Ararat Rural City Council

Key Decisions & Outcomes

• Adopted monthly financial statements and performance indicators to 31 July 2026.
• Formally named the laneway as “Oak Lane” and to submit to Geographic Names Registrar.
• Increased CEO procurement delegation to $3 million for the Queen Street Housing Support project.
• Received July 2026 Community Engagement Program report and noted next engagement dates.
• Received July 2026 Prestige Mill Infrastructure Project update.
• Received Annual Plan 2026/27 (July 2026 update) and Capital Works Program (July 2026).

Detailed Descriptions

Adopted monthly financial statements and performance indicators to 31 July 2026

• Context: Council is required to maintain a budgeting and reporting framework consistent with sound financial management, including regular reporting on financial performance and required indicators.
• Details:
  • Meeting date: 25 August 2026
  • Reporting period adopted: period ended 31 July 2026
  • Income Statement (operating):
    • Revenue: $19.488 million
    • Expenses: $4.002 million
    • Operating surplus (month ended 31 July 2026): $15.486 million
  • Rates and charges:
    • $18.282 million recognised as income for the month ended 31 July 2026
  • Cash and cash equivalents:
    • Decreased from $21.266 million (30 June 2026) to $18.720 million (31 July 2026) (decrease $2.546 million)
  • Statement of Cash Flows:
    • Net cash used in operating activities: $2.977 million
    • Net cash provided by investing activities: $0.477 million
    • Net cash used in financing activities: $0.046 million
  • Financial Performance Indicators (selected):
    • Working capital: 211% (expected 100%–400%)
    • Loans and borrowings: 0.00%
    • Indebtedness: 6.34% (expected 2%–70%)
    • Rates concentration: 93.86% (expected 30%–80%)
    • Expenditure level: $533 per property assessment (framework range $2,000–$10,000)
    • Asset renewal & upgrade: 25.14% (framework expected 40%–130%)
• Impact: Provides Council and the community with up-to-date transparency on Council’s financial position and operating performance, supporting accountable decision-making and budget monitoring.
• Next steps:
  • Financial statements and indicators will continue to be published monthly and monitored against budget and expected indicator ranges.
  • Variances outside expected ranges are to be addressed through the explanations and management actions referenced in the reporting attachments (Attachment 4 referenced in the report).

Formally named the laneway as “Oak Lane” and to submit to Geographic Names Registrar

• Context: Council previously resolved to advertise an unnamed laneway in Ararat for community consultation before formalising a road/laneway name.
• Details:
  • Prior Council resolution: 30 June 2026 (advertised intention to name the unnamed laneway)
  • Location described:
    • Lane way located between George Road and Banfield Street
    • Running parallel to Dawson and High Street, Ararat
  • Consultation period:
    • Submissions invited 1 July 2026 to 30 July 2026 (via Engage Ararat, post, or email)
  • Submissions received:
    • 104 total
    • 89 in favour
    • 12 against
    • 3 requested consideration of an alternative name: “Mow Fung Lane”
• Impact: Strengthens local identity and improves clarity for residents, services, and emergency response by providing an officially recognised place name.
• Next steps:
  • Council will formally adopt the name “Oak Lane”
  • Council will submit “Oak Lane” to the Registrar of Geographic Names following this decision.

Increased CEO procurement delegation to $3 million for the Queen Street Housing Support project

• Context: Council secured the HSP-CEIS grant to deliver enabling infrastructure at 87 Queen Street (former Prestige Mill site), and procurement activity is approaching a stage where contract values may exceed the CEO’s current procurement delegation.
• Details:
  • Meeting date: 25 August 2026
  • Project: Queen Street Housing Support Project (HSP-CEIS funded enabling infrastructure at 87 Queen Street, Ararat)
  • Grant context (as reported):
    • Federal Government grant: $7.3 million (Housing Support Program: Community Enabling Infrastructure Fund)
    • Enables infrastructure for up to 90 new dwellings (planning, detailed designs, roads/footpaths/kerb & channel, drainage, and utility infrastructure such as power, water, sewerage, and NBN)
  • Delegation change approved:
    • Increase CEO financial delegation to $3 million per procurement
    • Delegation applies only to this project
  • Governance controls required:
    • Contracts entered under the increased delegation must be signed by both the Mayor and the CEO
    • Details of contracts approved under the increased delegation to be reported to the next monthly Ordinary Council Meeting
• Impact: Reduces procurement delays and helps Council meet grant timeframes and obligations, while maintaining transparency and accountability through dual signing and reporting.
• Next steps:
  • CEO to apply the $3 million per procurement delegation for this project only.
  • Mayor and CEO to sign eligible contracts.
  • Contract details to be reported to the next monthly Ordinary Council Meeting.

Received July 2026 Community Engagement Program report and noted next engagement dates

• Context: Council runs a Community Engagement Program to provide regular opportunities for community members to raise issues and meet Councillors and staff.
• Details:
  • Report period covered:
    • Engagement sessions held 29 June to 02 July 2026
  • Locations where sessions occurred:
    • Ararat, Lake Bolac, Moyston, Pomonal, Streatham, Warrak, Wickliffe, Willaura
  • Attendance and issues:
    • 36 people attended
    • 82 issues raised
    • As at 20 August 2026, 76 issues resolved or referred for action
  • Next engagement sessions planned:
    • 14–18 September 2026
    • Locations: Ararat, Buangor, Elmhurst, Lake Bolac, Moyston, Pomonal, Tatyoon, Willaura
    • Details to be available via engage.ararat.vic.gov.au
• Impact: Improves community access to Council decision-makers and ensures local concerns are tracked through resolution or referral processes.
• Next steps:
  • Publish/continue tracking of issues raised from July sessions through to resolution.
  • Conduct the next engagement sessions 14–18 September 2026 and report outcomes through subsequent monthly reporting.

Received July 2026 Prestige Mill Infrastructure Project update

• Context: Council is delivering enabling infrastructure at the former Prestige Mill site (87 Queen Street) under the HSP-CEIS Housing Support Program stream, and provides regular progress updates to Council.
• Details:
  • Meeting date: 25 August 2026
  • Project: Prestige Mill Infrastructure Project – July 2026 Update
  • Grant/project purpose (as reported):
    • Unlocks the site for development into assets such as housing by funding enabling infrastructure for up to 90 new dwellings
  • Progress update highlights:
    • Demolition works at Queen Street:
      • Progressing well despite disruption due to heavy rain in the week of 10 August
      • Site has significant piles of rubble/materials as part of processing/sorting before disposal
      • Works undertaken under strict environmental and safety regulations aligned with WorkSafe Victoria and EPA requirements
    • New infrastructure design:
      • Engineering and civil design for roads, footpaths, kerb & channel, and utilities continuing
      • Estimated timeframe for construction of new enabling infrastructure expected to commence in the second half of 2026
• Impact: Provides assurance to the community and Council that the enabling infrastructure program is advancing safely and on schedule toward housing delivery.
• Next steps:
  • Continue demolition and environmental/safety compliance.
  • Continue engineering/civil design works and prepare for enabling infrastructure construction in the second half of 2026.
  • Provide subsequent monthly updates to Council.

Received Annual Plan 2026/27 (July 2026 update) and Capital Works Program (July 2026)

• Context: Council’s Annual Plan operationalises the Council Plan, and the Capital Works Program provides the funded delivery plan for major works for the financial year.
• Details:
  • Annual Plan 2026/27 – July 2026 update:
    • Meeting item: 4.3 Annual Plan 2026/27 – July 2026 Update
    • Total actions in the Annual Plan: 54 actions
    • Progress summary:
      • Completed: 2
      • In progress (51–99%): 1
      • In progress (0–50%): 40
      • Not started: 0
      • Ongoing: 11
    • Example action status noted:
      • “Ararat Digital Hub & Co-Working Space” (1.3.1) marked Completed
      • “Ararat Planning Scheme Review” referenced as expected completion by October 2026 for related work
    • Council resolution: Council received the Annual Plan July 2026 update
  • Capital Works Program 2026/27 – July 2026:
    • Meeting item: 4.4 2026/2027 Capital Works Program – July 2026
    • The minutes indicate the Capital Works Program was confirmed at the July 2026 Council Meeting and would be shared with the community (noted during engagement discussion)
    • Council resolution: Council received the Capital Works Program July 2026 report (as per the agenda item)
• Impact: Ensures Council and the community can see how strategic actions and capital investment are being progressed during 2026/27, supporting accountability and delivery confidence.
• Next steps:
  • Continue monthly progress tracking of Annual Plan actions and report updates through future Council meetings.
  • Deliver the Capital Works Program in line with the approved budget and provide further updates as works progress.

Community Impact

• Residents (Ararat Rural City ratepayers): Adoption of the July 2026 financial performance and indicators, including ongoing rate revenue reliance and a sharp increase in outstanding rates debtors (reported as $19.758m at 31 July 2026), which may affect future collection activity and enforcement.
• Residents and businesses near 87 Queen Street (Prestige Mill site): Enabling infrastructure procurement and works to support up to 90 new dwellings, including roads, footpaths, drainage, and utilities—likely bringing construction traffic, noise, and temporary disruptions during demolition and infrastructure works (construction expected from late 2026).
• Future housing residents / local community: Formal endorsement of a temporary increase to the CEO’s procurement delegation ($3m per procurement) for the Queen Street Housing Support Project, enabling faster contract awards and reducing delays to housing delivery timelines.
• Ararat laneway users and nearby property owners: Formal naming of the unnamed lane between George Road and Banfield Street as “Oak Lane,” which will require updates to addressing/place records and may affect navigation, deliveries, and official documents for adjacent properties.
• All community members: Continued community engagement and issue resolution through the quarterly outreach program (next sessions 14–18 September), with ongoing follow-up on local concerns such as road safety, drainage, accessibility, and waste services.
• Local residents across townships: Delivery and planning progress under the 2026/27 Annual Plan and Capital Works Program (reported as in progress/ongoing actions), which will shape when upgrades occur (e.g., pool surface upgrades, recreation reserve amenities, accessibility improvements) and may lead to staged works and scheduling impacts.

Other Notable Items

• Community engagement raised 82 issues; 76 resolved or referred by 20 August.
• Concerns about homelessness, drug use, and abandoned vehicles discussed at engagement sessions.
• Windfarm discussions included questions on fire risk, decommissioning, and community benefit guidelines.
• Prestige Mill site update: demolition progressing; enabling infrastructure construction expected in second half 2026.
• Next engagement sessions planned for 14–18 September across multiple towns.

Tech & Innovation Notes

• Live streaming of Council meetings via Facebook and Council website (www.facebook.com/araratruralcitycouncil; recordings on Council’s website)
• Use of online community engagement platform “Engage Ararat” (e.g., Yes/No submissions for road naming; engagement updates via engage.ararat.vic.gov.au)
• Snap Send Solve used for lodging/reporting issues (noted issues with responses and tracking unresolved complex requests)
• “Digital Twin Victoria” included as a non-recurrent operating grant (grant list in Monthly Performance Report)
• “Free Public WiFi Services” included as a non-recurrent operating grant (grant list in Monthly Performance Report)
• “Ararat Digital Hub & Co-Working Space” promoted as part of a destination/work-from-home strategy (Annual Plan 2026/27 update)
• “Ararat Jobs and Technology Precinct” referenced as a technology/innovation hub with Federation University (Annual Plan 2026/27 update)
• Procurement/enabling infrastructure for telecommunications including “NBN” for the Queen Street Housing Support Project (Prestige Mill Infrastructure Project / Queen Street Housing Support Project)
• Smart city / digital transformation initiatives in Annual Plan:
  • “Develop a Smart Cities Strategy” (optimised services and cost efficiencies)
  • “Strengthen cyber security as a core strategic risk priority” (cyber security uplift being scoped)
  • “Develop digital and permit applications forms” (new digital forms in progress)
  • “Improve data accuracy and actionability through data cleansing” for asset management
• Community resilience tech: grant application for “solar panel and battery system” for a recreation reserve to remain powered during outages (Community Engagement Program report)
• Mention of “data centre” planning application (small-scale data centre powered by a solar farm; discussed during engagement sessions)

Key Decisions & Outcomes

• Receive Community Engagement Program June 2026 report
• Receive Prestige Mill Infrastructure Project June 2026 update
• Receive Annual Plan 2025/26 June 2026 progress update
• Receive 2025/26 Capital Works Program June 2026 report
• Receive 2026/27 Capital Works Program (Annual Works Plan) report
• Approve June 2026 Community Support Grants: fund 10 applications totalling $31,218.90

Detailed Descriptions

Receive Community Engagement Program June 2026 report

• Context: Council adopted the Community Engagement Program 2025/26 in November 2025, with engagement sessions scheduled for December 2025, March 2026 and June 2026. This June 2026 report provides a monthly update on issues raised and upcoming engagement activity.
• Details:
  • Latest engagement sessions were held 29 June to 02 July 2026 across Ararat, Lake Bolac, Moyston, Pomonal, Streatham, Warrak, Wickliffe and Willaura.
  • Attendance: 36 people
  • Issues raised: 82
  • As at 16 July 2026, 69 issues were resolved or referred for action (as appropriate).
  • The report includes issue examples and status, including:
    • Ararat: wooden seating varnishing (service request lodged), drainage issues on Golf Links Road (service request lodged), and fencing removal pending underground services at Alexandra Gardens.
    • Lake Bolac: request for road works (e.g., Gordons Bridge Road) and pool resurfacing/solar heating enquiries.
    • Pomonal: Disability Action Plan workshop scheduled for 5pm–6pm, Tuesday 1 September at the Hall.
    • Wickliffe: grant submitted for solar panel and battery for the Recreation Reserve to support a refuge/recovery function.
    • Willaura: playground installation pending; microphone/audio improvements for online meetings to be considered.
• Impact: Strengthens Council’s deliberative engagement approach by capturing community concerns across multiple towns, tracking resolution/referrals, and informing future planning and budgeting decisions.
• Next steps:
  • Council continues monitoring issues through the service/request and referral processes.
  • Where items require funding or project planning, they will be assessed case-by-case for inclusion in future budgets and programs.

Receive Prestige Mill Infrastructure Project June 2026 update

• Context: Council receives regular updates on the Housing Support Program – Community Enabling Infrastructure Stream (HSP-CEIS) project at 87 Queen St (former Prestige Mill site). The update tracks progress on enabling infrastructure that unlocks private investment for housing.
• Details:
  • Project purpose: funding enabling infrastructure for up to 90 new dwellings (planning, detailed designs, roads, footpaths, kerb & channel, drainage, and utility infrastructure including power, water, sewerage, and NBN).
  • Grant funding: $7.3 million from the Federal Government’s Housing Support Program: Community Enabling Infrastructure Fund.
  • Demolition: demolition works at the Queen Street site have resumed with more favourable weather, under strict environmental and safety regulations in line with WorkSafe Victoria and the Environment Protection Authority requirements.
  • Engineering/civil design: ongoing design work for roads/footpaths/kerb & channel and utilities.
  • Timeframe: construction of new enabling infrastructure is expected to commence in the second half of 2026.
• Impact: Progress on demolition and enabling infrastructure reduces development barriers, improving the likelihood of housing delivery and long-term community benefit through increased housing supply.
• Next steps:
  • Continue demolition and compliance monitoring.
  • Finalise engineering/civil designs and commence enabling infrastructure construction in H2 2026.
  • Maintain community project updates via Council’s Engage Ararat website.

Receive Annual Plan 2025/26 June 2026 progress update

• Context: The Council Plan 2025–29 contains 53 actions to be delivered in 2025/26 (Year 1), and monthly reporting tracks progress. This June 2026 update provides the end-of-year status snapshot.
• Details:
  • Total actions in Annual Plan 2025/26: 53
  • Progress summary (June 2026):
    • Completed: 37 (+4 from previous report)
    • In progress (51–99%): 3 (-4)
    • In progress (0–50%): 4
    • Not Started: 0
    • Ongoing: 9
  • Actions expected to be partially completed by end of June 2026 and carried forward to 2026/27: 7 actions.
  • Key examples noted in the report:
    • Planning Scheme review (1.1.1) in progress 51–99%, with updated completion timeframe expected October 2026 (via DTP Regional Planning Hub).
    • Housing enabling infrastructure (1.2.1) in progress 0–50% to be carried forward; linked to the Housing Support Program update.
    • Disability Action Plan (5.3.1) in progress 51–99%, with public consultation to commence early 2026/27.
• Impact: Provides transparency on delivery performance against Council’s strategic objectives and identifies what must roll into the next financial year for continuity and accountability.
• Next steps:
  • Carry forward the 7 partially completed actions into 2026/27 delivery planning.
  • Continue monthly progress reporting at future Council meetings.

Receive 2025/26 Capital Works Program June 2026 report

• Context: Council’s 2025/26 Capital Works Program is a core component of the 2025/26 Budget, and this June 2026 report provides the program status at 30 June 2026.
• Details:
  • Total capital works investment: $12.437 million (as stated in the report executive summary).
  • Budget status: as at 30 June 2026, 125% of the budget is expended.
  • Highlights of completed work during the period include:
    • McCrows Road Bridge Strengthening
    • Buangor Ben Nevis Road Bridge Construction (over Mt Cole Creek)
    • Mininera Toilet Block Upgrade
    • Mininera and Buangor Septic Tank Replacements
    • Road safety initiatives including new raised crossings in Barkly and High Streets
  • Property capital examples (selected):
    • Ararat Pony Club – Covered Sports Area (Play our Way Program): budget $1,490,000, with 89% overall completion.
    • Centenary Park – Dog Park: overall total $145,230 with 107% completion.
  • Roads and infrastructure examples (selected):
    • Urban Road – Gravel to Seal: overall total $842,747 (84%).
    • Mt William Road: overall total $4,932,047 (78%).
    • Buangor Ben Nevis Road – Bridge design and construct: overall total $1,297,904 (99%).
    • Queen Street Housing Support Program (Prestige Mill site): budget $7,380,000, with 20% overall completion (planning permit approved; demolition occurring).
• Impact: Confirms delivery of major infrastructure and safety upgrades, supporting accessibility, community facilities, and safer local roads across the municipality.
• Next steps:
  • Continue final acquittals/close-outs for items nearing completion.
  • Use learnings from delivery and expenditure performance to inform the 2026/27 works planning.

Receive 2026/27 Capital Works Program (Annual Works Plan) report

• Context: Council approved the 2026/27 Capital Works Program as part of the budget cycle, and this report presents the Annual Works Plan for the coming financial year.
• Details:
  • Total capital works investment for 2026/27: $15.797 million.
  • Key initiatives include:
    • Moyston Recreation Reserve Public Toilet Upgrade
    • Pomonal Recreation Reserve Walking Track
    • Buangor Ben Nevis Road Construction – Stage 1
    • Safer Local Roads and Street Program (SLRSP) projects
    • Birdswing Road reconstruction in conjunction with Northern Grampians Shire Council
    • Footpaths, drainage, and kerb & channel upgrades
    • Moyston Willaura Road Bridge design and construction
    • Barton Bridge replacement with a major culvert
  • Timeframes for continuing projects noted in the plan include:
    • Mt William Road due for completion 31 October 2026
    • Centenary Park Dog Park due for completion August 2026 (Ministerial opening early September)
    • Ararat Pony Club Arena completion by November 2026
    • Queen Street Housing Support Program / Prestige Mill site works expected to be completed 2027
    • Multiple SLRSP projects due for completion 30/6/27
  • Budget line examples (selected):
    • Roads: Gravel Road Sheeting, Widening & Alternative Sealing $1,800,000, Reseal Program $1,000,000, Buangor Ben Nevis Road $6,250,000
    • Bridges: $1,200,000 (Moyston Willaura Road Bridge and Barton Bridge culvert)
    • Footpaths & Cycleways: $400,000
    • Urban Drainage Works: $750,000
• Impact: Establishes the infrastructure delivery pipeline for 2026/27, including safety, accessibility, and major road/bridge works that benefit residents and visitors.
• Next steps:
  • Begin works in line with the program schedule (e.g., Buangor Ben Nevis Road Stage 1 expected to commence in September 2026).
  • Continue project management, procurement, and stakeholder engagement for each listed asset and program.

Approve June 2026 Community Support Grants: fund 10 applications totalling $31,218.90

• Context: Council received 13 applications for the June 2026 round of Community Support Grants, assessed by a panel of two community members and the Deputy CEO. Council agreed to fund 10 applications, with some receiving full requested amounts and others receiving reduced amounts due to eligibility limits.
• Details:
  • Applications received: 13
  • Total applied for: $51,434.90
  • Grants awarded: 10 applications
  • Total granted: $31,218.90
  • Funding approach:
    • 5 applicants awarded the full amount requested
    • 5 applicants awarded a reduced amount, because applicants applied for the maximum event funding rather than the $3,000 eligible maximum for their project type.
  • Examples of successful grants listed in the report:
    • Ararat Golden Gateway Festival: Parade 2026 on Sunday 18 October 2026 — requested $5,000, granted $5,000
    • Ararat Motorcycle Club: Scramble Track Upgrade — requested $5,950, granted $3,000
    • Ararat Rifle Club: Digital target scoring system and new 50-yard shooting mound — requested $5,000, granted $3,000
    • Ararat Show Society: Crowd Control Fencing — requested $2,160, granted $2,160
    • Ararat Women’s Shed: Tuesday Threads Quilting Skillshare (grant details continue in the document beyond the provided excerpt)
  • Reasons for rejected applications included:
    • Event had received seed funding previously and was ineligible for growth funding (offered annual sponsorship instead)
    • One application not recommended for funding; applicant to be invited to a meeting to discuss plans and suitability for future grants
• Impact: Provides targeted financial support to community organisations and events, enabling local participation, youth engagement, and improved community facilities and services.
• Next steps:
  • Issue grant agreements and payment arrangements to the 10 successful applicants for the $31,218.90 total.
  • Notify unsuccessful applicants of outcomes and next opportunities (including the invitation to discuss future applications where applicable).

Community Impact

• Residents (all areas): Council meetings will be livestreamed from 6pm via Facebook and available on the Council website afterward, increasing public access to decision-making
• Ararat residents: Issues raised through community engagement (e.g., varnishing wooden seating in Barkly St, drainage on Golf Links Road, abandoned vehicle monitoring, and fencing/landscaping around Alexandra Gardens) will be investigated and actioned where feasible
• Lake Bolac & Moyston residents: Road and safety requests will be progressed, including road grading and potential future upgrades (e.g., Gordons Bridge Road, Kinnersley Road, Settlement/McMasters Road) and advocacy for traffic calming/signage near schools
• Pomonal & surrounding residents: Disability and accessibility improvements will be progressed, including a Community Listening Workshop for the Disability Action Plan (1 Sept, 5–6pm) and investigation of disabled toilet accessibility at the Hall
• Wickliffe residents: A grant has been submitted to equip the Wickliffe Recreation Reserve as a flood refuge/recovery hub (solar panel and battery system to keep it powered during outages)
• Local community groups & event organisers: June 2026 Community Support Grants will fund 10 projects/events (e.g., Ararat Golden Gateway Festival promotion, Ararat Show crowd control fencing, and club upgrades), with some applicants receiving reduced amounts due to funding guideline limits

Other Notable Items

• Community engagement sessions raised 82 issues; 69 resolved or referred by 16 July.
• Concerns about homelessness/drug use in reserves; guidance given to report illegal drug use to police.
• Windfarm discussions included requests for Council statements and questions on approvals, decommissioning, and fire risk.
• Future agenda/consultation: Disability Action Plan listening workshop scheduled 1 September, 5–6pm (Pomonal Hall).
• Project update: Prestige Mill site demolition resumed; enabling infrastructure construction expected in second half of 2026.

Tech & Innovation Notes

• Live streaming of council meetings via Facebook and on the council website (www.facebook.com/araratruralcitycouncil; recordings also made available on the council website).
• Use of digital service/app for customer requests: Snap Send Solve (including “My Snaps” and request response timelines) and a Customer Request Management System (CRMS) integrated with Snap Send Solve.
• Digital/online forms and platforms referenced for reporting issues (e.g., VicRoads online “report a road issue” form; Snap Send Solve).
• IT infrastructure / systems upgrades referenced in the Council Plan: “IT infrastructure and systems upgrades.”
• Community engagement and transparency via online channels (Engage Ararat website referenced for project updates).
• Infrastructure projects involving digital/tech elements:
  • Video cameras/security installed at Ararat Skate Park and Ararat Fitness Centre.
  • Community Support Grants included purchase of a “digital target scoring system” (Ararat Rifle Club).
• Technology/innovation and skills initiatives:
  • “Ararat Jobs and Technology Precinct” with Federation University Australia (AJTP) and related industry/education engagement.
  • “Future of the Regions” and National Science Week grant application (technology/science focus).
  • “Valorify” biogas plant and circular economy initiatives (advanced industrial/energy technology).

Key Decisions & Outcomes

• Adopt Annual Plan 2026/27 with 54 targeted actions, no additional budget impact.
• Receive Disability Action Plan discussion paper and authorise community engagement release.
• Engage DTP and stakeholders on eastern entrance landscaping; further report on signage submissions.
• Adopt Risk Management Policy and Framework (June 2026).
• Adopt Procurement Strategy 2026–2031 to strengthen governance, value, and supplier outcomes.
• Endorse Municipal Emergency Management Plan 2026–2029.

Detailed Descriptions

Adopt Annual Plan 2026/27 with 54 targeted actions, no additional budget impact

• Context: Council is required under the Local Government Act 2020 to adopt a Council Plan and to produce an Annual Plan each financial year to operationalise strategic direction. The Annual Plan 2026/27 represents the second year of delivery for the Council Plan 2025–2029.
• Details:
  • Council meeting date: Tuesday 30 June 2026
  • Decision: Council adopt the Annual Plan 2026/27
  • Scope: 54 targeted actions aligned to the six strategic directions of the Council Plan 2025–2029:
    1. Growing our place
    2. Building robust local economies
    3. Preserving the environment
    4. Developing and maintaining key enabling infrastructure
    5. Enhancing community life
    6. Strong and effective governance
  • Budget implications: No additional budget impact
    • All actions are already budgeted in the 2026/27 Budget or require no additional resourcing.
  • Alignment: references supporting strategies including Asset Plan 2025–34, Municipal Public Health and Wellbeing Plan 2025–29, Environmental Sustainability Strategy 2024–34, and Sport and Active Recreation Strategy 2026–36: Action Plan.
• Impact: Provides clear, measurable delivery priorities for 2026/27, helping the community see how Council’s strategy will translate into on-the-ground actions without increasing budget pressure.
• Next steps:
  • Annual Plan 2026/27 is implemented through Council’s operational planning and delivery processes during 2026/27.
  • Progress will be tracked through Council’s reporting and performance frameworks (e.g., monthly performance reporting already used by Council).

Receive Disability Action Plan discussion paper and authorise community engagement release

• Context: Council established a Disability Action Plan Working Group in January 2026 to ensure the next Disability Action Plan is informed by people with lived experience of disability.
• Details:
  • Council meeting date: Tuesday 30 June 2026
  • Decision: Council received the progress report and Disability Action Plan: Discussion Paper
  • Authorisation: Council authorised the Chief Executive Officer to:
    • release the Discussion Paper, and
    • commence community engagement for the Disability Action Plan.
  • Engagement timing:
    • Community listening workshops planned for approx. late August to mid-September 2026
    • Exact dates to be promoted once venue bookings are confirmed
  • Engagement methods:
    • Face-to-face workshops (general and targeted sessions)
    • Sessions in Ararat and towns across the municipality (rural experiences)
    • One-on-one and phone/online sessions
    • Survey via Engage Ararat and/or paper
  • Promotion channels: online and print media, radio advertisements, and fliers/posters via service organisations and groups.
  • Budget implications: expected to be delivered using existing Council resources (no budget implications).
• Impact: Ensures accessibility and inclusion priorities are shaped by community input, improving outcomes for residents with disability and carers across Ararat Rural City.
• Next steps:
  • CEO to publish the Discussion Paper and launch engagement materials.
  • Workshops and targeted sessions to run late Aug–mid Sep 2026, followed by analysis and reporting back to Council for the Disability Action Plan development.

