Welcome everyone to tonight's meeting of the services special committee. The health and safety and well-being of the community has and will always be paramount consideration of the council. Council continues to be guided by the government directives and wants to be able to do the right thing for the health of our community during the COVID-19 pandemic. 
 
COVID-19 omnibus emergency measures act 2020 passed by the Victorian Parliament on the 23rd of April 2020 included changes to the Local Government Act 2020 which affected the conduct of council meetings. The changes became effective from the 1st of May 2020. Council is now able to hold virtual meetings and councillors can participate in meetings remotely by electronic means of communication. This is necessitated changes to the existing operation of the services special committee meeting. Unfortunately we will not be able to facilitate members of the community addressing councillors at this meeting, but please be assured councillors have been informed of any written submissions received and will consider them in their assessment of each report item.
 
The services special committee meeting is being live-streamed on Council's website so you will be able to view the proceedings of the meeting, Council deliberations and voting. The meeting is also being recorded and will be made available on the Council website as soon as practical after the meeting. Should technical problems be encountered by the committee then the meeting will be adjourned until resolution or postponed.
 
I will start by introducing my fellow councillors who are present at this meeting, councillor Jack Wegman, councillor Felicity Sinfield, councillor Jane Addis, councillor Lisa Hollingsworth, councillor Jim Parke, councillor Steve Hurd, councillor Phillip Healey, the mayor councillor Cynthia Watson, and councillor Garry Thompson. My name is councillor Coral Ross and I chair this committee.

I will call on each councillor in turn to ask them to declare that they are present at this meeting and they should respond with present. So councillor Jack Wegman, present. Councillor Felicity Sinfield, present. Councillor Jane Addis, present. Councillor Lisa Hollingsworth, present. Councillor Jim Parke, present. Councillor Steve Hurd, we'll come back to you councillor Hurd when we try to resolve the headphone issues. Councillor Phillip Healey, present. Thank You. Mayor councillor Cynthia Watson, present. Councillor Garry Thompson, present. I'm present councillor Ross, now councillor Steve Hurd. Through you madam chair we have some technical difficulties with councillor Hurd at the moment members of our IT team are currently trying to attract his attention to enable him to be heard. From a governance point of view he needs to say that he is present? Okay well we'll press on while we're waiting for that to be rectified.

The officers in attendance tonight are mr. Phillip Storer the Chief Executive Officer, ms Carolyn McLean who is the Director of Community Development, mr. Daniel Freer who is the Director of Environment and Infrastructure, Carolyn Terry who is the Executive Manager People Culture and Development, Bruce Dobson who is the Director of Customer Experience and Business Transformation, Shiran Wickramasinghe who is the Director of Planning, mr. David Thompson who is the Manager of Governance and Elizabeth Manou who is the Governance Projects Officer. There are a number of other councillor officers in attendance this evening to assist us.

I'll now move on to the order of business as listed in our business papers. Apologies, mr. Thompson are there any apologies? Through you madam chair there are no apologies for this evening. Thank you mr. Thompson. Item one is the adoption and confirmation of the minutes of the services special committee meeting held on the 16th of March 2020. Councillors can I please have a motion to adopt and confirm the minutes. I could see councillor Thompson's hand up, is there a seconder councillor Hollingsworth. Councillors is anybody opposed, doesn't appear to be anybody opposed. In which case I will declare that the motion is passed.

Declarations item 2 is declaration of conflict of interest of any councillor or council officer, councillors or officers are there any conflicts of interest that need to be declared. Don't appear to be any so we'll then proceed with the agenda. Before we proceed have we solved councillor Hurd's volume problems, no ok. Councillor Hurd there's an email which has been sent to you so if you could look at the email that would be helpful.

Item 3 is presentation of officer reports, three point one is the proposed naming of Maranoa Gardens, Maranoa Botanic Gardens, mr Thompson I think that you're going to introduce this item. That's correct madam chair and through you madam chair, councillors before you tonight is the report to consider if the reserve currently known as Maranoa Gardens should be formally named Maranoa Botanic Gardens. Before proceeding any further, it would be remiss of me not to mention on page of the report the origins of the Maranoa Gardens can be traced back to early 1890s when John Middleton Watson planted many Australian and New Zealand native trees and shrubs. Regrettably the surname Watson was omitted from this section of the officer report, my apologies. Formal adoption of the proposed name Maranoa Botanic Gardens will enable recognition and reflection of Maranoa Gardens as a public Botanic Garden in the name. 

It is important to note that the naming of the reserve as a botanic garden is a separate and unrelated process to having international accreditation as a Botanic Garden. Maranoa Gardens does not have international accreditation as a botanic garden and this process is not seeking council endorsement to undertake that process. A public notice was placed in the progress leader the week commencing the fourth of November 2019 inviting submissions on the proposal. The closing date for submissions was the 6th of December 2019. The notice was also published on Council's website. No written submissions were received. 

