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Report on the review of annual reports 1995-96

Annual reports tabled in the senate to 30 april 1997

September 1997

© Copyright Commonwealth of Australia 1997

ISSN 1320-324X

Committee Members

Participating Members

Committee Secretary

Dr Pauline Moore
Room S1.57
Parliament House

Telephone: (02) 6277 3525
Facsimile: (02) 6277 5818

REVIEW OF ANNUAL REPORTS

1. INTRODUCTION

Senate Standing Orders

1.1 In accordance with Senate Standing Order 25(21) and pursuant to the Order of the Senate of 1 May 1996, the Senate allocated the following departments and their agencies to the Environment, Recreation, Communications and the Arts Legislation Committee:

Communications and the Arts

Environment, Sport and Territories

1.2 Senate Standing Order 25(21) requires that the Committee shall:

(a) examine each annual report referred to it and report to the Senate whether the report is apparently satisfactory;

(b) consider in more detail, and report to the Senate on, each annual report which is not apparently satisfactory, and on the other annual reports which it selects for more detailed consideration;

(c) investigate and report to the Senate on any lateness in the presentation of annual reports;

(d) in considering an annual report, take into account any relevant remarks about the report made in debate in the Senate;

(e) if the committee so determines, consider annual reports of departments and budget-related agencies in conjunction with examination of estimates;

(f) report on annual reports tabled by 31 October each year by the tenth sitting day of the following year, and on annual reports tabled by 30 April each year by the tenth sitting day after 30 June of that year;

(g) draw to the attention of the Senate any significant matters relating to the operations and performance of the bodies furnishing the annual reports;

(h) report to the Senate each year whether there are any bodies which do not present annual reports to the Senate and which should present such reports.

Annual Report Requirements

1.3 Revised Requirements for Departmental Annual Reports were put forward by the Department of Prime Minister and Cabinet and were agreed to by the Joint Committee of Public Accounts (JCPA) on 17 March 1994.

1.4 In order to lead to a more concise, economical and informative presentation of annual reports, the JCPA agreed to a significant reduction in the number of detailed requirements on which departments must report in annual reports. The information which is not contained in an annual report must be kept separately and be available to members of parliament within five working days from the date of the request after the report has been tabled.

1.5 Under these arrangements, the annual reports of departments must be tabled by 31 October. If a department is unable to meet this deadline, the secretary is to advise the responsible minister of the reasons for the slippage, the expected tabling date and what action is proposed so that the deadline will be met for the following year's annual report. The responsible minister is to table this explanation in the Parliament on the next available sitting day.[1]

1.6 Under current guidelines for the text, preparation and presentation of annual reports by statutory authorities (dating from 11 November 1982), all authorities are to provide annual reports as soon as possible after the end of their financial year, if possible in time for the estimates debate in the Budget Sittings. At the very latest, reports should be submitted within six months in accordance with the Acts Interpretation Act 1901, (unless a shorter period is provided in the legislation of an individual authority). An explanation is to be submitted to parliament if the deadline has to be extended in exceptional cases (the new deadline is to be mentioned in the explanation). Ministers are to ensure that reports are tabled within fifteen sitting days of receipt.[2]

1.7 This report reviews annual reports of the Communications and the Arts portfolio, and the Environment, Sport and Territories portfolio, which were tabled in the Senate up to 30 April 1997. Seven annual reports were referred to the Committee during the period.

1.8 The table at Appendix 1 provides a record of:

• the departments' or agencies' annual reports referred to the Legislation Committee for consideration;
• the body under which the organisation operates, ie department, statutory authority;
• dates outlining the progressive stages in presentation of the annual report; and
• the date the report was tabled in the Senate.

2. EVALUATION OF ANNUAL REPORTS

2.1 The annual reports referred to the Committee for examination were, generally speaking, of a high standard of design and presentation. In providing a comprehensive description of the activities of reporting bodies, the reports complied with their appropriate guidelines.

2.2 The Annual Reports 1995-96 listed at Appendix 1, presented to the Senate up to 30 April 1997, are 'apparently satisfactory'. Comments on individual annual reports are as follows.

Australian Broadcasting Corporation (Report on Equal Employment Opportunity)

2.3 Section 9 of the Equal Employment Opportunity (Commonwealth Authorities) Act 1987 requires the report to be lodged with the Minister within three months after the end of the reporting period. The Minister shall then table the report within 15 sitting days after the day the Minister receives the report.

2.4 This report was lodged with the Minister on 2 December 1996, and tabled on 4 December, as recorded in Appendix 1.

Australian Telecommunications Authority (Report on Competitive Safeguards and Carrier Performance)

2.5 Section 399 of the Telecommunications Act 1991 requires the Australian Telecommunications Authority to review and report to the Minister on competitive safeguards and carrier performance as soon as practicable after 1 July each year. This report was tabled on 11 December 1996 and complies with the six month deadline after the end of the reporting period, as required by the Acts Interpretation Act 1901.

National Museum of Australia - Corrigendum

A draft of the financial statements was inadvertently published in the 1995-96 Annual Report. The Corrigendum provides the correct statement.

Territory of Christmas Island Casino Surveillance Authority and Casino Controller

2.6 This report was tabled on 24 February 1997. Appendix 2 provides a copy of a document, tabled on 26 March 1997, in relation to the delayed presentation of this report.

National Environment Protection Council and NEPC Service (Report for the period 15 September 1995 to 30 June 1996)

2.7 The report complies with the guidelines for reporting as set out in the National Environment Protection Act 1994. This report was tabled on 11 December 1996, and is commended for its timely preparation.

Local Government National Report (Report on the Operation of the Local Government (Financial Assistance) Act 1995)

2.8 Section 16 of the Local Government (Financial Assistance) Act 1995 requires the Minister to cause a report to be prepared and then presented to the Parliament as soon as practicable. The report was tabled on 5 December 1996. The Committee commends the report for its timely and comprehensive nature.

2.9 Senator Campbell on 5 December 1996 tabled a statement on behalf of the Minister for Sport, Territories and Local Government which referred to the 1995-96 Report on the Operation of the Local Government (Financial Assistance) Act 1995. The Minister, in his statement, recognised that 'this report is an important document aimed at improving the accountability of councils, encouraging council efficiency and effectiveness'.[3]

Australian Sports Drug Agency 1996-97 Operational Plan

The Australian Sports Drug Agency is required to prepare this plan under Section 50 of the Australian Sports Drug Agency Act 1990, which states that each operational plan must be tabled 'within 15 sitting days... after approval by the Minister of that plan'.

The Minister approved the plan on 17 October 1996. The report was tabled in the Senate on 26 November 1996, and therefore meets the tabling requirement of the legislation.

3 GENERAL COMMENTS

Letter of transmission

3.1 The Australian Broadcasting Corporation and the Territory of Christmas Island Casino Surveillance Authority and Casino Controller did not provide letters of transmission. Although it is not presently one of the specific annual reporting requirements for statutory authorities, the Committee urges these bodies to include the letter in subsequent annual reports.

Senator John Tierney

Chairman

Appendix 1

Commonwealth Annual Reports referred to the Environment, Recreation, Communications and the Arts Legislation Committee after 31 October 1996 up to 30 April 1997

1 'Statutory Authority' includes statutory office-holders

2 The dates shown are:

A The date shown on a letter of transmittal printed with the annual report (if any)

B The date transmitted to the Minister, as recorded in the Senate's Order of Business (if any)

C The date received by the Minister, as recorded in the Senate's Order of Business (if any)

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