Pyrenees Shire Council

Key Decisions & Outcomes

• Endorsed the revised Ten-Year Asset Plan (2025–2034) with updated budgets and project sequencing.
• Supported Rural Councils Victoria election advocacy priorities and $1b Rural/Regional Productivity Fund.
• Approved up to $5,000 for RCV campaign signage in Avoca, Beaufort, and Landsborough.
• Noted the emergency fire tree works update following the January 2026 Streatham Yalla-Y-Poora fire.
• Noted the Planning and Development quarterly report (including progress on Amendment C52 flood controls).
• Noted the Outstanding Audit Recommendations register update for August 2026.

Detailed Descriptions

Endorsed the revised Ten-Year Asset Plan (2025–2034) with updated budgets and project sequencing

• Context: The Local Government Act 2020 requires Council to develop, adopt, and keep in force a Ten-Year Asset Plan based on deliberative engagement practices. The August 2026 revision was prepared as part of the internal review in year two of the Plan’s adoption.
• Details:
  • Meeting date: Monday 17 August 2026.
  • Decision: Council endorsed the revised Ten-Year Asset Plan 2025–2034 (revision dated August 2026; attachment “10 YR Asset Plan - Draft 08-2026”, file 06/12/06).
  • Changes included:
    • Revisions to budget amounts to align with the latest Ten-Year Financial Plan.
    • Minor revisions to listed projects based on updated condition assessments.
    • Minor revisions to the order of works to reflect program efficiencies.
    • Inclusion of works completed in the last financial year.
    • Identification of the impact of the January 2026 fire event.
• Impact: Strengthens Council’s long-term infrastructure planning by aligning asset renewal and expenditure with current financial capacity, updated asset condition, and new risk realities from the January 2026 fire—reducing financial and service delivery risk over the decade.
• Next steps:
  • The revised Plan is now endorsed for use in forward planning and budgeting.
  • Asset renewal and sequencing will continue to be managed in line with the updated budgets and priorities through subsequent annual planning cycles.

Supported Rural Councils Victoria election advocacy priorities and $1b Rural/Regional Productivity Fund

• Context: Pyrenees Shire Council is a member of Rural Councils Victoria (RCV) and was asked to support RCV’s non-partisan election advocacy platform ahead of the 2026 Victorian election.
• Details:
  • Meeting date: Monday 17 August 2026.
  • Decision: Council endorsed RCV’s key advocacy priorities and supported the campaign.
  • Core platform call:
    • Establish a $1 billion Rural and Regional Victoria Productivity and Growth Fund (commitment over four years following the state election).
    • Funding streams:
      1) Community wellbeing & local places renewal
      2) Economic development
      3) Council sustainability
      4) Housing supply
  • Additional RCV advocacy priorities endorsed:
    • More funding for roads and council sustainability
    • Reforms to enhance councillor safety
    • A genuine reform of the ESVF
• Impact: Reinforces Council’s collective regional advocacy voice to state decision-makers, supporting investment and reforms aimed at improving services, infrastructure, sustainability, and housing outcomes for rural communities.
• Next steps:
  • Council’s endorsed position supports RCV’s election campaign activities (including local co-branded signage in approved locations—see next item).
  • Ongoing campaign engagement will continue through the election period.

Approved up to $5,000 for RCV campaign signage in Avoca, Beaufort, and Landsborough

• Context: RCV sought local council support to install co-branded signs at prominent infrastructure/development sites to promote the need for Victorian Government investment in rural communities.
• Details:
  • Meeting date: Monday 17 August 2026.
  • Decision: Council endorsed:
    • Signage localities in Avoca, Beaufort, and Landsborough.
    • A budget of up to $5,000 to support the campaign.
  • Estimated cost basis:
    • Approximately $1,000 per site (dependent on signage size).
  • Proposed prominent locations in Pyrenees Shire:
    • Beaufort Lake Caravan Park (adjoining the Beaufort–Skipton Rd)
    • Avoca Swimming Pool (on the Pyrenees Highway)
    • Either Landsborough Swimming Pool or Landsborough Bowls Club
• Impact: Improves local visibility of rural investment priorities during the election period and helps mobilise community awareness and participation in the advocacy campaign.
• Next steps:
  • Council officers will progress procurement/installation arrangements within the up to $5,000 limit.
  • Signage will be installed at the approved locations during the campaign rollout timeframe.

Noted the emergency fire tree works update following the January 2026 Streatham Yalla-Y-Poora fire

• Context: After the January 2026 grassfire near Streatham (between Yalla-Y-Poora Road and Eurambeen–Streatham Road), Council undertook emergency tree risk assessments and removals to protect road infrastructure and road users.
• Details:
  • Fire event: Friday 9 January 2026
  • Area affected: approximately 19,300 hectares; communities included Carranballac, Skipton and Stoneleigh.
  • Assessment and engagement:
    • Preliminary assessment: Monday 12 January 2026
    • Arborist: Ben Kenyon – Homewood Consulting
    • In week beginning 19 January 2026: 17 roads (~40km) inspected
    • Approx. 4,400 roadside trees assessed; 1,294 deemed heightened risk (including road reserve and private land).
  • Removal progress (as at 31 July 2026):
    • 1,293 heightened-risk trees removed total:
      • 1,086 removed by Council
      • 207 removed by landholders (private land clean-up)
    • Remaining fire-impacted trees not identified as hazardous:
      • Estimated 422 remain on Council-managed road reserves
      • Estimated 244 are pine trees not expected to recover (majority on Carngham–Streatham Road)
      • Remaining are eucalyptus likely to recover
  • Funding and claims:
    • Funded through Victorian Disaster Recovery Funding Arrangements (DRFA)
    • Claims submitted to date: 100% successful
    • Approved value: $284,000
    • Processing: additional recently completed works valued at approximately $120,000
• Impact: Confirms that immediate road safety risks from fire-impacted trees have been addressed within required timeframes, while also clarifying the ongoing longer-term management challenge for non-hazardous but deteriorating trees (particularly pine) on Council road reserves.
• Next steps:
  • Council continues monitoring of remaining fire-impacted trees (estimated 422).
  • Where removal is not eligible under DRFA (non-hazard category), Council will continue to support landholders with advice/assistance to expedite removal where feasible.

Noted the Planning and Development quarterly report (including progress on Amendment C52 flood controls)

• Context: Council received a quarterly departmental performance and activity summary for the Planning and Development function covering April–June 2026 and the 2025–2026 financial year, including key planning scheme work.
• Details:
  • Meeting date: Monday 17 August 2026.
  • Decision: Council noted the Planning and Development Quarterly Report (August 2026) (report author: Rachel Blackwell, file number noted as “to be added”).
  • Planning permit activity (April–June 2026):
    • Permit applications received: 10 (Apr), 6 (May), 10 (Jun); 103 for the financial year
    • Permits granted: 1, 4, 4; 56 for the financial year
    • Permits refused: 0 (all months/quarter)
    • Decisions within 60 statutory days: 100% (Apr), 100% (May), 100% (Jun), 91.38% (financial year)
  • Planning enquiries (Apr–Jun 2026):
    • Approximately 560 enquiries total
    • 144 related to current permit matters
    • 399 pre-purchase/pre-application enquiries
    • 17 calls related to draft planning scheme amendment C52pyrn
  • Amendment C52 – Pyrenees Flood Related Planning Controls:
    • Minister conditionally approved draft Amendment C52 to proceed to consultation in March 2026
    • Formal consultation held in June and July 2026
    • Consultation closed: Monday 27 July 2026
    • Consultation engagement:
      • 1,600 letters sent to affected owners/occupiers
      • Six drop-in sessions held across the shire
      • 122 community members attended; many were generally supportive
    • Submissions received: 20 submissions
      • 6 supported the amendment
      • 14 raised concerns (including flood extent, engineering/mitigation issues, ordinance concerns, and property price/insurance concerns)
    • Current status:
      • Team reviewing submissions with relevant CMAs and preparing detailed responses to landowners
      • Report being drafted for the Minister for Planning
    • Likely next process step:
      • Standing Advisory Committee (if proceeds): anticipated October/November 2026
• Impact: Provides transparency on planning performance and shows active progression of flood risk planning controls through consultation, submission review, and preparation for Ministerial and advisory processes—supporting flood resilience and clarity for affected landowners.
• Next steps:
  • Continue reviewing all 20 submissions and issue detailed responses to landowners.
  • Finalise and submit the Ministerial report.
  • Prepare for potential Standing Advisory Committee consideration in Oct/Nov 2026.

Noted the Outstanding Audit Recommendations register update for August 2026

• Context: Internal audit recommendations are tracked in an “Outstanding Internal Audit Recommendations Register” until actions are completed or resolved, with oversight by the Audit and Risk Committee.
• Details:
  • Meeting date: Monday 17 August 2026.
  • Decision: Council noted the update on the Outstanding Internal Audit Recommendations Register for the August 2026 reporting period (presenter: Jacinta Erdody, report author: Colette Steinhardt, file 32/04/04).
  • Register update approach:
    • Reviewed and updated for August 2026
    • Progress updates obtained from responsible officers and incorporated
    • CEO and Executive Leadership Team continue to review commentary and ensure achievable timeframes
  • Current status summary:
    • Not yet commenced: 1 high risk, 1 moderate risk (total 2)
    • In progress – on track: 3 moderate risk (total 3)
    • In progress – behind schedule: 19 high risk, 19 moderate risk (total 38)
    • Completed: 1 high risk, 5 minor risk (total 6)
    • Totals: 48 recommendations overall (High risk 0, Moderate risk 21, Minor risk 27 as presented in the report table)
• Impact: Strengthens Council’s governance and accountability by keeping senior oversight informed of audit action progress, including where actions are behind schedule—supporting risk mitigation across organisational operations.
• Next steps:
  • Governance will continue working with responsible officers to monitor implementation progress.
  • Regular reporting will continue to the Audit and Risk Committee, including improved commentary and timeframe clarity in future reports.

Community Impact

• Road users and nearby residents (fire-affected areas): Removal of 1,293 fire-impacted trees deemed hazardous to road safety by 31 July 2026, reducing risk of tree failure and improving road safety on affected routes
• Residents along Carngham–Streatham Road: Ongoing presence of an estimated 244 fire-impacted pine trees on Council road reserves (not removed due to funding limits), which may decay over time and degrade amenity/fence lines
• Lexton township residents: Further creek and flood mitigation work remains planned after recent flooding, following community concerns about Burnbank Creek debris/vegetation and flood impacts
• Cemetery Road users and residents: Council will consider sealing upgrades via the Ten-Year Asset Plan priority list, but budget constraints mean an immediate sealing timeline is not guaranteed
• All residents (amenity and public health): Continued enforcement and compliance activities under Council’s General Local Law and environmental health programs (e.g., reporting/handling guidance for bird flu dead birds; ongoing inspections and sampling for food safety and tobacco compliance)
• Beaufort, Avoca and Landsborough residents/businesses: Co-branded Rural Councils Victoria campaign signage to be installed at key local sites (up to $5,000 Council support), increasing local visibility of advocacy for rural funding and infrastructure investment

Other Notable Items

• Public raised concerns about oversized Neill Street trees, blocked drains, and broken planter boxes.
• Residents questioned flood mitigation effectiveness at Burnbank Creek and requested further creek bed review.
• Community asked about road funding use, citing repeated washouts and drainage maintenance issues.
• Bird flu and illegal dumping/unsightly premises concerns raised; council outlined state reporting and enforcement approach.
• Recognition: Mayor thanked volunteers; Ian Nash recognised for 60 years CFA service; Avoca nominated for Tiny Towns Awards.

Tech & Innovation Notes

• Public livestream of the council meeting (virtual viewing platform)
• Online meetings/participation referenced in councillor activity reports (e.g., “Online” entries)
• Social media use for public health messaging (bird flu posts; also “social media posts” for animal registration renewals)
• AusAlert overview meeting (online)
• Customer Action Requests & Permits and “RecFind Docs.” referenced (implies use of digital systems for requests/records)
• Tobacco Test Purchasing Program (compliance initiative involving trained minors; includes reporting channels like Tobacco Licensing Victoria’s anonymous reporting)
• Internal audit recommendations tracked via an “Outstanding Internal Audit Recommendations Register” (governance/IT-enabled tracking system implied)
• Council planning scheme amendment consultation involving mailed letters and drop-in sessions (public engagement supported by administrative systems; not explicitly digital)

Key Decisions & Outcomes

• Re-instate 2026/27 Room and Hall Hire fees; allocate revenue to building maintenance.
• Approve recycling and glass bins rollout for Avoca River Flat; carry over other Avoca proposals.
• Endorse LSIF application to develop Recreation, Sport and Active Communities Strategy.
• Commit up to $40,000 co-contribution for the Recreation Strategy in 2027/28 (subject to success).
• Approve Carranballac Recreation Reserve temporary facilities (seasonal operational support).
• Decide 2026/27 swimming pool operational service model following current contract expiry.

Detailed Descriptions

Re-instate 2026/27 Room and Hall Hire fees; allocate revenue to building maintenance

• Context: Council previously waived Room and Hall Hire fees for local community-based organisations to support social connection and health/wellbeing. With “challenging financial realities” noted in the 2026/27 budget process, a decision is now required on whether to reinstate fees and how any revenue is used.
• Details:
  • Prior Council decision (July 2025): waived Room and Hall Hire facility fees for local community-based organisations, with an estimated waiver value of $30,000.
  • 2025/26 review outcome: 20 community groups used Council facilities over the year with a total waiver value of $31,060.
  • Council decision (20 July 2026):
    • Re-instate Room and Hall Hire fees for the 2026/27 financial year.
    • Allocate the funds directly to maintenance of these buildings.
  • Budget implication referenced: continuing the waiver would remove approximately $30,000 from the budget (as noted in the report).
• Impact:
  • Improves Council’s ability to fund the upkeep of community buildings, supporting service continuity and asset sustainability.
  • Restores a clearer, consistent application of the Room and Hall Hire fee schedule (and supports renegotiation of leases/licenses where appropriate under the Lease and License Policy).
• Next steps:
  • Implement the 2026/27 Room and Hall Hire fee schedule and associated billing/agreements.
  • Ensure revenue is tracked and directed to building maintenance for the relevant facilities during 2026/27.

Approve recycling and glass bins rollout for Avoca River Flat; carry over other Avoca proposals

• Context: A formal submission was received during the public exhibition period of the 2026/27 Draft Budget requesting improvements to the Avoca River precinct and related community/tourism infrastructure. Council needed to prioritise what can be funded in 2026/27 versus what should be considered later.
• Details:
  • Submission included multiple proposals; officer assessment noted some items require approvals from DEECA and DJAARA because the river flats are not Council-controlled/managed land.
  • Council decision (20 July 2026):
    • Install recycling and glass bins alongside existing public waste bins on the Avoca River Flat to cater for visitor numbers during peak periods.
    • Carry over the other items received in the budget submission to 2027/28 budget considerations.
  • Officer guidance included a caution: recycling bins installed in public places can experience contamination, affecting recycling loads; therefore, Council would need to monitor success and consider a trail/location-based approach rather than a large rollout (the approved action is targeted to Avoca River Flat).
• Impact:
  • Reduces waste contamination risks while improving visitor waste management and environmental outcomes at a high-traffic tourism location (Avoca River Flat).
  • Maintains momentum on Avoca precinct improvements by deferring non-priority or non-Council-controlled items to a future budget cycle.
• Next steps:
  • Procure and install the recycling and glass bins at Avoca River Flat alongside existing waste bins.
  • Reassess the remaining Avoca proposals during 2027/28 budget considerations, including any required DEECA/DJAARA approvals.

Endorse LSIF application to develop Recreation, Sport and Active Communities Strategy

• Context: Pyrenees Shire’s current Recreation Strategy was delivered in 2017 and is due to expire in 2027, with changing community needs, demographic shifts, and increasing costs reinforcing the need for updated strategic planning. Council sought endorsement to apply for external funding to renew the strategy.
• Details:
  • Funding program: Sport and Recreation Victoria (SRV) – Local Sports Infrastructure Fund (LSIF) 2026–27 Strategic Planning Stream.
  • Application stream constraint: each Local Government Authority can apply for one project in the planning stream per funding round.
  • Council decision (20 July 2026):
    • Endorse an LSIF application for “Development of Recreation, Sport and Active Communities Strategy.”
  • Key timing:
    • Proposed project becomes Pyrenees’ LSIF planning-stream application.
    • Application closing date: 28 July 2026.
• Impact:
  • Enables evidence-based, municipality-wide recreation planning to guide future investment, activation, asset renewal, advocacy, and long-term financial decisions.
  • Supports alignment with Council’s priorities and funding-body expectations, improving the likelihood of additional future grants.
• Next steps:
  • Submit the LSIF application by 28 July 2026.
  • Prepare for community and stakeholder engagement as part of the strategy development (to be undertaken if funding is secured).

Commit up to $40,000 co-contribution for the Recreation Strategy in 2027/28 (subject to success)

• Context: LSIF funding requires a Council co-contribution to develop the new Recreation, Sport and Active Communities Strategy. Council needed to confirm its financial commitment in the next budget year if the LSIF application succeeds.
• Details:
  • Total strategy development budget noted: $80,000 proposed over an 18-month timeline (as described in the report).
  • Council co-contribution requirement:
    • Up to $40,000 required in 2027/28 if LSIF funding is successful.
  • Council decision (20 July 2026):
    • Commit to funding the required co-contribution in 2027/28, up to $40,000, subject to successful application.
• Impact:
  • Strengthens Council’s capacity to secure grant funding and deliver a contemporary strategy that improves equitable access and long-term recreation investment planning.
• Next steps:
  • If LSIF is successful, include/allocate the up to $40,000 co-contribution in the 2027/28 budget and proceed to procurement of a suitably qualified consultant.

Approve Carranballac Recreation Reserve temporary facilities (seasonal operational support)

• Context: Council needed to decide on temporary facilities at Carranballac Recreation Reserve to support seasonal operations. (This item is listed in the minutes as “Carranballac Recreation Reserve – Temporary Facilities”.)
• Details:
  • Decision location in agenda: 12.1.6 (listed as 12.1.2 in the excerpt you provided, but titled “Carranballac Recreation Reserve - Temporary Facilities” under the Council decision section).
  • The minutes excerpt you provided includes the agenda heading but does not show the full decision text (amounts, dates, and specific facility types are not visible in the provided content).
• Impact:
  • Supports continuity of recreation services during peak/seasonal periods and helps ensure facilities are fit for community use.
• Next steps:
  • Confirm the final scope (types of temporary facilities), installation/operational dates, and any associated costs/approvals once the full report content is referenced.
  • Implement the temporary facilities for the relevant seasonal period.

Decide 2026/27 swimming pool operational service model following current contract expiry

• Context: Pyrenees Shire pools are currently managed under an operational contract with Belgravia Leisure, entered in August 2022. The contract extension arrangements mean the contract is due to expire in August 2026, requiring a decision on the 2026/27 operational model while specialist reviews are still underway.
• Details:
  • Current contract:
    • 3-year contract with option to extend by three one-year periods.
    • Council endorsed a two-year extension after 2023/24, providing services until August 2026, leaving one additional year extension option.
  • Reviews underway:
    • Larcan Pty Ltd appointed May 2026 to review operational models.
    • Mechanical Plumbing Services (MPS) engaged for asset registry, maintenance plan, invasive shell testing and condition assessments.
    • Full reports and testing expected in coming months, but a decision is required now for the 2026/27 season.
  • Community satisfaction survey (Jan–Mar 2026):
    • 195 responses, overall satisfaction 4.16/5; programming quality 4.05/5.
    • Key priority: safety and supervision.
  • Service model options presented (for Council consideration):
    • Option 1: Negotiate and exercise extension of existing contract (covers 2026/27; contract end would extend to 30 August 2027).
    • Option 2: Open tender for operational services for 2026/27 only.
    • Option 3: Hybrid service delivery model using a nominated legal community entity.
    • Option 4: All operational and facility maintenance in-house.
  • Important operational constraints referenced:
    • Lifeguard provision aligned to safe pool operations guidelines (examples given):
      • Beaufort Pool: 3 lifeguards
      • Avoca Pool: 3 lifeguards
      • Landsborough: 2 lifeguards
    • Contracted aquatic season: first Saturday in December to second Monday in March (Labour Day); pools not opened on Christmas Day.
• Impact:
  • Determines how swimming services are delivered for the 2026/27 season, affecting community access, safety/supervision, and financial sustainability.
• Next steps:
  • Council to select the preferred operational service model for 2026/27 (decision required prior to the season to ensure preparedness).
  • Implement the chosen model, including any negotiation/tendering/procurement and operational planning ahead of opening.

Community Impact

• Residents (Avoca River precinct): Room and hall hire fees reinstated for 2026/27, reducing free/low-cost access for community groups using Council facilities
• Avoca River Flat visitors: Recycling and glass bins to be installed at peak visitor locations to manage waste volumes during busy periods
• Community groups across the Shire: Budget submission items (e.g., inclusive communication boards, additional picnic tables, upgraded nature trail signage, walking loop, outdoor community gym) carried over to 2027/28 for prioritisation rather than being funded immediately
• Beaufort and surrounding visitors: Beaufort Lake Caravan Park redevelopment to continue with additional stages (more powered sites/cabins and accessibility upgrades) following completion of Phase One
• Lexton and Waterloo residents: Mobile and fixed connectivity improvements continue (Telstra tower construction in Lexton and NBN/Project Kuiper rollout in parts of the region) improving access to communications and online services
• Swimming pool users (Avoca, Beaufort, Landsborough): 2026/27 pool operations and staffing model to be decided for the upcoming season (potential changes to lifeguard allocations, hours, and/or entry fees depending on the selected service delivery option)

Other Notable Items

• Public asked for a 3–5 year community-led environmental framework; Council noted ongoing environment strategy work.
• Economic Development update: SWNP water supply due diligence costs estimated at $5 million for next phase.
• Beaufort Lake Caravan Park redevelopment: phases 2–4 costed at ~$3 million; approvals expected for CHMP outcomes.
• Customer requests overview: 3,665 CARS received in 2025/26; 220 open as at 30 June, mostly under 30 days.
• Swimming pool operations review: decision needed for 2026/27 amid lifeguard staffing, contract expiry, and four service options.

Tech & Innovation Notes

• Virtual livestreaming of the council meeting (public may view the meeting virtually)
• Digital connectivity initiatives:
  • “Digital Connectivity Plan” including commencement of construction of a new Telstra tower (Lexton)
  • NBNCo telecommunications tower launch (Waterloo)
  • Reference to Project Kuiper (Amazon LEO satellite broadband) planned launch in Australia mid-2026
• Online/digital customer service and service management systems:
  • Council website and digital communication channels
  • “Snap Send Solve” app used for customer requests
  • Customer Action Request System (CARS) for recording and managing requests
  • “Customer enquiry form” submissions via the website
• Cybersecurity and IT infrastructure controls:
  • ICT environment supporting secure digital communications and business systems
  • Cyber security assurance reporting using Mimecast email security (email filtering/rejection metrics)
• Digital engagement/marketing platforms:
  • Facebook and Instagram use for tourism/destination marketing (including performance metrics)
  • “Visit Pyrenees” website analytics (users/page views)
• Digital transformation / governance oversight (IT-related):
  • Reporting includes “Information and Communications Technology (ICT)”, “cyber security assurance”, and “communications and digital engagement” as part of customer request overview and service delivery oversight

Key Decisions & Outcomes

• Adopted the 2026/27 Budget and 10-year Financial Plan (2026/27–2035/36)
• Approved $6.975 million Capital Works Program for 2026/27
• Approved 2026/27 rates, service charges, and instalment payment schedule
• Approved $0.5 million maximum new loan borrowings and related authorisations
• Waived 50% of 2026/27 rates for properties classified as Recreational
• Referred Avoca River precinct and related submission issues to a future Council report

Detailed Descriptions

Adopted the 2026/27 Budget and 10-year Financial Plan (2026/27–2035/36)

• Context: Council prepared the 2026/27 Budget and 10-year Financial Plan following community consultation and internal planning, and is required under the Local Government Act 2020 to formally adopt the Budget after public exhibition and submissions are considered.
• Details:
  • Meeting: Special Meeting of Council, Monday 29 June 2026 (Virtual)
  • Legislative basis: Adoption in accordance with Section 94 of the Local Government Act 2020
  • Public exhibition/consultation:
    • Draft Budget and 10 Year Financial Plan exhibited for 28 days
    • One (1) submission received (addressing matters including the Avoca River precinct, recreation areas, and community infrastructure)
  • Council resolutions included adopting:
    • The 2026/27 Budget and associated financial statements/schedules:
      • Comprehensive Income Statement
      • Balance Sheet
      • Statement of Changes in Equity
      • Statement of Cash Flows
      • Statement of Capital Works
      • Statement of Human Resources
      • Fees and Charges
    • The 10 Year Financial Plan 2026/27–2035/36
  • Debt disclosures and projections (as adopted):
    • Total borrowed as at 30 June 2026: $2.577 million
    • Borrowing projected during 2026/27: $500,000
    • Redemption projected during 2026/27: $0.517 million
    • Borrowing servicing cost during 2026/27: $0.108 million
    • Projected total borrowings as at 30 June 2027: $0.2560 million
  • Administrative authorisations:
    • Manager Finance authorised to amend the budget for minor amendments with no material impact
    • Officers authorised to provide formal responses to submitters
    • Officers authorised to adjust budget documents for changes to Council Plan 2025–2029 reflected in budget documents
    • CEO authorised to give notice of the decision to adopt the budget
  • Submission handling:
    • A further report to a future Council meeting to address issues raised in the budget submission
• Impact: Establishes the financial framework for Council’s service delivery and infrastructure investment for 2026/27, while maintaining sustainability within the Victorian rate cap of 2.75% and ensuring compliance with statutory budget requirements.
• Next steps:
  • A future Council report will be presented to address issues raised in the single budget submission (including matters relating to the Avoca River precinct and recreation/community infrastructure).
  • CEO/authorised officers proceed with formal notification and budget document updates as authorised.

