ual A

pp

rop

riat

ions

(‘R

eco

vera

ble

GS

T e

xclu

sive

’)

2013

Ap

pro

pria

tions

Ap

pro

pria

tion

app

lied

in

2013

(cur

rent

an

d p

rior

year

s)Va

rianc

e $’

000

Ap

pro

pria

tion

Act

FMA

Act

Tota

l ap

pro

pria

tion

$’00

0

Ann

ual

Ap

pro

pria

tion3

$’00

0

Ap

pro

pria

tions

re

duc

ed1

$’00

0A

FM2

$’00

0S

ectio

n 30

$’

000

Sec

tion

31

$’00

0S

ectio

n 32

$’

000

DE

PAR

TM

EN

TAL

Ord

inar

y an

nual

se

rvic

es11

2 09

1 –

––

21 9

97

–13

4 08

8 13

3 30

5 78

3

Oth

er s

ervi

ces

Equ

ity27

0 –

––

––

270

3 19

7 (2

 927

)

Tota

l dep

artm

enta

l11

2 36

1 –

––

21 9

97

–13

4 35

8 13

6 50

2 (2

 144

)

1. A

ppro

pria

tions

redu

ced

unde

r A

ppro

pria

tion

Act

s (N

os.1

, 3, 5

) 201

2–13

: sec

tions

10,

11,

12

and

15 a

nd u

nder

App

ropr

iatio

n A

cts

(Nos

.2, 4

, 6) 2

012–

13: s

ectio

ns 1

2, 1

3, 1

4 an

d 17

. Dep

artm

enta

l ap

prop

riatio

ns d

o no

t lap

se a

t fina

ncia

l yea

r‑en

d. H

owev

er, t

he re

spon

sibl

e M

inis

ter

may

dec

ide

that

par

t or

all o

f a d

epar

tmen

tal a

ppro

pria

tion

is n

ot re

quire

d an

d re

ques

t tha

t the

Fin

ance

Min

iste

r re

duce

that

ap

prop

riatio

n. T

he re

duct

ion

in th

e ap

prop

riatio

n is

effe

cted

by

the

Fina

nce

Min

iste

r’s d

eter

min

atio

n an

d is

dis

allo

wab

le b

y P

arlia

men

t. 2.

Adv

ance

to th

e Fi

nanc

e M

inis

ter

(AFM

) – A

ppro

pria

tion

Act

s (N

os.1

, 3, 5

) 201

2–13

: sec

tion

13 a

nd A

ppro

pria

tion

Act

s (N

os.2

, 4, 6

) 201

2–13

: sec

tion

15.

3. A

EC

has

reco

gnis

ed in

the

2012

–13

finan

cial

yea

r su

pple

men

tatio

n ap

prop

riatio

n of

$3.

795m

that

will

be a

ppro

pria

ted

in th

e 20

13–1

4 fin

anci

al y

ear.

This

am

ount

is n

ot re

flect

ed in

the

abov

e ta

ble.

Section 6: Managing finances and assets Notes to the financial statements 173

2012

App

ropr

iatio

nsA

pp

rop

riatio

n ap

plie

d in

20

12 (c

urre

nt

and

prio

r ye

ars)

Varia

nce

$’00

0

App

ropr

iatio

n A

ctFM

A A

ct

Tota

l ap

prop

riatio

n $’

000

Ann

ual

App

ropr

iatio

n $’

000

App

ropr

iatio

ns

redu

ced1

$’00

0A

FM2

$’00

0S

ectio

n 30

$’

000

Sec

tion

31

$’00

0S

ectio

n 32

$’

000

DE

PAR

TM

EN

TAL

Ord

inar

y an

nual

se

rvic

es10

4 41

7 –

––

19 7

49

–12

4 16

6 11

7 10

7 7 

059

Oth

er s

ervi

ces

Equ

ity37

0 –

––

––

370

1 77

8 (1

 408

)

Tota

l dep

artm

enta

l10

4 78

7 –

––

19 7

49

–12

4 53

6 11

8 88

5 5 

651

1. A

ppro

pria

tions

redu

ced

unde

r A

ppro

pria

tion

Act

s (N

os.1

&3)

201

1–12

: sec

tions

10,

11,

12

and

15 a

nd u

nder

App

ropr

iatio

n A

cts

(Nos

.2&

4) 2

011–

12: s

ectio

ns 1

2 13

, 14

and

17. D

epar

tmen

tal a

ppro

pria

tions

do

not

laps

e at

fina

ncia

l yea

r‑en

d. H

owev

er, t

he re

spon

sibl

e M

inis

ter

may

dec

ide

that

par

t or

all o

f a d

epar

tmen

tal a

ppro

pria

tion

is n

ot re

quire

d an

d re

ques

t tha

t the

Fin

ance

Min

iste

r re

duce

that

app

ropr

iatio

n.

The

redu

ctio

n in

the

appr

opria

tion

is e

ffect

ed b

y th

e Fi

nanc

e M

inis

ter’s

det

erm

inat

ion

and

is d

isal

low

able

by

Par

liam

ent.

2. A

dvan

ce to

the

Fina

nce

Min

iste

r (A

FM) –

App

ropr

iatio

n A

cts

(Nos

.1 3

&5)

201

1–12

: sec

tion

13 a

nd A

ppro

pria

tion

Act

s (N

os. 2

&4)

201

1–12

: sec

tion

15.

174 Australian Electoral Commission Annual Report 2012–13

6Ta

ble

B: D

epar

tmen

tal C

apit

al B

udg

ets

(‘Rec

ove

rab

le G

ST

exc

lusi

ve’)

2013

Cap

ital B

udge

t Ap

pro

pria

tions

Cap

ital B

udge

t Ap

pro

pria

tions

ap

plie

d

in 2

013

(cur

rent

and

prio

r ye

ars)

Varia

nce

$’00

0

Ap

pro

pria

tion

Act

FMA

Act

Tota

l Cap

ital

Bud

get

Ap

pro

pria

tions

$’

000

Pay

men

ts fo

r no

n‑fin

anci

al

asse

ts3

$’00

0

Pay

men

ts

for

othe

r p

urp

oses

$’

000

Tota

l p

aym

ents

$’

000

Ann

ual C

apita

l B

udge

t $’

000

Ap

pro

pria

tions

re

duc

ed2

$’00

0S

ectio

n 32

$’

000

DE

PAR

TM

EN

TAL

Ord

inar

y an

nual

ser

vice

s –

Dep

artm

enta

l Cap

ital B

udge

t110

 629

–

–10

 629

(8

 797

)–

(8 7

97)

1 83

2

1. D

epar

tmen

tal C

apita

l Bud

gets

are

app

ropr

iate

d th

roug

h A

ppro

pria

tion

Act

s (N

o.1,

 3, 5

). Th

ey fo

rm p

art o

f ord

inar

y an

nual

ser

vice

s, a

nd a

re n

ot s

epar

atel

y id

entifi

ed in

the

App

ropr

iatio

ns A

cts.

For

mor

e in

form

atio

n on

ord

inar

y an

nual

ser

vice

s ap

prop

riatio

ns, p

leas

e se

e Ta

ble

A: A

nnua

l app

ropr

iatio

ns.

2. A

ppro

pria

tions

redu

ced

unde

r A

ppro

pria

tion

Act

s (N

o.1,

 3, 5

) 201

2–13

: sec

tions

10,

11,

12

and

15 o

r vi

a a

dete

rmin

atio

n by

the

Fina

nce

Min

iste

r.3.

Pay

men

ts m

ade

on n

on‑fi

nanc

ial a

sset

s in

clud

e pu

rcha

ses

of a

sset

s, e

xpen

ditu

re o

n as

sets

whi

ch h

as b

een

capi

talis

ed, c

osts

incu

rred

to m

ake

good

an

asse

t to

its o

rigin

al c

ondi

tion,

and

the

capi

tal

repa

ymen

t com

pone

nt o

f fina

nce

leas

es.

2012

Cap

ital B

udge

t App

ropr

iatio

nsC

apita

l Bud

get A

ppro

pria

tions

app

lied

in

2012

(cur

rent

and

prio

r yea

rs)

Varia

nce

$’00

0

App

ropr

iatio

n A

ctFM

A A

ctTo

tal C

apita

l B

udge

t A

ppro

pria

tions

$’

000

Pay

men

ts fo

r no

n‑fin

anci

al

asse

ts3

$’00

0

Pay

men

ts

for o

ther

pu

rpos

es

$’00

0

Tota

l pa

ymen

ts

$’00

0

Ann

ual C

apita

l B

udge

t $’

000

App

ropr

iatio

ns

redu

ced2

$’00

0S

ectio

n 32

$’

000

DE

PAR

TM

EN

TAL

Ord

inar

y an

nual

ser

vice

s –

Dep

artm

enta

l Cap

ital B

udge

t17 

217

––

7 21

7 (6

 020

)–

(6 0

20)

1 19

7

1. D

epar

tmen

tal C

apita

l Bud

gets

are

app

ropr

iate

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Section 6: Managing finances and assets Notes to the financial statements 175

Table C: Unspent Annual Appropriations (‘Recoverable GST exclusive’)

Authority2013 $’000

2012 $’000

DEPARTMENTAL

Appropriation Act 1 – 2012–132 5 316 –

Appropriation Act 1 – 2012–13 – Cash 1 689 –

Appropriation Act 1 – 2012–13 – Departmental Capital Budget 4 922 –

Appropriation Act 1 – 2011–12 – 5 862

Appropriation Act 1 – 2011–12 – Cash – 1 535

Appropriation Act 1 – 2011–12 – Departmental Capital Budget – 1 197

Appropriation Act 1 – 2010–11 2 875 2 875

Appropriation Act 1 – 2010–11 – Departmental Capital Budget – 1 893

Appropriation Act 3 – 2009–10 – 503

Appropriation Act 2 – Equity Injection – 2012–13 270 –

Appropriation Act 2 – Equity Injection – 2011–12 370 370

Appropriation Act 2 – Equity Injection – 2010–11 614 1 655

Appropriation Act 2 – Equity Injection – 2009–101 400 1 917

Appropriation Act 2 – Equity Injection – 2008–09 – 639

Total 16 456 18 446

1. In accordance with the Statute Stocktake (Appropriations) Act 2013 as stated in Note 2, all unspent amounts provided under Appropriation Act (No. 2) 2009–10 will be repealed in 2014.

2. Appropriation Act (No. 1) 2012–13 balance does not include the 2012–13 financial year supplementary appropriation of $3.795 million that will be appropriated in Appropriation Act (No. 1) 2013–14.

