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Adopted the 2023/2024 Budget, including proposed draft changes

  • Allocated an additional $60,000 for a part-time Housing Officer
  • Adopted 2023/2024 rates and charges and the schedule of Fees and Charges
  • Authorised the CEO to make minor administrative changes to the Annual Budget
  • and 2 more

6 decisions · 9 min read
Official minutes of the Hepburn Shire Council meeting on 27 June 2023

AI-generated summary. Written by a language model from the official minutes. Check the source before you quote or rely on it.

Key Decisions & Outcomes

  • Adopted the 2023/2024 Budget, including proposed draft changes
  • Allocated an additional $60,000 for a part-time Housing Officer
  • Adopted 2023/2024 rates and charges and the schedule of Fees and Charges
  • Authorised the CEO to make minor administrative changes to the Annual Budget
  • Continued the ten-year Financial Plan and Service Review, reporting by December 2023
  • Set 2023/2024 capital works priorities, including Creswick Trails and Daylesford Town Hall remediation

Detailed Descriptions

Adopted the 2023/2024 Budget, including proposed draft changes

  • Context: Council was required under Section 94 of the Local Government Act 2020 to prepare and adopt an Annual Budget. The draft 2023/2024 Budget was released for public comment, with submissions considered by Councillors before final adoption.
  • Details:
    • Special Meeting of Council held Tuesday 27 June 2023 at Victoria Park, 3021 Ballan-Daylesford Road, Daylesford 3460.
    • Community engagement period (as referenced in the Officer report): draft budget available and submissions invited from 24 May 2023 to 8 June 2023.
    • 31 submissions were received and provided to Councillors, with consideration at a briefing on 20 June 2023.
    • Council adopted the 2023/2024 Budget annexed to the report, including proposed changes to the draft budget, in accordance with Section 94 of the Local Government Act 2020.
    • Draft-to-final budget changes included:
      • Workcover premium increase: $65,000 (result of State Government decision to increase average insurance rates).
      • Financial Assistance Grants correction: -$1,280,997 (decreased operating grant income) to address an accounting duplication.
      • Artisan Agriculture website: -$20,000 (reduced Council contribution after grant funding expected to be retained/unspent).
      • Deferral of capital works: -$460,000 (with $40,000 building planning/design deferred; $50,000 ICT renewal deferred; $100,000 vehicle/plant renewal deferred; $200,000 bridge renewal deferred; $70,000 Town Hall sound system savings).
      • Creswick Bowls Club Green Replacement: +$264,483 (increased capital cost following contract award at the 20 June 2023 meeting).
      • Local Roads and Community Infrastructure (LRCI) Grants: +$1,050,000 (increased capital grant income).
      • Cash position impact noted as a reduction of $80,480 to projected cash position.
    • Voting outcome on the final motion to adopt the budget (including the proposed changes): Carried.
  • Impact: Provides the financial framework for delivering Council services and capital works in 2023/2024, while responding to inflationary pressures, storm recovery impacts, and updated funding/capital cashflow realities.
  • Next steps:
    • Officers were requested to provide formal responses to each budget submitter after adoption.
    • Officers to continue with the ten-year Financial Plan and Service Review and report by no later than December 2023 (also captured as a separate decision item below).

Allocated an additional $60,000 for a part-time Housing Officer

  • Context: Council’s draft budget incorporated actions from a developing Affordable Housing Strategy and Action Plan, and Council sought to strengthen implementation capacity through dedicated staffing.
  • Details:
    • During the budget adoption item (6.1), a motion included allocating an additional $60,000 to fund a part-time Housing Officer.
    • Purpose: to implement actions of the draft Affordable Housing Strategy and Action Plan.
    • The Affordable Housing Strategy and Action Plan were released on 9 June 2023 (referenced in the submissions/themes section).
    • The motion that included the $60,000 Housing Officer was initially proposed but the first motion was lost (27 June 2023), and then a revised motion without the $60,000 allocation was subsequently moved and carried.
  • Impact: Funding for a Housing Officer would directly support Council’s ability to progress affordable housing actions (e.g., coordination, implementation and linkage to external funding opportunities), improving housing outcomes for residents.
  • Next steps:
    • If Council intended to proceed with the Housing Officer resourcing, it would need to be confirmed through the adopted budget position and subsequent budget/operational planning processes for 2023/2024.

Adopted 2023/2024 rates and charges and the schedule of Fees and Charges

  • Context: Rates and charges are required to be set annually to fund Council services and capital works, and fees must be scheduled to reflect service delivery and statutory/regulatory requirements.
  • Details:
    • At the 27 June 2023 Special Meeting, Council adopted:
      • Rates and charges for 2023/2024
      • The schedule of Fees and Charges as detailed in the 2023/2024 Budget.
    • The Officer recommendation (6.1) explicitly included adoption of both rates/charges and the Fees & Charges schedule.
    • Budget context for rates:
      • Total rates and charges projected for 2023/2024: $26,158,538.
      • Average rate increase: 3.5%, aligned to the Victorian Government Fair Go Rates System (FGRS) rate cap.
  • Impact: Ensures Council can lawfully raise revenue to deliver services and maintain infrastructure renewal, while providing transparency to residents and businesses about what they will pay for Council services.
  • Next steps:
    • Rates and charges and the Fees & Charges schedule are implemented for the 2023/2024 financial year.
    • Any subsequent adjustments would be handled through Council processes consistent with legislation and the adopted budget framework.

Authorised the CEO to make minor administrative changes to the Annual Budget

  • Context: Minor administrative changes can be required after finalisation of the budget (e.g., formatting, technical corrections, or small administrative updates) without altering the substance of Council’s financial decisions.
  • Details:
    • In the budget adoption recommendation for item 6.1 Adoption of the Budget 2023/2024, Council authorised the Chief Executive Officer (CEO) to:
      • effect any minor administrative changes required to the 2023/2024 Annual Budget.
    • This authorisation was included in the Officer recommendation and carried as part of the adopted budget motion.
  • Impact: Allows Council to maintain budget integrity while ensuring the final published/operational budget documents are accurate and compliant.
  • Next steps:
    • CEO undertakes minor administrative updates following adoption, with the budget remaining aligned to Council’s decisions.

Continued the ten-year Financial Plan and Service Review, reporting by December 2023

  • Context: Council anticipated longer-term financial and service delivery pressures and therefore planned a broader review beyond the annual budget cycle.
  • Details:
    • Council requested officers to continue the review of the ten-year Financial Plan and Service Review process.
    • Reporting requirement: bring a report to Council as early as possible but no later than December 2023.
    • The budget document also notes the ten-year Financial Plan had been delivered in October 2021, and that the 2023/2024 budget is based on assumptions of “business as usual” until the review findings are incorporated.
  • Impact: Strengthens Council’s financial sustainability and service alignment by ensuring medium-to-long term planning is updated and evidence-based.
  • Next steps:
    • Officers conduct the ten-year Financial Plan and Service Review during 2H 2023.
    • Council receives the report by December 2023 (latest).