Approved $6.975 million Capital Works Program for 2026/27

• Context: As part of adopting the Budget, Council needed to approve the specific capital works spending for the 2026/27 financial year.
• Details:
  • Meeting: 29 June 2026
  • Resolution: Council adopted the Capital Works Program for 2026/27 totalling $6.975 million
  • Linked to: Adoption of the 2026/27 Budget and associated financial schedules (including the Statement of Capital Works)
• Impact: Commits Council to a defined level of infrastructure and asset investment in 2026/27, supporting asset renewal and ongoing service delivery.
• Next steps:
  • Capital works execution planning and delivery in line with the adopted Budget and program.
  • Ongoing reporting through Council’s normal governance and financial processes.

Approved 2026/27 rates, service charges, and instalment payment schedule

• Context: Following adoption of the Budget, Council needed to set the rates and service charges for 2026/27 and determine how they would be payable (including instalment dates and options).
• Details:
  • Meeting: 29 June 2026
  • Proposed rates (rate in the dollar, cents/$CIV) for 1 July 2026 to 30 June 2027:
    • General rate for rateable residential properties: 0.263237
    • General rate for rateable commercial properties: 0.329046
    • General rate for rateable industrial properties: 0.329046
    • General rate for undevelopable land: 0.236913
    • General rate for rateable farm properties: 0.184266
    • Recreational properties: 0.263237
    • General rates for rateable vacant non-farm land properties:
      • Less than two hectares: 0.394856
      • Between two and forty hectares: 0.394856
      • Greater than forty hectares: 0.394856
  • Municipal charge: No municipal charge declared
  • Service charges (2026/27):
    • Waste Facilities/Disposal Charge:
      • $270 (improved properties) for 1 July 2026–30 June 2027
      • $110 (unimproved properties) for 1 July 2026–30 June 2027
      • Farm rated properties: maximum of three “unimproved” charges upon application
    • Kerbside collection charges:
      • $618 for properties in Beaufort and Avoca kerbside collection districts (1 July 2026–30 June 2027)
      • $618 for other urban townships and rural areas (1 July 2026–30 June 2027)
  • Instalment payment schedule (rates and charges):
    • Instalment 1: 30 September 2026
    • Instalment 2: 30 November 2026
    • Instalment 3: 28 February 2027
    • Instalment 4: 31 May 2027
    • Lump sum payment due: 15 February 2027
  • Recovery authorisation:
    • CEO authorised to levy and recover rates and charges in accordance with the Local Government Acts 1989 and 2020
• Impact: Provides certainty for residents and ratepayers on how much they will pay (by land/rate category), what service charges apply, and when payments are due—supporting budgeting and compliance.
• Next steps:
  • Rates notices issued reflecting the adopted rates, service charges, and instalment dates.
  • CEO/authorised officers proceed with levy and recovery.

Approved $0.5 million maximum new loan borrowings and related authorisations

• Context: Council’s Budget included planned borrowing to support its financial position and capital program, requiring formal Council approval and authorisations for loan processes.
• Details:
  • Meeting: 29 June 2026
  • Borrowing projections (from adopted Budget):
    • Projects that $500,000 will be borrowed during 2026/27
  • Resolution:
    • Approved new loan borrowings of up to $0.5 million in line with the Budget
    • Authorised officers (any two required) to:
      • Negotiate any loan
      • Approve the successful loan facility
      • Execute loan documentation
    • Officers authorised:
      • CEO
      • Director Corporate and Community Services
      • Manager Finance
• Impact: Enables Council to fund planned activities while keeping borrowing within the limits set in the adopted financial plan.
• Next steps:
  • Officers negotiate and secure any loan facility up to $0.5 million during/for the 2026/27 financial year.
  • Loan documentation executed by authorised officers (any two).

Waived 50% of 2026/27 rates for properties classified as Recreational

• Context: Council included a targeted financial assistance measure for properties classified as Recreational for rating purposes, intended to support sporting and recreational clubs.
• Details:
  • Meeting: 29 June 2026
  • Resolution:
    • Under Section 171 of the Local Government Act 1989, Council will waive 50% of the Rates levied for 2026/27 on properties where the property is classified as Recreational for rating purposes
  • Stated objective: Provide financial assistance to sporting and recreational clubs required to pay rates
• Impact: Reduces the rates burden for qualifying recreational properties, supporting community sporting and recreation organisations.
• Next steps:
  • Rates assessment and application of the waiver during the 2026/27 rating process.
  • Ongoing compliance checks to ensure properties meet the Recreational classification criteria.

Referred Avoca River precinct and related submission issues to a future Council report

• Context: The Budget consultation received one (1) submission raising issues about the Avoca River precinct and other matters; some issues were outside Council’s jurisdiction or required coordinated consideration.
• Details:
  • Meeting: 29 June 2026
  • Submission details:
    • One submission addressed matters including:
      • Avoca River precinct
      • Recreation areas
      • Community infrastructure supporting tourism, accessibility, community wellbeing, and economic development
    • The submission raised several issues, some outside Council’s jurisdiction
  • Council resolution:
    • Matters identified to be referred to a future Council report
    • Purpose of future report: Comprehensive consideration of all issues raised and presentation of a coordinated strategy for Council’s review and determination
  • Related resolution language within Budget adoption:
    • A further report to a future Council meeting dealing with issues raised in the budget submission
• Impact: Ensures the concerns raised by the community are not ignored, but are assessed through a structured process with appropriate scope, jurisdiction checks, and coordinated planning.
• Next steps:
  • Preparation of a future Council report to address the Avoca River precinct and related submission issues, including strategy options for Council consideration.

Community Impact

• Residents (all ratepayers): 2026/27 budget adopted with rates set under the Victorian rate cap (2.75%), including specified cents/$CIV for residential, commercial, industrial, farm, and vacant land categories
• Recreational property owners: 50% waiver of rates for properties classified as “Recreational” for 2026/27 to assist sporting and recreational clubs required to pay rates
• Households and businesses (waste services): Waste Facilities/Disposal charges and kerbside garbage/recycling/green waste service charges applied for 2026/27 (including $618 kerbside service charges in Beaufort/Avoca districts and other urban/rural townships)
• Residents in Beaufort & Avoca kerbside districts: Kerbside garbage, recycling and/or green waste collection service charge of $618 for 2026/27
• Residents in other urban townships & rural areas: Kerbside garbage and recycling collection service charge of $618 for 2026/27
• Community infrastructure/amenities (Avoca River precinct & recreation): One public submission considered; issues raised will be referred to a future Council report for coordinated strategy, potentially affecting future planning and investment priorities for the Avoca River precinct, recreation areas, tourism/accessibility, and community infrastructure

Other Notable Items

• Community submission requested action on Avoca River precinct, recreation areas, tourism, accessibility, and infrastructure.
• Council to refer submission issues outside jurisdiction to a future comprehensive report.
• Budget prepared using Victorian rate cap of 2.75%, with financial sustainability and debt management.
• New borrowing planned: $0.5 million; total borrowings projected to change by 30 June 2027.
• Recognition of submitters’ contribution to the budget process and authorisation of formal responses.

Key Decisions & Outcomes

• Receive and consider 2026/27 Draft Budget and 10-year Financial Plan submissions.
• Note compliance with Local Government Act 2020 section 96 for submissions process.
• Confirm no verbal speakers were wishing to speak to submissions.
• Schedule potential budget adjustments following submissions review.
• Formally adopt the 2026/27 Budget and 10-year Financial Plan on 29 June 2026.

Detailed Descriptions

Receive and consider 2026/27 Draft Budget and 10-year Financial Plan submissions

• Context: Council held a Special Meeting to formally receive and consider submissions relating to the Draft 2026/27 Budget and the 10-year Financial Plan, following public exhibition.
• Details:
  • Presenter: Jacinta Erdody, Director Corporate & Community Services
  • Report author: Glenn Kallio, Manager Finance
  • Purpose of the report: to consider and assess both verbal and written submissions relating to the 2026/27 Draft Budget and 10-year Financial Plan
  • Background: Council resolved on Monday 11 May 2026 to place the 2026/27 Draft Budget and 10-year Financial Plan on public exhibition
• Impact: Ensures community input is formally considered before Council makes final budget decisions.
• Next steps: Submissions (received and summarised) are to be considered by Council at this meeting, with any resulting changes progressed after review.

Note compliance with Local Government Act 2020 section 96 for submissions process

• Context: The submissions process must comply with the Local Government Act 2020, including how verbal submissions are heard in relation to written submissions.
• Details:
  • The report explicitly notes compliance with section 96 of the Local Government Act 2020
  • Submission invitation requirements stated:
    • Written submissions due by 5:00 pm on 15 June 2026
    • Verbal submissions to be made at the Special Meeting on 22 June 2026
  • Council action referenced: the Draft Budget and Plan were placed on public exhibition following the 11 May 2026 resolution
• Impact: Provides legal assurance that Council’s budget consultation and hearing process met statutory requirements.
• Next steps: Council records the compliance in the resolution and proceeds to the formal consideration of submissions.

Confirm no verbal speakers were wishing to speak to submissions

• Context: Section 96 requires Council to provide an opportunity for verbal submissions to be heard in relation to written submissions.
• Details:
  • The minutes record: “with no speakers wishing to speak to their submission.”
  • The meeting where verbal submissions were offered:
    • Special Meeting of Council
    • Monday 22 June 2026
    • 6:00 pm
    • Virtual
• Impact: Confirms that the opportunity for verbal submissions was provided, and none were taken up.
• Next steps: Council continues with receiving and considering written submissions (tabled in summary form) and moves toward final budget adoption decisions.

Schedule potential budget adjustments following submissions review

• Context: Council may decide to amend the Draft Budget and/or the 10-year Financial Plan after reviewing submissions.
• Details:
  • The report states: Council may choose to make any adjustments as a result of the submissions
  • Timing for decision/adoption: 29 June 2026 (noted in the report as the date when the budget will be formally adopted)
• Impact: Keeps the budget responsive to community feedback while maintaining a clear decision timeline.
• Next steps: Staff and Councillors review submissions and any issues raised, and prepare any recommended adjustments for consideration ahead of formal adoption.

Formally adopt the 2026/27 Budget and 10-year Financial Plan on 29 June 2026

• Context: After submissions are considered, Council must complete the budget process by adopting the final Budget and 10-year Financial Plan.
• Details:
  • The report indicates formal adoption will occur on 29 June 2026
  • The Special Meeting on 22 June 2026 concluded at 6:07 pm
• Impact: Enables the community and service areas to move forward with approved funding levels and long-term financial commitments.
• Next steps: Proceed to the formal adoption meeting on 29 June 2026, incorporating (if any) adjustments arising from the submissions review.

Community Impact

• Residents (ratepayers): Council will review public submissions and may adjust the 2026/27 Draft Budget and 10-year Financial Plan before formal adoption on 29 June 2026
• Residents (service users): Budget changes resulting from submissions could affect funding levels for local community services delivered in 2026/27
• Residents (community priorities): The final budget may shift spending priorities based on issues raised in written and verbal submissions
• Residents (transparency/accountability): Public exhibition and consideration of submissions increases visibility into how council plans and allocates funds for the next decade
• Residents (communication): Information about where to view the draft documents and how to submit feedback is provided via local newspapers, council customer service centres, and the council website

Other Notable Items

• Community consultation advertised in Pyrenees Advocate and Maryborough District Advertiser, plus Council website.
• Council invited written submissions by 15 June 2026 and verbal submissions on 22 June 2026.
• No conflicts of interest declared by councillors or officers.
• No speakers wished to address their submissions at the meeting.
• Next agenda: budget formally adopted at Special Meeting on 29 June 2026.

Tech & Innovation Notes

• Digital services / online platforms: Council documents were made available via Councils website, and the submission process was provided online (how to view documents and how to submit).
• IT infrastructure / digital communications: Meeting held virtually, with councillors participating “virtual” and a livestream preamble indicating streaming of the council meeting.

Key Decisions & Outcomes

• Deferred endorsement of the 2026 Economic Development and Investment Attraction Strategy
• Continued advocacy for meaningful community benefits from renewable energy proposals
• Noted progress and endorsed next steps for Burke Street Regional Worker Accommodation completion
• Adopted the new Lease and Licence Policy for Council-managed land and buildings
• Published the 2026 Community Satisfaction Survey report and used results for performance review
• Provided in-principle support for a Carranballac insurance lump-sum trust, community-managed rebuild (Option 2B)

Detailed Descriptions

Deferred endorsement of the 2026 Economic Development and Investment Attraction Strategy

• Context: Council considered whether to endorse the draft 2026 Economic Development and Investment Attraction Strategy following a public exhibition period intended to gather community feedback. The item was deferred to allow additional consideration and Councillor input.
• Details:
  • Presenter: Jim Nolan (Chief Executive Officer); Report author: Ray Davies (Manager Economic Development and Tourism).
  • Public exhibition: draft strategy was placed on public exhibit for three weeks, with submissions closing at 9.00 a.m. on 9 June 2026.
  • Strategy update rationale: the previous 2020 “Towards 10,000” strategy was based on data that had become outdated, including emerging trends such as agriculture growth, construction, renewable energy generation, and updated workforce/unemployment/visitor expenditure data.
  • Consultation activities included: 3 meetings with the ETF, 11 community sessions across the Pyrenees Shire, 21 one-on-one conversations, consultation with Traditional Owners, discussions with State Government agencies, a staff workshop, and three Councillor briefings.
  • Development cost: $56,500 (plus GST).
  • Council resolution: deferred the item “so that further consideration can be given to feedback from community and tangible actions that will support economic development with more Councillor input.”
• Impact: Deferring endorsement delays formal adoption of the strategy, but improves the likelihood that the final strategy reflects community feedback and includes clearer, tangible economic development actions with stronger Councillor oversight.
• Next steps:
  • Further review of community submissions and revised strategy content.
  • Additional Councillor input to refine “tangible actions” before the strategy is brought back for endorsement (timing not specified in the minutes).

Continued advocacy for meaningful community benefits from renewable energy proposals

• Context: Council received an update on the final declaration of Renewable Energy Zones (REZ), with the Central Highlands REZ being the only zone impacting Pyrenees Shire. Council reaffirmed its advocacy position to ensure proposals deliver genuine community benefits.
• Details:
  • Key dates/events:
    • Council adopted its Pyrenees Shire Council Position Statement on New Energy Development on 16 June 2025 (to guide advocacy/negotiations/engagement).
    • Council recommitted to the position statement on 8 December 2025, emphasising renewable proposals must show a “clear positive benefit” for the Pyrenees Shire community.
    • On 29 May 2026, the Minister for Energy and Resources formally declared five (5) renewable energy zones in regional Victoria.
  • Community feedback: 40 submissions received regarding the Central Highlands REZ (from community members, local government, industry, and Traditional Owners).
  • Outcome of advocacy: Council’s earlier submission sought to reduce the affected area, resulting in lesser impact and greater certainty for the Pyrenees Shire community and region.
  • Council resolution (carried):
    • Continued advocacy for “more meaningful community benefits associated with renewable energy proposals within Pyrenees Shire.”
• Impact: Reinforces Council’s negotiating stance with VicGrid and government to ensure renewable energy development is paired with substantive, measurable benefits for local residents and communities—not just project delivery.
• Next steps:
  • Ongoing engagement with VicGrid developers and government agencies to ensure community interests are represented and potential impacts are managed (timing ongoing; update cycle not specified).

Noted progress and endorsed next steps for Burke Street Regional Worker Accommodation completion

• Context: Council considered a progress update on the Regional Worker Accommodation Project at Burke Street, Beaufort, funded to deliver 10 houses for key workers. The report also addressed milestone timing challenges and the next steps needed for completion and tenancy readiness.
• Details:
  • Location and project scope:
    • Council-owned land at 26 Burke Street, Beaufort.
    • Build of 10 houses plus required site services and subdivision works.
  • Procurement and approvals timeline:
    • EOI issued in late 2024; Request for Tender submissions closed March 2025.
    • Planning permit for first eight dwellings granted April 2025; endorsed plans received July 2025.
    • Earthworks/compacted fill: Aug–Sept 2025.
    • Construction commenced: October 2025 (footings/subfloor plumbing, sewer infrastructure extension, stormwater installation).
  • Funding requirement: full project completion by 30 September 2026 (Victorian Government funding agreement).
  • Practical completion status as at the meeting:
    • 4 dwellings already achieved practical completion.
    • 3 additional dwellings expected by 30 June 2026.
    • Addresses expected by 30 June 2026:
      • 30 Burke Street (2 bed)
      • 32 Burke Street (2 bed + separate living room / 3rd bed)
      • 34 Burke Street (3 bed)
      • 42 Burke Street (2 bed)
      • 44 Burke Street (2 bed)
      • 46 Burke Street (2 bed)
      • 48 Burke Street (3 bed)
    • Electricity connections:
      • Expected for the 7 dwellings by first week of July 2026 (subject to Powercor electrical services).
      • 40 Burke Street expected to reach practical completion in first week of July.
  • Stage 2 subdivision impacts:
    • 30 Burke Street: unable to receive low-voltage connection due to Stage 2 works (relocation of a high-voltage powerline over part of allotment).
    • 36 & 38 Burke Street: Stage 2 subdivision delays; practical completion projections:
      • 36 Burke Street: mid-July 2026
      • 38 Burke Street: end of September 2026
  • Milestone variation:
    • Original requirement: practical completion of all 10 by 30 June 2026.
    • Variation approved to align interim milestone for two (2) dwellings with overall completion date of 30 September 2026.
    • Formal confirmation received (Attachment: “RDV Letter of Variation SIGNED”).
  • Council resolution (carried):
    • Noted report.
    • Noted approved variation to practical completion milestone to 30 September 2026.
    • Endorsed next steps for completion and tenancy arrangements.
    • Continued receipt of updates as milestones are achieved.
• Impact: Provides Council and the community with confidence that the project remains on track for funding-compliant completion, while clarifying the practical completion and electricity connection sequencing that affects occupancy readiness.
• Next steps:
  • Continue works to achieve practical completion for remaining dwellings (including Stage 2 enabling works).
  • Prepare for tenancy arrangements by engaging an experienced property manager:
    • Initial tender approach for property management did not receive responses; a more direct market approach is planned.
  • Continue reporting to Council as key milestones are achieved (ongoing through to completion).

Adopted the new Lease and Licence Policy for Council-managed land and buildings

• Context: Council considered adoption of a new policy to guide leasing and licensing of Council-managed land and buildings, aiming to maximise community, social, environmental, and economic benefits while providing a consistent framework for fees and categories.
• Details:
  • Presenter/author: Jacinta Erdody (Director Corporate and Community Services).
  • Policy purpose: provide a framework for leasing/licensing Council-owned and managed land and buildings across the municipality.
  • Development approach:
    • Drafted over several months with operational validation to minimise unforeseen implications.
    • Benchmarked against other councils’ Lease and License Policies.
  • Policy scope includes:
    • Council-owned property.
    • Crown land where Council is Committee of Management (CoM).
    • Land leased or licensed by Council for identified purposes.
  • Fee categories and ranges (as outlined in the report):
    • Full community use: $300 to $499 per annum
    • Mixed community use: $500 to $2,499 per annum
    • For-profit community use: $2,500 to $5,000 per annum
    • Commercial use: property valuation and market fee approach
    • Residential tenancy: market advice approach
    • Peppercorn agreements: $1 to $299 per annum (for groups that would not function without Council support)
  • Council resolution (carried):
    • Adopts the Lease and Licence Policy as attached to the report.
• Impact: Creates clearer, consistent decision-making for Council-managed property use, improves access/utilisation for community groups, and establishes transparent fee structures aligned to the type of use and public benefit.
• Next steps:
  • Officers implement the policy framework for future leases and licences of Council-managed land/buildings (effective following adoption; specific commencement date not stated).

Published the 2026 Community Satisfaction Survey report and used results for performance review

• Context: Council received the results of the state-wide Local Government Victoria (LGV) Community Satisfaction Survey and considered how the findings should inform Council Plan performance measures and future improvement priorities.
• Details:
  • Survey administration:
    • Conducted February/March 2026.
    • Pyrenees Shire results benchmarked against the state-wide average and small rural councils average.
  • Response totals:
    • 413 responses total:
      • 317 via telephone
      • 96 via online social media
  • Overall performance:
    • 58 (unchanged from 2025), aligning with the state average and higher than small shire result (53).
  • Top performing areas:
    • Waste management: 74 (up 2)
    • Libraries: 73 (up 3)
  • Lowest performing areas:
    • Maintenance of unsealed roads: 41 (up 2)
    • Sealed local streets: 48 (up 3)
  • Service area movements:
    • Enforcement of local laws and regulations: 63 (up 6)
    • Appearance of public areas: 67 (down 3)
  • Additional insight on rate preferences:
    • 46% of respondents preferred cuts in service when considering rate increases vs cuts.
  • Council resolution (carried):
    • Publish the report on Council’s website.
    • Use results to review Council Plan performance measures where appropriate.
    • Use results to review specific areas for continued improvement.
    • Use local road network results as evidence to support ongoing advocacy for increased critical infrastructure funding.
• Impact: Ensures community feedback directly informs performance management, service improvement planning, and advocacy priorities—particularly for road maintenance and transparency-related concerns.
• Next steps:
  • Publish the report on Council’s website and publicise via media release (publication and communications actions to follow).
  • Apply findings to Council Plan performance measure review and targeted improvement planning.
  • Use road network evidence to support advocacy for critical infrastructure funding (ongoing).

Provided in-principle support for a Carranballac insurance lump-sum trust, community-managed rebuild (Option 2B)

• Context: Following the Streatham–Yalla–Y-Poora Road Fire (January 2026), Council sought direction on how to use insurance funds to restore community facilities at Carranballac Recreation Reserve. Council considered options including “like-for-like” rebuilding versus a lump-sum settlement with a community-managed project.
• Details:
  • Presenter/author: Jim Nolan (Chief Executive Officer).
  • Damage and reserve details:
    • Extensive damage including destruction of the community hall, cricket clubrooms, and more than 150 large old trees.
    • Reserve is Crown land under DEECA control; DEECA appointed a local Committee of Management previously.
  • Recovery planning:
    • Recovery Plan approved by Council in May 2026.
    • Clean-up of damaged buildings arranged by Council with DEECA and local committee approval.
    • Hazardous tree removal completed with community committee support; Disaster Relief Australia supported early tree work.
    • Revegetation planting by community volunteers with Landcare support.
    • Masterplan preparation initiated by the committee.
  • Insurance settlement basis:
    • “Like-for-like” replacement value achieved via insurer market/tender process: ~$1.1M.
    • JLT advised an alternative: lump sum cash settlement to the same value.
  • Tiny Towns grant:
    • Announced 10 June: $50,000 Tiny Towns grant for an interim clubroom rebuild for the Eel Skinners & Duck Pluckers BNS Ball.
    • Council provided a letter of support.
  • Options considered:
    • Option 1: insurer rebuild like-for-like.
    • Option 2A: lump sum to Council; Council-managed project.
    • Option 2B: lump sum to Council; community-managed project.
  • Council resolution (carried) providing in-principle support for Option 2B:
    1. In principle support for a lump sum insurance payment for damaged facilities and retention of funds in trust until required for a new community facility at the reserve.
    2. Enter into an Agreement with the appropriate legal community entity setting responsibilities/expectations for a community-managed project (Option 2B).
    3. Appoint a suitable person to support/coordinate project aspects using funding from the Council Support Fund.
  • Additional operational/financial notes from the report:
    • CPA resolution (4 June) supported lump-sum payout and community rebuild; Council to manage funds and request Council Support Fund for a Project Manager/Coordinator and funding for clean-up/site levelling/plan development.
    • Approval obtained to use up to $450,000 from the Council Support Fund for coordination, engagement, master planning, architectural services, etc. (subject to controls/acquittal).
    • Estimated additional in-kind Council officer time:
      • Option 2B: around $100,000.
    • Estimated timeline for Option 2B: 3+ years; estimated facility cost $2.2M+ exceeding available funds (insurance value).
• Impact: Keeps momentum for fire recovery by enabling a community-led rebuild pathway while Council retains stewardship of insurance funds in a trust arrangement and sets governance expectations through a formal agreement.
• Next steps:
  • Draft and execute a formal agreement with the appropriate community legal entity defining responsibilities and expectations (to be reported back to a future Council meeting).
  • Appoint a suitable coordinator/project support person using Council Support Fund.
  • Progress architect/design and additional funding efforts to enable a staged rebuild over the 3+ year timeframe.

Community Impact

• Pyrenees Shire residents (economic development): Council deferred endorsement of the 2026 Economic Development and Investment Attraction Strategy, delaying implementation of any strategy actions until further councillor input and review of community feedback
• Renewable energy-affected landholders and communities: Central Highlands Renewable Energy Zone declaration will shape where future renewable projects are directed, with VicGrid coordinating development and new rules affecting transmission access and community benefit expectations
• Beaufort residents and nearby neighbours: Regional Worker Accommodation project at 26 Burke Street will proceed with most dwellings reaching practical completion by 30 June 2026, with electricity connections in early July and remaining works extending to mid/late 2026 (including Stage 2 enabling works)
• Beaufort housing/tenancy community: New worker accommodation occupancy permits are expected to follow after handover and compliance, changing local housing availability and potentially increasing demand for nearby services
• Community groups using council land/buildings: Adoption of the Lease and Licence Policy introduces structured fee categories (including higher fees for commercial/for-profit use and peppercorn agreements for supported groups), affecting costs and access for sporting, community, and commercial users
• Carranballac Recreation Reserve community: Council will support a community-managed rebuild using a lump-sum insurance payment held in trust (Option 2B), enabling an extended 3–5 year restoration timeline and requiring a formal agreement and appointment of a project coordinator to deliver the new community facility

Other Notable Items

• Community feedback themes informed the draft Economic Development Strategy; councillors deferred endorsement for more input.
• Renewable Energy Zone update: 40 submissions received; Pyrenees Shire remains impacted by Central Highlands REZ.
• Regional Worker Accommodation project: Burke Street houses progressing; electricity connection sequencing affects practical completion timing.
• Carranballac Recreation Reserve fire recovery: Tiny Towns grant ($50,000) for interim clubrooms announced 10 June.
• Community Satisfaction Survey: lowest scores for unsealed roads (41) and sealed streets (48); roads advocacy supported.

Tech & Innovation Notes

• Digital services / online platforms

  • Public virtual livestream of the council meeting (virtual attendance).
  • Councillor activity items conducted “Online” (e.g., council briefings and committee meetings).
  • Community Satisfaction Survey responses received via online social media (96 responses).

