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OFFICE OF THE OFFICIAL SECRETARY<br />
TO THE GOVERNOR-GENERAL<br />
<strong>Annual</strong> <strong>Report</strong><br />
<strong>2010</strong>–<strong>2011</strong>
© Commonwealth <strong>of</strong> Australia <strong>2011</strong><br />
ISSN 1440-7825<br />
This work is copyright. Apart from any use as<br />
permitted under the Copyright Act 1968, no part<br />
may be reproduced by any process without<br />
prior written permission from the Australian<br />
Government, available from the Attorney-<strong>General</strong>’s<br />
Department. Requests and enquiries concerning<br />
reproduction and rights should be addressed to<br />
the Commonwealth Copyright Administration,<br />
Copyright Law Branch, Attorney-<strong>General</strong>’s<br />
Department, National Circuit, Barton, ACT 2600,<br />
or posted at http://www.ag.gov.au/cca.<br />
To obtain information about the content<br />
<strong>of</strong> this report, please contact:<br />
Ms Karen Baker<br />
Director Corporate Services<br />
Office <strong>of</strong> the Official Secretary to the<br />
<strong>Governor</strong>‐<strong>General</strong><br />
Government House<br />
Canberra ACT 2600<br />
Telephone: (02) 6283 3510<br />
Facsimile: (02) 6281 3760<br />
Email: karen.baker@gg.gov.au<br />
Information about the activities <strong>of</strong> the <strong>Governor</strong>-<br />
<strong>General</strong> and the operations <strong>of</strong> the Office <strong>of</strong> the<br />
Official Secretary to the <strong>Governor</strong>-<strong>General</strong> is<br />
available at the following internet addresses:<br />
Internet home page: www.gg.gov.au<br />
Internet annual report:<br />
www.gg.gov.au/reports/ar<strong>2010</strong>-11/index.htm<br />
Produced by the Office <strong>of</strong> the Official Secretary<br />
to the <strong>Governor</strong>‐<strong>General</strong><br />
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Government House, Canberra ACT 2600
OFFICE OF THE OFFICIAL SECRETARY<br />
TO THE GOVERNOR-GENERAL<br />
12 October <strong>2011</strong><br />
The Hon Julia Gillard MP<br />
Prime Minister<br />
Parliament House<br />
CANBERRA ACT 2600<br />
Dear Prime Minister<br />
I present the annual report <strong>of</strong> the Office <strong>of</strong> the Official Secretary to the <strong>Governor</strong>‐<strong>General</strong> for the<br />
financial year ending 30 June <strong>2011</strong>, in accordance with subsection 19(1) <strong>of</strong> the <strong>Governor</strong>‐<strong>General</strong> Act 1974.<br />
Subsection 19(2) <strong>of</strong> the Act requires you to cause a copy <strong>of</strong> the report to be laid before each House <strong>of</strong> the<br />
Parliament within fifteen sitting days after the day on which you receive the report.<br />
I certify that I am satisfied that the Office <strong>of</strong> the Official Secretary to the <strong>Governor</strong>-<strong>General</strong> has prepared<br />
fraud risk assessments and a fraud control plan, and has in place appropriate fraud prevention, detection,<br />
investigation, reporting and data collection procedures and processes that meet its specific needs and that<br />
comply with the Commonwealth Fraud Control Guidelines.<br />
Yours sincerely<br />
Stephen Brady<br />
Official Secretary to the <strong>Governor</strong>‐<strong>General</strong><br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
i
Contents<br />
Chapter 1: Overview 1<br />
Official Secretary’s review 2<br />
Office overview 3<br />
Chapter 2: <strong>Report</strong> on performance 7<br />
Outcome performance 8<br />
Financial performance 12<br />
Program 1—Support for the <strong>Governor</strong>-<strong>General</strong> and Official Activities 13<br />
Program Component 1—Support <strong>of</strong> the <strong>Governor</strong>-<strong>General</strong> 15<br />
Program Component 2—Administration <strong>of</strong> the Australian Honours and Awards System 36<br />
Chapter 3: Management and accountability 43<br />
Corporate governance 44<br />
Management <strong>of</strong> human resources 47<br />
Management <strong>of</strong> assets and financial processes 52<br />
Changes to disability reporting in annual reports 53<br />
Freedom <strong>of</strong> Information 54<br />
Ecologically sustainable development and environmental protection 55<br />
Appendices57<br />
Appendix A: The Council for the Order <strong>of</strong> Australia and the Australian Bravery Decorations Council 59<br />
Appendix B: Order <strong>of</strong> Australia Awards 60<br />
Appendix C: Australian Bravery Decorations 64<br />
Appendix D: Defence, Meritorious and Long Service Awards 66<br />
Appendix E: Staffing overview 67<br />
Appendix F: Occupational health and safety key statistics 69<br />
Appendix G: Consultancy contracts 70<br />
Appendix H: Agency resource statement 71<br />
Appendix I: List <strong>of</strong> requirements 74<br />
Financial statements 79<br />
Indexes139<br />
Glossary, abbreviations and acronyms 140<br />
Alphabetical index 142<br />
ii<br />
OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Figures<br />
Figure 1 Organisational structure at 30 June <strong>2011</strong> 4<br />
Figure 2 Strategic planning framework 45<br />
Figure 3 Mechanism <strong>of</strong> incidents reporting 69<br />
Tables<br />
Table 1 Performance indicators for Program 1 14<br />
Table 2 Performance trend information 14<br />
Table 3 Financial performance for Program 1 15<br />
Table 4 Financial performance for Component 1 15<br />
Table 5 Activities and correspondence in <strong>2010</strong>–11 18<br />
Table 6 Financial performance for Component 2 36<br />
Table B1 The Order <strong>of</strong> Australia Awards (<strong>General</strong> Division) Australia Day <strong>2011</strong><br />
and The Queen’s Birthday <strong>2011</strong> 60<br />
Table B2 The Order <strong>of</strong> Australia Awards (<strong>General</strong> Division), The Queen’s Birthday 1975<br />
to The Queen’s Birthday <strong>2011</strong> 62<br />
Table C1 Australian Bravery Decorations <strong>2010</strong>–11 64<br />
Table C2 Bravery Decorations conferred from 1975 to 30 June <strong>2011</strong> 65<br />
Table D1 Defence, Meritorious and Long Service Awards approved during<br />
<strong>2010</strong>–11 and total awards approved 66<br />
Table E1 Salary range by classification at 30 June <strong>2011</strong> 67<br />
Table E2 Staffing pr<strong>of</strong>ile at 30 June <strong>2011</strong> 67<br />
Table E3 Equal employment opportunity pr<strong>of</strong>ile at 30 June <strong>2011</strong> 68<br />
Table E4 Staffing pr<strong>of</strong>ile at 30 June <strong>2010</strong> 68<br />
Table F1 OHS inspections 69<br />
Table F2 OHS training and initiatives 69<br />
Table F3 Notifiable incidents 69<br />
Table G1 Consultancy services <strong>of</strong> $10,000 or more let during <strong>2010</strong>–11 70<br />
Table H1 Agency resource statement <strong>2010</strong>–11 71<br />
Table H2 Expenses and resources for Outcome 1 73<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
iii
Ch a pte r O n<br />
Overview
Ch a pte r O n e<br />
Official Secretary’s review<br />
Year in review<br />
In line with the new five-year Strategic Business<br />
Plan, the Office <strong>of</strong> the Official Secretary to the<br />
<strong>Governor</strong>-<strong>General</strong> provided sustained pr<strong>of</strong>essional<br />
support to the <strong>Governor</strong>-<strong>General</strong> throughout a busy<br />
year <strong>of</strong> activity in <strong>2010</strong>–11. At the same time, the<br />
Office continued to make ongoing improvements<br />
to its performance and efficiency, and successfully<br />
managed a range <strong>of</strong> corporate challenges.<br />
The year was marked by a Federal election, a series<br />
<strong>of</strong> natural disasters affecting many communities<br />
in Queensland, New South Wales, Victoria and<br />
Western Australia, and several nationally significant<br />
occasions at which the <strong>Governor</strong>-<strong>General</strong> was a<br />
leading participant. Building on the achievements <strong>of</strong><br />
her first 22 months in <strong>of</strong>fice, Ms Bryce undertook a<br />
dynamic program <strong>of</strong> meetings, visits and ceremonial<br />
duties to further broaden her engagement with<br />
the Australian public in <strong>2010</strong>–11. Record levels <strong>of</strong><br />
correspondence, visitors, and activity on the Office’s<br />
website demonstrate that public interest in the<br />
<strong>Governor</strong>-<strong>General</strong>’s program and role continues<br />
to be very strong.<br />
Despite resource constraints, the Office delivered<br />
comprehensive and high quality support and<br />
services including logistics, liaison and briefing<br />
to the <strong>Governor</strong>-<strong>General</strong> as she discharged her<br />
constitutional, Commander-in-Chief, ceremonial<br />
and community duties. The staffing structure <strong>of</strong><br />
the Office remained largely unchanged, though<br />
staff reductions through natural attrition enabled<br />
the streamlining <strong>of</strong> some functions. Greater use was<br />
made <strong>of</strong> task forces for special events and projects.<br />
An innovative and pragmatic approach to meeting<br />
operational challenges, with due regard to risk<br />
management, was a hallmark <strong>of</strong> the Office’s work.<br />
The Office’s achievements included the successful<br />
and timely negotiation <strong>of</strong> a new Enterprise<br />
Agreement <strong>2011</strong>–2014. The Office dealt effectively<br />
with extensive and costly damage caused to the<br />
grounds <strong>of</strong> Government House by a severe storm<br />
in December <strong>2010</strong>. Property works at Government<br />
House and Admiralty House were undertaken in<br />
accordance with priority needs. Judicious savings<br />
were realised across all areas <strong>of</strong> the Office’s<br />
operations. The Office maintained a helpful and<br />
responsive approach to requests for information<br />
about its operations, against the backdrop <strong>of</strong> a<br />
70 per cent increase in correspondence received.<br />
The Australian Honours and Awards Branch<br />
researched and prepared a high volume <strong>of</strong><br />
nominations for consideration by the Council for<br />
the Order <strong>of</strong> Australia and the Australian Bravery<br />
Decorations Council. Community interest in the<br />
Australian honours system remained strong. A<br />
highlight during the year was the award <strong>of</strong> Australia’s<br />
highest honour—the Victoria Cross for Australia—<br />
to Corporal Ben Roberts-Smith VC MG.<br />
Outlook for <strong>2011</strong>–12<br />
The Office is committed to maintaining the<br />
momentum established in the first three years <strong>of</strong><br />
the <strong>Governor</strong>-<strong>General</strong>’s term. Mindful <strong>of</strong> budgetary<br />
pressures, it will continue to work smartly, and<br />
deliver maximum value for money. Branches, work<br />
teams and individual staff will review their work<br />
plans to ensure they remain outcome-oriented<br />
and all areas <strong>of</strong> the Office will be asked to identify<br />
and implement additional efficiency measures.<br />
Several urgent and essential property projects<br />
will be advanced, underpinned by the Office’s<br />
risk management framework. Approaches to<br />
<strong>of</strong>ficial representation will continue to maximise<br />
community engagement. At the same time, the<br />
Office will continue to implement and refine its<br />
policies and practices in regard to management and<br />
administration, to ensure that its operations remain<br />
efficient, responsive and accountable. Within the<br />
resources provided by Government, the Office plans<br />
to implement two new medals: the National Police<br />
Service Medal and National Emergency Medal.<br />
2 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Overview<br />
Office overview<br />
The <strong>of</strong>fice <strong>of</strong> <strong>Governor</strong>-<strong>General</strong> was established by<br />
the Constitution <strong>of</strong> the Commonwealth <strong>of</strong> Australia<br />
in 1901. The <strong>Governor</strong>-<strong>General</strong> represents<br />
The Queen in Australia: exercising the executive<br />
power <strong>of</strong> the Commonwealth; upholding and<br />
executing its laws and Constitution; and performing<br />
a broad range <strong>of</strong> constitutional, statutory, ceremonial<br />
and community responsibilities. The <strong>Governor</strong>-<br />
<strong>General</strong> is also Commander-in-Chief <strong>of</strong> the<br />
Australian Defence Force. The <strong>Governor</strong>-<strong>General</strong><br />
acts on the advice <strong>of</strong> the elected Government in all<br />
relevant matters.<br />
The Office <strong>of</strong> the Official Secretary to the<br />
<strong>Governor</strong>-<strong>General</strong>, which was established in 1984 by<br />
amendment to the <strong>Governor</strong>-<strong>General</strong> Act 1974, (the<br />
Act) supports the <strong>Governor</strong>-<strong>General</strong> in the fulfilment<br />
<strong>of</strong> these responsibilities, according to section 13 <strong>of</strong><br />
the Act, which is administered by the Prime Minister.<br />
Prior to 1984, the <strong>Governor</strong>-<strong>General</strong>’s <strong>of</strong>fice was<br />
administered by the Department <strong>of</strong> the Prime<br />
Minister and Cabinet.<br />
The Office comprises three branches and a<br />
communications and media unit which report<br />
to the Official Secretary in his capacity as Chief<br />
Executive Officer. Figure 1 shows the structure<br />
<strong>of</strong> the Office at 30 June <strong>2011</strong>.<br />
The Executive and Protocol Branch provides<br />
direct support to the <strong>Governor</strong>-<strong>General</strong> through<br />
the planning, organisation and management <strong>of</strong><br />
Their Excellencies’ forward program <strong>of</strong> national<br />
and international engagements; advises on policy<br />
and contextual matters and current issues; drafts<br />
speeches, messages and briefings; and responds to<br />
a large volume <strong>of</strong> communications from the public.<br />
The Branch also manages household operations,<br />
including representational activities, at Government<br />
House and Admiralty House.<br />
The Australian Honours and Awards Branch<br />
receives and researches nominations for<br />
honours and awards for Australians who provide<br />
distinguished service to the community and the<br />
nation. The Branch supports the two advisory<br />
councils that make recommendations to the<br />
<strong>Governor</strong>-<strong>General</strong> on honours matters. It also<br />
undertakes reception, records management and<br />
anniversary correspondence roles.<br />
The Corporate Services Branch provides corporate<br />
services, governance advice and financial, human<br />
resource, and information technology support for<br />
the Office. The Branch also manages the <strong>of</strong>ficial<br />
residences, grounds and assets and coordinates<br />
physical security.<br />
This report is structured according to the Office’s<br />
outcome and program, in line with the accrual<br />
budgeting and reporting requirements for Australian<br />
Government agencies, and provides information<br />
required under Government guidelines for the<br />
preparation <strong>of</strong> annual reports. The Office’s outcome<br />
and outputs are as follows:<br />
Outcome<br />
Program 1<br />
Component 1<br />
Component 2<br />
The performance <strong>of</strong> the <strong>Governor</strong>-<strong>General</strong>’s role is facilitated through the<br />
organisation and management <strong>of</strong> <strong>of</strong>ficial duties, management and maintenance <strong>of</strong> the<br />
<strong>of</strong>ficial household and property and administration <strong>of</strong> the Australian Honours and<br />
Awards system<br />
Support for the <strong>Governor</strong>-<strong>General</strong> and Official Activities<br />
Support <strong>of</strong> the <strong>Governor</strong>-<strong>General</strong><br />
Administration <strong>of</strong> the Australian Honours and Awards System<br />
This Outcome, Program and Program Components are consistent with that reported in the Office’s<br />
<strong>2010</strong>–11 Portfolio Budget Statements. The cost <strong>of</strong> the Corporate Services Branch is allocated across<br />
both program components in line with the proportional costs <strong>of</strong> supporting those components.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
3
Ch a pte r O n e<br />
Figure 1: Organisational Structure at 30 june <strong>2011</strong><br />
Official Secretary to<br />
the <strong>Governor</strong>‐<strong>General</strong><br />
Stephen Brady<br />
Deputy Official Secretary to<br />
the <strong>Governor</strong>‐<strong>General</strong><br />
Mark Fraser<br />
Communications<br />
& Media<br />
Senior Communications<br />
& Media Adviser<br />
Niree Creed<br />
Communications &<br />
Media Assistant<br />
Senior Executive Assistant<br />
to the <strong>Governor</strong>-<strong>General</strong><br />
Caroline Cooper<br />
Executive Assistant<br />
to the OS/DOS<br />
Bronwyn Morris<br />
Director<br />
Executive and Protocol<br />
Pamela O’Grady<br />
Program Unit<br />
Operations Manager<br />
Paul Singer<br />
Program Assistant<br />
Aides de Camp<br />
Events Manager<br />
Nathan McKenzie<br />
Events Adviser<br />
Invitation Officers<br />
Household<br />
Manager<br />
Mark McConnell<br />
Assistant Manager<br />
Household Attendants<br />
Senior Chef<br />
2nd Chef<br />
Speechwriter<br />
Vacant<br />
Director<br />
Honours and Awards<br />
Sharon Prendergast<br />
Order Of Australia<br />
Assistant Director<br />
Elizabeth Mitchell<br />
Senior Case Officers<br />
Case Officers<br />
Trainee Case Officers<br />
Awards, Decorations<br />
& Administration<br />
Assistant Director<br />
Debbie Bowden<br />
Senior Administration Officer<br />
Administration Officers<br />
Case Officer<br />
Public Information Officer<br />
Medals & Awards Officer<br />
Warrants Officer<br />
Admin Assistant - Medals<br />
Reception/Registry Officers<br />
Director<br />
Corporate Services<br />
Karen Baker<br />
Finance<br />
Chief Finance Officer<br />
Greg Dennis<br />
Deputy CFO<br />
Snr Finance Officer<br />
Purchasing Officer<br />
Finance Assistant<br />
Human Resources<br />
Manager<br />
Kerry Cox<br />
HR Adviser<br />
HR Officer<br />
IT<br />
Manager<br />
Clement Tyhuis<br />
IT Systems Administrator<br />
IT Support Officer<br />
Property & Services<br />
Manager<br />
Peyton Butler<br />
Caretaker<br />
Maintenance Officers<br />
Transport/Property<br />
Officers<br />
Head Gardener<br />
Gardening Overseers<br />
Gardeners<br />
Admiralty House<br />
Property Coordinator<br />
Property Assistant<br />
Property Officers<br />
Projects Manager<br />
Rob Meller<br />
Corporate Coordinator<br />
Vacant<br />
4 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Overview<br />
The <strong>Governor</strong>-<strong>General</strong> is presented a basket <strong>of</strong> wattle by Eryn Burge from St Francis <strong>of</strong> Assisi Primary School to mark the<br />
centenary <strong>of</strong> Wattle Day on 25 August <strong>2010</strong>.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
5
Chapter Two<br />
REPORT ON PERFORMANCE
Chapter Two<br />
Outcome performance<br />
The Office <strong>of</strong> the Official Secretary to the<br />
<strong>Governor</strong>-<strong>General</strong> reports on performance<br />
in relation to a single outcome, namely:<br />
The performance <strong>of</strong> the <strong>Governor</strong>-<strong>General</strong>’s role is<br />
facilitated through the organisation and management<br />
<strong>of</strong> <strong>of</strong>ficial duties, management and maintenance <strong>of</strong> the<br />
<strong>of</strong>ficial household and property and administration <strong>of</strong><br />
the Australian Honours and Awards system.<br />
Comments are continually sought from the<br />
<strong>Governor</strong>-<strong>General</strong> on the quality <strong>of</strong> her program<br />
and the support and services provided in its<br />
execution. Feedback is also received from a range<br />
<strong>of</strong> external stakeholders involved with the Office’s<br />
work. This feedback is critical to ensuring that the<br />
work <strong>of</strong> the Office is targeted, responsive and <strong>of</strong><br />
a consistently high standard.<br />
The program for <strong>2010</strong>–11 was substantial and<br />
comprehensive. It incorporated activities in many<br />
Australian cities as well as regional, rural and remote<br />
areas, including those affected by natural disasters<br />
in the summer <strong>of</strong> <strong>2011</strong>. At the request <strong>of</strong> the<br />
Government, the <strong>Governor</strong>-<strong>General</strong> also undertook<br />
a range <strong>of</strong> representational travel abroad.<br />
The severity <strong>of</strong> floods and other disasters in early<br />
<strong>2011</strong> and the wide geographical distribution <strong>of</strong><br />
these events prompted a series <strong>of</strong> visits by the<br />
<strong>Governor</strong>-<strong>General</strong> and Mr Bryce to affected areas<br />
to <strong>of</strong>fer their support and encouragement. Between<br />
6 January and 24 May, the <strong>Governor</strong>-<strong>General</strong> and<br />
Mr Bryce spent ten days in towns suffering the<br />
aftermath <strong>of</strong> natural disasters, including Emerald,<br />
Alpha, Jericho, Condamine, Chinchilla, Ipswich,<br />
Grantham, Boggabilla, Grafton, Rochester, Kerang,<br />
Horsham, Charlton, Carnarvon, Rockhampton,<br />
Withcott, Gatton, Dalby, Murphy’s Creek,<br />
and Benjeroop.<br />
The <strong>Governor</strong>-<strong>General</strong>’s attendance at services<br />
in Fromelles, Sandakan, Hellfire Pass and Long Tan,<br />
commemorating the loss <strong>of</strong> Australian soldiers on<br />
the Western Front and in Borneo, Thailand and<br />
Vietnam, emphasised the nation’s respect for the<br />
sacrifice <strong>of</strong> defence personnel, past and present,<br />
in the protection <strong>of</strong> national interests and values.<br />
The presence <strong>of</strong> Australian veterans and their<br />
relatives and friends at these events underlined the<br />
<strong>Governor</strong>-<strong>General</strong>’s positive engagement with the<br />
defence and veterans community.<br />
Visits to Vanuatu, Kuwait, New Zealand, Vietnam, Italy<br />
and Spain, each having a different focus, affirmed<br />
Australia’s regional and international standing and<br />
contributed to the enhancement <strong>of</strong> bilateral relations.<br />
The Office maintained and developed extensive<br />
community networks through which the<br />
<strong>Governor</strong>-<strong>General</strong> continued to promote awareness<br />
<strong>of</strong>, and support for, particular causes and issues.<br />
The spirit <strong>of</strong> volunteerism, children’s welfare,<br />
mental health, the value <strong>of</strong> shared experience<br />
and mentoring, and respect for elders were<br />
recurrent themes.<br />
Such engagements and exchanges, and a responsiveness<br />
to unfolding events, continued to guide and shape the<br />
<strong>Governor</strong>-<strong>General</strong>’s program and enabled the Office<br />
to enhance the <strong>Governor</strong>-<strong>General</strong>’s involvement with<br />
the Australian community.<br />
In terms <strong>of</strong> the administration <strong>of</strong> the Australian<br />
honours and awards system, the Office exceeded<br />
established performance indicators.<br />
8 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
<strong>Report</strong> on performance<br />
Overview<br />
The <strong>Governor</strong>-<strong>General</strong> removes an eye patch from a Fred Hollows Preventable Blindness Program patient at Hue Eye Hospital, Vietnam<br />
on 11 May <strong>2011</strong>.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong> 9
Chapter Two<br />
D e sp atch<br />
Flood Visits<br />
Summer <strong>2011</strong><br />
The <strong>Governor</strong>-<strong>General</strong> meets local children from the town <strong>of</strong> Boggabilla,<br />
New South Wales, during her visit to flood affected areas on 20 January <strong>2011</strong>.<br />
10 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
The <strong>Governor</strong>-<strong>General</strong> visits a<br />
cattle feed lot outside Condamine,<br />
Queensland, on 7 January <strong>2011</strong>,<br />
affected by the Queensland floods.<br />
The <strong>Governor</strong>-<strong>General</strong> observes flood damage to<br />
a railway that passes through the town <strong>of</strong> Alpha,<br />
Queensland on 6 January <strong>2011</strong>.<br />
In January <strong>2011</strong>, communities across the nation<br />
faced unprecedented damage and destruction<br />
from floods. Grief, pain and loss were<br />
experienced in towns and cities in Queensland,<br />
Victoria, New South Wales and Western Australia, as<br />
essential services were cut <strong>of</strong>f by rising flood waters<br />
and the death toll mounted.<br />
But the spirit <strong>of</strong> affected communities remained<br />
strong as volunteers, emergency services personnel,<br />
and the Australian Defence Force responded in the<br />
best way possible to the disasters. Broken levees<br />
were repaired, elements <strong>of</strong> infrastructure restored,<br />
and food and clothing distributed at relief and<br />
evacuation centres set up in schools, showgrounds<br />
and public buildings.<br />
The <strong>Governor</strong>-<strong>General</strong> and Mr Bryce travelled<br />
to numerous centres in the disaster areas. They<br />
spent quiet time with families, assuring them that<br />
Australians were with them during their hardship,<br />
and they rallied groups <strong>of</strong> locals, volunteers and<br />
emergency personnel over a well-earned cuppa<br />
or meal amid the hard slog <strong>of</strong> relief work.<br />
On 6 January, the <strong>Governor</strong>-<strong>General</strong> and Mr Bryce<br />
flew to central-west Queensland and visited Alpha,<br />
