Hepburn Shire Council

Key Decisions & Outcomes

• Confirmed minutes of Ordinary Meeting 23 June 2026 and Special Meetings 30 June and 12 August 2026.
• Granted permit for partial demolition of Glenlyon Recreation Pavilion under Heritage Overlay 891.
• Issued amended planning permit for 63 Central Springs Rd: gymnasium and pilates studio use.
• Imposed amended permit conditions including removal of proposed pylon sign and updated amenity controls.
• Adopted revised Audit and Risk Committee Charter with four independent members and two-year review.
• Adopted Audit and Risk Committee Charter with updated membership/quorum requirements.

Detailed Descriptions

Confirmed Minutes – Ordinary Meeting 23 June 2026 and Special Meetings 30 June & 12 August 2026

• Context: Council considered confirmation of previously circulated minutes to ensure decisions and records are formally adopted as an accurate account of proceedings.
• Details:
  • Ordinary Meeting minutes confirmed: 23 June 2026
    • Motion moved by Cr Shirley Cornish, seconded by Cr Pat Hockey
    • Carried (all Councillors voted in favour; no abstentions/against)
  • Special Meeting minutes confirmed: 30 June 2026
    • Motion moved by Cr Pat Hockey, seconded by Cr Lesley Hewitt
    • Carried (Cr Don Henderson abstained)
  • Special Meeting minutes confirmed: 12 August 2026
    • Motion moved by Cr Pat Hockey, seconded by Cr Lesley Hewitt
    • Carried (all Councillors voted in favour; no abstentions/against)
  • Meeting where confirmation occurred: Ordinary Meeting of Council, Tuesday 25 August 2026
• Impact: Provides formal governance certainty and ensures Council’s official record is accurate for audit, transparency, and future decision-making.
• Next steps: Minutes are treated as final records and retained as Council’s official documentation; no further action required beyond standard publication/recordkeeping.

Granted Permit – Partial Demolition of Glenlyon Recreation Pavilion (Heritage Overlay 891)

• Context: Council received a planning application to allow limited demolition works required to enable broader upgrades to the Glenlyon Recreation Reserve Pavilion, where the site is affected by heritage controls.
• Details:
  • Planning application: PLN26/0116 – Glenlyon Recreation Pavilion Works
  • Location/land: CA 5 SEC 48 PSH Glenlyon, Suttons Lane, Glenlyon
  • Heritage control: Heritage Overlay 891 (Clause 43.01-1 – Demolish or remove a building)
  • What was permitted (assessable external demolition only):
    • Demolition of the toilet structure at the south corner of the pavilion
    • Demolition of the path around that toilet structure (south corner)
    • Demolition of the barbecue structures at the north edge
  • Advertising period: 25 June 2026 to 9 July 2026
  • Objections: none received (1 response from DEECA on 17 July 2026, including a note about a referenced crown parcel; Council updated the application and acknowledged on 29 July 2026)
  • Permit conditions included:
    • Layout must not be altered from endorsed plans without written consent
    • Demolition permitted only in conjunction with the Glenlyon Sports Pavilion redevelopment project
    • Expiry: if not started within 3 years or not completed within 5 years of the issued date
• Impact: Enables essential staged works so the community can retain and improve use of the pavilion while managing impacts on the heritage place.
• Next steps: The permit is issued subject to conditions; Council/contractors can proceed with the permitted demolition only as part of the authorised redevelopment program, consistent with the approved plans.

Issued Amended Planning Permit – 63 Central Springs Rd (Gymnasium & Pilates Studio Use)

• Context: Council considered an amendment to an existing planning permit to change the permitted land use from the previously approved bottle shop component to a restricted recreation facility (gymnasium and pilates studio), along with plan and condition updates.
• Details:
  • Property: 63 Central Springs Road, Daylesford (land described as PC382312K, Land in Plan of Consolidation PC382312K)
  • Amendment application: PA1946.02
  • Existing permit amended: PA1946.01
  • What the amended permit allows:
    • Restricted Recreation Facility – Gymnasium and Pilates Studio
    • Construction of a building and works
    • Display of internally illuminated and non-illuminated business identification signage
  • Key plan/permit changes adopted in the decision:
    • Delete the “Snap Fitness” Pylon Sign shown on TP2.1 and TP6.0
    • Add additional glazing and verandah/weather protection along the Bridport Street frontage
    • Include a 2-metre high acoustic fence (per the 24 April 2026 acoustic report by Renzo Tonin and Associates)
    • Remove the three southernmost proposed on-street car spaces on Bridport Street
    • Provide additional turning movement analysis for b-double trucks turning north from Central Springs Rd to Bridport St
    • Relocate bicycle parking racks close to the Bridport Street frontage
    • Provide an operations management plan (aligned with conditions)
  • Signage and amenity controls were reinforced via updated conditions (including noise, lighting, and external amplification restrictions)
  • Council decision date: Tuesday 25 August 2026
• Impact: Supports a new fitness-based use in Daylesford while addressing community concerns through stronger amenity, traffic, and signage controls (notably removal of the pylon sign).
• Next steps: Applicant must submit amended endorsed plans before development starts, and comply with pre-start and ongoing conditions (including landscaping, construction management, waste management, and operations management requirements).

Imposed Amended Permit Conditions – Removal of Proposed Pylon Sign & Updated Amenity Controls

• Context: During consideration of PA1946.02, Council required specific changes to reduce visual impact and manage local amenity impacts (especially noise and operational effects).
• Details:
  • Pylon sign removal:
    • Condition required deletion of the “Snap Fitness” Pylon Sign from the endorsed plans (TP2.1 and TP6.0)
  • Additional amenity controls included/updated (examples from the imposed conditions):
    • Noise mitigation must align with the approved Acoustic Assessment (24 April 2026, Renzo Tonin and Associates)
    • Noise must comply with Environment Protection Regulations 2021 (as amended), measured under the Noise Protocol
    • Noise from within premises must not be audible in nearby dwellings’ habitable rooms with windows closed
    • No external sound amplification equipment/public address system
    • Security alarms must be silent type and connected to a security service
    • External plant/equipment must be acoustically treated or in soundproof housing
    • External lighting must be baffled and designed to prevent adverse effect on adjoining land
    • Deliveries/loading/unloading restricted to 7am–10pm
  • Decision date: 25 August 2026 (as part of the amended permit decision for 63 Central Springs Rd)
• Impact: Reduces potential adverse effects on neighbouring amenity and streetscape character, while supporting the viability of the gym/pilates use.
• Next steps: Prior to development start and/or prior to use commencement (depending on the condition), the applicant must meet the relevant operational, engineering, and amenity requirements and submit required plans to Council for endorsement.

Adopted Revised Audit & Risk Committee Charter – Four Independent Members & Two-Year Review

• Context: Council reviewed its Audit and Risk Committee Charter to ensure compliance with the Local Government Act 2020 and to keep committee governance arrangements current.
• Details:
  • Meeting where adopted: Ordinary Meeting of Council, Tuesday 25 August 2026
  • Charter adoption motion:
    • Adopted the revised Audit and Risk Committee Charter
    • Motion specified four independent members
    • Charter review timeframe: review to take place in two years’ time
  • Motion moved by Cr Brian Hood, seconded by Cr Shirley Cornish
  • Voting:
    • Carried unanimously (no votes against/abstentions)
• Impact: Strengthens Council’s governance and assurance framework by updating committee responsibilities and membership structure.
• Next steps: The Charter takes effect following Council adoption; the committee will operate under the revised terms and Council will conduct the next review in two years.

Adopted Audit & Risk Committee Charter – Updated Membership/Quorum Requirements (Three Independent Members; Quorum of Three)

• Context: A further charter update was presented as part of the governance item, reflecting changes to membership composition and quorum to align with small rural council practice and improve operational efficiency.
• Details:
  • Meeting where adopted: Tuesday 25 August 2026
  • Charter review rationale noted in the report:
    • Reduce independent members from four to three
    • Quorum to be three members, comprising:
      • minimum two independent members
      • one Councillor
  • Administrative updates included:
    • Position title updates and minor clarifications to repetitive language
  • Cost note in the report:
    • Reduction expected to save approximately $3,500 per year
  • Voting: Motion carried (no votes against/abstentions)
• Impact: Ensures the Audit and Risk Committee can meet quorum requirements effectively while maintaining independent oversight through a majority of independent members.
• Next steps: Committee membership and quorum arrangements are implemented under the adopted charter; Council will provide follow-up communication to committee members and undertake the scheduled two-year review.

Community Impact

• Glenlyon residents and reserve users: Partial demolition of the Glenlyon Recreation Reserve Pavilion toilet structure, path and barbecue structures to enable the broader pavilion redevelopment (subject to permit conditions and timelines)
• Glenlyon residents: Pavilion upgrade works proceed on Council-managed heritage land, with conditions requiring demolition only in conjunction with the redevelopment project
• Daylesford residents near 63 Central Springs Rd (Bridport St/Central Springs Rd area): Approval of an amended permit for a gymnasium and pilates studio, including changes to building plans, landscaping, and traffic/parking arrangements
• Nearby residents (amenity impacts): New/updated permit conditions to manage noise and lighting (including an acoustic fence, limits on external amplification, and restrictions on deliveries/loading times)
• Daylesford streetscape and road users: Removal of the proposed pylon sign from the development plans and changes to on-street parking (including removal of three southern on-street spaces) to reduce traffic conflict
• Council governance (all ratepayers): Adoption of the revised Audit and Risk Committee Charter (membership/quorum changes) to strengthen oversight of risk, compliance and audit functions, with minor cost savings to Council (~$3,500/year)

Other Notable Items

• Community questions on Lee Medlyn Bottle Museum visitor numbers and $110k feasibility spending.
• Interim CEO discussed “pruning” embedded processes and delegating to appropriate management levels.
• Affordable housing engagement: officers to contact providers once the unrestricted EOI starts.
• Planning permit granted for partial Glenlyon Recreation Pavilion demolition; no objections received.
• Planning amendment debated: 24-hour gym/pilates proposal faced objections on traffic, signage, noise, and amenity.

Tech & Innovation Notes

• Live stream of the meeting via Council’s YouTube channel (digital platform for public access to council proceedings).

Key Decisions & Outcomes

• Closed meeting to the public to consider CEO employment and remuneration.

Detailed Descriptions

Closed meeting to the public to consider CEO employment and remuneration

• Context: Hepburn Shire Council held a Special Meeting on Wednesday 12 August 2026 (virtual via video conference) to consider a confidential matter relating to the Chief Executive Officer. The Council determined that the item required discussion in closed session due to the nature of the information.
• Details:
  • Date/Time: Wednesday 12 August 2026; meeting opened at 7:06pm and closed at 7:10pm for the confidential item.
  • Location/Format: Virtual meeting via video conference; a live stream was available via Council’s YouTube page, but the meeting was closed to the public for the confidential discussion.
  • Legislative basis: Local Government Act 2020, sections 66(1) and 66(2)(a).
  • Confidential item considered: 1.1 CEO EMPLOYMENT AND REMUNERATION COMMITTEE REPORT.
  • Reason for closure: The report contains personal information; disclosure would result in the unreasonable disclosure of information about any person or their personal affairs. The ground applies because it relates to the employment and contract of the Chief Executive Officer.
  • Motion details:
    • Moved by: Cr Shirley Cornish
    • Seconded by: Cr Pat Hockey
    • Result: Carried
    • Voting:
      • Voted for: Cr Brian Hood, Cr Don Henderson, Cr Lesley Hewitt, Cr Pat Hockey, Cr Shirley Cornish, Cr Tim Drylie, Cr Tony Clark
      • Voted against: Nil
      • Abstained: Nil
• Impact: Members of the community were not able to observe the Council’s deliberations on the CEO’s employment and remuneration during the closed portion of the meeting, limiting public transparency for that specific matter while protecting the privacy of the individual(s) concerned.
• Next steps: The meeting did not reopen to the public after closing at 7:10pm; the confidential consideration proceeded as scheduled within the Special Meeting.

Community Impact

• Residents: Council meeting closed to the public for discussion of the CEO employment and remuneration report (personal information not available for public scrutiny)
• Community governance: Reduced transparency for this specific decision area due to confidential handling under the Local Government Act 2020
• Residents: No further public consideration occurred after the meeting closed at 7:10pm (public unable to observe any subsequent deliberations)

Other Notable Items

• Community concerns were not recorded; no public discussion items appear in these minutes.
• Special meeting held virtually via video conference and streamed on Council’s YouTube page.
• No conflicts of interest were declared by councillors.
• CEO employment and remuneration committee report discussed in confidential closed session.
• Meeting closed at 7:10pm and did not reopen to the public.

Tech & Innovation Notes

• Virtual meeting via video conference (digital/online meeting platform)
• Live stream of the meeting via Council’s YouTube page (online platform for public access)

Key Decisions & Outcomes

• Adopt Budget 2026/27 with specified amendments and minor administrative updates.
• Fund an ongoing part-time Grants Officer position ($80,000) from restricted reserves.
• Update budget projections for increased depreciation expense and revised HR FTE projections.
• Include sensitivity and commentary on rates collection risk and 2025/26 capital works underspend.
• Clarify swimming pool status and $150,000 cap per pool in Budget 2026/27.
• Appoint Ms Rebecca McKenzie as temporary Independent Chair of CEO Employment Committee.

Detailed Descriptions

Adopt Budget 2026/27 with specified amendments and minor administrative updates

• Context: Council was required under the Local Government Act 2020 to adopt the 2026/27 Annual Budget at the Special Meeting on Tuesday 30 June 2026, following public exhibition and community submissions. Officers proposed targeted amendments to strengthen the budget in response to new information and submissions.
• Details:
  • Date/meeting: Special Meeting of Council, Tuesday 30 June 2026 (virtual, via video conference).
  • Adoption basis: Section 94 of the Local Government Act 2020, with amendments to the exhibited draft Budget 2026/27.
  • Key amendments adopted (as listed in the officer recommendation and motion):
    • (a) Financial Assistance Grants: Recognise the advanced receipt of 80% ($5.5 million) of Hepburn Shire Council’s allocated 2026/27 Financial Assistance Grants, and include associated commentary.
    • (b) Depreciation/renewal ratios: Update Budget projections from 2027/28 and associated renewal ratio commentary to reflect a $2.5 million depreciation expense increase since adoption of the Long-Term Financial Plan 2025.
    • (c) Grants Officer funding: Include $80,000 for an ongoing part-time Grants Officer position, funded from Council’s internally restricted cash Grants and Contribution Reserve.
    • (d) HR/FTE alignment: Update Statement of Human Resources Budget FTE projections from 2027/28 to align with the 2026/27 Budget (previously based on Long-Term Financial Plan 2025).
    • (e) Capital works commentary: Add commentary regarding the likely 2025/26 capital works program underspend and carried-forward budget implications.
    • (f) Rates/receivables sensitivity: Add a sensitivity table showing cash flow impact if a 97% collection rate of outstanding rates and charges is not achieved, as well as other receivables.
    • (g) Swimming pools commentary/cap: Add commentary on swimming pool status and clarify the $150,000 cap per pool, consistent with Council’s decision on 23 June 2026.
  • Minor administrative updates: Council authorised the Chief Executive Officer to effect “any minor administrative changes” required to the adopted Budget 2026/27.
• Impact: Locks in a budget that is disciplined and aligned to Council’s strategic planning, while improving transparency around depreciation pressures, grants timing, HR resourcing, capital carry-forwards, pool risk/cost controls, and revenue collection sensitivity—supporting long-term financial sustainability.
• Next steps:
  • Officers to provide formal written responses to each public submission where contact details were provided.
  • Council to undertake quarterly financial reporting and a mid-year budget review during 2026/27.
  • CEO to implement any minor administrative changes to the adopted budget document.

Fund an ongoing part-time Grants Officer position ($80,000) from restricted reserves

• Context: Community submissions and the budget development process highlighted the need to improve Council’s ability to identify and secure grants to manage infrastructure, environmental, and wellbeing priorities under constrained revenue conditions.
• Details:
  • Amount: $80,000.
  • Role: Ongoing part-time Grants Officer position.
  • Funding source: Council’s internally restricted cash Grants and Contribution Reserve.
  • Budget integration: Included as an amendment in the adopted Budget 2026/27 at the 30 June 2026 Special Meeting.
  • Financial note from the budget papers: The amendment increases the 2026/27 underlying operating deficit by $80,000 to $679,000 (excluding the timing of the receipt of Financial Assistance Grants).
• Impact: Strengthens Council’s capacity to pursue external funding, potentially reducing pressure on ratepayers and improving the likelihood of securing grant-supported projects that benefit residents.
• Next steps:
  • Officers to progress recruitment/engagement arrangements for the part-time Grants Officer following budget adoption.
  • Grants Officer to support grant identification, applications, and reporting aligned to Council priorities during 2026/27.

Update budget projections for increased depreciation expense and revised HR FTE projections

• Context: Council’s long-term planning required updating because depreciation expense had increased relative to the Long-Term Financial Plan 2025, and HR resourcing assumptions needed alignment with the 2026/27 budget.
• Details:
  • Depreciation update:
    • Change: $2.5 million increase in depreciation expense.
    • Where applied: Budget projections from 2027/28, including associated renewal ratio commentary.
    • Basis: “Since the adoption of the Long-Term Financial Plan 2025.”
  • HR/FTE update:
    • Change: Update Statement of Human Resources Budget FTE projections from 2027/28.
    • Purpose: Align projections with the 2026/27 Budget (previously based on the Long-Term Financial Plan 2025).
  • Budget adoption timing: Confirmed through the amendments adopted on Tuesday 30 June 2026.
• Impact: Improves the credibility of future financial outlooks by reflecting higher asset renewal costs (via depreciation) and ensuring staffing forecasts match the adopted budget—supporting better planning and governance.
• Next steps:
  • Finance and HR teams to reflect the updated depreciation and FTE assumptions in budget documentation and ongoing forecasting.
  • Council to monitor performance through quarterly reporting and the mid-year budget review.

Include sensitivity and commentary on rates collection risk and 2025/26 capital works underspend

• Context: The budget relies on assumptions about cash inflows from rates and charges, and Council also needed to address carry-forward implications from the prior year’s capital works performance.
• Details:
  • Rates collection sensitivity:
    • Requirement included: A sensitivity table showing cash flow impact if a 97% collection rate of outstanding rates and charges is not achieved, plus impacts on other receivables.
    • Assumption context: The budget had been developed on the assumption that 97% of rates would be collected (noting Council achieved this over each of the past four years).
  • 2025/26 capital works underspend commentary:
    • Requirement included: Additional commentary regarding the likely 2025/26 capital works program underspend and the implications for carried-forward budgets.
  • Budget adoption timing: Adopted as part of the Budget 2026/27 amendments on 30 June 2026.
• Impact:
  • Rates collection: Helps the community understand how vulnerable the budget cash position may be if collections fall below the assumed 97%, supporting transparency and risk-aware decision-making.
  • Capital works: Clarifies how delays/underspends in 2025/26 may affect delivery timing and future-year funding needs.
• Next steps:
  • Officers to incorporate the sensitivity table and capital carry-forward commentary into the final budget materials.
  • Council to use quarterly reporting and the mid-year budget review to track whether collection performance and capital delivery align with assumptions.

Clarify swimming pool status and $150,000 cap per pool in Budget 2026/27

• Context: Community submissions raised questions about swimming pools, and Council needed clearer budget documentation on operational status and cost controls. Council had already made a decision on 23 June 2026 regarding the cap per pool.
• Details:
  • Swimming pool status commentary:
    • Included additional commentary in the Budget 2026/27 regarding the status of Council’s swimming pools.
    • Budget intent (as described in the budget material): Funding to open and operate all three pool facilities and the splash park facility for the 2026/27 summer season.
  • Cap clarification:
    • Clarified in the budget: $150,000 cap per pool.
    • Consistency requirement: “In line with Council’s decision at its meeting on 23 June 2026.”
  • Budget adoption timing: Confirmed through amendments adopted on Tuesday 30 June 2026.
• Impact: Provides residents with clearer expectations about pool operations and the financial limits Council will apply per facility, improving transparency and reducing uncertainty during the summer season planning cycle.
• Next steps:
  • Finance and relevant service teams to ensure the final budget document clearly reflects pool status and the $150,000 per-pool cap.
  • Operational planning for the 2026/27 summer season to proceed consistent with the adopted budget.

Appoint Ms Rebecca McKenzie as temporary Independent Chair of CEO Employment Committee

• Context: Following the resignation of the Independent Chair, Ms Teresa Grove, Council faced urgent CEO-related governance needs, including the appointment of an Interim CEO and commencement of permanent CEO recruitment. The CEO Employment and Remuneration Policy requires an independent chair for the committee.
• Details:
  • Date/meeting: Special Meeting of Council, Tuesday 30 June 2026 (urgent business item).
  • Resignation noted: Ms Teresa Grove resigned as Independent Chair of the CEO Employment and Remuneration Committee.
  • Appointment:
    • Name: Ms Rebecca McKenzie.
    • Role: Temporary Independent Chair of the CEO Employment and Remuneration Committee.
    • Term: For six months, or until Council appoints a permanent Independent Member—whichever occurs first.
  • Authorisation: Mayor authorised to finalise the terms of engagement for the temporary appointment.
  • Rationale provided in the report: Ms McKenzie is a former Victorian local government Chief Executive Officer and currently serves as an independent member on local government Audit and Risk Committees (including Hepburn Shire) and CEO Employment and Remuneration Committees.
• Impact: Restores independent oversight at a critical time, supporting transparent and robust CEO transition and recruitment decisions that affect the organisation and service continuity for the community.
• Next steps:
  • Mayor to finalise engagement terms with Ms McKenzie.
  • CEO Employment and Remuneration Committee to immediately progress assessment and recommendation of an Interim CEO and support commencement of the permanent CEO recruitment process.

Community Impact

• Residents (rates and charges): Budget assumes a 97% rates/charges collection rate; if not achieved, cash-flow impacts may affect Council service delivery and planning
• All residents (waste services): Average residential waste charge proposed to reduce by $70 to $540 from 1 July 2026
• Local road users: $4.8 million allocated for local roads and additional sealed/unsealed road works (gravel resheet, verge improvements, resealing) across the Shire
• Pedestrians and nearby residents (Domino Trail): Interim closure of the Domino Trail pedestrian bridge may occur due to condition audit findings, with priority works funded ($237,000) but timing not yet fixed
• Pool users and families: Funding included to open and operate all three pool facilities and the splash park for the 2026/27 summer season; budget commentary clarifies a $150,000 cap per pool
• Community groups seeking funding: Council will fund an ongoing part-time Grants Officer position ($80,000) to support grant identification and applications, potentially increasing access to external funding for local initiatives

Other Notable Items

• Community submissions highlighted concerns about Council’s financial position and budget disclosure clarity.
• Public hearing for budget submissions was cancelled when registered community speakers withdrew.
• Domino Trail Pedestrian Bridge interim closure expected after bridge condition audit; priority works funded.
• Budget includes ongoing part-time Grants Officer ($80,000) to pursue alternative revenue opportunities.
• CEO transition: resignation of Independent Committee Chair and appointment of temporary independent chair.

Tech & Innovation Notes

• Virtual meeting via video conference; meeting live stream available via Council’s YouTube page
• Online community engagement platform: “Participate Hepburn” (used for budget submissions and consultation; includes views/visits/contributions)
• Digital communications: budget process promoted via Council social media and local media advertisements
• Digital service/customer engagement initiatives mentioned as “small investments… to improve community engagement and customer service” (no specific platform named)

Key Decisions & Outcomes

• Release the Indoor Aquatics Provision Feasibility Study and Business Case to the community.
• Cease pursuing an indoor aquatics facility; establish a shirewide community aquatics panel.
• Set an expenditure cap of $150,000 per pool for urgent major repairs in 2026/27.
• Cease the Daylesford–Hanging Rock Rail Trail project and relinquish corridor leases to DSCR.
• Amend the S6 Instrument of Delegation for staff planning permit decisions with updated referral limits.
• Advocate for legislative reform to Local Government Act s.229 to restrict councillor suspension triggers.

