Pyrenees Shire Council

Key Decisions & Outcomes

• Endorsed Beaufort Lake Caravan Park phase-one redevelopment and 2025/26 base fees.
• Delegated Manager Economic Development authority to set peak-period caravan park rates.
• Adopted revised maintenance regime approach, including investigating contractor-to-internal resource reallocation.
• Adopted revised Instruments of Delegation (S5/S6) and authorised CEO to sign.
• Adopted Councillor Internal Resolution Procedure and updated Human Rights & Responsibilities Policy.
• Approved strategic insurance review: cease insuring specified assets, adjust insured values, and create $150k reserve.

Detailed Descriptions

Endorsed Beaufort Lake Caravan Park phase-one redevelopment and 2025/26 base fees

• Context: Council considered the near-completion of phase one of the Beaufort Lake Caravan Park redevelopment and the need to review caravan park fees for the 2025/26 financial year.
• Details:
  • Phase-one redevelopment funding and budget:
    • Victorian Government Regional Infrastructure Fund: $500,000
    • Council matching funds: $500,000
    • Total phase-one budget: $1,000,000
    • Planning approval endorsed by Council: June 2024 Council meeting
    • Construction tenders approved: September 2024; contracts formalised October 2024
    • Civil works commenced: November 2024
  • Phase-one components installed/delivered:
    • 4 studio apartments: installed and commissioned early April 2025
    • DDA all-abilities cabin: delivered 22 April 2025
    • Duplex facility (2 units): delivered 29 April 2025
    • Electrical, plumbing, carpentry works underway at time of report; drainage/stormwater/wastewater and electrical upgrades completed; final civil works included a concrete crossover under construction.
  • Fee setting for 2025/26 (base level fees):
    • Unpowered Site: $30.00
    • Powered Site: $40.00
    • Ensuites: $45.00
    • Budget Cabin: $95.00
    • Standard Cabin: $120.00
    • Deluxe Cabin: $135.00
    • Premium Cabin: $145.00
    • DDA 2 BR: $145.00
    • Studio cabin: $120.00
    • Duplex: $145.00
  • Council resolution (19 May 2025):
    • Endorsed proposed base fees for 2025/26
    • Continued seeking funding for future stages
• Impact: Supports completion of improved accommodation options at Beaufort Lake Caravan Park, strengthening tourism capacity, while aligning fees with rising operating costs and industry pricing practices.
• Next steps:
  • Continue pursuing external funding for remaining redevelopment phases (estimated $2.8 million remaining works).
  • Apply the approved 2025/26 base fees from 1 July 2025 (as reflected in the report’s recommendations).

Delegated Manager Economic Development authority to set peak-period caravan park rates

• Context: Council identified that caravan park fees had previously remained constant across the year, with no peak-period pricing for weekends, school holidays, or public holidays.
• Details:
  • Delegation approved by Council: 19 May 2025
  • Authority delegated to: Manager Economic Development and Tourism
  • Scope of delegation:
    • Set higher rental rates for high visitation periods, including:
      • weekends
      • school holidays
      • public holidays
    • In consultation with the Caravan Park Caretaker
• Impact: Enables more responsive pricing during demand peaks, improving revenue to support ongoing operations and future redevelopment.
• Next steps:
  • Manager Economic Development and Tourism to establish peak-period rates for 2025/26 in consultation with the Caravan Park Caretaker, then implement alongside base fees.

Adopted revised maintenance regime approach, including investigating contractor-to-internal resource reallocation

• Context: Council reviewed the public open space maintenance regime, focusing on vegetation management (mowing/slashing) for safety, functionality, and amenity across townships and surrounding areas.
• Details:
  • Maintenance regime overview (as reported):
    • Township mowing:
      • Minimum 20 mowing cycles per year
      • Beaufort: 105/116 mowing locations by Council works officers; 11/116 by external contractors
      • Avoca: 85/86 locations by Council works officers; 1/86 by external contractor
    • Outskirts slashing:
      • Minimum 12 slashing cycles per year
      • Roadside fire slashing up to two times per year (pre- and mid-fire season) as required
    • Council employs three township maintenance personnel (with depot-based coverage for Beaufort/Snake Valley/Lexton/Waubra and Avoca/Moonambel/Landsborough/Amphitheatre, plus shared coverage).
  • Council resolution (19 May 2025):
    • “Investigate opportunities to redirect contractor resources to internal maintenance staff resources where there is an economic best value outcome.”
• Impact: Potentially improves cost effectiveness and service consistency by shifting suitable work from contractors to internal crews, while maintaining safety and amenity standards.
• Next steps:
  • Officers to investigate contractor-to-internal reallocation opportunities and report findings/implications through future Council updates as required.

Adopted revised Instruments of Delegation (S5/S6) and authorised CEO to sign

• Context: Council reviewed delegation instruments following legislative requirements under the Local Government Act 2020, including the need to review delegations within 12 months of a general election.
• Details:
  • Delegation instruments reviewed in February 2025 (using Maddocks Lawyers’ monitoring service):
    • S5 Instrument of Delegation – Council to Chief Executive Officer
    • S6 Instrument of Delegation – Council to Members of Council Staff
  • Council resolution (19 May 2025):
    • Adopted revised instruments:
      • Authorised the referenced staff under S5/S6
      • Authorised the CEO to sign the instruments on behalf of Council
      • Instruments come into force immediately after signing by the CEO
      • Any former instruments are rescinded
• Impact: Strengthens lawful and efficient Council administration by ensuring delegated powers are current, compliant, and properly recorded.
• Next steps:
  • CEO (Jim Nolan) to sign the S5/S6 instruments.
  • Instruments take effect immediately upon signing; prior instruments are rescinded.

Adopted Councillor Internal Resolution Procedure and updated Human Rights & Responsibilities Policy

• Context: Council was required to adopt a Councillor Internal Resolution Procedure under the Local Government Act 2020 framework, and to adopt the updated Human Rights & Responsibilities Policy following its scheduled review.
• Details:
  • Councillor Internal Resolution Procedure:
    • Council resolution (19 May 2025): adopted the Councillor Internal Resolution Procedure
    • Legal basis: required under Part 6 of the Local Government Act 2020 (Councillor Conduct Framework), specifically referencing s140 and regulation 12A of the Local Government (Governance and Integrity) Regulations 2020
  • Human Rights & Responsibilities Policy:
    • Council resolution (19 May 2025): adopted the updated Human Rights & Responsibilities Policy
    • Policy review outcome: reviewed in accordance with schedule; no changes were required
• Impact: Improves governance compliance and clarity for handling alleged breaches of the Model Code of Conduct, and reinforces Council’s commitment to human rights responsibilities.
• Next steps:
  • Policies/procedures to be implemented internally by Council and staff.
  • Use of the Councillor Internal Resolution Procedure for any relevant conduct matters going forward.

