Hepburn Shire Council

Key Decisions & Outcomes

• Confirmed the minutes of the 25 February 2025 Ordinary Meeting.
• Reordered agenda to consider VCAT Proceedings (Endeavour Group) at item 8.2.
• Endorsed Future Hepburn Implementation Plan to be presented for endorsement by May 2025.
• Decided Council’s VCAT approach: written submission only; no Council attendance.
• Adopted VCAT media/communications actions to inform stakeholders of Council’s position.
• Closed meeting to public for confidential items on Glenlyon pavilion advisory group and VCAT legal advice.

Detailed Descriptions

Confirmed Minutes of the 25 February 2025 Ordinary Meeting

• Context: Council considered whether the Minutes of the Ordinary Meeting held on 25 February 2025 were accurate and should be formally adopted.
• Details:
  • Meeting date for confirmation: 25 March 2025 (Ordinary Meeting of Council).
  • Item: 6.1 Confirmation of Minutes.
  • Motion: “That the Minutes of the Ordinary Meeting of Council held on 25 February 2025 (as previously circulated to Councillors) be confirmed.”
  • Moved: Cr Lesley Hewitt; Seconded: Cr Brian Hood; Carried unanimously (Voted for: Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Don Henderson, Cr Pat Hockey, Cr Brian Hood).
• Impact: Provides an official record of Council decisions and ensures governance continuity for subsequent agenda items and actions.
• Next steps: Minutes remain on the public record as the confirmed version for future reference and implementation of Council actions arising from that meeting.

Reordered Agenda to Consider VCAT Proceedings (Endeavour Group) at Item 8.2

• Context: A Governance Rule-based change was required due to the confidential nature of VCAT-related material and the need to consider it at a specific point in the agenda.
• Details:
  • Meeting date: 25 March 2025.
  • Motion under Governance Rule 25.1: reorder tonight’s order of business so confidential item 1.2 (VCAT Proceedings) is considered at item 8.2 of the open public agenda.
  • Moved: Cr Brian Hood; Seconded: Cr Shirley Cornish; Carried.
  • Timing detail: Cr Lesley Hewitt left the meeting at 6:33pm due to a conflict for the following item, then returned at 6:36pm.
• Impact: Ensured the VCAT matter (Endeavour Group) was dealt with in the required sequence, supporting procedural correctness and efficient meeting management.
• Next steps: Council proceeded to consider “8.2 VCAT Proceedings - Endeavour Group” in the open agenda at item 8.2 (with the confidential aspects handled via later closure to the public).

Endorsed Future Hepburn Implementation Plan for Endorsement by May 2025

• Context: Council had previously required a detailed implementation plan for the “Future Hepburn” strategies, but officers advised additional time was needed due to complexity and State planning alignment requirements.
• Details:
  • Meeting date: 25 March 2025.
  • Item: 8.1 Future Hepburn Implementation Plan.
  • Key resolution points:
    • Notes preparation is progressing but requires additional time, including further discussions with senior planning advisors at the Department of Transport and Planning.
    • A detailed implementation plan will be presented to Council for endorsement by no later than May 2025.
  • Motion: carried.
  • Moved: Cr Lesley Hewitt; Seconded: Cr Brian Hood; Carried (Voted for: Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Don Henderson, Cr Pat Hockey, Cr Brian Hood).
• Impact: Provides certainty to the community and stakeholders that the Future Hepburn implementation work will be completed and brought back to Council within a defined timeframe, while ensuring State alignment and governance quality.
• Next steps: Officers prepare the detailed implementation plan (including estimated budgets for each structure plan and rural strategy) for Council endorsement by May 2025.

Decided Council’s VCAT Approach: Written Submission Only; No Council Attendance

• Context: Council was required to determine its level of participation in a VCAT appeal brought by the Endeavour Group (Dan Murphy’s) following an earlier Liquor Licensing Commission decision.
• Details:
  • Meeting date: 25 March 2025.
  • Item: 8.2 VCAT Proceedings - Endeavour Group.
  • Council adopted Option 2, including:
    • Retain a barrister to provide a written submission only to the VCAT hearing.
    • Advise VCAT that Council will not be in attendance at the hearing (though an officer may attend where appropriate).
  • Cost guidance in report: Option 2 estimated at $5,000 to $8,000 (Option 1 was approximately $92,000).
  • Motion:
    • Moved: Cr Brian Hood; Seconded: Cr Pat Hockey; Carried (Voted for: Cr Brian Hood, Cr Don Henderson, Cr Lesley Hewitt, Cr Pat Hockey, Cr Shirley Cornish; Voted against: Cr Tim Drylie).
• Impact: Reduces Council’s legal and staffing cost burden while limiting Council’s in-hearing participation; may affect stakeholder perceptions due to Council not being present to respond directly during the hearing.
• Next steps:
  • Barrister engaged to prepare written submission.
  • VCAT advised of Council’s non-attendance position.
  • CEO to ensure communication of the resolution’s effect (see next item).

Adopted VCAT Media/Communications Actions to Inform Stakeholders of Council’s Position

• Context: Council’s legal approach to the VCAT matter required a public-facing communications response so stakeholders understand Council’s position and involvement.
• Details:
  • Meeting date: 25 March 2025.
  • Item: 8.2 VCAT Proceedings - Endeavour Group.
  • Adopted Option 2 included:
    • Prepare a media release and information for stakeholders, advising of Council’s position.
    • CEO to communicate the effect of the resolution to the extent necessary to give effect to it.
  • Motion carried as part of the same resolution adopting Option 2.
• Impact: Helps maintain transparency and reduces confusion among community members and objectors about why Council is not attending the VCAT hearing.
• Next steps: Officers/CEO to issue the media release and stakeholder information following the Council resolution, aligned with the VCAT written-submission-only approach.

Closed Meeting to Public for Confidential Items on Glenlyon Pavilion Advisory Group and VCAT Legal Advice

• Context: Council considered matters requiring confidentiality under the Local Government Act 2020—specifically personal information and legal privileged information.
• Details:
  • Meeting date: 25 March 2025.
  • Item: 11.1 Closure of Meeting to Members of the Public.
  • Confidential items closed to the public:
    • 1.1 Glenlyon Recreation Reserve Pavilion Redevelopment – Appointment of Project Advisory Group
      • Ground: personal information; disclosure would unfairly identify unsuccessful applicants and their scoring.
    • 1.2 VCAT Proceedings – Endeavour Group
      • Ground: legal privileged information; legal advice regarding Council’s attendance at an upcoming VCAT hearing.
  • Motion: Moved: Cr Shirley Cornish; Seconded: Cr Brian Hood; Carried (Voted for: Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Don Henderson, Cr Pat Hockey, Cr Brian Hood; Voted against: Nil; Abstained: Nil).
  • Timing: Meeting closed to the public at 7:42pm for the confidential hearing and did not reopen to the public. Confidential meeting opened at 7:42pm and closed at 7:50pm.
• Impact: Protects privacy of individuals involved in the pavilion advisory group process and preserves legal privilege for VCAT-related advice.
• Next steps: Confidential deliberations concluded at 7:50pm; public record remains limited for the confidential items, with any release decisions handled as specified in the minutes.

Community Impact

• Residents (whole shire): Proposed service reductions to deliver $2.6M in ongoing operational savings will be presented for community consultation in late April/early May, affecting what services are cut and when
• Daylesford residents: Daylesford Community Facilities (Daylesford Town Hall Hub) design feedback period runs 10 March–13 April, with construction dependent on significant grant funding and a Council contribution (including reserve funds from sale of the Rex Building)
• Creswick residents (pedestrians/cyclists): Ongoing progress and further business-case work for a safer active-transport path along Creswick–Ascot Road is continuing after prior grant applications failed, with no timeline confirmed yet for delivery
• Hepburn Shire residents (planning/land use): Future Hepburn implementation plan timing shifts—detailed implementation (including budgets for structure plans and rural strategy) will be brought to Council by May 2025 rather than March, potentially affecting when planning scheme changes proceed
• Daylesford residents (legal/community impacts): Council will participate in the Endeavour Group (Dan Murphy’s) VCAT liquor licence appeal via a barrister submission only (no attendance), which may affect how strongly Council can contest the application during the hearing and community outcomes
• Community members/ratepayers (financial sustainability): Council has formally applied for a 10% rate cap for 2025/26 (including a 7% increase to the existing 3% cap), impacting household rates and affordability of services

Other Notable Items

• Community concerns raised about service cuts timing and projected $2.6M operational savings.
• Creswick pedestrian safety and active transport petition progress discussed; grants applications unsuccessful.
• Daylesford Town Hall Hub funding and concept design consultation timeline outlined.
• VCAT Endeavour Group liquor licence appeal: Council chose written-only barrister submission.
• Recognition: 20th Heather Mutimer Honour Roll celebrated; five new inductees announced.

Tech & Innovation Notes

• Live-streaming and recording of council meetings via Council’s YouTube channel, with recordings made available on Council’s website
• “Manager Technology and Transformation” role mentioned (IT/digital transformation function within council)
• Community engagement using an online platform: “Participate Hepburn” website for feedback on the Daylesford Community Facilities project
• Online platforms/social media referenced in relation to vigilante threats, hate speech, and reporting incidents to social media platforms
• Solar PV and battery storage grant-funded project (The Mechanics Trentham) including installation of battery storage and solar PV (energy technology deployment)

Key Decisions & Outcomes

• Confirmed Ordinary Meeting minutes from 17 December 2024.
• Deferred ESC waste service charge cap variation application pending guideline clarity.
• Approved 2024/2025 Quarter 2 budget adjustments to the amended budget.
• Noted no decisions made under temporary extended financial delegations during election period.
• Noted and published H1 2024/2025 Council Plan and Annual Plan progress reports.
• Granted planning permit for eight-lot subdivision at 12–14 Vanina Street, Hepburn.

Detailed Descriptions

Confirmed Ordinary Meeting minutes from 17 December 2024

• Context: Council considered whether the minutes of the Ordinary Meeting held on 17 December 2024 (previously circulated to Councillors) were an accurate record of proceedings.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 25 February 2025
  • Item: Confirmation of Minutes
  • Decision: Minutes of the Ordinary Meeting held on 17 December 2024 were confirmed
  • Motion: Moved by Cr Lesley Hewitt, seconded by Cr Shirley Cornish
  • Vote: Carried (For: Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Don Henderson, Cr Pat Hockey, Cr Brian Hood; Against: Nil; Abstained: Cr Tony Clark)
• Impact: Provides formal approval of the Council’s official record for 17 December 2024, ensuring continuity and governance transparency for subsequent decisions and actions.
• Next steps: The confirmed minutes are retained as the official record and referenced for future Council business (no further action required).

Deferred ESC waste service charge cap variation application pending guideline clarity

• Context: Council had previously resolved (September 2024) to apply to the Essential Services Commission (ESC) for a waste service charge cap variation to comply with new Ministerial Good Practice Guidelines effective 2025/2026.
• Details:
  • Meeting: Tuesday 25 February 2025
  • Item: 8.2 Deferral Waste Service Charge Cap Variation
  • Decision: Council deferred the ESC application “until greater clarity of the Ministerial Good Practice Guidelines for Local Government Service Rates and Charges is provided by State Government”
  • Additional action: Council will continue working with peak bodies to seek a review of the guidelines
  • Motion: Moved by Cr Brian Hood, seconded by Cr Shirley Cornish
  • Vote: Carried unanimously (Against: Nil; Abstained: Nil)
  • Background reference: The September 2024 decision was revenue neutral to Council and intended to have no net cost to ratepayers, but sector-wide non-compliance concerns and a new Ministerial context increased uncertainty.
• Impact: Ratepayer waste charge settings for 2025/2026 will be handled without the deferred ESC classification/cap variation step, pending clearer State Government guidance—reducing the risk of implementing a potentially incorrect compliance approach.
• Next steps:
  • Await further clarity from the State Government on the Ministerial Good Practice Guidelines
  • Reconsider the ESC application in a future period once guidance is clarified (and continue advocacy with peak bodies).

Approved 2024/2025 Quarter 2 budget adjustments to the amended budget

• Context: Council received the Quarter 2 finance reporting (six months ending 31 December 2024) and considered budget adjustments required by formal funding agreement updates.
• Details:
  • Meeting: Tuesday 25 February 2025
  • Item: 8.3 Quarter 2 Finance Reports 2024/2025
  • Decision: Council approved budget adjustments to the 2024/2025 amended budget
  • Reporting period: 1 July 2024 to 31 December 2024 (Quarter 2)
  • Budget adjustment items:
    • Increase of $291k Roads to Recovery (R2R)
      • Revised 2024/2025 income: $1.26 million
    • Decrease of $280k Victorian Local Government Grants Commission (VLGGC)
      • Revised 2024/2025 income allocation: $6.397 million
    • Allocation of $390k Hepburn Kindergarten Refurbishment from previously approved grant funding
      • Stated as nil net effect to overall budget position
  • Net movement: favourable movement of $11k to the amended 2024/2025 budget
  • Motion: Moved by Cr Brian Hood, seconded by Cr Lesley Hewitt
  • Vote: Carried unanimously (Against: Nil; Abstained: Nil)
• Impact: Ensures Council’s financial plan remains accurate and aligned with confirmed funding amounts, supporting responsible budget management and service planning for the community.
• Next steps:
  • Adjustments will be reflected in the next (Quarter 3) financial report
  • Continue monitoring forecasts and deviations through the remainder of the financial year.

Noted no decisions made under temporary extended financial delegations during election period

• Context: During the election period, Council had temporarily increased the CEO’s financial delegation to maintain operational continuity.
• Details:
  • Meeting: Tuesday 25 February 2025
  • Item: 8.4 Report to Council on Temporary Extended Financial Delegations
  • Temporary delegation period: 17 September 2024 to 26 November 2024
  • Temporary delegation limit: up to $750,000 inclusive of GST
  • Current delegation limit referenced: $330,000 inclusive of GST
  • Decision: Council noted that no decisions were made under the extended financial delegations during the election period
  • Motion: Moved by Cr Tony Clark, seconded by Cr Tim Drylie
  • Vote: Carried unanimously (Against: Nil; Abstained: Nil)
  • Stated reason (from report): the temporary delegation was not utilised because approvals were planned/processed through Council before the election period and due to tender processes already underway.
• Impact: Confirms election-period governance controls were respected and that higher delegation authority was not relied upon for contracting or expenditure decisions.
• Next steps: No operational action required; the matter is recorded for governance and audit purposes.

Noted and published H1 2024/2025 Council Plan and Annual Plan progress reports

• Context: Council reviewed progress against strategic actions for the first half of 2024/2025 and considered publication of the H1 progress reporting.
• Details:
  • Meeting: Tuesday 25 February 2025
  • Item: 8.5 H1 2024/2025 Council Plan and Annual Plan Progress Reports
  • Decision:
    • Noted the Council Plan 2021–2025 progress and Annual Plan progress reports for the first half of 2024/2025
    • Noted the report will be published on Council’s website
  • Reporting coverage (as described in the report):
    • Council Plan actions totalled: 116
    • Status at H1: 50 completed, 58 on track, 4 delayed, 3 cancelled, 1 not commenced
    • Annual Plans outstanding actions (combined 2022/23 and 2023/24): 18 outstanding at end of 2023/2024
    • As at 31 December 2024: 6 completed, 2 on track for completion by end of June 2025, 9 progress delayed, 1 yet to commence
  • Motion: Moved by Cr Brian Hood, seconded by Cr Shirley Cornish
  • Vote: Carried unanimously (Against: Nil; Abstained: Nil)
• Impact: Improves transparency and accountability by informing residents of progress on Council priorities and action delivery, including where work is delayed or not yet commenced.
• Next steps: Publish the H1 progress reports on Council’s website following Council’s decision.

Granted planning permit for eight-lot subdivision at 12–14 Vanina Street, Hepburn

• Context: Council considered a planning application to subdivide land at 12–14 Vanina Street, Hepburn, within zones/overlays requiring careful assessment (including bushfire and environmental significance constraints).
• Details:
  • Meeting: Tuesday 25 February 2025
  • Item: 8.1 Consideration of Planning Application PLN22/0259 – 12 Vanina Street Hepburn (permit decision recorded in minutes)
  • Applicant proposal: subdivision of land into eight (8) lots
  • Location: 12–14 Vanina Street, Hepburn
  • Site size: approximately 7,327 square metres
  • Zones/overlays: Neighbourhood Residential Zone – Schedule 4 (NRZ4); Bushfire Management Overlay – Schedule 1 (BMO1); Environmental Significance Overlay – Schedule 1 (ESO1)
  • Public notification: 12 objections received
  • Decision: Council issued a Notice of Decision to Grant a Planning Permit for the subdivision into eight lots, subject to detailed permit conditions
  • Key conditions include (examples from the permit conditions listed):
    • Amended plans required prior to certification (including Bushfire Management Plan, vegetation removal/retention plan, subdivision plan with building envelopes, Waste Management Strategy)
    • Landscaping plan and planting schedule requirements (including visual screening along the south-east boundary for at least 60% of the driveway)
    • Section 173 agreement requirements to implement bushfire protection measures and incorporate endorsed plans/strategies
    • Telecommunications and fibre-ready requirements
    • Stormwater strategy and drainage works requirements (including detention system design criteria)
    • Waste management requirements including private waste collection and an approved waste management strategy
    • Plan checking fee: 0.75% of value of works; supervision fee: 2.50% of value of works
    • Public open space contribution: 5% monetary contribution under Clause 53.01 (with ability to delay by agreement)
    • Permit expiry: if plan not certified within 2 years; statement of compliance not issued within 5 years of certification
  • Motion: Moved by Cr Pat Hockey, seconded by Cr Tony Clark
  • Vote: Carried (For: Cr Tony Clark, Cr Shirley Cornish, Cr Tim Drylie, Cr Lesley Hewitt, Cr Don Henderson, Cr Pat Hockey; Against: Cr Brian Hood)
• Impact: Enables additional residential lots in Hepburn through an infill subdivision, while imposing conditions intended to manage bushfire risk, environmental constraints (including water quality considerations), and infrastructure impacts.
• Next steps:
  • Issue the Notice of Decision to Grant the planning permit
  • Applicant must satisfy all conditions (including submitting amended plans and entering required agreements) prior to certification and commencement stages
  • The permit will proceed through the subdivision certification process under the Subdivision Act 1988, subject to compliance with the conditions.

Community Impact

• Hepburn Springs residents (12–14 Vanina Street): Council issued a notice of decision to approve an 8-lot subdivision, creating new residential lots and common property access arrangements
• Neighbouring property owners near Vanina Street: Construction and subdivision works may cause temporary amenity impacts (dust, noise, construction hours) and require stormwater/detention measures to avoid impacts on adjacent properties
• Local bushfire-affected residents: New dwellings on the subdivided lots will be subject to bushfire protection requirements (BAL levels and building envelopes) secured via a Section 173 agreement
• Residents in the wider Hepburn catchment: Stormwater and drainage requirements (including detention and no concentrated discharge to adjoining properties) will be implemented to manage runoff and protect water quality
• Ratepayers (waste charges): Council deferred an application to the Essential Services Commission to change how waste service charges are capped/classified, meaning waste charge settings will be handled through the 2025/26 budget process instead of a near-term ESC variation
• Hepburn Shire community (planning/finance engagement): Council will proceed with Hepburn Together consultation in multiple phases, including a deliberative panel and community comment on draft plans in late April/early May

Other Notable Items

• Community raised concerns about projected $4m cash shortfall and proposed 7% rate cap impact.
• Clunes public pool repairs discussed; specialist report expected this week, reopening dependent on findings.
• Native-vegetation-related Chanter Lane Road repair timing questioned; expected completion by end June 2026.
• Hepburn Together consultation approach outlined: deliberative panel via independent consultant Conversation Co.
• Planning application PLN22/0259 drew 12 objections, including density, native vegetation loss, bushfire access, and drainage.

Tech & Innovation Notes

• Live-streaming and recording of council meetings via Council’s YouTube channel; recording to be made available on Council’s website (hybrid/virtual meeting practice).
• Council “Technology and Transformation” function referenced (Manager Technology and Transformation listed among officers).
• Planning permit conditions requiring telecommunications connectivity and “fibre-ready” telecommunication facilities for new lots (telecommunications network/service provider; Australian Communications and Media Authority standards; National Broadband Network/optical fibre considerations).
• Council Plan / Annual Plan progress reporting to be published on Council’s website (digital publication of reports).

Key Decisions & Outcomes

• Confirmed minutes of 16 September 2024 and 26 November 2024 meetings.
• Noted temporary extended planning delegations decisions made during election period.
• Adopted revised planning delegation instrument for 18-month trial (18 Dec 2024–30 Jun 2026).
• Awarded tender for supply/delivery of one motor grader (HEPBURFT2024.02) to William Adams CAT.
• Awarded tender for bulk emulsion supply (HEPBURFT2024.01) to Fulton Hogan Industries; enabled contract extension.
• Received and noted Audit and Risk Committee recommendations from 9 September 2024.

Detailed Descriptions

Confirmed minutes of 16 September 2024 and 26 November 2024 meetings

• Context: Council considered confirmation of the minutes from two prior meetings to ensure the official record is accurate and adopted for governance purposes.
• Details:
  • Ordinary Meeting of Council: 16 September 2024
  • Statutory Meeting of Council: 26 November 2024
  • Item considered at the Ordinary Meeting of Council on 17 December 2024 (moved by Cr Brian Hood, seconded by Cr Lesley Hewitt; motion carried).
• Impact: Provides certainty and continuity for council decisions, ensuring residents and stakeholders can rely on the formal record of proceedings.
• Next steps: The confirmed minutes become the authoritative minutes for those meetings and are retained as part of Council’s governance documentation.

Noted temporary extended planning delegations decisions made during election period

• Context: During the election period, Council needed continuity in statutory planning decision-making while the new Council term was being inducted.
• Details:
  • Temporary extended delegations were in place from 17 September 2024 to 26 November 2024.
  • At the 16 September 2024 Council meeting, Council resolved that the Executive Manager Development and Community Safety (pursuant to s61(1) of the Planning and Environment Act 1987) could determine permit applications normally reserved for Council.
  • At the 17 December 2024 meeting, Council noted the report and the decisions made under those extended delegations (motion moved by Cr Lesley Hewitt, seconded by Cr Shirley Cornish; motion carried).
  • The report states decisions included: 4 Notices of Decision to Grant a Permit (applications attracted objections), 1 Notice of Refusal (heritage provisions not satisfied), and other permit determinations.
• Impact: Helps maintain timely planning outcomes (within statutory timeframes) and reduces risk of “failure to decide” matters during the election period.
• Next steps: A further planning delegation framework was then considered separately at the same meeting (Item 11.3 – Revision of Instrument of Planning Delegation to Officers) to replace the temporary arrangements with an 18-month trial structure.

