psm director documents - cmd.act.gov.au

O'Neill, Carolyn

From: Sent: To:

Kefford, Andrew Thursday, 28 November 2013 11 :29 AM O'Neill, Carolyn

Subject: FW: Todays Notice Paper QON

Follow Up Flag: Follow up Flag Status: Completed

Can we discuss please

One to mention at HRD today to hold off answering pending advice from us

Thanks

Andrew

From: Darville, Pam Sent: Thursday, 28 November 2013 10:41 AM To: Kefford, Andrew Cc: Kenney, Monique Subject: Todays Notice Paper QON

Hi Andrew

I have been advised that this sits with your area .... please let me know if this is not correct.

See below question on today's Notice Paper re Public Servants attending overseas travel and cost.

Sharon has asked that CMTD coordinate with Directorates to ensure that the same methodology is used in providing the answers for Ministers to sign off the QONS.

Can you please advise who the contact officer would be as I will pass onto DLO's for Directorates to make contact.

Due to Ministers 16 December 2013 Due to Assembly Secretariat 28 December 2013

MR COE: To ask the Ministers listed below (questions Nos. *214 to *237)-

(1) How many public servants in the Minister's Directorate attended overseas conferences in the (a) 2012-13 and (b)2013-14 to-date financial years.

(2) What was the cost of attendance at these conferences broken down by individual conference and Directorate.

*214 MR COE: To ask the Chief Minister.

*215 MR COE: To ask the Minister for Women.

*216 MR COE: To ask the Minister for the Arts.

*217 MR COE: To ask the Attorney-General.

*218 MR COE: To ask the Minister for Aboriginal and Tones Strait Islander Affairs.

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*219 MR COE: To ask the Minister for Community Services.

*220 MR COE: To ask the Minister for Corrections.

*221 MR COE: To ask the Minister for Disability, Children and Young People.

*222 MR COE: To ask the Minister for Economic Development.

*223 MR COE: To ask the Minister for Education and Training.

*224 MR COE: To ask the Minister for the Environment and Sustainable Development.

*225 MR COE: To ask the Minister for Health.

*226 MR COE: To ask the Minister for Higher Education.

*227 MR COE: To ask the Minister for Housing.

*228 MR COE: To ask the Minister for Multicultural Affairs.

*229 MR COE: To ask the Minister for Police and Emergency Services.

*230 MR COE: To ask the Minister for Racing and Gaming.

*231 MR COE: To ask the Minister for Regional Development.

*232 MR COE: To ask the Minister for Sport and Recreation.

*233 MR COE: To ask the Minister for Territory and Municipal Services.

*234 MR COE: To ask the Minister for Tourism and Events.

*235 MR COE: To ask the Treasurer.

*236 MR COE: To ask the Minister for Ageing.

*237 MR COE: To ask the Minister for Workplace Safety and Industrial Relations.

Cheers

Pam Darville I Directorate Liaisqn Officer

Phone: +61 2 6205 3029 I Email: [email protected] Chief Minister and Treasury Directorate I ACT Government ACT Legislative Assembly I London Circuit CANBERRA CITY I GPO Box 158 Canberra ACT 2601 I www.act.gov.au

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O'Neill, Carolyn

From: Darville, Pam Sent: To:

Thursday, 28 November 201312:52 PM O'Neill, Carolyn

Subject: FW: Todays Notice Paper QON

Follow Up Flag: Follow up Flag Status: Completed

Carolyn

See email below that I sent to Andrew Kefford earlier today re QON on today's Notice Paper.

I know how busy Andrew is, I just spoke to Liesl Centenera and she suggested I contact you.

Can you give me a call and we can discuss the best approach for this one.

