MINUTES of Annual General Meeting Boulevarde 3 Room, Holiday Inn Hotel 22 View Avenue, Surfers Paradise, Queensland 8.00pm Friday 7 th June 2008

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1 Australasian Road Rescue Organisation Inc PO Box 831, Toowoomba Qld 4350 Telephone: (07) Facsimile: (07) President: Lee Johnson Secretary: Glen Maule MINUTES of Annual General Meeting Boulevarde 3 Room, Holiday Inn Hotel 22 View Avenue, Surfers Paradise, Queensland 8.00pm Friday 7 th June 2008 President, Lee Johnson, opened the Annual General Meeting at 2003 hours, welcomed and thanked everybody for attending. Attendance Lee Johnson, Paul Jerome, David Coldbeck, Glen Maule, Daryl Rush, Steve Rothwell, Peter Guard, Garry Mikhail, Shane Cole, Michael Mahoney, Brad Setch, Brett Rogers, Steve Turfrey, Gary Bragg, David Mitton, Ray Polaski, John Young, David Stackhouse, Paul Salter, Leo Cartwright, Michael Dodds, Michael Vanderzalm, Wayne Barnes, Stan Hendy, Darren Zeller, Tim Fox, Mike Kimber, Darryl Chaplain, Martin Seward, Mandy Cannary, Paul Elliott, Alun Williams, Michelle Burgess, Robert Cronk, Paul Muir, Nigel Lilley, Gordon Graham Apologies John Denny and Sandy Barnes Registration of Proxy Votes Kenneth Brokenshire proxy with Peter Guard John Denny proxy with Tim Fox Peter Cocks proxy with Paul Jerome Minutes of previous meeting The minutes of the previous meeting were a true and accurate record of the proceedings. Moved Garry Mikhail Seconded Brad Setch Motion Carried Business arising: Nil Presentation of Presidents Report The President, Lee Johnson, presented his report for the previous year. Proudly supported by

2 Presentation of Technical Committee Report The Vice-President and Chair of the Technical Committee, Paul Jerome, presented the report for this committee. Paul asked the minutes to reflect a vote of thanks from the Technical Committee to the Queensland Fire and Rescue Service for hosting an excellent challenge this year. Presentation of Financial Report The Treasurer, David Coldbeck, presented the financial report for the financial year ending 29 th February The Treasurer tabled copies of the report from the Auditor on the financial status of the Association. David also advised that the auditor for the FY 08/09 will be decided by the incoming Treasurer. Motion: That the Treasurer s report be accepted as presented. There was discussion on various items on the report. Moved David Coldbeck Seconded Martin Seward Motion Carried Special Resolutions: Nil Election of Office Bearers The following positions are up for re-election at this year s meeting:- Vice President Secretary General Committee Position (currently held by Steve Rothwell) General Committee Position (currently held by Daryl Rush) As there was only one nomination for each of the Vice President and Secretary positions, the nominees for those positions were accepted to the position without further discussion. President Lee announced the resignation of David Coldbeck as Treasurer effective as of this meeting. He advised the meeting that as per the Rules of Association, the Committee has appointed Steve Rothwell to fill the position of Treasurer for the next 12 months when the position is up for election. Three nominations for the General Committee positions were received. Steve Rothwell has subsequently withdrawn his nomination for one of the General Committee positions up for election this year. The successful nominations for this year s Committee positions are:- Vice President Paul Jerome Secretary Glen Maule Treasurer Steve Rothwell (until AGM 2009) General Committee Daryl Rush General Committee John Denny Congratulations to all duly elected persons.

3 General Business World Rescue Organisation Report President Lee Johnson s report quoted earlier included any issues pertaining to the WRO. Location and date of 2009 Australasian Challenge President Lee Johnson confirmed that the New South Wales Fire Service in conjunction with the State Emergency Service of New South Wales will host this event. Places for the 2010 challenge are still open. President Lee Johnson thanked everyone for the participation in the meeting and especially the ARC event here in Queensland and wished them good luck over next few days at the remainder of the challenge. Congratulations to members of State RCR Committee for putting together this event. President Lee acknowledged the passing of ARRO member Michael Jahnes. Meeting closed at 2047 hours. General discussion Shane Cole raised the possibility of nominating David Coldbeck for honorary life membership. This matter will be discussed at the next ARRO Executive Committee meeting. David Mitton is seeking guidance for the new Technical Sub Committee in regard to scenario managers not having to be accredited as assessors. There is no firm policy, so the new committee will consider all possibilities. Brad Setch raised the possibility of changing the current overalls to a two piece uniform. Costs associated with this initiative may be prohibitive to being a successful outcome. This may be achieved in the future to replace overalls as required with the new concept. Is there a possibility of reintroducing more merchandise? Yes. Maybe the shirt with a tie would be appropriate for official ARRO functions. The Executive Committee will consider this along with a dress code for challenges. Alun Williams asked if there are any members having problems with the web site? Paul asked for a show of numbers to indicate issues. Six members indicated some problems were being experienced. Paul asked these members to see him prior to the challenge finishing and he will undertake some one on one communications to sort out the issues. Daryl Chaplain asked if the Chubb renewal is greater than last year. Lee explained it is based on the CPI index. We are continually looking for new sponsors and the Committee welcome information from members if anyone knows of any leads to further our income to the Organisation. As Holmatro are now a joint sponsor with Chubb, we may need to look at having a Holmatro patch on our assessor overalls. Leo Cartwright asked why agency patches are only on the one sleeve. It was based on history where the assessor levels were previously worn on the other sleeve. President Lee Johnson closed the general discussion at 2105 hours.