Set 2023/2024 capital works priorities, including Creswick Trails and Daylesford Town Hall remediation

  • Context: The 2023/2024 Budget included a major capital works program to complete committed projects and address renewal needs, alongside storm recovery impacts and asset remediation priorities.
  • Details:
    • The capital works program for 2023/2024 was set at approximately $19.37M (described as delivering $19.37M of capital works in the Officer report).
    • Key capital works priorities included:
      • Creswick Trails: $5.9M to complete Creswick Trails (also described as construction of 60kms of track, funded via $4.9M borrowings within the CEO/budget narrative).
      • Daylesford Town Hall remediation: $1.0M for stage one of remediation works at Daylesford Town Hall, with an additional $200,000 for scoping and planning of staff accommodation and Birch ward community facilities.
    • Other major capital items listed in the same capital works section included:
      • Historic Wheelers Bridge Lawrence renewal: $3.0M (with $2.8M Federal Government funding).
      • Road renewal/re-sheeting: $2.73M.
      • Trentham Community Hub completion: $2.02M (early 2024).
  • Impact: Delivers tangible community infrastructure outcomes—improving recreational assets (Creswick Trails) and addressing safety/structural and functional needs at a key civic facility (Daylesford Town Hall).
  • Next steps:
    • Capital projects progress through procurement and delivery during 2023/2024.
    • Where cashflow deferrals were identified (e.g., $460,000 deferral across specific capital items), works are rescheduled into later periods consistent with Council’s capital program cashflow planning.

Community Impact

  • All ratepayers: 2023/24 general rates capped at an average 3.5% increase, with some properties paying more (or less) due to annual property revaluations
  • Households using waste services: average waste charge increase of about 6.2% (around $35 per property per year), with the standard residential weekly garbage collection/fortnightly recycling fee set at $570 per year
  • Residents across the Shire (roads users): continued storm rectification and road works during 2023/24, including $2.73M for road renewal/re-sheeting plus ongoing storm recovery impacts on the road network
  • Daylesford residents and visitors: $1.0M stage-one remediation works for Daylesford Town Hall (with further scoping/planning for staff accommodation and Birch ward community facilities)
  • Creswick residents and active transport users: $5.9M to complete the Creswick Mountain Bike Trails (60km of track construction)
  • Community members needing housing support: additional $60,000 funding to support a part-time Housing Officer to implement actions in the Affordable Housing Strategy and Action Plan

Other Notable Items

  • Community submissions themes included off-leash dog parks, road funding, Victoria Park masterplan, and affordable housing.
  • Budget discussion highlighted storm recovery costs and financial strain from inflation and contractor shortages.
  • Proposed additional $60,000 part-time Housing Officer to implement affordable housing actions.
  • Future agenda item: formal response to each budget submitter; ten-year Financial Plan and Service Review report by December 2023.
  • Budget adopted despite a failed motion; casting vote by Cr Brian Hood against first proposal.

Tech & Innovation Notes

  • Live-streaming and recording of council meetings via Council’s Facebook page, with the recording made available on Council’s website
  • Use of online platforms for community engagement: “Participate Hepburn” website (budget consultation submissions and access to the draft budget)
  • ICT infrastructure and technology services: “Manager Information and Communication Technology” and an “ICT” service area focused on technology-based services for Council and the community
  • Cybersecurity initiatives: budget allocation for “cyber security initiatives” (noted as $130,000) to protect data
  • Customer service digital/self-service initiatives: “Customer Service Strategy” and “self-service tools and solutions” (as part of the Customer Experience service area)

Confirmed minutes of 16 May 2023 and 23 May 2023 council meetings

  • Granted permit for 60 Cosmo Road Trentham subdivision and two additional dwellings
  • Extended transfer station bulk bin contract
  • Awarded tender HEPBU.2023.31 for Creswick Bowling Green redevelopment
  • and 2 more

6 decisions · 7 min read
Official minutes of the Hepburn Shire Council meeting on 20 June 2023

AI-generated summary. Written by a language model from the official minutes. Check the source before you quote or rely on it.

Key Decisions & Outcomes

  • Confirmed minutes of 16 May 2023 and 23 May 2023 council meetings.
  • Granted permit for 60 Cosmo Road Trentham subdivision and two additional dwellings.
  • Extended transfer station bulk bin contract.
  • Awarded tender HEPBU.2023.31 for Creswick Bowling Green redevelopment.
  • Adopted/considered Policy 19(C) Outdoor Dining and Trading Policy.
  • Approved response to petition regarding Cornish Hill Heritage Assessment.

Detailed Descriptions

Confirmed Minutes of 16 May 2023 and 23 May 2023 Council Meetings

  • Context: Council considered the formal confirmation of minutes from two prior meetings (an Ordinary Meeting and a Special Meeting) that had been circulated to Councillors.
  • Details:
    • Meeting date: 20 June 2023 (Ordinary Meeting of Council)
    • Minutes confirmed:
      • Ordinary Meeting held on 16 May 2023
      • Special Meeting held on 23 May 2023
    • Motion: “That the Minutes of the Ordinary Meeting of Council held on 16 May 2023 and the Special Meeting of Council held on 23 May 2023 (as previously circulated to Councillors) be confirmed.”
    • Moved: Cr Don Henderson
    • Seconded: Cr Juliet Simpson
    • Result: Carried
  • Impact: Confirms the official record of Council decisions and discussions from 16 May and 23 May, supporting transparency and governance continuity.
  • Next steps: The confirmed minutes stand as the formal record and are used as the basis for subsequent administrative and governance actions.

Permit Granted: 60 Cosmo Road Trentham Subdivision and Two Additional Dwellings

  • Context: Council assessed a statutory planning application for subdivision and additional residential development at 60 Cosmo Road, Trentham, including consideration of overlays (bushfire and environmental significance) and referral authority responses.
  • Details:
    • Council meeting where decision made: 20 June 2023
    • Planning application reference: PLN22/0282
    • Location: 60 Cosmo Road, Trentham
    • Proposal approved:
      • Three-lot subdivision
      • Development of two additional dwellings
      • Altered access to a Transport Road Zone
    • Key site/structure elements:
      • Existing dwelling retained within one of the new lots
      • Two rear lots created in a battle-axe style layout
      • Two steel outbuildings to be demolished to enable access
    • Decision type: Council issued a Notice of Decision to Grant a Permit, subject to conditions (including amended plans, bushfire requirements, drainage, access, telecommunications, and service connections).
    • Public notification/objections: Six objections were received during advertising.
  • Impact: Enables increased housing supply in Trentham while requiring compliance with bushfire, drainage, access, and servicing conditions—affecting local land use, traffic/access arrangements, and neighbourhood amenity.
  • Next steps:
    • Applicant must satisfy permit conditions (e.g., submit amended plans prior to Statement of Compliance; provide an amended Bushfire Management Plan prior to Subdivision Certification).
    • The permit includes standard timeframes (e.g., development start within 2 years, completion within 4 years, and subdivision certification within 2 years), with possible extensions under relevant legislation.

Extended Transfer Station Bulk Bin Contract

  • Context: Council considered a contract extension for bulk bins used in transfer station operations, ensuring continuity of waste handling services.
  • Details:
    • Council meeting date: 20 June 2023
    • Agenda item: 11.1 Transfer Station Bulk Bin Contract Extension
    • Supporting document/section shown in the minutes excerpt: item listed under the Ordinary Meeting agenda with page reference (247 in the document).
    • Specific contract terms (e.g., contractor name, contract value, and extension length) are not included in the provided text excerpt.
  • Impact: Maintains ongoing transfer station operations and service reliability for residents and waste management workflows.
  • Next steps: Contract extension takes effect as determined by the Council resolution; operational arrangements continue while any procurement/renewal planning proceeds according to Council’s contracting schedule.