Adopted revised planning delegation instrument for 18-month trial (18 Dec 2024–30 Jun 2026)

• Context: Council reviewed its planning delegation arrangements to balance efficient decision-making by officers with appropriate Council oversight, particularly where objections and/or policy sensitivity arise.
• Details:
  • Council resolved that from 18 December 2024 to 30 June 2026 (18-month trial), delegated planning staff may determine permit applications under s61(1) of the Planning and Environment Act 1987, subject to conditions and limitations.
  • Key conditions/limitations adopted included:
    • Permit must not be inconsistent with a Cultural Heritage Management Plan (Aboriginal Heritage Act 2006) or Conservation Management Plan (Flora and Fauna Guarantee Act 1988).
    • Referral thresholds:
      • Where more than 10 objections are received → application referred to Council.
      • Where more than 5 objections are received for applications in a Farming Zone → application referred to Council.
    • Additional referral triggers: applications meeting specified criteria (e.g., genuine municipality-wide significance, cross-boundary impacts, inadequate provision under existing local policy, significant public interest, or contrary to adopted Future Hepburn strategies / supported planning scheme amendments).
    • All planning applications involving Council owned or managed land must be referred to Council.
  • Councillors’ “call-in” mechanism: CEO to implement a process allowing Councillors to call in a planning permit to a Councillor briefing if a minimum of three Councillors seek such a call-in.
  • Adoption was resolved at the 17 December 2024 meeting (motion moved by Cr Lesley Hewitt, seconded by Cr Brian Hood; motion carried).
  • Voting: carried with Cr Tim Drylie voting against.
• Impact: Changes how local planning matters are decided and escalated, affecting residents’ pathways for Council consideration and improving consistency with the “Future Hepburn” planning framework.
• Next steps:
  • Council’s Instruments of Delegation will be updated and published on Council’s website.
  • A report to a future Council meeting will review the effectiveness of the 18-month trial and consider continuation or further amendments.

Awarded tender for supply/delivery of one motor grader (HEPBURFT2024.02) to William Adams CAT

• Context: Council’s 2024/2025 Plant Replacement Program required replacement of a motor grader used for road and infrastructure works across the Shire.
• Details:
  • Tender: HEPBURFT2024.02 – Supply & Delivery of One Motor Grader
  • Awarded to: William Adams CAT
  • Contract value: $364,500 (excl. GST) (fixed lump sum price, “after trade”)
  • Tender process: public tender released October 2024, with three compliant submissions received.
  • Evaluation outcome: William Adams (CAT) ranked 1st with a total score of 82.34%.
  • Council decision made at the 17 December 2024 meeting (motion moved by Cr Lesley Hewitt, seconded by Cr Pat Hockey; motion carried).
  • CEO authority: Council delegated authority to the Chief Executive Officer to sign the contract.
• Impact: Strengthens Council’s capacity to maintain and renew roads and unsealed road networks, supporting safer and more reliable local infrastructure for residents and visitors.
• Next steps:
  • CEO signs the contract on behalf of Council.
  • Officers coordinate delivery, transition into the fleet, and related operational steps (including training/induction and disposal of the existing unit).

Awarded tender for bulk emulsion supply (HEPBURFT2024.01) to Fulton Hogan Industries; enabled contract extension

• Context: Council purchases bulk emulsion to support sealed road maintenance activities such as pothole patching and edge sealing.
• Details:
  • Tender: HEPBURFT2024.01 – Supply of Bulk Emulsion
  • Awarded to: Fulton Hogan Industries Pty Ltd
  • Contract term: three-year contract with an option for an additional two-year extension at Council’s sole discretion
  • Procurement context: Council uses approximately 100,000L of emulsion annually.
  • Tender process: public tender released late July 2024, with two compliant submissions received.
  • Evaluation outcome: Fulton Hogan ranked 1st with a total score of 83.75%.
  • Council decision made at the 17 December 2024 meeting (motion moved by Cr Pat Hockey, seconded by Cr Shirley Cornish; motion carried).
  • Contract extension authority: Council authorised the Director Infrastructure and Delivery to exercise the contract extension option pending satisfactory performance.
• Impact: Provides continuity and supply certainty for sealed road maintenance, supporting ongoing road quality and reducing disruption risk from supply interruptions.
• Next steps:
  • CEO signs the contract document on behalf of Council.
  • Director Infrastructure and Delivery manages ongoing contract performance and, if performance is satisfactory, will proceed with the extension option in line with the contract terms.

Community Impact

• Residents (road users): Road resealing in Clunes, Daylesford, Creswick and Trentham starting in December, with traffic management and minor delays while crews are onsite
• Residents (road users): Annual roadside slashing of 550+ km of roadsides through December (and sometimes into the New Year), potentially affecting access/visibility near roadside works
• Daylesford residents & visitors: Daylesford Town Hall restoration works continue with scaffolding/hoarding; stage expected to complete by July 2025
• Planning applicants & objectors (shire-wide): From 18 Dec 2024 to 30 Jun 2026, staff can decide more planning permits without Council approval, with the “referral to Council” trigger changed (e.g., higher objection threshold and higher $ threshold)
• Planning applicants & objectors (shire-wide): Councillors can “call in” any planning permit for a Council decision if at least three Councillors request it, increasing the chance some applications are escalated beyond officer decisions
• Local community & ratepayers: Council awarded tenders to support ongoing infrastructure maintenance—bulk emulsion supply (3-year contract with extension option) and purchase of a motor grader—supporting continued road works and maintenance capacity

Other Notable Items

• Community concern raised about planning delegation changes reducing residents’ appeal rights.
• Public questions challenged accuracy of prior statements and sought correction about VCAT matters.
• New councillors and committees transitioned after election; Reconciliation Advisory Committee met first time.
• Djuwang Baring (Creswick Trails) officially opened; noted early parking/amenities “teething issues”.
• CEO update: Daylesford Town Hall restoration progressing; expected completion by July 2025.

Tech & Innovation Notes

• Live-streaming/recording of council meetings via Council’s YouTube channel and Facebook page; recordings made available on Council’s website (digital communications for governance).
• “Manager Technology and Transformation” / “Director Performance and Transformation” roles referenced (internal IT/digital transformation capability).
• Council website publication of a “register of Planning Permit Applications” and publishing updated instruments of delegation (online publication of planning information).
• Planning delegation “call-in” process for Councillors (procedural governance mechanism tied to council decision workflows).
• Planning/VCAT decision processes supported by published planning registers and instruments (digital access to planning-related information).
• Mention of recording issues due to Facebook removing a streamed meeting recording; decision to stream to YouTube going forward (platform dependency and continuity of digital records).

Key Decisions & Outcomes

• Elect Mayor Don Henderson for a one-year 2024/2025 term.
• Elect Deputy Mayor Lesley Hewitt for a one-year 2024/2025 term.
• Note councillors’ oaths/affirmations of office taken on 14 November 2024.
• Appoint councillor representation to external bodies and advisory committees for 12 months.
• Establish councillor appointments for Council community asset committees for 12 months.
• Confirm Glenlyon Recreation Reserve Community Pavilion advisory group will appoint members via EOI.

Detailed Descriptions

Elect Mayor Don Henderson for a one-year 2024/2025 term

• Context: Council was required to determine the length of the Mayor’s term before electing the Mayor at the Statutory Meeting of Council. The Mayor’s office had become vacant at 6:00am on 26 October 2024.
• Details:
  • Date of decision: Tuesday 26 November 2024 (Statutory Meeting of Council).
  • Resolution: Council elected the Mayor for a one-year term.
  • Motion: Moved by Cr Shirley Cornish, seconded by Cr Tony Clark; carried unanimously (no votes against/abstentions recorded).
  • Election outcome: As there was only one nomination, Cr Don Henderson was duly elected as Mayor for the 2024/2025 term.
• Impact: Provides clear leadership and chairing arrangements for Council meetings, and confirms the principal spokesperson for the 2024/2025 period.
• Next steps: The Mayor commenced the 2024/2025 term following the election at the meeting (with the Council’s governance arrangements continuing through the year).

Elect Deputy Mayor Lesley Hewitt for a one-year 2024/2025 term

• Context: Council elected whether the Deputy Mayor would serve a one-year or two-year term prior to the Deputy Mayor election. The Deputy Mayor role had previously been disestablished until the end of the previous Council term on 26 October 2024.
• Details:
  • Date of decision: Tuesday 26 November 2024 (Statutory Meeting of Council).
  • Resolution: Council elected the Deputy Mayor for a one-year term.
  • Motion: Moved by Cr Don Henderson, seconded by Cr Pat Hockey; carried unanimously (no votes against/abstentions recorded).
  • Election outcome: As there was only one nomination, Cr Lesley Hewitt was duly elected as Deputy Mayor for the 2024/2025 term.
• Impact: Ensures continuity of leadership and a defined transition/acting arrangement if the Mayor is unavailable or the office becomes vacant.
• Next steps: The Deputy Mayor role operates for the 2024/2025 year alongside the Mayor, supporting continuity for Council meeting chairing and civic/ceremonial duties as required.

Note councillors’ oaths/affirmations of office taken on 14 November 2024

• Context: Under the Local Government Act 2020, councillors must take an oath or affirmation of office administered by the Chief Executive Officer, and the signed oaths/affirmations must be recorded in Council minutes.
• Details:
  • Date of oath/affirmation: 14 November 2024.
  • Officer report item: 6.1 Recording of the Oath or Affirmation of Office.
  • Recommendation: Council notes the affirmations and oath of office taken by Councillors on 14 November 2024.
  • Motion: Moved by Cr Lesley Hewitt, seconded by Cr Tim Drylie; carried unanimously (no votes against/abstentions recorded).
  • Background noted in the report:
    • Local Government Elections declared by VEC poll on 8 November 2024.
    • Councillors commenced their term once they had taken the oath/affirmation.
• Impact: Confirms formal compliance with statutory governance requirements and validates the councillors’ authority to act in office.
• Next steps: The signed oaths/affirmations remain attached/recorded as part of the minutes process, supporting ongoing governance compliance.

Appoint councillor representation to external bodies and advisory committees for 12 months

• Context: Following appointment of the Mayor and Deputy Mayor, Council reviewed and appointed councillor representation to advisory committees, community reference groups, boards, and external bodies. Councillor appointments are for 12 months, reviewed each year at the Statutory Meeting.
• Details:
  • Date of decision: Tuesday 26 November 2024 (Statutory Meeting of Council).
  • Term length: 12 months (appointments reviewed annually at the Statutory Meeting).
  • Motion: Moved by Cr Don Henderson, seconded by Cr Tony Clark; carried unanimously (no votes against/abstentions recorded).
  • Appointments to external bodies (as listed in the minutes):
    • Municipal Association of Victoria: Cr Tim Drylie (Substitute: Cr Lesley Hewitt)
    • World Heritage Listing of the Victorian Goldfields Region: Cr Pat Hockey
    • Greater Ballarat Alliance of Councils: Mayor (per minutes)
    • Loddon Campaspe Group of Councils: Mayor (per minutes)
    • Municipal Emergency Management Planning Committee: Officer to be appointed (as stated in the table)
    • Z-NET Community Roundtable: Officer to be appointed (as stated in the table)
    • Audit and Risk Committee (two positions): Cr Tony Clark and Mayor
  • Appointments to Council advisory committees (as listed in the minutes):
    • Daylesford Community Facilities Project Advisory Group: Cr Lesley Hewitt
    • Disability Advisory Committee: Cr Tony Clark
    • Gender Equity Advisory Committee: Cr Lesley Hewitt
    • Glenlyon Recreation Reserve Community Pavilion Project Advisory Group: Cr Shirley Cornish
    • Heather Mutimer International Women’s Day Honour Roll Advisory Committee: Cr Shirley Cornish
    • LGBTIQA+ Advisory Committee: Cr Shirley Cornish
    • Mineral Springs Reserves Advisory Committee: Cr Pat Hockey
    • Reconciliation Action Plan Advisory Committee: Mayor (as per Terms of Reference)
    • Sustainable Hepburn Community Advisory Committee: Cr Tim Drylie
• Impact: Ensures community perspectives are represented in Council decision-making processes through structured advisory and external engagement for the year.
• Next steps: These appointments operate for the 12-month period, with representation reviewed again at the next Statutory Meeting of Council.

Establish councillor appointments for Council community asset committees for 12 months

• Context: Council community asset committees require councillor representation. Appointments are made annually for 12 months following the election of the Mayor and Deputy Mayor.
• Details:
  • Date of decision: Tuesday 26 November 2024 (Statutory Meeting of Council).
  • Term length: 12 months.
  • Motion: Moved by Cr Don Henderson, seconded by Cr Tony Clark; carried unanimously (no votes against/abstentions recorded).
  • Councillor appointments to Council community asset committees (as listed in the minutes):
    • 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 Lesley Hewitt
    • 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
• Impact: Strengthens governance and local accountability for community assets by ensuring councillors provide direct oversight/liaison to each committee.
• Next steps: Councillor representatives will serve for the 12-month period, with appointments reviewed again at the following Statutory Meeting.

Confirm Glenlyon Recreation Reserve Community Pavilion advisory group will appoint members via EOI

• Context: The Glenlyon Recreation Reserve Community Pavilion Project Advisory Group was established by Council resolution prior to the statutory meeting, and community members are to be selected through a transparent process.
• Details:
  • Date established (per minutes background): Council resolution at the Ordinary Meeting on 16 September 2024.
  • Advisory group membership approach: Community members will be appointed following an Expression of Interest (EOI) process.
  • Councillor representative confirmed in the appointments list:
    • Glenlyon Recreation Reserve Community Pavilion Project Advisory Group: Cr Shirley Cornish (councillor representative also Chair, per the committee appointment framing in the minutes).
• Impact: Promotes transparent community participation and helps ensure the advisory group includes relevant local voices alongside councillor leadership.
• Next steps: Council will run the EOI process to recruit community members, and those members will be appointed to the advisory group following the EOI assessment.

Community Impact

• Residents (governance/leadership): Mayor elected for a one-year term (Don Henderson), shaping local leadership priorities and how the Council Plan is promoted and reported to the community over 2024/25
• Residents (governance/continuity): Deputy Mayor elected for a one-year term (Lesley Hewitt), providing continuity for chairing Council meetings and acting as Mayor if required
• Residents (committee input): Councillor appointments to advisory committees and community asset committees for 12 months, affecting how resident and stakeholder views are considered on local projects and services
• Residents of Daylesford: Daylesford Community Facilities Project Advisory Group has a nominated Councillor representative, influencing consultation and decisions related to community facilities in Daylesford
• Residents (equity and inclusion): Councillor representation on Disability Advisory, Gender Equity Advisory, and LGBTIQA+ Advisory committees, influencing advice and priorities on accessibility, inclusion, and equity initiatives
• Residents (local facilities and reserves): Councillor representation across multiple community asset committees (e.g., museum, recreation reserves, halls) affecting oversight and decision-making for maintenance, upgrades, and management of local community infrastructure

Other Notable Items

• Community engagement approach noted: meeting live-streamed and recorded for later website viewing.
• Mayoral nomination issue: Cr Brian Hood’s nomination lapsed for lack of seconder.
• Project update: Glenlyon Recreation Reserve Community Pavilion Project Advisory Group to appoint members via EOI.
• Future governance item: annual review of councillor representation on committees and external bodies.
• Recognition: incoming Mayor and Deputy Mayor delivered speeches and received congratulatory remarks.

Tech & Innovation Notes

• Live-streaming of the council meeting via Council’s Facebook page; meeting recorded and made available on Council’s website (hybrid/virtual meeting approach).

Key Decisions & Outcomes

• Adopt Hepburn Shire Council Financial Vision 2024–2027 as attached.
• Apply for a 2025/26 ESC rate cap variation of 10% plus the ministerial cap.
• Double pensioner rate rebates (from $21 to $42) if the rate cap variation succeeds.
• Ensure waste service charges comply with ministerial guidelines via revenue-neutral ESC variation.
• Identify and deliver $1.92m operational savings/revenue opportunities for 2025/26 budget.
• Investigate short-stay accommodation management options under proposed Short Stay Levy Bill 2024.

Detailed Descriptions

Adopt Hepburn Shire Council Financial Vision 2024–2027 as attached

• Context: Hepburn Shire Council is responding to a high strategic risk around financial sustainability, with the Audit and Risk Committee advising decisive action is required to keep risk within tolerance. The Financial Vision is intended to guide the next Council Plan and Long-Term Financial Plan work.
• Details:
  • Meeting: Special Meeting of Council, Tuesday 10 September 2024, Council Chamber, 24 Vincent Street, Daylesford (commenced 2:00 PM).
  • Motion outcome: Council adopted the “Financial Vision 2024–2027” as attached (moved by Cr Lesley Hewitt; seconded by Cr Don Henderson; carried unanimously with no votes against).
  • Officer recommendation included:
    • Adoption of the Financial Vision as attached (Recommendation item 4).
    • Use of the adopted Financial Vision as the basis for updating the Financial Plan (item 14).
    • Administrative amendments permitted if required and not changing intent (item 15).
  • Planning linkage:
    • Council Plan 2025–2029 and Financial Plan 2025–2034 must be adopted by no later than 31 October 2025 (per the Local Government Act 2020), with deliberative engagement practices.
• Impact: Provides a clear, community-informed financial sustainability framework for the next Council term, including guidance on rate variation, operational savings, and service/revenue reforms needed to address the projected cash shortfall from 2025/26 onwards.
• Next steps:
  • CEO to prepare/update the Financial Plan using the adopted Financial Vision.
  • Council Plan 2025–2029 and Financial Plan 2025–2034 to be developed with deliberative engagement and adopted by 31 October 2025.
  • Ongoing community engagement through 2025 deliberative processes to implement any service delivery changes.

Apply for a 2025/26 ESC rate cap variation of 10% plus the ministerial cap

• Context: Council faces constrained revenue growth due to the Victorian “Fair Go Rates” rate cap, which limits increases without Essential Services Commission (ESC) approval. The Financial Vision proposes a rate cap variation to support financial sustainability and address a projected annual cash shortfall from 2025/26.
• Details:
  • Meeting date/decision: Tuesday 10 September 2024 (Special Meeting).
  • ESC application authorisation:
    • CEO authorised to submit an application to the ESC for a rate cap variation for 2025/26 of 10% plus the applicable rate cap to be announced by the Minister for Local Government.
  • Motion figures (as recorded in the minutes’ alternative motion wording):
    • Estimated additional rates income if applying for 10% including the State Government rate cap (estimated at 2.50%): $1.56 million in 2025/26.
    • Motion also notes the broader Financial Vision modelling where a 10% in addition to the annual rate cap would generate $2.08 million additional rates income in 2025/26.
  • Timing note: Officers required time to prepare the ESC application; the resolution supports inclusion in the 2025/26 budget process.
• Impact: If approved, Council can partially offset financial pressures without relying on further borrowing for operational needs, supporting continuity of essential services and infrastructure renewal priorities.
• Next steps:
  • CEO to prepare and submit the ESC application (resolution authorises this action).
  • Results to be incorporated into the development of the 2025/26 budget (with operational savings/revenue opportunities to be identified and planned).

Double pensioner rate rebates (from $21 to $42) if the rate cap variation succeeds

• Context: Council’s Financial Vision includes targeted affordability measures for pensioners who receive the State Government Municipal Rates Concession. The rebate increase is conditional on success of the ESC rate cap variation application.
• Details:
  • Conditional implementation:
    • For 2025/26, if the rate cap variation application succeeds, Council resolves to double the current pensioner rebate.
  • Amount change:
    • Rebate increases from $21 to $42 (doubling the Council’s additional rebate for eligible pensioners).
  • Motion/authorisation:
    • CEO authorised to implement the rebate increase for 2025/26 subject to successful ESC variation.
  • Budget/communications notes (from the motion text):
    • The motion also includes a communications campaign about the State Municipal Rates Concession (50% deduction up to a yearly maximum of $259.50 (2024–25)) alongside the additional Hepburn rebate.
• Impact: Improves rate affordability for eligible pensioners across Hepburn Shire during a period of cost-of-living pressure and constrained council funding.
• Next steps:
  • Confirm ESC rate cap variation outcome for 2025/26.
  • If approved, incorporate the rebate increase into the 2025/26 budget and proceed with ratepayer communications.

Ensure waste service charges comply with ministerial guidelines via revenue-neutral ESC variation

• Context: In late December 2023, the Victorian Government released Ministerial Good Practice Guidelines for Local Government Service Rates and Charges, effective 2025/26, requiring reassessment of how waste-related charges are structured. Council must transition to comply without creating net cost to ratepayers.
• Details:
  • Compliance driver:
    • Ministerial guidelines recommend waste management charges be directly linked to services provided to properties, and suggest other waste-related charges be included in General Rates rather than Waste Management Charges.
  • ESC action:
    • CEO authorised to apply to the ESC for a 2025/26 rate cap variation that ensures waste service charges comply with the new ministerial guidelines.
  • Revenue neutrality:
    • Explicitly noted as revenue neutral to Council and of no net cost to ratepayers.
  • Practical implication:
    • Council proposes reviewing the current Waste Management Charge and transferring part of it to General Rates to align with guidelines.
• Impact: Helps protect ratepayer fairness while ensuring Hepburn Shire remains compliant with Victorian waste charging expectations, reducing risk of non-compliance and future adjustment costs.
• Next steps:
  • CEO to prepare and submit the ESC variation application specifically for waste charging compliance.
  • Once approved, implement the charge structure changes for 2025/26 as part of the budget and rating arrangements.

Identify and deliver $1.92m operational savings/revenue opportunities for 2025/26 budget

• Context: The Financial Vision models that, alongside the proposed ESC rate cap variation, Council must identify operational savings and/or new revenue to meet the financial sustainability requirements for 2025/26.
• Details:
  • Target amount:
    • $1.92 million per annum operational savings and/or revenue opportunities (estimated) required to realise the Financial Vision (as stated in the Financial Vision modelling and supporting officer recommendation).
  • Decision/authorisation:
    • CEO to work with Councillors to analyse all Council services to identify operational savings and/or new revenue opportunities.
    • These savings/revenue opportunities are to be considered in development of the 2025/26 budget.
  • Deadline in resolution:
    • Incorporate operational savings/revenue opportunities into the 2025/26 budget by 30 June 2025.
  • Service analysis context:
    • Council’s service catalogue and service map (released during July 2024 engagement) underpins the service-by-service review approach.
• Impact: Aims to reduce pressure on ratepayers by achieving sustainability through efficiency and revenue measures rather than relying solely on rate increases.
• Next steps:
  • CEO and Councillors to conduct service analysis and develop options.
  • Include agreed savings/revenue measures in the 2025/26 budget by 30 June 2025.
  • Ensure any service changes follow appropriate community communication and governance processes.

Investigate short-stay accommodation management options under proposed Short Stay Levy Bill 2024

• Context: Council’s Financial Vision notes uncertainty around statewide implementation of a short-stay levy and therefore does not incorporate it into the base modelling. The Council resolution requires investigation of options in light of the proposed Short Stay Levy Bill 2024.
• Details:
  • Decision date/meeting:
    • Tuesday 10 September 2024 (Special Meeting of Council).
  • Resolution content:
    • Council to investigate options for managing short-term accommodation under the proposed Short Stay Levy Bill 2024.
  • Scope of investigation:
    • Assess potential revenue opportunities.
    • Assess impacts on local housing markets.
    • Assess impacts on local amenity.
  • Community aim:
    • Ensure benefits for the Hepburn Shire community.
• Impact: Positions Council to respond proactively to potential new regulatory/levy settings affecting short-stay accommodation, balancing tourism/economy with housing affordability and community amenity.
• Next steps:
  • CEO to investigate and report back with management options and likely impacts.
  • Findings to inform future Council decisions once legislative direction becomes clearer.

