Golden Plains Shire

Key Decisions & Outcomes

• Adopt Teesdale Flood Risk Investigation Study and authorise planning scheme amendment C104.
• Adopt Moorabool River Reserve Masterplan and program works for next three years.
• Adopt updated Media and Communications Policy, replacing previous media statements and public notice policy.
• Adopt revised Councillor Code of Conduct (motion failed; not adopted).
• Revoke and adopt updated Councillor Dispute Resolution Policy integrated into revised code (failed with code).
• Establish electrical services panel of suppliers for three years with two extension options.

Detailed Descriptions

Adopt Teesdale Flood Risk Investigation Study and authorise planning scheme amendment C104

• Context: Council considered the findings of the Teesdale Flood Risk Investigation Study to update flood mapping controls in the Golden Plains Planning Scheme. This was prompted by identified flood risk impacts on residents, properties and infrastructure in Teesdale.
• Details:
  • Council meeting held 24 October 2023 (Item 8.4).
  • Resolution adopted:
    • Adopted the findings of the Teesdale Flood Risk Investigation Study (Water Technology Pty Ltd, 2023).
    • Authorised preparation and exhibition of Planning Scheme Amendment C104 to modify the Land Subject to Inundation Overlay (LSIO) and Floodway Overlay (FO) mapping in Teesdale.
  • The study includes high-quality up-to-date flood mapping (flood heights, high-risk areas) and assessed three mitigation options, which were found not financially viable.
  • The Municipal Flood Emergency Plan (MFEP) is also being updated with intelligence from the study.
• Impact: Strengthens flood risk assessment and planning decision-making in Teesdale by aligning the planning scheme overlays with the updated investigation, improving guidance for flood warning/evacuation and reducing risk to people and property.
• Next steps:
  • Council will prepare and exhibit Amendment C104 (including the required planning amendment process).
  • Updated flood information will inform both planning controls (via the overlays) and emergency planning (via MFEP updates).

Adopt Moorabool River Reserve Masterplan and program works for next three years

• Context: Council adopted a master plan to guide the future development and management of the Moorabool River Reserve following community and stakeholder engagement.
• Details:
  • Council meeting held 24 October 2023 (Item 8.5).
  • The Moorabool River Reserve is a 17 hectare public open space and conservation reserve in Batesford.
  • Resolution adopted:
    • Adopted the Moorabool River Reserve Masterplan (as attached).
    • Directed the CEO to use the Masterplan Action Tables to prepare a prioritised program of works for consideration in Council budgets over the next three years.
• Impact: Provides an agreed, community-informed framework for managing and improving the reserve, and supports transparent budgeting and staged delivery of works.
• Next steps:
  • CEO prepares a prioritised works program using the Masterplan Action Tables.
  • Works program is presented for consideration through Council budget processes over the next three years.

Adopt updated Media and Communications Policy, replacing previous media statements and public notice policy

• Context: Council reviewed and updated its Media and Communications Policy to improve operational clarity and intent. The update specifically replaces older media and public notice instruments.
• Details:
  • Council meeting held 24 October 2023 (Item 8.7).
  • Resolution adopted:
    • Adopted the updated Media and Communications Policy (as attached).
    • Adopted it in place of the previous Media Statements and Public Notice Policy.
  • The draft was presented for feedback at Council’s Strategic Meeting on 5 September 2023, then updated prior to this adoption.
  • Vote result: CARRIED 4/3.
• Impact: Standardises how Council communicates with the community and media, improving consistency, clarity, and governance over public communications and notices.
• Next steps:
  • Policy is implemented following adoption (replacing the previous Media Statements and Public Notice Policy).
  • Staff and communications processes align to the new policy.

Adopt revised Councillor Code of Conduct (motion failed; not adopted)

• Context: Council was required to develop and maintain a Councillor Code of Conduct under the Local Government Act 2020 (s139). A revised Code of Conduct was presented following a review, but the adoption motion did not achieve the required threshold.
• Details:
  • Council meeting held 24 October 2023 (Item 8.6).
  • Proposed resolution (motion) included:
    • Revocation of the Councillor Dispute Resolution Policy 2021.
    • Adoption of the revised Councillor Code of Conduct in place of the previously adopted Councillor Code of Conduct 2021.
  • Motion outcome:
    • Motion was LOST.
    • Division result: In favour: Crs Gavin Gamble, Helena Kirby, Brett Cunningham, Clayton Whitfield (4)
    • Against: Crs Les Rowe, Owen Sharkey, Ian Getsom (3)
    • The motion required a two-thirds majority and did not meet it (4/3 but still LOST due to the two-thirds requirement).
• Impact: The revised Code of Conduct was not adopted at this meeting, meaning the existing Councillor Code of Conduct framework remains in place for now.
• Next steps:
  • Council will need to reconsider the revised Code of Conduct at a future meeting (or adjust the proposal to meet the two-thirds adoption requirement).

Revoke and adopt updated Councillor Dispute Resolution Policy integrated into revised code (failed with code)

• Context: The updated dispute resolution approach was intended to be integrated into the revised Councillor Code of Conduct, with the separate 2021 dispute resolution policy to be revoked only if the revised Code was adopted.
• Details:
  • Council meeting held 24 October 2023 (Item 8.6).
  • The motion included:
    • Revoke the Councillor Dispute Resolution Policy 2021.
    • Adopt the revised Councillor Code of Conduct, with the dispute resolution policy integrated into the Code.
  • Motion outcome:
    • The combined motion was LOST (same division as Item 8.6).
    • Therefore, the Councillor Dispute Resolution Policy 2021 was not revoked and the integrated updated approach was not adopted.
• Impact: The current dispute resolution policy arrangements under the 2021 policy remain unchanged, pending a successful adoption of the revised integrated Code.
• Next steps:
  • Council will need to revisit adoption of the revised Code (and associated revocation) at a later date to implement the integrated dispute resolution framework.

Establish electrical services panel of suppliers for three years with two extension options

• Context: Council sought to engage suitably qualified contractors via a panel arrangement to deliver Electrical Services & Maintenance Works.
• Details:
  • Council meeting held 24 October 2023 (Item 8.10).
  • Resolution adopted:
    • Awarded Contract GPSC-RFT-14-2023: Panel of Suppliers – Electrical Services & Maintenance Works.
    • Contract term: initial period of three (3) years with two (2) × 12-month extensions at Council’s discretion.
    • Panel suppliers approved:
      • Stack Electrical & Data Pty Ltd
      • G.T. Electrical Contractors Pty Ltd
      • Barwon Asset Solutions Pty Ltd
    • Delegation: CEO (or delegate) authorised to execute the contract on Council’s behalf.
  • Vote result: CARRIED.
• Impact: Ensures Council has ready access to qualified electrical contractors for maintenance and services, supporting timely delivery of works and reducing procurement friction.
• Next steps:
  • CEO/authorised delegate executes GPSC-RFT-14-2023.
  • Panel becomes operational for electrical services and maintenance works over the three-year initial term, with potential extensions subject to Council discretion.

Community Impact

• Teesdale residents/property owners: Updated Teesdale flood risk study adopted and Land Subject to Inundation/Floodway overlay mapping to be amended, which may change flood-related planning controls and future development approvals
• Teesdale residents/property owners: Municipal Flood Emergency Plan to be updated using the new flood intelligence, affecting local flood warning/evacuation planning
• Batesford residents and visitors: Moorabool River Reserve Masterplan adopted for the 17-hectare reserve, guiding future management and development of the public open space and conservation area
• Batesford residents: Council to use the Masterplan action tables to prepare a prioritised program of works for the next three years (budget-dependent), potentially changing reserve facilities and maintenance schedules
• All Golden Plains residents: Updated Media and Communications Policy adopted, changing how Council communicates with the community (including replacement of previous media/public notice approaches)
• Residents affected by Council works: Electrical Services & Maintenance Works panel established for 3 years (with extensions), enabling faster procurement of electrical contractors for Council infrastructure and maintenance needs

Other Notable Items

• Public question raised about flood overlay modelling differences and planning application liability implications.
• Interim proposal: Council to seek urgent Minister for Planning review of flood overlay implementation.
• Moorabool River Reserve masterplan adoption includes action tables for a prioritised three-year works program.
• Teesdale Flood Risk Investigation Study to inform Municipal Flood Emergency Plan updates.
• Mayor congratulated Cr Helena Kirby on receiving a 15-year Councillor Service Award (MAV).

Tech & Innovation Notes

• Online publication of council agendas and minutes: “Copies of Golden Plains Shire Council’s Agendas & Minutes can be obtained online at www.goldenplains.vic.gov.au”
• Use of digital planning/flood data sources mentioned in public question time: Vicplan website and Corangamite Catchment Management Authority Flood Portal (flood modelling data used to assess flood risk)
• Digital workflow/e-signature: DocuSign Envelope IDs referenced for the minutes document
• IT/electrical services procurement: Panel of Suppliers for “Electrical Services & Maintenance Works” (includes “Stack Electrical & Data Pty Ltd”)

Key Decisions & Outcomes

• Adopt Smythesdale Gardens & Brewery Dam Reserve Master Plan
• In-principle approval of 2022/23 Annual Financial Statements and Performance Statement
• Adopt Election Period Policy for council elections
• Update Planning & Environment Act 1987 Instrument of Appointment and Authorisation
• Note Quarter 4 (unaudited) Finance Report and receive November implications report
• Reappoint Audit and Risk Committee independent member Phil Delahunty (to 1 Sep 2026)

Detailed Descriptions

Adopt Smythesdale Gardens & Brewery Dam Reserve Master Plan

• Context: Council engaged Insight Leisure Planning to develop a Master Plan to guide future planning, development, and recreation opportunities for Smythesdale Gardens & Brewery Dam Reserve.
• Details:
  • Stakeholder input included participation by the Smythesdale Progress Association/Committee of Management (CoM) via a site walk-through and consultation session.
  • Key Council officer workshop held to inform the draft Master Plan.
  • Public exhibition of the Draft Master Plan included an online survey from 26 July to 23 August 2023.
  • Two submissions were received during the exhibition period (as detailed in the Communications & Engagement Report—Attachment 2).
  • One minor addition was made to the final Master Plan following assessment of submissions.
  • Council resolution (carried) adopted the Master Plan: Attachment 1.
• Impact: Provides a clear, prioritised framework for future facility improvements and recreation programming, supporting the Committee and Council to plan investment and pursue external grants and funding for implementation over 2023–2033.
• Next steps:
  • The Committee of Management and Council use the adopted Master Plan to guide implementation planning, infrastructure investment priorities, and grant/funding applications.

