Notice is hereby given that a Meeting of
the Milford Community Trust will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Friday, 19
August 2016
9.30am
Real Journeys Fiordland Community Events Centre
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Milford Community Trust Agenda
OPEN
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MEMBERSHIP
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Chairperson
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Michael Schuck
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Trustees
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Rosco Gaudin
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Tim Holland
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Brad Johnstone
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Mike McConachie
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Jason Steele
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Councillor
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Ebel Kremer
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IN ATTENDANCE
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Trust
Manager
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Chris Dolan
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Trust Secretary
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Jenny Labruyère
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Community Engineer
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Nick Lewis
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Milford Community Trust
19 August
2016
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TABLE OF
CONTENTS
ITEM PAGE
Procedural
1 Apologies 5
2 Leave of
absence 5
3 Conflict of
Interest
4 Public Forum 5
5 Extraordinary/Urgent
Items 5
6 Confirmation
of Minutes 5
Reports
7.1 Appointment
of New Trustee 15
7.2 Action
Sheet - August 2016 17
7.3 Management
Report to 30 June 2016 21
7.4 Agreement
on Trustee Fees and expense claims 23
7.5 Status
of the Provision of the Recreational Pad at Milford Sound Cleddau Village 25
7.6 Performance
Report for the Year Ended 30 June 2016. 29
7.7 Planned
Activities and Services 33
Update Reports
8.1 Milford
Communiuty Association Report.
8.2 Department
of Conservation.
At the close of
the agenda no apologies had been received.
2 Leave
of absence
At the close of
the agenda no requests for leave of absence had been received.
3 Conflict
of Interest
Trustees are
reminded of the need to be vigilant to stand aside from decision-making when a
conflict arises between their role as a member and any private or other
external interest they might have.
4 Public Forum
Kevin Thompson -
Milford Road Alliance Manager – NZTA, wishes to speak in Public Forum.
5 Extraordinary/Urgent
Items
To consider, and if
thought fit, to pass a resolution to permit the committee
to consider any further items which do not appear on
the Agenda of this meeting and/or the meeting to be held with the public
excluded.
Such resolution is
required to be made pursuant to Section 46A(7) of the Local Government Official
Information and Meetings Act 1987, and the Chairperson must advise:
(i) the
reason why the item was not on the Agenda, and
(ii) the reason why the
discussion of this item cannot be delayed until a subsequent meeting.
Section 46A(7A) of the Local Government Official Information and Meetings
Act 1987 (as amended) states:
“Where an item
is not on the agenda for a meeting,-
(a) that item
may be discussed at that meeting if-
(i) that item is a
minor matter relating to the general business of the local authority; and
(ii) the presiding member
explains at the beginning of the meeting, at a time when it is open to the
public, that the item will be discussed at the meeting; but
(b) no resolution,
decision or recommendation may be made in respect of that item except to refer
that item to a subsequent meeting of the local authority for further
discussion.”
6 Confirmation
of Minutes
6.1 Meeting
minutes of Milford Community Trust, 03 June 2016.
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Milford Community Trust
OPEN MINUTES
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Minutes of
a meeting of Milford Community Trust held in the Real Journeys Fiordland
Community Events Centre, Te Anau on Friday, 3 June 2016 commencing at
9.30am.
present
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Chairperson
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Michael Schuck
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Trustees
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Rosco Gaudin
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Brad Johnstone
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Mike McConachie
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Councillor
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Ebel Kremer
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IN ATTENDANCE
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Trust Manager
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Chris Dolan
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Committee Advisor
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Jenny Labruyère
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Community Engineer
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Nick Lewis
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Chief Executive, Southern Rural Fire
Authority
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Mike Grant
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Emergency Management Southland
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Craig Sinclair
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Department
Of Conservation
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Ms A Wangeman
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1 Apologies
At the close of
the agenda no apologies had been received.
2 Leave
of absence
At the close of
the agenda no requests for leave of absence had been received.
3 Conflict
of Interest
There were no conflicts of interest declared.
4 Public
Forum
There were no
persons wishing to speak in Public Forum.
5 Extraordinary/Urgent
Items
There were no
Extraordinary/Urgent items to consider.
6 Confirmation
of Minutes
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Resolution
Moved Member Johnstone,
seconded Member McConachie
Resolves the
Milford Community Trust confirms the minutes of the meeting held on 8 March
2016.
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7.0
BATTLE
OF THE BIRDS:
Mr George Ledgard
from the Department of Conversation addressed the meeting on the “Battle
of the Birds” operations in the Arthur and Cleddau Catchments.
