MINUTES NO 20B2007 OF THE SERVIC

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					SERVICES SPECIAL COMMITTEE MEETING

MINUTES NO: 20B/2007 OF THE SERVICES SPECIAL COMMITTEE MEETING OF THE BOROONDARA CITY COUNCIL HELD ON MONDAY 19 NOVEMBER 2007 IN THE COUNCIL CHAMBER, AT THE CAMBERWELL OFFICES, 8 INGLESBY ROAD, CAMBERWELL
COMMENCEMENT ATTENDANCE The meeting commenced at 6.04pm Councillor Mary Halikias-Byrnes (Temporary Chair) Councillor Phillip Healey (Mayor) Councillor Meredith Butler Councillor Heinz Kreutz Councillor Phil Meggs Councillor Coral Ross Councillor Nicholas Tragas Councillor Jack Wegman Councillor Dick Menting Councillor Luke Tobin Chief Executive Officer - Peter Johnstone Director, City Planning - Phillip Storer Director, City Works - Vince Haining Director, Community Development - Jacqui Briggs Director, Corporate Resources - Helen Lanyon Director, Governance & Community Relations - Trish Smith Manager, Governance – David Thompson Senior Landscape Architect - Mark Brennan Governance Projects Officer – Melissa Smith

APOLOGIES

OFFICERS

ELECTION OF TEMPORARY CHAIRPERSON The Director, Community Development called for nominations for the position of Temporary Chairperson. Councillor Healey nominated Councillor Halikias-Byrnes. Councillor Butler seconded the nomination. There being no further nominations, the Director, Community Development declared Councillor Halikias-Byrnes elected as Temporary Chairperson. Councillor Halikias-Byrnes assumed the Chair.

ADOPTION AND CONFIRMATION OF THE MINUTES Moved Councillor Ross Seconded Councillor Tragas That the Minutes of the Services Special Committee Meeting held on 7 November 2007 be adopted and confirmed. CARRIED

SERVICES SPECIAL COMMITTEE MEETING MINUTES TABLE OF CONTENTS

3. 4.

DECLARATION OF INTEREST AND CONFLICT OF INTEREST OF ANY COUNCILLOR 4 PRESENTATION OF OFFICER REPORTS
SC5 SC2 SC1 SC3 SC4 Supplementary Report - Foundation Boroondara Triennial Funding Agreement Victoria Park Concept Masterplan Instrument of Delegation from Council to Members of Council Staff Drought Relief to Tennis, Bowls and Croquet Clubs

5
5 6 378 484

Supplementary Report - Quarterly Performance Report - September 2007 485

5.

GENERAL BUSINESS
GB1 Condolences – Mr Fred Bloomfield

486
486

6.

URGENT BUSINESS
UB1 Moira Drought Support - 'Boroondara Cares'

487
487

7.

CONFIDENTIAL BUSINESS

488

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19/11/07

3.

DECLARATION OF INTEREST AND CONFLICT OF INTEREST OF ANY COUNCILLOR

The Mayor, Councillor Healey declared an interest in Urgent Business Item UB1, Moira Drought Support ‘Boroondara Cares’ in accordance with Section 77A(2)(c)(i) of the Local Government Act 1989. Councillor Healey advised the nature of the interest was ‘The Mayor is an honorary member of the Rotary Club of Mont Albert and the Rotary Club of Surrey Hills’. As the matter was regarded as an ‘interest’ but not a conflict, Councillor Healey indicated he would participate in the vote on this item.

BOROONDARA CITY COUNCIL

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4.

PRESENTATION OF OFFICER REPORTS

Councillors present agreed to consider items in the following order: SC5 Supplementary Report – Foundation Boroondara Triennial Funding Agreement SC2 Victoria Park Concept Masterplan SC1 Instrument of Delegation from Council to Members of Council Staff SC3 Drought Relief to Tennis, Bowls and Croquet Clubs SC4 Quarterly Performance Report – September 2007 SC5 SUPPLEMENTARY REPORT - FOUNDATION BOROONDARA TRIENNIAL FUNDING AGREEMENT