In-principle approval of 2022/23 Annual Financial Statements and Performance Statement

• Context: The annual financial statements and performance statement for year ended 30 June 2023 were prepared by Council officers and are subject to audit by the Victorian Auditor-General’s Office (VAGO).
• Details:
  • VAGO final audit visit scheduled 13–20 September 2023.
  • Audit and Risk Committee to review the statements on 3 October 2023 following the VAGO audit.
  • Council gives in-principle approval to the annual financial statements and performance statement for 2022/23.
  • Council also authorised certification arrangements:
    • Mayor (or deputy) and Cr Rowe (or delegate) to certify the annual financial statements and performance statement.
    • Mayor and Chief Executive Officer to certify the Governance and Management checklist (required under the Local Government (Planning and Reporting) Regulations).
• Impact: Enables the statutory reporting process to proceed while maintaining governance requirements for audit readiness and certification.
• Next steps:
  • Finalisation and certification following VAGO audit and Audit & Risk Committee review (timed for early October 2023).

Adopt Election Period Policy for council elections

• Context: Council is required under section 69 of the Local Government Act 2020 to adopt an Election Period policy to ensure fairness, transparency, and equity for candidates.
• Details:
  • Policy forms part of Council’s Governance Rules (Chapter 7).
  • Policy must be reviewed at least once per Council term and no later than 12 months prior to the Election Period.
  • Community engagement was undertaken following Council endorsement at the August meeting; no submissions were received.
  • Council adopted the Election Period policy (as attached).
• Impact: Strengthens election integrity and provides clear operational guidance for how Council will behave during the election period.
• Next steps:
  • Policy takes effect as adopted and is used to guide Council operations during the election period.

Update Planning & Environment Act 1987 Instrument of Appointment and Authorisation

• Context: Under the Planning and Environment Act 1987, authorised officers’ appointments cannot be delegated and must be made by Council resolution via an Instrument of Appointment and Authorisation.
• Details:
  • Instrument previously adopted in August 2023.
  • Review completed to reflect staffing changes in the Community, Planning and Growth directorate.
  • Council resolved to:
    • Appoint and authorise the staff listed in Attachment 1.
    • Authorise the Chief Executive Officer to sign the instrument.
    • Make the instrument come into force immediately upon CEO signing.
    • Revoke the previous instrument dated 22 August 2023.
• Impact: Ensures the correct staff are legally empowered to carry out Planning & Environment Act functions, supporting efficient and compliant planning decision-making.
• Next steps:
  • CEO signs the revised instrument and it takes effect immediately; the 22 August 2023 instrument is revoked.

Note Quarter 4 (unaudited) Finance Report and receive November implications report

• Context: Quarter 4 finance reporting for the 12 months ending 30 June 2023 was presented as unaudited, with further consideration of impacts to occur at the November councillor briefing.
• Details:
  • At 30 June 2023:
    • Total operating revenue: $55.6m
    • Total operating expenditure: $52.5m
    • Year-to-date surplus: $3.1m
    • Variance vs budget: $4.8m unfavourable
  • Capital works expenditure: $12.8m
    • $6m below original budget
    • $14.6m below revised budget
    • Revised budget includes $9.5m rolled forward for projects
  • Underlying result: deficit of $5.3m, compared with original budget underlying result of $100k (difference $5.4m), materially driven by:
    • Landfill Rehabilitation Reserve movement: $493k
    • Flood damage costs (net of grant received): $2.1m
    • Reduced level of sales from Lomandra Drive: $1.8m
    • Asset impairments and write-offs: $862k
    • Flood claims continue to be lodged under DFRA processes
  • Council resolved to note the Quarter 4 report and receive a report in November on financial implications for the Long Term Financial Plan and preparation of the draft 24/25 Budget.
• Impact: Provides transparency on financial performance and flags key drivers affecting future planning and budgeting, supporting informed decision-making by councillors.
• Next steps:
  • Prepare and present the financial implications report to the November Councillor briefing, including impacts on the Long Term Financial Plan and draft 2024/25 Budget.

Reappoint Audit and Risk Committee independent member Phil Delahunty (to 1 Sep 2026)

• Context: Council considered the reappointment of an independent member of its Audit and Risk Committee, following the Audit and Risk Committee Charter requirements.
• Details:
  • Council resolved (confidentially considered then included in public minutes) to reappoint Mr Phil Delahunty as an independent member.
  • Term: additional three-year term expiring on 1 September 2026.
  • Council also determined the resolution itself would be no longer confidential (the report to remain confidential).
• Impact: Maintains continuity and strengthens governance oversight of audit, risk, and compliance functions for the community.
• Next steps:
  • Reappointment takes effect for the additional term expiring 1 September 2026, with ongoing participation in Audit and Risk Committee activities per the Charter.

Community Impact

• Smythesdale Gardens & Brewery Dam Reserve users: Adopted 2023–2033 Master Plan will guide future facility upgrades, recreation opportunities, and programming priorities for the reserve
• Smythesdale Progress Association/Committee of Management: Master Plan recommendations will shape how the Committee plans and prioritises infrastructure investment and seeks external grants/funding to implement improvements
• All Golden Plains residents: Election Period Policy adopted to govern Council election conduct, improving fairness, transparency, and equity for candidates during the election period
• Planning & Environment Act stakeholders (residents affected by planning decisions): Updated Instrument of Appointment and Authorisation reflects staffing changes, affecting which council officers are authorised to act on planning-related matters
• Meredith residents (and 3333 postcode area): Petition with 292 signatures received and referred for CEO consideration/response regarding road condition issues, potentially leading to road works or policy/maintenance actions
• Council ratepayers: Quarter 4 unaudited finance update noted an underlying deficit and key cost drivers (including flood damage net of grants and reduced sales), with implications for the Long Term Financial Plan and the preparation of the 2024/25 budget
• Local community infrastructure/maintenance: Awarded contract for Jetpatcher truck replacement will support ongoing road maintenance/patching operations through replacement of Council’s jetpatching capability

Other Notable Items

• Public questioned 2021 hen farm decision process and councillors’ voting change.
• Community raised animal-welfare/environment risks for duck farms amid climate emergency.
• Smythesdale Gardens & Brewery Dam Reserve Master Plan adopted after public exhibition and two submissions.
• Quarter 4 finance update noted underlying $5.3m deficit; November briefing to consider impacts on LTFP.
• Petition with 292 signatures about Meredith road conditions referred for CEO response.

Tech & Innovation Notes

• Online public 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 engagement tool used for community consultation: “public exhibition… which included an online survey from 26 July to 23 August 2023”
• Use of electronic document signing: “DocuSign Envelope ID: AAC89600-DE46-489F-8832-F45E2DF1699B”

Key Decisions & Outcomes

• Approved Berrybank Wind Farm Community Grants 2023 funding for six community projects.
• Sought Minister approval to excise South Steiglitz Road from mining exploration licence EL6164.
• Awarded RF T-06-2023 panel contract for Minor Civil Works and Plant Hire (3 years).
• Adopted revised Planning and Environment Act 1987 Instrument of Appointment and Authorisation.
• Endorsed draft Election Period Policy for public exhibition; scheduled adoption for September 2023.
• Delegated CEO authority to execute the Minor Civil Works and Plant Hire panel contract.

Detailed Descriptions

Approved Berrybank Wind Farm Community Grants 2023 funding for six community projects

• Context: Council received 14 applications in June 2023 under the Berrybank Wind Farm Community Grants 2023 program and assessed them for community benefit and funding eligibility.
• Details:
  • Total applications: 14 requesting $302,829 (with particular competition noted for FY23–24).
  • Council-funded projects (six successful applications) supported by Berrybank Development Pty Ltd over three years:
    • Total contribution: $115,264 across FY23–24 to FY25–26
    • FY23–24: $76,740
    • FY24–25: $26,374
    • FY25–26: $12,150
  • Combined project value delivered by recipients: $406,937
  • Council resolution (22 August 2023) noted and acknowledged the $76,740 FY23–24 funding for these recipients:
    • Shelford Duck Race — $10,100 (multi-year total over 3 years)
    • Maude She Oaks & Steiglitz Community Planning Group — “Bunjil Lookout Community Gathering” — $13,800 (multi-year total over 3 years)
    • Shelford Public Hall Reserve Committee of Management Inc. — “Shelford Public Hall Rejuvenation Project” — $49,751 (multi-year total over 2 years)
    • Cape Clear Recreation Reserve — “Valentines Bush Dance and Winter Solstice Bonfire” — $15,850 (multi-year total over 3 years)
    • Inverleigh Bowls Club Inc. — “Greens Lighting Upgrade” — $15,763
    • Inverleigh Sporting Complex — “Spectator Shelter” — $10,000
  • Competitive round detail: funding requested for FY23–24 was over $160,000 with available funding of $78,000.
• Impact: Provides targeted community improvements including increased physical activity and social connection, and enhanced accessibility/safety of community spaces across Shelford, Maude/Steiglitz area, and Inverleigh.
• Next steps:
  • Approved funding is to be delivered over the next three years (with the FY23–24 amounts acknowledged by Council at the 22 August 2023 meeting).
  • Recipients proceed with project delivery according to their multi-year funding schedules.

Sought Minister approval to excise South Steiglitz Road from mining exploration licence EL6164

• Context: Council was contacted by members of the Steiglitz and wider community requesting action to protect biodiversity and amenity in the area by preventing exploratory drilling.
• Details:
  • Council resolution (22 August 2023) directed Council to write to the Minister for Energy and Resources.
  • Request: excision of South Steiglitz Road from gold mining exploration licence EL6164.
  • Licence holder: New Hanover Exploration Pty Ltd.
  • Rationale provided:
    • The road reserve is adjacent to a National Park.
    • Adjacent land holders refused exploratory drilling on their properties.
    • The road reserve is identified as the only location where exploratory drilling could otherwise occur, with detrimental environmental and amenity impacts.
• Impact: If approved, it reduces the likelihood of exploratory drilling impacts on biodiversity and community amenity near the National Park and South Steiglitz Road.
• Next steps:
  • Council correspondence to the Minister for Energy and Resources following the resolution.
  • Await Ministerial decision on the requested licence excision.

Awarded RF T-06-2023 panel contract for Minor Civil Works and Plant Hire (3 years)

• Context: Council sought suitable qualified and experienced providers to deliver construction works across the Shire through a panel arrangement.
• Details:
  • Council resolution (22 August 2023) awarded Contract RF T-06-2023 — Panel of Suppliers for Minor Civil Works and Plant Hire.
  • Duration:
    • Three (3) years, with two (2) x one (1) year extensions available for the rates provided.
  • Panel suppliers awarded to (as listed in the resolution):
    • East Contractors
    • Fulton Hogan Industries Pty Ltd
    • Total Plumbing -Solutions
    • Begbies Earthmoving
    • Patash And Civil Group Pty Ltd
    • Begbies Contracting
  • Delegation also included authority to execute the contract (see separate delegation item).
• Impact: Improves Council’s ability to deliver minor civil works and plant hire efficiently across the Shire by having pre-qualified suppliers ready to be engaged.
• Next steps:
  • Contract execution by the authorised delegate/CEO (per the related delegation resolution).
  • Panel becomes available for use for works requiring minor civil works and plant hire over the three-year term.

