Moorabool Shire Council

Key Decisions & Outcomes

• Receive petition (113 signatures) opposing renaming Elaine Recreation Reserve; request officer report.
• Receive 2021–2025 Council Plan Progress Report Q3 (March 2024).
• Receive 2017–2021 Council Plan Outstanding Actions Progress Report Q3 (March 2024).
• Withdraw Moorabool Shire membership of the Committee for Ballarat.
• Seek Minister for Planning authorisation to exhibit Planning Scheme Amendment C108Moor.
• Adopt Fair Access Policy and Action Plan.

Detailed Descriptions

Receive petition (113 signatures) opposing renaming Elaine Recreation Reserve; request officer report

• Context: Council received a petition from residents opposing a proposal to rename the Elaine Recreation Reserve to the Ron Read Recreation Reserve.
• Details:
  • Council received a petition containing 113 signatures.
  • The petition was addressed to Council and presented by Shane Dunne (Secretary, Elaine Cricket Club) at the 5 June 2024 Ordinary Council Meeting.
  • Council resolved to receive the petition and to have officers prepare a report for Council’s consideration.
  • Author of the petition item report: Kate Pryor, Governance Officer; Authoriser: Celeste Gregory, Executive Manager – Democratic Support & Corporate Governance.
• Impact: Provides formal community input and ensures Council considers the concerns of affected residents before making any decision on the proposed reserve renaming.
• Next steps:
  • Officers will prepare the requested report addressing the petitioner’s request for Council consideration (timing not specified in the minutes).

Receive 2021–2025 Council Plan Progress Report Q3 (March 2024)

• Context: Council uses quarterly reporting to monitor progress against the 2021–2025 Moorabool Shire Council Plan actions.
• Details:
  • Report presented to Council on 5 June 2024.
  • The report provides an update on action status as of 5 April 2024 (Q3 reporting period referenced as March 2024).
  • Key performance figures:
    • 48 Strategic Actions to be achieved in the fiscal year.
    • 7 actions forecast to be completed in Quarter 1 of FY 2024–2025.
    • 5 actions completed as of 5 April 2024.
    • 77.1% of actions are on track against targets.
  • Actions not started reduced from 8 to 4 (attributed to reduced vacancies).
  • Seven actions forecast to be completed in early FY 2024–2025 (listed in the report), including:
    • 1.1.1.1 Review the Recreation and Leisure Strategy
    • 1.2.1.6 Consult and Complete Bungaree and Wallace Structure Plans
    • 1.2.2.2 Develop the Gateway Strategy
    • 1.2.2.4 Develop the Open Space Strategy
    • 1.2.3.7 Develop a Sustainable Materials Policy for Infrastructure Work
    • 1.2.4.4 Develop an Investment Attraction Prospectus
    • 1.3.1.18 Review the Customer Experience Strategy
  • Resolution: Council received the report (Moved Cr Paul Tatchell, Seconded Cr Moira Berry; CARRIED).
• Impact: Improves transparency and accountability by showing which Council Plan actions are progressing, delayed, or forecast to shift into the next financial year.
• Next steps:
  • Progress comments and performance status will be uploaded to the online Council Performance Dashboard in May 2024.
  • Remaining reporting continues through the Council’s quarterly cycle, with changes reflected in Quarter Four if forecasts change.

Receive 2017–2021 Council Plan Outstanding Actions Progress Report Q3 (March 2024)

• Context: Ten strategic actions from the 2017–2021 Council Plan were carried over because they were incomplete at the end of that plan period.
• Details:
  • Report presented to Council on 5 June 2024 (Q3 reporting referenced as March 2024).
  • Executive summary outcomes:
    • 10 strategic actions carried over from 2017–2021.
    • 8 actions completed.
    • 2 actions remain “In Progress.”
  • As of 5 April 2024:
    • No additional completion since 30 September 2023.
    • The two incomplete actions are progressing slowly:
      • One has reached 80%+ completion
      • The other is between 60% and 90% completion
  • Specific action noted:
    • Action 1.4.1.6 Incorporate strategic documents into the Planning Scheme – West Moorabool Heritage Study (2017–2021)
    • Officers received a Conditional Authorisation document from the Department of Transport and Planning on 28 February 2024, and are working through the conditions.
  • Resolution: Council received the report (Moved Cr Rod Ward, Seconded Cr Tom Sullivan; CARRIED).
• Impact: Ensures governance continuity and public transparency for legacy actions not completed within the original plan timeframe.
• Next steps:
  • These two “In Progress” actions will continue to be reported on in future quarterly updates until completion.

Withdraw Moorabool Shire membership of the Committee for Ballarat

• Context: A Notice of Motion (NOM No. 319) requested a report on Moorabool Shire’s involvement in the Committee for Ballarat, prompting a decision on membership.
• Details:
  • The response report was considered at the 5 June 2024 Ordinary Council Meeting.
  • Council resolved to withdraw membership “forthwith”:
    1. Write to the Committee for Ballarat advising Moorabool Shire wishes to withdraw its membership forthwith.
    2. Advise the Committee Council believes the Committee’s direction does not align with the interests of Moorabool communities.
  • Background points included:
    • Committee for Ballarat represents Ballarat and the western region (north to Hepburn Shire, south to Golden Plains Shire, west to Pyrenees Shire).
    • Committee established May 2005; Moorabool membership commenced 2014.
    • During COVID, membership was not renewed due to an administrative oversight; Council re-commenced its annual contribution in 2023.
  • Resolution: CARRIED (Moved Cr Tom Sullivan, Seconded Cr Paul Tatchell).
• Impact: Changes Moorabool’s regional advocacy and networking arrangements, potentially reducing direct influence in Committee-for-Ballarat activities.
• Next steps:
  • Council will send the withdrawal letter to the Committee for Ballarat immediately following the meeting (“forthwith”).

Seek Minister for Planning authorisation to exhibit Planning Scheme Amendment C108Moor

• Context: Council is progressing a proponent-led planning scheme amendment for Ballan Precinct 5 (Western Growth Precinct) and requires Ministerial authorisation before public exhibition.
• Details:
  • Decision made at the 5 June 2024 Ordinary Council Meeting.
  • Council resolved to apply to the Minister for Planning for authorisation under Section 8A of the Planning and Environment Act 1987.
  • Amendment details (Planning Scheme Amendment C108Moor):
    • Rezoning approximately 98.5ha of land in Ballan.
    • Rezoning from Rural Living Zone to Neighbourhood Residential Zone.
    • Apply Development Plan Overlay (DPO) and Vegetation Protection Overlay (VPO).
    • Remove DDO2 (reflective materials in rural areas).
    • Retain DDO3 (noise impacts from Western Freeway).
    • Retain Environmental Significance Overlays ESO1 and ESO2 along the Werribee River corridor.
    • Retain Land Subject to Inundation Overlay (LSIO) along the Werribee River corridor.
  • Development scale proposed:
    • Up to ~930 lots
    • Up to ~2,800 residents
  • Developer contributions:
    • Council to prepare a Section 173 Agreement (S173) with landowners capturing delivery of developer contributions (to be entered prior to Council adoption of the final amendment).
  • Resolution:
    • Apply for authorisation and prepare/exhibit per Attachment 1.
    • Authorise Executive Manager Community Planning & Development to make minor changes that do not alter intent.
    • Prepare S173 Agreement prior to adoption.
    • CARRIED (Moved Cr Paul Tatchell, Seconded Cr Tom Sullivan).
• Impact: Enables public consultation and formal assessment of rezoning and overlay controls, shaping future housing supply and community infrastructure in Ballan.
• Next steps:
  • After Ministerial authorisation is received:
    • Public exhibition will occur (per Planning and Environment Act 1987 and Ministerial Direction No. 15).
    • Residents/landowners/community will be invited to make submissions.
    • A report will return to Council post-exhibition, with potential referral to an independent Planning Panel for unresolved submissions.

Adopt Fair Access Policy and Action Plan

• Context: Under Victoria’s Gender Equality Act (2020), Councils must adopt a Fair Access Policy for community sports infrastructure by 1 July 2024 to remain eligible for certain State sports infrastructure funding.
• Details:
  • Council publicly exhibited a draft Fair Access Policy at the 6 March 2024 Ordinary Council Meeting for four weeks; the exhibition period ended prior to the 5 June 2024 meeting.
  • Submissions received: 7 submissions.
    • Feedback summary:
      • 3 submissions shared personal experiences of access to sport/recreation.
      • 1 asked questions about implementation (officers to respond).
      • 1 commended the policy.
      • 1 submission provided feedback on sporting infrastructure not relevant to the draft policy.
      • 1 submission was blank.
      • 6 of 7 submissions were anonymous.
  • No changes were made to the policy after exhibition; however, the Action Plan had updates based on Office for Women in Sport and Recreation review:
    • Update indicators to be more specific and measurable (Principles 1 and 2).
    • Add an action in Principle 3 to develop prioritisation criteria for peak periods where demand exceeds supply, ensuring clubs trying to provide opportunities aren’t penalised due to uptake issues.
  • Resolution: Council adopted the Fair Access Policy and Action Plan (Moved Cr Tonia Dudzik, Seconded Cr Moira Berry; CARRIED).
• Impact: Supports gender-equitable access and use of community sports infrastructure, helping Moorabool remain eligible for Sport and Recreation Victoria (SRV) infrastructure funding.
• Next steps:
  • The adopted policy and action plan are now in place to meet the 1 July 2024 compliance deadline.
  • Implementation of the action plan will proceed, with ongoing measurement against the updated indicators.

Community Impact

• Ballan residents (Precinct 5): Planning Scheme Amendment C108Moor seeks rezoning of ~98.5ha for up to ~930 lots and ~2,800 new residents, changing future land use and development controls (incl. Development Plan Overlay and Vegetation Protection Overlay)
• Ballan residents: Public exhibition and potential planning panel process for Amendment C108Moor will provide a limited window for submissions and may lead to new traffic works (e.g., intersection upgrades) and new local roads/paths as development proceeds
• Existing Ballan community: Developer contributions via an S173 agreement are proposed to fund new community infrastructure (parks/active open space, community hub, neighbourhood activity centre, sports facilities), with ongoing maintenance costs shifting to future Council budgets
• Sports and recreation users (all residents): Adoption of the Fair Access Policy and Action Plan (required by 1 July 2024) will drive gender-equitable access to community sports infrastructure and affect how clubs are supported/allocated resources (including peak-demand prioritisation criteria)
• Moorabool community groups: March 2024 Community Grants allocate $41,357.50 across 12 projects, directly funding local arts, strengthening, development and sustainability initiatives that benefit residents
• Elaine Recreation Reserve area residents: Council received a petition (113 signatures) opposing renaming the Elaine Recreation Reserve to the Ron Read Recreation Reserve, and officers will prepare a report for Council’s further consideration, potentially affecting local identity and reserve naming decisions

Other Notable Items

• Community petition (113 signatures) opposed renaming Elaine Recreation Reserve to Ron Read.
• Public question on Council’s MAV vote on Rainbow Alliance and LGBTIQA+ safety/risk responses.
• Council Plan Q3 update: 77.1% actions on track; some due dates shifted to FY 2024–25.
• Ballan Precinct 5 planning: proposed rezoning for up to 930 lots; public exhibition pending ministerial authorisation.
• March 2024 Community Grants: 12 projects recommended for $41,357.50 after 19 applications.

Tech & Innovation Notes

• Council meeting livestreaming (online recording/stream of proceedings)
• Online Council Performance Dashboard for publishing/uploading Council Plan action progress
• “Have Your Say” website used for community engagement/submissions (e.g., Fair Access Policy consultation; planning scheme amendment consultation)
• Council website and online/social media channels used to promote community grants and workshops
• Online attendance for deputations/petitions (speaker attendance listed as “Online”)
• Planning scheme amendment process using digital/online engagement mechanisms (submissions via Have Your Say)
• Use of online platforms for engagement and communication (Council website, social media, email banners/signatures, electronic roadside sign)

Key Decisions & Outcomes

• Revoke Election (Caretaker) Policy 2019 and rely on Governance Rules election policy.
• Receive petition on Ballan–Egerton Road speed reduction; request officer report.
• Seek further report on Bacchus Street renaming after investigating closure of Bacchus Street.
• Endorse 30-day community engagement for Customer Experience Strategy review; report back to Council.
• Place Draft 2024/25 Annual Budget on public exhibition; submissions until 30 May; special meeting 12 June.
• Undertake four-week community consultation on Draft Heritage Strategy 2024–2028; report back to Council.

Detailed Descriptions

Revoke Election (Caretaker) Policy 2019 and rely on Governance Rules election policy

• Context: Council considered whether its existing Election (Caretaker) Policy 2019 remains compliant after legislative changes to the Local Government Act and the adoption of election provisions within Council’s Governance Rules.
• Details:
  • The Election (Caretaker) Policy 2019 was adopted in November 2019 (prior to the 2020 Local Government Election).
  • The Local Government Act 1989 references in the 2019 policy have been revoked.
  • The Local Government Act 2020 requires an election period policy to be included in Council’s Governance Rules.
  • Moorabool Shire Council’s Governance Rules include an Election Period Policy in Part 8 (adopted November 2020, and included in subsequent versions; current Governance Rules adopted November 2023).
  • Council resolved to revoke the Election (Caretaker) Policy 2019 (moved by Cr Tonia Dudzik, seconded by Cr David Edwards).
  • No financial implications were identified.
• Impact: Removes duplication and potential ambiguity by ensuring elections are governed by a single, current source (Part 8 of the Governance Rules), improving clarity for Councillors, officers, and the community.
• Next steps:
  • Governance Part 8 continues to operate as the single source of direction for elections.
  • The Governance Rules are due for review by 31 August 2024, with no changes to Part 8 expected.

Receive petition on Ballan–Egerton Road speed reduction; request officer report

• Context: Council received a resident petition raising road safety concerns on Ballan–Egerton Road (Mount Egerton), specifically relating to speeding and a crest at Devlins Road.
• Details:
  • Petition author: Heidi Hamilton, Governance Support Officer (authoriser: Celeste Gregory, Executive Manager – Democratic Support & Corporate Governance).
  • Petition contains 14 signatures from residents of Mount Egerton (Ballan Rd area).
  • Petition claims speeding drivers and a crest at Devlins Road create a safety hazard for residents entering/exiting properties.
  • Petition requests a proposed new speed limit of 60–70 km/h.
  • Council resolution:
    • Receive the petition (14 signatures).
    • Request Officers prepare a report for Council’s consideration.
• Impact: Ensures the community’s safety concerns are formally assessed through an officer report, which may lead to further action on speed management if warranted.
• Next steps:
  • Officers will prepare a report for Council consideration following the petition request (timing not specified in the minutes).

Seek further report on Bacchus Street renaming after investigating closure of Bacchus Street

• Context: Council considered a proposal to rename part of Bacchus Street, Maddingley, to commemorate the Stewart family, while noting ongoing public safety and access concerns tied to the road’s discontinuous nature.
• Details:
  • Report item: 11.2 Proposed Renaming part of Bacchus Street, Maddingley – Commemorating the Stewart Family.
  • Proposal elements (as described in the report):
    • Amend naming boundary to remove the name from chain 425 to 427.5.
    • Rename the eastern segment from chain 427.5 to 655 to Stewart Close.
    • Commemoration: George and Bertha Stewart.
    • Bacchus Street name would be retained on the remaining sealed segment.
  • The minutes reflect the Council decision to pause the renaming process:
    • Resolution (moved by Cr David Edwards, seconded by Cr Moira Berry):
      • Council will seek a further report after investigating the initiating request to close Bacchus Street.
  • Background issues noted in the report:
    • Bacchus Street is sealed only up to its intersection with Powlett Street.
    • The remaining eastern section is unsealed and blocked by traffic bollards to prevent through traffic to/from Werribee Vale Road.
    • Issues raised include impacts on emergency services, postal services, and motorists using Bacchus Street as a thoroughfare.
• Impact: Prevents premature renaming decisions and ensures Council considers the underlying access/closure rationale, particularly where public safety and emergency response implications exist.
• Next steps:
  • Officers will investigate the initiating request to close Bacchus Street.
  • A further report will be brought back to Council for consideration (timing not specified in the minutes).

Endorse 30-day community engagement for Customer Experience Strategy review; report back to Council

• Context: Moorabool’s Customer Experience Strategy (adopted in 2020) is due for review, and Council sought community input to ensure the strategy reflects current needs.
• Details:
  • Council resolution (moved by Cr Moira Berry, seconded by Cr David Edwards):
    • Endorse community engagement for 30 days.
    • After feedback is collated, bring back to Council:
      • a summary of feedback, and
      • any changes to the Customer Experience Strategy.
  • Engagement approach (May 2024, per the report):
    • Online/digital survey via Have Your Say engagement site.
    • Hard copy surveys at customer service centres and libraries, including the regional library bus.
    • Phone survey offered when residents contact Council.
    • Advertising via Moorabool News, social media, posters, noticeboards, public hall flyers/posters, and the library bus.
• Impact: Gives residents direct influence over how Council improves customer service and service delivery, increasing alignment between community expectations and future actions.
• Next steps:
  • Run the 30-day engagement period in May 2024 (as outlined).
  • Officers will collate results and report back to Council with a summary and proposed strategy updates (timing not specified in the minutes).

Place Draft 2024/25 Annual Budget on public exhibition; submissions until 30 May; special meeting 12 June

• Context: Council commenced the statutory process to adopt the 2024/25 Annual Budget under the Local Government Act 2020, including public exhibition and submissions.
• Details:
  • Council resolution (moved by Cr David Edwards, seconded by Cr Tonia Dudzik):
    1. Place the Draft 2024/25 Annual Budget on public exhibition.
    2. Authorise the Chief Executive Officer to give public notice and make it available for inspection.
    3. Invite written submissions on the proposed budget (and proposed rates/charges composition) until 5:00pm Thursday 30 May 2024.
    4. Consider submissions at a Special Meeting on Wednesday 12 June 2024 at 6:00pm, at Council Chambers, 15 Stead Street, Ballan.
    5. Subject to changes after submissions, notify intention to adopt the 2024/25 Annual Budget on Wednesday 26 June 2024 at a Special Meeting (venue to be determined).
  • Budget context included in the report:
    • Proposed rate increase: 2.75% (aligned with the Fair Go Rates System order).
    • Waste service charge decreases (as stated):
      • Waste Management Service Charge: $120.00 → $118.00
      • Waste Collection Charge: $258.00 → $256.00
      • State Landfill Levy: $69.00 → $65.00
      • Optional Kerbside Green Waste: $101.00 → $95.00
    • Total recurrent income: $64.625 million; recurrent expenses: $66.168 million.
    • Capital works proposed: $22.007 million for new capital works.
• Impact: Provides transparency and a formal opportunity for residents and stakeholders to influence the budget before Council adoption.
• Next steps:
  • Draft budget exhibited and public notice issued.
  • Submissions close 30 May 2024 at 5:00pm.
  • Submissions considered at Special Council 12 June 2024 (6:00pm).
  • Budget intended for adoption at Special Council 26 June 2024.

Undertake four-week community consultation on Draft Heritage Strategy 2024–2028; report back to Council

• Context: Council presented the newly developed Draft Heritage Strategy 2024–2028 and sought approval to consult the community before finalising the strategy.
• Details:
  • Council resolution (moved by Cr Tom Sullivan, seconded by Cr Moira Berry):
    • Undertake community consultation on Draft Heritage Strategy 2024–2028 for four weeks.
    • After feedback is collated, bring a summary of feedback and any changes to the draft strategy back to Council.
  • Strategy scope and basis (as described in the report):
    • Heritage obligations referenced include the Planning and Environment Act 1987, Heritage Act 2017, and Aboriginal Heritage Act 2006.
    • The draft reflects outcomes of a review and prior engagement (including Registered Aboriginal Parties, heritage groups, and landowners with Heritage Overlays).
  • Consultation approach (as outlined in the report):
    • Letters to landowners within Heritage Overlay, local historical societies, Heritage Advisory Committee, and Registered Aboriginal Parties.
    • Advertisement in Moorabool News and via Council’s social media (May/June 2024).
• Impact: Ensures the Heritage Strategy reflects community and stakeholder priorities, supporting better protection and promotion of heritage as Moorabool grows.
• Next steps:
  • Run consultation for four weeks (timing aligns with May/June 2024 as referenced).
  • Collate feedback and report back to Council with a summary and proposed amendments (timing not specified in the minutes).

Community Impact

• Mount Egerton residents: A report will be prepared on residents’ petition to reduce the speed limit on Ballan–Egerton Road (Devlin’s Road crest area), potentially improving safety for people entering/exiting properties
• Bacchus Marsh/Maddingley residents: A proposal to rename the eastern segment of Bacchus Street to “Stewart Close” will proceed to further investigation and consultation, affecting local addresses and wayfinding
• Bacchus Marsh/Maddingley residents (and adjoining landowners): Direct letters and a 30-day submission process will be used to gather support for the Bacchus Street renaming, creating an opportunity for community input on public safety and services (including emergency access and mail delivery)
• Moorabool Shire residents (overall): A 30-day community survey and engagement campaign will be conducted to review Council’s Customer Experience Strategy, which may lead to changes in how residents access and experience Council services
• Ratepayers and waste service users: The draft 2024/25 Annual Budget is placed on public exhibition with a proposed 2.75% rate increase, while waste service charges are proposed to slightly decrease (overall waste collection charge and optional green waste service)
• Moorabool residents with heritage interests/landowners: A four-week community consultation will be undertaken on the Draft Heritage Strategy 2024–2028, which may influence how heritage is identified, protected, and supported across the Shire (including for properties within heritage overlays)

Other Notable Items

• Residents petitioned for a Ballan–Egerton Road speed limit reduction due to safety concerns.
• Proposed renaming Bacchus Street’s eastern segment to Stewart Close after investigating road closure and safety issues.
• Community engagement approved for the Customer Experience Strategy review (30-day survey period).
• Draft Heritage Strategy 2024–2028 consultation approved for four weeks, reflecting strong community support themes.
• Notice of Motion: report requested on Moorabool Shire’s future involvement in the Committee for Ballarat.

Tech & Innovation Notes

• Meeting livestreaming / online participation (meeting recorded and livestreamed; councillor vote affected by online platform timelag)
• Microsoft Enterprise Licensing Agreement (closed session item)
• Digital community engagement and online survey tools:
  • “Have Your Say” engagement site online (Customer Experience Strategy survey)
  • Online submissions via https://moorabool.engagementhub.com.au/ (Annual Budget consultation)
  • Council Plan public exhibition using website, newspaper ads, and social media
• Customer experience / digital transformation-related program:
  • “Voice of the Customer” program results referenced
  • Customer Experience Strategy review involving email surveys and online/digital engagement
• IT/communications infrastructure referenced indirectly via online meeting platform and enterprise licensing (Microsoft)

Key Decisions & Outcomes

• Approve 30-day community consultation for renaming Elaine Recreation Reserve to Ron Read.
• Adopt the Delegations and Authorisations Policy to replace the outdated framework.
• Approve CEO annual leave (1–11 April 2024) and appoint Acting CEO Leigh McCallum.
• Seek Ministerial authorisation to prepare and exhibit Planning Scheme Amendment C99Moor.
• Publicly exhibit the Draft Young Communities Strategy 2024–2028 for four weeks.
• Note Wallace Recreation Reserve Master Plan and progress priority items via funding and CIP.

Detailed Descriptions

Approve 30-day community consultation for renaming Elaine Recreation Reserve to Ron Read

• Context: Council received a petition from residents of Elaine requesting a commemorative rename of Elaine Recreation Reserve to Ron Read Recreation Reserve. Officers assessed the proposal as compliant with Council’s Place Naming Principles and are seeking community feedback before a further Council decision.
• Details:
  • Petition received: tabled at the 1 June 2022 Ordinary Meeting of Council
  • Petition signatories: 106 residents (approximately 45% of Elaine’s population)
  • Consultation proposed: 30-day community consultation process
  • Stakeholders: affected property owner(s) and the general community
  • Location/feature: Elaine Recreation Reserve (Elaine), Crown Allotment 2009, Parish of Meredith (Volume 11517 Folio 926)
  • Proposed consultation period (as outlined in the report): April to May (30-day submission window)
  • Engagement methods: direct mail to affected property owner(s), Moorabool News advertisement, Council website “Have your Say”, and written submissions over the 30-day period
• Impact: Provides a structured opportunity for Elaine residents and affected stakeholders to support or raise concerns about the proposed commemorative rename, ensuring the decision reflects community sentiment and complies with the Place Naming Policy.
• Next steps:
  • Run the 30-day consultation (April–May 2024)
  • Officers compile feedback and prepare a further report to Council after consultation concludes for a subsequent decision on the rename.

Adopt the Delegations and Authorisations Policy to replace the outdated framework

• Context: Council’s existing Delegations & Authorisations Policy was adopted in 2016 and is overdue for review, predating the Local Government Act 2020 requirements. A new policy has been drafted to align with legislative requirements and Council’s Statutory Compliance Framework.
• Details:
  • Current policy status: outdated and no longer fit-for-purpose
  • Endorsement: Audit and Risk Committee meeting held 21 February 2024
  • Policy adoption: Delegations and Authorisations Policy (Attachment 1, under separate cover)
  • Key operational changes:
    • Use of RelianSys to generate and manage instruments of delegation/authorisation (including legislative update feeds)
    • Introduction of a formal instrument register (required under Local Government Act 2020)
    • Delegations to be based on positions (not named individuals)
    • Ability to process non-material changes with sign-off by the Executive Manager Democratic Support & Corporate Governance
• Impact: Strengthens governance by ensuring delegations and authorisations remain current, legally compliant, and efficiently managed—reducing the risk of outdated instruments and potential legal exposure.
• Next steps:
  • Policy adopted by Council (3 April 2024 meeting)
  • Implementation via RelianSys and establishment of the instrument register and updated management approach.

Approve CEO annual leave (1–11 April 2024) and appoint Acting CEO Leigh McCallum

• Context: Council is required to approve the CEO’s annual leave and appoint an Acting CEO for the period of absence to ensure continuity of leadership and decision-making.
• Details:
  • CEO: Derek Madden (Chief Executive Officer)
  • Leave approval period:
    • From: 5.00pm Monday 1 April 2024
    • To: 8.30am Thursday 11 April 2024 (inclusive)
  • Acting CEO appointment:
    • Name: Leigh McCallum
    • Acting period: same as CEO leave (5.00pm Monday 1 April to 8.30am Thursday 11 April 2024)
  • Resolution carried at: Ordinary Council Meeting, Wednesday 3 April 2024
• Impact: Ensures uninterrupted executive management and accountability while the CEO is on leave, with a formally appointed Acting CEO covering the absence period.
• Next steps:
  • CEO leave taken during the approved dates
  • Leigh McCallum acts as Acting CEO for the approved timeframe until the CEO returns.