REPORT PURPOSE The report seeks Council approval to commence a triennial funding and service agreement with Foundation Boroondara from 2008-2011, as part of Council’s ongoing commitment to strengthen the Foundation’s capacity to respond to community development initiatives within the municipality. Councillors heard a verbal submission from one speaker in favour of the Officers’ Recommendation. MOTION Moved Councillor Healey Seconded Councillor Tragas That Council resolve to: 1. Approve a three year grant to Foundation Boroondara of $113,919 in 2008/09, $118,135 in 2009/10 and $123,612 in 2010/2011 to develop the Foundation’s philanthropic capacity over the next 3 years. Develop a Triennial Service Agreement with Foundation Boroondara that includes reporting requirements and performance outcomes. Continue the level of in-kind support currently provided for Foundation Boroondara including office accommodation and information technology infrastructure for the duration of the Triennial Funding Agreement.

2.

3.

CARRIED

BOROONDARA CITY COUNCIL

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SERVICES SPECIAL COMMITTEE SC2 VICTORIA PARK CONCEPT MASTERPLAN

19/11/07

REPORT PURPOSE Victoria Park is an important area of public open space within the City of Boroondara. With increasing pressure from both sporting and recreational park users, significant heritage features in need of preservation and remnant vegetation requiring specific management solutions, a strategic and co-ordinated approach to decision making is required to ensure the sustainable development of the park. A Draft Concept Master Plan was prepared by a Working Group consisting of Councillors, Council staff, community representatives and stakeholders. This draft plan was presented to the community for comment in April 2007. Final adjustments to the plan have been made in response to the feedback received and the Working Group has agreed on a final Victoria Park Concept Master Plan. The purpose of this report is to inform Council of the results of the consultation undertaken on the draft Victoria Park Concept Master Plan and seek Council endorsement of the final Victoria Park Concept Master Plan. Councillors heard a verbal submission from one speaker in favour of the Officers’ Recommendation. MOTION Moved Councillor Meggs Seconded Councillor Healey That Council resolve: 1. 2. 3. 4. To note the results of consultation on the draft Concept Master Plan. To adopt the final Concept Master Plan as annexed to the Minutes. To notify the Working Group and thank them for their contribution. To thank all submitters for their contribution and advise each submitter of Council’s decision.

CARRIED

To access a copy of the final Victoria Park Concept Master Plan as was annexed to the Minutes, contact Governance on 9278 4474

BOROONDARA CITY COUNCIL

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SERVICES SPECIAL COMMITTEE SC1 INSTRUMENT OF DELEGATION MEMBERS OF COUNCIL STAFF FROM

19/11/07 COUNCIL TO

REPORT PURPOSE The purpose of this report is for Council to consider adopting a revised Instrument of Delegation to Members of Council Staff. The Instrument has been revised to accommodate operational requirements in relation to agreements under Section 173 of the Planning and Environment Act 1987. There were no speakers wishing to make submissions to Council for this item. MOTION Moved Councillor Butler Seconded Councillor Tragas That, in the exercise of the powers conferred by Section 98(1) of the Local Government Act 1989 and the other legislation referred to in the Instrument of Delegation to Members of Council Staff, Council resolves: 1. That there be delegated to the members of Council Staff holding, acting in, or performing the duties of the offices or positions referred to in the Instrument of Delegation to Members of Council Staff, the powers, duties and functions set out in the Instrument, subject to the conditions and limitations specified. That the Instrument of Delegation to Members of Council Staff (as annexed to the Minutes) be signed and sealed. That the Instrument of Delegation to Members of Council Staff comes into force immediately the common seal of Council is affixed to the instrument. That on the coming into force of the Instrument of Delegation to Members of Council Staff, the previous Instrument of Delegation to Members of Council Staff dated 1 October 2007 be revoked. That the duties and functions set out in the Instrument must be performed, and the powers set out in the Instrument must be executed, in accordance with any guidelines or policies of Council that may be adopted from time to time.

2.

3.

4.

5.

