National Library of Australia

Annual Report 2004

Home > About Us > Annual Reports
RESOURCES
PREVIOUS PAGENEXT PAGE

Corporate management issues

People Management

Workforce Planning

The Workforce Planning Committee is responsible for overseeing workforce planning initiatives across the Library resulting from changes in the workforce demographics and the evolving nature of our operating environment. The Workforce Planning Committee met seven times during the year. The issues considered included:

competencies and skills required at the executive level

graduate recruitment

learning management systems

performance management framework

a program to promote a healthy work and life balance

recruitment and development of Indigenous staff

recruitment and retention of staff

staff mobility

strategic training initiatives

succession planning for senior officers.

Industrial Democracy: Certified and
Workplace Agreements

The Library’s Consultative Committee is a forum for consultation and discussion between management, staff and unions. The Committee met three times during the year, and discussions included the Performance Management Framework, the Certified Agreement, results of staff surveys, and amenities such as public car park lighting and the provision of an automatic teller machine in the Library.

The National Library of Australia Certified Agreement 2002–2004 under s.170LJ of the Workplace Relations Act 1996 was due to be replaced by 1 July 2004. A Certified Agreement Negotiation Committee was set up to negotiate a new Agreement and met 10 times over a six-month period. Comprising five management, six staff and two union representatives, as well as representatives from the Commonwealth Public Sector Union and the Media, Arts & Entertainment Alliance, the Committee consulted with staff throughout the Library and brought their issues to the negotiation table. The main concerns for staff were the salary offer, the term of the Agreement and the impact of the proposed introduction of pay parking in the Parliamentary Zone.

The Library was unable to reach agreement with employee representatives on the terms and new conditions and has moved to negotiate an agreement direct with staff under section 170LK of the Workplace Relations Act 1996. The current Agreement will remain in force until 29 July 2004.

Remuneration, Including Non-salary Benefits

In accordance with the Principal Executive Office arrangements, the National Library Council determines the Director-General’s remuneration.

At 30 June all eight Senior Executive Service (SES) and 53 of the non-SES staff were covered by Australian Workplace Agreements and the remaining 430 staff were covered by the National Library of Australia Certified Agreement 2002–2004.

The remuneration for SES and non-SES staff covered by an Australian Workplace Agreement is determined by the Director-General after consultation between the employee and the respective Division Head.The salary ranges for classifications below the SES level are set out on page 29.

Under Performance Management System ratings, 489 staff were eligible to participate in performance assessments that were linked to possible performance pay outcomes in the reporting period.

Staff also have access to a range of non-salary benefits including flexible working hours, additional study leave for distance education, cashing out of some annual leave entitlements, uncapped personal leave for caring purposes, ability to take maternity leave at half pay and additional purchased leave provisions. SES staff members have an entitlement to a vehicle and mobile phone.

Fraud Risk Assessment and Fraud Control Plan

During the year the Library reviewed and updated its Fraud Risk Assessment, Fraud Control Plan, Fraud Risk Management Policy and Fraud Investigation Policy. The revisions were prepared by the internal audit contractor and endorsed by the Audit Committee in February 2004. The Library also has in place appropriate fraud prevention, detection, investigation, reporting and data collection procedures and processes which, together with the Fraud Risk Assessment and Fraud Control Plan, meet the specific needs of the Library and comply with the Commonwealth Fraud Control Guidelines.

Establishment and Maintenance of Appropriate Ethical Standards

As part of the Library’s induction program, all new staff receive a formal briefing in ethics and probity, including an overview of the Australian Public Service Values and Code of Conduct, and a brief introduction to the Library’s Fraud Management Policy. The Library’s program of fraud awareness training was continued during the year. The program was based on the Library’s Fraud Risk Management Policy, the Australian Public Service Code of Conduct, the Australian Public Service Values, and the Library’s Fraud Control Plan.

Disability Action Plan

The Library continued to implement its Disability Action Plan for 2002–2004. The plan represents a commitment by the Library to meet its obligations under the Disability Discrimination Act 1992 (Cwlth) and to ensuring that people with a disability are not unfairly disadvantaged as clients of the Library or in any aspect of the Library’s employment or working environment. The plan sets out a number of specific actions that the Library is committed to undertake over the two years and beyond.The following initiatives were completed during the year: Screen-reader software was provided in the Main Reading Room to allow blind and visually impaired users to ‘read’ computer screens The Library’s new online catalogue, implemented in December 2003, makes it easier for users throughout Australia to find collection items in alternative formats such as braille, large print, talking books and captioned videos A specific program of Library tours was run for children with disabilities, and children with disabilities were regularly included in the Library’s school holiday program.

