40th Annual Report 1999–2000

Appendices

NLA Annual Report Cover - George Raper "The Melancholy Loss of H.M.S. Sirius off Norfolk Island

Appendix 1

The Council of the National Library of Australia

    CHAIRMAN
Mr James K. Bain, AM, FCPA, FSIA, FAIM, FIDA   Mr James K. Bain, AM, FCPA, FSIA, FAIM, FIDA
Non-Executive member
Member, National Portrait Gallery Board
New South Wales
Appointed 27 June 1998 for a three-year term until 26 June 2001
[Attended 7 of 7 meetings]
    DEPUTY CHAIRMAN
Professor Alan David Robson, BAgrSc, PhD, FTSE, FAIAS   Professor Alan David Robson, BAgrSc, PhD, FTSE, FAIAS
Non-Executive member
Deputy Vice-Chancellor, University of Western Australia
Western Australia
Appointed 26 November 1997 for a three-year term until 25 November 2000
[Attended 7 of 7 meetings]
    MEMBERS
Professor Susan Bambrick, OBE, PhD, BEc (Hons), FAIE   Professor Susan Bambrick, OBE, PhD, BEc (Hons), FAIE
Non-Executive member
Deputy Vice-Chancellor (Academic), University of Southern Queensland
Queensland
Appointed 25 August 1999 for a three-year term until 24 August 2002 [Attended 5 of 5 meetings]
Mr Donald Bourke, FCPA   Mr Donald Bourke, FCPA
Non-Executive member
Chairman, Australian Technology Group
New South Wales
Appointed 21 July 1999 for a three-year term until 20 July 2002
[Attended 6 of 6 meetings]
Mrs Vanessa H. Fanning, BA, BEc, FAICD   Ms Vanessa H. Fanning, BA, BEc, FAICD
Non-Executive member
Chief Executive Officer, Health Services Australia
Director, Australian Rail Track Corporation
Australian Capital Territory
Appointed 26 November 1997 for a three-year term until 25 November 2000
[Attended 6 of 7 meetings]
Mr Martin Ferguson, AM, MP, BEc (Hons)   Mr Martin Ferguson, AM, MP, BEc (Hons)
Non-Executive member
Federal Member for Batman (Vic) and Shadow Minister for Regional Development, Infrastructure, Transport, Regional Services and Population
Victoria
Appointed by the House of Representatives 12 August 1999 for a three-year term until 11 August 2002
[Attended 5 of 5 meetings]
Mr Norman McCann, BEc, DipMechE, FAIM, FAICD   Mr Norman McCann, BEc, DipMechE, FAIM, FAICD
Non-Executive member
Non-Executive Director, Family Business Australia Limited
Member IT&T Committee Industry, Research & Development Board
Member IT&C R&D Working Group, Prime Minister's Science, Engineering & Innovation Council
Victoria
Appointed 21 July 1999 for a three-year term until 20 July 2002
[Attended 6 of 6 meetings]
Ms Meg Paul, BA, TSTC, AALIA   Ms Meg Paul, BA, TSTC, AALIA
Non-Executive member
Director, Meg Paul Enterprises Pty Ltd
Director, FLIS Training Pty Ltd
Victoria
Appointed 26 November 1997 for a three-year term until 25 November 2000
[Attended 7 of 7 meetings]
Ms Winnie Pelz, BA   Ms Winnie Pelz, BA
Non-Executive member
Executive Director, Marketing and Communications, Women's and Children's Hospital (SA)
Board Member, National Australia Day Council
South Australia
Appointed 21 July 1999 for a three-year term until 21 July 2002
[Attended 6 of 6 meetings]
Mr Neville Robert Stevens, BEc (Hons)   Mr Neville Robert Stevens, BEc (Hons)
Non-Executive member
Secretary, Department of Communications, Information Technology and the Arts
Member of the Bundanon Trust Board
Australian Capital Territory
Re-appointed 26 November 1997 for a three-year term until 25 November 2000
[Attended 5 of 7 meetings]
Senator John Tierney, BEc, DipEd, MEd, PhD   Senator John Tierney, BEc, DipEd, MEd, PhD
Non-Executive member
Senator for New South Wales
New South Wales
Re-elected by the Senate on 23 November 1998 for a three-year term until 22 November 2001
[Attended 2 of 7 meetings]
    DIRECTOR-GENERAL AND EXECUTIVE MEMBER OF COUNCIL
Jan Fullerton, BA, Grad DipLib   Ms Jan Fullerton, BA, Grad DipLib
Australian Capital Territory
Appointed 9 August 1999 for a three-year term until 8 August 2002.
[Attended 6 of 6 meetings]
Mr Warren Michael Horton, AM, BA, Hon DLitt (La Trobe), Hon DLitt (UTS), FALIA   Mr Warren Michael Horton, AM, BA, Hon DLitt (La Trobe), Hon DLitt (UTS), FALIA
Australian Capital Territory
Term of office expired on 27 July 1999
[Attended 1 of 1 meeting]