Approved strategic insurance review: cease insuring specified assets, adjust insured values, and create $150k reserve

• Context: Council undertook a strategic insurance review due to rising premiums and the need to reduce costs while limiting Council exposure to assets it does not own or control.
• Details:
  • Insurance program provider/product:
    • Broker: Jardine Lloyd Thompson (JLT)
    • Product: Jmapp Discretionary Trust
    • Current premium (2024/25 context): $224k per annum
    • Council insures ~600 assets; insured value ~$89 million
  • Council Audit & Risk Committee: briefed in principle support on 25 March 2025
  • Key approved actions (Council resolution 19 May 2025):
    • Cease insuring DEECA community committee assets:
      • Council to advise DEECA committees of intent to cease on 30 June 2026
    • Cease insuring private organisations’ contents in Council buildings:
      • Council to advise community groups of intent to cease on 30 June 2026
    • Adjust insured values (commencing 1 July 2025):
      • Adopt revised insured values per Table 3 (examples listed in report include):
        • Beaufort Lake Caravan Park – Laundry: $165,000 → $80,000
        • Lexton Community Centre & Rural Transaction Centre: $1,001,600 → $500,000
        • Snake Valley War Memorial: $150,000 → $50,000
        • Waubra Recreation Reserve & Bowling Club (netball court & shelter): $150,000 → $50,000
    • Adjust indemnity values (commencing 1 July 2025):
      • Adopt revised indemnity values per Table 4
    • Cease insuring specified assets (commencing 1 July 2025):
      • Adopt cessation list in Table 5 (includes multiple low-value assets; the report notes these are recommended for no insurance due to poor value-for-money)
    • Create an Asset Replacement Reserve:
      • Establish reserve of $150,000 for future replacement of assets, funded from annual insurance premium savings
    • Accounting note:
      • Any financial support for insurance premiums for DEECA committees will be accounted for as a Community Grant
• Impact: Reduces Council insurance costs and limits exposure to risks associated with insuring assets outside Council’s ownership/control, while setting aside funds for future asset replacement.
• Next steps:
  • Officers to notify DEECA and affected community committees/groups of the 30 June 2026 cessation intent.
  • Implement revised insured/indemnity values and cease-insurance list from 1 July 2025.
  • Establish and administer the $150,000 Asset Replacement Reserve using insurance premium savings.

Community Impact

• Caravan park visitors and local tourism: 2025/26 Beaufort Lake Caravan Park base fees increase (e.g., unpowered sites $30, powered sites $40, cabins up to $145) and peak-period weekend/school/public holiday rates will be set by the Manager
• Caravan park residents (annual/permanent): annual site and permanent resident fees increase by 3.0% from 1 July 2025
• Public open space users across the Shire: Council will maintain a minimum of 20 township mowing cycles and 12 slashing cycles per year, with potential contractor resource shifts to internal maintenance staff (service levels may change in contractor-managed areas)
• Community asset committee volunteers and communities (Beaufort, Brewster Hall, Landsborough, Snake Valley, Waubra, Lexton): strengthened compliance/support expectations for Annual Reports and committee governance, including guidance and possible changes to committee management arrangements (notably Landsborough and Waubra)
• Community groups using halls/venues on Crown land and in Council buildings: Council will cease insuring DEECA-managed assets and community groups’ contents in Council buildings on 30 June 2026, shifting insurance costs/responsibility to committees and groups
• Residents and community organisations (Council-wide facilities): insurance program changes include revised insured values from 1 July 2025 and ceasing insurance for listed lower-value assets, which may affect how replacement costs are handled after damage/loss events

Other Notable Items

• Public asked for a combined list of Anzac memorial managers and maintenance responsibilities.
• Council to bring back a report clarifying Anzac memorial management responsibilities.
• Beaufort Lake Caravan Park phase one nearing completion; fees proposed with peak-period rate delegation.
• Community Asset Committees compliance issues noted; Council to support improved reporting and governance.
• Projects update: SWNP pipeline business case advanced; off-leash dog park funding approved; consultation paused then planned.

Tech & Innovation Notes

• Public livestreaming of the council meeting (virtual viewing)
• ICT staff involvement noted (Manager ICT: Scott Wright)
• Council “project dashboard” accessible on the Council website; updated monthly (digital project tracking)
• “Weekly community noticeboard” referenced (digital/online communications context)
• “Engagement hub” to host a customer feedback survey for planning service improvements (online survey platform)
• Rural Council Transformation Project (shared project with Central Goldfields Shire Council) including procurement/implementation of new systems for:
  • finance
  • rates/revenue
  • customer relationship management (CRM)

Key Decisions & Outcomes

• Endorsed release for consultation: Draft 2025/26 Budget, 10-year Financial Plan, Revenue and Rating Plan.
• Approved public notice and submission period for Budget and financial plans (15 May–11 June 2025).
• Scheduled community hearing for Budget submissions at 6:00pm Monday 16 June 2025.
• Approved release for consultation: Draft 4-year Council Plan 2025–2029, MPHWB Plan 2025–2029, and reviewed Community Vision 2025–2031.
• Set public submission period for integrated planning documents (28 days ending 11 June 2025).
• Scheduled community hearing for integrated planning submissions at 6:00pm Monday 16 June 2025.

Detailed Descriptions

Endorsed release for consultation: Draft 2025/26 Budget, 10-year Financial Plan, Revenue and Rating Plan

• Context: Council considered the draft Budget and associated long-term financial and rating documents required under the Local Government Act 2020. The purpose was to endorse their release for community consultation ahead of adoption in June 2025.
• Details:
  • Presenter: Shane Walden – Acting Director Corporate and Community Services
  • Report Author: Glenn Kallio – Manager Finance
  • File No: 32/08/18
  • Documents endorsed for consultation:
    • Draft Budget 2025/26
    • Draft 10-year Financial Plan (covering 2025/26 to 2034/35)
    • Revenue and Rating Plan 2025/26
  • Legislative basis referenced: Local Government Act 2020 sections 55, 91, 94, and 96
• Impact: Enables the community to review Council’s proposed financial direction (including service delivery and capital works) and provide input before Council adoption, supporting transparency and accountability.
• Next steps:
  • Council will advertise the documents for public comment and invite submissions.
  • Council must consider all submissions prior to adopting the Budget and financial plans in June 2025.

Approved public notice and submission period for Budget and financial plans (15 May–11 June 2025)

• Context: After endorsing the documents for consultation, Council approved the formal public notice and the timeframe for written submissions to ensure compliance with the Act and the Community Engagement Policy.
• Details:
  • Public notice period for written submissions:
    • From: Thursday 15 May 2025
    • To: 9.00am Wednesday 11 June 2025
  • Council meeting for hearing submissions (scheduled separately): Monday 16 June 2025 at 6:00pm
  • Where documents will be available:
    • Council customer service centres
    • Council website
• Impact: Provides a clear, time-bound opportunity for residents and stakeholders to influence the Budget, long-term financial sustainability, and rating arrangements.
• Next steps:
  • Submissions close at 9.00am Wednesday 11 June 2025.
  • Council will review submissions before adoption in June 2025.

