Draft Minutes of the Year 2001 NZAIA Annual General Meeting

 

Held at Capital House, 21 Manchester Street, Wellington

 

5.30 pm (started late due to overtime on the previous session), Friday, 16 February 2001

 

 

Present: Richard Morgan, James Newell, Nick Taylor, Sarah Talboys, Dianne Buchan, Paul Lister, Susanne Rose, Ann Pomeroy, Tom Fookes, Martin Ward, Deborah Hume, Caroly Brown, Doug Craig, Aaron Andrew, Tracey Morgan, Helen Dempster, Bob McClymont, Noreen Barton, Richard Peterson, Bobbi Schijf, Anna Johnson, Tom Davies, Neil Carrie, James Baines.

 

Apologies: David Johnson, Hugh Thorpe, Christine Cheyne, Margaret Brooker, Maire Dwyer, Ned Hardie-Boys, Jennifer Hand, Grant Power, Marilyn Stephens, Julie Warren, Pam Williams, Chris Cosslett, Gerard Fitzgerald.

 

The convenor noted that the reports prepared for the recent (December) 2000 AGM should be seen as background to reports for this AGM.

 

Minutes of 2000 AGM

 

Noted spelling error in Susanne's name.  Minutes otherwise accepted as an accurate record.

(Tom Fookes, Di Buchan)

 

Treasurers Report

 

The treasurer tabled and spoke to a financial report (attached).  This included the auditor's report for the 1998 year (attached)

 

The Treasurer noted that the Association has probably reached the bottom of the decline in the reserves predicted in the move to establish NZAIA from ASA.  Reserves are likely to start to accumulate again this year.

 

She recommended that the Association think seriously about raising membership fees and gaining sponsorship, such as for the newsletter.

 

The treasurer commended the work and the success of the student sponsorship programme managed by Susanne Rose, and thanked sponsors for their generous support.

 

Ann Pomeroy

 

The treasurer's report was accepted

 

 

Secretary's Report

The secretary reported that membership continues to rise.  Fully paid up members are now estimated to be above 150, with another 30 or so members not fully paid up.

 

He observed that the NZAIA web site (www.nzaia.org.nz), and saw further development of parts of the web site - such as some sort of online knowledge base, and development of the members only area, as being a priority for the next year.

 

 

James Newell

 

* The secretary's report was accepted

 

NZAIA Convenor's Report

 

Richard Morgan referred to the report he presented to the recent 2000 AGM. 

He commented that it was a steep learning curve, but we managed to achieve much of what we set out to do and referred to the report he presented to the recent Year 2000 AGM. 

He acknowledged Susanne Rose's work as student representative and her efforts to establish the programme to subsidise student attendence at the Conference.

He complemented Martin Ward and Noreen Barton for their work on developing the NZAIA professional forum in Wellington.

There was discussion of the forum and the way it had been attracting a wide range of people who had no involvement with impact assessment before.

Richard thanked Maire Dwyer, assisted by Dianne Buchan, Julie warren, Ann Pomeroy, James Newell, Sarah Talboys and others for their persistence in getting the NZAIA 2001 Conference off the ground.

Richard Morgan referred to the newsletter and thanked him for his efforts on the newsletter.  The material presented at the conference provided a rich resource for future newsletters.

He thanked Gerard Fitzgerald's for his efforts as his predecessor in the job of convenor.

 

The report was accepted.

 

 

Election of Officers and Core Group

 

Convenor

 

Richard Morgan was renominated for this position.  There were no other nominations.  He accepted the nomination.

 

Richard commented that he was unlikely to be available to continue as convenor from mid-2002 - meaning that someone else* would need to be ready to take over the position at that time.

 

(*Note : This position is usually held for at least a two year term because of the need for continuity - but it has sometimes been job-shared.  It is the key leadership role in NZAIA, but the secretary is responsible for administration)

 

Secretary

 

James Newell was nominated for this position.  There were no other nominations.  He accepted the nomination. 