Engage DTP and stakeholders on eastern entrance landscaping; further report on signage submissions

• Context: In March 2026, Council discussed upgrading the eastern town entrance signage to Ararat, and approved community engagement to gather signage ideas.
• Details:
  • Council meeting date: Tuesday 30 June 2026
  • Decision:
    1. Council to engage the Department of Transport and Planning (DTP) and other stakeholders on general landscaping improvements at the eastern entrance of Ararat.
    2. Council to continue reviewing community submissions regarding the eastern entrance and bring a further report to a future meeting.
  • Community engagement period for signage ideas:
    • 6 May to 4 June 2026 (inclusive)
  • Engagement results:
    • 37 submissions received
    • Key themes suggested: Indigenous heritage, Chinese heritage and the gold rush, Agriculture, Manufacturing, Natural environment
    • Design considerations suggested: natural materials, regional materials (e.g., bluestone), rusted metals, native plantings
  • Budget context noted in the report (for signage options): potential new sign costs estimated at $35,000–$45,000 (example referenced from Southern Grampians Shire Council project), while a refresh could be lower—however the decision here specifically directs landscaping/stakeholder engagement and a further report on submissions.
• Impact: Improves the arrival experience through landscaping improvements while ensuring any works affecting the Western Highway precinct are coordinated with DTP and stakeholders; keeps community ideas in view for future Council consideration.
• Next steps:
  • Staff to initiate engagement with DTP and relevant stakeholders on landscaping improvements.
  • Staff to continue assessing the 37 submissions and prepare a further report for a future Council meeting (timing not specified in the minutes).

Adopt Risk Management Policy and Framework (June 2026)

• Context: Council reviewed its risk management documents to maintain a contemporary, effective approach and strengthen governance and reporting arrangements.
• Details:
  • Council meeting date: Tuesday 30 June 2026
  • Decision: Council adopted the Risk Management Policy and Framework (June 2026)
  • Basis and alignment:
    • Aligns with AS ISO 31000:2018 Risk Management Guidelines
    • Supports compliance with the Local Government Act 2020 and Council governance responsibilities
  • Key updates described in the report:
    • Reinforces alignment with AS ISO 31000:2018
    • Updated risk appetite statements across categories: finance, governance, service delivery, environment, reputation, and OHS
    • Enhanced reporting/oversight for strategic and operational risks
    • Clarified roles and responsibilities (Council, Audit and Risk Committee, CEO, management, employees, volunteers, contractors, Community Asset Committees)
    • Strengthened integration into planning, project management, emergency management, procurement, business continuity, and service delivery
  • Budget implications: no direct budget implications from adoption; implementation to be managed through existing budgets and future budget processes where needed.
• Impact: Strengthens Council’s ability to identify, treat, monitor, and report risks—improving safety, service continuity, governance confidence, and community outcomes.
• Next steps:
  • Implementation of the June 2026 risk management system across Council operations.
  • Ongoing reporting and monitoring to occur through Council’s established governance processes (including Audit and Risk Committee oversight).

Adopt Procurement Strategy 2026–2031 to strengthen governance, value, and supplier outcomes

• Context: An internal audit into procurement identified the need for a clearer strategic framework to guide procurement planning, contract management, reporting, and continuous improvement.
• Details:
  • Council meeting date: Tuesday 30 June 2026
  • Decision:
    • Council notes the Procurement Strategy was developed in response to an internal audit recommendation
    • Council adopts the Procurement Strategy 2026–2031
    • Council notes implementation monitoring will occur through internal governance and be reported through future procurement reporting
  • Strategy intent:
    • Move procurement from a largely transactional function to a strategic, risk-based function
  • Strategic themes (3):
    1. Social and economic prosperity
    2. Environmental leadership and circularity
    3. Governance, innovation and value
  • Budget implications: no immediate budget implications from adoption.
• Impact: Improves procurement governance and probity, supports value for money, strengthens supplier outcomes (including local/regional participation where appropriate), and embeds social/environmental value into purchasing decisions.
• Next steps:
  • Procurement Strategy implementation begins immediately following adoption.
  • Internal governance processes to monitor progress, with updates provided through future procurement reporting.

Endorse Municipal Emergency Management Plan 2026–2029

• Context: The Municipal Emergency Management Plan (MEMP) is required under the Emergency Management Act 2013 and is prepared by the Municipal Emergency Management Planning Committee (MEMPC) in collaboration with emergency management agencies and stakeholders.
• Details:
  • Council meeting date: Tuesday 30 June 2026
  • Decision: Council endorsed the Municipal Emergency Management Plan 2026–2029
  • Plan preparation:
    • Prepared by the Ararat Municipal Emergency Management Planning Committee (MEMPC)
    • Replaces the previous 2020–2023 MEMP
  • Governance and alignment:
    • MEMPC endorsement and alignment with the State Emergency Management Plan (SEMP) and Grampians Regional Emergency Management Plan (REMP)
  • Key municipal risk hazards identified through Community Emergency Risk Assessment (CERA):
    • Bushfire/grassfire, flood, extreme temperatures, transport incidents, pandemic/human disease, aircraft incidents, hazardous materials incidents
  • Stakeholders involved (as listed in the report): Victoria Police, CFA, VICSES, Ambulance Victoria, Australian Red Cross, Department of Health, Department of Families, Fairness and Housing, East Grampians Health Service, and other relevant agencies.
  • Budget implications: no direct budget implications from endorsement; implementation managed via existing operational budgets and future budget processes.
• Impact: Demonstrates Council’s commitment to emergency management governance and improves community safety and resilience through coordinated prevention, preparedness, response, relief, and recovery arrangements.
• Next steps:
  • Plan to be made publicly available following approval and publication.
  • MEMPC and partner agencies continue using the plan to guide emergency management arrangements across 2026–2029.

Community Impact

• Residents (all areas): Live-streaming and online publication of formal Council meetings to improve transparency and access to decisions
• People with disability & carers (municipality-wide): Community listening workshops and targeted engagement (late Aug–mid Sep) to shape a new Disability Action Plan, including potential priorities like a Changing Places facility and disability-focused emergency/disaster reviews
• Eastern Ararat residents & visitors: Ongoing consultation with Transport and Planning and stakeholders on eastern entrance landscaping, with further review of community submissions for possible signage upgrades/replacement
• All residents (municipality-wide): Updated Municipal Emergency Management Plan (2026–2029) published for community awareness, strengthening coordinated prevention/preparedness/response/recovery arrangements for hazards like bushfire, flood, extreme temperatures, transport incidents, and pandemics
• Ratepayers (all properties): 2026 General Valuation adopted (subject to Ministerial approval) which will underpin 2026/27 rates setting, with residential and commercial/industrial valuations generally increasing and rural/non-rateable leviable values changing
• Ararat residents (local streets): Formal road naming of McAdie Lane (between Elizabeth and McGibbony Streets) and commencement of consultation to name Oak Lane (between George Road and Banfield Street), affecting addresses and navigation/records

Other Notable Items

• Disability Action Plan working group progress; upcoming listening workshops late Aug–mid Sept.
• Eastern town entrance signage engagement: 37 submissions; themes include Indigenous/Chinese heritage and agriculture.
• Risk Management Policy and Framework updated; Audit and Risk Committee suggested future consolidation.
• Monthly performance report: operating surplus $0.358m to 31 May 2026; grants and unearned income noted.
• Next community engagement sessions (29 June–2 July 2026) across multiple towns.

Tech & Innovation Notes

• Live-streaming / online public access
  Council’s formal meetings are livestreamed via Facebook and recordings are made available on the Council website (transparency/accessibility).
• Online community engagement platform
  Use of Engage Ararat for consultations/surveys (e.g., Disability Action Plan engagement; Eastern Town Entrance signage feedback; road naming submissions).
• Digital services / connectivity (grants)
  Mention of Free Public WiFi Services (grant funding listed in monthly performance report).
• Digital innovation / smart infrastructure (grants)
  Mention of Digital Twin Victoria (grant funding listed in monthly performance report).
• IT / cybersecurity considerations (procurement)
  Procurement Strategy explicitly references cybersecurity considerations as part of procurement risk management.
• Digital transformation / governance frameworks
  Adoption/review of organisational frameworks that support operational capability, including Risk Management Policy and Framework and Procurement Strategy 2026–2031 (includes governance, reporting, and risk-based controls).

Key Decisions & Outcomes

• Adopt Ararat Rural City Budget 2026/27 and forward estimates 2027/28–2029/30
• Set 2026/27 rates: 2.25% rise, $96 municipal charge, and updated farm rate differential
• Accept Barkly Street CBD parking plan and associated accessibility/loading/taxi changes
• Endorse draft Community Road Safety Strategy and Action Plan 2025–2030
• Develop and implement Council capacity to issue building permits by 30 September 2026
• Endorse Sport and Active Recreation Strategy 2026–36 and Action Plan
• Adopt Community Engagement Program 2026/27 with scheduled community engagement rounds

Detailed Descriptions

Adopt Ararat Rural City Budget 2026/27 and forward estimates 2027/28–2029/30

• Context: Council is required under the Local Government Act 2020 to prepare and adopt a budget each financial year, including forward estimates for the next three years. The Budget 2026/27 was released for community consultation prior to adoption.
• Details:
  • Council meeting date: Tuesday 26 May 2026
  • Adoption scope: Budget 2026/27 plus forward estimates for 2027/28, 2028/29 and 2029/30
  • Legal basis: Section 94 of the Local Government Act 2020
  • Community consultation period (Draft Budget): Friday 20 March 2026 to Friday 24 April 2026
  • Community engagement sessions (face-to-face drop-in/meetings) were held at multiple locations including:
    • Ararat Town Hall (Mon 23 March 2026)
    • Buangor Cobb & Co (Wed 25 March 2026)
    • Elmhurst Mechanics Institute (Wed 25 March 2026)
    • Lake Bolac Info & Business Centre (Mon 23 March 2026)
    • Moyston Community Hall (Tue 24 March 2026)
    • Pomonal Community Hall (Tue 24 March 2026)
    • Tatyoon Hall (Thu 26 March 2026)
    • Willaura Memorial Hall (Tue 24 March 2026)
    • Drop-in at 59 Vincent Street, Ararat (Fri 27 March 2026, 9:00am–2:00pm)
  • Key budget headline figures included in the adopted budget:
    • Capital works program: $15,797,000
    • Operating result (surplus): $4.624 million (2026/27)
• Impact: Locks in Council’s financial plan for the next four-year period, enabling delivery of planned services and capital works while maintaining financial sustainability and predictability for ratepayers.
• Next steps:
  • Budget documentation and adopted rates/charges are implemented from 1 July 2026
  • Council will continue monthly financial reporting and performance monitoring through the year.

Set 2026/27 rates: 2.25% rise, $96 municipal charge, and updated farm rate differential

• Context: As part of adopting the Budget 2026/27, Council must set the rates and charges for the year, including the municipal charge and rating differentials across property classes.
• Details:
  • Rate rise for 2026/27: 2.25% increase (noted as 0.5% discount on the 2.75% rate cap)
  • Municipal charge:
    • $96 per rateable assessment for 1 July 2026 to 30 June 2027
  • Updated farm rate differential:
    • Farm differential changed from 0.39 to 0.405
    • Farm differential rate declared: 0.1458 cents in the dollar of Capital Improved Value (for 1 July 2026 to 30 June 2027)
  • Other declared differentials (for context in the adopted rates framework):
    • General residential rate: 0.3600 cents in the dollar
    • Commercial/industrial differential: 0.4860 cents in the dollar
  • Total amount Council intends to raise (rates/municipal/annual service charges): $18,228,943
• Impact: Provides a controlled increase in rates (below the cap), maintains rating relativities between sectors via the farm differential adjustment, and sets a stable municipal charge to support household budgeting.
• Next steps:
  • Rates and charges apply from 1 July 2026
  • Annual service charges (including kerbside) and fees and charges in the Budget schedule are implemented for the year.

Accept Barkly Street CBD parking plan and associated accessibility/loading/taxi changes

• Context: Council previously approved a review of disability parking in the Barkly Street CBD. The engineering team completed an audit and produced an updated concept plan for community consultation and decision.
• Details:
  • Council decision date: Tuesday 26 May 2026
  • Parking audit area: Barkly Street CBD between Queen Street and View Point Street, Ararat
  • Total parking changes in the proposed plan:
    • Total car parks: 201
    • Accessible parking bays: 11
    • Motorcycle bays: 2
    • Loading bays: 11
    • Taxi bays: 2
    • Bays for vehicles exceeding 6m: 2
  • Key operational/accessibility changes:
    • Total car parks reduced to 201, with new parking signs enabling 2-hour parking:
      • 9:00am–5:30pm Monday–Friday
      • 9:00am–12:00pm Saturday
    • Accessible parking:
      • 11 accessible bays with shared zones and bollards to prevent vehicles parking in front of shared zones
      • New accessible bays located to the east of the pedestrian area near the chemist, and also at the front of the Mess and Barracks and Town Hall
    • Loading bays:
      • 11 loading bays modified to meet minimum standard width of 3.6m, with off-loading goods width to be further discussed (noted guidance: about 1–1.2m for off-loading)
    • Taxi changes:
      • New taxi zone (1) in front of Lyal Eales Store (opposite Bendigo Bank)
      • One unidentified bay converted to a loading zone, and another to a parking bay for vehicles exceeding 6m
      • Community feedback resulted in one alteration: taxi bay placed back adjacent to the chemist (original position)
  • Community consultation responses:
    • 39 responses received via Engage Ararat and letters/emails
• Impact: Improves equitable access in the CBD (particularly for people with disability and older residents), supports safer pedestrian/cyclist interactions, and improves turnover for local businesses through clearer parking regulation.
• Next steps:
  • Implement the accepted CBD parking plan (signage/line marking and associated works)
  • Continue any further discussion required for loading bay off-loading width details.

Endorse draft Community Road Safety Strategy and Action Plan 2025–2030

• Context: Council developed a draft, evidence-based road safety framework aligned to Vision Zero and the Safe System approach, responding to local crash data and community priorities.
• Details:
  • Council decision date: Tuesday 26 May 2026
  • Document: Draft Community Road Safety Strategy and Action Plan 2025–2030
  • Local crash context (2020–2024):
    • 158 casualty crashes
    • 5 fatalities
    • 83 serious injuries
  • Strategic goals (7):
    • Reduce fatal and serious injuries on rural roads
    • Prevent run off road crashes
    • Improve safety and high-risk intersections
    • Protect vulnerable road users
    • Align speeds with road function and risk
    • Improve safety for work-related road use
    • Strengthen data, monitoring and reporting
  • Performance targets:
    • 30% reduction in fatal and serious injuries by 2030
    • 10% reduction by 2027 (interim)
    • 40% reduction at high-risk intersections
    • 40% reduction for vulnerable road users
  • Community priorities reflected in the plan:
    • Fixing potholes and edge drop-offs
    • Intersection upgrades
    • Speed limit reviews
    • Improved school zone safety
  • Actions include:
    • Treatments for high-risk rural corridors (barriers, line marking, shoulders)
    • Intersection upgrades
    • Pedestrian/shared path expansion
    • Speed reviews and traffic calming
    • Education and enforcement programs
    • Strengthened data collection/reporting
• Impact: Provides a clear, measurable roadmap for reducing road trauma and supports future funding applications through a consistent, evidence-based approach.
• Next steps:
  • Update the final draft to include:
    • A message from the Mayor
    • Updated maps/plans, relevant photos, glossary, references and appendix
  • Return to Council for final approval and release to the community.

Develop and implement Council capacity to issue building permits by 30 September 2026

• Context: Council currently does not issue building permits (registered private building surveyors do). Due to increasing difficulty accessing private surveyors for small structures, Council is moving to reassess and build internal capacity to improve safety outcomes.
• Details:
  • Council decision date: Tuesday 26 May 2026
  • Recommendation adopted:
    • CEO to develop and execute a plan to establish and sustain Council’s capacity to issue building permits by 30 September 2026
  • Scope prompting the change:
    • Focus on small sheds, pergolas and carports
    • Aim to reduce safety and financial risks from structures proceeding without prior structural assessment
  • Relevant regulatory context:
    • Building Act 1993
    • Building Regulations 2018
• Impact: Strengthens local building safety assurance and reduces barriers for residents needing permits for smaller structures, improving risk management for the community.
• Next steps:
  • CEO develops the implementation plan immediately following the decision
  • Target completion: 30 September 2026
  • Ongoing internal capability establishment (processes, staffing, and regulatory readiness) to support permit issuance.

Endorse Sport and Active Recreation Strategy 2026–36 and Action Plan

• Context: Council has developed a long-term framework to guide investment and increase participation in sport and active recreation across the municipality. The strategy and action plan were released for community consultation with a final round of review.
• Details:
  • Council decision date: Tuesday 26 May 2026
  • Documents endorsed:
    • Ararat Rural City Sport and Active Recreation Strategy 2026–36
    • Action Plan
  • Consultation outcome:
    • Final round closed 24 April 2026
    • One submission received; action plan item 1.3 updated to include “Ararat” in the aquatic review statement:
      • “Undertake an Aquatic Review to explore options regarding aquatic facilities in Ararat, including potential pool upgrades at Ararat, Willaura and Lake Bolac.”
  • Budget implications noted:
    • No budget implications arising from the strategy/action plan itself (it provides frameworks for future investment)
• Impact: Establishes a 10-year direction for sport and active recreation investment, supporting healthier lifestyles and clearer prioritisation for facilities and programs.
• Next steps:
  • Use the endorsed strategy and action plan to guide future Council investment decisions
  • Incorporate the updated aquatic review scope into subsequent planning for aquatic facilities.

Adopt Community Engagement Program 2026/27 with scheduled community engagement rounds

• Context: Council’s Community Engagement Program is designed to improve deliberative engagement practices and ensure community input informs decision-making, while supporting Councillors’ roles under the Local Government Act 2020.
• Details:
  • Council decision date: Tuesday 26 May 2026
  • Program adopted: Community Engagement Program 2026/2027
  • Engagement approach:
    • Quarterly “rounds” of face-to-face engagement with indicative dates and locations
    • Program is a “living document” to be updated over time
  • Scheduled engagement rounds (indicative):
    • 14–18 September 2026: Ararat, Buangor, Elmhurst, Lake Bolac, Moyston, Pomonal, Tatyoon, Willaura
    • 7–11 December 2026: Ararat, Lake Bolac, Mininera, Streatham, Warrak, Wickliffe, Willaura
    • 22–25 March 2027 (Budget Engagement Sessions): Ararat, Buangor, Elmhurst, Lake Bolac, Moyston, Pomonal, Tatyoon, Willaura
    • 21–25 June 2027: Ararat, Lake Bolac, Mininera, Moyston, Pomonal, Streatham, Warrak, Wickliffe
• Impact: Provides a structured, predictable engagement calendar so more residents can participate, improving transparency and helping Council identify community priorities early.
• Next steps:
  • Commence delivery of the first scheduled engagement round in September 2026
  • Continue monitoring and evaluation and update the program as needed during 2026/27.

Community Impact

• Ratepayers (all properties): 2.25% rate rise for 2026/27 plus annual service charge increases (including kerbside collection charges rising ~2.75%), and municipal charge remaining at $96 per rateable assessment
• Residents in Ararat, Moyston, Pomonal and surrounding areas: Capital works delivered in 2026/27 including a Moyston recreation reserve public toilet upgrade, a walking track around Pomonal oval, and a new roundabout at Queen & Moore St (plus ongoing road resheeting/sealing, drainage works, footpath and kerb/channel renewals)
• CBD visitors and workers (Barkly Street, Ararat): Updated parking layout between Queen St and View Point St—new accessible bays, loading/taxi changes, and removal of metered reading with a 2-hour limit (9am–5:30pm Mon–Fri; 9am–12pm Sat)
• Road users and pedestrians/cyclists (municipality-wide): Endorsement of the 2025–2030 Community Road Safety Strategy and Action Plan targeting reductions in fatal/serious injuries and implementing actions such as intersection upgrades, speed reviews/traffic calming, and improved shared paths
• Homeowners needing minor structures (sheds, pergolas, carports): Council to reassess and establish capacity to issue building permits by 30 Sept 2026, aiming to improve safety checks and reduce risks from structures built without prior assessment
• Community members (Ararat and surrounding towns): Adoption of the 2026/27 Community Engagement Program with face-to-face engagement sessions across multiple towns (Sep 2026, Dec 2026, Mar 2027, Jun 2027) to shape future council decisions and priorities

Other Notable Items

• Community feedback on Barkly Street CBD parking: calls for more accessible bays, short-stay options, and safer loading access.
• Draft Community Road Safety Strategy endorsed; targets include 30% fatal/serious injury reduction by 2030.
• Building permits: CEO to develop plan to establish Council’s capacity for small sheds/pergolas/carports by 30 Sept 2026.
• Sport & Active Recreation Strategy: single submission criticised indoor pool; Council responded with temperature monitoring and aquatics planning.
• Community Engagement Program 2026/27 scheduled “quarterly rounds” across multiple towns (Sept, Dec, Mar, Jun).

Tech & Innovation Notes

• Live streaming of Council meetings via Council’s Facebook page and Council’s website (transparency/accessibility)
• Digital transformation program (explicitly referenced in the 2026/27 Budget expenditure priorities)
• Online community engagement platform “Engage Ararat” used for budget consultation and other community consultation (e.g., CBD parking audit responses; road safety strategy engagement)
• Online submissions to consultations (e.g., Draft Budget 2026/27)
• “Digital Twin Victoria” grant mentioned in performance reporting (digital infrastructure/technology initiative)
• “Free Public WiFi Services” grant mentioned in performance reporting (public connectivity/IT infrastructure)
• Monthly performance reporting framework (published monthly; includes financial/performance indicators)

Key Decisions & Outcomes

• Approve $407,000 reallocation for Buangor and Mininera septic system upgrades.
• Adopt Councillor Candidature Policy for State/Federal elections.
• Receive and adopt quarterly financial statements and performance indicators (to 31 March 2026).
• Receive March 2026 Community Engagement Program report.
• Receive Prestige Mill Infrastructure Project (March 2026) update.
• Receive Annual Plan 2025/26 (March 2026) and 2025/26 Capital Works Program (March 2026) reports.

Detailed Descriptions

Approve $407,000 reallocation for Buangor and Mininera septic system upgrades

• Context: The septic tanks at Buangor Recreation Reserve and Mininera Recreation Reserve have ongoing failures and no longer meet current EPA compliance requirements, creating public and environmental health risks.
• Details:
  • Council considered Item 3.1 “Buangor and Mininera Recreation Reserves – Septic Systems” (Reference: 28557) at the 28 April 2026 Council Meeting.
  • Land Capability Assessments were completed for both sites in winter 2025.
  • Quotations were sought from the original supplier, Alford Drainage, for decommissioning/remediation and replacement with commercial standard systems.
  • Estimated combined cost for the septic system replacement/upgrade: $407,000.
  • Funding source: reallocation from the drainage section of the capital works program, plus other identified savings across infrastructure items (no new budget allocation available within the current capital works budget).
  • Motion carried: 7/0 (Resolution 5335/26), moved by Cr Teli Kaur, seconded by Cr Peter Joyce.
• Impact: Upgrades will improve compliance with current EPA standards and reduce health/environmental risks for users of both recreation reserves (Buangor and Mininera communities).
• Next steps: Procurement and project delivery will proceed using the approved reallocated funding, enabling the septic system upgrades at both reserves.

Adopt Councillor Candidature Policy for State/Federal elections

• Context: Council sought to manage governance, transparency, and conflict-of-interest risks where a sitting Councillor becomes a prospective/nominated candidate for State or Federal Parliament.
• Details:
  • Council considered Item 3.2 “Councillor Candidature Policy – State or Federal” (Reference: 28558).
  • The policy provides guidance on:
    • formal declaration of candidacy
    • separation of Council duties from election campaigning
    • restrictions on use of Council resources
    • expectations for media/social media engagement and advocacy
    • leave of absence arrangements and conduct protocols
  • The draft policy was discussed at the Councillor briefing on 21 April 2026.
  • Councillor conflict: Cr J Armstrong left the chamber at 6:08pm and returned at 6:11pm due to a declared conflict of interest.
  • Motion carried: 6/0 (Resolution 5336/26), moved by Cr Bob Waterston, seconded by Cr Teli Kaur.
• Impact: Strengthens public confidence in Council decision-making during election periods and reduces the likelihood of actual or perceived misuse of Council position/resources.
• Next steps: The policy is adopted by Council and will guide Councillor conduct and administrative arrangements for any State/Federal election candidacies during the relevant election period.

Receive and adopt quarterly financial statements and performance indicators (to 31 March 2026)

• Context: Council is required under the Local Government Act 2020 to receive quarterly budget reporting, including financial statements and performance indicators, after each quarter ends.
• Details:
  • Council considered Item 3.3 “Monthly Performance Report” (Reference: 28559) for the period ended 31 March 2026.
  • Council received and adopted the following for the period ended 31 March 2026:
    • Comprehensive Income Statement
    • Balance Sheet
    • Statement of Cash Flows
    • Financial Performance Indicators
  • Key reported operating results (to 31 March 2026):
    • Revenue: $29.677 million
    • Expenses: $27.510 million
    • Operating surplus: $2.167 million (for the nine months ended 31 March 2026)
  • Performance indicators included (examples shown in the report):
    • Working capital: 146% (up from 122% at 30/6/2025)
    • Loans and borrowings: 0.21%
    • Rates concentration: 67.81%
    • Asset renewal & upgrade ratio: 63.48% (noted as below/varied relative to framework expectations)
  • Motion carried: 7/0 (Resolution 5337/26), moved by Cr Peter Joyce, seconded by Cr Teli Kaur.
• Impact: Provides accountability and transparency on Council’s financial position and service delivery performance, supporting informed governance and budget management.
• Next steps: The adopted statements and indicators will be used for ongoing reporting and monitoring, with further reporting continuing at subsequent Council meetings.

Receive March 2026 Community Engagement Program report

• Context: Council runs a quarterly Community Engagement Program to enable community members to ask questions, raise concerns, and meet Councillors and key staff.
• Details:
  • Council considered Item 4.1 “Community Engagement Program – March 2026” (Reference: 28561).
  • March 2026 engagement sessions were delivered between 23 to 27 March 2026 across:
    • Ararat, Buangor, Elmhurst, Lake Bolac, Moyston, Pomonal, Tatyoon, and Willaura
  • Attendance and issues:
    • 27 people attended
    • 42 non-budget issues raised/discussed
    • 1 issue awaiting further clarification as at 16 April 2026
  • The feedback related to the Draft Budget 2026/27, with submissions closing on Friday 24 April 2026.
  • Motion carried: 7/0 (Resolution 5338/26), moved by Cr Luke Preston, seconded by Cr Teli Kaur.
• Impact: Improves community participation in Council planning and helps ensure community concerns are tracked and progressed.
• Next steps: Council will continue to assess and progress the raised issues case-by-case, and incorporate relevant feedback into future planning and decision-making.

Receive Prestige Mill Infrastructure Project (March 2026) update

• Context: The Prestige Mill (former) site at 87 Queen St is being advanced through the Federal Housing Support Program—Community Enabling Infrastructure Stream (HSP-CEIS) to unlock enabling infrastructure for new housing.
• Details:
  • Council considered Item 4.2 “Prestige Mill Infrastructure Project – March 2026 Update” (Reference: 28562).
  • Funding context:
    • Project is supported by a $7.3 million Federal Government grant (HSP-CEIS).
    • Enables infrastructure for 90 new dwellings (planning/design and enabling works such as roads, footpaths, kerb & channel, drainage, and utility infrastructure; grant does not fund home construction).
  • Key March/April 2026 progress milestones reported:
    • Works resuming on 27 April 2026 under strict environmental and safety regulations.
    • Decontamination of removed building rubble material expected over two weeks.
    • Crushing for reuse expected over 6–8 weeks, generally 1–2 days per week between 7:00am and 6:00pm (subject to cleared batches).
    • Demolition works at Queen Street expected to recommence in mid-May 2026 (new fencing erected; demolition permit in process).
    • Enabling infrastructure construction timeframe expected to commence in the second half of 2026.
  • Motion carried: 7/0 (Resolution 5339/26), moved by Cr Luke Preston, seconded by Cr Bob Waterston.
• Impact: Progress on enabling infrastructure supports future housing development and improves the long-term viability and community value of the former Prestige Mill site.
• Next steps: Continue decontamination and asbestos clearance processes, then proceed with crushing/reuse and recommence demolition mid-May 2026, followed by enabling infrastructure construction in the second half of 2026.