Awarded Tender HEPBU.2023.31: Creswick Bowling Green Redevelopment

  • Context: Council awarded a tender for redevelopment works at the Creswick Bowling Green, progressing an identified community infrastructure project.
  • Details:
    • Council meeting date: 20 June 2023
    • Agenda item: 12.1 Award of Tender HEPBU.2023.31 – Creswick Bowling Green Redevelopment
    • Tender reference: HEPBU.2023.31
    • Location: Creswick Bowling Green
    • Specific award details (e.g., successful contractor name, contract value, scope, and schedule) are not included in the provided text excerpt.
  • Impact: Delivers improvements to a key local recreation facility, supporting community sport participation and town amenity.
  • Next steps: The successful tenderer proceeds to contract mobilisation and delivery; works are scheduled according to the tender program, with Council oversight through project management and reporting.

Adopted/Considered Policy 19(C) Outdoor Dining and Trading Policy

  • Context: Council considered the Outdoor Dining and Trading framework to guide how businesses and public-facing trading activities operate, including any consistency and compliance requirements.
  • Details:
    • Council meeting date: 20 June 2023
    • Agenda item: 13.1 Consideration of Policy 19(C) – Outdoor Dining and Trading Policy
    • Policy reference: Policy 19(C) Outdoor Dining and Trading Policy
    • Specific decision outcome (e.g., adopted vs. deferred), effective date, and any amendments are not included in the provided text excerpt.
  • Impact: Provides clearer rules for outdoor dining/trading, supporting local business activity while protecting public amenity and compliance.
  • Next steps: The policy will be implemented according to the Council resolution (including any commencement date), and affected businesses/permit holders will align operations to the updated requirements.

Approved Response to Petition: Cornish Hill Heritage Assessment

  • Context: Council received a petition and then considered an official response to address community concerns regarding the Cornish Hill Heritage Assessment.
  • Details:
    • Council meeting date: 20 June 2023
    • Agenda item: 12.2 Response to Petition: Cornish Hill Heritage Assessment
    • Petition topic: Cornish Hill Heritage Assessment
    • Specific content of the response (e.g., key findings, actions, or commitments) is not included in the provided text excerpt.
  • Impact: Demonstrates Council’s accountability to petitioners and clarifies how heritage assessment processes will be handled or communicated to the community.
  • Next steps: The approved response is issued to petition stakeholders; any follow-up actions (e.g., further assessment steps, communications, or process updates) proceed according to the response commitments.

Community Impact

  • Trentham residents (Cosmo Road area): Permit granted for a three-lot subdivision and construction of two additional dwellings, increasing local traffic and changing neighbourhood character around 60 Cosmo Road
  • Adjacent neighbours (Cosmo Road): Potential impacts from new vehicle crossovers/driveway works and additional dwellings, with conditions aimed at managing amenity (e.g., access, setbacks, and design controls)
  • Local environment/waterways: Stormwater and runoff must be managed via detention systems, drainage easements and approved discharge points, reducing risk of increased flooding or runoff impacts on surrounding properties
  • Bushfire-affected residents (Trentham): New development must meet ongoing bushfire protection requirements (including updated Bushfire Management Plan, water supply for firefighting, and hydrant spacing/identification)
  • Public open space/municipal funding: Developer must pay a cash contribution equivalent to 5% of site value in lieu of providing public open space, affecting Council’s funding pool for community spaces
  • Glenlyon residents (Glenlyon Avenue of trees): Council will inspect the avenue in 2023/2024 and prioritise tree works across the shire; potential minor planting works are estimated at ~$25k–$30k, with Council offering support for grant applications and advocacy

Other Notable Items

  • Community concerns raised about Glenlyon Avenue tree maintenance funding in 2023–24 budget.
  • Community concerns raised about Western Renewables Link/VNI West transmission line impacts on landscapes.
  • Public questions: planned Heritage review of Precinct 14; requests to change Outdoor Dining and Trading Policy.
  • Project updates: Future Hepburn structure planning community conversations underway across multiple towns.
  • Recognition: Council won awards for Frontier Wars Memorial facilitation and aged care/disability transition initiative.

Tech & Innovation Notes

  • Live stream and recording of council meeting via Council’s Facebook page; meeting recording to be made available on Council’s website (digital/online platform for public access).
  • Council website used for viewing a short film (“We’re getting our voice back”) (online content distribution).
  • Online community engagement/surveys hosted on web platforms:
    • “Future Hepburn” webpage
    • Survey on participate.hepburn.vic.gov.au for Structure Plans/community conversations
  • IT infrastructure / telecommunications requirements included in a planning permit condition:
    • Requirement for telecommunications network/service provider agreements and “fibre ready” telecommunication facilities for each lot (telecom/IT infrastructure).
  • Cyber security mentioned as a topic at the National Conference of Councils (reference to cybersecurity, though not a local project).

Endorsed draft 2023/24 Annual Budget for public exhibition and consultation

  • Approved 2023/24 schedule of fees to commence 1 July 2023
  • Authorised CEO to publish public notice and invite submissions via Participate Hepburn
  • Authorised minor administrative changes to the draft budget as required
  • and 2 more

6 decisions · 8 min read
Official minutes of the Hepburn Shire Council meeting on 23 May 2023

AI-generated summary. Written by a language model from the official minutes. Check the source before you quote or rely on it.

Key Decisions & Outcomes

  • Endorsed draft 2023/24 Annual Budget for public exhibition and consultation.
  • Approved 2023/24 schedule of fees to commence 1 July 2023.
  • Authorised CEO to publish public notice and invite submissions via Participate Hepburn.
  • Authorised minor administrative changes to the draft budget as required.
  • Set 27 June 2023 Council meeting for adoption of the 2023/24 Annual Budget.
  • Included major capital works: Creswick Trails, Wheelers Bridge renewal, Trentham Hub completion, Daylesford Town Hall remediation.

Detailed Descriptions

Endorsed draft 2023/24 Annual Budget for public exhibition and consultation

  • Context: Council is required under Section 94 of the Local Government Act 2020 to prepare an Annual Budget and provide for community consultation before adoption. A Special Meeting of Council on 23 May 2023 considered endorsing the draft budget for public exhibition.
  • Details:
    • Council endorsed the draft 2023/2024 Annual Budget for public exhibition and consultation (as per the officer recommendation and carried motion).
    • Meeting date: Tuesday 23 May 2023 (Special Meeting of Council).
    • Legislative basis: Local Government Act 2020, Section 94.
    • Draft budget key figures (from the draft budget report):
      • Total Revenue: $49.57M
      • Total Expenditure: $48.31M
      • Operating Surplus: $1.26M
      • Cash and Investments (closing balance at 30 June 2024): $7.97M
      • New borrowings proposed: $5.9M
  • Impact: Enables the community to review how Council proposes to raise revenue and allocate resources to deliver services and infrastructure investment for 2023/24, including major capital works and storm recovery impacts.
  • Next steps:
    • The draft budget is exhibited publicly and community submissions are invited (via Participate Hepburn—see related decision items).
    • Final budget adoption scheduled for Tuesday 27 June 2023 after considering submissions.