 

Sarah Talboys volunteered to work with the Treasurer as minute secretary, keeping the minutes of the core group meetings to reduce the load on the secretary.

 

Treasurer

 

Ann Pomeroy indicated that she wished to step down as treasurer.

 

Bob McClymont was nominated for the position by Dianne Buchan.  There were no other nominations and he accepted the position.

 

The massive effort that Ann Pomeroy had put in to tidy up the year 1999 and 2000 NZAIA accounts was acknowledged.

 

 

IANZ editor

 

Nick Taylor accepted renomination as coordinating editor and Dianne Buchan speaking for Chris Cosslett indicated that he would continue as layout editor. 

 

Nick said that he would happily accept any offers of help with the load of the editing role.  Richard Morgan suggested that it would be a big help if a true editorial group was developed, of say two other people, especially with regional structure developing.  Nick Taylor said that Mary Jane Rivers had offered to help put together a column or series on participation and consultation over this year. 

 

Anna Johnson (a PhD student at Otago) said that she would be happy to help with the newsletter after March, and her offer was accepted.  Bobbi Schijf (also an Otago PhD student) offered to work on the newsletter, and was accepted.  Martin Ward commented that there is a long tradition of student "collectives" running newsletters.  Dianne Buchan nominated Richard Peterson to work with Anna and Nick on the newsletter.  He accepted the nomination. 

 

Other Core Group:

 

Susanne Rose continues her work in the role of student representative.

 

Ned Hardie-Boys had advised that he is going to England for 18 months and would not be available, but would be keen to keep in touch and become involved with NZAIA on his return.

 

Maire Dwyer had indicated that she would not be available as she was heading to Africa for a year or two.

 

Dianne Buchan retired from the core group, noting that Chris Cosslett and Sarah Talboys would be participating in the core group from her team, and she could perhaps be called on for help if and when needed.

 

Gerard Fitzgerald, Jennifer Hand, Deborah Hume, David Johnston, Paul Lister, Marilyn Stephens, Martin Ward, Pam Williams, Julie Warren were renominated to the core group (subject to confirmation by those nominees not present at the AGM) .

 

Richard Morgan commented that there is an issue of the nature of the core group.  People usually came into the core group now to do certain things.  Over time as the Association is evolving it will become increasingly a management group.

 

Tom Fookes drew attention to the fact that there is a need for an Auckland voice and nominated Tom Davies to the core group anticipating that he would be based in Auckland later in the year and recognising the gap left by the resignation of David Hill.  Richard Morgan said that regional representation on the core and that teleconferencing makes it a lot easier to get regular involvement of those out Wellington.  Tom Davies accepted nomination.

 

Doug Craig (also of Auckland) volunteered his services to the core group and his nomination was accepted.  He was keen to work with Susanne Rose on the Tertiary education / student group amongst other things.

 

Richard Morgan commented that there is a sort of "emeritus" role played by people who have moved through the core group, who can act as a sort of high level advisory group that NZAIA can call on when it needs help on specific issues.

 

 

General Business

 

Promotion and Communications

 

Tom Fookes raised the issue of method of distribution of the brochure.  Richard Morgan commented that this is the big issue for the Association - how does it get its message out / interact with the outside world.  Tom Fookes offered to arrange distribution of the NZAIA brochure through the NZPI network.  Richard said that the strategy for promotion of NZAIA will be an issue for this year now that an initial NZAIA brochure has been developed.

 

Martin Ward offered to work with two or three other people on the core group to develop this promotion / communications strategy.  Deborah Hume and Anna Johnson agreed to work with Martin on this. This was agreed.

 

Tom Fookes observed that with Doug Craig, Tom Davies and himself there is close to a critical mass for Auckland participation.

 

Richard Morgan commented this task also involves developing a regional presence and activities and having a regional contact person.

 

Membership Fees

 

Nick Taylor proposed that the membership fees be increased by $5 to $35 per year and increasing the late membership rate to $50 per year. 

 

Ann Pomeroy commented that it would be best to keep the student or low income membership fee at $10.

