australasian road rescue organisation incclayton allison indicated that new teams were first up in...

Australasian Road Rescue Organisation Inc http://www.arro.org.au

PO Box 1029, Newport, Victoria, 3015, Australia

Telephone: (03) 9008 0027 Facsimile: (03) 8677 2508 Email: [email protected]

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Minutes of the Annual General Meeting Alice Springs, NT

Saturday 25 July 2015 President, Steve Rothwell, opened the Annual General Meeting at 2004 hours, welcomed and thanked everybody for attending. President Steve welcomed any new members and special guests Matt Holloway and Craig Sanderson from Kidde. He thanked them for their ongoing support and sponsorship of ARRO and also thanked everyone who helped make ARC15 such a success as an event hosted by his own organisation. Attendance Steve Rothwell Dave Stackhouse Glen Maule Tim Fox Paul Jerome Brad Setch Shane Cole Mick Vanderzalm Daryl Rush Richard Kaminski Richard Hobbs Stephen Mann Ray Duncombe Rob Cronk Dan Ohs Trevor Arnold Andrew Murton Stuart Lambert David Richardson Peter Roberts Mark Roche Clayton Allison Paul Blackburn Stephen Lewin Craig Wilson Ces Pacey Nigel Lilley Mark Osborne Damian Joyce Craig Sanderson Rowen Setch Kym Schmid Sally Jaggard Matt Holloway Quentin Botha Peter Bradow Rob McNeil Stewart Masson Tony Searle Dave Mitton Michael Wann Jemal Weston Mark Tuckwell Apologies Mick Holton Michael Palmer Julian Godderidge David Letheby Registration of Proxy Votes

• Nil received. Correspondence Nil

Minutes of previous Annual General Meeting Executive Officer Paul outlined the minutes of last year’s AGM. There was no discussion and the minutes were accepted as read. Motion:

“That the Minutes of the 2014 Annual General Meeting be accepted as read.”

Moved: Peter Bradow Seconded: Shane Cole

Motion Carried Presentation of President’s Report President Steve presented his report for the year just completed. A copy is attached to the minutes. Motion:

“That the President’s report be accepted as presented.”

Moved: Steve Rothwell Seconded: Shane Cole

Motion Carried Discussion: Nil Presentation of Technical Committee Report The chair of the Technical Committee, Tim, presented the report for this committee. A copy is attached to the minutes. Motion:

“That the Technical Committee report be accepted as presented.”

Moved: Tim Fox Seconded: Tony Searle

Motion Carried Discussion: Nil

Presentation of Financial Report The Compliance and Governance Officer, Glen Maule, presented the financial report for the financial year ending 28th February 2015. A copy is attached to the minutes. Motion:

“That the Treasurer’s report be accepted as presented.”

Moved: Glen Maule Seconded: Tim Fox

Motion Carried Discussion: Nil Election of Office Bearers In accordance with the Rules of Association, half of the committee positions on the Executive and Technical Committees fall vacant each year, for a 2-year term. Those falling vacant in 2015 are: • Executive Committee – President • Executive Committee – Challenge Coordinator • Technical Committee – Command Specialist • Technical Committee – Medical Specialist Compliance & Governance Officer Glen explained that in each case only one nomination was received for each vacancy, and they are:

• President – Mark Roche • Challenge Coordinator – Tim Fox • Command Specialist – Mick Vanderzalm • Medical Specialist – Brad Setch

Based on the number of nominations, elections for these positions are not required, so outgoing President Steve declared all the positions filled by the nominees. For the sake of continuity Steve, continued to chair the meeting, with President Elect Mark not assuming office until the end of the meeting. As a consequence of Mark’s move from Vice President to President, a consequential vacancy for the role of Vice President has been created. President Steve went on to advise that Daryl Rush had tendered his resignation from the position of Research and Education Officer, creating a second consequential vacancy. Both positions would be for 12 months only to fall in line with the normal sequence of filling positions on the committee. Steve outlined Daryl’s experience and involvement in the road rescue challenge process since 1995. In order to fill the two vacant positions, nominations were called for from the floor of the meeting.