Receive Annual Plan 2025/26 (March 2026) and 2025/26 Capital Works Program (March 2026) reports

• Context: Council’s Annual Plan operationalises the Council Plan 2025–29, and the Capital Works Program provides the funded infrastructure delivery plan for 2025/26. Both are reported with progress updates at Council meetings.
• Details:
  • Annual Plan 2025/26 update (March 2026):
    • Council considered Item 4.3 (Reference: 28563).
    • The Annual Plan contains 53 actions for 2025/26.
    • Reported action status (as summarised in the item):
      • 21 completed (+6 from previous report)
      • 10 in progress (51–99%) (-1)
      • 12 in progress (0–50%) (-4)
      • 0 not started
      • 10 ongoing (-1)
    • Motion carried: 7/0 (Resolution 5340/26), moved by Cr Peter Joyce, seconded by Cr Luke Preston.
  • 2025/26 Capital Works Program (March 2026):
    • Council considered Item 4.4 (Reference: 28564).
    • Total capital works investment reported: $12.437 million.
    • Budget status as at 31 March 2026:
      • 57% expended
      • committed works expected to complete by 30 June 2026
    • Noted project progress included:
      • Mt William Road progressing with final stage stabilising and sealing works finalising
      • Buangor Ben Nevis Road Bridge strengthening commencing 20 April 2026
      • McCrows Road bridge works underway with deck placement on Friday 17 April 2026
      • OTTA seals being prepped for May 2026 on Tatyoon North Road, Logan Road, and Jacksons Creek Road
    • (The provided minutes excerpt includes the report content up to the Capital Works Program tables; the decision line for this item is not shown in the excerpt you provided.)
• Impact: Keeps the community informed about how Council’s strategic actions and infrastructure spending are progressing against budget and delivery timeframes.
• Next steps: Continue monthly reporting of Annual Plan actions and progress monitoring of the Capital Works Program through to completion by 30 June 2026 (and beyond for any carry-forward items).

Community Impact

• Buangor residents and recreation users: $407,000 upgrade to the Buangor Recreation Reserve septic system to meet current EPA compliance and reduce overflow/public health risks
• Mininera residents and recreation users: $407,000 upgrade to the Mininera Recreation Reserve septic system (including decommissioning/backfilling works) to reduce environmental and public health risks and improve long-term sustainability
• Local community (Ararat municipality): Prestige Mill/Queen St former site enabling infrastructure works for 90 new dwellings resume mid-2026, including decontamination, demolition, and road/footpath/drainage/utility works that may cause ongoing construction activity and related disruption
• Ararat residents (Alexandra Gardens precinct): Removal of the orchid glasshouse at Alexandra Gardens progressing via completed EOI process, with potential follow-on garden bed planting suggestions and site works
• Elmhurst residents: Road maintenance/service requests arising from engagement sessions, including investigation for a dip near Hillarys Road and Boundary Road maintenance/dust suppression options
• Willaura residents: Footpath upgrade planning and accessibility improvements, including investigation for footpath attention between the supermarket and Police Station and a requested wheelchair/scooter ramp outside the bank area

Other Notable Items

• Community engagement sessions raised 42 non-budget issues across nine towns.
• Buangor and Mininera septic systems upgrade approved due to EPA compliance and health risks.
• Councillor Candidature Policy adopted to manage election campaigning conflicts and resource separation.
• Prestige Mill site update: decontamination and demolition to resume mid-May 2026.
• Annual Plan update: planning scheme review timeframe now expected October 2026.

Tech & Innovation Notes

• Live streaming of formal Council Meetings via Facebook and on Council’s website (digital public access/transparency).
• Digital services/platforms: mention of Engage Ararat website for project updates.
• IT infrastructure / systems upgrades:
  • “IT infrastructure and systems upgrades” (completed).
  • Implementation of a Customer Request Management System (CRMS) integrated with Snap Send Solve.
  • IT Capital – Core Switch and WiFi Replacement (listed under capital works).
• Smart/advanced digital initiatives (grant-funded):
  • Digital Twin Victoria (appears in non-recurrent operating grants list).
  • Free Public WiFi Services (appears in non-recurrent operating grants list).
• Cybersecurity/monitoring (limited detail but security-related tech):
  • Video cameras/security installed at Ararat Skate Park and Ararat Fitness Centre.

Key Decisions & Outcomes

• Council rejected Grevillea Court Park upgrades; will engage petitioners on alternatives.
• Council approved public consultation for Eastern town entrance signage concepts via Engage Ararat.
• Council released Draft Sport and Active Recreation Strategy 2026–36 for community consultation.
• Council endorsed 2026 Advocacy Priorities and will publish them on Engage Ararat.
• Council adopted the Council Privacy Policy.
• Council commenced statutory consultation to name the laneway as McAdie Lane.

Detailed Descriptions

Council rejected Grevillea Court Park upgrades; will engage petitioners on alternatives

• Context: A petition received at the February 2026 Council Meeting requested upgrades to Grevillea Court Park in Ararat North to improve community connection, health and wellbeing.
• Details:
  • Petition request: install a durable, weather-resistant picnic table with seating and small outdoor gym equipment (e.g., stepper, pull-up bars, sit-up bench).
  • Location: Grevillea Court Park (a small “pocket” park off Grevillea Court), approximately 1km north-east of the Ararat Railway Station.
  • Estimated capital cost: $50,000 to $100,000 (plus ongoing maintenance).
  • Risk/value-for-money assessment: lower passive surveillance due to the site’s layout (corrugated metal fencing, limited openings) increases vandalism risk and maintenance costs; assessed as low value for money for broader community benefits.
  • Council resolution (31 March 2026): Council does not undertake improvements as requested and will engage with the petitioners to identify more efficient/effective infrastructure options.
• Impact: The proposed picnic table and outdoor gym equipment will not be installed at Grevillea Court Park, but the petitioners will be involved in identifying alternative options that better suit site conditions and community value.
• Next steps: Council engagement with the petitioners to discuss and identify alternative infrastructure options (timing not specified in the minutes; to be arranged following the 31 March 2026 decision).

Council approved public consultation for Eastern town entrance signage concepts via Engage Ararat

• Context: Council identified that the town’s eastern entrance signage is dated and no longer reflects Ararat’s identity, and sought community input on upgrade concepts.
• Details:
  • Existing issue: eastern entrance signage is “functional” but has become dated and lacks a welcoming presence.
  • Engagement method: public consultation via Engage Ararat.
  • Council decision (31 March 2026): Council approved a community engagement plan to seek submissions on eastern town entrance sign ideas, with submissions to be considered at a future Council meeting.
  • Budget note: engagement to be delivered within existing operational resources; detailed design/construction would require future budget allocations.
• Impact: Residents and visitors will have an opportunity to influence the design direction for a refreshed eastern town entry, helping ensure the final option reflects community identity and pride.
• Next steps: Consultation opens through Engage Ararat (dates not specified in the minutes) and submissions will be reported back to Council for consideration at a later meeting.

Council released Draft Sport and Active Recreation Strategy 2026–36 for community consultation

• Context: Council began developing a new consolidated municipal Sport and Active Recreation Strategy because the previous strategy was over 20 years old and no longer reflected current community needs.
• Details:
  • Development timeline: Council worked with CommunityVibe; consultation/engagement occurred June to November 2025.
  • Community/stakeholder engagement (during development):
    • 335 community members engaged via surveys (207), listening posts (81), children’s drawings (47), and written submission (1).
    • 50 stakeholders engaged (sports clubs, State Government, Council, community organisations).
  • Council decision (31 March 2026):
    • Council receives the Draft Ararat Rural City Sport and Active Recreation Strategy 2026–36 and Action Plan for community consultation.
    • CEO authorised to release the draft documents for community review and feedback.
  • Attachments: Draft Strategy and Action Plan provided as Attachment 3.2.
• Impact: The community can review and influence a 10-year framework that will guide Council investment in sport and active recreation, improving alignment with local priorities.
• Next steps: Draft documents are released for consultation (consultation period dates not specified in the minutes); feedback will be considered before the final documents return to Council for final consideration at a later meeting.

Council endorsed 2026 Advocacy Priorities and will publish them on Engage Ararat

• Context: One year after adopting the 2025 Advocacy Program, Council reviewed progress and updated its advocacy focus for 2026 on major community-shaping projects and critical local issues.
• Details:
  • Council decision (31 March 2026): Council endorsed the Ararat Rural City Council Advocacy Priorities 2026 and approved publication on Engage Ararat.
  • 2026 priorities (with funding targets stated in the report):
    • New indoor multi-sports facility at Alexandra Oval Reserve — seek $12 million
    • A&J McDonald Centre redevelopment — seek $15 million
    • Local roads funding (seal urban gravel roads and laneways) — seek $1.5 million
    • Complete Mininera Extension of the East Grampians Rural Pipeline — seek $34 million
    • Connect Valorify to the gas grid — seek $2 million
    • North–south heavy vehicle route for Pyrenees Highway — seek $5 million (studies/investigations)
  • Publication: approved to publish the “Advocacy Priorities 2026” document on Engage Ararat.
• Impact: Clarifies Council’s advocacy agenda for government partners and provides transparency to residents about the projects Council is prioritising for funding and action.
• Next steps: Publish the Advocacy Priorities 2026 document on Engage Ararat (timing not specified in the minutes) and continue advocacy to State and Federal governments based on the endorsed priorities.

Council adopted the Council Privacy Policy

• Context: Council sought formal adoption of an overarching Privacy Policy to standardise how personal information is collected, used, disclosed, stored and managed across Council services.
• Details:
  • Council decision (31 March 2026): Council adopted the Council Privacy Policy.
  • Purpose: supports obligations under the Privacy and Data Protection Act 2014 (Vic) and the Health Records Act 2001 (Vic) (where applicable).
  • Scope: applies to personal information collected through Council services, programs, facilities, compliance activities, community engagement, and digital channels.
  • Implementation: policy to be published on Council’s website and communicated internally; operational procedures/forms/staff guidance aligned as required.
  • Budget note: no direct budget implications; managed within existing resources.
  • Attachment: Privacy Policy provided as Attachment 3.5.
• Impact: Strengthens privacy governance and compliance, improves transparency for community members, and reduces the likelihood of privacy incidents through clearer expectations and consistent practice.
• Next steps: Publish the adopted policy on Council’s website and align internal procedures and guidance (review/updates to occur periodically; specific dates not stated).

Council commenced statutory consultation to name the laneway as McAdie Lane

• Context: Council received a request to formally name an unnamed laneway in Ararat, between Elizabeth and McGibbony Streets (parallel to Vincent and Palmer Streets), to recognise past residents connected to the site.
• Details:
  • Proposed name: McAdie Lane
  • Location: laneway between Elizabeth and McGibbony Streets, running parallel to Vincent and Palmer Streets, Ararat.
  • Proponent: former resident requested the name in recognition of past residents associated with the adjoining site who resided there for almost 60 years.
  • Named individual and contributions (as described in the report):
    • Mr Ian McAdie: instrumental in establishing the Ararat Bird Club; involved in the Golden Gateway Parade; volunteer work at the Ararat Velodrome (laying concrete) and Ararat trotting track (grading surface); operated mobile start gates when first introduced.
  • Naming considerations: preliminary checks indicate no duplication within a 30km radius; potential pronunciation similarity to McReady Track in the Ararat Regional Park noted, but risk considered low due to different road types and park setting.
  • Consultation requirements: immediate community consultation minimum 30 days.
  • Council decision (31 March 2026): Council agreed to advertise its intention to name the laneway McAdie Lane and consider submissions at a future Council meeting.
• Impact: Begins the formal process to give the laneway an official identity that recognises local history and community contributions.
• Next steps:
  • Advertise the intention to name the laneway and run statutory consultation (minimum 30 days).
  • Receive submissions and bring them back to Council for consideration at a future meeting (exact meeting date not specified in the minutes).

Community Impact

• Grevillea Court Park (Ararat North) residents: Council will not install the requested picnic table/seating and outdoor gym equipment, and will instead engage with petitioners to identify alternative, more effective options for the site
• Eastern town entrance area (Ararat): Public consultation via Engage Ararat will be held to gather ideas for upgrading the Eastern entrance sign, with submissions considered at a future council meeting
• Ararat residents and sport/active recreation users: Draft Sport and Active Recreation Strategy 2026–36 and Action Plan will be released for community feedback, shaping future council investment priorities for sport and recreation infrastructure over the next 10 years
• Ararat CBD and surrounding road users: Council’s endorsed 2026 advocacy priorities include seeking funding for a north–south heavy vehicle route for the Pyrenees Highway to reduce truck traffic in the CBD (outcomes depend on government decisions)
• Prestige Mill site neighbours (87 Queen St): Demolition/infrastructure enabling works will continue after a pause due to low-risk non-friable asbestos, with strict environmental and safety controls in place (no additional precautions requested for residents)
• Local residents and abutting landowners (McGibbony/Elizabeth–Vincent/Palmer St laneway): Council will commence statutory consultation to name the unnamed laneway “McAdie Lane,” which may affect addresses and wayfinding if approved

Other Notable Items

• Petition outcome: Grevillea Court Park upgrades declined; Council will discuss alternative options with petitioners.
• Town entrance signage consultation via Engage Ararat for Eastern entrance sign ideas.
• Draft Sport and Active Recreation Strategy 2026–36 released for community feedback.
• 2026 advocacy priorities endorsed: indoor multi-sports facility, A&J McDonald Centre, roads, pipeline, gas connection.
• Prestige Mill project update: demolition paused due to low-risk non-friable asbestos; controls and monitoring underway.

Tech & Innovation Notes

• Live streaming of formal Council meetings via Facebook and on Council’s website (digital access/transparency).
• Use of online engagement platform “Engage Ararat” for public consultation (e.g., town entrance signage ideas; publishing advocacy priorities; road naming consultation).
• Privacy Policy covering handling of personal information collected through Council services and “digital channels” (privacy/data governance).
• Grant-funded digital/tech initiatives referenced in monthly performance reporting:
  • “Digital Twin Victoria” (grant line item).
  • “Free Public WiFi Services” (grant line item).
• Infrastructure project enabling utilities including “NBN” (Prestige Mill Infrastructure Project update).
• “Digital channels” and “Council’s website” referenced for publishing policies and meeting recordings.

Key Decisions & Outcomes

• Accept Barkly Street CBD parking audit plans and proceed to public consultation.
• Adopt revised S6 Instrument of Delegation; revoke prior staff delegations including S6A.
• Approve new outward-facing policy design template for Council documents.
• Approve OTTA seal works for nominated roads in 2025/26 capital works program.
• Receive Community Engagement Program December 2025 update report.
• Receive Prestige Mill Infrastructure Project (87 Queen St) January 2026 update report.

Detailed Descriptions

Accept Barkly Street CBD parking audit plans and proceed to public consultation

• Context: Council previously approved a review of disability parking in the Barkly Street CBD (May 2025). The engineering team has completed the audit and developed proposed parking changes for the Barkly Street section between Queen Street and View Point Street, Ararat.
• Details:
  • Audit area: Barkly Street CBD between Queen Street and View Point Street, Ararat.
  • Current parking totals:
    • 210 signed carparks; 10 unsigned carparks (total 220 car parks)
    • 8 accessible parking bays (only 1 has the required associated shared zone)
    • 3 motorcycle bays; 10 loading bays; 2 taxi bays
    • 1 bay for vehicles exceeding 6m; 2 unidentified bays (total 246)
  • Proposed parking totals:
    • 206 carparks; 11 accessible bays (with associated shared zones)
    • 2 motorcycle bays; 8 loading bays; 1 taxi bay
    • 2 bays for vehicles exceeding 6m (total 230)
  • Proposed operational/signage changes:
    • Reduce/adjust car parks to 201 with new signs to enable 2-hour parking from 9:00am–5:30pm Mon–Fri and 9:00am–12:00pm Sat
  • Specific proposed locations for new/updated accessible bays:
    • East of the pedestrian crossing near the chemist
    • At the front of the Mess and Barracks
    • At the front of the Town Hall
  • Council actions approved:
    • Accept the CBD Audit Report and Plans
    • Consult with Barkly Street traders and GAB Network
    • Undertake public consultation via Engage Ararat
    • Consider submissions at a future Council meeting (noted in the report as April 2026)
• Impact: Improves compliance with accessibility standards (including associated shared zones), strengthens parking clarity for residents and visitors, and provides a structured opportunity for traders and the community to influence the final design.
• Next steps:
  • Commence consultation through Engage Ararat (after trader/GAB Network consultation).
  • Receive and then present submissions for Council consideration at the April 2026 Council meeting.

Adopt revised S6 Instrument of Delegation; revoke prior staff delegations including S6A

• Context: Council is updating its delegation framework to ensure staff are properly empowered to perform statutory functions efficiently and compliantly. The revised instrument replaces the prior approach that included S6A.
• Details:
  • Responsible officer: Chief Operating Officer (CEO’s Office).
  • Instrument: S6 – Instrument of Delegation from Council to Members of Council Staff (Attachment 3.2).
  • Key changes:
    • Amendments previously made in S6A to address changes to the Planning and Environment Act 1987 are now incorporated, so S6A is no longer required.
    • Minor staffing changes.
  • Adoption resolution (CARRIED 7/0, motion moved Cr Kaur, seconded Cr R Armstrong, ref 5294/26):
    • Delegations granted to staff positions listed in the S6 instrument.
    • Instrument comes into force immediately the common seal is affixed.
    • On commencement, all previous delegations to staff (other than the CEO) are revoked, including S6A.
    • Delegated duties must be executed in accordance with Council guidelines/policies (as adopted from time to time).
    • Instrument is to be signed under the Council seal.
• Impact: Strengthens governance and legislative compliance by ensuring delegations reflect current law and organisational roles, while reducing the risk of staff acting without appropriate authority.
• Next steps:
  • Affix the Council common seal to the revised S6 instrument.
  • Publish/update the delegation register for public inspection and ensure revoked delegations (including S6A) are removed from operational use.

Approve new outward-facing policy design template for Council documents

• Context: Council identified that outward-facing policy documents were difficult for community members to navigate due to dense text and inconsistent structure. A redesign project has produced a new template focused on accessibility and readability.
• Details:
  • Responsible officer: Chief Operating Officer (CEO’s Office).
  • Council approved the redesigned template (CARRIED 7/0, motion moved Cr J Armstrong, seconded Cr Preston, ref 5296/26).
  • Design features:
    • Improved visual structure using headings, icons, and white space
    • Plain language
    • Consistent sections including purpose and scope
    • Contemporary “Council Policy” look and feel aligned with best-practice communication
  • Budget implications: No budget implications (completed internally).
  • Policy alignment: Supports transparency and community understanding under the Local Government Act 2020 and best-practice readability/accessibility expectations.
• Impact: Makes Council policy information easier to understand, improves transparency, and reduces the likelihood of misinterpretation by residents.
• Next steps:
  • Apply the template to outward-facing Council policy documents through standard policy review processes.

Approve OTTA seal works for nominated roads in 2025/26 capital works program

• Context: Council has trialled OTTA Seal treatments on rural township and low-traffic roads with good outcomes. This item nominates roads for inclusion in the 2025/26 OTTA seal program.
• Details:
  • Responsible officer: Major Projects Lead (Infrastructure).
  • Council approval (CARRIED 7/0, motion moved Cr Preston, seconded Cr R Armstrong, ref 5297/26).
  • OTTA seal program performance context:
    • Over the past two years, Council completed 180,000m² of OTTA seals.
    • Average cost: $15.50/m² (including preparatory works prior to sealing).
  • Roads nominated for 2025/26:
    1. Tatyoon North Road – Geelong Road to Logan Road (approx. 3.5km)
  • Prep works already undertaken; work suspended due to Mitchell Water pipeline works; to resume after completion.
    2. Jacksons Creek Road – Seal Change to Logan Road (approx. 5.6km)
  • Recent resheeting completed; expected minimal additional preparation.
  • Completes a loop when combined with Tatyoon North Road and Logan Road.
    3. Logan Road – Tatyoon Road to Tatyoon North Road (approx. 5km)
  • Completes the sealed loop across the connected roads.
    4. Sugarloaf Road – Boyds Road to Pentlands Creek Road (approx. 2.6km)
  • Includes some drainage installation as part of road preparation.
  • Estimated sealing works cost: $889,000
    • Funded from the capital works budget for Gravel Road Sheeting, Widening and Alternate Seals.
  • Additional pre-works: expected to be required and expected to exhaust funds for the financial year.
• Impact: Improves road safety and driving surface quality, reduces ongoing grading maintenance on gravel roads, and supports more sustainable road infrastructure for residents and road users.
• Next steps:
  • Proceed with procurement/works scheduling for the nominated roads within the 2025/26 capital works timeframe.
  • Manage road preparation and any sequencing constraints (notably the Mitchell Water pipeline impact on Tatyoon North Road).

Receive Community Engagement Program December 2025 update report

• Context: Council adopted the Community Engagement Program 2025/26 at the November 2025 Council meeting, with engagement rounds scheduled for December 2025, March 2026, and June 2026. This report provides the December 2025 round update as at February 2026.
• Details:
  • Responsible officer: Chief Executive Officer (CEO Office).
  • Council received the report (CARRIED 7/0, motion moved Cr J Armstrong, seconded Cr Joyce, ref 5298/26).
  • Engagement locations for December 2025:
    • Ararat, Buangor, Elmhurst, Lake Bolac, Mininera, Moyston, Pomonal, Willaura
  • Issues raised:
    • 49 issues raised in total.
    • As at 12 February 2026, 43 issues resolved or considered actioned (with potential to be revisited if needed).
  • Examples of issues and status as at 12 February 2026:
    • Ararat: bus stop safety concern on View Point Street (resolved after follow-up with School Bus Coordinator)
    • Elmhurst: road safety/sight distance concerns on Landsborough–Elmhurst Road (logged for future maintenance; VicRoads submissions lodged 30 December 2025 for related Pyrenees Highway intersection matters)
    • Moyston: road safety concerns outside Moyston Primary School (Council to advocate for flashing signs to Department of Transport)
    • OTTA seal/dust suppression queries: some considered via budget development process; others referred (e.g., dust suppression on roads to power substation passed to Pyrenees Shire Council)
    • Community feedback on bin calendars, waste services, and other local matters (some lodged as requests/suggestions; others assessed as not financially viable)
• Impact: Keeps residents informed on how community feedback is being handled, supports continued trust and transparency, and helps Council prioritise future maintenance/capital decisions.
• Next steps:
  • Continue tracking unresolved items and reassessing as needed.
  • Proceed with subsequent engagement rounds scheduled for March and June 2026 under the approved program.

Receive Prestige Mill Infrastructure Project (87 Queen St) January 2026 update report

• Context: The Housing Support Program – Community Enabling Infrastructure Stream (HSP-CEIS) is funding enabling infrastructure at the former Prestige Mill site at 87 Queen St. This monthly report provides an update, with the project now referred to as the “Prestige Mill Infrastructure Project.”
• Details:
  • Responsible officer: Chief Executive Officer (CEO Office).
  • Council received the report (CARRIED 7/0, motion moved Cr Preston, seconded Cr Waterston, ref 5299/26).
  • Project location: 87 Queen St (former Prestige Mill site).
  • Funding:
    • $7.3 million Federal Government grant from Housing Support Program: Community Enabling Infrastructure Fund
    • Enables infrastructure for 90 new dwellings (grant covers enabling infrastructure, not the cost to build homes).
  • Work underway (January 2026 update):
    • Subdivision plan drafted.
    • Design work for civil and utility infrastructure underway, including:
      • Roads, paths, water mains, sewer, power, and NBN connections.
    • Demolition works progressing alongside engineering/civil design.
  • Community updates: provided on Engage Ararat website.
• Impact: Advances delivery of enabling infrastructure that unlocks housing development potential, supporting growth and improved community housing outcomes.
• Next steps:
  • Continue civil/utility design and enabling works in parallel with demolition.
  • Provide further monthly updates to Council and continue public project updates via Engage Ararat.

Community Impact

• Ararat CBD traders and shoppers: Proposed Barkly Street CBD parking layout changes (including more accessible bays, revised loading/taxi zones, and updated 2-hour parking limits) will be put to public consultation via Engage Ararat before final approval in April 2026
• People with disability and mobility needs: Increased accessible parking bays (from 8 to 11) with required shared zones and bollards to improve safe access near key destinations (e.g., chemist, Mess and Barracks, Town Hall)
• Barkly Street road users and freight operators: Reduced total car parks and modified loading bays (from 10 to 8, plus changes to loading/off-loading widths to be further discussed) may affect parking and delivery convenience during and after implementation
• Grevillea Court Park residents and users (Ararat North): Council will consider the community petition at the 31 March 2026 meeting, potentially leading to installation of a durable picnic table with seating and small outdoor gym equipment
• Rural residents on nominated roads: OTTA seal works approved for 25/26 on Tatyoon North Rd, Jacksons Creek Rd, Logan Rd, and Sugarloaf Rd will improve road surfaces and reduce ongoing gravel maintenance, with associated construction impacts during works
• Ararat residents generally: Council’s new outward-facing policy design (plain language, clearer structure, and improved readability) will make council policies easier to understand and navigate, improving transparency and reducing misinterpretation

Other Notable Items

• Petition (Grevillea Court Park): durable picnic table, seating, and small outdoor gym requested.
• Barkly Street CBD parking audit: proposed accessible/loading/taxi changes to meet current standards.
• Community engagement update: 49 issues raised; 43 resolved/actioned by 12 Feb 2026.
• Prestige Mill Infrastructure: subdivision and civil/utility design underway to enable 90 new dwellings.
• Community concerns logged for VicRoads: speed zoning and intersection safety queries on Pyrenees Highway.

Tech & Innovation Notes

• Live streaming of council meetings via Council’s Facebook page and Council website (www.facebook.com/araratruralcitycouncil; recordings on Council’s website).
• Use of online/community engagement platforms:
  • Public consultation via Engage Ararat (Barkly Street CBD parking changes; also referenced for Prestige Mill project updates).
  • Community issue reporting via Snap Send Solve (roadsides slashing requests).
  • Online reporting to VicRoads for road issues and speed limit queries.
• Digital services / online systems mentioned:
  • Greenlight (Public Planning Register/planning permit application status).
• Digital transformation / smart infrastructure-related projects:
  • Digital Twin Victoria (listed as a non-recurrent operating grant item).
  • Free Public WiFi Services (listed as a non-recurrent operating grant item).
• IT / communications infrastructure:
  • NBN connections included in the Prestige Mill Infrastructure Project (87 Queen St) design work.
• Governance/IT tooling for delegations:
  • Delegation updates prepared using Maddocks Lawyers Delegation Service and RelianSys software.
• Community engagement and accessibility improvements (digital-facing policy usability):
  • Redesign of outward-facing council policy documents to be more accessible/user-friendly (plain language, visual hierarchy).

Key Decisions & Outcomes

• Receive and note the Annual Report 2024/2025 for forwarding to the Minister.
• Adopt road name “Sparrows Lane” and submit to the Registrar of Geographic Names.
• Adopt road name “Withers Lane” and submit to the Registrar of Geographic Names.
• Adopt new Fraud and Corruption Control Policy and Fraud and Corruption Control Plan.
• Adopt updated Community Engagement Policy and Complaints Handling Policy.
• Endorse 2026/27 Budget development timeframe and community engagement plan.

Detailed Descriptions

Receive and note the Annual Report 2024/2025 for forwarding to the Minister

• Context: Council is required under the Local Government Act 2020 to prepare and consider an Annual Report for the financial year ending 30 June 2025, and then forward it to the Minister for Local Government after adoption. Adoption was delayed due to final approval of the 2024/2025 annual accounts by the Victorian Auditor-General’s Office.
• Details:
  • Meeting: Council Meeting held Tuesday 27 January 2026.
  • Item: 3.1 Consideration of Annual Report 2024/2025 (Reference 26438).
  • Recommendation adopted: Council receive and note the Annual Report 2024/2025.
  • Adoption/forwarding: A copy of the Annual Report 2024/2025 will be submitted to the Minister for Local Government following adoption at the January 2026 Council Meeting.
  • Delay explanation:
    • Draft audited statements provided to VAGO on 8 October 2025.
    • Accounting treatment dispute regarding valuations of formation under road assets; external auditor and VAGO resolved the treatment as a prior period error.
    • VAGO Independent Auditors Report received 9 December 2025.
    • Council informed Audit and Risk Committee and Local Government Victoria about likely delay on 11 October 2025.
    • Statutory deadline missed: 3 November 2025.
    • Local Government Inspectorate request received 12 December 2025; Council responded 17 December 2025.
    • Inspectorate correspondence received 30 December 2025 confirming it was a technical breach with no further action.
  • Key highlights included in the report (examples):
    • $7.3 million secured from Federal Government for enabling infrastructure supporting up to 90 new homes in Ararat.
    • $1 million for upgrade of Buangor – Ben Nevis Road (in addition to previously committed $2.143 million).
    • $1,490,000 for a new covered sports arena for the Ararat Pony Club.
• Impact: Enables Council to formally progress the Annual Report for public accountability and ensures compliance by forwarding the adopted report to the Minister, despite the earlier technical breach.
• Next steps:
  • Following this Council decision (carried 6/0, motion 5271/26), the Annual Report 2024/2025 will be forwarded to the Minister for Local Government.