 

Martin Ward commented that membership fees are very low and suggested that a more substantial increase - of say $10 per year might be more appropriate.

 

James Newell suggested that another approach might involve a higher rate for a professional membership group, but that this would involve a change to the constitution.

 

Nick Taylor thought that this would be too cumbersome.  Most people in the organisation come from a professional background of one kind or another, and are members of a range of professional groups.  Also that we encourage membership of IAIA, which is expensive.  Therefore any membership fee increase should be modest.

 

It was noted that the 3 year membership fee would also need to be adjusted for consistency with a revised annual rate.

 

Aaron Andrews suggested that we consider a corporate fee.  Corporate membership could carry some weight.  The comment was made that any professional membership or certification process could introduce liabilities for NZAIA, and that this matter would need to be considered in any changes in membership categories.  James Newell observed that introduction of any new membership category would require change to the constitution, and would therefore have to be put to and passed at the next AGM.

 

Tom Fookes suggested that the core group step back a bit and have a budget discussion before settling on a rate.  He moved that the AGM authorise the core group, after considering a financial report, to set a new membership rate of up to $10 to be effective from the 1st January 2002.  Nick Taylor amended the motion to include consideration of a corporate rate as part of that package.

 

The motion with its amendment was passed.

 

Accreditation

 

The issue of professional accreditation was discussed.  Various ways in which NZAIA could move down that road were discussed.  Listing of professional members on the web site might be a service that could be offered by NZAIA.  Richard Morgan observed that the South African branch of IAIA has established one type of system.  Any form of direct accreditation of individuals could carry with it implications for the association of any prospect of suits of malpractice.  Dianne Buchan and Tom Fookes outlined aspects of the New Zealand Planning Council model which accredits the academic course rather than the individual, thus removing liability for individual malpractice. 

 

It was agreed that the core group consider the issue of professional accreditation and come back to the next AGM with recommendations.

 

Student Representative

 

Susanne Rose thanked the core group and particular members for their support for the grant scheme for student participation in the conference.  As spokesperson for the student group, she reported that the year was successful in assisting two students from Canterbury, four from Otago, one recent Lincoln graduate based in Wellington and one Auckland student to attend the conference.  Next year it should be possible to extend the scheme further and increase participation from Auckland and other universities.  The scheme could be promoted earlier next year, hopefully increase the amount of sponsorship, and further evolve the concept.

 

2002 Conference Organisation

 

Richard Morgan noted that he would be coming back to the new core group at its first meeting with a series of ideas that he wouldn't go through at the AGM, but that planning for next years conference should be started early on, especially in terms of publicity.  Informal discussions on this were held over nibbles on Thursday night, and it would be useful if people continued the discussions at the conference dinner and the rest of the conference. 

 

Richard suggested that perhaps next year's conference might be held in Canterbury.  Otago might be a venue for the following year.  A firm decision on the venue and timing for the 2002 conference should be made soon.

 

Dianne Buchan nominated James Baines to be the conference coordinator for 2002.  James agreed to consider the matter and advise the core group whether he would take on the role.

 

The officers and core group elected for the Year 2001 are therefore :

 

Convenor: Richard Morgan

Treasurer: Bob McClymont

Secretary: James Newell

Minute Secretary: Sarah Talboys

IANZ Editorial Group

Nick Taylor (coordinating editor)

Anna Johnson, Bobbi Schijf and Richard Peterson - editorial support

IANZ Layout Editor Chris Cosslett

Student Representative : Susanne Rose

Promotion / Comunications Strategy : Martin Ward (coordinator), with Anna Johnson and Deborah Hume

NZAIA 2001 Conference Coordinator : James Baines

 

Other Core Group: Tom Davies, Doug Craig, Gerard Fitzgerald, Jennifer Hand, Deborah Hume, David Johnston, Paul Lister, Pam Williams, Julie Warren.

 

 

 

* There was no other business.

 

The meeting closed at about 7.15 pm.

 

 

New Zealand Association for Impact Assessment (Inc.)