Table D: Special Appropriations (‘Recoverable GST exclusive’)

Authority Type Purpose

Appropriation applied

2013 $’000

2012 $’000

Commonwealth Electoral Act 1918 (Administered)

Unlimited Amount

Election Public Funding – –

Financial Management and Accountability Act 1997 – s.28 Refund of Receipts Refund

Refund of Non Voter Fines – 3

Commonwealth Electoral Act 1918 (Departmental)

Unlimited Amount

Electoral Roll Review 9 000 9 000

Total 9 000 9 003

176 Australian Electoral Commission Annual Report 2012–13

6Note 22: Special Accounts

Note 22A: Special Accounts (Recoverable GST exclusive)The AEC has 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 has an account for Services for Other Entities and Trust Moneys (SOETM) Special Account. This account had no movement in 2013 (2012: no movement).

Appropriation: Financial Management and Accountability Act 1997; section 21.

Establishing Instrument: Financial Management and Accountability Act 1997; section 20.

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.

Note 23: Compensation and Debt Relief

2013 $

2012 $

Compensation and Debt Relief – Departmental

No ‘Act of Grace payments’ were expended during the reporting period (2012: 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 (2012: No waivers). – –

No payments were provided under the Compensation for Detriment caused by Defective Administration (CDDA) Scheme during the reporting period (2012: No payments). – –

No ex‑gratia payments were provided for during the reporting period (2012: No payments). – –

No payment was made under Paragraph 3 of Appendix C (Handling Monetary Claims) of the Legal Services Direction 2005, issued under section 55ZF of the Judiciary Act 1903 during the reporting period (2012: $15 000). – 15 000

1 payment was made under section 73 (1) of the Public Service Act 1999 as a payment in special circumstances. (2012: No payments). 6 672 –

Compensation and Debt Relief – Administered

No payments were made during the reporting period (2012: nil).

Section 6: Managing finances and assets Notes to the financial statements 177

Note 24: Assets Held in Trust

Monetary assetsFinancial assets held in trust are also disclosed in Note 22: Services for Other Entities and Trust Moneys (SOETM) Special Account. There was no opening balance, movements during the year or balance at year‑end in the account (2012: Nil).

Note 25: Reporting of OutcomesIn determining the full cost of outputs, the AEC charges direct costs to programs and allocates overheads between programs on the basis of full time equivalent staff.

The AEC’s resourcing consumption varies considerably from year to year and between programs depending on the phase of the electoral cycle.

178 Australian Electoral Commission Annual Report 2012–13

6N

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Section 6: Managing finances and assets Notes to the financial statements 179

Note 25B: Major Classes of Departmental Expenses, Income, Assets, and Liabilities by OutcomeThe AEC has one outcome so these figures appear in the Statement of Comprehensive Income and Balance Sheet.

Note 25C: Major Classes of Administered Expenses, Income, Assets, and Liabilities by OutcomeThe AEC has one outcome so these figures appear in Note 15: Administered Expenses, Note 16: Administered Income and Note 17: Administered – Assets and Liabilities.

Note 26: Net Cash Appropriation Arrangements

2013 $’000

2012 $’000

Total comprehensive income (loss) less depreciation/amortisation expenses previously funded through revenue appropriations1 6 269 (2 917)

Plus: depreciation/amortisation expenses previously funded through revenue appropriation (8 404) (6 234)

Total comprehensive loss – as per the Statement of Comprehensive Income (2 135) (9 151)

1. From 2010–11, the Government introduced net cash appropriation arrangements, where revenue appropriations for depreciation/amortisation expenses ceased. Entities now receive a separate capital budget provided through equity appropriations. Capital budgets are to be appropriated in the period when cash payments for capital expenditure are required.

7APPENDIXES

REFERENCES

Numbered balls drawn from a barrel determine the order candidates appear on the ballot paper.

7APPENDIXES

REFERENCES

182 Australian Electoral Commission Annual Report 2012–13

7Appendixes

Appendix A: ResourcesThis appendix provides details of the AEC’s resources and expenses in 2012–13, as required by the Joint Committee of Public Accounts and Audit Requirements for annual reports for departments, executive agencies and FMA Act bodies.

The tables in this appendix correspond to tables in the Portfolio Budget Statements for 2012–13, namely:

■ the Agency Resource Statement, which provides information about the various funding sources that the AEC was able to draw on during the year (Table 20)

■ the Expenses by Outcome table showing the detail of Budget appropriations and total resourcing for Outcome 1 (Table 21).

Table 20: Agency resource statement 2012–13

Actual appropriation

for 2012–13 $’000

(a)

Payments made

2012–13 $’000

(b)

Balance remaining 2012–13

$’000 (a – b)

Ordinary annual services 1

Prior Year Departmental appropriation 2 875 – 2 875

Departmental appropriation 2 112 091 111 308 783

Section 31 relevant agency receipts 21 997 21 997 –

Total 136 963 133 305 3 658

Total ordinary annual services A 136 963 133 305

Other services 3

Departmental non‑operating

Equity injections 270 3 197 (2 927)

Total 270 3 197 (2 927)

Total other services B 270 3 197

Total Available Annual Appropriations and payments 137 233 136 502

Special appropriations

Special appropriations limited by criteria/entitlement

Commonwealth Electoral Act 1918 (A) –

Special appropriations limited by amount

Commonwealth Electoral Act 1918 (D) 9 000

Total special appropriations C 9 000

Special accounts 4

Section 7: Appendixes Appendix A 183

Actual appropriation

for 2012–13 $’000

(a)

Payments made

2012–13 $’000

(b)

Balance remaining 2012–13

$’000 (a – b)

Opening balance –  

Non‑appropriation receipts to Special Accounts –

Payments made –

Total Special Account D –

Total resourcing (A + B + C + D) 137 233 145 502

Total net resourcing for agency 137 233 145 502

Average staffing level

2011–12 2012–13

844 894

1. Appropriation Bill (No. 1) 2012–13 and Appropriation Bill (No. 3) 2012–13. Also includes Prior Year departmental appropriation and s.31 relevant agency receipts.

2. Includes an amount of $10.629m in 2012–13 for the Department Capital Budget. For accounting purposes this amount has been designated as ‘contributions by owners’.

3. Appropriation Bill (No. 2) 2012–13 and Appropriation Bill (No.4) 2012–13. 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).

184 Australian Electoral Commission Annual Report 2012–13

7Table 21: Expenses and resources for Outcome 1Outcome 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.

Budget1 2012–13

$’000 (a)

Actual expenses 2012–13

$’000 (b)

Variation $’000 (a–b)

Program 1.1: Electoral roll management

Departmental expenses

Departmental appropriation 2 49 971 47 596 2 375

Special appropriations 9 000 9 000 –

Expenses not requiring appropriation in the Budget year 3 755 3 862 (107)

Total for Program 1.1 62 726 60 458 2 268

Program 1.2: Election management and support services

Administered expenses

Special Appropriations – – –

Departmental expenses

Departmental appropriation 2 54 979 52 070 2 909

Expenses not requiring appropriation in the Budget year 3 257 3 354 (97)

Total for Program 1.2 58 236 55 424 2 812

Program 1.3: Education and communication

Departmental expenses

Departmental appropriation 2 18 504 18 049 455

Expenses not requiring appropriation in the Budget year 1 168 1 187 (19)

Total for Program 1.3 19 672 19 236 436

Outcome 1 totals by appropriation type

Administered Expenses

Special Appropriations – – –

Departmental expenses

Departmental appropriation 2 123 454 117 715 5 739

Special appropriations 9 000 9 000 –

Expenses not requiring appropriation in the Budget year 8 180 8 403 (223)

Total expenses for Outcome 1 140 634 135 118 5 516

1. Full‑year budget, including any subsequent adjustment made to the 2012–13 Budget.2. Departmental Appropriation combines ‘Ordinary annual services (Appropriation Bill No. 1)’ and ‘Revenue from

independent sources (s 31)’.

Section 7: Appendixes Appendix B 185

Appendix B: Electoral roll information for members of parliament and senatorsTable 22: Provision of electoral roll information July 2012–June 2013

