Arts minister

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National

 Gallery of
 Victoria
  
    

Victorian Arts Centre

 180 St. Kilda Road
 Melbourne 3004
 Telephone 62 7411
 Cables NATGALVIC
  
    

MINISTRY FOR THE ARTS


Council of Trustees of the National Gallery

 of Victoria
  
    

National Gallery of Victoria Code VA: 0929



F,0,I. PART II STATEMENTS


Date of Issue: Currency of Statement:


10 July, 1984

 5 July, 1984
  


NATIONAL GALLERY OF VICTORIA VICTORIAN FREEDOM OF INFORMATION ACT 1982

 PART II PUBLICATION REQUIREMENTS
  
    

Statement 1 Organization and Functions Page No



■ —

Establishment

1


-

Principal Officer

1


-

Address

1


-

Acts Administered

1


-

Introduction

1-2


-

Organization

2-3


- ;

Functions

4


-

Consultative Arrangements

4


-

Decision Making Powers

4


-

List of Committees

5


••

Art Foundation of Victoria

5

Statement 2

Categories of Documents




Description of Record-Keeping Systems

1



Other Documents

1-2

Statement 3

F.O*

I. Arrangements

1


_

Published Information on F.O.I.

1


-

F.O.I. Access Arrangements

1


-

Identification of Documents

1


-

Charges

1


-

Nominated Officer of the Department

2



Library/Resding Room

2

Statement 4

Publicity Services

1

Statement 5

\ Procedures and Guidelines


Manuals Guidelines and Procedures

 Used in Decision-Making
  
    

1


MINISTRY FOR THE ARTS NATIONAL GALLERY OP VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY


NATIONAL GALLERY OF CODE; VA0929 VICTORIA


ADDRESS


180 ST. KII.DA ROAD,

 MELBOURNE VIC 3004
  
    

STATEMENT Is


ORGANIZATION AND FUNCTIONS


1.1 Preliminaries


Establishment;

 Principal Officer;

Director; Address;


Branch Gallery: Opened 1977


Acts Administered;

 1.2 Introduction
  
    

1861 President, Council of Trustees; Sir Andrew Grimwade Mr. P, McCaughay 180 St. Kilda Road

 Melbourne. Vic, 3004

Telephone No.; 62 7411

 Telegraphic Code:     Natgalvic

Banyule Gallery

 60 Buckingham Drive
 Heidelberg. Vic. 3084

Telephone No.; 459 2535 National Gallery of Victoria Act 1966.


The National Gallery of Victoria houses the State collection of

 works of art and is responsible for developing, managing and
 preserving the collection for the public benefit. The National
 Gallery of Victoria provides a range of public programs of
 exhibitions and education and publishes books and catalogues on
 the State collection and related exhibitions.

The National Gallery of Victoria displays, acquires new works for

 and mounts special exhibitions from the State collection. It
 pursues a vigorous policy of conserving, registering and
 researching approximately 80,TOO pieces in the collection to
 ensure its short and long term security and availability.

The National Gallery of Victoria is the only comprehensive

 collection of art in Australia, acquiring, exhibiting and
 publishing books and catalogues on the visual arts from antiquity
 to the present day from both the western and eastern hemispheres,
 embracing both the fine and applied arts. Acquisitions are
 funded entirely from non-government sources. The Gallery is
  
    

1/1


MINISTRY FOR THE ARTS NATIONAL GALLERY OF VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


equally concerned to attract and enhance the public understanding

 and enjoyment of the collection and to widen knowledge and
 appreciation of the arts in the community. Education information
 services, and the self supporting publications project are all
 part of the strategy to attract more people to use the Gallery's
 services.

The objectives of the National Gallery of Victoria are to

 upgrade, expand and make known to the public, the quality of the
 State's collections of paintings, sculptures, prints and
 drawings, decorative arts, costumes, antiquities, photography and
 primitive art. To broaden the audience and create greater access
 to and appreciation of the State collection and in the related
 program of exhibitions. Major efforts will be made to increase
 visitors to the Gallery which will include hosting a series of
 significant international and local exhibitions which will extend
 the Gallery's access to the general community.

1.3 Organization; The National Gallery of Victoria Act 1966 provides:- That there shall be a Council to be called the "Council of

 Trustees of the National Gallery of Victoria".

The Council consists of nine members appointed by the Governor in

 Council. The members of the Council are appointed for a term of
 three years and are eligible for re-appointment.

The Gallery is administered by the Director, the

 Secretary/Manager (Deputy Director, Administration), the Deputy
 Director (Collections) and the Deputy Director (Public
 Programs),

Each Deputy Director is responsible for departments as shown on

 the organization chart (see next page).
  
    

1/2


MINISTRY FOR THE ARTS NATIONAL GALLERY OF VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


ORGANISATION STRUCTURE


MINISTER FOR TOE ARTS



DEPUTY DIRECTOR

 ADMINISTRATION
  
    

DEPUTY DIRECTOR

 COLLECTIONS
  
    

DEPUTY DIRECTOR

 PUBLIC PROGRAMS
  
    

Seven Sections


Four Sections


Pour Sections:


- Secretariat, Council of

 NGV including file
 registry

- Finance

 -Staffing

- Cleaning - Secretarial Services - Stores - Security


Curators Library Registration Conservation


- Ccmoinity Relations - Exhibitions - Publications - Operations


Director - Mr. Patrick McCaughey Deputy Director, (Administration ) - Mr. Ronald Patrick Nolan Deputy Director, (Collections) - Mr. Kenneth Hood Deputy Director, Public Programs - Miss Nancy Liesbeth Staub


1/3


MINISTRY FOR THE ARTS NATIONAL GALLERY OF VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


1.4 Functions


The functions of the Council of Trustees (under the Act) ares- (a) To manage and control the National Gallery of Victoria. (b) To maintain and develop the State collection of works of

 art.

(c) To make material within the state collection available to

 persons, departments and institutions in such a manner and
 subject to such conditions as the Council determines, with a
 view to the most advantageous use of the State collection.

(d) To carry out and make available such other services,

 including the printing publication and sale of books,
 information and reproductions, in relation to pictures, works
 of art and art exhibits as the Council thinks fit.

(e) To assist in the promotion organization and supervision of

 art galleries and any body or association established for the
 promotion of art within Victoria.

(f) To advise the Minister and the organizations mentioned In

 paragraph (e) on matters of general policy relating to art
 galleries.

(g) To make recommendations to the Minister on the allocation of

 any monies made available by Parliament to assist art
 galleries.

(h) To carry out such other functions in connection with art

 galleries as the Minister from time to time directs.

1.5 Consultative Arrangements In matters of architecture, building, plant and machinery the

 Gallery consults the Victorian Arts Centre Trust.

1.6 Decision-Making Powers The Director and Deputy Directors form a management committee

 and meet regularly to formulate Gallery policy. Th^se policy
 recommendations are referred to the Council of Trustees where
 they are discussed at the monthly meetings. When approved the
 recommendations form the policy of the Gallery.

Sub-committees with membership drawn from the Council of

 Trustees, Management Committee and Staff meet on a regular basis
 and also make recommendations to the Council of Trustees,
  
    

1/4


MINISTRY FOR THE ARTS NATIONAL GALLERY OF VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


1.7 List of National Gallery of Victoria Committees - Council of Trustees - Management Committee - Finance Sub-committee

 Publications sub-committee
 Personnel sub-committee
 Exhibitions Sub-committee

- Michell Committee - Curatorial Committee Public Programs Sub-committee 1.8 Art Foundation of Victoria


The Art Foundation of Victoria has been established for the

 benefit of the National Gallery of Victoria, The Gallery is
 finding it increasingly difficult to acquire works of art simply
 because of lack of money. The function of the Foundation is to
 assist and support the Gallery. All donations are tax
 deductible. Gifts in kind can be tax deductible too.

Testamentary bequests are free of gift duty and probate duty. Membership of the Foundation comprises four categories of donors.

 The Foundation is governed by a Board representing the four
 grades of members together with the President, Director and
 Secretary of the Gallery, The officers of the Foundation
 comprise a President, a Chairman and two Deputy Chairmen, an
 Honorary Treasurer (the Trustee appointed as Treasurer of the
 Council) and the Chairman of any standing committee of the
 Foundation.

Elected members of the Board are entitled to hold office for

 three years and are not eligible for re-election unless no other
 nominations are received from the class of membership they
 represent.
  
    

1/5


MINISTRY FOR THE ARTS NATIONAL GALLERY OF VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY: NATIONAL GALLERY OF CODE: VA0929 VICTORIA ADDRESS: 180 ST. KILDA ROAD, MELBOURNE VIC 3004


STATEMENT 2: CATEGORIES OF DOCUMENTS


2.1 Description of Record Keeping Systems The National Gallery of Victoria maintains a central

 correspondence registry at 180 St, Kilda Road, Files are divided
 into two categories -

- Current papers - Archival papers Current Papers are filed alphabetically and fall into the

 following broad areas:

Acquisitions - Exhibitions

 Great Hall hirings
 Personnel - Establishment

- Personal - Art Foundation

 Publications

Minutes - Council of Trustees

 - Sub-committees

- General Correspondence Archival papers are stored in library boxes and access to this

 material would require adequate retrieval time. Included in this
 category is a substantial collection of papers relating to the
 bequest of the late Alfred Felton. Other historical papers are
 stored with the Public Records office.
  
    

2.2 Other Documents (Not held in Central File Registry)


Accounting


Ledgers and cash books


-

Order books


-

Requisition books


-

Invoice books



Investment register

 Cheques and receipt books
       

     

Micro-fiche (vote expenditure)

2/1


MINISTRY FOR THE ARTS NATIONAL GALLERY OF VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


Registration (Works of Art) - Register of Works of Art (incomplete, work continuing)

 Photographic negatives of Collection
 (incomplete, work continuing)

Working papers - Staff keep files of current working papers in their offices



2/2


MINISTRY FOR THE ARTS NATIONAL GALLERY OF VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY:

NATIONAL GALLERY OF

 VICTORIA
     

CODE: VA0929

ADDRESS:

180 ST. KILDA ROAD,

 MELBOURNE VIC 3004
     

       

STATEMENT 3:

F.O.I. ARRANGEMENTS


F.O.I. arrangements followed by the National Gallery of Victoria

 are in accordance with procedures established by the Ministry for
 the Arts (Head Office). A summary statement follows -reference
 mai also be made to the Statement published by the Ministry for
 the Arts (Head office).

3.1 Published Information on F.O.I.


A copy of the Part II Statements is available for inspection at

 thes
  
    

Law Department

 Public Record Office
 State Library

The Statements are alsa available for inspection and purchase

 (cost 20c per page) from the F.O.I. Manager, National Gallery of
 Victoria. Copies of the Statement on F.O.I. Arrangements and the
 Statement on Publicity Services will be made available free of
 charge,

3,2 F.O.I. Access Arrangements


Requests for access must be made in writing to the F.O.I.

 Manager, National Gallery of Victoria.

3.3 Identification of Documents


The subject and the date range of the information sought should

 be indicated as precisely as possible. Where a request does not
 sufficiently identify the document(s) requested, you will be
 advised and given an opportunity to reformulate your request in a
 way which will identify the document.

3.4 Charges Charges for access to documents will be in accordance with the

 Freedom of information (Access Charges) Regulations 1983.
  
    

3/1


MINISTRY FOR THE ARTS NATIONAL GALLERY OF VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


3.5 Nominated Officer of the Department


For initial receipt of and action upon F.O.I. requests: Mr. W.A. Seargeant

 Deputy Secretary and F.O.I. Manager
 National Gallery of Victoria
 180 St. Kilda Road,

Melbourne. Vic. 3004 Tel.: 62 7411 ext.: 282 3.6 Library/Reading Room The National Gallery of Victoria maintains an art reference

 library at 180 St. Kilda Road.

Access to the Library is available to art students, researchers,

 media personnel, Gallery staff and "Friends" organisations.

Library hours - 1.30 p.m. to 4,30 p.m., Tuesday, Wednesday,

 Thursday.

Telephone enquires - 9,00 a.m. to 4.30 p.m., Monday to Friday.


3/2


MINISTRY FOR THE ARTS NATIONAL GALLERY OF VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY:

NATIONAL GALLERY OF

 VICTORIA
     

CODE: VA0929

ADDRESS;

180 ST. KILDA ROAD,

 MELBOURNE VIC 3004
     

       

STATEMENT 4:

PUBLICITY SERVICES


4.1 Material prepared by the NGV for publication or inspection A list of publications and reproductions etc. produced by the

 Gallery for sale or free issuer is available by contacting

Mr. Phillip Jago

 Publications officer
 National Gallery of Victoria
 180 St. Kilda Road,

Melbourne. Vic. 3004 Tel.: 62 7411 ext.: 275 4.2 Gallery Publications published 1/7/83 to 30/6/84. The Great 18th Century Exhibition. By Jane Clark (Exhibition

 Catalogue)

Art Bulletin of Victoria No. 23 Art Bulletin of Victoria No. 24 Annual Report 1982/83 The Barbizon Painters. By Ruth Zubans - Nolan: The City and the plain. By Richard Haese. - Vox Pop: Into the Eighties. By Robert Lindsay. George Baldessin. By Robert Lindsay. - Vienna 1913; Joseph Hoffmann's Gallia Apartment. By Terry

 Lane,

The Council of Trustees also runs a retail bookshop at 180 St.

 Kilda Road, from which books, cards, 35mm slides and posters can
 be purchased. Bookshop Hours - Tuesday to Sunday, 10.00 a.m. to
 4.30 p.m.
  
    

4/1


MINISTRY FOR THE ARTS NATIONAL GALLERY OF VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY;

NATIONAL GALLERY OF

 VICTORIA
     

CODE; VA0929

ADDRESS;

180 ST. HILDA ROAD,

 MELBOURNE VIC 3004
     

       

STATEMENT 5;

PROCEDURES AND GUIDELINES


5.1 Manuals, guidelines and procedures used in decision making - Attendants Handbook

 Exhibition Proposal Form
 Submission for Acquisition Form

Tax Incentives for the Arts. (Dept, of Home Affairs

 leaflet)

Discounts available to retailers on Gallery

 publications

- Application for permission to reproduce a work of art

 in the Gallery's collection
  
    

5/1


htephmc: 663 5000



Dmic tor's Om« Hit, Hov*t [ xtiiiimri.v Doimwc, MilftOORNt

 Ar CMilTON 3053
  
    

MINISTRY FOR THE ARTS


The Exhibition Trustees

 Code va; 1070
  
    

F.0,1. PART II STATEMENTS


Date of Issue: 5 July, 1984 Currency of statement: 15 June, 1984



VICTORIA 150 «s  » ***<•!


THE EXHIBITION TRUSTEES


VICTORIAN FREEDOM OF INFORMATION ACT 1982

 PART II PUBLICATION REQUIREMENTS
  
    

Statement 1 Organization and Functions Page


- Establishment 1 - Principal officer 1 - Address 1 - Acts Administered 1 - Introduction 1 - Organization 2 - Organization Chart 2 - Functions 3


Statement 2 Categories of Documents



- Description Of Record Keeping Systems 1 - Minute Books 1 - Correspondence Files 1-3

Statement 3

F.O.I. Arrangements

-Published information on F.O.I. 1 - F.O.I. Access Arrangements 1 - Identification of Documents 1 - Charges 1 - Nominated Officer of the Department 2


Statement 4 Publicity Services


1


Statement 5 Procedures and Guidelines - Manual:', Guidelines and Procedures

 Used in Decision Making
  
    

1


MINISTRY FOR THE ARTS THE EXHIBITION TRUSTEES FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY; THE EXHIBITION TRUSTEES CODE; VA1070 ADDRESS; THE ROYAL EXHIBITION BUILDING MELBOURNE

 AT CARLTON. 3053
  
    

STATEMENT 1; ORGANIZATION AND FUNCTIONS


1.1 Preliminaries

 Establishment;
 Principal Officer;
 Director;

Address:


Acts Administered:


1880 Chairman, The Exhibition Trustees Mr, L. Lethlean

 Mr. J.C, Elden

The Exhibition Trustees

 The Royal Exhibition Building
 Melbourne
 at Carlton, 3053.

Tel: 663 5000 The Exhibition Act 1957


1.2 Introduction The philosophy, function and operation of the Royal Exhibition

 Building is mainly promotional and commercial. Under one roof it
 provides the largest space in the Southern Hemisphere in which to
 promote commerce and industry, by trade and public exhibitions.

The Royal Exhibition Building is the "Show window of Australia

 for industries which concern motor vehicles, motor parts and
 accessories, sail and power boats, building materials, caravans,
 homes and home appliances, improvements and renovations,
 furniture and furnishings, engineering, hardware, computers,
 electronics and communications, machine tool, printing and
 packaging, plastics, material handling, business equipment,
 catering and foodservices, gardening, swimming pools and wiie.

The economic activity and employment stimulated by promotions

 such as these is significant.

The Building provides also a venue for professional and trade

 conferences, conventions, meetings and seminars and space for
 assembly, entertainment and recreation of the public. It is also
 the main examination centre for Victoria,

One of the busiest and most frequently occupied centres of its

 kind in the world, the Royal Exhibition Building is also one of
 the few conducted at financial profit.
  


MINISTRY FOR THE ARTS THE EXHIBITION TRUSTEES FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


By such activities it well fulfills its charter which is tp

 provide a place for the holding of public exhibitions and for the
 assembly/ instruction/ entertainment and recreation of the
 public.
  
    

1.3 Organization A body corporate by the name of "The Exhibition Trustees" and

 consisting of seven persons appointed under The Exhibition Act
 No. 6120, 1957/ administers and controls the Royal Exhibition
 Building,

The functions, duties and powers of The Exhibition Trustees are

 promulgated in The Exhibition Act No. 6120, 1957 and The
 Exhibition (Amendment) Act No. 9263, 1919, and ate  carried out
 subject to the general direction and control of the Minister for
 the Arts.

For the purpose of carrying out the powers, duties and

 obligations conferred upon it, The Trust (with the approval of
 the Minister) may appoint or employ and at any time remove such
 Officers and other employees as it thinks fit.

The Director is the Chief Executive officer of the Trust and is

 responsible to the Trust for general control, administration and
 management of The Royal Exhibition Building and Grounds.

The Executive Assistant is responsible to the Director for the

 coordination of all operations associated with hall and
 convention centre tenancies. He is also responsible to the
 Director for maintenance, cleaning and security of building? for
 parking procedures and nil personnel matters.
  
    

1


MINISTRY FOR THE ARTS THE EXHIBITION TRUSTEES FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


THE EXHIBITION TRUSTEES ORGANIZATION CHART


MINISTER


THE EXHIBITION TRUSTEES


DIRECTOR MINISTRY FOR THE ARTS

 DIRECTOR

EXHIBITION TRUSTEES -


EXECUTIVE ASSISTANT STAFF AND EMPLOYEES OF THE EXHIBITION TRUSTEES


1,4 Functions


The function of The Exhibition Trustees constituted under Act

 No. 6120 as the 'Trust* is to maintain The Royal Exhibition
 Building as a place:

. for the holding of public exhibitions of works of industry

 and art

. for the assembly instruction entertainment or recreation of

 the public or any section thereof
  
    

. for such other uses as the Governor in Council directs or

 (in the absence of any such direction) as the Trust
 determines.

Copies of The Exhibition Act 1957, The Exhibition Regulations

 1964 and The Exhibition Instructions 1977 are available for
 inspection in the office at The Royal Exhibition Building.
  
    

1/3


MINISTRY FOR THE ARTS THE EXHIBITION TRUSTEES FREEDOM OF INFORMATION ACT - PART II STATEMENT ~ JULY 1984


STATEMENT 2: CATEGORIES OF DOCUMENTS


2.1 Description of Record Keeping Systems All correspondence relating to The Royal Exhibition Building

 either addressed to The Exhibition Trustees or forwarded on their
 behalf is held in files in a registry located in the Office
 occupied by Director, senior management and office staff in The
 Royal Exhibition Building at Carlton, 3053.

Records, brochures, lists of forthcoming exhibitions, staff

 records and instructions are all held in the above location.

2.2 Minute Books Minutes of meetings of the Exhibition Trust from 1880 until 1937

 are held at the Public Record Office. Records of meetings since
 that date are kept with other records in The Royal Exhibition
 Building at Carlton 3053.

2.3 Correspondence Files The present filing system started in 1962. Correspondence

 located prior to that date was incorporated into the appropriate
 new file. The system of file identification and reference is by
 numerical and letter symbols. Each main function of Trust
 operations is represented by a series of letters which form a
 word abbreviation of the function concerned. There are seventeen
 main functions used in the file identification and reference
 system.

Subjects are grouped within the respective functions and within

 these subjects there may be one or more aspects.

Subjects and their various aspects are referred to by a numeral

 or a series of numerals. Thus a file reference includes a main
 function, a subject and various aspects of this subject.
  
    

AGENCY


THE EXHIBITION TRUSTEES


CODE; VA1070


ADDRESS;


THE ROYAL EXHIBITION BUILDING MELBOURNE AT CARLTON, 3053


? 1 For Example the file reference to 21/1/Exorg,



21 - subject which is office Organisation and Administration


MINISTRY FOR THE ARTS THE EXHIBITION TRUSTEES FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


1 - Aspect of subject which is filing system Exorg.- Function which is Exhibition Organisation and

 Administration

(FI) - Refers to the first enclosure in the file. The second enclosure would be P2, and third F3

 and so on*

The main functions of Trust administration are: organisation and administration, letters, i,e*, exhibitions* examinations, sports,

 religious functions, assemblies, meetings, conff inces etc.,
 social functions and entertainment, Convention i > tre and
 Princeton Room, parking, accounting and pay, fin s.jial,
 equipment, works, personnel and medical.

2.3.2 Abbreviations for these functions and numbers allocated for subjects concerned are detailed below: , Exorg* (1 to 100) refers to the Trustees and to the

 Exhibition organisation and operation, building and
 office administration and organisation, Trustees
 meetings, reports, orders, regulations and
 instructions, conditions of hiring, security, public
 relations, liaison, historical, visits and
 inspect: no, insurance, licences, registrations and
 contractors to tenants.

. Exhbs, (101) refers to letters i.e, Exhibition and

 Fair tenancies,

. Exms. (102) refers to Examinations tenancies, , Spt. (10i) refers to Sport tenancies* . Rel. (104) refers to Religious tenancies, . Assam. (105) refers to such tenancies as assemblies,

 meetings, conferences, seminars, auctions and surveys
 and analysis of projects held in main pavilions.

Socl. (106) refers to social and entertainment

 tenancies including dinners, banquets, parties,
 concerts held in main pavilions*

, Concen. (107) refers to tenancies in Convention

 Centre*

, Pkg. (109) refers to parking,


2/2


MINISTRY FOR THE ARTS THE EXHIBITION TRUSTEES FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


Accts. (110 to 130) refers to accounting and pay,

 banking, stocktakes, pensions, superannuation,
 gratuities and taxation matters.

, Fin. (131 to 150) refers to financial budgeting,

 loans, grants and investments.

Equip, (151 to 160) refers to equipment matters, , wks. (161 to 260) refers to works, building, grounds,

 works and maintenance services, furniture and
 fittings, installation1. (t.,t water, refrigeration,
 sound system, sprinkler system, * ’lephones,
 television) gardens, fo:ntains and statues, f el,
 electricity, power and gas, control of pest a ’
 noxious weeds, disposal of waste, lc '        •*£  exnibition

property, plans, water supply and sow » *je and rates, , Pl (261 to 330) refers to legal mat’ers as action ,

 claims, liability, losses and thefts, investigations
 and legal aspects of any subject but main!/ documents,
 schedules of agreement, and rating of property,

, P2. (331 to 400) refers to personnel services, letters

 of condolence, greetings, congratulations and
 reference, flags and ceremonial.

P3. (401 to 500) refers to personnel matters including

 employment, honours and awards, leave and duties*

Med. (501 to 550) refers to medical matters* 2.3.3 policy files are indicated by numeral and a word symbol only, viz. 21/Exorg, It is not necessary for a policy

 file to be raised for each function or subject.
  
    

2/3


MINISTRY FOR THE ARTS THE EXHIBITION TRUSTEES FREEDOM OF INFORMATION ACT - PART II STATEMENT * JULY 1984


AGENCY: THE EXHIBITION TRUSTEES CODE: VAI070 ADDRESS: THE ROYAL EXHIBITION BUILDING MELBOURNE

 AT CARLTON* 3053
  
    

STATEMENT 3: F *0* I * ARRANGEMENTS


f.o.i. arrangements followed by The Exhibition Trustees are in

 accordance with procedures established by the Ministry Cor the
 Arts (Head office). A summary statement follows -reference may
 also be made to the statement published by the Ministry for the
 Arts (Head Office)*

3.1 Published information on F.O.I* A copy of the part II Statements is available for inspection at

 the:

Law Department

 Public Record Office
 State Library

The statements are also available for inspect and purchase (cost

 20c per page) from the F.O.I. officer, the Royal Exhibition
 Building. Copies of the Statement on F.o.i. Arrangements and the
 Statement on Publicity services will be made available free of
 charge.

3.2 F.O.I. Access Arrangements Requests for access must be made in writing to the F.O.I.

 officer, The Royal Exhibition Building.

3.3 Identification of Documents


The subject and the date range of the information sought should

 be indicated as precisely as possible. Where a request does not
 sufficiently identify the document(s)- requested, you Will be
 advised and given an opportunity to reformulate your request in a
 way which will identify the document.
  
    

3.4 Charges Charges for access to documents will be in accordance with the

 Freedom of information * Access Charges) Regulations 1983.

3.5 Nominated Officers of the Department For initial receipt of and action upon F,0;l* requests


MINISTRY FOR THE ARTS THE EXHIBITION TRUSTEES FREEDOM Or INFORMATION ACT - PART II STATEMENT - JULY 1984


Mr. C.J. ChaUis Freedom of Information Officer The Exhibition Trustees Royal Exhibition Building Melbourne at Carlton, 3053* The Office of The Director, Management and office staff is

 located at:-

Mezszanine Floor, c/- Entrance 5, * Royal Exhibition Building, Melbourne

 at Carlton, 3053,
  
    

Hours? 9,00 a,m, - 5.00 p.m.

 Monday to Friday
  


MINISTRY FOR THE ARTS

 THE iXHIBITlbN TRUSTEES

FREEDOM OF INFORMATION ACT ~ PART II STATEMENT - JULY 1984 ............................................................................. —I'—'I i . i ■■in' lull i i| — II 'I'M .11 |i 1. .111 mu 1 MH.i.i lift II .l>i',lC ililiH«-,iMi '■Ml]-. ..-wt.-.ri ■ W|».il»»linMr..aW


AGENCY: THE EXHIBITION TRUSTEE.! CnDfig 7\Id ADDRESS: THE ROYAL EXHIBITION BUILDING MELBOURNE

 AT CARLTON. 3053
  
    

STATEMENT 4: PUBLICITY SERVICES


Booklets titled respectively "The Royal Exhibition

 Melbourne at Carlton incorporating the Exhibition conv**'!*
 Centre" and "The Exhibition Convention Centre" <ue
 without charge from Director's Office, The Rn/ii hxWo*.
 Building. The former gives a brief history <>t rfe* !<•.»: l.o
 dimension of each of 5 hails comprising the hiuliinjs,
 in each hall# plan of building including convention *•* • »**
 other useful and interesting information, T.he l it > v.. ■*
 details of convention centre including capacity <»f             *

various layouts and the facilities available,


MINISTRY FOR THE ARTS THE EXHIBITION TRUSTEES FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY: THE EXHIBITION TRUSTEES CODE: VA1070 address: the royal exhibition building MELBOURNE

 AT CARLTON. 3053
  
    

STATEMENT 5: PROCEDURES AND GUIDELINES 5.1 Manuals, Guidelines and Procedures Used in Decision Making The following are the Acts, Regulations, Manuals and files used

 by both The Trust and Management in decision making.
  
    

Listing


Title

or Subject of Document

File Title

1.

The Exhibition Act 1967

1/Exorg.

2.

The Exhibition Regulations 1964

5/1/Exorg.

3.

The Exhibition Instructions 1977

5/2/Exorg.

4.

Manual of Operations and



Administration

5/9/Exorg.

5.

Minutes Of Trust Meetings


6.

Routine Orders

5/3/Exorg.

7.

Monthly Activity Report

4/2/Exorg.

8.

The Exhibition Trustees-Policy

2/Exorg.

9.

Meeting Policy

3/Exorg.

10.

Reports Policy

4/Exorg.

11.

Orders, Regulations, Instructions



Policy

5/Exorg.

12.

Security Policy

6/Exorg.

13.

Public Relations Policy

7/Exorg.

14.

Historical Policy

9/Exotg.

15.

Insurance Policy

10/Exorg.

16.

Conditions of Hiring Policy

13/Exorg.

17.

Tenants - Contractors Policy

14/Exorg.

18.

Lettings - Exhibitions Policy

101/Exhbs.

19.

Lettings - Convention Centre



Policy

107/Concen,

20.

Parking Policy

109/Concen,

21.

Accounting Administration

110/Accts.

22.

Pensions, Superannuations,



Gratuities Policy

116/Accts.