Many of the actions in the plan are ongoing. Initiatives to be carried forward into the next financial year include publishing the Library’s Service Charter in large print, and the continuing investigation of suitable speech recognition software to assist people with disabilities to use computers. In addition, the Library contributed to improving access to libraries nationally for people with a disability by hosting a second Forum on Library Services for People with Disabilities in December 2003. Outcomes from the Forum include:

A database of alternative format master copies for the tertiary education sector has been set up by the Copyright Agency Limited. The database contains information about resources held by libraries throughout Australia

The Library is convening a group of external stakeholders to discuss standards and technical issues relating to library services for people with disabilities

Improvements were made to the way that alternative format materials, held in Australian libraries, are recorded on the National Bibliographic Database (Kinetica).

Workplace Diversity Program

At 30 June 2004, 71 per cent of Library staff were female and approximately 31 per cent had identified that they were from a culturally and linguistically diverse background. The Library has undertaken to review the current Workplace Diversity program. A revised program will include reference to current initiatives that address workforce issues such as work–life balance and mature-age workers.

Occupational Health and Safety

The Occupational Health and Safety Committee met four times throughout the year and dealt with a range of issues relating to health and safety principles and practices. The committee comprises 10 elected staff, three nominated staff representatives and three nominated management representatives. The elected staff representatives are provided with training in Occupational Health and Safety (OH&S) legislation and the OH&S representative roles through the Workwatch Training Centre.

An occupational therapist conducted a program of workplace assessments for all staff at the Library. One hundred and twenty staff received individual assistance and attention. In addition, seminars and ergonomic advice were provided to staff throughout the year.

On World Health Day, 7 April 2004, the Library launched a program of health and wellbeing initiatives which were offered on 28 April 2004. Staff were provided with health and wellbeing training and information seminars, health screening and advisory documentation and a range of activities designed to raise their awareness about healthy work and life practices. Feedback on the program was overwhelmingly positive and there were 427 separate staff attendances at each of the events during the day. The program will continue to promote a healthy work and life style and provide management and staff with an appropriate avenue for sharing best practice occupational health and safety advice.

There were two reportable incidents during the reporting period. All recommended action has been managed and completed under the health and safety rehabilitation guidelines.The Library has not been issued with notices or directions under sections 29, 45, 46 or 47 of the Occupational Health and Safety (Commonwealth Employment) Act 1991.

Asset Management
Asset Management Committee

Throughout the year the Asset Management Committee continued to place emphasis on effective whole-of-life asset management by its business units in accordance with the Australian National Audit Office Asset Management Guide 1996. The Committee monitors the Library’s Asset Management Strategic Plan 2002–2005 and assesses the implementation of Asset Acquisition Programs for each financial year. It also drafts three-year forward Asset Acquisition Programs for strategic planning purposes and oversights Asset Disposal Programs. Major assets purchased this year included the new Integrated Library Management System, local area network cabling, compactus shelving and photocopy, facsimile and scanning machines.

Collection Asset

The Library’s collections were valued at over $1.5 billion by the Australian Valuation Office in consultation with the Australian Bureau of Statistics. The collection is the Library’s major asset, on which many of the Library’s services are based. During the year the Library estimated the useful life of its collections to assist the revision of the Collection Depreciation Policy.

Land and Buildings

The Library’s land and buildings are valued at $150.582m. The major components of these assets are managed through the Long-Term Strategic Management Plan for the Building Asset. The plan provides a full condition appraisal and life-cycle cost analysis of the total building asset and includes a 15-year forward maintenance program. The plan is updated every three years and is due for review in 2005.

As part of a service-wide review of property management, the Australian National Audit Office found that the Library’s property management services were operating efficiently and made four recommendations across agencies relating to planning and control processes.

