Ararat Rural City Council

Key Decisions & Outcomes

• Remade S5 Instrument delegating CEO powers, revoking prior delegations
• Endorsed updated Occupational Health and Safety (OHS) Policy
• Adopted maximum building fee increases for specified report/consent applications
• Endorsed Pitch Music Festival tow-away zone application and CEO authorisation
• Received and adopted Q1 quarterly performance financial statements and indicators
• Adopted updated Asset Management Plans with revised financial/valuation clauses
• Endorsed Environmental Sustainability Strategy 2024–2034 as presented

Detailed Descriptions

Remade S5 Instrument delegating CEO powers, revoking prior delegations

• Context: Council reviewed its governance arrangements to ensure the Chief Executive Officer (CEO) has appropriate delegated authority under the Local Government Act 2020. The S5 Instrument was remade for the newly elected Council.
• Details:
  • Meeting date: 26 November 2024
  • Item: 3.1 S5 Delegations from Council to Chief Executive Officer (Reference 18088)
  • Legal basis: Local Government Act 2020, s11(1)(b) (delegation to CEO) and s11(2) (non-delegable matters), with conditions/limitations in the instrument schedule.
  • Council resolution included:
    • Delegating the CEO powers, duties and functions set out in the attached S5 Instrument of Delegation – Council to CEO, subject to the instrument’s conditions and limitations.
    • The instrument coming into force immediately upon the common seal of Council being affixed.
    • Revocation of all previous delegations to the CEO upon the instrument’s coming into force.
    • Performance/execution in accordance with Council guidelines/policies adopted from time to time.
  • Outcome: Carried 7/0 (Motion moved by Cr Waterston, seconded by Cr R Armstrong; speakers: Cr Waterston and Cr R Armstrong).
• Impact: Provides clear, current authority for day-to-day operational decision-making while ensuring legislative compliance and removing any outdated delegation arrangements.
• Next steps:
  • The CEO delegation register will reflect the remade instrument (the instrument is required to be made available to the public).
  • The CEO will operate under the new instrument once the common seal is applied.

Endorsed updated Occupational Health and Safety (OHS) Policy

• Context: Council is required to maintain a safe working environment and define responsibilities for employees and leaders. The OHS Policy was updated to align with current WorkSafe Victoria standards and improve clarity.
• Details:
  • Meeting date: 26 November 2024
  • Item: 3.2 Occupational Health & Safety Policy (Reference 18089)
  • Legal basis: Occupational Health and Safety Act 2004 and related regulations.
  • Update rationale:
    • Align with current WorkSafe Victoria standards
    • Revised to use clear and accessible language
  • Consultation: Presented to the Health and Safety Committee and the Audit and Risk Committee.
  • Outcome: Carried 7/0 (Motion moved by Cr Teli Kaur, seconded by Cr Peter Joyce; speakers: Cr Kaur and Cr Joyce).
• Impact: Strengthens workplace safety governance, supports injury prevention, and improves staff understanding of roles and responsibilities—reducing risk to employees and the community.
• Next steps:
  • The updated policy will be implemented across Council operations and communicated internally for staff awareness and compliance.

Adopted maximum building fee increases for specified report/consent applications

• Context: The State (Department of Transport and Planning) reviewed statutory building fees. Council was asked to adopt the updated maximum amounts for specific report/consent categories.
• Details:
  • Meeting date: 26 November 2024
  • Item: 3.3 Building Fee Increases (Reference 18090)
  • Fee changes (adopted to the updated maximum amounts):
    • Report and Consent – Section 36(2A) (Siting consideration under Part 5 of the Building Regulations)
      • Current fee: $320.20
      • Updated maximum fee: $448.30
    • Report and Consent – Section 36(4) (Stormwater Legal Point of Discharge Works)
      • Current fee: $159.50
      • Updated maximum fee: $231.40
  • Outcome: Carried 7/0 (Motion moved by Cr R Armstrong, seconded by Cr Rob Waterston; speakers: Cr R Armstrong and Cr Waterston).
• Impact: Applicants for the specified building report/consent matters will face higher fees, supporting the cost recovery of assessment and determination work.
• Next steps:
  • Development & Regulation will apply the new fee maxima in line with the Council’s adopted decision (effective from the date Council’s adoption is implemented in Council’s fee schedule/processes).

Endorsed Pitch Music Festival tow-away zone application and CEO authorisation

• Context: Council sought authority to reduce safety and risk issues caused by vehicle parking in road reserves adjacent to the Pitch Music Festival site. The approach involved tow-away zones and enforcement processes.
• Details:
  • Meeting date: 26 November 2024
  • Item: 3.4 Pitch Music Festival 2025 Tow-away Zones (Reference 18091)
  • Tow-away zone locations proposed:
    • Moyston Dunkeld Road from White Cockatoo Road (north of the Pitch site) south to Mafeking Road
    • 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/enforcement framework:
    • Council establishes an impound area at the Council depot to keep vehicles safe
    • Release fee to comply with Road Management Act Schedule 4 clause 5(2A) and reflect reasonable impoundment costs (including overhead/indirect costs)
    • If a contractor tows, Council cost recovery is handled as agent for the towing company
    • Formal notification to be published in the Government Gazette; signage costs met by event organisers
    • Council to arrange applications through VicRoads for authorities to establish/enforce zones for the festival length
  • Council approvals granted:
    1. Endorsed the application process to obtain VicRoads delegation to establish tow-away zones for the festival each year going forward
    2. Endorsed the CEO’s actions authorising Council officers to implement the process to apply fees for management/enforcement during the festival
  • Outcome: Carried 7/0 (Motion moved by Cr Sanders, seconded by Cr Joyce; speakers: Cr Sanders and Cr Joyce).
• Impact: Improves safety for festival attendees, road users, and surrounding residents by reducing fire, traffic, and pedestrian hazards associated with roadside parking during the event.
• Next steps:
  • Submit/complete the VicRoads delegation process.
  • Coordinate with event organisers and implement the enforcement/fee processes for the 2025 festival.
  • Publish Government Gazette notification and install required signage (costs borne by event organisers).

Received and adopted Q1 quarterly performance financial statements and indicators

• Context: Council is required to present a quarterly budget report to the public. The Q1 statements cover the period ended 30 September 2024 and include financial performance indicators.
• Details:
  • Meeting date: 26 November 2024
  • Item: 3.5 Quarterly Performance Report (Reference 18092)
  • Reporting period: ended 30 September 2024 (Q1)
  • Key financial results (operating):
    • Revenue: $26.097 million
    • Expenses: $9.198 million
    • Operating surplus: $16.899 million (for the three months ended 30 September 2024)
  • Cash position:
    • Cash and cash equivalents increased from $3.049 million (30 June 2024) to $8.426 million (30 September 2024)
    • Net cash provided by operating activities: $5.213 million
  • Financial performance indicators highlighted (examples):
    • Working capital: 392% (expected range 100%–400%)
    • Loans and borrowings: 1.53% (expected range 0%–70%)
    • Rates concentration: 66.99% (expected range 30%–80%)
    • Asset renewal & upgrade: 108.83% (expected range 40%–130%)
    • Rates collected (percentage): 18.1% at 30 September 2024 (noting outstanding rates debtors totalled $16.480 million)
  • Outcome: Carried 7/0 (Motion moved by Cr Waterston, seconded by Cr R Armstrong; speakers: Cr Waterston and Cr R Armstrong).
• Impact: Ensures transparent public reporting of Council’s financial position and performance, supporting accountability and informed community oversight.
• Next steps:
  • Publish the adopted quarterly statements/indicators as part of Council’s quarterly reporting framework.
  • Continue monitoring performance and material variances through subsequent quarterly reports.

Adopted updated Asset Management Plans with revised financial/valuation clauses

• Context: Council’s asset management plans are community-facing documents that must align with legislative requirements and Australian Accounting Standards. Financial clauses were updated to reflect Council’s updated non-current asset accounting and valuation policy.
• Details:
  • Meeting date: 26 November 2024
  • Item: 3.6 Asset Management Plans – Financial Clause Updates (Reference 10893)
  • Plans approved for update (financial clause revisions):
    • Bridges and Major Culverts
    • Buildings and Structures
    • Drainage
    • Footpaths
    • Playgrounds
    • Roads and Transport
    • Monuments
    • Recreation, Leisure and Community Facilities
    • Trees
  • Nature of updates:
    • Updated “7. Finance and Valuations” sections referencing Council’s Non-Current Asset Accounting and Valuation Policy
    • Clarified approaches to:
      • Asset valuation (fair value representation where applicable)
      • Asset capitalisation
      • Carrying amount / net book value
      • Depreciation compliance
      • Representation of asset costings in the finance system using tracking categories
    • Added references across all plans to:
      • Local Government Act 2020 and Local Government (Planning and Reporting) Regulations 2014
      • Relevant AASB standards (e.g., AASB 13, AASB 16, AASB 116, AASB 136, AASB 137, AASB 138, AASB 1051, AASB 1059, etc.)
  • Outcome: Carried 7/0 (Motion moved by Cr Sanders, seconded by Cr Waterston; no speakers recorded).
• Impact: Improves the accuracy and consistency of how Council assets are valued, reported, and planned—supporting compliant financial reporting and better long-term infrastructure stewardship for the community.
• Next steps:
  • Update and publish the revised asset management plans (as community-facing documents).
  • Ensure asset management and finance teams apply the updated valuation/capitalisation/depreciation clauses in reporting cycles.

Endorsed Environmental Sustainability Strategy 2024–2034 as presented

• Context: Council released a draft Environmental Sustainability Strategy for public consultation and then reviewed community feedback before final adoption. The strategy replaces an earlier version that became outdated in 2020.
• Details:
  • Meeting date: 26 November 2024
  • Item: 3.7 Environmental Sustainability Strategy 2024–2034 (Reference 18094)
  • Consultation timeline:
    • Draft released for consultation: 5 July 2024 (Engage Ararat website)
    • Consultation closed: 16 September 2024
    • Responses received: Seven (7) via Engage Ararat; no other channels reported
  • Feedback themes included concerns about feasibility/detail of measures (e.g., net zero emissions realism, canopy cover, biodiversity monitoring methods, weed mapping, and fire preparation integration).
  • Key response adjustments noted in the report:
    • Modify a measure to include bushfire risk consideration for revegetation
    • Explore publicly accessible weed mapping data
    • Modify biodiversity measure to specify limits such as:
      • <5% single species, <10% single genera, <20% single family for new plantations/revegetation
  • Endorsement:
    • Council endorsed the Environmental Sustainability Strategy 2024–2034 as presented
  • Outcome: Carried 7/0 (Motion moved by Cr Joyce, seconded by Cr R Armstrong; speakers: Cr Joyce and Cr R Armstrong).
• Impact: Provides a long-term, community-informed framework guiding environmental management, circular economy priorities, emissions reduction direction, and measurable outcomes across the municipality.
• Next steps:
  • Incorporate implementation into Council’s annual budget development and forecasting processes.
  • Develop/continue action planning and monitoring protocols aligned to the strategy’s “measures of success” and community/stakeholder partnerships.

Community Impact

• Residents (all): Council meetings are live-streamed via Facebook and published on the Council website after the meeting, increasing public access and transparency
• Building applicants/homeowners (municipality-wide): Statutory building fees for “Report and Consent” (siting) and “Stormwater Legal Point of Discharge” works increase to the updated maximum amounts
• Pitch Music Festival area residents/road users: Tow-away zones will be established and enforced on specified roads during the festival, with vehicles potentially impounded and removed (including signage/Gazette notification costs managed via the event)
• Council employees (workplace): Updated Occupational Health & Safety Policy aligns with WorkSafe Victoria standards, strengthening safety responsibilities and hazard prevention in the workplace
• Residents using local infrastructure (municipality-wide): Updated Asset Management Plans adjust financial/valuation clauses to meet legislative and Australian Accounting Standards, supporting ongoing maintenance and renewal planning for roads, drainage, buildings, bridges, and other assets
• Residents/environment (municipality-wide): Adoption of the Environmental Sustainability Strategy 2024–2034 sets long-term targets and actions (e.g., emissions reduction, native vegetation/biodiversity, waste and water initiatives) that will guide future council programs and budgeting

Other Notable Items

• Community feedback on Environmental Sustainability Strategy questioned feasibility and implementation detail.
• Strategy consultation received seven Engage Ararat responses; officers agreed to modify measures of success.
• Pitch Music Festival tow-away zones discussed to reduce fire, traffic, and pedestrian risks.
• Quarterly Performance Report noted major rates debtor increase and cash/working capital changes.
• McCrows Road Bridge flagged for specialist assessment and potential remediation planning.

Tech & Innovation Notes

• Live streaming of formal Council meetings via Facebook and on the Council website (digital public access/transparency).
• “Engage Ararat” website portal used for public consultation (community submissions submitted via the portal).
• Grant-funded digital/tech initiatives mentioned in quarterly reporting:
  • Digital Twin Victoria
  • Free Public WiFi Services
• Asset management/finance system references:
  • Asset Management System used to track assets and costings (including “tracking categories” and representation in the finance system).
• Use of a legal/contract delegations update service:
  • Council’s subscription to the Maddocks Lawyers Delegations Service for legislative updates to delegations.

Key Decisions & Outcomes

• Adopted a 1-year term for the elected Mayor (2024/2025).
• Elected Cr Jo Armstrong as Mayor for the 2024/2025 term.
• Determined to elect a Deputy Mayor for the 2024/2025 term.
• Adopted a 1-year term for the elected Deputy Mayor (2024/2025).
• Elected Cr Bob Sanders as Deputy Mayor for the 2024/2025 term.
• Appointed Council delegates to committees and organisations for 2024/2025.

Detailed Descriptions

Adopted a 1-year term for the elected Mayor (2024/2025)

• Context: The Statutory Meeting on 12 November 2024 required Council to set the term length for the Mayor as part of the annual governance arrangements under the Local Government Act 2020 and Council’s Governance Rules.
• Details:
  • Motion: “That Council adopt a Mayoral Term of 1 year.”
  • Moved: Cr Sanders
  • Seconded: Cr Waterston
  • Date of adoption: 12 November 2024
  • Result: Carried 7/0 (Resolution 5053/24)
• Impact: Establishes a clear, time-bound leadership cycle for the Mayor, supporting regular review of priorities and accountability to the community across the 2024/2025 period.
• Next steps: Proceed to the formal election of the Mayor for the 2024/2025 term following the adopted 1-year term length.

Elected Cr Jo Armstrong as Mayor for the 2024/2025 term

• Context: Following Council’s decision to adopt a 1-year Mayoral term, nominations were called in line with the Governance Rules for the office of Mayor.
• Details:
  • Nominations invited: Friday 8 November 2024
  • Nominations due: by 5:00pm Tuesday 12 November 2024
  • Nomination received: Cr Jo Armstrong (no other nominations received)
  • Election held: 12 November 2024 (Statutory Meeting)
  • Moved: Cr Joyce
  • Seconded: Cr Waterston
  • Result: Carried 7/0 (Resolution 5054/24)
• Impact: Confirms Cr Jo Armstrong as the community-facing leader and presiding Mayor for the 2024/2025 term, guiding Council ceremonial functions and leadership of Council activities.
• Next steps: Conduct the election (or determination) of whether Council will appoint a Deputy Mayor for the 2024/2025 term.

Determined to elect a Deputy Mayor for the 2024/2025 term

• Context: The Local Government Act 2020 does not require Council to establish a Deputy Mayor, so Council needed to decide whether the role would be filled for the 2024/2025 term.
• Details:
  • Motion: “That Council determine if it wishes to elect a Deputy Mayor for the 2024/2025 term.”
  • Moved: Cr R Armstrong
  • Seconded: Cr Waterston
  • Speaker: Cr Rob Armstrong spoke for the motion
  • Date of decision: 12 November 2024
  • Result: Carried 7/0 (Resolution 5055/24)
• Impact: Enables continuity of leadership by providing an Acting Mayor option if required, strengthening governance resilience and ensuring Council operations can continue smoothly.
• Next steps: After deciding to elect a Deputy Mayor, Council adopted the Deputy Mayor term length and then proceeded to the Deputy Mayor election process.

Adopted a 1-year term for the elected Deputy Mayor (2024/2025)

• Context: Once Council decided to elect a Deputy Mayor, it also needed to determine the length of the Deputy Mayor’s term to align with Council’s governance approach.
• Details:
  • Motion: “That Council adopt a Deputy Mayoral Term of 1 year.”
  • Moved: Cr Joyce
  • Seconded: Cr Sanders
  • Date of adoption: 12 November 2024
  • Result: Carried 7/0 (Resolution 5056/24)
• Impact: Provides a consistent leadership timeframe alongside the Mayor’s term, supporting structured governance review and clear expectations for the 2024/2025 period.
• Next steps: Proceed to elect the Deputy Mayor for the 2024/2025 term using the nomination process and absolute majority requirement.

Elected Cr Bob Sanders as Deputy Mayor for the 2024/2025 term

• Context: Nominations for Deputy Mayor were invited under the Governance Rules, with election requiring an absolute majority of Councillors.
• Details:
  • Nominations invited: Friday 8 November 2024
  • Nominations due: by 5:00pm Tuesday 12 November 2024
  • Nomination received: Cr Bob Sanders (no other nominations received)
  • Election held: 12 November 2024 (Statutory Meeting)
  • Moved: Cr J Armstrong
  • Seconded: Cr Kaur
  • Result: Carried 7/0 (Resolution 5057/24)
• Impact: Establishes Cr Bob Sanders as the Deputy Mayor for 2024/2025, strengthening continuity of leadership and ensuring an identified Acting Mayor option when needed.
• Next steps: Council then moved to appoint Council delegates to committees and organisations for the 2024/2025 term.

Appointed Council delegates to committees and organisations for 2024/2025

• Context: Council needed to confirm who would represent it on internal committees and external organisations for the 2024/2025 term, ensuring consistent governance and compliance with representation requirements.
• Details:
  • Decision date: 12 November 2024
  • Motion: “That Council determine the appointment of Council Delegates to Committees and Organisations for the Council term 2024/2025 as listed below.”
  • Moved: Cr Sanders
  • Seconded: Cr Waterston
  • Result: Carried 7/0 (Resolution 5058/24)
  • Appointments included:
    • Municipal Association of Victoria
      • Delegate (1 Councillor): Cr J Armstrong
      • Substitute Delegate (1 Councillor): Cr Sanders
    • Mayoral Taskforce Supporting People Seeking Asylum
      • Basis: Mayor
      • Council Delegate: Cr J Armstrong
    • Western Highway Action Committee
      • Basis: 1 Councillor
      • Council Delegate: Cr R Armstrong
    • Rail Freight Alliance
      • Basis: 1 Councillor
      • Council Delegate: Position withheld until further discussion
    • Audit and Risk Committee
      • Basis: Two Councillors
      • Council Delegates: Cr J Armstrong; Cr Sanders
    • CEO Employment and Remuneration Advisory Committee
      • Basis: Mayor, Deputy Mayor and One Councillor
      • Council Delegates: Cr J Armstrong; Cr Sanders; Cr Joyce
• Impact: Ensures Council’s interests are consistently represented across key governance and external stakeholder forums, supporting effective oversight and informed decision-making for the community.
• Next steps:
  • Continue any required follow-up regarding the Rail Freight Alliance delegate position (withheld pending further discussion).
  • Implement the delegate appointments for the 2024/2025 Council term and maintain representation through committee meeting cycles.

Community Impact

• Residents (community transparency): Council meetings will be livestreamed via Facebook and made available on the Council website after the meeting (excluding closed sessions)
• Residents (local governance leadership): Cr Jo Armstrong elected Mayor for a 1-year term (2024/2025), shaping Council priorities and representation
• Residents (acting leadership): Cr Bob Sanders elected Deputy Mayor for a 1-year term (2024/2025), determining who can act in the Mayor’s absence
• Residents (committee representation): Council delegates for 2024/2025 appointed to external bodies and internal committees (e.g., Audit & Risk Committee; CEO Employment and Remuneration Advisory Committee)
• Residents (meeting access/attendance): Council will hold meetings at 6:00pm on the scheduled dates in 2024/2025, with no December Council meeting
• Residents (public notice): Council meeting dates and times will be advertised in a local newspaper and published on the Council website for 2024/2025

Other Notable Items

• Live-streaming council meetings via Facebook and website to improve transparency.
• Council adopted a 1-year mayoral term for 2024/2025.
• Council decided whether to elect a Deputy Mayor for 2024/2025 term.
• Rail Freight Alliance delegate position withheld pending further discussion.
• Proposed council meeting schedule: no December meeting; last Tuesday monthly.

Tech & Innovation Notes

• Live streaming of Council meetings via Facebook and on Council’s website (digital platform for public access/transparency)
• Council website publication of recordings of Council meetings (excluding closed sessions)
• Use of online channels for advertising Council meeting dates (local newspaper + Council’s website)

Key Decisions & Outcomes

• Confirmed minutes of the 24 September 2024 Council meeting.
• Received and noted the Annual Report 2023/2024.
• Annual Report 2023/2024 to be forwarded to the Minister for Local Government.
• No declarations of conflict of interest were received.
• Continued live streaming of Council meetings via Facebook and website.

Detailed Descriptions

Confirmed minutes of the 24 September 2024 Council meeting

• Context: Council considered the procedural item to confirm the accuracy of the minutes from the previous Council meeting held on 24 September 2024.
• Details:
  • Meeting: 8 October 2024 (Council Chambers, Shire Offices)
  • Minutes to be confirmed: Council Meeting held on 24 September 2024
  • Motion: Moved by Cr J Armstrong, seconded by Cr Beales
  • Result: Carried (CARRIED 5051/24)
  • Meeting record certification: “I HEREBY CERTIFY THAT PAGES 9513 - 9659 ARE CONFIRMED AND ARE TRUE AND CORRECT RECORD.”
  • Mayor: Cr Bob Sanders (Mayor)
• Impact: Confirms the official record of decisions and discussions from 24 September 2024, supporting transparency and governance continuity.
• Next steps: The confirmed minutes remain the formal record for future reference and for any subsequent reporting, audits, or follow-up actions arising from that meeting.

Received and noted the Annual Report 2023/2024

• Context: Council was required to formally consider the Annual Report for the financial year ending 30 June 2024, as part of legislative reporting obligations.
• Details:
  • Council meeting: 8 October 2024
  • Item: 2.1 Consideration of Annual Report 2023/2024
  • Responsible officer: Chief Executive Officer (CEO)
  • Department/Reference: CEO’s Office / Reference 17332
  • Officer conflict statement: “No person involved in the preparation of this report has a conflict of interest requiring disclosure.”
  • Motion: Moved by Cr Allgood, seconded by Cr Beales
  • Result: Council to “receive and note” the Annual Report 2023/2024 (CARRIED 5052/24)
  • Legislative basis referenced: Sections 98, 99 and 100 of the Local Government Act 2020
• Impact: Enables the community and stakeholders to understand Council’s performance and operations for the year ended 30 June 2024, and supports compliance with statutory governance requirements.
• Next steps: After Council receives and notes the report, it proceeds to the next legislative step—forwarding to the Minister for Local Government (see next item).

Annual Report 2023/2024 to be forwarded to the Minister for Local Government

• Context: After Council’s consideration, the Annual Report must be submitted to the State Minister responsible for Local Government by the required deadline.
• Details:
  • Annual Report period covered: year ended 30 June 2024
  • Council meeting: 8 October 2024
  • Statement in report: “The Annual Report 2023/2024 will be forwarded to the Minister for Local Government once complete.”
  • Additional statement: “A copy of the Annual Report 2023/2024 will be submitted to the Minister for Local Government before the Ministerial deadline.”
• Impact: Ensures regulatory oversight and accountability at the State level, while maintaining public reporting integrity for the Ararat Rural City Council community.
• Next steps: CEO’s Office to finalise completion and submit the Annual Report to the Minister for Local Government prior to the Ministerial deadline.