Adopt road name “Sparrows Lane” and submit to the Registrar of Geographic Names

• Context: Council previously resolved to advertise naming an unnamed laneway adjoining 118 Barkly Street, Ararat as Sparrows Lane, and then considered community submissions following public consultation.
• Details:
  • Meeting: 27 January 2026.
  • Item: 3.2 Road Naming Proposal – Sparrows Lane (Reference 26439).
  • Consultation period: submissions invited via Engage Ararat, by post, or by email between 10 December 2025 and 10 January 2026.
  • Submissions received: 66 total
    • 32 in favour
    • 29 against
    • 5 undetermined (comments without clear support/opposition)
  • Consultation themes:
    • Support: historical significance of sparrows in early releases in Australia; opportunity to acknowledge history; interest in proposed public art trail.
    • Opposition: concerns about sparrows as an introduced invasive pest and impacts on native species, agriculture, and infrastructure; preference for names reflecting native wildlife, Aboriginal culture, or other heritage.
  • Council decision (carried 6/0, motion 5272/26):
    • Adopt the name “Sparrows Lane”
    • Submit “Sparrows Lane” to the Registrar of Geographic Names
• Impact: Provides formal place naming for the laneway, while reflecting community consultation outcomes and supporting any associated streetscape/public art intentions.
• Next steps:
  • Submit the adopted name Sparrows Lane to the Registrar of Geographic Names for registration and official gazettal/recording.

Adopt road name “Withers Lane” and submit to the Registrar of Geographic Names

• Context: Council progressed a multi-stage consultation process to name an unnamed road off Moyston–Dunkeld Road, opposite White Patch Road in Moyston, following earlier community suggestions and votes.
• Details:
  • Meeting: 27 January 2026.
  • Item: 3.3 Road Naming Proposal – Withers Lane (Reference 26440).
  • Prior Council resolutions:
    • 26 August 2025: public notice to name the road Prospectors Lane; consider submissions at a future meeting.
    • 25 November 2025: considered submissions and resolved to give public notice of intention to name the road Withers Lane and consider further submissions later.
  • Consultation/voting:
    • Submissions remained open for community voting in a Yes/No format until 17 January 2026.
    • As at 11:00am Monday 12 January 2026, Council had received 15 submissions:
      • 10 Yes (support)
      • 5 No (oppose)
  • Opposition comments included:
    • One respondent: “I stand with my original suggestion of Atkins Lane.”
    • Another respondent: preference for Prospectors Lane as more inclusive.
    • Two submissions opposing were received via email from adjoining landholders directly impacted by the naming process.
  • Council decision (carried 6/0, motion 5273/26):
    • Adopt the name “Withers Lane”
    • Submit “Withers Lane” to the Registrar of Geographic Names
• Impact: Establishes an official road name that aligns with the majority of community support, strengthening local identity and clarity for residents, services, and mapping systems.
• Next steps:
  • Submit the adopted name Withers Lane to the Registrar of Geographic Names for registration.

Adopt new Fraud and Corruption Control Policy and Fraud and Corruption Control Plan

• Context: Council updates fraud and corruption controls as part of its ongoing policy and procedure review cycle, requiring both a policy (strategic direction) and a control plan (operational implementation).
• Details:
  • Meeting: 27 January 2026.
  • Item: 3.5 Fraud and Corruption Control Policy and Fraud and Corruption Control Plan (Reference 26442).
  • Responsible officer: Chief Operating Officer.
  • Audit and Risk Committee endorsement: reviewed and endorsed on 2 December 2025.
  • Councillor briefing: presented at a Councillor briefing held on 20 January 2026.
  • Main changes to the documents:
    • Incorporated and referenced conflicts of interest.
    • Added/strengthened risks connected to gifts, benefits and hospitality.
    • Increased focus on emergency and cyber fraud (as recommended by internal auditors).
    • Expanded Audit and Risk Committee role to improve transparency.
    • Language updates for inclusivity and minor administration.
  • Council decision (carried 6/0, motion 5275/26):
    • Adopt the Fraud and Corruption Control Policy
    • Adopt the Fraud and Corruption Control Plan
• Impact: Strengthens Council’s governance framework, improves transparency and staff/volunteer/contractor awareness, and provides clearer controls to reduce fraud and corruption risk.
• Next steps:
  • Update the Fraud and Corruption Control Policy on the Council website following adoption.

Adopt updated Community Engagement Policy and Complaints Handling Policy

• Context: The Local Government Act 2020 requires Council to adopt and maintain a community engagement policy and a complaints policy. Both were reviewed and updated to improve accessibility and align with legislative requirements and model templates.
• Details:
  • Meeting: 27 January 2026.
  • Item: 3.6 Community Engagement Policy (Reference 26443)
    • Legislative basis: s55 (must adopt a community engagement policy) and s56 (community engagement principles).
    • Key update: revised policy benchmarked against model policies; main changes included more welcoming language and reduced overly legislative tone.
    • Council decision (carried 6/0, motion 5276/26): Adopt the Community Engagement Policy.
    • Website update: policy to be updated on Council’s website after adoption; referenced forms to be updated as needed.
  • Item: 3.7 Council Policy Review – Complaints Handling Policy (Reference 26444)
    • Legislative basis: s107 (Council must develop and maintain a complaints policy).
    • Update basis: utilised Victorian Ombudsman “Good Practice Guide to Handling Complaints 2016” model template; benchmarked against model policies.
    • Key update: “major changes” to make the policy more accessible to the general public, reducing bureaucratic jargon while maintaining legislative coverage.
    • Audit and Risk Committee presentation: 2 December 2025.
    • Councillor briefing: 20 January 2026.
    • Council decision (carried 6/0, motion 5277/26): Adopt the Complaints Handling Policy.
    • Website update: policy to be updated on Council’s website after adoption.
• Impact: Improves how residents and stakeholders can participate in decision-making and how they can understand and use Council’s complaints pathways—enhancing trust and transparency.
• Next steps:
  • Publish the adopted Community Engagement Policy and Complaints Handling Policy on the Council website and update any referenced forms (for the engagement policy) as required.

Endorse 2026/27 Budget development timeframe and community engagement plan

• Context: Council must adopt the 2026/27 Budget by 30 June 2026 and undertake community engagement consistent with the Community Engagement Policy (Local Government Act 2020, ss94 and 96). Council endorsed the proposed development and engagement plan to meet statutory deadlines.
• Details:
  • Meeting: 27 January 2026.
  • Item: 3.9 2026–27 Budget Development and Engagement Plan (Reference 26447).
  • Council decision (carried 6/0, motion 5279/26):
    1. Endorse the timeframe for development and adoption of the Budget 2026/27
    2. Endorse the community engagement plan for the Budget 2026/27
  • Budget development and engagement timeframe:
    • January–February 2026: Budget development by Council
    • 20 March 2026: Public release of Draft Budget (posted by 5:00pm on Engage Ararat)
    • 23–31 March 2026: Community engagement sessions (“Town Hall” meetings)
    • Friday 24 April 2026: Closure of public submissions (5 weeks)
    • 27 May 2025 (as stated in minutes): Adopt 2026/27 Budget
      • Note: the minutes record “27 May 2025” though the item is for 2026/27; the intended adoption is clearly within the lead-up to 30 June 2026.
  • “Town Hall” meeting locations (times/locations to be published on Engage Ararat):
    • Ararat, Buangor, Elmhurst, Lake Bolac, Moyston, Pomonal, Tatyoon, Willaura
    • Engagement window: Monday 23 March to Tuesday 31 March 2026
  • Engagement mechanisms:
    • Engage Ararat website
    • Plain language budget summaries distributed across the municipality
    • Social media posts
    • Summaries in local newspapers
    • Mainstream media engagement for major 2026/27 initiatives
    • Promotion of key budget elements through mainstream and social media until 30 April 2026
• Impact: Ensures residents have structured opportunities to influence the 2026/27 budget and that Council can meet statutory adoption deadlines.
• Next steps:
  • Council staff commence budget development January–February 2026, publish the draft budget on 20 March 2026, run engagement sessions 23–31 March 2026, close submissions 24 April 2026, and proceed to budget adoption in May/June 2026 per the endorsed process.

Community Impact

• Residents (entire municipality): Council meetings continue to be live-streamed and recorded online, increasing public access to decision-making from home
• Ararat residents and visitors: Adoption of the road name “Sparrows Lane” (formerly unnamed laneway off 118 Barkly Street) will change addresses and signage, and may influence local identity/tourism interpretation
• Moyston residents and nearby landholders: Adoption of the road name “Withers Lane” will change addresses and signage for affected properties in the Moyston area
• Ratepayers (entire municipality): 2026–27 budget development will include multiple community consultation activities (Engage Ararat, town halls across several towns, media promotion), affecting how residents can influence spending and priorities
• Residents lodging concerns: Updated Complaints Handling Policy will guide how council receives, manages, and responds to complaints, aiming to make the process more accessible to the public
• Council staff and planning applicants (planning-related residents): New Planning & Environment Act delegation instrument updates which council staff can make routine statutory decisions, potentially affecting timelines and decision pathways for planning matters

Other Notable Items

• Annual Report 2024/25 adoption delayed due to VAGO account-approval timing; deemed technical breach.
• Community split on road naming: 66 submissions on Sparrows Lane (32 support, 29 oppose).
• Withers Lane consultation: 15 submissions received by 12 Jan 2026 (10 yes, 5 no), including alternative suggestions.
• Budget 2026/27 engagement plan outlined: Engage Ararat, town halls across eight towns, submissions close 24 Apr 2026.
• Monthly performance report: financials for 31 Dec 2025 received and adopted; grants/unearned income timing noted.

Tech & Innovation Notes

• Live streaming of Council meetings via Facebook and on Council’s website (digital public access/transparency).
• Use of the “Engage Ararat” online platform for community consultation and submissions (e.g., road naming proposals, budget engagement).
• Council website publication of policies and meeting materials (e.g., Fraud and Corruption Control Policy/Plan, Community Engagement Policy, Complaints Handling Policy).
• “Digital Twin Victoria” grant mentioned in budget/performance reporting (digital infrastructure initiative).
• “Free Public WiFi Services” grant mentioned in budget/performance reporting (public connectivity services).
• “Ararat Jobs and Technology Precinct” delivery of Free TAFE Certificate 3 (technology/training initiative).
• Fraud and corruption controls explicitly referencing “cyber fraud” (cybersecurity-related risk management).
• Instrument of Delegation created using “Maddocks Lawyers Delegation Service” and “RelianSys” software (IT/digital workflow for governance documents).
• Budget engagement plan includes use of Engage Ararat website and social media posts (digital channels for digital transformation in engagement).

Key Decisions & Outcomes

• Adopted a 1-year Mayoral term for 2025/2026.
• Elected Cr Bob Sanders as Mayor for 2025/2026.
• Adopted a 1-year Deputy Mayoral term for 2025/2026.
• Elected Cr Teli Kaur as Deputy Mayor for 2025/2026.
• Appointed Council delegates to committees and organisations for 2025/2026.
• Adopted 2025/2026 Council meeting dates and approved public advertising.

Detailed Descriptions

Adopted a 1-year Mayoral term for 2025/2026

• Context: The Council was required to determine the length of the Mayoral term for the 2025/2026 period as part of the statutory meeting agenda.
• Details:
  • Motion: “That Council adopt a Mayoral Term of 1 year.”
  • Moved: Cr Jo Armstrong
  • Seconded: Cr Sanders
  • Result: Carried 7/0 (Resolution 5241/25)
  • Meeting date: Tuesday 11 November 2025
• Impact: Establishes a clear, short governance cycle for the Mayor, enabling leadership review and re-election flexibility across the 2025/2026 term.
• Next steps: The Council proceeded immediately to elect the Mayor for 2025/2026 following the adopted 1-year term.

Elected Cr Bob Sanders as Mayor for 2025/2026

• Context: With the Mayoral term set to 1 year, nominations were considered under the Local Government Act 2020 and Council Governance Rules.
• Details:
  • Nominations invited: Thursday 6 November 2025
  • Nominations due: 5:00pm Tuesday 11 November 2025
  • Nomination received: Cr Bob Sanders (no other nominations received)
  • Motion: “That Council elect Cr Bob Sanders as Mayor.”
  • Moved: Cr Waterston
  • Seconded: Cr Rob Armstrong
  • Result: Carried 7/0 (Resolution 5242/25)
  • Meeting date: Tuesday 11 November 2025
• Impact: Confirms Cr Bob Sanders as the principal civic leader for 2025/2026, including associated responsibilities (e.g., representation and committee roles).
• Next steps: The Council then moved to determine whether a Deputy Mayor would be elected for 2025/2026.

Adopted a 1-year Deputy Mayoral term for 2025/2026

• Context: Council first resolved whether it wished to elect a Deputy Mayor (not mandatory under the Local Government Act 2020), and then set the term length.
• Details:
  • Decision to elect a Deputy Mayor: Carried 7/0 (Resolution 5243/25)
  • Motion to set term: “That Council adopt a Deputy Mayoral Term of 1 year.”
  • Moved: Cr J Armstrong
  • Seconded: Cr Joyce
  • Result: Carried 7/0 (Resolution 5244/25)
  • Meeting date: Tuesday 11 November 2025
• Impact: Provides continuity of leadership support for the Mayor and ensures an Acting Mayor can be appointed if required during 2025/2026.
• Next steps: Council proceeded to elect the Deputy Mayor for the 2025/2026 term.

Elected Cr Teli Kaur as Deputy Mayor for 2025/2026

• Context: Nominations for Deputy Mayor were called in writing, seconded by a Councillor, and determined by absolute majority.
• Details:
  • Nominations invited: Thursday 6 November 2025
  • Nominations due: 5:00pm Tuesday 11 November 2025
  • Nomination received: Cr Teli Kaur (no other nominations received)
  • Motion: “That Council elect Cr Teli Kaur as Deputy Mayor.”
  • Moved: Cr Rob Armstrong
  • Seconded: Cr Waterston
  • Result: Carried 7/0 (Resolution 5245/25)
  • Meeting date: Tuesday 11 November 2025
• Impact: Confirms Cr Teli Kaur as Deputy Mayor, strengthening leadership coverage and enabling her to act in the Mayor’s absence.
• Next steps: Council moved to appoint Council delegates to committees and organisations for 2025/2026.

Appointed Council delegates to committees and organisations for 2025/2026

• Context: Council needed to confirm who would represent it on external bodies and internal committees for the 2025/2026 term.
• Details:
  • Motion: “That Council determine the appointment of Council Delegates to Committees and Organisations for the Council term 2025/2026 as listed below.”
  • Moved: Cr J Armstrong
  • Seconded: Cr R Armstrong
  • Result: Carried 7/0 (Resolution 5246/25)
  • Meeting date: Tuesday 11 November 2025
  • Delegates appointed:
    • Municipal Association of Victoria Delegate (1 Councillor): Cr Jo Armstrong
    • Municipal Association of Victoria Substitute Delegate (1 Councillor): Cr Bob Sanders
    • Mayoral Taskforce Supporting People Seeking Asylum (Mayor): Mayor (Cr Bob Sanders)
    • Western Highway Action Committee (1 Councillor): Cr Peter Joyce
    • Rail Freight Alliance (1 Councillor): Cr Bill Waterston
    • Audit and Risk Committee (2 Councillors): Cr Bob Sanders and Cr Peter Joyce
    • CEO Employment and Remuneration Advisory Committee (Mayor, Deputy Mayor and One Councillor): Cr Bob Sanders, Cr Teli Kaur, and Cr Luke Preston
• Impact: Ensures consistent, accountable representation across governance and external stakeholder forums, supporting effective risk management and governance outcomes.
• Next steps: Delegates take up their roles for the 2025/2026 term, with ongoing coordination between Councillors and the CEO.

Adopted 2025/2026 Council meeting dates and approved public advertising

• Context: Council needed to set its regular meeting schedule for the 2025/2026 term and meet requirements to publicly advertise the dates.
• Details:
  • Scheduling approach: meetings to be held on the last Tuesday of each month
  • Note: No December Council Meeting
  • Motion: adopt the meeting dates and advertise them in a local newspaper and on Council’s website
  • Moved: Cr Joyce
  • Seconded: Cr Preston
  • Result: Carried 7/0 (Resolution 5247/25)
  • Meeting date: Tuesday 11 November 2025
  • Adopted meeting dates (all 6:00pm):
    • Tuesday 25 November 2025
    • Tuesday 27 January 2026
    • Tuesday 24 February 2026
    • Tuesday 31 March 2026
    • Tuesday 28 April 2026
    • Tuesday 26 May 2026
    • Tuesday 30 June 2026
    • Tuesday 28 July 2026
    • Tuesday 25 August 2026
    • Tuesday 29 September 2026
    • Tuesday 27 October 2026
    • Tuesday 10 November 2026 (Statutory Meeting)
• Impact: Provides certainty for residents, stakeholders, and councillors about when Council decisions will be considered, supporting transparency and community participation.
• Next steps: Council will advertise the dates and times in a local newspaper and on Council’s website following adoption (as stated in the report).

Community Impact

• Residents (community transparency): Council meetings will continue to be livestreamed via Facebook and posted on the Council website (excluding closed sessions), improving public access to decision-making
• Residents (governance leadership): Cr Bob Sanders elected Mayor for a 1-year term (and Cr Teli Kaur elected Deputy Mayor for a 1-year term), shaping council leadership and priorities for 2025/26
• Residents (representation on external bodies): Council appoints specific councillors as delegates to regional/state committees and alliances (e.g., Municipal Association of Victoria, Western Highway Action Committee, Rail Freight Alliance), influencing advocacy affecting the shire
• Residents (audit and risk oversight): Audit and Risk Committee membership set for 2025/26 (Cr Bob Sanders and Cr Peter Joyce), affecting how council financial and risk decisions are reviewed
• Residents (staffing and remuneration oversight): CEO Employment and Remuneration Advisory Committee for 2025/26 includes the Mayor, Deputy Mayor, and councillor delegate (Cr Luke Preston), affecting oversight of senior staff employment/remuneration decisions
• Residents (service access and planning): Council adopts a 2025/26 meeting schedule (last Tuesday each month, no December meeting) with meetings at 6:00pm, and publishes dates in a local newspaper and on the website, affecting when residents can attend/submit to council processes

Other Notable Items

• Community transparency: council livestreamed meetings via Facebook and website for broader access.
• Future agenda item: councillors to discuss proposed councillor delegate appointments with CEO.
• Project update: proposed 2025/26 council meeting schedule keeps last Tuesday monthly.
• Recognition/achievement: successful election of Mayor Bob Sanders and Deputy Mayor Teli Kaur.
• Community concern theme: Mayoral Taskforce supporting people seeking asylum included in council representation.

Tech & Innovation Notes

• Live streaming of formal Council meetings via Facebook and on Council’s website (digital public access/transparency).

Key Decisions & Outcomes

• Adopt Asset Plan 2025–2034 with required renewal/improvement targets.
• Adopt Municipal Public Health and Wellbeing Plan 2025–2029.
• Endorse VicRoads delegation process for Pitch Music Festival tow-away zones.
• Receive and adopt September 2025 monthly performance report financial statements.
• Receive 2025/26 Capital Works Program – September 2025 report.
• Receive Housing Support Program project update for September 2025.

Detailed Descriptions

Adopt Asset Plan 2025–2034 with required renewal/improvement targets

• Context: The Local Government Act 2020 requires Council to develop or review an Asset Plan by 31 October 2025. The proposed Asset Plan 2025–2034 sets out how Council will manage infrastructure assets over the next 10 years.
• Details:
  • Council considered and adopted Asset Plan 2025–2034 at the 28 October 2025 Council meeting.
  • The plan is underpinned by principles including:
    • Managing tensions between community expectation, financial capacity, and technical asset management.
    • Integrating Council systems so accurate asset information is available across decision-making.
    • Ensuring maximum resources for asset renewal and improvement, with a target renewal/improvement to depreciation ratio of at least 110% across a rolling two-year average.
  • The report states there are no budget implications arising from adoption, and that the existing 2025/26 Budget is aligned with the plan.
  • Community input: the adopted plan is to be placed on Engage Ararat for ongoing community input.
  • Decision outcome: CARRIED 6/0 (5228/25).
• Impact: Strengthens long-term infrastructure stewardship by setting measurable renewal/improvement expectations and improving the quality of asset information used in Council decisions, supporting safer and more reliable community services.
• Next steps:
  • Publish the adopted Asset Plan 2025–2034 on Engage Ararat.
  • Use the plan to inform future budgets and ongoing asset planning and prioritisation decisions.

Adopt Municipal Public Health and Wellbeing Plan 2025–2029

• Context: Council’s Municipal Public Health and Wellbeing Plan is a key strategic document guiding health and wellbeing priorities and actions. The draft was released for consultation and updated based on submissions.
• Details:
  • Council considered and adopted Municipal Public Health and Wellbeing Plan 2025–2029 (MPHWP) at the 28 October 2025 meeting.
  • Consultation period: submissions received 01 to 15 August 2025.
  • Submissions received: 17 submissions (included in the attachment with responses).
  • Four strategic objectives for the next four years:
    1. Social Connections & Inclusion
    2. Natural & Built Environments
    3. Partnerships
    4. Breaking the Cycle
  • The plan was modified to include a focus on improving access to health services and outreach programs for rural areas.
  • Budget implications: adoption will not impact the 2025/26 Budget (initiatives are already included in the budget).
  • Decision outcome: CARRIED 6/0 (5229/25).
• Impact: Provides a structured, monitored approach to improving health and wellbeing outcomes across Ararat Rural City, including stronger rural access to services and outreach, and clearer accountability through measures of success.
• Next steps:
  • Implement the plan’s strategic actions and monitoring measures over 2025–2029.
  • Continue to reflect progress through Council’s regular reporting processes (monthly action progress is referenced in the broader Annual Plan reporting approach).

Endorse VicRoads delegation process for Pitch Music Festival tow-away zones

• Context: Pitch Music Festival required a risk mitigation response for vehicles parking in road reserves adjacent to the festival site. Council sought endorsement to support the delegation/enforcement process with VicRoads.
• Details:
  • Council endorsed the process at the 28 October 2025 meeting to gain delegation from VicRoads for tow-away zones for the festival duration each year going forward.
  • Key risk drivers cited:
    • Extreme fire hazard from vehicles parked over dry grass/vegetation.
    • Traffic hazards from vehicles pulling over onto side roads.
    • Unobstructed carriageway width requirements for road reserve travel during the festival.
    • Pedestrian accident risk when passengers disembark from vehicles along road reserves.
    • Vehicles being used as camp sites during the festival.
  • Proposed tow-away zone locations:
    • Moyston Dunkeld Road: from White Cockatoo Road (north of the Pitch site) south to Mafeking Road (Patron entry at Moyston Dunkeld Rd & Regulating Basin Rd intersection)
    • Andrews Lane: from Moyston Willaura Road to Muirhead Road
    • Regulating Basin Road: from Moyston Dunkeld Road to past Muirhead Road
    • Mafeking Road: from Moyston Dunkeld Road to Muirhead Road
    • Muirhead Road: from Andrews Lane to Regulating Basin Road
  • Operational approach:
    • Council to establish an impound area at the Council depot.
    • Release fee to comply with Road Management Act Schedule 4 clause 5(2A) (reflecting reasonable impoundment costs including overhead/indirect costs).
    • If a contractor tows, Council cost recovery fees are handled as an agent for the towing company.
    • Formal notification to be published in the Government Gazette; event organisers to meet Gazette and signage costs.
    • Council to apply through VicRoads to receive authorities to establish/enforce zones for the festival length.
  • Decision outcome: CARRIED 6/0 (5230/25).
• Impact: Improves safety for festival attendees, road users, and nearby residents by enabling enforcement that reduces fire, traffic, and pedestrian risks associated with roadside parking.
• Next steps:
  • Submit/complete the VicRoads delegation application process for ongoing annual use.
  • CEO authorisation to enable Council officers to implement the process and apply management/enforcement fees on behalf of the event organisers for the festival period.

Receive and adopt September 2025 monthly performance report financial statements

• Context: Council is required to maintain a budgeting and reporting framework consistent with sound financial management, including receiving monthly financial performance reporting. This item covered the period ended 30 September 2025.
• Details:
  • Council received and adopted the comprehensive financial statements and performance indicators for the period ended 30 September 2025 at the 28 October 2025 meeting.
  • Income statement highlights (to 30 September 2025, three months ended):
    • Revenue: $21.095 million
    • Expenses: $9.272 million
    • Operating surplus: $11.823 million
  • Cash and cash equivalents:
    • Increased from $14.841 million (30 June 2025) to $16.799 million (30 September 2025)
    • Net cash movements: $2.858 million provided by operating, $0.724 million used in investing, $0.176 million used in financing
  • Performance indicators included in the report (examples):
    • Working capital: 122% (30/6/2025) to 208% (30/9/2025)
    • Loans and borrowings: 0.86% to 0.65%
    • Rates concentration: 49.39% to 85.35%
    • Asset renewal & upgrade ratio: 100.75% to 26.29%
  • Decision outcome: CARRIED 6/0 (5231/25).
• Impact: Ensures transparency and accountability for Council’s financial position and performance, supporting informed budget and operational decision-making.
• Next steps:
  • Continue monthly publication of financial performance reports (noted in the report).
  • Use the adopted statements and indicators to inform subsequent monthly reporting and budget monitoring.

Receive 2025/26 Capital Works Program – September 2025 report

• Context: Council’s Capital Works Program is a key component of the annual budget delivery, and Council receives periodic program status updates to monitor expenditure and project progress.
• Details:
  • Council received the 2025/26 Capital Works Program – September 2025 report at the 28 October 2025 meeting.
  • Total capital works investment: $12.437 million (as described in the executive summary).
  • Budget status as at 30 September 2025:
    • 11% expended (report states “As of 30 September 2025, 11% of the budget is expended”).
    • Capital works report table shows Total Capital Works: $536,636 committed/contracted and $675,879 expended (11%) (as presented in the report’s summary table).
  • Notable projects and progress noted in the report:
    • Mt William Road Reconstruction: works commenced late August; stabilising and rock installation underway.
    • Ararat Pony Club covered sports arena: tenders expected to go to market by end of August.
    • Safe Local Roads and Streets program: detailed design due to funding body by late September; works to commence either in-house or tendered.
    • Webb Street (Roads to Recovery): services altered; road works commencing in September with improved weather.
  • Decision outcome: CARRIED 6/0 (5332/25).
• Impact: Provides the community and Council with visibility on how capital funding is being spent and where delivery is tracking, supporting infrastructure renewal and community development priorities.
• Next steps:
  • Continue delivery and monitoring of the capital works program through subsequent monthly reporting cycles.
  • Progress tendering and commencement of works as scheduled (e.g., Safe Local Roads and Streets design due late September; works to commence thereafter).

Receive Housing Support Program project update for September 2025

• Context: The Housing Support Program (Community Enabling Infrastructure Stream) is designed to unlock development barriers at key sites so private investment in housing becomes viable. Council received a project update for September 2025.
• Details:
  • Council received the Housing Support Program Project – September 2025 Update at the 28 October 2025 meeting.
  • Project location: 87 Queen St, also known as the former Prestige Mill site.
  • Funding:
    • The report states the project is funded by a $7.3 million Federal Government Housing Support Program: Community Enabling Infrastructure Fund.
  • Progress to date (September update):
    • Demolition progressing well
    • Rubble started to be moved off site for further processing
    • Pre-construction planning for enabling infrastructure continuing
  • Project scope (as described in the report):
    • Enabling infrastructure for 90 new dwellings, including planning, detailed designs, and enabling works for roads, footpaths, kerb & channel, drainage, and utilities (power, water, sewerage, NBN).
    • Grant does not fund the cost to build the homes; it unlocks the site for private development.
  • Decision outcome: CARRIED 6/0 (5233/25).
• Impact: Advances the delivery of enabling infrastructure that supports additional housing supply, helping address local housing gaps and enabling future private housing investment.
• Next steps:
  • Continue demolition and enabling infrastructure pre-construction planning.
  • Progress planning and detailed design for enabling works, with anticipated community engagement opportunities as planning progresses.

