Golden Plains Shire

Key Decisions & Outcomes

• Approve additional $700,000 funding for Pollocksford Road Bridge deck upgrade
• Endorse revised Special Rates and Charges draft policy for Aug 2026 community consultation
• Adopt the Community Asset Policy
• Adopt updated Sale/Exchange of Land, Property Use Agreements, and Recreation/Public Halls maintenance policies
• Endorse nominations and councillor appointments to North and South Tourism Advisory Committees
• Commit to transition library shared services via new company limited by guarantee

Detailed Descriptions

Approve additional $700,000 funding for Pollocksford Road Bridge deck upgrade

• Context: Pollocksford Road Bridge sits on the boundary between Surf Coast Shire (SCS) and Golden Plains Shire (GPS). Under the Municipal Boundary Agreement, SCS manages the bridge, while GPS must fund 50% of renewal and upgrade costs.
• Details:
  • SCS is managing a “design and construct” deck upgrade tender.
  • Tender responses indicate a total project cost of approximately $3.0 million (including contingency).
  • GPS’s required share results in an additional $700,000 contribution beyond the amount already budgeted.
  • Council noted:
    • $800,000 allocated in the 2026/27 budget for GPS’s 50% share of the initial estimated deck refurbishment cost.
  • Council approved the additional $700,000, funded from:
    • $230,000 carry forward from 25/26 Bridge Replacement Program
    • $180,000 carry forward from 25/26 Local Road Improvement Program
    • $240,000 savings from Roads to Recovery funded Mt Mercer road upgrade completed in 2025/26
    • $50,000 new allocation from Roads to Recovery funding
• Impact: Ensures GPS meets its contractual funding obligation for the bridge deck upgrade and supports timely delivery of critical boundary infrastructure improvements for residents and road users.
• Next steps:
  • Funding will be allocated to the project as part of the 2026/27 financial arrangements.
  • SCS continues delivery/management of the works under the tender arrangement, with GPS’s contribution applied to the shared upgrade.

Endorse revised Special Rates and Charges draft policy for Aug 2026 community consultation

• Context: Council previously endorsed a draft Special Rates and Charges (SRC) policy for consultation, then decided not to adopt it at that time due to community feedback—particularly concerns that SRC would fund maintenance (e.g., road grading/drain maintenance), whereas the policy intent is for infrastructure upgrades.
• Details:
  • Council reviewed and simplified the draft policy language following feedback from earlier consultation.
  • Council endorsed the revised draft SRC policy for community consultation:
    • Commencing 3 August 2026
    • Concluding 31 August 2026
  • Council also endorsed supporting materials:
    • Communications and Engagement Plan
    • Community Information Sheet / fact sheet
• Impact: Provides clarity to residents about the purpose of SRC and enables community input before any final adoption decision, improving transparency and legitimacy of the rates framework.
• Next steps:
  • Public consultation runs 3–31 August 2026.
  • A further report would be expected at a subsequent Council meeting to consider submissions and determine whether to adopt the policy.

Adopt the Community Asset Policy

• Context: The Draft Community Asset Policy was reopened for community consultation at the March 2026 Council meeting, after earlier feedback was considered. Two engagement sessions were held to refine the draft.
• Details:
  • Consultation period (re-opening): 30 April to 21 May 2026
  • Earlier consultation stage considered: 2 March to 30 March 2026
  • Two community engagement sessions occurred in March and May 2026.
  • Council adopted the final version of the Community Asset Policy at the 28 July 2026 meeting.
• Impact: Establishes an updated, adopted framework for how community assets are managed, supporting consistent decision-making and long-term planning across Golden Plains Shire.
• Next steps:
  • The adopted policy will be implemented internally for relevant asset planning/management decisions.
  • Operational use of the policy can commence immediately following adoption.

Adopt updated Sale/Exchange of Land, Property Use Agreements, and Recreation/Public Halls maintenance policies

• Context: Council reviewed and updated multiple related property and community facilities policies. The changes were described as minor/administrative, intended to keep policies current, compliant, and operationally effective.
• Details:
  • Council adopted updated policies as attached, including:
    1. Sale or Exchange of Council Land Policy
    2. Property Use Agreements Policy
    3. Recreation Reserves, Public Halls & Buildings Maintenance Policy
  • Amendments included:
    • clarification of wording
    • consistency updates
    • alignment with current legislative and operational practices
  • These updates are an interim step ahead of a broader Council Property Framework review.
• Impact: Improves governance consistency and reduces risk of non-alignment with current legislative/operational requirements, supporting smoother management of council land, community access arrangements, and facility maintenance.
• Next steps:
  • Policies will be applied in day-to-day decision-making and contract/lease/maintenance processes.
  • A more comprehensive policy framework review will follow through the Council Property Framework project.

Endorse nominations and councillor appointments to North and South Tourism Advisory Committees

• Context: Council established two local Tourism Advisory Committees (North and South) to complement regional tourism bodies (Tourism Greater Geelong & the Bellarine and Tourism Midwest Victoria). A recruitment process has now completed nominees for both committees.
• Details:
  • Council previously endorsed establishment and Terms of Reference at the 24 February 2026 Council meeting.
  • Recruitment process:
    • Expression of Interest process
    • subsequent direct recruitment by invitation
  • Completed recommended nominees:
    • 8 nominees for Golden Plains South Tourism Advisory Committee
    • 4 nominees for Golden Plains North Advisory Committee
  • Council resolutions at 28 July 2026:
    • Endorsed community member nominations for North & South
    • Nominated Cr Emma Robbins to the Golden Plains North Tourism Advisory Committee
    • Nominated Cr Dom Cook to the Golden Plains South Tourism Advisory Committee
• Impact: Strengthens local tourism leadership and provides structured community/operator input to guide tourism activity in Golden Plains Shire.
• Next steps:
  • Committee members will proceed with their roles under the adopted Terms of Reference.
  • The committees can begin/continue advising Council on local tourism priorities.

Commit to transition library shared services via new company limited by guarantee

• Context: The Local Government Act 2020 requires library corporations to be wound up before 1 July 2031. GRLC has resolved to transition to a company limited by guarantee to continue shared library services.
• Details:
  • Council noted:
    • Local Government Act 2020 requirement: library corporations wound up before 1 July 2031
    • Geelong Regional Library Corporation (GRLC) resolved to transition to a company limited by guarantee
    • An executive steering committee (executives of the five member councils and GRLC) is progressing the governance and operating model
  • Council commitment at 28 July 2026:
    • Council will become a member of the new company limited by guarantee to deliver shared library services in a similar capacity to GRLC for member councils.
  • Council also resolved to receive a future report to consider:
    • becoming a founding member council after financial modelling and governance documents are assessed
    • adopting/signing governance documents including:
      • company constitution
      • library partnership agreement
• Impact: Protects continuity of shared library services and supports long-term sustainability of the regional library model for Golden Plains residents.
• Next steps:
  • Transition planning continues via the executive steering committee.
  • A future Council meeting will consider founding membership and adoption/signing of governance documents (constitution and partnership agreement).

Community Impact

• Residents near Pollocksford Road Bridge: Deck refurbishment will proceed with Golden Plains Shire funding an additional $700,000, supporting improved bridge safety/condition on the Surf Coast Shire–Golden Plains boundary
• Ratepayers (2026–27): Council will reallocate/allocate additional funding for the bridge project ($230,000 carry-forward, $180,000 carry-forward, $240,000 savings, $50,000 new Roads to Recovery allocation), affecting how council budgets are spent
• All residents: Special Rates and Charges policy will go to community consultation from 3–31 August 2026, which may lead to future special charges for community-requested infrastructure upgrades (not routine maintenance)
• Community groups and asset users: A new Community Asset Policy has been adopted, shaping how community assets are managed, supported, and potentially accessed
• Community hall and recreation reserve users: Updated Sale/Exchange of Council Land, Property Use Agreements, and Recreation Reserves/Public Halls/Buildings Maintenance policies will guide ongoing rules for access, agreements, and maintenance standards
• Library users and families: Council commits to transitioning the shared regional library service model to a new company limited by guarantee, which may affect governance and service delivery arrangements while aiming to maintain similar service capacity

Other Notable Items

• Community concern: residents thought special rates/charges would fund maintenance like road grading and drains.
• Special Rates and Charges policy language simplified; public consultation scheduled 3–31 August 2026.
• Tourism Advisory Committees: nominations completed for North (4) and South (8) after EOI and direct recruitment.
• Library shared services: transition planning toward new company limited by guarantee; future report on founding membership.
• Delegates’ report logged councillor attendance at regional boards and community events over the past month.

Tech & Innovation Notes

• Online access to council agendas and minutes: Copies can be obtained online at www.goldenplains.vic.gov.au
• Digital document signing: Use of Docusign (multiple “Docusign Envelope ID” references)
• Shared services / digital-adjacent public service transition: Library shared services transition to a new entity (company limited by guarantee) to deliver shared library services

Key Decisions & Outcomes

• Adopt revised Privacy Policy to strengthen governance and digital privacy controls
• Adopt Financial Sustainability Strategy 2026/27–2031/32 to address structural deficit
• Approve 2026/27 Road Improvement Program totaling ~$3.18M plus $1.9M Black Spot funding
• Undertake Golden Lake Road bridge maintenance for 5-tonne limit; no replacement planned
• Update council delegations: Council-to-staff instrument (S6) comes into force; revoke prior
• Update planning/environment authorisations instrument; appoint and authorise listed officers; revoke prior

Detailed Descriptions

Adopt revised Privacy Policy to strengthen governance and digital privacy controls

• Context: A review of Golden Plains Shire Council’s Privacy Policy was undertaken to ensure the privacy framework remains contemporary, compliant, and aligned with sector expectations in a more digitally enabled service environment.
• Details:
  • Council considered the revised Privacy Policy at the 23 June 2026 Council Meeting.
  • The revised policy was described as a significant evolution from the 2020 policy, moving from a largely procedural approach to a more structured, principle-based approach.
  • Key improvements include stronger articulation of privacy principles, enhanced transparency obligations, clearer operational guidance, and more robust governance/reporting mechanisms, including broader third-party risk and strengthened data security expectations.
  • Resolution: Council adopted the Privacy Policy “as attached” (Moved: Cr Sarah Hayden; Seconded: Cr Des Phelan; CARRIED).
• Impact: Improves how Council protects community personal information, particularly where digital services increase privacy risks, and strengthens internal governance and staff clarity for privacy compliance.
• Next steps: The adopted policy will be implemented through Council’s operational processes and used to guide staff practice and governance/reporting going forward.

Adopt Financial Sustainability Strategy 2026/27–2031/32 to address structural deficit

• Context: Council is operating under a constrained revenue environment with ongoing cost escalation and increasing service/infrastructure demands, and continues to face an underlying structural deficit despite recent budget steps.
• Details:
  • Considered at the 23 June 2026 Council Meeting.
  • The Strategy provides a five-year roadmap (2026/27–2031/32) focused on: restoring an adjusted underlying surplus, strengthening liquidity, improving governance, and ensuring assets/services remain sustainable and aligned to community needs.
  • Resolution: Council adopted the Financial Sustainability Strategy 2026/27–2031/32 “as attached” (Moved: Cr Emma Robbins; Seconded: Cr Gavin Gamble; CARRIED).
• Impact: Sets a long-term financial direction to stabilise Council’s position, supporting continued delivery of services and asset sustainability while addressing the structural deficit.
• Next steps: The Strategy will guide planning and budget decision-making across the five-year period, with governance mechanisms to monitor progress through Council’s normal management processes.

Approve 2026/27 Road Improvement Program totaling ~$3.18M plus $1.9M Black Spot funding

• Context: Council presented the 2026/27 Road Improvement Program to inform the community of planned investment in the local road network, using a transparent and data-driven approach to prioritise works.
• Details:
  • Considered at the 23 June 2026 Council Meeting.
  • Network context: Golden Plains Shire manages ~1,745 km of sealed and unsealed roads requiring ongoing maintenance, renewal and upgrades.
  • Program scale:
    • 7.4 km of road upgrades in 2026/27
    • Total investment: approximately $3.18 million (including external support through the Roads to Recovery Program)
  • Additional funding: Council successfully obtained a further $1.9 million under the Federal Government’s Black Spot Program for safety improvements on Steiglitz – She Oaks Road.
  • Total local road investment for 2026/27: approximately $5.08 million.
  • Resolution: Council “Notes the 2026/27 Road Improvement Program” and supports communication to the community (Moved: Cr Dom Cook; Seconded: Cr Des Phelan; CARRIED).
• Impact: Delivers targeted road safety and upgrade works, improving service levels and safety outcomes across priority segments of the Shire’s road network.
• Next steps: Council officers will communicate the program to the community and progress delivery of the identified road upgrade works during 2026/27, including Black Spot works on Steiglitz – She Oaks Road.

Undertake Golden Lake Road bridge maintenance for 5-tonne limit; no replacement planned

• Context: A 2019 decision not to replace the Golden Lake Road bridge due to tenders exceeding available budget also initiated processes for permanent closure when the bridge was no longer safe for motorised vehicles (currently limited to 5 tonnes or lighter).
• Details:
  • Considered at the 23 June 2026 Council Meeting.
  • Council resolved (carried 6/1; Against: Cr Helena Kirby) to:
    1. Undertake necessary maintenance works to allow continued use of the bridge for vehicle access with a 5 tonne load limit.
    2. Note maintenance will lead to suitability for 5 tonne or less access for an estimated 5–10 years.
    3. Do not plan or seek funding for replacement due to low use of the bridge.
    4. Commence the formal process of discontinuing part of the road when the bridge reaches end of useful life as determined by a suitably qualified bridge inspector.
    5. Note Council’s power to discontinue a road under Clause 3 of Schedule 10 of the Local Government Act 1989, with submissions required in accordance with Section 207(A) of the Local Government Act 1989.
  • Note: An amendment to explicitly provide continuity of the Rainbow Bird Trail for non-vehicular traffic was proposed but not included in the carried resolution (it appeared in the lapsed amendment).
• Impact: Maintains safe access for permitted vehicles for the next 5–10 years without committing to replacement spending, while setting a clear pathway for future discontinuance when the asset reaches end of life.
• Next steps:
  • Maintenance works will be planned and undertaken to sustain the 5-tonne limit.
  • Officers will prepare for the formal discontinuance process to commence when the bridge reaches end of useful life (as assessed by a qualified bridge inspector).

Update council delegations: Council-to-staff instrument (S6) comes into force; revoke prior

• Context: Council reviewed its Instrument of Delegation from Council to Council staff following updates provided by the Maddocks Delegations and Authorisations Service.
• Details:
  • Considered at the 23 June 2026 Council Meeting under item 7.8.
  • Instrument: Instrument of Delegation – Council to Staff (S6) (Attachment 1).
  • Resolution: Council determined that each duty/function/power in the instrument is delegated to the staff member holding/acting in the relevant position (subject to conditions/limitations).
  • Commencement and effect:
    • Comes into force immediately upon Chief Executive Officer signature is affixed.
    • Comes into force immediately upon execution and remains in force until Council varies or revokes it.
    • On coming into force, all previous delegations to staff (other than the Chief Executive Officer) are revoked.
  • Resolution moved by Cr Dom Cook; seconded by Cr Des Phelan; CARRIED.
• Impact: Clarifies and modernises staff delegation arrangements, improving governance consistency and ensuring delegations reflect current legal and organisational requirements.
• Next steps: CEO signature will be affixed to bring the S6 instrument into force, followed by revocation of prior staff delegations and ongoing exercise of delegated powers in line with Council policies/guidelines.

Update planning/environment authorisations instrument; appoint and authorise listed officers; revoke prior

• Context: The Instrument of Appointment and Authorisation under the Planning and Environment Act 1987 must be made by Council resolution and cannot be delegated; it was last reviewed and adopted in February 2026.
• Details:
  • Considered at the 23 June 2026 Council Meeting under item 7.11.
  • Resolution: Council appointed and authorised the members of Council staff listed in Attachment 1 as authorised officers under the Planning and Environment Act 1987 and related legislation.
  • Signing authority: The Chief Executive Officer is authorised to sign the instrument.
  • Revocation: The previous instrument dated 24 February 2026 is revoked.
  • Resolution moved by Cr Emma Robbins; seconded by Cr Dom Cook; CARRIED.
• Impact: Ensures planning and environmental regulatory functions are carried out by the correct, currently employed officers, supporting lawful decision-making and operational continuity.
• Next steps: CEO will sign the updated instrument and it will take effect following execution, with the February 2026 instrument formally replaced.

Community Impact

• Teesdale residents (road safety): Council noted progress on road-safety actions aimed at improving conditions for vulnerable road users, including priorities for safer crossings and traffic calming near schools, bus zones, and senior/child crossing points
• Town residents and school communities (road safety strategy work): Council will continue work to update the Golden Plains Road Strategy and develop a shire Road Safety Strategy with community engagement to set future priorities for speed limits, traffic calming, and pedestrian safety
• Drivers and local travellers on Golden Lake Road: Council will undertake maintenance to keep the bridge usable for vehicles up to a 5-tonne limit for an estimated 5–10 years, with a formal process to discontinue part of the road when the bridge reaches end-of-life
• Rainbow Bird Trail users (non-vehicular access): Continuity arrangements are planned to keep the Rainbow Bird Trail available for non-vehicular traffic even as the bridge’s vehicle access is limited over time
• Shire-wide road users: 2026/27 Road Improvement Program will deliver about 7.4 km of road upgrades with ~$3.18M investment (plus Roads to Recovery support), improving road conditions and safety on priority segments
• Affected road corridor residents (safety upgrades): Additional Black Spot Program funding (~$1.9M total) will fund safety improvements on Steiglitz–She Oaks Road, potentially changing traffic conditions during works
• All residents (privacy and governance): Council adopted an updated Privacy Policy strengthening transparency, data security, and guidance for digital service delivery, affecting how residents’ personal information is handled by Council

Other Notable Items

• Road safety update: progress noted on Teesdale vulnerable road user measures from 2025 notice of motion.
• Roads and Drainage review: evidence-based improvements underway, especially proactive maintenance and systems/processes.
• Golden Lake Road Bridge: amendment to maintain 5-tonne access 5–10 years; replacement funding not planned.
• 2026/27 Road Improvement Program: $3.18m upgrades plus $1.9m Black Spot funding for Steiglitz–She Oaks safety.
• Corporate memberships review: VLGA decision lost vs alternative motion; further reviews planned for next 12 months.

Tech & Innovation Notes

• Online publication of agendas and minutes: copies can be obtained online at www.goldenplains.vic.gov.au
• Use of digital document signing: Docusign Envelope ID: B401BD72-8914-82BC-83E9-18A3E1026267
• Privacy / data governance for digital services: adoption of a revised Privacy Policy addressing privacy risks associated with increased digital service delivery, including data security expectations and third-party risk
• “Transparent and data-driven methodology” used for the 2026/27 Road Improvement Program (data-driven prioritisation of road condition, safety risk, traffic volumes, etc.)

Key Decisions & Outcomes

• Adopted the Golden Plains Shire Council Budget 2026–27, including rates and service fees.
• Referred Planning Scheme Amendment C106gpla to an independent Planning Panel for hearing.
• Adopted the Community Awards Policy for the Community Awards Program.
• Adopted the revised Community Engagement Policy.
• Adopted the revised Risk Management Framework and Risk Appetite Statement.
• Adopted the revised Consideration of Planning Applications Policy and Procedure.

Detailed Descriptions

Adopted the Golden Plains Shire Council Budget 2026–27 (including rates and service fees)

• Context: Council considered the formal adoption of the 2026–27 Budget under the Local Government Act 2020, including the annual rates and charges required for the 1 July 2026–30 June 2027 rating period.
• Details:
  • Meeting: Ordinary Council Meeting, Tuesday 26 May 2026.
  • Budget adoption: Adopted the 2026–27 Budget (Attachment 1) and service/user fees (Attachment 2).
  • Financial summary (Budget):
    • Total operating revenue: $62.0 million
    • Operating expenditure: $61.4 million
    • Operating surplus: $1.9 million
    • Adjusted underlying deficit: $6.7 million
    • Capital works investment: $14.6 million
  • Rates intended to be raised for 1 July 2026–30 June 2027: $35,121,057 (or greater amount lawfully levied).
    • General Rates (differential rates): $25,277,643
    • Municipal Charge: $2,396,000
    • Annual service (garbage) charge: $5,178,954
    • Revenue in Lieu of Rates (Windfarms): $2,268,460
  • Rate cap basis: Budget modelled on a 2.75% average rate cap increase (Minister for Local Government announcement, December 2025).
  • Instalments/payment options approved:
    • Four instalments due 30 Sep 2026, 30 Nov 2026, 28 Feb 2027, 31 May 2027 (per s167(1) & (2) Local Government Act 1989).
    • Lump sum due 15 Feb 2027 (per s167(2A) & (2B)).
    • Ten direct debit payments from 15 Sep 2026 to 15 Jun 2027.
• Impact: Sets the Council’s funding base for the year ahead, determining how much residents and ratepayers contribute through general rates, municipal charges, and garbage service charges, and enabling delivery of planned services and capital works.
• Next steps:
  • Council officers (Director Corporate Services and Manager Finance) to levy and recover rates and charges in accordance with the Local Government Act 1989.
  • Rates and charges will be applied for the rating period starting 1 July 2026; minor/administrative budget changes may be made following adoption.