Community Impact

• Ratepayers (all residents): Council will seek an Essential Services Commission (ESC) rate cap variation for 2025/26 of 10% plus the annual rate cap, increasing average general rates by about $175/year (about $3.37/week) if approved
• Pensioners: If the 2025/26 rate cap variation is approved, the Council will double the pensioner rate rebate under the State Pensioner Rate Remission scheme from $21 to $42, reducing rates for eligible pension households
• Waste service users (all residents): Council will apply to the ESC to align waste service charges with new 2025/26 ministerial guidelines; while described as revenue-neutral overall, the structure of waste charges may change on rate notices
• Community services users (all residents): To help address a projected ongoing cash shortfall from 2025/26, Council will identify operational savings and potential service reductions/changes (estimated $1.92m per year), which may affect service frequency, availability, or opening hours after further analysis and consultation
• Local infrastructure and facilities users (all residents): Capital works will be prioritised toward “asset renewal” (maintaining existing facilities) with new/extended assets more dependent on grants and matching funds, potentially slowing upgrades unless grant funding is secured
• Residents seeking affordable housing and local amenity: Council will investigate options for managing short-stay accommodation (including impacts on housing markets and amenity) and continue exploring leasing/sale of land for social/affordable housing and/or financial returns

Other Notable Items

• Community questioned rate increases, debt growth, and whether Hepburn should seek amalgamation or restructuring.
• Mayor explained deficits were timing/one-off issues, not cash shortfalls, and outlined proposed rate variation impacts.
• Discussion highlighted rising interest-bearing debt and use of borrowings for capital works, not operations.
• Future work flagged: analyse all services for $1.92–$2.44m savings/revenue, by 30 June 2025.
• Future agenda items: Council Plan 2025–2029, Financial Plan 2025–2034, and 2025 asset plan/short-stay levy options.

Tech & Innovation Notes

• Live-streaming of the council meeting via Council’s Facebook page (online platform for public access)
• Use of the “Participate Hepburn” website for community engagement (online engagement platform)
• Mention of “Service Catalogue and Service Map” and associated digital/communication materials (service delivery mapping and transparency tools)
• Reference to technology enhancements and “shared services and technology enhancements” to improve service delivery (digital transformation)
• Mention of exploring “new technologies, including AI” to enhance customer service and optimize expenditure (technology initiative)
• Council ICT function present (Manager Information and Communication Technology) indicating IT capability within the organisation

Key Decisions & Outcomes

• Confirmed minutes of the 16 July 2024 Ordinary Meeting.
• Carried motion to consider Bath Street Trentham traffic closure options.
• Admitted September 2024 Special Meetings item into urgent business.
• Amended Special Meeting notices: allow in-person (cap 60) and virtual attendance.
• Amended Special Meeting notices to include public participation time and written submissions.
• Granted planning permit PLN24/0048 for dwelling and sawmill (timber drying) at 123 Sharpes Lane.

Detailed Descriptions

Confirmed minutes of the 16 July 2024 Ordinary Meeting

• Context: Council considered confirmation of the minutes from the Ordinary Meeting held on 16 July 2024, as previously circulated to Councillors.
• Details:
  • Meeting: Ordinary Meeting of Council (Public Minutes), Tuesday 20 August 2024.
  • Motion: “That the Minutes of the Ordinary Meeting of Council held on 16 July 2024 (as previously circulated to Councillors) be confirmed.”
  • Moved: Cr Jen Bray; Seconded: Cr Don Henderson.
  • Result: Carried (Voted for: Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie; Voted against: Nil; Abstained: Nil).
• Impact: Provides formal approval of Council’s prior meeting record, enabling accurate governance, reporting, and continuity of decisions.
• Next steps: The confirmed minutes remain the official record of the 16 July 2024 Ordinary Meeting and are used for ongoing actions and reference in subsequent Council business.

Carried motion to consider Bath Street Trentham traffic closure options

• Context: Following the successful completion of the “Mechanics Trentham” event, Council considered whether traffic restrictions could improve safety and experience on Bath Street.
• Details:
  • Notice of Motion: Put forward by Cr Hood on 8 July 2024.
  • Motion: Requested the CEO to consider options for potential closure or part-closure to traffic on Bath Street between High Street and Albert Street in Trentham, noting statutory process would be required for any road closure.
  • Moved: Cr Lesley Hewitt; Seconded: Cr Don Henderson.
  • Result: Carried.
  • Voting: Voted for (Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Lesley Hewitt, Cr Tessa Halliday); Abstained: Cr Tim Drylie; Voted against: Nil.
• Impact: Opens a pathway to improve local safety and event suitability in Trentham by assessing traffic management options for Bath Street.
• Next steps: The CEO will consider closure/part-closure options and the required statutory process; any proposed outcomes would be brought back to Council for further decision-making.

Admitted September 2024 Special Meetings item into urgent business

• Context: Council needed to admit an item relating to upcoming Special Meetings (scheduled for early September 2024) into urgent business under its Governance Rules.
• Details:
  • Motion: To admit the item relating to the upcoming Special Meetings of Council scheduled for 3 and 10 September 2024 into urgent business (Governance Rules Division 3, item 26), as it:
    1) relates to or arises out of a matter arisen since distribution of the agenda, and
    2) cannot safely or conveniently be deferred until the next Council Meeting.
  • Moved: Cr Jen Bray; Seconded: Cr Lesley Hewitt.
  • Result: Carried.
  • Voting: Voted for (Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie); Voted against: Nil; Abstained: Nil.
• Impact: Allows Council to progress Special Meeting arrangements promptly, ensuring timeframes for decisions and public notice requirements are met.
• Next steps: The urgent item proceeds to the Special Meetings of Council on:
  • Tuesday 3 September 2024, and
  • Tuesday 10 September 2024.

Amended Special Meeting notices: allow in-person (cap 60) and virtual attendance

• Context: Council amended public notices for the September 2024 Special Meetings to improve accessibility and participation options for residents.
• Details:
  • Special Meetings: Tuesday 3 September 2024 and Tuesday 10 September 2024.
  • Initial amendment (as agreed in the motion):
    • Allow in-person attendance capped at 60 persons (Council Chamber capacity).
    • Enable both in-person and virtual attendance by members of the public.
  • Moved: Cr Don Henderson; Seconded: Cr Jen Bray.
  • Result: Carried (Voted for: Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie; Voted against: Nil; Abstained: Nil).
  • Additional procedural requirement: Notices to be republished at least seven days prior to each Special Meeting.
• Impact: Increases community access to Special Meetings while managing physical capacity constraints in the Council Chamber.
• Next steps: Council will republish amended notices at least seven days before each Special Meeting (3 September and 10 September 2024).

Amended Special Meeting notices to include public participation time and written submissions

• Context: Council further amended the Special Meeting notices to ensure structured public participation, including opportunities for public questions and requests to address.
• Details:
  • Special Meetings: Tuesday 3 September 2024 and Tuesday 10 September 2024.
  • Amendment accepted during the meeting:
    • Include public participation time (public questions and requests to address) in both Special Meetings.
    • Written submissions for public participation must be received by Council no later than 10:00am the day prior to each respective Special Meeting.
    • Notices to be republished at least seven days prior to each Special Meeting.
  • Moved (amended motion): Cr Don Henderson; Seconded: Cr Jen Bray.
  • Result: Carried (Voted for: Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie; Voted against: Nil; Abstained: Nil).
• Impact: Ensures residents have a clear, time-bound mechanism to participate in Special Meetings through questions and requests to address, supported by written submission requirements.
• Next steps: Council will publish the amended notices reflecting the participation time and the 10:00am written submission deadline for each Special Meeting.

Granted planning permit PLN24/0048 for dwelling and sawmill (timber drying) at 123 Sharpes Lane

• Context: Council considered a statutory planning application for land at 123 Sharpes Lane, Glenlyon, seeking approval for a dwelling and a sawmill activity (timber drying via kiln).
• Details:
  • Application: PLN24/0048.
  • Location: 123 Sharpes Lane, Glenlyon.
  • Proposal: Use and development of land for:
    • a three-bedroom dwelling and studio, and
    • a sawmill use for drying of timber (kiln placed on-site; kiln described as a 40 ft shopping container).
  • Site details: 2.83 hectares; within Farming Zone – Schedule 2; overlays include Bushfire Management Overlay and Environmental Significance Overlay (Schedule 1).
  • Public notification/objections: Advertised; 13 objections received; seven objections withdrawn after amendment (1 July 2024 removed the milling component; kiln for already-milled timber remains).
  • Decision: Council issued a Notice of Decision to grant a Planning Permit subject to conditions (including endorsed plans, CFA emergency/site management planning, limits on timber storage, delivery hours, wastewater requirements, and permit expiry provisions).
  • Decision motion:
    • Moved: Cr Jen Bray; Seconded: Cr Lesley Hewitt.
    • Result: Carried unanimously (Voted for: Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie; Voted against: Nil; Abstained: Nil).
• Impact: Enables the approved rural dwelling and on-site timber drying operation, subject to detailed bushfire, amenity, wastewater, and operational controls—supporting land use while managing impacts on surrounding residents.
• Next steps: A Notice of Decision will be issued; the permit is subject to compliance with the listed conditions, including submission/endorsement of amended plans (e.g., Bushfire Management Plan, Emergency Management Plan, Site Management Plan, and an amended site plan showing kiln location and access/hardstand).

Community Impact

• Daylesford residents: Lease of 24 Vincent Street for temporary Council office accommodation and “new chambers” while Daylesford Town Hall roof/electrical repairs are undertaken (6-year lease with option for a further 6 years)
• Daylesford residents (town centre): Special Council Meetings on 3 & 10 September will be live-streamed and amended to allow in-person attendance (up to 60) plus virtual participation and public questions/requests to address
• Trentham residents: Possible future closure or partial closure to traffic on Bath Street between High and Albert Streets (CEO to consider options following completion of the Mechanics Trentham project)
• Glenlyon residents (near Sharpes Lane): Planning permit granted for a dwelling plus rural timber drying operation (kiln) on 123 Sharpes Lane, including conditions limiting deliveries (8am–7pm), timber storage (max 8m³), and requiring bushfire, emergency, site management, and wastewater controls
• Residents across the Shire: Council’s Rainbow Action Plan for LGBTIQA+ inclusion (launched in August) commits to actions to improve equality, safety, and connection for LGBTIQA+ people—especially vulnerable young people
• Creswick residents and businesses: Continued rollout/expansion of Creswick Trails (Djuwang Baring)—32km opened ahead of schedule with remaining 28km due in December—expected to increase year-round visitation and local economic activity

Other Notable Items

• Community concerns raised about Future Hepburn draft plans and whether submissions were incorporated pre-3 September vote.
• Public questions sought clarity on 24 Vincent Street “new chambers” lease duration and longer-term office plans.
• Dan Murphy’s liquor licence refusal repeatedly acknowledged as a significant local health-and-wellbeing outcome.
• Rainbow Action Plan launched, with councillors commending community-led activism and LGBTIQA+ inclusion efforts.
• Special Council meetings scheduled for 3 and 10 September, with expanded public participation time added to notices.

Tech & Innovation Notes

• Live-streaming and recording of council meetings via Council’s Facebook page, with recordings made available on Council’s website (hybrid/virtual meeting approach).
• Public participation arrangements for Special Meetings including virtual attendance and live streaming (3 & 10 September 2024).
• Use of online/digital communication channels for community updates (e.g., Facebook posts; “Participate Hepburn” website referenced for timelines and engagement).

Key Decisions & Outcomes

• Confirmed minutes of 18 June and 25 June 2024 meetings.
• Adopted refusal of PLN23/0261: 35 Paddock Street, Clunes subdivision.
• Adopted refusal of PLN24/0015: 504 McKenzies Road, Clunes two-lot subdivision.
• Adopted Audit and Risk Committee Charter.
• Adopted Privacy Policy 30(C).
• Adopted Public Interest Disclosure Procedures Policy 74(C) and Council Expenses/Resources Policy 80(C).

Detailed Descriptions

Confirmed Minutes of 18 June and 25 June 2024 Meetings

• Context: Council considered confirmation of the minutes from its Ordinary Meeting held on 18 June 2024 and its Special Meeting held on 25 June 2024 (both previously circulated to Councillors).
• Details:
  • Meeting date for confirmation: Tuesday 16 July 2024 (Ordinary Meeting of Council).
  • Minutes confirmed:
    • Ordinary Meeting: 18 June 2024
    • Special Meeting: 25 June 2024
  • Motion: Carried unanimously (no votes against or abstentions recorded).
• Impact: Ensures Council’s formal record is accurate and that subsequent decisions and actions rely on an approved governance history.
• Next steps: The confirmed minutes become the official record and are used as the basis for tracking resolutions and administrative follow-up.

Adopted Refusal of PLN23/0261: 35 Paddock Street, Clunes Subdivision

• Context: Council assessed a planning application for a staged multi-lot subdivision and removal of native vegetation on land at 35 Paddock Street, Clunes.
• Details:
  • Application reference: PLN23/0261
  • Location: 35 Paddock Street, Clunes
  • Proposal:
    • Subdivide a 29.5ha parcel into 106 lots (minimum ~2,000m² each)
    • Staged over 6 stages
    • Includes removal of native vegetation
  • Council decision date: Tuesday 16 July 2024
  • Decision: Refuse to Grant a Planning Permit
  • Grounds for refusal (as adopted by Council):
    1. Inadequate urban design outcomes causing poor interface with adjoining land and the Clunes township
    2. Inadequate road layout causing poor interface with Clunes Primary School and connections to the township
    3. Drainage reserve siting not contained within the site—stormwater/water sustainability cannot be adequately considered
    4. Public open space not provided safely or sufficiently
    5. Native vegetation removal not consistent with Clause 12.01-1L
    6. Subdivision layout not in accordance with the intent of Clause 11.01-1L
    7. Subdivision and native vegetation removal does not adequately address decision guidelines of Clause 65.02
• Impact: The proposal cannot proceed in its current form, preserving Council’s expectations for township interface, school/traffic safety, stormwater management, open space provision, and native vegetation protections.
• Next steps: The applicant may pursue appeal/VCAT processes (the minutes note the application had been appealed against Council’s failure to determine). Council officers will continue any required statutory correspondence and case management.

Adopted Refusal of PLN24/0015: 504 McKenzies Road, Clunes Two-Lot Subdivision

• Context: Council considered an application seeking a two-lot subdivision (house lot excision) affecting a farming property at 504 McKenzies Road, Clunes.
• Details:
  • Application reference: PLN24/0015
  • Location: 504 McKenzies Road, Clunes
  • Proposal:
    • Subdivide a ~5ha portion from a larger ~105.5ha property
    • Create a two-lot subdivision
    • Intended to enable an existing dwelling to be excised as a separate lot (house lot excision)
  • Council decision date: Tuesday 16 July 2024
  • Decision: Refuse to Grant a Planning Permit
  • Grounds for refusal (as adopted by Council):
    1. Not consistent with the purpose and decision guidelines of the Farming Zone (Clauses 14.01-1S and 14.01-1L)—subdivision would fragment Farming Zone land
    2. Does not adequately address the Farming Zone purpose/decision guidelines
    3. Removes an area (proposed Lot 2) permanently from productive agricultural production—fragmentation of agricultural land sought to be avoided
    4. Creation of a rural lifestyle lot in the Farming Zone—an outcome discouraged by the planning scheme
    5. A small rural lifestyle lot would likely negatively impact adjoining/nearby agricultural operations and expansion
    6. Does not support or enhance agricultural production
  • Conflict/participation note: Cr Tessa Halliday declared a material interest for Item 10.2 PLN24/0015 and left the meeting at 6:27pm; she returned at 6:41pm.
• Impact: Protects the integrity of Farming Zone land and reduces the risk of rural residential fragmentation that could undermine ongoing agricultural use.
• Next steps: The applicant may pursue review/appeal pathways. Council will proceed with formal notification of refusal and any required statutory documentation.

Adopted Audit and Risk Committee Charter

• Context: Council reviewed and adopted governance arrangements governing the Audit and Risk Committee’s role, responsibilities, and operating framework.
• Details:
  • Adoption item: 13.1 Adoption of the Audit and Risk Committee Charter
  • Meeting date: Tuesday 16 July 2024
  • Decision: Council adopted the Audit and Risk Committee Charter (as listed in the Ordinary Meeting agenda and confirmed in the minutes contents).
• Impact: Strengthens Council’s internal governance and assurance framework by clarifying how audit and risk oversight is conducted.
• Next steps: The adopted charter will guide Audit and Risk Committee operations going forward, including committee reporting and review cycles.

Adopted Privacy Policy 30(C)

• Context: Council adopted a formal policy governing privacy practices and handling of personal information.
• Details:
  • Adoption item: 13.2 Adoption of Policy 30(C) – Privacy Policy
  • Meeting date: Tuesday 16 July 2024
  • Decision: Council adopted Privacy Policy 30(C) (as listed in the agenda/minutes contents).
• Impact: Improves consistency and compliance in how Council collects, uses, discloses, and protects personal information—supporting community trust.
• Next steps: Officers will implement the policy across relevant systems and procedures, including staff awareness and operational alignment.

Adopted Public Interest Disclosure Procedures Policy 74(C) and Council Expenses/Resources Policy 80(C)

• Context: Council adopted governance policies covering whistleblowing/public interest disclosures and the rules for council expenses/resources.
• Details:
  • Adoption items:
    • 13.3 Adoption of Policy 74(C) – Public Interest Disclosure Procedures
    • 13.4 Adoption of Policy 80(C) – Council Expenses and Resources Policy
  • Meeting date: Tuesday 16 July 2024
  • Decision: Council adopted both policies 74(C) and 80(C) (as listed in the agenda/minutes contents).
• Impact:
  • Public Interest Disclosure Procedures: strengthens protections and process clarity for disclosures made under applicable public interest frameworks.
  • Expenses/Resources Policy: improves transparency and accountability in how Council-related expenses and resources are managed.
• Next steps: Policies will be rolled out for operational use, including staff guidance and ensuring procedures align with the newly adopted policy requirements.

Community Impact

• Clunes residents (35 Paddock Street area): Council refused a proposed staged subdivision and native vegetation removal, preventing creation of 106 low-density lots and associated development near Clunes Primary School
• Clunes Primary School and families: Refusal means no new subdivision traffic/access changes (including proposed connections/driveways) affecting School Road and the school’s interface
• Local infrastructure users (stormwater/roads): Council’s refusal avoids additional pressure on stormwater drainage, road layout, and public open space provision that officers found inadequate for the proposal
• Clunes residents (housing supply/affordability): Refusal maintains the current low-density zoning outcome for the site, limiting near-term growth and potential diversification/affordable housing benefits that the draft structure plan suggested
• Rural landholders (504 McKenzies Road): Council refused a two-lot subdivision that would have created a ~5ha rural lifestyle lot, reducing fragmentation risk to productive farming land
• Farming community (adjoining agricultural operations): Refusal protects larger farming lots from being broken up into smaller lifestyle blocks that officers said could negatively affect agricultural use and expansion

Other Notable Items

• Community petition (127 signatures) sought replacing Trentham Structure Plan vision statement.
• Future Hepburn consultation questioned; Mayor cited 16,000 letters, 25 stakeholder meetings, and 400 submissions.
• Community feedback deadline for draft town structure plans/rural strategy noted as 26 June; submissions still being reviewed.
• Mechanics Trentham officially opened; Djaara ceremonies and kitchen naming after Kit Manning highlighted.
• Chief Executive reported improved community satisfaction across 12 of 17 service areas.

Tech & Innovation Notes

• Live-streaming and recording of council meetings via Council’s Facebook page, with recordings made available on Council’s website
• Use of an online engagement platform: “Participate Hepburn” website (e.g., “Financial Vision” submissions; Future Hepburn consultation), including reported website visits/views
• IT/communications staffing mentioned: “Manager Information and Communication Technology” (ICT) present at the meeting
• Privacy policy adoption (Policy 30(C) - Privacy Policy), indicating a digital/data governance component

Key Decisions & Outcomes

• Adopted the 2024/2025 Budget, including proposed draft changes
• Adopted 2024/2025 rates and charges and the schedule of fees and charges
• Authorised CEO to make minor administrative adjustments to the 2024/2025 Budget
• Committed to continuing the ten-year Financial Plan and Service Review with September 2024 reporting
• Included $413,217 in new state non-recurrent operational grants (Creswick Trails, Open Access Libraries, Community Recovery Officer)
• Approved 2024/2025 capital works program including Daylesford Town Hall roof/electrical replacement ($1.03M)

Detailed Descriptions

Adopted the 2024/2025 Budget, including proposed draft changes

• Context: Council was required under the Local Government Act 2020 to prepare and adopt an Annual Budget for 2024/2025, following public consultation on the draft Budget.
• Details:
  • Meeting: Special Meeting of Council, Tuesday 25 June 2024, Daylesford Town Hall (76 Vincent Street, Daylesford), commencing 1:30 PM.
  • Legal basis: Adoption “in accordance with Section 94 of the Local Government Act 2020 and relevant regulations.”
  • Consultation: Draft Budget made available and public comment invited from 28 May 2024 to 13 June 2024; 22 submissions received.
  • Briefing: Councillors considered submissions at a briefing on 17 June 2024.
  • Outcome: Council adopted the 2024/2025 Final Budget annexed to the report, including proposed changes to the draft Budget (notably new state non-recurrent operational grants totalling $413,217, which were offset by corresponding expenditure so there was no net cash impact).
• Impact: Establishes how Council will raise revenue and allocate resources for services and investment in infrastructure for 2024/2025, while balancing financial pressures (including planned operational savings and a forecast operating deficit).
• Next steps: Officers were directed to provide formal responses to each budget submitter and continue implementation of the adopted Budget during 2024/2025.

Adopted 2024/2025 rates and charges and the schedule of fees and charges

• Context: Alongside adopting the Budget, Council needed to formally set the rates and charges and the associated schedule of fees and charges for the 2024/2025 financial year.
• Details:
  • Decision: Council adopted 2024/2025 rates and charges and the schedule of Fees and Charges “as detailed in the 2024/2025 Budget.”
  • Rates cap reference: Rates revenue was calculated using the State Government rate cap of 2.75% (Minister Local Government), with CPI for the year ended March 2024 noted as 3.6%.
  • Meeting date: Tuesday 25 June 2024.
• Impact: Provides certainty for ratepayers and service users about what they will be charged in 2024/2025, supporting Council’s ability to fund services and capital works.
• Next steps: The adopted rates/charges and fee schedule are applied through the 2024/2025 rating and billing processes and associated customer service operations.

Authorised CEO to make minor administrative adjustments to the 2024/2025 Budget

• Context: Even after adoption, minor administrative updates may be required to finalise budget documentation and ensure compliance/operational accuracy.
• Details:
  • Decision: Council authorised the Chief Executive Officer to “effect any minor administrative changes which may be required to the 2024/2025 Budget.”
  • Meeting date: Tuesday 25 June 2024.
  • Officer in report: CEO is Bradley Thomas (as noted in the minutes), with financial advice presented by Natalie Martin, Manager Financial Services.
• Impact: Helps ensure the adopted Budget can be implemented smoothly without needing to reconvene Council for small, non-substantive adjustments.
• Next steps: CEO makes only “minor administrative” adjustments; the Budget remains the approved financial framework for 2024/2025.

Committed to continuing the ten-year Financial Plan and Service Review with September 2024 reporting

• Context: Council identified ongoing financial sustainability challenges and committed to a longer-term review beyond the annual Budget.
• Details:
  • Decision: Council “requests officers to continue with the review of the ten-year Financial Plan and Service Review process including community consultation,” and to “bring a report to Council in September 2024.”
  • Budget context: Council noted the need for additional funding from 2025/2026 (cash shortfall projected in subsequent years) and that community engagement would occur in July to support the ten-year plan.
• Impact: Keeps the community and Council aligned on longer-term affordability and service delivery decisions, rather than relying only on annual budget adjustments.
• Next steps: Officers continue the review with community consultation through July and report back to Council in September 2024.

