OPEN MINUTES

 

 

Minutes of a meeting of Milford Community Trust held via Zoom (digital technology) on Tuesday, 2 March 2021 at 7pm.

 

present

 

Chairperson

Councillor Ebel Kremer

 

Trustees

Rosco Gaudin

 

 

Tim Holland

 

 

Stephen Norris

 

 

 

APOLOGIES

 

Brad Johnstone

 

Tony Woodham

 

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

Community Partnership Leader

Simon Moran

 


Milford Community Trust

02 March 2021

 

1             Apologies

 

There were apologies from Brad Johnstone and Tony Woodham.

 

Moved Chairperson Kremer, seconded Tim Holland and resolved:

That the Milford Community Trust Committee accept the apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Chairperson Kremer, seconded Rosco Gaudin  and resolved:

That the minutes of Milford Community Trust meeting held on 5 November 2020 be confirmed as a true and correct record of that meeting.

 

Reports

 

 

4.1

Half Year Financial Report to 31 December 2020

Record No: R/21/1/2411

 

Community Partnership Leader – Simon Moran was in attendance for this item.

Mr Moran advised the purpose of the report is to present the half yearly financial report for the period ending 31 December 2020 for the Trustees information.

 

 

Resolution

Moved Tim Holland, seconded Rosco Gaudin  and resolved:

That the Milford Community Trust:

a)            Receives the report titled “Half Year Financial Report to 31 December 2020” dated 25 February 2021.

 

b)           Approves the half yearly report for the six month period to 31 December 2020, and recommends that the report be submitted to the Southland District Council for information purposes and subsequently distributed to the Trust’s stakeholders.

 

 

 

4.2

Invoicing Operators

Record No: R/21/1/2976

 

Community Partnership Leader – Simon Moran was in attendance for this item.

 

Mr Moran advised the purpose of the report is to seek direction from the Trust on whether it wishes to continue to provide financial relief to the tourism operators in Milford Sound Piopiotahi by foregoing the revenue from the last two quarterly invoicing rounds of the 2020/2021 financial year due to the ongoing impacts on operators from Covid-19.

 

The meeting agreed not to invoice for the revenue budgeted to the end of December 2021 and requested staff forward a letter to Milford tourism operators advising of the Trust decision.

 

 

Resolution

Moved Chairperson Kremer, seconded Rosco Gaudin  recommendation a, and b with changes (as indicated with strikethrough and underline) and resolved:

That the Milford Community Trust:

a)            Receives the report titled “Invoicing Operators” dated 25 February 2021.

 

b)           Agrees not to invoice for the revenue budgeted for the last two quarters of the 2020/21 financial year ($75,292 excl GST) through to the end of December 2021.

 

 

 

4.4

Draft Statement of Intent 2021-2024

Record No: R/21/1/2090

 

Community Partnership Leader – Simon Moran was in attendance for this item.

 

Mr Moran advised the purpose of the report is to obtain the Milford Community Trust’s approval of the Statement of Intent and its subsequent reporting to Council and stakeholders.

 

Resolution

Moved Chairperson Kremer, seconded Rosco Gaudin  and resolved:

That the Milford Community Trust:

a)            Receives the report titled “Draft Statement of Intent 2021-2024” dated 25 February 2021.

 

b)           Approves the Draft Statement of Intent 2021 – 2024 and provides a copy to Council and stakeholders.

 

 

 

4.5

Chairperson's Report

Record No: R/21/2/8249

 

The Chairperson, Councillor Kremer provided an update on the progress of the purchase of the storage shed to be situated at the tennis courts and for the purchase of sports equipment.

 

 

 

The meeting adjourned at 7.58pm and is to reconvene at a suitable date/time for all Trustees and noting item 4.3 The Proposed Amendments to the Milford Community Trust Deed will be considered at this time.

 

The meeting reconvened on Thursday, 18 March 2021 at 7.44pm via Zoom (digital technology).

 

Chairperson Ebel Kremer (8.01pm – 8.07pm), Members Rosco Gaudin, Tim Holland, Brad Johnstone, Stephen Norris and Tony Woodham were present when the meeting reconvened.

 

1.                  Apologies

 

There was an apology for lateness from Chairperson Ebel Kremer.

 

Resolution

Moved Rosco Gaudin, seconded Stephen Norris and resolved:

That the Milford Community Trust Committee accept the apology.

 

 

Moved Stephen Norris, seconded Tony Woodham and resolved:

That Tim Holland Chair this meeting of the Milford Community Trust Committee.

 

 

4.3

Proposed Amendments to the Milford Community Trust Deed

Record No: R/21/1/2136

 

Community Partnership Leader – Simon Moran was in attendance for this item.

 

Mr Moran advised the purpose of the report is to seek direction from the Trust on whether it wishes to proceed with amending the existing Trust Deed and the extent of those changes.

 

During discussions on the document the committee agreed that in relation to the membership of the Milford Community Trust that clause 9 (b) iii was no longer required and requested this be deleted from the trust deed.

 

Following further discussion on the future of the Trust members felt there needed to be a robust way of making the Trust more visible to the public.

 

(The Chair Councillor Kremer joined the meeting via audio link at 8.01pm.)

 

 

Resolution

Moved Tim Holland (Acting Chair), seconded Rosco Gaudin  recommendation a, b with changes (as indicated with underline) c, and resolved:

That the Milford Community Trust:

a)            Receives the report titled “Proposed Amendments to the Milford Community Trust Deed” dated 25 February 2021.

 

b)           Approves the amendments as proposed in Attachment A – Proposed Amendments to the Milford Community Trust Deed subject to a legal review and the deletion of clause 9 (b) iii.

 

c)            Approves council staff obtaining a legal review on behalf of the Trust.

 

 

 

 

The meeting concluded at 8.07pm.                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Milford Community Trust HELD ON TUESDAY, 2 MARCH 2021

 

 

 

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

 

 

 

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