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What makes Parliament tick?

(Legislative Council Chamber, Parliament House, 17 August 1999)

Geoff Lawn1
Introduction

1. In his paper2, George Tanner described the drafting process and the involvement of the Parliamentary Counsel Office (PCO) in producing legislation. In terms of the theme of this seminar, "What makes Parliament tick", he might be regarded as having described the turning of the cogs that make up the drafting process, and how this helps drive the mechanism that turns the hands on the parliamentary clock-face.

2. There is a basic irony in this metaphor for drafters, because drafters are not only part of the machinery that makes the parliamentary clock tick, but also very often find themselves racing against that same clock when it comes to producing the draft legislation demanded by the Government and the Parliament.

3. This race produces its own dilemma, because the object of legislation is to communicate a message from the legislators to the public, and it is essential that the message be clear and unambiguous. Yet the pace at which legislation is drafted often demands a compromise between clarity and precision on the one hand, and on the other the need simply to get the message down on paper (or at least on the hard drive of a computer).

4. It is that basic feature of legislation, as the mechanism for communicating the rules of society, that I want to focus on. The idea that drafting is communication. Communication has two aspects: the message itself, and how it is disseminated. I deal with the issue of access to legislation first. I will then look at the message itself, how legislation is drafted.

Access to legislation

5. The PCO is responsible, under the Acts and Regulations Publication Act 1989, for arranging for the printing and publication of—

6. And under the same Act, the PCO must make available for purchase by members of the public, at a reasonable price, copies of Acts and regulations.

7. The compilation department of the PCO is established by the Statutes Drafting and Compilation Act 1920. The principal function of the Compilation Department is to compile, with their amendments, statutes and regulations that have been amended, and to supervise the printing of these compilations. They produce the brown volumes that you will all be familiar with.

8. Reprints of legislation have the same legal status as copies of the original legislation. They are presumed to correctly set out the law as at the date of the reprint. They can therefore be relied on by Judges, lawyers, and other users of legislation as authoritative statements of the law3.

9. The present compilation (or reprinting) process is not working, for a number of reasons:

10. There has been dissatisfaction with the current reprint system for many years. Both the process and the product of the current system have fallen behind the reasonable expectations of the legal profession and the public for access to legislation in an up-to-date form. In the meantime, advances in technology, particularly the Internet, have raised expectations as to the way in which the public should be able to access public information, and as to the currency of that information.

11. Other jurisdictions have embraced the new technology, and many now provide free public access to legislation in electronic form over the Internet. New Zealand has not followed suit, at least not yet. The private sector has moved to fill the gap, but generally on the basis of user pays, and the cost is not inconsiderable. One or other of the 2 commercially available databases of New Zealand legislation is used by many law firms, by Government departments, and by the Judiciary. The PCO itself subscribes to one.

12. It was against this background that the PCO undertook a review of its reprint process. We went back to first principles. That everyone is presumed to know the law, and ignorance of the law is no excuse. But to the extent that the law is contained in legislation, if one is to know what the law is, then it is necessary to have access to legislation in an up-to-date and authoritative form.

13. This basic principle is echoed in the statement of Wild CJ in VUWSA v Government Printer4:

I think it can be accepted that the Crown is broadly responsible for making the text of enactments of the Legislature available for public information. People must be told what Parliament is doing and must be able to read the letter of the law.

14. The PCO wanted to find out what users of legislation and the general public thought about the current system of publishing legislation, so we issued a public discussion paper5 in September 1998. You can still read the paper on the PCO website6. The paper raised a number of fundamental issues:

15. The PCO received 92 submissions on the discussion paper from a wide variety of interest groups, commercial publishers, and individuals. In summary, the responses to the issues raised are as follows:

16. The PCO has now engaged PricewaterhouseCoopers (PWC) to assist in formulating recommendations to the Government as to the way ahead. The basic rationale for involving PWC is the complex, and in some respects unique, situation in which New Zealand finds itself with respect to public access to legislation.