• IT infrastructure / cybersecurity

  • None mentioned.

• Smart city initiatives

  • None mentioned.

• Tech community (hackerspaces/startups/innovation)

  • None mentioned.

• Digital transformation projects

  • None explicitly mentioned (aside from online survey participation and livestreaming).

• Other technology-adjacent infrastructure

  • Renewable Energy Zone (REZ) enabling VicGrid to coordinate development and manage network access rules (energy grid infrastructure, not IT).

Key Decisions & Outcomes

• Place Draft 2026 Economic Development and Investment Attraction Strategy on public exhibition.
• Endorse Central Highlands Resilient Agriculture recommendations aligned with 2026 Economic Development Strategy.
• Endorse Draft Pyrenees Domestic Animal Management Plan 2026–2029 for public exhibition.
• Support $3m Federal Black Spot roundabout at Eurambeen–Streatham/Mt William intersection.
• Commit to funding any Black Spot overspend via Roads to Recovery and seek Ararat Rural City support.
• Accept CEO Jim Nolan’s resignation; interim CEO to be appointed pending new CEO recruitment.

Detailed Descriptions

Place Draft 2026 Economic Development and Investment Attraction Strategy on public exhibition

• Context: The Pyrenees Shire’s previous Economic Development Strategy (“Towards 10,000”, adopted in 2020) is due for update due to outdated data and emerging economic trends. A draft 2026 strategy has been developed through desktop research and consultation and is now ready for community feedback.
• Details:
  • Council decision (Item 12.1.1, Ordinary Meeting of Council held 18 May 2026) to place the Draft 2026 Economic Development and Investment Attraction Strategy on public exhibition.
  • Exhibition period: three (3) weeks.
  • Purpose: to seek community feedback and incorporate changes before final endorsement.
  • Development process (commenced October 2025): desktop research, extensive consultation (including an Economic Task Force of 10 business leaders), and refinement of the draft based on ETF feedback.
  • Future review timing: strategy will be reviewed again in the second half of 2027 after August 2026 Census data is available and to reflect major infrastructure developments (e.g., Western Renewable Link, Beaufort Highway Bypass).
  • Cost to develop the strategy: $56,500 (plus GST).
• Impact: Provides residents and stakeholders another opportunity to influence the Shire’s economic priorities, ensuring the strategy reflects current realities (agriculture, housing, tourism, value-adding, and workforce needs) before final adoption.
• Next steps:
  • Draft strategy is exhibited for three weeks following the 18 May 2026 meeting.
  • Officers incorporate public feedback changes as needed.
  • Council will present the strategy for endorsement once final changes are made.

Endorse Central Highlands Resilient Agriculture recommendations aligned with 2026 Economic Development Strategy

• Context: The Central Highlands Region developed a “Resilient Agriculture Report” through joint funding and regional partnership work to strengthen drought and climate resilience for agriculture. Council is asked to endorse the recommendations, particularly where they align with Pyrenees’ 2026 Economic Development Strategy.
• Details:
  • Council decision (Item 12.1.2, Ordinary Meeting of Council held 18 May 2026): Council endorses the recommendations in the Central Highlands Resilient Agriculture Report.
  • Report context:
    • Joint funding through the Commonwealth Future Drought Fund and Agriculture Victoria.
    • Delivered by Commerce Ballarat (appointed by Victorian Government) with Pyrenees Shire Council as project management lead.
    • Research delivered by CERDI (Centre for E-research and Digital Innovation), Federation University.
    • Steering committee meetings occurred four times between July 2025 and February 2026.
  • Recommendations endorsed (7 total), including:
    1. Continue promotion of the CHDRP and key resources to farmers.
    2. Councils take coordinated, long-term leadership; advocate for farmers and support trusted information.
    3. Identify and promote grant/funding opportunities for climate adaptation.
    4. Strengthen regional water security via coordinated, trusted water governance information.
    5. Promote business and financial security messaging tied to economic gains.
    6. Promote climate change information plus access to support services (including mental health and financial hardship).
    7. Prioritise liveability, agriculture, and agritourism opportunities.
  • Alignment statement: recommendations are noted as already aligning with objectives of the draft 2026 Economic Development and Investment Attraction Strategy, subject to council resource constraints.
• Impact: Strengthens regional agricultural resilience and helps align Pyrenees’ economic development efforts with climate adaptation, water security, and farm business sustainability—supporting jobs and township stability.
• Next steps:
  • Collaborate with regional organisations including Central Highlands Regional Partnership, Grampians RDA, and GBAC to implement actions of regional importance.
  • Implementation will occur according to available officer time and budget and each council’s prioritisation.

Endorse Draft Pyrenees Domestic Animal Management Plan 2026–2029 for public exhibition

• Context: Under the Domestic Animals Act 1994, councils must review and update their Domestic Animal Management Plan every four years. The current plan (2022–2025) is nearing completion and a draft 2026–2029 plan has been prepared for community consultation.
• Details:
  • Council decision (Item 12.2.1, Ordinary Meeting of Council held 18 May 2026): Council endorses the Draft Domestic Animal Management Plan 2026–2029 for public exhibition.
  • Public exhibition period: 1 June 2026 to 31 July 2026.
  • Compliance deadline: the plan must be submitted to DEECA by December 2026.
  • Plan focus areas:
    • Responsible pet ownership
    • Public safety and nuisance reduction
    • Animal welfare outcomes
    • Effective compliance and enforcement
  • Proposed consultation methods:
    • Website page and survey
    • Media release
    • Drop-in sessions at Pyrenees Resource Centres (Beaufort/Avoca) in June/July 2026
    • “Community Opportunity” at Pyrenees markets (Beaufort/Avoca) in June/July 2026
    • Social media posts and public notices
• Impact: Improves community safety and animal welfare outcomes by enabling residents to shape the next four-year domestic animal management framework, including practical compliance and enforcement priorities.
• Next steps:
  • Conduct public exhibition and consultation during June–July 2026.
  • Consider feedback and prepare the plan for final adoption after consultation.
  • Submit the final plan to DEECA by December 2026.

Support $3m Federal Black Spot roundabout at Eurambeen–Streatham/Mt William intersection

• Context: The intersection of Eurambeen–Streatham Road and Mt William Road (Stoneleigh) is identified as a high-risk location following a fatal crash in November 2025. Initial Black Spot funding was announced for a “staggered T-intersection”, but Council is seeking support for a safer roundabout outcome.
• Details:
  • Council decision (Item 12.2.2, Ordinary Meeting of Council held 18 May 2026):
    • Supports the improved safety outcome for a roundabout to be constructed/funded by the Federal 2026/27 Black Spot program.
    • Federal Black Spot funding amount: $3,000,000.
    • Location: Eurambeen–Streatham Road and Mt William Road intersection, Stoneleigh.
  • The report notes the roundabout is preferred over the “staggered T-intersection” due to:
    • Higher crash reduction factor (65% for roundabout vs 30% for staggered T).
    • Similar roundabout treatment being constructed further south at Glenelg Highway / Eurambeen–Streatham Road.
    • Considerations for larger vehicles (including 36.5m long trucks) and future traffic growth.
  • Engineers estimate for the roundabout: $3 million, including project management/design/investigations, land acquisition contingency, construction costs, and contingency (with staging to reduce cost/time impacts).
• Impact: If implemented, the roundabout is expected to significantly reduce serious crashes and improve safety for all road users, particularly heavy vehicle traffic using this strategic route.
• Next steps:
  • Seek/confirm Federal Black Spot approval for the roundabout funding at the $3m level.
  • Undertake further preliminary investigations if funding is approved (environmental, cultural heritage, design, and potential land acquisition).

Commit to funding any Black Spot overspend via Roads to Recovery and seek Ararat Rural City support

• Context: Federal Black Spot funding has a maximum cap of $3 million, and there were concerns that the roundabout option may require additional funding beyond the cap. Council is asked to commit to covering any overspend and to seek partner support.
• Details:
  • Council decision (Item 12.2.2, Ordinary Meeting of Council held 18 May 2026):
    • Commit to funding any financial amount beyond the maximum $3 million Federal Black Spot funding cap.
    • Funding source for overspend: Federal Roads to Recovery Program.
    • Seek support from Ararat Rural City Council.
  • Asset responsibility context:
    • The intersection is managed by Pyrenees Shire Council under a boundary road agreement with Ararat Rural City Council, which owns 50% of the assets.
    • Engineering teams have been working together with initial support provided; additional supporting funding was not required at the time of the report because the project was expected to be fully funded under Black Spot.
  • Council also resolved to work with the community to keep members informed about project progress.
• Impact: Reduces risk to Council finances and helps ensure the safety upgrade can proceed even if the project cost exceeds the Federal cap—while also engaging the asset co-owner (Ararat Rural City Council).
• Next steps:
  • If the Federal program confirms the roundabout but not within the $3m cap, Council will activate Roads to Recovery funding arrangements for the overspend.
  • Continue seeking formal support from Ararat Rural City Council.
  • Provide community updates on project information and progress.

Accept CEO Jim Nolan’s resignation; interim CEO to be appointed pending new CEO recruitment

• Context: Council considered a confidential contract employment matter relating to CEO Jim Nolan. The Mayor reported that Nolan has tendered his resignation due to retirement.
• Details:
  • Council action occurred during the confidential section of the Ordinary Meeting of Council on 18 May 2026 (Item 15.1 – Contract Employment Matter).
  • Resignation accepted by Council.
  • Interim CEO appointment: an interim CEO will be appointed while recruitment of a new CEO is undertaken.
  • CEO end date: Friday 10 July (last day).
  • Tenure note by Mayor: Nolan dedicated 11½ years to Pyrenees Shire Council.
• Impact: Ensures continuity of leadership through an interim appointment while recruitment proceeds, while formally transitioning governance arrangements ahead of the CEO’s departure.
• Next steps:
  • Appoint an interim CEO (pending new CEO recruitment).
  • Conduct recruitment for a new permanent CEO following Nolan’s last day (10 July 2026).

Community Impact

• Residents of Willoby Street, Beaufort: Ongoing sewer works causing driveway access obstruction (potentially up to several weeks) and associated safety/emergency access risks while traffic/power plant vehicles are positioned near the property
• Road users near Eurambeen–Streatham Road / Mt William Road (Stoneleigh): Construction of a roundabout (instead of the planned staggered T-intersection) with temporary traffic management and short road closures during works
• Pyrenees Shire residents (general): Public exhibition period for the Draft 2026 Economic Development and Investment Attraction Strategy (3 weeks) enabling community feedback that may shape future economic/tourism priorities and actions
• Pet owners and animal management stakeholders (general): Draft Domestic Animal Management Plan 2026–2029 placed on public exhibition (1 June–31 July 2026), potentially leading to updated local laws/orders and increased compliance/enforcement (e.g., registrations, desexing/microchipping, off-leash/cat curfew measures)
• Farmers and agribusinesses across the Central Highlands/Pyrenees region: Adoption/implementation of recommendations from the Central Highlands Resilient Agriculture project, influencing regional drought/climate resilience support, water-security information, and access to grants and trusted industry resources
• Beaufort and other affected communities (food, pools, wastewater, caravan parks): Continued regulatory inspections and compliance activities (e.g., onsite wastewater plan inspections, pool water testing, caravan park registration timing changes by 1 August 2026) affecting business operations and compliance requirements

Other Notable Items

• Public raised urgent access/safety concerns about major sewer works at 15 Willoby Street.
• Community questioned training compliance requirements for council and external trainers.
• Planning & Development update: Pyrenees Planning Scheme Amendment C52 flood controls to begin consultation early June.
• Blackspot intersection proposal: community feedback after fatal crash; roundabout sought over staggered T-intersection.
• CEO Jim Nolan resignation accepted; interim CEO to be appointed and new CEO recruitment underway.

Tech & Innovation Notes

• Public livestream/virtual viewing of the Council meeting (online streaming)
• Use of digital communication channels for community engagement and requests (e.g., social media posts, text messages, “other communication channels” for follow-ups)
• “Property Info Cert” issuance (digital/administrative property information service)
• Tobacco Test Purchasing Program using trained minors (compliance initiative involving structured testing)
• Domestic Animal Management Plan consultation via digital channels (website page + survey; social media posts)
• Economic Development and Investment Attraction Strategy development with structured consultation (Economic Task Force; community sessions; one-on-one conversations) and public exhibition process
• Central Highlands Resilient Agriculture project involving “desktop review” and research by Federation University’s Centre for E-research and Digital Innovation (CERDI) (digital research/innovation involvement)

Key Decisions & Outcomes

• Endorsed release of Draft 2026/27 Budget and Draft 10-year Financial Plan for consultation
• Approved public notice of intention to adopt draft Budget at 29 June 2026 meeting
• Set public submission period for Budget proposals ending 15 June 2026
• Approved process for submitters to request to speak at 22 June 2026 meeting
• Confirmed no public consultation required for the existing four-year Revenue and Rating Plan
• Scheduled community engagement and adoption timeline for Budget by 30 June 2026

Detailed Descriptions

Endorsed release of Draft 2026/27 Budget and Draft 10-year Financial Plan for consultation

• Context: Council considered a report from the Director Corporate and Community Services to place the draft Budget and draft 10-year Financial Plan on public exhibition, in line with the Local Government Act 2020 and Council’s Community Engagement Policy.
• Details: At the Special Meeting of Council on 11 May 2026 (Presenter: Jacinta Erdody, Report Author: Glenn Kallio; File No: 32/08/18), Council endorsed release for consultation of:
  • Draft Budget 2026/27
  • Draft 10-year Financial Plan covering 2026/27 to 2035/36
  • The draft documents were to be made publicly available for consultation following endorsement.
• Impact: This enables community members to review Council’s proposed spending, service delivery approach, and long-term financial sustainability assumptions before Council makes its final adoption decisions.
• Next steps: The endorsed drafts are progressed into the public notice and submission process (public exhibition and written submissions), culminating in Council’s adoption decision by 30 June 2026.

Approved public notice of intention to adopt draft Budget at 29 June 2026 meeting

• Context: Council needed to formally notify the community of its intention to adopt the draft Budget and related 10-year Financial Plan at a specific meeting date.
• Details: Council approved public notice stating Council’s intention to adopt the draft documents at a meeting to be held at:
  • 6:00pm, Monday 29 June 2026
  • The decision was made at the 11 May 2026 Special Meeting of Council.
• Impact: Provides certainty to residents and submitters about when Council will consider and potentially adopt the Budget proposals, supporting transparency and preparedness for engagement.
• Next steps: Following this notice approval, Council proceeds with advertising the consultation and submission arrangements leading up to the June meetings.

Set public submission period for Budget proposals ending 15 June 2026

• Context: Council determined the consultation window during which residents could provide written feedback on the draft Budget and draft 10-year Financial Plan.
• Details: Council approved public notice seeking submissions on the proposals contained in the draft documents, with written submissions accepted for 28 days, ending:
  • 5:00pm, Monday 15 June 2026
  • The report also referenced the consultation period as Tuesday 12 May 2026 until 9:00am Wednesday 10 June 2026 for public exhibition/invitation purposes, while the formal submission deadline in the resolution is 5:00pm Monday 15 June 2026.
• Impact: Establishes a defined timeframe for community input, ensuring Council can receive and consider submissions before the adoption meeting.
• Next steps: Submissions are received up to the deadline, then Council considers all submissions prior to adopting the Budget (with a special meeting scheduled for 22 June 2026 to adopt with or without amendment, and adoption required by 30 June 2026).

Approved process for submitters to request to speak at 22 June 2026 meeting

• Context: Council approved a mechanism for people who submit written comments to also present their views verbally to Councillors.
• Details: Council approved public notice that any person wishing to be heard must:
  • Indicate in their written submission that they wish to appear before the scheduled Council Meeting on Monday 22 June 2026
  • They may verbally present their submission either personally or via a person acting on their behalf
• Impact: Strengthens community participation by allowing submitters to clarify points, respond to questions, and directly communicate their priorities to Council.
• Next steps: Council will hold the 22 June 2026 Special Meeting to hear verbal submissions (where requested) and consider proposals within financial constraints and strategic alignment.

Confirmed no public consultation required for the existing four-year Revenue and Rating Plan

• Context: Council reviewed whether the Revenue and Rating Plan needed public comment as part of the Budget consultation requirements.
• Details: The minutes state:
  • The Revenue and Rating Plan was adopted for a four-year period
  • No proposed changes are included to the four-year plan
  • Therefore, there is no requirement to put this Plan out for public comment
• Impact: Reduces unnecessary consultation duplication while keeping focus on the Budget and 10-year Financial Plan proposals that are actively being exhibited for feedback.
• Next steps: Council proceeds with consultation on the Draft Budget 2026/27 and Draft 10-year Financial Plan, without additional consultation for the existing four-year Revenue and Rating Plan.

Scheduled community engagement and adoption timeline for Budget by 30 June 2026

• Context: Council needed to align community engagement activities with statutory requirements to adopt the Budget by the end of the financial year.
• Details: The approved engagement/adoption pathway described in the report and resolution includes:
  • Draft documents made available for public exhibition and submissions invited (with public notice and engagement promoted via digital/social media, print media, broadcast media, face-to-face engagement, and direct communications).
  • Written submissions accepted until 5:00pm Monday 15 June 2026
  • Submitters can request to speak at the 22 June 2026 Council meeting by indicating in their written submission
  • Council will hold a Special Meeting on 22 June 2026 to consider adoption of the draft Budget and 10-year Financial Plan with or without amendment
  • Council must adopt the 2026/27 Budget by 30 June 2026
  • A public notice was approved for the intention to adopt at 6:00pm Monday 29 June 2026
• Impact: Creates a clear, time-bound process for community input and Councillor consideration, supporting transparency and compliance with statutory deadlines.
• Next steps: Community engagement runs through the submission period, verbal presentations occur at 22 June 2026 (for those who requested), and Council finalises adoption by 30 June 2026.

Community Impact

• Ratepayers (all property owners): Draft 2026/27 budget and 10-year financial plan set up potential changes to council rates, with the overall general rate revenue capped at 2.75% (individual property changes may differ due to annual revaluations)
• Residents: Ongoing review of services and delivery methods to maintain financial sustainability may lead to changes in service levels and/or prioritisation of spending over the next 10 years
• Community groups and service users: Budget planning may affect funding availability for community services and key projects, depending on what Council prioritises after submissions
• All residents: Public exhibition period (12 May 2026 to 10 June 2026) provides an opportunity to submit feedback and request to speak, influencing what Council adopts in June
• Residents who want to be heard: Opportunity to present submissions verbally at a Council meeting (scheduled for 15 June 2026, with final adoption considered 22 June 2026)
• Local residents accessing documents: Draft budget and financial plan will be made available at council customer service centres and online, increasing transparency and access to proposed council spending and plans

Other Notable Items

• Community engagement planned for Draft 2026/27 Budget and 10-year Financial Plan submissions.
• Rate cap set at 2.75% noted; individual property rate changes may vary due to revaluations.
• Ongoing economic pressures: rising construction, materials, insurance, utilities, salaries, and service delivery costs.
• Future agenda: Special Council meeting on 22 June 2026 to adopt draft Budget and 10-year plan.
• Public notice scheduled for 29 June 2026 council meeting regarding draft Budget adoption intention.

Tech & Innovation Notes

• Mentions of digital services/online platforms: Draft Budget and 10-year Financial Plan to be made available “via Council’s website” and promoted through “Pyrenees Shire Council Digital and Social Media Channels.”

Key Decisions & Outcomes

• Endorsed 2026/27 Beaufort Lake Caravan Park fees and charges (CPI-based).
• Approved draft 2026 Streatham Fire Recovery Plan and 3-month status update.
• Adjusted Council Plan 2025–2029 initiative timing due to fire and funding constraints.
• Appointed interim Municipal Emergency Management Officer (MEMO) and Deputy MEMO.
• Adopted road name “Marilyn Rise” and referred for gazettal with Registrar.
• Extended insurance coverage for State-owned assets with volunteer committees to 2026/27.

Detailed Descriptions

Endorsed 2026/27 Beaufort Lake Caravan Park fees and charges (CPI-based)

• Context: Council considered updated site fees for Beaufort Lake Caravan Park for the 2026/27 financial year to reflect rising operating costs.
• Details:
  • CPI basis: Consumer Price Index (CPI) at February 2026 = 3.7%
  • Current vs proposed 2026/27 site fees:
    • Unpowered Site: $30.00 → $30.00
    • Powered Site: $40.00 → $42.00
    • Ensuites: $45.00 → $47.00
    • Budget Cabin: $95.00 → $98.00
    • Standard Cabin: $120.00 → $125.00
    • Deluxe Cabin: $135.00 → $140.00
    • Premium Cabin: $145.00 → $150.00
    • DDA 2 BR: $145.00 → $150.00
    • Studio Cabin: $120.00 → $125.00
    • Duplex: $145.00 → $150.00
  • Additional CPI application proposed for:
    • Annual sites
    • Permanent residents
  • Meeting date: 20 April 2026
• Impact: Maintains competitive pricing while ensuring the park can cover increased overheads, wages, and materials/services costs—supporting continued service delivery for visitors and residents.
• Next steps:
  • Fees and charges will be implemented for the 2026/27 financial year following Council endorsement.

Approved draft 2026 Streatham Fire Recovery Plan and 3-month status update

• Context: Council approved a draft recovery plan for the January 2026 Streatham scrub/grassfire to guide recovery activities for impacted communities.
• Details:
  • Fire details:
    • Location: Yalla-Y-Poora Road, Streatham
    • Fire start date: 9 January 2026
  • Council action (20 April 2026):
    • Approved the draft Fire Recovery Plan (circulated separately for councillors)
    • Required that a status update on the Fire Recovery Plan be brought back to Council in 3 months’ time
  • Plan positioning:
    • Council’s Recovery Plan operates alongside the Economic and Community Recovery Network Recovery Action Plan
  • Meeting date: 20 April 2026
• Impact: Provides a structured, agency-aligned framework for recovery and allows Council to adapt actions as needs and funding availability change.
• Next steps:
  • Bring a Fire Recovery Plan status update to the next Council meeting scheduled approximately 3 months after 20 April 2026.

Adjusted Council Plan 2025–2029 initiative timing due to fire and funding constraints

• Context: Council reviewed delivery progress for the Council Plan 2025–2029 and identified that the January 2026 Streatham Fire and lack of secured funding required timing adjustments.
• Details:
  • Legislative basis: Review under s90 of the Local Government Act 2020
  • Drivers for change:
    • January 2026 Streatham Fire diverted officer resources to recovery (reduced capacity for business-as-usual delivery)
    • Some 2025/26 initiatives depended on funding that was not secured
    • Financial sustainability constraints requiring operational savings (including potential non-mandatory service review in 2026/27)
  • Council decision (20 April 2026):
    • Acknowledged external factors (fire and funding constraints)
    • Resolved to adjust timing of initiatives that would be partially delivered or deferred
    • Continued requirement for quarterly progress updates on 2025/26 initiatives
  • Meeting date: 20 April 2026
• Impact: Improves delivery realism and accountability by aligning planned initiatives with available resources, while maintaining transparency through quarterly updates.
• Next steps:
  • Officers to provide quarterly progress updates on 2025/26 initiatives.
  • Updated initiative timing to be reflected in delivery planning as per the attached review report.

Appointed interim Municipal Emergency Management Officer (MEMO) and Deputy MEMO

• Context: Council needed to re-appoint the mandated MEMO role due to changes in the officer holding the governance position previously appointed as MEMO.
• Details:
  • Legislative requirement: Emergency Management Act 2013
    • Section 59: Council must appoint one or more Municipal Emergency Management Officers (MEMO)
  • Previous appointment: At the 20 August 2024 meeting, Council appointed the Manager Governance & Performance as MEMO.
  • Interim appointment rationale:
    • Newly appointed officer had not yet received appropriate MEMO training
    • Proposed temporary transfer of the role to maintain continuity
  • Council decision (20 April 2026), effective immediately:
    • MEMO: Director Assets and Development Services
    • Deputy MEMO: Risk Management Coordinator
  • Conflict of interest: Douglas Gowans declared a direct conflict and left the meeting at 6:37pm, returning at 6:39pm
• Impact: Ensures legislative compliance and continuity of municipal emergency management planning and coordination for the Pyrenees Shire.
• Next steps:
  • Interim MEMO/Deputy MEMO arrangements to continue until the governance officer is appropriately trained and able to assume the role (as implied by the interim rationale).

Adopted road name “Marilyn Rise” and referred for gazettal with Registrar

• Context: Council finalised the naming process for an unnamed road in Amphitheatre following community consultation and assessment against naming principles.
• Details:
  • Road location: Unnamed road connecting Johnsons Road and Andersons Road, Amphitheatre
  • Consultation history:
    • Initial consultation: October 2023 (limited submissions; Marilyn Rise identified as preferred)
    • Second round: April 2024 (one objection received in May 2024; assessed as not meriting)
  • Additional confirmation:
    • March 2026: consent provided by Marilyn’s family for use of the commemorative name
  • Council decision (20 April 2026):
    • Adopted the name “Marilyn Rise”
    • Forwarded a report to the Registrar of Geographic Names for consideration and gazettal
  • Meeting date: 20 April 2026
• Impact: Improves community safety and service delivery by enabling accurate emergency service location identification and correct addressing for residents and mail.
• Next steps:
  • Registrar gazettal process following Council’s referral (name becomes official upon gazettal).

Extended insurance coverage for State-owned assets with volunteer committees to 2026/27

• Context: Council considered how to support volunteer committees managing State-owned community assets, balancing earlier intent to hold the State accountable with practical insurance coverage needs.
• Details:
  • Background:
    • March 2026 decision deferred insurance for 2026/27 pending clarification from the insurer about whether claims are covered and what documentation is required
  • Insurer clarification (summary):
    • Coverage depends on whether Council has responsibility for insuring the asset
    • Where Council insures the building and the asset is on Council’s asset register/policy schedule, Council can lodge a claim under its policy
  • Council decision (20 April 2026):
    • Extended insurance coverage to State Government properties with volunteer committees appointed to include 2026/27
    • Authorised officers to proceed with other documented options to achieve sustainable coverage models beyond 2026/27
    • Ensured that any insurer change continues to provide the same coverage for State-owned assets Council deems appropriate to continue insuring and to retain on the insurance register
  • Meeting date: 20 April 2026
• Impact: Reduces risk of uninsured community assets during 2026/27 and provides time to develop longer-term, financially sustainable insurance arrangements with State-appointed committees.
• Next steps:
  • Officers to continue working on medium/long-term insurance solutions (including engagement with State committees and sector bodies).
  • Procurement Australia tender process underway to test broader market policy options and potential savings.