No declarations of conflict of interest were received

• Context: Council must ensure conflicts of interest are declared before matters are considered, to maintain procedural fairness and transparency.
• Details:
  • Council meeting: 8 October 2024
  • Procedural item: 1.5 Declaration of Conflict of Interest
  • Outcome: “There were no Declaration of Conflict of Interests received.”
  • Meeting context: Councillors were present and the declaration process was addressed prior to the reports requiring Council decision.
• Impact: Reduces risk of perceived or actual bias in Council deliberations and supports confidence in the decision-making process.
• Next steps: No conflict-related actions (e.g., leaving the meeting or written notices to the CEO) were required for this meeting.

Continued live streaming of Council meetings via Facebook and website

• Context: Council continues to improve transparency and accessibility by broadcasting formal Council meetings to the public.
• Details:
  • Council meeting: 8 October 2024
  • Live streaming method:
    • Available to view on Council’s Facebook page from 6pm
    • Available on Council’s website following the Council Meeting
  • Meeting details included in documentation:
    • Held in Council Chambers, Shire Offices
    • Commenced at 6.00pm
  • Facebook viewing note included: No Facebook account required; enter: www.facebook.com/araratruralcitycouncil
• Impact: Broadens community access to Council proceedings, supporting transparency and public participation.
• Next steps: Streaming remains available as described (Facebook from 6pm; website after the meeting), and recordings (excluding closed sessions) continue to be made available on Council’s website.

Community Impact

• Ararat Rural City residents: Council meetings are livestreamed (from 6pm via Facebook and later on the Council website), increasing public access to decision-making
• Community members: Annual Report 2023/2024 is formally received and noted by Council, providing residents with an official account of Council activities and performance for the year to 30 June 2024
• Ratepayers: Annual Report highlights a net 0% increase in rates over the last 7 years, supporting expectations of stable rate impacts (subject to future budgets)
• Local jobs and training participants: Delivery of Free TAFE Certificate 3 in Early Childhood Education and Care to the Ararat Jobs and Technology Precinct (with Federation University Australia) supports training and employment pathways
• Recreation and sporting users: Completion of the $4.725 million Gordon Street Recreation Reserve redevelopment project improves local recreation facilities for community use
• Road users and nearby residents: Completion of Helendoite Road Bridge construction, Alexandra Oval resurfacing, and McLellan Street culvert works improves local infrastructure and drainage/road conditions

Other Notable Items

• Council livestreamed formal meetings via Facebook and website to improve community transparency.
• Annual Report 2023/2024 received and noted; highlights included net 0% rates increase over seven years.
• Reported completion of major projects: Gordon Street Recreation Reserve, Helendoite Road Bridge, Alexandra Oval resurfacing.
• Workforce Pilot Program continuation to stimulate economic growth, create jobs, and address workforce shortages.
• No declarations of conflict of interest received; no apologies recorded.

Tech & Innovation Notes

• Live streaming of Council meetings via Facebook (and availability on the Council website afterward) to improve transparency and community access.

Key Decisions & Outcomes

• Approved in-principle 2023/24 Financial Statements and Performance Statement for audit.
• Authorised CEO, Cr Bob Sanders, and Cr Jo Armstrong to certify final 2023/24 statements.
• Adopted 30 June 2024 quarterly performance report: financial statements and performance indicators.
• Adopted transfers to reserves ($2,628,250) and from reserves ($14,780,498).
• Received and adopted Audit & Risk Committee minutes from 3 September 2024.
• Accepted apology of Cr Bill Waterston.

Detailed Descriptions

Approved in-principle 2023/24 Financial Statements and Performance Statement for audit

• Context: Council is required under the Local Government Act 2020 to approve the Financial Statements and Performance Statement “in principle” before the Victorian Auditor-General can audit and issue the audit report.
• Details:
  • Meeting date: 24 September 2024
  • Financial year: year ended 30 June 2024
  • Decision: Council gave approval in principle to the 2023/24 Financial Statements and Performance Statement (as required by Section 99(2) of the Local Government Act 2020).
  • Motion carried: CARRIED 5048/24.
• Impact: Enables the audited annual reporting process to proceed, supporting transparent accountability to the community about Council’s financial performance and service outcomes.
• Next steps: The statements are submitted to the auditor for audit; after any auditor-recommended changes, the final documents must be certified by authorised Councillors and the CEO.

Authorised CEO, Cr Bob Sanders, and Cr Jo Armstrong to certify final 2023/24 statements

• Context: The Act requires Council to authorise specific people to certify the final (post-audit-change) version of the Financial Statements and Performance Statement.
• Details:
  • Meeting date: 24 September 2024
  • Authorised to certify final 2023/24 documents:
    • Chief Executive Officer (CEO), Dr Tim Harrison
    • Councillor Bob Sanders
    • Councillor Jo Armstrong
  • Legal basis: Section 99(3) of the Local Government Act 2020 (certification in final form after auditor changes).
  • Motion carried: CARRIED 5048/24.
• Impact: Ensures the community receives audited, finalised financial and performance reporting that meets statutory requirements.
• Next steps: After the Victorian Auditor-General’s Office reviews the statements (and any changes are made), the authorised persons certify the final documents.

Adopted 30 June 2024 quarterly performance report: financial statements and performance indicators

• Context: Council must present and adopt quarterly reporting that includes comparisons of actual results versus budget and includes financial performance indicators.
• Details:
  • Meeting date: 24 September 2024
  • Period covered: 30 June 2024
  • Decision: Council received and adopted the Comprehensive Income Statement, Balance Sheet, Statement of Cash Flows, and Financial Performance Indicators for the period ended 30 June 2024.
  • Motion carried: CARRIED 5049/24.
• Impact: Provides the community with an official, adopted view of Council’s year-end financial position and performance indicators.
• Next steps: The adopted documents form part of Council’s formal reporting cycle (including inclusion in the Annual Report), following any required audit finalisation steps.

Adopted transfers to reserves ($2,628,250) and from reserves ($14,780,498)

• Context: Council’s year-end accounting requires movements between reserves to reflect carried-forward project funding and reserve utilisation.
• Details:
  • Meeting date: 24 September 2024
  • Transfers to reserves (total): $2,628,250
    • Capital Works & Projects Reserve: $2,580,000 (including items such as Free Public WiFi Services $1,099,723, Digital Twin Victoria $549,277, Ararat Housing Transition $300,000, Pomonal Community Hub $200,000, etc.)
    • Recreational Lands Reserve: $48,250 (Open Space Contributions)
  • Transfers from reserves (total): $14,780,498
    • Capital Works & Projects Reserve: $14,780,498 (for 23/24 works/projects)
  • Motion carried: CARRIED 5049/24.
• Impact: Supports continuity of funded projects and clarifies how reserve balances translate into delivered works, improving financial transparency for residents.
• Next steps: Reserve balances are updated to reflect these movements, and the figures are incorporated into Council’s adopted year-end reporting.

Received and adopted Audit & Risk Committee minutes from 3 September 2024

• Context: Council must consider minutes from its Audit and Risk Committee to ensure governance oversight and risk-related matters are properly reported to Council.
• Details:
  • Meeting date: 24 September 2024
  • Committee minutes received/adopted: Audit & Risk Committee meeting held 3 September 2024
  • Councillor representatives listed for the committee: Cr Jo Armstrong and Cr Bob Sanders
  • Motion carried: CARRIED 5050/24.
• Impact: Strengthens governance by formally bringing independent committee oversight into Council’s decision-making record.
• Next steps: The next Audit & Risk Committee meeting is scheduled for 3 December 2024.

Accepted apology of Cr Bill Waterston

• Context: At the start of the Council meeting, apologies are considered and accepted to confirm which Councillors are absent.
• Details:
  • Meeting date: 24 September 2024
  • Apology: Cr Bill Waterston
  • Motion: “That the apology of Cr Waterston be accepted.”
  • Moved: Cr J Armstrong; Seconded: Cr Beales
  • Motion carried: CARRIED 5046/24.
• Impact: Confirms attendance arrangements for the meeting and ensures Council business proceeds with appropriate representation.
• Next steps: No further action required beyond recording the acceptance of the apology in the minutes.

Community Impact

• Residents (Ararat Rural City): Council meetings are livestreamed (from 6pm) and recordings are published online, increasing access to decision-making and transparency
• Ratepayers (all areas): 2023/24 financial statements and performance reporting were approved “in principle” and adopted, supporting ongoing accountability for council spending and service delivery
• Residents (all areas): Council reported an operating deficit for 2023/24 ($6.626m) and changes in cash position, which may influence future budgeting and service resourcing decisions
• Residents (all areas): Expanded kerbside collection area is reflected in increased waste management charges, affecting household costs tied to waste services
• Community users (local facilities): Capital works completed in 2023/24 (e.g., Gordon Street Recreation Reserve precinct, Lake Bolac Complex upgrades, Willaura Memorial Hall kitchen upgrades, all-abilities playgrounds at Alexandra Gardens and Lake Bolac) improve local recreation and accessibility
• Local communities (project areas): Grants and reserve transfers support delivery/continuation of specific projects (e.g., Ararat East Development Zone trunk infrastructure, Gordon St redevelopment, disaster recovery planning hub, Pomonal community hub), affecting what services and infrastructure are prioritised next

Other Notable Items

• Live-streaming council meetings via Facebook and website to improve community transparency.
• Financial update: operating deficit of $6.626m for 2023/24, despite comprehensive surplus after revaluations.
• Multiple unbudgeted grants received, including flood disaster recovery and trunk infrastructure funding.
• Performance reporting framework: indicators uploaded to “Know your Council” for statewide comparisons.
• Next Audit & Risk Committee meeting scheduled for 3 December 2024.

Tech & Innovation Notes

• Digital services / online platforms

  • Council meetings live streamed via Facebook and made available on the Council website for transparency.
  • Performance reporting framework requires loading indicators onto the “Know your Council” website (vic.gov.au).

• Smart city / digital infrastructure initiatives

  • Grant funding includes Digital Twin Victoria (listed under non-recurrent operating grants and reserve transfers).
  • Grant funding includes Free Public WiFi Services (listed under non-recurrent operating grants and reserve transfers).

• IT infrastructure / connectivity

  • Free Public WiFi Services referenced as a funded initiative (capital works reserve transfer).

• Digital transformation / innovation-related projects

  • Planning & Data Development grant referenced.
  • Digital Twin Victoria referenced as a data/digital modelling initiative.

Key Decisions & Outcomes

• Defer sale of Banfield Street land until after the election period.
• Adopt revised S6 Instrument of Delegation to Council staff.
• Adopt Election Period Policy 2024 reflecting updated election dates.
• Receive the August 2024 Capital Works Program report.
• Fund three July 2024 Community Support Grants applications ($6,935 total).
• Receive the six-month update on February bushfire recovery efforts.

Detailed Descriptions

Defer sale of Banfield Street land until after the election period

• Context: Council received a request to sell Council-owned land in Banfield Street, Ararat, and had already commenced community engagement in May 2024. With elections approaching and the caretaker period starting, Council needed to consider whether the decision should be made before voters elect a new Council.
• Details:
  • Location: Small parcel of Council-owned land between Banfield Street and View Point Street, Ararat.
  • Community engagement process (Engage Ararat):
    • Closed on 5 August 2024
    • Total submissions received: 155
      • 151 via Engage Ararat
      • 4 via phone, letters, or in person to the Council office
  • Purpose of proposed sale: Residential development aimed at retirees and young professionals.
  • Council decision: Defer the sale decision until after the election period due to the analysis required and the caretaker period.
  • Resolution: Carried 5035/24 (Unanimous)
• Impact: Ensures the community’s feedback is fully analysed and that the decision is not perceived as influencing voters during the election period, while still progressing engagement outcomes for the incoming Council.
• Next steps:
  • Council will defer the sale decision until after the election period.
  • A public meeting (the second element of engagement) is planned for after elections, when the newly elected Council has commenced.

Adopt revised S6 Instrument of Delegation to Council staff

• Context: Council must delegate statutory functions to staff to operate efficiently, and keep delegations updated to remain compliant with legislative changes. The revised S6 Instrument was prepared to reflect updates in relevant laws and regulations.
• Details:
  • Item reference: 3.2, reference number 16667.
  • Purpose: Adopt the revised S6 Instrument of Delegation from Council to Members of Council Staff.
  • Key legislative updates reflected in the revised instrument:
    • Removal of sections 12(2), 12(4)-(7) of the Road Management Act 2024
    • Deletion of revoked Residential Tenancies (Caravan Parks and Movable Dwellings Registration and Standards) Regulations 2020; new regulations included, commencing 29 June 2024
    • Amendments to the Food Act 1984 via the Regulatory Legislation Amendment (Reform) Act 2024, including new/updated powers relating to:
      • Directing publication/affixing of orders (amended s19(4)(a) provisions)
      • s19FA powers to direct food safety program revisions and related registration actions (including refusal, revocation, and suspension)
  • Effective date mechanics:
    • Comes into force immediately the common seal of Council is affixed
    • On commencement, all previous delegations to staff (other than the CEO) are revoked
  • Resolution: Carried 5036/24
• Impact: Improves governance reliability by ensuring staff are properly empowered to make routine decisions under current legislation, reducing delays and compliance risk.
• Next steps:
  • CEO and Governance/Risk processes to ensure:
    • The instrument is signed under Council’s seal
    • Staff delegations are updated and previous staff delegations are formally revoked upon commencement.

Adopt Election Period Policy 2024 reflecting updated election dates

• Context: Council’s election period policy must be included in its Governance Rules and must prohibit certain decisions during election periods. The policy previously adopted on 30 April 2024 needed updating after legislative changes that altered key election dates.
• Details:
  • Item reference: 3.3, reference number 16668.
  • Legislative changes driving the update:
    • Local Government Amendment (Governance and Integrity) Act 2024 received Royal Assent on 25 June 2024
    • Local Government (Electoral) Amendment Regulations 2024 made on 25 June 2024
  • Updated election period dates for the 2024 general elections:
    • Begins: 12 noon, Tuesday 17 September 2024
    • Ends: 6.00pm, Saturday 26 October 2024
  • Policy adoption:
    • Council adopted the revised Election Period Policy 2024 to reflect these dates.
  • Resolution: Carried 5037/24
• Impact: Provides clear, compliant guidance to prevent inappropriate Council decisions during the caretaker period, protecting the integrity of the election process and ensuring legislative compliance.
• Next steps:
  • Policy will be applied immediately for governance and decision-making leading into and throughout the election period (17 Sept–26 Oct 2024).

Receive the August 2024 Capital Works Program report

• Context: Council’s Capital Works Program is part of the operational delivery of the annual budget and tracks progress, commitments, and expenditure status. The August 2024 report provided an update as at 22 August 2024.
• Details:
  • Item reference: 4.1, reference number 16669
  • Program scale (2024/2025):
    • Total capital works investment: $15.513 million (as described in the report)
    • Budget status as at 22 August 2024:
      • 8% of the budget spent
      • End-of-month invoices pending
  • Major initiatives highlighted:
    • Mount William Road Stage Two Construction (supported by Federal Government funding)
    • Buangor Ben Nevis Road Stage One Construction (starting from Western Highway for ~1.5 km)
    • Urban Gravel to Seal Road Upgrades
    • Maintenance: Footpaths, Drainage, Kerb and Channel
  • Examples of works underway/commenced:
    • Resurfacing of Pomonal Tennis Courts (commenced)
    • Tatyoon Oval upgrade works approved; works planned for February 2025
    • Buangor Ben Nevis Road plans completed; commencement pending cultural heritage and flora/fauna reports (expected by October)
    • Weighbridge Place, Lake Bolac asphalting committed to be complete by 31 October 2024
  • Resolution: Carried 5038/24
• Impact: Keeps the community informed on infrastructure delivery progress and supports transparent budget management and planning for asset renewal.
• Next steps:
  • Continue delivery and invoicing through August/September 2024.
  • Finalise estimates for road resealing and bring any required budget commitments to a future Council meeting (as noted in the report).

Fund three July 2024 Community Support Grants applications ($6,935 total)

• Context: Council assessed July 2024 Community Support Grants applications using an external panel process. Council agreed to fund three of six applications based on alignment with grant guidelines and assessment criteria.
• Details:
  • Item reference: 4.2 (report titled Community Support Grants Report – July 2024), reference number 16670
  • Applications received: 6
  • Assessment panel: 2 community members + Chief Executive Officer
  • Successful grants: 3 applications
    • Ararat Basketball Association: New uniforms to encourage more girls to come and try basketball — $2,435.00
    • Mt William Polo Club: Mount William Station Polo Tournament (26–27 October 2024) — $2,500.00 (half amount)
    • Pomonal Primary School: Pomonal Primary School Art Show (community event to raise funds) — $2,000.00
  • Total funded: $6,935.00
  • Resolution on receiving report: Carried 5039/24
  • Notes on unsuccessful applications (for context):
    • Ararat VRI Bowls Club: didn’t align with grant scope (sponsorship suggested instead) — $3,000.00
    • Golden Gateway Festival: sponsorship/town hall fees approach requested — $3,800.00 (as described)
    • Grampians Soaring Club: already received a grant in March 2024 round — $3,000.00
• Impact: Directs targeted community funding to local participation and community events, supporting community life and engagement across Ararat Rural City.
• Next steps:
  • Funded organisations proceed with their projects/events in line with grant conditions.
  • Council/CEO office to manage acquittal and reporting requirements consistent with the Community & Event Support Grants Guidelines.

Receive the six-month update on February bushfire recovery efforts

• Context: The February 2024 bushfires significantly impacted Pomonal and the broader region, including major property and environmental losses. Council received a six-month recovery update to track progress and ongoing support activities.
• Details:
  • Item reference: 4.3, reference number 16671
  • Bushfire background (as stated in the report):
    • 13 February 2024: lightning-ignited fire on Mt William Range (Grampians National Park) impacting Pomonal, destroying 46 houses and affecting native vegetation, farmland, and fencing
    • 22 February 2024: fire in Mount Buangor State Park, burning 14,684ha and destroying residential properties, farmland, stock, and fencing
  • Six-month recovery update includes:
    • Recovery Hub transition:
      • Initially at Pomonal Store
      • Moved to Pomonal Hall, integrating with the Relief Centre
      • Continued Council presence in Pomonal (including Manager of Development and Regulation)
    • Community engagement/workshops:
      • Two roundtable workshops with experts in architecture for bushfire-prone areas
      • Landscaping and Garden Expo scheduled for 31 August (as noted in the report)
    • Parks and gardens maintenance:
      • Completed cleanup of Council roads including replacement of signs, culverts, and roadside posts
    • ERV and contractor support:
      • Emergency Recovery Victoria (ERV) coordinated cleanup of destroyed assets in Pomonal (with Hansen Yuncken completing tasks)
      • ERV managed registration of hazardous trees on private property in Pomonal and Bayindeen
      • Disaster Relief Australia (DRA) completed six weeks of intensive cleanup of private properties (debris removal, tree cutting, fence line clearing)
    • Blazeaid contributions:
      • Operated from Coob and Co until end of July
      • Cleared 114 km of fences and rebuilt 81 km with 198 volunteers
    • Additional local initiatives:
      • Habitat Box Program in Bayindeen initiated by local residents
    • Agencies supporting recovery (examples listed):
      • DFFH, FFMV, CFA, Victoria Police, DH Grampians Community Health, Ballarat Community Health
  • Resolution: Carried 5040/24
• Impact: Provides accountability and continuity of recovery efforts, helping residents understand what has been completed and what support is ongoing.
• Next steps:
  • Continue recovery coordination across agencies and local groups beyond the six-month mark.
  • Proceed with planned community events (including the 31 August expo) and ongoing cleanup/rebuilding support activities.

Community Impact

• Banfield Street residents: Council deferred the proposed sale of Council-owned land, delaying any potential residential development affecting the area
• Ararat residents (general): Council adopted the revised Election Period Policy 2024, restricting certain Council decisions during the 17 Sep–26 Oct 2024 caretaker period
• Council ratepayers and service users (general): Updated S6 Instrument of Delegation enables staff to make more routine statutory decisions, potentially changing how quickly approvals/enforcement actions are handled
• Road users across the municipality: 2024/2025 Capital Works Program will progress major road works (e.g., Mt William Road Stage Two, Buangor Ben Nevis Road Stage One, gravel-to-seal upgrades) with associated construction impacts
• Footpath and drainage users (urban areas): Footpath renewals and drainage/kerb-and-channel improvements will be undertaken (including works planned to start in October 2024), affecting access and local streetscapes during works
• Pomonal and Bayindeen residents (bushfire recovery): Continued recovery activities including a Recovery Hub presence, cleanup/maintenance, and upcoming landscaping/garden recovery events support rebuilding and hazard reduction after the February 2024 bushfires

Other Notable Items

• Community engagement for Banfield Street land sale drew 155 submissions; decision deferred until after elections.
• Council briefings covered caretaker period, View Point Street land consultation outcomes, and multiple local development projects.
• Election Period Policy updated for election dates: 17 Sep–26 Oct 2024, reflecting legislative changes.
• Capital Works Program update: $15.513m planned, including Mt William Road and Buangor Ben Nevis Road projects.
• February bushfire recovery update included Recovery Hub transition and upcoming August 31 landscaping/garden expo.

Tech & Innovation Notes

• Digital services / online platforms

  • Live streaming of council meetings via Facebook and Council’s website to improve community transparency/accessibility.
  • Use of the online engagement platform “Engage Ararat” for community consultation on proposed sale of council-owned land (155 submissions; 151 via Engage Ararat).

• Digital transformation / governance tooling

  • Updates to the Instrument of Delegation were made using “Maddocks Lawyers Delegation Service” and “RelianSys” software (delegation management/updates).

• IT infrastructure / cybersecurity

  • No explicit cybersecurity or IT infrastructure items mentioned.

• Smart city initiatives

  • No explicit smart city initiatives mentioned.

• Tech community / startups / innovation ecosystems

  • No explicit mentions of hackerspaces, startups, or tech community groups.

Key Decisions & Outcomes

• Adopt Annual Plan 2024/2025 to operationalise Council Plan 2021–2025.
• Release community consultation for Ararat indoor sports facilities and indoor pool upgrade concepts.
• Sign the Victorian Child Friendly Cities and Communities Charter; establish a working group.
• Approve Safe Local Roads and Streets Program projects (TEI ~$2.193M+) for funding progression.
• Approve landfill closure/remediation payments up to $551,884 from the Waste Reserve.
• Adopt Rate Collection Policy and Financial Hardship Policy; publish both on Council website.

Detailed Descriptions

Adopt Annual Plan 2024/2025 to operationalise Council Plan 2021–2025

• Context: Council adopted the Council Plan 2021–2025 to set strategic direction for the term. Each year Council prepares an Annual Plan to operationalise that strategy and deliver statutory planning obligations, including through the transition to the newly elected Council after the 2024 Victorian Council elections.
• Details:
  • Meeting date: Tuesday 30 July 2024
  • Decision: Council adopted the Draft Annual Plan 2024/2025
  • Motion outcome: Carried 5018/24
  • Purpose of Annual Plan 2024/2025:
    • Fourth and final annual plan in the 2021–2025 planning cycle
    • Covers 2024/2025 and supports transition planning for the new Council
  • Key focus for 2024/2025:
    • Operationalise strategies in Council Plan 2021–2025
    • Deliver statutory obligations required under the Local Government Act 2020
  • Budget implications:
    • No additional budget implications
    • Actions are budgeted in the 2024/2025 Budget or require no additional resourcing
• Impact:
  • Provides a clear, year-by-year delivery framework so community priorities and Council objectives are implemented consistently during 2024/2025.
  • Supports continuity of service delivery and planning compliance through the post-2024 election transition period.
• Next steps:
  • Annual Plan 2024/2025 will guide operational delivery across Council departments for 2024/2025.
  • Preparation for the next Council Plan cycle will be progressed as part of the transition to a newly elected Council.