Seek Ministerial authorisation to prepare and exhibit Planning Scheme Amendment C99Moor

• Context: Amendment C99Moor (Halletts Way) is a privately initiated planning scheme amendment requiring Ministerial authorisation before Council can prepare and exhibit it. The proposal includes rezoning and subdivision at the corner of Halletts Way and Adelong Way, Bacchus Marsh.
• Details:
  • Amendment: Moorabool Planning Scheme Amendment C99Moor (Halletts Way)
  • Ministerial request: authorisation to prepare and exhibit under Section 8A of the Planning and Environment Act 1987
  • Amendment type: Section 96A application
  • Site/location: corner of Halletts Way and Adelong Way, Bacchus Marsh
  • Land area: approximately 2.6ha (Lot A on Plan of Subdivision 821090T)
  • Key planning changes proposed:
    • Rezone from Farming Zone to Neighbourhood Residential Zone (Schedule 9) and Public Park and Recreation Zone
    • Remove Design and Development Overlay – Schedule 2 (reflective materials/visual amenity in rural areas)
    • Apply Development Plan Overlay – Schedule 8 (as documented in the report)
    • Subdivide into five lots: three Neighbourhood Residential Zone lots and two Public Park and Recreation Zone reserves
  • Minor changes authority: Executive Manager Community Planning & Development authorised to make minor changes that do not alter amendment intent
• Impact: Enables the planning process to proceed toward public exhibition, allowing community and stakeholder submissions on rezoning, subdivision, and future development guidance for the Halletts Way site.
• Next steps:
  • Submit authorisation request to the Minister for Planning (immediately following Council resolution on 3 April 2024)
  • Upon receipt of authorisation: undertake public exhibition in accordance with the Planning and Environment Act 1987 and Ministerial Direction No. 15
  • Estimated exhibition lead time: approximately 40 business days from receipt of authorisation
  • Post-exhibition: report back to Council and potential referral to an independent Planning Panel for unresolved submissions.

Publicly exhibit the Draft Young Communities Strategy 2024–2028 for four weeks

• Context: Council has developed a Draft Young Communities Strategy to plan for and respond to the needs and aspirations of the 0–25-year cohort. Council approval is sought to allow public feedback before finalisation.
• Details:
  • Strategy: Draft Young Communities Strategy 2024–2028
  • Purpose of exhibition: gather community feedback and inform updates before final Council consideration
  • Public exhibition duration: four weeks
  • Resolution date: 3 April 2024
  • Development approach (as background to the draft):
    • Consultation completed with children, young people, families, and key stakeholders
    • Methods included focus groups, individual engagement, surveys, and pre-school engagement activities
  • Four key themes in the draft:
    1. Health and Wellbeing Services and Supports
    2. Community Engagement and Participation
    3. Education and Learning
    4. Safety and Inclusion
  • Timeline (as per report):
    • Oct/Nov 2023: engagement to identify themes (completed)
    • Jan/Feb 2024: councillor briefing on draft themes (completed)
    • March/April 2024: seek endorsement for four-week exhibition (this decision)
    • June/July 2024: councillor briefing on feedback and present final strategy to OMC
• Impact: Gives young people, families, and service stakeholders a formal opportunity to influence priorities and actions, improving alignment with local needs and strengthening community legitimacy of the strategy.
• Next steps:
  • Commence four-week public exhibition following Council resolution (April 2024)
  • Officers summarise feedback and update the draft
  • Present the final Young Communities Strategy to Council for formal consideration in June/July 2024.

Note Wallace Recreation Reserve Master Plan and progress priority items via funding and CIP

• Context: The Wallace Recreation Reserve Master Plan has been completed as a committee-led, funded project and identifies a long-term program of improvements for the reserve, used primarily by the Springbank Football Netball Club (SFNC) and other user groups.
• Details:
  • Council action: formally note the Master Plan and progress priority items
  • Master Plan status: completed; developed in partnership with reserve user groups
  • Financial cost to Council: at no financial cost to Council (committee-led and funded)
  • Reserve: Wallace Recreation Reserve (primary community open space for Wallace/Springbank district)
  • Key user groups: Springbank Football Netball Club (SFNC), Wallace Recreation Reserve Committee, Wallace CFA, U CAN Personal Training
  • Master Plan priority areas (main priorities):
    1. Oval reconstruction (inclusive of irrigation upgrade and LED light conversion)
    2. Pavilion upgrade and extension (two stages: main pavilion and netball player/umpire change rooms)
    3. Play Space upgrade
  • Funding approach and CIP linkage:
    • Work with user groups to attract funding for identified projects
    • Refer priority items into the long-term Capital Improvement Plan (CIP)
  • Financial note: no budget currently allocated for priority projects; oval identified as one of the poorer condition ovals in the Shire
• Impact: Provides a clear, shared roadmap for improvements over the next 10+ years, improves coordination with user groups, and supports safer, higher-quality community recreation facilities through staged funding and capital planning.
• Next steps:
  • Officers advise reserve user groups that Council has accepted/noted the Master Plan
  • Officers work with user groups to attract external funding for high-priority projects
  • Priority items are progressed into the long-term CIP for future budget consideration and staged delivery.

Community Impact

• Elaine residents: 30-day community consultation on renaming Elaine Recreation Reserve to Ron Read Recreation Reserve (may change signage, local references, and administrative records if approved)
• Moorabool Shire residents (all wards): Adoption of an updated Delegations and Authorisations Policy to improve how Council decisions are authorised and managed (affects how quickly and consistently decisions are made)
• Bacchus Marsh residents near Halletts Way/Adelong Way: Planning scheme amendment process to rezone ~2.6ha for new housing (Neighbourhood Residential Zone) and create/extend reserves (Public Park and Recreation Zone), including a future subdivision into five lots
• Bacchus Marsh residents and nearby road users: Potential traffic/access changes considered as part of the rezoning/subdivision (access proposed via Adelong Way and/or existing roundabout, with details to be resolved at later stages)
• Wallace & Springbank residents: Wallace Recreation Reserve Master Plan formally noted, with Council working with user groups to attract funding and prioritise upgrades (e.g., oval reconstruction, pavilion upgrades, play space improvements)
• Children, young people, and families across Moorabool: Draft Young Communities Strategy 2024–2028 publicly exhibited for 4 weeks, shaping future Council planning for health/wellbeing, education, safety/inclusion, and community participation for ages 0–25

Other Notable Items

• Public question: waste enforcement costs and revenue—none included in waste levies or 2023/24 budget.
• Petition-supported proposal: rename Elaine Recreation Reserve to Ron Read Recreation Reserve; 30-day community consultation planned.
• Draft Young Communities Strategy 2024–2028 to be publicly exhibited for four weeks on 0–25 cohort needs.
• Wallace Recreation Reserve Master Plan noted; Council to seek external funding and prioritise items in long-term capital plan.
• Notice of motion lost: funding options/report requested for restoring Dr Morse’s artwork on Bacchus Marsh Chicory Kiln.

Tech & Innovation Notes

• Meeting livestreamed (online recording/streaming of council proceedings).
• Community consultation via Council’s “Have your Say” website / digital platform (Young Communities Strategy consultation).
• Delegations & Authorisations Policy using RelianSys to generate/manage instruments and for compliance monitoring (IT/software infrastructure for governance).
• “Have your Say” digital platform referenced for community feedback/submissions.
• Wallace Recreation Reserve Master Plan includes a new digital scoreboard (digital infrastructure at a community facility).

Key Decisions & Outcomes

• Adopted the Place Naming Policy and established the Place Naming Advisory Committee.
• Received the 2021–2025 Council Plan Progress Report (Q2, Dec 2023).
• Received the 2017–2021 Council Plan Outstanding Actions Progress Report (Q2, Dec 2023).
• Adopted Amendment C104MOOR and authorised submission to the Minister for Planning approval.
• Noted the Gordon Recreation Reserve Master Plan and pursued funding for priority projects.
• Resolved not to apply for a 2024/25 rate cap variation.

Detailed Descriptions

Adopted the Place Naming Policy and established the Place Naming Advisory Committee

• Context: Place names are both culturally/historically significant and practically important for addresses, emergency response, and navigation. Moorabool Shire Council, as a Naming Authority, needed an updated policy aligned to the Geographic Place Names Act 1998 and the revised Geographic Names Victoria (GNV) Naming Rules published in late 2022.
• Details:
  • Council resolved at the Ordinary Meeting on 6 March 2024 to adopt the final Place Naming Policy.
  • The draft policy was published for community consultation on 7 September 2023 and consultation concluded on 5 October 2023.
  • The policy adoption followed a 6 September 2023 Council resolution to publish the draft for consultation.
  • The report noted three submissions were received; one was ineligible and excluded from the submission reporting.
  • Key consultation themes included:
    • Guidance on commemorative naming (including discouragement of commemorating living persons, while noting discretionary pathways through GNV).
    • Clarification requests on wording relating to estates/commercial naming.
    • Encouragement of Traditional Owner language use, subject to agreement with relevant Traditional Owner groups.
  • No financial implications were identified.
• Impact: Provides consistent, transparent decision-making for future place naming proposals across the Shire, improving address accuracy and emergency service effectiveness while strengthening cultural and community considerations.
• Next steps:
  • Publish the adopted policy (noted in the communications plan as March 2024).
  • Use the policy to guide Council’s assessment of naming proposals and the operation of the Place Naming Advisory Committee (to advise Council on proposals in line with the policy).

Received the 2021–2025 Council Plan Progress Report (Q2, Dec 2023)

• Context: The Council Plan 2021–2025 sets strategic objectives and actions over a four-year period, with quarterly performance reporting to support transparency and governance. Council needed to receive the Q2 progress reporting for the period ending 15 December 2023.
• Details:
  • At the Ordinary Meeting on 6 March 2024, Council resolved to receive the 2021–2025 Moorabool Shire Council Plan – Progress Report as of December 2023 (Attachment 1).
  • Reporting date/position: progress status as of 15 December 2023.
  • Year 3 action status (reported):
    • 48 Strategic Actions to be achieved in the financial year (including 18 carried forward from Year 1).
    • Three actions completed within Q2 of Year 3, bringing total completed in the first half of 2023–2024 FY to five.
    • 81.3% of actions were on track against targets.
  • Noted operational drivers:
    • Some delays due to position vacancies (e.g., Disability Accessibility and Inclusion Plan annual actions; volunteerism investigation; Customer Experience Strategy review).
    • Volunteer page launched on the corporate website to support the volunteerism action.
  • Projects highlighted as completed included:
    • West Maddingley Early Years & Community Hub (WMEYH) construction.
    • Moorabool Aquatic and Recreation Centre (MARC) Stage 1 – Bacchus Marsh Indoor Sports Stadium construction.
    • Development of an Economic Development Strategy and Action Plan.
• Impact: Confirms Council’s progress against planned outcomes, identifies where delivery is on track versus delayed, and supports informed decision-making for resourcing and delivery planning.
• Next steps:
  • Upload progress comments and performance status to the online Council Performance Dashboard in January (noted as “uploaded onto the online Council Performance Dashboard in January”).
  • Continue quarterly reporting through the year, with end-of-year reporting in the Annual Report.

Received the 2017–2021 Council Plan Outstanding Actions Progress Report (Q2, Dec 2023)

• Context: Ten strategic actions from the 2017–2021 Council Plan were incomplete at 30 June 2021 and were carried forward for completion. Council needed to receive the Q2 progress update for December 2023.
• Details:
  • At the Ordinary Meeting on 6 March 2024, Council resolved to receive the 2017–2021 Moorabool Shire Council Plan – Outstanding Actions Progress Report – December 2023 (Attachment 1).
  • Scope:
    • 10 Strategic Actions were outstanding from the 2017–2021 Council Plan.
  • Progress as of 15 December 2023:
    • 8 actions completed
    • 2 actions remain “In Progress”
    • One in-progress action was reported as 80% or greater completion.
    • The other in-progress action was reported as between 60% and 90% completion.
  • The report also noted that by 30 September 2023 (end of Quarter 1), 8 were completed and 2 remained incomplete, and quarterly reporting would continue until completion.
• Impact: Ensures accountability and public transparency for legacy strategic commitments, and confirms that outstanding actions are nearing completion.
• Next steps:
  • Continue quarterly reporting for the remaining two in-progress actions until they reach completion.
  • Provide further commentary against these actions in subsequent progress reports.

Adopted Amendment C104MOOR and authorised submission to the Minister for Planning approval

• Context: Amendment C104MOOR was required to correct technical/obvious errors and anomalies in the Moorabool Planning Scheme, including rezoning where inappropriate zoning was applied, to improve scheme readability and effectiveness. Council also needed to progress the statutory process to obtain Ministerial approval.
• Details:
  • At the Ordinary Meeting on 6 March 2024, Council:
    1. Considered submissions made to Amendment C104MOOR (as included in Attachment 1).
    2. Adopted Amendment C104MOOR under Section 29(1) of the Planning and Environment Act 1987 (in the form in Attachment 2).
    3. Authorised submission to the Minister for Planning for approval under Section 31(1) of the Planning and Environment Act 1987.
    4. Authorised the Executive Manager to make minor changes to amendment documentation if required, provided they do not alter the intent.
  • Ministerial authorisation and exhibition:
    • Minister authorised preparation and exhibition on 13 September 2023.
    • Exhibition period: 9 November to 11 December 2023.
    • No opposing submissions were received.
  • Submissions:
    • Three submissions received by the close of exhibition.
    • Two submissions sought clarifying information or minor wording changes (requested by Central Highlands Water).
    • All questions/suggestions were resolved; minor terminology updates were made.
  • Consultation/notice:
    • Targeted consultation via letters was supported by an exemption from full notice requirements approved by the Minister on 21 September 2023.
• Impact: Improves the accuracy and usability of the planning scheme, supporting fair and efficient land use administration and reducing the risk of decision-making based on incorrect zoning/mapping.
• Next steps:
  • Submit the adopted Amendment C104MOOR to the Minister for Planning for approval.
  • Apply only any minor documentation updates (if needed) that do not change the amendment’s intent.

Noted the Gordon Recreation Reserve Master Plan and pursued funding for priority projects

• Context: The Gordon Recreation Reserve Master Plan is a community-led, user-group-informed planning document for improvements at the reserve, including projects on both DEECA-owned land and Council-owned land (netball amenities and part of the netball court).
• Details:
  • At the Ordinary Meeting on 6 March 2024, Council resolved to:
    1. Note the Gordon Recreation Reserve Master Plan (2024–2033).
    2. Note that project costs are indicative only and require further detailed costings in the next planning phase.
    3. Work with user groups to attract funding for high priority projects.
  • Governance and development:
    • Community-led with input from DEECA and Council.
    • Developed with reserve user groups and broader community input via a community survey.
    • Draft presented to Council in March 2023, updated after further consultation and a State Government funding commitment.
  • Indicative funding contributions toward master plan development:
    • Bendigo Community Bank: $8,000
    • Gordon Recreation Reserve Committee of Management (COM): $2,261
    • Gordon Football Netball Club (GFNC): $2,261
    • Council: $8,825
    • (Total shown for master plan funding contributions: $21,?; listed as the above components in the minutes.)
  • Priority projects agreed by the steering committee:
    1. Oval reconstruction
    2. Pavilion upgrade
    3. Bore replacement
    4. Entrance/exit into the reserve and car park works
    5. Play space upgrade
  • Current/near-term actions noted:
    • Netball court upgrade scheduled to commence in March 2024.
    • Council provided a letter of support to the COM to seek funding for bore replacement.
    • Design work for oval reconstruction and pavilion upgrade to commence once the master plan is formally noted by Council.
    • Officers preparing a Sport and Recreation Victoria grant application for the play space upgrade and entrance improvements, to be submitted in March 2024.
  • State funding commitment:
    • Council received a $25,000 State Government commitment in late 2022 to contribute to facility planning for an oval and pavilion upgrade, expected to be received once the master plan is noted by Council.
• Impact: Creates a clear, agreed roadmap for improving the Shire’s key sporting facility in Gordon, supporting community participation and enabling grant applications for major upgrades.
• Next steps:
  • Continue working with user groups to attract funding for priority projects.
  • Commence/continue design work for oval reconstruction and pavilion upgrade following Council’s formal noting.
  • Submit the Sport and Recreation Victoria grant application in March 2024.
  • Receive the expected $25,000 State Government commitment once the master plan is noted.

Resolved not to apply for a 2024/25 rate cap variation

• Context: Council needed to decide whether to seek a variation to the Victorian Fair Go Rates Cap to enable additional funding for projects in the 2024/25 budgeting cycle. The decision also affects how much lead time officers have to develop project plans if a variation were sought.
• Details:
  • At the Ordinary Meeting on 6 March 2024, Council resolved:
    • Not to apply for a rate cap variation for the 2024/25 financial year.
  • Rate cap context:
    • The Minister for Local Government announced the Fair Go Rates Cap for 2024/25 as 2.75% in late December 2023.
    • The Essential Services Commission (ESC) advice was noted as recommending up to 3.4%, but Government set 2.75% due to pressure on household budgets.
  • The report noted that for each of the last 7 financial years, Council had elected not to apply for further rate cap variations.
• Impact: Maintains Council’s funding within the legislated cap, supporting financial discipline but potentially constraining the scale/timing of major initiatives unless offset by other revenue sources or external funding.
• Next steps:
  • Proceed with the 2024/25 budgeting and planning cycle within the 2.75% cap.
  • Reassess in future years if asset renewal backlogs or service/infrastructure expansion needs require additional funding (noted as a possibility in the report’s conclusion).

Community Impact

• Residents (whole municipality): Adopted Place Naming Policy will standardise how new road/suburb/locality names are decided, affecting addresses used for deliveries, navigation, and emergency services
• Residents (affected landowners/occupiers): Amendment C104MOOR will correct zoning/overlay mapping and planning scheme errors, potentially changing how land can be used or developed
• Gordon residents and reserve users: Gordon Recreation Reserve Master Plan will guide future upgrades (oval reconstruction, pavilion upgrade, bore replacement, car park/entrance works, play space/pump track), improving local sport and recreation facilities over time
• Women and girls (community sport users): Draft Fair Access Policy and Action Plan will be exhibited for feedback to improve gender-equitable access to community sports infrastructure and maintain eligibility for state sports funding
• Council ratepayers (whole municipality): Council decision not to seek a rate cap variation for 2024/25 will limit rate increases to the existing cap, reducing funding flexibility for additional services/infrastructure
• Bacchus Marsh Men’s Shed members and local community: Council will prepare options for increased/new Men’s Shed capacity, which may lead to expanded facilities and/or additional hours to meet growing demand

Other Notable Items

• Community submissions to Place Naming Policy included views on commemorating living persons.
• Council received progress updates: 81.3% of 2023–24 Council Plan actions on track (as at Dec 2023).
• Gordon Recreation Reserve Master Plan noted; key priorities include oval reconstruction, pavilion upgrade, and play space.
• Draft Fair Access Policy and Action Plan approved for four-week public exhibition to meet 1 July 2024 requirements.
• Notice of Motion: report requested on expanding Bacchus Marsh Men’s Shed capacity and potential new facilities.

Tech & Innovation Notes

• Council meeting livestreaming (“meeting is livestreamed”).
• Online consultation platform: Fair Access Policy public exhibition via “Have Your Say platform”.
• Online transparency/analytics: Council Performance Dashboard (progress uploaded for community access).
• Digital customer engagement: creation of a customer survey (timeline to be sent out mid-January 2024).
• IT/software mentioned in service delivery context: “Software costs” referenced in quarterly financial report.
• Online meeting references in councillor/mayor activities: “Timber Towns Victoria online meeting”.

Key Decisions & Outcomes

• Seek Ministerial authorisation to prepare and exhibit Planning Scheme Amendment C103Moor.
• Authorise minor amendment documentation changes without altering amendment intent.
• Require a s173 agreement capturing developer contributions before adopting Amendment C103Moor.
• Receive Community Asset Committee minutes for Bacchus Marsh Public Hall and Blacksmith’s Cottage & Forge.
• Defer decision on applying for a 2024/25 rate cap variation to a future meeting.
• Receive the Mayor’s report for consideration by Council.

Detailed Descriptions

Seek Ministerial authorisation to prepare and exhibit Planning Scheme Amendment C103Moor

• Context: Council is progressing a privately initiated planning scheme amendment for Hopetoun Park North and needs Ministerial approval before it can be publicly exhibited.
• Details:
  • Amendment: Moorabool Planning Scheme Amendment C103Moor – Hopetoun Park North
  • Land/scale: ~62 hectares across eight lots held by three landowners
  • Proposed outcome: rezoning to support a future residential development of approximately 400 lots (for a master planned community of up to 1,200 future residents)
  • Ministerial authorisation: Council resolved to apply to the Minister for Planning under Section 8A of the Planning and Environment Act 1987 to prepare and exhibit Amendment C103Moor (Attachment 1 – amendment documentation)
  • Meeting date/resolution: Ordinary Council Meeting, Wednesday 7 February 2024 (Resolution moved by Cr David Edwards, seconded by Cr Moira Berry, carried)
• Impact: Enables community consultation on the proposed rezoning and overlay framework (including Development Plan Overlay, Design and Development Overlay, and Environmental Significance Overlay) so residents can make submissions before any planning panel/adoption steps.
• Next steps:
  • Submit the authorisation request to the Minister for Planning
  • Upon receipt of authorisation, undertake public exhibition in line with the Planning and Environment Act 1987 and Ministerial Direction No. 15
  • Report back to Council after exhibition; unresolved submissions may be referred to an independent Planning Panel (timing indicated as ~40 business days from receipt of authorisation, likely in 2024)

Authorise minor amendment documentation changes without altering amendment intent

• Context: During preparation for exhibition, minor technical/administrative edits may be required to the amendment documents.
• Details:
  • Council authorised the Executive Manager Community Planning and Development to make minor changes to the amendment documentation
  • Condition: changes must not alter the intent of Amendment C103Moor
  • Decision date/resolution: 7 February 2024, as part of the same C103Moor authorisation resolution (Resolution item 2)
• Impact: Reduces delays by allowing officers to correct/adjust documentation while preserving the substantive planning proposal that the community will be asked to consider.
• Next steps:
  • Executive Manager applies the minor changes only where they do not affect the amendment’s intent
  • Final exhibition package proceeds consistent with the Ministerial authorisation request

Require a s173 agreement capturing developer contributions before adopting Amendment C103Moor

• Context: The amendment includes community infrastructure and contributions; Council needs these obligations secured before the amendment can be adopted.
• Details:
  • Council resolved to prepare a s173 agreement with the landowner(s)
  • Purpose: capture the delivery of items generally in accordance with Attachment 2 (Developer Contributions)
  • Critical timing requirement: the agreement must be entered into prior to Council adoption of the final Amendment C103Moor
  • Meeting date/resolution: 7 February 2024, C103Moor resolution item 3
• Impact: Helps ensure community infrastructure commitments tied to the development are legally secured, reducing the risk of contributions being renegotiated or not delivered after rezoning.
• Next steps:
  • Officers prepare the s173 agreement
  • Negotiate execution with landowner(s)
  • Confirm execution before Council considers adoption of the final amendment

Receive Community Asset Committee minutes for Bacchus Marsh Public Hall and Blacksmith’s Cottage & Forge

• Context: Community Asset Committees manage and maintain Council community assets, and Council receives their minutes for consideration.
• Details:
  • Council resolved to receive minutes for both committees:
    • Bacchus Marsh Public Hall CAC
      • Minutes for meeting held 28 August 2023
      • AGM held 23 October 2023
    • Blacksmith’s Cottage & Forge CAC
      • Minutes for meeting held 26 September 2023
      • AGM held 17 October 2023
  • Meeting date/resolution: 7 February 2024, Resolution moved by Cr Tonia Dudzik, seconded by Cr Tom Sullivan (carried)
  • Report item: 12.1 Community Asset Committees - Reports
• Impact: Keeps Council informed of committee governance, maintenance priorities, and asset management decisions that affect community facilities.
• Next steps:
  • Minutes are formally received by Council
  • Any actions arising from committee deliberations proceed through relevant officer workflows and budgets (as applicable)

Defer decision on applying for a 2024/25 rate cap variation to a future meeting

• Context: Council must decide whether to seek a variation to the State-set rate cap to support its budgeting and planning cycle.
• Details:
  • Rate cap context:
    • 2024/25 Fair Go Rates Cap set at 2.75% (Minister for Local Government announcement in late December 2023)
  • Resolution: Council deferred making a decision on whether to apply for a rate cap variation to a future Ordinary Meeting
  • Meeting date/resolution: 7 February 2024, Resolution moved by Cr Tom Sullivan, seconded by Cr David Edwards (carried)
  • Report item: 13.1 Consideration of Intent to Seek a Rate Cap Variation for 2024/25
• Impact: Maintains flexibility and avoids locking in a position before officers can prepare further planning options and project impacts for Council consideration.
• Next steps:
  • No rate cap variation decision is made at this meeting
  • The matter returns to Council at a later Ordinary Meeting for a definitive decision

Receive the Mayor’s report for consideration by Council

• Context: The Mayor’s report summarises meetings/events attended since the last Ordinary Council meeting and is tabled for Council consideration.
• Details:
  • Report purpose: Mayor’s Report be tabled for consideration
  • Resolution: Council received the Mayor’s Report
  • Meeting date/resolution: 7 February 2024, Resolution moved by Cr Rod Ward, seconded by Cr David Edwards (carried)
  • Mayor’s report date: 7 February 2024
  • Included notable dates/venues (examples):
    • 12 December – Official Opening, Bacchus Marsh Indoor Stadium
    • 14 December – Official Opening, West Maddingley Early Years & Community Hub
    • 26 January – Australia Day Awards & Citizenship, Public Hall, Bacchus Marsh
    • 1 February – Meeting with Sam Rae, Federal Member for Hawke
    • 7 February – Ordinary Meeting of Council
• Impact: Provides transparency to the community and Councillors about the Mayor’s engagements and representation activities.
• Next steps:
  • Mayor’s report is formally received
  • No further action required beyond Council noting/considering the content unless issues are raised elsewhere

Community Impact

• Hopetoun Park North residents: Rezoning and Development Plan Overlay authorisation will enable future subdivision of ~62ha into about 400 lots (up to ~1,200 new residents), changing neighbourhood character and development intensity
• Hopetoun Park North residents: New planning overlays (DDO/ESO) will introduce controls on fencing, setbacks, and siting, and will protect two conservation areas via Environmental Significance Overlay
• Hopetoun Park residents (existing and adjacent): Traffic impacts are likely from required upgrades to the Old Melbourne Rd/Hopetoun Park Rd intersection and a new roundabout at the Western Freeway eastbound on-ramp/Hopetoun Park Rd as development access arrangements are implemented
• Hopetoun Park residents: Provision of new community infrastructure land (including a kindergarten, community centre, and Maternal Child Health Centre) and open space/shared path network will increase local facilities and walking/cycling connectivity
• Wider Moorabool community: Developer contributions and potential Council budget levies for community infrastructure (e.g., possible library/meeting room provision and ongoing maintenance) may affect service availability and future Council planning priorities
• Ballan residents: Ballan Library and Community Hub construction is expected to start by June 2024 and finish around August/September 2025, affecting local access/works during the build period

Other Notable Items

• Public question on Ballan Library and Community Hub timelines; works anticipated June 2024–Aug/Sept 2025.
• Hopetoun Park North planning amendment C103Moor discussed: rezoning 62ha for ~400 lots and overlays.
• Community infrastructure planning for ~1,200 future residents, including kindergarten, MCH, and community centre needs.
• Rate cap variation decision deferred; future meeting to consider 2024/25 rate cap variation.
• Mayor and councillors acknowledged Marlene Burvill’s passing and contributions of Helen and Cr Paul Tatchell.