Mr Ledgard gave a
power point presentation which included issues such as;
•
Operational
details
•
Background
regarding the protection of native spices that are at risk; pest control works
carried out in 2014 compared to 2016, and predator control
•
Methods
the Department are using
•
Timeframe
•
Planning
8.0
MILFORD
SOUND EMERGENCY RESPONSE TEAM (MERT) 2016 SEASON DEBRIEF NOTES AND
RECOMMENDATIONS FOR 2016-2017 SEASON:
Report
by Mike Grant, Chief Executive, (Southern Rural Fire Authority) outlining
comments in relation to the current operations of MERT and putting forward
recommendations for the 2016-2017 season, was tabled.
Mr Grant advised
that for the past three years Milford Community Trust
has funded the employment of a person to fill the position of Medical Team
Leader for MERT. This position has been filled for an approximate five
month period between November and April - the peak tourist season.
Trustees noted
that associated costs including wages, accommodation and living costs were
budgeted and paid by Milford Community Trust amounting to $37,948 plus GST
($31,948.72 for salary/weekly allowance and $6,000 for accommodation).
Mr Grant added
that contractual requirements around employment of the
Medical Team Leader were managed through Southern Rural Fire Authority for the
2015-2016 season.
Mr Grant stated representatives from emergency services debriefed MERT’s
activities over the past tourist season and considered future requirements. At
that meeting representatives from SRFA, St John,
Police, MDA, Emergency Management Southland and Fiordland Medical Centre were
in attendance where some of the issues supported were;
·
There is a
requirement to look into a permanent MERT position with cover for days off.
·
In addition the
Medical Team Leader position should be retained for the peak season.
·
St John provided
the Authority to Practice (ATP) for the past season and is happy to continue
this.
·
The targeted skill
for the Medical Team Leader position was PHEC or EMT and referred to the
Medical Centre.
·
There is a need
for better procedural documents for MERT.
·
There were
difficulties experienced with limited availability of the MERT Controller
during the 15-16 season due limited working time in Milford.
·
There is a need
for companies to better look after their passengers for minor injuries.
·
There needs to be
discussions with SDC and DOC to include MERT as part of the Milford
Opportunities project.
·
Milford Sound and
MERT should be raised as not just a regional but a national issue.
·
MDA has committed
to the provision of 1 x accommodation unit annually
(12 months) for MERT.
At this
point Mr Grant outlined five recommendations for the Trustees to consider these
being;
·
Focus should be on
permanent Milford residents for MERT membership.
·
There is a
requirement for 1 x FTE for MERT - a person with a wider emergency management
background who can raise the overall training and capability in MERT and
provide a critical coordination role.
·
A Medical Team
Leader should be employed for the peak tourist season.
·
A Practice Nurse
to run a clinic for company staff on a weekly basis should be investigated.
·
Discuss
possibilities with the Milford Opportunities project.
Trustees were
also advised of the cost of implementing the recommendations:
Salary 1 x FTE (at $40/hr) $83,000
Cover for 1 x FTE leave (4 weeks) $6,400
Salary 1 x seasonal Medical $35,000
(Based on
5½ months (24 weeks) employment at $30/hour including a $75 weekly allowance
for food plus 8% holiday pay).
Accommodation 1 x FTE $13,000
Accommodation 1 x seasonal Medical $6,000
(24 weeks at
$250/week based on an agreement for exclusive use of MDA facility)
Medical Clinic Costs (Materials) $5,000 estimate
Total $148,400
estimate only
In discussing the
report the Trust Manager pointed out that the Trust has, through the 2016-2019
Statement of Intent (SOI), committed itself for the 2016/2017 financial year
the following costs;
Salary
1x seasonal ESP $35,000
Accommodation
1 x seasonal ESP $ 6,000
The Trustees
noted that any increase in the above amounts would have to be the subject of
discussion at the 2017-2020 SOI review.
One issue arising
from the report was the matter of confusion between Fiordland Medical Centre
and MERT in regard to expectations and support. Mr Grant stated it needs
to be established whether the Medical Centre wants either in or out. It
was agreed this issue and the role of the Southern DHB in the MERT be clarified
with Councillor Kremer, Mr Grant and the Community Partnership Leader to meet
with affected parties on this issue.
Resolution
Moved Trustee
Schuck, seconded Cr Kremer
a)
That the report on
the Milford Sound Emergency Response Team (MERT) - 2016 Season Debrief Notes
and Recommendations for the 2016-2017 Season be received.
b)
That issues raised
in the report be included as an item for discussion at the proposed Workshop.
c)
That the role of
the Southern DHB in the MERT be clarified, with Councillor Kremer, Mr Grant and
the Community Partnership Leader to meet with affected parties on this issue.
