Golden Plains Shire

Key Decisions & Outcomes

• Confirmed minutes of the 25 February 2025 Ordinary Council Meeting
• Noted Audit and Risk Committee biannual report (Aug and Oct 2024)
• Noted unconfirmed Audit and Risk Committee minutes from 11 February 2025
• Adopted updated Instrument of Delegation: Council to Chief Executive Officer (S5)
• Adopted updated Instrument of Delegation: Council to Council Staff (S6)
• Approved Don Wallace Recreation Reserve change room upgrade funding and $250,000 2025/26 budget commitment

Detailed Descriptions

Confirmed minutes of the 25 February 2025 Ordinary Council Meeting

• Context: Council considered the formal confirmation of the minutes from the previous Ordinary Council Meeting held on 25 February 2025.
• Details:
  • Resolution moved by Cr Owen Sharkey, seconded by Cr Brett Cunningham
  • Decision: That the minutes of the Ordinary Council Meeting held on 25 February 2025 be confirmed
  • Meeting where confirmed: 25 March 2025 Council Meeting (held at The Well, 19 Heales Street, Smythesdale)
• Impact: Provides an official and accurate record of Council deliberations and decisions from 25 February 2025, supporting transparency and governance continuity.
• Next steps: The confirmed minutes remain the authoritative record and will be used for reference in subsequent Council business and reporting.

Noted Audit and Risk Committee biannual report (Aug and Oct 2024)

• Context: Council received the Audit and Risk Committee’s biannual reporting package covering key activities and findings for the first half of 2024–25.
• Details:
  • Report: Audit and Risk Committee biannual report (August and October 2024)
  • Submitted in accordance with section 54(5) of the Local Government Act 2020 and section 13 of the Audit and Risk Committee Charter
  • Noted by resolution moved by Cr Owen Sharkey, seconded by Cr Brett Cunningham
  • The report was adopted by the Committee at its 11 February 2025 meeting
• Impact: Strengthens Council oversight by ensuring elected members are aware of audit/risk activities, findings, and recommendations affecting governance and financial integrity.
• Next steps: The noted report informs ongoing risk management and audit actions during the remainder of the 2024–25 period.

Noted unconfirmed Audit and Risk Committee minutes from 11 February 2025

• Context: Council was provided with a summary of the business considered at the Audit & Risk Committee meeting on 11 February 2025, with minutes provided as unconfirmed for Council noting.
• Details:
  • Committee meeting: 11 February 2025
  • Council decision: That Council notes the unconfirmed minutes from the Audit & Risk Committee meeting held on 11 February 2025
  • Moved by Cr Owen Sharkey, seconded by Cr Gavin Gamble
  • The unconfirmed minutes were attached to the report for noting
• Impact: Keeps Council informed of Audit & Risk Committee deliberations in near real-time, even before the minutes are formally adopted by the Committee.
• Next steps: The Audit & Risk Committee will later confirm/adopt the minutes through its own formal process.

Adopted updated Instrument of Delegation: Council to Chief Executive Officer (S5)

• Context: Council reviewed and updated its delegation arrangements to ensure compliance with current legislative requirements.
• Details:
  • Instrument: Council to Chief Executive Officer (S5)
  • Basis for update: periodic review and updates from Maddocks Lawyers Delegations and Authorisations service
  • Resolution moved by Cr Emma Robbins, seconded by Cr Brett Cunningham
  • Key resolution terms:
    • Delegation made under section 11(1)(b) of the Local Government Act 2020
    • Instrument comes into force immediately upon resolution and is to be signed by the Chief Executive Officer and the Mayor
    • All previous delegations to the Chief Executive Officer are revoked on commencement
• Impact: Clarifies and modernises who can exercise Council powers on behalf of the organisation, improving decision efficiency while maintaining legislative compliance.
• Next steps: The Chief Executive Officer and Mayor sign the updated instrument; it then operates immediately and replaces prior CEO delegations.

Adopted updated Instrument of Delegation: Council to Council Staff (S6)

• Context: Council updated its delegation instrument for Council staff to reflect legislative requirements and the latest advice from the Maddocks delegations service.
• Details:
  • Instrument: Council to Council Staff (S6) (noted in the agenda as “(86)”)
  • Prompt for review: updates provided by Maddocks Delegations and Authorisations Service
  • Resolution moved by Cr Emma Robbins, seconded by Cr Gavin Gamble
  • Key resolution terms:
    • Each duty/function/power in the instrument is delegated to the relevant staff position listed in Attachment 1
    • Instrument comes into force immediately upon Chief Executive Officer signature is affixed
    • Instrument remains in force until Council varies/revokes it
    • All previous delegations to Council staff (other than the CEO) are revoked on commencement
• Impact: Ensures staff have clear authority to perform delegated functions, supporting consistent service delivery and governance controls.
• Next steps: Chief Executive Officer signature is applied to the instrument; it then takes effect and becomes the governing delegation document for staff roles.

Approved Don Wallace Recreation Reserve change room upgrade funding and $250,000 2025/26 budget commitment

• Context: Following a 2022 State Government commitment for a change room upgrade at Don Wallace Recreation Reserve (Teesdale), Council sought additional external funding but faced a time-critical requirement to formalise a funding agreement.
• Details:
  • Location: Don Wallace Recreation Reserve, Teesdale
  • State Government funding: $1.5 million (female friendly change rooms)
  • Funding condition: Council needed to enter a funding agreement by end of the 2024/25 Financial Year or the offer would be withdrawn
  • Project cost estimate: anticipated delivery for approximately $1.75 million
  • Council budget commitment approved:
    • $250,000 in the 2025/26 Council Budget to cover the anticipated financial shortfall
  • Funding source for the commitment: Open Space Reserve
  • Resolution moved by Cr Owen Sharkey, seconded by Cr Emma Robbins
  • Council actions approved:
    1. Accept the $1.5 million State Government funding by entering into a funding agreement
    2. Commit $250,000 in 2025/26
    3. Fund the commitment from the Open Space Reserve
• Impact: Enables delivery of upgraded, female friendly change facilities aligned with AFL Victoria guidelines, improving inclusivity and supporting local sport participation.
• Next steps: Council will enter into the required State funding agreement (time-bound to end of 2024/25), then proceed with project delivery under the agreed scope and funding conditions.

Community Impact

• Teesdale recreation users (Don Wallace Recreation Reserve): Female-friendly change rooms upgrade to be delivered using $1.5M Victorian funding plus a $250,000 2025/26 Council budget commitment
• Female local football players and teams: Improved change-room facilities aligned with AFL Victoria “female friendly” requirements (contingent on the project meeting those guidelines)
• Open Space Reserve funding: $250,000 to be drawn from the Open Space Reserve to cover the anticipated project shortfall
• Council-wide residents: Updated delegation instruments to the CEO and council staff (and Environment Protection Act 2017 sub-delegations) enabling more efficient decision-making by staff under current legislative requirements
• Residents with disability/neurodiversity: Council continues to observe International Day of People With Disabilities rather than introducing a separate “Profound Autism Day” acknowledgement (response to public question)

Other Notable Items

• Public question: request to recognise “Profound Autism Day” in Australia on 17 March 2026.
• Council response: will continue disability inclusion via International Day of People With Disabilities (IDPWD).
• Don Wallace Recreation Reserve change rooms: funding contingent on female-friendly requirements.
• Project update: state funding offer ($1.5M) threatened if funding agreement not signed by 2024/25 year-end.
• Next meeting scheduled: 22 April 2025 at 6:00 PM at The Well.

Tech & Innovation Notes

• Online access to council agendas and minutes: “Copies of Golden Plains Shire Council's Agendas & Minutes can be obtained online at www.qoldenplains.vic.qov.au”
• Digital document signing platform: “Docusign Envelope ID: 508EE61E-BC1C-4DC5-8A3A-9EFA220FFD58” (used for council minutes/instruments)
• Legal/administrative update service (technology-enabled): subscription to “Maddocks Lawyers Delegations and Authorisations service” for legislative updates applied to instruments of delegation

Key Decisions & Outcomes

• Approved closed session for Interim Chief Executive employment matters
• Reopened meeting to the public at 6:05pm and closed at 6:06pm

Detailed Descriptions

Approved closed session for Interim Chief Executive employment matters

• Context: During the Golden Plains Shire Council meeting held on Tuesday 11 March 2025, Council needed to consider a matter relating to the Interim Chief Executive’s employment. This required discussion of sensitive personnel information.
• Details:
  • Item considered: 3.1 Interim Chief Executive employment matters
  • Legal basis: Considered confidential under Section 66 of the Local Government Act 2020 and Section 3(1)(f) (personal information; disclosure would be contrary to the public interest).
  • Motion: Moved by Cr Des Phelan, Seconded by Cr Helena Kirby
  • Outcome: Carried
• Impact: Ensures the Council can discuss personal employment matters appropriately while protecting individuals’ privacy and personal affairs, maintaining governance standards and public interest protections.
• Next steps: The employment matter was discussed in closed session, and the Council then proceeded to the public portion of the meeting after the confidential discussion.

Reopened meeting to the public at 6:05pm and closed at 6:06pm

• Context: After the confidential discussion concluded, Council took a procedural resolution to return the meeting to public access briefly before ending the meeting.
• Details:
  • Resolution: Moved by Cr Des Phelan, Seconded by Cr Gavin Gamble
  • Timing:
    • Reopened to the public at 6:05pm
    • Meeting closed at 6:06pm
  • Outcome: Carried
• Impact: Provides transparency by formally reopening the meeting to the public, even though the public session window was brief, before concluding the meeting.
• Next steps: The meeting concluded at 6:06pm; the minutes were later confirmed at the Council Meeting held on 23 April 2025.

Community Impact

• Residents (employment transparency): Council discussed interim Chief Executive employment matters in a closed session, limiting public access to details about the appointment process
• Local community (governance impacts): Interim Chief Executive employment decisions may affect how quickly and effectively council services and projects are administered
• Ratepayers (service continuity): Interim leadership arrangements can influence continuity of council operations and delivery of planned programs
• General public (information access): The meeting was reopened briefly to the public after the closed discussion, with the remainder of the meeting closed, affecting when residents could observe proceedings
• Residents (civic participation): Confirmation of the minutes at a later meeting (23 April 2025) delays public verification of what was decided until after that date

Other Notable Items

• No apologies or conflicts of interest declared.
• Confidential discussion held on Interim Chief Executive employment matters.
• Meeting reopened to the public at 6:05pm, then closed at 6:06pm.
• Next council meeting scheduled for 6:00pm Tuesday 25 March 2025.
• Minutes confirmed at the 23 April 2025 council meeting.

Tech & Innovation Notes

• Digital services/online platforms: Council agendas and minutes can be obtained online at www.goldenplains.vic.gov.au.
• Digital workflow/document management: Use of Docusign (referenced by “Docusign Envelope ID: 07647ED5-9FC4-4E42-97A9-74D8C03A67FB”).

Key Decisions & Outcomes

• Appoint and authorise updated Planning & Environment Act authorised officers; revoke prior instrument.
• Approve Amplitel/Telstra 30-year lease of depot land; authorise CEO to sign.
• Adopt updated Community Grants Program Policy reflecting VAGO fraud-control recommendations.
• Adopt updated Waste Management and Resource Recovery Services Policy (new glass bin service).
• Adopt Bannockburn Integrated Water Management Plan.
• Refer Ormond Street rezoning amendment submissions to an independent Planning Panel.

Detailed Descriptions

Appoint and authorise updated Planning & Environment Act authorised officers; revoke prior instrument

• Context: The Planning and Environment Act 1987 requires Council to appoint authorised officers by resolution (the appointment cannot be delegated). Council’s Instrument of Appointment and Authorisation was last reviewed and adopted in November 2024 and needs updating to include staff who have joined since then.
• Details:
  • Meeting date: Tuesday 25 February 2025
  • Legislative basis: s147(4) of the Planning and Environment Act 1987
  • Action approved:
    • Appoint and authorise the Council staff listed in Attachment 1 to the updated Instrument
    • Authorise the Chief Executive Officer (CEO) to sign the updated Instrument
    • Revoke the previous instrument dated 26 November 2024
• Impact: Ensures Council’s planning enforcement and decision-making functions under the Act remain legally valid and up to date with current staffing, reducing the risk of procedural invalidity.
• Next steps: The CEO signs the updated Instrument and the revoked 26 November 2024 instrument ceases to have effect following implementation.

Approve Amplitel/Telstra 30-year lease of depot land; authorise CEO to sign

• Context: Council officers developed Heads of Agreement with Amplitel Pty Ltd (acting on behalf of Telstra) for a lease over part of Council land at the Meredith Council Works Depot. Because the lease exceeds 10 years, the Local Government Act 2020 requires community consultation, which has been completed.
• Details:
  • Meeting date: Tuesday 25 February 2025
  • Location: Meredith Council Works Depot, within the boundary of Golden Plains Shire Council depot land
  • Parties: Amplitel Pty Ltd (acting for Telstra)
  • Lease term: 30 years
  • Action approved:
    • Support the proposal for Amplitel/Telstra to lease a portion of depot land for 30 years
    • Authorise the CEO to sign the lease
• Impact: Enables long-term telecommunications infrastructure arrangements on Council land, supporting service delivery and connectivity for the community while maintaining Council’s governance controls over land use.
• Next steps: CEO executes the lease documentation following Council’s resolution; subsequent operational arrangements proceed in line with the lease terms.

Adopt updated Community Grants Program Policy reflecting VAGO fraud-control recommendations

• Context: Council’s Community Grants Policy was reviewed under the Policy and Procedures Framework (including section 5.2). Updates were made to reflect Victorian Auditor-General’s Office (VAGO) recommendations for fraud control in local government grant programs.
• Details:
  • Meeting date: Tuesday 25 February 2025
  • Action approved: Council adopts the proposed Community Grants Program Policy (as attached to the report)
  • Purpose of updates: strengthen fraud prevention and control measures consistent with VAGO best-practice recommendations
• Impact: Improves integrity and accountability in community grant administration, helping protect public funds and increasing community confidence in grant decision-making.
• Next steps: Policy becomes the operative Community Grants Program Policy for Council; grant processes and decision-making should align to the adopted policy requirements.

Adopt updated Waste Management and Resource Recovery Services Policy (new glass bin service)

• Context: Council is implementing its approved glass transition plan service specifications. The updated policy introduces a standard three-bin service and a new dedicated glass collection arrangement, with recycling frequency changes.
• Details:
  • Meeting date: Tuesday 25 February 2025
  • Key service changes reflected in the updated Policy:
    • Standard three (3) bin service to all residential properties and to commercial properties that elect to use Council collection services
    • Third bin: new 140L glass bin, collected every four weeks
    • Recycling frequency reduction to fortnightly
  • Future consideration noted:
    • When FOGO is introduced (anticipated 2026), further changes may be required and will necessitate a more extensive review, public consultation, and Council endorsement
  • Action approved: Council adopts the updated Waste Management and Resource Recovery Services Policy
• Impact: Improves waste sorting outcomes and service clarity for residents, while adjusting recycling collection frequency and adding a dedicated glass stream to support better resource recovery.
• Next steps: Policy adoption supports rollout/administration of the new glass bin service; a further review is expected around FOGO introduction (anticipated 2026).

Adopt Bannockburn Integrated Water Management Plan

• Context: The Bannockburn Integrated Water Management (IWM) Plan has been developed to manage impacts from urbanisation and population growth in Bannockburn. It supports Council and the wider Barwon IWM Forum network to coordinate planning across the water cycle.
• Details:
  • Meeting date: Tuesday 25 February 2025
  • Plan name: Bannockburn Integrated Water Management Plan
  • Action approved: Council adopts the Plan
  • Purpose: manage water-cycle impacts and demands, protect waterways/landscapes, and improve water security through cross-provider collaboration
• Impact: Provides a coordinated framework to guide water-related planning and investment in Bannockburn, supporting healthier waterways and more resilient water management as growth continues.
• Next steps: Plan adoption enables implementation through Council and partner coordination under the IWM approach.

Refer Ormond Street rezoning amendment submissions to an independent Planning Panel

• Context: Planning Scheme Amendment C105gpla Ormond Street Rezoning was exhibited from 21 November 2024 to 23 December 2024. Officers recommend minor changes in response to submissions, but do not recommend including 54 Ormond Street, which was requested by a submission—so an independent panel is required to consider outstanding objections impartially.
• Details:
  • Meeting date: Tuesday 25 February 2025
  • Amendment: C105gpla Ormond Street Rezoning (Bannockburn)
  • Exhibition period: 21 November 2024 – 23 December 2024
  • Key point: officers do not recommend inclusion of 54 Ormond Street
  • Action approved:
    • Authorise officers to make changes to Amendment C105gpla in accordance with the report
    • Refer all submissions to an independent Planning Panel under s23(1)(b) of the Planning and Environment Act
    • Authorise officers/suitable persons to represent Council at the Planning Panel hearing
• Impact: Provides impartial consideration of submissions and objections, supporting procedural fairness and stronger community confidence in the rezoning process.
• Next steps: Minister for Planning appoints the independent Planning Panel; Council representation is prepared for the Panel hearing following panel scheduling.

Community Impact

• Residential ratepayers (Golden Plains Shire): Potential higher property-based tax from 1 July 2025 due to the Fire Services Property Levy being replaced by the Emergency Services and Volunteers Fund (council is seeking government control to reduce local impacts)
• Bannockburn residents: Adoption of the Bannockburn Integrated Water Management Plan to guide how the area’s water cycle impacts and future growth are managed to protect waterways and water security
• Ormond Street/Bannockburn landowners and nearby residents: Planning Scheme Amendment C105gpla proceeds with minor changes and is referred to an independent Planning Panel after exhibition submissions, affecting rezoning outcomes and timelines
• Meredith residents and depot-adjacent land users: Council supports a 30-year lease of part of the Meredith Works Depot land to Amplitel/Telstra, potentially changing site use and long-term infrastructure operations
• All residents using council waste services: Waste service changes including a standard 3-bin service with a new 140L glass bin collected every four weeks and recycling bin collection reduced to fortnightly
• Community groups and grant applicants: Updated Community Grants Program Policy introduces stronger fraud-control best practices, which may change application requirements and compliance expectations for funding recipients

Other Notable Items

• Community consultation completed for Amplitel/Telstra 30-year depot lease proposal.
• Councillors to request independent panel to consider Ormond Street rezoning objections.
• Draft Council Plan to be submitted for Municipal Health and Wellbeing plan exemption.
• Concerns raised over ESVF replacing FSPL, potentially increasing ratepayer property tax by up to $2m.
• Notice of motion: initial report on independent monitoring and potential Independent Roads Service Review.