Recipient PositionRoll data provided Date provided

The Hon Kate Ellis MP Member for Adelaide Adelaide July 2012–June 2013

Mr Daryl Melham MP Member for Banks Banks July 2012–June 2013

The Hon Robert McClelland MP Member for Barton Barton July 2012–June 2013

Mr Geoff Lyons MP Member for Bass Bass July–Oct 2012

The Hon Martin Ferguson AM, MP

Member for Batman Batman July–Oct 2012

Mr Steve Gibbons MP Member for Bendigo Bendigo, Wannon

July 2012–June 2013

Mr John Alexander OAM, MP Member for Bennelong Bennelong July–Oct 2012

The Hon Jason Clare MP Member for Blaxland Blaxland July 2012–June 2013

Mr Ross Vasta MP Member for Bonner Bonner July–Nov 2012

The Hon Sid Sidebottom MP Member for Braddon Braddon July–Nov 2012

Mr Paul Fletcher MP Member for Bradfield Bradfield July–Oct 2012

The Hon Gary Gray AO, MP Member for Brand Brand July 2012–June 2013

The Hon Teresa Gambaro MP Member for Brisbane Brisbane July 2012–June 2013

The Hon Alan Griffin MP Member for Bruce Bruce July 2012–June 2013

Ms Maria Vamvakinou MP Member for Calwell Calwell, McEwen July 2012–June 2013

Mr Don Randall MP Member for Canning Canning March–June 2013

Mr Ed Husic MP Member for Chifley Chifley July 2012–June 2013

Ms Anna Burke MP Member for Chisholm Chisholm, Bruce, Kooyong

July 2012–June 2013

Mr Darren Cheeseman MP Member for Corangamite

Corangamite July 2012–June 2013

The Hon Richard Marles MP Member for Corio Corio July 2012–June 2013

Mr Luke Hartsuyker MP Member for Cowper Cowper July–Oct 2012

The Hon Julie Bishop MP Member for Curtin Curtin July 2012–June 2013

Mr George Christensen MP Member for Dawson Dawson July–Oct 2012

Mr Mike Symon MP Member for Deakin Deakin, Chisholm July 2012–June 2013

Mr Andrew Wilkie MP Member for Denison Denison July 2012–June 2013

Mr Craig Thomson MP Member for Dobell Dobell July 2012–June 2013

The Hon Dr Mike Kelly AM, MP Member for Eden‑Monaro

Eden‑Monaro July 2012–June 2013

The Hon Peter Slipper MP Member for Fisher Fisher July 2012–June 2013

The Hon Greg Hunt MP Member for Flinders Flinders July–Oct 2012

The Hon Julie Collins MP Member for Franklin Franklin July 2012–June 2013

Dr Andrew Leigh MP Member for Fraser Fraser July 2012–June 2013

186 Australian Electoral Commission Annual Report 2012–13

7Recipient Position

Roll data provided Date provided

The Hon Nicola Roxon MP Member for Gellibrand Gellibrand, Lalor, Maribyrnong

July–Nov 2012

The Hon Andrew Robb AO, MP Member for Goldstein Goldstein July–Sept 2012

The Hon Anthony Albanese MP Member for Grayndler Grayndler July 2012–June 2013

Ms Michelle Rowland MP Member for Greenway Greenway July 2012–June 2013

The Hon Kevin Rudd MP Member for Griffith Griffith July–Nov 2012

The Hon Ian Macfarlane MP Member for Groom Groom July 2012–June 2013

Mr Ken Wyatt AM, MP Member for Hasluck Hasluck July–Nov 2012

Ms Kelly O’Dwyer MP Member for Higgins Higgins July 2012–June 2013

Mr Steve Georganas MP Member for Hindmarsh Hindmarsh July 2012–June 2013

The Hon Anthony Byrne AM, MP Member for Holt Holt July 2012–June 2013

The Hon Simon Crean MP Member for Hotham Hotham July 2012–June 2013

Mr Craig Kelly MP Member for Hughes Hughes July–Sept 2012

The Hon Joel Fitzgibbon MP Member for Hunter Hunter July 2012–June 2013

The Hon Mark Dreyfus QC, MP Member for Isaacs Isaacs, Dunkley, Hotham

July 2012–June 2013

The Hon Jenny Macklin MP Member for Jagajaga Jagajaga July 2012–June 2013

The Hon Bob Katter MP Member for Kennedy Kennedy (2) July 2012–June 2013

The Hon Peter Garret AM, MP Member for Kingsford Smith

Kingsford Smith July 2012–June 2013

Ms Amanda Rishworth MP Member for Kingston Kingston, Mayo July 2012–June 2013

Ms Laura Smyth MP Member for La Trobe La Trobe, Aston, McMillan

July 2012–Dec 2012

The Hon Julia Gillard MP Member for Lalor Lalor July 2012–June 2013

The Hon Warren Entsch MP Member for Leichhardt Leichhardt July–Sept 2012

The Hon Wayne Swan MP Member for Lilley Lilley July 2012–June 2013

The Hon David Bradbury MP Member for Lindsay Lindsay July 2012–June 2013

The Hon Warren Snowdon MP Member for Lingiari Lingiari July–Dec 2012

Mr Wyatt Roy MP Member for Longman Longman July 2012–June 2013

Mr Rob Oakeshott MP Member for Lyne Lyne July 2012–June 2013

Mr Russell Matheson MP Member for Macarthur Macarthur July 2012–June 2013

Mrs Louise Markus MP Member for Macquarie Macquarie July–Oct 2012

Mr Tony Zappia MP Member for Makin Makin July 2012–June 2013

Mr John Forrest MP Member for Mallee Mallee July 2012–June 2013

The Hon Bill Shorten MP Member for Maribyrnong Maribyrnong, Calwell, Gellibrand

July 2012–June 2013

Mr Jamie Briggs MP Member for Mayo Mayo, Boothby, Wakefield

July 2012–June 2013

Section 7: Appendixes Appendix B 187

Recipient PositionRoll data provided Date provided

Mr Rob Mitchell MP Member for McEwen McEwen, Bendigo, Casey, Indi, Jagajaga, Scullin

July 2012–Feb 2013

The Hon Chris Bowen MP Member for McMahon McMahon July 2012–June 2013

Mr Adam Bandt MP Member for Melbourne Melbourne, Batman, Wills

July 2012–June 2013

Mr Michael Danby MP Member for Melbourne Ports

Melbourne Ports, Goldstein

July 2012–June 2013

The Hon Kevin Andrews MP Member for Menzies Menzies July–Oct 2012

Mr Alex Hawke MP Member for Mitchell Mitchell July 2012–June 2013

Mr Tony Windsor MP Member for New England

New England July 2012–June 2013

Ms Sharon Grierson MP Member for Newcastle Newcastle July 2012–June 2013

Mr Tony Crook MP Member for O’Connor O’Connor (2) July 2012–June 2013

The Hon Bernie Ripoll MP Member for Oxley Oxley July 2012–June 2013

Ms Janelle Saffin MP Member for Page Page July 2012–June 2013

Ms Julie Owens MP Member for Parramatta Parramatta July–Nov 2012

The Hon Stephen Smith MP Member for Perth Perth July–Nov 2012

Mrs Yvette D’Ath MP Member for Petrie Petrie July 2012–June 2013

The Hon Mark Butler MP Member for Port Adelaide

Port Adelaide, Wakefield, Makin, Hindmarsh

July 2012–June 2013

The Hon Dr Craig Emerson MP Member for Rankin Rankin July 2012–June 2013

The Hon Justine Elliot MP Member for Richmond Richmond July–Oct 2012

Ms Deborah O’Neill MP Member for Robertson Robertson July–Nov 2012

Mrs Jane Prentice MP Member for Ryan Ryan July 2012–June 2013

Mr Harry Jenkins MP Member for Scullin Scullin July 2012–June 2013

Ms Jill Hall MP Member for Shortland Shortland July 2012–June 2013

The Hon Tanya Plibersek MP Member for Sydney Sydney July 2012–June 2013

Dr Dennis Jensen MP Member for Tangney Tangney July 2012–June 2013

Mr Nick Champion MP Member for Wakefield Wakefield, Port Adelaide

July 2012–June 2013

The Hon Tony Burke MP Member for Watson Watson July 2012–June 2013

The Hon Malcolm Turnbull MP Member for Wentworth Wentworth July–Nov 2012

The Hon Warren Truss MP Member for Wide Bay Wide Bay July–Nov 2012

Mr Kelvin Thomson MP Member for Wills Wills, Maribyrnong

July 2012–June 2013

Mr Scott Buchholz MP Member for Wright Wright July–Sept 2012

Senator the Hon John Faulkner Senator for NSW NSW July–Sept 2012

Senator Concetta Fierravanti‑Wells

Senator for NSW NSW July 2012–June 2013

188 Australian Electoral Commission Annual Report 2012–13

7Recipient Position

Roll data provided Date provided

Senator the Hon Bill Heffernan Senator for NSW NSW July 2012–June 2013

Senator Marise Payne Senator for NSW NSW July 2012–June 2013

Senator Lee Rhiannon Senator for NSW NSW April–June 2013

Senator the Hon Ursula Stephens

Senator for NSW NSW July 2012–June 2013

Senator Matt Thistlethwaite Senator for NSW NSW July–Sept 2012

Senator John Williams Senator for NSW NSW July 2012–June 2013

Senator the Hon Kim Carr Senator for Vic. Vic. July 2012–June 2013

Senator Richard Di Natale Senator for Vic. Vic. July 2012–June 2013

Senator the Hon David Feeney Senator for Vic. Vic. July–Sept 2012

Senator the Hon Mitch Fifield Senator for Vic. Vic. July 2012–June 2013

Senator Helen Kroger Senator for Vic. Vic. July 2012–June 2013

Senator John Madigan Senator for Vic. Vic. July 2012–June 2013

Senator Gavin Marshall Senator for Vic. Vic. July 2012–June 2013

Senator Bridget McKenzie Senator for Vic. Vic. July–Sept 2012

Senator the Hon Michael Ronaldson

Senator for Vic. Vic. July 2012–June 2013

Senator Scott Ryan Senator for Vic. Vic. July 2012–June 2013

Senator Sue Boyce Senator for Qld Qld July 2012–June 2013

Senator the Hon George Brandis SC

Senator for Qld Qld July 2012–June 2013

Senator Mark Furner Senator for Qld Qld July 2012–June 2013

Senator the Hon John Hogg Senator for Qld Qld July 2012–June 2013

Senator the Hon Joe Ludwig Senator for Qld Qld July–Dec 2012

Senator the Hon Ian Macdonald Senator for Qld Qld July 2012–June 2013

Senator the Hon Jan McLucas Senator for Qld Qld July–Sept 2012

Senator Claire Moore Senator for Qld Qld July 2012–June 2013

Senator Larissa Waters Senator for Qld Qld July 2012–June 2013

Senator Chris Back Senator for WA WA July 2012–June 2013

Senator Mark Bishop Senator for WA WA July 2012–June 2013

Senator Michaelia Cash Senator for WA WA July 2012–June 2013

Senator Mathias Cormann Senator for WA WA July 2012–June 2013

Senator Alan Eggleston Senator for WA WA July 2012–June 2013

Senator the Hon David Johnston

Senator for WA WA July 2012–June 2013

Senator Scott Ludlam Senator for WA WA Jan–June 2013

Senator Louise Pratt Senator for WA WA July 2012–June 2013

Senator Rachel Siewart Senator for WA WA July 2012–June 2013

Senator Dean Smith Senator for WA WA Aug 2012–June 2013

Senator Glenn Sterle Senator for WA WA July 2012–June 2013

Section 7: Appendixes Appendix B 189

Recipient PositionRoll data provided Date provided

Senator Cory Bernardi Senator for SA SA July 2012–June 2013

Senator Simon Birmingham Senator for SA SA July 2012–June 2013

Senator Sean Edwards Senator for SA SA July 2012–June 2013

Senator the Hon Don Farrell Senator for SA SA July 2012–June 2013

Senator David Fawcett Senator for SA SA July 2012–June 2013

Senator Alex Gallacher Senator for SA SA July 2012–June 2013

Senator Sarah Hanson‑Young Senator for SA SA July 2012–June 2013

Senator Anne McEwen Senator for SA SA July 2012–June 2013

Senator the Hon Penny Wong Senator for SA SA July 2012–June 2013

Senator Penny Wright Senator for SA SA July 2012–June 2013

Senator Nick Xenophon Senator for SA SA July 2012–June 2013

Senator the Hon Eric Abetz Senator for Tas. Tas. July 2012–June 2013

Senator Bob Brown Senator for Tas. Tas. July–Aug 2012

Senator David Bushby Senator for Tas. Tas. July 2012–June 2013

Senator the Hon Richard Colbeck

Senator for Tas. Tas. July 2012–June 2013

Senator Christine Milne Senator for Tas. Tas. July 2012–June 2013

Senator Stephen Parry Senator for Tas. Tas. July 2012–June 2013

Senator Helen Polley Senator for Tas. Tas. July 2012–June 2013

Senator the Hon Lisa Singh Senator for Tas. Tas. July–Sept 2012

Senator Anne Urquhart Senator for Tas. Tas. July–Oct 2012

Senator Peter Whish‑Wilson Senator for Tas. Tas. Jan–June 2013

Senator the Hon Kate Lundy Senator for ACT ACT July 2012–Jan 2013

Senator Trish Crossin Senator for NT NT July 2012–June 2013

The AEC supplied electoral roll information to each recipient for each month in the period indicated in this table.