Tim Fox nominated Rob McNeil, which was the only nomination and accepted. Rob declared Vice President. Rob gave a brief run down on his experience and interest in road rescue. He has been a member of FRNSW for 32 years, and is currently an Assistant Commissioner. He has 143 stations of 338 that do RCR in FRNSW in his patch, plus 110 secondary stations. Rob has a history of directing Associations in FRNSW including the championships and the band. He has a passion for all things fire and rescue. Steve spoke about the benefit of the level of senior management that Mark and Rob have and the strategic support to ARRO that they can offer at the senior level. For the role of Research and Education Officer, Steve Lewin nominated Peter Bradow, which he accepted. No other nominations were received so Peter was declared elected to the position. Peter has been a member of QFES for 18 years and involved in RCR all that time. He has been a member of ARRO since the early 2000s and is keen to help make changes and improvements in the ARRO processes. He recognises that he has a big role to fill the efforts of Daryl in the past, but is looking forward to picking up where Daryl has left off. General Business World Rescue Organisation (WRO) Report PJ reported that the WRO is continuing its strategic planning and looking to recruit more country based organisations on board. 2016 Australasian Rescue Challenge The Executive confirmed that the 2016 Challenge will return to Lardner Park in Victoria. Dates will be 21 to 24 July 2016. The committee also confirmed that the UFBA of New Zealand have given in principle support for hosting ARC17 in Feilding, New Zealand. There being no further formal business, President Steve closed the AGM at 2045 hours and opened the floor to the annual general members discussion.

General Discussion Item1: Shane Cole – How many Holden vehicles will be available for ARC16? PJ confirmed that 75 cars will be available from Holden if we want them for 2016. Item 2: Rob Cronk – Patient care in Challenge Scenarios: Rob spoke about basic patient care in the scenarios. He referred to delivering patients in the same or better condition than when you arrive. He is observing that teams are starting by attacking the point of entrapment and suggested we return to some of the basics of extrication (e.g. identify and address degree of entrapment, package and extricate the patient). Rob proposed that the workshop pit returns to the basics and that we consider running the workshop pit before undertaking the scenarios Action: Tech Committee to consider and discuss with Rob Cronk for more ideas Stewart Masson asked if new teams could undertake the workshop pit before they undertake scenarios. Clayton Allison indicated that new teams were first up in scenarios this year, where as experienced and winning teams from last year did not undertake the extrication scenarios until later in the event. Clayton also suggested that we return to the pool system that was used a few years ago to maximise the learning experience for new teams. There was discussion about the standard and levels of teams that different agency’s send to participate. Item 3: Richard Hobbs – cameras and Wi-Fi: Richard asked if the committee consider live streaming to big screens and the web to maximise learning. Action: Research & Education Officer Peter to investigate. Item 4: Peter Bradow – Returning to ‘on road’ performance: Peter spoke about returning to the ‘on the road’ performance, not using ‘competition tricks’ to gain advantage. Dave Mitton suggested these issues are not deal breakers, which facilitates the number of teams we can accommodate in the challenge. He suggested if it is not broken, don’t fix it. Clayton reminded all that part of ARRO is innovation and that a lot of the equipment on trucks today has come from the Challenge environment. We need to be careful that changes don’t stifle this. Andrew Murton supported Clayton’s comments about the idea of keeping the process of innovation alive. Action: Tech Committee to review.

Item 5: Brad Setch – Medical content of Challenge: Brad proposed a discussion over the next 12 months to change the medical content of the challenge. Brad has suggested another CMT member to manage the medical aspects of the Extrication Challenge separately from the Trauma Challenge to ensure better coordination. Brad also spoke about the importance of succession planning. Brad suggested an additional position within the tech committee to separate the TC from EC. Action: Tech Committee to present proposal to the Executive. There being no further business, President Steve thanked all for attending the meeting, and closed it at 2115 hours.


