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Official Establishments Annual Report 2002-2003

Contents

• Official Establishments Annual Report 2002-2003 - PDF 997KB

Letter of Transmittal

1. Introduction

1.1 Origins and Role of the Official Establishments Trust
1.2 Membership
1.3 Acknowledgments

2. Responsibilities

2.1 Official Establishments Trust
2.2 Office of the Official Secretary to the Governor-General
2.3 Department of the Prime Minister and Cabinet

3. Policy and Planning

3.1 Policy Considerations
3.2 Planning Approach

4. Activities of The Trust

4.1 Meetings of the Trust
4.2 Government House
4.3 Admiralty House
4.4 The Lodge
4.5 Kirribilli House

5. The Australiana Fund

5.1 Origins and Administration of The Australiana Fund
5.2 Acquisitions during 2002-03

6. Financial Allocations

6.1 Expenditure 2002-03
6.2 Vice-Regal Residences - Government House and Admiralty House
6.3 Prime Minister's Official Residences - The Lodge and Kirribilli House

Contact Officer

Copyright Statement

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1. Introduction

1.1 Origins and Role of the Official Establishments Trust

In September 1976, the Fraser Government appointed an independent committee, the Committee on Official Establishments, to advise on the operation, conservation and long term development of the four official residences of the Commonwealth. The final report of that committee, issued in May 1979, recommended that the Official Establishments Trust be established as a permanent, independent body to provide advice relating to the official residences: Government House and The Lodge in Canberra, and Admiralty House and Kirribilli House in Sydney.

The establishment of the Official Establishments Trust (the Trust) as an independent non-statutory body was announced in parliament by the then Prime Minister, The Right Hon Malcolm Fraser AC, on 20September 1979. A review of the operation of the Trust was conducted in October 1995. Following the review the then Prime Minister, the Hon Paul Keating, approved the continuation of the Trust's organisation and functions as set out in its Charter.

As stated in the Charter, the role of the Trust is to provide considered and objective advice on the conservation and development of the official establishments' buildings and grounds, and on the standards and adequacy of the facilities and accommodation they supply. The Trust also provides continuity of approach through long term planning and has primary responsibility for ensuring that works are carried out in accordance with the long term plans commissioned by the Trust.

The Official Establishments Trust Charter is as follows.

The Trust shall be responsible for advice to the government on the conservation and development of the buildings and grounds of the Official Establishments of the Commonwealth of Australia.

The Trust's principal functions shall be to advise the Prime Minister on:

• the conservation and development of the buildings and grounds of the Official Establishments in both the short and long term;
• the standard of facilities, furniture and fittings necessary for the operation of the Official Establishments;
• the accommodation needs within the Official Establishments of the Governor-General and the Prime Minister, their families, guests and staff, and of dignitaries visiting Australia as official guests of the government;
• the estimates of annual expenditure in relation to the conservation and development of the buildings, facilities, furniture and fittings, and grounds of the Official Establishments; and
• such other matters concerning the Official Establishments as may be referred to it by the government.

In providing advice the Trust should ensure, through close consultation with the occupants, that the personal preferences of the occupants are taken into account, particularly in respect to the private apartments of the Official Establishments. The Trust should also have special regard for the ceremonial and historical aspects of the Official Establishments and for the requirements of other authorities and organisations concerned with the National Estate.

The Trust's major recommendations will be submitted, in the first instance, to the Prime Minister, and the Trust will submit to the Prime Minister each year a report concerning its activities and operations.

The Trust undertakes its advisory role in consultation with the occupants of the residences and representatives of the Office of the Official Secretary to the Governor-General and the Department of the Prime Minister and Cabinet, and in line with heritage guidelines and principles.

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1.2 Membership

The Prime Minister appoints members of the Trust for terms of two to three years. There are no positions on the Trust for ex-officio government members or representatives nominated by particular non-government organisations.

Membership of the Trust was reviewed during 2002. With the departure of MrEspieDods, who was not able to accept an offer of reappointment to the Trust, MrPeter Watts was appointed as a new trust member for a term of three years, commencing 11June 2002. Mr Bruce Trethowan was reappointed for a period of two years, commencing on 2 August 2002. The members of the Trust as at 30 June 2003 and their periods of appointment (including reappointments) are as follows.

Member	Appointment
Mr Richard Griffin AM (Chairman)	7 June 1999 - 6 June 2005
Mr Bruce Buchanan	31 May 1994 - 7 June 2004
Mr Bruce Trethowan	2 August 1996 - 1 August 2004
Mrs Elaine Lawson	7 June 1999 - 6 June 2005
Mrs Gay Stanton	8 June 2001 - 7 June 2004
Mr Peter Watts	11 June 2002 - 10 June 2005

Mr Griffin has a distinguished business career and has been Chairman of The Australiana Fund since 1995. MrBuchanan and Mr Trethowan are highly respected architects. MrsLawson was the Senior Curator, Australian Capital Territory Historic Places, until her retirement on 20July2001. Mrs Stanton is a highly respected landscape designer. Mr Watts is Director of the Historic Houses Trust of NSW and complements the Trust with a detailed understanding of heritage issues associated with historic buildings.