The Council met on seven occasions on the following dates:

Council Committees

Audit Committee

Chair

Ms Vanessa Fanning
(National Library Council)
[Attended 4 of 4 meetings]

Members

Mr James Bain
(Chairman of National Library Council)
Appointed to the Audit Committee 20 August 1999
[Attended 3 of 3 meetings]

Mr Donald Bourke
(National Library Council)
Appointed to the Audit Committee 20 August 1999
[Attended 3 of 3 meetings]

Ms Jan Fullerton
(National Library of Australia and Executive Member of Council from 28 July 1999)
[Attended 3 of 3 meetings]

Mr Warren Horton
(National Library of Australia and Executive Member of National Library Council until 27 July 1999)
[Attended 1 of 1 meeting]

Mr Neville Stevens
(National Library Council)
[Attended 1 of 4 meetings]

Mr David Toll
(National Library of Australia)
[Attended 4 of 4 meetings]

Terms of reference

The terms of reference of the audit committee are to:

Meetings

The Audit Committee met on four occasions on the following dates:

Fellowship Scheme Advisory Committee

(membership at 30 June 2000)

Chair

Professor Alan Robson
National Library Council
[Attended 1 of 1 meeting]

Members

Mrs Patricia Clarke
Australian Society of Authors
[Attended 1 of 1 meeting]

Ms Jan Fullerton
National Library of Australia
[Attended 1 of 1 meeting]

Professor Rod Home
Australian Academy of Science
[Attended 1 of 1 meeting]

Professor Iain McCalman
Academy of the Social Sciences in Australia
[Attended 1 of 1 meeting]

Mr Graeme Powell
National Library of Australia
[Attended 1 of 1 meeting]

Mrs Kerry Smith
Australian Library and Information Association
[Attended 1 of 1 meeting]

Professor F.B. Smith
Australian Academy of the Humanities
[Attended 1 of 1 meeting]

Secretariat

Australian Collections and Reader Services Division
National Library of Australia

Terms of reference

The terms of reference of the National Library Fellowship Scheme Advisory Committee are to make recommendations to Council:

Meetings

The Fellowship Advisory Committee meets annually. The meeting was held on 16 July 1999.


Appendix 2

National Library of Australia Committees

The following committees provide advice to the Director-General. Committee membership is given as at 30 June 2000.

Kinetica Advisory Committee

Chair

Ms Helen Livingston
Deakin University Library

Members

Ms Marian Bate
University of New South Wales Library

Mr Dale Chatwin
Australian Bureau of Statistics Library Network

Ms Pam Gatenby
National Library of Australia

Ms Kaye Hill
Library and Information Services of Western Australia

Mr Philip Keane
Institute of Medical and Veterinary Science Library
Royal Adelaide Hospital

Ms Jan Maslen
La Trobe University Library

Ms Sherrey Quinn
Libraries Alive! Pty Ltd

Mr David Toll
National Library of Australia

Mr Trevor Wakely
National Meteorological Library
Bureau of Meteorology

Ms Meredith Wallace
Parramatta Library Service

Secretariat

Resource Sharing Division
National Library of Australia

Terms of reference

The Kinetica Advisory Committee provides advice on strategic and policy issues affecting the delivery of the Kinetica service, the broad direction of service development, and changes occurring in the library community which are likely to affect services.