9.0
ACTION
SHEET:
Action points
arising from previous meetings were tabled.
Issues discussed
included;
Bowen Falls
Walkway
Ms Wangeman
advised the application for concession for a water taxi the Trust has supported
is currently being prepared and advised she will update the Trust as the
application is progressed.
Multi-Purpose
Recreational Facilities
It was reported
that the quotations for the construction for the suitable concrete pad for the
multi-purpose recreational facility at Milford have not, at this point, been
sought. It was mentioned that the community is frustrated at the time
taken for the development of the recreational facility at Milford.
The Trustees discussed this project further and noted that at the last meeting
it gave approval for the preparation of a feasibility study for a proposed
facility and the seeking of quotations for the recreational multi-purpose concrete
pad.
To progress these
two projects the Trustees agreed on the following;
1.0 Community Engineer to seek quotes for
the construction of the concrete pad from suitable contractors. These
contractors to respond by Friday 17 June at which point the Engineer is to
circulate the quotations received to all Trustees for comment.
2.0 To progress the construction of a
community centre and in this regard the Community Engineer to liaise with
suitable architects/draftsman who are to submit a suitable design of a basic
Community Centre incorporating a concrete pad adjacent to the proposed
building.
Department of Conservation
Report
Ms Wangeman
advised that the Department’s flood protection management plan report is
currently with Environment Southland and is a work in progress.
Traffic
Control and Signage
The Community
Engineer advised he has yet to make contact with NZTA however will raise the
issue at the next Alliance contractors meeting which includes representatives
from NZTA.
Resolution
Moved Trustee
McConachie, seconded Trustee Johnstone
and resolved
that the Action Sheet be received and actions be noted.
10.0 FINANCIAL REPORT:
Financial Report
prepared by C C Dolan (Trust Manager), for the period ended 30 April 2016, was
tabled.
Trustees were
advised that;
• Total expenditure for the year is
significantly below budget due to minimal activity on the Bowen Falls and the
Village Green projects.
• Chairpersons Fee will be underspent
by $5,000, due to a voluntary reduction to the fee made by the Chairperson.
• All expected costs relating to the
Emergency Services Provider (ESP) have been paid in May with the contract
ending on 30 April. Accordingly these have been accrued into the April
financial report with the expected final cost for the year totalling $45,714. ESP
costs are over budget as a result of the budget being set prior to the total
cost for 2015 being known, however the actual cost for the 2016 financial year
is consistent with 2015.
• Trustee fees are currently -$900 due
to the reversal of costs accrued in the prior financial year of $1,500 which
were not claimed. Additionally, there have been minimal trustee fee claims made
in the current financial year.
The issue of advertising was raised
and at the conclusion of the discussion it was agreed that issues dealing with
the Trust be available on facebook and in this regard Trust Manager to liaise
with the Council’s Communications Manager to progress this issue.
Resolution
Moved Cr Kremer, seconded Trustee
Johnstone
and resolved that the Financial Report
for the period ended 30 April 2016, be received.
11.0 REINVESTING OF
DEPOSITS:
Report by C C
Dolan (Trust Manager) relating to the review of the Trust’s funds, was
tabled.
Trustees were
advised that $70,000 was invested in a six month term deposit at 3.5% per
annum. This deposit will mature on 20/6/2016 returning an expected $1,225 in
interest for the six month term.
Furthermore the
Trustees were informed as at 30 April 2016 the Trust has $91,517 of cash in its
call and current accounts in addition to the $70,000 term deposit. Given the
level of cash holdings and the forecast cashflow outlined in the report, it is
proposed that the current six month term deposit of $70,000 be reinvested upon
maturity for a further 6 month period (expiry December 2016). This is
forecast to leave a minimum balance of $48,949 on call for any variations to
the forecasts accompanying the report.
Trustees noted
that the current indicative interest rate as at the date of this report for a
six month term deposit is 3.20% per annum.
Resolution
Moved Trustee
McConachie, seconded Trustee Gaudin
a) That the report on the reinvestment of
term deposit, be received.
b) That the Trustees agree that the funds
of $70,000 held on term deposit be reinvested for a further six months term
upon expiry of the current term deposit.
12.0DEPARTMENT OF CONSERVATION REPORT:
Department of
Conservation representative, Ms Abby Wangeman, reported Department’s
activities that affect the Trust. This included;
Funding has been
approved for the following projects;
• $25,000 for Little Tahiti flood
protection system
• $10,000 for village roading
• $5,000 for Deepwater Basin maintenance
and car parking
• On-going weed/planting maintenance
• Concessionaire consent applications
Bowen Falls, Real Journey’s, Mitre Peak Cruises and Deepwater Basin
Milford Sound Sea Kayaks are being considered.