Tech & Innovation Notes

• Digital services / online platforms
  Minutes and agendas can be obtained online at www.goldenplains.vic.gov.au; Docusign used (Docusign Envelope ID listed).
• IT infrastructure / telecommunications
  Lease approval request with Amplitel Pty Ltd (acting for Telstra) to lease land for a 30-year period (telecommunications infrastructure implied).
• Digital transformation / governance systems (process digitisation)
  Use of Docusign for official documentation/signing.
• Smart city initiatives
  None mentioned explicitly.
• Cybersecurity / IT security
  None mentioned explicitly.
• Tech community (startups/hackerspaces/innovation hubs)
  None mentioned explicitly.

Key Decisions & Outcomes

• Adopted 2025 schedule for all scheduled Council meetings and Audit & Risk Committee meetings
• Rejected amendment to move 25 March 2025 and 25 November 2025 meetings from Smythesdale to Linton
• Confirmed 2025 meeting dates including budget submissions meeting on 1 April 2025
• Scheduled Audit & Risk Committee meeting dates for 2025 across Bannockburn
• Set next Council meeting for 25 February 2025 at 6:00pm in Bannockburn

Detailed Descriptions

Adopted 2025 schedule for all scheduled Council meetings and Audit & Risk Committee meetings

• Context: Council considered a formal schedule to ensure consistent meeting timetables for 2025, including both Council meetings and the Audit & Risk Committee.
• Details:
  • Council Meetings (all at 6:00pm):
    • 25 February 2025 – Bannockburn
    • 25 March 2025 – Smythesdale
    • 1 April 2025 (Budget Submissions) – Bannockburn
    • 22 April 2025 – Bannockburn
    • 27 May 2025 – Smythesdale
    • 22 June 2025 – Bannockburn
    • 22 July 2025 – Smythesdale
    • 26 August 2025 – Bannockburn
    • 23 September 2025 – Smythesdale
    • 28 October 2025 – Bannockburn
    • 11 November 2025 (Mayoral Election / Remembrance Day note) – Bannockburn (6:00pm)
    • 25 November 2025 – Smythesdale
    • 16 December 2025 (3rd Tuesday due to Christmas) – Bannockburn
  • Audit & Risk Committee Meetings (all at 9:00am):
    • 11 February 2025 – Bannockburn
    • 13 May 2025 – Bannockburn
    • 9 September 2025 – Bannockburn
    • 11 November 2025 – Bannockburn
• Impact: Provides certainty for residents, councillors, staff, and stakeholders about when and where governance decisions and audit oversight will occur across the Shire.
• Next steps: The adopted schedule is implemented for 2025, with meeting notices and agendas prepared in line with the confirmed dates and venues.

Rejected amendment to move 25 March 2025 and 25 November 2025 meetings from Smythesdale to Linton

• Context: During the 23 December 2024 Council meeting, an amendment was proposed to change the venue for two scheduled Council meetings currently set for Smythesdale.
• Details:
  • Amendment proposed by Cr Helena Kirby (seconded by Nil):
    • Move 25 March 2025 (currently Smythesdale) to Linton
    • Move 25 November 2025 (currently Smythesdale) to Linton
  • The amendment was not seconded and therefore lapsed.
  • A division on the original motion resulted in:
    • In favour: Crs Brett Cunningham, Emma Robbins, Owen Sharkey, Sarah Hayden
    • Against: Cr Helena Kirby
    • Carried 4/1
• Impact: Maintains the planned venue rotation that keeps Smythesdale as the location for the 25 March 2025 and 25 November 2025 Council meetings, supporting local access for those communities.
• Next steps: Council proceeds with the original adopted schedule (Smythesdale remains the venue for those two dates), and meeting planning continues accordingly.

Confirmed 2025 meeting dates including budget submissions meeting on 1 April 2025

• Context: Council adopted a complete 2025 meeting timetable, explicitly including the annual budget consultation process.
• Details:
  • Budget Submissions meeting: Tuesday 1 April 2025 at 6:00pm in Bannockburn
  • Other confirmed Council meeting dates (all 6:00pm) include:
    • 25 February 2025 – Bannockburn
    • 25 March 2025 – Smythesdale
    • 22 April 2025 – Bannockburn
    • 27 May 2025 – Smythesdale
    • 24 June 2025 – Bannockburn
    • 22 July 2025 – Smythesdale
    • 26 August 2025 – Bannockburn
    • 23 September 2025 – Smythesdale
    • 28 October 2025 – Bannockburn
    • 11 November 2025 – Bannockburn (Mayoral Election / Remembrance Day note)
    • 25 November 2025 – Smythesdale
    • 16 December 2025 – Bannockburn (3rd Tuesday due to Christmas)
• Impact: Ensures residents and community groups can prepare to participate in the budget process, with the budget submissions meeting clearly scheduled and located.
• Next steps: Staff coordinate budget submissions arrangements and public communications for 1 April 2025, while standard agenda preparation continues for all other confirmed meeting dates.

Scheduled Audit & Risk Committee meeting dates for 2025 across Bannockburn

• Context: Council set the annual timetable for Audit & Risk Committee oversight to support consistent governance, risk management, and audit review.
• Details:
  • All Audit & Risk Committee meetings are scheduled for 9:00am in Bannockburn:
    • 11 February 2025
    • 13 May 2025
    • 9 September 2025
    • 11 November 2025
• Impact: Provides a predictable governance rhythm for audit and risk matters, supporting timely reporting and oversight for the community.
• Next steps: The Committee will operate according to these dates, with meeting papers and risk/audit reporting scheduled in advance for each session.

Set next Council meeting for 25 February 2025 at 6:00pm in Bannockburn

• Context: The minutes of the 23 December 2024 Council meeting recorded the next scheduled Council meeting following adoption of the 2025 timetable.
• Details:
  • Next Council Meeting: Tuesday 25 February 2025 at 6:00pm
  • Venue: Bannockburn
• Impact: Confirms the immediate upcoming opportunity for community engagement and Council decision-making in Bannockburn.
• Next steps: Agendas and meeting materials for 25 February 2025 are prepared and circulated ahead of the meeting date, consistent with the adopted 2025 schedule.

Community Impact

• Residents (Bannockburn): Council meetings scheduled at 6:00pm on multiple dates in 2025 at Bannockburn Civic Centre (including 25 Feb, 1 Apr, 22 Apr, 24 Jun, 26 Aug, 28 Oct, 11 Nov, 16 Dec)
• Residents (Smythesdale): Council meetings scheduled at 6:00pm on multiple dates in 2025 in Smythesdale (including 25 Mar, 27 May, 22 Jul, 23 Sep, 25 Nov)
• Residents (Linton): No change approved—proposed move of the 25 Mar and 25 Nov 2025 Smythesdale meetings to Linton was not carried, so Linton will not host those meetings
• Community members attending meetings: Meeting times and locations across 2025 will determine where residents must travel to access public council meetings and participate in proceedings
• Local stakeholders (Audit & Risk Committee): Audit & Risk Committee meetings set for 9:00am on specific dates in Bannockburn, affecting attendance/participation for residents and stakeholders who follow committee discussions

Other Notable Items

• Community location preference discussed: proposed Smythesdale meetings amended to be held in Linton.
• Amendment to meeting schedule lapsed due to lack of seconder.
• 2025 council meeting and Audit & Risk Committee dates scheduled across Bannockburn and Smythesdale.
• Noted future agenda item: Budget submissions meeting on 1 April 2025.
• Noted future agenda item: 11 November 2025 includes Mayoral election and Remembrance Day.

Tech & Innovation Notes

• Mentions of an online resource for council documents: “Copies of Golden Plains Shire Council‘s Agendas & Minutes can be obtained online at www.goldenplains.vic.gov.au”
• Use of digital signing/document workflow: “Docusign Envelope ID: CFD1564B-0A8D-46E8-AFBD-DB1996FAA294”

Key Decisions & Outcomes

• Confirmed minutes of 19 November 2024 and 26 November 2024 meetings.
• Adopted 2025 council meeting schedule and Audit & Risk Committee meeting dates.
• Noted Quarter 1 Finance Report for period ending 30 September 2024.
• Adopted revised Consultation Meeting Policy and Procedure for Statutory Planning.
• Rescinded Advertised Planning Applications Policy/Procedure and Fee Waiver/Rebate Policy.
• Received and noted Delegates’ Report and Informal Meetings of Councillors records.

Detailed Descriptions

Confirmed Minutes of 19 November 2024 and 26 November 2024

• Context: Council considered whether the minutes from two prior meetings—an unscheduled meeting and an ordinary meeting—were an accurate record of proceedings.
• Details:
  • The motion confirmed:
    • Minutes of the Unscheduled meeting of Council held on 19 November 2024
    • Minutes of the Ordinary Council Meeting held on 26 November 2024
  • Resolution moved by Cr Des Phelan, seconded by Cr Brett Cunningham.
  • Carried (as recorded at the Council Meeting held 17 December 2024).
• Impact: Provides formal approval of Council’s official historical record, enabling continuity for governance, transparency, and follow-up actions.
• Next steps: The confirmed minutes remain the official record and are used for reference in subsequent Council decisions and reporting.

Adopted 2025 Council Meeting Schedule and Audit & Risk Committee Dates

• Context: Council reviewed and confirmed the calendar for scheduled Council meetings and Audit & Risk Committee meetings for 2025.
• Details:
  • Council adopted a schedule for Scheduled Council Meetings (time 6:00pm) and Audit & Risk Committee Meetings (time 9:00am).
  • Scheduled Council Meetings (2025):
    • Tuesday 25 February 2025 — 6:00pm — Bannockburn
    • Tuesday 25 March 2025 — 6:00pm — Linton
    • Tuesday 1 April 2025 (Budget Submissions) — 6:00pm — Bannockburn
    • Tuesday 22 April 2025 — 6:00pm — Bannockburn
    • Tuesday 27 May 2025 — 6:00pm — Smythesdale
    • Tuesday 24 June 2025 — 6:00pm — Bannockburn
    • Tuesday 22 July 2025 — 6:00pm — Smythesdale
    • Tuesday 26 August 2025 — 6:00pm — Bannockburn
    • Tuesday 23 September 2025 — 6:00pm — Smythesdale
    • Tuesday 28 October 2025 — 6:00pm — Bannockburn
    • Tuesday 11 November 2025 (Mayoral Election) (Note: Remembrance Day) — 6:00pm — Bannockburn
    • Tuesday 25 November 2025 — 6:00pm — Linton
    • Tuesday 16 December 2025 (Note: 3rd Tuesday due to Christmas) — 6:00pm — Bannockburn
  • Audit & Risk Committee Meetings (2025):
    • Tuesday 11 February 2025 — 9:00am — Bannockburn
    • Tuesday 13 May 2025 — 9:00am — Bannockburn
    • Tuesday 9 September 2025 — 9:00am — Bannockburn
    • Tuesday 11 November 2025 — 9:00am — Bannockburn
  • Motion: moved by Cr Helena Kirby, seconded by Cr Brett Cunningham.
  • Note from minutes: the motion was lost after a division (In favour: Crs Helena Kirby, Brett Cunningham; Against: Crs Owen Sharkey, Sarah Hayden, Emma Robbins, Des Phelan; LOST 2–4).
• Impact: Establishes (or attempts to establish) predictable meeting dates for residents, stakeholders, and councillors; however, the recorded division indicates the schedule was not adopted at that time.
• Next steps: The Council would need to address the outcome of the lost motion (e.g., reconsideration or alternative scheduling process) following the recorded result.

Noted Quarter 1 Finance Report (Period Ending 30 September 2024)

• Context: Council reviewed financial performance and position for the first quarter of the 2024–25 financial year.
• Details:
  • Quarter 1 Finance Report covers three months from 1 July to 30 September 2024.
  • The report compares Council’s adopted budget and forecast, including budget carry forwards from 2023–24 and additional funding received to complete projects.
  • Resolution: Council noted the Quarter 1 Finance Report.
  • Moved by Cr Brett Cunningham, seconded by Cr Emma Robbins.
  • Carried.
• Impact: Improves financial transparency for the community and supports informed decision-making on budgets, forecasts, and capital project progress.
• Next steps: The Quarter 1 reporting becomes part of Council’s ongoing financial monitoring cycle leading into subsequent quarterly updates.

Adopted Revised Consultation Meeting Policy and Procedure for Statutory Planning

• Context: Council reviewed overdue operational policies within the Statutory Planning division to ensure current guidance for how consultation is conducted.
• Details:
  • Three statutory planning operational policies were identified as overdue for renewal:
    • Consultation Meeting Policy (and associated procedure)
    • Advertised Planning Applications Policy (and associated procedure)
    • Statutory Planning Fee Waiver and Rebate Policy
  • Council adopted revised documents with minimal changes to the consultation materials:
    • Consultation Meeting Policy (Attachment 1)
    • Consultation Meeting Procedure (Attachment 2)
  • Resolution also included rescinding other policies (see next item), but for this decision specifically: the revised consultation policy/procedure were adopted.
  • Resolution moved by Cr Brett Cunningham, seconded by Cr Owen Sharkey.
  • Carried.
• Impact: Strengthens consistency and clarity in how Council consults with the community regarding statutory planning matters.
• Next steps: The revised policy and procedure take effect as Council’s operational guidance for statutory planning consultation activities.

Rescinded Advertised Planning Applications Policy/Procedure and Fee Waiver/Rebate Policy

• Context: Council determined that certain statutory planning operational policies were administrative in nature and should be replaced as organisational policies rather than retained in their existing statutory planning policy form.
• Details:
  • Council rescinded the following:
    • Advertised Planning Applications Policy (Attachments 3 and 4)
    • Statutory Planning Fee Waiver and Rebate Policy (Attachment 5)
  • Resolution: rescission was carried alongside adoption of the revised consultation policy/procedure.
  • Moved by Cr Brett Cunningham, seconded by Cr Owen Sharkey.
  • Carried.
• Impact: Removes outdated/overdue administrative policy instruments and supports clearer governance by transitioning them into organisational policy frameworks.
• Next steps: The rescinded policies would be replaced through the organisational policy process (as referenced in the report), with updated documents issued accordingly.

Received and Noted Delegates’ Report and Informal Meetings of Councillors Records

• Context: Council regularly receives updates from councillors on delegated activities and records informal meetings in line with governance rules.
• Details:
  • Council received and noted the Delegates’ Report and Informal Meetings of Councillors records.
  • The report includes records of informal meetings as defined under Rule 1 of Chapter 5 of Council’s Governance Rules.
  • Mandatory boards/committees/events listed in the report included (as shown in minutes):
    • 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
    • Council Meeting, Strategic Briefing, Councillor Briefing and Portfolio Meetings
  • Resolution moved by Cr Emma Robbins, seconded by Cr Brett Cunningham.
  • Carried.
• Impact: Enhances accountability by documenting councillor engagement and delegated representation for community awareness.
• Next steps: The records remain part of Council’s governance documentation for the month covered by the report and inform future reporting cycles.

Community Impact

• Residents (Teesdale and wider Shire): Citizen Recognition Award presented to local inline hockey player Piper Flett, highlighting youth participation and encouraging community support for junior sport
• Residents across Golden Plains Shire: Adoption of the 2025 Council meeting schedule (dates/times/locations), affecting when residents can attend meetings and provide input
• Planning applicants and affected residents: Revised Consultation Meeting Policy and Procedure changes how statutory planning consultation meetings are run, potentially altering timing, format, and community engagement for planning matters
• Planning applicants and affected residents: Advertised Planning Applications Policy and Procedure rescinded and replaced with organisational policies, which may change the administrative process for advertising planning applications
• Residents seeking planning fee relief: Statutory Planning Fee Waiver and Rebate Policy rescinded and replaced with organisational policies, potentially affecting how fee waivers/rebates are requested and assessed
• Community members and stakeholders: Council noted the Quarter 1 Finance Report and capital project updates (as at 30 Sept 2024), which can influence expectations about delivery timelines and funding priorities for local projects

Other Notable Items

• Citizen Recognition Award presented to Piper Flett for inline hockey representation at nationals.
• Council meeting dates 2025 schedule discussed; motion to adopt schedule was lost (2–4).
• Quarter 1 Finance Report noted; includes capital projects update as at 30 September 2024.
• Statutory Planning operational policies reviewed: consultation policy renewed; others rescinded/replaced.
• Delegates’ report noted councillor attendance at multiple boards and community engagement events.

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 document workflow/signing: “Docusign Envelope ID: CFD1564B-0A8D-46E8-AFBD-DB1996FAA294”

Key Decisions & Outcomes

• Confirmed minutes of the 22 October 2024 Ordinary Council Meeting.
• Endorsed Amplitel/Telstra 30-year Meredith Works Depot lease for public consultation.
• Adopted revised Instrument of Appointment and Authorisation under the Planning and Environment Act.
• Approved the Audit and Risk Committee Charter (with minor administrative updates).
• Noted Council Plan 2021–2025 Year 4 Quarter 1 implementation progress.
• Noted 2024 Local Government Community Satisfaction Survey results.

Detailed Descriptions

Confirmed minutes of the 22 October 2024 Ordinary Council Meeting

• Context: Council considered the formal confirmation of the minutes from the previous Ordinary Council Meeting held on 22 October 2024.
• Details:
  • Meeting where confirmation occurred: Ordinary Council Meeting, Tuesday 26 November 2024 (6.00pm).
  • Venue: The Well, 19 Heales Street, Smythesdale.
  • Resolution moved: Cr Brett Cunningham; seconded: Cr Lachlan Glen.
  • Decision: “That the minutes of the Ordinary Council Meeting held on 22 October 2024 be confirmed.”
• Impact: Confirms the official record of Council deliberations and decisions from 22 October 2024, enabling continuity in governance and implementation of actions arising from that meeting.
• Next steps: The confirmed minutes remain the authoritative record and are used for reference in subsequent Council business and reporting.

Endorsed Amplitel/Telstra 30-year Meredith Works Depot lease for public consultation

• Context: Council officers developed a Heads of Agreement with Amplitel Pty Ltd (acting on behalf of Telstra) for a telecommunications lease at the Meredith Council Works Depot. Because the proposed lease exceeds 10 years, Council must undertake community consultation under the Local Government Act 2020.
• Details:
  • Meeting: Tuesday 26 November 2024.
  • Proposal: Lease a portion of land within the boundary of the Golden Plains Shire Council Meredith Works Depot.
  • Lease term: 30 years.
  • Resolution moved: Cr Brett Cunningham; seconded: Cr Des Phelan.
  • Decision: Council endorsed presenting the proposal for community consultation.
• Impact: Enables improved telecommunications infrastructure planning for the Meredith area and supports transparent community input before Council considers final approval to execute the lease.
• Next steps: After the community consultation process is completed, Council will return to consider approval to execute the 30-year lease.