17. We need to find a cost-effective solution that fits with the New Zealand situation, including the existence of private sector providers of written and electronic access to legislation. We also need to devise a solution that, if it involves Government investment in technology, does not run the same risks that other public sector IT projects have run.

18. PWC's brief is to identify more clearly the options that might be recommended to the Government. These options include the following:

19. PWC will provide an analysis of the costs and benefits of these options, having regard to public policy, financial, and technology considerations, and will provide recommendations, and a timetable for implementation. The PCO will then be in a position to make recommendations to the Government. I emphasise that all of the options are just that, and the Government has yet to determine its policy in relation to any of them.

20. New Zealand is behind other countries in providing public access to legislation, but one advantage of this lag is that New Zealand stands to gain from the experience (and perhaps mistakes) of other countries in developing a system that meets the needs of New Zealand.

21. One commentator, Jane Treadwell, presented an insightful and thought-provoking paper late last month to the Law via the Internet '99 Conference in Sydney. In her paper7, she raises the issue of whether or not, given that the private sector has filled the gap when it comes to electronic access to New Zealand legislation, it is too late for the Government to step back into the field of play. She queries whether the provision of free access to electronic legislation may risk destroying the finely balanced legal information market which exists in New Zealand. And she questions whether legislation provided free of charge reduces the incentive to provide a product that is timely and reliable, and the competition that drives the need to have a high quality information product.

22. It is not for me to answer these questions, which raise issues of a commercial and political nature, but I simply raise the following matters:

23. It is interesting to note in this context that the Canadian Government introduced legislation8 in October last year that would provide for the publication of an official version of the consolidated statutes and regulations of Canada in either a printed or an electronic form. Either version would be able to be used as evidence. The same legislation would provide for the electronic distribution of the Canada Gazette. Under the legislation, copies of the consolidated statutes and consolidated regulations would have to be distributed free of charge to certain persons or classes of persons identified by Order in Council.

24. The legislation is now on hold while the Canadian Parliament enjoys its summer recess, but there is every indication that it will pass.

The content of legislation: format and language

25.When one compares statute law with case law, it is clear that legislation is infinitely more accessible to the general public than the other source of law in our legal system, the common law.

26. I note here the words of Jeremy Bentham, a strong advocate of the codification of the law and its enactment in statute. He considered that statutes would "mark out the line of the subject's conduct by visible directions instead of turning [the subject] loose into the wilds of perpetual conjecture"9.

27. On the other hand, Bentham was extremely critical of the style of legislative drafting of his time, which he regarded (rightly) as unacceptable because it was intelligible to a very narrow audience. To Bentham, laws should be drafted—

so that every moment in which they ought to influence the conduct of a citizen, he may have presented in his mind an exact idea of the will of the legislator in this respect.10

28. Chief Justice Sir Richard Wild identified a legal duty on the State to make legislation physically available to the public. Is there also a duty on the State to make legislation understandable by the public, that is, to communicate the message?

29. For what is the point in ensuring that the public and other interested parties have access to the law, if it is unintelligible to them when they find it? This leads on to the second aspect of my address: the content of legislation, the message itself.

30. I am not aware of any precedents that express plain drafting as a legal duty. The closest one might come to such a duty is in the context of subordinate legislation, where one aspect of ultra vires is legal uncertainty. If subordinate legislation is not expressed clearly enough, the courts may hold that there has not been a valid exercise of the power to legislate. By contrast, the courts cannot declare an Act of Parliament invalid on the ground of uncertainty.

31. The case of Queensland is interesting, however. There the Office of the Queensland Parliamentary Counsel is created by the Legislative Standards Act 1992. The purposes of the Act include ensuring that—

32. The Legislative Standards Act 1992 states that these purposes are primarily to be achieved by establishing the Office of the Queensland Parliamentary Counsel. One of the functions of the Office of the Queensland Parliamentary Counsel is to provide Ministers, members of Parliament, and government entities with advice on the application of fundamental legislative principles, which are defined as the principles relating to legislation that underlie a parliamentary democracy based on the rule of law.