Approved 2023/24 schedule of fees to commence 1 July 2023

  • Context: Alongside the draft Annual Budget, Council must set the fees and charges that will apply from the start of the financial year. This was considered as part of the same budget endorsement process at the 23 May 2023 Special Council meeting.
  • Details:
    • Council endorsed the schedule of fees contained in the draft 2023/2024 Annual Budget.
    • Fees are to commence from 1 July 2023.
    • Meeting date: Tuesday 23 May 2023.
    • The motion carried the endorsement of both the budget and the fees schedule, with the fees schedule explicitly tied to 1 July 2023.
  • Impact: Provides certainty to residents, businesses, and service users about the fees and charges that will apply from the beginning of the 2023/24 financial year.
  • Next steps:
    • Fees schedule becomes effective from 1 July 2023, following public notice and consultation processes for the budget.

Authorised CEO to publish public notice and invite submissions via Participate Hepburn

  • Context: To comply with consultation requirements, Council needed to authorise the CEO to formally notify the public and open submissions for community feedback on the draft budget.
  • Details:
    • Council authorised the Chief Executive Officer (CEO) to:
      • Give public notice of the draft budget; and
      • Invite submissions via Participate Hepburn.
    • Submissions timeline:
      • Open: 24 May 2023
      • Close: 8 June 2023
    • Consultation channel: Participate Hepburn (participate.hepburn.vic.gov.au).
    • Meeting date authorising action: Tuesday 23 May 2023.
  • Impact: Strengthens community engagement and ensures residents can influence budget priorities before Council adoption.
  • Next steps:
    • Community submissions are collected from 24 May to 8 June 2023.
    • Feedback is then considered ahead of the adoption meeting on 27 June 2023 (see related decision item).

Authorised minor administrative changes to the draft budget as required

  • Context: During exhibition and consultation, minor corrections may be required to ensure accuracy and compliance (e.g., formatting, administrative updates) without changing the substantive intent of the budget.
  • Details:
    • Council authorised the CEO to effect any minor administrative changes required to the draft 2023/2024 Annual Budget.
    • This authority was included in the motion carried at the Tuesday 23 May 2023 Special Meeting.
    • The authorisation was explicitly limited to minor administrative changes.
  • Impact: Allows Council to keep the public exhibition version accurate and up to date while maintaining governance control over substantive budget content.
  • Next steps:
    • Any minor administrative updates occur during the exhibition period prior to adoption.
    • The final budget for adoption on 27 June 2023 reflects any required adjustments after consultation.

Set 27 June 2023 Council meeting for adoption of the 2023/24 Annual Budget

  • Context: After public exhibition and submissions close, Council must schedule a meeting to consider submissions and adopt the Annual Budget under the Local Government Act 2020.
  • Details:
    • Council determined that the 2023/2024 Annual Budget would be presented for adoption at a Council meeting on:
      • Tuesday 27 June 2023
    • Meeting date was included in the carried motion at the Tuesday 23 May 2023 Special Meeting.
    • Adoption is to occur subject to changes after consideration of all submissions.
  • Impact: Provides a clear timetable for residents and stakeholders about when the budget will be finalised, improving transparency and engagement.
  • Next steps:
    • A Council briefing is referenced in the officer report as scheduled for 20 June 2023 to consider feedback before adoption.
    • Budget adoption occurs on 27 June 2023.

Included major capital works: Creswick Trails, Wheelers Bridge renewal, Trentham Hub completion, Daylesford Town Hall remediation

  • Context: The draft 2023/24 Annual Budget includes a significant capital works program to complete committed projects and renew key infrastructure across the Shire.
  • Details:
    • The draft budget capital works program totals $19.5M (capital works).
    • Major capital works included:
      • Creswick Trails completion: $5.9M
      • Wheelers Bridge renewal (Historic Wheelers Bridge Lawrence): $3.2M
        • Includes $2.8M Federal Government funding allocated
      • Trentham Community Hub completion (early 2024): $2.02M
      • Daylesford Town Hall remediation:
        • $1.0M stage one of remediation works
        • Plus $200,000 for scoping and planning of staff accommodation and Birch ward community facilities
    • These projects were identified as major focus areas within the draft budget presented for consultation at the 23 May 2023 Special Meeting.
  • Impact: Directly supports local connectivity, community facilities, and heritage infrastructure—delivering tangible outcomes in multiple towns (Creswick, Lawrence/Wheelers Bridge area, Trentham, and Daylesford).
  • Next steps:
    • Capital works are progressed under the adopted 2023/24 budget after consultation closes (8 June 2023) and adoption occurs (27 June 2023).
    • Delivery timelines continue as indicated in the draft budget (e.g., Trentham Hub completion in early 2024).

Community Impact

  • Ratepayers (all residents): 3.5% cap increase to general rates from 1 July 2023, with individual rate bills potentially rising more/less due to annual property revaluations
  • Households (waste users): Average waste charge increase of ~6.20% (about $35/year), with residential weekly garbage now $570/year (~$10.96/week)
  • Residents across the Shire: $19.5M capital works program including road renewal/resealing and gravel re-sheeting, which may involve ongoing works and temporary disruptions
  • Cyclists and outdoor users (Creswick area): Construction to complete 60km Creswick Mountain Bike Trails funded via $4.9M new borrowings, with associated construction impacts and improved trail access on completion
  • Daylesford residents/community facilities users: Stage 1 remediation works to Daylesford Town Hall ($1.0M) and scoping/planning for staff accommodation and Birch ward community facilities ($200k), potentially affecting access during works
  • Community members (libraries, health, youth, recreation): Continued funding for existing services and programs (including free aquatic facility entry for 2023/24) alongside storm-rectification workload continuing through 2023/24 ($6.5M)

Other Notable Items

  • Draft 2023/24 budget endorsed for public exhibition; budget submissions open 24 May–8 June 2023.
  • Community engagement planned via Participate Hepburn; Council briefing scheduled for 20 June 2023.
  • Financial pressures highlighted: storm recovery costs, high inflation, contractor/material shortages, and tight unrestricted cash buffer.
  • Borrowings and major projects flagged: Creswick Mountain Bike Trails, Daylesford Town Hall remedial works, Trentham Community Hub.
  • Future reviews foreshadowed: full ten-year Financial Plan review and broad service offerings review.

Tech & Innovation Notes

  • Virtual meeting / video conference (Special Meeting of Council held virtually)
  • Live stream of the meeting via Council’s Facebook page
  • Public consultation and submissions via Participate Hepburn (https://participate.hepburn.vic.gov.au)
  • Website publication of the draft/final budget (hepburn.vic.gov.au referenced)
  • ICT / technology services and “Customer Service Strategy” (listed under service areas and initiatives)
  • Cyber security initiatives budgeted ($130,000)
  • Investment in ICT infrastructure (improvement of day-to-day capability; recurrent and capital investment)
  • Mention of “Integrated Transport Strategy” (includes walking and cycling priorities) and “Future Hepburn” town structure plans (planning/digital transformation context, though not explicitly described as smart-city/IT systems)

Confirmed 18 April 2023 minutes with added statutory planning permit resolution details

  • Issued planning permit for 48 Suttons Road Glenlyon dwelling extension with conditions
  • Implemented cat curfew program as part of community animal management
  • Adopted Policy 48(C) “Affordable Access to Council Facilities”
  • and 2 more

6 decisions · 9 min read
Official minutes of the Hepburn Shire Council meeting on 16 May 2023

AI-generated summary. Written by a language model from the official minutes. Check the source before you quote or rely on it.

Key Decisions & Outcomes

  • Confirmed 18 April 2023 minutes with added statutory planning permit resolution details.
  • Issued planning permit for 48 Suttons Road Glenlyon dwelling extension with conditions.
  • Implemented cat curfew program as part of community animal management.
  • Adopted Policy 48(C) “Affordable Access to Council Facilities”.
  • Awarded Round 3 Community Grants to 12 groups totaling $25,321.
  • Approved new lease for Creswick Transfer Station.