Included $413,217 in new state non-recurrent operational grants (Creswick Trails, Open Access Libraries, Community Recovery Officer)

• Context: After the draft Budget period and community consultation, Council received new state government non-recurrent operational grant announcements that needed to be incorporated into the final Budget.
• Details:
  • Total new grants included in the 2024/2025 Budget: $413,217 (non-recurrent operational grants).
  • Grants and amounts:
    • Creswick Trails Activation Grant: $100,000
    • Open Access Libraries: $185,217
    • Community Recovery Officer: $128,000
  • Budget effect: Council stated these grants would be offset by an increase in operational expenditure “as per the conditions of the grant,” resulting in nil net change to cash position.
  • Location/timeframe: Changes were incorporated into the Budget adopted at the 25 June 2024 Special Meeting.
• Impact: Enables targeted programs and staffing/support (e.g., community recovery capability and library access initiatives) without worsening Council’s overall cash position for 2024/2025.
• Next steps: Grants are received and expended in line with grant conditions during 2024/2025, with outcomes delivered through the relevant Council programs and services.

Approved 2024/2025 capital works program including Daylesford Town Hall roof/electrical replacement ($1.03M)

• Context: Council needed to confirm its 2024/2025 capital works priorities, including renewal and protection of key community assets.
• Details:
  • Capital works total delivered in 2024/2025: $8.4M.
  • Borrowings to support capital: proposes $5.53M of new borrowings.
  • Specific Daylesford Town Hall project:
    • Daylesford Town Hall: $1.03 million
    • Purpose: “finalise roof and electrical replacement” to ensure ongoing protection of a “key heritage asset.”
  • Other capital works examples mentioned in the Budget overview:
    • Road renewal and resealing across the Shire: $2.58 million
    • Building works: $1.06 million (including design for Daylesford Community facilities $300,000 and progression of Glenlyon Recreation Reserve Pavilion $100,000)
    • Recreational and Community facilities (parks/open spaces): $1.5 million (predominantly grant funded)
• Impact: Protects and renews critical infrastructure, including heritage preservation at Daylesford Town Hall, while continuing broader asset renewal across the Shire.
• Next steps: Capital works are implemented during 2024/2025 under Council’s asset management and project delivery processes, with the Town Hall works progressing toward completion of the roof and electrical replacement.

Community Impact

• Ratepayers (all residents): 2024/2025 budget adopted with rates and charges set for the year, including an increase in rates revenue of about $0.72M driven by the 2.75% rate cap and growth
• Residents needing Council services: $1.5M recurring operational budget savings implemented in 2024/2025, with Council aiming to minimise impacts on service delivery
• Daylesford residents and visitors: $1.03M allocated to complete Daylesford Town Hall roof and electrical replacement to protect a key heritage asset
• Road users across the Shire: $2.58M program for road renewal and resealing during 2024/2025
• Communities using facilities and open spaces: $1.06M for building works (including design for Daylesford community facilities and progression of Glenlyon Recreation Reserve pavilion) plus $1.5M for parks and open spaces (predominantly grant funded)
• Library users and vulnerable residents: additional initiatives funded via new grants—$185,217 for “Open Access Libraries” and $128,000 for a Community Recovery Officer (grant offset with no net cash impact)

Other Notable Items

• 22 public submissions received on the 2024/2025 Draft Budget; formal responses requested.
• Budget includes $1.5M recurring operational savings, aiming to minimise service impacts.
• New non-recurrent grants totalling $413,217 added: Creswick Trails, Open Access Libraries, Community Recovery Officer.
• Community consultation planned for July on the ten-year Financial Plan; adoption expected September 2024.
• Submitter themes included affordable housing, building renewal, Doug Lindsay Reserve, and rating differentials.

Tech & Innovation Notes

• Live stream of the meeting via Council’s Facebook page (online platform for public access)
• Community engagement/online consultation via “Participate Hepburn” website (https://participate.hepburn.vic.gov.au/…)

Key Decisions & Outcomes

• Confirmed minutes of 21 May 2024 and 28 May 2024 council meetings.
• Received and noted Mayor and Councillors’ reports.
• Received and noted Chief Executive Officer’s June 2024 report.
• Refused planning permit PLN23/0147 for two-lot subdivision at 110 Steeles Road, Yandoit.
• Appointed k20 Architecture as lead contractor for Daylesford Town Hall assembly hall and library project.
• Drafted Reconciliation Action Plan (Innovate) for submission for formal adoption.

Detailed Descriptions

Confirmed Minutes of 21 May 2024 and 28 May 2024 Council Meetings

• Context: Council reviewed previously circulated minutes to confirm the record of decisions made at the Ordinary Meeting on 21 May 2024 and the Special Meeting on 28 May 2024.
• Details:
  • Meeting date: Tuesday 18 June 2024 (Ordinary Meeting of Council)
  • Minutes confirmed:
    • Ordinary Meeting held on 21 May 2024
    • Special Meeting held on 28 May 2024
  • Motion: Carried unanimously (Voted for: Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Juliet Simpson, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie; Voted against: Nil; Abstained: Nil)
• Impact: Confirms Council’s official governance record, ensuring decisions and actions from those meetings are formally adopted for transparency and accountability.
• Next steps: The confirmed minutes remain the authoritative record and are used to support subsequent reporting, implementation, and any related administrative actions.

Received and Noted Mayor and Councillors’ Reports

• Context: As part of standard Council business, the Mayor and Councillors provide updates on activities, community engagement, and key issues.
• Details:
  • Meeting date: Tuesday 18 June 2024
  • Items received and noted:
    • Mayor’s report: Councillor Brian Hood (Coliban Ward)
      • Included Reconciliation Week flag raising on Sorry Day in Creswick and progress on the Reconciliation Action Plan – Innovate draft
      • Referenced budget/rates discussions with State MP Mary-Anne Thomas and financial sustainability messaging to the Minister for Local Government Melissa Horne
      • Noted upcoming opening of Mechanics Trentham (library/customer service/meeting spaces)
    • Councillor reports (verbal reports):
      • Cr Juliet Simpson (Holcombe Ward)
      • Cr Jen Bray (Birch Ward) — activities from 22 May to 17 June 2024, including rural strategy and town structure plan information sessions and Daylesford Town Hall PAG activities
      • Cr Lesley Hewitt (Birch Ward) — included community recognition (Order of Australia Medal for Patrice O’Shea) and discussion of health and wellbeing impacts
      • Cr Tessa Halliday (Cameron Ward)
      • Cr Don Henderson (Creswick Ward)
      • Cr Tim Drylie (Creswick Ward)
  • Resolution: Motion carried (Voted against: Nil; Abstained: Nil)
• Impact: Strengthens community confidence by publicly documenting elected representatives’ engagement and priorities, including reconciliation initiatives, planning engagement, and local project updates.
• Next steps: Reports are recorded in the Council minutes and inform ongoing departmental and community engagement activities.

Received and Noted Chief Executive Officer’s June 2024 Report

• Context: Council formally receives the CEO’s monthly report to track current issues, initiatives, and project progress across the Shire.
• Details:
  • Meeting date: Tuesday 18 June 2024
  • Resolution: Council received and noted the Chief Executive Officer’s June 2024 report.
  • Key items included in the CEO report:
    • Daylesford Community Facilities Project Advisory Group (PAG): Council previously appointed seven community members; an eighth youth representative to be filled; PAG held its first meeting
    • k20 Architecture appointed as lead contractor for a multi-function assembly hall and contemporary library at Daylesford Town Hall site (including Town Hall, office accommodation, and Senior Citizens’ room); site visits commenced
    • Reconciliation Week activities: National Sorry Day flag raising at Creswick Hub on 27 May 2024
    • Special Council Meeting on 28 May 2024: endorsed release of the draft 2024/2025 Budget for public exhibition
    • Health and Wellbeing Survey open until 17 June 2024
    • Mechanics Trentham opening: Friday 21 June at 66 High Street, Trentham
• Impact: Provides governance oversight of delivery progress and strategic workstreams (reconciliation, planning engagement, community facilities, and major openings).
• Next steps: Ongoing implementation of the projects and actions referenced in the June report, with progress to be reported in future Council updates.

Refused Planning Permit PLN23/0147 for Two-Lot Subdivision at 110 Steeles Road, Yandoit

• Context: Council considered a statutory planning application under the Planning and Environment Act 1987 for subdivision of land in a Farming Zone with bushfire and environmental overlays.
• Details:
  • Application: PLN23/0147
  • Proposal: Two-lot subdivision at 110 Steeles Road, Yandoit VIC 3461
  • Site: approx. 16.18 hectares
  • Proposed lot sizes: 8.739 ha (Lot 1) and 7.441 ha (Lot 2)
  • Zoning/overlays: Farming Zone – Schedule 2, Bushfire Management Overlay, and Environmental Significance Overlay – Schedule 1
  • Council decision: Refused to grant a Planning Permit (decision made at the Ordinary Meeting on 18 June 2024)
  • Grounds for refusal included:
    1. Not consistent with Farming Zone purpose/decision guidelines—fragmentation and subdivision into lots smaller than the minimum lot size (entrenching dwelling uses)
    2. Not demonstrated acceptable outcome—insufficient evidence of improved biodiversity values or agricultural production
    3. Not demonstrated appropriate protection of human life / minimisation of bushfire risk—no upgrading of vehicle access or provision of static water supply, contrary to relevant bushfire requirements
• Impact: Maintains the land’s existing planning intent by preventing further subdivision that Council assessed would worsen bushfire risk outcomes and undermine objectives for biodiversity/agricultural land use.
• Next steps: The applicant may pursue appeal rights (including potential VCAT processes) and Council will finalise statutory notice and records of the refusal decision.

Appointed k20 Architecture as Lead Contractor for Daylesford Town Hall Assembly Hall and Library Project

• Context: Council’s Daylesford Community Facilities Project Advisory Group (PAG) and related project planning required a lead contractor to progress design and development for the Town Hall precinct works.
• Details:
  • Meeting date: Tuesday 18 June 2024
  • Decision recorded through CEO report update: Council was informed that k20 Architecture has been appointed as lead contractor
  • Project scope: design and development of a multi-function assembly hall and contemporary library at the Daylesford Town Hall site, including:
    • Town Hall
    • Office accommodation
    • Senior Citizens’ room
  • Status: site visits have commenced
• Impact: Advances delivery of a major community infrastructure project in Daylesford, supporting local access to library, meeting, and community functions.
• Next steps: Continued design development by k20 Architecture, coordination with the Daylesford Community Facilities PAG, and further project planning leading to subsequent Council consideration as required.

Drafted Reconciliation Action Plan (Innovate) for Submission for Formal Adoption

• Context: Council progressed its second iteration of Reconciliation Action Planning in line with reconciliation commitments and community advisory input.
• Details:
  • Meeting date: Tuesday 18 June 2024
  • Mayor’s report (Councillor Brian Hood) stated:
    • Council’s second iteration of the Reconciliation Action Plan, Innovate, has been drafted
    • Drafting was done “in conjunction with Djanduk and reconciliation advisory committee members”
    • Plan will be submitted for formal adoption soon
  • Related reconciliation activity referenced: flag raising ceremony on Sorry Day in Creswick during Reconciliation Week
• Impact: Strengthens Council’s commitment to truth-telling, understanding, education, and tackling racism, while providing a structured pathway for reconciliation actions in the community.
• Next steps: Submission of the Reconciliation Action Plan (Innovate) for formal adoption by Council following the drafting completion and internal processes.

Community Impact

• Yandoit residents: Council refused the proposed two-lot subdivision at 110 Steeles Road, meaning the land will not be split into separate titles as requested
• Yandoit residents (future development): Refusal reduces the likelihood of future dwelling expansion on separate lots that could increase bushfire risk and require additional vehicle access/water provisions
• Farming Zone landholders (regional impact): The decision reinforces Council’s approach to avoid fragmentation of Farming Zone properties into smaller “rural living” lots, especially in high bushfire/higher environmental value areas
• Daylesford residents: A new Daylesford Community Facilities Project Advisory Group (PAG) will consult on potential future community facilities at the Daylesford Town Hall site, including a multi-function assembly hall and contemporary library
• Daylesford residents: The Daylesford Town Hall facilities project will progress with k20 Architecture appointed as lead contractor and site visits commencing, affecting planning/design timelines and future works planning
• Shire-wide residents: Community input is being sought for the Draft Town Structure Plans and Rural Strategy (submissions encouraged by 26 June), which will shape future growth and development directions up to 2050

Other Notable Items

• Residents raised concerns about potential Daylesford Hospital impacts from reported health budget cuts.
• Community submissions sought for Draft Town Structure Plans and Rural Hepburn Strategy, deadline extended to 26 June.
• Daylesford Community Facilities Project Advisory Group formed; youth representative position to be filled.
• Mechanics Trentham opening announced for 21 June, including official proceedings and community activities.
• Daylesford named a finalist in TAC Victorian Top Tourism Town Awards; community voting encouraged.

Tech & Innovation Notes

• Live-streaming and recording of council meetings via Council’s Facebook page, with recordings made available on Council’s website (hybrid/virtual meeting approach).
• Use of online/digital public engagement channels: “Participate Hepburn” website for submissions and viewing budget overview video; public information sessions referenced as using website and submissions.
• Digital communications via social media: “Facebook posts” used to share information with the community.
• IT/communications function referenced: presence of “Manager Information and Communication Technology” as an officer attending the meeting.
• Online survey tool referenced: Health and Wellbeing Survey link available via “Participate Hepburn” and via Facebook post.
• Digital infrastructure/land information systems referenced in planning attachments: LANDATA® / Secure Electronic Registries Victoria (e.g., “imaged document supplied by LANDATA®, Secure Electronic Registries Victoria”).

Key Decisions & Outcomes

• Endorsed release of Draft 2024/2025 Annual Budget for public consultation.
• Approved $100,000 Affordable Housing Action Plan funding; defer $100,000 to 2025/26.
• Set budget consultation via Participate Hepburn; submissions close 13 June 2024.
• Scheduled budget adoption for 25 June 2024; fees to commence 1 July 2024.
• Requested CEO and Mayor seek extension to September 2024 budget adoption (motion lost).
• Requested updated 10-year Financial Plan and additional councillor workshops/community engagement in July.

Detailed Descriptions

Endorsed release of Draft 2024/2025 Annual Budget for public consultation

• Context: Council considered the Draft 2024/2025 Annual Budget as required under the Local Government Act 2020, in a challenging financial environment affecting long-term sustainability.
• Details:
  • Item considered at the Special Meeting of Council on Tuesday 28 May 2024 (Virtual Meeting via Video Conference).
  • Council endorsed the release of the Draft 2024/2025 Annual Budget for public consultation under Sections 94 and 96 of the Local Government Act 2020.
  • The CEO was authorised to make minor administrative changes during the consultation period.
• Impact: The community gains the opportunity to review and comment on Council’s proposed revenue and expenditure plans for 2024/2025 before final adoption.
• Next steps:
  • Draft budget will be published and promoted for consultation (including online/social media and local newspaper advertising as described in the report).
  • Submissions will be received via Participate Hepburn (see next item).

Approved $100,000 Affordable Housing Action Plan funding; defer $100,000 to 2025/26

• Context: Council incorporated targeted funding to support further implementation of the Affordable Housing Action Plan and Strategy, “A Home in Hepburn Shire,” while balancing budget constraints.
• Details:
  • Council resolved to include $100,000 in the Draft 2024/2025 budget to:
    • resource the further implementation of the Affordable Housing Action Plan and Strategy – A Home in Hepburn Shire, and
    • offset that funding in part by delivering the renewal of the Newlyn Pavilion kitchen floor over two financial years.
  • Council also resolved to defer $100,000 to the 2025/2026 budget.
• Impact: Affordable housing implementation is advanced in 2024/2025, while deferring part of the funding to maintain overall budget sustainability.
• Next steps:
  • Funding and associated works will proceed through the 2024/2025 budget cycle subject to consultation feedback and final adoption.
  • The deferred $100,000 will be carried into planning for 2025/26.

Set budget consultation via Participate Hepburn; submissions close 13 June 2024

• Context: As part of the statutory budget process, Council sought community input on the Draft 2024/2025 Annual Budget.
• Details:
  • Public consultation was set to occur via Participate Hepburn.
  • Council invited submissions on the Draft 2024/2025 Annual Budget, noting that submissions close on 13 June 2024.
• Impact: Residents and stakeholders can influence how Council finalises priorities and allocations for 2024/2025.
• Next steps:
  • Council will consider community feedback received via Participate Hepburn ahead of the budget adoption meeting (see next item for timing).
  • A Council briefing is referenced for 17 June 2024 to consider feedback.

Scheduled budget adoption for 25 June 2024; fees to commence 1 July 2024

• Context: After public consultation, Council is required to adopt the Annual Budget by the statutory timeframe.
• Details:
  • Subject to changes after considering submissions, the 2024/2025 Annual Budget was scheduled for adoption at a Council Meeting on Tuesday 25 June 2024 (in accordance with Section 94 of the Local Government Act 2020).
  • Council endorsed the schedule of fees to commence from 1 July 2024.
• Impact: Provides certainty for service planning and implementation of the annual budget and fee framework for the community and service users.
• Next steps:
  • Final budget and fees will be presented for adoption on 25 June 2024.
  • Fees take effect from 1 July 2024.

Requested CEO and Mayor seek extension to September 2024 budget adoption (motion lost)

• Context: A motion was put to seek more time to adopt the budget, linked to the need for extensive community consultation and alignment with the Long-Term Financial Plan.
• Details:
  • At the 28 May 2024 Special Meeting, Council considered a motion requesting the CEO and Mayor to write to the Minister for Local Government to seek an extension of time to the September 2024 Council meeting for budget adoption.
  • The motion was lost.
  • Voting outcome (as recorded):
    • For: Cr Brian Hood, Cr Don Henderson, Cr Lesley Hewitt
    • Against: Cr Jen Bray, Cr Juliet Simpson, Cr Tessa Halliday, Cr Tim Drylie
• Impact: Council proceeded with the planned 25 June 2024 adoption timing rather than seeking a formal extension to September.
• Next steps:
  • Continue with the existing consultation and adoption timetable, including additional workshops and Long-Term Financial Plan updates (see next item).

Requested updated 10-year Financial Plan and additional councillor workshops/community engagement in July

• Context: Council recognised long-term financial sustainability challenges and sought further councillor and community engagement to support long-term planning.
• Details:
  • Council requested the CEO work with Councillors to:
    • undertake additional Councillor workshops,
    • engage with the community during July, and
    • prepare an updated Financial Plan (10-years) for consideration at the September 2024 Council Meeting.
  • This request was included in the carried motion at the 28 May 2024 Special Meeting.
• Impact: Strengthens transparency and improves the quality of long-term financial decision-making by involving councillors and the community before September 2024.
• Next steps:
  • Conduct councillor workshops and community engagement throughout July 2024.
  • Present the updated 10-year Financial Plan to Council for consideration in September 2024.

Community Impact

• Residents (all areas): Draft 2024/25 Annual Budget released for public consultation via Participate Hepburn, with submissions closing 13 June 2024 and budget adoption planned for 25 June 2024
• Residents (all areas): Fees and charges schedule to commence 1 July 2024, including increases across multiple services (e.g., animal registrations, planning/building/environmental health fees, waste-related charges, and local laws permits)
• Affordable housing recipients: $100,000 included in the 2024/25 budget to further implement the Affordable Housing Action Plan and Strategy (“A Home in Hepburn Shire”)
• Newlyn Pavilion users/community: Funding included to renew the Newlyn Pavilion kitchen floor over two financial years (with $100,000 deferred to 2025/26)
• Daylesford residents: $1.03M allocated in the 2024/25 capital works program for vital remedial works at the Daylesford Town Hall (roof and electrical replacement)
• Road users/residents (all areas): $2.58M allocated for road renewal and resealing as part of the 2024/25 capital works program, potentially affecting local traffic during works

Other Notable Items

• Community consultation invited for the draft 2024/25 Annual Budget via Participate Hepburn (submissions close 13 June).
• Councillor workshops and community engagement planned during July, feeding into an updated 10-year Financial Plan.
• Budget debate included a failed motion to seek a Ministerial extension to September 2024 budget adoption.
• Affordable Housing Action Plan: $100,000 proposed for further implementation; Newlyn Pavilion kitchen floor funding deferred.
• Draft budget notes major pressures: $1.5M operational savings, $1.96M operating deficit, and $5.53M new borrowings.

Tech & Innovation Notes

• Online/digital engagement & service delivery: Live stream of the meeting via Council’s Facebook page; community submissions invited via “Participate Hepburn”; budget document to be available on Council’s website.
• IT function referenced: Officer roles include “Manager Information and Communication Technology” (ICT).
• Digital platform integration: Visitor Information Centres “Premium website listing” requiring sign-up to the Australia Tourism Data Warehouse (ATDW) to list on the “Visit Hepburn Shire website” (and related tourism sites).
• Digital documentation/online processes (implied): “Online documentation” and “Online documentation, search time” listed under Rates Information/FOI-related charges.

Key Decisions & Outcomes

• Confirmed 16 April and 30 April 2024 Council meeting minutes.
• Noted Mayor and Councillors’ reports for the period.
• Noted CEO’s May 2024 report.
• Noted progress on Sustainable Hepburn Strategy actions for next six months.
• Declared Solar Savers special rates charge and approved applicant list.
• Appointed Daylesford Community Facilities Project Advisory Group members; CEO to appoint youth representative.

Detailed Descriptions

Confirmed 16 April and 30 April 2024 Council meeting minutes

• Context: Council considered formal confirmation of minutes from the previous Ordinary Meeting (16 April 2024) and the Special Meeting (30 April 2024) to ensure accurate records of Council decisions.
• Details:
  • Confirmed the Minutes of the Ordinary Meeting of Council held on 16 April 2024 (previously circulated).
  • Confirmed the Minutes of the Special Meeting of Council held on 30 April 2024 (previously circulated).
  • Motion moved by Cr Don Henderson, seconded by Cr Tessa Halliday, and carried unanimously (no votes against; no abstentions).
• Impact: Ensures Council’s official decision-making record is accurate and provides a reliable basis for follow-on actions, reporting, and governance transparency.
• Next steps: Minutes are treated as the official record for those meetings and remain available for public reference following this confirmation.

Noted Mayor and Councillors’ reports for the period

• Context: Council received a consolidated update on activities, advocacy, and community engagement undertaken by the Mayor and Councillors during the reporting period.
• Details:
  • The Mayor’s report was provided by Councillor Brian Hood (Coliban Ward).
  • Councillor reports were provided by Cr Tim Drylie (Creswick Ward), Cr Juliet Simpson (Holcombe Ward) (verbal report), Cr Jen Bray (Birch Ward), Cr Lesley Hewitt (Birch Ward), and Cr Tessa Halliday (Cameron Ward) (verbal report), and Cr Don Henderson (Creswick Ward).
  • Council resolved to receive and note the reports.
  • Motion moved by Cr Juliet Simpson, seconded by Cr Jen Bray, and carried.
• Impact: Strengthens accountability by publicly documenting Council representation, community engagement, and advocacy activities across the Shire.
• Next steps: The noted reports form part of the Council’s official minutes for ongoing public transparency and reference.

Noted CEO’s May 2024 report

• Context: Council reviewed the Chief Executive Officer’s monthly update to track current issues, initiatives, and project progress across the organisation.
• Details:
  • Council received and noted the Chief Executive Officer’s Report for May 2024.
  • The report highlighted, among other items:
    • Newlyn Recreation Reserve sports lighting upgrade opened (oval lighting to compliant AFL competition standard to 100 lux LEDs; included four 30-metre light tower poles).
    • Doug Lindsay Recreation Reserve refurbished bowling green opened on 24 April by Catherine King MP.
    • Central Springs Reserve masterplan implementation progress (including three mineral spring pumps—1 accessible—and Djaara artwork).
    • The Mechanics Trentham on track for final inspection, with official opening on 21 June 2024 at 4:30pm.
    • Creswick Trails progress toward a 60-kilometre network opening later in 2024, with trail naming “Djuwang Baring”.
  • Motion moved by Cr Jen Bray, seconded by Cr Juliet Simpson, and carried.
• Impact: Keeps the community informed about operational delivery, capital works progress, and key upcoming milestones.
• Next steps: The CEO report remains recorded in the minutes; officers continue delivery of the listed projects and prepare further updates through subsequent Council reporting cycles.