33. The principles include requiring that legislation has sufficient regard to rights and liberties of individuals and the institution of Parliament. Whether legislation has sufficient regard to rights and liberties of individuals depends on whether, for example, the legislation...is unambiguous and drafted in a sufficiently clear and precise way. So Queensland legislation explicitly links good drafting to fundamental legislative principles.

34. So what is the New Zealand PCO doing to promote the clear drafting of legislation?

35. The PCO's mission statement is as follows:

36. The PCO's vision statement contains a commitment to improve access to legislation by ensuring that legislation is drafted as clearly and simply as possible.

37. We do recognise the need to make improvements in drafting style. And so at the beginning of 1997 we took some simple and unremarkable steps in this direction:

38. These changes have generally passed without comment, except for general expressions of endorsement from members of Parliament when debating a motion giving authority to change Bills then before the House into the new style.11

39. For example, the next speaker at this seminar, Lianne Dalziel MP, expressed the view that:

... the ordinary person should be able to access statutory information. They should be able to read Acts of Parliament and to understand that their plain meaning is that which was intended by Parliament.12

40. Rt Hon Paul East QC said that "it is probably fair to say that lawyers tend to be a little conservative when it comes to changing the written style of our statute law..."13. I will return to this theme later. Although he considered that the changes were not particularly dramatic, they were a good first step.

41. Another member, Jim Anderton MP, went a bit further14. He thought that some of the changes were good in themselves, but relatively cosmetic. But he felt that it is necessary "to go to the heart of the way in which the law is drafted, and the inability of ordinary citizens to understand it, and having to hire lawyers". He thought that this issue of accessibility to the law was a parliamentary matter. Parliamentarians "have to have confidence that ordinary citizens can understand the law of the country, because if they cannot then how can they obey it, and how can they have respect for it?"

42. Mr Anderton suggested that one option would be to assemble a panel of ordinary citizens, give them a selection of legislation, and ask them whether or not they can understand any of it. He described this process as a sort of "language audit" on behalf of ordinary citizens.

43. The matter of document testing is something that has been undertaken in other jurisdictions, and has, I understand, been used by the Inland Revenue Department in the Tax Rewrite Project. The PCO has not so far investigated this issue, but one matter on which we have sought the public's input is on the format of legislation.

44. The Law Commission published a report on The Format of Legislation15 in December 1993. The work of the Law Commission was subsequently further advanced and refined by a Steering Committee comprising representatives from the Law Commission, Office of the Clerk, Inland Revenue Department, GP Legislation Services (now Legislation Direct), and the PCO.

45. The Steering Committee expressed general agreement with most of the Law Commission's recommendations, but felt that it would be appropriate to survey the views of a broad cross-section of users of legislation.

46. The PCO undertook a survey of users of legislation in June 1998 on a number of issues raised in the Law Commission's report, in particular on the issue of what typeface should be used for New Zealand legislation. The survey sought the views of members of Parliament, Judges, librarians, academics, lawyers in private practice and in government, legal publishers, and interested members of the public. Over 174 survey packs were sent out, and the survey was publicised on the PCO website.

47. The survey asked participants to compare 6 samples of an Act of Parliament reproduced in the proposed new format. The samples were produced in 3 different typefaces: Baskerville (the typeface currently used), Bembo (recommended by the Law Commission), and Times New Roman (the typeface adopted in a number of Australian jurisdictions and in the United Kingdom). Each typeface was produced in 2 different sizes. The survey asked participants to rank the 6 samples in order of preference, and also asked some other questions about matters of format.

48. Over 90 responses were received on the issue of typeface. The larger size Times New Roman was the first preference of nearly twice as many respondents as the second preference (the Baskerville typeface used now). Most of the other proposed changes to format were favourably received.

49. The new typeface (Times New Roman) and the new format for legislation will be introduced on 1 January 2000. They will be adopted for Bills and Acts, and Statutory Regulations.