In addition to the public notice a total of 1335 surveys seeking views on the naming proposal were posted to the owners and occupiers of the properties in the survey area shown in attachment 3 of your business papers on the 31st of October 2019. The survey included a replied paid envelope. A total of 193, 14% of the surveys were returned. Of these 170 supported the naming proposal, one disagrees on the name proposed, two object to the proposal to name the reserve, but agree on the name proposed, and 20 object to the proposal in its entirety. 

In accordance with the naming rules for places in Victoria statutory requirements for naming roads features and localities 2016, the survey form indicated non return of the survey form will be treated as tacit approval of the proposal. This therefore means the default position is 1143 86% non returned survey forms as being in favour, indicating 98% approval of the naming proposal. A summary of the feedback comments made by the community and officers comment are detailed at pages 7-9 of the  business papers. Officers are of the view that there is a strong support from the community for the reserve to be named Maranoa Botanic Gardens, therefore I commend the officers recommendation as set out in your business papers.

Thank You mr. Thompson, councillors are there any questions of officers. I saw councillor Watson's hand first, Councillor Watson. Thank You Councillor Ross but and I do note that councillor Parke's had his hand up for a little while if I could just say I'd like to foreshadow a motion but councillor Parke has something he'd like to bring to our attention I believe.

Thank you I couldn't see any screens while the information was on the screen before. I was endeavouring to get your attention long before chair we need between you and officers we need to pay a bit more attention because lots of others managed to see me but nobody who had control of anything did. Chair I think that we need to adjourn this meeting for a couple of minutes until such time as councillor Hurd is actually with us, because this is the same issue we had last week and I just I think it's patently unfair to him that the meeting carries on regardless obviously there's an issue there and I think it needs to be sorted so I move that we adjourn for a few minutes until such time as the issue is resolved. Thank You councillor Parke I will adjourn the meeting I won't ask for a motion I will adjourn the meeting from the chair and we will reconvene in five minutes. 

Alright councillors we will now resume the meeting councillor Hurd has rejoined us councillor Hurd apologize for the technical issues that we had before. Mr. Thompson as the manager of governance had just introduced item 3.1 which was the proposed naming of Maranoa Gardens to Maranoa Botanic Gardens. Would you like him to reintroduce the item or are you happy with the report as has been circulated in our papers. I'm happy with the report as circulated and I did hear most of it. Thank You councillor Hurd, then I had just asked councillors if there was any questions, councillor Watson had said that she was foreshadowing a motion. So are there any questions from councillors. I might ask IT if I happen to miss any hands that are going up, they don't appear to be from what I can see so councillor Watson you foreshadowed that you were prepared to move a motion. 

Yes motion as printed chair and looking I guess speak at the appropriate time. Thank you is there a seconder for the motion, I saw councillor Addis' hand first. Is anybody opposed to this motion, doesn't appear to be, but would you like to speak to the motion Councillor Watson. 

Yes I would thank you very much. The Maranoa Gardens and and I look like apologize in advance for those who know me well know that Maranoa Gardens a bit of a passion of mine and of course that is also the name of my Ward so the Maranoa Gardens is something that I believe is a very important part of Boroondara in fact the Maranoa Gardens are a beautiful living treasure in our city. So tonight Boroondara council we all have the consideration in front of us of officially naming the site known by our community as the Maranoa Gardens and as we consider the motion before us I would like to share the story of the land that we are talking about. In 1837 the survey undertaken by Robert Hoddle for the land now incorporating the Maranoa Gardens was declared as the parish of Boroondara.

It's unclear which of the groups of traditional custodians are connected with this site but we note that it borders the land of the Wurundjeri people in the northern part of Boroondara. Early settlers in Balwyn referred to the area of Beckett Park and the Maranoa Gardens as one tree hill and the eucalypt tree that they described actually still stands and is located near the east gate of the Maranoa Garden. In 1901 mr. John Middleton Watson purchased, no relation to by the way I looked, he purchased 1.4 hectares or four lots of land in Kireep Road and Yarrbat Avenue in Balwyn and this was done for the purpose of establishing a private garden. John Watson had a love of native plants and was very fond of the Maranoa River region in Queensland where he had spent some time as a young man. 

Antidotal family history from the Watson family said that John Watson actually walked from Melbourne to the New South Wales Queensland border where the Maranoa River flows and he collected plants and seeds along the way. Some of these plants are believed to still be in the garden today. After initially calling the gardens the Australia garden he named it the Maranoa garden after the Maranoa River. The name Maranoa is an Indigenous word which means flowing and alive and I believe this name reflects the vibrancy of the current garden in the plants and the design we enjoy today. 