Jericho and Emerald. Standing beside a warped<br />
railway track, Ms Bryce saw first-hand the power<br />
<strong>of</strong> the water that had engulfed the area. She<br />
witnessed further evidence <strong>of</strong> the magnitude <strong>of</strong><br />
the floods at a cattle feed lot outside Condamine,<br />
the rail bridge at Grantham, and in Kerang where<br />
a frantic operation to sandbag perimeter roads<br />
was under way as water threatened to inundate<br />
the town. Other places visited included Boggabilla,<br />
Toomelah and Grafton in New South Wales,<br />
Rochester, Horsham and Charlton in Victoria, and<br />
Carnarvon in Western Australia.<br />
The <strong>Governor</strong>-<strong>General</strong> spent Australia Day in<br />
Rockhampton and the Lockyer Valley where she<br />
called in at the Withcott Hotel and met Grantham<br />
residents before attending a memorial service in<br />
Gatton. At the service, Ms Bryce said it was a time<br />
<strong>of</strong> upheaval, which demanded <strong>of</strong> Valley residents<br />
‘a super human effort … physically, mentally and<br />
emotionally’ to cope with the disaster.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
11
Chapter Two<br />
Financial performance<br />
Operating result<br />
The Office achieved a break-even operating result,<br />
adjusted for depreciation and amortisation expense,<br />
in the <strong>2010</strong>-11 financial year.<br />
There were no changes to accounting policy in the<br />
treatment <strong>of</strong> works conducted under the Vice-Regal<br />
Heritage Property Master Plan (the Master Plan),<br />
approved in the 2006 Budget. Under this plan, funding<br />
is provided by Government via a departmental nonoperating<br />
equity injection for ongoing upkeep <strong>of</strong> the<br />
two Vice-Regal residences.<br />
Priority under the Master Plan continues to be<br />
given to works which make best use <strong>of</strong> existing<br />
infrastructure, and to the repair <strong>of</strong> areas that<br />
have deteriorated. Special attention was given to<br />
cases where serious structural or safety issues had<br />
been identified.<br />
The Office’s <strong>2010</strong>–11 audited financial statements<br />
are provided in this report. The Office received<br />
an unqualified audit report from the Australian<br />
National Audit Office (ANAO) for <strong>2010</strong>–11.<br />
<strong>Report</strong> against the <strong>2010</strong>–11<br />
Portfolio Budget Statements<br />
An Agency Resource Statement and a table<br />
showing Resources for Outcomes are included at<br />
Appendix H <strong>of</strong> this report. During <strong>2010</strong>–11 the<br />
Office budgeted to receive total appropriations<br />
<strong>of</strong> $20,881,000. Of this total $3,237,000 was<br />
provided for capital works activities under the<br />
Vice-Regal Heritage Property Master Plan as well<br />
as a carry-over from previous years <strong>of</strong> $1,930,000<br />
(see the Capital works budget section below). The<br />
remaining $15,714,000, represents the planned<br />
cost for Outcome 1 (the Office’s sole outcome)<br />
and comprises $11,589,000 for departmental, prior<br />
year carry-over <strong>of</strong> $4,386,000 and $1,669,000<br />
for administered. In addition, the Office estimated<br />
it would collect other departmental revenues <strong>of</strong><br />
$32,000 and receive $506,000 in resources free<br />
<strong>of</strong> charge.<br />
The total resources for Outcome 1, including<br />
departmental expense appropriations, revenue<br />
from other sources and administered expense<br />
appropriations, are set out in Appendix H.<br />
The variations between the budget appropriations<br />
and the operating results for the year are<br />
explained below.<br />
The <strong>Governor</strong>-<strong>General</strong> and Mr Michael Bryce meet SES volunteers who assisted the flood affected community <strong>of</strong> Grafton,<br />
New South Wales, on 20 January <strong>2011</strong>.<br />
12 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
<strong>Report</strong> on performance<br />
Overview<br />
Budget variations<br />
Outcome 1<br />
The Office was appropriated $13,729 000 in<br />
departmental and administered in <strong>2010</strong>–11 to<br />
achieve its objectives under Outcome 1. The actual<br />
price <strong>of</strong> departmental and administered outputs<br />
under Outcome 1 for the year was $13,443,000 as a<br />
result <strong>of</strong> lower than anticipated depreciation charges.<br />
Capital works budget<br />
The Office received an equity injection <strong>of</strong><br />
$3,237,000 in the <strong>2010</strong>–11 Budget to fund the<br />
capital works projects in the sixth year <strong>of</strong> the Vice-<br />
Regal Heritage Property Master Plan. Expenditure in<br />
<strong>2010</strong>–11 on capital works was $1,060,000 <strong>of</strong> which<br />
$774,000 remains in the Office’s departmental<br />
balance sheet as works-in-progress.<br />
An amount <strong>of</strong> $679,010, reflecting the cost <strong>of</strong> works<br />
which were completed and put to use in <strong>2010</strong>–11,<br />
was transferred to administered equity.<br />
The <strong>Governor</strong>-<strong>General</strong>, as Commander-in-Chief, paying her<br />
respects to fallen Australian soldiers at a memorial service at<br />
Al Minhad Air Base, United Arab Emirates on 10 June <strong>2011</strong>.<br />
Significant changes in <strong>2011</strong>–12<br />
In the <strong>2011</strong>–12 Budget, the Office was appropriated<br />
$1,070,000 in departmental equity injection funding<br />
for the seventh year <strong>of</strong> the Vice-Regal Heritage<br />
Property Master Plan. As reported above, the<br />
transfer <strong>of</strong> assets completed through the Vice-Regal<br />
Heritage Property Master Plan is reflected through<br />
equity in the balance sheet.<br />
Program 1—Support for<br />
the <strong>Governor</strong>-<strong>General</strong><br />
and Official Activities<br />
The program comprises two components:<br />
1. Support <strong>of</strong> the <strong>Governor</strong>-<strong>General</strong><br />
2. Administration <strong>of</strong> the Australian Honours<br />
and Awards system.<br />
The objectives <strong>of</strong> this program are to:<br />
• provide a high level <strong>of</strong> policy advice and<br />
administrative support to the <strong>Governor</strong>-<strong>General</strong><br />
in support <strong>of</strong> <strong>of</strong>ficial duties<br />
• effectively and efficiently manage and maintain<br />
the <strong>Governor</strong>-<strong>General</strong>’s <strong>of</strong>ficial residences<br />
in Canberra and Sydney, including capital<br />
improvements, building and grounds maintenance<br />
and caretaker responsibilities<br />
• administer, on behalf <strong>of</strong> the <strong>Governor</strong>-<strong>General</strong><br />
as Chancellor <strong>of</strong> the Order <strong>of</strong> Australia, Australia’s<br />
national honours system, including all civilian<br />
honours and awards for meritorious action by<br />
members <strong>of</strong> the Australian Defence Force<br />
• undertake research and prepare nominations<br />
for consideration by the Council for the<br />
Order <strong>of</strong> Australia and the Australian Bravery<br />
Decorations Council<br />
• provide efficient and effective secretariat support<br />
to honours advisory bodies<br />
• undertake the efficient procurement <strong>of</strong><br />
Australian honours medals/insignia, warrants<br />
and investiture items.<br />
Tables 1 and 3 summarise the performance<br />
indicators for Program 1 identified in the <strong>2010</strong>–11<br />
Portfolio Budget Statements, and compare the<br />
budget identified in those statements to the<br />
components’ actual cost during the year.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong> 13
Chapter Two<br />
Table 1: Performance indicators for Program 1—Support for the<br />
<strong>Governor</strong>-<strong>General</strong> and Official Activities<br />
Key performance indicators<br />
The <strong>Governor</strong>-<strong>General</strong> is satisfied with the level <strong>of</strong> policy advice<br />
and administrative support provided to enable her to carry out her<br />
<strong>of</strong>ficial duties<br />
<strong>2010</strong>–11 target<br />
<strong>Governor</strong>-<strong>General</strong> was satisfied<br />
The <strong>Governor</strong>-<strong>General</strong> is satisfied with the management <strong>of</strong><br />
the households<br />
The properties are managed in accordance with the requirements<br />
<strong>of</strong> the Environment Protection and Biodiversity Conservation Act 1999,<br />
Government policies relating to heritage properties and with<br />
standards and requirements <strong>of</strong> the Official Establishments Trust and<br />
the National Capital Authority<br />
The honours advisory councils are satisfied with the quality <strong>of</strong><br />
research and administrative support provided<br />
The medals and/insignia meet design specifications<br />
90% <strong>of</strong> nominations for Order <strong>of</strong> Australia awards are researched and<br />
presented to the Council for the Order Of Australia within 18 months<br />
95% <strong>of</strong> researched nominations for bravery awards are presented to<br />
the Australian Bravery Decorations Council within 6 months<br />
95% <strong>of</strong> nominations for long service and occupational awards are<br />
processed within 2 months<br />
95% <strong>of</strong> recommendations for distinguished, conspicuous, gallantry<br />
and meritorious awards are processed and gazetted within 6 months<br />
<strong>Governor</strong>-<strong>General</strong> was satisfied<br />
Legislative requirements met<br />
Councils were satisfied<br />
Specifications met<br />
Target exceeded by two per cent<br />
Target exceeded by two per cent<br />
Target exceeded by three per cent<br />
Target exceeded by four per cent<br />
Table 2: Performance trend information<br />
Four <strong>of</strong> the Office’s performance indicators are measured against an objective performance benchmark.<br />
Three indicators have been in place for three financial years. The fourth is a new indicator in <strong>2010</strong>–11. The<br />
Office continues to exceed the benchmark for each <strong>of</strong> these indicators, as follows:<br />
Indicator Target 2008–09<br />
performance<br />
2009–10<br />
performance<br />
<strong>2010</strong>–11<br />
performance<br />
90% <strong>of</strong> nominations for Order <strong>of</strong> Australia awards<br />
are researched and presented to the Council for<br />
the Order Of Australia within 18 months<br />
90% 100% 93% 92%<br />
95% <strong>of</strong> researched nominations for bravery<br />
awards are presented to the Australian Bravery<br />
Decorations Council within 6 months<br />
95% <strong>of</strong> nominations for long service and<br />
occupational awards are processed within 2 months<br />
95% 100% 97% 97%<br />
95% 97% 98% 98%<br />
95% <strong>of</strong> recommendations for distinguished,<br />
conspicuous, gallantry and meritorious awards<br />
are processed and gazetted within 6 months<br />
95% New<br />
indicator<br />
<strong>2010</strong>–11<br />
New<br />
indicator<br />
<strong>2010</strong>–11<br />
99%<br />
14 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
<strong>Report</strong> on performance<br />
Overview<br />
Table 3: Financial performance for Program 1<br />
Budget Estimate<br />
<strong>2010</strong>–11<br />
$‘000<br />
Actual<br />
<strong>2010</strong>–11<br />
$‘000<br />
Departmental appropriation - Cost <strong>of</strong> Components 1 and 2 11,621 11,522<br />
Administered Appropriation 2,063 1,883<br />
Expenses not requiring appropriation 45 38<br />
Total 13,729 13,443<br />
<strong>Report</strong> on performance in <strong>2010</strong>–11<br />
Program Component 1—Support<br />
<strong>of</strong> the <strong>Governor</strong>-<strong>General</strong><br />
Resources applied to this component are directed to:<br />
• providing policy and executive support to the<br />
<strong>Governor</strong>-<strong>General</strong>; planning, implementing and<br />
managing Their Excellencies’ forward program<br />
<strong>of</strong> engagements; and liaising with representatives<br />
<strong>of</strong> governments and related authorities, and<br />
community groups<br />
• providing household support for Their<br />
Excellencies and hospitality services for<br />
representational functions<br />
• providing administrative services, including<br />
governance advice, to the Office and managing<br />
the <strong>Governor</strong>-<strong>General</strong>’s <strong>of</strong>ficial residences,<br />
including maintenance <strong>of</strong> property, equipment<br />
and grounds.<br />
Table 4: Financial performance for Component 1<br />
Budget Estimate<br />
<strong>2010</strong>–11<br />
$‘000<br />
Actual<br />
<strong>2010</strong>–11<br />
$‘000<br />
Departmental appropriation - Cost <strong>of</strong> Component 1 6,392 6,337<br />
Administered Appropriation - <strong>Governor</strong>-<strong>General</strong>’s salary 394 394<br />
Administered Appropriation - Depreciation 900 687<br />
Expenses not requiring appropriation 25 21<br />
Total 7,710 7,439<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong> 15
Chapter Two<br />
Official activities<br />
The Office provided comprehensive support to<br />
the <strong>Governor</strong>-<strong>General</strong> throughout a year in which<br />
engagement with communities affected by natural<br />
disasters and several significant commemorative<br />
occasions overseas added to a busy program <strong>of</strong> viceregal<br />
commitments. The <strong>Governor</strong>-<strong>General</strong>’s program<br />
enabled her to meet with people and organisations<br />
from a broad cross-section <strong>of</strong> the Australian<br />
community in metropolitan locations as well as in<br />
country areas. Around 30 per cent <strong>of</strong> external events<br />
attended by the <strong>Governor</strong>-<strong>General</strong> in Australia<br />
were in regional and remote areas. She represented<br />
Australia at historic military anniversaries and other<br />
State events overseas. Highlights and statistical detail<br />
<strong>of</strong> the activities involved are addressed in Key results.<br />
Work teams, individual staff members and task<br />
forces within the Office received positive and<br />
constructive feedback from the <strong>Governor</strong>-<strong>General</strong><br />
on the quality <strong>of</strong> support provided, in terms <strong>of</strong> policy<br />
advice and administration and the management <strong>of</strong><br />
the households. The ability <strong>of</strong> the Office to respond<br />
to unforeseen circumstances affecting the program<br />
was appreciated, as was the range and depth <strong>of</strong> the<br />
Office’s interaction with outside stakeholders.<br />
Favourable comment on events involving the<br />
<strong>Governor</strong>-<strong>General</strong> was received from representatives<br />
<strong>of</strong> governments, agencies and community<br />
organisations as well as guests <strong>of</strong> the <strong>Governor</strong>-<br />
<strong>General</strong>, visitors to the vice-regal properties and<br />
members <strong>of</strong> the public. Visits to Government House<br />
by school groups continued to grow strongly, and<br />
the 30,000th student during Ms Bryce’s term <strong>of</strong><br />
<strong>of</strong>fice visited in March <strong>2011</strong>. Activity on the Office’s<br />
website increased to record levels, peaking noticeably<br />
after the publication <strong>of</strong> the Australia Day and The<br />
Queen’s Birthday honours lists.<br />
The <strong>Governor</strong>-<strong>General</strong> <strong>of</strong>ficially opens the 43rd Commonwealth Parliament in the Senate Chamber in Parliament House,<br />
Canberra, 28 September <strong>2010</strong>. Photo: Howard M<strong>of</strong>fat, AUSPIC.<br />
16 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Pr<strong>of</strong>ile<br />
Sam Groves,<br />
Communications and Media Assistant<br />
Sam hit the ground running when he joined<br />
the Government House Communications and<br />
Media Unit in May <strong>2010</strong>.<br />
‘My role is to assist the Senior Communications and<br />
Media Adviser in handling a wide variety <strong>of</strong> tasks,<br />
many with tight deadlines’, Sam says.<br />
‘On any given day, I will respond to inquiries<br />
about the <strong>Governor</strong>-<strong>General</strong> from media all over<br />
Australia, accompany her to events to work with<br />
media representatives on their coverage, take<br />
photographs for the Office’s website, draft messages<br />
for community organisations, respond to inquiries<br />
from the public, and update the www.gg.gov.au<br />
website. Our policy is to update the site every 24<br />
hours with photographs, speeches and information<br />
about the <strong>Governor</strong>-<strong>General</strong>’s activities. That can be<br />
challenging on overseas visits, with the hectic pace <strong>of</strong><br />
the program and time differences.<br />
Sam came to Government House after working for<br />
the Queanbeyan Age and the Bay Post in Bateman’s<br />
Bay. But his affinity with rural and regional areas began<br />
at the Tenterfield Star in northern New South Wales.<br />
‘I decided to study journalism and public relations<br />
at university before landing my first full-time job<br />
as a cadet journalist at the Tenterfield Star. It was<br />
there that I gained a first-hand insight into Australian<br />
political history, as the town is the birthplace <strong>of</strong><br />
Federation’, Sam says.<br />
‘I am reminded <strong>of</strong> my experiences as a country news<br />
reporter during regional visits with the <strong>Governor</strong>-<br />
<strong>General</strong> – the diverse landscapes, the people,<br />
the communities that come together in times <strong>of</strong><br />
celebration and grief. I see a genuine connection<br />
between Ms Bryce and the people she meets,<br />
whether they are farmers, emergency workers during<br />
times <strong>of</strong> crisis, or Indigenous children clamouring to<br />
hold her hand in remote communities.’<br />
‘I feel privileged to photograph these special<br />
moments and share them with other Australians<br />
through the website, along with videos and<br />
speeches that show the diversity and importance<br />
<strong>of</strong> the <strong>Governor</strong>-<strong>General</strong>’s role.’<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
17
Chapter Two<br />
Property management<br />
The Office maintains two <strong>of</strong>ficial residences:<br />
Government House in Canberra and Admiralty<br />
House in Sydney. Both are important historic<br />
properties that are heritage-listed national assets<br />
maintained for the benefit <strong>of</strong> all Australians.<br />
To maintain the integrity and standards <strong>of</strong> the<br />
<strong>of</strong>ficial residences, the Office consults the Official<br />
Establishments Trust on all major maintenance,<br />
refurbishment and landscaping issues. It engages<br />
heritage architects from various disciplines to assist<br />
in the planning, procurement and delivery phases <strong>of</strong><br />
key projects. The Office also consults the National<br />
Capital Authority before undertaking refurbishment<br />
or landscaping works at Government House that<br />
fall within the Authority’s legislative responsibilities.<br />
Where works have, or are likely to have, an impact<br />
on heritage aspects, the Office seeks approval<br />
from the Minister responsible for heritage matters,<br />
as required by the Environment Protection and<br />
Biodiversity Conservation Act 1999 (EPBC Act).<br />
Key results<br />
Official activities overview<br />
The <strong>of</strong>ficial activities which form part <strong>of</strong><br />
Component 1 include representational events such<br />
as investitures, receptions, lunches and dinners<br />
hosted by the <strong>Governor</strong>-<strong>General</strong>. In addition to<br />
these functions, in <strong>2010</strong>–11, the <strong>Governor</strong>-<strong>General</strong><br />
attended 390 events hosted by organisations,<br />
expanding the community engagement that has<br />
been a hallmark <strong>of</strong> Ms Bryce’s term <strong>of</strong> <strong>of</strong>fice. The<br />
Office’s website (www.gg.gov.au) provided regular<br />
updates on the broad range <strong>of</strong> activities undertaken<br />
by the <strong>Governor</strong>-<strong>General</strong> and Mr Bryce.<br />
Table 5: Activities and correspondence in <strong>2010</strong>–11<br />
Number<br />
Attendees<br />
Official activities<br />
Government House 91 7,338<br />
Admiralty House 43 3,547<br />
Outside venues 2 132<br />
Total 136 11,017<br />
School tours 282 16,216<br />
Other events attended 390<br />
Briefings prepared 684<br />
Anniversary requests handled a 16,994<br />
Items <strong>of</strong> correspondence handled b 14,532<br />
a<br />
Requests for messages <strong>of</strong> congratulation from Her Majesty The Queen and the <strong>Governor</strong>‐<strong>General</strong> for Australians celebrating special<br />
birthdays or wedding anniversaries.<br />
b<br />
<strong>General</strong> correspondence, excluding matters relating to the Australian honours and awards system<br />
18 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
<strong>Report</strong> on performance<br />
Overview<br />
Constitutional activities<br />
The Office supports the performance <strong>of</strong> the<br />
<strong>Governor</strong>-<strong>General</strong>’s constitutional responsibilities<br />
by undertaking research and planning, liaising with<br />
other agencies and organisations and providing<br />
advice and briefing.<br />
During <strong>2010</strong>–11 the Office supported the<br />
<strong>Governor</strong>-<strong>General</strong> (or Administrator) in presiding<br />
at 21 meetings <strong>of</strong> the Federal Executive Council,<br />
at which 476 agenda items were considered. Royal<br />
Assent was given to 132 pieces <strong>of</strong> legislation.<br />
On 14 September <strong>2010</strong>, following the federal<br />
election the previous month, the <strong>Governor</strong>-<strong>General</strong><br />
administered the Affirmation <strong>of</strong> Office to the<br />
Honourable Julia Gillard MP as Prime Minister <strong>of</strong><br />
Australia. Directly afterwards, she issued the Oaths<br />
and Affirmations <strong>of</strong> Office and Executive Councillor<br />
Oaths and Affirmations to newly appointed Ministers<br />
and Parliamentary Secretaries. On 28 September<br />
<strong>2010</strong>, the <strong>Governor</strong>-<strong>General</strong> attended and addressed<br />
the first session <strong>of</strong> the Forty-third Commonwealth<br />
Parliament. The <strong>Governor</strong>-<strong>General</strong> received the<br />
Address-in-Reply from the President <strong>of</strong> the Senate,<br />
Senator the Honourable John Hogg, and the Speaker<br />
<strong>of</strong> the House <strong>of</strong> Representatives, the Honourable<br />
Harry Jenkins MP, on 1 and 2 March <strong>2011</strong> respectively.<br />
On 21 February <strong>2011</strong>, the <strong>Governor</strong>-<strong>General</strong><br />
conducted a ceremony at which Senator<br />
the Honourable Kate Lundy was sworn in as<br />
Parliamentary Secretary to the Prime Minister<br />
and Parliamentary Secretary for Immigration and<br />
Multicultural Affairs.<br />
The Office worked closely with the Department<br />
<strong>of</strong> Foreign Affairs and Trade in arranging credentials<br />
ceremonies to enable newly appointed heads<br />
<strong>of</strong> diplomatic missions to present their letters<br />
<strong>of</strong> credence to the <strong>Governor</strong>-<strong>General</strong> as soon<br />
as possible after their arrival in Australia. In<br />
<strong>2010</strong>–11, 22 credentials ceremonies were held<br />
at Government House on seven occasions. The<br />
Ambassadors and High Commissioners involved<br />
comprised 18 resident in Canberra and four who<br />
were accredited on a non-resident basis.<br />
Commander-in-Chief<br />
Under Section 68 <strong>of</strong> the Constitution, the<br />
<strong>Governor</strong>-<strong>General</strong> is the Commander-in-Chief<br />
<strong>of</strong> the Australian Defence Force, including the<br />
permanent force and reservists. In this role, the<br />
<strong>Governor</strong>-<strong>General</strong>, through the Federal Executive<br />
Council, appoints the Chief and Vice-Chief <strong>of</strong> the<br />
Defence Force and the chiefs <strong>of</strong> the three armed<br />
services, and commissions <strong>of</strong>ficers in the Royal<br />
Australian Navy, the Australian Army and the Royal<br />
Australian Air Force.<br />
As Commander-in-Chief, the <strong>Governor</strong>-<strong>General</strong><br />
has an important ceremonial role to play, attending<br />
military parades, graduation ceremonies and<br />
commemorative occasions such as ANZAC Day<br />
and Remembrance Day, and presenting Colours<br />
and other insignia to units <strong>of</strong> the Australian Defence<br />
Force. The <strong>Governor</strong>-<strong>General</strong> also met privately with<br />
the families <strong>of</strong> soldiers killed in action. The Office<br />
liaised closely with the Department <strong>of</strong> Defence to<br />
coordinate the <strong>Governor</strong>-<strong>General</strong>’s involvement in<br />
such events including the following:<br />
• attendance at the Dedication and Burial<br />
Ceremony at Fromelles Military Cemetery,<br />
France, in July <strong>2010</strong>, the Sandakan Day Memorial<br />
Service in Sabah, Malaysia, in August <strong>2010</strong>, and<br />
ANZAC Day services at Hellfire Pass and<br />
Kanchanaburi, Thailand in April <strong>2011</strong><br />
• attendance at the Vietnam Veterans’ Remembrance<br />
Day Service at the Australian Vietnam Forces<br />
National Memorial, Canberra, on 18 August <strong>2010</strong><br />
• presentation <strong>of</strong> the <strong>Governor</strong>-<strong>General</strong>’s banner to<br />