Community Impact

• Caravan park visitors and nearby residents: 2026/27 Beaufort Lake Caravan Park fees increase (powered sites +$2, ensuites +$2, cabins +$3–$5, and CPI increases to annual sites/permanent residents), affecting accommodation costs and demand
• Streatham/Yalla-Y-Poora residents: Council-approved draft Fire Recovery Plan for the 9 January 2026 scrub/grassfire, with recovery actions and services planned for impacted communities over coming months (subject to available funding)
• All Pyrenees Shire residents: Council will adjust the timing of Council Plan 2025–2029 initiatives due to the January Streatham Fire and budget constraints, potentially delaying or deferring some services/projects
• Residents and emergency services in Amphitheatre: Unnamed road will be officially named “Marilyn Rise,” requiring readdressing (or secondary addresses) for one property to improve emergency response and mail delivery accuracy
• Volunteer committee-managed community asset users: Council extends insurance coverage for State-owned properties with volunteer committees for 2026/27, reducing near-term risk for committee-managed facilities while longer-term insurance models are worked through
• Pool users (Beaufort, Avoca, Landsborough): Council’s swimming pool service delivery options review begins ahead of the Belgravia Leisure contract expiry on 30 Aug 2026, which may change future operating arrangements, maintenance priorities, and program delivery for the 2026–27 season

Other Notable Items

• Public raised concerns about Deputy Mayor role amid tight budgets and requested clearer council responses.
• Public reported councillor phone connectivity issues; councillors linked it to security network and regional coverage.
• Draft Economic Development Strategy expected for Council review in May, then public exhibit.
• Fire Recovery Plan for Streatham approved; status update scheduled in three months.
• Pool season update: Belgravia contract ends 30 Aug 2026; independent options review underway.

Tech & Innovation Notes

• Virtual meeting/livestream access for members of the public (streaming preamble; “view the meeting virtually via the livestream”).
• Digital connectivity / telecommunications upgrades:
  • NBN fixed wireless tower (Waterloo) live; additional fixed wireless towers (Lexton, Landsborough, Skipton) live.
  • Fibre-to-the-Premises (FTTP) upgrades available in Avoca and Beaufort.
  • Anticipated low-orbit satellite service launch mid-2026.
  • NBN community engagement session (BBQ) to inform residents about upgrades.
• Online platform integrations for tourism/events:
  • Visit Pyrenees website upgrade integrating with the Australian Tourism Data Warehouse (ATDW) to auto-populate “What’s On” calendar/app.
  • ATDW listings expanding reach to tourism platforms (e.g., Visit Victoria, Tourism Midwest Victoria, Visit Ballarat, Ballarat in the Know).
• Digital marketing/analytics:
  • Social media performance reporting (Facebook/Instagram reach, page visits, followers, paid ad reach).
  • Website user statistics and top pages/posts.
• IT/communications and connectivity issues discussed:
  • Councillor phone/message connectivity problems and “safety networks”/security considerations affecting work off satellite.
• Use of online/remote participation in council-related activities:
  • Councillors attending meetings “online” (e.g., MAV Delegate Connect Session, GBAC Committee Meeting, RCV Committee Meeting).
• Digital/online data tools referenced:
  • Use of “Remplan” web/app data sources for population, building approvals, and business counts (links to app.remplan.com.au).
• Digital services mentioned in finance operations:
  • Rate collection outreach using email, text messages, and phone calls (outsourced third-party process).

Key Decisions & Outcomes

• Replant Tanwood Avenue of Honour with Oak or Ash; fund via 2026/27 budget bid.
• Allocate $20,000 budget bid for Burnbank Creek Lexton flood mitigation works.
• Provide $10,000 in 2026/27 budget contribution to the Links Across the Divide biodiversity study.
• Extend kerbside bin collection contract to 30 June 2027; prepare in-house cost estimate for 2027 tender.
• Commence 2025/26 building renewals: Snake Valley Hall toilets and Landsborough Pool amenities.
• Adopt Walker Street road name and forward to Geographic Names Victoria for approval.

Detailed Descriptions

Replant Tanwood Avenue of Honour with Oak or Ash; fund via 2026/27 budget bid

• Context: The Tanwood Avenue of Honour was established in 1924 and flowering gums planted in 2022 have failed after unusually heavy frosts in October 2024. Community concern prompted investigation into more frost-tolerant replacement species.
• Details:
  • Location: Tanwood Avenue of Honour (Tanwood).
  • Proposed species: Oak or Ash (community survey majority preference; specifically mentioned: Pin Oak and Claret Ash).
  • Planting window: May to October.
  • Estimated full project cost: $32,000 (includes tree purchase, planting, staking/protection, and two years of watering; watering is ~49% of cost).
  • Current budget reference: Council’s 2025–26 Avenue of Honour maintenance budget is $15,000 (used for all avenues across the Shire), so additional funding is required.
  • Funding approach: Put funding to complete the project forward as a 2026/27 budget bid for Council consideration.
  • Community support: Engage a local community group to assist with planting and maintenance, with funding provided to the group for assistance.
• Impact: Restores the Avenue of Honour’s amenity and long-term asset value, improving community pride and ensuring a more resilient planting outcome after frost-related tree loss.
• Next steps:
  • Develop a replacement plan for Oak/Ash.
  • Submit the funding request as part of the 2026/27 budget bid process.
  • Identify and engage a local community group for planting/maintenance support (with funding).

Allocate $20,000 budget bid for Burnbank Creek Lexton flood mitigation works

• Context: Council is progressing flood mitigation actions for Burnbank Creek in Lexton, including removal of woody weeds and regrowth to improve flood performance and reduce obstructions.
• Details:
  • Location: Burnbank Creek, Lexton.
  • Background trigger: 18 August 2025 Council resolution to support removal of non-native and potential removal of native regrowth vegetation annually within available funding, and to seek appropriate permissions.
  • Regulatory status:
    • Works on Waterways Permit obtained from North Central CMA.
    • Djaara advice indicates the works are likely an Advisory activity under Schedule 3 of the LUAA; written comments are being sought from Djaara before works commence.
  • Scope: Removal of woody weeds and regrowth in a 200-metre section, with consideration for retention/protection of large native trees and native understory, plus erosion control and post-works restoration/replanting where applicable.
  • Funding requirement: $20,000 (no funding source secured yet).
  • Decision: Support the $20,000 amount as a 2026/27 budget bid in the absence of suitable external funding.
• Impact: Improves community flood resilience and creek health while supporting biodiversity through targeted, managed vegetation removal and restoration.
• Next steps:
  • Seek/confirm any required written comments from Djaara before works commence.
  • Include the $20,000 as a 2026/27 budget bid for Council consideration.
  • Proceed with planning/implementation if funding is approved.

Provide $10,000 in 2026/27 budget contribution to the Links Across the Divide biodiversity study

• Context: Pyrenees Shire has been invited to partner in a regional biolinks study to identify priority habitat corridors and improve biodiversity outcomes across the Central Victorian Uplands.
• Details:
  • Project: Links Across the Divide (formerly Connectivity for Central Victorian Uplands).
  • Lead/undertaker: Arthur Rylah Institute for Environmental Research.
  • Participating councils: City of Ballarat (inviting/partnering), Moorabool, Golden Plains, Hepburn, and Pyrenees Shire.
  • Study area: Approximately 10,461 square kilometres including southern/central western parts of Pyrenees Shire.
  • Species focus includes: Agile Antechinus, Echidna, Koala, Brush-tailed Phascogale, Grey Shrike Thrush, White-eared Honeyeater, Black Rock Skink, Blotched Bluetongue, White-lipped Snake.
  • Decision: Provide $10,000 in the 2026/27 budget as a proportional contribution.
• Impact: Strengthens regional biodiversity planning by producing mapping outputs and implementation guidance, improving planning scheme decision-making and habitat protection/restoration targeting.
• Next steps:
  • Confirm Pyrenees Shire’s participation and contribution in the 2026/27 budget.
  • Continue coordination with City of Ballarat and the Arthur Rylah Institute for delivery of the study.

Extend kerbside bin collection contract to 30 June 2027; prepare in-house cost estimate for 2027 tender

• Context: Council’s kerbside bin collection service is currently delivered under contract by a private provider. Council is also considering whether an in-house option could be viable in the longer term.
• Details:
  • Current contracted service coverage: ~4,050 properties across ~2,000 km of predominantly rural/semi-rural roads.
  • Contract value (current): ~$700,000 per annum (based on current contracted services).
  • Decision on extension:
    • A 1-year extension has been offered to the current contractor to continue service until 30 June 2027.
  • In-house comparison requirement:
    • Prepare an internal estimate for in-house delivery so Council can compare costs when inviting public tenders for a new contract starting 1 July 2027.
  • Timing for tender preparation: Preparation for a new contract starting 1 July 2027 will be undertaken mid–late 2026, considering the new Circular Economy (Waste Reduction and Recycling) Act 2021 requirements for a 4-bin kerbside system.
  • Probity cost context (not a decision in this item, but noted in report): If Council resolves to make an internal bid to the public tender process, costs of approximately $25,000 may be incurred to engage a probity officer.
• Impact: Maintains continuity of kerbside waste services for residents while enabling Council to assess future best-value options ahead of the 2027 tender.
• Next steps:
  • Continue contracted service through to 30 June 2027.
  • Develop an internal in-house cost estimate during 2026 to support the 1 July 2027 tender process.

Commence 2025/26 building renewals: Snake Valley Hall toilets and Landsborough Pool amenities

• Context: Council’s 2025/26 building renewal program includes refurbishment of key community amenities, but officers reviewed projects not yet commenced due to constrained finances and asset condition risks.
• Details:
  • Projects to commence in 2025/26:
    1. Snake Valley Hall: refurbishment of the public toilets and hall toilets.
    2. Landsborough Pool and Caravan Park: refurbishment of the toilet block and change rooms.
  • Decision: Commence both projects using funds from the 2025/26 building renewal budget.
  • Project cost indication: Each project is nominally estimated to cost up to $100,000 (as stated in the report).
  • Decision outcome: Council resolved to proceed with both projects rather than prioritising only one or deferring both.
• Impact: Reduces deterioration risk and improves access to essential community facilities, responding to community concerns about asset condition.
• Next steps:
  • Commence works for both facilities in the 2025/26 financial year.
  • Progress design/implementation steps and manage delivery under the 2025/26 building renewal budget.

Adopt Walker Street road name and forward to Geographic Names Victoria for approval

• Context: Council progressed the naming of an unnamed road in Avoca between Davy Street and Camp Street following earlier submissions and Geographic Names Victoria feedback.
• Details:
  • Location: Avoca—unnamed road between Davy Street and Camp Street.
  • Background:
    • Council commenced naming process on 21 July 2025.
    • A previous proposal (“Rose Mary Way”) was denied by Geographic Names Victoria under Principal D of the Naming Rules for Places in Victoria (2022).
    • Council recommenced the naming process on 8 December 2025.
  • Community/notification process for current proposal:
    • Walker Street recommendation advertised in The Pyrenees Advocate, on Council’s website, and displayed at Council offices (Beaufort) and the Avoca Information Centre.
    • Descendants of Rose Walker were invited to contact Council; no submissions were received.
    • Letters issued to adjoining property owners on 11 December 2025; no submissions received.
  • Decision:
    • Adopt the name Walker Street (historical ties: family name of a lady born in Avoca who served as a nurse in World War 1).
    • Forward the report to Geographic Names Victoria for consideration/approval.
• Impact: Provides clear, consistent addressing for residents and improves navigation and emergency service locating, while supporting local historical recognition.
• Next steps:
  • Submit the adopted naming proposal to Geographic Names Victoria for approval.
  • Update Council addressing/signage processes once approval is received.

Community Impact

• Residents of Tanwood: Replanting of the Tanwood Avenue of Honour with Oak or Ash trees (plan now developed; funding to be sought in the 2026–27 budget)
• Lexton residents and creek users: Burnbank Creek flood mitigation works including removal of woody weeds/regrowth over a 200m section (funding bid of $20,000 for 2026–27)
• Landholders and residents across the shire (esp. Central Victorian Uplands): Participation in the “Links Across the Divide” biodiversity study, including mapping of priority wildlife corridors and guidance for future habitat protection/restoration
• Kerbside waste customers (approx. 4,050 properties): Ongoing service through a 1-year contract extension to 30 June 2027, with an internal estimate prepared for a potential in-house kerbside collection model for a new contract from 1 July 2027
• Snake Valley and Landsborough residents: Refurbishment of public toilets and hall toilets at Snake Valley Hall, and toilet block/change rooms at Landsborough Pool & Caravan Park (renewal works to proceed in 2025–26)
• Road users and residents near fire-affected areas (incl. Carngham–Streatham Road): Continued removal of hazardous roadside trees following the January 2026 Streatham–Yalla-Y-Poora fire event, with Council advocacy for disaster funding and in-house removal approach supported (costs estimated up to $1m for Moderate Priority trees)

Other Notable Items

• Public concern raised about lack of local X-ray access; CEO/health service discussions proposed.
• Roadside slashing timing questioned due to unusual weather; council noted safety-driven second slashing.
• Emergency tree works update: 1,294 trees assessed moderate/high risk post-2026 fire.
• Advocacy planned for Victorian Parliamentary inquiry into 2026 summer bushfires (submission by 19 April).
• Insurance responsibility for crown-land volunteer assets deferred pending insurer clarification; MAV motion supported.

Tech & Innovation Notes

• Public livestream/virtual participation for council meetings (meeting viewed virtually via livestream; some councillor attendance listed as “virtual”).
• Online community engagement via Council website and digital channels for a survey (Tanwood Avenue of Honour tree selection survey promoted via Council’s website, Public Notices, local newspapers, Facebook posts, and email).
• Use of external legal/IT-adjacent compliance service for governance instruments (Maddocks Lawyers Delegations Service monitoring legislative change and providing delegation updates).
• Waste service operational planning involving software (in-house kerbside collection business case includes “Software” cost line item for scheduling/operations).
• Infrastructure/technology-related upgrades: solar-powered entrance signage lighting and replacement with integrated pole-mounted solar lighting (town entrance signage upgrades).

Key Decisions & Outcomes

• Endorsed Beaufort Linear Masterplan funding application; committed $50,000 cash and $70,000 in-kind.
• Selected road names for Burke Street Development: Falcon Terrace, Honeyeater Close, Swift Court.
• Commenced naming process for unnamed Beaufort road as Mabel Court; lodged via SPEAR.
• Adopted updated Council Naming Policy, replacing the 2016 road naming principles.
• Waived rates for four Historical Society properties for 2026/27.
• Resolved not to apply for a higher 2026/27 rate cap; increased advocacy and budget operations review.

Detailed Descriptions

Endorsed Beaufort Linear Masterplan funding application; committed $50,000 cash and $70,000 in-kind

• Context: Council had already endorsed the Beaufort Linear Masterplan in November 2024 and sought external funding to deliver the initial construction and planning stages. A Victorian Government Integrated Water Management (IWM) funding opportunity then became available.
• Details:
  • Meeting: Ordinary Meeting of Council, 16 February 2026 (Item 11.1.1).
  • Purpose: Endorse a grant application to implement phase two of the Beaufort Linear Masterplan, enabling early construction and planning.
  • Project scope (first phase elements): detailed designs; cultural heritage plans (including collaboration with Wadawurrung Traditional Owners Aboriginal Corporation); and renaturing works at Beggs Street (grading, rocks/mudstone flats, weed control, revegetation, pedestrian pathways, garden beds with low-maintenance woody meadow species and trees).
  • Funding/income budget (as presented):
    • Victorian Government (IWM Program): $345,600
    • Council cash co-contribution: $50,000
    • Council in-kind contribution: $70,000 (detailed designs and project management by staff)
    • Corangamite CMA in-kind: $5,00 (as stated in the minutes)
  • Financial note: Council included a 20% contingency ($77,600) in the expenditure budget.
  • Council resolution (as carried): Council endorsed the application and committed to the co-contributions, with the in-kind and cash contributions required during 2026–27 and 2027–28.
• Impact: Supports delivery of a nature-based recreational corridor along Garibaldi Creek (from Beaufort Lake spillway to the junction with Yam Holes Creek north of the railway line), improving water quality/environmental outcomes and strengthening community and visitor linkages to key Beaufort precincts (including Beggs Street playground).
• Next steps:
  • Submit/complete the grant application under the Victorian IWM program (including the required formal letter from Corangamite CMA).
  • Staff to progress detailed designs and cultural heritage planning so the project is “shovel ready” for future funding stages.

Selected road names for Burke Street Development: Falcon Terrace, Honeyeater Close, Swift Court

• Context: The Burke Street Development in Beaufort created three new roads that required urgent naming to enable street addressing and certification. Stage 2 had been lodged with SPEAR, making timely naming necessary.
• Details:
  • Meeting: Ordinary Meeting of Council, 16 February 2026 (Item 11.2.1).
  • Development context: Burke Street Development created 34 parcels (two-stage construction/subdivision); the development includes new homes jointly funded via the Pyrenees Shire Council and the Victorian Government through the Regional Worker Accommodation Fund.
  • Council selected the following three names from the options presented (threatened fauna references from SWIFFT):
    • Falcon Terrace
    • Honeyeater Close
    • Swift Court
  • Resolution: Council applied these names to the Burke Street development roads and directed lodgement via SPEAR.
• Impact: Provides clear, compliant addressing for residents and emergency services, while reinforcing local biodiversity/heritage themes through threatened species-based naming.
• Next steps:
  • Lodge the selected road names via SPEAR to support street addressing and certification processes for Stage 2.

Commenced naming process for unnamed Beaufort road as Mabel Court; lodged via SPEAR

• Context: Council needed to address an unnamed road (NP52) in Beaufort (off Hill Street and Callister Streets) to support emergency access, mail delivery, and future subdivision/access arrangements.
• Details:
  • Meeting: Ordinary Meeting of Council, 16 February 2026 (Item 11.2.2).
  • Road description: An unsealed road running in a south-easterly direction adjacent to properties, with an application for subdivision that would make the currently unnamed road the primary access point.
  • Naming decision:
    • Council commenced the naming process for Option 1: “Mabel Court” (commemorating Mabel Thomas (1870–1956)).
    • Council also resolved to add “OConnell Court” to the Pyrenees Shire Council Name Bank for future use.
  • Process steps approved:
    • Public notice and request for submissions under Section 223 of the Local Government Act 1989.
    • Write to relevant surrounding property owners advising of the proposal and inviting submissions.
  • Note: The minutes state the process to commence naming; subsequent statutory lodgement would follow after submissions/public notice.
• Impact: Enables accurate addressing and improves safety and service delivery for residents along the roadway, while ensuring the name reflects local historical commemoration and gender-equity naming principles.
• Next steps:
  • Publish public notice for Mabel Court and invite submissions (Section 223).
  • Notify surrounding property owners.
  • After the submission period, proceed with the next stages of the naming workflow (including formal lodgement steps as required by the naming authority process).

Adopted updated Council Naming Policy, replacing the 2016 road naming principles

• Context: Council’s naming approach required updating to reflect changes in law, regulations, and internal practices, and to remove ambiguities present in the older framework.
• Details:
  • Meeting: Ordinary Meeting of Council, 16 February 2026 (Item 11.2.3).
  • Policy update: The updated Council Naming Policy replaces the former Policy – Operational – Principles on Road Naming, last approved in 2016.
  • Resolution: Council adopted the updated Naming Policy for use at Pyrenees Shire Council as the naming authority under the Local Government Act 1989.
• Impact: Creates a clearer, consistent, and current framework for naming (roads and related places), improving compliance and reducing the risk of inconsistent or ambiguous naming decisions.
• Next steps:
  • Apply the adopted Naming Policy across future naming matters and related naming authority decisions.

Waived rates for four Historical Society properties for 2026/27

• Context: Historical societies that manage heritage properties on Crown land had rates and charges imposed after Working Heritage’s 2022 management-cost change, creating affordability pressure for volunteer-based organisations.
• Details:
  • Meeting: Ordinary Meeting of Council, 16 February 2026 (Item 11.2.6).
  • Properties included (four Historical Society properties within Pyrenees Shire):
    • Snake Valley & District Historical Society Inc
    • Beaufort Historical Society
    • Avoca Historical Society
    • Landsborough
  • Decision: Council resolved to waive the rates for these four properties for the 2026/27 financial year.
  • Financial note from the report: rate implication for 2025/26 equated to $1,726.27 (the report frames a “minor financial implication” if waiver is supported).
• Impact: Reduces financial burden on local heritage groups, supporting preservation and community access to local history despite limited income capacity.
• Next steps:
  • Implement the 2026/27 rate waiver for the four specified properties through Council’s rates administration processes.

Resolved not to apply for a higher 2026/27 rate cap; increased advocacy and budget operations review

• Context: The Victorian Government set the 2026/27 rate cap at 2.75%, which is below forecast inflation and may increase financial pressure on Council. Council could apply for a higher cap (up to four years) but must consider community affordability and economic conditions.
• Details:
  • Meeting: Ordinary Meeting of Council, 16 February 2026 (Item 11.2.7).
  • State cap: 2.75% for 2026/27.
  • Council resolution:
    • Not to apply for a higher rate cap for 2026/27.
    • Increase advocacy to the Minister highlighting sustainability challenges.
    • Work with Executive Leadership and officers to explore operations through the budget preparations to consider services, alignment with community expectations, benefits, and financial sustainability.
  • Rationale (as presented): economic climate, ongoing natural disaster impacts, affordability concerns for ratepayers, and the cap being below inflation (December 2025 CPI reported as 3.8%).
• Impact: Maintains rate increases within the legislated cap, reducing immediate impost on ratepayers, while shifting effort toward operational review and external advocacy to address long-term sustainability.
• Next steps:
  • Proceed with the 2026/27 budget preparation under the 2.75% cap.
  • Increase Ministerial advocacy on sustainability challenges.
  • Present further updates through budget processes and related reporting (including operational review outcomes).

Community Impact

• Beaufort Linear (Garibaldi Creek corridor) / Beggs Street residents: Council endorsed a grant application to begin Phase 2 works, including detailed designs, renaturing the open drain into a creek line, weed control and revegetation, and installation of pedestrian pathways and garden beds (construction planning and early works expected from 2026).
• Beaufort residents in the Burke Street Development: Three new road names were selected (Falcon Terrace, Honeyeater Close, Swift Court), enabling street addressing, emergency services access, and completion of subdivision certification for newly created roads.
• Beaufort residents along Hill Street/Callister Streets (NP52 unnamed road area): Council commenced the public naming process for the unnamed road as “Mabel Court,” affecting how properties are addressed and located for mail and emergency response.
• Community safety and service access (addressing changes across Beaufort): Adoption of the updated Council Naming Policy and urgent road naming for new/unnamed roads will improve emergency location accuracy and reduce the risk of addressing errors.
• Streatham–Carranballac–Skipton area residents affected by the Yalla-Y-Poora Road fire: Council will continue recovery actions including secondary impact assessments, ongoing community information/support, and further updates to be provided in March 2026; roadside rectification and hazardous tree assessment/removal planning will continue on impacted roads.
• Shire-wide community groups (Historical Societies): Council resolved to waive rates for four historical society properties for 2026/27, reducing operating costs for the Snake Valley & District, Beaufort, Avoca, and Landsborough historical societies.

Other Notable Items

• No public questions submitted for public participation.
• Beaufort Linear Masterplan grant: council to fund $50k cash and $70k in-kind.
• Naming roads in Burke Street development: Falcon Terrace, Honeyeater Close, Swift Court.
• Yalla-Y-Poora Road fire recovery update: relief centre operations transitioned; March update requested.
• Council Plan progress: delivery impacted by January fire and 2.75% rate cap vs 3.8% CPI.

Tech & Innovation Notes

• Public access via virtual livestream for the council meeting.
• Use of online platforms/communications for community updates during emergencies (e.g., VicEmergency, Council website, and Facebook updates).
• Use of an emergency management / data system: incident impacts and recovery/support tasks entered into CrisisWorks emergency management database.
• Online community engagement portal (“Council ‘Engage’ portal”) used for the Beaufort Linear Masterplan consultation (page views, unique visitors, feedback submissions).
• Digital submission/processing systems referenced for road naming:
  • Road names to be lodged via SPEAR (Stage 2 subdivision/road naming process).
  • Road name duplication checks against the VicNames database.
• Online meetings/training noted in councillor activity reports (e.g., MAV training and councillor updates conducted online).
• Emergency communications and notifications involving digital channels (e.g., Watch & Act and Advice notices issued by the Incident Control Centre).

Key Decisions & Outcomes

• Endorsed further investigation into a hybrid plant replacement model for 2026/27.
• Adopted the Building–Farm Shed Exemption Policy under Building Regulations 2018.
• Recommitted to the New Energy Development Position Statement through current Council term.
• Appointed Councillor representatives to committees for the 2025/26 year.
• Adopted revised Instruments of Appointment & Authorisation for Sandy Loring (EHO).
• Commenced public process to name the unnamed Avoca road “Walker Street”.

Detailed Descriptions

Endorsed further investigation into a hybrid plant replacement model for 2026/27

• Context: Council reviewed whether it should continue relying on outright ownership of plant or shift toward leasing/hiring to manage rising replacement costs and changing operational needs.
• Details: At the Ordinary Meeting of Council on 8 December 2025, Council noted the “Plant Leasing Comparison – Ownership versus Leasing Options” report and endorsed further investigation into a hybrid plan replacement model. The hybrid approach is intended to incorporate both ownership and leasing arrangements, with detailed financial modelling to be presented as part of the 2026/27 Plant Replacement Program. The report referenced a five-year comparative outlook and discussed that ownership is generally more cost-effective over longer periods (e.g., beyond 10 years) while leasing can improve cashflow and flexibility.
• Impact: This supports more financially resilient fleet planning, aiming to balance long-life core assets (owned) with more flexible procurement (leased) to maintain service reliability for road works.
• Next steps: Officers will develop the financial modelling for the hybrid model and bring it back to Council as part of the 2026/27 Plant Replacement Program planning cycle.

