Annual Report 2013–14

ii Australian Electoral Commission Annual Report 2013–14

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Web address annualreport.aec.gov.au/2014

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iii Letter of transmittal

LETTER OF TRANSMITTAL

iv Australian Electoral Commission Annual Report 2013–14

ABOUT THIS REPORTThis report describes AEC activities and services for the financial year ending 30 June 2014. It informs all Australians – including members of parliament, political parties, interest groups, candidates, electoral authorities, government agencies, students, teachers, and the media – about the AEC’s performance against its outcome, programmes, deliverables and key performance indicators in the Portfolio Budget Statements 2013–14.

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 Requirements for Annual Reports.

There are six sections:

1. The year in review – Summary of key developments and trends, including a review by Acting Electoral Commissioner, Tom Rogers.

2. About the AEC – Role, values, structure, programmes and outcome.

3. Report on performance – Work and achievements for each AEC programme with key performance outcomes over three years.

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

5. Managing resources and assets – The AEC workforce, information technology, asset and contract management, and financial performance for 2013–14, including audited financial statements.

6. Appendixes and references – Supporting figures, tables and information including a glossary and index.

Case studies throughout the report highlight details of particular developments, activities and outcomes for 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.

Visit the AEC website to view this report online. A PDF version is also available.

v Table of contents

TABLE OF CONTENTSLETTER OF TRANSMITTAL IIIABOUT THIS REPORT IV

Tools to assist readers iv

THE YEAR IN REVIEW 1Commissioner’s review 2Timeline of key events 2013–14 6

ABOUT THE AEC 11Role 12Functions 12Values 12Principles 12Office network 13Leadership 15Legislation 17Outcome and programmes 18

REPORT ON PERFORMANCE 23

ACTIVE ELECTORAL ROLL MANAGEMENT 25Overview 25Maintaining the electoral roll 26Electoral roll services 31

EFFICIENT DELIVERY OF POLLING SERVICES 36

ELECTION MANAGEMENT 37Overview 37Election planning 372013 federal election 382014 Griffith by‑election 422014 Western Australian Senate election 44

ELECTION SUPPORT SERVICES 50Maintaining the Register of Political Parties 50Transparency of political funding 52Support for Australian workplaces 55Assistance to state, territory and overseas electoral authorities 58

EDUCATION AND PUBLIC AWARENESS 68Overview 68Education 69Public awareness campaigns 70Assisting Australians with diverse needs 74Services for Indigenous Australians 77

GOVERNANCE AND ACCOUNTABILITY 84Overview 86Internal governance 87External scrutiny 92

vi Australian Electoral Commission Annual Report 2013–14

MANAGING RESOURCES AND ASSETS 103Overview 104Investing in our people 105Environmental performance 117Assets management 118Procurement and contractual arrangements 120Financial performance 123

FINANCIAL STATEMENTS 124Auditor’s report 124Statement by the Acting Electoral Commissioner and Chief Finance Officer 126Administered schedules 132

NOTES TO THE FINANCIAL STATEMENTS 134

APPENDIXES AND REFERENCES 177Appendix A: Resources 178Appendix B: Electoral roll information for members of parliament and senators 181Appendix C: Roll information for registered political parties 187Appendix D: Other recipients of roll information 189Appendix E: Enrolment activity and transactions 191Appendix F: Assisting state, territory and local government electoral bodies 197Appendix G: Advertising and market research 198Appendix H: AEC regular staff – classification, gender, location 199Appendix I: List of requirements 205

GLOSSARY 208Abbreviations and acronyms 208Glossary of terms 209

INDEX 211

CASE STUDIESA taskforce for change 8Delivering reform at the Griffith by‑election 20Eight days, six hundred thousand enrolments 34A new role to deliver reform: Divisional Materials Managers at the 2014 Western Australian Senate election 48Going to great lengths to deliver the franchise 66Making a difference at the National Indigenous Youth Parliament 82Farewell to the National Tally Room 100A new approach to training 174

FIGURESFigure 1: Electoral divisions 14Figure 2: Organisation chart and leadership structure at 30 June 2014 16Figure 3: Participation rate and enrolled population, 24 November 2007 to 30 June 2014 27Figure 4: Youth (18–25‑year‑old) participation rate, 2007 to 2014 30Figure 5: Enrolment forms received within three and six months of citizenship ceremonies 30Figure 6: 2014 Western Australian Senate election – vote types 45Figure 7: Planning, operating and reporting framework 89Figure 8: Percentages of female and male staff, 2006–07 to 2013–14 106Figure 9: Staff by age group at 30 June 2014 107Figure 10: Vacancies advertised, 2010 to 2014 108Figure 11: Staff profile by self‑identified category 112Figure 12: Enrolment activity, 2007–08 to 2013–14 191Figure 13: Types of enrolment activity, 2007–08 to 2013–14 191

vii

Table of contents

TABLESTable 1: Legislative framework 17Table 2: Electoral roll and estimated participation rate at 30 June 2014 27Table 3: 2013 federal election timeline 39Table 4: House of Representatives nominations by state and territory 39Table 5: Senate nominations by state and territory 39Table 6: 2013 federal election – types of votes counted 39Table 7: Proportion of postal votes counted for the last three federal elections 40Table 8: Griffith by‑election timeline 43Table 9: 2014 Griffith by‑election – types of votes counted 43Table 10: 2014 Western Australian Senate election timeline 45Table 11: 2014 Western Australian Senate election – types of votes counted 45Table 12: Financial disclosure returns lodged and published for previous financial years 52Table 13: 2013 federal election – final election payment summary 54Table 14: Payments in lieu of election funding entitlements for Western Australian

Senate votes missing from the 2013 recount 55Table 15: Griffith by‑election – election payment summary 55Table 16: 2014 Western Australian Senate election – election payment summary 55Table 17: Industrial elections, protected action ballots and fee‑for‑service

elections/ballots statistics – 2013–14 57Table 18: Roll extracts provided for state and territory elections 59Table 19: 2013 federal election – public awareness campaign activities 71Table 20: Corporate and business planning documents 90Table 21: AEC workforce at 30 June 2014 106Table 22: Intermittent or irregular staff by classification 107Table 23: Polling officials and AEC employees who identified as Indigenous at the

2010 and 2013 federal elections 112Table 24: AEC Enterprise Agreement 2011–2014 – salary ranges by classification, 30 June 2014 112Table 25: Base salary bands for statutory appointees and senior executive staff, 30 June 2014 114Table 26: Workplace health and safety summary 116Table 27: New AEC‑managed compensation and non‑compensation injuries 116Table 28: Consultancy contracts to the value of $10 000 or more during 2013–14 121Table 29: Agency Resource Statement, 2013–14 179Table 30: Expenses and resources for Outcome 1 180Table 31: Recipients of electoral roll extracts, July 2013–June 2014 181Table 32: Parties provided with electoral roll extracts, July 2013–June 2014 187Table 33: Government departments and agencies who received electoral extracts,

July 2013–June 2014 189Table 34: Medical and electoral researchers provided with roll extracts, July 2013–June 2014 190Table 35: Provision of electoral roll information to organisations verifying identity for

financial purposes, July 2013–June 2014 190Table 36: Types of enrolment activity, 2007–08 to 2013–14 192Table 37: Enrolment activity by jurisdiction, 2013–14 192Table 38: Top 10 sources of enrolment, all ages 193Table 39: Top 10 sources of enrolment, 18–25‑year‑olds 194Table 40: Top 10 sources of enrolment, 16–17‑year‑olds 195Table 41: Enrolment Quality Assurance Programme results for 2013–14 196Table 42: AEC resources to assist state, territory and local government electoral bodies, 2013–14 197Table 43: Payments, $12 400 or more (GST inclusive), for advertising and market research 198Table 44: Ongoing staff employed, including staff on higher duties arrangements,

by classification, gender and location at 30 June 2013 and 30 June 2014 199Table 45: Non‑ongoing staff employed, including staff on higher duties arrangements,

by classification, gender and location at 30 June 2013 and 30 June 2014 202

viii

Australian Electoral Commission Annual Report 2013–14

OneThe year in review

2 Australian Electoral Commission Annual Report 2013–14

COMMISSIONER’S REVIEWThe principle of integrity is fundamental to a successful democracy and is achieved when a number of important elements come together: impartial, legal, accurate and transparent electoral outcomes, and a community that is educated in electoral matters and confident in the electoral process. That is why integrity is at the heart of all electoral services.

In these terms, 2013–14 has been a year of mixed outcomes for the AEC. We have delivered education and communication campaigns to help Australians fulfil their electoral obligations. We have delivered multiple elections, successfully trialling new technology such as electronic certified lists and online postal vote applications. We have also provided a broad range of electoral support services to candidates and parties, state and territory governments and international

partners across the Asia‑Pacific. All of these activities help support the health of democracy at home and abroad.

Without doubt, however, the pivotal event for the AEC in 2013–14 was the loss of 1 370 ballot papers during the recount of Senate votes in Western Australia following the 2013 federal election.

The loss of ballot papers, in the context of close margins at key stages of the count, led the AEC to petition the Court of Disputed Returns. The court subsequently declared void the 2013 Senate election result for Western Australia and ordered a fresh election, which was held in April 2014. These were unprecedented events in Australian electoral history and marked a difficult period for the AEC – the most difficult in our history.

The AEC has unreservedly apologised to the voters in Western Australia, to the candidates, the parties and all those affected by the loss of ballot papers. In early 2014, Electoral Commissioner Ed Killesteyn and the Australian Electoral Officer for Western Australia, Peter Kramer, both resigned in acknowledgement of the seriousness of these matters.

On 5 November 2013, the three‑person Australian Electoral Commission appointed Mr Mick Keelty AO to conduct an inquiry into the circumstances of the missing ballot papers. Mr Keelty’s report, Inquiry into the 2013 WA Senate Election (the Keelty Report), was publicly released on 6 December 2013 and is available on the AEC website.

Mr Keelty found significant failures in a number of procedures for the secure handling, movement and storage of Senate ballot papers in Western Australia. He made 32 recommendations for reform of the AEC’s logistics management, contract management, processes, ballot paper security and culture. The three‑person Australian Electoral Commission considered the Keelty Report before its public release and accepted all 32 recommendations.1

1 These events are further documented in this report in The Year in Review – Timeline of key events 2013–14, Report on Performance – Programme 1.2 Election Management, and Governance and Accountability – Judicial scrutiny.

3The year in review

AEC reformIn December 2013, the AEC embarked on a fundamental and far‑reaching overhaul of our policies and processes. Our earliest initiatives focused on ballot paper security. We began by mapping the life cycle of the ballot paper to identify and assess all points of risk. We also developed and communicated ‘ballot paper principles’, which are now displayed in all AEC offices. These principles remind staff of the immutable values that must guide any action relating to ballot papers, and by broader implication all our election services, to ensure they reflect the value we place on the integrity of each vote.

Led by a group of experienced operational staff – known as the Keelty Implementation Taskforce (KIT) – the AEC then considered all of the practical operational reforms needed to ensure these principles are enacted and permanently embedded into AEC operations. KIT has overseen changes such as new training materials, new ballot paper packaging and labelling requirements, enhanced security in all premises where ballot papers are stored, and introduction of the new role of Divisional Materials Manager to provide end‑to‑end oversight of materials management during an election. These changes and other reforms were implemented at two federal parliamentary elections held in 2014: a by‑election in the Queensland Division of Griffith and the fresh Western Australian Senate election.

Following a close and extensive evaluation, the AEC is now implementing these reforms nationally to ensure that, no matter when the next federal election occurs, we will be ready to deliver professional, impartial and transparent electoral services that deliver election outcomes in which all Australians can have confidence.

A renewed focus on integrityImplementing the recommendations of the Keelty Report is just the beginning of AEC reform. The AEC has also embarked on much broader reform that encompasses all aspects of our programme and services. Roll administration, election delivery, governance and risk management – all are being reviewed with the goal of embedding reform into our ongoing operations. KIT has now transitioned into a Reform Team, in the AEC’s Elections branch, to oversee and drive the reform of our standard operating policies and procedures.

A critical focus of AEC reform is the broad issue of integrity. The integrity of all electoral processes is a vital part of ensuring that voters can be confident in election outcomes and confident that the person voting alongside them in a polling place is entitled to vote and only exercises that entitlement once.

To achieve this, this year the AEC reviewed its approach to the way that irregularities such as instances of apparent non‑voting and multiple voting are investigated after each election. For example, after the 2013 federal election, the AEC sent enquiry letters to 18 770 voters who had multiple marks against their name on the certified list. The majority of these cases proved to be the result of official error or genuine voter error,2 but the AEC subsequently referred 7 743 cases to the Australian Federal Police (AFP) for further investigation. This is the largest number of referrals the AEC has ever made to the AFP for multiple voting but such investigations are vital to ensuring the quality and integrity of all election services and ultimately of election outcomes.

2 As at 2 September 2014, 10 972 multiple marks had been confirmed as the result of official error, for example the wrong name being marked off the roll when voters with similar names cast their vote. Of the remaining cases, 2 012 voters admitted to voting more than once, with the vast majority being elderly, having poor literacy and/or a low comprehension of the electoral process.

4 Australian Electoral Commission Annual Report 2013–14

The AEC has also established an Electoral Integrity Unit to ensure all current AEC processes, not just those implemented during elections, reflect the highest standards of modern electoral administration. Our approach to roll management provides a useful example. The AEC works to maintain roll integrity and we have a number of strategies already in place to ensure enrolments are verified and correct. In the year ahead, we will be reviewing these measures and our enrolment programme overall to provide even greater assurance that our management of the electoral roll meets the highest standards of quality and accuracy.

The broader programme of electoral administrationWhile implementing these reforms, the AEC has also continued to deliver the broader programme for which it is funded. The AEC’s primary outcomes, grounded in the Commonwealth Electoral Act 1918, are ensuring a high‑integrity electoral roll, delivering fair and credible elections based on the principle of ‘one person, one vote’, and educating the community on electoral matters so that all Australian citizens can effectively exercise their democratic rights and responsibilities.

In 2013–14, the AEC delivered a full range of activities across all three outcomes. A few highlights include:

� successful delivery of the largest ever close of rolls1 at the 2013 federal election and electoral roll services to support state, territory and local government elections

� partnerships with other government departments and agencies to provide a wide range of voter and information services to the public during the 2013 federal election

� delivery of Department of Foreign Affairs and Trade funded electoral support programmes in Indonesia, Nepal, Timor‑Leste, Papua New Guinea, Bhutan and a number of Pacific Island nations to support election delivery, governance and the health of democracy across the region

� comprehensive communication and public relations programmes to remind eligible Australians of their responsibility to enrol and vote

� support and education services to help voters cast a formal vote, including the introduction of voter information officers to assist voters with low levels of English proficiency

� creating a dedicated Funding and Disclosure branch to deliver high‑quality funding and financial disclosure services and continue implementing recommendations in the 2012 McLeod Report2

� submissions and assistance to the Joint Standing Committee on Electoral Matters for its Enquiry into the conduct of the 2013 federal election and matters related thereto

� the largest review of staff learning and development in recent AEC history to drive high performance and improved service delivery

� early commencement of the next phase of election preparation.

The AEC’s reform work will not detract from delivery of this broad programme in the year ahead; rather, it will complement and strengthen our efforts.

1 The close of rolls is the deadline for eligible people to enrol or update their enrolment details before a federal election. More information is provided in Report on performance – Programme 1.1 Electoral Roll Management.

2 R McLeod 2012, Review of the Australian Electoral Commission’s disclosure compliance function under Part XX of the Commonwealth Electoral Act 1918, PricewaterhouseCoopers. Available on the AEC website.

5The year in review

The next phase of modernisationThe AEC’s commitment to integrity and reform is also being reflected in enhancements to strategic planning and modernisation of our services.

Modernisation has been a core strategic theme for several years and has already delivered a range of benefits: improved services to voters, business and environmental efficiencies such as faster transaction processing, improved accuracy and a reduction in paper usage and other costs. Significantly, these initiatives allow AEC staff to focus more intently on quality assurance and integrity measures – exactly the focus we need them to have as we reform and renew our commitment to quality outcomes in all aspects of our operations.

A successful innovation trialled at the 2013 federal election was a pilot of electronic certified lists (ECLs) in various voting locations across Australia. ECL laptop devices used a mobile broadband network to search for and mark a voter’s name off the roll. They provided real‑time updates to a central copy of the certified list, printed House of Representative ballot papers on demand, and recorded that a declaration vote had been issued. Overall, the ECL pilot was extremely successful in terms of the efficiencies delivered and positive feedback from voters. The AEC will now consider how ECLs may be used at future elections as part of ongoing modernisation.

Financial performance and resource managementDelivery of reform, as well as our broader programme and ongoing election preparations, will require the AEC to continue to identify efficiencies and productivity savings.

in 2013–14 the AEC recorded an operating surplus of $11.0 million including depreciation. This includes $24.3 million of appropriation revenue for the conduct of the proposed 2013 referendum on local government which did not proceed and which will be returned to Government in 2014–15. Excluding this revenue, overspend in other areas amounted to $13.3 million due mainly to an increase in depreciation and amortisation costs from investment and greater than expected costs for the 2013 federal election. We have already implemented measures to reduce expenses and these will continue in 2014–15 in order to consolidate cash reserves. The successful delivery of future federal elections and referendums to the highest standards will be reliant on the AEC having the appropriate funding and resources.

Looking aheadThere is still significant work ahead for the AEC. We have made some good progress this year and I take heart from the knowledge that across the organisation AEC staff are dedicated to delivering reform and ensuring that our name and reputation becomes once more synonymous with the highest standards of electoral integrity and quality. This is the goal we have set for ourselves on behalf of the Australian community, for whom we deliver election services.

Tom RogersActing Electoral Commissioner

6 Australian Electoral Commission Annual Report 2013–14

TIMELINE OF KEY EVENTS 2013–14This timeline outlines the chronology of key election dates, critical events and AEC reform initiatives in 2013–14.

20134 August Federal election is announced for 7 September 2013.5 August Writs for the federal election are issued.12 August The electoral roll closes at 8pm – this is the deadline for all eligible voters to enrol or update

their enrolment.15 August Candidate nominations close at 12pm.16 August Declaration of nominations takes place at 12pm.17 August Deadline for lodgement of Group Voting Tickets is 12pm.7 September Election day.2 October Preferences are distributed for the Western Australian Senate election.

The AEC receives two separate requests for a recount of Western Australian Senate votes. The requests are based on a close margin of 14 votes at one critical exclusion point in the count where, had the position of the two lowest candidates been reversed, the results for the fifth and sixth seats would have been different.

3 October The Australian Electoral Officer for Western Australia declines the recount requests.The Electoral Commissioner receives two appeals for a recount.

4 October The formal declaration of successful Western Australian Senate candidates is deferred.10 October The Electoral Commissioner directs the Australian Electoral Officer for Western Australia to

conduct a recount of above‑the‑line and informal Senate ballots on the basis that:

…the criticality of the particular Senate candidate exclusion together with the small margin leads me to conclude that it is prudent to confirm the result in the interests of the electorate’s confidence in the outcome.a

17 October The Western Australian Senate recount commences – the first since above‑the‑line voting was introduced in 1984.Approximately 1.3 million ballot papers are to be recounted.During the recount, it becomes apparent that 1 370 ballot papers are missing.The ballots consist of 120 informal votes and 1 250 formal above‑the‑line votes cast in the Divisions of Forrest and Pearce.

31 October The Electoral Commissioner announces that the votes are missing and that former Australian Federal Police Commissioner Mr Mick Keelty AO has been engaged to conduct an independent investigation.

2 November Having exhausted all options for otherwise resolving the result of the election, the distribution of Western Australian Senate preferences is conducted without the missing ballot papers.

4 November The Western Australian Senate election result, based on the 2 November distribution of preferences, is declared.

5 November Mr Mick Keelty AO commences his inquiry into the circumstances surrounding the loss of ballot papers.

8 November The AEC publishes the voting preference information recorded for the missing votes on its website.

15 November The full three‑person Australian Electoral Commission authorises the Electoral Commissioner to lodge a petition with the Court of Disputed Returns in respect of the 2013 WA Senate election.The petition seeks an order from the Court of Disputed Returns that the 2013 WA Senate election be declared void.

7The year in review

2 December Mr Keelty concludes his investigation and provides his report, Inquiry into the 2013 WA Senate Election, to the three‑person Australian Electoral Commission.The report finds there were significant failures in some of the processes and procedures for the secure handling, movement and storage of WA Senate ballot papers. These failures not only increased the risk of ballot papers being mislaid but also made it difficult to detect or accurately determine the fate of the missing ballots.Mr Keelty makes 32 recommendations for reform of the AEC’s logistics management, contract management, processes and procedures, ballot paper security, and culture.

6 December The three‑person Australian Electoral Commission publicly releases Mr Keelty’s report and accepts all recommendations.

11 December The Keelty Implementation Taskforce (KIT) is convened. The taskforce is made up of experienced operational staff and managers from across the AEC.

16 December KIT begins planning and implementing the recommendations of Mr Keelty’s report.20146 January A by‑election for the Division of Griffith in Queensland is announced and the writ is issued

for an election on 8 February.8 January KIT develops a ‘folio of interim measures’ designed to ensure the integrity of the Griffith

by‑election and maintain the security of ballot papers at all times. Measures include:

� new ballot paper principles � ballot paper secure zones � introduction of a new role of Divisional Materials Manager � improved chain of custody documentation for ballot papers � improved rubbish and waste management policies � detailed guidance on the packaging and parcelling of returned ballot papers.

8 February Griffith by‑election polling day.17 February Declaration of results for Griffith by‑election.20 February After considering a number of petitions disputing the result of the 2013 WA Senate

recount, including a petition from the AEC, the Court of Disputed Returns issues an order to void the 2013 WA Senate election.

27 February Following an evaluation of measures implemented for the Griffith by‑election a revised ‘folio of interim measures’ for the fresh WA Senate election is released.

Measures include:

� updated forms to assist with recording ballot paper chain of custody � four new policy and guidance documents on ballot handling and security � an adjusted job profile for the new role of Divisional Materials Manager � new packaging materials to improve ballot paper security.

28 February The Governor of Western Australia issues the writ for a fresh WA Senate election to be held on Saturday 5 April.

15 March AEC staff in Tasmania, supported by KIT, assist with the Tasmanian state election following new ballot paper security procedures.

4 April An extended team of AEC staff from across Australia arrive in Western Australia and travel to all divisions to assess compliance with new measures and support and assist staff with implementation on polling day and during counting.

5 April WA Senate election polling day.1 May Return of the writ for the 2014 WA Senate election.1 August KIT is reconvened as the Reform Team located within the AEC’s Elections Branch.

a. AEC 2013, Australian Electoral Commission statement: Senate recount in Western Australia available on the AEC website.

8

A taskforce for change

Ten days earlier, on 6 December, the three‑person Australian Electoral Commission had accepted all 32 of Mr Keelty’s recommendations. Now, in the context of a looming by‑election in the Queensland Division of Griffith and a possible fresh Senate election in Western Australia, a practical step‑by‑step plan was required to prioritise reforms and ensure the quality and effectiveness of any new measures introduced.

The team first developed a process map illustrating the life cycle of the ballot paper and identified points in the cycle that posed risks to ballot security. They then made a list of possible solutions in the form of products, policy ideas and tracking forms. In this way, the ‘folio of interim measures’ was born.

At their second meeting in the new year, KIT worked quickly to finalise a number of new measures. These included:

� dissemination of ballot paper principles for display in all AEC offices to visually reinforce the importance of ballot paper security

� updated ballot paper security and related information in revised election procedures manuals and training materials for polling officials

� preparation of secure ballot paper storage areas in the Brisbane office in time for the arrival of by‑election ballot papers

� development of tamper‑evident labels � a ‘folio of interim measures’ for the Griffith by‑election, comprising new forms,

new packaging labels, new policy and guidance documents and a job profile for the new role of Divisional Materials Manager.

On 16 December 2013, a cross‑section of experienced AEC divisional, state and national office staff gathered at the AEC’s Victorian state office. It was the first meeting of the newly appointed Keelty Implementation Taskforce (KIT), and their task was to implement the recommendations made by Mr Mick Keelty AO in his report Inquiry into the 2013 WA Senate election.

Griffith by‑electionThe Griffith by‑election was announced in January 2014. Once the proposed new measures were approved, KIT members travelled to Brisbane and met with the Queensland state management team and Griffith divisional staff. This was an opportunity to discuss the new measures, gather views and feedback and make further changes and improvements.

Queensland staff fully embraced the proposals, suggested improvements and in some cases went above and beyond KIT requirements. The result was a more rigorous risk management approach to the handling and custody of ballot papers and a more transparent outcome for voters and stakeholders.

2014 Western Australian Senate electionOn 20 February 2014, three days after the declaration of results in Griffith, the Court of Disputed Returns declared the 2013 Western Australian Senate election void. KIT members had already travelled to Western Australia a number of times to brief state colleagues and these discussions led to an updated ‘folio of interim measures’ for the WA Senate election.

This election posed a number of fresh challenges – not least being the logistical challenges of vast distances across Western Australia. To support local staff, KIT members and AEC officers from across Australia maintained an active presence – both in Perth and outlying divisions – throughout the election. Once again, local staff worked with KIT to implement the new measures, identify issues and suggest improvements.

The return of the Western Australian Senate writ on 1 May 2014 and the safe arrival of all ballot papers at the AEC’s Perth warehouse, marked the conclusion of an election which had seen vast improvements in ballot paper security and tracking, material segregation and control, and a greater level of accountability and transparency across all AEC procedures.

Reform TeamFollowing the Griffith and WA Senate elections, KIT embarked on a detailed evaluation of all new measures to ensure their scalability, practicality and affordability across all AEC offices in a federal election.

On 1 August 2014, KIT became the Reform Team and was given a new long‑term home in the Elections Branch. The new team’s role is to work closely with key stakeholders and AEC staff throughout Australia to implement all 32 Keelty Report recommendations, as well as recommendations from other internal and external reviews. This ongoing reform programme seeks to ensure that the principles of quality, integrity and consistency are embedded and evident in all AEC operations.

10 Australian Electoral Commission Annual Report 2013–14

TwoAbout the AEC

12 Australian Electoral Commission Annual Report 2013–14

ABOUT THE AECThe 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).

RoleThe AEC’s role is to deliver the franchise: an Australian citizen’s right to vote. The AEC conducts federal elections and referendums and maintains the Commonwealth electoral roll.

Functions � Maintain enrolments and the electoral roll � Manage federal elections and referendums � Conduct ballots for industrial and commercial organisations � Conduct public awareness and education activities � Undertake electoral research � Assist with overseas elections and referendums � Administer election funding, financial disclosure and party registration � Support 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 with fairness and impartiality � maintaining high standards of integrity and ethical behaviour � respecting and upholding the law � respecting one another, tolerating difference and being sensitive to special needs � being open, transparent and accountable � respecting and listening to clients, stakeholders and each other.

Principles � We uphold the sanctity of the ballot paper in all its forms and at all times. � We act to serve the Australian people and the federal parliament. � We strive for excellence. � We never knowingly mislead anyone.

13About the AEC

Office networkThe AEC has a three‑tier structure:

� a national office in Canberra � state and territory offices � divisional offices (single offices and combined larger work units).

National officeAt 30 June 2014, nine branches were located in the national office:

� Education and Communication � Elections � Finance and Business Services � Funding and Disclosure � Information Technology

� Legal and Compliance � People Services � Roll Management � Strategic Capability.

State officesState offices are located in each state capital. The Northern Territory office is in Darwin. The Australian Capital Territory office is managed by the New South Wales state manager except during election periods, when an Australian Electoral Officer for the ACT is appointed.

Divisional officesDivisional offices are responsible for electoral administration within each electoral division. There are 150 electoral divisions in Australia and each division is represented by a member of the House of Representatives. Divisional offices administer the conduct of elections, manage the electoral roll and carry out public awareness activities. Some divisional offices stand alone, while others are colocated in larger work units. Figure 1 shows Australia’s electoral divisions.

14 Australian Electoral Commission Annual Report 2013–14

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

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15About the AEC

LeadershipThe AEC is managed by a three‑person Australian Electoral Commission. The commission is headed by a chairperson, who must be an active or retired judge of the Federal Court of Australia. The other members are the Electoral Commissioner and a non‑judicial member.

The current members of the commission are:

� the Hon Peter Heerey AM QC, Chairperson � Mr Tom Rogers, Electoral Commissioner (Acting) � non‑judicial member – vacant.

Executive managementThe Electoral Commissioner is responsible for management and strategic leadership of the AEC. Assisting the Electoral Commissioner are the Deputy Electoral Commissioner, two first assistant commissioners, six assistant commissioners, the Chief Finance Officer and the Chief Legal Officer.

State managers, who hold the statutory appointment of Australian Electoral Officer, are responsible for electoral activities within their state or territory. Three assistant commissioners and two state managers are also national programme managers:

� The Assistant Commissioner, Roll Management branch, has national programme responsibility for electoral enrolment.

� The Assistant Commissioner, Elections branch, has national programme responsibility for federal parliamentary and Torres Strait Regional Authority elections.

� The Assistant Commissioner, Education and Communication branch, has national programme responsibility for public awareness, information and education programmes.

� The New South Wales State Manager has national programme responsibility for industrial elections and protected action ballots.

� The Victorian State Manager has national programme responsibility for fee‑for‑service elections.

Figure 2 shows the AEC organisation chart and leadership structure as at 30 June 2014.

AEC Executive Management Group 2013–14

16 Australian Electoral Commission Annual Report 2013–14

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17About the AEC

LegislationThe Electoral Act recognises the AEC as an independent agency. The legislation that underpins the AEC’s business processes, purpose, values and leadership is shown in Table 1.

Table 1: Legislative framework

Legislative instrument AEC functionAboriginal and Torres Strait Islander Act 2005

Conduct Torres Strait Regional Authority elections

Commonwealth Electoral Act 1918

Conduct federal electionsMaintain and update the Commonwealth electoral rollPromote public awareness of electoral and parliamentary matters through information and education programmesProvide international electoral assistance in cases approved by the Minister for Foreign AffairsConduct and promote research into electoral matters and other matters that relate to AEC functionsRegister political partiesPay public funding to election candidates and parties and publish financial disclosure returns of political parties and othersDetermine representation entitlements (redistributions)

Electoral and Referendum Regulations 1940

Conduct federal elections and referendums and provide voter information

Fair Work Act 2009 Conduct protected action ballotsFair 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 informationPublic Service Act 1999 Ensure the effective and fair employment, management and

leadership of AEC employeesReferendum (Machinery Provisions) Act 1984

Conduct federal referendums

Representation Act 1983 Set numbers for Senate elections

18 Australian Electoral Commission Annual Report 2013–14

Outcome and programmesThe AEC has one 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 programmes.

Three programmes outlined in the Portfolio Budget Statements 2013–14 meet this outcome:

Programme 1.1 Electoral Roll ManagementProgramme 1.2 Election Management and Support ServicesProgramme 1.3 Education and Communication.

Programme 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.

Programme 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 help people meet reporting obligations to lodge accurate and timely returns in accordance with the requirements of the Electoral Act.

19About the AEC

� 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 elections: The AEC delivers products and services to support the conduct of Torres Strait Regional Authority 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 assists with the conduct of state, territory and local government elections where requested by the relevant electoral body.

� Advice and assistance in overseas elections: The AEC provides advice and assistance in matters relating to elections and referendums to authorities of foreign countries or to foreign organisations in cases approved by the Minister for Foreign Affairs.

Programme 1.3 Education and CommunicationObjective: Informed Australians through the provision of information services on electoral matters.

To do this the AEC delivers:

� Electoral education: The AEC provides electoral education through a variety of programmes and services, including online technology. The AEC also delivers high‑quality civics education in collaboration with other government and non‑government agencies.

� Communication strategies and services: The AEC delivers public awareness and communication strategies to support the conduct of federal elections and referendums. It makes use of contemporary technology to deliver modern products and services in line with community preferences for online services.

� Community strategies: The AEC provides education and assistance to a range of audiences – in particular, to Aboriginal and Torres Strait Islander peoples through the Indigenous Electoral Participation Programme.

Key performance resultsThe 2013–14 report on performance which follows describes performance results for each of the AEC’s three programmes, including key performance indicators and outcomes over three years.

20

Delivering reform at the Griffith by‑election

When the Division of Griffith by‑election was announced in January 2014, AEC staff in Queensland needed to move quickly to update election procedures and implement recommendations made in the report by Mr Mick Keelty AO, Inquiry into the 2013 WA Senate Election (Keelty Report). Ensuring the changes were understood, supported and fully adopted was vital and would require ongoing communication, dialogue and teamwork.

The Griffith by‑election was the first parliamentary election since the loss of Senate ballot papers in Western Australia and release of the Keelty Report just one month earlier, on 6 December 2013. With election day set for Saturday 8 February, divisional staff prepared for their first meeting with the Keelty Implementation Taskforce (KIT) in January 2014.

Divisional Returning Officer Karen Burnes went to the meeting with lots of questions: ‘We were all wondering what new procedures would we need to implement? How much time would we have? How would we do it?’

At the meeting KIT talked through the proposed changes and their implications for election practices and procedures. ‘It was great to be part of an open dialogue between those of us delivering the by‑election on the ground and KIT who were operational people, familiar with the challenges of running elections’, Karen said. ‘Nothing that they presented fazed us – it was all manageable, all common sense, and all designed to ensure the security of ballot papers and the integrity of the election.’

Following the meeting, Karen and others who’d attended scheduled time to talk to the rest of the Griffith team about the changes, which included overarching ballot paper principles, strengthened ballot secure zones and new forms and procedures to manage the arrival and despatch of ballot papers.

Communication was key, Karen noted. ‘In the dynamic election environment it was critical that everyone was kept informed on a daily basis’, she said. In addition to regular communication between staff, training materials were also updated. ‘Everyone involved, no matter what their role, needed to understand the new measures and ensure the security of ballot papers at all times’, Karen said.

The by‑election was conducted under unprecedented scrutiny – evident during the Declaration of Nominations on Friday 17 January, which was attended by eight media crews, numerous candidates and a large number of AEC staff from the Queensland and national offices.

In the end, Karen noted, the investment in communication, dialogue and ongoing support for staff paid off. ‘I had absolute confidence that all staff had been given clear and adequate instruction about the new procedures and that support was always available from KIT, our state management team and colleagues from all parts of the AEC.’

Karen also described how the benefits of the new approach became clear when staff began the process of accounting for ballot papers at the end of the by‑election following the Distribution of Preferences. ‘Our ballot paper reconciliation was easy thanks to clear information about ballot paper custody and transfer at every step of the process’, she said.

‘As the Divisional Returning Officer, I certainly felt very much in control of what was happening. All matters that we covered off were about a more rigorous approach to the handling and custody of ballot papers and it all translated into a higher level of control, better management of all election activities and better services to voters.’

22 Australian Electoral Commission Annual Report 2013–14

ThreeReport on performance

24 Australian Electoral Commission Annual Report 2013–14

REPORT ON PERFORMANCEThis section reports on the AEC’s performance against the agency outcome and three programmes set out in the Portfolio Budget Statements.

The AEC has one agency 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 programmes.

The AEC administers three programmes to deliver this outcome:

Programme 1.1 Electoral Roll ManagementProgramme 1.2 Election Management and Support ServicesProgramme 1.3 Education and Communication.

There are three parts to the 2013–14 report on performance, aligning with the AEC’s three programmes.

1. Active electoral roll management: This section reports on the AEC’s performance in maintaining the integrity of the federal electoral roll, providing enrolment services and ensuring that eligible Australians understand and fulfil their enrolment obligations.

2. Efficient delivery of poling services: This section is divided into two parts. The first part, ‘Election management’, reports on the AEC’s performance in delivering three federal parliamentary elections in 2013–14.

The second part, ‘Election support services’, reports on the AEC’s performance in providing a range of additional election services, including funding and disclosure; industrial and commercial elections; and assistance to state, territory and international partners.

3. Education and public awareness: This section reports on the AEC’s performance in delivering communication, education and public awareness programmes to help eligible Australians to exercise their democratic rights and responsibilities.

The specific deliverables and key performance indicators in the Portfolio Budget Statements are the basis for assessing achievement under each programme.

25Report on performance Active electoral roll management

ACTIVE ELECTORAL ROLL MANAGEMENT

An accurate and complete electoral roll is vital to the integrity of Australia’s electoral system. Enrolment is the first step to voting, and all eligible Australians are legally obliged to enrol to vote and keep their enrolment up to date. A high‑integrity electoral roll also supports state and territory elections and fair and impartial electoral redistributions.

OverviewThis chapter reports on the AEC’s performance in:

� managing the electoral roll to ensure its integrity, accuracy and completeness � providing roll services that support electoral redistributions, state and territory electoral

authorities and people with special needs or specific circumstances.

2013–14 performance highlights include:

� strengthened enrolment business processes and integrity measures � enhanced online enrolment services � delivery of the 2013 federal election close of rolls � an increase in the enrolment participation rate of 0.9 per cent.

The chapter includes key performance results over three years and a case study on the AEC’s roll management at the 2013 federal election.

AEC OUTCOMEMaintain 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 programmes.

Programme 1.1 Electoral Roll ManagementVoter entitlement for Australians and support for electoral events and redistributions through maintaining an accurate and up‑to‑date electoral roll.

26 Australian Electoral Commission Annual Report 2013–14

Maintaining the electoral rollThe AEC’s roll management programme seeks to ensure the integrity, accuracy and completeness of the federal electoral roll. To achieve this, the AEC employs a range of measures as part of a continuous roll update philosophy, which aims to maintain roll integrity throughout the three‑year federal election cycle.

Roll integrityRoll integrity is central to the AEC’s management of the electoral roll. A high‑integrity electoral roll is one where names and addresses on the roll are legitimate and correct, and only people who are eligible to vote have enrolled. The accuracy and quality of enrolment processing, and maintaining the security of the roll, are also important elements of integrity.

The AEC aims to identify and prevent integrity issues before an enrolment is processed. It applies standard procedures and policies to each enrolment to confirm the veracity of information provided and ensure that the enrolment is processed accurately and according to legislative requirements. These checks confirm:

� the identity and eligibility of the person enrolling � the accuracy and validity of the enrolment address.

Where necessary, the AEC undertakes additional checks to confirm identity and eligibility, including confirming enrolment details with other government agencies, such as the Department of Immigration and Citizenship and the Department of Foreign Affairs; contacting the person; and referring to prior enrolment applications.

In 2014 the AEC established a dedicated Electoral Integrity Unit. The unit will review all aspects of the AEC’s programme design and delivery, commencing with roll management, to drive improvements that build on existing integrity protections.

Enrolment quality assuranceThe Enrolment Quality Assurance Programme measures the correctness and timeliness of AEC enrolment processing. In 2013–14, 99.6 per cent of enrolment forms were processed correctly – the same result as 2012–13. Detailed Enrolment Quality Assurance Programme results are shown in Table 41 at Appendix E.

In 2013–14, the AEC processed 84.4 per cent of enrolments within three business days. The target enrolment processing rate is 99 per cent within three business days. The processing target was not met because:

� at various points during the year enrolment forms were stockpiled for close of rolls simulation exercises in preparation for the 2013 federal election close of rolls (the deadline for people to enrol or update their enrolment details before an election)

� legislative requirements prohibit changes to the roll between the close of roles deadline and election day.

Altogether, in 2013–14, the AEC processed more than 3.5 million enrolment transactions,1 as shown in Figure 12 at Appendix E. This number is substantially higher than the total in 2012–13, which was in turn a substantial increase on historical levels.

1 Enrolment transactions include all new enrolments and all changes to enrolments, such as updating enrolled addresses, removing people from the roll and reinstating people to the roll.

27Report on performance Active electoral roll management

Enrolment participationThe completeness of the roll is measured by the participation rate – the percentage of eligible Australian voters who are enrolled. The AEC supports roll completeness by maintaining multiple streams of contact with eligible voters to encourage them to enrol and keep their enrolment up to date.

In 2013–14, the participation rate increased by 0.9 per cent – from 91.4 per cent at 30 June 2013 to 92.3 per cent at 30 June 2014. There was a corresponding decline in the number of eligible Australians who are not enrolled – from 1.4 million at 30 June 2013 to 1.2 million at 30 June 2014. A number of factors contributed to the improved participation rate – in particular, the 2013 federal election. While these figures represent a change in the long‑term trend of declining enrolment, the participation rate is still below the AEC’s target of 95 per cent. The primary reason for this gap is that population growth outstrips enrolment growth.

Table 2 shows the number of voters enrolled at 30 June and the estimated number of Australians who are eligible to enrol. Figure 3 shows the participation rate and the growth of the roll since 2007.

More detailed data on enrolment is at Appendix E. The AEC publishes monthly and quarterly enrolment statistics on the AEC website.

Table 2: Electoral roll and estimated participation rate at 30 June 2014

Australians enrolled

Estimated eligible Australians

Proportion of eligible Australians enrolled (enrolment participation rate)

Estimated ‘missing’ from the electoral roll

14 858 784 16 096 702 92.3% 1 237 918

Figure 3: Participation rate and enrolled population, 24 November 2007 to 30 June 2014

Electors enrolled (million) Target participationEligible Australians enrolled

86%

88%

90%

92%

94%

96%

30 Ju

n 14

7 Sep

13

30 Ju

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30 Ju

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13.6 13.8 13.9 13.9 14.1 14.1 14.2 14.5 14.7 14.9

FEDERALELECTION

FEDERALELECTION

FEDERALELECTION

28 Australian Electoral Commission Annual Report 2013–14

Close of rolls – 2013 federal electionAEC research shows that federal elections are the largest drivers of enrolment. The close of rolls, the deadline for people to enrol or update their enrolment details before an election, is always a peak workload period for the AEC. The 2013 federal election close of rolls saw 627 256 enrolment transactions processed between the announcement of the election on 4 August 2013 and the enrolment deadline of 8pm on 12 August 2013. This compares with 553 272 at the 2010 election and 196 4491 at the 2007 election.

The AEC invested significant planning and preparation into managing this workload successfully. Planning for the 2013 federal close of rolls began immediately after the 2010 election. Each AEC state and territory office developed local resourcing plans and nationally the AEC implemented improvements to procedures, IT systems and infrastructure. The effectiveness of these measures was then evaluated through a series of processing load tests that simulated peak election workloads.

In July 2013, the AEC also implemented enhanced capability to share the enrolment processing workload between divisions and states. This allowed the election workload to be levelled across geographically dispersed divisional offices. The AEC is increasingly using workload sharing to support local staff and maintain processing efficiency.

More information on the AEC’s management of the 2013 federal election close of rolls is provided in the case study, ‘Eight days, six hundred thousand enrolments’.

Close of rolls – other electionsThe AEC also successfully managed the close of rolls for the Griffith by‑election and the 2014 Western Australian Senate election. These were much smaller than the federal election close of roles but still presented peak workload periods for local staff. A range of strategies were applied to manage them successfully. For example, during 2014 Western Australian Senate election the enrolment processing workload was shared across the AEC, with a substantial proportion of enrolments processed in New South Wales.

The AEC also conducted more than 70 roll closes throughout the year to support local, state and territory elections. More information is provided under Report on Performance Programme 1.2 – Election Support Services.

Continuous roll updateWhile the 2013 federal election was a significant factor in the increase in enrolment for the year, it only accounts for some of that increase. The ‘continuous roll update’ approach, whereby the AEC maintains contact with eligible voters throughout the electoral cycle, also contributed to the improved result. Continuous roll update incorporates a variety of activities and strategies, including:

� direct mail to people to remind them to enrol or to update their enrolment details � communication campaigns such as those conducted for the 2013 federal election (see

Report on Performance Programme 1.3 – Education and Public Awareness) � providing convenient online options for people to check their enrolment status and enrol

or update their enrolment � direct enrolment and update, whereby the AEC updates peoples’ enrolment based on

data received from other government agencies.2

1 The significantly lower number for the 2007 federal close of rolls is due to the shorter enrolment deadline which applied at that election and a major AEC campaign over preceding months to enrol people before the election.2 More information about the direct enrolment and update process is available on the AEC’s website.

