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

 

Date:                       

Time:

Meeting Room:

Venue:

 

Friday, 22 September 2017

9.30am

Real Journeys Fiordland Community Events Centre Luxmore Drive, 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

 

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

22 September 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       Appointment of Trustee                                                                  11

7.2       Milford Community Trust - Performance Report 2016/17            13

7.3       Milford Recreation Centre                                                               33   

 

UPDATE REPORTS

 

8.1       Milford Community Association Report

8.2       Department of Conservation Report

 

 


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       Meeting minutes of Milford Community Trust held on 19 May 2017

 


 

 

Milford Community Trust

 

OPEN MINUTES

Unconfirmed

 

 

 

Minutes of a meeting of Milford Community Trust held in the Distinction Hotel & Villas, 64 Lakefront Dr, Te Anau on Friday, 19 May 2017 at 1.00pm.

 

present

 

Chairperson

Mike Schuck

 

Members

Rosco Gaudin

 

 

Tim Holland

 

 

Brad Johnstone

 

 

Mike McConachie

 

 

Jason Steele

 

Councillor

Ebel Kremer

 

 

IN ATTENDANCE

 

Committee Advisor

Jenny Labruyere

 

Community Partnership Leader

Simon Moran

 

Group Manager Community & Futures

Rex Capil

 

Chief Financial Officer

Anne Robson

 

Team Leader Governance & Democracy

Clare Sullivan

 

Department of Conservation

Abby Wangeman

 

 


1          Apologies

 

There were no apologies received.

 

2          Leave of absence

 

There were no requests for leave of absence received.

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

There were no members of public present.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Trustee Gaudin, seconded Trustee Steele 

Confirms the minutes of Milford Community Trust meeting, held on 20 February 2017.

 

Reports

 

 

7.1

Milford Community Trust - Action Sheet - May 2017

Record No:         R/17/5/9766

 

MERT

 

Councillor Kremer advised he has met with Dr Hoskin from the Fiordland Medical Practice to discuss the development of medical services for year round medical cover in Milford in the future.

 

Councillor Kremer reported that the outcome of the discussions were that Dr Hoskin agreed there should be a full time medical co-ordinator based in Milford.

 

Recreation Pad

 

Trustee Schuck advised he submitted an application to the Southland District Council’s Community Fund seeking funding for the purchase of sporting equipment for  use with the recreational pad.  Trustee Schuck also indicated commitment from another source has been offered to cover any shortfall of funds for equipment and storage.

 

 

 

Community Centre

 

Trustee Holland provided a draft concept plan and estimated costings for Trustees consideration.  Following the discussions Trustees agreed for further costings to be provided and a business plan to be progressed.  Such plans to be provided to the Trusts September meeting for further decision including funding options.

 

Bowen Falls Funding

 

Trustees requested clarification as to the Bowen Falls funding and requested whether these funds have been moved/renamed to the Deepwater Basin Airport Walkway project to assist funding the development of this project.

 

Trustee Holland requested permission from Trustees to release funding to secure topographical data to be used to progress the airport walkway project.

 

 

Resolution

Moved Trustee Holland, seconded Trustee Steele 

That the Milford Community Trust:

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

 

b)     Agreed that funding previously set aside for the Bowen Falls project be renamed to the Deepwater Basin Walkway, and in addition permission be granted for funds to be released to secure topographical data to assist in progressing this development.

 

 

1.20pm       At this point the meeting was adjourned to allow for the conclusion of the workshop at which outside members took part.

 

Public Excluded

 

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.

 

That the staff be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items Cleddau Village Community Centre. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

 

The public were excluded at 1.07pm.

 

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available unless released here.

 

 

3.30pm                                               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Milford Community Trust HELD ON 19 MAY 2017.

 

 

 

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

 

 

 

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

 

 


Milford Community Trust

22 September 2017

 

Appointment of Trustee

Record No:         R/17/9/21937

Author:                 Simon Moran, Community Partnership Leader

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1       To advise the Trust of the appointment of Brad Johnstone as the Milford Community Trust Trustee representing the Milford Community Association.