Release community consultation for Ararat indoor sports facilities and indoor pool upgrade concepts

• Context: At the 30 April 2024 Council Meeting, Council endorsed exploration and concept development of alternative sites for the services/facilities currently offered at the Ararat Fitness Centre. The July 2024 report identifies preferred locations and initial concepts for consultation.
• Details:
  • Meeting date: Tuesday 30 July 2024
  • Decision: Council received the report and sought community and stakeholder feedback on:
    • New indoor sports centre at the Alexandra Oval Precinct
      • Preferred site: disused old netball courts and associated building structures at Alexandra Oval Recreation Reserve
      • Initial concepts: indicative floor plans provided as attachments
    • Ararat Outdoor Pool upgrade
      • Recommended approach: upgrade the Ararat Outdoor Pool at Alexandra Gardens to an indoor pool
      • Includes: children’s pool, hydrotherapy pool/spa, and sauna
      • Rationale: avoids constructing a new aquatic facility elsewhere and leverages existing pool administration/changeroom facilities
  • Motion outcome: Carried 5019/24
  • Budget implications:
    • Site analysis and initial concept development completed internally (no budget implications)
    • Next phase consultation expected to be delivered with existing resources
    • Any further concept development for procurement would be funded from reallocated funds from the Stage 1 redevelopment of the Ararat Fitness Centre (final costs to be determined after feedback)
• Impact:
  • Enables residents, users, and stakeholders to influence the final location and design direction for major community recreation infrastructure.
  • Helps manage transition impacts by confirming potential arrangements before any move from existing facilities.
• Next steps:
  • Conduct community and stakeholder consultation on the preferred sites and initial concept floor plans (indoor sports and indoor pool upgrade).
  • Use feedback to refine concepts and determine next-phase design and procurement requirements.

Sign the Victorian Child Friendly Cities and Communities Charter; establish a working group

• Context: Council already applies child-friendly principles through its strategies and community infrastructure priorities. Signing the Victorian Child Friendly Cities and Communities (CFCC) Charter formalises Council’s commitment and supports a whole-of-community approach.
• Details:
  • Meeting date: Tuesday 30 July 2024
  • Decision:
    • Council becomes a signatory to the Victorian Child Friendly Cities and Communities Charter
    • Establish a new Working Group with Council, child-related sector, and community representatives
  • Motion outcome: Carried 5020/24
  • Working Group reporting requirement:
    • Council will receive a progress report at the March 2025 Council Meeting
    • Working Group terms of reference to be developed and agreed by the Working Group
  • Charter background:
    • Launched in 2013; refreshed in 2022
    • Principles include acting in the best interests of the child, enabling children’s voice, and creating equity for all children
• Impact:
  • Strengthens governance and accountability for child-focused planning and service delivery.
  • Positions Ararat Rural City as a leader among small rural councils (noted as the first small rural council to become a signatory).
• Next steps:
  • Complete administrative steps to sign the Charter.
  • Establish the Working Group and develop terms of reference.
  • Provide a March 2025 update to Council on progress and terms of reference.

Approve Safe Local Roads and Streets Program projects (TEI ~$2.193M+) for funding progression

• Context: The Safe Local Roads and Streets Program (SLRSP) is a joint initiative of DTP and TAC to fund safe system infrastructure improvements. Council developed a suite of projects with SMEC as the pre-assigned consulting partner following a workshop in late May 2024.
• Details:
  • Meeting date: Tuesday 30 July 2024
  • Decision: Council approved the program of nominated projects for SLRSP funding progression
  • Motion outcome: Carried 5021/24
  • Total Estimated Investment (TEI): $2,193,000+
  • Projects approved (estimate):
    1. Queen St / Moore St, Ararat – Raised roundabout – $541,000
    2. View Point St / High St, Ararat – Intersection safety improvements – $113,000
    3. Vincent St / Alexandra Ave, Ararat – Raised crossing – $288,000
    4. Buangor–Ben Nevis Rd / Mount Cole Rd / Warrak Rd, Warrak – Intersection realignment & speed zone changes – $789,000
    5. Moore St & Princes St, Ararat – Wombat crossings – $116,000
    6. Ingor St, Ararat – Wombat crossing – $85,000 (supported in principle)
    7. King St, Ararat – Wombat crossing – $92,000 (supported in principle)
    8. View Point St / Tobin St / Taylor St, Ararat – Wombat crossing & intersection realignment – $169,000 (supported in principle)
  • Funding model:
    • Program provides councils an initial funding amount of $2 million (with potential for additional funding for high-value/innovative projects)
    • No co-contribution requirement from Council
  • Key program timelines:
    • Funding/design applications finalised within 6 months of the late May 2024 workshop: by November 2024
    • Delivery timeframe: 18 months from approval, with delivery timeframe described as May 2026
• Impact:
  • Delivers targeted road safety improvements across Ararat and Warrak, including pedestrian priority treatments and intersection risk reduction.
  • Improves safety outcomes without requiring Council co-funding.
• Next steps:
  • Progress to finalise designs and funding applications by November 2024.
  • Continue with road safety audits (TAC to carry out audits at no cost to Council).
  • Move into delivery planning to meet the May 2026 timeframe.

Approve landfill closure/remediation payments up to $551,884 from the Waste Reserve

• Context: Following EPA Environmental Action Notices (EANs) issued in February 2024, Council approved closure of Tatyoon and Streatham landfills and modification of Elmhurst to a transfer station. The works were completed in April–early June 2024 and compliance certification was received.
• Details:
  • Meeting date: Tuesday 30 July 2024
  • Decision: Council approved payment for remediation/closure works for:
    • Tatyoon Landfill
    • Streatham Landfill
    • Elmhurst Landfill
  • Payment cap: up to $551,884 funded through the Waste Reserve
  • Motion outcome: Carried 5022/24
  • Key compliance/works dates:
    • Landfill closures: 13 April 2024
    • Remediation commenced at Tatyoon: week commencing 15 April 2024
    • Works at Streatham and Elmhurst concluded: early June 2024
  • Volumes removed (to Cleanaway Landfill, Stawell):
    • Tatyoon: 258 tonnes
    • Streatham: 1,524 tonnes
    • Elmhurst: 146 tonnes
  • Cost breakdown (as reported):
    • Tatyoon: $85,914
    • Streatham: $416,031
    • Elmhurst: $49,939
    • Total: $551,884
• Impact:
  • Ensures EPA compliance and reduces risk of penalties by completing required remediation and waste relocation.
  • Protects the community and environment through proper landfill closure and rehabilitation planning.
• Next steps:
  • Continue/commence long-term rehabilitation for each site to EPA standards (noting this is required beyond the urgent compliance works).
  • Maintain Waste Reserve funding arrangements for the approved payments.

Adopt Rate Collection Policy and Financial Hardship Policy; publish both on Council website

• Context: Council reviewed and prepared updated policy frameworks to support transparent, fair rate collection and provide structured assistance for ratepayers experiencing financial hardship, consistent with the Local Government Act 1989.
• Details:
  • Meeting date: Tuesday 30 July 2024
  • Decisions:
    • Adopt the Rate Collection Policy and place it on the Council website
    • Adopt the Financial Hardship Policy and place it on the Council website
  • Motion outcomes:
    • Rate Collection Policy: Carried 5023/24
    • Financial Hardship Policy: Carried 5024/24
  • Rate Collection Policy key points (from report):
    • Instalments allowed (per Act) and Council also allows lump sum on 15 February each year
    • Interest on overdue rates as per Local Government Act 1989 s172, with Council allowing a 30-day grace period before interest applies
    • Debt recovery processes and potential legal action if unpaid (with fees/court costs recoverable)
    • Payment plan framework under s171B, aiming to settle overdue balances within up to 4 years (where applicable)
  • Financial Hardship Policy key points (from report):
    • Enables waiver of whole/part of rates or late payment interest under s171A
    • Waiver applies only to rates on a ratepayer’s primary residence (excludes commercial/industrial/investment and most farm properties)
    • Deferral of rates may be considered based on hardship (interest still charged under deferral)
• Impact:
  • Improves transparency and consistency in how Council collects rates and manages arrears.
  • Provides clearer pathways for affected residents to seek relief and avoid escalation to enforcement actions.
• Next steps:
  • Publish both policies on the Council website following adoption.
  • Ensure staff processes align with the policies for applications, payment plans, and hardship requests.

Community Impact

• Residents (Ararat Rural City): Adoption of the 2024/2025 Annual Plan sets Council’s priorities and service/program actions for the year, including planning scheme review, housing/in-migration initiatives, environment/circular economy work, and community engagement focus
• Ararat residents & facility users: Proposed new indoor sports centre at the Alexandra Oval Precinct and upgrade of the Ararat Outdoor Pool will be released for consultation, potentially changing where and how people access indoor sports and aquatic services (including possible separation of indoor sports vs aquatic buildings)
• Children, families & early childhood sector: Council becoming a signatory to the Victorian Child Friendly Cities and Communities Charter and establishing a child-focused working group will drive more child-centred planning and engagement across future Council decisions and initiatives
• Road users and pedestrians (Ararat & Warrak): Safe Local Roads and Streets Program approved projects will add raised intersections/crossings, wombat crossings, speed zone changes, and intersection realignments—improving safety but likely causing temporary construction disruption
• Local community (Streatham, Tatyoon, Elmhurst): Landfill closure/remediation compliance works completed, with future long-term rehabilitation required to EPA standards, affecting how these sites are managed and potentially limiting future site use
• Ratepayers (all areas): Adoption of the Rate Collection Policy and Financial Hardship Policy changes how rates are administered—expanding clear payment options, grace periods, and pathways for hardship-based deferral/waiver (with potential impacts on arrears recovery and interest treatment)

Other Notable Items

• Community consultation planned for new indoor sports centre and Ararat Outdoor Pool upgrade.
• Community request noted: 60km/h speed zone changes in Warrak (Safe Local Roads and Streets program).
• Landfill remediation update: Tatyoon, Streatham and Elmhurst works completed to EPA deadlines.
• Recognition: Ararat Rural City Council to become first small rural council signatory to Child Friendly Cities Charter.
• Future agenda item: progress report on Child Friendly Charter Working Group due March 2025.

Tech & Innovation Notes

• Live streaming of council meetings via Facebook and the council website (www.facebook.com/araratruralcitycouncil; recordings on the council website)
• Online council services/payment channels for rates and charges, including online via eNotices and the council website (plus direct debit, BPay, Australia Post, and mail)
• Digital/online resources referenced for the UNICEF Child Friendly Cities Initiative (www.childfriendlycities.org)
• “Child Safe City program” mentioned in council briefings (digital/tech not specified)
• Safe Local Roads and Streets Program (SLRSP) involving design consultants and road safety audits (SMEC; TAC audits)

Key Decisions & Outcomes

• Adopt 2024 General Valuation (subject to Ministerial approval) for 2024/25 rating.
• Adopt 2024/25 Budget and set rates/charges, including zero percent rate rise.
• Endorse removal of Norfolk Island pine trees on Barkly Street; source replacements from Urban Trees booklet.
• Accept draft Environmental Sustainability Strategy 2024–2034 for consultation, reviewed at September 2024 meeting.
• Adopt Public Transparency Policy and publish on Council website.
• Adopt International and Interstate Travel Policy and Council Expenses and Support Policy.

Detailed Descriptions

Adopt 2024 General Valuation (subject to Ministerial approval) for 2024/25 rating

• Context: Council received certification from the Valuer-General on 27 May 2024 that the 2024 General Valuation is generally true and correct. Adoption is required so Council can raise rates for the 2024/25 financial year once the Minister for Planning makes the required declaration.
• Details:
  • Date of Valuer-General notification: 27 May 2024
  • Valuation authority/valuer: Valuer-General Victoria; valuations delivered by Mr Peter Wigg
  • Subject to Ministerial approval, Council adopted:
    • Total Site Value: $5,409,582,000
      • Rateable Site Value: $5,350,309,500
      • Non-rateable leviable Site Value: $59,272,500
    • Total Capital Improved Value: $7,171,788,500
      • Rateable CIV: $6,697,928,000
      • Non-rateable leviable CIV: $473,860,500
    • Total Net Annual Value: $375,165,375
      • Rateable NAV: $339,708,000
      • Non-rateable leviable NAV: $35,457,375
• Impact: Enables Council to proceed with the 2024/25 rating process using the certified valuation figures, supporting rate setting for the coming financial year.
• Next steps:
  • Await Minister for Planning declaration under the Valuation of Land Act 1960
  • Once declared, Council can finalise and apply the adopted valuation for 2024/25 rates.

Adopt 2024/25 Budget and set rates/charges, including zero percent rate rise

• Context: Council is required under the Local Government Act 2020 to prepare and adopt a budget by 30 June (or another Ministerial date). The draft budget was developed with a stated commitment to a net zero percent rate rise for 2024/25.
• Details:
  • Council adopted the Budget 2024/2025 (including the subsequent three years 2025/2026 to 2027/2028) pursuant to Section 94 of the Local Government Act 2020.
  • Zero percent rate rise and key parameters:
    • 0% increase in the total amount received from general rates and charges
    • Municipal Charge fixed at $96 for 2024/25
    • Operating result: surplus of $8.163 million (vs $1.296 million surplus in 2023/24)
    • Cash flow: increase in cash & cash equivalents of $2.063 million
    • Capital works program: $15.513 million
    • No new loan borrowings
  • Rates and charges declared for 1 July 2024 to 30 June 2025:
    • Total intended to raise: $17,197,816 comprising:
      • General Rates:
        • Residential: $7,102,113
        • Commercial: $755,953
        • Industrial: $245,004
        • Farm: $6,032,678
      • Municipal Charge: $638,976
      • Annual Service Charges (Kerbside collection charges): $2,423,092
    • General residential rate: 0.3507 cents per $1 of Capital Improved Value
    • Commercial/industrial differential rate: 0.4910 cents per $1 of Capital Improved Value
    • Farm differential rate: 0.1350 cents per $1 of Capital Improved Value
    • Municipal charge: $96 per rateable assessment
    • Annual Service Charges (Kerbside collection):
      • 4-bin system: $462
      • 3-bin system: $410
      • Additional 140L garbage: $162
      • Additional 240L recycling: $139
      • Additional 240L organics: $139
      • Additional 80L glass: $22
    • Fees and Charges: adopted as contained in Section 6 – Schedule of Fees and Charges of the Budget document.
• Impact: Maintains affordability for ratepayers through a zero percent rate rise, while funding a significant $15.513m capital works program and an operating surplus.
• Next steps:
  • Implement the adopted rates/charges for 2024/25
  • Publish/communicate the adopted budget and rates to the community in line with Council processes.

Endorse removal of Norfolk Island pine trees on Barkly Street; source replacements from Urban Trees booklet

• Context: Following a February 2024 Council resolution, community consultation was undertaken via Engage Ararat regarding the Norfolk Island pine trees along Barkly Street, Ararat. Feedback overwhelmingly supported removal and informed species replacement suggestions.
• Details:
  • Consultation period: submissions received between 24 May and 14 June 2024
  • Council endorsement:
    1. Remove the Norfolk Island pine trees on Barkly Street
    2. Where appropriate, source replacement trees from the Ararat Landcare Group Urban Trees booklet
  • Road authority note: Barkly Street is under VicRoads road authority; Council’s Tree Asset Management Plan excludes roadside trees pursuant to Section 107 of the Road Management Act 2004.
• Impact: Reduces public safety risk associated with trees reported as deceased/poor condition and supports improved long-term amenity by replacing with more suitable species for urban Ararat.
• Next steps:
  • Commence re-landscaping process after endorsement
  • Select replacement species “where appropriate” from the Urban Trees booklet.

Accept draft Environmental Sustainability Strategy 2024–2034 for consultation, reviewed at September 2024 meeting

• Context: Council’s prior Environmental Sustainability Strategy became outdated as of 2020. A new draft 10-year strategy was prepared to provide unified direction for environmental management across the municipality.
• Details:
  • Draft strategy period: 2024–2034
  • Council action:
    • Accept the draft strategy for community consultation
    • Review consultation feedback at the September 2024 Council meeting
  • Consultation mechanism: once accepted, the draft will be made available for broader comment via the Engage Ararat Portal
  • Environmental Working Group (development input) included:
    • Dr Anthea Nicholls, Dr Ayesha Burdett, Marion Da Costa, Russell Pearse, Martin Purcell, Janene Trickey (Department of Energy, Environment and Climate Action), Prof Peter Gell (Federation University), Lauren Jakob (Federation University), and Council’s CEO (Chair) or nominee.
• Impact: Provides a structured, measurable framework to guide Council’s environmental priorities and improve consistency and accountability in sustainability actions.
• Next steps:
  • Release the draft for consultation via Engage Ararat
  • Bring outcomes/feedback back to Council for September 2024 review.

Adopt Public Transparency Policy and publish on Council website

• Context: The Local Government Act 2020 requires councils to adopt and periodically review a Public Transparency Policy to support open and transparent decision-making.
• Details:
  • Council adopted the Public Transparency Policy
  • Publication requirement: Council also resolved to place the policy on the Council website
  • Policy purpose: formalises commitment to open decision-making, with information made publicly available unless it is confidential or contrary to the public interest (as per the Act’s transparency principles).
  • Governance process: policy was presented to the Audit and Risk Committee on 4 June 2024 and discussed at a Councillor briefing on 18 June 2024.
  • Minor updates noted: changes to section 5.1 to better define “Information” plus minor administrative changes.
• Impact: Improves community access to Council information and strengthens governance transparency and accountability.
• Next steps:
  • Publish the adopted policy on the Council website
  • Apply the policy through Council’s governance framework and ongoing information practices.

Adopt International and Interstate Travel Policy and Council Expenses and Support Policy

• Context: Council maintains policies as part of its governance framework and updates them through scheduled review processes. Both policies were reviewed through the Audit and Risk Committee pathway and presented to Council for adoption.
• Details:
  • International and Interstate Travel Policy
    • Council adopted the International and Interstate Travel Policy (reviewed within schedule timeframes)
    • Key content update: added/reworded guidance for rental car agreements, including:
      • Driver responsibility for rental car infringements
      • Requirement for appropriate licences and adherence to local driving laws
    • Website update: policy to be updated on the Council website following adoption
    • Consultation pathway: presented to Audit and Risk Committee on 4 June 2024 and Councillor briefing on 18 June 2024
  • Council Expenses and Support Policy
    • Council adopted the Council Expenses and Support Policy under Section 41 of the Local Government Act 2020
    • Includes:
      • Procedures for reimbursement of out-of-pocket expenses for Councillors and delegated committee members
      • Reimbursement provisions including childcare costs where reasonably required
      • Particular regard to expenses for Councillors who are carers (per Carers Recognition Act 2012)
      • Quarterly reporting of Councillor expenses to the Audit and Risk Committee
      • Policy monitoring and review provisions
    • Consultation pathway: presented to Audit and Risk Committee on 4 June 2024 and Councillor briefing on 18 June 2024
• Impact: Strengthens compliance, consistency, and transparency around travel and expenses for Councillors and delegated committee members.
• Next steps:
  • Update and publish both policies on the Council website following adoption
  • Apply the policies for the relevant financial year and ensure reporting/monitoring processes commence (including quarterly expenses reporting to Audit and Risk Committee).

Community Impact

• Ratepayers (all properties): 2024 general valuation adopted (subject to Ministerial approval), which can change property values used to calculate 2024/25 rates and charges
• Ratepayers (municipal charges): Municipal Charge set at $96 per rateable assessment for 2024/25, with kerbside annual service charges remaining in place (no increase to kerbside collection charges for residential properties)
• Residents in Ararat (roads/footpaths): $15.513m capital works program including road reconstructions (e.g., Mt William Road, Buangor–Ben Nevis Road, Webb Street/Churchill Avenue) and upgrades to the footpath network and urban drainage
• Barkly Street residents (Ararat): Norfolk Island pine trees approved for removal to enable re-landscaping, with replacement trees sourced from the Urban Trees booklet (potential disruption during works; changes to streetscape and shade)
• All residents: Draft Environmental Sustainability Strategy 2024–2034 released for community consultation, shaping future council priorities and actions on climate resilience, biodiversity, water use, and waste/energy management
• Community-wide (governance/engagement): Public Transparency Policy adopted and published online, increasing access to council information and transparency of decision-making processes
• Community-wide (council accountability): Council to review community satisfaction survey findings and use them to target service improvements over the next 12 months

Other Notable Items

• Community feedback endorsed removing dead Norfolk Island pines on Barkly Street; safety risks cited.
• Budget update: proposed zero percent rate rise, $15.513m capital works, and municipal charge held at $96.
• Community concerns about town beautification (Barkly Street entrances, garden beds, street tree planting).
• Draft Environmental Sustainability Strategy 2024–2034 released for consultation; feedback reviewed at September meeting.
• Community Satisfaction Survey 2024 received: multiple service areas scored above 70 and showed improvement trends.

Tech & Innovation Notes

• Live streaming of Council meetings via Facebook and availability on the Council website (digital/online platform for public access and transparency).
• Community consultation conducted through the “Engage Ararat” online platform (used to collect community feedback on matters such as Norfolk Island pine trees).
• Draft budget includes implementing a “digital transformation program” (digital transformation project).
• Budget consultation via the Ararat website (“Engage Ararat website” mentioned as a feedback platform).
• Public Transparency Policy to be placed on the Council website (digital publication of governance information).

Key Decisions & Outcomes

• Adopt revised S6 Instrument of Delegation to Council staff; revoke prior staff delegations.
• Endorse kindergarten and pre-prep infrastructure priorities for 2025 rollout.
• Receive 2023/2024 Capital Works Program update (May 2024) for budget/infrastructure monitoring.
• Receive Council Plan 2021–2025 Year 3 Action Plan Update (May 2024).
• Approve CEO to sign agreement to continue organic waste processing with Gaia EnviroTech.
• Commence Section 114 process to sell Banfield Street land to ATF Haddow Combs Property Trust.

Detailed Descriptions

Adopt revised S6 Instrument of Delegation to Council staff; revoke prior staff delegations

• Context: Council reviewed the need to update its delegation instruments to ensure staff have appropriate authority to make routine decisions under relevant legislation. The Instrument was updated to reflect staff changes and maintain legislative compliance.
• Details:
  • Meeting date: Tuesday 28 May 2024 (Item 3.1).
  • Decision: Council adopted the revised S6 Instrument of Delegation (Council to Members of Council Staff).
  • Effective date: Immediately upon the common seal of Council being affixed to the instrument.
  • Revocation: On coming into force, all previous delegations to Council staff (other than the Chief Executive Officer) are revoked.
  • Signing: The instrument is to be signed under the seal of Council.
  • Reference: Report reference 15417; Attachment 3.1 (Instrument of Delegation S6).
• Impact: Improves efficiency and governance by ensuring staff can act within current legal and organisational requirements, reducing delays for routine matters while maintaining a clear, public delegation register.
• Next steps:
  • Governance & Risk Lead/CEO’s Office to finalise sealing and execution of the revised S6 instrument.
  • Update internal delegation registers and operational processes to reflect the new authority structure.