Referred Planning Scheme Amendment C106gpla to an independent Planning Panel for hearing

• Context: After Planning Scheme Amendment C106gpla (Growing Places Strategy) was publicly exhibited, Council considered submissions and sought progression to independent panel review/hearing for the remaining contested matters.
• Details:
  • Meeting: Tuesday 26 May 2026.
  • Exhibition period: 23 February to 13 April 2026.
  • Submissions received: 9 during exhibition and 2 after exhibition closed (total 11).
  • Panel referral resolution:
    • Council referred all submissions regarding Planning Scheme Amendment C106gpla to an independent Planning Panel under s23(1)(b) of the Planning and Environment Act 1987.
    • Council authorised officers/suitable persons to represent Council at the Panel hearing in line with the officer response to submissions (as outlined in the report).
• Impact: Moves the amendment toward an independent, formal hearing process, providing procedural fairness and a structured assessment of community and stakeholder submissions—critical for future land-use planning outcomes.
• Next steps:
  • Independent Planning Panel hearing to be scheduled and conducted.
  • Council representatives to prepare and present Council’s position at the hearing.

Adopted the Community Awards Policy for the Community Awards Program

• Context: Council created/updated a policy framework to ensure the Community Awards Program has clear categories, nomination processes, and selection procedures for recognising individuals and groups.
• Details:
  • Meeting: Tuesday 26 May 2026.
  • Resolution: Council adopted the Community Awards Policy (as attached to the report).
  • Policy purpose: Provide a clear framework for award categories, nomination process, and selection procedures for the Golden Plains Shire Community Awards Program.
• Impact: Establishes consistent governance for recognising community contributions, improving transparency and fairness in how nominees are assessed and selected.
• Next steps:
  • Implementation of the policy through the Community Awards Program cycle following adoption (timing to align with Council’s awards calendar).

Adopted the revised Community Engagement Policy

• Context: Council reviewed its Community Engagement Policy to strengthen clarity and consistency, and to align with contemporary local government engagement practice and community expectations.
• Details:
  • Meeting: Tuesday 26 May 2026.
  • Resolution: Council adopted the revised Community Engagement Policy (as attached).
  • Key intent of revisions: strengthen practical clarity and ensure the policy effectively supports both Council decision-making and community expectations.
• Impact: Improves how Council plans, conducts, and documents community engagement, supporting better-informed decisions and stronger community trust.
• Next steps:
  • The revised policy to be used for future engagement activities and decision-making processes across Council.

Adopted the revised Risk Management Framework and Risk Appetite Statement

• Context: Council undertook an extensive review process (including consultation and endorsement through 2025 and early 2026) to uplift risk governance and embed risk management into everyday decisions.
• Details:
  • Meeting: Tuesday 26 May 2026.
  • Resolution: Council adopted the Risk Management Framework and Risk Appetite Statement (as attached).
  • Development process: progressively developed in consultation with:
    • Audit and Risk Committee
    • Executive Leadership Team (ELT)
    • wider organisation
  • Standards/alignment: aligns with ISO 31000:2018 Risk Management – Guidelines and supports obligations under the Local Government Act 2020.
• Impact: Strengthens Council’s governance, accountability, and organisational resilience by providing a consistent, clearer approach to identifying, assessing, and managing risk.
• Next steps:
  • Framework and risk appetite to be embedded across strategic, operational, and project decision-making.
  • Ongoing application through Council processes and reporting structures.

Adopted the revised Consideration of Planning Applications Policy and Procedure

• Context: The Consideration of Planning Applications Policy and Procedure had been in place since July 2021, with amendments approved in April 2022 and June 2024, and was due for review in June 2026.
• Details:
  • Meeting: Tuesday 26 May 2026.
  • Resolution: Council adopted the Consideration of Planning Applications Policy and Procedure (as attached).
  • Key recommended changes included:
    • Removal of threshold minimum number of objections and reinstatement of “wide community interest” criteria.
    • Increase in minimum Councillors required for an application call-in to three (3).
    • Requirement for Councillors to notify the Manager Planning when lodging a planning application or when they have a material interest in a planning application.
  • Review basis: officers researched other councils’ delegations and Department of Transport and Planning best-practice guidance to support Councillor decision-making.
• Impact: Improves consistency and transparency in how planning applications are considered and called in, and strengthens conflict-of-interest/material interest processes for Councillors.
• Next steps:
  • Policy/procedure to be applied from the point of adoption and used for planning application handling moving forward (with the formal review completed ahead of the June 2026 due date).

Community Impact

• Ratepayers (all residents): 2026–27 general rates, municipal charge, and garbage service charges adopted for 1 July 2026–30 June 2027 (including a modelled ~2.75% average rate cap increase)
• Meredith residents: Council to progress a feasibility study and advocacy for reticulated mains sewerage for Meredith with Barwon Water and the State Government (to address infrastructure constraints on township growth)
• Planning applicants and landowners (Shire-wide): Planning Scheme Amendment C106gpla referred to an independent Planning Panel after exhibition, affecting how future land use/growth directions are considered
• Planning applicants and objectors (Shire-wide): Updated “Consideration of Planning Applications” policy changes call-in thresholds (minimum 3 Councillors) and reinstates “wide community interest” criteria, potentially changing which applications are escalated
• Community members (Shire-wide): Revised Community Engagement Policy adopted, shaping how residents are consulted and how engagement is conducted for Council decisions
• Residents (Shire-wide): Adoption of the Community Awards Policy establishes/continues a structured community recognition program (categories, nominations, selection processes)

Other Notable Items

• Public concern: progress and timeline for Planning Scheme Amendment C106gpla to enable Growing Places growth.
• Public concern: Meredith sewerage—Council proposing a feasibility study and State advocacy with Barwon Water.
• Community Satisfaction Survey: declines in Council Direction and Waste Management, despite improvements in customer service.
• Future policy work: report requested on developing an External Grants and Funding Policy (process, risks, resourcing).
• Planning applications policy review discussion: proposed changes to objections thresholds and councillor notification process.

Tech & Innovation Notes

• Online publication of council agendas and minutes: www.goldenplains.vic.gov.au
• Use of digital document signing: Docusign (Envelope ID: F0ED5EF1-A221-849B-8304-E32F3C84B0D6)
• Planning/land-use digital governance: Planning Scheme Amendment C106gpla (Growing Places Strategy) including public exhibition and independent planning panel process
• Community survey conducted via telephone interviews (LGV Community Satisfaction Survey 2026)
• Risk management framework aligned to ISO 31000:2018 (organisational resilience/governance)
• Mentions of “new technologies” in the Central Highlands Resilient Agriculture Report (adoption of new technologies, plus information sharing/infrastructure investment)

Key Decisions & Outcomes

• Seek Minister for Planning approval to authorise Planning Scheme Amendment C112gpla (Teesdale rezoning).
• Reopen Draft Community Asset Policy consultation from 30 April to 21 May 2026.
• Adopt Councillor Sexual Harassment Policy.
• Note Quarter Three 2025/26 advocacy activities report.
• Note Golden Plains Shire submission to Geelong/Bellarine/Bannockburn bus network review.
• Note Delegates’ Report and Informal Meetings of Councillors records.

Detailed Descriptions

Seek Minister for Planning approval to authorise Planning Scheme Amendment C112gpla (Teesdale rezoning)

• Context: Council received an application from the landowner of the largest property in the Teesdale North East Growth Area seeking to change the land use zoning to support future residential development. Council’s role is to seek Ministerial approval to prepare, authorise and exhibit the amendment.
• Details:
  • Council decision (28 April 2026) resolved to seek approval from the Minister for Planning to prepare, authorise and exhibit Planning Scheme Amendment C112gpla to the Golden Plains Planning Scheme.
  • Proposed rezoning: Teesdale North East Growth Area from Farming Zone (FZ) to Low Density Residential Zone (LDRZ).
  • Overlays to be applied: Design and Development Overlay Schedule 5, Development Plan Overlay Schedule 20, and Environmental Audit Overlay.
  • Basis: “generally in accordance with” the draft planning scheme amendment documents (Attachment 1).
  • Note: An alternative motion to defer consideration and request a review of the Teesdale Structure Plan was lost (2/4).
• Impact: Enables formal progression of a rezoning process that can unlock residential development in the Teesdale North East Growth Area while requiring planning controls (overlays) to guide development outcomes.
• Next steps:
  • Minister for Planning approval is required to proceed to the formal authorise and exhibit stage.
  • Following exhibition, further Council consideration would be expected as part of the amendment pathway (typically including submissions and assessment before any finalisation).

Reopen Draft Community Asset Policy consultation from 30 April to 21 May 2026

• Context: The Draft Community Asset Policy was endorsed for community consultation earlier in 2026, and Council received feedback through that first consultation period. Council is now re-opening consultation to address concerns and gather additional community input.
• Details:
  • Initial consultation: 2 to 30 March 2026.
  • Submissions received during that period: six written submissions from community members and representatives of volunteer groups.
  • Council resolution (28 April 2026) endorsed re-opening consultation for an additional 3-week period: 30 April to 21 May 2026.
• Impact: Provides another opportunity for residents and volunteer organisations to influence how community assets are managed, supported, and governed—improving legitimacy and responsiveness of the final policy.
• Next steps:
  • Community consultation runs 30 April–21 May 2026.
  • After the consultation closes, staff will summarise feedback and report back to Council for the next stage of policy finalisation.

Adopt Councillor Sexual Harassment Policy

• Context: Council reviewed and refined a policy to reinforce its commitment to a respectful and safe organisational culture and to ensure legislative and governance obligations are clearly reflected for Councillors.
• Details:
  • Council resolution (28 April 2026) adopted the Councillor Sexual Harassment Policy “as attached.”
  • The report noted both a clean version and a tracked changes version were provided for consideration.
  • The policy reflects a zero-tolerance approach and outlines reporting pathways and responsibilities.
• Impact: Strengthens accountability and provides clear guidance for Councillors and the community on expectations, reporting options, and Council’s commitment to preventing sexual harassment.
• Next steps:
  • Policy adoption takes effect following the Council resolution.
  • Implementation would typically include communication to Councillors and embedding the policy into governance processes (e.g., reporting pathways and conduct expectations).

Note Quarter Three 2025/26 advocacy activities report

• Context: Council receives periodic reporting on advocacy activities undertaken across the organisation, particularly whole-of-Council advocacy led by the Mayor and Chief Executive Officer.
• Details:
  • Council resolution (28 April 2026) noted advocacy activities for Quarter Three (January – March 2026).
  • Focus areas included engagement through regional/sector groups including: G21, the Greater Ballarat Alliance of Councils (GBAC), and Peri Urban Councils Victoria (PUCV).
• Impact: Keeps the community and Councillors informed about how Council resources are used to influence outcomes at regional and sector levels.
• Next steps:
  • Continue advocacy reporting in subsequent quarters as part of Council’s regular reporting cycle.

Note Golden Plains Shire submission to Geelong/Bellarine/Bannockburn bus network review

• Context: A State Government-led review is underway for the Geelong, Bellarine Peninsula and Bannockburn bus network, and Council prepared a formal submission for consideration and endorsement.
• Details:
  • Council resolution (28 April 2026) noted the Golden Plains Shire Council submission to the Geelong, Bellarine Peninsula and Bannockburn Bus Network Review.
  • The submission was provided in Attachment 1 and was formally lodged (as stated in the report).
• Impact: Ensures Council’s views are on the record and considered within the State Government’s network review process, supporting better transport planning outcomes for residents.
• Next steps:
  • The submission will be considered as part of the State Government review process.
  • Council may receive further updates as outcomes or recommendations progress.

Note Delegates’ Report and Informal Meetings of Councillors records

• Context: Council uses a delegates/informal meetings record to transparently document Councillors’ attendance at boards, committees, and engagement activities, as well as informal meetings recorded under the Governance Rules.
• Details:
  • Council resolution (28 April 2026) noted the Delegates’ Report and Informal Meetings of Councillors for the past month.
  • Mandatory boards/committees listed include:
    • Audit Committee
    • G21 – Board of Directors
    • Ballarat Regional Alliance of Councils
    • Peri Urban Group of Rural Councils
    • CEO Review Committee
    • Municipal Association of Victoria
    • Geelong Regional Library Corporation
    • Tourism Greater Geelong and the Bellarine Board
    • Golden Plains Emergency Management Committee
    • Plus Council Meeting, Strategic Briefing, Councillor Briefing and Portfolio Meetings
• Impact: Improves transparency and accountability by recording where Councillors represent Council interests and engage with key regional bodies and community events.
• Next steps:
  • Records continue to be provided at each Council meeting as part of the standard governance reporting cycle.

Community Impact

• Teesdale North East Growth Area residents: Land rezoning from Farming Zone to Low Density Residential Zone (with overlays including Development Plan Overlay Schedule 20) enabling future low-density housing development
• Teesdale North East Growth Area residents: Potential changes to development controls and environmental requirements due to application of Design & Development Overlay Schedule 5 and Environmental Audit Overlay
• Community members and volunteer groups: Community consultation on the Draft Community Asset Policy re-opened from 30 April to 21 May 2026, affecting how community assets are managed and supported
• Cat owners and animal welfare adopters: From 1 July 2026, free first-year registration for desexed and microchipped cats under 12 months, and for eligible adopted cats/dogs via registered animal welfare shelters
• Dog and cat owners: Improved incentives for compliance with desexing and microchipping requirements through the new registration offer (potentially reducing costs for eligible owners)
• Councillors and council staff: Adoption of a Councillor Sexual Harassment Policy establishing reporting pathways and a zero-tolerance framework for safer governance operations

Other Notable Items

• Community consultation feedback received for Draft Community Asset Policy; re-opening planned 30 April–21 May 2026.
• Teesdale North East Growth Area rezoning: alternative motion to defer and review Teesdale Structure Plan was lost.
• Cat reclaim rates discussion: free first-year registration proposal lapsed due to lack of seconder.
• Councillor Sexual Harassment Policy adopted, reinforcing zero-tolerance and reporting pathways.
• Bus Network Review submission lodged to State Government; endorsed for noting by Council.

Tech & Innovation Notes

• Mentions of online access to council documents: agendas and minutes available online at www.goldenplains.vic.gov.au
• Use of digital signing platform: Docusign Envelope IDs included in the minutes (electronic document workflow)

Key Decisions & Outcomes

• Proceed with sale of Lot RES 1 PS631696 (Part), 132 Milton Street, Bannockburn.
• Quarantine net sale proceeds in a dedicated Recreation Future Fund for future recreation investment.
• Adopt the Customer Charter to standardise service levels, response times, and accountability.
• Endorse 2026 Victorian State Election advocacy priority focus areas for targeted funding.
• Submit MAV May 2026 motions on roads/transport, emergency management, climate adaptation, planning reform.
• Note Audit & Risk Committee minutes (10 Feb 2026) and biannual report (Oct–Nov 2025).

Detailed Descriptions

Proceed with sale of Lot RES 1 PS631696 (Part), 132 Milton Street, Bannockburn

• Context: Council considered community submissions following a Notice of Intention to Sell land at the Bannockburn Recreation Precinct (Dardel Drive), with concerns raised about loss of public open space in a rapidly growing township.
• Details:
  • Council meeting date: Tuesday 24 March 2026
  • Location/land: Lot RES 1 PS631696 (Part), 132 Milton Street, Bannockburn
  • Resolution outcome (relevant motion): Council resolved to proceed with the sale (motion carried 5/2).
  • Conditions/requirements included in the resolution:
    • Sale to proceed subsequent to Council receiving a further report with a modified subdivision layout that includes open green space within the subdivision to enhance liveability and social connection.
    • Officers to bring a further report to confirm Cultural Heritage sites and investigate a place of open space as a reserve for reconciliation.
    • Sale to be carried out in accordance with the issued planning permit, section 114 of the Local Government Act 2020, and Council’s adopted governance and probity requirements.
• Impact: Enables delivery of development and infrastructure funding outcomes while requiring design and cultural heritage considerations to be addressed through further reporting and subdivision modification.
• Next steps:
  • Officers prepare the further report addressing:
    • Modified subdivision layout including open green space
    • Confirmation of Cultural Heritage sites
    • Investigation of a reconciliation-focused open space reserve
  • Proceed with sale processes once Council has received/considered the required further information.

Quarantine net sale proceeds in a dedicated Recreation Future Fund for future recreation investment

• Context: Council’s decision on the land sale included a requirement that proceeds be protected for future recreation investment rather than absorbed into general revenue.
• Details:
  • Included in the 24 March 2026 resolution (carried 5/2).
  • Requirement: Net sale proceeds are to be quarantined in a dedicated Recreation Future Fund.
  • Use of funds: Future recreation infrastructure investment across Bannockburn and the municipality.
  • Governance: Expenditure subject to future Council resolutions.
• Impact: Strengthens community confidence that any revenue generated from the sale will directly support recreation outcomes aligned with growth needs.
• Next steps:
  • Establish/operate the Recreation Future Fund mechanism for quarantined proceeds.
  • Bring future proposals to Council for specific expenditure approvals via further resolutions.

Adopt the Customer Charter to standardise service levels, response times, and accountability

• Context: Council sought to formalise consistent, transparent customer service commitments across the organisation, including clear expectations for engagement and accountability.
• Details:
  • Council meeting date: 24 March 2026
  • Resolution outcome: Council adopted the Customer Charter (carried).
  • Purpose stated in report:
    • Standardise service levels
    • Clarify response timeframes
    • Improve accountability
    • Set expectations for how and when Council can be contacted
• Impact: Improves customer experience and reduces variability in service delivery by providing a shared organisational standard for responsiveness and accountability.
• Next steps:
  • Implement the Customer Charter across relevant teams and service processes.
  • Use the Charter as the reference point for measuring and reporting on service performance and customer engagement.

Endorse 2026 Victorian State Election advocacy priority focus areas for targeted funding

• Context: With the Victorian State Government Election scheduled for late 2026, Council endorsed a set of targeted advocacy priorities to guide funding requests and engagement with the State Government.
• Details:
  • Election date referenced: Saturday 28 November 2026
  • Council meeting date: 24 March 2026
  • Resolution outcome: Council endorsed the priority focus areas (carried).
  • Priority focus areas endorsed for targeted advocacy:
    • (a) Improved Public and Active Transport
    • (b) Increased investment in Road Safety, Roads and Active Transport
    • (c) Investment for Early Years, Young People and Liveability
    • (d) Investment in Emergency Services and Community Safety
    • (e) Investment in Tracks and Trails
    • (f) Sewerage Infrastructure for supporting growth (Meredith)
    • (g) Scrapping the Emergency Services and Volunteers Fund
    • (h) Improving Mobile and Digital Connectivity
  • Note: All previously approved Priority Projects continue to receive advocacy effort.
• Impact: Provides a clear, consolidated advocacy agenda to improve the likelihood of securing State funding aligned to community needs.
• Next steps:
  • Apply these focus areas to Council’s ongoing advocacy and funding submissions.
  • Continue advocacy efforts for previously endorsed Priority Projects alongside these targeted priorities.

Submit MAV May 2026 motions on roads/transport, emergency management, climate adaptation, planning reform

• Context: Council considered suggested motions to be endorsed and submitted to the Municipal Association of Victoria (MAV) State Council meeting in May 2026.
• Details:
  • Council meeting date: 24 March 2026
  • Resolution outcome: Council approved the motions for submission (carried).
  • Motions endorsed (May 2026 MAV submission), including the requested themes:
    • Roads and transport infrastructure funding
      • Calls for increased/reformed recurrent funding, prioritisation of upgrades to state-managed arterial roads serving growth/freight corridors, and rural/regional cost recognition.
    • Emergency Management Planning and Preparation
      • Calls for doubling baseline funding for councils’ emergency management roles, reducing reliance on short-term/disaster-specific grants, and ensuring new responsibilities are funded.
    • Climate Change Adaptation
      • Calls for a dedicated ongoing climate adaptation fund, support for planning/responding to extreme weather risks, and recognition of councils as delivery partners.
    • Planning Sector Reform
      • Calls for transition/workforce support, staged implementation based on council capacity, and investment in modern integrated planning systems.
• Impact: Positions Golden Plains Shire’s priorities within a broader regional/state advocacy platform, increasing influence over Victorian Government policy and funding settings.
• Next steps:
  • Submit the endorsed motions to MAV State Council for consideration at the May 2026 meeting.
  • Track MAV outcomes and adjust Council advocacy accordingly.