Appointment

2       Under the terms of the Trust Deed the Trustee on the Milford Community Trust representing the Milford Community Association is nominated and elected by members of the Milford community.

3       The current term of the Trustee representing the Milford Community Association (Brad Johnstone) has expired. The position was publicly advertised and the only nomination received was from Mr Johnstone.

4       At its meeting on 6 September Council resolved to appoint Mr Johnstone as a Trustee in accordance with the Trust Deed. The term for the Trustee from the Milford Community Association is three years and will therefore expire on 30 June 2020.

 

 

Recommendation

That the Milford Community Trust:

a)         Receives the report titled “Appointment of Trustee” dated 13 September 2017.

 

 

Attachments

There are no attachments for this report. 

 


Milford Community Trust

22 September 2017

 

Milford Community Trust - Performance Report 2016/17

Record No:         R/17/9/21909

Author:                 Simon Moran, Community Partnership Leader

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1       To provide the Trust with the Milford Community Trust Performance Report for the 2016/17 financial year so it can be adopted.

Executive Summary

2       The Performance Report for the year ended 30 June 2017 reports against the objectives and finance budget set in the Statement of Intent for the same year. This report outlines some of the key highlights and the Trust’s responsibility as a Council Controlled organisation.

 

 

Recommendation

That the Milford Community Trust:

a)         Receives the report titled “Milford Community Trust - Performance Report 2016/17” dated 18 September 2017.

b)         Adopts the Performance Report for the Year ended 30 June 2017.

 

c)         Agrees that the Audited Performance Report be delivered to the shareholders and made available to the public by 15 October 2017.

 

 


 

Content

Background

3        The Performance Report is a means of accounting for the Trust’s activities for the 2016/17 financial year. It reports on targets and budgets in the Statement of Intent 2016/2019. A summary of this information is also included in the Southland District Council’s own Annual Report.

4        As the Trust is a Council Controlled Organisation, it is required to comply with sections of the Local Government Act 2002 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

5        Under the Local Government Act 2002, the Trust must prepare and adopt a Performance Report in respect of each financial year.

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 $51,502 compared with a budgeted deficit of $101,303.

7       The surplus is primarily due to

·    No decision has yet been made on whether to proceed with the Cleddau Recreation Centre therefore the budgeted $110,000 has not been spent.

·    The $20,000 for the Cleddau Village Recreation Reserve was not spent as although it was budgeted as operating expenditure it has actually been recognised as capital expenditure. Its cost is shown as a Non-Current Asset in the Statement of Financial Position and it will be depreciated as an operating expense over subsequent years.

·    The Chairman and Trustees have not claimed all of the fees that they were entitled to claim ($9,366 saving).

·    $5,000 was set aside for project development and planning this has not been required this year.

Policy Implications

8       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.

9       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.

10     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.

Next Steps

11     Once the Trust adopts the Performance Report for the year ended 30 June 2017 the signed version will be forwarded to the auditors and in accordance with paragraph 9 above the final auditors report can be issued.

 

Attachments

a         Milford Community Trust - Performance Report 30 June 2017    

 


Milford Community Trust

22 September 2017

 

 

 

 

 

 

MILFORD COMMUNITY TRUST

 

PERFORMANCE REPORT

FOR THE YEAR ENDED 30 JUNE 2017

 


Milford Community Trust

22 September 2017

 

Contents

 

                                                                                                                                                                        Page

ENTITY INFORMATION.. 3

Chairperson’s Report 4

What is the Performance Report?. 5

Performance Information. 6

Objectives. 6

Governance Report 6

Contribution to Community Outcomes. 7

Performance Targets. 8

Activity Report 9

Compensation. 10

Value of Stakeholders Investment 10

Statement of Financial Performance for the year ended 30 June 2017. 11

Statement of Financial Position for the year ended 30 June 2017. 12

Statement of Cash Flows for the year ended 30 June 2017. 13

Statement of Accounting Policies for the year ended 30 June 2017. 14

Notes to the Financial Statements for the year ended 30 June 2017. 16

 

 

 

 

 

 

 

 

 

 

 

 

 



 

ENTITY INFORMATION

Legal Name:

Milford Community Charitable Trust

 

Type of Entity and Legal Basis:             

Charitable Trust

 

Registration Number:                                 

CC39881

 

Mission:

The Milford Community Trust was established in 2007 by the Southland District Council and the Department of Conservation with the assistance of Environment Southland for the purposes of providing leadership and governance for the Milford community.