CARRIED

To access a copy of the Instrument of Delegation to Members of Council Staff as was annexed to the Minutes, contact Governance on 9278 4474

BOROONDARA CITY COUNCIL

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SERVICES SPECIAL COMMITTEE SC3

19/11/07

DROUGHT RELIEF TO TENNIS, BOWLS AND CROQUET CLUBS

REPORT PURPOSE The report seeks Council endorsement of recommended grant allocations to tennis, bowls and croquet clubs under the City of Boroondara Drought Assistance Policy 2007. There were no speakers wishing to make submissions to Council for this item. MOTION Moved Councillor Healey Seconded Councillor Tragas That Council resolve: 1. To approve drought assistance grants totalling $120K to tennis, bowls and croquet clubs in line with the Drought Assistance Policy 2007 as listed in Attachment 2 of the report (on page 147 of the Agenda). To note the applications from Canterbury Tennis Club, Kew Tennis Club and Victoria Park Tennis Club seeking Council support for loan guarantor assistance under the Drought Assistance Policy 2007, to be considered under separate report. To authorise the Director Community Development to allocate the $70K balance of funds in line with the Drought Assistance Policy 2007.

2.

3.

CARRIED

BOROONDARA CITY COUNCIL

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SERVICES SPECIAL COMMITTEE SC4

19/11/07

SUPPLEMENTARY REPORT - QUARTERLY PERFORMANCE REPORT - SEPTEMBER 2007

REPORT PURPOSE The purpose of this report is to present to Council the Quarterly Performance Report for September 2007. The Quarterly Performance Report is designed to provide performance reporting on both the September 2007 Amended Budget and Council Plan 2007-2012. There were no speakers wishing to make submissions to Council for this item. MOTION Moved Councillor Tragas Seconded Councillor Ross That Council resolve to: 1. 2. Receive and Note the September 2007 Quarterly Performance Report. Note the forecast income and expenditure predictions anticipated up to 30 June 2008.

CARRIED

BOROONDARA CITY COUNCIL

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5. GB1

GENERAL BUSINESS CONDOLENCES – MR FRED BLOOMFIELD

Councillor Ross advised Councillors of her attendance at the funeral of Mr Fred Bloomfield. Councillor Ross paid tribute to the life of Mr Bloomfield and in particular, Mr Bloomfield’s work in the community. Councillor Ross offered her condolences to the family. MOTION Moved Councillor Butler Seconded Councillor Ross That Council resolve to send a letter of condolence to the family of Mr Fred Bloomfield. CARRIED

BOROONDARA CITY COUNCIL

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SERVICES SPECIAL COMMITTEE 6. UB1 URGENT BUSINESS MOIRA DROUGHT SUPPORT - 'BOROONDARA CARES'

19/11/07

The Report, Moira Drought Support – ‘Boroondara Cares’, was circulated prior to the meeting and submitted for consideration. MOTION Moved Councillor Healey Seconded Councillor Ross That Council resolve to accept the Item, Moira Drought Support – ‘Boroondara Cares’, as urgent business because it relates to a matter that has arisen since distribution of the agenda and cannot safely or conveniently be deferred. CARRIED REPORT PURPOSE The report seeks Council approval to commence establishment of a ‘Twin City’ friendship relationship between the Moira Shire and the City of Boroondara to support the Rotary Clubs and others who are part of the ‘Boroondara Cares’ partnership and to provide in-kind support for the ‘Boroondara Cares’ project and the valuable work being undertaken by Boroondara Rotary Clubs. Councillor Healey declared an interest in this item. Councillor Healey advised the nature of the interest was ‘The Mayor is an honorary member of the Rotary Club of Mont Albert and the Rotary Club of Surrey Hills’. Councillor Healey remained in the Chamber during the consideration and vote on this matter. There were no speakers wishing to make submissions to Council for this item. MOTION Moved Councillor Healey Seconded Councillor Kreutz That Council resolve to: 1. Commence establishment of a ‘Twin City’ friendship relationship between the Moira Shire and the City of Boroondara to support the Rotary Clubs and others who are part of the ‘Boroondara Cares’ partnership Provide in-kind support for the ‘Boroondara Cares’ project and the valuable work being undertaken by Boroondara Rotary Clubs.

2.

CARRIED

BOROONDARA CITY COUNCIL

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7. Nil

CONFIDENTIAL BUSINESS

BOROONDARA CITY COUNCIL

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THE MEETING CONCLUDED AT 7:12PM CONFIRMED

CHAIRPERSON

____________________________________________

DATE

____________________________________________

BOROONDARA CITY COUNCIL

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