Note Audit & Risk Committee minutes (10 Feb 2026) and biannual report (Oct–Nov 2025)

• Context: Council receives Audit & Risk Committee outputs to maintain governance oversight, transparency, and compliance with the Local Government Act 2020 and the Audit & Risk Committee Charter.
• Details:
  • Council meeting date: 24 March 2026
  • Items resolved en bloc and then confirmed as per officer recommendation:
    • 7.5: Audit and Risk Committee Meeting Minutes – 10 February 2026
      • Council action: Note the unconfirmed minutes as attached.
    • 7.6: Audit and Risk Committee Biannual Report (October and November 2025)
      • Council action: Note the biannual report as approved by the Audit & Risk Committee at its 10 February 2026 meeting.
      • Legislative basis referenced: section 54(5) of the Local Government Act 2020 and section 7 of the Audit and Risk Committee Charter.
  • Resolution handling:
    • Items 7.5 and 7.6 were included in an en bloc resolution, then considered together.
• Impact: Reinforces Council’s governance discipline and ensures audit/risk findings and recommendations are formally acknowledged by Council.
• Next steps:
  • Incorporate any Audit & Risk recommendations into management actions where applicable.
  • Continue the governance cycle with ongoing Audit & Risk Committee reporting to Council at future intervals.

Community Impact

• Bannockburn residents: Council resolved to proceed with the sale of Lot RES 1 PS631696 (Part) at 132 Milton Street, Bannockburn, after a modified subdivision layout that includes some open green space
• Bannockburn residents: Additional recreation/open space and First Nations cultural heritage sensitivity areas will be investigated and addressed via a further report before any final actions related to the precinct
• Bannockburn residents: Officers will bring a further report to confirm cultural heritage sites and investigate a reserve for reconciliation, potentially affecting how remaining public land is planned/designated
• Bannockburn and wider municipality residents: Net sale proceeds will be quarantined in a dedicated “Recreation Future Fund” to support future recreation infrastructure investment (subject to later Council resolutions)
• Road users across the Shire: Council endorsed state election advocacy priorities that include increased funding for road safety, roads and active transport, and targeted improvements like sealed road shoulders on key regional connector routes
• All residents: Adoption of a Customer Charter will set clearer service standards (including response timeframes and how residents can contact Council), affecting how quickly and consistently Council services are delivered

Other Notable Items

• Community strongly opposed selling Bannockburn Recreation Precinct land due to open space loss concerns.
• Public questions focused on long-term community impact and alternative funding models for recreation projects.
• Bannockburn Recreation Precinct debate: proposed sale vs no-sale outcomes; cultural heritage and reconciliation reserve to be investigated.
• Council endorsed 2026 state election advocacy priorities across transport, safety, early years, emergency services, tracks/trails.
• Meeting agenda included MAV motions on roads funding, emergency management, climate adaptation, and planning reform.

Tech & Innovation Notes

• Online publication of council agendas and minutes: copies obtainable online at www.goldenplains.vic.gov.au
• Use of digital document workflow/signing: Docusign Envelope ID references in the minutes
• Advocacy priority includes “Improving Mobile and Digital Connectivity”
• Adoption of a service-delivery framework: Customer Charter (commitments to responsive services and customer contact/response timeframes)
• Meeting logistics mention a live stream being fixed (digital/online meeting delivery)

Key Decisions & Outcomes

• Note four public submissions to the 2026–27 draft budget consultation.
• Approve CEO execution of Amplitel/Telstra Rokewood depot lease (up to 20 years).
• Adopt updated Asset Disposal Policy.
• Adopt updated Asset Management Policy (2024–29) and endorse Draft Community Asset Policy for consultation.
• Establish North and South Golden Plains Tourism Advisory Committees with adopted Terms of Reference.
• Approve Central Highlands Renewable Energy Zone submission with amended wording (solar preference).

Detailed Descriptions

Note four public submissions to the 2026–27 draft budget consultation

• Context: Council conducted a community consultation period for the 2026–27 Draft Annual Budget. Four (4) public submissions were received during that period and none requested to be heard.
• Details:
  • Consultation period: 26 November 2025 to 2 February 2026
  • Submissions: 4 public submissions
  • Hearing requests: None of the submissions requested to be heard
• Impact: Provides transparency on community input received for the 2026–27 budget process and confirms Council has considered the submissions before final budget adoption.
• Next steps:
  • Council will present the 2026–27 Draft Annual Budget to the 27 May 2026 Ordinary Council Meeting for final adoption.

Approve CEO execution of Amplitel/Telstra Rokewood depot lease (up to 20 years)

• Context: Council officers developed an Initial Terms Agreement with Amplitel Pty Ltd (acting for Telstra) to lease part of land within the Rokewood Council Works Depot. Because the proposed lease exceeds 10 years, Council was required to undertake community consultation and then approve execution.
• Details:
  • Lessee/Trust: Amplitel Pty Ltd as Trustee for the Towers Business Operating Trust
  • Location: Rokewood Works Depot (portion of land within the depot boundary)
  • Term: up to 20 years
  • Community consultation period: Tuesday 27 January 2026 to Monday 9 February 2026
  • Resolution: Council approved the CEO to execute the Lease for the specified portion and term (up to 20 years).
• Impact: Enables improved telecommunications infrastructure in the Rokewood area while ensuring Council met statutory consultation requirements prior to committing to a long-term lease.
• Next steps:
  • CEO executes the lease agreement following Council approval.
  • A separate Planning Application process is already underway (publicly advertised 5 to 20 February 2026) to assess the tower proposal against the Planning Scheme.

Adopt updated Asset Disposal Policy

• Context: Council reviewed its Asset Disposal Policy to improve usability and include an additional disposal method. The updated policy was presented for adoption.
• Details:
  • Policy: Asset Disposal Policy (updated)
  • Changes: minor updates to improve usability and an additional disposal method
  • Decision date: 24 February 2026
• Impact: Strengthens Council’s governance and consistency around how assets are disposed of, supporting better accountability and decision-making.
• Next steps:
  • Policy adoption takes effect following the Council decision on 24 February 2026.
  • Asset disposal activities will be conducted in line with the updated policy going forward.

Adopt updated Asset Management Policy (2024–29) and endorse Draft Community Asset Policy for consultation

• Context: Council’s Asset Management Policy 2024–29 was due for review after adoption on 25 June 2024. Council also developed a Draft Community Asset Policy to guide approvals, responsibilities, and cost implications for community-owned assets, and sought endorsement for public consultation.
• Details:
  • Asset Management Policy:
    • Policy: Asset Management Policy 2024–29
    • Adopted previously: 25 June 2024
    • Council decision: adopt the updated policy on 24 February 2026
  • Draft Community Asset Policy:
    • Purpose: improved accountability for community-owned assets, including:
      • approval processes/requirements for installations
      • current and future cost implications
      • maintenance responsibilities
      • public safety and amenity
    • Consultation endorsement period: 2 March 2026 to 30 March 2026
    • Consultation method: via Council’s Have Your Say webpage and supporting communications
• Impact: Improves long-term planning and governance for asset stewardship, while giving the community a chance to shape how community assets are managed, maintained, and approved.
• Next steps:
  • Asset Management Policy: implemented following adoption on 24 February 2026.
  • Draft Community Asset Policy: open for community consultation 2–30 March 2026 for feedback prior to any final adoption decision.

Establish North and South Golden Plains Tourism Advisory Committees with adopted Terms of Reference

• Context: Council is a municipal partner of Tourism Greater Geelong & the Bellarine (TGGB) and Tourism Midwest Victoria (TMV). Council determined that more localised tourism operator groups would better refine and implement local action plans.
• Details:
  • Committees established:
    • Golden Plains North Tourism Advisory Committee
    • Golden Plains South Tourism Advisory Committee
  • Terms of Reference: Council adopted:
    • North Tourism Advisory Committee Terms of Reference (attachment 1)
    • South Tourism Advisory Committee Terms of Reference (attachment 2)
  • Recruitment approach: an Expression of Interest (EOI) process will be undertaken to recruit members
  • Decision date: 24 February 2026
• Impact: Creates structured local input into tourism planning and implementation, helping align tourism activities with community needs and local area action plans.
• Next steps:
  • Conduct an EOI process to recruit committee members (timing to be set by Council officers following the decision).
  • Committees will begin work to refine and implement local area action plans developed through TGGB and TMV.

Approve Central Highlands Renewable Energy Zone submission with amended wording (solar preference)

• Context: The Central Highlands Renewable Energy Zone (REZ) covers a large part of Golden Plains Shire, and Council had the opportunity to make a submission on the final proposed REZ. Submissions closed 15 March 2026.
• Details:
  • Submission deadline: 15 March 2026
  • Council decision: approve the Golden Plains Shire Council REZ submission with amended wording
  • Amended wording theme (solar preference): Council inserted wording requesting solar farms be preference for future developments to improve community acceptability and social licence, reflecting the preponderance of wind farm projects.
  • Specific amendments included (as resolved):
    • Insert after paragraph 3: “Additionally… Council requests solar farms be preference for future developments…”
    • Replace a dot point to include “both solar and wind resources”
    • Insert wording to specify “projects are solely wind farms” after “inconsistent”
    • Insert wording about “balancing of solar with wind projects” after “thresholds”
• Impact: Positions Golden Plains Shire’s submission to influence the REZ framework toward greater solar consideration, potentially affecting future project mix and community acceptance outcomes.
• Next steps:
  • Submit the final amended submission to the relevant authority before 15 March 2026.
  • Monitor any subsequent consultation/decision processes related to the Central Highlands REZ.

Community Impact

• Rokewood residents: Telecommunications lease approved for up to 20 years at the Rokewood Works Depot, enabling expanded/continued mobile tower infrastructure on Council land
• Rokewood residents (near depot): Ongoing depot land use for tower operations may increase local amenity impacts (e.g., visual/lighting/noise) for nearby households within the surrounding area
• Community asset users: Draft Community Asset Policy goes to public consultation (2–30 March 2026), which may change how community installations are approved, maintained, and managed for safety/amenity
• Golden Plains residents near waterways: Planning assessment expectations are reinforced through Amendment VC278/Planning Notes 97–98 (50m minimum from waterway banks for development/earthworks), potentially limiting or reshaping future permit outcomes for affected properties
• Inverleigh and Teesdale residents: Council will continue advocating with Parks Victoria/DEECA for practical fuel-reduction works in the Inverleigh Flora and Fauna Reserve to reduce wildfire risk to homes and lives
• Residents using general waste services: Additional general waste bin support (at no charge with a medical certificate) is available for residents with medical disposal needs, while the next waste collection review focuses on introducing FOGO rather than changing general waste frequency
• Golden Plains Shire residents (tourism operators and visitors): Tourism Advisory Committees (North and South) will be established and staffed via an Expression of Interest process, shaping local tourism action plans and potentially influencing visitor services and local business opportunities

Other Notable Items

• Public concerns about consistent waterway planning controls and decision-making across permit applications.
• Training update: planners attended a session on Amendment VC278 and Planning Notes 97/98.
• Advocacy request: fuel-reduction measures for Inverleigh Flora and Fauna Reserve pending responses from Parks Victoria/DEECA.
• Waste service issue raised: medical disposal needs for colostomy bags; council offered extra bins with certificates.
• Future item: ALGA Climate Adaptation Funding motion to be submitted to the ALGA National General Assembly 2026.

Tech & Innovation Notes

• Online platforms / digital engagement

  • Agendas & minutes available online at www.goldenplains.vic.gov.au
  • Community consultation proposed via Council’s “Have Your Say” webpage (Draft Community Asset Policy consultation, 2–30 March 2026)
  • Use of DocuSign (multiple “Docusign Envelope ID” references)

• Telecommunications / digital infrastructure

  • Amplitel Pty Ltd lease for a telecommunications tower at the Rokewood Works Depot (Telstra trustee for towers business operating trust; community consultation undertaken 27 Jan–9 Feb 2026)

• Planning systems / guidance (digital process context)

  • Officers use the Department of Transport and Planning’s planning practice notes and planning scheme referral practices for permit assessment consistency
  • Virtual training session attended by planning officers (Municipal Association of Victoria facilitated; early Feb 2026)

Key Decisions & Outcomes

• Adopt 2026 Council meeting and Audit & Risk committee schedules as presented.
• Initiate process to sell 132 Milton Street, Bannockburn after five-week consultation.
• Conduct three-week public consultation on proposed Amplitel/Telstra lease at Rokewood depot.
• Adopt Councillor Interaction with Developers Policy to govern ethical communications.
• Update planning delegations under Planning and Environment Act 1987 (S6A instrument).
• Revoke Development Contributions, Plastic Wise, and Bus Shelters policies from register and website.

Detailed Descriptions

Adopt 2026 Council meeting and Audit & Risk committee schedules as presented

• Context: Council considered and confirmed the proposed meeting calendar for 2026, including both Ordinary Council Meeting dates and the Audit & Risk Committee meeting dates.
• Details:
  • Ordinary Council Meetings (scheduled):
    • Tuesday 24 February 2026 — 6:00pm — The Well, Smythesdale
    • Tuesday 24 March 2026 — 6:00pm — Golden Plains Civic Centre
    • Tuesday 28 April 2026 — 6:00pm — The Well, Smythesdale
    • Tuesday 26 May 2026 — 6:00pm — Golden Plains Civic Centre
    • Tuesday 23 June 2026 — 6:00pm — The Well, Smythesdale
    • Tuesday 28 July 2026 — 6:00pm — Golden Plains Civic Centre
    • Tuesday 25 August 2026 — 6:00pm — The Well, Smythesdale
    • Tuesday 22 September 2026 — 6:00pm — Golden Plains Civic Centre
    • Tuesday 27 October 2026 — 6:00pm — The Well, Smythesdale
    • Tuesday 10 November 2026 (Mayoral Election) — 6:00pm — Golden Plains Civic Centre
    • Tuesday 24 November 2026 — 6:00pm — Golden Plains Civic Centre
    • Tuesday 15 December 2026 — 6:00pm — The Well, Smythesdale
  • Audit & Risk Committee Meetings:
    • Tuesday 10 February 2026 — 9:00am — Golden Plains Civic Centre
    • Tuesday 12 May 2026 — 9:00am — Golden Plains Civic Centre
    • Tuesday 11 August 2026 — 9:00am — Golden Plains Civic Centre
    • Tuesday 13 October 2026 — 9:00am — Golden Plains Civic Centre
  • Council resolution adopted the schedule as detailed in the report (amendment to move all Council meeting times to 4pm was not carried).
• Impact: Provides certainty for councillors, staff, and the community about when meetings occur across 2026, supporting planning, attendance, and public participation.
• Next steps:
  • Publish/operate under the confirmed 2026 meeting calendar.
  • Council officers to develop a report on options for holding Council meetings in other Council facilities (outside Bannockburn and Smythesdale), considering accessibility and technology solutions.

Initiate process to sell 132 Milton Street, Bannockburn after five-week consultation

• Context: Council owned land at 132 Milton Street, Bannockburn was declared surplus and has an existing planning pathway for subdivision; Council must run a community consultation process before proceeding with sale.
• Details:
  • Location: 132 Milton Street, Bannockburn
  • Action under Local Government Act 2020:
    • Publish a notice of intention to sell the land in accordance with Section 114(2)
  • Community consultation period (five weeks):
    • Commences: 19 January 2026
    • Concludes: 28 February 2026
  • Council noted:
    • The land was already declared surplus by Council (surplus process occurred previously; the report notes surplus determination at a March 2021 Council meeting).
    • A Development Plan and Planning Permit for subdivision are already in place.
  • Expected community benefit (as stated in the report): estimated $9 million to $10 million contribution to the Recreational Future Fund from the development and sale of residential allotments.
• Impact: Enables a transparent sale process for surplus land while giving the community a defined period to provide input; supports future recreation infrastructure funding for Bannockburn and district communities.
• Next steps:
  • Publish the notice of intention to sell.
  • Run the five-week community consultation from 19 January 2026 to 28 February 2026.
  • Present a report to Council after consultation on the proposed sale of the land.

Conduct three-week public consultation on proposed Amplitel/Telstra lease at Rokewood depot

• Context: Council officers developed an Initial Terms Agreement for a lease with Amplitel Pty Ltd (acting on behalf of Telstra) for part of the Rokewood Council Works Depot; because the lease is for more than 10 years, Council must undertake community consultation under the Local Government Act 2020.
• Details:
  • Proposed lease party: Amplitel Pty Ltd as Trustee for the Towers Business Operating Trust
  • Land location: within the boundary of the Rokewood Works Depot (Rokewood)
  • Lease term: up to 20 years
  • Consultation period (three weeks):
    • Commences: Monday 19 January 2026
    • Concludes: Monday 9 February 2026
  • Purpose of consultation: community feedback on the proposal to lease a portion of land within the depot boundary.
• Impact: Provides public visibility and input into long-term telecommunications infrastructure use of Council land, supporting community confidence in Council’s decision-making.
• Next steps:
  • Conduct the three-week consultation from 19 January 2026 to 9 February 2026.
  • After consultation, bring the matter back to Council for approval to execute the lease (as required).

Adopt Councillor Interaction with Developers Policy to govern ethical communications

• Context: Council considered a proposed policy intended to standardise and strengthen ethical communication and decision-making when councillors interact with developers, lobbyists, and submitters.
• Details:
  • Policy title: Councillor Interaction with Developers Policy
  • Scope: establishes protocols for communication and decision-making to ensure planning matters are handled fairly and ethically
  • Resolution: Council adopted the policy “as attached” (adopted at the 16 December 2025 Council Meeting).
• Impact: Improves transparency and integrity in councillor-developer communications, reducing risks of perceived or actual conflicts and strengthening public trust in planning processes.
• Next steps:
  • Implement the policy through councillor guidance and operational use from the date of adoption.
  • Apply the policy to relevant interactions and planning-related communications going forward.

Update planning delegations under Planning and Environment Act 1987 (S6A instrument)

• Context: Legislative changes commenced on 25 November 2025 under the Consumer and Planning Legislation Amendment (Housing Statement Reform) Act 2025, requiring updated delegation arrangements for lawful operation by Council officers.
• Details:
  • Legislation change: Consumer and Planning Legislation Amendment (Housing Statement Reform) Act 2025 came into effect 25 November 2025
  • Instrument: Instrument of Delegation under the Planning and Environment Act 1987 (S6A)
  • Resolution outcomes:
    • Delegates each duty/function/power in the instrument to the relevant member of Council staff as shown in Attachment 1, subject to conditions/limitations in the instrument
    • Instrument comes into force immediately upon the Chief Executive Officer signature being affixed
    • Remains in force until Council varies or revokes it
    • Must be exercised in accordance with any guidelines/policies Council adopts from time to time
• Impact: Ensures Council officers continue to exercise planning-related powers lawfully after legislative reform, supporting continuity and compliance in planning operations.
• Next steps:
  • CEO to sign/execute the S6A Instrument of Delegation (immediate commencement upon signature).
  • Maintain the delegations until Council formally varies or revokes them, if required.

Revoke Development Contributions, Plastic Wise, and Bus Shelters policies from register and website

• Context: Council undertook an ongoing review of its policies to ensure they remain current and relevant; three policies were assessed as no longer applicable and not requiring replacement.
• Details:
  • Policies revoked (individually) and to be removed from:
    • Council Policy Register
    • Council website
  • Specific policies:
    • Development Contributions Policy
    • Plastic Wise Policy
    • Bus Shelters Policy
  • Resolution: Council resolved to revoke all three policies at the 16 December 2025 meeting.
• Impact: Reduces confusion and ensures the public-facing policy framework reflects only current, applicable Council guidance.
• Next steps:
  • Update the Policy Register and website to remove the three revoked policies.
  • Ensure internal processes no longer rely on these superseded/non-applicable policies.

Community Impact

• Bannockburn residents: Community consultation (19 Jan–28 Feb 2026) on Council’s intention to sell 132 Milton Street (3.5ha) for residential subdivision
• Bannockburn and district residents: Estimated $9m–$10m proceeds directed to the Recreational Future Fund to fund future local recreational infrastructure
• Rokewood residents and depot users: Community consultation (19 Jan–9 Feb 2026) on a proposed Telstra-related lease at the Rokewood Works Depot (up to 20 years), which may affect land use at the site
• All Golden Plains residents: 2026 Council meeting schedule confirmed, with meetings held across Bannockburn (Golden Plains Civic Centre) and Smythesdale (The Well), affecting where and when residents can attend/participate
• Planning applicants and submitters: Adoption of a Councillor Interaction with Developers Policy, changing how residents interact with Councillors on planning matters and how communications/decision-making are handled
• Community members using Council services: Revocation of the Development Contributions, Plastic Wise, and Bus Shelters policies may change applicable rules/programs and service arrangements previously governed by those policies

Other Notable Items

• Community consultation planned for selling Bannockburn land (132 Milton Street) for five weeks in early 2026.
• Community consultation scheduled for Rokewood depot lease with Amplitel/Telstra for up to 20 years.
• Councillor interaction with developers policy introduced to strengthen transparency and ethical decision-making.
• Proposed 2026 meeting time change to 4pm was debated but ultimately lapsed/defeated.
• Delegates’ report noted councillor attendance at multiple boards, committees, and community engagement events.