Scheduled community hearing for Budget submissions at 6:00pm Monday 16 June 2025

• Context: Council approved that submitters could request to be heard in support of their written submission, with a specific community hearing date set by Council.
• Details:
  • Community hearing time: 6:00pm
  • Date: Monday 16 June 2025
  • Requirement for submitters:
    • Indicate in the written submission that they wish to appear before the scheduled Council meeting
    • Present personally or via a person acting on their behalf
• Impact: Strengthens community participation by allowing submitters to directly explain their concerns or support, informing Council’s decision-making.
• Next steps:
  • Submitters who requested to be heard will present at the 6:00pm Monday 16 June 2025 meeting.
  • Council will consider all submissions before adopting the Budget and financial plans in June 2025.

Approved release for consultation: Draft 4-year Council Plan 2025–2029, MPHWB Plan 2025–2029, and reviewed Community Vision 2025–2031

• Context: Council considered the integrated strategic planning documents required following the general election and approved their release for deliberative community engagement. These documents set the strategic direction for the Council term and beyond.
• Details:
  • Presenter: Shane Walder – Acting Director Corporate and Community Services
  • Report Author: Shane Walden – Acting Director Corporate and Community Services
  • File No: 16/20/06
  • Documents released for consultation:
    • Draft 4-year Council Plan 2025–2029
    • Draft Municipal Public Health and Wellbeing (MPHWB) Plan 2025–2029
    • Reviewed Community Vision 2025–2031
  • Legislative framework referenced: Local Government Act 2020 section 55 and related regulations
  • Council Plan / Vision / MPHWB adoption timing noted in report:
    • Council Plan and MPHWB Plan must be adopted by 30 October 2025
    • Community Vision must be re-adopted by 30 October 2025
• Impact: Ensures community priorities and health/wellbeing objectives are incorporated into Council’s strategic agenda, aligned with the Budget process and long-term planning.
• Next steps:
  • Documents will be placed on public exhibition for the approved consultation period.
  • Submissions and feedback will be reviewed and the documents updated as required before Council presents them again for final adoption.

Set public submission period for integrated planning documents (28 days ending 11 June 2025)

• Context: Council approved the consultation window for integrated planning documents to provide sufficient time for informed community feedback, consistent with the integrated strategic planning framework.
• Details:
  • Consultation/submission period length: 28 days
  • Submission deadline: 9.00am Wednesday 11 June 2025
  • Documents covered:
    • Draft 4-year Council Plan 2025–2029
    • Draft MPHWB Plan 2025–2029
    • Reviewed Community Vision 2025–2031
  • Public notice also included the opportunity to request to be heard at the scheduled Council meeting (set separately)
• Impact: Gives residents and stakeholders a structured opportunity to shape Council’s strategic direction for the coming term and health/wellbeing priorities.
• Next steps:
  • Submissions close at 9.00am Wednesday 11 June 2025.
  • Council will consider feedback prior to presenting updated documents for final adoption in October 2025.

Scheduled community hearing for integrated planning submissions at 6:00pm Monday 16 June 2025

• Context: Council aligned the integrated planning consultation process with the Budget consultation by providing a single scheduled hearing opportunity for submitters.
• Details:
  • Community hearing time: 6:00pm
  • Date: Monday 16 June 2025
  • How submitters participate:
    • Indicate in the written submission that they wish to appear before the scheduled Council meeting
    • Present personally or via a person acting on their behalf
  • Applies to submissions supporting the integrated planning documents (Council Plan, MPHWB Plan, and Community Vision)
• Impact: Allows direct community input on strategic priorities and wellbeing objectives, improving the quality of Council’s final plans.
• Next steps:
  • Hearing occurs at 6:00pm Monday 16 June 2025.
  • Council reviews submissions and updates documents as required before final adoption (by October 2025 for the Council Plan, MPHWB Plan, and Community Vision).

Community Impact

• Ratepayers (all residents): Draft 2025/26 Budget and Revenue & Rating Plan released for consultation, with rates expected to be constrained by a 3.0% State rate cap (though individual property rate changes may vary with revaluations)
• Property owners: 28-day submission period (15 May–11 June 2025) and a chance to speak at the 16 June 2025 Council meeting, allowing residents to influence how rates and charges are set for 2025/26
• Residents (service users): Proposed service delivery and capital works levels for 2025/26 are set within the draft Budget and 10-year Financial Plan, which will shape what local services and projects are funded over the next year
• Community members: Draft Integrated Planning documents (4-year Council Plan 2025–2029, Municipal Public Health & Wellbeing Plan 2025–2029, and reviewed Community Vision) go on public exhibition for feedback, influencing Council priorities and programs
• Public health and wellbeing stakeholders: Consultation on the Municipal Public Health and Wellbeing Plan 2025–2029 may affect future funding and initiatives targeting community health and wellbeing needs
• Residents generally: Council will hold a scheduled meeting on 23 June 2025 to adopt the Budget and related plans, potentially leading to final changes to rates, fees, and service/capital priorities effective from 1 July 2025

Other Notable Items

• Community consultation opened for draft 2025/26 Budget, Revenue and Rating Plan, and 10-year Financial Plan.
• Public submissions accepted until 11 June 2025; speakers invited at 6:00pm Monday 16 June 2025.
• Draft Integrated Planning Suite released for consultation: Council Plan, Community Vision, and Municipal Public Health Plan.
• Budget assumptions noted: 2.75% inflation and 3.0% Victorian rate cap; property impacts may vary.
• Council aimed to align strategic priorities and financial decisions with community values during engagement.

Tech & Innovation Notes

• Use of Pyrenees Shire Council Digital and Social Media Channels for community engagement and consultation (budget and integrated planning documents)
• Virtual meeting / livestreaming (streaming preamble; councillor present “virtual”)
• Council website referenced as a channel to make draft documents publicly available for consultation
• ICT/IT infrastructure role mentioned
  “Manager ICT” (Scott Wright) listed among attendees

Key Decisions & Outcomes

• Allocate $55,000 in 2025–26 budgets to update the Economic Development Strategy.
• Issue a planning permit for PA23108 (13 Canico Lane Hillcrest) with conditions.
• Adopt a Road Management Plan review process targeting adoption by 31 October 2025.
• Progress Strategic Planning Amendments C52pyrn (May 2025 consultation) and C47Pyrn updates.
• Continue Beaufort Lake Caravan Park redevelopment, including all-abilities cabin and duplex finalisation in May.
• Proceed with Beaufort Dog Park project following approved $111,000 funding.