27 Squadron, Townsville, 2 AFDS (Airfield Defence<br />
Squadron) at RAAF Base Amberley, and the RAAF<br />
School <strong>of</strong> Air Traffic Control, on 22 August <strong>2010</strong>,<br />
19 May <strong>2011</strong> and 24 May <strong>2011</strong> respectively<br />
• the unveiling <strong>of</strong> the National Service Memorial at<br />
the Australian War Memorial on 8 September <strong>2010</strong><br />
• the unveiling <strong>of</strong> a plaque to commemorate the<br />
dedication <strong>of</strong> the Australian Defence Force<br />
Memorial Plantation near Campbelltown and the<br />
planting <strong>of</strong> one <strong>of</strong> 45,000 trees which form the<br />
Remembrance Driveway on 15 November <strong>2010</strong><br />
• attendance at a parade and commemoration<br />
to celebrate the 90th anniversary <strong>of</strong> the Royal<br />
Australian Air Force on 27 March <strong>2011</strong><br />
• a visit to Al Minhad Airbase, United Arab Emirates,<br />
on 10 June <strong>2011</strong>, to attend a memorial service<br />
for Australian servicemen who have lost their lives<br />
in Afghanistan<br />
• attendance at a Ceremonial Sunset and graduation<br />
parade at HMAS CRESWELL on 23 June <strong>2011</strong>.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong> 19
Chapter Two<br />
The <strong>Governor</strong>-<strong>General</strong> is received by the<br />
President <strong>of</strong> the Socialist Republic <strong>of</strong><br />
Vietnam, His Excellency Mr Nguyen Minh<br />
Triet at the Presidential Palace, Hanoi, on<br />
9 May <strong>2011</strong>.<br />
D e sp atch<br />
The <strong>Governor</strong>-<strong>General</strong> paying her<br />
respects at the Long Tan Memorial Cross<br />
in Ba Ria-Vung Tau Province, Vietnam on<br />
13 May <strong>2011</strong>.<br />
State Visit to<br />
Vietnam<br />
From 8–14 May <strong>2011</strong>, Ms Bryce became the first<br />
Australian <strong>Governor</strong>-<strong>General</strong> to make a State<br />
Visit to Vietnam. After meeting the President,<br />
the Prime Minister and the Communist <strong>Part</strong>y <strong>General</strong><br />
Secretary in Hanoi, Ms Bryce travelled to Danang,<br />
Hue, Ho Chi Minh City and Ba Ria-Vung Tau Province.<br />
The visit program underlined the depth and range <strong>of</strong><br />
Australia’s engagement with Vietnam in areas such as<br />
education, health and child safety. Highlights included<br />
visits to the RMIT University in Ho Chi Minh City and<br />
the Hue Eye Hospital, which is supported by the Fred<br />
Hollows Foundation. A concert at the Ho Chi Minh<br />
City Opera House, at which Australian and Vietnamese<br />
musicians performed together, celebrated bilateral<br />
cultural relations.<br />
A visit to the Long Tan Cross Memorial Site was<br />
particularly poignant. The <strong>Governor</strong>-<strong>General</strong><br />
presided over a moving ceremony at the site –in a<br />
rubber plantation where a major battle between the<br />
Viet Cong and allied forces took place on 18 August<br />
1966. A cross was erected there by members <strong>of</strong><br />
the 6th Battalion, Royal Australian Regiment, to<br />
commemorate those who lost their lives in the<br />
battle. After the ceremony, the <strong>Governor</strong>-<strong>General</strong><br />
met several Australian veterans who now reside in<br />
the nearby area.<br />
20 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
<strong>Report</strong> on performance<br />
Ceremonial activities<br />
In <strong>2010</strong>–11, the Office supported the<br />
<strong>Governor</strong>-<strong>General</strong> in presiding over a wide range<br />
<strong>of</strong> ceremonial functions, including investitures <strong>of</strong><br />
Australian honours and awards, receiving foreign<br />
dignitaries, and representing Australia on State<br />
occasions abroad. The Office planned and supported<br />
nine overseas visits by the <strong>Governor</strong>-<strong>General</strong> and<br />
Mr Bryce.<br />
Investitures<br />
Nine investiture ceremonies for Australian award<br />
recipients were held during the reporting year.<br />
Four general sessions held in September <strong>2010</strong> and<br />
April <strong>2011</strong> involved the presentation <strong>of</strong> 174 awards<br />
to individuals for outstanding achievement and<br />
significant contributions to the community and the<br />
nation. The awards included the Order <strong>of</strong> Australia<br />
and decorations for bravery and military service in<br />
operational and peacetime activities. For the second<br />
time during her term <strong>of</strong> <strong>of</strong>fice, the <strong>Governor</strong>-<strong>General</strong><br />
presented a member <strong>of</strong> the Australian Defence Force<br />
with the nation’s highest honour, the Victoria Cross<br />
for Australia.<br />
From time to time, the Office arranges special<br />
investiture ceremonies for recipients <strong>of</strong> unique or<br />
nationally significant awards, or recipients who reside<br />
in remote or foreign locations the <strong>Governor</strong>-<strong>General</strong><br />
happens to visit. In <strong>2010</strong>–11, special investiture<br />
ceremonies included the following:<br />
• On 17 August <strong>2010</strong>, the eve <strong>of</strong> the 44 th<br />
anniversary <strong>of</strong> the Battle <strong>of</strong> Long Tan on<br />
18 August 1966, two veterans <strong>of</strong> this significant<br />
chapter in Australia’s military history received<br />
high military honours. Major Ge<strong>of</strong>f Martin Kendall<br />
MG was invested with the Medal for Gallantry<br />
for his action in hazardous circumstances as<br />
a platoon commander during the battle. The<br />
Distinguished Service Cross was presented to<br />
Mrs Joan Dohle, the widow <strong>of</strong> the late Flight<br />
Lieutenant Clifford Mitchell Dohle DSC, for<br />
his leadership in action as the captain <strong>of</strong> an<br />
Iroquois helicopter <strong>of</strong> Number 9 Squadron, Royal<br />
Australian Air Force, during the battle.<br />
• On 23 January <strong>2011</strong>, Corporal Ben Roberts-Smith<br />
VC MG was invested at Campbell Barracks, Perth,<br />
as the second recipient <strong>of</strong> the Victoria Cross for<br />
Australia, the pre-eminent award for bravery in<br />
wartime. Corporal Roberts-Smith was awarded<br />
the Victoria Cross for Australia for displaying the<br />
most conspicuous gallantry and daring in the face<br />
<strong>of</strong> the enemy while in circumstances <strong>of</strong> extreme<br />
peril as Patrol Second-in-Command, Special<br />
Operations Task Group, Operation SLIPPER,<br />
Afghanistan.<br />
• On 29 April <strong>2011</strong>, Mr John Dauth AO LVO,<br />
Australia’s High Commissioner to the United<br />
Kingdom, was invested in London as an Officer<br />
<strong>of</strong> the Order <strong>of</strong> Australia for his distinguished<br />
service to international relations through the<br />
advancement <strong>of</strong> Australia’s diplomatic, trade<br />
and cultural links, particularly with the United<br />
Kingdom and New Zealand, and through<br />
contributions to the United Nations. At the same<br />
ceremony, Colonel John Hutcheson AM was<br />
invested as a Member <strong>of</strong> the Order <strong>of</strong> Australia<br />
for exceptional service as Commander <strong>of</strong> Joint<br />
Task Force 635, Commander International<br />
Stabilisation Force Timor-Leste, and Director <strong>of</strong><br />
Studies, Australian Command and Staff College.<br />
• During her visit to France in July <strong>2010</strong>, the<br />
<strong>Governor</strong>-<strong>General</strong> invested the Mayor <strong>of</strong><br />
Fromelles, Monsieur Hubert Huchette, as an<br />
Honorary Member in the <strong>General</strong> Division <strong>of</strong><br />
the Order <strong>of</strong> Australia.<br />
The <strong>Governor</strong>-<strong>General</strong> receiving credentials from the High<br />
Commissioner for South Africa, Her Excellency Ms Koleka<br />
Anita Mqulwana on 17 February <strong>2011</strong>.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
21
Chapter Two<br />
Meetings with visiting heads <strong>of</strong> state<br />
and heads <strong>of</strong> government<br />
The <strong>Governor</strong>-<strong>General</strong> and Mr Bryce hosted State<br />
dinners in honour <strong>of</strong> the President <strong>of</strong> Malta, His<br />
Excellency Dr George Abela, on 21 March <strong>2011</strong>,<br />
and <strong>of</strong> the President <strong>of</strong> the Republic <strong>of</strong> Cyprus,<br />
His Excellency Mr Demetris Christ<strong>of</strong>ias, on 25 May<br />
<strong>2011</strong>.<br />
The <strong>Governor</strong>-<strong>General</strong> received the <strong>Governor</strong>-<strong>General</strong><br />
<strong>of</strong> New Zealand, His Excellency the Right Honourable<br />
Sir Anand Satyanand GNZM QSO, when the two<br />
<strong>Governor</strong>s-<strong>General</strong> inaugurated the Constellation Cup<br />
(the trans-Tasman women’s netball competition) in<br />
Adelaide on 29 August <strong>2010</strong>.<br />
The <strong>Governor</strong>-<strong>General</strong> hosted a dinner in honour <strong>of</strong><br />
the King <strong>of</strong> Tonga, His Majesty King George Tupou V,<br />
on 22 October <strong>2010</strong>.<br />
The <strong>Governor</strong>-<strong>General</strong> received the Prime Minister<br />
<strong>of</strong> Malaysia, the Right Honourable Dato’ Sri Najib<br />
Tun Razak, on 3 March <strong>2011</strong>, and the Prime Minster<br />
<strong>of</strong> New Zealand, the Right Honourable John Key, on<br />
19 June <strong>2011</strong>.<br />
Official overseas visits<br />
On 17 July <strong>2010</strong>, the <strong>Governor</strong>-<strong>General</strong> and Mr<br />
Bryce travelled to France to attend a service for<br />
the re-interment <strong>of</strong> an unknown soldier at Pheasant<br />
Wood Military Cemetery in Fromelles, France, and<br />
other services and events associated with Australian<br />
involvement on the Western Front in World War I.<br />
On 30 July <strong>2010</strong>, the <strong>Governor</strong>-<strong>General</strong>,<br />
accompanied by Mr Bryce, represented Australia<br />
at celebrations held in Port Vila, Vanuatu, for that<br />
country’s 30 th anniversary <strong>of</strong> independence.<br />
On 15 August <strong>2010</strong>, the <strong>Governor</strong>-<strong>General</strong>,<br />
accompanied by Mr Bryce, represented Australia at<br />
a service to commemorate the 65th anniversary <strong>of</strong><br />
the Sandakan Death Marches in Sabah, East Malaysia.<br />
On 29 November <strong>2010</strong>, the <strong>Governor</strong>-<strong>General</strong> led<br />
Australia’s delegation to Zurich, Switzerland, at a<br />
series <strong>of</strong> events associated with Football Federation<br />
Australia’s 2022 FIFA World Cup bid.<br />
On 22 February <strong>2011</strong>, the <strong>Governor</strong>-<strong>General</strong> and<br />
Mr Bryce departed for an <strong>of</strong>ficial visit to Kuwait,<br />
where the <strong>Governor</strong>-<strong>General</strong> represented Australia<br />
at a series <strong>of</strong> events commemorating the 50 th<br />
anniversary <strong>of</strong> Kuwait’s independence and the<br />
20 th anniversary <strong>of</strong> the country’s liberation, and<br />
undertook a program <strong>of</strong> bilateral engagements.<br />
The <strong>Governor</strong>-<strong>General</strong> and Mr Michael Bryce receive the President <strong>of</strong> the Republic <strong>of</strong> Cyprus, Mr Demetris Christ<strong>of</strong>ias, and<br />
Mrs Elisavet Christ<strong>of</strong>ia on 25 May <strong>2011</strong>.<br />
22 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
<strong>Report</strong> on performance<br />
Overview<br />
On 18 March <strong>2011</strong>, the <strong>Governor</strong>-<strong>General</strong><br />
accompanied by the Prime Minister and Leader<br />
<strong>of</strong> the Opposition represented Australia at the<br />
Earthquake Memorial Service in Christchurch,<br />
New Zealand.<br />
On 22 April <strong>2011</strong>, the <strong>Governor</strong>-<strong>General</strong> and<br />
Mr Bryce undertook <strong>of</strong>ficial visits to Thailand and<br />
the United Kingdom. In Thailand on 25 April, the<br />
<strong>Governor</strong>-<strong>General</strong> attended the ANZAC Day Dawn<br />
Service at Hellfire Pass, and a commemorative<br />
service at Kanchanaburi War Cemetery. In London<br />
on 29 April, the <strong>Governor</strong>-<strong>General</strong> and Mr Bryce<br />
attended the wedding <strong>of</strong> His Royal Highness Prince<br />
William <strong>of</strong> Wales KG and Miss Catherine Middleton.<br />
From 8–14 May <strong>2011</strong>, Ms Bryce made the first State<br />
visit by an Australian <strong>Governor</strong>-<strong>General</strong> to Vietnam.<br />
In a program that included Hanoi, Danang, Hue, Ho<br />
Chi Minh City and Ba Ria-Vung Tau Province, the<br />
<strong>Governor</strong>-<strong>General</strong> met the President <strong>of</strong> Vietnam,<br />
His Excellency Mr Nguyen Minh Triet, the Prime<br />
Minister, His Excellency Mr Nguyen Tan Dung, and<br />
the <strong>General</strong> Secretary <strong>of</strong> the Communist <strong>Part</strong>y and<br />
Chairman <strong>of</strong> the National Assembly, His Excellency<br />
Dr Nguyen Phu Trong, and provincial leaders.<br />
On 29 May <strong>2011</strong>, the <strong>Governor</strong>-<strong>General</strong> and<br />
Mr Bryce made <strong>of</strong>ficial visits to Italy and Spain.<br />
In Rome, the <strong>Governor</strong>-<strong>General</strong> and Mr Bryce<br />
attended a series <strong>of</strong> events associated with<br />
the 150 th anniversary <strong>of</strong> the unification <strong>of</strong> Italy,<br />
and undertook a program <strong>of</strong> bilateral calls and<br />
visits. The <strong>Governor</strong>-<strong>General</strong> was received by<br />
His Holiness Pope Benedict XVI in Vatican City. In<br />
Madrid, the <strong>Governor</strong>-<strong>General</strong> was presented with<br />
the keys to the city by the Mayor, Mr Alberto Ruiz<br />
Gallardon, and she and Mr Bryce were guests <strong>of</strong><br />
honour at a lunch hosted by His Royal Highness the<br />
Prince <strong>of</strong> Asturias, Felipe de Borbon y Grecia and<br />
Her Royal Highness the Princess <strong>of</strong> Asturias, Letizia<br />
Ortiz Rocasolano. The <strong>Governor</strong>-<strong>General</strong> visited the<br />
Navantia dockyards at Ferrol to view the Landing<br />
Helicopter Docks (LHD) project.<br />
Wherever possible, the Office included opportunities<br />
for the <strong>Governor</strong>-<strong>General</strong> to meet Australian<br />
expatriates and alumni <strong>of</strong> Australian education<br />
institutions during overseas visits. Meetings and<br />
site visits were organised through the relevant<br />
Australian diplomatic mission, to support Australian<br />
development assistance efforts and business, trade<br />
and other bilateral linkages.<br />
The <strong>Governor</strong>-<strong>General</strong> and Prime Minister, the Hon Julia Gillard MP, inspect earthquake damage in Christchurch on 18 March <strong>2011</strong>.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong> 23
Chapter Two<br />
D e sp atch<br />
Fromelles, Sandakan, Hellfire Pass<br />
The <strong>Governor</strong>-<strong>General</strong> paying<br />
her respects at the Sandakan<br />
Day Memorial Service in Sabah,<br />
East Malaysia, marking the<br />
65th anniversary <strong>of</strong> the Death<br />
Marches on 15 August <strong>2010</strong>.<br />
The <strong>Governor</strong>-<strong>General</strong> joining Australians and <strong>of</strong>ficials<br />
to mark Anzac Day <strong>2011</strong> at Hellfire pass, Thailand.<br />
24 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
The <strong>Governor</strong>-<strong>General</strong> walking behind the casket <strong>of</strong> the 250th unnamed soldier to be<br />
re-intered at Fromelles during the Dedication Ceremony at Fromelles (Pheasant Wood)<br />
Military Cemetery on 19 July <strong>2010</strong>.<br />
In <strong>2010</strong>–11, the <strong>Governor</strong>-<strong>General</strong><br />
commemorated the spirit <strong>of</strong> Australian<br />
servicemen and women in many wars, including<br />
at ceremonies in Fromelles, Sandakan, and Hellfire<br />
Pass, places whose names alone evoke wartime<br />
hardship and sacrifice.<br />
In July <strong>2010</strong>, the <strong>Governor</strong>-<strong>General</strong> and Mr Bryce<br />
joined TRH The Prince <strong>of</strong> Wales and the Duchess <strong>of</strong><br />
Cornwall in the small French town <strong>of</strong> Fromelles, to<br />
witness the dedication <strong>of</strong> a new military cemetery<br />
where more than 250 Australian and British soldiers<br />
involved in the Battle <strong>of</strong> Fromelles in 1916 were<br />
re-interred. On the bloodiest day in Australia’s<br />
military history, 5,533 Diggers were recorded as killed,<br />
wounded or missing at Fromelles. The ceremony was<br />
attended by Australian relatives <strong>of</strong> some <strong>of</strong> the 203<br />
Australian soldiers identified during the exhumation<br />
<strong>of</strong> mass graves at nearby Pheasant Wood.<br />
On 15 August <strong>2010</strong>, two former prisoners <strong>of</strong> war<br />
joined the <strong>Governor</strong>-<strong>General</strong> and hundreds <strong>of</strong> other<br />
Australians, British and Malaysians in Sabah, East<br />
Malaysia, to commemorate the 65th anniversary<br />
<strong>of</strong> the Sandakan Death Marches. The ceremony,<br />
in a quiet jungle clearing on the site <strong>of</strong> a former<br />
POW camp, honoured the 2,700 Australian and<br />
British POWs who were taken to Sandakan by the<br />
Japanese, and the local civilians who suffered and<br />
died during the occupation. Paying tribute to the<br />
Sabahans and Australians involved, the <strong>Governor</strong>-<br />
<strong>General</strong> remarked that ‘together, they found and<br />
modelled a way <strong>of</strong> living, based on friendship and<br />
compassion between people, and respect and<br />
support between nations’.<br />
The <strong>Governor</strong>-<strong>General</strong> commemorated ANZAC<br />
Day <strong>2011</strong> at Hellfire Pass, Thailand. Ms Bryce was<br />
accompanied at the Dawn Service by four former<br />
POWs who worked on the infamous railway cutting<br />
in 1942. Lex Arthurson, Cyril Gilbert OAM, Bill<br />
Schmidt and the Hon Tom Uren AO were applauded<br />
by those who had gathered at the ceremony to<br />
remember the estimated 2,650 Australians who died<br />
during construction <strong>of</strong> the Thai Burma Railway. In her<br />
address, the <strong>Governor</strong>-<strong>General</strong> said, ‘our torchlight<br />
recalls the long-lit, gruelling nights <strong>of</strong> work, the days<br />
that never gave way to nourishment and sleep …<br />
our soldiers’ strange and gruesome battlefield’. The<br />
<strong>Governor</strong>-<strong>General</strong> later represented Australia at a<br />
commemorative service at the Kanchanaburi war<br />
cemetery, and met other former POWs, relatives<br />
and visitors.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
25
Chapter Two<br />
Community engagement<br />
The <strong>Governor</strong>-<strong>General</strong> is uniquely placed to<br />
participate in contemporary Australian society<br />
and to help articulate the many experiences <strong>of</strong><br />
national life. She is able to reflect and recognise the<br />
values, achievements and aspirations <strong>of</strong> Australians,<br />
to acknowledge and encourage their endeavours,<br />
to support and comfort them in times <strong>of</strong> distress,<br />
and to make connections between people and<br />
organisations across the country and internationally.<br />
The <strong>Governor</strong>-<strong>General</strong> is a key supporter <strong>of</strong><br />
civil society in Australia through her patronage<br />
<strong>of</strong> a diversity <strong>of</strong> organisations, participation in a<br />
broad range <strong>of</strong> presentation ceremonies, launches,<br />
commemorations and celebrations. In her role the<br />
<strong>Governor</strong>-<strong>General</strong> brings together people to share<br />
concerns and ideas, and visits cities, regions and<br />
rural and remote areas to connect with people<br />
and groups who are working to build a strong<br />
and caring community.<br />
Volunteerism, service to others and generosity <strong>of</strong><br />
spirit are common themes in the <strong>Governor</strong>-<strong>General</strong>’s<br />
engagement with the community, and hold the<br />
key to many <strong>of</strong> her program commitments. In this<br />
regard, <strong>2010</strong>–11 saw Ms Bryce speak at an event<br />
to mark the 90 th anniversary <strong>of</strong> Rotary in Australia,<br />
thank volunteers assisting with disaster relief in<br />
numerous areas <strong>of</strong> Queensland, Victoria and Western<br />
Australia and in Christchurch, New Zealand, meet<br />
Australians working in Vietnam and Vanuatu as Youth<br />
Ambassadors or in other voluntary capacities, and<br />
host a reception to launch the International Year<br />
<strong>of</strong> Volunteers Plus 10. She also launched The Book<br />
<strong>of</strong> Life, a collection <strong>of</strong> stories by organ and tissue<br />
donors and recipients, as part <strong>of</strong> DonateLife Week in<br />
February <strong>2011</strong>, opened the 12 th Australian Transplant<br />
Games in Canberra on 3 October <strong>2010</strong>, and hosted<br />
a reception to mark the 15 th anniversary <strong>of</strong> the Rural<br />
Health Education Foundation on 9 February <strong>2011</strong>.<br />
The Office donated 103 bottles <strong>of</strong> Grange<br />
Hermitage wine from the Government House<br />
cellar that were surplus to requirements to<br />
Australian charities for use in fund-raising in the<br />
broader community. Each bottle was signed by the<br />
<strong>Governor</strong>-<strong>General</strong>. The receiving charities, from<br />
every state and territory in Australia, were drawn<br />
at random from hundreds <strong>of</strong> applications received.<br />
The <strong>Governor</strong>-<strong>General</strong> marking the 20th anniversary <strong>of</strong> the establishment <strong>of</strong> the Islamic Women’s Association <strong>of</strong> Queensland in<br />
Springwood, Brisbane on 28 January <strong>2011</strong>.<br />
26 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
<strong>Report</strong> on performance<br />
Overview<br />
Patronages<br />
The <strong>Governor</strong>-<strong>General</strong> is Patron <strong>of</strong> over 300<br />
organisations including many charities that<br />
contribute to the social and cultural wellbeing <strong>of</strong><br />
Australian society and are active in areas such as<br />
children and families, health, sport, education, science<br />
and research, history and the arts. In this capacity,<br />
she is able to raise organisations’ national pr<strong>of</strong>iles,<br />
encourage their work and broaden popular support<br />
for them.<br />
In <strong>2010</strong>–11, the <strong>Governor</strong>-<strong>General</strong> visited several<br />
patronage organisations, and hosted functions for<br />
others marking special anniversaries, launching<br />
new initiatives, and honouring the vital work <strong>of</strong><br />
volunteers and the generosity <strong>of</strong> supporters.<br />
Among these was the Australian Association for<br />
UNHCR, the St James Ethics Centre, the Pathways<br />
Foundation, Special Olympics Australia, Girl Guides<br />
Australia, the NELUNE Foundation and the National<br />
Gallery <strong>of</strong> Australia Foundation.<br />
Regional centre visits<br />
In <strong>2010</strong>–11, the <strong>Governor</strong>-<strong>General</strong> visited many areas<br />
struck by natural disasters (See Despatch p.10) and<br />
other regional centres, including the following:<br />
• on 21 September <strong>2010</strong>, the <strong>Governor</strong>-<strong>General</strong><br />
travelled to the Riverina to open the Henty<br />
Machinery Field Days and attended a civic<br />
reception in Wagga Wagga<br />
• on 20–21 November <strong>2010</strong>, the <strong>Governor</strong>-<strong>General</strong><br />
travelled to western Queensland where she<br />
participated in events to mark the 90 th anniversary<br />
<strong>of</strong> Qantas in Longreach, and visited Ilfracombe<br />
where she hosted a community morning tea at<br />
the Wellshot Hotel<br />
• the <strong>Governor</strong>-<strong>General</strong> opened the 150 th<br />
Maitland Show on 19 February <strong>2011</strong>, the 125 th<br />
Camden Agricultural Show on 9 April <strong>2011</strong>, and<br />
the <strong>Annual</strong> Fraser Coast Agricultural Show in<br />
Maryborough on 27 May <strong>2011</strong>.<br />
The Office supported the <strong>Governor</strong>-<strong>General</strong> in<br />
hosting functions for many community representatives<br />
and organisations at the <strong>of</strong>ficial properties and during<br />
the <strong>Governor</strong>-<strong>General</strong> and Mr Bryce’s visits to places<br />
outside Canberra and Sydney.<br />
The <strong>Governor</strong>-<strong>General</strong> presents the <strong>2010</strong> <strong>Governor</strong>-<strong>General</strong>’s Indigenous Student Teacher Scholarships on 9 August <strong>2010</strong>.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong> 27
Chapter Two<br />
Representational functions<br />
Over 11,000 people were guests <strong>of</strong> the<br />
<strong>Governor</strong>-<strong>General</strong> and Mr Bryce, attending 134<br />
<strong>of</strong>ficial functions and events held at Government<br />
House and Admiralty House during the year.<br />
Two events were hosted at outside venues. These<br />
functions included:<br />
• a reception for representatives <strong>of</strong> Victorian<br />
organisations <strong>of</strong> which the <strong>Governor</strong>-<strong>General</strong><br />
is Patron<br />
• two Christmas parties for children with<br />