29Report on performance Active electoral roll management

Online enrolmentThe 2013 federal election was the first at which voters could sign their enrolment form online. This service proved popular with voters: a total of 85 per cent of all enrolments during the federal election close of rolls were through the AEC’s online enrolment service, compared with 27 per cent at the 2010 election.

Feedback from users of online enrolment has been positive, confirming that online services and streamlined technology are important to meeting public expectations of government. Online enrolment is available from the AEC website.

‘What a great system – so much easier than in days gone by where you had to post a form to your office. Great to see that technological advancements are being used so well.’User of AEC online enrolment

Targeted enrolment programmesTo ensure that enrolment keeps pace with population growth, the AEC seeks to enrol those who are newly eligible to enrol: those who turn 18 and those who become Australian citizens.

Youth enrolmentYouth enrolment is a challenge for the AEC – young Australians aged 18 to 25 have lower levels of enrolment than that of the population as a whole. In 2013–14, in the lead‑up to the federal election, the AEC conducted a pre‑election enrolment campaign with activities targeting eligible young Australians. These included outreach through social media and partnerships with sporting associations, workplaces and tertiary institutions. The campaign is discussed in detail in Report on Performance Programme 1.3 – Education and Public Awareness.

These measures contributed to an increase in the youth participation rate from 76.3 per cent at 30 June 2013 to 78.5 per cent at 30 June 2014. Figure 4 shows trends in the youth participation rate since 2007.

New citizensThe other group of people who are newly eligible to vote in Australia – new citizens – are also a target for the AEC’s enrolment efforts. In 2013–14, AEC officers attended and collected enrolment forms at 1 405 citizenship ceremonies. A high proportion of new citizens enrol within six months. Figure 5 shows the trend in the numbers of enrolment forms received within three and six months of a citizenship ceremony.

For new citizens who speak a language other than English, the AEC has a service on its website that provides translated information about enrolling and voting. A telephone interpreter service is also available.

30 Australian Electoral Commission Annual Report 2013–14

Figure 4: Youth (18–25‑year‑old) participation rate, 2007 to 2014

72%

74%

76%

78%

80%

82%

84%

2013–142012–132011–122010–112009–102008–092007–08

Actual participation rate Target participation rate

Figure 5: Enrolment forms received within three and six months of citizenship ceremonies

2013–142012–132011–122010–112009–102008–092007–0889%

90%

91%

92%

93%

94%

95%

96%

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

31Report on performance Active electoral roll management

Electoral roll servicesThe AEC provides tailored enrolment services to people with special needs or specific circumstances. It also provides roll services and extracts to support electoral redistributions, and state and territory electoral authorities.

Tailored enrolment optionsA range of tailored enrolment options are available for people with special needs or specific circumstances. These include special enrolment forms are provided for people of no fixed address; those who live overseas or who work in Antarctica; general postal voters; people who are in prison; people who are physically incapable of signing electoral papers; and ‘silent electors’ – people who believe that having their address on the roll could put their safety or that of their family at risk. Review of voters registered under these special provisions is ongoing. More information about special enrolment categories is available on the AEC website.

In 2013–14, the only change to special enrolment provisions was to services for silent electors – people who for security reasons do not have their address shown on the electoral roll. In March 2013, the Electoral Act was amended to allow silent electors to carry this status over without having to complete a new statutory declaration when they move into a new electoral division.

This change is an important protection for silent electors who are no longer required to reapply for silent status each time they move.

Electoral roll extractsThe AEC provides extracts of information from the electoral roll to a range of groups – such as parliamentarians, states and territories, other government agencies and medical researchers – for authorised purposes.

In 2013–14, the AEC provided 3 546 electoral roll extracts, 20 fewer than in 2012–13.

State and territory electoral authoritiesThe AEC maintains the roll on behalf of the states and territories under joint roll arrangements and provides them with information from the roll, called roll extracts, for state and territory elections. In 2013–14 the AEC provided states and territories with 745 roll extracts and supported 79 state, territory and local government elections.

More information on assistance to state and territory electoral authorities is provided under Report on Performance Programme 1.2 – Election Support Services.

32 Australian Electoral Commission Annual Report 2013–14

Members and senatorsSection 90B of the Electoral Act allows Members of Parliament, Senators and candidates to receive electoral roll information. The AEC provided 717 roll extracts in 2013–14. Details of recipients are shown in Appendix B.

Political partiesFederally registered political parties are also entitled to receive electoral roll information in accordance with section 90B of the Electoral Act. In 2013–14, the AEC provided 252 roll extracts. Additional information is at Appendix C.

Government departments and agenciesGovernment departments and agencies are entitled to receive electoral roll information if they are a ‘prescribed authority’, under item 4 of section 90B(4) of the Electoral Act.

The AEC provided 49 roll extracts to 13 government departments and agencies in 2013–14. The specific agencies are listed at Appendix D. Each agency provided justification for access by reference to its statutory functions and the Privacy Act 1988.

ResearchersMedical researchers and electoral researchers are allowed access to electoral roll information under section 90B(4) of the Electoral Act. They commonly use this information to identify participants for research programmes and surveys. Before they can access roll data, researchers must go through an approval process, which includes approval by a human research ethics committee and agreement about how the data will be used and protected.

In 2013–14 six medical researchers and four electoral researchers received electoral roll information. Appendix D provides details of the data requested and by whom.

Private sector organisationsUnder section 90B(4) of the Electoral Act, private sector organisations can receive roll information for identity verification processes related to the Financial Transactions Reports Act 1988 and the Anti‑Money Laundering and Counter‑Terrorism Financing Act 2006. The AEC provided 16 roll extracts for organisations in 2013–14. Appendix D provides details.

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

In 2013–14 there were no redistributions of electoral boundaries in any state. A redistribution for the ACT was due to start by 12 December 2013 but was deferred until after the next determination of membership entitlement for the House of Representatives, due in November 2014.

The Electoral Act provides for deferral of a redistribution if the Electoral Commissioner is of the opinion that, following the next determination, the number of members of the House of Representatives will or may change. Deferral of the ACT redistribution was made under this provision, as the number of electoral divisions to which the ACT is entitled may increase from two to three.

33Report on performance Active electoral roll management

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Eight days, six hundred thousand enrolments

A federal election represents the peak of AEC operational workload following a three‑year cycle of planning and preparation. One significant milestone is the close of rolls – the deadline for eligible Australians to enrol or update their enrolment before the election.

The federal electoral roll closes at 8pm local Australian time on the seventh calendar day after the issue of writs for an election. This deadline is designed to give voters enough time to ensure they are enrolled correctly, and the AEC enough time to process enrolments and prepare the roll for production as the certified list – the official record used for voter mark‑off on election day.

Historically, an election announcement is a catalyst for voters to either enrol for the first time or update their enrolment details and the 2013 federal election was no different. Hundreds of thousands of enrolments and enrolment updates were received through the AEC’s online enrolment service, by email, by post or fax, or by hand delivery. All had to be checked, entered and rechecked to ensure that details were complete, fully verified and captured correctly in the AEC’s enrolment systems.

Along with other state and territory offices, the AEC’s New South Wales office commenced planning for the 2013 close of rolls almost immediately after the 2010 election. James Carroll, Assistant Director of Roll Management for NSW, noted that, due to population growth, every federal election close of rolls is larger than the one before. ‘The secret to successfully managing ever larger workloads is early planning, flexible systems and teamwork’, James explained. ‘It was vital to prepare early and give staff confidence that capacity and contingencies were in place to manage the increased workload according to the election timetable without compromising roll accuracy and integrity.’

A key feature of the NSW plan was the creation of a central processing team located in Haymarket, Sydney, supported by smaller teams in Parramatta and the Australian Capital Territory. ‘These teams took over the work of processing paper enrolment forms’, James said. ‘This allowed NSW divisional offices to focus on online enrolments, roll integrity and quality assurance processes.’

35

Eight days, six hundred thousand enrolments

AEC systems technology was critical to overall management of the workload. In the lead‑up to the election, the AEC invested in building system capacity and enhancing system performance to ensure that it could meet peak demand. ‘The investment really paid off’, James said. ‘The NSW state management team was able to monitor systems and the capacity of divisional offices and then reallocate processing tasks whenever we needed to even out workloads across the state.’

Staff began processing data shortly after the issue of the writ on 5 August 2013 and continued to receive enrolments until the deadline on 8pm on Monday, 12 August. During this period around a total of 203 000 enrolment transactions were processed across NSW and the ACT. One‑third of these, around 70 000 enrolments, were received in the last two days alone. All were successfully processed to deadline thanks to some 350 staff working in shifts over 36 hours. Across Australia the AEC processed a total of 627 256 enrolments. As predicted, it was the largest close of rolls of any federal election.

36 Australian Electoral Commission Annual Report 2013–14

EFFICIENT DELIVERY OF POLLING SERVICES

Under the Commonwealth Electoral Act 1918 the AEC delivers federal elections, by‑elections and referendums. The AEC also provides a wide range of electoral support services for political parties and candidates and Australian workplaces; and assistance to state, territory and international partners.

Reflecting the wide range of the services provided in 2013–14 and the delivery of multiple elections, this chapter is divided into two parts:

1. Election management: This part reports on the AEC’s performance in preparing for and delivering three federal parliamentary elections: the 2013 federal election, the 2014 Griffith by‑election and the 2014 Western Australian Senate election.

2. Election support services: This part reports on the AEC’s performance in providing election services that support Australian workplaces, members of parliament and political parties and candidates, as well as state, territory and overseas electoral authorities.

Each part starts with an overview and performance highlights, followed by a detailed discussion of activities, key performance results over three years, and a case study highlighting particular aspects of AEC election services.

AEC OUTCOMEMaintain 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 programmes.

Programme 1.2 Election Management and Support ServicesAccess to an impartial and independent electoral system through the provision of election services, assistance and advice.

37Report on performance Election management

ELECTION MANAGEMENTAs voting is compulsory in Australia, the AEC provides a range of accessible and convenient ways for Australians to vote. Election management also involves preparation, printing and transport of ballot papers, arrangements for counting the votes – known as scrutiny – and the processes and systems needed to deliver timely and accurate results.

OverviewIn 2013–14, the AEC prepared for and delivered three federal parliamentary elections:

� 2013 federal election � 2014 Griffith by‑election � 2014 Western Australian Senate election.

2013–14,1 performance highlights include:

� finalising election preparations to ensure that policies, processes, materials and support systems were in place for the federal election held on Saturday, 7 September 2013

� more than 1 800 candidate nominations processed � around 43 million ballot papers printed and distributed � more than 1.2 million postal vote applications processed � operating 685 pre‑poll voting centres, 568 mobile polling teams, 115 overseas voting

centres and 8 475 election day polling places over three elections � counting 15 212 997 votes � planning for the next federal election commenced.

Election planningElection planning is a continuous process that extends throughout the electoral cycle. Preparations for the 2013 federal election unfolded in a dynamic operating environment that required the AEC to maintain parallel policies, procedures, systems and training.

Early election announcementIn January 2013, the then Prime Minister indicated that the federal election would be held on 14 September 2013. The AEC commenced early preparations towards this date but, in the absence of an election writ, remained prepared to deliver an election at short notice.

Referendum proposalOn 25 June 2013, the Senate passed a referendum proposal to recognise local government within the Constitution. The referendum was to be held on 14 September 2013 (the original election date) and the AEC commenced the necessary preparations, including designing the Yes/No pamphlet and referendum ballot papers.

The announcement of an election for a different date – 7 September – meant that constitutional timings could not be met and the referendum did not proceed.

1 The figures provided in ‘Performance highlights’ above reflect the combined totals in each category for the three elections delivered in 2013–14: the 2013 federal election, the 2014 Griffith by‑election and the 2014 WA Senate election. Individual totals for each of these elections are provided in the report that follows.

38 Australian Electoral Commission Annual Report 2013–14

2013 federal electionOn Sunday, 4 August 2013, the then Prime Minister announced a federal election for Saturday, 7 September 2013. The writs for this election were issued on Monday, 5 August 2013. Table 3 shows the key dates for this election.

NominationsNominations were accepted from a record 1 188 House of Representatives candidates and 529 Senate candidates. All nominations were officially declared and draws for positions on the ballot papers were conducted in line with legislative requirements at noon on 16 August 2013. Table 4 and Table 5 show the breakdown of nominations by state and territory.

Distribution of ballot papersImmediately after the declaration of nominations, the AEC began to print and distribute ballot papers in time for early voting to begin on Tuesday, 20 August. Around 43 million ballot papers were printed and delivered for use at more than 8 500 polling locations throughout Australia and internationally.

Provision of voting servicesThe AEC delivered a range of voting services to ensure that all eligible Australians, regardless of location or circumstance, were able to vote. Facilities for voting included:

� 7 697 ordinary polling places on election day � early voting facilities operating at 645 locations and AEC offices for up to three weeks

before election day � 102 overseas voting centres operating from Department of Foreign Affairs and Austrade

posts around the world � 504 mobile polling teams � four overseas Australian Defence Force polling teams � telephone voting services for voters who are blind or have low vision, allowing them to

cast their vote in secret and with a degree of independence.

Types of votes castThe AEC counted the votes of 13 822 161 people at the 2013 federal election. Continuing the trend from previous elections, there was a significant shift towards early voting. Votes cast before election day in 2013, which included 1.98 million ordinary pre‑poll votes, represented more than 27 per cent of all votes counted – some 1.37 million more early votes than were counted in the 2010 federal election. Table 6 shows the number and percentage of each type of vote counted.

For the 2013 federal election, a total of 230 926 voters were registered as general postal voters, and the AEC received 1 098 289 postal vote applications. A significant number of these – 382 664 (33 per cent) – came through the new online postal vote application form. The AEC issued 1 329 948 postal voting packages – an increase of 37 per cent compared to 2010. The proportion of returned postal votes included in the count was similar to that in previous elections, as shown in Table 7.

39Report on performance Election management

Table 3: 2013 federal election timeline

Event Time Day DateElection announced Sunday 4 August 2013Issue of writs 6pm Monday 5 August 2013Close of rolls 8pm Monday 12 August 2013Close of nominations 12pm Thursday 15 August 2013Declaration of nominations 12pm Friday 16 August 2013Close of Group Voting Ticket lodgement 12pm Saturday 17 August 2013Election day Saturday 7 September 2013All writs returned Monday 6 November 2013Closing date for the lodgement of petitions to the Court of Disputed Returns

Monday 16 December 2013

Table 4: House of Representatives nominations by state and territory

State/territory Seats CandidatesNSW 48 352Vic 37 344Qld 30 233WA 15 128SA 11 66Tas 5 35ACT 2 13NT 2 17Total 150 1 188

Table 5: Senate nominations by state and territory

State/territory Vacancies Candidates Groups Ungrouped candidatesNSW 6 110 44 4Vic 6 97 39 2Qld 6 82 36 0WA 6 62 27 1SA 6 73 33 2Tas 6 54 23 1ACT 2 27 13 1NT 2 24 12 0Total 40 529 227 11

Table 6: 2013 federal election – types of votes counted

Location Votes Votes (%)Election day 10 080 177 72.93Pre‑poll (ordinary votes) 1 982 859 14.35Pre‑poll (declaration votes) 524 514 3.79Postal votes 1 126 528 8.15Mobile polling 108 083 0.78Total 13 822 161 100.00

40 Australian Electoral Commission Annual Report 2013–14

Table 7: Proportion of postal votes counted for the last three federal elections

2013 2010 2007Postal votes issued 1 329 948 966 574 833 178Postal votes returned 1 175 868 854 726 749 566% returned 88.41 88.43 89.97Postal votes counteda 1 126 528 804 973 704 563% counted 95.8 94.17 94

a. Postal votes received later than 13 days after the close of polls or that fail to meet the preliminary scrutiny requirements as outlined in Schedule 3 of the Electoral Act cannot be admitted to the count.

CountingCounting of votes in both House of Representatives and Senate elections commences on election night and continues in the weeks that follow.

The counting of votes cast on election day began at the close of polling. Results were progressively updated during the evening through the media feeds and the Virtual Tally Room on the AEC website. The Virtual Tally Room provided reliable, rapid access to results and was used extensively by members of the public, the media and political parties. The subsequent processing of declaration votes issued in Australia and overseas was achieved in accordance with AEC plans, and the results were progressively updated and published in the weeks following election day. All writs were returned by 6 November 2013, within the legislative timeframe.

Where a candidate does not receive an absolute majority of first preference votes in House of Representatives election or a quota of first preferences in a Senate election, a distribution of preferences is required. Wherever required, the vote counting process included distribution of preferences to determine the elected candidate(s).

Election projects and issues

Partnership with Department of Human ServicesAt the 2013 federal election the AEC expanded its partnership with the Department of Human Services (DHS) to help deliver important election services. This allowed the AEC to use DHS facilities and staff across Australia to provide wide‑scale services to the public during the election. These included:

� election service centres – in divisions with no physical AEC office DHS provided a number of locations where the AEC could deliver face‑to‑face election services to voters

� assistance with mobile polling – in some remote regions DHS provided staff and infrastructure support to help deliver voting services

� blind and low vision voting call centre – DHS provided call centre facilities and staff to help voters who are blind or have low vision to cast their vote

� AEC election contact centre – DHS provided call centre facilities and staff to help with enquiries from the public.

The partnership with DHS proved highly effective and it is intended that it will continue in future elections.

Electronic certified listsThe certified list is the official copy of the electoral roll used to mark off voters’ names when they come to vote. At the 2013 federal election, electronic copies of the certified list were loaded onto 768 laptop computers and deployed across all states and territories.

41Report on performance Election management

Electronic certified lists (ECLs) were used by mobile polling teams and at early voting centres and polling places. ECLs allow polling officials to search for and mark a voter’s name off the certified list, print House of Representatives ballot papers on demand and record the issue of a declaration vote. ECLs were also used to support the preliminary scrutiny of absent and pre‑poll declaration votes after election day.

ECL devices used a mobile broadband network to deliver real‑time updates to a central copy of the certified list when a network connection was available.

In the 2014 Griffith by‑election, ECLs were used by 145 polling officials issuing votes on election day. At the 2014 Western Australian Senate election, 218 ECLs were used for remote mobile polling and in a majority of pre‑poll voting centres. They were also used at the ‘Perth super‑booth’, which provided ordinary voting services for all Western Australian divisions on election day.

The pilot of ECLS devices delivered a number of benefits:

� ability to reduce the number of paper certified lists � more accurate mark‑off of the certified list � reduction in the number of apparent multiple marks � more accurate division identification during declaration voting � more accurate and immediate data for business intelligence analysis � faster preliminary scrutiny processing rate � improved voter/polling official perceptions.

Results of the pilot of ECLs will be used to determine how the technology can best be delivered on a wider scale.

Turnout and formalityThe turnout rate1 for the 2013 election was 93.98 per cent of entitled electors for the Senate and 93.23 per cent for the House of Representatives.2 Overall, turnout increased by 0.01 per cent compared to the 2010 election; however, the 2013 result is still one of the lowest on record since the introduction of compulsory voting in 1924.

Formality rates3 were also similar to the 2010 federal election. House of Representatives informality increased slightly from 5.6 per cent in 2010 to 5.9 per cent in 2013. Senate informality decreased from 3.7 per cent in 2010 to 3.0 per cent, remaining within the historical range of two to four per cent recorded since the introduction of above‑the‑line voting in 1984.

The unique environment for each federal election and the very nature of the secret ballot mean it is not always possible to identify all the factors that impact on rates of informal voting. After each election, however, the AEC conducts research to identify possible factors that influence informal voting. Research into informal voting at the 2013 federal election is currently underway. Research outcomes from previous elections are published on the AEC website.

1 The turnout rate is calculated by dividing the sum of formal and informal votes cast at the election by the number of people entitled to vote in the election.

2 The difference between the House of Representatives and Senate turnout figures is primarily due to a number of declaration voters who were issued ballots for their claimed enrolled address but who were subsequently found to be enrolled in a different division in the same state or territory. Their Senate votes can be counted because the Senate electorate is state‑wide but votes issued for the incorrect House of Representatives division cannot be counted.

3 ‘Formality’ refers to the percentage of voters who complete a ballot paper that can be counted as a valid vote.

42 Australian Electoral Commission Annual Report 2013–14

Western Australian Senate recount and missing ballot papersIn Western Australia, close margins at key stages in the distribution of preferences in the Senate election led to a request for a recount. The Australian Electoral Officer for WA declined the request but it was subsequently granted following an appeal to the Electoral Commissioner. During the recount, 1 370 Senate ballot papers included in the first count were found to be missing and so could not be scrutinised or included in the recount.

The missing ballots created significant doubt about whether the final result of the election truly reflected Western Australian voters’ intentions. As a result, the AEC lodged a petition to the Court of Disputed Returns seeking an order that the result be declared void and a fresh election ordered. On 20 February 2014, the court determined that the circumstances surrounding the missing ballot papers had disenfranchised voters and therefore cast doubt on the final result. The court declared the result of the 2013 Western Australian Senate election void and ordered a fresh election. More on these events is provided in the ‘Year in review’ and ‘Governance and accountability’ sections of this report.

In November 2013, the AEC engaged Mr Mick Keelty AO to investigate the circumstances surrounding the loss of ballot papers. The AEC released Mr Keelty’s report, Inquiry into the 2013 WA Senate Election (Keelty Report), on 6 December 2013. It is available on the AEC website.

The report contained a series of recommendations, many of which concerned improvements to the AEC’s management of ballot papers. To implement these recommendations, the AEC introduced new and revised procedures at the 2014 Griffith by‑election and 2014 Western Australian Senate election. The new initiatives delivered improved procedures for printing, packaging, transport, handling and storage of ballot papers.

2014 Griffith by‑electionOn 22 November 2013 the Member for Griffith, the Hon Mr Kevin Rudd, resigned. The writ for a by‑election was issued on Monday, 6 January 2014. Table 8 shows the key dates for this by‑election.

NominationsThe AEC accepted nominations from 11 candidates for the Griffith by‑election. Nominations were formally declared and the draw for positions on the ballot paper was conducted in line with legislative requirements at noon on 17 January 2014.

Provision of voting servicesThe facilities for voting included:

� 40 ordinary polling places on election day � early voting facilities operating at two pre‑poll voting centres and AEC divisional offices

for up to three weeks before election day � four mobile polling teams.

Types of votes castThe AEC provided voting services to 80 275 people in the Griffith by‑election. Table 9 shows the number and percentage of each type of vote counted.

43Report on performance Election management

Table 8: Griffith by‑election timeline

Event Time Day DateElection announced Monday 6 January 2014Issue of writs 6pm Monday 6 January 2014Close of rolls 8pm Monday 13 January 2014Close of nominations 12pm Thursday 16 January 2014Declaration of nominations 12pm Friday 17 January 2014Election day Saturday 8 February 2014Writs returned Monday 18 February 2014

Table 9: 2014 Griffith by‑election – types of votes counted

Location Votes Votes (%)Election day 61 427 77Pre‑poll (within Griffith) 8 378 10Pre‑poll (other division) 549 1Postal votes 9 291 12Mobile polling 630 1Total 80 275 100

CountingAs for the federal election, counting of votes cast on election day began on time and results were progressively updated during the evening through the media feeds and the Virtual Tally Room on the AEC website. The subsequent processing of declaration votes issued in Australia was conducted and the results progressively updated and published in the weeks following election day.

By‑election projects and issues

Improved security and handling of ballot papersFor the Griffith by‑election the AEC implemented many of the recommendations in the Keelty Report. These included:

� new ballot paper principles � ballot paper secure zones � documented chain of custody of all ballot papers � improved training for staff and implementation of new staff roles � improved rubbish and waste management policies � greater guidance on packaging ballot papers for return.

The AEC successfully integrated the initiatives into the delivery of election services to provide assurance that all ballot papers were fully accounted for. More information on the implementation of these new initiatives is provided in the case study ‘Delivering reform at the Griffith by‑election’.

44 Australian Electoral Commission Annual Report 2013–14

Additional integrity measuresA number of additional measures were implemented at the Griffith by‑election. While these did not arise directly from the Keelty report recommendations, they addressed the intent behind them. Measures included:

� an official list of AEC officers authorised to print ballot papers for the Griffith by‑election � regular scans of computer network drives to ensure ballot paper images were not

being saved � improved arrangements for secure transportation of all certified lists, including

tamper‑evident materials and tracking � mandated clear visual identification – AEC branded purple bibs – for all permanent and

temporary AEC staff at polling sites � strengthened character clearance procedures for temporary staff, including the

introduction of police character checks.

Electronic certified listsFollowing the successful trial of electronic certified lists (ECLs) at the 2013 federal election, 145 ECLs were used for voter mark‑off at the Griffith by‑election. The smaller size of the by‑election meant that ECLs could be used in all polling locations, including pre‑poll voting centres and polling places on election day. As a result, the Griffith by‑election became the first federal parliamentary election in which no paper copies of the certified list were used for voter mark‑off (though they were available as back‑up in case of ECL device or system issues).

2014 Western Australian Senate electionOn 20 February 2014, the Court of Disputed Returns determined that the result of the 2013 Western Australian Senate election was void and ordered a fresh election. On 28 February 2014, the Governor of Western Australia issued the writ for an election on Saturday, 5 April 2014, to fill the six vacant WA Senate positions. Table 10 shows the key dates for this election.

NominationsSeventy‑seven nominations for the 2014 Western Australian Senate election were accepted. There were 33 groups of candidates and two ungrouped candidates. The nominations were declared and the ballot paper draw was conducted at noon on 14 March 2014 in line with legislative requirements.

Provision of voting servicesFacilities for voting included:

� 738 ordinary polling places established on election day � early voting facilities operated at 38 pre‑poll voting centres and AEC divisional offices for

up to three weeks before election day � 13 overseas voting centres operating out of Department of Foreign Affairs and Austrade

posts around the world � 60 mobile teams � telephone voting services for electors who are blind or have low vision.

45Report on performance Election management

Types of votes castThe AEC provided voting services to 1 310 561 people at the 2014 WA Senate election – a three per cent drop compared with the Western Australian figure for the 2013 federal election but still significantly higher than the levels usually recorded at by‑elections.

Most people cast their votes at polling places on election day, but more voters in this election cast pre‑poll and postal votes than in the 2013 election. The number of pre‑poll ordinary votes increased by 12 per cent and the number of postal votes increased by 18 per cent.

Table 11 shows each type of vote counted as a percentage of the overall number and compared to the 2013 federal election. Figure 6 illustrates the comparison.

Table 10: 2014 Western Australian Senate election timeline

Event Time Day DateCourt of Disputed Returns orders fresh election for the six vacant WA Senate positions

Thursday 20 February 2014

Election announced Friday 28 February 2014Issue of writ 6pm Friday 28 February 2014Close of rolls 8pm Friday 07 March 2014Close of nominations 12pm Thursday 13 March 2014Declaration of nominations 12pm Friday 14 March 2014Close of Group Voting Ticket lodgement 12pm Saturday 15 March 2014Election day Saturday 05 April 2014Return of writ Thursday 01 May 2014Closing date for the lodgement of petitions to the Court of Disputed Returns

Tuesday 10 June 2014

Table 11: 2014 Western Australian Senate election – types of votes counted

Method 2014 % 2013 %Election day 911 133 70 971 499 72Pre‑poll (ordinary votes) 114 662 9 102 796 8Pre‑poll (declaration votes) 162 964 12 170 075 13Postal votes 110 754 8 94 167 7Mobile polling 11 048 1 10 260 1Total 1 310 561 100 1 348 797 100

Figure 6: 2014 Western Australian Senate election – vote types

2013 2014

Mobile pollingPostal votesPre-poll(declaration votes)

Pre-poll(ordinary votes)

Election day0%

20%

40%

60%

80%

100%

46 Australian Electoral Commission Annual Report 2013–14

CountingCounting of votes for the WA Senate election began on time and results were progressively updated through the media feeds and the Virtual Tally Room on the AEC website. Declaration votes issued in Australia and overseas were processed in accordance with AEC plans and the results were progressively updated and published in the weeks following election day.

Election projects and issuesFurther improved security and handling of ballot papersUsing lessons from the Griffith by‑election the AEC further refined its policies and procedures to improve security and control of ballot papers to ensure these could be applied effectively on a larger scale. Additional steps taken in the 2014 WA Senate election included:

� updated forms to better record the chain of custody of ballot papers � close oversight and review of the implementation of new policies and procedures � new packaging materials to improve security of ballot papers � a new Divisional Materials Manager Supervisor role to oversee operations at centres

where materials from multiple divisions were stored and counted � a new role of State Materials Manager to provide oversight and assurance of materials

management across the state.

Again the AEC successfully integrated these initiatives into the delivery of election services to ensure that ballot papers were accounted for at the election.

Additional integrity measuresAs at the Griffith by‑election, a number of additional measures were implemented for the WA Senate election. These included all the additional measures introduced at Griffith as well as:

� improved visitor registration procedures � an expanded Keelty Implementation Taskforce, which maintained a presence in all

divisions to support staff over the election weekend.

Electronic certified listsAt the 2014 WA Senate election, 218 ECLs were used for remote mobile polling and in a majority of pre‑poll voting centres. They were also used at the ‘Perth super‑booth’, which provided ordinary voting services for all WA divisions on election day.

Once again, the use of ECLs realised a number of benefits and efficiencies, including:

� more accurate mark‑off of the certified list � more accurate division identification during declaration voting � more accurate and immediate data for business intelligence analysis � faster preliminary scrutiny processing rate � improved voter/polling official perceptions.

47Report on performance Election management

Pro

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A new role to deliver reform: Divisional Materials Managers at the 2014 Western Australian Senate election

The 2014 Western Australian Senate election was conducted under unprecedented scrutiny. The AEC needed to demonstrate that it had new, improved procedures in place to ensure the security of ballot papers, the quality of election services and the integrity of the election outcome. The new role of Divisional Materials Manager (DMM) would be central to achieving these goals.

49

The role of DMM was first introduced at the 2014 Griffith by‑election. Given the larger scale of the WA Senate election, the role was enhanced and experienced temporary staff were appointed as DMMs for each WA electoral division.

DMMs were responsible for the movement, packaging, storage, and security of all of their division’s election materials and for maintaining a detailed materials management log. They worked primarily at outposted centres – premises hired for a range of large‑scale election tasks. In Perth, outposted centres housed several divisions and DMMs at these sites reported to a supervisor who oversaw material management for the whole centre.

Louise Foppoli was appointed the DMM supervisor at the Northern Scrutiny Centre and was responsible for supervising DMMs for three divisions – Cowan, Moore and Pearce. ‘All the positions were new, which meant that, regardless of our election experience, we had a lot to learn’, Louise said.

For nearly three weeks before the election, DMMs were responsible for organising materials for the officers in charge of each polling place, including ballot papers, certified lists and sundry election materials. ‘We organised ballot paper secure zones in allocated areas within the scrutiny centre and monitored them daily so that movement of ballot papers was controlled and fully accounted for at all times’, Louise said.

After election day, the DMMs had to ensure all ballot papers from each polling place as well as declaration votes were accounted for and could continue to be accounted for at each phase of the subsequent scrutinies. They also worked closely with their respective Divisional Returning Officers to ensure that the ballot papers and results tallied for each division.

‘The first few days after the election were definitely the most challenging’, Louise said. ‘There was pressure to count votes as quickly as possible, but we could not compromise on the methodical accounting and packaging procedures to be followed. I was impressed with the dedication of everyone involved and the efforts they went to so that every ballot paper could be accounted for at every step in the process.’

Louise believes that trialling the new roles and procedures at state level was a vital step in the AEC’s reform process. ‘I’m really confident my team did a great job – not just because we achieved the needed outcome but also because we added value along the way. We saw the intent of the changes straight away but sometimes minor adjustments to forms and processes were needed for the new procedures to work effectively on the ground’, she said.

‘I’m sure the things we learned will help other AEC staff and ensure that full rollout at the next federal election is successful.’

50 Australian Electoral Commission Annual Report 2013–14

ELECTION SUPPORT SERVICESThe AEC contributes to democracy at home and abroad by delivering a range of election support services. These include support to Australian workplaces, members of parliament, political parties and candidates, as well as state, territory and overseas electoral authorities.

This second part of the report on performance for Programme 1.2 describes AEC performance in:

� maintaining the Register of Political Parties � supporting transparency in political funding � supporting Australian workplaces to hold free and fair elections � providing assistance to other electoral authorities.

2013–14 performance highlights include:

� delivery of party registration services to support the conduct of the 2013 federal election � more than 2 500 financial disclosure returns processed, including 1 726 returns for the

2013 federal election � a total of $60 957 049.70 in election funding paid to registered political parties

and candidates � a specialist Funding and Disclosure branch established and a revised model for risk

management of compliance implemented � conducting 1 027 workplace elections and ballots, 167 fee‑for‑service elections,

578 protected action ballots and 282 industrial elections � provision of assistance to state, territory and local governments, including extracts from

the electoral roll for the conduct of elections and management of more than 70 state and territory roll closes

� provision of assistance to Papua New Guinea, Indonesia, Timor‑Leste, Nepal and other international partners.

Maintaining the Register of Political PartiesThe AEC maintains the Register of Political Parties as required under Part XI of the Electoral Act and helps political parties to understand how to apply for and maintain registration.

Political parties are not obliged to register with the AEC. For those that register there are benefits and obligations. These are outlined in the AEC Party Registration Guide which is available on the AEC website.

In 2013–14 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 secretaries, registered officers, deputy

registered officers and party agents).

51Report on performance Election support services

In 2013–14 the AEC received five applications to register a political party and no applications to deregister a political party. These numbers are significantly lower than those for 2012–13 and are in keeping with the historical pattern of increased registrations in the year before a federal election and a decrease in the year the election is held.

The AEC also received five applications to change a party name and/or abbreviation – this number is much higher than usual. However, this is in line with the increase in applications for registration received ahead of the 2013 federal election.

For the 2013 federal election, the 2014 Griffith by‑election and the 2014 Western Australian Senate election, signatures of registered officers and deputy registered officers of all parties were made available to AEC returning officers who received nominations around Australia. Checking signatures is an important step in validating nominations before an election.

Requests for review of party registration decisionsSection 141 of the Electoral Act provides for a review of certain party registration decisions made by the Electoral Commissioner or the Commissioner’s delegate.

In 2013–14 the AEC received six applications for review of a delegate’s decision and determined two applications received in June 2013. These requests for review comprised:

� two concerning refusals to register new political parties � two concerning the registration of parties � one concerning the approval to register the abbreviation of a party � three concerning refusals to change a registered officer.

The three‑person Australian Electoral Commission affirmed the delegate’s decision in each case. Further details are available on the AEC website.

Applications to update party office holder informationThe AEC contacts parties through the year to ask them to check records held by the AEC concerning party officers. Up‑to‑date details for parties are critical in an election year.

In 2013–14 the AEC received 29 applications to change the details of the registered officer of a party and 114 applications to change details of other party officials (deputy registered officers, party agents and party secretaries). These numbers reflect a continuation of the increased activity seen in 2012–13 in the lead‑up to the 2013 federal election.

The AEC provides updated party registration information on its website 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 on particular applications � forms and explanations to help parties to make applications.

52 Australian Electoral Commission Annual Report 2013–14

Transparency of political fundingThe Commonwealth funding and financial 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 in financial matters by requiring candidates, political parties and their associated entities, donors and other participants in the electoral process to lodge annual or election period financial disclosure returns with the AEC.

2013–14 financial disclosure returnsDuring 2013–14, the AEC received 709 annual financial disclosure returns. This includes 681 returns for 2012–13, five returns and 10 amendments for 2011–12 and five returns and eight amendments relating to returns for previous financial years. The AEC also received 1 726 election financial disclosure returns for the 2013 federal election. They consisted of 1 707 candidate returns, 10 Senate group returns and nine election donor returns.

The AEC also received 11 candidate returns for the 2014 Griffith by‑election and 77 candidate returns and one Senate group return for the WA Senate election held on 5 April 2014. Table 12 shows details of financial disclosure returns lodged and published from 2010–13. Information on all election returns is available on the AEC website.

Political party and associated entity returns for 2013–14 are due on 20 October 2014. Donor and third party returns for 2013–14 are due on 17 November 2014. These returns will be published to the AEC website on the first working day in February 2015. Table 12 shows the number of returns lodged for the three previous financial years.

Online lodgement of returns is available through the AEC’s eReturns system, which is a secure portal on the AEC website. The uptake of online lodgement has continued to increase. This year, 62 per cent of returns were completed online compared with 56 per cent in 2012–13 and 47 per cent in 2011–12.

Compliance reviews and special investigationsThe AEC undertakes compliance reviews of disclosure returns lodged by political parties and associated entities under section 316(2A) of the Electoral Act. These are undertaken over the three‑year life of the federal parliament. In 2013–14, the AEC completed 39 compliance reviews of disclosure returns lodged by political parties and associated entities.

Table 12: Financial disclosure returns lodged and published for previous financial years

Return type 2010–11 2011–12 2012–13Political party 67 69 73Political party – amendment 35 16 29Associated entity 196 191 185Associated entity – amendment 17 12 16Donor 364 220 295Donor – amendment 33 23 35Political expenditure 43 41 45Political expenditure – amendment 0 0 3

53Report on performance Election support services

Review of funding and disclosure functionsIn January 2014 the AEC established an independent Funding and Disclosure branch to drive ongoing implementation of recommendations made by Mr Ron McLeod AM, who conducted an independent review of AEC administration of funding and disclosure services in late 2012. Mr McLeod’s report, Review of the Australian Electoral Commission’s disclosure compliance function under Part XX of the Commonwealth Electoral Act 1918, made four key recommendations:

� expand the AEC’s programme 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.

The AEC accepted all recommendations.

The new Funding and Disclosure branch has adopted a revised business model that includes a strengthened, risk‑based approach to identifying returns to be reviewed. In line with strengthened integrity measures across all AEC programmes, the new model will provide greater transparency and assurance to stakeholders that AEC compliance functions meet legislative requirements, are cost‑effective and are achieving desired regulatory outcomes.

Election fundingThe AEC paid total election funding of $60 957 049.70 to registered political parties and candidates during 2013–14. This included $58 076 456.01 paid following the 2013 federal election, $182 378.96 paid following the Griffith by‑election and $2 698 214.73 paid following the 2014 WA Senate election.

The AEC calculates the election funding rate for each vote received by candidates and Senate groups who receive at least four per cent of the formal first preference vote in a federal election. Every six months the election funding rate is adjusted in line with the consumer price index. The rates that applied in 2013–14 were:

� 248.800 cents per first preference vote for 1 July to 31 December 2013 � 252.781 cents per first preference vote for 1 January to 30 June 2014.

The Act requires that at least 95 per cent of election funding entitlements, calculated on the basis of votes counted as at the 20th day after polling day, be paid as soon as possible. The balance of entitlements must be paid when the counting of votes is finalised.

2013 federal electionFor the 7 September 2013 federal election, the AEC approved and processed the initial payments of election funding on 27 September 2013 based on the vote count at the 20th day after polling day. A payment of 99 per cent of the entitlement was made to all parties and independent candidates with the precondition that a minimum of $200 was withheld until the count was finalised.

Of a total of $58 076 456.01 in election funding, $56 367 240.38 was paid in the initial payments and $1 709 215.63 was paid at the completion of the vote count. Table 13 shows the breakdown of funding paid.

54 Australian Electoral Commission Annual Report 2013–14

Table 13: 2013 federal election – final election payment summaryElection funding rate per first preference vote: $2.488

Party Interim payment ($) Final payment ($) Total payments ($)Liberal Party of Australia 23 103 312.83 781 360.11 23 884 672.94Australian Labor Party 20 195 147.98 579 542.57 20 774 690.55Australian Greens 5 356 184.97 175 686.48 5 531 871.45National Party of Australia 3 076 611.83 34 460.68 3 111 072.51Palmer United Party 2 202 044.07 110 765.91 2 312 809.98Liberal Democratic Party 1 033 845.36 12 649.74 1 046 495.10Nick Xenophon Group 636 127.83 6 711.66 642 839.49Country Liberals (Northern Territory) 207 512.94 2 098.57 209 611.51Katter’s Australian Party 166 711.35 1 664.05 168 375.40Family First 103 724.45 1 042.74 104 767.19Catherine McGOWAN 68 381.14 693.20 69 074.34Andrew Damien WILKIE 60 802.12 621.62 61 423.74Robert Edwin TABER 30 968.80 315.31 31 284.11Bullet Train for Australia 24 283.90 235.34 24 519.24Lawrie McKINNA 19 136.74 177.60 19 314.34Nathan Wade BRACKEN 17 439.92 200.00 17 639.92Richard John SAGE 16 263.10 200.00 16 463.10Stephen Gordon ATTKINS 16 123.77 200.00 16 323.77Jamie Neville McINTYRE 14 884.74 190.05 15 074.79Mark Marshall ALDRIDGE 9 077.75 200.00 9 277.75Christian Democratic Party (Fred Nile Group)

8 654.79 200.00 8 854.79

Total election funding paid 56 367 240.38 1 709 215.63 58 076 456.01

2013 Western Australian Senate recount – compensation paid following the loss of votesAs a result of the loss of ballot papers during the 2013 Western Australian Senate recount, the AEC obtained approval from the Special Minister of State, Senator the Hon Michael Ronaldson, to make payments in lieu of election funding entitlements that would otherwise have accrued. These payments are authorised under the Scheme for Compensation for Detriment caused by Defective Administration.

Based on the original count, 1 162 ballot papers would have been included in the calculation of election funding entitlements. Accordingly, a total of $2 891.06 in additional payments was distributed as shown in Table 14.

The Special Minister of State also approved the reimbursement of nomination deposits1 to those 2013 WA Senate groups and candidates who had not already had their deposit returned. These payments were made before the close of nominations for the 2014 WA Senate election.

1 Nomination deposits are automatically returned where a candidate or group receives at least four per cent of the first preference votes in the election they contested.

55Report on performance Election support services

Table 14: Payments in lieu of election funding entitlements for Western Australian Senate votes missing from the 2013 recount

Party Additional payments ($)Liberal Party of Australia 2 204.37Australian Labor Party 408.03The Greens WA 278.66Total 2 891.06

Table 15: Griffith by‑election – election payment summaryElection funding rate per first preference vote: $2.52781

Party First and final payments ($)Liberal Party of Australia 87 186.69Australian Labor Party 75 892.44Australian Greens 19 299.83Total 182 378.96

Table 16: 2014 Western Australian Senate election – election payment summaryElection funding rate per first preference vote: $2.52781

Party First payment ($) Final payment ($) Total payments ($)Liberal Party of Australia 1 089 141.93 11 011.54 1 100 153.47Australian Labor Party 688 411.49 6 973.87 695 385.36Australian Greens 498 882.24 5 056.91 503 939.15Palmer United Party 394 741.88 3 994.87 398 736.75Total 2 671 177.54 27 037.19 2 698 214.73

Griffith by-electionCounting in the Griffith by‑election, held on 8 February 2014, was complete by Friday, 28 February 2014, the 20th day after polling. This allowed the AEC to calculate and pay the total funding entitlements in a single round of payments. The total election funding paid for the Griffith by‑election was $182 378.96. Table 15 shows the breakdown of payments.

2014 Western Australian Senate electionFor the 2014 WA Senate election, the AEC calculated the initial payments of election funding on 25 April 2014. Payments were made at 99 per cent of the entitlement as at the 20th day after polling day. Of a total of $2 698 214.73 in election funding, $2 671 177.54 was paid in the initial payments and $27 037.19 was paid on the completion of the vote count. The breakdown of payments is shown in Table 16.