Detailed Descriptions

Allocate $55,000 in 2025–26 budgets to update the Economic Development Strategy

• Context: Council is reviewing progress against its current Economic Development “Towards 10,000” Strategy (endorsed March 2020) and the associated action plan. The strategy is now due for review to ensure it remains aligned with current economic conditions and Council priorities.
• Details:
  • The Economic Development Update report to the Ordinary Meeting of Council on 28 April 2025 recommended updating the 2020 strategy.
  • Indicative consultant quotes for updating the strategy were in the range of $40,000 to $70,000.
  • Council resolved to consider allocating $55,000 in the 2025–26 budgets to update the 2020 Economic Development Strategy.
• Impact:
  • Ensures Council has an up-to-date economic development direction to support population growth, investment attraction, and local business capability—consistent with the “Economy” priorities in the Council Plan.
• Next steps:
  • Budget planning for 2025–26 will incorporate the $55,000 allocation (subject to the broader budget process).
  • The updated strategy will then guide future economic development activities and funding priorities.

Issue a planning permit for PA23108 (13 Canico Lane Hillcrest) with conditions

• Context: A retrospective planning permit application (PA23108) was assessed to bring the animal husbandry use at 13 Canico Lane, Hillcrest into compliance with the Pyrenees Planning Scheme, following community concerns and regulatory referrals.
• Details:
  • Application: PA23108
  • Location: 13 Canico Lane, Hillcrest VIC 3351 (Lot 2 on Plan of Subdivision 098633)
  • Proposal: Animal Husbandry (Sebasam West Highland White Terriers)—retrospective use
  • Dog numbers: amended during the process from a maximum of 20 dogs to 10 adult dogs over the age of thirteen weeks
  • Council officers recommended issuing a Notice of Decision to Grant a Planning Permit subject to conditions, following:
    • Referrals and advice from Environmental Protection Authority (EPA), Agriculture Victoria / DEECA, Central Highlands Water (S52), Glenelg Hopkins CMA (S52), and Country Fire Authority (S52).
    • Additional information including land capability assessment and rectification of the septic system to comply with EPA requirements.
    • Watercourse and water sampling to address environmental health concerns.
• Impact:
  • Provides a lawful pathway for the existing animal husbandry operation while addressing community concerns through enforceable conditions relating to noise/amenity, wastewater/effluent management, and animal waste disposal.
• Next steps:
  • Council issues the Notice of Decision to Grant with conditions (as recommended by officers).
  • The permit will include compliance requirements reflecting EPA/DEECA/CMA advice (including ongoing obligations under onsite water management rules and any waterway-related notes where applicable).
  • The applicant must comply with all conditions for ongoing operations.

Adopt a Road Management Plan review process targeting adoption by 31 October 2025

• Context: Council must review and update its Road Management Plan (RMP) in line with legislative requirements, and ensure it remains consistent with best practice and current industry expectations.
• Details:
  • Report considered at the Ordinary Meeting of Council on 28 April 2025 (Item 9.1.1 Road Management Plan Review Process).
  • Scope: Council manages 2,049 km of roads, 291 bridges/major culverts, 45 km kerb and channel, and 19 km footpaths.
  • Target: adoption by 31 October 2025.
  • Process approach:
    • Council’s Asset and Development team is reviewing the existing RMP and transferring it to the Municipal Association of Victoria (MAV) Road Management Plan template for consistency and legal/best-practice alignment.
    • Draft RMP will be prepared in the new format while generally reflecting the current RMP.
    • Public exhibition is planned once information transfer is complete to seek submissions and enable deliberative engagement opportunities.
    • Changes that materially alter standards/specifications require a Council report; non-technical changes may be approved by the delegated Road Manager, consistent with the Road Management (General) Regulations 2016 and the Road Management Act 2004.
• Impact:
  • Improves community assurance that roads are maintained to agreed, measurable standards and supports Council’s risk management and defence in relation to road authority obligations.
• Next steps:
  • Continue RMP template transfer and drafting.
  • Undertake public exhibition/consultation before returning the draft to Council for adoption by 31 October 2025.

Progress Strategic Planning Amendments C52pyrn (May 2025 consultation) and C47Pyrn updates

• Context: Council’s strategic planning program includes planning scheme amendments to incorporate completed studies and framework plans into the Pyrenees Planning Scheme, with consultation and updates required based on emerging flooding and bushfire information.
• Details:
  • Amendment C52pyrn:
    • Status: progressed to a formal planning scheme amendment with Council support at the March 2025 meeting.
    • Purpose: incorporate several completed flood studies into the Pyrenees Planning Scheme.
    • Consultation: public consultation planned for May 2025
    • Resident notification: letters to residents in the coming weeks (following the April meeting report).
  • Amendment C47Pyrn:
    • Purpose: incorporate the Snake Valley, Waubra, and Lexton framework plans into the Pyrenees Planning Scheme.
    • Status: officers are reviewing the plans based on new flooding and bushfire information and will update them shortly for future consultation.
• Impact:
  • Strengthens land use planning certainty and resilience by embedding updated flood and bushfire-informed framework planning into the planning scheme.
  • Supports safer, more informed development decisions for affected communities.
• Next steps:
  • For C52pyrn: deliver May 2025 consultation, process submissions, then report outcomes to Council for next decision stages.
  • For C47Pyrn: complete officer review and prepare updated amendment materials for future consultation.

Continue Beaufort Lake Caravan Park redevelopment, including all-abilities cabin and duplex finalisation in May

• Context: Council is progressing the Beaufort Lake Caravan Park redevelopment in phases, with accommodation upgrades aimed at improving visitor experience and accessibility.
• Details:
  • Location: Beaufort Lake Caravan Park
  • Progress reported for the March quarter (Economic Development Update considered at 28 April 2025 meeting):
    • A block of four studio units has been installed and is providing accommodation.
    • Civil works completed include:
      • road and drainage works,
      • decommissioning obsolete wastewater systems,
      • electrical and plumbing connections.
  • Accessibility and accommodation works:
    • Delivery/activation of an all-abilities cabin and a duplex facility (two units with two bedrooms in each) is due to be finalised in May.
    • Footings for this accommodation were installed at the end of March.
• Impact:
  • Improves inclusive access for visitors and expands family/longer-stay accommodation capacity, supporting tourism and local economic activity.
• Next steps:
  • Finalise construction/fit-out and activation of the all-abilities cabin and duplex during May.
  • Continue planning for subsequent stages by seeking options to fund the next stages aligned to the park’s masterplan.

