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

 

Date:                            

Time:

Meeting Room:

Venue:

 

Friday, 23 February 2018

3.00pm

Milford Sound Tourism Limited
Board Room
Milford

 

Milford Community Trust Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Mike Schuck

 

Members

Rosco Gaudin

 

 

Tim Holland

 

 

Brad Johnstone

 

 

Mike McConachie

 

 

Jason Steele

 

Counillor

Ebel Kremer

 

 

IN ATTENDANCE

 

Committee Advisor

Jenny Labruyere

 

Community Partnership Leader

Simon Moran

 

Department of  Conservation

Antonia Crof

 

 

 

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

23 February 2018

 

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                                                                                                                               6

Reports

7.1         Financial Report to 31 December 2017                                                                                               13

7.2         Draft Statement of Intent 2018 - 2021                                                                                                 17

7.3         Milford Half Year Financial Report to 31 December 2017                                                        29

Update Reports

8.1         Department Of Conservation Report

8.2         Chairperson’s Report

8.3         Councillor’s Report

Public Excluded

Procedural motion to exclude the public                                                                                                         33

C5.1      Milford Emergency Response Team Leader and Medical Clinic Proposals                   34  

 


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 01 December 2017 .


 

 

 

Milford Community Trust

OPEN MINUTES

Unconfirmed

 

 

 

Minutes of a meeting of Milford Community Trust held in the Real Journey’s Community Events Centre, Te Anau on Friday, 1 December 2017 at 9.30am.

 

present

 

Chairperson

Mike Schuck

 

Trustees

Rosco Gaudin

 

 

Tim Holland

 

 

Mike McConachie

Arrived 9.40am

 

Jason Steele

 

Councillor

Ebel Kremer

 

 

IN ATTENDANCE

 

Trust Secretary

Jenny Labruyere

 

Community Partnership Leader

Simon Moran

 

Chief Financial Officer

Anne Robson

 

Department of Conservation

Antonia Croft

 

 


1             Apologies

 

Apologies for non-attendance were lodged by Trustee Johnstone and Councillor Kremer

 

Moved Trustee Holland, seconded Trustee Steele and resolved:

That the  Milford Community Trust accept the apologies lodged for non-attendance by Trustee Johnstone and Councillor Kremer.

 

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 members of public inattendance.

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6             Confirmation of Minutes

 

Resolution

Moved Trustee Holland, seconded Trustee Gaudin 

Confirms the minutes of Milford Community Trust meeting, held on 22 September 2017.

 

 

Reports

 

 

7.1

Strategic Framework 2018 - 2028 Long Term Plan

Record No: R/17/9/23165

 

Mr Moran, Community Partnership Leader, presented the report.

 

1.              Mr Moran advised the purpose of this report is to update Community Boards, Community Development Area Subcommittees and other local Council committees on the revised Strategic Framework that has been developed by Council for the Long Term Plan 2018-2028.

2.              Mr Moran explained the report outlines the framework for information and highlights the key changes to the Council’s intended areas of focus in response to the key strategic challenges facing Southland District over the next twenty years.

3.              The Trust noted the report also aims to remind members of the wider strategy work that is expected to be undertaken as part of and following the development of the 2018-2028 LTP programme to develop a proactive response to the fundamental shifts occurring in our communities and operating environment. (eg Community Futures 2040 Project / Community Leadership Planning).

 

 

Resolution

Moved Trustee Steele, seconded Trustee McConachie 

That the Milford Community Trust:

a)         Receives the report titled “Strategic Framework 2018 - 2028 Long Term Plan” dated 9 October 2017.

 

 

 

7.2

Financial Report to 31 October 2017

Record No: R/17/11/27867

 

Ms Robson, Chief Financial Officer, presented the report.

Ms Robson advised that concessionaire’s income of $41K has been accrued, being four months of the total annual budgeted concessionaire’s fee. Invoices for concessionaire’s fees are currently being prepared and will also be sent to two new concessionaires.

1          MS Robson added that minimal expenditure has been incurred for the year to date as a result of audit disbursements (accommodation, mileage and meals etc) being less than expected, general expenses are negative and additionally final Trustee fees claims to the end of June 2017 were less than accrued at year end.

2               Trustees requested Ms Robson investigate further rating options i.e. staff numbers/ passenger numbers/numbers of operators /accommodation details in conjunction with the Department’s representative to determine the fairest rating option.