Support for Australian workplacesUnder the Fair Work (Registered Organisations) Act 2009, the AEC conducts elections for office in registered organisations. This includes all elections and amalgamation ballots for trade unions and employer organisations registered under the Act. The AEC also conducts protected action ballots under the Fair Work Act and provides fee‑for‑service elections at full cost recovery.

In 2013–14, the AEC conducted 1 027 workplace elections and ballots. These included industrial elections, protected action ballots and fee‑for‑service elections. All were delivered successfully and on time. Table 17 provides a breakdown.

56 Australian Electoral Commission Annual Report 2013–14

Industrial electionsIn 2013–14 the AEC conducted 282 industrial elections to fill offices in employee (union) and employer organisations registered under the Fair Work (Registered Organisations) Act. In accordance with this Act, all elections were secret ballots conducted in line with the voting system specified in the registered rules of each organisation. Postal voting was the most common voting method. After each election the AEC reported to the Fair Work Commission and the organisations involved, including feedback on any difficult‑to‑interpret rules.

Protected action ballotsUnder the Fair Work Act, protected 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 occur during negotiations for an enterprise agreement when a bargaining representative for an employee lodges a ballot request with the Fair Work Commission. The Commission appoints the AEC to conduct these ballots.

In 2013–14 the AEC conducted 578 protected action ballots for employees from organisations across many industries. Ballots were by post or at worksites and usually took about three weeks to complete. After each ballot, the AEC provided the results to the Fair Work Commission, the bargaining representative for the employee, and the organisation. Where complaints were made or irregularities occurred during the course of the ballot, the necessary post‑ballot reports were sent to the Fair Work Commission.

Fee‑for‑service electionsIn 2013–14 the AEC delivered 167 fee‑for‑service elections and ballots for public and private sector organisations. Of a total 167 elections:

� 130 were enterprise agreement ballots � 31 were elections to office � 6 were yes/no ballots.

More than 60 per cent of the fee‑for‑service elections and ballots were for repeat clients, suggesting a high level of satisfaction with the services provided.

In 2013–14 the AEC received 103 enquiries about its paid services via its fee‑for‑service page on the AEC website. Thirty‑six per cent of these enquiries resulted in the AEC conducting the relevant elections or ballots.

The AEC predominantly conducted enterprise agreement ballots for organisations in the manufacturing, retail, energy, transport and mining sectors.

57Report on performance Election support services

Tab

le 1

7: In

dus

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l ele

ctio

ns, p

rote

cted

act

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bal

lots

and

fee‑

for‑

serv

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Num

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Num

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Num

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Num

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act

ion)

20 5

0616

 412

6 31

64 

518

4 55

01 

391

1 88

455

 577

Num

ber

of b

allo

t pap

ers

retu

rned

(pro

tect

ed a

ctio

n)12

 958

10 3

193 

826

2 55

42 

785

902

1 03

434

 378

Num

ber

of b

allo

t pap

ers

issu

ed (o

ther

com

mer

cial

)2 

722

18 8

4849

811

580

40

7423

 061

Num

ber

of b

allo

t pap

ers

retu

rned

(oth

er c

omm

erci

al)

997

6 79

046

011

534

20

748 

778

Num

ber

of b

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ther

)0

00

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210 

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2057

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753

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615

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5

58 Australian Electoral Commission Annual Report 2013–14

Assistance to state, territory and overseas electoral authorities

The AEC maintains cooperative working relationships with other Australian electoral authorities and provides them with a range of services – including roll maintenance, staffing, facilities and resources – to support state, territory and local government elections.

The AEC also delivers electoral support to other countries through programmes and partnerships that support global democracy, electoral administration and governance.

Collaboration with the Electoral Council of Australia and New ZealandThe Electoral Council of Australia and New Zealand (ECANZ) is a consultative council of electoral commissioners from the electoral management bodies of Australia and New Zealand. The AEC chairs and provides secretariat services. Activities in 2013–14 included:

� detailed reporting of the state of the roll and enrolment activities, including close of rolls outcomes

� maintenance and review of a comprehensive list of equipment available for sharing between jurisdictions

� a research paper on internet voting as a starting point for discussion among members.

At 30 June 2014, ECANZ members were:

� Tom Rogers, Acting Australian Electoral Commissioner, Chair � Colin Barry, Electoral Commissioner, New South Wales � Warwick Gately, Electoral Commissioner, Victoria � Walter van der Merwe, Electoral Commissioner, Queensland � Chris Avent, Acting Electoral Commissioner, Western Australia � Kay Mousley, Electoral Commissioner, South Australia � Julian Type, Electoral Commissioner, Tasmania � Phil Green, Electoral Commissioner, Australian Capital Territory � Iain Loganathan, Electoral Commissioner, Northern Territory � Robert Peden, Chief Electoral Officer, New Zealand Electoral Commission.

Support for state, territory and local governmentsThe 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. This means voters only need to enrol once to be eligible to vote at federal, state/territory and local elections.

Under joint roll arrangements, the AEC provides extracts from the roll to state and territory electoral bodies, including special roll extracts for the conduct of their elections. In 2013–14 the AEC supported state and territory electoral authorities by providing 745 general roll products and 81 extracts for state, territory and local elections. Table 18 provides further details.

59Report on performance Election support services

Table 18: Roll extracts provided for state and territory elections

JurisdictionAll state/territory, LGA and

Senate electionsBy‑elections – federal, state and LGA

liquor licence polls for VictoriaFederal 2 1NSW – 19VIC 0 13Qld 5 13WA 1 10SA 1 –Tas 2 1NT 3 9ACT 1 0Total 15 66

From time to time, the AEC also provides logistical support for state, territory and local government elections, including staff to assist with election tasks. Support provided in 2013–14 includes:

� roll management support for the 2014 South Australian state election � statistical reviews of enrolment trends for the Electoral Commission South

Australia (ECSA) and support for the South Australian local government electoral boundary redistribution

� roll management services for the 2014 Tasmanian House of Assembly elections and for Legislative Council elections in the Divisions of Huon and Rosevears, as well as provision of all returning officers and support staff for the conduct of nominations, voting and counting.

Appendix F provides more information on the range of services provided for each state and territory throughout the year.

Torres Strait Regional Authority electionsThe Torres Strait Regional Authority is an Australian Government authority. Its governing board consists of at least 20 elected members living in the Torres Strait region and board elections take place once every four years.

The AEC delivers a range of products and services to support the conduct of these elections in line with the Aboriginal and Torres Strait Islander Act 2005. There was no board election in 2013–14. The next election is due in 2016.

Advice and assistance in overseas electionsThe AEC undertakes international electoral work in accordance with section 7(1)(fa) of the Electoral Act, in close cooperation with the Department of Foreign Affairs and Trade (DFAT).

The majority of funding for the AEC’s international work is provided by DFAT, but the AEC also works closely with other providers of international electoral assistance, including:

� 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.

60 Australian Electoral Commission Annual Report 2013–14

The AEC actively pursues networking with these bodies and with counterparts in the Asian, Pacific and Southern African regions, particularly through the Pacific Islands, Australia and New Zealand Electoral Administrators network (PIANZEA).

Asia-PacificIn 2013–14 the AEC provided secretariat services to PIANZEA and conducted DFAT funded electoral support programmes in Indonesia, Papua New Guinea, Timor‑Leste, Nepal, Bhutan and a number of Pacific Island countries.

IndonesiaThe AEC worked with Indonesia’s three election management bodies – the General Elections Commission (KPU), the Elections Supervisory Board (Bawaslu) and the Indonesian Elections Ethics Council (DKPP) – and with academics and local organisations to strengthen electoral capacity and improve regional democracy and governance. The AEC’s Indonesia strategy addresses:

� exchange of knowledge and experiences related to the study, reform and management of election administration systems

� education and capacity development programmes on election management and administration

� research programmes to support election management and administration.

The AEC delivers support through its Jakarta office, which has a permanent in‑country director and eight locally engaged staff. In 2013–14 it delivered DFAT funded programmes throughout Indonesia at the national and provincial levels.

Activities included:

� a research paper on the establishment of a postgraduate‑level electoral management course for Indonesian electoral management body officials and possibly other stakeholders

� an induction programme for newly elected provincial KPU commissioners (104 commissioners from 17 Indonesian provinces)

� an Indonesian visitor study programme during the 2013 federal election � four new instructional manuals for the 2014 Indonesian legislative election � monitoring and evaluation of the BRIDGE1 Indonesia programme and creation of a

BRIDGE case study � a regional knowledge exchange workshop and seminar on increasing election

participation between Australia, Indonesia, Thailand and India � hosting a multilateral electoral research forum, ‘Towards Election Inclusiveness’, that

included election management bodies, academics and research organisations from Australia, Bhutan, Nepal, Timor‑Leste, Thailand, South Korea, Mexico, Japan, the Netherlands, Canada and Indonesia.

AEC Indonesia directly trained 225 Indonesian public service officials and 405 non public servants.

1 BRIDGE stands for ‘Building Resources in Democracy, Governance and Elections’. The programme provides professional development in election administration and governance.

61Report on performance Election support services

Timor-LesteThe AEC worked with the election management bodies in Timor‑Leste, the Secretáriado Técnico de Administração Eleitoral (STAE) and the Comissão Nacional de Eleições (CNE), to continue to strengthen electoral capacity.

In September 2013, at the time of the federal election, the AEC delivered an election study programme and a BRIDGE workshop in Darwin for STAE and CNE staff. Additional activities included:

� an ongoing mentoring and coaching programme for STAE and CNE staff in the field, led by the AEC’s Timor‑Leste programme officer

� delivery of two modified BRIDGE civics education and voter information modules in Dili in February 2013 and two modified BRIDGE introductory modules in Dili in June 2013

� accreditation of more BRIDGE facilitators in both STAE and CNE.

Papua New GuineaThe AEC works with the Papua New Guinea Electoral Commission (PNGEC) through the AEC PNGEC Twinning Programme, funded by DFAT until the end of 2015. This programme became the only provider of Australian electoral assistance to Papua New Guinea when the broader Australian Government electoral support programme ended in late 2013. Under the programme, the AEC provides short‑term injections of technical expertise appropriate to the PNGEC’s focus.

Assistance in 2013–14 included:

� two staff seconded to assist the PNGEC with a series of enrolment and electoral pilots � additional short‑term expertise from three staff in the areas of community engagement,

training and evaluation to assist with the pilots � attendance of seven assistant election managers from Papua New Guinea at AEC‑led

election study programmes for the March 2014 South Australian and Tasmanian state elections

� attendance at electoral support programme board meetings.

‘Helping to building the technical capacity of our PNG counterparts was the most rewarding part of the role for me.’Sukanthan Aravindan, AEC officer seconded to PNGEC

NepalIn 2012–13 the AEC assisted the Election Commission of Nepal with ongoing operation of the Nepalese Electoral Education and Information Centre in Kathmandu. Two Election Commission of Nepal staff attended the AEC’s election visitor programme.

As a partner organisation to the Nepalese Electoral Education and Information Centre, the AEC provided pre‑deployment briefings, ongoing support and mentoring to two Australian youth ambassadors for development who were working at the centre in 2013–14.

62 Australian Electoral Commission Annual Report 2013–14

Pacific IslandsIn 2013–14 the AEC continued to provide secretariat services to the PIANZEA network. The AEC also provided support to Pacific nations through PIANZEA as well as assistance through other Pacific Island programmes. Activities included:

� providing a learning clinic for 17 Pacific electoral officials on the AEC’s generic voter registration system, software and hardware and ongoing technical support for users

� hosting Pacific Island officials as part of the Australian federal election visitor programme in September 2013

� organising and delivering PIANZEA advisory group meetings held in July 2013 and March 2014

� delivering BRIDGE civic education and gender modules for 33 electoral officials from the PIANZEA network, including participants from Papua New Guinea, Samoa, Vanuatu, the Cook Islands, Kiribati, the Federated States of Micronesia, Tonga, Timor‑Leste and the Marshall Islands

� supporting the Tongan Electoral Commission by developing a voter education curriculum; training trainers; and supporting election planning, logistics and voter registration

� delivering a final voter education workshop for district registration officers and staff from the Vanuatu Electoral Office

� supporting a PIANZEA knowledge exchange on voter education and communication through work placement of a staff member from the Papua New Guinea Electoral Commission with the Solomon Islands Electoral Commission.

‘A great experience provided by AEC. Helps all electoral management bodies and takes forward mutual cooperation to a higher level. [The AEC] deserves thanks for the initiative. It was professional, warm, very hospitable and most productive – worth emulating.’Federal election international study programme participant

Other international partnerships and programmesHosting international visitorsIn 2013–14 the AEC hosted international study programmes and delegations from African and Asia‑Pacific countries including Botswana, Hong Kong, Indonesia, Iraq, Kenya, Liberia, Malawi, Myanmar, Nigeria, Papua New Guinea, the Philippines, the Republic of Korea, South Sudan, Tonga, Rwanda, Uganda, Ukraine, Zambia and Zimbabwe.

Federal election international study programmeThe AEC conducted an international study programme during the 2013 federal election. The programme hosted a diverse group of international participants from 19 countries: Bhutan, Canada, Fiji, India, Malaysia, Mongolia, Myanmar, Nepal, New Zealand, Palau, Papua New Guinea, Samoa, Solomon Islands, South Africa, South Korea, Timor‑Leste, Thailand and Tokelau.

Representatives from the International Institute for Democracy and Electoral Assistance, the International Foundation for Electoral Systems and DFAT also attended. Such programmes offer participants a range of benefits, including important networking opportunities, and extend the ties that bind the electoral family around the world.

63Report on performance Election support services

Pro

gram

me

1.2

Ele

ctio

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upp

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key

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201

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Reg

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64 Australian Electoral Commission Annual Report 2013–14

2011

–12

2012

–13

2013

–14

Indu

stria

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65Report on performance Election support services

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Going to great lengths to deliver the franchise

It’s an early start – so early that only a faint light on the horizon breaks the darkness. But the team from Darwin has already been up for some time, preparing for their day of remote polling in Warruwi – a remote Northern Territory Aboriginal community on South Goulburn Island.

Warruwi, with around 220 enrolled voters, is just one of many Indigenous communities spread over 1.3 million square kilometres in the Division of Lingiari that received mobile polling services during the 2013 federal election.

Almost all of the voters in Lingiari live in remote areas, and one in every three lives in a remote Indigenous community. Service delivery in these areas can be particularly challenging. For many of these Aboriginal and Torres Strait Islander voters English is their second, or even third, language and electoral processes are unfamiliar and challenging. Nevertheless, they are keen to have their say.

To make it easier, the AEC implemented significant improvements to electoral services for remote voters during the 2013 election. Schedules were extended to allow communities with more than 200 enrolled voters to receive at least one full day of polling. Larger communities received up to five days of polling. The extended services were publicised widely on regional television and radio and promoted locally through Australian Government agencies and community organisations.

Partnership was key. The AEC worked in collaboration with the Department of Human Services (DHS) to maintain efficiency while extending the reach of services and to ensure they were both professional and culturally appropriate. Each AEC mobile polling team included two experienced DHS staff who work regularly in the communities and are known and well regarded. They were accompanied by an experienced AEC polling official. Most teams had at least one Indigenous member. The teams travelled to communities by air and in DHS vehicles, supported by DHS logistical staff in Darwin and Alice Springs and following DHS remote travel safety protocols.

At their destinations, teams used the AEC’s new electronic certified lists to search quickly for voter names and improve the movement of voters through each polling location. A series of 12 Indigenous in‑language DVDs and one easy‑English version were also screened at various locations on TVs or tablets. The videos showed voters how to cast a formal vote and 89 per cent of viewers said they found them helpful.

Mobile polling teams were also supported by AEC voter information officers (VIOs) – a new position established for the 2013 federal election. VIOs were local Indigenous community members trained by the AEC to help voters to understand how to cast a formal vote. Throughout the election VIOs worked in 44 remote communities across the Northern Territory.

Overall, remote polling teams for the 2013 federal election took 27 per cent more votes than in 2010. The AEC’s partnership with DHS proved to be a critical factor in improving services to remote communities, as was support received from the Australian Department of Families, Housing, Community Services and Indigenous Affairs, the Australian Bureau of Statistics, Northern Territory Shires and the many organisations and individuals who work regularly in these remote areas.

68 Australian Electoral Commission Annual Report 2013–14

EDUCATION AND PUBLIC AWARENESS

The AEC delivers education and public awareness programmes to ensure that all Australians have sufficient knowledge and understanding of their electoral responsibilities.

OverviewThis chapter reports on the AEC’s performance in:

� providing electoral education services to schools, students, teachers and the general public

� delivering public awareness programmes to help Australians to understand and fulfil their electoral obligations

� delivering targeted programmes so that all eligible voters can participate in Australian democracy regardless of individual background or circumstances.

2013–14 performance highlights include:

� welcoming the millionth visitor to the National Electoral Education Centre in Canberra � facilitating school elections involving 50 358 school students through Get Voting � delivering a broad‑sweeping public awareness campaign to help eligible Australians to

comply with their enrolment and voting obligations at the 2013 federal election � producing the Official guide to the 2013 federal election, which was delivered to around

10 million households across Australia � deploying 332 voter information officers – a new role introduced for the 2013 federal

election – to help Indigenous Australians and people from culturally and linguistically diverse backgrounds to understand how to cast a formal vote

� holding the second National Indigenous Youth Parliament to educate Indigenous youth leaders on democratic processes.

The chapter includes a table of key performance results over three years and a case study on the second National Indigenous Youth Parliament, held in May 2014.

AEC OUTCOMEMaintain 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 programmes.

Programme 1.3 Education and CommunicationInformed Australians through the provision of information services on electoral matters.

69Report on performance Education and public awareness

EducationIn 2013–14 the AEC provided education services to schools, universities and community groups through a variety of channels and programmes.

National Electoral Education CentreThe AEC’s National Electoral Education Centre (NEEC) at Old Parliament House in Canberra provides electoral education on Australian government and democracy, federal electoral processes and the democratic responsibilities of all citizens. While the majority of visitors are school students, the centre also conducts sessions for adults, including new citizens. For visitors aged 16 or older, the sessions include the opportunity to enrol to vote.

In 2013–14 the NEEC hosted visitors from all 150 Australian electoral divisions and delivered 2 542 education sessions to 87 065 participants. The centre also welcomed its millionth visitor since moving to its current location at Old Parliament House in Canberra.

The NEEC also began a comprehensive evaluation of the goals and outcomes of its programmes. The final evaluation report and recommendations will be delivered in 2014–15.

Get VotingThe AEC’s national school education programme, Get Voting, helps primary and secondary schools to conduct in‑school elections for real positions, such as representatives on student councils. These authentic election experiences help students to understand the federal electoral system and prepare them to fulfil their democratic responsibilities as adults.

Get Voting, available on the AEC website, provides online resources and planning tools for teachers. Free election resources, including ballot boxes, posters and other equipment, are also distributed to schools. AEC divisional staff support the programme, providing advice on good electoral practice.

In 2013–14 the Get Voting website:

� received 11 764 unique visitors � logged 386 requests for election equipment packs � was used to deliver school elections for 50 358 students.

This year, the AEC developed an evaluation framework to systematically measure the short‑ and long‑term outcomes of Get Voting, which is still a relatively new programme. The framework includes an automated feedback process after each Get Voting election and staged research with teachers, such as in‑school interviews and online surveys.

The evaluation framework will be fully implemented over the next 12 months and will help the AEC to better understand how Get Voting resources are used in schools and what their impact is on students, and to identify ways to expand the reach of the programme.

Assisting teachers and future teachers

Your Vote CountsYour Vote Counts is a workshop presented by AEC staff to university students studying education. The programme aims to develop the skills and knowledge needed to teach civics education in schools.

70 Australian Electoral Commission Annual Report 2013–14

During 2013–14 more than 2 000 university students from eight tertiary institutions participated in Your Vote Counts. This programme is currently in transition to other delivery methods to reach the wider education sector.

Making a NationMaking a Nation is the AEC’s online interactive learning tool for senior history students. It is available on the AEC website.

In 2013–14, Making a Nation was linked to the Australian history curriculum through the educators portal Scootle. Scootle allows teachers to find appropriate learning activities to achieve the specific outcomes of the history curriculum.

Civics educationIn 2013–14, the AEC also contributed to:

� consultations on a new national civics and citizenship curriculum and collaborated with universities and others in the education sector to develop and trial professional learning for classroom teachers

� the Australian Government’s National Schools Constitutional Convention and the National Capital Civics Education Group – the peak forum for Canberra‑based civics and citizenship institutions.

Online education resourcesThe AEC provides a range of information and education resources to schools and the general public through its website. It also offers a dedicated email service and subscriber list for teachers and educators.

Public awareness campaignsIn 2013–14 the AEC’s advertising, communication and public relations strategies focused on the 2013 federal election and the 2014 Griffith by‑election and Western Australian Senate election. In particular, AEC public awareness campaigns sought to ensure that all eligible voters were correctly enrolled, understood their voting options and were able to cast a formal vote.

Phased public awareness activities were delivered in a variety of ways to maximise reach and impact in as cost‑effective a manner as possible. Traditional media advertising was supported by social media and community engagement events. Detailed information was delivered through a mix of online and printed materials.

Federal election 2013Before each election the AEC implements a range of communications and education activities designed to maximise voter awareness. Traditionally the AEC plans and structures the public awareness campaign over three phases from announcement to election day. The campaign aims to ensure that voters:

� understand how to enrol or update their enrolment details � are aware of their voting options, including ways they can vote if they will not be able to

attend a polling place on election day � understand how to cast a formal vote.

71Report on performance Education and public awareness

Table 19: 2013 federal election – public awareness campaign activities

Activity Timing DescriptionAdvertisingLow‑level online advertising

Commenced 29 May Paid search advertising and ads on Facebook targeting 17‑year‑olds turning 18

Mass media advertising campaign – Your Vote is a Valuable Thing

14 July–3 August National advertising on television, in magazines, online, in cinemas, outdoors and on Indigenous television and radio, community language radio and radio for the print handicapped

Election mass media advertising campaign – Your Vote is a Valuable Thing

4 August–7 September National advertising (television, press, radio and online) from announcement of the election date to election day. Covered close of rolls, voter services and formality messaging

Partnerships targeting young AustraliansFacebook app Your Vote Matters

24 June–12 August Facebook enrol to vote app reminds all Australians, particularly those aged 18 to 24, to enrol or update their enrolment

Rock Enrol 1 July–12 August Again used Rock Enrola in partnership with Triple J, including sponsorship at the Splendour in the Grass music festival

Student Edge 1–6 August Partnered with Student Edgeb to directly email eligible students to remind them to enrol and vote

Public relations and promotionsDon’t Leave It to the Last Minute engagement campaign

1 July–12 August Involved workplaces, sporting organisations and tertiary institutions in delivering enrolment reminder message to their employees/members/students

Sporting events 19–22 July

26–28 July

Attended 17 sporting events nationally across two weekends to deliver enrolment reminder message

a. Rock Enrol is an initiative of Triple J and encourages young Australians to enrol and vote.

b. Student Edge is Australia’s largest member‑based organisation for secondary and tertiary students.

In the first half of 2013 the AEC had a unique opportunity to take advantage of an announced election date of 14 September to add a pre‑election enrolment reminder phase to the overall campaign. When the election date was changed to 7 September this phase was reduced by a week.

Each phase of the campaign included a mix of advertising, public relations activities and online and printed information products.

Phase 1: pre-election – May to August 2013The pre‑election enrolment campaign sought to give an early reminder to eligible Australians of the requirement to enrol or update their enrolment details. The campaign involved a multi‑pronged mix of community engagement activities, advertising, media, public relations and social media marketing. A number of activities were targeted at Australians aged 18 to 25, who traditionally have lower levels of enrolment compliance. Table 19 outlines the activities delivered in this phase of the campaign.

72 Australian Electoral Commission Annual Report 2013–14

Phases 2 to 4: close of rolls, voter services and formality – July to September 2013The AEC mass media election advertising campaign began on 14 July. The campaign, titled Your Vote is a Valuable Thing, was rolled out in stages to build rapid and increasing awareness of voter rights and responsibilities. Each phase focused on a different message relevant to the particular point in the election period.

The first campaign stage (close of rolls) was delivered in two parts. In the first three weeks, from July to August, the message to voters was not to wait but to enrol or update their details before the election date was announced. In the final week, following the election date announcement on 4 August, voters were again reminded that they needed to enrol or update their details before the close of rolls deadline at 8pm on 12 August.

The voting services stage advised people who would not be able to vote on election day to vote early, and told them about alternative voting options. This phase began on 21 August and continued until 6 September.

The final stage, focused on formality, ran in the week leading up to election day and informed voters how to correctly complete House of Representatives and Senate ballot papers.

Each stage of the advertising campaign used a mix of television, radio, press and digital advertising and was translated into 28 community languages and 10 Indigenous languages.

Public awareness campaign outcomesAEC research indicates that the pre‑election campaign, in conjunction with new online service delivery options and the strong motivation provided by the election itself, contributed to an overall increase in enrolment from 91.2 per cent to 92.3 per cent in 2013–14.

Independent market research conducted by Ipsos Strategic Research Institute found that those aged 18–24 were more likely to recall AEC enrolment messages than older Australians, indicating that the early phase of the campaign contributed to growth in the rate of young Australians enrolled from 76.3 per cent to 78.5 per cent.

The research also found that awareness of the fundamentals of the Australian voting system remained high through 2013–14 and that the Your Vote is a Valuable Thing campaign played a role in increasing knowledge in the lead‑up to the federal election. However, the research also shows the impact of the campaign has lessened since it was first used at the 2007 federal elections and again at the 2010 federal elections.

Official guide to the 2013 federal electionThe AEC delivered the Official guide to the 2013 federal election to around 10 million households across Australia. The guide supported the advertising campaign by providing specific information on where, how and when Australians could vote, including what to do if they could not get to a polling place on election day. It also provided information on how to correctly complete ballot papers to cast a formal vote and linked to additional information on the AEC website, including a practice voting tool. The official guide was available in 26 languages and accessible formats including Braille, large print, audio and e‑text.

73Report on performance Education and public awareness

AEC websiteThe AEC provided comprehensive information about the 2013 federal election on its website. Staged updates to the home page complemented the staged key messages of the public awareness campaign. Material was available in languages other than English and in other accessible formats.

On election night and in the following weeks, the AEC provided election results on the Virtual Tally Room available on the AEC website. A parallel feed of election results data was available for media outlets seeking to tailor this information to their own display formats and graphics. The 2013 results are now stored with results from previous elections on the AEC website.

Social mediaThe AEC uses Facebook and Twitter to respond to public enquiries, distribute enrolment and election messages and support its communication campaigns. Social media are fully integrated into all AEC external communication strategies, campaigns and activities.

During the 2013 federal election, the AEC Facebook page reached almost one million people through a combination of sponsored page posts, paid advertising and page interactions. The page had more than 19 000 page likes and more than 90 000 daily engaged users, and posts on it were seen more than seven million times. AEC Twitter had more than 5 500 followers, received more than 2 000 direct enquiries and had more than 3 300 retweets, which reached well over one million people.

During the 2014 WA Senate election, the AEC Facebook page reached over 2.2 million people. It had more than 20 000 page likes, almost 12 000 daily engaged users and almost 1 000 page comments. AEC Twitter had more than 7 100 followers, 686 retweets and 428 direct enquiries.

2014 Griffith by‑electionThe AEC produced a range of similar communication products to support the conduct of the Griffith by‑election in February 2014. These ranged from newspaper advertising and media releases to an official election guide delivered to more than 74 000 households in the Division of Griffith.

74 Australian Electoral Commission Annual Report 2013–14

2014 Western Australian Senate electionIn its public information campaign for the WA Senate election, the AEC again used the message Your Vote is a Valuable Thing but targeted it to voters in Western Australia. Preparation of the campaign began in late 2013 to ensure that it could be on air the day the writs for the election were issued – Friday, 28 February 2014.

The campaign used the same staged approach as for the federal election – close of rolls, voter services and formality – and was translated into eight community languages and five Indigenous languages. An official guide to the WA Senate election was delivered to more than one million households in WA.

The AEC launched the 2014 WA Senate election web page once the writ was issued. The web page complemented the staged key messages of the public information campaign and served as a central source of election information.

The AEC also implemented media and public relations activities for this election, with a focus on ensuring that WA voters understood they had to be enrolled for, and vote in, the election. It used its contracted public relations agency to help with a range of activities, including photo and filming opportunities and proactive contact with media outlets and journalists.

Assisting Australians with diverse needsThe AEC implements a range of education and communication strategies to enable all eligible Australians to participate in our democracy, regardless of circumstance. This includes community education and products for Australians from culturally and linguistically diverse backgrounds; for those suffering disadvantage, such as homelessness; and for those with disabilities.

The AEC also has specific outreach programmes for Aboriginal and Torres Strait Islander people, delivered primarily through the Indigenous Electoral Participation Programme.

Community formality initiativesThe 2013 federal election presented the opportunity to trial new initiatives to reduce the level of unintentional informal voting. Activities included face‑to‑face electoral education for culturally and linguistically diverse communities in electorates with high rates of voting informality.

For the 2013 federal election the AEC contracted 10 bilingual community education officers in Sydney and two in Melbourne to deliver targeted electoral education over a five‑month period. They delivered 138 community workshops to a total of 3 598 participants in Sydney and Melbourne.

Voter information officersUnder its voter information officer (VIO) programme the AEC recruited, trained and deployed polling officials dedicated to helping voters to understand how to complete formal ballot papers for the House of Representatives and the Senate. VIOs were deployed in selected polling places with historically high informality rates and where the voting population had low English proficiency or lacked familiarity with electoral process. Typically these were polling places with large proportions of culturally and linguistically diverse or Indigenous voters.

75Report on performance Education and public awareness

A total of 332 VIOs were employed in 225 polling places in all states and territories except Tasmania. VIOs also accompanied 26 mobile polling teams to remote areas.

A majority of voters who used VIO services said they found them helpful and 63 per cent of polling places that engaged VIOs had higher rates of voting formality.

Translated polling place materialAt the 2013 federal election, in polling places with large culturally and linguistically diverse communities, the AEC displayed translated voting formality posters on House of Representatives and Senate voting.

The AEC also identified the top three languages spoken in over 400 polling places with a historically high rate of informality related to low English proficiency. It then supplied these polling places with translated formality posters, in relevant combinations of 35 languages, for display in voting screens.

Social inclusionThe AEC supports the Australian Government’s Social Inclusion Agenda and aims to provide accessible electoral services by:

� ensuring access to voter services by providing accessible permanent AEC premises and polling places and alternative and assisted voting options

� providing a range of products and information services, including a variety of alternative contact channels, accessible publications and an accessible website

� implementing inclusive recruitment and workplace practices to educate staff about the benefits of diversity and to support staff with disabilities in the workplace.

Translation servicesThe AEC provides a translating service, which is outsourced to the Victorian Interpreting and Translating Service (VITS). This service can also be accessed through the Department of Immigration and Border Protection’s Translating and Interpreting Service. During the 2013 federal election and 2014 Western Australian Senate election, the AEC extended the translating service to cover the same operating hours as the election contact (call) centre. This ensured that voters from culturally and linguistically diverse backgrounds could access electoral information throughout the election period.

VITS operated 16 dedicated language‑specific telephone interpreter information lines and a multi‑language information line. It handled approximately 10 000 calls in 2013–14; 7 000 of the callers used the translator service to speak directly to AEC staff. The three top languages used were Mandarin (3 000 calls), Cantonese (1 400 calls) and Arabic (1 000 calls).

Accessible publicationsDuring 2013–14 the AEC developed three new products targeted at voters with diverse needs:

� easy English guides for voters with an intellectual or cognitive disability or low English proficiency

� a video on voting services for the blind and low‑vision community and their advocates � a video in Australian Sign Language for the deaf and hearing‑impaired community.

These new products provided a range of electoral information covering both enrolment and voting.

76 Australian Electoral Commission Annual Report 2013–14

During the 2013 federal election, the 2014 Griffith by‑election and 2014 WA Senate election, the AEC also provided a range of publications in accessible formats. These were available to order from the election contact (call) centre and for download from the AEC website. Some were also provided to Vision Australia and other organisations on the AEC’s Disability Advisory Committee for distribution to their members.

Services available on the AEC website, including the online postal vote application and online enrolment systems, have statements of accessibility for Web Content Accessibility Guidelines (WCAG) 2.0 Conformance Level AA from Vision Australia. In addition, the AEC’s website is optimised to display effectively on small‑screen devices, its translated information is optimised to display in‑language page titles and its YouTube‑hosted videos are captioned and have full transcripts available.

Services for those who are deaf or have a hearing or speech impairmentThe AEC provides a service for voters who are deaf or who have a hearing or speech impairment. The service is operated by the National Relay Service, which is managed through the Australian Communications and Media Authority.

Accessible premisesAll newly obtained and fitted out AEC tenancies are Building Code of Australia compliant and, where possible, existing premises meet Australian Standard AS 1428 (2010).

The AEC undertook physical inspections of all polling places used during the 2013 federal election, 2014 Griffith by‑election and 2014 WA Senate election and, as far as was practicable, used polling places with full accessibility. Its polling place inspection tool incorporates the Disability (Access to Premises – Buildings) Standards 2010, which is guided by the objectives of the Disability Discrimination Act 1992.

To ensure that voters could make informed choices about accessible polling places, for each election the AEC promoted the accessibility ratings of all premises using a searchable polling place locator service on the AEC website, advertising in major metropolitan newspapers and the election contact (call) centre. Where an accessible polling place was not available, alternative arrangements were in place, including:

� postal voting � an assisted vote in a polling place � receiving ballot papers outside a polling place, such as in a vehicle � mobile voting in hospitals, nursing homes and other care facilities � telephone voting for voters who are blind or have low vision.

More information on AEC strategies to support those with disabilities is available in ‘Managing resources and assets’.

77Report on performance Education and public awareness

Services for Indigenous AustraliansIndigenous Australians are less likely to enrol, less likely to vote and less likely to vote formally than any other Australians. The AEC’s Indigenous Electoral Participation Programme (IEPP) aims to close this gap. Under the programme, AEC staff at national, state and local levels work directly with Aboriginal and Torres Strait Islander people in their local communities or in partnership with other organisations to deliver election services in ways that meet cultural and regional needs.

In 2013–14, a core IEPP objective was to increase Indigenous Australians’ awareness of the need to enrol and vote for the 2013 federal election and 2014 WA Senate election. Information and assistance on how to cast a formal vote were also provided. These election‑focused activities were delivered in the broader context of the IEPP strategy and delivery of a flagship event: the second National Indigenous Youth Parliament, held in Canberra in May 2014.

Election communication to Indigenous votersIn the lead‑up to the 2013 federal election the IEPP delivered a range of communication activities for Indigenous Australians. Specialised branding under the tagline ‘Our Vote, Our Future’ was developed for the Indigenous print and online communication campaign and used across key activities. These included:

� launching the AEC Our Vote, Our Future dedicated Facebook page on 9 August 2013. Facebook promotions focused on outreach to Indigenous youth and on remote polling arrangements for the 2013 federal election

� developing a set of election posters containing enrolment, turnout and formality messages for distribution during the 2013 federal election by internal and external stakeholders

� providing in‑language election materials for remote communities in the Northern Territory covering enrolment, turnout and formality during the 2013 federal election

� placing targeted advertisements and editorial content in Indigenous press and online media � Indigenous and community engagement officers conducting enrolment and public

awareness activities at community events around Australia.

78 Australian Electoral Commission Annual Report 2013–14

All AEC Indigenous media and communication activities publicised the Indigenous portal on the AEC website. Visits to this page during the 2013 election almost tripled in comparison with visits during the 2010 election.

As for the previous two elections, the AEC adapted mainstream advertising activities during the 2013 federal election to meet the needs of Indigenous voters. However, the subsequent evaluation revealed that the Indigenous component of the mainstream campaign had either failed to reach target audiences or had only limited reach among them. These results indicate that there is value in delivering specifically targeted and culturally tailored communication.

Strategic partnerships to engage Indigenous audiencesThroughout the year the AEC worked in partnership with government and non‑government agencies to help widen the delivery of election messages and services to Aboriginal and Torres Strait Islander people. This was particularly important in remote locations facing the additional barriers of distance and access.

Co‑sponsored or collaborative activities included:

� a service delivery agreement between the AEC’s Northern Territory office and the Department of Human Services to help provide voter services to remote Indigenous communities during the 2013 federal election

� an Indigenous stakeholder kit containing media content, images and digital resources to help government and non‑government agencies, such as the Department of Human Services and Reconciliation Australia, to distribute Indigenous enrolment, turnout and formality messages

� a behind‑the‑scenes tour of election processes for four young Indigenous Australians, delivered in partnership with a local Indigenous youth programme run jointly by The Salvation Army and Gunya Meta in Logan City, south of Brisbane

� an informal arrangement with a Wilcannia radio station to help deliver enrolment, turnout and voting reminder messages in the lead‑up to the federal election

� a partnership with the Museum of Australian Democracy and the YMCA to deliver the National Indigenous Youth Parliament 2014

� sponsorship of key Indigenous cultural and sporting events to disseminate enrolment reminder messages, including the Murri Rugby League Carnival in Ipswich, the Festival of Indigenous Rugby League in Newcastle, the Brisbane Clancestry Festival and the 2013 Deadly Awards in Sydney

� collaboration with the South Australian Wiltja Programme and the YWCA to deliver electoral education workshops to students from remote communities across the Central and Western Desert regions of South Australia, Western Australia and the Northern Territory.

These partnerships allowed the AEC to extend the reach and increase the impact of communication to Indigenous audiences. The Indigenous Electoral Participation Programme will continue to cultivate appropriate partnerships and collaborations to ensure that awareness programmes reach Indigenous Australians in urban, regional and remote locations.

79Report on performance Education and public awareness

National Indigenous Youth Parliament 2014Building on the success and goodwill generated by the first National Indigenous Youth Parliament held in 2012, the second National Indigenous Youth Parliament took place from 28 May to 3 June 2014. Once again, this flagship event in the IEPP was the product of collaboration between the AEC, the YMCA and the Museum of Australian Democracy at Old Parliament House.

Fifty young Indigenous leaders aged 16 to 25 years, chosen from more than 230 applicants, travelled to Canberra to learn how government works and how laws are made. They met with and learned from many of the nation’s leaders, including the Governor‑General, ministers and their opposition counterparts, members of parliament, Indigenous community leaders, the United States Ambassador to Australia, senior government officials and representatives of the parliamentary press gallery.

A highlight was a two‑day simulated parliament at the Museum of Australian Democracy at Old Parliament House, where youth parliamentarians debated bills on matters important to them and to their community.

The National Indigenous Youth Parliament laid the groundwork for participants to further develop their leadership skills and professional networks and become local ambassadors for their communities.

More information on the National Indigenous Youth Parliament is provided in the case study ‘Making a difference at the National Indigenous Youth Parliament’.

Participants of the 2014 National Indigenous Youth Parliament held at the Museum of Australian Democracy, Old Parliament House

80 Australian Electoral Commission Annual Report 2013–14

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81Report on performance Education and public awareness

2011

–12

2012

–13

2013

–14

Pos

itive

aud

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e fe

edba

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fect

iven

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d pu

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ome

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form

atio

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) is

not y

et fu

lly c

ompl

iant

.

82

Making a difference at the National Indigenous Youth Parliament

Arrin Hazelbane is a young Warai man with family connections to the west coast of South Australia and the Finniss River region of the Northern Territory. Arrin is currently studying law at the University of Adelaide. His aim is to pursue a career in politics, with aspirations to give back to his community and help other Indigenous people to break down barriers.

Ineke Wallis is from the East Arnhem region and is currently working as a governance and executive administration officer for the East Arnhem Regional Council in Nhulunbuy. As someone who speaks her mind, Ineke provides a vital link between the council and community representatives and she aspires to become an elected representative of her people.

Ineke and Arrin were among 50 young Indigenous leaders, aged 16–25, who took part in the second National Indigenous Youth Parliament. Once again, the youth parliament was a collaboration between the AEC, the YMCA and the Museum of Australian Democracy at Old Parliament House.

The youth parliament programme included a visit to Parliament House to observe question time and meet and learn from members and senators. Arrin spoke at length to his South Australian representatives, Mark Butler MP, Senator Anne Ruston and Senator Penny Wright. Ineke received first‑hand advice from Northern Territory Senator Nova Peris, the Hon Warren Snowdon MP and Natasha Griggs MP.

Participants also talked informally with political leaders such as the Minister for Indigenous Affairs, Senator the Hon Nigel Scullion; the Leader of the Opposition, the Hon Bill Shorten MP; the Chair of the Prime Minister’s Indigenous Advisory Council, Mr Warren Mundine; and the Parliamentary Secretary to the Prime Minister, the Hon Josh Frydenberg MP – who attended as the representative of the Special Minister of State, Senator the Hon Michael Ronaldson. Many of the politicians who met and spoke with the youth parliamentarians later noted that the experience had reinvigorated their own enthusiasm and idealism.

Participants also attended a reception at Government House with His Excellency General the Hon Sir Peter Cosgrove AK MC (Retd) and visited the Embassy of the United States to meet the US Ambassador to Australia, John Berry.

83

On Saturday, 31 May 2014 the participants arrived at the Museum of Australian Democracy at Old Parliament House for the official opening of the two‑day simulated parliament.

The symbolism was very powerful as Arrin and Ineke took their place alongside the other future Indigenous leaders in the chamber where, in 1962, legislation giving Indigenous people the right to enrol and vote in federal elections had been debated more than 50 years earlier.

Arrin passionately debated the Indigenous Juvenile Justice and Alternative Sentencing Youth Bill 2014. Ineke debated the Indigenous Retirement Age and Access to Superannuation Youth Bill 2014. Their desire, and that of all the participants, to effect change and give a voice to Indigenous people was evident throughout the week.

‘[The National Indigenous Youth Parliament] enabled me to understand the importance of voting and not to underestimate each individual’s democratic rights’, said Arrin. ‘I am now a part of a collective Aboriginal and Torres Strait Islander youth voice. We are the voice of the future.’

‘It’s important for our mob to get educated and close the gap, as this is the only way for our people to have a brighter future’, Ineke said. ‘Being with so many great inspirational young Indigenous people made me see we can do it if we stick together.’

The 2014 National Indigenous Youth Parliament, held in May 2014, was an opportunity for young Indigenous Australians to experience Australia’s electoral and parliamentary system first‑hand. For Ineke Wallis and Arrin Hazelbane, the youth parliament was another important step towards a career in public life.

Ineke Wallis (left) and Arrin Hazelbane (right) at the 2014 National Indigenous Youth Parliament.

84 Australian Electoral Commission Annual Report 2013–14

FourGovernance and

accountability

86 Australian Electoral Commission Annual Report 2013–14

GOVERNANCE AND ACCOUNTABILITYThe AEC maintains transparency, accountability and integrity through a clearly defined internal governance framework complemented by a range of external scrutiny mechanisms through which the AEC is accountable to parliament, government and the public.

Overview

Internal governanceThe AEC’s governance framework is characterised by clear lines of accountability, decision making and reporting; and defined planning and performance management. Defined management committees, a planning, operating and performance framework and risk management strategies all support the AEC to:

� meet the objectives for which it is funded � demonstrate accountability to federal 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.

External scrutinyThe AEC is accountable to the federal parliament and to other bodies under specific legislation. AEC decisions and processes can also be the subject of review through the courts. The AEC also maintains systems and processes to manage direct enquiries and complaints from the public.

Performance highlightsIn 2013–14 the AEC:

� continued to implement recommendations from the 2012–13 internal review of governance to ensure arrangements reflect best practice

� strengthened internal audit procedures � implemented a consistent framework for risk management � updated the AEC Fraud Control Plan � completed nine internal audits of business and operational areas � introduced a revised Internal Audit Charter and associated protocols � provided technical submissions and evidence as requested to the Joint Standing

Committee on Electoral Matters as part of its inquiry into the conduct of the 2013 federal election

� provided legal services and participated in judicial scrutiny on a range of electoral matters brought before Australian courts

� dealt with over 600 000 public enquiries during the 2013 federal election.