special needs<br />
• a reception to honour all finalists in the 51 st<br />
Australian <strong>of</strong> the Year awards<br />
• a morning tea, lunch and reception to mark the<br />
centenary <strong>of</strong> International Women’s Day<br />
• a morning tea in recognition <strong>of</strong> International<br />
Midwives Day<br />
• a dinner to mark the retirement <strong>of</strong> Air Chief<br />
Marshal Angus Houston AC AFC as Chief <strong>of</strong> the<br />
Defence Force<br />
• a dinner in honour <strong>of</strong> United Nations High<br />
Commissioner for Human Rights, Her Excellency<br />
Ms Navi Pillay<br />
• a lunch in recognition <strong>of</strong> the International Day<br />
<strong>of</strong> Older Persons<br />
• receptions for graduates <strong>of</strong> the Australian<br />
Defence Force Academy and Royal Military<br />
College Duntroon<br />
• a reception for participants in the ‘Ride for<br />
Democracy’ organised by the Constitution<br />
Education Fund Australia<br />
• a reception in honour <strong>of</strong> Commonwealth Writers<br />
Prize finalists<br />
• a reception following the second annual<br />
<strong>Governor</strong>-<strong>General</strong>’s Indigenous Teacher<br />
Scholarships presentation ceremony.<br />
The <strong>Governor</strong>-<strong>General</strong> meets members <strong>of</strong> the Ulysses Motorcycle Club who took part in the Constitution Education Fund<br />
Australia’s AusCivics ‘Ride for Democracy’ program on 10 August <strong>2010</strong>.<br />
28 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
The <strong>Governor</strong>-<strong>General</strong> and guests mark the 100th anniversary <strong>of</strong> International<br />
Women’s Day at Government House, Canberra on 8 March <strong>2011</strong>.<br />
D e sp atch<br />
Centenary <strong>of</strong> International Women’s Day<br />
T<br />
he 100 th anniversary <strong>of</strong> International<br />
Women’s Day on 8 March <strong>2011</strong> was<br />
an historic day for women everywhere.<br />
Government House in Canberra celebrated with<br />
three separate functions hosted by the <strong>Governor</strong>-<br />
<strong>General</strong>. Together, these events marked the<br />
inauguration <strong>of</strong> the National Committee for UN<br />
Women Australia, launched a new book, Women’s<br />
Words <strong>of</strong> Wisdom, Power and Passion, and brought<br />
together some <strong>of</strong> the pioneers <strong>of</strong> the Australian<br />
women’s movement as well as women <strong>of</strong> all ages<br />
and walks <strong>of</strong> life.<br />
Guests included the Minister for the Status<br />
<strong>of</strong> Women, the Hon. Kate Ellis MP, the Sex<br />
Discrimination Commissioner, Ms Elizabeth<br />
Broderick, women from rural communities<br />
throughout Australia, Tiwi Islanders, Sudanese<br />
migrants, and women heads <strong>of</strong> mission from the<br />
Canberra diplomatic corps. In her address at the<br />
evening reception, the <strong>Governor</strong>-<strong>General</strong> paid<br />
tribute to ‘inspiring leaders, dedicated followers, the<br />
finest ideals – feminist heroines, the great tradition<br />
<strong>of</strong> Australian women’s organisations, and Australia’s<br />
proud record <strong>of</strong> legal and social reform to achieve<br />
gender equality’.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
29
Chapter Two<br />
School visits<br />
The number <strong>of</strong> school visits continued to grow<br />
strongly this year. All together, 16,216 students and<br />
teachers from 282 schools came to Government<br />
House in <strong>2010</strong>–11, representing a 20 per cent<br />
increase over the previous year. On 16 March <strong>2011</strong>,<br />
Jack Thorne, a Year 7 student from Toowoomba<br />
Grammar School, became the 30,000 th school<br />
student to visit Government House since<br />
Ms Bryce commenced in <strong>of</strong>fice. Among the other<br />
visitors were 308 Year 11 students from around<br />
Australia who came to Canberra in January <strong>2011</strong><br />
to participate in the National Youth Science Forum.<br />
Typically, school groups were briefed by one <strong>of</strong> the<br />
<strong>Governor</strong>-<strong>General</strong>’s aides-de-camp and a member<br />
<strong>of</strong> the household staff. When her commitments<br />
allowed, the <strong>Governor</strong>-<strong>General</strong> met visiting students.<br />
Official properties and<br />
community events<br />
The Australiana Fund held Open Days at Admiralty<br />
House in September <strong>2010</strong> and Government House<br />
in October <strong>2010</strong>, in conjunction with similar events<br />
at The Lodge and Kirribilli House. The Open Days<br />
drew crowds <strong>of</strong> 4,100 and 2,000 respectively. The<br />
Australiana Fund also conducted regular garden<br />
tours <strong>of</strong> Government House during the spring and<br />
autumn months. The Canberra Symphony Orchestra<br />
launched its <strong>2011</strong> season with a Prom concert in<br />
the Government House grounds on 19 February.<br />
Inclement weather on the day accounted for<br />
a lower than usual turnout, with 3,400 people,<br />
including many families, attending.<br />
The Smith Family conducted its annual house and<br />
garden event at Government House on 6 March<br />
<strong>2011</strong>, and the grounds were made available to<br />
three community groups (Malkara Special School,<br />
Marymead and the Children’s Medical Research<br />
Institute) for fundraising purposes.<br />
Altogether, 15,750 members <strong>of</strong> the public visited<br />
the vice-regal properties for these events, donating<br />
$315,000 to charitable and cultural host organisations.<br />
The <strong>Governor</strong>-<strong>General</strong> visits Canberra Girls’ Grammar School in Deakin on 15 June <strong>2011</strong>.<br />
30 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Pr<strong>of</strong>ile<br />
Robert Leake,<br />
Chef<br />
As a student at St Edmunds College in<br />
Canberra, Robert Leake was fast-tracked<br />
through the famous rugby school into the<br />
First Fifteen at an early age, and won a football<br />
scholarship to Erindale College. But cooking, begun<br />
as part <strong>of</strong> a hospitality course at St Edmunds, soon<br />
took over as his primary passion.<br />
‘Mum’s a really good cook and I enjoyed it so<br />
much that I took on an “express apprenticeship”<br />
at College, then jumped into a full-time<br />
apprenticeship’, he says.<br />
Robert spent most <strong>of</strong> his apprenticeship at<br />
Canberra’s well-known Ottoman Restaurant, before<br />
working at Government House, first on a casual<br />
basis, then as a junior chef. ‘I was amazed when I<br />
came here. My first impression was “wow – look<br />
at the size <strong>of</strong> this kitchen!”.’<br />
Robert continues to be impressed by the<br />
pr<strong>of</strong>essionalism <strong>of</strong> Government House operations.<br />
‘You don’t see anything like it elsewhere in the<br />
industry. It’s unique. Everything is done with such<br />
care and dedication, from the immaculate kitchen<br />
to the timing <strong>of</strong> the meals and the way they are<br />
served. The meals are checked individually, and go<br />
out at exactly the same time, looking identical. The<br />
wait staff are also highly pr<strong>of</strong>essional in the way<br />
they walk the meals out and work around each<br />
other’, Robert says.<br />
Robert enjoys working with the Head Chef, Stephen<br />
Evered, who, he says, will go through recipes<br />
step-by-step several times if needed. ‘That doesn’t<br />
happen in restaurants, where recipes might only be<br />
explained once or twice.’<br />
Robert’s specialty is seafood, a popular feature on<br />
Government House menus. He has also taken up<br />
baking with a passion, but explains that it is exacting.<br />
‘The recipes have to be spot-on with baking. If you<br />
are one or two grams out with your ingredients, you<br />
can ruin the whole thing.’<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
31
Chapter Two<br />
Communication and information<br />
The Office’s Communications and Media Unit<br />
worked with regional, national and international<br />
media throughout the year to facilitate coverage<br />
<strong>of</strong> the <strong>Governor</strong>-<strong>General</strong>’s activities at home and<br />
abroad. The Australian media reported regularly on<br />
a wide variety <strong>of</strong> events in Ms Bryce’s program, thus<br />
informing the public about all facets <strong>of</strong> her role and<br />
her involvement with the community.<br />
Some <strong>of</strong> the events which attracted prominent<br />
coverage included the swearing-in <strong>of</strong> the Prime<br />
Minister and the new Ministry following the Federal<br />
election in August <strong>2010</strong>; the unveiling <strong>of</strong> the National<br />
Service Memorial at the Australian War Memorial<br />
on 8 September <strong>2010</strong>; the <strong>Governor</strong>-<strong>General</strong>’s<br />
opening on 30 September <strong>2010</strong> <strong>of</strong> Stage One <strong>of</strong> the<br />
redevelopment <strong>of</strong> the Australian National Gallery,<br />
which houses new exhibits <strong>of</strong> rural and urban<br />
Indigenous paintings and applied arts; the investiture<br />
<strong>of</strong> Corporal Ben Roberts-Smith VC MG with the<br />
Victoria Cross for Australia on 23 January <strong>2011</strong>;<br />
the launch <strong>of</strong> the Australian Campaign for Wool at<br />
Admiralty House on 29 March <strong>2011</strong>, as part <strong>of</strong> an<br />
international project to encourage the use <strong>of</strong> wool in<br />
homes and businesses; and a ceremony at which the<br />
<strong>Governor</strong>-<strong>General</strong> launched the Ronald McDonald<br />
Care Mobile on 5 April <strong>2011</strong>. <strong>Report</strong>ing <strong>of</strong> some<br />
<strong>of</strong> the <strong>Governor</strong>-<strong>General</strong>’s visits to areas affected<br />
by natural disasters served to highlight the extent<br />
<strong>of</strong> devastation and suffering and the long road to<br />
recovery, and reflected the sympathy and support<br />
<strong>of</strong> Australians for those affected.<br />
The <strong>Governor</strong>-<strong>General</strong>’s visits abroad received<br />
attention in Australia and in host nations. <strong>Report</strong>ing<br />
on a suite <strong>of</strong> military commemoration services (see<br />
Despatch p24) in which the <strong>Governor</strong>-<strong>General</strong> and<br />
distinguished Australian veterans participated, was<br />
particularly important because <strong>of</strong> the significance<br />
<strong>of</strong> these events in Australia’s history. Coverage <strong>of</strong><br />
events such as Australia’s 2022 FIFA World Cup<br />
bid in November <strong>2010</strong>, the wedding <strong>of</strong> Their Royal<br />
Highnesses The Duke and Duchess <strong>of</strong> Cambridge in<br />
April <strong>2011</strong>, and Ms Bryce’s audience with His Holiness<br />
Pope Benedict XVI on 1 June <strong>2011</strong> highlighted the<br />
representational value <strong>of</strong> the <strong>Governor</strong>-<strong>General</strong>’s role<br />
in Australia’s national interest.<br />
The <strong>Governor</strong>-<strong>General</strong> launching Ronald McDonald House Charities and Royal Far West’s Ronald McDonald Care Mobile<br />
in Manly, Sydney on 5 April <strong>2011</strong>.<br />
32 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
<strong>Report</strong> on performance<br />
Overview<br />
The Office assisted the <strong>Governor</strong>-<strong>General</strong> with<br />
the recording <strong>of</strong> her <strong>2011</strong> ANZAC Day address<br />
for broadcast, as well as 19 other video and radio<br />
messages for use by community organisations, and<br />
the drafting <strong>of</strong> more than 100 written messages<br />
in support <strong>of</strong> their work. It also facilitated in-depth<br />
interviews which formed the basis <strong>of</strong> several feature<br />
articles and pr<strong>of</strong>iles in national print media, and<br />
an episode <strong>of</strong> the BBC World News program,<br />
Peschardt’s People. Recurring themes in these<br />
pieces were the <strong>Governor</strong>-<strong>General</strong>’s community<br />
engagement, her familiarity with issues facing people<br />
in rural and remote communities, and her passion<br />
for human rights and gender equality.<br />
In terms <strong>of</strong> the Office’s operations, media highlights<br />
for the year included a six-hour live broadcast from<br />
Government House on 13 June <strong>2011</strong>, focusing on<br />
recipients <strong>of</strong> Australian honours in The Queen’s<br />
Birthday honours list; national broadcast media<br />
coverage <strong>of</strong> the thousands <strong>of</strong> people who visited<br />
Admiralty House on Open Day in September <strong>2010</strong>;<br />
and a segment for Canberra news television on the<br />
gardens at Government House.<br />
Strong public interest in the <strong>Governor</strong>-<strong>General</strong>’s<br />
role and activities and the operations <strong>of</strong> the<br />
Office were reflected in record high usage <strong>of</strong> the<br />
Office’s updated website. Over 18 million hits<br />
were recorded in <strong>2010</strong>–11, reflecting an increase<br />
<strong>of</strong> 20 per cent over the previous year. A large<br />
proportion <strong>of</strong> the 420,000 unique visitors to the<br />
website was attributed to interest in announcements<br />
<strong>of</strong> the Order <strong>of</strong> Australia awards on Australia Day<br />
and The Queen’s Birthday. Continual development<br />
<strong>of</strong> the website and the Office’s practice <strong>of</strong> uploading<br />
new content within a 24 hour period maintained<br />
the vibrancy and immediacy <strong>of</strong> the site. In line with<br />
the Government’s Information Publication Scheme,<br />
a new section was added to the Office’s website in<br />
<strong>2010</strong>–11 to enhance the accessibility <strong>of</strong> data about<br />
the agency’s functions.<br />
Correspondence<br />
In <strong>2010</strong>–11, the Office received and attended<br />
to 14,532 items <strong>of</strong> correspondence from heads<br />
<strong>of</strong> state, foreign and Australian governments,<br />
<strong>of</strong>ficials, academics and business representatives,<br />
community groups and individuals. Many <strong>of</strong> these<br />
items contained messages <strong>of</strong> support, invitations to<br />
functions and events, and information and feedback<br />
from the community. In a growing trend, over 60 per<br />
cent <strong>of</strong> correspondence was received by email, and<br />
the total <strong>of</strong> general correspondence received during<br />
the year increased by approximately 70 per cent<br />
compared with 2009–10.<br />
In addition, the Honours and Awards Branch<br />
received 23,945 items <strong>of</strong> correspondence, including<br />
1,821 nominations for Order <strong>of</strong> Australia and<br />
Australian Bravery decorations.<br />
The Office sent 10,262 congratulatory messages<br />
from the <strong>Governor</strong>-<strong>General</strong> for significant birthdays<br />
and wedding anniversaries, and 6,732 congratulatory<br />
messages on behalf <strong>of</strong> The Queen.<br />
Property management<br />
As noted in previous annual reports, the Office<br />
received funding, commencing in the 2005–06<br />
Budget, for the implementation <strong>of</strong> a ten-year<br />
property works program for Government House<br />
and Admiralty House, known as the Vice-Regal<br />
Heritage Property Master Plan. This initiative by<br />
the Office maintains and enhances the properties<br />
for future generations. In <strong>2010</strong>–11, some 43,000<br />
visitors, from school children to foreign heads <strong>of</strong><br />
state, visited the properties.<br />
Amendments to the Environment Protection and<br />
Biodiversity Conservation Act 1999 require the<br />
Office to prepare a heritage strategy covering<br />
Government House and Admiralty House, and<br />
management plans for each <strong>of</strong> the properties.<br />
The current heritage strategy was approved<br />
in September 2006 and reviewed in <strong>2010</strong>. The<br />
Official Establishments Trust is consulted on these<br />
strategies and plans which are developed with the<br />
assistance <strong>of</strong> the Office’s heritage architects.<br />
Government House<br />
Property works projects completed in<br />
<strong>2010</strong>–11 included:<br />
• upgrading the public lookout on Lady Denman<br />
Drive to enhance disabled access and general safety<br />
• installing energy efficient safety lighting along<br />
external walkways<br />
• replacing rotten timbers in wharf decking<br />
• replacing broken storm water drainage on the<br />
main driveway<br />
• upgrading drainage and building a small stone wall<br />
around the main access point to the sewer, as<br />
required by the local water authority<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong> 33
Chapter Two<br />
• stabilising and replanting the lakeward bank in line<br />
with heritage requirements set by the National<br />
Capital Authority<br />
• building a new secure storage facility for medal<br />
stock and archives.<br />
Canberra’s long drought broke during the year,<br />
providing welcome relief for the 60 per cent <strong>of</strong><br />
Government House grounds which are not irrigated.<br />
The Office worked within guidelines set by the<br />
National Capital Authority to extract non-potable<br />
water from Lake Burley Griffin for watering gardens<br />
and lawns in the managed part <strong>of</strong> the landscape.<br />
Owing to natural rainfall and water conservation<br />
measures introduced by the Office, the need for<br />
lake water was reduced by 35 per cent compared<br />
with the previous year. The installation <strong>of</strong> a central<br />
irrigation system realised many practical efficiencies,<br />
including sensor-activated and/or remoteaccess<br />
cancellation <strong>of</strong> programs, fault alarms and<br />
considerable time savings due to automation.<br />
A severe storm accompanied by gale force easterly<br />
winds and heavy rainfall struck Yarralumla on<br />
4 December <strong>2010</strong>, resulting in extensive damage<br />
in the grounds <strong>of</strong> Government House. With the<br />
earth already sodden after earlier rainfall, and the<br />
root systems <strong>of</strong> many trees still compromised<br />
by years <strong>of</strong> drought, the winds damaged trees<br />
throughout the property. Some 140 trees,<br />
including pines, eucalypts, elms and oaks had to<br />
be removed because they were either uprooted<br />
or so damaged as to be dangerous. Amongst these<br />
were some trees up to sixty years old. Damage<br />
from the storm was estimated at $200,000; the<br />
destroyed trees will yield up to 1,500 cubic metres<br />
<strong>of</strong> mulch. The mulch, like other garden waste, will<br />
be recycled. The remedial action required after<br />
the storm affected normal grounds maintenance<br />
activities for approximately six months. By the end<br />
<strong>of</strong> <strong>2010</strong>–11, however, normal activity was resumed<br />
in line with the five year Landscape Management<br />
Plan which was rolled out last year as a blueprint,<br />
guide and planning tool for the maintenance and<br />
development <strong>of</strong> the garden.<br />
Admiralty House<br />
Works completed in <strong>2010</strong>–11 included:<br />
• structural repairs to failing sections <strong>of</strong> the ceiling<br />
and walls<br />
• painting the exterior <strong>of</strong> the main house to<br />
restore its original colour scheme.<br />
Planning continued for several complex works yet to<br />
be scheduled, including rectifying serious rising damp,<br />
constructing a new sea wall at the eastern end<br />
<strong>of</strong> the property, and repairing the historic Marine<br />
Barracks precinct. Work continued throughout<br />
the year to improve the garden and landscape at<br />
Admiralty House in accordance with the Landscape<br />
Management Plan.<br />
Security<br />
The Office worked closely with the Protective<br />
Security Coordination Centre and the Australian<br />
Federal Police to identify and respond to security<br />
issues and to review and upgrade physical security<br />
arrangements at both properties.<br />
Works <strong>of</strong> art and other items<br />
The Office is grateful to the National Gallery <strong>of</strong><br />
Australia, the Australiana Fund and the Department<br />
<strong>of</strong> Parliamentary Services for the loan <strong>of</strong> paintings,<br />
sculptures, furniture and other items for public<br />
display at Government House and Admiralty House.<br />
It regularly consults the Australiana Fund and the<br />
National Gallery on interior furnishing and art.<br />
Some items are exchanged each year as part <strong>of</strong> an<br />
ongoing program to display a variety <strong>of</strong> Australian<br />
artworks and furniture.<br />
As at 30 June <strong>2011</strong>, paintings, pieces <strong>of</strong> furniture<br />
and art objects, with a combined value <strong>of</strong> over<br />
$20 million, were on loan to the Office.<br />
34 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Pr<strong>of</strong>ile<br />
Norm Dunn,<br />
Head gardener<br />
Norm Dunn has spent most <strong>of</strong> his<br />
working life looking after the gardens at<br />
Government House. Arriving in 1989 as an<br />
apprentice, after stints at The Lodge, the National<br />
Botanic Gardens and Canberra’s first Floriade<br />
in 1988, Norm became a full time gardener at<br />
Yarralumla in 1990. The son <strong>of</strong> a rice farmer from<br />
the Murrumbidgee Irrigation Area, Norm has spent<br />
most <strong>of</strong> his life outdoors.<br />
The gardens at Government House provide new<br />
sensations every season, but Norm has a real<br />
fondness for winter at Yarralumla. ‘The wonderful<br />
thing about these gardens is that with four distinct<br />
seasons, they’re always changing. Winter is stark and<br />
dramatic, but there are compensations with the<br />
hellebores, the snowflakes, and the camellias, which<br />
flower from May until October’, Norm says. ‘Spring<br />
and autumn are spectacular too, with delicate<br />
blossoms and vivid foliage.’<br />
One <strong>of</strong> Norm’s favourite spaces is the Lady Gowrie<br />
garden, named after the wife <strong>of</strong> Australia’s tenth<br />
<strong>Governor</strong>-<strong>General</strong>, who did much <strong>of</strong> the planting<br />
herself in the 1940s. The garden was influenced in<br />
part by Edna Walling who had become well known<br />
at that time for her natural approach to garden<br />
design. Norm likes the garden’s fountain, wisteria<br />
seat, little bridge and climbing clematis. ‘The Hasluck<br />
or rhododendron garden is also special, because it’s<br />
one <strong>of</strong> the few gardens here that was fully planned.<br />
The gardens wouldn’t present the way they do<br />
without the dedication <strong>of</strong> our gardening staff, and<br />
there are glimpses <strong>of</strong> history everywhere’, he says.<br />
Among the highlights <strong>of</strong> Norm’s career at<br />
Government House are the planting <strong>of</strong> special trees<br />
by HM The Queen, HRH The Duke <strong>of</strong> Edinburgh<br />
and Mrs Hillary Clinton who visited Canberra as<br />
First Lady <strong>of</strong> the United States in 1996.<br />
Norm cites the Landscape Management Plans<br />
for Government House and Admiralty House<br />
as a major accomplishment. ‘The plans combine<br />
knowledge <strong>of</strong> the history <strong>of</strong> the gardens with<br />
details <strong>of</strong> the plantings and they set standards for<br />
maintenance and redevelopment works to follow.<br />
For example, there are around 4,000 trees in the<br />
garden at Government House and there is a clear<br />
plan for how they should be managed and replaced<br />
where necessary’, Norm says.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
35
Chapter Two<br />
Program Component 2—<br />
Administration <strong>of</strong> the<br />
Australian Honours and<br />
Awards System<br />
Resources applied to this component are directed to:<br />
• conducting comprehensive and independent<br />
research <strong>of</strong> nominations for awards<br />
• providing high quality secretariat support to<br />
honours advisory bodies<br />
• interpreting and applying gazettal regulations for<br />
defence, meritorious, operational service and long<br />
service awards to ensure that applicants meet<br />
eligibility criteria<br />
• making cost-effective resource decisions for the<br />
timely acquisition <strong>of</strong> high-quality insignia, warrants<br />
and honours publications<br />
• maintaining registers <strong>of</strong> all award recipients.<br />
Tables 1 and 2 contain the performance indicators<br />
for Program Component 2 identified in the<br />
<strong>2010</strong>–11 Portfolio Budget Statements and Table 6<br />
compares the budget identified in those statements<br />
to the component’s actual cost during the year.<br />
Table 6: Financial performance for Component 2<br />
Budget Estimate<br />
<strong>2010</strong>–11<br />
$‘000<br />
Actual<br />
<strong>2010</strong>–11<br />
$‘000<br />
Departmental appropriation - Cost <strong>of</strong> Component 2 5,229 5,185<br />
Administered Appropriation - Acquisition <strong>of</strong> Australian honours<br />
medals/insignia, warrants and investiture items<br />
769 802<br />
Expenses not requiring appropriation 20 17<br />
Total 6,019 6,004<br />
<strong>Report</strong> on performance<br />
in <strong>2010</strong>–11<br />
Honours and awards overview<br />
Australia’s distinctive honours system began in<br />
1975 with the creation <strong>of</strong> the Order <strong>of</strong> Australia<br />
to recognise service to the nation or humanity.<br />
Additional awards have subsequently been created,<br />
including the Australian Bravery Decorations and<br />
