Treasurer s Report & 2012 Annual Financial Report 2013 NZILA AGM, Auckland, 9 April 2013

Transcription

1 New Zealand Institute of Landscape Architects (Inc) Treasurer s Report & 2012 Annual Financial Report 2013 NZILA AGM, Auckland, 9 April 2013 Final

2 Contents Page Treasurer s Report Overview Investments and Interest Income Operational (Cheque) Account Subscription Income Subscription Income Operational Account Budget vs Actual Comparison Expenditure Notes 1.4 Conference Account Awards Account IFLA 2013 World Congress Westpac Account Summary of NZILA Financial Position at 31 December Treasurer s Strategy Budget Explanation Proposed Draft 2013 NZILA Operational Budget Projected Subscription Income Chart Proposed Income Proposed Expenditure Special Projects Endorsement 9 3. Recommended Motions 10 Appendix 1: 2012 Annual Financial Report & Auditor s Report Appendix 2: 2011 Annual Financial Report & Auditor s Report Treasurer s Report & 2012 Annual Financial Report 2013 NZILA AGM, Auckland, 9 April 2013

3 Treasurer s Report 1.1 Overview The NZILA Executive Committee is pleased to present this Treasurer s Report and the Annual Financial Report that has been prepared by our accountants, Iles & Campbell Limited, for the 2012 calendar year. This information summarises the financial position of the Institute and the NZILA Executive s management of our operational (cheque), investment and other bank accounts during The Annual Financial Report 1 (refer Appendix 2) indicates an overall surplus for 2012 across all NZILA entities of $32, at the end of December Looking back to the 2011 AGM Treasurer s Report, the NZILA Executive Committee predicted that our 2012 financial management would be much improved to that compared with This prophecy was realised with thanks to our Executive Officer, Vicki Clague, who has put in place excellent financial management systems and processes since her appointment in November This hard work has been acknowledged by our auditor who outlines: We noted a significant improvement in the quality of the society s financial records from the 2011 year to the 2012 year As such, the NZILA Executive is pleased to report the receipt of an Unqualified Audit report for the 2012 Annual Financial Report, compared to a Qualified report the previous year. The NZILA Executive also note that the auditor holds confidence in the systems and reporting for the 2013 IFLA World Congress accounts that are being managed remotely on behalf of the NZILA by The Congress Company, under the watchful eye of the Congress Sub-committee. Members will note that this report includes a copy of both the 2012 and the 2011 Annual Financial Report (refer Appendix 1) for endorsement by the membership at the 2013 AGM. Members will recall that at our 2012 AGM (at Lincoln University in June 2012), only a Draft (unaudited) 2011 Annual Financial Report was available at that time. The draft version was accepted by the membership, subject to the findings of a subsequent audit. Now that this process has been completed, the NZILA Executive present both the final audited 2011 and the final audited 2012 Annual Financial Reports for acceptance by the membership at this 2013 AGM. Finally, our Proposed Draft 2013 Operational Budget closely follows actual expenditure from 2012, with the exception being an increased allowance for the costs of administrative functions. We have also aimed to include budgets for agreed Special Projects within the Operational Budget moving forward to better reflect and track our actual operational expenditure. 1 Note: the figures shown in the Annual Financial Report differ in places from those set out in the 2012 Treasurer Report. The Treasurer records on actual transactions that take place during the year from bank statements, while the Accountant adjusts the data to take account of the crossovers between one financial year and another. Treasurer s Report & 2012 Annual Financial Report 2013 NZILA AGM, Auckland, 9 April