Endorse kindergarten and pre-prep infrastructure priorities for 2025 rollout

• Context: Victorian Government reforms under Best Start, Best Life transition 4 Year Old Kindergarten from 15 hours/week to a 30 hour/week Pre-Prep program in 2025. Ararat Rural City is among the first LGAs to commence Pre-Prep in 2025.
• Details:
  • Meeting date: Tuesday 28 May 2024 (Item 3.2).
  • Decision: Council endorsed proposed kindergarten infrastructure priorities and actions to support Pre-Prep rollout.
  • Key program position:
    • Pre-Prep (4 Year Old): 30 hours/week (transition in 2025).
    • 3 Year Old Kindergarten: remains 15 hours/week.
  • Infrastructure priorities endorsed (with actions):
    1. Ararat North Kindercare: Council will work with Y Ballarat to advocate to the Department of Education (landlord) for facility upgrades.
    2. Ararat Early Learning Centre: Council will continue working with the Centre to find alternative solutions (noting it is ineligible for Building Blocks grants to build more infrastructure).
    3. Carey Street Kindergarten: Council will seek a Building Blocks – Capacity Building Grant to replace existing facilities.
    4. Jack & Jill Kindergarten: Council will seek a Building Blocks – Improvement Grant to refurbish facilities.
  • Funding context noted in report:
    • Building Blocks grant support is expected to align with refurbishment (including Improvement and Capacity Building streams).
    • The Department indicated Ararat has sufficient places short–medium term; new capacity may be considered if places are lost.
• Impact: Supports continuity and quality of early childhood education by targeting facility upgrades/refurbishments most likely to enable successful Pre-Prep delivery, particularly where current buildings or capacity constraints may affect service readiness.
• Next steps:
  • CEO’s Office/Strategic Project Lead to progress grant and advocacy pathways with Y Ballarat, the Department of Education, and the relevant kindergarten providers.
  • Continue monitoring and engagement with providers as the Kindergarten Infrastructure and Services Plan (KISP) and Early Childhood Education Workforce Plan are finalised.

Receive 2023/2024 Capital Works Program update (May 2024) for budget/infrastructure monitoring

• Context: Council adopted the 2023/2024 Capital Works Program as part of the 2023/2024 Budget and now receives periodic updates to monitor expenditure against plan. The May 2024 update reflects progress and impacts from bushfires.
• Details:
  • Meeting date: Tuesday 28 May 2024 (Item 4.1).
  • Budget scale: $9.5 million capital works investment (2023/24).
  • Status as at 22 May 2024:
    • Capital works budget 72% spent, below expected monthly rate.
    • Delay attributed to two bushfires in February causing workforce pressure and shifting priorities.
  • Major works underway/priority areas:
    • Stage one of Mount William Road construction (commenced; stabilising contractors engaged; stone ordered; majority expected complete by end of financial year).
    • Urban gravel to seal program (Young Street and Thomas Street complete).
    • Enhanced road reseal program, urban drainage improvements, and footpath network upgrades.
  • Examples of program performance noted:
    • Road resheeting: 109% of budget expended.
    • Small property capital projects: 121% expended.
    • Footpath renewal program: 130% expended.
    • Urban drainage works: 71% expended.
    • TerraPave trial on Warrayatkin Road (Warrak Road to 1km) in the first week of June.
  • Council resolution: Council received the information report (no further decision required).
• Impact: Strengthens financial and infrastructure accountability by keeping Council and the community informed of delivery progress, expenditure variances, and operational risks affecting works.
• Next steps:
  • Continue delivery and reporting through the remainder of the financial year, including completion of Mt William Road works and other scheduled projects.
  • Incorporate any budget re-direction (e.g., reseal program underspend) into subsequent planning as required.

Receive Council Plan 2021–2025 Year 3 Action Plan Update (May 2024)

• Context: The Council Plan 2021–2025 includes actions across strategic objectives, and Year 3 (2023/2024) progress is reported to Council to support performance and accountability. This update was presented in May 2024.
• Details:
  • Meeting date: Tuesday 28 May 2024 (Item 4.2).
  • Reporting scope: Year 3 Action Plan Update for the 2021–2025 Council Plan.
  • Total actions reported: 73 actions.
  • Status distribution:
    • Complete: 16
    • In progress (0–50%): 18
    • In progress (51–99%): 23
    • Ongoing: 16
  • Strategic objective alignment highlighted (examples):
    • 3.1 circular economy policy and local processing of recyclables.
    • 3.2 innovative energy solutions utilising locally produced waste.
    • 4.1–4.3 asset development/renewal and infrastructure outcomes.
    • 6.1–6.3 responsible budget outcomes, risk management, and community engagement improvement.
  • Council resolution: Council received the report (no further decision required).
• Impact: Provides transparency on delivery against Council’s strategic priorities, helping ensure initiatives remain on track and enabling early identification of underperformance or delays.
• Next steps:
  • Continue implementation of Year 3 actions through 2023/24.
  • Use the action plan status to inform subsequent reporting and planning for later years of the Council Plan.

Approve CEO to sign agreement to continue organic waste processing with Gaia EnviroTech

• Context: Council considered confidential matters related to organic waste processing arrangements. The proposal is to continue processing organic waste from Council’s waste streams through an agreement with Gaia EnviroTech.
• Details:
  • Meeting date: Tuesday 28 May 2024 (Confidential Item 9.1).
  • Decision:
    1. Council approved the Chief Executive Officer (CEO) to sign the agreement between Council and Gaia EnviroTech to continue processing organic waste.
    2. The processing sources specified:
  • Council’s Kerbside Collection
  • Commercial and Drop Off at the Ararat Transfer Station
  • Confidentiality:
    • Confidentiality of the decision would be lifted on adoption of the motion.
    • Confidentiality of the report would not be lifted on adoption of the motion.
  • Council resolution reference: carried 4993/24.
• Impact: Helps maintain continuity of organic waste processing services, supporting Council’s circular economy and waste management objectives while reducing disruption to waste operations for residents and businesses.
• Next steps:
  • CEO to execute the agreement with Gaia EnviroTech following Council approval.
  • Operational teams to continue organic waste processing arrangements at the Ararat Transfer Station under the renewed agreement terms.

Commence Section 114 process to sell Banfield Street land to ATF Haddow Combs Property Trust

• Context: Council received a proposal from ATF Haddow Combs Property Trust to purchase Council-owned residentially zoned land in Banfield Street to expand an adjoining housing development footprint. Because the land is currently used as a public pocket park, Council must follow the Section 114 process under the Local Government Act 2020.
• Details:
  • Meeting date: Tuesday 28 May 2024 (Confidential Item 9.2).
  • Proposed buyer: ATF Haddow Combs Property Trust.
  • Land details:
    • Location: Banfield Street, Ararat
    • Property identifiers:
      • PropNum: 800.5250
      • PropPFI: 125658891
    • Size: 460 square metres
    • Current use: “pocket park” (connection between Banfield St and View Point St)
    • Zoning: General Residential – Schedule 1 (GRZ1)
  • Development context noted:
    • Trust is developing 118 Barkly Street (refurbishment of shop and construction of three luxury townhouses at the rear).
    • Trust has purchased 61 View Point Street and seeks to expand footprint from 448m² to 908m².
  • Section 114 process actions approved:
    1. Commence the process to sell the land to ATF Haddow Combs Property Trust under Section 114 of the Local Government Act 2020.
    2. Undertake community engagement via:
  • Engage Ararat
  • a community meeting to seek community views.
    3. Obtain a land valuation from a suitably qualified land valuer.
    4. If Council intends to sell after engagement, publish intention on Council’s website for four weeks prior to sale.
    5. Confidentiality of the report and decision to be lifted on adoption of the motion.
• Impact: Balances potential housing innovation and investment with community oversight, ensuring required engagement occurs before a public recreation space is potentially repurposed.
• Next steps:
  • Publish the notice of intention to sell on Council’s website (required at least 4 weeks prior to sale/exchange).
  • Run community engagement through Engage Ararat and hold a public community meeting.
  • Commission the land valuation (valuation must be obtained within the statutory timeframe).
  • After engagement, if Council proceeds, publish the final intention to sell for 4 weeks before sale.

Community Impact

• Residents (governance transparency): Council meetings continue to be live streamed from 6pm (Facebook) and made available on the Council website after the meeting
• Residents (service delivery): Updated S6 delegation instrument allows Council staff to make more routine decisions, potentially reducing delays in day-to-day council services
• Families/early childhood users (Pre-Prep rollout): Proposed infrastructure priorities to support the 2025 transition to 30-hour Pre-Prep (including potential upgrades/replacement at Ararat North Kindercare, Carey Street Kindergarten, and Jack & Jill Kindergarten)
• Local roads and commuters (works and trials): Road works continue across the municipality, including Mt William Road reconstruction (with detours), urban gravel-to-seal projects (e.g., Young/Thomas completed; further streets planned), and a TerraPave trial on Warrayatkin Road (early June)
• Residents in Ararat CBD (recreation space change): Council begins the statutory process to sell a small Banfield Street “pocket park” (460m²) to enable an adjoining housing development, with community engagement and a maintained walking connection/path
• Households and waste users (organic waste processing): Council approves continuing agreement with Gaia EnviroTech to process organic waste from kerbside collection and drop-off at the Ararat Transfer Station

Other Notable Items

• Community engagement required for proposed sale of Banfield St “pocket park” to ATF Haddow Combs Property Trust.
• Pre-Prep rollout 2025: Council endorsed kindergarten infrastructure priorities and sought specific Building Blocks grants.
• Capital works update: Mt William Road reconstruction underway; TerraPave road trial planned early June.
• Council Plan Year 3 update received: 73 actions tracked (16 complete; 18 in progress 0–50%; 23 in progress 51–99%).
• Council briefings covered budget, library upgrade, apprenticeship program, road surface trials, and delegations.

Tech & Innovation Notes

• Live streaming of Council meetings via Facebook and on the Council website (digital public access/transparency).
• Use of digital tools/services to update governance documents: Maddocks Lawyers Delegation Service and RelianSys software (delegations/instrument updates).
• Delegation/instrument update for Council staff (administrative governance supported by software-based document updates).
• “Engage Ararat” online platform used for community engagement related to the proposed sale of Council-owned land (Section 114 process).

Key Decisions & Outcomes

• Adopt quarterly performance report financial statements and performance indicators to 31 March 2024
• Suspend Ararat Fitness Centre stage 1 redevelopment and reallocate remaining budget for new site concepts
• Endorse revised 2024/2025 budget community engagement plan and consultation timeline
• Adopt Election Period Policy 2024 for the 26 October 2024 general election
• Approve Audit and Risk Committee Charter
• Award Contract P-01 panel supply for painting, electrical, and plumbing trade services (to 30 June 2025)

Detailed Descriptions

Adopt quarterly performance report financial statements and performance indicators to 31 March 2024

• Context: Council is required under Section 97 of the Local Government Act 2020 to present a quarterly budget report (including financial statements and performance indicators) to a public Council meeting after each quarter.
• Details:
  • Responsible officer: Chief Executive Officer
  • Reporting period: period ended 31 March 2024 (nine months ended 31 March 2024)
  • Financial performance (Income Statement):
    • Revenue: $23.051 million
    • Expenses: $23.356 million
    • Result: operating deficit of $0.305 million
  • Key financial performance indicators reported (selected):
    • Working capital: 280% (expected range framework: 100%–400%)
    • Loans and borrowings: 1.92% (expected range: 0%–70%)
    • Indebtedness: 9.21% (expected range: 2%–70%)
    • Rates concentration: 78.27% (expected range: 30%–80%)
    • Expenditure level: $3,157 per property assessment (expected range: $2,000–$10,000)
    • Revenue level (avg residential rate): $1,995 (expected range: $700–$2,000)
    • Rates collected (percentage): 77.4% at 31 March 2024
    • Asset renewal & upgrade ratio: 125.79% at 31 March 2024
  • Council resolution: moved by Cr Gwenda Allgood, seconded by Cr Henry Burridge
  • Meeting date: 30 April 2024 (Carried 4968/24)
• Impact: Provides the community and Council with transparent, up-to-date accountability on financial position, operating performance, liquidity, and service delivery efficiency as at 31 March 2024.
• Next steps:
  • The adopted financial statements and performance indicators are to be used as the basis for ongoing quarterly reporting and monitoring against budget.
  • The quarterly report content will continue to be published quarterly to support transparency.

Suspend Ararat Fitness Centre stage 1 redevelopment and reallocate remaining budget for new site concepts

• Context: The stage 1 redevelopment of the Ararat Fitness Centre identified a near doubling of expected costs due to issues with the existing facility (age, configuration, structural elements) and construction market volatility.
• Details:
  • Original estimates (Feasibility Study, May 2022):
    • Stage 1: $680,000
    • Full redevelopment: $3.249 million
  • 2023–24 budget allocation for stage 1: $950,000
  • Updated stage 1 cost estimate during detailed design: approx. $1.84 million
  • Report recommendation basis:
    • Proceeding is no longer considered a financially sound and responsible option
    • Existing services remain operating until replacement facilities are available
  • Council resolution (Recommendations 1–5):
    1. Suspend stage 1 redevelopment
    2. Endorse exploration and concept development of alternative site(s)
    3. Review requirements for gym facilities at any new locations
    4. Reallocate remaining unspent stage 1 budget toward concept development for new facilities at alternative site(s)
    5. Receive a report at the July 2024 Council meeting with proposed fitness centre development options
  • Meeting date: 30 April 2024 (Carried 4969/24)
  • Moved by Cr Peter Beales, seconded by Cr Bill Waterston
• Impact: Reduces the risk of further cost blowouts and structural complications, while keeping community access to current fitness services until new facilities are planned and delivered at better locations (including potential improvements to parking, pedestrian/cyclist safety, and precinct connectivity).
• Next steps:
  • Stage 1 redevelopment is formally paused.
  • Staff will identify and conceptually develop alternative site options (greenfield/brownfield/remediation where required).
  • A report is scheduled for the July 2024 Council meeting with proposed development options.

Endorse revised 2024/2025 budget community engagement plan and consultation timeline

• Context: In March 2024, Council adjusted the budget engagement timeline due to bushfires in February 2024; Council must still adopt the 2024/25 budget by the statutory deadline.
• Details:
  • Legislative requirement:
    • Budget adoption by 30 June 2024 (Local Government Act 2020, Section 94)
    • Community engagement required around the budget (Section 96)
  • Revised engagement plan (timeframes):
    • Post budget on Engage Ararat by 5:00pm Friday 17 May 2024
    • One-page budget summary available at multiple municipal sites: Friday 17 May 2024
    • “Town Hall” meetings:
      • Ararat: Tuesday 28 May 2024, 2:00pm
      • Elmhurst: Tuesday 28 May 2024, 11:00am
      • Tatyoon: Monday 27 May 2024, 7:00pm
      • Moyston: Wednesday 29 May 2024, 2:30pm
      • Lake Bolac: Wednesday 29 May 2024, 7:00pm
      • Pomonal: Wednesday 29 May 2024, 11:30am
      • Willaura: Wednesday 29 May 2024, 5:30pm
    • Budget information individual drop-in sessions (NEW):
      • ARCC Offices, Thursday 30 May 2024, 9:00am–2:00pm
    • Promotion of key budget elements across mainstream and social media: ongoing during the budget period
  • Council resolution:
    • Endorsed revised community engagement plan
  • Meeting date: 30 April 2024 (Carried 4970/24)
  • Moved by Cr Jo Armstrong, seconded by Cr Peter Beales
• Impact: Strengthens community participation in budget decisions and supports legitimacy and alignment to community expectations ahead of adoption.
• Next steps:
  • Publish the budget and summary by 17 May 2024.
  • Run town hall sessions and ARCC drop-ins through late May 2024.
  • Continue media promotion through the budget period.
  • Proceed toward Council adoption of the 2024/25 budget by 30 June 2024.

Adopt Election Period Policy 2024 for the 26 October 2024 general election

• Context: Council must include an election period policy in its Governance Rules to ensure decisions during the election caretaker period comply with legislative restrictions and are perceived as fair and equitable.
• Details:
  • General election date: Saturday 26 October 2024
  • Election period (caretaker period):
    • Commences 12.01am Tuesday 24 September 2024
    • Continues until 6:00pm Saturday 26 October 2024
    • Duration: 32 days
  • Policy purpose:
    • Ensure compliance with Local Government Act 2020 election period provisions
    • Chief Executive Officer to inform Councillors and employees of requirements
  • Legislative basis referenced:
    • Local Government Act 2020, including S69 (governance rules to include election period policy) and prohibitions on certain decisions during the election period
  • Council resolution:
    • Adopt Election Period Policy 2024
  • Meeting date: 30 April 2024 (Carried 4971/24)
  • Moved by Cr Rob Armstrong, seconded by Cr Bill Waterston
• Impact: Protects the integrity of the election process by preventing improper commitments or resource use during the election period, supporting public confidence in Council decisions.
• Next steps:
  • Policy adoption is to be implemented immediately for the lead-up to the election.
  • CEO to ensure Councillors and staff are briefed on election period constraints and compliance expectations.

Approve Audit and Risk Committee Charter

• Context: Under Sections 53 and 54 of the Local Government Act 2020, Council must establish an Audit and Risk Committee and adopt an Audit and Risk Committee Charter.
• Details:
  • Legislative requirement:
    • Charter must specify the Audit and Risk Committee’s role/responsibilities (compliance monitoring, financial/performance reporting monitoring, risk and fraud controls, internal/external audit oversight, and required reporting outputs)
  • Committee structure (as described):
    • Two Councillors
    • Three external members (Chair appointed from external members)
    • No Council staff members are committee members
  • Current committee members listed:
    • Ms Jessica Adler (Chair)
    • Cr Jo Armstrong
    • Cr Bob Sanders
    • Mr Robert Tomasini
    • Mr Greg Jakob
  • Nature of changes:
    • Only general review of content and administrative changes
  • Council resolution:
    • Approve the Audit and Risk Committee Charter
  • Meeting date: 30 April 2024 (Carried 4972/24)
  • Moved by Cr Jo Armstrong (as recorded), seconded by Cr Henry Burridge
• Impact: Strengthens governance and assurance arrangements by clarifying oversight responsibilities for audit, risk management, fraud prevention systems, and compliance monitoring.
• Next steps:
  • Charter to be implemented by the Audit and Risk Committee.
  • The Committee will continue its required annual performance assessment and biannual reporting to Council in line with the Charter and annual work program.

Award Contract P-01 panel supply for painting, electrical, and plumbing trade services (to 30 June 2025)

• Context: Council sought panel supply unit rates for trade services to support ongoing maintenance works without extensive quoting, while maintaining procurement compliance.
• Details:
  • Contract: P-01 Panel Supply Contract – Provision of Trade Services – Painting, Electrical & Plumbing
  • Term:
    • Fixed term from award of tender to 30 June 2025
    • Option to extend for a further 2-year period to conclude 30 June 2027
  • Tender submissions considered:
    • Original tender call received 10 tenders
    • Additional submission received from a new regional organisation (panel flexibility supports continuity of service)
  • Suppliers awarded to the panel (recommended for approval):
    • CHS Australia Pty Ltd (Electrical)
    • Grampians Painting and Decorating (Painting)
  • Procurement approach:
    • Panel arrangements using prequalified suppliers
    • Where works are above $15,000, project-specific quotes will be requested from approved panel suppliers
  • Council resolution:
    • Award Contract P-01 to CHS Australia Pty Ltd and Grampians Painting and Decorating
    • CEO to sign the contract deed
  • Meeting date: 30 April 2024 (Carried 4975/24)
  • Moved by Cr Bill Burridge, seconded by Cr Peter Beales
• Impact: Ensures Council has reliable access to local trade services for maintenance and works, supporting timely delivery of community infrastructure and facilities.
• Next steps:
  • CEO to sign the Contract Deed for P-01.
  • Panel suppliers to be activated for works allocation and project-specific quoting where thresholds apply.
  • Ongoing contract administration to be managed through Council’s procurement and project processes up to 30 June 2025.

Community Impact

• Residents (Ararat Fitness Centre users): Stage 1 redevelopment is suspended; existing fitness centre services will continue until replacement facilities are built at alternative site(s)
• Residents (Ararat): Remaining unspent Ararat Fitness Centre redevelopment budget will be reallocated to exploring and concept designing new facilities at new location(s), with a report due at the July 2024 Council meeting
• Lake Bolac families: Council will progress planning for a new childcare centre on council-owned land near Lake Bolac P–12 College and District Kindergarten, aiming to address current childcare place shortages
• Municipality-wide residents: 2024/2025 budget community engagement will occur via “Town Hall” meetings and drop-in sessions across Ararat, Elmhurst, Tatyoon, Moyston, Lake Bolac, Pomonal and Willaura (plus Engage Ararat posting), influencing what services/projects are funded
• Local community groups (March 2024 round): Community Support Grants will fund 6 successful local projects/events (e.g., Kinder Gym participation, community garden initiatives, native flower show support, bowls club recruitment, safety equipment for soaring club, bushfire regrowth projects)
• Road users and nearby residents (Ararat and rural townships): Capital works continue including Mt William Road reconstruction, urban gravel-to-seal and OTTA reseals, footpath upgrades, and drainage improvements—potentially affecting traffic, access and detours during works

Other Notable Items

• Community engagement timeline for 2024/25 budget updated after February bushfires.
• Fitness Centre redevelopment costs nearly doubled; stage 1 to be suspended and new sites explored.
• Capital works update: Mt William Road and OTTA sealing progressing; February bushfires pressured workforce.
• Lake Bolac childcare feasibility completed; council-owned land near P-12 College identified as optimal location.
• Rates debtor concern: outstanding rates debtors rose to $4.917m as at 31 March 2024.

Tech & Innovation Notes

• Live streaming of formal Council meetings via Facebook (and on the Council website after the meeting) to improve transparency and community access.
• Digital services / online platforms (grant-funded):
  • “Digital Twin Victoria” (non-recurrent operating grant listed in the quarterly performance report).
  • “Free Public WiFi Services” (non-recurrent operating grant listed in the quarterly performance report).
• Digital transformation / innovation (grant-funded):
  • “Planning & Data Development” (non-recurrent operating grant listed in the quarterly performance report).
• IT infrastructure / connectivity:
  • Free public WiFi services (as above).
• Cybersecurity / governance controls (policy-level):
  • Fraud and Corruption Control Policy and Fraud and Corruption Control Plan adopted/reviewed (risk/control framework).
  • Audit and Risk Committee Charter adopted/approved (oversight of risk, fraud prevention systems and controls).

Key Decisions & Outcomes

• Endorsed Grampians Wine Discovery Centre conceptualisation; seek $500,000 grant.
• Approved $125,000 Council co-contribution for Wine Discovery Centre if grant awarded.
• Implemented rates arrears enforcement: 3-month notice then debt collection agencies.
• Adopted Confidential Items Procedure for consistent handling of confidential information.
• Endorsed S11A Instrument of Appointment and Authorisation for planning enforcement officers.
• Approved $80,000 investment to continue and expand Ararat Youth Activators 2024.