Tech & Innovation Notes

• Council meeting livestreaming (online recording of proceedings)
• Council “HYS website” used for community notification regarding the planning scheme amendment exhibition
• Planning Scheme Amendment C103Moor (rezoning and Development Plan Overlay/other overlays to guide future residential development, including transport/stormwater/bushfire planning)

Key Decisions & Outcomes

• Approve Australia Day Award Selection Panel recommendations (confidential deliberations).
• Award/approve Contract C11-2023/2024 for Bacchus Marsh cricket nets.
• Approve C17-2023/24 hire of plant for road maintenance and construction.
• Resolve to hold the above matters in closed session under Local Government Act 2020.

Detailed Descriptions

Approve Australia Day Award Selection Panel recommendations (confidential deliberations)

• Context: Council considered the Australia Day Award Selection Panel recommendations at a Special Council Meeting held on Wednesday, 20 December 2023, following a resolution to hear the matter in closed session.
• Details:
  • Meeting date/time: Wednesday, 20 December 2023 (closed session commenced at 6.02pm; meeting closed at 6.33pm)
  • Location: Council Chambers, 15 Stead Street, Ballan & Online
  • Confidentiality basis (Local Government Act 2020): Section 3(1) confidential information (f) — personal information where disclosure would be contrary to the public interest (unreasonable disclosure of information about any person or their personal affairs).
  • Agenda item: 7.1 Australia Day Award Selection Panel Recommendations
• Impact: Ensures award decisions can be made while protecting nominees’ personal information and maintaining fairness and privacy in the selection process.
• Next steps: Council’s closed-session consideration is recorded in the minutes; subsequent administrative actions (e.g., preparing communications/award notifications) would proceed consistent with Council’s determination from the confidential discussion.

Award/approve Contract C11-2023/2024 for Bacchus Marsh cricket nets

• Context: Council considered approving Contract C11-2023/2024 relating to cricket nets at Bacchus Marsh Racecourse Recreation Reserve during the Special Council Meeting on 20 December 2023.
• Details:
  • Meeting date/time: Wednesday, 20 December 2023 (closed session; meeting closed at 6.33pm)
  • Location: Council Chambers, 15 Stead Street, Ballan & Online
  • Agenda item: 7.2 Contract C11-2023/2024 Bacchus Marsh Racecourse Recreation Reserve Cricket Nets
  • Confidentiality basis (Local Government Act 2020): Section 3(1) confidential information (g) — private commercial information, including information that could expose the supplier to disadvantage (trade secrets and/or unreasonable commercial disadvantage).
  • Specific contract identifiers: C11-2023/2024; site: Bacchus Marsh Racecourse Recreation Reserve; asset: cricket nets
• Impact: Supports improvement/maintenance of local sporting infrastructure, contributing to community recreation opportunities and the quality of facilities for local cricket participants.
• Next steps: Following closed-session consideration and Council’s resolution, procurement/contract execution steps would be progressed by relevant officers (e.g., issuing the contract/approval to the successful supplier and scheduling works).

Approve C17-2023/24 hire of plant for road maintenance and construction

• Context: Council considered approval for Contract C17-2023/24 covering plant hire for road maintenance and construction at the Special Council Meeting on 20 December 2023.
• Details:
  • Meeting date/time: Wednesday, 20 December 2023 (closed session; meeting closed at 6.33pm)
  • Location: Council Chambers, 15 Stead Street, Ballan & Online
  • Agenda item: 7.3 C17-2023/24; Hire of Plant (Road Maintenance & Construction)
  • Confidentiality basis (Local Government Act 2020): Section 3(1) confidential information (g) — private commercial information, including trade secrets and/or information that could unreasonably expose the business to disadvantage.
  • Specific contract identifiers: C17-2023/24; scope: Hire of Plant (Road Maintenance & Construction)
• Impact: Enables Council to maintain and improve road infrastructure efficiently by ensuring access to appropriate plant and resources for maintenance and construction works.
• Next steps: After Council’s closed-session consideration, officers would proceed with the contract approval process and operational arrangements for plant hire (including scheduling works for road maintenance/construction).

Resolve to hold the above matters in closed session under Local Government Act 2020

• Context: Council resolved at the Special Council Meeting on 20 December 2023 to consider three specified matters in a meeting closed to the public, citing statutory grounds under the Local Government Act 2020.
• Details:
  • Meeting date/time: Wednesday, 20 December 2023
  • Resolution: Moved by Cr Paul Tatchell, Seconded by Cr Tom Sullivan
  • Legal basis: Section 66(2)(a) of the Local Government Act 2020 (meeting closed to the public for specified confidential matters)
  • Confidentiality grounds cited for each item:
    • 7.1 Australia Day Award Selection Panel Recommendations: Section 3(1) (f) (personal information)
    • 7.2 Contract C11-2023/2024 (cricket nets): Section 3(1) (g) (private commercial information)
    • 7.3 C17-2023/24 (plant hire): Section 3(1) (g) (private commercial information)
  • Agenda items covered: 7.1, 7.2, 7.3
  • Outcome: Resolution CARRIED
• Impact: Protects privacy and commercial interests while still allowing Council to make decisions required to progress community services and infrastructure.
• Next steps: The matters were discussed in closed session; the remainder of the meeting proceeded in open session after the closed-session deliberations concluded (meeting closed at 6.33pm).

Community Impact

• Residents (Australia Day): Australia Day Award recipients selected by the Council’s award selection panel recommendations
• Bacchus Marsh Racecourse Recreation Reserve users: Cricket nets contract C11-2023/2024 to be progressed, improving/maintaining sporting facilities
• Local cricket community: Upgraded or replaced cricket nets at the Bacchus Marsh Racecourse Recreation Reserve supporting training and match play
• Road maintenance and construction operations: Plant hire contract C17-2023/24 to be arranged, enabling road works to proceed
• Road users/residents near works: Increased likelihood of road maintenance/construction activity as plant is hired for works during 2023/24
• Local businesses (procurement impacts): Contracting for cricket nets and plant hire may affect which suppliers are engaged and the commercial terms available locally

Other Notable Items

• Australia Day Award selection panel recommendations discussed in closed session.
• Contract C11 (2023/24) for Bacchus Marsh cricket nets discussed privately.
• Contract C17 (2023/24) plant hire for road maintenance discussed privately.
• No community presentations/deputations; meeting had no public input noted.
• No “Any Other Business” items raised; agenda contained only closed-session matters.

Tech & Innovation Notes

• Meeting held “Council Chambers, 15 Stead Street, Ballan & Online” (online meeting component).

Key Decisions & Outcomes

• Appointed 2024 councillor representatives to Advisory Committees of Council.
• Appointed 2024 councillor representatives to Working Groups and Industry Bodies.
• Retained and appointed Community Asset Committee councillor representatives and members for 2024.
• Adopted West Moorabool Heritage Study 2A Review and authorised Amendment C085MOOR exhibition.
• Nominated five sites for inclusion on the Victorian Heritage Register.
• Noted Werribee River turbidity update and continued sediment control monitoring.

Detailed Descriptions

Appointed 2024 councillor representatives to Advisory Committees of Council

• Context: Council needed to formally elect Councillor representatives to its Advisory Committees for the 2024 year to support Councillors’ representation and advocacy responsibilities.
• Details: At the Ordinary Council Meeting on 6 December 2023, Council appointed 2024 representatives to the following Advisory Committees:
  • Audit and Risk Advisory Committee: Cr Moira Berry, Cr Tonia Dudzik, Cr Paul Tatchell (sub)
  • Australia Day Award Selection Panel: Mayor Cr Ally Munari, Cr Moira Berry, Cr Tonia Dudzik
  • Bacchus Marsh District Trails Advisory Committee: Cr Moira Berry, Cr Tom Sullivan (sub)
  • Bacchus Marsh Racecourse & Recreation Reserve Advisory Committee: Cr Tonia Dudzik, Cr Moira Berry (sub)
  • Disability Access & Inclusion Advisory Committee: Cr Tonia Dudzik, Cr Tom Sullivan (sub)
  • Economic Development Taskforce Advisory Committee: All Councillors
  • Heritage Advisory Committee: Cr Tom Sullivan, Cr David Edwards (sub)
  • Lal Lal Falls Reserve Advisory Committee of Management: Cr Tom Sullivan, Cr Ally Munari (sub)
  • Local Business Advisory Committee: Cr Paul Tatchell, Cr Tom Sullivan (sub)
  • Maddingley Park Advisory Committee: Cr Tom Sullivan, Cr Moira Berry (sub)
  • Moorabool Environment & Sustainability Advisory Committee: Cr Moira Berry, Cr David Edwards (sub)
  • Moorabool Health and Wellbeing Advisory Committee: Cr Tonia Dudzik, Cr Moira Berry (sub)
  • Positive Ageing Advisory Committee: Cr Paul Tatchell, Cr Tonia Dudzik (sub)
  • Public Art and Collections Advisory Committee: Cr Ally Munari, Cr Tonia Dudzik (sub)
• Impact: Ensures each Advisory Committee has the appropriate Councillor representation for 2024, strengthening community advocacy, strategic advice, and Council’s ability to respond to local priorities.
• Next steps: Council officers would notify each Committee of the appointment arrangements and request 2024 meeting schedules (as resolved on 6 December 2023).

Appointed 2024 councillor representatives to Working Groups and Industry Bodies

• Context: Council sought to formally endorse its participation and appoint representatives for 2024 across regional working groups and industry bodies to support advocacy and strategic input.
• Details: At the Ordinary Council Meeting on 6 December 2023, Council endorsed participation and appointed 2024 representatives as follows:
  • Bacchus Marsh Aerodrome Management Committee: Cr Tom Sullivan, Cr Paul Tatchell (sub), and Executive Manager Community Planning & Development
  • Ballarat Rail Action Committee (BRAC): Cr David Edwards and Chief Executive Officer (CEO)
  • Central Highlands Community Road Safety Council: General Manager Community Assets and Infrastructure
  • Greater Ballarat Alliance of Councils (previously Central Highlands Councils Victoria): Mayor Cr Ally Munari and CEO
  • Grow West Implementation Committee: Cr Moira Berry, Cr Tonia Dudzik (sub), and Manager Environment & Waste
  • Municipal Association of Victoria (MAV): Cr Tom Sullivan and Cr David Edwards (sub)
  • MAV Emergency Management Committee: Chief Emergency Management Officer
  • Municipal Emergency Management Planning Committee (MEMPC): Cr Ally Munari and Cr Paul Tatchell (sub)
  • National Timber Councils Taskforce: Cr Tom Sullivan
  • Peri Urban Group of Rural Councils: Cr Moira Berry, Cr Ally Munari (sub), CEO, and Executive Manager Community Planning & Development
  • Rural Councils Victoria: Mayor Cr Ally Munari
  • Timber Towns Victoria: Cr Tom Sullivan
  • Victorian Local Governance Association (VLGA): Mayor Cr Ally Munari
  • Western Highway Action Committee: Cr Tom Sullivan and General Manager Community Assets and Infrastructure
• Impact: Improves Council’s regional influence and ensures Moorabool’s priorities are represented in key policy, industry, and emergency management forums during 2024.
• Next steps: Council would notify each working group/industry body of the reappointment arrangements and request 2024 meeting schedules (resolved on 6 December 2023).

Retained and appointed Community Asset Committee councillor representatives and members for 2024

• Context: Community Asset Committees (under section 65 of the Local Government Act 2020) manage Council assets and provide advice/feedback to Council; Council needed to retain committees and appoint 2024 Councillor representatives and community members.
• Details: At the Ordinary Council Meeting on 6 December 2023, Council:
  • Retained the following Committees of Management as Community Asset Committees (via section 65 LG Act 2020), and appointed 2024 Councillor representatives and committee members:
    • Bacchus Marsh Public Hall — Councillor rep: Cr Tonia Dudzik
      • Committee members: David Childs, Keith Currie, Eric Daws, John Faulkner, John Ginnane, Gary John Treloar, Carol Young, Anita Jennison
    • Blacksmith’s Cottage and Forge — Councillor rep: Cr David Edwards
      • Committee members: Allan Comrie, Simon Fisher, Chrissy Stancliffe, Geoff Stancliffe, Lynette Egan, Heather Robson, Jenny Arrowsmith, Sharon Dickman, Stephanie Latham
    • Other Community Asset Committees (committee members appointed; no Councillor rep listed in the resolution text):
      • Dunnstown Recreation Reserve: Jaye Cahir, Sam Leneghan, Chris Leonard, Kellie Leonard, Greg Murphy, Joel Murphy, Shane Murphy, Fran Peterkin, Barry Sheehan, Trish White
      • Elaine Recreation Reserve: Dianne Cook, Joanna Adcock, Stephen Ford, Karen Hinkley, Tom Hinkley, Chris Guidotti
      • Gordon Public Hall: Beryl Forster, Frank Higgins, Kate Galloway, Lin Lawson, Maree Brooks, Sandra Baker, Sandra Jarrett, Stephen Derrick, Yvonne Blair Thompson
      • Greendale Recreation Reserve: Sarah Duncanson, Nick Myrianthis, Eddie Salwe, John Speed, Paul Higgins
      • Lal Lal Soldiers’ Memorial Hall: Ann Crick, John Crick, Graeme Diamond, Keith Engels Leoncini, Peter Witherspoon, Susanne Witherspoon, Geoff Hewitt
      • Millbrook Community Centre: Lindsay Wilfred Grey, Amanda Labbett, Mark Labbett, Michelle O’Brien, Georgina Reynolds, Luke Reynolds, Andrea Weigall, Mark Weigall, Gerard White, Patrick Ryan
      • Navigators Community Centre: Wayne Austin, Alan Rogers, Ole Kelderman, Michael Clarke, Tarsha Gore, Kenneth Turner, Mark Ryan, Troy Connor, Rick Stephens
      • Wallace Public Hall: Josie Donegan, Leanne O’Neil, Darren Quinlan, Alan Tiley, Karen Tiley
      • Wallace Recreation Reserve: Jason Carey, Maurice Mahar, Paul Mahar, Leanne O’Neil, Jacob White, Kenneth Williams
  • Council also:
    • Notified each Committee of appointments and requested 2024 meeting schedules
    • Authorised the CEO to approve new members where extraordinary vacancies/new nominations occur during the year
• Impact: Maintains continuity of community-led asset management while ensuring Councillors and local representatives are in place to guide operations, engagement, and feedback for 2024.
• Next steps: Committees are to be notified and asked for 2024 meeting schedules; the CEO can approve replacements during the year where vacancies arise.

Adopted West Moorabool Heritage Study 2A Review and authorised Amendment C085MOOR exhibition

• Context: Council needed to adopt the updated heritage evidence base and progress it into the planning scheme to apply Heritage Overlay controls across the western part of the municipality.
• Details: At the Ordinary Council Meeting on 6 December 2023, Council:
  • Adopted the West Moorabool Heritage Study Stage 2A Review (May 2021) (Attachment 1)
  • Sought authorisation from the Minister for Planning to prepare and exhibit Moorabool Planning Scheme Amendment C085MOOR (Attachment 2)
  • Authorised the Executive Manager Community Planning and Development to make minor changes to amendment documentation where they do not alter the original intent
  • The amendment package is intended to:
    • Apply the Heritage Overlay to 106 individual places and 7 heritage precincts
    • Remove Heritage Overlay from 3 individual heritage places to be included in new precincts
    • Update schedules to Clause 43.01, 72.04, and 72.08
• Impact: Strengthens heritage protection and planning certainty for identified places/precincts, supporting community identity and cultural preservation.
• Next steps: Exhibition of Amendment C085MOOR would commence once Ministerial authorisation is received, with an exhibition period of 6 weeks; submissions would then be reported back to Council and (if unresolved) may be referred to a Planning Panel.

Nominated five sites for inclusion on the Victorian Heritage Register

• Context: As part of the heritage study implementation, Council also needed to nominate specific places for state-level heritage registration.
• Details: In the same 6 December 2023 decision, Council nominated five places recommended by the West Moorabool Heritage Study Stage 2A Review for inclusion in the Victorian Heritage Register:
  • 225 Bungaree Wallace Road, Bungaree
  • 323 Bungaree Wallace Road, Bungaree
  • 14 Clarendon Street, Blackwood
  • 360 Ballan Egerton Road, Ballan
  • Pinus Radiata at Blackwood Cricket Reserve, Recreation Reserve Road, Blackwood
• Impact: Advances recognition and protection of significant heritage assets at the Victorian government level, which can increase conservation support and community pride.
• Next steps: Nominations progress through the Victorian Heritage Register process following Council’s resolution (with outcomes dependent on state assessment).

Noted Werribee River turbidity update and continued sediment control monitoring

• Context: Following community concerns and a Notice of Motion about turbidity and sediment impacts, Council requested a follow-up report after earlier actions and assessments.
• Details: At the Ordinary Council Meeting on 6 December 2023, Council:
  • Noted the Werribee River Turbidity – Update report (Item 15.2)
  • The update responded to the 7 June 2023 Ordinary Meeting resolution requesting a follow-up in six months
  • Key monitoring and enforcement actions over the previous six months included:
    • Daily inspections of development sites
    • Weekly audits
    • Fortnightly walk/EMP review meetings with construction companies and consultants
    • Increased engagement with contractors, consultants, Melbourne Water, and EPA via fortnightly meetings
  • Ongoing focus sites with direct waterway outlets included:
    • Stonehill Estate
    • Underbank Estate
    • Hillview Estate
  • Council reported that turbidity had been significantly reduced, with “very few occasions” of non-compliances, and these were rectified within required timeframes.
• Impact: Helps protect water quality in the Werribee River, reduces community concern, and supports compliance with EPA-style sediment control expectations.
• Next steps: Council officers will continue monitoring sediment control measures “on regular bases” until construction is completed (continuing beyond the 6 December 2023 meeting).

Community Impact

• Residents in West Moorabool (Ballan, Blackwood, Bungaree, Gordon, Lal Lal, Millbrook, Mount Egerton, Wallace): Heritage Overlay will be applied to 106 places and 7 precincts, changing planning requirements and potentially increasing approvals/constraints for alterations, development, and demolition
• Affected property owners (including the 5 sites nominated to the Victorian Heritage Register): Additional heritage protections and compliance obligations following nomination to the Victorian Heritage Register (225 Bungaree Wallace Road, 323 Bungaree Wallace Road, 14 Clarendon Street, 360 Ballan Egerton Road, and the Monterey Pine at Blackwood Cricket & Recreation Reserve)
• Residents near Stonehill and other Werribee River catchment development areas (e.g., Stonehill/Underbank/Hillview): Ongoing sediment/turbidity mitigation monitoring (daily inspections, weekly audits, fortnightly site walks) to reduce river sediment impacts during and after construction
• All Moorabool residents: Council’s 2023–2024 Capital Improvement Program continues (76 projects), with some works behind schedule due to design/material/site access constraints—potentially affecting timing of local infrastructure upgrades
• Community groups and volunteers using Council-managed facilities (e.g., Bacchus Marsh Public Hall, Blacksmiths Cottage & Forge, and multiple recreation reserves/public halls): Community Asset Committees’ renewed membership and councillor representation for 2024 will influence facility management decisions, availability, and maintenance priorities
• MSC residents (especially in summer months): A proposed trial snake removal service for 2024/25 would improve access to professional snake catchers and reduce risks from residents attempting to relocate snakes themselves

Other Notable Items

• Public question raised about Stonehill sediment controls meeting EPA/Melbourne Water expectations.
• Follow-up on Werribee River turbidity: daily inspections, weekly audits, reduced turbidity over six months.
• Heritage Study Stage 2A Review: Heritage Overlay proposed for 106 places and 7 precincts; 5 nominations to Victorian Heritage Register.
• Community engagement noted: Lal Lal residents meeting and councillor briefings on multiple strategic updates.
• Notice of Motion: investigate a 2024/25 snake removal service trial for residents.

Tech & Innovation Notes

• Meeting livestreaming (Council meeting recorded and livestreamed online)
• Digital service / online presence: “Online” location noted for the meeting
• IT/Software costs mentioned in financial report (“Software costs” within “Materials and services”)
• Planning/digital transformation-adjacent: Moorabool Planning Scheme Amendment C085MOOR (heritage overlay) prepared for exhibition and ministerial authorisation (planning scheme documentation workflow)

Key Decisions & Outcomes

• Receive the Mayor’s Report for November 2022 to November 2023.
• Set Mayor’s term of office to one year for the 2023/2024 year.
• Elect Cr Ally Munari as Mayor for 2023/2024.
• Resolve not to elect a Deputy Mayor for 2023/2024.
• Adopt Victorian Category 2 allowances for Mayor and Councillors (effective 1 July 2023).
• Adopt 2024 Council meeting framework and schedule, authorising CEO amendments.

Detailed Descriptions

Receive the Mayor’s Report for November 2022 to November 2023

• Context: Council considered the outgoing Mayor’s report as part of the business at the Ordinary Statutory and Annual Appointments Meeting held on 8 November 2023. The report covers the Mayor’s term from November 2022 to November 2023.
• Details:
  • Author: Dianne Elshaug, Co-ordinator CEOs Office (Authoriser: Derek Madden, Chief Executive Officer).
  • Resolution: Moved by Cr Tom Sullivan, Seconded by Cr Paul Tatchell.
  • Content highlights included major projects and progress, including:
    • New $17 million Bacchus Marsh Indoor Stadium (Stage 1 of MARC)
    • Bald Hill 1,000+ Steps and Telford Park All-Abilities Trail (Stage 3 to commence in 2024)
    • Completion of 3 stages of Aqualink Trail ($-value not stated in minutes)
    • Completion of $4.2 million Ballan Sports & Community Pavilion
    • Completion of $5.5 million Darley Sports & Community Pavilion
    • Completion of Council’s new Outdoor Depot in Ballan
    • Completion of $9.4 million West Maddingley Early Years Hub
    • Bacchus Marsh Racecourse Recreation Reserve development progress (Oval 1 and pavilion complete; Ovals 2 & 3 nearing completion)
    • Plans signed off for a $6.5 million pavilion at Racecourse Reserve (construction to commence in 2024)
    • Detailed design finalised for new $8 million Ballan Library & Community Hub (construction to commence in 2024)
    • Additional $600,000 allocated after storm/rain damage in 2022 (noted as part of an approximate $10m investment by Council in 2022/23 roads)
  • Resolution outcome: “That the Mayor’s Report for the Mayoral term of November 2022 to November 2023 be received.” (CARRIED)
• Impact: Formally records the outgoing Mayor’s achievements, priorities, and community-focused outcomes, providing accountability and continuity into the next mayoral term.
• Next steps: The received report supports the transition to the 2023/2024 mayoral arrangements and subsequent procedural elections/appointments at the same meeting.

Set Mayor’s term of office to one year for the 2023/2024 year

• Context: Before electing the Mayor, Council was required to determine whether the Mayor’s term would be for one year or two years under the Local Government Act 2020 and Council’s Governance Rules.
• Details:
  • Purpose: Determined under section 26(3) of the Local Government Act 2020 and clause 4.1.2 of Council’s Governance Rules.
  • Executive summary rationale: “As 2024 is an Election year, the term is for one year only.”
  • Resolution:
    • Moved: Cr Ally Munari
    • Seconded: Cr Tonia Dudzik
    • That Council resolve the term of office for the Mayor elected be for a period of one year.
  • Resolution outcome: (CARRIED)
• Impact: Ensures the Mayor’s term aligns with the election cycle, maintaining governance consistency and allowing leadership to be re-elected in the 2024 election year.
• Next steps: Council proceeded to the election of the Mayor for the 2023/2024 Council year.

Elect Cr Ally Munari as Mayor for 2023/2024

• Context: After determining the Mayor’s term length, Council held the election for the Mayor for the 2023/2024 Council year at the meeting on 8 November 2023.
• Details:
  • Nominations called by the Chief Executive Officer (in accordance with Part 4.4 of Council’s Governance Rules).
  • Nominations received:
    • Cr Rod Ward nominated Cr Ally Munari
    • Cr David Edwards nominated Cr Paul Tatchell
    • Cr Paul Tatchell nominated Cr Moira Berry
    • Cr Tonia Dudzik nominated herself
  • Voting: Vote by Councillors; absolute majority required.
  • Result: Cr Ally Munari was declared duly elected Mayor for the 2023/2024 Council year.
  • Timing/transition: Following the declaration, the newly elected Mayor assumed the Chair and made an acceptance speech.
• Impact: Establishes Cr Ally Munari as the community’s civic leader for the 2023/2024 year, setting the leadership direction for Council’s term.
• Next steps: The meeting continued with the determination regarding a Deputy Mayor and other statutory appointment matters.

Resolve not to elect a Deputy Mayor for 2023/2024

• Context: Council considered whether to establish the office of Deputy Mayor under the Local Government Act 2020 and, if established, whether it would be for a one- or two-year term.
• Details:
  • Background basis:
    • Section 20A allows Council to establish an office of Deputy Mayor.
    • If established, Council must determine the term (one year only because 2024 is an election year).
  • Resolution:
    • Moved: Cr Paul Tatchell
    • Seconded: Cr Tom Sullivan
    • That Council resolve not to elect a Deputy Mayor for the 2023/2024 Council year.
  • Resolution outcome: (CARRIED)
• Impact: Removes the Deputy Mayor role for 2023/2024, meaning the Mayor’s functions would not be delegated through a Deputy Mayor appointment during that period.
• Next steps: Council moved to other procedural matters (including allowances and the 2024 meeting framework).

Adopt Victorian Category 2 allowances for Mayor and Councillors (effective 1 July 2023)

• Context: Council needed to formally adopt the prevailing allowances determined by the Victorian Independent Remuneration Tribunal for a designated Category 2 Council.
• Details:
  • Tribunal reference: Allowances payable to Mayors, Deputy Mayors and Councillors (Victoria) Determination No 01/2022, dated 7 March 2022.
  • Effective date: 1 July 2023.
  • Category: Designated Category 2 Council.
  • Allowance amounts (inclusive of 11% superannuation):
    • Mayor: $102,650
    • Deputy Mayor (if elected): $51,325
    • Councillor: $31,980
  • Resolution:
    • Moved: Cr Rod Ward
    • Seconded: Cr Paul Tatchell
    • That Council:
      1) Adopts the Allowances released by the Victorian Independent Remuneration Tribunal for a designated Category 2 Council.
      2) Notes payment of annual allowances is not to exceed more than one month in advance.
  • Resolution outcome: (CARRIED)
• Impact: Provides transparent, legislated remuneration arrangements for elected representatives, supporting predictable budgeting and compliance with Victorian remuneration requirements.
• Next steps: Allowances apply from 1 July 2023, and Council’s administration proceeds with payment arrangements in line with the “no more than one month in advance” requirement.