Thanks Pam

Pam Darville I Directorate Liaison Officer

Phone: +612 6205 3029 I Email: [email protected]

Chief Minister and Treasury Directorate I ACT Government

ACT Legislative Assembly I London Circuit CANBERRA CITY I GPO Box 158 Canberra ACT 2601 I www.act.gov.au

From: Darville, Pam Sent: Thursday, 28 November 2013 10:41 AM To: Kefford, Andrew Cc: Kenney, Monique Subject: Todays Notice Paper QON

Hi Andrew







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O'Neill, Carolyn

From: Sent: To:

Kefford, Andrew Thursday, 28 November 2013 2:09 PM O'Neill, Carolyn

Subject: FW: Todays Notice Paper QON's to all Ministers all Portfolios - Overseas Travel and cost

Thanks

Andrew

From: Ng, Daniel Sent: Thursday, 28 November 2013 2:07 PM To: Eyers, Tom; Schofield, Karen; Warren, Prue; Wahren, Lee-Anne Cc: Anderson, Erin; Alderson, Karl; Crowhurst, Moira; Kefford, Andrew Subject: FW: Todays Notice Paper QON's to all Ministers all Portfolios - Overseas Travel and cost

Hi all

As discussed with Lee-Anne, please see below for advice from the CM's office regarding the management of the response to the QONs regarding public servant travel.

I would be grateful if you could pass this onto the relevant areas preparing Minister Corbell's responses.to these QONs.

I will pass on the details of the CMTD contact as soon as they are forthcoming.

Kind regards

Daniel Ng Directorate Liaison Officer I Justice and Community Safety Directorate Minister Simon Corbell's Office Attorney-General I Minister for Police and Emergency Services I Minister for Workplace Safety and Industrial Relations ,

P: 02 6205 3044 I M: 0481011594 I E: [email protected] I W: www.justice.act.gov.au

From: Darville, Pam Sent: Thursday, 28 November 2013 1:10 PM To: Dai Molin, Vanessa (Health); Maher, Ellis; Pullen, Victoria; Guest, Clare; Ng, Daniel; CPLO (AFP); Orubuloye, Chris; Beer, Kylie; Bottcher, Ian; Anderson, Erin; Bourne, Sarah Subject: Todays Notice Paper QON's to all Ministers all Portfolios - Overseas Travel and cost

Hi all

The CM has requested that CMTD provide advice to directorates regarding the methodology and preparation of answers to the below QON's.

· I am just waiting on a name and contact details in CMTD to be provided to me and I will pass onto you asap.

The idea is that your directorate will liaise with the Contact Officer in CMTD regarding format, look and feel etc and then finalise QON including your directorate information ..... clear through CMTD then provide to DLOs to provide to their Ministers for signing.

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O'Neill, Carolyn

From: Sent: To: Subject:

Hi Carolyn

King, Ashley Friday, 29 November 2013 9:38 AM O'Neill, Carolyn Overseas Conference QON

It has just been pointed out to me that for the periods requested we may have had some principals or teachers attend overseas conferences at their own expense.

If this is the case there will not be any data entered into our finance system.

Mr Coe has requested break down by individual conference which in the above cases would not be ascertained by l6oking only at finance coding entries.

Sorry just one more complication.

Ashley

Mr Ashley King Phone: 6205 9444 I Email: [email protected] Ministerial & Commonwealth Relations I Education and Training IACT Government 220 Northbourne Avenue Braddon I GPO Box 158 Canberra ACT 2601 I www.act.gov.au

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O'Neill, Carolyn

From: O'Neill, Carolyn Sent: To:

Tuesday, 3 December 20131:11 PM Kefford, Andrew

Subject: FW: Question on notice - calculating travel costs across the service .

Dear Andrew

. I have spoken with Health and Education, raising some early concerns re scope.

• Education have a number of teachers and principals who over the period in question may have travelled overseas at their own expense and so there will not be data in our financial system to identify (even if we count any leave taken to attend, if this was simply taken as annual leave there is no automated way to identify

• Health have a number of doctors and nurses who attend international conferences that are not funded by Govt (e.g. conferences run by private programs in which Govt participate) but for which leave is approved and for which a different range of arrangements apply for payment of travel related expenses (in some cases all expenses been paid for by the program and in others not)

Paul Ogden is still looking at whether we can use the finance system to export the data but generally speaking there are reliability issues with that approach. There is no uniform practice across the Directorates as to coding for these expenses so we would not be able to simply ask that each Directorate report items against a set list of codes. Further, even if specific codes are used to note the travel in some cases the ability to identify that as international v interstate would require an examination of source documents.