TDK Australian Audio Book Award Committee

Chair

Dr Paul Hetherington
National Library of Australia

Members

Mr Robert Bryant
Transworld Publishers

Ms Jeltje Gillian
Consumer representative

Mr Tony Horgan
Shearer's Bookstore

Mr Stanley McGeagh
Narrator/actor

Ms Rebecca Maxwell
Consumer representative

Mr Dennis O'Sullivan
TDK (Australia) Pty Ltd

Ms Susan Wyndham
Sydney Morning Herald

Award Coordinator

Ms Helene Anderson
National Library of Australia

Terms of reference

The award aims to improve the quality of Australian audio book production, increase public awareness of books in this format and promote consumer access to a wide range of Australian audio books. The award is sponsored by TDK (Australia).

The role of the committee is to advise the Director-General on:

National Library Collecting Advisory Committee

Chair

Professor Stuart Macintyre
University of Melbourne

Members

Professor Susan Bambrick
National Library Council

Professor James Fox
Australian National University

Professor Malcolm Gillies
University of Adelaide

Ms Rosemary Sorenson
Courier Mail

Professor Elizabeth Webby
University of Sydney

Secretariat

Collections Management Division
National Library of Australia

Terms of reference

The National Library Collecting Advisory Committee provides the Library with:


Appendix 3

Freedom of Information Statement

This year the Library received no requests under the Freedom of Information Act 1982 (Cwlth).

Freedom of information procedures and initial contacts

A request for access to documents in the possession of the Library is subject to the regulatory application fee of $30.

Applicants seeking access under the Freedom of Information Act should forward the $30 application fee with a written request, providing an address to which responses may be sent, to:

The FOI Coordinator
Accountability and Reform Branch
National Library of Australia
CANBERRA ACT 2600

The FOI Coordinator is available between 9 am and 5 pm Monday to Friday and can be contacted on (02) 6262 1798 or by fax on (02) 6273 4535.

If an applicant is dissatisfied with a decision made under the FOI Act they may apply to the Director-General seeking an internal review. A request to review a decision is subject to a regulatory application fee of $40.

If access is approved, the Library will provide such access on receipt of payment of any charges that apply.

Categories of documents held

Library documents available for public access include policy statements, catalogues and other indexes associated with the Library's collections of books and materials. Documents available for purchase by the public include a wide range of technical and general publications produced by the Library. A range of descriptive brochures on the Library's services is made available to the public free of charge. Other documents held by the Library include minutes, reports and submissions associated with internal and external committees, general correspondence relating to the activities and functions of the organisation and administrative documents such as management, staffing, finance and personnel records. Some of the above publications are available electronically on the Library's Internet home page at: www.nla.gov.au.

Access to Archival Records

Under Section 40 of the Archives Act 1983 (Cwlth), members of the public may apply to the National Archives of Australia for access to records in the current open period; that is, records which are more than 30 years old. People seeking access to the archival records of the Library should make their requests in the first instance directly to the National Archives of Australia.


Appendix 4

Key Supporting Policies and Documents

Information about the Library's functions, objectives, policies and activities can be found in the following documents. Policy documents are also available electronically on the Library's home page at www.nla.gov.au/policy.