87Governance and accountability

Internal governance

Management committeesFive senior management, consultation and assurance committees guide AEC decision making, investment and business planning:

� Executive Leadership Team � Executive Management Group � National Programme Management Forum � Investment and Strategies Committee � Business Assurance Committee.

Executive Leadership TeamThe Executive Leadership Team’s role was formalised by the 2012–13 Review of Governance. The team comprises the Electoral Commissioner, the Deputy Electoral Commissioner and the two first assistant commissioners.

The Executive Leadership Team is responsible for ensuring that the AEC pursues its strategic direction. In 2013–14 the team considered major long‑term issues as well as opportunities and risks to the AEC’s strategic intent and alignment. It examined many critical matters, including the AEC’s direction following the loss of ballot papers in Western Australia during the 2013 federal election, the resignation of the Electoral Commissioner, and the reform and change initiatives that resulted from those events.

Executive Management GroupThe Executive Management Group is responsible for leadership, management and sound governance, and determines organisational priorities in line with the AEC’s three strategic themes of modernisation, collaboration and investing in our people. Members are the:

� Electoral Commissioner (Chairperson) � Deputy Electoral Commissioner (Deputy Chairperson) � first assistant commissioners � assistant commissioners � state and territory managers � Chief Legal Officer � Chief Finance Officer.

In 2013–14 the Executive Management Group created business plans to align with the AEC’s strategic direction, oversaw operational management, monitored the achievement of organisational objectives and ensured that appropriate corporate governance practices were followed.

National Programme Management ForumThe National Programme Management Forum brings together state managers and national programme managers to deliver, review and monitor core programme business – enrolment, elections, education and communication.

In 2013–14, members of the forum met regularly to review and plan operational priorities and coordinate delivery of each programme.

88 Australian Electoral Commission Annual Report 2013–14

Investment and Strategies CommitteeThe Investment and Strategies Committee 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 so that it can deliver the AEC’s strategic objectives, contribute to the AEC’s bottom line and deliver value for money in all programmes 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 key indicators, including budget, expenditure and performance against set milestones.

In 2013–14, the AEC was focused on election delivery and the committee did not formally operate. Its strategic functions were provided by the Executive Leadership Team.

Business Assurance CommitteeOver 2013–14 the major focus of the Business Assurance Committee was on providing assurance frameworks for both the delivery of the 2013 federal election and the reforms announced by the Electoral Commissioner in response to the findings of Mr Mick Keelty AO in his report Inquiry into the 2013 WA Senate Election (the Keelty Report).

The committee bolstered the AEC’s assurance frameworks by:

� adjusting the 2013–14 Internal Audit Plan to ensure that it aligned with the emerging risks and AEC priorities in an election year

� promoting the development of a consistent approach to risk management across the AEC � revising the Internal Audit Charter, Internal Audit Protocols and 2013–14 Internal Audit Plan

to improve the responsiveness, efficiency and effectiveness of the internal audit function � developing the first AEC Assurance Plan (2014–15), including the Internal Audit Plan,

to be integrated into the AEC’s governance frameworks.

In 2013–14 the committee reviewed its operational framework, resulting in amendments to the Business Assurance Committee Charter and Work Plan for 2013–14.

It is anticipated that the committee’s operational framework will require further amendments to incorporate the new rules for the operation of audit committees and fraud control under the Public Governance, Performance and Accountability Act 2013, which commenced on 1 July 2014.

The Business Assurance Committee held five meetings in 2013–14. Its members as at 30 June 2014 were:

� Ms Jenny Morison, Chair and external member � Mr Kevin Kitson, member and Acting Deputy Electoral Commissioner � Mr Pablo Carpay, member and First Assistant Commissioner � Mr Tim Courtney, member and Acting First Assistant Commissioner � Ms Claire Witham, member and State Manager, South Australia � Mr Robert Pugsley, member and Acting State Manager, Queensland.

89Governance and accountability

Figure 7: Planning, operating and reporting framework

Performance Outcomes

Annual Report

Enabling legislation

Other inputseg 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

Fraud Control Committee

The Fraud Control Committee advises the Business Assurance Committee on the appropriateness and effectiveness of the AEC’s fraud control plans, policies and procedures.

The committee held four meetings in 2013–14 and provided fraud control reports to the Business Assurance Committee.

At 30 June 2014, members of the Fraud Control Committee were:

� Mr Pablo Carpay, Chair and First Assistant Commissioner � Mr Tim Courtney, member and Acting First Assistant Commissioner � Mr Robert Pugsley, member and Acting State Manager, Queensland � Ms Sandra Riordan, member and State Manager, Tasmania.

Planning, operating and reporting framework

Strategic PlanThe AEC’s Strategic Plan sets out the themes for the AEC’s work programmes and performance:

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

The Strategic Plan guides the AEC’s standard business activities and change programmes and is at the centre of the AEC’s planning and operating framework (see Figure 7: Planning, operating and reporting framework).

In 2013–14 the AEC began to develop a new strategic plan for 2015–2020.

90 Australian Electoral Commission Annual Report 2013–14

Table 20: Corporate and business planning documents

Document Purpose ReviewedNational Business Plan Provides high‑level guidance on the strategic

priorities for the yearAnnually

Business continuity plans

Ensures continuation of identified critical business functions during and following a critical incident that causes disruption to normal operations

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

Fraud Control Plan Provides a tailored solution for preventing, detecting and responding to fraud in accordance with relevant Commonwealth law, fraud control policies and memorandums of understanding

Every two years

Election Preparation Plan

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

Every election cycle

Strategic Risk Management Plan

Details strategic risks that affect the AEC and specifies how these risks will be managed

Annually

Internal Audit Plan Sets out the AEC’s internal audit programme for the financial year

Annually

Disability Inclusion Strategy

Identifies target outcomes from the National Disability Strategy 2010–2020 relevant to 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 diversity in the workplace

Every four years

Reconciliation Action Plan

Sets out activities to recognise and respect Aboriginal and Torres Strait Islander peoples in internal and external arrangements and activities

Every three years

Agency Multicultural Plan

Sets out engagement activities and access and equity policy to engage those from diverse cultural backgrounds

Every three years

Commenced 2013–14

Property Plan Provides 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

Biannually

Business PlanningThe 2013–14 National Business Plan assists the Executive Leadership Team to guide and manage the work and performance of branches and state and territory offices.

Local corporate and business planning documents complement the AEC Strategic Plan and National Business Plan. They address specific operational or functional requirements and ensure that strategic planning informs local work and individual performance plans, as shown in Table 20.

Risk managementThe AEC continued to strengthen its planning processes in 2013–14. This year, to ensure that planning is better integrated and of a higher quality, the AEC combined its guidance material and timeframes for risk management and general business planning.

Enterprise risk registerThe AEC’s enterprise risk register provides a central view of identified risks and management strategies.

91Governance and accountability

The register underpins a structured and transparent process for risk management. It helps staff to quickly identify and resolve or mitigate risks by providing targeted communication to key stakeholders. The AEC also uses the risk register to produce quarterly enterprise‑wide risk profiles and reports.

Business continuity managementThe AEC continued to strengthen its business continuity management practices. In preparation for election delivery, election‑critical business continuity plans were reviewed and updated. These plans help to ensure continuity of critical operations in the event of major disruption.

The AEC also tested incident management and business continuity plans and is currently completing an agency‑wide business impact assessment.

Fraud Control PlanIn August 2013 the Electoral Commissioner approved a revised Fraud Control Plan 2013–2015. For the first time, the plan now includes a definition of ‘electoral fraud’. It provides guidance and a framework for preventing, detecting and responding to fraud and includes processes for monitoring, reporting on and evaluating the fraud framework itself.

On 1 May 2014 the Fraud Control Plan 2013–2015 was further enhanced by:

� articulating zero tolerance for fraud and clarifying AEC risk management and staff obligations for fraud control to contribute to this outcome

� introducing a refined three‑step procedure for reporting suspected fraud � establishing better processes for reporting and assessing fraud allegations.

In March 2014 the AEC made improvements to its website to make it easier for the public to report suspected fraud. The website now includes a definition of ‘electoral fraud’:

‘A breach of the Commonwealth Electoral Act 1918 or related legislation with intent to obtain a benefit for which the person is not otherwise entitled to or to cause detriment to the Commonwealth.’

Under this definition, only instances where electoral legislation is intentionally breached to obtain a benefit or cause detriment are considered electoral fraud.

Typically the following offences under the Commonwealth Electoral Act 1918 may constitute electoral fraud:

� multiple voting/impersonation � bribery (where the intention is to affect an election result) � false enrolment.

While there was an increase in the number of suspected electoral fraud matters reported to the AEC in 2013–14, most of these reports were assessed as electoral complaints and none had progressed to a prosecution by 30 June 2014.

Ethical standardsThe AEC values, outlined in the AEC Strategic Plan, are the cornerstone of the agency’s ethical standards. These values emphasise political neutrality, transparency and accountability, and service to clients and stakeholders. The AEC values are reinforced by the Australian Public Service (APS) Values and Code of Conduct and the Australian Public Service Commission’s REFLECT decision‑making model. More information on the AEC values is provided in ‘About the AEC’.

92 Australian Electoral Commission Annual Report 2013–14

The AEC Enterprise Agreement 2011–2014 highlights the APS Values and Code of Conduct. The AEC also actively promotes the Australian Public Service Commission’s Ethics Advisory Service to staff so that they can discuss, seek advice and make sound decisions on ethical issues in the workplace.

In 2013–14, in accordance with the recent Public Service Act 1999 amendments, the AEC reviewed and updated related policies, guidelines and e‑learning material in response to recommendations from the Advisory Group on the Reform of Australian Government Administration. The AEC also enhanced integrity processes for employing polling officials, updated online ethical behaviour training materials, and updated the AEC Fraud Control Plan.

Reporting

Balanced scorecardThe AEC regularly reports performance to senior managers using a ‘balanced scorecard’ approach. The AEC balanced scorecard is a strategic management tool linked to targets and outcomes in AEC business plans. It provides consistent and structured reporting on budgets and expenditure, staffing, AEC services, and programme outcomes such as enrolment numbers.

Internal auditIn 2013–14 the Internal Audit Plan was adjusted to respond to the emerging risks and priorities of an election year. Nine audit activities were completed, including audits of federal direct enrolment and update, business continuity management, complaints handling, election operations and contract management.

On 28 October 2013 a revised Internal Audit Charter and associated protocols were introduced to improve the efficiency and effectiveness of the AEC’s audit function, including by establishing indicative timeframes for key audit processes.

On 1 July 2013, PricewaterhouseCoopers and McGrath Nicol began an initial three‑year period as the contracted internal auditors for the AEC.

External scrutiny

Parliamentary scrutinyThe AEC is accountable to the federal parliament primarily in respect to its statutory responsibilities under the Electoral Act, the Referendum Act and related legislation. The AEC provides evidence to various parliamentary committees but primarily to the Joint Standing Committee on Electoral Matters.

Legislation programmeFollowing the then Prime Minister’s election announcement on 4 August 2013, the 43rd Parliament was dissolved and prorogued on 5 August 2013 in preparation for the 7 September 2013 federal election.

The last sitting day for the House of Representatives was 27 June 2013 and the last sitting day for the Senate was 28 June 2013. After the election, the first sitting day of the 44th Parliament was 12 November 2013. The Joint Standing Committee on Electoral Matters was again appointed by resolution of the parliament (passed by the House of Representatives on 21 November 2013 and the Senate on 2 December 2013).

93Governance and accountability

As at 30 June 2014 no legislation relating to the Electoral Act or the Referendum Act had been approved for introduction into the parliament.

Joint Standing Committee on Electoral MattersThe Joint Standing Committee on Electoral Matters (JSCEM) continues to be the central point for consideration and debate on electoral law, administration and legislative reform. Through this process, the AEC can provide recommendations to the committee for consideration that may inform legislative change.

The JSCEM for the 43rd Parliament was dissolved when parliament was prorogued for the 2013 federal election. After the appointment of the JSCEM for the 44th Parliament, on 5 December 2013, the Special Minister of State, Senator the Hon Michael Ronaldson, asked the committee to inquire into and report on all aspects of the conduct of the 2013 federal election and related matters.

Inquiry into the Commonwealth Electoral Amendment (Above the Line Voting) Bill 2013The JSCEM decided to incorporate consideration of the Commonwealth Electoral Amendment (Above the Line Voting) Bill 2013 into its inquiry into the 2013 federal election.

Inquiry into and report on all aspects of the conduct of the 2013 federal election and matters related theretoThe AEC has provided a primary submission and a number of supplementary submissions to the inquiry and expects to provide further evidence as required in the future. In its primary submission, the AEC made 13 recommendations to improve processes associated with election administration. Its recommendations were developed from an evaluation of the conduct of the 2013 federal election.

The AEC also gave evidence at public hearings held in Canberra, Sydney, Melbourne, Hobart, Brisbane and Adelaide, and hosted members of the committee at several divisional office visits, including during the 2014 Western Australian Senate election where they observed operational practices.

On Friday 9 May 2014 the committee tabled its unanimously supported report Interim report on the inquiry into the conduct of the 2013 federal election: Senate voting practices. At 30 June 2014 the Government had not responded to the report.

Services to parliamentIn 2013–14 the AEC provided support services to the parliament, and to the Special Minister of State, on the administration of the Electoral Act and the Referendum Act. It responded to requests for input to Cabinet submissions, particularly those that affected electoral and referendum matters. Conduct of the 2013 federal election saw a large increase in the amount of ministerial correspondence referred to the AEC. The Minister referred 165 letters to the AEC for input. Major themes included the conduct of the 2013 federal election, voting, enrolment, the missing ballot papers from the Western Australian Senate election, and access to information from the Commonwealth electoral roll.

Administrative scrutinyCertain administrative decisions that the AEC makes 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 administration relating to AEC functions.

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Under the Privacy Act 1988, complaints about breaches of privacy rights can be lodged with the Privacy Commissioner at the Office of the Australian Information Commissioner. The Australian Information Commissioner and the Freedom of Information Commissioner deal with complaints about 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 someone.

Administrative Appeals TribunalThe Administrative Appeals Tribunal reviewed several matters involving the Australian Democrats during the reporting period. Details are provided under ‘Judicial scrutiny’ below.

Australian National Audit OfficeThe Australian National Audit Office (ANAO) provides quarterly audit activity reports to the AEC Business Assurance Committee. In 2013–14 the ANAO completed two specific performance audits on the implementation of recommendations in Performance Audit Report No 28 2009–10, The Australian Electoral Commission’s preparation for and conduct of the 2007 federal general election.

In May 2014 the ANAO tabled the first of two reports: Performance Audit Report No 31 2013–14, The Australian Electoral Commission’s storage and transport of completed ballot papers at the September 2013 federal general election. The AEC is currently implementing report recommendations. The ANAO has advised the second report is due to be tabled in late 2014.

Commonwealth OmbudsmanDuring 2013–14 the Commonwealth Ombudsman approached the AEC about six matters: three concerned claims the AEC had not responded in a timely way to complaints received during the 2013 federal election; two involved claims that businesses wishing to access the electoral roll had been refused permission; and one involved a complaint about the handling of ballot papers. The first three matters were finalised and no findings of administrative deficiency were recorded against the AEC. At 30 June 2014, the last three matters were not yet finalised.

Office of the Australian Information Commissioner (including the Privacy Commissioner and the Freedom of Information Commissioner)The AEC received two privacy complaints in 2013–14 through the Office of the Privacy Commissioner. Both matters related to the requirements under the Electoral Act to include personal information about an elector on the envelopes containing postal vote certificates. The complaints were both dismissed. This means that no determinations were made by the Office of the Federal Privacy Commission under section 52 of the Privacy Act.

Three matters involving the AEC were the subject of reviews by the Australian Information Commissioner or the Freedom of Information Commissioner under the Freedom of Information Act. One of these reviews affirmed the AEC’s decision. The other matters were yet to be finalised as at 30 June 2014.

Australian Human Rights CommissionThe AEC received two complaints in 2013–14 through the Australian Human Rights Commission. The first concerned voting options available to people who are vision impaired. This complaint was mediated and then dismissed. The second concerned temporary staff engaged in the conduct of the election. As at 30 June 2014, this matter was yet to be finalised.

95Governance and accountability

Judicial scrutinyA number of previously reported matters for 2012–13, involving the recovery of legal costs, continue to be pursued in the relevant jurisdictions. This includes the recovery of costs in three of the four Court of Disputed Returns matters that arose following the 2010 federal election.

Mr Mulholland and the Democratic Labor Party of AustraliaThe AEC continues to be involved in the legal action brought by Mr John Mulholland. Mr Mulholland has been involved in a 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 rights and obligations under the Electoral Act, particularly in endorsing party 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 Mr Anthony Zegenhagen had been validly substituted as the registered officer for the DLP. The Full Bench of the Federal Court dismissed Mr Mulholland’s appeal 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, and this was dismissed.

Australian DemocratsThe AEC has also continued to be involved in legal action concerning who is recorded in the Register of Political Parties as the registered officer of the Australian Democrats.

The registered officer of a registered political party has several rights under the Electoral Act, including the right to nominate candidates to stand in a federal election (section 167) and the right to lodge group voting tickets (section 211) for the Senate.

The AEC has received the following applications:

� on 21 December 2012, 28 February 2013 and 28 June 2013 – applications to substitute Mr Paul Morgan for the current registered officer, Mr John Charles Bell

� on 29 January 2014 – application to substitute Mr Stuart Horrex for the current registered officer, Mr Bell.

All these applications have been refused and have been the subject of various applications for review to the three‑person Australian Electoral Commission and the Administrative Appeals Tribunal.

Mr John Davey applied to the Administrative Appeals Tribunal for review of the decision on the applications concerning Mr Morgan. On 5 June 2014, Deputy President Constance of the Administrative Appeals Tribunal dismissed Mr Davey’s application on the grounds that he was the subject of a sequestration order under the Bankruptcy Act 1966 and the trustee in bankruptcy did not elect to continue the action (see John Davey v AEC [2014] AATA 355).

On 9 June 2014, Mr Hayden Ostrom Brown made a fresh application for review to the Administrative Appeals Tribunal seeking an extension of time to apply for tribunal review of the decision on the Morgan applications.

The application relating to Mr Horrex, of 29 January 2014, was rejected by the AEC on 14 April 2014. Mr Horrex has applied for review of that decision by the three‑person Australian Electoral Commission. On 6 March 2014, Dr James Page lodged an application for review to the Administrative Appeals Tribunal claiming there had been a deemed refusal to make a decision on the application relating to Mr Horrex. Both matters remained current at 30 June 2014.

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2013 Western Australian Senate election and the Court of Disputed ReturnsDuring the recount of Western Australian Senate ballot papers after the 2013 federal election, it became apparent that 1 370 Senate ballot papers were missing and were not available for the recount. The missing ballot papers included 1 139 cast in the Division of Pearce and 231 cast in the Division of Forrest. Despite extensive searches, they could not be located.

When the initial count was conducted, AEC counting officials filled out fresh scrutiny sheets that clearly showed results from the missing ballot papers. The scrutiny sheets and results were then entered into the AEC’s elections management computer system. This meant that the AEC had computer records showing the preferences marked on all of the missing ballot papers. The AEC’s analysis found that the missing ballot papers affected the election result for the last two Senate positions.

AEC’s legal adviceThe AEC sought urgent legal advice on whether the scrutiny sheets and computer records of the votes contained in the missing ballot papers could be included in a Senate recount under section 278(2) of the Electoral Act.

Initial legal advice was that these could not included primarily because the Electoral Act requires ballot papers to be physically examined at each stage of the count and scrutiny process. This is also a requirement of the Electoral Act for a recount. If results in the recount were solely based on records of earlier counts, scrutineers appointed by the candidates for the recount would be denied the right to physically examine and challenge the formality of the votes marked on the missing ballot papers.

Court of Disputed Returns petitionsThe three‑person Australian Electoral Commission authorised the Electoral Commissioner to lodge a petition with the Court of Disputed Returns under section 357 of the Electoral Act. The petition sought an order from the court that the WA Senate election of six senators be declared void. At key stages of the recount the margins that favoured the final two declared candidates were extremely close. The petition was therefore based on the premise that, because the 1 370 missing ballot papers could not be included in the recount, the election was likely to be affected for the purposes of section 362(3) of the Electoral Act.

Before this case there was no relevant precedent for the Court of Disputed Returns voiding a half Senate election in a state or territory under section 362(3) of the Electoral Act, thereby requiring that a new half Senate election be conducted.

On 15 November 2013 the AEC lodged a petition with the High Court sitting as the Court of Disputed Returns.1 As prescribed by the Act, the petition set out ‘the facts relied on to invalidate the election’ (section 355(a)) ‘specified with sufficient particularity to identify the specific matter’ relied on to ‘grant the relief’ being sought (section 355(aa)).

Three other petitions were lodged on behalf of candidates and political parties involved in the election of WA senators. The court dismissed one of the three additional petitions, as it failed to plead an ‘illegal practice’ (see www.austlii.edu.au/au/cases/cth/HCA/2014/1.html).

1 The timeframe for lodging a petition is 40 days after the return of the last election writ (see section 355(e)(ii) of the Electoral Act). The last writ for the 2013 federal election – the WA Senate writ – was returned on 6 November 2013, making the deadline for petitions 16 December 2013.

97Governance and accountability

The amended2 AEC petition to the Court of Disputed Returns was published in the Australian Government Gazette No 2013G01952 on 20 December 2013 (see www.comlaw.gov.au/Details/C2013G01952).

Paragraphs 44 to 46 of the AEC petition dealt with the ‘illegal practice’ question that must be identified in any such petition. The details of the illegal practice were:

1. The Australian Electoral Officer for Western Australia failed to conduct the recount of the Senate ballot papers as directed by the Electoral Commissioner under sections 278(2) and 279A, which was in contravention of subsections 18(3) and 20 of the Electoral Act. This failure was due to the non‑availability of the missing 1 370 Senate ballot papers that were included in the recount order.

2. The divisional returning officers for Forrest and Pearce failed to maintain the safe custody of the missing Senate ballot papers in accordance with section 393A(3) of the Act.

Decision of Court of Disputed ReturnsThe 18 February 2014 decision of the Court of Disputed Returns in Australian Electoral Commission v Johnston [2014] HCA 5 can be found at www.austlii.edu.au/au/cases/cth/HCA/2014/5.html.

In this decision the Hon Justice Hayne set aside the WA Senate election on the basis of an illegal practice. His Honour found that all of the three remaining petitions that challenged the Senate result in WA alleged that the loss of the ballot papers and the consequent failure to conduct the recount in accordance with the Act were illegal practices. His Honour concluded (at [59]) that:

‘It is not necessary to identify more precisely which provisions of the Act were contravened. It is sufficient to proceed on the footing adopted in argument that the loss of the ballot papers both constituted and occasioned one or more contraventions of the Act.’

His Honour did not make a finding on which individual person within the AEC was responsible for the loss of the missing ballot papers. He proceeded on the basis that the failure to have available at the recount all of the parcels of ballot papers that were subject to the recount constituted contraventions of the Act and thus were illegal practices (at [60]). This approach was consistent with findings in the Keelty Report that it was impossible to determine what had happened to the missing ballot papers.

His Honour also found that, under section 365 of the Act, the Court of Disputed Returns could not rely on the records of the fresh scrutiny and original scrutiny of the 1 370 missing ballot papers to determine whether it should declare any candidate duly elected who was not returned as elected following the recount. Section 365 of the Act places limits on the evidence that the court may admit to determine whether the result of an election was affected by certain illegal practices. If an elector has been prevented from voting in an election because of an officer’s error or omission then, under the section, the court cannot admit any evidence of the way the elector intended to vote in that election to help it to determine whether the error or omission affected the election result. This meant that the scrutiny sheets and computer records could not be admitted into evidence.

2 The AEC petition was amended pursuant to an order made by the Hon Justice Hayne on 13 December 2013, to correct a number of numerical figures concerning the outcome of the count.

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His Honour therefore rejected the mix‑and‑match approach of using the scrutiny sheet records with physical examination of the remaining ballot papers that was advocated in two of the three other petitions. The present terms of the Act do not allow for the AEC, the Governor‑General or the Court of Disputed Returns to take into account the scrutiny sheets and the computer records of the votes contained on missing ballot papers. Therefore, a new election was the only outcome available.

Industrial electionsThe AEC conducts elections in various industrial matters. The AEC is the ballot agent for protected action ballots conducted under the Fair Work Act 2009 and it conducts elections for office bearers in industrial elections under the Fair Work (Registered Organisations) Act 2009. These industrial elections can give rise to disputes between two other parties (for example, between the industrial organisation and the employer or between various candidates standing for election to office bearer positions). The role of the AEC in these matters is normally to seek to be joined as a party to the proceedings so that it can 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 must conduct elections for office bearers in industrial organisations unless the Fair Work Commission has granted an exemption (see section 183). Organisations must lodge the required details for an election with the Fair Work Commission (see section 189). When that information is provided to the commission, the general manager of the commission is required to pass the information to the AEC. The AEC then conducts the election.

There are a number of offences in relation to actions that hinder or obstruct an election. The AEC refers allegations of breaches to either the general manager of the Fair Work Commission or 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 section 200(2) of the Fair Work (Registered Organisations) Act 2009, the AEC is required to apply to the Federal Court for an inquiry.

The AEC was involved in one matter before the Federal Court in 2013–14 relating to the election of office bearers and the date for the close of nominations. In this matter there was a mistake in the material that was published advising members of the Master Builders Association of the Australian Capital Territory of the closing time for nominations for the election. The court ordered that a fresh election was to be held. The reported decision on this matter is Application of the Electoral Commissioner [2014] FCA 588.

Intermittent employees and payment of loadingsThe AEC was the subject of an application to the Fair Work Commission concerning the interpretation of clause 23 of the AEC Enterprise Agreement 2011–2014. Mr Hugh Williams argued that, as an intermittent non‑ongoing employee, he was entitled to be paid his loaded rate (which includes a casual loading of 20 per cent) plus the overtime penalty rates for work outside the spread of hours. The AEC argued that work outside the spread of hours only attracted the payment of the base hourly rate plus the appropriate overtime or penalty rate and not the casual loading. The Fair Work Commission agreed with the AEC’s interpretation of clause 23 of the agreement. This decision is reported as Mr Hugh Williams v Australian Electoral Commission [2013] FWC 6095.

99Governance and accountability

External legal servicesThe AEC spent $839 495.52 on external legal services in 2013–14. Expenses included fees to firms on the panel of legal service providers, counsel fees, court costs and miscellaneous charges. This was an increase from the $447 499 expended in 2012–13. 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

� challenges to decisions relating to the registration of political parties and their registered officers

� litigation relating to the conduct of the 7 September 2013 federal election.

Public scrutiny

Freedom of informationAgencies subject to the Freedom of Information Act 1982 (FOI Act) are required to publish information for the public as part of the Information Publication Scheme (IPS). This requirement is in Part II of the FOI Act and has replaced the former requirement to publish a section 8 statement in an annual report. Each agency must display on its website a plan showing what information it publishes in accordance with the IPS requirements.

As an agency subject to the FOI Act, the AEC publishes this information on its website and updates it regularly.

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

In 2013–14 the AEC received over 36 000 phone calls, over 63 000 emails and around 6 000 in‑person contacts from the public during non‑election periods.

During the 2013 federal election the AEC’s election contact (call) centre received more than 560 000 phone calls and 42 000 emails. During the 2014 WA Senate election the contact (call) centre received more than 36 000 phone calls and 1 500 emails.

A central register is used to capture the nature and details of non‑election public enquiries. Any that cannot be immediately resolved are forwarded to the relevant AEC business area or escalated to the appropriate manager. Complaints about possible electoral fraud are managed according to the AEC’s Fraud Control Policy and framework.

In recent years the AEC has implemented a range of measures to improve the consistency and transparency of enquiries and complaints handling including the introduction of the central public enquiries register. In 2013–14 the AEC also revised its customer service charter and related public engagement documents, including its complaint management policy. The new charter and policy will take effect in 2014–15.

More information on AEC customer contact services, including accessible service options, are provided in ‘Report on performance’, Programme 1.3 Education and public affairs.

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Farewell to the National Tally Room

The National Tally Room was a uniquely Australian institution, born in the mid‑20th century, when state and national electoral authorities began using telephones to capture election results in a central location.

By the late 1960s, the National Tally Room in Canberra was where the public, the media and candidates of all political hues gathered to hear official federal election results as they were phoned in from across the country. A central feature was the wooden tally board – two storeys high – displaying results for each electoral division.

In the years that followed, the tally room continued to grow until it became the election night home to more than 300 press, television and radio journalists, four purpose‑built television studios as well as 400 presenters, operators and computer staff, 100 political party workers, and a host of AEC staff. With visitors constantly coming and going, including well‑known politicians, the room made a dynamic visual backdrop for media coverage of election night.

It was the backdrop for some of the most important events in Australian political history but in 2013 technology finally caught up with the National Tally Room.

It was the introduction of computerised election results in 1974 that marked the first, albeit tiny, step in a long path that ultimately led to the tally room’s demise. As technology became more sophisticated, media still gathered in the tally room on election night, but they now relied on the AEC’s computer system for results rather than the tally board. Finally the advent of the Internet allowed the AEC to provide results directly to anyone with a computer and a web connection, regardless of their location.

Though it was no longer relevant to collating and relaying results, for some time the tally room continued to serve as a focal point for media coverage of federal elections. In 2013, however, all major media outlets announced they would not be attending the tally room on election night. With no media presence, the AEC could no longer justify the $1.2 million staging costs and announced that the National Tally Room would be retired.

Though the colour and the movement of the tally room is gone, its role of providing centrally coordinated official election results lives on through the AEC’s Virtual Tally Room, available from the AEC website. In 2013, the Virtual Tally Room became live just before 6pm AEDT on election day and delivered uninterrupted, real‑time election information and results throughout election night and the days that followed. The Virtual Tally Room received approximately 200 000 visitors on election night and information from the tally room was used extensively by media organisations to analyse and present election results from media studios around the country.

In recognition of the role played by the National Tally Room, the AEC donated the historic tally board to the Museum of Australian Democracy so that future generations will be able appreciate a little of the colour and flavour of what was once an iconic institution in Australia’s electoral history.

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FiveManaging resources

and assets

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MANAGING RESOURCES AND ASSETSInvesting in the AEC’s workforce, modernising information and communications technology (ICT) systems, and managing resources and assets efficiently all underpin the delivery of AEC services.

Overview

Investing in our peopleThe recruitment, training and retention of highly motivated professionals is critical to the delivery of modern, efficient electoral services that meet community expectations of integrity and quality.

Environmental performanceThe AEC implements measures to minimise the effect of its operations on the environment and drive more sustainable business practices.

Assets managementThe AEC manages both physical and information assets, including ICT systems and infrastructure, office fit‑outs, machines and equipment.

Procurement and contractsThe AEC manages procurement, tenders, consultancies and contracts to maximise efficiency and ensure compliance with the Commonwealth’s financial framework and reporting obligations.

Financial performanceThe AEC is funded to deliver electoral services and reports transparently on financial performance outcomes.

Performance highlightsIn 2013–14 the AEC:

� recruited, employed and trained around 70 000 temporary staff for the 2013 federal election, and approximately 7 000 temporary staff for both the 2014 Griffith by‑election and the 2014 Western Australian Senate election

� implemented measures to reduce the environmental impact of the 2013 federal election � continued to modernise its ICT services and environment to support election delivery

and provide improved services to the public � streamlined procurement processes to enhance quality assurance and compliance with

procurement obligations � undertook measures to reduce an operating deficit resulting from increased costs of

election delivery.

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Managing resources and assets

Investing in our peopleInvesting in Our People is one of three strategic themes outlined in the AEC Strategic Plan 2009–2014. This theme guides a set of strategic workforce initiatives to drive staff engagement and build capability. Complemented by ongoing workforce management services and policies, the Investing in Our People programme helps the AEC to address a range of workforce challenges, including:

� the need to transition knowledge from an ageing, highly experienced workforce � attracting and retaining engaged, resilient and committed staff who can adapt to

change and drive and deliver reform � the AEC’s geographically dispersed office network � scaling AEC staffing effectively across the electoral cycle from a permanent, ongoing

workforce of around 800 to the federal election workforce of around 70 000 � ensuring all staff – permanent and casual – are appropriately trained and supported to

deliver election programmes and services to the highest standards � ensuring a safe and healthy workplace across the changing demands and workloads of

the electoral cycle.

The AEC workforceTo meet the fluctuating and cyclical demands of the federal election cycle, the AEC maintains a three‑tiered workforce. This includes:

� a regular workforce of around 800 ongoing and non‑ongoing staff � a casual workforce of around 1 700 ‘intermittent and irregular’ staff � a temporary election workforce of polling officials – around 70 000 polling officials are

employed during a federal election.

The regular AEC workforceAt 30 June 2014, the AEC’s regular workforce was made up of 813 ongoing and 32 non‑ongoing staff. These employees work in a dispersed network across AEC national, state and divisional offices located in every state and territory in Australia. The majority – over 67 per cent – are female and work at the APS 6 classification. The APS 6 majority includes most divisional office managers who act as returning officers for each federal electoral division during elections.

More information on the AEC regular workforce profile is shown in Table 21. Percentages of male and female staff, 2006–2014, are shown in Figure 8. A full breakdown of AEC staff numbers by classification, gender and location is provided in Appendix H.

Perhaps the most significant factor for future workforce planning is age. More than 60 per cent of ongoing and non‑ongoing employees are 45 years of age or older, with an average age of 47. As the AEC workforce continues to age and many experienced staff move toward retirement, a range of workforce strategies will be required to effectively transition knowledge and ensure that new staff are well trained and supported to deliver AEC programmes to high standards of quality and integrity. A critical step is the renewal and strengthening of AEC learning and development programmes, as described below. The age profile of the AEC workforce is shown in Figure 9.

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Table 21: AEC workforce at 30 June 2014

AEC workforce segment ValueFull time 78.9%Linguistically diverse background 7.6%Female 67.6%Average age 47.3 years45 years and over 60.9%Staff turnover 10.7%Average length of AEC service for ongoing staff 9.6 years

Excludes irregular or intermittent employees.

Figure 8: Percentages of female and male staff, 2006–07 to 2013–14

Female Male

0%

20%

40%

60%

80%

100%

2013–142012–132011–122010–112009–102008–092007–082006–07

Data excludes irregular or intermittent staff.

The casual AEC workforceThe AEC also employs around 1 700 ‘intermittent and irregular’ staff. These are experienced casual employees, mostly employed at the APS 1 level. They work primarily in divisional offices to help with fluctuating workloads across the electoral cycle, especially at election time. More information on intermittent and irregular AEC staff is provided in Table 22.

The election workforceDuring elections, the AEC also employs thousands of temporary staff as polling officials. In 2013–14 the AEC employed:

� 73 507 temporary staff to conduct the 2013 federal election � 354 staff temporary staff to conduct the 2014 Griffith by‑election � 6 817 staff temporary staff to conduct the 2014 Western Australian Senate election.

To manage the exponential increase in the size of its federal election workforce, the AEC invests significant preparation in employment systems and communication. Before the 2013 federal election the AEC sought to establish and maintain semi‑regular contact with potential polling officials using email, post and online registrations of interest. Significant work was also undertaken to improve employment systems and reporting so that they were capable of efficiently managing and processing the large numbers of employees to be recruited, trained and paid in accordance with the election timetable.

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Managing resources and assets

Table 22: Intermittent or irregular staff by classification

Classification Number of staffAPS 1 1 736APS 2 2APS 3 1APS 4 5APS 5 2APS 6 3EL 1 2Total 1 751

APS = Australian Public Service; EL = executive level.

Figure 9: Staff by age group at 30 June 2014

Ongoing Non-Ongoing

Years

0

20

40

60

80

100

120

140

160

70+65–6960–6455–5950–5445–4940–4435–3930–3425–2920–24

15

46

3

63

5

4

6

3

2

6880

104126

148127

81

153

Data excludes irregular or intermittent staff.

Workforce strategies

A focus on integrityAll AEC regular, casual and temporary election staff must meet certain character requirements to qualify for employment. In particular, all must make a declaration of political neutrality to ensure that electoral services are provided in a fair, impartial manner.

To strengthen integrity protections in line with its broader reform programme, in 2014 the AEC revised its character clearance process for polling officials and casual staff. A new character clearance policy introduced additional steps for assessing employees’ character, including the requirement that potential employees undergo a police record check. The new policy was applied at the 2014 Griffith by‑election and 2014 Western Australian Senate election.

The AEC’s collective determination for temporary staff was also updated to include the enhanced character clearance requirement as a condition of employment. The AEC is now undertaking a detailed evaluation of the new procedures to inform the approach for future federal elections.

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Figure 10: Vacancies advertised, 2010 to 2014

2010–11 2011–12 2012–13 2013–14

JunMayAprMarFebJanDecNovOctSepAugJul0

5

10

15

20

25

30

A focus on learningEffective and professional learning and development is a foundation of the AEC’s Investing in Our People programme. In recent years, the AEC has strengthened its approach to learning and development – particularly through online learning and training that simulates the operational demands of election periods. Examples are the 2012 Simulated Election and the Election Ready Operational Capacity (EROC) programme, which is described in more detail in the case study ‘A new approach to training’.

To build on this foundation and ensure capacity to meet future demands, early in 2014 the AEC commissioned the formation of a Learning and Development Blueprint. The blueprint incorporates findings from surveys and evaluations of the AEC’s current approach to learning and development and outlines a strategic path for continued improvement. The blueprint outlines four primary elements for delivering AEC learning programmes:

� adoption of underlying key principles and a shared framework for learning design � a focus on performance coaching � development of certification processes and competency‑based assessment � a redefined role for the AEC’s learning and development function.

The AEC has endorsed these reforms, which will be implemented in 2014–15.

Training and support for election staffIn line with a renewed focus on learning and development for all employees, the AEC is seeking to enhance learning and development for polling officials through effective training materials and delivery methods.

Following the 2013 federal election the AEC conducted a formal evaluation of the training delivered to senior polling officials. The evaluation also surveyed divisional returning officers responsible for recruiting and training local polling officials to help assess how well the polling officials performed their tasks on polling day. The evaluation survey received 8 170 responses, representing about 33 per cent of the target audience.

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One of the key findings of the evaluation was that both learners and their supervisors agreed there was a growing need for training focused on technical election scenarios and that more simulated assessments would better prepare the learners for their roles. This finding is in line with the AEC’s move to practical election training simulations and supports the recommended reforms outlined in the Learning and Development Blueprint.

Recruiting and retaining staffThe AEC’s ongoing staff retention rate is relatively stable and has averaged around 90 per cent each year for the past nine years. In 2013–14, the ongoing staff retention rate was 93.2 per cent, slightly down from 93.6 per cent in 2012–13. This is consistent with long‑term fluctuations, particularly following an election.

AEC recruitment activities throughout the year were largely focused on attracting and employing temporary staff required for election delivery. Conversely, there was a decrease in ongoing recruitment activities due to the introduction of APSC Interim Recruitment Arrangements in November 2013.

The number of vacancies advertised externally (ongoing and non‑ongoing) fell by 69 per cent, from 115 in 2012–13 to 36 in 2013–14. The interim recruitment arrangements saw changes to recruitment practices and a key focus of activity was the development of new documentation, procedures and supporting advice to ensure compliance with the policy.

Figure 10 shows vacancies advertised from 2010 to 2014. It reflects the large decline in 2013–14 due to the APSC Interim Recruitment Arrangements.

Election recruitment strategiesTo ensure sufficient numbers of experienced staff are available at election time, the AEC seeks to retain a high proportion of polling officials from one election to the next. The retention rate for the 2013 federal election was 52.5 per cent1 and many of the same locally‑based staff employed at the 2013 federal election worked again for the AEC at the 2014 Griffith by‑election and 2014 Western Australian Senate election.

In a post‑election environment, the AEC’s election employment strategy continues to focus on maintaining relationships with experienced polling officials and attracting a pool of potential new polling officials ahead of the next federal election.

1 In other words, 52.5 per cent of polling officials who worked at the 2013 federal election had worked at a previous federal election.

2014 graduates from left: Priscilla Li, Rachel Lelbach, Rebecca Hansen and Kalinga Hulugalle.

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AEC graduate programmeThe AEC’s graduate programme strengthens organisational capacity and builds leadership potential. Graduates undertake three placements across core AEC business areas and complete a Diploma of Government with the Australian Public Service Commission (APSC). From a record 383 applications, the AEC selected four candidates for 2014.

The AEC’s 2013 graduates delivered two major projects:

� Electoral Information and Generation Y � Fostering Innovation.

Fostering Innovation was one of only three APS graduate projects nominated for Major Project Outstanding Achievement at the 2013 APSC graduation ceremony.

Strengthening engagementThe AEC Investing in Our People Programme continued to focus on building organisational culture, leadership, and workplace environment and conditions. For 2013–14, activities were delivered across five areas:

� workforce capability planning � strategic learning and development � building workforce capability and influencing culture � fostering innovation � listening to our staff.

The AEC’s APS State of the Service survey results for 2013–14 showed that AEC staff continue to value flexible working arrangements and the employment conditions offered under the AEC Enterprise Agreement 2012–14.

The survey results also highlighted areas for future investment including:

� opportunities for career progression � learning and development.

Workplace diversityThe AEC promotes an inclusive and diverse workforce culture because it recognises the business benefits of maintaining a broad pool of talent, perspectives and experiences. A diverse workforce also reflects the diversity of the broader community and helps the AEC to deliver effective client services.

The AEC applies policies and procedures to foster and maintain workplace diversity, and support staff with different needs. These include:

� educating staff about the benefits of diversity � requiring promotion on merit � providing education and skills development opportunities for staff with particular needs.

The AEC also implements inclusive recruitment processes to foster diversity. For example, the 2014 graduate programme included a designated Indigenous position, though the preferred candidate ultimately chose employment with another agency. These general policies are supported by targeted strategies.

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The AEC Disability Inclusion Strategy 2012–2020Aligned to the National Disability Strategy, the AEC Disability Inclusion Strategy helps the AEC to provide services to Australians with disabilities and promote an inclusive workplace that is supportive of employees with disability, ensuring they receive appropriate support, development and leadership opportunities.

The AEC reported on progress in implementing the strategy at the annual meeting of the AEC Disability Advisory Committee held in June 2014. The committee includes representatives from peak national disability organisations and the Electoral Council of Australia and New Zealand.

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 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 are no longer required to report on these functions.

The National Disability Strategy has replaced the Commonwealth Disability Strategy. The new strategy sets out a 10‑year national policy framework for improving life for Australians with disability, their families and carers. The Standing Council on Community, Housing and 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.dss.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. More detail is at www.socialinclusion.gov.au.

The AEC Multicultural PlanThe AEC’s Multicultural Plan outlines principles that ensure the AEC provides services to those from diverse backgrounds so that all eligible citizens can exercise their democratic responsibilities regardless of culture or language. The plan helps the AEC to provide a workplace that is tolerant and supportive of employees from different cultures and ensure that those employees receive equal opportunities and support.

Reconciliation Action PlanThe AEC’s Reconciliation Action Plan 2012–2014 outlines ways that the AEC seeks to build and sustain relationships with, and improve service delivery to, Aboriginal and Torres Strait Islander peoples. This includes providing opportunities and a supportive workplace for Indigenous employees.

One key outcome of the Reconciliation Action Plan is the establishment of an AEC Indigenous Employees Network. The AEC has commenced developing the next Reconciliation Action Plan to build on these achievements.

