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

 

Date:                            

Time:

Meeting Room:

Venue:

 

Friday, 28 September 2018

9.30am

 

Real Journeys Fiordland Community Events Centre

 

Milford Community Trust Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Ebel Kremer

 

Trustees

Rosco Gaudin

 

 

Tim Holland

 

 

Brad Johnstone

 

 

Jason Steele

 

 

IN ATTENDANCE

 

Committee Advisor

Jenny Labruyere

Community Partnership Leader

Simon Moran

Department of Conservation

Antonia Croft

 

 

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

28 September 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

4.1         Financial Report to 31 August 2018                                                                                                      11

4.2         Milford Community Trust Performance Report 2017/18                                                         15

4.3         Update on Invoices sent for the 2018/19 Concessionaires fees                                           49

4.4         Fire and Emergency New Zealand - FENZ

Cr Kremer to provide an update on FENZ matters related to Milford.

 

4.5         Milford Road Alliance

Cr Kremer to provide an update on the Milford Road Alliance.

 

4.6         Walkway Update

Trustee Holland to provide an update on the walkway project.

 

4.7         Milford Community Association Report

Trustee Johnstone to provide an Association update for Trustees.

 

4.8         Department of Conservation Report

Ms Croft to provide an update report on behalf of the department.

 

4.9         Chairperson's Report

The Chairperson, Councillor Ebel Kremer to report on matters with which he has been involved since the last meeting.

  


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

3.1             Meeting minutes of Milford Community Trust, held 25 June 2018 .


 

 

 

OPEN MINUTES

 

Unconfirmed

 

 

 

Minutes of a meeting of Milford Community Trust held in the Real Journeys Fiordland Community Events Centre, Luxmore Drive , Te Anau on Monday, 25 June 2018 at  9.30am.

 

present

 

Chairperson

Mike Schuck

 

Trustees

Rosco Gaudin

 

 

Tim Holland

Arrived 10.20am

 

Mike McConachie

 

 

Jason Steele

 

 

Councillor Ebel Kremer

 

 

IN ATTENDANCE

 

Committee Advisor

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 Environment Southland representative K Swinney, and an apology for lateness lodged by Trustee Holland.

 

Moved Trustee Gaudin, seconded Trustee Steele and resolved:

That the  Milford Community Trust accept the apologies for non-attendance by Trustee Johnston and Environment Southland’s K Swinney, and an apology for lateness lodged by Trustee Holland.

 

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

 

Ray Willett

 

Mr Willett sought the Trust’s support to erect a statue in Milford in remembrance of explorer Donald Sutherland.

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6             Confirmation of Minutes

 

Resolution

Moved Trustee Gaudin, seconded Cr Kremer  and resolved

That the minutes of Milford Community Trust meeting, held on 23 February 2018 be confirmed as a true and correct record, subject to the addition of the word “satellite receiver” in report item 8.1 bullet point 2.

 

Reports

 

 

7.1

Financial Report to 31 May 2018

Record No: R/18/4/8643

 

Ms Anne Robson, Chief Financial Officer, presented the report.

 

Ms Robson updated the Trustees on the current  financial position of the Trust including investments funds, and requested an indication as to the extension of term investments which are set aside for the walkway project.

 

Trustees agreed for the $125,00 walkway funds to remain on short term investment as this project is planned for completion in August/September 2018 when these funds will be required.

 

Furthermore, Ms Robson advised Trustees that rates for Milford are no longer collected through the Te Anau Community Board, the Board has recommended that Milford be removed from the Board’s rating boundary.

 

Ms Robson added that the remodelling project for concessionaire fees is requiring some further investigation  with the Department of Conservation, and should be achieved prior to the end of the 2019/2020 financial year.

 

 

Resolution

Moved Trustee McConachie, seconded Trustee Steele  and resolved

That the Milford Community Trust:

a)            Receives the report titled “Financial Report to 31 May 2018” dated 19 June 2018.