Tech & Innovation Notes

• Online/digital publication of council documents
  Agendas & minutes can be obtained online at www.goldenplains.vic.gov.au.
• Digital/technology-enabled meeting logistics (accessibility & technology solutions)
  Officers to report on options for holding council meetings in other facilities, considering accessibility and technology solutions to support additional venues.
• IT/telecommunications infrastructure leasing (public consultation)
  Community consultation for a lease of council land to Amplitel Pty Ltd (Telstra) for a long-term term (up to 20 years) at the Rokewood Works Depot (supports telecommunications infrastructure).
• Use of electronic document signing
  Minutes include DocuSign Envelope ID (electronic signature workflow).

Key Decisions & Outcomes

• Adopt Domestic Animal Management Plan 2026–2029, with cat reclaim rate improvement reporting.
• Authorise Planning Scheme Amendment C110gpla Gaming for preparation and exhibition.
• Endorse Councillor Engagement Program 2026.
• Appoint 2025–26 councillor delegates and proxies to committees and external boards.
• Adopt Audit and Risk Committee Charter following minor administrative corrections.
• Resolve to consider confidential Budget Variation for Faulkner Road Flood Mitigation.

Detailed Descriptions

Adopt Domestic Animal Management Plan 2026–2029, with cat reclaim rate improvement reporting

• Context: Council is required under the Domestic Animals Act 1994 to develop and review a Domestic Animal Management Plan (DAMP) every four years. The 2026–2029 DAMP needed to be adopted and submitted to DEECA by 4 December 2025.
• Details:
  • Council endorsed the Draft DAMP for public exhibition on 22 July 2025.
  • Public exhibition and consultation occurred between 28 July and 25 August 2025.
  • Council received four submissions during the consultation period.
  • Officer summary of submissions resulted in updated objectives being incorporated where feasible; objectives from the previous 2022–2025 DAMP were not incorporated where they were assessed as not currently feasible.
  • Council adopted the Domestic Animal Management Plan 2026–2029 (as attached).
  • Amended resolution added a requirement to: “Receive a report on what Council can do to improve cat reclaim rates.”
• Impact:
  • Provides an approved, legislatively compliant framework for domestic animal management across Golden Plains Shire for 2026–2029.
  • The added reporting requirement focuses attention on improving outcomes for cats, including reclaim outcomes, which can improve animal welfare and community confidence in Council services.
• Next steps:
  • Submit the adopted DAMP 2026–2029 to the Department of Energy, Environment and Climate Action (DEECA) by 4 December 2025.
  • Prepare and present a further report to Council on practical actions to improve cat reclaim rates (timing to be determined by Council/CEO reporting schedule following adoption).

Authorise Planning Scheme Amendment C110gpla Gaming for preparation and exhibition

• Context: Council needs to authorise planning scheme amendment work to implement the actions of its Gambling Harm Minimisation Policy and update the planning scheme accordingly.
• Details:
  • Amendment: Golden Plains Planning Scheme Amendment C110gpla Gaming.
  • Purpose: supported by and implements the recommended actions of the Golden Plains Shire Gambling Harm Minimisation Policy (adopted by Council on 23 September 2025).
  • Changes include:
    • Introducing a Local Planning Policy on gaming.
    • Updating the Schedule to Clause 52.28 (Gaming) that applies across the Shire.
  • Council authorised the preparation and exhibition under section 20(2) of the Planning and Environment Act 1987.
  • The amendment includes:
    • New clause 02.03-10
    • Modification to the Schedule to Clause 52.28 related to Gaming.
• Impact:
  • Enables a structured planning framework for gaming-related matters across Golden Plains Shire, supporting harm minimisation objectives through planning controls.
• Next steps:
  • Prepare the amendment documentation for exhibition and public consultation.
  • Proceed through the formal exhibition process in accordance with the Planning and Environment Act 1987 and relevant planning scheme amendment requirements.

Endorse Councillor Engagement Program 2026

• Context: Council aims to strengthen community engagement by taking an early, broad, and more deliberative approach, consistent with its Community Engagement Policy.
• Details:
  • Resolution endorsed the Councillor Engagement Program 2025/2026 (referred to in the agenda as “Councillor Engagement Program 2026”).
  • The program is grounded in the 2021 Community Engagement Policy.
  • The report notes that previous programs have included a mixture of virtual forums and community events.
  • The 2025/2026 program aims to further strengthen community connections and participation in decision-making.
• Impact:
  • Improves transparency and responsiveness by ensuring residents have structured opportunities to engage with councillors on issues affecting their communities.
• Next steps:
  • Implement the endorsed Councillor Engagement Program during the 2025/2026 period (including delivery of the planned forums/events as set out in the program report).

Appoint 2025–26 councillor delegates and proxies to committees and external boards

• Context: Council is required to appoint representatives (delegates and, where applicable, proxies) to internal committees and external organisations for the 2025–2026 period.
• Details:
  • Council determined appointments as follows (Delegate / Proxy):
  • Council Committees
    • Audit and Risk Committee (Mayor & 1 Councillor): Delegate Mayor, Cr Robbins; Proxy N/A
    • Councillor Contracts Committee (Chair): Delegate Cr Robbins; Proxy N/A
    • Councillor Contracts Committee (Delegates x 2): Delegates Cr Kirby, Cr Phelan; Proxy N/A
    • Golden Plains Disability Advisory Committee: Delegate Cr Hayden; Proxy Cr Kirby
    • CEO Employment & Remuneration Committee: Delegate All; Proxy N/A
    • Community Awards Selection Panel (Mayor & 1+ Councillors?): Delegate Mayor, Cr Kirby; Proxy Cr Hayden
  • Mandatory Boards / Membership Based Entities
    • Geelong Regional Library Corporation: Delegate Mayor; Proxy Cr Gamble
    • Geelong Heritage Centre Collection Advisory Committee: Delegate Cr Gamble; Proxy Cr Cook
    • G21 Board of Directors: Delegate Mayor; Proxy N/A
    • Greater Ballarat Alliance of Councils: Delegate Mayor; Proxy Cr Robbins
    • Peri Urban Group of Rural Councils: Delegate Mayor; Proxy Cr Robbins
    • Municipal Association of Victoria: Delegate Cr Gamble; Proxy Cr Robbins
    • Tourism Greater Geelong and the Bellarine Board: Delegate Cr Cook; Proxy Cr Gamble
    • Rural Councils Victoria: Delegate Cr Cook, Cr Phelan; Proxy N/A (as listed)
• Impact:
  • Ensures Council has formal representation across governance bodies and external partnerships, supporting continuity of decision-making and advocacy for Golden Plains Shire.
• Next steps:
  • Councillors take up the appointed delegate/proxy roles for the 2025–26 period.
  • Delegates provide updates through the existing reporting mechanisms (including delegate reports and informal meeting records at Council meetings).

Adopt Audit and Risk Committee Charter following minor administrative corrections

• Context: The Audit and Risk Committee Charter requires annual review by the Committee, followed by Council consideration and adoption. Minor administrative corrections were identified and made after the Committee review.
• Details:
  • The Audit and Risk Committee reviewed the Charter at its meeting on 11 November 2025.
  • Minor administrative corrections were identified and subsequently incorporated.
  • Council adopted the Audit and Risk Committee Charter as recommended by the Committee.
• Impact:
  • Maintains strong governance, clarity of committee responsibilities, and compliance with Council’s governance framework and the Local Government Act 2020.
• Next steps:
  • Charter takes effect following Council adoption and will guide Audit and Risk Committee operations going forward.
  • Ongoing annual review cycle continues as per the Charter requirements.

Resolve to consider confidential Budget Variation for Faulkner Road Flood Mitigation

• Context: A budget variation relating to Faulkner Road Flood Mitigation was treated as confidential due to the nature of information involved (commercial/financial information provided by a business).
• Details:
  • Item considered in a closed meeting: 10.1 Budget Variation – Faulkner Road Flood Mitigation.
  • Confidentiality basis: Section 3(1)(g) and (g)(ii) of the Local Government Act 2020 (private commercial information; disclosure could unreasonably expose a business to disadvantage).
  • Council resolved to consider the confidential report(s) in a meeting closed to the public in accordance with Section 66 of the Local Government Act 2020.
  • Meeting process notes:
    • At 6:55pm, the meeting was closed to members of the public.
    • At 6:55pm, Cr Sarah Hayden left the meeting (material conflict declared earlier).
    • Council reopened the meeting at 7:13pm.
• Impact:
  • Allows Council to properly assess sensitive budget/commercial information while protecting parties from disadvantage, supporting informed decision-making for flood mitigation outcomes.
• Next steps:
  • The confidential budget variation matter is considered by Council within the closed session process.
  • Any final resolution/decision on the budget variation would be recorded once the confidential item is determined (and then reflected in the public minutes as applicable).

Community Impact

• Residents (all Shire): Domestic Animal Management Plan 2026–2029 adopted, setting the next four-year direction for animal management activities and priorities (including a follow-up report on improving cat reclaim rates)
• Gaming venue operators and nearby residents (all Shire): Planning Scheme amendment authorised to introduce/strengthen a Local Planning Policy on gaming and update Clause 52.28 (Gaming), which may change how gaming-related proposals are assessed
• Domestic animal owners (all Shire): New/updated domestic animal management objectives and programs for 2026–2029 will affect local compliance, education, and enforcement approaches
• Planning applicants and landowners (affected areas of the Shire): Council’s Council Plan 2025–2029 progress (noted for Q1 2025–26) guides how resources and capital projects are prioritised over the coming period
• Community members (all Shire): Councillor Engagement Program 2026 endorsed, increasing opportunities for residents to participate in earlier, broader community consultation on issues affecting the Shire
• Residents impacted by governance and service delivery (all Shire): Audit and Risk Committee Charter reviewed/adopted and committee reporting noted, supporting oversight that can influence how Council manages risk, compliance, and internal controls

Other Notable Items

• Community consultation submissions received for the Domestic Animal Management Plan draft (28 Jul–25 Aug).
• Amended DAMP resolution added a report request to improve cat reclaim rates.
• Councillor Engagement Program 2026 endorsed, aiming for earlier, broader, deliberative community involvement.
• Planning scheme amendment authorised to implement gambling harm minimisation policy via new local planning clause.
• Confidential Faulkner Road Flood Mitigation budget variation discussed; Cr Hayden declared a related conflict of interest.

Tech & Innovation Notes

• Mentions of online access to council documents: “Copies of Golden Plains Shire Council‘s Agendas & Minutes can be obtained online at www.goldenplains.vic.gov.au”
• Use of digital workflow/document signing: “Docusign Envelope ID: 343468FE-2ABD-401A-B270-88096FB6DF0C”
• Virtual/online engagement referenced in council engagement planning: Councillor Engagement Program notes “a mixture of virtual forums and community events” (2025/2026 program aims to further strengthen these connections)

Key Decisions & Outcomes

• Set Mayor and Deputy Mayor term for 2025/26 to one year
• Elected Cr Owen Sharkey as Mayor for 2025/26
• Established the Deputy Mayor position for the 2025/26 Mayoral term
• Elected Cr Emma Robbins as Deputy Mayor for 2025/26

Detailed Descriptions

Set Mayor and Deputy Mayor term for 2025/26 to one year

• Context: Council needed to determine the length of the mayoral term for 2025/26 in line with the Local Government Act 2020, which allows either a one-year or two-year term. This decision was considered at the Council meeting held for the Mayoral elections.
• Details:
  • Date of decision: Tuesday 11 November 2025
  • Legal basis: Local Government Act 2020 (Council may elect a Mayor and Deputy Mayor for either one (1) or two (2) years)
  • Resolution outcome: Term set to one (1) year
  • Duration until: the next Scheduled Council Meeting for the Mayoral Elections in November 2026
• Impact: Provides a clear, time-bound leadership period for 2025/26, ensuring the community has an opportunity to elect/renew leadership again in November 2026. It also supports planning and accountability for the short-term governance cycle.
• Next steps: The one-year term applies to both the Mayor and (if established) the Deputy Mayor for 2025/26, running until the next scheduled Mayoral election meeting in November 2026.

Elected Cr Owen Sharkey as Mayor for 2025/26

• Context: The Mayor position was vacant, requiring Council to conduct an election process under the Council Governance Rules and the Local Government Act 2020. Nominations were required to be submitted in writing ahead of the meeting.
• Details:
  • Meeting date: Tuesday 11 November 2025 at 6:00 PM
  • Venue: Golden Plains Civic Centre, Council Chambers, 2 Pope Street, Bannockburn
  • Nomination deadline: 5:00 PM Friday 7 November 2025
  • Nominees:
    • Cr Owen Sharkey (accepted nomination)
    • Cr Helena Kirby (accepted nomination)
  • Voting outcome: A majority of Councillors voted to elect Cr Owen Sharkey as Mayor for 2025/26
  • Vote tallies recorded in minutes:
    • For Cr Sharkey: Cr Cook, Cr Hayden, Cr Phelan, Cr Robbins, Cr Sharkey
    • For Cr Kirby: Cr Gamble, Cr Kirby
• Impact: Establishes Cr Owen Sharkey as the community’s elected civic leader for the 2025/26 year, setting the leadership direction for Council’s priorities and decision-making through to the next Mayoral election in November 2026.
• Next steps: Cr Sharkey assumed the Chair at the meeting and served as Mayor for the 2025/26 term until the next scheduled Mayoral elections in November 2026.

Established the Deputy Mayor position for the 2025/26 Mayoral term

• Context: Council needed to decide whether to establish an office of Deputy Mayor for the 2025/26 Mayoral term. This is permitted but not compulsory under the Local Government Act 2020.
• Details:
  • Meeting date: Tuesday 11 November 2025
  • Legal basis: Local Government Act 2020, Section 20A(1) (Council may establish an office of Deputy Mayor; not compulsory)
  • Resolution outcome: Council established the position of Deputy Mayor for the 2025/26 Mayoral Term
  • Mover/Seconder: Moved by Cr Sarah Hayden, Seconded by Cr Dom Cook
• Impact: Confirms there will be a formal Deputy Mayor role to support leadership continuity, assist in governance responsibilities, and provide an additional elected leadership voice for the community during 2025/26.
• Next steps: Following establishment of the position, Council proceeded to the election process to select the Deputy Mayor for 2025/26.

Elected Cr Emma Robbins as Deputy Mayor for 2025/26

• Context: With the Deputy Mayor position established, Council conducted an election in accordance with the Council Governance Rules and the Local Government Act 2020. Nominations were required in writing before the meeting.
• Details:
  • Meeting date: Tuesday 11 November 2025
  • Nomination deadline: 5:00 PM Thursday 7 November 2025
  • Nominees:
    • Cr Emma Robbins (accepted nomination)
    • Cr Helena Kirby (accepted nomination)
  • Voting outcome: A majority of Councillors voted to elect Cr Emma Robbins as Deputy Mayor for 2025/26
  • Vote tallies recorded in minutes:
    • For Cr Robbins: Cr Cook, Cr Hayden, Cr Phelan, Cr Robbins, Cr Sharkey
    • For Cr Kirby: Cr Gamble, Cr Kirby
• Impact: Provides the Deputy Mayor leadership for the 2025/26 term, strengthening Council’s governance capacity and ensuring a designated deputy leader for continuity and representation.
• Next steps: Cr Emma Robbins commenced the Deputy Mayor role immediately following the election and served for the one-year term ending at the next scheduled Mayoral election meeting in November 2026.

Community Impact

• Residents (governance): Mayor term set for 2025/26 (1 year), with leadership elections again in November 2026
• Residents (representation): Deputy Mayor position established and filled for 2025/26, shaping how council leadership and decision-making is coordinated
• All residents (council priorities): Council leadership signals a focus on transport advocacy (public transport, safer roads, increased bus services) during the coming year
• Households (cost of living): Mayor indicates potential future need to address rate cap variation, influencing expectations around rates and long-term affordability
• Residents (service delivery): Commitment to explore efficiencies/innovation (including AI) may affect how council services are delivered and administered
• Residents (community engagement): Emphasis on continued consultation and transparency may change how residents are invited to provide input on council decisions during 2025/26

Other Notable Items

• CEO thanked Cr Owen Sharkey, Sarah Hayden, and Helena Kirby for Mayor contributions in 2024/25.
• Mayor signaled future rate-cap variation may be inevitable, but not in coming 12 months.
• Mayor highlighted transport advocacy as top priority, especially youth access to jobs and education.
• Discussion proposed exploring AI and innovation to improve council efficiencies and service delivery.
• Next meeting agenda confirmation: 25 November 2025; minutes formally confirmed then.

Tech & Innovation Notes

• Live-streaming of the council meeting (digital delivery of meeting proceedings)
• Use of DocuSign for document handling (Docusign Envelope ID referenced in the minutes)
• Mention of exploring emerging technologies, including artificial intelligence, to improve council operations and service delivery

Key Decisions & Outcomes

• Refuse planning permit for service station at 3 Clyde Hill Road, Bannockburn.
• Adopt Asset Plan 2025–2035 for long-term infrastructure asset management.
• Adopt Financial Plan 2025–2035 to align funding with sustainable service levels.
• Adopt 2025/26 Revised Budget, including overdraft facility and budget roll-forwards.
• Adopt Procurement Policy and Exemption Procedure (amendment proposal not adopted).
• Adopt Woady Yaloak Recreation Reserve Masterplan and authorise land exchange for Smythesdale.

Detailed Descriptions

Refuse planning permit for service station at 3 Clyde Hill Road, Bannockburn

• Context: Council considered a planning permit application for a service station at 3 Clyde Hill Road, Bannockburn (P25033), called to the 28 October 2025 Council meeting for determination. The application attracted significant community opposition following public notice.
• Details:
  • Location: 3 Clyde Hill Road, Bannockburn 3331
  • Application: P25033 (Use and Development (Building and Works) of a Service Station; RAZ2 and SLO2; access to a road in Transport Zone 2; signage)
  • Public submissions: 21 objections, including one petition with 86 signatures
  • Officer recommendation adopted: issue a Notice of Decision to Refuse to Grant a Planning Permit
  • Refusal grounds (as resolved by Council):
    1. Inconsistent with Clause 02.03-1 and Clause 11.03-6L-01 of the Golden Plains Planning Scheme (located outside the proposed growth boundary on the Bannockburn Framework Plan)
    2. Inconsistent with Clause 02.03-1, Clause 17.02-1S and Clause 17.02-2S (promotes out-of-centre development)
    3. Inconsistent with Clause 35.08 (Rural Activity Zone) due to unreasonable impact on character and appearance
    4. Inconsistent with Schedule 2 to Clause 42.03 (Significant Landscape Overlay) due to unreasonable visual impact within the Russell’s Bridge significant landscape area
  • Decision date: Tuesday, 28 October 2025
  • Motion carried: Carried (Moved by Cr Emma Robbins, Seconded by Cr Helena Kirby)
• Impact: The service station proposal will not proceed under the current application, reducing potential impacts raised by objectors (amenity, traffic/road safety perceptions, landscape and biodiversity/visual concerns) and reinforcing the planning scheme’s growth boundary and landscape controls.
• Next steps: Council will issue the formal Notice of Decision to Refuse for P25033, and the applicant may pursue any available review/appeal rights following the decision.

Adopt Asset Plan 2025–2035 for long-term infrastructure asset management

• Context: Council reviewed and considered a long-term Asset Plan to shift infrastructure management from reactive maintenance to planned, risk-based lifecycle asset management aligned to community needs and the Financial Plan.
• Details:
  • Plan: Asset Plan 2025–2035
  • Portfolio replacement value: ~$918 million
  • Key focus: prioritising asset renewal over upgrade to reduce long-term financial pressure and service disruption risk
  • Alignment: designed to support evidence-based decision-making, including life-cycle costing and risk management
  • Community consultation: the plan was subject to a community consultation process prior to adoption
  • Decision date: Tuesday, 28 October 2025
  • Motion carried: Carried (Moved by Cr Gavin Gamble, Seconded by Cr Emma Robbins)
• Impact: Provides a structured, long-term basis for maintaining and renewing roads, buildings, drainage, open space and leisure/community assets, improving service reliability and transparency in how Council plans for future infrastructure needs.
• Next steps: The adopted Asset Plan will be used to guide asset maintenance, renewal and upgrade programming and to ensure ongoing alignment with the Financial Plan 2025–2035 and annual budgeting processes.