Proceed with Beaufort Dog Park project following approved $111,000 funding

• Context: Council is implementing initiatives under the Beaufort Linear Masterplan and has secured funding to deliver an off-leash dog park.
• Details:
  • Project: Beaufort Dog Park
  • Funding:
    • $111,000 approved to develop an off-leash dog park.
    • The funding was reported as approved in the Economic Development Update to Council on 28 April 2025.
  • Current status: the project is being mobilised at the time of the April report.
• Impact:
  • Provides a dedicated community recreation facility that supports responsible dog ownership, improves amenity for dog owners, and strengthens community wellbeing.
• Next steps:
  • Continue mobilisation and project delivery planning for the off-leash dog park.
  • Provide further progress reporting through future Council updates and relevant project milestones.

Community Impact

• Avoca River residents: Council will continue monitoring river reserve camping and investigate a reported grey-water contamination risk through inspections and independent complaint review
• Avoca Recreation Reserve (near river) residents: Flood mitigation investigation recommendations are expected soon, with council continuing consultation to minimise adverse impacts on individual properties
• All residents: Customer communications are expected to be responded to within the Customer Charter timeframe of 15 days, with ongoing improvements to address reports of unanswered queries
• Hillcrest/Canico Lane residents: A retrospective planning permit decision for animal husbandry (reduced to 10 adult dogs) will set conditions affecting noise/amenity and onsite waste/wastewater management for neighbouring properties
• Hillcrest/Canico Lane residents: EPA and council compliance requirements will apply to onsite wastewater/onsite water management (including maintenance records and preventing overflow), with potential follow-up if risks arise
• Shire-wide residents: Draft Road Management Plan will be updated and publicly exhibited before adoption by 31 October 2025, setting clearer road maintenance/renewal standards that influence how and when roads are repaired

Other Notable Items

• Residents raised concerns about caravan camping, unpaid rates, and greywater contamination near Avoca River.
• Avoca Recreation Reserve flood mitigation: final consultant report expected soon; potential property impacts discussed.
• Customer communications: staff aim to respond to queries within 15 days (Customer Charter); some delays noted.
• Planning update: proposed C52pyrn flood-study amendment consultation planned for May 2025.
• Economic Development update: $55,000 proposed to update the 2020 “Towards 10,000” strategy.

Tech & Innovation Notes

• Digital services / online platforms

  • Public meeting livestream for viewing virtually.
  • Customer feedback survey to be hosted on the engagement hub (for recent/future permit applicants).
  • “Know Your Council” website referenced for planning performance benchmarking.
  • Pyrenees website issue raised by a member of the public (Anzac Day information visibility).
  • Tourism marketing uses digital channels: Visit Pyrenees website, Instagram/Facebook, What’s On newsletter, Eventful newsletter, and ATDW event listings syndicated to “Know” platforms.
  • Digital connectivity survey open to residents to inform next steps for the Digital Connectivity Plan.

• Digital transformation / IT & information management

  • Manager Information Management listed among attendees (IT/information management role).
  • Digital Connectivity Plan work with Telstra (drives/field exercise to identify mobile coverage gaps; feasibility study for a tower at Lexton with Telstra and Ausnet).

• Telecommunications / connectivity

  • Telstra update on telecommunications discussed at a council briefing (17 March 2025).
  • Mobile phone coverage improvements and survey results to guide further actions.

• Planning & service delivery systems (data/online tools)

  • Use of online data platforms for reporting/analysis: Remplan (web-based app) for population/building/business trends.
  • Planning performance reporting includes statutory processing time metrics (data-driven service delivery).

Key Decisions & Outcomes

• Endorsed $555,000 grant application for Beaufort Linear walking/cycling paths.
• Approved $100,000 2025/26 budget provision for Beaufort Linear matching funding.
• Supported Planning Scheme Amendment C52pyr via Standing Advisory Committee pathway.
• Delegated CEO to seek Minister’s consent and commence public notice for C52pyr.
• Adopted Waubra Preliminary Flood Investigation as part of C52pyr implementation.
• Postponed planning permit application PA23108 (13 Canico Lane) to April meeting.

Detailed Descriptions

Endorsed $555,000 grant application for Beaufort Linear walking/cycling paths

• Context: Council considered external funding to deliver walking and cycling connections identified in the Beaufort Linear Masterplan, following extensive community consultation during 2023.
• Details:
  • Meeting: Ordinary Meeting of Council, 17 March 2025.
  • Project/location: Beaufort Linear corridor linking Goldfields Recreation Reserve and schools precinct with the swimming pool (from Goldfields Recreation Reserve/Beaufort Lake area toward Leichardt Street and the pool entry at Leichardt Street).
  • Grant sought: $555,000 from the Victorian Government (Sport and Recreation Victoria “Regional Community Sports Infrastructure Fund” / Community Facilities category).
  • Strategic alignment: Beaufort Walkability Plan (2016), Beaufort Linear Masterplan (adopted November 2024), Council Plan and Municipal Health and Wellbeing Plan.
• Impact: Supports safer, more accessible active transport links for residents and visitors, strengthening community health and connectivity along the Beaufort Linear corridor.
• Next steps:
  • If successful, Council will proceed with project delivery in line with the masterplan elements and grant requirements.
  • Council’s endorsed matching provision (Decision item 2) is required to enable the grant submission/approval process.

Approved $100,000 2025/26 budget provision for Beaufort Linear matching funding

• Context: The grant program requires matching funding, so Council needed to ensure budget capacity for the Beaufort Linear project.
• Details:
  • Meeting: Ordinary Meeting of Council, 17 March 2025.
  • Matching funding provision: $100,000 to be included in the 2025/26 budgets.
  • Funding ratio requirement: The program requires Council to provide one dollar of matching funding for every four dollars from the Victorian Government.
  • In-kind contribution: Council noted it would also provide in-kind contribution in addition to the cash match.
• Impact: Enables Council to meet grant conditions and progress the Beaufort Linear path works without delaying due to funding availability.
• Next steps:
  • Incorporate the $100,000 into the 2025/26 budget and maintain readiness to commence works if the grant is approved.

Supported Planning Scheme Amendment C52pyr via Standing Advisory Committee pathway

• Context: Council progressed draft Planning Scheme Amendment C52pyr to implement multiple completed flood studies into the Pyrenees Planning Scheme using the streamlined SAC pathway.
• Details:
  • Meeting: Ordinary Meeting of Council, 17 March 2025.
  • Amendment: Planning Scheme Amendment C52pyr – Pyrenees Flood Studies Implementation.
  • SAC pathway: Council supported the Standing Advisory Committee (SAC) Ministerial Amendment pathway for the flood-related overlay amendments.
  • Flood studies to be implemented (as listed in the report):
    • Raglan Flood Investigation (2020)
    • Upper Avoca Flood Study (2021)
    • Upper Wimmera Flood Investigation (2014)
    • Upper Mount Emu Creek Flood Investigation (2020)
    • Waubra Preliminary Flood Study (2019)
  • Overlay changes: introduce Floodway Overlay (FO) and Land Subject to Inundation Overlay (LSIO); remove DDO1 and replace with flood-related overlay controls.
  • Scale of impact: amendment impacts 1485 properties (including removal of an overlay from 180 properties not impacted by flooding).
• Impact: Improves flood risk communication and planning controls for affected properties, helping reduce future flood damage through appropriate land-use and development guidance.
• Next steps:
  • Proceed to Ministerial consent and public notice steps (delegated to the CEO—see next decision item).