John Watson developed and cared for the gardens until 1922 riding his bike from home in Canterbury to the gardens every night after work to look after his special project. In 1920 John Watson came to terms with the city of Camberwell having approached them to sell the land. It was agreed that he would retain a life interest in the garden and that it would not be officially open to the public until after his death. The former city of Camberwell acquired the area in 1922 and continued the planting and removal of non-native species and worked with mr. Watson. In October 1923 the former city of Camberwell invited the governor-general to plant a tree in the garden and a photograph was taken commemorating the event, and again I can inform you that the tree is alive and thriving. 

In 1926 John Middleton Watson died and in September of that same year the gardens were opened to the public. A Gardens Consulting Committee was established to help to help further the development of the Maranoa Gardens as a public garden dedicated to the showcasing of Australian native plants. Many prominent botanists served on this committee including Iva Hamat and Arthur Swaby both pioneers in Australian native plant growing and they helped create the rich legacy we enjoy today. In 1962 the original gardens were doubled in size by expanding east into Beckett Park. Since then development has been ongoing and the gardens now feature nearly 5,000 native plants and 3,000 species of plants. 

It is recognized by the National Trust as a place of national significance and remains dedicated to the vision of John Watson of creating a garden for native plants for a hundred and fifteen years. It is believed to be Australia's oldest native Botanic Garden and the city of Boroondara is proud to be the caretaker of this wonderful place. Tonight we have the opportunity to correct an oversight of history by officially naming these gardens and placing the name on the register of geographic names in Victoria. The name for our consideration is the Maranoa Botanic Gardens. This name reflects the history and the purpose of the garden as a public botanic garden in Boroondara. I now ask my fellow councillors to support this motion and thank you for bearing with me as I retold the history of this very special place and have it put on the record of what this actually means to our residents and to the wider community who are also the recipients of this wonderful treasure that we enjoy so much so thank you for listening and I now commend this motion for your support.

Thank You councillor Watson. Councillor Addis note wasn't any indication that anybody was opposed to this so unless councillors indicate that they are opposed I would follow our Convention and move straight to a vote. Now what I will do is I will ask you to each put up your hand keep your hand raised until I tick you off as to your vote so those in favour, councillor Sinfield, councillor Thompson, councillor Parke, councillor Watson, councillor Wegman, councillor Addis, councillor Hollingsworth, councillor Healey, councillor Hurd and myself councillor Ross, so I declare that motion carried unanimously thank you.

We then move to item 3.2 contract for Camberwell sports ground pavilions renewal and upgrade and to introduce that item is mr. Charles Turner the manager of projects and strategy. 

Thank you madam chair this contract involves the renewal and upgrade of the Camberwell sports ground pavilions located at 420 Camberwell Road, Camberwell. This redevelopment project has been subject to internal and external stakeholder consultation. An invitation to tender was issued to five contractors from the state government's construction supply register and at the closing date of 7th of April four submitted tenders. Awarding this contract to the preferred tenderer will lead to the project being delivered within the available project budget. It's recommended the contract number 2020/118 Camberwell Sports grounds pavilion and renewal upgrade be awarded to Simbuilt Pty Limited in line with officer's recommendation. 

Are there any questions of officers. Don't appear to be any questions, so is anyone prepared to move a motion. Councillor Hollingsworth, councillor Hollingsworth what motion are you prepared to move? As circulated madam chair. Thank you, is there a seconder, councillor Thompson. Is there any opposition. Doesn't appear to be any opposition so councillor Hollingsworth would you like to speak to the motion. 

Just briefly I would like to say that I think this is a wonderful project our sporting community in Boroondara will reap the rewards from this obviously pavilion renewal and service renewal all that's proposed to be done within this contract will not just service our sports community in the short term but it'll be a project that will benefit long-term and I am very pleased that it will be proceeding providing there is obviously councillor support.

Thank You councillor Hollingsworth. Councillor Thompson there didn't appear to be anybody who is opposed so happy not to speak. Then just before I put that to the motion it is in my ward I would actually just like to note that this project will see an extra two change rooms built so we will actually have a dedicated pavilion for female sporting players so it is great to see Boroondara providing extra changing facilities dedicated for females so thank you. 

I will now put that motion so I'm pleased again as we did before if you could keep your hand raised until I indicate. So all those in favour of the motion if you could raise your hand, Councillor Sinfield, councillor Parke, councillor Thompson, councillor Wegman, councillor Watson, councillor Addis, councillor Healey, councillor Hollingsworth, councillor Hurd and myself councillor Ross, so that is passed unanimously Thank You councillors.

We then move to item three point three which is Kew traffic school redevelopment works and again to introduce this item is Charles Turner the manager of projects and strategy. Thank you madam chair this contract involves the demolition and replacement of the existing bike/toolshed and lunch / party room at the Kew traffic school. This redevelopment project has been the subject of internal and external stakeholder engagement. An invitation to tender was issued to five contractors from the state government's construction supply register and at the closing date four submitted tenders.