Legislation

Strategic and operational plans

Collection policies

Electronic and resource policies

Preservation policies

Volunteer policy

Service Charter

Corporate Service Policy


Appendix 5

Consultancy Services

Management Consultancies

Consultant Nature and purpose of consultancy Agreed cost Amount paid 99–00 Consultancy publicly advertised Selection procedure applied Reason for decision to employ consultancy services
Environmetrics Performance assessment of reference and document delivery services $25 550 $13 300 No Select tender Need for independent study; expertise not available in-house
Minter Ellison Professional costs in relation to advice on the Copyright Amendment (Digital Agenda) Bill $5775 $5775 No Consultant has expertise in library copyright issues Lack of in-house resources
Quantitative Evaluation and Design Statistical advice on book delivery service $4800 $4800 No Select tender Need for independent study
User Insite Provision of consultancy for assessment of stakeholder satisfaction with Kinetica and ALG $27 760 $24 760 No Select tender Need for independent study
User Insite Consultancy service for the evaluation of the PictureAustralia service $2880 $2880 No Continuation of previous contract Lack of in-house expertise


IT Consultancies

Consultant Nature and purpose of consultancy Agreed cost Amount paid 99–00 Consultancy publicly advertised Selection procedure applied Reason for decision to employ consultancy services
Admiral Management Services Provision of advice on the development of an IT Disaster Recovery Plan $10 000 $10 000 No Extension of existing contract Lack of in-house resources
Cuetel Pty Ltd Survey NLA staff on satisfaction with IT services $8000 $8000 No Sole supplier able to conduct online survey and benchmark against other Commonwealth agencies Need for specialist advice in the conduct of user satisfaction surveys
Deloitte Touche Tohmatsu Provision of probity advice in relation to the Digital Services Project $3000 $3000 No Extension of existing internal audit contract Need for independent study
Ernst & Young Provision of advice and report on the costing model for IT outsourcing $15 770 $15 770 No Select tender Need for independent advice, financial skills and experience in outsourcing cost issues
Housley Consulting (ACT) Consulting services for Wide Area Network investigations for Kinetica $10 000 $10 000 No Select tender Lack of in-house resources
Intec Consulting Review of Library’s draft IT plan $6000 $6000 No Select tender Need for independent study
KPMG Provision of advice and report on the financial risk assessment and risk management plan for IT outsourcing $27 000 $27 000 No Availability of relevant expertise without conflict of interest to other parties in Group 11, within the Whole of Government IT Outsourcing Initiative Need for independent advice on relevant financial and risk management
Minter Ellison Lawyers Provision of legal advice on NLA participation in Whole of Government IT Outsourcing Initiative $5000 $5000 No Expertise in this area and no conflict of interest Need for professional legal advice
Nettrack Provision of advice on AIX (Unix software) technical support services $32 000 $32 000 No Extension of existing contract Lack of in-house resources


Evaluations

Consultant Nature and purpose of consultancy Agreed cost Amount paid 99–00 Consultancy publicly advertised Selection procedure applied Reason for decision to employ consultancy services
K. R. George Historically Speaking Research for the Bringing Them Home project $2800 $2800 No Select tender Need for specialised expertise and an independent study


Editorial and Design

Consultant Nature and purpose of consultancy Agreed cost Amount paid 99–00 Consultancy publicly advertised Selection procedure applied Reason for decision to employ consultancy services
Glen McNab PhotoShop 5 and Dreamweaver 2 HTML editing $5100 $5100 No Experienced programmer and availability Lack of in-house resources


Accountability

Consultant Nature and purpose of consultancy Agreed cost Amount paid 99–00 Consultancy publicly advertised Selection procedure applied Reason for decision to employ consultancy services
Australian Government Solicitor Provision of legal services $55 662 $55 622 No Sole supplier Tied relationship
Blake Dawson Waldron Provision of legal services $217 481 $217 481 No DoFA CTC Legal Services Panel Provider Lack of in-house resources
KPMG Performance management consultancy and planning for implementation of the Balanced Scorecard $74 708 $74 564 No Select tender Lack of in-house expertise
KPMG Performance management consultancy and implementation of the Balanced Scorecard $93 000 $55 325 No Continuation of previous contract Lack of in-house expertise