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Figure 11: Staff profile by self‑identified category

ATSI CALD PWD

2013–142012–132011–122010–112009–102008–092007–082006–070%

1%

2%

3%

4%

5%

6%

7%

8%

ATSI = people with Aboriginal and Torres Strait Islander backgrounds; CALD = people from culturally and linguistically diverse backgrounds; PWD = people with disability.

In 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.

Table 23: Polling officials and AEC employees who identified as Indigenous at the 2010 and 2013 federal elections

State/territory 2010 federal election 2013 federal electionACT 6 20NSW 146 426NT 41 141Qld 284 397SA 14 88Tas 19 55Vic 38 99WA 51 114Total 599 1 340

Table 24: AEC Enterprise Agreement 2011–2014 – salary ranges by classification, 30 June 2014

Classification Remuneration band ($)APS 1 42 638–47 126APS 2 48 254–53 513APS 3 54 964–60 234APS 4 61 260–67 131APS 5 68 325–74 879APS 6 75 633–84 770EL 1 94 453–106 439EL 2 111 670–131 118

APS = Australian Public Service; EL = executive level

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Indigenous election employeesRecruiting Indigenous polling officials was a key objective during the 2013 federal election. For Indigenous audiences, polling assistance provided by others from a similar cultural background sends a powerful message about electoral rights and responsibilities.

Indigenous recruitment activities included targeted fieldwork by AEC Indigenous and community engagement officers, advertisements in the Indigenous press and distribution of Indigenous recruitment flyers and posters. The AEC also collaborated with government and non‑government agencies to advertise election employment opportunities.

The AEC also created a new position – Indigenous Voter Information Officer – at polling places with a significant Indigenous population to promote turnout and help with formal voting.

In 2013, as a result of these efforts, the AEC more than doubled the Indigenous proportion of the election workforce compared with the 2010 federal election. Table 23 provides details. The benefits of increasing Indigenous polling official recruitment included improved turnout and a better election experience for Indigenous voters. Job opportunities also generated interest in democratic processes for the employees and their families and friends.

AEC workplace arrangements

Employment agreementsThe AEC Enterprise Agreement 2011–2014, covers the majority of the AEC’s regular workforce of ongoing and non‑ongoing staff, as well as its casual workforce of irregular and intermittent staff. Table 24 shows salary ranges for each classification under the agreement. In early 2014, the AEC commenced the process of negotiating a new Enterprise Agreement, as the current agreement nominally expired on 30 June 2014. These negotiations have continued in 2014–15.

Australian Workplace AgreementsAn Australian Workplace Agreement covered one senior executive service officer.

Section 24(1) determinationsIn 2013–14, the terms and conditions of employment of nine employees, mainly senior executive service and executive level officers, were set by individual determinations under section 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 their terms and conditions, hourly rates of pay and other entitlements. In 2013, the collective determination was maintained to support the conduct of the 2013 federal election, the 2014 Griffith by‑election and the 2014 WA Senate election. The terms and conditions of the collective determination are set by the Electoral Commissioner under section 35 of the Electoral Act.

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.

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Table 25: Base salary bands for statutory appointees and senior executive staff, 30 June 2014

Staff (No)a Remuneration band ($)b

5 180 000–299 9997 150 000–179 9997 130 000–149 9990 0–129 999

a. Includes staff acting in positions at 30 June 2014.

b. 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.

Table 25 provides more information on remuneration of AEC senior executives and statutory appointees.

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 2013–14, 24 employees had individual flexibility arrangements in place for allowances specific to their role and/or location. As of 30 June 2014, 19 were still active.

Performance management and paySalary progression in the AEC is subject to meeting performance standards governed by the performance management programme. AEC performance management covers the AEC’s regular workforce of ongoing and non‑ongoing staff who are employed for six months or more.

Individual performance plans exist as part of the AEC’s performance management programme and are central to the monitoring and review of staff performance agreements.

The AEC provides direct assistance and advice to managers and staff on performance matters to ensure that the AEC can have confidence that it is properly addressing performance issues.

In 2013–14, performance bonuses were not offered to any employees.

Workplace health and safetyThe AEC works to protect and promote the health and safety of employees and provide a safe environment for them and for members of the public who enter AEC premises. The AEC adopts a proactive approach and complies with its obligations under both the Work Health and Safety Act 2011 (WHS Act) and the Safety, Rehabilitation and Compensation Act 1988 (SRC Act) by implementing procedures and initiatives to actively monitor and evaluate health, safety and welfare across all aspects of business.

In 2013–14, the AEC introduced:

� an enhanced workplace health and safety (WHS) management structure and greater consultation and representation through a strengthened health and safety representative network

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� a framework to assist senior executives to understand and meet their WHS legal obligations � a rehabilitation management system � targeted election health and safety strategies.

Table 26 summarises AEC workplace health and safety outcomes for the year.

Rehabilitation management systemThe AEC’s rehabilitation management system provides services and guidelines to support injured employees and their managers, ensure compliance with obligations and promote employees’ return to health and work. An audit of the new system in December 2013 showed a 96 per cent compliance rate with the guidelines.

Health and wellbeing programmesComplementing the AEC’s commitment to employee health, safety and welfare, a range of funded elective health and wellbeing programmes were offered to employees, including:

� the Employee Assistance Programme � annual influenza vaccinations � workstation assessments � eyesight testing reimbursements � financial support for early intervention on health matters.

2013 federal electionFocused health and safety initiatives were undertaken to support AEC staff before, during and after the 2013 federal election – the first conducted under the requirements of the WHS Act 2011. A range of strategies were implemented, including:

� AEC managers were given comprehensive WHS advice on managing staff fatigue across the election period. The advice highlighted their increased responsibilities to manage fatigue under the WHS Act and the SRC Act and provided practical support on managing fatigue through staffing plans and a fatigue assessment tool.

� Personalised People Care Plans were developed in conjunction with each state and territory. These plans included tailored risk assessments and information sessions to mitigate risk.

� Individual Injured Worker plans were developed for all staff with compensable and non‑compensable injuries in conjunction with their treating practitioners and managers. These were designed to prevent aggravation of any existing injury or illness and ensure that staff were provided with appropriate support.

� A broader programme of health and safety messages was communicated to all staff using corporate communication products including the Election Diary – a daily workbook used by staff during the election. Specific health and safety advice sheets were also developed for polling officials. Throughout the election, key WHS messages were released to coincide with peak workloads and specific deadlines. For example, manual handling tips were promoted just before peak manual handling periods in the election timetable, such as the ballot paper packaging and distribution period.

Following a review of WHS incidents during the 2013 federal election, the AEC was able to implement further initiatives for the subsequent Griffith by‑election and 2014 WA Senate election – for example, polling places were provided with contact cards to be distributed to anyone injured in a polling place; health and safety advice was sent individually to all casual staff; and all polling places where WHS incidents occurred during the election were inspected.

The AEC will apply lessons learned from each election to focus future efforts on reducing risks identified through incident reporting.

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Table 26: Workplace health and safety summary

Information required under Work Health and Safety Act 2011 AEC outcomesInitiatives taken during the year to ensure the health, safety and welfare of workers

Targeted election‑related WHS strategiesContinued development of AEC Work Health and Safety Management System

Health and safety outcomes achieved as a result of the initiatives

Reduction in psychological injury claimsReduction in incapacity duration through targeted rehabilitation strategiesEnhanced WHS management arrangement structure providing more employee consultation and representation through an expanded health and safety representative network and revised work group structureFramework to help senior executives understand and meet WHS legal obligations

Notifiable incidents Eight incidents – two dangerous incidents and six serious injuries

Investigations conducted by the AEC One investigation conducted and no notices issued by the regulator

Table 27: New AEC‑managed compensation and non‑compensation injuries

Case management type 2011–12 2012–13 2013–14Compensable 11 9 17Non‑compensable 26 17 32Total 37 26 49

Health, safety and welfare outcomesClaims managementIn 2013–14, the AEC managed 17 new cases for compensation, 29 continuing compensation cases, 32 new cases of non‑compensation injuries and 33 continuing non‑compensation cases. 41.4 per cent of injuries were compensable and 58.6 per cent were non‑compensable. Table 27 shows the number of new cases the AEC managed for compensation and non‑compensation injuries over the past three years.

Workers’ compensation premiumThe AEC workers’ compensation premium for 2013–14 under the Comcare scheme was 1.3 per cent of wages and salary.

The AEC experienced an increase of workers’ compensation claims following the 2013 election. This is consistent with the historical pattern of a rise in claims following federal elections, when staffing numbers, premises and workloads increase significantly. Of the claims made, the number of physical injuries increased by 18.8 per cent compared with the 2010 election, while the number of mental health claims reduced slightly from five in 2010 to four in 2013. As a result of active intervention, investigation and resolution of cases, the number of open claim numbers has decreased since the election.

Over the year, a total of 239 WHS events were reported, comprising 176 incidents, 50 near hits and 13 hazards. While this was an increase against the previous year, 70 per cent (167) of these events related to the 2013 federal election. In the context of far greater staff numbers at election time, when the AEC workforce grew to 73 507, this increase is statistically insignificant.

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Notifiable incidentsThe AEC became aware of eight notifiable incidents during the year, including six serious injuries and two dangerous occurrences.

Investigations conducted during the yearOne investigation conducted during the year related to business or undertakings conducted by the AEC. No notices were issued by the regulator.

Environmental performanceIn accordance with section 516A of the Environment Protection and Biodiversity Conservation Act 1999 (EPBC Act), the AEC implements measures to minimise the effect of its operations on the environment and support sustainable practices.

Measures implemented in 2013–14 included:

� contracting service providers to collect and recycle paper, cardboard, plastics, aluminium and glass from the AEC’s national office and safely remove and dispose of spent toner cartridges from all offices

� using recyclable products wherever possible � applying double‑sided default printer settings to reduce office paper consumption � promoting the use of 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 to plan the future of the AEC’s

national office building – in particular, the building’s capacity to meet energy efficiency standards

� working with contracted property services providers to reduce energy consumption in state and divisional offices.

The AEC selects the AEC business vehicle fleet in accordance with Australian Government fleet policies, supporting Australian manufacturers as the primary consideration. Available models are also assessed on the basis of environmental impact using the Green Vehicle Guide (GVG) as a reference. Currently 75 per cent of vehicles in the AEC fleet meet or exceed a GVG rating of 13, with remaining vehicles being fit‑for‑purpose commercial vehicles for transporting goods.

The AEC also manages energy usage for tenant light and power to minimise impacts and maximise efficiencies. In 2013–14, light and power energy use across all AEC premises was 4 968.07 megajoules per person.1 Energy use for tenant light and power for the AEC’s national office was 7 434.22 megajoules per person – a reduction from 9 820 megajoules per person in 2012–13.

1 This is below the target of 7 500 megajoules per person per annum for tenant light and power set by the former Department of Climate Change and Energy Efficiency in its Energy Efficiency in Government Operations policy.

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Minimising the environmental impact of the 2013 federal electionThe AEC works to minimise the environmental impacts of election day. Measures implemented for the 2013 federal election included:

� reducing paper consumption by providing providing online forms and products � wherever possible, using cardboard and paper equipment manufactured from recycled

materials for election products � providing cardboard recycling bins in polling places to encourage recycling of

how‑to‑vote cards and other paper products � re‑using 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.

Sustainable procurementThe AEC uses the Department of the Environment Sustainable procurement guide and checklists, and takes into account relevant energy and environmental issues when making government procurement decisions.

During 2013–14, all AEC approaches to the open market for services complied with the Sustainable procurement guide and checklists. The procurements were for:

� building maintenance services � printing and distribution of certified lists.

ACTSmart business accreditationThe National Electoral Education Centre (NEEC) participates in the ACTSmart Business Programme, and was awarded its fourth ACTSmart accreditation in December. The aim of the programme is to reduce waste sent to landfill. The NEEC has extended its paper recycling efforts to include other materials such as plastic bottles.

Since joining the programme in 2010, the NEEC has reduced yearly waste to landfill by 83 per cent – from 17.5 to 2.9 cubic metres per annum – while maintaining annual visitor numbers of 90 000.

Assets managementThe AEC manages both physical and information assets. Physical assets include ICT hardware and infrastructure, office fit‑outs, machines and equipment. Information assets include major computer systems that help the AEC manage the electoral roll and conduct elections.

Information and communication technology assetsThe AEC’s ICT services are delivered through a hybrid sourcing model that leverages a combination of in‑house and external resources to support the delivery of AEC outcomes.

ModernisationIn 2013–14, the AEC continued to modernise its ICT environment and realised the benefits of recent investment in major computer applications – in particular, enhancements to roll management and election employment systems. This ensured that voter services for the 2013 federal election, the 2014 Griffith by‑election and the 2014 Western Australian Senate election were delivered through streamlined, reliable and responsive ICT operations.

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New ICT capabilities introduced over the year include:

� a pilot of electronic certified lists (replacing paper certified lists) for voter mark‑off during the 2013 federal election, Griffith by‑election and the 2014 WA Senate election

� a pilot of cloud‑based services to host the Virtual Tally Room during the 2013 federal election

� an election systems console to display near‑time performance metrics for AEC enrolment and election systems. This allowed the AEC to redistribute processing workloads, identify emerging issues and optimise performance during peak election work periods.

Online servicesThe AEC also enhanced online applications that provide easy, accurate and timely services to the public through both election and non‑election periods.

These include:

� Check Enrolment – enabling voters to verify their enrolment status on the AEC website � Online Enrolment – enabling eligible voters to enrol to vote and/or update their

enrolment details on the AEC website � Online Postal Vote Application – enabling voters to register for a postal vote on the AEC

website if they are unable to vote at a polling place on election day � AEC Employment – enabling members of the public to apply for temporary election

employment and monitor the progress of their application.

Property and equipmentThe AEC manages accommodation across Australia and fit‑outs based on an ‘end of life’ or ‘end of lease’ schedule. AEC staff oversee the asset database and manage office equipment and non‑networked machines. An external commercial property manager is engaged to assist with property management.

This mix of internal and external service and maintenance arrangements ensures that all assets are fully functional and operate optimally.

ICT assetsThe AEC’s physical ICT assets include servers, desktop computers, printers and operational software. As required, the AEC invests in the maintenance and upgrade of ICT assets to deliver operational outcomes and efficiencies.

In 2013–14, the AEC successfully managed the relocation of ICT equipment to a new data centre, in line with whole‑of‑government requirements. The new facilities provide a range of benefits, including new reliable hardware, greater system capacity, reduced environmental impacts and increased network security.

Asset purchasesMajor asset purchases in 2013–14 were fit‑outs for a number of office co‑locations. The AEC also procured servers and network equipment under Department of Finance whole‑of‑government panel arrangements to replace servers and network equipment that had reached end of life.

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Procurement and contractual arrangementsIn 2013–14 the AEC continued to improve procurement processes and prepare for the introduction of the Public Governance, Performance and Accountability Act 2013.

Improving procurement practicesIn January 2014, the AEC implemented a new Procurement and Contract Management Register to streamline procurement processes and enhance quality assurance and compliance with the Commonwealth’s financial framework and reporting obligations.

These changes were supported by the delivery of face‑to‑face and online procurement and contract management training to help AEC staff to meet their procurement obligations and better understand value for money.

TendersThe AEC made two open tender requests, which were published electronically in AusTender in 2013–14.

GrantsThe AEC did not administer any discretionary grant programmes in 2013–14.

ConsultanciesDuring 2013–14, the AEC’s new consultancy contracts involved total actual expenditure of $1 420 347 (GST inclusive).

There were 30 new consultancies with a value of $10 000 (GST inclusive) or more during 2013–14. The total actual expenditure on consultancy contracts increased by $262 358, or 25.5 per cent, compared with 2012–13. Preparation for and review of two federal elections and the need to ensure a rapid and effective response to Mr Mick Keelty’s report, Inquiry into the 2013 WA Senate Election (Keelty Report) contributed to the increase in consultancy contracts.

The AEC engaged consultants to deliver:

� market research � internal audits � information technology consultation services � business intelligence consulting services � strategic planning consultation services � corporate objectives or policy development � management advisory services � human resources services � feasibility studies or screening of project ideas � business administration services.

There were no ongoing consultancy contracts or related ongoing expenditure.

Table 28 contains details of AEC consultancy contracts to the value of $10 000 or more. Further information on the value of AEC contracts and consultancies is available on AusTender: www.tenders.gov.au.

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Table 28: Consultancy contracts to the value of $10 000 or more during 2013–14

Consultant DescriptionSelection processa

Justifi‑cationb

Contract price incl

GST ($)HWL Ebsworth Lawyer Preliminary assessment Open A 10 915PricewaterhouseCoopers Internal audit – Keelty implementation

reviewOpen A 31 847

GRA Supply Chain Pty Ltd Scoping study for election materials Limited A 75 000eGloo Technologies Pty Ltd EasyCount software review Limited A 56 320PricewaterhouseCoopers Internal audit – 2014–15 Internal Audit

PlanOpen A 10 000

Agile Digital Engineering Pty Ltd CCD to SA1 geography conversion project

Open A 30 008

Grey Advance Consulting Pty Ltd FAD Business plan and balanced scorecard

Limited A 10 000

Herme Gray & Associates Pty Ltd Review of AEC’s party registration project Limited A 43 560PricewaterhouseCoopers Internal audit – review of election

operations (WA Senate election)Open A 42 775

GRA Supply Chain Pty Ltd Scoping study – ballot papers Limited A 99 000McGrath Nichols Advisory Partnership

Internal audit – 2014–15 Internal Audit Plan and Development

Open A 20 000

McGrath Nichols Advisory Partnership

Internal audit – review of financial compliance

Open A 25 000

Total Decision Support Payroll analysis and LSL calculations Open A 162 855Sprout Labs Pty Ltd Learning and development blueprint Open A 114 065PricewaterhouseCoopers Internal audit – review of election

operations: 2014 Griffith by‑electionOpen A 16 766

Analytics Group Pty Ltd Review of superannuation payments Limited A 156 500Swinburne University of Tasmania Electoral fraud literature review Limited A 19 356Michael Joseph Keelty t/as Sumic Enterprises

Independent urgent examination Limited B 52 250

PricewaterhouseCoopers Internal audit – review of property management

Open A 30 000

Total Decision Support Roll products pricing review Open A 15 180PricewaterhouseCoopers Internal audit – review of complaints

handlingOpen A 22 500

PricewaterhouseCoopers Internal audit – IT health check Open A 35 000PricewaterhouseCoopers Internal audit – election operations Open A 40 000PricewaterhouseCoopers Internal audit – fixed fee services Open A 17 000Verifact Pty Ltd Investigative services Open A 33 000McGrath Nichols Advisory Partnership

Internal audit – 2013–15 AEC Fraud Control Plan

Open A 10 000

Colmar Brunton Pty Ltd Research on perception of electoral fraud Open A 87 450PricewaterhouseCoopers Internal audit – federal direct enrolment

and updateOpen A 38 500

PricewaterhouseCoopers Internal Audit Plan No 1: Business Continuity

Open A 27 500

Ernst and Young Review of Agency Performance Reporting

Open A 88 000

Total 1 420 347

GST = goods and services tax; CCD to SA1 Geography = Census Collection District to Statistical Area 1 Geography; LSL = long service leave; FAD = Funding and Disclosure

a. See Commonwealth Procurement Rules (1 July 2012) for an explanation of the procurement process.

b. A = need for specialised or professional skills; B = need for independent research or assessment.

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Consultancy policyThe AEC may engage consultants under section 35(2) of the Commonwealth Electoral Act 1918 and determine the terms and conditions of engagement of those consultants under section 35(4) of that Act. In 2013–14, consultants could also be engaged in accordance with the Financial Management and Accountability Act 1997.

The AEC categorises arrangements as consultancies when:

� 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.

When engaging consultants for work with a value up to $79 999, the AEC generally seeks quotes from prospective consultants according to the AEC procurement policy and procedures. If the expected value of the consultancy is $80 000 or more, AEC staff follow policy and procedures outlined in the Department of Finance Commonwealth Procurement Rules – 1 July 2012.

Senior managers engage consultants in accordance with the AEC Financial Delegations Schedule.

Australian National Audit Office access clausesDuring 2013–14, 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 2013–14, 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.

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Financial performanceFor 2013–14, the AEC recorded an operating surplus of $11.0 million including depreciation. This result, however, includes appropriations for the conduct of the proposed 2013 referendum on local government which did not proceed. These payments have been quarantined and must be formally returned to the Department of Finance in 2014–15. Excluding this appropriation revenue, the AEC overspent in other areas by $13.3 million. This compares with an operating deficit of $2.1 million in 2012–13. The 2013–14 overspend is higher than expected due to:

� an increase in costs from the 2013 federal election. This increase is largely attributable to higher staff costs due to recruitment for the planned referendum, which ultimately did not proceed; an increase in venue hire costs; and legal costs related to the AEC’s petition to the Court of Disputed Returns regarding the outcome of the 2013 Western Australian Senate recount

� an increase in depreciation and amortisation costs from investment in large‑scale hardware and software projects over the last few years to modernise AEC systems.

The Statement of Financial Position at 30 June 2014 showed total assets of $87.0 million and total liabilities of $39.1 million. The total assets included cash and receivables of $49.7 million, although $30.5 million of this relates to appropriation receivable that will be formally reduced in 2014–15 and to which the AEC is not entitled.

Net assets have decreased by 26.7 per cent to $17.4 million, excluding the $30.5 million appropriation receivable that will be returned in 2014–15. This is due to:

� an increase in supplier payables, as the 2013–14 balance includes a large accrual for legal expenses from the federal election

� a decrease in the inventory balance following usage in a federal election year � a decrease in internally developed software, as new investment was exceeded

by amortisation due to resources being allocated to delivery of three federal parliamentary elections

� a decrease in appropriations receivable due to use of cash reserves to fund the larger than budgeted operating deficit.

Once election delivery was complete, the AEC undertook measures to bring down operating expenses. These measures will continue in 2014–15; they will consolidate cash reserves and ensure the AEC can continue implementing Keelty Report recommendations and other reforms. Successful delivery of future federal elections is reliant on having the appropriate funding and resources.

The Australian National Audit Office has issued an unmodified audit opinion for the AEC’s 2013–14 financial statements.

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FINANCIAL STATEMENTS

Auditor’s report

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Statement by the Acting Electoral Commissioner and Chief Finance Officer

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Statement of comprehensive income for the period ended 30 June 2014

Notes2014 $’000

2013 $’000

EXPENSESEmployee benefits 3A 149 336 76 932 Supplier 3B 124 827 49 780 Depreciation and amortisation 3C 9 389 8 404 Write‑down and impairment of assets 3D 1 1 Losses from asset disposals 3E 19 121

Total expenses 283 572 135 238 LESS: OWN‑SOURCE INCOMEOwn‑source revenue

Sale of goods and rendering of services 4A 18 406 17 781 Other revenue 4B 186 1 074

Total own‑source revenue 18 592 18 855 Gains

Other gains 4C (39) (9)Total gains (39) (9)Total own‑source income 18 553 18 846 Net cost of services 265 019 116 392 Revenue from Government 4D 276 066 114 257 Surplus/(deficit) attributable to the Australian Government 11 047 (2 135)OTHER COMPREHENSIVE INCOMEItems not subject to subsequent reclassification to net cost of services

Changes in asset revaluation surplus 5 323 1 988 Total other comprehensive income 5 323 1 988 Total comprehensive income/(loss) 16 370 (147)Total comprehensive income/(loss) attributable to the Australian Government 16 370 (147)

The above statement should be read in conjunction with the accompanying notes.

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Australian Electoral Commission Annual Report 2013–14

Statement of financial position as at 30 June 2014

Notes2014 $’000

2013 $’000

ASSETSFinancial Assets

Cash and cash equivalents 6A 1 518 1 689 Trade and other receivables 6B 48 207 21 317

Total financial assets 49 725 23 006 Non‑Financial Assets

Land and buildings 7A, C 12 062 11 932 Property, plant and equipment 7B, C 7 227 5 796 Intangibles 7D, E 14 413 15 903 Inventories 7F 1 898 3 594 Lease incentive 122 163 Other non‑financial assets 7G 1 567 1 653

Total non‑financial assets 37 289 39 041 Total assets 87 014 62 047 LIABILITIESPayables

Suppliers 8A 7 679 5 728 Other payables 8B 7 649 8 518

Total payables 15 328 14 246 Provisions

Employee provisions 9A 22 253 22 535 Other provisions 9B 1 577 1 553

Total provisions 23 830 24 088 Total liabilities 39 158 38 334 Net assets 47 856 23 713 EQUITYParent Entity Interest

Contributed equity 35 890 28 117 Asset Revaluation Surplus 18 952 13 629 Accumulated deficit (6 986) (18 033)

Total parent entity interest 47 856 23 713

The above statement should be read in conjunction with the accompanying notes.

129

Managing resources and assets Financial statements

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130

Australian Electoral Commission Annual Report 2013–14

Cash flow statement for the period ended 30 June 2014

Notes2014 $’000

2013 $’000

OPERATING ACTIVITIESCash received

Appropriations 252 436 111 511Sales of goods and rendering of services 20 727 20 852Lease incentives 495 3 219Net GST received 9 514 4 150

Total cash received 283 172 139 732Cash used

Employees 149 468 78 093Suppliers 133 821 58 829

Total cash used 283 289 136 922Net cash from operating activities 10 (117) 2 810INVESTING ACTIVITIESCash received

Proceeds from sales of property, plant and equipment – 25Total cash received – 25Cash used

Purchase of property, plant and equipment 2 634 9 624Purchase of intangibles 1 543 5 051

Total cash used 4 177 14 675Net cash used by investing activities (4 177) (14 650)FINANCING ACTIVITIESCash received

Contributed equity 1 254 3 197Departmental Capital Budget 2 869 8 797

Total cash received 4 123 11 994Net cash from financing activities 4 123 11 994Net increase in cash held (171) 154Cash and cash equivalents at the beginning of the reporting period 1 689 1 535Cash and cash equivalents at the end of the reporting period 6A 1 518 1 689

The above statement should be read in conjunction with the accompanying notes.

131

Managing resources and assets Financial statements

Schedule of commitments as at 30 June 2014a

2014 $’000

2013 $’000

BY TYPECommitments receivable

Commitments receivableb (77 882) (77 298)Net GST recoverable on commitments (526) (1 619)

Total commitments receivable (78 408) (78 917)Commitments payable

Capital commitmentsProperty – –Plant and Equipment – –

Total capital commitments – –Other commitments

Operating leasesc 71 585 70 883Otherd 12 226 24 221

Total other commitments 83 811 95 104Net commitments by type 5 403 16 187BY MATURITYCommitments receivable

Other commitments receivableOne year or less (18 556) (19 196)From one to five years (58 037) (57 337)Over five years (1 815) (2 384)

Total other commitments receivable (78 408) (78 917)Total commitments receivable (78 408) (78 917)Commitments payable

Capital commitmentsOne year or less – –From one to five years – –Over five years – –

Total capital commitments – –Operating lease commitments

One year or less 14 316 13 174From one to five years 37 450 31 489Over five years 19 819 26 220

Total operating lease commitments 71 585 70 883Other Commitments

One year or less 10 805 20 523From one to five years 1 277 3 698Over five years 144 –

Total other commitments 12 226 24 221Total commitments payable 83 811 95 104Net commitments by maturity 5 403 16 187

a. Commitments are GST inclusive where relevant.

b. 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 (2014: $73.0m; 2013: $70.9m)

c. 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.

d. Other commitments include Information Technology (IT) contractors and service agreements with IT and communication providers (2014: $7.2m; 2013: $10.3m).

The above schedule should be read in conjunction with the accompanying notes.

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Australian Electoral Commission Annual Report 2013–14

Administered schedulesAdministered Schedule of Comprehensive Income for the period ended 30 June 2014

Notes2014 $’000

2013 $’000

EXPENSESOther Expenses 16A 60 984 1

Total expenses administered on behalf of Government 60 984 1LESS:OWN‑SOURCE INCOMEOwn‑source revenueNon‑taxation revenue

Electoral fines/penalties 17A 2 242 32Total non‑taxation revenue 2 242 32Total own‑source revenue administered on behalf of Government 2 242 32Total own‑source income administered on behalf of Government 2 242 32Net (cost of) contribution by services (58 742) 31Total comprehensive (loss) income (58 742) 31

Administered Schedule of Assets and Liabilities as at 30 June 2014There were no administered assets or liabilities for the AEC.

Administered Reconciliation Schedule

2014 $’000

2013 $’000

Opening administered assets less administered liabilities as at 1 July

Net cost of (contribution by) services:Administered income 2 242 32

Administered expenses (60 984) (1)

Administered transfers from/(to) Australian Government:Transfers from/(to) OPA 58 742 (31)

Closing administered assets less administered liabilities as at 30 June – –

133

Managing resources and assets Financial statements

Administered Cash Flow Statement for the period ended 30 June 2014

Notes2014 $’000

2013 $’000

OPERATING ACTIVITIESCash received

Electoral fines/penalties 2 237 10Other 5 22

Total cash received 2 242 32Cash used

Political Parties/Candidates 60 957 – Refund of Electoral fines/penalties 27 1

Total cash used 60 984 1Net cash flows (used by) from operating activities (58 742) 31Net (decrease) increase in Cash Held 19 (58 742) 31Cash and cash equivalents at the beginning of the reporting periodCash from Official Public Account for:

Appropriations 60 987 – 60 987 –

Cash to Official Public Account for:Appropriations (2 245) (31)

(2 245) (31)Cash and cash equivalents at the end of the reporting period – –

Administered Schedule of Commitments as at 30 June 2014There were no administered commitments for the AEC (2013: Nil).

Administered Schedule of Contingencies as at 30 June 2014There were no administered contingencies for the AEC (2013: Nil).

This schedule should be read in conjunction with the accompanying notes.

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Australian Electoral Commission Annual Report 2013–14

NOTES TO THE FINANCIAL STATEMENTSNote 1: Summary of Significant Accounting Policies 135Note 2: Events After the Reporting Period 144Note 3: Expenses 144Note 4: Income 146Note 5: Fair Value Measurements 147Note 6: Financial Assets 150Note 7: Non‑Financial Assets 152Note 8: Payables 156Note 9: Provisions 157Note 10: Cash Flow Reconciliation 158Note 11: Contingent Assets and Liabilities 159Note 12: Senior Executive Remuneration 159Note 13: Remuneration of Auditors 162Note 14: Financial Instruments 162Note 15: Financial Assets Reconciliation 164Note 16: Administered – Expenses 164Note 17: Administered – Income 164Note 18: Administered – Assets and Liabilities 165Note 19: Administered – Cash Flow Reconciliation 165Note 20: Administered – Contingent Assets and Liabilities 165Note 21: Administered – Financial Instruments 165Note 22: Appropriations 166Note 23: Special Accounts 170Note 24: Assets Held in Trust 170Note 25: Compensation and Debt Relief 171Note 26: Reporting of Outcomes 172Note 27: Net Cash Appropriation Arrangements 173

135

Managing resources and assets Notes to the financial statements

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 programmes 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 programmes:

Programme 1: Voter entitlement for Australians and support for electoral events and redistributions through maintaining an accurate and up‑to‑date electoral roll.

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

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

The continued existence of the AEC in its present form and with its present programmes is dependent on government policy and on continuing funding by Parliament for the AEC’s administration and programmes. 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 Programme 2 (Impartial and independent electoral services).

AEC’s Appropriation Receivable Programme Funding includes an amount of $24.314m related to activities that the AEC did not undertake in the 2013–14 financial year and $2.181m of movements related to prior year activities that the AEC did not undertake. Equity injections include an amount of $3.989m related to activities that the AEC did not undertake. The Department of Finance has quarantined all of these funds. These amounts will be legally reduced under Appropriation Acts in the 2014–15 financial year. (Refer to Note 6B)

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 (2014) HCA 23, as they contribute to the larger body of law relevant to the development of Commonwealth programmes. 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.

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Australian Electoral Commission Annual Report 2013–14

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; andb. Australian Accounting Standards and Interpretations issued by the Australian

Accounting Standards Board (AASB) that apply for the reporting period.

The financial statements have been prepared on an accrual basis and in accordance with the historical cost convention, except for certain assets and liabilities at fair value. Except where stated, no allowance is made for the effect of changing prices on the results or the financial position.

The financial statements are presented in Australian dollars and values are rounded to the nearest thousand dollars unless otherwise specified.

Unless an alternative treatment is specifically required by an accounting standard or the FMOs, assets and liabilities are recognised in the statement of financial position 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.

137

Managing resources and assets Notes to the financial statements

1.5 RevenueRevenue from the sale of goods is recognised when:

a. the risks and rewards of ownership have been transferred to the buyer;b. the AEC retains no managerial involvement or effective control over the goods;c. the revenue and transaction costs incurred can be reliably measured; andd. it is probable that the economic benefits associated with the transaction will flow to

the AEC.

Revenue from rendering of services is recognised by reference to the stage of completion of contracts at the reporting date. The revenue is recognised when:

a. the amount of revenue, stage of completion and transaction costs incurred can be reliably measured; and

b. the probable economic benefits associated with the transaction will flow to the AEC.

The stage of completion of contracts at the reporting date is determined by reference to the proportion that costs incurred to date bear to the estimated total costs of the transaction.

Receivables for goods and services, which have 30 day terms, are recognised at the nominal amounts due less any impairment allowance account. Collectability of debts is reviewed at the end of the reporting period. Allowances are made when collectability of the debt is no longer probable.

The AEC receives funding for programmes under a Record of Understanding with the Department of Foreign Affairs and Trade. 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 are 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 programme 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.

AEC’s Revenue from Government includes an amount of $24.314m related to activities that the AEC did not undertake. The Department of Finance has quarantined these funds for a return to government. These amounts will be legally reduced under Appropriation Acts in the 2014–15 financial year. (Refer to Note 4D and Note 27).

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 8A: Suppliers.

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Australian Electoral Commission Annual Report 2013–14

Resources 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).

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.

1.7 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.

AEC’s Equity injection – Appropriations includes an amount of $3.989m related to activities that the AEC did not undertake and will be returned to government. The Department of Finance has quarantined these funds. These amounts will be legally reduced under Appropriation Acts in the 2014–15 financial year. (Refer to Statement of Changes in Equity)

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. In 2013–14, the entity also returned $0.400 million under the Statute Stocktake (Appropriations) Act 2013.

139

Managing resources and assets Notes to the financial statements

$2.181m of amounts recognised as Appropriation Revenue in 2012–13 finanical year has been identified as relating to activities that the AEC did not undertake. Department of Finance has quarantined all of these funds however this reduction has not been recognised as a Distribution to Owners. These amounts will be legally reduced under Appropriation Acts in the 2014–15 financial year. (Refer to Note 6B)

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 2014. 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.

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’s administered schedules and notes.

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Australian Electoral Commission Annual Report 2013–14

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 eight 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 2014.

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 includes 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.

Impairment 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.

141

Managing resources and assets Notes to the financial statements

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 statement of financial position 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 EquipmentAsset Recognition ThresholdPurchases of property, plant and equipment are recognised initially at cost in the statement of financial position, except for purchases costing less than $2,000, which are expensed in the year of acquisition (other than where they form part of a group of similar items which are significant in total).

The initial cost of an asset includes an estimate of the cost of dismantling and removing the item and restoring the site on which it is located. This is particularly relevant to ‘makegood’ provisions in property leases taken up by the AEC where there exists an obligation to restore the property to its original condition. These costs are included in the value of the AEC’s leasehold improvements with a corresponding provision for restoration recognised.

RevaluationsFair values for each class of asset are determined as shown below:

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Australian Electoral Commission Annual Report 2013–14

Asset Class Fair value measured atLeasehold Improvements Depreciated Optimised Replacement CostProperty, Plant & Equipment – Other Depreciated Optimised Replacement CostProperty, Plant & Equipment – forklifts catering equipment and generators

Market Prices

Following initial recognition at cost, property 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. The regularity of independent valuations depended upon the volatility of movements in market values for the relevant assets. Valuations are carried out by an independent qualified valuer.

Revaluation adjustments were made on a class basis. Any revaluation increment was credited to equity under the heading of asset revaluation surplus except to the extent that it reversed a previous revaluation decrement of the same asset class that was previously recognised in the surplus/deficit. Revaluation decrements for a class of assets were recognised directly in the surplus/deficit except to the extent that they reversed a previous revaluation increment for that class.

Any accumulated depreciation as at the revaluation date is eliminated against the gross carrying amount of the asset and the asset was 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:

2014 2013Leasehold improvements Lesser of lease term/useful life Lesser of lease term/useful lifePlant and Equipment 5 to 10 years 5 to 10 yearsIT Equipment 3 to 5 years 3 to 5 years

ImpairmentAll assets were assessed for impairment at 30 June 2014. Where indications of impairment exist, the asset’s recoverable amount is estimated and an impairment adjustment made if the asset’s recoverable amount is less than its carrying amount.

The recoverable amount of an asset is the higher of its fair value less costs to sell and its value in use. Value in use is the present value of the future cash flows expected to be derived from the asset. Where the future economic benefit of an asset is not primarily dependent on the asset’s ability to generate future cash flows, and the asset would be replaced if the AEC were deprived of the asset, its value in use is taken to be its depreciated replacement cost.

143

Managing resources and assets Notes to the financial statements

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 lives of the AEC’s software are between 1 to 10 years (2012–13: 1 to 10 years).

All software assets were assessed for indications of impairment as at 30 June 2014.

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 Fair Value MeasurementThe entity deems transfers between levels of the fair value hierarchy to have occurred at the end of the reporting period.

1.20 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. Conversely, cash is drawn from the OPA to make payments under Parliamentary appropriation on behalf of Government. These transfers to and from the OPA are adjustments to the administered cash held by the AEC on behalf of the Government and reported as such in the 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.

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Australian Electoral Commission Annual Report 2013–14

Note 2: Events After the Reporting PeriodDepartmentalThere are no events after the reporting date that will materially affect the financial statements.

AdministeredThere are no events after the reporting date that will materially affect the financial statements.

Note 3: Expenses2014 $’000

2013 $’000

Note 3A: Employee BenefitsWages and salaries 126 962 58 710Superannuation:

Defined contribution plans 7 860 6 740Defined benefit plans 6 075 3 975

Leave and other entitlements 5 863 5 704Separation and redundancies 2 576 1 803

Total employee benefits 149 336 76 932Note 3B: Suppliers

Goods and servicesConsultants 1 427 941Contractors 10 023 4 553Travel 5 975 3 765IT services 18 874 10 675Inventory 4 469 114Venue hire 7 763 104Mail and Freight 16 820 5 141Advertising 21 749 2 262Printing 8 575 1 533Legal Costs 2 447 401Other 13 211 8 517

Total goods and services 111 333 38 006Goods supplied in connection with

Related parties 1 314 214External parties 55 781 15 884

Total goods supplied 57 095 16 098Services rendered in connection with

Related parties 18 887 5 646External parties 35 351 16 262

Total services rendered 54 238 21 908Total goods and services 111 333 38 006

145

Managing resources and assets Notes to the financial statements

2014 $’000

2013 $’000

Other supplier expensesOperating lease rentals – related entities:

Minimum lease payments 2 062 1 797Operating lease rentals – external parties:

Minimum lease payments 9 481 9 301Workers compensation expenses 1 951 676

Total other supplier expenses 13 494 11 774Total supplier expenses 124 827 49 780Note 3C: Depreciation and Amortisation

Depreciation:Property, plant and equipment 3 130 1 969Leasehold Improvements 3 226 3 670

Total depreciation 6 356 5 639Amortisation:

Intangibles 3 033 2 765Total amortisation 3 033 2 765

Total depreciation and amortisation 9 389 8 404Note 3D: Write‑Down and Impairment of Assets

Asset write‑downs and impairments from:Impairment of receivables 1 1

Total write‑down and impairment of assets 1 1Note 3E: Losses from Asset Disposals

Property, plant and equipment:Proceeds – (25)Carrying value of assets disposed 19 89

Computer SoftwareCarrying value of assets disposed – 57

Total losses from asset disposals 19 121

146

Australian Electoral Commission Annual Report 2013–14

Note 4: Income2014 $’000

2013 $’000

OWN‑SOURCE REVENUENote 4A: Sale of Goods and Rendering of Services

Goods supplied in connection with Related parties 88 72 External parties 12 046 11 762

Total goods supplied 12 134 11 834 Services rendered in connection with

Related parties 4 346 5 078 External parties 1 926 869

Total services rendered 6 272 5 947 Total goods and services 18 406 17 781 Note 4B: Other Revenue

Other 100 1 074 Resources received free of charge 86 84 Total other revenue 186 1 158

GAINSNote 4C: Other Gains

Change in fair value through profit and loss:Restoration obligations (39) (93)

Total other gains (39) (93)REVENUE FROM GOVERNMENTNote 4D: Revenue from Government

Appropriations:Departmental appropriation 267 066 105 257 Departmental special appropriations 9 000 9 000

Total revenue from Government 276 066 114 257

Note: AEC’s Revenue from Government includes an amount of $24.314m related to activities that the AEC did not undertake. The Department of Finance has quarantined these funds. These amounts will be legally reduced under Appropriation Acts in the 2014–15 financial year.

Departmental Appropriation for 2012–13 includes an amount of $3.795m which was appropriated through Appropriation Act 1 (2013–14). Of this amount $2.108m was subsequently quarantined in 2013–14 and will be reduced under Appropriation Acts in the 2014–15 financial year.

147

Managing resources and assets Notes to the financial statements

Note 5: Fair Value MeasurementsThe following tables provide an analysis of assets and liabilities that are measured at fair value.

The different levels of the fair value hierarchy are defined below.

Level 1: Quoted prices (unadjusted) in active markets for identical assets or liabilities that the entity can access at measurement date.Level 2: Inputs other than quoted prices included within Level 1 that are observable for the asset or liability, either directly or indirectly.Level 3: Unobservable inputs for the asset or liability.

Note 5A: Fair Value Measurements

Fair value measurements at the end of the reporting period by hierarchy for assets and liabilities in 2014

Fair value $’000

Fair value measurements at the end of the reporting

period usingLevel 1 inputs $’000

Level 2 inputs $’000

Level 3 inputs $’000

Non‑financial assetsLeasehold Improvements 12 062 – – 12 062Property, plant and equipment 7 227 – 42 7 185

Total non‑financial assets 19 289 – 42 19 247Total fair value measurements of assets in the statement of financial position 19 289 – 42 19 247

Fair value measurements – highest and best use differs from current use for non‑financial assetsThe highest and best use of all non‑financial assets are the same as their current use.

Note 5B: Level 1 and Level 2 Transfers for Recurring Fair Value Measurements

No classes of assets were transferred between Level 1 and Level 2.

The entity’s policy for determining when transfers between levels are deemed to have occurred can be found in Note 1.19.

148

Australian Electoral Commission Annual Report 2013–14

Not

e 5C

: Val

uatio

n Te

chni

que

and

Inp

uts

for

Leve

l 2 a

nd L

evel

3 F

air

Valu

e M

easu

rem

ents

Leve

l 2 a

nd 3

fair

valu

e m

easu

rem

ents

– v

alua

tion

tech

niq

ue a

nd t

he in

put

s us

ed fo

r as

sets

and

liab

ilitie

s in

201

4

Cat

egor

y (L

evel

2

or L

evel

3)

Fair

valu

e $’

000

Valu

atio

n te

chni

que(

s)a

Inpu

ts u

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Ran

ge (w

eigh

ted

av

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No

n‑fi

nanc

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sset

s

Leas

ehol

d Im

prov

emen

tsLe

vel 3

12 0

62

Dep

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ated

op

timis

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repl

acem

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ost

Une

xpire

d le

ase 

term

, A

BS

 indi

ces,

M

arke

t pric

es*c

Pro

pert

y, p

lant

and

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fork

lifts

, cat

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sLe

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42

Com

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sale

sC

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N/A

Pro

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oth

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Leve

l 37 

185

Dep

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op

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Use

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ife,

AB

S in

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Mar

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rices

*c

a. N

o ch

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in v

alua

tion

tech

niqu

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curr

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urin

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riod.

b. S

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puts

onl

y. N

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pplic

able

for

asse

ts o

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bilit

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in th

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for

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as n

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valu

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n m

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ring

the

fair

valu

e of

leve

l 3 a

sset

s. T

his

info

rmat

ion

will

be o

btai

ned

for

the

2014

–15

finan

cial

st

atem

ents

The

AE

C p

rocu

red

valu

atio

n se

rvic

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om R

odne

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yman

Ass

et S

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Pty

Ltd

(RH

AS

) and

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val

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odel

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HA

S. T

he

entit

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sts

the

valu

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at l

east

onc

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12 m

onth

s. R

HA

S p

rovi

ded

writ

ten

assu

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the

entit

y th

at th

e m

odel

dev

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ed is

in c

ompl

ianc

e w

ith A

AS

B 1

3.

