CONFERENCE ARCHIVE

MINUTES OF THE TWENTY-EIGHTH APHEA CONFERENCE
held in Canberra from 31 January to 2 February 2000

• PRESENT
• WEDNESDAY, 31 JANUARY 2001
• THURSDAY, 1 FEBRUARY
• FRIDAY, 2 FEBRUARY

PRESENT

Delegates:

Observers:

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WEDNESDAY, 31 JANUARY 2001:

Conference met at 4.05 p.m.

Official welcome by Mr John Templeton, Secretary; and Ms Val Barrett, Group Manager, Client Services Group, Department of the Parliamentary Reporting Staff, Commonwealth of Australia.

Ms Barrett welcomed delegates to the conference and introduced Mr Templeton to make the keynote address.

After welcoming delegates to Canberra, particularly overseas visitors, Mr Templeton outlined the three principal issues facing Hansard departments in the future: identifying, recruiting, selecting and retaining staff; accountability requirements as users of public moneys; and cost benefits of technology.

(For full report of above agenda item reference should be made to the transcript of proceedings)

2. HANSARD IN THE MULTIMEDIA ENVIRONMENT

Presentation by Mr Peter Ward, Group Manager, Technical Services; and Mr Leang Ly, Assistant Director, Technical Services, Department of the Parliamentary Reporting Staff.

The presentation included a demonstration of webcasting and an outline of the department’s project, Video on Demand, which aims to provide a video and audio service under the direct control of the users with the need for an intermediary.

Ms Williams, Editor of Debates, Department of Parliamentary Debates, Victoria and the Secretary of the APHEA demonstrated the association’s new web site that had been developed during the year as a result of a decision taken at the 2000 conference.

Ms Williams and the site designer, Ms Michelle McIntyre, a former employee of Hansard Victoria, were formally thanked by the association. for their work.

(For full report of above agenda item reference should be made to the transcript of proceedings)

Conference adjourned 4.12 p.m.

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THURSDAY, 1 FEBRUARY:

Conference met at 9.04 a.m.

3. CONFERENCE FORMALITIES

1. Welcome to new guests/members

The Vice-President (Ms Barrett) welcomed the following new participants:

Ms Judy Somogyi (NSW)

Ms Joan Richard, (SA)

Mr Bunam Lakasa (PNG)

Mr Doug Rohl (Qld)

Mr Russell Bremner (WA)

Ms Mary Harris (NZ)

Mrs Tutai Manavaroa (CI)

The Vice-President also welcomed the observer from the United Kingdom, Ms Catherine Fogarty.

2. Apologies

The Vice-President (Ms Barrett) informed the conference of the absence of Mr Seah Ah Ee (Singapore).

3. Condolences, retirements and appointments

Death of Mr Paul Smith, Clerk Assistant (Hansard), New Zealand

Ms Harris (NZ) informed the conference of the death of Mr Paul Smith, Clerk Assistant (Hansard) New Zealand.

Ms Harris outlined Mr Smith’s career with the New Zealand Parliament, commencing in the Library in 1976. He joined the Office of the Clerk in 1987 and moved to a senior management role in 1991. Ms Harris noted the great loss to the department.

Ms Osmond (NT) endorsed the comments of Ms Harris and noted that she had worked with Mr Smith for a number of yeas.

Ms Barrett (Vice-President) moved, seconded Ms Harris (NZ):

That the Australasian and Pacific Hansard Editors Association conference members express extreme sorrow at the passing of Mr Paul Smith.

Motion agreed to unanimously.

Retirement of Mr Neil Burrell, Editor, Parliamentary Debates, Western Australia

Mr Bremner (WA) noted that Mr Neil Burrell retired after 34 years service. He was the longest serving parliamentary officer in Western Australia at the time.

Mr Rohl (Qld) noted his friendship with Mr Burrell and wished him well in his retirement.

Ms Williams (Vic) thanked Mr Burrell for the help he had given her.