Adopted the Building–Farm Shed Exemption Policy under Building Regulations 2018

• Context: Council sought a formal process to assess exemptions for certain Class 10 farm buildings on farmland under Regulation 280 of the Building Regulations 2018.
• Details: At the 8 December 2025 Ordinary Meeting, Council adopted and implemented the Building – Farm Shed Exemption Policy as Pyrenees Shire Council’s framework for assessing applications for exemptions from building permit requirements for Farm Sheds & Farm Buildings under Regulation 280. The policy sets eligibility and assessment criteria (including, for example, Class 10, single storey, non-habitable use, 200m² or less, and siting separation requirements such as 6 metres from boundaries and 10 metres from dwellings). Applications are made via the Greenlight Portal, and exemptions are assessed case-by-case by the Municipal Building Surveyor (MBS).
• Impact: Provides clearer, consistent decision-making for rural landholders while maintaining compliance with building standards, planning controls, and safety requirements—reducing uncertainty and administrative inconsistency.
• Next steps: The policy is to be implemented immediately following adoption, with the MBS assessing applications and issuing exemption determinations/conditions where relevant. (The report notes minor administrative costs are expected to be managed within existing Building Department resources.)

Recommitted to the New Energy Development Position Statement through current Council term

• Context: Council adopted a position statement in mid-2025 to guide negotiations and advocacy on renewable energy development, and now sought reaffirmation for the remainder of the current Council term.
• Details: At the 8 December 2025 meeting, Council recommitted to the Pyrenees Shire Council Position Statement on New Energy Development for the term of the current Council and authorised officers to share the statement with prospective developers and publish it on Council’s website. Council also resolved to review the Position Statement within the first 12 months of a newly elected Council. The report referenced prior advocacy outcomes, including a reduction in the proposed Renewable Energy Zone (REZ) area following Council’s submission to the Victorian Transmission Plan, and ongoing hearings for the Western Renewables Link matter scheduled to conclude on 5 March 2026.
• Impact: Maintains a consistent advocacy and negotiation stance, supporting community values and benefit-sharing expectations while improving Council’s ability to influence project outcomes.
• Next steps: Officers will continue using the Position Statement for current negotiations/assessments, publish/share it as authorised, and prepare for a formal review in the first 12 months after the next election.

Appointed Councillor representatives to committees for the 2025/26 year

• Context: Each year Council reviews which Councillors represent it across external bodies, internal committees, and community asset committees.
• Details: At the 8 December 2025 Ordinary Meeting, Council appointed Councillor representatives for the 2025/26 year. Key appointments included:
  • Audit & Risk Committee: Mayor Cr Damian Ferrari? (As per the officer recommendation table, it shows Mayor and then Cr Wardlaw; the final adopted motion lists Mayor and Cr Wardlaw—the committee is presented with Mayor as the councillor representative and Cr Wardlaw also listed in the table.)
  • Municipal Emergency Management Planning Committee (MEMPC): Cr Ferrari
  • Rural Councils Victoria Executive Committee: Cr Kehoe
  • Western Highway Action Committee (WHAC): Cr Ferrari
  • Sunraysia Highway Action Committee: Cr Tol
  • Central Victoria Greenhouse Alliance (CVGA): Cr Wardlaw
  • Community asset committees included: Beaufort Community Bank Complex (Cr Ferrari), Landsborough Community Precinct (Cr Phelan), Snake Valley Hall (Cr Kehoe), Waubra Recreation Reserve (Cr Tol), and Lexton Community Hub (Cr Tol).
• Impact: Ensures governance continuity and effective representation across key regional and local decision-making forums for the 2025/26 period.
• Next steps: Appointments take effect for the 2025/26 year and will guide Councillor attendance and representation until the next annual review.

Adopted revised Instruments of Appointment & Authorisation for Sandy Loring (EHO)

• Context: Environmental Health services operate through a contract arrangement requiring updated delegations/authorisations when new officers are assigned to Council roles.
• Details: At the 8 December 2025 meeting, Council adopted revised Instruments of Appointment & Authorisation to enable Sandy Loring, newly assigned as Environmental Health Officer, to operate fully on behalf of Council. The instrument is required under section 11 of the Local Government Act 2020 (and other referenced legislation). Council resolved that the instrument comes into force immediately the Common Seal of Council is affixed, and remains in force until varied or revoked.
• Impact: Supports lawful and uninterrupted Environmental Health operations, ensuring the officer’s powers and functions are properly authorised and recorded.
• Next steps: The document will be sealed with the Council Seal and then used operationally by the authorised officer. Further reviews will occur in future as required.

Commenced public process to name the unnamed Avoca road “Walker Street”

• Context: Council identified an unnamed road in Avoca that requires formal naming for emergency response, mail delivery, and accurate location management.
• Details: At the 8 December 2025 Ordinary Meeting, Council commenced the naming process for an unnamed road in Avoca between Davy Street and Camp Street, proposing the name “Walker Street”. The proposed name honours Nurse Rose Mary Walker (born 1889 in Avoca), who served in the Australian Army Nursing Service during World War 1 from 24 June 1915 to 25 November 1918. Council noted the earlier proposal “Rose Mary Way” was disallowed by Geographic Names Victoria. Council resolved to:
  1) commence the naming process,
  2) give public notice and invite submissions under Section 223 of the Local Government Act 1989, and
  3) write to surrounding property owners advising of the proposal.
• Impact: Improves safety and service delivery by enabling correct addressing for residents and emergency services, while also recognising local historical contribution.
• Next steps: The public notice/submissions process will run following the decision, with Council considering submissions before finalising the road name.

Community Impact

• Road users (whole shire): Improved accountability and workmanship expectations for roadside slashing contractors, including investigation into missed/uneven mowing and damage to culverts/guideposts
• Residents with safety concerns (local roads): Ability to report intersection/roadside safety issues via CARS for faster attention; guidance that VicRoads roads should be reported to VicRoads
• Farmers and rural landholders (farmland): Adoption of a Building–Farm Shed Exemption Policy creating a clear, case-by-case pathway to seek exemptions from building permit requirements for eligible Class 10 farm sheds/buildings
• Landholders and communities affected by renewable energy projects: Council recommits to its New Energy Development Position Statement, to guide negotiations/advocacy and reinforce benefit-sharing and “net positive” requirements through the current council term
• Residents and ratepayers (governance/administration): 2026 Council meeting schedule and livestream/public notice arrangements continue, with no January ordinary meeting unless urgent matters arise
• Avoca residents (addressing/emergency access): Commencement of the road naming process for an unnamed road to become “Walker Street,” improving emergency response and mail delivery accuracy for properties between Davy Street and Camp Street

Other Notable Items

• Public raised roadside slashing contractor concerns: poor workmanship, guidepost damage, and incomplete spraying.
• Council officers to investigate grass-slashing service improvements and report back on accountability measures.
• Request discussed for two slashing cycles per season; earlier intersection slashing for road safety.
• Planning submission concerns raised for 18 Broadbent Court; council noted no decision yet and ongoing pathways.
• Reconciliation Advisory Committee to be re-engaged; continued Traditional Owner engagement and treaty-related obligations noted.

Tech & Innovation Notes

• Council meetings livestreamed and recorded for virtual viewing via Council’s website (digital service/online platform).
• Use of “Greenlight Portal” for submitting building exemption applications (online portal for service delivery).
• Renewable energy development position statement to be published on Council’s website (online publication of digital content).
• Mention of “NBN tower in Lexton” as part of evidence of power upgrades/funding (IT/telecom infrastructure context).

Key Decisions & Outcomes

• Adopt Waubra Recreation Reserve Master Plan to guide future activation and investment.
• Award 2025–2026 Community Funding Program grants, sponsorships, and event support.
• Draft and submit response to Draft Ministerial Guidelines on payment of rates and charges.
• Advocate with MAV against proposed increase to Treasurer’s cat and dog registration payment.
• Seek future Council report on process for Class 10 farmland building permit exemptions.
• Note progress and on-track delivery for Burke Street worker accommodation project.

Detailed Descriptions

Adopt Waubra Recreation Reserve Master Plan to guide future activation and investment

• Context: Council developed a draft Master Plan for the Waubra Recreation Reserve with community, user groups and stakeholders to set a long-term direction for development and activation.
• Details:
  • Council adopted the Waubra Recreation Reserve Master Plan at the Ordinary Meeting of Council on 17 November 2025 (Attachment One).
  • The Plan was shaped through a staged process (existing conditions review, stakeholder engagement, draft development, and final documentation).
  • Public exhibition ran for 28 days from Tuesday 16 September 2025 to Tuesday 14 October 2025.
  • Engagement included:
    • 4 open community drop-in sessions (total 11 attendees),
    • an online survey with 30 completed responses (27 online, 3 written),
    • stakeholder meetings with the Community Asset Committee, Waubra Primary School, and Kindergarten, plus invitations to sporting clubs and peak sporting associations/funding bodies.
  • Despite exhibition opportunities, no formal submissions were received during the exhibition period.
• Impact: Provides an evidence-based framework to guide future decisions, governance and investment—supporting balanced use across sport, social connection and passive leisure for the Waubra community and district.
• Next steps:
  • Support project planning, feasibility and design for identified initiatives through future Council budget initiatives and/or external funding opportunities as they become available.

Award 2025–2026 Community Funding Program grants, sponsorships, and event support

• Context: Following promotion and assessment of applications, Council considered recommendations for the 2025–2026 Community Funding Program (Annual Grant and Sponsorship Category).
• Details:
  • Applications opened 27 August 2025 and closed 8 October 2025.
  • 40 applications were received requesting $116,947.29 against an available budget of $110,200.
  • One application was withdrawn, leaving 39 applications presented for recommendation.
  • Council also had $15,000 allocated for Tourism Event Sponsorship via previously approved multi-year event agreements.
  • Council awarded funding at the 17 November 2025 meeting as follows:
    • Community programs (total $12,800.00):
      • Advance Avoca – Avoca Street Christmas Decorations $2,000
      • Avoca & District Seniors Citizens Club – Community Engagement and Recruitment Program $2,000
      • Beaufort CWA – 100 hours celebrating 100 years of CWA in Beaufort $2,000
      • Beaufort Golf/Bowls Club – Female Golf Participation Program $2,000
      • The Weight of Men Project (auspiced via Business for Beaufort) – Weight of Men Project $2,000
      • Pyrenees Beaufort Food Pantry – Healthy Eating (2025/26 Holiday season) $1,800
      • Pyrenees Community House – Chat and Chew Program $1,000
    • Minor capital & equipment (total $64,950.79) across multiple organisations (e.g., Beaufort Croquet Club $4,420, Beaufort RSL $7,000, Lexton Football Netball Club $7,000, Raglan Hall & Recreation Reserve Committee $4,221.80, Waubra Community Hub $6,238, etc.).
    • Tourism event sponsorship (total $5,000.00):
      • Avoca Community Arts & Gardens – Avoca Art Show (2026–2028) $1,000/annum + hall hire fee waiver
      • Avoca Riverside Market – Avoca Riverside Market (2025–2027) $4,000/annum
    • Community event support (total $8,500):
      • Advance Avoca – Avoca Christmas Street Party $2,000
      • Beaufort Walkfest – Beaufort Walkfest $500
      • Business for Beaufort – Beaufort Twilight Night (Lighting Project) $2,000
      • Pace the Pyrenees (L & A Martin Family Trust) – Pace the Pyrenees $4,000
• Impact: Strengthens community outcomes across Pyrenees Shire by funding programs, equipment and event activity—supporting local not-for-profits and community groups, and boosting visitor/tourism-related events.
• Next steps:
  • Funding is conditional on recipients securing relevant permits (Building/Planning/Local Law/Event), contributing funding where required, and entering into Funding Agreements.

Draft and submit response to Draft Ministerial Guidelines on payment of rates and charges

• Context: The Victorian Government released Draft Ministerial Guidelines (issued 6 November 2025) requiring Councils to align their rates and charges hardship/collection approaches under section 181AA of the Local Government Act 1989.
• Details:
  • Council approved that the Chief Executive Officer draft and submit a response on 17 November 2025.
  • Consultation/submissions were open until 5 December 2025.
  • The response is intended to help ensure the Guidelines do not significantly undermine financial sustainability for small regional councils, while supporting fair and compassionate treatment for people experiencing hardship.
• Impact: Improves Council’s ability to meet statutory expectations while shaping sector guidance to reflect the realities of regional rate collection and administration.
• Next steps:
  • CEO prepares and submits the Council submission by the 5 December 2025 deadline.

Advocate with MAV against proposed increase to Treasurer’s cat and dog registration payment

• Context: The Victorian Government proposed increasing the Treasurer’s payment to councils for each cat and dog registration, affecting Council’s animal registration income and service delivery costs.
• Details:
  • Proposed change: Treasurer’s payment per registration increases from $4.64 to $9.00.
  • Proposed commencement: 1 July 2026 (implementation timeframes to be confirmed before April 2026 when renewals are distributed).
  • Council resolution (17 November 2025) directed action against the increase.
  • Council also noted officers would review the Domestic Animal Management Plan (DAMP) in early 2026, including aligning dog/cat registration fees with the Government’s proposed changes.
• Impact: Protects Council’s capacity to maintain accessible pet registration services and supports responsible pet ownership without creating an unsustainable cost/fee burden.
• Next steps:
  • Council works with the Municipal Association of Victoria (MAV) to advocate to the Victorian Government against the proposed increase.

Seek future Council report on process for Class 10 farmland building permit exemptions

• Context: Council is considering whether to introduce a process to assess exemptions for Class 10 buildings on farmland under Regulation 280 of the Building Regulations 2018.
• Details:
  • Regulation 280 allows councils to exempt a Class 10 building constructed on farmland and used for farming purposes from all or part of the Building Regulations requirements (where limited circumstances apply).
  • Council currently does not exercise this exemption and does not have a formal policy/process to assess applications.
  • Council supported development of necessary processes by the building team, and resolved to seek a further report to Council.
  • The resolution was made at the 17 November 2025 meeting.
• Impact: Provides a pathway to reduce unnecessary regulatory burden for eligible farming structures, while ensuring Council applies exemptions consistently and appropriately.
• Next steps:
  • Officers prepare and bring back a future Council report on the proposed process for considering Class 10 farmland building permit exemptions.

Note progress and on-track delivery for Burke Street worker accommodation project

• Context: Council is delivering regional key-worker accommodation—10 houses—on Council land at 26 Burke Street, Beaufort using grant funding.
• Details:
  • Project update noted at the 17 November 2025 meeting (Item 9.1.1).
  • Key milestones:
    • EOI issued: late 2024
    • Tender for shortlisted builders closed: mid-March 2025
    • Planning permit for first 8 houses obtained: 30 April 2025
    • Plans endorsed: late July 2025
    • Site preparation (top-soil/silt removal and compacted fill): August–September 2025
    • On-site construction commenced: October 2025 (piles/footings and sub-floor plumbing; sewer extension and stormwater installation concurrently)
  • Timing:
    • First 8 houses anticipated completion: May 2026
    • Second planning permit application lodged: October 2025 (remaining 2 houses + subdivision of balance land)
    • Design work to be completed before tenders for roads, kerb & channel, stormwater drainage and paths
    • Practical completion target for all 10 houses: 30 June 2026
  • Other works:
    • Two triangular parcels acquired from VicTrack
    • Road realignment undertaken
    • Existing overhead high voltage power line to be placed underground
  • The report states the project is on track and on budget to reach practical completion by 30 June 2026.
• Impact: Increases housing supply options for Beaufort and supports attraction/retention of key regional workers.
• Next steps:
  • Continue construction and services works for the first 8 houses toward May 2026 completion.
  • Complete design and then call tenders for the remaining infrastructure works supporting the overall development, while lodging/advancing approvals for the remaining 2 houses and subdivision.

Community Impact

• Beaufort residents (Burke Street): Construction of 10 regional worker accommodation houses on Council land at 26 Burke Street, with site works continuing and first 8 houses targeted for completion by May 2026 and all 10 by 30 June 2026
• Planning applicants and property owners (all townships): Planning and Development service improvements (greater transparency on permit conditions, better pre-application guidance, improved staff responsiveness, and enhanced digital tools), affecting how permits are assessed and communicated
• Residents and landowners (all areas): Ongoing impacts from Victorian planning scheme and legislative reforms (e.g., new canopy tree permit requirements, changes to sign planning rules, outdoor dining exemptions, and updates to planning/VCAT processes expected to commence around late November 2025)
• Waubra residents and reserve users: Adoption of the Waubra Recreation Reserve Master Plan guiding future activation, programs, and potential infrastructure investment at the Recreation Reserve (with planning/feasibility work to follow in future budgets)
• Community groups and event attendees (all wards): 2025–2026 Community Funding Program awards providing grants/sponsorships for local programs, minor capital/equipment, and tourism/community events (e.g., Christmas decorations, food pantry support, playground upgrades, hall functionality improvements, and multi-year Avoca tourism event sponsorships)
• Pet owners and animal registrants (all residents): Council advocacy against a proposed increase to the Treasurer’s cat and dog registration payment from $4.64 to $9.00 per registration (effective 1 July 2026), which may affect registration costs and Council’s animal registration service delivery

Other Notable Items

• Public question: how Economic Development Strategy input will be gathered, analysed, and represented.
• Taskforce involvement: council remains open to local nominations for the Economic Development Taskforce.
• Burke Street worker accommodation progress: first 8 houses targeted completion by May 2026.
• Planning quarterly update: strong enquiry demand; new planner to commence in November.
• Waubra Recreation Reserve Master Plan: extensive engagement; no formal submissions received during 28-day exhibition.

Tech & Innovation Notes

• Virtual/online public access & communications

  • Meeting livestream available for the public (“view the meeting virtually via the livestream”).
  • Councillor briefings attended “Online” and “Virtual”.
  • Waubra Recreation Reserve Master Plan engagement used an online survey and feedback via Council’s Engagement Hub; promotion via Facebook and an online engagement webpage.

• Digital services / online platforms (community engagement & service delivery)

  • Community Funding Program promotion included QR codes linking to Council website funding pages.
  • Community Funding Program used an online application process (with reported user satisfaction ratings).

• Digital tools / application management

  • Planning & Development report notes a need to enhance digital tools for application management.

• IT/technology-related funding

  • Community Funding Program included funding for a “Society Internet Terminal” (Beaufort and District Historical Society).

• Data/analytics and online surveys for strategy development

  • Economic Development & Investment attraction strategy planned to use an online survey plus other data sources (consultant-led gathering and analysis).

Key Decisions & Outcomes

• Mayoral term set to one year for 2025/2026
• Cr Damian Ferrari elected Mayor for 2025/2026 term
• Deputy Mayor term set to one year for 2025/2026
• Cr Rebecca Wardlaw elected Deputy Mayor for 2025/2026 term
• Council reaffirmed 2025–29 Council Plan strategic direction (renewal, community focus, economy growth)
• Council agreed to take on project management for Old Beaufort Primary School Master Plan delivery

Detailed Descriptions

Mayoral term set to one year for 2025/2026

• Context: At the Statutory Meeting of Council held on 10 November 2025, Council needed to determine whether the Mayoral term for the 2025/2026 period would be one year or two years.
• Details:
  • Date: Monday 10 November 2025
  • Location: Lexton Community Hub, 1 Prince Street, Lexton
  • Motion: Cr Megan Phelan moved that the Mayoral term be for one year; Cr Damian Ferrari seconded
  • Result: Motion put to the vote and carried unanimously (“all were in favour”)
• Impact: Establishes that the Mayor’s leadership and priorities will be reviewed on a yearly basis, allowing Council to adjust direction and governance focus more frequently during 2025/2026.
• Next steps: The CEO called for nominations for Mayor for the 2025/2026 term immediately after the motion was carried.

Cr Damian Ferrari elected Mayor for 2025/2026 term

• Context: Following the decision that the Mayoral term would be one year, Council proceeded to elect the Mayor for the 2025/2026 term.
• Details:
  • Date: Monday 10 November 2025
  • Nominations:
    • Cr Simon Tol nominated Cr Damian Ferrari
    • Cr Damian Ferrari accepted the nomination
  • Additional nominations: None were put forward, so no vote was required
  • Declaration: CEO Jim Nolan declared Cr Damian Ferrari the duly elected Mayor for the 2025/2026 term
  • Ceremony: Cr Tanya Kehoe congratulated Cr Ferrari and presented the gavel; CEO invited the newly elected Mayor to take the Chair
• Impact: Confirms Cr Damian Ferrari as the community-facing leader for the year ahead, shaping the Council’s ceremonial and leadership role through 2025/2026.
• Next steps: Cr Ferrari took the Chair and provided his vision for the year ahead, then the meeting moved to the Deputy Mayor election.

Deputy Mayor term set to one year for 2025/2026

• Context: After electing the Mayor, Council determined the length of the Deputy Mayor’s term for 2025/2026.
• Details:
  • Date: Monday 10 November 2025
  • Motion: Cr Megan Phelan moved that the Deputy Mayor be appointed for a one-year term; Cr Simon Tol seconded
  • Result: Motion put to the vote and carried unanimously (“all were in favour”)
• Impact: Ensures the Deputy Mayor role rotates/reviews on a one-year cycle, supporting accountability and enabling leadership continuity across 2025/2026.
• Next steps: Mayor Cr Damian Ferrari invited nominations for Deputy Mayor for the 2025/2026 term.

Cr Rebecca Wardlaw elected Deputy Mayor for 2025/2026 term

• Context: With the Deputy Mayor term set to one year, Council proceeded to appoint a Deputy Mayor for 2025/2026.
• Details:
  • Date: Monday 10 November 2025
  • Nominations:
    • Cr Megan Phelan nominated Cr Rebecca Wardlaw
    • Cr Wardlaw accepted the nomination
  • Additional nominations: None were put forward, so no vote was required
  • Declaration: Mayor Cr Damian Ferrari declared Cr Rebecca Wardlaw as the duly elected Deputy Mayor for the 2025/2026 term
• Impact: Provides leadership support to the Mayor and strengthens representation across Council’s governance structure for the 2025/2026 year.
• Next steps: The meeting proceeded to the presentation of gifts and then closed.

Council reaffirmed 2025–29 Council Plan strategic direction (renewal, community focus, economy growth)

• Context: The immediate past Mayor’s report referenced the adoption of the Council Plan 2025–29 and reiterated the strategic priorities that guide Council’s work for the term.
• Details:
  • Council Plan: 2025–29
  • Strategic direction reaffirmed in the Mayor’s report:
    • Renewal and change
    • Community at the centre of what Council does
    • Growing the local economy
  • Meeting date: Monday 10 November 2025
• Impact: Reinforces continuity in governance priorities, helping residents and stakeholders understand that Council’s planning efforts remain aligned to renewal, community outcomes, and economic growth.
• Next steps: Council continues implementing the 2025–29 Council Plan through its operational planning and delivery programs during 2025/26 and beyond.

Council agreed to take on project management for Old Beaufort Primary School Master Plan delivery

• Context: The Mayor’s report noted a key delivery decision aimed at restoring a heritage asset and establishing a new community hub, supported by Victorian Government funding.
• Details:
  • Decision: Council agreed to take on project management for the Old Beaufort Primary School Master Plan delivery
  • Purpose:
    • Restore the heritage asset
    • Establish a new community hub on the site
  • Funding context: Victorian Government funding support referenced as part of the delivery approach
  • Meeting date: Monday 10 November 2025
• Impact: Supports long-term community benefits in Beaufort by progressing restoration and enabling a hub that can strengthen local services, gatherings, and community identity.
• Next steps: Project management arrangements move into delivery planning and coordination for the Master Plan rollout, aligned to the Victorian Government funding and the restoration/community hub objectives.

Community Impact

• Residents (housing): Planning permit issued for the first stage of a 35-lot subdivision in Beaufort to increase housing supply
• Residents (housing): Council secured 7.5 hectares of vacant residential land in Avoca to support future housing development starting 2025/26
• Residents (roads/transport): Ongoing recovery work from the 2022 floods to restore damaged roads, with completion expected by June 2026
• Rural residents/bridge users: Load limits imposed on 25 bridges to protect ageing structures until strengthening/renewal funding is secured
• Residents (community facilities): Old Beaufort Primary School site to be managed for a master plan delivery, restoring the heritage asset and establishing a new community hub
• Affected communities (environment/infrastructure): Continued uncertainty and potential impacts from the Western Renewables Link (transmission line) and Brewster Wind Farm approvals, with EES outcomes expected in the coming year

Other Notable Items

• Community concerns highlighted: contentious Emergency Services and Volunteers Fund (ESVF) replacement from 1 July 2025.
• Ongoing recovery updates: Bayindeen–Rocky Rd bushfire hazardous tree removal and roadside rehabilitation plan.
• Future agenda focus: WRL Environmental Effects Statement outcome expected next year.
• Recognition: Citizen of the Year (Alan Streeter) and Young Citizen of the Year (Rory Wakefield).
• Project update: $3.4m Victorian and $2m Commonwealth funding secured for Burke Street key worker accommodation.

Tech & Innovation Notes

• Streaming of the meeting (online broadcast/streaming preamble)

Key Decisions & Outcomes

• Seek State Government election commitment to fund SWNP water supply project.
• Endorse staged early-2026 FOGO rollout in Avoca/Beaufort and shirewide by 1 July 2027.
• Change glass kerbside collection frequency from 4-weekly to 8-weekly across the shire.
• Continue free green waste disposal at transfer stations during the year.
• Adopt the Ten-Year Asset Plan 2025–2034.
• Support Statutory Planning User Survey improvements, including pre-application and digital platform upgrades.

Detailed Descriptions

Seek State Government election commitment to fund SWNP water supply project

• Context: Pyrenees Shire Council is a lead project partner for the Southern Wimmera and Northeast Pyrenees (SWNP) water supply project, which is being progressed as a regional drought and water security priority. The project partners are seeking a Victorian Government funding commitment ahead of the State election period.
• Details:
  • Council resolution (20 October 2025) directs officers to “seek an election commitment from the State Government and Opposition Parties to fund the SWNP project” in collaboration with:
    • Northern Grampians Shire Council
    • Central Goldfields Shire
  • Project funding case (as presented to Council):
    • Estimated build cost (incl. contingency): $159 million
    • Benefit cost ratio: 1.489
    • Estimated economic uplift: $101.3 million per annum
    • Government funding required: $120 million
  • Project progress and timing references:
    • DEECA review of the draft business case completed after a meeting held 5 August 2025
    • Traditional Owner cultural water component work to conclude in early 2026
    • Spring surveys due mid-November (2025)
    • Next steps: address DEECA feedback with GWM Water and partners
• Impact: Strengthens the likelihood of SWNP funding being secured through election commitments, supporting drought resilience, business viability, and water security for towns and farming/viticulture enterprises across the region.
• Next steps:
  • Communications/advocacy actions to secure election commitments from both Government and Opposition (as directed by Council).
  • Continue coordinating with project partners and respond to DEECA business case feedback to maintain momentum into 2026.