The

sign

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nt u

nobs

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ble

inpu

ts u

sed

in th

e fa

ir va

lue

mea

sure

men

t of t

he A

EC

’s L

ease

hold

Impr

ovem

ent a

nd P

rope

rty,

Pla

nt a

nd E

quip

men

t – O

ther

ar

e us

eful

live

s. U

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es fo

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aseh

old

impr

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are

bas

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perio

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the

curr

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that

m

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Sig

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t.

149

Managing resources and assets Notes to the financial statements

Note 5D: Reconciliation for Recurring Level 3 Fair Value Measurements

Recurring Level 3 fair value measurements – reconciliation for assets

Financial assets 2014

Leasehold Improvements

$’000

Property, plant and

equipment – others $’000

Total $’000

Opening balance 11 932 5 750 17 682Total (losses) recognised in net cost of servicesa (3 226) (3 131) (6 357)Total gains recognised in other comprehensive incomeb 2 869 2 436 5 305Purchases 487 2 130 2 617

Closing balance 12 062 7 185 19 247Changes in unrealised gains/(losses) recognised in net cost of services for assets held at the end of the reporting periodc 2 869 2 436 5 305

a. These (losses) are presented in the Statement of Comprehensive Income under Depreciation and Amortisation and Disposal of Assets.

b. These gains are presented in the Statement of Comprehensive Income under Changes in asset revaluation surplus.

c. These unrealised gains are presented in the Statement of Comprehensive Income under Changes in asset revaluation surplus.

The entity’s policy for determining when transfers between levels are deemed to have occurred can be found in Note 1.19.

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Australian Electoral Commission Annual Report 2013–14

Note 6: Financial Assets2014 $’000

2013 $’000

Note 6A: Cash and Cash EquivalentsCash on hand or on deposit 1 518 1 689

Total cash and cash equivalents 1 518 1 689Note 6B: Trade and Other Receivables

Good and Services:Goods and services – related parties 158 153Goods and services – external parties 106 1 401

Total receivables for goods and services 264 1 554Appropriations receivable:

Programme funding 35 616 11 986Equity Injections 3 992 1 654Departmental Capital Budget 6 234 4 922

Total appropriations receivable 45 842 18 562

Note: AEC’s Programme Funding Receviable includes an amount of $24.314m related to activities that the AEC did not undertake in the 2013–14 financial year and $2.181m related to prior year activities that the AEC did not undertake. Equity injections include an amount of $3.989m related to activities that the AEC did not undertake. The Department of Finance has quarantined all of these funds. These amounts will be legally reduced under Appropriation Acts in the 2014–15 financial year.

2014 $’000

2013 $’000

Other receivables:GST receivable from the Australian Taxation Office 632 316Other – related parties 72 213Other – external parties 1 398 672

Total other receivables 2 102 1 201Total trade and other receivables (gross) 48 208 21 317Less impairment allowance:

Goods and services 1 –Total impairment allowance 1 –Total trade and other receivables (net) 48 207 21 317Receivables are expected to be recovered in:

No more than 12 months 48 207 21 317More than 12 months – –

Total trade and other receivables (net) 48 207 21 317Receivables are aged as follows:

Not overdue 48 167 21 257Overdue by:

0 to 30 days 13 4131 to 60 days 8 1461 to 90 days – –More than 90 days 20 5

Total receivables (gross) 48 208 21 317

151

Managing resources and assets Notes to the financial statements

2014 $’000

2013 $’000

The impairment allowance is aged as follows:Overdue by:

More than 90 days 1 –Total impairment allowance 1 –

Credit terms for goods and services are within 30 days (2013: 30 days)

Reconciliation of the Impairment Allowance:

Movements in relation to 2014

Goods and services

$’000Total

$’000Opening balance – –

Amounts written off – –Amounts recovered and reversed – –Increase/decrease recognised in net cost of services 1 1

Closing balance 1 1

Movements in relation to 2013

Goods and services

$’000Total

$’000Opening balance 1 1

Amounts written off – –Amounts recovered and reversed – –Increase/decrease recognised in net cost of services (1) (1)

Closing balance – –

152

Australian Electoral Commission Annual Report 2013–14

Note 7: Non‑Financial Assets2014 $’000

2013 $’000

Note 7A: Land and BuildingsLeasehold improvements:

Work in progress – 1 997Fair value 12 529 10 168Accumulated depreciation (467) (233)

Total leasehold improvements 12 062 11 932Total land and buildings 12 062 11 932

No leasehold improvements were expected to be sold or disposed of within the next 12 months.

2014 $’000

2013 $’000

Note 7B: Property, Plant and EquipmentOther property, plant and equipment:

Fair value 7 227 5 796Accumulated depreciation – –

Total other property, plant and equipment 7 227 5 796Total property, plant and equipment 7 227 5 796

Revaluations of non‑financial assetsAll revaluations were conducted in accordance with the revaluation policy stated at Note 1. In June 2014, an independent valuer from Rodney Hyman Asset Services Pty Ltd conducted a full valuation of all assets held at 30 June 2014.

A revaluation increment of $2 869 318 for leasehold improvements (2013: $537 552) was credited to the asset revaluation surplus by asset class and included in the equity section of the statement of financial position. There was no revaluation increment for provision for restoration (2013: $0). Similarly an increment of $2 449 841 for property, plant and equipment (2013: $1 395 557) was credited to the asset revaluation surplus and included in the equity section of the Statement of Financial Position.

153

Managing resources and assets Notes to the financial statements

Note 7C: Reconciliation of the Opening and Closing Balances of Property, Plant and Equipment

Leasehold Improvements

$’000

Other Property, Plant & Equipment

$’000Total

$’0002014As at 1 July 2013

Gross book value 12 165 5 796 17 961Accumulated depreciation and impairment (233) – (233)

Total as at 1 July 2013 11 932 5 796 17 728Additions

By purchase 487 2 130 2 617Revaluations and impairments recognised in other comprehensive income 2 869 2 450 5 319Depreciation expense (3 226) (3 130) (6 356)Disposals – (19) (19)Total as at 30 June 2014 12 062 7 227 19 289Total as at 30 June 2014 represented by:

Gross book value 12 529 7 227 19 756Accumulated depreciation and impairment (467) – (467)

Total as at 30 June 2014 12 062 7 227 19 289

Leasehold Improvements

$’000

Other Property, Plant & Equipment

$’000Total

$’0002013As at 1 July 2012

Gross book value 8 620 3 814 12 434Accumulated depreciation and impairment – – –

Total as at 1 July 2012 8 620 3 814 12 434Additions

By purchase 6 469 2 619 9 088Revaluations and impairments recognised in other comprehensive income 538 1 396 1 934Revaluations recognised in the operating result – – –Depreciation expense (3 670) (1 969) (5 639)Disposals (25) (64) (89)Total as at 30 June 2013 11 932 5 796 17 728Total as at 30 June 2013 represented by:

Gross book value 12 165 5 796 17 961Accumulated depreciation and impairment (233) – (233)

Total as at 30 June 2013 11 932 5 796 17 728

154

Australian Electoral Commission Annual Report 2013–14

2014 $’000

2013 $’000

Note 7D: IntangiblesComputer software:

Internally developed – in progress 18 123Internally developed – in use 47 210 45 575Purchased 2 029 2 265Accumulated amortisation (34 844) (32 060)

Total computer software 14 413 15 903Total intangibles 14 413 15 903

No indicators of impairment were found for intangible assets (2013: $nil)

No intangibles are expected to be sold or disposed of within the next 12 months.

Note 7E: Reconciliation of the Opening and Closing Balances of Intangibles

Computer software internally

developed $’000

Computer software

purchased $’000

Total $’000

2014As at 1 July 2013

Gross book value 45 698 2 265 47 963 Accumulated amortisation and impairment (30 291) (1 769) (32 060)

Total as at 1 July 2013 15 407 496 15 903 Additions

By purchase or internally developed 1 530 13 1 543 Amortisation (2 855) (178) (3 033)

Total as at 30 June 2014 14 082 331 14 413 Total as at 30 June 2014 represented by:

Gross book value 47 228 2 029 49 257 Accumulated amortisation and impairment (33 146) (1 698) (34 844)

Total as at 30 June 2014 14 082 331 14 413

155

Managing resources and assets Notes to the financial statements

Computer software internally

developed $’000

Computer software

purchased $’000

Total $’000

2013As at 1 July 2012

Gross book value 41 207 1 950 43 157Accumulated amortisation and impairment (27 902) (1 581) (29 483)

Total as at 1 July 2012 13 305 369 13 674Additions

By purchase or internally developed 4 736 315 5 051Amortisation (2 577) (188) (2 765)Disposals (57) – (57)

Total as at 30 June 2013 15 407 496 15 903Total as at 30 June 2013 represented by:

Gross book value 45 698 2 265 47 963Accumulated amortisation and impairment (30 291) (1 769) (32 060)

Total as at 30 June 2013 15 407 496 15 903

2014 $’000

2013 $’000

Note 7F: InventoriesInventories held for distribution

Election equipment at cost (ballot paper and voting equipment) 1 898 3 594

Total inventories 1 898 3 594

During 2013–14, $3 133 961 of inventory held for distribution was recognised as an expense (2012–13: $114 420).

No items of inventory were recognised at fair value less cost to sell.

2014 $’000

2013 $’000

Note 7G: Other Non‑Financial AssetsPrepayments 1 567 1 653

Total other non‑financial assets 1 567 1 653Total other non‑financial assets – are expected to be recovered in:

No more than 12 months 1 550 1 611More than 12 months 17 42

Total other non‑financial assets 1 567 1 653

No indicators of impairment were found for other non‑financial assets (2013: Nil).

156

Australian Electoral Commission Annual Report 2013–14

Note 8: Payables2014 $’000

2013 $’000

Note 8A: SuppliersTrade creditors and accruals 7 679 5 728

Total supplier payables 7 679 5 728Supplier payables expected to be settled within 12 months:

Related parties 2 939 638External parties 4 740 5 090

Total 7 679 5 728Total supplier payables 7 679 5 728

Settlement was usually made within 30 days.

The AEC received $97 127 (2013: $160 751) under the Paid Parental Leave Scheme.

2014 $’000

2013 $’000

Note 8B: Other PayablesSalaries and wages 2 202 2 074Superannuation 323 314Lease incentives 3 744 4 421Straight‑line leases 582 306Unearned revenue 798 1 403

Total other payables 7 649 8 518Total other payables are expected to be settled in:

No more than 12 months 3 893 4 351More than 12 months 3 756 4 167

Total other payables 7 649 8 518

157

Managing resources and assets Notes to the financial statements

Note 9: Provisions2014 $’000

2013 $’000

Note 9A: Employee ProvisionsLeave 22 253 22 535

Total employee provisions 22 253 22 535Employee provisions are expected to be settled in:

No more than 12 months 5 989 5 784More than 12 months 16 264 16 751

Total employee provisions 22 253 22 535Note 9B: Other Provisions

Provision for restoration obligations 1 577 1 553Total other provisions 1 577 1 553Other provisions are expected to be settled in:

No more than 12 months 378 225More than 12 months 1 199 1 328

Total other provisions 1 577 1 553

Provision for restoration

$’000Total

$’000Carrying amount 1 July 2013 1 553 1 553

Additional provisions made 30 30Amounts used (36) (36)Amounts reversed (4) (4)Unwinding of discount 34 34

Closing balance 2014 1 577 1 577

The AEC currently has 35 (2013: 35) 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 AEC has made a provision to reflect the present value of this obligation.

158

Australian Electoral Commission Annual Report 2013–14

Note 10: Cash Flow Reconciliation2014 $’000

2013 $’000

Reconciliation of cash and cash equivalents as per the Statement of Financial Position to Cash Flow StatementCash and cash equivalents as per:

Cash flow statement 1 518 1 689Statement of financial position 1 518 1 689

Difference – –Reconciliation of net cost of services to net cash from operating activities:

Net cost of services (265 019) (116 392)Add revenue from Government 276 066 114 257

Adjustments for non‑cash itemsDepreciation/amortisation 9 389 8 404Net write down/(up) of makegood liability 34 (163)Loss on disposal of assets 19 121

Changes in assets/liabilitiesDecrease/(increase) in lease incentive asset 41 89(Increase) in net receivables (23 298) (46)Decrease/(increase) in inventories 1 696 (611)Decrease in prepayments 86 538(Decrease) in employee provisions (282) (715)Increase/(decrease) in supplier payables 1 992 (1 940)(Decrease) in other payable (869) (732)Increase in other provisions 28 –

Net cash from operating activities (117) 2 810

159

Managing resources and assets Notes to the financial statements

Note 11: Contingent Assets and LiabilitiesClaims for damages

or costs Total2014 $’000

2013 $’000

2014 $’000

2013 $’000

Contingent assetsBalance from previous period – 90 – 90New contingent assets recognised – – – –Assets recognised – (90) – (90)

Total contingent assets – – – –Net contingent assets – – – –

Contingent LiabilitiesAt 30 June 2014, the AEC had no contingent liabilities (2013: $0).

Quantifiable ContingenciesAt 30 June 2014, the AEC had no quantifiable contingencies (2013: $0).

Unquantifiable ContingenciesAt 30 June 2014, the AEC had no unquantifiable contingencies (2013: $0).

Significant Remote ContingenciesThe AEC has no significant remote contingencies (2013: $0).

Note 12: Senior Executive Remuneration2014

$2013

$Note 12A: Senior Executive Remuneration Expenses for the Reporting Perioda

Short‑term employee benefits:Salary 3 177 517 3 160 047

Otherb 187 003 57 467Total short‑term employee benefits 3 364 520 3 217 514Post‑employment benefits:

Superannuation 659 152 543 824Total post‑employment benefits 659 152 543 824Other long‑term benefits:

Long‑service leave 76 301 75 493Annual leave accrued 237 380 234 869

Total other long‑term benefits 313 681 310 362Total senior executive remuneration expenses 4 337 353 4 071 700

a. This note is prepared on an accruals basis.

Note 12A excludes acting arrangements and part‑year service where total remuneration expensed for a senior executive was less than $195 000.

b. Other includes higher duties, FBT and retention payments.

160

Australian Electoral Commission Annual Report 2013–14

Not

e 12

B: A

vera

ge A

nnua

l Rep

orta

ble

Rem

uner

atio

n P

aid

to

Sub

stan

tive

Sen

ior

Exe

cutiv

es D

urin

g th

e R

epor

ting

Per

iod

Ave

rage

ann

ual r

epor

tabl

e re

mun

erat

ion

paid

to s

ubst

antiv

e se

nior

exe

cutiv

es in

201

4

Ave

rage

ann

ual r

epor

tabl

e re

mun

erat

iona

Sub

stan

tive

Sen

ior

Exe

cutiv

es

No.

Rep

orta

ble

sal

aryb

$

Con

trib

uted

su

per

annu

atio

nc $

Rep

orta

ble

al

low

ance

sd $

Bon

us p

aid

e $To

tal $

Tota

l rem

uner

atio

n (in

clud

ing

par

t‑ti

me

arra

ngem

ents

):le

ss th

an $

195 

000

714

5 57

217

 349

––

162 

921

$195

 000

to $

224 

999

718

6 61

127

 047

––

213 

658

$225

 000

to $

254 

999

321

3 26

425

 624

––

238 

888

$255

 000

to $

284 

999

124

1 13

730

 482

––

271 

619

$285

 000

to $

314 

999

126

6 61

237

 658

––

304 

270

$315

 000

to $

344 

999

129

5 39

436

 694

––

332 

088

$1 0

35 0

00 to

$1 

064 

999g

199

2 22

259

 635

––

1 05

1 85

7To

tal

21

Ave

rage

ann

ual r

epor

tabl

e re

mun

erat

ion

paid

to s

ubst

antiv

e se

nior

exe

cutiv

es in

201

3

Ave

rage

ann

ual r

epor

tabl

e re

mun

erat

iona

Sub

stan

tive

Sen

ior

Exe

cutiv

es

No.

Rep

orta

ble

sala

ryb

$

Con

trib

uted

su

pera

nnua

tionc $

Rep

orta

ble

allo

wan

cesd

$B

onus

pai

de $To

tal $

Tota

l rem

uner

atio

n (in

clud

ing

par

t‑ti

me

arra

ngem

ents

):le

ss th

an $

195 

000

615

5 07

120

 491

––

175 

562

$195

 000

to $

224 

999

617

7 17

224

 414

––

201 

586

$225

 000

to $

254 

999

320

3 50

228

 260

168

–23

1 93

0$2

55 0

00 to

$28

4 99

93

230 

996

35 0

86–

–26

6 08

2$3

75 0

00 to

$40

4 99

91

332 

283

44 9

31–

–37

7 21

4To

tal

19

a. T

his

tabl

e re

port

s su

bsta

ntiv

e se

nior

exe

cutiv

es w

ho re

ceiv

ed re

mun

erat

ion

durin

g th

e re

port

ing

perio

d. E

ach

row

repr

esen

ts a

n av

erag

ed fi

gure

bas

ed o

n he

adco

unt f

or in

divi

dual

s in

the

rem

uner

atio

n ba

nd (i

.e.

the

‘Tot

al s

ubst

antiv

e S

enio

r E

xecu

tives

No.

’ col

umn)

. b.

‘R

epor

tabl

e sa

lary

’ inc

lude

s th

e fo

llow

ing:

1. 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)

; 2.

rep

orta

ble

fring

e be

nefit

s (a

t the

net

am

ount

prio

r to

‘gro

ssin

g up

’ for

tax

purp

oses

); 3.

exe

mpt

fore

ign

empl

oym

ent i

ncom

e; a

nd4.

rep

orta

ble

empl

oyer

sup

eran

nuat

ion

cont

ribut

ions

.c.

The

‘con

trib

uted

sup

eran

nuat

ion’

am

ount

is th

e av

erag

e co

st to

the

entit

y fo

r the

pro

visi

on o

f sup

eran

nuat

ion

bene

fits

to s

ubst

antiv

e se

nior

exe

cutiv

es in

that

repo

rtab

le re

mun

erat

ion

band

dur

ing

the

repo

rtin

g pe

riod.

161

Managing resources and assets Notes to the financial statements

d. ‘

Rep

orta

ble

allo

wan

ces’

are

the

aver

age

annu

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

se.

‘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

.f.

Vario

us s

alar

y sa

crifi

ce a

rran

gem

ents

wer

e av

aila

ble

to s

enio

r ex

ecut

ives

incl

udin

g su

pera

nnua

tion,

mot

or v

ehic

le a

nd e

xpen

se p

aym

ent f

ringe

ben

efits

. Sal

ary

sacr

ifice

ben

efits

are

repo

rted

in th

e ‘re

port

able

sa

lary

’ col

umn

(refe

r 2(

b)).

g. T

he re

port

able

sal

ary

for

the

top

paid

Sub

stan

tive

Sen

ior

Exe

cutiv

e in

clud

es th

e pa

yout

of l

eave

on

resi

gnat

ion.

Not

e 12

C: 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

4

Ave

rage

ann

ual r

epor

tabl

e re

mun

erat

iona

Oth

er h

ighl

y p

aid

sta

ff

No.

Rep

orta

ble

sa

lary

b $

Con

trib

uted

su

per

annu

atio

nc $

Rep

orta

ble

al

low

ance

sd $

Bon

us p

aid

e $To

tal $

Tota

l rem

uner

atio

n (in

clud

ing

par

t‑ti

me

arra

ngem

ents

):$2

55 0

00 to

$28

4 99

91

255 

360

19 6

26–

–27

4 98

6To

tal

1

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

iona

Oth

er h

ighl

y pa

id s

taff

No.

Rep

orta

ble

sala

ryb

$

Con

trib

uted

su

pera

nnua

tionc $

Rep

orta

ble

allo

wan

cesd

$B

onus

pai

de $To

tal $

Tota

l rem

uner

atio

n (in

clud

ing

par

t– t

ime

arra

ngem

ents

):$1

95 0

00 to

$22

4 99

9–

––

––

–To

tal

–

a. T

his

tabl

e re

port

s st

aff:

1. w

ho w

ere

empl

oyed

by

the

entit

y du

ring

the

repo

rtin

g pe

riod;

2.

who

se re

port

able

rem

uner

atio

n w

as $

195 

000

or m

ore

for

the

repo

rtin

g pe

riod;

and

3.

wer

e no

t req

uire

d to

be

disc

lose

d in

Tab

le B

dis

clos

ures

.4.

Eac

h ro

w is

an

aver

aged

figu

re b

ased

on

head

coun

t for

indi

vidu

als

in th

e ba

nd.

b. ‘

Rep

orta

ble

sala

ry’ i

nclu

des

the

follo

win

g:1.

gro

ss p

aym

ents

(les

s an

y bo

nuse

s pa

id, w

hich

are

sep

arat

ed o

ut a

nd d

iscl

osed

in th

e ‘b

onus

pai

d’ c

olum

n);

2. 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);

3. e

xem

pt fo

reig

n em

ploy

men

t inc

ome;

and

4. r

epor

tabl

e em

ploy

er s

uper

annu

atio

n co

ntrib

utio

ns.

c. 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.

d. ‘

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

se.

‘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

.

162

Australian Electoral Commission Annual Report 2013–14

Note 13: Remuneration of Auditors2014 $’000

2013 $’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 received

Financial statement audit services 94 84Total 94 84

No other services were provided by the Auditor‑General.

Note 14: Financial Instruments2014 $’000

2013 $’000

Note 14A: Categories of Financial InstrumentsFinancial Assets

Loans and receivables:Cash and cash equivalents 1 518 1 689Receivables for goods and services 1 733 2 439

Total financial assets 3 251 4 128Financial Liabilities

At amortised cost:Trade Creditors 7 679 5 728

Total financial liabilities 7 679 5 728Note 14B: Net Gains or Losses on Financial Assets

Loans and receivablesImpairment of receivables for goods and services (1) – Net gain/(loss) from loans and receivables (1) –

Note 14C: Fair Value of Financial InstrumentsThe carrying amount of financial instruments does not differ from the fair value.

Note 14D: 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 Statement of Financial Position.

The AEC has no significant exposures to any concentration of credit risk.

163

Managing resources and assets Notes to the financial statements

The following table illustrates the AEC’s gross exposure to credit risk, excluding any collateral or credit enhancements.

2014 $’000

2013 $’000

Financial assetsCash and cash equivalents 1 518 1 689Receivables for goods and services 263 1 554Other receivables – related and external parties 1 470 885

Total 3 251 4 128

Credit quality of financial assets not past due or individually determined as impaired

Not past due nor impaired

Past due or impaired

2014 $’000

2013 $’000

2014 $’000

2013 $’000

Cash and cash equivalents 1 518 1 689 – –Receivables for goods and services 1 692 2 379 41 60 Total 3 210 4 068 41 60

Ageing of financial assets that were past due but not impaired for 2014

0 to 30 days $’000

31 to 60 days $’000

61 to 90 days $’000

90+ days $’000

Total  $’000

Receivables for goods and services 13 8 – 20 41Total 13 8 – 20 41

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 days

$’000

90+ days

$’000Total 

$’000Receivables for goods and services 41 14 – 5 60Total 41 14 – 5 60

Note 14E: 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.

Maturities for non‑derivative financial liabilities 2014

Within 1 year $’000

Total $’000

Trade Creditors 7 679 7 679Total 7 679 7 679

164

Australian Electoral Commission Annual Report 2013–14

Maturities for non‑derivative financial liabilities 2013

Within 1 year $’000

Total $’000

Trade Creditors 5 728 5 728Total 5 728 5 728

The AEC had no derivative financial liabilities in either 2014 or 2013.

Note 14F: 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’, ‘Other price risk’ or ‘Interest rate risk’.

Note 15: Financial Assets Reconciliation

Notes2014 $’000

2013 $’000

Financial assetsTotal financial assets as per statement of financial position 49 725 23 006 Less: non‑financial instrument componentsAppropriations receivable 6B (45 852) (18 562)Other receivables 6B (632) (316)Total non‑financial instrument components (46 474) (18 878)Total financial assets as per financial instruments note 14A 3 251 4 128

Note 16: Administered – Expenses2014 $’000

2013 $’000

Note 16A: Other ExpensesRefunds – electoral fines/penalties 27 1Election public funding 60 957 –

Total other expenses 60 984 1

Note 17: Administered – Income2014 $’000

2013 $’000

OWN‑SOURCE REVENUENon‑Taxation RevenueNote 17A: Fees and Fines

Electoral fines/penalties 2 237 10Candidate deposits 5 19Other – 3

Total fees and fines 2 242 32

165

Managing resources and assets Notes to the financial statements

Note 18: Administered – Assets and LiabilitiesThere are no administered assets or liabilities for the AEC.

Note 19: Administered – Cash Flow Reconciliation2014 $’000

2013 $’000

Reconciliation of cash and cash equivalents as per Administered Schedule of Assets and Liabilities to Administered Cash Flow StatementCash and cash equivalents as per:

Schedule of administered cash flows – – Schedule of administered assets and liabilities – –

Discrepancy – – Reconciliation of net cost of services to net cash from/(used by) operating activities:

Net cost of (contribution) by services 58 742 31Adjustments for non–cash items – – Movements in assets/liabilities – –

Net cash (from)/used by operating activities 58 742 31

Note 20: Administered – Contingent Assets and LiabilitiesThere are no administered contingencies, remote or quantifiable, for the AEC.

Note 21: Administered – Financial InstrumentsThere are no administered financial instruments for the AEC.

166

Australian Electoral Commission Annual Report 2013–14

Not

e 22

: App

ropr

iatio

nsN

ote

22A

: Ann

ual A

pp

rop

riatio

ns (R

ecov

erab

le G

ST

excl

usiv

e)

2014

App

ropr

iatio

nsA

pp

rop

riatio

n ap

plie

d in

20

14 (c

urre

nt

and

prio

r ye

ars)

$’00

0Va

rianc

e $’

000

App

ropr

iatio

n A

ctFM

A A

ct

Tota

l ap

pro

pria

tion

Ann

ual

Ap

pro

pria

tiona

$’00

0

Ap

pro

pria

tions

re

duc

edb

$’00

0A

FMc

$’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

es27

5 36

5–

– –

19 5

42–

294 

907

265 

847

29 0

60O

ther

ser

vice

sE

quity

3 99

2–

– –

– –

3 99

21 

254

2 73

8To

tal d

epar

tmen

tal

279 

357

––

– 19

 542

– 29

8 89

926

7 10

131

 798

a. A

EC

’s A

nnua

l App

ropr

iatio

n in

the

2013

–14

finan

cial

yea

r in

clud

es s

uppl

emen

tatio

n ap

prop

riatio

n of

$3.

795m

that

rela

ted

to th

e 20

12–1

3 fin

anci

al y

ear.

This

am

ount

is re

flect

ed in

the

abov

e ta

ble.

Of t

his

amou

nt

$2.1

81 h

as b

een

quar

antin

ed a

nd w

ill be

redu

ced

unde

r A

ppro

pria

tion

Act

s in

the

2014

–15

finan

cial

yea

r.

AE

C’s

Ann

ual A

ppro

pria

tion

in th

e 20

13–1

4 fin

anci

al y

ear

incl

udes

an

amou

nt o

f $26

.818

m re

late

d to

ord

inar

y an

nual

ser

vice

s an

d $3

.989

m re

late

d to

Equ

ity th

at h

as b

een

quar

antin

ed a

nd w

ill be

redu

ced

unde

r A

ppro

pria

tion

Act

s in

the

2014

–15

finan

cial

yea

r. Th

is a

mou

nt is

incl

uded

in th

e ta

ble

abov

e.

Of t

he a

mou

nts

quar

antin

ed o

nly

$0.3

23m

has

bee

n ap

plie

d as

a re

duct

ion

in R

even

ue fr

om G

over

nmen

t and

App

ropr

iatio

ns R

ecev

iabl

e in

the

finan

cial

sta

tem

ents

.

b. A

ppro

pria

tions

redu

ced

unde

r A

ppro

pria

tion

Act

s (N

os. 1

, 3, 5

) 201

3–14

: sec

tions

10,

11,

12

and

15 a

nd u

nder

App

ropr

iatio

n A

cts

(Nos

. 2, 4

, 6) 2

013–

14: s

ectio

ns 1

2 13

, 14

and

17. D

epar

tmen

tal

appr

opria

tions

do

not l

apse

at fi

nanc

ial y

ear‑

end.

How

ever

, the

resp

onsi

ble

Min

iste

r m

ay d

ecid

e th

at p

art o

r al

l of a

dep

artm

enta

l app

ropr

iatio

n is

not

requ

ired

and

requ

est t

hat t

he F

inan

ce M

inis

ter

redu

ce th

at

appr

opria

tion.

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.

c. A

dvan

ce to

the

Fina

nce

Min

iste

r (A

FM) –

App

ropr

iatio

n A

cts

(Nos

. 1, 3

, 5) 2

013–

14: s

ectio

n 13

and

App

ropr

iatio

n A

cts

(Nos

. 2, 4

, 6) 2

013–

14: s

ectio

n 15

.

167

Managing resources and assets Notes to the financial statements

2013

App

ropr

iatio

nsA

ppro

pria

tion

appl

ied

in

2013

(cur

rent

an

d pr

ior

year

s)

$’00

0Va

rianc

e $’

000

App

ropr

iatio

n A

ctFM

A A

ct

Tota

l ap

prop

riatio

n

Ann

ual

App

ropr

iatio

n $’

000

App

ropr

iatio

ns

redu

ceda

$’00

0A

FMb

$’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–

134 

088

133 

305

783

Oth

er s

ervi

ces

Equ

ity27

0–

– –

– –

270

3 19

7(2

 927

)To

tal d

epar

tmen

tal

112 

361

– –

– 21

 997

– 13

4 35

813

6 50

2(2

 144

)

a. 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 13

, 14

and

17. D

epar

tmen

tal

appr

opria

tions

do

not l

apse

at fi

nanc

ial y

ear‑

end.

How

ever

, the

resp

onsi

ble

Min

iste

r m

ay d

ecid

e th

at p

art o

r al

l of a

dep

artm

enta

l app

ropr

iatio

n is

not

requ

ired

and

requ

est t

hat t

he F

inan

ce M

inis

ter

redu

ce

that

app

ropr

iatio

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. In

201

3, th

ere

was

no

redu

ctio

n in

dep

artm

enta

l and

non

‑ope

ratin

g de

part

men

tal a

ppro

pria

tions

.

b. A

dvan

ce to

the

Fina

nce

Min

iste

r (A

FM) –

App

ropr

iatio

n A

cts

(Nos

. 1, 3

, 5) 2

012–

13: s

ectio

n 13

and

App

ropr

iatio

n A

cts

(Nos

. 2, 4

, 6) 2

012–

13: s

ectio

n 15

.

c. 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.

168

Australian Electoral Commission Annual Report 2013–14

Not

e 22

B: D

epar

tmen

tal C

apita

l Bud

gets

(Rec

over

able

GS

T ex

clus

ive)

2014

Cap

ital B

udge

t App

ropr

iatio

nsC

apita

l Bud

get A

ppro

pria

tions

app

lied

in

2014

(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

pp

rop

riatio

ns

$’00

0

Pay

men

ts fo

r no

n-fin

anci

al

asse

tsc

$’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

edb

$’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

ta4 

181

– –

4 18

12 

869

– 2 

869

1 31

2

a. 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.

b. A

ppro

pria

tions

redu

ced

unde

r A

ppro

pria

tion

Act

s (N

o. 1

, 3, 5

) 201

3–14

: sec

tions

10,

11,

12

and

15 o

r vi

a a

dete

rmin

atio

n by

the

Fina

nce

Min

iste

r.

c. P

aym

ents

mad

e on

non

‑fina

ncia

l ass

ets

incl

ude

purc

hase

s of

ass

ets,

exp

endi

ture

on

asse

ts w

hich

has

bee

n ca

pita

lised

, cos

ts in

curr

ed to

mak

e go

od a

n as

set t

o its

orig

inal

con

ditio

n, a

nd th

e ca

pita

l rep

aym

ent

com

pone

nt o

f fina

nce

leas

es.

2013

Cap

ital B

udge

t App

ropr

iatio

nsC

apita

l Bud

get A

ppro

pria

tions

app

lied

in

2013

(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– fi

nanc

ial

asse

tsc

$’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

cedb

$’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

ta10

 629

– –

10 6

298 

797

–8 

797

1 83

2

a. 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.

b. 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.

c. P

aym

ents

mad

e on

non

‑fina

ncia

l ass

ets

incl

ude

purc

hase

s of

ass

ets,

exp

endi

ture

on

asse

ts w

hich

has

bee

n ca

pita

lised

, cos

ts in

curr

ed to

mak

e go

od a

n as

set t

o its

orig

inal

con

ditio

n, a

nd th

e ca

pita

l rep

aym

ent

com

pone

nt o

f fina

nce

leas

es.

169

Managing resources and assets Notes to the financial statements

Note 22C: Unspent Annual Appropriations (Recoverable GST exclusive)

Authority2014 $’000

2013 $’000

DEPARTMENTAL

Appropriation Act 1 – 2013–14b 35 939 – Appropriation Act 1 – 2013–14 – Cash 1 518 – Appropriation Act 1 – 2013–14 – Departmental Capital Budget 1 478 – Appropriation Act 1 – 2012–13 – 5 316Appropriation Act 1 – 2012–13 – Cash – 1 689Appropriation Act 1 – 2012–13 – Departmental Capital Budget 4 756 4 922Appropriation Act 1 – 2010–11 – 2 875

Act 2 – Non Operating – Equity Injection – 2013–14a 3 992 – Act 2 – Non Operating – Equity Injection – 2012–13 – 270Act 2 – Non Operating – Equity Injection – 2011–12 – 370Act 2 – Non Operating – Equity Injection – 2010–11 – 614Act 2 – Non Operating – Equity Injection – 2009–10 – 400

Total 47 683 16 456

a. AEC’s Annual Appropriation in the 2013–14 financial year includes supplementation appropriation of $3.795m that related to the 2012–13 financial year. This amount is reflected in the above table. Of this amount $2.181m has been quarantined and will be reduced under Appropriation Acts in the 2014–15 financial year.

b. AEC’s Annual Appropriation includes an amount of $26.818m related to ordinary annual services and $3.989m related to Equity that has been quarantined and will be reduced under Appropriation Acts in the 2014–15 financial year. This amount is included in the table above, but has not been recognised in Revenue from Government and Appropriations Receivable in the financial statements.

c. Of the amounts quarantined only $0.323m has been applied as a reduction in Revenue from Government and Appropriations Receivable in the financial statements.

Note 22D: Special Appropriations (Recoverable GST exclusive)

Authority Type Purpose

Appropriation applied

2014 $’000

2013 $’000

Commonwealth Electoral Act 1918 (Administered)

Unlimited Amount

Election Public Funding 60 957 –

Financial Management and Accountability Act 1997 – s.28 Refund of Receipts Refund

Refund of Non Voter Fines 30 –

Commonwealth Electoral Act 1918 (Departmental)

Unlimited Amount

Electoral Roll Review 9 000 9 000

Total 69 987 9 000

170

Australian Electoral Commission Annual Report 2013–14

Note 23: Special AccountsNote 23A: Special Accounts (Recoverable GST exclusive)

Services for Other Entitites and Trust Monies (SOETM)

2014 $’000

2013 $’000

Balance brought forward from previous periodIncreases:

Other receipts 2 424 – Total increases 2 424 – Available for payments 2 424 – Decreases:

Special Public Money Payments made 920 – Total decreases 920 – Total balance carried to the next period 1 504 –

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 24: Assets Held in Trust

Monetary assetsFinancial assets held in trust are also disclosed in Note 23: Services for Other Entities and Trust Moneys (SOETM) Special Account.

2014 $’000

2013 $’000

SOETM Special Account – Monetary AssetTotal amount held at the beginning of the reporting period – – Receipts 2 424 – Payments:

Title passed to Australian Government – – Returned to original owner (920) –

Total amount held at the end of the reporting period 1 504 –

Non‑monetary assetsAEC had no non‑monetary assets held in trust in both the current and prior reporting period.

171

Managing resources and assets Notes to the financial statements

Note 25: Compensation and Debt Relief2014

$2013

$Compensation and Debt Relief – Departmental

No ‘Act of Grace payments’ were expended during the reporting period (2013: 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 (2013: No waivers). – –

Three payments were provided under the Compensation for Detriment caused by Defective Administration (CDDA) Scheme during the reporting period (2013: No payments). 2 891 –

No ex‑gratia payments were provided for during the reporting period (2013: No payments). – – No payment was made under Paragraph 3 of Appendix B (Handling Monetary Claims) of the Legal Services Direction 2005, issued under section 55ZF of the Judiciary Act 1903 during the reporting period (2013: No payments). – – No payment was made under section 73 (1) of the Public Service Act 1999 as a payment in special circumstances. (2013: 1 payment). – 6 672Compensation and Debt Relief – AdministeredNo ‘Act of Grace payments’ were expended during the reporting period (2013: 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 (2013: No waivers). – – 44 payments were provided under the Compensation for Detriment caused by Defective Administration (CDDA) Scheme during the reporting period (2013: No payments). 88 000 –

No ex‑gratia payments were provided for during the reporting period (2013: No payments). – – No payment was made under Paragraph 3 of Appendix B (Handling Monetary Claims) of the Legal Services Direction 2005, issued under section 55ZF of the Judiciary Act 1903 during the reporting period (2013: No payments). – – No payment was made under section 73 (1) of the Public Service Act 1999 as a payment in special circumstances. (2013: No payments). – –

172

Australian Electoral Commission Annual Report 2013–14

Not

e 26

: Rep

ortin

g of

Out

com

esIn

det

erm

inin

g th

e fu

ll co

st o

f out

puts

, the

AE

C c

harg

es d

irect

cos

ts to

pro

gram

mes

and

allo

cate

s ov

erhe

ads

betw

een

prog

ram

mes

on

the

basi

s of

full

time

equi

vale

nt s

taff.

The

AE

C’s

reso

urci

ng c

onsu

mpt

ion

varie

s co

nsid

erab

ly fr

om y

ear

to y

ear

and

betw

een

prog

ram

mes

dep

endi

ng o

n th

e ph

ase

of th

e el

ecto

ral c

ycle

.

Not

e 26

A: N

et C

ost

of O

utco

me

Del

iver

y

Pro

gram

me

1P

rogr

amm

e 2

Pro

gram

me

3To

tal O

utco

me

120

14

$’00

020

13

$’00

020

14

$’00

020

13

$’00

020

14

$’00

020

13

$’00

020

14

$’00

020

13

$’00

0D

epar

tmen

tal

Exp

ense

s50

 641

60 4

5821

1 29

655

 424

21 6

5919

 236

283 

596

135 

118

Ow

n‑so

urce

inco

me

(12 

169)

(12 

321)

(6 3

26)

(6 3

82)

(10)

(152

)(1

8 50

5)(1

8 85

5)A

dm

inis

tere

dE

xpen

ses

– –

60 9

84–

– –

60 9

84–

Inco

me

– –

(2 2

42)

(32)

– –

(2 2

42)

(32)

Net

cos

t of o

utco

me

deliv

ery

38 4

7248

 137

263 

712

49 0

1021

 649

19 0

8432

3 83

311

6 23

1

Out

com

e 1

is d

escr

ibed

in N

ote

1.1.

The

net c

osts

sho

wn

abov

e in

clud

e in

tra‑

gove

rnm

ent c

osts

.

Not

e 26

B: M

ajor

Cla

sses

of D

epar

tmen

tal E

xpen

ses,

Inco

me,

Ass

ets,

and

Lia

bili

ties

by

Out

com

eTh

e A

EC

has

one

out

com

e so

thes

e fig

ures

app

ear

in th

e S

tate

men

t of C

ompr

ehen

sive

Inco

me

and

Sta

tem

ent o

f Fin

anci

al P

ositi

on.

Not

e 26

C: M

ajor

Cla

sses

of A

dm

inis

tere

d E

xpen

ses,

Inco

me,

Ass

ets,

and

Lia

bili

ties

by

Out

com

eTh

e A

EC

has

one

out

com

e so

thes

e fig

ures

app

ear

in N

ote

16: A

dmin

iste

red

Exp

ense

s, N

ote

17: A

dmin

iste

red

Inco

me

and

Not

e 18

: Adm

inis

tere

d –

Ass

ets

and

Liab

ilitie

s.

173

Managing resources and assets Notes to the financial statements

Note 27: Net Cash Appropriation Arrangements2014 $’000

2013 $’000

Total comprehensive income (loss) less depreciation/amortisation expenses previously funded through revenue appropriationsa 25 759 8 257 Plus: depreciation/amortisation expenses previously funded through revenue appropriation (9 389) (8 404)Total comprehensive income/(loss) – as per the Statement of Comprehensive Income 16 370 (147)

a. 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 is required.

AEC’s Revenue from Government includes an amount of $24.314m related to activities that the AEC did not undertake. The Department of Finance has quarantined these funds for a return to government. These amounts will be legally reduced under Appropriation Acts in the 2014–15 financial year.

In recent years, the AEC has sought out new approaches to election training that go beyond merely informing staff about procedures and requirements to preparing them for the unique and dynamic characteristics of an election. Effective election management is not just about knowing what to do; it’s about being able to do it under pressure and deal with the myriad of unexpected issues that can arise along the way.

The need for experiential election training was heightened in the New South Wales state office when workforce planning revealed a significant number of staff would be eligible for retirement before the 2013 federal election. This meant that a considerable proportion of the state’s DROs would be either new to the AEC or new to their role when the election took place.

To build election capability, a pilot election training programme was developed – the Election Ready Operational Capacity Development Programme. The programme covered all

A new approach to trainingDivisional Returning Officers (DROs) are responsible for the House of Representatives election in each of Australia’s 150 federal electoral divisions. They must oversee the delivery of all election services in their division including enrolment processing, early voting, employing and training polling workers the conduct of the count, and finalising records and returns. All these services must be delivered consistently, to a high standard, in accordance with the Electoral Act, following a mandated timeline and under constant scrutiny. But what if you’ve never done it before?

‘Challenges in a controlled environment allowed me to test capability outside my comfort zone. This allowed consolidated learning… helped me to connect the dots.’ Course participant

175

‘I’ve been involved in elections on numerous times but I’ve never seen it in this light as a whole and how much the DRO needs to be on top of.’Course participant

aspects of election operations, with particular emphasis on the post‑election period. The programme highlighted the fact that post‑election success is dependent on completing pre‑election activities to a high quality.

The programme incorporated simulated election activities that participants were asked to manage. These were scaled to provide as close to a ‘real’ election experience as possible. Tight and demanding election timeframes were mimicked through unfolding scenarios, with disruptions occurring throughout key processes, requiring participants to react and respond appropriately.