Adopt 2024 Council meeting framework and schedule, authorising CEO amendments

• Context: Council considered and adopted its meeting framework and schedule for 2024 to provide certainty to residents and to account for the caretaker and induction period expected around late October elections.
• Details:
  • Purpose: Adopt the 2024 meeting schedule under the Local Government Act 2020 and Council’s Governance Rules; provide public notice; and allow schedule adjustments if required.
  • Resolution:
    • Moved: Cr Tom Sullivan
    • Seconded: Cr Paul Tatchell
    • That Council:
      1) Adopt the following meeting framework/schedule:
    • Ordinary Council Meetings: first Wednesday of each month at 6.00pm in Council Chambers, Ballan, commencing February 2024:
    • 7 February, 6 March, 3 April, 1 May, 5 June, 3 July, 7 August, 4 September, 18 September, 4 December, 18 December 2024, and 22 January 2025 (tbc)
    • Development Assessment Committee (Delegated Committee): third Wednesday of each month at 6.00pm in Council Chambers, Ballan:
    • 21 February, 20 March, 17 April, 15 May, 19 June, 17 July, 21 August, 11 September, 11 December 2024
    • Moorabool Growth Management Committee (Delegated Committee): first Wednesday of every third month at 3.30pm in Council Chambers, Ballan:
    • 6 March, 5 June, 4 September, 4 December 2024
    • Statutory Meeting of Council: 18 November 2024 in Council Chambers, Ballan
      2) Provides public notice (time, date, venue) as required by Governance Rules.
      3) Authorises the CEO to amend the 2024 Meeting Schedule as required and provide notice of changes to the public per Governance Rules.
  • Resolution outcome: (CARRIED)
• Impact: Improves transparency and planning for residents, councillors, and stakeholders by locking in a predictable meeting calendar while allowing necessary adjustments during the election caretaker period.
• Next steps:
  • Public notice is issued for the adopted 2024 schedule.
  • CEO may amend the schedule if required and must provide public notice of any changes.

Community Impact

• Residents (all wards): 2024 Council meeting cycle set with Ordinary Council Meetings on the first Wednesday (6:00pm) and Development Assessment Committee on the third Wednesday (6:00pm), with public meetings held in Council Chambers, Ballan
• Residents (all wards): No Ordinary Council Meetings in October and November 2024; the October meeting is moved to the third Wednesday in September 2024 (two Ordinary meetings in September)
• Planning applicants/residents near development sites: Development Assessment Committee will not meet in October or November 2024, potentially delaying consideration of planning matters during those months
• Residents (growth areas): Moorabool Growth Management Committee meetings scheduled from March 2024 on the first Wednesday of every third month (3:30pm), which will shape urban/rural growth planning decisions across settlements and infrastructure
• Community sports & recreation users: Ongoing delivery of major facilities referenced by Council (e.g., Bacchus Marsh Indoor Stadium Stage 1, Ballan Sports & Community Pavilion, Darley Sports & Community Pavilion, Racecourse Reserve pavilion/ovals works) will continue to expand local sport and recreation capacity
• Library/community hub users (Ballan): Construction is planned to commence in 2024 for the $8 million Ballan Library & Community Hub (including a new town plaza), affecting access during works and improving community services once completed

Other Notable Items

• Outgoing Mayor Cr Rod Ward thanked councillors, officers, and community for his 12-month term.
• Council highlighted major capital works: stadium, pavilions, trails, depot, early years hub, and racecourse progress.
• Noted priorities/advocacy: Western Transmission Lines support, Eastern Link Road funding, and Moorabool Aquatic Facility.
• Outgoing Deputy Mayor received councillor appreciation and a Council gift to Cr Rod Ward.
• 2024 meeting schedule discussion included caretaker/election impacts: no October/November meetings.

Tech & Innovation Notes

• Meeting livestreaming (Council meeting recording/streaming platform)

Key Decisions & Outcomes

• Adopt Audit and Risk Advisory Committee Independent Chair full-year report 2022/23.
• Approve surrender and 20-year peppercorn lease for Bacchus Marsh Montessori Kindergarten.
• Adopt updated Governance Rules following community consultation.
• Adopt updated Councillor Expenses Policy to meet statutory compliance requirements.
• Adopt CCTV Policy framework for community safety and asset security.
• Approve August 2023 Community Grants allocations totalling $118,751.

Detailed Descriptions

Adopt Audit and Risk Advisory Committee Independent Chair full-year report 2022/23

• Context: The Local Government Act 2020 requires the Audit and Risk Advisory Committee Chair to report to Council on committee activities. Council is presented with the full-year 2022/23 report prepared by the Independent Chair.
• Details:
  • Report prepared by Ms Linda MacRae (Independent Chair).
  • Committee reviewed the full-year report at its meeting on 13 September 2023 and confirmed it is an accurate reflection of committee activities.
  • Council meeting date for tabling/note: Wednesday, 1 November 2023.
  • Governance basis: s.54(5) Local Government Act 2020 and the Audit and Risk Committee Charter (adopted 26 August 2020).
  • Resolution: Council notes the report (Attachment 1).
• Impact: Strengthens governance and compliance by ensuring Council formally receives the committee’s findings and recommendations for the 2022/23 period.
• Next steps: The noted report remains on Council record; ongoing adherence to the Act and Charter continues through future committee reporting cycles.

Approve surrender and 20-year peppercorn lease for Bacchus Marsh Montessori Kindergarten (176 Gisborne Road, Darley)

• Context: Council is the appointed Committee of Management for Crown land at 176 Gisborne Road, Darley, currently leased to Uniting Victoria Tasmania Limited for the Bacchus Marsh Montessori Kindergarten. The Victorian School Building Authority (VSBA) has commenced modular building works and requires a matching longer ground lease term.
• Details:
  • Current lease: 5-year lease (entered earlier in 2023 under CEO delegation pursuant to s17D Crown Land (Reserves) Act 1978), no option for renewal.
  • Council approval sought to:
    • Surrender the current 5-year lease via a Deed of Surrender with Uniting Victoria Tasmania Limited.
    • Enter a new lease for the land at 176 Gisborne Road, Darley under s17D for:
      • Term: 20 years
      • Rent: $1 per annum (on demand)
      • Periodic reviews: after 10 years and 15 years
  • Resolution date: 1 November 2023.
  • Motion moved by Cr Moira Berry, seconded by Cr Tonia Dudzik; carried.
• Impact: Provides long-term land tenure aligned to VSBA’s 20-year building lease intentions, supporting continuity of kindergarten services and reducing risk of building removal at the end of the shorter ground lease.
• Next steps: CEO to execute:
  • the Deed of Surrender (terminating the current 5-year lease), and
  • the new 20-year peppercorn lease with Uniting under delegated authority.

Adopt updated Governance Rules following community consultation

• Context: Moorabool Shire Council reviewed its Governance Rules (last adopted in 2020) to improve readability, accessibility, and alignment with current meeting practices, including hybrid participation. The updated draft was released for community consultation.
• Details:
  • Draft Governance Rules published for community consultation: 7 September 2023 to 5 October 2023 (4 weeks).
  • Consultation channels:
    • Have Your Say website
    • Notice in Moorabool News
  • Community submissions received: none during the consultation period.
  • Key improvements included:
    • Rule numbering/formatting and automated cross-referencing
    • Consistent public participation timeframes
    • Additional petition rules (including head petitioner/representative contact)
    • Clarification for Mayor election procedures
    • Updated public question time procedure (Chair discretion if submitter not present)
    • Hybrid meeting participation wording (notification encouraged, not mandatory; if used, received no later than 1 hour prior)
  • Resolution: Council adopts the Governance Rules.
  • Resolution date: 1 November 2023.
  • Motion moved by Cr Tonia Dudzik, seconded by Cr Tom Sullivan; carried.
• Impact: Improves transparency, accessibility, and procedural consistency for Council decision-making and community participation.
• Next steps: Updated Governance Rules take effect following adoption; governance processes will be implemented in line with the revised rules at future Council meetings.

Adopt updated Councillor Expenses Policy to meet statutory compliance requirements

• Context: An internal audit (final report issued April 2023) identified statutory compliance gaps and control weaknesses in how Councillor expenses were captured and disclosed under ss 40–42 Local Government Act 2020.
• Details:
  • Audit findings (overall risk: medium):
    1. Inaccurate disclosure of Council expenses for 2021/22, including items like the Mayor’s fleet vehicle use, training/conference and memberships.
    2. No formalised approval process for expenses greater than $500.
    3. Policy did not include s 42(a) disability support considerations for the Mayor/Deputy Mayor/Councillors.
  • Policy updates adopted by Council (1 November 2023) included:
    • Reporting approach aligned to s40–s42 in the annual Performance Statement and Annual Report (including carer/dependent expenses, travel, professional development, memberships, etc.).
    • Methodology for calculating Council vehicle/fleet usage for annual reporting (kilometres + manufacturer fuel rate; includes vehicle value, total use, council/personal use percentage, and on-costs).
    • Formal approval controls through Section 6 (Approval of Expenses), with CEO review for reasonableness and threshold-based approvals.
    • Inclusion of s42(a) disability support considerations.
    • Removal of a sentence requiring the Mayor to determine appropriateness of attendance for cultural/arts/charitable events (costs treated as reimbursable/reportable Councillor expense).
  • Resolution date: 1 November 2023.
  • Motion moved by Cr Tom Sullivan, seconded by Cr Paul Tatchell; carried.
• Impact: Reduces compliance risk, improves accuracy of expense disclosure, and strengthens governance controls around approvals and disability-related support considerations.
• Next steps: Updated policy is implemented for future expense capture, approvals, and annual reporting cycles.

Adopt CCTV Policy framework for community safety and asset security

• Context: Council did not previously have an adopted CCTV policy for public or Council-controlled spaces. A draft policy was progressed to community consultation to establish a governance framework for CCTV use.
• Details:
  • Draft CCTV Policy approved to consult at the 2 August 2023 Ordinary Council Meeting.
  • Community consultation period: 10 August 2023 to 7 September 2023 via Have Your Say.
  • Submissions received: 6 total
    • 5 from within the Shire
    • 1 with unknown location
  • Feedback themes:
    • Broad support for CCTV for safety/security (e.g., violence, robberies, graffiti, vandalism)
    • Privacy concerns and questions about facial recognition/legality
    • Requests for CCTV at specific locations (parks and strategic entry points)
  • Policy adoption:
    • Resolution date: 1 November 2023
    • Motion moved by Cr Tonia Dudzik, seconded by Cr Ally Munari; carried.
  • Adoption creates a framework; procedures for specific use-cases are to be developed post-adoption.
• Impact: Enables Council to implement CCTV with appropriate governance oversight, privacy protections, and legislative compliance—supporting community safety and protection of Council assets.
• Next steps: Develop purpose-specific CCTV procedures after adoption, incorporating community feedback where appropriate (e.g., location criteria, data handling, access controls, and related operational requirements).

Approve August 2023 Community Grants allocations totalling $118,751

• Context: Council considered recommendations for the August 2023 round of its Community Grants Program following assessment of eligible applications. A motion also addressed a specific recommendation change (deleting one grant item).
• Details:
  • Grant round opened 1 August 2023 and closed 31 August 2023.
  • Applications received: 22
  • Eligible applications: 20
  • Total requested: $146,159
  • Total available for allocation: $190,400
  • Assessment panel: nine Council officers (diverse departments).
  • Motion on 1 November 2023:
    1. Notes Greendale Pub Social and Sporting Club Inc advised they do not wish to proceed with their Community Caravan project application.
    2. Deletes the Community Events Grant for United Nations Youth Victoria of $3,000.
    3. Approves community grants allocation totalling $118,751 (as outlined in Attachment 1).
  • Voting outcome:
    • In favour: Crs Tom Sullivan, Tonia Dudzik, Moira Berry, Paul Tatchell, Rod Ward
    • Against: Cr Ally Munari
    • Carried 5/1
• Impact: Provides funding support for eligible community projects while removing an application that will not proceed and excluding the specified event grant item.
• Next steps: Council officers will:
  • progress grant agreements and conditions for successful applicants,
  • notify successful and unsuccessful applicants (including feedback where applicable),
  • manage monitoring and acquittal requirements for funded projects.

Community Impact

• Darley residents (176 Gisborne Road): 20-year peppercorn lease approved for Bacchus Marsh Montessori Kindergarten, supporting continued kindergarten operations through the VSBA modular building project
• Moorabool residents/visitors at Hunts Bridge (Crown land): Council will investigate alleged raw effluent entering the Moorabool River and work with EPA and water authorities to address potential Environment Protection Act breaches and health/safety risks
• All residents: Updated Governance Rules adopted after community consultation, including clearer public question time processes and improved petition requirements (e.g., head petitioner contact details)
• Council staff and residents affected by CCTV: CCTV Policy adopted, enabling Council to implement CCTV in line with privacy/data rules (including potential future placement at parks/strategic locations) with procedures to follow
• Community groups across the Shire: August 2023 Community Grants allocations approved ($141,751 to 17 organisations), funding local arts, strengthening, events, development and sustainability projects
• Bacchus Marsh residents and heritage stakeholders: Bacchus Marsh Avenue of Honour Management Strategy and Preservation Plan adopted, guiding staged tree replacement/maintenance to preserve the heritage-listed memorial over coming years

Other Notable Items

• Public question raised: alleged raw effluent entering Moorabool River at Hunts Bridge, seeking Council/EPA action.
• Community signage discussion: request for township “presence” signage and consultation details for gateway strategy.
• CCTV policy consultation feedback: privacy concerns and requests for CCTV/ANPR at specific locations.
• Health and Wellbeing Plan update: 78/80 actions completed; two year-two actions carried to year three.
• Community grants: Greendale Pub Social and Sporting Club withdrew; UN Youth Victoria Community Events grant deleted.

Tech & Innovation Notes

• Council meeting livestreaming and hybrid participation using a virtual meeting platform (Zoom mentioned for public and Councillor participation).
• Community consultation via Moorabool’s “Have Your Say” digital platform (used for CCTV policy consultation and submissions).
• CCTV policy adoption enabling use of CCTV systems for community safety/asset security/monitoring illegal dumping; includes privacy/data protection considerations and discussion of potential ANPR (not facial recognition).
• Governance Rules update to support hybrid working and electronic participation, including automated cross-referencing/numbering improvements for documents.
• Use of online channels for community engagement/promotions (Council website and boosted social media posts; online promotions for Avenue of Honour plans).

Key Decisions & Outcomes

• Receive the 2022/23 Moorabool Shire Council Annual Report subject to VAGO inclusion.
• Hold the Annual Report for public inspection and website publication by required timelines.
• Schedule public notice of Annual Report availability via Moorabool News.
• Move MARC Indoor Stadium Award of Management Contract discussion to closed session.
• Authorise closed-session consideration under Local Government Act 2020 confidentiality provisions.

Detailed Descriptions

Receive the 2022/23 Moorabool Shire Council Annual Report subject to VAGO inclusion

• Context: Under the Local Government Act 2020, Moorabool Shire Council must prepare an Annual Report and have it considered by Council at a public meeting. The report was presented at the Special Council Meeting on 25 October 2023, noting the Victorian Auditor-General’s Office (VAGO) report was not yet available at the time of agenda publication.
• Details:
  • Meeting: Special Council Meeting, Wednesday 25 October 2023.
  • Item: 7.1 “2022/23 Moorabool Shire Council Annual Report”.
  • Author: Genevieve Clark, Senior Communications, Media & Advocacy Officer.
  • Authoriser: Caroline Buisson, General Manager Customer Care and Advocacy.
  • Resolution (moved by Cr Tonia Dudzik, seconded by Cr Paul Tatchell):
    • Council receives the 2022/23 Annual Report “in accordance with section 98 of the Local Government Act 2020” subject to inclusion of the VAGO Report.
  • Attachment: “Annual Report 2022/23 (under separate cover)”.
  • Key timing note from the report: the Annual Report distributed with the agenda did not include the VAGO Report because it was not received by the time of publishing the agenda, but it would be included prior to public inspection.
  • Financial implications: stated as “There are no financial implications in relation to this report.”
  • Risk/OH&S: stated as “There are no risk or occupational health and safety issues to consider in relation to this report.”
• Impact: Allows Council to formally receive the Annual Report within legislative requirements while ensuring the community receives a complete and accurate document once the VAGO report is incorporated.
• Next steps:
  • After Council receives the report, it is to be made available for public inspection/website publication, with the VAGO report included prior to that public release.

Hold the Annual Report for public inspection and website publication by required timelines

• Context: The Local Government Act 2020 requires the Annual Report to be made available for public receipt at a Council meeting open to the public, and then published/available for inspection by the required deadline. The report also specifies public availability once Council has received it.
• Details:
  • Legislative basis referenced: Section 98 of the Local Government Act 2020.
  • Deadline referenced in the report: Council must submit/ensure the report is received at a meeting of Council open to the public before 31 October.
  • Public availability method and timing:
    • Public notice will be given via Moorabool News on 31 October 2023 that the Annual Report has been completed.
    • The Annual Report will be available for inspection on the Council website (subject to Council receiving it).
    • Hard copies: available at Council offices for inspection and can be supplied upon request.
    • Download: public can download a copy from the Council website.
  • VAGO inclusion condition: the Annual Report will be updated to include the VAGO report prior to being made available for public inspection.
• Impact: Ensures transparency and compliance, enabling residents to access Council’s performance and reporting for the 2022/23 financial year, including independent audit commentary once received.
• Next steps:
  • Incorporate the VAGO report once received.
  • Publish the Annual Report on the website and make hard copies available for inspection in line with the 31 October 2023 notice.

Schedule public notice of Annual Report availability via Moorabool News

• Context: The Annual Report’s public availability requires a public notice so the community knows when and where the report can be inspected and accessed online. The report specifies the exact publication date for the notice.
• Details:
  • Public notice channel: Moorabool News.
  • Notice date: 31 October 2023.
  • Content purpose (as stated in the report): notify the community that the Annual Report has been completed and will be available for inspection on the Council website (subject to Council receiving it).
  • Timing linkage: Notice is scheduled after the Council meeting where the report is received (25 October 2023) and aligned with the requirement to have the report received before 31 October.
• Impact: Improves community awareness and access, reducing the risk that residents miss the opportunity to view the Annual Report.
• Next steps:
  • Prepare and publish the Moorabool News notice on 31 October 2023.
  • Ensure the website/hard copy availability aligns with the notice date and includes the VAGO report.

Move MARC Indoor Stadium Award of Management Contract discussion to closed session

• Context: Council needed to discuss a matter relating to the MARC Indoor Stadium Award of Management Contract. Certain commercial and negotiation information is considered confidential, requiring discussion in closed session to protect Council’s position and sensitive business information.
• Details:
  • Meeting: Special Council Meeting, Wednesday 25 October 2023.
  • Closed session item: 8.1 MARC Indoor Stadium Award of Management Contract.
  • Resolution (moved by Cr Tom Sullivan, seconded by Cr Moira Berry):
    • That Council considers the confidential report(s) listed in a meeting closed to the public in accordance with Section 66(2)(a) of the Local Government Act 2020.
  • Confidentiality grounds cited in the minutes:
    • Considered confidential under Section 3(1) – (a), (g)(i) and (g)(ii) of the Local Government Act.
    • Rationale included:
      • Discussion in open meeting would be contrary to the public interest because it deals with Council business information that would prejudice Council’s position in commercial negotiations if prematurely released.
      • Private commercial information provided by a business relating to trade secrets and private commercial information that, if released, would unreasonably expose the business to disadvantage.
• Impact: Protects sensitive commercial information and negotiation strategy, helping ensure Council can conduct contract discussions fairly and effectively without harming its bargaining position or disadvantaging the business involved.
• Next steps:
  • Closed-session deliberation occurs for item 8.1.
  • The meeting then proceeds to closure (as per the agenda), with outcomes recorded in accordance with confidentiality requirements.

Authorise closed-session consideration under Local Government Act 2020 confidentiality provisions

• Context: The Council formally needed to authorise a closed meeting to lawfully discuss confidential matters. This requires a resolution under the Local Government Act 2020 specifying the relevant legal basis and confidentiality rationale.
• Details:
  • Meeting section: 8. Closed Session of the Meeting to the Public.
  • Legal authority used:
    • Section 66(2)(a) of the Local Government Act 2020 (closed to the public).
  • Confidentiality provisions referenced for the specific matter:
    • Section 3(1) – a, g(i) and g(ii) of the Local Government Act.
  • Resolution wording (as recorded):
    • Council considers the confidential report(s) listed in a meeting closed to the public in accordance with Section 66(2)(a).
    • Council is satisfied that open discussion would be contrary to the public interest due to:
      • Prejudice to Council’s position in commercial negotiations if prematurely released.
      • Private commercial information/trade secrets and information that would unreasonably expose the business to disadvantage if released.
  • Outcome: Resolution carried (CARRIED).
• Impact: Provides lawful governance and procedural integrity for confidential contract-related discussions, ensuring decisions are made while maintaining required confidentiality.
• Next steps:
  • Conduct the closed-session consideration of item 8.1.
  • Continue meeting proceedings and then close the meeting (the minutes record closure at 6.12pm).

Community Impact

• Residents (Moorabool Shire): 2022/23 Annual Report received by Council and made available for public inspection/download after Council’s decision (with VAGO report to be included when received)
• Residents (information transparency): Public notice via Moorabool News that the Annual Report is completed and available on the website for inspection/requests
• Residents (stadium users/community): MARC Indoor Stadium management contract discussed in closed session, potentially affecting future stadium operations and service arrangements
• Residents (meeting accessibility): Livestream connection was non-operational during the meeting, limiting remote access to Council proceedings
• Residents (governance/oversight): Annual reporting process required under the Local Government Act 2020, supporting ongoing performance measurement and service improvement reporting
• Residents (commercial/venue impacts): Closed discussion of confidential commercial terms for stadium management may influence timing and details of any changes to contracts or venue management once finalised

Other Notable Items

• Livestream connection was non-operational during the meeting.
• Annual Report 2022/23 received, pending inclusion of the VAGO report.
• VAGO report not received by agenda publishing; planned inclusion before public inspection.
• Public notice planned via Moorabool News (31 October 2023) for Annual Report availability online.
• Closed-session discussion: MARC Indoor Stadium Award of Management Contract.

Tech & Innovation Notes

• Livestream connection mentioned as non-operational (online meeting delivery/streaming service).
• Annual Report made available for public download/inspection via the Council website (online publication/digital access).

Key Decisions & Outcomes

• Adopt “in principle” 2022/23 Performance Statement for Auditor-General certification submission.
• Adopt 2022/23 Governance & Management Checklist for Annual Report and Know Your Council publication.
• Adopt Statutory Compliance Framework, Statutory Compliance Policy, and Policy Framework.
• Adopt “in principle” 2022/23 Financial Statements for Auditor-General certification submission.
• Endorse Outdoor Pools Temperature Policy for updated operating hours.
• Adopt Economic Development Strategy 2023–2027 and prioritise Business Investment Attraction Plan.

Detailed Descriptions

Adopt “in principle” 2022/23 Performance Statement for Auditor-General certification submission

• Context: Council must prepare an Annual Report that includes an audited Performance Statement under the Local Government Act 2020. The Performance Statement must be adopted “in principle” and then submitted to the Victorian Auditor-General for certification.
• Details:
  • Meeting: Ordinary Council Meeting, Wednesday 4 October 2023.
  • Item: 11.1 Adoption “In Principle” of the 2022/23 Performance Statement for Submission to the Victorian Auditor-General for Certification.
  • Resolution (carried):
    • Council adopts “in principle” the 2022/23 Performance Statement and submits it (subject to no material change) to the Victorian Auditor-General for certification.
    • Authorises Audit and Risk Committee representatives to certify the final form after any Auditor-recommended changes:
      • Councillor Dudzik
      • Councillor Berry
  • Governance process:
    • Presented to the Audit and Risk Committee on Wednesday 13 September 2023 for review and recommendation.
  • Scope of statement:
    • 28 mandated performance indicators total:
      • 7 sustainable capacity
      • 10 service performance
      • 11 financial performance
  • Reporting requirement reference: Section 99 of the Local Government Act 2020 (as cited in the resolution).
• Impact: Improves accountability and transparency to residents by ensuring Council’s 2022/23 performance reporting is independently certified before inclusion in the Annual Report.
• Next steps:
  • Submit the “in principle” Performance Statement to the Victorian Auditor-General.
  • Audit and Risk Committee councillors certify the final version after any Auditor-required changes.
  • Incorporate the certified Performance Statement into Council’s Annual Report (lodgement timing referenced in the report as prior to 30 September 2023).

Adopt 2022/23 Governance & Management Checklist for Annual Report and Know Your Council publication

• Context: The Local Government Performance Reporting Framework requires councils to include a certified Governance & Management Checklist as part of the Annual Report. The Checklist must also be published on the Local Government Victoria “Know Your Council” website.
• Details:
  • Meeting: Ordinary Council Meeting, Wednesday 4 October 2023.
  • Item: 11.2 2022/23 Governance & Management Checklist.
  • Resolution (carried):
    • Council adopts the 2022/23 Governance and Management Checklist.
    • Approves its inclusion in the 2022/23 Annual Report.
    • Approves submission to Local Government Victoria for publication on “Know Your Council”.
  • Checklist content:
    • Contains 24 items relating to Council plans, policies, strategies, frameworks and reporting.
    • All 24 items are established and in operation (as stated in the report).
  • Governance process:
    • Reviewed by the Chief Executive Officer and presented to the Audit and Risk Committee and Council for adoption prior to Annual Report inclusion.
  • Certification: The Checklist is certified by the Mayor and Chief Executive Officer (as described in the background).
• Impact: Strengthens community confidence by demonstrating Council’s governance and management arrangements meet prescribed requirements, and improves public access to this information via “Know Your Council”.
• Next steps:
  • Mayor and Chief Executive Officer certify the Checklist.
  • Include the Checklist in the 2022/23 Annual Report.
  • Submit to Local Government Victoria for “Know Your Council” publication.

Adopt Statutory Compliance Framework, Statutory Compliance Policy, and Policy Framework

• Context: Council must maintain effective compliance management for statutory, regulatory and legal obligations, and also ensure consistent policy development across the organisation. These frameworks support compliance monitoring (including planned use of a compliance module).
• Details:
  • Meeting: Ordinary Council Meeting, Wednesday 4 October 2023.
  • Item: 11.3 Adoption of Statutory Compliance Framework and Policy and Policy Framework.
  • Resolution (carried):
    • Council adopts:
      • Statutory Compliance Framework
      • Statutory Compliance Policy
      • Policy Framework
  • Compliance tooling:
    • The Framework and Policy underpin use of the Reliansys compliance module for staff monitoring of ongoing compliance.
    • Implementation is scheduled for 2023/24 (not yet fully implemented at the time of the meeting).
  • Audit and Risk Committee review:
    • Draft policies presented to the Audit and Risk Advisory Committee on 9 August 2023.
    • Minor amendments suggested by the Committee were incorporated.
  • Standards and governance basis:
    • Statutory Compliance Framework development considered ISO 37301:2021 Compliance Management Systems.
    • Policy Framework is based on the Local Government Act 2020 (general power) and applies to all Moorabool Shire Council policies (with exclusions noted for external policies not adopted by Council/CEO).
• Impact: Reduces compliance risk and supports consistent, best-practice governance—helping protect service delivery continuity and community trust.
• Next steps:
  • Roll out and operationalise the Reliansys compliance module during 2023/24.
  • Use the Policy Framework to guide future policy development and reviews on a regular four-year cycle (or earlier where circumstances require).