• Milford growth in tourism number issues.
13.0 MILFORD COMMUNITY ASSOCIATION (MCA)
REPORT:
Community
representative Trustee Brad Johnstone provided an update on the
Association’s activities over recent months.
The main issue
Trustee Johnstone raised was the issue of the proposed community centre and the
recreational facilities i.e. concrete pad and the lack of action occurring on
this project.
14.0 RENEWAL OF
ELECTRICITY SUPPLY AND DISTRUBTION AGREEMENT:
Communication
from Milford Power Holdings Ltd requesting renewal of the Electricity Supply
operations in Milford, was tabled.
Trustees noted
this agreement refers to the radio tower.
Resolution
Moved Trustee
Schuck, seconded Cr Kremer
and resolved
that the Trust renew the agreement on the same terms and conditions for a
further 10 years.
15.0PLANNED ACTIVITIES AND SERVICES:
Details of the
Trusts scheduled of planned activities and services for 2016/17 in the
2016-2019 Statement of Intent were presented for review by the Trustees.
It was noted
that at each meeting the planned activities and services are tabled and
reviewed.
16.0FINANCIAL DELEGATIONS POLICY:
Presented before
the Trustees was the final Financial Delegations Policy for adoption.
Trustees noted
the draft Policy was discussed at the previous meeting where some minor changes
were requested to be made to the draft Policy.
Resolution
Moved Trustee
Gaudin, seconded Trustee Johnstone
and resolved
that the Trust adopts the Financial Delegations Policy applicable to the
Milford Community Trust effective from 27 May 2016.
17.0STRATEGIC WORKSHOP:
Trustees discussed the proposed workshop with the following being
agreed to;
• That the workshop be held in either
July or August and cover a period of 1.5 days.
• An independent facilitator with
knowledge of Milford be contracted and to prepare an appropriate agenda.
• Suggested subject matters for
discussion at the workshop include;
i.
The Future of the
Trust
ii.
Review of the
Trust Deed and Goals
iii.
Public Toilets
iv.
Charging Mechanism
v.
Roading
vi.
Relationship with
Department of Conservation, Environment Southland, Southern Rural Fire
Authority, Milford Sound Development Authority
vii.
Relationship with
Concessionaires
viii.
Medical Services
and funding
ix.
Recreation
facilities and ownership
x.
Trust
Infrastructure / ownership Policy
xi.
Tourism
growth/future
xii.
Milford
Opportunities
• That an invitation be extended to all
concessionaires, Southern Rural Fire Authority and Emergency Management
Southland to be given opportunity to have input.
• Trust to meet some of the costs for the
workshop from the Trust’s budget.
18.0RESIGNATION – TRUSTEE ANDREW
WELSH:
Communication
(via email) from Trustee Andrew Welsh tendering his resignation as a Trustee of
the Milford Community Trust, was tabled.
Resolution
Moved Cr Kremer,
seconded Trustee Johnstone
and resolved
that the resignation be accepted with regret.
Trustees noted
the relevant nomination form inviting nominees to fill the vacancy created by
the resignation has been circulated to relevant parties.
19.0CONCLUSION:
The meeting
concluded at 12.05pm.
The
Chairperson thanked Members for their attendance and attention to business and
declared the meeting closed.
CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Milford Community Trust HELD ON 3 JUNE
2016.
DATE:...................................................................
CHAIRPERSON:...................................................
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Milford Community Trust
19 August
2016
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Appointment
of New Trustee
Record No: R/16/8/12193
Author: Chris
Dolan, Team Leader Governance
Approved by: Rex Capil,
Group Manager Community and Futures
☒
Decision ☐ Recommendation ☐ Information
Purpose
1 This
report serves to confirm the appointment of Mr Tim Holland as a new Trustee to
the Milford Community Trust.
Executive
Summary
2 Trustees
will be aware that former Trustee Andrew Welsh resigned as a Trustee in June
2016.
3 Mr
Welsh has been replaced by Mr Tim Holland who will take up his role as a
Trustee effective from 19 August 2016.
4 Mr
Holland’s term on the Trust is for a period of four years, and in line
with the Trust Deed will retire by rotation in August 2020.
5 Mr
Holland holds the position of Operations Manager, Milford Sound Development
Authority.
6 The
Trust is required to confirm the appointment of Mr Holland as a Trustee to the
Milford Community Trust.