Community Impact

• Residents (municipality-wide): Adopted Asset Plan 2025–2034 sets long-term priorities for maintaining, renewing and upgrading roads, bridges, buildings, stormwater, parks and recreation facilities through 2034
• Residents (municipality-wide): Adopted Municipal Public Health and Wellbeing Plan 2025–2029 will drive council actions over the next four years across social inclusion, healthy environments, partnerships, and breaking cycles of disadvantage (including improved access to rural health/outreach)
• Pitch Music Festival area residents & road users: Tow-away zones will be established and enforced on specified roads during the festival to prevent unsafe/illegal roadside parking and reduce fire, traffic and pedestrian risks
• Ararat residents (housing): Housing Support Program CEIS works at 87 Queen St (former Prestige Mill site) continue—demolition progressing and enabling infrastructure planning underway for 90 new dwellings (homes not funded by the grant, but enabling works unlock private development)
• Community members (local infrastructure): 2025/26 Capital Works Program will deliver major road/bridge and safety upgrades (e.g., Mt William Road works, Buangor Ben Nevis Road/bridge projects, gravel-to-seal and drainage, plus footpath and kerb/channel maintenance) affecting travel times and access during works
• Residents (service delivery & engagement): Monthly performance reporting and the Annual Plan 2025/26 tracking (53 actions) will shape what council delivers this year, including community engagement improvements and new/ongoing programs (e.g., youth events crew, volunteer initiatives, and planning for face-to-face engagement)

Other Notable Items

• Community submissions (17) supported MPHWP objectives; added focus on rural access to health services.
• Tow-away zones endorsed for Pitch Music Festival to reduce fire, traffic, and pedestrian accident risks.
• Monthly performance report noted major rates debtor increase and asset renewal ratio drop mid-year.
• Housing Support Program update: demolition progressing at 87 Queen St; enabling infrastructure pre-construction underway.
• Annual Plan update: planning scheme review currently “Not Started” pending Victorian Government guidance.

Tech & Innovation Notes

• Council livestreaming of formal council meetings via Facebook and on Council’s website (live stream + recordings published online).
• Asset Plan 2025–2034 includes integrating Council systems so accurate asset information is available across the decision-making process; plan to be published on “Engage Ararat” for community input.
• “Engage Ararat” used as an online platform for ongoing community consultation/input on asset management.
• Monthly performance reporting to be published monthly (digital publication implied).
• Grants/initiatives referencing digital/tech components:
  • “Digital Twin Victoria” (listed under non-recurrent operating grants).
  • “Free Public WiFi Services” (listed under non-recurrent operating grants).
• Housing Support Program enabling infrastructure includes “NBN” (telecommunications infrastructure).
• Annual Plan action: “Deliver organisational efficiencies and improvements through IT infrastructure and systems upgrades.”
• Annual Plan action: “Deliver a new Customer Request Management System (CRMS) integrated with the Snap Send Solve app” (integration completed).
• Annual Plan action: “Partner with Federation University Australia to deliver the Ararat Jobs and Technology Precinct” (technology precinct initiative).
• Annual Plan action: “Ararat Jobs and Technology Precinct” includes support for TAFE courses and science week grant application (tech/education ecosystem initiative).

Key Decisions & Outcomes

• Accept apology of Cr Bob Sanders for the meeting.
• Confirm minutes of the 30 September 2025 Council meeting.
• Provide approval in principle for 2024/25 Financial Statements and Performance Statement.
• Authorise CEO and Councillors Jo Armstrong and Bob Sanders to certify final statements.
• Submit approved statements to the Auditor-General for audit reporting.
• Continue livestreaming Council meetings via Facebook and Council website.

Detailed Descriptions

Accept apology of Cr Bob Sanders for the meeting

• Context: An apology was received from Councillor Bob Sanders for the Unscheduled Council Meeting held on Tuesday, 14 October 2025.
• Details:
  • Meeting date: Tuesday, 14 October 2025
  • Motion: “That the apology of Cr Bob Sanders be accepted.”
  • Moved: Cr Bill Waterston
  • Seconded: Cr Rob Armstrong
  • Result: Carried 6/0 (Motion number 5223/25)
  • Note: No Councillors spoke for or against the motion.
• Impact: Confirms Councillor attendance arrangements for the meeting, allowing the Council to proceed with business in a properly constituted manner.
• Next steps: The meeting continues with subsequent procedural items (including confirmation of minutes and consideration of reports).

Confirm minutes of the 30 September 2025 Council meeting

• Context: Council considered whether the minutes from the previous Council Meeting (30 September 2025) were accurate and should be formally confirmed.
• Details:
  • Minutes to confirm: Council Meeting held on 30 September 2025
  • Motion: “That the Minutes of the Council Meeting held on 30 September 2025 be confirmed.”
  • Moved: Cr Peter Joyce
  • Seconded: Cr Teli Kaur
  • Result: Carried 6/0 (Motion number 5224/25)
  • Note: No Councillors spoke for or against the motion.
• Impact: Provides an official record of the prior meeting, supporting transparency and governance continuity for Council decisions.
• Next steps: The confirmed minutes become the formal record and are used as the basis for any follow-up actions or references in later Council business.

Provide approval in principle for 2024/25 Financial Statements and Performance Statement

• Context: Under the Local Government Act 2020, Council must provide “approval in principle” to the Financial Statements and Performance Statement before the Victorian Auditor-General can issue the audit report.
• Details:
  • Financial year: year ended 30 June 2025 (2024/25)
  • Legal basis: Section 99 of the Local Government Act 2020
  • Recommendation items:
    • Approval in principle to the Financial Statements and Performance Statements for the year ended 30 June 2025
  • Audit process context:
    • Audit and Risk Committee draft considered: 9 September 2025 (motion placed on hold pending additional revaluation adjustments)
    • Current draft circulated to committee: 9 October 2025
    • Offsite audit by Auditor-General’s agent: August to October 2025
  • Motion result:
    • Carried 6/0 (Motion number 5225/25)
• Impact: Enables the audit process to proceed on schedule, supporting public accountability through the Annual Report and audited financial reporting.
• Next steps: Council proceeds to authorise certification by specified officers/councillors and then submits the statements to the Auditor-General for audit reporting.

Authorise CEO and Councillors Jo Armstrong and Bob Sanders to certify final statements

• Context: The Act requires Council to authorise specific people to certify the Financial Statements and Performance Statement in their final form after any auditor-recommended changes.
• Details:
  • Legal basis: Section 99 (3) of the Local Government Act 2020
  • Authorised to certify final form:
    • Chief Executive Officer (CEO)
    • Councillor Jo Armstrong
    • Councillor Bob Sanders
  • Motion wording (as recorded): authorises the CEO, Councillor Jo Armstrong and Councillor Bob Sanders to certify the 2024/25 Financial Statements and Performance Statement in their final form
  • Moved: Cr Peter Joyce
  • Seconded: Cr Luke Preston
  • Speakers: Cr Joyce, Cr Preston and Cr J Armstrong spoke for the motion
  • Result: Carried 6/0 (Motion number 5225/25)
• Impact: Ensures the statements can be finalised and certified lawfully, even if changes are required after the auditor’s review.
• Next steps: After any auditor-recommended amendments are made, the authorised persons certify the final statements.

Submit approved statements to the Auditor-General for audit reporting

• Context: Council’s approval in principle is a statutory prerequisite for the Auditor-General to conduct and finalise audit reporting.
• Details:
  • Statutory requirement: Section 99 (2) of the Local Government Act 2020—Council must submit the statements to the auditor after approval in principle
  • Statements covered: Financial Statements and Performance Statement for year ended 30 June 2025 (2024/25)
  • Meeting decision linkage: Approval in principle and certification authorisation were both carried under Motion 5225/25 on 14 October 2025
• Impact: Keeps financial accountability on track and supports timely public release of audited results through the Annual Report.
• Next steps: Statements are submitted to the Auditor-General (and/or the Auditor-General’s agent) for audit reporting; final certification occurs after any changes recommended by the auditor.

Continue livestreaming Council meetings via Facebook and Council website

• Context: The meeting record states Council’s commitment to transparency by livestreaming formal Council meetings.
• Details:
  • Livestream availability:
    • Facebook: stream available from 6pm
    • Council website: recordings made available following the Council Meeting (excluding closed sessions)
  • Meeting example in minutes:
    • Unscheduled Council Meeting held 14 October 2025
    • Livestreamed (Council Chambers, Shire Offices)
    • Recording purpose: verifying accuracy of the minutes
  • Facebook link provided in minutes: www.facebook.com/araratruralcitycouncil
• Impact: Improves community access to Council deliberations, strengthening transparency and engagement for residents who cannot attend in person.
• Next steps: Livestreaming continues for future formal Council meetings, with recordings (excluding closed sessions) published on the Council website after each meeting.

Community Impact

• Residents (general): Council approved the 2024/25 Financial Statements and Performance Statement, enabling the Auditor-General’s audit to be completed and the Annual Report to be published
• Ratepayers: Financial reporting shows a “net zero percent rate rise” for the seven-year period to 2024–25, supporting continued expectations of stable rate impacts
• Residents in affected service areas: Expanded kerbside collection area has increased waste management charges, which may affect household waste-related costs
• Community members: Council’s performance indicators will be published on the “Know your Council” website, increasing transparency about service and financial performance compared with other councils
• Local communities (infrastructure users): Capital works included library and public toilet upgrades and road sealing/resheeting (including Otta sealing), improving local access and road conditions
• Grant recipients/beneficiaries: Additional unbudgeted grants (e.g., Pomonal Bushfire Recovery, Tatyoon Oval Upgrade, disaster recovery, Back Bolac Road reconstruction) will support delivery of specific projects and services funded by those grants

Other Notable Items

• Community engagement emphasized via Facebook livestream and website recordings for transparency.
• Financial update: 2024/25 net result surplus of $1.157m, driven by grants and revaluations.
• Unbudgeted grants noted: Pomonal bushfire recovery, Tatyoon Oval upgrade, and disaster/fire recovery funding.
• Capital works highlights: Ararat Library upgrade and Barkly Street toilet completion; Otta sealing on gravel roads.
• Performance reporting discussion: indicators loaded to “Know your Council” and explanations required for material variations.

Tech & Innovation Notes

• Live streaming of Council meetings via Facebook and the Council website (www.facebook.com/araratruralcitycouncil; recordings on Council’s website)
• Use of the Victorian Government “Know your Council” website for performance reporting (www.vic.gov.au/know-your-council)
• Mandatory digital performance reporting framework requiring indicators/measures to be uploaded to the “Know your Council” platform

Key Decisions & Outcomes

• Adopt the revised Public Transparency Policy (Local Government Act 2020).
• Adopt the Councillor Gift Policy, including gift register procedures.
• Adopt Ararat Town Hall External Lighting Policy; CEO/delegate approves requests.
• Receive and adopt monthly financial statements and performance indicators (to 31 August 2025).
• Receive Housing Support Program project update; cemetery extents confirmed by Heritage Victoria.
• Receive the 2025/26 Capital Works Program (August 2025 report).

Detailed Descriptions

Adopt the revised Public Transparency Policy (Local Government Act 2020)

• Context: Under the Local Government Act 2020 (s57), Council must adopt and maintain a Public Transparency Policy that gives effect to the transparency principles. This item revises a policy originally adopted in 2020.
• Details:
  • Responsible Officer: Governance and Risk Lead
  • Department: CEO’s Office
  • Reference: 24006
  • Audit and Risk Committee presentation: 9 September 2025
  • Key purpose: to support good governance and describe how Council information will be made publicly available, aligning with the Act’s transparency principles (s58).
  • Budget implications: none (no budget impact for development of the policy)
  • Motion:
    • Moved: Cr Peter Joyce
    • Seconded: Cr Rob Armstrong
    • Council resolution: Carried 6/0 (5210/25)
• Impact: Strengthens community trust by ensuring Council decisions, actions, and information are handled transparently and consistently under the updated legislative requirements.
• Next steps: The revised Public Transparency Policy is adopted by Council and will be implemented/maintained in accordance with the policy document (as provided in Attachment 3.1).

Adopt the Councillor Gift Policy, including gift register procedures

• Context: Under the Local Government Act 2020 (s138), Council must adopt and maintain a Councillor Gift Policy, including procedures for maintaining a Councillor Gifts Register and other prescribed matters. The policy was last updated in 2021.
• Details:
  • Responsible Officer: Governance and Risk Lead
  • Department: CEO’s Office
  • Reference: 24007
  • Audit and Risk Committee presentation: 9 September 2025
  • Purpose: provides guidance to Councillors and members of Delegated Committees on receiving/being offered gifts, benefits, or hospitality connected to their role; aims to limit gifts accepted and promote public confidence in integrity.
  • Legislative basis referenced in report: Local Government Act 2020 sections including s138 and related gift/conflict provisions (e.g., conflict of interest and gift disclosure thresholds).
  • Motion:
    • Moved: Cr Peter Joyce
    • Seconded: Cr Teli Kaur
    • Council resolution: Carried 6/0 (5211/25)
• Impact: Improves transparency and reduces the risk of perceived or actual conflicts of interest by formalising disclosure thresholds and gift register processes.
• Next steps: Adopted policy to be applied immediately, with gift register procedures maintained in line with the policy requirements (Attachment 3.2).

Adopt Ararat Town Hall External Lighting Policy; CEO/delegate approves requests

• Context: The Ararat Town Hall is a key civic and heritage asset. Requests to illuminate the façade in colours other than white had previously been handled ad hoc, creating inconsistency and uncertainty.
• Details:
  • Responsible Officer: Performing Arts Coordinator
  • Department: Arts and Culture
  • Reference: 24008
  • Policy approach:
    • White remains the default illumination.
    • Alternative colours permitted for significant civic, cultural, or community events.
    • Alternative illumination limited to no more than once every 14 days.
    • Requests assessed using criteria including significance, community relevance, alignment with Council values, and operational feasibility.
    • Approved illuminations scheduled in the Town Hall Lighting Calendar.
  • Motion:
    • Moved: Cr Luke Waterston
    • Seconded: Cr Rob Armstrong
    • Council resolution:
      • Adopt the Ararat Town Hall External Lighting Policy
      • Authorise the CEO (or delegate) to assess and approve requests in line with the policy criteria and operational requirements
    • Carried 6/0 (5212/25)
• Impact: Provides fair, consistent, and transparent decision-making for community event illumination requests while protecting operational capacity and heritage/civic values.
• Next steps: CEO (or delegate) to begin assessing and approving requests under the policy framework and scheduling approvals in the Town Hall Lighting Calendar.

Receive and adopt monthly financial statements and performance indicators (to 31 August 2025)

• Context: Council is required to maintain a budgeting and reporting framework consistent with sound financial management principles. This report covers the period ended 31 August 2025.
• Details:
  • Responsible Officer: Chief Executive Officer
  • Department: CEO’s Office
  • Reference: 24009
  • Reporting period: to 31 August 2025
  • Key financial results (Income Statement, Attachment 1):
    • Revenue: $20.296 million
    • Expenses: $6.647 million
    • Operating surplus for two months ended 31 August 2025: $13.649 million
  • Cash and cash equivalents (Balance Sheet/Statement of Cash Flows):
    • Cash decreased from $14.841 million (30 June 2025) to $14.474 million (31 August 2025)
    • Net cash movements: +$0.177 million operating; -$0.413 million investing; -$0.131 million financing
  • Performance indicators (Attachment 4): includes working capital, loans/borrowings, indebtedness, rates concentration, expenditure level, and rates collected, plus explanations where outside expected ranges.
  • Rates debtors:
    • Outstanding rates debtors: $19.336 million (31 August 2025) vs $2.466 million (30 June 2025)
    • Collection rate: 6.6% at 31 August 2025
  • Motion:
    • Moved: Cr Bob Sanders
    • Seconded: Cr Teli Kaur
    • Council resolution: Carried 6/0 (5213/25)
    • Recommendation adopted to receive and adopt:
      • Comprehensive Income Statement
      • Balance Sheet
      • Statement of Cash Flows
      • Financial Performance Indicators (all for period ended 31 August 2025)
• Impact: Provides the community and Councillors with up-to-date financial accountability and performance transparency, supporting informed governance decisions.
• Next steps: Monthly financial reporting continues; the adopted statements and indicators are used for ongoing monitoring against budget and performance expectations.

Receive Housing Support Program project update; cemetery extents confirmed by Heritage Victoria

• Context: Council is progressing a Housing Support Program project at 87 Queen St (former Prestige Mill site) under the Community Enabling Infrastructure Stream (HSP-CEIS). Heritage constraints required clarification before enabling infrastructure planning could proceed.
• Details:
  • Responsible Officer: Chief Executive Officer
  • Department: CEO Office
  • Reference: 24010
  • Site: 87 Queen St, Ararat (former Prestige Mill site)
  • Project status:
    • Demolition has commenced and is progressing well.
  • Heritage clarification:
    • Extents of the former cemetery mapped with a five-metre buffer.
    • Heritage Victoria acceptance obtained for the confirmed cemetery extents.
    • Heritage Inventory reference referenced in report: Hospital Hill Cemetery Reserve – Ararat (H7423-0068)
  • Funding:
    • Federal Government Housing Support Program: Community Enabling Infrastructure Fund
    • Grant amount: $7.3 million
  • Motion:
    • Moved: Cr Teli Kaur? (As per minutes: Moved Cr Joyce)
    • Seconded: Cr Bob Sanders
    • Council resolution: Carried 6/0 (5214/25)
    • Recommendation: Council receives the Housing Support Program Project Update report
• Impact: Reduces the risk of inadvertently disturbing burial sites and enables planning for enabling infrastructure to proceed, supporting delivery of 90 new dwellings’ enabling works.
• Next steps: With cemetery extents confirmed, planning for enabling infrastructure (for areas external to cemetery extents) to progress through design and approvals, with further community engagement anticipated as planning advances.

Receive the 2025/26 Capital Works Program (August 2025 report)

• Context: Council’s Capital Works Program is a core component of the 2025/26 budget and sets out planned infrastructure works and funded projects. This item receives the August 2025 report.
• Details:
  • Responsible Officer: Chief Executive Officer
  • Department: CEO’s Office
  • Reference: 24011
  • Report timing: August 2025 report received at the 30 September 2025 meeting
  • Program headline:
    • Total capital works investment: $12.437 million (as stated in executive summary)
    • Budget status as at 31 August 2025: 7% expended
  • Key works/projects mentioned in report (examples):
    • Year two of Mount William Road Construction (commencing late August; heritage inductions complete)
    • Buangor Ben Nevis Road Construction (bridge works—design timeframes to be confirmed)
    • Ararat Pony Club covered sports arena facilities
    • Urban Gravel to Seal road upgrades
    • Footpaths, drainage, kerb and channel maintenance
    • Roads to Recovery (Webb Street; McCrows Road Bridge)
    • Safe Local Roads and Streets program (multiple intersection/raised crossing works)
    • Queen Street Housing Support Program (Housing Support Program enabling infrastructure)
  • Motion:
    • Moved: Cr Luke Waterston
    • Seconded: Cr Bob Sanders
    • Council resolution: Carried 6/0 (5215/25)
    • Recommendation: Council receives the Capital Works Program – August 2025 report
• Impact: Keeps the community informed about infrastructure delivery priorities, progress, and budget expenditure levels during 2025/26.
• Next steps: Continue implementation of the program; works to commence/continue as scheduled (including September commencements for Webb Street and other projects), with subsequent reporting in later monthly updates.

Community Impact

• Residents (governance transparency): Adoption of the updated Public Transparency Policy, increasing how Council information about decisions and actions is made publicly available
• Residents (integrity/conflicts): Adoption of the Councillor Gift Policy and gift register procedures, reducing the risk of undisclosed conflicts and improving public confidence in decision-making
• Ararat Town Hall users and community groups: Clear rules for Town Hall façade lighting requests (default white; alternative colours limited to once every 14 days; decisions assessed against published criteria)
• Central Ararat housing and nearby residents: Site works progressing at 87 Queen St (former Prestige Mill) including demolition and enabling-infrastructure planning for 90 new dwellings, with potential local construction impacts during works
• Road users and nearby households: 2025/26 capital works including reseals, footpath upgrades, drainage improvements, and major road/bridge projects (e.g., Mt William Road, Buangor Ben Nevis Road bridge, Webb Street), likely causing traffic changes and temporary disruptions
• Community members and service users: Housing and community-enabling projects supported by grants (e.g., Queen Street Housing Support Program and other funded infrastructure), which will expand local housing capacity and related infrastructure over time

Other Notable Items

• Community transparency livestreaming and website posting discussed to improve accessibility.
• No petitions or joint letters received, indicating limited formal public submissions.
• Housing Support Program update: demolition progressing; Heritage Victoria accepted cemetery extents.
• Capital Works Program update: 7% expended as of 31 August; Mt William and bridge works timelines.
• Annual Plan progress: 1 action completed, 51 in progress; Disability Action Plan EOI planned September.

Tech & Innovation Notes

• Live streaming of council meetings via Facebook and on Council’s website (digital public access)
• Public Transparency Policy (policy governing how council information is made publicly available)
• Councillor Gift Policy including maintenance of a Councillor Gifts Register (governance/record-keeping)
• Housing Support Program project includes NBN/utilities enabling infrastructure (digital infrastructure reference)
• Use of VicPlan (mapshare.vic.gov.au) to view heritage layers for project planning (digital mapping platform)
• Grants/initiatives listed in performance reporting include “Digital Twin Victoria” and “Free Public WiFi Services” (digital services/infrastructure)
• Annual Plan action: “Deliver organisational efficiencies and improvements through IT infrastructure and systems upgrades” (IT/digital transformation)
• Annual Plan action: “Deliver a new Customer Request Management System (CRMS) integrated with the Snap Send Solve app” (online service integration)
• Annual Plan action: “Deliver a new Customer Request Management System (CRMS) integrated with the Snap Send Solve app” (customer-facing digital platform)

Key Decisions & Outcomes

• Remade S5 delegation instrument delegating powers to the CEO (with prior delegations revoked)
• Adopted revised S6 delegation instrument for delegations to Council staff (with prior delegations revoked)
• Supported MAV State Council motion to recommence Western Highway duplication; delegated Mayor/CEO to consolidate
• Supported MAV State Council motions addressing abuse toward councillors and Council staff; delegated Mayor/CEO to consolidate
• Did not re-join Rural Councils Victoria (RCV)
• Approved amended 2025/26 Capital Works Program reallocating $1.5m to road resealing/widening/alternative seals

Detailed Descriptions

Remade S5 delegation instrument delegating powers to the CEO (with prior delegations revoked)

• Context: Ararat Rural City Council reviewed its statutory delegation arrangements to ensure the CEO has appropriate authority to make day-to-day decisions under the Local Government Act 2020 and related legislation.
• Details:
  • Meeting date: 26 August 2025
  • Action: Council remade the S5 Instrument of Delegation – Council to the Chief Executive Officer
  • Key changes noted in the report:
    • Updated execution wording so the instrument may be executed by CEO and Mayor signatures (or by application of the Council seal).
    • Updated terminology from “fire services property levy” to “emergency services and volunteers funding levy” following the commencement of the Fire Service Property Amendment (Emergency Services and Volunteers Fund) Act 2025.
  • Commencement: Instrument comes into force immediately the common seal of Council is affixed
  • Revocation: All previous delegations to the CEO are revoked on the instrument’s coming into force
  • Decision outcome: Motion carried 6/0 (Resolution 5191/25)
• Impact: Provides clearer, current legal authority for the CEO to act efficiently while ensuring Council’s delegation register remains compliant and publicly available.
• Next steps: The sealed S5 instrument is applied immediately upon sealing, and the updated delegation is recorded in Council’s public register of delegations.

Adopted revised S6 delegation instrument for delegations to Council staff (with prior delegations revoked)

• Context: Council updated its staff delegation framework to reflect legislative changes and ensure staff positions are properly empowered to undertake routine statutory functions.
• Details:
  • Meeting date: 26 August 2025
  • Action: Council adopted the revised S6 Instrument of Delegation – Council to Members of Council Staff
  • Key legislative/technical updates cited:
    • Typographical amendments in the Cemeteries and Crematoria Act 2003
    • Replacement of the Cemeteries and Crematoria Regulations 2015 with the Cemeteries and Crematoria Regulations 2025, effective 15 June 2025
    • Added powers (implied from the Planning and Environment Act 1987) not derived from a specific provision
  • Commencement: Instrument comes into force immediately the common seal of Council is affixed
  • Revocation: All previous delegations to Council staff (other than the CEO) are revoked on commencement
  • Decision outcome: Motion carried 6/0 (Resolution 5192/25)
• Impact: Improves operational efficiency and reduces risk of staff acting outside delegated authority, supporting consistent decision-making across Council.
• Next steps: After sealing, staff delegations take effect under S6 and are updated in Council’s public delegation register.

Supported MAV State Council motion to recommence Western Highway duplication; delegated Mayor/CEO to consolidate

• Context: Ararat Rural City Council supported MAV advocacy to restart delayed Western Highway duplication works near Ararat, aligning with Council’s long-standing safety and infrastructure priorities.
• Details:
  • Meeting date: 26 August 2025
  • Council action (two-part resolution):
    1. Supported the MAV State Council motion calling on the Victorian and Australian Governments to ensure sufficient funding and expedite legal/administrative processes so the delayed section of works near Ararat can recommence as soon as possible.
    2. Delegated the Mayor and CEO authority to work with other councils to develop a consolidated motion if required before MAV State Council adoption.
  • Decision outcome: Motion carried 6/0 (Resolution 5193/25)
  • Background included in the report:
    • Western Highway duplication progress has reached Buangor (east of Ararat) and only about 38% of the 408 km to the South Australian border is duplicated.
    • The report referenced serious accident impacts (including fatalities and serious injuries) on the unduplicated section.
• Impact: Strengthens coordinated advocacy for safer roads and reduced crash risk for local residents, regional travellers, and heavy vehicles.
• Next steps: Mayor and CEO progress MAV advocacy; if other councils require alignment, they develop a consolidated motion for MAV State Council.

Supported MAV State Council motions addressing abuse toward councillors and Council staff; delegated Mayor/CEO to consolidate

• Context: Council responded to a statewide issue of abusive and negative behaviours directed at councillors and council staff, particularly via social media and harassment.
• Details:
  • Meeting date: 26 August 2025
  • Council action (two-part resolution):
    1. Supported MAV State Council motions aimed at ending abusive and negative behaviours towards Councillors and Council staff.
    2. Delegated the Mayor and CEO authority to work with other councils to develop a consolidated motion if required prior to MAV State Council adoption.
  • Decision outcome: Motion carried 6/0 (Resolution 5194/25)
  • Report context:
    • The report noted Hepburn Shire Council had endorsed a proposed MAV motion focused on a statewide communications/marketing campaign promoting positive messages and countering negative behaviours and social media attacks.
    • MAV State Council meeting expected later in October 2025 (as stated in the report).
• Impact: Supports staff and councillor wellbeing and helps maintain respectful community engagement, reducing psychosocial harm risks.
• Next steps: Mayor/CEO coordinate with other councils ahead of MAV State Council; Council’s support is used in MAV processes later in 2025.

Did not re-join Rural Councils Victoria (RCV)

• Context: Council considered whether to re-enter Rural Councils Victoria membership after ceasing membership in 2022, weighing advocacy value against the membership cost.
• Details:
  • Meeting date: 26 August 2025
  • Decision: Council resolved not to re-join Rural Councils Victoria (RCV)
  • Cost consideration:
    • Re-joining would cost $5,500
    • Not re-joining has no budget implications
  • Decision outcome: Motion carried 6/0 (Resolution 5195/25)
  • Report context:
    • Council noted it had continued to advocate effectively without RCV membership and assessed that future benefits did not justify the fee.
• Impact: Council retains budget flexibility and avoids membership expenditure while continuing its own advocacy priorities.
• Next steps: No membership action is taken; Council continues its current advocacy approach independently (and via other networks where applicable).