Me Robson advised that cash flow of approximately $60,000 is still to come and sought the Trust preference to reinvest for six months or the best term available to the Trust.

 

 

Resolution

Moved Trustee McConachie, seconded Trustee Holland 

That the Milford Community Trust:

a)        Receives the report titled “Financial Report to 31 October 2017” dated 24 November 2017.

b)     Agree further investigation into the best rating option be pursued in conjunction with the Department of Conservation.

c)      Agree for surplus funds to be reinvested for long term interest with the best terms available to the Trust.

 

 

 

 

 

 

7.3

Draft Statement of Intent 2018 - 2021

Record No: R/17/11/28765

 

Mr Moran, Community Partnership Leader, presented the report.

 

Mr Moran advised that the Trust is required by legislation to prepare a Statement of Intent annually covering three years.

Mr Moran added that included in the draft Statement of Intent is the planned activities/services of the Trust for the 2018/19, 2019/20 and 2020/21 financial years for review by Trustees.

3          Furthermore, Mr Moran added that the prospective financial statements outline the Trust’s forecast financial performance and position over the three financial years.

The Trustee’s carried out changes to the Draft Statement of Intent where considered relevant.

 

 

Resolution

Moved Trustee Holland, seconded Trustee Steele 

That the Milford Community Trust:

a)            Receives the report titled “Draft Statement of Intent 2018 - 2021” dated 24 November 2017.

 

b)           Request staff amend the draft Statement of Intent to reflect the outcome of the Trust’s discussions and present it to the next meeting for approval.

 

 

 

7.4

Milford Community Trust Concessionaire Funding models

Record No: R/17/11/28478

 

Ms Robson, Chief Financial Officer, presented the report.

 

Mr      Ms Robson advised the purpose of the report is to further consider a different concessionaire funding model on which to consult with concessionaires.

2          Ms Robson outlined to the Trustees that since the inception of the Milford Community Trust, the fee charging mechanism used to fund the activities of the Trust has not changed significantly.   Although intended to be reviewed annually this has not always occurred and it is seen by many on the Trust as overly complicated and not reflecting who benefits from the services provided by the Trust.  At a meeting of the Trust in November 2015 and a workshop in May 2017, options for other funding mechanisms were discussed.  At the workshop the Trust asked for a further model to be developed on the basis of that previously proposed by the Department of Conservation. 

3          Ms Robson advised that the report outlines the current model, the Department’s methodology which has, previously presented to the Trust, and the four model options so far considered by the Trust plus the Department’s new model (option 5).

4          In discussing the report Trustee’s requested a modification to Option 5 so as to include no land values however with updated staff numbers to be developed further believing the process requires to be as transparent as possible bearing in mind the sensitivity of the commercial operators , and report back to the Trust before going out for further consultation.

 

 

 

Resolution

Moved Trustee McConachie, seconded Trustee Gaudin 

That the Milford Community Trust:

a)        Receives the report titled “Milford Community Trust Concessionaire Funding models” dated 24 November 2017.

b)      Request a modification and further investigation into Option 5 prior to going out for public consultation.

 

 

 

Department of Conservation Report

 

Ms Croft (DOC) updated the Trustees on the Department activities.  These included;

 

·         Completion of the Bowen Falls with a taxi boat to ferry tourist season to and from the reopened walk to the falls.

·         Space to accommodate parking for the recreational boaties

·         Re-establishment of flood monitoring work and protocols

·         Sealing of road from Hollyford to Lake Marion car park.

 

 

Public Excluded

 

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

Resolution

Moved Trustee Holland, seconded Trustee Steele 

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:

 

C5.1      Milford Emergency Response Team - Funding

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

Milford Emergency Response Team - Funding

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

Matters relating to negotiations and individuals of the Milford Community will be discussed.

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

Matters relating to negotiations and individuals of the Milford Community will be discussed.

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 and Department of Conservation staff be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items Milford Emergency Response Team - Funding. 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 11.30am

 

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

 

 

The meeting concluded at 11.50am                     CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Milford Community Trust HELD ON 1 DECEMBER 2017.

