Wednesday 5 August 2020 3.00pm Held online via a Microsoft … · 2020. 8. 3. · budgets have been approved by the current committee. • The Treasurer noted the budget projected

ANNUAL GENERAL MEETING

Road Engineering Association of Asia & Australasia (REAAA) New Zealand Chapter Inc

Wednesday 5th August 2020

3.00pm

Held online via a Microsoft Teams Meeting

Click here to Join Microsoft Teams Meeting

Members and non- members welcome

AGENDA

1. Apologies

2. Confirmation of Minutes of Annual General Meeting held on 8 August 2019 (attached)

3. Matters Arising

4. 2019 Chairperson’s Report (attached)

5. Adoption of Prepared 2019 Accounts (attached)

6. REAAA NZ Chapter draft 2020 Budget (attached)

7. 2021 Membership Subscriptions

8. Election of committee members (attached)

9. General Business

Secretary REAAA New Zealand Chapter Inc PO Box 12 647, Thorndon, Wellington www.reaaa.co.nz [email protected] Mob: 027 221 3905

REAAA NZ Chapter AGM 2020 Page 1 of 17

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzZmNjY5MGItODBlMS00YWFmLTk2MjAtODU2NjM2NGQ4MjQ1%40thread.v2/0?context=%7b%22Tid%22%3a%2299e18b9f-da1d-44af-b541-d233ea0dbf47%22%2c%22Oid%22%3a%22f4a7bd96-34d6-439a-9dfd-e9c536065831%22%7d

http://www.reaaa.co.nz/

mailto:[email protected]

MINUTES OF ANNUAL GENERAL MEETING

Venue: WSP Opus, 33 The Esplanade, Petone Date: Thursday 8th August 2019 Time: 3.00pm

Item Discussion

In Attendance

Committee: Robin Malley (RM), Chair, Graeme Doherty (GD) Treasurer via Skype, David Dunlop (DD), Murray Keast (MK), Will Pank (WP), Steven Ward (SW), Janice Brass (JB) and Lisa Pallister (Secretary) Members: Jeremy Wu (WSP Opus), Jared Thomas (WSP Opus), Bill Frith (WSP Opus), Kristin Louw (Stantec), Thomas Glastz (Stantec), Peter Cenek (WSP Opus), Michael Horne (WSP Opus) via Skype, Jo Westwood (WSP Opus)

1 Apologies

Committee: Thorsten Froebel (GHD), Tony Hodges (Citycare) Members: Robin Dunlop, Chris Olsen (Chris Olsen Consulting), Trevor Hay (Beca), Peter Scott (Auckland Transport), Veen Rambisheswar (Auckland Transport), Sam Poole (Central Otago District Council), Shaun Magee (Downer), Colin Knaggs, (NZTA), David Hutchison (Downer) Resolved:

(a) That the apologies be accepted.

2 Confirmation of Minutes of the last meeting

Meeting held on 9 May 2018 • That the minutes of the previous meeting circulated with the agenda are

confirmed as being a true and accurate record.David Dunlop/Will Pank

Carried

Secretary REAAA New Zealand Chapter Inc PO Box 12 647 Thorndon, Wellington www.reaaa.co.nz [email protected] Tel: 06 370 9115 Mob: 027 221 3905


Agenda Item 2 - Minutes of 2019 AGM


mailto:[email protected]

3 Matters Arising

• There were no matters arising from the previous minutes.

4 Adoption of Prepared 2018 Accounts

• Graeme Doherty, The Treasurer, presented the 2018 financial accountsprepared by Urlich Lander, Chartered Accountants.

• The Treasurer noted the loss of $18,030 contributed to the reduced roadshowincome and sponsorship. It was noted the chapter’s equity of $113,596 wouldabsorb the loss.

Resolved: (a) That the prepared accounts be adopted.

Graeme Doherty / Steven Ward Carried

5 REAAA NZ Chapter 2019 and 2020 Budget

• The Treasurer presented the 2019 and 2020 budget for acceptance. It wasnoted a two yearly budget was being presented. GD noted the presentedbudgets have been approved by the current committee.

• The Treasurer noted the budget projected a surplus of $1000.00 for 2019 isdue to the LVR workshop. It was noted the projected loss of $4,425.00 for2020 is due to the NZ Chapter hosting the 113th Council meeting in September2020.