Approved amended 2025/26 Capital Works Program reallocating $1.5m to road resealing/widening/alternative seals

• Context: Council amended its 2025/26 Capital Works Program to reallocate budget toward more cost-effective road surface upgrades (OTTA/alternative sealing and related works).
• Details:
  • Meeting date: 26 August 2025
  • Decision: Approved an amended Capital Works Program
  • Reallocation amount: $1.5 million
  • Purpose of reallocation:
    • Increase works for Gravel Road Sheeting, Road Widening and Alternative Sealing
    • With further OTTA seal work to be completed in the 25/26 financial year
  • Budget movement shown in the report (summary):
    • The report indicates transfers totalling $1,500,000 to the resealing/widening/alternative sealing line, funded through adjustments across other capital items (including transfers/reductions noted across property, plant/equipment, bridges, drainage, kerb/channel, etc.).
  • Decision outcome: Motion carried 6/0 (Resolution 5198/25)
• Impact: Likely improves road condition and reduces future maintenance costs by upgrading gravel surfaces to more durable sealing options.
• Next steps: Capital works scheduling and procurement proceed under the amended program for 2025/26, with the updated allocations implemented immediately following Council approval.

Community Impact

• Residents (Ararat Rural City): Council meetings will be live-streamed from 6pm on Facebook and then available on the Council website, increasing public access to decisions
• Residents in high–extreme bushfire risk areas: Council will engage directly with affected property owners and provide 2 green waste vouchers per property for pre-fire season clean-ups
• Moyston residents/property owners: Council will begin statutory consultation to formally name an unnamed road off Moyston–Dunkeld Road as “Prospectors Lane,” affecting addresses for postal delivery, utilities, and emergency response
• Western Highway users (including Ararat-area residents and freight/tourist travellers): Council will support advocacy to recommence delayed duplication works near Ararat, aiming to reduce fatalities, serious injuries, and disruption from road closures/detours
• Local community (social media and workplace safety): Council will support statewide efforts to end abusive and negative behaviour toward councillors and council staff, improving safety and wellbeing for staff and elected representatives
• Road users and nearby residents: $1.5m budget reallocation will increase the volume of OTTA sealing, road widening, and gravel sheeting works (potential short-term construction impacts, improved road surfaces over time)

Other Notable Items

• Community concerns highlighted about Western Highway safety and lack of duplication progress.
• MAV State Council motion supported to address abuse and harassment toward councillors and staff.
• Road naming consultation proposed for “Prospectors Lane” off Moyston–Dunkeld Road.
• Pre-season fire prevention engagement includes offering two green waste vouchers per high-extreme risk property.
• Capital works budget altered: $1.5m reallocated toward OTTA reseal, road widening, and alternative sealing.

Tech & Innovation Notes

• Live streaming of formal Council meetings via Facebook and on Council’s website (digital public access/transparency).
• Road naming consultation using “Engage Ararat” and promotion through Council’s social media channels (online community engagement platform).
• Use of software/tools for governance documentation updates, including “RelianSys software” and “Maddocks Lawyers Delegations Service” (IT/digital tooling for delegation management).
• Mention of “Digital Twin Victoria” as part of non-recurrent operating grants (digital/technology initiative).
• Reference to “Free Public WiFi Services” as part of non-recurrent operating grants (digital connectivity service).
• Use of “VFRR website” to identify high-to-extreme fire danger areas for pre-season fire prevention engagement (online data platform).
• “Pomonal Hall Battery Project (Powering Resilience in the Regions Program)” and “Community Hall Battery Project” (technology-enabled infrastructure).

Key Decisions & Outcomes

• Adopted Annual Plan 2025/2026 with no additional budget implications
• Endorsed Draft Municipal Public Health and Wellbeing Plan 2025–2029 for community consultation
• Approved 40% reduction to Farm Rate and Municipal Charge for eligible farm properties (2025–26)
• Approved $10,000 annual sponsorship for Cottage by the Sea – Take a Break program
• Received the 2024/2025 Capital Works Program – June 2025 report
• Continued confidentiality for closed-session items on bridge, pavilion redevelopment, and procurement exemption

Detailed Descriptions

Adopted Annual Plan 2025/2026 with no additional budget implications

• Context: Council is required to produce an Annual Plan to operationalise the longer-term Council Plan (2025–2029). This was the first Annual Plan for the current Council term.
• Details:
  • Meeting: Tuesday 29 July 2025 (Council Chambers, Shire Offices; livestreamed)
  • Item: 3.1 Council Plan 2025–29: Annual Plan 2025/2026
  • Action: Council adopted the Annual Plan 2025/2026
  • Budget implications: Adoption has no additional budget implications—all actions are either budgeted in the 2025/26 Budget or require no additional resourcing.
  • Resolution: Carried 6/0 (Motion 5177/25)
• Impact: Provides clear, funded operational actions for 2025/26 aligned to the Council Plan’s six strategic directions, improving delivery certainty for community programs and services.
• Next steps:
  • Progress on the Annual Plan 2025/2026 will begin to be reported at Council meetings after adoption.

Endorsed Draft Municipal Public Health and Wellbeing Plan 2025–2029 for community consultation

• Context: Council must prepare a Municipal Public Health and Wellbeing Plan every four years, within 12 months of a Council general election, and release it for community input before final adoption.
• Details:
  • Meeting: Tuesday 29 July 2025
  • Item: 3.2 Draft Municipal Public Health and Wellbeing Plan 2025–2029
  • Action: Council endorsed the draft for community consultation and authorised the CEO to commence consultation.
  • Plan scope: Four strategic health and wellbeing objectives:
    1. Social Connections & Inclusion
    2. Natural & Built Environments
    3. Partnerships
    4. Breaking the Cycle
  • Resolution: Carried 6/0 (Motion 5178/25)
• Impact: Enables residents and stakeholders to review and influence Council’s health and wellbeing priorities and strategies for 2025–2029.
• Next steps:
  • CEO to commence the community consultation process in line with Council’s Community Engagement Policy.
  • Consultation feedback will inform the next step toward final adoption (timing not specified in the minutes).

Approved 40% reduction to Farm Rate and Municipal Charge for eligible farm properties (2025–26)

• Context: The Victorian Government’s 2025–26 Drought Support Package includes Primary Producer Support Payments, providing councils with funding equivalent to a 40% rate reduction for eligible drought-affected farm properties.
• Details:
  • Meeting: Tuesday 29 July 2025
  • Item: 3.3 Primary Producer Support Payment Program
  • Action approved: 40% reduction to:
    • Farm Rate, and
    • Municipal Charge
  • Eligibility basis: Properties rated as a farm as at 30 June 2025
  • Application period: 2025–26 financial year
  • Budget implications: No net cost to Council (council receives a lump sum and administrative funding to implement reductions).
  • Resolution: Carried 6/0 (Motion 5179/25)
• Impact: Reduces the financial burden on eligible primary producers, supporting local farm sustainability during drought conditions.
• Next steps:
  • LGV to be advised of Council’s intended distribution approach.
  • Rating adjustments must be made before 2025–26 annual rate notices are issued in August 2025.
  • Program expected to operate through 30 June 2026, with final reporting/acquittal required in July 2026.

Approved $10,000 annual sponsorship for Cottage by the Sea – Take a Break program

• Context: Following successful participation by local primary schools in the “Take a Break” camp program, Cottage by the Sea requested ongoing sponsorship so the program can expand annually to Year 5 students across Ararat Rural City.
• Details:
  • Meeting: Tuesday 29 July 2025
  • Item: 3.4 Cottage by the Sea – Take a Break Program
  • Sponsorship approved: $10,000 per annum
  • Program details:
    • Camp location: Queenscliff
    • Target group: Year 5 students (from designated local schools)
    • Expansion: From 2026, offered to every Year 5 student in Ararat Rural City
    • 2025 participation: Ararat Primary School enrolled 60 Year 5/6 students for the October 2025 camp
  • Conflict of interest: Cr Sanders declared a conflict of interest and left the chamber 6:14pm–6:18pm.
  • Resolution: Carried 5/0 (Motion 5180/25)
• Impact: Improves access to health, wellbeing, confidence-building and team-based experiential learning for local Year 5 students.
• Next steps:
  • Sponsorship to be provided annually (starting from the approved investment).
  • Program delivery continues with participating schools and the expanded 2026 rollout.

Received the 2024/2025 Capital Works Program – June 2025 report

• Context: Council reviews capital expenditure performance and progress to ensure works are delivered within budget and timelines.
• Details:
  • Meeting: Tuesday 29 July 2025
  • Item: 4.1 2024/2025 Capital Works Program – June 2025
  • Key headline figures:
    • Total capital works expended/position as at 30 June 2025: 70% expended
    • Total capital works: $10,445,257 (with $84,500 shown as “committed/contracted” and $9,574,296 expended in the report table)
  • Major initiatives referenced:
    • Mount William Road Upgrade (supported by Federal Government funding)
    • Buangor Ben Nevis Road Stage One Construction (~1.5 km from Western Highway section)
    • Urban Gravel to Seal Road upgrades
    • Footpaths, drainage, kerb and channel maintenance
    • Roads to Recovery funded works (including Webb Street & McCrows Road Bridge)
  • Resolution: Carried 6/0 (Motion 5181/25)
• Impact: Provides transparency on delivery status of infrastructure projects that support safety, accessibility, and community development.
• Next steps:
  • Continued delivery and close-out actions for works listed as incomplete or requiring reporting (e.g., final grant reporting noted for Churchill Avenue funded through LRCI).
  • Design works for the 2025/26 program to be prioritised using a matrix “to be presented to Council soon.”

Continued confidentiality for closed-session items on bridge, pavilion redevelopment, and procurement exemption

• Context: Certain matters (bridge design/construction, pavilion redevelopment, and related procurement exemption) were considered in closed session under the Local Government Act 2020.
• Details:
  • Meeting: Tuesday 29 July 2025
  • Closed-session items (Section 9):
    • 9.1 Design and Construction of Bridge over Mt Cole Creek on Buangor Ben Nevis Road
    • 9.2 Buangor Pavilion Redevelopment
    • 9.3 Procurement Exemption – Buangor Pavilion Redevelopment
  • Action: Council resolved that confidentiality of the report and decision for items 9.1, 9.2 and 9.3 would not be lifted on adoption.
  • Resolution: Carried 6/0 (Motion 5188/25)
• Impact: Maintains privacy and protects sensitive information related to procurement and redevelopment planning until Council determines otherwise.
• Next steps:
  • Confidentiality remains in place following adoption of the closed-session resolutions (no lifting at this meeting).
  • Future Council decisions would be required to lift confidentiality if/when appropriate (timing not specified in the minutes).

Community Impact

• Primary producers (farm ratepayers): 40% reduction to the 2025–26 Farm Rate and Municipal Charge for properties rated as a farm (as at 30 June 2025), providing drought-related rate relief
• Children and families (Year 5 students): Annual sponsorship of the “Cottage by the Sea – Take a Break Program” ($10,000 per year), with the program expanding from selected schools to every Year 5 student from 2026
• Community health and wellbeing (all residents): Draft Municipal Public Health and Wellbeing Plan 2025–2029 released for consultation, shaping future Council actions across social connections/inclusion, natural & built environments, partnerships, and breaking the cycle (including family violence prevention/response)
• Residents and community groups: Ongoing development and delivery of the Annual Plan 2025/2026 (no additional budget impact stated), which will guide Council actions across infrastructure, environment, community life, and governance during 2025–26
• Road users and local communities (Ararat Rural City): Continued infrastructure works and renewals referenced in the Capital Works Program (e.g., road upgrades, reseals, drainage, footpath renewal, and bridge works), improving safety and access but potentially involving construction activity impacts
• General community (engagement/participation): Increased transparency via livestreaming of Council meetings and expanded community consultation processes tied to major planning documents (Annual Plan and Municipal Public Health and Wellbeing Plan)

Other Notable Items

• Community engagement planned for Draft Municipal Public Health and Wellbeing Plan 2025–2029.
• Primary producer drought support: 40% farm rate reduction method chosen for simplicity and transparency.
• “Cottage by the Sea – Take a Break” sponsorship to expand camp access from 2026.
• Capital works update: Yarram Gap Road bushfire disruption resolved; multiple projects over/under budget.
• Informal briefing topics included library exterior options and 2025 Christmas activities.

Tech & Innovation Notes

• Live streaming of formal Council meetings via Facebook and availability on Council’s website (digital/online platform for public access and transparency).

Key Decisions & Outcomes

• Maintain strong objection to the Emergency Services & Volunteers Fund (ESVF)
• Adopt 2025 General Valuation, subject to Ministerial approval
• Adopt updated Council Procurement Policy
• Receive and adopt Monthly Performance Report for period ended 31 May 2025
• Receive 2025 Community Satisfaction Survey results
• Receive 2024/2025 Capital Works Program (May 2025) and 2025/2026 Capital Works detailed plan

Detailed Descriptions

Maintain strong objection to the Emergency Services & Volunteers Fund (ESVF)

• Context: On 1 July 2025 the Fire Services Property Levy is scheduled to be replaced by the Emergency Services & Volunteers Fund (ESVF). Council has previously adopted a unanimous position opposing the ESVF due to its impacts on ratepayers.
• Details:
  • Background of Council’s position:
    • 13 December 2024: Victorian Government announced the Fire Services Property Levy would be replaced by the ESVF from 1 July 2025.
    • 25 February 2025 Council Meeting: Councillors unanimously adopted a motion condemning the ESVF for:
      • Disproportionate impact on primary producers
      • Obscenely steep increase imposed on all ratepayers
      • Expectation that local councils act as collection agencies for a state-imposed tax
  • Legislative timeline:
    • Fire Services Property Amendment (Emergency Services and Volunteers Fund) Bill 2025:
      • Passed Legislative Assembly: 20 March 2025
      • Passed Legislative Council: 16 May 2025
      • Royal Assent: 27 May 2025
  • Rate-setting update affecting Council’s concerns:
    • 30 May 2025: ESVF variable rate for Primary Production properties to remain at the FSPL 2024–25 rate of 28.7 cents per $1,000 CIV for 2025–26.
    • Residential, Commercial and Industrial sectors were not changed and remain a steep increase (as previously flagged by Council).
  • Legal/collection agency constraint:
    • Council is required to collect the ESVF levy as the municipal collection agency under the Fire Services Property Levy Act 2012.
    • If ratepayers chose not to pay, Council must proportionally divide rates revenue and remit a portion to the State (Council modelling indicates this could result in Council potentially losing millions of dollars that would otherwise support local roads and community facilities).
  • Council resolution (17 June 2025):
    • Council maintained its strong objection to the ESVF, acknowledged unfair impacts on all ratepayers (including farmers, business and urban residents), continued collaboration with the MAV and other councils and groups (including the Victorian Farmers’ Federation), and resolved to publish an open letter to the Ararat Rural City community stating Council’s position.
• Impact: Reinforces Council’s advocacy on rating fairness and the financial burden on local households and businesses, particularly primary producers, while continuing to protect Council’s capacity to fund local services and infrastructure.
• Next steps:
  • Publish the required open letter to the Ararat Rural City community following the 17 June 2025 Council decision.
  • Continue coordinated advocacy with the MAV, other councils, and relevant sector groups to oppose the ESVF “in its current form”.

Adopt 2025 General Valuation, subject to Ministerial approval

• Context: Council must adopt the annual general valuation to enable the setting of rates for the next financial year. The Valuer-General has certified the 2025 General Valuation as “generally true and correct”.
• Details:
  • Notification date:
    • 19 May 2025: Council received notification from the Valuer-General certifying the 2025 General Valuation as generally true and correct.
  • Adoption condition:
    • Adoption is subject to Ministerial approval (Minister for Planning declaration that the valuation is suitable to be adopted and used).
  • Valuer-General valuation provider:
    • Wigg and Partners appointed by Valuer-General; valuation delivered by Mr Peter Wigg.
  • Certified valuation totals for 2025:
    • Total Site Value: $5,218,243,000
      • Rateable Site Value: $5,160,652,000
      • Non-rateable leviable Site Value: $57,591,000
    • Total Capital Improved Value (CIV): $6,995,885,000
      • Rateable CIV: $6,546,662,000
      • Non-rateable leviable CIV: $449,223,000
    • Total Net Annual Value (NAV): $365,708,900
      • Rateable NAV: $332,223,400
      • Non-rateable leviable NAV: $33,485,500
  • Council resolution (17 June 2025):
    • Adopted the 2025 General Valuation subject to Ministerial approval.
• Impact: Enables the Council to progress to the next stage of the rating process for 2025/26, supporting accurate and compliant rate setting based on the certified valuation base.
• Next steps:
  • Await the Minister for Planning declaration (valuation suitable to be adopted and used).
  • Once declared, proceed with the 2025/26 rating process using the adopted valuation figures.

Adopt updated Council Procurement Policy

• Context: Council policies are reviewed as part of an ongoing policy and procedure review cycle to ensure compliance, transparency, and efficiency in procurement. This update aligns with the Local Government Act 2020 and updated MAV Best Practice Procurement Guidelines 2024.
• Details:
  • Council resolution (17 June 2025):
    • Council adopted the updated Procurement Policy.
  • Key update themes (as described in the report):
    • Updated wording across multiple sections including:
      • Applicability, Scope and Objectives (aligned to Local Government Act 2020)
      • Ethics and Probity (new clause and updated conduct/conflict wording)
      • Complaints and reporting suspicious activities (new section)
      • Governance and procurement controls (including new clauses for thresholds/competition and splitting/cumulative spend controls)
      • Sole/select sourcing (new clause)
      • Probity advisor (new clause)
      • Contract management (new clause)
      • Sustainable procurement and social procurement (new section and new appendix)
      • Asset disposal (new clause)
      • Collaborative procurement (new appendix)
    • Procurement thresholds and thresholds-related guidance updated in Appendix 3 (procurement methods/thresholds).
  • Governance process:
    • Presented to the Audit and Risk Committee on 3 June 2025, with minimal changes incorporated after that meeting.
• Impact: Strengthens procurement integrity and accountability, improving transparency and ensuring Council procurement practices remain consistent with legislative requirements and contemporary best practice.
• Next steps:
  • Implement the adopted Procurement Policy across Council procurement activities.
  • Continue routine policy review cycle as required under the Local Government Act 2020 (review prescribed once in every four-year council term).

Receive and adopt Monthly Performance Report for period ended 31 May 2025

• Context: Council is required to maintain a budgeting and reporting framework consistent with sound financial management, including regular reporting to Council on performance. This report covers the period ended 31 May 2025.
• Details:
  • Reporting period:
    • Period ended: 31 May 2025**
  • Council resolution (17 June 2025):
    • Council received and adopted the Comprehensive Income Statement, Balance Sheet, Statement of Cash Flows, and Financial Performance Indicators for the period ended 31 May 2025.
  • Financial performance highlights (to 31 May 2025):
    • Revenue: $31.973 million
    • Expenses: $30.680 million
    • Operating surplus: $1.293 million (for the eleven months ended 31 May 2025)
  • Income and grants:
    • Rates and charges income recognised: $18.073 million
    • User fees received: $1.586 million
    • Recurrent operating grants: $8.696 million (incl. $4.765m VLGGC general purpose; $3.094m local roads grants)
    • Non-recurrent operating grants received: $1.310 million (with unearned income treated as income in future periods when obligations are met)
  • Cash and cash equivalents:
    • Increased from $3.049 million (30 June 2024) to $8.810 million (31 May 2025)
    • Net cash from operating activities: $13.404 million
    • Net cash used in investing activities: $7.162 million
    • Net cash used in financing activities: $0.481 million
  • Rates debtor indicator (as at 31 May 2025):
    • Outstanding rates debtors: $2.780 million (up from $2.320 million at 30 June 2024)
    • Collection rate: 84.8% collected at 31 May 2025 (vs 85.6% at 31 May 2024)
• Impact: Provides Council and the community with transparent assurance that financial performance remains aligned with budget expectations, supporting responsible decision-making and service delivery planning.
• Next steps:
  • Continue publishing financial performance reports monthly.
  • Use the adopted performance information to inform budget management and any required actions as the year progresses.

Receive 2025 Community Satisfaction Survey results

• Context: Council receives an annual Community Satisfaction Survey to understand how residents view Council’s performance and service delivery. The 2025 results were provided to Council in early June 2025.
• Details:
  • Survey provider and method:
    • Conducted by independent research group JWS Research.
    • Interviews with 400 randomly selected households.
    • Fieldwork period: 28 January to 16 March 2025.
  • Benchmarking:
    • 56 of Victoria’s 79 councils participated.
    • Data benchmarked against:
      • State-wide results
      • The 18 Councils within the small rural Council group
  • Results delivery:
    • Results provided on Monday 2 June 2025.
  • Council resolution (17 June 2025):
    • Council received the Community Satisfaction Survey 2025 results.
  • Service areas with satisfaction scores over 70 (examples cited):
    • Customer Service: 73
    • Art Centres and Libraries: 75
    • Emergency and Disaster Management: 75
    • Waste Management: 73
    • Recreational Facilities: 72
    • Appearance of public areas: 71
  • Change versus 2024:
    • Improved on 2024 results: 6 service areas
    • Stayed the same: 4
    • Decreased on 2024 results: 12
  • Overall performance positioning:
    • Council is described as performing well relative to similar councils and the state average, with examples including Overall Performance, Value for Money, Overall Council Direction, and multiple service categories (e.g., Emergency and Disaster Management, Lobbying, Community Decisions, Sealed Local Roads).
• Impact: Helps Council target improvements in service areas where satisfaction has declined, while reinforcing strengths that residents value.
• Next steps:
  • Undertake detailed analysis of the full 2025 satisfaction survey report.
  • Focus the next 12 months’ improvement activity on the identified “substantial services improvement” opportunities across Council operations.

Receive 2024/2025 Capital Works Program (May 2025) and 2025/2026 Capital Works detailed plan

• Context: Council’s capital works program is a key delivery mechanism for infrastructure renewal and community assets. The May 2025 status report provides progress against the 2024/25 program, and the detailed plan outlines the 2025/26 capital works commitments.
• Details:
  • 4.2 Receive 2024/2025 Capital Works Program – May 2025 (17 June 2025)
    • Council resolution:
      • Council received the Capital Works Program – May 2025 report.
    • Total capital works investment:
      • $15.513 million (program investment referenced in executive summary)
    • Budget status (as at 03 June 2025):
      • 61% expended of the total capital works program
    • Key project/program examples referenced:
      • Mount William Road Stage Two Construction (supported by Federal Government funding)
      • Buangor Ben Nevis Road Stage One Construction (beginning from Western Highway section for ~1.5 km)
      • Urban Gravel to Seal Road upgrades
      • Maintenance of Footpaths, Drainage, and Kerb and Channel
    • Specific “by 30 June 2025” delivery notes:
      • OTTA seal works due by 30 June 2025
      • Churchill Avenue works (Local Roads and Community Infrastructure Funding) to be completed by 30 June 2025
    • Budget status table highlights (selected):
      • Total Capital Works: $422,950 committed/contracted; $9,187,328 expended; 61%
      • Roads reseal program: $1,000,000 budget; $2,004,411 expended; 200% (noted reseals for 2024/25 and 2025/26 completed in full)
      • Footpath Renewal Program: $400,000 budget; $443,531 expended; 111%
  • 4.3 Receive 2025/2026 Capital Works Program – Detailed Plan (17 June 2025)
    • Council resolution:
      • Council received the Capital Works Program 2025/26 – Detailed Plan.
    • 2025/26 capital works investment:
      • $12.437 million (budgeted capital works investment)
    • Program composition (as described):
      • Business as usual works (buildings, roads, bridges, footpaths, drainage, etc.)
      • Funded projects and held-over works, with “over $30 million dollars in works” referenced for the coming financial year when including detailed commitments and government funded works.
    • Notable inclusions:
      • Covered sports arena for the Ararat Pony Club: $1,490,000
      • Council contribution to Ararat Active Transport Bicycle Network: $399,000
      • Additional $1 million continuation of works on Buangor Ben Nevis Road
    • Held/continuing works due to approvals:
      • Mount William Road (HSVPP) delayed due to CHMP: $6,250,000
      • Buangor Ben Nevis Road delayed due to CHMP: $2,143,000
      • Webb Street (R2R): $700,000
      • McCrows Road (R2R): $200,000
    • Safe Local Roads and Streets Program (examples listed):
      • Multiple intersections/road segments including Queen St & Moore St (Roundabout): $548,000, and others (e.g., Barkly St raised crossing / High St raised crossing: $312,232 under Pedestrian Safety Program).
• Impact: Ensures the community has visibility of infrastructure delivery progress and a clear forward plan for roads, drainage, footpaths, and major community assets—supporting safety, accessibility, and local economic activity.
• Next steps:
  • Continue delivery of the 2024/25 works through to 30 June 2025, including completion of OTTA seal works and Churchill Avenue works as specified.
  • Commence 2025/26 works in line with the detailed plan, including:
    • Starting held-over projects once CHMP/native vegetation approvals are in place
    • Progressing contractor works and preparing works that will be tendered where Council cannot deliver in-house.

Community Impact

• Ratepayers (all properties): Council will continue its strong objection to the Emergency Services and Volunteers Fund (ESVF), but the levy is still expected to be collected from 1 July 2025, affecting household and business costs via rates notices
• Farmers and primary producers: ESFV impacts are expected to remain a major concern for primary production properties (with Council modelling warning of future rate impacts and financial pressure on councils/communities)
• Ratepayers (property owners): Adoption of the 2025 General Valuation (subject to Ministerial approval) will underpin the 2025/26 rates system, potentially changing rates payable depending on valuation movements (e.g., residential down 2.12%, rural down 3.58%)
• Residents using local roads and footpaths: The 2024/25 Capital Works Program continues/finishes multiple infrastructure works (e.g., Mt William Road Stage Two, Buangor Ben Nevis Road works, gravel-to-seal upgrades, reseals, drainage, kerb & channel, footpath renewal) with ongoing construction activity through to end of June 2025
• Residents across Ararat municipality: The 2025/26 Capital Works Program (detailed plan) commits ~$12.437m to road reconstruction, reseals, bridges, footpaths/cycleways, drainage, kerb & channel, and safety/active transport projects (including Ararat Active Transport Bicycle Network and multiple pedestrian safety works)
• Community members and local businesses: Council procurement rules are updated and adopted (Procurement Policy), which may affect how and when council contracts are tendered/awarded and the compliance requirements suppliers must meet

Other Notable Items

• Community address raised concerns about ESVF being “unlawful” and urged regional council action.
• Council reaffirmed strong opposition to the Emergency Services & Volunteers Fund, including publishing an open letter.
• 2025 General Valuation update: residential -2.12%, rural -3.58%, and total CIV $6.995B (subject to ministerial approval).
• Procurement Policy update aligned with Local Government Act 2020 and MAV Best Practice Guidelines 2024.
• Community Satisfaction Survey: top scores included customer service (73) and emergency/disaster management (75).