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

• Context: Council must appoint and authorise officers under the Planning and Environment Act 1987 via Council resolution; the instrument cannot be delegated.
• Details:
  • Council resolution (22 August 2023) adopted the revised instrument (Attachment 1) following a review completed to reflect staffing changes in the Community, Planning and Growth directorate.
  • Legal basis referenced in the resolution: s 147(4) of the Planning and Environment Act 1987.
  • Key terms of the resolution:
    • Staff listed in Attachment 1 are appointed and authorised as set out in the instrument.
    • Chief Executive Officer authorised to sign the instrument.
    • Instrument comes into force immediately upon signing by the CEO.
    • Instrument remains in force until Council varies or revokes it.
    • Previous instrument dated 27 June 2023 is revoked.
• Impact: Ensures Council’s planning and environment decision-making processes remain legally valid and up to date with current staffing arrangements.
• Next steps:
  • CEO signs the revised instrument.
  • The instrument takes effect immediately upon signing and replaces the 27 June 2023 version.

Endorsed draft Election Period Policy for public exhibition; scheduled adoption for September 2023

• Context: Under the Local Government Act 2020, Council must adopt an Election Period policy and review it at least once per Council term, no later than 12 months prior to the Election Period.
• Details:
  • Council resolution (22 August 2023) endorsed the draft Election Period policy (Attachment 1).
  • Public exhibition:
    • Draft policy endorsed for public exhibition.
  • Scheduled adoption:
    • Council to consider adoption at its September 2023 meeting.
  • Purpose of the policy (as stated in the report): to ensure fairness, transparency, and equity among candidates; and to outline how Council will operate during the election period.
• Impact: Provides community and candidate transparency and input into election governance arrangements before final adoption.
• Next steps:
  • Conduct public exhibition of the draft policy.
  • Bring the policy back to Council for adoption at the September 2023 meeting.

Delegated CEO authority to execute the Minor Civil Works and Plant Hire panel contract

• Context: Alongside awarding the panel contract, Council needed to ensure the contract could be executed efficiently without requiring further Council resolutions.
• Details:
  • Council resolution (22 August 2023), under item 8.5, included a delegation:
    • Council delegated to the Chief Executive Officer or his delegate authority to execute Contract RF T-06-2023 on behalf of Council.
  • Contract covered:
    • Minor Civil Works and Plant Hire panel of suppliers
    • Three (3) years with two (2) x one (1) year extensions (rates provided).
• Impact: Enables timely commencement of the panel contract arrangements and reduces administrative delays in procurement/engagement for works.
• Next steps:
  • CEO (or delegate) signs and executes the contract following the 22 August 2023 resolution.
  • Panel operationalisation for future minor civil works and plant hire requirements across the Shire.

Community Impact

• Community groups and residents: $76,740 in Berrybank Wind Farm Community Grants supports six local projects over the next 2–3 years, improving access, safety, and opportunities for social connection and physical activity
• Steiglitz and wider community: Council will seek excision of South Steiglitz Road from a gold mining exploration licence to help protect local biodiversity and amenity by reducing potential environmental impacts from exploratory drilling
• Shire-wide residents: A new 3-year panel of suppliers for minor civil works and plant hire (with extensions) will shape how quickly and by whom roadworks and small construction/maintenance tasks are delivered across the municipality
• Planning and environment stakeholders: Updated authorised-officer appointments under the Planning and Environment Act 1987 affect who can make planning/environment decisions and actions on Council’s behalf (improving administrative alignment with current staffing)
• All eligible voters and candidates: A draft Election Period policy will go on public exhibition and be considered for adoption in September 2023, setting rules for fairness, transparency, and equity during the election period
• Bannockburn and local businesses: Ongoing development staging for the Bannockburn Shopping Centre (including planned commencement of stage 2 before year-end) will continue to influence access, local amenity, and the timing of improvements after earlier road closure impacts

Other Notable Items

• Public concerns raised about intensive animal agriculture promotion and community/environment impacts.
• Request to turn off streetlights near Inverleigh Conservation Reserve; officers cited safety and standards.
• Bannockburn Shopping Centre access/road “mess” raised; stage 2 expected before year-end.
• Community request to protect biodiversity/amenity by excising South Steiglitz Road from mining exploration.
• Draft Election Period Policy to go on public exhibition; adoption planned for September meeting.

Tech & Innovation Notes

• Online publication of council agendas and minutes: “Copies of Golden Plains Shire Council’s Agendas & Minutes can be obtained online at www.goldenplains.vic.gov.au”
• Digital document workflow/signing: DocuSign Envelope ID (used for meeting documents)
• Remote attendance: “Cr Ian Getsom joined the meeting virtually”
• IT/communications infrastructure referenced indirectly: “Council’s website” (public question referencing it)

Key Decisions & Outcomes

• Adopt Ross Creek Recreation Reserve Masterplan 2023.
• Endorse Moorabool River Reserve Draft Master Plan for public consultation.
• Endorse Smythesdale Gardens & Brewery Dam Reserve Draft Masterplan for public consultation.
• Adopt Subdivision Road Naming Policy and Procedure.
• Approve replacement of Federation Pedestrian Bridge, Inverleigh; seek reimbursement funding.
• Award and execute multiple road/recreation tenders (Kopkes Road, Cape Clear, Linton Oval) and maintenance panels.

Detailed Descriptions

Adopt Ross Creek Recreation Reserve Masterplan 2023

• Context: Council engaged True Resource Group to update planning for the Ross Creek Recreation Reserve, following community stakeholder input and identified facility needs. The updated Masterplan was publicly exhibited after April 2023 endorsement.
• Details:
  • Council decision date: 25 July 2023
  • Resolution: Adopt the attached Ross Creek Recreation Reserve Masterplan 2023
  • Engagement and evidence base:
    • Community consultation included face-to-face and telephone sessions with the Ross Creek Recreation Reserve Committee of Management (CoM).
    • Additional one-to-one discussions with key user groups and the local primary school, plus Council officers.
  • Planning horizon: 2023–2033
  • Public exhibition outcome: After Council endorsement in April 2023, the Draft Masterplan was exhibited and no further community comments/feedback were received.
• Impact: Provides a clear, prioritised framework for future infrastructure investment and programming at Ross Creek, supporting participation growth and enabling Council to scope and apply for grants/funding.
• Next steps:
  • Masterplan becomes the guiding document for reserve planning and investment priorities from 2023–2033.
  • Council and the CoM can progress scoping of projects and funding opportunities aligned to the Masterplan recommendations.

Endorse Moorabool River Reserve Draft Master Plan for public consultation

• Context: Council commissioned Thompson Berrill Landscape Design to develop a Draft Master Plan for the Moorabool River Reserve in Batesford. Public consultation is required to inform the final Master Plan.
• Details:
  • Council decision date: 25 July 2023
  • Location: Moorabool River Reserve, Batesford
  • Resolution: Endorse the attached Moorabool River Reserve Draft Master Plan for public consultation
  • Purpose of consultation: To gather community feedback to guide final management and development decisions.
• Impact: Ensures community input shapes the final reserve direction, improving alignment with local needs and strengthening the case for future funding and implementation.
• Next steps:
  • Release the Draft Master Plan for community consultation (timing to be set by Council).
  • Consider submissions and bring the final Moorabool River Reserve Master Plan back to Council for adoption later.

Endorse Smythesdale Gardens & Brewery Dam Reserve Draft Masterplan for public consultation

• Context: Council engaged Insight Leisure Planning to prepare a Master Plan guiding future planning and development of Smythesdale Gardens & Brewery Dam Reserve. Council must endorse the Draft Master Plan for exhibition and feedback.
• Details:
  • Council decision date: 25 July 2023
  • Location: Smythesdale Gardens & Brewery Dam Reserve (Smythesdale)
  • Resolution: Endorse the attached Smythesdale Gardens & Brewery Dam Reserve Draft Master Plan for public consultation
  • Engagement included:
    • Consultation with stakeholders on current facilities and future active recreation opportunities.
    • Participation by the Smythesdale Progress Association / Committee of Management (CoM) via a site walk-through and consultation session.
    • A workshop session with selected key Council officers.
  • Planning horizon: 2023–2033
  • Public question context (Graham Turnbull): Council advised Masterplans are not static and can be reviewed/updated if strategic justification and need arise.
• Impact: Creates a structured pathway to prioritise reserve upgrades, activate recreation opportunities, and support grant/funding applications—while ensuring community views influence final outcomes.
• Next steps:
  • Undertake public consultation on the Draft Master Plan.
  • Incorporate feedback and present the final Masterplan for Council adoption later in 2023 (per Council’s public response).

Adopt Subdivision Road Naming Policy and Procedure

• Context: Council developed a consistent approach to road naming for newly approved subdivisions to ensure names meet Victoria’s naming rules and remain meaningful. Adoption enables a structured naming register process.
• Details:
  • Council decision date: 25 July 2023
  • Resolution: Adopt the attached Subdivision Road Naming Policy and Procedure
  • Policy intent:
    • Provide a consistent and meaningful approach to naming roads in newly approved subdivisions.
    • Align with the naming rules for places in Victoria.
  • Post-adoption process:
    • Consultation will commence with local first peoples, historical societies, and other community groups to develop a register of suitable names for new roads in identified growth areas.
    • Developers/permit applicants will be advised to review the register prior to lodging a new road name request form.
• Impact: Improves consistency, transparency, and cultural/historical appropriateness in road naming across Golden Plains Shire growth areas.
• Next steps:
  • Begin consultation to build the road name register.
  • Publish/use the register for future subdivision naming requests.

Approve replacement of Federation Pedestrian Bridge, Inverleigh; seek reimbursement funding

• Context: The October 2022 floods damaged the Federation Pedestrian Bridge (Inverleigh). Repair costs exceed the bridge’s current value and repairs may not meet current safety standards.
• Details:
  • Council decision date: 25 July 2023
  • Asset: Federation Pedestrian Bridge, Inverleigh
  • Damage context: October 2022 floods
  • Cost estimates (including design, site establishment, contingencies):
    • Repair option range: $140,000 to $204,000
    • Full replacement estimate: $286,600
  • Technical decision:
    • Preferred option is replacement (better value for money than repair).
    • Replacement to be delivered as a design and construct tender.
    • Target lifespan: 75-year design life (pending detailed design).
    • Current structure age: ~25 years old
  • Resolution actions:
    1. Approve replacement of the existing bridge with a new suspension bridge, pending detailed design to provide a 75-year life.
    2. Support an application to Corangamite Catchment Management Authority for reimbursement of eligible costs.
    3. Any funding shortfall to be allocated from Council’s Bridge Renewal and Bridge Maintenance programs.
• Impact: Restores safe pedestrian connectivity and reduces long-term risk compared with partial repairs that may not meet modern standards; also improves the likelihood of recovering eligible costs through reimbursement.
• Next steps:
  • Proceed with detailed design.
  • Run a design and construct tender.
  • Delivery anticipated for third quarter of 2023–2024 (as stated in the report).
  • Submit reimbursement application to Corangamite Catchment Management Authority.