Detailed Descriptions

Release the Indoor Aquatics Provision Feasibility Study and Business Case to the community

• Context: Council has completed the Hepburn Shire Council Indoor Aquatics Provision Feasibility Study and Business Case as a key action of the 2022 Aquatics Strategy, following earlier assessment of indoor aquatics options and costs.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 23 June 2026.
  • Decision: Council resolved to release the final feasibility study and business case to the community and publish it on Council’s website.
  • Document: Hepburn Shire Indoor Aquatics Provision Feasibility Study and Business Case – Final Options and Feasibility (attached to item 7.1).
  • Study findings referenced in the report include indoor facility capital costs of $17.5M to $33.9M (Options D and E), and updated “renew existing assets” costs of approximately $33M over 10 years (Option A update in 2025).
• Impact: Improves transparency and enables residents to understand the evidence base, assumptions, and costings behind Council’s aquatics direction and any future community engagement outcomes.
• Next steps:
  • Officers to publish the final document on Council’s website following the 23 June 2026 resolution.
  • The released information will support the planned community engagement/panel process considered elsewhere in the same meeting.

Cease pursuing an indoor aquatics facility; establish a shirewide community aquatics panel

• Context: The feasibility work concluded that indoor aquatics options are not financially viable, and Council determined that any major changes to aquatics services should be informed by structured community engagement.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 23 June 2026.
  • Decision components (from item 7.1):
    • Council resolved to cease pursuing the development of an indoor aquatic facility in the Shire (taking into account construction/operating costs and funding likelihood).
    • Council resolved to create a shirewide representative community panel to undertake community engagement to inform the future direction of aquatics provision (including natural waterways).
  • Panel timing: for approval at the August 2026 Council Meeting.
  • Engagement approach noted in the report:
    • Recommended exclusions include: an indoor facility, upgrade/expansion of existing facilities, and renewal of all existing facilities, to focus engagement on financially feasible and responsible options.
• Impact: Residents will shift from a “build indoor” pathway to a community-led process focused on sustainable, realistic aquatics futures; Council reduces financial risk associated with uncertain indoor funding.
• Next steps:
  • Officers to prepare Terms of Reference and governance arrangements for the panel.
  • Panel composition and remit to be presented to Council for August 2026 approval.
  • Community engagement to follow once the panel is established.

Set an expenditure cap of $150,000 per pool for urgent major repairs in 2026/27

• Context: Council faces significant financial challenges maintaining existing pool assets, many of which are near or at end of serviceable life, creating risk of urgent safety/operational repairs exceeding budget capacity.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 23 June 2026 (item 7.1).
  • Decision: Council resolved to set an expenditure cap of $150,000 per pool for urgent major repairs or works during the 2026/27 pool season required to keep any pool safe and operational.
  • Purpose (as stated in the motion/report): manage budget risks and avoid overinvestment in assets with an uncertain future.
• Impact: Provides a clear financial control for urgent safety needs while limiting exposure to large, potentially non-strategic capital spends during a period of aquatics direction change.
• Next steps:
  • Officers to apply the cap to urgent major repairs approvals for 2026/27.
  • Any works beyond the cap would require further Council consideration (consistent with Council’s governance processes).

Cease the Daylesford–Hanging Rock Rail Trail project and relinquish corridor leases to DSCR

• Context: After years of planning and attempts to secure external funding, Council assessed the Daylesford–Hanging Rock Rail Trail as high-risk and unlikely to be funded, while Daylesford Spa Country Rail (DSCR) is progressing a rail extension.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 23 June 2026 (item 7.2).
  • Decision:
    1. Council resolved to cease actively progressing the Daylesford–Hanging Rock Rail Trail project.
    2. Council resolved to relinquish leases for rail corridor parcels between Bullarto and Lyonville to allow Daylesford Spa Country Rail (DSCR) to take up leases from VicTrack for its planned rail extension.
    3. Council resolved to negotiate an agreement with DSCR, including an intent to review and work together on any future rail trail plans if the project becomes live again.
  • Funding/planning context from the report:
    • Next planning stage estimated at $2M (not secured).
    • Rail trail economic/visitor analysis showed a positive BCR for the rail trail, but funding likelihood and technical/tenure complexities remained major barriers.
• Impact: Reduces Council financial and reputational risk and reallocates attention toward a pathway (DSCR rail extension) that has clearer feasibility and ownership alignment.
• Next steps:
  • Officers to progress lease relinquishment arrangements for the Bullarto–Lyonville corridor parcels.
  • Officers to negotiate and finalise a formal agreement with DSCR.
  • Maintain coordination with DSCR regarding any future rail trail reconsideration.

Amend the S6 Instrument of Delegation for staff planning permit decisions with updated referral limits

• Context: Council trialled updated delegations to staff under s.61(1) of the Planning and Environment Act 1987 from 1 December 2024 to 30 June 2026, aiming to improve efficiency while preserving Council oversight for complex/high-impact matters.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 23 June 2026 (item 7.3).
  • Decision: Council resolved to amend the S6 Instrument of Delegation – Members of Staff to replace the existing conditions/limitations under s.61(1) with updated referral limits and triggers.
  • Updated “must not grant / must refer” conditions include:
    • Inconsistent with approved cultural heritage management plan (Aboriginal Heritage Act 2006) or conservation management plan (Flora and Fauna Guarantee Act 1988).
    • Referral thresholds for objections:
      • 10 or more objections received (except where any part is in the Farming Zone).
      • 5 or more objections received and any part of the land is in the Farming Zone.
    • Referral triggers also include:
      • Issues of genuine shire-wide significance impacting achievement of Local Planning Policy.
      • Significant impact beyond the immediate locality, including across municipal boundaries.
      • Issues not adequately provided for under existing Local Planning Policy.
      • Significant issues of public interest.
      • Permits resulting in uses/development contrary to adopted Future Hepburn Strategies or a planning scheme amendment supported by Council.
    • Requirement: All planning applications involving Council owned or managed land must be referred to Council.
  • Call-in safeguard: Council requested the CEO maintain a process allowing Councillors to call in a planning permit if a minimum of three Councillors seek the call-in.
• Impact: Maintains community safeguards and Council oversight on higher-risk matters while improving administrative efficiency for lower-risk/compliant applications.
• Next steps:
  • Update and publish the amended S6 Instrument of Delegation (including the updated referral limits).
  • Continue weekly reporting to Councillors on delegated decisions and applications, consistent with the governance framework described in the report.

Advocate for legislative reform to Local Government Act s.229 to restrict councillor suspension triggers

• Context: Council has identified unintended consequences of s.229 of the Local Government Act 2020, where a private individual can initiate a criminal charge that triggers automatic councillor standing down/suspension without the evidentiary threshold of an authorised agency.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 23 June 2026 (item 7.4).
  • Decision: Council resolved to advocate for reform, including support for proposed legislative changes already in progress.
  • Legislative timing noted by Council:
    • The Local Government Legislation Amendment (Stronger Communities) Bill 2026 received its first reading on 17 June and is due for second reading on 28 July.
    • Council welcomed section 24 of the Bill proposing changes to s.229 so standing down does not apply unless:
      • a) a proceeding for the offence is commenced by/on behalf of a law enforcement agency, or
      • b) the complainant is a law enforcement agency.
  • Council’s advocacy position (as reflected in the motion):
    • Continue lobbying the Minister for Local Government and local MPs for legislative change.
    • Seek sector leadership through MAV (Municipal Association of Victoria) for coordinated advocacy (per the officer recommendation and earlier context).
• Impact: If enacted, the reform would reduce the risk of strategic/vexatious private prosecutions undermining council stability, quorum, and democratic representation—protecting both councillors and community confidence.
• Next steps:
  • Monitor the Bill through second reading (28 July 2026) and subsequent passage/gazettal “later this year.”
  • Continue coordinated advocacy with the Minister and MAV until the legislative change is finalised and gazetted.

Community Impact

• Aquatics (all residents): Council will cease pursuing an indoor aquatic facility and instead create a shirewide community panel to determine the future direction of aquatics provision (including natural waterways)
• Aquatics (pool users): An expenditure cap of $150,000 per pool for urgent major repairs/works in the 2026/27 season to keep pools safe and operational
• Aquatics (Clunes, Trentham, Daylesford, Creswick): Future planning may lead to major changes to current outdoor pool and splash park services due to the financial unsustainability of indoor upgrades/renewal
• Daylesford-Hanging Rock Rail Trail (Daylesford and surrounding corridor residents): Council will stop actively progressing the rail trail and relinquish leases for parts of the rail corridor between Bullarto and Lyonville
• Daylesford Spa Country Rail (Bullarto–Lyonville residents): Council will negotiate an agreement to support DSCR’s planned rail extension, potentially shifting development focus away from a rail trail
• Planning and development applicants/residents (whole shire): Updated staff delegation rules will change how some planning permits are decided (generally faster for less complex matters), while keeping councillor “call-in” rights for matters with at least three councillors requesting it

Other Notable Items

• Community questioned aquatics cost escalations and whether outdoor pool funds could finance alternatives.
• Aquatics review: indoor facility deemed financially unviable; community panel planned for August 2026.
• Rail trail: Council agreed to cease work and relinquish corridor leases to enable DSCR’s rail extension.
• Planning delegation trial reported efficiency gains, with councillor call-in and weekly updates continuing.
• CEO update: VEC election compliance oversight identified; report not tabled as required in 2024.

Tech & Innovation Notes

• Live stream of the meeting via Council’s YouTube channel (digital/online platform for public access)
• Council website publication of documents and online access to a “planning applications register” (digital service)
• Planning delegation modernisation, including updates to the “S6 Instrument of Delegation” and a “call-in” process for councillors (digital transformation of governance workflows)
• VEC election report compliance/audit item (IT/governance-related administrative compliance, including election reporting)

Key Decisions & Outcomes

• Adopted funding strategy for Glenlyon Recreation Reserve Pavilion renewal and upgrades.
• Endorsed draft 2026/2027 Annual Budget for public exhibition and consultation.
• Adopted the 2026 Creswick Flood Mitigation Study and directed funding pursuit.
• Authorized preparation and exhibition of Algerian Oak Heritage Overlay amendment.
• Awarded kerbside recycling processing contract (HEPBU.RFT2026.RR01) to Cleanaway for two years.
• Awarded Daylesford Town Hall municipal offices upgrade design development contract (HEPBU.RFT2026.20) to Lovell Chen.

Detailed Descriptions

Adopted Funding Strategy for Glenlyon Recreation Reserve Pavilion renewal and upgrades

• Context: Council is progressing the Glenlyon Recreation Reserve Pavilion renewal and upgrade works following extensive community engagement and a decision in September 2025 to renew/renovate the existing pavilion rather than build a new one.
• Details:
  • Council adopted the funding strategy at its Ordinary Meeting on Tuesday 26 May 2026.
  • The project is delivered in multiple construction stages:
    • Stage 1 (Kitchen and toilet refurbishment + minor renewal works): $500,000
      • Funding source: Australian Government (secured)
      • Includes design work.
      • Stage 1 will be procured in September after completion of the design package.
    • Stage 2 (Compliant DDA amenities, storage and cleaners’ area, second entry/exit point, and remaining renewal works): $800,000
      • Funding source: Victorian Government ($800,000 sought)
      • Council Mineral Springs Reserve financial reserve may be considered for future stages, starting with the 2027/2028 Council Budget (funding not confirmed).
  • The Recreation Reserve forms part of the Glenlyon Mineral Spring area, linking potential future funding to the Mineral Springs Reserve.
• Impact: Enables the pavilion renewal to proceed with secured federal funding for Stage 1 while positioning the project for additional Victorian Government support and potential Council reserve funding, improving certainty for community recreation facilities and accessibility upgrades.
• Next steps:
  • Complete the design development package currently underway.
  • Procure Stage 1 in September 2026.
  • Pursue Victorian Government funding for Stage 2 (included in Council’s February 2026 Priority Projects Statement advocacy).
  • Consider Mineral Springs Reserve funding for later stages when preparing the 2027/2028 Budget.

Endorsed draft 2026/2027 Annual Budget for public exhibition and consultation

• Context: Under the Local Government Act 2020, Council must prepare an Annual Budget and adopt it by 30 June each year; the draft must be released for public consultation first.
• Details:
  • Council endorsed release of the draft 2026/2027 Annual Budget at the Ordinary Meeting on Tuesday 26 May 2026.
  • Council authorised the Chief Executive Officer to make minor administrative changes during consultation.
  • Public submission process:
    • Submissions invited via Participate Hepburn.
    • Consultation meeting to be held at 6:00pm on Wednesday 24 June 2026 in the Council Chamber, 24 Vincent Street, Daylesford.
  • Adoption timing:
    • The budget will be presented for adoption at a Special Meeting on Tuesday 30 June 2026 (after consideration of submissions).
  • Key budget headline figures (from the endorsed draft):
    • Total Revenue: $43.8M
    • Total Expenditure: $43.3M
    • Operating surplus (budgeted): $511K
    • Capital works program: $10.5M (including $0.35M for Glenlyon Pavilion upgrades)
    • Closing cash/investments at 30 June 2026: $9.2M (with unrestricted cash surplus of $0.7M after restricted reserves).
• Impact: Provides residents and stakeholders an opportunity to influence Council’s spending priorities for 2026/2027, while maintaining compliance with statutory consultation requirements and supporting disciplined financial management.
• Next steps:
  • Publish and exhibit the draft budget for consultation immediately following endorsement.
  • Host the public consultation meeting on 24 June 2026.
  • Officers compile and report on submissions; Council considers changes and adopts the budget on 30 June 2026.

Adopted the 2026 Creswick Flood Mitigation Study and directed funding pursuit

• Context: Council completed an updated flood risk evidence base for Creswick following modelling and stakeholder engagement, building on earlier work and incorporating climate change and expanded catchment risks.
• Details:
  • Council adopted the 2026 Creswick Flood Mitigation Study at the Ordinary Meeting on Tuesday 26 May 2026.
  • Council also:
    • thanked the Creswick community and stakeholders, and
    • directed officers to pursue funding initiatives to implement prioritised mitigation projects.
  • Study outcomes and scope:
    • Expanded study area and updated modelling techniques.
    • Included additional stormwater and overland flows and climate change considerations.
    • Identified mitigation projects across six locations.
  • Estimated cost of works: $6M to $8M (external funding required).
  • Examples of prioritised projects by location include:
    • Location 1 (Pascoe Street/Broomfield Road): retarding basin investigation; pipe upgrades/diversions.
    • Location 2 (Cambridge Street/Cushing Avenue): basin formalisation/expansion and pumping rate modelling.
    • Location 3 (Nuggety Gully Catchment): levee/basin measures and capacity upgrades.
    • Location 4 (Bald Hills Road): basins and pipe upgrades.
    • Location 5 (Midland Highway/North Street): pump station integration.
    • Location 6 (Wright Court/Caddy Drive): drainage upgrades.
  • Delivery approach:
    • Stage 1 works are underway, co-funded by the Federal Government’s Disaster Ready Funding Grant, leveraging Council stormwater funding from 2022.
    • Stage 2 preparation works are in progress via the 2025/2026 Capital Works Program to make projects “shovel ready”.
• Impact: Strengthens Creswick’s flood preparedness and provides a defensible, updated evidence base to guide future mitigation investment, emergency planning, and potential planning scheme updates—reducing long-term risk to properties and community wellbeing.
• Next steps:
  • Publish the adopted study on Council’s website.
  • Continue Stage 1 works already underway.
  • Pursue external funding to implement the prioritised mitigation projects (Stage 2 and beyond), with project-by-project consultation as works progress.

Authorized preparation and exhibition of Algerian Oak Heritage Overlay amendment

• Context: The Algerian Oak at Bullarook Creek Streamside Reserve has significant local heritage and social value, including strong community advocacy connected to the proposed Western Renewable Link transmission line context.
• Details:
  • Council authorised preparation and exhibition of the proposed Heritage Overlay amendment at the Ordinary Meeting on Tuesday 26 May 2026.
  • Key actions authorised/resolved:
    • Notes the Algerian Oak – Bullarook Creek Streamside Reserve heritage citation (Plan Heritage, March 2026) as a background document.
    • Council will write to the Minister for Planning under section 8A of the Planning and Environment Act 1987 requesting authorisation to prepare and exhibit the proposed amendment C91hepb.
    • Council requested the Minister consider the amendment:
      • on its own merits, separate from decisions on the Western Renewable Link project, and
      • before the Minister decides on the Western Renewable Link transmission line project.
    • Before exhibiting, Council must undertake further consultation with communities proximate to the tree/reserve to confirm the tree’s longer-term social value beyond the Western Renewable Link controversy, consistent with Heritage Planning Practice Note 1 (August 2018).
    • CEO authorised to exhibit the amendment and seek submissions in accordance with the Planning and Environment Act 1987.
    • Delegation to the CEO for minor/non-substantive changes (e.g., clerical, cartographic, formatting corrections; updating schedules/maps/incorporated documents; addressing matters raised by the Minister/agencies), provided intent/outcomes/policy direction are not altered.
  • Proposed control details (from the report):
    • New schedule number HO989 within the Heritage Overlay Schedule.
    • Proposed Heritage Overlay area: 40 metres in diameter from the centre of the tree trunk (to manage works affecting the Tree Protection Zone).
• Impact: Provides statutory planning protection mechanisms to help safeguard a community-identified heritage asset, improving Council’s ability to manage impacts on the tree and surrounding reserve works.
• Next steps:
  • Send the authorisation request to the Minister for Planning for C91hepb.
  • Conduct the required additional community consultation prior to exhibition.
  • Exhibit the amendment and receive submissions once Minister authorisation is obtained.

Awarded kerbside recycling processing contract (HEPBU.RFT2026.RR01) to Cleanaway for two years

• Context: Council’s kerbside recycling processing contract was due to expire in June 2026; a short-term procurement was required to align with collection arrangements and pending State recycling standards.
• Details:
  • At the Ordinary Meeting on Tuesday 26 May 2026, Council awarded Contract HEPBU.RFT2026.RR01 for kerbside recycling processing to Cleanaway Pty Ltd.
  • Term: two (2) years.
  • Procurement outcomes:
    • Public tender released late February 2026.
    • Four compliant submissions received.
    • Evaluation ranking (by total score):
      • 1st: Cleanaway Pty Ltd – 78.50%
      • 2nd: 70.77%
      • 3rd: 67.34%
      • 4th: 32.63%
  • Council actions included:
    • Delegating the CEO authority to sign the contract documents.
    • Keeping the confidential tender evaluation report confidential while recording the successful tenderer in minutes.
    • Authorising variations within approved delegations and budgets.
  • Operational scale (from report context):
    • Council manages 8,500+ kerbside recycling services and approximately 1,438 tonnes of recyclables per year.
• Impact: Maintains continuity of recycling processing services, supports diversion from landfill, and helps Council meet current and emerging circular economy and recycling obligations.
• Next steps:
  • Execute the contract with Cleanaway for commencement aligned to the expiry of the current processing arrangement (June 2026).
  • Continue monitoring contamination/fuel cost factors that may influence final processing costs.

Awarded Daylesford Town Hall municipal offices upgrade design development contract (HEPBU.RFT2026.20) to Lovell Chen

• Context: Council is progressing the Daylesford Town Hall / Senior Citizens’ Building improvements via staged delivery, with heritage overlays requiring specialist design capability for the municipal offices section.
• Details:
  • At the Ordinary Meeting on Tuesday 26 May 2026, Council awarded Contract HEPBU.RFT2026.20 for the design development stage of the Daylesford Town Hall Municipal Offices Upgrade project.
  • Contractor: Lovell Chen
  • Contract value:
    • Fixed lump sum of $90,620 exclusive of GST
  • Council also:
    • Delegated the CEO authority to sign and seal the contract documents.
    • Approved officer authority to make variations/additions beyond the lump sum within approved delegations and budgets.
    • Noted that subsequent stages (tender design/documentation and construction support) will require further Council decisions.
  • Funding context (from report):
    • Project budget allocation: $220,000
    • Actual expenditure to 29/04/2026: $6,425
    • Recommended tender amount: $90,620
    • Estimated additional costs against project: $122,955
• Impact: Advances detailed design for a key community asset while ensuring heritage-sensitive outcomes for the municipal offices area, supporting future construction readiness and potential funding opportunities.
• Next steps:
  • Begin the design development phase expected to run from June 2026 to May 2027.
  • Explore funding opportunities and funding models during design development.
  • Bring future stages back to Council for decision prior to tender design and construction documentation.

Community Impact

• Residents (all Shire ratepayers): Draft 2026/27 budget released for consultation and likely fees/charges changes from 1 July 2026, with services and capital investment shaped by constrained finances
• Glenlyon Recreation Reserve users: Staged pavilion renewal/upgrade funded in parts (kitchen/toilets and minor works first; further DDA-compliant upgrades and additional entry/exit planned for later stages), affecting access and facilities over coming years
• Creswick residents: Adoption of the 2026 Flood Mitigation Study enables prioritised flood mitigation works (estimated $6M–$8M) and informs emergency planning and future planning controls, reducing long-term flood risk
• Kingston/Bullarook Creek reserve users: Proposed Heritage Overlay for the Algerian Oak (40m protection area) will introduce additional permit requirements for works affecting the tree/reserve, limiting some changes but strengthening tree protection
• Kerbside recycling households (all Shire): Kerbside recycling processing contract awarded for two years (Cleanaway), supporting continued recycling services and diversion from landfill with potential cost impacts if contamination varies
• Daylesford community and Town Hall users: Design development for Municipal Offices upgrade at Daylesford Town Hall progresses (June 2026–May 2027), with future construction stages subject to later Council decisions and funding

Other Notable Items

• Community questioned Bathhouse repairs vs arrears; Council cited legal negotiations and reserve funding.
• Outstanding rates: ~$3.5m from 2024/25; Council said risk is minimal and collection reminders in June.
• Capital works delays acknowledged; officers to manage carry-forwards and continue delivery into 2026/27.
• Draft 2026/27 budget consultation set: Participate Hepburn submissions and 24 June 2026 meeting.
• Algerian Oak planning amendment: further consultation planned to confirm social value beyond Western Renewable Link controversy.

Tech & Innovation Notes

• Live stream of the council meeting via Council’s YouTube channel (online platform)
• Community consultation and submissions via “Participate Hepburn” (online engagement platform)
• Data/cyber-adjacent governance: “data mapping issues” in Quarterly Finance Report (reporting/data quality issue)
• Infrastructure planning and modelling using “updated modelling techniques” for the Creswick Flood Mitigation Study (digital modelling)
• Ongoing project delivery and reporting processes (e.g., quarterly financial reporting; capital projects updates)

Key Decisions & Outcomes

• Confirmed minutes of the 24 March 2026 Ordinary Council meeting.
• Council resolved not to support the Golden Point Road Trentham subdivision at VCAT.
• Appointed councillor representatives to two external committees following Don Henderson’s stand-down.
• Adopted revised Instruments of Delegation (S5 CEO and S6 Council staff), revoking prior delegations.
• Authorised updated instruments appointing authorised officers under the Planning and Environment Act and EPA.
• Received and noted the April 2026 CEO report and Mayor/Councillor reports.

Detailed Descriptions

Confirmed minutes of the 24 March 2026 Ordinary Council meeting

• Context: Council considered confirmation of the previously circulated minutes from the Ordinary Council meeting held on 24 March 2026.
• Details:
  • Item 5: “Confirmation of Minutes”
  • Date of minutes being confirmed: 24 March 2026
  • Motion moved by Cr Pat Hockey, seconded by Cr Lesley Hewitt
  • Result: Carried unanimously (Voted for: Cr Pat Hockey, Cr Lesley Hewitt, Cr Tony Clark, Cr Shirley Cornish, Cr Brian Hood, Cr Tim Drylie; Voted against: Nil; Abstained: Nil)
• Impact: Confirms the official record of Council’s decisions and proceedings for the 24 March 2026 meeting, enabling subsequent actions to rely on an accurate governance trail.
• Next steps: Minutes remain the formal record and are used as the basis for any follow-up actions arising from that meeting.