For example, in order for participants to gain an understanding of the practical variations that can occur during counting, fresh scrutinies of 75 000 House of Representatives ballot papers were conducted simultaneously for two divisions – one with 11 candidates and the other with four. One of the divisions was simulated as a close seat and actors played the role of scrutineers. The ‘scrutineers’ followed real scenarios from previous elections to challenge ballot papers and supervisor decisions. Counts involving 3 000 declaration votes were also conducted in a tight timeframe, with other staff role‑playing candidates, scrutineers, media and AEC returning officers – all applying pressure for a result.

The nine‑day programme was initially piloted in New South Wales in October 2012. Peer and facilitator feedback was provided to the participants at the conclusion of each practical activity. Critical areas of focus were compliance and adherence to policy and procedural instructions, but participants were also encouraged to reflect on their learning and identify new insights.

Feedback from the pilot was overwhelmingly positive and three more courses were conducted, providing training to 80 AEC managers and supervisors from New South Wales, the Australian Capital Territory, Queensland, the Northern Territory and Tasmania.

The success of the programme in delivering ‘the closest experience of running an election outside running an election’ means it is now being assessed for inclusion in the AEC’s new Learning and Development Framework – part of a long‑term commitment to meaningful and comprehensive training that supports staff to deliver quality election services.

A new approach to training

176

Australian Electoral Commission Annual Report 2013–14

SixAppendixes

and references

178

Australian Electoral Commission Annual Report 2013–14

APPENDIX A: RESOURCESThis appendix provides details of the AEC’s resources and expenses in 2013–14, as required by the Joint Committee of Public Accounts and Audit Requirements for annual reports for departments, executive agencies and FMA Act bodies, June 2014.

The tables in this appendix correspond to tables in the Portfolio Budget Statements for 2013–14:

� the Agency Resource Statement, which provides information about the various funding sources that the AEC was able to draw on during the year (Table 29)

� the Expenses by Outcome table showing the detail of Budget appropriations and total resourcing for Outcome 1 (Table 30).

179

Appendixes and references

Table 29: Agency Resource Statement, 2013–14

Column a: Actual

appropriation for 2013–14

$’000

Column b: Payments

made 2013–14 $’000

Balance remaining 2013–14

(a minus b) $’000

Ordinary Annual Servicesa

Prior Year Departmental appropriation 13 113 8 357 4 756Departmental appropriationb 275 365 237 948 37 417Section 31 relevant agency receipts 19 542 19 542 –

Total 308 020 265 847 42 173Total ordinary annual services A 308 020 265 847Other servicesc

Departmental non‑operatingPrior Year Equity injections 1 254 1 254 –Equity injections 3 992 – 3 992

Total 5 246 1 254 3 992Total other services B 5 246 1 254Total Available Annual Appropriations and payments 313 266 267 101Special appropriations

Special appropriations limited by criteria/entitlement

Commonwealth Electoral Act 1918 (Administered) 60 957

Special appropriations limited by amount

Commonwealth Electoral Act 1918 (Departmental) 9 000

Total special appropriations C 69 957Special Accountsd

Opening balance –Non‑appropriation receipts to Special Accounts 2 424Payments made 920

Total Special Account D 2 424 920 1 504Total resourcing (A + B + C + D) 315 690 337 978Total net resourcing for agency 315 690 337 978

a. Appropriation Bill (No 1) 2013–14 and Appropriation Bill (No 3) 2013–14. This also includes Prior Year departmental appropriation and section 31 relevant agency receipts.

b. Includes an amount of $4.181 million in 2013–14 for the Department Capital Budget. For accounting purposes this amount has been designated as ‘contributions by owners’.

c. Appropriation Bill (No 2) 2013–14 and Appropriation Bill (No 4) 2013–14.

d. 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).

180

Australian Electoral Commission Annual Report 2013–14

Table 30: 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 programmes.

Column a: Budgeta 2013–14

$’000

Column b: Actual

expenses 2013–14

$’000

Variation (a minus b)

$’000

Programme 1.1 Electoral Roll ManagementDepartmental expenses

Departmental appropriationa 50 919 38 062 12 857Special appropriations 9 000 9 000 –Expenses not requiring appropriation in the Budget year 2 906 3 579 (673)

Total for Programme 1.1 62 825 50 641 12 184Programme 1.2 Election Management and Support Services

Administered expensesSpecial appropriations 68 000 60 984 7 016

Departmental expensesDepartmental appropriationb 192 513 206 426 (13 913)Expenses not requiring appropriation in the Budget year 3 963 4 870 (907)

Total for Programme 1.2 264 476 272 280 (7 804)Programme 1.3 Education and Communication

Departmental expensesDepartmental appropriationb 16 512 20 719 (4 207)Expenses not requiring appropriation in the Budget year 750 940 (190)

Total for Programme 1.3 17 262 21 659 (4 397)Outcome 1 totals by appropriation type

Administered expensesSpecial appropriations 68 000 60 984 7 016

Departmental expensesDepartmental appropriationb 259 944 265 207 (5 263)Special appropriations 9 000 9 000 –Expenses not requiring appropriation in the Budget year 7 619 9 389 (1 770)

Total expenses for Outcome 1 344 563 344 580 (17)

a. Full‑year budget, including any subsequent adjustment made to the 2013–14 Budget.

b. Departmental Appropriation combines ‘Ordinary annual services (Appropriation Bill No 1)’ and ‘Revenue from independent sources (section 31)’.

Average staffing level (number)

2012–13 2013–14

894 1 007

181

Appendixes and references

APPE

ND

IX B

: ELE

CTOR

AL R

OLL

INFO

RMAT

ION

FOR

MEM

BERS

OF

PA

RLIA

MEN

T AN

D S

ENAT

ORS

Tab

le 3

1: R

ecip

ient

s of

ele

ctor

al r

oll e

xtra

cts,

Jul

y 20

13–J

une 

2014

Rec

ipie

ntP

ositi

onR

oll d

ata

prov

ided

Dat

e pr

ovid

edTh

e H

on K

ate

Ellis

MP

Mem

ber

for

Ade

laid

eA

dela

ide

July

 201

3Ja

nuar

y 20

14–J

une 

2014

Mr

Dar

yl M

elha

m M

PM

embe

r fo

r B

anks

Ban

ksJu

ly 2

013

The

Hon

Rob

ert M

cCle

lland

MP

Mem

ber

for

Bar

ton

Bar

ton

July

 201

3M

r S

teve

Gib

bons

MP

Mem

ber

for

Ben

digo

Ben

digo

and

Wan

non

July

 201

3Th

e H

on J

ason

Cla

re M

PM

embe

r fo

r B

laxl

and

Bla

xlan

dJu

ly 2

013

Dec

embe

r 20

13–J

une 

2014

Mr

Bre

tt W

hite

ley

MP

Mem

ber

for

Bra

ddon

Bra

ddon

Dec

embe

r 20

13–J

une 

2014

The

Hon

Gar

y G

ray

AO

, MP

Mem

ber

for

Bra

ndB

rand

July

 201

3Th

e H

on T

eres

a G

amba

ro M

PM

embe

r fo

r B

risba

neB

risba

neJu

ly 2

013

The

Hon

Ala

n G

riffin

MP

Mem

ber

for

Bru

ceB

ruce

July

 201

3D

ecem

ber 

2013

–Jun

e 20

14M

s M

aria

Vam

vaki

nou

MP

Mem

ber

for

Cal

wel

lC

alw

ell a

nd M

cEw

enJu

ly 2

013

Ms

Mar

ia V

amva

kino

u M

PM

embe

r fo

r C

alw

ell

Cal

wel

lFe

brua

ry 2

014–

June

 201

4M

s G

ai B

rodt

man

n M

PM

embe

r fo

r C

anbe

rra

Can

berr

aD

ecem

ber 

2013

Mr

Don

Ran

dall

MP

Mem

ber

for

Can

ning

Can

ning

July

 201

3D

ecem

ber 

2013

–Jun

e 20

14Th

e H

on M

r E

d H

usic

MP

Mem

ber

for

Chi

fley

Chi

fley

July

 201

3M

s A

nna

Bur

ke M

PM

embe

r fo

r C

hish

olm

Chi

shol

m, B

ruce

and

Koo

yong

July

 201

3M

s A

nna

Bur

ke M

PM

embe

r fo

r C

hish

olm

Chi

shol

mD

ecem

ber 

2013

–Jun

e 20

14M

r D

arre

n C

hees

eman

MP

Mem

ber

for

Cor

anga

mite

Cor

anga

mite

July

 201

3Th

e H

on R

icha

rd M

arle

s M

PM

embe

r fo

r C

orio

Cor

ioJu

ly 2

013

Dec

embe

r 20

13–J

une 

2014

Mr

Luke

Sim

pkin

s M

PM

embe

r fo

r C

owan

Cow

anD

ecem

ber 

2013

–Jun

e 20

14Th

e H

on J

ulie

Bis

hop

MP

Mem

ber

for

Cur

tinC

urtin

July

 201

3M

r M

ike

Sym

on M

PM

embe

r fo

r D

eaki

nD

eaki

n an

d C

hish

olm

July

 201

3M

r A

ndre

w W

ilkie

MP

Mem

ber

for

Den

ison

Den

ison

July

 201

3D

ecem

ber 

2013

–Jun

e 20

14M

r C

raig

Tho

mso

n M

PM

embe

r fo

r D

obel

lD

obel

lJu

ly 2

013

182

Australian Electoral Commission Annual Report 2013–14

Rec

ipie

ntP

ositi

onR

oll d

ata

prov

ided

Dat

e pr

ovid

edM

s M

elis

sa P

rice

MP

Mem

ber

for

Dur

ack

Dur

ack

Dec

embe

r 20

13–J

anua

ry 2

014

The

Hon

Dr

Mik

e K

elly

AM

, MP

Mem

ber

for

Ede

n–M

onar

oE

den–

Mon

aro

July

 201

3Th

e H

on P

eter

Slip

per

MP

Mem

ber

for

Fish

erFi

sher

July

 201

3M

r C

hris

Hay

es M

PM

embe

r fo

r Fo

wle

rFo

wle

rD

ecem

ber 

2013

–Mar

ch 2

014

The

Hon

Jul

ie C

ollin

s M

PM

embe

r fo

r Fr

ankl

inFr

ankl

inJu

ly 2

013

The

Hon

Dr

And

rew

Lei

gh M

PM

embe

r fo

r Fr

aser

Fras

erJu

ly 2

013

Dec

embe

r 20

13–J

une 

2014

The

Hon

And

rew

Rob

b A

O, M

PM

embe

r fo

r G

olds

tein

Gol

dste

inD

ecem

ber 

2013

–Jun

e 20

14Th

e H

on A

ntho

ny A

lban

ese

MP

Mem

ber

for

Gra

yndl

erG

rayn

dler

July

 201

3D

ecem

ber 

2013

–Jun

e 20

14M

s M

iche

lle R

owla

nd M

PM

embe

r fo

r G

reen

way

Gre

enw

ayJu

ly 2

013

Dec

embe

r 20

13–J

une 

2014

The

Hon

Ian

Mac

farla

ne M

PM

embe

r fo

r G

room

Gro

omJu

ly 2

013

Dec

embe

r 20

1–Ju

ne 2

014

Mr

Ken

Wya

tt A

M, M

PM

embe

r fo

r H

aslu

ckH

aslu

ckD

ecem

ber 

2013

Ms

Kel

ly O

’Dw

yer

MP

Mem

ber

for

Hig

gins

Hig

gins

July

 201

3M

r S

teve

Geo

rgan

as M

PM

embe

r fo

r H

indm

arsh

Hin

dmar

shJu

ly 2

013

Mr

Mat

t Willi

ams

MP

Mem

ber

for

Hin

dmar

shH

indm

arsh

Dec

embe

r 20

13–J

une 

2014

The

Hon

Ant

hony

Byr

ne M

PM

embe

r fo

r H

olt

Hol

tJu

ly 2

013

The

Hon

Sim

on C

rean

MP

Mem

ber

for

Hot

ham

Hot

ham

July

 201

3Th

e H

on J

oel F

itzgi

bbon

MP

Mem

ber

for

Hun

ter

Hun

ter

July

 201

3M

s C

athy

McG

owan

AO

MP

Mem

ber

for

Indi

Indi

Dec

embe

r 20

13–J

une 

2014

The

Hon

Mar

k D

reyf

us Q

C, M

PM

embe

r fo

r Is

aacs

Isaa

cs, D

unkl

ey a

nd H

otha

mJu

ly 2

013

The

Hon

Jen

ny M

ackl

in M

PM

embe

r fo

r Ja

gaja

gaJa

gaja

gaJu

ly 2

013

Dec

embe

r 20

13–J

une 

2014

The

Hon

Bob

Kat

ter

MP

Mem

ber

for

Ken

nedy

Ken

nedy

July

 201

3Fe

brua

ry 2

014–

June

 201

4Th

e H

on P

eter

Gar

rett

AM

, MP

Mem

ber

for

Kin

gsfo

rd S

mith

Kin

gsfo

rd S

mith

July

 201

3Th

e H

on A

man

da R

ishw

orth

MP

Mem

ber

for

Kin

gsto

nK

ings

ton

and

May

oJu

ly 2

013

The

Hon

Am

anda

Ris

hwor

th M

PM

embe

r fo

r K

ings

ton

Kin

gsto

nD

ecem

ber 

2013

–Jun

e 20

14M

r Ja

son

Woo

d M

PM

embe

r fo

r La

Tro

beLa

Tro

beD

ecem

ber 

2013

–Jun

e 20

14Th

e H

on J

ulia

Gilla

rd M

PM

embe

r fo

r La

lor

Lalo

rJu

ly 2

013

Ms

Joan

ne R

yan

MP

Mem

ber

for

Lalo

rLa

lor

Dec

embe

r 20

13–J

une 

2014

The

Hon

Way

ne S

wan

MP

Mem

ber

for

Lille

yLi

lley

July

 201

3

183

Appendixes and references

Rec

ipie

ntP

ositi

onR

oll d

ata

prov

ided

Dat

e pr

ovid

edTh

e H

on D

avid

Bra

dbur

y M

PM

embe

r fo

r Li

ndsa

yLi

ndsa

yJu

ly 2

013

Mr

Wya

tt R

oy M

PM

embe

r fo

r Lo

ngm

anLo

ngm

anJu

ly 2

013

Mr

Rob

Oak

esho

tt M

PM

embe

r fo

r Ly

neLy

neJu

ly 2

013

Mr

Eric

Hut

chin

son

MP

Mem

ber

for

Lyon

sLy

ons

Dec

embe

r 20

13–J

une 

2014

Mr

Rus

sell

Mat

heso

n M

PM

embe

r fo

r M

acar

thur

Mac

arth

urJu

ly 2

013

Mr

Tony

Zap

pia

MP

Mem

ber

for

Mak

inM

akin

July

 201

3D

ecem

ber 

2013

–Jun

e 20

14M

r Jo

hn F

orre

st M

PM

embe

r fo

r M

alle

eM

alle

eJu

ly 2

013

The

Hon

Bill

Sho

rten

MP

Mem

ber

for

Mar

ibyr

nong

Mar

ibyr

nong

, Cal

wel

l and

Gel

libra

ndJu

ly 2

013

The

Hon

Chr

is B

owen

MP

Mem

ber

for

McM

ahon

McM

ahon

July

 201

3D

ecem

ber 

2013

–Jun

e 20

14M

rs K

aren

And

rew

s M

PM

embe

r fo

r M

cPhe

rson

McP

hers

onD

ecem

ber 

2013

–Jun

e 20

14M

r A

dam

Ban

dt M

PM

embe

r fo

r M

elbo

urne

Mel

bour

ne, B

atm

an a

nd W

illsJu

ly 2

013

Mr

Ada

m B

andt

MP

Mem

ber

for

Mel

bour

neM

elbo

urne

Dec

embe

r 20

13–J

une 

2014

The

Hon

Mic

hael

Dan

by M

PM

embe

r fo

r M

elbo

urne

Por

tsM

elbo

urne

Por

ts a

nd G

olds

tein

July

 201

3Th

e H

on M

icha

el D

anby

MP

Mem

ber

for

Mel

bour

ne P

orts

Mel

bour

ne P

orts

Dec

embe

r 20

13–J

une 

2014

The

Hon

Kev

in A

ndre

ws

MP

Mem

ber

for

Men

zies

Men

zies

Dec

embe

r 20

13–J

une 

2014

Mr

Ale

x H

awke

MP

Mem

ber

for

Mitc

hell

Mitc

hell

July

 201

3D

ecem

ber 

2013

–Jun

e 20

14M

r To

ny W

inds

or M

PM

embe

r fo

r N

ew E

ngla

ndN

ew E

ngla

ndJu

ly 2

013

The

Hon

Bar

naby

Joy

ce M

PM

embe

r fo

r N

ew E

ngla

ndN

ew E

ngla

ndD

ecem

ber 

2013

–Jun

e 20

14M

r To

ny C

rook

MP

Mem

ber

for

O’C

onno

rO

’Con

nor

July

 201

3Th

e H

on B

erni

e R

ipol

l MP

Mem

ber

for

Oxl

eyO

xley

July

 201

3M

s Ja

nelle

Saf

fin M

PM

embe

r fo

r P

age

Pag

eJu

ly 2

013

Mr

Kev

in H

ogan

MP

Mem

ber

for

Pag

eP

age

Dec

embe

r 20

13–J

une 

2014

Mrs

Yve

tte

D’A

th M

PM

embe

r fo

r P

etrie

Pet

rieJu

ly 2

013

The

Hon

Mar

k B

utle

r M

PM

embe

r fo

r P

ort A

dela

ide

Por

t Ade

laid

e, W

akefi

eld,

Mak

in a

nd

Hin

dmar

shJu

ly 2

013

The

Hon

Dr

Cra

ig E

mer

son

MP

Mem

ber

for

Ran

kin

Ran

kin

July

 201

3D

r Ji

m C

halm

ers

MP

Mem

ber

for

Ran

kin

Ran

kin

Dec

embe

r 20

13–J

une 

2014

Mrs

Jan

e P

rent

ice

MP

Mem

ber

for

Rya

nR

yan

July

 201

3M

r H

arry

Jen

kins

MP

Mem

ber

for

Scu

llinS

cullin

July

 201

3M

s Ji

ll H

all M

PM

embe

r fo

r S

hort

land

Sho

rtla

ndJu

ly 2

013

Dec

embe

r 20

13–J

une 

2014

184

Australian Electoral Commission Annual Report 2013–14

Rec

ipie

ntP

ositi

onR

oll d

ata

prov

ided

Dat

e pr

ovid

edTh

e H

on T

anya

Plib

erse

k M

PM

embe

r fo

r S

ydne

yS

ydne

yJu

ly 2

013

Dr

Den

nis

Jens

en M

PM

embe

r fo

r Ta

ngne

yTa

ngne

yJu

ly 2

013

Mr

Ste

phen

Jon

es M

PM

embe

r fo

r Th

rosb

yTh

rosb

yJu

ly 2

013

Dec

embe

r 20

13–J

une 

2014

Mr

Nic

k C

ham

pion

MP

Mem

ber

for

Wak

efiel

dW

akefi

eld

and

Por

t Ade

laid

eJu

ly 2

013

Mr

Nic

k C

ham

pion

MP

Mem

ber

for

Wak

efiel

dW

akefi

eld

Dec

embe

r 20

13–J

une 

2014

The

Hon

Ton

y B

urke

MP

Mem

ber

for

Wat

son

Wat

son

July

 201

3D

ecem

ber 

2013

–Jun

e 20

14M

r La

urie

Fer

guso

n M

PM

embe

r fo

r W

erriw

aW

erriw

aD

ecem

ber 

2013

–Jun

e 20

14Th

e H

on K

elvi

n Th

omso

n M

PM

embe

r fo

r W

illsW

ills a

nd M

arib

yrno

ngJu

ly 2

013

The

Hon

Kel

vin

Thom

son

MP

Mem

ber

for

Wills

Wills

Dec

embe

r 20

13–J

une 

2014

Sen

ator

the

Hon

Joh

n Fa

ulkn

erS

enat

or fo

r N

ew S

outh

Wal

esN

ew S

outh

Wal

esD

ecem

ber 

2013

–Jun

e 20

14S

enat

or th

e H

on C

once

tta

Fier

rava

nti‑W

ells

Sen

ator

for

New

Sou

th W

ales

New

Sou

th W

ales

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or th

e H

on B

ill H

effe

rnan

Sen

ator

for

New

Sou

th W

ales

New

Sou

th W

ales

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or th

e H

on M

aris

e P

ayne

Sen

ator

for

New

Sou

th W

ales

New

Sou

th W

ales

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or L

ee R

hian

non

Sen

ator

for

New

Sou

th W

ales

New

Sou

th W

ales

July

 201

3–A

ugus

t 201

3D

ecem

ber–

June

 201

4S

enat

or th

e H

on U

rsul

a S

teph

ens

Sen

ator

for

New

Sou

th W

ales

New

Sou

th W

ales

July

 201

3–A

ugus

t 201

3S

enat

or J

ohn

Willi

ams

Sen

ator

for

New

Sou

th W

ales

New

Sou

th W

ales

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or th

e H

on K

im C

arr

Sen

ator

for

Vic

toria

Vic

toria

July

 201

3–A

ugus

t 201

3S

enat

or R

icha

rd D

i Nat

ale

Sen

ator

for

Vic

toria

Vic

toria

July

201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or th

e H

on M

itch

Fifie

ldS

enat

or fo

r V

icto

riaV

icto

riaJu

ly 2

013–

Aug

ust 2

013

Dec

embe

r 20

13–J

une 

2014

Sen

ator

Hel

en K

roge

rS

enat

or fo

r V

icto

riaV

icto

riaJu

ly 2

013–

Aug

ust 2

013

Sen

ator

Joh

n M

adig

anS

enat

or fo

r V

icto

riaV

icto

riaJu

ly 2

013–

Aug

ust 2

013

Sen

ator

Gav

in M

arsh

all

Sen

ator

for

Vic

toria

Vic

toria

July

 201

3–A

ugus

t 201

3M

ay 2

014–

June

 201

4S

enat

or th

e H

on M

icha

el R

onal

dson

Sen

ator

for

Vic

toria

Vic

toria

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14

185

Appendixes and references

Rec

ipie

ntP

ositi

onR

oll d

ata

prov

ided

Dat

e pr

ovid

edS

enat

or th

e H

on S

cott

Rya

nS

enat

or fo

r V

icto

riaV

icto

riaJu

ly 2

013–

Aug

ust 2

013

Dec

embe

r 20

13–J

une 

2014

Sen

ator

Sue

Boy

ceS

enat

or fo

r Q

ueen

slan

dQ

ueen

slan

dJu

ly 2

013–

Aug

ust 2

013

Sen

ator

the

Hon

Geo

rge

Bra

ndis

QC

Sen

ator

for

Que

ensl

and

Que

ensl

and

July

 201

3–A

ugus

t 201

3S

enat

or M

ark

Furn

erS

enat

or fo

r Q

ueen

slan

dQ

ueen

slan

dJu

ly 2

013–

Aug

ust 2

013

Sen

ator

the

Hon

Joh

n H

ogg

Sen

ator

for

Que

ensl

and

Que

ensl

and

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or th

e H

on Ia

n M

acdo

nald

Sen

ator

for

Que

ensl

and

Que

ensl

and

July

 201

3–A

ugus

t 201

3Ja

nuar

y 20

14–J

une 

2014

Sen

ator

Cla

ire M

oore

Sen

ator

for

Que

ensl

and

Que

ensl

and

July

 201

3–A

ugus

t 201

3S

enat

or L

aris

sa W

ater

sS

enat

or fo

r Q

ueen

slan

dQ

ueen

slan

dJu

ly 2

013–

Aug

ust 2

013

Dec

embe

r 20

13–J

une 

2014

Sen

ator

Chr

is B

ack

Sen

ator

for

Wes

tern

Aus

tral

iaW

este

rn A

ustr

alia

July

 201

3–A

ugus

t 201

3M

arch

 201

4–Ju

ne 2

014

Sen

ator

Mar

k B

isho

pS

enat

or fo

r W

este

rn A

ustr

alia

Wes

tern

Aus

tral

iaJu

ly 2

013–

Aug

ust 2

013

Dec

embe

r 20

13–J

une 

2014

Sen

ator

the

Hon

Mic

hael

ia C

ash

Sen

ator

for

Wes

tern

Aus

tral

iaW

este

rn A

ustr

alia

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or th

e H

on M

athi

as C

orm

ann

Sen

ator

for

Wes

tern

Aus

tral

iaW

este

rn A

ustr

alia

July

 201

3–A

ugus

t 201

3S

enat

or A

lan

Egg

lest

onS

enat

or fo

r W

este

rn A

ustr

alia

Wes

tern

Aus

tral

iaJu

ly 2

013–

Aug

ust 2

013

Sen

ator

the

Hon

Dav

id J

ohns

ton

Sen

ator

for

Wes

tern

Aus

tral

iaW

este

rn A

ustr

alia

July

 201

3–A

ugus

t 201

3S

enat

or S

cott

Lud

lam

Sen

ator

for

Wes

tern

Aus

tral

iaW

este

rn A

ustr

alia

July

 201

3–A

ugus

tD

ecem

ber 

2013

–Jun

e 20

14S

enat

or L

ouis

e P

ratt

Sen

ator

for

Wes

tern

Aus

tral

iaW

este

rn A

ustr

alia

July

 201

3–A

ugus

t 201

3S

enat

or R

ache

l Sie

war

tS

enat

or fo

r W

este

rn A

ustr

alia

Wes

tern

Aus

tral

iaJu

ly 2

013–

Aug

ust 2

013

Dec

embe

r 20

13–J

une 

2014

Sen

ator

Dea

n S

mith

Sen

ator

for

Wes

tern

Aus

tral

iaW

este

rn A

ustr

alia

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or G

lenn

Ste

rleS

enat

or fo

r W

este

rn A

ustr

alia

Wes

tern

Aus

tral

iaJu

ly 2

013–

Aug

ust 2

013

Sen

ator

Cor

y B

erna

rdi

Sen

ator

for

Sou

th A

ustr

alia

Sou

th A

ustr

alia

July

 201

3–A

ugus

t 201

3Fe

brua

ry 2

014–

June

 201

4S

enat

or th

e H

on S

imon

Birm

ingh

amS

enat

or fo

r S

outh

Aus

tral

iaS

outh

Aus

tral

iaJu

ly 2

013–

Aug

ust 2

013

Dec

embe

r 20

13–J

une 

2014

Sen

ator

Bob

Day

AO

Sen

ator

Ele

ct fo

r S

outh

Aus

tral

iaS

outh

Aus

tral

iaD

ecem

ber 

2013

–Jul

y 20

14S

enat

or S

ean

Edw

ards

Sen

ator

for

Sou

th A

ustr

alia

Sou

th A

ustr

alia

July

 201

3–A

ugus

t 201

3

186

Australian Electoral Commission Annual Report 2013–14

Rec

ipie

ntP

ositi

onR

oll d

ata

prov

ided

Dat

e pr

ovid

edS

enat

or th

e H

on D

on F

arre

llS

enat

or fo

r S

outh

Aus

tral

iaS

outh

Aus

tral

iaJu

ly 2

013–

Aug

ust 2

013

Sen

ator

Dav

id F

awce

ttS

enat

or fo

r S

outh

Aus

tral

iaS

outh

Aus

tral

iaJu

ly 2

013–

Aug

ust 2

013

Dec

embe

r 20

13–J

une 

2014

Sen

ator

Ale

x G

alla

cher

Sen

ator

for

Sou

th A

ustr

alia

Sou

th A

ustr

alia

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or S

arah

Han

son‑

Youn

gS

enat

or fo

r S

outh

Aus

tral

iaS

outh

Aus

tral

iaJu

ly 2

013–

Aug

ust 2

013

Sen

ator

Ann

e M

cEw

enS

enat

or fo

r S

outh

Aus

tral

iaS

outh

Aus

tral

iaJu

ly 2

013–

Aug

ust 2

013

Dec

embe

r 20

13–J

une 

2014

Sen

ator

Ann

e R

usto

nS

enat

or fo

r S

outh

Aus

tral

iaS

outh

Aus

tral

iaD

ecem

ber 

2013

–Jun

e 20

14S

enat

or th

e H

on P

enny

Won

gS

enat

or fo

r S

outh

Aus

tral

iaS

outh

Aus

tral

iaJu

ly 2

013–

Aug

ust 2

013

Dec

embe

r 20

13–J

une 

2014

Sen

ator

Pen

ny W

right

Sen

ator

for

Sou

th A

ustr

alia

Sou

th A

ustr

alia

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or N

ick

Xeno

phon

Sen

ator

for

Sou

th A

ustr

alia

Sou

th A

ustr

alia

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or th

e H

on E

ric A

betz

Sen

ator

for

Tasm

ania

Tasm

ania

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or D

avid

Bus

hby

Sen

ator

for

Tasm

ania

Tasm

ania

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or th

e H

on R

icha

rd C

olbe

ckS

enat

or fo

r Ta

sman

iaTa

sman

iaJu

ly 2

013–

Aug

ust 2

013

Dec

embe

r 20

13–J

une 

2014

Sen

ator

Jac

qui L

ambi

eS

enat

or E

lect

for

Tasm

ania

Tasm

ania

Dec

embe

r 20

13–J

une 

2014

Sen

ator

Chr

istin

e M

ilne

Sen

ator

for

Tasm

ania

Tasm

ania

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or th

e H

on S

teph

en P

arry

Sen

ator

for

Tasm

ania

Tasm

ania

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or H

elen

Pol

ley

Sen

ator

for

Tasm

ania

Tasm

ania

July

 201

3–A

ugus

t 201

3S

enat

or P

eter

Whi

sh‑W

ilson

Sen

ator

for

Tasm

ania

Tasm

ania

July

 201

3–A

ugus

t 201

3D

ecem

ber 

2013

–Jun

e 20

14S

enat

or Z

ed S

esel

jaS

enat

or fo

r A

ustr

alia

n C

apita

l Ter

ritor

yA

ustr

alia

n C

apita

l Ter

ritor

yD

ecem

ber 

2013

–Jun

e 20

14S

enat

or T

rish

Cro

ssin

Sen

ator

for

Nor

ther

n Te

rrito

ryN

orth

ern

Terr

itory

July

 201

3–A

ugus

t 201

3S

enat

or N

ova

Per

isS

enat

or fo

r N

orth

ern

Terr

itory

Nor

ther

n Te

rrito

ryD

ecem

ber 

2013

–Jun

e 20

14

187

Appendixes and references

APPENDIX C: ROLL INFORMATION FOR REGISTERED POLITICAL PARTIESTable 32: Parties provided with electoral roll extracts, July 2013–June 2014

Registered political party Roll data provided Date providedAustralian Democrats Australian Capital Territory January 2014–June 2014Australian Greens National July 2013–August 2013

December 2013–June 2014Australian Greens – Victoria Branch Victoria July 2013–August 2013

December 2013–June 2014Australian Greens – Western Australia Western Australia July 2013–August 2013Australian Labor Party – Australian Capital Territory Branch

National July 2013–August 2013

Australian Labor Party – Federal Secretariat (Data Bureau)

National July 2013–August 2013December 2013–June 2014

Australian Labor Party – Queensland Branch

Queensland December 2013–June 2014

Australian Labor Party – South Australia Branch

South Australia December 2013–June 2014

Australian Labor Party – Victoria Branch

Victoria July 2013–August 2013

Australian Labor Party – Western Australia Branch

Western Australia July 2013–August 2013December 2013–June 2014

Australian Motoring Enthusiast Party – Queensland and Victoria Branches

Queensland and Victoria December 2013–June 2014

Australian Sports Party Western Australia December 2013–June 2014Building Australia Party New South Wales July 2013–August 2013Christian Democratic Party – Western Australia

Western Australia July 2013–August 2013

Christian Democratic Party – New South Wales Branch

New South Wales December 2013–June 2014

Country Alliance‑ Victoria Victoria December 2013–June 2014Country Labor Party – New South Wales

New South Wales July 2013–August 2013

Country Liberals – Northern Territory Branch

Northern Territory December 2013–June 2014

Democratic Labor Party All states except Northern Territory

July 2013–August 2013

Drug Law Reform – Victoria Branch Victoria August 2013February 2014–June 2014

Family First Party Australia Victoria, Queensland, South Australia

July 2013–August 2013December 2013–June 2014

Family First Queensland Queensland December 2013–June 2014Family First SA South Australia December 2013–June 2014Future Party New South Wales April 2014–June 2014Help End Marijuana Prohibition (HEMP) Party

New South Wales December 2013–June 2014

Liberal Party of Australia – Federal National July 2013–August 2013December 2013–June 2014

Liberal Party of Australia – Federal Secretariat (Data Bureau)

National July 2013–August 2013December 2013–June 2014

Liberal Party NSW New South Wales July 2013–August 2013June 2013

188

Australian Electoral Commission Annual Report 2013–14

Registered political party Roll data provided Date providedLiberal Party of Australia – NSW Division

New South Wales July 2013–August 2013

Liberal Party of Australia – South Australia Division

South Australia December 2013–June 2014

Liberal Party of Australia Tasmanian Branch

Tasmania December 2013–June 2014

Liberal Party of Australia – Victorian Division

Victoria December 2013–June 2014

Mutual Party Western Australia February 2014–June 2014National Party of Australia – WA Branch (Data Bureau)

Western Australia July 2013–August 2013December 2013–June 2014

Nick Xenophon Group South Australia December 2013–June 2014Republican Party Of Australia New South Wales December 2013–June 2014Rise Up Australia Party Victoria December 2013–January 2014

April 2014–June 2014Socialist Alliance New South Wales December 2013–June 2014Stop CSG Party New South Wales February 2014–June 2014The Greens NSW New South Wales July 2012–August 2013The Greens QLD Queensland July 2013–August 2013

December 2013–June 2014The Greens (WA) Inc Western Australia December 2013–June 2014The Wikileaks Party New South Wales December 2013–June 2014Voluntary Euthanasia Party – Queensland Branch

Queensland December 2013–June 2014

189

Appendixes and references

APPENDIX D: OTHER RECIPIENTS OF ROLL INFORMATIONTable 33: Government departments and agencies who received electoral extracts, July 2013–June 2014

Institution

Data providedAugust 2013

November 2013

February 2014

May 2014

Australian Bureau of Statistics (ABS) Yes Yes Yes YesAustralian Commission for Law Enforcement Integrity (ACLEI)

Yes Yes Yes Yes

Australian Customs and Border Protection Service Yes Yes Yes YesAustralian Federal Police (AFP) Yes Yes Yes YesAustralian Securities and Investments Commission (ASIC)

Yes Yes Yes Yes

Australian Security Intelligence Organisation (ASIO) Yes Yes Yes YesAustralian Taxation Office (ATO) Yes Yes Yes YesComSuper Yes Yes Yes YesDepartment of Agriculture, Fisheries and Forestry – Australian Quarantine and Inspection Service (AQIS)

Yes Yes Yes Yes

Department of Education, Employment and Workplace Relations (DEEWR)

Yes Yes

Department of Foreign Affairs and Trade – Australian Passport Office

Yes Yes Yes Yes

Department of Human Services – Centrelink Yes Yes Yes YesAustralian Transaction Reports & Analysis (Austrac) Yes Yes Yes

190

Australian Electoral Commission Annual Report 2013–14

Table 34: Medical and electoral researchers provided with roll extracts, July 2013–June 2014

Institution/contact Data providedElectoral researchersAdam 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’.

Professor Ian McAllisterCollege of Arts and Social SciencesAustralian National University

15 000 randomly selected voters, in two‑year age ranges, across all states and territories, for the purpose of the Australian component of the Australian Election Study.

Associate Professor Betsy BlunsdonAustralian Consortium for Social and Political Research Incorporated

2 500 randomly selected voters, in two‑year age ranges, across all states and territories, ‘for the Australian Survey of Social Attitudes Study 2014 on Citizenship’.

National Archives of Australia following the 2013 federal election and also at the end of financial year

Full copy of the roll (2013 federal election).

Full copy of the roll (end of financial year).

Medical researchersCatherine BaxterQIMR Berghofer Medical Research Institute

Two extracts were completed.

125 000 randomly selected voters, in four‑year age ranges from age 60–79, across all states, for a study: ‘The D‑Health trial is a prevention trial to determine whether supplementation of members of the general population with vitamin D can reduce mortality, cancer, cardiovascular disease and other conditions’.

Department of Health, NT All female voters aged 20–70 years in the NT for the NT Cervical Screening Programme.

Department of Health, NT All female voters aged 40–74 years in the NT for the NT Breast Screening Programme.

Dr Sara HoltonMonash University

7 800 randomly selected voters, aged 18–50 years, across all states and territories, for a study, ‘Understanding fertility management in contemporary Australia’.

Dr Sinead Golley CSIRO 3 000 randomly selected voters across all states and territories, for a study titled ‘CSIRO Food and Health Survey’.

Table 35: Provision of electoral roll information to organisations verifying identity for financial purposes, July 2013–June 2014

Institution

Data providedAugust 2013

November 2013

February 2014

May 2014

ACXIOM Australia Pty Ltd Yes Yes Yes YesFCS OnLine Yes Yes Yes YesThe Global Data Company Pty Ltd Yes Yes Yes YesVEDA Advantage Information Services and Solutions Ltd Yes Yes Yes Yes

191

Appendixes and references

APPENDIX E: ENROLMENT ACTIVITY AND TRANSACTIONSFigure 12: Enrolment activity, 2007–08 to 2013–14

Deletions processedEnrolment transactions Elector transactions

(milli

on)

0.0

0.5

1.0

1.5

2.0

2.5

3.0

3.5

4.0

2013–142012–132011–122010–112009–102008–092007–08

Figure 13: Types of enrolment activity, 2007–08 to 2013–14

New enrolments Re-enrolments Change in enrolment detailsNo change to enrolment details Objections Deaths

0%

20%

40%

60%

80%

100%

2013–142012–132011–122010–112009–102008–092007–08

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 been removed from the roll.

192

Australian Electoral Commission Annual Report 2013–14

Tab

le 3

6: T

ypes

of e

nrol

men

t ac

tivity

, 200

7–08

to

2013

–14

Tran

sact

ion

type

2007

–08

%20

08–0

9 %

2009

–10

%20

10–1

1 %

2011

–12

%20

12–1

3 %

2013

–14

%N

ew e

nrol

men

ts12

1713

1214

1213

Re‑

enro

lmen

ts11

47

84

55

Cha

nge

in e

nrol

men

t det

ails

5658

5459

6162

66N

o ch

ange

to e

nrol

men

t det

ails

97

610

912

9O

bjec

tions

87

156

65

4D

eath

s4

65

56

43

Tab

le 3

7: E

nrol

men

t ac

tivity

by

juris

dic

tion,

201

3–14

NS

WV

ICQ

LDW

AS

ATA

SA

CT

NT

Tota

lA

dditi

ons

to th

e ro

llN

ew e

nrol

men

ts98

 768

101 

770

84 2

4649

 270

32 9

246 

761

7 17

35 

141

386 

053

Rei

nsta

tem

ents

1 78

32 

515

2 31

61 

183

295

333

6215

58 

642

Re‑

enro

lmen

ts44

 215

46 9

6946

 830

24 9

7112

 256

5 28

52 

468

2 29

918

5 29

3Tr

ansf

ers

into

Div

isio

nsIn

tras

tate

251 

068

207 

215

201 

383

104 

476

63 6

6812

 053

4 72

52 

229

846 

817

Inte

rsta

te48

 690

44 5

9955

 116

19 5

6113

 448

7 44

911

 576

8 62

220

9 06

1In

tra‑

divi

sion

al a

men

dmen

t or

mov

emen

t30

5 44

521

2 90

123

3 10

010

2 19

387

 128

32 2

7721

 867

10 6

571 

005 

568

No

chan

ge e

nrol

men

ts99

 656

109 

805

49 6

1448

 516

70 3

586 

644

5 39

73 

255

393 

245

Tota

l enr

olm

ent

form

s p

roce

ssed

849 

625

725 

774

672 

605

350 

170

280 

077

70 8

0253

 268

32 3

583 

034 

679

Del

etio

ns fr

om th

e ro

llO

bjec

tions

46 0

2442

 560

29 5

1819

 091

11 5

983 

596

2 53

81 

659

156 

584

Dea

ths

40 1

2830

 442

22 0

669 

573

10 6

823 

872

1 57

585

611

9 19

4D

uplic

atio

ns2 

122

1 55

31 

508

858

714

185

109

159

7 20

8C

ance

llatio

ns11

730

010

012

389

50

140

Net

del

etio

ns88

 391

74 8

5553

 192

29 6

4523

 083

7 65

84 

222

2 68

828

2 98

6To

tal e

lect

or

tran

sact

ions

938 

016

800 

629

725 

797

379 

815

303 

160

78 4

6057

 490

35 0

463 

317 

665

193

Appendixes and references

Tab

le 3

8: T

op 1

0 so

urce

s of

enr

olm

ent,

all

ages

Sou

rce

All

enro

lmen

t for

ms

Cha

nge

in e

nrol

men

t det

ails

New

enr

olm

ent

Re‑

enro

lmen

tO

nlin

e en

rolm

ent s

ervi

cea

1 24

6 36

31 

032 

600

149 

332

64 4

31Fe

dera

l Dire

ct E

nrol

and

Upd

ateb

816 

217

716 

899

44 3

2854

 990

Sta

te D

irect

Enr

ol a

nd U

pdat

ec39

7 56

629

5 41

471

 263

30 8

89P

ollin

g pl

ace

issu

ed (f

eder

al e

lect

ion)

130 

706

110 

380

6 67

213

 654

Div

isio

nal o

ffice

issu

ed12

1 40

710

2 00

89 

800

9 59

9C

itize

nshi

p ce

rem

onie

s12

0 60

04 

276

116 

021

303

Pos

t Offi

ce11

1 93

093

 483

12 4

965 

951

Fede

ral d

ecla

ratio

n vo

ting

enve

lope

s68

 792

64 9

3478

73 

071

Sta

te e

lect

oral

issu

ed62

 399

44 4

1015

 622

2 36

7In

tern

et –

sta

tic fo

rm56

 180

50 0

633 

358

2 75

9To

tal –

to

p 1

03 

132 

160

2 51

4 46

742

9 67

918

8 01

4To

tal

3 33

7 56

52 

680 

485

458 

000

199 

080

a. A

EC

‑hos

ted

onlin

e en

rolm

ent.

b. F

eder

al D

irect

Enr

ol a

nd U

pdat

e re

fers

to e

nrol

men

t tra

nsac

tions

gen

erat

ed b

y se

ctio

ns 1

03A

and

103

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

notifi

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 th

e so

urce

sta

te b

ecau

se o

f adv

ice

from

the

vote

r an

d th

ese

enro

lmen

ts a

re a

lso

repo

rted

und

er F

eder

al D

irect

Enr

ol a

nd U

pdat

e. If

the

vote

r do

es n

ot 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

id

entif

y th

e en

rolm

ent a

s a

new

enr

olm

ent o

r re

‑enr

olm

ent.

c. N

SW

and

Vic

toria

n st

ate

elec

tora

l com

mis

sion

dire

ct e

nrol

men

t pro

gram

me.