23.

Equipment Administration and



Policy

151/Equip.

24.

Works Plans Policy

161/Wks.

25.

Fuel, Electricity, Power and Gas



Policy

166/Wks.

26.

Maintenance Policy

169/Wks.

27.

Lease of Exhibition Property



Policy

174/Wks.

5/1


MINISTRY FOR THE ARTS THE EXHIBITION TRUSTEES FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


28.

Building and Installation Policy

175/Wks.

29.

Legal Matters Policy

261/P1,

30.

Appointments, Employment and

 Termination Policy
     

401/P3.


Officer Correspondence: 409 King Street PO 130*4361 Melbourne Victoria 3000 Melbourne 3001 Telephone(03)3297033 Telex: HI MV( A\34t|4


Studio; ||7 Rouse Street

 Port Melbourne
 Victoria 3207
  
    


Film Victoria


MINISTRY FIR THE. ARTS


Film Victoria

 Code; VA: 1071
  
    

F.0,1. Part II Statements


Date of Issue: 5 -July, 1984 Currency of Statement: 5 July, 1984


FILM VICTORIA


VICTORIAN FREEDOM OF INFORMATION ACT 1982

 PART II PUBLICATION REQUIREMENTS

Statement 1 Organization and Functions Page - Establishment 1 - Principal Officer 1 - Address 1 - Acts Administered 1 - Organization 2 - Organization Chart 2 - Functions 3 - Decision Making Powers 3


Statement 2 Categories of Documents - Description of Record Keeping Systems 1 - Correspondence Files 1 - Contract Register 1 - Personnel and Position Files AND Leave Cards 2 - Miscellaneous 2


Statement 3 F.O.I. Arrangements - Published Information on F.O.I. 1 - F.O.I. Access Arrangements 1 - Identification of Documents 1 - Charges 1 - Nominated Officer of the Department 1


Statement 4 Publicity Services 1


Statement 5 Procedures and Guidelines - Manuals, Guidelines and Procedures Used in Decision Making 1


MINISTRY FOR THE ARTS FILM VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY: FILM VICTORIA CODE: VA1071 ADDRESS: 409 KING STREET MELBOURNE. VIC. 3000 NATURE OF STATEMENT: ORGANIZATION AND FUNCTIONS


1.1 Preliminaries

 Establishment:                   1981
  
    

Principal Officer


Chairman of the Corporation:

 Mr. John Harrison, O.B.E.
  
    

Director


Mr. Terence McMahon


Address: 409 King Street, Melbourne Postal - Box 4361 Mail Exchange

 Melbourne, 3001
 Telex;     FILMVC AA 34314

Tel: 329 7033 Acta Administered: Film Victoria Act 1981 (No. 9716)


Film Victoria was established in 1981 as the successor in, law to

 the Victorian Film Corporation. The Victorian Film Corporation
 was established in 1976.

1.2 Organization The Corporation's Board consists of a Chairman and at least six

 and no more than ten members appointed by the Governor in
 Council. The Board while making decisions on policy matters is
 subject to general direction and control of the Minister for the
 Arts. Before any funds can be committed to a project the
 Minister for the Arts must give his prior approval.

The Board has the power to appoint a person to a committee formed

 by the Board, To date, the only committee that has been formed
 is the Government Films Committee. This Committee considers
 requests from government departments and authorities for
 documentaries. The Committee rec'mimends production approvals to
 the Board. Meetings are held on a„ ad hoc basis.

The members of the Committee are: Chairman -> Director, Ministry for the Arts

 Director, Film Victoria
 Director, State Film Centre
 Executive Producer, Government
 Documentaries, Film Victoria
  
    

l/l


MINISTRY FOR THE ARTS FILM VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


The Director, Film Victoria, and all officers and employees are

 appointed under the Public Service Act 1974.
  
    

Film Victoria is organized functionally on a sectional basis, The sections are - ADMINISTRATION SECTION

 GOVERNMENT DOCUMENTARIES SECTION
 INDUSTRY ASSISTANCE SECTION
 PROJECTS SECTION
  
    

MINISTER FOR THE ARTS


Director Ministry for the Arts


DIRECTOR Film Victoria


Film Victoria

 Corporation Board
  
    

Govt. Films

 Oamittee
  
    

—r—----------------- DEPUTY DIRECTOR

r

.Industry Assistance


ADMINISTRATIVE MANAGER .Finance

 .Personnel
 .General Services
  
    

.Investors Representative

 EUnction
 .Marketing $

Distribution


EXECUTIVE PRODUCER GCVEBNMENT DOCUMENTARIES


„ I .Government Documentary production


PROJECTS MANAGER I .Project

 Investment
 .Film culture
 Training &
 Attactments
  
    

1.3 Functions Film Victoria was established in 1981 with the following

 functionss-
  
    

to encourage, promote and assist in the production,

 distribution, exhibition and broadcasting of films and
 sound recordings for the entertainment and information
 Of the public;

to undertake the production of films;

 to promote and participate in any arrangement or
 agreement for the financing of film production;
 to promote the appreciation of films and sound
 recordings; and

to conduct research for the purpose of improving the

 quality and effectiveness of films and sound
 recordings.
  
    

1/2



MINISTRY FOR THE ARTS FILM VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


The sections ate responsible for the following activities; The Administration Section is responsible for the Corporation's

 corporate services, such as personnel, finance* contracting and
 general services.

The Government Documentaries Section manages the production of

 documentaries for government departments and authorities.

The Industry Assistance Section provides advice and assistance to

 personnel involved in the industry generally, and those
 principals in whose projects the Corporation is specifically
 involved. The Corporation does act as Investors' Representative
 in selected productions.

The Projects Section offers advice and receives the applications

 £or Financial assistance.
  
    

1.4 Decision-Making Powers The Director has a delegation to recommend to the Minister for

 the Arts investments of ujp to $15,000, The Committee of
 Management consisting of the Director* Deputy Director*
 Administrative Manager and Projects Manager considers all
 applications to the Director pursuant to his delegation. If an
 application exceeds $15*000 or if the sums requested over a
 number of applications for the one project exceeds $25,000* then
 the Board must consider the application.

A government department or public statutory authority which

 desires to produce or to have produced a film or sound recording
 must give notice of that desire to the Corporation. If the
 Minister tor the Arts approves, the Corporation may arrange for
 the production of the film. A government department or public
 statutory authority cannot produce or arrange for the production
 of a film without the approval of the Corporation.

The Corporation also acts as delegate for The Commissioner for

 Corporate Affairs for the State of Victoria pursuant to the
 Companies Act 1981 and the Companies code. Under this
 arrangement exemptions from Sections 170 and 171 of the Companies
 Act (1981) can be approved from those parties raising finance for
 film projects.
  
    

1/3


MINISTRY FOR THE ARTS IILM VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY; FILM VICTORIA CODE: VA1071 ADDRESS: 409 KING STREET MELBOURNE. VIC. 3000 STATEMENT 2: CATEGORIES OF DOCUMENTS 2.1 Description of Record Keeping Systems The Corporation operates a correspondence registry at its office,

 1st Floor, 409 King Street, Melbourne.

2.2 Correspondence Files Several types of correspondence files are maintairted:-

 General Correspondence Files

The files maintained in this series relate to external bodies

 involved in the film and television industry.

Administration Files


These files hold correspondence related to the finance,

 administration, management and operation of the Corporation.

Government Documentary Files Files are kept on each government documentary production and

 the distribution of each government documentary.

Project Files A file is maintained on each application for financial

 assistance in a project. If the Corporation provides
 financial assistance to a project further correspondence and
 information is maintained on the file relating to that
 project.

Marketing Files For those projects which have received financial assistance

 from the Corporation, files are maintained recording
 correspondence and information relating to the marketing and
 distribution of the film or television project.

2,3 Contract Register A register is maintained of all contracts entered into by the

 Corporation in relation to Projects and Government
 Documentaries,
  
    

2/1


MINISTRY FOR THE ARTS FILM VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


2.4 Personnel and Position Files and Leave Cards


These systems were established to provide personal information

 for Film Victoria employees.

Personnel Files are maintained alphabetically for each

 employee and include all correspondence relating to personal
 details and employment history.

Position Files relate to each working position within the

 Corporation. Included are duty statements and details of
 advertising of positions when recruitment occurred.

Leave Cards


For each employee a card is maintained recording the current

 balance of leave entitlements.

2.5 Miscellaneous


Government Documentaries


Until 30 May, 1984 the Corporation has produced 84 government

 documentaries. Film release prints and cassettes are
 available on loan from the State Film Centre, 1 Macarthur
 Street, Melbourne or for purchase from Film Victoria, 409
 King Street, Melbourne, 3000. (Contact Mary Gustavsson -
 Telephone (03) 329 7033).
  
    

2/2


MINISTRY FOR THE ARTS FILM VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY: ADDRESS


FILM VICTORIA 409 KING STREET

 MELBOURNE. VIC. 3000
  
    

STATEMENT 3: F.O.I. ARRANGEMENTS


CODE: VA1071


F.O.I. arrangements followed by Film Victoria are in accordance

 With procedures established by the Ministry for the Arts (Head
 Office). A summary statement follows -reference may also be made
 to the Statement published by the Ministry for the Arts (Head
 Office)»

3.1 Published information on F.O.I.


A copy of the Part II Statements is available for inspection at

 the:
  
    

Law Department

 Public Record Office
 State Library

The Statements are also available for inspection and purchase

 (cost 2Qc per page) from the Administrative Manager, Film
 Victoria. Copies of the Statement on F.O.I. Arrangements and the
 Statement on Publicity Services will be made available free of
 charge.

3.2 F.O.I. Access Arrangements Requests for access must be made in writing to the Administrative

 Manager, Film Victoria.

3.3 Identification of Documents


The subject and the date range of the information sought should

 be indicated as precisely as possible. Where a request does not
 sufficiently identify the document^s) requested, you will be
 advised and given an opportunity to reformulate your request in a
 way which will identify the document.

3.4 Charges Charges for access to documents will be in accordance with the

 Freedom of Information (Access Charges) Regulations 1983.

3.5 Nominated Officers of the Department For initial receipt of and action upon F.O.I. requests: Mr. Philip Bird

 Administrative Manager
 Film Victoria
 P.O. Box 4361

Melbourne. 3001 Tel: 329 7033


3/1


MINISTRY FOR THE ARTS FILM VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY J


FILM VICTORIA


CODE: VA1071


ADDRESS:


409 KING STREET

 MELBOURNE. VIC. 3000
  
    

STATEMENT 4: PUBLICITY SERVICES


An informative publicity kit is available on request from the

 Corporation's Publicity Officer, Mr. Adrian Brown. This kit
 contains a copy of the Corporation's current Annual Report, the
 Corporation's Policy Document and general information about the
 Corporation.

The Corporation issues a newsletter each month recording

 decisions made on project funding and general information about
 the Corporation's activities. The newsletter is available at no
 cost and to be placed on the distribution list, telephone
 Mr. Adrian Brown, Telephone No.:' 329-7033.
  
    

4/1


MINISTRY FOR THE ARTS FILM VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY s

FILM VICTORIA

CODES VAI071

ADDRESS:

409 KING STREET



MELBOURNE. VIC. 3000


STATEMENT 5s

PROCEDURES AND GUIDELINES


5.1 Manuals# Guidelines and Procedures used in Decision Making

 Film Victoria Policy Documents

In 1983, Film Victoria published a document outlining its policy

 after a review undertaken by the Director. The document outlines
 the Corporation’s attitude to Film Investments, It lists ten
 policy guidelines and eighteen policy implementation objectives.
  


Geelong Performing Arts Centre 50 Little Malop St,.

 Geelong 3220
 P.O. Box 991

Telephone 052/217877


(&


MINISTRY FOR THE ARTS


Geelong Performing Arts Centre Trust

 Code VA: 1072
  
    

F,0.I. Part II Statements


Date of Issue:

 Currency of Statement:
  
    

6 August, 1984

 24 July, 1984
  


GEELONG PERFORMING ARTS CENTRE TRUST


VICTORIAN FREEDOM OF INFORMATION ACT 1982

 PART II PUBLICATION REQUIREMENTS
  
    

Statement 1 Organization and Functions Page




mm

Establishment

1



-

Principal officer

1



-

Address

1



-

Acts Administered

1



-

Organization

1



-

Organization Chart

2




Functions

2



  • ■* .

Decision Making Powers

2

Statement

2

Categories of Documents




-

Description of Record-Keep4 r.g Systems

1

Statement

3

F.O.

I. Arrangements

1




Published information on F.O.I.

1



-

F.O.I. Access Arrangements

1



Identification of Documents

1



-

Charges

1




Nominated officer of the Department

1

Statement

4

Publicity Services

1




Literature Available Free or by





Subscription Service

1

Statement

5

Procedures and Guidelines


No,


Manuals Rules and Procedures


1


’■}


MINISTRY FOR THE ARTS GEELONG PERFORMING ARTS CENTRE TRUST FREEDOM OF INFORMATION ACT - PART II STATEMENT ~ JULY 1984


AGENCY:

GEELONG PERFORMING ARTS

 CENTRE TRUST
     

CODE: VA1072

ADDRESS:

50 LITTLE MALOP STREET

 GEELONG. VIC. 3220
     

       

STATEMENT 1:

ORGANIZATION AND FUNCTIONS


1.1 Preliminaries


Establishment:


Principal Officer:

Mr. R,J. Robb (Chairman)

General Manager:

Mr. A. Youngson

Address:

Geelong Performing Arts Centre

 50 Little Maiop Street
 Geelong. Vic. 3220
       

Acts Administered:

Geelono Performing Arts Centre Trust Act

 1982.
       

1.2 Organization


The Trust consists of eleven members appointed by the Governor^

 in-Council, three of whom are members of the panel nominated by
 each of the councils of the following muncipalitiess
  
    

City of Geelong

 City of Geelong West
 City of Newtown
 City of South Barwon
 Borough of Queenscliffe
 Shire of Corio
 Shire of Bannockburn
 Shire of Barrabool
 Shire of Bellarine
  
    

The Trust employ, with the approval of the Minister, a General

 Manager and other staff as required.
  
    

1/1


MINISTRY FOR THE ARTS GEELONG PERFORMING~ARTS CENTRE TRUST FREEDOM OF INFORMATION ACT - PART II STATEMENT- JULY 1984


MINISTER FOR THE ARTS


GEELONG PERFORMING

 'ARTS CENTRE TRUST
  
    

DIRECTOR, MINISTRY FOR THE ARTS


GENERAL MANAGER


STAFF AND EMPLOYEES OF THE TRUST


1.3 Functions: The functions of the Trust an set out in Section 5 of the Geelong

 Performing Arts Centre Trust Act 1980 are:

- to Complete the construction of the centre, which shall be

 known as the Geelong Performing Arts Centre

to care for, improve and maintain the Centre to control and manage the Centre to present and produce in the Centre theatrical performances,

 operas, plays, dramas, ballets and musical and other
 performances and entertainments of any kind whatsoever; and

- to promote the use of the Centre by persons and bodies whom

 the Trust consider suitable to use it.

1.4 Decision Making Decision making and other powers affecting members of the public

 involved in the functions of the Trust -

Setting of rentals for lease or hire of Centre areas; Regulations applying to the sale or disposal of liquor on the

 premises; Terms of theatre hiring agreements.
  


MINISTRY FOR THE ARTS GEELONG PERFORMING ARTS CENTRE TRUST FREEDOM OFINFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY:

GEELONG PERFORMING ARTS

 CENTRE TRUST
     

CODE: VA1072

ADDRESS:

50 LITTLE MALOP STREET

 GEELONG. VIC* 3220
     

       

STATEMENT 2:

CATEGORIES OF DOCUMENTS


2.1 Description

of Record Keeping 'cries


Files Relating to:


Building Project Building Appeal Administration/Operations Hirings Staff Finance


2/1


MINISTRY FOR THE ARTS GEELONG PERFORMING ARTS CENTRE TRUST FREEDOM OF INFORMATION ACT—PART II STATEMENT * JULY 1984


AGENCY: GEELONG PERFORMING ARTS CODE*. VA1072 CENTRE TRUST ADDRESS: 50 LITTLE MALOP STREET GEELONG* VIC. 3220


STATEMENT 3: F.O.I. ARRANGEMENTS


F.O.I. arrangements followed by the Geelong Performing Arts

 Centre Trust are in accordance with procedures established by the
 Ministry for the Arts (Head Office).

A summary statement follows - refer to the Ministry’s Head Office

 Statement as required,

3.1 Published Information on F.O.I, A copy of the Part II Statements is available for inspection at

 the:

Law Department Public Record office State Library and Local Library venues The statements are also available for inspection and purchase

 cost 20c per page from the General Manager, Geelong Performing
 Arts Centre Trust. Copies of the Statement on F.O.I,

Arrangements and the Statement on Publicity Services will be made

 available free of charge,

3.2 F.O.I, Access Arrangements ' Requests for access roust be made in writing to the General

 Manager, Geelong Performing Arts Centre Trust,

3.3 Identification of Documents The subject and the date range of the information sought should

 be indicated as precisely as possible. Where a request does not
 sufficiently identify the document(s) requested, you will be
 advsied and given an opportunity to reformulate your request in a
 way which will identify the document.

3.4 Charges charges for access to documents will be in accordance with the

 Freedom of Informatifon (Access Charges) Regulations 1983.

3.5 Nominated officers of the Trust For initial receipt of and action upon F.O.I. requests


MINISTRY FOR THE ARTS GEELONG PERFORMING ARTS CENTRE TRUST FREEDOM OF It.FORMATION ACT - PART II STATEMENT •* JULY 1984


Mr. A.L. Youngson

 General Manager

Geelong Performing Arts Centre Trust

 P.O. Box 991, Geelong. Vic. 3220
 Tel:   052 217877
  


MINISTRY FOR the arts CBElCnC FERF0RMIN6~MTS CENTRE TRUST FREEDOM OF INFORMATION ACT - PART II STATEMENT ~ JULY 1984


GEELONG PERFORMING ARTS CODE*, VA1072 CENTRE TRUST 50 LITTLE MALOP STREET

 GEELONG. VIC. 3220
  
    

PUBLICITY SERVICES


4.1 Literature available by subscription Or free mailing

 Nil Return.
  
    

AGENCY?

 ADDRESS:

STATEMENT 4?


MINISTRY FOR THE ARTS GEELONG PERFORMING ARTS CENTRE TRUST FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY: GEELONG PERFORMING ARTS CODE: VAX072 CENTRE TRUST ADDRESS: 50 LIT1 uB MALOP STREET GEELO'.O. VIC, 3220


STATEMENT 5: PR wSDURES AND GUIDELINES


The following documents are available for inspection or purchase

 by the public:

Statement of Policy

 Schedule of Rentals
 Hiriny Agreement
 Notes for Hirers

Administrative and F,0.H, Requirements Schedule

 Technical Requirements Schedule
 Copy of Liquor Licence
  
    

5/1


LIBRARY COUNCIL OF VICTORIA AMrcti lit communicitiMM

 m ih# Stnt LlbriiUa

Telephone M4 MU


MINISTRY FOR THE ARTS


Library Council of Victoria

 Codes VA 092A
  
    

F,0,I, Part II Statements


Date off Issue: August 6, 1984 Currency of statements August 6, 1984


.121 fwimion Sum

 Melbourne, Vic. Md»
  


LIBRARY COUNCIL OF VICTORIA


VICTORIAN FREEDOM OF INFORMATION ACT 1982

 PART II PUBLICATION REQUIREMENTS
  
    

Statement 1 Organization and Functions Page No.




w

Establishment

1



«

Principal officer

1



«■*

Address

1



Acts Administered

1



-

Introduction

1



Organization





Library Council of 'ctoria

1-2




- State Library of Victoria

2



-

Organization Chart

3




Functions





- Library Council of Victoria

4




- State Library of Victoria

4-5




- Operational Divisions

5-11



m ■

Decision Making Powers

11



-

Consultative Arrangements

11-14



m

Appendices





Organization Chart:





Information Services

15




- Technical Services

16




- Management Services

17




Consultancy and Public





Libraries Services

18

Statement

2

Categories of Documents




Mi

Description of Record-Keeping Systems

1



m

Principal Record Series

1-2




Divisional Records

2-4

Statement

3

F.O.

1. Arrangements





Published Information on F*Q,I,

1




F.o.i. Access Arrangements

1



Mi.

Identification of documents

I



-

Charges

1



Mi,

Nominated Officer

1-2




Opening Hours

2

Statement

4

Publicity Services




mi

Publicity and Publication Services

1




Publications

1-9

Statement

5

Procedures and Guidelines




Mi.

Manuals

I




policy .statements

2-3

i


MINISTRY FOR THE ARTS LiBraRy GqUnCI.L OfITTctoria FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY! ADDRESS?


LIBRARY COUNCIL OF VICTORIA CODS* ¥A0fl4 328 SWANSTON STREET

 MELBOURNE. VIC. 3000
  
    

STATEMENT 1t


ORGANIZATION AND FUNCTIONS


1.1 Preliminaries


Establishment?

1856

Principal Officer!

The Honourable Mr. Justice Starke.

 President. Library Council of Victoria
       

State Librarian;

Mr, w.m. Horton

Address!

328 Swanston Street

 Melbourne. Vic. 3000
       

     

Tel.*. 669 988$

Acts Administered! Library council of Victoria Act I9&I, Libraries Act 1938


1.2 Introduction The State Library of Victoria was established in 1856. It was

 first known as the Melbourne Public Library and later a« the
 Public Library of Victoria. The Library  Council of Victoria Act.
 1965 is the legislation which formally established the  '!ibrat/
 Council of Victoria in 1966. a statutory authority under which
 the Divisions of the State Library operate.

1.3 Organization 1.3.1 Library Council of Victoria ‘ (i) Membership Section 5 of the Act provides for nine members appointed bj Ml#

 Goyernor^in^Council every three years of whom;-

(a) one shall be president of the Council? (b) one shall be a person holding a senior academic office %« *

 University in Victoria?

(c) one shall be a person selected from a panel of not l#ii f&ttft

 three names submitted by the Executive Committee Of tht
 Municipal Association of Victoria as representing
 municipalities within the metropolis;
  
    

1/1


MINISTRY FOR THE ARTS LIBRARY COUNCIL OF VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


(d) one shall be a person selected from a panel of not less than

 three names submitted by the Executive Committee of the
 Municipal Association of Victoria as representing
 municipalities outside the metropolis;

(e) one shall be a professional librarian selected from a panel

 of not less then three names submitted by the Victorian
 Branch of the Library Association of Australia;

(f) one shall be a person who in the opinion of the Minister is

 distinguished in the field of education;

(g) one shall be a person who in the opinion of the Minister is

 distinguished in the field of commercial or industrial
 administration.,

(ii) Officers Section 10 of the Act provides for the appointment of:- (a) a State Librarian who shall be the chief executive officer

 of the Council; and

(b) a secretary to the Council and such other officers and

 employees as are required to be appointed for the purposes
 of this Act.

All officers and employees are appointed subject to the provisions of the Public Service Act, 1974. The Secretary to the Council is the Director, Management Services.


1.3.2 State Library of Victoria Following the Public Service Board Management Review of the

 Library Council of Victoria in May 1982, the Council's services,
 through the State Library of Victoria are organised under five
 Divisions.

Information Services

 Technical Services

- Management Services - Consultancy and Public Libraries Services EDP Services Each Division is headed by a Director/Manager under the direction

 and leadership of the State Librarian. This group forms the
 corporate management team.
  


MINISTRY FOR THE ARTS LIBRARY COUNCIL OF~vTCTORIA FREEDOM OP INFORMATION ACT - PART II STATEMENT - JULY 1984


MINISTER FOR THE ARTS


LIBRARY COUNCIL OF VICTORIA


DIRECTOR, MINISTRY FOR THE ARTS


STATE LIBRARIAN


- DIRECTOR, INFORMATION SERVICES . Reference

 . Research

. La Trobe Collections

 . Business Services
 . Community Services
 . Ethnic Services
 . Inter Library Loans

- DIRECTOR, TECHNICAL SERVICES . Selection

 . Acquisition
 . Cataloguing
 . Collection Maintenance
 . Binding

- DIRECTOR, MANAGEMENT SERVICES . Personnel

 . Finance

, Training and Development

 . Publicity
 . Publications
 . Copying

. Library Council Secretariat

 . Conservation

- DIRECTOR, CONSULTANCY AND PUBLIC LIBRARIES SERVICES . Consultancies

 . Public Libraries
 . Children's Libraries
 , Gave ament Department Libraries
 v Multicultural and Community Services

- MANAGER, EDP SERVICES . systems Development

 . Automation
  
    

1/3


MINISTRY IOR THE ARTS library cerocirgr-Victoria FREEDOM Oi iN>OftMAti6H kti - PART II STATEMENT - JULt 1984


1.4 Functions 1.4.1 library Council of Victoria Under Part; II, Section 11(1) of the Library Council of Victoria Act* 1965 the functions of the Council are; - to manage and control the state Library of Victoria? - to Maintain and develop the State collection off library

 materiill?

- to makits library material within the State collection

 available to persons, departments and institution*!! and in
 such a manner and subject to such conditions as the Council
 determines with a view to the most advantageous use of ths
 state collection?

- to carr',1!' out and make available such other services in

 relation t> library matters and library material am the
 Council thinks fit?

to publish or sell reproductions of any material vested in or

 controlled by the Council;

- to assist in the promotion organisation and supervision of

 free library services (including children's libraries) by
 municipal councils and such other public bodies as the
 Governor i.n Council approves for the purpose?
  
    

to advise the Minister and municipal councils and other

 approved authorities on matters of general policy relating to
 free libraries;
  
    

to make recommendations to the Minister on the allocation off

 any moneys made available by Parliament to assist free
 libraries?
  
    

- to provide advisory services to free libraries departmental

 libraries and to associated institutions;
  • to carry out 3uch other functions in connexion with free
 libraries as the Minister from time to time directs;

- to encourage library co-operation and co-ordination within

 the outside Victoria;

- to carry out such other functions in relation to libraries in

 Victoria as the Minister from time t^ time directs.

1.4.2 State Library of Victoria


The State Library is Victoria's major reference and research

 library available for the use of the general public. Nith its
  


MINISTRY FOR THE ARTS LIBRARY CSuBClL OF VICTORIA FREEDOM OF il5lNMMATiM ACT - PART II STATEMENT - JULY 1984


rich and comprehensive resources it includes mote than a million

 books, one of the largest newspaper collections in Australia,
 historical pictures# maps, manuscripts, periodicals and other
 materials.

The general reference collection covets all fields and is

 particularly strong in the humanities and social sciences.
  
    

In addition the Library has major collections in Australians and

 Art, Music and Performing Arts. There are also smaller
 Specialised collections in such fields as children's books,
 chess# and theatre programmes,

1.4.3 Operational Divisions (i) Information Services The Division was created in 1983 by the bringing together of the

 two formerly separate departments# Reader  Services and the
 La Trobe Library.

The Organization Chart for this Division is attached as Appendix 1, The functions of the Division are:- 1. To provide information - (i) to the general public directly, and in liaison with

 public libraries;

(ii) to the Victorian State and local government directly,

 and through government libraries, and through related
 channels;
  
    

(iii) to business and industry in victoria directly, and

 through special libraries, and through provision of
 source material to information brokers;

(iv) to specialized organizations in Victoria, such as societies and institutes, pressure groups, political

 parties and the like;

(v) to the educational sector directly, and through provision of information to school and TAPE resource

 centres, university and college libraries;

(vi) to specialized groups of people in Victoria, and in

 liaison with specialized information centres.

2. To provide access to library materials and information

 through the creation of guides, specialized files and
 indexes.
  
    

1/5


v


MINISTRY FOR THIS ARTS

 IIbHARY COUNgirWvTCTQRIA

IMB66H of iNroRMAftoN ACT - part ii statement - July 1984


3. To provide library Materials for the use of individuals in

 the state Library* and to co-operate with other libraries in
 Victoria and nationally to provide materials for use in
 accordance with national inter-library loan agreements*

4. To select* acquire and organize materials for collections

 particularly* but not only, manuscript and pictorial
 material* in liaison with the Technical Services Division.

5. To maintain the collections of library materials and the

 reading rooms in good order* and to maintain the security of
 collections.

6. To assist in the work of conservation of library materials*

 in liaison With the Management Services Division.

7. To arrange displays, exhibitions and seminars* and tours of

 the State Library to meet the cultural and educational needs
 of the public.

8. TO assist the work of the Library Council of Victoria and the

 Ministry for the Arts generally and to co-operate in
 professional activities in the field of librarianship.

Information in the State Library of Victoria is chiefly available throughs- The Reference and Information Centre - the main enquiry point

 located on the ground floor of the State Library* entrance
 from Swanston street, which contains the catalogue* a
 comprehensive reference collection* and from where readers
 will be directed to other areas of the Library depending on
 the book or information required,

- La Trobe Library - which contains the State Library's collections on Australia and the South-West Pacific region in

 the fields of history, travel, biography* literature and
 anthropology. The main La Trobe reading room is on the
 ground floor* reached either through tho La Trobe Street
 entrance or from the Reference and Information Centre*

Opening Hourst Monday - Friday 10.00 a.m. - 10.00 p.m. Saturday* Sunday 10.00 a.m. - 6.00 p.m. Public Holidays 10.00 a.m. - 6.00 p.m. (ii) Technical Services The Division was created in 1983 by the bringing together of the former Resources Development and Cataloguing departments.