 

Structure of the Trust:

Date of Settlement:                          May 2007

Settlor:                                             Southland District Council

 

Current Trustees:                            Term of Office:

Michael N Schuck                              Four Years (Chairperson)

Ebel Kremer                                      Councillor

Tim Holland                                       Four Years

Jason Steele                                     Four Years

Bradley Johnstone                             Three Years

Mike McConachie                              Four Years

Rosco Gaudin                                    Four Years

 

Manager:                                          Southland District Council

Secretary:                                        Southland District Council - Jenny Labruyère

Trust Capital:                                   100 dollars

 

Main Sources of Resources:

Milford Community Trust's primary source of income is via a concessionaire’s fee charged to local organisations on a quarterly basis.



Chairperson’s Report

 

The Trust is continuing to its work to investigate the viability of a community centre. There is currently a site set aside for it within Cleddau Village beside the sports court and a business case along with conceptual design plans are being prepared.

 

The Cleddau Village sport court site preparation was finished last summer and has been well used since.

 

The review of the Milford Community Trust, Trust deed will now be completed during 2017/18. This review will consider the functions and responsibilities of the Trust including a review of the charging mechanism for concession fees.

 

Long serving Trust Manager, Chris Dolan retired prior to Christmas. Chris has been the Trust Manager since the Trust’s inception. He has been a diligent and professional manager who I miss greatly. The Trust will certainly miss his experience and drive.

 

Thank you to all my fellow Trustees, Simon Moran and especially Jenny Labruyere for all your good work throughout the year.

 

 

 

 

Mike Schuck

Chairperson

22 September 2017

 

 


 

What is the Performance Report?                                                

Each year a Performance Report is produced for the Milford Community Trust which compares activities performed with those intended as set out in the Trust’s Statement of Intent for the year.  This information allows the operation of the Trust to be assessed by its key partners and other interested parties.  This document reports in the Trust’s activities during the year 1 July 2016 to 30 June 2017 which was the period of the Statement of Intent 2016/2017.

 

As a Council Controlled Organisation (CCO), the Milford Community Trust has obligations to report on its activities under the Local Government Act 2002.

 

Statement of Intent (SOI)
Sets out what the Trust will do for three years in outline and one year in detail.  Describes how it will be paid for and how it will assess whether it has been successful.  Also provides an opportunity for stakeholders and interested parties to influence the direction of the organisation and forms a basis for accountability of the Trustees.
,Performance Report (PR)
Reports back to key partners and interested parties about whether the Trust did what it said it would do for the whole year.  Presents the financial picture of the Trust at the end of the year.
,Half Yearly Report
Updates key partners on how the Trust is going part-way during the year against what it said it was planning to do.
,Southland District Council 
Long Term Plan (LTP)
Provides the long-term direction of the Council and its objectives for the Trust related to its own aims and outcomes.
,Reviewed
annually
Draft March
Final June
,Reviewed every three years 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 


Performance Information

This section reports on the Trust’s performance compared against what was intended in the Statement of Intent.

 

Objectives

 

The Trust has several key objectives which guide its activities, namely:

 

(a)        To manage and carry out services and undertake leadership, planning and advocacy for the general benefit of the Milford community so as to ensure as far as possible that the infrastructure of the community and its sense of identity, viability and wellbeing are maintained and enhanced.

(b)        To liaise with and communicate with all individuals, organisations, groups and other parties with interests in the Milford community for all purposes which are beneficial to the community.

(c)        To represent the interests of the Milford community to ensure that the natural environments and outstanding values of the Milford Sound area are safeguarded and protected for all residents and visitors to the area. 

(d)        To monitor and maintain an overview of all activities and services provided within the Milford community. 

(e)        To consider and report on all matters either referred to and/or delegated to it from time to time by the Department of Conservation and the Southland District Council and on any matter of interest or concern to the Milford community. 

