Notice is hereby given that a Meeting of the Milford Community Trust will be held on:

 

Date:                       

Time:

Meeting Room:

Venue:

 

Friday, 19 May 2017

9.00am

Distinction Hotel & Villas
64 Lakefront Dr
Te Anau

 

Milford Community Trust Agenda

 

OPEN

 

 

 

MEMBERSHIP

 

Chairperson

Mike Schuck

 

Members

Rosco Gaudin

 

 

Tim Holland

 

 

Brad Johnstone

 

 

Mike McConachie

 

 

Jason Steele

 

Councillor

Ebel Kremer

 

 

IN ATTENDANCE

 

Group Manager Community & Futures

Rex Capil

 

Committee Advisor

Jenny Labruyere

 

Community Partnership Leader

Simon Moran

 

 

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 



Milford Community Trust

19 May 2017

 

TABLE OF CONTENTS

ITEM                                                                                                                           PAGE

Procedural

1          Apologies                                                                                                              5

2          Leave of absence                                                                                                  5

3          Conflict of Interest                                                                                                5

4          Public Forum                                                                                                         5

5          Extraordinary/Urgent Items                                                                                 5

6          Confirmation of Minutes                                                                                      5

Reports

7.1       Milford Community Trust - Action Sheet - May 2017                   11   

Public Excluded

Procedural motion to exclude the public                                                                     15

C8.1    Cleddau Village Community Centre                                               15  

 


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

 

Committee Members 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

Notification to speak is required by 5pm at least two days before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.

 

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       Minutes of the Milford Community Trust Meeting held, 20 February 2017.


 

 

Milford Community Trust

 

OPEN MINUTES

UNCONFIRMED

 

 

 

Minutes of a meeting of Milford Community Trust held in the Real Journeys Fiordland Community Events Centre, 20 Luxmore Drive, Te Anau on Monday, 20 February 2017 at 9.30am.

 

present

 

Chairperson

Mike Schuck

 

Members

Rosco Gaudin

 

 

Tim Holland

 

 

Mike McConachie

 

 

Jason Steele

 

Councillor

Ebel  Kremer

 

 

IN ATTENDANCE

 

Committee Advisor

Jenny Labruyere

 

Community Partnership Leader

Simon Moran

 

Team Leader Community Engineer

Ray Hamilton

 

Department of Conservation

Abby Wangeman

 

 


1          Apologies

 

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

 

Moved Trustee Gaudin, seconded Trustee Steele and resolved:

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

 

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

 

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 Holland  

That the minutes of Milford Community Trust meeting, held on 7 December 2016 be confirmed as a true and correct record.

 

Reports

 

 

7.1

Action Sheet - February 2017

Record No:         R/17/2/2586

 

Milford Roading

 

Downer’s completed immediate repairs required to several large potholes to roading within the Milford village as requested by the Trustee’s.  Further to these discussions Trustees requested a roading budget for such as ongoing maintenance repairs be added to the Statement of Intent  and budgeted for the long term plan.

 

Trustees also agreed for this issue to be discussed at the strategic workshop.

 

Recreation Pad

 

Trustees  were advised that due to the poor weather conditions the concrete pour for the recreational pad had been delayed however as conditions were on the improve it is expected this project to be completed in the coming week.

Community Centre

 

Trustees agreed for draft concept designs to be prepared and initially presented to Trustees for  consideration prior to the seeking of funding options.

 

 

Resolution

Moved Trustee McConachie, seconded Trustee Steele 

That the Milford Community Trust:

a)         Receives the report titled “Action Sheet - February 2017” dated 14 February 2017.

 

 

 

7.2

Financial Report to 31 December 2016

Record No:         R/17/2/2504

 

 

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

 

Trustees were advised of the following;

 

·        Concessionaire’s income for the first two quarters has been invoiced in January.

·        Cleddau Village Recreation Reserve costs are currently at $18K with the first progress claim being received for site levelling and preparation work completed in December. The total estimated final cost is $55k.

·        General expenses are currently negative due to actual audit disbursement costs coming in below the $500 estimate accrued at 30 June 2016.

·        Trustee Indemnity Insurance costs are $2,455 for the year, $735 over budget. This cost is the same as the 2015/16 year.  This has been reflected in the 2017/2018 year budget as per the Statement of Intent.

 

·        The Trust continues to have a strong cash position with $156K across the call and current accounts. With the strong cash balance and high anticipated receivables for the remainder of the year, sufficient cash will be available to cover future operating and project costs.

·        The previous six month term deposit of $70,000 matured in late December, this was invested at 3.15% per annum, generating $1,099 interest over the period. The interest rate for the savings account is currently 0.35%.  As resolved at the previous Trust meeting a new term deposit of $110,000 will be undertaken in due course.

 

In discussing the report Trustee’s expressed disappointment that the concessionaire’s fees for the first two quarters being invoiced late and issued as one invoice and believed this is unfair and requested a more timely invoicing in future suggesting this should be an automated system.

 

 

 

Resolution

Moved Trustee Holland, seconded Cr Kremer 

That the Milford Community Trust:

a)         Receives the report titled “Financial Report to 31 December 2016” dated 14 February 2017.

 

 

 

7.3

Milford Community Trust - Draft Half Yearly Report for the Six Monthly Period to 31 December 2016.

Record No:         R/17/2/2592

 

The Draft Half Yearly Report for the Six Monthly Period to 31 December 2016, was tabled.

 

In discussing the report members requested the performance report section in regard to Milford community newsletters section show that the face book page is up and running and has a number of viewings with 31 members to date registered on the page.