4 Australasian Road Rescue Organisation Presidents Report Annual General Meeting Saturday 7 th June 2008 It is with pleasure that I am able to present my report to you for the past twelve months. The ARRO Committee have been very active over this time and have progressed with many initiatives to ensure your organisation is at the lead of road rescue technology. As we now have a Strategic Plan which is now available on the web site, I am pleased to provide information to you on our key performance indicators that are listed in this document. Contribute to community safety and the saving of life The Committee are continually looking at avenues to research new vehicle safety systems that are entering the market place. Across Australasia our various Challenges utilise many varying types of vehicles that are provided in kind to our State and Agency members eg Holden, Ford and Mitsubishi. The provision of these vehicles allows our front line professionals the ability to cut and explore the vehicles to find out what lays beneath their respective coatings. This training environment cannot be emphasised enough as to how much benefit is gained from these challenges. Gather and provide innovative ideas and technical information to the industry This year we have only produced two (2) newsletters but I believe they have been of a very high standard and have kept our members informed as to what is happening in the road rescue arena not only in Australasia, but also the World. A special technical committee meeting was held in Brisbane on 25 th & 26 th August 2007 where we invited several other ARRO assessors. This meeting reviewed all the guidelines and scoresheets and it looks like the World Rescue Organisation may adopt these new documents. This is a great accomplishment of the Technical Committee and I thank them all for their efforts and commitment in this field. Regular liaison with prominent rescue tool manufacturers is arranged by members of the Technical Committee. This ensures we are provided with the latest information regarding equipment and also avails the manufacturers to provide tools for the challenges. Facilitate Australasian Challenges, symposia and workshops The overall rating for the Australasian Rescue Challenge held in Perth was averaged at 4.2 out of 5. ARRO continues to work with our host agencies to provide annual road rescue challenges, symposia and workshop that meet and hopefully exceed your expectations. I may be biased but I think this has occurred again this year.

5 Establish and maintain Australasian standards for assessors Assessor records are maintained through the Assessor Co-ordinator position on the ARRO Committee. This position records the assessor activities that are sent in by the individual assessors and Chief Assessors which ensures standards are maintained or enhanced where necessary. Create networks with other relevant peak bodies nationally and internationally ARRO has continued to participate actively in World Rescue Organisation and last year sent four representatives to attend the World Rescue Challenge as assessors or score keepers and also the World Rescue Organisation Annual General Meeting. ARRO is highly regarded at this level and the World Rescue Organisation continues to seek our input into their challenges etc. The World Rescue Challenge for the coming years are scheduled for the following locations: Cardiff (Wales) 2009 (USA) 2010 TBA 2011 (TBA) Australia 2012 TBA Vice President Paul Jerome is the Chair of the World Rescue Organisation Technical Committee which helps ARRO maintain a very high profile in this area. Initiate opportunities to promote the ideals of ARRO The membership of ARRO continues to grow in all levels. We have had a very successful relationship with Repco in their care for your car day which seen a donation from Repco to ARRO of $35000 which assists this Committee to support assessors attending challenges without incurring huge personal expenses. We hope to expand this event into New Zealand next year. I wish to congratulate the current ARRO Committee for their dedication and commitment to their respective roles and wish the incoming Committee all the success for this next year. May I take this opportunity to publicly thank David Coldbeck for his dedication and commitment not only to ARRO but in his enthusiasm which seen him be a founding member of ANRARA. His long association and service to the Executive Committee is acknowledged and I would ask all members to join me in acclamation for recognition of this achievement. Lee Johnson