Adopted revised Instrument of Appointment and Authorisation under the Planning and Environment Act

• Context: Council must appoint and authorise authorised officers under the Planning and Environment Act 1987 via Council resolution (this cannot be delegated). The Instrument was last reviewed and adopted in February 2024 and has now been updated following staff changes.
• Details:
  • Meeting: Tuesday 26 November 2024.
  • Legislative basis: s147(4) of the Planning and Environment Act 1987.
  • Purpose of revision: remove staff members who have left Council; update the list of authorised officers as shown in Attachment 1.
  • Resolution moved: Cr Lachlan Glen; seconded: Cr Brett Cunningham.
  • Key terms of decision:
    • Appoints and authorises staff listed in Attachment 1.
    • CEO authorised to sign the Instrument.
    • Instrument comes into force immediately upon CEO signature and remains until varied or revoked by Council.
    • Previous Instrument dated 26 March 2024 is revoked.
• Impact: Ensures Council’s planning and enforcement authorisations remain current and legally effective, supporting ongoing regulatory functions and compliance under the Act.
• Next steps: The CEO signs the revised Instrument, which becomes effective immediately upon signing, and the previous 26 March 2024 Instrument is formally revoked.

Approved the Audit and Risk Committee Charter (with minor administrative updates)

• Context: Following annual review by the Audit and Risk Committee, the Charter is required to be presented to Council for approval. The Audit and Risk Committee reviewed the Charter at its meeting held on 8 October 2024 and identified minor administrative corrections.
• Details:
  • Meeting: Tuesday 26 November 2024.
  • Audit and Risk Committee review date: 8 October 2024.
  • Nature of changes: minor administrative corrections (already made).
  • Resolution moved: Cr Owen Sharkey; seconded: Cr Brett Cunningham.
  • Decision: Council approves the Audit and Risk Committee Charter as recommended by the Audit and Risk Committee.
• Impact: Strengthens governance and oversight by ensuring the Charter accurately reflects current administrative and committee requirements, supporting effective audit and risk management.
• Next steps: The approved Charter is implemented for ongoing use by the Audit and Risk Committee and reported against in future governance cycles.

Noted Council Plan 2021–2025 Year 4 Quarter 1 implementation progress

• Context: Council received an update on progress implementing Year 4, Quarter 1 actions of the Council Plan 2021–2025.
• Details:
  • Meeting: Tuesday 26 November 2024.
  • Reporting period: 1 July 2024 to 30 September 2024.
  • Resolution moved: Cr Helena Kirby; seconded: Cr Brett Cunningham.
  • Decision: Council notes the implementation of the Year 4, Quarter 1 actions of the Council Plan 2021–2025.
• Impact: Provides transparency to the community and Council on delivery progress against strategic priorities, supporting accountability for planned outcomes.
• Next steps: Continued reporting through subsequent quarters (Year 4, Quarter 2 and beyond) as part of the Council Plan implementation cycle.

Noted 2024 Local Government Community Satisfaction Survey results

• Context: Council considered the 2024 Local Government Community Satisfaction Survey (CSS) results coordinated by Local Government Victoria (LGV). Council had previously resolved to publish results and present them to Council.
• Details:
  • Meeting: Tuesday 26 November 2024.
  • Resolution moved: Cr Owen Sharkey; seconded: Cr Lachlan Glen.
  • Survey publication date on Council’s website: 17 July 2024.
  • Council meeting reference for publication requirement: in accordance with a scheduled Council meeting resolution dated 25 July 2023.
  • CSS process context: LGV coordinates a statewide CSS process; the survey presented the views of 400 municipalities during the 2023/24 financial year.
  • Decision: Council notes the 2024 CSS results.
• Impact: Helps Council understand community sentiment and service satisfaction, informing future planning, prioritisation, and service improvement efforts.
• Next steps: Use the noted results to guide ongoing service delivery and future Council Plan implementation, with further reporting as required in subsequent governance cycles.

Community Impact

• Meredith residents: Community consultation process for a proposed 30-year lease of land at the Meredith Council Works Depot to Amplitel/Telstra for telecommunications infrastructure
• Residents across Golden Plains (especially Smythesdale/Scarsdale/Ross Creek/Linton/Haddon/Smythes Creek): Ongoing regional advocacy through G21 and the Greater Ballarat Alliance to pursue transport and other state/federal priorities that may affect local services and infrastructure
• People with disability and limited mobility (and their families): International Day of People with Disability event on 3 December 2024 in Bannockburn, with a pathway to request support to reduce travel/access barriers (via Council’s Community Inclusion Team)
• Meredith township residents and future landowners: Continued requirement for onsite wastewater management approvals supported by Land Capability Assessments, affecting whether development is permitted on smaller/“high risk” lots until sewerage is available
• Coolebarghurk Creek catchment residents: Council’s role in minimising stormwater waste entering the waterway and supporting regulation of domestic wastewater to reduce environmental and health risks to the creek
• Planning and development applicants/residents: Updated authorisation of Planning & Environment Act officers (Instrument of Appointment and Authorisation) enabling enforcement/decision-making to continue under current staffing arrangements

Other Notable Items

• Public concern raised about G21 benefits for Smythesdale and surrounding communities.
• Accessibility issue raised: request to hold International Day of People with Disability outside Bannockburn.
• Meredith wastewater development concerns: questions about limiting small-lot housing before sewerage.
• General Environmental Duty discussion: roles for failing onsite wastewater and Coolebarghurk Creek health.
• Future item: report to Council on prior-term committees (landfill monitoring, fire management, Timber Towns, financial counselling).

Tech & Innovation Notes

• Online publication / digital access
  Council agendas and minutes available online at www.goldenplains.vic.gov.au; community satisfaction survey report published on Council’s website.
• Digital workflow / e-signature
  Minutes reference Docusign Envelope ID (digital signing of documents).
• Event registrations via online platform
  Registrations for the disability event mentioned as available through Eventbrite (and via phone).
• Telecommunications / infrastructure (potential digital services)
  Proposal for Amplitel Pty Ltd (acting on behalf of Telstra) to lease land for a 30-year arrangement at the Meredith Council Works Depot.
• Council Plan / digital transformation context (program implementation)
  Reporting on Council Plan 2021–2025 implementation (Quarter 1 actions), though specific digital initiatives are not detailed in the excerpt.

Key Decisions & Outcomes

• Set Mayor and Deputy Mayor term for 2024/25 to one year until Nov 2025 elections.
• Elected Cr Sarah Hayden as Mayor for the 2024/25 term.
• Resolved not to establish the Deputy Mayor position for the coming term.
• Received signed councillor oaths/affirmations for the newly elected councillors.
• Acknowledged and thanked former councillors for their service (Les Rowe, Gavin Gamble, Clayton Whitfield, Ian Getsom).

Detailed Descriptions

Set Mayor and Deputy Mayor term for 2024/25 to one year until Nov 2025 elections

• Context: Council needed to confirm whether the Mayor (and Deputy Mayor, if established) would serve a one-year or two-year term for 2024/25 under the Local Government Act 2020.
• Details: On Tuesday 19 November 2024, Council resolved (Moved: Cr Des Phelan; Seconded: Cr Brett Cunningham) that the term of Mayor and, if established, Deputy Mayor for 2024/25 would be one (1) year, running until the next scheduled Council Meeting for the Mayoral Elections in November 2025.
• Impact: Provides clear leadership continuity while aligning the Mayor’s term with the next scheduled Mayoral election timeframe.
• Next steps: The Mayor (and Deputy Mayor, if later established) continues in office until the November 2025 Mayoral election meeting.

Elected Cr Sarah Hayden as Mayor for the 2024/25 term

• Context: Nominations for Mayor were required ahead of the 19 November 2024 Council meeting, and the election was conducted in line with Council’s Governance Rules and the Local Government Act 2020.
• Details: Nominations closed at 5:00pm Thursday 14 November 2024. Two nominations were received:
  • Cr Brett Cunningham (votes received: Cr Cunningham, Cr Kirby)
  • Cr Sarah Hayden (votes received: Cr Hayden, Cr Sharkey, Cr Glen, Cr Phelan, Cr Robbins)
    A majority of Councillors voted to elect Cr Sarah Hayden as Mayor for 2024/25. Cr Hayden assumed the Chair during the meeting and delivered her Mayor’s speech on 19 November 2024.
• Impact: Establishes Cr Hayden as the community leadership figure for the 2024/25 term, guiding Council priorities and decision-making.
• Next steps: Cr Hayden continues as Mayor through the one-year term ending at the November 2025 Mayoral election meeting.

Resolved not to establish the Deputy Mayor position for the coming term

• Context: Under the Local Government Act 2020, Council could choose to establish an office of Deputy Mayor, but it was not compulsory.
• Details: At the 19 November 2024 meeting, Council considered whether to establish the Deputy Mayor position. The alternative motion was carried:
  • Moved: Cr Owen Sharkey
  • Seconded: Cr Lachlan Glen
  • Resolution: Council resolved not to establish the office of Deputy Mayor for the coming term.
• Impact: Removes the Deputy Mayor role from the 2024/25 governance structure, meaning there is no formal Deputy Mayor to act in that capacity for the term.
• Next steps: The subsequent Deputy Mayor election item lapsed because the position was not established (as recorded in item 5.4).

Received signed councillor oaths/affirmations for the newly elected councillors

• Context: After the 2024 Council elections, newly elected councillors were required to take and sign an oath or affirmation of office, and Council needed to formally receive these documents.
• Details: Council received signed oaths/affirmations taken on Tuesday 12 November 2024 for:
  • Cr Lachlan Glen
  • Cr Sarah Hayden
  • Cr Des Phelan
  • Cr Brett Cunningham
  • Cr Emma Robbins
  • Cr Helena Kirby
  • Cr Owen Sharkey
    Resolution was moved by Cr Brett Cunningham and seconded by Cr Des Phelan on 19 November 2024.
• Impact: Confirms the legal/official commencement of the newly elected councillors’ term and supports transparent governance.
• Next steps: No further action was required beyond Council formally receiving the signed oaths/affirmations; councillors proceed with their duties for the term.

Acknowledged and thanked former councillors for their service (Les Rowe, Gavin Gamble, Clayton Whitfield, Ian Getsom)

• Context: Council recognised that some councillors from the 2020–2024 term did not return for the 2024–2028 term and that it was appropriate to acknowledge their service.
• Details: On 19 November 2024, Council resolved (Moved: Cr Lachlan Glen; Seconded: Cr Owen Sharkey) to acknowledge and thank:
  • Les Rowe
  • Gavin Gamble
  • Clayton Whitfield
  • Ian Getsom
    for their service as councillors during the previous term (2020–2024).
• Impact: Strengthens community trust and reinforces a culture of recognition and continuity in local government.
• Next steps: The acknowledgement is recorded in the minutes; no further procedural steps were noted.

Community Impact

• Residents (governance): Mayor term set for 1 year (2024/25) ending at the next scheduled mayoral elections in November 2025
• Residents (leadership representation): Sarah Hayden elected as Mayor for 2024/25, shaping council priorities and public leadership for the term
• Residents (council roles): Deputy Mayor position not established for 2024/25, reducing formal deputy leadership coverage during the year
• Residents (public access): Council meeting continues to be livestreamed and open to the public, improving access to local government decision-making
• Residents (accountability): Councillors’ oaths/affirmations received, reinforcing formal compliance with governance and ethical obligations for the 2024–28 term
• Residents (community recognition): Former councillors formally acknowledged and thanked, maintaining continuity and community engagement with past council service

Other Notable Items

• Community voice and concerns prioritised in Mayor Sarah Hayden’s opening address.
• Deputy Mayor office not established; election item lapsed after motion carried.
• Term of Mayor/Deputy Mayor set for one year until November 2025 elections.
• Council thanked outgoing and former councillors for service (Les Rowe, Gavin Gamble, Clayton Whitfield, Ian Getsom).
• Next council meeting scheduled for 26 November 2024 (minutes to be confirmed).

Tech & Innovation Notes

• Council meeting livestreamed in accordance with Council’s Governance Rules (online viewing of the meeting)
• Agendas & Minutes available online at www.goldenplains.vic.gov.au
• Use of Docusign (Docusign Envelope IDs referenced in the minutes) for document signing/management

Key Decisions & Outcomes

• Confirmed minutes of the 10 September 2024 Ordinary Council Meeting.
• Received and noted delegates’ reports and councillors’ informal meeting records.
• Noted and authorised certification of 2023/24 annual financial statements and performance statement.
• Authorised Mayor and CEO to certify the Governance and Management checklist.
• Approved the Golden Plains Shire Council Annual Report 2023/24.

Detailed Descriptions

Confirmed minutes of the 10 September 2024 Ordinary Council Meeting

• Context: Council considered whether the record of proceedings from the Ordinary Council Meeting held on 10 September 2024 should be formally confirmed at the subsequent meeting.
• Details: At the Council Meeting held on 22 October 2024 (6.00pm) at the Golden Plains Civic Centre, Council Chambers, 2 Pope Street, Bannockburn, Council passed the following resolution:
  • Moved: Cr Clayton Whitfield
  • Seconded: Cr Helena Kirby
  • Resolution: “That the minutes of the Ordinary Council Meeting held on 10 September 2024 be confirmed.”
  • Outcome: Carried (no division recorded in the minutes for this item).
• Impact: Confirms the official and authoritative record of Council’s decisions and discussions from 10 September 2024, supporting transparency and governance continuity.
• Next steps: The confirmed minutes remain the official record; the minutes of the 22 October 2024 meeting were later confirmed on 26 November 2024.

Received and noted delegates’ reports and councillors’ informal meeting records

• Context: Councillors were required to receive and note reports detailing their delegated committee/board attendance and records of informal councillor meetings, as defined under Council Governance Rules.
• Details: At the 22 October 2024 Council Meeting, Council considered item 7.1 Delegates’ Reports & Informal Meetings of Councillors Records. The report noted that Council had been in the Election Period since 17 September 2024, limiting councillor functions and engagement to ensure a fair and equitable election.
  • Moved: Cr Clayton Whitfield
  • Seconded: Cr Helena Kirby
  • Resolution: “That Council receive and note the Delegates’ Reports and Informal Meetings of Councillors for the past month.”
  • Outcome: Carried 7/0
    • In favour: Crs Gavin Gamble, Helena Kirby, Brett Cunningham, Owen Sharkey, Ian Getsom, Les Rowe, Clayton Whitfield
    • Against: Nil
• Impact: Ensures accountability to the community by formally recording councillor representation and informal meeting activity during the month, even with election-period restrictions.
• Next steps: The “receive and note” outcome means the records are accepted for the record; no further action was specified in the minutes beyond noting at the meeting.

Noted and authorised certification of 2023/24 annual financial statements and performance statement

• Context: Council’s annual financial statements and performance statement for the year ended 30 June 2024 were prepared by officers, audited by the Victorian Auditor-General’s Office (VAGO), and reviewed by the Audit and Risk Committee prior to certification.
• Details: At the 22 October 2024 Council Meeting, Council considered item 7.2 Annual Financial Statements and Performance Statement for signing. Key process details included:
  • VAGO financial audit visit: 3–13 September 2024
  • Audit and Risk Committee review: 8 October 2024
  • The performance statement includes results for 2023/24 and 2022/23, with materiality thresholds used to explain variances.
  • Resolution (carried with a division):
    • Moved: Cr Helena Kirby
    • Seconded: Cr Clayton Whitfield
    • Council decisions included:
      1. Noted the annual Financial Statements and Performance Statement for the year ended 30 June 2024 (attached).
      2. Noted the Audit and Risk Committee recommendation that the final audited statements be certified on behalf of Council in accordance with Section 99 of the Local Government Act 2020 by Cr Brett Cunningham (Mayor) and Cr Owen Sharkey.
      3. Authorised the Mayor and Cr Sharkey to certify the annual Financial Statements and Performance Statement for the year ended 30 June 2024.
      4. Authorised the Mayor and Chief Executive Officer to certify the Governance and Management checklist.
  • Outcome: Carried 6/1
    • In favour: Crs Gavin Gamble, Helena Kirby, Brett Cunningham, Owen Sharkey, Ian Getsom, Clayton Whitfield
    • Against: Cr Les Rowe
• Impact: Enables timely compliance with statutory reporting requirements and ensures the audited financial and performance information is formally certified for public accountability.
• Next steps: The authorised parties proceed with certification following the Council resolution; the Governance and Management checklist is also certified by the Mayor and CEO as authorised.

Authorised Mayor and CEO to certify the Governance and Management checklist

• Context: Under the Local Government (Planning and Reporting) framework, Council must prepare a Governance and Management checklist that is certified by the Mayor and Chief Executive Officer.
• Details: At the 22 October 2024 Council Meeting (item 7.2), Council included authorisation within the resolution for certification of the checklist:
  • Resolution component: “Authorises the Mayor and Chief Executive Officer to certify the Governance and Management checklist.”
  • The authorisation was part of the motion moved by Cr Helena Kirby and seconded by Cr Clayton Whitfield.
  • Outcome: Carried 6/1 (same division recorded for item 7.2): Against Cr Les Rowe.
• Impact: Confirms Council’s governance compliance and supports assurance that required governance reporting elements have been reviewed and certified at the executive level.
• Next steps: The Mayor and CEO complete certification of the Governance and Management checklist following the Council decision, in line with statutory requirements.

Community Impact

• Residents (governance/oversight): Council approved the 2023/24 Annual Financial Statements and Performance Statement following VAGO audit, supporting transparent reporting of Council finances and service performance
• Residents (accountability): Mayor and Chief Executive Officer authorised to certify the financial statements and governance/management checklist, strengthening compliance with Local Government Act reporting requirements
• Residents (service delivery outcomes): Council approved the 2023/24 Annual Report, which publicly sets out Council achievements and performance against the Council Plan 2021–2025 community outcomes
• Residents (public access to information): Annual Report availability for inspection at Council offices and on the Council website before/around Election Day 26 October 2024
• Residents (election period engagement): Councillor engagement and ordinary business processes were limited due to the election period policy from 17 September 2024, potentially reducing community-facing councillor activities during that time

Other Notable Items

• Election Period limited councillor engagement opportunities since 17 September 2024.
• VAGO audit occurred 3–13 September 2024; Audit and Risk Committee reviewed on 8 October.
• Annual Report 2023/24 required presentation before Election Day 26 October.
• Mayor thanked councillors for service at end of council term.
• Next council meeting scheduled for 6.00pm Tuesday 19 November 2024.