1/6


MINISTRY FOR THE ARTS LlBftARY COUNCIL OF 1/ICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


The Organization Chart for this Division is attached as Appendix 2. The {unctions of the Division aret- To co-ordinate the selection of library materials according

 to the selection policy being developed during 1983/84.
  
    

- To manage the legal deposit programme for the state of

 Victoria.

- To order and acquire a wide range of books, periodicals,

 maps, music, pamphlets, pictures, manuscripts, recordings and
 other materials for presentation to the public via
 catalogues, indexes and printed books.

- To prepare and add records to the material data base known as

 ABN (Australian Bibliographic Network) via its online
 cataloguing facility.

The three main operations of the Division are carried out by the - Acquisitions Department - responsible for the selection and

 acquisition ot books and other materials for the collections
 of the State Library, selection is carried out by the staff
 of the department, reference staff and by various staff
 members with special expertise in particular subjects. A
 * Selection Committee exercises general oversight of selection
 and in particular of selection policy. This department is
 responsible also for material received by donation and for
 the legal deposit programme, which under the provisions of
 the Library Council of victoria  Act 1965 entitles the State
 Library to receive a free copy of all items published in
 Victoria. Most purchases are handled by the Orders and
 Accessions Unit? the Government Publications Unit is
 responsible for the acquisition and cataloguing of government
 publications from the Victorian and Australian governments,
 the United states, the United Kingdom, Canada and many
 international organisations. This unit compiles the State
 Library's monthly publication VGP which lists new Victorian
 government publications.

- Serials Section - responsible for all periodicals and

 newspapers received in the State Library, including those
 acquired by the legal deposit provisions. The binding of
 material Is also administered by this section.

- Cataloguing Department - responsible for the final entry of

 all records into abn; for the allocation of a call number
 which identifies each item and enables it to be retrieved
 from the shelves as requested; for the production of
 microfiche catalogues which list all materials catalogued
 since 1979; and for the maintenance and conversion of the
 main card catalogue which contains records before 1979.
  


MINISTRY FOR THE ARTS LIBRARY 'Cti01fk?Tt"8i WCTORIA FREEDOM OP INFORMATION ACT - PART II STATEMENT - JULY 1984


- A Technical SkvIcm support Unit is responsible Cor keyboard

 operating.

(iii) Management Servicea


The Division was created in 19d3, following the Public Service

 Board Management Review oC the Library Council of Victoria.

The Organization Chart for this Division is attached as Appendix 3.


The functions of the Division are?- - To implement and co-ordinate the management and

 administrative systems and service* for the Library Council
 of Victoria including the financial, accounting, personnel*
 conservation, and physical resources components of the
 Library Council operations.

- To develop *i»»d manage corporate relation* programmes and

 centralized administrative services.

- To act as Secretariat to the Library Council of Victoria;

 administer the Council's operations and in association with
 the State Librarian oversee the implementation of its
 decisions.

- To consult with the Public Service Board and Ministry for the

 Arts on personnel policy and practice.

- To promote and implement a publications programme. - To provide staff training and development programmes to a

 broad range of library staff including where appropriate
 staff of public libraries and government department
 libraries.

- To promote the aim* and activities of the Library Council to

 the general public.

There are six separate and distinct operational units*- - stair Development - responsible for the provision of

 specialised In-house developmental programmes across a broad
 range of staff, including Government Department libraries and
 public library staffs where appropriate.

Other developmental activities include study leave programme,

 staff mobility, performance appraisal, field-work, study
 tours of the Library and career counselling.

- Conservation - responsible for the preservation of the

 collections held by the State Library, a  consultancy service
 is also provided to the public and other libraries.
  


MINISTRY FOR THE ARTS LIBRAkY COUNCIL OF VICTORIA FMSBMB‘W !Hi(5iHAfr5W ACT~- part ii statement - July 1984


- Photography - responsible for providing a photographic and

 copying service for the public and for tha photographic
 requirements of tha State Library.

- Personnel and General Administration * Tha Library Of flea ia

 raaponaibia for providing administrative aupport for tha
 Library Council*a oparationa. Thia includes; paraonnal
 administration, tha Copying centre, Mail, and tha control of
 all financial operations relating to both vote appropriations
 and Library Council trust funds.

- Publications - responsible for developing and managing a

 publications programme designed to make accessible special
 items in the collection by producing and marketing cards,
 maps, reproductions and books. It also publishes research
 tools, such as Indexes and bibliographies and reports
 relating to the library profession.

- Publicity - responsible for promoting and marketing the aims

 and activities of the Library Council of Victoria to the
 media, and for supervising the production of all  Library
 Council reports, manuals, brochures and other promotional
 literature.

(iv) Consultancy and Public Libraries Services The Division was created in 1983 by a merger of the former Public Libraries Division and the Government Department Libraries Unit of the state Library of Victoria.


The Organization Chart for this Division is attached as Appendix 4.


The functions of the Division are»-

  • ■ To provide advisory services to municipal councils and
 municipal libraries.

- To provide advisory services to state government departmental

 libraries.
  
    

To develop policies and plans for the growth and Improvement

 of these services.

To prepare advice to the Minister on matters relating to

 public libraries.

To prepare advice on the allocation of state funds to public

 libraries.

To promote co-operation and co-ordination between public and

 departmental libraries, and other types of library.
  


MINISTRY FOR THE ARTS


tfgEKEY catmcit OF VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT


JULY 1984


The main operations of the Division are carried out by a small

 group of generalist and specialist library consultants with
 administrative and clerical support.
  
    

The Division has as its broad goal to extend and improve access

 by all Victorians, regardless of theirrtfeographical locations,
 income, physical condition or language* to an adequate and
 equitable standard of library and information service.

The strategies which the Division employs to wort towards this

 goal include:
  
    

assistance in the establishment of libraries:


development and promulgation of standards and performance

 measures:
  
    

- continuing education programmes for library staff: liaison with other agencies to promote the role and use of

 library and information services:

- provision of consultancy and advice:

 sponsorship of research and innovation;

- dissemination of information about libraries; and development of plans and policies in relation to library and

 information services for adoption by Government.

(v) EPF Services The Division was created in 1989 following the Public Service

 Management Review of the Library Council of Victoria. At present
 this is a small unit consisting of an establishment of two - the
 Manager. EDP Services and a Computer Systems Officer.

The functions of the Division are:- To formulate and implement plans and policies for the

 application of EDP to Library Council operations, and library
 services in Victoria.

To provide advice to the Library Council and the State

 Librarian on matters involving EDP and other related
 technologies.

To underake Studies into the application of EDP to Library

 Council operations and recommend appropriate courses of
 action.

- To select, develop and implement computer based systems to

 support Library Council operations.
  
    

1/10


MINISTRY FOR THE ARTS nttrowrefloacit grvfcTORiA FREEDOM OF INFORMATION ACT -PART II STATEMENT - JULY 1984


- To advise and assist government department and public

 libraries inplanning for, and implementing computerised
 systems.

To monitor technological developments in EDP and related

 areas and advise on their application to Library Council
 operations and library services generally.

- To operate any computer facilities acquired by the Library

 Council.

The application of EDP to Library Council operations is in its

 earliest stages and developments tc-date have concentrated on
 initial studies to identify the requirements, and consideration
 of strategies to be adopted to facilitate automation.

General consultancy services concerned with library automation

 are provided to public library services and some government
 department libraries by EDP services through the consultancy and
 Public Libraries Services Division.

The Library Council of Victoria joined CAVAL Ltd. in 1980. This

 provides a forum for consultation with other Victorian academic
 and research libraries, in relation to the development of
 resource sharing programmes using computer - based systems and
 services.

1.5 Decision Making Powers 1.5.1 The Library Council of Victoria Act 1965 empowers the

 Library Council to advise the Minister on:   “"

- policy matters relating to the provision of library and

 information services in Victoria, particularly those relating
 to public libraries and

~ the allocation of any moneys made available by Parliament to

 assist free libraries.

This advice involves recommending on: - conditions for receipt of, and procedures for payment of,

 Municipal Library Subsidy;

recognition of professional library qualifications for chief

 librarians;

- methodology for distribution and allocation of Regional

 Library Development Grants and Library Establishment Grants}

- allocation of Special Projects Grants for innovative

 projects^

Decision-making powers on these matters rest with the Minister.


MINISTRY FOR THE ARTS LIBRARY CbUNCil 6P VICTORIA fKiEgga


PART II STATEMENT - JULY 1984


1,5.2 The Libraries Act 1358 Sections 15-30 deal with the

 powers, responsibilities and appointment of trustees of
 Mechanics' institutes# trades halls etc, and the transfer of such
 land when no longer required for library purposes,

1,6 Consultative Arrangements 1,6.1 The Library Council of Victoria, the state Librarian#

 Directors# and other appropriate senior Staff consult with other
 sections of the Library and information industry through a number
 of mechanisms including}

Membership of Australian Libraries and information Council

 (ALIC)# a national body for nation wide co-operation and co-
 ordination of library services. Includes all State
 Librarians including Director# Northern Territory Library
 Service# Director-General# National Library# a nominee of the
 Commonwealth Minister for Science and Technology and three *
 nominees of the Minister for Education and Youth Affairs.

- Membership of the Australian Bibliographic Network (ABN)#

 Canberra# a national on-line bibliographic support service
 based on the co-operative cataloguing activities of its
 members.

- Membership of the Networks Committee of ABN (representing

 ALIC).

- Membership of Australian Advisory Council on Bibliographic

 Services (AACOBS) a national body with State committees and
 working groups on spscial issues representing all types of
 libraries concerned with furthering co-operation in library
 matters.

Membership on the Board of Directors of CAVAL and Technilib. - Membership of New State Library Building Committee.


Membership of the Municipal Inter-Library Committee

 (Minterlib).
  
    

Membership of the Standing Committee on Library Cc-operation#

 an inter-departmental committee between Ministry for the Arts
 and Education Department for the consideration of co-
 operative activities between school and public libraries.

Membership of Friends of the State Library. Membership of the History Institute# Victoria, Membership of State committee on Library Services to People

 with Disabilities.
  


MINISTRY FOR THE ARTS LIbRaRy eGUNgTT 6t VICTORIA FRfefifcdM 6t imhikffm A'Ct"-


PART II STATEMENT - JULY 1984


- Membership of the public Records Advisory Council,

  • - Membership on various Committees of the Bicentennial,

victoria's 150th Celebrations and other historical

 celebrations committees,

- Membership on various committees of the Royal Historical

 Society of Victoria,

- Membership of the Australian Map Circle. - Membership on various committees of the Bibliographical

 Society of Australia and New Zealand,

Membership of the Australian Branch of international

 Association of Music Libraries Arcnr»es and Documentation,

Membership on various committees of the Art Libraries

 Society, Australia and New Zealand.

-■ Membership of Working Group on Multicultural Services

 (Victoria),

- Membership of the Committee on Taxation incentives for the

 Arts.

• Membership of the Buildings Management Committee, - Membership of the state Library Of Victor! i/Museum of

 Victoria Safety Committee.

- Membership of Victorian Consultative Committee on Social

 Development, Information Sub-Committee and Information
 Technology Working Group,

- Editorship (honorary) La Trobe Library journal, - Membership of library committees of Individual government

 departments,

- Membership of the advisory committee of library schools. 1.6.2 The Library Council also seeks the advice of the library

 world through advisory committees, including<

(1) The Library Council of Victoria Children's Materials

 Selection Committee which produces lists Of recommended materials
 for inclusion in public library collections.

(ii) Adhoc committees to advise the State Librarian on

 particular issues e*g, public library funding, inter-library
 networks, public library standards, regionalisation, mobile
 library services.
  


MINISTRY FOR THE ARTS


LlfeftARY c6oncil oF Victoria FREEDOM or INFORMATION ACT - PART II STATEMENT - JULY 1984


1.6.3 Senior officers of the Ministry for the Arts meet on s

 regular basis with State and Federal counterparts to discuss
 general policy matters and for specific issues as the need
 arises.

1.6.4 The Library Council of victoria consults widely with the

 Library Association of Australia, the national body representing
 the library profession.
  
    

1/14


MINISTRY FOR THE ARTS

 HBMKV COTHC1L Of VICTORIA
 FEBIKH 6T IHF0RHATI6H ACT"-
  
    

PART II STATEMENT - JULY 1984


APPENDIX 1


DIRECTOR, INFORMATION SERVICES


-Reader Service* Librarian Librarian* - Research ~ Reference and Information - External Services

 -> Business Services

- Ethnic Services - Coauaunity Affairs

 r* Rare Books

- AMPA - Maps . support staff*


La Trobe Librarian . Deputy La Trobe Librarian . Librarians - Enquiries - Research

 *■ Pictures

- Manuscripts

 Support staff*
  
    
  • Support staff includes
 . Librarians

, Library Technicians . Attendants . Typists . General Hands


MINISTRY POR THE ARTS


LfSRXRV C6UMC1L 61 Victoria FREEDOM O# iNtORMAfidN A(iT - PART II STATEMENT *• JULY 1984


Acquisitions Librarian . Orders and Accessions Librarian . Government Publications Librarian . Librarians . Library Technicians . Clerical Assistant


-Chief Cataloguer


APPENDIX 2


DIRECTOR, TECHNICAL SERVICES



S'


Senior Cataloguing Librarian Librarians Library Technicians


serials Librarian


e.


Senior Cataloguing Librarian Librarians Library Technicians


- Typists


MINISTRY FOR THE ARTS libAaAy COUNCIL op~vTctoria FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


APPENDIX 3


DIRECTOR| MANAGEMENT SERVICER


-Senior Training Librarian , Training Librarian . Typist ~ Manager, Publications - Publicity and Publications Officer - Library Photographer . Photographers Assistant


- Conservator , conservation Librarian «  Document Restorers - Accountant . Administrative Officers Clerical officers


- Administrative of f icer . Administrative Officer

 .   Attendant/Driver

• typist


MINISTRY FOR THE ARTS LfBlAWYgSUriClt 69 VICTORIA FREEDOM Ofr INFORMAtiON Atl - FART II STATEMENT


JOLT 1984


APPENDIX 4


DIRECTOR, CONSULTANCY AND

 PUBLIC LIBRARIES SERVICE * •
  
    

__ - . , .... ... f


-Executive Officer, Public Libraries . Deputy Executive officer . Field Officers . Technical Services Librarian . Children's Librarian Mediamobile Staff


-Supervising Librarian Government Department Libraries , Deputy Supervising Librarian , Librarians in Government Departments


• Library Technicians in Government Departments


-Administrative Officer . Assistant Administrative Officer

 .    Clerical Staff

, Typists


MINISTRY FOR THE ARTS LfeiKlY eaUNC!t'~6ri7fCTORiA


FREHDOM OF INFORMATION Act - PART II STATEMENT - JULY 1984


AGENCYi LIBRARY COUNCIL OF VICTORIA CODE* VA0924 ADDRESS* 328 SWANSTON STREET MELBOURNE. VIC. 3000 STATEMENT 2* CATEGORIES OF DOCUMENTS


2.1 General Description of Record Keeping Svstens There is no central registry of files at the State Library. Each

 Division and some sections have their own set of files which
 include correspondence, records of agendas and minutes of
 meetings and committees both Internal and external.

In the near future Management Services will establish a central

 registry. The main records relating to the Library Council,
 correspondence, personnel and position files and cards are
 maintained by the Library Office.

2.2 Principal Record Series 2.2.1. Correspondence - Consists of State Library correspondence relating to general

 reader enquiries and replies filed in a straight numeric
 sequence? and

Outwards mail register of the State Library - consists of

 correspondence despatched daily with brief description of
 each item and to whom (name and address).

2.2.2 Personnel and position files


-* Personal Files arranged alphabetically by surname, are kept

 for all Library Council staff. It provides personal and

employment details. - Position Files arranged numerically by position number. provide information relating to position description, duties

 and qualifications, advertisements and correspondence
 relating to the position.

~ Personnel cards» arranged alphabetically by surname of

 officer, the file provides a complete record of all leave
 (excluding flex-leave) and other personal information for
 ready reference.

2.2.3 Agendas and Minutes Complete sets of agendas and minutes are kept for Library Council of Victoria. State library Committee (a sub-committee of the Library Council) and senior staff meetings.


MINISTRY FOR THE ARTS gfefiAfty e6uwen:grwcTORiA FREEDdHd'f INFORMATION Adi - PART II STATEMENT


J'JLY 1984


2*2.4 General Files - Library Office These general files include records relating toj - Library Council of victoria financial and trust fund records - Bequests

 Financial records

« Payment of Accounts

 -• Statistics

2.3 Divisional Records Generally the files in the Divisions relate specifically to their

 operations e.g. Technical Services Division maintains a number of
 important files on order records* donations* exchanges and
 deposits* legal deposit records, government publications records*
 serials and binding records, statistics* statements* instructions
 and circulars relating to ABN.

? 3«1 Consultancy and Public Libraries Division This Division operates a formal record keeping system which

 includes:

- Correspondence files* - Files on applications for subsidies and grants* - statistical and financial reports from public libraries and

 departmental libraries.

- Minutes* agendas and annual reports of the Free Library

 service Board.

- Minutes and agendas of the Public Libraries committee of the

 Library Council of victoria*

« circulars to library authorities and libraries* General Policy Correspondence Files These files start with the establishment of the Free Library

 Service Board in May 1947.

Files contain all correspondence, memos and notes to file

 relating to -
  


MINISTRY FOR THE ARTS Library council of"Victoria freedom"of Information act - part ii statement *» July 1964


municipalities - municipal library services - government departments - government departmental library services - library and other bodies » administration of grants and subsidies - technical subjects «  special projects Closed files are Stored in the Division or in the case of some

 early files (1940 -* 1960) at the Public Record Office.

Financial Files The following financial files are held! - Applications and allocations for Municipal library Subsidy.

 1946/4? - date?

- Applications and allocations for Country Free library Grants

 (municipal and non-municipal)» 1946/? ~ 1978/79 (grant
 discontinued);

- Applications and allocations for Children's Library Grants#

 1946/47 * 1978/79 (grant discontinued);

- Municipal Library Estimates 1959/60 * date. Statistical Files The following statistical records are held? - Annual statistical and Financial Returns of Municipal

 Libraries, 1958/59 « to date;

" Annual statistical Reports of Departmental Libraries, 1974/75

 “ to date.

Minutes and Agendas The following minutes and agendas are held; Free Library Service Board Minutes

 2/5/1947 *» 8/11/1955 - 9/4/1963

Free Library Service Board

 Minutes 1963 - 1966

Library Services Division Sub Committee# Library Council of

 Victoria

Minutes *> Agendas 5/7/1966 - 7/7/1970


MINISTRY FQR THE ARTS

 Library tibUNttt oPWctoria
  
    

FREEDOM or INSPIRATION ACT - PART II STATEMENT - JULY 1914


~ Public Libraries Division Sub-Committee, Library Council of

 Victoria

Minutes and Agendas 1/9/1070 ■*' 8/11/1972 « Public Libraries Committee, Library Council of Victoria

 Minutes and Agendas 6/3/1973 - to date.

Other Records


Circulars to libraries and library authorities! A chronological file is Kept of all circulars sent by the

 Division to municipalities, public libraries and departmental
 libraries. These circulars include policy statements and
 guidelines.

2,3.2 Provenance Files (La Trobe Library) These files contain details of negotiations for acquisition of

 manuscripts and historical picture material.

Accessions Registers list each item or collection of items,

 including number, description, source, conditions of use, and
 restrictions, as they are processed within the relevant section
  


MINISTRY FOR THE ARTS LIIMRr C6UMCIL <5P VICTORIA FREEDOM Of INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY: LIBRARY COUNCIL OF VICTORIA COPE* VA0924 ADDRESS: 328 SWANSTON STREET MELBOURNE* VIC. 3000


STATEMENT 3: F.O.I. ARRANGEMENTS


F.O.I. arrangements followed by the Library Council of Victoria

 are in accordance with procedures established by the Ministry for
 the Arts (Head Office). A summary statement follows - reference
 may also be made to the Statement published by the Ministry for
 the Arts (Head Office).

3.1 Published information on F.O.I. A copy of the Part II Statements is available for inspection at

 the*"'

Law Department

 Public Record Office

State Library of victoria and Local Library vanuas The Statements are also available for inspection and purchase

 (cost 20c per page) from the F.O.I. Officer. State Library of
 Victoria. Copies of the statement on F.O.I. Arrangements and
 the statement on Publicity Services will be made available free
 of charge.

3.2 F.O.I. Access Arrangements Request* for access nust be made in writing to th« F.O.I. Officer, State Library of victoria. 3.3 identification of Oocmnents The subject and the date range of the information sought should

 be indicated as precisely as possible. Where a request does not
 sufficiently identify the document(s) requested, you will be
 advised and given an opportunity to reformulate your request in a
 way which will identify the document.

3.4 charge* Charges for access to documents will be in accordance with the

 Freedom of Information (Access Charges) Regulations 1983.

3.5 Nominated Officer in the State Library of Victoria

 For initial receipt of and action upon P.QfX«  requests:
  


MINISTRY FOR THE ARTS

 tlBftARY COUNCIL OF~VfCTORIA
  
    

FREEDOM OF INFORMATION ACT - PART II STATEMENT * JULY 1984


Mias M.E. Carey

 State library of Victoria
 328 Seanston Street
 Melbourne. Vic. 3000

Tel.: 660 9998


3.6 Opening Hours - State Library of Victoria The reference and information services of the State Library of

 Victoria, 328 Swanston Street, Melbourne are freely available to
 the public.
  
    

Monday - Friday

 Saturday - Sunday
 Public Holidays
  
    

10.0 a.m. - 10.00 p.m 10.0 a.m. - 6.00 p.m. 10.0 a.m. - 6.00 p.m.


Telephone: 669 9888 After hours, Weekends and Public Holidays -


Reference and Information Centre

 La Trobe■Library
  
    

669 9824

 669 9825
 669 9035
 669 9949
  


MINISTRY FOR THE ARTS LifeiUtAfr^ CDu^it oITWctoria FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 19*4


AGENCY: LIBRARY COUNCIL OF VICTORIA CODE: m#IM ADDRESS: '328 SWANSTON STREET MELBOURNE. VIC. 3000


STATEMENT 4; PUBLICITY SERVICES


4.1 Publicity and Publication Services 4.1.1 The information leaflets listed below are for the

 guidance of the public using the services of State Library of
 Victoria.

How to find a book How to find a magazine/journal How to find newspapers How to find information on a subject How to get photocopies Victorian family history noteS Australian history notes Australian histoy - local history option* not#* The leaflets are free, and are available from the Reference end

 Information Centre, and the La Trobe Enquiries Counter, State
 Library of Victoria. The leaflets are undated, and are revised
 as required.

4.1.2 A general information brochure on the State Library #f

 Victoria and its collections is currently out of  print but
 photocopies are available for this and other miscellaneous
 publicity material from the Publicity Officer, State Library of
 Victoria, 328 Swanston Street, Melbourne, 3000.
  
    

4.1.3 The following list relates to publicity material whi<-h

 provides information for the public and government departments
 about the services available from public and government
 department libraries:

At Your Fingertips, quarterly Melbourne. Consultancy and Public Libraries Services Division, btbeaey

 Council of Victoria.

Gratis, (a current awareness service foe Victorian government

 libraries)

Directory of Public Library Services in Victoria. Melbourne, Consultancy and Public Library Services Division*

 Library Council of Victoria, October* 1983.

31p,, annual* ISSH 0313-S829 mentis.


4/1


MINISTRY FOR THE ARTS LIBRARY COUNCIL OF~VICTORIA FREEDOM OF INFORMATION ACT PART II STATEMENT - JULY 1984


Five Swags Full; Australian Children's Books, 1979-1983.

 Melbourne* Australian Library Promotion Council for Library
 Council of Victoria* 1983. Leaflet (8p.) Annual Price $9.50 per
 100 O.P. (1983 ed.)

Available: Australian Library Promotion Council, 328 Swanston Street* Melbourne* 3000. GoDeL Newsletter, quarterly. Melbourne, Consultancy and Public Libraries Services Division,

 Library Council of victoria.

Gratis. Holiday Fun for Children in Victorian Libraries. Melbourne, Library Council of Victoria. “ 3 times per year - May, August, December. Gratis. An Introduction to Public Library service in Victoria. Annual, gratis, PL NEWS. (Public Library News) 5 times per year. Melbourne,

 Consultancy and Public Libraries Services Division, Library
 Council of victoria.

Gratis. Victorian Government Libraries Statistics, Financial Year 1982-

 81. Compiled by Government Department Libraries Unit*  Library
 Council of Victoria, 1983.

Gratis. 4.2 Publications


The current Library Council of Victoria publications are listed. ANNUAL STATISTICAL BULLETIN OF PUBLIC LIBRARIES OF VICTORIA No. 9 1981-1982 $4.00 THE ART OF BOTANICAL ILLULSTRATION: CATALOGUE OF AN EXHIBITION OF FINE BOOKS FROM THE BOTANY COLLECTION OF THE STATE LIBRARY OF

 VICTORIA ”                         ‘      !  !               !                                   '
  
    

1975 $1.00 THE BOOK OF THE PUBLIC LIBRARY 1903-1931. by Edmund La Touche

 Armstrong and Robert Douglass Boys

published by Fraser and Jenkinson on behalf of the Trustees of

 the Public Library, Museums and National Gallery of victoria
  
    

1932 $10.00


4/2


MINISTRY FOR THE ARTS Freedom 6# Information act - part it statement - july 1984


BOOKMOBILE ROUNDUP! Proceedings of the three day residential seminar, May 1976 Edited by Susan Robertson 1977 $7,50 CATALOGUE OF FIFTEEN CENTURY BOOKS AND FRAGMENTS IN THE PUBLIC

 LIBRARY OF VICTORIA- ”      ~    _                 !     ‘

Compiled by A.B. Foxcroft Published by Brown, Prior & Co. for the Trustees of the Public

 Library, Museums and National Gallety

1936 $25.00 PERFORMANCE MEASUREMENT OF SOME MELBOURNE PUBLIC LIBRARIES

 A Report to the Library Council of Victoria
 By Michael J. Ramsden                       1978  $6.50

REPORT OF THE INTERDEPARTMENTAL COMMITTEE ON JOINT USE LIBRARIES


Submitted to the Director-General, Education Department and the

 Director, Ministry for the Arts
  
    

1978 $3.00


VICTORIAN GOVERNMENT PUBLICATIONS RECEIVED BY THE STATE LIBRARY

 OF VICTORIA ~~             “       ........   ------------------ 
  
    

1983

Monthly

$26.00


Annual cumulation

20.00


Full service

45.00

Annual

cumulations



1976-1982

$10.00

GOVERNMENT PUBLICATIONS OF AUSTRALIA: A LIST OF LISTS Compiled by Victorian Committee of Australian Advisory Council

 on Bibliographical Services

Second Edition: 1979 $4,50 INDEX TO THE ARGUS 1848-1854


Compiled by J.A. Feely


1976 $20.00


4/3


MINISTRY FOR THE ARTS LIBRARY COUNCIL OF VICTORIA FREEDOM 6F XfORHATION AC* * PART II STATEMENT - JULY 1984


LIBRARIES AND PEOPLE IN MELBOURNE A study for the Library Council of Victoria by Carey Handfield

 and Blery Hamilton-Smith

1975 $6.00 LIBRARY SERVICE TO MIGRANTS Edited by Derek Nhitehead 1976 $6.00 MINIMUM STANDARDS FOR MOBILE LIBRARIES IN VICTORIA Prepared by Library Council of Victoria's Working Party On Mobile

 Libraries and Mobile Library Service*

1980 $5.00 PUBLIC LIBRARY SERVICE IN VICTORIA

 A Report to the State Government

1970 $7.50 SOURCES FOR THE STUDY OF BRITISH INDIA IN THE STATE LIBRARY OF

 VfCTSEiA-------- -- —— -------- -- - -- —-------- -- —;—:------ ■—1

Part It Serials Listing by John Dunham 1977 $20.00 TECHNICAL BULLETINS No. 2 - Annual Reports. 1975 $ .75 VICTORIAN TREASURES FROM THE LA TROBE COLLECTION. STATE LIBRARY of vICfoRlA --------- — —-------- - — ---------- ——:----- — By Anne Glover MacMillan Company of Australia 1980 $10.00 STANDARDS FOR MULTICULTURAL PUBLIC LIBRARY SERVICE Published by the Working Group on Multicultural Library Services

 (Victoria) and by the Library Council of Victoria
  
    

1982 $3.00


MINISTRY FOR THE ARTS


LlSRAfttf CaUHCirOP VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


RELATIONSHIPS BETWEEN RESOURCES AND USE OF VICTORIAN PUBLIC Lttimm—■——""— ---------------------- — ------------- ——


Report on a research study for the Library Council of victoria by

 Richard A* Stayner
  
    

1981 $15.00


TRESPASSERS AND INTRUDERS


Catalogue of an Exhibition Of the Port Phillip Association and

 the Founding of Melbourne
  
    

Published by the Library Council of Victoia


1982 $2.00


SUN PICTURES OF VICTORIA The Fauchery-Dalntree Collection 1858 Text by Dianne Reilly and Jennifer Carew Published by Currey O’Neil Ross Pty. Ltd. on behalf of the

 Library Council of Victoria
  
    

1983 $29.95


MARCUS CLARKE - AN ANNOTATED BIBLIOGRAPHY


By tan F. McLaren


Published by the Library Council of Victoria


1982 $28.00


VICTORIAN GOVERNMENT LIBRARIES: STANDARDS Melbourne, Library Council of Victoria, 1983. 27p. Adopted by Library Council of Victoria 12/4/83

 Price $3

AUSTRALIAN ART AND ARTISTS TO 19501 a bibliography based on the

 holdings of the State Library of Victoria               '

Compiled by Elizabeth Hanks Published by the Library Council of Victoria


1982 $20.00


4/5


MINISTRY FOR THE ARTS Library council of victoria YftttipdH or iNroRMAfiaW... ACf - part ii statement - July 1984


CLASSIFICATION AND THESAURUS OF COMMUNITY INFORMATION AND

 ASSOCIATED TERMS       "                ——             ' ' ;

Sue Healy and Peter Fraser 1982 $8.00 THE VICTORIAN GOLD FIELDS 1852-3

 An Original Album by S.T. Gill

Edited and introduced by Michael Cannon Published by John Currey O'Neil Pty. Ltd. on behalf of the

 Library council of Victoria

1982 $30.00


POSTA0E AND HANDLING CHARGES 10% of the total value of the purchase order should

 be added to cover postage and packing costs.