50. The larger size typeface will in future be used for schedules of Bills and Acts, and for Statutory Regulations. These are currently printed in a smaller point size. Many people have commented that they find the smaller size difficult to read.

51.Some of the changes in format are as follows, illustrated by a reformatted version of the Defamation Act 199216:

52. The Law Commission, in its report The Format of Legislation, argued that the physical appearance of legislation is an important factor affecting access to the law. Understanding of even the best drafted law may be hindered or helped by such factors as typeface, type size, the space between lines of type, the length of line, the layout and ordering of provisions, the use of headings, and the indentation of text. The Commission pointed out that communication experts agree that a page that is well designed is not only more attractive but also aids understanding.

53. The Law Commission's conclusion was that improvements to the design of New Zealand legislation can help to make it more accessible and more easily understood. It pointed out that legislation is becoming increasingly complex and its volume is growing. At the same time, the number of people making, administering, and, most important, seeking to understand the effect of legislation is growing.

54. The Law Commission saw 2 issues arising in this context. First, the time devoted to such matters needs reducing. It argued that it must be beneficial—

55. The Commission stated that the democratic, social, and economic benefits of clearer, more accessible legislation and proposed legislation are obvious. In some contexts the financial savings have been quantified; they can be significant, and they continue to grow.

56. Second, the Law Commission pointed out that it is the right of people to know how the law affects them. The availability of the law is not sufficient: those who are expected to know, obey, apply and advise on the law must be helped so far as practicable to understand it.

57. The Law Commission's views were supported by the comments it received on its proposals, and by the results of the survey undertaken by the PCO.

58. The changes in format will have a flow-on effect in relation to reprints of legislation. New legislation, and amendments to existing legislation, passed or made after 1 January next year will be in the new format. When it comes to reprinting the existing legislation with its amendments incorporated, it would clearly be unsatisfactory to produce the reprint in a mix of formats. But there is doubt about whether there is power to reprint existing legislation in the new format. This would require altering some of the text of the original legislation.

59. The Government therefore introduced a Bill in June this year, the Acts and Regulations Publication Amendment Bill, that would permit the production of reprints of existing legislation using the new format, and adopting some of the new clearer drafting practices. The Bill authorises various editorial changes, such as—

60. The Bill imposes an important overall constraint on the exercise of these powers. A change will not be permitted if it would change the effect of the legislation. It would clearly be inappropriate, through the reprint process, to change the meaning of the legislation reprinted.

61. Some members of Parliament, in the debate in the House on the 1997 changes in drafting style17, urged the PCO to be a bit bolder, and we have made steps in this direction.

62. The PCO recently adopted a set of guidelines for clear drafting. Some of these are obvious, but nonetheless useful as constant reminders to drafters of the need to communicate the legislative message as clearly as possible. Quite a bit of what we have done owes it origins to the Legislation Manual produced by the Law Commission in 199618.

63. The guidelines begin by reminding the drafter to plan, so that the material is organised clearly. What does the reader want or need to know?

64. The guidelines then set out a series of basic principles. Some of these are as follows:

65. Another innovation introduced recently is to include an outline part (or reader's guide) in new principal legislation. We tried this device for the first time in the De Facto Relationships (Property) Bill. The outline part is designed to be of particular assistance to someone (particularly a lay person) who picks up the legislation for the first time. It is intended—

66. Outline parts have also been included in the Accident Insurance Act 1998, and the Personal Property Securities Bill. And the Year 2000 Information Disclosure Act 1999 contains a provision incorporating a statement of what the legislation is about.

67. The PCO has been encouraged by the generally positive response to the use of outline parts. In the case of the De Facto Relationships (Property) Bill, the comments in submissions are predominantly supportive. For example, one submission commended the PCO for "this insightful innovation which allows clear and easy access to the legislation" 19. Another submission considered the outline part to be a very useful guide for the average New Zealander to find their way around the Bill.

68. It is interesting to note that support for this innovation has come predominantly from lay persons. On the other hand, the reaction of the legal profession has been less enthusiastic, and sometimes quite negative. More than one commentator has questioned whether the device is appropriate for inclusion within the body of the legislation itself, and suggested that an explanatory brochure might be a preferable alternative.