Delegated CEO to seek Minister’s consent and commence public notice for C52pyr

• Context: The SAC pathway requires Minister for Planning consent before Council can formally notify the draft amendment for consultation.
• Details:
  • Meeting: Ordinary Meeting of Council, 17 March 2025.
  • Delegation: Council delegated the Pyrenees Shire Chief Executive Officer to:
    • seek written consent from the Minister for Planning to prepare the draft amendment, and
    • give public notice of draft planning scheme amendment C52pyr.
  • Consultation timing note: Council will undertake community and stakeholder consultation on the draft ordinance and mapping once Ministerial consent is granted.
• Impact: Keeps the amendment on track to reach formal consultation, allowing affected landowners and stakeholders to provide input.
• Next steps:
  • CEO submits request for Minister’s written consent.
  • After consent is granted, Council commences public notice and the statutory consultation process.

Adopted Waubra Preliminary Flood Investigation as part of C52pyr implementation

• Context: Council needed to formally adopt the Waubra flood evidence base so it could be incorporated into the planning scheme amendment controls.
• Details:
  • Meeting: Ordinary Meeting of Council, 17 March 2025.
  • Study adopted: Waubra Preliminary Flood Investigation.
  • Preparation details: prepared by Utilis and Hydro Spatial in 2019.
  • Support: North Central CMA supports inclusion of this investigation as best available flood data.
  • Role in amendment: included as part of the implementation package for C52pyr flood-related overlay controls.
• Impact: Ensures the planning scheme amendment uses the most up-to-date/accepted flood mapping evidence for the Waubra area, strengthening the credibility and defensibility of flood controls.
• Next steps:
  • Once Ministerial consent and public notice occur, the adopted Waubra investigation will inform the draft ordinance/mapping for community consultation.

Postponed planning permit application PA23108 (13 Canico Lane) to April meeting

• Context: Council agenda items were adjusted because the matter could not be properly presented at the 17 March meeting.
• Details:
  • Meeting: Ordinary Meeting of Council, 17 March 2025.
  • Application: PA23108 – 13 Canico Lane, Hillcrest (retrospective use of land for animal husbandry).
  • Action taken: report was withdrawn from the agenda and the item was postponed because some parties could not present to Council prior to the meeting.
  • New timeline: to be presented at the April Council meeting.
• Impact: Prevents an incomplete hearing/decision process and ensures parties can present their case, supporting procedural fairness.
• Next steps:
  • Planning permit application PA23108 will be scheduled for consideration at the April Council meeting.

Community Impact

• Beaufort residents: Approval to seek $555,000 (with $100,000 matching budget provision) to build walking/cycling paths linking Goldfields Recreation Reserve and schools precinct to the swimming pool along the Beaufort Linear corridor
• Beaufort residents and visitors: New safer active-transport connection planned between Beaufort Lake and the Beggs Street playground/business precinct (with remaining corridor sections to be completed later)
• Pyrenees Shire landowners (1485 properties): Draft Planning Scheme Amendment C52pyr flood overlays to be progressed for public consultation, changing planning controls for floodway/inundation areas (affecting what building/works/subdivision can be approved)
• Affected landowners: Removal/replacement of flood-related overlays (including removal of DDO1 from 180 properties not impacted by flooding) and updated flood information on planning certificates/Section 32s
• Landsborough community users: Officers to contact the current Landsborough Resource Centre committee chair to improve arrangements for community access while a process is initiated to review/reconsider committee structure (potential future separation of the Resource Centre from the wider Hub precinct)
• Hillcrest residents (near 13 Canico Lane): Planning permit decision deferred to April; if granted, conditions would regulate animal husbandry (including limits on dog numbers, noise controls, and wastewater/animal waste disposal) impacting neighbours’ amenity and environmental management

Other Notable Items

• Community frustration over Landsborough Resource Centre access and ineffective committee of management.
• Council committed to review Landsborough precinct committee structure and improve community access arrangements.
• Landsborough pool closure timing questioned; explanation given about contractor staffing and multi-week shutdowns.
• Draft Planning Scheme Amendment C52pyr progression: flood overlays affecting 1,485 properties.
• Annual EV charging usage reported; Avoca sessions increased, Beaufort dropped in Dec–Jan, no new sites funded.

Tech & Innovation Notes

• Virtual livestream of the council meeting (public may view the meeting virtually via livestream).
• EV charging infrastructure and digital usage reporting: annual usage reports for EV charging stations in Avoca and Beaufort, with data provided by Evie Networks (sessions, charging time, kWh, emissions saved) and ongoing monitoring/contract management.
• Planning/digital engagement channels for statutory processes: community consultation via Council website/engagement hub (for Planning Scheme Amendment C52pyr flood studies implementation).

Key Decisions & Outcomes

• Endorsed Active Transport Fund application for Beaufort footpath extensions
• Approved 2024/25 GATT Seal Program locations using $50,000 dust suppression budget
• Endorsed planning team audit outcomes and customer feedback survey for permit applicants
• Supported preparation of a Municipal Bushfire Plan (draft completed; briefing expected)
• Noted release of Victoria’s Climate Science Report 2024 for strategic planning inputs
• Continued advocacy and support for Southern Wimmera/Northeast Pyrenees water supply project

Detailed Descriptions

Endorsed Active Transport Fund application for Beaufort footpath extensions

• Context: Council is continuing to expand Beaufort’s footpath network to address long-standing safety and accessibility concerns raised by the community and to support active, connected lifestyles.
• Details: At the 17 February 2025 Ordinary Meeting, Council endorsed an application to the Commonwealth Governments’ Active Transport Fund to extend footpath connections in Beaufort—specifically along the northern section of Gregory Street, Stuart Street, Speke Street and Burke Street (as per the attached map). The Active Transport Fund is delivered over 2024–25 to 2028–29, with submissions closed 13 January 2025 and an assessment/approval timeline of up to 10 weeks. The project budget is $625,000 (including a 20% contingency), with Council seeking $384,000 from the Commonwealth and a Council co-contribution of up to $241,000. Council’s co-contribution includes $151,053 for Gregory St (noting it is also being sought from the Victorian Safer Local Roads and Streets Program), $75,012 already committed for Burke Street, and $12,500 in-kind officer time for detailed designs and project management.
• Impact: If successful, the works will reduce pedestrian and cyclist risk by getting people off roads, improve access for mobility scooter users and pedestrians, and support healthier, more active lifestyles—particularly important given Beaufort’s ageing population and the safety risks identified in the Beaufort Walkability Plan and community petition.
• Next steps: Council will progress the grant submission and, if approved, commence project delivery within the Active Transport Fund timelines (grant guidelines indicate projects should start within 24 months of approval and be completed within 48 months).