 

 

 

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

 

 

 

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

 


Milford Community Trust

23 February 2018

 

Financial Report to 31 December 2017

Record No:             R/18/1/881

Author:                      Ben du Mez, Graduate Accountant

Approved by:         Anne Robson, Chief Financial Officer

 

  Decision                                        Recommendation                                  Information

 

 

 

Commentary

Financial Performance

1        Grant income of $1K has been received from the Community Initiatives Fund. This funding has been provided for sports equipment for the recreational pad.

2        A separate report is in the agenda discussing the Emergency Services Provider budget which currently only has $130 of actual costs against an annual budget of $46,920.

3        A reminder to trustees to promptly put claims in for any trustees fees they wish to claim.

Financial Position

4        MCT continue to have a strong cash position with $47K across the call and current accounts. With reduced expenditure anticipated for the remainder of the financial year, these funds, along with concessionaires income received during the remainder of the year, will be invested in term deposits as appropriate. The call account receives interest at a rate of 0.1% p.a.

5        In addition $113K has been invested in term deposits as follows:

6        Accounts receivable of $36K relates entirely to the first quarters concessionaire fee. As at the date of writing this report payment of $28K of these fees had been received.

7        On 8 February 2018 Council staff invested a further $50,000 into a 90 day term deposit at an interest rate of 2.89%.

 

Financial Report


 

 

Recommendation

That the Milford Community Trust:

a)            Receives the report titled “Financial Report to 31 December 2017” dated 8 February 2018.

 

 

 

Attachments

There are no attachments for this report.  

 


Milford Community Trust

23 February 2018

 

Draft Statement of Intent 2018 - 2021

Record No:             R/18/2/2789

Author:                      Simon Moran, Community Partnership Leader

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To obtain the Trust’s approval of the Draft Statement of Intent (SOI) and its subsequent reporting to Council and stakeholders.

Background

2        At its December meeting the Trust considered a number of changes to its draft SOI for 2018 – 2021 and the document has been amended accordingly. There are still several matters outstanding that require decisions to be made on the future of activities of the Trust relating to the recreation centre, Milford Emergency Team Leader, and medical clinic proposals.

3        Any decisions made on the above proposals will need to be reflected in the draft SOI.

 

 

Recommendation

That the Milford Community Trust:

a)            Receives the report titled “Draft Statement of Intent 2018 - 2021” dated 8 February 2018.

 

b)           Approves providing the Draft Statement of Intent 2018 – 2021 and recommends that the report be submitted to the Southland District Council for information purposes and subsequently distributed to the Trust’s stakeholder stakeholders.

 

 

Attachments

a             Draft Statement of Intent 2018-2021    

 


Milford Community Trust

23 February 2018

 

 

 

 

 

MILFORD COMMUNITY TRUST

 

 

DRAFT

 

 

STATEMENT OF INTENT

2018 - 2021


Milford Community Trust

23 February 2018

 

Milford Community Trust

 

STATEMENT OF INTENT

 

1.       Introduction

 

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.

 

The Trust Deed defines Milford as the developed area of land and adjacent coastal marine area at the end of State Highway 94 at the head of Milford Sound.  It defines the Milford community as being the residents of Milford, the holders of concessions from the Crown operating at Milford and Iwi.

 

The purpose of this Statement of Intent (SOI) is to:

 

§   Set out the proposed activities of the Trust.

§   Provide an opportunity for stakeholders to influence the direction of the organisation.

§   Provide a basis for accountability of the Trustees to their stakeholders for the performance of the organisation.

 

This Statement of Intent covers the three years from 1 July 2018 to 30 June 2021.  The statement is updated annually.

 

 

2.       Objectives of the Trust

 

The objectives of the Trust are:

 

(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. 

 

 

3.         Statement on the Trust’s Approach to Governance

 

Establishment

 

The Milford Community Trust was established in 2007 following a process of consultation with residents, agencies and businesses with interests in Milford in accordance with 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 was incorporated under the Charitable Trusts Act 1957 on 18 May 2007.  The Charities Commission has approved the Trust as being exempt for tax purposes.

 

The Trust reports to the Southland District Council.