We also need to consider what we consider 'cost of attendance' at these conferences to mean. A strict letter interpretation of the words would suggest that we identify registration fees but noting the coding issues, that may even be difficult. A broader interpretation could encompass associated travel costs, accommodation etc.

Can we discuss this afternoon please.

From: O'Neill, Carolyn Sent: Friday, 29 November 2013 12:28 PM To: Ogden, Paul Subject: Question on notice - calculating travel costs across the service

Hello Paul

As discussed yesterday, we have received the below Question on Notice from the Assembly that CMTD is coordinating on behalf of the service.

We are reviewing in order to provide the Directorates with a consistent approach re format and methodology.

From a finance perspective can you please consider, for CMTD, how and whether we could run a report identifying

• What we code as a conference

• What of those coded activities involved overseas travel and

• What costs were associated with that travel (i.e the actual flights, taxi, train, .meals, accommodation etc).

Perhaps we could discuss early next week after you have had the opportunity to consider what information can reasonably be produced.

Thank you Carolyn

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O'Neill, Carolyn


Tuesday, 3 December20131:27 PM Kefford, Andrew

Subject: FW: Question on notice - calculating travel costs across the service

FYI further advice from Finance.

From: Morgan, David Sent: Tuesday, 3 December 2013 1:21 PM To: O'Neill, Carolyn Cc: Ogden, Paul Subject: RE: Question on notice - calculating travel costs across the service

Hi Carolyn,

There are a couple of issues here.

1-The question has been asked by portfolios. Given CMTD reports to 3 Ministers, and a number of other agencies report to multiple Ministers, it would be good if arrangements could be made to provide responses on an Agency/Directorate basis rather than portfolio (I understand there is precedent for this).

2 -Agency finance systems should be able to show details of travel - provided the information loaded into the system is correct. It is unlikely, however, that domestic and international travel are separately distinguishable (even if that is the case for some agencies, it is not likely to be consistent across the Government).

3 -Agency finance systems are not likely to be able to track expenditure by conference.

4 -Agencies across Government will all track travel and conference related expenditure in some capacity, but there is likely to be several different approaches to doing this.

My recommendation is not to access a report from the finance system/s - as you are unlikely to get the information required to answer the question satisfactorily. I would suggest preparing a template to send to Agency Chief Finance Officers to complete in the manner they feel most appropriate for their Directorate/Agency. At the same time - or prior to making the request of agencies -the issue of answering the question on an Agency or Portfolio· basis should be considered.

I hope that helps.

Happy to discuss,

David Morgan I Financial Controller and Internal Audit Manager Phone: +612 6207 6367 I Fax: +612 6207 0025 I Mobile: 0421631 285 I Email: [email protected] Strategic Finance I Chief Minister and Treasury I ACT Government

Level 4, Canberra Nara Centre I GPO Box 158 Canberra ACT 2601 I www.act.gov.au

Please consider the environment before printing this email - or if printing is necessary, please print double-sided.

From: Ogden, Paul Sent: Tuesday, 3 December 2013 1:07 PM To: Morgan, David Subject: FW: Question on notice - calculating travel costs across the service

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Paul Ogden I Chief Finance Officer Phone: +61 2 6207 9114 I Fax: +61 2 6207 0025 I Mobile: 0410 081 377 I Email: [email protected] Strategic Finance I Chief Minister and Treasury I ACT Government

Level 4, Canberra Nara Centre I GPO Box 158 Canberra ACT 2601 I www.act.gov.au

Please consider the environment before printing this email - or if printing is necessary, please print double-sided

From: O'Neill, Carolyn Sent: Friday, 29 November 2013 12:28 PM To: Ogden, Paul Subject: Question on notice - calculating travel costs across the service

Hello Paul

As discussed yesterday, we have received the below Question on Notice from the Assembly that CMTD is coordinating on behalfofthe service.

We are reviewing in order to provide the Directorates with a consistent approach re format and methodology.

From a finance perspective can you please consider, for CMTD, how and whether we could run a report identifying

• What we code as a conference

• What of those coded activities involved overseas travel and

• What costs were associated with that travel {i.e the actual flights, taxi, train, meals, accommodation etc).