Pending retirement of Mr Bill Washington, Editor of Debates, Tasmania

Mr Washington (Tas) informed the conference that he would be retiring during the year. He noted that the recently appointed deputy, Ms Jenny Batchelor, would replace him.

Appointment of Mr Keith Ryder, Editor of Debates, Australian Capital Territory

Ms Barrett (Vice-President) congratulated Mr Ryder (ACT) on the confirmation of his appointment as Editor of Debates, Australian Capital Territory.

Retirement of Mr Bill Garland, Deputy Editor, Official Report, United Kingdom

Ms Harris noted the retirement of Mr Bill Garland.

Ms Barrett (Vice-President) congratulated Ms Harris on her appointment as Deputy Editor.

Retirement of Mr Alan Watson, Chief Reporter, Queensland

Mr Rohl (Qld) spoke about the retirement in October 2000 of Mr Watson. He noted that Mr Watson led the department for 10 years during a time of great change.

Mr Ryder (ACT) noted his friendship over many years with Mr Watson. Queensland.

Ms Williams (Vic) referred to the assistance provided to her by Mr Watson.

Retirement of Mr Jim Leahy, Leader of Hansard Staff, South Australia

Ms Richards, (SA) noted the retirement that day of Mr Jim Leahy due to ill health, and her appointment to the position.

Ms Williams (Vic) referred to Mr Leahy’s attendance at previous conferences.

Appointment of Ms Judy Somogyi, Editor of Debates, New South Wales

Ms Somogyi (NSW) noted the involvement of Mr Mark Faulkner as a member of the association during the 2½ years in which he was the Acting Editor of Debates.

Ms Barrett (Vice-President) moved, seconded Ms Somogyi (NSW):

That the Australasian and Pacific Hansard Editors Association record its deep appreciation of the contributions of Mr Neil Burrell, Mr Alan Watson, Mr Jim Leahy and Mr Mark Faulkner.

4. Minutes of twenty-seventh meeting held in Sydney, 2000

Mr Washington (Tas) moved, seconded Mrs Manavaroa (CI):

That the minutes of the twenty-seventh meeting held in Sydney in 2000 be adopted as a true and accurate record.

Mr Lakasa (PNG) confirmed that the Parliament of Papua New Guinea would host the twenty-ninth eighth conference of the association in 2002. It was suggested that the conference would be held in the second week of January and that the exact date and venue would be confirmed.

6. Election of office-bearers

Ms Williams (Vic) moved, seconded Mr Ryder (ACT):

That Ms Val Barrett, Manager, Client Services, Department of the Parliamentary Reporting Staff, Commonwealth of Australia, be elected President of the Australasian and Pacific Hansard Editors Association for the ensuing 12 months and that she be the Chairman of the Conference.

The Chairman (Ms Barrett) moved, seconded Mr Bremner (WA):

That Mr Bunam Lakasa, Principal Parliamentary Reporter, Parliament of Papua New Guinea, be elected Vice-President of the Australasian and Pacific Hansard Editors Association for the ensuing 12 months.

Motion agreed to unanimously.

7. Exchange of information

The Chairman (Ms Barrett) indicated that the information provided by various members had been provided to delegates in folders.

The Chairman also mentioned that that sort of information should be posted on the web site and there should be no need for the exchange of hard copies at future conferences.

(Discussion ensued on reciprocal reporting arrangements and digital recording. For full report of discussion reference should be made to the transcript of proceedings.)

4. HOME-BASED WORK

Presentation on home-based work by Mr Brian Cheetham, Director, Corporate Improvement; and Mr Leang Ly Assistant Director, Technical Services, Department of the Parliamentary Reporting Staff.

Mr Cheetham showed a computer display relating to world telecommuting trends and the client satisfaction survey conducted by DPRS.

Mr Ly spoke about the technology required for successful operation of home-based work.

Discussion ensued on what sort of work could be done at home and the various opinions of the delegates on the subject.

Conference suspended 11.02 a.m. until 11.25 p.m.