PO Box 1029, Newport, Vic, 3015, Australia


President: Steve Rothwell Governance & Compliance: Glen Maule


President’s Report

Annual General Meeting Saturday 25th July 2015

It is with pleasure that I am able to present my last report as President of ARRO. This report outlines the activities that have occurred over the last twelve months and also serves to provide some commentary in relation to future directions. Both Committees (Exec and Tech) continue to remain very active. ARRO’s Strategic Plan (2014-2017), which is available on our web site, identifies a number of key result areas, goals and strategies. The balance of my report will reflect our progress in each of these areas. Contribute to community safety and the saving of life There remains limited activity in the form of agency based regional and state Challenges in the lead up to the Australasian Challenge. Despite this, support for the Australasian Challenge remains strong with 17 teams representing 3 countries participating in this year’s Challenge. The support for the Australasian Challenge from our sponsors, Kidde, Holmatro and Holden has continued to ensure the quality of our challenge remains unrivalled throughout the world. I am also pleased to report that in conjunction with this year’s hosts, the NTFRS, ARRO was able to auspice the CHOICES road safety program, aimed at ‘Learn to drive’ aged adolescents. This was conducted on Wednesday of this week and attended by a record 193 students from 5 schools. Gather and provide innovative ideas and technical information to the industry e-News emails have continued to remain the main stay of our communication to members. Since last year’s AGM we have sent a total of 17 e-News updates (same as last year). This includes reference to 2 manufacturer Emergency Response Guides updates and on a positive note only 3 ‘Risk to Rescuer’ advisories, reflecting a reduced number of vehicle manufacturer product recalls. Although we do note that one of those recalls involves some 34 million faulty airbags. The web site continues to be an extremely valuable and useful tool across both our membership and the industry more broadly. In the year to 30 June there was 411,029 hits on the web site. This is up 21% on the same time last year (340k hits). Facilitate Australasian Challenges, symposia and workshops The overall rating for the ARRO hosts Australasian Rescue Challenge 2014 was 5.2 out of 6 or 87% (up 5% on the previous year) satisfaction.

Comments from teams reflect that the event was very practically orientated and flowed well, as did the symposium. The only constructive suggestions were in relation to a centralised hotel and entertainment. This has been reflected in this year’s event with the Rescue Bar running at our event hotel. This year I would like to acknowledge the efforts of the local Alice Springs organising committee, led by Dave Letheby, for the outstanding effort, with very limited resources, to pull together this year’s challenge. I am sure all members will agree with me that the event has been an outstanding success so far, with one day still to go. The Financial Report, to be presented shortly, will reflect the implications for ARRO of bringing the Challenge to a remote location such as this. Another learning area that ARRO has been involved in the delivery of is the development of a DVD in partnership with QFES. Significant thanks and acknowledgement should go to our Research and Education Officer, Daryl Rush, for his tireless efforts leading this project over a number of years. Create networks with other relevant peak bodies nationally and internationally ARRO continues to remain a member of the World Rescue Organisation and was represented by the 2013 Australasian Champions, Hurstville and the Runners Up, South Barwon, at the 2014 World Rescue Challenge held in the UK. In 2015, ARRO will be represented by the team from Hawera, the 2014 Australasian Champions at the World Rescue Challenge to be held in Portugal. We wish them all the best. ARRO also continues to be a member of a number of Australasian Peak Bodies, including the Australasian Council of Road Safety, the Australasian Fire and Emergency Services Authorities Council and the Emergency Management Australia Road Rescue Manual review group. Initiate opportunities to promote the ideals of ARRO Our current membership as at tonight stands at 191, with a number of new memberships still to be processed. Although it is pleasing to see that many members have already renewed their membership this financial year, it is incumbent upon all of us to both ensure we renew our membership in a timely manner, as well as encourage new members to join and contribute to the organisation’s body of knowledge. Sponsorship ARRO continues to seek on going organisational sponsorship in order to maintain our financial viability. As will be reported in the report, taking on the Challenge last year produced an interesting and mix financial result for ARRO, given that we had to make a number of large capital investments. These investments have already stood us in good stead this year, being able to support our hosts, NTFRS, with equipment, without which they would not have been able to mount the event. It has also significantly impacted on financial reserves. Closing Comments I would like to thank all ARRO members for your continued support and interest in developing the science of road rescue in Australasia. Steve Rothwell President