Building and Services Refurbishment

Consultant Nature and purpose of consultancy Agreed cost Amount paid 99–00 Consultancy publicly advertised Selection procedure applied Reason for decision to employ consultancy services
Bassett Consulting Engineers Design and installation of airconditioning $17 300 $15 300 Yes Open tender Lack of in-house resources
Bassett Consulting Engineers Design management changes for services on stage 1 and 2 of airconditioning upgrade $28 000 $27 708 Yes Open tender Lack of in-house expertise
Bassett Consulting Engineers Design, documentation and replacement of part of airconditioning plant $16 800 $5310 Yes Open tender Lack of in-house expertise
Bassett Consulting Engineers Design, documentation and replacement of part of airconditioning plant $39 200 $6150 Yes Open tender Lack of in-house expertise
Bibby-
Rusden-
Thompson
Professional services associated with flood mitigation works $19 000 $14 500 Yes Open tender Lack of in-house resources
Bligh Voller Nield Architectural design and documentation $11 640 $7940 No Continuation of previous contract Lack of in-house expertise
Bligh Voller Nield Architectural design and documentation $3060 $990 No Continuation of previous contract Lack of in-house expertise
Cogent Business Solutions Development and evaluation of tender documentation for project management and architectural services $14 800 $10 350 No CTC Panel provider Lack of in-house resources
Dysen Pty Ltd Review and recommendation of smoke detection tender documents $2330 $2330 No Experience, availability and expertise Lack of in-house resources
Execon Review and report on public signage $7500 $7500 Yes Open tender Lack of in-house resources
Gutteridge Haskins and Davey Life cycle asset management and audit of fire hydrants $31 480 $31 050 Yes Open tender Lack of in-house expertise
Gutteridge Haskins and Davey Interim report of flood inundation risk $9700 $9700 No Continuation of previous contract Specialised hydrology experience
John Skurr Planning for replacement of window seals $9800 $6977 No Expertise in structural engineering and availability Lack of in-house expertise
Sedaitis Concessions Provide advice and recommendations on food services outlets $4500 $4000 No Experience, availability and expertise Lack of in-house expertise
Tennant Hydraulics Review of hydraulic services $4500 $4500 No Expertise in hydraulic services, previous experience in Library Lack of in-house expertise

Appendix 6

Staffing Overview

National Library staff are employed under the Public Service Act 1999. Conditions of service form part of the workplace Certified Agreement introduced in October 1998.

At 30 June 2000 the Library had 426 full-time and part-time ongoing staff and 94 non-ongoing staff.

Table 1: Staff distribution by Division at 30 June 2000

Division Full-time Part-time Non-ongoing Total
Executive 2     2
Collections Management 143 19 25 187
Aust. Collections & Reader Services 81 10 37 128
Resource Sharing 43 3 8 54
Information Technology 31 1 7 39
Public Programs 35 5 15 55
Corporate Services 47 6 2 55
         
TOTAL 382 44 94 520

Table 2: Paid full-time, part-time and non-ongoing staff by classification and gender at 30 June 2000

Category Full-time   Part-time Non-ongoing   Total  
  Male Fem. Male Fem. Male Fem. Male Fem.
Statutory office holder   1           1
SES Band 2 1           1  
SES Band 1 3 3         3 3
                 
Executive Level 2 14 16       2 14 18
Executive Level 1 26 24   2 2 2 28 28
                 
APS 6 22 48 1 7 1 7 24 62
APS 5 14 40   10 5 3 19 53
APS 4 9 30   5 2 6 11 41
APS 3 10 44   3 4 8 14 55
APS 2 19 50   14 8 24 27 88
APS 1 4 4   2 8 12 12 18
                 
TOTAL 122 260 1 43 30 64 153 367
GRAND TOTAL   382   44   94   520

Table 3: Senior Executive Service (SES) staff movements

Classification Gains Losses Intra-agency mobility
       
SES Band 2 1 (m)    
SES Band 1      

Table 4: Staff by EEO groups and APS classifications at 30 June 2000

Classification Male Female Total INDGa PWDa CLD
Statutory Officer Holder   1 1     1
SES Band 2 1   1      
SES Band 1 3 3 6     1
Executive Level 2 14 18 32 1 1 19
Executive Level 1 28 28 56     30
APS 6 24 62 86   3 57
APS 5 19 53 72   2 35
APS 4 11 41 52 1 3 33
APS 3 14 55 69   1 40
APS 2 27 88 115 1 4 63
APS 1 12 18 30 1 3 25
             
Total 153 367 520 4 17 304

a Data for EEO groups are based on voluntarily supplied information provided by permanent staff for EEO purposes.

