Milford Community Trust

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Milford Community Trust held in the Milford Tourism Limited Board Room, Milford  on Wednesday, 7 December 2016 at 4.00pm.

 

present

 

Chairperson

Mike Schuck

 

Members

Rosco Gaudin

 

 

Tim Holland

 

 

Brad Johnstone

 

 

Mike McConachie

 

Councillor

Ebel  Kremer

 

 

IN ATTENDANCE

 

Chief Financial Officer

Anne Robson

 

Committee Advisor

Jenny Labruyère

 

Community Partnership Leader

Simon Moran

 

Group Manager Services & Assets

Ian Marshall

 

Team Leader Community Engineers

Ray Hamilton

 

Department of Conservation

Abby Wangeman

 

 


Milford Community Trust

07 December 2016

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1          Apologies

 

An apology for non-attendance was lodged by Trustee Steele.

 

Moved Trustee Holland, seconded Trustee Johnstone and resolved:

That the  Milford Community Trust accept the apology for non-attendance by Trustee Steele.

 

2          Leave of absence

 

No requests for leave of absence were received.

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

No members of the public were present in public forum.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6          Confirmation of Minutes

 

Resolution

Moved Cr Kremer, seconded Trustee Johnstone  

That the minutes of Milford Community Trust meeting, held on 19 August 2016 be confirmed as a true and correct record.

 

 

Reports

 

 

7.1

Milford Community Trust  Action Sheet- December 2016

Record No:         R/16/11/19623

 

Action points arising from previous meetings were tabled.

 

Issues arising included;

 

Rating Boundary;

 

In discussing the Milford Rating Boundary Trustees believe Milford rate payers should not be paying the Te Anau Community Board rate and the concession to the Milford Community Trust.   Trustees believe that the Trust is undertaking similar activities as Te Anau Community Board within Milford to which they pay a concession.  Therefore Milford concessionaires are paying twice.  

 

Moved Trustee Gaudin, seconded Trustee Holland

Resolved that the Trust submit a letter to Council requesting that the Milford area be removed from the rating boundary of the Te Anau Community Board  local rate.

 

Milford Roading:

Trustees noted the state of disrepair of roading within Milford village, but acknowledged that the roading system is under the Department of Conservation ownership.  

 

Staff believe the Milford portion of the Southland District Council roading rate could be accessed to progress a short term improvement repair programme, however Trustees considered a more long term plan needs to be implemented.

 

Trustees requested a letter be sent to Southland District Council requesting the Council develop a long term management plan for the roads within Milford village and agree on a basis for funding maintenance and renewals from roading rates.

 

Trustees commented that Milford is in a unique situation and believe a partnership between Southland District Council, the Department of Conservation and NZTA is required to implement such management plan.

 

Resolution

Moved Trustee Johnstone, seconded Trustee McConachie    

resolved that

 

a)           Staff request Southland District Council provide funding to progress necessary roading repair works within Milford village.

 

b)          A letter be sent to Southland District Council requesting a long term management plan be developed for the roads (Sinbad Drive, Pembroke Drive and Deep Water Basin Road) and agree on a basis for funding maintenance and renewals from roading rates.

 

MERT:

 

Councillor Kremer advised that Fiordland Medical Centre Trust are interested in providing medical services/clinical support to the Milford area and that Fiordland Medical Centre Trust require a letter from the Milford Community Trust requesting medical services/ clinical support be arranged.

 

Moved Cr Kremer, seconded Trustee Johnstone

Resolved that a letter be submitted to the Fiordland Medical Centre Trust requesting the Trust provide assistance with on-going medical services/clinical support in Milford.

 

Recreational Pad:

 

Trustees were advised work is underway with the preparations for the sealing of the recreation pad with the expectation of completion prior to the Christmas break.

Chairman Schuck advised he has provided the pole inserts for the pad to allow these to be installed prior to the seal being laid.