Adopt Financial Plan 2025–2035 to align funding with sustainable service levels

• Context: Council adopted a long-term Financial Plan developed alongside the Asset Plan, informed by financial modelling and consultation, to address affordability challenges and ensure service levels can be sustained.
• Details:
  • Plan: Financial Plan 2025–2035
  • Basis: informed by the adopted 2025–26 budget, internal/external influences, and financial assumptions over the ten-year period
  • Modelling: multiple 10-year scenarios were modelled; key conclusion was that maintaining current service levels long term is not financially sustainable
  • Alignment: incorporates asset management modelling inputs to ensure financially sustainable asset renewal/upgrade/maintenance programs
  • Community consultation: the plan was subject to a community consultation process
  • Decision date: Tuesday, 28 October 2025
  • Motion result: Carried (Division called)
    • In favour: Cr Owen Sharkey, Cr Dom Cook, Cr Emma Robbins, Cr Des Phelan, Cr Helena Kirby, Cr Sarah Hayden
    • Against: Cr Gavin Gamble
• Impact: Strengthens Council’s long-term financial sustainability by linking funding to realistic service levels and asset management requirements, helping reduce future budget shocks and improve planning certainty for the community.
• Next steps: The Financial Plan will inform future budget decisions and long-term funding strategies, including how Council prioritises services and capital works across 2025–2035.

Adopt 2025/26 Revised Budget, including overdraft facility and budget roll-forwards

• Context: Council prepared a revised 2025/26 budget due to impacts from asset revaluations and incorporated additional mechanisms to manage cashflow and multi-year project funding.
• Details:
  • Trigger for revision: four classes of assets were due for formal revaluation at June 2025, with revaluations still in progress when the original 2025–26 budget was adopted—leading to:
    • significant increases in annual depreciation expenses
    • increases in asset values
  • Overdraft facility: included to assist with short-term cashflow fluctuations during the year if required
  • Budget roll-forwards:
    • completed when projects span multiple financial years or are grant funded
    • includes roll-forwards for operational and capital projects
  • Community exhibition period (draft revised budget):
    • 24 September to 7 October 2025 (two-week period)
    • outcome: no community feedback received
  • Decision date: Tuesday, 28 October 2025
  • Motion carried: Carried (Moved by Cr Emma Robbins, Seconded by Cr Gavin Gamble)
• Impact: Ensures Council’s 2025/26 financial position accurately reflects updated asset values/depreciation and provides practical funding controls for cashflow and multi-year delivery, supporting continuity of services and projects.
• Next steps: The revised budget will be implemented for the remainder of 2025/26, guiding expenditure and capital delivery, including the operation of any approved overdraft facility if needed.

Adopt Procurement Policy and Exemption Procedure (amendment proposal not adopted)

• Context: Council reviewed its procurement framework to strengthen continuous improvement and compliance, ensuring value for money and clearer internal processes.
• Details:
  • Policy: Procurement Policy and Exemption Procedure (adopted as attached)
  • Decision date: Tuesday, 28 October 2025
  • Original motion: adopted Procurement Policy and Exemption Procedure
    • Motion carried: Carried (Moved by Cr Emma Robbins, Seconded by Cr Dom Cook)
  • Amendment proposal (not adopted):
    • Moved by Cr Gavin Gamble, Seconded by Cr Helena Kirby
    • Proposed change: amend Clause 4.3 to require suppliers follow ethical practices including:
      • fair labour
      • safe workplaces
      • compliance with modern slavery laws
      • and are not a listed business on the relevant Database of Business Enterprises (Human Rights Council Resolution 31/36 and 53/25)
    • Result: amendment LOST
• Impact: Confirms Council’s procurement governance approach while rejecting the proposed additional clause wording, meaning the adopted policy remains in the form presented (without the proposed Clause 4.3 modification).
• Next steps: Procurement activities will be conducted under the adopted policy and exemption procedure, with staff applying the approved framework from this point forward.

Adopt Woady Yaloak Recreation Reserve Masterplan and authorise land exchange for Smythesdale

• Context: Council considered (1) an updated masterplan for Woady Yaloak Recreation Reserve following consultation, and (2) an adjacent land acquisition/disposal arrangement in Smythesdale to address access issues affecting multiple titles.
• Details:
  • Woady Yaloak Recreation Reserve Masterplan
    • Consultant: insideEDGE Sport and Leisure Planning
    • Purpose: consult community stakeholders, identify demand for future facility improvements, and develop an updated site Masterplan (Attachment 1)
    • Engagement: included extensive community/stakeholder engagement before development and after draft masterplan advertisement for feedback
    • Decision date: Tuesday, 28 October 2025
    • Motion carried: Carried (Moved by Cr Emma Robbins, Seconded by Cr Helena Kirby)
  • Land exchange – Smythesdale (Elizabeth Street)
    • Council land: 0.65 hectares on Elizabeth Street, Smythesdale (owner of 20 Elizabeth Street approached Council)
    • Issue: the owner’s surveyor had not considered 5 irregular shaped lots that are separate titles with different owners; their location prevents vehicle access to the road reserve
    • Legal pathway: process under the Road Management Act 2004 to vest land in Council
    • Proposed exchange with DEECA:
      • exchange parcels marked in green on Attachment 1 with the section of road reserve marked in yellow
      • consolidate with Council-owned land marked in red
      • Department: Department of Energy, Environment and Climate Action (DEECA)
    • Decision date: Tuesday, 28 October 2025
    • Motion carried: Carried (Moved by Cr Dom Cook, Seconded by Cr Emma Robbins)
    • Authorisation: CEO authorised to execute and do all things necessary to give effect to:
      • disposal of Volume 12595 Folio 000, 001, 002, 003 and 004
      • acquisition of portion of road reserve adjoining Volume 09548 Folio 238
• Impact: The Masterplan provides a clear direction for future recreation reserve improvements based on community input. The land exchange supports resolving access constraints for affected titles, improving practicality of land development and road access arrangements in Smythesdale.
• Next steps:
  • Masterplan: Council will proceed with implementation planning in line with the adopted masterplan (subject to future budget and approvals).
  • Land exchange: CEO will progress the DEECA land exchange process, including execution of required documentation following Council’s authorisation.

Community Impact

• Bannockburn residents: Planning permit refused for a proposed service station at 3 Clyde Hill Road, reducing expected changes to local traffic/road safety and preserving the area’s existing character and landscape views
• Golden Plains residents (overall): Adoption of the Asset Plan 2025–2035 sets a long-term program for maintaining/renewing roads, buildings, drainage, open space and leisure/community assets, shifting from reactive maintenance to planned works
• Ratepayers (overall): Adoption of the Financial Plan 2025–2035 and the 2025/26 Revised Budget reflects a move toward financial sustainability (including higher depreciation from asset revaluations), which may affect future service levels and funding priorities
• Woady Yaloak community: Woady Yaloak Recreation Reserve Masterplan adopted, committing to future facility improvements and participation opportunities based on community-identified demand
• Smythesdale residents/road users: Land acquisition and disposal via a land exchange to consolidate road reserve access at Elizabeth Street, potentially improving vehicle access and resolving title-related access constraints
• Council-wide (residents interacting with Council services): Updated Procurement Policy and Exemption Procedure and Gifts/Benefits/Hospitality Policy strengthen governance and compliance, affecting how Council buys goods/services and how staff and councillors manage declared benefits

Other Notable Items

• 21 objections and a petition (86 signatures) raised against proposed Bannockburn service station.
• Planning refusal grounds cited: out-of-centre development, biodiversity/landscape visual impacts, and traffic/amenity concerns.
• Community consultation noted for Asset Plan and Financial Plan; no feedback reported for revised 2025/26 budget.
• Procurement Policy amendment to strengthen ethical/supply-chain wording was proposed but lost.
• Future focus: Woady Yaloak Recreation Reserve Masterplan adoption following extensive stakeholder engagement.

Tech & Innovation Notes

• Use of an online e-signature/document workflow platform: Docusign Envelope IDs (e.g., 0742E8F5-575E-4CC4-9CE5-EF19DF19BE0C) for meeting minutes/records.
• Online publication of council documents: Agendas & Minutes available online at www.goldenplains.vic.gov.au.

Key Decisions & Outcomes

• Approved certification of 2024/25 Annual Financial Statements and Performance Statement
• Noted Audit and Risk Committee recommendation following VAGO final audit
• Authorized Mayor and Cr Emma Robbins to certify Annual Financial Statements
• Authorized Mayor and Chief Executive Officer to certify Governance and Management Checklist

Detailed Descriptions

Approved certification of 2024/25 Annual Financial Statements and Performance Statement

• Context: Council considered the Annual Financial Statements and Performance Statement for the financial year ended 30 June 2025, following preparation by Council Officers and completion of the VAGO audit process.
• Details:
  • VAGO final audit visit commenced: 8 September 2025
  • Audit and Risk Committee review date: 14 October 2025
  • Reporting period included in the Performance Statement: 2024/25 and 2023/24
  • Council noted that materiality thresholds must be used to explain movements between reporting periods, and material variances must be explained if results fall outside the threshold range.
  • Resolution moved by: Cr Emma Robbins, seconded by Cr Des Phelan
  • Council resolution outcome: CARRIED
• Impact: Enables Council to progress statutory financial reporting for 2024/25, supporting transparent accountability to the Golden Plains community and compliance with Victorian local government reporting requirements.
• Next steps:
  • The Annual Financial Statements and Performance Statement are to be certified on behalf of Council by the authorised officers (Mayor and Cr Emma Robbins), following the Council decision.
  • The minutes were confirmed at the next scheduled meeting on 28 October 2025.

Noted Audit and Risk Committee recommendation following VAGO final audit

• Context: After the Victorian Auditor-General’s Office (VAGO) final audit, the Audit and Risk Committee reviewed the audited financial documents and made a recommendation to Council regarding certification.
• Details:
  • VAGO final audit commenced: 8 September 2025
  • Audit and Risk Committee review date: 14 October 2025
  • Council decision explicitly noted the Audit and Risk Committee recommendation for the final audited 2024/25 Financial Statements and Performance Statement to be certified on behalf of Council.
  • Certification recommendation referenced Section 99 of the Local Government Act 2020
  • Recommended certifiers: Cr Owen Sharkey (Mayor) and Cr Emma Robbins
• Impact: Strengthens governance assurance by ensuring Council acts on independent audit outcomes and the Audit and Risk Committee’s review before certification.
• Next steps:
  • Certification to proceed in accordance with the Council’s resolution and the Audit and Risk Committee recommendation.
  • Ongoing governance documentation will follow, including certification of the Governance and Management Checklist (authorised separately in the same resolution).

Authorized Mayor and Cr Emma Robbins to certify Annual Financial Statements

• Context: Council is required to certify the Annual Financial Statements and Performance Statement after audit and committee review, as part of statutory compliance under Victorian local government legislation.
• Details:
  • The Council authorised the Mayor and Cr Emma Robbins to certify the Annual Financial Statements and Performance Statement.
  • The financial year covered: ended 30 June 2025
  • Authorisation was part of the resolution moved by Cr Emma Robbins and seconded by Cr Des Phelan
  • The resolution explicitly states certification is to be done on behalf of Council and aligns with Section 99 of the Local Government Act 2020
• Impact: Ensures the Shire’s audited financial reporting is formally approved through the correct statutory sign-off process, supporting public trust and accountability.
• Next steps:
  • Mayor Owen Sharkey and Cr Emma Robbins complete certification for the 2024/25 Annual Financial Statements and Performance Statement following Council’s decision.
  • Confirmation of the minutes occurred at the next Council meeting on 28 October 2025.

Authorized Mayor and Chief Executive Officer to certify Governance and Management Checklist

• Context: Under the Local Government (Planning and Reporting) Regulations, Council must prepare a Governance and Management Checklist, which must be certified by the Mayor and the Chief Executive Officer.
• Details:
  • Council authorised the Mayor and Chief Executive Officer to certify the Governance and Management Checklist
  • The Chief Executive Officer present at the meeting: Adam McSwain
  • This authorisation was included in the same resolution as the financial statements certification:
    • Moved: Cr Emma Robbins
    • Seconded: Cr Des Phelan
    • Carried: CARRIED
• Impact: Completes required governance compliance documentation, reinforcing oversight of Council’s governance and management arrangements for the reporting period.
• Next steps:
  • Mayor Owen Sharkey and CEO Adam McSwain certify the Governance and Management Checklist after the Council decision.
  • The checklist certification supports the broader statutory reporting package for the 2024/25 reporting cycle.

Community Impact

• Ratepayers: Annual Financial Statements and Performance Statement for 2024/25 were noted and certified, confirming Council’s reported financial position and performance for that period
• Community services users: Performance reporting for 2024/25 and 2023/24 was reviewed and certified, indicating how effectively Council delivered services across those years
• Local stakeholders and oversight bodies: Final 2024/25 financial statements were audited by VAGO and endorsed via the Audit and Risk Committee recommendation, strengthening public accountability
• Residents seeking transparency: Governance and Management Checklist was authorised for certification by the Mayor and Chief Executive Officer, reinforcing compliance with Local Government (Planning and Reporting) requirements
• All residents: Confirmation of the meeting minutes on 28 October 2025 ensures the Council’s decisions and reporting are formally recorded and publicly accessible online

Other Notable Items

• VAGO audit commenced 8 September 2025; statements reviewed by Audit and Risk Committee 14 October 2025.
• Councillors discussed materiality thresholds for explaining variances between 2024/25 and 2023/24 results.
• Governance and Management Checklist required certification by Mayor and Chief Executive Officer.
• Next council meeting scheduled for 6:00 PM Tuesday 28 October 2025.
• Meeting confirmed at 28 October 2025 scheduled meeting.

Tech & Innovation Notes

• Online publication of council agendas and minutes: “Copies of Golden Plains Shire Council‘s Agendas & Minutes can be obtained online at www.goldenplains.vic.gov.au”
• Use of digital document signing platform: “Docusign Envelope ID: ABEC212C-1E63-4232-8973-904A878445AC”

Key Decisions & Outcomes

• Adopt Planning Scheme Amendment C104gpla Teesdale Flood Study Panel recommendations
• Grant planning permit for 769 Bells Road Barunah Park pig farm (P25023)
• Adopt Municipal Road Management Plan 2025–2029
• Adopt Gambling Harm Minimisation Policy
• Endorse draft 2025–26 Revised Budget for community feedback (24 Sep–7 Oct)
• Provide in-principle approval for 2024/25 Annual Financial Statements and Performance Statement

Detailed Descriptions

Adopt Planning Scheme Amendment C104gpla Teesdale Flood Study Panel recommendations

• Context: Planning Scheme Amendment C104gpla – Teesdale Flood Study was referred to an independent Planning Panel after exhibition, and the Panel has now produced recommendations following its hearing.
• Details:
  • Amendment: C104gpla – Teesdale Flood Study (Amendment)
  • Exhibition: 18 submissions received during exhibition; 1 additional submission received after the Council meeting
  • Planning Panel hearing dates: 30 June and 1 July 2025
  • Panel recommendation: Adopt the Amendment as exhibited
  • Council resolution (23 September 2025) included:
    • Receive the Panel Report and note recommendations
    • Adopt Amendment C104gpla as exhibited
    • Request the Minister for Planning to approve the amendment under s31 of the Planning and Environment Act 1987
    • Write to relevant Minister requesting additional support to further mitigate flood impacts for the Teesdale community
• Impact: Locks in Council’s position to progress flood-related planning changes for Teesdale, supporting clearer flood risk planning and potentially improving long-term community resilience.
• Next steps:
  • Council will submit the amendment to the Minister for Planning for approval
  • Council will send correspondence to request additional flood mitigation support for Teesdale
  • If approved, the amendment proceeds through the statutory planning scheme update process

Grant planning permit for 769 Bells Road Barunah Park pig farm (P25023)

• Context: Council considered an application to use and develop land as a pig farm in the Farming Zone, following assessment against the planning scheme provisions and conditions.
• Details:
  • Application/Permit reference: P25023
  • Site: 769 Bells Road, Barunah Park
  • Applicant: Judy Croagh
  • Purpose: Use and development of the land for the purposes of a pig farm
  • Planning scheme provisions referenced: FZ (Clauses 35.07-1 & 35.07-4)
  • Decision type: Council issued a Notice of Decision to Grant a Planning Permit
  • Meeting date: 23 September 2025
  • Outcome: Resolution to grant the permit subject to the conditions attached to the report
• Impact: Enables the proposed pig farm to proceed through the planning approval pathway, affecting land use, local employment/economic activity, and community concerns raised through public question time (including biosecurity and water use).
• Next steps:
  • Issue the Notice of Decision to Grant a Planning Permit
  • The permit process continues with any required administrative steps and compliance with the conditions attached to the decision
  • Any affected parties may pursue review/appeal rights consistent with Victorian planning processes

Adopt Municipal Road Management Plan 2025–2029

• Context: Council reviewed its road management planning in line with the Road Management Act and the Road Management (General) Regulations 2016, completing community consultation on the draft plan.
• Details:
  • Plan reviewed: Road Management Plan 2021–2025 (review completed)
  • Draft plan community feedback period: 29 May 2025 to 26 June 2025
  • Submissions received: 5 submissions (maintenance on local roads); 1 submission requested an amendment
  • Minor amendment: Proposed following submissions; plan recommended for adoption
  • Council resolution (23 September 2025):
    • Adopt the Municipal Road Management Plan 2025–2029
    • Receive results of upcoming Roads and Drainage Maintenance Service and Cultural Review at a future Council briefing, including:
      • compliance with the Road Management Plan
      • intervention level benchmarking
      • impact of amending intervention levels
• Impact: Provides a clear, community-informed framework for how Council maintains and manages municipal roads, including service standards and intervention levels.
• Next steps:
  • Publish/implement the adopted 2025–2029 plan
  • Bring the Roads and Drainage Maintenance Service and Cultural Review findings to a future Council briefing (timing to be scheduled)

Adopt Gambling Harm Minimisation Policy

• Context: Council developed a Gambling Harm Minimisation (GHM) Policy supported by grant funding, responding to Council’s responsibilities under Victorian public health and wellbeing requirements.
• Details:
  • Policy type: Gambling Harm Minimisation Policy
  • Funding source: Officers secured grant funding through the Victorian Local Government Partnership (VLGP)
  • Public exhibition period: 4 August to 1 September 2025
  • Submissions received: 1 submission via email, considered in finalising the policy
  • Council resolution (23 September 2025): Adopt the Gambling Harm Minimisation Policy (as attached)
• Impact: Strengthens Council’s approach to reducing gambling-related harm by setting consistent internal commitments and guiding how Council supports community wellbeing.
• Next steps:
  • Policy is adopted and becomes Council’s official framework
  • Implementation actions follow internally (e.g., operational alignment and any program/partnership activities)

Endorse draft 2025–26 Revised Budget for community feedback (24 Sep–7 Oct)

• Context: Council prepared a revised 2025–26 budget due to ongoing asset revaluations and associated changes to depreciation and asset values, requiring community visibility and feedback.
• Details:
  • Original budget adoption: May 2025 meeting
  • Revaluation timing: Four classes of assets due for formal revaluation at June 2025; revaluations were still in progress when the original budget was prepared
  • Key budget changes noted in the report:
    • increases in annual depreciation expenses
    • increases in asset values
    • establishment of an overdraft facility for short-term cashflow fluctuations (if required)
    • budget roll-forwards for operational and capital projects (including capital projects spanning multiple financial years and/or grant funded projects)
  • Council resolution (23 September 2025):
    • Endorse the draft 2025–26 Revised Budget (Attachment 1)
    • Make available for community feedback for two weeks from 24 September to 7 October 2025
• Impact: Improves transparency and community involvement in budget changes driven by revaluations and project roll-forwards.
• Next steps:
  • Publish the draft budget for public feedback 24 Sep–7 Oct 2025
  • Consider submissions and return to Council for finalisation after the feedback period

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

• Context: Council officers prepared the Annual Financial Statements and Performance Statement for the year ended 30 June 2025, with an external audit process underway and subsequent committee review.
• Details:
  • Financial year: ended 30 June 2025
  • Audit timing: VAGO final audit visit 8–16 September 2025
  • Audit and Risk Committee review: 14 October 2025
  • Performance statement includes: results for 2024/25 and 2023/24 (comparative)
  • Council resolution (23 September 2025) provided in-principle approval and authorisations:
    1. In-principle approval of annual financial statements and performance statement
    2. Authorise Mayor and Cr Robbins (or delegate) to certify the statements
    3. Authorise Mayor and Chief Executive Officer to certify the Governance and Management checklist
• Impact: Enables the statements to progress through the required governance and certification steps following audit, supporting accountability and compliance with statutory reporting requirements.
• Next steps:
  • Continue with the audit and subsequent Audit and Risk Committee review on 14 October 2025
  • Proceed with certification of the statements and the Governance and Management checklist by the authorised officers

Community Impact

• Teesdale residents: Flood mitigation planning will be progressed by adopting the Teesdale Flood Study Amendment C104gpla and requesting additional state support to further reduce flooding impacts
• Barunah Park residents: A planning permit will be issued for a pig farm at 769 Bells Road, changing local land use and potentially increasing concerns around biosecurity, odour/noise, and community health risk management
• Road users and nearby residents: The Municipal Road Management Plan 2025–2029 will be adopted, guiding road and drainage maintenance priorities and intervention levels for the next planning period
• Gambling-affected residents and families: Council will adopt a Gambling Harm Minimisation Policy, supporting prevention and response efforts for gambling harm across the community
• All ratepayers: The 2025/26 revised budget will be prepared for community feedback, reflecting changes such as higher depreciation from asset revaluations and potential use of an overdraft facility for short-term cashflow
• Smythesdale residents (Elizabeth Street area): Community consultation will occur on a land exchange involving Council-owned land and adjoining road reserve parcels, which may affect local access/road boundary arrangements and future development potential

Other Notable Items

• Public concern raised about mass animal mortality and biosecurity risks linked to proposed pig farm.
• Questions asked about Japanese encephalitis virus risk and Council’s grounds for managing disease outbreak concerns.
• Community queried drought/water security impacts from projected 18 megalitres annual farm water use.
• Road Management Plan review: five submissions received; future briefing promised on maintenance and cultural review.
• Delegates’ report noted councillor participation across multiple boards, committees, and community engagement events.