EEO - Equal Employment Opportunity

APS - Australian Public Service

INDG - Indigenous

PWD - People with disabilities

CLD - Culturally and linguistically diverse background, first and second generations

Staff Training

The Library continued its use of Personal Development Plans (PDP) for staff as the primary mechanism for determining general staff training needs. During the year, 620 PDP training requests were received, with 90 per cent satisfied. Corporate training was also provided in the areas of contract management, GST, Fringe Benefits Tax, disaster prevention/response and manual handling. The combined outlay on training and development was $370 000. This excludes on-the-job training and mentoring.

Study provisions enabled staff to negotiate access to study and examination leave under a devolved study model.

Table 5: Training days (in person days)

Classification Female Male Total
Senior Executive Service 12 7 19
Executive Level 1-2 146 121 267
APS 5-6 395 264 659
APS 1-4 532 321 853
Total     1798

Glossary

Accrual Budget A comprehensive budget incorporating assets, liabilities, expenses and revenues, as well as cash receipts and expenditures
ALG Australian Libraries Gateway
APS Australian Public Service
Balanced Scorecard A strategic management tool
CD-ROM Compact Disk-Read Only Memory
CJK Chinese, Japanese and Korean database providing script-based cataloguing and location records for documents in those languages
DOFA Department of Finance and Administration
DSP Digital Services Project
EEO Equal Employment Opportunity
Effectiveness The extent to which actual outcomes are achieved, against the outcomes planned, via relevant outputs or administered expenses.
Effectiveness Indicators Indicators to assess the degree of success in achieving outcomes
Finance One Financial Management System
GST Goods and Services Tax
IMAGES1 Database of digital reproductions of pictorial items in the Library collections
IT Information Technology
Kinetica A service providing automated cataloguing and interlending support to Australian libraries
NBD National Bibliographic Database
Outcomes The results, impacts or consequences of actions by the Commonwealth on the Australian community.
Outputs The goods and services produced by agencies on behalf of government for external organisations or individuals.
PADI Preserving Access to Digital Information
PANDORA Preserving and Accessing Networked Documentary Resources of Australia
Performance The proficiency of an agency or authority in acquiring resources economically and using those resources efficiently and effectively in achieving planned outcomes
Performance targets Quantifiable performance levels or changes in level to be attained by a specific date
Quality Relates to the characteristics by which customers or stakeholders judge an organisation, product or service
RAAM Register of Australian Archives and Manuscripts
SES Senior Executive Service

Compliance Index

The table below shows compliance with Commonwealth Authorities and Companies Orders for Reports of Operations, issued by the Minister for Finance and Administration, August 1998, and the Commonwealth Authorities and Companies Orders (Amendment) 1998 for the Financial Statements of CAC Bodies issued by the Minister for Finance and Administration, December 1998.

Report of Operations

Enabling legislation and responsible Minister
Organisational structure
Review of operations and future prospects
Judicial decisions and reviews by outside bodies
Effects of Ministerial directions
Directors
Audit Committee
Indemnities and insurance premiums for officers

While not required from statutory authorities, the Library has also complied with the Requirements for Departmental Annual Reports approved by the Joint Committee of Public Accounts and Audit under subsection 63(2) and 70(2) of the Public Service Act 1999 on 5 April 2000.

Requests for Additional Information

Requests for additional information to be made available to Members of Parliament and Senators should be forwarded to:

The Director-General
National Library of Australia
Canberra ACT 2600
Tel. (02) 6262 1111

Alphabetical Index - not available online


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