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Recommendation
That the Milford
Community Trust:
a) Receives
the report titled “Appointment of New Trustee” dated 11 August
2016.
b) Confirms
the appointment of Mr Tim Holland as a Trustee to the Milford Community Trust
effective from 19 August 2016 for a period of four years ,and retire by
rotation in August 2020
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Attachments
There are no attachments for
this report.
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Milford Community Trust
19 August
2016
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Action Sheet - August 2016
Record No: R/16/8/12684
Author: Jenny
Labruyere, Committee Advisor
Approved by: Chris
Dolan, Team Leader Governance
☐
Decision ☐ Recommendation ☒ Information
Action
Sheet
1 The
Action Sheet from the previous Trust meetings is circulated for Trustees
information.
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Recommendation
That the Milford
Community Trust:
a) Receives
the report titled “Action Sheet - August 2016” dated 8 August
2016.
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Attachments
a Milford
Community Trust - Action Sheet - August 2016 View
MILFORD COMMUNITY TRUST
ACTION POINTS
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Action Point
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Officer
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Response Date
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1.0
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Multi-purpose Recreation Facility
Trust agrees to the installation of concrete pad immediately; also
in support of a community centre/hall with staff, Chairman, MCA
representative and Venture Southland to pursue funding options for such a
project.
Updated 3 June 2016
Community Engineer to seek quotations for the
construction of a suitable concrete or synthetic pad to be available for use
as a multi-purpose recreation facility. Contractors to provide
quotations by 17 June 2016 and Community Engineer to circulated amongst all
Trustees for comment. Project to be given priority.
Community Engineer to liaise with
architects/draftsmen who are to submit design of basic Community Centre and
incorporate recreation pad adjacent the proposed building.
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N
Lewis
M
Schuck
D
Zadravec
N Lewis
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8
August 2016
17
June 2016
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2.0
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Review of Charging Mechanism:
Staff to arrange a workshop to carry out a review of charging
mechanism for concessionaires and stakeholder.
Comment
Matter is subject to further discussion at
Strategic Workshop date to be confirmed.
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C
Dolan
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8 Aug
16
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4.0
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DOC Report:
DOC representative to provide Environment Southland/DOC Flood
Protection Management Plan Report to Trustees when it becomes available.
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A
Wangeman
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8 Aug
16
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5.0
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Milford Rating:
Trust proposes a boundary change that Milford be excluded from the
Te Anau Community Board rating boundary and such change to be proposed in the
2018/28 LTP.
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A
Robson
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1 Nov 16
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6.0
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Milford Roading:
Group Manager (Services & Assets), to prepare a report for the
next Trust meeting on 19 August 2016.
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I
Marshall
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8 Aug
16
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7.0
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Traffic Control and Signage:
Community Engineer to approach NZTA to review the new signage
erected on State Highway at Milford and include in the letter the suggestion
from Trustees that it would be advantageous for NZTA to meet with local
businesses on site to discuss this issue.
Updated 3 June 2016
Community Engineer has had no further contact
with NZTA however will raise this issue at the next Alliance Contractors
meeting mid-June. Engineer to invite Mr K Thompson new local NZTA
representative to the Trust’s next meeting.
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N
Lewis
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8 Aug
16
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8.0
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Strategic Workshop:
Trustees to submit subject/issues to the Trust Manager for the
proposed strategic workshop, also submit suggest facilitator for the
workshop. Responses to be submitted prior to Easter.
Trust agreed that concessionaires be invited to attend the first
part of the workshop.
Comment
Workshop date to be confirmed.
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All
Trustees
C
Dolan
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8 Aug
16
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9.0
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Trustee Vacancy:
Trust Manager to arrange advertising for nominations for the
vacant Trustee position.
Comment
Appropriate nomination form prepared and distributed to relevant
agencies; nominations close on 21 June 2016.
Staff to send a letter of acceptance of
resignation to Trustee Welsh. Actioned- letter sent.
Report on agenda confirming appointment of new Trustee.
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C
Dolan
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7 June
16
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10.0
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MERT
M Grant (SRFA) to arrange meeting with Fiordland Medical Practice,
Southern DHB, Councillor Kremer and S Moran Community Partnership Leader to
clarify expectations for support roles requirement for next season.
This item to be a subject for discussion at workshop.
Meeting set down for 16 August 2016.
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M
Grant
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8 Aug
16
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11.0
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Communication:
Trustees request the set-up of a face book page on the
Trust’s activities.
Trust Manager has investigated this issue with
Council’s Communication Manager who considered there are insufficient
Trust activities to warrant a separate facebook page. Trust Manager
will report further at meeting on 19 August 2016.