the National Medal, to recognise other areas <strong>of</strong><br />
service valued by Australians. Two new awards in<br />
the Australian honours system were announced in<br />
<strong>2010</strong>–11.<br />
Her Majesty The Queen approved the design and<br />
the regulations for the National Police Service Medal<br />
(NPSM) in late <strong>2010</strong>. The NPSM was gazetted in the<br />
Australian Government Gazette on 3 March <strong>2011</strong>,<br />
following an announcement by the Minister for<br />
Home Affairs, the Hon Brendan O’Connor MP, and<br />
the Parliamentary Secretary to the Prime Minister,<br />
Senator the Hon Kate Lundy. The NPSM will be<br />
awarded for the unique contribution and significant<br />
commitment <strong>of</strong> persons who have given ethical and<br />
diligent service as a sworn member <strong>of</strong> an Australian<br />
police service. Police <strong>of</strong>ficers with a minimum <strong>of</strong><br />
15 years’ service on or after 30 October 2008 may<br />
be eligible for the NPSM.<br />
In February <strong>2011</strong>, Her Majesty The Queen gave inprinciple<br />
approval for the creation <strong>of</strong> a new medal<br />
to recognise extraordinary or sustained services<br />
to others during a national emergency. This will be<br />
known as the National Emergency Medal.<br />
The Order <strong>of</strong> Australia comprises a <strong>General</strong><br />
Division for civilians and a Military Division for<br />
members <strong>of</strong> the Australian Defence Force. It is the<br />
principal and most prestigious means <strong>of</strong> recognising<br />
outstanding members <strong>of</strong> the community at a<br />
national level, and nominations are welcomed from<br />
across Australian society. The award celebrates<br />
extraordinary achievements and meritorious<br />
36 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
<strong>Report</strong> on performance<br />
Overview<br />
contributions that benefit the citizens <strong>of</strong> Australia<br />
in fields as diverse as surveying, media, fundraising,<br />
mountaineering, education, youth, migrant assistance,<br />
veterinary science, community service and tourism.<br />
The <strong>Governor</strong>-<strong>General</strong> is Chancellor <strong>of</strong> the<br />
Order and the Official Secretary to the<br />
<strong>Governor</strong>-<strong>General</strong> is currently the Secretary <strong>of</strong><br />
the Order. An independent Council, the Council for<br />
the Order <strong>of</strong> Australia, considers nominations in the<br />
<strong>General</strong> Division. Appointments to the Order <strong>of</strong><br />
Australia and awards <strong>of</strong> the Medal <strong>of</strong> the Order in the<br />
Military Division are made by the <strong>Governor</strong>-<strong>General</strong><br />
on the recommendation <strong>of</strong> the Minister for Defence.<br />
Within the honours system, the Australian Bravery<br />
Decorations are significant awards which recognise<br />
the courageous actions <strong>of</strong> those who have placed<br />
the safety and lives <strong>of</strong> others before their own.<br />
Bravery nominations are considered by a second<br />
independent Council, the Australian Bravery<br />
Decorations Council.<br />
Current membership <strong>of</strong> the Council for the Order<br />
<strong>of</strong> Australia and the Australian Bravery Decorations<br />
Council is provided at Appendix A. The councils<br />
usually meet twice annually.<br />
The Honours and Awards Branch researches each<br />
nomination received, and liaises with nominators and/<br />
or referees to develop the documentation that is<br />
presented to the relevant Council for consideration.<br />
The councils’ recommendations are considered by<br />
the <strong>Governor</strong>-<strong>General</strong> and, on approval, the Branch<br />
notifies the recipient, gazettes the awards, and issues<br />
the announcement <strong>of</strong> awards via the national media.<br />
The awards are conferred at investiture ceremonies<br />
conducted at Government House in Canberra<br />
or other Government Houses in Australian state<br />
and territory capitals. For award recipients, these<br />
ceremonies can mark a lifetime <strong>of</strong> achievement, and<br />
investitures are therefore memorable occasions,<br />
shared with family, friends or colleagues.<br />
The Branch is responsible for ensuring that all<br />
other awards—including military, public service, fire,<br />
emergency, police and ambulance services awards—<br />
are well documented and processed for approval in<br />
accordance with gazetted regulations.<br />
The Branch liaises with the Awards and Culture<br />
Branch <strong>of</strong> the Department <strong>of</strong> the Prime Minister<br />
and Cabinet and contributes to Australian<br />
Government promotional campaigns to increase<br />
awareness <strong>of</strong> the Australian honours system within<br />
the community. Effective promotion is vital to ensure<br />
that nominations cover the diversity <strong>of</strong> service and<br />
contribution <strong>of</strong> all Australians.<br />
The work <strong>of</strong> the two honours advisory councils<br />
involves close liaison between the Honours and<br />
Awards Branch and the respective chairs and<br />
council members throughout the year. This dialogue<br />
provides a means for continuously evaluating the<br />
Branch’s performance.<br />
Further information on the criteria and nomination<br />
processes for specific awards may be found on the<br />
Office’s website at www.gg.gov.au or on the website<br />
maintained by the Department <strong>of</strong> the Prime Minister<br />
and Cabinet at www.itsanhonour.gov.au.<br />
Cpl Mark Donaldson VC, Cpl Ben Roberts-Smith VC MG and Keith Payne VC in front <strong>of</strong> the SAS Memorial Stone at Campbell Barracks,<br />
Perth on 23 January <strong>2011</strong>.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong> 37
Chapter Two<br />
Pr<strong>of</strong>ile<br />
Elizabeth Mitchell<br />
Assistant Director Honours<br />
Elizabeth Mitchell has reviewed over 9,000<br />
nominations for recognition within the Order<br />
<strong>of</strong> Australia, and she continues to be inspired<br />
by Australians who contribute to their communities<br />
and the nation.<br />
‘I am excited by what people are doing in<br />
the community’, Elizabeth says. ‘When I read<br />
nominations about people who care about and are<br />
involved with their fellow Australians, I realise the<br />
capacity we all have to make a difference.’<br />
Each nomination is unique; together they range from<br />
quiet achievers who make valuable contributions in<br />
their local communities, to national figures whose<br />
endeavours put Australia on the world stage, to<br />
expatriates dedicating their lives to disadvantaged<br />
communities around the world. ‘We receive<br />
nominations for people from all walks <strong>of</strong> life—<br />
musicians, shearers, teachers, scientists, doctors,<br />
volunteers, athletes, foster carers, humanitarians and<br />
architects—the list is endless, but they are all doing<br />
something special to make Australia a better place’,<br />
says Elizabeth.<br />
Nomination research is undertaken by Elizabeth’s<br />
hard working and enthusiastic team, comprising<br />
13 case <strong>of</strong>ficers and two senior case <strong>of</strong>ficers. It<br />
is rigorous and painstaking work, collecting and<br />
compiling information from referees and other<br />
sources about each nominee’s contribution for<br />
presentation to the Order <strong>of</strong> Australia Council. The<br />
Council, which convenes twice a year, considers all<br />
nominations on their individual merits and makes<br />
recommendations to the <strong>Governor</strong>-<strong>General</strong>.<br />
‘Our case <strong>of</strong>ficers come from a wide range <strong>of</strong><br />
backgrounds, for example health and science,<br />
education, the arts and commerce, and each brings<br />
a wealth <strong>of</strong> knowledge and experience to the<br />
task’, Elizabeth says. ‘Everybody is dedicated and<br />
passionate about what they do here, so it’s a great<br />
environment to work in.’<br />
Honours lists are announced twice a year, on<br />
Australia Day and The Queen’s Birthday.<br />
38 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
<strong>Report</strong> on performance<br />
<strong>Report</strong> on performance<br />
in <strong>2010</strong>–11<br />
Key results<br />
The Australian Honours and Awards Branch provided<br />
high quality support to the <strong>Governor</strong>-<strong>General</strong> in<br />
administering the numerous awards and decorations<br />
under the Australian honours and awards system. The<br />
<strong>2010</strong>–11 financial year was another productive year,<br />
with significant achievements by the Branch.<br />
Nominations, awards<br />
and investitures<br />
The total number <strong>of</strong> nominations researched and/<br />
or prepared by the Branch for approval by the<br />
<strong>Governor</strong>-<strong>General</strong> in <strong>2010</strong>–11 was 9,030.<br />
These included 1,481 nominations submitted to the<br />
Council for the Order <strong>of</strong> Australia. The Council met<br />
twice in <strong>2010</strong>–11. Ninety-two per cent <strong>of</strong> Order <strong>of</strong><br />
Australia nominations were processed and presented<br />
to the Council within 18 months <strong>of</strong> receipt in the<br />
Branch, two per cent more than the requirement<br />
stipulated in the Key Performance Indicators.<br />
In <strong>2010</strong>–11, the community sector represented the<br />
largest number <strong>of</strong> nominations received and nearly<br />
half the awards given. The types <strong>of</strong> community<br />
service recognised varied widely and included,<br />
assistance to migrants, women, youth and veterans,<br />
support for charity, and community health, sport and<br />
social welfare initiatives.<br />
In <strong>2010</strong>–11, the Branch researched 340 nominations<br />
for bravery decorations for the Australian Bravery<br />
Decorations Council, which met twice during<br />
the year. Ninety-seven per cent <strong>of</strong> researched<br />
nominations were presented to the Council within<br />
six months. The majority <strong>of</strong> nominations were for<br />
incidents involving rescue or attempted rescue from<br />
water or fire.<br />
The <strong>Governor</strong>-<strong>General</strong> approved 731 other awards<br />
to recognise excellence, for example in specified<br />
occupations, including police, emergency services,<br />
and defence personnel on operations around the<br />
world to protect Australia and its national interests.<br />
The <strong>Governor</strong>-<strong>General</strong> also approved 6,460<br />
National Medals, which recognise fifteen years or<br />
more <strong>of</strong> diligent and efficient service in uniformed<br />
occupations involving elements <strong>of</strong> personal risk<br />
in order to protect the community. These awards<br />
are administered by the Honours and Awards<br />
Branch and approved by the <strong>Governor</strong>-<strong>General</strong>,<br />
but they are conferred internally by the relevant<br />
organisations. Ninety-eight per cent <strong>of</strong> long service<br />
and occupational based awards were processed<br />
within two months <strong>of</strong> receipt.<br />
Eighteen non-Australian citizens were recognised<br />
by honorary awards in the Order <strong>of</strong> Australia<br />
during <strong>2010</strong>–11. The constitution <strong>of</strong> the Order<br />
<strong>of</strong> Australia provides for honorary awards to be<br />
recommended (at any level) for foreign citizens who<br />
have made contributions <strong>of</strong> significant benefit to<br />
the Australian community or humanity at large. The<br />
Prime Minister recommends honorary awards to<br />
the <strong>Governor</strong>‐<strong>General</strong> for approval, and the Office<br />
is the conduit for these nominations.<br />
Tables showing the number <strong>of</strong> nominations considered<br />
and awards conferred for the Order <strong>of</strong> Australia<br />
and the Australian Bravery Decorations in <strong>2010</strong>–11,<br />
and the total number <strong>of</strong> nominations and awards<br />
since 1975, are at Appendices B and C respectively.<br />
Appendix D shows the number <strong>of</strong> other award<br />
types made during the year for outstanding<br />
achievement in specific fields <strong>of</strong> activity, and the total<br />
since 1975.<br />
Mr Martin Bonsey AO CVO, former Official Secretary<br />
to the <strong>Governor</strong>-<strong>General</strong> and former Secretary <strong>of</strong><br />
the Order <strong>of</strong> Australia, was engaged to examine<br />
the feasibility <strong>of</strong> formal review processes within the<br />
honours nomination system. Mr Bonsey’s report will<br />
be presented to the Council in February 2012.<br />
On 21 June <strong>2011</strong> the <strong>Governor</strong>-<strong>General</strong> awarded the<br />
Australian Antarctic Medal to Dr Stephen Nichol, the<br />
world’s most eminent Antarctic krill scientist and the<br />
Program Leader <strong>of</strong> the Southern Ocean Ecosystem<br />
Change program at the Australian Antarctic Division.<br />
The Australian Antarctic Medal was also awarded to<br />
Captain Murray Doyle, the master <strong>of</strong> the RSV Aurora<br />
Australis which supported Australian scientific and<br />
logistical operations in the Antarctic and sub-Antarctic<br />
regions, and former master <strong>of</strong> the MV Oceanic<br />
Viking which protected against illegal, unregulated<br />
and unreported fishing in the Southern Ocean. The<br />
Australian Antarctic Medal was established in 1987<br />
and is an award in the Meritorious Service Awards<br />
category <strong>of</strong> the Australian honours and awards<br />
system. It replaced the (British) Imperial Polar Medal<br />
and its variations which dated back to 1857 for<br />
service in the Arctic and Antarctic regions.<br />
On 23 January <strong>2011</strong> the <strong>Governor</strong>-<strong>General</strong> invested<br />
Corporal Ben Roberts-Smith VC MG with the<br />
Victoria Cross for Australia at an investiture held at<br />
Campbell Barracks, Perth. The investiture <strong>of</strong> only the<br />
second recipient <strong>of</strong> the Victoria Cross for Australia<br />
was a significant national occasion.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
39
Chapter Two<br />
The <strong>Governor</strong>-<strong>General</strong> invests Cpl Ben Roberts-Smith VC MG with the Victoria Cross<br />
during a ceremony at Campbell Barracks, Perth on 23 January <strong>2011</strong>.<br />
D e sp atch<br />
Investiture Of<br />
Corporal Ben Roberts-Smith Vc Mg<br />
History was made on 23 January <strong>2011</strong>, when<br />
Australia’s three living Victoria Cross recipients<br />
gathered at the headquarters <strong>of</strong> the Special Air<br />
Services Regiment (SAS), Campbell Barracks,<br />
Perth. Corporal Mark Donaldson VC and<br />
Mr Keith Payne VC joined a large crowd including the<br />
Prime Minister, Leader <strong>of</strong> the Opposition, Minister for<br />
Defence, the Chief <strong>of</strong> Defence Force and the Chief<br />
<strong>of</strong> Army to witness Corporal Ben Roberts-Smith<br />
VC MG being invested by the <strong>Governor</strong>-<strong>General</strong><br />
with Australia’s highest award for his actions in<br />
Afghanistan in <strong>2010</strong>. Corporal Roberts-Smith thus<br />
became the most highly decorated member <strong>of</strong> the<br />
Australian Defence Force, having previously been<br />
awarded the Medal for Gallantry for his actions in<br />
Afghanistan in 2006.<br />
The choice <strong>of</strong> venue for the investiture was highly<br />
symbolic as the parade ground at Campbell Barracks<br />
includes The Rock, a memorial stone bearing the<br />
names <strong>of</strong> all SAS troops who have lost their lives<br />
on operations or in training. Corporal Donaldson,<br />
Mr Payne, and Corporal Roberts-Smith chose The<br />
Rock as the focal point for <strong>of</strong>ficial photographs<br />
following the ceremony.<br />
40 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
<strong>Report</strong> on performance<br />
Approval for Australians to wear<br />
foreign awards<br />
Nearly 8,000 awards bestowed on Australian citizens<br />
by foreign governments or international organisations<br />
were approved by the <strong>Governor</strong>-<strong>General</strong> in <strong>2010</strong>–11.<br />
The acceptance and wearing <strong>of</strong> foreign honours by<br />
any Australian citizen is subject to the permission <strong>of</strong><br />
the <strong>Governor</strong>-<strong>General</strong> on the recommendation <strong>of</strong><br />
the Prime Minister or responsible Minister. A request<br />
to confer an honour or award on an Australian citizen<br />
will be considered if it is made by the head <strong>of</strong> state<br />
or the government <strong>of</strong> a country with which Australia<br />
maintains diplomatic relations, or by a United Nations<br />
agency or other international organisation recognised<br />
by Australia.<br />
Almost 30 countries or organisations recognised<br />
Australian citizens in <strong>2010</strong>–11, including Timor-<br />
Leste, the United Nations, the North Atlantic Treaty<br />
Organisation, the United States <strong>of</strong> America, Malaysia,<br />
Papua New Guinea, France and Multinational Force<br />
and Observers. The majority <strong>of</strong> foreign awards<br />
approved in <strong>2010</strong>–11 were from the Timorese<br />
Government, which presented the Timor-Leste<br />
Solidarity Medal to members <strong>of</strong> national and<br />
international forces who contributed to stability and<br />
peace operations in Timor-Leste since May 2006.<br />
The medal was presented to eligible Australian<br />
Defence Force and Australian Federal Police<br />
personnel who served on a mandated mission.<br />
Other business<br />
During the financial year, three new booklets were<br />
published (covering awards and decorations for<br />
Gallantry, Meritorious and Conspicuous Service) and<br />
were distributed to award recipients at investitures<br />
across Australia. These booklets are in the same<br />
series as those previously published for the Order<br />
<strong>of</strong> Australia and Australian Bravery Decorations and<br />
have attracted positive comment on their high quality<br />
and user-friendly format. The booklets include the<br />
regulations and determinations governing each award,<br />
as well as the Constitution and related Ordinances<br />
for the Order <strong>of</strong> Australia.The remaining booklets in<br />
the series (Distinguished Awards and the Guide to<br />
Wearing) are expected to be available for distribution<br />
in <strong>2011</strong>–12. The contents <strong>of</strong> all published booklets<br />
were posted on the Office’s website to make them<br />
readily accessible to the general public.<br />
Over 1,400 medals were engraved and warrants<br />
prepared for presentation at investitures across the<br />
country during <strong>2010</strong>–11. In addition, the Branch<br />
arranged the engraving <strong>of</strong> some 6,800 other awards,<br />
mostly long service and operational awards, which<br />
are not presented at investiture ceremonies. All<br />
medals and insignia met design specifications. The<br />
Office holds contracts with reputable suppliers for<br />
the provision <strong>of</strong> insignia and has in place an inventory<br />
control system to ensure their timely purchase.<br />
The Honours and Awards Branch maintained and<br />
updated the register <strong>of</strong> recipients <strong>of</strong> awards in the<br />
Australian honours and awards system.<br />
Investiture recipients and their families share refreshments after an investiture ceremony at Government House, Canberra on<br />
15 April <strong>2011</strong>.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
41
Ch a pte r Th r e e<br />
Management & accountability
Ch a pte r Th r e e<br />
Corporate governance<br />
The Official Secretary, in his role as Chief Executive<br />
Officer, is responsible for the proper management<br />
<strong>of</strong> Australian Government resources and the<br />
achievement <strong>of</strong> the highest possible performance<br />
from the Office. The Office’s Management<br />
Committee assists the Official Secretary to<br />
meet his statutory responsibilities under the<br />
<strong>Governor</strong>-<strong>General</strong> Act 1974 and the Financial<br />
Management and Accountability Act 1997.<br />
The Corporate Services Branch supports the<br />
Official Secretary’s overall governance responsibilities<br />
by facilitating the development <strong>of</strong> business plans;<br />
establishing policy and accountability frameworks;<br />
managing risk, fraud and security planning; setting<br />
frameworks for advising on people management;<br />
managing industrial relations; and overseeing budget<br />
management <strong>of</strong> the Office. The Branch also manages<br />
the <strong>of</strong>ficial properties and coordinates physical<br />
security services.<br />
Committees<br />
The Office has established the following committees:<br />
Management Committee<br />
The Management Committee meets monthly and<br />
comprises the Official Secretary as Chief Executive<br />
Officer; the Deputy Official Secretary as Deputy<br />
Chief Executive Officer; and the Directors <strong>of</strong> the<br />
Corporate Services, Honours and Awards, and<br />
Executive and Protocol Branches.<br />
The Management Committee has the following<br />
overall responsibilities:<br />
• to establish and drive the direction, strategies,<br />
financial objectives and monitoring arrangements<br />
for the Office<br />
• to implement Office policies, strategies and<br />
financial objectives<br />
• to ensure the Office delivers its<br />
corporate objectives<br />
• to ensure the Office delivers its outcome<br />
to the Government<br />
• to provide active leadership <strong>of</strong> risk<br />
management activities<br />
• to monitor compliance with regulatory<br />
requirements and ethical standards.<br />
Audit Committee<br />
The Audit Committee comprises an external<br />
member, Mr Bruce Jones (Chair), Mr Mark<br />
Fraser (Deputy Official Secretary), Ms Sharon<br />
Prendergast and Ms Karen Baker (Directors <strong>of</strong><br />
the Honours and Awards and Corporate Services<br />
Branch respectively). It is responsible for providing<br />
independent assurance and assistance to the<br />
Official Secretary on the Office’s risk, control and<br />
compliance frameworks and external accountability.<br />
The Audit Committee endorses the annual<br />
audit program for the Office, considers the<br />
recommendations contained in individual<br />
reports, and monitors the implementation <strong>of</strong><br />
any changes in policies and practices pursuant<br />
to such recommendations. The Committee also<br />
receives and approves the Office’s annual financial<br />
statements and associated audit report.<br />
Other committees<br />
In <strong>2010</strong>–11 a Financial Statements Sub-Committee<br />
was again established to oversee the effective<br />
preparation <strong>of</strong> the Office’s financial statements.<br />
The Workplace Consultative Committee continued<br />
to provide a forum for consulting staff on salary<br />
and employment conditions and for monitoring the<br />
implementation <strong>of</strong> employment policies and practices.<br />
The Occupational Health and Safety Committee<br />
monitored and advised on health and safety issues<br />
throughout the year.<br />
The Official Secretary to the <strong>Governor</strong>-<strong>General</strong> heads a Management<br />
Committee meeting at Government House, Canberra.<br />
44 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Management and accountability<br />
Strategic Planning Framework<br />
Figure 2: Strategic Planning Framework<br />
Portfolio Budget Statements<br />
Describe the allocation <strong>of</strong> resources to<br />
our Outcome and the means by which<br />
our performance will be measured<br />
Risk Management and<br />
Fraud Control Plans<br />
Identify and consider<br />
business and fraud risks<br />
and the controls in place<br />
to manage them<br />
Strategic Business Plan<br />
Sets directions for the Office to guide<br />
its work and enable it to meet priorities<br />
and allocate resources<br />
Branch Operational Plans<br />
Describe the business strategies which will<br />
deliver on the Office’s Outcome and allocate<br />
responsibility for delivering on these<br />
ICT Strategic Plan<br />
Provides guidance on future<br />
selection <strong>of</strong> information and<br />
communications technology<br />
and systems<br />
Individual Performance<br />
and Development Plans<br />
Record key deliverables and development<br />
outcomes for staff to deliver in support <strong>of</strong><br />
Branch Operational Plans<br />
Strategic Business Plan<br />
The Office’s Strategic Business Plan is both a<br />
statement <strong>of</strong> its corporate vision, strategy and<br />
objectives and a traditional business plan. It aims<br />
to bring together planning and other strategic and<br />
operational activities and articulate the linkages<br />
between them. It is a five-year rolling plan, updated<br />
regularly, which distills the Office’s objectives into a<br />
high level action plan for the current year.<br />
Risk management framework<br />
The Office’s risk management framework comprises<br />
an overarching Risk Management Policy and Risk<br />
Management Plan. Individual risk assessments<br />
are completed for projects, events and other<br />
operational activities.<br />
The Office continued to participate in Comcover’s<br />
risk benchmarking program, which measures<br />
the effectiveness <strong>of</strong> agencies’ risk management<br />
frameworks, practices and systems against a set <strong>of</strong><br />
key result areas. The Office’s result for <strong>2010</strong>–11 was<br />
a score <strong>of</strong> 6.6 out <strong>of</strong> 10. This score is consistent with<br />