Cheques/money orders should be made payable tor THE LIBRARY COUNCIL OF VICTORIA Orders should be addressed tor The Accountant, Library Council of victoria, 328 Swanston Street, MELBOURNE, VIC. 3000


PRINTS, CARDS. MAPS, FACSIMILES FOR SALE AUSTRALIAN SCENES - four colour reproductions 22 x 25 cm. - $0.50

 eacK              *
  
    
  • Mark Young's Hotel, Frankston— C. Woodhouse, c.1890
  • Sandrldge (Port Melbourne) - H. Gritten, c.1865
  • South Yarra Hill - H. Burn, 1868
  • "John Williams" (Children's Missionary Meeting on Board) -
 William Strutt, 1856
  • William's Town Lighthouse - Edmund Thomas, 1853
  • Yarra Yarra from South Side - Edmund Thomas, 1853
  • The Wharf, Melbourne - J.G. Boyd, c.1854
  • Goulburn, N.S.W. - A.H. Fullwood, 1886
  • West Maitland, N.S.W. - A.H. Fullwood, 1886
  • Kiama, N.S.W. - J.R. Ashton, 1886
  • Parramatta, N.S.W. - A.H. Fullwood, 1886
  • The Squatter's First Home - A.D. Lang, 1847
  • Jolimont, Melbourne, Port Phillip - Artist unknown, c.1844


4/6


MINISTRY FOR THE ARTS LIBRARY C60HC1I 6F VICTORIA FREEDoT7?F INFORMATION APT - PART II STATEMENT - JULY 1984


  • Western Port Sealers' - L.A. de Sainson, 1826
  • Highbury Barn Hotel, East Collingwood - Artist unknown,
 c.18 58
  • Bloxsidge's Hotel, Mordialloc - W. Tibbits, c.1885
  • Loss of the London - Artist unknown, c.1865
  • Unidentified Melbourne Residence - w. Tibbits, 1884
  • Botanical Gardens and Government House (Melbourne) - H.

Burn, 1876

  • Fitzroy Gardens (Melbourne) - F. Cogne, 1863
  • New Norfolk (Tasmania) - A.H. Fullwood, 1886

B. THOMAS PAINTINGS - four colour reproductions - 55 x 60 cm. -

 $2.06 each
  • Elizabeth and Lonsdale Streets
  • Collins Street

EARLY MELBOURNE SCENES - four colour reproductions 27 x 39 cm. -

 $0.66 each
  • Melbourne from the Falls - Robert Russell, 1882
  • The New General Post Office - s. Calvert, 1866

FACSIMILES - black and white - $1,00 each

  • Batman’s 'Melbourne Deed' 1835 - 41 x 68 cm.
  • Batman's 'Geelong Deed' 1835 - 33 x 61 cm.

MAPS - single colour reproductions 63 x 47 Cm. - $3.00 each

  • Terra Australis * Colony of Victoria

MAP - Black and white facsimile reproduction 80 x 52 cm. - $1.00

 each

Victoria, Mining Districts, Mining Divisions s The Gold Fields -

 1869

LA TROBE'S MELBOURNE - 1839-1854 - Brochure and fold-out map -

 $0.26 each      1

THEATRE ROYAL POSTERS - single colour reproductions - $0.40 each "Rent Day" 25 x 50 cm. "Charles the Second" 25 X 50 cm. GREETING CARDS - MANUSCRIPT ILLUMINATIONS - four colour

 reproductions - $6.$0 each            1
  
    
  • 'David at prayer* 9.5. x 12 cm.
  • 'Ascension of Christ and Pentecost' 10 x 14 cm.
  • 'Office to be said at the sixth canonical hour (midday)' 9.5
 x 14 cm.
  


MINISTRY POR THE ARTS ETMAftt CSUHgiL d» Victoria FREEDOM OP INFORMATION ACT - PART II STATEMENT - JULY 1984


GREETING CARDS - Victorian Treasures - four colour reproductions

 - U.$ x 11 cm. -"fOTeScET--------- ~
  • Liardet 'Corroboree*
  • Gill 'Queen's Theatre'
  • Lyttleton 'Adam Lindsay Gordon' - black and white -
 16.5 x 11 cm. - $0,80 each
  • Pauchery 'Diggers'
  • Caire 'Murray River'
  • de Sainson 'Sealers'


Complete set Of 6 'Victorian Treasures' Cards - $2.50


LINDT'S MELBOURNE - Sepia tone enlarged photographic

 reproductions - 59 x 49 cm.
  
    

Five enlarged photographic reproductions of J.W. Lindt

 photographs of early Melbourne.
  • Eastern Market. 1886
  • Collins Street. 1887
  • St. Kilda Pier, 1887
  • Spencer Street Station, 1887
  • Lonsdale Street, 1887

$12.00 each or $49.00 per set of 5 plus postage and

 packing charge (Lindt's Melbourne only) of $4.55 per
 order.
  
    

WILLIAM TIBBITS CARDS - four colour reoroductions. folded. 17 x TI.5 cm.-="Sir.80 TacK


  • Offington, residence of Edward Henty (1876)
  • Toorak House (1876)
  • The Rest, Abbotsford (1884)
  • Port Phillip from Toorak (1882)

'GILL'S GOLDFIELDS1 - Unframed


S.T. Gill colour reproductions, limited

 edition 1000 sets only, each
 selection numbered 1-1000,

Image Size (each) 41cm. x 54cm.

 Framed Size (outer) 65cm. x 75 cm.
 Certificate (incorporating Gill
 folio title page) 21cm. x 29cm.
 a. Diggers' Hut
 'j. Sly Grog Shanty
 c. Fryers Creek
  
    

$85.00 each

 $207.00 set of 3
 Framed

$147.00 each


1982 1982 1982


4/8


MINISTRY FOR THE ARTS


tfgftxgy awHCiirgr yfbTORiA FREEDOM OF INFORMATION APT ■


PART II STATEMENT


JOLT 1984


MAIL ORDERS Postage and packing charges of 50c for orders within Victoria and

 90c for all other States should be added to the total cost of
 each order*

For bulk orders (total value $10.00 or more) add $1.00 for

 victoria and $1.80 for all other States.

Cheques/money orders should be made payable to the* LIBRARY

 COUNCIL OF VICTORIA

orders should be addressed toj The Accountant# Library Council of Victoria. 328 Seanston Street, MELBOURNE. VIC, 3000


  • Listing of material available and prices as at 14/6/1984.




FREEDOM or IMfORHATIOH ACT - PART II STATEMENT - JULY 1984


STATEMENT 5: PROCEDURES AND GUIDELINES


5.1 Manual* 5.1.1 Procedures and Checkpoint* The state Library of Victoria Swanston Straat checkpoint and the

 La Trobe Street checkpoint maintain manuals of procedure which
 include emergency procedures* copies of the Library Council of
 Victoria Act and Regulations 1984*  policy statements regarding
 control of the entrance and exit* end information of a general
 nature frequently sought by the public at those checkpoints.

5.1.2 Reference and Enquiry Desks The .itate Library of victoria has five main reference and enquiry

 desks. These aret

- The Reference and Information Centre desk - The Art* Music and Performing Arts Enquiry desk

 La Trobe Enquiries desk

Newspapers Enquiry desk (La Trobe* Second floor) - La Trobe Reading Room desk (La Trobe* First floor) Each of these desks maintains a manual of procedures and policy

 guidelines which variously covert

Reference policies and procedures - Copyright* Copying Service* Certified copies* Photography - Inter-library loan service - Availability of library materials* including uncatalogued

 books, use of reference books, checking for missing books

- Availability of library materials in Special collections - Emergency procedures; procedures and policies regarding

 staffing levels and service provision

5.1.3 Special Collections Each department maintaining a special collection has sets of

 procedures regarding the organisation and maintenance of the
 collection. Policies of these departments that affect the public
 are included in the list of policy statements.
  
    

AGENCY :


LIBRARY COUNCIL OF VICTORIA CODE; VA0924


ADDRESS:


328 SWANSTON STREET

 MELBOURNE. VIC. 3000
  
    

VI


MINISTRY FOR THE ARTS LIBRARY COUNCIL OP VICTORIA FREEDOM Of INFORRAflON Ad* - PART II STATEMENT


JULY 1984


5.2 Policy Statements The following policy statements exist, (some in draft fona)

 concerning provision of service, and use of the collections:

Access - Access to newspapers - Access to Library stacks

 Access to Collections

- Access to Special Collections - Conditions Of access - Activities in the Library; surveys, market research etc*

 Reference policy
  
    

Collections


- Draft Selection Policy - Delivery delays; Missing items etc. - Legal deposit (as specified in Section 12-13 Library Council

 of Victoria Act 1965)

- Premier's Circular (No. 63/2237, 1963) (requires government

 agencies to lodge one copy of each publication free of charge
 with the State Library)

Reprography Photocopying of materials - Certified copies, procedures - Photography of materials

 Permission to publish

- Use Of micronegatives Inter-Library loans - Interlibrary lending ’ - Interlibrary loan procedures Security - instructions for Attendants and reporting procedures

 Management

- Library regulations

 Subpoenas

Freedom to Read


Library materials Community noticeboards and material for free distribution in

 the Library

Use of courier service to distribute materials


5/2


MINISTRY FOR THE ARTS LIBRARY COUNCIL Or VICTORIA PMHS5M ~5> JIBWMWnW"'IErV PART II STATEMENT - JULY 1984


Technical Services Cataloguing priorities - Serial acquisition

 Microfilming programme

Purchase of current printed materials - Non-government donations 5.3 Policy relating to public library services Key: FLSB Free Library Service Board PLC Public Libraries Committee

 LCV Library Council of Victoria
  
    

Policy _____________________ FLSB PLC______________________________ LCV 1. Payment of Subsidy on Forecast Estimates 1960 2. TWO Year Saving Period for Establishment of Library Service 1964 3. Statement on Censorship 1965


4. Payment of Subsidy on Total Population 12.3.65 5* Definition of Free Libraries 6. public Library service in

 Victoria: a report to the State
 Government, (includes Masterplan;

Minimum Standards for Public

 Libraries; Proposed Library
 Regions; Report a€ the Public
 Records Advisory Committee).

7. Plus and Minus Adjustments to

 Subsidy (Papulation basis for
 subsidy

8. Charges to Users


9 . Book Charges 10. Consultancy on Library Buildings 11. Country Borrowers' Service

 (Restriction to residents of
 non-subsidised municipalities)
  
    

.8.72


1.8.72


3.6.69

 (reaffirm)

7.10.69

 4.70

5.5.70 2.6.70


Circular


2.72 5.78


1972


MINISTRY FOR THE ARTS

 LIBRARY C&UlitlL OR VICTORIA
 PRdftbow 5f fNP6ftkAT16ri  gr-
  
    

PART II STATEMENT


JULY 1984


Policy ftSB

PLC

LCV

Circular

12 .Public Landing Right

5.73

5.6.73


13 .Grants to Regional Film Libraries

27.6.73

7.8.73


14.Guidelines for Library Openings

3.7.73

7.8.73

(75/14)

15.Revision of Regional Plan

5.3.74

4.6.74


16.Policy on Federal Aid for

 Libraries
     

     

2.4.74


17.2 for 1 Basis of Subsidy


.75


18.Charges for Lending

3.75

4.75


19.Chacges for Loans of Audio

 Visual Materials
     

6.7.76

3.8.76


20 .Policy on Weekend opening of

 Public Libraries
     

3.5.77

7.6.77


21 .Guidelines for Ccneunity Notice-

 Boards in Public Libraries
     

8.11*77

6.12.77

(78/26) 12.6.78

22.Policy on Holders of Proficiency

 Certificate
     

8.11.77

6.12.77


23.Policy Statseent on Public Libraries

 and Adult Literacy
     

7.3.78

4.4.78

18.5.78 (78/22)

24 .Regional Grant - Technilib Grant

 Guidelines
     

5.12*78 6*3.79 1.9*81 9.11.82

6.10.81 7.12.82


25.Policy on Reciprocal Membership

1.5.79

5.6.79 5*8.80

21.11.80 (80/40)

26 .Report of the Interdepartmental

 Ccnslttee on Joint-use Libraries -
 Education Department/Ministcy for
 the Arts.

(includes Draft Policy and Draft

 Guidelines)
     

5.6.79

3.4.79 25.6.79

(79/26) (79/28)

27.Standing CoiMiittse on Library Co-

 operation! Terms of Reference
     

13.11*79

4.12.79


28 .Policy on Toy Libraries

4.3.80

1*4.80

2.4.80 (80/9)


MINISTRY FOR THE ARTS LiftflMW (S6tmgIL 6F Vfc ria

 fiegpgM 6t immnm :$r- part
  
    

II STATEMENT - JULY 1984


Policy ______ USE PIC 29. Policy on Few Accws to Information 6.5.80 30. Policy on Library Serview Cor Disabled People 6.5.80 3l.0onditions of Annual subsidy to tha 6.5.80 Braille and Talking Book Library 32. Library Service to the Print

 Handicapped (fresi tha State Library

of Victoria) 33. Pro Form Regional Library Agreasant (Latest issue) .9.80 34 .Minisun Standards Cor Nobile Librariw in Victoria 1.7.80


35 .State Information Policy (AAO0B6) 36. DeCinition of the Metropolis in terse 5.5.81

 of the Libras Council of victoria Act 1.9.81

37. Model By-Law for the Managansnt

 and Control of Librariw (latwt
 issue)
  
    

38. Closure of Country Borrowers' Service 39. Guidelinw for Inplaaantation of

 Reciprocal Mwbership Policy 1981/1982
  
    

40.Standards for Multicultural Library

 Service} prepared by the standards
 Subcdseittw of the Hbrking Group
 On Multicultural Library Serview > .7.82

41.Regional Grant Allocation Formula (latwt issue - 1983/84) 8,11.83


LCV Circular


3.6.80 3.6.80 5.8.80 10.6.80 (80/16) 5.8.60


5.8.80 10.9.80 (80/28) 10.2.81 6.10.81 15.5.81 (81/17) 30.6.81


30.9.81 (81/34)


29.7.82


6.12,84


Date of :

 Currency
  
    

Victorian Ministry for the Arts. Office of the Minister, The Hon. Race Mathews, M.LA,

 Minister for the Arts,
  
    

MINISTRY FOR THE ARTS


F.O.I. PART II STATEMENTS


[ssue; of statement


12 July, 1964

 12 July, 1984
  
    

9th Floor, 168 Exhibition Street,

 Melbourne, Victoria 9000, Australia.
 Telephone (03)651 1272
  


MINISTRY FOR THE ARTS fftigfoM of ihfofeMAflgN ACT PART H STATEMENT - JULY lift


MINISTRY FOR THE ARTS


Acts adaiuistered by ths Ministsri Exhibition Act 1957

 Film Victoria Act 1981

Geelong Performing Arts Centre Trust Act 1990

 Libraries Act 1958

Library Council of Victoria Act 1965 Ministry Cor the Arts Act 1972 Museum of Victoria Act 1983 National Gallery of Victoria Act 1966 State Film Centra of victoria Council Act 1983 Victorian Arts centre Act 1979 Victorian College of the Arts Act 1981


A. ESTABLISHMENT The Ministry for the Arts was established by Act of Parliament

 on 19/12/1973,
  
    

B, ORGANIZATION CHART

 Sea next page.
  
    

Ministerr Director!


The Honourable C.R.T, Mathews, M.P

 Mr. Paul Clarkson
  


MINISTRY FOR THE ARTS PBil5M OPInFQPmAtTON ACT - PART II STATEMENT - JULY 1984


MINISTER FOR THE ARTS DIRECTOR Ministry for the ‘.’-ta (Head office) Council of The Museum of Victoria

 Museum of victoria

Council of Trustees of the National Gallery of Victoria

 National Gallery of Victoria

The Exhibition Trustees Film Victoria Geelong Performing Arts Centre Trust Library Council of victoria

 State Library of Victoria

Museums Advisory Board State Film centre of victoria Council

 state Film centre

Victoria’s 150th Anniversary Board Victorian Arts centre Trust Victorian College of the Arts Victorian Council of the Arts Centre for Contemporary Art

 Heide Park and Art Gallery
 Meat Market Craft Centre
 St. Martina Youth Arts Centre
 Victoria state Opera
 Victorian Tapestry Workshop

1/2


MINISTRY FOR THE ARTS FREEDOM OFlNFORMAflON ACT - PART II STATEMENT - JULY 1984


MINISTRY FOR THE ARTS (HEAD OFFICE) - VA1025 The Ministry £or the Arts has (the dual function of being the

 Government's Arts funding body with a charter to increase the
 public awareness and accessibility of the Arts in Victoria# and
 of having broad administrative responsibility for its various
 branches and agencies.

The Ministry performs these functions by funding some 300 arts

 organisations throughout the State and through the services
 provided by the branches and agencies listed below*
  
    

COUNCIL OF THE museum OF VICTORIA - VA1068

 MUSEUM Or VICTORIA

The Council has responsibility for the management# development

 and operation of the Museum of Victoria and for the development
 and maintenance of State collections of natural history# the
 history Of human society and the history of science and
 technology.
  
    

COUNCIL Or THE TRUSTEES OF THE NATIONAL

 GALLERY OF VICTORIA - VA0929
 NATIONAL GALLERY Of VICTORIA

The functions of the Council include the management and control

 of the National Galleryi the maintenance and development of the
 State collection of works of arts; and the provision of advice
 to the Minister on appropriate matters.
  
    

THE EXHIBITION TRUSTEES - VA1070 The functions of the Trustees include the management of the

 exhibition and maintenance of the Royal Exhibition Buildings as a
 place for the holding of public exhibitions of works of industry
 and art.
  
    

riLM VICTORIA - VA1071 The role of rilm Victoria is to encourage# promote# produce#

 distribute and exhibit films and sound recordings for the
 entertainment and information of the public. Research aimed at
 improvements in these areas is also included in the  functions of
 Film victoria.
  


MINISTRY FOR THE ARTS FRIlflCH Of INFORMATION ACT - PART II STATEMENT - JULY 1984


GEELONG PERFORMING ARTS CENTRE TRUST - VA1072 The Trust was established to complete construction of the Geelong

 Performing Arts Centre, to maintain control of and manage the
 Centre, to promote its use, and to purchase and present various
 kinds of art performances.
  
    

LIBRARY COUNCIL OP VICTORIA - VA0924

 STATE LIBRARY OP VICTORIA

The functions of the Council are to manage and control the State

 Library; advise the Minister and municipal libraries; provide
 advisory services to public libraries, departmental libraries and
 associated institutions; and to encourage library co-operation
 and co-ordination within and outside Victoria.
  
    

MUSEUMS ADVISORY BOARD - VA2326 The Board was established to advise the Minister on a variety of

 issues relating to museums in Victoria.
  
    

STATE FILM CENTRE Or VICTORIA COUNCIL - VA2325

 STATE FILM CENTRE

The function of the State Film Centre is to collect and maintain

 a list of all suitable 16mm documentary and education films
 produced and available for public audiences. It provides both a
 film information and reference library service and a technical
 advisory service to assist film users. It operates a film
 theatre for the offical use of the government and for public
 screenings.
  
    

VICTORIA'S 15PTE ANNIVERSARY BOARD - VA1831 The Board was appointed to organise an extensive range of

 activities from November 16, 1984 to November  11, 1985 to
 commemorate the 150th Anniversary of permanent European
 settlement in Victoria. The development of activities is handled
 through Specialist Committees, comprising members from all
 sectors of the community.
  
    

VICTORIAN ARTS CENTRE TRUST - VA1074 The Trust was established to complete construction of the Arts

 Centre, to maintain control of and manage the Centre and to
 promote its use and to purchase and present various kinds of art
 performances. The Trust operates the performing Arts Museum and
 BASS Victoria (Computerised Ticketing Service).
  


MINISTRY FOR THE ARTS PfiKEBOH 6F INFORMATION act - part ii statement - july is>84


VICTORIAN COLLEGE Of THE ARTS - VA1075 The objectives of the College are to foster the development and

 improvement of the visual and performing arts and to provide for
 education in these areas.
  
    

VICTORIAN COUNCIL OF THE ARTS - VA1076 The Council is an advisory body established under the Ministry

 for the Arts Act 1972. Its functions are to advise the Minister
 and the Director on matters referred by them and to make
 recommendations on any relevant matters.
  
    


Under Section 5 of the Freedom of Information Act# 1982, the

 definition Of a prescribed authority includes!

"any other body, whether incorporated or unincorporated,

 declared by the regulations to be a prescribed authority for
 the purposes of this Act, beingt

an incorporated company or association or unincorporated

 body which is supported directly or indirectly by
 government funds or other assistance or over which the
 State is in a position to exercise control."

The following organisations have been declared, by regulation, to

 be prescribed authorities responsible to the Minister for the
 Arts,
  
    

CENTRE FOR CONTEMPORARY ART « VA2327 The objectives of the Centre are to present a comprehensive

 programme of exhibitions, events and services which focus on
 contemporary art.
  
    

HEIDE PARK AND ART GALLERY - VA1513 Heide Park and Art Gallery was established as a Company limited

 by guarantee in 1980. A Committee of Management is responsible
 for the management and maintenance of Heide Park and the works of
 art purchased by the Government of Victoria from the Reed
 Collection, and associated activities.
  


MINISTRY FOR THE ARTS FREEDOM 0# INFORMATION ACT - PART II STATEMENT - oULY 1984


MEAT MARKET CRAFT CENTRE - VA1510 The Heat Market Craft Centre was established to provide a focus

 for the crafts in Victoria. It prasiotos active participation in
 craft, encourages excellence and improvement of craft skills and
 serves as a craft information centre for craftspeople and the
 general public,
  
    

ST. MARTINS YOUTH ARTS CENTRE - VA1511 St. Martin's Youth Arts Centre was established in 1980. Its

 objectives are to proaiote, encourage, develop and improve the
 knowledge, understanding, appreciation enjoyment and practice of
 the Arts generally with particularly emphasis on programmes and
 activities directed towards the youth of victoria.
  
    

VICTORIA STATE OPERA - VA1149 The Victoria State Opera was incorporated in 1974 under the

 Companies Act as a Company limited by guarantee. The principal
 activities of the Victoria State Opera are the production and
 performance of operas and associated activities. In addition to
 its Melbourne season, the V.S.O. presents a regional and an
 educational programme.
  
    

VICTORIAN TAPESTRT WORKSHOP - VA1512 The Victorian Tapestry Workshop was established in 1976 as a non-

 profit making company. The Workshop carries out commissions as
 well as maintaining a small representative  collection of
 tapestries for sale. The objectives of the Workshop are to
 explore and develop tapestry as an art for*.
  



Victorian Ministry for the Arts Director, Paul Clarkson


MINISTRY FOR THE ARTS


Ministry for the Arts

 (Head Off ice)

Code VA: 1025


F.0,1. PART II STATEMENTS


Date of Issue> Currency of Statement:


12 July, 1984

 12 July, 1984
  
    

  
    

VICTORIA150 emewfoeeiMe wnt


9th Floor, 168 Exhibition Street.

 Metbowne, Victoria 3000, AuatraJIa.
 Telephone (03)6698666
  


MINISTRY FOR THE ARTS (HEAD OrflCI)


VICTORIAN FREEDOM Of INFORMATION ACT 1982

 PART II PUBLICATION REQUIREMENTS
  
    

Statement i;

Organization and Functions

Page



Establishment

1


Principal Officer

1


Address

1


Acta Administered

1



Introduction

1


-

Organization

2



Organization Chart

2



Functions

3


Consultative Arrangements

3

Stateeient 2

Categories of Documents




Description of Record-Keeping Series

1


a*:

Principal Records Series

1


Other Records

1

Statement 3

F.O.

1. Arrangements

1



Published Information on F.O.I.

1


•*

F.O*I. Access Arrangements

1



Identification of Documents

2


-

Charges

2


    • ■ .

Correction of Personal Information

3



Nominated Officer of the Ministry

3


Reference Library

3

Statement 4

Publicity Services

1

statement 5 >

Procedures and Guidelines


Manuals Guidelines and Procedures Used in Decision-Making 1


1


MINISTRY FOR THE ARTS MINISTRY FOR Ttifc Aft¥g (HEAD OFFICE) FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY: ADDRESS: statement ll

MINISTRY FOR THE ARTS CODE: VA1025

 (HEAD OFFICE)

9TH FLOOR 168 EXHIBITION STREET

 MELBOURNE, VIC. 3000

organization and FUNCTIONS

1.1 Preliminaries



Establishment:


1973

Principal offleer:


■Mr# w.p, Clarkson

Address:


168 Exhibition Street

 Melbourne. Vic. 3000
       

Acts Administered:

 1.2 Introduction
     

     

T®e#e;i: m v y ■"* U #e vl Ministry for the Arts Act 1982

The Head Office of the Ministry for the Acts has two broad

 objectives. They are:
  
    

(a) To develop and implement policies and assistance programs to

 improve the knowledge* understanding* appreciation and
 practice of the Arts in Victoria.

(b) To ensure efficient and effective management of the various

 branches and agencies of the Ministry,

section 4 of the Ministry for the Arts Act 1972 states that the

 objects of the Ministry shall be:

- to develop and improve the knowledge* understanding,

 appreciation and practice of the Arts in Victoria

- to increase the availability and accessibility of the Arts to

 the public of Victoria

to continually survey and assess the position of the Arts in

 Victoria and to report to the Parliament at least  once in
 every year on the condition of the Arts in Victoria and to
 suggest ways in which the Arts may be further and better
 assisted

to administer the Arts and enactments referred to in the

 Schedule
  


MINISTRY FOR THE ARTS MINISTRY FOR THE ARtS (HEAD OFFICE) FREEbOM OF INFORMATION A(?T - PART ll STATEMENT * JULY 1984


- to advise and co-operate with other Departments of the Government* public statutory authorities* municipalities and

 other persons or bodies concerned with the promotion or
 practice of the Arts in Victoria

1.3 Organization The Ministry is divided into the following functional are#** - Administrative services - Arts Activities Arts Resources and Planning

 Special Projects
  
    

MINISTER



Accounts Arts Executives Projects Officers Office Services Research Officer Information Officer


MINISTRY FOR THE ARTS MINISTRY FOR THE AlfS (HEAP OFFICE) FREEDOM OF INFORMATION ACT PART IT STATEMENT JULY 1984


1.4 Functions


'‘The functions of each division are as follows. Administrative Services: This Division administers and corporate service functions of the

 Ministry including Finance and Accounting, Personnel, Information
 Services, Legislation and Methods.

Arts Activities: This Division is responsible for assessing applications for

 Cultural Development Fund Grants from an artistic viewpoint. The
 Arts Executives provide professional advice and Maise with arts
 bodies and State and Federal Authorities in their®lpecialist
 field of the arts.

Arts Resources and Planning: This Division was established to respond to community needs in

 the* Arts. It is responsible for initiating new arts programs, a
 research and information service and for assisting arts
 organisations to approach the private sector for funding.

The Division assists the arts in operating more efficiently and

 effectively by creating an awareness of the role of the Arts in
 economic and social welfare matters. The Division offers
 professional consultative services and has contact with the ^
 Australia Council, philanthropic trusts and relevant government
 departments.

Special Projects: The Assistant Director, Special Projects, has overall

 responsibility for the Governments interest in the sixteen
 regional galleries of Victoria and the metropolitan galleries.