Tech & Innovation Notes

• Online availability of council documents: Agendas & Minutes can be obtained online at www.goldenplains.vic.gov.au
• Use of digital signing platform: Docusign (multiple “Docusign Envelope ID” references) for meeting/minutes documentation
• IT/governance process supporting reporting: preparation/certification of governance and management checklist for financial/performance statements (administrative compliance process)

Key Decisions & Outcomes

• Endorsed Council Plan Year 4, Quarter 4 actions progress noted (1 Apr–30 Jun 2025).
• Endorsed Draft Financial Plan 2025–2035 for community consultation (27 Aug–24 Sep 2025).
• Endorsed Draft Asset Plan 2025–2035 for community consultation (27 Aug–24 Sep 2025).
• Endorsed Priority Booklet 2025 projects and initiatives for update inclusion.
• Adopted Media and Communications Policy with administrative updates and new flexibility clause.
• Noted Councillor Expenses and Meeting Attendance Report for Quarter 4 (2024/25).

Detailed Descriptions

Endorsed Council Plan Year 4, Quarter 4 actions progress noted (1 Apr–30 Jun 2025)

• Context: Council considered the Year 4, Quarter 4 progress update for implementing the Council Plan 2021–2025, covering the period immediately following 1 April 2025.
• Details:
  • Meeting date: Tuesday 26 August 2025
  • Reporting period: 1 April to 30 June 2025 (Year 4, Quarter 4)
  • Resolution: Moved by Cr Helena Kirby, Seconded by Cr Sarah Hayden
  • Decision: Council noted the implementation progress of the Year 4, Quarter 4 actions (Council Plan 2021–2025)
  • Outcome: Carried
• Impact: Confirms Council’s oversight of delivery against the Council Plan, providing transparency on whether planned actions are progressing as intended across the Shire.
• Next steps: Officers continue implementing remaining Year 4 actions and will report further progress at subsequent Council reporting cycles.

Endorsed Draft Financial Plan 2025–2035 for community consultation (27 Aug–24 Sep 2025)

• Context: Council reviewed and endorsed the draft ten-year Financial Plan framework that links Council’s Community Vision, Council Plan actions, and asset management needs.
• Details:
  • Meeting date: Tuesday 26 August 2025
  • Document: Draft Financial Plan 2025–2035 (Attachment 1)
  • Consultation period: 27 August to 24 September 2025
  • Resolution: Moved by Cr Emma Robbins, Seconded by Cr Sarah Hayden
  • Decision: Endorsed the draft Financial Plan for community consultation during the specified dates
  • Outcome: Carried
• Impact: Enables residents and stakeholders to provide feedback on how Council proposes to fund Council Plan actions over the next decade, supporting sustainable financial management.
• Next steps: Community consultation opens 27 August 2025 and closes 24 September 2025, after which submissions are considered before finalisation.

Endorsed Draft Asset Plan 2025–2035 for community consultation (27 Aug–24 Sep 2025)

• Context: Council endorsed the draft Asset Plan that sets the strategy for maintaining, renewing, and upgrading Council infrastructure assets over the next ten years.
• Details:
  • Meeting date: Tuesday 26 August 2025
  • Document: Draft Asset Plan 2025–2035 (Attachment 1)
  • Consultation period: 27 August to 24 September 2025
  • Key asset portfolio figure: current replacement value approximately $918 million
  • Resolution: Moved by Cr Emma Robbins, Seconded by Cr Des Phelan
  • Decision: Endorsed the draft Asset Plan for community consultation during the specified dates
  • Outcome: Carried
• Impact: Helps ensure community input into asset renewal priorities (including the shift toward proactive/planned asset management) and the long-term service delivery approach.
• Next steps: Consultation runs 27 August–24 September 2025; feedback will be reviewed to inform the final Asset Plan.

Endorsed Priority Booklet 2025 projects and initiatives for update inclusion

• Context: Council considered the Priority Booklet (last updated in 2024) to identify projects and initiatives for inclusion in a 2025 update, intended to support advocacy to state and federal governments.
• Details:
  • Meeting date: Tuesday 26 August 2025
  • Amendment attempt (active transport connecting Bannockburn to Geelong): Moved by Cr Gavin Gamble, Seconded by Cr Helena Kirby — Lost
  • Final endorsement resolution: Moved by Cr Dom Cook, Seconded by Cr Sarah Hayden — Carried
  • Projects/initiatives endorsed for inclusion in the update:
    • Managing Growth
      • Growing Places Strategy; Bannockburn Growth Plan; Road Network Improvements; Shire-wide Bridge replacements; Milton Street Bridge connection; Small Town Sewerage; Bannockburn South Emergency Services Precinct
    • Regional Priorities and Advocacy Initiatives
      • Lack of Health Services within the Shire; Lack of Public Transport services; Need for improved Youth services; 24-hour Police Station in Bannockburn; New ambulance station in Smythesdale; Safe pedestrian crossings in Bannockburn, Teesdale and Smythesdale; Midland Highway Duplication Project; Hamilton Highway Upgrade; Local Roads projects; Regional Renewable Organics Network; Kitjarra–Dja-Bul Bullarto Langi–Ut; Regional Alliances (Peri-Urban, GBAC, G21); Tourism
    • A Stronger, Healthier Golden Plains
      • Bannockburn Heart Stage 2; Bannockburn Recreational Precinct upgrades; Smythesdale Regional Play Space; Tracks and Trails Strategy; Woady Yaloak Equestrian Centre upgrades; Inverleigh Oval 2 lighting installation; Inverleigh Tennis Court relocation; Maude Community Hub; Meredith Recreation Reserve tennis/cricket upgrades; Lethbridge Active Youth Space; Teesdale Turtle Bends Events and Recreation Space; Council’s Electric Vehicle Fleet transition; Barwon South West Climate Alliance – Resilient Community Assets Program; Open Space and Conservation Reserve Planning and Prioritisation
    • Building the Economy
      • Lethbridge Airport Expansion; Gheringhap Employment Precinct; Continued investment in Renewable Energy projects; Additional Telecommunication installations in blackspots; Central Victorian Goldfields Project; Investment to support a Green Organic Recycling facility in Geelong
• Impact: Strengthens Council’s advocacy position by ensuring the 2025 Priority Booklet reflects agreed local priorities across growth, services, community wellbeing, and economic development.
• Next steps: The Priority Booklet will be updated to include the endorsed projects and initiatives for use in advocacy and funding discussions.

Adopted Media and Communications Policy with administrative updates and new flexibility clause

• Context: Council reviewed its Media and Communications Policy (adopted 24 October 2023) as part of a scheduled mid-2025 review, confirming it remained fit for purpose.
• Details:
  • Meeting date: Tuesday 26 August 2025
  • Policy review context:
    • Adopted: 24 October 2023
    • Officers found the policy remains relevant and consistent with good governance and the Model Councillor Code of Conduct
    • Changes recommended: administrative updates + one new clause to introduce flexibility for messaging from individual councillors or the councillor group (rather than messaging from the Mayor alone)
  • Resolution: Moved by Cr Des Phelan, Seconded by Cr Gavin Gamble
  • Decision: Adopted the Media and Communications Policy (as attached)
  • Outcome: Carried
• Impact: Provides clearer guidance for councillor and Council messaging, while allowing appropriate flexibility to improve responsiveness and communication effectiveness.
• Next steps: Policy implementation proceeds immediately following adoption, with staff and councillors applying the updated requirements and flexibility clause.

Noted Councillor Expenses and Meeting Attendance Report for Quarter 4 (2024/25)

• Context: Council received a transparency report recording councillor expenditure and attendance for Quarter 4 of the 2024/25 financial year.
• Details:
  • Meeting date: Tuesday 26 August 2025
  • Reporting period: Quarter 4 of 2024/25
  • Resolution: Moved by Cr Des Phelan, Seconded by Cr Sarah Hayden
  • Decision: Council noted the Councillor Expenses and Attendance Report for Quarter 4 (as attached)
  • Outcome: Carried
  • Report scope: expenditure made on behalf of Councillors in performing duties, plus quarterly updates on attendance at scheduled and unscheduled Council meetings
• Impact: Improves accountability and public transparency regarding councillor-related costs and participation in Council decision-making processes.
• Next steps: The report remains on record for the Quarter 4 transparency cycle; future quarters will be reported to Council in the same manner.

Community Impact

• Residents (all Shire): Draft Financial Plan 2025–2035 released for community consultation from 27 Aug to 24 Sep 2025, shaping how future services are funded over the next decade
• Residents (all Shire): Draft Asset Plan 2025–2035 released for community consultation from 27 Aug to 24 Sep 2025, influencing which infrastructure (roads, drainage, buildings, open space) is maintained, renewed, or upgraded
• Road users and nearby residents (Bannockburn/Teesdale/Smythesdale): Priority advocacy includes safe pedestrian crossings in Bannockburn, Teesdale and Smythesdale and road network improvements, potentially leading to future works and traffic impacts
• Residents and commuters (Bannockburn–Geelong corridor): Council’s Priority Booklet update supports lobbying for an active transport project connecting Bannockburn to Geelong (as part of broader growth/transport priorities)
• Local communities (Bannockburn, Inverleigh, Smythesdale, Maude, Meredith, Teesdale, Lethbridge): Priority projects listed for potential funding include major community infrastructure upgrades (e.g., Bannockburn Heart Stage 2, recreational precinct upgrades, regional play space, community hub, oval/tennis upgrades)
• Health, safety and emergency services users (Bannockburn/Smythesdale): Priority advocacy includes a 24-hour police station in Bannockburn and a new ambulance station in Smythesdale, which could improve local response times if funded

Other Notable Items

• Mayor welcomed newly appointed CEO Adam McSwain; thanked outgoing Interim CEO Steve Sagona.
• Priority Booklet discussion: active transport Bannockburn–Geelong proposed, but amendment was lost.
• Priority Booklet endorsed projects included 24-hour Bannockburn police station and health/public transport gaps.
• Draft Financial Plan and Asset Plan set for community consultation 27 Aug–24 Sep 2025.
• Next meeting agenda set for 23 September 2025 at 6:00 PM.

Tech & Innovation Notes

• Online publication of agendas and minutes: copies can be obtained online at www.goldenplains.vic.gov.au
• Digital workflow/e-signature: minutes include Docusign Envelope ID: 583A19B7-107D-48FE-AA1A-D56A4AA6EAA6
• Digital communications policy update: Media and Communications Policy Review (adopted)
• Telecommunications/IT-related infrastructure: “Additional Telecommunication installations in blackspots” (included in Priority Booklet projects)
• EV/energy tech initiative: “Council’s Electric Vehicle Fleet transition” (included in Priority Booklet projects)

Key Decisions & Outcomes

• Adopt Youth Council Terms of Reference for official Youth Council implementation.
• Endorse Draft Domestic Animal Management Plan 2026–2029 for public exhibition (28 Jul–25 Aug 2025).
• Endorse Draft Gambling Harm Minimisation Policy for public exhibition (4 Aug–1 Sep 2025).
• Adopt updated Recognition of Citizens Policy: Excellence and Achievements.
• Adopt updated Reserve and Provision Funding Policy.
• Appoint Councillor Emma Robbins to the Audit and Risk Committee for remainder of 2024–2025 term.

Detailed Descriptions

Adopt Youth Council Terms of Reference for official Youth Council implementation

• Context: In 2024, the Golden Plains Youth Activation Committee (YAC) worked with Council Officers to transition to a formal Golden Plains Youth Council (YC) model for youth participation. A Draft Terms of Reference has now been developed in collaboration with the 2024–25 YAC.
• Details: Council adopted the Youth Council Terms of Reference (Attachment 1) to enable official implementation of the Youth Council. The adoption was resolved at the Council Meeting held Tuesday 22 July 2025.
• Impact: Establishes the formal governance framework for the Youth Council, enabling structured youth engagement and clearer roles/processes for participation in Council decision-making.
• Next steps: The Youth Council can proceed to official implementation using the adopted Terms of Reference (with the Terms of Reference adoption completed prior to implementation).

Endorse Draft Domestic Animal Management Plan 2026–2029 for public exhibition (28 Jul–25 Aug 2025)

• Context: Under the Domestic Animals Act 1994, Golden Plains Shire Council must develop and review a Domestic Animal Management Plan (DAMP) every four years. The DAMP 2026–2029 must be submitted to DEECA by 4 December 2025, following community consultation.
• Details: Council endorsed the Draft Domestic Animal Management Plan 2026–2029 for public exhibition from 28 July 2025 to 25 August 2025 (Attachment 1). The plan is required to be submitted to the Department of Energy, Environment and Climate Action (DEECA) by 4 December 2025.
• Impact: Provides residents and stakeholders an opportunity to influence domestic animal management priorities and actions, improving community input into animal management planning.
• Next steps: Officers will collect and consider feedback from the public exhibition period, then present a final DAMP (post-exhibition/feedback) to Council for adoption.

Endorse Draft Gambling Harm Minimisation Policy for public exhibition (4 Aug–1 Sep 2025)

• Context: Gambling harm is a significant public health issue, and councils have responsibilities under the Victorian Public Health and Wellbeing Act 2008 to protect and promote health and wellbeing. Council has developed a policy with support from grant funding.
• Details: Council endorsed the Draft Gambling Harm Minimisation Policy for public exhibition from 4 August 2025 to 1 September 2025 (Attachment 1), to be published via Council’s Have Your Say webpage. The policy development was supported by grant funding through the Victorian Local Government Partnership (VLGP).
• Impact: Strengthens Council’s approach to gambling harm minimisation by enabling community and stakeholder input before finalisation.
• Next steps: Public submissions/feedback will be gathered during the exhibition window, and a final policy will be presented to Council for adoption after consultation.

Adopt updated Recognition of Citizens Policy: Excellence and Achievements

• Context: The existing Recognition of Citizens who take part in State Level or Above Competition Policy was adopted in 1997 and is due for review. Minor updates have been proposed to modernise the policy and expand eligibility criteria.
• Details: Council adopted the updated policy titled Recognition of Citizens Policy: Excellence and Achievements (as attached). The update includes:
  • A policy name change
  • An updated policy template
  • Addition of two eligibility criteria
  • Adoption occurred at the Council Meeting on Tuesday 22 July 2025.
• Impact: Improves clarity and fairness in how Council recognises residents’ excellence and achievements, ensuring the program remains relevant and accessible.
• Next steps: The updated policy will be used for recognition processes going forward, following Council adoption.

Adopt updated Reserve and Provision Funding Policy

• Context: Reserves and provisions are accounting mechanisms used by Council to fund future expenditure and recognise future obligations of uncertain timing/amount. The policy has been updated in line with its scheduled review.
• Details: Council adopted the Reserve and Provision Funding Policy (as attached) at the Council Meeting on Tuesday 22 July 2025. The policy update reflects scheduled review requirements and clarifies how reserves and provisions operate.
• Impact: Supports stronger financial governance and transparency by ensuring Council’s reserve/provision approach remains current and consistent with accounting and funding needs.
• Next steps: The updated policy will be implemented for Council’s reserve and provision funding practices from the time of adoption.

Appoint Councillor Emma Robbins to the Audit and Risk Committee for remainder of 2024–2025 term

• Context: A vacancy on the Audit and Risk Committee required Council to appoint a Councillor to cover the remainder of the 2024–2025 term. No other committee delegate appointments were required at that time.
• Details: Council appointed Councillor Emma Robbins to the Audit and Risk Committee for the balance of the 2024–2025 term. This appointment was resolved at the Council Meeting on Tuesday 22 July 2025.
• Impact: Ensures continuity of committee governance and maintains Council oversight of audit, risk, and related compliance functions.
• Next steps: The appointment takes effect for the remainder of the 2024–2025 term, with committee membership updated accordingly.

Community Impact

• Youth residents: Youth Council Terms of Reference adopted, enabling a formal Golden Plains Youth Council to begin official implementation after the Terms are adopted
• Pet owners and residents with animals: Draft Domestic Animal Management Plan 2026–2029 goes on public exhibition (28 July 2025–25 August 2025), shaping future local animal management rules, enforcement priorities, and programs
• Community members affected by gambling: Draft Gambling Harm Minimisation Policy goes on public exhibition (4 August 2025–1 September 2025), influencing Council’s future actions to reduce gambling-related harm and support affected people
• Award applicants and community groups: Updated “Recognition of Citizens: Excellence and Achievements” policy changes eligibility criteria and the policy framework for recognising residents’ excellence and achievements
• Residents impacted by Council budgeting: Updated Reserve and Provision Funding Policy sets how Council establishes and manages funds for future obligations and expenditures, affecting long-term financial planning
• Planning and environment stakeholders: Updated Instrument of Appointment and Authorisation under the Planning & Environment Act 1987 updates which Council staff are authorised to act, affecting how planning/environment decisions and related processes are administered

Other Notable Items

• Community consultation planned for Draft Domestic Animal Management Plan 2026–2029 (comment/feedback, not a survey).
• Public exhibition scheduled for Draft Gambling Harm Minimisation Policy (4 Aug–1 Sep 2025).
• Youth Council transition: draft Terms of Reference developed with 2024–25 Youth Activation Committee input.
• Audit and Risk Committee delegate change due to a vacancy; Cr Emma Robbins appointed for remaining 2024–25 term.
• Delegates’ report noted councillors’ recent informal meetings and community engagement activities.

Tech & Innovation Notes

• Online platform for community consultation: Public exhibition of the Draft Gambling Harm Minimisation Policy via Council’s “Have Your Say” webpage.
• Online access to meeting documents: Agendas & Minutes available online at www.goldenplains.vic.gov.au.
• Digital document signing: Use of Docusign (Docusign Envelope ID shown multiple times).

Key Decisions & Outcomes

• Adopted Golden Plains Shire Council Plan 2025–2029 with minor editorial amendments.
• Adopted Growing Places Strategy and sought Minister for Planning approval for planning amendment.
• Adopted Planning Scheme Amendment C105gpla (Ormond Street rezoning) and requested Minister approval.
• Endorsed Municipal Early Years and Children’s Plan 2025–2029 as exhibited.
• Adopted 2025–2029 Revenue and Rating Plan effective 1 July 2025.
• Awarded tender for Bannockburn Recreation Centre management to YMCA Geelong (3-year term).