2009–10 results and is above the average for all<br />
fund members and for small agencies and reflects<br />
the Office’s high level <strong>of</strong> maturity and competence<br />
in this field.<br />
Fraud control framework<br />
The Office maintains a comprehensive Fraud Risk<br />
Assessment and Fraud Control Plan in accordance<br />
with the requirements <strong>of</strong> the Commonwealth<br />
Fraud Control Guidelines. The Office also maintains<br />
procedures and processes for the detection,<br />
investigation and reporting <strong>of</strong> fraud. An up-to-date<br />
Fraud Risk Assessment, Fraud Control Plan and<br />
Security Management policy and plan are in place<br />
and maintained.<br />
There were no known incidents <strong>of</strong> fraud in <strong>2010</strong>–11.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
45
Ch a pte r Th r e e<br />
Security framework<br />
The Office continued to work closely with the<br />
Attorney-<strong>General</strong>’s Department and the Australian<br />
Federal Police to identify issues and receive advice<br />
on security, in order to effectively manage the<br />
physical security environments at Government<br />
House and Admiralty House.<br />
Audit activities<br />
In addition to the four Audit Committee members,<br />
representatives <strong>of</strong> the Australian National Audit<br />
Office (ANAO) and the Office’s internal audit<br />
contractors, PricewaterhouseCoopers, also attend<br />
committee meetings as observers.<br />
The Audit Committee met four times in <strong>2010</strong>–11.<br />
Matters discussed included:<br />
• internal audit plan, activity and findings<br />
• new or updated administrative policy<br />
and procedures<br />
• self-assessment <strong>of</strong> the Office’s position in relation<br />
to recommendations made by the ANAO in<br />
completed administrative audits<br />
• the ANAO report on the Office’s 2009–10<br />
financial statements.<br />
In <strong>2010</strong>–11, PricewaterhouseCoopers conducted<br />
the following reviews in accordance with the agreed<br />
audit program:<br />
• Procurement and Purchasing Audit<br />
• Review <strong>of</strong> Official Gifts<br />
• Delegations Audit.<br />
An additional audit was undertaken to determine<br />
the level <strong>of</strong> implementation <strong>of</strong> recommendations<br />
from the previous reviews undertaken by<br />
WalterTurnbull during 2008–09 and 2009–10. Spot<br />
checks <strong>of</strong> a range <strong>of</strong> general operating procedures<br />
and compliance were conducted, including petty<br />
cash processing, asset management, use <strong>of</strong> credit<br />
cards, travel requisitions, heritage management,<br />
accounts processing, purchasing, payroll, and Goods<br />
and Services Tax compliance.<br />
Business continuity<br />
The Office maintains a whole-<strong>of</strong>-Office Business<br />
Continuity Plan, which is supported by a number<br />
<strong>of</strong> individual business area plans. These plans are<br />
reviewed and updated regularly.<br />
Ethical standards<br />
Standards <strong>of</strong> appropriate behaviour for employees<br />
<strong>of</strong> the Office are set out in the Office’s Code <strong>of</strong><br />
Conduct and Workplace Behaviours Policy, which were<br />
endorsed in the Enterprise Agreement <strong>2011</strong>–2014, as<br />
well as in previous agreements. The Code <strong>of</strong> Conduct<br />
reflects the Australian Public Service Code <strong>of</strong> Conduct<br />
and Values as set out in the Public Service Act 1999.<br />
To ensure that staff are aware <strong>of</strong> the standards, the<br />
Enterprise Agreement is accessible on the Office’s<br />
intranet. New employees <strong>of</strong> the Office are required<br />
to sign a statement indicating that they have read<br />
and understood the Office’s Code <strong>of</strong> Conduct and<br />
Workplace Behaviours Policy.<br />
During the financial year, all staff attended in-house<br />
training on the standards <strong>of</strong> workplace behaviour<br />
and ethical conduct required by the Office, in<br />
accordance with its policy and guidelines relating<br />
to managing workplace behaviour.<br />
Financial management and accountability<br />
requirements for the Office are set out in the<br />
Chief Executive’s Instructions (CEIs), which are<br />
issued by the Official Secretary under the Financial<br />
Management and Accountability Act 1997.<br />
The CEIs are cross-referenced to relevant parts<br />
<strong>of</strong> the Act to ensure that authorised staff are<br />
fully aware <strong>of</strong> their legal obligations. The CEIs are<br />
available to all staff on the Office’s intranet and were<br />
re-issued on 1 July <strong>2010</strong>.<br />
The Office’s procurement policy and guidelines<br />
establish clear standards <strong>of</strong> ethical behaviour for<br />
all staff responsible for procurement.<br />
External scrutiny<br />
In September <strong>2011</strong>, the ANAO provided an<br />
unqualified audit opinion on the Office’s <strong>2010</strong>–11<br />
financial statements. The Office was not the subject<br />
<strong>of</strong> any agency-specific audits by the Auditor-<strong>General</strong>’s<br />
Office, nor investigations or reviews by a parliamentary<br />
committee or the Commonwealth Ombudsman<br />
during <strong>2010</strong>–11.<br />
46 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Management and accountability<br />
Management <strong>of</strong> human resources<br />
Key achievements<br />
Key achievements and initiatives in the Office’s<br />
management <strong>of</strong> human resources during<br />
<strong>2010</strong>–11 included:<br />
• negotiation and implementation <strong>of</strong> the new<br />
Enterprise Agreement <strong>2011</strong>–2014, with no<br />
delay following the expiry <strong>of</strong> the Collective<br />
Agreement 2008–11<br />
• delivery <strong>of</strong> ethics and workplace behaviours<br />
and cross cultural awareness training to staff<br />
• the selection <strong>of</strong> four trainees in the second<br />
intake <strong>of</strong> the Trainee Case Officer Program in the<br />
Honours and Awards Branch<br />
• further development <strong>of</strong> the human resources<br />
pages on the Office’s intranet, including an<br />
Indigenous Information link on the opening page,<br />
as a convenient point <strong>of</strong> reference for staff<br />
• the placement <strong>of</strong> an Indigenous apprentice<br />
gardener with assistance from an Indigenous<br />
employment service provider<br />
• continued development <strong>of</strong> the Health and<br />
Wellbeing Program including implementation<br />
<strong>of</strong> a sun protection policy for outdoor workers,<br />
influenza vaccinations and targeted health<br />
promotion activities<br />
• a successful year for the workplace giving<br />
program with several additional charities and<br />
organisations both in Australia and overseas<br />
supported financially by staff.<br />
The <strong>Governor</strong>-<strong>General</strong> presented several staff<br />
with <strong>2011</strong> Australia Day Achievement Medallions<br />
in recognition <strong>of</strong> their work toward achieving the<br />
Office’s objectives. Medallions were presented to:<br />
Ms Lorraine Walter for her commitment to the<br />
integrity <strong>of</strong> the Australian Honours system and her<br />
pr<strong>of</strong>essional dealings with stakeholders and colleagues;<br />
and the Information Technology (IT) team comprising<br />
Mr Clement Tyhuis, Mr Evahn Derkley and Mr Steven<br />
Talbot for delivery <strong>of</strong> high quality IT services in a<br />
complex and dynamic operating environment.<br />
Senior executive remuneration<br />
The Office employed one senior executive service<br />
equivalent <strong>of</strong>ficer during the financial year; to<br />
avoid the disclosure <strong>of</strong> personal information, the<br />
remuneration level <strong>of</strong> this position has not been<br />
included. The remuneration <strong>of</strong> the Official Secretary<br />
is determined by the Remuneration Tribunal.<br />
The <strong>Governor</strong>-<strong>General</strong>, Mr Michael Bryce and the Official Secretary to the <strong>Governor</strong>-<strong>General</strong>, Mr Stephen Brady with the Office’s<br />
<strong>2011</strong> Australia Day Award recipients, Ms Lorraine Walter (second from left), Mr Evahn Derkley (centre), Mr Clement Tyhuis (third<br />
from right), and Mr Steven Talbot (second from right).<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
47
Ch a pte r Th r e e<br />
Remuneration arrangements<br />
The remuneration arrangements for staff are set out<br />
in the Enterprise Agreement <strong>2011</strong>– 2014. One staff<br />
member’s remuneration was determined by the<br />
Remuneration Tribunal. At 30 June <strong>2011</strong>, the current<br />
enterprise agreement covered 87 staff. Five staff<br />
were covered by Australian Workplace Agreements<br />
and five staff members were covered by Individual<br />
Flexibility Arrangements. The Office does not have<br />
performance-based pay arrangements. The salary<br />
ranges <strong>of</strong> employees by classification structure are<br />
set out in Appendix E.<br />
Staffing changes and statistics<br />
In <strong>2010</strong>–11, the Average Staffing Level for the Office<br />
was 89.04. During the year there were 17 cessations<br />
through retirement, promotion or resignation and<br />
12 commencements.<br />
The Office’s staffing statistics, including information<br />
on gender, part-time and full-time employment and<br />
classification levels, as well as information provided<br />
in accordance with workplace diversity principles,<br />
are at Appendix E.<br />
Developing our staff<br />
The Office’s Performance Support Framework<br />
provides a vehicle for setting work priorities,<br />
assessing employee performance, providing<br />
feedback, and identifying training and development<br />
needs. To complement this, the Office has a<br />
learning and development framework to deliver<br />
opportunities aimed at improving staff skills and job<br />
knowledge and providing for personal growth.<br />
The Trainee Case Officer Program provides<br />
dynamic on-the-job training and development over<br />
a two-year period to prepare trainees for careers<br />
in the Office and the wider public sector. Trainees<br />
are rotated through all aspects <strong>of</strong> the work <strong>of</strong> the<br />
Honours and Awards Branch, from research to<br />
administration, thus gaining valuable knowledge<br />
and experience whilst also being a flexible<br />
resource for the Branch. Mentoring and guidance<br />
are continuously provided by junior and senior<br />
colleagues alike.<br />
Training opportunities provided to staff in <strong>2010</strong>–11<br />
included a variety <strong>of</strong> in-house and external courses<br />
on leadership development, cross cultural awareness,<br />
fraud and risk awareness, information technology<br />
security, ethics and workplace behaviours, writing<br />
skills, communication skills, presentation skills,<br />
induction procedures, fire safety, manual handling<br />
and first aid.<br />
Traineeships, apprenticeships<br />
and work experience<br />
As a small organisation with multiple and<br />
varied workgroups, the Office was able to <strong>of</strong>fer<br />
several traineeships, apprenticeships and work<br />
experience placements based on horticulture and<br />
administration. Additionally, two participants in the<br />
Australian School-based Apprenticeship (ASBA)<br />
program worked part-time in the Office’s gardening<br />
and corporate workgroups.<br />
The Office worked closely with Habitat Personnel,<br />
an Indigenous employment service contracted by<br />
the Department <strong>of</strong> Employment, Education and<br />
Workplace Relations, to provide mentoring to an<br />
Indigenous gardening apprentice and cross-cultural<br />
awareness training to all other staff. Habitat also<br />
gave practical assistance to the staff member,<br />
supplementing the Office’s own efforts toward<br />
successful induction, on-the-job training and positive<br />
workplace relations.<br />
48 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Pr<strong>of</strong>ile<br />
Kerry Cox,<br />
Manager Human Resources<br />
Kerry Cox loves her busy and varied job as<br />
Manager Human Resources. ‘We are a small<br />
agency with a diverse range <strong>of</strong> employees,<br />
and the Office’s HR unit has to deal with everything<br />
from recruitment and payroll to training and<br />
succession planning’, Kerry says.<br />
The Office’s wide ranging responsibilities for<br />
supporting the <strong>Governor</strong>-<strong>General</strong> in all her duties,<br />
looking after two heritage properties and the viceregal<br />
household, and administering the Australian<br />
honours system, are reflected in its compact but<br />
varied workforce. There are qualified chefs and<br />
gardeners, IT experts and accountants, journalists,<br />
researchers, logistics experts and policy advisers.<br />
‘While some staff perform desk jobs with routine<br />
hours, others have schedules that are dictated by<br />
the <strong>Governor</strong>-<strong>General</strong>’s program, especially when<br />
she is attending or hosting functions, or travelling.<br />
We value and encourage flexibility and a “can do”<br />
spirit, and we are committed to supporting all our<br />
staff, not least through tailored occupational health<br />
and safety programs’, says Kerry.<br />
In recent years, these qualities have been<br />
exemplified in the Office’s use <strong>of</strong> taskforces for<br />
major events and projects. According to Kerry, staff<br />
who participate in such extracurricular work come<br />
away with a fresh sense <strong>of</strong> purpose and enthusiasm<br />
about the Office’s capacity to make a difference in<br />
the broader Australian community.<br />
A key achievement for Kerry in <strong>2010</strong>–11 was<br />
the successful negotiation <strong>of</strong> a new three-year<br />
Enterprise Agreement. Kerry was impressed by the<br />
efficiency <strong>of</strong> the process, which resulted from staff<br />
and management working cooperatively together.<br />
The Human Resources unit runs a dynamic training<br />
program. For example, staff undertake ethics<br />
and behaviours training annually, and the course,<br />
presented by the HR team, is customised to the<br />
Office’s operations. ‘Recently, a large percentage <strong>of</strong><br />
staff attended a cross cultural awareness session<br />
given by an Indigenous employment agency and<br />
the feedback was fantastic’, Kerry says. The training<br />
coincided with the Office’s employment <strong>of</strong> a new<br />
Indigenous gardening apprentice.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
49
Ch a pte r Th r e e<br />
Occupational health and<br />
safety overview<br />
Occupational health and safety<br />
structure and oversight<br />
The Office is committed to providing and maintaining<br />
a healthy and safe working environment for all staff,<br />
contractors and visitors to the Office. The Office’s<br />
commitment to occupational health and safety<br />
(OHS) includes a cyclical review <strong>of</strong> the Office health<br />
and safety management arrangements (HSMA).<br />
Health and safety management<br />
arrangements<br />
The Office’s HSMA incorporates the responsibilities<br />
and strategies set out below and defined in relevant<br />
policies and guidelines:<br />
• commitment by management to health and safety<br />
in the workplace is demonstrated through setting<br />
<strong>of</strong> goals and objectives for health and safety<br />
• OHS Policy is in place and reviewed periodically<br />
• Health and Safety Committee (HSC) has<br />
been established<br />
• Health and Safety Representatives have<br />
been elected<br />
• OHS matters are promoted and discussed<br />
through effective consultation, communication<br />
and cooperation with staff in the workplace<br />
• a system is in place for risk and hazard<br />
identification, assessment and control procedures<br />
including a hazard register.<br />
Initiatives that ensure the health,<br />
safety and welfare at work <strong>of</strong><br />
employees and contractors<br />
• OHS policy and hazard and incident report<br />
forms are available on the Office intranet; all<br />
incidents are investigated and appropriate action<br />
taken; reports are presented at HSC meetings<br />
• Employee and workplace health monitoring<br />
procedures include the provision <strong>of</strong> personal<br />
protective equipment, workplace assessments are<br />
conducted for all staff on commencement and<br />
regular inspections <strong>of</strong> the grounds and property<br />
are undertaken<br />
• work practice guides for screen-based equipment,<br />
hazardous chemicals and manual handling are<br />
available on the Office intranet<br />
• OHS is included in induction training for new staff<br />
• a sun protection policy for outdoor workers has<br />
been implemented<br />
• winter wellness packs have been distributed<br />
to all staff.<br />
Health and safety outcomes<br />
achieved as a result <strong>of</strong> initiatives<br />
• emergency training is conducted for all staff<br />
• external safety lighting has been upgraded<br />
• annual testing and tagging <strong>of</strong> all electrical<br />
equipment has been completed<br />
• safety signage for first aid and fire extinguishers<br />
has been upgraded<br />
• first aid kits have been restocked<br />
• staff consultation contributed to formulation <strong>of</strong><br />
sun protection policy<br />
• first aid training and manual handling training was<br />
conducted for relevant staff.<br />
Key OHS statistics can be found at Appendix F.<br />
Organisational review,<br />
development and innovation<br />
Throughout <strong>2010</strong>–11, the Office continued to<br />
investigate and test its structures and settings to<br />
ensure productivity gains and resource savings were<br />
maximised, including through:<br />
• conducting an independent study <strong>of</strong> honours and<br />
awards review mechanisms. The study supported<br />
existing policy settings and encouraged further<br />
administrative efficiencies<br />
• reviewing honours and awards systems<br />
and processes, identifying more than 70<br />
recommendations for streamlining and efficiency.<br />
The Management Committee agreed that the<br />
recommendations should be implemented in three<br />
phases, based on risk management considerations<br />
• integrating Blackberry infrastructure into the<br />
Office’s IT network. This initiative has increased<br />
connectivity and availability <strong>of</strong> information<br />
resources for senior staff and key operational<br />
<strong>of</strong>ficers working away from the Office’s ICT<br />
infrastructure. This has resulted in a significant<br />
increase in productivity<br />
50 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Management and accountability<br />
• establishing a business hub at Admiralty House, to<br />
provide staff from Government House working<br />
temporarily in Sydney with access to computer<br />
workstations, <strong>of</strong>fice equipment and meeting<br />
facilities during peak periods. With limited<br />
available <strong>of</strong>fice space, this cost-effective project<br />
maximised the existing infrastructure by refitting<br />
an under-utilised building<br />
• reviewing the roles, responsibilities and structure<br />
<strong>of</strong> the Admiralty House team, reassigning<br />
responsibilities, and creating a Property<br />
Coordinator function<br />
• reviewing and restructuring the Corporate<br />
Services Branch to streamline functions and<br />
maximise resource flexibility. Sections reviewed<br />
in this process were Human Resources,<br />
Governance, Property & Services, Project<br />
Management and Transport<br />
• upgrading the website, including new segments<br />
on presentation <strong>of</strong> credentials, Information<br />
Publication Scheme, and a revised contact form,<br />
among other enhancements<br />
• publishing copies <strong>of</strong> booklets on the Order <strong>of</strong><br />
Australia, Australian Bravery Decorations, Gallantry<br />
Decorations, Meritorious Service Awards and<br />
Conspicuous Service Decorations on the Office’s<br />
website to make them readily available to the<br />
general public. These publications include the<br />
regulations and determinations governing each<br />
award, as well as the Constitution and related<br />
Ordinances for the Order <strong>of</strong> Australia<br />
• moving to electronic advice to media outlets<br />
on recipients prior to the announcement <strong>of</strong><br />
the Australia Day and The Queen’s Birthday<br />
honours lists<br />
• implementing an Indigenous Employment<br />
Strategy, conducting cross-cultural awareness<br />
training for all employees, and engaging an<br />
Indigenous apprentice in horticulture<br />
• continuing to draw on whole-<strong>of</strong>-agency<br />
resources, task forces and working groups to<br />
support major events, internal reviews and<br />
recruitment centres<br />
• completing stage one <strong>of</strong> a planned move <strong>of</strong><br />
the HRMIS from a commercial provider to a<br />
portfolio agency<br />
• procuring a zero emissions solar-powered electric<br />
multi-purpose vehicle to improve access to the<br />
54 hectares <strong>of</strong> Government House grounds for<br />
elderly, disabled and other visitors<br />
• following a review <strong>of</strong> wine cellar management and<br />
stock control, identified a number <strong>of</strong> premium<br />
wines that were excess to requirements and gifting<br />
these to charities in every state and territory <strong>of</strong><br />
Australia for use in community fundraising<br />
• continuing to make Government House as<br />
family-friendly as possible for occasions such as<br />
investitures when children are present<br />
• achieving energy efficiency and other<br />
environmental savings in relation to water<br />
consumption and electricity usage.<br />
In additional to the innovations above, the Office<br />
has continued to achieve significant savings in<br />
departmental and supplier expenses whilst at the<br />
same time supporting increased operational tempo.<br />
Primary school students enjoying the <strong>Governor</strong>-<strong>General</strong>’s children’s Christmas party at Admiralty House, Sydney on 29 November <strong>2010</strong>.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
51
Ch a pte r Th r e e<br />
Management <strong>of</strong> assets and financial processes<br />
Asset management<br />
In <strong>2010</strong>–11, the Office received funding for the sixth<br />
year <strong>of</strong> the Vice-Regal Heritage Property Master<br />
Plan to improve the condition <strong>of</strong> the two vice-regal<br />
properties. The Government’s commitment to<br />
this ten-year works program enables the Office to<br />
address deficiencies in building, plant and equipment<br />
assets that have deteriorated or reached the end<br />
<strong>of</strong> their life cycles; are inappropriate or inadequate<br />
for their purpose; do not comply with Australian<br />
Standards; have adverse environmental impacts; or<br />
create OHS concerns.<br />
The implementation <strong>of</strong> the Master Plan helps to<br />
ensure the heritage properties are appropriately<br />
developed and maintained for the benefit <strong>of</strong> all<br />
Australians now and into the future. Further<br />
information is provided under Property<br />
management.<br />
In <strong>2010</strong>–11, the Office continued with planned<br />
cyclical stocktakes, in accordance with its asset<br />
management policy.<br />
In <strong>2010</strong>–11, a total <strong>of</strong> $442,805 was spent on<br />
items <strong>of</strong> infrastructure, plant and equipment, and<br />
computer s<strong>of</strong>tware that had an individual value<br />
greater than the Office’s asset threshold <strong>of</strong> $3,000.<br />
This comprised $395,272 for replacement <strong>of</strong> other<br />
infrastructure, plant and equipment and $47,533<br />
for computer s<strong>of</strong>tware.<br />
In compliance with the Finance Minister’s<br />
Orders issued by the Department <strong>of</strong> Finance<br />
and Deregulation, and the Australian Accounting<br />
Standards, the Australian Valuation Office was<br />
engaged to revalue assets other than the heritage<br />
properties and precincts in 2009–10. No revaluations<br />
were conducted in <strong>2010</strong>–11.<br />
Purchasing<br />
The Commonwealth Procurement Guidelines (CPGs)<br />
and the Office’s CEIs provide the framework within<br />
which decisions about the procurement <strong>of</strong> goods<br />
and services are made. The CPGs provide for the<br />
tendering <strong>of</strong> ‘covered’ procurements with a value<br />
greater than $80,000 and <strong>of</strong> construction services<br />
valued at more than $9 million. The Office’s CEIs<br />
allow for the adoption <strong>of</strong> the most appropriate<br />
procurement method below these thresholds or<br />
where the procurement is not classified by the<br />
CPGs as a ‘covered’ procurement.<br />
In line with this framework, the Office also balances<br />
the need for open and effective competition with<br />
the need to use procurement methods that are<br />
cost effective and efficient. Value for money is<br />
always a primary consideration when selecting<br />
consultants. The Office receives advice from the<br />
Official Establishments Trust in relation to the choice<br />
<strong>of</strong> appropriately qualified consultants to provide<br />
pr<strong>of</strong>essional services for the conservation and<br />
development <strong>of</strong> its heritage buildings and grounds.<br />
Purchasing activities during the year were conducted<br />
in accordance with the CPGs and the Office’s<br />
CEIs. A range <strong>of</strong> positions within the Office have<br />
delegated responsibility for the exercise <strong>of</strong> powers<br />
under the FMA Act. Branch heads continue to be<br />
responsible for the expenditure <strong>of</strong> funds and the<br />