• The Treasurer advised the REAAA NZ subscriptions will be increasing in 2021and the cost of the new subscriptions will be advised at the 2020 AGM.

Resolved: (a) That the 2019 and 2020 budget presented is adopted.

Robin Malley / Will Pank Carried

6 Chairperson’s Report

• Robin Malley tabled the Chairman’s annual report for 2018.Resolved:

(a) That the 2018 Chairman’s report be accepted.Robin Malley / Murray Keast

Carried 7 Election of members to the Committee

• The Chairman noted the nominations for the committee as circulated with theagenda.

• Nominations for committee members were called from the floor. There wereno further nominations.


Resolved: (a) The committee for 2019 is agreed as follows:

Chairperson Robin Malley Secretary Lisa Pallister (non-member) Treasurer Graeme Doherty

Committee members

North Island South Island Graeme Doherty, AECOM Janice Brass, NZ Transport Agency Michael Horne, WSP Opus Murray Keast, Downer Robin Malley, Napier City Council Tony Hodges, Mackenzie District Council Steven Ward, Stantec Thorsten Froebel, GHD Will Pank, Beca

Jared Thomas / Jeremy Wu Carried

8 General Business

• There was no general business.

The meeting closed at 3.30pm

Approved by Robin Malley, REAAA NZ Chapter Chairperson


Committee Chair Annual Report 2019

AGM – 5 August 2020 It gives me real pleasure to be in a position to present this Annual Report covering the activities of the New Zealand Chapter of the REAAA for 2019.

I shall commence with 2020 though, and a global situation unlike those any of us will have experienced. We are very lucky to be part of an industry that directly benefits from financial stimulus programmes, with infrastructure so often the focus of investment intended to kick start a return to ‘normal’. What is particularly encouraging this time around is that the stimulus is being aimed at all levels of projects across the entire country and so not only do all tiers of contracting have the opportunity to benefit, but the communities we ultimately serve will also see benefits in their local area.

However, stimulus policies take some time before they impact balance sheets and we do appreciate that belts are being pulled ever tighter for contractors, consultants, road controlling authorities and many of our individual members. You, or someone in your organisation, will have seen that we have reduced membership fees by 30% for the current year. It is only a small saving in the bigger picture, but the Committee felt it was important to do what we could. This will result in a loss for the financial year, but our constitution allows for some savings to be used to cover operations during difficult times and we hope that you agree that these are indeed difficult times for many.

As at 31 December 2019 our membership numbers were as follows:

• 9 Institutional members• 18 Corporate members• 1 REAAA Parent Body Life member (Robin Dunlop)• 3 REAAA Parent Body Honorary members (Ian Stenberg, Richard Steel,

Mike Rudge)• 2 REAAA NZ Chapter Honorary members (Jim Fulton and Allan Tuck)• 50 Individual members.

The main event for the Chapter for the year was the Low Volume Roads Workshop held in Invercargill in October 2019. The LVR Workshop was, as always, very well attended and enjoyed by those attending with papers covering topics from Data to Dust and everything in between. Included in the list of presenters were the three finalists in the LVR ‘Rising Star’ award. We were also able to secure the Workshop’s keynote speaker, Steve Batchelor along with Stantec’s Martin Hunter for another local forum event on Asset Data and the joys of RAMM in Hawke’s Bay.

Secretary REAAA New Zealand Chapter Inc PO Box 12 647 Thorndon, Wellington www.reaaa.co.nz


Agenda Item 4 - Chair's report


The REAAA holds a special place within the industry, bringing road controlling authorities, consultants, contractors and individuals together with the goal of sharing knowledge, research and innovation. Over the last year the committee has given a great deal of thought to the way the REAAA delivers events to the membership without being yet another candidate for registration fees and travel costs in a crowded conference calendar. We had considered alternating the REAAA Roadshows in a two-year cycle with the LVR Workshops, but felt that this would not be providing a sufficient level of engagement with members. Of particular concern to the committee was the ability of individual members and smaller organisations to dedicate resources for travel and accommodation. At the same time, we recognise the social and networking value of events and the special place Low Volume Roads holds in the industry and we are committed to holding it for as long as it remains useful to attendees.