Award and execute multiple road/recreation tenders (Kopkes Road, Cape Clear, Linton Oval) and maintenance panels

• Context: Council sought tenders for multiple infrastructure upgrades and also established panels for ongoing maintenance services. These decisions enable procurement to proceed and contracts to be executed.
• Details:
  • Council decision date: 25 July 2023
  • Road / bridge / recreation tenders awarded:
    1. Kopkes Road, Haddon – Road Improvements
  • Contract: GPSC-RFT-08-2023
  • Award to: Begbies Contracting
  • Value: $931,550.84 excl. GST (excl. provisional)
  • Action: CEO/delegate authorised to execute the contract
    2. Cape Clear – Rokewood Road, Rokewood Junction – Road Improvements
  • Contract: GPSC-RFT-04-2023
  • Award to: Fulton Hogan Industries Pty Ltd
  • Value: $450,149.84 excl. GST (excl. provisional)
  • Action: CEO/delegate authorised to execute the contract
    3. Linton Oval Reconstruction – Construction Tender
  • Contract: GPSC-RFT-07-2023
  • Award to: Global Turf Projects Pty Ltd
  • Value: $1,200,134.16 excl. GST
  • Action: CEO/delegate authorised to execute the contract
  • Maintenance panels awarded:
    4. Panel of Suppliers – Plumbing Maintenance Services
  • Contract: GPSC-RFT-05-2023
  • Award to (panel): Plumbing -Logistics Pty Ltd, Complete -plumbing Construction -Concepts Pty Ltd, Total -Plumbing -Solutions
  • Action: CEO/delegate authorised to execute the contract
    5. Panel of Suppliers – General Maintenance Services
  • Contract: GPSC-RFT-02-2023
  • Award to (panel): Burkhan Pty Ltd T/AS Dolls Cleaning Services, Mr T At Work, Zantagra Group
  • Action: CEO/delegate authorised to execute the contract
  • Execution authority: In each case, Council delegated to the CEO or his delegate to execute contracts on Council’s behalf.
• Impact: Accelerates delivery of key road safety/efficiency works and recreation infrastructure, while ensuring Council has ready access to qualified contractors via maintenance panels.
• Next steps:
  • Procurement administration to finalise contract documentation and commence works under the awarded contracts.
  • Maintenance panels to be activated for ongoing service call-outs and maintenance scheduling.

Community Impact

• Smythesdale residents: Smythesdale Gardens & Brewery Dam Reserve draft master plan goes to public consultation, shaping future recreation upgrades and reserve activation priorities (2023–2033)
• Ross Creek residents: Ross Creek Recreation Reserve master plan adopted, setting the 2023–2033 direction for facility improvements, participation opportunities, and potential grant-funded works
• Batesford residents: Moorabool River Reserve draft master plan endorsed for public consultation, guiding future reserve management/development and potential infrastructure changes
• Road users in Haddon/Rokewood Junction/Piggoreet: Awarded road improvement and bridge/culvert replacement contracts (Kopkes Rd, Cape Clear–Rokewood Rd, Linton–Piggoreet Rd) to improve safety, drainage, and travel efficiency
• Linton residents and sports users: Linton Oval reconstruction tender awarded, leading to upgraded sporting facilities at the Linton Recreation Reserve
• Bannockburn–Geelong commuters: Council will write to state politicians expressing dissatisfaction and seeking a more accessible and frequent bus service, potentially influencing future public transport planning

Other Notable Items

• Public question: Smythesdale Gardens/Brewery Dam masterplan flexibility and future changes with consultation.
• Draft masterplans endorsed for public consultation: Moorabool River Reserve and Smythesdale Gardens/Brewery Dam.
• Community Satisfaction Survey: overall performance perceptions declined; future actions to be discussed at councillor briefing.
• Citizen Recognition Award presented to 14-year-old Grace Crowe for national athletics achievements.
• Notice of Motion passed: write to state politicians about dissatisfaction with Bannockburn–Geelong public transport.

Tech & Innovation Notes

• Online access to council documents: Agendas & Minutes available online at www.goldenplains.vic.gov.au
• Digital workflow/e-signature: DocuSign envelope IDs referenced in the minutes
• Community engagement via surveys (data collection platform not specified): 2023 Community Satisfaction Survey conducted by telephone (LGV-coordinated) with results reported to Council
• Customer service/digital service performance mentioned indirectly: Community Satisfaction Survey findings reference “customer service” performance (no specific digital platform described)

Key Decisions & Outcomes

• Adopted the Golden Plains Shire Council Budget 2023–24, including rating fees and charges.
• Commenced Community Vision 2040 refresh with engagement in early 2024 and endorsement before 2024 elections.
• Adopted the Golden Plains Shire Domestic Wastewater Management Plan 2023.
• Awarded RFT-01-2023 concreting services as a Schedule of Rates contract.
• Approved the Audit and Risk Committee Charter following minor administrative updates.
• Adopted revised Planning and Environment Act 1987 Instrument of Appointment and Authorisation, revoking 23 May 2023 instrument.

Detailed Descriptions

Adopted the Golden Plains Shire Council Budget 2023–24, including rating fees and charges

• Context: Council needed to formally adopt the 2023–24 Budget and set the rates, municipal charge, and annual service (garbage) charges in accordance with the Local Government Act 2020.
• Details:
  • Meeting: Tuesday 27 June 2023 (Golden Plains Civic Centre, Council Chambers, 2 Pope Street, Bannockburn).
  • Public submissions: 4 written submissions received on the Draft Budget 2023–24 and considered at a Special Council Meeting on Tuesday 6 June 2023 (no changes made at that time).
  • Budget adjustments after grant/announcement updates included:
    • +$769k additional Local Roads & Community Infrastructure (LRCI) Phase 4 grant funding
    • +$769k additional LRCI capital projects (Slate Quarry Road)
    • -$61k reduction in Active Ageing and Inclusion grant funding
    • -$40k reduction in Active Ageing and Inclusion programs
    • +$7k increase in training (to support updated training and development policy)
    • +$80k increase in employee costs
    • +$269k increase in Financial Assistance grant funding
  • Adopted revenue/rating plan and service/user fees:
    • Adopted the Revenue and Rating Plan (Attachment 2) under s93 of the Local Government Act 2020.
    • Approved service and user fees (Attachment 3).
  • Rates to be raised for 1 July 2023 – 30 June 2024:
    • Total intended amount: $29,202,101 (or greater amount lawfully levied)
    • General Rates (incl. supplementary rates/interest via differential rates): $22,065,250
    • Municipal Charge: $2,967,750
    • Annual service (garbage) charge: $4,169,101
  • Instalment options (1 July 2023 – 30 June 2024):
    • Four instalments due 30 Sep 2023, 30 Nov 2023, 28 Feb 2024, 31 May 2024
    • Or lump sum due 15 Feb 2024
    • Or ten direct debit payments from 15 Sep 2023 to 15 Jun 2024
  • Interest recovery: Council required interest on unpaid rates/charges under the Local Government Legislation Amendment (Rating and Other Matters) Act 2022 (subject to hardship policy waiver).
  • Vote: Carried 6/1 (Against: Cr Gavin Gamble).
• Impact: Establishes the financial framework for Council services and infrastructure delivery for 2023–24, and provides certainty to residents and ratepayers on the fees and charges (including garbage service charges) for the year.
• Next steps:
  • Rates and charges will be levied and recovered under the Local Government Act 1989 by the Director Corporate Services and Manager Finance (as authorised by Council).
  • The Manager Finance was authorised to make minor/administrative budget changes if required after the resolution.

Commenced Community Vision 2040 refresh with engagement in early 2024 and endorsement before 2024 elections

• Context: Council recognised the need to update and refresh the existing “Golden Plains Community Vision 2040” while preserving the community-led work already completed.
• Details:
  • Meeting: Tuesday 27 June 2023.
  • Council resolved to:
    • Commence a review of “Golden Plains Community Vision 2040”.
    • Confirm the review is an update/refresh, not a complete rewrite or a new plan.
  • Timeline and governance steps:
    • Consultation documentation to be prepared by officers in late 2023.
    • Community engagement to occur in the first half of 2024.
    • A draft Community Vision to be presented to Council for endorsement prior to the 2024 council elections.
    • After the 2024 elections, the CEO would provide the endorsed draft to the newly elected Council for consideration and determination of next steps.
• Impact: Ensures the community’s long-term direction is refreshed with current input while maintaining continuity across election cycles and enabling the next Council to build on an endorsed draft.
• Next steps:
  • Officers prepare consultation documentation in late 2023.
  • Community engagement runs in early 2024 (first half).
  • Council considers/endorses the draft prior to the 2024 elections, then hands the endorsed draft to the incoming Council.

Adopted the Golden Plains Shire Domestic Wastewater Management Plan 2023

• Context: Under SEPP Waters, Domestic Wastewater Management Plans must be updated every five years to support compliance with the Environmental Protection Act 2017 and related guidelines.
• Details:
  • Meeting: Tuesday 27 June 2023.
  • Council adopted: “Golden Plains Shire Domestic Wastewater Management Plan 2023” (as attached to the report).
  • Purpose of the plan:
    • Clarify Council responsibilities for overseeing the management and installation of Onsite Wastewater Management Systems (OWMS).
    • Plan how Council will meet those responsibilities.
  • Link to compliance requirements:
    • DWMP used with the EPA Code of Practice for onsite wastewater treatment systems and other Acts/regulations/guidelines (including Australian Standards).
• Impact: Strengthens Council’s regulatory and operational approach to onsite wastewater management, supporting environmental protection (including management of higher-risk septic systems).
• Next steps:
  • Implement the adopted DWMP approach (including planned inspection activities for higher-risk septic systems, as referenced in the meeting’s public question/answer context).

Awarded RFT-01-2023 concreting services as a Schedule of Rates contract

• Context: Council sought qualified contractors to deliver concreting works (including pathways and kerbing) supporting infrastructure and construction programs.
• Details:
  • Meeting: Tuesday 27 June 2023.
  • Tender awarded: RFT-01-2023 – Provision of Concreting Services
  • Awarded providers:
    • D & N Hope Constructions
    • Zantagra Group
    • SHAE Enterprises Pty Ltd
    • Complete Plumbing Construction Concepts Pty Ltd
    • Davis Constructions Landscapes Pty Ltd
  • Contract structure:
    • Awarded as a Schedule of Rates (SoR) contract.
    • Initial contract term: Three (3) years
    • Options: two (2) x 12-month options to extend at Council’s discretion (aligned with the CEO’s Instrument of Delegation).
  • Execution authority: CEO (or delegate) authorised to execute the contract on behalf of Council.
• Impact: Enables timely delivery of concreting works across the Shire, supporting safer and improved pedestrian and roadway infrastructure (e.g., pathways and kerbing).
• Next steps:
  • CEO/delegate executes the SoR contract with the listed providers.
  • Contract delivery commences under the agreed Schedule of Rates and extension options remain available at Council discretion.