Detailed Descriptions

Adopted Golden Plains Shire Council Plan 2025–2029 with minor editorial amendments

• Context: Council developed the Golden Plains Shire Council Plan 2025–2029 in line with the Local Government Act 2020, including a Municipal Public Health and Wellbeing Plan. The draft was exhibited following Council endorsement in April 2025.
• Details:
  • Council meeting date: Tuesday 24 June 2025
  • Public exhibition period for the draft: 1 May 2025 to 28 May 2025
  • Submissions received: 31 written submissions
  • Adoption basis: Section 90 of the Local Government Act 2020
  • Amendment approach: Council authorised officers to make “final minor editorial amendments” for publication and implementation
• Impact: Provides an agreed strategic direction for Golden Plains Shire for 2025–2029, incorporating public health and wellbeing priorities and reflecting community input gathered during the exhibition period.
• Next steps:
  • Officers to finalise minor editorial changes for publication/implementation
  • Plan to be published and used to guide Council decision-making and delivery over the 2025–2029 period

Adopted Growing Places Strategy and sought Minister for Planning approval for planning amendment

• Context: The Growing Places Strategy (GPS) sets out where housing growth should occur and the preconditions needed to support it. Council also needed Minister approval to implement the strategy via a planning scheme amendment.
• Details:
  • Council meeting date: Tuesday 24 June 2025
  • GPS purpose: identifies five key locations for housing growth and required supporting preconditions
  • Growth areas supported:
    • Continued growth in Bannockburn
    • Additional growth in Meredith, Lethbridge and Teesdale
    • Meredith identified as a stand-alone service-based hub if reticulated sewerage becomes available
    • Cambrian Hill and Stonehaven considered suitable for future growth when infrastructure is available
  • Consultation and submissions:
    • Council noted the consultation findings report (Attachment 1)
    • Submissions were provided to Council under separate cover
  • Minister request: Council resolved to seek approval from the Minister for Planning to prepare, authorise and exhibit a planning scheme amendment generally in accordance with draft amendment documents (Attachment 3)
• Impact: Enables structured, evidence-based growth planning across Golden Plains Shire, supporting infrastructure sequencing and improving Council’s ability to plan investment by expanding the rate base.
• Next steps:
  • Prepare the planning scheme amendment documents for Minister consideration
  • Seek Minister approval to proceed to authorisation and exhibition of the amendment (timeline depends on Minister response)

Adopted Planning Scheme Amendment C105gpla (Ormond Street rezoning) and requested Minister approval

• Context: Planning Scheme Amendment C105gpla (Ormond Street Rezoning) was referred to an independent Planning Panel after submissions were received during exhibition, with a post-panel decision required. Council needed Minister approval to adopt and implement the amendment.
• Details:
  • Council meeting date: Tuesday 24 June 2025
  • Panel process:
    • February 2025 Council meeting: referred to independent Planning Panel
    • Submissions during exhibition: 10 submissions
    • Additional submission: 1 received after the Council meeting
    • Planning Panel held: 5 and 6 May 2025
    • Panel recommendation: adopt with changes to DPO19 and the Schedule to Clause 74.02 (Further Strategic Work)
  • Rezoning details (as adopted in the form of the attachment to the Panel Report):
    • Land: 5, 20, 25 & 30 Ormond Street, Bannockburn
    • From: Farming Zone
    • To: General Residential Zone 1
    • Overlay: apply Development Plan Overlay Schedule 19 (DPO19)
  • Minister request: Council requested the Minister for Planning to approve Amendment C105gpla under section 31 of the Planning and Environment Act 1987
• Impact: Progresses land-use change in Bannockburn to support residential development in the specified Ormond Street properties, following independent panel assessment.
• Next steps:
  • Minister for Planning consideration and approval of Amendment C105gpla
  • Once approved, amendment to proceed through the statutory implementation process (gazettal/commencement)

Endorsed Municipal Early Years and Children’s Plan 2025–2029 as exhibited

• Context: Council developed the Municipal Early Years and Children’s Plan 2025–2029 to guide strategic support for children and families. The draft was exhibited for community feedback.
• Details:
  • Council meeting date: Tuesday 24 June 2025
  • Plan period: 2025–2029
  • Public exhibition outcome: no submissions or feedback received during exhibition
  • Endorsement action:
    • Council endorsed the proposed plan “as exhibited”
    • Officers authorised to make final minor editorial amendments for publication and implementation
• Impact: Provides a clear, community-informed (via the exhibition process) framework for early years and children’s wellbeing priorities across Golden Plains Shire for the next four years.
• Next steps:
  • Publish and implement the endorsed Plan
  • Officers to apply any final minor editorial amendments

Adopted 2025–2029 Revenue and Rating Plan effective 1 July 2025

• Context: Council reviewed its Revenue and Rating Plan to establish the revenue raising framework needed to fund Council’s strategic objectives and maintain financial viability. The review included rating differential scenario modelling and community feedback.
• Details:
  • Council meeting date: Tuesday 24 June 2025
  • Plan timeframe: 1 July 2025 to 30 June 2029
  • Community feedback:
    • Council endorsed proposed changes to rating differentials included in the Plan
    • Propositions Paper was placed on public exhibition
    • Responses received: 12 responses from the community
  • Adoption: Council adopted the Revenue and Rating Plan (as attached)
• Impact: Sets the rates and revenue framework for 2025–2029, shaping how the community funds Council services and investments, while reflecting feedback on rating differentials.
• Next steps:
  • Plan to take effect from 1 July 2025
  • Use the Plan to guide Council’s annual rating decisions and revenue actions through to 30 June 2029

Awarded tender for Bannockburn Recreation Centre management to YMCA Geelong (3-year term)

• Context: Council sought a suitably qualified operator to manage and activate the Bannockburn Recreation Centre at 132 Milton Street, Bannockburn. A public tender and evaluation process was completed under Council procurement requirements.
• Details:
  • Council meeting date: Tuesday 24 June 2025
  • Facility location: 132 Milton Street, Bannockburn
  • Tender reference: Contract GPSC -RFT-08-2025 – Management of Bannockburn Recreation Centre
  • Awarded to: YMCA Geelong
  • Contract value (initial term): $188,445 (excluding GST) for an initial 3-year term
  • Budget comparison: average annual cost $62,825, slightly above estimated budget of $60,000 in year one
  • Optional extensions:
    • Two additional terms of 3 years each available at Council’s discretion (2 x 3-year extensions)
    • Extension value if all endorsed: $643,045 (resulting in 9 years total)
  • Delegation: CEO (or delegate) authorised to execute the contract on Council’s behalf
• Impact: Ensures ongoing professional management and activation of a key community recreation facility, supporting programs and services for Bannockburn residents and visitors.
• Next steps:
  • Contract execution by the CEO/delegate
  • Commencement and delivery of the 3-year management term (start date not specified in the minutes, but contract execution is the immediate next step)
  • Consideration of extension options at Council’s discretion after the initial term period

Community Impact

• Teesdale residents and families: Council will submit a TAC Local Government Grant application to develop a Road Safety Strategy, supporting further traffic calming/pedestrian safety improvements in the township
• Teesdale schoolchildren and parents: Council is prioritising safer pedestrian crossing infrastructure for Teesdale “as soon as practicable,” improving crossing safety for vulnerable road users
• Teesdale bus stop users (children, carers, school bus drivers): Council will work with the Department of Transport and Planning to undertake a safety audit of Teesdale bus stops and implement recommendations to address near-miss/sightline and safe refuge issues
• Bannockburn residents (Ormond Street): Planning Scheme Amendment C105gpla will rezone 5, 20, 25 & 30 Ormond Street from Farming Zone to General Residential Zone 1 with DPO19, enabling new residential development in the area
• Golden Plains residents (ratepayers): Adoption of the 2025–2029 Revenue and Rating Plan (from 1 July 2025) will change rating differentials and affect how different ratepayer groups are charged over the next four years
• Bannockburn Recreation Centre users: YMCA Geelong will manage and activate the Bannockburn Recreation Centre for an initial 3-year term, potentially changing program delivery, facility operations, and service availability
• Children, families, and early-years service users across the Shire: Council’s Municipal Early Years and Children’s Plan 2025–2029 will be published and implemented, guiding local initiatives and supports for children and families over the next four years

Other Notable Items

• Public question raised about unsafe Teesdale bus stop locations and requests for relocation or safety audit.
• Council awaiting Department of Transport and Planning response on Teesdale bus stop safety issues.
• Growing Places Strategy consultation findings noted; additional growth planned for Meredith, Lethbridge, and Teesdale.
• Community Satisfaction Survey: lobbying and community consultation flagged as key service areas needing attention.
• Notice of Motion update: TAC Local Government Grant application planned for Road Safety Strategy development.

Tech & Innovation Notes

• Online publication of council agendas and minutes: copies can be obtained online at www.goldenplains.vic.gov.au
• Digital workflow/document signing: Docusign Envelope IDs referenced in the minutes (e.g., 4073F004-04E4-4603-AC8B-90D0BCAC6FC8)
• Community engagement/survey conducted via telephone by an external research provider (LGV-coordinated Local Government Community Satisfaction Survey; JWS Research)

Key Decisions & Outcomes

• Endorsed revised rating differentials for inclusion in 2025–26 Revenue and Rating Plan
• Adopted Golden Plains Shire Council Budget 2025–26 and associated rates, charges, and fees
• Awarded Inverleigh–Faulkner/King/Argyle Park flood mitigation contract to Wellam Constructions
• Endorsed Traditional Owner naming proposals for three council reserves for public exhibition
• Endorsed draft Road Management Plan 2025–2029 for community consultation
• Approved Proptel Pty Ltd 20-year lease of Ackland Road/Lethbridge road reserve land

Detailed Descriptions

Endorsed revised rating differentials for inclusion in 2025–26 Revenue and Rating Plan

• Context: Council reviewed rating differential settings as part of the Revenue and Rating Plan refresh, using scenario modelling and community feedback gathered during public exhibition.
• Details:
  • Meeting date: Tuesday 27 May 2025.
  • Council endorsed changes to be included in the Revenue and Rating Plan to be adopted by 30 June 2025.
  • Key endorsed rating differential positions:
    • Municipal charge reduced to $200
    • Farm differentials consolidated into one differential rate
    • Farming differential rate reduced to 75%
    • Residential differential to remain at 100%
    • Business, Industrial and Commercial differential to remain at 100%
    • Business, Industrial and Commercial Bannockburn to remain at 130%
    • Non-Farm Vacant Land to remain at 205%
    • Non-developable Vacant Land to remain at 100%
  • Council considered 12 community responses from the public exhibition process.
• Impact: Adjusts how the rates burden is distributed across ratepayer categories—particularly by reducing the municipal charge and lowering the farming differential to 75%—while maintaining existing differentials for most other categories.
• Next steps:
  • Apply the endorsed differentials for the declaration of rates in the 2025–26 budget.
  • Ensure the Revenue and Rating Plan is adopted by 30 June 2025.

Adopted Golden Plains Shire Council Budget 2025–26 and associated rates, charges, and fees

• Context: Council prepared the 2025–26 Budget in line with the 2021–2025 Council Plan and Financial Plan, including a modeled average rate cap increase of 3.00% and required community consultation under the Local Government Act 2020.
• Details:
  • Meeting date: Tuesday 27 May 2025.
  • Budget consultation:
    • Commenced November 2024 (deliberative engagement workshops).
    • Submissions invited February 2025 under Section 96 of the Local Government Act 2020.
    • Total submissions received: 9 (considered at a Council meeting on Tuesday 1 April 2025).
  • Budget summary (2025–26):
    • Total operating revenue: $59.7 million
    • Operating expenditure: $52.1 million
    • Operating surplus: $7.6 million
    • Adjusted underlying surplus: $77k
    • Capital Works investment: $15.3 million
  • Rates and charges (to be declared for 1 July 2025 – 30 June 2026):
    • Total intended to be raised: $31,237,960 (or greater lawful amount)
    • Breakdown:
      • General Rates (incl. supplementary rates and interest) via differential rates: $24,246,470
      • Municipal Charge (incl. on supplementary rates): $2,422,600
      • Annual service (garbage) charge: $4,568,890
  • Instalment/payment options approved:
    • Four instalments due 30 Sep 2025, 30 Nov 2025, 28 Feb 2026, 31 May 2026
    • Lump sum due 15 Feb 2026
    • Ten direct debit payments from 15 Sep 2025 until 15 Jun 2026
• Impact: Locks in Council’s 2025–26 financial framework, including the rates revenue target and service charges that fund ongoing services and capital works across Golden Plains Shire.
• Next steps:
  • Levy and recover rates and service charges in accordance with the Local Government Act requirements (authorised to officers).
  • Officers to report by September 2025 on the effectiveness of the earlier, upfront budget engagement process.

Awarded Inverleigh–Faulkner/King/Argyle Park flood mitigation contract to Wellam Constructions

• Context: Council progressed the Inverleigh flood mitigation works following prior resolutions (from 27 August 2024), completing design and tender advertising for qualified contractors.
• Details:
  • Meeting date: Tuesday 27 May 2025.
  • Tender/contract reference: GPSC -RFT-04-2024 (as stated in the resolution).
  • Contractor awarded: Wellam Constructions Pty Ltd
  • Contract value: $1,226,423.50 (exclusive of GST)
  • Remaining allocated budget: $1,140,714
  • Project shortfall: $208,352 (inclusive of 10% contingency)
  • Funding source for shortfall: 2024–2025 Capital Program – Gravel Resheeting
  • Delegation: CEO (or delegate) authorised to execute the contract.
• Impact: Supports delivery of targeted flood mitigation in Inverleigh by lowering the intersection of Faulkner Road, King Road and Argyle Park Court, reducing flood risk and improving local safety and resilience.
• Next steps:
  • Contract execution by the CEO/delegate.
  • Construction delivery to follow tender award (timing not specified in the minutes).

Endorsed Traditional Owner naming proposals for three council reserves for public exhibition

• Context: Council, in consultation with the Wadawurrung Traditional Owner Aboriginal Corporation (WTOAC), proposed Wadawurrung language names for three conservation reserves to reflect reconciliation and community feedback.
• Details:
  • Meeting date: Tuesday 27 May 2025.
  • Public exhibition period:
    • Commencing 7 July 2025
    • Concluding 1 August 2025
  • Proposed reserve names (Wadawurrung Traditional Owner language):
    • Bakers Lane Reserve (Teesdale) → Yurritjarrapmili Wiyn Reserve
    • Barwon Leigh Junction Reserve (Inverleigh) → Bulawon Reserve
    • Moorabool River Reserve (Batesford) → Perridak Ngubitj Reserve
  • Council noted a further report would come back in September 2025 after exhibition concludes.
• Impact: Strengthens cultural recognition and education by returning Traditional Owner language to local Country, while following Geographic Names Victoria rules for naming compliance.
• Next steps:
  • Run the public exhibition 7 July–1 August 2025.
  • Present a post-exhibition report to Council in September 2025.

Endorsed draft Road Management Plan 2025–2029 for community consultation

• Context: Council reviewed its existing Road Management Plan and is required to adopt a revised Municipal Road Management Plan by 30 October 2025 to remain compliant with the Road Management (General) Regulations 2016.
• Details:
  • Meeting date: Tuesday 27 May 2025.
  • Endorsed document: Draft Road Management Plan 2025–2029
  • Community consultation period:
    • Commencing 29 May 2025
    • Concluding 26 June 2025
  • Council noted:
    • The review identified minor changes and clarifications (detailed in attachments).
  • Next Council reporting:
    • A further report to Council in July 2025 after consultation concludes.
• Impact: Enables community input into road maintenance standards, intervention levels, and inspection regimes—supporting transparency and service planning for municipal roads.
• Next steps:
  • Collect submissions during 29 May–26 June 2025.
  • Consider submissions and report to Council in July 2025.
  • Adopt the final plan by 30 October 2025.

Approved Proptel Pty Ltd 20-year lease of Ackland Road/Lethbridge road reserve land

• Context: Council officers developed a Heads of Agreement with Proptel Pty Ltd (acting on behalf of Optus) for leasing road reserve land; because the lease exceeds 10 years, community consultation was required under the Local Government Act 2020 and has been completed.
• Details:
  • Meeting date: Tuesday 27 May 2025.
  • Lessee: Proptel Pty Ltd
  • Purpose/party: acting on behalf of Optus
  • Location: portion of land in the road reserve in Ackland Road, Lethbridge (minutes also reference “Ackland Road/Lethbridge road reserve land”).
  • Lease term approved: 20 years
  • Delegation: Interim Chief Executive Officer authorised to execute the lease.
• Impact: Enables long-term telecommunications infrastructure use within the road reserve, supporting connectivity services for the community.
• Next steps:
  • Execute the lease agreement following Council approval (by the Interim CEO/delegate as authorised).
  • Implementation timeline not specified in the minutes.

Community Impact

• Ratepayers (general): Municipal charge reduced to $200 and farming differential consolidated and reduced to 75% (residential/business differentials largely unchanged), affecting 2025–26 rate bills
• Farmers/farming properties: Lower farming differential rate (to 75%) changes the share of general rates paid compared with the previous rating differential structure
• Residents overall: 2025–26 Budget adopted with rates/charges levied for 1 July 2025–30 June 2026, including a 3.00% average rate cap basis, influencing household and business costs
• Inverleigh residents (Faulkner Rd/King Rd/Argyle Park area): Flood mitigation works awarded (intersection lowering and associated works) with funding adjustments, improving local flood resilience
• Teesdale, Inverleigh, and Batesford residents: Proposed Traditional Owner reserve renaming (public exhibition 7 July–1 Aug 2025) may change reserve names and signage/wayfinding
• Lethbridge residents (Ackland St/Ackland Rd area): Approval of a 20-year lease of a portion of road reserve for Optus/Proptel telecommunications may affect how the road reserve is used and potentially local works/maintenance access

Other Notable Items

• Community feedback received on rating differential changes; 12 responses considered.
• Budget process noted: upfront engagement in 2024, then Section 96 submissions in February 2025.
• Proposed Traditional Owner reserve names to go on public exhibition July–August 2025.
• Road Management Plan draft released for community consultation (29 May–26 June 2025).
• Upcoming report requested: evaluate effectiveness of earlier budget engagement versus draft-stage consultation.

Tech & Innovation Notes

• Digital services / online platforms
  Agendas & Minutes available online at www.goldenplains.vic.gov.au.
• IT / digital workflow
  Use of DocuSign (multiple “Docusign Envelope ID” references).
• Telecommunications / digital infrastructure
  Council officers developed a lease arrangement with Proptel Pty Ltd (acting for Optus) for telecommunications infrastructure (20-year lease of land in a road reserve).
• Cybersecurity / IT security
  No explicit cybersecurity items mentioned.
• Smart city initiatives / digital transformation
  No explicit smart city or broader digital transformation initiatives mentioned.

Key Decisions & Outcomes

• Elect Cr Owen Sharkey as Mayor for remainder of 2024/2025 term
• Conduct Mayor election under Governance Rules and Local Government Act 2020
• Confirm Mayor election result by majority vote of Councillors
• Mayor Cr Sharkey assumed chair following election declaration
• Record meeting minutes confirmed at 24 June 2025 council meeting

Detailed Descriptions

Elect Cr Owen Sharkey as Mayor for remainder of 2024/2025 term

• Context: A vacancy occurred in the position of Mayor, requiring Golden Plains Shire Council to appoint a Mayor for the remainder of the existing 2024/2025 Mayoral term.
• Details: At the Council Meeting held at the Golden Plains Civic Centre (Council Chambers, 2 Pope Street, Bannockburn) on Tuesday, 20 May 2025 at 8:30 AM, the election process was conducted to appoint a Mayor for the remainder of the 2024/2025 Mayoral term. Cr Owen Sharkey was the successful candidate.
• Impact: Provides continuity of leadership and ensures the Council has a duly appointed Mayor to represent and chair Council functions for the remainder of the term.
• Next steps: Following the election declaration, Cr Sharkey assumed the Chair immediately at the meeting and the outcome was recorded in the minutes.

Conduct Mayor election under Governance Rules and Local Government Act 2020

• Context: The Mayor position was vacant, triggering a formal election process that had to comply with Council’s Governance Rules and the Local Government Act 2020.
• Details: The Executive Summary states that nominations had to be submitted in writing to the Chief Executive Officer by 4:30 PM on Friday, 16 May 2025. The election was required to be conducted in accordance with the process under Golden Plains Shire Council’s Governance Rules and the Local Government Act 2020 (the Act). The election took place on Tuesday, 20 May 2025 at 8:30 AM during the Council Meeting.
• Impact: Ensures the election is procedurally fair, transparent, and legally compliant, supporting community confidence in Council governance.
• Next steps: After nominations were announced, Council proceeded with the election process and recorded the votes and result in the meeting record.

Confirm Mayor election result by majority vote of Councillors

• Context: After nominations were accepted, the election required Councillors to vote to determine who would be appointed as Mayor.
• Details: Nominations accepted were:
  • Cr Helena Kirby (votes received: “Cr Kirby”)
  • Cr Owen Sharkey (votes received: “Cr Phelan, Cr Robbins, Cr Sharkey, Cr Hayden”)
  • Cr Gavin Gamble (votes received: “Cr Gamble”)
    The Interim Chief Executive Officer, Steve Sagona, advised that a majority of Councillors voted to elect Cr Sharkey as Mayor for the remainder of the 2024/2025 Mayoral term, and declared Cr Sharkey duly elected.
• Impact: Establishes the legitimacy of the appointment through a majority vote and provides a clear, auditable basis for the Mayor’s selection.
• Next steps: The declared election result was then implemented immediately by Cr Sharkey assuming the Chair and the decision being captured in the minutes for confirmation at the next scheduled meeting.

Mayor Cr Sharkey assumed chair following election declaration

• Context: Once the election result was declared, the Mayor needed to take over the presiding role at the meeting.
• Details: After Steve Sagona declared Cr Sharkey duly elected, “Mayor Cr Sharkey assumed the Chair” and made a speech at the Council Meeting on Tuesday, 20 May 2025. The minutes record that the meeting closed at 8:48 AM.
• Impact: Enables immediate continuity of Council proceedings under the newly elected Mayor and signals formal commencement of Cr Sharkey’s mayoral duties for the remainder of the term.
• Next steps: The election outcome and chair assumption were documented in the minutes, which were then subject to confirmation at the next Council meeting.

Record meeting minutes confirmed at 24 June 2025 council meeting

• Context: Council minutes must be formally confirmed at a subsequent Council meeting to validate the record of decisions and proceedings.
• Details: The minutes of the Tuesday, 20 May 2025 Council Meeting were confirmed at the scheduled Golden Plains Shire Council meeting held on Tuesday, 24 June 2025. The minutes also show the Chairperson signature line confirming the document after confirmation.
• Impact: Provides official governance record integrity and ensures the Mayor election decision (including the process, votes, and declaration) is formally ratified in Council records.
• Next steps: With confirmation on 24 June 2025, the minutes become the authoritative record of the election and related procedural actions taken on 20 May 2025.