 

 

 

7.2

Milford Community Trustee Appointments

Record No: R/18/6/13520

 

Simon Moran, Community Partnership Leader, presented the report.

Mr Moran outlined the purpose of the report  is to advise Trustees of Council’s decision  on 18 June 2018 to appoint Cr Ebel Kremer as an interim Independent Chair of the Milford Community Trust for a period of 18 months and re-appoint Jason Steele as a Trustee.

2          Mr Moran sought a decision from the Trust on whether it is comfortable to continue with one Trustee position left vacant for the moment.

Mr Moran provided some background to the Trust, the need for the appointments, and the reason why the appointment of the Chair is for a shorter period of time than provided for in the Trust Deed. He recommends that the remaining Trustee position remain vacant for the time being.

 

 

 

Resolution

Moved Trustee Gaudin, seconded Trustee McConachie   

That the Milford Community Trust:

a)            Receives the report titled “Milford Community Trustee Appointments” dated 20 June 2018.

 

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Agrees to Option 1 - that the final Trustee position remain vacant for the time being and that this decision can be reconsidered at any future meeting of the Trust.

 

e)            Records and acknowledges its thanks to Mike Schuck for the time he has been involved with the Milford Community Trust as a Trustee and independent Chair.

 

f)             Records and acknowledges its thanks to Mike McConachie for his time as a Trustee on the Milford Community Trust.

 

10.05am       The meeting was adjourned due to a fire alarm being activated.

 

10.15am       The meeting was re-convened.

 

10.20am       Trustee Holland arrived

 

7.3

Walkway Update

Record No: R/18/6/13894

 

Mr Holland updated Trustees on the progress  of the walkway project from Deepwater Basin to Freshwater Basin, as follows;

 

·         Resource consent due to be lodged during the current week

·         Appears to be able to be completed under budget partly due to the fact that NZTA are prepared to contribute the rock and gravel for the walkway

·         Expected to begin construction in September

·         Walkway to be all track with no boardwalk included

·         Long term management arrangement between Milford Sound Tourism and Limited and the Department of Conservation.

 

Mr Holland also updated the Trust on the current MERT position which has been extended for a three month period while FENZ revisit contracts for this position.

 

8.1

Department of Conservation Report

 

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

 

·             Busiest tourist season ever

·             The Department investigating alternatives for car parking issues in Milford

·             Ms Croft to meet with the Department’s South Island Director Aaron Flemming to discuss a  number of issues arising in Milford and sought input from Trustees, as follows;

                  i.              Carparking areas for medium to long term planning

                ii.              Illegal parking on the state highway

              iii.              Accommodation opportunities

               iv.              Shift in tourism trends to independent drivers

                 v.              Emergency Services for Milford

 

 

8.2

Chairperson's Report

 

The Chairperson, Trustees Schuck, provided his final report to Trustees outlining recent projects  the Trust has been working on, these included;

·             The establishment of a community centre for the Milford community with a site secured, funding set aside, a concept plan developed and consultation with stakeholders occurring during the past year, however some reservations over the costing and on-going operating costs identified.  Trustee Schuck expressed his desire for this project to continue as he believes this to be a worthwhile project needed by the community of Milford.

·             The safety concerns of pedestrians walking on roadsides in Milford have been a concern for sometimes and Trustee Schuck praised the work done in particular by Trustee Holland to gain approval from all agencies with the resource consent about to be lodged and work expected to be completed prior to the coming summer season.

·             Sutherland Statue – As raised by Mr Willett in public forum the Trustees and Ms Croft believed this matter is worthy of further investigation although is part of a bigger picture in regard to future development for the area over the coming years in conjunction with the department to include, more natural history information and the criteria for monuments in the national park.

Mr Schuck then thanked Trustee McConachie for his contribution to the Trust  and added that with his own departure from the Trust,  Trustee Schuck  advised that Councillor Kremer will be interim Chair for the immediate future, and thanked fellow Trustees and staff for all the work carried out throughout the past year.