He is involved with development of professional standards in the

 galleries particularly in the areas of cataloguing of
 collections, conservation, capital works projects and advice and
 information on gallery practice. He administers the Caltex-
 Victorian Government Art Fund on behalf of its Committee of
 Management, works on joint State and Federal initiatives and
 Undertakes other projects as directed in the area of institutions
 related to visual arts,

1.5 Consultative Arrangements " 1.5.1 Senior officers of the Ministry meet on a regular basis

 with State and Federal counterparts for general policy meetings
 and £or specific issues as the need arises. In addition, regular
 meetings are held* between officers of the Ministry and Australia
 Council.
  


MINISTRY FOR THE ARTS MINISTRY FOR THE ARTS (HEAD OFFICE) FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


1.5.2 Consultation takes place between Ministry officers and

 organisations as required in relation to current activities and
 future projects.

In 1983# the Minister for the Arts established arts advisory

 panels to assist the process of artistic assessment of companies
 and individuals receiving financial assistance from the
 Government through the Ministry for the Arts.

The panels operate Under the following guidelines: - the panels offer advice only on the artistic merits of client

 organisations/indlviduals

the final decision on the lnvel of funding remains with the

 Minister in consultation with his department

- panels members are free to instigate discussions with company

 representatives should the need arise

- client organisations will not be informed of the names of

 particular individual panel members allocated to them for the
 purposes of artistic assessment.

1.5.3 Ministry officers represent the Ministry on a large

 number and a Wide variety of committees where consultation occurs
 at many levels.

As at July 1984, these include: Statutory Boards or Councils: Film Victoria Board

 Geelong Performing Arts Centre Trust
 Museums Advisory Board
 Victorian Arts Centre Trust
 Victorian College of the Arts Council
 also - Executive Committee

- B.A. School of Dance Accreditation Board B.A. School of Music Accreditation Board

 School of Dance Course Advisory Council
 Victorian Council of the Arts

Committees or Board established fay the Minister for the Arts: Centre for Contemporary Art Committee of Management

 Meat Market Craft Centre Board of Management

sub-committees: - Building Advisory Committee Victorian Print Workshop

 St. Martin's Board of Management
 Second Sculpture Triennial
 Victorian Tapestry Workshop Board
  
    

1/4


MINISTRY FOR THE ARTS MiNI^kY ygR fM MU (HEAD OFFICE) FREEDOM OF INFORMATION A<jT - l^ART II STATEMENT - JULY 1984


Committees established by the Ministry for the Art»i Arts/ABC Liaison Committee Arts/Health Committee Arts/Law Referral Service Committee Architectural Buildins Materials Committee Caltex/victorian Government Art Purchase Fund Commueity Arts. Workers Training Program - Advisory Committee Co-operative Development - w/party Arts/Employment a Traibing Flinders Street Mural project Committee Gertrude street Spaces Management Committee Government Films Committee Job creation scheme -Advisory Committee Live Theatre Enquiry - w/party Multi-Cultural Policy Development Committee P.W.D./Client Finance Meeting Performing Arts Centres Review Committee Program Budgeting Task ream Public Libraries Funding Review Committee Regional Development Committee State Urban Arts Unit - Arts/Planning Interdepartmental Committees:


National Aviation Museum - Arts Artists 'n Schools Committee - Education Arts/Education Facilities Group Royal Melbourne Show Status Committee - Premier Committees established by other Victorian Government Departments

 or Statutory Authorities!

Australian Youth Music Festival

 -   Executive Committee

~ Festival Committee Children's Week Committee Chinatown Museum of Chinese/Austrail an History

 Chinatown Redevelopment Committee
 Heritage Administration Review Committee
 International Year of Youth W/party ^ Y.S.R.

Living Museum of the west Management Committee

 Melbourne City Council

various sub-committees e.g. Arts Policy Development

 Capel St. Advisory Committee
 Christmas decorations
 F.E.I.P. Review Committee
 Melbourne Youth Music Council

Red Cross Appeal - Govt. Departments & Instrumentalities

 Committee

Senior Citizen's Week - Premier statistics - Standing Committee - Dept, of Premier and Cabinet

 Vic. Govt. China Advisory Committee - Premier
  


MINISTRY FOR THE ARTS


MINISTRY E6k fHte ACTS (READ OFFICE) FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


Vic. Govt. China Advisory Committee - Cultural Halations s/c

 Victorian College Museum Studies Course Advisory Committee
 Victorian Public Service Administrators Group
 Villa Alba Preservation Committee - Kew City Council
 Western Reginal Arts - Co-ordination Committee
 Yarra River Beautification Committee - Planning

Commonwealth or interstate Government Committees Australia Council - Arts Administration Conference Committee

 Australian National Commission for UNESCO
 Bicentennary Authority - Task Force
 Federal/state Funding Study Group

Joint C'wlth/State Bicentennial Commemorative Programme

 Committee

l. C.o.M. - Australian Executive (UNESCO) Victoria's 150th Anniversary Celebrations Victoria's 150th Anniversary Board Victoria's 150th - Arts and Entertainment Committee s/c Film s/c Performing Arts

 s/c Popular Entertainment
 s/c Visual Arts

Victoria's 150th - international Component

 Victoria's 150th - Opending Ceremonies Committee
 Victoria's 150th - Women's Program '85

Other - General Alliance Francaise de Victoria

 Community Arts Network

Co-ordination Committee - Ministry, Adult Education. Vic

 Arts Council, Crafts Council
 l.c.C.M. - Victorian Executive Committee
 Melbourne Moomba Festival - Events Committee
 Museums of Australia Inc., Victorian Branch Committee
 Regional Galleries Association of Victoria - Classification
 Panel

Regional Performing Arts Centres - Management Advisory

 Committees
  
    

1/6


MINISTRY FOR THE ARTS MINfsTfef TOR ffti AMS (HEAD OFFICE) FREEDOM 6F INFORMATIONkCf - PA*! if STATEMENT - JULY 1984


AGENCY*

MINISTRY FOR THE ARTS

 (HEAD OFFICE)
     

CODE* VA1025

ADDRESS*

9TH FLOOR 168 EXHIBITION STREET

 MELBOURNE. VIC. 3000
     

       

STATEMENT 2*

CATEGORIES OF DOCUMENTS


2.1 Description

of Record Keeping Series*


The Ministry operates a central correspondence registry for Head

 Office records relating to all policy and administrative matters,
 including funding applications.

Accounts and personnel records are maintained within the

 respective sect1nT'

2.2 Principal Rce_n . aries* The Ministry r ;ns three groups of records* - Accou. ig records (1975+ ) - General correspondence files (1975+ ) - personnel records (1975+ ) The general correspondence file series is indexed by class of

 documents, using a multiple number system and includes records
 relating to:

- General arts information correspondence - General correspondence Grants to organisations - Cultural Development Fund - Ministry branches - Ministry projects/initiatives - office services

 Policy and procedures

- Research information 2.3 Other records* Victorian Council of the Arts - agenda and minutes of

 meetings
  
    

2/1


MINISTRY FOR THE ARTS MINISTRY FOR THF ARTS (HEAD OFFICE)


freedom 6§

INFORMATION AGf - PART II STATEMENT -

JULY 1984

AGENCYl

MINISTRY FOR THE ARTS

 (HEAD OFFICE)
     

CODE: VA1025

ADDRESS:

9TH FLOOR


168 EXHIBITION STREET


MELBOURNE. VIC. 3000

STATEMENT 3:

F.O.I. ARRANGEMENTS

3.1 Published

Information on F.O.I.

. Statement on Organisation and Functions - see summary in

 Victorian Government Directory. A detailed statement is
 available for purchase (Costs 20c per page) from the
 Ministry's Nominated officer (see below) and for inspection
 at the Law Department, Public Record Office, State Library
 and Local Library venues.

Statement on Categories of Documents - available for purchase

 (costs 20c per page) from the Ministry's Nominated Officer
 (see below) and for inspection at the Law Department, Public
 Record office, State Library and Local Library venues.

. Statement on F.O.I. Arrangements - available free of charge

 from the Ministry's Nominated Officer (see below) and for
 inspection at the Law Department, Public Record office, state
 Library and Local Library venues.

, Statement on Publicity Services - available free of charge

 from the Ministry's Nominated Officer and for inspection at
 the Law Department, Public Record Office, State Library and
 Local Library venues.

. Statement on Documents Available for Inspection or Purchase

 under Section 8 - available for purchase (costs 20c per page)
 and inspection from the Ministry's Nominated officer (see
 below) or for inspection at the Law Department, Public Record
 office, State Library and Local Library venues.

. Statement On Reports, etc, - available for purchase (costs

 20c per page) from the Ministry's Nominated officer (see
 below) and for inspection at the Law Department, Public
 Record Office# State Library and Local Library venues.

3.2 F.O.I. Access Arrangements Requests for access may be made either to the Information Manager at the Ministry's Head office or directly to the appropriate Branch or Prescribed Authority.


MINISTRY FOR THE ARTS MINISTRY fgft THi AMS' (head office) FREEDOM OF iNFOftMAtlONACT - FART II STATEMENT - JULY I!< 1


3.3 Identification of Documents The subject and the date range of the information sought should

 be indicated as precisely as possible* The applicant should
 indicate where access is sought to documents relating to the
 operations of more than one Branch, or of the Ministry as a
 whole.

where it is possible to do so from the descriptions set out in

 the Ministry's prescribed Statement on Categories of Documents,
 the series or category of documents to which access is sought
 should be specified.
  
    

Where a request does not sufficiently identify the document(s)

 requested, you will be advised and given an Opportunity to
 consult with Ministry officers to reformulate your request in a
 way which will identify the document.

Sometimes, the Ministry cannot grant full or partial access to

 documents. These types of documents are detailed in Part Four of
 the Act. It is the responsibility of the Ministry's Information
 Manager, after consultation, to identify such documents and to
 set out the reasons for this exempt status to you in the "Access
 Decision" letter. Under the Act you may apply for an "Internal
 Review" of this decision which will be conducted by the
 Ministry's Principal officer. Further appeals to the Ombudsman
 or the County Court can be made under Part 6 of the  Act.
  
    

3.4 Charges Charges for access to documents will be in accordance with the

 Freedom of information (Access Charges) Regulations 1983.

The Act was not designed as a revenue-raising measure; it

 specifies that access to information be provided at the lowest
 reasonable cost. The charges apply as follows;

1. Photocopy fees: 20c per \4 page 2. Search fees; identification and location of documents * $20

 per hour

3. Supervision fees: where a document is inspected by the applicant at the Ministry: $5 per 15 minutes 4. Deposits; a deposit of $25 may be requested before access is

 granted, where charges will be substantial

5. Maximum charge: a maximum charge of $100 applies, excepting computer stored information (Section 19 of the Act). These charges will be waived if the applicant is a Member of

 Parliament, the information was accessed in the public
 interest, or if the applicant is impecunious (Section 22).
  
    

3/2


MINISTRY FOR THE ARTS MINISTRY Mft'ftfe ARTS (head office) FREEDOM OF INFORMATION A<ST - FART II STATEMENT - JULY 1984


It in the aim of the F.O.I. Act to make the maximum Mount of

 information available to Victorian** promptly and inexpensively.
 Your written F.o,I. requests should be as specific and precise as
 possible so that the request can be processed efficiently.

3.5 Correction of Personal information Requests for correction or amendment of information about a

 person which is contained in a document held by the agency may be
 made in writing and should specifys-

(a) the nme and address of the parson making the request» and (bj particulars of why the person making the request believes the

 information to be incomplete* incorrect, out of date or
 misleading and specifying theamenIments he or she wishes
 made.

3.6 Nominated Officer of the Ministry


For initial receipt of and action upon F.O.I. requests directed

 generally to the Ministry for the Arts and the Ministry for the
 Arts (Head Office)t

Mrs. m.r. Bourkei Information Manager Ministry for the Arts

 6th Floor

186 Exhibition Street

 Melbourne. Vic. 3000

Tell 669-8693 3.7 Reference Library The Ministry maintains a Mail Reference Library at 168

 Exhibition Street, Melbourne, principally for the use of Ministry
 Officers. Members of the public may use library material during
 office hours, 9.00 a.m, to 4.30 p.m.

The library holdings include copies of annual reports submitted

 by arts organisations funded by the Ministry.
  


MINISTRY FOR THE ARTS MINtSTRY fOR fHB A*fg (HEAD OFFICE) gftfjBftflM Cr'lHy5RHATi6M AOT - frAftt Ii statement - JULY 1984


AGENCY:

MINISTRY FOR THE ARTS

 (HEAD OFFICE)
     

CODE: VA1025

ADDRESS:

9TH FLOOR 166 EXHIBITION STREET

 MELBOURNE. VIC. 3000
     

       

STATEMENT At

PUBLICITY SERVICES


4.1 Documents produced for distribution to

the public:

(a) Free of charge


Artist in the Community Kit Arts News - bi-monthly - subscription service Cataloguer's Manual for the Visual Arts Dance 1984 Information Kit Melbourne Metropolitan Galleries Addresses and General Information

 Painted Trams Catalogue
 Press releases - subscription service
 Regional Galleries of victoria

- Addresses and General Information

 Theatre Discovery walk Brochure
 Vic. Regional Art Galleries pamphlet
 Vic. Regional Performing Arts Centres pamphlet
 Meat Market Craft Centre Information pamphlet
 State Film Centre information pamphlet
 state Library of victoria information pamphlet
 Victorian Tapestry Workshop Information pamphlet

(b) For sale: Pastures and Pastimes - catalogue $5.00

 Purchases from the Caltex-Victorian Government
 Art Fund - catalogue $2.00
 The Mural Manual $22.00 hardcover $12.75 softcover
 Tomorrow'8 T.V.t Cable Telvision and the Arts $8.75
 Victorian Tapestry Workshop Book $10.00
  
    

4/1




JULY 1984


AGENCYi


MINISTRY FOR THE ARTS

 (HEAD OFFICE)
  
    

COPE: VA1025


ADDRESS:


9TH FLOOR 168 EXHIBITION STREET

 MELBOURNE. VIC. 3000
  
    

STATEMENT 5:


PROCEDURES AND GUIDELINES


5.1 Manuals, Rule* of Procedure. Policy Statesients Used to

 Decision-Making                                    !   !   ""

Artist Development Grants - Guideline Griteria for funding applications - revised

 annually

Funding for the Arts Guideline Criteria for funding applications - revised

 annually

Artist in the Community Caltex-*victorian Government Art Fund - Guidelines for participating galleries - Conditions applying to acquisition of works of art Cataloguing of works of art - Guidelines (various) Literature Guidelines Multi-cultural Arts Policy Development Policy with respect to Festivals/Eisteddfods 1983/4


Suggested parameters for Assessment - Cultural Development Fund

 1983/4
  
    

5/1


MUSEUM OF VICTORIA


OFFICE OF THE DIRECTOR 328 Swanston Street, Melbourne, Victoria 3000, Australia.

 Telephone: AM 98M IMinnc*:
  
    

MINISTRY FOR THE ARTS


Museum of Victoria Code: VA 1068


F.O.I, Part II Statements


Date of Issues 6 August, 1984 Currency of Statements 6 August, 1984


MUSEUM OF VICTORIA


VICTORIAN FREEDOM OF INFORMATION ACT 1982

 PART II PUBLICATION REQUIREMENTS
  
    

Statement

1

Organization and Functions I

Page No.



- Establishment

1



- Principal officer

1



- Address

1



- Acts Administered

1



Organisation

1-2



- Organisation Chart

2



- Functions

3



Decision-Making Powers

3-4



- Consultative Arrangements

4

Statement

2

Categories of Documents

1



Central Administration Division




- Description of Record-Keeping Systems

1



- Principal Record Series

1-3



- Non-current Records

3-4



Division of Natural History and




Anthropology




Description of Record-Keeping Systems

4



- Principal Record Series

4-5



Division of Science and Technology




- Description of Record-Keeping Systems

5



- Principal Record Series

6-7

Statement

3

F.O.I. Arrangements




- Published information on F.O.I.

1



- F.O.I. Access Arrangements

1



- Identification of Documents

1



- Charges

1



- Libraries and Hours

2



Nominated officers of the Agency

2

Statement

4

Publicity Services

1

Stitwunt 5 Procedures and Guidelines I


Manuals, Rules and Procedure 1 Interpretation of Acts or Schemes 1-2


MINISTRY FOR THE ARTS


MUSEUM SF VICWMA FREEDOM OF INFORMATION ACT ~ PART II STATEMENT


JULY 1984


AGENCY!

MUSEUM QF VICTORIA

CODE! VA1068

ADDRESS!

328 SWANSTON STREET



MELBOURNE VIC 3000


STATEMENT li

ORGANIZATION AND FUNCTIONS


1.1 Pr>liiln«rl>»

 Established!
 Principal OCCicart
  
    

Directori

 Address!

Acts Administered*!


1983* President# Council of the Museum of

 Victoria

Professor J.W. Warren Mr. Robert Edwards 328 Swanston street

 Melbourne. Vic. 3000

Museums Act 1983


  • The Museums Act 1983 established the Museum o. Victoria with
 effect from 1 July. 1983# replacing the previous National
 Museum of Victoria (established 1854)# Science Museum of
 Victoria (established 1870), and Building Trustees of the
 state Library# National Museum and Science Museum,

1.2 Organisation 1.2.1 Council of the Museum of victoria The Council of the Museum of Victoria is the governing body of

 the Museum of Victoria and replaces the National Museum of
 Victoria Council# the Council of the Science Museum of Victoria
 and the Building Trustees of the State Library# National Museum
 and the Science Museum.
  
    

Membership The council consists of at least seven and no more than eleven

 members chosen from among suitably qualified people in education#
 science# history and business appointed by the Governor in
 Council. A President is appointed from the members by the
 Governor in Council after consultation between the Minister and
 the Council.
  
    

Committees of Council


The Museums Act provides for a Buildings Management Committee and

 such other committees as the Council may form from time to time.
 COmrnittsss currently established ares
  
    

1/1




FB1EBW 6r iRyQBffiTIOW ACT - PART ii STATEMENT - JULY 1984


Buildings Managamant Committsa

 ,   Museum Shop Management Committee

. Committee on Aboriginal Hattars . CoauMinity Relations Committee . Education Committee v Exact) tiva Committee . Ganaral Publications Advisory Committee . Scianca and Humanities Cosuiittaa . Social History Committee . Structura and Rasourcas Cosuaittaa 1.2.2 Musaius of Victoria The Musau* of Victoria is administered by a Diractor appointad by

 tha Governor in Council on tha recosusandation of tha Ministar
 aftar consultation with tha Council* and by staff appointad under
 tha Public Sarvica Act 1974.

Tha Museum is organisad functionally on a divisional basis.

 Pending tha introduction of a new adsiinistrativa structure* the
 Divisions arat
  
    

Division of Natural History and Anthropology

 Division of Scianca and Technology
 Central Administration Division
  
    

ORGANIZATION CHART


MINISTER POR THE ARTS


COUNCIL OP THE

 MUSEUM OP VICTORIA
  
    

DIRECTOR, MINISTRY FOR THE ARTS


DIRECTOR* MUSEUM OP VICTORIA


ii


DIVISION OP

 NATURAL HISTORY
 AND ANIPUPOLOGY
  
    

DIVISION OP

 SCIENCE AND
 TECHNOLOGY
  
    

DIVISION OP CENTRAL ADMINISTRATION


The Divisions of Natural History and Anthropology and Science and

 Technology axe further subdivided into departments which are
 based on particular collections of objects and which arm managed
 by curators.
  


MINISTRY FOR THE ARTS


MESftUH 6f V1CMMA fBIIBQM 6f IM6»HXTIOM ACT PART II STATEMENT - JULY 1984


1.3 Functions 1.3.1 Council of the Museum of victoria The function* of the Council are detailed in Section 23 of the

 Museums Act. They include!

- the operation and development of the Museum of Victoria ~ the development and maintenance of the State collections of

 natural history, the history of human Society and the
 history of science and technology

- the exhibition of material from the collections for the

 purpose* of education and entertainment

- the promotion of the u*e of the Museum's resources for

 education and scientific research

1.3.2 Museum of Victoria The Museum of victoria has statutory responsibility for

 conserving and displaying the heritage of natural history,
 science and technology, and the history of human society through
 the State Collections* This involves conserving and maintaining
 the existing collections, improving the range and quality of
 resources, and undertaking research. These activities are the
 basis of public exhibitions and the transfer of information to
 the community.

The Director of the Museum of Victoria is responsible for the

 management and control of the Museum. The Director reports to
 the Council of the Museum on the policy and practice of
 management of the Museum and directs the activities of the Museum
 in the implementation of the decisions of the Council. The
 Director also reports to the Director. Ministry for the Arts, on
 the efficient, effective and appropriate use of all resources at
 the Museum.

1.4 Decision-making Powers The powers of the Council of the Museum of victoria are described

 in Section 24 of the Museums Act.
  
    

The council has the power to do all things necessary or

 convenient to be done for or in connection with the performance
 of its functions and to enable it to achieve its objectives.

This includesi - entering into contracts or agreements with any persons


MINISTRY FOR THE ARTS


Hffgigrcpyicwnnr fftit&M 6P TNPBIWItion act «. part ii statement


JULY 1984


- charging or racaiving fees Cor any sarvicaa provided by the

 Musauw

- accepting property by way of purchase, gift or baquaat

 Buildings Management Committee
  
    

Tha Council of tha Musaum of Victoria has delegated undar seal

 tha following decision-making powers to this Committee;

- all financial authoritiss relating to tha axacution of tha

 Works Progamme i.a. tha programme of building maintenance
 and improvement

- all authorities necessary to ansura tha safety and sacurity

 of tha buildings, staff, visitors and collactions

- all authoritiss necessary to meet tha naads of tha Library

 Council of Victoria*

1.5 Consultative Arranqaaianta The Committees of tha Museum Council provide the basis for

 consultative arrangements with outside individuals and
 organizations. Most of the Comalttaas have representatives from
 other branches of tha Ministry for the Arts or elsewhere as
 appropriate? e.g. the Committee on Aboriginal Matters has
 representatives of tha aboriginal communities of Victoria and the
 Ministry for Planning and Environment, the Education Coausittsa
 has a representative of tha Council for Adult Education, tha
 Buildings Management Committee has representatives of tha Library
 Council of Victoria.
  


MINISTRY rOR THE ARTS


HGSEUM flf VICTORIA" Freedom or information act - part ii statement -

JULY 1984

AGENCYt

MUSEUM Of VICTORIA

CODE* VA1068

ADDRESSt

328 SWANSTON STREET

 MELBOURNE VIC 3000
     

       

STATEMENT 2:

CATEGORIES Of DOCUMENTS


A. CENTRAL ADMINISTRATION DIVISION 2.1 Description of Record-Keeping Svstsms Since the formation of the Museum of Victoria in July 1983, the

 Central Administration Division has provided administrative and
 buildings management support to the Council of the Museum of
 Victoria. This includes building management services, financial,
 and accounting services, personnel services, and secretarial
 services.

Prior to the formation of the Museum of Victoria, this Division

 provided administrative support to the National Museum of
 Victoria Council, the Council of the Science Museum of Victoria,
 the Building Trustees, the Library Council of Victoria and, until
 1963, the Council of the Trustees of the National Gallery of
 Victoria.

Central Administration maintains a correspondence registry. Most

 correspondence is classified by the use of a "Multiple
 Number/Authorised Registration Headings" system. This system
 ensures that all files on a similar subject (e.g, personnel
 matters) are located together and have similar file numbers.

The Central Administration is also responsible for a number of

 other records which are described below.

2.2 Principal Record Series


2.2.1 Correspondence Piles This system has been in operation since 1969, The major subject

 headings ares

- Audit Reports - Bequests and Gifts ~ Buildings and Property Services

  • Estimates

- finance - council and committee Operations «  Personnel - Theatrette and conference Room Users


2/1


MINISTRY FOR THE ARTS MUfiiUH 'flf VICTORIA— FRECDOM OF INFORMATION ACT «. PART It STATEMENT - JULY 1984


To supplement the filing system, the Division also uses Letter

 Books and an Author Index system. The Letter Books, used since
 1953, are chronological files of copies of outwards
 correspondence. The Author Index system was introduced in Nay
 1984. Inwards correspondence is registered by author and
 provides a ready reference to the appropriate file number*

2.2.2 Personnel Records

 Personnel Files and Cards

The files contain all documents relating to officers or employees

 currently employed in the Central Administration Division.
 Personnel cards give a brief summary of personal particulars arid
 employment details.

position files and Cards The files contain such documents as the history of occupancy for

 a position and the duties and qualifications required in the
 position. The cards give a brief summary of these details.

Files are cards stored by the 9-digit number allocated to each

 position by the Public Service Board,

2.2.3 Finance Records from 1 July 1983 - Microfiche updates of financial transactions for Museum of

 Victoria Vote Funds.
  
    

« Advance Account cashbook. - Council of the Museum of Victoria Fi - Ledgers “ Vouchers for the payment of - Bank statements

 Investments
 Journal entries

- Financial statements 2.2.4 Building and Property Services - "Request for Maintenance/Services" forms are used to arrange

 and authorise repairs* renovations, etc. >. ■> to a limit  of
 $30,000 in the Museum and state Library complex. Each fens
 is individually numbered and all related correspondence is
 attached to the form. This system was started in 1977.

- An index to works valued between $500 and $30,000,

 classified as "Minor Morks", is xMintained using the
 "Request for Maintenance/Services" form number. This index
 has been kept since 1980,
  
    

2/2


MINISTRY FOR THE ARTS HdSitM orvfCTOM*— FREEDOM Of INFORMATION ACT - FART II STATEMENT - JULY 1984


- Correspondence on projects in excess of $30,000, which ere

 classified as "Major Works", is kept on the appropriate file
 under the Building and Property Services subject heading in
 the filing system described under 2.2*1,

2.2*5 Council of the Museum of Victoria - agenda papers - Minutes of Meetings 2.2.6 Committees of the Council - Buildings Management Committee agenda papers and minutes of meetings. - With the exception of the Museum Shop Management Committee,

 agenda papers and minutes of meetings of the other
 committees of Council are held by the Secretary of each
 committee (who is a member of the Museum's staff). Museum
 Shop Management Committee agenda papers and minutes are held
 by the Manager of the Museum Shop who also keeps the Shop's
 financial, personnel and general correspondence records.

2.3 Non-current Records As described earlier, the Central Administration Division has

 provided administrative support for the Library/Museum complex
 for many years. A variety of records are still held in secondary
 storage in the Division. All categories of non-current records
 are briefly listed below. Some of these records have also been
 microfilmed and this is indicated.

- General correspondence 1924-1969 - Personnel records of past officers and employees - Financial records 1950-1983 - Council and Trustee Recordst- . Building Trustees 1945-1983 Microfilm - 1945-1969 . National Museum of victoria Council 1945-1980

 Microfilm - 1870-1942

. Council of the Science Museum of Victoria 1870-1942,

 1950-1980

MicrofiLm - 1870-1942 „ Library Council of Victoria 1966-1979


MINISTRY FOR THE ARTS


HlTSKUH' Sr VICTORIA------ ymhw~cr~iwFci«ATioN act


PART II STATEMENT - JULY 1984


. state Library Division (of the Library Council) 1966-

 1980

. Public Libraries Division (of the Library Council)

 1944-1980
  • Trustees of the Public Library 1853-1944
 Microfilm - 1853-1944

. Library Committee (of Trustees of the Public Library)

 1870-1942

Microfilm - 1834-1923 and 4/1942-9/1942 . Building and General Committee (of the Trustees Of the

 Public Library 1872-1898, 1924-1944
 Microfilm - 1872-1898

. National Gallery of Victoria 1870-1963

 Microfilm- 1870-1910, 1937-194S

Plans. Miscellaneous plans and drawings of the Museum and

 State Library complex.
  
    

B« DIVISION OP NATURAL HISTORY AND ANTHROPOLOGY 2.1 Description of Record-Keeping systems The Division maintains two distinct types of record-keeping

 systems. The first provides the basic administrative support of
 the Division and includes general correspondence, personnel and
 accounting systems. The second relates to collection management
 and the provision of collection-based information to the public.

2.2 Principal Record Series 2.2.1 General Correspondence and Subject Piles Piles of this kind may be in a central series located in the main

 office of the Division, they may be located within the functional
 departments of the Division or they may be located in secondary
 storage. Piles in the central series relate to general matters
 and to matters of particular interest to the Director of the
 Division. Piles in the departments relate to the collections
 held in that department and associated matters,

Piles in the central series are arranged alphabetically by

 subject and a central index of subject headings is maintained.

In addition, all outward correspondence is filed centrally in

 chronological order.

In general, a file in this series contains all documents relating

 to the particular subject i.e. correspondence, data, working
 documents, reports, etc. In some cases, the contents may be more
 than 100 years old.
  


MINISTRY rOR THE ARTS


ITOEEOffWlTICrenX— FKHMH "6r iNKMtttATioN act - part ii statement - jolt 1984


2.2.2 Personnel Syitwi Three kinds of rscorda are maintained centrally and incorporated

 in the general office filing system; position files, personal
 files and leave cards. Each position file documents a position
 and includes information and correspondence pertaining to
 classification, duties and qualifications, advertisement,
 applications, appointments, etc. Each personal file records
 particulars of individual officers and employees. Personal files
 for non-current staff are held in secondary storage. Leave
 records are maintained on cards.