Council resolved not to support the Golden Point Road Trentham subdivision at VCAT

• Context: Council was required to adopt a formal position for an upcoming VCAT matter concerning a proposed subdivision at 2 and 12 Golden Point Road, Trentham, lodged under Section 79 of the Planning and Environment Act 1987.
• Details:
  • Council meeting date: 28 April 2026 (Item 8.1)
  • VCAT matter: P1034/2025
  • Hepburn planning permit application: PLN23/0211
  • Proposal: Subdivision into five residential lots and removal of native vegetation at 2 and 12 Golden Point Road, Trentham
  • Motion: Council does not support the application at 2 and 12 Golden Point Road, Trentham for submission to VCAT
  • Grounds for not supporting the application:
    • (a) Extensive native tree removal required to create vehicle access from Golden Point Road for the new lots
    • (b) Detrimental impact from significant loss of native vegetation across the site and roadside
    • (c) Unclear number and precise location of trees to be cleared based on amended VCAT documents
  • Motion moved by Cr Brian Hood, seconded by Cr Shirley Cornish
  • Result: Carried (Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Pat Hockey, Cr Brian Hood; Voted against: Nil; Abstained: Nil)
  • VCAT procedural timing: VCAT ordered Council to resolve a position by 1 May 2026
• Impact: The community’s planning and environmental concerns (particularly native vegetation impacts and access-related tree removal) are formally reflected in Council’s position before VCAT, influencing how Council’s case is presented.
• Next steps: Council’s position will be communicated to VCAT and used in Council’s submissions for the hearing process (with the position required by 1 May 2026).

Appointed councillor representatives to two external committees following Don Henderson’s stand-down

• Context: At the Statutory Meeting on 18 November 2025, Councillors were appointed to external bodies; Don Henderson was automatically stood down due to alleged criminal charges under the Local Government Act 2020, requiring replacements.
• Details:
  • Council meeting date: 28 April 2026 (Item 8.2)
  • Don Henderson previously appointed to two committees:
    • World Heritage Listing of the Victorian Goldfields Region Committee
    • Dean Recreation Reserve and Tennis Courts Community Asset Committee
  • Motion appointed replacements:
    1. Cr Shirley Cornish as Council representative to the World Heritage Listing of the Victorian Goldfields Region Committee
    2. Cr Lesley Hewitt as Council representative to the Dean Recreation Reserve and Tennis Courts Community Asset Committee
  • Motion moved by Cr Shirley Cornish, seconded by Cr Pat Hockey
  • Result: Carried (Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Pat Hockey, Cr Brian Hood; Voted against: Nil; Abstained: Nil)
• Impact: Ensures continuity of Council representation and governance input into these external bodies despite Don Henderson’s stand-down.
• Next steps: The appointments take effect following the Council resolution and will be reflected in Council’s committee representation records.

Adopted revised Instruments of Delegation (S5 CEO and S6 Council staff), revoking prior delegations

• Context: Council reviewed and updated its formal Instruments of Delegation to align with organisational staffing changes and legislative updates, following advice from Maddocks.
• Details:
  • Council meeting date: 28 April 2026 (Item 8.3)
  • Instruments adopted:
    • S5 Instrument of Delegation from Council to the CEO
    • S6 Instrument of Delegation from Council to Council staff
  • Prior instruments revoked:
    • Previous Instruments executed on 23 September 2025
    • On coming into force, all previous delegations to the CEO are revoked (and for staff, all previous delegations to staff other than the CEO are revoked)
  • Effective timing:
    • Instruments come into force immediately upon the resolution being made
    • To be signed by the Chief Executive Officer and the Mayor
  • Motion moved by Cr Pat Hockey, seconded by Cr Lesley Hewitt
  • Result: Carried (Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Pat Hockey, Cr Brian Hood; Voted against: Nil; Abstained: Nil)
  • Specific legislative/operational update noted:
    • Planning and Environment Act amendments previously incorporated in a temporary S6A instrument adopted at the 24 February 2026 Council meeting were now incorporated into the S6 instrument (with the temporary S6A to be revoked once S6 is adopted)
• Impact: Strengthens corporate governance by ensuring delegated powers remain current, legally compliant, and correctly assigned to positions—reducing the risk of decisions being challenged due to delegation defects.
• Next steps:
  • CEO and Mayor will sign the adopted S5 and S6 instruments.
  • Temporary S6A instrument is expected to be revoked once the S6 instrument is in force.

Authorised updated instruments appointing authorised officers under the Planning and Environment Act and EPA

• Context: Council needed to authorise staff as authorised officers to administer and enforce powers under the Planning and Environment Act 1987 and the Environment Protection Act 2017, with updates reflecting staffing changes.
• Details:
  • Council meeting date: 28 April 2026 (Item 8.4)
  • Instruments approved/authorised:
    • S11A: Instrument of Appointment and Authorisation — Planning & Environment Act 1987
    • S11B: Instrument of Appointment and Authorisation — Environment Protection Act 2017
  • Legal basis:
    • Planning and Environment Act: s147(4)
    • EPA 2017: s242(2) (noting the EPA delegation instrument dated 4 June 2021)
  • Effective timing:
    • Instruments come into force immediately upon being signed by the Chief Executive Officer
    • Remain in force until Council varies or revokes them
  • Motion moved by Cr Shirley Cornish, seconded by Cr Pat Hockey
  • Result: Carried (Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Pat Hockey, Cr Brian Hood; Voted against: Nil; Abstained: Nil)
• Impact: Enables the correct enforcement and administration of relevant statutory functions by appropriately authorised staff, supporting lawful decision-making and compliance.
• Next steps: CEO signs the instruments, and Council’s authorised officer register is maintained for transparency (as required).

Received and noted the April 2026 CEO report and Mayor/Councillor reports

• Context: Council considered the Chief Executive Officer’s monthly report and also received and noted the Mayor’s and Councillors’ reports as part of routine governance reporting.
• Details:
  • Mayor/Councillor reports:
    • Item 11.1–11.2
    • Motion: “That Council receives and notes the Mayor's and Councillors' Reports.”
    • Moved by Cr Pat Hockey, seconded by Cr Shirley Cornish
    • Result: Carried (Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Pat Hockey, Cr Brian Hood; Voted against: Nil; Abstained: Nil)
  • CEO report:
    • Item 11.3
    • Motion: “That Council receives and notes the Chief Executive Officer’s Report for April 2026.”
    • Moved by Cr Lesley Hewitt, seconded by Cr Pat Hockey
    • Result: Carried (Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Pat Hockey, Cr Brian Hood; Voted against: Nil; Abstained: Nil)
• Impact: Keeps Council and the community informed of current initiatives, operational matters, and local leadership activities, supporting transparency and accountability.
• Next steps: Reports are formally received/recorded in the minutes; operational updates continue through existing Council and officer workflows.

Community Impact

• Trentham residents: Council will not support a proposed 5-lot subdivision at 2 and 12 Golden Point Road at VCAT, citing extensive native tree removal, loss of native vegetation, and uncertainty about how many trees would be cleared
• Trentham residents: If the matter proceeds at VCAT, local impacts may include changes to roadside vegetation and potential bushfire/defendable-space outcomes associated with any approved development
• Daylesford residents (Albert Street area): Ongoing community concern about how Albert Street changes were approved and whether tree-retention promises will be honoured, with Council stating existing large trees will be retained and protected as a key design principle
• Community members and ratepayers: Council’s May budget process will involve endorsement of a draft budget for public consultation (with final adoption in June), affecting when residents can influence budget decisions
• Community groups/volunteers (World Heritage & Dean Recreation Reserve): Council appoints new councillor representatives to external committees, affecting who advocates for local priorities and governance decisions on these bodies
• All residents: Updated Instruments of Delegation and authorised-officer appointments will change which staff can exercise certain powers, affecting how quickly and consistently Council decisions and enforcement actions are carried out

Other Notable Items

• Public questions raised about Albert Street works process, transparency, and tree-retention survey accuracy.
• VCAT Golden Point Road Trentham subdivision: Council position shifted to not support due to native tree removal concerns.
• Councillors appointed to replace Don Henderson on two external committees after he was automatically stood down.
• CEO update: Hepburn named LGPro Awards finalist for Financial Vision/Rate Cap submission.
• Community and planning: Environmental Group Grants applications open; planning permits reduced 30% and VCAT contempt case concluded.

Tech & Innovation Notes

• Online/digital service & platform
  A live stream of the meeting is available via Council’s YouTube channel.
• Digital engagement / online session
  Council is hosting an online information session (Community Grants Program) to explain the grant process and how to submit applications.
• Digital transformation / planning & process initiatives
  The CEO report notes the rollout of “new initiatives” in planning services contributing to a reduction in active permit applications (indicating process/technology improvements, though not specified).
• IT infrastructure (connectivity)
  Planning report references services including NBN connections for proposed lots.
• Governance/IT-related compliance (delegations)
  Revisions to Instruments of Delegation include items related to Freedom of Information Processing (and other operational governance), indicating formalised administrative/digital workflow governance.

Key Decisions & Outcomes

• Adopt Hepburn Shire Integrated Transport Strategy 2026–2050 with edits from submissions
• Prepare an Integrated Transport Strategy implementation plan for Council consideration by September 2026
• Authorise CEO to make minor administrative amendments to the transport strategy without changing intent
• Note 2025/2026 Budget Initiatives H1 progress report and publish it on Council’s website
• Receive and note Mayor’s and Councillors’ reports
• Receive and note CEO’s March 2026 report, including community grants program and WRL hearings outcomes

Detailed Descriptions

Adopt Hepburn Shire Integrated Transport Strategy 2026–2050 with edits from submissions

• Context: Council considered the draft Hepburn Shire Integrated Transport Strategy (ITS) 2026–2050 following community, stakeholder and agency consultation, including the most recent submissions received in 2025.
• Details:
  • Meeting date: Tuesday 24 March 2026
  • Location: Council Chamber, 24 Vincent Street, Daylesford
  • Officer recommendation: Adopt the ITS 2026–2050 “as edited to address community and stakeholder input”
  • Council motion outcome: Carried unanimously (Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Pat Hockey, Cr Brian Hood; Voted against: Nil)
  • Strategy scope and use:
    • 25-year principles-based framework covering transport infrastructure and connection across Hepburn Shire (2026–2050)
    • Used as a decision-making framework to guide Council advocacy and planning for transport infrastructure and connections
  • Consultation inputs referenced in the report:
    • Informing documents over 2019, 2023, 2024, and 2025
    • 2025 feedback summarised in Attachment 7.1.2 (survey summary)
    • Department of Transport and Planning (DTP) submission acknowledged (Attachment 7.1.3), with minor changes integrated into the final draft (including clarification of bus stop/shelter responsibilities under the Road Management Act 2024)
• Impact: Establishes a long-term, agreed policy basis for prioritising transport advocacy and investment decisions, improving consistency in how Council assesses and supports transport improvements across towns and rural areas.
• Next steps:
  • Council to prepare an implementation plan for consideration by end of September 2026 (also resolved under the same item)
  • CEO authorised to make minor administrative amendments that do not change the intent of the strategy (resolved under the same motion)

Prepare an Integrated Transport Strategy implementation plan for Council consideration by September 2026

• Context: After adopting the ITS, Council resolved that actions within the strategy must be translated into practical delivery planning through an implementation plan.
• Details:
  • Meeting date: Tuesday 24 March 2026
  • Council resolution: Prepare an implementation plan setting out how the strategy’s actions will be integrated into Council’s processes and work programs
  • Deadline: For Council consideration “before the end of September 2026”
  • Strategy delivery approach noted in the report:
    • Officers have commenced drafting work on the implementation plan
    • Many of the strategy’s 42 actions can be delivered via combined outputs
    • Some actions are already underway (examples cited in the report include EV charging rollout, street tree master plan alignment, and the recent establishment of a 40kph zone in Daylesford town centre)
• Impact: Provides a clear pathway from strategy principles to operational delivery, helping ensure transport actions are planned, resourced, and tracked through Council’s existing work programs and processes.
• Next steps:
  • Implementation plan drafting continues through mid-2026
  • Plan presented to Council for consideration prior to end of September 2026

Authorise CEO to make minor administrative amendments to the transport strategy without changing intent

• Context: Council adopted the ITS but recognised that minor administrative updates may be required to finalise the document for publication and operational use.
• Details:
  • Meeting date: Tuesday 24 March 2026
  • Council resolution: Authorise the Chief Executive Officer to make minor administrative amendments to the strategy “if required” that do not amend the intent of the strategy
  • Motion outcome: Carried unanimously (Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Pat Hockey, Cr Brian Hood; Voted against: Nil)
• Impact: Ensures the adopted strategy can be kept accurate and publication-ready while protecting Council’s policy intent and community/stakeholder-aligned direction.
• Next steps:
  • CEO to apply only minor administrative amendments (e.g., formatting/administrative corrections) without changing the strategy’s intent
  • Any substantive changes would require further Council decision (implied by the “minor administrative” limitation)

Note 2025/2026 Budget Initiatives H1 progress report and publish it on Council’s website

• Context: Council received the first-half (H1) progress update on initiatives funded in the 2025/2026 Budget, aligned to the Council Plan reporting requirements.
• Details:
  • Meeting date: Tuesday 24 March 2026
  • Item: “2025/2026 Budget Initiatives Progress Report” (first half period)
  • Officer recommendation:
    • Note the progress report for the first half period
    • Note that the report will be published on Council’s website
  • Council motion outcome: Carried unanimously (Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Pat Hockey, Cr Brian Hood; Voted against: Nil)
  • Report timing and coverage:
    • Progress comments designed to be as at 31 December (H1 effectively July–December)
  • Summary statistics stated:
    • Of 17 projects listed for 2025/2026:
      • 10 on track for completion by end of June 2026
      • 4 completed
      • 3 progress delayed
• Impact: Improves transparency and accountability by informing the community of delivery status against the 2025/2026 Budget initiatives and Council Plan commitments.
• Next steps:
  • Publish the H1 progress report on Council’s website following Council’s meeting decision

Receive and note Mayor’s and Councillors’ reports

• Context: Council’s governance process includes receiving and noting verbal and/or written reports from the Mayor and Councillors.
• Details:
  • Meeting date: Tuesday 24 March 2026
  • Item: 9.1 Mayor’s Report and 9.2 Councillor Reports
  • Council motion outcome: Carried unanimously (Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Pat Hockey, Cr Brian Hood; Voted against: Nil)
  • Content highlights included in the minutes:
    • Mayor (Cr Tony Clark): acknowledgements of volunteers and major autumn events; International Women’s Day Heather Mutimer Honour Roll recipients (Erica Higgins, Kate Smith, Pauline Hawker, Betty Rea posthumous)
    • Councillors’ reports included attendance/participation across shire events such as Clunes Booktown, ChillOut, International Women’s Day in Creswick, and community meetings/events (including references to Creswick Town Hall 150th and other local initiatives)
• Impact: Ensures Council formally records elected member activities and community engagement, supporting accountability and shared situational awareness across the shire.
• Next steps:
  • No further action required beyond noting the reports at the meeting

Receive and note CEO’s March 2026 report, including community grants program and WRL hearings outcomes

• Context: The CEO provides a monthly report to Council covering current issues, initiatives and projects, including key community programs and major external hearings.
• Details:
  • Meeting date: Tuesday 24 March 2026
  • Item: 9.3 Chief Executive Officer’s Report (March 2026)
  • Council motion outcome: Carried unanimously (Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Pat Hockey, Cr Brian Hood; Voted against: Nil)
  • Community Grants Program:
    • Program opens: Monday 16 March 2026
    • Program closes: Friday 15 May 2026
    • Purpose: supports community-based projects and initiatives
  • Western Renewables Link (WRL) hearings:
    • Hearings concluded (as reported in March 2026 CEO update)
    • Council presented evidence from experts in:
      • tourism
      • agriculture
      • solutions for an underground line
      • visual amenity
  • Other CEO report highlights recorded in the minutes:
    • International Women’s Day event in Creswick and Heather Mutimer Women’s Honour Roll inductees (Pauline Hawker, Betty Rea posthumous via Stefan Rea, Erica Higgins, Kate Smith)
    • ChillOut Festival and Drag Storytime (Frock Hudson)
    • Upcoming major events: Clunes Booktown (21–22 March) and Cresfest (10–12 April)
    • Daylesford Town Hall reopened for hire after essential safety/preservation work
    • Support for Farmer’s Day Out:
      • Event date: Wednesday 25 March
      • Council provided a limited number of free tickets to local agribusinesses/farmers/producers
• Impact: Keeps the community and Councillors informed about active service delivery, funding opportunities, and major regional advocacy processes (including WRL).
• Next steps:
  • Community Grants Program continues through to 15 May 2026 for applications
  • WRL hearing outcomes are recorded as concluded in this CEO report for Council’s noting (further procedural steps would follow the hearing process beyond the scope of the minutes)

Community Impact

• Residents across Hepburn Shire: Adoption of the Hepburn Shire Integrated Transport Strategy 2026–2050 will guide future transport decisions and Council advocacy for the next 25 years (affecting where/when transport infrastructure is prioritised)
• Town centre users (especially Daylesford): Strategy actions support safer, more accessible streets (e.g., pedestrian crossing improvements, lower speed environments, and improved footpaths/trails), building on recent 40kph changes
• People who walk, cycle, or use trails: Future works are expected to focus on filling path network gaps, improving connected walking/cycling routes, and enhancing recreational trail facilities (including signage/lighting)
• Public transport users and mobility-limited residents: Council will use the strategy to advocate for better public transport access and usability (including accessibility and information), and to explore options like car share/taxi support where services are limited
• Creswick/Albert Street Daylesford area residents: Survey-supported Option 4 (closure to through traffic) is the chosen direction for the Albert Street project, which will likely change traffic patterns and improve green space and local safety/access
• St Georges Lake Road (Creswick) residents: Sealing works are expected to be delayed pending tender release in April and contractor/weather availability, extending the period before road sealing begins

Other Notable Items

• Community concerns raised about delays in tendering and commencement for St Georges Lake Road sealing.
• Public question sought clarification on Albert Street survey option chosen; Council confirmed Option 4 closure to through traffic.
• Participate Hepburn page updated to publish Albert Street survey outcomes and Blackspot Program scope.
• Integrated Transport Strategy 2026–2050 adopted; implementation plan due for Council consideration before end September 2026.
• CEO update highlighted Hearings concluded for Western Renewables Link project and Daylesford Town Hall reopened for hire.

Tech & Innovation Notes

• Live stream of the meeting via Council’s YouTube channel
• Use of Council’s “Participate Hepburn” page for publishing survey/engagement results (online community engagement platform)
• Online survey conducted for the Integrated Transport Strategy (33 respondents completed an online survey)
• Mention of the PTV app being inaccurate/poorly mapped for bus/coach timetables (public transport information systems)
• Council’s sustainability team rollout of electric vehicle charging stations across the Shire (EV charging infrastructure)

Key Decisions & Outcomes

• Confirmed minutes of the 16 December 2025 Ordinary Meeting.
• Adopted Domestic Animal Management Plan 2026–2029 with revised cat containment actions.
• Approved continued closure of Wheelers Bridge and redirected related works funding.
• Delayed expanded four-stream kerbside glass reform pending State standards and contract end.
• Noted Q2 December 2025 mid-year budget review; no revised budget required.
• Extended public participation time by 15 minutes.

Detailed Descriptions

Confirmed Minutes of the 16 December 2025 Ordinary Meeting

• Context: Council considered confirmation of the minutes from its previous Ordinary Meeting held on 16 December 2025, as previously circulated to Councillors.
• Details:
  • Date of meeting being confirmed: 16 December 2025
  • Council meeting where confirmation occurred: 24 February 2026 (Ordinary Meeting of Council)
  • Motion moved by: Cr Don Henderson
  • Motion seconded by: Cr Shirley Cornish
  • Result: Carried unanimously
    • Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Don Henderson, Cr Pat Hockey, Cr Brian Hood
    • Voted against: Nil
    • Abstained: Nil
• Impact: Confirms the official record of Council decisions and proceedings from December 2025, enabling continuity in governance, reporting, and implementation of prior resolutions.
• Next steps: Minutes remain the formal record; subsequent agenda items and officer actions can proceed based on the confirmed decisions.

Adopted Domestic Animal Management Plan 2026–2029 (Revised Cat Containment Actions)

• Context: Council adopted the statutory Domestic Animal Management Plan (DAMP) for the next four-year period, including updated actions specifically affecting cat containment requirements.
• Details:
  • Meeting date of adoption: 24 February 2026
  • Plan period: 2026–2029
  • Statutory basis: Domestic Animals Act 1994 (plan required every four years)
  • Adoption outcome: Council adopted the DAMP 2026–2029
  • Revised cat containment actions approved in the motion:
    • Working for Action 4.2 updated to:
      • “Review the effectiveness of the current dusk to dawn cat curfew and develop a costed, evidence based implementation pathway for a 24 hour cat containment requirement… including benchmarking, legal and enforcement modelling, resourcing needs, targeted community and stakeholder engagement, and an equitable education and transition plan…”
    • Section 5 “Nuisance animals” text updated, including:
      • Updated “Context” referencing wildlife impacts and community feedback (including CSIRO research and local survey support for desexing)
      • Updated “Cat curfew” section noting:
        • Dusk-to-dawn curfew introduced 1 July 2023
        • 59% of respondents supported 24 hour cat containment during 2025 consultation
  • Vote outcome:
    • Carried with dissent:
      • Voted for: Cr Shirley Cornish, Cr Tim Drylie, Cr Don Henderson, Cr Brian Hood
      • Voted against: Cr Tony Clark, Cr Pat Hockey
      • Abstained: Nil
• Impact: Establishes a clear, evidence-informed framework for dog and cat management across 2026–2029, while progressing toward 24-hour cat containment through a staged, costed, legally modelled pathway rather than immediate implementation.
• Next steps:
  • Implementation supported through annual review and reporting to Council and Agriculture Victoria
  • Action 4.2 will drive the evidence/costing/enforcement pathway for potential 24 hour cat containment.

Approved Continued Closure of Wheelers Bridge and Redirected Related Works Funding

• Context: Council addressed the future management of Wheelers Bridge on Creswick–Lawrence Road, Lawrence, following continued deterioration and safety risk after an interim closure in December 2025.
• Details:
  • Meeting date: 24 February 2026
  • Decision: Council approved to continue the current closure of Wheelers Bridge
  • Location: Wheelers Bridge, Creswick–Lawrence Road, Lawrence (over Birch Creek)
  • Rationale included in the resolution:
    • Continued deteriorating condition
    • Significant safety risk to road users and pedestrians
    • Disproportionate renewal cost
  • Funding redirection (as part of the motion carried):
    • Planned road construction works of $507,453 on Creswick–Lawrence Road to be redirected (as described in the motion) to the Grants Reserve Fund and any net Council funds associated with the bridge project to support future co-contribution requirements
  • Vote outcome:
    • Carried
    • Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Don Henderson, Cr Pat Hockey
    • Voted against: Cr Brian Hood
    • Abstained: Nil
• Impact: Maintains community safety by keeping the bridge closed, while reallocating related road works funding toward future bridge funding/co-contribution possibilities rather than proceeding with works that would be unnecessary under closure.
• Next steps:
  • Officers to continue administrative and operational arrangements to maintain closure and develop/continue a communications plan
  • Council to pursue advocacy for additional funding (particularly with State Government)
  • Officers to bring a report to Council in February 2027 detailing advocacy efforts and next steps.

Delayed Expanded Four-Stream Kerbside Glass Reform Pending State Standards and Contract End

• Context: Council considered whether to expand kerbside glass collection to an expanded four-stream model, but recommended delaying implementation due to pending State standards and the end of the current contract term.
• Details:
  • Meeting date: 24 February 2026
  • Decision: Council delayed the expanded four-stream kerbside service until:
    • State Government service standards are finalised, and
    • the current kerbside contract term concludes in July 2028
  • Acknowledgement included: expanded four-stream implementation requires an 18-month planning/implementation period
  • Advocacy actions approved:
    • Council to write to the Minister for Local Government requesting:
      • Finalisation of service standards and regulations
      • Acknowledgement of Council’s financial viability concerns
      • Exploration of alternative options including:
        • Expanding the Container Deposit Scheme to include wine and spirit bottles
        • Establishing glass drop-off points
    • Continued advocacy through:
      • GBAC (Greater Ballarat Alliance of Councils)
      • MAV (Municipal Association of Victoria)
      • Glass advocacy groups
      • Partnerships with surrounding councils
• Impact: Reduces the risk of investing in an expanded service model that may not align with future State requirements, while keeping pressure on the State to finalise standards and enabling alternative pathways for glass diversion.
• Next steps:
  • Officers to progress ministerial correspondence and ongoing advocacy
  • Further decision-making to occur after State standards are finalised and the contract term ends (July 2028), with planning likely starting well ahead given the 18-month lead time.