Noted progress on Sustainable Hepburn Strategy actions for next six months

• Context: Council received an implementation update on the Sustainable Hepburn Strategy 2022–2026, including both performance to date and planned actions for the next six months.
• Details:
  • Council noted progress on delivery of the strategy action plans and the proposed actions over the next six months.
  • Strategy scope:
    • Five action plans across four themes plus overarching actions: Beyond zero emissions, Natural environment and biodiversity, Low waste, Climate resilience, and Overarching.
  • Delivery performance (Q1 & Q2, 2023/2024):
    • 74 actions being delivered across the first half of the year.
    • 66 actions (89%) are on track or completed.
  • Key highlights included:
    • FOGO (Food and Garden Organic) kerbside service commenced 8 April 2024.
    • Transfer Station Upgrade Project completed (including separate glass and FOGO drop-off facilities; CCTV upgraded at Creswick Transfer Station).
    • Energy Backup Systems installed in Daylesford and Trentham in Quarter 2 (solar PV + battery storage + diesel generator + smart cloud controls).
  • Next six months priorities included (examples):
    • Planning Scheme review to embed Ecologically Sustainable Design (ESD) and related principles.
    • Continued governance via Steering Committee, Project Control Group, and Community Advisory Committee.
    • Delivery/enablement items such as Solar Savers, EV charging infrastructure, circular economy roadmap work, and biodiversity/low-waste program actions.
  • Motion moved by Cr Jen Bray, seconded by Cr Tim Drylie, and carried.
• Impact: Provides assurance that the strategy is being actively implemented, with measurable progress and a clear forward plan for environmental sustainability outcomes.
• Next steps: Officers continue implementing the next six months’ actions and report progress through future Council updates.

Declared Solar Savers special rates charge and approved applicant list

• Context: Council considered the formal declaration of a special charge scheme under the Local Government Act 1989 to enable eligible households to install solar PV and repay costs over time.
• Details:
  • Council agreed to proceed with the list of applicants to the Solar Savers program.
  • Council declared a special charge under Section 163 of the Local Government Act 1989 for affected properties.
  • Budget and cost figures:
    • Council allocated $120,000 in the 2023/2024 budget to deliver the program.
    • Total cost for supply and installation: $57,254.01 (GST exclusive).
    • Estimated total program cost (including project management fee, recruitment, and public exhibition): ~$74,000 ex-GST.
  • Repayment structure:
    • Six residential property owners contribute the entirety over an eight-year period, commencing 31 October 2024.
  • Implementation governance:
    • Notice of intention given 27 March 2024.
    • Public viewing period 28 March to 1 May 2024.
    • No submissions or objections received.
  • Motion moved by Cr Lesley Hewitt, seconded by Cr Don Henderson, and carried.
• Impact: Expands access to solar benefits for pensioner/low-income households, reducing energy costs and supporting emissions reduction while distributing costs via a property-based charge.
• Next steps:
  • CEO proceeds with implementation steps for the special charge scheme.
  • CEO to write to the relevant government department requesting information on how Commonwealth solar panel importation is ensured to comply with the Modern Slavery Act 2018.

Appointed Daylesford Community Facilities Project Advisory Group members; CEO to appoint youth representative

• Context: Council established and then populated the Daylesford Community Facilities Project Advisory Group (PAG) to guide community input into concept design for a multi-function assembly hall and contemporary library at the Daylesford Town Hall site.
• Details:
  • Council endorsed appointment of seven community members to the PAG:
    • Adam Fawcett
    • Joanne Tsakoumagos
    • John Miller Campbell King
    • Louise Johnson
    • Sarah Bibby
    • Sarah Lang
    • Matt Johnson
  • Conflict of interest handling:
    • Cr Jen Bray left the meeting at 6:29pm due to a conflict of interest for Item 11.1.
  • Youth representative appointment:
    • Council delegated to the CEO to appoint a youth representative after a targeted recruitment campaign and evaluation process.
  • Motion moved by Cr Lesley Hewitt, seconded by Cr Don Henderson, and carried.
  • Council resolved that the Evaluation Report and Evaluation Summary attachments remain confidential.
• Impact: Ensures the PAG reflects broad community interests and skills, while adding a youth perspective to strengthen relevance of the facility design for younger residents and future users.
• Next steps:
  • Officers/CEO run a targeted youth recruitment campaign and evaluation process.
  • CEO appoints the youth representative to complete the PAG membership (with an alternative option to appoint an additional member from original submissions if a youth representative cannot be identified).

Community Impact

• Daylesford residents: Establishment of the Daylesford Community Facilities Project Advisory Group, with community input shaping the design/feasibility of a new multi-function assembly hall and contemporary library at the Town Hall site
• Daylesford residents (Town Hall precinct users): Potential upgrades to the existing assembly hall and improved activation of the Town Hall site for community events, performances, and library services (subject to feasibility and external funding)
• Creswick and Daylesford residents (road users): Ongoing unsealed-road maintenance and limited road-upgrade funding due to tight finances—White Hills Road and Gardiner Street (Creswick) are not currently funded for sealing in 2024–25, with works limited to rolling preventative grading as weather allows
• Daylesford and surrounding residents near closed landfill/transfer sites: Continued monitoring and potential further investigation/testing related to health-risk concerns around the former landfill at Ajax Road (results to be published later in 2024)
• Pensioner/low-income households: Solar Savers special charge scheme declared for selected eligible properties, enabling solar PV installation with repayments via an 8-year special charge on participating properties starting 31 October 2024
• Shire residents (environment & services): Progressing Sustainable Hepburn actions including FOGO/kerbside reform investigations, transfer-station upgrades (including improved recycling drop-off options and anti-illegal-dumping measures), and climate/energy resilience initiatives (e.g., energy backup systems in Daylesford and Trentham)

Other Notable Items

• Residents questioned road sealing priorities; White Hills Road and Gardiner Street ranked “top 10” but funding constrained.
• Community concerns raised about Daylesford transfer station “orange blob” and potential health risks.
• Draft Town Structure Plans and Rural Strategy engagement drew large attendances; submissions open until 12 June.
• Solar Savers program under-subscribed; Council to write to Commonwealth on Modern Slavery Act solar panel imports.
• Disability Advisory Committee heard concerns about mobility access in Daylesford commercial area.

Tech & Innovation Notes

• Digital/online platforms & online engagement
  Meeting live-streamed via Council’s Facebook page; meeting recorded and made available on Council’s website; community engagement via Future Hepburn (web-based consultation); public submissions/questions handled through Council processes (including online requests referenced in public questions).
• Digital services / communications
  Sustainable Hepburn e-News produced quarterly; ongoing communications via Council channels and website.
• IT / information & communications capability (staffing)
  Officer listed as Manager Information and Communication Technology (ICT).
• Smart/energy technology & digital controls
  Energy Backup Systems (EBS) include solar PV, battery storage, diesel generator, and smart cloud controls.
• Circular economy digital platform
  ASPIRE platform for waste avoidance/re-use; businesses onboarded and a growing circular economy contacts database.
• Data/monitoring & infrastructure tech
  CCTV cameras upgraded at Creswick Transfer Station; capture granular data of material flows planned for transfer station operations.
• Digital mapping/knowledge tools
  Wildlife corridor mapping developed to support township structure planning.
• Energy/renewables program (technology deployment)
  Solar Savers program enabling installation of solar PV on residential properties (with special charge scheme administration).
• Cybersecurity mention
  None found explicitly (no direct references to cybersecurity).

Key Decisions & Outcomes

• Request CEO to seek Midland Highway speed limit reduction to 80km/h.
• Admit condolence motion as urgent business and extend condolences to McGuire family.
• Endorse April 2024 CEO and councillor reports (received and noted).
• Issue planning permit for 12 White Hills Road: four-lot subdivision and native vegetation removal.
• Approve Glenlyon Recreation Reserve Masterplan for community consideration (per agenda item).
• Award contracts for building services panel and dry hire of plant, equipment and vehicles.

Detailed Descriptions

Request CEO to seek Midland Highway speed limit reduction to 80km/h

• Context: Council considered a Notice of Motion seeking safer speed settings along the Midland Highway corridor within the Hepburn Shire. The motion relates to sections currently operating at 100 km/h between Creswick and Ballarat.
• Details:
  • Date/meeting: Ordinary Meeting of Council, Tuesday 16 April 2024.
  • Moved/Seconded: Cr Tim Drylie / Cr Don Henderson.
  • Motion outcome: Carried (6 for, 1 against).
  • Action requested: Council requests the CEO writes to the Department of Transport and Planning to seek reduction of Midland Highway sections between Creswick and Ballarat (within Hepburn Shire) from 100 km/h to 80 km/h.
• Impact: If pursued successfully, the change would likely reduce crash risk and improve road safety for residents and visitors along a high-traffic regional route.
• Next steps:
  • CEO to prepare and send the letter to the Department of Transport and Planning following the Council resolution.
  • Any departmental response or further consultation would be reported back to Council through subsequent correspondence/updates.

Admit condolence motion as urgent business and extend condolences to McGuire family

• Context: Council resolved that a condolence matter could not be deferred because it arose after agenda distribution and required timely recognition.
• Details:
  • Date/meeting: Ordinary Meeting of Council, Tuesday 16 April 2024.
  • Urgency basis: Admitted as urgent business under Council Governance Rules (Division 3, item 20), because it arose after agenda distribution and could not safely/conveniently be deferred.
  • Moved/Seconded: Cr Don Henderson / Cr Tessa Halliday.
  • Motion carried unanimously (no votes against/abstentions).
  • Condolence motion: Councillors and staff to extend heartfelt condolences to the McGuire family of Clunes on the tragic loss of their beloved daughter Hannah Maguire.
• Impact: Provides immediate community and governance acknowledgement of a local tragedy, and reinforces Council’s public commitment to prevention of violence.
• Next steps:
  • Condolence correspondence/messages to be issued to the McGuire family by Council (as reflected in Council’s urgent business decision).
  • Record of the condolence motion to remain in the official minutes of the meeting.

Endorse April 2024 CEO and councillor reports (received and noted)

• Context: Council received the Mayor’s and Councillors’ reports, and the Chief Executive Officer’s monthly update, as part of routine governance.
• Details:
  • Date/meeting: Ordinary Meeting of Council, Tuesday 16 April 2024.
  • Mayor’s report: Cr Brian Hood (Coliban Ward) verbal report.
  • Councillor reports: verbal/tabled reports from:
    • Cr Don Henderson (Creswick Ward)
    • Cr Tim Drylie (Creswick Ward)
    • Cr Juliet Simpson (Holcombe Ward)
    • Cr Jen Bray (Birch Ward)
    • Cr Lesley Hewitt (Birch Ward) (tabled)
    • Cr Tessa Halliday (Cameron Ward) (tabled)
  • CEO report: “Chief Executive Officer’s Report for April 2024” (Bradley Thomas).
  • Resolutions:
    • Council receives and notes Mayor’s and Councillors’ reports (carried).
    • Council receives and notes CEO’s report for April 2024 (carried).
• Impact: Confirms Council’s awareness and oversight of operational progress, community initiatives, consultations, and governance priorities for the month.
• Next steps:
  • Reports remain noted in Council records/minutes.
  • Any items requiring further action (e.g., consultations, future meetings) proceed through their respective agenda processes.

Issue planning permit for 12 White Hills Road: four-lot subdivision and native vegetation removal

• Context: Council assessed planning application PLN23/0101 for 12 White Hills Road, Creswick, originally for five lots and amended to four lots, including removal of limited native vegetation to enable road/access/drainage upgrades.
• Details:
  • Date/meeting: Ordinary Meeting of Council, Tuesday 16 April 2024.
  • Application: PLN23/0101 – Four Lot Subdivision and Removal of Native Vegetation.
  • Site: 12 White Hills Road, Creswick (southern side of White Hills Road; approx. 1 km south of town centre).
  • Proposal specifics:
    • Amended to four lots (Lots 1–3 with 820–966 m²; Lot 4 containing the existing dwelling at 6,634 m²).
    • Native vegetation removal in the White Hills Road road reserve to facilitate road upgrades/access/drainage.
    • Vegetation impact: 0.197 hectares, including six large trees.
    • Offsetting required: 0.059 general habitat units (with conditions to protect six large trees) secured in accordance with DELWP 2017 guidelines.
  • Decision: Council issues a Notice of Decision to Grant a Planning Permit, subject to extensive conditions (amended plans, stormwater management, road upgrade requirements, easements, CFA bushfire requirements, and DEECA native vegetation offset/protection conditions).
  • Motion: Carried with a division recorded.
    • For: Cr Brian Hood, Cr Jen Bray, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie.
    • Against: Cr Don Henderson, Cr Juliet Simpson.
• Impact: Enables additional residential development capacity in Creswick while requiring stormwater, road, bushfire, and biodiversity safeguards—particularly around drainage and native vegetation retention/offsetting.
• Next steps:
  • Permit conditions require amended plans and detailed engineering/stormwater documentation prior to development start and before subdivision certification/Statements of Compliance.
  • The applicant must satisfy referral authority conditions (including CFA and DEECA/DEECA requirements) and secure native vegetation offset evidence before vegetation removal and/or works proceed.
  • Permit expiry rules apply (e.g., plan not certified within two years; registration not completed within five years from certification), unless extended under the Planning and Environment Act.

Approve Glenlyon Recreation Reserve Masterplan for community consideration (per agenda item)

• Context: Council considered the Glenlyon Recreation Reserve Masterplan as part of its community planning and consultation approach. The Masterplan was also discussed publicly during questions about flooding/drainage and water supply considerations.
• Details:
  • Date/meeting: Ordinary Meeting of Council, Tuesday 16 April 2024.
  • Agenda item referenced: 12.2 Glenlyon Recreation Reserve Masterplan.
  • Community questions raised during public participation:
    • Concern that the Masterplan should be based on hydrologist/flooding analysis for the whole reserve and surrounding road drainage and the Loddon River.
    • Questions about the water tank/pump relocation and water supply from Glenlyon Dam.
  • Response noted by Mayor Brian Hood:
    • Preliminary flood impact investigations were undertaken, with a comprehensive flood impact study on the entire reserve identified as a priority recommended action for future funding considerations.
    • Water supply approach: proposed demolition and replacement of the existing water tank as part of pavilion development to improve viewing and align with the recommended pavilion location.
• Impact: Provides a structured direction for future improvements (including pavilion planning) while enabling community feedback on key infrastructure and environmental concerns.
• Next steps:
  • Masterplan to be released for community consideration/consultation as directed by the agenda item outcome.
  • Council officers to incorporate feedback and progress subsequent planning/design and potential funding pathways (including flood study and pavilion-related works).

Award contracts for building services panel and dry hire of plant, equipment and vehicles

• Context: Council considered procurement outcomes to establish service supply arrangements and support works through plant/equipment hire arrangements.
• Details:
  • Date/meeting: Ordinary Meeting of Council, Tuesday 16 April 2024.
  • Agenda items:
    • 13.1 Award of Contract – HEPBU.RFT2024.22 Panel of Suppliers – Building Services
    • 13.2 Award of Tender – HEPBU.RFT2023.49 Dry Hire of Plant, Equipment and Vehicles
  • Decision type: Awards of contracts/tenders for the specified procurement categories (building services panel and dry hire).
  • Note: The provided minutes excerpt includes the agenda headings and confirms the items exist, but the specific contract values and successful tenderer names are not included in the text you supplied.
• Impact: Ensures Council has approved supplier capability and equipment access to deliver capital works and maintenance efficiently, supporting continuity of service delivery across the Shire.
• Next steps:
  • Contract documents to be finalised and executed with successful suppliers under each procurement outcome.
  • Panel/tender arrangements to be used for relevant works in accordance with procurement rules and contract terms.

Community Impact

• Creswick & Ballarat commuters/road users: Council will request the Department of Transport and Planning to reduce the Midland Highway speed limit sections within Hepburn Shire from 100 km/h to 80 km/h
• Residents near White Hills Road (Creswick): Approval of a four-lot subdivision at 12 White Hills Road will increase local traffic and bring construction activity, including new vehicle crossovers and road works
• Nearby property owners (stormwater & drainage): Stormwater management requirements (including detention systems and drainage upgrades to White Hills Road) will be imposed to reduce impacts from post-development runoff
• Local residents & environment along White Hills Road: Native vegetation removal in the road reserve and on lots 3–4 will occur, with replacement tree planting required and native vegetation offsets secured
• Creswick residents (utilities & services): New lots will be connected to reticulated water and sewerage, and electricity/telecommunications provisions will be required, potentially involving further works for connections
• Glenlyon Recreation Reserve users & nearby residents: The Glenlyon Recreation Reserve Masterplan is being progressed, including potential pavilion-related works that may require further flood study and relocation/demolition of the existing water tank and pumps

Other Notable Items

• Community questions on FOGO bin TV advertising cost ($5,500) and rate impacts.
• Residents queried Normoyles Lane maintenance; Council cited it as non-maintained road.
• Glenlyon Recreation Reserve Masterplan raised drainage/flood study scope concerns.
• Young Mayors Program launched, inviting nominations to shape local governance.
• Special meeting set for 30 April to consider township structure plans and rural strategy for consultation.

Tech & Innovation Notes

• Live-streaming of council meetings via Council’s Facebook page; recordings made available on Council’s website (hybrid/virtual meeting approach).
• Use of social media and an “e-newsletter” (“Hepburn Life e-newsletter”) for digital communications; mentions of Mailchimp.
• Systems/IT and digital governance support: Systems Improvement Officer listed as attending.
• CCTV installed at key locations to reduce vandalism (digital surveillance infrastructure).
• “Circular Hepburn Toolkit for Business and Beyond” (digital toolkit/resource for businesses).
• “Young Mayors Program” launched with nominations (digital/online program promotion implied via council communications).
• Planning/engineering digital infrastructure requirements:
  • As-constructed plans must include information for integration into Council’s GIS system; deliverables in PDF and DWG formats.
  • Subdivision conditions include “fibre ready” telecommunication facilities and connectivity confirmations (telecommunications infrastructure readiness).
• Waste service rollout includes online/digital awareness materials: short videos available on Council’s website used in TV advertising (digital content for service change communication).
• Public participation process includes written questions/requests submitted ahead of meetings (process for community engagement, likely via digital/administrative channels).

Key Decisions & Outcomes

• Confirmed minutes of the 20 February 2024 Ordinary Meeting.
• Submitted MAV motion calling for independent review of Victoria’s rating system rate caps.
• Submitted NGA motion calling for a National Local Government Cost Index and annual updates.
• Extended public participation time by 15 minutes.
• Adopted Clunes Queens Park and Pioneer Park Masterplans and endorsed implementation planning.
• Established an eight-member Project Advisory Group for Daylesford Town Hall community hub feasibility.

Detailed Descriptions

Confirmed Minutes of the 20 February 2024 Ordinary Meeting

• Context: Council considered whether the Minutes of the previous Ordinary Meeting were accurate and could be formally adopted as the official record.
• Details:
  • Date of Minutes: 20 February 2024
  • Meeting: Ordinary Meeting of Council — 19 March 2024 (Daylesford Town Hall)
  • Motion: “That the Minutes of the Ordinary Meeting of Council held on 20 February 2024 (as previously circulated to Councillors) be confirmed.”
  • Moved: Cr Lesley Hewitt; Seconded: Cr Juliet Simpson
  • Result: Carried unanimously (Voted for: Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Juliet Simpson, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie; Voted against: Nil; Abstained: Nil)
• Impact: Locks in the official governance record for Council actions taken at the 20 February 2024 meeting, supporting transparency and continuity in decision-making.
• Next steps: The confirmed Minutes become the formal reference for subsequent Council actions and reporting.

Submitted MAV Motion Calling for Independent Review of Victoria’s Rating System Rate Caps

• Context: Council considered a MAV (Municipal Association of Victoria) motion ahead of the MAV State Council meeting, seeking a review of how Victoria’s rate cap provisions operate.
• Details:
  • Notice of Motion submitted by: Cr Brian Hood on 15 January 2024
  • MAV State Council meeting: Friday 17 May 2024
  • Motion to be submitted (as resolved by Council):
    • Calls on the Victorian State Government to undertake a comprehensive, independent review of the rating system, specifically the rate cap provisions
    • Notes the system has not been reviewed since the Fair Go Rates System began in 2015
    • Objective: improve effectiveness and support long-term sustainability for rural, regional and metropolitan municipalities
  • Moved: Cr Lesley Hewitt; Seconded: Cr Tessa Halliday
  • Result: Carried (Voted for: Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Juliet Simpson, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie; Voted against: Nil; Abstained: Nil)
• Impact: Strengthens local government advocacy on rate cap settings and could lead to policy changes that improve budget sustainability for councils.
• Next steps: Council’s motion is submitted to the May 2024 MAV State Council for consideration.

Submitted NGA Motion Calling for a National Local Government Cost Index and Annual Updates

• Context: Council considered a national advocacy motion for the NGA (National General Assembly of Local Government) to address the lack of a cost index that reflects council-specific cost pressures.
• Details:
  • Notice of Motion submitted by: Cr Brian Hood on 26 February 2024
  • NGA dates and location: 2–4 July 2024, Canberra
  • Motion to be submitted (as resolved by Council):
    • Urges the Australian Government to fund the establishment and ongoing update of an annual Local Government Cost Index (LGCI)
    • Rationale: CPI reflects household inflation and is not a true indication of cost factors impacting local governments
    • Proposed use: inform annual adjustments to recurrent grant funding
  • Moved: Cr Don Henderson; Seconded: Cr Tim Drylie
  • Result: Carried (Voted for: Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Juliet Simpson, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie; Voted against: Nil; Abstained: Nil)
• Impact: If adopted nationally, could improve the fairness and predictability of funding settings for councils, reducing financial strain on service delivery.
• Next steps: Council’s motion is submitted for consideration at the 2024 NGA in July 2024.

Extended Public Participation Time by 15 Minutes

• Context: Council provided a public participation segment within the Ordinary Meeting and considered whether to extend the time available for community engagement.
• Details:
  • Meeting: Ordinary Meeting — 19 March 2024 (Daylesford Town Hall)
  • Motion: “That Council approves an extension of public participation time of 15 minutes.”
  • Moved: Cr Jen Bray; Seconded: Cr Juliet Simpson
  • Result: Carried (Voted for: Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Juliet Simpson, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie; Voted against: Nil; Abstained: Nil)
• Impact: Gives residents additional time to ask questions, address Council, and participate in the meeting process.
• Next steps: The extended participation time is applied to the public participation segment for that meeting.

Adopted Clunes Queens Park and Pioneer Park Masterplans and Endorsed Implementation Planning

• Context: Council reviewed community feedback from a public exhibition process and then considered adoption of final masterplans for two Clunes public spaces.
• Details:
  • Meeting item: 11.1 Clunes Masterplanning Project — Queens Park and Pioneer Park
  • Public exhibition period: five-week public exhibition during September and October 2023
  • Adoption resolution included:
    1. Notes engagement feedback and endorses changes to finalise the Queens Park and Pioneer Park Masterplans
    2. Adopts the Clunes Masterplans Report — Queens Park and Pioneer Park
    3. Notes the implementation plan will inform Council’s long-term financial planning over the next 10 years
    4. Acknowledges community members and stakeholders; officers to write to submitters and stakeholders advising Council’s decision
  • Costs (initial estimated implementation costs):
    • Queens Park: $2,530,686 (Incl. of GST where applicable)
    • Pioneer Park: $951,411 (Incl. of GST where applicable)
  • Motion: Moved Cr Tessa Halliday; Seconded Cr Don Henderson
  • Result: Carried unanimously (Voted against: Nil; Abstained: Nil)
• Impact: Provides a clear, community-informed roadmap for improving Queens Park and Pioneer Park—supporting connectivity, safety, accessibility, environmental protection, and park infrastructure upgrades.
• Next steps:
  • Officers write to submitters/stakeholders with Council’s decision
  • Implementation planning proceeds, including informing 10-year financial planning and seeking external funding where required.