190 Australian Electoral Commission Annual Report 2012–13

7Appendix C: Recipients of roll informationTable 23: Electoral roll information supplied to registered political parties 2012–13

Registered political party Roll data provided Date provided

Australian Greens National July 2012–June 2013

Australian Greens – Victoria Victoria June 2013

Australian Greens – WA WA July 2012–June 2013

Australian Labor Party – ACT Branch National July 2012–June 2013

Australian Labor Party – Federal Secretariat National July–Aug 2012

Australian Labor Party – NT Branch NT July–Aug 2012

Australian Labor Party – Victoria Branch Victoria July 2012–June 2013

Australian Labor Party – WA Branch WA July 2012–June 2013

Building Australia Party NSW April–June 2013

Christian Democratic Party – WA NSW & WA July 2012–June 2013

Country Labor Party – NSW NSW July 2012–June 2013

Democratic Labor Party All States except NT July 2012–June 2013

Family First Party Australia Victoria, Qld, SA July 2012–June 2013

Liberal National Party – Qld Qld July 2012

Liberal Party of Australia – Federal National July 2012–June 2013

Liberal Party of Australia – Federal Secretariat National July 2012–June 2013

Liberal Party NSW NSW July 2012–June 2013

Liberal Party of Australia – NSW Division NSW, WA July 2012–June 2013

National Party of Australia – NSW Branch NSW July–Oct 2012

National Party of Australia – WA Branch WA July 2012–June 2013

The Greens NSW NSW July 2012–June 2013

The Greens QLD Qld Feb–June 2013

Section 7: Appendixes Appendix D 191

App

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Australia Post

Australian Taxation Office

Centrelink

Department of Foreign Affairs and Trade

Department of Immigration and Citizenship

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Qld, SA and WA state departments of transport

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ch d

oubl

es a

s en

rolm

ent f

orm

Dis

play

of i

nfor

mat

ion

dire

ctin

g pe

ople

to th

e A

EC

web

site

Dis

play

of e

nrol

men

t for

ms

in s

hopf

ront

s an

d ru

ral t

rans

actio

n ce

ntre

s

Incl

usio

n of

enr

olm

ent f

orm

s w

ith c

hang

e‑of

‑add

ress

labe

ls

for

driv

er’s

lice

nces

sen

t to

cust

omer

s w

hose

add

ress

es h

ave

chan

ged

Dat

a to

val

idat

e cl

aim

s ab

out i

dent

ity a

nd c

itize

nshi

p

Dat

a to

val

idat

e de

ath

1. N

EV

DIS

= N

atio

nal E

xcha

nge

of V

ehic

le a

nd D

river

Info

rmat

ion

Sys

tem

192 Australian Electoral Commission Annual Report 2012–13

7A

ppen

dix

E: P

rovi

sion

of r

oll s

ervi

ces

Tab

le 2

5: G

ove

rnm

ent

dep

artm

ents

and

ag

enci

es w

ho r

ecei

ved

qua

rter

ly e

lect

ora

l ro

ll d

ata

2012

–13

Inst

itutio

n

Dat

a pr

ovid

ed

Aug

ust 2

012

Nov

embe

r 201

2Fe

brua

ry 2

013

May

 201

3

Aus

tral

ian

Bur

eau

of S

tatis

tics

(AB

S)

Aus

tral

ian

Com

mis

sion

for

Law

Enf

orce

men

t Int

egrit

y (A

CLE

I)

Aus

tral

ian

Cus

tom

s an

d B

orde

r P

rote

ctio

n S

ervi

ce

Aus

tral

ian

Fede

ral P

olic

e (A

FP)

Aus

tral

ian

Sec

uriti

es a

nd In

vest

men

ts C

omm

issi

on (A

SIC

)

Aus

tral

ian

Sec

urity

Inte

lligen

ce O

rgan

isat

ion

(AS

IO)

Aus

tral

ian

Taxa

tion

Offi

ce (A

TO)

Com

Sup

er

Dep

artm

ent o

f Agr

icul

ture

, Fis

herie

s an

d Fo

rest

ry –

Aus

tral

ian

Qua

rant

ine

and

Insp

ectio

n S

ervi

ce (A

QIS

)

Dep

artm

ent o

f Edu

catio

n, E

mpl

oym

ent a

nd W

orkp

lace

Rel

atio

ns (D

EE

WR

)

Dep

artm

ent o

f For

eign

Affa

irs a

nd T

rade

– A

ustr

alia

n P

assp

ort O

ffice

Dep

artm

ent o

f Hum

an S

ervi

ces

– C

entr

elin

k

Inso

lven

cy a

nd T

rust

ee S

ervi

ce, A

ustr

alia

(ITS

A)

Section 7: Appendixes Appendix E 193

Table 26: Provision of electoral roll information to medical researchers and those conducting health screening surveys 2012–13

Institution/contact Data provided

Adam ZammitAustralian Consortium for Social and Political Research Incorporated

2 500 randomly selected voters, in two‑year age ranges, across all states and territories, for the study entitled ‘National Identity’.

Catherine BridgePresiding member, Faculty of the Built Environment

16 524 randomly selected voters, born before 1953 in two‑year age ranges, from all states and territories, for the study of ‘Liveable Bathrooms for Older People’.

Jane HarfordAustralian Research Centre for Population Oral Health,University of Adelaide

8 700 randomly selected voters aged from 60 years, in five‑year age ranges; 1 000 randomly selected voters from the divisions of Adelaide, Boothby, Hindmarsh, Kingston, Makin, Port Adelaide and Sturt; 1 200 voters randomly selected from the division of Wakefield and 6 500 randomly selected voters from division of Barker, for the study of ‘Intergenerational change in oral health in Australia’.

Debbie JagoeDepartment of Health, NT

All female voters aged 20–70 years in the NT for the NT Cervical Screening Program. All female voters aged 40–74 years in the NT for the NT Breasts screening Program.

Professor Ian McAllisterCollege of Arts and Social Sciences, Australian National University

5 000 randomly selected voters, in two‑year age ranges, across all states and territories, for the purpose of the Australian component of the World Values Survey.

Ken ReedAustralian Consortium for Social and Political Research Incorporated

5 000 randomly selected voters, in two‑year age ranges, across all states and territories, for the Family and Changing Gender Roles study.

Professor Deborah TurnbullSchool of Psychology,University of Adelaide

10 000 randomly selected male voters aged 50–74 years, in five‑year ranges, being 1 084 from South Australia, 1 240 from Western Australia, 2 935 from Victoria, 3 390 from New South Wales and 1 351 from Queensland, for the purposes of the FOBT screening for bowel cancer study.

Ms Margaret WilliamsonNational Prescribing Service

1 500 randomly selected voters, aged 18–49 years, across all states and territories, for the National Census of Medicines, Use in Younger Australians research study.

194 Australian Electoral Commission Annual Report 2012–13

7Table 27: Provision of quarterly electoral roll information to organisations verifying identity for financial purposes 2012–13

Institution

Data provided

August 2012 November 2012 February 2013 May 2013

ACXIOM Australia Pty Ltd

Betfair Pty Ltd

FCS OnLine

The Global Data Company Pty Ltd

VEDA Advantage Information Services and Solutions Ltd

Appendix F: Enrolment activity and AEC voter transactionsFigure 10: Enrolment activity, 2007–08 to 2012–13

0.0

0.5

1.0

1.5

2.0

2.5

3.0

2012–132011–122010–112009–102008–092007–08

Tran

sact

ions

(milli

on)

Total enrolment transactions Total deletions processedTotal elector transactions

Total enrolment transactions – new enrolments plus re‑instatements; re‑enrolments; intrastate, interstate, intra‑division amendment or movement; no change enrolment.Total deletions processed – objections, deaths, duplications and cancellations.Total voter transactions – total enrolment transactions plus total deletions processed.

Section 7: Appendixes Appendix F 195

Figure 11: Types of enrolment activity 2007–08 to 2012–13E

nrol

men

t tra

nsac

tions

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

2012–132011–122010–112009–102008–092007–08

New enrolments Re-enrolments Change in enrolment detailsNo change to enrolment details Objections Deaths

New enrolments – additions to the electoral roll of individuals who become eligible to enrol and have not been on the roll before. Re‑enrolments – additions to the electoral roll of individuals previously removed from roll. Change in enrolment details – individual’s details altered as a result of intrastate, interstate or intra‑division amendment or movement. No change to enrolment details – enrolment forms returned, but details do not need altering.Objections – individuals removed from the roll because they do not live at their enrolled address or no longer have entitlement for enrolment.Deaths – individuals who have died and removed from the roll.

Table 28: Enrolment transactions from 2007–08 to 2012–13

Enrolment transaction 2007–08 2008–09 2009–10 2010–11 2011–12 2012–13

Deaths 4% 6% 5% 5% 6% 4%

Objections 8% 7% 15% 6% 6% 5%

No change to enrolment details

9% 7% 6% 10% 9% 12%

Change in enrolment details

56% 58% 54% 59% 61% 62%

Re‑enrolments 11% 4% 7% 8% 4% 5%

New enrolments 12% 17% 13% 12% 14% 12%

196 Australian Electoral Commission Annual Report 2012–13

7Ta

ble

 29:

Enr

olm

ent

acti

vity

by

juri

sdic

tio

n Ju

ly 2

012

to J

une 

2013

NS

WV

ic.

Qld

WA

SA

Tas.