(f)         To access, use or invest funds and enter into arrangements, contracts and other agreements upon such securities or in such manner and upon such terms and conditions that the Trustees deem suitable for the purpose of furthering the objects and purposes of the Trust. 

(g)        To carry out such other lawful activities which are incidental or conducive to attaining the objects and purposes of the Trust. 

Reporting on the activities of the Trust as well as actual performance against planned targets provides information which can be used to evaluate progress being made towards these objectives.  The Trust’s Statement of Intent includes a number of performance targets and specific projects which are reported on below.

 

Governance Report

 

The Milford Community Trust was established in 2007 following a process of consultation with residents, agencies and businesses with interests in Milford.  This followed the special consultation process set out in the Local Government Act 2002.  The inaugural meeting of the Trust was held on 18 April 2007.

 

The Trust is governed by a board of seven Trustees with representatives from stakeholder groups as shown in the table below.  The Trust Deed sets out the way in which business of the Trust is to be conducted.  A strong driver is that the local Milford community should determine its own priorities and agree on the funding for these.  The Trust strives to regularly review its performance and to be open and accountable to the community through public meetings.

 

Four meetings, which are open to the public, were held during the year.  These meetings were held as follows;

 

19 August 2016 at Te Anau

7 December 2016 at Milford

20 February 2017 at Te Anau

19 May 2017 at Te Anau 

Trustees are detailed in the table below;

 

The Designation

Trustee Name

Appointed

Term Expires

Independent Chair

Michael Schuck

July 14

June18

Te Anau Ward Councillor, ex-officio appointment

Ebel Kremer

Oct 16

Oct 19

Milford Community Association elected representative

Bradley Johnstone

Sept 14

June 17

Milford Community appointees

Rosco Gaudin

Aug 15

June 19

 

Jason Steele

Aug 15

June 19

Mike McConachie

Nov 14

June 18

 

Tim Holland

Aug 16

June 20

 

New Trustees:

 

There was one of new Trustee appointed during the past year namely;

 

·        Trustee Tim Holland replaced Trustee Andrew Welsh.

Contribution to Community Outcomes

Outputs from the Milford Community Trust activity contribute to the achievement of the principal Outcome 6 of the regional “Our Way Southland” statement, being “A treasured environment which we care for and which supports us now and into the future”. 

 

Ways in which the Trust’s operations can contribute to the principal outcome are as follows:

 

Intermediate Outcome

Activity’s Contribution

6.1     We have an informed community.

Education and promotion is an important function of the Trust.

6.2     We have a healthy, safe and accessible built environment.

The Trust is proactive and has this outcome as one of its cornerstones.

6.3     We have an environment protected from the negative effects of human activities.

The Trust responds to mitigate negative effects of human activities.

 




 

Performance Targets

The information below sets out how the Trust performed against the key performance indicators from the Statement of Intent chosen to reflect the level of service to be provided. 

The table shows what Level of Service the Trust said it would provide, how this will be measured, the target for the 2015/2016 year and whether the targets were achieved, partially achieved or not achieved and the reason for any significant variance.

 

What the Trust said will provide

How the Trust said it will measure the service provided

Category

Level of Service

Key Performance Indicator

Target

Achievement

Access

Maintain a structure that facilitates local decision-making.

Number of public forums in Milford each year.

1

Achieved.  One forum held during the year. No member of the Milford community attended the formal public forum meeting of the Trust in December 2016, however several Association Members attended an informal Association meeting following the formal meeting in Milford. (2016 : Achieved)

Quality

Keep the Milford community informed about Trust plans and outcomes.

Number of Community newsletters produced annually.

2

Not achieved through newsletters. News articles that appeared in the Advocate related to the proposed Community Centre building and the Milford Community Association Trustee maintains a Facebook page through which information is shared. The Trust also sets aside funding for meeting costs relating to press releases in the Fiordland Advocate.

(2016 : Not Achieved)

Leadership

Provide leadership and advocacy on major issues.

Number of Milford Community Trust meetings held annually

4

Achieved.  Four meetings were held in 2016/17 in August, December, February and May.