Perhaps we could discuss early next week after you have had the opportunity to consider what information can reasonably be produced.

Thank you Carolyn

From: Darville, Pam Sent: Thursday, 28 November 2013 10:41 AM To: Kefford, Andrew · Cc: Kenney, Monique Subject: Todays Notice Paper QON

Hi Andrew






MR COE: To ask the Ministers listed below (questions Nos. *214 to *237)-2

O'Neill, Carolyn


Tuesday, 3 December 2013 6:46 PM Darville, Pam

Cc: Subject:

Kefford, Andrew; Chan, Yu-Lan RE: Todays Notice Paper QON

Hello Pam

We will. be preparing a whole of government response for the Chief Minister which essentially declines to answer the questions posed by Mr Coe on the basis that obtaining the information for the periods requested could not be done without an unreasonable diversion of the Service's resources (as it would in some cases require a manual records recall and inspection).

Grateful if you could please advise the Directorates of that position through your channels. I am out of the office tomorrow so if you need to discuss please contact my Senior Manager, Ms Yu-Lan Chan.

Thank you

Carolyn

From: Darville, Pam Sent: Friday, 29 November 2013 4:07 PM 'fo: O'Neill, Carolyn Subject: FW: Todays Notice Paper QON

Hi Carolyn

I have just come out of a meeting with the Chief Of Staff. She has requested that all the responses to the Mr Coe QON's from yesterday by be provided a package for the Chief Minister to approve PRIOR to being provided to Ministers for signing.

So, my suggestion is that your area liaise with the contact officers in Directorates on format, look and feel etc. Once all complete and you are ok with all responses, provide to me. I will put the package through to Chief of Staff for Chief Minister clearance. Once· agreed I will pass out to DLO's for Ministers to sign and provide to Assembly Secretariat.

What do you think?


Phone: +61 2 6205 3029 I Email: [email protected]



From: Darville, Pam Sent: Thursday, 28 November 2013 5:15 PM To: O'Neill, Carolyn Subject: RE: Todays Notice Paper QON

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Excellent...i will advise DLOs in the morning.





From: O'Neill, Carolyn Sent: Thursday, 28 November 20135:10 PM To: Darville, Pam S1.1bject: RE: Todays Notice Paper QON

Happy with the approach you have suggested, with me as the Contact Person.

Thanks Pam

From: Darville, Pam Sent: Thursday, 28 November 2013 4:59 PM To: O'Neill, Carolyn Subject: RE: Todays Notice Paper QON

Thanks Carolyn, what do you think is the best way to approach this 7

I think its best if I provide the Contact Person to DLO's they then pass on and the Direction Contacts who would . .

then make contact with CMTD and they will receive all the information they need ! ·





From: O'Neill, Carolyn Sent: Thursday, 28 November 2013 4:49 PM To: Darville, Pam . Subject: RE: Todays Notice Paper QON

Thanks Pam, we will cover that also.

AK has confirmed that we will provide the advice prior to tlie Directorates finalising their responses to ensure the consistency of messaging.

Carolyn 2

From: Darville, Pam Sent: Thursday, 28 November 2013 4:28 PM To: O'Neill, Carolyn Subject: FW: Todays Notice Paper QON

FYI

I have had a number of calls about the definition of 'Conference' so there will need to be a decision on what is included as a 'Conference'.

Is this 'something that you will advise Directorates when advising 'format, look and feel'?

Cheers Pam





From: Darville, Pam Sent: Thursday, 28 November 2013 12:52 PM To: O'Neill, Carolyn Subject: FW: Todays Notice Paper QON

Carolyn

See email below that I sent to Andrew Kefford earlier today re QON on today's Notice Paper.

I know how busy Andrew is, I just spoke to Lies! Centenera and she suggested I contact you.

Can you give me a call and we can discuss the best approach for this one.

Thanks Pam





From: Darville, Pam Sent: Thursday, 28 November 2013 10:41 AM To: Kefford, Andrew

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O'Neill, Carolyn

From: Sent: To:

Cc: Subject:

Follow Up Flag: Flag Status:

Hi all

UPDATE!!