Adopt “in principle” 2022/23 Financial Statements for Auditor-General certification submission

• Context: Under the Local Government Act 2020, Council must prepare audited Financial Statements and an audited Performance Statement as part of the Annual Report process. Council must approve the Financial Statements “in principle” and submit them to the Auditor-General for certification.
• Details:
  • Meeting: Ordinary Council Meeting, Wednesday 4 October 2023.
  • Item: 13.1 Adoption “in principle” of the 2022/23 Financial Statements for submission to the Victorian Auditor-General for certification.
  • Resolution (carried):
    • Council adopts “in principle” and submits the 2022/23 Financial Statements to the Auditor-General for certification.
    • Authorises Audit and Risk Advisory Committee representatives to certify the final form after Auditor changes:
      • Councillor Dudzik
      • Councillor Berry
  • Financial results highlighted in the report (2022/23):
    • Comprehensive Income Statement: total comprehensive gain of $91.793 million
      • Rates and charges: +$2.555 million
      • Grants – Capital: +$7.820 million
      • Contributions – Non-Monetary: +$6.309 million
      • Employee costs charges: -$2.309 million
    • Balance Sheet / net assets: movement reflects $91.793 million operating gain
      • Current Assets: +$6.261 million (cash and term deposits at 30 June 2023)
      • Property, Infrastructure, Plant and Equipment: +$100.262 million
      • Interest-bearing loans and borrowings: +$13.390 million (new borrowings in 2022/23)
    • Cash Flow Statement: increase in cash held of $17.356 million
      • Net cash flows from operating activities: +$11.641 million to $43.511 million
      • Net cash used in investing activities: -$5.810 million to $38.758 million
      • Financing activities: +$18.603 million to $12.603 million (new borrowings)
    • Statement of Capital Works: capital expenditure $26.929 million more than previous year
      • Buildings: +$21.013 million (Ballan Depot and Bacchus Marsh Indoor Recreation Facility)
      • Plant and equipment: -$0.386 million (items deferred to 2023/24)
      • Infrastructure: +$6.828 million (recreational, leisure and community facilities)
• Impact: Ensures Council’s financial accountability is independently reviewed and certified, supporting transparency for residents and stakeholders.
• Next steps:
  • Submit the “in principle” Financial Statements to the Auditor-General.
  • Councillor representatives certify the final audited statements after any Auditor-required changes.
  • Incorporate certified financial statements into the 2022/23 Annual Report.

Endorse Outdoor Pools Temperature Policy for updated operating hours

• Context: Bacchus Marsh Outdoor Pool and Ballan Outdoor Pool operate based on a temperature procedure that determines operating hours. Councillors requested refinement and expanded usage based on benchmarking and common practice.
• Details:
  • Meeting: Ordinary Council Meeting, Wednesday 4 October 2023.
  • Item: 12.1 Outdoor Pools Temperature Policy – Operating Hours.
  • Resolution (carried):
    • Council endorses the Outdoor Pools Temperature Policy attached within the report.
  • Pools covered:
    • Bacchus Marsh Outdoor Pool (BMOP)
    • Ballan Outdoor Pool (BOP)
  • Policy change rationale:
    • Current procedure had too many variables and required refinement (as per Councillor feedback at a briefing on 21 September 2022).
  • Previous operating hours approach (examples shown in Table 1):
    • December / Mon–Fri:
      • Forecast below 23°C: Closed
      • Forecast 23°C–25°C: 3pm–6pm
      • Forecast 26°C or over: 11am–7pm
      • Forecast 35°C+: 11am–8pm
    • January / Mon–Fri:
      • Forecast below 23°C: Closed
      • Forecast 23°C–25°C: 11am–7pm
      • Forecast 26°C or over: 11am–7pm
      • Forecast 35°C+: 11am–8pm
  • New policy operating hours (Table 2):
    • School Term (Early December, February & March):
      • Mon–Fri:
        • Forecast below 23°C: Closed
        • Forecast 23°C or over: 3.30pm–7pm
        • Forecast 35°C+: 3.30pm–8pm
      • Weekends:
        • Forecast below 23°C: Closed
        • Forecast 23°C or over: 11am–7pm
        • Forecast 35°C+: 11am–8pm
    • School Holidays (Late December & January):
      • Daily:
        • Forecast below 23°C: Closed
        • Forecast 23°C or over: 11am–7pm
        • Forecast 35°C+: 11am–8pm
• Impact: Increases predictable access during school term and holidays (where temperatures allow), improving community usage of aquatic facilities and supporting recreation outcomes.
• Next steps:
  • Implement the endorsed policy for the upcoming operations period.
  • Promote/communicate the updated policy to the community via website and social media (ongoing, as stated in the communications strategy).

Adopt Economic Development Strategy 2023–2027 and prioritise Business Investment Attraction Plan

• Context: Council identified economic development as a priority to maximise Moorabool Shire’s economic and tourism potential and grow local jobs. A final Economic Development Strategy was developed following extensive consultation and public exhibition.
• Details:
  • Meeting: Ordinary Council Meeting, Wednesday 4 October 2023.
  • Item: 12.4 Final Economic Development Strategy 2023–2027.
  • Resolution (carried):
    1. Adopts the Economic Development Strategy 2023–2027.
    2. Prioritises development of a Business Investment Attraction Plan and Prospectus as the first action to be implemented from the Strategy.
    3. Includes development of the Business Investment Attraction Plan and Prospectus as part of 2024/25 budget considerations.
  • Consultation and exhibition timeline (as described):
    • Urban Enterprise engaged: October 2021
    • Public exhibition of draft strategy: 6 May – 11 June 2023
    • Strategy refreshed with updated data: November 2022 – February 2023; further briefings March–July 2023
    • Feedback incorporated into final document and presented for adoption at the October 2023 meeting.
  • Funding and budget linkage:
    • Strategy development funded from adopted budgets in 2021/22 and 2022/23.
    • Business Investment Attraction Plan and Prospectus to be considered in 2024/25 budget.
• Impact: Provides a clear direction for attracting and retaining business investment, supporting job growth and stronger local economic outcomes across Moorabool’s townships.
• Next steps:
  • Develop the Business Investment Attraction Plan and Prospectus as the first implementation action.
  • Bring the plan/prospectus into the 2024/25 budget process for resourcing and approval.
  • Leverage the Strategy and available budget to pursue external funding partnerships to support implementation.

Community Impact

• Outdoor pool users (Ballan & Bacchus Marsh): Updated outdoor pool temperature policy changes seasonal operating hours (e.g., school-term late afternoons and longer weekend hours when temperatures are warmer)
• Park users and residents: Existing anti-vandalism measures (access control, security patrols, CCTV/surveillance, fencing and police liaison) continue to be used to deter vandalism at public parks
• Community members seeking homelessness support (Moorabool Shire): CEO to prepare a revised homelessness report with local projections and actions, including collaboration with State/Federal governments and Council mechanisms to reduce homelessness
• BMX riders, spectators, and nearby residents (Bacchus Marsh BMX Club): Potential facility upgrades (asphalt berms, starting-gate shelter, track lighting, bench seating) supported via grant applications and clarified maintenance responsibilities
• Local businesses and job seekers (Moorabool Shire): Economic Development Strategy adopted, with first actions to develop a Business Investment Attraction Plan and Prospectus (to support business investment and local employment)
• Road users and nearby households (O’Leary Way, Maddingley): Council wrote to seek a speed-limit reduction from 60km/h to 50km/h (motion was lost, so no change is expected from this decision)

Other Notable Items

• Residents asked about reducing vandalism at Mill Park and Telford Park; deterrence measures discussed.
• Community asset committee documents reportedly removed; officers directed Elaine Recreation Reserve to updated website locations.
• Revised notice of motion: homelessness report to include collaboration with State/Federal governments.
• Outdoor pools: new temperature-based operating hours policy to improve community access during school terms/holidays.
• Urgent business: Council wrote to Premier about fallen timber risk in Wombat State Forest after 2021 storms.

Tech & Innovation Notes

• Meeting conducted online and livestreamed (“meeting is livestreamed”).
• Use of digital/online platforms for public engagement and information:
  • “Have Your Say” engagement hub (public survey and online consultation).
  • “Know Your Council” website (publication of the Governance & Management Checklist).
  • Council website and “Policy, Plans and Strategies” section (Community Asset Committee Guidelines).
  • Social media and online communications (e.g., social media posts, Facebook/Instagram, direct emails).
• IT/compliance/digital systems for internal governance:
  • Reliansys compliance module (planned implementation in 2023/24) to monitor ongoing statutory compliance.
• Cybersecurity/IT infrastructure references:
  • CCTV/surveillance used as part of vandalism deterrence at parks (mentioned in public question time response).
• Digital transformation / governance & reporting systems:
  • Adoption/submission of performance and financial statements for Auditor-General certification (includes systems/processes for performance reporting and publication).
• Smart city initiatives:
  • No explicit smart city initiatives mentioned.

Key Decisions & Outcomes

• Publish Draft Place Naming Policy for community consultation
• Approve new three-year lease for Belgravia Kids Gym at Darley Civic Hub
• Publish updated Governance Rules for 28-day community consultation
• Receive Capital Improvement Program (CIP) quarterly report to 30 June 2023
• Endorse expedited community consultation for Dales Creek fit-for-purpose facilities
• Receive 2021–2025 Council Plan progress report (Year Two, Q4) and outstanding actions update

Detailed Descriptions

Publish Draft Place Naming Policy for community consultation

• Context: Moorabool Shire Council is a Naming Authority under the Geographic Place Names Act 1998 and the Local Government Act 1989 and 2020, and must resolve place naming decisions in line with the Naming Rules. Council currently does not have an adopted Place Naming Policy, so requests to officially name or rename streets and other geographical places have been halted until a policy framework is adopted.
• Details:
  • Council considered a CEO report (Item 11.1) dated for the Ordinary Council Meeting held Wednesday, 6 September 2023.
  • The Naming Rules were reviewed and revised, with the updated rules published in late 2022 (including changes following a 2021 GNV review and public consultation).
  • Proposed engagement: public exhibition of the Draft Place Naming Policy.
  • Timeline noted in the report:
    • Sept/Oct 2023: public exhibition (online and public forum)
    • Next available Ordinary Meeting of Council (Nov 2023): adoption of the final policy after consultation
  • Resolution actions:
    • Publish the Draft Place Naming Policy for community consultation
    • Receive an officer report on the consultation outcome at a future Ordinary Meeting
    • Ensure the policy supports naming decisions that are not divisive or “too similar” to another name
• Impact: Provides a clear, consistent framework for future naming/renaming decisions across the Shire, improving transparency and ensuring decisions align with statutory Naming Rules and community expectations (including safety, non-discrimination, Aboriginal language recognition where approved, and gender equality considerations).
• Next steps:
  • Publish the draft for community consultation in Sept/Oct 2023
  • Officers compile feedback and prepare a report for Council
  • Present the consultation outcome and final policy for adoption at the next available Ordinary Meeting in Nov 2023

Approve new three-year lease for Belgravia Kids Gym at Darley Civic Hub

• Context: The existing exclusive use lease for the Darley Civic Hub Gym between Council and Belgravia Kids Gymnastics expired on 6 January 2023. The facility has been operating as a gymnastics venue for over a decade, and Belgravia Kids has been on a month-by-month extension since expiry.
• Details:
  • Council considered a CEO report (Item 11.2) at the Ordinary Council Meeting on Wednesday, 6 September 2023.
  • Lease status:
    • Original lease commenced 6 January 2020
    • Term: 36 months
    • Expiry: 6 January 2023
    • Current arrangement: month-by-month extension
  • Tenant investment (as part of transition in 2020):
    • $150,000 spent on new equipment (including a full-size spring floor)
  • Current membership/staffing (reported):
    • 630 members
    • 26 staff (two full time, one part time, and 23 casuals)
  • Proposed new lease terms (approved by resolution):
    • Three-year lease with an option to extend for an additional two years
    • Rent: $2,250.00 plus GST per month (=$27,000 annually) with CPI increases annually
    • Utilities contribution: $290.00 plus GST per month (=$3,480 annually) with CPI increases annually
    • Exclusive use of the Darley Civic Hub Gym
  • Current fees for reference (before new lease):
    • Rent: $2,058 plus GST per month
    • Utilities: $262.18 plus GST per month
  • Market context noted:
    • Independent valuation: $28,500 plus GST (plus outgoings) for the lettable area
    • The proposed rent represents a net shortfall of ~$1,500 plus GST annually
• Impact: Secures ongoing access to a long-running youth and community recreation program in Darley, supporting participation and employment, while providing Council with improved governance through proposed monthly reporting of membership and attendance data.
• Next steps:
  • Execute the new lease agreement following Council approval (for a three-year term commencing from the approved arrangement)
  • Implement the lease’s reporting expectations (monthly membership/attendance data) and Council inspection/oversight arrangements

Publish updated Governance Rules for 28-day community consultation

• Context: Moorabool’s Governance Rules were adopted in 2020 and have not undergone a thorough review since then (only minor administrative corrections in the last 12 months). Under s60(4) of the Local Government Act 2020, substantial changes require community consultation.
• Details:
  • Council considered a Governance report (Item 11.3) at the Ordinary Council Meeting on Wednesday, 6 September 2023.
  • Resolution actions:
    • Receive the draft Governance Rules
    • Publish the draft for community consultation
    • Receive an officer’s report after consultation
    • Conduct consultation for 28 days
  • Consultation timing:
    • The report indicates Sept/Oct 2023 for advertisement/Have Your Say website and a notice in Moorabool News
  • Key changes highlighted in the draft include:
    • Improved readability and structure (simpler rule numbering)
    • Updated document design/layout/branding
    • Automated numbering and cross-referencing to reduce errors
    • Clarified Mayor election procedures
    • Moved the Procedural Motions Table to appendices
    • Updated public question time procedure (Chair flexibility if submitter absent)
    • Updated petition rules to require a head petitioner/representative contact
    • Updated rules for Councillors attending electronically (notification no later than 1 hour prior)
• Impact: Strengthens Council’s decision-making framework by making the Governance Rules clearer, more accessible, and aligned with current practice, while giving residents a formal opportunity to comment before final adoption.
• Next steps:
  • Publish the draft Governance Rules for community consultation for 28 days (target Sept/Oct 2023)
  • Officers compile submissions and prepare a report for Council
  • Council considers the final Governance Rules at a subsequent Ordinary Meeting after the consultation period ends

Receive Capital Improvement Program (CIP) quarterly report to 30 June 2023

• Context: Council requires quarterly reporting on the progress and performance of its Capital Improvement Program (CIP), which represents a significant portion of Council expenditure. This report covers the full-year CIP delivery status to 30 June 2023.
• Details:
  • Council considered Item 13.1 at the Ordinary Council Meeting on Wednesday, 6 September 2023.
  • Scope: Overview of 2022–2023 CIP progress to 30 June 2023.
  • Key program figures (as reported):
    • Original budget (June 2022) increased by $4.45M during the year via state/federal grants
    • CIP expenditure in 2022–2023: $51.15M (up from $23.3M in 2021–2022)
    • Projects reported: 119 projects (including 6 projects added during the year)
    • Completed during the year: 64 projects
    • Expected to be completed by 30 September 2023: 18 projects
    • Not due until after 30 June 2023:
      • 24 projects (multi-year 19; on-hold 5)
    • Deferred/on-hold rate: 4.2%
    • Multi-year projects continuing beyond 2022–2023: 16.0%
  • Financial performance:
    • 2022–2023 CIP expenditure over budget by $584,077 (reported as 1.1% overspend)
    • Amended budget: $70.44M, with $19.81M carrying forward into 2023–2024 CIP
  • On-hold projects (5) were reported as remaining on-hold due to factors such as grant outcomes, master planning, or external dependencies.
• Impact: Improves transparency on capital delivery performance, helps residents understand what is completed vs. delayed, and supports accountability for budget management and grant-funded works.
• Next steps:
  • Continue delivering carry-forward and on-hold projects into 2023–2024
  • Report ongoing progress through Council’s established communication channels (including quarterly reporting to Council and project updates)

Endorse expedited community consultation for Dales Creek fit-for-purpose facilities

• Context: A Notice of Motion (carried at the 4 August 2021 Ordinary Council Meeting) requested investigation into population growth and needs of the Dales Creek community, including fit-for-purpose facilities. Council later identified that Dales Creek has limited local infrastructure and that community consultation is needed to design appropriate facilities.
• Details:
  • Council considered Item 13.2 at the Ordinary Council Meeting on Wednesday, 6 September 2023.
  • Resolution endorsed:
    • Scheduling a community consultation process to inform design of fit-for-purpose facilities within Dales Creek (Open Space OS87 referenced as the key open space parcel at the southeaster corner of Dales Creek)
    • Request that the community consultation process be expedited as quickly as possible
  • Community need context provided:
    • Dales Creek dwellings increased from 123 (2006) to 160 (2021); population from 345 (2006) to 403 (2021)
    • Despite steady population over 15 years, Council acknowledged the community is isolated and currently lacks facilities within the township (nearest facilities about 5km away at Egans Reserve, Greendale)
  • Land/feasibility constraints noted:
    • OS87: heavily vegetated; development would require significant environmental/financial considerations (earthworks, vegetation removal, parking constraints, and safety/disaster access considerations)
    • OS86: not considered appropriate for the objectives (primarily a connection for CFA into Wombat State Forest)
• Impact: Ensures residents of Dales Creek can help shape practical, culturally and environmentally sensitive facilities that improve local wellbeing and social connection—while also moving toward inclusion in the long-term capital program.
• Next steps:
  • Commence and run an expedited community consultation process to inform the design of fit-for-purpose facilities for Dales Creek (OS87)
  • Use consultation outcomes to develop proposals that can be considered for inclusion in future long-term capital program bids

Receive 2021–2025 Council Plan progress report (Year Two, Q4) and outstanding actions update

• Context: Council’s 2021–2025 Council Plan is delivered and monitored through annual and quarterly reporting. At the 6 September 2023 Ordinary Council Meeting, Council received both:
  • a progress report for the 2021–2025 Council Plan (Year Two, Q4), and
  • an outstanding actions progress update for the prior 2017–2021 Council Plan.
• Details:
  • 2017–2021 Outstanding Actions Progress Report (June 2023) — Item 12.2
    • Council received the report at the 6 September 2023 meeting.
    • Status:
      • 10 outstanding actions carried over from the 2017–2021 Council Plan
      • 7 completed (including 1 completed in this quarter)
      • 3 remaining to be reported until completion
    • Remaining actions and completion % (as shown):
      • Develop and implement a policy on allocation, use and trading of water for Council water assets — 90%
      • Incorporate strategic documents into the Planning Scheme — West Moorabool Heritage Study (2017–2021) — 59%
      • Adopt a revised Municipal Early Years Plan (MEYP) and Youth Strategy — 10%
  • 2021–2025 Council Plan Progress Report — Year Two, Quarter Four (as of 30 June 2023) — Item 12.3
    • Council received the report at the 6 September 2023 meeting.
    • Overall Year Two (Q4) status (as reported):
      • 49 Strategic Actions in Year Two
      • 23 actions completed
      • 26 actions not fully completed, including 3 not yet started
    • Completion breakdown by strategic objective (as reported):
      • Healthy, inclusive and connected neighbourhoods: 12 completed, 12 in progress, 1 not started (Total 25)
      • Liveable and thriving environments: 6 completed, 8 in progress, 2 not started (Total 16)
      • A Council that listens and adapts to the needs of our evolving communities: 5 completed, 3 in progress, 0 not started (Total 8)
    • Carry-forward: 18 actions to carry forward into Year Three for completion (noted in the report narrative)
    • Reporting mechanism: progress comments and performance status uploaded to the online Council Performance Dashboard (current to June 2023)
• Impact: Provides the community and Councillors with transparent performance reporting on delivery against Council’s strategic priorities, and confirms which legacy actions remain in progress.
• Next steps:
  • Continue delivering the 26 Year Two actions not fully completed (with 18 carrying forward into Year Three)
  • Continue quarterly reporting on the 3 remaining outstanding actions from the 2017–2021 Council Plan until completion
  • Maintain public transparency via the Council Performance Dashboard and end-of-year reporting through the Annual Report

Community Impact

• Residents (whole shire): Draft Place Naming Policy goes to public consultation (Sept/Oct 2023), which may change how streets, reserves and localities are named/renamed and what criteria are used (e.g., Aboriginal language use, gender equality, non-duplication, objection rules)
• Residents (whole shire): Until the Place Naming Policy is adopted, official naming/renaming requests for streets and other geographic places are effectively paused, affecting new developments and address changes
• Darley residents & families (Darley Civic Hub Gym users): Belgravia Kids’ lease for the Darley Civic Hub Gym is renewed for 3 years (option +2), supporting continued gymnastics programs and requiring monthly membership/attendance reporting to Council
• Darley residents (facility users): Gym rent/utilities contribution increases under the new lease, which may influence operating costs and could affect program pricing or scheduling over time
• Community members (whole shire): Updated Governance Rules are released for 28-day community consultation, potentially changing how public questions are handled at meetings and how petitions/joint letters must be submitted (including head petitioner contact)
• Dales Creek residents: Council will schedule community consultation to design “fit-for-purpose” facilities at Open Space (OS87), but major new infrastructure is not yet committed due to land, environmental and cost constraints—so any improvements will be staged through the long-term capital program

Other Notable Items

• Public question: IBAC Operation Sandon recommendations review for developer interaction governance.
• Draft Place Naming Policy released for community consultation; officer report planned for a future meeting.
• Belgravia Kids lease renewal approved; new monthly reporting on memberships/attendances proposed.
• Governance Rules updated for accessibility and current practice; 28-day public consultation planned.
• Dales Creek needs assessment: likely population peak; community consultation to design fit-for-purpose facilities.

Tech & Innovation Notes

• Meeting livestreaming (online recording/participation)
• Use of Zoom / virtual meeting platform for councillor and public participation
• “Have Your Say” website used for community consultation (Draft Governance Rules)
• Online Council Performance Dashboard for publishing Council Plan progress/performance
• ICT strategy development mentioned as a Council Plan action (“Develop the ICT strategy”)
• Governance Rules updates include automated numbering/cross-referencing (document management/automation)
• Vicmap editing service referenced for fast-tracked naming of parks/reserves/features (geospatial/online mapping service)
• Keyless entry system for public toilets & Ballan Civic Centre (project pending; includes ICT security considerations)

Key Decisions & Outcomes

• Divest Darley Park Recreation Reserve interests and appoint Council as Committee of Management.
• Progress Draft CCTV Policy to four-week community consultation.
• Adopt Visitor Economy Strategy 2023–2027 (Economic Development Strategy not adopted).
• Authorise WorkCover 2023/24 premium payment before 14 August for 5% discount.
• Do not extend Ballan–Meredith Road garbage/recycling services; keep non-collection area.
• Endorse Blackwood Township Improvement Plan outcomes and schedule community update post-civil plans.

Detailed Descriptions

Divest Darley Park Recreation Reserve interests and appoint Council as Committee of Management

• Context: Council’s ability to grant licences/leases over the Darley Park Recreation Reserve is currently constrained because no Governor in Council order exists under s16(2) of the Crown Land (Reserves) Act 1978. This affects timely arrangements for clubs using the new Darley Community and Sports Centre.
• Details:
  • Land: Crown Allotments 2039, 2025 and 2042 of parish Korkuperrimul, known as Darley Park Recreation Reserve.
  • Council action (s16): Council will divest its interest in the Land under s16 of the Crown Land (Reserves) Act 1978.
  • Council action (s14): Council will request DEECA to have the Minister appoint Moorabool Shire Council as Committee of Management under s14.
  • Rationale: Without the s16(2) Governor in Council order, Council cannot grant licences or leases without approval from both the Minister and Governor in Council.
  • Motion outcome (Ordinary Council Meeting, 2 August 2023): Carried 4/2.
    • In favour: Cr Tonia Dudzik, Cr Moira Berry, Cr David Edwards, Cr Rod Ward
    • Against: Cr Tom Sullivan, Cr Ally Munari
  • Timing/need: Licence agreements for tenant clubs (Darley Football Netball Club, Darley Junior Football Netball Club, Darley Cricket Club) are prepared for execution for use of the new centre, but legal mechanisms are preferable before activation.
• Impact: Enables faster and more practical facility access arrangements by giving Council powers to enter into licence/lease arrangements (subject to the Act), improving certainty for community clubs and reducing delays caused by higher-level approvals.
• Next steps:
  • Council to write to the Department of Energy, Environment and Climate Action (DEECA) requesting the Minister appoint Council as Committee of Management under s14.
  • Once appointed, Council can proceed with appropriate licences/leases for the tenant clubs in line with the reserve’s purpose (via the powers available to committees of management under the Act).

Progress Draft CCTV Policy to four-week community consultation

• Context: Moorabool Shire Council does not currently have an adopted CCTV Policy to guide decisions on implementation, maintenance, access to footage, and ceasing use of CCTV systems.
• Details:
  • Council resolution (Ordinary Council Meeting, 2 August 2023): Carried to proceed to community consultation.
  • Action: Progress the Draft CCTV Policy to a four-week community consultation phase.
  • Consultation method: Through Council’s Have your Say Portal (online).
  • Timing: The report indicates August 2023 for community consultation (exact start/end dates not specified in the minutes text).
  • Draft policy scope includes CCTV uses such as:
    • Monitoring illegal/anti-social behaviour in public spaces (e.g., recreation reserves)
    • Security for assets (e.g., Council buildings/community assets)
    • Monitoring illegal dumping
  • Key revisions incorporated before consultation:
    • Maintenance responsibility adjustments
    • Provisions for public access requests to footage
    • Clarification of what systems/assets are included in Council’s asset register
• Impact: Provides formal governance and community input before Council adopts CCTV rules, supporting appropriate and consistent decision-making across the Shire while addressing privacy and accountability expectations.
• Next steps:
  • Conduct the four-week community consultation via the Have your Say Portal during August 2023.
  • Officers to incorporate feedback and return the policy for final adoption at a future Ordinary Meeting.