 

 

Resolution

Moved Trustee Gaudin, seconded Trustee Steele 

That the Milford Community Trust:

a)         Receives the report titled “Milford Community Trust - Draft Half Yearly Report for the Six Monthly Period to 31 December 2017.dated 15 February 2017.

 

b)         Approves the draft half yearly report for the six monthly period to 31 December 2016, and the report be submitted to the Southland District Council for information purposes and subsequently distributed to the Trust’s stakeholders.

 

 

 

7.4

Final Statement of Intent 2017-2020

 

The Trust Secretary advised that the draft Statement of Intent 2017-2020 was circulated to the Trust stakeholders namely Southland District Council and Environment Southland for comment.

Comment was received from the Department of Conservation advising the following;

·        The Department does not consider the Trust has a role in regard to advocating and monitoring camping ground facilities on the Milford side of the Homer Tunnel.

·        The Department and Southland District Council have indicated that in 2019/20 a $130,000 second coat reseal will be required on the Village and Deepwater Basin Roads.  Funding grants for these roads are yet to be confirmed, however it would be considered wise for the Trust to acknowledge this in the planned activities/services for 2019/20 and include it in the draft budget for 2019/20.

 

Resolution

Moved Chairperson Schuck, seconded Trustee Steele 

a)           Receives the report titled “Milford Community Trust – Final Statement of Intent 2017-2020.

 

b)          Approves the Final Statement of Intent 2017-2020 and the report be submitted to the Southland District Council for information purposes and subsequently distributed to stakeholders.

 

 

7.5       Department of Conservation Report

 

            Ms Wangeman (DoC) updated the Trustees on the Department activities.  These included;

 

·        The Department has no appetite to extend out into native land areas used by commercial businesses in Milford for any future growth and commented that the Department and Council will to work together to develop a vision for the existing area and what sort of capacity Milford will be able to cater for.

 

·        Trust to ensure it has input into the Department’s Management Plan particularly in regard to infrastructure for Milford.

 

·        Car parking issues are of major concern for future planning

 

·        A contract for flood protection sensors for monitoring for the Cleddau River  is due out in the near future.

 

·        Demolition of the “Whitehouse” is due to be started.

 

 

10.35am                                             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 20 FEBRUARY 2017.

 

 

 

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

 

 

 

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

 

 


Milford Community Trust

19 May 2017

 

Milford Community Trust - Action Sheet - May 2017

Record No:         R/17/5/9766

Author:                 Jenny Labruyere, Committee Advisor/Customer Support Partner

Approved by:       Jenny Labruyere, Committee Advisor/Customer Support Partner

 

  Decision                              Recommendation                         Information

 

  

 

Action Sheet

1       The Action Sheet from the previous Trust meeting is circulated for Trustees information.

 

 

Recommendation

That the Milford Community Trust:

a)         Receives the report titled “Milford Community Trust - Action Sheet - May 2017” dated 11 May 2017.

 

 

 

Attachments

a         Milford Community Trust -Action Sheet- 19 May 2017    

 


Milford Community Trust

19 May 2017

 

 

Milford Community Trust Action Sheet – May 2017

 

 

 

 

Open Action Items

 

 

 

 

Author

Due Date

Subject

Notes

Anne Robson

17/05/17

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.

Confirmation is sought that the Trust wishes a change to be proposed to Council to exclude Milford from the Mararoa-Waimea rating boundary.

Letter to be sent to Council requesting the Te Anau Community Board Boundary Rate be removed from the Milford Community Trust rate.

 

Letter sent 12 January 2017 advising a report will be prepared to Council for consideration as part of the 2018-2028 Ten Year Plan.  Additionally Council will liaise with the Te Anau Community Board to seek their input into the process as appropriate.

I Marshall

17/05/2017

Milford Roading

Group Manager (Services & Assets), to report to the next Trust meeting.

 

Council funded repair/maintenance work for the roads (Sinbad Dr, Pembroke Dr, Deep Water Basin) completed in December 16 in the meantime NZTA, DOC & SDC to profess discussion on future responsibilities.

All Trustees

 

7/02/2017

Strategic Workshop

Trustees to submit subject/issues to the Trust Manager for the proposed strategic workshop, also submit suggest facilitator for the workshop.

 

Trust agreed that concessionaires be invited to attend the first part of the workshop.

 

Comment

Workshop to be held 19 May 2017.

Cr Kremer

 

26/10/2016

MERT

M Grant (SRFA) to arrange meeting with, 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.

 

Letter to be sent to Fiordland Medical Centre Trust seeking clinical support service be progress for Milford.

 

Comment

For discussion at 19 May 2017 Workshop.

 

Nick Lewis

Simon Moran

Megan Nunn

7/02/2017

Recreational Pad Equipment

It was agreed that the Milford Community Association representative Trustee Johnstone and the Community Engineer liaise insofar as the provision of suitable recreational equipment to be available for users of the recreational pad.

 

Comment

Chair to discuss options for of funding for equipment and storage for the recreation pad with Association Member.

 

Trustee Holland

May 2017

Community Centre

Trust agrees to the formation of a subcommittee comprising Trustees Steele, Holland along with DOC Representative and the Community Engineer to drive the initial stages for the erection of a Community Centre, in this regard approach a qualified draftsmen/architect to prepare a concept plan for the Trust and committee to consider.

 

Comment

Subcommittee to pursue further concept plans prior to further considerations.

 

Report on Agenda

 

 

 

 

 

 

 


Milford Community Trust

19 May 2017

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

 

Recommendation

 

That the public be excluded from the following part(s) of the proceedings of this meeting.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

 

C8.1    Cleddau Village Community Centre

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Cleddau Village Community Centre

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

Discussions around potential costs and implications for the Trust.

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.