Detailed Descriptions

Endorsed Grampians Wine Discovery Centre conceptualisation; seek $500,000 grant

• Context: Council considered a business case for a Grampians Wine Discovery Centre, aligned to regional tourism planning and designed to strengthen Ararat’s food and wine tourism offering.
• Details:
  • Meeting: Ararat Rural City Council Council Meeting (held 26 March 2024; Council Chambers, Shire Offices; livestreamed; commenced 6.00pm).
  • Council decision: Endorsed the proposal to undertake a Grampians Wine Discovery Centre Conceptualisation project, subject to securing grant funding.
  • Grant sought: $500,000 from the Victorian Government’s Enabling Tourism Fund 2024.
  • Project scope (conceptualisation activities):
    • Site analysis of potential locations (feasibility, market testing and assessments)
    • Business plan & unique value proposition development
    • Master planning including concept design for the agreed location
  • Related planning documents: Grampians Destination Management Plan 2023–2030, Grampians Strategic Tourism Investment Plan, and Grampians Tourism Investment Prospectus.
  • Location rationale for Ararat: includes that two-thirds of wineries in the Grampians Winemakers Inc region are in Ararat Rural City, and the Ararat Railway Station provides direct access for intrastate and interstate visitors.
• Impact: Positions Ararat to capture higher-yield tourism from food and drink visitors, supports local winemakers/producers, and strengthens the region’s profile as a food, drink and wine destination.
• Next steps:
  • Proceed with the Enabling Tourism Fund 2024 application for $500,000.
  • If funded, deliver the conceptualisation work (site analysis, business plan, and master planning/concept design).

Approved $125,000 Council co-contribution for Wine Discovery Centre if grant awarded

• Context: The Enabling Tourism Fund requires a co-contribution, so Council needed to confirm its financial commitment contingent on grant success.
• Details:
  • Meeting: 26 March 2024.
  • Council co-contribution (conditional): $125,000 proposed for 2024/25 (the report notes this is required as part of a 4:1 funding requirement).
  • Total project cost assumption: $625,000 (calculated as $500,000 grant + $125,000 Council co-contribution).
  • Council resolution language: Council “Confirms a co-contribution of $125,000 towards this proposal, should the grant be awarded.”
• Impact: Enables Council to meet grant conditions and increases the likelihood of progressing from concept planning to a commercially viable Discovery Centre.
• Next steps:
  • Confirm funding is only committed if the $500,000 grant is awarded.
  • Commence conceptualisation activities following grant approval.

Implemented rates arrears enforcement: 3-month notice then debt collection agencies

• Context: Council reviewed rates arrears and identified significant outstanding debt held by a relatively small number of ratepayers, prompting a shift from a “liberal” approach to clearer enforcement steps.
• Details:
  • Meeting: 26 March 2024.
  • Rates arrears position referenced:
    • $605,784.79 in arrears owed by 50 ratepayers (executive summary figure).
    • Review also states top ratepayers in arrears total $1,130,769.38 owed by 50 ratepayers (discussion section figure, with a detailed top-50 table).
    • Table provided includes last payment dates and amounts as at 21/03/2024.
  • Enforcement approach adopted:
    • CEO to again write to the ratepayers in arrears, clearly indicating the amount owed and requiring them to contact Council to make payment arrangements.
    • The letter must state that if action is not taken within 3 months, Council will arrange for debt collection agencies to pursue recovery.
    • After the 3-month period, Council will pursue debt collection for those who have not made payment/arrangements.
  • Motion carried: Council resolved to proceed with the CEO notice and debt collection after 3 months for non-responsive ratepayers.
• Impact: Improves fairness and accountability in rating compliance, supports Council’s financial sustainability, and provides clear messaging while still offering pathways for payment arrangements.
• Next steps:
  • CEO issues letters to the arrears ratepayers (with amounts and 3-month deadline).
  • Monitor responses over the next 3 months.
  • Engage debt collection agencies for non-compliant/non-arrangement cases after the 3-month period.

Adopted Confidential Items Procedure for consistent handling of confidential information

• Context: Council sought clarification on how to handle “confidential information” to balance closed-session requirements with transparency and good governance.
• Details:
  • Meeting: 26 March 2024.
  • Council decision: Adopted the Confidential Items Procedure (also referred to in the agenda item as “Confidential Items Procedure”).
  • Purpose of the procedure:
    • Provide clarity and consistency on:
      • which matters should be treated as confidential,
      • when information should remain confidential, and
      • when confidentiality should be lifted for public accountability.
    • Does not change the statutory definitions of “confidential information” under the Local Government Act 2020.
  • Governance rationale:
    • Council aims to limit unnecessary confidential matters while still allowing closed sessions where required (e.g., confidential information grounds such as commercial prejudice in procurement contexts).
  • Consultation: Officers who regularly handle potentially confidential matters were consulted during development.
• Impact: Strengthens decision-making transparency by improving consistency about when confidential reports/decisions can be released, reducing uncertainty and governance risk.
• Next steps:
  • Implement the procedure across Council processes for confidential items.
  • Apply it to future closed-session and lifting-of-confidentiality decisions, including procurement-related matters where public disclosure is required.

Endorsed S11A Instrument of Appointment and Authorisation for planning enforcement officers

• Context: Under the Planning and Environment Act 1987, authorised officers for planning/enforcement cannot be delegated to the CEO; Council must appoint/authorise by resolution and keep the instrument updated.
• Details:
  • Meeting: 26 March 2024.
  • Council decision: Endorsed the S11A Instrument of Appointment and Authorisation (Planning and Environment Act 1987).
  • Key points of the resolution:
    • Staff members listed in the instrument are appointed and authorised as set out.
    • The instrument comes into force immediately the common seal of Council is affixed.
    • Remains in force until Council varies or revokes it.
    • Instrument to be signed under the seal of Council.
  • Background detail: The report noted changes since the instrument was adopted on 25 July 2023, and a review of current appointments was completed.
  • Motion outcome: Carried (noted in minutes as CARRIED 495 6/24).
• Impact: Ensures Council staff are properly empowered to undertake planning enforcement functions, supporting lawful and effective compliance activity.
• Next steps:
  • Affix the Council’s common seal to bring the instrument into force.
  • Ensure the authorised officers’ appointments are reflected in operational enforcement activities.

Approved $80,000 investment to continue and expand Ararat Youth Activators 2024

• Context: Council previously supported the Ararat Youth Activators program in 2023 and considered a proposal to continue and expand it for 2024 in partnership with Crazy Ideas College.
• Details:
  • Meeting: 26 March 2024.
  • Council decision: Support continuation and expansion of Ararat Youth Activators (AYA) 2024.
  • Investment approved: $80,000 from Council.
  • Partner contribution: Crazy Ideas College (CIC) to contribute $10,000 in funding plus in-kind support through 2024.
  • Program scale and focus:
    • Aim to engage 330+ local young people, all local schools, and form connections with local businesses and organisations.
    • Builds on 2023 outcomes (e.g., 295 young people in 2023; 7 schools; 13 community partners and local employers).
  • 2024 initiatives include:
    • Continuation: Lead for Impact Year 6 Transition Program, Social Innovators, Ideas to Life Lab, Future Ready with First Job Matters
    • Expansion: Lead for Impact initiative for Year 11 students (school leadership focus)
    • New: Values in Action initiative
    • Additional elements: micro-credentials and a storytelling initiative in liaison with Council
  • Motion outcome: Carried (CARRIED 4955/24).
• Impact: Strengthens youth skills, confidence, community connection, and future pathways—supporting broader community wellbeing and social capital in Ararat Rural City.
• Next steps:
  • Proceed with delivery of AYA 2024 under the partnership arrangement.
  • CIC to produce an impact report at program completion.

Community Impact

• Residents (Ararat Rural City ratepayers): Council will commence action on $605,784.79 in rates arrears owed by 50 ratepayers, including a further CEO letter and referral to debt collection agencies if no payment arrangements are made within 3 months
• Local community (governance transparency): Council adopted a Confidential Items Procedure to clarify when information should be treated as confidential and when confidentiality can be lifted for greater public accountability
• Young people and schools: “Ararat Youth Activators 2024” continues and expands with an $80,000 Council investment, targeting 330+ young people through school-based programs and new initiatives (including micro-credentials)
• Local tourism and local businesses (Ararat and Grampians region): Council endorsed a Grampians Wine Discovery Centre Conceptualisation project, including a $125,000 Council co-contribution if grant funding is secured, which may increase visitor numbers and tourism-related demand
• Road users and nearby residents: Capital works will continue/commence including Stage 1 Mount William Road construction (early April), urban gravel-to-seal upgrades (e.g., Ironbark Lane by Easter; Currajong Avenue and McLellan Street early April), and an OTTA seal on Elizabeth Street East (April), likely involving detours and temporary access impacts
• Footpath and drainage users (Ararat and townships): Footpath renewal works are underway in Ararat and rural townships (e.g., McGibbony Street, Ford Street, Walkerville & Wileman Street) and urban drainage works will continue (including drainage works connecting Queen Street to Cemetery Creek) affecting local access during works

Other Notable Items

• Community transparency highlighted: council meetings livestreamed via Facebook and website.
• Rates arrears management: CEO to re-contact top 50 debtors; debt collection after 3 months.
• Quarterly performance update: financial performance “in line with budget”; no revised budget required.
• Youth program expansion: Crazy Ideas College “Ararat Youth Activators 2024” investment of $80,000.
• Capital works update: Mt William Road reconstruction set for early April; Ararat Fitness Centre Stage 1 halted.

Tech & Innovation Notes

• Live-streaming of Council meetings via Facebook and the Council website (public transparency/online platform use)
• Funding/grant-related digital initiatives mentioned in quarterly performance reporting:
  • “Digital Twin Victoria” (grant income listed)
  • “Free Public WiFi Services” (grant income listed)
  • “Planning & Data Development” (grant income listed)
• Use of “data dashboards” for CEO and Councillors (mentioned in rates arrears actions)
• “Confidential Information Procedure” for handling confidential matters and improving consistency around release of information (governance process affecting information management)

Key Decisions & Outcomes

• Adopt revised S6 Instrument delegating statutory powers to council staff.
• Revoke all prior staff delegations (excluding CEO) upon S6 commencement.
• Delegate S6 powers to staff positions effective immediately via common seal.
• Delegate planning and regulatory functions to enable routine permit and compliance decisions.
• Update delegation instrument to reflect Planning and Environment Act 1987 amendments.
• No budget implications from the delegation instrument review.

Detailed Descriptions

Adopt revised S6 Instrument delegating statutory powers to council staff

• Context: Council considered the need to keep its staff delegation framework current so Council can operate efficiently and lawfully when exercising statutory powers under multiple Acts.
• Details:
  • Date of Council decision: 27 February 2024 (Agenda item 3.1).
  • Responsible Officer: Governance and Risk Lead, Department: CEO’s Office (Reference 14099).
  • The revised instrument was updated by Maddocks Lawyers and implemented using RelianSys delegation software.
  • Key legislative change in the revised instrument: insertion of sections 125 and 149B of the Planning and Environment Act 1987.
• Impact: Enables appropriately authorised staff to make routine decisions (including planning and regulatory matters) without requiring Council to resolve every individual matter, improving timeliness and administrative consistency for residents and applicants.
• Next steps:
  • The instrument is prepared for formal commencement via Council’s common seal (see next decision items for commencement and revocation mechanics).

Revoke all prior staff delegations (excluding CEO) upon S6 commencement

• Context: To avoid overlapping or inconsistent authority, Council required a “clean reset” of staff delegations when the new S6 instrument begins.
• Details:
  • Date of Council decision: 27 February 2024.
  • Resolution requirement (carried 4943/24):
    • On the coming into force of the new S6 instrument, all previous delegations to members of Council staff (other than the Chief Executive Officer) are revoked.
  • The CEO is explicitly excluded from the revocation (i.e., CEO delegations remain unaffected by this revocation clause).
• Impact: Reduces risk of staff acting under outdated delegation instruments and strengthens governance certainty for the community, applicants, and regulators.
• Next steps:
  • Once the common seal is affixed and the instrument commences, the prior staff delegation instruments cease to operate (except CEO delegations).

Delegate S6 powers to staff positions effective immediately via common seal

• Context: Council determined that staff should be empowered immediately to prevent operational delays and ensure continuity of decision-making capacity.
• Details:
  • Date of Council resolution: 27 February 2024.
  • Commencement mechanism:
    • The instrument comes into force immediately the common seal of Council is affixed.
    • The instrument is to be signed under the seal of the Council.
  • Council’s resolution wording required that:
    • Delegations are granted to staff holding/acting in/performing the duties of the relevant positions listed in the S6 schedule.
    • Delegated actions must comply with any conditions/limitations in the instrument and Council guidelines/policies.
• Impact: Staff can continue routine statutory functions without interruption, improving service delivery for residents across the municipality.
• Next steps:
  • Governance/CEO’s Office coordinates the affixing of the common seal and final execution/signing of the S6 instrument immediately following the resolution.

Delegate planning and regulatory functions to enable routine permit and compliance decisions

• Context: The S6 instrument is designed to broaden operational delegation so Council staff can determine routine planning and regulatory matters under the Planning and Environment Act 1987 and related legislation.
• Details:
  • Planning and Environment Act 1987 delegation coverage includes (examples shown in the instrument schedule):
    • Permit application processing and decisions (e.g., s 61—power to determine permit applications; s 58–60—consideration and related functions).
    • Notice and procedural steps for applications, objections, and referrals (e.g., ss 52–57, ss 64–66, and related duties).
    • Amendments and extensions (e.g., ss 69, 73–76A).
  • Regulatory and compliance delegation coverage includes provisions across multiple Acts listed in the instrument’s delegation sources (examples):
    • Food Act 1984 (e.g., directions, inspections, registration-related functions—delegated to CEO/EHOs and where applicable PDOs depending on the provision).
    • Domestic Animals Act 1994 (e.g., s 41A—menacing dog power delegated via CEO with further delegation to an authorised officer).
    • Local Government Act 1989 (e.g., s 185L(4)—cladding rectification charge: NOT, CEO).
• Impact: Residents and businesses benefit from faster processing of permit-related matters and more consistent compliance enforcement, because routine decisions can be made by authorised staff rather than waiting for Council meetings.
• Next steps:
  • Staff exercise the delegated planning/regulatory powers in accordance with the instrument’s conditions and limitations and Council policies, with the delegation register maintained for public inspection.

Update delegation instrument to reflect Planning and Environment Act 1987 amendments

• Context: Council’s staff delegation instrument needed to incorporate recent legislative amendments to ensure ongoing legal compliance.
• Details:
  • Date of update/adoption: 27 February 2024.
  • Specific Planning and Environment Act 1987 amendments reflected in the revised S6 instrument:
    • Inserted sections 125 and 149B.
  • The instrument was updated by Maddocks Lawyers and then reviewed by the Chief Executive Officer and relevant officers prior to Council adoption.
• Impact: Ensures planning and permit administration remains aligned with current Victorian legislative requirements, reducing the risk of procedural non-compliance and improving defensibility of decisions.
• Next steps:
  • The updated instrument becomes operational immediately upon common seal affixation, replacing prior staff delegation arrangements (except CEO delegations).

No budget implications from the delegation instrument review

• Context: Council considered whether the revised delegation instrument required any additional funding or created financial impacts.
• Details:
  • Budget implication statement in the report: “There are no budget implications arising from the review of the S6 Instrument of Delegation – Council to Members of Council Staff.”
  • This position was included in the 3.1 Delegation from Council to Members of Council Staff S6 report presented to Council on 27 February 2024.
• Impact: The community is not subject to new charges or service costs attributable solely to the delegation instrument review; the change is primarily governance/administrative.
• Next steps:
  • No budget adjustment is required; implementation proceeds through governance processes (common seal, execution, and updating the delegation register).

Community Impact

• Residents (general): Council meetings will be livestreamed via Facebook and posted on the website after the meeting, increasing public access to decision-making
• Residents (general): Adoption of updated staff delegation instruments enables council officers to make more routine statutory decisions without waiting for full council resolutions
• Residents (planning applicants and neighbours): Delegated planning and permit decision-making may speed up processing of planning amendments, permit applications, and related notices affecting adjoining properties
• Food premises operators and customers: Environmental Health Officers/CEO can issue and revoke written food safety orders, require compliance actions, and conduct audits/inspections under delegated powers
• Cemetery users and families: Delegated powers support day-to-day cemetery administration (e.g., managing interment arrangements, memorial approvals, and compliance actions) under the Cemeteries and Crematoria Act
• Residents affected by development contributions: Delegated powers related to infrastructure/community infrastructure levy administration may affect when building permits are issued and how levy payments/agreements are handled

Other Notable Items

• Community engagement via live-streaming formal council meetings to improve transparency
• CEO apology acknowledged: Dr Tim Harrison
• No petitions or joint letters received from the public
• Updated S6 delegation instrument to staff after Maddocks Lawyers review and staff changes
• Future agenda item: Norfolk Island pine trees on Barkly Street, plus Lake Bolac childcare demand feasibility study

Tech & Innovation Notes

• Live streaming of Council meetings via Facebook and availability on the Council website (digital platform/online service for community access).
• Use of “Maddocks Lawyers Delegation Service” and “RelianSys” software to update the Instrument of Delegation (digital tools for governance/administration).
• Delegation instruments referencing use of an “online portal” for food premises registration/notifications (online service).
• Planning and Environment Act delegation items requiring notices to be published on the Internet site and made available on Council’s Internet site (digital publishing/online information services).

Key Decisions & Outcomes

• Adopt the Fair Access Action Plan dated January 2024.
• Discontinue Western Bulldogs Youth Leadership Program participation from 2024.
• Endorse 2024/2025 Budget development timeframe and community engagement plan.
• Establish tow-away zones for Pitch Music Festival and pursue VicRoads delegation.
• Adopt the Public Open Space Contribution Policy (January 2024).
• Receive November 2023 Community Support Grants report (fund 12 projects).

Detailed Descriptions

Adopt the Fair Access Action Plan dated January 2024

• Context: Council is required to have a gender equitable access and use policy/action plan (or equivalent) in place to be eligible for Victorian Government sport and recreation infrastructure funding from 1 July 2024. This item responds to the Victorian Government Office for Women and Girls’ 2022 Fair Access Policy Roadmap.
• Details:
  • Council decision: Adopt the Fair Access Action Plan dated January 2024.
  • Purpose: Address barriers experienced by women and girls in accessing and using community sports infrastructure and recreation reserve facilities.
  • Applies to Council-managed facilities at the following locations:
    • Alexandra Oval Community Centre — Waratah Avenue, Ararat
    • Gordon Street Recreation Reserve — Gordon St, Ararat
    • Ararat Fitness Centre — 61–73 High St, Ararat
    • Moyston Recreation Reserve — Moyston–Great Western Road, Moyston
    • Willaura Recreation Reserve — Delacombe Way, Willaura
    • Pomonal Recreation Reserve — Ararat–Halls Gap Road, Pomonal
    • Tatyoon Recreation Reserve — Tatyoon Road, Tatyoon
    • Mininera Recreation Reserve — Mac Street, Mininera
    • Elmhurst Recreation Reserve — Green Street, Elmhurst
    • Lake Bolac Recreation Reserve — Lake Bolac Complex Road, Lake Bolac
    • Buangor Recreation Reserve — Main Street, Buangor
  • Budget implications: No budget implications identified.
  • Council endorsement: Moved by Cr Waterston, seconded by Cr Beales; carried (CARRIED 4928/24).
• Impact: Strengthens equitable access and safety for women and girls across key community sport and recreation venues, and reduces the risk of not meeting State Government funding eligibility requirements from 1 July 2024.
• Next steps:
  • Implement the Action Plan through Council and club/user group actions aligned to the Fair Access Principles.
  • Use the Plan when reviewing policies, planning, maintenance, and capital works for community sports infrastructure (ongoing from adoption).

Discontinue Western Bulldogs Youth Leadership Program participation from 2024

• Context: Council has contributed to the Western Bulldogs Youth Leadership Program (WBYLP) since 2017, with renewal due in January 2024. Feedback indicates limited reach over the past 6 years and concerns about fit for rural participants.
• Details:
  • Council decision:
    1. Discontinue participation in the WBYLP commencing in 2024.
    2. Require the CEO to bring a recommendation to the February 2024 Council meeting for an alternate young people’s program for 2024.
  • Historical participation and costs:
    • 2017 initial contribution: $12,000 (program commenced with 8 students)
    • 2023 contribution: $25,000 (16 participants)
  • Rationale noted in the report:
    • Small number of young people engaged each year
    • Perceived variation in facilitation quality
    • Sense that the program was easier to access for urban young people than rural participants
  • Council endorsement: Moved by Cr J Armstrong, seconded by Cr Waterston; carried (CARRIED 4929/24).
• Impact: Redirects resources away from a program assessed as not sufficiently meeting local/rural needs, enabling Council to pursue a more locally focused youth program for 2024.
• Next steps:
  • CEO to present an alternative young people’s program recommendation at the February 2024 Council meeting.

Endorse 2024/2025 Budget development timeframe and community engagement plan

• Context: Council must adopt the 2024/2025 Budget by 30 June 2024 under the Local Government Act 2020 (s94). Community consultation is required under s96.
• Details:
  • Council decision: Endorse both:
    1. The timeframe for development and adoption of the 2024/2025 Budget.
    2. The community engagement plan for the 2024/2025 Budget.
  • Budget development and adoption timeframe:
    • February–March 2024: Budget development by Council staff
    • 5 March 2024: Council consideration of new initiatives/projects
    • 9 & 16 April 2024: Presentation of the 2024/2025 Budget to Council
    • 19 April 2024: Public release of Budget
    • 17 May 2024: Closure of public submissions
    • 28 May 2024 (May 2025 Council meeting): Consider any matters/submissions as required
    • 25 June 2024: Adopt 2024/2025 Budget
  • Community engagement mechanisms (key dates/locations):
    • By 5:00pm, Friday 19 April 2024: Post Budget on Engage Ararat
    • Friday 19 April 2024: Publish a one-page summary of key budget deliverables (available at multiple sites)
    • Town hall meetings: Monday 29 April – Friday 10 May 2024 across:
      • Ararat, Elmhurst, Tatyoon, Moyston, Lake Bolac, Pomonal, Willaura
    • Ongoing during the budget period: Promotion of key budget elements via mainstream and social media
    • Additional methods listed in the report: plain language budget summaries, face-to-face town halls, social media, local newspapers, and mainstream media engagement for major initiatives
  • Rate rise target stated in the report: develop the 2024/2025 Budget on the basis of delivering a 0% rate rise.
  • Council endorsement: Moved by Cr Beales, seconded by Cr Burridge; carried (CARRIED 4930/24).
• Impact: Provides a clear, legislatively compliant budget timetable and structured engagement across multiple towns, improving transparency and giving residents/ratepayers multiple opportunities to influence priorities.
• Next steps:
  • Commence budget development in February 2024.
  • Publish and promote the Budget and engagement materials from 19 April 2024.
  • Hold town hall meetings 29 April–10 May 2024 and receive submissions until 17 May 2024.
  • Adopt the Budget at the 25 June 2024 Council meeting.