Endorse staged early-2026 FOGO rollout in Avoca/Beaufort and shirewide by 1 July 2027

• Context: State Government requirements under the Circular Economy (Waste Reduction and Recycling) framework require councils to implement a 4-bin system by July 2027, including Food Organics and Garden Organics (FOGO). Council is considering a staged approach to manage costs, bins availability, and community acceptance.
• Details:
  • Council endorsement (20 October 2025) includes the following staged plan:
    • Phase 1 – early 2026 (Avoca & Beaufort):
      • Convert existing 240L green waste (GO) bins to FOGO bins
      • Start fortnightly collection (instead of monthly / 4-weekly)
      • Change landfill collection:
        • From weekly 120L landfill to fortnightly 240L landfill
    • Phase 2 – 1 July 2027 (shirewide):
      • Activate shirewide fortnightly 240L FOGO service for all properties with bins to achieve the required 4-bin system
      • No other changes to rural fortnightly 240L landfill at this stage
  • Financial estimates provided in the report:
    • Full shirewide FOGO (by July 2027): additional $200,000–$250,000 per year
    • Expected rates impact: +$50–$65 per property per year (on top of existing $603 waste/recycling rates fee)
  • Operational/community rationale:
    • 2025 waste survey indicates 25% support early FOGO implementation (with 51% of that support from Avoca & Beaufort residents)
    • Waste audit indicates ~30% of landfill bin volume is FOGO material
    • Landfill disposal cost comparison cited:
      • Landfill: $233 per tonne
      • FOGO disposal/composting: $155–$175 per tonne
• Impact: Improves diversion of organics from landfill, supports compliance by July 2027, and reduces landfill costs while allowing the community to trial FOGO in Avoca and Beaufort first.
• Next steps:
  • Undertake implementation activities for Phase 1 in early 2026, including bin conversion and collection scheduling changes.
  • Budget and prepare for Phase 2 activation by 1 July 2027, including bin purchase and pre-implementation activities in the 2026/27 budget year.
  • Deliver community notification and education on agreed kerbside service changes.

Change glass kerbside collection frequency from 4-weekly to 8-weekly across the shire

• Context: Pyrenees Shire Council reviews kerbside services to ensure best value and compliance with future State requirements. The glass collection currently operates monthly (4-weekly), but performance data suggests low uptake and inefficient truck usage.
• Details:
  • Council endorsement (20 October 2025):
    • Change current monthly (4-weekly) 120L glass bin collection to bi-monthly (8-weekly) collection across the full shire
  • Evidence cited:
    • Glass presentation rate: 20%
    • Glass bins are only ~30% full when collected
    • Many glass containers are captured via the container deposit scheme (CDS) (since July 2021), reducing kerbside glass volumes
    • Low presentation leads to inefficient truck routes (Council/residents pay even when bins aren’t presented)
  • Cost impact cited:
    • Potential savings: ~$40,000 per year
    • Current budget: $80,000 per year
    • Additional bin request cost to residents:
      • Current: $50 per year (25/26 fee schedule)
      • Likely revised to: ~$30 per year if collection interval becomes every 8 weeks
• Impact: Reduces overservicing and improves cost efficiency while maintaining a glass service required as part of the State’s 4-bin system by July 2027.
• Next steps:
  • Implement the collection frequency change following Council’s decision.
  • Provide community information to manage expectations and reduce missed-bin issues (including investigating reminder systems such as SMS/email).

Continue free green waste disposal at transfer stations during the year

• Context: Green waste disposal supports community fire preparedness and provides accessible waste options, especially for residents who may not have transport or capacity to manage green waste themselves.
• Details:
  • Council resolution (20 October 2025):
    • Continue offering free green waste disposal at four transfer stations:
      • Avoca
      • Beaufort
      • Landsborough
      • Snake Valley
  • Scope/timing:
    • The arrangement has been extended to cover the whole year, rather than only the period immediately preceding the fire danger season.
  • Rationale cited:
    • Alternative approaches (e.g., skip bins in remote localities) have previously created issues such as contamination, illegal dumping, and higher ongoing costs.
    • Transfer stations require supervision and processing/disposal, but the current model is described as consistent and cost-effective for fire preparedness support.
• Impact: Maintains an equitable, reliable, and low-friction disposal option that supports fire readiness and reduces the likelihood of illegal dumping or unsafe stockpiling.
• Next steps:
  • Continue the current free disposal arrangements through the year at the four named transfer stations.
  • Monitor demand and operational considerations through the fire season and beyond.

Adopt the Ten-Year Asset Plan 2025–2034

• Context: The Local Government Act 2020 requires councils to develop, adopt, and keep in force an Asset Plan using deliberative engagement practices covering at least the next 10 financial years.
• Details:
  • Council decision (20 October 2025):
    • Adopt the Ten-Year Asset Plan 2025–2034
  • Engagement and changes:
    • Draft plan exhibited for public feedback
    • Amended in response to 2 internal submissions
    • Specific edits noted:
      • Acknowledgement of traditional custodians
      • Elaboration on asset sustainability
      • Consistency of supporting text for each asset class
      • Minor changes to the order of road reconstruction projects
  • Compliance/financial alignment:
    • Aligned with Pyrenees Shire Council Plan and long-term financial plan
    • Takes into account projected Victorian Government rate cap levels
• Impact: Provides a clear, legislatively compliant roadmap for maintenance, renewal, upgrades, acquisitions, expansions, and asset decommissioning—supporting financial sustainability and risk management.
• Next steps:
  • Publish/implement the adopted plan internally for asset planning and budgeting.
  • Use the plan to guide capital works delivery across the 2025–2034 period.

Support Statutory Planning User Survey improvements, including pre-application and digital platform upgrades

• Context: Council received ongoing community feedback about the responsiveness and transparency of Statutory Planning Services. A user survey was conducted to identify specific improvements to service delivery and internal processes.
• Details:
  • Survey period and method:
    • Conducted May to August 2025 via the Council Engagement Hub
    • 360 letters mailed; 237 unique survey visitors; 51 participants
    • Survey open for three months
  • Key findings relevant to improvements:
    • Pre-application advice sought by 75% of respondents
    • Quality/accessibility of Council pre-application advice:
      • 53% rated “excellent/very good”
      • 28% rated “average/poor” (including concerns about inconsistent information and delays)
    • Responsiveness during assessment:
      • 64% rated professionalism/responsiveness “good/excellent”
      • 25% rated “average/poor” (including slow/non-existent responses and lack of follow-up)
    • Transparency concerns raised by some respondents (e.g., potential additional permits/conditions)
  • Council decision (20 October 2025):
    • Supports implementation of improvements including:
      • Pre-application support
      • Enhanced digital platform functionality (Greenlight platform improvements)
      • Improved customer responsiveness
      • A consistent, community-focused approach
  • Improvement themes described in the report:
    • More formal and accessible pre-application process
    • Greenlight platform upgrades (document uploads and application tracking)
    • Customer management system improvements through the Rural Councils Digital Transformation Project
    • Clearer communication of timeframes and transparency around permit conditions
• Impact: Improves applicant experience, reduces uncertainty/costs for permit applicants, strengthens transparency, and supports better trust in Council’s planning decisions.
• Next steps:
  • Planning team to develop and implement an improvement program based on the survey recommendations.
  • Integrate digital platform upgrades with the Rural Councils Digital Transformation Project timeline.
  • Report progress to Council as implementation milestones are achieved (timing not specified in the minutes, but aligned to ongoing service improvement planning).

Community Impact

• Residents (all Shire): New kerbside FOGO (food/garden organics) service introduced in Avoca & Beaufort in early 2026, including changes to landfill bin frequency and bin size (more bins/organics separation required)
• Residents (all Shire): Shire-wide fortnightly FOGO service required by 1 July 2027 (4-bin system), with likely increases to annual waste/recycling rates to cover added collection/transport costs
• Residents (all Shire): Glass bin collection frequency changes from monthly (4-weekly) to bi-monthly (8-weekly), with possible extra charges if residents request additional glass bins
• Residents (Avoca & Beaufort): Existing green waste bins will be converted to FOGO bins and collected fortnightly (reduced landfill use expected; more organics diversion)
• Residents (all Shire): Soft plastics recycling feasibility to be investigated for inclusion in comingled recycling (potential reduction in landfill if an approved option is implemented)
• Residents (all Shire): Green waste disposal at transfer stations continues to be free at Avoca, Beaufort, Landsborough and Snake Valley (supporting fire-preparedness disposal without changing current access arrangements)

Other Notable Items

• Residents asked about new Pyrenees Shire entry signage and a reception clock time display.
• Economic Development update: EDIAS consultant procurement completed; strategy consultation starts early November.
• Southern Wimmera & Northeast Pyrenees water supply: drought impacts; $120m government funding sought.
• Waste service discussion: staged FOGO rollout in Avoca/Beaufort early 2026; soft plastics recycling feasibility investigated.
• Statutory Planning survey feedback: generally positive, but calls for clearer pre-application advice and transparency.

Tech & Innovation Notes

• Digital services / online platforms

  • Public meeting livestream for viewing virtually.
  • Statutory Planning Services User Survey completed online via the Pyrenees Shire Council Engagement Hub (engage.pyrenees.vic.gov.au).
  • Mention of improving the “Greenlight” platform (document uploads and application tracking) as part of digital transformation.
  • Reference to a new customer management system through a Digital Transformation Project.

• IT infrastructure / digital connectivity

  • Digital Connectivity Plan: NBN upgrades including new fixed wireless towers (Lexton, Skipton live; Waterloo, Navarre under construction), FTTP upgrades (Avoca, Beaufort), and anticipated low-orbit satellite service (similar to Starlink) mid-2026.
  • Tech Connect Workshop at Beaufort Library (digital/tech skills support).

• Digital transformation / service improvement

  • Participation in the Victorian Government “Business Friendly Councils” initiative to streamline permit processes and improve customer experience.
  • Planning service improvements tied to the Rural Councils Digital Transformation Project (enhanced digital tools, customer management system, workflow improvements).

• Smart city initiatives

  • No explicit smart city initiatives mentioned.

• Tech community / startups / innovation

  • No explicit mentions of hackerspaces, startups, or innovation hubs.

Key Decisions & Outcomes

• Adopted in principle and submitted 2024/25 Financial and Performance Statements to Auditor-General.
• Authorised Councillors Kehoe and Wardlaw to certify final 2024/25 statements post-auditor changes.
• Approved submission of audited statements subject to Audit and Risk Committee recommendations.
• Confirmed 2024/25 asset revaluations across roads, bridges, drainage, and land/buildings.
• Noted AASB 13 impact assessed as not material for Pyrenees Shire Council.
• Recorded 2024/25 operating results and cash position for annual reporting purposes.

Detailed Descriptions

Adopted in principle and submitted 2024/25 Financial and Performance Statements to Auditor-General

• Context: The Local Government Act 2020 requires Council to prepare and submit audited financial and performance reporting as part of the Annual Report process. Council considered the 2024/25 Financial Statement and 2024/25 Performance Statement for adoption “in principle” prior to Auditor-General certification.
• Details: At the Special Meeting of Council held 29 September 2025, Council resolved to adopt in principle the 2024/25 Financial Statements and 2024/25 Performance Statement and to submit them to the Auditor-General for certification, subject to recommendations of the Audit and Risk Committee.
• Impact: Enables Pyrenees Shire Council to progress its statutory annual reporting timeline, supporting transparency and accountability to the community while ensuring the Auditor-General can certify the statements.
• Next steps: The statements are submitted to the Auditor-General for certification, following Audit and Risk Committee recommendations.

Authorised Councillors Kehoe and Wardlaw to certify final 2024/25 statements post-auditor changes

• Context: Under the Local Government Act 2020, the final audited statements must be certified by two authorised Councillors after any auditor-required changes are made.
• Details: Council authorised Councillor Tanya Kehoe and Councillor Rebecca Wardlaw (the Councillor members of the Audit and Risk Committee) to certify the 2024/25 Financial and Performance Statements in their final form, after any changes recommended or agreed by the Auditor.
• Impact: Ensures legal compliance for certification of audited reporting, maintaining the integrity of Council’s financial accountability and strengthening community confidence in the Annual Report.
• Next steps: After the Auditor-General completes the audit and any required changes are incorporated, Cr Kehoe and Cr Wardlaw will certify the final documents.

Approved submission of audited statements subject to Audit and Risk Committee recommendations

• Context: Council governance protocols require the statements to be reviewed by the Audit and Risk Committee before Council adoption and submission for audit certification.
• Details: The Audit and Risk Committee reviewed the statements at its meeting on 16 September 2025 and made recommendations to Council. Council’s 29 September 2025 resolution approved submission to the Auditor-General subject to those Audit and Risk Committee recommendations.
• Impact: Strengthens financial oversight by ensuring independent internal scrutiny before external audit certification—reducing the risk of errors and improving reporting quality for residents.
• Next steps: Audit and Risk Committee recommendations are applied, and the Auditor-General proceeds with certification of the statements.

Confirmed 2024/25 asset revaluations across roads, bridges, drainage, and land/buildings

• Context: Asset revaluation is a key requirement for accurate financial reporting and reflects the current value of Council’s infrastructure and property holdings.
• Details: Council confirmed that, as part of preparing the 2024/25 Financial Statements, it performed valuations/revaluations of assets including:
  • Roads
  • Bridges
  • Kerb and Channel
  • Drainage
  • Footpaths and Cycleways
  • Land and Buildings
  • Land under Roads
• Impact: Better quality asset values support more accurate reporting of Council’s financial position, helping the community understand the true scale and condition of infrastructure and property.
• Next steps: Revaluations are reflected in the submitted financial reporting, and the Auditor-General reviews them as part of the audit process.

Noted AASB 13 impact assessed as not material for Pyrenees Shire Council

• Context: During revaluation processes, Councils must consider the accounting implications of AASB 13 (fair value measurement) to ensure valuations are compliant with Australian Accounting Standards.
• Details: Council noted that, as part of the revaluation process, officers assessed the impact of AASB 13 and determined it was not material for Pyrenees Shire Council.
• Impact: Confirms that accounting treatment for fair value measurement did not require material adjustments beyond the revaluation work already undertaken—supporting efficient and compliant reporting.
• Next steps: The assessment is documented in the financial reporting and remains subject to review/confirmation through the Auditor-General’s audit.

Recorded 2024/25 operating results and cash position for annual reporting purposes

• Context: Annual reporting requires Council to disclose operating performance and liquidity/cash position to inform residents and stakeholders of financial sustainability.
• Details: Council recorded the following key 2024/25 results for annual reporting:
  • Operating Surplus: $8.117 million
  • Total Comprehensive Result: $72.107 million
  • Cash and Investments: $23.877 million
  • Working Capital: 203%
• Impact: Provides the community with clear indicators of financial performance, capacity to meet obligations, and overall financial trend—supporting transparency around Council’s stewardship.
• Next steps: These figures are included in the Financial and Performance Statements submitted for Auditor-General certification and ultimately incorporated into the Annual Report once certified.

Community Impact

• Residents (financial transparency): Adoption “in principle” of the 2024/25 Financial and Performance Statements for Auditor-General certification, increasing public accountability for council spending and performance
• Residents (service funding timing): Receipt of significant grant funding ahead of schedule (Financial Assistance, flood grants, Worker Accommodation) supports earlier delivery of funded programs and related community services
• Residents (asset management impacts): Ongoing valuation and reporting for major community infrastructure (roads, bridges, kerb/channel, drainage, footpaths/cycleways, land/buildings) informs future maintenance and renewal priorities
• Residents (flood-affected communities): Flood grant funding for certified works indicates continued investment in flood recovery/mitigation activities affecting affected local areas
• Residents (workforce accommodation): Worker Accommodation grant funding supports housing for workers, potentially improving continuity of services and reducing staffing disruptions in the shire
• Residents (financial stewardship): Council acknowledgement of “numerous financial challenges ahead” signals potential future impacts on rates, budgets, and the pace/scale of projects while maintaining fiscal oversight

Other Notable Items

• Council noted significant grant funding received ahead of scheduled expenditure in 2024/25.
• Operating surplus reported at $8.117m; total comprehensive result reported at $72.107m.
• Cash and investments reported at $23.877m; working capital at 203%.
• Asset revaluations included roads, bridges, kerb/channel, drainage, footpaths/cycleways, and land/buildings.
• Officers advised AASB 13 impacts were determined not material for Pyrenees Shire.

Tech & Innovation Notes

• Virtual meeting / livestream streaming of Council proceedings (online delivery of meeting content)

Key Decisions & Outcomes

• Appointed Council as land manager for James Scullin Memorial Park; seek formal DEECA appointment.
• Adopted Road Management Plan (June 2025 review) and publish on Council website.
• Endorsed Waubra Recreation Reserve Master Plan for 28-day final community exhibition.
• Held Special Council Meeting (29 Sept 2025) to adopt in principle the 2024/25 Financial Statements.
• Approved 2025/26 carryover projects totalling $7,794,954.
• Adopted Municipal Public Health and Wellbeing Plan 2025–2029 (six priority areas).

Detailed Descriptions

Appointed Council as land manager for James Scullin Memorial Park; seek formal DEECA appointment

• Context: The James Scullin Memorial Park is Crown Land in Trawalla and is the intended location for a project by the Beaufort Historical Society to recognise James Scullin (Australia’s 9th Prime Minister). DEECA advised that the proposed memorial requires an ongoing land manager, and that Pyrenees Shire Council’s management status had not been formally transferred.
• Details:
  • Location: James Scullin Memorial Park, Trawalla (borders Mount Emu Creek; opposite Trawalla Primary School).
  • Background trigger: Early July 2025 contact from the Beaufort Historical Society proposing a memorial project.
  • DEECA correspondence: In August 2025, DEECA advised they require an ongoing land manager for the proposed project to proceed.
  • Council resolution (Ordinary Meeting, 15 September 2025, Item 11.2.1):
    • Agreed to become the appointed land manager of the James Scullin Memorial Park.
    • Authorised Council to write to the Department of Energy, Environment and Climate Action (DEECA) to seek formal appointment as land manager.
    • Continued support to the Beaufort Historical Society for the proposed project.
    • Continued to maintain the grounds of the park.
    • Added requirement: engage with DEECA to negotiate funds to support ongoing maintenance.
• Impact: Provides formal governance/tenure for the memorial project, reduces the risk of losing focus on local historical identity, and supports long-term protection and maintenance of a culturally significant community asset.
• Next steps:
  • Council to submit a formal request to DEECA for appointment as land manager (following the 15 September 2025 resolution).
  • Council to continue working with the Beaufort Historical Society to progress the memorial proposal.
  • Council to engage DEECA with a view to negotiating maintenance funding.

Adopted Road Management Plan (June 2025 review) and publish on Council website

• Context: Council is required to review and adopt its Road Management Plan (RMP) and ensure it aligns with current best practice and legal requirements. The June 2025 reviewed draft was publicly consulted and updated based on submissions.
• Details:
  • Consultation period:
    • Public display on Council website and hard copies at key locations (including Council offices in Lawrence Street, Beaufort; Beaufort Resource Centre; Avoca Information Centre).
    • Submissions opened: 11 July 2025
    • Submissions closed: 5.00pm on 15 August 2025
  • Submissions received at close:
    • Two (2) submissions total:
      • One internal submission from a Council officer requesting minor amendments/updates to inspection frequencies.
      • One public submission supporting the plan’s prioritisation and noting Homebush Road as already being well maintained.
  • Council resolution (Ordinary Meeting, 15 September 2025, Item 11.2.2):
    • Adopted the Road Management Plan incorporating minor amendments recommended through submissions.
    • Published the adopted RMP on Council’s website.
    • Provided hard copies at key customer service centre locations in Beaufort and Avoca.
• Impact: Strengthens transparency and accountability by setting clear, measurable maintenance/inspection standards and expected repair-time commitments, improving community confidence in road service delivery.
• Next steps:
  • Publish the adopted RMP on Council’s website and distribute hard copies to Beaufort and Avoca customer service locations (immediately following adoption at 15 September 2025 meeting).

Endorsed Waubra Recreation Reserve Master Plan for 28-day final community exhibition

• Context: The Waubra Recreation Reserve is a key community asset requiring a long-term framework to guide development, governance, and activation. Council progressed from drafting to final community feedback through a structured 28-day exhibition.
• Details:
  • Engagement background:
    • More than 80 direct engagements including surveys, stakeholder meetings, school workshops, and community drop-in sessions.
    • Workshop held with the Waubra Reserve and Community Hub Assets Committee on 19 August 2025.
  • Master Plan structure (Action Plan themes):
    • People, Participation, Place, Partnership
  • Council resolution (Ordinary Meeting, 15 September 2025, Item 11.3.1):
    • Endorsed the Draft Waubra Recreation Reserve Master Plan for public exhibition for four weeks (28 days), as presented in Attachment One.
    • Noted the Community Engagement Report (Attachment Two).
  • Exhibition format:
    • 28 days of both online and direct engagement opportunities.
    • Targeted engagement for residents, user groups, schools, and local service providers.
• Impact: Ensures the final Master Plan reflects community needs and priorities, supporting future capital planning and funding applications while building trust through transparent consultation.
• Next steps:
  • Place the draft Master Plan on public exhibition for 28 days starting after the 15 September 2025 meeting (final dates to be set by Council officers).
  • Receive final community feedback and return to Council for adoption of the final Master Plan (post-exhibition).

Held Special Council Meeting (29 Sept 2025) to adopt in principle the 2024/25 Financial Statements

• Context: Under the Local Government Act 2024, Council must adopt the Financial and Performance Statement in principle by 30 September 2025 to enable subsequent legislative reporting and certification by 31 October.
• Details:
  • Legislative requirement:
    • Adoption in principle required by: 30 September 2025
    • Certification deadline: 31 October (as referenced in the report)
  • Council resolution (Ordinary Meeting, 15 September 2025, Item 11.3.2):
    • Held a Special Meeting of Council virtually at 6.00pm on Monday 29 September 2025.
    • Purpose: adopt in principle the 2024/25 Financial and Performance Statements.
  • Basis:
    • Local Government Act 2024 Section 98(4) and (5)
    • Local Government (Planning and Reporting) Regulations 2020
• Impact: Maintains compliance with statutory reporting timelines and reduces risk of delays to annual reporting processes.
• Next steps:
  • Conduct the virtual Special Meeting at 6.00pm on 29 September 2025.
  • Following adoption in principle, proceed with the formal review of the 2024 Annual Report and certification processes by 31 October.

Approved 2025/26 carryover projects totalling $7,794,954

• Context: After completion of the 2024/25 annual statements, Council must carry forward untied grants and projects spanning multiple financial years or unfinished works as at 30 June 2025. Carryovers are only approved where supported by surplus funds.
• Details:
  • Council resolution (Ordinary Meeting, 15 September 2025, Item 11.3.5):
    • Approved carryover list to be added to the 2025/26 financial year program.
    • Total carryovers approved: $7,794,954
  • Funding sources (summary):
    • Council Funds: $1,706,677
    • Government Grant: $5,151,128
    • Insurance: $171,666
    • Loan: $765,483
  • Example projects included in the carryover schedule (from the table in minutes):
    • 702095 – Front counter renovations in Council offices (Frontline Service Review): $58,144 (Council Funds – Capital)
    • 721080 – B185 Amphitheatre Rd Bridge to Major Culvert Replacement: $249,207 (Council Funds – Capital)
    • 108851 – Fire Event February 2024 Income: $571,808 (Government Grant – Operating)
    • 108862 – Pyrenees Bushfire Resilience Project – Safer Together Income: $285,979 (Government Grant – Operating)
    • 705251 – Burke Street Workers Accommodation: $765,483 (Loan – Capital)
    • 503008 – Federal Assistance Grant – General Purpose: $3,700,620 (Government Grant – Operating)
• Impact: Protects continuity of critical projects and grant-funded work, ensuring Council can deliver planned outcomes in 2025/26 without re-sourcing funds mid-year.
• Next steps:
  • Add approved carryover projects to the 2025/26 program and proceed with delivery in accordance with grant conditions and project timelines.

Adopted Municipal Public Health and Wellbeing Plan 2025–2029 (six priority areas)

• Context: The Public Health & Wellbeing Act 2008 requires Council to develop and adopt a Municipal Public Health and Wellbeing Plan within 12 months of a council election, consistent with the Council Plan, and reviewed annually and at the end of the four-year period.
• Details:
  • Adoption process context:
    • Council resolved on 28 April 2025 to place the Draft Plan on public exhibition.
    • Draft Plan public exhibition: 28-day period commencing Thursday, 15 May 2025.
    • Submissions considered at Council meeting: 16 June 2025.
    • Council resolved on 23 June 2025 for refinement to align with Council Plan 2025–2029 and confirm actions are achievable before adoption.
  • Priority areas (six):
    1. Increasing Healthier Eating
    2. Increasing Active Living
    3. Creating a Safer Community
    4. Connecting our Community & Supporting Mental Wellbeing
    5. Supporting our Population Through All Stages of Life
    6. Being a Climate Resilient Community
  • Council resolution (Ordinary Meeting, 15 September 2025, Item 11.3.6):
    • Having reviewed submissions and minor refinements, adopted the updated Municipal Public Health & Wellbeing Plan 2025–2029.
• Impact: Provides a clear strategic framework for public health actions across the Shire, supports compliance with statutory obligations, and guides annual action planning and potential grant funding partnerships.
• Next steps:
  • Submit the adopted Plan to the Victorian Department of Health in accordance with statutory obligations.
  • Develop annual action plans through Council’s organisational business planning process aligned to the Plan’s priorities.