(2016 : Achieved)

Responsiveness

Response to issues raised by the community.

Percentage of issues raised at Milford Community Association meetings responded to prior to next meeting.

85%

Achieved 100%. Issues raised by the community for 2016/17 year were dealt with through the Trust’s internal Action Sheet.  These included; Draft SOI 2017-2020, completion of the development of a recreational pad, progression of investigations towards the proposed community centre, support for emergency  services  provider and emergency equipment. 

(2016 : Achieved 100%)

Responsiveness

Milford Community Association meetings

To be reported at MCT meetings.

4

Not achieved – there is an opportunity at each meeting for a report to be tabled and this occurred at 2 of the four meetings. There was also one informal Milford Community Association meeting was held with members of the Trust during the past year in December, with approximately 20 members attending.

(2016 : Not Achieved)

 

 

Activity Report

The information below reports on the planned activities included in the Statement of Intent 2016/2019 as well any unplanned for activities actually carried out during the year.

                                                                                                                                

Activity Description

Date

Status

Planned Activities

 

 

Advocate and assist with other organisations for improvements in the public facilities at Deepwater Basin through the Concept Plan for this area.

June 2017

There have been ongoing discussions with the Department of Conservation primarily through their representatives who attend the Trust meetings.

Working with other organisations to advocate for public toilets and shelter at the airport and completion of the walking track to the Lodge.

June 2017

Walking Track project is complete.  No progress has been made in relation to the public toilets/shelter at the airport.

Assist Milford Community Association in the development of Cleddau Village recreation area which is to accommodate village green/community centre.

June 2017

The village green outside activity court has been completed. A decision to proceed with the development of a business case was made at the Trust’s meeting 19 May 2017. 

Continuation of funding of the Team Leader Emergency Services.

Provide funding for medical support, services and facilities for the Milford Emergency Response Team station.

June 2017

The Trust budgeted $44,880 to assist with running costs of Emergency Services provider for 2016/17. The Trust will assist the MERT with emergency equipment when required.

Assist with redevelopment of the Bowen Falls Walkway if this project is to proceed

June 2017

No development occurred during the 2016/17 financial year.

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.

June 2017

No changes were made – a report from Council’s Chief Financial Officer was made to the Trust’s strategic workshop 19 May 2017 for its consideration.

Engage with NZTA for the development of the walking track from the airport to Deepwater Basin Road, car parking at the rock climbing area.

June 2017

The Department of Conservation has been leading discussions on roading matters with NZTA.

Advocate for continuing to maintain the beautification and roading within the village.

June 2017

Lobbying of the Department of Conservation and Council has continued primarily through the Trust meetings where representatives are present.

Unplanned Activities

 

 

Facilitate strategic review with stakeholders

June 2017

A Strategic Review Workshop was held 19 May 2017 and stakeholders were invited to attend and speak to the Trust.

Information Requirements

 

 

Draft Statement of Intent prepared and circulated to key partners.

7 February 2017

Achieved.  The Draft was prepared and circulated to key partners.

Final Statement of Intent prepared and circulated to key partners.

22 February 2017

Achieved. 

Half yearly report prepared and circulated to key partners.

16 March 2017

Achieved.

 

 

Compensation

In the Statement of Intent, the Trust indicated that it would require funding (investment) from parties for undertaking particular activities.  The Trust is required to report on compensation provided by key partners in particular.  The table below details the actual compensation versus what was budgeted in the Statement of Intent.

 

Contribution

Activity

2016/2017

Budgeted

2016/2017

Actual

Comment

Key Partners

 

 

 

 

Other Sources

 

 

 

 

Concessionaires
(via Concession Activity Fee)

Governance Costs

$113,135

$113,135

Concessionaires have been invoiced for all Governance costs incurred during the year

 

 

Value of Stakeholders Investment
The net value of the stakeholders investment in the Trust is estimated to be valued at $213,204 as at 30 June 2017.  The assessment uses the value of stakeholders funds as a guide.

 


 

The above statement should be read in conjunction with the following Statement of Accounting Policies and Notes to the Financial Statements.