Noted Q2 December 2025 Mid-Year Budget Review; No Revised Budget Required

• Context: Council received the Q2 financial reporting for the six months ended 31 December 2025, including the CEO’s statutory statement under the Local Government Act 2020 regarding whether a revised budget is required.
• Details:
  • Meeting date: 24 February 2026
  • Reporting period: 1 July 2025 to 31 December 2025 (Quarter 2 / six months)
  • Key financial highlights noted:
    • Operating surplus for six months ended 31 December 2025: $14.5 million
    • Favourable to amended budget by: $1.2 million (9%)
    • Year-to-date capital works expenditure: $2.96 million (16% of $18.89 million amended budget)
    • Cash holdings: $4.6 million higher than same time last year
  • CEO declaration (Local Government Act 2020 s97(3)):
    • “At this point in time, a revised budget will not be required for this financial year”
  • Motion outcome:
    • Carried
    • Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Don Henderson, Cr Pat Hockey
    • Voted against: Cr Brian Hood
    • Abstained: Nil
• Impact: Confirms Council can continue operating under the existing budget framework without additional budget changes at this stage, supporting stability in financial planning and delivery.
• Next steps:
  • Continue monitoring financial performance through subsequent quarterly reporting
  • Update Councillors if any material items arise that could require reconsideration of the budget.

Extended Public Participation Time by 15 Minutes

• Context: Council considered a procedural request to extend the community’s public participation time during the meeting.
• Details:
  • Meeting date: 24 February 2026
  • Motion: extend public participation time by 15 minutes
  • Moved by: Cr Shirley Cornish
  • Seconded by: Cr Tim Drylie
  • Result: Carried unanimously
    • Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Don Henderson, Cr Pat Hockey, Cr Brian Hood
    • Voted against: Nil
    • Abstained: Nil
• Impact: Provides additional opportunity for residents to ask questions, address Council, and/or respond during public participation time.
• Next steps: No further action required beyond applying the extended time during the meeting session.

Community Impact

• Creswick-Lawrence Road residents (Lawrence): Wheelers Bridge remains closed to both vehicles and pedestrians due to unsafe structural condition, with detours adding travel distance (up to ~9km for regular vehicles and ~13km for heavy vehicles) and affecting access for the 11 adjacent properties
• Emergency services and local road users: Continued operational impact from the bridge closure, including longer response routes and the need for ongoing coordination with CFA during emergencies
• Creswick-Lawrence Road community: Planned road construction works ($507,453) are suspended/cancelled because they relate to the bridge renewal project, potentially delaying related road works in the area
• Daylesford residents and community users: Daylesford Town Hall auditorium reopens for public bookings from 28 February 2026 after completion of essential roof and electrical safety works
• Daylesford and surrounding business/footpath users: Outdoor dining arrangements at the Royal Hotel (Burke Square) continue under an existing permit (20 tables) until end of June, after which a new permit will be assessed under Council’s Outdoor Dining and Trading Policy
• All residents (pets and wildlife): Adoption of the Domestic Animal Management Plan 2026–2029 will drive strengthened dog and cat management actions over 4 years, including a review pathway toward 24-hour cat containment and clearer enforcement/education around the existing dusk-to-dawn cat curfew

Other Notable Items

• Residents raised traffic congestion concerns on Victoria Street, Creswick.
• Public questioned Daylesford Town Hall reopening scope and costs; response said reopening 28 Feb 2026.
• Ratepayer assistance concerns: interest waiver and hardship support for unpaid rates discussed.
• Wheelers Bridge closure advocacy: future visitor experience area and February 2027 advocacy report.
• Domestic Animal Management Plan updates: proposed 24-hour cat containment pathway and stronger cat management actions.

Tech & Innovation Notes

• Live stream of the meeting available via Council’s YouTube channel.
• Public engagement using online platforms, including “Participate Hepburn” (online survey and updates).
• Officer roles include “Manager Technology and Transformation” and “Director Performance and Transformation” (indicating ongoing digital/IT transformation capability).
• Community engagement and communications include online media releases (e.g., for Wheelers Bridge closure communications).

Key Decisions & Outcomes

• Admit “Bondi Attack” item into urgent business and reorder agenda.
• Confirm minutes of the 25 November 2025 Ordinary Meeting.
• Grant planning permit PLN24/0004 for 49 Mulcahys Road subdivision.
• Impose subdivision conditions: amended access/lot boundaries and public open space contribution.
• Require native vegetation offset and extensive stormwater/road/bushfire compliance conditions.
• Approve award of contracts and masterplan/schematic design items (Victoria Park lighting, Burrall Street rehab, Daylesford facilities, Victoria Park masterplan).

Detailed Descriptions

Admit “Bondi Attack” item into urgent business and reorder agenda

• Context: Council received a request to consider an additional matter that arose after the agenda was distributed and could not be deferred without affecting timely consideration. The Governance Rules allow urgent business where the matter has arisen since distribution and cannot safely or conveniently be deferred.
• Details:
  • Item admitted: “Bondi Attack”
  • Governance basis: Council’s Governance Rules, Division 3, item 26
    • The item related to a matter arising since agenda distribution
    • Could not be safely or conveniently deferred until the next Council meeting
    • Agenda order changed so Item 9 was considered before Item 5
  • Motion moved: Cr Shirley Cornish
  • Seconded: Cr Brian Hood
  • Result: Carried unanimously (Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Don Henderson, Cr Pat Hockey, Cr Brian Hood; Voted against: Nil; Abstained: Nil)
  • Procedural change: Council then considered Agenda Item 9 (Urgent Business) prior to Item 5 (Confirmation of Minutes)
• Impact: Ensures Council can respond promptly to time-critical matters while maintaining governance compliance and transparency in how the agenda was reordered.
• Next steps: The urgent business item (Bondi Attack) would be taken up immediately following the procedural change within the meeting sequence on 16 December 2025.

Confirm minutes of the 25 November 2025 Ordinary Meeting

• Context: After the agenda was reordered to bring urgent business forward, Council proceeded to confirm the accuracy of the minutes from the previous Ordinary Meeting.
• Details:
  • Minutes to confirm: Ordinary Meeting of Council held on 25 November 2025 (as previously circulated to Councillors)
  • Motion moved: Cr Pat Hockey
  • Seconded: Cr Shirley Cornish
  • Result: Carried
    • Voted for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Don Henderson, Cr Pat Hockey
    • Voted against: Cr Brian Hood
    • Abstained: Nil
• Impact: Confirms the official record of Council decisions and discussions from 25 November 2025, supporting accountability and continuity of governance.
• Next steps: Minutes become the formal record for that meeting and can be referenced for subsequent decisions and implementation actions.

Grant planning permit PLN24/0004 for 49 Mulcahys Road subdivision

• Context: Council considered Planning Application PLN24/0004 for subdivision and native vegetation removal at 49 Mulcahys Road, Trentham, after notice was given and objections were received.
• Details:
  • Applicant/Proposal: Subdivide 49 Mulcahys Road, Trentham into nine (9) residential lots and remove native vegetation
  • Lot sizes (as described in the report):
    • Lot 1: 1,202 sqm
    • Lot 2: 845 sqm
    • Lot 3: 842 sqm
    • Lot 4: 999 sqm
    • Lot 5: 859 sqm
    • Lot 6: 997 sqm
    • Lot 7: 1,004 sqm
    • Lot 8: 1,270 sqm
    • Lot 9: 819 sqm
    • Court bowl (by deduction): 1,353 sqm
  • Site context:
    • ~1 hectare (reported as 10,190 sqm in the background)
    • Located in Neighbourhood Residential Zone – Schedule 3 (NRZ3)
    • Overlays include Environmental Significance Overlay (ESO1) and Bushfire Management Overlay (BMO)
  • Objections: 15 objections received (none withdrawn to date), removing officer delegation and requiring Council decision
  • Decision: Council directed officers to issue a Notice of Decision to Grant a Planning Permit for the subdivision and native vegetation removal, subject to conditions (as set out in the motion)
• Impact: Enables creation of nine build-ready residential lots in Trentham while requiring extensive compliance measures to manage vegetation loss, bushfire risk, stormwater, access, and infrastructure standards.
• Next steps: Officers issue the Notice of Decision to Grant the Permit with the specified conditions, and the applicant must satisfy conditions prior to subdivision certification/statement of compliance.

Impose subdivision conditions: amended access/lot boundaries and public open space contribution

• Context: The permit was granted with conditions requiring the subdivision plan to be amended to improve access safety and layout, and to contribute to public open space funding before subdivision certification.
• Details:
  • Amended plans required before certification (Subdivison Act 1988):
    • Access changes:
      • Nominate vehicle access points from the new court bowl directly to Lots 1 and 2
      • No access to the lots is to be from Mulcahys Road
    • Lot boundary change:
      • Relocate the rear boundary of Lot 2 northwards to allow a rear accessway to Lot 3
  • Public open space contribution:
    • Before issuing a Statement of Compliance for the plan of subdivision:
      • Pay 5% of the land value for public open space
      • In accordance with Clause 53.01 of the Hepburn Planning Scheme
• Impact: Improves traffic/access management by removing direct Mulcahys Road access for lots (except via the court bowl design) and supports community benefit through a public open space contribution.
• Next steps: Applicant must submit amended endorsed plans for Council approval/endorsement prior to subdivision certification, and pay the open space contribution prior to statement of compliance.

Require native vegetation offset and extensive stormwater/road/bushfire compliance conditions

• Context: Council’s decision included conditions to address environmental impacts (native vegetation removal), engineering risks (stormwater and roads), and life-safety requirements (bushfire management).
• Details:
  • Native vegetation offset (to offset removal of 0.260 ha native vegetation):
    • Offset type/amount:
      • 0.057 general habitat units
      • Located within North Central CMA boundary or Hepburn Shire LGA municipal district
      • Minimum strategic biodiversity value: 0.376
    • Additional requirement:
      • Offset(s) must provide protection of at least 1 large tree
    • Evidence timing:
      • Evidence of securing the offset must be provided prior to the issue of the Statement of Compliance
      • Evidence via:
        • First-party offset site with security agreement and 10-year management plan, and/or
        • Credit extract(s) from the Native Vegetation Credit Register
  • Stormwater compliance (key requirements):
    • Stormwater Strategy Plan required (identify quantity/quality management and avoid adverse impacts)
    • Onsite stormwater detention required so post-development runoff does not exceed pre-development runoff
    • Detention system return period:
      • 10% AEP where overland escape path exists
      • 1% AEP if failure causes property damage/inundation
    • No concentrated stormwater discharge to adjoining properties
    • Drainage easements:
      • Minimum 2.0m width for stormwater easements
    • Stormwater quality:
      • Must meet BPEM (Best Practice Environmental Management) Guidelines
  • Road/intersection/access compliance (key requirements):
    • Traffic and Pedestrian Impact study for the proposed intersection, including safe sight distance assessment
    • Road reserve and road construction standards:
      • Minimum road reserve width: 16m (IDM Table 2)
      • Court bowl minimum radius: 12.5m with asphalt wearing course
      • Mulcahys Road frontage upgrades include minimum 7.2m pavement, 1.5m concrete footpaths, kerb and channel, and drainage
    • Vehicle crossing requirements:
      • Sight distance to AS 2890.1:2004
      • Grades through crossing not exceeding 1:10
  • Bushfire compliance (key requirements):
    • Section 173 Agreement required before statement of compliance (for clause-based exemption and ongoing implementation)
    • Amended Bushfire Management Plan required and endorsed by CFA and Council
    • Defendable space requirements:
      • For lots 1–9, within 50m within/around future dwellings (or to property boundary, whichever is lesser)
      • Specific defendable space management rules (e.g., short-cropped grass, debris removal, shrub limits, tree separation/clearances)
    • BAL requirement:
      • Dwellings on Lots 5, 6, 7, 8 & 9 must meet BAL-29 within building envelopes (unless agreed in writing by CFA/responsible authority)
    • Hydrants (reticulated areas):
      • Operable hydrants with max distances:
        • 120m from rear of building envelopes/lots
        • 200m between hydrants
• Impact: Reduces environmental and safety risks associated with subdivision—protecting biodiversity values, controlling stormwater impacts, ensuring road/access safety, and enforcing bushfire mitigation measures to protect residents.
• Next steps: Applicant must satisfy all conditions prior to subdivision certification and statement of compliance, including securing offsets, completing stormwater/road works to approved engineering standards, and finalising CFA-endorsed bushfire measures via Section 173 agreement.

Approve award of contracts and masterplan/schematic design items (Victoria Park lighting, Burrall Street rehab, Daylesford facilities, Victoria Park masterplan)

• Context: Council’s agenda included multiple “award of contract” and strategic design items supporting delivery of community infrastructure and planning for public assets.
• Details:
  • The provided minutes excerpt includes the agenda headings for:
    • 8.3 Award of Contract HEPBU.RFT2025.139 – Victoria Park Soccer Sports Lighting
    • 8.4 Award of Contract HEPBU.RFT2025.E10 – Rehabilitation of Burrall Street, Daylesford
    • 8.5 Daylesford Community Facilities – Schematic Design
    • 8.6 Victoria Park Draft Masterplan
  • However, the excerpt you supplied does not include the actual resolutions/motions/vote outcomes for these items (the detailed pages for these items appear later in the document beyond what’s shown).
• Impact: These items, once resolved, directly affect community facilities and public realm improvements (sports lighting, street rehabilitation, community facility planning, and Victoria Park long-term planning).
• Next steps: To confirm the exact contract award amounts, successful tenderers, and the resolutions/vote results, the relevant sections/pages for items 8.3–8.6 (from the minutes) are required. If you paste those pages, I can produce the same decision-format summary with the precise award details and outcomes.

Community Impact

• Trentham residents (49 Mulcahys Road area): Approval to subdivide the site into 9 residential lots and remove native vegetation, enabling multiple new dwellings on the former single property
• Adjacent landowners and neighbours: Road/access changes including restricted direct access from Mulcahys Road (only Lots 3 and 4) and vehicle access via a new internal court bowl, affecting traffic movement and driveway locations
• Local environment/amenity: Native vegetation loss (0.260 ha) with required offsets and landscaping conditions, changing habitat and the streetscape/tree cover on the development site
• Nearby residents (stormwater impacts): New stormwater strategy, detention and drainage works required to prevent concentrated discharge to adjoining properties, reducing flood/runoff risk but potentially increasing construction activity and runoff infrastructure
• Future residents and surrounding bushfire interface: Bushfire Management Overlay conditions (including defendable space requirements and BAL-29 for specified lots) that will require ongoing vegetation/land management on the lots
• Trentham community (public open space & infrastructure): 5% public open space contribution and required upgrades/works (including Mulcahys Road frontage upgrades, footpaths, LED street lighting, and telecommunications readiness) that will improve local services but may cause temporary disruption during construction

Other Notable Items

• Community raised concerns about notification errors for 49 Mulcahys Rd objectors.
• Trentham consultation communication criticised as “random” for residents deemed directly impacted.
• Public question requested improved consultation strategies using local networks and the new town website.
• Planning update: PLN24/0004 subdivision of 49 Mulcahys Rd into nine lots, with 15 objections.
• Future agenda/urgent business: item relating to the “Bondi Attack” added and reordered.

Tech & Innovation Notes

• Live stream of the meeting via Council’s YouTube channel (digital/online platform)
• Council staff/roles include “Manager Technology and Transformation” (IT/digital transformation capability)
• Planning permit conditions requiring telecommunications services and “fibre ready” telecommunication facilities to each lot (digital infrastructure/telecom readiness)
• Planning permit conditions referencing electronic submission of plans (“submitted in electronic form”) (digital workflow)
• Requirement for “LED street lighting” (technology-enabled infrastructure)
• Planning permit conditions requiring electricity supply to lots and compliance with electrical service/installation standards (IT/energy infrastructure interfacing)

Key Decisions & Outcomes

• Confirmed minutes of 28 Oct 2025 and 18 Nov 2025 council meetings.
• Extended public participation time by 15 minutes.
• Approved disposal of seven surplus properties, including EOI for affordable housing.
• Declared Rea Lands Reserve (42 Raglan St) not for sale; maintain as public park.
• Resolved not to consolidate Clunes sport/recreation to a new greenfield site; progress Bull Milgate masterplan.
• Approved $60,000 (up to 12 months) additional funding for Clunes masterplan work (2026/27 budget).

Detailed Descriptions

Confirmed minutes of 28 Oct 2025 and 18 Nov 2025 council meetings

• Context: Council reviewed the minutes from two prior meetings to confirm they were an accurate record before proceeding with business at the 25 November 2025 Ordinary Meeting.
• Details:
  • Confirmed the Minutes of the Ordinary Meeting of Council held on 28 October 2025.
  • Confirmed the Minutes of the Statutory Meeting of Council held on 18 November 2025.
  • The minutes were as previously circulated to Councillors.
  • Decision carried on 25 November 2025 (Moved by Cr Lesley Hewitt, Seconded by Cr Shirley Cornish; Voted against: Nil, Abstained: Nil).
• Impact: Provides procedural certainty and governance compliance, allowing subsequent council resolutions to rely on an approved record of prior decisions.
• Next steps: Minutes are treated as formally confirmed for public record and future reference.

Extended public participation time by 15 minutes

• Context: During Public Participation Time at the 25 November 2025 Ordinary Meeting, Council considered whether to allow additional time for community input.
• Details:
  • Council approved an extension of public participation time by 15 minutes.
  • Decision carried on 25 November 2025 (Moved by Cr Shirley Cornish, Seconded by Cr Don Henderson; Voted against: Nil, Abstained: Nil).
• Impact: Increased opportunity for community members to table petitions, ask questions, and address Council, supporting more inclusive engagement.
• Next steps: The extended period is applied within the Public Participation Time segment for that meeting.

Approved disposal of seven surplus properties, including EOI for affordable housing

• Context: Following community engagement after a July 2025 resolution, Council considered whether seven Council-owned properties should be declared surplus and disposed of, including an Expression of Interest (EOI) pathway encouraging affordable housing outcomes.
• Details:
  • Decision confirmed seven properties as surplus (after required community engagement) for disposal via sale:
    • 79A Raglan Street, Daylesford
    • 26 Raglan Street, Creswick
    • 10 Camp Street, Clunes (“Camp Hill Site”)
    • 10 Semmens Avenue, Creswick
    • 313 Clunes Road, Creswick
    • 1 Armstrong Street, Daylesford
    • 2 Creswick Road, Clunes
  • Council authorised officers to commence disposal processes, including possible disposal of properties a–e as Affordable Housing.
  • For properties a–e, disposal is via an EOI process that is unrestricted but encourages affordable housing providers to submit.
  • For properties f and g (1 Armstrong Street, Daylesford and 2 Creswick Road, Clunes), sale is directly on the open market.
  • Proceeds (less disposal costs) to be invested in a financial reserve for grant co-contribution and support (as per Council’s Financial Vision).
  • Decision made on 25 November 2025 (Moved by Cr Don Henderson, Seconded by Cr Lesley Hewitt; Voted against: Nil, Abstained: Nil).
• Impact: Enables Council to release surplus assets while creating a structured pathway to support affordable housing outcomes and reinvest proceeds into future grant co-contribution capacity.
• Next steps:
  • Officers commence EOI/open-market sale processes.
  • Council will receive a further report after the EOI and sales processes to decide final sale outcomes.

Declared Rea Lands Reserve (42 Raglan St) not for sale; maintain as public park

• Context: Community feedback raised concerns about the long-term protection of “Rea Lands” as a valued public space, prompting Council to resolve it should not be disposed of.
• Details:
  • Council resolved that “Rea Lands Reserve” (42 Raglan St, Daylesford):
    • will not be considered for sale
    • will remain a public park
    • officers to install improved signage acknowledging the legacy of Betty Rea
    • officers to create a formalised arrangement to support community use, gardening and maintenance
    • officers are delegated to investigate and undertake further appropriate action to protect its status as a public park
  • This resolution was included in the property disposal decision at the 25 November 2025 meeting.
• Impact: Protects a key community asset and reduces the risk of losing a long-loved public place through future sale.
• Next steps:
  • Officers implement signage and community-use arrangements.
  • Officers investigate further protective actions and report/act as appropriate.

Resolved not to consolidate Clunes sport/recreation to a new greenfield site; progress Bull Milgate masterplan

• Context: Council considered the “Future Provision of Sport and Recreation in Clunes” project, including whether to relocate facilities to a new greenfield site versus focusing on masterplanning the existing reserve.
• Details:
  • Council resolved not to proceed with consolidation of sports and recreation provision to a new greenfield site within Clunes.
  • Council to finalise an achievable masterplan for the Clunes Recreation (Bull Milgate) Reserve.
  • Council to continue working with the Clunes Recreation Provision Feasibility Project Advisory Group.
  • Decision made on 25 November 2025 (Moved by Cr Lesley Hewitt, Seconded by Cr Shirley Cornish; Carried).
• Impact: Keeps investment focused on improving and planning the existing Bull Milgate precinct rather than pursuing a relocation option assessed as financially unviable, supporting more realistic community outcomes.
• Next steps:
  • Masterplan work is progressed for the Bull Milgate site.
  • Continued engagement with the Project Advisory Group and broader consultation as part of the project.

Approved $60,000 (up to 12 months) additional funding for Clunes masterplan work (2026/27 budget)

• Context: The Clunes masterplanning work required additional funding to complete an achievable masterplan, with delivery dependent on future budget allocation.
• Details:
  • Council noted further project funding of $60,000 and up to 12 months is required to undertake the masterplan work.
  • Funding to be referred for 2026/2027 budget consideration.
  • Decision made as part of the 25 November 2025 “Future Provision of Sport and Recreation in Clunes” item (Item 8.2).
• Impact: Provides a clear resourcing pathway to progress planning for Bull Milgate, helping convert prior feasibility work into an implementable masterplan.
• Next steps:
  • The $60,000 (up to 12 months) request is considered in the 2026/2027 budget process.
  • If approved, officers proceed with the additional masterplan work and associated consultation.

Community Impact

• Daylesford residents: Sale process begins for 79A Raglan Street (with potential for affordable housing), which may change local housing availability and neighbourhood character
• Creswick residents: Council will dispose of 26 Raglan Street, 10 Semmens Avenue, and 313 Clunes Road (with some sites potentially used for affordable housing), potentially affecting local housing supply and future development
• Clunes residents: Council will dispose of 10 Camp Street (“Camp Hill Site”) and 2 Creswick Road (both via sale/EOI options), which may lead to new private development or affordable housing outcomes
• Affordable housing seekers and community groups: Council will run an unrestricted Expression of Interest for selected surplus properties to encourage affordable housing providers to submit proposals
• Rea Lands Reserve (Daylesford) users: Rea Lands Reserve (42 Raglan St) is confirmed as not for sale and will remain a public park, with improved signage and a formalised arrangement to support community use, gardening and maintenance
• Clunes sport and recreation users: Council will not proceed with consolidating facilities to a new greenfield site; instead it will finalise an achievable masterplan for Bull Milgate Reserve and include schematic design for a Clunes Community Centre and Netball Pavilion (subject to 2026/27 funding consideration)

Other Notable Items

• Community concerns raised about Daylesford–Hepburn Springs rezoning investigations and community consultation.
• Clunes sport facilities discussion: relocation costs deemed financially unviable; flood resilience addressed.
• Rea Lands Reserve protection questioned; Council confirmed it won’t be considered for sale and will investigate further protections.
• Cooling spaces: Council will map existing cooling locations and expand heat respite via Open Access libraries.
• Future agenda/community items: Daylesford Cinema equipment grant and communications strategy to support project commencement.

Tech & Innovation Notes

• Live-streaming of the council meeting via Council’s YouTube channel (digital platform for public access)
• “Future Hepburn” webpage and online community survey used for community consultation (online engagement platform)
• “Participate Hepburn” project page and online community survey (online engagement platform)
• “Open Access” library program enabling unstaffed access during extended hours (digital-enabled service model)
• Mapping of cooling spaces and making the information available on the website (digital information service)

Key Decisions & Outcomes

• Elect Mayor Tony Clark for a one-year term (2025/2026).
• Elect Deputy Mayor Shirley Cornish for a one-year term (2025/2026).
• Appoint Councillors to external bodies, advisory committees, and asset committees for 2025/2026.
• Defer appointments to Council Advisory Committees until the committee review is completed.
• Appoint Audit and Risk Committee members: Brian Hood and Mayor (two positions).
• Appoint DEECA Committees of Management representative: Brian Hood.