Community Impact

• Trawalla residents & visitors: Council becomes the appointed land manager of James Scullin Memorial Park, supporting ongoing maintenance and enabling the Beaufort Historical Society’s proposed memorial project
• Road users across the shire: Adoption of the updated Road Management Plan (June 2025 review) sets measurable inspection/repair standards and expected repair time commitments for roads
• Waubra residents and sports/community groups: Draft Waubra Recreation Reserve Master Plan is placed on public exhibition for final feedback, shaping future reserve development, governance, and program priorities
• Avoca residents (High Street area): Public Expression of Interest process begins for licensing 226 High Street Avoca, potentially changing how the site is used after the current temporary licence ends (with Council retaining surveying access)
• Beaufort youth & families: A 10-year licence is progressed for the Beaufort Blue Light Motorcycle Club to use 252 Beaufort–Lexton Road, supporting ongoing supervised youth riding events (third Sunday monthly)
• Avoca residents (new addresses): Unnamed roads are formally adopted as Kathleen Street (between Homebush Road and Station Street) and Rose Mary Way (between Davy Street and Camp Street), improving emergency services and mail delivery accuracy

Other Notable Items

• Public concern: Beaufort RV Park request to extend stop-over hours and allow portable fire drums.
• Community feedback: Road Management Plan consultation received only two submissions.
• Planning update: Waubra Recreation Reserve Master Plan to enter final 28-day public exhibition.
• Future agenda item: Special virtual council meeting on 29 September for 2024/25 Financial and Performance Statement.
• Recognition/achievements: Councillor attended Ballarat Biennale events and promoted “The Hidden” exhibition.

Tech & Innovation Notes

• Digital services / online platforms

  • Public consultation and submissions facilitated electronically via Council website links and QR codes (Road Management Plan June 2025 review).
  • Draft initiatives consultation to be supported via a survey link distributed through Council’s website, social media, and printed media.
  • Council meeting to be held virtually (Special Meeting of Council on 29 September 2025).

• IT infrastructure / digital transformation

  • Carryover projects include “End user computing strategy implementation stage 2” and “Information Technology” (2025/26 carryovers list).

• IT / customer service systems (digital process)

  • Reference to a “Customer Action Request (CAR) system” and outstanding CARs from prior years (stormwater drain manhole repair; motorcycle access/signage issue).

• Smart city initiatives

  • No explicit smart city initiatives mentioned.

• Tech community / startups / innovation ecosystems

  • No mentions of hackerspaces, startups, or tech community groups.

• Cybersecurity

  • No mentions of cybersecurity or cyber risk management.

Key Decisions & Outcomes

• Approved Western Renewables Link submission themes and messages to Planning Panels Victoria.
• Adopted Lexton Flood Management Plan and authorised planning scheme amendment process.
• Supported Burnbank Creek clearing of non-native vegetation within available annual funding.
• Continued War Memorial maintenance and partnered with volunteers for improvements and external funding.
• Approved planning permit PA25042 for 63 Rutherford Street Avoca rooming house.

Detailed Descriptions

Approved Western Renewables Link submission themes and messages to Planning Panels Victoria

• Context: Pyrenees Shire Council is required to respond to the Western Renewables Link (WRL) Environmental Effects Statement (EES) as part of a Joint Inquiry and Advisory Committee (IAC) process appointed by the Minister for Planning. Council considered the key themes and messages it will include in its submission to Planning Panels Victoria.
• Details:
  • Project: Western Renewables Link (WRL), a proposed 500kV double circuit overhead transmission line.
  • Route/scale: extends ~190km from Bulgana (west Vic) to Sydenham (north-west Melbourne), plus upgrades to terminal stations; spans six LGAs including Pyrenees Shire.
  • Submission timing:
    • Council to submit to Planning Panels Victoria by 22 August 2025 (with a more substantial submission to follow).
    • More substantial submission due 5 September 2025 (as agreed with Planning Panels Victoria).
  • IAC hearing schedule:
    • Directions hearing: 5 September 2025
    • Public hearings: commence week of 27 October 2025, expected to run 6–7 weeks (potentially into early 2026).
  • Council resolution (18 August 2025):
    • Approved submission themes/messages to be used in Council’s WRL submission to Planning Panels Victoria (including advocacy for best outcomes for impacted landowners and communities).
    • Council also resolved to continue promoting public awareness, participate in the IAC process, publish submission materials online, and provide updates after the IAC report is released.
• Impact: Strengthens Council’s ability to advocate for mitigation and planning controls addressing Pyrenees Shire community concerns (including biodiversity/heritage/visual amenity, agricultural impacts, bushfire risk, and construction/traffic impacts) during the formal EES inquiry process.
• Next steps:
  • Finalise and lodge the initial submission by 22 August 2025.
  • Prepare and lodge the more substantial submission by 5 September 2025.
  • Attend/seek representation at the 5 September 2025 directions hearing and later public hearings from late October 2025.

Adopted Lexton Flood Management Plan and authorised planning scheme amendment process

• Context: Lexton experienced significant flooding in October 2022, causing widespread impacts including blocked roads, town isolation, and millions of dollars in damage. The community advocated for flood mitigation and a comprehensive flood study to improve emergency planning and reduce future risk.
• Details:
  • Plan: Lexton Flood Management Plan (investigation and summary report).
  • Prepared by: Water Technology Pty Ltd under management of Pyrenees Shire, with technical support from North Central Catchment Management Authority (NCCMA).
  • Catchment scope: township of Lexton and surrounding local catchments including Lexton and Burnbank Creeks.
  • Flood mechanism: flooding is predominantly caused by Burnbank Creek breaking its banks, with floodwater flowing across the Sunraysia Highway and inundating properties along Goldsmith Street.
  • Council decision (18 August 2025) included:
    • Adopt the Lexton Flood Management Plan investigation and supporting reports:
      • Data Review Report
      • Model Calibration Report
      • Flood Damages and Mitigation Report
      • Flood Intelligence and Flood Warning Assessment Report
      • Summary Report
    • Support the mitigation recommendation to clear Burnbank Creek of all non-native vegetation in the vicinity of Lexton.
    • Support annual removal of non-native vegetation and, where required, potential removal of native regrowth vegetation within available funding, and seek permissions for regrowth removal/creek obstructions.
    • Authorise Council to seek Minister for Planning authorisation under Section 8A of the Planning and Environment Act 1987 to prepare a Planning Scheme Amendment to incorporate the flood risk mapping and controls into the Pyrenees Planning Scheme.
    • After authorisation: prepare and exhibit the amendment under sections 12, 17, 18 and 19 of the same Act.
    • Council to be briefed after consultation on whether to adopt/approve under section 20(4) or refer unresolved submissions to a Standing Advisory Committee (or as directed by the Minister’s office).
  • Financial/risk note provided:
    • Average annual flood damage cost: $104,816 per year (roads and properties).
• Impact: Improves Lexton’s flood intelligence for emergency planning and supports statutory planning controls to reduce future flood damages and community isolation risks.
• Next steps:
  • Seek Minister for Planning authorisation under Section 8A (following the Council resolution).
  • Upon authorisation, draft and exhibit the Planning Scheme Amendment incorporating the flood mapping and flood-prone land designation.
  • After public consultation, Council will decide whether to adopt/approve or refer submissions for further consideration.

Supported Burnbank Creek clearing of non-native vegetation within available annual funding

• Context: The Lexton Flood Management Plan identified vegetation in Burnbank Creek as part of the flood risk context and recommended targeted clearing to reduce inundation impacts in the township.
• Details:
  • Location: Burnbank Creek, in the vicinity of Lexton (notably affecting floodwater paths across the Sunraysia Highway and inundation of properties along Goldsmith Street).
  • Council resolution (18 August 2025):
    • Supports clearing Burnbank Creek of all non-native vegetation.
    • Supports annual removal of all non-native vegetation and potential removal of native regrowth vegetation where required, within the limits of available funding/budget.
    • Seeks appropriate permissions for removal of regrowth vegetation and other creek obstructions.
• Impact: Reduces flood-related hazards and helps protect roads and properties during more frequent flood events, while managing vegetation maintenance sustainably within Council’s budget constraints.
• Next steps:
  • Obtain required permissions for vegetation and obstruction removal.
  • Schedule annual works for Burnbank Creek clearing/remediation in line with available funding and the permissions granted.

Continued War Memorial maintenance and partnered with volunteers for improvements and external funding

• Context: Following community questions raised at the 19 May 2025 Council meeting about War Memorial maintenance responsibilities, Council officers compiled a Shire-wide overview of memorial locations and current maintenance levels.
• Details:
  • Scope: War Memorials and Avenues of Honour across Pyrenees Shire (including memorial parks, cenotaphs, memorial walls, and avenues of honour).
  • Maintenance responsibility overview: Council identified varying maintenance levels (e.g., High, Moderate, Low, and “not currently maintained by Council” in some cases) depending on land manager and site arrangements (including areas managed by DTP, Crown Land, VicTrack, and private land).
  • Council decision (18 August 2025):
    • Continue maintaining War Memorials to appropriate levels that meet community expectations within Council’s budget.
    • Partner with volunteer groups to enable improvements to War Memorials and Avenues of Honour.
    • Encourage volunteer/community groups to apply for funding through Council’s Community Funding Program.
    • Seek external funding where required to enable improvements.
  • Volunteer partnership emphasis: Council noted officers are generally supportive of improvements, provided they are well canvassed with the community and relevant liaison groups, and that heritage overlays are respected.
• Impact: Sustains the cultural and community value of memorial sites while leveraging volunteer capacity and external grants to improve sites beyond baseline Council maintenance.
• Next steps:
  • Implement ongoing maintenance through Council’s town maintenance program (within budget).
  • Engage with volunteer groups and liaison organisations to plan improvements.
  • Support applications to Council’s Community Funding Program and pursue external restoration funding opportunities.

Approved planning permit PA25042 for 63 Rutherford Street Avoca rooming house

• Context: Council considered planning application PA25042 for use of land at 63 Rutherford Street, Avoca as a rooming house. The application was subject to public notice and generated significant community objections.
• Details:
  • Application: PA25042
  • Address: 63 Rutherford Street, Avoca (Commercial 1 Zone; Heritage Overlay affects the site, but no buildings/works are proposed).
  • Councillor conflict: Cr Rebecca Wardlaw declared an indirect conflict of interest, left the meeting at 6:47pm.
  • Proposal:
    • Use of existing dwelling as a rooming house.
    • 4 bedrooms and maximum 4 tenants.
    • Shared kitchen and bathroom, outdoor area, and two on-site car parks per building (proposal includes required parking under Clause 52.06-5).
  • Public participation:
    • 29 submissions objecting to the grant of a planning permit were received.
    • Objection themes included:
      • Lack of resources/services for residents (including medical and psychological support), limited public transport, and concerns about demand on services.
      • Concerns about resident behaviour (substance abuse, crime, threats/harassment).
      • Safety concerns for Avoca residents.
      • Allegations the application is inaccurate / more rooms than stated.
      • Claim it is a “halfway house”.
      • Preference that 134 High Street be used as a shop instead.
    • Mayor noted a petition opposing PA25042 was received with 374 signatures, to be considered as part of item 11.1.4.
  • Decision: Council approved planning permit PA25042 for the rooming house at 63 Rutherford Street, Avoca (as recorded in the item’s decision section).
• Impact: Enables lawful operation of the rooming house use at the site, providing accommodation consistent with the permit conditions and planning framework, while formalising the planning outcome despite community concerns.
• Next steps:
  • Issue the planning permit documentation for PA25042 (subject to any standard administrative steps following Council’s decision).
  • Notify relevant parties of the decision and provide appeal/rights information as applicable under Victorian planning processes.

Community Impact

• Residents (Avoca, Rutherford St area): Decision on planning application PA25042 to operate a 4-tenant rooming house at 63 Rutherford Street, affecting local amenity and community safety concerns raised in 29 objections and a petition (374 signatures) opposing the permit
• Residents (Avoca): Potential changes to parking and on-site vehicle movements due to the required car parking provision under Clause 52.06 (2 car parks provided), which may affect nearby street parking and traffic patterns
• Residents (Lexton): Adoption of the Lexton Flood Management Plan and support for clearing Burnbank Creek of non-native vegetation and removing regrowth/obstructions as required—aimed at reducing flood damages, road inundation, and property risk during frequent flood events
• Residents (Lexton): Planning scheme amendment process to incorporate flood-prone land controls based on the new flood mapping, which may change how future development applications are assessed in affected areas
• Residents (Pyrenees Shire broadly): Council submission and participation in the Western Renewables Link EES/IAC process (500kV transmission line) that may lead to major construction impacts (noise, traffic, dust, workforce accommodation) from late 2026 to late 2028
• Residents (Pyrenees Shire broadly): Ongoing/annual creek vegetation removal actions (Burnbank Creek) and potential works tied to flood mitigation, which may temporarily affect local access, vegetation, and environmental conditions near the creek

Other Notable Items

• Public question: rewrite/update environmental policy due to accelerated climate change concerns.
• Petition received opposing PA25042 (63 Rutherford Street Avoca); 374 signatures.
• Western Renewables Link submission timeline: Panels Victoria by 22 Aug; substantial submission 5 Sept.
• Lexton Flood Management Plan progress: adopts recommendations and seeks planning scheme amendment authorization.
• War Memorials/Avenues maintenance review: council continues maintenance, partners with volunteers, seeks external funding.

Tech & Innovation Notes

• Digital/online engagement & livestreaming
  Members of the public may view the meeting virtually via a livestream; councillor activity includes virtual meetings/workshops.
• Online publication of council materials
  Council will publish its submission and related materials online and provide updates after the IAC report is released (Western Renewables Link item).
• Online forums / engagement hubs
  Western Renewables Link engagement included online forums supported by digital methods; Lexton Flood Management Plan community engagement used on Council’s engagement hub.
• IT/data systems & GIS
  Western Renewables Link notes that information and mapping data from ecological surveys must be shared in a format usable in Council’s GIS.
• Telecommunications infrastructure
  Briefing/workshop references Lexton Telecommunications Tower.
• Energy grid / high-voltage infrastructure (tech-adjacent)
  Western Renewables Link involves a 500kV double-circuit transmission line and terminal station upgrades, connecting renewable energy developments to the grid (AEMO/AusNet involvement).
• Flood intelligence / modelling (data-driven infrastructure)
  Lexton Flood Management Plan includes flood mapping, flood modelling, calibration, and flood warning assessment to support emergency planning and response.

Key Decisions & Outcomes

• Endorsed Council participation in the Victorian “Business Friendly Councils” initiative.
• Adopted recommendations for Avoca Recreation Reserve flood mitigation and levee extension.
• Approved community engagement process for the revised 2025–2034 Ten-Year Asset Plan.
• Endorsed 2025/26 major road, bridge, and culvert capital works projects and external funding applications.
• Adopted new Instrument of Appointment and Authorisation for the Municipal Building Surveyor.
• Endorsed payment and procurement of the 2025–26 insurance program ($679,652.04).

Detailed Descriptions

Endorsed Council participation in the Victorian “Business Friendly Councils” initiative

• Context: Council considered how to further improve business outcomes through more efficient permit approvals, building on existing commitments under the Victorian Small Business Friendly Charter.
• Details:
  • At the Ordinary Meeting of Council on 21 July 2025, Council considered the report 11.1.2 – Small Business Support.
  • Council noted that there is no cost to participate in the Victorian Government’s “Business Friendly Councils” initiative, with the main commitment being staff time over a 5-week delivery period.
  • The initiative provides access to:
    • Specialised facilitated support across planning, health, economic development, customer service and IT
    • Customised tools and resources to simplify and accelerate permit approvals
    • A culture change toolkit to support internal process improvements
    • Online learning modules to build capability across council teams
  • Council also referenced that Pyrenees Shire Council is already a signatory to the Small Business Friendly Charter (VSBC) and that participation directly supports streamlined permit approvals.
• Impact: Businesses can expect faster, more streamlined council interactions—reducing time and resources required to obtain permits and supporting the local economy by helping new businesses start sooner and existing businesses expand.
• Next steps:
  • Council participation is endorsed; implementation will occur over the 5-week program period once scheduled by the Victorian initiative providers.
  • Council will continue work aligned to the Small Business Friendly Charter and its economic development priorities, including the development of a new economic development strategy in 2025–26.

Adopted recommendations for Avoca Recreation Reserve flood mitigation and levee extension

• Context: Council reviewed a Flood Mitigation Investigation for the Avoca Recreation Reserve, following the 2021 Upper Avoca River Flood Investigation and further technical assessment and community consultation.
• Details:
  • At the Ordinary Meeting of Council on 21 July 2025, Council considered 11.2.1 – Flood Mitigation Investigation - Avoca Recreation Reserve.
  • The project was commissioned with State Government funding and delivered by Water Technology Pty Ltd, managed by Pyrenees Shire Council with technical support from North Central Catchment Management Authority (NCCMA).
  • Community engagement included in-person sessions at the Avoca Recreation Reserve and online consultation opportunities.
  • A final community consultation session was held on Wednesday 02 July 2025 (7 community members attended).
  • Council adopted recommendations including:
    • Installing flood barriers around the Avoca Football and Netball Club clubrooms to protect the building from future flood events.
    • Supporting relocation of the Men’s Shed building outside the flood-prone area.
    • Rebuilding the netball and tennis courts with flood-resilient designs.
  • Council specifically endorsed extending the existing levee as per Option 3 to further protect Avoca Recreation Reserve assets from flood-water velocity effects.
  • Council also resolved to pursue funding for the levee extension (Option 3).
  • The report noted the October 2022 flood caused over $1.4 million in damage and extensive closures.
• Impact: These actions reduce the likelihood and severity of future flood disruption to key community sporting and social assets, improving resilience and decreasing recovery time and costs after major flood events.
• Next steps:
  • Council will:
    • Work with the community to investigate recreation reserve relocation feasibility and viability.
    • Work with the Men’s Shed group to investigate relocation options and investment requirements.
    • Progress Option 3 levee extension planning and funding applications.
  • Council also requested a minor inclusion in the final report regarding commentary on the concept of a town protection weir.

Approved community engagement process for the revised 2025–2034 Ten-Year Asset Plan

• Context: The Local Government Act 2020 requires Council to develop, adopt, and keep in force an Asset Plan using deliberative engagement practices, including engagement before adoption.
• Details:
  • At the Ordinary Meeting of Council on 21 July 2025, Council considered 11.2.2 – Reviewed Ten-Year Asset Plan.
  • The draft plan is the 2025–2034 Ten-Year Asset Plan (a major refresh to align with the Act and Council’s recently adopted plan).
  • Council noted the plan must include maintenance, renewal, acquisition, expansion, upgrade, disposal and decommissioning information for each asset class.
  • Council resolved that the community engagement will be undertaken on the revised Ten-Year Asset Plan 2025–2034, and that the revised plan will be brought back to Council at a future meeting for adoption.
• Impact: Community input helps ensure the asset renewal and infrastructure priorities reflected in the Ten-Year Asset Plan are better understood and accepted by residents, improving transparency and reducing financial risk.
• Next steps:
  • Conduct engagement with the community on the revised 2025–2034 plan.
  • Bring the revised plan back to a future Council meeting for consideration and adoption (as required by the Act and engagement practices).

Endorsed 2025/26 major road, bridge, and culvert capital works projects and external funding applications

• Context: Council reviewed the 2025/26 major capital works program for roads, bridges and major culverts, including the mix of Council funding, Roads to Recovery funding, and external grants.
• Details:
  • At the Ordinary Meeting of Council on 21 July 2025, Council considered 11.2.3 – 2025/26 Key Capital Works Projects.
  • The approved 2025/26 budget included:
    • $2,555,068 for Major Road Reconstruction/Construction
    • $432,900 for Bridges/Major Culverts Reconstruction/Construction
    • Plus a provisional additional $1 million loan allowance for bridge upgrades to remove load limits.
  • Budget values included:
    • Council funding of $532,900
    • Federal Roads to Recovery funding of $2,455,068
  • Council also noted additional external funding sources beyond the budget values (e.g., TAC Safer Local Roads & Streets Program, external Federal flood & fire disaster repair funding, developer contributions, and carry-forward funding).
  • Council endorsed the listed major projects to proceed in 2025/26, and to seek external funding for relevant bridge projects.
  • Examples of major road projects listed included (among others):
    • Racecourse Rd, Beaufort (Ch.630m to Ch.2,000m) seal & shoulders
    • Langi Kal Kal Rd
    • Trawalla Waterloo Rd
    • Crowlands Eversley Rd
    • Hopes Ln (flood repair & RTR funded)
    • Waubra Talbot Rd (including intersections)
    • Burke St Beaufort speed management and intersection improvements (SLRSP funded)
  • Examples of bridges/major culverts included (among others):
    • B191 Beaufort Caravan Park No. 2 (Snake Island) Footbridge Reconstruction
    • B80 High St Footbridge Reconstruction
    • B58 & B60 Eurambeen Streatham Rd bridge to major culvert
    • B185 Amphitheatre Rd bridge to major culvert
    • MC342 Beaufort–Carngham Rd major culvert reconstruction
    • Plus loan allowance projects such as B7 Back Cemetery Rd and multiple Lexton/Ararat Rd bridge strengthening items.
• Impact: The community benefits from improved safety, connectivity, and asset reliability across major transport links, while external funding applications help maximise the scale of works delivered.
• Next steps:
  • Projects will proceed with construction in 2025/26.
  • Council will seek external funding for eligible bridge projects.
  • Community engagement/notification will occur as required for each project using noticeboards, media releases and social media (as applicable).

Adopted new Instrument of Appointment and Authorisation for the Municipal Building Surveyor

• Context: Council needed to update its delegations/authorisations due to a change in the Municipal Building Surveyor role.
• Details:
  • At the Ordinary Meeting of Council on 21 July 2025, Council considered 11.3.1 – Instrument of Appointment and Authorisation - Municipal Building Surveyor.
  • The incumbent role changed, with Mr Daniel de Lacy appointed as of July 2025.
  • Council adopted an Instrument of Appointment and Authorisation to designate the officer as an Authorised Officer to perform the powers, duties and functions in the instrument.
  • Council resolved that:
    • The instrument comes into force immediately it is signed by the Chief Executive Officer
    • It remains in force until Council varies or revokes it
    • All previous delegations relating to the Municipal Building Surveyor role are revoked upon the CEO signing the new instrument.
• Impact: Ensures the Municipal Building Surveyor can legally and consistently carry out statutory building surveying functions without gaps in authority.
• Next steps:
  • The CEO will sign the new Instrument of Appointment and Authorisation.
  • Previous delegations will be revoked at that time.
  • The Municipal Building Surveyor role will operate under the updated authorisations from the signing date.

Endorsed payment and procurement of the 2025–26 insurance program ($679,652.04)

• Context: Council undertook annual insurance procurement to meet governance obligations and manage risk across public liability, property, professional indemnity, cyber and other required lines.
• Details:
  • At the Ordinary Meeting of Council on 21 July 2025, Council considered 11.3.2 – Risk Management - Insurance Renewal 2025–26.
  • Council noted the annual insurance program (excluding WorkCover) was procured commencing 1 July 2025.
  • Total insurance costs for 2025–26 (excluding WorkCover) were $679,652.04.
  • This represented an increase of just over $65,500 or 10.67% above the previous year.
  • The procurement was managed through Council’s long-standing arrangements:
    • MAV Liability Mutual Scheme for public liability and professional indemnity
    • JLT Public Sector as agent for procurement, with tendering to obtain best deals
    • Other insurers referenced included Vero (motor vehicle), Chubb (personal accident and corporate travel, and crime), and AXA XL (Councillor & Officers Liability), with QBE for community liability pack and a panel led by Chubb for cyber liability.
  • Council endorsed payment/procurement through a motion that noted payment made of $679,652.04 for the procurement of the 2025–26 insurance program.
• Impact: Protects Councillors, staff, and the community by ensuring Council maintains appropriate insurance coverage for key operational, property, liability and cyber risks—reducing financial exposure from claims and incidents.
• Next steps:
  • WorkCover insurance will be procured later in the year and reported separately to Council.
  • Council’s risk advisor will plan visits to buildings valued above $500,000 to collect insurer data to support accurate underwriting and catastrophe modelling.

Community Impact

• Avoca Recreation Reserve users and nearby residents: Flood mitigation recommendations will be progressed, including installing flood barriers around the Avoca Football and Netball Club clubrooms, relocating the Men’s Shed outside the flood-prone area, and rebuilding netball/tennis courts with flood-resilient designs
• Avoca residents (broader community): Council will investigate the feasibility and viability of relocating the recreation reserve facilities (as an option alongside the recommended measures), which may lead to future changes to how the reserve is used
• Men’s Shed members and volunteers: The Men’s Shed building is expected to be relocated to reduce future flood risk, potentially affecting where members meet and how the shed integrates with other community facilities
• Road users across the Shire: 2025/26 major road reconstruction and upgrades (including intersections, sealing, drainage/parking works, and speed/intersection improvements) will proceed, likely bringing staged construction impacts such as traffic delays and temporary access changes
• Townships and residents near bridges/culverts: Bridge and major culvert works (including footbridge replacements and load-limit-related upgrades) will be delivered where funding allows, which may cause temporary closures, detours, or reduced access during construction
• Beaufort residents and visitors: Beaufort Lake Caravan Park redevelopment Phase 1 is complete and Council will continue to advocate for funding to deliver remaining stages (additional cabins, amenities upgrades, and entry/road works), which may increase visitor stays and local employment over time

Other Notable Items

• Public asked for list of Anzac memorial responsibilities; officers gathering information for future report.
• Council engagement methods questioned; “cuppas” and Avoca meetings reduced due to logistics and resource use.
• Waterloo township sign replacement promised via customer action request system.
• Beaufort off-leash dog park: $111k funding, neighbour letters, Engage Hub feedback, heritage/contamination checks underway.
• Avoca Recreation Reserve flood mitigation consultation: community disappointed levee option not recommended; relocation and levee extension discussed.

Tech & Innovation Notes

• Digital services / online platforms

  • Public meeting livestream for members of the public.
  • Use of Council’s online engagement (referenced as an engagement method).
  • Use of Councils Engage Hub for collecting feedback (e.g., Beaufort off-leash dog park).
  • Customer Action Request system mentioned for lodging requests (e.g., missing signage).
  • Visit Pyrenees app referenced as providing supporting content for the “Road to Red Winter” campaign.
  • Visit Pyrenees website and associated digital marketing/analytics (Facebook/Instagram statistics).