 

Trust Structure

 

In accordance with Section 9 of the Trust Deed, the Trust is governed by a board of seven Trustees.  Current representatives from stakeholder groups are shown in the table below:

 

Designation

Name

Term Expires

30 June

Independent Chair

Michael Schuck

2018

 

Mararoa-Waimea Ward Councillor, ex-officio appointment

Ebel Kremer

 

Oct 2019

Milford Community Association elected representative

 

Brad Johnstone

2020

Milford Community appointee

Tim Holland

2020

 

Milford Community appointee

Jason Steele

2018

 

Milford Community appointee

Mike McConachie

2018

 

Milford Community appointee

Rosco Gaudin

2019

 

 

Trust Operations

 

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.  The Trustees also undertake to meet the regulatory and stakeholder requirements for governance, reporting and planning, particularly the local government reporting requirements and recognition of the National Park and World Heritage Area status of the Milford Sound Piopiotahi area.

 

Resources Available to the Trust

 

Standing Orders, a Code of Conduct for Trustees and administrative support are available from Southland District Council.

 

Significant Policies

 

The Trust has a comprehensive Communications Policy in relation to its activities. Where appropriate, other policy guidance is obtained from relevant council and other statutory authority policy and this will be reviewed as necessary.

 

 

4.         The Nature and Scope of the Activities to be Under-taken

 

Vision

 

The Trust’s vision is: 

 

The long-term sustainability of Milford Sound Piopiotahi, with a community focus.

 

Strategic Goals

 

The primary goals of the Trust are to:

§   Provide leadership and governance for the Milford community in Milford Sound Piopiotahi.

§   Advocate for the general benefit of the Milford community.

§   Coordinate and communicate with all parties having interests in Milford Sound Piopiotahi.

 

Within the over-arching vision and strategic goals, the more specific focus areas for
2018 – 2021 are:

 

Planning:

§   Advocating for better planning to address specific issues: highway safety, control of illegal camping, toilet facilities, community facilities, coordinated emergency response, and recognition of the area’s World Heritage status.

 

Communication:

§   Communicate the roles of the Trust and other authorities more clearly to the Milford community.

§   Affirm the Trust role as a voice for the Milford community.

§   Maintain closer relationships with Milford infrastructure providers.

§   Provide clear information to concessionaires regarding intentions and implementation of Trust policies.

§   Consult with the community and concessionaires to develop a strategic project plan for the Trust to deliver for the benefit of the community.

 

Advocacy:

§   Advocate on behalf of the Milford community to central government, Environment Southland, Department of Conservation, Southland District Council, Iwi and other authorities.

 

Planned Activities/Services

 

2018/19:

§ Advocate and assist with other organisations for strategic improvements in community planning in Milford Sound.

§ Provide funding for medical support, services and facilities for Milford ERT station.

§ Purchase of emergency response equipment as required.

§ Advocate the continuation of maintaining beautification and roading issues within the Village and Deepwater Basin.

§ Assist the Milford Community Association with the on-going development of the Cleddau Village Recreation Area to accommodate the community centre. 

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

 

2019/20:  

§ Advocate and assist with other organisations for strategic improvements in community planning in Milford Sound

§ Provide funding for medical support, services and facilities for Milford ERT station.

§ Review of the requirements and funding of the Team Leader Emergency Services.

§ Purchase of emergency response equipment as required.

§ Advocate maintaining beautification and roading issues within the Village and Deepwater Basin.

§ Assist the Milford Community Association with the on-going development of the Cleddau Village Recreation Area which is to accommodate the community centre.

§ Advocate with other organisations for public toilets and shelter at the airport and completion of the walking track to the Lodge. (Trust is operating in an advocacy role and funding options need to be investigated.)

2020/21:

§ Advocate and assist with other organisations for strategic improvements in community planning in Milford Sound.

§ Provide funding for medical support, services and facilities for Milford ERT station.

§ Review of the Trust and charging mechanism with stakeholders including concessionaires.

§ Advocate the continuation of maintaining beautification and roading within the village.

 

 

 

5.         Ratio of Total Assets:  Equity

 

Total assets are defined to include cash, investment and bank balances, accounts receivable, investments, prepayments, fixed assets (net of accumulated depreciation), intangible assets (net of accumulated amortisation), loans (none), etc. 

 

Total equity is defined to include accumulated funds and retained earnings. 

 

The ratio of total assets to total equity is planned at 1:1.

 

 

6.         Significant Accounting Policies

 

The following accounting policies have been adopted by the Trust.

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 straight line basis that will write off the cost of the assets over their useful lives. This is calculated using the following rates:

 

Buildings                       2-3%   Straight Line

 

Income Tax

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

 

Budget Figures

The budget figures are derived from the Statement of Intent as approved by the Trustees at the beginning of the financial year.  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.