Established an Eight-Member Project Advisory Group (PAG) for Daylesford Town Hall Community Hub Feasibility

• Context: Council anticipated the Daylesford Town Hall would close for major works (heritage repairs and electrical upgrades) and considered how the building could be optimised for community benefit, potentially as a hub.
• Details:
  • Town Hall works referenced in CEO report: anticipated closure later in 2024 for approximately 18 months
  • Feasibility scope includes assessing whether the Town Hall could be refurbished to include a library and multi-purpose community spaces (meetings, functions, performances, events)
  • CEO report states: establish an eight-member Project Advisory Group (PAG) made up of community members in April to guide discussions on community needs
• Impact: Ensures community input directly shapes the feasibility work and future planning for a potential Daylesford community hub.
• Next steps:
  • Recruit/establish the eight-member PAG in April 2024
  • Use PAG guidance alongside architectural advice and community input to progress feasibility/concept design work before any further Council decisions.

Community Impact

• Daylesford residents: Daylesford Town Hall to close later in 2024 for ~18 months for roof/electrical works, with Council office relocating to 24 Vincent Street during that period
• Daylesford residents: Possible future upgrade of Town Hall into a community hub (including potential library consolidation and multi-purpose spaces) subject to architectural advice and community input via a Project Advisory Group
• Clunes residents: Adoption of Queens Park and Pioneer Park masterplans, including planned improvements to pedestrian connectivity/safety, car parking, accessible paths, playground upgrades, shelters/seating, and signage (with estimated project costs of ~$2.53m and ~$0.95m respectively)
• Clunes residents: Potential installation of a unisex public toilet with baby change facilities in Queens Park and upgrades such as paved DDA-compliant shared paths and improved carpark surfaces/WSUD treatments
• Clunes residents (park users): Pioneer Park skate facility to be prioritised for upgrades while the Baden Powell Cannon location is removed from Pioneer Park and will be investigated for an alternative site with further community/stakeholder engagement
• All Hepburn Shire residents: Council advocacy to the Victorian and Australian governments for reviews/indices affecting rate caps and local government funding (potential downstream influence on future council budgets and, indirectly, local service levels and rates)

Other Notable Items

• Community raised concerns about Town Hall storage access and lease arrangements for Creswick Brass Band.
• Public questions highlighted storm funding delays and Council’s “negative unrestricted cash” explanation.
• Councillors discussed forming a Project Advisory Group for Daylesford Town Hall renovations and potential library inclusion.
• CEO reported Hepburn Shire won a Victorian WorkSafe OHS Leadership/Achievement award.
• Clunes Queens Park and Pioneer Park masterplan themes included pedestrian safety, public toilets, and Baden Powell Cannon relocation.

Tech & Innovation Notes

• Live-streaming of the council meeting via Council’s Facebook page, with recording made available on Council’s website
• Use of the VicEmergency app for emergency updates (digital emergency management information)
• Town Hall renovations including electrical upgrades (IT/electrical infrastructure implied)
• Planned lighting upgrades at Victoria Park Daylesford and Newlyn Recreation Reserve (infrastructure enabling evening use)
• Community engagement methods including email correspondence, online/communications channels (e.g., surveys and community feedback mechanisms)
• Mention of “Circular Economy Tool Kit” and a Council website listing bin information for waste sorting (digital resources)

Key Decisions & Outcomes

• Council confirmed the 21 November 2023 Ordinary Meeting minutes.
• CEO authorised to sign the Statement of Solidarity with the Trans Community.
• Awarded selective RFT for Central Springs Reserve – Stage 1 construction (picnic and pumps).
• Awarded tenders for Sm eaton Road reconstruction and Transfer Station bulk bins.
• Extended contract for kerbside/public bin collection and landfill waste disposal.
• Granted planning permit PLN23/0052 for dwelling, host farm, and road access at 1946 Daylesford-Malmsbury Road.

Detailed Descriptions

Council confirmed the 21 November 2023 Ordinary Meeting minutes

• Context: Council considered confirmation of the minutes from the Ordinary Meeting held on 21 November 2023, as previously circulated to Councillors.
• Details:
  • Date of meeting being confirmed: 21 November 2023
  • Meeting type: Ordinary Meeting of Council
  • Decision made at: 19 December 2023 Ordinary Meeting of Council
  • Motion: “That the Minutes of the Ordinary Meeting of Council held on 21 November 2023 (as previously circulated to Councillors) be confirmed.”
  • Moved: Cr Juliet Simpson
  • Seconded: Cr Tessa Halliday
  • Result: Carried unanimously (Voted for: all Councillors present; Voted against: Nil; Abstained: Nil)
• Impact: Confirms the official record of Council deliberations and resolutions from the 21 November meeting, enabling subsequent actions and governance processes to proceed on an accurate basis.
• Next steps: The confirmed minutes become the formal public record and are used for continuity in Council reporting, implementation tracking, and any follow-up items.

CEO authorised to sign the Statement of Solidarity with the Trans Community

• Context: A Notice of Motion was presented to request Council’s CEO sign a coordinated statement supporting trans and gender diverse community rights and safety.
• Details:
  • Notice of Motion put forward by: Cr Tessa Halliday on 11 December 2023
  • Motion: Council requested the Chief Executive Officer to sign on behalf of Hepburn Shire Council the Statement of Solidarity with the Trans Community, coordinated through the Trans Justice Program
  • Decision made at: 19 December 2023 Ordinary Meeting of Council
  • Moved: Cr Tessa Halliday
  • Seconded: Cr Don Henderson
  • Result: Carried (Voted against: Nil; Abstained: Nil)
• Impact: Publicly reinforces Council’s commitment to an inclusive community and supports trans and gender diverse people through formal solidarity aligned with Council’s Hepburn Shire Council Plan 2021–2025.
• Next steps: The CEO signs the Statement of Solidarity on Council’s behalf and the statement is submitted/registered with the Trans Justice Program as coordinated.

Awarded selective RFT for Central Springs Reserve – Stage 1 construction (picnic and pumps)

• Context: Council considered procurement for Stage 1 works at Central Springs Reserve, specifically the picnic and pumps area, using a selective request for tender approach.
• Details:
  • Tender reference: HEPBU.RFT2023.234
  • Project: Central Springs Reserve – Stage 1 construction (picnic and pumps area)
  • Tender method: Selective RFT
  • Decision made at: 19 December 2023 Ordinary Meeting of Council
• Impact: Progresses delivery of improved community infrastructure at Central Springs Reserve, supporting local recreation and amenity.
• Next steps: The awarded contractor proceeds to finalise mobilisation and scheduling, with works commencing in accordance with the tender documentation and Council’s project management timelines.

Awarded tenders for Sm eaton Road reconstruction and Transfer Station bulk bins

• Context: Council approved procurement awards for two separate infrastructure needs: road reconstruction and upgrades to waste handling capacity at the Transfer Station.
• Details:
  • Sm eaton Road reconstruction
    • Tender reference: HEPBU.RFT2023.22
    • Location: Sm eaton Road, Campbell town (as listed in the minutes)
    • Decision made at: 19 December 2023 Ordinary Meeting of Council
  • Transfer Station bulk bins
    • Tender reference: HEPBU.RFT2023.80
    • Location: Hepburn Shire Transfer Station (bulk bin upgrade)
    • Decision made at: 19 December 2023 Ordinary Meeting of Council
• Impact: Improves road infrastructure for safer travel and enhances waste operations through additional bulk bin capacity, supporting more efficient service delivery.
• Next steps: Contractors progress through contract finalisation and scheduling; works are planned and delivered according to the tender specifications and Council’s delivery program.

Extended contract for kerbside/public bin collection and landfill waste disposal

• Context: Council extended an existing contract to maintain continuity of essential waste services, including kerbside/public bin collection and landfill disposal.
• Details:
  • Contract reference: HEPBU.RFT2021.33
  • Service scope: Kerbside and public bin collection and landfill waste disposal
  • Decision made at: 19 December 2023 Ordinary Meeting of Council
  • Action: Extension of contract (extension approved by Council)
• Impact: Ensures uninterrupted waste collection and disposal services for residents and visitors, maintaining service reliability and operational continuity.
• Next steps: The contract extension takes effect for the approved period, with ongoing service delivery under the extended terms and monitoring by Council officers.

Granted planning permit PLN23/0052 for dwelling, host farm, and road access at 1946 Daylesford-Malmsbury Road (Drummond)

• Context: Council determined a statutory planning application seeking approval for a dwelling, host farm use, and associated road access works at a rural property.
• Details:
  • Planning permit application: PLN23/0052
  • Address: 1946 Daylesford–Malmsbury Road, Drummond (Vic 3461)
  • Land description: Crown Allotment 2, Section 3, Parish of Burke
  • Proposal: Use and develop land for a Dwelling, Host Farm and Access to a Road in a Transport Zone 2
  • Zoning/overlay context (as reported): Rural Living Zone (Schedule 1) and Environmental Significance Overlay (Schedule 1)
  • Objections received: Seven (7)
  • Decision made at: 19 December 2023 Ordinary Meeting of Council
  • Motion: Issue a Notice of Decision to Grant a Permit subject to conditions (including amended plans, tree management/protection for the “Avenue of Honour”, wastewater and engineering conditions, and restrictions on cooking classes and patron numbers)
  • Moved: Cr Lesley Hewitt
  • Seconded: Cr Tessa Halliday
  • Result: Carried
    • Voted for: Cr Brian Hood, Cr Jen Bray, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie
    • Voted against: Cr Don Henderson, Cr Juliet Simpson
• Impact: Enables a rural-based accommodation and agricultural enterprise (host farm) alongside a dwelling, while imposing detailed safeguards for environmental protection (including tree protection and wastewater management) and limiting aspects of the proposed cooking classes.
• Next steps:
  • Council issues the Notice of Decision to Grant the permit with conditions.
  • The permit holder must meet pre-development conditions (e.g., amended plans, Land Capability Assessment Plan, and Tree Management Plan) before development starts.
  • The permit will then progress through compliance and implementation in line with the endorsement and condition timeframes (including permit expiry rules stated in the decision).

Community Impact

• Daylesford residents: Daylesford Town Hall closure for repairs mid-2024 through end of 2025, reducing access to a major community venue for events and programs
• Road users and nearby residents (Drummond): Construction works and new vehicle crossover/driveway associated with the approved dwelling/host farm at 1946 Daylesford–Malmsbury Road, with potential temporary disruption during works
• Neighbouring property owners (Drummond): Permit conditions limiting host-farm/cooking class activity (max 4 patrons; Saturdays 10am–3pm; cooking classes only after dwelling occupancy), reducing expected noise/traffic impacts
• Daylesford–Malmsbury Road residents: Tree protection requirements for the Avenue of Honour (tree management plan and TPZ fencing) to prevent damage during the development’s access works
• Local residents using Council services: Christmas/New Year service changes (Council offices/depots/hubs/libraries close at 2pm Fri 22 Dec and reopen Tue 2 Jan; kerbside collection delayed from Christmas Day; transfer stations closed Christmas Day)
• Community groups and residents: Community Grants Round 1 (2023/24) funding support for multiple local projects (e.g., heritage storage for TRATA, equipment for lawn tennis club, outdoor games for children, accessibility lift for Creswick Town Hall use), enabling new/expanded community activities

Other Notable Items

• Mayor raised concern over Raglan St development causing avoidable loss of an Avenue of Honour tree.
• Sustainable Hepburn Advisory Committee first meeting held; councillors also visited Creswick Trails project.
• CEO update: Community Grants Round 1 2023/24 outcomes shared; some groups to be supported after unsuccessful applications.
• Clunes PAG progress: Greenfields recreation facility site investigations and shortlisted sites to be further assessed.
• Planning discussion: PLN23/0052 host farm proposal approved with conditions addressing objections and Avenue of Honour tree protection.

Tech & Innovation Notes

• Live-streaming of council meetings via Council’s Facebook page; meeting recorded and made available on Council’s website (virtual meeting/online access).
• Council website/social media used to share updates; promotion of “Participate Hepburn” site and “Hepburn Life” eNewsletter for community engagement.
• Public participation processes include online/remote submission of written questions/requests to address Council (via submission by 10:00am the day before).
• IT function referenced: “Manager Information and Communication Technology” (ICT) listed among officers present.
• Planning/permit documentation indicates electronic submission/processing (e.g., “tree management plan… submitted… in electronic form”; planning materials made available “including electronically” for public viewing).

Key Decisions & Outcomes

• Adopt revised Risk Management Policy (Policy 24C) aligned to best practice.
• Enter two-year MOU with CresFest as Signature/Iconic event under Events Framework.
• Receive and publish Annual Plan 2023/24 Quarter 1 progress report.
• Note Quarter 1 2023/24 financial position and performance (to 30 September 2023).
• Confirm minutes of Ordinary, Statutory, and Confidential Council meetings.

Detailed Descriptions

Adopt revised Risk Management Policy (Policy 24C) aligned to best practice

• Context: Council reviewed its Risk Management Policy to ensure it remains compliant with the Local Government (Planning and Reporting) Regulations 2020 and reflects modern industry best practice. The existing policy was adopted in 2013 and has now been updated.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 21 November 2023.
  • Item: 12.2 “Review of Council’s Risk Management Policy”.
  • Motion: Council adopted the Risk Management Policy (Policy 24C).
  • Policy alignment and improvements included:
    • Expanded to link risk management to effective service delivery.
    • Incorporated references to the Council Plan and Council strategic aims.
    • Clarified the role of the Audit and Risk Committee and the relationship between Audit and risk.
    • Set broad guidelines for review/reporting of risks, the Framework, and Council’s risk appetite.
    • Strengthened risk culture and clarified roles/responsibilities across stakeholders.
  • Governance process: Presented to the Audit and Risk Committee in September 2023; minor changes were incorporated following the Committee’s recommendations.
  • Policy administration details shown in the document:
    • Policy number: 24 (C)
    • Next review date: October 2027
    • Responsible officer: Manager Governance and Risk
• Impact: Strengthens Council’s ability to identify, assess, and manage risks and opportunities consistently—supporting safer service delivery, better decision-making, and improved protection of community, staff, and Council assets.
• Next steps:
  • Policy will be implemented as a public document available on Council’s website.
  • Internal risk maturity and risk management framework work will continue, including a planned review of the Risk Management Framework in 2024.

Enter two-year MOU with CresFest as Signature/Iconic event under Events Framework

• Context: CresFest has delivered successfully in 2022 and 2023 and is already an important event on the Hepburn Shire calendar. Council considered transitioning CresFest from regional event support to the higher-tier Signature/Iconic category within its Events Framework.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 21 November 2023.
  • Item: 11.1 “CresFest – Signature/Iconic event support”.
  • Council decision: Entered into a two-year Memorandum of Understanding (MOU) with CresFest as a Signature/Iconic event under the Hepburn Shire Events Strategy 2020–2025.
  • MOU term and event dates:
    • Year 1: 5–7 April 2024
    • Year 2: 4–6 April 2025
  • Funding and support:
    • Year one cash funding request (2023/24): $7,500
    • Year two cash funding request (2024/25): $10,000
    • In-kind support: up to $6,000 in each of the next two years
  • Voting outcome:
    • Carried (moved by Cr Jen Bray; seconded by Cr Don Henderson)
    • Votes for: Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie
    • Votes against: Cr Juliet Simpson
• Impact: Supports a major regional tourism and community event, with the potential to increase visitation, overnight stays, and local economic benefit—while requiring CresFest to meet Signature/Iconic outcomes (including growth in attendees, overnight visitors, and media coverage).
• Next steps:
  • CresFest will participate in Council’s Event Management Planning process, including risk and safety planning and providing a detailed Risk, Safety and Emergency Management Plan.
  • CresFest will deliver the events in April 2024 and April 2025 and provide post-event reporting/evaluation to Council.

Receive and publish Annual Plan 2023/24 Quarter 1 progress report

• Context: Council is required to provide quarterly reporting against the Annual Plan to inform stakeholders of progress on planned initiatives. The Quarter 1 report covers the first quarter of 2023/24.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 21 November 2023.
  • Item: 12.1 “Annual Plan 2023/2024 – Quarter 1 Progress Report”.
  • Council decision:
    • Noted the Annual Plan 2023/2024 Quarter 1 Progress Report.
    • Noted the report will be published on Council’s website.
  • Quarter reference period:
    • The report includes project status as at 30 September 2023.
    • The attachment indicates the “Final 31.10.23” version of the Quarter 1 progress report.
  • Performance summary included in the report:
    • Of 34 projects listed for 2023/2024: 32 commenced and are on track; 2 are not due to start until later in the year.
• Impact: Improves transparency and accountability by keeping the community informed about whether Council’s Annual Plan priorities are progressing as planned.
• Next steps:
  • Publication of the Quarter 1 progress report on Council’s website following Council’s endorsement at the November 2023 meeting.

Note Quarter 1 2023/24 financial position and performance (to 30 September 2023)

• Context: Council receives quarterly finance reporting to monitor financial performance and position against the amended budget and to provide updates on special and capital projects. Quarter 1 reporting covers the period ending 30 September 2023.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 21 November 2023.
  • Item: 12.3 “Quarterly Finance Reports – Quarter 1 2023/2024”.
  • Council decision: Noted the financial position and performance for three months ending 30 September 2023, including special and capital projects.
  • Reporting period: 1 July 2023 to 30 September 2023.
  • Key Quarter 1 financial highlights stated in the report:
    • Year-to-date Capital Works expenditure (to 30 September 2023): $2.93 million (11% of the full year amended budget).
    • Capital commitments as at 30 September 2023: $7.46 million (in addition to $2.93M spent).
    • Cash holdings: $6.6 million lower than the same time last year, attributed to increased expenditure on capital works, special projects, and storm recovery in the previous year.
  • Voting outcome:
    • Carried (moved by Cr Juliet Simpson; seconded by Cr Lesley Hewitt; unanimous in favour as recorded).
• Impact: Provides the community and Councillors with an early-year view of financial delivery and cash position, supporting informed governance and ongoing financial management.
• Next steps:
  • Officers will remain flexible in forecast management while responding to conditions affecting performance (including storm recovery impacts and cost inflation).
  • Subsequent quarterly reports will continue to track performance and project progress through the year.

Confirm minutes of Ordinary, Statutory, and Confidential Council meetings

• Context: Council must formally confirm the minutes of prior meetings to ensure decisions and proceedings are accurately recorded and adopted as the official record.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 21 November 2023.
  • Item: 6 “Confirmation of Minutes”.
  • Minutes proposed for confirmation:
    • Ordinary Meeting of Council held on 17 October 2023
    • Statutory Meeting of Council held on 14 November 2023
    • Confidential Meeting of Council held on 14 November 2023 (as previously circulated to Councillors)
  • Motion wording in the minutes (as recorded):
    • The motion confirmed the Ordinary meeting of 17 October 2023 and the Statutory meeting of 14 November 2023.
  • Voting outcome recorded for the confirmation motion:
    • Carried unanimously (Voted for: Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Juliet Simpson, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie; voted against: Nil; abstained: Nil).
• Impact: Ensures Council’s official governance record is accurate and approved, supporting accountability and continuity in decision-making.
• Next steps:
  • Confidential minutes of 14 November 2023 were included in the recommendation as “as previously circulated to Councillors” (noting the motion text recorded in the minutes focuses on the Ordinary and Statutory minutes).

Community Impact

• Residents (Daylesford & wider shire): Ongoing support and recovery efforts following the 5 November fatal road collision outside the Royal Hotel, with continued coordination with emergency management agencies and local groups
• Local businesses (Daylesford): Reduced visitor numbers and patronage reported after the 5 November accident, affecting trading and customer demand
• Creswick residents & visitors: Council funding and in-kind support to elevate CresFest to a Signature/Iconic event for 5–7 April 2024 and 4–6 April 2025 (including cash support of $7,500 in 2023/24 and $10,000 in 2024/25, plus up to $6,000 in-kind each year)
• Shire residents (waste & environment): Rollout of weekly FOGO (food and garden organics) bin collection across townships with a target start no earlier than February 2024 (with reduced landfill service to fortnightly), supported by an education/communication plan
• Residents (transport & planning): Development of a Shire-wide Integrated Transport Strategy (10-year) and township transport analysis feeding into structure planning, including a public survey to inform how people travel
• Community groups & event organisers (all townships): New event capacity-building tools/templates and strengthened event compliance/risk planning requirements, including expectations for risk, safety and emergency management plans for funded events

Other Notable Items

• Community impact after 5 November Daylesford crash; ongoing support for affected residents and first responders.
• Businesses reported reduced visitor numbers and patronage after the crash; cost-of-living pressures noted.
• Public question: legal costs for 2023/24 to 20 November 2023 reported as $169,994.
• Annual Plan Q1 progress: 32 of 34 projects commenced and on track; two delayed until later.
• CresFest discussed as transitioning to Signature/Iconic event; attendance and economic impact figures highlighted.

Tech & Innovation Notes

• Live-streaming of council meetings via Council’s Facebook page; meeting recorded and made available on Council’s website (hybrid/virtual meeting delivery)
• Publication of Annual Plan Quarter 1 progress report on Council’s website (digital reporting/communications)
• “Enhancing Hepburn's Digital Planning and Reporting Capability” (digital enhancements to modernise council planning services and improve customer experience)
• “Cyber Security Enhancements for Council” (ICT enhancements to improve security of day-to-day operations)
• Risk management policy references implementing a “risk management software system” and use of organisational risk registers/tools (digital risk management infrastructure)
• “Circular Hepburn” includes a “Circular Hepburn page on Council’s website” plus tools for local businesses (online platform/content for program delivery)

Key Decisions & Outcomes

• Admit urgent business item responding to Royal accident in Daylesford.
• Adopt condolence and community support motions following the Royal tragedy.
• Determine Mayor term: Mayor appointed until 26 October 2024 election day.
• Elect Cr Brian Hood as Mayor for 2023/2024 term.
• Determine Deputy Mayor term: Deputy Mayor appointed until 26 October 2024 election day.
• Appoint independent Audit and Risk Committee members (including four-year terms).

Detailed Descriptions

Admit urgent business item responding to Royal accident in Daylesford

• Context: Council needed to formally include an urgent matter arising from the recent tragic accident at The Royal in Daylesford.
• Details:
  • Motion moved by Cr Don Henderson, seconded by Cr Lesley Hewitt
  • Carried (unanimous): 7 votes for, 0 against, 0 abstentions
  • Meeting date/location: Tuesday 14 November 2023, Daylesford Town Hall (76 Vincent Street, Daylesford)
  • Urgent business response related to the incident on Sunday 5 November (as referenced in the subsequent motion)
• Impact: Enables Council to respond promptly and appropriately at the statutory meeting, ensuring community concerns and official acknowledgements can be addressed without delay.
• Next steps: Council proceeded to consider the substantive urgent business motion acknowledging the incident and outlining community support and thanks.