Tech & Innovation Notes

• Live-streamed council meetings via Facebook and Council website (digital transparency/access)
• Council website publication of council meeting recordings (excluding closed sessions)
• “Digital Twin Victoria” grant referenced in the monthly performance report (digital platform/technology initiative)
• “Free Public WiFi Services” grant referenced in the monthly performance report (digital connectivity service)
• Procurement Policy update includes “Complaints and Reporting Suspicious Activities” and “Management of Information” (information governance; potential cybersecurity/compliance relevance)
• Procurement Policy Appendix includes “IT Software (subscriptions)” (IT procurement/digital services)

Key Decisions & Outcomes

• Adopt Community Vision 2035 and Council Plan 2025–29
• Adopt Financial Plan 2025–2035
• Adopt Revenue and Rating Plan 2025–29, including Trust for Nature rebate
• Adopt Budget 2025/26 with 1.5% rate rise and $12.437m capital works
• Change June 2025 Council meeting date to 17 June 2025 and advertise
• Approve dual-use disability drop-off parking zones in Barkly Street and review disability parking in 2025/26

Detailed Descriptions

Adopt Community Vision 2035 and Council Plan 2025–29

• Context: Council is required to develop and adopt a Community Vision (10+ years) and a Council Plan (4 years) following community engagement, to guide priorities and service/infrastructure decisions.
• Details:
  • Council adopted the Community Vision 2035 and Council Plan 2025–29 (Item 3.1) at the 27 May 2025 Council Meeting.
  • Community Vision 2035 key aspirations include:
    • Strong population growth trajectories that buck trends in rural Victoria
    • Continuous and sustainable economic development (job creation via agriculture value-adding, advanced manufacturing, tourism)
    • Pragmatic local environmental management
    • Sustainable local transport networks (technical and financial planning jointly with asset users/owners)
    • Enhanced communities through artistic, cultural, sporting and recreational opportunities
    • Robust democratic processes (transparent governance, good financial management, organisational innovation)
  • Council Plan 2025–29 is guided by six strategic directions:
    1. Growing our place
    2. Building robust local economies
    3. Preserving the environment
    4. Developing and maintaining key enabling infrastructure
    5. Enhancing community life
    6. Strong and effective governance
  • Consultation and engagement for the draft included:
    • Engage Ararat publication from 28 March 2025
    • Distribution of copies across the municipality
    • Face-to-face sessions (e.g., Ararat Town Hall 29 April, Buangor Pavilion 30 April, Elmhurst Public Hall 29 April, Lake Bolac Golf Club 1 May, Moyston Hall 1 May, Pomonal Hall 1 May, Tatyoon Hall 5 May, Willaura Memorial Hall 1 May, plus a drop-in session 2 May at the Council office)
    • Social media, local newspaper summaries, and mainstream media engagement
    • Public submissions closed on 9 May 2025
  • Decision outcome: Carried 7/0 (resolution 5134/25).
• Impact: Establishes the long-term and medium-term strategic direction for Ararat Rural City Council, shaping priorities for tourism, infrastructure, environmental management, community life, and governance over the next decade and four-year term.
• Next steps:
  • Prepare and publish the Annual Action Plan aligned to the adopted Council Plan (noted in the report as the mechanism that captures specific initiatives/projects delivered each year).

Adopt Financial Plan 2025–2035

• Context: Under the Local Government Act 2020, Council must prepare and adopt a Financial Plan by 31 October 2025 (at least 10 years) to ensure financial sustainability and support delivery of the Council Plan and Community Vision.
• Details:
  • Council adopted the Financial Plan 2025–2035 (Item 3.2) at the 27 May 2025 Council Meeting.
  • The Financial Plan provides a financially sustainable projection to support implementation of the Council Plan and Community Vision.
  • The report states no changes were made to the draft since it was released for public consultation.
  • Community consultation for the draft included:
    • Engage Ararat availability from 11 April 2025
    • Consultation sessions across townships between 29 April and 5 May 2025 (same locations/times as the Budget/Rates consultation program)
    • Public submissions closed on 9 May 2025
  • One submission was received, raising concerns about staffing levels and forecast rate increases (forecast indicative only).
  • Council response included:
    • Forecast rate increase of 2.5% per annum was described as indicative for modelling, not a commitment
    • Council noted it has delivered net 0% rate increase over the previous seven budget cycles
    • Outsourcing had previously been tried and was found less cost-effective/lower quality; examples given included kerbside waste collection and the Ararat Fitness Centre
  • Decision outcome: Carried 7/0 (resolution 5135/25).
• Impact: Provides a long-term financial framework to guide future budgets, supporting stability, sustainability, and delivery of Council priorities without compromising future generations.
• Next steps:
  • Use the adopted Financial Plan to guide development of subsequent annual budgets (the report notes it will be used to guide future budget development once adopted).

Adopt Revenue and Rating Plan 2025–29 (including Trust for Nature rebate)

• Context: Council must adopt a Revenue and Rating Plan by 30 June 2025 for at least four financial years, setting the framework for how Council will generate income and distribute rates fairly.
• Details:
  • Council adopted the Revenue and Rating Plan 2025–29 (Item 3.3) at the 27 May 2025 Council Meeting.
  • The Plan:
    • Outlines assumptions, policy, and decisions for generating required income to support the Council Plan and the 4-year budget period
    • Sets the strategic framework for how Council calculates and collects revenue (it does not set revenue targets)
    • Includes decisions on rating options to ensure fair and equitable distribution of rates
  • Key change from the previous plan (2021–2025):
    • Inclusion of a new Trust for Nature rebate for land protected under a Trust for Nature conservation covenant on the property
  • Minor amendments were made to the demonstration figures in Appendix 3 due to updated valuation information from the Valuer-General Victoria Office (no impact on the Plan itself).
  • Community consultation for the draft included:
    • Engage Ararat availability from 11 April 2025
    • Consultation sessions across townships between 29 April and 5 May 2025
    • Public submissions closed on 9 May 2025
  • The report states no feedback was received directly relating to the Revenue and Rating Plan.
  • Decision outcome: Carried 7/0 (resolution 5136/25).
• Impact: Strengthens rating fairness and predictability for ratepayers and introduces an environmental covenant-based rebate mechanism (Trust for Nature) for eligible properties.
• Next steps:
  • Apply the adopted Revenue and Rating Plan framework to guide the 2025/26 budget and future budgets within the 2025–29 period.

Adopt Budget 2025/26 with 1.5% rate rise and $12.437m capital works

• Context: Council must adopt an annual budget under the Local Government Act 2020, following community consultation, to fund services and infrastructure for the financial year starting 1 July 2025.
• Details:
  • Council adopted the Budget 2025/26 (Item 3.4) at the 27 May 2025 Council Meeting.
  • Budget headline commitments:
    • 1.5% rate rise for 2025/26 (described as half the 3% rate cap for 2025/26)
    • $12,437,000 capital works program
    • Projected operating surplus: $2,050,000 (operating result, accrual basis)
    • Underlying operating surplus: $560,000
    • Net cash increase: $588,000 for 2025/26
    • No new loan borrowings
    • Municipal charge maintained at $96 per rateable assessment
  • Key budget influences/projects (examples listed in the report):
    • $1.49m secured in grants for a new covered sports arena for the Ararat Pony Club
    • $683k contribution to Woorndoo–Streatham Road reconstruction
    • $500k contribution to Ararat Housing Enterprise P/L partnership
    • $312,232 grant funding for pedestrian safety upgrades in the Ararat CBD
    • $1.8m renewing rural gravel roads (resheeting/sealing treatments such as OTTA Seal)
    • Continuing funding for free access to Outdoor Pools
    • Continuing delivery of the $6.25m Mount William Road reconstruction initiative
  • Rates and charges declarations (as adopted):
    • Total amount to be raised: $17,657,218
      • General rates: Residential $7,329,002, Commercial $783,142, Industrial $252,677, Farm $6,144,421
      • Municipal charge: $643,104
      • Annual service charges (incl. kerbside collection): $2,504,872
    • General residential rate: 0.3643 cents per dollar of CIV
    • Commercial/industrial differential rate: 0.4918 cents per dollar of CIV
    • Farm differential rate: 0.1421 cents per dollar of CIV
    • Municipal charge: $96 per rateable assessment
    • Kerbside annual service charges (examples):
      • 4-bin system $470, 3-bin system $417
      • Additional 140L garbage $165, additional 240L recycling $142, additional 240L organics $142, additional 80L glass $24
  • Decision outcome: Carried 7/0 (resolution 5137/25).
• Impact: Locks in the Council’s funding plan for 2025/26—balancing a modest rate rise with significant asset renewal and service delivery, while maintaining a surplus and cash position.
• Next steps:
  • Implement the adopted rates/charges and commence delivery of the capital works program and service initiatives for 2025/26 (from 1 July 2025).

Change June 2025 Council meeting date to 17 June 2025 and advertise

• Context: Council’s standard meeting schedule (last Tuesday of each month) conflicts with the National General Assembly occurring on the last Tuesday in June.
• Details:
  • Council approved changing the June 2025 Council Meeting date (Item 3.5) at the 27 May 2025 Council Meeting.
  • Revised meeting schedule:
    • 6:00pm – Tuesday 17 June 2025 (moved one week earlier)
  • Advertising requirements:
    • Council will advertise the revised Council Meeting dates and times in a local newspaper and on Council’s website.
  • The report notes the change was discussed at a Council briefing on Tuesday 20 May 2025.
  • Decision outcome: Carried 7/0 (resolution 5138/25).
• Impact: Ensures residents can plan attendance and participation in Council deliberations, maintaining transparency and accessibility despite the scheduling conflict.
• Next steps:
  • Publish the advertisement in a local newspaper and on Council’s website following adoption (as directed in the recommendation).

Approve dual-use disability drop-off parking zones in Barkly Street and review disability parking in 2025/26

• Context: A disability drop-off zone in Barkly Street was previously proposed for safety and accessibility, but community feedback identified concerns about the original location and suitability.
• Details:
  • Council approved the approach (Item 3.7) at the 27 May 2025 Council Meeting.
  • Approved parking change:
    • Create dual-use parking zones using the existing parallel loading zones in Barkly Street, Ararat
    • The dual-use arrangement:
      • Maintains existing loading zones for commercial vehicle use
      • Provides a 10-minute disability drop-off zone
      • Intended to improve safe wheelchair egress away from traffic and provide multiple drop-off locations along Barkly Street
  • Approved review:
    • Council will conduct a review of disability parking in Barkly Street (Ararat CBD area) during the 2025/26 financial year
  • Community engagement outcome (from Engage Ararat):
    • 5 responses received, including mixed feedback (e.g., concerns about corner location and suggestions for better placement; support for the concept)
  • Decision outcome: Carried 7/0 (resolution 5140/25).
• Impact: Improves safety and accessibility for people using disability transport and supports safer drop-off/pick-up operations in the CBD while preserving loading functionality for businesses.
• Next steps:
  • Undertake project development and implementation of the dual-use zones (with further assessment/mitigation as part of development).
  • Complete the disability parking adequacy review during 2025/26 and adjust arrangements if required.

Community Impact

• Residents (whole municipality): Adoption of the Community Vision 2035 and Council Plan 2025–29 sets the council’s 4-year priorities and direction for services, infrastructure and amenity across the municipality
• Ratepayers (whole municipality): Adoption of the Financial Plan 2025–2035 and Budget 2025/26 locks in the long-term financial framework underpinning future budgets, including a planned 1.5% rate rise for 2025/26
• Residents (whole municipality): Budget 2025/26 funds major works such as $12.437m in capital works, including road renewals, drainage improvements, footpaths, pedestrian safety upgrades in the Ararat CBD, and continued outdoor pool access
• Residents (Elmhurst, Moyston, Pomonal, Willaura): Transfer station service changes discussed in the budget consultation indicate reduced/limited access (with Elmhurst and Moyston proposed as biannual openings), affecting how residents dispose of items that can’t go in kerbside bins
• Ararat CBD users (including people with disability): Creation of dual-use disability drop-off parking zones in Barkly Street (10-minute disability drop-off) and a review of disability parking adequacy in 2025/26 to improve safety and access
• Ararat tourism and local heritage visitors: Lease extension for J-Ward (Friends of J-Ward) through to 7 June 2030 supports continued operation of the museum and ongoing volunteer-run tourism/heritage activity

Other Notable Items

• Community raised concerns about Elmhurst transfer station closure and rubbish dumping; CEO to respond within 7 days.
• Community feedback on Community Vision 2035 included calls for more tourism, better city entrances, and stronger township inclusion.
• Financial Plan consultation received a ratepayer submission questioning staffing levels, outsourcing, and automation.
• Budget discussions included detailed transfer-station service options (weekly/fortnightly) and costs for additional kerbside bins.
• Future-focused: June 2025 council meeting date changed to 17 June due to National General Assembly.

Tech & Innovation Notes

• Live streaming of formal Council meetings via Facebook and on Council’s website (www.facebook.com/araratruralcitycouncil)
• Online community consultation and engagement via the “Engage Ararat” website (used for Community Vision 2035/Council Plan 2025–29, Financial Plan 2025–35, Revenue and Rating Plan 2025–29, and Draft Budget 2025/26)
• Digital transformation program included in the 2025/26 Budget expenditure priorities (“implementing a digital transformation program”)
• Online submission/engagement channels for community feedback (online submissions via Engage Ararat; also mentions social media posts and online availability of documents)

Key Decisions & Outcomes

• Commenced development of a Disability Action Plan, with progress reported November 2025.
• Endorsed Advocacy Priorities 2025 document and continued state/federal advocacy.
• Adopted revised Fair Access Policy and endorsed Fair Access Plan for public comment.
• Endorsed Roads to Recovery five-year program suggested projects.
• Endorsed bringing forward 2025/26 works and reallocating funds pending cultural heritage approvals.
• Upgraded the Rotary Orchid Glasshouse site to a new performance space with staging/screening.

Detailed Descriptions

Commenced development of a Disability Action Plan (progress reported November 2025)

• Context: Council is required under the Disability Act 2006 to prepare a Disability Action Plan that addresses access and inclusion barriers for people with disability. This decision starts the formal development process.
• Details:
  • Meeting date: 29 April 2025.
  • Council resolved to commence development of the Ararat Rural City Council Disability Action Plan.
  • Development approach is based on the Australian Human Rights Commission Disability Action Plan Guide (2021), including: establishing a Disability Action Plan Working Group, reviewing current practices, developing measurable actions, seeking staff/community feedback, and then adopting the final plan.
  • Reporting requirement: Council will receive a progress report at the November 2025 Council Meeting on the establishment of the Working Group and its terms of reference.
• Impact:
  • Improves inclusion and accessibility for people with disability as both service users and employees.
  • Strengthens Council’s compliance with the Disability Act 2006 (s38(1)) and supports elimination of discrimination under the Disability Discrimination Act 1992 (Cth).
• Next steps:
  • Establish the Working Group and confirm terms of reference.
  • Undertake a review of existing council practices/services and gather community/user input.
  • Provide the required November 2025 progress report to Council.

Endorsed Advocacy Priorities 2025 document and continued state/federal advocacy

• Context: Council’s advocacy work is intended to translate community and stakeholder priorities into actionable issues for Federal and State Governments. The Advocacy Priorities 2025 document provides the structured basis for this work.
• Details:
  • Meeting date: 29 April 2025.
  • Council endorsed the Ararat Rural City Council Advocacy Priorities 2025 document (including its format for presenting priorities as individual issues or a combined list).
  • Council resolved to publish the Advocacy Priorities 2025 document on Engage Ararat.
  • Council resolved to continue advocating to State and Federal governments to progress the priorities.
  • Federal context noted in the report: on Friday 28 March 2025, the Prime Minister called the Federal Election for 3 May 2025; Council’s advocacy was stated to continue beyond the election into the next term.
• Impact:
  • Provides a clear, public and government-facing agenda for what outcomes the community needs (e.g., issues referenced include the East Grampians Rural Water Pipeline, childcare and kindergarten access, and local road improvements).
  • Ensures ongoing pressure and continuity with both Victorian and Commonwealth decision-makers.
• Next steps:
  • Publish the document on Engage Ararat.
  • Continue advocacy activities through the next government term(s), using the endorsed priorities as the reference point for engagement and submissions.

Adopted revised Fair Access Policy and endorsed Fair Access Plan for public comment

• Context: Victorian Government funding eligibility for community sports infrastructure requires councils to demonstrate gender-equitable access and usage planning. Council reviewed and updated its policy and action planning accordingly.
• Details:
  • Meeting date: 29 April 2025.
  • Council adopted the revised Fair Access Policy.
  • Council endorsed the Fair Access Plan for public comment.
  • Council resolved to commence community engagement via Engage Ararat and directly with local sports clubs.
  • Council will consider the revised Fair Access Plan at the June Council Meeting.
  • Background in the report: the Fair Access Policy was previously presented and adopted at the 25 July 2023 Council meeting; funding eligibility reference is stated as from 1 July 2024 (requiring gender equitable access/action planning).
• Impact:
  • Supports gender equity in access and usage of community sports infrastructure (new and existing).
  • Helps clubs and Council identify and remove barriers for women and girls, including through Gender Impact Assessments and place-based actions.
• Next steps:
  • Run public consultation and club engagement (via Engage Ararat and direct club engagement).
  • Review feedback and bring the finalised plan back to Council for consideration at the June 2025 Council Meeting.

Endorsed Roads to Recovery five-year program suggested projects

• Context: Roads to Recovery is a federal program providing predictable funding for local road infrastructure over a five-year period. Council endorsed the suggested project list for evaluation and estimation.
• Details:
  • Meeting date: 29 April 2025.
  • Total Roads to Recovery funding for the five-year period: $12,859,997.
  • Funding breakdown by year (as stated in the report):
    • 2024–25: $1,899,772
    • 2025–26: $2,338,181
    • 2026–27: $2,776,590
    • 2027–28: $2,922,727
    • 2028–29: $2,922,727
  • Year One allocations currently noted:
    • Buangor Ben Nevis Road construction (Stage one): approx. $840,000
    • McCrows Road Bridge emergency repair works: approx. $200,000
  • Council endorsed the suggested projects list for the five-year program (including road reconstruction and bridge/floodway works such as Stevens Crescent, Viewpoint Street (High St to Lambert St), Dawson Street (George Rd to Banfield St), Laby Street (Barkly St to Clay St), and multiple bridge/floodway items including Barton Bridge, Moyston Willaura Road Bridge, Bellellen Road Floodway, and Mt William Road @ Bridge where CHMP completed and approved).
• Impact:
  • Improves local road safety and accessibility and supports economic and social outcomes across the municipality.
  • Provides a structured pipeline for infrastructure renewal/upgrade aligned to Council’s asset and community wellbeing objectives.
• Next steps:
  • Move from endorsement into further evaluation/estimation and project planning across the five-year period.
  • Continue progressing Year One works while refining later-year project readiness.

Endorsed bringing forward 2025/26 works and reallocating funds pending cultural heritage approvals

• Context: Two major externally funded road projects in the 2024/2025 Capital Works Program were delayed due to extensive native vegetation and cultural heritage works, leaving budget allocations unspent. Council approved a budget reallocation approach to maintain asset renewal momentum.
• Details:
  • Meeting date: 29 April 2025.
  • Total 2024/2025 Capital Works investment referenced: $15.513 million (with more than half allocated to Mount William Road Stage Two and Buangor Ben Nevis Road Stage One).
  • Recommended action: bring forward next year’s scheduled works and reallocate funds to major projects once cultural heritage approvals allow them to commence.
  • Suggested brought-forward works and approximate costs:
    • Reseal Program (2025/26): approx. $1,000,000
    • Shoulder widening:
      • Geelong Road (two locations, 6km): approx. $220,000
      • Rhymney Road (7km): included within the shoulder widening cost estimate
    • Alternative Seals (OTTA Seals) at multiple locations (Sugarloaf Road, Warrayatkin Road, Tunnel Road, Graham Road, Leach Road, Tatyoon North Road, Railway Road, Nott Road, Green Hill Drive, Bowen Place) with total approximate spend for these roads: $910,000 (as stated in the report’s summary).
  • Council resolution endorsed the approach to reallocate once cultural heritage management plans are received and major projects can start in the new financial year.
• Impact:
  • Ensures Council continues delivering road maintenance and renewal despite heritage approval delays.
  • Protects asset replacement targets and reduces the risk of unspent capital allocations.
• Next steps:
  • Continue work to obtain cultural heritage approvals / management plans for the major projects.
  • Commence the brought-forward works in the interim and then shift/reallocate funds to major projects once approvals are in place.

Upgraded the Rotary Orchid Glasshouse site to a new performance space with staging/screening

• Context: The Orchid Glasshouse at Alexandra Gardens was donated by the Ararat Rotary Club in 1980, but vandalism led to significant damage and removal of the glass. Council sought community input on the future use of the site.
• Details:
  • Meeting date: 29 April 2025.
  • Community consultation:
    • Council agreed at the March 2025 Council meeting to consult the community.
    • Consultation opened after that meeting and closed on Thursday 10 April 2025.
    • 22 responses were received.
  • Engagement outcome: the most popular concept was a performance space with associated staging/screening (described as the “most popular concept” and supported by 11 responses (50%) suggesting arts/performance/sound shell use).
  • Council resolution:
    • Upgrade the location of the Rotary Orchid Glasshouse to a new performance space with associated staging/screening.
    • The minutes also record a motion that the current Orchid House structure be removed (and the site left open to explore further options for the Alexandra Gardens as a whole), but the final recommendation adopted the performance-space upgrade direction.
  • Additional planned element: a plaque acknowledging the history of the donation by the Ararat Rotary Club to be placed in an area of significance.
• Impact:
  • Creates a flexible, covered/usable community venue for arts and events, improving activation of Alexandra Gardens.
  • Responds to community preferences for performance/sound shell style use while preserving the fountain as a key feature (community feedback specifically requested not to obstruct the fountain view).
• Next steps:
  • Proceed with planning and approvals for the performance-space upgrade, including placement of the historical plaque.
  • Apply for/allocate appropriate budget and capital line items when required for the works.

Community Impact

• Residents (community governance): Council meetings are livestreamed on Facebook from 6pm and then posted on the Council website, increasing public visibility of decisions
• People with disability & families: Council will begin developing a Disability Action Plan (working group, reviews, community/staff feedback) to reduce access and inclusion barriers in services and as employees
• Women and girls using sport/recreation facilities: Revised Fair Access Policy is adopted and a Fair Access Plan is released for public comment and engagement with local sports clubs, with actions starting from gender impact assessments
• Road users and nearby residents: Endorsement of the Roads to Recovery 5-year program will fund reconstruction/bridge works and drainage upgrades across multiple roads (e.g., Buangor–Ben Nevis Road, McCrows Road Bridge, Viewpoint Street, High Street/Lambert Street area, and others), likely bringing construction impacts
• Local road users (maintenance timing): 2024/25 capital works funds will be reallocated by bringing forward reseals and shoulder widening/alternative seal works while major road projects wait for cultural heritage approvals
• Alexandra Gardens visitors and nearby households: The former Rotary Orchid Glasshouse structure will be removed and the site upgraded toward a new performance space with staging/screening, affecting how the garden area is used and maintained (and potentially noise/traffic during events)

Other Notable Items

• Community consultation feedback on Orchid Glasshouse: most respondents favoured arts/performance/sound-shell use.
• Disability Action Plan development process to start, with a Working Group and community/user input.
• Advocacy Priorities 2025 update continues post-federal election; key issues include water pipeline, childcare, and roads.
• Fair Access Policy/Plan: Engage Ararat and sports clubs engagement; consider revised plan at June meeting.
• Roads to Recovery five-year program project list endorsed; includes multiple road reconstructions and bridge upgrades.

Tech & Innovation Notes

• Live streaming of formal Council meetings via Facebook and posting recordings on the Council website (www.facebook.com/araratruralcitycouncil; recordings on Council’s website).
• Publication/engagement platforms: advocacy priorities document to be published on “Engage Ararat”; community engagement processes via “Engage Ararat”.
• Digital/tech-related grant programs mentioned in financial reporting: “Digital Twin Victoria” and “Free Public WiFi Services”.
• Community innovation/tech-adjacent program: “Crazy Ideas College” and “Ararat Youth Activators 2024” (skills development, idea-to-life lab, social innovation).

Key Decisions & Outcomes

• Endorsed Draft Community Vision 2035 and Council Plan 2025–29 for consultation.
• Approved Orchid Glasshouse removal; Engage Ararat consultation for future site use by May 2025.
• Adopted revised Governance Rules and published them on Council’s website.
• Adopted Compliance Policy and Compliance Framework.
• Received and adopted financial performance statements for period ended 28 February 2025.
• Received Capital Works Program (February 2025) report.

Detailed Descriptions

Endorsed Draft Community Vision 2035 and Council Plan 2025–29 for consultation

• Context: Council considered the draft Community Vision 2035 and draft Council Plan 2025–29 ahead of the required consultation period under the Local Government Act 2020.
• Details:
  • Meeting date: 25 March 2025
  • Decision: Endorsed the draft Community Vision 2035 and draft Council Plan 2025–29 for community consultation
  • Action authorised: Chief Executive Officer to commence the community consultation process
  • Consultation mechanisms to be used:
    • Engage Ararat website
    • Distribution of draft documents across the municipality
    • Face-to-face “town hall” meetings
    • Social media posts
    • Summaries in local newspapers
    • Mainstream media engagement
  • Strategic directions in the draft Council Plan include:
    • Growing our place
    • Building robust local economies
    • Preserving the environment
    • Developing and maintaining key enabling infrastructure
    • Enhancing community life
    • Strong and effective governance
  • Motion outcome: Carried 7/0 (5107/25)
• Impact: Establishes the long-term direction (Vision 2035) and the next four-year strategy (Council Plan 2025–29) with structured community input, supporting transparent, community-informed planning.
• Next steps:
  • Draft documents will be released for consultation using the engagement methods listed above
  • Community feedback will be gathered and used to inform the final versions of the Vision and Plan (consultation to run alongside the 2025/2026 budget engagement period)

Approved Orchid Glasshouse removal; Engage Ararat consultation for future site use by May 2025

• Context: Council reviewed the future of the Orchid Glasshouse at Alexandra Gardens after significant vandalism and removal of the glass.
• Details:
  • Meeting date: 25 March 2025
  • Decision:
    • Approved removal of the former Orchid Glasshouse
    • Removal to occur in consultation with the Ararat Rotary Club
  • Site/location: Alexandra Gardens
  • Community engagement:
    • Future uses suggested included:
      • Sensory garden
      • Performance space with an electronic screen
      • Community picnic/performance viewing (e.g., sport via free-to-air television)
      • Weddings and receptions
      • School concerts and other performances
    • Engagement method: Engage Ararat
    • Reporting requirement: feedback reported back to Council’s May 2025 meeting
  • Motion outcome: Carried 7/0 (5109/25)
• Impact: Removes a damaged and redundant structure while giving the community a say in how the Alexandra Gardens space can be repurposed for year-round community benefit.
• Next steps:
  • Engage Ararat consultation to be conducted following this decision
  • Council to receive community feedback at the May 2025 meeting
  • Council to progress removal arrangements (including steel frame removal) in line with Rotary consultation

Adopted revised Governance Rules and published them on Council’s website

• Context: Council adopted Governance Rules under the Local Government Act 2020 and then ran a community engagement process after Council’s endorsement on 25 February 2025.
• Details:
  • Meeting date: 25 March 2025
  • Legislative basis: Section 60 of the Local Government Act 2020
  • Background:
    • Council previously adopted Governance Rules on 27 September 2022
    • Revised wording was endorsed by Council on 25 February 2025
    • Community engagement was conducted in accordance with s60(4)
  • Engagement process:
    • Conducted by Engage Ararat from 26 February 2025 to 19 March 2025
    • Two submissions received via Engage Ararat
    • No further changes required after considering submissions
  • Decision:
    • Adopted the revised Governance Rules
    • Placed the Governance Rules on Council’s website following adoption
  • Motion outcome: Carried 7/0 (5111/25)
• Impact: Strengthens transparent and fair decision-making processes for Council meetings and ensures legislative compliance with community input.
• Next steps:
  • Publish the adopted Governance Rules on Council’s website
  • Implement the revised rules in Council meeting procedures from the adoption date

Adopted Compliance Policy and Compliance Framework

• Context: Council adopted a structured approach to compliance management to support an equitable, transparent, and consistent compliance culture.
• Details:
  • Meeting date: 25 March 2025
  • Decision:
    • Adopted the Compliance Policy
    • Adopted the Compliance Framework
  • Purpose:
    • Provide a rational and framework for compliance activities
    • Support staff to meet compliance obligations through a compliance management program
  • Reference points:
    • Prepared with reference to Australian Standard guidelines and Section 9 of the Local Government Act 2020
  • Governance alignment:
    • Linked to “Strong and effective governance” objectives (notably risk management and compliance oversight)
  • Audit and Risk Committee:
    • Policy presented to the Audit and Risk Committee on 4 March 2025
  • Motion outcome: Carried 7/0 (5112/25)
• Impact: Improves community assurance that Council standards are met and supports consistent compliance management across the organisation.
• Next steps:
  • Implement the Compliance Policy and Framework internally (including training and manager/leader monitoring responsibilities)
  • Use the compliance management program to support ongoing compliance obligations

Received and adopted financial performance statements for period ended 28 February 2025

• Context: Council received the required quarterly financial reporting package and confirmed performance against budget for the period ended 28 February 2025.
• Details:
  • Meeting date: 25 March 2025
  • Period covered: 28 February 2025 (eight months ended)
  • Decision: Council received and adopted:
    • Comprehensive Income Statement
    • Balance Sheet
    • Statement of Cash Flows
    • Financial Performance Indicators
  • Key financial results (Income Statement):
    • Revenue: $29.628 million
    • Expenses: $22.173 million
    • Operating surplus: $7.455 million (for the eight months ended 28 February 2025)
  • Cash and cash equivalents (Statement of Cash Flows / Balance Sheet):
    • Increased from $3.049 million (30 June 2024) to $10.373 million (28 February 2025)
  • Cash flow totals:
    • Net cash provided by operating activities: $11.900 million
    • Net cash used in investing activities: $4.222 million
    • Net cash used in financing activities: $0.354 million
  • Motion outcome: Carried 7/0 (5110/25)
• Impact: Confirms Council’s financial position is in line with budget and supports accountability through adoption of formal financial statements and performance indicators.
• Next steps:
  • Statements to be published (noted in the report that financial performance reports will be published monthly)
  • Continue quarterly reporting and year-end reporting processes under the Local Government Act 2020

Received Capital Works Program (February 2025) report

• Context: Council reviewed the status of the 2024/2025 Capital Works Program, including budget, committed/contracted spend, and expenditure as at 28 February 2025.
• Details:
  • Meeting date: 25 March 2025
  • Decision: Council received the Capital Works Program – February 2025 report
  • Overall program status (as at 28 February 2025):
    • Total capital works budget: $6.263 million
    • Expenditure: $2.409 million (reported as 40% expended)
    • Table indicates committed/contracted figures and progress across categories
  • Notable project/program updates included:
    • Mt William Road (24/25 – HSVPP Funding): plans ready; commencement pending cultural heritage and flora/fauna reports; EMAC CHMP received for works over Fiery Creek; Traditional Owner meetings imminent
    • Buangor–Ben Nevis Road: plans and technical reporting completed; CHMP work underway; native vegetation offsets being finalised; progress shown at 5% expended
    • Churchill Avenue, Ararat: works commenced; footpath works and service/utility proofing; completion targeted by 30 June 2025 (LRCI funding)
    • Reseal program: 89% complete; line marking outstanding
    • Footpath Renewal Program: 99% complete
    • Urban Drainage Works: progress at 49% expended
  • Motion outcome: Carried 7/0 (5114/25)
• Impact: Provides transparency on delivery progress, helps manage community expectations on infrastructure timelines, and supports informed budget and prioritisation decisions.
• Next steps:
  • Continue delivery of capital works through the remainder of 2024/25, including works pending cultural heritage/flora-fauna reporting and Traditional Owner engagement
  • Account for potential impacts from emergency works (noted as likely due to Yarram Gap Road fires) and adjust priorities accordingly

Community Impact

• Residents (whole municipality): Community consultation starts on the Draft Community Vision 2035 and Council Plan 2025–29 (Engage Ararat, town halls, social media and newspaper summaries), influencing council priorities for the next 4 years
• Rural residents & road users: Council advocacy to deliver major transport and safety outcomes—Western Highway upgrade (Buangor to Ararat), heavy vehicle route changes (Pyrenees Highway/Vincent St intersections), and improved mobile/NBN connectivity in rural areas
• Ararat township residents & visitors: Removal of the vandalised former Orchid Glasshouse at Alexandra Gardens, followed by community input on a replacement use (e.g., sensory garden, performance space, event/wedding area)
• Children, young people and families: Establishment of the Child Friendly Cities & Communities (CFCC) Working Group to advise on making townships safer, more accessible and more participatory for children (recommendations to be brought to Council)
• Local communities (Ararat and surrounding towns): Capital works continue across roads, drainage and footpaths (e.g., Churchill Avenue works in Ararat continuing to 30 June 2025; reseals, footpath renewals and drainage upgrades)
• Pedestrians, students and school communities: Road safety upgrades in high-risk areas including new “wombat” crossings (Barkly St and High St) and school crossing improvements (Banfield St and Campbell St)

Other Notable Items

• Public question raised about Council reconciling governance pledge with alleged life-threatening resident risk.
• Draft Community Vision 2035 and Council Plan 2025–29 progressed to community consultation.
• Advocacy Program 2025 priorities outlined (water pipeline, highway upgrades, NBN/mobile blackspots, disaster recovery funding).
• Orchid Glasshouse removal approved; Engage Ararat consultation planned, with May 2025 feedback to Council.
• Child Friendly Cities & Communities Working Group progress reported; inaugural meeting held 14 Feb 2025.