2.2.3 financial Systems Recording systems designed as planning aids for management are

 maintained in the Division's office. They consist of ledgers
 which show expenditure and commitments according to income source
 and expenditure type,

2.2.4 Collection Management Systems Each Curator maintains a register of collection items in the

 custody of that department. The registers document how, when and
 from whom the items were obtained, what they are, who collected
 them and when, and where they are stored. Some of the registers
 are computer-based. In many cases, the entries are crocs-
 referenced. The library catalogue is also of this kind.

2.2.5 Archival Collections


The Division holds five significant collections of archival

 material which relate dir/ectly to the object collections. These
 are special collections of original documents (correspondence,
 notes, photographs, etc.) previously the property of a prominent
 naturalist or collector (McCoy, Spencer, Howitt, Chapman, Keble)
 and which generally enhance the interpretive and research
 potential of the object collections. In most cases, there are
 brief descriptive lists of the items in these archival
 collections.

C. DIVISION Of SCIENCE AND TECHNOLOGY 2.1 Description of Record-Keeping Systems The Division of Science and Technology also maintains two kinds

 of record-keeping systems. One relates to the provision of
 administrative support for the Division and includes general
 correspondence and subject files, and the personnel record-
 keeping systems. The second relates to collection management and
 includes the computer-based register of collection items.
  


MINISTRY TOR THE ARTS mSIDH flrVICTORIX— FREEDOM Of INFORMATION ACT ~ PART II STATEMENT - JULY 1984


2.2 Principal Record S»rit« 2.2.1 General Correspondence and Subject gilt* A file contains all documents relating to a particular subject:

 i.e. all correspondence (inwards, outwards and internal) plus
 memos, notes, newspaper cuttings, data and reports. In some
 cases this information may date back some 80-100 years.

File titles are suggested by various members of staff and a

 number is allocated from a master numeric index maintained by the
 Director of the Division. The file is then created and listed in
 an alphabetical index, which is type-written and the master copy
 retained with the files. Files are listed under subject headings!
 and may be cross-indexed under a broader subject grouping, e.g.
 Machine tools are indexed under "M" and also under  "Engineering”,
 The numbering system is essentially single number/consecutive
 with each new file receiving the next available number. In some
 cases, groupings of a particular subject have been formed by
 adding a letter to the number, e.g.

360 Numismatics - Public Enquiries

 360A      *         Simon Collection

360B " *> Royal Australian Mint etc. Theta are presently over 1200 tiles in the system* Associated with the general filing system, a copy of all outwards

 correspondence is filed chronologically and an alphabetic index
 is maintained. Each letter is indexed under the person's name
 and may be cross-indexed under the company or institu' on name.

2.2.2 Personnel Files and Cards Each permanent position has a file which is included in the main

 file and index system. These files contain all information and
 correspondence relating to duty statements, position applications
 and appointments. With the exception of leave records, details
 of each occupant such as personal particulars, copies of staff
 authorities, increments, etc. are also kept on these files.

Information concerning all temporary staff is contained on *

 single file, again with the exception of leave records.

Leave records are maintained alphabetically on cards which are

 kept separate from the main file system.

2,2*3 Collections Register There are currently some 35,000 registered artefacts in the

 Science and Technology collections. The Division has converted!
  


MINISTRY FOR THE ARTS SDsIUrt W17iCT6feTX— FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


its collections register from a card system to a computer base.

 The records are reproduced on microfiche and each item entry is
 listed on each of five files. These files are:

(i) Numeric File. Each item is given a registration number in order of

 accession and is listed on this file in numerical
 order. Entries include all relevant descriptive
 information.

(ii) Acquisition File. Each item entry is arranged alphabetically by the name

 of the donor or purchases. Entries record
 registration number* description* general notes and
 storage location.

(til) Subject File. Each item entry is arranged alphabetically by subject*

 Items may be entered under more than one subject
 heading* thus providing for multiple access. Entries
 record registration number, brief description,
 classification, and storage location.

(iv) Classified File. Each item entry is arranged alphabetically within

 hierarchically arranged groups of like items. Entries
 record registration number, description and storage
 location.

(v) Storage Location File. Storage locations are indicated by a numerical code.

 Item entries are arranged alphabetically within boded
 location entries.

The Subject File and Classified File a:e on public access in the

 Division's Library. Access to the other Files is restricted to
 staff for reasons of security and confidentiality, but
 information relating to specific items will be supplied to
 members of the public on request.

2.2.4 Archival Collections The Division holds several archival collections of personal and

 business records for some of the State's prominent early
 businessmen and companies. The most notable of these is the H.V.
 McKay Archive. Collections usually include several kinds of
 documents, e.g. letters, financial records, photographs, plans,
 etc. and are arranged accordingly in sub-groups. Descriptive
 lists are available for some collections.
  
    

2/7


MINISTRY FOR THE ARTS


MUSEUM of victoRia FREEDOM OF INFORMATION ACT - PART II STATEMENT «

JULY 1984

AGENCY:

MUSEUM OF VICTORIA

CODE: VA106I

ADDRESS:

328 SWANStON STREET

 MELBOURNE VIC 3QQQ
     

       

STATEMENT 3:

F.O.I. ARRANGEMENTS


F.O.I. arrangements followed by the Museum of Victoria are in

 accordance with procedures established by the Ministry for Ih*
 Arts (Head Office).

A summary statement follows - refer to the Ministry** Head QtUm

 statement as required.

3.1 Published Information on F.O.I. A copy of the Part lx statements is available for inspection at

 the.
  
    

Law Department Public Record Office State Library and Local Library venues The Statements are also available for inspection and purchase

 (cost 20c per page) from the Museum of Victoria. Copies of the
 Statement on F.O.I. Arrangements will be made available free of
 charge.

3.2 F.O.I, Access Arrangements Requests for access must be made in writing to the Director*

 Museum of Victoria.

3.3 Identification of Documents The subject and the date range of the information sought should

 be indicated as precisely as possible. Where a request does not
 sufficiently identify the document(s) requested, you will be
 advised and invited to reformulate your request in a way which
 will identify the document.

3.4 Charges Charges for access to documents will be in accordance with the

 Freedom of Information (Access Charges) Regulations 1983.
  


o


MINISTRY FOR THE ARTS MUSEUM OP VICTORIA FREEDOM OP INFORMATION ACT


PART II STATEMENT


JULY 1984


3.5 Libraries and Hours e C Once an arrangement has been made for Museum documents to be

 perused, they will be made available in one of the two Libraries
 of the Museum.
  
    

The Natural History and Anthropology Library is situated on the

 ground floor at

285-321Russell Street, Melbourne

 Hours:      10 a.m. - 5.00 p.m. Monday  to Friday

Librarian: Ms. Julianne New Telephone: 669 9965 The Science and Technology Library is situated on the second

 floor at
  
    

328 Swanston Street, Melbourne Hours: 9.00 a.m. - 12.30 p.m 1.30 p.m. - 5.00 p.m.


) )


Monday to Friday


Librarian: Ms. Beryl Armstrong Telephone: 669 9934


Members of the public may use either Library during the hours

 Specified but are advised to mate an appointment first.

3.6 Nominated Officers of the Agency F.O.I. enquiries should be addressed to: S Mr. Robert Edwards

 Director

Museum of Victoria

 328 Swanston Street
 Melbourne. Vic. 3000
  • -i'

Telephone: 669 9888 o



3/2


MINISTRY FOR THE ARTS MUSEUM Of VICTORIA— FKE'EBdM"of IHPSMation act - part ii statement - july 1984


AGENCY:

MUSEUM OF VICTORIA

CODE: VA1068

ADDRESS:

328 SWANSTON STREET



MELBOURNE VIC 3000


STATEMENT 4:

PUBLICITY SERVICES


The Division of Natural History and Anthropology produces two

 serial publications available to the public by subscription*

Both report results of basic and applied research. They are

 Memoirs_of the Museum of Victoria (previously Memoirs of  the
 National Museum of Victoria) and Reports of the National Museum
 of victoria (to be re-titled).  Subscriptions may be arranged
 through the office of the Division.

The Division of Science and Technology produces several

 astronomical data sheets which are available free of charge from
 the office of the Division. They are:

Sunrise and sunset times

 Moon phases
 Moon rise and set
 Path of the Sun

Good Friday dates to the year 2000 From time to time, the Division of Natural History and

 Anthropology and the Division of Science and Technology produce
 promotional materials relating to exhibitions and collections
 including brochures, posters, educational aids, catalogues,
 handbooks and monographs. Enquiries regarding these materials
 should be directed to the Museum Shop or the office of the
 Director of the Museum.                                      „
  
    

4/1


MINISTRY FOR THE ARTS HtttfHUH 6P......... ViCf6R!I' FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY:

MUSEUM OF VICTORIA

CODE: VA1068

ADDRESS:

328 SWANSTON STREET



MELBOURNE VIC 3000


STATEMENT 5:

PROCEDURES AND GUIDELINES


5.1 Manuals, Rules of Procedure# etc. The Museum of Victoria has only been in existence since 1 July

 1983 and, since that time, the Council has exercised its
 decision-making powers as specified in the Act. As yet, no new
 administrative manuals and guidelines have been produced.

Manuals and guidelines developed under earlier arrangements are

 used where appropriate. The documents listed below are available
  
    

from

the Central Administration Division


Title of Document/Subject

File Title/Number

1.

Lost Property

Lost Property File 42.9

2.

Instruction for Attendants, Duties

 of Attendants s Code of Behaviour
     

Attendants File 41.56

3.

Charges for Thaatrette and

 Conference Roan Usage
     

Theatrette & Conference

 Room File 49
       

4.

Museum of Victoria Regulations

Museum of Victoria

 Regulations File 24.8.6
       

5.

Emergency Procedures for the

 Museum and State Library of
 Victoria
     

Fires t Emergencies

 File 20
       

6.

Hours of Opening

Council Minutes

5.2

Interpretation of Acts or Schemes



Title of Document

File Title/Number

1.

Crown Solicitor's Opinion 20/8/81

 on liability of Building
 Trustees of state Library,
 National Museum and Science
 Museum of victoria for injuries
 sustained by disabled persons
     

Legal Opinions File

 27.4
       

5/1


MINISTRY FOR THE ARTS MUSEUM OF VICTORIA FREEDOM OF INFORMATION ACT - PART II STATEMENT -JULY 1984


2. Crown Solicitor's Opinion 30/6/80

 on "guidelines* for attendants
 employed in the National and
 Science Museums of Victoria
  
    

Legal Powers of

 Attendants
 pile 27.6
  
    

3. Crown Solicitor's Opinion 17/3/80

 on powers of attendants to
 enforce the Building Trustees
 Regulations
  
    

Legal Powers of

 Attendants
 Pile 27.6
  
    

4. Crown Solicitor's Opinion 25/7/80 Legal Powers of

 on power of attendants (or any Attendants Pile
 other officer) of the National      27.6

Museum and Science Museum to prevent

 members of the public leaving the
 precincts occupied by the Museums
  
    

5. Crown Solicitor's opinion 15/2/79 Legal Opinions

 on a notice dated 8/1/79 to the File 27.4
 staff of the Science Museum
 regarding staff's dealings with
 members of the public
  



Victorian Ministry for the Arts


Director: Paul Clarkson

 Museum Advisory Board
  
    

r


MINISTRY FOR THE ARTS


Museums Advisory Board

 Code vas 2326
  
    

F.O.I. Part II Statements


Date of Issue: 5 July, 1984 Currency of Statement: 5 July, 1984



VICTORIA 190


9th Floor, 168 Exhibition Street

 Melbourne, Victoria 3000, Auxtniia.
 Telephone ((H) 669 8666
  


MUSEUMS ADVISORY BOARD VICTORIAN FREEDOM Of INFORMATION ACT 1982

 PART II PUBLICATION REQUIREMENTS

Statement 1 Organisation and Functions Pag a No. Establishment 1 Principal officer 1 Address 1 organisation 1 — Functions 2 Statement 2 Categories of Documents 1 Statement 3 F.O.I. Arrangements 1 Statement 4 Publicity Services Statement 5 Procedures and Guidelines


MINISTRY FOR THE ARTS

 BU3IUM5 kbvt&m MSXfto

PftfiSBOM ofrlNPORMAflOM act - part ii statement -

JULY 1984

AGENCYs

MUSEUMS ADVISORY BOARD

CODE: VA2326

ADDRESS:

C/- MINISTRY FOR THE ARTS

 168 EXHIBITION STREET
 MELBOURNE. VIC. 3000
     

       

STATEMENT 1:

ORGANIZATION AND FUNCTIONS


1.1 Preliminaries


Establishments

1983

Principal Officers

Chairmans Mr. P. McL. Hiscock

Secretary:

Mr. R. Trudgeon

Address:

c/- Ministry for the Arts

 168 Exhibition Street
 Melbourne. Vic. 3000
       

     

Tel: 669 8670

1.2 Oraanization


The Museums Advisory Board was established under the Museums Act

 1983.

The Board comprises at least seven and rio more than eleven

 members appointed by the Minister for the Arts.

The duties of Secretary are currently carried out by

 Mr. R. Trudgeon, Museums Executive. Ministry for the Arts.
  
    

MINISTER FOR THE ARTS


MUSEUMS ADVISORY BOARD


1.3 Functions The functions of the Board are to advise the Minister on a

 variety of issues relating to Museums in Victoria. These
 includes
  
    

1/1


MINISTRY FOR THE ARTS


HQgfWS A6Vf3'fll'g "BCXRd

 FREEDOM OF INFORMATION ACT
  
    

PART II STATEMENT


JULY 1984


general policy issues


the formulation of Victorian Museums Guidelines for the

 effective and efficient use of resource in Museums

- the provision of museum services in Victoria The Boar^ is required to produce an Annual Report for

 presentation to Parliament by the Minister for the Arts.
  
    

1/2


MINISTRY FOR THE ARTS fflSIDHg KbVt&mB5AKd


IMIboM oF IN#6IMMldN act - part n statement - July 1984


AGENCYt MUSEUMS ADVISORY BOARD CODE: VA2326 ADDRESS: C/- MINISTRY FOR THE ARTS 168 EXHIBITION STREET

 MELBOURNE. VIC. 3000

STATEMENT 2: CATEGORIES OF DOCUMENTS Records relating to the Museums Advisory Board are maintained

 within the Ministry for the Arts filing system.

Records include: - Agendas and Minutes of Board Meetings - General Correspondence

 Policy statements and discussion papers
  


MINISTRY FOR THE ARTS H08IUH6 AftViSftlf RHOrp

 fggBBOH Of THPgBKltm ACT
  
    

PART II STATEMENT - JULY 1984


f


AGENCY:

MUSEUMS ADVISORY BOARD

CODE: VA2326

ADDRESS:

C/- MINISTRY FOR THE ARTS

 168 EXHIBITION STREET
 MELBOURNE. VIC* 3000
     

       

STATEMENT 3:

F.O.I. ARRANGEMENTS


F.O.I. arrangements followed by the Museums Advisory Board ars in

 accordance with procedures established by the Ministry for the
 Arts (Head office). A summary statement follows -> reference may
 also be made to the statement published by the Ministry for the
 Arts (Head Office).

3.1 Published Information on F.O.I.


A copy of the Part II Statements is available for inspection at

 the:                                                            ,

Law Department

 Public Record Office
 State Library

The Statements are also available for inspection and purchase

 (cost 20c per page) from the Secretary, Museums Advisory Board*
 copies of the statement on F.O.I. Arrangements and the Statement
 on publicity Services will be made available free of charge*

3.2 F.O.I, Access Arrangements Requests for access must be made in writing to the Secretary,

 Museums Advisory Board,

3.3 Identification of Documents


The subject and the date range of the information sought should

 be indicated as precisely as possible, where a request does not
 sufficiently identify the document(s) requested, you will be
 advised and given an opportunity to reformulate your request in a
 way which will identify the document.

3.4 Charges Charges for access to documents will be In accordance with the

 Freedom of Information (Access Charges) Regulations 1983.
  


MINISTRY POR THE ARTS HOIIOHS adVISMV IflAfiD ?RgiBbM 6# ItffblBXTfflS act


PART II STATEMENT - JULY 1984


3.S Nostinatad offlc>r of tha Board for initial racaipt of and action upon P.O.X. raquastsi Mr. R. Trudgaon c/- Ministry for tha Arts 169 Exhibition Straat Malbourna. Vic. 3000 Tal.i 6698670


MINISTRY FOR THE ARTS


HUSlUMS ADVISORY lOXIto

 PlilBaM Of IMFORHATTOW act
  
    

PART II STATEMENT - JULY 1984


MUSEUMS ADVISORY BOARD CODEi VA2326 C/- MINISTRY FOR THE ARTS

 168 EXHIBITION STREET
 MELBOURNE. VIC* 3000

STATEMENT 4i PUBLICITY SERVICES Nil Return.


AGENCYt

 ADDRESS:
  
    

4/1


MINISTRY FOR THE ARTS R08BUH5 A6VigaK¥"B6Mfo TABeDOM of INFORMATION ACT - FART II STATEMENT - JULY


AGENCYt


MUSEUMS ADVISORY BOARD


CODE*


ADDRESSs C/- MINISTRY FOR THE ARTS 168 EXHIBITION STREET

 MELBOURNE. VIC. 3000
  
    

STATEMENT St


PROCEDURES AND GUIDELINES


Nil Return.


1984 VA2326


tMMmxS^Ea«Mrt>oin«3002,liMphontflGtUri


P)Mt« Quote fteteronco:


MINISTRY FOR THE ARTS


Council of the State Film Centre of Victoria


State Film Centre

 Cope VAs 2325
  
    

F,0.I, PART II STATEMENTS


Date of Issues

 Currency of statement
  
    

10 July 1984

 3 July 1984
  


STATE FILM CENTRE


VICTORIAN FREEDOM Or INFORMATION ACT 1982


PART II PUBLICATION REQUIREMENTS


Statement 1

Organization and Functions

Page No


-

Establishment

1


-

Principal.Officer

1


-a

Address

1


-

Acts Administered

1


-

Organization (including organization

i-2



chart)



-

Functions

3-4



Consultative Processes

4

Statement 2

Categorifc.fi of Documents




Description of Record-Keeping Systems

1


-

Registry

I


-

EDP - Film Booking System

1


-

Appraisal Records

i


-■

Master Copies of Outwards




Correspondence

1

Statement 3

r.o.

I. Arrangements

i



Published Information on F.o.l.

i


-

F.O.I. Access Arrangements

i


-

identification of Documents

1


-

Charges

i


-

Nominated Officers of the Department

2


*

Library of Film and Television




Literature

2


Pilm/video Lending Library

2

Statement 4

Publicity Services

1

Statement 5

Procedures and Guidelines


Manuals Guidelines and Procedures Used in Decision-Making 1


MINISTRY FOR THE ARTS

 STAff" RilM CltfTfEI.... 

FReibCM 6F IMFCRMation act - PART II statement


AGENCY:


STATE FILM CENTRE


ADDRESS:


1 MACAR1HUR STREET east Melbourne vie 3002


  • JULY 1984


CODE: VA2325


STATEMENT It


ORGANIZATION AND FUNCTIONS


1.1 Preliminaries

 Establishment:
 principal Officer:
 Director:

Address:


Film Theatres:


Acts Administered*:


1948 Chairman: Mr. j.b. Parry Mrs. E. Connor 1 Macarthur Street, East Melbourne, 3002 Telephone No.: 651 1301 State Film Theatre

 1 Macarthur Street
 East Melbourne, 3002

Grierson Cinema

 17 St. Andre** Place
 East Melbourne, 3002

state Film Centre of Victoria Council Act

 1983
  
    
  • Prior to the passing of the above Act in 1983 the State Film
 Centre had existed through an administrative decision of the
 Government of Victoria taken in 1948.

1.2 Organisation The Council of the state Film Centre consists of a chairman and

 at least six and no more than 10 other members, appointed by the
 Governor In Council. Each member is appointed for a term of up
 to 3 years and is eligible for re-appointment.

The Council must hold at least four meetings each year and may

 form sub-committees as required.
  
    

The State Film Centre is administered by a Director, who is the

 Chief Executive Officer of the Council, and staff who are
 appointed under the Public Service Act, 1974.
  
    

1/1


MINISTRY FOR THE ARTS 5TCTBnor CEHfRI------ * FREEDOM OF INFORMATION ACT - PART II STATEMENT -JULY 1984


The Film Centre is organizsd on 4 section basis, with the

 sections being **

, Administration , Distribution , Publicity , lechnical «  Acquisitions and Exhibitions Library of Film and Television Literature



PUBLICITY TECHNICAL ACQUISITION LIBRARY DISTRIBUTION /^MINISTRATION i EXHIBITION OF FIIM 6 TV LITERATURE


1.3 Functions


The functions of the State Film centre Council are detailed in

 Section 5 of its Act.

Broadly speaking the State Film Centre is concerned with the

 acquisition, distribution, exhibition, promotion and access of
 documentary film, videotape and related documentation throughout
 the community as a means of public information, education and
 entertainment. It does this by processes of acquisition through
 purchase, gift and donation, distribution by provision of
 catalogue information and through advance and instant bookings,
 exhibitions by public screenings and special screening seasons,
 and promotion and access of projscted media and related
 documsntation by special projects.
  


MINISTRY FOR THE ARTS SfBI FILM 6mm—* HlftPOM 61 INF6ftHATION ACT


PART II STATEMENT *■ JULY 1984


The sections are responsible for the following activitiesi-

 Administration

Provides managerial and administrative support and attends to

 staffing, finance, buildings, general services etc.

Distribution


Provides all services associated with the operation of a

 film/video free lending library. These services include
 provision of catalogue information, confirmation of booking;
 requests, despatch and return of film/videos, maintenance  and
 repair of film.

Publicity Undertakes publicity and promotional work associated with the

 general promotion of the Film centre, its services and resources
 and specific promotion for theatre screenings, projects,
 activities etc.

Technical Provides technical and projection services for thu Centre's

 screening venues. Undertakes technical maintenance on equipment,
 provides guidance and advice on new technologies, and oh all
 matters audio-visual.

Acquisitions and Exhibitions Responsible for the acquisition of film/video to the lending

 collections. Provides guidance and advice on film/video
 programming. Responsible for programming all of the Centre's
 screening seasons. Initiates and manages education and community
 activities.

Library of film and Television Literature Responsible for the acquisition of books, periodicals, posters,

 stills etc. relating to film and television. Operates a free
 public lending library. Prepares the catalogue information for
 the Centre's new films and videotapes catalogue supplements.

1.4 Consultative Processes The Director represents the State Pilm Centre on various

 committees. These include)

Film Victoria) Alternate Member ) Government Films committee)


Australian Council of Government Film Libraries

 Melbourne Film Festival
 Council of Adult Education
 Hamilton Heritage Festival
  
    

1/3


MINISTRY FOR TUB ARTS


SIAM "ftLH 'CIHTWr” FMEbCN OritiyglWATIOH ACT - PART II STATBMEMT


JULY 1984


AGENCY:

STATE FILM CENTRE

CODE: VA2325

ADDRE$S:

1 MACARTHUR STREET

 EAST MELBOURNE VIC 3002
     

       

STATEMENT 2:

CATEGORIES OF DOCUMENTS


2.1 Description of Record Kwplng Svtwa


The State Fllia Centre operates Its own correspondence registry

 which Maintains records relating to its Council and general
 correspondence.

The Centre also operates a computer based film booting system

 which contains records relating to fila/video bookings.

Records are also kept on all films/videos appraised by the

 Centre's staff.

2.2 Registry The registry files contain all documents relating to a particular

 subject* Files are cross-referenced in a manual index. Files
 are created as required within a Primary* Secondary* Tertiary
 headings system and appropriate numbers are allocated as
 required* e.g. 1/7/1 Administration - Computer Systems - Library
 Cataloguing.

the main categories of flies are: - Policy and Administration - Films: Accessions and Exchanges Borrowing* Lending* Hiring: Films and Equipment - General Information - Film Production - Technical Equipment and Maintenance Office Systems and Accommodation 2.3 EDP - Film Booking System The Centre's film booking system contains records relating to

 films/videos* registered users and processed orders.

Film Records - stored alphabetically by title User Records - stored numerically by registration number*

 e.g. 5032, 5033,

Order Records - stored numerically by registration number. ” " e.g, 84035/21 where 84035 denotes 35th day of 1384 and 21 denotes that order as being

 21st processed that day*
  
    

2/1


MINISTRY FOR THE ARTS II Rg--- FKEfebOM 6? IdrgfWATION ACT - PART II STATEMENT - JULY 1984


Options exist for processing records to Achieve other types of

 sorting, e.g. user recordscartbe obtained alphabetically.

All information can be reproduced in either print form or on

 microfiche,

The records can also be manipulated to provide statistical

 reports.

2.4 Appraiial Records Film/video appraisal records are filed alphabetically by title. 2.5 Master Copies of Outwards Correspondence The Film Cantre retains "white" or "box" copies of all outward

 correspondence filed in chronological order. This system is of
 most use to Centre staff and is useful in identifying file
 numbers should difficulty arise in tracing correspondence.
  


MINISTRY FOR THE ARTS mTE'tfEarrgffrgr— FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY: STATE FILM CENTRE CODE! VA2325 ADDRESS! 1 HACARTHUR STREET EAST MELBOURNE VIC 3002


STATEMENT 3: F.0,1. ARRANGEMENTS


F.0.1• arrangements followed by the State Film Centre are in

 accordance with procedures established by the Ministry for the
 Arts (Head Office). A summary statement follows *reference may
 also be made to the Statement published by the Ministry for the
 Arts (Head Office).

3.1 Published information on F.O.I, A qopy of the Part II Statements is available fair inspection at

 the:

Law Department

 Public Record office
 State Library

The Statements are also available for inspection and purchase

 (cost 20c per page) from the Administration Manager. State Film
 Centre. Copies of the Statement on F.O.I, Arrangements and the
 Statement on Publicity Services will be made available free of
 charge,

3.2 r.o,l. Access Arrangements Requests for access must be made in writing tb the Administration

 Manager. State Film Centre.

3.3 Identification of Documents The subject and the date range of the information sought should

 be indicated as precisely as possible. Where a request does not
 sufficiently identify the document(s) requested, you will be
 advised and given an opportunity to reformulate your request in a
 way which will identify the document.

3.4 Charges Charges for access to documents will be in accordance with the

 Freedom of Information (Access Charges) Regulations 1983.
  


MINISTRY FOR THE ARTS wmk fit* "eiHTftg FREEDOM 6f INFORMATION ACT - PART II STATEMENT - JULY 1984


3.5 Nominated Officers of the Department for initial receipt of and action upon F.Q.I, requestss Mr. V. 0‘Donohue State Film Centre 1 Macarthur Street* East Melbourne* 3002 Office Hourst 8.30 a.m. - 12.30 p.m. and 1.30 p.m. ~

 4.30 p.m. (Monday - Friday)

3.6 Library of Film and Television Literature The Centre's Library of Film and Television Literature is located

 at:-

Ground Floor* 17 St. Andrew's Place, East Melbourne, 3002 (lours: 10 a.m. - 5 p.m. except for Wednesday between March and November when hours are 10 a.m. - 7,*45 p.m. Librarian: Ms. Karen Foley* Telephone: 651 2098 The Library acts as a free public lending library and holds

 books* periodicals* audio-tapes* indexes* newspaper cuttings*
 posters* stills etc. on all matters relating to audio-visual
 media.

3.7 Film/Video Lending Library The Centre's fiim/video lending library is located ati- State Film Centre* 1 Macarthur Street* East Melbourne* 3002 Hours: 8.30 p.m. ~ 5 p.m. Monday - Friday Film Loans Manager Mr. Frank Job Phone: 651 1301 The lending collections contain film (16mm) and video (1/2" and

 3/4") titles selected from local and overseas productions.
 Films/videos are available for free loan to users who wish to
 collect Irom and return to the State Film Centre. Other users
 have to pay return freight as the Centre pays outward freight.

The lending collections are available to individuals and groups

 once an application to register as a Borrower has been
 completed.
  
    

3/2


MINISTRY FOR THE ARTS STAft fitH lEBTEg--- FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY* STATE FILM CENTRE CODE* VA232S


ADDRESS:


1 MACARTHUR STREET

 EAST MELBOURNE VIC 3002
  
    

STATEMENT 4:


PUBLICITY SERVICES


The Centre's publicity services are the responsibility of the

 Publications and Publicity officer, Ms. Camille Duncan,
 telephone:  651 1301.

The Publicity Unit undertakes the preparation of a number of

 irregularly and regularly issued brochures, posters, fliers etc*
 which are available free.
  
    

The State Film Centre


irregular


State Film Theatre/Griereon Cinema

 Free public screenings

Grierson Project for Secondary

 School Students
  
    

monthly ■per school term


Grierson Project for Primary

 School Students
  
    

W •*' N


Kid's Holiday Flicks screenings


each school

 holiday period
  
    

New Books - Literature library


three per year


All these items are available from the Centre, whilst posters for

 free public screenings in the State Film Theatre and Grierson
 Cinema are available through the National Gallery, State Library
 of Victoria and Metropolitan Libraries.

The Centre has available for sale on an annual subscription basis

 a catalogue of 4000 titles contained in its film/video lending
 collection. Information on the balance of the collection yet to
 be catalogued is not available in published form but can be
 obtained from the Centre.