Statement of Financial Performance

Year Ending 30 December, 2000

 

 

 

 

 

 

 

 

 

 

1998

 

1999

 

2000

 

 

 

 

 

 

 

 

 

Income

 

 

 

 

 

 

 

4000

Subs Paid

$ 4,470.69

 

$ 5,693.29

 

$ 3,601.54

 

 

Subs in advance (liability)

$ 627.00

 

$ 603.00

 

$ 957.55

 

4010

Workshop/Conf Income

$ 4,435.00

 

$ 8,355.00

 

$ -

 

4020

SIAN income

$ -

 

$ -

 

$ -

 

4030

Donations

$ -

 

$ -

 

$ -

 

4040

Extraordinary Income

$ -

 

$ -

 

$ -

 

7000

Interest Income

$ 346.24

 

$ 163.92

 

$ 84.63

 

TOTAL INCOME

$ 9,878.93

 

$ 14,815.21

 

$ 4,643.72

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Expenses

 

 

 

 

 

 

6005

Post-box Rental

$ 115.00

 

$ 115.00

 

$ 120.00

 

6050

Photocopying/Printing

$ 840.70

 

$ 840.70

 

$ 102.38

 

6060

Web Site

$ 1,251.24

 

$ 1,251.24

 

$ 1,470.96

 

6065

SIAN Expenses

$ 3,154.44

 

$ 3,154.44

 

$ 2,756.17

 

6075

Wkshop/Conf Expenses

$ 2,407.92

 

$ 7,230.12

 

$ 1,722.55

 

6095

Meeting Travel/Phone Expenses

$ 1,722.71

 

$ 619.11

 

$ 1,145.97

 

6100

Accounting/Audit Cost

$ -

 

$ -

 

$ -

 

8000

Tax

$ 19.61

 

$ 37.07

 

$ 31.22

 

6120

Bank Charges

$ 10.00

 

$ -

 

$ -

 

6130

Hire of Consultants

$ -

 

$ 500.00

 

$ -

 

6200

Extraordinary Expenses*

$ 543.29

 

$ 225.00

 

$ -

 

6250

Affiliations

$ -

 

$ 262.08

 

$ -

 

6300

Contract for Service

$ 1,770.60

 

$ 3,531.53

 

$ -

 

 

Subs paid in advance (liability in 2000)

$ 603.00

 

$ 957.55

 

$ 535.00

 

TOTAL EXPENSES

$ 9,660.89

 

$ 18,723.84

 

$ 7,865.94

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

NET INCOME (LOSS)

218.04

 

(3,908.63)

 

(3,222.22)

 

 

 

 

 

 

 

 

 

*computer software

 

 

 

 

 

 

 

 

New Zealand Association for Impact Assessment (Inc.)

Statement of Financial Position

Year Ending 31 December 2000

 

 

 

 

 

 

31 December 1997

31 December 1998

31 December 1999

31 December 2000

 

 

 

 

 

Assets

 

 

 

 

Savings

$5,961.39

$6,248.21

$0.00

$0.00

Cheque

$4,635.44

$3,201.09

$9,450.07

$2,591.36

Accounts Receivable

$0.00

$595.00

$665.00

$0.00

 

 

 

 

 

TOTAL CURRENT ASSETS

$10,596.83

$10,044.30

$10,115.07

$2,591.36

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Liabilities

 

 

 

 

Accounts Payable

$1,069.04

$322.47

$3,947.32

$68.38

Subs in Advance

$627.00

$603.00

$957.55

$535.00

Total Liabilities

$1,696.04

$925.47

$4,904.87

$603.38

 

 

 

 

 

Capital

 

 

 

 

Income and Expenses Summary

$10,907.40

$8,900.79

$9,118.83

$5,210.20

Net Income

-$2,006.61

$218.04

-$3,908.63

-$3,222.22

Total Capital

$8,900.79

$9,118.83

$5,210.20

$1,987.98

 

 

 

 

 

TOTAL LIABILITIES AND CAPITAL

$10,596.83

$10,044.30

$10,115.07

$2,591.36