Establish tow-away zones for Pitch Music Festival and pursue VicRoads delegation

• Context: Pitch Music Festival (Sound Event Group) and Council/VicRoads have identified safety risks from vehicles parking in road reserves adjacent to the festival site. Council is seeking authority to establish/enforce tow-away zones for each festival year.
• Details:
  • Council decision:
    1. Endorse the application process to gain delegation from VicRoads to establish the tow-away zone for the locality of the Pitch Music Festival for the duration of the festival each year going forward.
    2. Endorse CEO actions to authorise Council officers (on behalf of event organisers) to implement a process applying fees for management and enforcement of the tow-away zone for the festival duration.
  • Proposed tow-away zone locations (as listed in the report):
    • Moyston Dunkeld Road: from White Cockatoo Road north of the Pitch Site (patron entry at intersection of Moyston Dunkeld Road and Regulating Basin Road) south to Mafeking Road
    • 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
  • Risk drivers cited:
    • Fire hazard from vehicles parked over dry grass/vegetation
    • Traffic hazards from vehicles pulling onto side roads
    • Restricting carriageway width—need unobstructed travel for the festival period
    • Pedestrian accident risk during disembarking on/near the highway
    • Vehicles used as camp sites during the festival
  • Process and cost recovery approach:
    • Impound area proposed at Council depot (vehicles kept safe)
    • Release fees to comply with Road Management Act 2004, Schedule 4, clause 5(2A) and reflect reasonable impoundment costs (including overhead/indirect costs)
    • If a contractor tows, council’s fee recovery to be treated as an agent for the towing company (aiming for no excess retained by Council)
    • Formal notification in the Government Gazette and signage costs to be met by event organisers
    • Council officers to arrange VicRoads application for authorities to establish and enforce zones for the festival length
  • Consultation noted:
    • Community consultation session held 19 April 2023 at Moyston Recreation Reserve
    • VicRoads consultation undertaken; CEO discussed with Councillors at 23 January Council Briefing
  • Council endorsement: Moved by Cr J Armstrong, seconded by Cr Allgood; carried (CARRIED 4931/24).
• Impact: Improves safety for festival attendees, road users, and nearby residents by reducing fire and traffic risks, while providing a repeatable compliance mechanism for future Pitch Music Festivals.
• Next steps:
  • Submit/complete the VicRoads delegation application process to enable enforcement each festival year.
  • Finalise tow-away zone implementation details with the event organiser (Sound Event Group) and contractor, including signage/notification arrangements and fee processes.

Adopt the Public Open Space Contribution Policy (January 2024)

• Context: The Ararat Planning Scheme includes open space contributions under Clause 53.01 for subdivisions creating more than two lots. Council identified that charging contributions can negatively affect smaller-lot subdivision proposals, so an informal policy was developed to balance collection and growth objectives.
• Details:
  • Council decision: Endorse the Public Open Space Contribution Policy (January 2024).
  • Planning basis:
    • Ararat Planning Scheme Clause 53.01 (Public Open Space Contributions and Subdivision)
    • Policy provides guidance on:
      • When contributions are collected
      • The amount collected based on zone and number of lots
  • Strategic growth context:
    • Council plan seeks to increase residential lots by 600 by June 2025.
    • Policy aims to encourage smaller-lot subdivisions while still supporting creation/improvement of open space.
  • Budget implications:
    • Minor implications due to potentially fewer contributions collected, balanced by the need to encourage smaller lot subdivisions.
  • Council endorsement: Moved by Cr Burridge, seconded by Cr Beales; carried (CARRIED 4932/24).
• Impact: Creates clearer, publicly available rules for developers on open space contributions, supporting both open space outcomes and Council’s housing growth targets.
• Next steps:
  • Publish the policy as a public document for stakeholders.
  • Apply the policy in relevant subdivision decision-making processes going forward.

Receive November 2023 Community Support Grants report (fund 12 projects)

• Context: Council received applications for the November 2023 round of Community Support Grants and assessed them via an external panel and the CEO. The report confirms which projects were funded and the total amount allocated.
• Details:
  • Applications received: 14
  • Funded: 12 applications
  • Rejected: 2 applications (reasons stated):
    1. Event cancelled due to poor weather (no longer required funding)
    2. Organisation not meeting grant guidelines (not a local community organisation)
  • Assessment panel: two community members plus the CEO
  • Total funding approved: $40,800
  • Funded projects and amounts:
    • Ararat & District 8 Ball Association — Event support (2024 Country Cup) — $5,000
    • Ararat Bowling Club — Removal and installation of new ramp — $3,000
    • Ararat Neighbourhood House — Event support (Harmony Day 2024) — $5,000
    • Ararat VRI Bowling Club — Update equipment — $2,500
    • Ararat Y’s Menettes Club — Event support (Carols by Candlelight) — $4,000
    • Bazz Music — Event support (Expand the Sounds 2024) — $2,800
    • Lake Bolac Music Club — Installation of new lighting at Lake Bolac Hall — $3,000
    • Mount Cole Equestrian Assoc. — Purchasing of new jumps & equipment — $5,000
    • Stawell Soccer Club — Purchasing of new uniforms — $3,000
    • Willaura Healthcare Auxiliary — Willaura Healthcare Outdoor Market — $3,000
    • Willaura & District Community Development Group — Development of community website — $1,500
    • Willaura Kindergarten — Upgrade of playground equipment — $3,000
  • Council endorsement: Moved by Cr Beales, seconded by Cr Burridge; carried (CARRIED 4933/24).
• Impact: Delivers targeted support to local community organisations and events across Ararat and surrounding towns, strengthening community life and participation.
• Next steps:
  • Continue grant administration consistent with the Community & Event Support Grants Guidelines (including any required matching funding/in-kind requirements).

Community Impact

• Women and girls (community sport users): Adoption of the Fair Access Action Plan will drive changes to Council-managed sports and recreation facilities to reduce barriers for women and girls and improve safety and inclusion
• Sports clubs and volunteers (across Ararat municipality): Clubs using Council sports infrastructure will be expected to align with gender-equitable access and use actions to remain eligible for Victorian Government sport/recreation infrastructure funding from 1 July 2024
• Youth participants (Ararat): Council will discontinue the Western Bulldogs Youth Leadership Program in 2024, ending participation opportunities that previously drew about 16 participants in 2023
• Youth and families (Ararat): A replacement “locally focussed” youth program will be proposed for 2024 at the February 2024 Council meeting, potentially changing the type, location, and accessibility of youth leadership activities
• Residents and ratepayers (whole municipality): The 2024/2025 Budget will be developed with community engagement (Engage Ararat, plain-language summaries, and town hall meetings in Ararat, Elmhurst, Tatyoon, Moyston, Lake Bolac, Pomonal, and Willaura) and a stated target of 0% rate rise
• Pitch Music Festival area residents and road users (Moyston/Dunkeld Road, Andrews Lane, Regulating Basin Road, Mafeking Road, Muirhead Road): Tow-away zones will be established for the festival each year, with vehicles potentially impounded and removed if parked in restricted areas, reducing fire/traffic/pedestrian risks during the event
• New subdivision applicants (Ararat Rural City): Adoption of the Public Open Space Contribution Policy will change how and when open space contributions are collected under Clause 53.01, aiming to balance open space funding with encouraging smaller-lot subdivisions

Other Notable Items

• Community concerns flagged: tow-away zones proposed to address fire and traffic hazards near Pitch festival site.
• Project update: Ararat Fitness Centre Stage 1 work halted; alternative recreational options to be explored.
• Project update: Buangor Recreation Reserve kitchen extension withdrawn due to major construction pricing variations.
• Future agenda: CEO to recommend an alternate youth program after discontinuing Western Bulldogs Youth Leadership.
• Future agenda: 2024/25 budget engagement plan includes Engage Ararat, town halls, and newspaper/social media promotion.

Tech & Innovation Notes

• Live streaming of council meetings via Facebook and on the council website (digital service/platform for public access)
• Use of “Engage Ararat” as an online platform for community engagement related to the 2024/2025 budget (digital engagement)
• Social media posts to encourage community engagement around the budget (online/digital communications)

Key Decisions & Outcomes

• Adopt Recreation, Leisure and Community Facilities Asset Management Plan; publish on Council website.
• Receive and adopt Quarterly Performance Report financial statements to 30 September 2023.
• Endorse development of Sport, Active Recreation & Open Spaces Strategy; confirm $15,000 co-contribution.
• Receive 2023/2024 Capital Works Program (November 2023) report.
• Receive Council Plan 2021–2025 Year 3 Action Plan Update report.
• Receive Gordon Street Recreation Reserve Redevelopment user groups report.

Detailed Descriptions

Adopt Recreation, Leisure and Community Facilities Asset Management Plan; publish on Council website

• Context: Council is required to maintain community-facing asset management plans that set out how recreation, leisure and community facilities assets will be managed and maintained over the long term.
• Details:
  • Meeting: Tuesday 28 November 2023 (Council Chambers, Shire Offices; livestreamed).
  • Item: 3.1 Recreation, Leisure, and Community Facilities Asset Management Plan (Reference: 12682).
  • Resolution: Council adopted the Recreation, Leisure and Community Facilities Asset Management Plan and directed that it be placed on Council’s website.
  • Motion: Moved by Cr Beales, seconded by Cr Burridge.
  • Outcome: Carried 4916/23.
• Impact:
  • Improves long-term planning and sustainability of recreation/leisure/community facilities by clarifying lifecycle management (construction, maintenance, inspection/health assessment, asset register/data, renewal/end-of-life, valuation, incident management and reporting).
  • Supports stronger governance and compliance with relevant legislative requirements.
• Next steps:
  • Publish the adopted plan on Council’s website following the 28 November 2023 Council decision.

Receive and adopt Quarterly Performance Report financial statements to 30 September 2023

• Context: Under the Local Government Act 2020, Council must present quarterly budget reporting that includes comparisons to budget and explanations of material variations.
• Details:
  • Meeting: Tuesday 28 November 2023.
  • Item: 3.2 Quarterly Performance Report (Reference: 6573).
  • Reporting period: financial statements and performance indicators for the period ended 30 September 2023.
  • Financial highlights (to 30 September 2023):
    • Revenue: $18.699 million
    • Expenses: $8.756 million
    • Operating surplus (three months ended 30 September 2023): $9.943 million
  • Resolution: Council received and adopted the Comprehensive Income Statement, Balance Sheet, Statement of Cash Flows and Financial Performance Indicators for the period ended 30 September 2023.
  • Motion: Moved by Cr Jo Armstrong, seconded by Cr Burridge.
  • Outcome: Carried 4917/23.
• Impact:
  • Provides transparency to the community on Council’s financial position and performance against budget for the quarter.
  • Supports responsible budget outcomes and governance by formally adopting the required quarterly reporting.
• Next steps:
  • Continue quarterly publication of financial performance reporting and use the adopted information to inform subsequent budget and operational decisions.

Endorse development of Sport, Active Recreation & Open Spaces Strategy; confirm $15,000 co-contribution

• Context: The existing Ararat Rural City Recreation and Open Space Strategy is 20 years old, and Council identified a need for a consolidated, municipal-wide strategy reflecting current and future community needs.
• Details:
  • Meeting: Tuesday 28 November 2023.
  • Item: 3.3 Proposed Ararat Rural City Sport, Active Recreation & Open Spaces Strategy (Reference: 12766).
  • Funding pathway: Victorian Government Local Sports Infrastructure Fund – Planning Stream.
  • Grant sought: $40,000 (Planning Stream).
  • Council co-contribution confirmed: $15,000 (to be available in 2024/25).
  • Total project cost: $55,000.
  • Resolution: Council endorsed the development of the strategy and confirmed co-contributions would be available within appropriate timeframes.
  • Motion: Moved by Cr Allgood, seconded by Cr Beales.
  • Outcome: Carried 4918/23.
• Impact:
  • Helps ensure future sport and active recreation infrastructure is welcoming, accessible and aligned to participation trends and demographic growth.
  • Strengthens Council’s position for state funding by demonstrating commitment to underwriting potential cost escalations and delivery requirements.
• Next steps:
  • Apply for the Local Sports Infrastructure Fund – Planning Stream grant.
  • If successful, develop the strategy with stakeholder/community consultation primarily during 2024/25.

Receive 2023/2024 Capital Works Program (November 2023) report

• Context: Council adopted the 2023/2024 Capital Works Program as part of the 2023/2024 Budget and now provides an updated report reflecting progress and spending status.
• Details:
  • Meeting: Tuesday 28 November 2023.
  • Item: 4.1 2023/2024 Capital Works Program – November 2023 (Reference: 9655).
  • Budget context: 2023/24 capital works investment of $9.5 million (as stated in the report).
  • Progress snapshot: capital works budget 38% spent to 22 November 2023.
  • Key works referenced include:
    • Stage one of Mount William Road construction (commencement/documentation/stone ordered)
    • Enhanced road reseal program, urban drainage improvements
    • Upgrades to the footpath network
    • Urban gravel to seal program and commencement of stage one Mount William Road reconstruction
  • Recreation facilities projects noted as carried beyond one financial year, including:
    • Gordon St Recreation Reserve committed expenditure $4,590,641 at 97% complete
    • Buangor Recreation Reserve Kitchen Extension $53,736 at 19% complete (withdrawal of funding to be considered due to pricing variations)
    • Lake Bolac Golf Club Kitchen $198,273 at 91% complete
  • Resolution: Council received the 2023/2024 Capital Works Program – November 2023 report.
  • Motion: Moved by Cr Allgood, seconded by Cr Beales.
  • Outcome: Carried 4919/23.
• Impact:
  • Keeps the community informed about capital works delivery, budget tracking and timing of major projects.
  • Highlights where works are on track and where adjustments (e.g., Buangor kitchen extension) may be required due to market conditions.
• Next steps:
  • Continue delivery of the program through the remainder of 2023/24, with ongoing reporting as part of Council’s governance and budget processes.

Receive Council Plan 2021–2025 Year 3 Action Plan Update report

• Context: Council Plan 2021–2025 requires staged reporting and tracking of actions across strategic objectives, with Year 3 covering the 2023/2024 financial year.
• Details:
  • Meeting: Tuesday 28 November 2023.
  • Item: 4.2 Council Plan 2021–2025 Year 3 Action Plan Update (November 2023) (Reference: 12683).
  • Year 3 scope: 72 actions for 2023/2024 (Year 3).
  • Action status breakdown:
    • Complete: 7
    • In progress (0–50%): 37
    • In progress (51–99%): 17
    • Ongoing: 11
  • Resolution: Council received the Council Plan 2021–2025 Final Year 3 Action Plan Update Report.
  • Motion/Outcome: Carried 4920/23.
• Impact:
  • Provides accountability and transparency on progress against Council’s strategic objectives (Growing our place; building robust local economies; preserving the environment; enabling infrastructure; enhancing community life; strong governance).
  • Supports community confidence by showing how Council actions are progressing during the year.
• Next steps:
  • Continue implementing Year 3 actions during 2023/24 and report progress through future Council reporting cycles.

Receive Gordon Street Recreation Reserve Redevelopment user groups report

• Context: The Gordon Street Recreation Reserve Redevelopment is Council’s most significant recent building project and is nearing completion, requiring coordination with primary user groups for operational readiness.
• Details:
  • Meeting: Tuesday 28 November 2023.
  • Item: 4.3 Gordon Street Recreation Reserve Redevelopment – User Groups (Reference: 12767).
  • Project overview (as described):
    • Multi-use sports precinct with a new pavilion including AFLW changerooms, shared Cricket/Football (Soccer) changerooms, and social space with kitchen and bar facilities
    • Sports lighting, field works (drainage/irrigation), new turf cricket pitch
    • Competition-size and junior soccer pitch
    • Little athletics infrastructure including 100-metre running track, long/triple jump pits, high jump area, and concrete rounds for discus/shotput/javelin
  • User groups covered in discussions: AFL Women’s, Cricket (Grampians Cricket Association), Football (Soccer), and Little Athletics (Ararat Little Athletics Club).
  • Noted outcomes/intentions from user discussions include:
    • Football: under-11 team expected at the facility; home games and grand final for the league in 2024; come-and-try days and programs planned
    • Little Athletics: plans provided; currently 50 participants and intent to grow, including regional competitions for fundraising
    • Cricket: turf wicket to be established; 24/25 season first opportunity to utilise the ground
    • AFL Women’s: work underway to rebuild local club and promote girls’ Auskick during opening/pre-season
    • Multicultural interest: potential for cultural events (examples included New Year celebrations)
  • Resolution: Council received the Gordon Street Recreation Reserve Redevelopment – User Groups report.
  • Motion: Moved by Cr Beales, seconded by Cr Rob Armstrong.
  • Outcome: Carried 4921/23.
• Impact:
  • Ensures the redeveloped precinct is aligned to the needs of key sporting and community users, improving likelihood of successful uptake and inclusive community use.
  • Supports social cohesion and participation by planning for diverse programming and events from the start of operations.
• Next steps:
  • Continue collaboration with user groups (in partnership with Sport Central) to establish and operate the reserve and facilities, including implementation of a participation plan for the first 12 months of operation.

Community Impact

• Recreation and community facilities users: Council adopted the Recreation, Leisure and Community Facilities Asset Management Plan, guiding how parks, buildings and recreation assets are maintained, renewed and managed over the long term
• Sport and active recreation participants: Council endorsed development of a municipal Sport, Active Recreation & Open Spaces Strategy (planning grant sought for 2024/25), which will shape future upgrades and service priorities for sport and open space
• Gordon Street Recreation Reserve users and local clubs: Redeveloped Gordon Street Recreation Reserve is nearing completion and will be used by AFL Women’s, cricket, football (soccer) and Little Athletics, expanding training/competition opportunities and access to new facilities
• Road users and nearby residents: 2023/24 capital works include reseals, gravel-to-seal upgrades, footpath upgrades, urban drainage improvements, and commencement of Mt William Road reconstruction (works may involve disruption and changes to local traffic conditions)
• Footpath and pedestrian safety: Footpath renewal and pedestrian refuge works (including around schools and key town routes) will improve walkability and safety for residents and school communities
• Ratepayers and community services: Quarterly financial reporting was adopted, with rates and charges remaining the largest income source and a noted issue of high outstanding rates debt early in the year, which may affect enforcement/collection activity and council service planning

Other Notable Items

• Community engagement via livestreaming and website access to improve transparency.
• Sport strategy update: seeking Local Sports Infrastructure Fund planning grant, co-contribution $15,000.
• Capital works update: Ararat Fitness Centre stage halted; Buangor kitchen extension withdrawn due to tender price variations.
• Gordon Street Recreation Reserve user discussions: AFLW, cricket, soccer, and Little Athletics planning for 2024/25 use.
• Quarterly performance report flagged major rates-debtor increase and low collection percentage at 30 September 2023.

Tech & Innovation Notes

• Live streaming of Council meetings via Facebook and on the Council website (digital service/platform for public access and transparency).
• Council website publication of meeting recordings (excluding closed sessions).
• Grant-related digital initiatives referenced in the Quarterly Performance Report:
  • “Digital Twin Victoria”
  • “Free Public WiFi Services”
  • “Planning & Data Development”
• “Asset Management Plan” includes digital/data components such as an “Asset Register and Data” and “Reporting.”

Key Decisions & Outcomes

• Adopted a 1-year Mayoral term and elected Cr Bob Sanders as Mayor.
• Determined to elect a Deputy Mayor for 2023/2024, adopting a 1-year term.
• Elected Cr Jo Armstrong as Deputy Mayor for 2023/2024.
• Appointed Council delegates to committees and organisations for the 2022/2023 term.
• Adopted Council meeting dates for 2023/2024 (no December meeting) and approved advertising.

Detailed Descriptions

Adopted a 1-year Mayoral term and elected Cr Bob Sanders as Mayor

• Context: A statutory meeting of Ararat Rural City Council was held on Tuesday 14 November 2023 to elect the Mayor for the new Council term. The election followed the Local Government Act 2020 (s25) and Council’s Governance Rules.
• Details:
  • Council adopted a Mayoral term of 1 year (moved by Cr Beales, carried 4907/23).
  • Nominations were called with a return deadline of 5:00pm Monday 13 November 2023.
  • Council elected Cr Bob Sanders as Mayor (moved by Cr Jo Armstrong, seconded by Cr Rob Armstrong, carried 4908/23).
• Impact: Establishes clear leadership for a defined period, enabling the Mayor to represent Council and provide direction for Council priorities over the next year.
• Next steps: The Mayor will take up the role immediately following election and continue into the 2023/2024 governance cycle until the next statutory election process.

Determined to elect a Deputy Mayor for 2023/2024, adopting a 1-year term

• Context: Council considered whether it wished to establish/appoint a Deputy Mayor, noting the Local Government Act 2020 does not require a Deputy Mayor. Council’s Governance Rules allow Council to elect one at its discretion.
• Details:
  • Council resolved to determine whether to elect a Deputy Mayor for the 2023/2024 term (moved by Cr Beales, seconded by Cr Burridge, carried 4909/23).
  • Council adopted a Deputy Mayoral term of 1 year (moved by Cr Beales, seconded by Cr Jo Armstrong, carried 4910/23).
• Impact: Ensures continuity of leadership and provides an Acting Mayor option if required, supporting stable governance and decision-making.
• Next steps: Following the decision to elect a Deputy Mayor and confirm the 1-year term, Council proceeded to the formal election of the Deputy Mayor.

Elected Cr Jo Armstrong as Deputy Mayor for 2023/2024

• Context: After Council determined it would elect a Deputy Mayor and set the Deputy Mayoral term, the Deputy Mayor election was conducted in line with the Local Government Act 2020 (s27) and Council’s Governance Rules.
• Details:
  • Nominations for Deputy Mayor were managed under the same governance process framework, with the election requiring an absolute majority of Councillors.
  • Council elected Cr Jo Armstrong as Deputy Mayor (moved by Cr Burridge, seconded by Cr Rob Armstrong, carried 4911/23).
• Impact: Provides a designated deputy leader to support the Mayor and ensure effective governance continuity for the community.
• Next steps: Cr Jo Armstrong will serve as Deputy Mayor for the 2023/2024 term (for 1 year) and participate in relevant civic and committee responsibilities.

Appointed Council delegates to committees and organisations for the 2022/2023 term

• Context: Council received a report to clarify Council representation on internal committees and external organisations to ensure consistent governance and accurate representation during the Council term.
• Details:
  • The report was considered under Section 4.1 (Appointment of Council Delegates to Committees/Organisations).
  • Council determined delegates for the Council term 2022/2023 as listed, including:
    • Municipal Association of Victoria: 1 Councillor — Cr Jo Armstrong
    • Mayoral Taskforce Supporting People Seeking Asylum: Mayor — Mayor (Cr Sanders)
    • Western Highway Action Committee: 1 Councillor — Cr Jo Armstrong
    • Rail Freight Alliance: 1 Councillor — Cr Bob Sanders
    • Audit Committee: 2 Councillors — Cr Jo Armstrong & Cr Bob Sanders
    • CEO Employment and Recruitment Advisory Committee: Mayor, Deputy Mayor and 1 Councillor — Cr Rob Armstrong, Cr Jo Armstrong & Cr Bob Sanders
  • The decision was moved by Cr Burridge, seconded by Cr Beales, carried 4912/23.
• Impact: Strengthens accountability and improves community confidence by ensuring Council’s official representatives are clearly identified for key governance and stakeholder forums.
• Next steps: Delegates will act in their assigned roles for the 2022/2023 term, and representation will continue to be reviewed/updated through future Council decisions as needed.

Adopted Council meeting dates for 2023/2024 (no December meeting) and approved advertising

• Context: Council considered a report to set formal Council Meeting dates for the 2023/2024 term. The schedule was proposed to run on the last Tuesday of each month, with a specific change for December.
• Details:
  • The report was considered under Section 4.2 (Fixing of Meeting Dates 2023/2024).
  • Council confirmed there would be no December Council Meeting.
  • Council adopted the following meeting dates (all at 6:00pm):
    • Tuesday 28 November 2023
    • Tuesday 30 January 2024
    • Tuesday 27 February 2024
    • Tuesday 26 March 2024
    • Tuesday 30 April 2024
    • Tuesday 28 May 2024
    • Tuesday 25 June 2024
    • Tuesday 30 July 2024
    • Tuesday 27 August 2024
    • Tuesday 24 September 2024
    • Tuesday 29 October 2024
    • Tuesday 12 November 2024 (Statutory Meeting)
  • Council also approved advertising of the dates and times in a local newspaper and on Council’s website.
  • The decision was moved by Cr Beales, seconded by Cr Rob Armstrong, carried 4913/23.
• Impact: Provides certainty for residents, stakeholders, and councillors about when Council decisions will be considered, while improving transparency through public notice.
• Next steps: Council will place the required advertisement in a local newspaper and publish the schedule on the Council website following adoption.