New Film and Videotape Catalogue February 1933 plus June and October Supplements - Hardcover .. $16 New Film and Videotape Supplements 1984, January, May and October. - Hardcover ,, $16 - Microfiche ** $10


4/1


MINISTRY FOR THE ARTS State"'# 1In'CEnTSe "■'1 * FREEDOHOF INFORMATION ACT *. PART II STATEMENT - JULY Hi*


AGENCY: STATE FILM CENTRE CODE, VA232# ADDRESS: 1 MACARTHUR STREET EAST MELBOURNE VIC 3002


STATEMENT 5.‘ PROCEDURES AND GUIDELINES 5.1 Manuals, Guidelines and Procedures in Decision Making

 Listing:
  
    

Title or subject of Document Available from 1. New Film and Video Catalogue and State Film Centre Supplements Information Section in

 both hardcover and microfiche versions
  
    

2* Application to register as a user of

 Film and Videotape collections

3. Application for registration as a

 borrower from State Film Centre
 Literature Library

4. Library Guide to Library of Film I

 Television Literature

5, Conditions of Hire for Theatres 6. Film/Video Acquisitions Policy 7, Theatres Exhibitions Policy 8, Application of copyright Director's

 memoranda to staff 8/6/83
  
    

■ ■

m

n,

m

«

m

«i

m

m

a

tr

VI


The Victoria State Opera


MINISTRY FOR THE ARTS


Victoria State Opera

 Code VA: 1149
  
    

F.O.I, Part II Statements



Date of Issue; 6 August, 1984 Currency of Statement; 6 August, 1984


Victoria State Opera Company Limited * 370 Nicholson Street Fitzroy Victoria 3065 - Telephone 417 5061


VICTORIA STATE OPERA COMPANY LIMITED


VICTORIAN FREEDOM OF INFORMATION ACT 1982

 PART II PUBLICATION REQUIREMENTS

Statement 1 Organization and Functions Page No. Establishment 1 Principal Officer 1 Address l Organization 1 Functions 2 Statement 2 Categories of Documents 1 Statement 3 F.O.I. Arrangements Published Information on F.O.I. 1 - F.O.I. Access Arrangements 1 Identification of Documents 1 «  Charges 1 Nominated Officers of the Company 2 Statement 4 Publicity Services 1


Statement 5 Procedures and Guidelines 1


MINISTRY FOR THE ARTS VfCTflMA STAf B 6PBRA "Company limited FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY:

VICTORIA STATE OPERA COMPANY CODE:

 LIMITED
       

ADDRESS:

370 NICHOLSON STREET

 FITZROY. VIC. 3065
       

STATEMENT 1s

ORGANIZATION AND FUNCTIONS

1.1 Preliminaries


Establishment:


Principal Officer:

Chairman: Sir Rupert Hamer, KCMB, ED

General Manager:

Mr. Ken Mackenzie-Forbes

Address:

370 Nicholson Street

VA1149


Incorporation:


Fitzroy. Vic. 3065

 Tel:  4175061
  
    

Incorporated in Victoria on 8th April,

 1984, under the Companies Act, 1961, as
 Company limited by guarantee.
  
    

1.2 Organization


The Company is constituted as a Public Company under the

 Companies (Victoria) Code and, as such, authority is vested in
 the Board of Directors. The Board appoints a General Manager
 who, in turn, appoints staff to the Company.
  
    

The organization is divided into the following functional areas


Administration - 9 staff

 Music           - 3 Staff

Technical - 10 staff


The administration department includes general management,

 finance, publicity, secretarial and computer services.

The technical department includes stage management; workshop

 services for the construction* maintenance and adaptation of
 stage sets and properties; and wardrobe services for the
 manufacture, maintenance and adaptation of costumes.

1.3 Functions


The principal activities of the Company are the production and

 performance of opera and associated matters, pursuant to its
 Memorandum and Articles of Association.
  


MINISTRY FOR THE ARTS VlCfORlA StATfi Oi^ftA COMPANY LIMITED FREEDOM OF INFORMATION A<St - PART II STATEMENT - JULY 1984


The Company's Memorandum states that the objects are, inter alia: - to promote, produce and perform and joint in promoting,

 producing and performing presentations of opera, musical
 theatre drama repertory stage plays ballet and any other form
 of entertainment

- to foster and encourage the study and presentation of opera

 musical theatre drama repertory stage plays ballet and any
 other form of entertainment

to acquire and obtain any copyright and any other right and

 interest (including any right to perform) in any literary
 musical or dramatic work or writings or any record made of
 any of them

- to foster relations with kindred societies, and all persons

 institutions and other bodies concerned with the objects
 aforesaid.
  


MINISTRY FOR THE ARTS VjgtORIA STATE OPEfiX"COMPANY LIMITED FREEDOM OP INFORMATION ACT - PART II STATEMENT - JULY 1984


VICTORIA STATE OPERA COMPANY CODE: VA1149 LIMITED 370 NICHOLSON STREET

 FITZROY• VIC. 3005
  
    

STATEMENT 2: CATEGORIES OF DOCUMENTS


The Company maintains at its premises in Fitzroy, written records

 of:
  
    

AGENCY: ADDRESS;


agenda and minutes

 general correspondence
 contracts

accounts (sufficient to conform to audit requirements)

 personnel records
 publicity material
 programmes

musical Scores and parts

 libretti

set and costume designs

 theatre plans
  
    

The Company also maintains a certain amount of information stored

 electronically.
  
    

2/1


MINISTRY FOR THE ARTS VfCTGftlA STATE 6KRA company limited gnamai 6f tmMkrm Acr- pae* tt statement - july was


AGENCY* VICTORIA STATE OPERA COMPANY CODE: VA1149 LIMITED ADDRESS: 370 NICHOLSON STREET FITZROY* VIC. 3065

 MELBOURNE VIC 3004
  
    

STATEMENT 3: F.O.I. ARRANGEMENTS


F.O.I. arrangements followed by the Company are in accordance

 with procedures established by the Ministry for the Arts (Head
 Office). A summary statement follows -reference may also be made
 to the Statement published by the Ministry for the Arts (Head
 Office).

3.1 Published information on F.O.I. A copy of the Part II Statements is available for inspection at

 the:

Law Department public Record office State Library and Local Library venues The statements are also available for inspection and purchase

 (cost 20c per page' from the Secretary of the Company. Copies of
 the Statement on F .0.1. Arrangements and the Statement on
 Publicity Services will be made available free of charge.

3.2 F.O.I. Access Arrangements


Requests for access must be made in writing to the Secretary of

 the Company.

3.3 Identification of Documents


The subject and the date range of the information sought should

 be indicated as precisely as possible. Where a request does not
 sufficiently identify the document(s) requested, you will be
 advised and given an opportunity to reformulate your request in a
 way which will identify the document.

3.4 Charges Charges for access to documents will be in accordance with the

 Freedom of Information (Access Charges) Regulations 1983.
  
    

3/1


MINISTRY FOR THE ARTS VICTORIA. 'STATEOPERA""COMPANY LIMITED FREEDOM OF INFORMATION ACT - PARl II STATEMENT - JULY 1984


3.5 Nominated Officers of the Company


For initial recaipt of and action upon F.O.I. requests!


Mr. s. Hampel

 Deputy General Manager
 Victoria State Opera
 370 Nicholson street
 Fitzrpy. Vic. 3065

Tel.s 417 5061


3/2


MINISTRY FOR THE ARTS VICTORIA STATE OPERACOMPANY LIMITED TftglESS6fr INEOftMATiON ACf - PAfcf n statement - JULY 1984


AGENCY?


VICTORIA STATE OPERA COMPANY CODE: VA1149 LIMITED


ADDRESS: 370 NICHOLSON STREET FITZROY. VIC. 3065

 MELBOURNE VIC 3004
  
    

STATEMENT 4: PUBLICITY SERVICES


Documents produced Cor distribution to the public: (a) Free of charge: - annual reports - brochures, leaflets, handbills (b) For sale? - programmes

 posters

musical scores


4/1


MINISTRY FOR THE ARTS VITORIA SfATE OPERA COMPANY LIMITED FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCYi VICTORIA STATE OPERA COMPANY CODE: VA1149 LIMITED ADDRESS: 370 NICHOLSON STREET FITZROY. VIC. 3065

 MELBOURNE VIC 3004
  
    

STATEMENT 5: PROCEDURES AND GUIDELINES


Policies of the Company are included in the Minutes of Meetings

 of the Board,
  
    

5/1


ministry for the arts


Vktwiwi AiU CcfiiM TMM 100 St K«J* Road

 V.,ooume V; toft* 3004
 Australia

Telephone (03/ 6t?621!

 Telex V1CART AA39414
 Cables and Telegrams
 Vfcart* Melbourne
  
    

Victorian Arts Centre Trust

 Code VA: 1074
  
    

F1O1Ii Part II Statements


Date of Issues

 Currency of Statements
  
    

6 August, 1984

 6 August, 1984
  
    

  
    

VICTORIA 150 eemwwteottHtX!***


VICTORIA!* ARTS CENTRE TRUST


VICTORIAN FREEDOM OF INFORMATION ACT 1982


PART II PUBLICATION REQUIREMENTS


Statement 1

Organisation and Functions

Page No.


...

Establishment

1


-

Principal Officer

1


- *

Address

1


■-

Organisation

1



Organisation Chart

2


Functions

2-6


-

Decision-Nailing Powers

6



Consultative Processes

6

Statement 2

Categories of Documents

1



Description of Record-Keeping Systems

1


-

Principal Record Series

1



Other Records

1

Statement 3

F.O.

1. Arrangements

1



Published information on F.O.I*

1


-

F.o.I. Access Arrangements

l


-

Identification of Documents

1


-

Charges

1


Nominated Officers of the Trust

2

Statement 4

Publicity Services

1

Statement 5

Procedures and Guidelines




Manuals, Guidelines and Procedures




used in Decision-making

1


MINISTRY FOR THE ARTS ViefdRiAN AfifS CIBfftff TRUST RftBBKW 6P 1MB6MA«6iI WT- part ii statement


JULY 1984


VICTORIAN ARTS CENTRE TRUST CODE* VA1074 100 ST. KILDA ROAD, MELBOURNE VIC 3004 STATEMENT It ORGANIZATION AND FUNCTIONS


AGENCYt

 ADDRESS?
  
    

1.1 Preliminaries

 Established?
 Principal o££icar<

General Manager:

 Address?

Acts Administered?


1979 Chairman? Mr. Kenneth Myer,

 A.C., D.S.C.

Mr. George Fairfax, A.M. 100 St. Kilda Road

 Melbourne. Vic. 3004

telephone No.: 6179211 Victorian Arts Centra Act 1979

 (No. 9354)
  
    

The Victorian Arts Centre Trust was established in 1979 as the

 successor in law to the Victorian Arts Centre Building Committee.
 The Victorian Arts Centre Building Committee was established in
 1957, and was first known as the National Gallery and Cultural
 Centre Building Committee.
  
    

1.2 Organisation


The Victorian Arts Centre Trust consists of nine members,

 including the Chairman, appointed by the Governor-in^-Council.

The Trust is subject to the general direction and control of the

 Minister for the Arts.

The Victorian Arts Centre is administered by the General Manager

 and staff employed by the Trust. The four administrative
 divisions of the Trust are Administration, Development, Public
 Affairs and Theatre operations.
  
    

i/1


MINISTRY FOR THE ARTS


VICTORIAN ARTS CBHTftg trust fREEDOM OF INFORMATION ACT -


FART II STATEMENT - JULY 1984


Organisation Chart


MINISTER FOR THE ARTS


VICTORIAN ARTS CENTRE

 TRUST
  
    

DIRECTOR, MINISTRY

 FOR THE ARTS
  
    

GENERAL MANAGER


DEPUTY GENERAL MANAGER


-THEATRE OPERATIONS MANAGER

 . Production Director
 , Programming Manager
 . Manager Computer Ticketing

-PUBLIC AFFAIRS manager

 . Press officer
 . Publications Officer

-DEVELOPMENT manager . Director, Performing Arts Museum

 . Catering Controller

-ADMINISTRATION manager . Financial Controller

 . Personnel Manager
 . Buildings Superintendent
 . Services Manager
 . Registry Officer
  
    

1,3 Functions The functions of the Trust are; (a) to complete the construction of the Centre; (b) the care, improvement and maintenance of the Centre and The

 Sidney Myer Music Bowl;
  


MINISTRY FOR THE ARTS ViCT6ftiAN. mn CIMflit trust PKlIbOH CP lHf6ftHAfI6H KCT~-


PART II STATEMENT


JULY 1984


(c) the control and management of the Contra and Tha Sidney Myar

 Music Bowl, other than tha National Gallary}

(d) tha presentation and production of theatrical performances,

 operas* plays, dramas, ballets, musical performances and any
 other entertainment! and

(a) the promotion of the use of the Centra and The Sidney Myer

 Music Bowl by suitable persons and bodies*

These functions are the responsibility of the following

 Departments}

1.3.1 Theatre Operations Manager Responsible for the theatre production and programming of events

 for the Victorian Arts Centre Trust, and for the BASS
 computerised ticketing service.

Main areas of responsibility are as follows: - To oversee and manage the Theatre Operations Department* - To develop, create or acquire events to be performed at the

 Centre and the Sidney Myer Music Bowl.

To liaise with commercial promotsrs and performing

 companies*

- To ensure that technical requirements for the production of

 events are adequate.

- To control front-of^house operations of the Centre.

 Programming:

Programming is responsible for provision of all programmes at the

 Arts Centre. It negotiates the hire of venues to commercial
 promoters, subsidised Companies and others and acts as the focal
 point for the hirer in use of the facilities* All of the Trust's
 entrepreneurial programmes together with education and community
 activities are initiated, managed and produced through this
 department.

Sidney Myer Music Bowl; As the official committee of Management of the Sidney Myer Music

 Bowl, the Trust operates the facilities as one of the venues at
 the Victorian Arts centre. The Music Bowl has a wide varity of
 uses including concerts for all sections of the community,
 special national events such as 'Carols by Candelight' and
 meetings of trade unions and associations.
  


MINISTRY FOR THE ARTS


WCTSfifArf AftfsCIBTSI trust fRllMri 6f iNtdMAf ibtf'ICf - part li statement


JULY 1984


Box Office! The box office at the Victorian Arts Centre is a computerized

 booking service using the Bass system, in addition to
 performances at the Arts Centre, tickets are sold for a majority
 of the other venues in Melbourne* through a network of outlets
 and a telephone booking service.

1.3.2 Public Affairs Manager Responsible for promoting the knowledge and Use of the Victorian

 Arts Centrei its role, activities and facilities, This
 includes>
  
    

Promotion of the Trust's entrepreneurial activities*


- Development of market strategy. - participation in public relstions planning end the

 formulation of annual and Specific budgets,

- Fund raising activities. Preparation and production of printed material, - information and guided tours programmes. These activities are developed by? Tourism Marketing! The Tourism Marketing Department markets the Arts Centre using

 existing resources such as the Victorian Tourism Commission* the
 Australian Tourist Commission and the Melbourne Tourism Authority
 to tourists within Australia and internationally. It administers
 a range of special tours including "An evening at the Arts
 Centre" which are sold through travel agents. The department
 also procures catered function business for the various spaces at
 the Arts Centre,

Public Affairst Public Affairs co-ordinates the promotion and information

 services of the Arts Centre, It is responsible for the publicity
 and advertising for each of the Trust's events as well as
 corporate promotion, including a range of publications and
 printed material. The Department also provides an advisory role
 to the Trust and senior management and encourages effective
 communication within the organisation.

Information and Guided Tours* Information is provided as a personalised Service to the public


MINISTRY FOR THE ARTS


ViCTCmM~XKTS"Cl»TRl trust fftgiSOM of fHfGftkATiGH ~kCT~- part ii statement > July 1984


through an information desk and telephone enquiry service. The

 service actively encourages enquirers to become participants in
 the range of activities at the Centre. The information dealt
 sells a limited range of postcards and the Trust’s publications.

Guided tours are a k„/ marketing tool for the Arts Centre. While

 meeting the tourist needs and earning revenue# tours also provide
 the opportunity to sell the range Of activities and services at
 the Arts centre and interest potential audiences in events in the
 Concert Hall and Theatres.
  
    

1.3.3 Development Manager


Responsible for the Centre's Catering Services, Performing Arts

 Museum and fundraising.
  
    

Catering Catering is a major commercial venture at the Arts Centre with

 restaurants# coffee shops, foyer bars, staff cafeterias, kiosks
 and function spaces servicing the public and returning income
 which is used to offset costs in other areas. The catering
 operations are managed by an external contractor with the Trust
 retaining control over prices, quality and service.

Performing Arts Museum The Collection of performing arts material and memorabilia is the

 source for mounting of exhibitions and displays. Gifts in kind
 appropriate for a collection at a performing arts centre are
 received and many of the items are constantly on view for both
 public and performers.

1.3.4 Administration Manager Responsible for the Centre's financial operations, administration

 policy and procedures, record., management and f inancial and
 administrative issues relating to the care and maintenance of
 buildings. Administration services the senior management of the
 Arts Centre and includes central registry, it is the focal point
 for contact with government and provides the secretariat function
 to the Trust.                                   ,

personnel


In addition to general care for the interests and welfare of

 employ*** and maintenance of appropriate records, the Department
 is responsible for Industrial relations, internal and external
 training and a recruitment programme to meet the specialist needs
 of the Trust,
  


MINISTRY FOR THE ARTS


V|gTgg'tAir'Xftt5~ggWffl TRUST

 FREEDOM qFTNFORMATION AGt •
  
    

PART II STATEMENT ■* JULY 1984


Flninct The Finance Department ia responsible for the provision of

 financial systems and services operating throughout the numerous
 venues and activities controlled by the Victorian Arts Centre
 Trust. It receives all revenues, pays all accounts for goods and
 services, maximises investment return and monitors actual results
 against predetermined budget allocations.

Building Maintenance Building Maintenance is a small department responsible for the

 Upkeep of the facilities in a first-rate condition. Cleaning is
 provided by an external contractor with close supervision by the
 Trust's Staff, Maintenance programmes are determined by regular
 dilapidation surveys*

Services Services covers air-conditioning, electrical and mechanical

 maintenance and central plant facilities for the three buildings
 at the Victorian Arts Centre - Melbourne Concert Hall, Theatres
 and National Gallery of Victoria. In addition the manager has
 tha responsibility for security and public safety services, which
 arc provided by external contractors.

1.4 Decision-Making Powers The Victorian Arts Centra Trust has the power to set conditions

 and charges for -

hire of Arts Centre venues -> catering, tours and other services - admission to attractions presented by the Victorian Arts

 Centre Trust

- ticketing through the Arts centre's bass system, 1.5 Consultative Processes The Victorian Arts Centre Co-ordination Committee, representing

 the Victorian Arts Centre Trust, the National Gallery of
 Victoria, and the Victorian College of the Arts, meets monthly.

The Victorian Arts Centre Trust is a member of the Confederation

 of Australian Performing Arts Centres,
  
    

1/6




FREEDOM Of IHfQftHATlOtl Act - PART 11 STATEMENT - JOLY 1984


2.1 Description of Record-Keeping Systems The Trust operates a central correspondence registry located at

 100 St. Kilda Road. Melbourne*

2.2 Principal Record Series - Administrative Files, indexed » Attractions presented by the Trust

 Files# indexed

Buildings and Property-construction, maintenance and

 operational matters
 Files, indexed

Hirings - of Trust performance and function spaces

 Files, indexed

2.3 Other Records - Mailing lists - Accounting records - Computer tapes - Drawings and manuals Technical specifications and instructions on building

 structure, plant and equipment
  
    

AGENCYi


VICTORIAN ARTS CENTRE TRUST CODE* VA1074


ADDRESS:


100 ST. KILDA ROAD.

 MELBOURNE VIC 3004
  
    

STATEMENT 2l


CATEGORIES OF DOCUMENTS




TRUST


FFaFbOH OF INFORMATION ACT - PART II STATEMENT - JULY 1984


STATEMENT 3> F.O.I. ARRANGEMENTS


F.0.1. arrangements followed by the Victorian Arts Centre Trust

 are in accordance with procedures established by the Ministry for
 the Arts (Head Office). A summary statement follows -reference
 may also be made to the statement published by the Ministry for
 the Arts (Head Office).

3.1 Published information on F.O.I. A copy of the Part II statements is available foe inspection at

 the*
  
    

The Statements are also available for inspection and purchase

 (cost 20c per page) from the F.O.I. Officer, Victorian Arts
 Centre Trust. Copies of the Statement on F.O.I. Arrangements  and
 the statement on Publicity Services will be made available free
 of charge.

3.2 F.O.I. Access Arrangements Requests for access must be made in writing to the F.O.I. Officer* Victorian Arts Centre Trust, 3.3 Identification of Documents The subject and the date range of the information sought should

 be indicated as precisely as possible. Where a request does not
 sufficiently identify the document(s) requested* you will be
 advised and given an opportunity to reformulate your request in a
 way which will identify the document.

3.4 Charges Charges for access to documents will be in accordance with the

 Freedom of Information (Access Charges) Regulations 1933.
  
    

ADDRESS:


AGEHCT


VICTORIAN ARTS CENTRE TRUST CODE: VA1074 100 ST. KILDA ROAD, MELBOURNE VIC 3004


Law department Public Record Office State Library and Local Library venues


MINISTRY FOR THE ARTS • 7ICTM!AH Aif8 CllflU trust FREEDOM OF IHEoRMATIQ* A^T - PART II STATEMENT * JULY 1984


3.5 Nominated Offleera of the Truat For initial racaipt of and action upon F.O,i. requeatat Mr. P, Kacprzak Victorian Arts Cantra Truat 100 St. Hilda Road

 Melbourne. Vic. 3004
  
    

Telephonet 617 8211 Office houras 9.00 a.m. to 1.00 p.n. 2.00 p.n. to 5.00 p.n*

 Monday to Friday
  


MINISTRY FOR THE ARTS VlctoRiAN ARTS CeNfftfc trust WIIBat 6fr INFORMATION~XCT~- PART II STATEMENT - JULY


AGENCYi VICTORIAN ARTS CENTRE TRUST CODE! ADDRESS! 100 ST. HILDA ROAD# MELBOURNE VIC 3004 STATEMENT 41 PUBLICITY SERVICES


Victorian Arts C«ntre Magazine

11 Issue®' P.A.

$18 ]

Annual Report

Yearly

free

Brochures Cor some individual

 concerts and theatre events
     

Irregular

Ere#

Diary of Events

2 monthly

Ere®

1984


VA1074


MINISTRY FOR THE ARTS viCTMiAtrxMs eiwwe trust FREEDOM OF INFORMATION ACT - PART II* STATEMENT - JULY 1984


VICTORIAN ARTS CENTRE TRUST CODE! VA1074


100 ST. KILDA ROAD, MELBOURNE VIC 3004


STATEMENT 5: PROCEDURES AND GUIDELINES


5.1

Manuals, Guidelines and Procedures used

in Decision-Making

The following documents are available for inspection and purchase)

 from the Trust's F.O.I. officer.
       

1.

■Artistic Policy* of the Victorian Arts

centre Trust,

2.

"Babe3 in Arms Policy" (Admission of bat

 Hall Auditorium).
     

lies into the concert

3*

"Hiring Procedure#* (concert Hail).


4,

"Recording of performances*.


5.

"Regulations for the Cere* Protection and Management of the

 Sidney Myer Music Bowl",
       

AGENCY! ADDRESS:


Victorian College of the Arts 234 St. Kilda Road, Melbourne, Victoria, 3004, Australia, Tel. 616 9300, Telegrams Collartj Melbourne


•/> MINISTRY FOR THE ARTS ' if *4'f ■ li : / ■


Victorian College of the Arts


F,0,T» Part II Statements


pate of Issues 6 August, 1984 Cuttency of Statements 6 August, 1984


VICTORIAN COLLEGE OF THE ARTS


VICTORIAN FREEDOM OP INFORMATION ACT 1982

 PART II PUBLICATION REQUIREMENTS
  
    

Statement I

Organization and Functions

fag* wo


m*.

Establishment

1


-

Principal Officer

1


Address

I



Acts Administered

l



Introduction

T


-

Organization

1-2


-4

Functions

3-4


.

Decision-Making pavers

4-1

Statement 2

categories of Documents



«•

Description of Record-Keeping

Systems 1


■m

General Ccrrespondence Files

1-4


■ M '

Personnel Files

4


--

Other Records

4


Secondary Storage

' *

Statement 3

F.O.

I. Arrangements




Published Information on F.O.

I. . ' 1


-

F.O.I. Access Arrangements

1



Identification of Documents

1



Charges

1



Correction of Personal Inform

ation 2


-

Library

2'


•*“ .

Nominated officers of the Col

lege 2

Statement 4

Publicity Services

1

Statement 5 Procedures and Guidelines


Manuals*! Rule# of procedure'.etc*


I


MINISTRY FOR THE ARTS VICTORIAN COLLEGE OF THE ARTS FREEDOM OP INFORMATION ACT - PART II STATEMENT - AUGUST 1984


AGENCY:

VICTORIAN COLLEGE OF

 THE ARTS
     

CODE: VA1075

ADDRESS:

234 ST. KILDA ROAD

 MELBOURNE. VIC. 3004
     

       

STATEMENT 1:

ORGANIZATION AND FUNCTIONS


1.1 Preliminaries

 Establishment:
 Principal Officer:

Acting Director:

 Address:
  
    

Acts Administered:

 1.2 Introduction
  
    

1972 President of Council: Hon, Sir Rupert Hamer, KCMG ED Mr. John Hopkins, O.B.E. 234 St. Kilda Road

 Melbourne. Vic. 3004

Tel: 616 9300 .ctorian College of the Arts Act 1981


The Victorian College of the Arts was established as a College of

 Advanced Education in 1973 and later reconstituted under the
 Victorian College of the Arts Act 1981. The College ip funded by
 the Commonwealth Government in accordance with the States Grants
 (Tertiary Education Assistance) Acts.
  
    

1.3 Organization 1.3.1 College Council The governing body of the College, the Council, comprises twenty-

 five members appointed as follows:

- the President of the Council is elected by Council and holds

 office ex-officio

the Director and the Deans of Schools hold office ex-officio - one nominee of each of the Council of Trustees of the

 National Gallery of Victoria and the Victorian Arts Centre
 Trust is appointed by the Governor in Council

- two staff members are elected by and from the staff'

 two students are elected by and from the students
  
    

1/1


MINISTRY FOR THE ARTS VICTORIAN (jOLL&GE ~OF~THE ARTS FREEDOM OF INFORMATION ACT~PART II STATEMENT - AUGUST 1984


- seven members are appointed by the Governor in Council, of

 whom one is required to be a Member of Parliament

- six members are appointed by co-option by the Council 1.3.3 Committees of Council


Committees of the Council typically comprise members appointed

 from within and without the College although the Board of
 Studies, constituted under the Act and Statutes, has members from
 within the College only, as does the Academic Board in each
 School.
  
    

1.3.4 Director and Staff


The Director is appointed by the Council for such period and on

 such conditions as the Council determines. The Director acts as
 Chief Executive Officer of the College on behalf of the Council.

o The Council may appoint and terminate the appointment of any

 member of the staff of the College, subject to the Victorian
 College of the Arts Act 198 i and the Post-Secondary  Education Act
 1978.

The College is organized on the basis of four Schools, Art, Dance, Drama and Music, supported by the central administration*

 the library ahd the technical resources division.
  
    

ORGANIZATION CHART


MINISTER FOR THE ARTS


COUNCIL


DIRECTOR



rysnjmv nTDPHVtt


1 1

 SCHOOL OF SCHOOL OF
 ART DANCE
     

i 1

 SCHOOL OF SCHOOL OF
 ERAMA MUSIC
      
 
 
      

i —---------- r—— -------- :——i CENTRAL ADMIN LIBRARY TECHNICAL RESOURCES DIVISION


1/2


MINISTRY FOR THE ARTS VICTORIAN COLLEGE <5F~THE ARTS FREEDOM OF INFORMATION htit -~PART II STATEMENT - AUGUST 1984


1.4 Functions The objects of the College ere: - to foster the development and improvement of and to provide

 for education in the visual and performing arts;

- to advance learning, knowledge, appreciation and competence

 in activities primarily or substantially directed to the
 creation, design, composition, interpretation, display,
 publication or performance or works of an aesthetic nature
 and of their conservation and elucidation;

to organize, conduct and participate in public performances,

 exhibitions^ conferences, lectures, demonstrations,
 experiments, training and other activities relating to the
 arts;

- to consult and collaborate in the interests of the community

 with the Trustees of the Victorian Arts Centre and the
 Council of Trustees of the National Gallery of Victoria and
 other institutions and persons;

- to confer after appropriate assessment such degrees diplomas

 certificates and other awards as are prescribed by the
 Statutes.

1.4.1 The Schools


The functions of each of the Schools are to teach and assess*the

 standards of attainment of students, to arrange appropriate
 experiences for students in connection with their development as
 artists, and to recommend to the Council the award of degrees and
 diplomas to students who are assessed as having completed their
 courses of study satisfactorily.