194

Australian Electoral Commission Annual Report 2013–14

Tab

le 3

9: T

op 1

0 so

urce

s of

enr

olm

ent,

18–

25‑y

ear‑

old

s

Sou

rce

All

enro

lmen

t for

ms

Cha

nge

in e

nrol

men

t det

ails

New

enr

olm

ent

Re‑

enro

lmen

tO

nlin

e en

rolm

ent s

ervi

cea

364 

839

251 

926

106 

048

6 86

5Fe

dera

l Dire

ct E

nrol

and

Upd

ateb

216 

073

182 

281

28 3

565 

436

Sta

te D

irect

Enr

ol a

nd U

pdat

ec12

9 19

068

 748

57 7

102 

732

Pol

ling

plac

e is

sued

(fed

eral

ele

ctio

n)25

 721

19 3

325 

122

1 26

7P

ost O

ffice

19 0

019 

226

9 44

832

7D

ivis

iona

l offi

ce is

sued

17 1

1812

 376

4 03

670

6Fe

dera

l dec

lara

tion

votin

g en

velo

pes

15 1

5214

 326

582

244

Citi

zens

hip

cere

mon

ies

12 7

9730

112

 495

1M

ail r

evie

w10

 686

5 15

15 

043

492

Sta

te e

lect

oral

aut

horit

y10

 535

6 02

04 

357

158

Tota

l – t

op

10

821 

112

569 

687

233 

197

18 2

28To

tal

859 

236

598 

007

242 

372

18 8

57

a. A

EC

‑hos

ted

onlin

e en

rolm

ent.

b. F

eder

al D

irect

Enr

ol a

nd U

pdat

e re

fers

to e

nrol

men

t tra

nsac

tions

gen

erat

ed b

y se

ctio

ns 1

03A

and

103

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

notifi

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 th

e so

urce

sta

te b

ecau

se o

f adv

ice

from

the

vote

r an

d th

ese

enro

lmen

ts a

re a

lso

repo

rted

und

er F

eder

al D

irect

Enr

ol a

nd U

pdat

e. If

the

vote

r do

es n

ot 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

id

entif

y th

e en

rolm

ent a

s a

new

enr

olm

ent o

r re

‑enr

olm

ent.

c. N

SW

and

Vic

toria

n st

ate

elec

tora

l com

mis

sion

dire

ct e

nrol

men

t pro

gram

me.

195

Appendixes and references

Tab

le 4

0: T

op 1

0 so

urce

s of

enr

olm

ent,

16–

17‑y

ear‑

old

s

Sou

rce

All

enro

lmen

t for

ms

Cha

nge

in e

nrol

men

t det

ails

New

enr

olm

ent

Re‑

enro

lmen

tO

nlin

e en

rolm

ent s

ervi

cea

31 3

531 

897

29 4

515

Sta

te e

lect

oral

12 7

312 

252

10 4

79–

Mai

l rev

iew

9 19

516

29 

033

–D

ivis

iona

l offi

ce is

sued

3 49

027

73 

206

7C

itize

nshi

p ce

rem

onie

s3 

214

523 

162

–P

ost O

ffice

2 08

320

81 

874

1S

choo

l vis

it1 

613

169

1 44

4–

Birt

hday

car

ds1 

103

351 

068

–Fe

dera

l Dire

ct E

nrol

and

Upd

ateb

1 03

01 

030

––

Inte

rnet

– s

tatic

form

921

319

601

1To

tal –

to

p 1

066

 733

6 40

160

 318

14To

tal

69 2

826 

869

62 3

9914

a. A

EC

‑hos

ted

onlin

e en

rolm

ent.

b. F

eder

al D

irect

Enr

ol a

nd U

pdat

e re

fers

to e

nrol

men

t tra

nsac

tions

gen

erat

ed b

y se

ctio

ns 1

03A

and

103

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

notifi

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 th

e so

urce

sta

te b

ecau

se o

f adv

ice

from

the

vote

r an

d th

ese

enro

lmen

ts a

re a

lso

repo

rted

und

er F

eder

al D

irect

Enr

ol a

nd U

pdat

e. If

the

vote

r do

es n

ot 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

id

entif

y th

e en

rolm

ent a

s a

new

enr

olm

ent o

r re

‑enr

olm

ent.

196

Australian Electoral Commission Annual Report 2013–14

Table 41: Enrolment Quality Assurance Programme results for 2013–14

Measuresa Results (%) ExplanationEssential fields found without errorsb

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 errorsc

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

Timing of processingd 84.4 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).

a. Relates to the key performance indicators for accurate and timely enrolment processing.

b. Measures achievement against 99.5 per cent target of enrolment transactions correctly processed.

c. Most common field for non‑essential errors was where multiple forms of evidence of identity were provided. This error does not affect entitlement in any way.

d. Achievement against the target of 99 per cent of enrolment transactions processed within three business days.

197

Appendixes and references

APPENDIX F: ASSISTING STATE, TERRITORY AND LOCAL GOVERNMENT ELECTORAL BODIESTable 42: AEC resources to assist state, territory and local government electoral bodies, 2013–14

State/territory AEC roleNew South Wales Assistance with the close of rolls for local government by‑elections for the

councils of Brewarrina, Gilgandra, Gwydir, Hurstville, Leichhardt, Singleton, Wakool, Willoughby, and Woollahra Councils and a mayoral by‑election for Willoughby Council.

Assistance with the close of roll for the by‑election for the State District of Miranda.

Victoria Assistance with the close of rolls for six local government by‑elections and six liquor licensing polls.

Queensland Assistance with the close of rolls for:

� roll snapshot for one Homeless Connect event � roll snapshot for one Ekka event � two state by‑elections � seven Local Government Area (LGA) by‑elections � one new LGA election � one reference roll print � one LGA survey poll.

Western Australia Assistance with the close of rolls for 11 local government by‑elections.South Australia Management of the close of rolls for the 2014 SA state election.

Undertook the checking of records of electors who were not found on the roll but claimed to be enrolled at a particular address for the state election. Undertook statistical reviews of enrolment trends for the Electoral Commission South Australia (ECSA). Provision of monthly reports to ECSA for close of rolls and implementation of SA local government redistribution.

Tasmania Management of the close of rolls, provision of all returning officers and support staff, nominations and voting and counting for elections in the Legislative Council divisions of Huon and Rosevears and the state‑wide 2014 Tasmanian House of Assembly election.

Australian Capital Territory Assistance with the close of rolls for the Aboriginal and Torres Strait Islander Elected Body (ATSIEB) election.

Northern Territory Assistance with the close of rolls for one NT Legislative Assembly by‑election and 10 local government by‑elections.Provision of early voting services for two Tasmanian Legislative Council by‑elections.

198

Australian Electoral Commission Annual Report 2013–14

APPENDIX G: ADVERTISING AND MARKET RESEARCHIn 2013, the AEC delivered a national public information campaign for the 2013 federal election. The Griffith by‑election was supported by local advertising and direct mail. The Western Australian Senate election 2014 was supported by a state‑wide public information campaign. Advertising was tailored and translated for culturally and linguistically diverse and Indigenous audiences.

Table 43 provides particulars of payments not less than $12 400 (GST inclusive) to advertising agencies, and market research, polling, direct mail and media advertising organisations, as required under section 311A of the Commonwealth Electoral Act 1918. Figures reflect payment above the threshold unless otherwise specified. There were no payments of $12 400 or more to polling or direct mail organisations.

Table 43: Payments, $12 400 or more (GST inclusive), for advertising and market research

Agency type Agency name DetailsAmount ($)

GST inclusiveAdvertising agencies BMF Advertising Advertising development 148 531

Cultural Perspectives CALD – advertising development 59 620Market research Ipsos Social Research

InstituteQualitative and quantitative market research services

742 614

Media advertising organisations

Adcorp Media placement (non‑campaign advertising)

1 122 211

Universal McCann Media placement (campaign advertising) 19 940 072a

a. Due to the way these payments are reported to the AEC, this figure includes invoices below the threshold.

199

Appendixes and references

APPE

ND

IX H

: AEC

REG

ULAR

STA

FF –

CLA

SSIF

ICAT

ION

, GEN

DER

, LOC

ATIO

N

Tab

le 4

4: O

ngoi

ng s

taff

emp

loye

d, i

nclu

din

g st

aff o

n hi

gher

dut

ies

arra

ngem

ents

, by

clas

sific

atio

n, g

end

er a

nd lo

catio

n at

30 

June

 201

3 an

d

30 J

une 

2014

Cla

ssifi

catio

nFe

mal

e pa

rt ti

me

Fem

ale

full

time

Mal

e pa

rt ti

me

Mal

e fu

ll tim

eTo

tal

2013

2014

2013

2014

2013

2014

2013

2014

2013

2014

AC

TE

lect

oral

C

omm

issi

oner

00

00

00

10

10

Dep

uty

Ele

ctor

al

Com

mis

sion

er0

00

00

01

11

1

SE

S B

and

20

00

00

02

22

2S

ES

Ban

d 1

00

55

00

32

87

EL

21

314

150

017

1532

33E

L 1

910

3631

01

3838

8380

AP

S 6

26

3332

00

2527

6065

AP

S 5

52

1617

01

2123

4243

AP

S 4

1210

1920

11

1010

4241

AP

S 3

12

32

00

10

54

Gra

duat

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04

30

04

18

4A

PS

20

00

00

00

10

1To

tal

3033

130

125

13

123

120

284

281

NS

WA

EO

00

00

00

11

11

EL

20

01

00

02

23

2E

L 1

00

66

00

56

1112

AP

S 6

00

2827

00

2116

4943

AP

S 5

00

1410

00

44

1814

AP

S 4

02

68

00

11

711

AP

S 3

24

2720

01

128

4133

AP

S 2

1027

277

02

42

4138

Tota

l12

3310

978

03

5040

171

154

200

Australian Electoral Commission Annual Report 2013–14

Cla

ssifi

catio

nFe

mal

e pa

rt ti

me

Fem

ale

full

time

Mal

e pa

rt ti

me

Mal

e fu

ll tim

eTo

tal

2013

2014

2013

2014

2013

2014

2013

2014

2013

2014

Vic

AE

O0

01

10

01

02

1E

L 2

00

20

00

01

21

EL

10

06

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02

28

9A

PS

61

217

140

022

2340

39A

PS

50

04

40

03

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7A

PS

41

36

31

10

08

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PS

33

527

240

04

334

32A

PS

222

2717

111

16

346

42To

tal

2737

8064

22

3835

147

138

Qld

AE

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01

10

00

11

2E

L 2

00

00

00

11

11

EL

10

02

20

02

24

4A

PS

60

013

120

013

1026

22A

PS

50

08

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06

414

13A

PS

40

06

40

01

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7A

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32

421

180

06

529

27A

PS

28

1917

80

00

125

28To

tal

1023

6854

00

2927

107

104

WA

AE

O0

00

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1E

L 2

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00

00

11

11

EL

10

00

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03

23

2A

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07

60

19

1016

17A

PS

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04

30

03

27

5A

PS

42

14

30

01

17

5A

PS

31

113

130

01

015

14A

PS

22

139

20

00

011

15To

tal

515

3728

01

1816

6060

201

Appendixes and references

Cla

ssifi

catio

nFe

mal

e pa

rt ti

me

Fem

ale

full

time

Mal

e pa

rt ti

me

Mal

e fu

ll tim

eTo

tal

2013

2014

2013

2014

2013

2014

2013

2014

2013

2014

SA

AE

O0

01

10

00

11

2E

L 2

00

00

00

10

10

EL

10

02

20

00

02

2A

PS

60

07

70

05

412

11A

PS

50

04

40

02

06

4A

PS

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00

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4A

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31

17

60

01

29

9A

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24

51

20

00

05

7To

tal

57

2522

01

119

4139

Tas

AE

O0

01

10

00

01

1E

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00

00

00

22

22

AP

S 6

00

33

00

22

55

AP

S 5

00

22

00

22

44

AP

S 4

00

12

00

11

23

AP

S 3

12

63

00

00

75

AP

S 2

11

23

00

00

34

Tota

l2

315

140

07

724

24N

TA

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00

00

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11

11

EL

10

00

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01

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PS

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PS

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tal

00

77

00

66

1313

AE

C t

ota

l91

151

471

392

310

282

260

847

813

AE

O =

Aus

tral

ian

elec

tora

l offi

cer;

AP

S =

Aus

tral

ian

Pub

lic S

ervi

ce; E

L =

exe

cutiv

e le

vel;

SE

S =

sen

ior

exec

utiv

e se

rvic

e.

Figu

res

incl

ude

all s

taff

empl

oyed

at 3

0 Ju

ne 2

014

unde

r th

e P

ublic

Ser

vice

Act

199

9 an

d A

ustr

alia

n el

ecto

ral o

ffice

rs e

mpl

oyed

und

er th

e C

omm

onw

ealth

Ele

ctor

al A

ct 1

918.

Thi

s in

form

atio

n is

incl

uded

in th

e w

ages

and

sal

arie

s re

port

ed in

the

finan

cial

sta

tem

ents

.

New

Sou

th W

ales

num

bers

incl

ude

staf

f fro

m A

ustr

alia

n C

apita

l Ter

ritor

y di

visi

ons.

Sou

rce:

Pay

Glo

bal H

R S

yste

m.

202

Australian Electoral Commission Annual Report 2013–14

Tab

le 4

5: N

on‑o

ngoi

ng s

taff

emp

loye

d, i

nclu

din

g st

aff o

n hi

gher

dut

ies

arra

ngem

ents

, by

clas

sific

atio

n, g

end

er a

nd lo

catio

n at

30

 Jun

e 20

13 a

nd 3

0 Ju

ne 2

014

Cla

ssifi

catio

nFe

mal

e pa

rt ti

me

Fem

ale

full

time

Mal

e pa

rt ti

me

Mal

e fu

ll tim

eTo

tal

2013

2014

2013

2014

2013

2014

2013

2014

2013

2014

AC

TE

lect

oral

C

omm

issi

oner

00

00

00

01

01

SE

S B

and

10

00

10

00

00

1E

L 2

00

10

00

11

21

EL

10

00

00

00

00

0A

PS

60

02

01

01

04

0A

PS

50

01

00

01

02

0A

PS

44

62

50

00

06

11A

PS

30

02

00

00

02

0G

radu

ates

00

00

00

00

00

AP

S 2

10

00

00

10

20

Tota

l5

68

61

04

218

14N

SW

EL

10

00

00

00

00

0A

PS

60

01

10

01

02

1A

PS

50

00

00

00

00

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PS

40

11

10

00

01

2A

PS

31

14

30

00

05

4A

PS

23

85

00

11

09

9To

tal

410

115

01

20

1716

203

Appendixes and references

Cla

ssifi

catio

nFe

mal

e pa

rt ti

me

Fem

ale

full

time

Mal

e pa

rt ti

me

Mal

e fu

ll tim

eTo

tal

2013

2014

2013

2014

2013

2014

2013

2014

2013

2014

Vic

AE

O0

00

00

00

10

1E

L 1

00

00

00

00

00

AP

S 6

00

00

10

10

20

AP

S 5

00

10

00

10

20

AP

S 4

00

00

00

00

00

AP

S 3

00

20

00

20

40

AP

S 2

30

20

00

00

50

Tota

l3

05

01

04

113

1Q

ldE

L 1

00

00

00

00

00

AP

S 6

00

00

00

10

10

AP

S 5

00

00

00

00

00

AP

S 4

00

00

00

00

00

AP

S 3

10

10

00

00

20

AP

S 2

10

21

00

00

31

Tota

l2

03

10

01

06

1W

AA

EO

00

00

00

10

10

EL

10

00

00

00

00

0A

PS

60

00

00

00

00

0A

PS

50

00

00

00

00

0A

PS

40

00

00

01

01

0A

PS

30

00

00

00

00

0A

PS

21

02

00

00

03

0To

tal

10

20

00

20

50

204

Australian Electoral Commission Annual Report 2013–14

Cla

ssifi

catio

nFe

mal

e pa

rt ti

me

Fem

ale

full

time

Mal

e pa

rt ti

me

Mal

e fu

ll tim

eTo

tal

2013

2014

2013

2014

2013

2014

2013

2014

2013

2014

SA

EL

10

00

00

00

00

0A

PS

60

00

00

00

00

0A

PS

50

00

00

00

00

0A

PS

40

00

00

00

00

0A

PS

30

00

00

00

00

0A

PS

20

00

00

00

00

0To

tal

00

00

00

00

00

Tas

AP

S 6

00

00

00

00

00

AP

S 5

00

00

00

00

00

AP

S 4

00

00

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205

Appendixes and references

APPENDIX I: LIST OF REQUIREMENTSDescription Requirement Page referenceLetter of transmittal Mandatory iiiTable of contents Mandatory vIndex Mandatory 211Glossary Mandatory 208Contact officer(s) Mandatory iiInternet home page address and Internet address for report Mandatory iiReview by SecretaryReview by departmental secretary Mandatory 2–5Summary of significant issues and developments Suggested 2–7Overview of department’s performance and financial results Suggested 5Outlook for following year Suggested 3–5Significant issues and developments – portfolio Portfolio

departments – suggested

N/A

Departmental OverviewRole and functions Mandatory 12Organisational structure Mandatory 13–16Outcome and programme structure Mandatory 18–19Where outcome and programme structures differ from PB Statements/PAES or other portfolio statements accompanying any other additional appropriation bills (other portfolio statements), details of variation and reasons for change

Mandatory N/A

Portfolio structure Portfolio departments – mandatory

N/A

Report on PerformanceReview of performance during the year in relation to programmes and contribution to outcomes

Mandatory 24–81

Actual performance in relation to deliverables and KPIs set out in PB Statements/PAES or other portfolio statements

Mandatory 24–81

Where performance targets differ from the PBS/PAES, details of both former and new targets, and reasons for the change

Mandatory N/A

Narrative discussion and analysis of performance Mandatory 24–81Trend information Mandatory 24–81Significant changes in nature of principal functions/services Suggested 4, 53Performance of purchaser/provider arrangements If applicable,

suggested40, 78

Factors, events or trends influencing departmental performance Suggested 2–7, 24–81 Contribution of risk management in achieving objectives Suggested 24–81, 90–91Performance against service charter customer service standards, complaints data, and the department’s response to complaints

If applicable, mandatory

99

Discussion and analysis of the department’s financial performance Mandatory 5, 123Discussion of any significant changes in financial results from the prior year, from budget or anticipated to have a significant impact on future operations.

Mandatory 123

Agency resource statement and summary resource tables by outcomes Mandatory 178–180Management and AccountabilityCorporate GovernanceAgency heads are required to certify that their agency complies with the ‘Commonwealth Fraud Control Guidelines’.

Mandatory iii

Statement of the main corporate governance practices in place Mandatory 86–92

206

Australian Electoral Commission Annual Report 2013–14

Description Requirement Page referenceNames of the senior executive and their responsibilities Suggested 15–16Senior management committees and their roles Suggested 87–89Corporate and operational plans and associated performance reporting and review

Suggested 89–90, 92

Internal audit arrangements including approach adopted to identifying areas of significant financial or operational risk and arrangements to manage those risks

Suggested 87–92

Policy and practices on the establishment and maintenance of appropriate ethical standards

Suggested 91–92

How nature and amount of remuneration for SES officers is determined Suggested 113–114External ScrutinySignificant developments in external scrutiny Mandatory 92–99Judicial decisions and decisions of administrative tribunals and by the Australian Information Commissioner

Mandatory 95–99

Reports by the Auditor‑General, a Parliamentary Committee, the Commonwealth Ombudsman or an agency capability review

Mandatory 94–98

Management of Human ResourcesAssessment of effectiveness in managing and developing human resources to achieve departmental objectives

Mandatory 105–117

Workforce planning, staff retention and turnover Suggested 105–110Impact and features of enterprise or collective agreements, individual flexibility arrangements (IFAs), determinations, common law contracts and Australian Workplace Agreements (AWAs)

Suggested 113–114

Training and development undertaken and its impact Suggested 108–10, 174–175

Work health and safety performance Suggested 114–117Productivity gains Suggested 24–81, 106,

117–119, 123Statistics on staffing Mandatory 106–108, 112,

199–204Enterprise or collective agreements, IFAs, determinations, common law contracts and AWAs

Mandatory 113–114

Performance pay Mandatory 114Assets managementAssessment of effectiveness of assets management If applicable,

mandatory118–119

PurchasingAssessment of purchasing against core policies and principles Mandatory 120–122ConsultantsThe annual report must include a 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). The annual report must include a statement noting that information on contracts and consultancies is available through the AusTender website.

Mandatory 120–122

Australian National Audit Office Access ClausesAbsence of provisions in contracts allowing access by the Auditor‑General

Mandatory 122

Exempt contracts

207

Appendixes and references

Description Requirement Page referenceContracts exempted from publication in AusTender Mandatory 122Financial StatementsFinancial Statements Mandatory 124–173Other Mandatory InformationWork health and safety (Schedule 2, Part 4 of the Work Health and Safety Act 2011)

Mandatory 116

Advertising and Market Research (Section 311A of the Commonwealth Electoral Act 1918) and statement on advertising campaigns

Mandatory 198

Ecologically sustainable development and environmental performance (Section 516A of the Environment Protection and Biodiversity Conservation Act 1999)

Mandatory 117–118

Compliance with the agency’s obligations under the Carer Recognition Act 2010

If applicable, mandatory

N/A

Grant programmes Mandatory 120Disability reporting – explicit and transparent reference to agency‑level information available through other reporting mechanisms

Mandatory 75–76, 111–112

Information Publication Scheme statement Mandatory 99Correction of material errors in previous annual report If applicable,

mandatoryN/A

Agency Resource Statements and Resources for Outcomes Mandatory 178–180List of Requirements Mandatory 205–207

208

Australian Electoral Commission Annual Report 2013–14

GLOSSARY

Abbreviations and acronymsTerm Description ACT Australian Capital TerritoryAEC Australian Electoral Commission AEO Australian electoral officerAFP Australian Federal PoliceAGIMO Australian Government Information Management Office ANAO Australian National Audit Office APS Australian Public Service APSC Australian Public Service Commission AusAid Australian Agency for International Development AWA Australian Workplace AgreementBRIDGE Building Resources in Democracy, Governance and Elections CPI Consumer Price IndexCDPP Commonwealth Director of Public ProsecutionsCNE Comissão Nacional de Eleições (Timor‑Leste)DFAT Department of Foreign Affairs and TradeDLP Democratic Labor Party of AustraliaDMM Divisional Materials ManagerDRO Divisional Returning Officer ECANZ Electoral Council of Australia and New Zealand ECL electronic certified list ECSA Electoral Commission South Australia EEIC Electoral Education and Information Centre EEN Electoral Education Network EL executive levelElectoral Act Commonwealth Electoral Act 1918EPBC Act Environment Protection and Biodiversity Conservation Act 1999 EROC Election Ready Operational CapacityFMA Act Financial Management and Accountability Act 1997FOI Act Freedom of Information Act 1982GVG Green Vehicle GuideICARE APS values – Impartial, Committed to service, Accountable, Respectful, Ethical ICT information and communications technologyIEPP Indigenous Electoral Participation Programme IFAs individual flexibility arrangements IPS Information Publication Scheme JSCEM Joint Standing Committee on Electoral Matters Keelty Report Inquiry into the 2013 WA Senate ElectionKIT Keelty Implementation TaskforceKPU Komisi Pemilihan Umum (General Elections Commission, Indonesia)LGA Local Government Area NEEC National Electoral Education Centre NSW New South WalesNT Northern TerritoryPIANZEA Pacific Islands, Australia and New Zealand Electoral Administrators PNGEC Papua New Guinea Electoral Commission Qld Queensland

209

Appendixes and references Glossary

Term Description Referendum Act Referendum (Machinery Provisions) Act 1984SA South AustraliaSES senior executive serviceSRC Act Safety, Rehabilitation and Compensation Act 1988STAE Secretáriado Técnico de Administração Eleitoral (Timor‑Leste)Tas TasmaniaVIO voter information officerVITS VITS Language Link VTIS Victorian Interpreting and Translating ServiceWA Western AustraliaWCAG Web Content Accessibility GuidelinesWHS workplace health and safetyWHS Act Work Health and Safety Act 2011

Glossary of termsTerm 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. Compulsory voting The requirement for Australian citizens aged 18 years and over to enrol to vote

and to vote at each election.Constitution (Australian) The document that sets out the structure under which the Commonwealth

Government of Australia operates. It 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. Declaration of Nominations Formal announcement of registered candidates whose names will appear on a

ballot paper in an election.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 cycle The period from one federal election to the next – usually three years.Electoral roll The list of people entitled to vote in an election or referendum. Electorate See entry for ‘division’ above.Enrolment form Application form to enrol to vote or update enrolment. 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.Funding and disclosure Public funding of election campaigns and disclosure of certain financial details

by candidates, political parties and others.

210

Australian Electoral Commission Annual Report 2013–14

Term Description General postal voter 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.

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 Submission for candidacy for election to the Senate or House of Representatives.

Ordinary vote A vote cast on or before election day within the division in which 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. Protected action ballot A workplace voting system whereby employees participate in a fair and secret

ballot to determine whether industrial action should proceed in their workplace.Provisional vote Vote 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 closely as possible) the same

number of voters in each division. Referendum A vote to change the Constitution. Returned candidate Candidate who is officially declared elected by a returning officer.Returning officer The person responsible for conducting an election in a particular area.

A divisional returning officer is responsible for conducting the House of Representatives election in their division. An Australian Electoral Officer is the returning officer for the Senate election in their state or territory.

Registered political party A party registered with the AEC under Part XI of the Commonwealth Electoral Act 1918.

Revenue appropriations Federal funds set aside each year for specific government programmesRoll A list of voters eligible to vote at an election or referendum. Scrutineer Someone nominated by a candidate to watch the counting, or scrutiny of votes.Scrutiny The counting of votes is also known as the scrutiny.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.

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.

211

Appendixes and references Index

INDEX

Aabbreviations and acronyms, 208–209

Aboriginal and Torres Strait Islander Act 2005, 17

Aboriginal and Torres Strait Islander people see Indigenous Australians

about the AEC, 12–19

access clauses, ANAO, 122

accountability see governance and accountability

ACTSmart business accreditation, 118

address and contact details, ii

Administrative Appeals Tribunal, 94, 95

administrative review, 93–94

advertising and market research, 71–74, 198

Indigenous press and online media, 77

age of staff, 105

Agency Multicultural Plan, 90

agency resource statement, 179

APS Values and Code of Conduct, 91–92

Asia‑Pacific, electoral assistance in, 60

assets, 128, 150–155, 159

assets management, 118–119

audit

external, 94

internal, 92

reports, ANAO, 94

auditors, remuneration of, 162

AusTender, 120

Australian Capital Territory electoral redistribution, 32

Australian Democrats, legal action concerning, 95

Australian Electoral Commission

review of delegate decisions, 51

three‑person membership, 15

Australian Electoral Officer, 15

resignation of Western Australian, 2

Australian Federal Police referrals, 3

Australian Human Rights Commission, 94–95

Australian National Audit Office, 94

Australian Workplace Agreements, 113

awards and recognition

ACTSmart, 118

Fostering Innovation project, 110

Bbalanced scorecard, 92

ballot papers

handling, storage and security measures, 8–9, 43–44, 46, 48–49

missing Western Australian, 42, 96–98

printing and distribution of, 38

blind and vision impaired voters, 44, 75, 76

branches, 13

BRIDGE workshops and modules, 60–62

Business Assurance Committee, 88

business continuity, 90, 91

business planning, 87–90

Ccandidates see nominations

case studies

close of rolls, 34–35

Divisional Materials Managers, 48–49

Griffith by‑election 2014, 20–21

Keelty Implementation Taskforce, 8–9, 20–21

National Indigenous Youth Parliament 2014, 82–83

National Tally Room, 100–101

polling in remote communities, 66–67

election‑ready training and development, 174–175

Western Australian Senate election 2014, 48–49

cash flow, 130, 158

casual staff, 105, 106

certified lists see electronic certified lists

character assessments, staff, 107

civics education, 70

classifications of staff, 107, 112, 199–204

close of rolls, 28

case study on, 34–35

collective determination, 107, 113

Comcare, 116

Commissioner see Electoral Commissioner

Commonwealth Electoral Act 1918, 17

Commonwealth Ombudsman, 93, 94

communication campaigns see public awareness, information and education programmes

complaints handling, 99

compliance reviews, 53

consultancies, 120–122

contact details, ii

continuous roll update, 28–29

corporate governance see governance and accountability

Court of Disputed Returns

decision of, 2, 42, 97–98

petition to, 2, 42, 96–97

timeline of key events, 6–7

culturally and linguistically diverse backgrounds, people from, 68, 74

election services to, 74–75

staff, 106, 112

translated materials for, 29, 72, 74–75, 77

voting formality posters for, 75

customer inquiries, issues and complaints, 99

212

Australian Electoral Commission Annual Report 2013–14

Ddeaf and hearing impaired voters, 75, 76

decisions review, party registration, 51

declaration votes

federal election 2013, 39, 40

Griffith by‑election 2014, 43

Western Australian Senate election 2014, 45

Democratic Labor Party of Australia, legal action concerning, 95

Department of Human Services, partnership with, 40, 66–67, 78

direct enrolment and update, 28

disability

reporting, 111

staff with, 112

voters with, 74

Disability Inclusion Strategy 2012–2020, 90, 111

disadvantaged voters, 74

diversity, staff, 110–113

Divisional Materials Manager, 8

case study on, 48–49

divisional offices, 13

Don’t Leave It to the Last Minute campaign, 71

Eearly voting

federal election 2013, 38–39

Griffith by‑election 2014, 43

and use of electronic certified lists, 41

Western Australian Senate election 2014, 44–45

Education and Communication (programme 1.3), 19, 68–83

key performance results, 80–81

performance highlights, 68

education, public see public awareness, information and education programmes

election funding, 50, 52–53

federal election 2013, 53–54

Griffith by‑election 2014, 53, 55

Western Australian Senate election 2014, 53, 55

election management, 37–49

federal election 2013, 38–42

Griffith by‑election, 42–43

service delivery partnerships, 40, 66–67, 78

Western Australian Senate election 2014, 44–49

Election Management and Support Services (programme 1.2), 18–19, 36–67

key performance results, 47, 63–65

performance highlights, 37, 50

Election Preparation Plan, 90

Election Ready Operational Capacity Development Programme, 174–175

election support services, 50–62, 50–67

electoral roll extracts, 31–32, 58–59, 181–190

fee‑for‑service elections, 15, 50, 56–57

international, 59–62

state, territory and local governments, 58–59

workplace elections and ballots, 55–56

see also election funding; Register of Political Parties

election workforce, 106–107

collective determination, 107, 113

Divisional Materials Managers, 48–49

Fair Work Commission decision, 98

recruitment strategies, 109

security clearances for, 44

training and support for, 108–109

see also staff; workplace health and safety

Electoral and Referendum Regulations 1940, 17

Electoral Commissioner

Acting, 15–16

resignation of, 2

2013–14 review by, 2–5

Electoral Council of Australia and New Zealand, 58

electoral divisions, 13–14

electoral enrolments, 15, 27, 191–195

accuracy, identity and eligibility checks, 26

campaigns for, 71–72

deadlines for, 34–35

direct, 28

new citizens, 29–30

online, 29

processing of, 26, 34–35

quality assurance programme, 26

youth, 29–30, 71–72, 195

electoral fraud, 3, 91

Electoral Integrity Unit, 26

electoral redistributions, 32

electoral roll

accuracy, quality and security measures, 26, 34–35

completeness of, 27

continuous update of, 28–29

extracts, 31–32, 58–59, 181–190

see also electoral enrolments

Electoral Roll Management (programme 1.1), 18, 25–35

key performance results, 33

performance highlights, 25

electronic certified lists, 40–41

federal election 2013, 41

Griffith by‑election 2014, 41, 44

use in remote regions, 66–67

Western Australian Senate election 2014, 46

eligibility, voter, 26

email address, ii

employees see staff

energy usage, office, 117

enrolment, see electoral enrolments

Enrolment Quality Assurance Programme, 196

Enterprise Agreement 2011–2014, 92, 113–114

enterprise agreement ballots, 56

enterprise risk register, 90–91

213

Appendixes and references Index

environmental performance, 117–118

equity, 129

eReturns, 52

ethical standards, 91–92

Executive Leadership Team, 87

Executive Management Group, 87

exempt contracts, 122

expenses, 127

expenses and resources for outcomes, 180

external scrutiny, 86, 92–99

FFacebook, 71, 73, 77

Fair Work (Registered Organisations) Act 2009, 17

Fair Work Act 2009, 17

Fair Work Commission, 98

Federal Court cases, 98

federal election 2013

announcement of, 37, 38

enrolments before, 28, 34–35

informal voting, 41

management of, 37–42

nominations, 38–39

performance highlights, 37

polling places, 38

results, updated on AEC website, 40

timeline, 6, 39

turnout rate, 41

types of votes cast, 38–39

use of electronic certified lists, 40–41

vote counting, 40

vote types, 39

voter turnout, 41

voting services for, 38

see also ballot papers; Western Australian Senate recount

fee‑for‑service elections, 15, 50, 56–57

feedback to the AEC, 99

female staff, 105, 199–204

financial disclosure returns, 50, 52–53

compliance review, 53

Financial Management and Accountability Act 1997, 17

financial performance, 123

financial statements, 124–173

flexibility, workplace, 114

Fostering Innovation project, 110

Fraud Control Committee, 89

Fraud Control Plan, 90, 91, 92

freedom of information, 17, 94, 99

functions, 12

Funding and Disclosure branch, 50, 53

Ggender of staff, 105, 106, 199–204

Get Voting programme, 68, 69

glossary, 209–210

governance and accountability, 86–99

performance highlights, 86

government departments and agencies, electoral roll extracts for, 32, 189

graduate programme, 110

grants programmes, 120

Griffith by‑election 2014, 42–43

ballot paper handling and security, 43–44

case study on, 20–21

enrolments before, 28

Keelty Implementation Taskforce activities for, 8–9

nominations, 42

performance highlights, 37

results, updated on AEC website, 43

timeline, 7, 43

types of votes cast, 42–43

use of electronic certified lists, 41, 44

voting services for, 42

Hhealth and safety see workplace health and safety

Health and Safety Action Plan, 90

homeless voters, 74

hospitals, nursing homes and care facilities, voting in, 76

House of Representatives candidate nominations, 38–39, 42, 44

Iidentity, voter, 26

income, 127, 144–145, 146

Indigenous Australians, 111

in‑language election materials for, 77

media and communication activities, 77–78

polling officials, 113

services for, 77–79

staff, 112, 113

voter enrolment activities, 77

voting assistance and support for, 66–67, 74

Indigenous Electoral Participation Programme, 74, 77, 78

Indigenous Voter Information Officer, 113

individual determinations, section 24(1), 113

individual flexibility arrangements, 114

Indonesia, electoral assistance in, 60

industrial elections, 15, 50, 56–57, 98

litigation concerning, 98

influenza vaccinations, 115

informal voting

federal election 2013, 41

information campaigns on, 71–72, 74–75, 77

information and communications technology, 118–119

enhancements to, 35

Information Publication Scheme, 99

Internal Audit Plan, 90, 92

internal governance, 87–92

214

Australian Electoral Commission Annual Report 2013–14

international engagement

electoral assistance, 50, 58–62

partnerships and programmes, 62

interpreter services, 29, 75

investigations, 117

Investment and Strategies Committee, 88

Jjob vacancies see vacancies, staff

Joint Standing Committee on Electoral Matters, 93

judicial scrutiny, 95–98

KKeelty Implementation Taskforce

case study on, 8–9, 20–21

key events timeline, 7

Keelty inquiry, report and recommendations, 2, 42

timeline of key events, 6–7

Killesteyn, Ed, 2

Lleadership, 15–16

learning see training and development, staff

Learning and Development Blueprint, staff, 108

legal services expenditure, 99

legislation programme, 92–93

legislative framework, 17

liabilities, 128, 159

Lingiari electoral division, mobile polling in, 66–67

litigation, 95–99

local government elections, 58–59

locations of staff, 105, 199–204

MMaking a Nation learning tool, 70

male staff, 199–204

management committees, 87–89

market research, 198

McLeod review of funding and disclosure services, 53

members of parliament, electoral roll extract services, 32, 181–186

ministerial and parliamentary services, 93

mobile polling, 38

federal election 2013, 39–40

Griffith by‑election 2014, 43

Western Australian Senate election 2014, 44–45, 66–67

modernisation, 5, 118–119

Mulholland legal action, 95

Multicultural Plan, 111

multiple voting, 3, 41

NNational Business Plan, 90

National Disability Strategy, 111

National Electoral Education Centre

services, 69

participation in ACTSmart, 118

National Indigenous Youth Parliament, 79, 82–83

national office, 13

National Programme Management Forum, 87

national programme managers, 15–16

National Tally Room, 100–101

Nepal, electoral assistance in, 61

new citizens, enrolment of, 29, 30

nominations

federal election 2013, 38–39

Griffith by‑election 2014, 42

Western Australian Senate election 2014, 44

non‑English speakers, services for, 29, 75

notifiable incidents, 117

number of staff, 105, 199–204

OOffice of the Australian Information Commissioner, 94

offices

accessibility, 76

divisional, 13

environmental performance, 118–119

locations, 13

national, 13

state and territory, 13

Official guide to the 2013 federal election, 71–72

Ombudsman, Commonwealth, 93, 94

online resources, 70, 73, 78

online services, 119

electoral enrolment, 29, 76

financial disclosure returns lodgment, 52

postal vote application form, 38, 76

operational reforms, 3, 8–9, 20–21, 42, 43, 46, 48–49, 92

organisational structure, 13, 15–16

Our Vote, Our Future campaign, 77

outcome, 18

outlook, 5

overseas elections see international electoral assistance

overseas voters, 31, 38, 44

overview, 12–19

PPacific Islands, Australia and New Zealand Electoral Administrators network, 60, 62

Pacific Islands, electoral assistance in, 62

Papua New Guinea, electoral assistance in, 61

parliamentary scrutiny, 92–93

parliamentary services, 93 see ministerial and parliamentary services

participation rates, 26–27, 30

partnerships and collaboration

Department of Human Services, 40, 78

215

Appendixes and references Index

Indigenous engagement, 78

Party Registration Guide, 50

performance management, 114

performance pay, 114

performance report, 24–83

permanent staff, 105–106

police records checks, staff, 107

political parties, 52–53

election funding, 50, 52–55

electoral roll extract services, 32, 187–188

see also Register of Political Parties

polling places, 38, 42, 44

accessibility of, 76

locator service, 76

remote, 66–67

postal voters, 37

federal election 2013, 38–40

Griffith by‑election 2014, 43

online application, 38, 76

Western Australian Senate election 2014, 45

pre‑poll voting see early voting

principles, 12

privacy, 17, 94

private sector organisations, electoral roll extract services for, 32, 190

procurement, 118, 120

programmes, 18–19

promotions, 71–74

Property Plan, 90

protected action ballots, 15, 50, 56–57

public awareness, information and education programmes, 15, 68–83

federal election 2013, 70–73

Griffith by‑election 2014, 73

Indigenous Australians, 77–78

new citizens, 29

Western Australian Senate election 2014, 74

youth enrolment, 29

public scrutiny, 99

Public Service Act 1999, 17

publications, 75–76

RReconciliation Action Plan, 90, 111

recount see Western Australian Senate recount

recruitment, 109

recycling, 117, 118

redistributions, electoral, 32

Referendum (Machinery Provisions) Act 1984, 17

referendum, local government, 37

REFLECT decision‑making model, 91

Reform Team see Keelty Implementation Taskforce

reforms see operational reforms

Register of Political Parties, 50–51

decisions review, 51

name change applications, 51

party office holders, 51, 95

registrations and deregistrations, 51

rehabilitation management, 115

remote regions, 66–67, 78

remuneration

auditors, 162

senior executives, 113–114, 159–160

staff, 112, 114

report on performance, 24–83

reporting framework, 89–90, 92

reporting lines, 16

Representation Act 1983, 17

researchers, electoral roll extract services for, 32, 190

resource management, 104–118

retention of staff, 106, 109

revenue, 127, 146

review of 2013–14, 2–5

risk management, 90–92

Rock Enrol, 71

Rogers, Tom, 2–5

role, 12

Ssalary ranges, staff, 112, 114

school education programmes, 69, 70

school elections, 69

section 24(1) determinations, 113

Security Plan, 90

Senate candidate nominations, 38–39, 42, 44

Senators, electoral roll extract services for, 32, 181–186

senior executive remuneration, 113–114, 159–160

senior management, 15–16

social inclusion, 75–76

Social Inclusion Measurement and Reporting Strategy, 111

social media, 73

South Australian state election, 59

staff, 105–116

age profile, 105, 107

casual, 106

character assessments, 107

classifications, 107, 112, 199–204

culturally and linguistically diverse, 106, 112

diversity, 110–113

gender, 105, 106, 199–204

Indigenous, 112, 113

locations, 105, 199–204

number, 105, 199–204

permanent, 105–106

recruitment, 109

remuneration, 112, 114

surveys, 110

temporary, 106–107

turnover, 106, 109

see also election workforce; workplace health and safety

state and territory offices, 13

State of the Service survey, 110

states and territories

electoral assistance to, 197

electoral roll extract services for, 31, 58–59

Strategic Plan, 89, 105

Strategic Risk Management Plan, 90

216

Australian Electoral Commission Annual Report 2013–14

structure see organisational structure

Student Edge, 71

study programmes, 62

surveys, staff, 110

Sustainable procurement guide, 118

Ttally room see National Tally Room; Virtual Tally Room

Tasmanian state election, 7, 59

teacher education programmes, 69–70

telephone information and advice, 40

interpreter services, 75

non‑English speakers, 29

telephone number, ii

telephone voting services, 38, 44, 76

temporary staff, 106–107

tenders, 120

timeline of key events 2013–14, 6–7

Timor‑Leste, electoral assistance in, 61

Torres Strait Regional Authority elections, 59

training and development, staff, 108, 174–175

Learning and Development Blueprint, 108

online modules, 108

translation services, 29, 72, 74–75

Twitter, 73

Vvacancies, staff, 108, 109

vaccinations, 115

values, 12

vehicle fleet, 117

Virtual Tally Room, 40, 73, 101

vote counting, 38

federal election 2013, 40

Griffith by‑election 2014, 43

Western Australian Senate election 2014, 46

voter information officers, 67, 68, 74–75

voters

blind and vision impaired, 38, 40, 44, 75–76

culturally and linguistically diverse, 74–75

deaf and hearing impaired, 75, 76

with disability, 74, 76

disadvantaged, 74

election services and facilities, 38, 44

eligibility, 26

homeless, 74

incarcerated, 31

Indigenous, 74, 77

non‑English‑speaking, 29–30, 74

overseas, 31, 38, 44

postal, 37, 38–40, 43, 76

in remote areas, 66–67

silent, 31

with special needs, 31, 76

turnout rates, 41

young, 29–30, 195

votes

federal election 2013, 41

Griffith by‑election 2014, 42–43

Western Australian Senate election 2014, 45

voting information officers, 68

voting services

accessible polling stations, 76

federal election 2013, 38

Griffith by‑election 2014, 42

public information and advice about, 72

Western Australian Senate election 2014, 44

see also electoral support services; mobile polling

Wwaste management, 117, 118

website, 73, 76, ii

information available on, 41, 50, 70, 76, 78, 91

polling place locator service, 76

Western Australian Senate election 2014, 96–98

ballot paper handling and security, 46

case study on, 48–49

enrolments before, 28

Keelty Implementation Taskforce activities for, 8–9

nominations for, 44

performance highlights, 37

results, updated on AEC website, 46

timeline, 6–7, 45

types of votes cast, 45

use of electronic certified lists, 41, 46

vote counting, 46

voting services for, 44

Western Australian Senate recount, 42, 96–98

compensation payments, 54–55

timeline of key events, 6–7

see also federal election 2013

Williams decision, 98

workers’ compensation claims and premium, 116

workforce see staff

workplace diversity, 110–113

Workplace Diversity Plan, 90

workplace elections and ballots, 50, 55–57

statistics, 57

workplace health and safety, 114–117

federal election 2013, 115

workstation assessments, 115

Yyear ahead, 5

yes/no ballots, 56

Your Vote Counts workshop, 69–70

Your Vote is a Valuable Thing campaign, 71–72, 74

Your Vote Matters app, 71

youth enrolment, 29–30, 71–72

Indigenous, 77

YouTube, 76