 

The above statement should be read in conjunction with the following Statement of Accounting Policies and Notes to the Financial Statements.




 

 

 

 

 

Michael Schuck

 

Chairman

 

 

___________________

Trustee

 

 

 

 

Date Signed:  22 September 2017


The above statement should be read in conjunction with the following Statement of Accounting Policies and Notes to the Financial Statements.


Statement of Accounting Policies
For the year ended 30 June 2017

BASIS OF PREPARATION

Milford Community Trust has applied PBE SFR-A (PS) Public Benefit Entity Simple Format Reporting - Accrual (Public Sector) on the basis that it does not have public accountability and has total annual expenses of equal to or less than $2 million.

 

All transactions in the Performance Report are reported using the accrual basis of accounting.

 

The financial statements are prepared under the assumption that the entity will continue to operate in the foreseeable future.

 

SIGNIFICANT ACCOUNTING POLICIES

 

Revenue Recognition

Concessionaires Fees

Revenue is recorded when the fee is due to be received.

Donated Assets

Revenue from donated assets is recognised upon receipt of the asset if the asset has a useful life of 12 months or more, and the value of the asset is readily obtainable and significant.

Interest

Interest revenue is recorded as it is earned during the year.

 

Debtors

Debtors are initially recorded at the amount owed. When it is likely the amount owed (or some portion) will not be collected, a provision for impairment and the loss is recorded as a bad debt expense. Debtors are shown as GST inclusive.

 

Bank Accounts and Cash

Bank accounts and cash comprise cash on hand, cheque or savings accounts, and deposits held at call with banks.

 

Term Deposits

Term Deposits with Banks are initially recorded at the amount paid. If it appears that the carrying amount of the investment will not be recovered, it is written down to the expected recoverable amount.

 

Creditors and Accrued Expenses

Creditors and accrued expenses are measured at the amount owed.

 

Property, Plant and Equipment

Property, plant and equipment is recorded at cost, less accumulated depreciation and impairment losses.

 

Donated assets are recognised upon receipt of the asset if the asset has a useful life of 12 months or more, and the value of the asset is readily obtainable and significant. Significant donated assets for which current values are not readily obtainable are not recognised.

 

For an asset to be sold, the asset is impaired if the market price for an equivalent asset falls below its carrying amount.

 

For an asset to be used by the Trust, the asset is impaired if the value to the Trust in using the asset falls below the carrying amount of the asset.

 

Depreciation is provided on a diminishing value basis that will write off the cost of the assets over their useful lives. This is calculated using the following rates:

 

Equipment                      40% Diminishing Value

Buildings                        3%   Straight Line

 

 

Income Tax

The Trust is exempt from income tax as it is a Charitable Trust registered under the Charities Commission.

 

Budget Figures

The budget figures are derived from the 2016-2019 Statement of Intent as approved by the Trustees on 20 February 2017.  The budget figures have been prepared in accordance with tier 3 standards, using accounting policies that are consistent with those adopted by the Trustees in preparing these financial statements.

 

Changes in Accounting Policies

There have been no changes to the accounting policies applied in the financial statements to the prior year.

 

Goods and Services Tax

The Trust is registered for GST. All amounts in the financial statements are recorded exclusive of GST, except for Debtors and Creditors which are stated inclusive of GST.


 

Notes to the Financial Statements
For the year ended 30 June 2017

1.         Post balance date events

       There have been no significant subsequent events between the balance sheet date and the signing of the financial statements that require disclosure or adjustment in the financial statements.

 

2.         Bank accounts and cash

 

Account

2017

 

2016

BNZ Current Account

15,869

 

40,301

BNZ Call Account

17,797

 

61,742

Total

33,667

 

102,044

              

               Interest rates on the BNZ Current and Call accounts at 30 June 2017 are 0.1% and 0.1% per annum respectively (2016: 0.25% and 0.55%).

 

3.         Investments

 

Account

2017

 

2016

Term Deposit(s)

110,000

 

70,000

Total

110,000

 

70,000

              

Two term deposits are held with BNZ at 30 June 2017.

·      A $40,000 deposit, maturing 17/7/17, at 3.30% interest.