We are very excited to be working on a new programme of events to supplement the Roadshow, delivered through a combination of webinars and regional forums. Utilising the technology which has recently become part of our routine, we can continue to provide activities such as Young Presenters with the added value of being able to hear all the presentations. The savings made by not having to book physical venues will enable us to bring most events at no cost to members and a small fee for non-members. We are also looking to archive events so that members can refer to them at a later date. The added flexibility that this approach affords the REAAA also means we will be able to deliver more diverse topics and presenters. Please keep an eye out for announcements in the REAAA Newsletter and on our new look website. We’re also keen to hear your ideas for topics and presenters you’d like to see, so please let a member of the committee know if you have something to share.

The Treasurer’s report and Budget will provide more detail on the financial performance of the Chapter. Financially the Chapter posted a loss of $2,396.00 for the year. Our annual budget was for a surplus of $1000 hence our financial result is $3,396.00 below budget.

As of the end of 2019 committee membership was:

North Island South Island

Michael Horne, WSP Opus Janice Brass, Waka Kotahi

Graeme Doherty, AECOM Murray Keast, Downer

Robin Malley, Napier City Council

Steven Ward, Stantec

Thorsten Froebel, Higgins

Tony Hodges, Mackenzie District Council

Will Pank, Beca

We welcome Ray Johnston, GHD onto the committee for 2020. Thanks to each of you and your employers for the time and effort you give to the chapter.

With the recent acceptance of meeting remotely, Janice Brass and I were able to represent the NZ Chapter at the 112th Council Meeting. We confirmed our invitation to host a Council Meeting in New Zealand and proposed a deferral until later in 2021 to align with the Low Volume Roads Workshop to be held in New Plymouth. We are pleased to say that this is confirmed subject to suitable relaxation in global travel by that time.


The committee and wider organisation has a real reliance on the efforts and knowledge of Lisa Pallister, Secretary of the NZ Chapter. Lisa is the one responsible for pretty much everything that is required to keep our organisation going and she unfailingly does this with enthusiasm, attention to detail and a bright outlook. Thank you Lisa, you make all of us look good. This year the Committee voted to make Lisa a voting member of the committee.

Thank you for your continued support in 2020.

Robin Malley

CHAIRPERSON


The New Zealand Chapter of the Road Engineering Association of Asia & Australasia Inc

Financial Statements For the Year ended 31 st December 2019

Prepared by Orlich Lander Limited


Agenda Item 5 - Financial report


Compilation Report For the Year Ended 31 December 2019

Compilation Report to the Committee of The New Zealand Chapter of the Road Engineering

Scope On the basis of information you provided we have compiled, in accordance with Service Engagement Standard No. 2: Compilation of Financial Information, the financial statements of The New Zealand Chapter of the Road Engineering Association of Asia & Australasia Inc for the period ended 31 December 2019. These financial statements have been prepared in accordance with the policies as detailed in Note 1 to the financial statements.

Responsibilities You are solely responsible for the information contained in the financial statements and have determined that the accounting policies used are appropriate to meet your needs and for the purpose that the financial statements were prepared.

The financial statements were prepared exclusively for your benefit. We do not accept responsibility to any other person for the contents of the financial statements.

No Audit or Review Engagement Undertaken Our procedures use accounting expertise to undertake the compilation of the financial statements from information you provided. Our procedures do not include verification or validation procedures. No audit or review engagement has been performed and accordingly no assurance is expressed.

Disclaimer As mentioned earlier in our report, we have compiled the financial information based on information provided to us which has not been subject to an audit or review engagement. Accordingly, neither we, nor any of our employees accept any responsibility for the reliability, accuracy or completeness of the compiled financial information nor do we accept any liability of any kind whatsoever, including liability by reason of negligence, to any person for losses incurred as a result of placing reliance on the compiled financial information.