During the year the Library reviewed its delivery of property management services and implemented strategies to address the recommendations of the report.During the year the Library was consulted by the National Capital Authority regarding a proposal to redevelop the Library’s forecourt. As part of this process, the Library’s collection of design and working drawings and photographs was also consulted. It is anticipated that the construction of the forecourt will commence in 2005.

Plant and Equipment

The remaining material assets are managed through the use of an Asset Register. Total value of the plant, equipment and intangible assets is $10.240m. The Library continues to use an integrated life-cycle management policy for these assets.

Security

Under the oversight of its Emergency Planning Committee the Library continued its program to upgrade security. The Committee, which is chaired by the Assistant Director-General, Corporate Services and reports to the Director-General, monitors all aspects of protective security and emergency planning. The Committee members are senior staff with responsibility for corporate communications and the security of the collections, the building and the people who use them. The program to upgrade security reflects the priorities in the Library’s Risk Management Register. This year the program included improvements to the security of the building and people, improvements to systems and procedures for managing emergencies, and improvements to service levels in the contract for guarding services. Training in disaster awareness was provided again this year to ensure that Library staff are familiar with procedures for responding to disasters that threaten the Library’s staff, collection, building assets and reputation.

Energy Consumption and Environment Protection

To meet the reporting requirements of Section 516A of the Environment Protection and Biodiversity Conservation Act 1999 (Cwlth) the Library has developed and is implementing an Ecologically Sustainable Development Program. The Ecologically Sustainable Development Program includes enhanced procurement guidelines to encourage the selection of suppliers that provide environmentally sustainable products, targets for recycling of aluminium cans, fine paper, cardboard and toner cartridges, maintenance of energy efficient systems and reduction of energy consumption.

Competitive Tendering and Contracting

The Library continued market testing and utilising outsourcing options in cases where it could be demonstrated to be cost-beneficial.
No changes to outsourced functions occurred during the year.

Ms Nada Roude and Sir James Gobbo Ms Nada Roude, Islamic Council of NSW, receives her Multicultural Documentary Heritage Workshop Certificate from Sir James Gobbo, AC, CVO, Chairman of the National Library of Australia Council.
Purchasing Policies

Consistent with core Commonwealth policies and principles the Library continued to focus on the provision of cost-effective contract management and procurement activities. A new single point of reference was established within the organisation to offer increased accessibility and guidance on corporate purchasing. An initial task was to examine the current tender documentation with the intent of improving functionality for both the Library and those that wish to seek our business.

All Library contracts for outsourced functions provided the opportunity for the Auditor-General to have access to the contractor’s premises. There were no contracts recorded as exempt from inclusion in the Purchasing and Disposal Gazette.

Discretionary Grants

The Library operates four discretionary grant programs:

Community Heritage Grants
The Library, with assistance from the Department of Communications, Information Technology and the Arts; the Department of Immigration and Multicultural and Indigenous Affairs; the National Archives of Australia; and the Australian Film Commission offered grants of up to $8000 to assist Australian community organisations to preserve nationally significant documentary heritage collections.

Harold White Fellowships
The Library awards a limited number of fellowships to enable established scholars and writers to work for periods of three to six months on material in the Library’s collections.

At the Future Memory Exhibition

Mr Nicholas Paspaley AC, Sir James Gobbo AC, CVO, Ms Jan Fullerton,
Ms Roslynne Bracher and Mr Peter Goldsworthy MD at the Future Memory exhibition.

Norman McCann Summer Scholarships
The Library awards a limited number of scholarships for young Australians to support research on Australian history or literature at the Library for six weeks during January and February.

National Library of Australia Folk Festival Fellowship
The Library provides a short residency for a folk performer to research original source materials in the Library’s collections and prepare for a performance at the National Folk Festival.

Cooperation on Corporate Management Issues within the Communications, Information Technology and the Arts Portfolio

The Library continued to chair the Corporate Management Forum, composed of senior executives with corporate management responsibilities from 10 agencies within the Communications, Information Technology and the Arts portfolio, and two other agencies. The forum considers common issues in the areas of personnel management, financial management, infrastructure management, corporate planning, information technology and public programs with a view to achieving economies of scale and best practice.

The forum met nine times during the year. Key issues considered included:

annual reporting

depreciation expenses

fraud management

implementation of the outcomes of the Review of Cultural Agencies

insurance of collections

joint training initiatives

management of physical security threats to national agencies

records management software.