·      A $70,000 deposit, maturing 24/7/17, at 3.30% interest.

 

 

4.       Property, plant and equipment

 

 

Equipment

 

Land Improvements

 

Total

 

 

 

 

 

 

Carrying Amount at 1 July 2015

1,642

 

-

 

1,642

Additions

-

 

-

 

-

Disposals (net of Accumulated Depreciation)

-

 

-

 

-

Depreciation Expense

(657)

 

 

 

 

 

Carrying Amount at 30 June 2016

985

 

-

 

985

Carrying Amount at 1 July 2016

985

 

-

 

985

Additions

-

 

53,759

 

53,759

Disposals (net of Accumulated Depreciation)

(985)

 

-

 

(985)

Depreciation Expense

-

 

(538)

 

(538)

Carrying Amount at 30 June 2017

-

 

53,221

 

53,221

 

                   *Land Improvements relates to the construction of the Cleddau Village Recreational Reserve Asphalt Pad. Construction was completed in March 2017.

 

5.         Contingent assets and liabilities

            There are no contingent assets or liabilities as at 30 June 2017 (Nil June 2016).

 

6.         Commitments

            The Trust has no commitments as at 30 June 2017 (Nil June 2016). 

 

 

 

 

 

 

7.         Accumulated Funds

 

2017

 

2016

Contributed Capital

 

 

 

Balance at 1 July

100

 

100

Balance at 30 June

100

 

100

 

 

 

Accumulated Surplus

 

 

 

Balance at 1 July

161,602

 

115,849

Surplus/(Deficit) for the year

51,502

 

45,753

Balance at 30 June

213,104

 

161,602

Accumulated funds

213,204

 

161,702

 

8.         Related Parties

Department of Conservation and Southland District Council with the assistance of Environment Southland worked together setting up a Council Controlled Organisation in the form of this Trust, and therefore are the stakeholders of the Trust.

 

The Trust received money from the DOC during the year of $3,477 (2016 $3,140) for current year concessionaires income.

 

The Trust paid money to Southland District Council during the year totalling $9,521 (2016 $9,823). These costs are for the reimbursement of Trust expenses paid for by the Southland District Council.

 

The Trust paid no monies to Environment Southland during the year (2016 Nil).

 

Additionally, Trustees and the Chairperson have interests in organisations within Milford Sound which contribute to the trust through payment of a concessionaire’s fee. Related party disclosures have not been made for transactions with these organisations as the setting of these fees is conducted under terms and conditions no more or less favourable than those that it is reasonable to expect the Trust would have adopted in dealing with the party at arm’s length in the same circumstances. 

 

9.         Explanation of major variances against budget

Explanations for major variations from the Trust’s budgeted figures in the 30 June 2017 Statement of Intent are as follows:

 

•      Statement of Financial Performance

·    The Cleddau Village Recreation Reserve Project costs are budgeted on the Statement of Financial Performance as an operational cost, but this project was capitalised on the balance sheet at completion in March 2017. The actual cost of the project was $53,758 compared to the $20,000 budget.

·    Costs in relation to the Emergency Services Provider were slightly under-budget.

·    Costs relating to the Cleddau Village Recreation Building are below budget as the project is currently in the planning stages.

 

•      Statement of Financial Position

·    Bank Accounts and Cash and Term Deposits are higher than budgeted primarily due to work on the Cleddau Village Recreation Building not commencing in the 2016/2017 financial year. $110K collected for this project has been placed in term deposits.

 

 

 

 


Milford Community Trust

22 September 2017

 

Milford Recreation Centre

Record No:         R/17/9/21652

Author:                 Simon Moran, Community Partnership Leader

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1       To update the Trustees on the work that has been undertaken to provide the Trust with a concept design and general information so that it can make a decision on what steps to take next.

Background

2       At its May meeting and strategic workshop the Trust discussed the recreation centre project. There has not been a lot of progress on this project over the last few years although it has been discussed regularly.

3       It was decided that two pieces of work would be done for this meeting and these are attached for your information. The first was to have completed concept design drawings and preliminary costings for that design; the second was the preparation of a report outlining the wider issues (including capital raising) that the Trust would need to consider as part of any business case.