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C
Dolan
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8 Aug
16
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Milford Community
Trust
19 August
2016
|
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Management Report to 30 June 2016
Record No: R/16/8/12794
Author: Ben
du Mez, Graduate Accountant
Approved by: Anne
Robson, Chief Financial Officer
☐
Decision ☐ Recommendation ☒ Information
Summary of
Report
1 As
part of the audit process, Audit New Zealand provides Milford Community Trust
with a report at the conclusion of the audit, outlining the work that was
performed and any recommended areas for improvement.
2 The
management report received from Audit New Zealand (Audit NZ) in relation to the
performance report audit for the year ended 30 June 2016, will be circulated
separately prior to this meeting.
3 The
management report from Audit New Zealand will identify any significant issues
in the systems and process that support the activities of Milford Community
Trust.
4 Recommendations
made by Audit NZ in this report will be considered and implemented where
necessary by trust management over the coming year.
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Recommendation
That the Milford
Community Trust:
a) Receives
the report titled “Management Report to 30 June 2016” dated 9
August 2016.
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Attachments
There are no attachments for
this report.
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Milford Community Trust
19 August
2016
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Agreement on Trustee Fees and expense claims
Record No: R/16/7/11877
Author: Sheree
Marrah, Finance Manager
Approved by: Anne
Robson, Chief Financial Officer
☒
Decision ☐ Recommendation ☐ Information
Background
1 During
the preparation of the Trust annual report, Council staff noted that no
resolution was minuted in relation to a decision taken at the Trust meeting
held on 20 November 2015. The resolution related to the agreement by
trustees that any claim they make for Trustee meeting fees and associated
expenses would need to be submitted to the Trust accountant on or before the
next Trust meeting, otherwise the fees and expense claim is forfeited.
Summary
2 Whilst
preparing the annual report, Council staff accrued outstanding meeting fees
totalling $900, which were in relation to the final trust meeting based on the
agreement reached at the 20 November 2015 meeting.
3 The
agreement at the 20 November 2015 meeting was that claims for Trustee meeting
fees and associated expenses must be submitted to the Trust accountant on or
before the next Trust meeting, otherwise the fees and expense claim is
forfeited.
4 Upon
reviewing the Trust minutes it was identified that the agreement of the
trustees at the meeting was not minuted.
5 As
part of the audit of the annual accounts, the auditors enquired of staff as to
why unpaid meeting fees of $4,800 was not included in the accounts. Staff
advised the auditors of the agreement but found that it had not been included
in the minutes.
6 In
the absence of a formal resolution, the Auditors are of the opinion that the
Trust should be accruing all unpaid meeting fees for all Trustees for the
2015/2016 financial year. This equates to $4,800.
7 An
informal resolution by email in July 2016 was made by Chairman Schuck and
Trustee Gaudin to confirm the inclusion of only $980 of Trustee fees, in line
with the agreement and therefore in support of the year end accrual.
8 The
auditors have agreed to the accrual of only $900 based on the email received
from the Chairman & Trustee. They are finalising their audit of the
accounts currently and will most likely note this issue in their management
letter.
9 Council
staff are now seeking to obtain a formal resolution for the agreement and for
it then to be minuted accordingly.
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Recommendation
That the Milford
Community Trust:
a) Receives
the report titled “Agreement on Trustee Fees and expense claims,”
relating to the accrual of meeting fees, dated 9 August 2016.
b) Confirms
that all Trustees meeting fees and associated reimbursement of expenses (such
as mileage) claims, must be forwarded to the Trust accountant on or before
the subsequent Trust meeting and the failure to comply will result in the
meeting fees and/or expense reimbursement being forfeited.
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Attachments
There are no attachments for
this report.
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Milford Community Trust
19 August
2016
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Status of the Provision of the Recreational Pad at
Milford Sound Cleddau Village
Record No: R/16/8/12563
Author: Nick
Lewis, Community Engineer
Approved by: Ian
Marshall, Group Manager Services and Assets
☐
Decision ☐ Recommendation ☒ Information
Background
1 Milford
Sound and the Milford community have a limited number of recreational
activities available to the residents, this being exasperated by the closure of
the Licenced Bar, restriction to Southern Discoveries staff only to the
“once public” gymnasium, lack of usable area for sports, etc.
The recreational pad has been on the MCT agenda/ project list for some time in
order to provide another recreational facility for the residents and staff that
make up the Milford community.
2 The
location of the recreational pad is to be sited on Area K which is at the end
of
Sinbad Drive within the Cleddau Village. This site had been
“earmarked” by the Trust and DOC for the recreational pad and in
association with the neighbouring lease area L which is allocated for the
future community centre.