Detailed Descriptions

Confirmed 18 April 2023 minutes with added statutory planning permit resolution details

  • Context: Council considered confirmation of the Minutes from the Ordinary Meeting held on 18 April 2023, with a requested amendment to add statutory planning permit resolution detail.
  • Details: On 16 May 2023, Councillors confirmed the Minutes of the Ordinary Meeting held on 18 April 2023 “with the following addition at Section 10 Statutory Planning.” The added resolution text recorded that, mindful of the Shire’s “critical shortage in housing,” Councillors resolved to issue three permits (with binding conditions) due to compliance with the Hepburn Shire Council Planning Scheme and to recognise outcomes including:
    • Provision of much-needed affordable housing to be managed by a women’s housing agency.
    • Provision of public open space over unencumbered land in excess of minimum requirements.
    • Sensitive response to a natural drainage line through the property.
    • Avoidance of the loss of an Avenue of Honour tree in Raglan Street.
    • Revision to road alignment to minimise loss of only one Cedar tree along the Midland Highway.
    • Protection of the removal of avenue of Cedars via a Section 173 agreement and the potential to create a Public Reserve.
    • Protection of a heritage farmhouse and requirement for geotechnical studies to identify mine tunnels/shafts.
    • Consistency with an overall Master Plan for the precinct developed with Council and community input.
  • Impact: Ensures the statutory planning record is complete and transparent, reflecting the rationale for permit decisions and the conditions intended to protect housing, heritage, environment, and community assets.
  • Next steps: The amended minutes stand as the official record following the Council confirmation vote (carried on 16 May 2023).

Issued planning permit for 48 Suttons Road Glenlyon dwelling extension with conditions

  • Context: Council determined Planning Permit Application PLN22/0122 for alterations and additions to an existing dwelling at 48 Suttons Road, Glenlyon, after advertising and receipt of objections.
  • Details: On 16 May 2023, Council issued a Notice of Decision to Grant a Permit for PLN22/0122 for “alterations and additions to an existing dwelling” at 48 Suttons Road, Glenlyon (extension and associated works; kitchenette removed via a Section 57(A) amendment). Key details included:
    • Site/controls: Farming Zone – Schedule 2 (FZ2), Environmental Significance Overlay – Schedule 1 (ESO1), and Bushfire Management Overlay (BMO); Aboriginal Cultural Heritage Sensitivity area.
    • Objections: seven (7) objections received (advertised proposal).
    • Referrals: internal engineering/environmental health and external referrals (including Goulburn Murray Water and Country Fire Authority) provided conditional/no objection responses.
    • Conditions included (highlights):
      • Amended plans required before use/development starts, including removal of references to “Camp” and “kitchenette,” and removal of kitchenette and related equipment from the studio/workshop floor plans.
      • No variation to endorsed plans without written agreement.
      • Effluent/septic requirements: application to install/amend septic system before works re-commence; requirement for an EPA-approved Aerobic Wastewater Treatment System achieving 20/30 standard (BOD/SS) and compliance with EPA Code of Practice (July 2016).
      • Stormwater: connect to legal point of discharge; no concentrated stormwater to adjoining properties.
      • Goulburn Murray Water: sediment control compliance; treated wastewater standards and application to land via pressure-compensating subsurface irrigation; set-back distances (e.g., 100m from waterways, 40m from drainage lines, 60m from dams, 20m from bores with secondary standard reductions where applicable).
      • Shed restriction: shed must not contain bedrooms or facilities that produce wastewater (including toilets/kitchens/food preparation).
      • Bushfire Management Plan endorsement: Bushfire Management Plan (Regional Planning & Design Pty Ltd, Ref 22.319, Version B, dated 10/10/2022) must be endorsed before development starts; ongoing maintenance of bushfire protection measures.
      • Permit expiry: if development not completed within four (4) years of permit date (extension possible under s69).
  • Impact: Enables the dwelling extension to proceed while improving environmental management (notably wastewater treatment) and ensuring bushfire and stormwater requirements are met—supporting safer, compliant rural living.
  • Next steps: The permit holder must submit amended plans for endorsement prior to works/use starting, and then comply with all conditions (including wastewater system approvals and bushfire plan endorsement) before/through construction and commencement of use.

Implemented cat curfew program as part of community animal management

  • Context: Council considered a community animal management initiative focused on reducing cat impacts through responsible ownership measures.
  • Details: On 16 May 2023, Council adopted/implemented “Implementation of Cat Curfew” as item 11.1 within the agenda section “A Healthy, Supported, and Empowered Community.”
  • Impact: Provides a practical, community-wide approach to reduce roaming impacts from cats, supporting wildlife protection and improving neighbourhood amenity through responsible pet management.
  • Next steps: Program rollout would proceed under Council’s community animal management arrangements (including communications to residents and implementation of curfew expectations).

Adopted Policy 48(C) “Affordable Access to Council Facilities”

  • Context: Council reviewed and adopted a policy framework intended to improve equitable access to Council services and facilities.
  • Details: On 16 May 2023, Council adopted Policy 48(C) – “Affordable Access to Council Facilities Policy” as item 11.2.
  • Impact: Strengthens affordability and access pathways for eligible community members, supporting inclusion and reducing barriers to participation in Council facilities and programs.
  • Next steps: The policy would be implemented across relevant Council facilities/programs, with staff guidance and operational arrangements following adoption.

Awarded Round 3 Community Grants to 12 groups totaling $25,321

  • Context: Council reviewed Round 3 applications under its Community Grants program and determined funding allocations to community-led initiatives.
  • Details: On 16 May 2023, Council (via the CEO report) confirmed awards for Round 3 to 12 community groups with a total funding amount of $25,321. The CEO report also noted:
    • Total initiative value supported: $88,458.62.
    • Grant recipients and amounts included (examples from the table):
      • Lab Kelpie Inc. – Theatrical Play “Reasons to be Invisible” – $2,500
      • Victoria Street Craft Group, Creswick – $2,500
      • Hepburn Netball Club – Tiered Spectator Seating – $2,500
      • Riding for the Disabled, Daylesford – Safety Equipment and Saddle – $2,270
      • Cool Country Men’s Shed – Metalwork for Community Projects – $1,052
      • Bullarto Public Hall Committee – New Equipment (Improved Resilience) – $2,500
      • Clunes Museum – Digitizing Microfilm Records – $2,500
      • Creswick Men’s Shed – Pedestal Disc Sander for Community Projects – $2,500
      • Pavilion Arts & Sustainability Inc. – Small Equipment Purchase, Capacity Building – $999
      • 5000 Club Inc. – Weekly Community Luncheons – $2,000
      • Trentham Lions Club – Wood for the Needy – $2,000
      • Anglicare – Ongoing Relief for at Risk and Homeless – $2,000
  • Impact: Directly funds community projects across arts, sport, wellbeing, heritage, and social support—strengthening local capacity and volunteer-led outcomes.
  • Next steps: Successful applicants proceed with grant agreements and delivery of projects; reporting and acquittal requirements would follow Council’s grants program processes.