management <strong>of</strong> assets under their control.<br />
The Office has ongoing contracts to provide a<br />
variety <strong>of</strong> contractor services, including internal<br />
audit, banking, payroll, <strong>of</strong>fice cleaning, and property<br />
maintenance and minor works.<br />
The Office’s annual procurement plan for <strong>2010</strong>–11<br />
was published on AusTender on 30 June <strong>2010</strong>.<br />
Consultants<br />
The Office engages consultants on an ad hoc basis<br />
to provide pr<strong>of</strong>essional and specialist services<br />
for building works and architectural services,<br />
administrative projects, information technology<br />
support and systems development, and to facilitate<br />
organisational change and management reforms<br />
where the Office does not have the required skills<br />
or there is a need for independent research.<br />
During <strong>2010</strong>–11, the Office entered into new<br />
consultancy contracts with nine companies, involving<br />
total actual expenditure <strong>of</strong> $115,347 (including GST).<br />
Details <strong>of</strong> new consultancy contracts awarded in<br />
<strong>2010</strong>–11 with a value <strong>of</strong> $10,000 or more are<br />
provided in Appendix G. Details <strong>of</strong> contracts<br />
awarded with a value greater than $100,000 are<br />
shown on the Office’s website (www.gg.gov.au), in<br />
accordance with guidelines issued by the Department<br />
<strong>of</strong> Finance and Deregulation.<br />
52 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Management and accountability<br />
Legal services expenditure<br />
In accordance with the requirements <strong>of</strong> the Legal<br />
Services Directions 2005, the Office reports<br />
that total expenditure on external legal services<br />
in <strong>2010</strong>–11 was $67,124 (including GST). All<br />
expenditure incurred was for solicitors’ fees.<br />
Competitive tendering and<br />
contracting<br />
During the reporting year, the Office did not<br />
contract to another organisation the delivery <strong>of</strong> any<br />
program activities it had previously performed.<br />
Australian National Audit<br />
Office access clauses<br />
The Office did not enter into any contract <strong>of</strong><br />
$100,000 or more (including GST) during <strong>2010</strong>–11<br />
that does not provide for the Auditor-<strong>General</strong> to<br />
have access to the contractor’s premises.<br />
Exempt contracts<br />
The Official Secretary did not exempt any contract<br />
or standing <strong>of</strong>fer in excess <strong>of</strong> $10,000 from being<br />
published in AusTender on the basis that it would<br />
disclose exempt matters under the Freedom <strong>of</strong><br />
Information Act 1982.<br />
Advertising and<br />
market research<br />
The Office did not undertake any advertising<br />
campaigns or market research during <strong>2010</strong>–11.<br />
Discretionary grants<br />
The Office neither made nor administered any<br />
discretionary grants during the financial year.<br />
Information technology<br />
The Office continued to improve the security,<br />
reliability and functionality <strong>of</strong> its ICT infrastructure<br />
through a range <strong>of</strong> initiatives in <strong>2010</strong>–11:<br />
• integrated a Blackberry infrastructure into the<br />
Office’s IT network<br />
• introduced a business hub at Admiralty House,<br />
comprising computer workstations, <strong>of</strong>fice<br />
equipment and meeting facilities<br />
• improved the security and stability <strong>of</strong> the<br />
remote access system with assistance from the<br />
Department <strong>of</strong> the Prime Minister and Cabinet,<br />
which has enabled staff to work remotely in a<br />
secure manner<br />
• upgraded other commodity IT equipment<br />
including workstations, laptops, mobile devices<br />
and major <strong>of</strong>fice machines.<br />
As an FMA agency, the Office participated in and<br />
benefited from a range <strong>of</strong> the Federal Government’s<br />
whole-<strong>of</strong>-government initiatives, including coordinated<br />
telecommunications services, s<strong>of</strong>tware<br />
and hardware procurement.<br />
Changes to disability<br />
reporting in annual<br />
reports<br />
Since 1994, Commonwealth departments and<br />
agencies have reported on their performance as<br />
policy adviser, purchaser, employer, regulator and<br />
provider under the Commonwealth Disability<br />
Strategy. In 2007-08, reporting on the employer<br />
role was transferred to the Australian Public<br />
Service Commission’s State <strong>of</strong> the Service <strong>Report</strong><br />
and the APS Statistical Bulletin. These reports are<br />
available at www.apsc.gov.au. From <strong>2010</strong>–11,<br />
departments and agencies are no longer required<br />
to report on these functions.<br />
The Commonwealth Disability Strategy has been<br />
overtaken by a new National Disability Strategy<br />
which sets out a ten year national policy framework<br />
for improving life for Australians with disability, their<br />
families and carers. A high level report to track<br />
progress for people with a disability at a national<br />
level will be produced by the Standing Council on<br />
Community, Housing and Disability Services to the<br />
Council <strong>of</strong> Australian Governments and will be<br />
available at www.fahcsia.gov.au. The Social Inclusion<br />
Measurement and <strong>Report</strong>ing Strategy agreed by the<br />
Government in December 2009 will also include<br />
some reporting on disability matters in its regular<br />
How Australia is Faring report and, if appropriate,<br />
in strategic change indicators in agency <strong>Annual</strong><br />
<strong>Report</strong>s. More detail on social inclusion matters<br />
can be found at www.socialinclusion.gov.au.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
53
Ch a pte r Th r e e<br />
Freedom <strong>of</strong> information<br />
Section 8 <strong>of</strong> the Freedom <strong>of</strong> Information Act<br />
1982 (FOI Act) as it existed prior to May <strong>2011</strong><br />
required each Australian Government agency to<br />
publish information about the way it is organised,<br />
its functions and powers, and arrangements for<br />
public participation in its work. This information is<br />
published in the <strong>Annual</strong> <strong>Report</strong>.<br />
From 1 May <strong>2011</strong>, agencies subject to the FOI Act<br />
are required to publish information to the public as<br />
part <strong>of</strong> the Information Publication Scheme (IPS).<br />
This requirement is in <strong>Part</strong> II <strong>of</strong> the FOI Act and<br />
has replaced the former requirement to publish a<br />
section 8 statement in an annual report. The Office’s<br />
plan showing what information is published in<br />
accordance with the IPS requirements is available on<br />
its website: www.gg.gov.au.<br />
Organisation, function and<br />
powers affecting the public<br />
The Office’s organisational chart and functions<br />
are detailed in Chapter 1 <strong>of</strong> this report and on its<br />
website, where a series <strong>of</strong> links appear in the section<br />
on the IPS.<br />
The Official Secretary is the principal decision<br />
maker under section 23 <strong>of</strong> the FOI Act in respect<br />
<strong>of</strong> requests for access.<br />
FOI procedures and initial<br />
contact point<br />
The FOI Act applies to the Office because it is<br />
a body established for a public purpose by an<br />
enactment and, therefore, is a “prescribed authority”<br />
as defined in section 4. However, Section 6A <strong>of</strong> the<br />
FOI Act provides:<br />
6A Official Secretary to the <strong>Governor</strong>-<strong>General</strong><br />
1. This Act does not apply to any request for<br />
access to a document <strong>of</strong> the Official Secretary<br />
to the <strong>Governor</strong>-<strong>General</strong> unless the document<br />
relates to matters <strong>of</strong> an administrative nature.<br />
2. For the purposes <strong>of</strong> this Act, a document in<br />
the possession <strong>of</strong> a person employed under<br />
section 13 <strong>of</strong> the <strong>Governor</strong>-<strong>General</strong> Act 1974<br />
that is in his or her possession by reason <strong>of</strong> his<br />
or her employment under that section shall<br />
be taken to be in possession <strong>of</strong> the Official<br />
Secretary to the <strong>Governor</strong>-<strong>General</strong>.<br />
The Act thus has a restricted application to the<br />
Office, being relevant only in respect <strong>of</strong> requests<br />
for access to documents that relate to ‘matters <strong>of</strong><br />
an administrative nature’. Implicitly, the Act does<br />
not apply to requests for access to documents<br />
that relate to the <strong>Governor</strong>-<strong>General</strong>’s discharge<br />
<strong>of</strong> <strong>of</strong>ficial functions conferred by the Constitution<br />
or an enactment.<br />
People seeking access to documents relating<br />
to ‘matters <strong>of</strong> an administrative nature’ in the<br />
possession <strong>of</strong> the Official Secretary should apply<br />
in writing to:<br />
The Official Secretary to the <strong>Governor</strong>-<strong>General</strong><br />
Government House<br />
Canberra ACT 2600<br />
Facsimile: (02) 6260 5967<br />
Initial enquiries may be directed to the Office’s FOI<br />
Contact Officer on telephone (02) 6283 3514.<br />
Charges<br />
The Office’s policy on levying charges under FOI<br />
regulations is that, where applicable, charges should<br />
be imposed for processing FOI requests. However,<br />
charges may be reduced or not imposed if the<br />
Official Secretary is satisfied that a relevant reason<br />
to do so exists. If access is approved, the Official<br />
Secretary will provide copies <strong>of</strong> documents after the<br />
Office receives payment <strong>of</strong> any charges that apply.<br />
FOI Applications in <strong>2010</strong>–11<br />
During <strong>2010</strong>–11, eight FOI requests were received<br />
for documents relating to the operations <strong>of</strong> the<br />
Office <strong>of</strong> the Official Secretary to the <strong>Governor</strong>-<br />
<strong>General</strong>. Of these, two were refused under<br />
section 6A <strong>of</strong> the Act; one was partially granted; two<br />
were answered outside the provisions <strong>of</strong> the Act;<br />
and three were transferred to other agencies.<br />
54 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Management and accountability<br />
Ecologically sustainable development and<br />
environmental protection<br />
This report is made in accordance with section<br />
516A <strong>of</strong> the Environment Protection and Biodiversity<br />
Conservation Act 1999 (EPBC Act).<br />
The Office does not administer externally focused<br />
legislation, undertake policy development or deliver<br />
external policy programs which have a notable<br />
ecologically sustainable development (ESD) impact,<br />
other than its stewardship <strong>of</strong> the vice-regal properties.<br />
Operational activities<br />
The Office follows the principles <strong>of</strong> ESD in its<br />
stewardship <strong>of</strong> the <strong>of</strong>ficial properties.<br />
Government House and Admiralty House were<br />
included in the Commonwealth Heritage List in June<br />
2004 as places <strong>of</strong> significant heritage value owned<br />
or controlled by the Commonwealth. Their inclusion<br />
in the list places obligations on the Office to protect<br />
the heritage value <strong>of</strong> the properties.<br />
In accordance with the EPBC Act, the Office has<br />
prepared and regularly reviews a Heritage Strategy<br />
to provide guidance on how it should manage the<br />
two properties.<br />
The Office maintains detailed Heritage Management<br />
Plans, which meet the EPBC Act requirements,<br />
and conservation management plans for the<br />
residences and associated landscapes. The Office<br />
uses the services <strong>of</strong> heritage architects and heritage<br />
landscape architects to assist with the maintenance<br />
and development <strong>of</strong> the properties, and also takes<br />
advice from the Official Establishments Trust.<br />
Environmental initiatives<br />
The Office consolidated its environmental<br />
performance in all areas <strong>of</strong> operations from<br />
gardening practices to <strong>of</strong>fice supplies. New<br />
environmental improvement projects included:<br />
• replacing moribund vegetation on the lakeside<br />
bank <strong>of</strong> Government House with a droughthardy<br />
species to stabilise the bank and minimise<br />
soil erosion<br />
• installing energy-efficient LED lighting along<br />
external walkways.<br />
In addition to these initiatives, the Office purchased<br />
an electric multi-purpose vehicle that will be used to<br />
transport disabled and elderly visitors around the 54<br />
hectares <strong>of</strong> grounds at Government House during<br />
functions and open days. The vehicle is also used<br />
to move goods and equipment between over 20<br />
buildings on the site in an energy efficient way. The<br />
vehicle is powered by a ro<strong>of</strong>top photovoltaic solar<br />
panel and has a re-chargeable battery.<br />
The Office made occasional donations <strong>of</strong> excess<br />
food to OzHarvest.<br />
The Office is strongly committed to reducing carbon<br />
pollution by improving the energy efficiency <strong>of</strong><br />
buildings at both properties. Following the installation<br />
<strong>of</strong> a more efficient heating system at Government<br />
House in 2009–10, gas consumption decreased by<br />
7.7 per cent in <strong>2010</strong>–11. Electricity usage decreased<br />
by 7.2 per cent at Government House and 5 per<br />
cent at Admiralty House, and the Office purchased<br />
10 per cent <strong>of</strong> its electricity from green sources.<br />
In <strong>2010</strong>–11, Admiralty House significantly reduced<br />
water consumption by 28.1% on the previous year.<br />
Government House reduced water consumption<br />
by 6.33%.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
55
Appendices
The <strong>Governor</strong>-<strong>General</strong> launching the Australian Campaign for Wool at Admiralty House, Sydney on 29 March <strong>2011</strong>.<br />
58 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Appendices<br />
Appendix A: The Council for the Order <strong>of</strong> Australia<br />
and the Australian Bravery Decorations Council<br />
The Order <strong>of</strong> Australia<br />
as at 30 June <strong>2011</strong><br />
The Order <strong>of</strong> Australia was established as part <strong>of</strong> the<br />
Australian honours system by Letters Patent signed<br />
by Her Majesty The Queen on 14 February 1975.<br />
Chancellor <strong>of</strong> the Order<br />
Her Excellency Ms Quentin Bryce AC<br />
<strong>Governor</strong>-<strong>General</strong> <strong>of</strong> the Commonwealth<br />
<strong>of</strong> Australia<br />
Secretary <strong>of</strong> the Order<br />
Mr Stephen Brady<br />
Official Secretary to the <strong>Governor</strong>-<strong>General</strong><br />
Council for the Order <strong>of</strong> Australia<br />
Members – nominated by the Australian Government<br />
Pr<strong>of</strong>essor John Hay AC (Chair)<br />
Dr Lyndsay Connors AM<br />
Pr<strong>of</strong>essor Andrea Hull AO<br />
Pr<strong>of</strong>essor John Shine AO<br />
Brigadier Bill Rolfe AO (Ret.)<br />
Dr Patricia Miller AO<br />
Ms Naomi Milgrom AO<br />
His Honour Judge Rauf Soulio<br />
Members – nominated by State and<br />
Territory governments<br />
Mr Brendan O’Reilly AM (New South Wales)<br />
Mr Charles Curwen CVO OBE (Victoria)<br />
Mr Patrick Vidgen (Queensland)<br />
Mr Greg Mackie OAM (South Australia)<br />
Mr Malcolm Wauchope (Western Australia)<br />
Mr Rhys Edwards (Tasmania)<br />
Ms Teresa Hart (Northern Territory)<br />
Mr Andrew Cappie-Wood (Australian<br />
Capital Territory)<br />
Members – ex-<strong>of</strong>ficio<br />
The Honourable Robert McClelland MP<br />
Vice-President <strong>of</strong> the Federal Executive Council<br />
Air Chief Marshal Angus Houston AC AFC<br />
Chief <strong>of</strong> the Defence Force<br />
Mr Duncan Lewis AO DSC CSC<br />
Associate Secretary, National Security and<br />
International Policy<br />
Department <strong>of</strong> the Prime Minister and Cabinet<br />
Australian Bravery Decorations<br />
as at 30 June <strong>2011</strong><br />
The Australian Bravery Decorations were<br />
established as part <strong>of</strong> the Australian honours system<br />
by Letters Patent signed by Her Majesty The Queen<br />
on 14 February 1975.<br />
Secretary<br />
Mr Stephen Brady<br />
Official Secretary to the <strong>Governor</strong>-<strong>General</strong><br />
Australian Bravery Decorations Council<br />
Members – nominated by the Australian Government<br />
Vacant (Chair)<br />
Ms Christine Nixon APM<br />
Vacant<br />
Vacant<br />
Members – nominated by State and Territory<br />
governments<br />
Mr John Trevillian AM (New South Wales)<br />
Mr Gavin Rossetti (Victoria)<br />
Mr Patrick Vidgen (Queensland)<br />
Colonel Bill Denny AM (Ret.) (South Australia)<br />
Ms Peta Arbuckle (Western Australia)<br />
Ms Fiona Birkett MVO (Tasmania)<br />
Mr David Blenheim (Northern Territory)<br />
Mr Mark Crosweller AFSM (Australian<br />
Capital Territory)<br />
Members – ex <strong>of</strong>ficio<br />
Dr Ian Watt AO<br />
Secretary, Department <strong>of</strong> Defence<br />
Mr Peter Rush<br />
Assistant Secretary, Awards and Culture Branch<br />
Department <strong>of</strong> the Prime Minister and Cabinet<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
59
Appendix B: Order <strong>of</strong> Australia Awards<br />
Table B1: The Order <strong>of</strong> Australia Awards (<strong>General</strong> Division) Australia Day<br />
<strong>2011</strong> and The Queen’s Birthday <strong>2011</strong><br />
AWARDS LEVELS<br />
CATEGORY<br />
NUMBER OF<br />
NOMINATIONS<br />
CONSIDERED<br />
TOTAL<br />
AWARDED<br />
%<br />
AWARDED<br />
AC AO AM OAM<br />
Architecture M 6 4 66.7% - 1 3 -<br />
F - - N/A - - - -<br />
The Arts M 39 31 79.5% - 2 15 14<br />
F 28 21 75.0% - - 5 16<br />
Building & M 6 3 50.0% - - 2 1<br />
Construction<br />
F - - N/A - - - -<br />
Business & M 29 12 41.4% - 3 8 1<br />
Commerce<br />
F 6 2 33.3% - - 1 1<br />
Community & M 25 11 44.0% - 1 1 9<br />
Migrant Assistance<br />
F 15 10 66.7% - - 2 8<br />
Community M 450 218 48.4% - - 19 199<br />
F 246 144 58.5% - 2 8 134<br />
Conservation M 22 13 59.1% - - 3 10<br />
F 17 13 76.5% - 1 4 8<br />
Dentistry M 6 4 66.7% - - 3 1<br />
F - - N/A - - - -<br />
Disabled M 14 4 28.6% - - 2 2<br />
F 12 7 58.3% - - 1 6<br />
Education M 42 21 50.0% - 3 9 9<br />
F 26 6 23.1% - 1 4 1<br />
Engineering M 5 4 80.0% - - 4 -<br />
F - - N/A - - - -<br />
Industrial Relations M 5 4 80.0% - - 1 3<br />
F 1 1 100.0% - - 1 -<br />
Information M 2 1 50.0% - - 1 -<br />
Technology<br />
F 2 2 100.0% - - 1 1<br />
International M 5 3 60.0% - - 1 2<br />
Relations<br />
F 8 6 75.0% - - - 6<br />
Law M 24 10 41.7% - 4 4 2<br />
F 6 4 66.7% 1 1 1 1<br />
60 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Appendices<br />
Table B1 Cont.<br />
Library & Related M 4 4 100.0% - - - 4<br />
Occupations<br />
F 1 1 100.0% - - - 1<br />
Local Government M 22 14 63.6% - - 3 11<br />
F 6 4 66.7% - - - 4<br />
Media &<br />
M 10 5 50.0% - 1 2 2<br />
Communications<br />
F 3 2 66.7% - - 2 -<br />
Medicine M 101 60 59.4% - 5 27 28<br />
F 30 20 66.7% - - 7 13<br />
Mining M 3 2 66.7% - - 2 -<br />
F 1 - 0.0% - - - -<br />
Parliament & M 18 11 61.1% 1 2 6 2<br />
Politics<br />
F 4 3 75.0% - 1 2 -<br />
Primary Industries M 26 21 80.8% - - 6 15<br />
F 3 2 66.7% - - - 2<br />
Public Service M 12 4 33.3% - 3 1 -<br />
F 2 2 100.0% 1 1 - -<br />
Religion M 18 10 55.6% - - 1 9<br />
F 5 4 80.0% - - - 4<br />
Science,<br />
M 13 5 38.5% - 1 3 1<br />
Technological<br />
Developments,<br />
F 3 3 100.0% - - 1 2<br />
R&D<br />
Sport & Leisure M 95 51 53.7% - - 1 50<br />
F 24 12 50.0% - - - 12<br />
Surveying and M 3 3 100.0% - - - 3<br />
Mapping<br />
F - - N/A - - - -<br />
Tourism M 10 6 60.0% - - - 6<br />
F 2 1 50.0% - - - 1<br />
Transport M 9 4 44.4% - - 1 3<br />
F 1 1 100.0% - - - 1<br />
Veterinary Science M 4 1 25.0% - - - 1<br />
F 1 1 100.0% - 1 - -<br />
TOTAL M 1,028 544 52.9% 1 26 129 388<br />
F 453 272 60.0% 2 8 40 222<br />
1,481 816 55.1% 3 34 169 610<br />
AC = Companion <strong>of</strong> the Order <strong>of</strong> Australia; AO = Officer <strong>of</strong> the Order <strong>of</strong> Australia; AM = Member <strong>of</strong> the Order <strong>of</strong> Australia; OAM = Medal<br />
<strong>of</strong> the Order <strong>of</strong> Australia<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
61
Table B2: The Order <strong>of</strong> Australia Awards (<strong>General</strong> Division), The Queen’s<br />
Birthday 1975 to The Queen’s Birthday <strong>2011</strong><br />
CATEGORY<br />
NUMBER OF<br />
NOMINATIONS<br />
CONSIDERED<br />
TOTAL<br />
AWARDED<br />
%<br />
AWARDED<br />
AWARD LEVELS<br />
AK AD AC AO AM OAM<br />
Architecture M 206 122 59.2% - - 2 23 76 21<br />
F 14 8 57.1% - - - - 5 3<br />
The Arts M 1,469 856 58.3% - - 20 108 355 373<br />
F 928 568 61.2% - 1 10 42 174 341<br />
Building & M 165 94 57.0% - - 2 8 53 31<br />
Construction<br />
F 3 2 66.7% - - - - 2 -<br />
Business & M 1,795 973 54.2% 2 - 38 201 503 229<br />
Commerce<br />
F 137 82 59.9% - - 3 14 41 24<br />
Community M 1,101 500 45.4% - - - 16 79 405<br />
& Migrant<br />
Assistance<br />
F 337 198 58.8% - - - - 19 179<br />
Community M 14,905 6,720 45.1% - - 30 146 944 5,600<br />
F 8,113 4,353 53.7% - - 12 98 532 3,711<br />
Conservation M 549 362 65.9% - - - 21 122 219<br />
F 253 158 62.5% - - - 12 39 107<br />
Dentistry M 210 113 53.8% - - - 9 65 39<br />
F 11 7 63.6% - - - - 3 4<br />
Disabled M 560 332 59.3% - - - 3 88 241<br />
F 578 370 64.0% - - - 3 61 306<br />
Education M 1,531 829 54.1% 1 - 20 130 366 312<br />
F 720 422 58.6% - - 5 30 164 223<br />
Engineering M 281 170 60.5% - - 3 32 103 32<br />
F 3 3 100.0% - - - 1 2 -<br />
Industrial M 330 210 63.6% - - 5 20 103 82<br />
Relations<br />
F 20 17 85.0% - - - 2 7 8<br />
Information M 19 12 63.2% - - - 3 8 1<br />
Technology<br />
F 7 5 71.4% - - - 1 3 1<br />
International M 279 126 45.2% - - 2 17 59 48<br />
Relations<br />
F 149 92 61.7% - - 2 11 37 42<br />
Law M 582 320 55.0% 1 - 43 101 133 42<br />
F 71 44 62.0% - - 5 12 20 7<br />
Library M 29 16 55.2% - - - 2 6 8<br />
Services<br />
F 41 26 63.4% - - - 1 9 16<br />
62 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Appendices<br />
Table B2 Cont.<br />
Local<br />
Government<br />
M 1,503 722 48.0% - - - 6 152 564<br />
F 228 124 54.4% - - - 3 27 94<br />
Media & M 522 263 50.4% - - 5 25 114 119<br />
Communications<br />
F 84 43 51.2% - - - 9 19 15<br />
Medicine M 2,663 1,325 49.8% - - 28 218 657 422<br />
F 926 557 60.2% - - 9 48 214 286<br />
Mining M 119 72 60.5% - - 4 19 35 14<br />
F 3 1 33.3% - - - - 1 -<br />
Parliament & M 477 256 53.7% 2 - 32 84 97 41<br />
Politics<br />
F 62 31 50.0% - 1 - 10 13 7<br />
Primary M 1,020 633 62.1% - - 1 40 264 328<br />
Industries<br />
F 51 39 76.5% - - - 2 9 28<br />
Public Service M 1,532 839 54.8% 5 - 55 223 325 231<br />
F 242 120 49.6% - - 6 11 33 70<br />
Religion M 550 297 54.0% - - 5 19 96 177<br />
F 60 36 60.0% - - - 1 7 28<br />
Science, M 620 354 57.1% 1 - 18 95 182 58<br />
Technological<br />
Developments,<br />
F 73 55 75.3% - - 4 16 24 11<br />
R&D<br />
Sport & M 2,945 1,626 55.2% - - 3 30 258 1335<br />
Leisure<br />
F 804 523 65.0% - - - 4 51 468<br />
Surveying and M 27 16 59.3% - - - - 6 10<br />
Mapping<br />
F - - N/A - - - - - -<br />
Tourism M 169 95 56.2% - - - 8 34 53<br />
F 29 15 51.7% - - - - 4 11<br />
Transport M 355 156 43.9% - - 3 18 63 72<br />
F 18 11 61.1% - - - 2 2 7<br />
Veterinary M 89 55 61.8% - - - 7 24 24<br />
Science<br />
F 9 7 77.8% - - - 1 1 5<br />
TOTAL M 36,602 18,464 50.4% 12 0 319 1,682 5,370 11,131<br />
F 13,974 7,917 56.7% 0 2 56 334 1,523 6,002<br />
50,576 26,381 52.2% 12 2 375 2,016 6,893 17,133<br />
AK = Knight <strong>of</strong> the Order <strong>of</strong> Australia; AD = Dame <strong>of</strong> the Order <strong>of</strong> Australia; AC = Companion <strong>of</strong> the Order <strong>of</strong> Australia; AO = Officer <strong>of</strong> the Order<br />
<strong>of</strong> Australia; AM = Member <strong>of</strong> the Order <strong>of</strong> Australia; OAM = Medal <strong>of</strong> the Order <strong>of</strong> Australia<br />
Note: Anomalies may occur when comparing to previous years, possibly due to the deferal <strong>of</strong> promulgation, terminations, cancellations or resignations<br />
from the Order <strong>of</strong> Australia<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
63
Appendix C: Australian Bravery Decorations<br />
Table C1: Australian Bravery Decorations <strong>2010</strong>–11<br />
CATEGORY<br />
NUMBER OF<br />
NOMINATIONS<br />
CONSIDERED<br />
TOTAL<br />
AWARDED<br />
%<br />
AWARDED<br />
AWARD LEVELS<br />
CV SC BM CBC GBC<br />
Interception <strong>of</strong><br />
22 11 50% - 1 2 5 1(3)*<br />
armed <strong>of</strong>fender<br />
Rescue from<br />
9 6 67% - - 6 -<br />
animal attack<br />
Rescue from<br />
11 6 55% - - 2 4 -<br />
armed <strong>of</strong>fender<br />
Rescue from<br />
1 1 100% - - - 1 -<br />
electrical hazard<br />
Rescue from<br />
18 12 67% - - - 7 1(5)*<br />
explosive hazard<br />
Rescue from<br />
4 2 50% - - - 2 -<br />
fire - aircraft<br />
Rescue from<br />
54 27 50% - - 5 9 2(13)*<br />
fire - building<br />
Rescue from<br />
4 1 25% - - 1 - -<br />
fire - bushfire<br />
Rescue from fire -<br />
28 12 43% - - 2 10 -<br />
motor vehicle<br />
Rescue from<br />
7 2 29% - - 1 1 -<br />
fire - other<br />
Rescue from gases,<br />
2 2 100% - - - 2 -<br />
toxic fumes etc.<br />
Rescue from<br />
- - N/A - - - - -<br />
heights, cliffs<br />
Rescue from holes,<br />
11 - 0% - - - - -<br />
wells or mines<br />
Rescue from<br />
43 26 60% - - 6 10 2(10)*<br />
inland waters<br />
Rescue from<br />
53 9 17% - - - 4 1(5)*<br />
other situation<br />
Rescue from path<br />
11 - 0% - - - - -<br />