Chartered Accountant Johnsonville, Wellington 11 March 2020

- 1 -REAAA NZ Chapter AGM 2020 Page 9 of 17


Profit and Loss Account For the Year ended 31 st December 2019

2019 $

REVENUE Subscriptions 27,485 Low Volume Roads Income 73,718 Road Show Income Interest Received 1,494 Sponsorship 300 Sponsorship Low Volume Roads 26,000 Total Income 128,997

Less Expenses Accountancy Fees 2,145 Bank Charges 85 Regional Forums 2,768 Exchange Rate Fees General Expenses Low Volume Roads 2019 Expenses 77,454 Low Volume Roads Rising Star Award 10,000 Parent Body Fees 6,922 Postage 248 Printing, Stamps & Stationery 173 Roadshow Expenses Adminstrative Services - Wages 28,901 Adminstrative Services - Travel 141 Telephone, Tolls & Internet 105 Website 980 Total Expenses 129,921 Net Surplus Before Depreciation (924)

Less Depreciation Adjustments Depreciation as per Schedule 1,280

NET OPERATING SURPLUS/ (DEFICIT) BEFORE TAX (2,204) Less Taxation Provision 192 NET SURPLUS/(DEFICIT) ($2,396)

2018 $

28,025

47,320 2,885 7,850

86,080

2,110 9

1,360 230

81 3,428

7,758 428

29 40,905 45,100

942 92

1 191 103,661 (17,582)

(17,582) 448

($18.030)

These statements have been compiled without undertaking an audit engagement or review engagement and should be read in conjunction with the notes to the financial statements and are subjecr ro the compilation report included with the financial statements.



Statement of Movements in Equity For the Year ended 31 st December 2019

EQUITY AT START OF YEAR

SURPLUS & REVALUATIONS Net Deficit for the Period Total recognised revenues & expenses EQUITY AT END OF YEAR

MOVEMENTS IN RETAINED EARNINGS Retained Earnings at start of year Net deficit Retained earnings at end of year

Note

The accompanying notes form part o f these financial statements.

2019 $

113,596

(2,396) (2,396)

$111,201

113,596 (2,396)

111,201

$111,201

2018 $

131,626

(18,030) ( l8,030)

$113,596

131,626 (18,030) 113,596

$113.596

These financial statements have not been subject to audit or review, and should be read in conj11nction with the al/ached Compilation Report.


CURRENT ASSETS ANZ Cheque Account ANZ Term Deposit


Statement of Financial Position As at 31 st December 2019

Note

LVR Rising Star Award 2019 Westpac Online Account Westpac L VR Account PayPal Account Website Development Accrued Interest GST Refund Due Taxation Accounts Receivable Prepayments Total Current Assets

NON-CURRENT ASSETS Fixed Assets as per Schedule

TOTAL ASSETS

CURRENT LIABILITIES Accounts Payable

TOTAL LIABILITIES NET ASSETS

Represented by; TRUSTEES FUNDS Retained Earnings TOTAL TRUSTEES FUNDS

For and on behalf of the Chapter:

Chairman

Date


2019 2018 $ $

2,311 11,391 36,713 68,603

10,000 44,890 10,799 16,349

223 6,415

670 1,470 4,024 3,038

450 280 12,918 2,800

1 400 119,949 114,796

6,402

126,351 114 796

15,150 1 200

15 150 1 200 $111,201 $113,596

111.201 113,596 $111,201 $113,596

These financial statements have not been subject to audit or review. and should be read in conjunction with the attached Compilation Report.

-4-

12 March 2020


Asset

Website Website Sub-Total

T O T A L


Depreciation Schedule For the Year ended 31 st December 2019

Cost Price

Book Value

01/01/2019 Additions Disposals

Gain/Loss on

Disposal Capital Profit

---- D e p r e c i a t i on ----

7 682 7,682

7 682

Mth Rate $

4 50.0¾DV l 280 1,280

I 280


Ac cum Book Depree Value

31/12/2019 31/12/2019

I 280 6 402 1,280 6,402

I 280 6 402

These financial statements have not been subject to audit or review, and should be read in conjunction with the al/ached Compilation Report.



Notes to the Financial Statements For the Year ended 31 st December 2019

1. STATEMENT OF ACCOUNTING POLICIES

Reporting EntityThese are the financial statements of The New Zealand Chapter of the Road Engineering Association ofAsia & Australasia Inc. The New Zealand Chapter of the Road Engineering Association of Asia &Australasia Inc is an incorporated society registered under Incorporated Societies Act 1908.

The accopunting principles recognised as appropirate for measurement and reporting of earnings andfinancial position on an historical cost basis have been used, with the exception of certain items forwhich specific accounting policies have been identified. Accrual accounting is used to recogniseexpenses and revenue when they occur.