AC

TN

TTo

tal

Add

ition

s to

the

roll

New

enr

olm

ents

99 5

9082

 917

62 9

8923

 766

55 4

207 

426

9 28

23 

931

345 

321

Re‑

inst

atem

ents

375

258

701

2819

452

3732

1 67

7

Re‑

enro

lmen

ts49

 699

30 4

5926

 722

7 50

120

 403

2 73

02 

833

2 72

614

3 07

3

Intr

asta

te28

1 60

818

5 91

015

0 04

841

 481

81 9

879 

127

5 56

31 

788

757 

512

Inte

rsta

te43

 145

35 8

1644

 138

10 9

0320

 275

6 26

213

 506

7 84

718

1 89

2

Intr

a‑di

visi

on a

men

dmen

t or

mov

emen

t31

4 98

018

2 58

716

4 39

265

 274

84 5

7623

 454

23 9

1211

 164

870 

339

No

chan

ge e

nrol

men

t12

5 07

870

 974

27 4

9135

 830

72 4

513 

133

5 12

92 

948

343 

034

Tota

l enr

olm

ent t

rans

actio

ns

proc

esse

d91

4 47

558

8 92

147

6 48

118

4 78

333

5 30

652

 184

60 2

6230

 436

2 64

2 84

8

Del

etio

ns fr

om th

e ro

ll

Obj

ectio

ns28

 090

37 0

6953

 258

2 64

213

 195

2 84

31 

017

1 81

213

9 92

6

Dea

ths

41 8

3926

 893

21 0

4210

 764

10 2

193 

751

1 40

669

811

6 61

2

Dup

licat

ions

1 37

966

81 

148

178

592

8911

622

24 

392

Can

cella

tion

6227

08

860

101

419

Tota

l del

etio

ns p

roce

ssed

71 3

7064

 900

75 4

5613

 592

24 0

666 

693

2 53

92 

733

261 

349

Tota

l vot

er tr

ansa

ctio

ns98

5 84

565

3 82

155

1 93

719

8 37

535

9 37

258

 877

62 8

0133

 169

2 90

4 19

7

Nat

iona

l, st

ate

and

terr

itory

tota

ls fo

r en

rolm

ent a

ctiv

ity a

re s

ubje

ct to

min

or s

tatis

tical

adj

ustm

ent a

nd s

how

min

or d

iffer

ence

s fro

m g

azet

ted

enro

lmen

t det

ails

. Inc

lude

s ne

w a

nd c

hang

es to

enr

olm

ents

for

17‑y

ear‑

olds

.

Section 7: Appendixes Appendix F 197

Table 30: EQAP results for 2012–13

Measures 1 Results Explanation

Essential fields found without errors 2

99.6% Fields on an enrolment form that would affect the enrolment for example, surname or family name, given name/s (where known), date of birth, gender, residential address, citizenship details, signature or mark, evidence of identity, signature of witness (where required), postal address.

Non‑essential fields found without errors 3

95.3% Any other fields on the enrolment form. These fields do not affect an enrolment.

Timing of processing 4

82.7% Enrolment forms processed within three business days of receipt of the form by any AEC office (excluding State Direct Enrolment and Federal Direct Enrolment and Update transactions).

1. relate to the key performance indicators for accurate and timely enrolment processing. 2. measures achievement against 99.5 per cent target of enrolment transactions correctly processed.3. most common field for non‑essential errors was where multiple forms of evidence of identity were provided, but the data

had not been entered by us. This error does not affect entitlement in any way. 4. achievement against the target of 99 per cent of enrolment transactions processed within three business days.

198 Australian Electoral Commission Annual Report 2012–13

7A

ppen

dix

G: S

ourc

es o

f new

enr

olm

ents

Tab

le 3

1: T

op

10

sour

ces

of

new

enr

olm

ents

and

cha

nges

to

enr

olm

ent

det

ails

fo

r 18

–25‑

year

‑old

s 20

12–1

3

Sou

rce

All

enro

lmen

t for

ms

Cha

nge

in e

nrol

men

t de

tails

New

enr

olm

ent

Re‑

enro

lmen

t

Onl

ine

enro

lmen

t ser

vice

118

9 32

614

9 26

137

 672

2 39

3

FDE

U 2

186 

917

126 

615

54 5

965 

706

Sta

te d

irect

enr

ol a

nd u

pdat

e 313

0 54

243

 153

84 1

663 

223

Mai

l rev

iew

51 9

4224

 872

24 9

992 

071

Sta

te e

lect

oral

com

mis

sion

s49

 502

29 2

9419

 027

1 18

1

Pos

t Offi

ce23

 226

11 9

8410

 885

357

Sta

te d

ecla

ratio

n vo

ting

enve

lope

s 16

 203

11 4

334 

207

563

Div

isio

nal o

ffice

issu

ed13

 248

8 89

53 

841

512

Citi

zens

hip

cere

mon

ies

10 6

4110

610

 533

2

Tran

spor

t aut

horit

ies

9 71

08 

508

1 03

616

6

Tota

l for

top

1068

1 25

741

4 12

125

0 96

216

 174

1. A

EC

‑hos

ted

onlin

e en

rolm

ent.

2. F

eder

al D

irect

Enr

ol a

nd U

pdat

e ar

e en

rolm

ent t

rans

actio

ns g

ener

ated

by

sect

ions

103

A &

B o

f the

Com

mon

wea

lth E

lect

oral

Act

191

8. In

clud

es e

nrol

men

t tra

nsac

tions

pro

cess

ed a

t the

end

of t

he n

otifi

catio

n pe

riod

and

dire

ct e

nrol

men

t tra

nsac

tions

pro

cess

ed b

ecau

se o

f a re

turn

ed d

irect

enr

olm

ent o

r up

date

lett

er. E

nrol

men

t tra

nsac

tions

may

occ

ur o

utsi

de o

f the

sou

rce

stat

e be

caus

e of

adv

ice

from

the

vote

r an

d th

ese

enro

lmen

ts a

re a

lso

repo

rted

und

er F

DE

U. I

f the

vot

er d

oes

not h

ave

an e

xist

ing

fede

ral e

nrol

men

t ent

itlem

ent t

hen

the

Fede

ral D

irect

Enr

ol a

nd U

pdat

e pr

oces

s w

ould

iden

tify

the

enro

lmen

t as

a ne

w

enro

lmen

t or

re‑e

nrol

men

t.3.

NS

W a

nd V

ic s

tate

ele

ctor

al c

omm

issi

on d

irect

enr

olm

ent p

rogr

am.

Section 7: Appendixes Appendix G 199

Table 32: Top 10 sources of new enrolments and changes to enrolment details for 16–17‑year‑olds1 2012–13

SourceAll enrolment

forms Change in

enrolment details New enrolment

Mail review 54 978 503 54 471

State electoral commission 15 253 1 746 13 507

Online enrolment service 2 8 427 1 184 7 242

Birthday cards 6 176 85 6 091

School visit 4 837 416 4 421

Post Office 2 655 242 2 413

Citizenship ceremonies 2 517 15 2 502

Divisional office issued 2 462 359 2 103

Internet – static 3 643 135 508

FDEU4 579 579 0

Total for top 10 98 527 5 264 93 258

1. Voters under 18 are not directly enrolled under FDEU, however enrolment details for any voter on the roll can be updated, regardless of age.

2. AEC‑hosted online enrolment.3. PDF enrolment form for those unable to access online or need to send a signed form.4. Federal Direct Enrol and Update are enrolment transactions generated by sections 103A & B of the Commonwealth

Electoral Act 1918. Includes enrolment transactions processed at the end of the notification period and direct enrolment transactions processed because of a returned direct enrolment or update letter. Enrolment transactions may occur outside of the source state because of advice from the voter and these enrolments are also reported under FDEU. If the voter does not have an existing federal enrolment entitlement then the Federal Direct Enrol and Update process would identify the enrolment as a new enrolment or re‑enrolment.

200 Australian Electoral Commission Annual Report 2012–13

7Appendix H: Assisting state, territory and local government electoral bodiesTable 33: AEC resources to assist state territory and local government electoral bodies 2012–13

State/territory AEC role

New South Wales Assistance with the close of rolls for Local Government Assembly general elections and by‑elections for the councils of Bland, Broken Hill, Cowra, Kempsey, Leeton, and Murray.

Assistance with by‑elections for the State Districts of Heffron, Northern Tablelands and Sydney.

Victoria Assistance with the close of rolls for Lyndhurst district state by‑election, Victorian state re‑division, Victorian general council elections, two local government by‑elections, and six liquor licensing polls.

Queensland Assistance with the close of rolls for: six council by‑elections, four de‑amalgamation polls and a roll snapshot for the annual Homeless Connect event.

Western Australia Assistance with the close of rolls for all local government elections.

Provision of 14 (of 59) Returning Officers to undertake all returning officer functions for the WA State elections.

Provision of nine Early Voting Centres for the WA State election.

South Australia Provision of monthly reports to Electoral Commission South Australia (ECSA) for close of rolls, including 14 supplementary council elections and implementation of SA state redistribution.

Tasmania Management of the close of rolls, provision of all returning officers, 2‑ICs and support staff, nominations and voting and counting for elections in the Legislative Council divisions of Montgomery, Nelson and Pembroke.

Northern Territory Assistance with the close of rolls for NT Legislative Assembly elections, one Legislative Assembly by‑election and three local government supplementary elections.

Involvement with the NT Electoral Commission’s mobile polling and public awareness programs for the Legislative Assembly elections.

Australian Capital Territory

Assistance with close of rolls and Declaration Vote Scrutiny for the ACT Assembly election.

Section 7: Appendixes Appendix I 201

Appendix I: Advertising and market researchIn 2012–13, the AEC updated the election time communication plan and developed and market tested advertising for a federal election and possible referendum. Advertising was tailored and translated for culturally and linguistically diverse (CALD) and Indigenous audiences.

In 2012 the Count Me In enrolment stimulation campaign included a postcard sent to households and online advertising. Ipsos Social Research Institute evaluated the campaign. Pre‑election enrolment campaign activities commenced with online advertising in May 2013. Further information is available on the AEC website and at www.finance.gov.au/advertising/index.html.

Table 34 provides particulars of payments not less than $12 100 (GST inclusive) to advertising agencies, and market research, polling, direct mail and media advertising organisations, as required under s.311A of the Commonwealth Electoral Act 1918. There were no payments of $12 100 or more to polling or direct mail organisations.

Table 34: Payments of $12 100 or more (GST inclusive) on advertising and market research

Agency type Agency name DetailsAmount ($)

GST inclusive

Advertising agencies

Carbon Media Indigenous Facebook, audio‑visual and support materials

94 460

BMF Advertising Advertising development

126 734

Adcorp Advertising development, Indigenous program and simulated election

22 077

Cultural Perspectives CALD1 advertising development

21 120

Market research Ipsos Social Research Institute

Qualitative and quantitative market research services

354 135

Media advertising organisations

Adcorp Media placement (non‑campaign advertising)

328 856

Universal McCann Media placement (campaign advertising)

148 878

1. Culturally and linguistically diverse.

202 Australian Electoral Commission Annual Report 2012–13

7Appendix J: List of requirementsDescription Page

Letter of transmittal iii

Table of contents iv

Index 210

Glossary 205

Contact officer(s) ii

Internet home page address and Internet address for report ii

Review by Secretary (AEC Commissioner)

Review by Commissioner 2

Summary of significant issues and developments 2–7

Overview of department’s performance and financial results 2–7

Outlook for following year 7

Significant issues and developments – portfolio n/a

Departmental Overview

Role and functions 12

Organisational structure 76

Outcome and program structure 15, 22

Where outcome and program structures differ from PBS/PAES or other portfolio statements accompanying any other additional appropriation bills (other portfolio statements), details of variation and reasons for change

n/a

Portfolio structure n/a

Report on Performance

Review of performance during the year in relation to programs and contribution to outcomes

22–69

Actual performance in relation to deliverables and KPIs set out in PBS/PAES or other portfolio statements

22–69

Where performance targets differ from the PBS/ PAES, details of both former and new targets, and reasons for the change

n/a

Narrative discussion and analysis of performance 22–69

Trend information 22–69

Significant changes in nature of principal functions/ services n/a

Performance of purchaser/provider arrangements 125

Factors, events or trends influencing departmental performance 22–69 23–33

Contribution of risk management in achieving objectives 81

Social inclusion outcomes 67

Performance against service charter customer service standards, complaints data, and the department’s response to complaints

82

Discussion and analysis of the department’s financial performance 130

Section 7: Appendixes Appendix J 203

Description Page

Discussion of any significant changes from the prior year, from budget or anticipated to have a significant impact on future operations.