<strong>of</strong> oncoming vehicle<br />
Rescue from<br />
2 - 0% - - - - -<br />
water – other<br />
Rescue from<br />
54 28 52% - - 5 20 1(3)*<br />
water – sea<br />
Rescue from water -<br />
6 4 67% - - - 4 -<br />
submerged vehicle<br />
TOTAL 340 149 44% - 1 24 85 8(39)*<br />
CV = Cross <strong>of</strong> Valour; SC = Star <strong>of</strong> Courage; BM = Bravery Medal; CBC = Commendation for Brave Conduct;<br />
GBC = Group Bravery Citation<br />
* The number in brackets represents individual recipients in group citations<br />
64 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Appendices<br />
Table C2: Bravery decorations conferred from 1975 to 30 June <strong>2011</strong><br />
CATEGORY<br />
NUMBER OF<br />
NOMINATIONS<br />
CONSIDERED<br />
TOTAL<br />
AWARDED<br />
%<br />
AWARDED<br />
AWARD LEVELS<br />
CV SC BM CBC GBC<br />
Interception <strong>of</strong><br />
646 309 48% 1 10 99 183 3(16) *<br />
armed <strong>of</strong>fender<br />
Rescue from<br />
144 77 53% - 12 32 33 -<br />
animal attack<br />
Rescue from<br />
815 472 58% - 35 171 175 13 (91)*<br />
armed <strong>of</strong>fender<br />
Rescue from<br />
83 37 45% 1 1 13 22 -<br />
electrical hazard<br />
Rescue from<br />
246 161 65% 2 12 48 51 4(48)*<br />
explosive hazard<br />
Rescue from<br />
62 30 48% - 1 22 7 -<br />
fire - aircraft<br />
Rescue from<br />
1,092 496 45% - 13 161 292 4(30)*<br />
fire - building<br />
Rescue from<br />
430 82 19% - 1 9 29 2 (43)*<br />
fire - bushfire<br />
Rescue from<br />
597 375 63% - 20 131 207 2 (17)*<br />
fire - motor vehicle<br />
Rescue from<br />
94 64 68% - 7 23 11 1 (23)*<br />
fire - other<br />
Rescue from gases,<br />
34 26 76% - 2 16 8 -<br />
toxic fumes etc.<br />
Rescue from<br />
157 66 42% - 3 21 29 3 (13)*<br />
heights, cliffs<br />
Rescue from holes,<br />
145 82 57% 1 2 21 14 4 (44)*<br />
wells or mines<br />
Rescue from<br />
651 254 39% - 1 63 145 7(45)*<br />
inland waters<br />
Rescue from<br />
538 123 23% - 2 32 67 6(22)*<br />
other situation<br />
Rescue from path<br />
77 36 47% - 1 17 18 -<br />
<strong>of</strong> oncoming vehicle<br />
Rescue from<br />
43 8 19% - - 1 7 -<br />
water - other<br />
Rescue from<br />
1,243 519 42% - 17 137 277 23(88)*<br />
water - sea<br />
Rescue from water<br />
114 57 50% - - 8 32 2 (17)*<br />
- submerged vehicle<br />
TOTAL 7,211 3,274 45% 5 140 1,025 1,607 74(497)*<br />
CV = Cross <strong>of</strong> Valour; SC = Star <strong>of</strong> Courage; BM = Bravery Medal; CBC = Commendation for Brave Conduct; GBC = Group Bravery Citation<br />
* The number in brackets represents individual recipients in group citations<br />
Note: Anomalies may occur when comparing with previous years, possibly due to the deferral <strong>of</strong> promulgation<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
65
Appendix D: Defence, Meritorious and Long<br />
Service Awards<br />
Table D1: Defence, Meritorious and Long Service Awards approved during<br />
<strong>2010</strong>–11 and total awards approved<br />
Award<br />
Awards approved<br />
<strong>2010</strong>–<strong>2011</strong><br />
Total awards<br />
approved to<br />
30 June <strong>2011</strong><br />
Victoria Cross for Australia 1 2<br />
Companion <strong>of</strong> the Order <strong>of</strong> Australia (Military Division) 1 25<br />
Officer <strong>of</strong> the Order <strong>of</strong> Australia (Military Division) 3 241<br />
Member <strong>of</strong> the Order <strong>of</strong> Australia (Military Division) 26 1,050<br />
Medal <strong>of</strong> the Order <strong>of</strong> Australia (Military Division) 17 1,106<br />
Star <strong>of</strong> Gallantry 2 5<br />
Medal for Gallantry 3 50<br />
Commendation for Gallantry 6 32<br />
Unit Citation for Gallantry - 3<br />
Distinguished Service Cross 4 56<br />
Distinguished Service Medal 13 107<br />
Commendations for Distinguished Service 18 290<br />
Meritorious Unit Citation 1 22<br />
Conspicuous Service Cross 42 776<br />
Conspicuous Service Medal 43 891<br />
Nursing Service Cross - 29<br />
Public Service Medal 96 1,846<br />
Australian Police Medal 65 1,381<br />
Australian Fire Service Medal 59 1,037<br />
Ambulance Service Medal 26 234<br />
Emergency Services Medal 26 306<br />
Australian Antarctic Medal 2 85<br />
Civilian Service Medal 1939-1945 26 6,872<br />
Police Overseas Service Medal 216 4,404<br />
Humanitarian Overseas Service Medal 32 2,024<br />
Champion Shots Medal 2 55<br />
National Medal 6,460 181,703<br />
80th Anniversary Armistice Remembrance Medal - 71<br />
Australian Sports Medal - 18,000<br />
Centenary Medal 1 15,842<br />
TOTAL AWARDS 7,191 238,545<br />
Notes: 372,956 awards in other categories were approved between 1975 and 30 June 2004, bringing the total number <strong>of</strong> awards<br />
approved to 611,501. Due to a change in administration arrangements these awards are no longer processed by the Secretariat<br />
There may be some anomalies when comparing with previous years due to corrections relating to people previously unaccounted<br />
for, and amendments in the number <strong>of</strong> people entitled to the awards<br />
66 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Appendices<br />
Appendix E: Staffing overview<br />
Table E1 provides information on the salary ranges available under the Office’s Enterprise Agreement<br />
or through an individual Australian workplace agreement or common law contract as at 30 June <strong>2011</strong>.<br />
Table E1: Salary range by classification at 30 June <strong>2011</strong><br />
Classification<br />
Government House Officer<br />
Salary range<br />
Level 1 $40,099 – 49,358<br />
Level 2 $45,988 – 53,886<br />
Level 3 $51,993 – 62,924<br />
Level 4 $58,770 –63,788<br />
Level 5 $65,552 – 69,491<br />
Level 6 $70,801 – 81,278<br />
Level 7 and Level 8*<br />
Note: Level 7 and Level 8 classifications have been combined to prevent the disclosure <strong>of</strong> personal information.<br />
$90,000 and above<br />
The figures in the following tables show the number <strong>of</strong> employees occupying positions at 30 June. Staffing<br />
pr<strong>of</strong>iles at 30 June <strong>2011</strong> and at 30 June <strong>2010</strong> are shown in Tables E2 and E4; the Office’s equal employment<br />
opportunity pr<strong>of</strong>ile at 30 June <strong>2011</strong> is shown in Table E3.<br />
Table E2: Staffing pr<strong>of</strong>ile at 30 June <strong>2011</strong><br />
Classification Full-time <strong>Part</strong>-time Canberra Sydney Total<br />
F M F M<br />
Statutory Officer – 1 – – 1 – 1<br />
SES Equivalent Officer – 1 – – 1 – 1<br />
Government House Officer<br />
Level 8 4 – – – 4 – 4<br />
Level 7 3 8 – – 11 – 11<br />
Level 6 6 5 – – 11 – 11<br />
Level 5 6 4 4 1 14 1 15<br />
Level 4 4 4 1 – 9 – 9<br />
Level 3 6 5 1 – 12 – 12<br />
Level 2 – 8 1 – 8 1 9<br />
Level 1 2 8 4 – 12 2 14<br />
Total 31 44 11 1 83 4 87<br />
Notes: All staff were employed under the <strong>Governor</strong>‐<strong>General</strong> Act 1974 on long-term or short-term contracts. In Canberra, staff are located<br />
at Government House, while in Sydney staff are located at Admiralty House.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
67
Table E3: Equal employment opportunity pr<strong>of</strong>ile at 30 June <strong>2011</strong><br />
Pr<strong>of</strong>ile<br />
Total<br />
Female 42<br />
Male 45<br />
Aboriginal –<br />
Torres Strait Islander –<br />
Non–English speaking background a 9<br />
Non–English speaking background b 4<br />
People with disabilities 1<br />
a<br />
b<br />
Non–English speaking background, overseas born.<br />
Non–English speaking background, first-generation Australian (born in Australia).<br />
Table E4: Staffing pr<strong>of</strong>ile at 30 June <strong>2010</strong><br />
Classification Full-time <strong>Part</strong>-time Canberra Sydney Total<br />
F M F M<br />
Statutory Officer – 1 – – 1 – 1<br />
SES Equivalent Officer – 1 – – 1 – 1<br />
Government House Officer<br />
Level 8 3 1 – – 4 – 4<br />
Level 7 5 5 – 1 11 – 11<br />
Level 6 8 5 1 – 14 – 14<br />
Level 5 5 5 3 – 12 1 13<br />
Level 4 4 5 1 – 9 1 10<br />
Level 3 7 2 2 – 11 – 11<br />
Level 2 2 6 1 – 9 9<br />
Level 1 3 10 4 – 16 1 17<br />
Total 37 41 12 1 88 3 91<br />
Notes: All staff were employed under the <strong>Governor</strong>‐<strong>General</strong> Act 1974 on long-term or short-term contracts.<br />
In Canberra, staff are located at Government House, while in Sydney staff are located at Admiralty House. One staff member<br />
worked remotely from Queensland.<br />
68 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Appendices<br />
Appendix F: Occupational health and safety key statistics<br />
Table F1: OHS inspections<br />
OHS inspections<br />
conducted<br />
% <strong>of</strong> sites<br />
covered<br />
Number or %<br />
<strong>of</strong> substandard<br />
conditions<br />
identified<br />
Number or %<br />
<strong>of</strong> substandard<br />
conditions<br />
corrected<br />
Average<br />
time taken<br />
to complete<br />
corrections<br />
15 100% 2 2 2 weeks<br />
Table F2: OHS training & initiatives<br />
Types <strong>of</strong> OHS training undertaken<br />
Number <strong>of</strong> staff<br />
required to<br />
attend training<br />
% <strong>of</strong> staff that<br />
undertook<br />
training<br />
HSR training 0 0%<br />
OHS induction 17 100%<br />
Emergency training 62 71%<br />
Health & well being activities Optional 25%<br />
Table F3: Notifiable incidents<br />
Notifiable incidents <strong>2011</strong> <strong>2010</strong> 2009<br />
Deaths 0 0 0<br />
Dangerous occurrences 0 0 0<br />
Serious personal injury 0 0 0<br />
Incapacity 0 1 0<br />
Figure 3: Mechanism <strong>of</strong> incidents reporting <strong>2010</strong>–11<br />
0%<br />
100%<br />
Falls, Trips and Slips<br />
Hitting Objects with Body<br />
Being Hit by Moving Objects<br />
Sound and Pressure<br />
Body Stressing<br />
Heat, Elec + Other Enviro Fact<br />
Chemicals and Other Substances<br />
Biological Factors<br />
Mental Stress<br />
Other and Unspecified<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
69
Appendix G: Consultancy contracts<br />
Government purchasing policy requires that agencies publish open business opportunities, and gazette all<br />
contracts and standing <strong>of</strong>fers with a value <strong>of</strong> $10,000 or more, in AusTender. Information on expenditure<br />
on contracts and consultancies is also available on the AusTender website (www.tenders.gov.au).<br />
Table G1 lists only those consultancies let in <strong>2010</strong>–11 with a value <strong>of</strong> $10,000 or more. Information on total<br />
expenditure on consultants can be found under ‘Consultants’ in Chapter 3.<br />
Table G1: Consultancy services <strong>of</strong> $10 000 or more let during <strong>2010</strong>–11<br />
Consultant name Description Contract<br />
price<br />
Selection<br />
process 1 Justification 2<br />
Taylor Brammer<br />
Landscape Architects<br />
Harris Hobbs Landscape<br />
Architectural Services<br />
Northrop<br />
Lovell Chen<br />
Tanner Architects<br />
Development <strong>of</strong> technical<br />
documentation and<br />
architectural advice<br />
Development <strong>of</strong> tender<br />
specifications<br />
Structural design<br />
engineering advice<br />
Heritage architectural advice<br />
for Government House<br />
Heritage architectural advice<br />
for Admiralty House<br />
$11,660 Direct B<br />
$12, 563 Direct B<br />
$26, 065 Direct B<br />
$22, 855 Direct B<br />
$20,311 Direct B<br />
Note: All contract prices include GST.<br />
1<br />
Explanation <strong>of</strong> selection process terms drawn from the Commonwealth Procurement Guidelines (January 2005):<br />
Open tender: A procurement procedure in which a request for tender is published inviting all businesses that satisfy the conditions<br />
for participation to submit tenders. Public tenders are sought from the marketplace using national and major metropolitan newspaper<br />
advertising and the Australian Government AusTender internet site.<br />
Select tender: A procurement procedure in which the procuring agency selects which potential suppliers are invited to submit<br />
tenders. Tenders are invited from a short list <strong>of</strong> competent suppliers.<br />
Direct sourcing: A form <strong>of</strong> restricted tendering, available only under certain defined circumstances, with a single potential supplier<br />
or suppliers being invited to bid because <strong>of</strong> their unique expertise and/or their ability to supply the goods and/or services sought.<br />
Panel: An arrangement under which a number <strong>of</strong> suppliers, usually selected through a single procurement process, may each<br />
supply property or services to an agency as specified in the panel arrangements. Tenders are sought from suppliers that have<br />
pre-qualified on agency panels to supply to the government. This category includes standing <strong>of</strong>fers and supplier panels where the<br />
consultant <strong>of</strong>fers to supply goods and services for a predetermined length <strong>of</strong> time, usually at a prearranged price.<br />
2<br />
Justification for decision to use consultancy:<br />
A – skills currently unavailable within agency<br />
B – need for specialised or pr<strong>of</strong>essional skills<br />
C – need for independent research or assessment.<br />
70 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Appendices<br />
Appendix H: Agency resource statement<br />
Table H1: Agency resource statement <strong>2010</strong>–11<br />
Available for<br />
<strong>2010</strong>–11<br />
$‘000<br />
(a)<br />
Payments made<br />
<strong>2010</strong>–11<br />
$‘000<br />
(b)<br />
Balance remaining<br />
<strong>2010</strong>–11<br />
$‘000<br />
(a) – (b)<br />
Ordinary <strong>Annual</strong> Services<br />
Departmental appropriation 1 15,975 11,560 4,415<br />
Additional S31 Receipts<br />
Total 15,975 11,560 4,415<br />
Administered expenses<br />
Outcome 1 1,669 1,489 180<br />
Payments to CAC Act Bodies<br />
Total 1,669 1,489 180<br />
Total ordinary annual services A 17,644 13,049 4,595<br />
Other services 2<br />
Administered expenses<br />
Specific payments to States,<br />
Act, NT and local government<br />
Outcome 1<br />
Total<br />
New administered expenses<br />
Outcome 1<br />
Total<br />
Departmental non-operating<br />
Equity injections 3,237 1,173 2,064<br />
Previous years’ outputs<br />
Total 3,237 1,173 2,064<br />
Administered non-operating<br />
Administered Assets and Liabilities<br />
Continues over.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
71
Table H1 Cont.<br />
Payments to CAC Act Bodies -<br />
non-operating<br />
- - -<br />
Total<br />
Total other services B 3,237 1,173 2,064<br />
Total available annual appropriations<br />
and payments<br />
Salary to the <strong>Governor</strong>-<strong>General</strong>:<br />
<strong>Governor</strong>-<strong>General</strong> Act 1974<br />
Total special appropriations excluding<br />
special accounts<br />
Total Special Account<br />
394 394 -<br />
C 394 394 -<br />
D<br />
Total resourcing and payments (A+B+C+D) 21,275 14,616 6,659<br />
Less appropriations drawn from<br />
annual or special appropriations above<br />
and credited to special accounts<br />
and/or CAC Act bodies through<br />
annual appropriations<br />
Total net resourcing and payments for<br />
agency<br />
21,275 14,616 6,659<br />
1<br />
This may also include Prior Year departmental appropriation and s31 relevant agency receipts.<br />
2<br />
Appropriation Bill (No.2) <strong>2010</strong>-11 and Appropriation Bill (No.4) <strong>2010</strong>-11 [include any further bills as necessary]<br />
72 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Appendices<br />
Table H2: Expenses and Resources for Outcome 1<br />
Outcome 1: The performance <strong>of</strong> the <strong>Governor</strong>-<strong>General</strong>’s role is facilitated through the organisation and<br />
management <strong>of</strong> <strong>of</strong>ficial duties, management and maintenance <strong>of</strong> the <strong>of</strong>ficial household and property and<br />
administration <strong>of</strong> the Australian Honours and Awards system<br />
Budget*<br />
<strong>2010</strong>–11<br />
$‘000<br />
(a)<br />
Program 1: Support for the <strong>Governor</strong>-<strong>General</strong> and Official Activities<br />
Administered expenses<br />
Actual Expenses<br />
<strong>2010</strong>–11<br />
$‘000<br />
(b)<br />
Variation<br />
<strong>2010</strong>–11<br />
$‘000<br />
(a) – (b)<br />
Ordinary <strong>Annual</strong> Services (Appropriation Bill No. 1) 1,669 1,489 180<br />
Other Services (Appropriation Bill No. 2) - - -<br />
Special appropriations 394 394 -<br />
Special Accounts - - -<br />
Total Administered expenses 2,063 1,883 180<br />
Departmental expenses<br />
Ordinary annual services (Appropriation Bill No. 1) 11,128 11,128 -<br />
Revenues from independent sources (Section 31) 32 63 -31<br />
Special appropriations - - -<br />
Special Accounts - - -<br />
Expenses not requiring appropriation in the Budget year 506 368 138<br />
Total Departmental expenses 11,666 11,559 107<br />
Total for Program 1 13,729 13,442 287<br />
Average Staffing Level (number) 87 87 -<br />
* Full year budget, including any subsequent adjustment made to the <strong>2010</strong>–11 Budget.<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
73
Appendix I: List <strong>of</strong> requirements<br />
<strong>Part</strong> <strong>of</strong> Description Requirement Location<br />
<strong>Report</strong><br />
Letter <strong>of</strong> transmittal Mandatory i<br />
Table <strong>of</strong> contents Mandatory ii–iii<br />
Index Mandatory 142<br />
Glossary Mandatory 140<br />
Contact <strong>of</strong>ficer(s) Mandatory inside front<br />
cover<br />
Internet home page address and Internet address for report Mandatory inside front<br />
cover<br />
Review by Secretary<br />
Review by departmental secretary Mandatory 2<br />
Summary <strong>of</strong> significant issues and developments Suggested 2<br />
Overview <strong>of</strong> department’s performance and<br />
Suggested 12–14<br />
financial results<br />
Outlook for following year Suggested 2<br />
Significant issues and developments – portfolio<br />
Portfolio<br />
departments<br />
Not<br />
applicable<br />
– suggested<br />
Departmental Overview<br />
Overview description <strong>of</strong> department Mandatory 3–4<br />
Role and functions Mandatory 3–4<br />
Organisational structure Mandatory 4<br />
Outcome and program structure Mandatory 3<br />
Where outcome and program structures differ from PB<br />
Statements/PAES or other portfolio statements accompanying<br />
any other additional appropriation bills (other portfolio<br />
statements), details <strong>of</strong> variation and reasons for change<br />
Portfolio structure<br />
<strong>Report</strong> on Performance<br />
Review <strong>of</strong> performance during the year in relation to<br />
programs and contribution to outcomes<br />
Actual performance in relation to deliverables and KPIs set out<br />
in PB Statements/PAES or other portfolio statements<br />
Where performance targets differ from the PBS/ PAES,<br />
details <strong>of</strong> both former and new targets, and reasons<br />
for the change<br />
Mandatory<br />
Portfolio<br />
departments<br />
– mandatory<br />
Not<br />
applicable<br />
Not<br />
applicable<br />
Mandatory 8<br />
Mandatory 14<br />
Mandatory<br />
Not<br />
applicable<br />
Narrative discussion and analysis <strong>of</strong> performance Mandatory 15–35<br />
74 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Appendices<br />
<strong>Part</strong> <strong>of</strong><br />
<strong>Report</strong><br />
Description Requirement Location<br />
Trend information Mandatory 14<br />
Performance <strong>of</strong> purchaser/ provider arrangements<br />
If applicable,<br />
suggested<br />
Not<br />
applicable<br />
Significant changes in nature <strong>of</strong> principal functions/ services Suggested Not<br />
applicable<br />
Factors, events or trends influencing departmental<br />
Suggested 2<br />
performance<br />
Contribution <strong>of</strong> risk management in achieving objectives Suggested 45<br />
Social inclusion outcomes<br />
If applicable.<br />
mandatory<br />
47, 48, 53<br />
Performance against service charter customer service<br />
standards, complaints data, and the department’s response<br />
to complaints<br />
Discussion and analysis <strong>of</strong> the department’s financial<br />
performance<br />
Discussion <strong>of</strong> any significant changes from the prior year or<br />
from budget.<br />
Agency resource statement and summary resource tables<br />
by outcomes<br />
Developments since the end <strong>of</strong> the financial year that<br />
have affected or may significantly affect the department’s<br />
operations or financial results in future<br />
Management Accountability<br />
Corporate Governance<br />
Agency heads are required to certify that their agency<br />
complies with the Commonwealth Fraud Control Guidelines.<br />
Statement <strong>of</strong> the main corporate governance practices<br />
in place<br />
If applicable,<br />
mandatory<br />
Not<br />
applicable<br />
Mandatory 12–13,<br />
71–3<br />
Suggested<br />
Not<br />
applicable<br />
Mandatory 71–3<br />
If applicable,<br />
mandatory<br />
Not<br />
applicable<br />
Mandatory 45<br />
Mandatory 44–6<br />
Names <strong>of</strong> the senior executive and their responsibilities Suggested 4<br />
Senior management committees and their roles Suggested 44<br />
Corporate and operational planning and associated Suggested 45,46<br />
performance reporting and review<br />
Approach adopted to identify areas <strong>of</strong> significant financial Suggested 45<br />
or operational risk<br />
Policy and practices on the establishment and maintenance Suggested 46<br />
<strong>of</strong> appropriate ethical standards<br />
How nature and amount <strong>of</strong> remuneration for SES <strong>of</strong>ficers Suggested 47<br />
is determined<br />
External Scrutiny<br />
Significant developments in external scrutiny Mandatory 46<br />
Judicial decisions and decisions <strong>of</strong> administrative tribunals Mandatory 46<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
75
<strong>Part</strong> <strong>of</strong> Description Requirement Location<br />
<strong>Report</strong><br />
<strong>Report</strong>s by the Auditor-<strong>General</strong>, a Parliamentary<br />
Mandatory 46<br />
Committee or the Commonwealth Ombudsman<br />
Management <strong>of</strong> Human Resources<br />
Assessment <strong>of</strong> effectiveness in managing and developing Mandatory 47–9<br />
human resources to achieve departmental objectives<br />
Workforce planning, staff turnover and retention Suggested 48<br />
Impact and features <strong>of</strong> enterprise or collective agreements, Suggested 46, 47, 48<br />
individual flexibility arrangements (IFAs), determinations,<br />
common law contracts and AWAs<br />
Training and development undertaken and its impact Suggested 47, 48<br />
Occupational health and safety performance Suggested 50, 69<br />
Productivity gains Suggested 50<br />
Statistics on staffing Mandatory 67–8<br />
Enterprise or collective agreements, IFAs, determinations, Mandatory 46, 47, 48<br />
common law contracts and AWAs<br />
Performance pay Mandatory 48<br />
Assets<br />
management<br />
Purchasing<br />
Consultants<br />
Australian<br />
National<br />
Audit Office<br />
Access<br />
Clauses<br />
Exempt<br />
contracts<br />
Assessment <strong>of</strong> effectiveness <strong>of</strong> assets management<br />
Assessment <strong>of</strong> purchasing against core policies and<br />
principles<br />
The annual report must include a summary statement<br />
detailing the number <strong>of</strong> new consultancy services contracts<br />
let during the year, the total actual expenditure on all new<br />
consultancy contracts let during the year (inclusive <strong>of</strong> GST),<br />
the number <strong>of</strong> ongoing consultancy contracts that were<br />
active in the reporting year, and the total actual expenditure<br />
in the reporting year on the ongoing consultancy contracts<br />
(inclusive <strong>of</strong> GST). The annual report must include a<br />
statement noting that information on contracts and<br />
consultancies is available through the AusTender website.<br />
(Additional information as in Attachment D to be available<br />
on the Internet or published as an appendix to the report.<br />
Information must be presented in accordance with the<br />
pr<strong>of</strong>orma as set out in Attachment D.)<br />
Absence <strong>of</strong> provisions in contracts allowing access by the<br />
Auditor-<strong>General</strong><br />
If applicable, 52<br />
mandatory<br />
Mandatory 52<br />
Mandatory 52, 70<br />
Mandatory 53<br />
Contracts exempt from the AusTender Mandatory 53<br />
76 OFFICE OF THE OFFICIAL SECRETARY TO THE GOVERNOR-GENERAL
Appendices<br />
<strong>Part</strong> <strong>of</strong> Description Requirement Location<br />
<strong>Report</strong><br />
Financial Financial Statements Mandatory 80–137<br />
Statements<br />
Other Mandatory Informations<br />
Occupational health and safety (section 74 <strong>of</strong> the<br />
Mandatory 50, 69<br />
Occupational Health and Safety Act 1991)<br />
Freedom <strong>of</strong> information for the period 1 July <strong>2010</strong> to Mandatory 54<br />
30 April <strong>2011</strong> inclusive (see terms <strong>of</strong> subsection 8(1) <strong>of</strong><br />
the Freedom <strong>of</strong> Information Act 1982 as it existed prior to<br />
1 May <strong>2011</strong><br />
Advertising and Market Research (Section 311A <strong>of</strong> the Mandatory 53<br />
Commonwealth Electoral Act 1918) and statement on<br />
advertising campaigns<br />
Ecologically sustainable development and environmental Mandatory 55<br />
performance (Section 516A <strong>of</strong> the Environment Protection<br />
and Biodiversity Conservation Act 1999)<br />
Grant programs Mandatory 53<br />
Disability reporting – explicit and transparent reference<br />
to agency‐level information available through other<br />
reporting mechanisms<br />
Mandatory 53<br />
Correction <strong>of</strong> material errors in previous annual report<br />
If applicable,<br />
mandatory<br />
Not<br />
applicable<br />
List <strong>of</strong> Requirements Mandatory 74–7<br />
<strong>Annual</strong> <strong>Report</strong> <strong>2010</strong>–<strong>2011</strong><br />
77