5. TRAINING, RECRUITMENT, PERFORMANCE COMMUNICATION, STAFF DEVELOPEMANT AND OCCUPATIONAL HEALTH AND SAFETY

Ms Judy Tahapehi, Acting Director Personnel; Ms Ceinwyn Whittaker, Acting Manager HRD; and Ms Brigitte Pratt, OH&S Coordinator, Department of the Parliamentary Reporting Staff conducted a workshop with delegates on training, recruitment, performance communication and staff development. After separating into small groups, delegates reassembled and discussed the issues that had been put to them.

Ms Pratt then outlined to the conference the occupational health and safety program DPRS has in place to comply with relevant government legislation.

Conference suspended 1.11 p.m. until 2.15 p.m.

6. TOUR OF BROADCASTING, SOUND AND VISION FACILITITES

Mr Eric Alchinger, Broadcasting Services, Department of the Parliamentary Reporting Staff, led delegates on a tour of the facilities and equipment the Parliament of the Commonwealth of Australia uses to broadcast and record proceedings of Parliament and for other purposes.

7. DIGITAL AUDIO

Mr Russell Lutton, Director Staffing; and Mr Neil Pickering, Department of the Parliamentary Reporting Staff led a discussion on digital audio recording and outlined to delegates the system used by the Commonwealth Parliament.

8. HANSARD PRODUCTION SYSTEM

Mr Ian Heffernan, Project Manager, HPS, Department of the Parliamentary Reporting Staff; and Mr Geoff Howes and Mr Stewart Baden, Aspect Computing, demonstrated the production system used by the Commonwealth Parliament. A computer display was shown to delegates to explain how the system operates.

Conference adjourned 5.10 p.m.

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FRIDAY, 2 FEBRUARY:

Conference met at 9.34 a.m.

9. PUBLISHING, INDEXING AND TEXT MARK-UP

Mr Ian Heffernan, Project Manager, HPS, Department of the Parliamentary Reporting Staff; and Mr Stewart Baden and Mr Geoff Howes, Aspect Computing, spoke to a computer display outlining in detail aspects of publishing, in design and text mark-up, focusing particularly on SGML codes.

10. EDITING GUIDELINES, ROSTERING AND WORK PRACTICES

Mr Trevor Fowler, Director Chambers, Department of the Parliamentary Reporting Staff spoke to delegates about how technology has impacted on the way DPRS edits and produces Hansard. Mr Fowler outlined how Hansard used to be produced and why that has changed then led delegates in a discussion on his presentation.

Mr Fowler explained to delegates the staffing arrangements for reporting the proceedings of both the chambers and committees and the principles on which the rostering is based.

Further discussion took place on editing guidelines and policies covering corrections, allowing members to listen to the tape and a number of other related issues.

Conference suspended 11.17 a.m. until 11.30 a.m.

11. FEEDBACK MECHANISMS, CLIENT SURVEYS AND PERFORMANCE REPORTING

Mr Brian Cheetham, Director Corporate Improvement; Mr Gary Lilley, Business Manager; and Mr Russell Lutton, Director Staffing, Department of the Parliamentary Reporting Staff, presented a computer display on feedback mechanisms, client surveys and performance reporting, focusing on financial perspectives, clients, staff and business processes. Mr Cheetham went through the findings of the department’s client survey and undertook to send copies of the survey and its findings to delegates at a later date.

Mr Lilley spoke about performance measurement and business management with particular reference to how statistical information on performance is gathered and how that is then used to identify trends and improve performance.

(For full report on above agenda item reference should be made to the transcript of proceedings.)

Mr Washington (Tas), on behalf of all delegates, thanked Ms Barrett (President) and all the staff of the Department of the Parliamentary Reporting Staff who had been involved in the presentations to delegates.

The Chairman (Ms Barrett) acknowledged the huge effort of her staff who had put together the presentations and made their time available to delegates.

Carolyn Williams, Secretary

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