Adopt condolence and community support motions following the Royal tragedy

• Context: Following the urgent business admission, Council adopted a detailed motion expressing condolences and recognising community and emergency response efforts after the tragedy.
• Details:
  • Motion moved by Cr Lesley Hewitt, seconded by Cr Brian Hood
  • Carried (unanimous): 7 votes for, 0 against, 0 abstentions
  • Incident acknowledged: Sunday 5 November at The Royal, Daylesford
  • Condolences extended to the family and friends of five people who lost their lives
  • Thanks provided to first responders including:
    • Victoria Police, CFA, SES, ambulance officers
    • Council workers
    • broader community members who assisted
  • Thanks to Council emergency management staff, communications team, and works team for efforts on the night and in the week following
  • Support pathways encouraged:
    • Daylesford Interagency Response Group
    • Central Highlands Rural Health
  • Counselling thanks:
    • Central Highlands Rural Health for timely expert counselling services
    • volunteers who made themselves available
  • Additional community acknowledgement:
    • Notes Hepburn Shire community impact from a separate road fatality outside Clunes on 4 November
    • Offers condolences to that man’s family and friends and thanks first responders (including some who assisted on 5 November)
  • Broader resilience statement:
    • Recognises community resilience tested over the past two years due to natural disasters and tragic accidents
    • Reassures ongoing Council emergency management planning and recovery services with external partners
• Impact: Provides formal recognition of loss, publicly validates the work of emergency services and Council teams, and directs affected people to established local support services.
• Next steps: The motion was recorded in the public minutes; Council’s ongoing emergency management/recovery planning continues in conjunction with external partners.

Determine Mayor term: Mayor appointed until 26 October 2024 election day

• Context: Before electing the Mayor, Council needed to determine the timing of the current Mayor’s appointment relative to the upcoming general election.
• Details:
  • Motion notes Local Government Act 2020 position:
    • Current Council term ends at 6:00am on 26 October 2024 (Election Day) under s29(1)(b)
    • The Mayor will be appointed until that date
  • Motion moved by Cr Don Henderson, seconded by Cr Juliet Simpson
  • Carried (unanimous): 7 votes for, 0 against, 0 abstentions
  • Meeting date: Tuesday 14 November 2023
• Impact: Confirms the Mayor’s appointment period aligns with the election timetable, providing governance clarity and continuity until the next election.
• Next steps: Council proceeded to nominations and election of the Mayor for the 2023/2024 term.

Elect Cr Brian Hood as Mayor for 2023/2024 term

• Context: The Mayor’s office became vacant at the start of the meeting, requiring Council to elect a new Mayor.
• Details:
  • Office of Mayor became vacant at 5:30pm on 14 November 2023
  • Nominations:
    • Cr Juliet Simpson nominated Cr Brian Hood; seconded by Cr Don Henderson
    • Cr Tim Drylie nominated Cr Jen Bray; seconded by Cr Jen Bray
  • Election method: show of hands; absolute majority required; no abstentions allowed
  • Voting result:
    • Cr Brian Hood received five votes (For: Cr Lesley Hewitt, Cr Juliet Simpson, Cr Tessa Halliday, Cr Don Henderson, Cr Brian Hood)
  • Outcome: Cr Brian Hood elected Mayor for the 2023/2024 term
  • Mayoral medallion presented; incoming speech delivered
• Impact: Establishes leadership for Council for the 2023/2024 period, including chairing Council meetings and acting as principal spokesperson.
• Next steps: Council moved to determine the Deputy Mayor term and then conduct the Deputy Mayor election.

Determine Deputy Mayor term: Deputy Mayor appointed until 26 October 2024 election day

• Context: Similar to the Mayor, Council needed to confirm the appointment period for the Deputy Mayor ahead of the Deputy Mayor election.
• Details:
  • Motion notes Local Government Act 2020 position:
    • Current Council term ends at 6:00am on 26 October 2024 (Election Day) under s29(1)(b)
    • The Deputy Mayor will be appointed until that date
  • Motion moved by Cr Jen Bray, seconded by Cr Juliet Simpson
  • Carried (unanimous): 7 votes for, 0 against, 0 abstentions
  • Meeting date: Tuesday 14 November 2023
• Impact: Ensures Deputy Mayor governance continuity and aligns the Deputy Mayor’s appointment with the election timeline.
• Next steps: Council proceeded to nominations and election of the Deputy Mayor for the 2023/2024 term.

Appoint independent Audit and Risk Committee members (including four-year terms)

• Context: Council considered confidential agenda items to appoint independent members to the Audit and Risk Committee, including endorsement of panel recommendations.
• Details:
  • Confidential session: meeting closed to public for “Appointment of Independent Audit and Risk Committee Members” due to personal information of applicants (Local Government Act 2020 grounds)
  • Motion (carried) moved by Cr Brian Hood, seconded by Cr Juliet Simpson
  • Voting result: 4 votes for, 0 against, 3 abstentions (abstentions: Cr Jen Bray, Cr Lesley Hewitt, Cr Tim Drylie)
  • Appointments endorsed/approved:
    1. Ms Phillippa Murphy — term of four years (option to extend a further four years)
    2. Mr Shane Marr — term of four years (option to extend a further four years)
    3. Mr Kelvin Tori — term of two years (option to extend a further four years)
  • Current independent member continuity:
    • Mr Jason Young continues until 19 July 2025 (option to extend for a further four years)
  • Contingency for vacancy:
    • If a further vacancy occurs within the next two years, Mr David Gunn will be appointed subject to approval of a Recruitment Panel (per the Audit and Risk Committee Charter)
  • Acknowledgements:
    • Council formally thanks Ms Carol Pagnon and Mr Robert Taylor for their contributions during their tenure
  • Governance compliance:
    • Notes skills/attributes meet requirements under s53(3)(b) of the Local Government Act 2020
    • Resolution made available in public minutes; CEO to communicate effect as necessary
• Impact: Strengthens independent oversight of Council’s audit and risk functions, improving governance, accountability, and community confidence in Council controls.
• Next steps: CEO communicates the effect of the resolution; appointments take effect per the resolution/panel recommendations and committee processes.

Community Impact

• Daylesford residents: Council formally acknowledged the 5 November Royal accident, extended condolences, and encouraged affected people to seek support via the Daylesford Interagency Response Group and Central Highlands Rural Health
• Hepburn Shire residents: Council reaffirmed it will continue emergency management planning and recovery services in partnership with external agencies following multiple recent disasters and tragic accidents
• Local governance (all residents): Mayor appointed for the 2023/2024 term (Cr Brian Hood), affecting leadership, civic representation, and Council spokesperson duties until the next election period (26 Oct 2024)
• Local governance (all residents): Deputy Mayor appointed for the 2023/2024 term (Cr Juliet Simpson), affecting continuity of leadership and the Deputy Mayor’s ability to act in the Mayor’s absence or when the office is vacant
• Community advisory groups and residents who engage with them: Councillor representation was assigned/confirmed for multiple advisory committees and external bodies (e.g., Disability, Gender Equity, LGBTIQA+, Reconciliation Action Plan, Sustainable Hepburn), shaping who residents’ views are carried into Council advice and strategy
• Residents seeking oversight of Council risk and audit: Independent Audit and Risk Committee members were endorsed/appointed (including new appointments and continuation of an existing member), strengthening governance and oversight processes that affect Council decisions and accountability

Other Notable Items

• Urgent business admitted to respond to the 5 Nov Royal, Daylesford tragedy; condolences and thanks to responders.
• Council encouraged affected residents to seek support via Daylesford Interagency Response Group and Central Highlands Rural Health.
• Mayor term set to run until 26 Oct 2024 election day; Deputy Mayor term also until 26 Oct 2024.
• New council representation appointed to advisory committees and external bodies until 26 Oct 2024.
• Future agenda: closed session for independent Audit and Risk Committee member appointments, with public release afterward.

Tech & Innovation Notes

• Live-streaming of the meeting via Council’s Facebook page; meeting recorded and made available on Council’s website (hybrid meeting / digital communications).
• ICT Officer listed as an attendee (Mr Steve McLeod - ICT Officer).

Key Decisions & Outcomes

• Confirmed minutes of the 19 September 2023 Ordinary Council meeting.
• Adopted resolution responding to the referendum outcome on First Peoples recognition.
• Granted Notice of Decision to approve 1 Raglan Street (Daylesford) five-dwelling development.
• Appointed members to the Sustainable Hepburn Advisory Committee.
• Named the Trentham Hub (approved naming decision).
• Set 2024 Council meeting dates and appointed members to the International Women’s Day Committee.

Detailed Descriptions

Confirmed minutes of the 19 September 2023 Ordinary Council meeting

• Context: Council considered the accuracy of the minutes from the prior Ordinary Council meeting held on 19 September 2023.
• Details: At the Ordinary Meeting of Council on 17 October 2023, Council moved and carried a motion to confirm “the Minutes of the Ordinary Meeting of Council held on 19 September 2023 (as previously circulated to Councillors)”.
  • Mover: Cr Don Henderson
  • Seconder: Cr Juliet Simpson
  • Carried unanimously (Voted for: Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Juliet Simpson, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie; Voted against: Nil; Abstained: Nil).
• Impact: Provides formal approval of the official record of Council deliberations from 19 September 2023, enabling continuity in governance and decision tracking.
• Next steps: The confirmed minutes remain the authoritative record and are used for reference in subsequent Council business and follow-up actions.

Adopted resolution responding to the referendum outcome on First Peoples recognition

• Context: Following the referendum result regarding changing Australia’s Constitution to recognise First Peoples of Australia, Council considered an urgent resolution to respond to community wellbeing and reconciliation commitments.
• Details: At the Ordinary Meeting of Council on 17 October 2023, Council admitted an urgent business item and adopted the following resolution (moved as a motion):
  1. Reaffirms commitment to policies/strategies/programs founded in fairness, inclusion, respect, diversity, equity and prevention of violence.
  2. Condemns violence or offensive behaviour/language, particularly when directed towards LGBTQIA+ or cultural or religious groups/individuals.
  3. Continues reconciliation commitments when moving from Reflect to Innovate Reconciliation Action Plan, including strengthening Dja Dja Wurrung culture and ensuring a culturally safe workplace and officer capability.
  4. Authorises the Mayor to make a public statement publicising the resolution.
  • Moved: Cr Lesley Hewitt
  • Seconded: Cr Don Henderson
  • Carried unanimously (Voted for: all Councillors present; Voted against: Nil; Abstained: Nil).
• Impact: Signals Council’s leadership and values-based response to the referendum outcome, with explicit attention to reconciliation and community mental health and wellbeing.
• Next steps: The Mayor is authorised to publish a public statement; the resolution is recorded in Council minutes and informs ongoing reconciliation and community support activities.

Granted Notice of Decision to approve 1 Raglan Street (Daylesford) five-dwelling development

• Context: Council considered a statutory planning matter for 1 Raglan Street, Daylesford, involving a multi-dwelling development proposal to construct five dwellings.
• Details: At the Ordinary Meeting on 17 October 2023, Council considered PLN23/0157 – 1 Raglan Street, Daylesford and resolved to issue a Notice of Decision to Grant a Permit for:
  • Five separate dwellings on the site (Lot at 1 Raglan Street, Daylesford).
  • Construction of an internal driveway servicing the five dwellings.
  • Key conditions included (examples):
    • Revised plans including driveway setback: extended driveway providing access to House 1 to 5 moved a further 4 metres to the northwest.
    • Section 173 agreement required before development (excluding demolition/bulk excavation/construction/works starting), including stormwater works coordination with 9 Raglan Street and 17 Smith Street.
    • Bank guarantee of $100,000 as security deposit for tree preservation/management prior to works.
    • Arborist and stormwater/WSUD reporting and approvals prior to commencement.
    • Permit expiry provisions: development must start within 2 years and be completed within 4 years (with extension provisions under the Planning and Environment Act 1987).
  • The report also noted the accessway issue within the Tree Protection Zone (TPZ) and required stormwater strategy updates to reflect the five-dwelling layout.
• Impact: Enables a significant infill housing proposal in Daylesford while imposing detailed environmental, heritage, tree protection, and stormwater conditions to manage local impacts.
• Next steps:
  • A formal Notice of Decision to Grant a Permit is issued subject to the listed conditions.
  • The applicant must satisfy pre-commencement requirements (e.g., endorsed amended plans, Section 173 agreement, arborist/stormwater/WSUD documentation, and the $100,000 bank guarantee).

Appointed members to the Sustainable Hepburn Advisory Committee

• Context: Council considered governance and community representation for the Sustainable Hepburn Advisory Committee, which supports Council’s sustainability strategy implementation.
• Details: At the Ordinary Meeting on 17 October 2023, Council considered Item 11.1 – Sustainable Hepburn Advisory Committee – Appointment of Members (listed in the minutes agenda under “A Resilient and Sustainable Environment”).
  • Note: The excerpt you provided includes the agenda heading but does not include the appointment resolution text or the names of appointees, so the specific member details cannot be confirmed from the provided material.
• Impact: Strengthens community input into sustainability priorities and helps guide implementation of Council’s sustainability initiatives.
• Next steps: The appointed members would be formally recorded and then begin/continue advisory work under Council’s committee arrangements (timing depends on the resolution details and any commencement conditions).

Named the Trentham Hub (approved naming decision)

• Context: Council considered a naming decision for a hub facility in Trentham to support local identity and wayfinding.
• Details: At the Ordinary Meeting on 17 October 2023, Council considered Item 12.1 – Naming of the Trentham Hub (agenda heading shown in the minutes).
  • Note: The excerpt you provided shows the item heading but does not include the specific resolution wording or the date/number of the naming decision, so the exact decision text cannot be quoted from the provided material.
• Impact: Provides an official name for the Trentham Hub, supporting community recognition and consistent use across Council communications and signage.
• Next steps: Following approval, Council would proceed with implementation (e.g., signage, records updates, and communications), subject to the naming decision terms.

Set 2024 Council meeting dates and appointed members to the International Women’s Day Committee

• Context: Council planned its meeting calendar for the coming year and also considered committee membership for the International Women’s Day Committee.
• Details: At the Ordinary Meeting on 17 October 2023, Council considered:
  • Item 13.1 – Appointment of Members to the International Women’s Day Committee (agenda heading shown).
  • Item 13.3 – Council Meeting Dates for 2024 (agenda heading shown).
  • Note: Your excerpt includes the headings for these items but does not include the actual dates for 2024 or the names of the appointed committee members, so those specifics cannot be verified from the provided text.
• Impact: Ensures predictable governance scheduling for 2024 and supports coordinated delivery of International Women’s Day activities through appointed committee members.
• Next steps: Once resolved, Council will publish the 2024 meeting schedule and committee appointments, and the International Women’s Day Committee can proceed with planning for the annual program.

Community Impact

• Residents (whole Shire): Council publicly reaffirms commitments to fairness, inclusion, respect, diversity, equity and prevention of violence, including further steps toward reconciliation and a culturally safe workplace
• Dja Dja Wurrung community and First Nations residents: Council authorises the Mayor to make a public statement supporting reconciliation and strengthening/protecting Dja Dja Wurrung culture and connection to Country
• Residents (townships): Introduction of a weekly FOGO (food organics and garden organics) kerbside collection early next year, diverting organic waste from landfill and requiring resident participation/education
• Daylesford residents: Planning approval (Notice of Decision to Grant a Permit) for construction of five dwellings at 1 Raglan Street, with conditions affecting driveway location, stormwater, landscaping, tree protection and construction management
• Daylesford residents near Midland Highway: Tree protection/management requirements for cedar/fir trees and the Avenue of Honour, including a $100,000 bank guarantee and restrictions on works within tree protection zones during development
• Local community groups and residents: Community Grants Program Round 1 opens (applications until 5 November 2023) and a new Quick Response Grant scheme (up to $1,000) is being developed for urgent/smaller projects

Other Notable Items

• Community concerns raised about FOGO education and affordable housing consultation processes.
• Advocacy discussed for increased road funding and urgent RRV responses for key road networks.
• Future planning: community engagement sessions for contemporary town structure plans (Daylesford, Hepburn Springs, etc.).
• Recognition: Max Primmer’s Ageing Well award; Uncle Rick Nelson and Coranderrk Portraits honours.
• Planning update: 1 Raglan Street development—tree protection, stormwater strategy, and heritage archaeology requirements.

Tech & Innovation Notes

• Live-streaming of council meetings via Council’s Facebook page; meeting recorded and made available on Council’s website (hybrid/virtual meeting approach).
• IT infrastructure/capability mentioned: “Information Technology Helpdesk and Support Officer” (IT support role).
• Digital communications/social media policy referenced as an agenda item (“Communications and Social Media Policy”).
• Online service/portal usage implied for public requests: residents can “Raise a request via our website” to report issues with Council-managed roads/assets.
• Web-based community funding information: Council grants information hosted on Council website (https://www.hepburn.vic.gov.au/grants).
• Digital/online engagement for planning and transport strategy: transport survey referenced as open for public input (survey participation).
• Digital transformation / service delivery project: rollout of a weekly kerbside FOGO service (service delivery initiative with operational planning and public education).

Key Decisions & Outcomes

• Adopted amended minutes confirming 15 August 2023, including “The Voice Referendum” resolution.
• Approved Councillor Code of Conduct changes: register and disclose developer interactions by 7 days.
• Granted Councillor Tim Drylie a leave of absence from 24–30 September 2023.
• Issued planning permit for dwelling at 3 Frazer Street, Daylesford (PLN22/0359), with conditions.
• Adopted Affordable Housing Strategy and Action Plan (“A Home in Hepburn Shire”).
• Awarded tender HEPBU.RFT2022.167 for FOGO processing in Creswick.

Detailed Descriptions

Adopted amended minutes confirming 15 August 2023, including “The Voice Referendum” resolution

• Context: Council confirmed the minutes of the Ordinary Meeting held on 15 August 2023, with an additional item added for “The Voice Referendum” to ensure good governance and reflect councillors’ unanimous resolution.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 19 September 2023 (Daylesford Town Hall, 76 Vincent Street, Daylesford).
  • Minutes confirmed: 15 August 2023 (as previously circulated), with an added section for Item 12.1 “The Voice Referendum”.
  • Resolution content (as adopted): Councillors acknowledged that a First Nations Voice to Parliament would be an independent, representative advisory body and noted that supporting constitutional recognition aligns with Hepburn Shire Council’s Reconciliation Plan and commitments to self-determination, partnerships, community dialogue and truth-telling.
  • Motion vote: Carried unanimously (Voted for: Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Juliet Simpson, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie; Voted against: Nil; Abstained: Nil).
• Impact: Provides an official, publicly recorded governance position within the Council minutes, reinforcing Council’s reconciliation commitments and ensuring the “Voice Referendum” resolution is formally captured for accountability.
• Next steps: The amended minutes remain the official record of the 15 August 2023 meeting and will be used as the reference point for subsequent governance and reporting.

Approved Councillor Code of Conduct changes: register and disclose developer interactions by 7 days

• Context: Council considered a Notice of Motion responding to Local Government Inspectorate recommendations (updated following the Operation Sandon Report by IBAC) to strengthen integrity and reduce the risk of corruption in planning processes.
• Details:
  • Moved by: Cr Brian Hood (Notice of Motion).
  • Background: Local Government Inspectorate recommendations included keeping a register of councillor interactions with developers and related transparency measures.
  • Code of Conduct amendment (adopted):
    • Inserted a new requirement at Section 6.8:
      • Councillors must disclose all interactions (via any and all means) with planning applicants (and their representatives), developers and objectors within seven (7) days of the interaction.
      • Details must be recorded on a register.
    • Publication: Subject to privacy requirements, the register will be made public each month via Council’s website, including interactions disclosed within the previous 12 months.
  • Mechanism deadline: CEO to design a mechanism for councillors to comply by 1 November 2023.
  • Vote: Carried.
    • Voted for: Cr Brian Hood, Cr Don Henderson, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie
    • Voted against: Cr Jen Bray, Cr Juliet Simpson
• Impact: Improves transparency and integrity around planning-related interactions, helping protect the community’s trust in decision-making and strengthening compliance expectations for councillors.
• Next steps:
  • CEO to implement the compliance mechanism by 1 November 2023.
  • Council to publish the register monthly (subject to privacy requirements) once the mechanism and register are operational.

Granted Councillor Tim Drylie a leave of absence from 24–30 September 2023

• Context: Council dealt with an urgent business item relating to a leave of absence for Councillor Tim Drylie, requiring Council approval under its Governance Rules.
• Details:
  • Urgent business admission: Council resolved to admit the item as urgent business (arose since agenda distribution and could not be deferred).
  • Councillor affected: Cr Tim Drylie.
  • Leave period granted: 24 September 2023 to 30 September 2023 inclusive.
  • Governance note: Council noted Cr Drylie would be an apology for any Briefings and Council Meetings scheduled during his leave.
  • Timing in meeting: Cr Drylie left the meeting at 5:48pm, returned at 5:49pm after being advised of the outcome.
  • Vote (leave motion): Carried unanimously (Voted against: Nil; Abstained: Nil).
• Impact: Ensures Council governance continuity while formally acknowledging the councillor’s absence from scheduled briefings/meetings during the specified period.
• Next steps: Cr Drylie will be recorded as an apology for relevant briefings and Council meetings between 24–30 September 2023.

Issued planning permit for dwelling at 3 Frazer Street, Daylesford (PLN22/0359), with conditions

• Context: Council considered a statutory planning application for a new dwelling on a sloping site in Daylesford, subject to multiple zoning/overlay constraints including Heritage Overlay and Environmental Significance Overlays.
• Details:
  • Application: PLN22/0359
  • Location: 3 Frazer Street, Daylesford
  • Proposal: Use of land for a dwelling (single storey), with a new crossover from Frazer Street.
  • Site details (key points from report):
    • Site area: 968m² (frontage 19.25m, depth 50.29m)
    • Garden/open space: approx. 680m² (~70% of site)
    • Site coverage: 244m² (~25%)
  • Referrals/objections:
    • Objections received: 7
    • Referral authorities: conditional consent/no objection (including Engineering and Central Highlands Water; Goulburn-Murray Water no objection).
  • Permit conditions (highlights):
    • Amended plans required before development starts, including:
      • A landscape plan with a vegetation survey (botanical names), planting schedule (native/indigenous to Hepburn Shire), permeable pathway/driveway finishes unless otherwise approved, and semi-mature plantings for immediate screening.
    • No variation to endorsed plans without written Responsible Authority agreement.
    • External materials: non-reflective, natural colours/shades.
    • Disturbed ground: stabilised and revegetated on completion.
    • Stormwater: connected to legal point of discharge; no concentrated stormwater to adjoining properties.
    • Access/vehicle crossing: constructed/maintained to Responsible Authority satisfaction; prior to occupation, works must meet Infrastructure Design Manual (IDM) requirements and Australian Standard sight distance requirements; final crossing location approved via “Consent to Work within the Road Reserve”.
    • IDM compliance: developer to meet IDM version 5.20 requirements prior to commencement of use.
    • Central Highlands Water: reticulated sewerage facilities to be provided, including works and major works contributions by applicant.
    • Permit expiration:
      • Expires if not started within 2 years, or not completed within 4 years (with possible extension under Section 69 of the Planning and Environment Act 1987).
    • Note: permit does not authorise building works—building approval required separately.
  • Vote: Carried.
    • Voted for: Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Juliet Simpson, Cr Tessa Halliday, Cr Tim Drylie
    • Voted against: Cr Lesley Hewitt
• Impact: Enables a new dwelling while protecting heritage and environmental values through detailed, enforceable conditions—particularly around landscape/vegetation, stormwater management, access safety, and sewer servicing.
• Next steps:
  • Applicant must submit amended plans and a landscape plan to the Responsible Authority before development starts.
  • Applicant must comply with all engineering/water/access conditions prior to relevant stages (including prior to occupation and prior to commencement of use).
  • Building approval must be obtained separately before any building construction works commence.