Approved the Audit and Risk Committee Charter following minor administrative updates

• Context: The Audit and Risk Committee Charter requires annual review, with the Committee recommending approval to Council after any updates.
• Details:
  • Meeting: Tuesday 27 June 2023.
  • Review completed by the Audit and Risk Committee:
    • Committee meeting date: 9 May 2023
    • Outcome: minor administrative corrections identified and made.
  • Council action:
    • Council approved the Audit and Risk Committee Charter as reviewed and recommended by the Committee.
• Impact: Maintains strong governance and assurance arrangements by ensuring the Charter remains current, accurate, and aligned with Council’s governance framework.
• Next steps:
  • The updated Charter takes effect as the governing document for Audit and Risk Committee operations following Council approval.

Adopted revised Planning and Environment Act 1987 Instrument of Appointment and Authorisation, revoking 23 May 2023 instrument

• Context: Authorisations under the Planning and Environment Act 1987 must be made by Council resolution (cannot be delegated), and Council needed updated authorisations for a statutory planner commencing work.
• Details:
  • Meeting: Tuesday 27 June 2023.
  • Legislative basis: s147(4) of the Planning and Environment Act 1987.
  • Council resolutions included:
    • Appoint and authorise the Council staff listed in Attachment 1 (revised instrument).
    • Authorise the Chief Executive Officer to sign the instrument.
    • Instrument comes into force immediately upon CEO signature and remains until Council varies or revokes it.
    • Revocation: the previous instrument dated 23 May 2023 was revoked.
• Impact: Ensures Council’s planning functions remain legally valid and operational by providing current authorisations for statutory planning officers.
• Next steps:
  • CEO signs the revised instrument.
  • Authorised officers can exercise powers under the Planning and Environment Act 1987 as set out in Attachment 1.

Community Impact

• Residents (all Shire): 2023–24 rates and service charges set for 1 July 2023–30 June 2024, including general rates and annual garbage service charges
• Rural residents (new estates and streets): Street lighting requirements for developers, including requesting LED lanterns to reduce power consumption and maintenance costs
• Residents on septic systems / near waterways: Domestic Wastewater Management Plan 2023 adopted, including an inspection program targeting high-risk septic systems that may affect watercourses and the water table
• Footpath and recreation users: Budget capital works reduced by $500,000 total, including reductions to footpaths, active recreation trails, kerb and channel, car parks, and several environment/beautification initiatives
• Local residents and visitors (walking/cycling and streetscapes): Concrete pathways and kerbing works supported through awarding a 3-year schedule-of-rates contract (with options to extend) to multiple concreting providers
• Community (future planning): Community Vision 2040 refresh process begins, with community engagement in early 2024 and a draft to be endorsed before the 2024 council elections, shaping future priorities and directions

Other Notable Items

• Public question: lack of street lighting policy; reliance on Infrastructure Design Manual and LED requirements.
• Public question: septic tank register and water table impacts; planned inspections for high-risk systems.
• Community Vision 2040 refresh: consultation late 2023/early 2024, draft endorsed before 2024 elections.
• Budget update context: 4 submissions received; budget adjusted for grants and cost changes.
• Citizenship Ceremony: congratulations to three new Australian citizens from Ireland, Belgium, and the UK.

Tech & Innovation Notes

• Online publication of council agendas and minutes: “Copies of Golden Plains Shire Council‘s Agendas & Minutes can be obtained online at www.goldenplains.vic.gov.au”
• Use of electronic document signing: “DocuSign Envelope ID: CBA4A6CE-1ACE-4BAE-A118-64D8211E3904”
• Infrastructure/technology-related standards for digital/energy efficiency in street lighting: reference to Infrastructure Design Manual (online) and requirement for developers to fit LED street lighting to reduce power consumption and maintenance costs
• Digital/online planning documentation: Infrastructure Design Manual is described as “online” (clause 26, pages 162–165)
• IT/contracting procurement (tender/RFT process): “Awarding of a tender for the provision of concreting services” (RFT -01-2023)

Key Decisions & Outcomes

• Council received and noted public submissions on the 2023–24 Draft Annual Budget.

Detailed Descriptions

Council received and noted public submissions on the 2023–24 Draft Annual Budget

• Context:
  • At its 26 April 2023 meeting, Golden Plains Shire Council resolved to place the 2023–24 Draft Annual Budget on public exhibition under Section 96 of the Local Government Act 2020.
  • The purpose of this decision was to formally receive and note the submissions received from the community.
• Details:
  • Council received four (4) public submissions relating to the 2023–24 Draft Annual Budget.
  • The submissions were recorded in a register previously presented to Councillors, detailing the information provided by submitters.
  • None of the submissions requested to be heard (i.e., no submitters sought an appearance at the meeting).
  • The resolution was moved by Cr Helena Kirby and seconded by Cr Clayton Whitfield at the 6.00pm Tuesday 6 June 2023 Council meeting.
• Impact:
  • This ensures community feedback is formally acknowledged and incorporated into Council’s consideration process for the final budget.
  • Because no submissions requested to be heard, the community input was captured through written submissions rather than public presentations.
• Next steps:
  • The 2023–24 Draft Annual Budget (with the noted submissions) is scheduled to be presented to the Ordinary Council Meeting on Tuesday 27 June 2023 for final adoption.

Community Impact

• Residents (Golden Plains Shire): Public submissions on the 2023–24 Draft Annual Budget were received and noted, influencing what Council may adjust before final budget adoption on 27 June 2023
• Ratepayers: The 2023–24 Draft Annual Budget will be presented for final adoption, which may affect council services and funding levels for the coming financial year
• Community services users: Any budget priorities reflected in the final 2023–24 budget could change resourcing for local programs and service delivery
• General public: No submissions requested to be heard during public question time, meaning community input was limited to written submissions only for this budget round
• Local stakeholders: The public exhibition process for the draft budget continued, providing a formal opportunity for residents to comment before final decisions were made
• Civic centre users: Council’s next decision meeting is scheduled for 27 June 2023, affecting when residents can expect final budget outcomes to be confirmed

Other Notable Items

• Public question time had no questions raised.
• Four public submissions received for the 2023–24 draft annual budget.
• None of the submissions requested to be heard.
• Next council meeting scheduled for 27 June 2023 to adopt the budget.
• Minutes confirmed at the 27 June 2023 council meeting.

Tech & Innovation Notes

• Online publication of council agendas and minutes: “Copies of Golden Plains Shire Council’s Agendas & Minutes can be obtained online at www.goldenplains.vic.gov.au”
• Use of electronic document signing: “DocuSign Envelope ID: 234DAA37-4A35-4811-8AAB-7853409949E7”

Key Decisions & Outcomes

• Adopt the Tree Protection and Management Policy.
• Proceed with Inverleigh Drainage functional design and feasibility assessments; redirect drainage funds.
• Allocate additional $769,282 LRCI Phase 4 funding to Slate Quarry Road improvement.
• Award Turf Sports Ground Maintenance contract to Turf Care & Hire Pty Ltd.
• Deem Batesford land surplus and commence statutory sale process.
• Endorse Growing Places Strategy Informing Document for community engagement.

Detailed Descriptions

Adopt the Tree Protection and Management Policy

• Context: Council first considered the draft Tree Protection and Management Policy at its 21 February 2023 meeting and then endorsed it to proceed to community consultation. The draft was publicly exhibited in March 2023 and submissions were reviewed by the Environment and Open Space team.
• Details:
  • Meeting date for adoption: 23 May 2023
  • Consultation period: March 2023 (public exhibition of the draft policy)
  • Outcomes of consultation: submissions provided minor feedback, and all feedback was addressed in the updated policy without changing the policy intent.
  • Resolution: Council adopted the attached Tree Protection and Management Policy.
• Impact: Establishes a clear, consistent framework for protecting and managing trees across Golden Plains Shire, improving decision-making for tree-related works and reducing uncertainty for residents and stakeholders.
• Next steps: The adopted policy is implemented by Council officers and used to guide tree protection/management decisions going forward.

Proceed with Inverleigh Drainage functional design and feasibility assessments; redirect drainage funds

• Context: Council engaged Water Technology in early 2023 to investigate and model flooding in the Inverleigh North Catchment, including the November 2022 storm event, and to test mitigation options to reduce impacts from a 1% AEP rainfall event.
• Details:
  • Meeting date: 23 May 2023
  • Recommended approach: proceed with functional design and feasibility assessments for Option 1 combined with Option 2 and/or 2a (and Council also resolved to proceed with functional design/feasibility for Options 1, 2 and/or 2a).
  • Funding redirection (as resolved):
    • Redirect $545k Emergency Drainage and $809k LRCI Drainage (totalling $1,354,000) from the previously planned drainage allocations
    • Redirect towards delivery of the preferred options identified in Recommendation 2.
  • Additional note: each option relies on additional downstream works and broader drain maintenance to avoid adverse impacts on downstream properties.
  • Further study: a further flood study will be undertaken in coming months for Bannockburn North and Bannockburn South, which may add further costs.
• Impact: Moves the Inverleigh project from investigation into practical planning, while reallocating drainage funds to support the most beneficial mitigation package and reduce flood risk for the community.
• Next steps:
  • Prepare and return a further report with detailed design, costs, and a staged implementation program prior to progressing to tender.
  • Conduct the additional Bannockburn flood study in the coming months and incorporate outcomes into future drainage improvement costs.

Allocate additional $769,282 LRCI Phase 4 funding to Slate Quarry Road improvement

• Context: The Australian Government’s Local Roads and Community Infrastructure (LRCI) Program Phase 4 originally provided Golden Plains Shire Council $1,333,655 for delivery between 1 July 2023 and 30 June 2025. On 3 May 2023, Council received an additional Phase 4 allocation for road projects.
• Details:
  • Meeting date: 23 May 2023
  • Additional funding allocation: $769,282
  • Total Phase 4 funding after addition: $2,102,937
  • Council decision: allocate the additional $769,282 to fund the Slate Quarry Road improvement project.
  • Administrative step: the endorsed project will be submitted to the Department of Infrastructure, Transport, Regional Development, Communications and the Arts for final approval.
  • Contingency: if the Federal Government deems the project ineligible, Council will receive a subsequent report with alternative options.
• Impact: Accelerates delivery of a priority road upgrade, supporting local connectivity and community access while aligning with Federal LRCI road funding requirements.
• Next steps:
  • Submit the endorsed Slate Quarry Road project to the relevant Department for approval.
  • If approved, proceed through the program pathway (with designs already prepared for tender for priority road upgrades noted in the report).

Award Turf Sports Ground Maintenance contract to Turf Care & Hire Pty Ltd

• Context: Council sought a suitably qualified contractor to deliver turf sports ground maintenance across the Shire, following a comprehensive tender process.
• Details:
  • Meeting date: 23 May 2023
  • Tender reference: GPSC -RFT-03-2023
  • Contractor awarded: Turf Care & Hire Pty Ltd
  • Contract value and term:
    • Initial sum: $389,754.00 per annum (exclusive of GST)
    • Initial contract term: three (3) years
    • Extension options: two x 12-month options at Council’s discretion
  • Scope includes (as described in the report): oval mowing (fixed program), oval spraying & sports ground maintenance, and removal & laying wicket covers.
  • Resolution authority: CEO (or delegate) authorised to execute the contract, including extension options.
• Impact: Ensures continuity and quality of maintenance for sports facilities, supporting safe and reliable playing surfaces and community sport participation.
• Next steps:
  • Contract execution by the CEO or delegate following Council’s award.
  • Commence contract delivery under the agreed scope and schedule.