Approved new lease for Creswick Transfer Station

  • Context: Council considered operational arrangements for the Creswick Transfer Station, including continuing site use through a formal lease.
  • Details: On 16 May 2023, Council approved item 12.2 “New Lease – Creswick Transfer Station” under the agenda section “Embracing Our Past and Planning for Our Future.”
  • Impact: Provides continuity and legal certainty for waste and recycling operations at the Creswick Transfer Station, supporting reliable services for residents.
  • Next steps: The approved lease would be executed (signed) and then implemented according to the lease commencement/transition arrangements.

Community Impact

  • Glenlyon residents (48 Suttons Road area): Planning permit issued for dwelling extension (additional bedroom/cinema room) subject to conditions, including removal of “camp”/kitchenette references and limits on future changes without Council approval
  • Glenlyon/Loddon River catchment: Permit conditions require an upgraded EPA-approved aerobic wastewater treatment system, decommissioning the existing septic system, and strict stormwater/effluent setback and disposal requirements to protect water quality
  • Glenlyon residents near bushfire risk areas: Bushfire Management Plan endorsement and ongoing maintenance of BAL 29 defendable space and construction standards, affecting vegetation management and fire-preparedness on the property
  • Nearby property owners and local environment: Works must be stabilised/revegetated after disturbance and sediment control must be used during construction, reducing erosion/runoff impacts during the build
  • Community facilities users (Creswick & Trentham): Completed capital works opened—Hammon Park facilities in Creswick and the Trentham sportsground pavilion—improving recreation access (including accessible amenities) for residents and visitors
  • Shire-wide community groups: Council awarded $25,321 in Community Grants (Round 3), funding local arts, sport, community resilience and support services that will expand programs and resources available to residents

Other Notable Items

  • Community concerns raised about Dan Murphy’s licence, cedar public reserve, and arts events/facilities.
  • “Future Hepburn” strategic planning begins early June, with community input on agricultural land/rural settlements.
  • Community Grants Round 3 awarded to 12 groups, totaling $25,321 for $88,458.62 in projects.
  • Geographic Names Victoria gazetted Jim Crow Creek renaming to Yarni Barramal Yaluk.
  • Western Renewables Link/VNI West discussed as a controversial powerline issue; potential price impacts noted.

Tech & Innovation Notes

  • Hybrid/online meeting access: meeting live-streamed via Council’s Facebook page; recorded and made available on Council’s website.
  • Digital community engagement platform: “Participate Hepburn” website used for Future Hepburn strategic planning participation (http://participate.hepburn.vic.gov.au/future-hepburn).
  • IT/communications capability: officers include a “Manager Information and Communication Technology” (ICT).
  • Digital services/community digitisation grant: Clunes Museum project to digitise microfilm records (community grant item).

Endorsed urgent submission supporting 2026 Census topic review changes

  • Adopted Community Grants Review: new funding contributions and governance recommendations
  • Approved annual contributions: $1,000 to each Community Band and $2,500 to each Neighbourhood Centre
  • Endorsed Community Grants program changes, including three funding rounds per year
  • and 2 more

6 decisions · 8 min read
Official minutes of the Hepburn Shire Council meeting on 21 March 2023

AI-generated summary. Written by a language model from the official minutes. Check the source before you quote or rely on it.

Key Decisions & Outcomes

  • Endorsed urgent submission supporting 2026 Census topic review changes.
  • Adopted Community Grants Review: new funding contributions and governance recommendations.
  • Approved annual contributions: $1,000 to each Community Band and $2,500 to each Neighbourhood Centre.
  • Endorsed Community Grants program changes, including three funding rounds per year.
  • Approved road naming: Glendaurel boundary road named “Nyaninyuk Road”.
  • Referred petitions on Cornish Hill heritage and Kingston Road speed/design to relevant officers for action.

Detailed Descriptions

Endorsed urgent submission supporting 2026 Census topic review changes

  • Context: Council considered an urgent item to progress a submission related to the Australian Bureau of Statistics (ABS) 2026 Census topic review. Submissions were time-critical and due shortly after the meeting.
  • Details:
    • Date of Council resolution: Tuesday 21 March 2023 (Ordinary Meeting of Council).
    • Urgency reason: submissions due on 24 March 2023.
    • Endorsed motion for submission to the Australian Local Government Association (ALGA) National General Assembly (held 13–16 June 2023).
    • Motion content: support adding the topics of gender, variations of sex characteristics, and sexual orientation to strengthen the relevance of Census information and community support.
    • Council also resolved to:
      • make a submission to the ABS as part of the 2023 topic review requesting inclusion of those topics; and
      • write to local Federal and State Members of Parliament requesting their support.
  • Impact: Strengthens Hepburn Shire’s advocacy to ensure the 2026 Census collects contemporary, community-relevant data that supports planning and services.
  • Next steps:
    • Prepare and lodge the submission(s) by 24 March 2023 (ABS and related ALGA/MP correspondence).
    • Track outcomes through ALGA processes and parliamentary responses following the June 2023 General Assembly.

Adopted Community Grants Review: new funding contributions and governance recommendations

  • Context: Council reviewed its grants framework to improve governance, structure, efficiency, and equity, with recommendations informed by a Victorian Auditor-General audit (2022) on fraud control over local government grants.
  • Details:
    • Meeting date: Tuesday 21 March 2023 (Item 10.1 Community Grants Review).
    • Council endorsed the Council Grants Review Report 2023 and its recommendations based on the 2022 Victorian Auditor-General audit.
    • Governance/operational recommendations included (as adopted in the motion):
      • strengthening grant governance and evaluation processes; and
      • moving to three funding rounds per year for the Community Grants program (as noted in the adopted motion).
  • Impact: Improves transparency and reduces risk in grant decision-making while supporting better access and outcomes for community groups across the Shire.
  • Next steps:
    • Implement the endorsed governance changes and revised round structure for the Community Grants program.
    • Apply any required policy/process updates (including conflict-of-interest and evaluation improvements) as part of program rollout.

Approved annual contributions: $1,000 to each Community Band and $2,500 to each Neighbourhood Centre

  • Context: As part of the Community Grants Review, Council considered formal annual contributions to key community organisations to recognise their ongoing local contributions.
  • Details:
    • Meeting date: Tuesday 21 March 2023 (Item 10.1 Community Grants Review).
    • Annual contributions from 2023/24 were approved subject to a formal agreement:
      • $1,000 annually to each Community Band:
        • Daylesford Community Band
        • Creswick Community Band
      • $2,500 annually to each Neighbourhood Centre:
        • Trentham Neighbourhood Centre
        • Daylesford Neighbourhood Centre
        • Creswick Neighbourhood Centre
        • Clunes Neighbourhood Centre
  • Impact: Provides stable, recurring support to community music groups and neighbourhood houses, strengthening community resilience, connectivity, and inclusion.
  • Next steps:
    • Negotiate and finalise the formal agreements required for the 2023/24 contributions.
    • Commence delivery aligned with the agreed arrangements for each band/centre.

Endorsed Community Grants program changes, including three funding rounds per year

  • Context: Council’s Community Grants Review recommended changes to reduce administrative burden and improve governance, including adjusting the frequency of Community Grants availability.
  • Details:
    • Meeting date: Tuesday 21 March 2023 (Item 10.1 Community Grants Review).
    • Council adopted the recommendation that three funding rounds per year will be offered for the Community Grants program.
  • Impact: Makes funding opportunities more predictable and accessible for applicants, while supporting more efficient administration and stronger evaluation cycles.
  • Next steps:
    • Publish the new annual Community Grants round calendar and application timelines.
    • Ensure updated guidelines and processes reflect the revised round structure.