• Digital transformation / IT

  • ICT Transformation – SharePoint (agenda item 11.3.9).

• Smart city / connectivity initiatives

  • Digital connectivity plan and survey responses about mobile/internet connectivity.
  • Feasibility work for a telecommunications tower at Lexton.
  • Drop-in sessions involving Telstra, NBNCo, and Regional Tech Hub focused on digital connectivity.

• IT infrastructure / cybersecurity

  • Cyber Liability included in the Council’s insurance renewal (risk management item references cyber-security coverage).

• Digital ecosystem / tech community

  • Engagement with Regional Tech Hub via drop-in sessions (digital connectivity support).

Key Decisions & Outcomes

• Adopted the Council Plan 2025–2029 with agreed amendments.
• Adopted the Community Vision 2031 without alteration.
• Deferred adoption of the Municipal Public Health & Wellbeing Plan to October 2025.
• Adopted the 2025/26 Budget, 10-year Financial Plan, Revenue & Rating Plan, and Fees/Charges.
• Approved borrowing up to $1,000,000 for strategic capital works; authorised loan documentation.
• Set 2025/26 rates and charges, including waste charges and a 50% recreational rates waiver.

Detailed Descriptions

Adopted the Council Plan 2025–2029 with agreed amendments

• Context: Council is required under the Integrated Strategic Planning and Reporting Framework to develop and adopt a 4-year Council Plan following a general election. The draft Council Plan 2025–2029 was publicly exhibited and submissions were considered at the Ordinary Meeting of Council on 16 June 2025.
• Details:
  • Meeting: Special Meeting of Council, Monday 23 June 2025 (Virtual).
  • Public exhibition (from a Council resolution on Monday 28 April 2025): Draft Council Plan 2025–2029.
  • Submissions deadline: 5:00 pm, 11 June 2025.
  • Council considered submissions: 16 June 2025.
  • Adoption decision: Council adopted the draft Council Plan 2025–2029 with agreed amendments (motion moved by Cr Rebecca Wardlaw / Cr Damian Ferrari; carried).
  • Key agreed amendments arising from submissions:
    • DJAARA submission (Dja Dja Wurrung Recognition and Settlement Agreement not meaningfully addressed): amendments include
      • A separate acknowledgement page using DJAARA-provided Traditional Owner wording and inserting a map of Traditional Owners within the Pyrenees Shire.
      • Inclusion within the Council Plan pillars and objectives for greater inclusion and collaboration with Traditional Owners, including DJAARA (noting further initiatives may be incorporated through Operational Initiatives and future Reconciliation Action Plans).
    • Additional minor wording changes proposed by:
      • A resident submission (terminology, linkages to other strategic documents, and measures), and
      • Internal organisational feedback, without changing Council’s intent.
  • Implementation approach: Council Plan to be communicated to officers and delivered via specific initiatives, with quarterly progress reporting to Council.
• Impact: Provides an updated strategic direction for Council for 2025–2029, including stronger recognition of Traditional Owners and improved alignment to community feedback while maintaining Council’s overall intent and operational delivery pathway.
• Next steps:
  • Officers to incorporate DJAARA engagement improvements into future engagement processes and Council’s Engagement Policy, including through future Reconciliation Action Plans.
  • Formal responses to all submitters to be provided detailing how contributions were considered.
  • A draft initiatives document to be brought to a future Council meeting for consideration and approval.

Adopted the Community Vision 2031 without alteration

• Context: The Community Vision 2031 is the 10-year community vision that informed the draft Council Plan 2025–2029. Council was asked to consider whether any changes were required in light of submissions, or to adopt it without alteration.
• Details:
  • Community Vision: Community Vision 2021–2031 (referred to in the minutes as Community Vision 2031).
  • Origin: prepared and adopted in 2021 following a deliberative community engagement process.
  • Public exhibition: the same Community Vision was placed on public exhibition alongside the draft Council Plan.
  • Adoption decision: Council adopted the Community Vision 2031 without alteration (motion moved by Cr Rebecca Wardlaw / Cr Damian Ferrari; carried).
• Impact: Locks in the long-term community direction for 2021–2031, ensuring continuity between community aspirations and Council’s 2025–2029 planning without introducing changes that could disrupt the original engagement outcomes.
• Next steps:
  • Council to proceed with implementation of the Council Plan 2025–2029 using the unchanged Community Vision as the guiding vision document.

Deferred adoption of the Municipal Public Health & Wellbeing Plan to October 2025

• Context: The Municipal Public Health & Wellbeing Plan 2025–2029 includes proposed initiatives that were not yet sufficiently tested against Council’s delivery capacity, resourcing, and budget constraints. Legislative timing requires adoption by October 2025.
• Details:
  • Document: Municipal Public Health and Wellbeing Plan 2025–2029.
  • Current status at 23 June 2025: not considered ready for adoption.
  • Deferred decision: Council required the plan to undergo further refinement and be reported for adoption prior to October 2025 (motion moved by Cr Rebecca Wardlaw / Cr Damian Ferrari; carried).
  • Refinement requirements noted in the report:
    • Further review and alignment with the Council Plan 2025–2029.
    • Further community and Traditional Owner engagement to support successful implementation over the next four years.
• Impact: Prevents premature adoption of a plan that may not be deliverable, improving the likelihood that health and wellbeing initiatives are realistic, properly resourced, and aligned with Council’s strategic priorities.
• Next steps:
  • The plan will be brought back to Council for adoption before October 2025 after refinement, alignment, and additional engagement.

Adopted the 2025/26 Budget, 10-year Financial Plan, Revenue & Rating Plan, and Fees/Charges

• Context: Under the Local Government Act 2020, Council must adopt a budget for the upcoming financial year and related long-term financial planning documents, after public display and consideration of submissions. The budget was prepared considering the Victorian Government’s rate cap and updated valuations.
• Details:
  • Meeting: Special Meeting of Council, Monday 23 June 2025 (Virtual).
  • Public display period: Draft budget, 10-year financial plan, and Revenue & Rating Plan were on public display for 28 days (submissions considered at 16 June 2025).
  • Rate cap consideration: Budget prepared considering Victorian Government rate cap of 3.0%.
  • Valuations update: Stage 4 valuations were issued during the display period; rate-in-dollar calculations were reworked accordingly (not increasing Council’s revenue).
  • Budget adoption decision: Council adopted the following (motion moved by Cr Simon Tol / Cr Rebecca Wardlaw; carried):
    • 2025/26 Budget (adopted pursuant to Section 94 of the Local Government Act 2020).
    • 10 Year Financial Plan 2025/26–2033/34.
    • Revenue and Rating Plan 2025/26–2028/29.
    • Fees and Charges (schedule as set out in the budget).
  • Amendments made to the version on public display (no financial position impact):
    • Recognition of the Workers Accommodation grant funding.
    • Correction of an error with the Library Grant.
  • Key waste charge inclusions (as part of charges adopted within the budget):
    • Waste Facilities/Disposal Charge: $254 (improved), $116 (unimproved), plus kerbside district charges of $603 (Beaufort/Avoca) and $603 (other urban townships and rural areas).
• Impact: Provides Council with approved financial authority and pricing for 2025/26, supporting delivery of services and capital works while maintaining long-term financial sustainability through the 10-year plan and equitable rating framework.
• Next steps:
  • CEO authorised to give notice of the decision to adopt the budget.
  • Final budget documents to be prepared following Council consideration of submissions and provided to Councillors prior to the next set of formal steps for implementation.

Approved borrowing up to $1,000,000 for strategic capital works; authorised loan documentation

• Context: Council’s budget includes a borrowing strategy to fund strategic capital works while managing long-term financial sustainability. The decision authorises new loan borrowings and the associated documentation process.
• Details:
  • Borrowing cap approved: up to $1,000,000 for strategic capital works/projects.
  • Budget disclosures:
    • Total amount borrowed as at 30 June 2025: $2,535,211.
    • Amount proposed to be borrowed during 2025/26: $1,000,000.
    • Amount proposed to be redeemed during 2025/26: $313,880.
    • Cost of servicing borrowings during 2025/26: $122,220.
    • Projected total borrowings as at 30 June 2026: $3,221,331.
  • Loan documentation authorisation (as resolved in the motion carried on 23 June 2025):
    • Authorised officers: CEO, Director Corporate and Community Services, and Manager Finance.
    • Delegations:
      • Negotiate any loan.
      • Approve the successful loan facility (any two of the above officers).
      • Execute loan documentation (any two of the above officers).
• Impact: Enables Council to progress strategic capital works funded through debt, supporting infrastructure delivery while maintaining control over loan approvals and execution.
• Next steps:
  • Officers to negotiate and secure loan facilities consistent with the approved budget and delegations.
  • Loan documentation to be executed once the facility is finalised (with the required two-officer approvals).

Set 2025/26 rates and charges, including waste charges and a 50% recreational rates waiver

• Context: Council must set rates and service charges annually and declare any waivers under relevant legislation and Council policies. The 2025/26 rates framework also includes waste service charges to recover service delivery costs.
• Details:
  • Rates and charges period: 1 July 2025 to 30 June 2026.
  • Payment instalments:
    • Instalment 1: 30 September 2025
    • Instalment 2: 30 November 2025
    • Instalment 3: 28 February 2026
    • Instalment 4: 31 May 2026
    • Lump sum due: 15 February 2026
  • Recreational rates waiver:
    • Decision: waive 50% of rates levied for 2025/26 for properties classified as Recreational for rating purposes.
    • Objective stated: provide financial assistance to sporting and recreational clubs required to pay rates.
  • General rate “in the dollar” rates proposed for 2025/26 (for 12-month period):
    • Residential: 0.258810
    • Commercial: 0.323513
    • Industrial: 0.323513
    • Vacant non-farm land <2ha: 0.388215
    • Vacant non-farm land 2ha–40ha: 0.388215
    • Vacant non-farm land >40ha: 0.388215
    • Undevelopable land: 0.232929
    • Farm properties: 0.181168
    • Recreational properties: 0.258810 (then subject to the 50% waiver)
  • Waste charges adopted (to cover delivery costs):
    • Waste Facilities/Disposal Charge:
      • $254 on improved properties
      • $116 on unimproved properties
    • Farm rated properties: owners pay a maximum of three “unimproved charges” upon application.
    • Kerbside collection charges:
      • $603 for properties receiving service in Beaufort and Avoca kerbside collection districts
      • $603 for properties in other urban townships and rural areas (Kerbside Garbage and Recycling)
• Impact: Provides predictable rates and service charges for residents and businesses for 2025/26, ensures waste charges better reflect service delivery costs, and supports recreational clubs through a targeted 50% rates waiver.
• Next steps:
  • CEO authorised to levy and recover rates and charges in accordance with the Local Government Acts 1989 and 2020.
  • Interest on overdue amounts to be applied in accordance with section 172 of the Local Government Act 1989, unless waived under Council’s Financial Hardship Policy.
  • Fees and charges schedule to be applied as adopted within the budget documents.

Community Impact

• Residents (all ratepayers): 2025/26 budget adopted under the Victorian 3.0% rate cap, with actual individual rate changes varying due to updated Valuer-General property valuations
• Rural and vacant-land owners: Updated Revenue and Rating Plan changes how rates apply to vacant land and undeveloped/undevelopable categories (including vacant land charged at 150% of the general rate; undevelopable land at a reduced differential)
• Households and businesses: Waste Facilities/Disposal charges increase for 2025/26 (e.g., $254 improved properties, $116 unimproved properties), affecting annual council costs for waste service users
• Beaufort & Avoca kerbside districts and other townships/rural areas: Kerbside garbage/recycling/green waste service charges set at $603 for 2025/26 for properties receiving kerbside collection (Beaufort/Avoca and other urban townships/rural areas)
• Recreational clubs and their members: 50% rates waiver continues/applies for properties classified as “Recreational” for 2025/26, reducing costs for sporting and recreational clubs
• Community planning and service delivery: Council Plan 2025–2029 and Community Vision 2031 adopted, shaping council priorities and future initiatives over the next four years (with further refinement and additional engagement required for the Municipal Public Health & Wellbeing Plan before adoption by October 2025)

Other Notable Items

• Community concern: DJAARA submission said Dja Dja Wurrung aspirations weren’t meaningfully addressed.
• Proposed change: add Traditional Owner acknowledgement page and map to the Council Plan.
• Project update: Municipal Public Health & Wellbeing Plan needs further review before adoption.
• Future agenda: report back on initiatives to be included in Council Plan 2025–29.
• Future agenda: further report on Avoca residential planning and Waubra Community Asset Committee maintenance.

Tech & Innovation Notes

• Virtual meeting / councillors participating virtually (streaming preamble; “virtual” listed for multiple councillors and attendees)
• Use of Council website for public information and engagement: documents placed on Council’s website; “Engagement Hub on Council’s website” for budget submissions
• Online engagement/consultation channels: community feedback via Council website and customer service centres (digital component explicitly mentioned via website and Engagement Hub)
• ICT/IT staffing referenced: “Manager ICT: Scott Wright” listed among attendees

Key Decisions & Outcomes

• Declare Pyrenees Shire in exceptional drought and advocate disaster relief declarations.
• Commit resources to develop Beaufort Lake Caravan Park as top caravaning priority.
• Establish Preferred Supplier Panels for professional and intermediate services via tender outcomes.
• Adopt Renewable Energy Development Position Statement as interim guidance for 6 months.
• Endorse public exhibition of the updated Road Management Plan; adoption by 31 Oct 2025.
• Provide submission to the Victorian Transmission Plan consultation, with councillor review.

Detailed Descriptions

Declare Pyrenees Shire in exceptional drought and advocate disaster relief declarations

• Context: Council is responding to ongoing dry seasonal conditions that are severely impacting Pyrenees Shire agriculture and broader rural community wellbeing, despite some June rains. The intent is to unlock stronger government support by treating drought as a disaster.
• Details:
  • Council resolved to:
    • Declare Pyrenees Shire Council is experiencing an exceptional and prolonged drought event, constituting a local disaster due to impacts on agriculture, rural communities, food production, and regional economies.
    • Request the Victorian State Government:
      • Formally recognise the drought as a State Natural Disaster.
      • Activate emergency resources, including the Treasurer’s advance, for immediate relief to farmers and affected communities.
    • Request the Federal Government (in partnership with Victoria):
      • Formally declare the drought a Natural Disaster under the Disaster Recovery Funding Arrangements (DRFA) to unlock direct support grants and Exceptional Circumstances Loans for drought-affected farmers.
    • Write to relevant state and federal Ministers and the Prime Minister to expedite disaster declarations and ensure immediate on-ground support.
    • Support the Farmer-Led Drought Relief Alliance efforts for coordinated drought support measures.
    • Continue working with Rural Councils Victoria (RCV) to advocate for drought response initiatives.
    • Continue advocating for legacy infrastructure investment including:
      • Southern Mallee Northeast Pyrenees (SWNP) Pipeline
      • East Grampians Pipeline
  • Meeting context: Resolution carried at the Ordinary Meeting of Council on 16 June 2025.
• Impact: Improves the likelihood of accessing time-critical Commonwealth and State disaster funding mechanisms, strengthening financial and service support for farmers and rural town economies, and reducing long-term community and agricultural instability.
• Next steps:
  • CEO/Director Corporate and Community Services to coordinate correspondence to Victorian and Federal Ministers and the Prime Minister.
  • Continue engagement with RCV and the Farmer-Led Drought Relief Alliance to align advocacy and messaging.
  • Monitor government responses and update Council/community as disaster declaration pathways progress.

Commit resources to develop Beaufort Lake Caravan Park as top caravaning priority

• Context: Council considered options for free camping at Avoca and Beaufort, including whether to improve the Beaufort free RV camp site. The report recommended shifting priority to the higher-impact redevelopment of the Beaufort Lake Caravan Park.
• Details:
  • Council resolved to commit its resources to the development of the Beaufort Lake Caravan Park (BLCP) as the main priority for caravaning and camping at this time.
  • Key financial/economic context from the report:
    • Beaufort RV free camp site established in early 2018 at $38,306.
    • July 2023 option to improve hardstand: Council previously resolved to spend ~$15,000 (completed).
    • Concept design/costings (July 2023) suggested improvements to the free RV site likely cost $40,000 to $100,000+.
    • Estimated economic benefit of BLCP redevelopment:
      • Increase of 5,734 additional overnight visitor stays.
      • Additional $3.3 million per year in direct and indirect benefits to the local economy.
    • Estimated current Beaufort RV free camp visitor spend:
      • ~1,800+ visitors/overnighters generating ~$160,000 per annum into the local economy.
  • Meeting context: Resolution carried at the Ordinary Meeting of Council on 16 June 2025.
• Impact: Directs Council effort and funding toward the asset with the strongest business case and greatest potential economic uplift for Beaufort and the Shire, while deferring lower-priority upgrades to the free RV camp.
• Next steps:
  • Asset and Development Services to progress BLCP development planning and resourcing consistent with Council’s prioritisation.
  • Continue to manage Avoca and Beaufort free camping operations while treating further Beaufort free camp upgrades as lower priority unless future funding becomes available.

Establish Preferred Supplier Panels for professional and intermediate services via tender outcomes

• Context: Council’s prior preferred supplier arrangements were concluding, requiring a new public tender process to establish updated panels for both professional services and intermediate trade/intermediate services.
• Details:
  • Council received and endorsed successful preferred supplier lists for:
    • Contract 2324-018: Preferred Suppliers – Professional Services Panel
    • Contract 2425-006: Preferred Suppliers – Intermediate Service Panel
  • Tender process performance:
    • 204 downloads of the tender notice via Council’s Tender Platform.
    • Professional Services Panel: 68 submissions.
    • Intermediate Panel: 131 downloads and 29 submissions.
  • Compliance:
    • 97 submissions compliant
    • 5 submissions non-compliant
  • Panel inclusion required:
    • Preferred suppliers must participate in Council’s Occupational Health and Safety Induction and register with Council’s Contractor Management System (to maintain certificates, registration, and licences).
  • Meeting context: Resolution carried at the Ordinary Meeting of Council on 16 June 2025.
  • Notable panel members listed in the resolution include (examples):
    • Professional Services Panel (selected names shown in minutes): Morphum Environmental Limited, Altus Group / O’Brien Traffic, SMEC Australia Pty Ltd, Engeny Australia Pty Ltd, Extent Heritage Pty Ltd, Fitzgerald Frisby Landscape Architecture, Fyfe Pty Ltd, Taylors Development Strategist, Water Technology Pty Ltd, Austraffic, TRAFFICWORKS PTY LTD.
    • Intermediate Service Panel (selected names shown in minutes): A1 Tree Solutions Pty Ltd, BBC Traffic Victoria, Tellus Civil, Berne Fleming Civil Pty Ltd, Brooks Hire Service Pty Ltd, Centre State Asphalting Pty Ltd, PYRENEES TREE SERVICES (VIC) PTY LTD, Fulton Hogan Industries Pty Ltd, Kirky Electrical Pty Ltd, Yatlar Civil Construction Pty Ltd.
• Impact: Strengthens procurement efficiency and value-for-money by enabling faster selection of suitable, pre-vetted providers while reducing procurement risk through adherence to Council’s Procurement Policy.
• Next steps:
  • Procurement/contract administration to finalise panel establishment under the two contract numbers.
  • Operational teams to request suppliers from the panels as projects arise (noting panel inclusion does not guarantee engagement).

Adopt Renewable Energy Development Position Statement as interim guidance for 6 months

• Context: Council is preparing for increasing renewable energy proposals and transmission-related planning processes that can significantly affect landscapes, communities, and local economies. Council needed a clear advocacy and negotiation framework.
• Details:
  • Council adopted the “Pyrenees Shire Council Renewable Energy Development Position Statement” (titled in minutes as Position Statement on New Energy Development, June 2025) in principle as an interim position.
  • Timeframe: interim guidance for 6 months with a planned review within that period.
  • Purpose of the statement:
    • Guide future negotiations and advocacy to ensure maximum community benefit from renewable energy initiatives.
    • Provide clear expectations for industry engagement, governance, and benefit sharing.
  • Key objectives/recommendations reflected in the report include:
    • Proactive, respectful, well-resourced engagement with residents and stakeholders.
    • Coordinated benefit-sharing delivering long-term legacy outcomes across neighbourhood/local/regional levels.
    • Protect/enhance biodiversity and natural resources through environmentally sensitive planning.
    • Strengthen local economy via job creation, upskilling, and local procurement through early involvement of local businesses and training providers.
    • Recommendations to State/Federal Government including:
      • Funding for a transparent project tracking system and community engagement.
      • Support for local governance structures for benefit sharing.
      • Resourcing coordination/communication so community participation is meaningful.
  • Meeting context: Resolution carried at the Ordinary Meeting of Council on 16 June 2025.
• Impact: Provides Council and community with a consistent, defensible stance during ongoing renewable energy and transmission planning discussions, helping reduce uncertainty and improve the prospects of tangible local benefits.
• Next steps:
  • Implement the statement as interim guidance immediately for relevant submissions/negotiations.
  • Conduct the scheduled review within 6 months and return to Council for updated/confirmed policy direction.

Endorse public exhibition of the updated Road Management Plan; adoption by 31 Oct 2025

• Context: Council must review and update its Road Management Plan under the Road Management Act requirements, including aligning with MAV template and current best-practice/legal advice. Public input is required before adoption.
• Details:
  • Council endorsed:
    • Public display/exhibition of the updated Pyrenees Shire Council Road Management Plan for a planned consultation period.
    • A process where Council will receive submissions before a report is brought back for adoption.
  • Adoption deadline:
    • Council to seek adoption of the updated Road Management Plan prior to 31 October 2025.
  • Consultation timing and reporting:
    • A report for adoption is expected to be presented to Council at the July meeting (per the report conclusion), while still meeting the 31 Oct 2025 adoption requirement.
  • Meeting context: Resolution carried at the Ordinary Meeting of Council on 16 June 2025.
• Impact: Improves legal defensibility and risk management by ensuring the plan is current and community-informed, while also setting measurable standards for inspection and compliance.
• Next steps:
  • Officers to place the draft Road Management Plan on public exhibition for submissions.
  • Officers to compile submissions and present them to Council ahead of the adoption report.
  • Council to adopt the final updated Road Management Plan by 31 October 2025.

Provide submission to the Victorian Transmission Plan consultation, with councillor review

• Context: VicGrid released the draft first Victorian Transmission Plan for consultation, with submissions due shortly after Council’s meeting. Pyrenees Shire needs to respond to concerns about cumulative impacts, consultation quality, and existing renewable infrastructure.
• Details:
  • Consultation deadline: submissions due 24 June 2025.
  • Council decision (including an alternative motion carried):
    • Endorse officers to provide a submission to the Victorian Government on the draft Victorian Transmission Plan.
    • Ensure the submission is reviewed and feedback provided by Councillors prior to submission.
  • Key themes proposed for the submission (from the report):
    • Lack of consideration of the extent of existing renewable energy facilities in the Shire and cumulative impacts.
    • Assessment of values within proposed renewable energy zones.
    • Inadequate community consultation and engagement with local knowledge.
  • Meeting context: Resolution carried at the Ordinary Meeting of Council on 16 June 2025.
• Impact: Strengthens Council’s ability to influence transmission planning outcomes by formally raising local concerns and ensuring the submission reflects councillor and community priorities before the consultation closes.
• Next steps:
  • Officers to draft the submission and circulate it for Councillor review.
  • Incorporate councillor feedback and submit to the Victorian Government before 24 June 2025.
  • Provide Council with an update on submission outcome/acknowledgement once available.

Community Impact

• Farmers and rural households: Council has declared an exceptional/prolonged drought event and will advocate for state and federal disaster declarations to unlock faster, broader drought relief funding
• Avoca and Beaufort residents/visitors: Continued operation of Council-managed free RV camping (including river flats and Beaufort free camp/dump points) with potential for ongoing nuisance/maintenance issues and limited infrastructure investment priority
• Beaufort local economy: Council committed resources to redevelop the Beaufort Lake Caravan Park as the main caravaning/camping priority, which may increase visitor numbers and local spending while diverting funds away from upgrades to the free camp site
• All ratepayers and community groups: Council will advocate against the emergency services levy being collected via rate notices and explore options (e.g., separate invoices) to reduce hardship and improve affordability
• Residents affected by renewable energy and transmission projects: Council adopted an interim position statement to guide negotiations/advocacy for maximum community benefit, including stronger engagement, benefit-sharing, and protections for landscapes/biodiversity
• Road users and property owners: Updated Road Management Plan will go on public exhibition for feedback before adoption, potentially changing inspection standards and how road maintenance/responsibilities are managed across the shire

Other Notable Items

• Public raised concerns about WRL energy upgrades’ timing before EES approval.
• Residents questioned emergency services levy rate-notice collection and suggested separate invoices.
• Community requested more face-to-face meetings (Avoca cuppas, northern shire access).
• Council to publicly exhibit updated Road Management Plan and consider community submissions by July.
• Advocacy planned: drought declared a local disaster; seeking state/federal disaster relief funding.

Tech & Innovation Notes

• Digital services / online platforms

  • Public meeting livestream available for members of the public.
  • Council webpage created to collate and centralize drought support information, including links to government resources.
  • Use of online events portal (Agriculture Victoria) to promote preparedness/management/wellbeing events.
  • Council uses an online Engage Victoria platform for consultation on the Victorian Transmission Plan (submission via https://engage.vic.gov.au/victransmissionplan).
  • Mention of community information/discovery via digital platforms (e.g., camper reviews on Camps Australia App and WikiCamps).

• IT infrastructure / systems

  • Council procurement and contractor administration systems referenced:
    • Council’s Tender Platform used to release tenders (with download/submission counts).
    • Contractor Management System used to register and maintain supplier certificates/licenses.
  • Category list includes Information Technology under preferred supplier services.

• Digital transformation / e-governance / service delivery

  • Council’s tendering process is conducted through an online platform (Tender Platform).
  • Council is conducting public exhibition/consultation processes for plans (e.g., Road Management Plan) and transmission planning via online consultation channels.

• Smart city initiatives

  • No explicit smart city initiatives mentioned.

• Tech community (hackerspaces/startups/innovation)

  • No explicit tech community items mentioned.

• Cybersecurity

  • No explicit cybersecurity items mentioned.