Tech & Innovation Notes

• Live streaming of formal Council meetings via Facebook and on Council’s website (www.facebook.com/araratruralcitycouncil; recordings on Council website).
• Use of “Engage Ararat” website for community consultation and submissions (e.g., Community Vision 2035/Council Plan 2025–29; Governance Rules engagement; Orchid Glasshouse future use engagement; CFCC Working Group EOI promotion).
• Digital engagement / transparency via social media posts and online mechanisms to encourage community participation.
• Digital services / connectivity advocacy: “Improve Mobile Phone and NBN Connectivity in Rural Areas” and concerns about inability to stay up to date on VicEmergency warnings.
• Grants mentioning digital/tech initiatives:
  • “Digital Twin Victoria”
  • “Free Public WiFi Services”
• Infrastructure/tech-related assets: “new touch screen kiosks” (reported under Capital Works Program).
• Community/participation governance structures supported by online processes (submissions received via Engage Ararat).

Key Decisions & Outcomes

• Proceed with design phase for Barkly Street disability drop-off zone after trader/community engagement.
• Condemn the Emergency Services and Volunteers Fund (ESVF) and submit MAV motion for 16 May 2025.
• Endorse revised Governance Rules for public comment; engage via Engage Ararat; consider 25 March 2025.
• Delegate statutory powers to Council staff via updated S6 Instrument; revoke prior staff delegations.
• Appoint/authorise planning and environment authorised officers under updated S11A instrument.
• Adopt Road Management Plan 2025, including updated inspection/maintenance standards.

Detailed Descriptions

Proceed with design phase for Barkly Street disability drop-off zone after trader/community engagement

• Context: Council considered the need for a safer, dedicated disability drop-off area in Barkly Street, Ararat to reduce hazards caused by ad-hoc on-street stopping. The proposal is located at the bend outside Quinn & Co Eyewear.
• Details:
  • Council resolved (Item 3.1, 25 February 2025 Council Meeting) to proceed to the design phase after engagement with:
    • Barkly Street retail traders
    • the community
  • Suggested location: Bend outside Quinn & Co Eyewear (currently designated as a motorcycle parking area).
  • Intended purpose: provide a clearly marked unloading area for disability vans and maxi taxis to unload clients safely with access to the footpath.
  • Budget approach: the work is to be budgeted through the 2025/2026 capital works program.
• Impact:
  • Improves safety for passengers, pedestrians, and road users by providing an appropriate stopping location.
  • Enhances accessibility to the CBD and supports inclusive access to nearby shops and services.
  • Reduces congestion and unsafe stopping that can occur without a dedicated zone.
• Next steps:
  • Undertake engagement with Barkly Street retail traders and the community.
  • Progress the design following engagement outcomes (including consideration of the current motorcycle parking designation at the bend).
  • Prepare for budgeting and delivery through the 2025/2026 capital works program timeframe.

Condemn the Emergency Services and Volunteers Fund (ESVF) and submit MAV motion for 16 May 2025

• Context: From 1 July 2025, the Fire Services Property Levy (FSPL) is replaced by the Emergency Services and Volunteers Fund (ESVF). Council considered the financial impact on Ararat Rural City Council ratepayers, particularly primary producers.
• Details:
  • Council resolved (Item 3.2, 25 February 2025 Council Meeting) to:
    1. Condemn the ESVF for:
  • Disproportionate impact on primary producers
  • Steep increase imposed on all ratepayers
  • Expectation that local councils act as the collection agency for a state-imposed tax
    2. Submit the attached MAV State Council Motion to the Municipal Association of Victoria (MAV) State Council meeting on 16 May 2025
    3. Delegate the Mayor and CEO authority to work with like councils to develop a consolidated motion if required prior to final submission
  • Financial context cited in the report:
    • Council collected approx. $2.7 million of FSPL in 2024/25
    • In 2025/26, ESVF would be over $5.5 million from Ararat Rural City alone (increase of approx. $2.8 million)
    • Approx. 88% (~$2.5 million) would be paid by Primary Production properties
• Impact:
  • Positions Council to advocate at state level against what it considers an inequitable and steep rate impost.
  • Supports ratepayer concerns by formally escalating the issue through MAV.
  • May contribute to coordinated regional lobbying with other councils.
• Next steps:
  • Finalise and submit the MAV motion for consideration at MAV State Council on 16 May 2025.
  • Mayor and CEO to coordinate with other councils for a consolidated motion if needed before submission.

Endorse revised Governance Rules for public comment; engage via Engage Ararat; consider 25 March 2025

• Context: Under the Local Government Act 2020, Council must adopt and keep in force Governance Rules and provide for community input into changes. Council adopted Governance Rules on 27 September 2022 and has now reviewed them for revision.
• Details:
  • Council resolved (Item 3.3, 25 February 2025 Council Meeting) to:
    1. Endorse the revised Governance Rules for public comment
    2. Start a community engagement process via Engage Ararat
    3. Consider the revised Governance Rules at the 25 March 2025 Council Meeting
  • Legislative basis referenced:
    • Section 60 of the Local Government Act 2020 (including s60(4) for community engagement)
  • The revisions are based on a Maddocks Lawyers “standard” Governance Rules template, with wording updates to improve clarity.
• Impact:
  • Strengthens transparency and community participation in how Council meetings and decision-making processes operate.
  • Ensures Council meets statutory governance and consultation requirements.
• Next steps:
  • Launch public comment and engagement through Engage Ararat following the 25 February decision.
  • Receive submissions and incorporate feedback as appropriate.
  • Bring the revised Governance Rules back to Council for decision on 25 March 2025.

Delegate statutory powers to Council staff via updated S6 Instrument; revoke prior staff delegations

• Context: Council must maintain a register of delegations and keep delegation instruments updated to reflect legislative changes and ensure staff are properly empowered to perform routine functions. This update is in the S6 Instrument of Delegation – Council to Members of Council Staff.
• Details:
  • Council resolved (Item 3.4, 25 February 2025 Council Meeting) that:
    1. Powers, duties and functions be delegated to specified Council staff under the attached S6 Instrument
    2. The instrument comes into force immediately the common seal is affixed
    3. On coming into force, all previous delegations to Council staff (other than the CEO) are revoked
    4. The instrument be signed under the seal of Council
  • Legislative/wording updates included in the revised instrument:
    • Inserted Road Management Act 2004 s12(2)(b) provision relating to consent for discontinuing a road/part of a road by Head, Transport for Victoria
    • Removed limitation for Food Act 1984 s19FA(1) and s19FA(3)(a)-(c) being delegated only for temporary/mobile food premises
    • Corrected a typographical error in Residential Tenancies Regulations 2024 s12(1)
• Impact:
  • Enables efficient day-to-day decision-making by appropriately authorised staff.
  • Reduces risk of staff acting outside delegation authority.
  • Ensures legislative compliance through updated delegation wording.
• Next steps:
  • Affix the Council common seal and execute the updated S6 instrument.
  • Update the delegation register and internal documentation to reflect revoked prior delegations and new authorisations.

Appoint/authorise planning and environment authorised officers under updated S11A instrument

• Context: Under the Planning and Environment Act 1987, authorised officers for planning/environment enforcement must be appointed by Council resolution (delegation of the appointment power is not permitted under the Act). Council updated its S11A Instrument of Appointment and Authorisation.
• Details:
  • Council resolved (Item 3.5, 25 February 2025 Council Meeting) that:
    1. Members of Council staff listed in the S11A instrument be appointed and authorised as set out
    2. The instrument comes into force immediately the common seal is affixed and remains in force until Council varies or revokes it
    3. The instrument be signed under the seal of Council
  • Legislative basis referenced:
    • Planning and Environment Act 1987 s147(4)
  • Update purpose:
    • Reviewed changes since the prior S11A instrument adoption on 26 March 2024
    • Amended wording to align more closely with s147(4)
• Impact:
  • Ensures Council has properly authorised officers to administer and enforce planning and environment-related functions.
  • Supports consistent compliance and effective local enforcement.
• Next steps:
  • Affix common seal and formalise the updated S11A instrument.
  • Ensure staff appointments/authorisations are recorded and operationally communicated within the planning/environment functions.

Adopt Road Management Plan 2025, including updated inspection/maintenance standards

• Context: The Road Management Plan sets Council’s systematic approach to inspecting roads and road-related assets, including inspection intervals, intervention levels, and response times to defects. Council is required to review the plan after an election and may amend it under the Road Management Act 2004.
• Details:
  • Council resolved (Item 3.6, 25 February 2025 Council Meeting) to adopt the Road Management Plan 2025.
  • The plan includes updated standards for:
    • Inspection frequencies
    • Compulsory intervention levels
    • Response times
    • Defect classifications
  • Process and statutory compliance:
    • Amendments are made in accordance with section 54 of the Road Management Act 2004
    • After adoption, notice of adoption is to be published in the Victorian Government Gazette and a local newspaper
• Impact:
  • Improves road safety and accountability by ensuring Council can demonstrate a consistent inspection and repair regime.
  • Provides clearer expectations for how and when defects are assessed and addressed.
• Next steps:
  • Implement the Road Management Plan 2025 across the organisation (inspection and maintenance workflows).
  • Publish the required adoption notices in the Gazette and local newspaper following adoption.

Community Impact

• Barkly Street (Ararat CBD): A designated disability drop-off zone will be designed (after engagement with retail traders and the community), improving safe access and reducing hazards from on-street unloading
• Kennel Road (Ararat): Council will consider future gravel-to-seal works for Kennel Road and develop a prioritisation matrix/criteria to guide when sealing can occur
• Ratepayers (Ararat Rural City): Council will submit a MAV motion condemning the Emergency Services and Volunteers Fund (ESVF), which may influence advocacy efforts against steep rate increases from 1 July 2025
• All residents: Revised Governance Rules will go out for public comment via Engage Ararat and be considered at the 25 March 2025 meeting, shaping how Council decisions are made and how community input is handled
• All residents: Monthly publication of Council’s financial performance reporting will increase transparency about budgets, spending, and performance indicators
• All residents (communications): Council will adopt an updated Social Media Policy, setting clearer rules for how Council-related accounts and staff respond to online community comments and feedback

Other Notable Items

• Petition from Kennel Road residents requesting road sealing; officers recommend future gravel-to-seal consideration.
• Proposed Disability drop-off zone in Barkly Street (outside Quinn & Co Eyewear) moving to design after trader/community engagement.
• Council to condemn the Emergency Services and Volunteers Fund (ESVF) via MAV motion; highlights primary producer impacts.
• Governance Rules review: revised rules released for public comment via Engage Ararat, to be considered March 2025.
• Capital Works Program update: $6m budget increase; Mt William Road stage two pending cultural heritage/flora-fauna reports.

Tech & Innovation Notes

• Live streaming of Council meetings via Facebook and on Council’s website (digital public access/transparency)
• Social Media Policy covering use of digital platforms (e.g., Facebook, X/Twitter, Instagram, YouTube, forums, messaging apps) and requirements for governance/privacy/confidentiality
• Community engagement platform “Engage Ararat” used for public consultation on revised Governance Rules
• Digital transformation / smart infrastructure funding items mentioned in grants reporting:
  • “Digital Twin Victoria”
  • “Free Public WiFi Services”
• IT/online services referenced in policy context: Council’s website and social media accounts (including “Skype” and “Twitter/LinkedIn” being made available for communication)
• IT-enabled governance tooling:
  • Governance Rules and delegation updates referencing “Maddocks Lawyers Delegation Service”
  • Delegations updated using “RelianSys software”
• Infrastructure asset management innovation:
  • Road Management Plan includes “implementing new technologies and strategies” (innovation/continuous improvement for asset management)

Key Decisions & Outcomes

• Adopt Councillor Code of Conduct and require Councillors to sign the commitment.
• Endorse 2025/26 Budget development timeframe and community engagement plan.
• Endorse Community Vision 2035 and Council Plan 2025–29 development and engagement timeframe.
• Approve McCrows Road Bridge upgrade (Option 2) and Roads to Recovery emergency funding.
• Adopt Non-Current Assets Accounting & Valuation Policy.
• Receive Kennel Road sealing petition for consideration at 25 February 2025 meeting.

Detailed Descriptions

Adopt Councillor Code of Conduct and require Councillors to sign the commitment

• Context: Under Section 139(1) of the Local Government Act 2020, Council must develop and adopt a Councillor Code of Conduct. The Model Code of Conduct has been in effect since 26 October 2024, and Council now adopts its own Code to formalise local expectations and commitments.
• Details:
  • Meeting date: 28 January 2025 (Council Meeting Minutes)
  • Responsible officer: Governance & Risk Lead (CEO’s Office)
  • Legal basis: Local Government Act 2020, s139(1) and s139(4) (adopt within 4 months after a general election)
  • Action approved:
    • Council adopt the Councillor Code of Conduct
    • Councillors sign the “Councillors Commitment” as outlined in the Code
  • Motion moved by: Cr Sanders; seconded by: Cr Joyce
  • Result: Carried 5/0 (5080/25)
• Impact: Strengthens governance integrity, transparency, respect and accountability by setting clear behavioural standards and requiring individual Councillor commitment, improving public confidence in Council decision-making.
• Next steps:
  • Councillors sign the Councillors Commitment following adoption.
  • The adopted Code is made available on Council’s website after the meeting.

Endorse 2025/26 Budget development timeframe and community engagement plan

• Context: Council is preparing the 2025/26 Budget for adoption before 30 June 2025 and must undertake community engagement consistent with the Local Government Act 2020 (s96) and Council’s Community Engagement Policy.
• Details:
  • Meeting date: 28 January 2025
  • Responsible officer: Chief Executive Officer (CEO’s Office)
  • Budget adoption target: 24 June 2025
  • Endorsed budget development timeframe (as presented):
    • Budget development by Council: December 2024 – April 2025
    • Public release of Draft Budget: 11 April 2025
    • Closure of public submissions: 09 May 2025
    • Council considers submissions: 27 May 2025
    • Adopt 2025/26 Budget: 24 June 2025
  • Endorsed community engagement mechanisms and timing:
    • Post Draft Budget on Engage Ararat by 5:00pm Friday 11 April 2025
    • One-page summary of key budget deliverables: Friday 11 April 2025 (distributed across multiple sites)
    • “Town Hall” meetings (communities):
      • Ararat, Elmhurst, Tatyoon, Moyston, Lake Bolac, Pomonal
      • Willaura: between Tuesday 22 April – Friday 02 May 2025 (as listed in the plan)
    • Ongoing promotion via mainstream and social media during the consultation period
    • Plain language summaries in local newspapers and mainstream media engagement around major initiatives
  • Motion moved by: Cr Sanders; seconded by: Cr R Armstrong
  • Result: Carried 5/0 (5081/25)
• Impact: Provides a clear, time-bound process for budget development and meaningful community input, helping align budget priorities with community expectations and Council’s strategic direction.
• Next steps:
  • Council staff continue drafting the 2025/26 Budget through April 2025.
  • Draft Budget is published on Engage Ararat by 11 April 2025.
  • Town hall sessions run between 22 April and 2 May 2025.
  • Submissions close 9 May 2025; Council considers submissions at the 27 May 2025 meeting.

Endorse Community Vision 2035 and Council Plan 2025–29 development and engagement timeframe

• Context: Council must adopt a Community Vision (at least 10 years) and a Council Plan (at least 4 financial years) by 31 October following a general election, per Sections 88 and 90 of the Local Government Act 2020. Council is now setting the development and engagement timetable for Community Vision 2035 and Council Plan 2025–29.
• Details:
  • Meeting date: 28 January 2025
  • Responsible officer: Chief Executive Officer (CEO’s Office)
  • Endorsed development and engagement timeframe (as presented):
    • Development and review by Council staff: November 2024 – February 2025
    • Presentation of draft to Council: 25 February 2025
    • Posting drafts on Engage Ararat: 26 February 2025
    • Consultation/engagement alongside Budget activities and town halls:
      • Ararat, Elmhurst, Tatyoon, Moyston, Lake Bolac, Pomonal, Willaura
      • Engagement window: Tuesday 22 April – Friday 02 May 2025
    • Closure of public submissions: 09 May 2025
    • Council considers submissions: 27 May 2025
    • Adoption: 24 June 2025
  • Engagement mechanisms include:
    • Engage Ararat website
    • Distribution of draft documents across the municipality
    • Face-to-face town hall meetings
    • Social media posts
    • Newspaper summaries
    • Mainstream media engagement
  • Motion moved by: Cr Joyce; seconded by: Cr R Armstrong
  • Result: Carried 5/0 (5082/25)
• Impact: Ensures the municipality’s long-term direction (Vision 2035) and near-term priorities (Council Plan 2025–29) are shaped with community input, improving legitimacy and alignment between strategy and resourcing.
• Next steps:
  • Council staff finalise drafts for the 25 February 2025 Council meeting.
  • Draft documents go live on Engage Ararat on 26 February 2025.
  • Community consultation runs with the budget town halls between 22 April and 2 May 2025.
  • Submissions are considered at the 27 May 2025 meeting; adoption occurs 24 June 2025.

Approve McCrows Road Bridge upgrade (Option 2) and Roads to Recovery emergency funding

• Context: Specialist bridge inspection identified further structural deterioration under McCrows Bridge, raising safety and integrity concerns. Council needed to approve both the upgrade option and funding pathway through the Roads to Recovery emergency provisions.
• Details:
  • Meeting date: 28 January 2025
  • Responsible officer: Civil Engineer (Engineering)
  • Background findings:
    • Inspections in September and October identified the need for specialist assessment
    • Signs of additional structural deterioration observed beneath the bridge
    • Bridge is on the National Heavy Vehicle Register and is a vital regional route
  • Specialist recommendations (ASC) included load limit and monitoring/repairs pending upgrade:
    • Implement a 15 tonne load limit (to reduce risk)
    • Monitor concrete spalling until rectification
    • Repair spalling/corroded reinforcement; reposition U-slab; reinstate stopper; replace damaged guard rail
  • Upgrade options and costs:
    • Option 1 (overlay with crosshead bracing): $125,000 (20% margin); 3–4 weeks; achieves 75% of SM1600 loads
    • Option 2 (deck replacement with precast panels): $200,000 (20% margin); ~3 weeks; achieves 100% of SM1600 loads; deck width can increase by 0.5m–1m (to be confirmed at detailed design); requires crane
  • Council approval granted:
    1. Implement Option 2 for the upgrade of McCrows Road Bridge
    2. Approve expenditure through emergency provisions of the Roads to Recovery funding program
  • Motion moved by: Cr Preston; seconded by: Cr R Armstrong
  • Result: Carried 5/0 (5084/25)
• Impact: Restores full heavy vehicle load capability (100% SM1600), improves bridge longevity by removing deteriorated beams, and supports the economic route between Westmere and Lake Bolac (via Glenelg Highway access).
• Next steps:
  • Engineering progresses detailed design and procurement for Option 2.
  • Roads to Recovery emergency funding is used to fund the works.
  • Load limit and safety controls remain until upgrade completion (as per ASC recommendations).

Adopt Non-Current Assets Accounting & Valuation Policy

• Context: Council must represent its asset network fairly in financial reporting and comply with relevant legislation and Australian Accounting Standards. This policy updates the existing valuations approach and sets the valuation and accounting methodology for non-current assets.
• Details:
  • Meeting date: 28 January 2025
  • Responsible officer: Financial Services Coordinator (Finance)
  • Purpose of the policy:
    • Ensure compliance with legislation and Accounting Standards
    • Prescribe non-current asset classifications for financial statement reporting
    • Set accounting treatment for acquisition, depreciation, impairment, disposal/write-off, and subsequent expenditures
    • Prescribe valuation methodology and derecognition/disclosure requirements
    • Define custodianship, security/physical control, and stocktake requirements
    • Ensure registers and WIP/capital project management are properly handled
  • Policy adoption approved:
    • Council adopts the Non-Current Assets Accounting and Valuation Policy
  • Motion moved by: Cr Sanders; seconded by: Cr Joyce
  • Result: Carried 5/0 (5085/25)
  • Budget implications: stated as none
• Impact: Improves accuracy and compliance of Council’s financial reporting for assets such as land, buildings, roads, bridges, major culverts, pathways, drainage, kerb and channel, and plant/equipment—reducing compliance and reporting risk.
• Next steps:
  • Policy is implemented across the financial year valuation and accounting processes.
  • Finance and asset management operations apply the valuation methodology and register requirements.

Receive Kennel Road sealing petition for consideration at 25 February 2025 meeting

• Context: Residents submitted a petition requesting Kennel Road be considered for sealing due to dust, corrugation, and the need for regular maintenance. Council’s processes require petitions to be tabled and laid over to the next ordinary meeting unless Council agrees otherwise.
• Details:
  • Meeting date: 28 January 2025
  • Responsible officer: Chief Executive Officer (CEO’s Office)
  • Reference: 19061
  • Petition details:
    • Location: Kennel Road, Ararat and surrounding streets
    • Request: consider sealing Kennel Road
    • Petition states the road is gravel, very dusty, corrugated, and requires regular Council maintenance
    • Number of signatures: 16
  • Council action:
    • Petition received and laid on the table for consideration at the 25 February 2025 Council meeting
  • Motion moved by: Cr Sanders; seconded by: Cr R Armstrong
  • Result: Carried 5/0 (5079/25)
• Impact: Ensures community concerns are formally considered by Council at the next scheduled opportunity, supporting transparency and structured decision-making on local infrastructure priorities.
• Next steps:
  • Kennel Road petition is considered at the 25 February 2025 Council meeting.
  • Relevant officers assess the petition and prepare advice for Council’s deliberation at that meeting.

Community Impact

• Residents of Kennel Road and surrounding streets: Petition received to consider sealing Kennel Road; matter scheduled for discussion at the 25 February 2025 Council meeting (currently gravel/dust/corrugation with regular maintenance needs)
• Ararat Rural City ratepayers: 2025/26 Budget and Revenue & Rating Plan development will proceed with a commitment to a 0% rate rise and community engagement activities (Engage Ararat, town halls across Ararat/Elmhurst/Tatyoon/Moyston/Lake Bolac/Pomonal/Willaura, and public submissions)
• Ararat Rural City residents: Community Vision 2035 and Council Plan 2025–29 will be developed with community consultation alongside the budget process, including draft documents posted on Engage Ararat and town halls in the same communities
• Road users and nearby landowners (McCrows Road area, incl. route to Glenelg Highway): McCrows Road Bridge upgrade approved under Roads to Recovery (Option 2) to achieve full SM1600 load rating; until works are completed, a 15-tonne load limit and speed/load restrictions are to be implemented for safety
• Community members across Ararat municipality: Council will adopt a revised Councillor Code of Conduct (and Councillors sign a commitment), strengthening governance expectations that affect how decisions are made and how councillors conduct themselves publicly
• All residents and asset users (municipality-wide): Adoption of a Non-Current Assets Accounting & Valuation Policy will improve compliance and accuracy of asset valuations (roads/bridges/buildings/drainage/pathways), supporting more reliable planning and reporting for infrastructure and services

Other Notable Items

• Petition received from Kennel Road residents requesting road sealing; to be considered 25 February 2025.
• McCrows Road Bridge specialist assessment; potential load limits and upgrade options discussed.
• 2025/26 Budget engagement plan proposed: town halls across multiple towns plus Engage Ararat website.
• Community Vision 2035 and Council Plan 2025–29 consultation scheduled alongside budget activities.
• Council to publish financial performance reports monthly; rate debtor figures highlighted for attention.

Tech & Innovation Notes

• Live streaming of formal Council meetings via Facebook and on Council’s website (www.facebook.com/araratruralcitycouncil; recordings also available on the Council website).
• Use of an online engagement platform (“Engage Ararat” website) to support community engagement for the 2025/26 Budget and Community Vision/Council Plan.
• Social media promotion to encourage community engagement during budget/plan consultations.
• Grant-funded digital/technology-related initiatives mentioned in performance reporting:
  • “Digital Twin Victoria”
  • “Free Public WiFi Services”
• Move to publish Council’s financial performance reports monthly (publication approach implied via ongoing reporting processes).
• Infrastructure/engineering “up to date technology and engineering processes” noted for bridge design/repair options (not a specific digital platform, but technology-enabled engineering).