 

 

 

The meeting concluded at 11.00am                     CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Milford Community Trust HELD ON 25 JUNE 2018.

 

 

 

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

 

 

 

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

 


Milford Community Trust

28 September 2018

 

Financial Report to 31 August 2018

Record No:             R/18/9/20890

Author:                      Brie Lepper, Graduate Accountant

Approved by:         Anne Robson, Chief Financial Officer

 

  Decision                                        Recommendation                                  Information

 

 

 

Commentary

Financial Performance

1        Concessionaire income for the first quarter has been invoiced in September. It was initially hoped that the Department of Conservation (DOC) would have been able to have completed the update of the concessionaire percentages before the invoices were sent.  However, due to other commitments at DOC this hasn’t been possible.  As noted in a separate report, the invoices sent to concessionaires for the first instalment have been based on the 2017/18 percentages, with amendments to be made to future instalments invoiced when the updated percentages are received from DOC.

Financial Position

2        The Milford Community Trust (MCT) continue to have a strong cash position with $115,426 across the call and current accounts. The call account receives interest at a rate of 0.1% p.a. 

3        Additionally, $165,000 is invested in term deposits as outlined in the table below. Staff would appreciate an update from the trustees as to when any substantial costs may be incurred to ensure the re-investment terms are appropriate. 

 

Bank

Amount

Interest Rate

Term

Maturity Date

Expected Interest

BNZ

$41,748.18

3.15%

120 Days

17/10/2018

$658.56

BNZ

$73,059.31

3.15%

120 Days

10/10/2018

$1,152.48

BNZ

$50,000.00

3.25%

90 Days

10/09/2018

$552.05

 

4        As at the date of this report, the $50,000 term deposit has matured and it has been combined with $100,000 from the call account and reinvested for a period of 120 days, maturing on 10 January 2019.

 

 

 

 

 


 

 

Recommendation

That the Milford Community Trust:

a)            Receives the report titled “Financial Report to 31 August 2018” dated 18 September 2018.

 

 

 

Attachments

There are no attachments for this report.  

 


Milford Community Trust

28 September 2018

 

Milford Community Trust Performance Report 2017/18

Record No:             R/18/9/21334

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 2017/18 financial year so it can be adopted.

Executive Summary

2        The Performance Report for the year ended 30 June 2018 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 2017/18” dated 14 September 2018.

 

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Adopts the Milford Community Trust Performance Report for the year ended 30 June 2018.

 

e)            Agrees that the audited performance report be delivered to shareholders and be made available to the public by 30 September 2018.

 


 

Background

3        The Performance Report is a means of accounting for the Trust’s activities for the 2017/18 financial year. It reports on targets and budgets in the Statement of Intent 2017/2020. 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 10 of the Annual Report) outlines the actual income and expenditure compared to budget. The Trust ended with a surplus of $113,199 compared with a budgeted deficit of $104,703.

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 $46,920 for the Milford Emergency Response Team Leader role was not spent due to the funding and employment of that position being taken over by Fire and Emergency New Zealand.

·    The Chairman and Trustees have not claimed all of the fees that they were entitled to claim ($12,249 saving).

8        $5,000 was set aside for project development and planning this has not been required this year.

Policy Implications

9        Section 67 of the Local Government Act 2002 requires that a Council Controlled Organisation must deliver to the shareholders, and make available to the public a report on the organisation’s operations during the year. The information required to be included are defined in Section 68 and 69 of the Local Government Act 2002 and the Trust’s own Statement of Intent for the financial year.

10      Section 68 requires enough information to be included to enable an informed assessment of the operations of the Trust including an assessment of performance against the Statement of Intent and an explanation of any major variances.

11      Section 69 requires that the report include an auditor’s report and that the audited statements be prepared within generally accepted accounting practice which incorporates the New Zealand International Financial Reporting Standards.

Next Steps

12      Once the Trust adopts the Performance Report for the year ended 30 June 2018 the signed version will be forwarded to the auditors and in accordance with paragraph 11 above the final auditor’s report can be issued.