4 1.2 Investments and Interest Income (a) Term Deposit Start Year $136, End year $141, Deposits (Withdrawals) 0.00 Interest Income $5, (b) Simple Saver Start Year $20, End Year $37, Deposits (Withdrawals) $15, Interest Income $1, (c) Operational Account Income (Interest) $ Total Interest Received $6, Discussion 2011 Total Interest Received $7, Total Interest Received $7, The NZILA holds investment funds in three Westpac savings accounts, in addition to our Westpac operational (cheque) account, our conference account, our awards account and an account for the IFLA 2013 World Congress. The investment funds in two of these savings accounts are Term Deposits: one being a larger amount (of around $115,000) which is fixed on a 180-day term; and the second is a smaller amount (of around $27,000) which is fixed on a 120-day term. The total of these two Term Deposit accounts is shown in (a) above. The interest rate we receive on these deposits varies throughout the year 2. The third savings account is a ready access Simple Saver account, with investment funds being available throughout the year to top up our operational account. In other words, in the first half of the year, when subscriptions are received into the operational account, funds are moved into the ready access savings account. Then, when required throughout the second half of the year, funds are progressively moved back into the operational account. The total funds in the ready access Simple Saver account is shown in (b) above. The interest rate we receive on this savings account is not as high as that we receive for our term deposit amounts. Previous NZILA AGM s have endorsed a minimum $100,000 value required for our cash reserves term deposit investment. The NZILA Executive s ongoing financial goal has been to maintain this and be guided by the following key principles when considering ongoing term deposit investments: continue to roll-over the investments on an ongoing basis at similar interest rates (where possible); maintain a strong investment of $100,000 as a minimum; and add to this investment fund as and when surplus funds become available through the Awards, Conference or Congress Accounts. Any surplus funds derived are transferred firstly back to the Operational Account. These funds are either incorporated into operational expenditure or transferred to the investment accounts when the term deposit periods are due for renewal. 2 at the time of writing 4.0% p.a. for the larger sum and 3.25% p.a. for the smaller sum. Treasurer s Report & 2012 Annual Financial Report 2013 NZILA AGM, Auckland, 9 April

5 1.3 Operational (Cheque) Account Account Balance 1 January 2012 $11, Account Balance 31 December 2012 $3, Net Surplus (Deficit) (-$7,938.04) Subscription Income 2012 (excluding GST) Anticipated Subscription Income $179, (based on all members paying) Budgeted Income from Subscriptions $162, (based on 90% of anticipated income) Actual Subscription Income $173, Surplus (Arrears) $11, Subscription Income (excluding GST) Year Actual Income Surplus (Arrears) 2002 $68, No data 2003 $72, No data 2004 $85, No data 2005 $108, No data 2006 $129, ($23,152.88) 2007 $129, ($21,318.98) 2008 $142, ($11,776.69) 2009 $152, ($10,285.28) 2010 $151, ($16,379.21) 2011 $138, ($16,072.00) 2012 $173, $11, Operational Account Budget vs Actual Comparison (excluding GST) Income Budget 2012 Actual 2012 Subscriptions $162, $173, Website Advertising (Job Adverts) $3, $4, Mentoring Programme $ $5, Sundry Income $ n/a TOTAL $165, $183, Treasurer s Report & 2012 Annual Financial Report 2013 NZILA AGM, Auckland, 9 April

6 Expenses Budget 2012 Actual 2012 Executive Officer Salary $75, $75, Registration Expenses $4, $2, President's Honorarium Nil Nil President's Extraordinary Exp $ $91.00 IFLA Delegate Travel Exp $7, $3, Construction Industry Council $ $ Branch Levies $11, $8, General Admin Expenses $1, $ Exec Travel & Meeting Exp $17, $12, IFLA Fees and Awards $6, $3, Awards (Fellow/Life/Student) $1, $1, Landscape Architecture NZ $22, $19, Student Sponsors & Donations $ $ Advertising Nil $1, Promotion / Marketing Nil $ Website Computer (Hosting) $1, $ High Country Landscape Grp $ Nil Treasurer s Honorarium Nil Nil Bank Charges $1, $1, Insurance $2, $1, Accountancy Fees $5, $5, Audit Fees $2, Nil Office Expenses / Equipment $ $ Printing & Stationery $ $ Postage $ $ Subscriptions & Seminars $ $ Telephone & Tolls $1, $2, Yellow Internet Search Listing $1, Nil Archives $ Nil TOTAL $165, $144, Expenditure Notes The above notes that the majority of actual expenditure for 2012 was within or close to budgeted expenditure. These figures however have been extrapolated from the 2012 Annual Financial Report, which has some variation on actual expenditure recorded throughout the year. In addition, some of the operational figures outlined in the 2012 Annual Financial Report relate to Special Projects which were not outlined in the 2012 budgeted expenditure. The proposed 2013 budgeted expenditure (refer section 2.2) more closely follows the predicted operational and special project expenditure moving forward. Treasurer s Report & 2012 Annual Financial Report 2013 NZILA AGM, Auckland, 9 April