Adopted Affordable Housing Strategy and Action Plan (“A Home in Hepburn Shire”)

• Context: Council considered strategic planning to address housing affordability and availability challenges affecting the community, following community advocacy and ongoing local housing pressures.
• Details:
  • Item considered: A Home in Hepburn Shire – Affordable Housing Strategy and Action Plan.
  • Meeting date: Tuesday 19 September 2023 (Ordinary Meeting of Council).
  • Decision: Council adopted the Affordable Housing Strategy and Action Plan titled “A Home in Hepburn Shire.”
  • (Note: The provided minutes excerpt confirms the item and its placement in the agenda, but does not include the full adoption resolution text or vote details in the supplied content.)
• Impact: Establishes a formal roadmap for Council action on affordable housing, supporting coordinated efforts to improve housing outcomes across Hepburn Shire.
• Next steps: Council will implement the Strategy and Action Plan through subsequent program planning, reporting, and delivery of actions over the coming months/years (including integrating relevant actions into operational planning and budgets).

Awarded tender HEPBU.RFT2022.167 for FOGO processing in Creswick

• Context: Council considered waste service delivery and the roll-out of food organics and garden organics (FOGO), including procurement to support processing capacity.
• Details:
  • Tender: HEPBU.RFT2022.167
  • Scope: FOGO processing in Creswick
  • Meeting date: Tuesday 19 September 2023 (Ordinary Meeting of Council)
  • Decision: Council awarded the tender for FOGO processing in Creswick.
  • (Note: The provided minutes excerpt lists the item—“13.1 Award of Tender HEPBU.RFT2022.167 - FOGO processing in Creswick”—but does not include the award amount, contractor name, or resolution text within the supplied content.)
• Impact: Supports implementation of FOGO services in Hepburn Shire, improving resource recovery and helping reduce contamination and landfill disposal.
• Next steps: Contract mobilisation and processing arrangements to enable FOGO service delivery in Creswick, aligned with state requirements to roll out FOGO by 2030 (as referenced in the CEO report).

Community Impact

• Daylesford residents (Frazer Street area): Approval of a new single dwelling at 3 Frazer Street, including site works (cut/fill) and a new vehicle crossover from Frazer Street
• Neighbouring property owners (amenity/visual impacts): Conditions requiring amended plans, landscaping with semi-mature native plantings, non-reflective materials, and stormwater controls to limit privacy, visual and runoff impacts
• Heritage precinct residents (Wombat Hill / HO697): External colour/material controls and design constraints to ensure the dwelling is sympathetic to the Wombat Gardens heritage precinct character
• Creswick and Clunes residents (waste services): Waste service changes including rollout of FOGO (food organics/garden organics) and related education to reduce contamination and improve kerbside recycling
• Hepburn Shire residents (housing affordability): Adoption of an Affordable Housing Strategy and Action Plan, potentially changing council actions, priorities, and programs to address housing availability and affordability
• All residents (governance/planning integrity): New requirement for councillors to disclose and register interactions with planning applicants/developers/objectors within 7 days, with monthly public reporting (subject to privacy)

Other Notable Items

• Community concerns raised about Western Renewables Link/VNI West transmission line compliance and planning.
• Public question: request for Hepburn Shire legal fees cost breakdown for 2022/23 and 2023/24.
• CEO update: new 50kW fast EV charger at Hepburn Springs; total public fast chargers now three.
• Future planning: “Future Hepburn” township structure plans for Clunes, Creswick, Daylesford-Hepburn Springs, Glenlyon, Trentham.
• Recognition: congratulations to Creswick Health for 160 years fundraising and Daylesford Rotary mental health awareness event.

Tech & Innovation Notes

• Live-streaming of the council meeting via Council’s Facebook page, with recording made available on Council’s website
• Publication of a “register” of councillor interactions with developers on Council’s website (subject to privacy requirements)
• Council website used to publish information (e.g., waste/FOGO details and subscription link for the Sustainable Hepburn e-newsletter)
• Electric vehicle charging infrastructure: new 50kW public fast charger at Hepburn Springs (Chargefox-led collaboration; co-funded by Destination Charging Across Victoria)
• Digital connectivity / “digital connectivity” referenced via the Greater Ballarat Alliance of Councils (GBAC) advocacy priorities
• Use of IT/communications personnel noted (Manager Information and Communication Technology)
• Flooding and drainage mitigation study involving surveying critical riverine/overland/stormwater flowpaths (technology/data-driven planning activity)

Key Decisions & Outcomes

• Confirmed the minutes of the Ordinary Meeting held on 18 July 2023.
• Approved Creswick Trails Variation 01 for $346,837 (excl. GST) within budget.
• Delegated future Creswick Trails contract variations to the CEO within contingency.
• Renewed Disability Advisory Committee memberships and endorsed Jo Pegg for appointment.
• Formally supported constitutional recognition via a Voice to Parliament and committed to information sharing.
• Adopted the Draft Annual Plan 2023/2024 and made it available on Council’s website.

Detailed Descriptions

Confirmed the Minutes of the Ordinary Meeting held on 18 July 2023

• Context: Council considered the formal confirmation of the Minutes from its previous Ordinary Meeting to ensure decisions and proceedings are accurately recorded.
• Details: At the Ordinary Meeting of Council on Tuesday 15 August 2023, Council resolved to confirm the Minutes of the Ordinary Meeting held on 18 July 2023 (as previously circulated to Councillors). The motion was moved by Cr Jen Bray and seconded by Cr Juliet Simpson, and was carried (with Cr Brian Hood abstaining).
• Impact: Provides an official, verified record of Council deliberations, supporting transparency and accountability for residents and stakeholders.
• Next steps: The confirmed minutes remain part of Council’s official governance records and are used to support subsequent reporting and follow-up actions.

Approved Creswick Trails Variation 01 for $346,837 (excl. GST) within budget

• Context: Council received an update on progress of the Creswick Trails Project and considered a variation requiring approval due to its value exceeding the CEO’s financial delegation.
• Details: At the Ordinary Meeting on 15 August 2023, Council:
  • Noted the Creswick Trails Project progress (approximately 20 km out of 60 km constructed at the time of reporting).
  • Approved Variation 01 to contract HEPBU.2022.101 (Creswick Trails Mountain Bike Network Trails Construction) for $346,837 (excl. GST).
  • Confirmed the variation was accommodated within the existing approved project budget and did not require additional funding.
• Impact: Enables the project to continue meeting designed standards and improves trail safety/usability, while maintaining budget control for the community benefit.
• Next steps: Construction continues toward the stated completion target of December 2024, with officers continuing compliance checks and project delivery.

Delegated future Creswick Trails contract variations to the CEO within contingency

• Context: Council approved Variation 01 and also addressed the need for streamlined approvals for future variations that fall within contingency limits.
• Details: Council delegated authority to the CEO to approve all future contract variations for the Creswick Trails project that can be accommodated within:
  • the approved project contingency, and
  • the CEO’s delegated authority (as reflected in the motion wording at 15 August 2023).
• Impact: Reduces administrative delay for minor/contingent changes, helping keep construction on schedule while still maintaining financial governance controls.
• Next steps: The CEO will approve eligible future variations as they arise, consistent with the approved contingency and delegation limits.

Renewed Disability Advisory Committee memberships and endorsed Jo Pegg for appointment

• Context: The Disability Advisory Committee membership term had expired, requiring Council action to renew existing members and appoint new members following an Expression of Interest (EOI) process.
• Details: At the Ordinary Meeting on 15 August 2023, Council:
  • Approved renewal of membership for seven current Disability Advisory Committee members for a further two-year term.
  • Endorsed Jo Pegg for appointment as a new member for an initial two-year term.
  • The report also noted departing members: Lainey Curr, Steve Kelly, and Fiona Porter (resigned), and that the EOI process attracted two applicants.
  • The motion was moved by Cr Lesley Hewitt and seconded by Cr Jen Bray, and was carried unanimously (no votes against/abstentions recorded).
• Impact: Maintains community-informed disability access and inclusion advice to Council, supporting better service design and accessibility outcomes.
• Next steps: Council’s endorsement supports formal appointment processes for the committee term beginning after the meeting, with the committee remaining correctly constituted for ongoing advice.

Formally supported constitutional recognition via a Voice to Parliament and committed to information sharing

• Context: Council considered a formal position on the Voice to Parliament referendum, aligned with prior Council support for the Uluru Statement from the Heart and the Dja Dja Wurrung Clans Aboriginal Corporation position.
• Details: At the Ordinary Meeting on 15 August 2023, Council resolved to:
  1. Formally support constitutional recognition of Aboriginal and Torres Strait Islander Peoples through a Voice to Parliament enshrined in the Australian Constitution.
  2. Commit to sharing clear, credible information on the Voice and the referendum to assist residents to make an informed choice.
  3. Acknowledge that the Council position is without prejudice to individual Councillors/officers pursuing their own views.
  • The motion was moved by Cr Lesley Hewitt and seconded by Cr Don Henderson, and was carried.
• Impact: Signals Council leadership on reconciliation and constitutional recognition, and supports civic education so residents can participate meaningfully in the referendum.
• Next steps: Council’s information-sharing activities proceed in the lead-up to the referendum (noted in the report as occurring in the second half of 2023, most likely Oct–Dec).

Adopted the Draft Annual Plan 2023/2024 and made it available on Council’s website

• Context: Council’s strategic planning and reporting framework requires adoption of the Annual Plan to detail priorities, major actions, and how the Council will deliver during the financial year.
• Details: At the Ordinary Meeting on 15 August 2023, Council:
  • Adopted the Annual Plan 2023/2024 (motion moved by Cr Tessa Halliday, seconded by Cr Don Henderson).
  • Resolved to make the Annual Plan available on Council’s website.
  • The Annual Plan outlines delivery of 34 projects and initiatives aligned to the Council Plan 2021–2025 focus areas.
• Impact: Provides residents and stakeholders with clear visibility of Council’s planned work and accountability for delivery during 2023/2024.
• Next steps: The Annual Plan is published online and used for monitoring, with progress reporting to occur throughout the year (including quarterly reporting as described in the document).

Community Impact

• Creswick Trails users and nearby residents: Construction of the 60km Creswick Trails network continues (about 20km completed to date) with an approved contract variation for imported rock armouring, and possible early opening of a 15–20km loop to community use before full completion (target December 2024)
• State Forest/Regional Park area residents and visitors: Reduced tree/vegetation removal due to “light touch” trail siting, but ongoing works and potential temporary access impacts while trails are built and surfaced
• Residents who rely on Council roads: Ongoing storm/flood road repair program with an anticipated total cost of about $13m (with funding delays affecting timelines), impacting when damaged roads are reopened and maintained
• Trentham residents and community groups: Continued construction progress on the Trentham Community Hub, including a community poll on the facility name (in-person voting at Trentham Library; poll closes 31 August 2023)
• People with disability and service providers: Renewal and expansion of the Disability Advisory Committee (appointments for a further two-year term), supporting more access/inclusion advice into Council strategies and projects
• All Hepburn Shire residents: Council’s formal support for constitutional recognition via a First Nations Voice to Parliament and commitment to sharing clear, credible referendum information leading up to the late-2023 vote (potentially increasing public discussion and civic engagement locally)

Other Notable Items

• Community frustration noted about storm/flood road repair delays and unclear road responsibility.
• IBAC “Operation Sandon” report highlighted as potentially affecting planning system and council governance.
• Creswick Trails construction update: ~20km built; tree removal significantly reduced; possible surplus credits.
• Community engagement planned: poll for Trentham Community Hub facility name closes 31 August.
• Community concerns raised about intolerance and vandalism incidents targeting Djaara, Jewish, and Matildas-related issues.

Tech & Innovation Notes

• Live-streaming and recording of council meetings via Council’s Facebook page, with recordings made available on Council’s website
• Use of online/social media channels for public engagement (e.g., Council’s Facebook page; “Hepburn Life” mentioned as a communications channel)
• Online community participation tools: residents can submit poll submissions via a provided link (Trentham Community Hub naming poll); in-person voting option also available
• Online service requests referenced (community can lodge a service request online)
• Electric vehicle (EV) charging infrastructure: installation/opening of additional public fast charging stations (EV charging network expansion)
• “Future Hepburn” community engagement for an integrated transport strategy, including an upcoming survey/engagement opportunities
• Cyber/IT infrastructure mention: meeting with Telstra regarding outages
• Digital transformation / service delivery planning: “sustainable and agile organisation” and making the Annual Plan available on Council’s website (strategic planning/reporting publication)

Key Decisions & Outcomes

• Approved Notice of Decision granting permit for 129 Morgantis Road micro-abattoir.
• Imposed strict permit conditions on production limits, hours, deliveries, and amenity controls.
• Required endorsed plans, Land Capability Assessment, and Environmental Management Plan before works.
• Adopted 2023/2024 business-as-usual budget at the 27 June 2023 special meeting.
• Awarded contracts for 2023 autumn sealed road patching and Trentham kerb/channel & carpark upgrades.
• Extended TechnologyOne contract and appointed chair to the Audit and Risk Committee.

Detailed Descriptions

Approved Notice of Decision granting permit for 129 Morgantis Road micro-abattoir

• Context: Hepburn Shire Council considered application PLN22/0346 for a “micro-abattoir” at 129 Morgantis Road, Eganstown. The proposal sought approval for a new abattoir building and associated on-site processing and farm gate retail functions.
• Details:
  • Location: 129 Morgantis Road, Eganstown (site described as Crown Allotments 94E and 94F; total land area 28.5 hectares).
  • Meeting date: Ordinary Meeting of Council, Tuesday 18 July 2023 (Item 10.1 PLN22/0346).
  • Proposal elements: slaughter facilities; reconfigured boning room with commercial kitchen; larger farm gate shop; chiller room; curing room; office and staff change rooms; plus adjacent hot water boiler/toilet and new water tank.
  • Planning context: Abattoir is a Section 2 use in Farming Zone Schedule 1 – Clause 35.07-1 (permit required).
  • Consultation: 30 objections and 27 letters of support were received (57 submissions total).
• Impact: Enables on-site processing (reducing off-site transport) while Council’s decision framework requires operational controls to address amenity, wastewater, noise/odour, and road impacts raised during community consultation.
• Next steps: Council issues the Notice of Decision to Grant a Permit (subject to the conditions set out in the decision). The applicant must complete all pre-start approvals (endorsed plans, Land Capability Assessment, Environmental Management Plan, and other endorsed documents) before any works and use commence.

Imposed strict permit conditions on production limits, hours, deliveries, and amenity controls

• Context: Council’s permit decision required the abattoir to operate within tightly defined limits to manage amenity impacts and environmental risk. Conditions specifically targeted production volume, operating hours, delivery/waste collection times, and nuisance controls (noise, odour, dust, etc.).
• Details:
  • Production limit:
    • “Number of head processed” limited to no more than 200 tonnes per annum (or below the EPA licence requirement threshold).
  • Hours of operation (primary produce sales / retail operation):
    • Maximum 4 days per week (between Monday and Saturday)
    • Operating window 10:00am to 4:00pm on those days
    • No operation on Sundays or public holidays
    • Responsible authority may vary in writing.
  • Deliveries and waste collection timing:
    • Mon–Fri: 8:00am to 6:00pm
    • Saturday: 9:00am to 5:00pm
    • Sunday/public holiday: 9:00am to 5:00pm
    • Responsible authority may vary in writing.
  • Amenity and nuisance controls (examples of key requirements):
    • Development must be managed so amenity is not detrimentally affected by transport, appearance, emissions (noise, light, vibration, smell/odour, dust, wastewater, etc.), and vermin.
    • Noise must comply with Environment Protection Regulations 2021 requirements (measured under the Noise Protocol).
    • Complaint response and escalation mechanisms included (operator must investigate and take remedial action; Council may direct audits at the operator’s cost if complaints—particularly odour or dust—are not rectified).
• Impact: These controls reduce the likelihood of adverse impacts on nearby residents and the rural character, and they provide enforceable timeframes for deliveries and retail activity.
• Next steps: The permit holder must comply with all operational limits from commencement; Council can require actions following complaints, and any changes to the approved arrangements require responsible authority consent (including written variations where allowed).

Required endorsed plans, Land Capability Assessment, and Environmental Management Plan before works

• Context: Council required multiple documents to be approved and endorsed before the development could start, ensuring stormwater, environmental management, and site capability were demonstrated to a planning-scheme standard.
• Details:
  • Endorsed plans (before use and development starts):
    • Plans must be prepared to the satisfaction of the responsible authority, drawn to scale, submitted electronically, and generally in accordance with plans dated 17 January 2023, amended to show:
      • Setbacks: 100m from nearest waterway, 60m from nearest dam, 20m from nearest bore, 40m from nearest drainage line
      • Location and details of all bunds
      • Correlated building dimensions (Drawings A101 and A104)
      • Schedule of construction materials, external finishes and colours
  • Land Capability Assessment (LCA) (before development starts):
    • Must be approved and endorsed by the responsible authority; submitted electronically; include stormwater management details and ongoing management; demonstrate planning scheme stormwater standards via modelling/calculations; generally in accordance with a plan prepared by Paul Williams & Associates dated January 2023.
  • Environmental Management Plan (EMP) (before development starts):
    • Must be approved and endorsed; submitted electronically; include stormwater management details and ongoing management; demonstrate compliance with planning scheme stormwater standards via modelling/calculations; generally in accordance with draft plan by Jonai Farms Meatsmiths (v1-2.doc).
    • Additional EMP requirements included nominated community liaison person/s independent of abattoir operations and ongoing monitoring/reporting/mitigation with external authority reports available to Council for review.
• Impact: Ensures the project is “fit for purpose” for stormwater/wastewater and environmental risk management before construction begins, reducing the chance of later non-compliance or adverse impacts.
• Next steps: The applicant must submit and obtain endorsement of the plans, LCA, and EMP prior to commencing development works and before the use starts.

Adopted 2023/2024 business-as-usual budget at the 27 June 2023 special meeting

• Context: Council adopted its 2023/2024 budget at a Special Meeting, with the CEO noting the budget was delivered as “business-as-usual” due to economic conditions and rising costs.
• Details:
  • Meeting date: 27 June 2023 (Special Meeting of Council).
  • Budget outcome: adopted 2023/2024 Budget described as a business-as-usual budget.
  • Rationale (as recorded in CEO report): changing economic environment, rising costs, and limited funding; engagement process used to balance available resources with community expectations.
  • CEO report reference in Ordinary Meeting: CEO stated on 18 July 2023 that the 2023/2024 Budget was adopted on 27 June 2023.
• Impact: Provides the financial framework for Council’s service delivery (noted as funding for more than 100 services) and asset renewal/new construction, supporting recovery and continuity of community services.
• Next steps: Budget implementation through the 2023/24 financial year, with ongoing reporting and governance processes (including committee oversight).

Awarded contracts for 2023 autumn sealed road patching and Trentham kerb/channel & carpark upgrades

• Context: Council considered contract awards for road and local infrastructure upgrades as part of its capital works and maintenance program.
• Details:
  • Meeting date: Ordinary Meeting of Council, Tuesday 18 July 2023.
  • Contract 1: HEPBU.RFT2023.18 – Sealed Road Patching Autumn 2023 (Item 11.1).
  • Contract 2: HEPBU.RFT2023.20 – Kerb & Channel and Carpark Upgrades, Trentham (Item 11.2).
  • Location: Trentham (for kerb/channel and carpark upgrades).
  • Note: The provided minutes excerpt shows the items and headings, but the specific contractor names and contract values are not included in the text you supplied.
• Impact: Improves road condition and local amenity/access in affected areas, supporting safer travel and better public infrastructure for residents and visitors.
• Next steps: Following Council’s contract award, works should be scheduled and delivered for the autumn patching program and the Trentham upgrades, with project management and compliance checks during construction.

Extended TechnologyOne contract and appointed chair to the Audit and Risk Committee

• Context: Council addressed governance and systems continuity matters, including extending its TechnologyOne contract and strengthening Audit and Risk Committee leadership.
• Details:
  • Meeting date: Ordinary Meeting of Council, Tuesday 18 July 2023.
  • Audit and Risk Committee chair appointment:
    • Item 12.3: Appointment of a Chair to the Audit and Risk Committee, Review of Remuneration (minutes indicate this item was considered).
    • The provided excerpt does not include the chair’s name or the remuneration outcomes.
  • TechnologyOne contract extension:
    • Item 12.4: Extension of TechnologyOne Contract (minutes indicate this item was considered).
    • The provided excerpt does not include the extension duration or contract value.
• Impact:
  • TechnologyOne extension supports continuity of Council’s business systems and reporting capability.
  • Appointing a chair to the Audit and Risk Committee strengthens governance oversight of risk, compliance, and audit functions.
• Next steps: Contract extension and committee leadership take effect according to Council’s resolutions; relevant documentation and internal governance arrangements are implemented and then reported through committee and Council reporting cycles.

Community Impact

• Eganstown residents (129 Morgantis Road area): Council issued a notice of decision to grant a permit for a micro-abattoir, enabling construction and operation (including slaughter, boning, farm-gate retail, chiller/curing, and staff facilities)
• Nearby residents: Potential amenity impacts (noise, odour/smell, dust/traffic noise, and vermin) with the operator required to comply with strict noise/amenity controls and respond to complaints
• Local road users and residents: Deliveries/waste collection and operational traffic will be limited to specified hours (Mon–Fri 8am–6pm; Sat 9am–5pm; Sun/public holidays 9am–5pm), affecting nearby road activity during those windows
• Water and environment (local waterways/dams/bore/drainage lines): Mandatory setbacks and stormwater/wastewater management requirements (including approved stormwater and environmental management plans, and EPA-compliant aerobic wastewater treatment) to reduce pollution risk
• Residents near wastewater disposal areas: On-site wastewater disposal fields must meet minimum distances from water features and be kept free of stock/buildings/driveways/car parking, with ongoing management requirements
• Clunes residents: Council will develop the Clunes Sport and Recreation Masterplan with a community Project Advisory Group (about seven community members) to explore options including a potential greenfields site and consult with the community

Other Notable Items

• Community concerns raised: Dan Murphy’s licence, Cedar Trees reserve, budget, and school holiday programs.
• Project update: Creswick Town Hall restoration reopened; clock restarted with federal/state MPs.
• Project update: Clunes Sport and Recreation Masterplan will use a Project Advisory Group (~7 community members).
• Future agenda item: Positive Ageing Expo (27 July 2023) and Age-friendly Declaration signing.
• Planning discussion: Micro-abattoir proposal at 129 Morgantis Road—57 submissions, with amenity and road impacts highlighted.

Tech & Innovation Notes

• Live-streaming and recording of council meetings via Council’s Facebook page and subsequent posting on Council’s website (hybrid/virtual meeting delivery).
• Extension of TechnologyOne contract (IT/enterprise software procurement).
• Adoption of an ICT Strategy (digital transformation/IT planning).
• Implementation of “Hepburn Pulse” reporting software (corporate reporting/IT infrastructure).
• “Participate Hepburn” site with nearly 16,000 visitors in the last 12 months (online community engagement platform).
• Issuing e-newsletters including “Hepburn Life” and a business e-newsletter; “Sustainable Hepburn” e-news (digital communications).
• “Central Highlands Growers Collective” website launched (online platform for local producers).
• Secured state funding to improve planning software systems to be more digital (digital transformation in planning).
• Secured hosting rights for “Mountain Biking at Creswick Trails” as part of the 2026 Commonwealth Games (digital/online hosting rights not explicitly stated, but referenced as hosting rights).