Deem Batesford land surplus and commence statutory sale process

• Context: Council owns a narrow strip of land in the Dog Rocks North Estate in Batesford that is unutilised for any Council or public purpose. Council previously resolved to undertake community engagement regarding potential sale.
• Details:
  • Meeting date: 23 May 2023
  • Location: Dog Rocks North Estate, Batesford (land shown on attachment 1)
  • Community engagement outcome (noted in the report): survey responses indicated a majority preferred retaining the land and suggested environmental/community use alternatives.
  • Council decision:
    • Deem the land as shown in attachment 1 as surplus to Council’s needs
    • Authorise the Chief Executive Officer (or delegate) to commence:
      • initial discussions with interested parties, and
      • the statutory process required by s 114(2) of the Local Government Act 2020 to sell the land.
    • Receive a further report at a future Council meeting for final determination of the process and conditions for sale.
  • Legislative context: a planning permit is required to remove the reserved status of the block before sale can proceed.
• Impact: Progresses the land assessment and disposal pathway while still considering community feedback, enabling Council to determine the best future use through a formal process.
• Next steps:
  • CEO/delegate to begin initial discussions and commence statutory steps under s 114(2).
  • A future Council meeting will consider a report with the final sale process and conditions.

Endorse Growing Places Strategy Informing Document for community engagement

• Context: An Informing Document was prepared as background to the Growing Places Strategy, including a Sequential Growth Plan based on technical research and a Councillor Workshop in December 2022. It was scheduled for public release to support community and stakeholder engagement.
• Details:
  • Meeting date: 23 May 2023
  • Document content:
    • Technical research summary
    • Sequential Growth Plan identifying potential locations to support forecasted growth across the next three decades
    • Based on inputs and a Councillor Workshop (December 2022)
  • Confidential handling:
    • The item was initially considered in the confidential part of the meeting to avoid speculation and ensure coordinated release.
  • Council resolution:
    • Endorsed the Growing Place Strategy Informing Document (Attachment 1) for community and stakeholder engagement
    • Determined the resolution is not confidential and must be included in the public minutes
    • Authorised the CEO to make the documents publicly available
  • Engagement start date: 24 May 2023
• Impact: Provides the community with transparent, evidence-based information to inform engagement on future growth planning, supporting informed discussion and reducing uncertainty.
• Next steps:
  • CEO to publish the Informing Document and Sequential Growth Plan at the start of engagement on 24 May 2023.
  • Community and stakeholder engagement to commence following the Council meeting (as scheduled).

Community Impact

• Residents in Inverleigh North catchment: Functional design and feasibility assessments for drainage options (Options 1, 2 and/or 2a) to reduce flooding from a 1% AEP storm event
• Downstream property owners (Inverleigh area): Additional downstream works and broader drain maintenance may be required to avoid adverse impacts from the preferred drainage option(s)
• Road users near Slate Quarry Road: Additional Phase 4 LRCI funding allocated to the Slate Quarry Road improvement project (tendering/works likely during the 2023–2025 delivery window)
• Township residents (Shelford, Linton, Meredith, Smythesdale, Scarsdale): Scheduled town drainage/gutter cleaning moved into June (from 12 June to 27 June depending on township), affecting local streetside drainage maintenance timelines
• Local residents and property owners: Adoption of a Tree Protection and Management Policy that changes how trees are protected/managed across the Shire (including requirements for protection during works)
• Batesford residents: Council surplus land process begins for a narrow strip in Dog Rocks North Estate (statutory steps toward sale after deeming it surplus) potentially changing local land use/ownership

Other Notable Items

• Public raised Linton gutter cleaning delays; contractor schedule shifted to mid-June.
• Public requested urgent 80km/h speed reduction on Sebastopol–Smythesdale Road; to be included in road safety program.
• Town Maintenance Policy review underway; updated service levels to be prepared via Open Space Maintenance Strategy.
• Community Strengthening Grants: eight projects approved; recipients to be acknowledged at 23 May meeting.
• Growing Places Strategy Informing Document released for community engagement starting 24 May, after endorsement.

Tech & Innovation Notes

• Online publication of council agendas/minutes: “Copies of Golden Plains Shire Council’s Agendas & Minutes can be obtained online at www.goldenplains.vic.gov.au”
• Digital document workflow/signing: DocuSign used (“DocuSign Envelope ID: 234DAA37-4A35-4811-8AAB-7853409949E7”)
• IT-enabled governance/administration: updates to instruments of delegation/authorisation (Council to staff; Planning and Environment Act 1987) and councillor policy review (administrative/digital records implied)
• Technical modelling for infrastructure planning: Inverleigh Drainage Improvement Project used “investigate and model” and “functional design and feasibility assessments” (technology/engineering modelling)
• Community engagement platform/process (public release of documents): Growing Places Strategy “Informing Document” to be made publicly available for community/stakeholder engagement starting 24 May 2023

Key Decisions & Outcomes

• Place 2023/24 Draft Annual Budget on public exhibition and invite submissions.
• Extend Linton Community Hub management agreements for 12 months with tenant self-funding.
• Adopt Terms of Reference for Active Ageing & Inclusion and Arts, Culture & Heritage advisory committees.
• Endorse updated Ross Creek Recreation Reserve Draft Masterplan for public exhibition.
• Approve Mayor’s attendance at the National General Assembly of Local Government 2023.
• Receive and refer Bannockburn recreation land petition to the CEO for response.

Detailed Descriptions

Place 2023/24 Draft Annual Budget on public exhibition and invite submissions

• Context: Council has prepared the 2023/24 Draft Annual Budget under the Local Government Act 2020 to balance service/infrastructure demand with community capacity to pay.
• Details:
  • Decision made at the Council Meeting on 26 April 2023.
  • In accordance with section 94 of the Local Government Act 2020, Council will:
    • Place the 2023/24 Draft Annual Budget on public exhibition.
    • Authorise the Chief Executive Officer to give public notice and make the Draft Budget available for public inspection.
    • Invite submissions (including on the composition of proposed rates and charges) until 9:00am Monday 29 May 2023.
    • Consider submissions at the Council meeting to be held on Tuesday 6 June 2023.
    • Subject to changes after submissions, notify and place on public notice an intention to adopt the 2023/24 Annual Budget at a Council meeting on Tuesday 27 June 2023.
• Impact: Provides transparency and gives residents and stakeholders an opportunity to influence the proposed rates, charges, and budget priorities before final adoption.
• Next steps:
  • CEO issues public notice and makes the Draft Budget available for inspection.
  • Community submissions close 29 May 2023 (9:00am).
  • Council considers submissions 6 June 2023.
  • Council finalises adoption intention for 27 June 2023 (subject to amendments).

Extend Linton Community Hub management agreements for 12 months with tenant self-funding

• Context: A 12-month trial (implemented March 2022) tested a community management and activation model for Linton Community Hub, with three tenant groups delivering activities and supporting facility use.
• Details:
  • Decision made at the Council Meeting on 26 April 2023.
  • Current Management Agreements are to be extended:
    • For an additional 12 months only, ending 31 March 2024.
  • Funding approach:
    • Council will continue to fund approximately $15,000 from existing operational budgets for the next 12 months only to cover building cleaning, basic maintenance, and utility costs.
    • For any further term after the 12-month extension, tenant groups must self-fund basic building maintenance and utility costs.
  • Council also required a review in 12 months (as part of the extension arrangements).
• Impact: Maintains continuity of community activation at the Hub while shifting longer-term operational cost responsibility to tenant groups, improving sustainability and reducing Council’s ongoing exposure.
• Next steps:
  • Management Agreements are extended for 12 months to 31 March 2024.
  • Tenant groups operate under the extended model during the 12-month period.
  • Council reviews the Management Agreement and costs at the end of the 12-month extension (around March 2024).

Adopt Terms of Reference for Active Ageing & Inclusion and Arts, Culture & Heritage advisory committees

• Context: The Active Ageing & Inclusion Advisory Committee has operated formally since February 2021 (and informally/advisory function since 2011) and seeks stronger advocacy and accountability to Council. The Arts, Culture & Heritage Advisory Committee is an action arising from the Arts, Culture and Heritage Strategy 2022–2026.
• Details:
  • Decision made at the Council Meeting on 26 April 2023.
  • Council adopted Terms of Reference for:
    • Active Ageing & Inclusion Advisory Committee (AA&I AC) — Attachment 1.
    • Arts, Culture & Heritage Advisory Committee (AC&HAC) — Attachment 2.
  • The resolutions adopted the Terms of Reference including purpose, objectives, roles/responsibilities, and operational governance.
• Impact: Strengthens Council’s structured community input by clarifying how advisory committees operate and advise, improving advocacy, accountability, and strategic alignment with Council plans.
• Next steps:
  • Committees operate under the adopted Terms of Reference.
  • Advisory input can be provided to Council consistent with the defined governance and responsibilities.

Endorse updated Ross Creek Recreation Reserve Draft Masterplan for public exhibition

• Context: Council engaged True Resource Group to consult stakeholders and update the Ross Creek Recreation Reserve Draft Masterplan, identifying demand for future facility improvements and participation opportunities.
• Details:
  • Decision made at the Council Meeting on 26 April 2023.
  • Council endorsed the updated Ross Creek Recreation Reserve Draft Masterplan (Attachment 1) for public exhibition.
  • The Draft Masterplan update is intended to inform strategic planning, investment, and priorities for 2023–2033, including potential funding/grant scoping.
• Impact: Enables community feedback on priority facilities and programming for the reserve, supporting better-aligned investment decisions and increased participation.
• Next steps:
  • The Draft Masterplan is exhibited publicly.
  • Community/stakeholder submissions are gathered during the exhibition period (details of the exhibition dates are not stated in the minutes excerpt).
  • Council will consider feedback before progressing further planning/investment decisions.

Approve Mayor’s attendance at the National General Assembly of Local Government 2023

• Context: Council considered the Mayor’s attendance at the National General Assembly of Local Government 2023, including related expenditure.
• Details:
  • Decision made at the Council Meeting on 26 April 2023.
  • Council approved attendance of Mayor Cr Brett Cunningham at the National General Assembly of Local Government 2023.
  • The resolution approved the attendance (and associated expenditure as described in the executive summary, though the specific dollar amount is not included in the provided minutes excerpt).
• Impact: Supports the Mayor’s participation in national local government discussions, potentially informing advocacy and policy priorities relevant to Golden Plains Shire.
• Next steps:
  • Mayor attends the NGA in accordance with Council approval.
  • Any reporting/updates would typically be provided through Council processes (not specified in the excerpt).