3 The
recreational pad itself is a 32 m long by 18 m wide asphaltic concrete
multi-use court with markings for Basketball, Netball, Volley Ball and
Tennis. This was initially proposed to be of concrete construction but
due to higher costs involved for concrete the alternate option of asphalt was
accepted.
4 Quotes
were requested by Don Hawinkels Builder (builder with experience in Milford,
including concrete works), SouthRoads Ltd (experience in constructing courts,
prices for concrete and asphalt options). SouthRoads indicated that due
to the significantly higher cost for the concrete option to only quote on the
Asphalt option. A further quote was requested by a concrete placing
contractor from Invercargill but did not respond. Received prices as
below:
· Don
Hawinkels Builder $45,000.00 + GST
(plus $20,000.00 + GST contingency).
· SouthRoads
Ltd $50,113.10
+ GST.
5 Based
on the received quotes, the Trust agreed to accept SouthRoads Ltd quotation.
Summary
Project
Commencement:
6 Due
to the seasonal temperatures and conditions, it has been recommended by the
contractor to delay the construction until spring time at the earliest to
ensure that the longest life and optimal quality can be achieved due to the
below details:
· Asphaltic
concrete is batched at 175°C and ideally needs to be paved and compacted
before the temperature drops below 100°C.
· With
the closest asphalt plant being located in Invercargill it is likely that
arrival temperatures in Milford will be close to or below minimum required
temperatures before paving even commences.
· When
laying 30 mm thick there is significant heat lost through the base
and the atmosphere which is increased with the addition of wind or
moisture.
· Rain
can have an effect on finish and the life span of asphalt. Generally to
get the best from asphalt it should not to be laid in temperatures below
10°C.
· The
smaller aggregates used in the mix 10 asphalt used in court surfacing has a
lower heat retention thus loses heat quicker than asphalts used on roads and
the like.
· Cold
temperature has a significant effect on the proper construction of joints,
where joints are not constructed properly water can enter the asphalt and
pavement and will enable freeze / thaw failure of the asphalt.
· Pavement
marking also requires a dry surface to allow proper adhesion of paint.
Estimated Costs:
7 The
accepted quote from SouthRoads Ltd is $50113.10 excluding GST, this price is
detailed as below:
· Site
Levelling $9,222.00.
· Preparation $13,560.40.
· Asphalt
Surfacing $23,513.20.
· Pavement
Marking $3,817.50.
Funding:
8 The
MCT had previously budgeted $20,000.00 for the Cleddau Village Recreation
Reserve with reserves of $96,283.00 and further $70,000.00 in a term deposit
(as at the start of July 2016). The MCT agreed to fund any shortfall
through these reserves.
9 This
project scope was for the construction of a recreational multi-use pad and the
MCT agreed that the associated equipment to be sourced through the community
association, (i.e. nets, poles, hoops, etc). It has been indicated that
future development could include the installation of outdoor exercise equipment.
10 The
Trust will be provided updates as this project moves forward.
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Recommendation
That the Milford
Community Trust:
a) Receives
the report titled “Status of the Provision of the Recreational Pad at
Milford Sound Cleddau Village” dated 9 August 2016.
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Attachments
a Lease
Area K Sinbad Dr Cleddau Village Milford Sound View
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Milford
Community Trust
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19 August 2016
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Milford Community
Trust
19 August 2016
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Performance Report for the Year Ended 30 June 2016.
Record No: R/16/8/12987
Author: Jenny
Labruyere, Committee Advisor
Approved by: Anne
Robson, Chief Financial Officer
☒
Decision ☐ Recommendation ☐ Information
Executive
Summary
1
The Performance Report for the year ended 30 June 2016 reports against
the objectives and finance budget set in the Statement of Intent for the same
year. A full Annual Audited report will be circulated to Trustees prior
to the meeting.
2
This report outlines some of the key highlights and the trusts
responsibility as a Council Controlled organisation.
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Recommendation
That the Milford
Community Trust:
a) Receives
the report titled “Milford Community Trust Performance Report for the
year ended 30 June 2016,” dated 11 August 2016.
b) That
the Milford Community Trust adopts the Performance Report for the Year ended
30 June 2016.
c) Agrees
that the Audited Performance Report be delivered to the shareholders and made
available to the public by 30 September 2016.
d) Ratifies
the signing of the representation letter by the Chairman for the audit of the
Trust for the year ended 30 June 2016.
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Content
Background
1 The
Annual Report is a means of accounting for the Trust’s performance for
the preceding year. It reports on targets and budgets. This Annual
Report reports against the Statement of Intent for the same year.