President: Steve Rothwell Governance/Compliance: Glen Maule


Technical Committee Report for the 2015 ARRO AGM The Technical Committee members for 2014-2015 are Tim Fox, Dave Stackhouse, Mick Vanderzalm, Brad Setch & Daryl Rush. Paul Jerome has also assisted the committee throughout the year. The Technical Committee has worked hard throughout the past 12 months preparing for the 2015 Challenge in Alice Springs. We have worked extremely closely with the two main organisers from NTFRS, Dave Letheby and Jim Bateman. Together we have created an event that we hope is challenging and fair for all teams and well as an enjoyable experience in a unique part of Australia. In 2014 the Time Critical was introduced and was a great success. This 30-minute event replaced the 20-minute immediate event and was well received by both the teams and the assessors. It is with confidence that the Technical Committee has programmed it into the 2015 Outback Rescue. The Technical Committee has started a review of the Shadow Assessor system. This year we introduced an ARRO CMT Scholarship Program. This program was introduced to cover a shortfall in medical assessors for Outback Rescue. The Technical Committee will review the outcomes of this pilot scholarship program and will make recommendations to the Executive Committee based on the outcomes of this review. In March this year the Technical Committee assisted our Major Sponsor, Kidde/Holmatro run a rescue training forum called the “Rescue Experience”. Holmatro’s head of training Ian Dunbar hosted this forum. This was a very successful event, and the Technical Committee were pleased to be able to assist our Major Sponsor with the event. The Technical Committee would like to thank the tool suppliers, Kidde/Holmatro for their continued support supplying tools for the Challenge Pits. Without their ongoing support this we could not run this event. The Technical Committee would once again like to thank the Challenge Management Team for giving up their time and bringing their expertise the Challenge. Without you this Challenge would not be able to take place. I would like to offer a sincere thank you, to each and every one of you. Tim Fox Chairman, ARRO Technical Committee




President: Steve Rothwell Governance/Compliance: Glen Maule


Annual Financial Report Presented to the Annual General Meeting 25 July 2015

By Glen Maule, Governance & Compliance Officer For the financial year 1 March 2014 to 28 February 2015

Mr President and Fellow Members, I am pleased to present ARRO’s financial statement for the financial year ended 28 February 2015. This report is longer than previous year’s and reflects some of the financial challenges ARRO has faced and also the net result of our first effort to host the Australasian Rescue Challenge ourselves. This financial report reflects an operating loss of $9,867.73 for the year. The report also reflects a closing balance in the operating account of $46,370.45. It should be noted that this includes two rounds of $30,000 sponsorship from our Gold Sponsor, Kidde/Holmatro – the 2014 and 2015 sponsorship. Despite a slight increase in our membership, the operating loss was largely due to a significant capital acquisition program ($29,555.67) undertaken in the 2014/15 year associated with ARRO hosting ARC14 under our own auspices. This capital investment will not only serve ARRO well, but also considerably ease the burden on future agency hosts. Most of the equipment was capable of being ‘written off’ within the year of purchase, due to the purchase price of individual items, or their depreciated value at the end of the financial year. However, the two shipping containers purchased to house all the equipment remain as fixed assets on the balance sheet and will be depreciated over their estimated 5 year life span, in line with the Australian Taxation Office guidelines. As stated our membership revenue has increased from $31,500 to $32,100. The accumulated equity at the end of the financial year totals $138,976.39. The profit and loss statement reflects a number of significant changes in cash flow associated with continuing strategic initiatives implemented by the Executive. This includes a further decrease in committee expenses from $19,624.18 in 2013/14 down to $14,165.97 in 2014/15. This was due to having only one face-to-face meeting and making greater use of Skype for Committee business, and a reduced cost for the Executive Officer from the budgeted $15,000.00 down to $4,200.00. This was due to a slight reduction in the hours provided by the Executive Officer and as a result of the diminishing ARRO funds, a decision by Paul to provide in-kind sponsorship by Paul’s company to ARRO for the balance of nearly 350 hours committed over the last 12 months. We should reasonably expect this may increase closer to the originally budgeted figure next year with a change of Executive Officer. Financial Report on ARC14 High Profile Events (HPE) was engaged as a conference and events organiser to assist in the delivery of ARC14 at Lardner Park on behalf of ARRO. As such HPE collected all revenues associated with the event, and paid most event related outgoings on behalf of ARRO. This strategic decision was made to ensure ARRO’s turnover remains under the GST registration threshold for Association’s of $150,000 which would place an increased reporting burden on the organisation.

Looking at the event financials in isolation, HPE reported the following: ARC14 event income made up of $159,873.65

• Communications Sponsor • Team entry fees • Reimbursement of CMT extras (accom., dinner guests) • Symposium registrations – extra ticket sales • Presentation Dinner - extra ticket sales • Opening Drinks - extra ticket sales • Sale of scrap metal from cars • Trade display booth sales

ARC14 event expenses made up of $157,189.62

• Venue hire • CMT accommodation • Event marketing • Conference organiser fees • Catering (bump in days, Symposium, event days, dinner) • Equipment hire/purchase (AV, forklifts, excavator, cache resources) • Consumables