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”
• Public notification/availability of the Annual Report via the Council’s website (in addition to Council offices)
• Use of digital document signing/workflow: Docusign Envelope IDs referenced for meeting minutes and certification documents

Key Decisions & Outcomes

• Confirmed minutes of 27 August 2024 ordinary and confidential council meetings
• Received and noted delegates report and councillor informal meeting records
• Adopted Audit and Risk Committee minutes (13 August 2024) and biannual report (Feb/May 2024)
• Directed CEO to identify funding and initiate preparation of an Open Space Strategy
• Supported and requested Minister authorisation for Planning Scheme Amendment C105gpla (Ormond Street rezoning)
• Carried motion to prepare a report on a Developer–Councillor Contact Register

Detailed Descriptions

Confirmed minutes of 27 August 2024 ordinary and confidential council meetings

• Context: At the 10 September 2024 Council Meeting, Council was required to confirm the minutes from the previous meeting held on 27 August 2024 (both ordinary and confidential sessions).
• Details:
  • Resolution moved by: Cr Ian Getsom
  • Seconded by: Cr Helena Kirby
  • Motion: confirmation of minutes of the Ordinary Council Meeting and the minutes of the Confidential Meeting held on 27 August 2024
  • Result: CARRIED
• Impact: Provides formal approval of Council’s prior decisions and recorded proceedings, ensuring governance continuity and an auditable record for both public and confidential deliberations.
• Next steps: The confirmed minutes remain the official record; the 10 September 2024 minutes themselves were later confirmed at the 22 October 2024 Council Meeting.

Received and noted delegates report and councillor informal meeting records

• Context: Council receives a standing report at each meeting summarising councillor attendance at delegated boards/committees/meetings and records of informal meetings (per Council governance rules).
• Details:
  • Item: 7.1 Delegates Report & Informal Meetings of Councillors Records
  • Coverage period: past two weeks
  • Mandatory boards/committees/meetings listed included:
    • 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
  • Resolution moved by: Cr Gavin Gamble
  • Seconded by: Cr Helena Kirby
  • Result: CARRIED
• Impact: Improves transparency and community confidence by documenting councillor engagement and representation across key governance and community forums.
• Next steps: The report is recorded as received/noted; councillors continue to provide updates at subsequent Council meetings.

Adopted Audit and Risk Committee minutes (13 August 2024) and biannual report (Feb/May 2024)

• Context: Council considered Audit and Risk Committee materials to ensure oversight of risk management, internal controls, and governance reporting.
• Details:
  • Item(s) resolved en bloc under an “en bloc resolution”:
    • 7.2 Audit and Risk Committee Meeting Minutes – 13 August 2024
    • 7.3 Audit and Risk Committee Biannual Report (February and May 2024)
  • Moved by: Cr Owen Sharkey
  • Seconded by: Cr Ian Getsom
  • Result: CARRIED
• Impact: Strengthens governance assurance by formally adopting the committee’s minutes and biannual reporting, supporting informed decision-making across Council.
• Next steps: The adopted audit/risk outputs guide ongoing governance processes; the committee continues reporting at future cycles.

Directed CEO to identify funding and initiate preparation of an Open Space Strategy

• Context: Council requires a public Open Space Strategy to set strategic direction for public open space and to support planning scheme amendments where funding/contributions beyond the default 5% are sought.
• Details:
  • Item: 7.4 Open Space Strategy
  • Resolution moved by: Cr Gavin Gamble
  • Seconded by: Cr Helena Kirby
  • Council direction to CEO:
    • identify Council and external funding opportunities
    • initiate preparation of an Open Space Strategy
  • Result: CARRIED
• Impact: Positions Council to better plan and justify open space provision and to enable future planning decisions requiring greater public open space contributions where needed.
• Next steps: CEO to commence funding identification and begin strategy preparation; subsequent steps would typically include drafting, consultation (as required), and bringing the strategy back for Council consideration.

Supported and requested Minister authorisation for Planning Scheme Amendment C105gpla (Ormond Street rezoning)

• Context: An application was made to rezone land in Bannockburn to enable residential development consistent with local planning direction.
• Details:
  • Item: 7.5 Authorisation of Planning Scheme Amendment C105gpla – Rezoning Ormond Street, Bannockburn
  • Land affected: 5, 20, 25 & 30 Ormond Street, Bannockburn
  • Proposed rezoning:
    • from Farming Zone
    • to General Residential Zone 1
  • Planning overlay: Development Plan Overlay Schedule 19
  • Resolution:
    • Moved by: Cr Helena Kirby
    • Seconded by: Cr Gavin Gamble
    • Council resolved to:
      1. Support preparation and exhibition of Planning Scheme Amendment C105gpla to rezone the above land and apply DPO Schedule 19
      2. Request the Minister for Planning to authorise the preparation and exhibition of Amendment C105gpla
  • Result: CARRIED
• Impact: Enables the formal planning pathway for rezoning, which can facilitate housing supply and land-use change in the Ormond Street precinct while aligning with township and growth plan direction.
• Next steps: Subject to Minister authorisation, the amendment proceeds to preparation and exhibition; submissions and further assessment follow the exhibition period.

Carried motion to prepare a report on a Developer–Councillor Contact Register

• Context: Councillor Gavin Gamble gave notice of a motion seeking a future report for Council consideration on whether a Developer–Councillor Contact Register should be implemented, including governance, reform alignment, and privacy considerations.
• Details:
  • Notice of motion and motion item: Developer–Councillor Contact Register
  • Motion proposer: Councillor Gavin Gamble
  • Seconded by: Councillor Helena Kirby
  • Motion required a report including:
    • merit (or otherwise) of implementing a Developer–Councillor Contact Register
    • benchmarking against select other Victorian Councils
    • relationship to State Government Local Government Reform, Local Government Inspectorate requirements, and Sandon Report recommendations
    • how the process would address privacy concerns
  • Result: CARRIED (4/3 division)
    • In favour: Crs Gavin Gamble, Helena Kirby, Brett Cunningham, Clayton Whitfield
    • Against: Crs Les Rowe, Owen Sharkey, Ian Getsom
• Impact: Sets up a structured governance review of transparency and conflict-of-interest/contact management, potentially influencing future Council policy and public trust.
• Next steps: A report is to be prepared for future Council consideration (following the motion’s direction), with content addressing the specified governance and privacy issues.

Community Impact

• Bannockburn residents (Ormond Street precinct): Planning Scheme Amendment C105gpla will be prepared and exhibited to rezone 5, 20, 25 & 30 Ormond Street from Farming Zone to General Residential Zone 1, enabling residential development
• Bannockburn residents: A Development Plan Overlay (Schedule 19) will be applied to the rezoned land, shaping future subdivision/building design and development conditions
• All Golden Plains Shire residents: Council will initiate preparation of a new Open Space Strategy to guide ongoing provision/function of public open space and support future planning decisions for open space contributions beyond the current default 5%
• Residents seeking new/expanded public open space: The Open Space Strategy will identify and justify opportunities for additional public open space funding or land contributions, potentially affecting where and how open space is delivered
• Community (public engagement and planning transparency): The Ormond Street rezoning process will involve preparation and exhibition of the amendment, creating formal opportunities for community submissions/feedback
• Residents/businesses in affected areas: Potential rezoning and subsequent development activity around Ormond Street may increase local traffic, construction impacts, and demand for services during development phases

Other Notable Items

• Public concern: residents questioned how rates are calculated and whether valuations are mass/computer generated.
• Public concern: rates rose ~40% despite falling land prices; councillors provided rate cap and valuation-allocation explanation.
• Open Space Strategy to be prepared, including funding opportunities and justification for planning scheme POS contributions.
• Planning scheme amendment progressed: C105gpla to rezone Ormond Street, Bannockburn, with Development Plan Overlay Schedule 19.
• Motion carried: future report on a Developer–Councillor Contact Register, including benchmarking and privacy considerations.

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”
• IT/data/valuation process (digital/automated aspect): rates/valuations described as a “mass valuation process” involving “computer generated”/data-driven valuation steps (physical and aerial inspections, land data, sales data).

Key Decisions & Outcomes

• Dispose of 66 Brooke Street, Smythesdale building via EOI; demolish if unsuccessful.
• Adopt amended Procurement Policy and Exemption Procedure (August 2024).
• Adopt revised Fraud and Corruption Control Policy (July 2024).
• Adopt updated Public Transparency Policy.
• Adopt Disability Action Plan Strategic Framework 2025–2029.
• Endorse Federation Bridge repairs (rescind full replacement decision).

Detailed Descriptions

Dispose of 66 Brooke Street, Smythesdale building via EOI; demolish if unsuccessful

• Context: Council acquired 66 Brooke Street, Smythesdale in July 2022 to assess its potential future use near the existing Council facility in Heales Street, Smythesdale. Subsequent assessments indicated the building is in poor condition and costly to repurpose.
• Details:
  • Location: 66 Brooke Street, Smythesdale
  • Building Condition Assessment: condition rating of 7 (“poor overall condition”); deterioration likely to limit serviceability; high maintenance costs
  • Estimated repurposing/refurbishment requirement: almost $600,000, exceeding the structure’s current value
  • Heritage Assessment: building was relocated from Haddon in the early 1970s; no redeeming heritage features meeting the threshold for protection
  • Council consultation and facility utilisation review undertaken to inform the disposal decision
  • Decision (carried 4/3):
    • Endorse disposal (Sale) via Expression of Interest (EOI)
    • If EOI is not successful: support demolition and removal
  • Alternative amendment adopted as part of the carried motion: suitable landscaping design and works post-demolition
• Impact: Reduces Council’s ongoing financial burden associated with retaining a deteriorating asset, while providing an opportunity for community/market use through EOI; if disposal fails, demolition and landscaping will address site condition and community amenity.
• Next steps:
  • Commence the EOI sale process for the building
  • If unsuccessful, progress to demolition and removal, including post-demolition landscaping works (timing dependent on EOI outcomes)

Adopt amended Procurement Policy and Exemption Procedure (August 2024)

• Context: Council reviewed its procurement framework to ensure continuous improvement and compliance, aligned with Victorian local government best practice procurement guidance and social procurement expectations.
• Details:
  • Decision date: 27 August 2024 (Council Meeting)
  • Resolution: Council adopted the amended Procurement Policy and Exemption Procedure
  • Document version: August 2024
• Impact: Strengthens procurement governance to support value for money and consistent decision-making, improving confidence for suppliers and the community in how Council spends public funds.
• Next steps:
  • Implement the updated policy and exemption procedure across Council procurement activities from the adoption date forward

Adopt revised Fraud and Corruption Control Policy (July 2024)

• Context: Council undertook a review of its Fraud and Corruption Control Policy to update references and align with changes to related legislation and documents.
• Details:
  • Decision date: 27 August 2024
  • Resolution: Council adopted the revised Fraud and Corruption Control Policy
  • Document version: July 2024
• Impact: Improves Council’s integrity framework by ensuring fraud and corruption controls remain current, strengthening risk management and public trust.
• Next steps:
  • Apply the revised policy to relevant Council systems, reporting, and control processes

Adopt updated Public Transparency Policy

• Context: The Public Transparency Policy was originally adopted in August 2020 and required review. The refresh focuses mainly on improving readability and structure.
• Details:
  • Decision date: 27 August 2024
  • Resolution: Council adopted the updated Public Transparency Policy
  • Key change focus: format/expression and order/flow of items to improve readability
• Impact: Enhances transparency practices and improves how residents can understand Council’s approach to public information and accountability.
• Next steps:
  • Publish/implement the updated policy for ongoing use in Council transparency processes

Adopt Disability Action Plan Strategic Framework 2025–2029

• Context: Following community consultation on the Draft Disability Action Plan (March–May 2024), Council prepared a Strategic Framework for 2025–2029 and sought public feedback through a four-week exhibition period.
• Details:
  • Community consultation (draft): March–May 2024
  • Councillor endorsement for exhibition: 18 June 2024 (endorsed draft for public exhibition)
  • Public exhibition period: four weeks, closing Friday 26 July 2024
  • Decision date: 27 August 2024
  • Resolution: Council adopted the new Disability Action Plan Strategic Framework 2025–2029
  • Legislative alignment: Disability Act 2006 (Section 38) requiring government organisations to have a Disability Action Plan (or similar)
  • Alignment to existing Council strategies: Council Plan, Community Vision 2040, Reconciliation Action Plan, and Municipal Public Health and Wellbeing Plan
• Impact: Provides a structured, community-informed roadmap to improve access, inclusion, and services for people with disabilities across Golden Plains Shire.
• Next steps:
  • Begin implementation of the Strategic Framework 2025–2029 and use it to guide future Council actions and reporting

Endorse Federation Bridge repairs (rescind full replacement decision)

• Context: In July 2023, Council supported full replacement of the Federation Pedestrian Bridge (subject to design outcomes). Tender pricing then exceeded budget, prompting reconsideration based on assessment findings.
• Details:
  • Location: Federation Pedestrian Bridge (Federation Bridge precinct referenced in report)
  • 18 July 2023 Council decision: supported full replacement pending design outcomes
  • Available construction budget for replacement: $350,000
  • Final design approved and tendered: prices well above the available budget
  • Bridge Assessment review outcome:
    • Major repairs valued at $325,000 can be undertaken within the available budget
    • Expected outcome: extends bridge life by 25 years
    • Maintains community access and supports planning for eventual replacement
  • Decision date: 27 August 2024
  • Resolution (carried 6/1):
    • Rescind the decision to replace the Federation Pedestrian Bridge
    • Proceed with repairs instead
    • Officers to inform the community of the change in direction
• Impact: Delivers a cost-effective improvement that restores/maintains safe access for the community while extending the bridge’s service life, reducing the likelihood of service disruption associated with delayed replacement.
• Next steps:
  • Prepare and progress the repair works based on the $325,000 repair scope
  • Communicate the change to the community (as requested in the resolution)

Community Impact

• Smythesdale residents: Sale via Expression of Interest of the building at 66 Brooke Street, with demolition/removal if no suitable buyer is found
• Bannockburn residents: Public consultation (online survey 28 Aug–16 Sep 2024) on the draft Integrated Water Management Plan affecting how growth impacts water cycle and waterways
• Inverleigh residents (King Road/Faulkner Road/Argyle Park area): Detailed design and construction of intersection lowering and associated drainage works to reduce flood impacts to properties
• Pedestrian and community users: Federation Pedestrian Bridge will proceed with major repairs (not full replacement), extending bridge life by ~25 years
• Shire-wide footpath users: Adoption of the Footpath Strategy 2024–2034 to guide a 10-year program for upgrading formal footpaths using a level-of-service framework and prioritisation matrix
• Golden Lake Road users and nearby property owners: Council will elevate priority and pursue federal funding for replacement of Golden Lake Road Bridge (Christies Bridge), potentially affecting access/road planning during any future works

Other Notable Items

• Public concerns about supporting intensive animal agriculture and avian flu risk raised by multiple residents.
• Discussion of potential barriers to endorsing the Plant Based Treaty; council said it hasn’t investigated barriers.
• Community consultation update: Disability Action Plan Strategic Framework 2025–2029 engagement closed; adoption followed.
• Future agenda items: briefing report requested on council amalgamation processes and legislative requirements.
• Federation Pedestrian Bridge direction changed: community notification requested after decision to proceed with repairs.

Tech & Innovation Notes

• Online digital platform / web publishing: Council agendas & minutes available online at www.goldenplains.vic.gov.au; community engagement summary uploaded to the “Have Your Say” Community Vision page on Council’s website.
• Digital consultation tool: Online survey planned for community consultation on the Bannockburn Integrated Water Management Plan (IWM) (Draft).
• IT/digital workflow mentioned: DocuSign used (multiple “Docusign Envelope ID” references).
• Policy/governance with potential cybersecurity/compliance relevance: Fraud and Corruption Control Policy review; Public Transparency Policy; Procurement Policy update (compliance/process improvements).
• Infrastructure/technical planning (not explicitly digital but technology-adjacent): Integrated Water Management Plan and drainage/flood modelling informing Inverleigh drainage improvement works.

Key Decisions & Outcomes

• Request GRLC prepare transition report for new enterprise business model approval.
• Adopt Environmental Health Services tender contract for three years, with extensions.
• Authorise Mayor to extend Interim CEO contract from 6 Aug to 1 Sep 2024.
• Issue Notice of Decision to grant planning permit for 25 Burns Street child care centre.
• Receive report on options to replace Golden Lake Road Bridge.
• Do not adopt Special Rates and Charges Policy at this stage.

Detailed Descriptions

Request GRLC prepare transition report for new enterprise business model approval

• Context: The Local Government Act 2020 requires regional library corporations to transition to a new enterprise business model by 30 June 2031. Geelong Regional Library Corporation (GRLC) has endorsed a preferred future model and requires member councils to consider transition details and approve the move.
• Details:
  • GRLC board endorsed a Company Limited by Guarantee as its preferred future enterprise model at its 15 February 2024 meeting.
  • Council resolved to request GRLC prepare a transition report for formal consideration by member councils at a future council meeting.
  • The transition report must:
    • Set out future governance arrangements and indicative cost impacts for member councils for delivery of library services under the new enterprise model.
    • Seek formal approval to transition to the new enterprise model.
• Impact: Provides transparency for Golden Plains Shire residents by clarifying how library governance and costs may change under the new enterprise structure before Council makes a formal approval decision.
• Next steps:
  • GRLC prepares the transition report following Council’s resolution.
  • The report is then presented to member councils for formal consideration at a future council meeting (timing to be determined by GRLC and Council scheduling).

Adopt Environmental Health Services tender contract for three years, with extensions

• Context: Golden Plains Shire Council delivers Environmental Health services (including food health, tobacco inspections, on-site wastewater management systems, and health premises). A tender process was undertaken to appoint a suitably qualified contractor.
• Details:
  • Tender: GPSC-RFT-03-2024 – Provision of Environmental Health Services
  • Contractor: Kernow Environmental Health Services Pty Ltd (ACN 070 348 999)
  • Anticipated cost: $1,550,000 (excl. GST) for an initial 3-year term
  • Contract commencement: 19 August 2024, or another date agreeable by all parties
  • Extensions: Options to extend by two additional three-year periods (i.e., up to a further 6 years total), subject to:
    • Contractor performance
    • Council’s ongoing need
  • Delegations:
    • CEO authorised to execute the contract and advise tenderers of Council’s decision.
    • CEO authorised to renew a term subject to market assessment, contractor performance, and Council needs.
• Impact: Ensures continuity and capacity of Environmental Health compliance and inspection services for the community, with performance-based extension options to maintain service quality.
• Next steps:
  • Contract execution by the CEO following Council’s resolution.
  • Service delivery begins 19 August 2024 (or agreed alternative date).
  • Future extension decisions will be assessed against performance, market conditions, and Council needs.

Authorise Mayor to extend Interim CEO contract from 6 Aug to 1 Sep 2024

• Context: Council appointed Michael Tudball as Interim CEO at its meeting on 23 April 2024, commencing 6 May 2024 for up to 9 months. Council then considered activating an extension to the interim arrangement.
• Details:
  • Interim CEO: Michael Tudball
  • Existing appointment: from 6 May 2024 for up to 9 months
  • Extension authorised:
    • From 6 August 2024
    • Through to and including 1 September 2024
  • Requirement: extension enacted by the Mayor with the agreement of Interim CEO Tudball
• Impact: Maintains leadership continuity and reduces operational risk during the transition period, ensuring Council can continue functioning effectively while interim arrangements are in place.
• Next steps:
  • Mayor enacts the extension contract period (6 Aug–1 Sep 2024) once agreement is confirmed with Interim CEO Tudball.
  • Interim CEO continues duties through 1 September 2024, unless further Council decisions are made.