2 As
the Trust is a Council Controlled Organisation, it is required to comply with
certain sections of the Local Government Act 2002, these are outlined
below. Part of this includes the delivery of the audited Performance
Report to shareholders; for this purpose the Trust shareholders have been
defined as the Southland District Council, the Department of Conservation and
Environment Southland. The Trust must also make the Performance Report
information available to the public.
Factors to Consider
Legal
and Statutory Requirements
3 Under
the Local Government Act 2002, the Trust must prepare and adopt a
Performance Report in respect of each financial year, and no other options
are available.
4 The
Performance Report is a report to the shareholders and the public on
performance, against what was signalled in the Statement of Intent
2015/2016. A summary of this information is also included in the Southland
District Council’s own Annual Report.
Community
Views
5 As
the Performance Report is a report on activities undertaken during the year, no
consultation is required.
Costs
and Funding
6 The
Statement of Financial Performance (Page 11 of the Annual Report) outlines the
actual income and expenditure compared to budget. The Trust ended with a
surplus of $45,753 compared with a budgeted deficit of $12,670. The
reason for the surplus of $58,423 is due to:
· The
Trust had set aside $20,000 to assist with the redevelopment of the Bowen Falls
Walkway. Subsequently the trustees supported a concession application for
a water taxi to transport tourists. The walkway will be developed in
part, it is now planned to make a grant contribution towards this in future
years.
· A
further $20,000 has been set aside for development of the Cleddau Village
Recreation Reserve. During the year planning of concrete slab was
undertaken, it is now anticipated that the project will be completed in October
2016/2017. Funding will be from the existing funds collected.
· The
Chairman & Trustees have not claimed all of the fees that they were
entitled to claim ($11,094 saving).
· $5,000
was set aside for project development and planning this has not been required
this year.
7 Due
to the closure of a business in Milford, an outstanding fee for the year of
$676 has been written off for accounting purposes, however Council staff will
work with Department of Conservation staff to look at possible recovery.
8 The
Trust Statement of Financial Position shows $172,044 held in the bank
account. This is a mixture of a term investment and trading account..
Policy
Implications
9 Section 67 of the Local
Government Act 2002 requires that a Council Controlled Organisation must deliver
to the shareholders, and make available to the public a report on the
organisation’s operations during the year. The information required
to be included are defined in Section 68 and 69 of the Local Government Act
2002 and the Trust’s own Statement of Intent for the financial year.
10
Section 68 requires enough information to be included to enable an
informed assessment of the operations of the Trust including an assessment of
performance against the Statement of Intent and an explanation of any major
variances.
11
Section 69 requires that the report include an auditors report and that
the audited statements be prepared within generally accepted accounting
practice which incorporates the New Zealand International Financial Reporting
Standards.
Recommended
Option
12
The recommendation is that the Trust adopts the Performance Report for
the year ended 30 June 2016.
Attachments
There are no attachments for
this report.
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Milford Community Trust
19 August
2016
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Planned Activities and Services
Record No: R/16/8/12313
Author: Chris
Dolan, Team Leader Governance
Approved by: Rex Capil,
Group Manager Community and Futures
☐
Decision ☒ Recommendation ☐ Information
Summary
1 As
directed at an earlier meeting Trustees are to revisit the planned activities
and services for 2016/17 as decided upon and included in the 2016-19 Statement
of Intent (SOI) with the objective of ensuring that the projects are still
relevant and progressing.
The Planned Activities and Services
included in the SOI for 2016-19 are listed as follows;
· Advocate and
assist with other organisations for improvements in the public facilities at
Deepwater Basin through the Concept Plan for this area.
· Work with other
organisations to advocate for public toilets and shelter at the airport and
completion of the walking track to the Lodge.
· Assist Milford
Community Association in the development of Cleddau Village Recreation area
which is to accommodate village green/community centre.
· Provide funding
for medical support, services and facilities for Milford ERT station.
· Assist with the
redevelopment of the Bowen Falls walkway if this project is to proceed.
· Implement changes
to any charging mechanism with all stakeholders in regard to the way fees are
apportioned; this includes undertaking a review of the Trust with stakeholders
including concessionaires.
· Engage with NZTA
for the development of the walking track from the airport to Deepwater Basin Road,
also car parking at the rock climbing area.
· Advocate the
continuation of maintaining beautification and roading within the village.
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Recommendation
That the Milford
Community Trust:
a) Receives
the report titled “Planned Activities and Services” dated 5
August 2016.
b) Revisits
the 2016/17 Planned Activities and Services that were included in the
2016-2019 Statement of Intent.
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Attachments
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this report.