7 1.4 Conference Account Account Balance 1 January 2012 $10, Account Balance 31 December 2012 $10, Net Surplus (Deficit) $66.74 The key income and expenditure during 2012 for the conference account related to the highly successful 2012 Movers and Shakers: Designing for Resilience regional workshop conference in Canterbury which was held during June 2012 at Lincoln University. The conference recorded a surplus of $17,058.14, of which $2, (15%) was returned to the organising Branch (Canterbury / Westland) and this money was to be used by the branch at their discretion, in terms of how the funds are distributed to representatives of the Canterbury / Westland Branch Committee. A further amount, $1, (10%), was donated to the NZILA Education Foundation Trust. In addition, the NZILA donated a sum of $3, to the Greening The Rubble project with funds from the NZILA Conference Account. The remaining funds from the conference surplus were transferred to the NZILA Operational Account to contribute toward the funding of Operational Expenses and Special Project items previously drawn from that account. This has left $10, in the account as a float for the 2014 regional workshop (noting that the $66.74 stated above was used to make a GST payment during 2013). The NZILA Executive wish to thank Neil Challenger and the organising committee from the Canterbury / Westland Branch for achieving this success. 1.5 Awards Account Account Balance 1 January 2012 $6, Account Balance 31 December 2012 $75, Net Surplus (Deficit) $69, As expected, there has been significant activity in the awards account during the latter part of Much of the income has derived from sponsorship, in addition to the award entry fees. The NZILA Executive would like to thank Melanie Whittaker for her management of the awards process, which has included the preparation of a detailed income and expenditure budget. While it is difficult to predict the outcome of this process (which will be reported in the 2013 Treasurer s Report and Annual Financial Report), however the Executive have budgeted some additional back-up funding as a special project item to top-up an anticipated shortfall in the standalone awards budget. Treasurer s Report & 2012 Annual Financial Report 2013 NZILA AGM, Auckland, 9 April

8 1.6 IFLA 2013 World Congress Westpac Account Account Balance 1 January 2012 $ Account Balance 31 December 2012 $ Net Surplus (Deficit) Nil The NZILA suite of bank accounts with Westpac include one that relates to the pre-planning phase for the IFLA 2013 World Congress Account. During 2011, the majority of the seed funding in this account was transferred to The Conference Company (TCC) who were appointed to assist the NZILA Congress Sub- Committee organise this event. As part of this agreement, TCC have set up a separate bank account (with the National Bank) and the accounts are being managed by TCC. This includes, monitoring the budget, reconciling the account and preparing GST returns. All income and expenditure relating to the IFLA 2013 World Congress is monitored and approved by the NZILA Congress Sub- Committee Treasurer (Sarah Collins) and the NZILA Executive Committee Treasurer (Peter Kensington). At the conclusion of the Congress, any profit received by the NZILA will be transferred back from the TCC National Bank account into the NZILA Westpac account. Further information regarding this matter is set out in the report from Renee Davies on behalf of the NZILA Congress Sub-Committee. 1.7 Summary of NZILA Financial Position at 31 December 2012 Taking into account the aforementioned information, we report that for the year ended 31 December 2011, the NZILA financial activity resulted in a net surplus between Income and Expenditure of $32, For your information, at the end of the 2011 financial year, we reported a net operational surplus of $28, and in 2010 we reported a net operational deficit of (-$22,841.00). The Annual Financial Report sets out our total member funds, summarised below: Current Assets 315, Less Current Liabilities 74, Net Current Assets 241, Non Current Assets 22, Intangible Assets 1, Net Assets (Total Members Funds) $265, The NZILA s financial assets diminished during the period , however we are now back on an upwards trend, as outlined below: Asset History Year Funds 2008 $263, $236, $220, $241, $265, Hopefully we can continue to increase this base moving forward Treasurer s Report & 2012 Annual Financial Report 2013 NZILA AGM, Auckland, 9 April