Receive and refer Bannockburn recreation land petition to the CEO for response

• Context: A petition titled “Stop Golden Plains Shire Council rezoning and selling public recreation land in Bannockburn” was submitted to Council on 23 March 2023.
• Details:
  • Decision made at the Council Meeting on 26 April 2023.
  • Petition details:
    • Total signatures: 951
    • Signatures from a Golden Plains Shire based location: 365
  • Council resolved to:
    • Receive the petition
    • Refer the petition to the Chief Executive Officer for consideration and response
  • Meeting process note:
    • Mayor Cr Brett Cunningham vacated the Chair due to a declared conflict of interest while item 9.1 was discussed, and returned afterward.
• Impact: Ensures the petition is formally acknowledged and triggers an official response process, strengthening community engagement and accountability regarding land use decisions.
• Next steps:
  • CEO considers the petition and prepares a response for Council (timing not specified in the minutes excerpt).
  • Council will receive the CEO’s response through the appropriate reporting mechanism.

Community Impact

• Residents (Bannockburn): Council will publicly exhibit the 2023/24 Draft Annual Budget and consider community submissions at a 6 June 2023 meeting, affecting local rates/charges and service priorities
• Linton Community Hub users: Management Agreements for three tenant groups will be extended for 12 months only (to 31 March 2024), with about $15,000 funded from the Community Halls budget for cleaning, basic maintenance, and utilities
• Linton Community Hub users: For any further extension after the 12-month period, tenant groups will be required to self-fund basic building maintenance and utility costs, potentially changing operating costs and availability of activities
• Ross Creek Recreation Reserve community: Council will place the updated Ross Creek Recreation Reserve Draft Masterplan on public exhibition, shaping future facility investment and programming priorities for 2023–2033
• Seniors and people with disability (Golden Plains Shire): Council adopted Terms of Reference for an Active Ageing & Inclusion Advisory Committee, strengthening advocacy and accountability channels to Council
• Arts, culture and heritage groups (Golden Plains Shire): Council adopted Terms of Reference for an Arts, Culture & Heritage Advisory Committee, enabling formal advice to Council on arts/culture/heritage initiatives and policies

Other Notable Items

• Public concern raised about council managing high-carbon intensive agriculture and climate impacts.
• Public concern raised about phasing out animal industries due to health, zoonoses, and animal welfare risks.
• Linton Community Hub management model trial: initial motion to extend failed; revised extension with self-funding tenant costs succeeded.
• Ross Creek Recreation Reserve draft masterplan endorsed for public exhibition after extensive community engagement.
• Petition received (951 signatures) to stop rezoning and selling Bannockburn public recreation land; referred for CEO response.

Tech & Innovation Notes

• Online access to council documents: Agendas & Minutes available online at www.goldenplains.vic.gov.au
• Digital workflow/signature: DocuSign envelope IDs referenced for meeting documents
• Public engagement/feedback process: Draft Budget placed on public exhibition with submissions invited until a specified date (online/notice-based engagement implied)

Key Decisions & Outcomes

• Endorsed Phase 2 and Phase 3 LRCI funding reallocations and over-expenditure coverage.
• Approved disabled toilet facility purchase for Bannockburn Bowls Club using Phase 3 savings.
• Sought time extensions to 31 December 2023 for Leigh River Junction and Lethbridge Lakes projects.
• Adopted amended Procurement Policy and Exemption Procedure (March 2023).
• Adopted updated Governance Rules and authorised CEO and Mayor to sign.
• Awarded building cleaning services contract to Bohan Cleaning Services ($231,994.92 excl. GST/annum).
• Changed 2023 Council meeting start time to 6:00pm.

Detailed Descriptions

Endorsed Phase 2 and Phase 3 LRCI funding reallocations and over-expenditure coverage

• Context: Council considered Local Roads and Community Infrastructure (LRCI) Program Phase 2 and Phase 3 projects, noting they were required to be completed by 30 June 2023. Officers advised that project savings and delayed timelines would likely leave unspent allocations by 30 June 2023, requiring Council endorsement for reallocation and coverage of any over-expenditure.
• Details:
  • Reported potential savings/under-expenditure as at 30 June 2023:
    • Phase 2: estimated $170,502 of the $1,512,680 allocation
    • Phase 3: estimated $250,000 of the $2,667,310 allocation
  • Phase 2 reallocations (to address over-expenditure and progress other works):
    • $56,900 allocated from “Upgrade Bunninyong – Mt Mercer Road / Hardies Hill Road, Garibaldi intersection” project savings to “Upgrade Derwent Jacks Road / Snow Gum Road / Reef Road / Chromes Road, Berringa intersection” to cover over-expenditure
    • Remaining $113,602 of Phase 2 savings allocated to the “Meredith - Shelford Road Stage 5” project (partly funded under Phase 3)
  • Phase 3 reallocations:
    • $40,000 allocated from “Bannockburn Bowls Sewer connection” project savings to purchase and install a disabled toilet facility at Bannockburn Bowls Club (estimated $65,000 total cost; Bannockburn Bowls Club to contribute the balance)
    • $10,000 allocated from “Meredith Interpretive Centre Septic System” savings to existing Phase 2 “Meredith Public Open Space” improvements
  • Council resolution: endorsed these changes for submission to the Department of Infrastructure, Transport, Regional Development, Communications and the Arts for final approval.
• Impact: Enables delivery of priority community infrastructure despite delays, ensuring savings are redirected to other eligible works and that identified over-expenditure is covered without disrupting overall program delivery.
• Next steps:
  • Submit the endorsed Phase 2 and Phase 3 project changes to the Department for final approval (as noted in the resolution).
  • Implement reallocated works and manage remaining project timelines alongside any approved extensions of time.

Approved disabled toilet facility purchase for Bannockburn Bowls Club using Phase 3 savings

• Context: As part of LRCI Phase 3 project updates, Council identified savings from an uncompleted/under-spent project and considered reallocating funds to improve community accessibility.
• Details:
  • Source of savings: $40,000 savings from the “Bannockburn Bowls Sewer connection” project (Phase 3)
  • Approved use: purchase and installation of a disabled toilet facility at Bannockburn Bowls Club
  • Estimated total project cost: $65,000
  • Funding arrangement: Bannockburn Bowls Club to contribute the balance of funding required beyond the $40,000 Council allocation
• Impact: Improves accessibility and inclusivity for community sport and recreation users at Bannockburn Bowls Club.
• Next steps:
  • Proceed with procurement/purchase and installation planning subject to Department approval of the endorsed LRCI reallocation.
  • Confirm the Bowls Club contribution amount and timing to complete the facility within the program requirements.

Sought time extensions to 31 December 2023 for Leigh River Junction and Lethbridge Lakes projects

• Context: LRCI Phase 2/3 projects were required to be completed by 30 June 2023, but two projects faced delays that warranted extension requests.
• Details:
  • Extension request 1:
    • Project: Leigh River Junction viewing platform, Inverleigh
    • Requested new completion date: 31 December 2023
    • Reason: consultation with Wadawurrung not yet completed
  • Extension request 2:
    • Project: Lethbridge Lakes Amenities Block Upgrade
    • Requested new completion date: 31 December 2023
    • Reason: delays due to the October 2022 and November 2022 flood events
  • Council resolution: Council endorsed seeking these extensions, noting Department approval is required for final approval.
• Impact: Reduces risk of non-compliance with program completion requirements while allowing culturally appropriate consultation and recovery from flood disruption.
• Next steps:
  • Submit extension requests to the Department of Infrastructure, Transport, Regional Development, Communications and the Arts for final approval.
  • Continue consultation and project works to meet the 31 December 2023 extended deadlines.

Adopted amended Procurement Policy and Exemption Procedure (March 2023)

• Context: Council reviewed procurement governance to ensure continuous improvement and strong compliance processes, including arrangements involving collaborative procurement with public bodies and agencies.
• Details:
  • Council adopted the “amended Procurement Policy and Exemption Procedure” as attached (March 2023)
  • Purpose of update: include arrangements with public bodies/agencies, reflecting current collaborative procurement activities
  • Council resolution date: 28 March 2023
• Impact: Strengthens procurement compliance and supports value-for-money outcomes while enabling efficient collaborative purchasing arrangements.
• Next steps:
  • Apply the updated policy and exemption procedure across Council procurement activities from the adoption date.

Adopted updated Governance Rules and authorised CEO and Mayor to sign

• Context: Under section 60 of the Local Government Act 2020, Council must develop, adopt, and keep Governance Rules in force. The updated rules were prepared to improve clarity and accessibility of Council meetings.
• Details:
  • Public exhibition period for draft Governance Rules: 1 March 2023 to 22 March 2023
  • Submissions received: none
  • Council resolution (28 March 2023): Council adopted the Governance Rules (attachment 2)
  • Authorisation: authorised the Chief Executive Officer and the Mayor to sign the adopted document
• Impact: Provides clearer governance processes and improves how Council meetings are conducted and understood by the community.
• Next steps:
  • CEO and Mayor sign the adopted Governance Rules document.
  • Publish/implement the updated rules for use in subsequent Council operations.

Awarded building cleaning services contract to Bohan Cleaning Services ($231,994.92 excl. GST/annum)

• Context: Council sought a suitably qualified contractor to provide building cleaning services and related consumables across Council-owned and leased buildings.
• Details:
  • Contract: GPSC -RFT-21-2022 Building Cleaning Services
  • Contractor: Bohan Cleaning Services
  • Value: $231,994.92 exclusive of GST per annum
  • Term: initial term of three (3) years
  • Extension options: two (2) by one (1) year extension options
  • Additional authority: CEO (or delegate) authorised to execute the contract on Council’s behalf
  • Council resolution date: 28 March 2023
• Impact: Ensures continuity and quality of cleaning services across Council facilities, supporting safe, functional community and administrative spaces.
• Next steps:
  • Execute the contract through the delegated authority.
  • Commence service delivery under the agreed contract commencement schedule (as specified in the contract documents).

Changed 2023 Council meeting start time to 6:00pm

• Context: Council considered a change to the scheduled start time for 2023 Council meetings to improve meeting scheduling.
• Details:
  • Motion/resolution: change the start time of scheduled 2023 Council Meetings
  • Original meeting start time: 7:00pm (as adopted at the 20 December 2022 Council Meeting)
  • New start time: 6:00pm
  • Council resolution date: 28 March 2023
• Impact: Adjusts public and community expectations for when Council meetings begin, improving accessibility for attendees.
• Next steps:
  • Apply the 6:00pm start time for subsequent 2023 Council meetings (with the next meeting noted in the minutes as 6:00pm Tuesday 18 April 2023).