The information is presented in New Zealand dollars.

Changes in Accounting PoliciesThere have been no changes in accounting policies. All policies have been applied on bases consistentwith those used in previous years.

Specific Accounting PoliciesIn the preparation of these financial statements, the specific accounting policies are as follows:

(a) Goods & Services TaxThese financial statements have been prepared on a GST exclusive basis with the exception ofaccounts receivable and accounts payable which are shown inclusive of GST.

(b) TaxationIncome tax has been calculated on external sources of income less any allowable exemptions underthe Income Tax Act 2007.

(c) RevenueInterest income is recognised using the effective interest method.

( d) ReceivablesReceivables are stated at their estimated realisable value. Bad debts are written off in the year in which they are identified.

( e) Going ConcernThese financial statements have been prepared on the basis that the trust is a going concern.

2. AUDITThese financial statements have not been audited.

3. CONTINGENT LIABILITIESAt balance date there are no known contingent liabilities (2018:$0). The New Zealand Chapter of theRoad Engineering Association of Asia & Australasia Inc has not granted any securities in respect ofliabilities payable by any other party whatsoever.

The accompanying notes form part o f these financial statements. These financial statements have not been subject to audit or review, and should be read in conjunction with the attached Compilation Report.



Notes to the Financial Statements For the Year ended 31st December 2019

4. RELATED PARTIESThere were no transactions with related parties requiring disclosure.

5. SECURITIES AND GUARANTEESThere was no overdraft as at balance date nor was any facility arranged.

The accompanying notes form part o f these financial statements. These financial statements have not been subject to audit or review, and should be read in conjunction with the attached Compilation Report.

-7-REAAA NZ Chapter AGM 2020 Page 15 of 17

DRAFT

REAAA NZ Chapter

Proposed draft budget 2020

Income NoteSubscriptions

3,38012,150

Individuals 52 @ $65Institutional 9 @ $1350 Corporate 18 @ $675 1 12,150 27,680

2 8,304Roadshow Sponsorship 0Roadshow Income 0Roadshow Sponsorship 0113th Council Meeting sponsorship 0Regional Forums sponsorship 0Interest received from term deposits 500Total Income 19,876

ExpenditureREAAA Parent Body fees 3 7,300Secretarial services 40,000Regional forums/site visits 0Roadshow expenses 4 5,500113th Council Meeting Expenses 0LVR Rising Star Award 5 2,500Operational costs Accountant fees, bank fees and Xero subscription 2,400Postage/stationery, software, travel, general 900Website Depreciation 1,280Tax Allowance 500Website maintenance/hosting 1,000Total Expenditure 61,380

Excess/deficit -41,504

Figures are GST Exclusive

1 Actual membership numbers for 2020 as at 31 May 2020

2 Subscription discount for 2020 - 30%

3 Subs 2.65RM = NZ$ (incl.honorary members, currency con., contingency)

4 Incl. $400 non-refundable deposit paid already for roadshow 2020 venue & online

and admin roadshow costs5 LVR Rising star annual contribution towards $10,000 fund for awarding in 20236 Aniticpated LVR expenses of $4,350.00 will be paid in 2020 (deposits paid) these amounts

will show in the equity statement for year ended 31 December 2020

Less Subscription discount


Agenda Item 6 - 2020 draft budget

Election of Members to the Committee

The following people have been nominated to the Committee for its next term

beginning after the 2020 Annual General Meeting on 5 August 2020.

Chairperson Robin Malley

Secretary Lisa Pallister

Treasurer Graeme Doherty

Committee members

North Island

Graeme Doherty, AECOM

Michael Horne, WSP

Robin Malley, Napier City Council

South Island

Janice Brass, Waka Kotahi

Murray Keast, Downer

Simon Hunt, Fulton Hogan Ltd

Tony Hodges, Mackenzie District Council Ray Johnston, GHD

Steven Ward, Stantec

Thorsten Froebel, Higgins

Will Pank, Beca


Agenda Item 8 - REAAA Committee

Documents

Wednesday 5 August 2020 3.00pm Held online via a Microsoft … · 2020. 8. 3. · budgets have been approved by the current committee. • The Treasurer noted the budget projected