6 Australasian Road Rescue Organisation Inc PO Box 831, Toowoomba, Queensland, 4350 Telephone: (07) Facsimile: (07) President: Lee Johnson AFSM MIFireE Secretary: Glen Maule Report of the ARRO Technical Committee to 2008 Annual General Meeting 7 th June 2008 The ARRO Technical Committee met on two occasions since the last AGM. In addition there were numerous issues considered through conversations between various members of the committee. Over the year the committee has reviewed and refined or updated the following documents/policies: Challenge Management Guide which is published on the web site as an aid to hosts and potential hosts of the Australasian Challenge. The document outlines what ARRO will undertake to provide for the challenge and what ARRO s expectations of the host are in relation to the challenge. Challenge rules. Scenario design and classes. Scoring and assessment processes. Assessor policy. The role of the Assessor Mentor at ARRO challenges. All of this was undertaken having considered the feedback of teams that participated in the 2007 challenge as provided through the annual feedback survey. In addition, the Technical Committee has: Provided support and advice to the ARC 2008 hosts (Queensland Fire and Rescue Service) in relation to the technical aspects of hosting this year s challenge. At this point it is worth formally recording a vote of thanks on behalf of the ARRO Technical Committee to QFRS for their outstanding efforts in drawing together this year s challenge at what was short notice to ensure this year s event was able to go ahead. Sought nominations for and selected a Challenge Management Team for Liased with Holden and negotiated the donation of 75 vehicles for this year s challenge, as well the conduct of crush testing and scenario design issues utilising two VE Holden vehicles at the Holden Lang Lang (Victoria) test facility. Liaised closely with the World Rescue Organisation (WRO) Technical Committee with a view to developing a single set of worldwide common assessment guidelines and score sheets. Unfortunately this has not progressed as quickly as possible and there remains a large difference of opinion between those engaged in the debate. Reviewed the process for managing challenge management team activity records. While these were previously managed through the old web site, that functionality has not been translated across to the new web site due to the cost involved. Therefore it was agreed that this process would now be managed on an annual basis by the ARRO Secretariat through Chief Assessor reports and a confirmation report sent to each ARRO CMT member/assessor. Sought and considered nominations for world assessor roles at the 2008 World Challenge. Resolved to abandon the team groupings concept that has been applied to date at the Australasian Challenges. Proudly supported by

7 2 Developed a strategy to enhance the value of the workshop pit at the Australasian Challenges, which will be a focus of feedback from the 2008 challenge. Most importantly the Technical Committee presented a proposal to the Executive for its own restructure. After careful consideration by the Executive it was agreed to restructure the committee with 3 nominations being called from the broader ARRO membership and 3 from the existing Executive. As a consequence of this process the new committee, which met for the first time this week, is made up of: Paul Jerome, ARRO Vice President and link to WRO Glen Maule, ARRO Secretary Daryl Rush, ARRO Research and Education Officer Darren Zellar, FESA, WA Dave Stackhouse, NZFS Brad Setch, QAS I would like to thank all the members who nominated and welcome the above to the committee. In the year ahead the committee will: Formalise its terms of reference for presentation to the Executive Review the outcomes of the 2008 challenge Review and refine rules, assessment processes, assessor policy and scenario objectives Receive, consider and accept assessor applications for recognition and nominations for challenge management team roles Continue to foster links with Holden, challenge hosts and the WRO technical committee Paul Jerome Chair, Technical Committee

8 Australasian Road Rescue Organisation Inc ABN: P.O. Box 831, Toowoomba, Qld Telephone: (07) Facsimile: (07) President: Lee Johnson Secretary: Glen Maule Treasurer: David Coldbeck Mr. President and Members, AUSTRALASIAN ROAD RESCUE ORGANISATION INC. Annual Financial Report presented to the AGM June 7th 2008 By David Coldbeck, Treasurer For the financial year 1 st March 2007 to 29 th February 2008 I am pleased to present ARRO s Financial Statement for the financial year ended 29 th February This Financial Report reflects a very positive position although different from last year s financial report. The Operating Surplus of $23, this year reflects a higher figure by $3, from last year s report. Part of the increase is due to the fact that Repco made a promotional commitment to ARRO of $35K. Unfortunately Chubb Fire Australia did not renew their sponsorship of $27,500 for this period which would have significantly reflected a much higher balance. It is important to note that the Accumulated Surplus at the end of this financial year totals $171, This position has been achieved over the financial year by prudent financial management by the Committee and a steady growth in membership, the retention of Gore as a sponsor and as mentioned above the Repco promotion, which we hope will be on-going. The ARRO balance is sound and the Profit and Loss Statement reflects a surplus of $23, for the year ended 29 th February The key figures are Sponsorship - $41.000, Government grants $12,574 Challenge activity $14,435, (gross), subscriptions $20,450 (down approx $5600), and interest earned $7, This totals $106, and our expenses total $81, I point out here that some considerable expenditure was in traveling with the Committee being well represented at the WRO meeting in Spain. Membership income is down due to some agency and individual membership not being renewed. ARRO must ensure that this leakage does not continue. The very significant amount of sponsorship provided by Repco and Gore -Tex Australia represented our major income source. The future commitment of our sponsors is unknown at this time; however Chubb Fire Australia has renewed for three years. The Committee is also pursuing several sponsorship opportunities. It is also important for ARRO to continue to obtain a small financial return from the ARRO Australasian Challenges, thanks to the efforts of the committee and the host agencies. Attached are copies of the Balance Sheet and Profit and Loss Statement for your information. WKH Archer Pty. Ltd; Hamilton conducted the audit for 07/08. The auditor s report states the financial report presents fairly in accordance with the cash basis of accounting, as described above, (in the main body of the report) the Profit and Loss Statement and Balance Sheet of the Australasian Road Rescue Organisation Inc. for the year ended 29th February 2008 and its bank balances as at that date. The auditor s report is tabled and available for your perusal. I move that: The financial report be adopted. David Coldbeck Dated 21/05/2008 Treasurer ARRO ARRO 2008 AGM Report.

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