Adopt Visitor Economy Strategy 2023–2027 (Economic Development Strategy not adopted)

• Context: Council developed both an Economic Development Strategy and a Visitor Economy Strategy following extensive consultation and public exhibition (May–June 2023). At the meeting, Council did not adopt the Economic Development Strategy but did adopt the Visitor Economy Strategy.
• Details:
  • Meeting date: 2 August 2023
  • Motion outcome:
    • Economic Development and Visitor Economy Strategies 2023–2027: motion to adopt was LOST (moved by Cr Tom Sullivan, seconded by Cr Ally Munari).
    • Visitor Economy Strategy only: recommendation to adopt Visitor Economy Strategy 2023–2027 was Carried.
  • Consultation/public exhibition:
    • Draft strategies exhibited 6 May – 11 June 2023
    • Submissions received: 7 total (4 via public consultation, 3 online)
    • Community engagement metrics included views/downloads (e.g., 1,790 views and 332 document downloads on the Have your Say page; 5,454 unique views on social media).
  • Budget note (for implementation planning):
    • Year one action plan to be supported via 2023/24 Economic Development cost centre.
    • Council endorsed an additional budget allocation of $30,000 over the next three years for membership to Tourism Midwest Victoria.
• Impact: Locks in a strategic direction for tourism/visitor economy initiatives for 2023–2027, enabling action planning and potential partnerships/funding—while leaving economic development priorities to be reconsidered separately.
• Next steps:
  • Officers to develop an action plan for the Visitor Economy Strategy (including Small Towns placemaking/activation planning, with Blackwood included as identified in the meeting materials).
  • Continue communications and implementation through the annual budget process and external funding opportunities.

Authorise WorkCover 2023/24 premium payment before 14 August for 5% discount

• Context: WorkCover premium costs increased significantly for 2023/24 due to Victorian Government scheme changes from 1 July 2023. A discount is available if Council pays early.
• Details:
  • Council resolution (Ordinary Council Meeting, 2 August 2023): Carried to authorise early payment.
  • Premium figures:
    • Estimated total account: $730,862.00 plus GST
    • Discount for early payment:
      • 5% discount ($36,543.10) if paid by 14 August 2023
      • 3% discount if paid by 1 October 2023
  • Payment authority: Council authorises payment prior to 14 August 2023 to receive the 5% discount.
• Impact: Reduces Council’s WorkCover costs in the 2023/24 year despite the overall premium increase (the report notes a 42% rise and real increase of $250,280 over the prior year).
• Next steps:
  • People and Culture / Finance to process payment to WorkCover before 14 August 2023.
  • Continue proactive claims management as noted in the report to manage future premium outcomes.

Do not extend Ballan–Meredith Road garbage/recycling services; keep non-collection area

• Context: A petition (received 1 February 2023) requested extending garbage/recycling collection along Ballan–Meredith Road from Ballan to Mount Wallace. Council’s waste collection zones currently do not include this road.
• Details:
  • Petition:
    • Contained 41 signatures but represented 21 households (some households signed multiple times).
  • Expression of interest (EOI) process:
    • Posted to 30 property owners in December 2022
    • Responses received: 24 responses
      • 13 households confirmed they want the service
      • 8 households did not want the service
      • 6 households did not make contact
      • 3 households undecided
  • Council resolution (Ordinary Council Meeting, 2 August 2023): Carried
    1. Do not extend garbage/recycling service along Ballan–Meredith Road (Ballan to Mount Wallace).
    2. Retain the area as a non-collection area.
    3. Households may choose to purchase transfer station vouchers or use a private contractor.
  • Operational consideration noted: introducing collection would require waste vehicles to travel approximately 14km to service the bins for a relatively small confirmed uptake.
• Impact: Residents on Ballan–Meredith Road will not receive kerbside collection from Council; they must use transfer stations (via vouchers) or private contractors, avoiding service costs that may be non-viable given uptake and opt-in/out risk.
• Next steps:
  • Council to advise petitioners in writing of the outcome (as resolved).
  • Maintain the area as a non-collection area under Council’s waste policy approach.

Endorse Blackwood Township Improvement Plan outcomes and schedule community update post-civil plans

• Context: Council developed a Township Improvement Plan for Blackwood following a Notice of Motion carried on 1 July 2020, with community consultation at two milestones (master plan and concept plan). Civil detailed plans now need completion before delivery.
• Details:
  • Council resolution (Ordinary Council Meeting, 2 August 2023): Carried
    1. Note the proposed outcomes of the Blackwood Township Improvement Plan to facilitate completion of civil plans.
    2. Schedule a community update after finalisation of civil detailed plans, in consultation with Council’s Heritage Advisor.
  • Consultation milestones:
    • Master Plan: 18 August 2020 – 15 September 2020
    • Concept Design: 1 December 2021 – 9 January 2022
  • Proposed plan outcomes/elements include (as listed in the report):
    • Safe footpath and pedestrian crossing
    • Pram ramps for accessibility/safety
    • Upgrade retaining walls (Martin Street; intersection of Byres Road and Golden Point Road)
    • Drainage upgrades at Golden Point Road/Martin Street
    • Proposed street parking on both sides of Martin Street
    • Street tree planting (deciduous trees within park)
    • Replace seats, bin stands, drinking fountain
    • Signage audit to replace/upgrade signage
  • Budget/delivery:
    • Funds allocated in 2023/2024 budget
    • Project anticipated to be delivered in 2023/2024 financial year
  • Rationale for update timing: ~18 months passed since last community consultation; therefore a community update is needed once civil plans are finalised.
• Impact: Confirms community-informed design outcomes while ensuring the community is re-engaged before works progress, particularly given heritage considerations and the time elapsed since earlier consultation.
• Next steps:
  • Complete civil detailed plans (including heritage-advisor consultation on materials/heritage-sensitive decisions).
  • Hold a community update after civil detailed plans are finalised (timing not given as a specific date, but scheduled “following finalisation”).
  • Proceed with delivery of landscaping/civil components in 2023/2024.

Community Impact

• Darley community groups (Darley Football Netball Club, Darley Junior Football Netball Club, Darley Cricket Club): Council’s appointment as Committee of Management will enable leases/licences for use of the Darley Park Recreation Reserve for the new Darley Community and Sports Centre, giving clubs greater certainty of access to facilities.
• Darley residents: Improved ability for the new Darley Community and Sports Centre to be activated and operated under formal licence/lease arrangements (rather than interim user arrangements).
• All Moorabool residents: Draft CCTV Policy will go to 4-week community consultation, shaping future rules on where/when CCTV can be installed, maintained, and potentially ceased across council-controlled public spaces and assets.
• Residents of Ballan & Meredith Road area (Ballan–Meredith Road to Mount Wallace): Garbage/recycling collection will not be extended; households remain in a non-collection area and must use transfer station vouchers or private contractors instead.
• Blackwood residents: Township Improvement Plan outcomes will progress to final civil plan completion and a community update, with works expected in 2023/24 including safer footpaths/pedestrian access, pram ramps, drainage upgrades, and new/updated parking and streetscape elements.
• Bacchus Marsh residents (Avenue of Honour precinct): Council will run 28-day community engagement on the draft Avenue of Honour Management Strategy & Preservation Plan, which will guide planned long-term tree replacement/management along Bacchus Marsh Road.

Other Notable Items

• Community raised concerns about “cost shifting from State Government” and requested exact 2022/23 dollar estimate.
• Residents asked for exact start/completion dates for Ballan Library and Community Hub; construction likely early 2024.
• Petition response: Ballan–Meredith Road garbage/recycling extension not supported; area remains non-collection.
• Draft CCTV Policy progressed to four-week community consultation; earlier feedback shaped maintenance and public access.
• Urgent business: LRCIP Round 4 projects endorsed; O’Leary Way pedestrian safety investigation requested.

Tech & Innovation Notes

• Digital services / online platforms

  • Meeting livestreaming (Council Governance Rules).
  • Community consultation via “Have your Say” engagement hub/portal (Draft CCTV Policy consultation).
  • Economic/visitor strategy community engagement included online submissions and online promotion (Have Your Say page; social media).

• IT infrastructure / cybersecurity

  • Draft CCTV Policy (Closed Circuit Television) covering governance for implementation, maintenance, access to footage, and use cases (public spaces, Council assets, illegal dumping monitoring).

• Digital transformation / governance (service delivery via digital channels)

  • Use of online engagement channels for public consultation and feedback collection (Have Your Say page, social media, online workshops).

Key Decisions & Outcomes

• Seek Minister authorisation to prepare and exhibit Planning Scheme Amendment C104moor.
• Adopt Parking Strategy 2023 and Parking Provision and Management Policy.
• Adopt revised Instrument of Delegation for the Development Assessment Committee.
• Adopt Maddingley Park Master Plan; continue Stage 19 updates with Bacchus Marsh Lawn Tennis Club.
• Receive Advisory Committee minutes from Local Business and Health and Wellbeing committees.
• Receive urgent business: increased contract costs; commission budget analysis report at future briefing.

Detailed Descriptions

Seek Minister authorisation to prepare and exhibit Planning Scheme Amendment C104moor

• Context: Council considered a statutory planning scheme amendment to correct anomalies and minor errors in the Moorabool Planning Scheme, identified through the Planning Scheme Review 2020 and ongoing anomaly assessment.
• Details:
  • Meeting: Ordinary Council Meeting, Wednesday 5 July 2023.
  • Report Item: 11.1 Amendment C104 – Anomalies – Authorisation.
  • Officers:
    • Author: Fauster Awepuga, Strategic Planner
    • Authoriser: Henry Bezuidenhout, Executive Manager Community Planning & Development
  • Scope of amendment:
    • Affects five zoning maps, five overlay maps, and 10 ordinances.
    • Key rezoning examples:
      • 1A Berry Street, Ballan: General Residential Zone 1 → Public Park and Recreation Zone
      • Lot 1 PS326264, Taverner Street, Maddingley: Farming Zone → Public Park and Recreation Zone
      • 5 Tudball Court, Bacchus Marsh: Public Park and Recreation Zone → General Residential Zone 2
    • Split zoning anomaly corrections at multiple addresses including:
      • 87 La Cote Road, Greendale (split zones → Rural Living Zone)
      • 13 and 11 Lidgett Street, Bacchus Marsh (split zones → General Residential Zone 2)
      • Lot 1 TP757063 and 220 Bungaree–Wallace Road, Bungaree (split zones → Township Zone)
    • Overlay/technical fixes include DDO map reference corrections and removal of a Public Acquisition Overlay – Schedule 4 from 272 Powells Road, Clarkes Hill.
  • Council resolutions (carried):
    • Apply to the Minister for Planning for authorisation to prepare and exhibit Amendment C104moor (s9(3), Planning and Environment Act 1987).
    • Apply for exemption from full notice requirements (s20(1), Planning and Environment Act 1987) under s19(2).
    • Authorise officers to prepare and submit Amendment C104moor and exhibit upon receipt of authorisation.
    • Authorise the Executive Manager Community Planning & Development to make minor document changes that do not alter the amendment intent.
• Impact: Ensures land zoning and scheme content accurately reflect existing ownership/usage and fixes technical/wording errors, improving fairness, clarity, and effective planning administration for affected properties.
• Next steps:
  • Submit the authorisation and exemption request to the Minister for Planning.
  • Prepare final amendment documents for exhibition once Ministerial authorisation is received (exhibition timing follows Minister approval).

Adopt Parking Strategy 2023 and Parking Provision and Management Policy

• Context: Council adopted the final Parking Strategy and supporting Policy to implement recommendations from the Moorabool Car Parking Study and reflect community feedback.
• Details:
  • Meeting: Ordinary Council Meeting, Wednesday 5 July 2023.
  • Report Item: 11.2 Parking Strategy and Policy – Adoption.
  • Officers:
    • Author: Liam Prescott, Strategic Planner
    • Authoriser: Henry Bezuidenhout, Executive Manager Community Planning & Development
  • Council resolutions (carried):
    • Adopt Parking Strategy 2023 (Attachment 1).
    • Adopt Parking Provision and Management Policy (Attachment 2).
    • Note the Parking Reduction Guidelines.
  • Consultation and engagement (used to inform final documents):
    • Public exhibition: 35 days in Nov–Dec 2022.
    • Engagement channels and results:
      • 5 weeks newspaper advertising
      • 7,064 social media views; 559 clicks
      • 1,250 letters sent to landowners/residents
      • Flyer drops to ~100 businesses
      • 129 online surveys + 1 hard copy survey
      • 14 business conversations
      • 22 attendees at drop-in sessions; 77 contributions received
  • Key themes from consultation:
    • Improve parking management in residential areas
    • Improve pedestrian accessibility and safety
    • Improve enforcement, signage and line marking
    • Increase accessible, long vehicle and employee parking (where appropriate)
  • Policy review timing:
    • Next due for review in the 2024–2025 period.
• Impact: Provides consistent decision-making and a structured approach to on-street parking management across Moorabool, with particular emphasis on Bacchus Marsh and Ballan precincts—supporting safer pedestrian access and more effective enforcement.
• Next steps:
  • Use the adopted Strategy and Policy to guide Council decisions and implementation planning.
  • Continue annual monitoring and reviews of parking use/management.
  • Apply the Policy to resident requests for on-street parking management reviews.
  • Next scheduled policy review: 2024–2025.

Adopt revised Instrument of Delegation for the Development Assessment Committee

• Context: Council updated the Instrument of Delegation to ensure the Development Assessment Committee can determine all appropriate planning applications, and to reflect the current organisational structure.
• Details:
  • Meeting: Ordinary Council Meeting, Wednesday 5 July 2023.
  • Report Item: 11.3 Instrument of Delegation – Development Assessment Committee.
  • Officers:
    • Author: Kaitlyn Zeeck, Manager Statutory Planning & Regulatory Services
    • Authoriser: Henry Bezuidenhout, Executive Manager Community Planning & Development
  • Background:
    • Development Assessment Committee established by Council resolution on 26 August 2020 (Special Council Meeting).
    • A Councillor briefing on 24 May 2023 requested a report on current delegations and recommendations for amendments.
  • Council resolution (carried):
    • Adopt the amended Instrument of Delegation to the Development Assessment Committee (under s188, Planning and Environment Act 1987).
  • Nature of change:
    • Retains the same powers/conditions/limitations as the 26 August 2020 instrument, except amendments needed to delegate determination of all appropriate planning applications and reflect organisational structure.
• Impact: Improves planning decision efficiency and consistency by enabling the Committee to determine the full range of eligible planning applications, reducing administrative delays and improving governance clarity.
• Next steps:
  • Implement the adopted Instrument of Delegation immediately for Committee decision-making.
  • Continue communicating Development Assessment Committee meeting times to the public via Council’s website.

Adopt Maddingley Park Master Plan; continue Stage 19 updates with Bacchus Marsh Lawn Tennis Club

• Context: Council adopted the final Maddingley Park Master Plan following a four-week public exhibition and additional consultation with key user groups, including the Bacchus Marsh Lawn Tennis Club.
• Details:
  • Meeting: Ordinary Council Meeting, Wednesday 5 July 2023.
  • Report Item: 12.1 Maddingley Park Master Plan Adoption.
  • Officers:
    • Author: Chloe Beech, Coordinator Sport and Active Recreation
    • Authoriser: Leigh McCallum, General Manager Community Strengthening
  • Council resolutions (carried):
    • Adopt the Maddingley Park Master Plan.
    • Continue working with Bacchus Marsh Lawn Tennis Club (BMLTC) on further updates to Stage 19.
  • Consultation outcomes:
    • Public exhibition: four weeks (resolved at November 2022 OMC).
    • Submissions via Have Your Say portal: 88.
    • Additional community survey prior to exhibition: 312 submissions.
  • Key tennis club-related changes after further consultation:
    • Court 7 relocation: Court 7 relocated to the eastern side of court 1.
    • Court 7 freed up for an additional netball court.
    • Resurface existing tennis courts 1, 2, 3.
    • Drainage concerns to be solved; new shedding proposed.
  • Budget reference:
    • $200,000 allocated in the 2023/24 budget for master plan implementation priorities.
• Impact: Delivers a clear framework for future park development that reflects community feedback and addresses user-group concerns—supporting both active sport and passive recreation outcomes.
• Next steps:
  • Progress implementation planning and cost plan development for master plan priorities after adoption.
  • Continue Stage 19 updates with BMLTC following the adopted Master Plan.
  • Develop year-by-year actions consistent with master plan timeframes.

Receive Advisory Committee minutes from Local Business and Health and Wellbeing committees

• Context: Council received formal advisory reports from its Advisory Committees, which provide recommendations to Council (without delegated spending authority unless Council separately resolves).
• Details:
  • Meeting: Ordinary Council Meeting, Wednesday 5 July 2023.
  • Report Item: 12.2 Advisory Committees of Council – Reports.
  • Officers:
    • Author: Kaylene Bowker, Executive Assistant
    • Authoriser: Leigh McCallum, General Manager Community Strengthening
  • Council resolution (carried):
    • Receive Local Business Advisory Committee minutes for Tuesday 13 September 2022.
    • Receive Moorabool Health and Wellbeing Advisory Committee minutes for Monday 13 February 2023.
  • Council representatives noted in the report:
    • Local Business Advisory Committee (13 Sep 2022):
      • Cr Paul Tatchell
      • Cr Tonia Dudzik (Sub)
    • Health and Wellbeing Advisory Committee (13 Feb 2023):
      • Cr Tonia Dudzik
      • Cr Moira Berry (Sub)
• Impact: Keeps Council and the community informed of advisory discussions and recommendations, supporting informed decision-making across business and community wellbeing priorities.
• Next steps:
  • Committees’ recommendations remain advisory; Council action (if any) would occur through further Council resolutions as required.

Receive urgent business: increased contract costs; commission budget analysis report at future briefing

• Context: Councillor Tatchell raised urgent business regarding increased contract costs and requested additional budget information for Council consideration.
• Details:
  • Meeting: Ordinary Council Meeting, Wednesday 5 July 2023.
  • Urgent Business Item: 18.1 Increased Contract Costs.
  • Actions and resolution:
    • Cr Tatchell asked whether a “mini budget” could be brought to Council addressing increased contract costs.
    • CEO response: a report would be brought to a future Councillor Briefing providing analysis of:
      • the state of the budget,
      • capital expenditure on major projects,
      • possible overruns,
      • and impacts over a five-year period.
  • Council resolved to accept the urgent business item (carried).
• Impact: Ensures transparency and governance over cost pressures, and prepares Council to assess financial sustainability and project impacts across the medium term.
• Next steps:
  • Commission and prepare the requested budget analysis report for a future Councillor Briefing (timing to be set following the meeting).

Community Impact

• Ballan residents (1A Berry Street): Land rezoned from General Residential Zone 1 to Public Park and Recreation Zone, aligning planning controls with current use/ownership
• Bacchus Marsh residents (5 Tudball Court): Land rezoned from Public Park and Recreation Zone to General Residential Zone 2, changing permitted land uses and development expectations
• Greendale/Bungaree residents: Split-zoning anomalies corrected (e.g., 87 La Cote Road, Bungaree–Wallace Road properties), which may change what developments are allowed on affected parcels
• Clarkes Hill residents (272 Powells Road): Public Acquisition Overlay removed from the property, potentially reducing acquisition-related planning constraints
• Moorabool residents (Bacchus Marsh & Ballan precincts): Adopted Parking Strategy and Policy will guide on-street parking management, enforcement, and signage/line-marking changes affecting daily parking availability and rules
• Maddingley Park users and nearby residents: Adopted Maddingley Park Master Plan will lead to staged upgrades (including court resurfacing, reconfiguration of tennis/netball facilities, drainage and new shedding), impacting access and local amenity during works

Other Notable Items

• Community feedback themes: improved residential parking management and pedestrian safety/accessibility.
• Bacchus Marsh Lawn Tennis Club opposed removing tennis court 7; plan updated to relocate it.
• Parking consultation results: 129 online surveys, 22 drop-in attendees, and 95% feedback from Bacchus Marsh.
• Future agenda: councillor briefing report on budget/capital works impacts from increased contract costs.
• Mayor commended events raising over $45,000 plus $15,000 beanie sales for MND Big Freeze.

Tech & Innovation Notes

• Digital services / online platforms

  • Council meeting livestreamed (online recording/streaming of the Ordinary Council Meeting).
  • Community engagement via “Have Your Say” portal/website (e.g., Maddingley Park Master Plan submissions; parking consultation references).
  • Parking consultation used online surveys and social media engagement (Social Pinpoint; online surveys completed/clicks/views).

• IT infrastructure / cybersecurity

  • No explicit cybersecurity or IT infrastructure items mentioned.

• Smart city initiatives

  • No explicit smart city initiatives mentioned.

• Tech community / startups / innovation

  • No explicit tech community, hackerspaces, startups, or innovation ecosystem items mentioned.

• Digital transformation projects

  • No explicit digital transformation program mentioned beyond online livestreaming and web-based engagement tools.

Key Decisions & Outcomes

• Approve private sale of Lot 1, 8 Bond Street, Maddingley for $17,500.
• Grant WRISC a 12-month lease with 70% discounted rent at Darley Civic Hub.
• Adopt updated Governance Framework and Fraud/Public Interest Disclosure policies.
• Issue planning permit PA2021041 for six light poles, earthworks, and extended lighting hours.
• Advise VCAT Council will not support PA2021272 (shops/offices, signage, access changes, car parking reduction).
• Approve Notice of Decision conditions for PA2021041 including light spill, sediment control, and float alarms.

Detailed Descriptions

Approve private sale of Lot 1, 8 Bond Street, Maddingley for $17,500

• Context: Council considered a proposal to sell a portion of Council-owned land that had been declared surplus and was subject to the Local Government Act 2020 sale process. The land is identified as Lot 1 on Plan TP952312G at 8 Bond Street, Maddingley.
• Details:
  • Resolution (Ordinary Council Meeting, 7 June 2023) approved officers to sell Lot 1, Plan TP952312G (8 Bond Street, Maddingley) by private treaty to DNS Investments.
  • Sale price: fixed sum of $17,500.
  • Basis: sale is “in accordance with s114 of the Local Government Act 2020” and the independent certified valuation (valued at $17,500).
  • Prior Council step (1 March 2023): land declared surplus and public notice given under s114; submissions invited under s223 (no submissions received).
• Impact: Enables the lawful disposal of surplus Council land, supporting efficient asset management while transferring the land to the adjoining owner/beneficiary (DNS Investments) at an assessed market value.
• Next steps: Officers proceed with the private treaty sale process (contract and completion steps) following the 7 June 2023 authorisation.

Grant WRISC a 12-month lease with 70% discounted rent at Darley Civic Hub

• Context: WRISC Family Violence Support Inc. (WRISC) requested a rent reduction to support continued delivery of family violence support services from Council premises at Darley Civic & Community Hub. The existing lease had expired and a new 12-month lease was required.
• Details:
  • Resolution (Ordinary Council Meeting, 7 June 2023) offered WRISC a 12-month lease for their current leased space at Darley Civic & Community Hub.
  • Rental amount (before discount): $25,259.82 plus outgoings (excluding GST) annually.
  • Discount: apply a 70% discount for the length of the 12-month lease.
  • Outgoings: remain an additional charge billed separately (subject to CPI adjustments), consistent with the hub’s leasing approach.
  • Additional requirement: Council to receive a report no later than 3 months prior to lease expiry before offering any further lease.
• Impact: Maintains affordable premises for a not-for-profit service supporting women and children affected by family violence, strengthening access to community support in the Moorabool area.
• Next steps: Execute the new 12-month lease on the approved terms; prepare a renewal assessment report within the 3-month pre-expiry window.

Adopt updated Governance Framework and Fraud/Public Interest Disclosure policies

• Context: Council reviewed and updated governance-related policies to reflect legislative changes and best-practice assurance and integrity requirements. The updates were considered by the Audit & Risk Advisory Committee.
• Details:
  • Resolution (Ordinary Council Meeting, 7 June 2023) adopted the following:
    • Governance Framework
    • Public Interest Disclosure Policy
    • Fraud and Corruption Prevention and Control Policy (adopted subject to minor amendment)
    • Fraud and Corruption Prevention and Control Framework
  • Governance Framework updates included:
    • Shift from older model references to the Three Lines model (Institute of Internal Auditors).
    • Updated legislative linkages and reporting mechanisms (including removal of outdated references such as Knowyourcouncil).
    • Added roles/working relationships/responsibilities for governance integration and monitoring.
  • PID policy updates aligned with corporate structure changes and the Council PID Officer role, and aligned to IBAC guidance.
  • Fraud suite updates incorporated AS8001:2021 changes (including updated definitions, cyber/security considerations, and “pressure-testing” concepts).
  • Audit & Risk Committee review meetings: 8 February 2023 and 10 May 2023.
• Impact: Strengthens Council transparency, accountability, and integrity systems, improving community confidence in how Council manages public interest disclosures and suspected fraud/corruption.
• Next steps: Policies are implemented across Council operations following adoption; ongoing governance/assurance processes continue under the updated framework.

Issue planning permit PA2021041 for six light poles, earthworks, and extended lighting hours

• Context: Council assessed an application to support an existing motor race meeting use at 569 Yankee Flat Road, Buninyong by approving additional infrastructure (six light poles and earthworks) and extending permitted illumination hours. The proposal was considered alongside extensive objector submissions.
• Details:
  • Resolution (Ordinary Council Meeting, 7 June 2023) issued a Notice of Decision to Grant Planning Permit PA2021041.
  • Applicant/land: permit for development at 569 Yankee Flat Road, Buninyong, being Lots 1, 2 and 3 on TP778126X.
  • Proposal: Development of six light poles, earthworks, and extension of operating hours in association with an existing use (motor race meetings).
  • Key endorsed plan/condition requirements included:
    • Amended plans before development starts showing construction details, lux spill controls, and earthworks extent including maximum height to AHD.
    • Light poles may remain on until 11:59pm only in emergencies; limited to maximum of six extensions per calendar year, with written evidence within 7 days.
    • Earthworks must not cause unreasonable dust or adversely affect drainage; no further fill without approvals/testing.
    • Stormwater disposal within site boundaries; Stormwater Point of Discharge permit required prior to works.
    • Sediment discharges restricted to EPA sediment control guidelines.
    • Float alarm systems required for septic tanks and holding tanks (with visible strobe light) to the satisfaction of the inspecting Environmental Health Officer.
  • Permit expiry:
    • If not started within two years of permit date; or
    • Not completed within four years of permit date.
• Impact: Improves safety and operational functionality for the speedway during late-night periods while aiming to manage amenity impacts (especially light spill and environmental protection) through detailed conditions.
• Next steps: Issue the Notice of Decision with the conditions; the applicant must submit amended endorsed plans before works start and comply with all environmental/amenity conditions.

Advise VCAT Council will not support PA2021272 (shops/offices, signage, access changes, car parking reduction)

• Context: Council assessed an application for expanded commercial development at 176 Main Street, Bacchus Marsh and determined it did not meet multiple planning policy and decision guideline requirements. The matter proceeded to VCAT due to the statutory timeframe.
• Details:
  • Resolution (Ordinary Council Meeting, 7 June 2023) advised VCAT that Council would not support PA2021272.
  • Application: PA2021272 — Buildings and works comprising:
    • additional shops and offices
    • alteration of access to a road in Transport Zone 2
    • display of signage (including internally illuminated signage)
    • reduction in car parking by 72 spaces
  • Site: Lot 1 on PS 733215Q, known as 176 Main Street, Bacchus Marsh.
  • Grounds for non-support (as resolved):
    1. Misalignment with the Municipal Planning Strategy (layout/internal functioning).
    2. Inconsistency with relevant clauses of the Planning Policy Framework.
    3. Inconsistent with purpose/decision guidelines of Clause 34.01 (Commercial 1 Zone).
    4. Inconsistent with design objectives of Clause 43.02, Schedule 11 (Design and Development Overlay).
    5. Insufficient information to assess signage under Clause 52.05-11.
    6. Car parking layout/design does not meet Clause 52.06 purpose/decision guidelines.
    7. Bicycle facilities do not satisfy Clause 52.34.
• Impact: Protects planning and amenity outcomes for Bacchus Marsh by opposing a proposal Council considers to have deficiencies in urban design, parking, access, and signage assessment.
• Next steps: Council’s advice is provided to VCAT; VCAT will determine the application considering Council’s stated grounds and the applicant’s case.