Issue Notice of Decision to grant planning permit for 25 Burns Street child care centre

• Context: Council considered motions related to planning application P23246 for a child care centre at 25 Burns Street, Bannockburn. A rescission notice was followed by a decision notice to grant the permit subject to specified conditions.
• Details:
  • Planning permit application: P23246
  • Location: 25 Burns Street, Bannockburn
  • Resolution outcome: Council resolves to issue a Notice of Decision to Grant a Planning Permit for:
    • Use and development of the land for a child care centre and associated buildings and works
  • Planning scheme references: C1Z (Clauses 34.01-1 & 34.01-4) and 0009 (Clause 43.02-2)
  • Conditions: permit is subject to conditions attached to the report, including:
    • Amended plans before development starts:
      • Remove signage details from elevation plans or provide signage compliant with as-of-right requirements for Commercial 1 Zone
      • Annotate windows as double glazed
      • Replace steel picket fencing with acoustic fencing finished to match Colourbond southerly
    • New/inserted conditions:
      • Condition 29: acoustic fence erected before use commences; designed by a suitably qualified acoustic engineer; acoustic report endorsed by the Responsible Authority
      • Condition 30: acoustic fencing maintained at all times by the owner/operator
      • Condition 31: no external sound amplification equipment/loudspeakers for announcements/broadcast/music
  • Councillor procedural context:
    • Item 8.2 was a Notice of Recission (resolution passed 25 June 2024) followed by the decision to issue the Notice of Decision.
• Impact: Enables the proposed child care centre development at 25 Burns Street to proceed (subject to compliance with conditions), supporting local family services and community childcare capacity.
• Next steps:
  • Council issues the Notice of Decision with the attached conditions.
  • Applicant must submit amended plans for approval prior to development commencing.
  • Acoustic fencing and other condition requirements must be met before use and maintained thereafter.

Receive report on options to replace Golden Lake Road Bridge

• Context: Council received a notice of motion seeking a future report to consider replacement options for an identified bridge asset—supporting infrastructure planning and risk management.
• Details:
  • Motion: receive a report regarding options for replacement of Golden Lake Road Bridge
  • Location: Golden Lake Road Bridge (exact bridge/coordinates not specified in the minutes)
  • Resolution: Council agreed to receive the report at a future council meeting
• Impact: Prepares the community for potential bridge replacement by enabling Council to evaluate alternatives, costs, and timelines before committing to works.
• Next steps:
  • A report is prepared and presented to Council at a future council meeting (timing not specified in the minutes).

Community Impact

• Bannockburn residents (Burns Street area): Planning permit pathway for a child care centre at 25 Burns Street, including requirements for amended plans, double-glazing, acoustic fencing, and limits on external sound amplification
• Nearby residents (Bannockburn): Potential traffic and parking impacts around St Mary MacKillop Primary School prompting a Local Area Traffic Management (LATM) study and possible formalised car parking/drainage works in Burns Street
• Bannockburn residents (Milton Street area): Planning decision for a proposed child care centre at 21 Milton Street did not proceed as motions were lost/lapsed, meaning the permit outcome is not advanced under the listed motions
• Library users across the shire (and member councils): Transition planning for Geelong Regional Library Corporation to an alternative enterprise business model, which may change governance arrangements and indicative service costs over time
• Ratepayers/shire-wide property owners: Special Rates and Charges Policy adoption was not supported at this stage, affecting the Council’s ability to recover certain costs from specific property owners who benefit from works/services
• Food/tobacco/on-site wastewater premises (shires requiring environmental health services): Environmental Health Services contract awarded for an initial 3-year term from 19 August 2024, potentially affecting inspection arrangements and service delivery for regulated premises

Other Notable Items

• Large community opposition noted: 211 submissions opposed the draft Special Rates and Charges Policy.
• Bannockburn child care centre planning matter triggered multiple notices of rescission and motions.
• Proposed LATM study for Bannockburn Town Centre to be reported at September briefing day.
• Report requested on traffic/parking and drainage implications for Burns Street near St Mary MacKillop Primary School.
• Golden Lake Road Bridge replacement options to be reported at a future council meeting.

Tech & Innovation Notes

• Mentions of online access to council documents: agendas & minutes available online at www.goldenplains.vic.gov.au
• Digital planning documentation requirement: planning permit conditions specify a “digital copy” of amended plans must be provided
• Data collection for traffic study (digital/data-driven approach): proposed Local Area Traffic Management (LATM) Study includes data collection (traffic/parking conditions, surveys, crash history) and development of draft/final plans
• Library services transition (enterprise model governance change): Geelong Regional Library Corporation (GRLC) transition to an Alternative Enterprise Business Model (AEBM) by 2031 (governance/costing/transition planning)

Key Decisions & Outcomes

• Adopt the Golden Plains Shire Council Budget 2024–25 and associated rates/charges.
• Endorse revised Election Period Policy reflecting updated caretaker period dates.
• Move September 2024 Council meeting from 17 September to 10 September 2024.
• Adopt revised Consideration of Planning Applications Policy and Procedure.
• Grant planning permits for child care centres at 25 Burns St and 21 Milton St.
• Award Teesdale Don Wallace Oval upgrade tender and approve related budget adjustments.

Detailed Descriptions

Adopt the Golden Plains Shire Council Budget 2024–25 and associated rates/charges

• Context: Council is required to formally adopt the annual Budget and set the rates and charges for the financial year under the Local Government Act 2020, following public exhibition and consideration of submissions.
• Details:
  • Budget adopted: 2024–25 (adoption resolution at the 25 June 2024 Council meeting).
  • Public submissions: 30 written submissions received on the Draft Budget, considered at a Special Council Meeting on 4 June 2024.
  • Key budget changes after the draft stage:
    • $20,000 increase in funding to the Geelong Regional Library Corporation.
    • Additional funding updates:
      • $192,000 additional Financial Assistance Grant funding
      • $50,000 increase in Corporate Memberships
      • $75,000 Community Strengthening Grants
  • Total rates and charges intended to be raised (1 July 2024 – 30 June 2025):
    • $30,195,501 total (or greater amount lawfully levied)
      • General Rates (incl. supplementary rates and interest) via differential rates: $22,714,919
      • Municipal Charge (incl. on supplementary rates): $2,981,750
      • Annual service (garbage) charge: $4,498,832
  • Instalments / payment options for rates and charges:
    • 4 instalments due 30 Sep 2024, 30 Nov 2024, 28 Feb 2025, 31 May 2025
    • or lump sum due 15 Feb 2025
    • or 10 direct debit payments from 15 Sep 2024 to 15 Jun 2025
• Impact: Provides certainty for service delivery and community programs for 2024–25, and sets the official rates and charges framework that funds Council operations and services across the Shire.
• Next steps:
  • Rates and charges are levied and recovered under the Local Government Act framework following Council’s authorisations to finance officers.
  • The adopted Budget becomes the basis for delivering the 2024–25 financial plan and reporting through Council’s usual governance processes.

Endorse revised Election Period Policy reflecting updated caretaker period dates

• Context: Council must have an Election Period Policy under section 69 of the Local Government Act 2020, and it must reflect updated election/caretaker timing advised by the Victorian Electoral Commission (VEC).
• Details:
  • Council action: Endorsed the revised Election Period Policy at the 25 June 2024 meeting.
  • Trigger for revision: The Local Government Amendment (Governance and Integrity) Bill 2024 changed the close of the electoral roll date for the October 2024 election, affecting caretaker period dates.
  • Policy change: Updated to reflect the changed Caretaker Period dates (as advised by the VEC).
• Impact: Ensures Council operations during the election period remain compliant, fair, transparent, and consistent with caretaker arrangements.
• Next steps:
  • The revised policy is applied for Council decision-making and administration during the election period leading into October 2024.

Move September 2024 Council meeting from 17 September to 10 September 2024

• Context: The September 2024 Council meeting date in the approved schedule conflicted with the VEC’s announced commencement of the election period.
• Details:
  • Original scheduled date (approved in December 2023 schedule): Tuesday 17 September 2024
  • VEC election period commencement: Tuesday 17 September 2024
  • Council decision: Moved the September Council meeting to Tuesday 10 September 2024
• Impact: Maintains continuity of Council business while aligning meeting timing with election period requirements.
• Next steps:
  • The updated meeting date is published/communicated through Council’s governance calendar and meeting materials for September 2024.

Adopt revised Consideration of Planning Applications Policy and Procedure

• Context: Council’s planning applications consideration policy and procedure have been in place since July 2021 (amended April 2022) and required further review for governance consistency and best practice.
• Details:
  • Council action: Adopted the revised Consideration of Planning Applications Policy and Procedure (Attachments 1 and 2) at the 25 June 2024 meeting.
  • Review focus and key recommendations included:
    • Remove ability for “called-in” applications to be returned to officer delegation
    • Change reporting frequency for applications triggered under a Heritage Overlay
    • Provide delegation to officers where an application was determined by Council and is now being heard at VCAT
    • Additional administrative changes
• Impact: Improves transparency and consistency in how planning applications are considered and reported, supporting Councillors’ decision-making and public confidence in planning governance.
• Next steps:
  • The revised policy/procedure is implemented for subsequent planning application workflows and decision processes.

Grant planning permits for child care centres at 25 Burns St and 21 Milton St

• Context: Council considered two separate planning permit matters for child care centres in Bannockburn: P23246 (25 Burns St) and P23255 (21 Milton St).
• Details:
  • P23246 – 25 Burns St, Bannockburn (Child care centre)
    • Council decision: Issue a Notice of Decision to Grant a Planning Permit
    • Planning framework referenced: C1Z (Clauses 34.01-1 & 34.01-4) and DDO9 (Clause 43.02-2)
    • Outcome: The “Notice of Refusal” alternative was carried in the first motion but then a division was called and the final result reflected the Chair’s deciding vote; the meeting record indicates the permit decision was ultimately carried 4/3.
  • P23255 – 21 Milton St, Bannockburn (Child care centre)
    • Council decision: Issue a Notice of Decision to Grant a Planning Permit (with conditions attached to the report)
    • Alternative motion to refuse was ultimately carried after division, meaning Council did not proceed with the refusal motion? (Note: the minutes show the alternative refusal motion as carried; however the “recommendation” and “alternative motion” sections both appear, with divisions and outcomes recorded.)
    • Additional detail recorded: An alternative motion to amend operating hours (limiting to Mon–Fri 6.30am–6.00pm) was lost.
• Impact: These decisions directly affect delivery of early childhood education capacity in Bannockburn and influence local traffic/amenity outcomes associated with child care centre operations.
• Next steps:
  • Council issues the relevant Notice of Decision (or refusal, depending on the final outcome recorded for each application) and planning permit processes proceed, including any conditions and notification requirements under planning legislation.

Award Teesdale Don Wallace Oval upgrade tender and approve related budget adjustments

• Context: Council needed to procure works for the Teesdale Don Wallace Oval upgrade, but the tender price exceeded the available budget, requiring budget adjustments and confirmation of funding sources.
• Details:
  • Tender: GPSC -RFT-02-2024 – Teesdale Don Wallace Oval Upgrade
  • Contractor awarded: Turfcare and Hire Pty Ltd
  • Contract cost: $661,184.00 excluding GST
  • Additional budget items approved:
    • $48,600.00 for goal posts and safety netting (separate procurement package)
    • $35,489.20 project contingency
    • Total budget allowance: $745,273.20 excluding GST
  • Funding of shortfall:
    • Shortfall: $129,202.29 (inclusive of construction contingency allowance)
    • Funded from:
      • $100,000.00 from the 2024/25 Sports Oval Irrigation Upgrades budget
      • Remaining $29,202.29 from the Community & Recreation Facility Beautification/Safety Works budget
  • Delegation: CEO (or delegate) authorised to execute the contract on Council’s behalf
• Impact: Improves local sporting infrastructure in Teesdale by upgrading irrigation and related oval infrastructure, supporting community sport participation and facility quality.
• Next steps:
  • Contract execution by the CEO/delegate following the Council resolution.
  • Procurement of goal posts and safety netting as a separate package.
  • Works delivery according to the contractor’s program and Council project management timelines.

Community Impact

• Ratepayers (all residents): 2024–25 budget adopted with rates and annual service (garbage) charges levied for 1 July 2024–30 June 2025, including an average 2.75% rate cap increase modelled in the budget
• Residents needing disability inclusion support: Draft Disability Action Plan 2025–2029 framework endorsed for community exhibition, shaping future Council actions to remove barriers for people with disabilities
• Women and girls using community sport facilities: Fair Access Policy adopted (from 1 July 2024 requirement for State funding eligibility), changing how sporting infrastructure access and use is promoted and managed
• Bannockburn residents near childcare proposals: Planning permits issued for child care centres at 25 Burns St and 21 Milton St, potentially increasing local traffic/parking demand and affecting neighbourhood amenity
• Footpath users and pedestrians (whole Shire): Draft Footpath Strategy 2024–2034 approved for public exhibition, setting a 10-year framework and prioritisation for formal footpath upgrades
• Sportsground users/community (Teesdale): Teesdale Don Wallace Oval upgrade tender awarded, including automated irrigation, subsurface drainage, boundary realignment, fencing/edging, and new goal posts/safety netting (with works funded from multiple budget lines)

Other Notable Items

• Community questioned special rates/charges vs annual rates; maintenance eligibility and drainage concerns raised.
• Autism access concerns raised about council website usability and availability of autism expertise.
• Transport/parking questions raised for proposed childcare centres; traffic report assumptions challenged.
• Planning application policy review discussion: called-in applications, heritage-trigger reporting frequency, VCAT delegation.
• Disability Action Plan engagement “What We Heard” summary to be shared for exhibition and feedback.

Tech & Innovation Notes

• Council website referenced as difficult to navigate (public question about accessibility of online information) — www.goldenplains.vic.gov.au
• Digital document workflow mentioned: Docusign Envelope IDs used for meeting minutes/records
• IT/technology-adjacent infrastructure: automated irrigation system and subsurface drainage included in Teesdale Don Wallace Oval upgrade tender (GPSC -RFT-02-2024)
• IT governance/controls implied via Audit & Risk Committee (minutes noted; reappointment of independent member)

Key Decisions & Outcomes

• Council noted 30 public submissions on the 2024–25 Draft Annual Budget.

Detailed Descriptions

Noting of 2024–25 Draft Annual Budget Submissions (30 public submissions)

• Context: Council resolved on 23 April 2024 to place the 2024–25 Draft Annual Budget on public exhibition under Section 96 of the Local Government Act 2020, allowing community feedback to be submitted for consideration.
• Details:
  • Council received 30 public submissions relating to the 2024–25 Draft Annual Budget.
  • Of the 30 submissions, 3 submitters requested to be heard.
  • The submissions were recorded in a register previously presented to Councillors.
  • The matter was considered at the Council Meeting held Tuesday 4 June 2024 at 6.00pm at the Golden Plains Civic Centre, Council Chambers, 2 Pope Street, Bannockburn.
  • Resolution: Moved by Cr Helena Kirby, Seconded by Cr Gavin Gamble — Carried.
• Impact: This formal noting confirms that community input has been received and will inform Council’s consideration of the budget, strengthening transparency and ensuring residents’ concerns are considered ahead of final adoption.
• Next steps:
  • The 2024–25 Draft Annual Budget will be presented to the Ordinary Council Meeting on Tuesday 25 June 2024 (6.00pm) for final adoption.

Community Impact

• Residents (Golden Plains Shire): Public exhibition and consideration of 30 community budget submissions for the 2024–25 Draft Annual Budget
• Ratepayers: 2024–25 budget will be presented for final adoption on 25 June 2024, potentially affecting council rates and charges
• Residents seeking to be heard: Three submitters will be requested to be heard before the budget is finally adopted at the 25 June meeting
• Community services: Final 2024–25 budget decisions will determine funding levels for local programs and services delivered by council
• Local infrastructure: Budget adoption will set priorities and spending for infrastructure works (e.g., roads, facilities, and maintenance) across the shire
• Community engagement: Ongoing public consultation process for the annual budget, influencing how resident feedback is incorporated into council planning

Other Notable Items

• 30 public budget submissions received; 3 requested to be heard.
• Draft 2024–25 Annual Budget to be presented for final adoption on 25 June 2024.
• Next council meeting scheduled for 25 June 2024 at 6.00pm.
• Community engagement process noted: submissions recorded in a councillor register.
• No petitions, notices of motion, or confidential reports were listed.

Tech & Innovation Notes

• Online access to agendas and minutes: Copies can be obtained online at www.goldenplains.vic.gov.au
• Use of digital document signing: DocuSign Envelope ID: E3113D46-8BDF-40B2-A35F-887613A8958C

Key Decisions & Outcomes

• Receive and note councillor delegates report and informal meetings records
• Confirm outcomes from Bannockburn Recreation Precinct engagement; advise lead petitioner
• Note Quarter 3 Finance Report for nine months ended 31 March 2024
• Endorse draft Special Rates and Charges Policy for four-week public exhibition
• Adopt updated Community Vision 2040 following consultation engagement summary
• Receive and refer Haddon pump track/bike path petition to CEO for response

Detailed Descriptions

Receive and note councillor delegates report and informal meetings records

• Context: Councillors provide updates to Council after attending delegated boards/committees/meetings and other engagement activities on behalf of Golden Plains Shire Council.
• Details:
  • Item 7.1 considered the “Delegates Report & Informal Meetings of Councillors Records”.
  • The report includes records of informal meetings as defined under Rule 1 of Chapter 5 of Council’s Governance Rules.
  • Mandatory boards/committees/meetings listed in the report 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, and Council Meeting/Strategic Briefing/Councillor Briefing/Portfolio Meetings.
  • Resolution: Council received and noted the Delegates Report and Informal Meetings of Councillors for the past month (moved Cr Gavin Gamble; seconded Cr Helena Kirby).
  • Outcome: Carried.
• Impact: Improves transparency and accountability by formally recording councillor attendance and engagement activities.
• Next steps: The noted report is recorded as part of Council’s meeting minutes; no further action required beyond ongoing reporting at future meetings.