Approved 2024/25 GATT Seal Program locations using $50,000 dust suppression budget

• Context: Council allocates an annual Dust Suppression Program budget and uses GATT (Graded Aggregate Total Treatment) sealing to mitigate dust and improve the durability of gravel roads.
• Details: At the 17 February 2025 Ordinary Meeting, Council supported GATT sealing for the 2024/25 Dust Suppression Program using the allocated $50,000 budget. Approved locations and indicative costs were:
  • Woods Street (Moonambel) — $11,000
  • Greens Lane (Moonambel) — $6,000
  • Hunter Street (Moonambel) — $6,000
  • Redbank Barkly Road (Redbank) — $19,000
  • Kellys Lane (Amphitheatre) — $8,000
  • Total: $50,000
    The report noted GATT sealing is contracted from the Bendigo region, so sites were selected to optimise logistics and maximise cost-effectiveness (with each application costing approximately $12–$13 per square metre).
• Impact: The selected works are expected to reduce dust impacts and improve road quality across multiple localities (including areas not previously prioritised), while also extending road lifespan and potentially reducing long-term gravel maintenance demands.
• Next steps: Officers will arrange contractor scheduling and delivery for the approved sites within the 2024/25 financial year.

Endorsed planning team audit outcomes and customer feedback survey for permit applicants

• Context: Council’s Planning and Development team undertook an audit of planning application handling and service delivery performance to confirm compliance and identify improvement opportunities.
• Details: At the 17 February 2025 Ordinary Meeting, Council endorsed the planning audit outcomes and supported preparation of a customer feedback survey. The report covered audit work undertaken over the last two years and a comparison of statutory obligations under the Planning and Environment Act 1987 with other similar councils. The planning team also prepared to launch a customer feedback survey to permit applicants (recent and future). The survey is expected to be completed within the next six months, with outcomes reported back to Council.
• Impact: This strengthens service transparency and accountability by directly capturing applicant experience, helping Council improve planning processes and customer service quality for permit applicants.
• Next steps: The customer feedback survey will be prepared and distributed to recent and future permit applicants; results will be collated and reported to Council within six months.

Supported preparation of a Municipal Bushfire Plan (draft completed; briefing expected)

• Context: Council is progressing bushfire risk planning as part of its strategic and settlement/township planning responsibilities.
• Details: In the Planning and Development Update to the 17 February 2025 Ordinary Meeting, Council was informed that the planning team received a grant from the Regional Planning Hub to help prepare a Municipal Bushfire Plan. A draft report has been completed, and Council is expected to be briefed on the findings shortly. The project is expected to be completed by the end of the first quarter of 2025.
• Impact: The Municipal Bushfire Plan will improve Council’s ability to identify and manage risk, guide future planning decisions, and support more resilient community outcomes in bushfire-prone areas.
• Next steps: A Council briefing on the draft plan findings is expected shortly, with finalisation targeted for end of Q1 2025.

Noted release of Victoria’s Climate Science Report 2024 for strategic planning inputs

• Context: Council is incorporating the latest climate science into strategic planning and risk management to support mitigation and adaptation efforts.
• Details: At the 17 February 2025 Ordinary Meeting, Council noted the release of Victoria’s Climate Science Report 2024 (and the Central Highlands Climate Projections 2024). The report was released following notification to Council officers in November 2024. Key climate hazards highlighted included:
  • Heatwaves: projections of longer, more intense and more frequent heatwaves, with drought/heatwave concurrence.
  • Temperature: Victoria’s average annual temperature increased by around 1.2°C since 1910, with a further 1.1°C likely by 2050 (relative to 1986–2005), even with low emissions.
  • Bushfires: evidence suggesting increasing frequency and severity, with longer fire seasons and more significant fire danger days.
  • Drought and rainfall: hotter/more frequent droughts; annual rainfall decreasing and extreme rainfall events increasing in frequency.
• Impact: Using updated state-wide hazard projections supports better-informed Council decisions on infrastructure, land use planning, emergency preparedness, and long-term resilience.
• Next steps: The climate science inputs will be used to inform Council’s strategic planning workstreams; no further action was required beyond noting the report at this meeting.

Continued advocacy and support for Southern Wimmera/Northeast Pyrenees water supply project

• Context: Drought conditions are increasing pressure on farming and viticulture sectors, making reliable water access a priority for economic stability and community resilience.
• Details: At the 17 February 2025 Ordinary Meeting, Council continued support for the Southern Wimmera and Northeast Pyrenees Water Supply Project (SWNP). The report to Council stated:
  • A draft business case was endorsed by Council in November 2024.
  • Further economic analysis is underway to estimate ongoing jobs and economic output uplift.
  • An advocacy planning meeting occurred at Moonambel in November 2024 with representatives from partner councils (Northern Grampians and Central Goldfields), GWMWater, and the VFF.
  • Correspondence countersigned by CEOs and mayors from the three councils was issued to Dr Anne Webster (Federal Member for Mallee) and Martha Haylett (State Member for Ripon) seeking support.
  • Council’s advocacy actions include joint briefings with Regional Development Victoria (RDV), engagement with DEECA, and approaches to relevant Ministers and Shadow Ministers for water, regional development and agriculture.
  • The project is described in the update as covering 354,000 hectares, costing $159 million, with a cost-benefit ratio of 2.6, providing access to GWMWater storages for over 2,500 rural landholders (opt-in) and town water for nine towns.
• Impact: Sustained advocacy improves the likelihood of securing funding and enabling water security—supporting farm viability, viticulture continuity, community health, and long-term regional economic growth.
• Next steps: Officers will continue advocacy in the coming weeks, including drafting and sending further correspondence to relevant Ministers/Shadow Ministers, and continuing stakeholder briefings and coordination with partner councils.

Community Impact

• Beaufort residents (pedestrians, cyclists, mobility scooter users): Proposed Active Transport Fund project to extend footpath connections along Gregory Street, Stuart Street, Speke Street and Burke Street to improve safety and reduce walking on roads
• Moonambel residents: GATT seal dust suppression works on Woods Street, Hunter Street and Greens Lane to reduce dust and improve road durability (with gravel-to-sealed upgrades)
• Redbank and Amphitheatre residents: GATT seal dust suppression on Barkly Road (Redbank) and Kellys Lane (Amphitheatre) to address dust complaints and improve road conditions for affected properties
• Rural residents and agricultural operators (road access): Council continues managing bridge load limits and road access for higher mass vehicles, with some roads already pre-approved for B-doubles and others requiring case-by-case approval due to safety constraints
• Avoca–Rathscar and Avoca township water users: Ongoing reliance on emergency stock water bores (non-potable, permit required) and potential future access arrangements via Central Highlands Water (typically via registered water carters)
• Beaufort community and visitors: Beaufort Lake Caravan Park redevelopment progressing (phase one accommodation and internal upgrades; further phases pending funding) supporting tourism accommodation capacity and accessibility (including DDA-compliant facilities)

Other Notable Items

• Public raised Beaufort pool closure and asked for swimming-pool strategic plan timeline and community input.
• Residents urged road access for B-doubles/road trains; council discussed bridge load limits and possible speed-limit measures.
• Request for gravel upgrades to Evans Road disputed; council noted road-register status and budget constraints.
• Community asked about blocked stock/domestic water standpipes; council outlined emergency bore supplies and permits.
• Brewster wind farm communication concerns raised; mayor and CEO said ministerial decision limits council’s role.