Approved road naming: Glendaurel boundary road named “Nyaninyuk Road”

  • Context: City of Ballarat initiated a formal road naming process for an unnamed boundary road in Glendaurel, requiring corresponding endorsement by Hepburn Shire Council.
  • Details:
    • Meeting date: Tuesday 21 March 2023 (Item 11.1 Road Naming Proposal – Boundary Road with City of Ballarat).
    • Location: Glendaurel boundary road running east from Coghills Creek Road (opposite Coutts Road) to Fentons Road (last 500 metres not trafficable).
    • Approved name: “Nyaninyuk Road” (Dja Dja Wurrung name for Mt Beckworth; meaning described as “behind/back of the neck”).
    • Council resolved to:
      • endorse the City of Ballarat proposal; and
      • notify City of Ballarat to enable their corresponding resolution.
  • Impact: Improves clarity for emergency services and other essential services and provides a single, unobscured roadway with logical numbering.
  • Next steps:
    • City of Ballarat lodges the naming proposal with Geographic Names Victoria for compliance review and possible gazettal.
    • Following gazettal: affected property owners/occupiers will be notified and signage installed.

Referred petitions on Cornish Hill heritage and Kingston Road speed/design to relevant officers for action

  • Context: Council received two community petitions during public participation time and resolved to refer them to relevant officers for investigation and reporting.
  • Details:
    • Meeting date: Tuesday 21 March 2023 (Item 9.1 Petitions).
    • Petition 1: Heritage assessment for Cornish Hill
      • Received: 1 February 2023
      • Signatures: 21
      • Council action: referred to the Acting Manager Strategic Planning to prepare a report for a future Council meeting within 3 months.
    • Petition 2: Design and speed limit change for Kingston Road and Church Parade intersection
      • Received: 9 March 2023
      • Signatures: 25
      • Council action: referred to the Acting Manager Operations to investigate and contact the head petitioner, with Councillors updated via the Councillor Bulletin.
  • Impact: Ensures community concerns about heritage protection and road safety/design are formally assessed through Council’s internal processes.
  • Next steps:
    • Strategic Planning report due within 3 months for the Cornish Hill heritage petition.
    • Operations investigation and petitioner contact to occur, with outcomes communicated to Councillors via the Councillor Bulletin.

Community Impact

  • Community groups and residents: Changes to Council’s grants program (including more structured governance, reduced administrative burden, and three funding rounds per year) will affect how and when local organisations can apply for funding
  • Neighbourhood Centres (Trentham, Daylesford, Creswick, Clunes): Council will provide $2,500 annual contributions from 2023/24 under a new MOU framework, supporting programs that improve community resilience, connection and inclusion
  • Community Bands (Daylesford and Creswick): Council will provide $1,000 annual contributions from 2023/24, strengthening local music/community participation and related activities
  • Kingston Road/Church Parade area residents and road users: Petition to investigate a speed reduction to 60km/h and potential traffic-calming measures at the intersection (including right-turn safety concerns) will be progressed by Council operations
  • Cornish Hill/Precinct 14 residents and property owners: Petition will be referred for a heritage assessment report within 3 months, potentially increasing planning protections against inappropriate redevelopment or demolition
  • Glendaurel boundary residents (City of Ballarat/Hepburn Shire): Endorsement of the road naming to “Nyaninyuk Road” will improve emergency-services clarity and lead to official gazettal and signage changes for affected properties

Other Notable Items

  • Community petition requested heritage assessment for Cornish Hill Precinct 14.
  • Petition sought speed reduction and traffic safety changes at Kingston Road/Church Parade intersection.
  • Community concerns raised about grant funding, construction noise, and planning matters.
  • VNI West/Western Renewables Link updates: feedback sought on tower height and potential impacts.
  • Inflationary pressures highlighted as constraining future capital works and budgets.

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 platforms for community engagement:
    • “Participate Hepburn” project page and survey link for community consultation
    • Online survey referenced for Arts and Culture Strategy feedback (“participate.hepburn”)
  • Digital software systems for council service delivery:
    • Implementation of SmartyGrants as the software system to manage grant making (application/evaluation/recordkeeping)
    • Mention of ContentManager for saving documents from SmartyGrants (recordkeeping)
    • Reference to TechOne for finance/grant reporting alignment
  • IT/communications capability referenced in staffing:
    • Officer role includes Manager Information and Communication Technology (ICT) being present at the meeting
  • Digital transformation / process improvement in grant administration:
    • Centralisation/streamlining of grant processes, including evaluation/scoring matrices and documentation of decisions within SmartyGrants
    • Plan to publish grant recipients/projects/amounts online for each grant round

Approve additional officer delegation for Trentham Sportsground Pavilion contract variations (up to 20%)

  • Admit HEPBU.RFT2021.135 Trentham Pavilion Upgrade item as urgent business
  • Proceed with Solar Savers 2022/2023 applicants and give notice of special rates charge
  • Adopt Hepburn Shire Disability Action Plan 2023–2026
  • and 2 more

6 decisions · 8 min read
Official minutes of the Hepburn Shire Council meeting on 21 February 2023

AI-generated summary. Written by a language model from the official minutes. Check the source before you quote or rely on it.

Key Decisions & Outcomes

  • Approve additional officer delegation for Trentham Sportsground Pavilion contract variations (up to 20%).
  • Admit HEPBU.RFT2021.135 Trentham Pavilion Upgrade item as urgent business.
  • Proceed with Solar Savers 2022/2023 applicants and give notice of special rates charge.
  • Adopt Hepburn Shire Disability Action Plan 2023–2026.
  • Receive and note Mayor and Councillor reports.
  • Receive and note Chief Executive Officer’s February 2023 report.

Detailed Descriptions

Approve additional officer delegation for Trentham Sportsground Pavilion contract variations (up to 20%)

  • Context: Council needed an urgent increase to the existing officer delegation limit for contract variations under HEPBU.RFT2021.135 (Trentham Sportsground Reserve Pavilion Upgrade) to ensure the project could be completed on time and without further cost implications.
  • Details:
    • Contract: HEPBU.RFT2021.135 – Trentham Sportsground Reserve Pavilion Upgrade
    • Original variation delegation limit: 10% of the original contract sum
    • Issue: Approved variations to date had exhausted the original 10% amount due to complex construction sector challenges.
    • Decision sought: Approve additional delegation for officers to approve future variations up to a cumulative total of 20% of the original contract sum.
    • Meeting date: Tuesday 21 February 2023 (Ordinary Meeting of Council, Daylesford Town Hall)
    • Motion: Moved by Cr Don Henderson, seconded by Cr Tessa Halliday, carried unanimously (no votes against/abstentions recorded).
  • Impact: Enables timely completion of the Pavilion Upgrade by allowing officers to approve remaining variations within an expanded delegation limit, reducing risk of delays and additional costs for key users of the sportsground facility.
  • Next steps: Officers continue to process remaining contract variations using the standard contract variation process, ensuring all variations remain within the approved cumulative 20% delegation cap.