9 Treasurer s Strategy 2.1 Budget Explanation In setting the budget for 2013, as with 2012, we have continued to remain cautious in our income projections and expenditure proposals, given the continued economic downturn, acknowledging that some of our membership may be facing financial pressures. For example, during and into 2013, we have fielded requests for concessionary subscription rates or staggered payment options. To date, we have approved 20 concessionary applications this year. The proposed draft 2013 NZILA Operational Budget is outlined below, noting: The draft 2013 NZILA Operational Budget excludes activities associated with the Conference and Awards Accounts. Income and expenditure projections for these activities are generally unreliable as they can fluctuate depending upon the success of the event. As in previous years, the draft 2013 NZILA Operational Budget excludes interest income generated from the Investment Accounts. This income is predictable, however as we intend to continue to rollover income earned within each account, it is not prudent to place it within the Operational Budget. 2.2 Proposed Draft 2013 NZILA Operational Budget Projected Subscription Income Chart 2013 Category 2012 Subs (excl GST) 2012 Subs CPI 1.0% 2013 Subs (excl GST) Late Rate 2013 Subs +10% (excl GST) Budget Number (from current database) Projected Income 2013 Subs (excl GST) Actual Invoiced 14/02/13 (excl GST) Registered $ $4.66 $ $ $82, $95, Fellows $ $4.66 $ $ $17, G5/5+ $ $4.66 $ $ $73, $71, G3/G4 $ $3.59 $ $ $14, $14, G1/G2 $ $1.54 $ $ $2, $3, Overseas $ $2.56 $ $ $5, $6, Retired $ $1.54 $ $ $ $ Affiliates $ $2.56 $ $ $2, $2, Student $30.75 $0.31 *$30.43 $ $2, $1, Concessionary $ $1.54 $ $ **Nil **Nil $ Honorary Fellows Nil Nil Nil Nil Nil Nil Nil Life Members Nil Nil Nil Nil Nil Nil Nil Total 533 $202, $196, * Round figure charge of $35.00 including GST ** Not used for budget calculation, but factored into reduced income (2012 = 35 members in a range of categories: approximately $11,000) *** Vicki has contacted all students that should have graduated in 2012/13 to confirm their membership status (student v graduate). Treasurer s Report & 2012 Annual Financial Report 2013 NZILA AGM, Auckland, 9 April

10 In setting the subscription rates for 2013, the NZILA Executive increased these in line with the 1.0% Consumer Price Index (CPI) increase. In determining the draft NZILA income and expenditure budget for 2013, we have remained prudent in setting a budgeted income from subscriptions in the order of actually receiving 90% of that which we have invoiced. This percentage is the same as in 2011 and 2012, when our budget anticipated receiving 90% of our invoiced subscriptions. At the time of writing however, we are pleased to report that we have received a total of $160,000 (including GST) in subscription income for the 2013 year Proposed Income Income (excl GST) 2012 Budgeted 2012 Actual 2013 Budgeted Subscriptions $162, (90% of $180,000 invoiced) $173, * $182, (90% of $202,355 anticipated) Website Advertising (Job Adverts) $3, $4, $3, Mentoring Programme $ $5, $1, Registration Fees Nil Nil $4, Sundry (Subscription) Income $ Nil ** $ Total Operational Income $165, $183, $191, Special Projects (from NZILA Savings) N/A N/A $37, Total Income $229, * Total subscription income received as at 3 April 2013 is $160,000 (including GST) ** Via the to be confirmed Subscriber Facility (based on $100 Individual and $250 Corporate rates) Proposed Expenditure Expenditure (excl GST) 2012 Budgeted 2012 Actual 2013 Budgeted Administrative Functions $75, $75, * $95, Registration Expenses $4, $2, $5, President's Honorarium Nil Nil $5, President's Extraordinary Expenses $ $91.00 $ IFLA Delegate Travel Expenses $7, $3, $7, Construction Industry Council $ $ $ Branch Levies $11, $8, $12, General Admin Expenses $1, $ $1, Executive Travel & Meeting Expenses $17, $12, ** $17, IFLA Fees and Awards $6, $3, $4, Awards (Student Prizes) $1, $1, $1, Landscape Architecture NZ $22, $19, $22, Student Exhibition Donations $ $ $ Website Hosting / Maintenance $1, $ $1, High Country Landscape Group $ Nil $ Rural Landscape Group Nil Nil $ Treasurer s Report & 2012 Annual Financial Report 2013 NZILA AGM, Auckland, 9 April