Although the Remuneration Tribunal reviewed allowances (with effect from 5 April 2003), the sitting fees payable to members of the Trust remained the same - $610 per day for the Chairman and $460 per day for other Trust members. The tribunal set travelling allowance rates at $350per overnight stay in Sydney and $290 per overnight stay in Canberra.

1.3 Acknowledgments

The Trust acknowledges the assistance and cooperation it received from many people during the year. In particular, it acknowledges the assistance and cooperation of the former Governor-General and his wife, Their Excellencies the Right Reverend DrPeterHollingworth, AC, OBE and Mrs Ann Hollingworth; the Prime Minister and his wife, the Hon. John Howard, MP and Mrs Janette Howard; the Office of the Official Secretary to the Governor-General; the Official Establishments Unit of the Department of the Prime Minister and Cabinet; and various authorities and consultants.

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2. Responsibilities

2.1 Official Establishments Trust

The Trust is an advisory body without executive powers and consequently relies on the Department of the Prime Minister and Cabinet and the Office of the Official Secretary to the Governor-General for consultation and for carrying out its recommendations following approval or agreement. It is only with their goodwill that the Trust can effectively perform its role.

The Trust's responsibilities fall into the following main areas:

• buildings
• gardens and grounds
• internal refurbishment of public areas.

The Trust is not responsible for addressing the day-to-day operational requirements of the official establishments.

The Trust exercises its role in relation to the four official residences through its contributions to project planning and recommendations in relation to appropriate consultants and procedures. The Trust also makes recommendations in relation to possible future works required in order to properly conserve and develop the buildings and grounds and maintain appropriate standards of facilities for the official residences.

2.2 Office of the Official Secretary to the Governor-General

The statutory office of Official Secretary to the Governor-General was created in 1984 by amendment to the Governor-General Act 1974. Responsibilities of the Official Secretary include the management, maintenance and operation of Government House in Canberra and Admiralty House in Sydney, the Governor-General's two official residences.

Funds for the upkeep of these residences are appropriated to the Office of the Official Secretary to the Governor-General. The Official Secretary reports to the parliamentannually concerning the expenditure of those funds. Details of such expenditure during 2002-03 are provided in section 6 of this report and in the 2002-03 Annual Report of the Office of the Official Secretary to the Governor-General.

2.3 Department of the Prime Minister and Cabinet

The Prime Minister's official residences, The Lodge in Canberra and Kirribilli House in Sydney, are administered by the Department of the Prime Minister and Cabinet using funds appropriated to the department by the parliament for that purpose. The department also provides secretariat support to the Trust. A senior officer of the department's People and Resource Management Branch undertakes the role of Secretary to the Trust.

Funds are provided through departmental appropriations to enable the Trust to carry out its duties in accordance with its Charter. Expenditure details in relation to the management of the Prime Minister's two official residences are included in section 6 of this report and in the department's 2002-03 Annual Report.

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3. Policy and Planning

3.1 Policy Considerations

The four official residences are included on the Register of the National Estate (all except The Lodge incorporate structures that predate Federation). The Trust therefore has a responsibility to ensure that all works carried out are consistent with the philosophical approaches of the relevant conservation plans and the integrity of the residences.

The Canberra residences are also Designated Areas under the Australian Capital Territory (Planning and Land Management) Act 1988 and any external works at these establishments are subject to the National Capital Plan and approval by the National Capital Authority.

In all its activities the Trust considers the Statements of Cultural Significance included on either the Register of the National Estate or state heritage registers.

3.2 Planning Approach

The official residences are owned by and maintained for the people of Australia. As the houses are the official residences of the Governor‑General and the Prime Minister of the day, the Trust has to fully consider issues relating to their ongoing use and serviceability. These include matters such as the practicality of the houses, the occupants' level of amenity, and the public's view of the residences' adequacy, style, standard and presentation. Such considerations mean that not only do the official residences need to be cared for, to protect their important historic building fabric, but they must also be able to be adapted, through alterations and additions, to provide the facilities essential for the occupants to perform their official functions effectively and efficiently.

To assist in achieving those aims the Trust has previously commissioned expert consultants to prepare conservation and management reports, tracing the evolution of the houses and appraising their significance, historically and architecturally, and their decorative sequences. The reports give essential guidance, authority and continuity to the upkeep and improvement of the four houses. The grounds and gardens also receive attention and each establishment has a Grounds Conservation Management Plan.