Confirm outcomes from Bannockburn Recreation Precinct engagement; advise lead petitioner

• Context: A petition was received (tabled February 2024) relating to Council-owned land in the Bannockburn Recreation Precinct that was declared surplus, rezoned to Neighbourhood Residential, and had a planning permit issued for a 51-lot residential subdivision.
• Details:
  • Item 7.2: “Bannockburn Recreation Precinct (Dardel Drive) – Update”.
  • Petition scope/background:
    • 3.5 hectares of Council-owned land (northern part of the Bannockburn Recreation Precinct).
    • Rezoned to Neighbourhood Residential.
    • Planning permit issued for a 51-lot residential subdivision.
  • Council action requested:
    1. Note comments received through the “Have Your Say” engagement and outcomes from the community drop-in session.
    2. Advise the lead petitioner of the outcomes of the engagement.
  • Resolution: Moved Cr Helena Kirby; seconded Cr Owen Sharkey.
  • Outcome: Carried.
  • Procedural note: Cr Cunningham declared a general conflict of interest for this item (family member lives in the area and is an objector). Cr Cunningham left at 6.25pm and returned at 6.36pm.
• Impact: Ensures the community petitioners are informed of engagement outcomes and supports consistent, documented decision-making following community consultation.
• Next steps:
  • Council officers to communicate the engagement outcomes to the lead petitioner following the meeting decision.
  • Engagement outcomes remain noted as part of the Council record.

Note Quarter 3 Finance Report for nine months ended 31 March 2024

• Context: Council’s Quarter 3 Finance Report provides financial performance and position updates for the 2023–24 year, including capital project updates and a full-year forecast.
• Details:
  • Item 7.3: “Quarter 3 Finance Report”.
  • Reporting period: nine months ended 31 March 2024.
  • Includes:
    • Comparison to the revised budget adopted by Council (inclusive of carry forwards from 2022–23 and additional funding received to complete projects).
    • Summary of Council’s financial performance and position up to 31 March 2024.
    • Update on capital projects as at 31 March 2024.
    • High-level full year forecast in the financial statements.
  • Governance process: Presented to the Audit and Risk Committee at its 14 May 2024 meeting.
  • Resolution: Council note the Quarter 3 Finance Report for the 9 months ended 31 March 2024 (moved Cr Owen Sharkey; seconded Cr Les Rowe).
  • Outcome: Carried.
• Impact: Keeps Council and the community informed on financial performance, supporting informed planning and accountability.
• Next steps: Continued monitoring through subsequent quarterly reporting and the July 2024 reporting cycle for other related policy processes (as applicable).

Endorse draft Special Rates and Charges Policy for four-week public exhibition

• Context: Special Rates and Charges (SRC) enable councils to recover costs (or part costs) from property owners who benefit from specific Council works/services, subject to legislative requirements.
• Details:
  • Item 7.5: “Special Rates and Charges Draft Policy”.
  • Legislative basis: Section 163 of the Local Government Act 1989.
  • Council decision:
    1. Endorse the draft Special Rates and Charges Policy for public exhibition for a four-week period.
    2. Note a further report will be presented in July 2024 after the community exhibition process.
  • Resolution: Moved Cr Helena Kirby; seconded Cr Les Rowe.
  • Outcome: Carried.
• Impact: Allows community input before Council finalises the policy, strengthening legitimacy and compliance in cost-recovery arrangements.
• Next steps:
  • Conduct four-week public exhibition of the draft SRC Policy.
  • Present a further report to Council in July 2024 summarising outcomes and recommending next steps.

Adopt updated Community Vision 2040 following consultation engagement summary

• Context: The Local Government Act 2020 requires Council to develop/review the Community Vision using deliberative engagement practices. Council previously resolved (June 2023 notice of motion) to review Community Vision 2040 prior to the new Council being elected in 2024.
• Details:
  • Item 7.6: “Community Vision 2040 Refresh – What We Heard Post-Consultation Update”.
  • Consultation period: January to March 2024.
  • Engagement method: community members invited to provide feedback; outcomes captured in a Community Engagement Summary report (Attachment 1).
  • Findings: Only minor changes recommended; most respondents believed the Community Vision 2040 still reflects community needs and aspirations.
  • Resolution:
    1. Note the community engagement has concluded.
    2. Review the “What We Heard” Engagement Summary Report and adopt recommended changes to update the Community Vision 2040 document.
  • Resolution moved Cr Gavin Gamble; seconded Cr Helena Kirby.
  • Outcome: Carried.
• Impact: Provides an updated strategic direction for the Shire that reflects community feedback and meets legislative engagement requirements.
• Next steps: Updated Community Vision 2040 is adopted for use in planning and future Council decision-making; no further Council action indicated within this item.

Receive and refer Haddon pump track/bike path petition to CEO for response

• Context: A petition was submitted to Council seeking support for local pump tracks in the Haddon area and requires formal receipt and referral in line with Council’s Governance Rules.
• Details:
  • Item 9.1: “Petition – Local Pump Tracks and Bike Paths in Haddon”.
  • Petition submission date: 3 May 2024.
  • Petition purpose: Council support for creation of local pump tracks in the Haddon area.
  • Governance compliance: Received and submitted in accordance with Rule 37 of the Governance Rules.
  • Resolution:
    1. Receive the petition in relation to local pump tracks and bike paths in Haddon.
    2. Refer the petition to the Chief Executive Officer for consideration and response.
  • Resolution moved Cr Helena Kirby; seconded Cr Ian Getsom.
  • Outcome: Carried.
• Impact: Ensures the petition is formally considered and responded to through the appropriate executive process.
• Next steps:
  • CEO to consider the petition and provide a response to the petitioner(s) and/or Council as required by internal processes.

Community Impact

• Bannockburn residents (Dardel Drive area): Council will progress/communicate outcomes from community engagement/drop-in session regarding the Bannockburn Recreation Precinct update following a petition
• Property owners across Golden Plains Shire: Draft Special Rates and Charges policy will be publicly exhibited, potentially leading to future cost recovery charges for council works/services that benefit specific properties
• People with disability and families (including autistic residents): Council’s Disability Action Plan 2025–2029 will be adopted for 2025–2029, shaping local accessibility and inclusion actions (with a further draft approval/exhibition step planned)
• Haddon residents (youth and cyclists): Petition will be considered by the CEO for possible support/response regarding local pump tracks and bike paths
• Browns–Scarsdale Road and Vicki Court residents/drivers: Petition will be considered by the CEO for possible safety improvements, including vegetation removal and installation of guide posts at the intersection
• Residents of Golden Plains Shire (community planning): Community Vision 2040 will be updated with recommended changes based on consultation feedback, influencing future council priorities and direction

Other Notable Items

• Public concern about noise report accuracy and whether a right of reply was provided.
• Disability Action Plan consultation: autistic support needs raised; workshop access questioned.
• Bannockburn Recreation Precinct update: petition and “Have Your Say” outcomes discussed.
• Community Vision 2040 refresh: engagement feedback mostly supported minor changes only.
• Petitions received: Haddon pump tracks/bike paths; safety improvements at Browns–Scarsdale Road/Vicki Court.

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”
• Digital document signing workflow: “Docusign Envelope ID: 81098363-5A89-41EA-97D7-0F6B531A4398” (used for meeting/minutes documentation)
• Online/community digital engagement tools: “Have Your Say survey” and “community drop-in session” used for consultation on the Disability Action Plan and Community Vision 2040 Refresh

Key Decisions & Outcomes

• Endorse 2024/25 Draft Budget for public exhibition and submissions until 20 May 2024
• Support preparation and exhibition of Planning Scheme Amendment C98gpla and permit P21334 for Inverleigh
• Endorse draft Fair Access Policy for public exhibition; June 2024 follow-up report
• Adopt updated Public Interest Disclosure Policy
• Receive and refer petitions for Over 55 Lifestyle Village and Linton Community Hub to CEO
• Note Quarter 3 2023/24 councillor expenses and meeting attendance report

Detailed Descriptions

Endorse 2024/25 Draft Budget for public exhibition and submissions until 20 May 2024

• Context: Council has prepared the 2024/25 Draft Annual Budget under the Local Government Act 2020, balancing service/infrastructure needs with the community’s capacity to pay.
• Details:
  • Meeting date: Tuesday 23 April 2024
  • Action: Place the 2024/25 Draft Annual Budget on public exhibition (section 94, Local Government Act 2020)
  • Submissions close: 9:00am Monday 20 May 2024
  • Submission scope:
    • Feedback on the 2024/25 Draft Budget
    • Feedback on the composition of proposed rates and charges included in the Draft 2024/25 Budget
  • Special meeting to consider submissions: Tuesday 4 June 2024
  • Intention to adopt budget: Council meeting Tuesday 25 June 2024
• Impact: Enables community scrutiny of the proposed budget and proposed rates/charges, supporting transparent decision-making before final adoption.
• Next steps:
  • CEO to issue public notice and make the Draft Budget available for inspection
  • Receive submissions up to 9:00am 20 May 2024
  • Consider submissions at a Special Council meeting on 4 June 2024, then adopt at the 25 June 2024 meeting

Support preparation and exhibition of Planning Scheme Amendment C98gpla and permit P21334 for Inverleigh

• Context: The combined planning proposal requires Council support to prepare and exhibit Amendment C98gpla and the associated planning permit application P21334, subject to Minister for Planning authorisation.
• Details:
  • Meeting date: Tuesday 23 April 2024
  • Location/land:
    • 60 Terrier Road, Inverleigh
    • 9 Mahers Road, Inverleigh
  • Amendment C98gpla includes:
    • Rezoning from Farming Zone to Low Density Residential Zone
    • Apply Design and Development Overlay Schedule 5 (DDO5)
    • Apply Development Plan Overlay Schedule 18 (DPO18)
  • Permit P21334 relates to:
    • Staged multi-lot subdivision
    • Creation of easements
    • Creation/alteration of access to a Road Zone Category 1
    • Subdivision adjoining a Road Zone
    • Removal of native vegetation
    • Considered concurrently with the amendment under section 96A of the Planning and Environment Act 1987
  • Amended permit conditions noted in the resolution include (key examples):
    • Condition 9: Subdivision plan for certification must be referred to the relevant authority under Subdivision Act 1988
    • Condition 10: Agreements for services (water, drainage, sewerage, electricity/gas where applicable)
    • Condition 16: Existing septic systems at 9 Mahers Road and 60 Terrier Road to be altered/upgraded to current standards (or secondary treatment where relevant)
    • Condition 34: Section 173 agreement registered on title, including swale drain maintenance and rainwater tank requirements for new dwellings
    • Conditions 65 and 68: Floodplain building envelope restrictions and access arrangements (including removal of vehicular access to Hamilton Highway except for specified access)
  • Council action: Request the Minister for Planning to authorise preparation and exhibition of Amendment C98gpla and planning permit P21334
• Impact: Progresses land-use planning and subdivision approvals for Inverleigh, shaping future development outcomes while incorporating detailed conditions to manage services, flooding risk, access, and environmental considerations.
• Next steps:
  • Minister for Planning authorisation for exhibition
  • Prepare and exhibit Amendment C98gpla and the associated permit (P21334)
  • Subsequent consideration following the exhibition process (not specified in the minutes beyond Minister authorisation)

Endorse draft Fair Access Policy for public exhibition; June 2024 follow-up report

• Context: Council is required to have a gender equitable access and use policy for community sporting facilities by 1 July 2024 to remain eligible for State Government community sports infrastructure funding.
• Details:
  • Meeting date: Tuesday 23 April 2024
  • Policy: Draft “Fair Access Policy” (Fair Access Policy Roadmap—Australia first initiative developed by the Office for Women in Sport and Recreation with VicHealth and Sport & Recreation Victoria)
  • Council decision:
    • Endorse the attached draft Fair Access Policy for public exhibition
    • Note a further report will be presented in June 2024 after the community exhibition process
• Impact: Strengthens fair and equitable access for women and girls to community sports infrastructure by engaging stakeholders and supporting an implementation action plan.
• Next steps:
  • Public exhibition of the draft policy
  • June 2024: Council to receive a follow-up report after the exhibition/community consultation process

Adopt updated Public Interest Disclosure Policy

• Context: The Public Interest Disclosure Policy was originally adopted in December 2019 and is due for review; updates primarily remove duplications and refresh contact/responsibility information.
• Details:
  • Meeting date: Tuesday 23 April 2024
  • Council decision: Adopt the updated Public Interest Disclosure Policy as attached
  • Rationale noted: Review/refresh to address duplications and update contact and responsibility information
• Impact: Improves clarity and currency of Council processes for public interest disclosures, supporting accountability and appropriate handling of disclosures.
• Next steps:
  • Policy implementation under Council’s governance arrangements (no further timeline stated in the minutes)

Receive and refer petitions for Over 55 Lifestyle Village and Linton Community Hub to CEO

• Context: Council received two petitions under Rule 37 of the Governance Rules and resolved to receive and refer them for consideration and response.
• Details:
  • Meeting date: Tuesday 23 April 2024
  • Petition 9.1: Over 55 Lifestyle Village
    • Submitted to Council: 26 March 2024
    • Purpose: Encourage a developer to build an Over 55 Lifestyle Village in the Bannockburn area
    • Council action: Receive the petition and refer it to the Chief Executive Officer (CEO) for consideration and response
  • Petition 9.2: Linton Community Hub
    • Submitted to Council: 26 March 2024
    • Purpose: Ongoing community support of the Linton Community Hub
    • Signatures: 278
    • Council action: Receive the petition and refer it to the CEO for consideration and response
• Impact: Ensures community concerns are formally acknowledged and assessed through Council’s executive processes, supporting responsive governance.
• Next steps:
  • CEO to consider both petitions and provide a response (timeline not specified in the minutes)

Note Quarter 3 2023/24 councillor expenses and meeting attendance report

• Context: Council receives quarterly reporting to provide transparency about councillor expenses and attendance at scheduled and unscheduled meetings.
• Details:
  • Meeting date: Tuesday 23 April 2024
  • Reporting period: Quarter 3 of 2023/24
  • Council action: Note the contents of the Councillor Expenses and attendance report for Quarter 3 2023/24
  • Report purpose:
    • Record of expenditure made on behalf of Councillors in performing their duties
    • Quarterly updates on councillor attendance at scheduled and unscheduled meetings
• Impact: Enhances transparency and public confidence in councillor accountability and engagement.
• Next steps:
  • No further action stated beyond noting the report (ongoing quarterly reporting continues in subsequent quarters)

Community Impact

• Residents (Golden Plains Shire): 2024/25 Draft Budget placed on public exhibition with community submissions invited until 20 May 2024, influencing how council services and infrastructure are funded for the coming year
• Residents (Inverleigh, 60 Terrier Rd & 9 Mahers Rd): Proposed rezoning from Farming Zone to Low Density Residential Zone and associated overlays for a staged multi-lot subdivision, potentially changing land use and local development patterns
• Residents (Inverleigh): Planning permit conditions requiring upgrades/alterations to existing septic systems (including potential secondary treatment) before statements of compliance for new stages
• Residents (Inverleigh): New stormwater/rainwater tank requirements for new dwellings and ongoing swale drain maintenance obligations via section 173 agreements registered on title
• Residents (Inverleigh): Changes to vehicle access—removal of existing vehicular access to Hamilton Highway (except specified access) and creation/alteration of access arrangements, affecting traffic movement and driveway locations
• Community sports users (all facilities): Endorsed Fair Access Policy for exhibition and implementation roadmap to improve gender-equitable access for women and girls to community sports infrastructure (with a further June 2024 report following consultation)

Other Notable Items

• Community petition received supporting an Over 55 Lifestyle Village in Bannockburn.
• Petition received for ongoing community support of the Linton Community Hub (278 signatures).
• Fair Access Policy exhibition planned; further report due in June 2024.
• Inverleigh planning amendment includes septic upgrades and rainwater tank requirements.
• Public question time had no questions, but a conflict of interest was declared for Bannockburn Recreation Precinct.

Tech & Innovation Notes

• Online access to council agendas and minutes: “Copies of Golden Plains Shire Council’s Agendas & Minutes can be obtained online at www.goldenplains.vic.gov.au”
• Digital document workflow: DocuSign envelope IDs referenced for meeting documents (“DocuSign Envelope ID: …”)

Key Decisions & Outcomes

• Issue planning permit for Hamilton Highway, Stonehaven rock crushing with amended condition 10
• Contractor’s depot at 114 McKees Road, Garibaldi decision deferred to next council meeting
• Endorse Asset Management Strategy 2024–29 and Asset Management Policy for public exhibition
• Adopt updated Media and Communications Policy clarifying Deputy Mayor spokesperson arrangements
• Establish Councillor Contract Committee and adopt Terms of Reference and C4 Delegation
• Adopt revised Instrument of Appointment and Authorisation under the Planning and Environment Act 1987
• Bannockburn Recreation Precinct (Dardel Drive): hold information session pre-May 2024 and report after further consultation

Detailed Descriptions

Issue planning permit for Hamilton Highway, Stonehaven rock crushing with amended condition 10

• Context: Council considered planning application P22324 for extractive industry (rock crushing) at Hamilton Highway, Stonehaven, including native vegetation removal, and the matter was brought forward with an amendment to condition 10.
• Details:
  • Application: P22324 – Hamilton Highway, Stonehaven (Rock crushing)
  • Council resolution: issue a Notice of Decision to Grant a Planning Permit
  • Purpose: extractive industry (rock crushing) and associated native vegetation removal
  • Planning scheme references: FZ (Clauses 35.07-1 & 35.07-4), ESO2 (Clause 42.01-2), SLO17 (Clause 42.03-2) & Clause 52.17
  • Subject to conditions: conditions attached to the report with amendment to condition 10
  • Specific scope limitation stated: permit allows extraction/removal of loose rock from the surface only for primary purpose of land improvement for agriculture (including pasture management); no extraction below the surface and no blasting/open cut/other mining methods
• Impact: Provides a pathway for permitted surface-level rock removal for agricultural land improvement while restricting operations to avoid deeper extraction/mining methods and tying approval to vegetation removal conditions.
• Next steps: A Notice of Decision to Grant will be issued subject to the amended condition 10 and the attached conditions (with the permit scope limited as above).

Contractor’s depot at 114 McKees Road, Garibaldi decision deferred to next council meeting

• Context: Council considered application P22325 for a contractor’s depot at 114 McKees Road, Garibaldi, but the decision was not finalised at the 26 March 2024 meeting.
• Details:
  • Application: P22325 – 114 McKees Road, Garibaldi (Contractor’s Depot)
  • Procedural outcome: a motion to defer a decision until the next Council meeting was moved and lost
  • Subsequent motion: Council resolved to issue a Notice of Decision to Grant a Planning Permit for the contractor’s depot
  • Planning scheme reference: RAZ1 (Clause 35.08-1)
  • Conditions: subject to the conditions attached to the report
• Impact: The matter proceeds toward a permit decision via a Notice of Decision, rather than being held over for further consideration at the next meeting.
• Next steps: Officers will progress the Notice of Decision to Grant in accordance with the attached conditions (no further deferral was adopted because the defer motion was lost).

Endorse Asset Management Strategy 2024–29 and Asset Management Policy for public exhibition

• Context: Council refreshed and updated its Asset Management Policy and Asset Management Strategy to align with industry best practice and sought community input through public exhibition.
• Details:
  • Items endorsed for exhibition:
    • Asset Management Strategy 2024–29
    • Asset Management Policy
  • Council resolution date: 26 March 2024
  • Purpose: to place the documents on public exhibition so the community can understand how Council manages assets and impacts service delivery
• Impact: Improves transparency and community awareness of how Council’s asset decisions support financial sustainability and service outcomes.
• Next steps: The documents will proceed to public exhibition (with community submissions to be considered before final adoption at a later stage).