 

Attachments

a             Performance Report 2018

b             Auditors Report 2018    

 


Milford Community Trust

28 September 2018

 

 

 

 

 

 

MILFORD COMMUNITY TRUST

 

PERFORMANCE REPORT

FOR THE YEAR ENDED 30 JUNE 2018

 


Milford Community Trust

28 September 2018

 

Contents

 

                                                                                                                                                                                              Page

ENTITY INFORMATION.. 3

Chairperson’s Report 4

What is the Performance Report?. 5

Performance Information. 6

Objectives. 6

Governance Report 6

Performance Targets. 7

Activity Report 8

Compensation. 9

Value of Stakeholders Investment 9

Statement of Financial Performance for the year ended 30 June 2018. 10

Statement of Financial Position for the year ended 30 June 2018. 11

Statement of Cash Flows for the year ended 30 June 2018. 12

Statement of Accounting Policies for the year ended 30 June 2018. 13

Notes to the Financial Statements for the year ended 30 June 2018. 15

 

 

 

 

 

 

 

 

 

 

 

 

 



 

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 main work that the Trust was to undertake over the past year was to be the establishment of a community centre. A site is secured and some funding set aside. Community consultation has produced a concept plan. Some consultation with major stakeholders occurred during the past twelve months with majority support but with reservations from many over the cost and better information on future operating costs and management of the facility. Consultation is on-going to answer these concerns.

 

For some time there has been concern for the safety of people walking from Deepwater Basin to Freshwater Basin on the side of the Milford Road. This has got progressively worse as the number of vehicles using the road increases. The Trust is pleased to have got approval from all agencies for the construction of a walking track that will allow pedestrians safe alternative to the road. A resource consent is about to be lodged and the Trust expects the track to be ready in time for next season. Thank you to all involved in achieving this result, particularly, Trustee Tim Holland.

 

There will be a few changes to the make-up of the Trust in the coming year.  After eleven years on the Trust, eight as Chairperson, I have decided not to offer myself for a further term. For the immediate future councillor Ebel Kremer will be interim chair. Also standing down is Trustee Mike McConachie. Thankyou Mike for all your work for the Trust.

 

Perhaps it is time to get a representative of the fishing industry back onto the Trust.

 

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

 

I hope the Trust can complete the process of building a community centre at Deepwater Basin. I am convinced of its need and am certain all the concerns can be addressed and in the future people will look back and agree that the decision to proceed was a good one.

 

cid:image001.png@01CE8142.24AA0570

Mike Schuck

Independent Chairperson

Milford Community Trust

 

 

 


 

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 2017 to 30 June 2018 which was the period of the Statement of Intent 2017/2020.

 

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;

 

22 September 2017 at Te Anau

01 December 2017 at Te Anau

23 February 2018 at Milford

25 June 2018 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

June 17

June 20

Milford Community appointees

Rosco Gaudin

Aug 15

June 19

 

Jason Steele

June 18

June 21

Mike McConachie

Nov 14

June 18

 

Tim Holland

Aug 16

June 20

 

Trustee appointments

The independent Chair and two trustees’ terms expired at the end of June – the Chair and Trustee McConachie did not seek reappointment.

 

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 2017/2018 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

Level of Service

Key Performance Indicator

Target

Achievement

Maintain a structure that facilitates local decision-making.

Hold public forums in Milford each year.

1

Achieved.  One forum was held on 23 February 2018. (2016/17 : Achieved)

Keep the Milford community informed about Trust plans and outcomes.

Community newsletters following MCT meetings.

2

Not achieved through newsletters. The Milford Community Association Trustee maintains a Facebook page through which information is shared.

(2016/17 : Not Achieved)

Provide leadership and advocacy on major issues.

Number of Milford Community Trust meetings held annually

4

Achieved.  Four meetings were held in 2017/18 in September,

December, February, and June

(2016/17 : Achieved)

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%. No issues were raised by the community’s representative on the Trust. 