11 Bank Charges $1, $1, $1, Insurance $2, $1, $2, Accountancy Fees $5, $5, $4, Audit Fees $2, Nil $2, Office Expenses / Equipment $ $ $ Printing & Stationery $ $ $ Postage $ $ $1, Subscriptions & Seminars $ $ $1, Telephone & Tolls $1, $2, $2, Yellow Internet Search Listing $1, Nil $1, Archives $ Nil $ Special Project 1 Awards Support N/A Nil $10, Special Project 2 Website N/A Nil $5, Special Project 3 Promotion N/A $1, $15, Special Project 4 Oral History N/A Nil $2, Special Project 5 Style Guide N/A Nil $4, Special Project 6 Executive Elections N/A N/A $1, Total $165, $144, $229, * Pending further discussion and resolution - refer Shannon Bray s Remit ** Includes an allowance of $2,000 for annual cost of hosting the AGM Special Projects Endorsement 2012 Budget 2012 *Actual Budgeted 1. Awards Support $5, Nil $10, Nil 2. Website Enhancements $7, $16, $5, $5, Promotion / Marketing / Advertising Nil Nil $15, $15, Oral History $2, $2, $2, $2, Style /Branding Guide / Logo Nil Nil $4, $2, Executive Committee Elections $1, $ $1, Nil Total $16, $19, $37, $25, Unbudgeted IFLA Congress 2013 Back-up Funding $30, Nil $15, Nil RMA Review Inputs (NZILA Strategy) $10, Nil $15, Nil Landscape Digital Archive Project $5, $4, Nil Nil Income Practice Survey $3, $2, Nil Nil Careers Advisory Promotional Material $ Nil Nil Nil Total $48, $7, $30, Nil * NZILA estimate from MYOB (before accountant / audit review) as at 31 December 2012 Treasurer s Report & 2012 Annual Financial Report 2013 NZILA AGM, Auckland, 9 April

12 3. Recommended Motions The following draft motions have been recommended for consideration and endorsement by the membership at the 2013 NZILA AGM: 1. THAT the 2012 Treasurer s Report be received and accepted. 2. THAT the final audited 2011 and 2012 Annual Financial Reports (prepared by Iles & Campbell Limited and audited by Dixon Chartered Accountants), as outlined in Appendix 1 and 2, be received and accepted. 3. THAT the Proposed Draft 2013 NZILA Operational Budget, which includes Special Projects identified for 2013, be approved, subject to the following amendments suggested at the AGM: [any suggested and agreed amendments to be listed here] 4. THAT the NZILA Executive draws the budgets for any additional unbudgeted 2013 Special Projects only from surplus funds available over and above any budgeted operational expenditure requirements, while avoiding drawing from the $100,000 Investment Account reserve threshold, noting that where funds are not readily available, then the NZILA Executive will defer the Special Project. 5. THAT any decision to draw funds below the $100,000 Investment Account reserve threshold associated with providing further financial assistance to the NZILA hosting of the IFLA 2013 World Congress, if required following the event, be considered by the NZILA Executive Committee in collaboration with the NZILA Congress Subcommittee. 6. THAT the NZILA Executive conducts a review of their current accounting and auditing providers (Iles & Campbell Limited and Dixon Chartered Accountants) prior to their appointment for the review of the 2013 accounts to ascertain whether more competitive professional service rates can be obtained. NZILA Executive Peter Kensington Treasurer Treasurer s Report & 2012 Annual Financial Report 2013 NZILA AGM, Auckland, 9 April

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