130

Agency resource statement and summary resource tables by outcomes

182

Management and Accountability

Corporate Governance

Agency heads are required to certify that their agency complies with the Commonwealth Fraud Control Guidelines.

iii

Statement of the main corporate governance practices in place 74

Names of the senior executive and their responsibilities 13–15, 75, 76

Senior management committees and their roles 74

Corporate and operational planning and associated performance reporting and review

78

Approach adopted to identify areas of significant financial or operational risk

79

Policy and practices on the establishment and maintenance of appropriate ethical standards

83

How the nature and amount of remuneration for SES officers is determined

111

External Scrutiny

Significant developments in external scrutiny 87–89

Judicial decisions and decisions of administrative tribunals 90–93

Reports by the Auditor‑General, a Parliamentary Committee or the Commonwealth Ombudsman

87–91

Management of Human Resources

Assessment of effectiveness in managing and developing human resources to achieve departmental objectives

98

Workforce planning, staff turnover and retention 101

Impact and features of enterprise or collective agreements, individual flexibility arrangements (IFAs), determinations, common law contracts and AWAs

110, 111

Training and development undertaken and its impact 98

Work health and safety performance 114–116

Productivity gains

Statistics on staffing 102–109

Enterprise or collective agreements, IFAs, determinations, common law contracts and AWAs

110, 111

Performance pay 111

Assets management

Assessment of effectiveness of assets management 124–125

Purchasing

Assessment of purchasing against core policies and principles 125

204 Australian Electoral Commission Annual Report 2012–13

7

Description Page

Consultants

Summary statement detailing the number of new consultancy services contracts let during the year; the total actual expenditure on all new consultancy contracts let during the year (inclusive of GST); the number of ongoing consultancy contracts that were active in the reporting year; and the total actual expenditure in the reporting year on the ongoing consultancy contracts (inclusive of GST).

126, 128

Statement noting that information on contracts and consultancies is available through the AusTender website.

126

Australian National Audit Office Access Clauses

Absence of provisions in contracts allowing access by the Auditor‑General

130

Exempt contracts

Contracts exempt from the AusTender 130

Financial Statements

Financial Statements 131–179

Other Mandatory Information

Work health and safety (Schedule 2, Part 4 of the Work Health and Safety Act 2011)

114

Advertising and market research (Section 311A of the Commonwealth Electoral Act 1918) and statement on advertising campaigns

201

Ecologically sustainable development and environmental performance (Section 516A of the Environment Protection and Biodiversity Conservation Act 1999)

118

Compliance with the agency’s obligations under the Carer Recognition Act 2010

116

Grant programs 126

Disability reporting – explicit and transparent reference to agency level information available through other reporting mechanisms

67

Information Publication Scheme statement 93

Spatial reporting – expenditure by program between regional and non‑regional Australia

n/a

Correction of material errors in previous annual report n/a

Agency Resource Statements and Resources for Outcomes 182

List of requirements 202

Section 7: Glossary Abbreviations and acronyms 205

Glossary

Abbreviations and acronymsTable 35: Abbreviations and acronyms

Term Description

ABS Australian Bureau of Statistics

ACARA Australian Curriculum, Assessment and Reporting Authority

AEC Australian Electoral Commission

AGIMO Australian Government Information Management Office

APM Australian Project Management

APS Australian Public Service

APSC Australian Public Service Commission

ARO Assistant Returning Officer

BAC Business Assurance Committee

BLV blind and low vision

BRIDGE Building Resources in Democracy, Governance and Elections

CABER Commissioner’s Advisory Board on Electoral Research

CALD culturally and linguistically diverse

CEO community engagement officers

CNE Comissão Nacional de Eleições

CRU Continuous Roll Update

DLP Democratic Labor Party

DRO Divisional Returning Officer

EAP employee assistance program

ECANZ Electoral Council of Australia and New Zealand

ECB Election Commission of Bhutan

ECL electronic certified list

ECN Election Commission of Nepal

ECSA Electoral Commission South Australia

EEIC Electoral Education and Information Centre

EEN Electoral Education Network

ELMS election management system

ELT Executive Leadership Team

EMG Executive Management Group

EPBC Act Environment Protection and Biodiversity Conservation Act 1999

EQAP Enrolment Quality Assurance Program

FCC Fraud Control Committee

FDEU Federal Direct Enrolment and Update

206 Australian Electoral Commission Annual Report 2012–13

7

Term Description

FIFO fly‑in fly‑out

FMA Act Financial Management and Accountability Act 1997

FWA Fair Work Australia

HCO Harassment Contact Officer

ICARE APS values – Impartial, Committed to service, Accountable, Respectful, Ethical

IEPP Indigenous Electoral Participation Program

IFA individual flexibility arrangements

IPS Information Publication Scheme

ISC Investment and Strategies Committee

JSCEM Joint Standing Committee on Electoral Matters

KPI key performance indicator

KPU Komisi Pemilihan Umum

LWU larger work unit

MFD multi‑function devices

NEEC National Electoral Education Centre

NEVDIS National Exchange of Vehicle and Driver Information Service

NRS National Relay Service

NTS National Transition Strategy

OIC Officer in Charge

OTM Other Trust Monies

PBS Portfolio Budget Statements

PIANZEA Pacific Islands, Australia and New Zealand Electoral Administrators

PIN personal identification number

PNG Papua New Guinea

PNGEC Papua New Guinea Electoral Commission

PSM Public Service Medal

SAF Sample Audit Fieldwork

STAE Secretáriado Técnico de Administração Eleitoral

TSRA Torres Strait Regional Authority

VITS VITS LanguageLink

WHS work health and safety

Section 7: Glossary Glossary of terms 207

Glossary of termsTable 36: Glossary of terms

Term Description

Ballot A secret vote, normally written.

Ballot box The sealed container into which a voter places a completed ballot paper.

Ballot paper A paper that shows the names of the candidates who are standing for election and on which voters mark their vote.

By‑election An election held to fill a single vacancy in the House of Representatives.

Candidate A person standing for election to the House of Representatives or Senate.

Certified list The official electoral roll used to mark off voters at an election.

Close seat A term used while counting votes to describe a seat where the results are close.

Compulsory enrolment The requirement for Australian citizens aged 18 years and over to enrol to vote.

Constitution (Australian) A document which sets out the structure of Australian federal politics, and can only be amended through a referendum.

Court of Disputed Returns A court (in Australia the High Court) that determines disputes about elections.

Declaration vote Any vote where instead of the voter being marked off the certified list, the vote is sealed in an envelope and signed by the voter.

Division or electorate The voting area, containing approximately equal numbers of voters, for which one member is elected to the House of Representatives. Australia is divided into 150 electorates.

Electoral roll The list of people entitled to vote in an election or referendum.

Elector A person entitled to vote at an election.

Federal election A general election for the House of Representatives and Senate.

Fee‑for‑service election An election or ballot conducted on a full cost recovery basis.

Financial disclosure return A document detailing information on the receipts and expenditure of participants in the political process.

Formality or formal vote A vote in an election or referendum, where the ballot paper has been marked correctly and is counted towards the result. A ballot paper incorrectly marked is called informal.

Franchise The right to vote.

208 Australian Electoral Commission Annual Report 2012–13

7

Term Description

Funding and Disclosure Public funding of election campaigns and disclosure of certain financial details by candidates, political parties and others.

General Postal Voter (GPV) A voter who is registered to have postal ballot papers sent automatically due to difficulty getting to a polling place.

House of Representatives The house of Parliament in which the government is formed. Under a preferential voting system, each division elects one member of the House of Representatives.

Hung parliament A parliament where no political party or coalition of parties has a majority in the House of Representatives.

Joint Standing Committee on Electoral Matters (JSCEM)

The parliamentary committee that inquires into and reports on matters relating to electoral laws, practices and administration.

Member Any person elected to parliament, but commonly used for the House of Representatives.

Mobile polling team Polling officials who bring polling to hospitals, nursing homes, prisons, remand centres and remote locations.

Nomination To submit for candidacy for election to the Senate or House of Representatives.

Ordinary vote A vote cast on or before election day within the division the voter is enrolled.

Poll An election – a count of votes or opinions.

Polling day The day fixed for the election.

Polling place A location for people to vote.

Postal vote Ballot papers sent to a voter and posted back before the close of polling.

Preferential voting A system of voting where a voter shows an order of preference for candidates by numbering their choices.

Pre‑poll vote A vote cast before polling day.

Provisional vote Votes cast at a polling place where the elector’s name cannot be found on the roll, the name has been marked off, or the voter has a silent enrolment.

Redistribution A redrawing of electoral boundaries to ensure (as close as possible) the same number of voters in each division.

Referendum A vote to change the Constitution.

Roll A list of voters eligible to vote at an election or referendum.

Registered political party A party registered with the AEC under Part XI of the Commonwealth Electoral Act 1918.

Secret ballot A vote made in secret.

Senate The house of Parliament representing the states. Seventy‑six senators are elected – 12 from each state and two from each territory, under a proportional representation system.

Silent elector A voter whose address does not appear on the electoral roll for reasons of personal safety.

Section 7: Glossary Glossary of terms 209

Term Description

Turnout The percentage of people who voted in the election, calculated by dividing the sum of formal and informal votes by the final enrolment figure.

Vote To choose a representative, or make a preference, in an election.

Writ A document commanding an electoral officer to hold an election, containing dates for the close of rolls, the close of nominations, the election day and the return of the writ.

210 Australian Electoral Commission Annual Report 2012–13

7IndexItalicised numbers indicate tables and figures.