Community Impact

• Residents (governance): New Mayor appointed (Cr Owen Sharkey) for the remainder of the 2024/2025 term, changing leadership and decision-making oversight at Council level
• Residents (community trust): Council focus on “rebuilding trust” and improving respectful conduct after reported treatment of the previous Mayor, which may affect how residents experience Council engagement
• Residents (public participation): Increased emphasis on accountability and respectful online/offline community discussion, potentially influencing how residents are encouraged to participate in civic matters
• Local media/social media users: Public acknowledgement of harmful misogynistic and defamatory behaviour may lead to heightened scrutiny of local media/social media conduct affecting community discourse
• Residents (Council priorities): Mayor’s statement signals a shift back to core service delivery priorities (“work that matters most”), which may affect the emphasis of upcoming Council agendas and initiatives
• Residents (continuity of leadership): Formal election process ensures continuity of the Mayor role despite a vacancy, reducing disruption to Council operations for the remainder of the term

Other Notable Items

• Community/media concerns raised: misogynistic abuse and “villianised” coverage of former Mayor.
• Mayor Cr Sharkey acknowledged lack of support and apologised to Cr Hayden.
• Reference to state Minister for Women publicly acknowledging outdated, misogynistic views.
• Future agenda: next council meeting scheduled for 27 May 2025 at 6:00 PM.
• Recognition/achievement: Cr Sharkey elected Mayor for remainder of 2024/2025 term.

Tech & Innovation Notes

• Online publication of agendas and minutes: “Copies of Golden Plains Shire Council’s Agendas & Minutes can be obtained online at www.goldenplains.vic.gov.au”
• Use of electronic document signing: “Docusign Envelope ID: 4EFFD887-79A7-46A2-AA2B-6E8574F3B883”
• References to social media and online behaviour (digital communications context): “local media outlets and social media…” and “faceless residents posting abuse…”

Key Decisions & Outcomes

• Refer Teesdale Flood Study planning amendment C104gpla submissions to independent panel
• Issue permit to vary restrictive covenant for 28 Jesse Way Inverleigh (P24158)
• Endorse Draft Council Plan 2025–2029 for public exhibition (1–28 May 2025)
• Endorse Draft Municipal Early Years and Children’s Plan 2025–2029
• Endorse preferred rating differential option for community consultation (24 Apr–8 May 2025)
• Update Financial Hardship Policy and revise climate net zero target to 2032

Detailed Descriptions

Refer Teesdale Flood Study planning amendment C104gpla submissions to independent panel

• Context: Council considered the outcomes of exhibition for Planning Scheme Amendment C104gpla (Teesdale Flood Study) and the issues raised by submitters before deciding next steps.
• Details:
  • Exhibition period: 6 February 2025 to 10 March 2025
  • Submissions received:
    • 15 submissions during exhibition
    • 3 submissions after exhibition closed
  • Common issues raised: questions about the extent of proposed overlays, and concerns about cost impacts (including insurance increases and property value decreases).
  • Council decision (23 April 2025 meeting; carried):
    • Refer all submissions to an independent Planning Panel under s23(1)(b) of the Planning and Environment Act 1987
    • Authorise officers/suitable persons to represent Council at the Panel hearing, generally consistent with the Council response to submissions in the report.
• Impact: Moves contentious flood-related planning impacts into an independent decision-making process, providing residents with a structured forum to address overlay extent and cost concerns.
• Next steps:
  • Officers prepare for the Planning Panel hearing and Council representation.
  • The Panel hearing date/timeline will follow once the referral process is progressed by Council/DELWP processes (Panel scheduling).

Issue permit to vary restrictive covenant for 28 Jesse Way Inverleigh (P24158)

• Context: Council considered an application to vary a restrictive covenant for the property at 28 Jesse Way, Inverleigh, under planning scheme provisions.
• Details:
  • Permit application: P24158 – 28 Jesse Way Inverleigh
  • Restrictive covenant to be varied: AJ633787Y, specifically part (i)
  • Council resolution (23 April 2025 meeting; carried): issue a Notice of Decision to Grant a Permit to vary the covenant under Clause 52.02, subject to conditions.
  • Key permit conditions (variation wording):
    • Allows more than one dwelling house and a “small second dwelling” (as defined in the Planning Scheme)
    • Limits materials for dwellings (excluding “small second dwelling”): external walls (excluding windows) must be brick/brick veneer/stone/weatherboard or like material
    • Minimum size requirement: dwellings (excluding “small second dwelling”) must have gross floor area ≥ 150 sqm (excluding verandas and attached garage/carport)
    • Relocation restriction: dwelling house (excepting “small second dwelling”) must be relocated from any other place
  • Administrative steps:
    • A plan of variation must be submitted for certification to the responsible authority
    • The certified plan must be lodged for registration with the Land Titles Office under s23 of the Subdivision Act 1988
  • Permit expiry:
    • Permit expires if the plan is not certified within 2 years
    • Or not registered within 5 years after certification
    • Extensions may be granted if requested in writing before expiry (or within the permitted post-expiry windows specified in the resolution).
• Impact: Enables the applicant to pursue the proposed development outcome by legally varying the covenant, while still imposing material, size, and process safeguards.
• Next steps:
  • Issue the Notice of Decision to Grant a Permit
  • Applicant prepares and submits the plan of variation for certification, then lodges with the Land Titles Office for registration.

Endorse Draft Council Plan 2025–2029 for public exhibition (1–28 May 2025)

• Context: Under the Local Government Act 2020, Council must prepare and adopt a Council Plan for at least the next four financial years, then place the draft on public exhibition.
• Details:
  • Council decision (23 April 2025 meeting; carried):
    • Endorsed the Draft Council Plan 2025–2029 (Attachment 1) for exhibition and submissions.
  • Public exhibition dates:
    • Thursday 1 May 2025 to 28 May 2025 (28 days)
  • Background work referenced in the report (key stages):
    • Community Vision 2040 refresh engagement March–June 2024
    • Deliberative engagement with community Nov 2024–Jan 2025
    • Councillor deliberative engagement and priority setting Dec 2024–Feb 2025
    • Internal deliberative engagement Dec 2024–Mar 2025
    • Integration processes with the Municipal Public Health and Wellbeing Plan, including Ministerial exemption submission March 2025
• Impact: Provides residents and stakeholders an official opportunity to review priorities and deliverables and make submissions before Council adoption.
• Next steps:
  • Draft Council Plan is exhibited 1–28 May 2025
  • Submissions are considered and a final plan is prepared for Council adoption at the next Council meeting on 27 May 2025 (as referenced in the report context).

Endorse Draft Municipal Early Years and Children’s Plan 2025–2029

• Context: Council’s Municipal Early Years and Children’s Plan (MEYCP) sets the strategic direction for Council’s services and programs for young children and families.
• Details:
  • Council decision (23 April 2025 meeting; carried):
    • Endorsed the draft Municipal Early Years and Children’s Plan (MEYCP) 2025–2029
  • Purpose and grounding (as described in the report):
    • Guides Council’s planning, coordination, and delivery of services/programs
    • Grounded in children’s rights and voices, and recognition of Council’s role in health, wellbeing, development, and care
  • The report positioned the plan as validating Council’s role through:
    • service provision, community capacity building, partnerships, and advocacy.
• Impact: Strengthens Council’s long-term planning for early childhood outcomes and provides a clear framework for programs and partnerships across the municipality.
• Next steps:
  • Proceed with the next governance steps for the MEYCP following endorsement (e.g., further consultation/exhibition or adoption steps as required by Council process—specific dates are not included in the provided minutes excerpt).

Endorse preferred rating differential option for community consultation (24 Apr–8 May 2025)

• Context: Council needed to select a preferred rating differential option for community consultation, which would then inform the draft 2025–26 budget and the 2025–29 Revenue and Rating Plan.
• Details:
  • Council decision (23 April 2025 meeting; carried):
    • Endorsed the following as the preferred option for community consultation:
      • Municipal charge reduced to $200
      • Farm differentials consolidated into one differential rate
      • Farming differential reduced to 75%
      • Residential differential remains at 100%
      • Business/Industrial/Commercial differential remains at 100%
      • Business/Industrial/Commercial Bannockburn remains at 130%
      • Non-Farm Vacant Land remains at 205%
      • Non-developable Vacant Land remains at 100%
    • Community consultation dates:
      • 24 April 2025 to 8 May 2025
    • Officers to include the preferred option in the draft 2025–26 budget for adoption at the 27 May 2025 Council meeting.
  • Amendment attempt:
    • Proposed amendment: “all properties outside Bannockburn be rated at 90%”
    • The amendment was put and lost
• Impact: Sets the basis for how different property categories will be charged, affecting household and business rate burdens and providing a consultation window for feedback.
• Next steps:
  • Run consultation 24 Apr–8 May 2025
  • Incorporate outcomes into the draft 2025–26 budget for adoption at 27 May 2025.

Update Financial Hardship Policy and revise climate net zero target to 2032

• Context: Council reviewed its Financial Hardship Policy and also considered progress and target adjustments within its Climate Emergency Plan.
• Details:
  • Financial Hardship Policy update (23 April 2025 meeting; carried):
    • Council reviewed and endorsed the updated Financial Hardship Policy
    • Update included development of a new financial hardship application form
  • Climate net zero target revision (23 April 2025 meeting; carried under Climate Emergency Plan Annual Progress Report item):
    • Council endorsed revising the corporate net zero emissions target from 2025 to 2032
    • Rationale stated in the report: the existing target had lapsed due to challenges with implementation
• Impact: Improves access to support for ratepayers experiencing hardship and aligns climate targets with practical delivery capacity, while maintaining Council’s climate accountability.
• Next steps:
  • Financial Hardship Policy: implement the updated policy and use the new application form in hardship processes.
  • Climate Emergency Plan: apply the revised net zero target (2032) in corporate planning and reporting, and continue publication of the public summary (also endorsed in the report).

Community Impact

• Teesdale residents (pedestrians, seniors, children, school/bus users): Priority investigation and reporting on pedestrian awareness and traffic-calming signage, plus a push for a safe pedestrian crossing at Teesdale as soon as practicable
• Golden Plains township communities: Development of a Golden Plains Road Safety Strategy with deliberative engagement to set priorities for speed limits, traffic calming, and reducing wildlife/vehicle collisions
• Teesdale property owners (flood risk/land use): Planning Scheme Amendment C104gpla Teesdale Flood Study submissions will go to an independent Planning Panel, potentially changing flood overlays and affecting insurance costs and property values
• Ratepayers (council funding): Community consultation on a new rating differential option (including reduced municipal charge to $200 and changes to farm and other differentials), with potential impacts on council rates depending on property category
• Ratepayers experiencing financial stress: Updated Financial Hardship Policy and a new hardship application form, changing how residents apply for support and potentially improving access to assistance
• All residents (climate action): Climate Emergency Plan progress actions continue, including revising the corporate net-zero emissions target from 2025 to 2032, which may affect timelines for council emissions-reduction initiatives

Other Notable Items

• Public question raised about exclusion of elderly/disabled residents from council meeting pre-registration.
• Procedural motion moved Notice of Motion on road safety ahead of a planning scheme amendment item.
• Teesdale Flood Study submissions: concerns about overlay extent, insurance cost increases, and property value impacts.
• Draft Council Plan 2025–2029 and MEYCP 2025–2029 advanced toward public exhibition.
• Climate Emergency Plan progress: corporate net zero target revised from 2025 to 2032 due to implementation challenges.

Tech & Innovation Notes

• Online access to council documents: Agendas & Minutes available online at www.goldenplains.vic.gov.au
• Digital pre-registration/communications for council meeting attendance (email-based, with option to call by phone): pre-registration posted on the council website; concerns raised about access for residents without computers/email
• Use of electronic signing/document workflow: Docusign (multiple “Docusign Envelope ID” references)
• Publication of content on council website: Climate Emergency Plan public summary report endorsed for publication on Council’s website
• Digital form/process update: Financial Hardship Policy update included developing a new financial hardship application form

Key Decisions & Outcomes

• Approved Mayor Sarah Hayden’s leave of absence request.
• Appointed an Acting Mayor for the period ending before Mayor returns.
• Conducted Acting Mayor election; no absolute majority achieved in first round.
• Resolved to conduct a new Acting Mayor election at 6pm on 23 April 2025.
• Confirmed new election requirement under Local Government Act 2020 and Governance Rules.

Detailed Descriptions

Approved Mayor Sarah Hayden’s leave of absence request

• Context: Mayor Sarah Hayden was absent from the 22 April 2025 Council Meeting, requiring formal approval of her leave of absence and activation of interim governance arrangements.
• Details:
  • Resolution moved by Cr Emma Robbins, seconded by Cr Owen Sharkey.
  • Council approved the leave of absence request from Mayor Cr Sarah Hayden.
  • Meeting held Tuesday 22 April 2025 at 6:00 PM at Golden Plains Civic Centre, Council Chambers, 2 Pope Street, Bannockburn.
• Impact: Ensures continuity of leadership and legitimacy of interim arrangements while the Mayor is on leave.
• Next steps: Proceed with appointing an Acting Mayor for the period until the day before the Mayor returns, including elections as required by the Governance Rules.

Appointed an Acting Mayor for the period ending before Mayor returns

• Context: With the Mayor on leave, Council needed to formalise the Acting Mayor role for the defined period under its governance framework.
• Details:
  • Resolution moved by Cr Owen Sharkey, seconded by Cr Helena Kirby.
  • Council appointed an Acting Mayor for a period ending on the day before the Mayor returns from leave.
  • This decision was made during the 22 April 2025 Council Meeting.
• Impact: Provides clear authority and accountability for Council leadership during the Mayor’s absence.
• Next steps: Conduct the Acting Mayor election in line with the Local Government Act 2020 and Golden Plains Shire Council Governance Rules.

Conducted Acting Mayor election; no absolute majority achieved in first round

• Context: Nominations were required under Council’s Governance Rules, and the Acting Mayor election needed to follow the prescribed voting process.
• Details:
  • Nominations required to be submitted in writing by 2:00 PM on Monday, 21 April 2025.
  • Two (2) nominations were received for the Acting Mayor period ending the day before the Mayor returns.
    • Cr Emma Robbins (accepted nomination)
      • First-round votes received for Cr Robbins: Cr Robbins, Cr Sharkey, Cr Phelan
    • Cr Gavin Gamble (accepted nomination)
      • First-round votes received for Cr Gamble: Cr Gamble, Cr Kirby, Cr Cunningham
  • Interim CEO Steve Sagona advised that neither councillor received an absolute majority, triggering a second round.
• Impact: Demonstrates adherence to statutory and local governance processes, while also indicating a split view among councillors.
• Next steps: Hold a second round of voting immediately under the Governance Rules.

Resolved to conduct a new Acting Mayor election at 6pm on 23 April 2025

• Context: After the second round, the Acting Mayor election still did not produce an absolute majority, requiring escalation to a new election date/time.
• Details:
  • After the second round, Interim CEO Steve Sagona advised that neither councillor received an absolute majority.
  • Interim CEO advised a new election would be required in accordance with the Local Government Act 2020 and Council’s Governance Rules.
  • Resolution moved by Cr Helena Kirby, seconded by Cr Brett Cunningham:
    • Conduct a new election at 6:00 PM on Wednesday, 23 April 2025.
  • Division recorded:
    • In favour: Crs Gavin Gamble, Helena Kirby, Brett Cunningham, Emma Robbins
    • Against: Crs Des Phelan, Owen Sharkey
    • Result: CARRIED 4/2
• Impact: Maintains democratic legitimacy for the Acting Mayor role and ensures Council leadership is determined through the required process.
• Next steps: Conduct the new Acting Mayor election at 6:00 PM on Wednesday, 23 April 2025.

Confirmed new election requirement under Local Government Act 2020 and Governance Rules

• Context: Council’s procedures required that if no absolute majority is achieved, a further election must be held consistent with legislation and internal governance rules.
• Details:
  • Interim CEO Steve Sagona explicitly stated that, under the Local Government Act 2020 and Council’s Governance Rules, a new election would be required.
  • This confirmation directly led to the resolution for a new election at 6:00 PM on 23 April 2025.
• Impact: Strengthens compliance and reduces legal risk by ensuring Council actions align with statutory requirements.
• Next steps: Prepare for the 23 April 2025 6:00 PM Acting Mayor election in accordance with the same nomination and election rules (as applicable).

Community Impact

• Residents of Golden Plains Shire: Temporary change in mayoral leadership while the Mayor is on leave, with an Acting Mayor appointed for that period
• Local governance stakeholders (residents who engage with Council leadership): New Acting Mayor election process triggered due to no absolute majority, leading to additional voting on 23 April 2025
• Community members attending Council meetings: Council meeting schedule adjusted to hold a new election at 6:00pm on Wednesday 23 April 2025
• Residents seeking formal representation/ceremonial functions: Acting Mayor may perform mayoral duties in place of the Mayor during the leave period
• Residents relying on Council decision-making continuity: Short-term leadership transition may affect how quickly certain ceremonial or leadership-led items are progressed during the Acting Mayor period

Other Notable Items

• Interim CEO chaired meeting due to Mayor Sarah Hayden’s absence.
• Acting Mayor election required two rounds; no absolute majority in first round.
• Council resolved to conduct a new Acting Mayor election on 23 April 2025, 6pm.
• Division on new election: 4 in favour, 2 against—Des Phelan and Owen Sharkey opposed.
• Minutes confirmed later at the 27 May 2025 Council meeting.

Tech & Innovation Notes

• Online publication of council agendas and minutes: “Copies of Golden Plains Shire Council’s Agendas & Minutes can be obtained online at www.goldenplains.vic.gov.au”
• Use of e-signature/document workflow platform: “Docusign Envelope ID: 6091BC5C-72FC-4ED5-BE5A-C110A661D8F9”

Key Decisions & Outcomes

• Noted nine public submissions to the 2025–26 Draft Annual Budget.
• Scheduled 2025–26 Draft Annual Budget for final adoption on 27 May 2025.

Detailed Descriptions

Noting of Nine Public Submissions – 2025–26 Draft Annual Budget

• Context: As part of the 2025–26 Draft Annual Budget process, Council recorded and reviewed public feedback submitted during the consultation period. The submissions were logged in a register previously presented to Councillors.
• Details:
  • Date of executive summary: 1 April 2025
  • Number of public submissions received: Nine (9)
  • Hearing requests: Two (2) submissions requested to be heard
  • Documentation: Submissions were recorded in a register previously presented to Councillors (details contained in that register)
  • Resolution:
    • Moved: Cr Helena Kirby
    • Seconded: Cr Owen Sharkey
    • Resolution wording: That Council note the nine (9) public submissions relating to the 2025–26 Draft Annual Budget
• Impact: Formally noting the submissions ensures Council acknowledges community input and provides a clear record that can inform deliberations leading into final budget adoption.
• Next steps:
  • The submissions (including the two requesting to be heard) are carried forward into the final consideration process for the budget.
  • Council proceeds to present the Draft Annual Budget for final adoption at the scheduled meeting (27 May 2025).

Final Adoption of the 2025–26 Draft Annual Budget – Scheduled for 27 May 2025

• Context: After public submissions are received and noted, the Draft Annual Budget is progressed to the Ordinary Council meeting for final decision. The timeline for adoption is set to ensure the budget is completed through Council’s formal process.
• Details:
  • Draft Annual Budget presented for final adoption at: 27 May 2025
  • Meeting type: Ordinary Council Meeting
  • Stated in executive summary: “The 2025–26 Draft Annual Budget will be presented to the 27 May 2025 Ordinary Council Meeting for final adoption.”
• Impact: Scheduling final adoption for 27 May 2025 provides certainty for residents and service areas that budget decisions will be made by a defined date, supporting planning and service delivery continuity.
• Next steps:
  • Council will consider the draft budget and the noted public submissions at the 27 May 2025 Ordinary Council Meeting.
  • Following final adoption, the budget will proceed to implementation in line with Council’s budget governance arrangements.

Community Impact

• Residents (Golden Plains Shire): Public budget submissions (9 total) have been formally noted by Council for the 2025–26 draft budget process
• Residents (interested submitters): Two submitters have requested to be heard at the 27 May 2025 Ordinary Council Meeting
• All residents: The 2025–26 Draft Annual Budget will be presented on 27 May 2025 for final adoption, affecting future council services and rates/taxes
• Ratepayers: Final budget adoption on 27 May 2025 may change council funding levels that influence local rate impacts and cost of services

Other Notable Items

• Nine public submissions received for the 2025–26 draft annual budget; two requested to be heard.
• Draft annual budget to be presented for final adoption at the 27 May 2025 Ordinary Council meeting.
• No notices of motion or petitions were recorded for this meeting.
• Meeting closed at 6:22pm; minutes confirmed at the 23 April 2025 meeting.
• Budget submissions register previously presented to councillors was referenced.