(2016/17: Achieved 100%)

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 1 of the four meetings due to the availability of the representative. There was also one informal Milford Community Association meeting was held with members of the Trust during the past year in February, with 2 members attending.

(2016/17 : Not Achieved)

 

 

Activity Report

The information below reports on the planned activities included in the Statement of Intent 2017/2020 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 strategic improvements in community planning in Milford Sound.

 

June 2018

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

Advocate and investigate funding options with other organisations for public toilets and shelter at the airport and completion of the walking track to the Lodge

June 2018

No progress has been made in relation to the public toilets/shelter at the airport.

 

The Trust considered that at this time it is up to the Lodge to drive the walking track project and to come back to it with further information.

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

June 2018

A meeting was held with concessionaires in February 2018 at which time a concept proposal/business case was discussed. Not many attended so it was determined that the Chair will arrange to personally meet with each concessionaire to discuss the future of this project. Those meetings will occur in 2018/19. 

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

June 2018

The MERT team leader role was absorbed into the Fire and Emergency NZ (FENZ) structure during the year. The Trust will assist the MERT with emergency equipment when required.

Funding of the Team Leader Emergency Services and investigate the role of the Fiordland Medical Trust on emergency services

June 2018

The MERT team leader role was absorbed into the FENZ structure during the year.

 

Discussions were held with the Fiordland Medical Centre in January 2018, however, they are in abeyance awaiting the outcome and direction of the FENZ restructure.

Review of the Trust and charging mechanism with stakeholders including concessionaires

June 2018

No changes were made – the review was discussed between the Trust and Council’s Chief Financial Officer in December 2017 and June 2018.

 

The remodelling project for concessionaire fees requires further investigation with the Department of Conservation, and should be achieved prior to the end of the 2019/2020 financial year.

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 2018

Construction of the track is budgeted for in the 2018/19 year and it is expected to be completed by December 2018 subject to obtaining resource consents. The work is being led by Milford Sound Tourism Ltd.

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

June 2018

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

Unplanned Activities

 

 

None

 

 

Information Requirements

 

 

Draft Statement of Intent approved by the Trust.

30 March 2018

Achieved.  The Draft was approved by the Trust at its 23rd February 2018 meeting.

Final Statement of Intent prepared and circulated to key partners.

30 June 2018

Achieved. 

Half yearly report prepared and circulated to key partners.

30 March 2018

Achieved. The report was approved by the Trust at its 23rd February 2018 meeting.

 

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

2017/2018

Budgeted

2017/2018

Actual

Comment

Key Partners

 

 

 

 

Other Sources

 

 

 

 

Concessionaires
(via Concession Activity Fee)

Governance Costs

$124,449

$124,449

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 $326,402 as at 30 June 2018.  The assessment uses the value of stakeholders’ funds as a guide.


Milford Community Trust

28 September 2018

 

 

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.




 

 

 

 

 

___________________

Trustee

 

 

___________________

Trustee

 

 

 

 

Date Signed:  21 September 2018

 

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 2018

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 2017-2020 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 2018

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

2018

 

2017

BNZ Current Account

2,976

 

15,869

BNZ Call Account

695

 

17,797

Total

3,671

 

33,667

               

                Interest rates on the BNZ Current and Call accounts at 30 June 2018 are 0.1% and 0.1% per annum respectively (2017: 0.1% and 0.1%).

 

3.         Investments

 

Account

2018

 

2017

Term Deposit(s)

289,807

 

110,000

Total

289,807

 

110,000

               

Four term deposits are held with BNZ at 30 June 2018.

·      A $41,089 deposit, maturing 17/10/18, at 3.15% interest.

·      A $71,906 deposit, maturing 10/10/18, at 3.15% interest.

·      A $50,000 deposit, maturing 10/09/18, at 3.25% interest.

·      A $125,000 deposit, maturing 13/07/18, at 1.89% interest.