Approve Notice of Decision conditions for PA2021041 including light spill, sediment control, and float alarms

• Context: Council’s decision to grant PA2021041 required specific conditions to manage amenity impacts (especially lighting), protect environmental assets during earthworks, and ensure onsite wastewater systems are safely monitored.
• Details:
  • Resolution (Ordinary Council Meeting, 7 June 2023) issued a Notice of Decision to grant PA2021041 subject to the following condition themes:
    • Light spill controls
      • Amended plans must include a lux diagram showing extent of light spill and demonstrating lights are baffled to prevent direct light emanating to neighbours.
      • Evidence required for reducing lux levels to the minimum extent necessary after 11pm (from a qualified lighting specialist).
      • Emergency-only operation past 11pm with limits and reporting.
    • Sediment control
      • Sediment discharges restricted in accordance with relevant guidelines including Construction Techniques for Sediment Control (EPA 1991).
      • Construction activities must comply with sediment pollution control principles (EPA, 1991).
    • Float alarms for wastewater systems
      • Install float alarm system with clearly visible strobe light on the pump well for the two 3,000 litre septic tanks servicing the amenities (Ladies and Men’s), to the satisfaction of the inspecting Environmental Health Officer.
      • Install float alarm system with clearly visible strobe light for the pump-out system on the two 5,000 litre holding tanks on the east side of the track, to the same satisfaction.
  • Additional related environmental/operational conditions included stormwater approvals, asset damage notification/reinstatement, and drainage/easement protections.
• Impact: Reduces the likelihood of adverse community amenity outcomes (light intrusion), protects waterways from construction runoff, and improves wastewater system safety/overflow prevention.
• Next steps: Applicant must comply with all conditions, including submitting amended endorsed plans before works start and installing required alarm systems as part of meeting permit requirements.

Community Impact

• Buninyong residents (569 Yankee Flat Road area): Approval for six new 12m light poles and earthworks, with light-spill controls and limits on extended lighting after 11pm (up to 6 emergency extensions/year)
• Buninyong residents (neighbouring properties): Potential for increased amenity impacts from extended lighting into 11:59pm (even if only for limited/conditional circumstances)
• Buninyong road users and nearby land: Earthworks and sediment-control requirements to manage dust/drainage impacts during construction of the approved works
• Bacchus Marsh Main Street residents and commuters: Council will not support the proposed expansion at 176 Main Street, including a reduction of 72 car spaces and changes to access/signage (reducing the likelihood of traffic/parking disruption from this plan)
• Darley Civic & Community Hub users and community: WRISC Family Violence Support receives a 70% discounted rent for a new 12-month lease, helping maintain access to family-violence support services at the hub
• Council-wide residents: Adoption of updated governance, public interest disclosure, and fraud/corruption prevention frameworks strengthens transparency and oversight in how Council handles complaints and misconduct

Other Notable Items

• Speed reduction signage update sought for Blackwood Road/Simpson Street; installation planned mid-July.
• Buninyong speedway application drew 30 objections; concerns about light spill and extending curfew.
• Council conditionally supported Buninyong speedway permit with lux/light-spill controls and limited emergency extensions.
• Bacchus Marsh Main Street proposal: 27 objections; Council advised VCAT it would not support.
• WRISC Family Violence Support rent reduction: 12-month discounted lease offer with future review report.

Tech & Innovation Notes

• Council meeting livestreaming (online recording/stream of the Ordinary Council Meeting)
• Use of Council’s “Have Your Say” website for public exhibition/consultation (e.g., land sale proposal)
• Online consultation and online submissions for planning matters (e.g., Item 12.1 motor race light poles; online consultation held)
• Governance & risk frameworks updated to include integrated technology and cyber-security risks, including requirements for “digital evidence” capture and pressure-testing controls (Fraud and Corruption Prevention and Control System/Framework)

Key Decisions & Outcomes

• Adopt Council Plan 2021–2025 (2023 update) with noted internal amendments.
• Adopt the 2023/24 Annual Budget, including fees and charges.
• Set 2023/24 differential rates and service charges for waste management.
• Publish the adopted 2023/24 Budget on Council’s website.
• Reject a motion to defer the Budget item for two weeks.
• Consider and note five public budget submissions at the 17 May adoption meeting.

Detailed Descriptions

Adopt Council Plan 2021–2025 (2023 update) with noted internal amendments

• Context: Council undertook its annual planning process to refresh the 2021–2025 Council Plan, ensuring annual actions remain aligned to strategic priorities. A 2023 update was prepared following consultation and a subsequent internal officer review.
• Details:
  • The draft Council Plan 2021–2025 (2023 update) was publicly exhibited from 6 April 2023 to 4 May 2023.
  • No public submissions were received by the close of the submission period (5pm, Thursday 4 May 2023).
  • After the consultation period, Council officers completed a final internal review and identified minor additional updates to reflect recently adopted Council policies and reports.
  • Council adopted the updated plan at the Special Council Meeting on Wednesday, 17 May 2023.
  • Resolution moved by Cr David Edwards, seconded by Cr Tom Sullivan:
    • “That Council adopts the Council Plan 2021–25 (2023 update) included in Attachment 1… that includes all updates noted at the Special Meeting… held on 10 May 2023.”
• Impact: Establishes the strategic direction and annual action framework that guides Council service delivery and resource allocation for the 2023/24 period and beyond.
• Next steps:
  • Following adoption, the Council Plan (2023 update) is to be placed on Council’s website for community access.

Adopt the 2023/24 Annual Budget, including fees and charges

• Context: Under Section 94 of the Local Government Act 2020, Council must formally adopt the Annual Budget by 30 June 2023. The proposed budget was publicly exhibited with submissions considered before adoption.
• Details:
  • Proposed 2023/24 Annual Budget was placed on public exhibition from Thursday 6 April 2023 to Thursday 4 May 2023 (inclusive).
  • The proposed budget was advertised in The Moorabool News on 11 April 2023.
  • Council received 5 written submissions by the cut-off date of 4 May 2023.
  • Submissions were considered at the Special Council Meeting on 10 May 2023.
  • Adoption occurred at the Special Council Meeting on 17 May 2023, with the following resolution (moved by Cr David Edwards, seconded by Cr Tonia Dudzik):
    • Note submissions and Council responses (Attachment/Table 1.1 referenced).
    • Adopt the 2023/24 Budget (Attachment 1) for Section 94 purposes.
    • Adopt fees and charges “as attached.”
  • The adopted budget includes (as described in the report):
    • Proposed rate increase (noted as 3.50%, consistent with Fair Go Rates System cap)
    • Differential rate categories and cents/$CIV
    • Annual waste service charges
    • Capital Improvement Program and capital grant funding totalling $28.020m
• Impact: Locks in Council’s financial plan for 2023/24, including how much revenue Council will raise and what community services and capital works will be funded.
• Next steps:
  • Council is required to make the adopted budget publicly available (see separate decision on website publication).
  • Responses to each budget submitter are to be provided after adoption.

Set 2023/24 differential rates and service charges for waste management

• Context: The Annual Budget adoption required Council to set differential rates (cents per CIV) and statutory service charges for waste management under the Local Government Act 2020.
• Details:
  • Differential rates adopted for the 12-month period from 1 July 2023 to 30 June 2024 (cents/$CIV):
    • Commercial & Industrial Rate: 0.3425
    • Commercial & Industrial Vacant Land: 0.4566
    • Extractive Industry Rate: 0.7124
    • Farm Rate: 0.1781
    • General Rate: 0.2283
    • Vacant Land General: 0.4566
    • Vacant Land FZ and RCZ: 0.2283
    • Vacant Land GRZ: 0.4566
    • Residential Retirement Villages: 0.2055
  • Waste management service charges adopted under Section 162 of the Act (per rateable property, 2023/24):
    • Waste Management: $120.00
    • Domestic Waste Collection: $258.00
    • Kerbside Green waste: $101.00
    • State Landfill Levy Charge: $69.00
• Impact: Determines how rates are distributed across property classes and sets the cost framework for waste services charged to ratepayers in 2023/24.
• Next steps:
  • These rates and service charges are implemented for the 2023/24 rating year (1 July 2023–30 June 2024) following budget adoption.

Publish the adopted 2023/24 Budget on Council’s website

• Context: After statutory adoption, Council must ensure the community can access the final adopted budget documentation.
• Details:
  • At the 17 May 2023 adoption meeting, Council resolved to:
    • “Make the 2023/24 Budget publicly available on its website.”
  • A public notice of adoption was also scheduled in the communications timetable:
    • Public Notice – Adoption of 2023/24 Annual Budget: 22 May 2023
• Impact: Improves transparency and accountability by ensuring residents can review the final budget, including rates, fees, charges, and capital works.
• Next steps:
  • Upload/publish the adopted budget on Council’s website following the 17 May 2023 adoption.
  • Issue the public notice on 22 May 2023.

Reject a motion to defer the Budget item for two weeks

• Context: During the budget adoption deliberations at the Special Council Meeting, a procedural motion was proposed to postpone consideration.
• Details:
  • Motion: “That Council defers the item for two weeks.”
  • Moved by Cr Tom Sullivan, seconded by Cr Paul Tatchell.
  • Result: The motion was LOST.
  • Division recorded:
    • In favour: Crs Tonia Dudzik, Moira Berry, David Edwards, Rod Ward (4)
    • Against: Crs Tom Sullivan, Ally Munari, Paul Tatchell (3)
  • The Mayor declared the motion carried 4/3 (as recorded in the minutes) and the deferral did not proceed.
• Impact: Allowed Council to proceed with formal adoption of the 2023/24 Budget on 17 May 2023, maintaining the statutory timetable and avoiding delay.
• Next steps:
  • Continue to the substantive resolutions to note submissions and adopt the 2023/24 Budget, including rates and fees/charges.

Consider and note five public budget submissions at the 17 May adoption meeting

• Context: Council was required to receive and consider public submissions made during the budget exhibition period before adopting the final budget.
• Details:
  • Public exhibition timeframe for the proposed budget: 6 April 2023 to 4 May 2023.
  • Number of submissions received by the cut-off date (4 May 2023): 5 written submissions.
  • Council considered the submissions at the Special Council Meeting on 10 May 2023, then again noted them at the 17 May 2023 adoption meeting.
  • At the 17 May 2023 meeting, Council resolved to:
    • “Note the verbal and written submissions received and considered at 10 May 2023 Special Meeting of Council as shown in Table 1.1.”
  • The five submissions listed in Table 1.1 were:
    1. K. Sharkey – “Smooth Out Rate Spikes” (farm rate distribution concerns)
    2. Anonymous – “Increased Footpaths” (Davies Street, Darley)
    3. D. Hazell – “Bacchus Marsh EasterFest” (request for $10,000/year support)
    4. I. Coutts – “Projects for Spargo Creek/Korweinguboora” (capital works and Spargo Creek Road condition)
    5. Victorian Farmers Federation (VFF) – “Farm Rates” (farm rate increase concerns and differential rating approach)
• Impact: Ensures community input is formally recorded and considered, supporting legitimacy of the adopted budget and informing how Council responds to concerns.
• Next steps:
  • After adoption, Council must provide responses to each submitter (as stated in the budget report process and resolution).

Community Impact

• Residents (all wards): Adoption of the Council Plan 2021–2025 (2023 update) sets the strategic priorities and service actions Council will deliver in 2023/24
• Ratepayers (all property owners): 2023/24 budget adopted with a 3.50% rate increase and updated cents/$CIV rates by property category (including General, Farm, Commercial & Industrial, and Vacant Land)
• Households (waste service users): Waste management and domestic waste service charges set for 2023/24 (including Waste Management $120, Domestic Waste Collection $258, and kerbside green waste $101)
• Darley residents (Davies Street): Footpath provision for Davies Street, Darley is included in the long-term capital program (via the Bacchus Marsh Integrated Transport Strategy/Local Area Traffic Management Plan), affecting future pedestrian safety and access
• Spargo Creek/Korweinguboora residents: Council will continue reviewing Spargo Creek Road condition annually to inform future works priorities, impacting when/if road upgrades occur
• Farm owners/agricultural sector: Budget settings maintain farm-rate impacts tied to valuation changes under the Fair Go Rates System, affecting farm operating costs and business investment capacity

Other Notable Items

• No public submissions received for the 2023 Council Plan update exhibition period.
• Budget process had five written submissions considered at 10 May 2023.
• Community request: footpaths needed on Davies Street, Darley; included in long-term transport program.
• Spargo Creek/Korweinguboora residents raised concerns about lack of capital works and road safety.
• VFF submission disputed farm rate fairness; suggested dynamic differential rating adjustments.

Tech & Innovation Notes

• Online/digital public consultation & publishing

  • Draft Council Plan 2021–2025 (2023 update) placed on public exhibition and submissions accepted via Council’s “Have Your Say” web page, plus email or post.
  • Draft Council Plan to be placed on Council’s website after adoption.
  • Proposed 2023/24 Annual Budget advertised for submissions (with public notification and community information sessions).

• Digital services / connectivity infrastructure

  • Installation of NBN-related equipment: “A STAND (Satellite Technology and Natural Disasters) NBN and Battery Drip Feed was installed to support the community for future resilience.”

• IT / infrastructure supporting emergency resilience

  • Establishment of a Community Emergency Management Planning Committee (CEMP) (facilitated by Council) tied to resilience planning (in context of the above connectivity installation).

Key Decisions & Outcomes

• Accept minor updates to the Council Plan 2021–2025 (2023 update) for adoption.
• No public submissions received for the Council Plan 2023 update.
• Refer Council Plan 2021–2025 (2023 update) adoption to 17 May 2023 special meeting.
• Receive five submissions to the proposed 2023/24 Annual Budget.
• Consider budget submissions at the 17 May 2023 special meeting for budget adoption.
• Provide responses to each budget submitter after adoption of the 2023/24 Annual Budget.

Detailed Descriptions

Accept minor updates to the Council Plan 2021–2025 (2023 update) for adoption

• Context: Council reviewed the draft Council Plan 2021–2025 (2023 update) at the conclusion of the public exhibition period, noting the changes were intended to be minor and not to alter the plan’s strategic direction.
• Details:
  • The draft Council Plan 2021–2025 (2023 edition) was publicly exhibited from 6 April 2023 to 4 May 2023.
  • The proposed minor updates included a wording change under Priority 2: from “Develop a Development Contributions Policy” to “Develop a Development Contributions Framework” (along with other minor grammar/statistics/formatting/data-source updates identified by officers).
  • Resolution at the Special Council Meeting on Wednesday, 10 May 2023:
    • Moved: Cr Tom Sullivan
    • Seconded: Cr Tonia Dudzik
    • Council resolved to accept the proposed minor updates and proceed to adoption consideration.
• Impact: Ensures the Council Plan remains current and accurate (including updated terminology and references) while maintaining the existing vision, strategic objectives, and priorities for 2021–2025.
• Next steps: The matter was referred for adoption at the Special Meeting of Council to be held on Wednesday, 17 May 2023.

No public submissions received for the Council Plan 2023 update

• Context: Council followed its deliberative engagement approach requirements by placing the draft Council Plan (2023 update) on public exhibition and allowing submissions within the statutory/community engagement window.
• Details:
  • Public exhibition dates: 6 April 2023 to 4 May 2023.
  • Submission period outcome: No submissions were received by the close of the public submission period (4 May 2023).
  • Officers conducted a final internal review to identify additional minor updates needed to keep the plan aligned with current Council policies and reporting.
• Impact: Council could proceed without needing to address or reconcile community feedback on the Council Plan changes, since none were received.
• Next steps: Council noted the absence of submissions and advanced the plan for adoption consideration at the 17 May 2023 special meeting.

Refer Council Plan 2021–2025 (2023 update) adoption to 17 May 2023 special meeting

• Context: After confirming there were no public submissions and that proposed changes were minor, Council needed to schedule formal adoption in line with its planning governance process.
• Details:
  • The report concluded that the changes were minor and did not require a further deliberative engagement process.
  • Council resolved (10 May 2023) to present the final Council Plan 2021–2025 (2023 update) for adoption at a dedicated special meeting.
  • Adoption referral date: Wednesday, 17 May 2023.
• Impact: Provides certainty and continuity in Council’s annual planning cycle, enabling timely alignment between the Council Plan and the upcoming financial year’s actions.
• Next steps: The Council Plan 2021–2025 (2023 update) would be formally adopted at the 17 May 2023 special meeting.

Receive five submissions to the proposed 2023/24 Annual Budget

• Context: Council commenced statutory budget procedures and invited community submissions on the proposed 2023/24 Annual Budget prior to adoption.
• Details:
  • Proposed Budget public display/submission period: Thursday, 6 April 2023 to 5.00pm on Thursday, 4 May 2023.
  • Submission outcome: Five written submissions were received by the closing date (4 May 2023).
  • Submissions received (as listed in the 10 May 2023 minutes):
    1. K Sharkey – “Smooth Out Rate Spikes”
    2. Anonymous – “Increased Footpaths” (Davies Street, Darley)
    3. Dotty & Michael Hazell – Bacchus Marsh EasterFest (Budget submission)
    4. I Coutts – “Projects for Spargo Creek/Korweinguboora”
    5. Scott Young – Victorian Farmers Federation (VFF) – “Farm Rates”
• Impact: Council received community and stakeholder input on rates, local infrastructure needs, and funding requests—informing Council’s consideration ahead of budget adoption.
• Next steps: Council was to consider the submissions at the Special Meeting on Wednesday, 17 May 2023.

Consider budget submissions at the 17 May 2023 special meeting for budget adoption

• Context: Under the Local Government Act 2020 process, Council must consider submissions before adopting the Annual Budget.
• Details:
  • At the 10 May 2023 special meeting, Council received the five submissions and noted one submitter indicated an intention to be heard.
  • The minutes confirm Council would consider the submissions prior to adoption at the next special meeting.
  • Adoption/consideration meeting date: Wednesday, 17 May 2023 (Special Meeting of Council).
• Impact: Ensures the budget adoption process is responsive to community/stakeholder concerns, particularly regarding rates impacts, footpaths/pedestrian safety, local capital priorities, and festival/community support.
• Next steps: Council would deliberate on the submissions at 17 May 2023, then adopt the 2023/24 Annual Budget.

Provide responses to each budget submitter after adoption of the 2023/24 Annual Budget

• Context: The budget submissions process includes a requirement to close the loop with submitters after Council makes its final budget decision.
• Details:
  • At the 10 May 2023 special meeting, Council resolved that after adoption:
    • Council would provide a response to each submitter following adoption of the 2023/24 Annual Budget.
  • The resolution also required Council to take into consideration matters raised in the submissions at the 17 May 2023 special meeting.
• Impact: Improves transparency and accountability by informing submitters how their feedback was treated in the final budget decision.
• Next steps: After the 2023/24 Annual Budget is adopted at 17 May 2023, Council will issue responses to all five submitters (K Sharkey, Anonymous, Dotty & Michael Hazell, I Coutts, and Scott Young/VFF).

Community Impact

• Ratepayers (farm sector): Potentially higher farm rates in the 2023/24 budget, continuing the reported disproportionate rate burden on agricultural properties
• Residential ratepayers: Budget process may result in limited or no change to average residential rate assessments despite calls for a more equitable rate distribution
• Residents needing safer walking routes (e.g., Darley/Davies Street): Submission requesting new footpaths indicates likely consideration of pedestrian safety improvements (or continued lack of them if not funded)
• Spargo Creek/Korweinguboora residents: Budget allocations may not include capital works for these areas, affecting local infrastructure investment and perceived community connectivity
• Spargo Creek/Korweinguboora road users: Concerns about poor condition and safety of Spargo Creek Road may influence whether improvement works are funded or deferred
• Local event community (Bacchus Marsh EasterFest): Council budget adoption may determine whether the requested $10,000/year ongoing commitment is provided to support the volunteer-run festival and local tourism/small businesses

Other Notable Items

• No public submissions received for the draft Council Plan 2021–2025 (2023 update).
• Internal review proposed minor Council Plan wording change: “Development Contributions Policy” to “Framework.”
• Budget consultation received five submissions, including rate equity concerns from VFF.
• Community requests: new footpaths in Darley and capital works/road improvements in Spargo Creek.
• Future agenda: Council Plan adoption scheduled for 17 May 2023 special meeting.

Tech & Innovation Notes

• Online/digital public consultation platform
  Council Plan 2021–2025 (2023 update) published on Council’s “have your say” page; residents invited to submit comments via the have your say page, email or post.
• Online meeting presence
  Meeting held “Council Chambers… & Online” (indicates remote/online participation).
• Website publication of budget documents
  After adoption, the 2023/24 Annual Budget will be published on Council’s website.

Key Decisions & Outcomes

• Approve CEO annual leave and appoint acting CEOs for specified periods.
• Approve addendum to West Maddingley Development Plan for 289 Werribee Vale Road.
• Resolve full refund of domestic animal registration fees for eligible assistance animals.
• Grant Bacchus Marsh Community Radio a 12-month peppercorn licence at Darley Civic Hub.
• Issue planning permit PA2021093 for six-lot subdivision at 289 Werribee Vale Road.
• Progress draft Economic Development and Visitor Economy Strategies to four-week public exhibition.

Detailed Descriptions

Approve CEO Annual Leave and Appoint Acting CEOs (Derek Madden)

• Context: Council considered a request for the Chief Executive Officer (CEO) to take annual leave and to ensure continuity of leadership during the absence.
• Details:
  • CEO: Derek Madden
  • Leave period approved: 5.00pm Friday 19 May 2023 to 8.30am Tuesday 4 July 2023
  • Acting CEO appointments:
    • 5.00pm Friday 19 May 2023 to 8.30am Monday 12 June 2023: Phil Jeffrey
    • 8.30am Monday 12 June 2023 to 8.30am Tuesday 4 July 2023: Caroline Buisson
• Impact: Ensures uninterrupted executive governance and decision-making capacity while the CEO is on leave.
• Next steps: Acting CEO arrangements take effect from 19 May 2023, with the handover occurring on 12 June 2023.

Approve Addendum to West Maddingley Development Plan (289 Werribee Vale Road, Maddingley)

• Context: Council considered an application to amend the approved West Maddingley Development Plan to enable residential subdivision activity in the Homestead Precinct.
• Details:
  • Site address: 289 Werribee Vale Road, Maddingley
  • Proposal: Addendum to West Maddingley Development Plan – Part 1 (Beveridge, Williams, December 2022) to facilitate residential development in the Homestead Precinct
  • Addendum coverage: 2.36ha
  • Relevant planning controls noted in the report:
    • General Residential Zone Schedule 2
    • Development Plan Overlay Schedule 3
    • Heritage Overlay Schedule 174
  • Council resolution outcome: Addendum approved (moved by Cr Tom Sullivan, seconded by Cr David Edwards)
• Impact: Supports housing delivery and urban growth in West Maddingley while requiring the land to be demonstrated suitable for residential development (including heritage and stormwater considerations).
• Next steps: The approved addendum enables consideration of related subdivision approvals for the site (including the subsequent permit decision for PA2021093).

Resolve Full Refund of Domestic Animal Registration Fees for Eligible Assistance Animals

• Context: Council resolved a Domestic Animal Management Plan action to investigate assistance animal registration support, noting that Victorian law does not exempt assistance animals from registration fees by default.
• Details:
  • Decision basis: Section 15(3) of the Domestic Animals Act 1994
  • Resolution: Council will fully refund a domestic animal registration fee for an eligible assistance animal where:
    1. Evidence from the owner’s medical practitioner is provided confirming the animal is an assistance animal as defined under the Disability Discrimination Act 1992
    2. Evidence is provided that the animal is microchipped
  • Council resolution outcome: Carried (moved by Cr David Edwards, seconded by Cr Moira Berry)
• Impact: Reduces barriers for people with disability who rely on assistance animals, improving inclusion and compliance outcomes.
• Next steps: Implementation via a refund process and supporting documentation requirements; communications were noted as to occur via Council channels.

Grant Bacchus Marsh Community Radio a 12-month Peppercorn Licence (Darley Civic Hub)

• Context: Council assessed eligibility for peppercorn rent under its leasing/licensing framework for community use of the Darley Civic Hub.
• Details:
  • Applicant: Bacchus Marsh Community Radio Inc
  • Location: Darley Civic Hub
  • Licence term approved:
    • 12-month licence agreement
    • Annual licence fee: $1.00 plus outgoings (excluding GST)
    • Option to extend: a further 12 months
  • Reporting requirement: Council to receive a report no later than 3 months prior to expiry of the first term before the extension option is offered
  • Council resolution outcome: Carried (moved by Cr David Edwards, seconded by Cr Moira Berry)
• Impact: Provides financial relief to a community broadcaster, supporting ongoing community access to local media and related community programs.
• Next steps: Licence arrangements commence under the approved terms; a review/report is required at least 3 months before the first 12-month term ends.

Issue Planning Permit PA2021093 (Six-Lot Subdivision at 289 Werribee Vale Road, Maddingley)

• Context: Council considered a planning permit application for a subdivision that relies on the approved development plan addendum and includes conditions to manage heritage, access, stormwater, and construction impacts.
• Details:
  • Permit number: PA2021093
  • Address: 289 Werribee Vale Road, Maddingley
  • Proposal: Six-lot subdivision
  • Lot size noted in the application summary: 2.36ha
  • Lodgement date: 3 May 2021
  • Planning officer: Jyoti Makan
  • Decision: Council issue the planning permit subject to extensive conditions, including (highlights):
    • Endorsed plans and amended plans prior to certification (landscaping, cut/fill, retaining walls sympathetic to the heritage site)
    • Creation of restrictions on the plan of subdivision (including no further subdivision and limits on building height and setbacks)
    • Telecommunications arrangements and fibre-ready requirements
    • Environmental/Construction Management Plan prior to works
    • Infrastructure requirements including a 1.5m wide footpath along the western side of Egerton Place
    • Stormwater/detention and drainage design requirements
    • Permit expiry: subdivision must be certified within 2 years of the permit issue date; certified plan registered within 5 years from certification
  • Council vote: Carried 4/1 (against: Cr Moira Berry)
• Impact: Enables additional residential lots while preserving the heritage dwelling and managing environmental and infrastructure impacts through conditions.
• Next steps: Applicant must satisfy all conditions prior to certification of the plan of subdivision and meet referral authority requirements before works commence.