Community Impact

• Linton residents: Drainage maintenance (bluestone gutters/channel/kerbs and concrete gutters) scheduled to be completed by about May/mid-May, after storm-related deferrals
• Linton township streetscape users: Sussex Street median strip maintenance increased back toward the 4-times-per-year schedule, with ground work planned for end of April/early May
• Bannockburn Bowls Club members and patrons: Disabled toilet facility to be purchased/installed (with club contributing remaining funds) using reallocated Phase 3 savings
• Leigh River Junction visitors (Inverleigh): Viewing platform project timeline extended to 31 December 2023 due to pending consultation with Wadawurrung
• Lethbridge Lakes community: Amenities block upgrade timeline extended to 31 December 2023 due to delays from the October 2022 and November 2022 flood events
• Council-wide building users: Building cleaning services contract awarded for Council-owned/leased buildings, affecting ongoing cleaning standards and service delivery across facilities

Other Notable Items

• Public concerns: Linton bluestone/concrete gutter cleaning delayed; crews deferred due to storm damage.
• Public question: Linton Community Hub wall removal request pending structural inspection and April management-agreement report.
• Northern Streetscape Plan update: delays; speed-limit reduction approved; pedestrian crossings expected by end of 2023.
• Sussex Street median strip maintenance fell short of 4-times/year; plan to resume after VicRoads-related approvals.
• Future agenda: April report on next steps for Linton Community Hub management agreements (including craft group).

Tech & Innovation Notes

• Online access to council documents: Agendas & Minutes available online at www.goldenplains.vic.gov.au
• Digital workflow/signature: Use of DocuSign (DocuSign Envelope IDs referenced)
• Procurement/digital governance processes: Adoption of updated Procurement Policy and Exemption Procedure (includes collaborative procurement arrangements with public bodies/agencies)
• Governance rules update: Adoption of updated Governance Rules to improve clarity/accessibility of council meetings (community engagement process noted)
• IT/communications not mentioned explicitly; no specific cybersecurity, smart city, or tech community initiatives mentioned in the provided minutes

Key Decisions & Outcomes

• Endorsed $1,333,665 LRCI Phase 4 project allocations for 2023–2025 delivery.
• Prepared and submitted CFNP funding application for Don Wallace Oval Upgrade; allocated $300,000.
• Endorsed Draft Tree Protection and Management Policy for public exhibition; return for adoption after submissions.
• Approved Meredith–Shelford Road Stages 4 & 5 budget increase and reallocation for upgraded bridge works.
• Approved reimbursement of Councillor late travel claim ($594.36) for Q2 2022/23.
• Increased CEO financial delegation limit from $400,000 to $450,000 (excluding GST).

Detailed Descriptions

Endorsed $1,333,665 LRCI Phase 4 project allocations for 2023–2025 delivery

• Context: In May 2022, the Australian Government announced Phase 4 of the Local Roads and Community Infrastructure (LRCI) Program, providing funding for projects delivered between 1 July 2023 and 30 June 2025. Council considered eligible project allocations for Golden Plains Shire to support local road and community infrastructure priorities.
• Details:
  • Council meeting date: Tuesday 28 February 2023.
  • Total endorsed LRCI Phase 4 allocation: $1,333,665.
  • Projects endorsed (as per the carried resolution):
    • Drainage Improvements – various locations: $808,665
    • Sebastopol Smythesdale Road: $310,000
    • Inverleigh Golf Club Septic System: $150,000
    • Ross Creek Public Toilet and Septic Upgrade: $45,000
    • Safety Fencing Linton Recreation Reserve: $20,000
  • Submission requirement: Council noted the project list would be submitted to the Department of Infrastructure, Transport, Regional Development, Communications and the Arts for final approval.
  • Contingency: If any items were deemed ineligible, Council would receive a subsequent report with alternative options.
• Impact: Enables delivery of targeted local infrastructure improvements across roads, drainage, and community facilities, supporting safety, accessibility, and community amenity for residents over the 2023–2025 period.
• Next steps:
  • Officers to submit the endorsed project list for Department approval.
  • If ineligibility issues arise, a further Council report will be provided with alternative project options.

Prepared and submitted CFNP funding application for Don Wallace Oval Upgrade; allocated $300,000

• Context: The Victorian State Government’s Country Football and Netball Program (CFNP) provides funding to rural football and netball clubs to upgrade and develop community recreation facilities. Following adoption of the Don Wallace Recreation Reserve Masterplan in Teesdale, an oval upgrade was scoped as a suitable CFNP project.
• Details:
  • Council meeting date: Tuesday 28 February 2023.
  • Location: Don Wallace Recreation Reserve, Teesdale.
  • Council endorsement:
    • Preparation and submission of a CFNP funding application for the Don Wallace Recreation Reserve Oval Upgrade.
    • Allocation of an additional $300,000 from the Open Space Reserve to support Council’s financial contribution in the draft 2023/24 Capex Budget.
  • Funding structure noted in the report:
    • Council would commit $400,000 in total to leverage $250,000 from Sport and Recreation Victoria (SRV) (with the additional $300,000 forming part of Council’s contribution).
• Impact: Strengthens local sport and recreation infrastructure, supporting increased active recreation participation and social outcomes at the Teesdale reserve.
• Next steps:
  • Officers to finalise planning and submit the CFNP application.
  • The project will progress through the CFNP assessment and funding approval process following submission.

Endorsed Draft Tree Protection and Management Policy for public exhibition; return for adoption after submissions

• Context: Council’s existing Tree Management Policy required additional information to strengthen the tree management framework, following an internal audit recommendation (2019) and updates made after the appointment of qualified arborist staff in 2022. Council considered a refreshed draft policy for community feedback.
• Details:
  • Council meeting date: Tuesday 28 February 2023.
  • Action approved:
    • Endorsement of the Draft Tree Protection and Management Policy for public exhibition.
    • A further report to be provided after the exhibition period to adopt the policy, with due consideration to submissions received.
• Impact: Improves transparency and community involvement in shaping tree protection standards, helping ensure Council’s approach reflects best practice and current industry standards.
• Next steps:
  • Conduct public exhibition of the draft policy.
  • Bring a post-exhibition report back to Council for adoption after submissions are reviewed.

Approved Meredith–Shelford Road Stages 4 & 5 budget increase and reallocation for upgraded bridge works

• Context: Council considered a variation to the Meredith–Shelford Road Stages 4 & 5 reconstruction contract to include additional bridge upgrade works. The variation required approval of both a budget increase and associated budget reallocation in line with Council procurement policy.
• Details:
  • Council meeting date: Tuesday 28 February 2023.
  • Location/project: Meredith–Shelford Road, Stages 4 & 5 Reconstruction.
  • Approved budget changes:
    • Budget increase of $60,000 to include construction of upgraded Bridge Works.
    • Budget reallocation to fund the variation (as outlined in the report).
• Impact: Helps ensure essential bridge upgrades are delivered as part of the reconstruction scope, supporting road safety and long-term infrastructure resilience for the community.
• Next steps:
  • Implement the approved contract variation.
  • Proceed with updated works scheduling and delivery under the revised scope and funding arrangements.

Approved reimbursement of Councillor late travel claim ($594.36) for Q2 2022/23

• Context: Council received a quarterly Councillor expenses and meeting attendance report for the quarter ending 31 December 2022 (Q2 of 2022/23). The report included a late travel claim submitted under the Councillor Expenses and Entitlements Policy.
• Details:
  • Council meeting date: Tuesday 28 February 2023.
  • Councillor involved: Cr Les Rowe.
  • Claim details:
    • Late claim submitted: 14 January 2023
    • Amount: $594.36 (travel expenses)
  • Policy basis: Approved under section 23.5 of the Councillor Expenses and Entitlements Policy.
  • Note on conflict: Cr Rowe was absent during consideration due to a declared material conflict of interest, then returned after the matter was discussed.
• Impact: Ensures compliance with Council policy while maintaining transparency in Councillor expenses reporting.
• Next steps:
  • Reimbursement to be processed for the approved amount of $594.36.

Increased CEO financial delegation limit from $400,000 to $450,000 (excluding GST)

• Context: Council reviewed the CEO’s Instrument of Delegation to ensure it remained current, particularly regarding conditions limiting contract entry and expenditure values. Due to increasing capital project costs, Council increased the CEO’s financial delegation threshold.
• Details:
  • Council meeting date: Tuesday 28 February 2023.
  • Delegation instrument: S5 Instrument of Delegation (Attachment 1).
  • Change approved:
    • Increase CEO financial delegation limit from $400,000 to $450,000 (excluding GST).
    • Specifically amended at Conditions 1.1 and 1.2.
  • Effective timing: Instrument comes into force immediately upon Council resolution being made, to be signed by the CEO and Mayor.
  • Review timing: Delegation to be returned to Council for review in February 2024.
• Impact: Provides greater operational flexibility for the CEO to manage procurement and capital works without unnecessary Council escalation, supporting timely delivery of projects.
• Next steps:
  • CEO and Mayor to sign the updated instrument.
  • Updated delegation to be used immediately for relevant decisions.
  • Further Council review scheduled for February 2024.

Community Impact

• Local roads and community infrastructure: $1,333,665 allocated for drainage improvements (various locations), Sebastopol–Smythesdale Road works, Inverleigh Golf Club septic system, Ross Creek public toilet/septic upgrade, and safety fencing at Linton Recreation Reserve (projects delivered 1 July 2023–30 June 2025)
• Recreation facilities (Teesdale): Preparation and submission of a State funding application for Don Wallace Recreation Reserve oval upgrade, with Council committing an extra $300,000 from the Open Space Reserve (potential improvements to oval alignment, fencing, drainage, irrigation, and supporting infrastructure)
• Recreation facilities (Shelford): Possible addition of a “Play Space Upgrade – Shelford Recreation Reserve” item if the amended LRCI project list is ultimately adopted/approved (draft 2023/24 Capex budget impacts)
• Environment and public amenity (all residents): Draft Tree Protection and Management Policy released for public exhibition, which may change how trees are protected/managed across the Shire (after consideration of submissions)
• Road users and nearby residents (Meredith–Shelford): Meredith–Shelford Road Stages 4 & 5 reconstruction budget increased by $60,000 to include upgraded bridge works (likely affecting construction staging and access during works)
• Bannockburn residents and adjacent land users: Notice of Motion (lost) to pause subdivision and sale of ~3.5ha of surplus land north of the Bannockburn Recreation Precinct, meaning the Council’s direction to proceed with rezoning/sale processes was not stopped at this meeting

Other Notable Items

• Public questions raised about new Poultry Standards 2022 and compliance for pending poultry permits.
• Zoonoses/avian influenza risk concerns discussed, including past Lethbridge outbreak and duck slaughter permit.
• Extensive community debate over proposed sale of surplus land north of Bannockburn Recreation Precinct.
• Governance update: draft Tree Protection and Management Policy to go to public exhibition.
• Future item: March 2023 Council meeting to consider adoption of updated Governance Rules after engagement.

Tech & Innovation Notes

• Online access to council documents: Agendas & Minutes available online at www.goldenplains.vic.gov.au
• Digital workflow/signature: DocuSign used (DocuSign Envelope IDs referenced in the minutes)
• IT/governance process (administrative systems): Governance Rules review and community engagement process for updated meeting procedures
• IT/records governance (administrative infrastructure): Delegates Report & Informal Meetings of Councillors records maintained and noted each meeting
• Infrastructure with technology components (indirect): projects include irrigation and subsurface drainage upgrades (e.g., Don Wallace Recreation Reserve oval upgrade)