AA Time for Change: Yes/No? 86

abbreviations and acronyms, 205–206

Aboriginal and Torres Strait Islander Act 2005, 16, 17, 50

accountability. see governance and accountability

Administrative Appeals Tribunal Act 1975, 90

administrative scrutiny

Administrative Appeals Tribunal, 90

Australian Human Rights Commission, 90, 91

Commonwealth Ombudsman, 90

Office of the Australian Information Commissioner, 91

advertising and market research, 201, 201

Advisory Report on the Electoral and Referendum Amendment (Improving Electoral Administration) Bill 2012, 88

AEC Employment, 101, 102, 125

Agency Multicultural Plan, 80

agency resource statement, 182

Archives Act 1983, 83

Asia–Pacific, electoral assistance, 51, 53

assets

financial performance analysis, 130

information, 125

physical, 124

audit, internal, 79, 80

audit, performance, 93

AusAID, 51, 52, 53, 145

AusTender, 125, 126, 130, 204

Australia Post, 29, 191

Australian Capital Territory, electoral redistribution, 31

Australian Curriculum, Assessment and Reporting Authority (ACARA), 5, 62

Australian Electoral Commission (AEC), 12–17

leadership, 13

legislative framework, 17

organisational structure, 13–15, 76

outcome and programs, 15–17, 22. see also under individual programs

principles, 12–13

role, 12, 22

values, 12

Australian Federal Police, 83, 93, 192

Australian Human Rights Commission, 90, 91

Australian National Audit Office, 93, 118, 130, 168

Australian Public Service Commission (APSC), 67, 83, 101, 112

Australian Taxation Office (ATO), 32, 150

Australian Workplace Agreements, 110

Australia’s Overseas Representation – Punching below our weight? 88

BBalanced Scorecard reporting method, 79

Bhutan, electoral assistance, 52

blind and low vision voters, 34–35, 42

breaches of electoral laws, 83

Business Assurance Committee (BAC), 74, 77–78, 82, 93

business continuity plan, 79, 81

CCancer of the bush or salvation for our cities?: Fly‑in, fly‑out and drive‑in, drive‑out

Section 7: Index 211

workforce practices in Regional Australia, 88

carer recognition, 116

certified list. see electronic certified list (ECL)

Check Enrolment, 125

Civics and Citizenship, 5, 62–63

civics education, 62

collaborations with state, territory and overseas electoral authorities, 48–53

Electoral Council of Australia and New Zealand (ECANZ), 48

Electoral Education Network (EEN), 49

overseas, 50–53

state and territory electoral commissions, 49

Torres Strait Regional Authority (TSRA), 50

Comcover Risk Management Benchmarking Survey, 81

Commercial Law and Procurement section, 76, 125

Commissioner’s review, 2–7

Commonwealth Electoral Act 1918, vii, 12, 16, 31, 106, 143, 175, 182, 198

administrative scrutiny, 90

advertising and market research, 201

alleged breaches, 83

amendments, 84, 85–86

consultancy, 127

employment agreements, 110

external scrutiny, 87

Federal Direct Enrolment and Update (FDEU), 3, 28, 29, 198

judicial scrutiny, 91–92

legislative framework, 17

political funding transparency, 45–47

Register of Political Parties, 44

roll products and services, 32–33, 43

Commonwealth Ombudsman, 90

communication activities, 69

community engagement, 18–19, 57–58

community engagement officers (CEOs), 18–19, 63, 65

complaints, 82

compliance reviews, 47

consultancy contracts, 126, 128–129

consultancy policy, 127

Continuous Roll Update (CRU) program, 28, 31

contractual arrangements

consultancy contracts, 126, 128–129

consultancy policy, 127

exempt contracts, 130

corporate fraud control plan, 80

Count Me In campaign, 24, 56, 68, 69, 130, 201

culturally and linguistically diverse (CALD) groups

case study, 18–19

engagement with, 4, 5, 57, 63, 201

language issues, 82

workplace diversity, 112

customer enquiries, issues and complaints, 82

DDepartment of Defence, 42

Department of Foreign Affairs and Trade, 42, 53, 191, 192

Department of Human Services, 32, 42, 192

Department of Immigration and Citizenship, 30, 191

Disability Advisory Committee, 67

Disability Inclusion Strategy, 67, 80

disability reporting, 67–69

divisional offices, 15

212 Australian Electoral Commission Annual Report 2012–13

7Eeducation and communication. see Program 1.3: Education and Communication

Education and Communications Branch, 13, 76

education and public awareness programs, 5, 56–69

civics education, 62

communication activities, 69

community engagement, 18–19, 57–58

culturally diverse groups, engagement with, 4, 5, 57, 63, 201

federal election public information campaign, 56–57

Indigenous Australians, engagement with, 63–67, 70–71, 120

National Electoral Education Centre (NEEC), 58–60, 119

special enrolment provisions, 31–32, 67–69

special needs voters, 67–69

teacher assistance, 61–62

efficiency improvement, 98–121

environmental performance, 118–119

information and communications technology improvements, 117

workforce investment, 98–117

election funding, 45–48

election management and support services. see Program 1.2: Election Management and Support Services

election management system (ELMS), 125

election preparation, 41–42

election preparation plan, 82

Election Preparation Program, 41

election services

elections and referendums, 41–42, 54–55, 57, 89

fee‑for‑service elections, 37–40, 200

overseas advice and assistance, 50–53, 82

research on electoral system, 53

support services for members of parliament, 43

Torres Strait Regional Authority elections, 16, 48, 50, 94–95

for workplaces, 36–37

election simulation, 42

Elections Branch, 13, 14, 76

Electoral Act. see Commonwealth Electoral Act 1918

electoral administration improvement, 85–86

Electoral and Referendum Amendment (Improving Electoral Administration) Act 2013, 85, 85–86

Electoral and Referendum Amendment (Improving Electoral Procedure) Act 2013, 83–84, 84–85

Electoral and Referendum Regulations 1940, 17, 33, 84

Electoral Commissioner, review of the year, 2–7

Electoral Commissioner’s Advisory Board on Electoral Research (CABER), 53

Electoral Council of Australia and New Zealand (ECANZ), 48

electoral divisions, 14, 15, 31

electoral education. see education and public awareness programs

Electoral Education Network (EEN), 48, 49

electoral fraud control plan, 80, 82

electoral procedure improvement, 84–85

electoral redistributions, 31

electoral research, 53

Section 7: Index 213

electoral roll information provided

to government departments and agencies, 33, 192

to medical researchers and those conducting health screening surveys, 33, 193

to members of parliament and senators, 43, 185–189

to private sector, 33, 194

to registered political parties, 43, 190

electoral roll integrity, 29–31

electoral roll management. see Program 1.1 Electoral Roll Management

electoral roll size, 23, 25

electronic certified list (ECL), 8–9

employee assistance program (EAP), 116

employment agreements, 110

enrolment activity. see also Enrolment Quality Assurance Program (EQAP)

by jurisdiction, 196

overview, 194

sources of new enrolments, 198, 199

transactions, 195

types, 195

enrolment campaign, 56–57

enrolment participation, 24–28

18–25‑year olds, 26

by age, 25, 26

rate, 25

special enrolment provisions, 31–32

by state and territory, 27, 28

enrolment program, 3

Enrolment Quality Assurance Program (EQAP), 30

results for 2012–13, 197

enterprise agreement

performance management, 111

salary ranges, 110

enterprise risk register, 81

Environment Protection and Biodiversity Conservation Act 1999, 118

environmental performance, 118–119

Environmental Purchasing Guide, 126

environmentally sustainable development, 118

eReturns, 47, 47

ethical standards, 83

Executive Leadership Team (ELT), 74, 75

Executive Management Group (EMG), 74, 75, 77, 79

expenses and resources for Outcome 1, 184

external scrutiny, 87–89

House of Representatives Standing Committee on Regional Australia, 86, 88

Joint Select Committee on Constitutional Recognition of Local Government, 89

Joint Standing Committee on Electoral Matters, 22, 79, 84, 85, 87, 87–88, 208

Joint Standing Committee on Foreign Affairs, Defence and Trade, 88

Joint Standing Committee on Migration, 89

parliamentary scrutiny, 87

Senate Standing Committee on Finance and Public Administration, 89

FFacebook page, 69

Fair Work Act 2009, 16, 83, 92

Fair Work Australia (FWA) report, 37, 87

Fair Work (Registered Organisations) Act 2009, 16, 17, 36, 37, 83, 86, 92–93

Federal Court of Australia matters, 93

Federal Direct Enrolment and Update (FDEU), 3, 24, 28, 29, 31, 198

214 Australian Electoral Commission Annual Report 2012–13

7federal election

preparation for, 41–42

public information campaign, 56–57

fee‑for‑service election statistics, 39–40

fee‑for‑service elections, 37–40, 200

Fee‑For‑Service Elections branch, 76

Finance and Business Services Branch, 13, 76

finances and assets, management, 124–179

assets, 124–125

contractual arrangements, 126–130

financial performance analysis, 130

financial statements, 131–141

notes to the financial statements, 142–179

procurement, 125–126

financial disclosure returns, 46–47, 46

Financial Management and Accountability Act 1997, 17, 83, 125, 127, 143, 172–173, 174, 175, 176, 182

financial performance analysis, 130

financial statements, 131–141

notes, 142–179

formality of votes, 5

fraud, 82

Fraud Control Committee (FCC), 78, 82

freedom of information, 93

Freedom of Information Act 1982, 17, 83, 90, 91, 93, 130

GGENESIS, 130

GENESIS/RMANS, 125

Get Voting program, 4, 60–61, 69

glossary of terms, 207–209

governance and accountability, 74–93

administrative scrutiny, 90–91

external scrutiny, 87–89

freedom of information, 93

judicial scrutiny, 91–93

legal services, 86–87

management committees, 74–78

performance audits, 93

planning, operating and reporting framework, 78–83, 79

graduate program, 101

grants, 126

Hhealth and safety. see work health and safety (WHS)

health and safety action plan, 67

health and wellbeing programs, 116

Holmdahl v Australian Electoral Commission, 92

Horn v Australian Electoral Commission, 91–92

House of Representatives Standing Committee on Regional Australia, 88

human resources. see staff

IIndigenous Australians, engagement with, 63–67, 70–71, 120

Indigenous Electoral Participation Program (IEPP), 4, 63–67, 113

case study, 70, 120–121

review, 65

Indigenous staff, 113

individual flexibility arrangements, 111

Indonesia, electoral assistance, 51

industrial election statistics, 39–40

industrial elections, 36–37

Section 7: Index 215

information and communications technology (ICT) improvements, 117

Information Publication Scheme (IPS), 93

Information Technology Branch, 13, 76, 124

inquiry into constitutional recognition of local government, 89

inquiry into the AEC analysis of the Fair Work Australia report on the Health Services Union, 87

inquiry into the Citizen Initiated Referendum Bill 2013, 89

inquiry into the Electoral and Referendum (Improving Electoral Administration) Bill 2012, 88

inquiry into the Electoral and Referendum (Improving Electoral Procedure) Bill 2012, 87

inquiry into the use of fly‑in fly‑out workforce practices in regional Australia, 88

internal audit plan, 79, 80

international activities, 53

international assistance, 50–53

international partnerships, 53

international visitors, 53

interpreter, telephone information lines, 82

Investing In Our People program, 6, 98–100, 111

Investment and Strategies Committee (ISC), 74, 77

Jjob vacancies, 100, 101

Joint Select Committee on Constitutional Recognition of Local Government, 89

Joint Standing Committee on Electoral Matters (JSCEM), 22, 79, 84, 85, 87–88, 208

inquiry into the AEC analysis of the Fair Work Australia report on the Health Services Union, 87

inquiry into the Electoral and Referendum (Improving Electoral Procedure) Bill 2012, 87