The Trust is concerned that possible delays of certain expenditures relating to the conservation and the amenity of the four official residences is likely to have the effect of delaying future expenditures which could have a long term detrimental effect upon the maintenance, eventual cost and heritage value of the four residences.

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4. Activities of the Trust

4.1 Meetings of the Trust

The Trust usually meets quarterly in Canberra or Sydney. During 2002-03 the Trust met on six occasions: at The Lodge, Canberra in August 2002; Government House, Canberra in September and November 2002; at Admiralty House, Sydney in December 2002; Government House in March 2003; and at Admiralty House in June2003.

To assist in the formulation of advice, Trust members have each been given responsibility in relation to a particular residence. The committee members responsible for each residence report any matters requiring consideration to the Trust. These arrangements are designed to ensure that full account is taken of the needs and views of the occupants while the role of the Trust in relation to the long term maintenance and planning requirements of the establishments is maintained.

During 2002-03, membership of the four House Committees were revised as follows:

Committee	Members
Government House	Mr Richard Griffin AM, Mr Bruce Trethowan, Mrs Elaine Lawson, Mrs Gay Stanton
Admiralty House	Mr Bruce Buchanan, Mr Peter Watts, Mrs Gay Stanton
The Lodge	Mrs Elaine Lawson, Mr Bruce Buchanan, Mr Bruce Trethowan, Mrs Gay Stanton
Kirribilli House	Mr Richard Griffin AM, Mr Peter Watts, Mrs Gay Stanton

4.2 Government House

During the year, further design and development work was undertaken on a range of projects in accordance with the Government House Strategic Plan. The priority projects include the upgrading of office accommodation for the Honours Secretariat, heating at the State entrance and rectifying rising damp in the Overseer's Cottage. Additionally, the development of options and some preliminary design work commenced for the upgrading of the Caretaker's Cottage as residential accommodation for the caretaker.

In last year's report it was noted that design work had been undertaken for the replacement of the weatherboard 'old office' area. In the light of cost estimates for the project and following a review of priorities it was decided not to proceed with this project, at this time. The Trust is of the view that this project should be undertaken expeditiously as possible to replace a temporary structure and to enhance the integrity of the building.

Gardening maintenance carried out in 2002-03 included the renovation of the Gowrie Garden and upgraded irrigation and plantings in the Bravery Garden. A major project completed during the year with funding support from the National Capital Authority was the removal of 'woody weed' from the lake's foreshore of Government House and the planting of new trees that will provide autumn colour and will link Government House with the overall theme of Lake Burley Griffin's foreshore plantings.

Together with Allom and Lovell Architects the Office developed a ten year external painting programme for Government House and other buildings on the property. At the time of reporting the Office was seeking tenders for the first three years of the programme.

4.3 Admiralty House

Minor works were undertaken to replace the workshop doors due to their deterioration and unserviceability, and to replace deteriorated sandstone steps on the veranda. Ongoing maintenance of both the House and gardens continued.

The Office is currently working with Tanner and Associates to update the Admiralty House conservation plan to provide the direction for future works and maintenance programmes.

4.4 The Lodge

The refurbishment of the ground floor reception rooms of The Lodge continued throughout 2002-03. Works to these areas last took place in 1986 and conditions had deteriorated to a point where refurbishment was required.

The two main reception rooms - the morning room and drawing room, formerly known as the 'yellow room' and 'brown room' respectively - have been redecorated.

At reporting date, the work undertaken included the removal of the wallpaper, repainting of the walls and ceilings, restoration of the timber surfaces, replacement of the curtains and carpets and the provision of new furniture.

Interior designer Ms Mary Durack, who provided advice in relation to the redecoration of the dining room in 2000, continued to provide design services for this refurbishment.

Minor maintenance work on the building's exterior, including painting of the entire perimeter wall, was carried out.

The gardens for The Lodge were contracted to a new service provider with only minor maintenance continuing throughout the year. A review of the garden conservation and management plan is scheduled for the upcoming year.

The Trust maintains its view that the standard of facilities at The Lodge is inadequate in a number of respects. In addition to the refurbishment of the reception rooms undertaken this year, the Trust has identified a number of future works and maintenance requirements, not the least of which is the replacement of the slate roof. A strategic plan for The Lodge will be developed during the year and will include a programme for the various works required.

The Trust has in previous years recommended that planning commence for a new official residence for the Prime Minister of Australia. The Trust notes that the Prime Minister has indicated that this is not to be pursued at this time. The Trust maintains its view in principle that a new residence for the Prime Minister should be kept in prospect.

4.5 Kirribilli House

Clive Lucas, Stapleton and Partners continued to provide advice on the building works at Kirribilli House. Only minor work was undertaken during 2002-03 and included a refresher paint to the external walls of the residence and some minor repairs and upgrades to internal areas.