Detailed Descriptions

Elect Mayor Tony Clark for a one-year term (2025/2026)

• Context: A statutory meeting of Hepburn Shire Council was held on Tuesday 18 November 2025, with the outgoing Mayor, Cr Don Henderson, addressing the meeting. Council was required to determine the term length for the Mayor before conducting the election.
• Details:
  • Council resolved that the Mayor would be elected for a one-year term (per Local Government Act 2020, s26(3)).
  • The Office of Mayor became vacant at 6:00pm on 18 November 2025.
  • Nominations:
    • Cr Shirley Cornish nominated Cr Tony Clark (seconded by Cr Pat Hockey); Cr Tony Clark accepted.
    • Cr Brian Hood nominated Cr Lesley Hewitt (seconded by Cr Don Henderson); Cr Lesley Hewitt accepted.
  • Election result (show of hands; absolute majority required):
    • Cr Tony Clark received 4 votes (for: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Pat Hockey).
    • Cr Tony Clark was elected Mayor for the 2025/2026 term.
• Impact: Establishes the civic leadership for the Shire for 2025/2026, including chairing Council meetings and serving as the principal spokesperson for Council.
• Next steps: Cr Tony Clark assumes the Mayor’s role immediately following the election at the 18 November 2025 statutory meeting, and proceeds with Mayor functions for the 2025/2026 term.

Elect Deputy Mayor Shirley Cornish for a one-year term (2025/2026)

• Context: Following the Mayor election, Council also needed to determine the Deputy Mayor term length and conduct the Deputy Mayor election. The Deputy Mayor role supports continuity of leadership and chairing arrangements if the Mayor is unavailable.
• Details:
  • Council resolved that the Deputy Mayor would be elected for a one-year term (per Local Government Act 2020, s27(2) applying s26(3)).
  • The Office of Deputy Mayor became vacant at 6:00pm on 18 November 2025.
  • Nominations:
    • Cr Tony Clark nominated Cr Shirley Cornish (seconded by Cr Don Henderson); Cr Shirley Cornish accepted.
    • Cr Tim Drylie nominated himself (seconded by Cr Brian Hood); Cr Tim Drylie accepted.
  • Election result (show of hands; absolute majority required):
    • Cr Shirley Cornish received 5 votes (for: Cr Tony Clark, Cr Shirley Cornish, Cr Don Henderson, Cr Lesley Hewitt, Cr Pat Hockey).
    • Cr Shirley Cornish was elected Deputy Mayor for the 2025/2026 term.
• Impact: Provides a formal succession/cover arrangement for chairing and Mayor duties, strengthening governance continuity for 2025/2026.
• Next steps: Cr Shirley Cornish assumes the Deputy Mayor role immediately after the election at the 18 November 2025 statutory meeting for the 2025/2026 term.

Appoint Councillors to external bodies, advisory committees, and asset committees for 2025/2026

• Context: After the Mayor and Deputy Mayor appointments, Council reviewed and confirmed Councillor representation for the year. Councillors are appointed for 12 months, with appointments reviewed each year at the statutory meeting.
• Details:
  • The appointment motion (carried) included the following Councillor representatives for 2025/2026:
  • External bodies:
    • Municipal Association of Victoria: Cr Tim Drylie (Substitute: Cr Shirley Cornish)
    • World Heritage Listing of the Victorian Goldfields Region: Cr Don Henderson
    • Greater Ballarat Alliance of Councils: Mayor (as per terms of reference)
    • Z-NET Community Roundtable: Cr Tim Drylie
    • Audit and Risk Committee (two positions): Cr Brian Hood and Mayor
  • Council Community Asset Committees:
    • Creswick Museum Community Asset Committee: Cr Pat Hockey
    • Dean Recreation Reserve and Tennis Courts Community Asset Committee: Cr Don Henderson
    • Drummond Hall Community Asset Committee: Cr Pat Hockey
    • Glenlyon Recreation Reserve Community Asset Committee: Cr Lesley Hewitt
    • Lee Medlyn Home of Bottles Community Asset Committee: Cr Pat Hockey
    • Lyonville Hall Community Asset Committee: Cr Brian Hood
  • DEECA Committees of Management (asset committees/management bodies):
    • Bullarto Public Hall Committee Incorporated: Cr Brian Hood
    • Campbelltown Recreation and Public Hall Reserve Committee of Management Incorporated: Cr Pat Hockey
    • Clunes Former Free Lending Library Committee Incorporated: Cr Pat Hockey
    • Clunes Neighbourhood House Incorporated (Alliance Street, Clunes): Cr Pat Hockey
    • Clydesdale Public Hall Reserve Committee Incorporated: Cr Lesley Hewitt
    • Cornish Hill Committee of Management Incorporated: Cr Lesley Hewitt
    • Daylesford Museum Reserve Committee of Management Incorporated: Cr Lesley Hewitt
    • Daylesford Trotting Track Reserve Committee Incorporated: Cr Lesley Hewitt
    • Franklinford Community Purposes Reserve: Cr Lesley Hewitt
    • Glenlyon Progress Association and Shire Hall: Cr Shirley Cornish
    • Hepburn Recreation Reserve Committee of Management Incorporated: Cr Lesley Hewitt
    • Leonards Hill Mechanics Institute and Free Library Committee of Management Incorporated: Cr Lesley Hewitt
    • Lingbogol Camp Area – Creswick: Cr Tony Clark
    • Newbury Public Hall and Recreation Reserve Committee Incorporated: Cr Brian Hood
    • Trentham and District Historical Society Incorporated (Trentham Police Camp Reserve): Cr Brian Hood
    • Trentham Public Purpose Reserves Committee of Management Incorporated: Cr Brian Hood
    • Trentham Quarry Street Reserve Committee Incorporated: Cr Brian Hood
    • Trentham Sports Ground Reserve Committee of Management Incorporated: Cr Brian Hood
    • Ullina Reserve and Recreation Park Management Committee: Cr Pat Hockey
    • Upper Loddon and Avoca Landcare Network Incorporated (Creswick Creek, Clunes): Cr Pat Hockey
    • Yandoit Mechanics Institute and Free Library Committee Incorporated: Cr Pat Hockey
    • Yandoit Public Park and Recreation Reserve Committee Incorporated: Cr Pat Hockey
• Impact: Ensures community and stakeholder representation across governance structures, supporting local engagement and informed decision-making for council-linked community assets and external governance forums during 2025/2026.
• Next steps: Councillors take up the appointed roles for 12 months following the 18 November 2025 statutory meeting, subject to the deferral noted for Council Advisory Committees (see next decision item).

Defer appointments to Council Advisory Committees until the committee review is completed

• Context: The Officer report and motion included a governance approach to ensure Council Advisory Committee appointments reflect the outcomes of a broader committee review process.
• Details:
  • Council noted that appointments to Council’s Advisory Committees would be deferred until the review of Committees has been completed.
  • This deferral applied specifically to Council Advisory Committees (not the external bodies and community asset committees already listed in the motion).
  • The minutes indicate Council Advisory Committees include groups such as:
    • Disability Advisory Committee
    • Gender Equity Advisory Committee
    • Heather Mutimer International Women’s Day Honour Roll Advisory Committee
    • LGBTIQA+ Advisory Committee
    • Mineral Springs Reserves Advisory Committee
    • Reconciliation Action Plan Advisory Committee (Mayor as per Terms of Reference)
    • Sustainable Hepburn Community Advisory Committee
• Impact: Prevents misalignment between current appointments and the revised committee structure/terms, improving governance effectiveness and clarity for community stakeholders.
• Next steps: Council will wait for the committee review to be completed, then make the deferred appointments at a subsequent point (following the review timeline).

Appoint Audit and Risk Committee members: Brian Hood and Mayor (two positions)

• Context: Council’s annual governance arrangements require appointment of Councillors to the Audit and Risk Committee. This committee supports oversight of financial management, risk, and internal controls.
• Details:
  • The Audit and Risk Committee requires two Councillor positions.
  • Council appointed:
    • Cr Brian Hood
    • Mayor (i.e., Cr Tony Clark, following his election)
  • These appointments were confirmed as part of the 18 November 2025 statutory meeting representation motion for 2025/2026.
• Impact: Strengthens independent oversight and risk governance for the Shire, supporting community confidence in Council’s financial and operational management.
• Next steps: The appointed members will commence their Audit and Risk Committee roles for the 2025/2026 period following the statutory meeting decision.

Appoint DEECA Committees of Management representative: Brian Hood

• Context: Council appoints a representative for DEECA Committees of Management as part of its community asset governance arrangements. The officer report indicates the DEECA Committees of Management appointment is any Councillor, with Council confirming representation annually.
• Details:
  • Council appointed Cr Brian Hood as the DEECA Committees of Management representative.
  • This appointment was confirmed in the statutory meeting representation motion on Tuesday 18 November 2025 for the 2025/2026 period.
• Impact: Provides a consistent Councillor link to DEECA-managed community facilities and supports coordinated governance and community engagement.
• Next steps: Cr Brian Hood will act as the DEECA Committees of Management representative through 2025/2026, alongside the broader list of DEECA committee appointments assigned to Councillors in the same motion.

Community Impact

• Residents (Hepburn Shire): New Mayor leadership for the 2025/2026 term (Cr Tony Clark) shaping council priorities and community engagement for the year
• Residents (Hepburn Shire): New Deputy Mayor for the 2025/2026 term (Cr Shirley Cornish) providing continuity for chairing meetings and stepping in if the Mayor is unavailable
• Residents (Hepburn Shire): Councillor representation on advisory committees and external bodies for the next 12 months, affecting how local community views are brought into council decision-making
• Community groups (Daylesford, Creswick, Clunes, Trentham, Glenlyon, etc.): Councillors appointed to community asset committees/committees of management (e.g., museums, halls, recreation reserves) influencing oversight and advocacy for local facilities
• Local stakeholders (DEEA/DEECA and public halls & reserves): Appointments to DEECA committees of management and DEECA-related governance affecting how those facilities are managed and consulted on
• Residents (whole shire): Ongoing representation on issue-focused advisory committees (Disability, Gender Equity, LGBTIQA+, Reconciliation Action Plan, Sustainable Hepburn) influencing council input on inclusion, reconciliation, and sustainability initiatives

Other Notable Items

• Council elected Mayor for a one-year term (outgoing Mayor Cr Don Henderson addressed meeting).
• Council elected Deputy Mayor for a one-year term (Cr Shirley Cornish elected).
• Councillor representation appointments: advisory committees deferred pending committee review completion.
• Appointed councillors to numerous community asset committees and DEECA committees of management.
• Future statutory meeting agenda included annual review of councillor committee/board representation.

Tech & Innovation Notes

• Live stream of the meeting via Council’s YouTube channel (digital/online platform).
• Officer roles include “Manager Technology and Transformation” and “Director Performance and Transformation” (technology/digital transformation capability mentioned).

Key Decisions & Outcomes

• Adopt Road Management Plan 2025–2029 and authorise register updates
• Receive Audit and Risk Committee draft minutes and note its recommendations
• Adopt 2026 Council meeting schedule and confirm statutory meeting date
• Receive October 2025 CEO report and defer “cooler places” report to November
• Continue public access via YouTube/live streaming and publish meeting schedule online
• Close meeting to public for CEO employment and remuneration committee item 1.1

Detailed Descriptions

Adopt Road Management Plan 2025–2029 and authorise register updates

• Context: Council must periodically review and adopt a Road Management Plan under the Road Management Act 2004. The updated plan was publicly exhibited following a four-year review aligned to Council elections.
• Details:
  • Meeting date: Tuesday 28 October 2025
  • Adoption: Council adopted the Road Management Plan 2025–2029 (in accordance with Section 53 of the Road Management Act 2004).
  • Public exhibition: The draft plan was exhibited for 28 days between Friday 22 August and Friday 19 September 2025, with 13 submissions received.
  • Website/public notice: Council requested a copy be placed on Council’s website and that notifications be provided to meet regulatory requirements.
  • Register authorisation: Council authorised the Director of Infrastructure and Delivery to make periodic changes to the:
    • Register of Public Roads, and
    • Register of Public Paths,
    • to reflect changes such as gifted assets, upgrades, and correction of errors.
  • Key register/road hierarchy changes referenced in the report:
    • Cassels Lane (Creswick): Unmaintained → Maintained Track
    • Looby Lane (Newlyn North): Unmaintained → Unsealed Level 2
    • Hodge Street (Daylesford, west of Vincent St Nth): Added as a Local Access 2
• Impact: Strengthens Council’s compliance and governance for road/footpath maintenance, improves transparency about inspection and minimum standards, and supports safer local road management for residents and visitors.
• Next steps:
  • Publish the adopted Road Management Plan 2025–2029 on Council’s website and provide required statutory notifications.
  • Director of Infrastructure and Delivery to update the Public Road and Public Path registers periodically as permitted (e.g., status changes and corrections).

Receive Audit and Risk Committee draft minutes and note its recommendations

• Context: Council receives quarterly advice from the Audit and Risk Committee (ARC), which operates as an advisory body under the Local Government Act 2020. The committee’s meetings are closed to the public.
• Details:
  • Meeting date: Tuesday 28 October 2025
  • ARC meeting: 2 September 2025
  • Council action:
    • Received the draft minutes of the Audit and Risk Committee meeting held on 2 September 2025.
    • Noted the recommendations moved at that ARC meeting (provided in Attachment 2).
  • ARC composition noted in the report:
    • Chair: Mr Shane Marr
    • Members: Mr James Kelly, Ms Philippa Murphy, Ms Rebecca McKenzie
• Impact: Supports accountable financial management and risk governance by ensuring Council is informed of ARC oversight findings and recommendations.
• Next steps:
  • ARC recommendations remain noted for Council’s consideration in subsequent decision-making (and Council would need a resolution if it wished to reject any ARC recommendations presented for Council consideration).

Adopt 2026 Council meeting schedule and confirm statutory meeting date

• Context: Council annually sets the following year’s Ordinary Meeting dates and provides public notice. A separate Statutory Meeting is required to elect the Mayor and Deputy Mayor.
• Details:
  • Meeting date: Tuesday 28 October 2025
  • Ordinary Meetings of Council in 2026 (all at 6:00pm):
    • Tue 24 February 2026
    • Tue 24 March 2026
    • Tue 28 April 2026
    • Tue 26 May 2026
    • Tue 23 June 2026
    • Tue 28 July 2026
    • Tue 25 August 2026
    • Tue 22 September 2026
    • Tue 27 October 2026
    • Tue 24 November 2026
    • Tue 15 December 2026
  • Statutory Meeting confirmed:
    • Tuesday 10 November 2026 at 6:00pm
  • Location and access:
    • All Ordinary Meetings: Council Chamber, 24 Vincent Street, Daylesford
    • Proceedings: live streamed to the public
    • Meetings to be advertised and placed on Council’s website
• Impact: Provides certainty for residents, community groups, and stakeholders to plan submissions and attendance, and improves transparency through published meeting dates.
• Next steps:
  • Publish the 2026 meeting timetable online (as required by Council’s Governance Rules/Election Period Policy).
  • Continue live streaming of meetings and public advertising.

Receive October 2025 CEO report and defer “cooler places” report to November

• Context: The CEO provides a monthly report to Council covering current issues, initiatives, and projects. A previously directed report on extreme-weather respite (“cooler places”) was due by October but was deferred.
• Details:
  • Meeting date: Tuesday 28 October 2025
  • Council action:
    • Received and noted the Chief Executive Officer’s Report for October 2025.
    • Deferred the “cooler places” report to the November Council Meeting.
  • “Cooler places” direction referenced:
    • Origin: 25 February 2025 Ordinary Council Meeting
    • Council resolution required the report to be tabled no later than the October 2025 Council Meeting.
    • At this meeting, Council noted it would now be presented in November instead of October.
• Impact: Maintains oversight of the “cooler places” initiative while allowing time to prepare the report for Council consideration at the next meeting.
• Next steps:
  • Present the “cooler places” report at the November 2025 Council Meeting (date to be confirmed by the 2025 schedule).

Continue public access via YouTube/live streaming and publish meeting schedule online

• Context: Council meetings are required to provide reasonable notice to the public and enable public access. The minutes confirm continued streaming and online publication practices.
• Details:
  • Meeting date: Tuesday 28 October 2025
  • Meeting schedule decision (2026):
    • Council noted that all Ordinary Meetings will be held at 24 Vincent Street, Daylesford and that proceedings will be live streamed to the public.
    • Meetings will be advertised and placed on Council’s website.
  • Public access method referenced in the minutes:
    • A live stream of the meeting can be viewed via Council’s YouTube channel (stated on the meeting agenda/minutes header).
• Impact: Improves transparency and accessibility for community members who cannot attend in person, and helps residents plan engagement by having dates available online.
• Next steps:
  • Publish the 2026 meeting dates on Council’s website.
  • Continue live streaming of Council proceedings via YouTube for future meetings.

Close meeting to public for CEO employment and remuneration committee item 1.1

• Context: Under the Local Government Act 2020, Council must keep meetings open to the public unless a specific lawful ground applies. This item involved confidential personal employment information.
• Details:
  • Meeting date: Tuesday 28 October 2025
  • Timeframes:
    • Meeting closed to public: 7:02pm
    • Confidential meeting opened: 7:04pm
    • Meeting closed (overall): 7:28pm
  • Statutory basis:
    • Local Government Act 2020, Section 66(1) and 66(2)(a)
  • Confidential item:
    • 10.1 / Item 1.1: CEO EMPLOYMENT AND REMUNERATION COMMITTEE
  • Ground for closure:
    • Personal information—release would result in unreasonable disclosure of information about any person or their personal affairs.
• Impact: Protects the privacy of the CEO’s employment and remuneration information while allowing Council to consider the matter lawfully in confidence.
• Next steps:
  • Item 1.1 remains confidential and is not reopened to the public.
  • Council continues with the confidential deliberations and records as required.

Community Impact

• Residents (road users across Hepburn Shire): Adoption of the Road Management Plan 2025–2029 sets Council’s inspection, repair processes, and minimum maintenance standards for local roads and footpaths for the next four years
• Creswick residents (road access and maintenance): Oswin Drive will be added to the Register of Public Roads as a “Maintained Track” (Unsealed Level 2), changing how Council categorises and maintains access for occupied properties
• Daylesford residents (pedestrian safety planning): Requests for a new Raglan Street footpath (Vincent Street to Ajax Road) will be considered through the Integrated Transport Strategy and long-term capital works planning, potentially leading to future footpath delivery
• Yandoit residents (road service levels): Coach Track (Yandoit) will have the first length classified as “Unsealed Level 2” while the remainder remains “Not maintained by Council,” affecting ongoing access and maintenance expectations
• Drury Lane residents (road register status and service expectations): Drury Lane sections will be updated to “Maintained Track” with limited access/works, and road register data will be reviewed for accuracy—affecting what residents can expect from maintenance
• Community members (council engagement and transparency): Council’s 2026 meeting schedule is set (all meetings at 6:00pm in Daylesford, livestreamed), providing predictable opportunities for public participation and viewing of proceedings

Other Notable Items

• Community raised concerns about weed spraying on Old Ballarat Road, Daylesford.
• Residents questioned CEO contract renewal timing and public communication approach.
• Facebook livestream recording loss led to YouTube reuploads; Council outlined new preservation steps.
• Debate over “meticulous consultation” for Daylesford Structure Plan changes and late proposals.
• CEO update highlighted Emergency Services Expo and Positive Ageing Expo, plus new weekly “Councillor Column.”

Tech & Innovation Notes

• Live streaming of council meetings via YouTube and promotion/updates via Council’s website and Facebook page.
• Council’s “document management system” used to store downloaded meeting recordings.
• Council Technology and Transformation staff referenced (Manager Technology and Transformation; “Director Performance and Transformation”).
• Road Management Plan adoption includes maintaining/updating registers (Register of Public Roads and Register of Public Paths) and publishing the plan/notifications on Council’s website.
• Open Access Libraries initiative (access to library spaces/services during non-staffed hours; access for inducted members from 8am–8pm).

Key Decisions & Outcomes

• Confirmed minutes of the 26 August 2025 Ordinary Meeting.
• Extended public participation time by 15 minutes.
• Varied Glenlyon Pavilion project scope to renovate/renew existing pavilion.
• Carried forward $600,000 for Djuwang Baring traffic works and trial shuttle pick-up.
• Approved two-year Signature Event MOUs and funding for four events.
• Adopted in-principle 2024/25 Annual Financial Statements and Performance Statement.

Detailed Descriptions

Confirmed Minutes of the 26 August 2025 Ordinary Meeting

• Context: Council considered confirmation of the minutes from its previous Ordinary Meeting to ensure the record of decisions and proceedings is formally adopted.
• Details:
  • Date of minutes to be confirmed: 26 August 2025
  • Meeting where confirmed: 23 September 2025 Ordinary Meeting of Council
  • Motion: “That the Minutes of the Ordinary Meeting of Council held on 26 August 2025 (as previously circulated to Councillors) be confirmed.”
  • Moved/Seconded: Cr Pat Hockey / Cr Shirley Cornish
  • Result: Carried unanimously (Voted for: all Councillors present; voted against: Nil; abstained: Nil)
• Impact: Provides an official and reliable governance record for subsequent decision-making, reporting, and public transparency.
• Next steps: The confirmed minutes remain the authoritative record and are used for follow-up actions arising from that meeting.

Extended Public Participation Time by 15 Minutes

• Context: During the public participation segment of the Ordinary Meeting, Council considered extending time to allow additional community input.
• Details:
  • Meeting date: 23 September 2025
  • Motion: “That Council approve an extension of public participation time of 15 minutes.”
  • Moved/Seconded: Cr Pat Hockey / Cr Tony Clark
  • Result: Carried (Voted against: Nil; abstained: Nil)
• Impact: Allows more residents to raise concerns, ask questions, and provide feedback—strengthening community engagement and responsiveness.
• Next steps: The extended time is applied immediately within the meeting’s public participation agenda for that session.