School of Art: The School of Art of the National Gallery of Victoria became the

 foundation school of the College, when the National Gallery of
 Victoria transferred its art Course, staff and students to the
 new college in 1973. The courses are studio-based and tutorial-
 oriented. Facilities are provided for painting, sculpture and
 printmaking.

School of Dance:


Training in the School includes classical ballet, modern and

 character dance, choreography and notation. Students with
 previous dance training may be admitted to the teaching stream in
 which emphasis is placed on training established dancers to
 become teachers of dance in the private sector and professional
 dance companies.
  
    

1/3


MINISTRY FOR THE ARTS vidTORiAN College oF~the arts FREEDOM OF INFORMATION ACT - PART II STATEMENT - AUGUST 1984


School of Drama: The School is concerned with the training of actors,

 scriptwriters, directors, animateurs and technicians. Particular
 emphasis is placed on the training of artists who can establish
 and promote community theatre, especially that concerned with
 existing or specially written Australian material.

School of Music> The courses conducted by the School are all designed with

 achievement in performance as the primary focus. They cover the
 full range of orchestral instruments, voice and keyboard to post-
 graduate level. A jazz stream is offered at the undergraduate
 level and an undergraduate course in opera and music theatre is
 available for part-time students.

1.4.2 Administrative support Functions The Central Administration provides administrative support to the

 Council and its committees and to the College particularly with
 respect to the staff of the College, financial matters, capital
 and minor works, and maintenance of the buildings and grounds.

The library is a central College collection of print, audio and

 visual materials relevant to the needs of the teaching staff and
 students.

The Technical Resources Division provides specialised support to

 the Schools in connection with performances and productions
 mounted as part of the courses of study undertaken by students.

1.5 Decision-Making Powers Under the provisions of the Victorian College of the Arts Act,

 the College has the power to do all things necessary to attain
 its objects as set out in Section 1.4 (S.6 of Act).

In particularly, the Council constituted under the Act has the

 power to -

appoint the Director of the College (S.19)

 appoint and terminate the appointment of all staff of the
 College (S.20)

confer degrees, diplomas, certificates and other awards (S.21) appoint committees (S.22)

 delegate•its powers (S.22)

make Statutes and regulations on all matters relating to the

 organization, management and good government of the
 College (S.27)
 invest monies (S.29)
 borrow monies (£.30)

assist staff to purchase or lease homes (S.31)

 acquire any property (S,34)
  
    

1/4


MINISTRY FOR THE ARTS VlCltiKIAN COLtfeGE <5F~THE ARTS FREEDbM OF INFORMATION ACT - PART II STATEMENT - AUGUST 1984


AGENCY:

VICTORIAN COLLEGE OF

 THE ARTS
     

CODE: VA1075

ADDRESS:

234 ST. KILDA ROAD

 MELBOURNE. VIC, 3004
     

       

STATEMENT 2:

CATEGORIES OF DOCUMENTS


2.1 Deaription of Record-Keeping Systems The College has a central registry which maintains records of the

 Council and its committees, the Director and the central
 administration and four sub-registries within the four Schools at
 234 St. Kilda Road, Melbourne, 3000.

2.2 General Correspondence Files The registry holds all correspondence and documents relating to a

 subject on a file by subject number and title.
  
    

Subject titles comprise primary and secondary headings. A code

 number for sub-registry identification is contained within a file
 number. A master register Of file titles and numbers is held and
 a subject index is maintained.
  
    

Documents held in Registry by subject title consist of:


Primary Heading


Academic


Accounts


Administration


Secondary Heading Art Courses

 Dance Courses
 Drama Courses
 Film and T.v. courses
 Music Courses
 Art Administration
 Script Writing
 Conservation Studies
 External Courses
 Course Inquiries
 Course Procedure

procedure Audit Budget Funding Report Advertising

 COnference/seminars
 Consultant Services
 Equipment
  


MINISTRY FOR THE ARTS 7fCT6mM"~g6tK:Gg"6F~THE arts FREEDOM OF INFORMATION ACT PART II STATEMENT - AUGUST 1984


Insurance

 Legal
 Procedure
 Public Relations
 Press

Public Relations

 Press

Publications Questionnaires/Surveys Vehicle Awards Scholarships Donations Gifts Trusts Buildings Authorifies/services Building General

 Facilities Campus
 Traffic Act 1958
 Maintenance Premises
 Campus Planning
 Leased Premises

Alteration/Conversion pre-1980

 New Building Development

College Technical Services Union Library Assistance Fund Director Art Gallery Constitution Flag/Seal/Logo History and Establishment Planning/Development Calendar Functions/Special Visits Committees/Counci1 Academic Boards Course Advisory

 Course Development
 Staff Meetings

Steering Committee x schools

 Council

Board of Studies

 Building Committee
 Teems Reference/Delegation
 Administration Conference
 Executive Committee
 Finance Committee
 Friends of VGA
 Naming Committee
  
    

2/2


MINISTRY FOR THE ARTS VfCt6ftiXirretLftSfi "5Tthe arts FREEDOM OF INFORMATION aCt'-"PART II STATEMENT - AUGUST 1984


Publications Committee

 Staffing Committee
 External Committees
 Miscellaneous Committees

Organisations Art Exhibitions/Galleries

 Dance/Ballet
 Drama/Theatre
 Film 6 T.V.

Music Opera Cultural Councils Schools Universities Educational Government Others Vic* Post-Secondary Education

 Commission

Australian Art Information

 Centre

Australian Music Examination

 Board

V.C.A. Schools Artist in Residence Guest Artists/visiting

 Lecturers
 Functions

Organisation and Development

 Deans* Report to Council

Staff Allowance Amenities

 Associations
 industrial Awards
 Leave

Positions Advertised/ Not Advertised

 Establishment
 Statistics
 Superannuation
 Terms a Conditions
 Workers Compensation
 Staff Development
 Staffing Policy
 Appointments

Students Applications Enrolments Reports Procedure career


2/3


MINISTRY FOR THE ARTS VICfSRTm C6LLRE 5F the arts FKEffEgM6P IHFgRMA'TION ACT PART II STATEMENT - AUGUST 1984



Exchange Prograr uw

 Financial Assistance
 Organizations
 Statistics
 Services
       

Victorian College of

 the Arts School
     

Budget/Finance

 Council

Boards/Committees

 Course

Establishment

 Amalgamation
 Operation/Development
 Students
 Activities
       

2.3 Personnel Files


Personnel files are maintained by the Staffing Officer and are

 confidential*

Student files and records are maintained in the School sub-

 registries and are confidential,

2,4 Other Records


General records relating to students are maintained by the

 student administration unit.

Financial function and procedure records are maintained by the

 Accountant,

2,5 Secondary Storage The registry has been in full operation for two and one-half

 years. Secondary storage and disposal arrangements are in
 planning and the process of culling existing records built up
 since the College's establishment in 1972 for disposal and
 retention is in progress.

Disposal of records will be in accordance with a Documentary

 Disposal Schedule approved by the Public Record Office. Archives
 will be established and maintained in accordance with this
 process.
  
    

2/4


MINISTRY FOR THE ARTS VjfcfffglArf 'CSttgg'fi 6F~THE ARTS FREEDOM OF INFORMATION AdT -~~PART II STATEMENT - AUGUST 1984


AGENCY*

VICTORIAN COLLEGE OF

 THE ARTS
     

CODE* VA1075

ADDRESS:

234 ST. KILDA ROAD

 MELBOURNE. VIC. 3004
     

       

STATEMENT 3*

F.O.I. ARRANGEMENTS


F.O.I. arrangements followed by the Victorian College of the Arts

 are in accordance with procedures established by the Ministry for
 the Arts (Head Office).

A summary statement follows - refer to the Ministry's Head Office

 statement as required.
  
    

3.1 Published Information on F.O.I.


A copy of the part II Statements is available for inspection at

 the*
  
    

Law Department Public Record Office State Library and Local Library venues The statements are also available for inspection and purchase

 (cost 20c per page) from the Deputy Director, Victorian college
 of the Arts. Copies of the Statement on F.O.I. Arrangements will
 be made available free of charge.

3.2 F.O.I. Access Arrangements Requests for access must be made in writing to the Deputy

 Director, Victorian College of the Arts.

3.3 identification of Documents The subject and the date range of the information sought should

 be indicated as precisely as possible. Where a request does not
 sufficiently identify the document(s) requested, you will be
 advised and given an opportunity to reformulate your request in a
 way which will identify the document.

3.4 Charges Charges for access to documents will be in accordance with fiie

 Freedom of Information (Access Charges) Regulations 1983.
  


MINISTRY FOR THE ARTS VICTORIAN fcOLtlGE oF~THE ARTS FREEDOM OP INFORMATION ACT PART II STATEMENT - AUGUST 1984


3.5 Correction of Personal Information Requests for correction or amendment of information about a

 person# which is contained in a document held by the College must
 be made in writing and should specifys-

(a) an address which may be used for sending notices to the

 person making the request;
  
    

(b) particulars of why the person making the request believes the

 information to be incomplete, incorrect# out of date or
 misleading and specifying the amendments he or she wishes
 made.

3.6 Library The College has a Library chiefly for use by staff and students.

 By prior arrangement with the Nominated officer# persons seeking
 access to College documents may use the Library within the hours
 of 9.00 a.m. to 5.00 p.m.# Monday to Friday, holidays excepted.
 The Library is located at the College.

3.7 Nominated Officer of the College


Mr. R.J, Barnett

 Victorian College of the Arts
 234 St. Kilda Road
 Melbourne. Vic. 3004

Tel; 616 9300


3/2


MINISTRY FOR THE ARTS vigtaftiAN catxeaE 6f“the arts FREEDoN OF INFORMATibN ACf PART II STATEMENT -> AUGUST 1984


AGENCY: VICTORIAN COLLEGE OF CODE: VA1075 THE ARTS ADDRESS: 234 ST. KILDA ROAD MELBOURNE. VIC. 3004


STATEMENT 4: PUBLICITY SERVICES


The College publishes a small number of brochures and some

 documents for internal distribution.

The Brochures, which are available free of charge, are: School of Art brochure - yearly

 School of Dance brochure - yearly
 School of Drama brochure - yearly
 School of Music brochure - yearly

Other publications are: "Pentagram" - an internal newsheet published irregularly, free of

 charge

School of Art - Handbook - yearly - free of charge School of Dance - Handbook - yearly * free of charge School of Drama - Handbook - yearly - free of charge School of Music - Handbook - yearly - free of charge


MINISTRY FOR THE ARTS VlCfMUAtt CdttESl'5F~the arts FREEDOM Of INFORMATION AC* PART II STATEMENT * AUGUST 1984


AGENCYi

VICTORIAN COLLEGE OF the arts

CODE: VA1075

ADDRESS:

234 ST. KILDA ROAD

 MELBOURNE. VIC. 3004
     

       

STATEMENT 5:

PROCEDURES AND GUIDELINES


5.1 Manuals, Rules of Procedure, etc. The College is codifying its rules of procedure and policies

 relating to broad functional aspects. One such codified
 statement# on financial procedures, has been published. Other
 policies, rules and practices as made from time to time are
 disseminated by means of internal memoranda and are recorded in
 the appropriate central registry files.

All such documents are located at the college and may be

 inspected or copies purchased on request to the College's
 nominated officer.
  
    

5/1


Victorian

 Council
 Yy ofthe
  
    

168 Exhibition Street Melbourne 3000


MINISTRY FOR THE ARTS


Victorian Council of the Arts

 Code VA: 1076
  
    

F,0,1, Part II Statements


Date of Issue;


Currency of Statement:


6 August, 1984

 6 August, 1984
  


VICTORIAN COUNCIL OF THE ARTS VICTORIAN FREEDOM OF INFORMATION ACT 1982

 PART II PUBLICATION REQUIREMENTS
  
    

Statement

1

Organisation and Functions

Page



- Preliminarie .j

1



- Organisation

1



- Functions

1

Statement

2

Cateaoriea of Documents

1

Statement

3

F.O.I. Arrangements




- Published Information on F.O.I.

l



«* F.O.I. Access Arrangements

 - Identification of Documents
     

1 1



- Charges - Nominated Officers of the Department

1 2

Statement

4

Publicity Services

1

Statement

5

Procedures and Guidelines

1


Ministry for the arts

 viCfoftiANCdOMtiL oP the arts

FREEDOM OF INFORMATION AdT - PART II STATEMENT -

JULY 1984

AGENCY:

VICTORIAN COUNCIL OF THE

 ARTS
     

CODE: VA1076

ADDRESS:

C/~ MINISTRY FOR THE ARTS

 168 EXHIBITION STREET
 MELBOURNE VIC 3000
     

       

STATEMENT 1:

ORGANIZATION AND FUNCTIONS


1.1 Preliminaries



The Victorian Council of the Arts was established under the

 Ministry for the Arts Act 1972.
  
    

Principal Officer: Chairman: Mr. P. Adams Secretary; Mr. B.J. Stewart 1.2 Organisation The Minister may appoint not more than 12 persons to be the

 Victorian Council of the Arts. The term of membership of each
 member may not exceed five years. The Minister appoints one of
 the members to be Chairman of the Council.

Working Parties of the Council: Working parties are established by the Council as the need arises

 to meet specific requirements for the development of policy or to
 advise on specific problem areas.

1.3 Functions (a) To advise the Minister on matters which ars referred to it by

 the Minister.

(b) To advise the Director on matters which are referred to it by

 the Director.

(c) Prom time to timer make such recommendations to the Minister

 on any matter which the Council is of the opinion is relevant
 to the objects of the Ministry for the Arts Act.

(d) To report yearly to the Minister on the operations of the

 Ministry for the Arts Act and the state of the Arts in
 Victoria.
  
    

1/1


MINISTRY FOR THE ARTS viCTomw cauwciL or the arts FREEDOM OF FORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY«  VICTORIAN COUNCIL OF THE CODE: VA1076 ARTS ADDRESS! C/- MINISTRY FOR THE ARTS 168 EXHIBITION STREET

 MELBOURNE VlC 1000
  
    

STATEMENT 2: CATEGORIES OF DOCUMENTS


Records relating to the Victorian Council of the Arts are

 maintained within the Ministry for the Arts filing system.

Records include: Agendas and Minutes of Council Meetings

 Working party files
 General correspondence
  
    

2/1


lu


MINISTRY FOR THE ARTS vicwmKToaiiicn, of'the arts FREEDOM of INFORMATION aCT - PART II STATEMENT -

JULY 1984

AGENCY:

VICTORIAN COUNCIL OF THE

 ARTS
     

CODE: VA1076

ADDRESS:

C/- MINISTRY for the arts

 168 EXHIBITION STREET
 MELBOURNE VIC 3000
     

       

STATEMENT 3:

F.O.I, ARRANGEMENTS


f.o.i. arrangements followed by the Victorian Council of the Arts

 are in accordance with procedures established by the Ministry for
 the Arts (Head Office).

A summary statement follows - refer to the Ministry's Head Office

 statement as required,

3.1 Published Information on F.O.I. A copy of the Part II statements is available for inspection at

 the:

Lae Department

 Public Record Office
 State Library

The Statements are also available for inspection and purchase

 (cost 20c per page) from the Secretary# Victorian Council of the
 Arts. Copies of the statement on f.o.i.  Arrangements will be
 made available free of charge.

3.2 F.O.I. Access Arrangements Requests for access must be made in writing to the Secretary#

 Victorian Council of the Arts.

3.3 Identification of Documents The subject and the date range of the information sought should

 be indicated as precisely as possible. Where a request does not
 sufficiently identify the document(s) requested# you will be
 advised and given and opportunity to reformulate your request in
 a way which will identify the document.

3.4 Charges Charges for access to documents will be in accordance with the

 Freedom of information (Access Charges) Regulations 1983.
  


MINISTRY FOR THE ARTS C501WIL <5F the arts fKIlWH T5t HP6ia*AT16N ACT"=~part li Statement - july 1984


3.5 Nominated Officers of the Diparfant

 (a) For initialreceipt of and action upon F.O.I.  requests
  
    

Mr. B,J. Stewart

 Secretary

Victorian Council of the Art*

 Talt 6698 591
  
    

c/- Ministry for tha Arts

 9th Floor

168 Exhibition Straat

 Melbourne. Vic. 3000
  


MINISTRY FOR THE ARTS ViCTorIaN couMCil oFThe arts HTflTOTgl IHffilMAtiOti ACT -"part II statement -» JULY


AGENCY: ADDRESS:


VICTORIAN COUNCIL Of THE

 ARTS

C/- MINISTRY FOR THE ARTS

 168 EXHIBITION STREET
 MELBOURNE VIC 3000
  
    

CODE!


STATEMENT 4:


PUBLICITY SERVICES


Nil return.


1984


VA1076


MINISTRY FOR THE ARTS VICTORIAN COUNCIL Of"The arts

  1. Reedom of INToRNatiON ACT ~part ii statement


AGENCY:


VICTORIAN COUNCIL OF THE


ADDRESS:


STATEMENT 5:


ARTS C/- MINISTRY FOR THE ARTS

 168 EXHIBITION STREET
 MELBOURNE VIC 3000
  
    

PROCEDURES AMD GUIDELINES


- JULY 1984


CODE: VA1076


Nil return.


V


VKtofW* ISfflh Anniveijary 1964-5


Chairman: Ranald Macdonald ^

 Executive Director Df Mlchaal Searby
  
    

18th Floor 15 Collins Siraal CotHna Tower Mefhourne Victoria 3000


Telephone (03)6631984-5


VICTORIA 150


QRCWWO TOGfTMIM H$4-$


MINISTRY FOR THE ARTS


Victoria's 150th Anniversary Board

 Code VA: 1831
  
    

F.0,1, Part II Statements


Date of Issue? 6 August 1984 Currency of statement; 6 August 1984


V





VICTORIA'S 1S0TH ANNIVERSARY BOARD


VICTORIAN FREEDOM OF INFORMATION ACT 1982

 PART II PUBLICATION REQUIREMENTS
  
    

Statement 1 Organisation and Functions Pag a No.





Preliminaries

1




Establishment

1



-

Principal Officer

l




Address

1



-■

Introduction

1



-■

Organization

1-2



--

Organization chart

2



-

Functions

2-3



Consultative Arrangements

3

Statement

2

Categories of Documents




Description of Record Keeping





Systems

1




Principal Record Series

1-2

Statement

3

F a Oe

I. Arrangements

1




Published Information on F.O.I.

1



-

F.O.I. Access Arrangements

1




Identification of Documents

1



-

Charges

1




Nominated officers of the department

2

Statement k

4

Publicity services

1

statement

5

Procedures and Guidelines


Manuals, Guidelines arid Procedures Used in Decision-Making 1 *



i


MINISTRY FOR THE ARTS WC15K!AT& IOTBr ANHIversary board fR&jflflH 6r INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY'S VICTORIA'S I50TH ANNIVERSARY CODES VA1831 BOARD ADDRESSS 18TH FLOOR COLLINS TOWER

 35 COLLINS STREET
 MELBOURNE. VIC. 3000
  
    

STATEMENT 1t ORGANIZATION AND FUNCTIONS


1*1 Preliminaries


Establishment: principal Officers-

 Executive Director
 Address:
  
    

1.2 Introduction


1982 Mr. Ranald MacDonald (Chairman) Dr. Michael Seatby 18th Floor, Collins Tower, 35 Collins Street, Melbourne. Vic. 3000: Tel: 663 1984


The Board was appointed on 26 November 1982, It replaced a

 previous Executive Committee u4ch existed from April 1980 to
 November 1982.
  
    

Ministerial responsibility for the 150th Board was transferred

 from the Premier to the Minister for the Arts in March 1984.

1.3 Organisation


The Board is organised functionally On a sectional basis

 reporting to an Executive Director. The divisions are:

~ Administration

 Communications
 projects
  
    

Support is also provided by the following sixteen (16) Specialist


Committees: Aboriginal


Literature


Arts b Entertainment


Melbourne Regional

-

Aviation

-A '

Portland

-

Community Programs


Primary Industry

Education

m

Professions t Services

-

Gardens & Environment


Sports


MINISTRY FOR THE ARTS

 VitfoftiA11^ ISfltH aMTversary BOARD

FREEDOM OF INFORMATION Alt - PaNT II STATEMENT - JULY 1914


Hr.story & Heritage ** Tourism Local a Regional "* Trade, Industry fc Resources In addition a local network of |60 Community Committees has *y**m

 established  throughout the State to assist  the Board.
  
    

ORGANIZATION CHART


Minister


150th aoairt

 »
  
    

Director Ministry for the Arts


Executive Director


Projects Oaimunications Administration


16 Specialist

 Cemmitteee
  
    

Community OCMdt&Mi


1.4 Functions The Board is to recommend to the Minister an extensive rang* of

 activities from 16 November 1984 to 11 November 1985 to
 commemorate the 150th Anniversary of permanent European
 settlement in Victoria*

The State Government has allocated $10m and the Federal

 Government has contributed $5m to assist the Board develop Iff
 programme of events and projects.

The objectives of the Board are: 1* To develop worthwhile and significant projects which will

 build on Victoria's achievements and growth during the last
 150 years,

2, To ensure that the 150th Anniversary reaches all members of

 the community, provides as many employment opportunities as
 possible, and encourages creative skills and active
 involvement.
  


MINISTRY FOR THE ARTS VICTORIANS IMtH ANNIVERSARY BOARD FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


3. To provide an opportunity for all Victorians to learn of, and

 have access to their history and heritage and encourage its
 preservation.

4. To encourage Victorians tq examine all aspects of their

 community in order to develop a common purpose and a better
 future for their state.

5. To celebrate the richness of diversity of Victorians, their traditions, their culture, their recreation and the freedoms

 which they enjoy.                                        '

The responsibilities of the three functional sections are: Administration:


To administer the services function of the Board including

 finance, personnel, computer, office services.

Communications: To develop and implement a communications strategy to include

 liaison with the media, government agencies and 150th Committees.
 The co-ordination and execution of all promotional programmes,
 media activity and licensing/franchising sponsorship functions.

Projects: In consultation with voluntary, public and private sector

 organisations as well as 150th Specialist Committees and
 Community Committees to co-ordinate, manage and monitor 150th
 Anniversary Projects.

f 1.5 Consultative Arrangements: The Board itself comprises people drawn from different sectors of

 the community including business, trade union movement, arts,
 tourism and education.

It also consults as follows: 1. The 16 Specialist Committees advise the Board on the content

 of the programme. Membership of each Committee is drawn from
 a wide cross section of the community with expertise in the
 particular committee.

2. A total of 160 Community Committees have been established

 throughout the state to organise a programme of events at the
 local community level. These Committees were set up in close
 consultation with local government.

3. The Board, Specialist Committees and staff work very closely

 with many business, government and community agencies in such
 areas as education, tourism, ethnic, sporting, state and
 local government, arts, welfare.
  
    

1/3


MINISTRY FOR THE ARTS VICTORIArS 150fH ANNIVERSARY BOARD FgEBbOM OF 1MP6BMAT16S ACT'- PART II STATEMENT - JULY 1984


AGENCY: VICTORIA*S 150TH ANNIVERSARY CODE: VA1831 BOARD ADDRESS: 18TH FLOOR COLLINS TOWER

 35 COLLINS STREET
 MELBOURNE. VIC. 3000
  
    

STATEMENT 2:


CATEGORIES OF DOCUMENTS


2.1 Description of Record-Keeping Systems The Board operates a correspondence registry at its officer 18th

 Floor# 35 Collins Street# Melbourne, which maintains records of
 the various Divisions, Specialist and Community Committees, Some
 personnel and position filss are kept at the Board's Office but
 the major personnel files are maintained at the Ministry's Head
 Office.

2.2 Principal Record Series 2,2.1 General Correspondence Files Correspondence files contain documents relating to a particular,

 subject; all letters inwards and outwards# submissions and
 reports on that subject. Files are created by the Administration
 Division and each provided with a file number. A list of
 existing files is kept in the Board's office.

Major file headings include; Accommodation Administration Audit Churches Communications Community Committees Companies Computers Conferences Consulates Consultants Entertainment Equipment Ethnic Groups Freight Finance Government Departments Insurance Legal Logo


2/1


£>


MINISTRY FOR THE ARTS VICTORIA’S 150TH ANNIVERSARY BOARD FREErXM~OF INFORMATION ACT - PART II STATEMENT * JULY 1984


Mailing Lists Marketing News Releases Organisations Personnel Programmes Promotion Sponsorship Stationery Stores Travel 2.2.2 Committee Records


Agendas and Minutes of Board and Specialist Committee meetings

 are also stored in this office.

2.2.3 Other Records Some information is stored electronically in the Word Processor.

 These documents are also included on the paper files and are
 stored electronically for efficiency of retrieval purposes.
  
    

C


2/2


MINISTRY FOR THE ARTS VICTORIA'S 150TH ANNIVERSARY BOARD FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY! VICTORIA'S 150TH ANNIVERSARY CODE: VA1831 BOARD ADDRESS: 18TH FLOOR COLLINS TOWER 35 Collins street MELBOURNE. VIC. 3000


STATEMENT 3:


F.O.I. ARRANGEMENTS


F.O.I. arrangements followed by Victoria's 150th Anniversary

 Board are in accordance with procedures established by the
 Ministry for the Arts (Head Office).
  
    

A summary statement follows - refer to the Ministry's Head Office

 statement as required.

3.1 Published Information on F.O.I


A copy of the Part II Statements is available for inspection at

 the:

Law Department

 Public Record Office

State Library and Local Library venues The Statements are also available for inspection and purchase

 (cost 20c per page) from the Secretary, Victoria's 150th
 Anniversary Board. Copies of the Statement on F.O.I.

Arrangements and the Statement on Publicity Services will be made

 available free of charge*

3.2 F.O.I. Access Arrangements Requests for access must be made in writing to the Secretary,

 Victoria's 150th Anniversary Board.

3.3 Identification of Documents The subject a>d the date range of the information sought should

 be indicated as precisely as possible* Where a request does not
 sufficiently identify the document(s) requested, you will be
 advised and given an opportunity to reformulate your request in a
 way which will identify the document.

3.4 Charges Charges for access to documents will be in accordance with the

 Freedom of Information (Access Charges) Regulations 1983.
  
    

3/1


MINISTP.f FOR THE ARTS VICTORIA'S 150TH ANNIVERSARY BOARD FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


3.5 Nominated Officers of the Department For initial receipt of and action upon F.O.I. requests:


Mr. R. Preen Secretary & Administrative Manager

 Victoria's 150th Anniversary Board
 35 Collins Street
 Melbourne

Tel: 663 1984





3/2


MINISTRY FOR THE ARTS VIGtOfrlA'S 156th ANNIVERSARY BOARD FREEDOM OF INFORMATION ACT - PART II STATEMENT - JULY 1984


AGENCY: VICTORIA’S 150TH ANNIVERSARY CODE: VAI831 BOARD ADDRESS: 18TH FLOOR COLLINS TOWER

 35 COLLINS STREET
 MELBOURNE. VIC. 3000
  
    

STATEMENT 4:______ PUBLICITY SERVICES


Victoria's 150th Anniversary Board publishes a number of

 brochures, pamphlets and posters. They are available free of
 charge from this office as well as through government agencies,
 municipal libraries and tourist outlets.

VICTORIA'S 150TH ANNIVERSARY - LIST OF PUBLICATIONS * - Be A Part of It - Aviation Highlights - Newsletters (Monthly) - Interim Program of Events - Highlights Brochure - Commemorative Merchandise Leaflet - Ideas for Community Committees - Education for Community Committees - Education 150 - Something for Everyone - New Zealand Brochure (Victoria's 150th Anniversary ~ November

 84 - November 85)

- Sponsorship Kit - Corporate Standards Booklet

 List of Approved Projects

victoria's 150th Anniversary - Project and Events Overview

 Victoria's 150th Anniversary -       structure

- Victoria's 150th Anniversary - Objectives Information for Community Committees - Victoria's Anniversary Celebrations Symbol Design - Posters


4/1


MINISTRY FOR THE ARTS VlCTORtA'S15ti^H AtIHTVERSARY BOARD FREEDOM OF INFORMATION A(S* - PART II STATEMENT - JULY 1984


AGENCY: VICTORIA'S 150TH ANNIVERSARY CODE: VA1831 BOARD ADDRESS: 18TH FLOOR COLLINS TOWER

 35 COLLINS STREET
 MELBOURNE. VIC. 3000
  
    

STATEMENTS: PROCEDURES AND GUIDELINES


5.1 Manuals, Guidelines and Procedures Used In Decision Making 1. Premier's 150th Anniversary Celebrations Administrative

 Guidelines - 26 November 1982.

2. Board's Statement of Objectives - February 1983. 3. Guidelines for funding Projects - February 1983. 4. Funding Conditions for Approved Projects - September 1983. 5. Treasury Manual -1981.


5/1

Facts about "Arts minister"RDF feed
Acts administeredNational Gallery of Victoria Act 1966. +
Address180 St. Kilda Road Melbourne 3004
Dept/ministryNational Gallery of Victoria Code VA: 0929 +
FOI statements year1984 +
Principal officerPresident, Council of Trustees;

Sir Andrew Grimwade

Mr. P, McCaughay +
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