Darville, Pam Wednesday, 4 December 2013 11:37 AM Dai Molin, Vanessa (Health); Maher, Ellis; Pullen, Victoria; Guest, Clare; Ng, Daniel; CPLO (AFP); Orubuloye, Chris; Beer, Kylie; Bottcher, Ian; Anderson, Erin; Bourne, Sarah Balaretnaraja, Ash; Sizer, Cheryl; O'Neill, Carolyn; Chan, Yu-Lan; Cole, Chris (CMCD)

· RE Notice Paper QON's to all Ministers all Portfolios - Overseas Travel and cost

Follow up Completed

Stop work ! ! hold your horses etc, etc, etc .....

CMTD will be preparing a response for the Chief Minister and other Ministers which essentially declines to answer the questions posed by Mr Coe on the basis that obtaining the information for the periods requested could not be done without an unreasonable diversion of the Service's resources (as it would in some cases require a manual records recall and inspection).

CMTD will provide the ANSWER/WORDS this week for clearance through CMTD DG and Chief Minister's Office. I will then distribute to DLO's for each individual portfolio minister to sign and provide to Assembly Secretariat.

Happy to discuss.

Cheers Pam

Pam Darville I Directorate liaison Officer




From: Darville, Pam Sent: Friday, 29 November 2013 8:35 AM To: Dai Molin, Vanessa (Health); Maher, Ellis; Pullen, Victoria; Guest, Clare; Ng, Daniel; CPLO (AFP); Orubuloye, Chris; Beer, Kylie; Bottcher, Ian; Anderson, Erin; Bourne, Sarah Cc: O'Neill, Carolyn; Kefford, Andrew; Readshaw, Sally; Peffer, Dave (CMCD) Subject: RE: Todays Notice Paper QON's to all Ministers all Portfolios - Overseas Travel and cost

Hi all

Re below QON from yesterday's Notice Paper.

The CMTD contact is Carolyn O'Neill who can be contacted on x 76842.

Please pass onto your Directorate people. Carolyn will be able to advise re clarification of 'overseas conferences', format, look and feel to ensure a unified response is being provided by individual Ministers.

Happy to discuss.

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From: Darville, Pam Sent: Thursday, 28 November 2013 1:10 PM To: Dai Molin, Vanessa (Health); Maher, Ellis; Pullen, Victoria; Guest, Clare; Ng, Daniel; CPLO (AFP); Orubuloye, Chris; Beer, Kylie; Bottcher, Ian; Anderson, Erin; Bourne, Sarah · Subject: Todays Notice Paper QON's to all Mlnisters all Portfolios - Overseas Travel and cost

Hi all

The CM has requested that CMTD provide advice to directorates regarding the methodology and preparation of answers to the below QON's.

I am just waiting on a name and contact details in CMTD to be provided to me and I will pass onto you asap.

The idea is that your direc.torate will liaise with the Contact Officer in CMTD regarding format, look and feel etc and then finalise QON including your directorate information ..... clear through CMTD then provide to DLOs to provide to their Ministers for signing.

Your directorate could start working on the answers, then contact CMTD re format etc.

I will get back to you all, if not this afternoon it will be in the morning.

Happy to discuss.

Cheers Pam

Timing



(1) How many public servants in the Minister's Directorate attended overseas conferences in the (a) 2012-13 and (b) 2013-14 to-date financial years.

(2) What was the cost of attendance at these conferences broken down by individual conference and Directorate.

*214 MR COE: To ask the Chief Minister.

*215 MR COE: To ask the Minister for Women.

*216 MR COE: To ask the Minister for the Arts.

*217 MR COE: To ask the Attorney-General.

*218 MR COE: To ask the Minister for Aboriginal and Torres Strait Islander Affairs.

*219 MR COE: To ask the Minister for Community Services. 2

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O'Neill, Carolyn

From: Sent: To: Cc: Subject:

Good morning Ash

O'Neill, Carolyn · Monday, 16 December 2013 1O:11 AM CMCD DLO Sizer, Cheryl; Kefford, Andrew; Chan, Yu-Lan RE: Notice Paper QON from 28 November 2013 - Mr Coe to all Ministers all portfolios

The draft response was provided to the Chief Minister's office via Andrew last week and as of COB Friday we were awaiting advice as to how the Chief Minister wished to proceed. I await that advice in order to finalise.