Varied Glenlyon Pavilion Project Scope to Renovate/Renew the Existing Pavilion

• Context: Council reviewed recommendations from a Project Advisory Group following investigations into community facility options at Glenlyon Recreation Reserve.
• Details:
  • Meeting date: 23 September 2025
  • Project: Glenlyon Recreation Reserve Pavilion Redevelopment Project
  • Council decision:
    • Varied scope from constructing a new pavilion to renovation and renewal of the existing pavilion
  • Advisory group process:
    • Project Advisory Group formed and met four times (across April–June 2025)
    • PAG recommendation: unanimous preference for renovation over new construction
  • Indicative project cost (renovation scope): ~$1.3M (excl. GST); total end project cost shown as $1,296,116
  • Motion also included:
    • Investigate varying the Federal Government funding agreement to permit use for the revised scope
    • Develop a funding strategy for design and delivery of the varied scope
  • Result: Carried (Voted for: all except Cr Brian Hood; against: Cr Brian Hood)
• Impact: Preserves an existing community asset while improving accessibility and facilities; reduces disruption associated with relocating or building a new pavilion.
• Next steps:
  • Officers to investigate federal funding scope variation and develop a funding strategy
  • Further design and delivery planning following the scope change (including required building permits)

Carried Forward $600,000 for Djuwang Baring Traffic Works and Trial Shuttle Pick-Up

• Context: After the successful opening of the Djuwang Baring trails network (second stage opened November 2024), Council received community concerns about traffic, dust, parking pressure, and pedestrian safety in nearby residential areas.
• Details:
  • Meeting date: 23 September 2025
  • Item: Djuwang Baring Precinct Traffic Management Plan
  • Council resolution:
    • Carry forward $600,000 from the 2024/2025 construction project underspend into 2025/2026
  • Works funded from the carry-forward included:
    • Sealing of St Georges Lake Road
    • Realignment of the intersection at St Georges Lake Road and Lees Street
    • Installation of speed humps and associated infrastructure along St Georges Lake Road
    • Review of the posted speed limit of St Georges Lake Road
    • Implementation of relevant signage in accordance with the plan
    • Hammon Park pick-up area on a trial basis to support professional shuttling operations
    • Completion of the Melbourne Road crossing and pedestrian bridge (as part of the agreed Djuwang Baring Project scope)
  • Additional actions:
    • Officers to pursue a grant application to the Safer Local Roads and Infrastructure Program
    • Temporary traffic management treatments to be removed as outcomes are delivered
• Impact: Improves road safety and amenity for residents while supporting managed visitor access to the trail precinct.
• Next steps:
  • Officers to progress detailed design/procurement and pursue grant funding
  • Implement staged works and trial pick-up operations, with temporary measures removed once permanent outcomes are delivered

Approved Two-Year Signature Event MOUs and Funding for Four Events

• Context: Multiple events sought renewal of Council’s Signature/Iconic event support as existing MOUs were due to expire in 2025.
• Details:
  • Meeting date: 23 September 2025
  • Council entered into two-year MOUs with four events:
    • ChillOut Festival (Signature/Iconic)
      • $20,000 financial support per year
      • $10,000 operational support per year
    • Clunes Booktown (Signature/Iconic)
      • $16,000 financial support per year
      • $7,500 operational support per year
    • The Great Trentham Spudfest (Signature/Iconic)
      • $16,000 financial support per year
      • $7,500 operational support per year
    • CresFest (Regional Events category)
      • $5,000 financial support per year
      • $5,000 operational support per year
  • Total events funded under the decision: 4
  • Additional direction:
    • CEO to review Signature Event funding criteria and report to Council by September 2026, including economic sustainability integration
  • Conflict of interest noted:
    • Cr Tim Drylie left the meeting for item 7.3 due to a conflict of interest
• Impact: Strengthens the region’s event economy and community identity by providing continuity of support for major local festivals.
• Next steps:
  • Officers to liaise with organisers and implement MOU requirements (including post-event reporting and KPI evidence)
  • CEO review of funding criteria to be delivered by September 2026

Adopted in-principle 2024/25 Annual Financial Statements and Performance Statement

• Context: Council considered the draft audited financial reporting for the year ended 30 June 2025, following external audit progress and Audit & Risk Committee recommendations.
• Details:
  • Meeting date: 23 September 2025
  • Financial reporting year: year ended 30 June 2025
  • Council decision (in-principle adoption):
    • Adopted “in-principle” the Annual Financial Statements and Performance Statement
    • Noted minor changes may occur following auditor recommendations; material changes would be reported to Councillors
  • Audit process:
    • External auditor: Crowe Australia
    • Audit period: 11 August – 22 August 2025
    • Audit clearance: statements had material audit clearance and were at a stage expecting only minimal changes
  • Auditor reports:
    • Final statements to be incorporated into Council’s Annual Report after certification and receipt of independent auditor reports from VAGO
• Impact: Enables Council to progress statutory financial reporting while maintaining transparency and ensuring community-facing accountability for performance and finances.
• Next steps:
  • Final certification and VAGO independent auditor reports to be received
  • Final statements to be included in the Annual Report, communicated to the community and stakeholders once adopted

Community Impact

• Trentham residents: Investigation into installing pedestrian crossings on High St near Cosmo Road and Market Street and implementing a consistent 40km/h speed limit across central Trentham
• Creswick/Creswick trail precinct residents (incl. St Georges Lake Rd & Eastern Hill): Road safety and amenity works including sealing St Georges Lake Road, realigning the St Georges Lake Rd/Lees St intersection, installing speed humps, reviewing the posted speed limit, and adding precinct signage
• Hammon Park area residents and road users: Trial implementation of a Hammon Park pick-up area to support professional shuttling operations (with temporary traffic treatments to be removed once outcomes are delivered)
• Local pedestrians and families: Completion of the Melbourne Road crossing and pedestrian bridge as part of the Djuwang Baring project scope, improving safe access to the trail precinct
• Glenlyon Recreation Reserve users and nearby residents: Pavilion redevelopment scope changed to renovation and renewal of the existing pavilion (including accessible toilet/shower upgrades, asbestos removal, and flood-resilient design measures) rather than building a new pavilion
• Daylesford/Clunes/Trentham/Creswick event-goers and local businesses: Two-year Signature/Regional event funding via MOUs (ChillOut Festival, Clunes Booktown, Great Trentham Spudfest, CresFest), supporting visitor numbers and local economic activity during major festivals

Other Notable Items

• Petition received: 219 signatures for pedestrian crossings and 40km/h speed limit in Trentham.
• Community concerns raised about traffic, dust, parking, and pedestrian safety after Djuwang Baring trail opening.
• Glenlyon pavilion project scope shifted to renovation/renewal; $1.3M estimated total project cost.
• Signature events funding: two-year MOUs proposed for ChillOut, Clunes Booktown, Spudfest, and CresFest.
• Future agenda direction: review of Signature Event funding criteria due by September 2026.

Tech & Innovation Notes

• Live stream of council meeting via Council’s YouTube channel (digital platform for public access)
• Officer role referenced: “Manager Technology and Transformation” (technology/digital transformation capability)
• Online community engagement platform: “Participate Hepburn” (used for submissions via an online survey platform)
• Event tech/data use: Great Trentham Spudfest used an “ITESA Radar” temporary people counter (event analytics/measurement technology)

Key Decisions & Outcomes

• Endorsed abridged submission and lodged WRL EES submission by 8 September 2025
• Awarded Procurement Australia Contract 2703-0110 for bulk fuels and fuel cards
• Awarded tender HEPBU.RFT2025.OP05 to Ballarat Isuzu for road maintenance unit
• Adopted Policy 84(C) Councillor Gifts, Benefits and Hospitality Policy with administrative updates
• Received and noted Records of Councillor Attendance as required by Governance Rules
• Closed meeting to public to consider confidential CEO KPI update

Detailed Descriptions

Endorsed abridged submission and lodged WRL EES submission by 8 September 2025

• Context: Council is preparing for the Western Renewables Link (WRL) Environmental Effects Statement (EES) process, which is assessing environmental, social and economic impacts of the proposed project through Hepburn Shire.
• Details:
  • At the 26 August 2025 Ordinary Meeting, Council endorsed the attached abridged version of Council’s WRL EES submission.
  • Officers were finalising the comprehensive submission and it was to be lodged with the Department of Transport and Planning by 8 September 2025 (extension granted to 8 September 2025).
  • The WRL project is a proposed 190 kilometre overhead, high-voltage transmission line (towers up to 80 metres) with part of its route running through western Hepburn Shire.
  • Council also resolved it would have legal representation at the upcoming hearing (hearing to commence 27 October 2025).
• Impact: Strengthens Council’s formal position and evidence base in the statutory EES process, supporting community concerns about impacts on farming, landscapes, biodiversity, bushfire management and amenity.
• Next steps:
  • Officers to complete and lodge the comprehensive WRL EES submission by 8 September 2025.
  • Abridged submission used as the basis for the final lodged document; submission distributed to Councillors and published on Council’s website.
  • Prepare for the 27 October 2025 hearing with legal representation and subject matter experts.

Awarded Procurement Australia Contract 2703-0110 for bulk fuels and fuel cards

• Context: Council’s existing Procurement Australia (PA) contract for bulk fuel supply had expired, requiring a new arrangement to ensure uninterrupted diesel supply for operational fleet and plant.
• Details:
  • Council entered into Procurement Australia Contract 2703-0110 for Bulk Fuel & Fuel Cards.
  • Contract term: two (2) years, with two (2) optional one (1) year extensions at Council’s sole discretion.
  • Council authorised officers to extend the contract if delivery standards are met and value for money is demonstrated.
  • CEO authorised to sign and seal contract documents on behalf of Council.
  • Estimated bulk fuel spend for 2025/2026: $350,000–$400,000 (within current budget allocation).
  • Diesel supply targeted for Council’s Daylesford and Creswick depot sites; the new PA contract includes other fuel types and fleet cards, but Council intended to purchase diesel via this contract.
• Impact: Improves continuity and cost control of diesel supply for core services (including road/roadside maintenance, emergency response and open space maintenance), supporting reliable delivery of community services.
• Next steps:
  • Contract documentation to be signed/sealed by the CEO.
  • Ongoing contract management and performance reviews to support safe, reliable supply.
  • Officers to consider and exercise extension options only if standards and value-for-money requirements are met.

Awarded tender HEPBU.RFT2025.OP05 to Ballarat Isuzu for road maintenance unit

• Context: Council’s 2025/2026 Plant Replacement Program includes replacing the Works team’s existing sealed road maintenance unit (operated since 2012 Jetmaster).
• Details:
  • Council awarded HEPBUR.RFT2025.OP05 (tender for supply and delivery of one road maintenance unit) to Ballarat Isuzu.
  • Awarded price: $613,117.55 (excluding GST) fixed lump sum.
  • Council delegated authority for the CEO to sign the contract documents.
  • Council resolved not to accept the trade offer submitted for the existing unit and instead to auction the existing unit to maximise potential income.
  • Budget context: Plant Replacement Program allocation of $600,000 (excluding GST) for the purchase; minor shortfall expected to be managed within the overall program.
  • Tender process: Request for Tender released in July 2025; three submissions received and assessed.
• Impact: Supports safer, more efficient sealed road maintenance across the municipality (sealed road network referenced as 600km+), improving service continuity for road users.
• Next steps:
  • Successful tenderer to supply and deliver the new unit.
  • Transition activities: delivery coordination, training and inductions with Council’s Works team.
  • Auction of the existing unit after delivery of the replacement.

Adopted Policy 84(C) Councillor Gifts, Benefits and Hospitality Policy with administrative updates

• Context: The Local Government Act 2020 requires Councils to adopt a Councillor gift policy and maintain appropriate governance arrangements for transparency and conflict avoidance.
• Details:
  • Council adopted Policy 84(C) – Councillor Gifts, Benefits and Hospitality Policy at the 26 August 2025 meeting.
  • Council also approved officers to make administrative changes to the policy as required.
  • Policy review background: policy last adopted April 2021 and was due for review in 2025.
  • Legislative basis: Local Government Act 2020, section 138, requires a Councillor gift policy including procedures for maintaining a gift register.
  • Updates included:
    • Additional requirements when accepting and refusing offers.
    • Minor amendments to legislative and policy referencing, aligned with Victorian Public Sector Commission (Minimum Accountabilities) Policy Guidelines 2024.
• Impact: Strengthens integrity and public trust by improving clear rules for Councillors regarding gifts, benefits and hospitality, and supports transparent public disclosure via the gift register.
• Next steps:
  • Officers implement any approved administrative updates.
  • Gift register to continue being uploaded to Council’s website to maintain public transparency.

Received and noted Records of Councillor Attendance as required by Governance Rules

• Context: Council’s Governance Rules require that summaries of certain Councillor briefing/committee discussions (not Council meetings or delegated/community asset committee meetings) are tabled and recorded in minutes.
• Details:
  • Council received and noted the Records of Councillor Attendance at the 26 August 2025 Ordinary Meeting.
  • Governance requirement referenced: Governance Rules, chapter 6 section 102.1.
  • Records tabled included the following dates and meeting types (as listed in the agenda attachments):
    • 5 May 2025 – Councillor Briefing (Council Chamber)
    • 10 June 2025 – Councillor Briefing (Council Chamber)
    • 7 July 2025 – Councillor Briefing (Council Chamber)
    • 14 July 2025 – Councillor Briefing (Council Chamber)
    • 27 May 2025 – Pre-Council Meeting Briefing (Council Chamber)
    • 24 June 2025 – Pre-Council Meeting Briefing (Council Chamber)
    • 29 July 2025 – Pre-Council Meeting Briefing (Council Chamber)
    • 7 May 2025 – Reconciliation Advisory Committee (Clydesdale Hall, Clydesdale)
    • 23 June 2025 – Mineral Springs Reserves Advisory Committee (Large Meeting Room, 24 Vincent Street, Daylesford)
• Impact: Improves transparency of Councillor engagement and supports compliance with governance requirements, allowing the community to see what matters were discussed in relevant non-Council meeting settings.
• Next steps:
  • Records remain available through the Council agenda/minutes process for public visibility.
  • Continue to prepare and table future attendance records in accordance with the Governance Rules.

Closed meeting to public to consider confidential CEO KPI update

• Context: Council needed to consider a confidential matter relating to the Chief Executive Officer’s performance/contractual information.
• Details:
  • At the 26 August 2025 meeting, Council closed the meeting to members of the public to consider:
    • 1.1 CEO EMPLOYMENT AND REMUNERATION COMMITTEE – CEO KPI UPDATE
  • Legislative basis: Local Government Act 2020, sections 66(1) and 66(2)(a) (confidential information; personal information that would result in unreasonable disclosure about a person’s personal affairs).
  • Timing:
    • Meeting closed to the public at 7:07pm.
    • Confidential meeting opened at 7:08pm.
    • The meeting did not reopen to the public.
• Impact: Protects privacy and complies with legal confidentiality obligations while Council considers CEO performance information.
• Next steps:
  • Confidential deliberations continue within the closed session.
  • Item remains confidential; no public disclosure of the KPI update content as recorded in the minutes.

Community Impact

• Western Renewables Link (WRL) / farming & rural communities: Council endorsed and will lodge a robust EES submission opposing the project’s route and above-ground configuration, with legal representation and expert evidence at the 27 Oct 2025 hearing (potentially affecting land use, amenity, and future project outcomes)
• Residents along the WRL corridor (e.g., Clunes, Creswick, Newlyn areas): Possible impacts from the proposed 190km overhead transmission line (including visual amenity, biodiversity, cultural heritage, bushfire management concerns, and tourism impacts) remain a live issue through the EES process and hearing
• Road users across the shire: Council approved purchase of a road maintenance unit (Jetmaster) for sealed road maintenance, supporting safer and more efficient pothole/edge repairs and potentially reducing the need for extensive traffic control during works
• Council service continuity (Daylesford & Creswick depots): Council awarded a new bulk fuels & fuel cards contract for diesel supply to support ongoing operations (road/roadside maintenance, emergency response, open space maintenance), helping maintain uninterrupted council services
• Governance & public trust: Council adopted updated Policy 84(C) Councillor Gifts, Benefits and Hospitality, including public gift register transparency, which may affect how councillors disclose/handle offers and reduce perceived conflicts of interest
• Community engagement & transparency processes: Council’s WRL EES timeline and submission lodging by 8 Sept 2025 (plus ongoing workshops/information sessions already held) provides additional opportunities for residents to participate in shaping the council’s position during the statutory assessment period

Other Notable Items

• Community concerns highlighted about Western Renewables Link overhead route, biodiversity, and landscape impacts.
• EES submission process update: comprehensive submission due 8 September 2025; legal representation and expert witnesses planned.
• Three community workshops held for Western Renewables Link to help residents navigate EES documentation and submissions.
• Daylesford water security project progress: 17km pipeline complete; next stage treatment-plant upgrades for 300M+ litres.
• TEDxDaylesford Youth partnership launched; CEO report notes inaugural talks and ongoing youth involvement.

Tech & Innovation Notes

• Live-streaming of the council meeting via Council’s YouTube channel (online platform for public access)
• “Manager Technology and Transformation” role referenced (technology/digital transformation function within council)
• Online publication of documents: Council’s EES submission to be made available on Council’s website
• Public transparency via online “gift register” uploaded to Council’s website (digital publication of governance information)
• TEDxDaylesford Youth talks “viewed online” via TEDx platform (online digital content distribution)
• Procurement involving “fuel cards” (fleet management/transactional system component)

Key Decisions & Outcomes

• Declare Table 1 and Table 2 properties surplus and commence disposal process
• Prioritise Table 1 properties for affordable housing via Expression of Interest
• Invest net sale proceeds into a grant co-contribution and support financial reserve
• Endorse continued food and garden organics service with targeted education and compost expansion
• Do not progress partial closure of Bath Street, Trentham; consider options with Trent Creek Reserve budget
• Adopt Policy 64(C) Complaints Policy and allow administrative updates as required

Detailed Descriptions

Declare Table 1 and Table 2 properties surplus and commence disposal process

• Context: Council considered officer advice following a review of Council-owned land to identify properties suitable for disposal, including sites that may support affordable housing outcomes.
• Details:
  • Date: Tuesday 29 July 2025 (Ordinary Meeting of Council).
  • Decision: Council resolved that the properties in Table 1 and Table 2 are considered surplus to Council’s needs and will be proposed for disposal.
  • Authorisation: Council authorised officers to commence the process to potentially dispose of the properties in Table 1 and Table 2.
  • Method: The process is to be undertaken in accordance with Council’s Disposal and Acquisition of Land Policy (Council Policy No. 93(C)) and includes a period of Community Engagement with a further report later in 2025.
  • Affordable housing pathway: Disposal of Table 1 is to include the possibility of disposal as Affordable Housing as a priority.
  • Table 1 sites identified in the report:
    • 79A Raglan Street, Daylesford
    • 26 Raglan Street, Creswick
    • 10 Camp Street, Clunes (“Camp Hill Site”)
  • Table 2 sites identified in the report:
    • 1 Armstrong Street, Daylesford
    • 10 Semmens Avenue, Creswick
    • 313 Clunes Road, Creswick
    • 2 Creswick Road, Clunes
• Impact: Enables Council to progress statutory and policy-compliant steps to unlock underutilised assets for community benefit, including potential affordable housing supply.
• Next steps:
  • Undertake community engagement for the proposed surplus/disposal approach.
  • Bring a further report to Council later in 2025 to consider outcomes and confirm disposal actions.

Prioritise Table 1 properties for affordable housing via Expression of Interest

• Context: Council assessed the shortlist of surplus land for affordable housing suitability, including township location, zoning, overlays, and land size considerations.
• Details:
  • Date: Tuesday 29 July 2025.
  • Decision: Council confirmed that, if a further decision is made to dispose the nominated properties:
    • Table 1 properties will be dealt with via an Expression of Interest (EOI) process for Affordable Housing.
    • Table 2 properties (by contrast) would be sold on the open market.
  • Table 1 properties covered by the EOI affordable housing pathway:
    • 79A Raglan Street, Daylesford (noted as the best opportunity)
    • 26 Raglan Street, Creswick
    • 10 Camp Street, Clunes (“Camp Hill Site”)
  • Engagement and timing: The EOI approach is part of the disposal pathway that follows community engagement and a later Council decision in 2025.
• Impact: Increases the likelihood that Council land with affordable housing potential is directed to housing outcomes rather than purely commercial sale.
• Next steps:
  • Complete community engagement and return to Council later in 2025 for confirmation.
  • If confirmed, run an EOI process for Table 1 affordable housing.

Invest net sale proceeds into a grant co-contribution and support financial reserve

• Context: Council considered how any proceeds from potential land sales should be reinvested to support broader community and funding opportunities, particularly grant co-contribution requirements.
• Details:
  • Date: Tuesday 29 July 2025.
  • Decision: Council confirmed that, in the event of a further decision to dispose the nominated properties:
    • The proceeds of potential sales, less the costs of disposal, will be invested in:
      • the establishment of a grant co-contribution, and
      • a support financial reserve.
  • Purpose: Designed to assist Council meeting co-contribution requirements for external funding opportunities, including grants and partnership programs.
  • Governance direction: Council directed the Chief Executive Officer to develop guidelines for administration of the grant co-contribution and reserve, including:
    • eligibility criteria and assessment methodology,
    • categories of support (including grants),
    • application and approval processes,
    • funding limits and budget implications,
    • risk assessment and sustainability,
    • Council’s final decision-making based on recommendations presented and the adopted framework.
• Impact: Strengthens Council’s capacity to leverage external funding by improving access to co-contribution funds and building financial resilience.
• Next steps:
  • CEO develops the administration guidelines (as directed).
  • Council to consider allocation decisions later, under the adopted framework (timing to follow guideline development and future Council reports).

Endorse continued food and garden organics service with targeted education and compost expansion

• Context: Council reviewed the first 12 months of the food and garden organics (FOGO) kerbside collection service, including performance metrics and community feedback.
• Details:
  • Date: Tuesday 29 July 2025.
  • Decision: Council endorsed the continued implementation and refinement of the organics service, including:
    • Ongoing targeted education and engagement to help residents maximise correct use of the service and manage landfill capacity effectively.
    • Exploring expanded use of compost across Council operations, with a dual focus on:
      • enhancing Council-managed open spaces, and
      • giving back to the community.
  • 12-month review outcomes noted by Council:
    • 24% reduction in landfill disposal
    • 57.3% landfill diversion rate
    • 1,264 tonnes of organic material collected
    • avoidance of approximately 790 tonnes CO₂-e
    • community satisfaction acknowledged via feedback received
    • 40% of kerbside landfill can still be recycled through mixed recycling and organics streams
  • Additional note included in the final motion: the FOGO collection service fee was reduced by $40 per property in the current financial year and will be reflected in upcoming rates notices.
  • Community survey window referenced in the report: 28 April 2025 – 19 May 2025 (102 contributions).
• Impact: Supports waste diversion, reduces landfill impacts and emissions, and improves community outcomes through education and local compost use.
• Next steps:
  • Continue targeted education and engagement as an ongoing program.
  • Progress work to expand compost use across Council operations and identify community “give back” opportunities (as part of service refinement following the review).

Do not progress partial closure of Bath Street, Trentham; consider options with Trent Creek Reserve budget

• Context: Council considered options for closing (or partially closing) Bath Street, Trentham between High Street and Albert Street, following a Notice of Motion from August 2024.
• Details:
  • Date: Tuesday 29 July 2025.
  • Decision: Council resolved not to progress a partial closure of Bath Street at this time.
  • Motion outcome: Council instead directed consideration of options on partial or full closure when evaluating the budgeted capital works project for Trent Creek Reserve.
  • Scope/location: Bath Street section between High Street and Albert Street, north-south between The Mechanics Trentham and Trent Creek Public Park.
  • Officer recommendation referenced: maintain status quo rather than proceed with full or partial closure at this time.
• Impact: Preserves current access and traffic arrangements while avoiding potential congestion, connectivity, servicing, and cost risks associated with closure works.
• Next steps:
  • Include Bath Street closure options in future consideration tied to the Trent Creek Reserve capital works project during budget evaluation.
  • If closure is later pursued, any statutory road closure process would be required (as outlined in the report), including community consultation.

Adopt Policy 64(C) Complaints Policy and allow administrative updates as required

• Context: Council reviewed its complaints policy to ensure compliance with the Local Government Act 2020 and updated best practice guidance from the Victorian Ombudsman (April 2025).
• Details:
  • Date: Tuesday 29 July 2025.
  • Decision:
    • Council adopted Policy 64(C) – Complaints Policy (as attached, July 2025).
    • Council allowed officers to make administrative changes to the policy as required.
  • Key changes described in the report:
    • shift in the definition of a complaint and exclusions (including clarifying feedback vs complaint and excluding certain follow-up enquiries within statutory timeframes unless treated as a complaint),
    • addition of an approach to manage complex and inappropriate behaviour from complainants (staged approach).
• Impact: Improves complaints handling consistency, supports compliance with statutory requirements, and aligns processes with Ombudsman best practice.
• Next steps:
  • Officers implement the adopted policy from the adoption date.
  • Communicate the changes via Council’s website and social media after adoption.
  • Apply permitted administrative updates as required (within the scope approved by Council).

Community Impact

• Daylesford/Creswick/Clunes residents: Council-owned land (79A Raglan St Daylesford; 26 Raglan St Creswick; 10 Camp St Clunes) may be declared surplus and progressed for affordable housing via an Expression of Interest process after community engagement later in 2025
• Daylesford/Creswick/Clunes residents: Additional Council-owned sites (1 Armstrong St Daylesford; 10 Semmens Ave Creswick; 313 Clunes Rd Creswick; 2 Creswick Rd Clunes) may be sold on the open market, potentially changing local land use and property availability
• Township residents (Daylesford, Creswick, Clunes, Hepburn, Hepburn Springs, Trentham): Food and garden organics kerbside service continues with ongoing education/engagement to improve diversion and reduce landfill capacity pressures
• Ratepayers across the shire: FOGO service fee reduction of $40 per property in the current financial year will be reflected in upcoming rates notices
• Trentham residents and businesses (Bath Street precinct): Council will not proceed with partial/full closure of Bath Street at this time, so current access and traffic patterns remain while options are reconsidered alongside Trent Creek Reserve capital works
• All residents: Updated Complaints Policy adopted, including changes to how complaints vs feedback are defined and added processes for managing complex/inappropriate complainant behaviour

Other Notable Items

• Community asked Council to join Rainbow Cities Network; Council declined due to resources and fees.
• Public requested a rainbow crossing in Daylesford; Council said it will continue exploring options.
• Trentham Mechanics visitor desk staffing raised; Council encouraged volunteers and promised an information session.
• Proposed disposal of surplus land for affordable housing; includes community engagement and later report in 2025.
• Bath Street Trentham closure: Council chose not to progress now, but will consider options with Trent Creek Reserve works.