Community Impact

• Residents (local transparency): Council meetings will be live-streamed via Facebook from 6pm and made available on the Council website after the meeting (excluding closed sessions)
• Community governance (leadership): Cr Bob Sanders elected Mayor for a 1-year term, shaping council leadership priorities and representation
• Community governance (leadership): Cr Jo Armstrong elected Deputy Mayor for a 1-year term, affecting who acts in the Mayor’s absence and related decision-making
• Local stakeholders (committee representation): Council delegates appointed to external bodies and council committees for the 2023/2024 term (including Municipal Association of Victoria, Western Highway Action Committee, Rail Freight Alliance, Audit Committee, and CEO Employment/Recruitment Advisory Committee)
• Residents (meeting access and notice): Council adopts a 2023/2024 schedule of monthly Council meetings (6:00pm, last Tuesday pattern) and will advertise dates in a local newspaper and on the Council website
• Residents (meeting frequency): No Council meeting scheduled in December 2023, affecting when residents can attend/engage with Council in that month

Other Notable Items

• Community transparency focus: live-streaming formal Council meetings via Facebook and website.
• Council representation discussed: consistent delegate appointments to committees and external organisations.
• Future agenda item: Council meeting schedule set for 2023/2024, with no December meeting.
• Recognition/achievement: Mayor elected for a one-year term; Deputy Mayor elected for a one-year term.
• Stakeholder engagement: councillors and CEO to discuss proposed councillor delegates for committees.

Tech & Innovation Notes

• Live streaming of Council meetings via Facebook (and on Council’s website after the meeting) to improve community transparency and access.
• Council recordings (excluding closed sessions) made available on the Council’s website.

Key Decisions & Outcomes

• Adopt Road and Transport Asset Management Plan and publish on Council website
• Adopt Bridges and Major Culverts Asset Management Plan and publish on Council website
• Join Local Government Mayoral Taskforce Supporting People Seeking Asylum as General member
• Adopt Electrification Policy dated August 2023
• Receive 2023/2024 Capital Works Program (August 2023) report
• Endorse Ararat Renewable Energy Park Development Plan
• Restart Reframing the Planning Scheme without land rezoning; revised plan to September meeting
• Endorse procurement of Digital Twin weather stations for $713,520 over three years
• Accept renewed Gaia Envirotech research and development agreement; Mayor and CEO to execute

Detailed Descriptions

Adopt Road and Transport Asset Management Plan and publish on Council website

• Context: The Local Government Act 2020 requires community-facing asset management plans that set out how Council will manage and maintain key infrastructure over the long term.
• Details:
  • Item considered at the 29 August 2023 Council Meeting (Item 3.1).
  • Recommendation adopted:
    • Council adopt the Road and Transport Asset Management Plan.
    • The plan be placed on Council’s website.
  • The plan covers the full asset lifecycle including construction/capital works, maintenance, inspection/health assessment, asset register/data, end-of-life/renewal, valuation, incident management, and reporting.
  • Chief Executive Officer (CEO) was the responsible officer; Councillors were briefed at a Council Briefing held on 15 August 2023.
• Impact: Improves transparency and long-term service delivery by setting out how Ararat Rural City Council will manage its roads and transport assets sustainably and affordably, including compliance and funding needs.
• Next steps:
  • Publish the adopted Road and Transport Asset Management Plan on the Council website following the meeting decision (29 August 2023).

Adopt Bridges and Major Culverts Asset Management Plan and publish on Council website

• Context: Council must manage risk and service levels for critical bridge and major culvert infrastructure, supported by community-facing asset management planning under the Local Government Act 2020.
• Details:
  • Item considered at the 29 August 2023 Council Meeting (Item 3.2).
  • Recommendation adopted:
    • Council adopt the Bridges and Major Culverts Asset Management Plan.
    • The plan be placed on Council’s website.
  • The plan addresses the full lifecycle of bridge network assets (construction/capital works, maintenance, inspection/health assessment, asset register/data, end-of-life/renewal, valuation, incident management, and reporting).
  • The report notes bridge infrastructure is spread throughout the municipality with bridge volume exceeding 200 units, and highlights the Hopkins River and tributaries (e.g., Fiery Creek and Mt Emu Creek) as significant crossing locations.
  • Chief Executive Officer (CEO) was the responsible officer; Councillors were briefed at a Council Briefing held on 15 August 2023.
• Impact: Strengthens safety and reliability of crossings by ensuring Council has a structured approach to inspection, maintenance, renewal and funding for bridges and major culverts.
• Next steps:
  • Publish the adopted Bridges and Major Culverts Asset Management Plan on the Council website following the meeting decision (29 August 2023).

Join Local Government Mayoral Taskforce Supporting People Seeking Asylum as General member

• Context: Since 2018, the Local Government Mayoral Taskforce Supporting People Seeking Asylum has advocated for rights and improved processes for people seeking asylum, coordinated through member councils.
• Details:
  • Item considered at the 29 August 2023 Council Meeting (Item 3.3).
  • Council joined the Taskforce as a General member council.
  • The Taskforce Terms of Reference (endorsed 21 April 2023) define General Member Council responsibilities and a fee of $500 per annum.
  • The Taskforce is established and chaired by Greater Dandenong Council and includes 38 councils nationwide.
  • Recommendation adopted: “Council joins the Mayoral Taskforce Supporting People Seeking Asylum as a General member council fulfilling the requirements…”
  • No budget impact on Council’s 2023/2024 Budget was identified in the report.
• Impact: Positions Ararat Rural City Council to participate in coordinated advocacy for a fairer and swifter refugee status determination process and improved access to supports for vulnerable people.
• Next steps:
  • Fulfil General membership requirements under the Taskforce Terms of Reference (including participation/attendance expectations).
  • Council’s membership would commence following the Council decision on 29 August 2023 (and align with Taskforce administration processes).

Adopt Electrification Policy dated August 2023

• Context: Council sought a policy framework to reduce carbon emissions from Council transport and plant operations and to support a transition toward zero-emissions options.
• Details:
  • Item considered at the 29 August 2023 Council Meeting (Item 3.4).
  • Recommendation adopted: Council adopts the Electrification Policy dated August 2023.
  • The policy scope includes:
    • Exploring preferences for electric vehicles or plant options (light vehicles, light plant, parks and gardens equipment).
    • Transitioning Council operations toward the lowest possible environmental footprint.
    • Supporting zero emissions transport and feeding used electric vehicles into the second-hand market.
  • Councillors discussed the policy at a Council Briefing held on 15 August 2023.
  • Budget implications: no budget implications were identified.
• Impact: Provides direction for Council fleet and asset decision-making to reduce emissions, noise, and air pollution, while potentially improving operating costs and maintenance outcomes.
• Next steps:
  • Implement the Electrification Policy in future fleet/asset procurement and policy reviews following adoption on 29 August 2023.

Receive 2023/2024 Capital Works Program (August 2023) report

• Context: Council’s Capital Works Program is a key component of the 2023/2024 Budget, requiring periodic reporting to Council on progress and expenditure status.
• Details:
  • Item considered at the 29 August 2023 Council Meeting (Item 3.5).
  • Recommendation adopted: Council receives the 2023/2024 Capital Works Program – August 2023 report.
  • Budget context from the report:
    • Council adopted a 2023/2024 Capital Works Program with a $9.5 million investment in capital works.
  • The report states capital work budget status:
    • 11% spent to 23 August 2023 (noted as close to the target), with end-of-month invoices still to be provided.
    • The report highlights disruption from an October flood event and pricing volatility affecting projects (e.g., Helendoite Road bridge).
  • Major works listed include:
    • Stage one of the Ararat Leisure Centre
    • Urban gravel to seal road upgrades
    • Maintaining and repairing rural and urban roads and drainage
• Impact: Keeps the community and Council informed about delivery progress, expenditure timing, and risks affecting infrastructure delivery.
• Next steps:
  • Continue delivery of the program and provide further updates at subsequent Council reporting points (this item was a “receive” decision on 29 August 2023).

Endorse Ararat Renewable Energy Park Development Plan

• Context: Council’s Ararat Renewable Energy Park is a Council-owned project intended to enable industrial development focused on renewable energy and the circular economy, requiring an approved Development Plan to facilitate development under the planning framework.
• Details:
  • Item considered at the 29 August 2023 Council Meeting (Item 3.6).
  • Councillor conflict of interest:
    • Cr Gwenda Allgood declared a conflict and left the chamber at 6:25pm; returned at 6:32pm.
  • Site and planning framework:
    • Council-owned site of approximately 35.6 hectares.
    • Located ~5 kilometres east of Ararat township, adjoining the Western Highway.
    • Zoned Industrial 1, covered by overlays including:
      • Development Plan Overlay Schedule 1 (Ararat Renewable Energy Park)
      • Specific Controls Overlay Schedule 2 (East Grampians Rural Pipeline Project)
      • Design and Development Overlay Schedule 1 (Airport Environs)
    • Development Plan Overlay (DPO) prevents permits until a Development Plan is approved.
  • Recommendation adopted: Council endorsed the Ararat Renewable Energy Park Development Plan.
  • The report notes no further notification except consultation with Glenelg Hopkins Catchment Management Authority (GHCMA), which responded with no objection and noted flooding exposure for a portion of land.
  • Attachment: Ararat Renewable Energy Park Development Plan July 2023 (Attachment 3.6).
• Impact: Enables coordinated, structured development of the park, supporting industrial investment and job creation while providing a public framework for how the land will be developed.
• Next steps:
  • Proceed with the planning process enabled by the endorsed Development Plan (as the DPO framework requires the plan to be approved to facilitate compliant permit approvals).
  • Implementation through Council assessment of future planning permit applications generally in accordance with the endorsed Development Plan.

Restart Reframing the Planning Scheme without land rezoning; revised plan to September meeting

• Context: Council’s “Reframing the Planning Scheme” project was delayed, largely due to the potential economic impacts of Windfall Gains Tax (WGT) on landowners where rezoning would occur.
• Details:
  • Item considered at the 29 August 2023 Council Meeting (Item 3.7).
  • Background:
    • Project adopted in July 2022 with completion originally planned for December 2023.
    • The project stalled due to multiple factors, with WGT identified as the most significant.
  • WGT key points included in the report:
    • Applies from 1 July 2023 on land rezoned by a planning scheme amendment resulting in value uplift > $100,000.
    • Tax rates noted:
      • 62.5% marginal rate on uplift above $100,000 (for uplifts >$100,000 but < $500,000)
      • 50% for uplifts $500,000 or more
    • Landowners can defer liability (all or part) until next dutiable transaction or 30 years, whichever occurs first.
  • Council decision (recommendation adopted):
    1. Endorse exclusion of land rezoning from the Reframing the Planning Scheme project outcomes to avoid unintended WGT impacts on landowners.
    2. Request the CEO present a revised project plan to the September 2023 Council meeting for endorsement, including:
  • plan to restart the project,
  • revised timeframes,
  • amended budget.
• Impact: Allows Council to progress strategic planning improvements (certainty, policy depth, studies integration, engagement) while avoiding rezoning steps that could impose significant financial impacts on landowners.
• Next steps:
  • CEO prepares and presents a revised Reframing the Planning Scheme project plan to the September 2023 Council meeting.
  • Project restart proceeds without land rezoning as part of the endorsed approach.

Endorse procurement of Digital Twin weather stations for $713,520 over three years

• Context: Council’s Digital Twin initiative (Ararat Rural Information Network) required procurement of weather monitoring equipment to support data-driven planning and operations.
• Details:
  • Item considered at the 29 August 2023 Council Meeting (Confidential Agenda Item 8.1; decision lifted from closed session).
  • Council endorsed procurement relating to:
    • Purchase and installation of 12 x R11 Multi Sensor Weather Station Units and 12 x R11 Multi Sensor Weather Station Units, including monitoring, for three years.
    • Supplier: Attentis Pty Ltd
    • Total price: $713,520.00
    • Procurement to be on associated terms and conditions outlined in the Statement of Work.
  • Decision details:
    • Confidentiality of the decision was lifted on adoption of the motion; report confidentiality was not lifted.
• Impact: Improves Council’s capability to collect local weather data, enhancing the Digital Twin’s usefulness for planning, risk management, and operational decision-making.
• Next steps:
  • Proceed with procurement and installation under the approved terms with Attentis Pty Ltd.
  • Implement monitoring for the three-year period following installation/procurement commencement.

Accept renewed Gaia Envirotech research and development agreement; Mayor and CEO to execute

• Context: Council had an existing relationship with Gaia Envirotech for waste processing and related research and development activities, requiring renewal of the agreement to continue collaboration.
• Details:
  • Item considered at the 29 August 2023 Council Meeting (Confidential Agenda Item 8.3; decision lifted from closed session).
  • Council decision:
    • Accept the renewed research and development agreement with Gaia Envirotech.
    • Delegate execution authority: Mayor and CEO to execute the agreement document as required.
  • Confidentiality:
    • Confidentiality of the decision was lifted on adoption of the motion; report confidentiality was not lifted.
• Impact: Maintains continuity of Council’s collaboration with Gaia Envirotech, supporting ongoing research and development related to waste processing and potential improvements in outcomes for the community.
• Next steps:
  • Mayor and CEO execute the renewed agreement with Gaia Envirotech following the Council resolution on 29 August 2023.

Community Impact

• Residents (Ararat Rural City): Road and transport services will be managed under an adopted Road and Transport Asset Management Plan, shaping how roads/paths are inspected, maintained, renewed and funded over the long term
• Residents (bridge/culvert areas): Bridges and major culverts will be managed under an adopted Bridge and Major Culvert Asset Management Plan, affecting inspection schedules, renewal priorities and incident response across the network
• Residents and road users: 2023/24 capital works will proceed, including enhanced road reseals, urban drainage improvements, footpath upgrades (e.g., George Road pedestrian refuge near Ararat West Primary School), and Mt William Road reconstruction (start of works)
• Local businesses and workers: Ararat Renewable Energy Park Development Plan approval enables coordinated development of the 35.6-hectare industrial renewable energy/circular economy business park, allowing planning permits to progress for individual lots
• Property owners (planning/rezoning impacts): The “Reframing the Planning Scheme” project will restart without land rezoning to avoid Windfall Gains Tax impacts, delaying rezoning-driven land use certainty changes for some properties
• Community groups and residents (waste/litter): Council’s support for the Victorian Container Deposit Scheme (from 1 Nov 2023) will create new local fundraising opportunities via registered collection points and may change where residents return eligible drink containers

Other Notable Items

• Community engagement and concerns noted during “Reframing the Planning Scheme” due to Windfall Gains Tax impacts.
• Council briefing covered future planning scheme review, electrification, container deposit scheme, and asset strategies.
• Capital works update: 11% spent by 23 August; October flood disrupted rollout and pricing volatility.
• Ararat Renewable Energy Park Development Plan endorsed; Glenelg Hopkins Catchment Authority noted local flooding risk.
• Digital Twin procurement discussed: 12 multi-sensor weather stations for Ararat Rural Information Network.

Tech & Innovation Notes

• Digital services / online platforms

  • Council meetings are livestreamed via Facebook and made available on Council’s website (live stream accessibility and post-meeting availability).

• IT infrastructure / smart systems (digital twin)

  • Digital Twin – Ararat Rural Information Network (confidential item later lifted): procurement to purchase and install 12 multi-sensor weather station units with monitoring for 3 years from Attentis Pty Ltd.

• Digital transformation / data & planning platforms

  • Reframing the Planning Scheme project includes community engagement via the “Engage Ararat” platform and use of updated planning scheme mapping/layers (planning scheme revision project).

• Smart city / sensing & environmental monitoring (related to digital twin)

  • Weather station deployment for the Ararat Rural Information Network (multi-sensor monitoring infrastructure).

Key Decisions & Outcomes

• Reallocated $600,000 road widening funds to 2022/23 road resealing works.
• Reallocated $643,200 from urban drainage contracts to 2022/23 reseal works.
• Adopted updated Council Procurement Policy, including revised approval thresholds.
• Adopted 2023 General Valuation subject to Ministerial approval for 2023/24 rating.
• Endorsed “Ararat on the Move” priority active-transport projects within allocated capital budget.
• Endorsed Smart Rural City report and received IoT innovation initiatives.

Detailed Descriptions

Reallocated $600,000 road widening funds to 2022/23 road resealing works

• Context: Council’s 2022/23 Capital Works Program was designed to respond to volatility in civil construction pricing and to prioritise asset renewal. As part of this approach, Council reviewed planned road widening works to ensure reseal works could be delivered within the 2022/23 financial year.
• Details:
  • Decision made at the 30 May 2023 Council Meeting (Item 3.1 – 2022/2023 Capital Works Program – May 2023).
  • Council reallocated $600,000 from the road widening allocation for:
    • Rhymney Road
    • Buangor Ben Nevis Road
  • The $600,000 was moved within the road resealing budget to road resealing works to be completed in the current financial year (2022/23).
  • The motion also noted that road widening on Rhymney Rd and Buangor Ben Nevis Rd was to be deferred until 2023/2024, with reseal works accelerated in 2022/23.
• Impact: Residents benefit from earlier delivery of pavement renewal (reseals) in 2022/23, improving road surface condition and safety, while deferring widening to a time when delivery costs and market conditions may be more favourable.
• Next steps: Road resealing works funded by the reallocation are scheduled to be completed during 2022/23, while the deferred widening works are planned for 2023/2024.

Reallocated $643,200 from urban drainage contracts to 2022/23 reseal works

• Context: The Capital Works Program was affected by pricing volatility and capacity disruptions following flood events. Council identified that certain contracted urban drainage works could not be delivered efficiently in 2022/23, creating an opportunity to redirect funds to reseal works that could be completed sooner.
• Details:
  • Decision made at the 30 May 2023 Council Meeting (Item 3.1).
  • Council reallocated $643,200 from urban drainage works for contracted works to be deferred:
    • Walkerville & Wileman Street Kerb and Channel Works (T711) – $326,000
    • Reconstruction of Tobin Street (Ch. 930) (T712) – $317,200
  • The $643,200 was redirected to additional road resealing in 2022/23, specifically to works that could be completed in the current financial year.
  • The motion also resolved that the money for the deferred contracts would be redirected back in the 2023/24 financial year from the resealing budget.
• Impact: Improves delivery certainty and value for money by shifting expenditure to projects that can be completed in 2022/23, while maintaining continuity by funding the deferred drainage works in 2023/24.
• Next steps:
  • Additional reseal works funded by the reallocation are to be completed in 2022/23.
  • The deferred drainage contracts are to be funded in 2023/24.

Adopted updated Council Procurement Policy, including revised approval thresholds

• Context: Council undertakes periodic policy reviews to ensure compliance with legislative requirements and that procurement practices reflect current operational needs. The Procurement Policy update included revised delegations and procurement method thresholds.
• Details:
  • Decision made at the 30 May 2023 Council Meeting (Item 3.2 – Council Policy Review: Procurement Policy).
  • Council adopted the updated Procurement Policy.
  • Key changes included:
    • Updated wording under 2.17.3 Delegations Reserved for Council.
    • Council approval thresholds for procurement values:
      • $225,000 and above for agreements/contracts for goods and services
      • $300,000 and above for entry into contracts for works
    • Financial delegations (Tier 1 CEO) updated to align with the above:
      • Goods and Services: $225,000
      • Works: $300,000
    • Evaluation panel procurement value adjustment:
      • Adjusted from $10,000 to $15,000
      • Adjusted range changes to $15,000–$30,000 (previously $10,000–$30,000)
    • Procurement method thresholds:
      • One quote requirement adjusted to $1,000–$15,000
      • Three quotes requirement adjusted to $15,000–$30,000
    • Delegation process change:
      • Deputy CEO removed from approval of procurement process prior to execution; replaced with CEO
  • The policy was adopted following internal consultation (Briefing held 23 May 2023).
• Impact: Strengthens governance, transparency, and financial control by clarifying who approves procurement decisions and by updating thresholds for quotes and contract approvals.
• Next steps: The updated Procurement Policy becomes the operative policy for Council procurement processes following adoption on 30 May 2023.

Adopted 2023 General Valuation subject to Ministerial approval for 2023/24 rating

• Context: Council must adopt the annual general valuation to support setting rates for the next financial year. Adoption is contingent on the Minister’s declaration that the valuation is suitable to be used for rating purposes.
• Details:
  • Decision made at the 30 May 2023 Council Meeting (Item 3.3 – Year 2023 General Valuation).
  • Council received notification on 12 May 2023 from the Valuer-General, certifying the 2023 General Valuation as generally true and correct.
  • Council adopted the valuation subject to Ministerial approval, for:
    • Total Site Value: $5,448,546,000
      • Rateable Site Value: $5,415,545,000
      • Non-rateable leviable Site Value: $33,001,000
    • Total Capital Improved Value (CIV): $6,853,253,500
      • Rateable CIV: $6,753,828,000
      • Non-rateable leviable CIV: $99,425,500
    • Total Net Annual Value (NAV): $347,895,400
      • Rateable NAV: $342,465,150
      • Non-rateable leviable NAV: $5,430,250
  • The valuation was conducted by Mr Paul Newman (PW Newman Pty Ltd), with audits by the Valuer-General.
• Impact: Enables Council to proceed with the 2023/24 rating process once the Minister declares the valuation suitable, supporting accurate and current property-based revenue settings.
• Next steps: Await Minister for Planning declaration; once issued, Council can raise rates for 2023/24 using the adopted valuation.

Endorsed “Ararat on the Move” priority active-transport projects within allocated capital budget

• Context: Council received a joint letter in March 2023 from the Ararat Early Learning Centre raising concerns about pedestrian safety. Council aligned its response to its existing Ararat On the Move: Active Transport and Lifestyle Strategy 2015–2025.
• Details:
  • Decision made at the 30 May 2023 Council Meeting (Item 3.4 – Ararat Rural City Council: Ararat On the Move).
  • Council endorsed that officers commence development of priority projects from the Ararat On the Move: Active Transport and Lifestyle Strategy 2015–2025.
  • Council resolved that any projects undertaken would be completed within the allocated Capital Works budget.
  • Priority treatments/projects referenced in the report included:
    • Pedestrian refuges:
      • King Street/Moore Street intersection (north end)
      • King Street/Rundell Street intersection (north and south ends)
      • Lowe Street refuge at intersection of Beverage and Hyde Street
      • Lowe Street refuge at intersection of Mimosa Avenue
    • Cyclist safety line marking:
      • Queen Street central cyclist line marking
      • Elizabeth Street cyclist line marking
      • Grano Street cyclist line marking
      • Gordon Street cyclist line marking
    • Walking/shared path initiatives:
      • Formalise shared path along the south stormwater drainage line connecting green spaces
      • Formalise walking track through the most southern track connecting green spaces
• Impact: Improves pedestrian and cyclist safety around key community areas (including school precincts), and supports increased active transport participation.
• Next steps: Council officers commence development of priority projects immediately after endorsement on 30 May 2023, ensuring delivery is scheduled to fit within the allocated 2022/23 capital works budget.