Net result to ARRO – Challenge Activities Income of: $2,684.03 This represents an outstanding result for ARRO and is a credit to the members of the Executive and Technical Committees, supported by the 2014 CMT, for their extra efforts in hosting last year’s event and making it a cost surplus event. The outlook for 2015 remains financially challenging. This year’s event has already seen an increase in CMT expenses, which place a significant drain on our very limited funding. Although largely due to increased CMT travel costs due to limited flight options to Alice Springs, we have also experienced a number of other unanticipated additional costs this year. This combined with an anticipated return to higher Executive Officer budget line, equipment maintenance and replacement costs we are likely to see a larger deficit at the end of the 2015/16 year, which will further drain our reserves. Without the ongoing support of our principle sponsor, Kidde/Holmatro, as well as increasing membership or our membership fees, or attracting more sponsorship, we may face a bleak and somewhat shortened future. In line with the changes to legislation governing Incorporated Associations with our level of turnover, there is no longer a requirement for ARRO to have the financial records independently audited. In place of this and in accordance with the new Legislation, the Committee will now submit documentation to Consumer Affairs Victoria certifying that the Annual Statement is a “true and fair” record of the financial position of the Association. I move that: “The financial report be adopted.” Glen Maule Governance & Compliance Officer

Australasian Road Rescue OrganisationPO Box 1029, NEWPORT, VIC 3015

Telephone: +61 (0)3 9008 0027Facsimilie +61 (0)3 8677 2508

Balance Sheet

As of February 20156/03/20156:50:11 PM

AssetsCurrent Assets

Cash Manager (Ops) 2811 $46,370.45Com Fee Saver (Merchant) 5267 $1,188.11Term Deposit 6424 $83,155.29

Total Current Assets $130,713.85Fixed Assets

Shipping Containers $10,328.18Shipping Containers Dep -$2,065.64

Total Assets $138,976.39

Liabilities

Net Assets

$138,976.39

EquityPrior Year's Surplus/Deficit $22,078.08Retained Earnings $126,766.04Current Year Surplus/Deficit -$9,867.73

Total Equity

$138,976.39

Australasian Road Rescue OrganisationPO Box 1029, NEWPORT, VIC 3015

Telephone: +61 (0)3 9008 0027Facsimilie +61 (0)3 8677 2508

Profit & Loss Statement

March 2014 through February 20156/03/20156:51:05 PM

IncomeSponsorship Income

Chubb Fire Safety $30,000.00Total Sponsorship Income $30,000.00Challenge activities Income $2,684.03Membership subs.

Associate Member $4,975.00Agency Member $13,600.00Individual Member $11,025.00Affiliate Member $2,500.00

Total Membership subs. $32,100.00Sales

Merchandise Sales $2,759.04Protective Clothing $438.61

Interest received $3,713.79Total Income $71,695.47

Cost of SalesMerchandise purchases $1,150.23

Total Cost of Sales $1,150.23

Gross Profit $70,545.24

ExpensesGeneral Office Expense

Bank account Fees $12.00NAB Connect Fees $334.50Merchant Charges $553.69Stationary & Printing $18.00Insurance $3,438.00Postage $121.00PO Box Rental $107.00Courier $46.51Computer Internet Connection $180.00Web Site Ex. $381.10

Total General Office Expense $5,191.80Legal & Accounting

Registrations / Incorporations $51.40Memberships and Subs $145.00

Total Legal & Accounting $196.40Clothing (Corporate & PPE) $3,118.57Executive Officer $4,200.00Travel & Accommodation General

Committee Travel/Accommodation $6,185.81Meals and catering $1,045.25WRO Team Support $5,000.00

Total Travel & Accommodation General $12,231.06Australasian Challenge expense

Challenge travel - committee $6,509.91Challenge travel - CMT $9,234.20Challenge accom CMT/Committee $425.00Challenge allowances CMT/Comm $5,113.97Challenge fuel $319.98Challenge Equipment Purchases $29,555.67Challenge Consumable purchases $1,022.81Challenge Trophies/ engraving $2,293.60

Australasian Road Rescue Organisation

Profit & Loss Statement

March 2014 through February 20156/03/20156:51:05 PM

Total Australasian Challenge expense $54,475.14Workshop/training expenses

Instructor hire/licencing $1,000.00Total Workshop/training expenses $1,000.00

Total Expenses $80,412.97

Net Surplus / (Deficit) -$9,867.73

australasian road rescue organisation incclayton allison indicated that new teams were first up in...

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