Tech & Innovation Notes

• Live streaming of the council meeting via Council’s YouTube channel (digital service/online platform).
• Use of Council’s website for volunteer applications (Volunteer page referenced).
• Community engagement via “Participate Hepburn” site for the Resource Recovery survey.
• Public participation process includes written questions submitted to the CEO by email/online process (via Council’s Governance Rules; website referenced for volunteering).

Key Decisions & Outcomes

• Refused planning permit PLN23/0268 for Franklinford glamping due to bushfire, farming, scheme conflicts.
• Adopted Council Plan 2025–2029, including the Municipal Public Health and Wellbeing Plan.
• Adopted Integrated Strategic Planning documents: Financial Plan, Budget 2025–2026, Revenue and Rating Plan, Asset Plan.
• Authorised CEO to make minor administrative corrections to adopted strategic documents.
• Set formal mid-year budget review for 2025–2026.
• Released draft Integrated Transport Strategy for community consultation (16 June–11 July 2025).

Detailed Descriptions

Refused planning permit PLN23/0268 for Franklinford glamping due to bushfire, farming, scheme conflicts

• Context: Council considered an application to use and develop land at 1 Sartori Road, Franklinford for glamping (identified as a camping and caravan park use) under application PLN23/0268. The site is within the Farming Zone (Schedule 2) and affected by the Environmental Significance Overlay (Schedule 1), and is within a Bushfire Prone Area (but not the Bushfire Management Overlay).
• Details:
  • Meeting date: Tuesday 24 June 2025.
  • Applicant proposal: camping and caravan park for “luxury camping in fixed tents”; front half of land used for glamping and southern half retained for cattle grazing via a Farm Management Plan.
  • Site: Lot 1 on Plan of Subdivision 623376D; area 20.81 hectares; ~305.7m frontage to Sartori Road.
  • Key statutory referrals:
    • Referred to Goulburn Murray Water and Central Highlands Water; Goulburn Murray Water provided conditional consent and Central Highlands Water provided unconditional consent.
    • Non-statutory referral to the Country Fire Authority (CFA) did not object, but provided recommendations.
  • Public notification: 16 objections received.
  • Grounds for refusal (Notice of Refusal to Grant a Permit), adopted by Council:
    1. Clause 13.02-1S Bushfire Planning: application failed to demonstrate how the proposal prioritises protection of human life through appropriate bushfire mitigation measures (including evidence that accommodation structures can meet required bushfire performance; CFA advice included minimum BAL 12.5 and a shelter-in-place building concept, plus a Bushfire Emergency Management Plan).
    2. Clause 14.01 Agriculture: proposal not in accordance with the Farming Zone objectives—non-agricultural use within an area used for agriculture with negative impacts on surrounding agricultural land/use.
    3. Clause 35.07 (purpose and decision guidelines): proposal inconsistent with the clause’s requirements (including land use compatibility and siting/design considerations).
  • Vote: Carried 6–1 (Cr Brian Hood voted against).
• Impact: The decision prevents the proposed glamping/camping and caravan park use from proceeding on this site under the current application, maintaining the current Farming Zone agricultural land use expectations and requiring any future proposal to better address bushfire risk evidence and farming-zone compatibility.
• Next steps:
  • Council issues a Notice of Refusal for PLN23/0268 on the stated grounds.
  • The applicant may pursue appeal rights (noted in the report as potential VCAT costs if appealed).
  • Any future application would need to address the specific bushfire mitigation evidence and the Farming Zone compatibility concerns identified in the refusal reasons.

Adopted Council Plan 2025–2029, including the Municipal Public Health and Wellbeing Plan

• Context: Council adopted its four-year strategic direction following community consultation on the draft Council Plan. The plan includes the required Municipal Public Health and Wellbeing Plan (MPHWP) for 2025–2029.
• Details:
  • Meeting date: Tuesday 24 June 2025.
  • Resolution: Council adopted the Council Plan 2025–2029, including the Municipal Public Health and Wellbeing Plan.
  • CEO authorisation (included in the adoption motion): CEO authorised to make minor administrative changes to correct errors and improve readability if required.
  • Strategic domains/objectives in the Plan:
    • Hepburn Life
    • Future Hepburn
    • Hepburn Working Together
  • MPHWP priorities (two priority areas selected):
    • Increasing active living
    • Increasing mental wellbeing
  • Community engagement and consultation inputs referenced:
    • Council endorsed the draft Plan on 12 May 2025.
    • Over 400 submissions via a shire-wide community survey.
    • Participate Hepburn: 214 contributions recorded.
    • Additional engagement included nine community drop-in sessions (Clunes, Creswick, Daylesford, Glenlyon, Trentham) and 8376 SMS messages to ratepayers.
  • Governance/legislative compliance: report notes the MPHWP was embedded into the Council Plan and that the Department of Health was satisfied the draft adequately addressed required matters.
• Impact: Establishes Council’s priorities for 2025–2029, including health and wellbeing outcomes, and provides the strategic “direction-setting” framework that subsequent integrated planning documents (budget, financial plan, asset plan, etc.) must deliver against.
• Next steps:
  • CEO to provide written responses to each submission where contact details were provided.
  • Regular performance reporting through Council’s Annual Report (as noted in the adoption resolution).
  • Minor administrative corrections may be made by the CEO to finalise readability and correct errors.

Adopted Integrated Strategic Planning documents: Financial Plan, Budget 2025–2026, Revenue and Rating Plan, Asset Plan

• Context: Council adopted the integrated “resourcing” documents that operationalise the Council Plan 2025–2029 and meet Local Government Act 2020 integrated planning requirements.
• Details:
  • Meeting date: Tuesday 24 June 2025.
  • Documents adopted (final versions to be published on Council’s website):
    • Financial Plan (10-year horizon: 2025–2035 referenced in attachments)
    • Budget 2025/2026
    • Revenue and Rating Plan (2025–2029 referenced in attachments)
    • Asset Plan (2025–2035 referenced in attachments)
  • CEO authorisation: CEO authorised to undertake minor, administrative changes to correct errors and improve readability if required.
  • Budget highlights and figures cited in the report:
    • Projected total revenue from rates and charges: $28.9M (with an update noted as $28.951M after revaluations).
    • Average rate increase: 10.0% for 2025/2026.
      • Includes a 7% permanent uplift (rate cap variation) and a 3% increase under the Fair Go Rates System (FGRS).
    • Kerbside collections: weekly across the Shire; standard annual fees retained at 2024/2025 rates except FOGO for township residents reduced by $40 per annum.
    • Non-material adjustments after draft consultation endorsement:
      • Revaluations: total rates raised $28.951 million ($69k increase).
      • Loan interest rate change: interest payment now $555k in 2025/2026 (a $83k decrease), reflecting a 3.975% actual rate vs 5.0% forecast.
• Impact: Locks in the financial and asset management framework for the next budget cycle and medium-term planning, supporting Council’s ability to deliver services while maintaining financial sustainability and compliance with statutory planning and reporting obligations.
• Next steps:
  • Final documents published on Council’s website (noted in the officer recommendation).
  • Ongoing quarterly finance reporting and Annual Report performance reporting (noted in the resolution).
  • A formal mid-year budget review to be undertaken for 2025/2026 (see next item).

Authorised CEO to make minor administrative corrections to adopted strategic documents

• Context: Adoption resolutions included a standard governance mechanism to finalise documents after Council deliberation, ensuring errors can be corrected without requiring another Council decision for non-material changes.
• Details:
  • Meeting date: Tuesday 24 June 2025.
  • Scope of authorisation:
    • Minor, administrative changes to correct errors and improve readability.
  • Applied to:
    • Council Plan 2025–2029 (explicitly included in the Council Plan adoption motion).
    • Integrated Strategic Planning documents (Financial Plan, Budget 2025/2026, Revenue and Rating Plan, Asset Plan) (explicitly included in the adoption motion).
• Impact: Reduces administrative delay and ensures the adopted documents can be finalised cleanly for public release while maintaining Council’s intent and decision outcomes.
• Next steps:
  • CEO makes any minor corrections prior to/around publication on Council’s website.
  • No further Council approval is required for non-material administrative updates.

Set formal mid-year budget review for 2025–2026

• Context: Council adopted the 2025/2026 budget and related integrated planning documents, and also confirmed a structured opportunity to review budget performance and assumptions part-way through the year.
• Details:
  • Meeting date: Tuesday 24 June 2025.
  • Resolution: Council notes it will undertake a formal mid-year budget review for 2025/2026.
  • Related reporting cadence noted in the same integrated planning adoption:
    • Regular reporting through Council’s Annual Report and quarterly finance reporting.
• Impact: Provides a governance checkpoint to adjust priorities, manage financial risks, and respond to changing circumstances during the year—improving transparency and accountability to the community.
• Next steps:
  • Mid-year budget review to be scheduled and conducted during 2025/2026 (timing not specified in the provided minutes excerpt).
  • Outcomes to be reported through Council processes consistent with Council’s budget and reporting framework.

Released draft Integrated Transport Strategy for community consultation (16 June–11 July 2025)

• Context: As part of the “Future Hepburn” strategic planning initiative, Council released a draft Integrated Transport Strategy for public feedback.
• Details:
  • Release/consultation period:
    • Open from Monday 16 June to Friday 11 July 2025.
  • Consultation method:
    • Feedback provided via Council’s Participate Hepburn platform.
    • Link provided in the CEO update: https://participate.hepburn.vic.gov.au/future-hepburn
  • Meeting date where the release was noted: Tuesday 24 June 2025 (CEO report item).
• Impact: Enables residents and stakeholders to influence transport priorities and planning directions before the strategy is finalised, improving alignment with community needs across the Shire.
• Next steps:
  • Community consultation closes 11 July 2025.
  • Council officers compile feedback and prepare recommendations for consideration in subsequent Council processes to finalise the Integrated Transport Strategy.

Community Impact

• Franklinford residents: Council issued a Notice of Refusal for the proposed glamping/camping and caravan park at 1 Sartori Road (PLN23/0268), preventing the development of 14 car spaces and 14 glamping tents on the site.
• Nearby rural/agricultural landholders: The refusal maintains current farming land use in the Farming Zone and avoids potential land-use conflict/“reverse amenity” impacts on surrounding agricultural operations.
• Local road users (Sartori Road): The decision avoids additional visitor traffic and associated safety concerns raised by objectors (e.g., road capacity and increased accident risk).
• Water quality / catchment residents: The refusal prevents a new onsite wastewater (septic-style) development in the Special Water Supply Catchment area, reducing risk of cumulative wastewater impacts.
• Hepburn Shire ratepayers: Adoption of the 2025/26 Budget and Revenue/Rating Plan includes an average 10% rate increase (with individual impacts varying by property revaluation), affecting household costs.
• All residents: Council adopted the Council Plan 2025–2029 (including the Municipal Public Health and Wellbeing Plan), setting priorities such as maintaining roads, enhancing parks, and focusing public health efforts on active living and mental wellbeing.

Other Notable Items

• Community questioned OWMP publication delays and missing “resident kit” and biannual meeting minutes.
• Clarification sought on Clause 66 agreements and risk-based efficiencies for water authority referrals.
• Disputes raised over OWMP soil-risk tables and wastewater density/risk band assumptions.
• Glamping (Sartori Road) planning debate included bushfire mitigation evidence concerns and 16 public objections.
• CEO update: Djuwang Baring won two LGPro Awards; draft Integrated Transport Strategy open for feedback.

Tech & Innovation Notes

• Live stream of the meeting via Council’s YouTube channel.
• Use of online community engagement platform Participate Hepburn (submissions/feedback recorded; >5,000 views).
• Online consultation link for draft Integrated Transport Strategy: https://participate.hepburn.vic.gov.au/future-hepburn
• Council plan language referencing providing timely accurate information “through a variety of platforms” and enabling participation via “accessible platforms.”
• Mentions of Council website publishing documents (e.g., OWMP and final Integrated Strategic Planning Framework documents to be published on Council’s website).
• IT/digital transformation staffing noted: Manager Technology and Transformation (Chris Whyte) and Director Performance and Transformation (Brooke Holmes).
• Digital service delivery / service accessibility focus within Council Plan (e.g., “customer-centred services,” “services…easy to use and inclusive”).

Key Decisions & Outcomes

• Adopted “Future Hepburn: Settlement Strategy Overview and Implementation Plan”
• Approved $750,000 over four years for Future Hepburn implementation priorities
• Supported Stream 1 planning scheme amendments with two-phase rollout approach
• Appointed and authorised Planning and Environment Act authorised officers via updated instrument
• Directed the Mayor to oppose the Emergency Services and Volunteers Levy and seek repeal
• Delegated CEO authority to accept $5.528m Treasury Corporation loan (Loan 27)

Detailed Descriptions

Adopted “Future Hepburn: Settlement Strategy Overview and Implementation Plan”

• Context: Council adopted the Future Hepburn strategy documents at the 3 September 2024 Special Council Meeting, and a further implementation plan was required to translate those strategies into planning scheme provisions. The 27 May 2025 meeting considered the officer-prepared implementation plan for Council endorsement.
• Details:
  • Date of Council consideration/adoption: Tuesday 27 May 2025
  • Officer report item: 8.1 Adoption of the Future Hepburn: Settlement Strategy Overview and Implementation Plan
  • Council resolution actions included:
    • Notes the 3 September 2024 resolution requiring officers to prepare a detailed implementation plan (including estimated budget) for each Structure Plan and the Rural Strategy.
    • Adopts the attached document titled “Future Hepburn: Settlement Strategy Overview and Implementation Plan”.
  • Future Hepburn strategy documents referenced as adopted on 3 September 2024: Rural Hepburn and Town Structure Plans for Clunes, Creswick, Daylesford–Hepburn Springs, Glenlyon and Trentham.
• Impact:
  • Provides a clear, staged pathway to embed Future Hepburn priorities into the planning system, improving certainty for landowners and the community about future land use and development expectations.
  • Enables Council to progress regulatory planning controls necessary for rural, environmental, and township character protections.
• Next steps:
  • Officers commence implementation planning actions, including preparing planning scheme amendment work and seeking required Ministerial authorisation for consultation/exhibition steps (dates to be confirmed by the Minister).
  • Council will also need to make further decisions at key statutory stages (including post-consultation and post-panel decisions).

Approved $750,000 over four years for Future Hepburn implementation priorities

• Context: The implementation plan required Council to prioritise actions and confirm resourcing consistent with Council’s financial sustainability. The recommended approach focused on Stream 1 planning scheme changes to deliver the strongest and most immediate protections.
• Details:
  • Date of approval: Tuesday 27 May 2025
  • Item: 8.1 Adoption of the Future Hepburn: Settlement Strategy Overview and Implementation Plan
  • Council supported prioritisation of actions at Table 1 – Implementation Priorities (Stream 1 planning scheme amendments).
  • Total budget allocation approved: $750,000 over four years
  • Budget timing noted in the plan (by phase/year):
    • 2025–26: $120,000
    • 2026–27: $380,000
    • 2027–28: $100,000
    • 2028–29+: $250,000
• Impact:
  • Funds the technical and consultative work needed to translate adopted Future Hepburn strategies into planning scheme controls.
  • Supports earlier establishment of rural/environment/character protections, reducing the risk of development proceeding without the intended regulatory safeguards.
• Next steps:
  • Officers will continue to seek Government grant funding and partnerships to support the Future Hepburn program and potentially expand scope or bring timeframes forward.
  • Officers will proceed with Stream 1 planning scheme amendment preparation and Ministerial authorisation steps.

Supported Stream 1 planning scheme amendments with two-phase rollout approach

• Context: Stream 1 contains the core planning scheme amendment actions (107 actions) needed for Future Hepburn’s settlement framework, rezonings, overlays, and policy changes. These amendments require intensive community engagement and have inter-dependent parts, so a phased rollout was recommended.
• Details:
  • Date of Council support: Tuesday 27 May 2025
  • Item: 8.1 Adoption of the Future Hepburn: Settlement Strategy Overview and Implementation Plan
  • Council supported a two-phase rollout hybrid (rural/environment/character) approach:
    • Phase I:
      • Implement all Rural Strategy planning scheme actions including settlement framework updates
      • Implement all town planning scheme actions for environment and character
    • Phase II:
      • Implement town planning scheme actions for housing, business and economy, urban design
  • Timeline in the plan:
    • 2025–26: Phase I
    • 2026–27: Phase I
    • 2027–28: Phase II
    • 2028–29+: Phase II
  • Ministerial authorisation and consultation steps are included in the plan (authorisation → preparation → public consultation → panel participation → Council decision).
• Impact:
  • Delivers early protections for rural land, environmental values, and neighbourhood character—especially important given community and State planning pressures.
  • Reduces the immediate burden of engaging on all topics simultaneously by sequencing the more complex housing/business/urban design controls after Phase I.
• Next steps:
  • Officers will seek Minister’s authorisation to prepare planning scheme amendment documents for Phase I items (Settlement Framework, Rural Strategy, and shire-wide environment/character controls).
  • Public consultation/exhibition and any independent panel processes will follow once the Minister confirms the authorisation and exhibition timing.

Appointed and authorised Planning and Environment Act authorised officers via updated instrument

• Context: The Planning and Environment Act 1987 requires appropriate staff to be appointed and authorised through Council resolution to exercise certain powers. Council needed to update the instrument to reflect staffing changes.
• Details:
  • Date of Council resolution: Tuesday 27 May 2025
  • Item: 8.2 Instrument of Appointment to Authorised Officers under the Planning and Environment Act 1987
  • Moved/Seconded: Cr Shirley Cornish / Cr Pat Hockey
  • Resolution scope:
    • Council resolved under s 147(4) of the Planning and Environment Act 1987 that the members of Council staff listed in the instrument be appointed and authorised as set out in the instrument.
    • The instrument comes into force immediately it is signed by Council’s Chief Executive Officer and remains in force until Council varies or revokes it.
• Impact:
  • Ensures Council’s planning enforcement and related statutory functions can operate lawfully and effectively.
  • Supports continuity and reduces the risk of challenges to decision-making authority due to delegation requirements.
• Next steps:
  • The instrument will be signed by the Chief Executive Officer to bring it into effect immediately.
  • Council will maintain its public transparency obligations through its register of instruments/delegations on its website.

Directed the Mayor to oppose the Emergency Services and Volunteers Levy and seek repeal

• Context: Council considered urgent business regarding the Emergency Services and Volunteers Levy (ESVL), following prior Council advocacy and correspondence with the Treasurer and Minister for Local Government. Community concerns were also raised through local advocacy activities.
• Details:
  • Date: Tuesday 27 May 2025
  • Urgent business item: 9.1 Item of Urgent Business – Emergency Services and Volunteers Fund
  • Council actions included:
    1. Notes Council previously wrote to the Treasurer and Minister Local Government and undertaken advocacy against the levy.
    2. Directs the Mayor to write to the Premier expressing Council’s strong opposition to the levy, including:
  • levy’s disproportionate financial burden on rural and regional communities, especially primary producers
  • request that the State Government repeal the levy in its current form
    3. Calls on the State Government to amend legislation to remove the requirement for councils to collect the levy on the State’s behalf, citing impacts on regional ratepayers and administrative burden on councils.
• Impact:
  • Strengthens Council’s position on behalf of rural and regional residents and primary producers who are concerned about fairness and administrative impacts.
  • Contributes to statewide pressure for legislative change and potential repeal.
• Next steps:
  • The Mayor will prepare and send the letter to the Premier following the Council direction.
  • Council will continue advocacy and monitor State legislative developments.

Delegated CEO authority to accept $5.528m Treasury Corporation loan (Loan 27)

• Context: Council considered confidential business related to council borrowings (consistent with the adopted 2024/2025 budget). The decision required delegation to the CEO to accept the specific loan quote and sign documents.
• Details:
  • Date: Tuesday 27 May 2025
  • Confidential item: 11.1 Closure of Meeting to Members of the Public – 1.1 Award of Tender HEPBU.RFT2025.8 – Council Borrowings as per the adopted 2024/2025 budget
  • Council resolution (delegation):
    • Delegates authority to the Chief Executive Officer to accept a quote for Loan 27 for $5.528 million from the Treasury Corporation of Victoria
    • Loan term: 5 years
    • Interest rate: 4.1%
    • CEO authority includes signing relevant loan documents on behalf of Council
  • Additional notes: details to be made available in the 2024/2025 financial statements.
• Impact:
  • Provides Council with funding certainty to support budgeted borrowing needs, supporting continuity of Council operations and planned projects.
  • Enables timely execution of financing arrangements without delay from further Council resolutions.
• Next steps:
  • CEO accepts the loan quote and signs the loan documentation on behalf of Council.
  • Loan details are included in the 2024/2025 financial statements as required.

Community Impact

• Residents (Hepburn Shire ratepayers): Draft 2025/26 budget includes operational savings and a projected $1.6m cash shortfall response, alongside a potential rate cap variation that may increase average rates (from $1,701 to potentially $1,820)
• Local services and staff: Proposed service changes include an overall reduction of 18 FTE (some already via natural attrition), which will affect staffing levels delivering council services (with final impacts dependent on budget adoption and staff consultation)
• Townships and rural landowners: “Future Hepburn” implementation will introduce planning scheme amendments (e.g., new Rural Activity Zone, Rural Conservation Zone, and changes to subdivision/dwelling permit rules), changing what land can be developed and how permits are assessed
• Residents in/near towns and sensitive areas: New overlays (Environmental Significance, Neighbourhood Character, Design & Development) will add planning controls that may restrict or shape development near creeks, heritage precincts, and prominent locations
• Community engagement and consultation: Large-scale statutory consultation and potential panel processes are expected across the shire as planning controls are drafted and exhibited (with consultation timing dependent on Ministerial authorisation)
• Daylesford community (Town Hall Hub): Funding of $345,000 from a dedicated reserve will progress Stage 1 feasibility/schematic design (total spent to date ~$162,928; remaining ~$110,000), which may lead to decisions on whether to proceed to detailed design (Stage 2)

Other Notable Items

• Community concerns raised about draft Budget staffing reductions and impacts on services.
• Residents questioned financial equity: roads/parks funding vs overall cash shortfall.
• Questions about Rural Activity Zone “fine-grained analysis” and where documentation is held.
• Town Hall Hub Project Stage 1 costs disclosed: $162,927.95 spent; $110,000 remaining.
• Future Hepburn consultation timing discussed: ministerial authorisation expected later this year; August/September for “other sites.”

Tech & Innovation Notes

• Live streaming of the council meeting via Council’s YouTube channel (online platform)
• “Future Hepburn: Settlement Strategy Overview and Implementation Plan” involving planning scheme amendments, public consultation, and ministerial authorisation (digital/administrative transformation of planning workflow; includes GIS mapping of planning and development matters)
• GIS mapping of planning and development matters to support internal planning processes
• Subscription to “Maddocks Authorisations and Delegations Service” (IT/legal services platform supporting governance workflows)
• “Participate Hepburn” website used for community feedback on council plan/budget/asset and rating plans (online consultation platform)
• “DV Safe Phone Program” (mobile/phone-based service initiative)
• “Domestic Violence (DV) Safe Phone Program” launch (technology-enabled service delivery via safe mobile phones)
• “HEPBU.RFT2025.8” tender for council borrowings (procurement/IT system implied by tender reference, though platform not specified)

Key Decisions & Outcomes

• Endorsed draft Council Plan 2025–2029 for public consultation (14 May–5 June 2025)
• Endorsed draft Budget 2025–2026, Financial Plan, Revenue and Rating Plan, and Asset Plan for consultation
• Authorised CEO to make minor administrative document corrections during the consultation period
• Noted ESC approval of 10% rate cap for 2025/26 (7% above state cap) and required reporting before adoption
• Increased pensioner rate concession to $42 for 2025/26 following successful rate cap variation
• Directed Mayor and CEO to write to relevant state representatives detailing the rate cap outcome

Detailed Descriptions

Endorsed draft Council Plan 2025–2029 for public consultation (14 May–5 June 2025)

• Context: Council developed a new suite of Integrated Planning and Reporting documents following the election of a new Council, including a four-year Council Plan (with the Municipal Public Health and Wellbeing Plan integrated). A public consultation period is required before adoption.
• Details:
  • Meeting: Special Meeting of Council, Tuesday 13 May 2025.
  • Decision: Council endorsed the draft Council Plan 2025–2029 (including the Municipal Public Health and Wellbeing Plan) for community engagement.
  • Consultation dates: 14 May 2025 to 5 June 2025.
  • Delivery focus in the draft plan:
    • Domains/outcomes:
      • Hepburn Life (Connected, healthy/inclusive, informed/engaged community)
      • Future Hepburn (town character, responsible infrastructure/environment, dynamic economic environment)
      • Hepburn Working Together (future-focused services, strong governance/financial viability, engaged/safe/skilful workforce)
    • Municipal Public Health and Wellbeing Plan priorities (2025–2029):
      • Increasing active living
      • Increasing mental wellbeing
• Impact: Residents and stakeholders can review the Council’s proposed strategic direction for 2025–2029 and provide feedback before Council considers final adoption in June, helping ensure priorities are aligned with community needs.
• Next steps:
  • Community consultation runs 14 May–5 June 2025.
  • Consultation results will be provided to Councillors for consideration at the June Council Meeting for adoption of the final documents.