Awarding the contract to the preferred tenderer will lead to the project being delivered in excess of the available project budget however the shortfall can be funded from other nominated budget savings. It is recommended that contract 2019/158 Kew traffic school redevelopment be awarded to Stokes Rousseau Pty limited in line with officer's recommendation.

Thank you mr Turner councillors are there any questions, councillor Sinfield. No question ready with a motion when you're ready. Thank you are there any questions, Councillor Hurd, just happy to second madam chair, depending on what the motion is, I'm pretty sure I know what it is but anyway. Do any councillors have any questions, they don't appear to be so councillor Sinfield this might be an appropriate time to move a motion. 

Thank You chair the officer's recommendation please. Thank you and councillor Hurd is that the motion you'd like to second, absolutely madam chair. Thank you now to help councillor Sinfield councillors is there any opposition to this motion, it doesn't appear to be councillor Sinfield so if you'd like to speak to the motion. 

Thank You chair just briefly the Kew traffic school is a facility loved and enjoyed by hundreds and hundreds of children each week and I think it's only fair for both our officers who work there and the community who enjoy it to bring it up to spec so that it can be enjoyed all year round and providing a facility that withstands wet weather parties as well as hot summer days and a maintenance shed for our staff to use is only appropriate so I thank my colleagues for their support and commend the motion. 

Thank You councillor Sinfield, Councillor Hurd as there is no opposition are you happy not to speak, absolutely chair. Thank you then I will put this motion to vote all those in favour and again if you can keep your hands raised, so councillor Sinfield, councillor Parke, councillor Watson, councillor Thompson, councillor Wegman, councillor Addis, councillor Hollingsworth, councillor Healey, councillor Hurd and myself councillor Ross, that is passed unanimously Thank You councillors.

We then move to item 4 which is general business councillors are there any matters of general business, councillor Thompson. Thank you madam chair I would like to raise an item of general business regarding the Stonnington master plan at the Gardiners Creek.  It's a master plan that they've just embarked on it sets a course of transformation for this area so I'd like to actually propose a motion tonight and talk to that if possible. 

Thank You mr. Thompson I think we have a copy of that motion might have to put that up on the screen, councillor Hurd and for everybody else I will read the motion. Okay the motion is that the services Special Committee resolve that the mayor Councillor Watson write to the mayor of Stonnington City Council councillor Steve Stefanopoulos to express Council's interest in the draft Gardiners Creek master plan and to seek a meeting to discuss potential collaboration opportunities between the city of Boroondara, city of Whitehorse, city of Monash and Deakin University whose borders abut Gardiners Creek. 

Councillor Thompson is that the motion that you wish to move. That is correct madam chair. Thank you and with your indulgence committee I'd like to second that motion as the other councillor whose ward abuts or borders Gardiners Creek. Is there any opposition to that motion. Councillor Thompson would you like to speak to that motion. 

Just very briefly thank you Stonnington is preparing that master plan for the Gardiners Creek and surrounding area. It is a master plan that's proposed to set course a transformation of the waterway particularly the biodiversity corridor through extensive planting and sensitive urban design and water sensitive including shared paths etc. It's something that obviously Stonnington has embarked on and it only covers the Stonnington side of the Gardiners Creek trail and we've got a very sensitive interface abutting Gardiner Ward and Solway Ward along this area and both councillor Ross and I have received calls from residents and groups in that area with regard to are we going to partake and have a look at what Stonnington's doing. Obviously Stonnington is only proceeding for one small portion of the Gardiners Creek biodiversity area, it actually extends all the way up through Whitehorse and Monash and obviously extends through Deakin University as well so it would be good to find out more about the master plan, particularly the potential funding levels and the implementation and timing and this motion that I've just put up on the screen really just starts the ball rolling with a conversation and hopefully in due course officers might bring us back some further reports, I seek support from my colleagues.

Thank You councillor Thompson um just reiterate everything that you said I won't speak as there wasn't any opposition. So I will put that as a motion, so again if I can ask councillors if you could put your hand up if you are in support of the motion, so I saw councillor Watson, councillor Thompson, councillor Sinfield, councillor Hurd, councillor Parke, councillor Wegman, councillor Addis, councillor Hollingsworth, councillor Healey, and myself councillor Ross, so that's passed unanimously. Thank You councillors. 

Councillors are there any other items of general business, I don't see any indication. Urgent business councillors are there any matters of urgent business. Doesn't appear to be any urgent, so are there any matters of confidential business. In which case I will declare the services special committee meeting closed at 7:20. Thank you very much indeed for your attendance and thank you everybody for the community who has viewed the proceedings online tonight so thank you.