 

 

7.         Key Performance Targets

 

These are agreed through the Long Term Plan (LTP) public consultation process undertaken by the Southland District Council.  These targets can be changed only through a formal review of the LTP.

 

Level of service

Key performance indicator

Actual

Target

Confirmation

source

16/17

18/19

20/21

20/21

Maintain a structure that facilitates local decision making.

Number of Milford Community Trust meetings held annually.

4

4

4

4

Agenda/minute records on file.

Keep the Milford community informed about Trust plans and outcomes.

Hold public forums in Milford each year.

1

1

1

1

Agenda/minute records on file which note meeting location

 

 

8.         Information to be reported to Council

 

In each year the Trust will comply with all reporting requirements under the Local Government Act 2002 (particularly Sections 66 to 69 of that Act).  In particular, it will provide: 

 

§   A draft Statement of Intent detailing all matters required under the Local Government Act 2002 by 1 March each year for consideration prior to commencement of the new financial year.

 

§   A half yearly report by the end of February each year (specific dates as set by Council).

 

§   An annual report by the end of September each year (specific dates as set by Council).

 

Copies of the Trust’s reports are forwarded to the other major stakeholder authorities, being the Department of Conservation and Environment Southland.

 

9.         Key Issues

 

Funding towards a potential Recreation Centre building that was previously shown in the budgets as a Capital Project has been removed as there is significant uncertainty around this project. The allowance of $110,000 is now shown in the Current Assets as a Term Deposit - Recreation.

 

 

10.        Activities for which Other Investment is sought

 

The value of the annual concession to be charged will continue to be reviewed each year.  For 2018/19, the total amount being sought from concessionaires is $136,894 excluding GST.  Any surplus funds will be held by the Trust in its bank account for future project funding.

 

Included within the Forecast Expenditure of the Trust is Management and Administration costs of $36,395.

 

The operational and project costs are those which the Milford Community Trust considers will provide benefit for all concessionaires at Milford and should be recovered from the Milford concessionaires through the Implied Concession Activity Fee, apportioned as per the Department of Conservation apportionment of cost schedule.  The costs indicated above in the supporting forecasted accounts are funded from the annual implied concession activity fee and monies held.

 

Future budgeted costs are indicative only and will be reviewed annually by the Trustees.

 

Other Project Funding:

 

In addition to the above operational and project costs, there are also costs associated with other significant projects that fall either directly or indirectly under the influence of the Milford Community Trust but have all or a majority of proposed funding through means other than apportioned implied concessionaires fees.  There may also be a portion of public good associated with these projects.

 

In this Statement of Intent the Trustees are not seeking any funding from Southland District Council or Environment Southland for the activities noted.

 

 

11.        Estimate of Value of Stakeholders Investment

 

The net value of the stakeholders’ investment in the Trust is estimated to be valued at $100.  This value shall be reassessed by the Trustees on completion of the annual accounts or at any other time determined by the Trustees.  The method of assessment will use the value of stakeholders’ funds as determined in the annual accounts as a guide.

 

 

12.        Other Matters

 

No distribution is intended within the period of the Statement or succeeding years, noting the Trust’s status as a charitable organisation.

 

Any subscription for, purchase or otherwise acquiring shares in any company or other organisation requires the prior approval of the Trustees.

 


 

 

 


 

 

 

 


Milford Community Trust

23 February 2018

 

Milford Half Year Financial Report to 31 December 2017

Record No:             R/18/2/2775

Author:                      Simon Moran, Community Partnership Leader

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is to present the half yearly financial report for the period ending 31 December 2017 for the Trustees information.

Financial report to 31 December 2017


3   

 

 

Recommendation

That the Milford Community Trust:

a)            Receives the report titled “Milford Half Year Financial Report to 31 December 2017” dated 8 February 2018.

 

b)           Approves the half yearly report for the six month period to 31 December 2017, and recommends that the report be submitted to the Southland District Council for information purposes and subsequently distributed to the Trust’s stakeholders.

 

 

Attachments

There are no attachments for this report. 

   

 


Milford Community Trust

23 February 2018

 

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:

 

C5.1      Milford Emergency Response Team Leader and Medical Clinic Proposals

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

Milford Emergency Response Team Leader and Medical Clinic Proposals

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

The report contains detailed information on potential commercial activities..

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

The report contains detailed information on potential commercial activities..

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.