 

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 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

 

 

 

 

 

 

Carrying Amount at 1 July 2017

-

 

53,221

 

53,221

Additions

-

 

-

 

-

Disposals (net of Accumulated Depreciation)

-

 

-

 

-

Depreciation Expense

-

 

(1,597)

 

(1,597)

Carrying Amount at 30 June 2018

-

 

51,624

 

51,624

 

                   *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 2018 (Nil June 2017).

 

6.         Commitments

            The Trust has no commitments as at 30 June 2018 (Nil June 2017). 

 

7.         Accumulated Funds

 

2018

 

2017

Contributed Capital

 

 

 

Balance at 1 July

100

 

100

Balance at 30 June

100

 

100

 

 

 

Accumulated Surplus

 

 

 

Balance at 1 July

213,204

 

161,602

Surplus/(Deficit) for the year

113,199

 

51,502

Balance at 30 June

326,402

 

213,104

Accumulated funds

326,402

 

213,204

 

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 had transactions with DOC during the year of $3,825 (2017 $3,477) for current year concessionaires income. An amount of $763 was outstanding at balance date.

 

The Trust paid money to Southland District Council during the year totalling $5,951 (2017 $9,521). These costs are for the reimbursement of Trust expenses and Chairman Fees paid for by the Southland District Council. There were no amounts outstanding at balance date. The Trust received a grant from Southland District Council during the year of $1,000. (2017 – nil) No amounts were outstanding to the Trust at balance date.

 

The Trust had no transactions with Environment Southland during the year (2017 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 2018 Statement of Intent are as follows:

 

•      Statement of Financial Performance

·    A grant was received from the Southland District Council Community Initiatives Fund to provide sports equipment for the recreational pad.

·    Cleddau Village Recreation Building construction was not undertaken during the year as the viability of this project is still being discussed with operators.

·    No consent fees were spent in the 2018/2019 as Department of Conservation and Environment Southland are still in discussions.

·    Costs in relation to the Emergency Services Provider were meet by Fire & Emergency New Zealand so the Trust did not need to provide this funding.

·    The walkway has approval from all agencies and resource consent is about to be lodged. It will be constructed in the 2018/2019 year.

•      Statement of Financial Position

·   Term Deposits are higher than budgeted primarily due to work on the Cleddau Village Recreation Building not commencing and other projects being differed in the 2017/2018 financial year. All surplus funds have been invested in term deposits.


Milford Community Trust

28 September 2018

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Milford Community Trust

28 September 2018

 

Update on Invoices sent for the 2018/19 Concessionaires fees

Record No:             R/18/9/21614

Author:                      Brie Lepper, Graduate Accountant

Approved by:         Anne Robson, Chief Financial Officer

 

  Decision                                        Recommendation                                  Information

 

 

 

Concessionaires Fees

1        This year’s Concessionaires fees have been based on last year’s percentage share as per the attached letter that went out to concessionaires with the first quarter invoices in September.

2        The Department of Conservation (DOC) are responsible for advising the percentage share that each concessionaire pays. This is based on information they gather around passenger numbers, bedrooms, square meterage occupied etc.  It has been a number of years since an update has occurred.  As such, DOC staff have recognised the need to bring up to date the factors for each concessionaire used to calculate the percentage share.  Two factors are still to be completed in regards to staff numbers and accommodation area.  To do this DOC have engaged a consultant and are also undertaking accommodation monitoring in September/October.  It is hoped that any amendments necessary to the amounts invoiced as a result of updated percentages can be reflected in the second invoice sent.  If for whatever reason this is not possible, it is anticipated that the change will be undertaken in the third instalment at the latest.

3        Once completed, the information that DOC is collecting will also support the review of the concessionaire percentage model the committee has previously indicated it wanted to undertake.

 

 

Recommendation

That the Milford Community Trust:

a)            Receives the report titled “Update on Invoices sent for the 2018/19 Concessionaires fees” dated 13 September 2018.

 

 

Attachments

a             Letter to all Concesionaires regarding invoicing    

 


Milford Community Trust

28 September 2018