Adopt updated Media and Communications Policy clarifying Deputy Mayor spokesperson arrangements

• Context: The Media and Communications Policy was previously adopted on 24 October 2023, but changes after the November councillor elections meant the Deputy Mayor position was dissolved, requiring updated spokesperson arrangements.
• Details:
  • Policy updated: Media and Communications Policy
  • Council resolution date: 26 March 2024
  • Specific clarification: updates focus on Section 3.2.2, clarifying arrangements where no Deputy Mayor is available to serve as the official spokesperson for Council
  • Council adopted the updated policy as attached
• Impact: Provides clearer governance and communication roles, reducing uncertainty about who speaks for Council in periods when the Deputy Mayor role is not available.
• Next steps: The updated policy will take effect following adoption and be used for Council communications and spokesperson arrangements going forward.

Establish Councillor Contract Committee and adopt Terms of Reference and C4 Delegation

• Context: Council reviewed CEO financial delegation arrangements and determined that contracts/tenders above the CEO delegation should be considered by a dedicated councillor committee.
• Details:
  • Council resolution date: 26 March 2024
  • Actions:
    1. Note the review of the CEO Financial Delegation
    2. Establish a Councillor Contract Committee
    3. Adopt the attached Terms of Reference and C4 Delegation
    4. Appoint Councillors Rowe, Gamble and Getsom to the committee for 2024
  • Motion carried at the meeting (moved by Cr Owen Sharkey, seconded by Cr Les Rowe)
• Impact: Strengthens oversight and councillor involvement in higher-value contracting decisions, improving governance around procurement and tender approvals.
• Next steps: The committee will operate under the adopted Terms of Reference and C4 Delegation, with the appointed councillors serving through 2024.

Adopt revised Instrument of Appointment and Authorisation under the Planning and Environment Act 1987

• Context: Under the Planning and Environment Act 1987, authorised officers must be appointed via Council resolution; the instrument was reviewed to remove staff who had left the Community, Planning and Growth directorate.
• Details:
  • Council resolution date: 26 March 2024
  • Legal basis: powers under s 147(4) of the Planning and Environment Act 1987
  • Key resolutions:
    1. Appoint and authorise Council staff listed in Attachment 1
    2. Authorise the Chief Executive Officer to sign the instrument
    3. Instrument comes into force immediately upon being signed by the CEO
    4. Current instrument revoked: previous instrument dated 27 February 2024
• Impact: Ensures planning and enforcement authorisations remain current, legally valid, and aligned with staffing changes.
• Next steps: CEO signs the revised instrument, it comes into force immediately upon signature, and the 27 February 2024 instrument is formally revoked.

Bannockburn Recreation Precinct (Dardel Drive): hold information session pre-May 2024 and report after further consultation

• Context: A petition was received and tabled in February 2024 regarding 3.5 hectares of Council-owned land in the northern part of the Bannockburn Recreation Precinct that was declared surplus, rezoned to Neighbourhood Residential, and subject to a planning permit for a 51-lot residential subdivision.
• Details:
  • Council resolution date: 26 March 2024
  • Land/precinct: Bannockburn Recreation Precinct (Dardel Drive)
  • Petition subject:
    • 3.5 hectares of Council-owned land
    • Rezoned to Neighbourhood Residential
    • Planning permit issued for 51-lot residential subdivision
  • Council actions resolved:
    1. Note actions undertaken since receiving the petition at the February 2024 meeting
    2. Note intention to host an information session prior to May 2024
    3. Receive a further report following additional community consultation
• Impact: Creates a structured opportunity for community engagement and transparency before further Council consideration, responding directly to petition concerns.
• Next steps:
  • Hold an information session prior to May 2024
  • Bring back a further report after additional community consultation to a future Council decision point.

Community Impact

• Linton Community Hub users: Leases for current community tenants are nearing expiry, with council working to determine whether new lease arrangements can be entered into (subject to tenants self-funding basic maintenance and utilities)
• Linton and surrounding residents: Tenants can pursue alternative internet providers at their own cost (council will not supply/install an NBN Wi‑Fi service for the hub)
• All shire residents: Asset Management Strategy and Asset Management Policy 2024–29 will go on public exhibition, shaping how council maintains assets and delivers services (including consideration of financial sustainability)
• Residents affected by planning decisions (Stonehaven/Hamilton Highway): Planning permit decision issued for extractive industry (rock crushing) limited to removing loose surface rock for land improvement (no blasting/open cut/mining from below the surface), with conditions attached
• Residents in Garibaldi (McKees Road): Contractor’s depot planning permit decision deferred to the next council meeting, delaying any potential change in land use and associated impacts
• Bannockburn Recreation Precinct (Dardel Drive) community: Additional community consultation and an information session planned before May 2024, with a further report to follow after consultation regarding the rezoned/surplus land and proposed residential subdivision impacts

Other Notable Items

• Public concerns about Linton Community Hub future and potential leasing to new community groups.
• Community asked for NBN WiFi installation at the Linton Community Hub; council pointed to tenant-led options.
• Dead trees overhanging Hewitts Rd and traffic sight-distance hazard raised; council to update after inspections.
• Asset Management Strategy and Policy placed on public exhibition to inform community asset decisions.
• Bannockburn Recreation Precinct petition: information session planned before May 2024, with further report after consultation.

Tech & Innovation Notes

• Digital services / online platforms: Council agendas & minutes available online at www.goldenplains.vic.gov.au; DocuSign used (DocuSign Envelope ID: 9007979F-DDA9-4767-8A9D-34F76526F946).
• Digital connectivity initiative: Public question requesting supply/installation of an NBN WiFi service for the Linton Community Hub (response: tenants may pursue an alternative internet provider at their own cost).
• IT/records systems: Complaints recorded in a Complaints Register; complaints logged via Council’s Customer Experience team and “Customer Request System”.
• IT/administrative infrastructure: Council maintains a register of leases and licences (details not publicly available).
• Policy/operations supporting digital administration: Media and Communications Policy adoption/update; Records Management referenced within Complaints Handling Policy.

Key Decisions & Outcomes

• Endorsed the 2024 Priority Projects list for State and Federal advocacy.
• Adopted the Tracks and Trails Strategy (2023–2033) and Detailed Action Plan.
• Awarded Hendersons Road Bridge (Bamganie) contract to Road and Bridge Pty Ltd.
• Awarded Inverleigh Active Youth Space contract to LJM Construction (Australia) Pty Ltd.
• Adopted revised Planning & Environment Act 1987 Instrument of Appointment and Authorisation.
• Amended July 2024 Council meeting date from 27 July to 23 July 2024.

Detailed Descriptions

Endorsed the 2024 Priority Projects list for State and Federal advocacy

• Context: Council developed a “Priority Projects 2024” document to guide advocacy and lobbying efforts with State and Federal Government, reflecting community growth and wellbeing priorities.
• Details:
  • Council considered the “2024 Priority Projects” report at the 27 February 2024 Council meeting (Item 7.2).
  • Resolution: Council endorsed the 2024 Priority Projects listed in the report.
  • The document is described as a strategic lobbying list, including background information, issues/benefits, and a “What we need” box for each project.
• Impact:
  • Strengthens Golden Plains Shire’s ability to seek funding by presenting a consolidated, evidence-based advocacy package to State and Federal decision-makers.
  • Provides clearer alignment between community priorities and Council’s external funding requests.
• Next steps:
  • Use the endorsed 2024 Priority Projects list in ongoing State and Federal advocacy activities throughout 2024 (as part of Council’s lobbying approach).

Adopted the Tracks and Trails Strategy (2023–2033) and Detailed Action Plan

• Context: Council sought to guide the planning, development, and activation of Tracks and Trails across Golden Plains over the next decade, supported by State funding for planning.
• Details:
  • Council received Sport and Recreation Victoria (SRV) funding under the Local Sports Infrastructure Fund: Planning Stream.
  • The strategy process began in late 2022.
  • Draft Strategy and Detailed Action Plan were publicly available for six (6) weeks from 30 November 2023 to 11 January 2024.
  • Resolution (Item 7.8, 27 February 2024): Council adopted the Tracks and Trails Strategy (2023–2033) and supporting Detailed Action Plan.
  • Additional resolution point: Council will include Tracks and Trails as a project within the 2024 Priority booklet to advocate for future funding.
• Impact:
  • Provides a long-term, community-informed framework to prioritise and deliver Tracks and Trails improvements.
  • Improves Council’s competitiveness for future funding by embedding the program in the 2024 advocacy priorities.
• Next steps:
  • Implement the Detailed Action Plan through Council planning and budgeting processes.
  • Use the adopted strategy to support funding submissions and project prioritisation during 2024 and beyond.

Awarded Hendersons Road Bridge (Bamganie) contract to Road and Bridge Pty Ltd

• Context: Council tendered for replacement of Taylors Bridge over Wilsons Creek on Hendersons Road in Bamganie, with a long service-life design and major funding support.
• Details:
  • Location: Hendersons Road, Bamganie (replacement of Taylors Bridge over Wilsons Creek).
  • Contract: RFT-20-2023 – Replacement of Hendersons Road Bridge, Bamganie.
  • Funding: Works are 80% funded via the Federal Bridge Replacement Program – Round 6.
  • Design: Proposed two-lane bridge with a 100-year design life.
  • Resolution (Item 7.9, 27 February 2024):
    • Awarded contract to Road and Bridge Pty Ltd for $742,401.48 (exclusive of GST).
    • CEO delegated authority to execute the contract on Council’s behalf.
• Impact:
  • Improves safety and reliability of critical local transport infrastructure for the Bamganie farming community.
  • Delivers a major bridge replacement supported by Federal funding.
• Next steps:
  • CEO (or delegate) executes the contract.
  • Contractor mobilisation and project delivery following procurement/contract execution.

Awarded Inverleigh Active Youth Space contract to LJM Construction (Australia) Pty Ltd

• Context: Council planned to construct an Active Youth Space in Inverleigh within Yerram Yaluk Bun Park and completed a tender and evaluation process under its Procurement Policy.
• Details:
  • Location: Yerram Yaluk Bun Park, Inverleigh.
  • Contract: GPSC-RFT-24-2023 – Inverleigh Active Youth Space Tender.
  • Resolution (Item 7.10, 27 February 2024):
    • Awarded contract to LJM Construction (Australia) Pty Ltd.
    • Contract value: $2,053,608.14 (excluding GST).
    • CEO delegated authority to execute the contract on Council’s behalf.
• Impact:
  • Provides a dedicated youth-focused recreation facility, supporting healthier lifestyles and community engagement in Inverleigh.
  • Enables delivery of a planned community asset through a competitively procured tender.
• Next steps:
  • CEO (or delegate) executes the contract.
  • Construction scheduling and commencement following contract execution and required approvals/conditions.

Adopted revised Planning & Environment Act 1987 Instrument of Appointment and Authorisation

• Context: Under the Planning and Environment Act 1987, Council must appoint and authorise authorised officers via a Council resolution; the instrument must be kept current when staffing requirements change.
• Details:
  • Item 7.12 considered the Review of Instrument of Appointment and Authorisation – Planning & Environment Act 1987.
  • The instrument was last reviewed and adopted in September 2023.
  • A review was completed to reflect additional staff members from the Community, Planning and Growth directorate who need authorised officer duties under the Act.
  • Resolution (27 February 2024):
    • Appointed/authorised the staff listed in Attachment 1.
    • CEO authorised to sign the instrument.
    • Instrument comes into force immediately upon CEO signing and remains until varied/revoked.
    • Previous instrument dated 26 September 2023 was revoked.
• Impact:
  • Ensures Council’s planning and compliance functions remain legally valid and operational with the correct authorised officers.
  • Supports timely decision-making and enforcement under the Planning and Environment Act 1987.
• Next steps:
  • CEO signs the revised instrument.
  • Updated authorisations take effect immediately upon signing and are used for relevant planning and enforcement activities.

Amended July 2024 Council meeting date from 27 July to 23 July 2024

• Context: Council’s scheduled meeting calendar contained a typographical error for July 2024, where the listed date fell on a Saturday rather than the intended Tuesday.
• Details:
  • Item 7.14 (27 February 2024): Council meeting schedule originally set July meeting for Saturday 27 July 2024.
  • Issue: 27 July 2024 is a Saturday; intended date was Tuesday 23 July 2024.
  • Resolution: Council amended the July Council Meeting from Saturday 27 July 2024 to Tuesday 23 July 2024.
  • Governance basis: Section 18.2 of Golden Plains Shire Council’s Governance Rules (ability to change meeting date/time/place by resolution with reasonable public notice).
• Impact:
  • Prevents public confusion and ensures the community can attend the correct meeting date.
  • Maintains consistency with Council’s standard meeting scheduling expectations.
• Next steps:
  • Publish/communicate the updated meeting date to the public in line with governance requirements for reasonable notice.
  • Proceed with the July 2024 meeting on Tuesday 23 July 2024.

Community Impact

• Bannockburn Recreation Precinct residents: Petition received and referred for a report to a future Council meeting, with potential for processes on rezoning/subdivision/development to be paused or reviewed pending community consultation
• Bannockburn Recreation Precinct residents: Council will consider community sentiment and whether the land should remain public open space versus being sold to fund infrastructure elsewhere (reported back to Council by late April 2024)
• Bamganie residents and local farmers: Replacement of Taylors Bridge over Wilsons Creek on Hendersons Road (two-lane bridge) to improve connectivity and long-term access (100-year design life)
• Inverleigh youth and families: Construction of the Inverleigh Active Youth Space in Yerram Yaluk Bun Park, increasing local youth recreation options and facilities
• Golden Plains residents (tracks/trails users): Adoption of the Tracks and Trails Strategy (2023–2033) and an action plan that will guide future trail planning, development, and activation across the shire
• Golden Plains residents (sports participants): Endorsement of the G21 Regional Football (Soccer) Strategy, influencing regional planning for football facilities and participation priorities over the next 10 years

Other Notable Items

• Petition (265 signatures) requested pausing Bannockburn Recreation Reserve processes pending review and consultation.
• Notice of Motion on Dardel Drive was withdrawn before consideration.
• Councillor delegation/CEO financial delegation changes deferred; March report requested on Councillor Contracts Committee.
• Council plan progress and LGPRF mid-year performance reporting noted for Oct–Dec 2023.
• Tracks and Trails Strategy adoption included in 2024 Priority booklet for future funding advocacy.

Tech & Innovation Notes

• Digital services / online platforms: Council agendas and minutes available online at www.goldenplains.vic.gov.au; motion requests an updated information sheet be published on a dedicated Council website information page.
• IT / digital workflow: Use of DocuSign (DocuSign Envelope ID shown in the minutes).
• Digital transformation / service delivery (planning/reporting): Local Government Performance Reporting Framework (LGPRF) reporting (mid-year report noted).
• Digital governance / online consultation: Public exhibition processes referenced as making strategy documents available to the community for feedback (Tracks and Trails strategy draft made available for a set period).

Key Decisions & Outcomes

• Awarded Netball Pavilion contract to Bowden Corp Pty Ltd for $904,114 (ex GST)
• Awarded Bannockburn Skate Bowl contract to Independent Concrete Constructions Pty Ltd for $843,165.40 (ex GST)
• Approved Skate Bowl project budget: $50,000 contingency; funding shortfall from playground refurbishment
• Rescinded the expired COVID-19 Financial Hardship Policy
• Adopted the 2024 Council meeting schedule (including 26 March 2024 move to Linton Shire Municipal Hall)
• Approved 2024 councillor engagement program: budget community engagement and listening posts by 30 June 2024

Detailed Descriptions

Awarded Netball Pavilion contract to Bowden Corp Pty Ltd for $904,114 (ex GST)

• Context: Council sought suitably qualified contractors to construct a new netball pavilion at Victoria Park Recreation Reserve in Bannockburn, following a public tender process.
• Details:
  • Contract awarded: GPSC-RFT-17-2023 – Bannockburn Victoria Park Netball Pavilion
  • Successful contractor: Bowden Corp Pty Ltd
  • Contract value: $904,114 excluding GST
  • Council decision date: 19 December 2023
  • Authority: CEO (or delegate) authorised to execute the contract on Council’s behalf
• Impact: Enables delivery of improved netball facilities at Victoria Park, supporting local sport participation and community use of the reserve.
• Next steps:
  • Contract execution by the CEO/delegate
  • Construction to proceed in line with the tender specifications and project program (timing to be managed by Council and the contractor).

Awarded Bannockburn Skate Bowl contract to Independent Concrete Constructions Pty Ltd for $843,165.40 (ex GST)

• Context: Council engaged a contractor to build the Bannockburn Skate Bowl and associated supporting infrastructure within Victoria Park Recreation Reserve, following a tender and evaluation process under Council’s Procurement Policy.
• Details:
  • Contract awarded: GPSC-RFT-16-2023 – Bannockburn Skate Bowl Construction Tender
  • Successful contractor: Independent Concrete Constructions Pty Ltd (ICC)
  • Contract value: $843,165.40 excluding GST
  • Council decision date: 19 December 2023
  • Authority: CEO (or delegate) authorised to execute the contract on Council’s behalf
• Impact: Progresses a major community recreation asset in Bannockburn, improving local skate sport infrastructure and supporting youth and community engagement.
• Next steps:
  • Contract execution by the CEO/delegate
  • Delivery of construction works and coordination of any related site works (including drainage items noted in the budget decision).

Approved Skate Bowl project budget: $50,000 contingency; funding shortfall from playground refurbishment

• Context: Alongside awarding the Skate Bowl contract, Council set the overall project budget and identified how separate drainage works and a funding shortfall would be managed.
• Details:
  • Contingency approved: $50,000.00 (project construction contingency)
  • Total project budget allowance: $893,165.40 excluding GST (contract + contingency)
  • Separate drainage works: $63,635 (excluding GST) to be funded from Playgrounds and Skate Park Maintenance budget
  • Funding shortfall for new Skate Bowl: $70,913.23 (inclusive of contingency allowance)
  • Source of shortfall funding: Council’s Refurbishment of Playgrounds budget
  • Council decision date: 19 December 2023
• Impact: Maintains project delivery confidence by providing contingency, while ensuring the Skate Bowl remains funded through internal budget reallocation without delaying the works.
• Next steps:
  • Implementation of the approved budget structure during delivery
  • Monitoring of expenditure against contingency and the separate drainage scope.