Endorsed Smart Rural City report and received IoT innovation initiatives

• Context: Council is preparing to become a “Smart Rural City” by using data, enhanced connectivity, and digital technology to improve services and community outcomes. The report outlined existing IoT trials enabled through grant funding and partnerships.
• Details:
  • Decision made at the 30 May 2023 Council Meeting (Item 4.1 – Ararat Rural City Council: Envisioning a Smart Rural City).
  • Council received the “Envisioning a Smart Rural City” report.
  • IoT trials already installed (enabled by grant funding and partnership with Telstra Pty Ltd as the innovation partner) included:
    • Smart Bins: 18 high-use bins in the CBD with sensors for monitoring waste levels
    • Traffic analytics: cameras at a key intersection providing traffic data
    • Demonstration Lab: an IoT technology lab at Laby Street, Ararat Jobs and Technology Precinct
    • Public WiFi: 49 free public WiFi access points across Ararat and Lake Bolac
    • Drain monitoring: sensors installed on three drains for early detection of flooding
  • Future smart initiatives listed included weather stations, bridge monitoring, flood monitoring, parking sensors, water level monitoring, stock tracking, and fire detection (as applicable).
• Impact: Strengthens Council’s ability to make data-informed decisions, improve public safety and service efficiency, and demonstrate practical benefits of IoT technology to the community.
• Next steps: Continue implementation and planning for future smart initiatives, building on the existing IoT trials and the Telstra partnership, with ongoing reporting/consideration through Council processes.

Community Impact

• Residents (Ararat CBD and Lake Bolac): Installation of 49 free public WiFi access points across town and the Lake Bolac area
• Road users and pedestrians (school precincts and key intersections): New/updated pedestrian safety treatments including refuges at King St/Moore St, King St/Rundell St, Lowe St/Beverage & Hyde St, and Lowe St/Mimosa Ave
• Cyclists and pedestrians (town connectivity): Cyclist line-marking routes on Queen St, Elizabeth St, Grano St, and Gordon St to formalise safer cycling connections and link to green spaces
• Local communities (parks and public facilities): Replacement/upgrade works such as new playground equipment at Alexandra Gardens and Lake Bolac, replacement of gas BBQs, and replacement of the Barkly St public toilet
• Ratepayers (Ararat municipality): 2023 general valuation adopted (subject to Ministerial approval), which can change council rates for 2023/24 due to increases in property values across residential, commercial, industrial, and rural categories
• Residents (road and drainage areas): Reallocation of capital works to complete additional road reseal works this financial year (including deferring Rhymney Rd and Buangor Ben Nevis Rd widening to 2023/24, and deferring some urban drainage works to 2023/24)

Other Notable Items

• Community safety concerns raised via Ararat Early Learning Centre about pedestrian safety.
• Capital works update: flood disruption and contract price volatility; near-100% completion expected.
• “Ararat on the Move” priority projects endorsed for refuges, cyclist lines, and walking-path formalisation.
• Smart Rural City progress: IoT trials include smart bins, traffic analytics, public WiFi, and drain monitoring.
• Informal briefing topics included procurement policy, budget engagement feedback, and population projections.

Tech & Innovation Notes

• Live streaming of council meetings via Facebook and on the council website (digital service/platform for public access)
• “Envisioning a Smart Rural City” smart city/digital transformation initiatives using data and digital technology
• IoT trials with Telstra Pty Ltd as an “Innovation Partner”, including:
  • Smart bins (waste-level sensors)
  • Traffic analytics (cameras for traffic data)
  • Demonstration lab for cutting-edge IoT
  • Public WiFi (49 access points)
  • Drain monitoring (flood early-detection sensors)
• Digital Twin project (ag tech trial; weather sensor network plan; fire detection and flood monitoring; demonstration lab at Laby Street / Ararat Jobs and Technology Precinct)
• Digital Planning Grant using LIDAR data to populate a data lake for future digital twin/digital mapping
• Rural Roads Victoria project for bridge monitoring sensors
• Future smart initiatives planned: weather stations, bridge/flood/water-level monitoring, parking sensors, stock tracking, and thermal fire detection

Key Decisions & Outcomes

• CEO to coordinate with Department of Transport on requested pedestrian crossing safety solutions
• CEO to brief Council in May 2023 on Active Transport and Lifestyle Strategy 2015–2025
• CEO to report to June 2023 with a suitable pedestrian safety strategy
• Council to adopt revised 2023/2024 budget community engagement timeline and methods
• Council to receive April 2023 reports on 2022/2023 Capital Works Program and Community Infrastructure progress
• Council to adopt 2023/2024 Advocacy Program key issues and consider $150,000 advocacy budget allocation

Detailed Descriptions

CEO to coordinate with Department of Transport on requested pedestrian crossing safety solutions

• Context: A joint letter from Ararat Early Learning Centre (21 signatures) requested additional designated, signposted pedestrian crossings to improve safety for children and families using active transport. Three of the requested locations are on/near Department of Transport (DoT) controlled roads, requiring DoT involvement.
• Details:
  • Locations raised in the joint letter:
    • Moore Street/Princes Street intersection (between St Mary’s and Marian College) — Council controlled roads.
    • Barkly Street at Marian College median crossing — DoT controlled road (or very close).
    • Barkly Street crossing Kings Street at Christians Buses — DoT controlled road (or very close).
    • Queen Street outside Langi Morgala Museum, crossing to the Library — roadway between High and Barkly Streets (both DoT controlled and near the Queen/Barkly roundabout).
    • Barkly Street crossing Ingor Street from the bus stop to the Post Office — DoT controlled road (or very close).
  • Council resolution (18 April 2023) directed the CEO to work with DoT to seek cost-effective and safe solutions.
  • Mayor Jo Armstrong and Cr Gwenda Allgood attended an excursion with signatories on Tuesday 4 April 2023 to inspect locations and discuss concerns.
• Impact: Enables coordinated action on high-risk pedestrian areas, improving safety outcomes for residents—particularly children—while ensuring any crossing solutions on DoT roads meet regulatory and safety requirements.
• Next steps:
  • CEO to contact the regional DoT Director to discuss the concerns and seek advice/solutions.
  • CEO to provide a preliminary report to the May 2023 Council meeting on outcomes of the DoT discussion.

CEO to brief Council in May 2023 on Active Transport and Lifestyle Strategy 2015–2025

• Context: Council acknowledged pedestrian safety as an important issue and noted that broader guidance may be drawn from the existing Council strategy “Ararat On the Move: Active Transport and Lifestyle Strategy 2015–2025.”
• Details:
  • Council resolution (18 April 2023) required a May 2023 briefing to Council on:
    • “Ararat On the Move: Active Transport and Lifestyle Strategy 2015–2025”
  • The briefing is intended to help frame a strategic approach to pedestrian safety beyond the specific crossing requests.
• Impact: Provides Council with policy context and alignment to existing strategic direction, supporting consistent decision-making on pedestrian safety initiatives.
• Next steps:
  • CEO to prepare and deliver the briefing to the May 2023 Council meeting (timed immediately ahead of the June 2023 strategy report).

CEO to report to June 2023 with a suitable pedestrian safety strategy

• Context: The requested crossings highlighted a broader need for Council to develop a strategic position on pedestrian safety across Ararat Rural City, not only address individual sites.
• Details:
  • Council resolution (18 April 2023) required the CEO to report to the June 2023 Council meeting with a suitable pedestrian safety strategy.
  • The strategy development is to be informed by:
    • the DoT discussions (for DoT-controlled/adjacent roads), and
    • the May 2023 briefing on “Ararat On the Move: Active Transport and Lifestyle Strategy 2015–2025.”
• Impact: Establishes a structured, longer-term approach to pedestrian safety, improving community confidence and enabling prioritised funding and implementation.
• Next steps:
  • CEO to compile findings from:
    • DoT engagement (preliminary outcomes in May), and
    • the Active Transport strategy briefing,
  • then present the pedestrian safety strategy to Council in June 2023.

Council to adopt revised 2023/2024 budget community engagement timeline and methods

• Context: Easter and ANZAC Day impacts required revision of the community engagement timeframes previously endorsed at the March 2023 Council meeting for the Draft Budget 2023/2024.
• Details:
  • Council endorsed the revised community engagement plan at the 18 April 2023 meeting (CARRIED 4807/23).
  • Revised engagement timeline and methods:
    • Posting of Draft Budget 2023/2024 on Engage Ararat: by 5:00pm Thursday 5 May 2023
    • One-page summary of key budget deliverables (distributed across multiple sites): Friday 28 April 2023
    • “Town Hall” meetings (in-person) in:
      • Ararat, Elmhurst, Tatyoon, Lake Bolac, Pomonal, Willaura, Moyston
      • Timing: Monday 8 May – Friday 19 May 2023
    • Promotion of key budget elements via mainstream and social media (feedback via Engage Ararat, email, or conventional submission): ongoing during the budget period
    • Meet with the Rural Roads Group to discuss road network development between 2022/2023 and 2026/2027: Monday 15 May – Friday 19 May 2023
  • Engagement channels explicitly include:
    • Engage Ararat,
    • plain language budget summaries,
    • face-to-face town halls,
    • virtual town halls,
    • media posts encouraging feedback.
• Impact: Improves community participation opportunities across geography and interest groups, strengthening legitimacy and responsiveness of the final budget.
• Next steps:
  • Implement the revised engagement plan immediately following endorsement (from late April through May 2023).
  • Use feedback channels to inform budget development prior to adoption by 30 June 2023 (per LGA requirements).

Council to receive April 2023 reports on 2022/2023 Capital Works Program and Community Infrastructure progress

• Context: Council’s 2022/2023 Capital Works Program and its community infrastructure component were key elements of the 2022/2023 Budget. April 2023 reporting provides progress assurance amid flood disruption and construction market volatility.
• Details:
  • Item 3.1: “2022/2023 Capital Works Program – April 2023”
    • Council resolution: receive the report (CARRIED 4804/23).
  • Item 4.2: “2022/2023 Community Infrastructure Progress Report – April 2023”
    • Council resolution: receive the report (CARRIED 4809/23).
  • Key figures cited in the April reporting (as context for progress):
    • Community Infrastructure element budget: $1,500,000
    • Committed expenditure to date: $1,087,108 (72%)
    • Anticipated outcome: Council expected to expend the entire Community Infrastructure budget in 2022/2023.
• Impact: Enhances transparency and accountability for capital spending, community amenity upgrades, and delivery progress for residents.
• Next steps:
  • Continue delivery of remaining capital works and community infrastructure projects through to end of financial year (2022/2023), with progress tracked internally and reported through Council’s reporting cycle.

Council to adopt 2023/2024 Advocacy Program key issues and consider $150,000 advocacy budget allocation

• Context: In a constrained State and Federal funding environment, Council needed a clear advocacy program with defined “asks” and sufficient resources to pursue outcomes effectively (including potentially using professional lobbyists).
• Details:
  • Council adopted the 2023/2024 Advocacy Program key issues at the 18 April 2023 meeting (CARRIED 4805/23).
  • Key advocacy issues identified for 2023/2024:
    • Aradale
    • Circular Economy Hub
    • North South Heavy Vehicle Route
    • Recreation facilities
    • Ararat Mountain Bike Track
    • Mt William Road
    • Road Funding
    • Housing
    • East Grampians Water Pipeline
    • Childcare
  • Budget consideration:
    • Council to consider an allocation of $150,000 in the 2023/2024 Budget to support advocacy and lobbying efforts.
• Impact: Positions Council to pursue strategic regional outcomes (infrastructure, safety, economic development, housing and services) and reduces reputational risk associated with under-resourcing advocacy.
• Next steps:
  • Include the proposed $150,000 advocacy allocation in the 2023/2024 Budget considerations.
  • Commence advocacy work across the listed issues during the 2023/2024 period, including preparation of advocacy materials and lobbying activities as required.

Community Impact

• Pedestrians and active transport users: CEO to work with the Department of Transport to pursue cost-effective, safe solutions for additional designated/signposted pedestrian crossings requested by Ararat Early Learning Centre (including areas on/near Department of Transport-controlled roads), with broader pedestrian safety strategy briefings planned for May/June 2023
• Residents across Ararat municipality: Revised community engagement program for the 2023/2024 draft budget, including Engage Ararat posting (by 5pm 5 May 2023), one-page budget summaries at multiple sites (28 April 2023), and town hall meetings in Ararat, Elmhurst, Tatyoon, Lake Bolac, Pomonal, Willaura, and Moyston (8–19 May 2023)
• Ratepayers: Proposed zero percent rate rise for 2023/2024 as part of the draft budget, affecting household and business rates costs for the coming financial year
• Local communities and facilities users (Gordon Street Recreation Reserve): Ongoing redevelopment works to complete a new multi-use sports pavilion with AFLW change rooms, shared cricket/football change rooms, and public amenities by July 2023 (with continued construction impacts until completion)
• Sports participants and visitors: Project delivery and upgrades tied to the Gordon Street Recreation Reserve redevelopment (including sports lighting poles, carpark/civil works, turf cricket pitch, field fencing, and field works) supporting increased participation opportunities and improved amenity
• Townships and shared public spaces: Community infrastructure works funded in the 2022/2023 capital program—e.g., upgraded playground equipment at Alexandra Gardens and Lake Bolac, replacement of public BBQs, Barkly Street public toilet upgrade (through building permits), bin surround upgrades, and heritage plaque replacements in Ararat and Willaura—improving local amenities during 2022/2023 rollout

Other Notable Items

• Community petition: Ararat Early Learning Centre requested additional signposted pedestrian crossings for safety.
• CEO to brief Council in May and June on broader pedestrian safety strategy, beyond specific crossing requests.
• Advocacy program update: key 2023/24 issues include Aradale, Circular Economy Hub, heavy vehicle route, and childcare.
• Budget process change: revised community engagement timeline for Draft Budget 2023/24, including virtual town halls.
• Gordon Street Recreation Reserve redevelopment update: pavilion and lighting works tracking toward July 2023 completion.

Tech & Innovation Notes

• Live streaming of Council meetings via Facebook and availability on Council’s website (digital/public online platform for transparency).
• Use of Engage Ararat for community engagement (posting the draft budget and collecting feedback via an online engagement platform).
• Mention of grants/programs related to digital services/infrastructure, including Digital Twin Victoria and Free Public WiFi Services (digital infrastructure initiatives).
• Community engagement via virtual “town hall” meetings (online/digital participation channel).

Key Decisions & Outcomes

• Adopt updated Corporate Purchase Card Policy
• Adopt Audit & Risk Committee Charter 2022
• Change April 2023 Council meeting date to 18 April 2023
• Advertise and appoint new Audit & Risk Committee Chair before July 2023
• Adopt staggered independent Audit & Risk Committee membership expiry dates
• Delegate Planning and Environment Act 1987 authorised officer powers via S11A instrument

Detailed Descriptions

Adopt updated Corporate Purchase Card Policy

• Context: Council reviewed changes to its Corporate Purchase Card Policy to strengthen governance over purchasing and monthly card statement approvals.
• Details:
  • The policy supports nominated employees using Corporate Purchase Cards to improve cost control, efficiency, and effectiveness.
  • Key amendments to approval processes include:
    • Cardholder’s manager responsibilities reassigned to the Chief Executive Officer (CEO).
    • Changes to processes due to program changes.
    • CEO statements to be signed by the Mayor and Card Administrator.
  • Stakeholder engagement for the review involved the Audit & Risk Committee, the CEO, and the Financial Services Coordinator.
  • The policy was previously considered at the 8 December 2022 Audit & Risk Committee meeting (approved by the committee).
  • Council decision: adopted the updated policy (moved CR Burridge, seconded CR Beales; carried 4757/23).
• Impact: Improves oversight and accountability for purchase card use and monthly statement sign-off, supporting stronger financial governance and reducing risk of inappropriate expenditure.
• Next steps:
  • Updated policy takes effect following Council adoption (31 January 2023 meeting).
  • Next scheduled policy review is due in November 2024.

Adopt Audit & Risk Committee Charter 2022

• Context: Council committed to reviewing policies to ensure legislative compliance and internal governance alignment; the Audit & Risk Committee Charter had not been reviewed since July 2020 (and was due again by 21 July 2022).
• Details:
  • The Audit & Risk Committee is an independent advisory committee established under section 53 of the Local Government Act 2020.
  • The Charter sets objectives, authority, composition/tenure, roles and responsibilities, and reporting/administrative governance requirements.
  • Oversight areas include:
    • Councils’ financial reporting
    • Compliance with Council policies and procedures
    • Risk management and fraud & corruption prevention reporting
    • Effectiveness of internal controls
  • Council sought feedback from the Audit & Risk Committee, particularly on the Annual Work Plan; suggested changes were incorporated.
  • Council decision: adopted the Audit & Risk Committee Charter 2022 (moved CR Rob Armstrong, seconded CR Beales; carried 4758/23).
• Impact: Provides clear governance structure and accountability for audit, risk, internal controls, and fraud/corruption oversight—strengthening community trust in Council’s decision-making.
• Next steps:
  • Charter is implemented following adoption at the 31 January 2023 Council meeting.
  • The Audit & Risk Committee continues to operate under the updated work plan and reporting requirements in the Charter.

Change April 2023 Council meeting date to 18 April 2023

• Context: Council previously resolved that Council meetings would be held on the last Tuesday of each month; ANZAC Day fell on the last Tuesday for April 2023, requiring rescheduling.
• Details:
  • Original scheduling: last Tuesday of each month (resolved at the Statutory Meeting on 8 November 2022).
  • Proposed adjustment: April 2023 meeting moved one week earlier due to ANZAC Day being a national public holiday.
  • New meeting time/date:
    • 6.00pm – Tuesday 18 April 2023
  • Council also resolved to advertise the revised 2023 meeting dates on Council’s website and in a local newspaper.
  • Council decision: adopted revised April 2023 meeting date and advertising (moved CR Allgood, seconded CR Burridge; carried 4759/23).
• Impact: Ensures Council meeting continuity and community access to governance processes during a public holiday period.
• Next steps:
  • Advertising to occur in a local newspaper and on Council’s website following adoption (as stated in the report).
  • The revised schedule is then used for 2023 meeting planning and public communication.

Advertise and appoint new Audit & Risk Committee Chair before July 2023

• Context: Independent Audit & Risk Committee Chairperson Mr Brian Keane announced retirement, creating a need to appoint a replacement before his expiry/retirement date.
• Details:
  • Current Chair: Mr Brian Keane (Independent Chair).
  • Retirement notice: will retire as of 31 July 2023 and will not seek another term.
  • Chair expiry timing referenced in the report:
    • Current expiry for Mr Brian Keane: 21/07/2023 (and retirement as of 31/07/2023).
  • Council resolved that:
    • The CEO advertises for the Chair position and appoints a new Chair prior to the current Chair’s expiry date in July 2023.
  • Council decision: (moved CR Burridge, seconded CR Beales; carried 4760/23).
• Impact: Maintains continuity of independent oversight and leadership of the Audit & Risk Committee, supporting ongoing risk and governance assurance for the community.
• Next steps:
  • CEO to run the advertising process for the Audit & Risk Committee Chair.
  • Appointment to be completed before July 2023 (prior to Mr Keane’s expiry date).

Adopt staggered independent Audit & Risk Committee membership expiry dates

• Context: With the Chair and independent members nearing expiry in July 2023, Council sought to stagger independent member terms to minimise loss of committee knowledge and ensure continuity.
• Details:
  • Existing independent members and current expiry dates:
    • Mr Robert Tommasini: expires 21/07/2023
    • Ms Jessica Adler: expires 21/07/2023
  • Proposed staggered independent member expiry dates (to avoid all independents retiring at once):
    • Mr Robert Tommasini: new expiry 21/07/2025
    • Ms Jessica Adler: new expiry 21/07/2024
    • Mr Brian Keane: Chair retirement (no new expiry date proposed in the table since he is retiring)
  • Council also noted the Charter principle (section 3.4) that terms should be set so that, as far as possible, only one member retires at a time.
  • Council decision: adopted staggered expiry dates for independent members (moved CR Burridge, seconded CR Beales; carried 4760/23).
• Impact: Ensures ongoing continuity in independent oversight, reducing disruption to audit, risk, compliance, and internal control reviews that affect Council governance.
• Next steps:
  • Implement the new staggered expiry dates for independent members following Council adoption.
  • Coordinate with the Chair recruitment timeline so membership continuity is maintained through July 2023 and subsequent years.

Delegate Planning and Environment Act 1987 authorised officer powers via S11A instrument

• Context: Under the Planning and Environment Act 1987, authorised officers cannot be appointed via delegation (unlike many other powers), so Council must endorse an S11A instrument by resolution.
• Details:
  • Report purpose: Council endorsement of the Instrument of Appointment and Authorisation (S11A) under the Planning and Environment Act 1987.
  • Legal basis and constraints:
    • Local Government Act 1989 generally allows authorised officer appointments, but the Planning and Environment Act 1987 prohibits delegation of the power to appoint authorised officers—therefore Council resolution is required.
    • The S11A instrument is made under section 147(4) of the Planning and Environment Act 1987 (as stated in the recommendation).
  • Changes since the prior adoption:
    • The report notes changes since the S11A Instrument was adopted on 25 October 2022.
  • Council decision: endorsed the S11A appointment and authorisation instrument (moved CR Sanders, seconded CR Burridge; carried 4765/23).
  • Instrument operation:
    • Comes into force immediately the common seal of Council is affixed.
    • Remains in force until Council varies or revokes it.
    • Signed under the seal of Council.
• Impact: Ensures Council staff are properly empowered to administer and enforce planning and related environmental functions, supporting lawful and timely compliance across the municipality.
• Next steps:
  • Affix Council’s common seal to bring the S11A instrument into force immediately after resolution.
  • Ensure appointed authorised officers undertake their functions in accordance with the instrument and relevant Council policies/guidelines.

Community Impact

• Residents (Ararat Rural City): Council meeting date change—April 2023 Council Meeting moved to Tuesday 18 April 2023 (6.00pm) due to ANZAC Day
• Local businesses & accommodation/hospitality providers: $15,000 Council contribution to film “SURVIVE” (20 March–28 April 2023) expected to bring cast/crew spending and up to ~$200,000 in local accommodation/hospitality impact
• Festival attendees, locals, and visitors: Jail House Rock Festival 2023 supported with $5,000 sponsorship plus in-kind use of Ararat Town Hall, Alexandra Oval Community Centre, and Alexandra Oval (17–19 March 2023)
• Community groups using Council facilities: Reduced operating costs for the festival via in-kind facility support, potentially increasing event scale/attendance and community access to venues
• Ratepayers and the wider community: Quarterly financial reporting adopted (period ended 31 Dec 2022), including updated cash/financial performance information and transparency on rates collection and financial indicators
• Planning and regulatory stakeholders (property owners/developers): Updated S11A Instrument of Appointment and Authorisation—authorised officers for Planning and Environment Act functions are formally appointed/authorised to support ongoing compliance and enforcement

Other Notable Items

• Community concerns: none recorded; no petitions or joint letters received.
• Film production proposal: $15,000 sponsorship for “SURVIVE” with local economic impact estimates.
• Jail House Rock Festival support: in-kind facilities plus $5,000 platinum sponsorship for 17–19 March 2023.
• Audit & Risk Committee continuity: chairperson Brian Keane retiring July 2023; staggered member expiry dates proposed.
• Quarterly performance discussion: rates debtor balance rose to $12.874m; collection rate 33.1% by 31 Dec 2022.

Tech & Innovation Notes

• Live streaming of formal Council meetings via Council’s Facebook page and Council website (www.facebook.com/araratruralcitycouncil; recordings available on Council’s website)
• Use of digital/online services for governance updates: Instrument of Delegation updated using “Maddocks Lawyers Delegations Service” and “RelianSys software”
• Digital infrastructure / smart-city-adjacent projects referenced in grants: “Digital Twin Victoria” and “Free Public WiFi Services” listed in the Quarterly Performance Report grants table
• IT/business process enablement: Corporate Purchase Card Policy to improve purchasing/payment processes (including monthly statement approval workflow changes)
• Financial reporting published quarterly (reports are published quarterly)
• Cybersecurity/IT infrastructure: No explicit cybersecurity measures mentioned in the provided text