The service provider currently maintaining the gardens changed management, with little effect to the provision of the service. Only minor changes were made to the gardens.

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5. The Australiana Fund

5.1 Origins and Administration of The Australiana Fund

The Australiana Fund (The Fund) was established as a private company in 1978 to encourage direct public participation in the acquisition and preservation of a permanent collection of works of Australian artistic and historical interest for the four official residences.

The collection, owned and maintained by The Fund, is loaned to the four official establishments and is valued at more than $4 million.

The Fund's acquisitions are financed from its own resources and through direct public participation in the form of private and corporate donations. In 1996, the Prime Minister endorsed the continued provision of financial support to The Fund through a government contribution towards meeting administrative costs. In 2002-03, a grant-in-aid of $81,500 was provided to The Fund through the Department of the Prime Minister and Cabinet for that purpose. None of the grant-in-aid funding is used for acquisitions.

Since The Fund's inception, the wife of the Prime Minister of the day has been its President ex-officio. The Trust Chairman, Mr Richard Griffin, AM, is also Chairman of The Fund. Trust member Mrs Elaine Lawson is also a Council member of The Fund, thereby maintaining the links between The Fund and the Trust.

5.2 Acquisitions during 2002-03

During 2002-03, The Australiana Fund acquired the following items:

• Small Display Case c.1850, cedar, with turned frame, five glazed panels surmounted by finials. Located at The Lodge.
• Occasional Table c.1835, Tasmanian Fiddleback Blackwood, rectangular with a single drawer over an octagonal tapering column, quadriform base and bun feet. Located at Government House.
• Book - Changi Days The Prisoner as Poet by Sir David Griffin CBE (Kangaroo Press, Roseville Australia 2002) four copies. A copy located in each residence.
• Drawing Room Stool c.1860, by Andrew Lenehan, made from imported rosewood and Australian cedar, with cabriole legs and serpentine shaped sides. Located at The Lodge.

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6. Financial Delegations

6.1 Expenditure 2002-03

The Trust, in accordance with its Charter, provides advice to government in relation to proposed expenditure for capital works and services, repairs and maintenance, including grounds maintenance, and furniture and fittings. The Trust has no funds allocated to it (therefore no grants are provided by it) and all expenditure on the official establishments is undertaken through appropriations to either the Office of the Official Secretary to the Governor‑General or the Department of the Prime Minister and Cabinet.

The Portfolio Budget Statements for the Prime Minister and Cabinet Portfolio provide summary information on appropriations for the official establishments.

6.2 Vice-Regal Residences - Government House and Admiralty House

The following table, based on data provided by the Office of the Official Secretary to the Governor-General, provides details of appropriations and expenditure for 2002-03 and expenditure for 2001-02 in relation to Government and Admiralty Houses.*

	2002-03 Appropriation $	2002-03 Expenditure $	2001-02 Expenditure $
Governor-General's office and establishments
Running costs, repairs and maintenance	779,600	635,913	761,953
Capital works and services
Buildings, works, plant and equipment	734,000	475,220	516,574
TOTAL	1,513,600	1,111,133	1,278,527

* These expenditure figures include repairs and maintenance costs, property operating expenses and capital works and services expenditure only. Other expense items associated with the management of the Governor-General's residences - such as wages, household costs and the costs of guarding, security maintenance and so on - are not included.

6.3 Prime Minister's Official Residences - The Lodge and Kirribilli House

The following table, based on data provided by the Department of the Prime Minister and Cabinet, provides details of appropriations and expenditure for 2002-03 and expenditure for 2001-02 for The Lodge and Kirribilli House.*

	2002-03 Appropriation $	2002-03 Expenditure $	2001-02 Expenditure $
Administered
Maintenance and conservation - Prime Minister's official residences	544,186	442,703	430,245
TOTAL	544,186	442,703	430,245

* These expenditure figures include maintenance and conservation (including grounds maintenance) and capital works expenditure only. Other expense items associated with the management of the Prime Minister's residences - such as wages, household costs and the costs of guarding, security maintenance and so on - are not included.

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Copyright Statement

© Commonwealth of Australia 2003

This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced by any process without prior written permission from the Commonwealth available from the Department of Communications, Information Technology and the Arts. Requests and inquiries concerning reproduction and rights should be addressed to the Commonwealth Copyright Administration, Intellectual Property Branch, Department of Communications, Information Technology and the Arts, GPO Box 2154 Canberra ACT 2601 or posted at http://www.dcita.gov.au/cca.

Produced by the Department of the Prime Minister and Cabinet.

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Contact Officer

Secretary
Official Establishments Trust
Department of the Prime Minister and Cabinet
3-5 National Circuit
BartonACT2600

Telephone: (02) 6271 5196
Fax: (02) 6271 5033

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