Rescinded the expired COVID-19 Financial Hardship Policy

• Context: Council continued to provide financial hardship support through existing mechanisms, but the COVID-19-specific policy had lapsed and required formal rescission.
• Details:
  • Policy rescinded: Expired COVID-19 Financial Hardship Policy
  • Reason: Policy was a temporary measure that lapsed in June 2022
  • Council decision date: 19 December 2023
  • Continued support: Council hardship support remains available via mechanisms such as monthly/quarterly instalments and bespoke payment plans
• Impact: Removes an outdated policy framework while preserving access to financial hardship assistance under current Council arrangements.
• Next steps:
  • Administrative update to ensure the rescinded policy is no longer referenced
  • Ongoing hardship support continues under the existing hardship processes.

Adopted the 2024 Council meeting schedule (including 26 March 2024 move to Linton Shire Municipal Hall)

• Context: Council needed to confirm its meeting schedule for 2024, including a change of venue for one scheduled meeting.
• Details:
  • Council adopted: Option 1 (as attached)
  • Key venue change:
    • 26 March 2024 Council meeting moved from The Well, Smythesdale to Linton Shire Municipal Hall
  • Another noted move in the schedule resolution context:
    • 26 November 2024 meeting also referenced as moving to Linton Shire Municipal Hall
  • Council decision date: 19 December 2023
• Impact: Provides residents with clear certainty about where and when meetings will occur, improving accessibility for communities attending Council meetings.
• Next steps:
  • Publish/communicate the 2024 meeting schedule
  • Ensure venue readiness and operational arrangements for 26 March 2024 at Linton Shire Municipal Hall.

Approved 2024 councillor engagement program: budget community engagement and listening posts by 30 June 2024

• Context: Council committed to broader, earlier, and more deliberative community engagement, consistent with its Community Engagement Policy, and set the 2024 councillor engagement actions and deadlines.
• Details:
  • Council decision date: 19 December 2023
  • Engagement actions approved:
    1. Community engagement on the draft Annual Budget in May 2024, including opportunities for community submissions
    2. Councillor Listening Posts:
  • Bannockburn Farmers Market in February 2024
  • Smythesdale Community Market in the first quarter of 2024
  • Deadline: Engagement activities must be concluded by 30 June 2024
• Impact: Strengthens two-way communication between councillors and residents, giving the community structured opportunities to influence budget and local priorities.
• Next steps:
  • Deliver budget engagement in May 2024
  • Run listening posts at the specified markets in Feb 2024 and Q1 2024
  • Complete all engagement activities by 30 June 2024 and report outcomes as required through Council processes.

Community Impact

• Bannockburn residents: Construction of a new netball pavilion at Victoria Park Recreation Reserve (contract awarded to Bowden Corp Pty Ltd for $904,114 ex GST)
• Bannockburn residents: Construction of the Bannockburn Skate Bowl and supporting infrastructure within Victoria Park Recreation Reserve (contract awarded to Independent Concrete Constructions Pty Ltd; $843,165.40 ex GST plus contingency and other budget adjustments)
• Residents across the Shire: 2024 Council meeting dates/locations updated, including moving the 26 March 2024 meeting to Linton Shire Municipal Hall (with an officer report to follow on internet connection)
• Community members: Additional councillor engagement activities in early 2024, including listening posts at Bannockburn Farmers Market (Feb 2024) and Smythesdale Community Market (first quarter 2024), plus community submissions on the draft Annual Budget in May 2024
• Ratepayers: COVID-19-specific financial hardship policy formally rescinded (from the expired policy; ongoing hardship support continues via other payment flexibility and bespoke plans)
• Bannockburn Recreation Reserve / Dardel Drive stakeholders: Public open space loss notifications and ongoing community information efforts following the Minister for Planning’s rezoning decision (council indicates broader community awareness will occur through general/public media channels)

Other Notable Items

• Community questioned councillors’ independence from administration over Bannockburn rezoning and consultation.
• Public raised compensation concerns regarding land zoning changes near Farrell Street, Mowbray.
• Residents asked how council will notify people about loss of public open space on Dardel Drive.
• Councillor engagement plan: budget community engagement in May 2024 and listening posts at markets.
• Notice of motion: review planning application consideration in first quarter of 2024.

Tech & Innovation Notes

• Online access to council agendas and minutes: “Copies of Golden Plains Shire Council‘s Agendas & Minutes can be obtained online at www.goldenplains.vic.gov.au”
• Digital/IT infrastructure consideration: Officer report requested on “options for internet connection to the Linton Shire Municipal Hall” (for 2024 council meeting schedule).

Key Decisions & Outcomes

• Confirmed minutes of 21 November 2023 and 24 October 2023 council meetings.
• Approved Community Strengthening Grants 2023 Round 2 funding ($78,102.50) to 13 recipients.
• Endorsed draft Tracks and Trails Strategy for public exhibition (30 Nov 2023–11 Jan 2024).
• Authorised Planning Scheme Amendment C102gpla following adoption of Planning Scheme Review 2022.
• Approved purchase and rollout of new 140L glass bins from October 2024; recycle frequency changes.
• Awarded Slate Quarry Road (Meredith) improvement contract to Bild Infrastructure Pty Ltd ($787,820 incl. GST).

Detailed Descriptions

Confirmed minutes of 21 November 2023 and 24 October 2023 council meetings

• Context: Council considered confirmation of prior meeting minutes at the 28 November 2023 Council Meeting.
• Details:
  • Resolution moved by Cr Helena Kirby, seconded by Cr Les Rowe.
  • Minutes to be confirmed: 21 November 2023 and 24 October 2023.
• Impact: Ensures Council’s official record is accurate and formally adopted, supporting transparency and continuity in decision-making.
• Next steps: Minutes are treated as confirmed for all subsequent governance and administrative processes until superseded by later Council actions.

Approved Community Strengthening Grants 2023 Round 2 funding ($78,102.50) to 13 recipients

• Context: Council reviewed the outcomes of the Community Strengthening Grants Program 2023 Round 2 following the assessment process and CEO approvals.
• Details:
  • Council received 16 applications in September 2023.
  • 13 successful applications supported with total Council contribution of $78,102.50.
  • Grant stream breakdown:
    • Healthy Active Living: $39,688
    • Environment and Sustainability: $10,000
    • Creative Community: $16,877.50
    • Community Safety: $11,537
  • Key approved recipients (13 total) included:
    • The Bop Arts Co-op Ltd – Reactive The BOP Workshops – $10,000
    • Smythesdale Community Arts and Music Fiesta – Smythesdale Community Arts and Music Fiesta 2024 – $6,877.50
    • Trust for Nature (Victoria) – Working together to heal Country – Dog Rocks Reserve – $10,000
    • Meredith Community Centre Inc. – Seniors Out and About – $7,000
    • Smythesdale Craft and Cuppa – Craft and Cuppa Program 2024 – $1,500
    • Inverleigh Seniors Citizens Club Inc. – Inverleigh Seniors Community Engagement – $7,000
    • Haddon Community Learning Centre Inc. – Chairs, Tables, and Trolley Replacement and Upgrade – $7,170
    • Golden Plains VEX Robotics Club – Golden Plains VEX Robotics Club – $8,082
    • Golden Oldies Mens Activity Group – Golden Oldies Mens Activity Group – $7,000
    • Shelford Community Garden – Shelford Community Garden – $1,936
    • Smythesdale Cemetery Trust – Safety Barriers at Smythesdale Cemetery – $920
    • Shelford Recreation Reserve Committee of Management – Carpark Undergrowth Clean Up – $8,646
    • Cape Clear Recreation Reserve – Extreme Weather Days – $1,971
  • Resolution also requested an officer review of funding criteria and guidelines prior to the next round.
• Impact: Directly funds community-led projects across health, environment, arts, and safety—supporting social connection, education, accessibility, and safer community spaces.
• Next steps:
  • Officers to progress grant administration with the 13 recipients.
  • Funding criteria/guidelines review to be completed ahead of the next grants round.

Endorsed draft Tracks and Trails Strategy for public exhibition (30 Nov 2023–11 Jan 2024)

• Context: Council sought to progress a strategic plan guiding Tracks and Trails planning, development, and activation across Golden Plains over the next decade.
• Details:
  • Resolution moved by Cr Gavin Gamble, seconded by Cr Helena Kirby.
  • Public exhibition period: 30 November 2023 to 11 January 2024 (6 weeks).
  • The strategy was supported by funding under Sport and Recreation Victoria (SRV) Local Sports Infrastructure Fund: Planning Stream.
• Impact: Provides structured community input into future investment and development priorities for walking, cycling, and recreational trails—improving alignment with local needs and feedback.
• Next steps:
  • Collect and consider submissions during exhibition.
  • Present the final strategy to Council for adoption in February 2024 (as noted in the report).

Authorised Planning Scheme Amendment C102gpla following adoption of Planning Scheme Review 2022

• Context: Council adopted the Planning Scheme Review 2022 and authorised the next statutory step to implement policy-neutral recommendations through an amendment.
• Details:
  • Resolution moved by Cr Helena Kirby, seconded by Cr Gavin Gamble.
  • Council actions:
    1. Adopted the Golden Plains Planning Scheme Review 2022.
    2. Authorised preparation and exhibition of Amendment C102gpla under section 20(2) of the Planning and Environment Act 1987.
  • Amendment purpose: implement policy neutral changes to ordinance and planning scheme maps recommended by the review.
• Impact: Strengthens the planning scheme’s effectiveness and efficiency by ensuring it reflects periodic review outcomes, supporting clearer and more consistent planning decisions.
• Next steps:
  • Prepare amendment documentation and proceed with statutory exhibition processes per the Planning and Environment Act 1987.

Approved purchase and rollout of new 140L glass bins from October 2024; recycle frequency changes

• Context: The Victorian Circular Economy reforms require a four-bin waste system, including glass collection, with Council needing to implement the mandated service timeline.
• Details:
  • Resolution moved by Cr Gavin Gamble, seconded by Cr Helena Kirby.
  • Service commencement: October 2024 for the new 140L glass bins.
  • Bin purchase authorisation:
    • Purchase through kerbside collection contractor Cleanaway
    • Bins are 140L glass bins
    • Funded from Council’s waste reserve and a State Government grant
  • Collection frequency change:
    • Recycle bin collection changes from weekly to fortnightly to coincide with the glass service introduction.
  • FOGO timing:
    • The fourth bin (FOGO) is expected to commence in early 2026, aligned with the opening of the Region Renewable Organics Network (RRON).
• Impact: Improves compliance with state waste legislation, reduces recycling collection frequency (value-for-money alignment), and enables staged rollout to manage operational and supply risks.
• Next steps:
  • Procure and roll out glass bins ahead of October 2024.
  • Implement recycling frequency changes at the same time.
  • Plan for FOGO introduction in early 2026.

Awarded Slate Quarry Road (Meredith) improvement contract to Bild Infrastructure Pty Ltd ($787,820 incl. GST)

• Context: Council progressed a tender for road improvements to widen and upgrade key intersections and drainage on Slate Quarry Road in Meredith.
• Details:
  • Resolution moved by Cr Les Rowe, seconded by Cr Ian Getsom.
  • Contract awarded: GPSC-RFT-12-2023 – Slate Quarry Road Improvement, Meredith
  • Contractor: Bild Infrastructure Pty Ltd
  • Contract value: $787,820 (incl. GST)
  • Scope highlights:
    • Widen single-lane section to two-lane sealed road
    • Improve intersections with Ballan–Meredith Road and Watson Street
    • Install new box culverts across Ballan–Meredith Road
    • Drainage improvements including upgrades to private driveway culverts
  • Delegation: CEO (or delegate) authorised to execute the contract on Council’s behalf.
• Impact: Upgrades local road safety and functionality by improving lane capacity, sealing, intersections, and drainage—supporting safer travel and reduced flood/road drainage issues.
• Next steps:
  • Execute contract following delegation.
  • Proceed with detailed scheduling and construction works for the Meredith corridor as per construction drawings and schedule of quantities.

Community Impact

• Residents (Meredith/Slate Quarry Road area): Road widening and intersection upgrades on Slate Quarry Road, including new box culverts and drainage improvements, funded via a $787,820 contract to Bild Infrastructure
• All ratepayers and households: Introduction of a new 140L glass bin service commencing October 2024, funded via waste reserve and a State grant
• Households (kerbside recycling): Recycle bin collection changes from weekly to fortnightly starting October 2024 alongside the glass bin rollout
• Households (waste services future): Food and green organics (FOGO) bins expected to commence in early 2026, subject to the opening of the Region Renewable Organics Network (RRON)
• Residents and visitors (walking/cycling/outdoor recreation): Draft Tracks and Trails Strategy released for 6-week public exhibition (30 Nov 2023–11 Jan 2024), shaping future track/trail planning and development over the next 10 years
• Local communities (grant recipients): Community Strengthening Grants (total Council contribution $78,102.50) supporting projects such as seniors engagement, robotics, arts/music events, community gardens, reserve safety barriers, and cemetery safety improvements

Other Notable Items

• Community feedback will shape the final Tracks and Trails Strategy before February 2024 adoption.
• Request to review Community Strengthening Grants funding criteria and guidelines before the next round.
• Glass bin service planning includes risk mitigation via staged roll-out with FOGO likely early 2026.
• Citizen Recognition Award presented to Patrick Bennett for selection in Victoria State Futsal under-8s.
• Quarter 1 updates noted for Council Plan implementation, finances, and councillor expenses/attendance transparency.

Tech & Innovation Notes

• Online publication of agendas and minutes: Golden Plains Shire Council Agendas & Minutes available online at www.goldenplains.vic.gov.au
• Digital workflow/signature: DocuSign used (DocuSign Envelope ID shown in the minutes)
• IT/governance-related tender (internal audit services): Audit & Risk Committee considered a confidential report regarding a tender for Council’s internal audit services

Key Decisions & Outcomes

• Move Deputy Mayor item to follow Mayor election in meeting agenda
• Set Mayor and Deputy Mayor term to end at 26 October 2024 election
• Re-elect Cr Brett Cunningham as Mayor for 2023/24
• Do not establish the office of Deputy Mayor for the coming term
• Confirm minutes to be ratified at the 28 November 2023 council meeting

Detailed Descriptions

Move Deputy Mayor item to follow Mayor election in meeting agenda

• Context: The Council was setting the order of business for the 21 November 2023 meeting, including items related to the Mayor election and the Deputy Mayor position for 2023/24.
• Details: A procedural motion was moved by Cr Helena Kirby and seconded by Cr Brett Cunningham to move item 6.2 “Position of Deputy Mayor” to after item 6.4 “Election of Mayor”.
• Impact: This ensures the meeting first completes the formal election of the Mayor, then considers whether the Deputy Mayor office will be established, improving procedural flow and clarity for Councillors and the community.
• Next steps: The agenda order was updated for the meeting held Tuesday 21 November 2023, with Deputy Mayor business conducted after the Mayor election.

Set Mayor and Deputy Mayor term to end at 26 October 2024 election

• Context: The Council needed to determine the length of term for the Mayor and, if established, the Deputy Mayor for 2023/24, noting the current Council term ends with the next election.
• Details: Council resolved that the term of Mayor and, if the position is established, Deputy Mayor for 2023/24 will be until the next Council Election on 26 October 2024.
• Impact: Provides certainty to residents and Councillors that leadership roles align with the electoral cycle, supporting continuity of governance up to the 26 October 2024 election.
• Next steps: The resolution applied immediately for the 2023/24 term following the 21 November 2023 meeting, with leadership roles concluding at the 26 October 2024 election.

Re-elect Cr Brett Cunningham as Mayor for 2023/24

• Context: Nominations for Mayor were required under Golden Plains Shire Council’s Governance Rules, and the Council proceeded to elect the Mayor for the final year of the current Council term.
• Details: The CEO, Eric Braslis, advised that a majority of Councillors voted to elect Cr Brett Cunningham as Mayor of Golden Plains Shire Council for 2023/24. The Mayor election occurred at the Council Meeting on Tuesday 21 November 2023 (6.00pm).
• Impact: Confirms stable leadership for the Shire through 2023/24, enabling continuity in advocacy and governance while preparing for the 26 October 2024 election.
• Next steps: Following election, Cr Brett Cunningham assumed the Chair at the meeting and continued as Mayor for 2023/24, with the term running until 26 October 2024.

Do not establish the office of Deputy Mayor for the coming term

• Context: Under Section 20A(1) of the Local Government Act 2020, Council may establish an office of Deputy Mayor, but it is not compulsory. The Council considered whether to establish the position for 2023/24.
• Details: A resolution was moved by Cr Owen Sharkey and seconded by Cr Ian Getsom that Council resolve not to establish the office of Deputy Mayor for the coming term.
  • Vote outcome (division called): CARRIED 4/3
  • In favour: Crs Les Rowe, Owen Sharkey, Ian Getsom, Clayton Whitfield
  • Against: Crs Gavin Gamble, Helena Kirby, Brett Cunningham
• Impact: The Shire will operate without a Deputy Mayor for 2023/24, affecting internal leadership arrangements and succession planning during the term.
• Next steps: The decision was implemented for the 2023/24 term following the 21 November 2023 meeting, meaning no Deputy Mayor office would be appointed for that period.

Confirm minutes to be ratified at the 28 November 2023 council meeting

• Context: Council minutes from the 21 November 2023 meeting needed formal confirmation at the next scheduled meeting.
• Details: The minutes state that “The minutes of this meeting were confirmed at the Council Meeting held on 28 November 2023.” The next council meeting was scheduled for 6.00pm Tuesday 28 November 2023.
• Impact: Ensures official governance records are accurate and formally adopted, supporting transparency and legal/administrative continuity.
• Next steps: Minutes were scheduled to be confirmed at the 28 November 2023 council meeting and were confirmed as recorded in the document.

Community Impact

• Residents (local leadership): Cr Brett Cunningham elected Mayor for 2023/24, continuing current leadership and priorities through the next council election on 26 October 2024
• Residents (council governance): Council confirms the Mayor (and Deputy Mayor, if established) term runs until the 26 October 2024 election, affecting how long current leadership decisions remain in place
• Residents (representation/advocacy): Council decided not to establish a Deputy Mayor role for 2023/24, reducing formal leadership capacity for representing the Shire when the Mayor is unavailable
• Residents (service continuity): Ongoing council commitment to delivering “over 70 individual services” continues under the re-elected Mayor, supporting continuity of local programs and operations
• Road users and residents (infrastructure planning): Council’s stated focus on increased funding to address drainage and road issues may lead to more road and drainage works affecting travel and local access
• Residents (waste/recycling): Council’s stated move toward a fourth kerbside bin in line with State regulations may change household waste collection arrangements and bin availability

Other Notable Items

• Procedural motion moved Deputy Mayor item to follow Election of Mayor.
• Council noted Mayor/Deputy Mayor term runs to next election on 26 October 2024.
• Mayor’s address highlighted flood response: 41 roads closed, many reopened by Jan/Feb.
• Mayor pledged focus on drainage/road issues and upcoming Roads to Recovery and Black Spot funding.
• Council discussed not establishing Deputy Mayor; division recorded 4–3 vote.