Progress Draft Economic Development and Visitor Economy Strategies to Four-week Public Exhibition

• Context: Council reviewed progress on two strategic documents developed with Urban Enterprise and sought approval to gather further community feedback.
• Details:
  • Strategies:
    • Draft Economic Development Strategy
    • Draft Visitor Economy Strategy
  • Development process noted:
    • Urban Enterprise engaged in October 2021
    • Consultation and strategy development through 2022–2023, including refresh with updated COVID and 2021 ABS Census information
    • Council briefings held March–April 2023
  • Council resolution: Approved to progress both draft strategies to a four-week public exhibition phase
  • Council resolution outcome: Carried (moved by Cr Tom Sullivan, seconded by Cr Paul Tatchell)
• Impact: Provides structured opportunity for residents, businesses, and stakeholders to influence economic and tourism priorities, improving legitimacy and alignment with community needs.
• Next steps: Conduct four-week public exhibition, then incorporate feedback and return the strategies to Council for finalisation and adoption (timeline to follow the exhibition period).

Community Impact

• Maddingley (289 Werribee Vale Road) residents: Approval of an addendum enabling a six-lot residential subdivision, changing part of the area from planned open space to residential lots
• Maddingley (289 Werribee Vale Road) residents: Construction impacts from subdivision works (e.g., earthworks, drainage, traffic management, dust/noise controls) before the lots are developed
• Egerton Place/Werribee Vale Road area: New subdivision infrastructure requirements including a 1.5m footpath along Egerton Place and stormwater/drainage works to manage runoff and erosion
• People with disability and assistance-animal owners: Full refund of domestic animal registration fees for eligible assistance animals (with required medical and microchip evidence)
• Darley Civic Hub users/community: Bacchus Marsh Community Radio to receive a peppercorn-rate licence ($1/year plus outgoings), supporting continued operation of local community radio services
• Shire-wide residents: Draft Economic Development and Visitor Economy Strategy to go on four-week public exhibition, inviting community input that may shape future local jobs and tourism initiatives

Other Notable Items

• Public question raised about Racecourse Reserve pumping waste water into Maddingley Park drain frequency.
• Community concerns raised over 289 Werribee Vale Road addendum and six-lot subdivision (heritage, access, slopes).
• Draft Economic Development and Visitor Economy Strategy progressed to four-week public exhibition.
• Assistance animal registration fee refund policy advanced via Section 15(3) Domestic Animals Act resolution.
• Peppercorn rent eligibility reassessed for Bacchus Marsh Community Radio at Darley Civic Hub.

Tech & Innovation Notes

• Meeting livestreaming (online recording of council proceedings).
• Darley Civic Hub licensing for Bacchus Marsh Community Radio (community radio operations; mentions “online with written submission” for deputation attendance).
• Planning permit conditions requiring telecommunications services and “fibre ready” facilities for subdivision lots (PA2021093, including NBN/optical fibre readiness and provider connection confirmation).
• Subdivision infrastructure requirements referencing IT/communications infrastructure (telecommunications network/service provider agreements; fibre-ready facilities).

Key Decisions & Outcomes

• Adopted Governance Rules update allowing meetings despite live-stream technical failures.
• Approved updated Environment Protection Act 2017 officer appointment/authorisation instrument.
• Approved updated Planning and Environment Act 1987 officer appointment/authorisation instrument.
• Adopted revised Instrument of Delegation to Council staff and revoked prior instrument.
• Placed 2023/24 Draft Annual Budget on public exhibition and set submission/hearing dates.
• Approved Heritage Advisory Committee Terms of Reference and process to appoint new members.

Detailed Descriptions

Adopted Governance Rules update allowing meetings despite live-stream technical failures

• Context: Moorabool Shire Council livestreams Ordinary Council Meetings in line with its Governance Rules, but the existing wording required adjournment when live-stream issues occurred. The Council sought a minor administrative update to reduce ambiguity and allow meetings to continue when technology fails.
• Details:
  • Date of Council decision: Wednesday, 5 April 2023 (Ordinary Council Meeting).
  • Resolution: Moved by Cr Paul Tatchell, Seconded by Cr Tom Sullivan; motion carried.
  • Governance Rules change: Updated Section 3.7.5 “Live Streaming and Recording Proceedings” by changing wording from “will” to “may” to give the Mayor/Chair discretion to proceed if live streaming is unavailable, while recording capability remains available.
  • Schedule 1 was updated to reflect the wording change.
  • Financial implications: none (administrative change only).
• Impact:
  • Ensures community access to meetings is maintained via recording even if livestreaming fails.
  • Reduces the likelihood of delays/adjournments caused by technical issues, supporting continuity of Council business.
• Next steps:
  • The updated Governance Rules take effect following Council adoption at the 5 April 2023 meeting, guiding future meeting conduct where livestream issues occur.

Approved updated Environment Protection Act 2017 officer appointment/authorisation instrument

• Context: Council acts as a joint regulator with EPA Victoria under the Environment Protection Act 2017, and requires current instruments to authorise specific officers. The existing instrument needed updating to reflect staffing changes.
• Details:
  • Date of Council decision: Wednesday, 5 April 2023.
  • Resolution: Moved by Cr Tonia Dudzik, Seconded by Cr Paul Tatchell; motion carried.
  • Approved instrument: “Instrument of Appointment and Authorisation of Council officers under section 242(2) of the Environment Protection Act 2017” (under common seal).
  • Revocation: The previous Environment Protection Act 2017 instrument was revoked with revocation taking effect immediately upon execution of the new instrument.
  • Staffing changes reflected in the instrument:
    • Departure of: Allan May (Environmental Health Technical Officer) and Sally Jones (General Manager Community Strengthening).
    • Role/title realignment: Henry Bezuidenhout (Executive Manager Community Planning and Development) updated to reflect the Community Health and Safety team realignment.
• Impact:
  • Maintains legal authority for Council officers to regulate delegated provisions under the Environment Protection Act 2017 (including onsite wastewater management systems and noise from residential construction).
  • Supports uninterrupted regulatory operations despite organisational staffing changes.
• Next steps:
  • Execution of the new instrument under Council’s common seal and immediate effect of the revocation of the prior instrument.

Approved updated Planning and Environment Act 1987 officer appointment/authorisation instrument

• Context: Under section 147(4) of the Planning and Environment Act 1987, Council must appoint authorised officers for functions and regulations under the Act. Council’s instrument is routinely reviewed to keep authorisations current.
• Details:
  • Date of Council decision: Wednesday, 5 April 2023.
  • Resolution: Moved by Cr Paul Tatchell, Seconded by Cr David Edwards; motion carried.
  • Approved instrument: “Instrument of Appointment and Authorisation of Council officers under section 147(4) of the Planning and Environment Act 1987” (under common seal).
  • Revocation: The previous Planning and Environment Act 1987 instrument was revoked with revocation taking effect immediately upon execution of the new instrument.
  • Staffing changes reflected in the instrument:
    • Added: Catherine McLay (Special Projects Communications Officer), Justin Rocio (Statutory Planning Officer), Fatima Goreishi (Statutory Planning Officer), Cliff Bostock (Coordinator Strategic Planning), Paul Bezemer (Coordinator Growth Area Planning), Fauster Awepuga (Strategic Planner).
    • Removed: Allan May, Ana Mitrov, Justin Horne, Patrick Armstrong, Robert Asquith, Robert Fillisch, Samuel Duff, Sara Douglas, Stewart Steele, Vanessa Osborn.
    • Updated title: Henry Bezuidenhout (Executive Manager Community Planning & Development).
• Impact:
  • Ensures Council remains compliant with statutory requirements to appoint authorised officers.
  • Enables officers to institute proceedings for offences against relevant Acts/Regulations as permitted under the instrument framework.
• Next steps:
  • Execution of the instrument under Council’s common seal and immediate effect of revocation of the prior instrument.

Adopted revised Instrument of Delegation to Council staff and revoked prior instrument

• Context: Council must delegate powers, duties, and functions to staff for day-to-day operations, and some legislation prevents the CEO from sub-delegating certain powers—requiring Council-level delegation. The instrument needed updating due to position changes.
• Details:
  • Date of Council decision: Wednesday, 5 April 2023.
  • Resolution: Moved by Cr Tom Sullivan, Seconded by Cr Moira Berry; motion carried.
  • Approved instrument: Revised “Instrument of Delegation to Members of Council Staff” (under common seal).
  • Revocation: The previous Instrument of Delegation to Members of Council staff was revoked, effective immediately upon execution of the new instrument.
  • Delegation updates included:
    • Added positions: Manager Growth and Development; Coordinator Growth Area Planning.
    • Updated position: Manager Governance Risk & Corporate Planning amended to Executive Manager Democratic Support & Corporate Governance.
    • Additional updates: delegated positions updated across various provisions within the instrument.
• Impact:
  • Improves operational efficiency by ensuring staff have current authority to make decisions within delegated limits.
  • Reduces risk of non-compliance where statutory delegation cannot be achieved via CEO sub-delegation.
• Next steps:
  • Execution of the revised instrument under common seal, with immediate effect of revocation of the prior instrument.

Placed 2023/24 Draft Annual Budget on public exhibition and set submission/hearing dates

• Context: Council commenced the statutory budget adoption process under the Local Government Act 2020, requiring public exhibition of the Draft Annual Budget and an opportunity for community submissions. The Council also needed to confirm the hearing and adoption timeline.
• Details:
  • Date of Council decision: Wednesday, 5 April 2023.
  • Resolution: Moved by Cr Paul Tatchell, Seconded by Cr Tonia Dudzik; motion carried.
  • Public exhibition: Draft 2023/24 Annual Budget placed on public exhibition under section 94 of the Local Government Act 2020.
  • Submission deadline: 5:00pm Thursday, 4 May 2023 (for both general budget submissions and submissions on proposed rates/charges).
  • Hearing of submissions: Special Meeting of Council scheduled for Wednesday, 10 May 2023 (venue to be determined).
  • Intended adoption date: Special Meeting of Council on Wednesday, 17 May 2023 (venue to be determined), subject to consideration of submissions and any changes to the draft budget.
  • Public notice/availability: CEO authorised to give public notice and make the Draft Budget available for public inspection.
  • Where submissions could be made:
    • Mail: Budget Submission, Moorabool Shire Council, PO Box 18, Ballan VIC 3342
    • Email: [email protected]
    • Online: https://moorabool.engagementhub.com.au/
• Impact:
  • Provides formal community input into Council’s 2023/24 financial direction, including rates and waste service charges.
  • Creates a clear, time-bound process for submissions and public hearings.
• Next steps:
  • Draft budget advertised and exhibited immediately following the 5 April 2023 decision.
  • Community submissions close 4 May 2023, submissions heard 10 May 2023, and Council intends to adopt the budget on 17 May 2023.

Approved Heritage Advisory Committee Terms of Reference and process to appoint new members

• Context: The Moorabool Heritage Advisory Committee was established in 2007 and has been operating bi-monthly, but its Terms of Reference were outdated. A review identified issues with role/function, operations, and membership structure, prompting a refresh and a new recruitment process.
• Details:
  • Date of Council decision: Wednesday, 5 April 2023.
  • Resolution: Moved by Cr Paul Tatchell, Seconded by Cr David Edwards; motion carried.
  • Committee history referenced: established by Council resolution on 5 September 2007; bi-monthly meetings since then.
  • Adoption: Council adopted the new Heritage Advisory Committee Terms of Reference (as per Attachment 2).
  • Membership/appointment process: Council resolved to seek and appoint new members under delegation by the Executive Manager Community Planning and Development.
  • Key Terms of Reference changes included:
    • Removal of content inconsistent with an advisory committee (e.g., commenting on development applications and voting rights).
    • Added operational governance sections: objectives, definitions, conflict of interest, confidentiality, operations, reporting, and media.
    • Membership restructure:
      • Introduced criteria for selection of community members.
      • Included Council’s Heritage Advisor.
      • Reduced community members from three to two.
      • Removed honorary members.
      • Removed 14 individually listed groups and replaced with eight members selected from appropriate community groups (for manageability and flexibility).
• Impact:
  • Strengthens committee governance and ensures the committee’s role aligns with best-practice advisory functions.
  • Refreshes community representation to better reflect active local heritage stakeholders across Moorabool.
• Next steps:
  • After adoption, an expression of interest process will be advertised for the community members (two community members), and invitations extended to appropriate community groups.
  • Selection will be based on the criteria in the new Terms of Reference (skills/attributes, qualifications, experience/interest, geographic/physical distribution, and diversity).
  • Appointments will be for the duration of the existing Council term, undertaken under delegation by the Executive Manager Community Planning and Development.

Community Impact

• Residents (all wards): Draft 2023/24 Annual Budget placed on public exhibition with submissions invited until 4 May 2023, including feedback on proposed rates and charges
• Ratepayers (all residents): Proposed rate increase of 3.50% for 2023/24, plus higher waste service charges (waste collection and service charge increases)
• Local communities (Bacchus Marsh, Ballan, Mt Egerton/Gordon area): Capital works and new initiatives funded in the 2023/24 budget, including projects such as Ballan Library Facility and road/recreation reserve upgrades
• Active transport users (Mt Egerton–Gordon to Ballan corridor and other towns): Recreation and Leisure Strategy to be developed with a new Hike and Bike Strategy, including review of the current network and consideration of a Gordon–Mt Egerton bike/walking connection
• Heritage stakeholders and local history groups (across Moorabool): New Heritage Advisory Committee Terms of Reference adopted, with updated committee role/operations and a refreshed membership process (including reduced community member numbers)
• Visitors and local businesses (Central Highlands region): Council to participate in the Central Highlands Visitor Economy Partnership with an in-principle commitment of $30,000 annually for four years, enabling coordinated tourism marketing and destination development efforts
• Community centre users and nearby residents (Ballan): Urgent move to install security cameras on Council-owned buildings/assets due to anti-social behaviour, improving safety around affected facilities like the Navigators Community Centre

Other Notable Items

• Public concern: VicRoads response received for Simpson Street speed limit reduction; signs pending delivery.
• Community request: develop active travel links (Mt Egerton/Gordon to Ballan) via new Hike and Bike Strategy.
• Heritage Advisory Committee Terms of Reference updated; plan to seek and appoint new committee members.
• Budget process: 2023/24 draft on public exhibition; submissions due 4 May; special meeting 10 May.
• Urgent matter raised: anti-social behaviour at Navigators Community Centre prompting security camera report.

Tech & Innovation Notes

• Council meetings are livestreamed, with a governance rules update allowing meetings to proceed and be recorded if live streaming is unavailable due to technical difficulties.
• Use of online/digital engagement channels for public consultation: Council website and an online engagement platform (moorabool.engagementhub.com.au), plus email submissions ([email protected]).
• IT/security infrastructure initiative: installation of security cameras on Council-owned buildings and assets.
• Delegation/authorisation governance updates affecting administrative/operational processes (not a specific tech project, but involves formal systems for delegated decision-making).
• Online public access to documents: proposed Budget and Council Plan can be viewed on Council’s website (moorabool.vic.gov.au).

Key Decisions & Outcomes

• Approve sale process for surplus land at 8 Bond Street, Maddingley to DNS Investments.
• Defer proposed Settlement Road discontinuance in Elaine to a future council meeting.
• Approve Howards Road discontinuance contingent on Boral extending and sealing Hewittsons Road.
• Adopt updated Enforcement Policy with graduated fairness and proportionate enforcement changes.
• Adopt Borrowing, Fees and Charges, and Investments financial policies.
• Receive December 2022 Quarterly Financial Report and Capital Improvement Program quarterly report.

Detailed Descriptions

Approve sale process for surplus land at 8 Bond Street, Maddingley to DNS Investments

• Context: Council received a planning permit (20 July 2022) for DNS Investments to develop land at 8 Bond Street, Maddingley, which requires Council-owned land to be held in common ownership or leased before development commences. The Council-owned parcel has been identified as surplus and is not required for ongoing Council purposes.
• Details:
  • Location/land: Lot 1 on Plan TP952312G, 8 Bond Street, Maddingley (transferred to Council in 2013 as part of the Titles Office Unallocated Land Project; surplus to requirements).
  • Planning permit trigger: Permit granted by Development Assessment Committee on 20 July 2022 for DNS Investments (applicant) for development and use of a warehouse and reduction in car parking (three car spaces).
  • Permit condition (Clause 3): Before development commences, Lot 1 on TP893770A and Lot 1 on TP952312G must be held in common ownership or a lease of Lot 1 on TP952312G must be obtained.
  • Sale method: Private treaty sale to DNS Investments.
  • Statutory process authorised:
    • Declare the land surplus.
    • Give notice under Section 114 of the Local Government Act 2020 that the land is proposed to be sold.
    • Invite submissions under Section 223 of the Local Government Act 1989, with submissions allowed not less than 28 days after the public notice is published in local newspapers circulating within the municipality.
    • After submissions, a further Officer’s report will be brought back to Council for consideration.
  • Timing for consultation/advertising: March/April 2023 (Have Your Say website, Victorian Government Gazette, local newspaper, and written notice to abutting landowners).
• Impact: Enables DNS Investments to meet the planning permit requirements while Council disposes of surplus land that provides no value for ongoing leasing, supporting efficient land use and development outcomes.
• Next steps:
  • Officers publish the required Section 114 notices and conduct community engagement/consultation during March/April 2023.
  • Receive and assess submissions after the 28-day minimum period.
  • Bring an Officer’s report back to Council following completion of the submission process.

Defer proposed Settlement Road discontinuance in Elaine to a future council meeting

• Context: A request was received to discontinue (legally close) part of a Government Road known as Settlement Road in Elaine so an adjoining landowner can acquire title. Community consultation occurred and the responses were not supportive of the proposed discontinuance.
• Details:
  • Road/location: Portion of Settlement Road, Elaine (north of Allotment 3, Section 1, Parish of Borhoneyghurk).
  • Applicant/landholder context: The adjoining landowner (related to 154 Murphys Road, Elaine) holds a 99-year Agricultural Licence with DELWP over the road portion.
  • Community consultation outcome:
    • Four responses were received.
    • All four requested the discontinuance not be adopted.
  • Key concerns raised in submissions:
    • Loss of emergency/fire access (paper road used as fire and emergency access).
    • Access impacts and potential land-locking / rear access limitations for properties abutting the paper road.
    • Disagreement with the applicant’s proposal and request to withdraw.
  • Officer recommendation: Do not adopt in its current form due to potential land-locking if future subdivision is sought.
• Impact: Deferring the decision prevents closure of the road in the current proposal form, allowing further consideration of community access concerns and potential land-locking risks.
• Next steps:
  • The item is deferred to a future Ordinary Meeting of Council for reconsideration (no specific date provided in the minutes).

Approve Howards Road discontinuance contingent on Boral extending and sealing Hewittsons Road

• Context: Boral Quarries Dunnstown (Boral) requested Council facilitate the discontinuance of Howards Road to support quarry expansion, contingent on Boral extending and sealing Hewittsons Road to maintain safe access and address community objections.
• Details:
  • Road discontinuance: Howards Road, Navigators (unsealed government road reserve).
  • Road extension requirement: Hewittsons Road, Navigators to be extended and sealed.
  • Boral properties involved (as per report):
    • Boral acquired Howards Road and neighbouring properties including 200 Navigators Dunnstown Road, Yendon and 62 Hewittsons Road, Navigators.
  • Community consultation outcome:
    • Public submissions received from three respondents.
    • Two/three objections sought extension of Hewittsons Road to offset closure of Howards Road; objectors indicated willingness to withdraw if Council’s extension conditions were met.
  • Council resolution (conditional approval):
    • Council resolves to discontinue Howards Road subject to Boral meeting requirements for construction of a sealed Hewittsons Road.
    • Hewittsons Road extension requirements include:
      • (i) Sealed full length from Howards Road intersection to Ditchfield Road.
      • (ii) Road formed with 4.0m seal width and 1.5m unsealed shoulder both sides.
      • (iii) Table drains included.
      • (iv) Intersection with Ditchfield Road sealed.
      • (v) Designed to relevant Austroads guidelines and a road safety audit completed demonstrating a Safe System approach.
      • (vi) Pavement design prepared by a qualified person and submitted for Council approval.
      • (vii) Any watercourse crossing designed by a qualified person and submitted for Council approval.
      • (viii) No construction until Moorabool Shire Council approves plans and specifications.
• Impact: Maintains community access and safety by requiring a sealed replacement route before closure, while enabling quarry expansion planning to proceed.
• Next steps:
  • Boral must deliver Hewittsons Road extension and sealing to Council’s specified requirements.
  • Once conditions are met and approved, Council proceeds with the Howards Road discontinuance process accordingly (the discontinuance is explicitly conditional on compliance).

Adopt updated Enforcement Policy with graduated fairness and proportionate enforcement changes

• Context: Council developed a risk-based Enforcement Policy following community consultation and a Gender Impact Assessment, with the aim of guiding consistent enforcement actions. Council adopted the policy with specific wording changes to strengthen the graduated fairness/proportionality approach.
• Details:
  • Policy purpose: Risk-based guidance for Council enforcement actions to protect public health, amenities, community wellbeing, and the environment; ensure actions are independent, consistent, professional, and unbiased.
  • Consultation: Conducted June/July 2022 via Have Your Say; one anonymous submission received.
  • Council resolution changes to the policy:
    • Fairness wording updated to:
      • Add “graduated” and amend the sentence to:
        “Fairness—To those we regulate and those who we safeguard and protect. Our approach will be graduated, firm and fair, tackling expediently those who commit the most serious risks to public and environmental safety and health and those who continue to deliberately and flagrantly breach important regulatory standards and requirements.”
    • Proportionate wording updated to:
      • Add “graduated” and amend the sentence to:
        “Proportionate — We will put in place and adopt systems and operating procedures that ensure the compliance requirements, and any necessary enforcement action is graduated and proportionate to the risks and impacts posed the seriousness of the breach.”
• Impact: Improves clarity and community confidence that enforcement will be applied consistently—firmly for serious or repeated risks—while remaining proportionate to the breach and its impacts.
• Next steps:
  • Policy is adopted with the specified wording amendments.
  • Staff training and internal monitoring/audit processes continue as described in the policy framework (annual reporting to Council is referenced in the report).

Adopt Borrowing, Fees and Charges, and Investments financial policies

• Context: Council reviewed its financial policies to support sustainable, responsible financial management. Draft policies were considered through Audit and Risk Committee, endorsed for consultation, and then finalised for adoption.
• Details:
  • Policies adopted:
    • Borrowing Policy (Attachment 1)
    • Fees and Charges Policy (Attachment 2)
    • Investments Policy (Attachment 3)
  • Consultation/approval timeline (as per report):
    • Draft policies presented to Audit and Risk Committee on 10 August 2022 (minor amendments incorporated).
    • Council endorsed draft policies for community consultation at the 2 November 2022 Ordinary Council Meeting.
    • Community consultation period: 14 November 2022 to 12 December 2022 (Have Your Say and customer service counters).
    • Submissions: 1 anonymous submission received relating to Fees and Charges Policy; led to minor administrative changes.
  • Resolution: Council adopted all three policies.
• Impact: Provides updated governance frameworks for how Moorabool Shire Council borrows funds, sets fees and charges, and invests surplus cash—supporting financial sustainability and compliance with legislative requirements (including Local Government Act 2020 provisions referenced in the report).
• Next steps:
  • Publish/communicate the adopted policies to the community (noted in report as advice to community via website/social media once signed).
  • Implement policies through ongoing finance planning and operational processes.

Receive December 2022 Quarterly Financial Report and Capital Improvement Program quarterly report

• Context: Council is required under the Local Government Act framework to receive quarterly financial reporting and to monitor progress of the Capital Improvement Program (CIP) throughout the year. These reports cover performance up to 31 December 2022.
• Details:
  • Quarterly Financial Report – December 2022 (Attachment 1):
    • Period covered: 1 July 2022 to 31 December 2022.
    • Adjusted underlying result (year-to-date): surplus of $20.467 million, $1.855 million favourable vs budget.
    • Capital works expenditure (year-to-date): $23.020 million, $8.731 million less than budget (timing variances and projects carried over).
    • Cash balance at 31 December 2022: $27.914 million, $12.933 million favourable vs year-to-date budget.
    • Overall position: described as sound and closely monitored.
    • Resolution: Council receives the Quarterly Financial Report.
  • Capital Improvement Program (CIP) Quarterly Report – to 31 December 2022 (Attachment 1 to Item 15.1):
    • CIP scope: 116 projects (Engineering Services 82; Major Projects 34).
    • Delivery status at 31 Dec 2022:
      • 23.3% complete; 50.9% underway/soon to commence/soon to be awarded.
    • Program budget context:
      • Combined Capital Works and Major Projects budget: $72.14M
      • Anticipated carry forward from multi-year projects and “On Hold”: $14.34M
    • Resolution: Council receives the CIP Quarterly Report to 31 December 2022.
• Impact: Strengthens transparency and accountability by keeping Councillors and the community informed about financial performance and capital project delivery progress, including variances and carry-forwards.
• Next steps:
  • Reports are received by Council (no further action specified in the minutes beyond receiving).
  • Continued quarterly reporting through subsequent Council reporting cycles (CIP and financial updates).

Community Impact

• Maddingley residents (8 Bond Street area): Council begins statutory steps to sell surplus Council land at 8 Bond Street to DNS Investments, enabling a warehouse development and associated car-parking changes
• Elaine residents (Settlement Road area): Council deferred consideration of a proposed discontinuance/closure of part of Settlement Road, keeping the road reservation in place for now and avoiding potential access changes and “land-locked” parcels
• Navigators residents (Howards Road area): Council conditionally supports discontinuing Howards Road only if Boral extends and seals Hewittsons Road to specified standards, affecting local traffic routes and access during/after works
• All Moorabool residents: Adoption of a risk-based Enforcement Policy with “graduated, firm and fair” enforcement approach may change how Council responds to breaches of local laws and environmental/safety issues
• Ratepayers and community users: Adoption of updated Borrowing, Fees & Charges, and Investments policies may influence future Council pricing, fee setting, and how surplus cash is invested (within approved risk parameters)
• Residents using Council transfer stations (Ballan, Bacchus Marsh, Mount Egerton): A proposed second free Green Waste Month in May 2023 would require presenting rates notices at drop-off to access the free service

Other Notable Items

• Community submissions opposed discontinuance of Settlement Road, Elaine; item deferred for future meeting.
• Residents raised access, fire/emergency access, and land-locking concerns during road discontinuance consultations.
• Howards Road, Navigators closure conditioned on Boral sealing/extension of Hewittsons Road to meet safety standards.
• Enforcement Policy adopted after consultation and gender impact assessment; anonymous feedback questioned use of discretion.
• Mill Park pedestrian refuge timeline updated: expected May start, dependent on contractor availability.

Tech & Innovation Notes

• Online/digital engagement platforms

  • Meeting is livestreamed.
  • Community consultation/engagement uses Council’s “Have Your Say” website/portal (e.g., road discontinuance notices; Enforcement Policy consultation; policy consultation).
  • Council policies (Borrowing/Fees & Charges/Investments) were made publicly available via the Have Your Say digital engagement platform and Council websites/social media.

• Digital services (customer/community communications)

  • Advice to the community planned via Council website and social media (related to policy releases and Green Waste Month advertisement).

• IT/Cybersecurity / smart city / tech community / digital transformation

  • No explicit mentions found in the provided minutes.