Royal Botanic Gardens Victoria Annual Report 2018-19

LEGISLATION
The Royal Botanic Gardens Act 1991 was
not amended in 2018–19.
LEGISLATIVE COMPLIANCE
Financial Management Act 1994
Full details of the Royal Botanic Gardens
Board Victoria’s compliance with
the Financial Management Act 1994
are outlined in the section ‘Financial
Management’ and in the Disclosure Index.
Freedom of Information Act 1982
In 2017, the Victorian Government
amended the Freedom of Information Act
1982 (the FOI Act) to create the Office of
the Victorian Information Commissioner
(OVIC) as a primary regulator and source
of independent advice to both the
community and the Victorian Government
about how the public sector collects, uses
and shares information. OVIC commenced
operating on 1 September 2017 and
comprises the functions that previously
sat with the Offices of the Freedom
of Information Commissioner and the
Commissioner for Privacy and Data
Protection.
Principal Officer: Professor Timothy
Entwisle, Director and Chief Executive,
Royal Botanic Gardens Victoria.
Authorised officer: Seela Dushyanthen,
Freedom of Information Officer.
The FOI Officer is responsible for ensuring
that Royal Botanic Gardens Victoria meets
its obligations under the FOI Act. The
Freedom of Information Officer operates
under delegation from the Director and
Chief Executive (the Principal Officer).
The FOI Act allows the public a right
of access to documents held by Royal
Botanic Gardens Victoria. The purpose
of the FOI Act is to extend as far as
possible the right of the community to
access information in the possession of
the Victorian Government and its various
departments and authorities. Under the
FOI Act any person can request access
to documents held by the Royal Botanic
Gardens Victoria relating to their personal
affairs or to information about Royal
Botanic Gardens Victoria activities.
Categories of documents
The Royal Botanic Gardens Board
Victoria maintained a corporate records
management hard copy filing system,
until end of October 2018.
In November 2018 Royal Botanic Gardens
Victoria successfully migrated into a
fully Electronic Document Records
Management System (EDRMS) called
Content Manager (CM9) Version 3.
Access
The Royal Botanic Gardens Board
Victoria has a FOI Officer to process and
coordinate action on requests.
Requests
In 2018–19 there was one voluminous
request, which was granted access within
45 days. FOI requests are made in writing
describing all documents requested
and including payment of the $28.40
application fee (from 1 July 2017). FOI
fees and charges are not subject to GST.
Requests should be sent to:
Freedom of Information Officer
Royal Botanic Gardens Victoria
Private Bag 2000, South Yarra, VIC 3141.
Building and maintenance
provisions of the Building Act 1993
Pursuant to section 220 of the Building
Act 1993, all completed works requiring
building approval have plans certified,
works in progress are inspected, and
Occupancy Permits are issued by
independent Building Surveyors engaged
on a local job-by-job basis. Plans for these
works are lodged with the relevant local
council. The Royal Botanic Gardens Board
Victoria requires all building practitioners
engaged on building works to be
registered and to maintain registration
throughout the course of the work.
Conformity
All essential safety measures are in place,
with regular inspections and maintenance
carried out.
Building works
In 2018–19 the following building-work
related items occurred, which are at
various stages of progression/completion:
Maintenance
At Melbourne
Stage 1 of the Great Melbourne Telescope
House restoration works was completed
including the removal of non-heritage
concrete floors and additions; internal
and external soil level adjustments and
drainage works; damp proofing; termite
damage rectification; installation of new
stumps, bearers and structural timber
floors; and a new electrical switchboard
Observatory emergency speaker system
cabling was replaced and upgraded to
rectify an earth fault in the system
Construction of an ‘amphibious harvester
machine’ lake backwater access ramp
New office fit out within the National
Herbarium of Victoria
Full internal repaint throughout
Observatory House
Heating and air conditioning replaced and
upgraded throughout Observatory House
Restoration of the Tecoma Rest House
commenced.
At Cranbourne
Installation of a new timber bridge in the
Box Garden
Upgrade of the built assets in the Home
Garden
Refurbishment of Perched Swamp
observation deck and Trig Tower
Automation of the front entry gate.
The following measures were in place for
all building work undertaken in 2018–19:
Appropriate supervision by suitably
qualified and experienced project personal
and/or where required by appropriately
certified or registered building practitioners
and/or trade specialists
All required building permits applied for
and/or obtained, and at completion, with
required final inspections carried out.
Maintenance works
The following infrastructure and facilities
management practices were carried
out at both Melbourne Gardens and
Cranbourne Gardens:
Routine and scheduled maintenance
audits and reporting
Ongoing routine and responsive servicing
and repair
All essential safety measure inspections
undertaken by a registered Building
Surveyor with compliance issues being
responded to and progressed as required.
ROYAL BOTANIC GARDENS BOARD VICTORIA — ANNUAL REPORT 2018–19 125