Endorsed draft Budget 2025–2026, Financial Plan, Revenue and Rating Plan, and Asset Plan for consultation

• Context: Council’s Integrated Planning Framework requires the Budget and supporting long-term financial/asset and revenue strategies to be prepared and placed on public consultation before adoption.
• Details:
  • Meeting: Special Meeting of Council, Tuesday 13 May 2025.
  • Decision: Council endorsed the following draft documents for consultation:
    • Financial Plan
    • Budget 2025/2026
    • Revenue and Rating Plan 2025–2029
    • Asset Plan 2025–2035
  • Consultation dates: 14 May 2025 to 5 June 2025.
  • Budget/rating context referenced in the officer report (key figures):
    • Projected total revenue from rates and charges: $28.9M
    • Average rate increase: 10.0% (comprising 7% rate cap variation plus 3% under the Fair Go Rates System)
  • Other plan links to the financial strategy:
    • Pensioner rebate increase is linked to the successful rate cap variation (details reflected in the Revenue and Rating Plan and later decision on the concession amount).
• Impact: The community can scrutinise how Council proposes to fund services, manage revenue/rates, and plan asset renewal and infrastructure investment over the coming years.
• Next steps:
  • Consultation period: 14 May–5 June 2025.
  • Results of community consultation to be provided to Councillors for adoption consideration at the June Council Meeting.

Authorised CEO to make minor administrative document corrections during the consultation period

• Context: Draft documents are being released for public consultation; Council wanted to ensure they remain accurate and readable while consultation is underway.
• Details:
  • Meeting: Special Meeting of Council, Tuesday 13 May 2025.
  • Decision: Council authorised the Chief Executive Officer to undertake minor, administrative changes to the consultation documents to:
    • correct errors, and/or
    • improve readability,
    • if required, during the consultation period.
  • Officer named: Bradley Thomas (CEO).
  • Consultation dates covered by the authorisation: 14 May 2025 to 5 June 2025.
• Impact: Reduces the risk that the public is asked to comment on documents containing avoidable drafting errors, while maintaining governance controls (changes are limited to minor administrative corrections).
• Next steps:
  • CEO may make minor corrections during 14 May–5 June 2025.
  • Any substantive changes would still require appropriate Council consideration prior to adoption (adoption occurs at the June Council Meeting).

Noted ESC approval of 10% rate cap for 2025/26 (7% above state cap) and required reporting before adoption

• Context: Victorian councils face a state-imposed rate cap; Hepburn Shire sought a higher cap to support long-term financial sustainability. The Essential Services Commission (ESC) decision needed to be noted and incorporated into the planning documents.
• Details:
  • Meeting: Special Meeting of Council, Tuesday 13 May 2025.
  • Council noted the ESC decision:
    • ESC approved Hepburn Shire’s higher rate cap of 10% for 2025/26
    • This is 7% above the state cap (with the state cap referenced as 3% under the Fair Go Rates System framework).
  • Officer report framing:
    • Rates will raise 10% for the 2025/2026 financial year.
  • Governance requirement included in the motion:
    • Officers were to bring a report back to Council before adoption of the budget (to reflect the ESC outcome).
• Impact: Provides certainty to residents and Councillors about the rate-setting basis for the Budget 2025/26, supporting financial sustainability while ensuring the Council remains accountable through required reporting before final adoption.
• Next steps:
  • Officers to prepare and present the required report back to Council before adoption of the budget (adoption planned for the June Council Meeting).
  • Consultation feedback will run 14 May–5 June 2025, after which final adoption decisions occur in June.

Increased pensioner rate concession to $42 for 2025/26 following successful rate cap variation

• Context: Council’s Financial Vision and Revenue/Rating approach included a commitment that, if the rate cap variation was approved, pensioner rate rebates would be doubled to reduce the burden on eligible pensioners.
• Details:
  • Meeting: Special Meeting of Council, Tuesday 13 May 2025.
  • Council noted/endorsed the approach linked to the successful rate cap variation:
    • Pensioner concession increase from $21 to $42 for 2025/2026
  • Specific decision content captured in the officer report:
    • “Given the successful rate cap variation, Council’s additional pension concession will increase to $42 (from $21).”
• Impact: Eligible pensioners will receive a higher rate concession in 2025/26, directly reducing costs and improving affordability during a period of increased rates.
• Next steps:
  • Apply the increased concession in the 2025/26 rate setting process as part of the adopted Budget/Revenue and Rating Plan.
  • Final confirmation occurs when Council adopts the documents at the June Council Meeting after consultation concludes 5 June 2025.

Directed Mayor and CEO to write to relevant state representatives detailing the rate cap outcome

• Context: Council sought to formally communicate the outcome of the ESC rate cap decision to state political representatives responsible for or connected to local government matters.
• Details:
  • Meeting: Special Meeting of Council, Tuesday 13 May 2025.
  • Decision: Council requested that the Mayor and Chief Executive Officer write to:
    • the Member for Ballarat, and
    • the State Government members for Ripon and Macedon,
    • detailing the outcome of the resolution (ESC approval of the higher cap).
  • Underlying outcome to be communicated:
    • ESC approval of a 10% rate cap for 2025/26 (i.e., 7% above the state cap).
• Impact: Strengthens accountability and advocacy by ensuring state representatives are informed of the local government outcome and the implications for rates and financial sustainability.
• Next steps:
  • Mayor and CEO to prepare and send the letters following the 13 May 2025 resolution.
  • Communication supports the lead-in to final adoption of the Budget and plans in June after consultation (14 May–5 June 2025).

Community Impact

• Ratepayers (all residents): Draft Council Plan, Budget 2025/26, Revenue & Rating Plan and Asset Plan go on public consultation from 14 May–5 June 2025, shaping what services and priorities Council funds from 2025/26 onward
• Households: 2025/26 rates expected to increase by an average 10% (7% permanent uplift approved via Essential Services Commission variation plus 3% under the Fair Go Rates System)
• Pensioners: Pensioner rate concession to increase to $42 (from $21) for the 2025/26 year, reducing eligible residents’ rate burden
• Township residents (kerbside waste): Food and organics (FOGO) annual fee reduced by $40 per annum for 2025/26 (while other standard annual fees are retained at 2024/25 levels)
• Community members (health & wellbeing): Council Plan consultation includes a Municipal Public Health and Wellbeing focus on increasing active living and mental wellbeing over 2025–2029
• Residents using/affected by infrastructure: Asset Plan and Council Plan priorities emphasise maintaining and renewing community assets (with capital works largely focused on renewal), influencing timing and scope of local infrastructure upgrades

Other Notable Items

• Community consultation set for 14 May–5 June on Council Plan, budget, revenue/rating, and asset plan.
• Hepburn Together community panel outcomes reported as informing draft Council Plan and integrated documents.
• Essential Services Commission approved a higher 10% rate cap (7% above state cap) for 2025/26.
• Council budget includes average 10% rate increase and notes pensioner rate remission doubling to $42.
• Future agenda: results of community consultation to be presented for Councillors’ adoption decision in June.

Tech & Innovation Notes

• Live-streaming of the meeting via Council’s YouTube page (digital platform for public access)

Key Decisions & Outcomes

• Adopt Onsite Wastewater Management Plan 2025–2029 and authorise CEO administrative updates
• Approve forecast adjustments to the 2024/25 amended budget (Quarter 3 finance report)
• Adopt Draft Councillor Integrity Policy and revoke superseded Internal Resolution Procedures
• Revise Instruments of Delegation (S5, S6, S18) and revoke prior delegations
• Receive and note CEO report on Community Asset Committees 2024/25 activities and performance
• Confirm Ordinary and Special Council meeting minutes (25 March and 3 April 2025)

Detailed Descriptions

Adopt Onsite Wastewater Management Plan 2025–2029 and authorise CEO administrative updates

• Context: Council has statutory responsibilities for managing onsite wastewater management systems, and the existing framework (Local Law No. 3 and the 2014 Domestic Wastewater Management Plan) is expiring/has become outdated due to legislative change under the Environment Protection Act 2017 and the General Environmental Duty (GED).
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 29 April 2025 (Council Chamber, 24 Vincent Street, Daylesford).
  • Council noted:
    • Local Law No. 3: Operation and Maintenance of Onsite Wastewater Treatment Systems (April 2015) expires in April 2025.
    • The EPA Act 2017 (effective 1 July 2021) and GED remove the need for a separate local law and require an OWMP framework.
  • Council adopted: Onsite Wastewater Management Plan 2025–2029 (Attachment 1).
  • Amendment accepted: Council also authorised the CEO to make administrative updates to the OWMP as required.
  • Vote: Carried (Cr Tim Drylie voted against; others voted for).
• Impact: Provides a current, risk-based compliance framework for onsite wastewater across Hepburn Shire (including the entire municipality being within declared special water supply catchments), supporting protection of public health and the environment and enabling water authorities to consider relaxing the default dwelling density rule where appropriate.
• Next steps:
  • CEO to implement administrative updates to the OWMP as required.
  • Council to communicate the adoption decision to the community in line with its Community Engagement Policy (noted during public questions).

Approve forecast adjustments to the 2024/25 amended budget (Quarter 3 finance report)

• Context: The Quarter 3 finance reporting process (nine months to 31 March 2025) requires Council to note financial performance and approve any forecast adjustments impacting the 2024/25 amended budget and cash position.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 29 April 2025.
  • Period covered: 1 July 2024 to 31 March 2025 (Quarter 3).
  • Council approved forecast adjustments to the 2024/2025 amended Budget.
  • Key performance highlights noted:
    • Operating surplus (9 months to 31 March 2025): $10.36 million, $4.52 million (43%) favourable to the amended budget surplus of $5.84 million.
    • Materials & Services expenditure favourable by $2.8 million (including $2.0 million contractor/consultant savings and $0.7 million general materials/consumables).
    • Operating grants favourable by $0.9 million (3 grants received not budgeted for).
    • Cash holdings at 31 March 2025: $9.5 million (about $1.2 million higher than the same time last year).
  • Forecast cash improvements approved (items identified as positively impacting cash position):
    • Recovery of unbudgeted storm income (Oct 2022 storms): +$370k
    • Increased investment interest income: +$100k
    • Reduced corporate training & development expenditure: –$50k (forecast reduction)
    • Favourable income movement (as per Quarter 2): +$11k
  • Unrestricted cash position forecast:
    • Previously adjusted from $295k to $246k (based on 2023/24 finishing position/carry forwards/adjustments)
    • Revised forecast by 30 June 2025: +$777k favourable
  • Vote: Carried unanimously (no votes against/abstentions recorded).
• Impact: Strengthens Council’s financial management by updating the 2024/25 forecast and improving transparency around cash position heading into year-end, supporting ongoing delivery of services and projects.
• Next steps:
  • Officers to continue monitoring and updating forecasts, and report to Councillors on any material changes (as stated in the report).

Adopt Draft Councillor Integrity Policy and revoke superseded Internal Resolution Procedures

• Context: The Model Councillor Code of Conduct commenced on 26 October 2024, and Council is required by the Local Government Act 2020 to adopt internal resolution procedures by 1 July 2025.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 29 April 2025.
  • Council adopted: Draft Policy 97(C) – Councillor Integrity Policy.
  • Council authorised officers to make administrative amendments to the policy to reflect legislative changes.
  • Council revoked: Policy 47(C) – Internal Resolution Procedures, noting it has been superseded by the Model Councillor Code of Conduct.
  • Vote: Carried unanimously (no votes against/abstentions recorded).
• Impact: Improves governance and integrity by aligning Council’s integrity framework with the Model Councillor Code of Conduct and ensuring a compliant internal process for managing alleged breaches and related disputes.
• Next steps:
  • Officers to finalise administrative updates as required following legislative changes.
  • Use of the new internal resolution procedures to commence consistent with legislative timing (required by 1 July 2025).

Revise Instruments of Delegation (S5, S6, S18) and revoke prior delegations

• Context: Instruments of Delegation ensure Council’s powers are formally delegated to the CEO and staff in line with the Local Government Act 2020 and other relevant legislation; updates are required due to staffing and legislative changes.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 29 April 2025.
  • Council resolved to adopt revised instruments:
    • S5 Instrument of Delegation from Council to the CEO
    • S6 Instrument of Delegation from Council to Council Staff
    • S18 Instrument of Sub-delegation/Delegation under the Environment Protection Act (EPA-related powers via the Environment Protection Authority framework)
  • Effective timing and revocation (as per resolution wording):
    • Instruments come into force immediately upon resolution (S5 and S6) and are to be signed by the CEO and Mayor.
    • All previous delegations to the CEO are revoked upon S5 coming into force.
    • All previous delegations to Council staff (other than the CEO) are revoked upon S6 coming into force.
    • For S18, the instrument comes into force upon resolution and is to be signed by the CEO.
  • Vote: Carried unanimously (no votes against/abstentions recorded).
• Impact: Ensures decision-making authority remains current, legally compliant, and operationally effective—reducing risk of decisions being made outside delegation limits.
• Next steps:
  • CEO and Mayor to execute/sign the updated S5 and S6 instruments.
  • CEO to execute/sign the updated S18 instrument.
  • Officers to implement delegation changes across relevant operational processes.

Receive and note CEO report on Community Asset Committees 2024/25 activities and performance

• Context: Under the Local Government Act 2020, the CEO must report annually to Council on the activities and performance of Council’s Community Asset Committees (CACs).
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 29 April 2025.
  • Council action: Received and noted the CEO annual report on CAC activities and performance for 2024/25.
  • Reporting period covered: February 2024 – January 2025.
  • Council noted six CACs:
    • Creswick Museum CAC
    • Dean Recreation Reserve and Tennis Courts CAC
    • Drummond Hall and Tennis Courts CAC
    • Glenlyon Recreation Reserve CAC
    • Lee Medlyn Home of Bottles CAC
    • Lyonville Recreation Reserve/Centre CAC
  • Examples of operational points included in the report:
    • Creswick Museum CAC: approximately $60,000 cash reserves; works including safe egress/storage areas; security panel renewal.
    • Dean Recreation Reserve and Tennis Courts CAC: approximately $28,000 cash reserves (not audited); condition audit for tennis courts; grant seeking support.
    • Drummond Hall and Tennis Courts CAC: approximately $3,000 cash reserves; completed tennis court renewal by 30 June 2024; AV equipment grant $5,000 (April 2024).
    • Glenlyon Recreation Reserve CAC: approximately $27,000 cash reserves; fencing repairs; pump renewal Feb 2025; Glenlyon Pavilion Development Project Advisory Group (PAG) planned.
    • Lee Medlyn Home of Bottles CAC: approximately $11,000 cash reserves; safety-focused electrical repairs prioritised; Quick Response grant $673 (March 2024).
    • Lyonville Hall CAC: cash reserves referenced as $110,194.67 (2023/24 audited); playspace renewal works on track to complete by 30 June 2025; Tiny Towns funding $50,000 (June 2024).
  • Council also thanked Committee members for their efforts and achievements.
  • Vote: Carried (no votes against/abstentions recorded).
• Impact: Strengthens accountability for community-managed assets, supports continuity of community facilities, and highlights governance/financial sustainability issues for improvement.
• Next steps:
  • Officers to continue working with CACs on compliance matters identified in the report (e.g., timely annual audits and provision of minutes).
  • Ongoing establishment of an operations manual and internal audit work on volunteer management to capture CAC operational recommendations.

Confirm Ordinary and Special Council meeting minutes (25 March and 3 April 2025)

• Context: Council must formally confirm minutes from prior Ordinary and Special Council meetings once circulated to Councillors.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 29 April 2025.
  • Minutes confirmed:
    • Ordinary Meeting minutes held 25 March 2025
    • Special Meeting minutes held 3 April 2025
  • Motion: That both sets of minutes (as previously circulated) be confirmed.
  • Moved: Cr Brian Hood; Seconded: Cr Shirley Cornish.
  • Vote: Carried.
    • For: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Don Henderson, Cr Pat Hockey, Cr Brian Hood
    • Against/Abstained: Nil
• Impact: Provides an official record of Council decisions and proceedings, enabling consistent governance and reference for future actions.
• Next steps:
  • Minutes to be recorded as confirmed in Council’s official minute records and made available as part of the governance documentation.

Community Impact

• Unsewered properties / rural residents: Adoption of the 2025–2029 Onsite Wastewater Management Plan (OWMP) updates Council’s compliance framework for onsite wastewater systems and risk-based approvals across the shire (including special water supply catchments)
• Homeowners and developers in water supply catchments: OWMP adoption enables water authorities to potentially relax the default 1 dwelling per 40 hectares rule; without an adopted OWMP, growth/development in unsewered areas could be more restricted
• Septic system applicants and landowners: New onsite wastewater decisions will rely on site-specific Land Capability Assessments (including water table depth), with Council officers less likely to approve septic systems where groundwater is too close to the surface
• Ratepayers: Council’s quarterly finance position is noted as on track, alongside forecast adjustments that improve cash position—supporting continued budgeting decisions including the proposed 2025/26 rate increase (subject to the rate cap application)
• Community facilities users (Daylesford Town Hall area): Council continues feasibility work toward a potential “Town Hall Hub” concept (including possible library and multipurpose community spaces), but further stages remain dependent on funding and approvals
• Community governance / councillor-facing residents: Adoption of a Councillor Integrity Policy and internal resolution procedures (required by 1 July 2025) strengthens how alleged breaches/disputes are handled, affecting how councillor conduct issues are managed publicly and procedurally

Other Notable Items

• Community questioned Daylesford Town Hall Hub feasibility and lack of funding for redevelopment.
• Public raised rate-rise justification amid reported “go slow” spending and quarter profit figures.
• Creswick Bike Trail: interest/loan costs and insurance coverage concerns were discussed.
• Onsite Wastewater Management Plan faced questions about community engagement and plan approval signatures.
• Community Asset Committees update noted governance risks: missing audits and minutes from some committees.

Tech & Innovation Notes

• Live-streaming and recording of Council meetings via Council’s YouTube channel, with recordings made available on Council’s website (hybrid/virtual meeting practice).
• Use of online/social platforms for public communication and engagement, including references to Council’s website (“Daylesford Community Facilities | Participate Hepburn”) and Council’s Facebook page (including disabling public comments).
• IT/technology role referenced in attendance: “Manager Technology and Transformation” (indicates internal digital/technology function).
• Freedom of Information (FOI) processing delegation referenced in Instruments of Delegation (Schedule 15: “Freedom of Information Processing”).
• Digital/AV technology support for community assets: purchase of AV equipment for Creswick Museum; AV equipment grant mentioned for Drummond Hall Community Asset Committee.
• Mobile network infrastructure for community facilities: installation of a “mobile phone booster” to improve phone coverage (Lyonville Hall Community Asset Committee).

Key Decisions & Outcomes

• Closed meeting to public to consider Hepburn Bathhouse urgent works contract.
• Determined Bathhouse contract information remains confidential due to commercial negotiations.
• Approved closure motion for Bathhouse urgent works contract (carried unanimously).
• Reopened confidential session following public closure for Bathhouse contract discussion.

Detailed Descriptions

Closed meeting to public to consider Hepburn Bathhouse urgent works contract

• Context: At the Special Meeting of Hepburn Shire Council held on Thursday 3 April 2025 (virtual meeting via video conference), Council needed to consider a confidential matter relating to urgent works at the Hepburn Bathhouse.
• Details:
  • Legal basis: Local Government Act 2020, section 66(1) and 66(2)(a) (consideration of confidential information).
  • Confidential item: 1.1 Contract for Urgent Works at the Hepburn Bathhouse.
  • Reason for closure: Council business information that would prejudice Council’s position in commercial negotiations if released prematurely; the item relates to commercial negotiations regarding responsibility for the works to the building.
  • Timing: The meeting closed to the public at 7:06pm and the confidential meeting opened at 7:07pm.
• Impact: The community was temporarily excluded from deliberations to protect the Council’s negotiating position and avoid undermining commercial discussions about responsibility for the urgent Bathhouse works.
• Next steps: Council proceeded with the confidential discussion of the urgent works contract during the closed session.

Determined Bathhouse contract information remains confidential due to commercial negotiations

• Context: After the Council moved into the confidential session, it also determined what information could be released publicly.
• Details:
  • Public release determination (for item 1.1): No information released for “1.1 CONTRACT FOR URGENT WORKS AT THE HEPBURN BATHHOUSE.”
  • Confidentiality rationale: It remains confidential because it is Council business information that would prejudice Council’s position in commercial negotiations if prematurely released.
• Impact: Limits public visibility of the contract details while negotiations are ongoing, aiming to prevent disadvantage to Council in reaching an outcome regarding the urgent Bathhouse works.
• Next steps: The confidential item remained under restricted access until Council decides otherwise (e.g., when negotiations conclude or disclosure is no longer prejudicial).

Approved closure motion for Bathhouse urgent works contract (carried unanimously)

• Context: Council considered a motion to close the meeting to members of the public specifically to discuss the urgent works contract.
• Details:
  • Motion moved by: Cr Tony Clark
  • Seconded by: Cr Lesley Hewitt
  • Motion outcome: Carried
  • Voting results:
    • Voted for: Cr Brian Hood, Cr Don Henderson, Cr Lesley Hewitt, Cr Pat Hockey, Cr Shirley Cornish, Cr Tim Drylie, Cr Tony Clark
    • Voted against: Nil
    • Abstained: Nil
• Impact: Enabled Council to deliberate on the Hepburn Bathhouse urgent works contract in a confidential setting, protecting commercial negotiation integrity.
• Next steps: Following the carried motion, Council closed the meeting to the public at 7:06pm and conducted the confidential discussion from 7:07pm.

Reopened confidential session following public closure for Bathhouse contract discussion

• Context: The minutes record the transition from the public meeting to the confidential session for the Bathhouse urgent works contract.
• Details:
  • Public-to-confidential transition:
    • Meeting closed to public at 7:06pm
    • Confidential meeting opened at 7:07pm
  • Item discussed in confidential session: 1.1 Contract for Urgent Works at the Hepburn Bathhouse
  • Close of meeting: The meeting closed at 8:21pm.
• Impact: Ensured the Bathhouse contract discussion occurred under confidentiality controls, while maintaining an orderly meeting process.
• Next steps: Council continued the confidential deliberations until the meeting concluded at 8:21pm, with the Bathhouse contract item remaining confidential at that time.

Community Impact

• Residents (Hepburn Bathhouse users): Urgent works contract considered by Council may lead to repairs/maintenance affecting access to the Bathhouse during the works period
• Local community: Part of the meeting was closed to the public to discuss commercial contract negotiations, temporarily limiting public visibility into decision-making details
• Nearby residents: Any urgent works at the Bathhouse may create short-term noise, traffic changes, or parking disruption around the facility
• Local businesses (area around Bathhouse): Construction activity may temporarily reduce foot traffic or change customer access depending on site works and scheduling
• Ratepayers: Council’s decision on responsibility for urgent Bathhouse works could affect Council expenditure and how costs are managed for the facility
• General public: Information about the contract remains confidential, so residents may not receive full details until negotiations are finalised or confidentiality is lifted

Other Notable Items

• Community concerns were not recorded; no public submissions or issues noted in minutes.
• Hepburn Bathhouse urgent works contract discussed under confidential commercial negotiations.
• Meeting closed to public at 7:06pm, then reopened for confidential consideration at 7:07pm.
• No declarations of conflict of interest were made (Nil).
• No future agenda items or project updates were included in provided minutes.

Tech & Innovation Notes

• Live stream of the meeting via Council’s YouTube channel (virtual meeting/video conference)
• Staff roles include “Manager Technology and Transformation” (technology/digital transformation function)
• IT/technology reference: “Manager Technology and Transformation” listed as an officer present