69. The recent introduction of more examples into New Zealand legislation has met with a similar response. I hasten to add that the use of examples is not new. Sir James Stephen included them in the Indian Evidence Act 1872.

70. The Personal Property Securities Bill includes many examples that are intended to illustrate the operation of various provisions. Some submissions to the select committee criticised their use, and suggested that they may be confusing and may inhibit the court's ability to properly interpret the Bill. However, the select committee considered that the examples should remain. It felt that the examples would assist lay people, and even professionals, to understand some of the Bill's more complex concepts.

71. The pace of change in legislative drafting is not determined solely by the PCO. There are a number of factors that temper progress in this area, and some are not easily overcome:

72. Despite all of this, I suggest that we have made considerable progress in making New Zealand legislation easier to understand. A comparison of legislation drafted in the last year or so with that drafted as recently as 5 years ago will, on the whole, show a considerable improvement in clarity.

73. And the format changes to be introduced next year will also assist.

74. There are other things that the PCO would like to experiment with in the future. Some of these innovations were suggested by the Law Commission in its report on format. These include the use of flow charts, formulas, pictures, graphics, and diagrams.

75. Another factor in this equation is technology. It clearly has an impact on how legislation is accessed, but it may also affect how it is written. It is possible that limitations on what can be communicated electronically may determine the content of legislation, for example, with respect to numbering and layout. It is interesting to note that the Canadian Bill mentioned earlier21 provides that a publication in electronic form may differ from a publication in another form to accommodate the needs of the electronic form, if the differences do not change the substance of any enactment.

76. It would be helpful to receive more feedback from the public and the legal profession on the various innovations that the PCO is seeking to introduce in legislation. Our overall objective is to produce legislation that is accessible, both in a physical sense and in the sense of being comprehensible. I go back to Bentham's premise. That may well be a counsel of perfection, but it is a goal worth striving for nonetheless. That goal will only be achieved if everyone is prepared to work constructively towards it.

Footnotes
1 Deputy Chief Parliamentary Counsel, Parliamentary Counsel Office, Wellington
2 The Role of Parliamentary Counsel
3 Evidence Act 1908, section 29A
4 [1973] 2 NZLR 21, at page 23
5 Public Access to Legislation: A Discussion Paper for Public Comment, Parliamentary Counsel Office, Wellington, September 1998
6 www.pco.parliament.govt.nz/pal/
7 Free access to the law: the strange case of New Zealand, Jane Treadwell, Principal, Know Where Limited, Auckland, New Zealand
8 Bill C-54—"Personal Information Protection and Electronic Documents Act"
9 Burns and Hart (eds), A Comment on the Commentaries and a Fragment of Government (1977) at p. 198, quoted in Free the Law - Beyond the "Dark Chaos", The Hon Justice Michael Kirby AC CMG, a paper presented to the Law via the Internet ‘99 Conference, Sydney, July 1999 (available at www.austlii.edu.au/)
10 View of a Complete Code of Laws, in Works (ed Bowring), William Tait, Edinburgh, 1938-43, Vol 3, p. 207, quoted in Access to the Law: the structure and format of legislation, Report No. 33, Law Reform Commission of Victoria, May 1990
11 New Zealand Parliamentary Debates (Hansard), 1997, Vol. 559, pp. 869-879
12 ibid, p. 872
13 ibid, p. 875
14 ibid, p. 871
15 Report No. 27, The Format of Legislation, Wellington, December 1993
16 See slides 16 to 19 in the Appendix to this paper
17 See footnote 11 above
18 Report No. 35, Legislation Manual: Structure and Style, Wellington, May 1996
19 Submission DR/123, Human Rights Action Group (Wellington)
20 See Sir George Engle, " ‘Bills are made to pass as razors are made to sell': practical constraints in the preparation of legislation" [1983] Stat LR 7
21 See footnote 8 above