Admit HEPBU.RFT2021.135 Trentham Pavilion Upgrade item as urgent business

  • Context: The contract variation delegation adjustment for HEPBU.RFT2021.135 needed to be considered before the next Council meeting due to timing and administrative constraints.
  • Details:
    • Item: HEPBU.RFT2021.135 – Trentham Sportsground Reserve Pavilion Upgrade
    • Urgency grounds (per Governance Rules Division 3, item 20):
      • The matter arose since distribution of the agenda, and
      • It cannot safely or conveniently be deferred until the next Council meeting.
    • Meeting date: Tuesday 21 February 2023
    • Motion: Moved by Cr Don Henderson, seconded by Cr Juliet Simpson, carried.
    • Voting:
      • For: Cr Brian Hood, Cr Don Henderson, Cr Jen Bray, Cr Juliet Simpson, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie
      • Against: Nil
      • Abstained: Nil
  • Impact: Allows Council to address time-critical contract administration to protect delivery timelines and cost outcomes for the Trentham Pavilion project.
  • Next steps: The urgent item proceeds to the substantive resolution (the up-to-20% additional officer delegation decision) during the same meeting.

Proceed with Solar Savers 2022/2023 applicants and give notice of special rates charge

  • Context: Council’s Solar Savers program (fifth round in 2022/2023) supports eligible low-income households to install solar PV, repaid over 8 years via a special charge scheme. Council needed to initiate the statutory process to declare and notify the special charge.
  • Details:
    • Program: Solar Savers 2022/2023
    • Applicants: 15 residential properties listed in the report attachment (signed Householder Agreements).
    • Council budget allocation (2022/2023): $100,000
    • Total works cost:
      • $85,672.48 GST exclusive (supply and installation for participating properties)
      • Program including project management fee: $98,672.48 ex-GST (report also references $98,854.30 ex-GST in the financial section)
    • Repayment commencement: 31 October 2023 (8-year instalments)
    • Statutory authority: Section 163 of the Local Government Act 1989
    • Decision (motion carried):
      1. Agrees to proceed with the Solar Savers applicant list
      2. Gives notice of intention to declare a special charge for affected properties
    • Meeting date: Tuesday 21 February 2023
    • Motion: Moved by Cr Don Henderson, seconded by Cr Jen Bray, carried (no votes against/abstentions recorded).
  • Impact: Expands access to solar for pensioner/eligible households, helping reduce energy costs and emissions while providing a structured repayment mechanism via rates-based charges.
  • Next steps:
    • Council issues the required notice of intention to declare the special charge (including the “letter to households” referenced in the scheme appendices).
    • Following the notice period and statutory requirements, Council can proceed to the next stage of the special charge process for implementation of the Solar Savers scheme.

Adopt Hepburn Shire Disability Action Plan 2023–2026

  • Context: Hepburn Shire Council’s previous Disability Access and Inclusion Plan (2018–2022) had expired, and the Victorian Disability Act 2006 requires councils to prepare and adopt a new Disability Action Plan.
  • Details:
    • Plan: Hepburn Shire Council Disability Action Plan 2023–2026
    • Development and consultation:
      • Consultation with Council’s Disability Advisory Committee during 2022
      • Public exhibition: 21 December 2022 to 22 January 2023
      • Minor revisions made based on community feedback
    • Decision: Council adopted the plan and acknowledged input from the Disability Advisory Committee and community members.
    • Meeting date: Tuesday 21 February 2023
    • Motion: Moved by Cr Lesley Hewitt, seconded by Cr Jen Bray, carried (no votes against/abstentions recorded).
  • Impact: Strengthens accessibility and inclusion across Council services, facilities, communications, planning, and employment processes—explicitly including people with “invisible disabilities” and improving equity outcomes across the Shire.
  • Next steps: Implementation proceeds across Council business areas, with progress monitored and reported through Council’s governance/accountability arrangements (including reporting in Council’s annual reporting cycle).

Receive and note Mayor and Councillor reports

  • Context: Council’s meeting agenda included formal receipt and noting of Councillor and Mayor updates covering community engagement, committee work, and relevant local initiatives.
  • Details:
    • Meeting date: Tuesday 21 February 2023
    • Motion: That Council receives and notes the Mayor's and Councillor Reports
    • Mover/Seconder: Moved by Cr Juliet Simpson, seconded by Cr Don Henderson
    • Outcome: Carried (no votes against/abstentions recorded)
    • Mayor: Cr Brian Hood (Coliban Ward)
    • Councillors reporting included: Cr Juliet Simpson, Cr Jen Bray, Cr Lesley Hewitt, Cr Tessa Halliday, Cr Tim Drylie, Cr Don Henderson (verbal report)
  • Impact: Ensures transparency of elected member activities and keeps the community informed about Council engagement, advocacy, and committee participation.
  • Next steps: Reports are recorded in the Council minutes; no further action is specified beyond noting (unless items are later referred to specific Council processes).

Receive and note Chief Executive Officer’s February 2023 report

  • Context: The CEO’s monthly report provides Council with updates on current issues, initiatives, and projects across the organisation.
  • Details:
    • Report period: February 2023
    • Meeting date: Tuesday 21 February 2023
    • Motion: That Council receives and notes the Chief Executive Officer’s Report for February 2023
    • Mover/Seconder: Moved by Cr Lesley Hewitt, seconded by Cr Jen Bray
    • Outcome: Carried (no votes against/abstentions recorded)
    • CEO: Mr Bradley Thomas
    • Examples of content included in the report:
      • Community grants Round 3 open until 22 February 2023
      • Community Awards and Citizenship Ceremony (announced 25 January 2023)
      • Events calendar highlights including Lyonville Woodchop (25 February 2023) and International Women’s Day (8 March 2023)
  • Impact: Keeps Council and the community aligned on operational progress, community engagement activities, and key organisational updates.
  • Next steps: The CEO report remains noted in the minutes; operational matters continue through existing Council and officer workflows.

Community Impact

  • Trentham Sportsground users: Pavilion upgrade contract variations can be approved up to an additional cumulative 20% (within existing budget), supporting completion on time without further cost impacts to key users
  • Solar Savers participants (and their households): Eligible pensioner/health care card households will receive solar PV installations funded via an 8-year special charge on the property starting from 31 October 2023
  • Ratepayers generally: Council will initiate a special rates charge scheme process (Solar Savers) that affects how costs are recovered through property-based repayments
  • People with disability and carers: Council adopts the Disability Action Plan 2023–2026, driving changes to access, communications, staff training, transport information, and inclusion across Council services and facilities
  • Community services and programs: Council will implement disability-focused actions across emergencies, safety, mental health, housing, digital inclusion, and sport/recreation accessibility over 2023–2026
  • Residents seeking community facilities/staff accommodation: Council confirms sale proceeds from “The Rex” are committed to a financial reserve for future community facilities and staff accommodation, with allocation to be determined through transparent annual budget processes and community consultation

Other Notable Items

  • Community feedback highlighted need for better information on Council’s affordable housing powers.
  • Affordable housing forum outcomes to shape Council’s Affordable Housing Strategy.
  • Public questions on The Rex sale governance and release of community facility funding plans.
  • Solar Savers program: intention to declare a special rates charge for 15 eligible households.
  • Disability Action Plan 2023–2026 adopted after consultation; focus includes “invisible disabilities.”

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 practice).
  • Council website used for public information and surveys (e.g., “participate.hepburn” online survey for Arts and Culture feedback).
  • Use of online community engagement platforms: Participate Hepburn (online and hard copy) for consultation on the Disability Action Plan.
  • Digital inclusion and “digital barriers” addressed in the Disability Action Plan, including actions to improve internet access and accessible technology.
  • IT environment referenced as a strategic priority (“strengthening … OHS practices and the IT environment”).
  • IT support staffing mentioned (IT Helpdesk and Support Officer present).