Concept Design

4       The Trust asked Tim Holland to make enquiries of architects to provide concept design drawings based on the feedback from the Milford Residents Association about the types of activities they would like to see provided for in a recreational space. A very preliminary design was shown to Trustees in May and it was agreed that Tim should continue to work with ArchDraught on the concept.

Milford Recreation Centre Report

5       This work was undertaken by Venture Southland staff on behalf of the Council and it raised the following key issues for the Trust to work through.

6       The consultation with Trustees conducted to prepare this report indicates that a majority support the development of the recreation centre proposal. However differing opinions within the Trust were evident - about the viability of this project, and if it is viable, then what features the proposed facility would offer. Agreement on these features is a priority as this will have an impact on costing and options for the management of the facility.

7       Community funding options for this project were investigated and options are limited primarily due to the geographic location of Milford. There are three funders that the Trust would be eligible to apply to for the project. However even if these applications are successful, it is unlikely that they will provide adequate funds to develop the facility. Therefore, the Trust will need to commit significant funds from their own reserves. While there appears to be agreement by trustees that the Trust should fund the capital build of the project – to what scale and level is not defined or agreed.

8       There appears to be differing views from trustees regarding the role of the Trust with running the facility. Various options were explored regarding governance, management and operation and are detailed in the report. Considering that community funders do not fund operational and maintenance costs, the successful operation of the facility will require a long term commitment from operators in the funding and ongoing management of the property regardless of what model of operation is adopted. Engaging the operators is an urgent priority as the success of this project hinges on their support. This is particularly important given that Trustees report that there is a general perception in the Milford community that progress on this project is slow. It was reported that operators have raised concerns about any additional levy to cover costs and would like to see more details and costings of the proposed facility.

9       It is also important to note that the Department of Conservation have been clear that they will only enter into an arrangement with the Trust, so all potential operating models must include the Trust as a key partner. Success with applying for grants from community funders also depends on the facility having plans in place to demonstrate sustainable operation.

Options

10     The Trust has a number of options to consider.

 

11     Status Quo – there is no recreation centre

12     Advantages

13     Disadvantages

14     The Trust can move on to other projects

15     The Milford residents do not have a weather proof space where they can meet that is not part of a residential building.

16     Residents continue to use the DoC land in a way that is less than ideal.

17     Consult with the Operators

18     Advantages

19     Disadvantages

20     The Trust can advocate directly to the funders and will know very quickly whether there is an appetite to pay for the capital and operating costs.

21     It is possible that alternative options may be identified through this process.

22    

23     None

24     Proceed with the ArchDraught concept

25     Advantages

26     Disadvantages

27     It will make use of the work that has been done to date.

28     It may not be the most efficient use of the resources that could be available.

29     It may result in a building that doesn’t actually meet the needs of the community.

30     It may not be the best use of the money that has been levied to date.

31     There is some uncertainty whether the Milford operators will be prepared to fund the centre.

32    

33     Reconsider what is needed

34     Advantages

35     Disadvantages

36     It may result in an outcome that better reflects what the community wants.

37     If a new design is cheaper then it may be easier to sell the concept to operators.

38     Some of the work already undertaken would have to be redone.

39     There is some uncertainty whether the Milford operators will be prepared to fund the centre.

 

Next Steps

40     That the Trust consults with operators before making any final decision regarding whether to proceed with the recreation centre. This may require a more detailed business case to be developed after the Trust has agreed the key parameters.

 

 

Recommendation

That the Milford Community Trust:

a)         Receives the report titled “Milford Recreation Centre” dated 18 September 2017.

b)         Consults with operators before making any final decision regarding whether to proceed with the recreation centre. This is to be undertaken by the end of December 2017.

 

 

Attachments

a         Milford Recreation Centre Report

b         Milford Recreation Centre - ArchDraught concept plans    

 


Milford Community Trust

22 September 2017

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Milford Community Trust

22 September 2017

 


Milford Community Trust

22 September 2017

 


Milford Community Trust

22 September 2017

 


Milford Community Trust

22 September 2017

 


Milford Community Trust

22 September 2017