Thank you Carolyn

From: CMCD DLO Sent: Monday, 16 December 2013 10:08 AM To: O'Neill, Carolyn · Cc: Sizer, Cheryl Subject: FW: Notice Paper QON from 28 November 2013 - Mr Coe to all Ministers all portfolios Importance: High

Hi Carolyn,

It's Ash here acting in the DLO position. I haven't received any further advice regarding the progress of this QON. Could you please Jet me know where it is up to in the chain noting that the CM's office wanted the response here by last Friday.

Could you please provide urgent advice as soon as possible.

Thanks, Ash

Ash BalaretnaRaja I Manager - Government Business Coordination Phone: 6205 0543 I Fax: 6205 1093 I [email protected] Chief Minister and Treasury Directorate I ACT Government Level 5 Canberra Nara Centre I GPO Box 158 Canberra ACT 2601 I www.act.gov.au

From: "O'Neill, Carolyn" <Carolyn.O'[email protected]> Date: 13 December 2013 12:13:29 pm AEDT To: "Balaretnaraja, Ash" <[email protected]> Cc: CMCD DLO <[email protected]> Subject: RE: Notice Paper QON from 28 November 2013 - Mr Coe to all Ministers all portfolios

Hi Ash

We have repositioned the draft to reflect a response from each Minister and I understand that Andrew Kefford has discussed the response with the Head of Service and Margaret, who is considering the approach at the moment.

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Thanks Carolyn

From: Balaretnaraja, Ash Sent: Friday, 13 December 2013 11 :42 AM To: O'Neill, Carolyn Cc: CMCD DLO Subject: FW: Notice Paper QON from 28 November 2013 - Mr Coe to all Ministers all portfolios

Hi Carolyn,

As discussed with you last week, Margaret Gillespie has requested that each minister respond to Mr Coe's question individually.

If we were to change this strategy we would need to request a redirection of the all the QON's from portfolio ministers to.the CM .. This request would have to go to Mr Coe and there is a chance that he would reject this. Also, considering the question was asked on 28 November, there could be an issue with seeking redirection this late in the piece.

In light of this advice, can you please advise your approach. The Minister's office requested that this item be with them for clearance by COB today.

Happy to discuss.

Thanks Ash


From: CMCD DLO Sent: Friday, 13 December 2013 10:39 AM To: Balaretnaraja, Ash Subject: RE: Notice Paper QON from 28 November 2013 - Mr Coe to all Ministers all portfolios

That was the advice she gave last week at the Staff Meeting on FRIDAY ..... she is at COAG today so can't talk to her. You can discuss with her Monday?


Phone: +6126205 3029 J Email: [email protected]


ACT legislative Assembly j London Circuit CANBERRA CITY J GPO Box 158 Canberra ACT

2601 I www.act.gov.au

From: Gillespie, Margaret Sent: Wednesday, 4 December 2013 10:28 AM To: Darville, Pam Subject: RE: Notice Paper QON from 28 November 2013 - Mr Coe to all Ministers all portfolios

Yes thanks Pam. MG

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From: Darville, Pam Sent: Wednesday, 4 December 2013 10:21 AM To: Darville, Pam Cc: Gillespie, Margaret Subject: FW: Notice Paper QON from 28 November 2013 - Mr Coe to all Ministers all portfolios

Margaret see emails below re QON from Thursday 28 November 2013 - Mr Coe asked of all Ministers and Portfolio's.

Would you be happy with the suggested approach below?.

For your advice please.

Thanks Pam



Chief Minister and Treasury Directorate I ACT Government ACT Legislative Assembly I London Circuit CANBERRA CITY I GPO Box 158 Canberra ACT

2601 I www.act.gov.au

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Pam - provided Margaret is happy, I'll chat to Carolyn today with a view to finalise the form

words this week. We will then clear with Andrew/Gary/CM and then distribute to

directorates for each individual portfolio minister to respond.


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psm director documents - cmd.act.gov.au

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