 

Trustees also acknowledged the variation of $4,233.90 over the original quotation and accepted that this be covered from accumulated funds.

 

Trustees were also advised that Venture Southland staff are to be approached to seek funding assistance for the net equipment and storage facilities for such equipment.

 

Community Centre:

 

Trustee Holland tabled the first draft concept plan for the proposed Community Centre and advised he is awaiting further concept plans.  Trustee Holland advised an estimated cost of $800,00 to $1,000,00 has been suggested to construct such a building at this point.

 

In discussing the matter further Trustees agreed once more detailed concept plans have been provided consideration would be required on the following;

 

·        ownership of the facility

·        on-going maintenance

·        the need for a Department of Conservation concession

·        a feasibility study

·        community consultation

·        Venture Southland funding assistance

 

 

Resolution

Moved Chairman Schuck, seconded Trustee Gaudin

That the Milford Community Trust:

a)         Receives the report titled “Milford Community Trust  Action Sheet- December 2016” dated 30 November 2016.

 

 

7.2

Financial Report to 31 October 2016

Record No:         R/16/11/19689

 

Financial Report prepared by B Du Mez (Graduate Accountant) for the period ended 31October 2016, was tabled.

 

In discussing the report Trustees were advised that the monies for the Recreation Pad were still to come out once this has been charged.  Trustees agreed for $40,000 to be added to the term deposit to go towards the funding of the Community Centre.

 

It was also requested that the financial report in the future discloses the interest rate on any term deposit.

 

 

Recommendation

That the Milford Community Trust:

a)     Receives the report titled “Financial Report to 31 October 2016” dated 30 November 2016.

b)     Agrees for $40,000 to be added to the term deposit to go towards the funding of the Community Centre.

 

c)     Requests staff to discloses the interest rate on any term deposit on future financial reports.

 

 

7.3

Milford Community Trust - Draft Statement of Intent 2017-2020

Record No:         R/16/11/19626

 

The Draft Statement of Intent for the Milford Community Trust for 2017-2020 was presented to the Trustees for consideration and approval, was tabled.

 

The Trustees carried out changes to the draft Statement of Intent where considered relevant.

 

Besides the changes made to the Draft Statement of Intent Trustees requested the following;

 

·        Grant monies labelled Bowen Falls Walkway be changed to read Airport to Deepwater Basin Walkway.

 

·        Allowance for on-going maintenance and resource consent cost for Cleddau floodbank of $15,000.

 

·        That an additional $40,000 be added to the term deposit making a total of $110,000.  This represents the funds being put aside for the Community Centre Building.

 

 

Resolution

Moved Trustee Gaudin, seconded Cr Kremer  

That the Milford Community Trust:

a)         Receives the report titled “Milford Community Trust - Draft Statement of Intent 2017-2020” dated 29 November 2016.

 

b)         Adopts the Draft Statement of Intent 2017-2020 as presented subject to       the following amendments;

 

-        Grant monies labelled Bowen Falls walkway be changed to read Airport to Deepwater Basin Walkway

-        $15,000 be included for Environment Southland consent fees

-        An additional $40,000 be added to the term deposit representing funds being put aside for the Community Centre Building

-        That the budget of $20,000 annually for the Cleddau Village  Recreation facility be removed.

 

c)         Requests Council staff submit the approved Statement of Intent 2017-2020 to stakeholders for comment.

 

 

 

7.4

Milford Community Association Report

 

Report by Milford Community Association representative Trustee Johnstone was presented, this included;

·        Milford Community Facebook pages is now up and running

·        Association is seeking an up-date on Tutoko Walkway to the bridge.

Ms Wangeman advised the Department and NZTA are to work together on the concept of the Tutoko Walkway.

 

7.5

Department of Conservation Report

Ms Wangeman (DOC) had nothing to report to the Trustees at this meeting.

 

 

5.35pm                                               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 7 DECEMBER 2016.

 

DATE:...................................................................

 

 

CHAIRPERSON:...................................................