Inquiry into the Electoral and Referendum (Improving Electoral Procedure) Bill 2012, 88

Joint Standing Committee on Foreign Affairs, Defence and Trade, 89

Joint Standing Committee on Migration, 89

judicial scrutiny, 91–93

Kkey performance indicators

Program 1.1: Electoral Roll Management, 24, 29, 30, 33

Program 1.2: Election Management and Support Services, 37, 38, 41, 42, 43, 45, 46, 50, 51

Program 1.3: Education and Communication, 59, 60, 64, 68

Llanguage issues. see culturally and linguistically diverse (CALD) groups

larger work units (LWUs), 117, 120–121, 124

leadership, Australian Electoral Commission, 13

legal actions, 91–93

Legal and Compliance Branch, 13, 76, 83

legal services, 86–87

legislative framework, Australian Electoral Commission, 17

letter of transmittal, iii

library services, 117

216 Australian Electoral Commission Annual Report 2012–13

7list of requirements, 202–204

MMaking a Nation tool, 62

management committees

Business Assurance Committee (BAC), 74, 77–78, 82, 93

Executive Leadership Team (ELT), 74, 75

Executive Management Group (EMG), 74, 75, 77, 79

Investment and Strategies Committee (ISC), 74, 77

National Program Manager/State Manager Forum, 74, 75

market research, 201

media enquiries, 69

medical researchers, electoral roll information provided to, 193

members of parliament

electoral roll information provided to, 185–189

support services for, 43

mobile polling team, 94–95

Mulholland v Australian Electoral Commission, 91

Nnational business plan, 64, 78, 79, 80

National Disability Strategy, 67–68

National Electoral Education Centre (NEEC), 58–60, 119

National Exchange of Vehicle and Driver Information System (NEVDIS), 28, 191

national office, 13–14

National Program Manager/State Manager Forum, 74, 75

National Property team, 124

Nepal, electoral assistance, 52

new citizens, enrolment, 27, 27

OO’Donohue and Australian Electoral Commission, 91

office network

divisional offices, 15

national office, 13–14

state offices, 15

Office of the Australian Information Commissioner, 91

Ombudsman Act 1976, 83, 90

online enrolment, 4, 28–29, 125

Online Postal Vote Application, 125

online services, 125

organisational structure, 13, 76. see also office network

outcome, 15–17, 22

expenses and resources for, 184

outlook for following year, 7

overseas elections, advice and assistance in, 12, 16, 50–53

Asia–Pacific, 51

Bhutan, 52

Indonesia, 51

Nepal, 52

Pacific islands, 52

Papua New Guinea, 52

Timor‑Leste, 51

overseas voter advice and assistance, 82

PPacific islands, electoral assistance, 52

Papua New Guinea, electoral assistance, 52

parliament support services, 43

parliamentary scrutiny, 87

People Services Branch, 13, 76, 111

performance audits, 93

Section 7: Index 217

performance management and performance pay, 111

planning, operating and reporting framework, 78–83, 79

Balanced Scorecard, 79

business continuity plan, 81

customer enquiries, issues and complaints, 82

documents, 80

enterprise risk register, 81

ethical standards, 83

fraud, 82

internal audit, 79, 80

risk management and business continuity, 81

strategic plan, 78–80

political funding transparency, 45–48

compliance reviews, 47

election funding, 48

financial disclosure returns, 46–47, 46

review of funding and disclosure functions, 47–48

political party, electoral roll information provided to, 190

political party, registrations of, 44–45

polling services, delivery of, 36–53

collaborations with state, territory and overseas electoral authorities, 48–53

elections and referendums, preparing for, 41–42

fee‑for‑service elections, 37–40, 200

political funding transparency, 45–48

political party registrations, 44–45

workplace elections support, 36–37

polling staff development, 100

principles, Australian Electoral Commission, 12–13

Privacy Act 1988, 17, 33, 83, 90, 91

procurement, 125–126

Program 1.1: Electoral Roll Management, 15, 23–33

delivery of products, 32–33

enrolment participation, 24–28

Federal Direct Enrolment and Update (FDEU), 28

key performance indicators, 24, 29, 30, 33

maintaining integrity, 29–31

online enrolment, 28–29

special enrolment provisions, 31–32

Program 1.2: Election Management and Support Services, 16

collaborations with state, territory and overseas electoral authorities, 48–53

elections and referendums, preparing for, 41–42

electoral research, 53

fee‑for‑service elections, 37–40

key performance indicators, 37, 38, 41, 42, 43, 45, 46, 50, 51

political funding transparency, 45–48

political party registrations, 44–45

workplace elections support, 36–37

Program 1.3: Education and Communication, 56–69

civics education, 62

communication activities, 69

culturally diverse groups, engagement with, 63

Indigenous Australians, engagement with, 63–67, 70–71

key performance indicators, 59, 60, 64, 68

National Electoral Education Centre (NEEC), 60

special enrolment provisions, 67–69

teacher assistance, 61–62

program structure, 15–17, 22

property plan, 80

218 Australian Electoral Commission Annual Report 2012–13

7protected action ballots, 36–37

Public Service Act 1999, vii, 17, 83, 106, 109, 110, 176

RRecognition and Rewards Program, 111

Reconciliation Action Plan, 80, 113

recruitment of staff, 101

referendum, 41–42, 57, 89

case study, 54–55

Referendum (Machinery Provisions) Act 1984, 12, 17, 55, 57, 86

Referendum (Machinery Provisions) Amendment Act 2013, 86

Register of Political Parties, 43, 44–45

report on performance, 22–69

education and public awareness programs, 56–69. see also Program 1.3: Education and Communication

electoral roll management, 23–33. see also Program 1.1: Electoral Roll Management

outcome and program structure, 22

polling services, delivery of, 36–53. see also Program 1.2: Election Management and Support Services

Representation Act 1983, 17

research on electoral system, 53

resources, 182–184, 184

Respect at Work Policy and Guidelines, 116

review of funding and disclosure functions, 47–48

review of governance arrangements, 74

review of the corporate and electoral fraud control plans, 82

review of the implementation of audit recommendations from 2003 to 2011, 79

‘right to vote’ education, 58–63

civics education, 62

Get Voting program, 60–61

National Electoral Education Centre (NEEC), 60

outreach program, 60

teacher assistance, 61–62

Western Australian Civics and Citizenship Competition, 63

Rising to Management program, 6, 99

risk management, 81

risk register, 81

role, Australian Electoral Commission, 12

Roll Management Branch, 13, 14, 76

roll products and services, 32–33. see also electoral roll information provided

SSafety, Rehabilitation and Compensation Act 1988, 115

Sample Audit Fieldwork (SAF), 30–31

security plan, 80

seminar series for staff, 98

Senate Standing Committee on Finance and Public Administration, 89

senior executive remuneration, 110, 111

simulated election, 42, 130

social inclusion. see special needs

social media communication, 69

special categories of voters, 32

special enrolment provisions, 31–32

special needs, 67–69

blind and low vision voters, 34–35, 42

culturally and linguistically diverse (CALD) groups, 18–19, 57, 63, 82

Section 7: Index 219

staff, 98–119

advertised vacancies, 100, 101

consultation and engagement initiatives, 100

diversity, 112–113

employment agreements, 110

graduate program, 101

individual flexibility arrangements, 111

Investing In Our People program, 6, 98–100, 111

irregular or intermittent, 102

larger work units (LWUs), 117, 120–121, 124

library services, 117

number of non‑ongoing, by classification, gender and location, 107–109

number of ongoing staff, by classification, gender and location, 103–106

performance management and performance pay, 111–112

polling of staff development, 100

profile, by age, 113

profile, by category, 112

Reconciliation Action Plan, 80, 113

recruitment, 101

retention, 101

Rising to Management program, 6, 99

senior executive remuneration, 110, 111

state and territory electoral commissions

joint roll arrangements, 48, 49

resources provided to, 200

state and territory enrolment participation, 27, 28

State of the Service Census results, 100

state offices, 15

Strategic Capability Branch, 13, 76

strategic plan, 78–79, 80

strategic risk management plan, 80, 81

support services for electoral redistributions, 15

TTaxation Administration Act 1953, 85–86

teacher assistance, 61–62

telephone voting system, 34–35

tenders, 125

Timor‑Leste, electoral assistance, 51–52

Torres Strait Regional Authority (TSRA) election, 16, 48, 50

case study, 94–95

training

e‑learning fraud awareness, 82

on obligations under the procurement policy framework, 125

for polling officials, 42, 100

Rising to Management program, 6, 99

staff seminar series, 98

turnout of voters, 4. see also Get Voting program

Vvalues, Australian Electoral Commission, 12

virtual tally room, 42

vision impaired and blind voters, 34–35, 42

VITS LanguageLink, 82

Wwebsite visits, 69

Western Australian Civics and Citizenship Competition, 63

220 Australian Electoral Commission Annual Report 2012–13

7work health and safety (WHS), 114–116

annual premium, 116

carers, 116

claims management, 115

compensation and non‑compensation injuries, 115

event management, 115

health and wellbeing programs, 116

incidents, 114, 115

legislation changes, 114

programs, 116

respect at work, 116

Respect at Work Policy and Guidelines, 116

workforce. see staff

workplace diversity, 112–113

workplace diversity plan, 80

workplace elections and ballots, 36–37

Workplace Services and Security, 76, 124

Yyoung Australians, enrolment, 26–27

Your Vote Counts program, 62

Youth listening to Youth program, 66, 70–71