Tech & Innovation Notes

• Digital services / online platforms

  • Public meeting livestream (virtual viewing).
  • Tourism/marketing digital platforms: Visit Pyrenees website, Facebook, Instagram, and What’s On newsletter; use of ATDW (Australian Tourism Data Warehouse) with listings syndicated to other platforms.

• Digital transformation / connectivity initiatives

  • Digital Connectivity Plan actions (reported as part of Economic Development Update).
  • Engagement with Telstra regarding mobile connectivity issues after 3G network switch-off, including a Telstra 3G help line.
  • Submission under the Commonwealth Mobile Black Spots Program for telecommunications upgrades (Yalla Y Poora/Stoneleigh; Moonambel and surrounds).
  • Ongoing discussions with Telstra re: mobile coverage improvements following installation of an OPTUS tower (Lexton) and a proposed NBN tower (Lexton, Q2 2025/26).

• Smart/connected community infrastructure (tech-adjacent)

  • Beaufort Walkability Plan implementation via Active Transport Fund application (footpath connections, wombat-style crossings/traffic calming to support safer active transport).

• IT infrastructure / cybersecurity

  • No explicit cybersecurity or IT infrastructure items mentioned in the provided text.

Key Decisions & Outcomes

• Endorsed the Pyrenees Digital Connectivity Action Plan and ongoing advocacy.
• Declined Beaufort Golf Club emergency water from Beaufort Lake; pursue power connection resolution.
• Endorsed SLRSP road safety projects for submission to TAC.
• Endorsed revised LRCIP Phase 4 project allocations to meet funding timelines.
• Resolved to seek Ministerial consent to deviate unmade roads at 26 Burke Street.
• Issued Planning Permit PA24040 with the drafted conditions.

Detailed Descriptions

Endorsed the Pyrenees Digital Connectivity Action Plan and ongoing advocacy

• Context: Council’s Economic Development and Tourism unit, in partnership with Telstra, NBN and Regional Tech Hub, developed a Shire-wide plan to improve digital connectivity and digital literacy.
• Details: The plan was endorsed at the 10 December 2024 Ordinary Meeting (Item 12.1.1). It is designed to improve both internet/mobile connectivity and digital literacy, with digital literacy monitored via the Australian Digital Inclusion Index (ADII). Council noted prior connectivity wins including Mobile Black Spot upgrades at Landsborough, Moonambel and Lexton, plus completed projects such as NBN rollout at Beaufort and multiple Telstra/Optus mobile upgrades (e.g., Amphitheatre, Lexton, Mena Park, Moonambel, Waubra). Current in-progress NBN projects were noted for completion in 25/26 Q2 (Lexton, Waterloo) and 25/26 Q1 (Skipton). The plan also references Commonwealth programs including Mobile Network Hardening Program Round 3 ($20m GST-exclusive) and Mobile Black Spot Program Round 8 (up to $55m GST-exclusive), and Council’s intention to advocate for improvements—particularly in the southwestern area (including Stoneleigh–Yalla Y Poora).
• Impact: Provides a structured, community-informed basis for Council to advocate for resilient connectivity and to support residents’ ability to use available technology—helping reduce isolation during emergencies and improving access to services.
• Next steps: Council will continue to advocate for improved connectivity where gaps remain (as per the plan’s ongoing advocacy component) and the Digital Connectivity Plan will be subject to regular revision as new telecommunications infrastructure is installed and technology evolves.

Declined Beaufort Golf Club emergency water from Beaufort Lake; pursue power connection resolution

• Context: The Beaufort Golf Club requested Council support to access “emergency” irrigation water from Beaufort Lake after being unable to pump from recycled storage tanks due to a power connection issue.
• Details:
  • The original 10-year water use agreement commenced 17 October 2014 and expired 17 October 2024.
  • On 1 November 2024, Council officers were notified the Golf Club could not pump recycled water due to a power connection issue; Central Highlands Water (CHW) indicated the delay was linked to issues between the energy retailer and Powercor, with CHW expecting a timely resolution.
  • Council holds a license to remove up to 30 megalitres/year (10% of the lake’s capacity), but lake levels are currently below 50% of full supply level due to dry conditions.
  • Southern Rural Water advised restrictions would limit previous allocations in the Mt Emu Creek catchment.
  • Officer recommendation was to decline a further allocation from the lake due to dry seasonal conditions and environmental impacts, while continuing to work with CHW and Powercor to expedite the recycled pump power connection.
  • An alternative motion was carried to keep the same decline position but add support: a limited supply from the lake only if all other sources are exhausted.
• Impact: Protects lake and wildlife values during very dry conditions while still providing a contingency pathway to protect the Golf Club greens if the recycled water supply cannot be restored.
• Next steps: Council will continue working with Central Highlands Water and Powercor on the power connection resolution for the recycled water pumps, and will consider a limited lake supply only as a last resort if other water sources are exhausted.

Endorsed SLRSP road safety projects for submission to TAC

• Context: Council needed to endorse a package of projects developed through the Safer Local Roads and Streets Program (SLRSP) for submission to the TAC within the program’s December 2024 submission window.
• Details:
  • SLRSP is a $200 million program, with each local government allocated $2 million; Pyrenees Shire Council’s project development ran through a 6-month development period (starting May 2024) and an 18-month construction period, with projects required to be submitted in December 2024 (with an extension from November).
  • Council endorsed 19 sub-projects grouped into 4 main projects for submission to TAC:
    1) Speed limit reductions & associated infrastructure (various locations; includes Kings St Beaufort $40,000, Raglan $75,000, Waubra $10,000, Snake Valley $20,000, Old Shirley Rd Beaufort $30,000, Amphitheatre $5,000, Trawalla $5,000, Evansford $290,000)
    2) Local area traffic management (LATM) (various locations; includes Burke St Beaufort $325,000, Homebush Rd Avoca $50,000, South St Beaufort $50,000, Gregory St Beaufort $50,000, Smythesdale Snake Valley Rd $100,000, Duke St Avoca $125,000, Willoby St/Livingstone St Beaufort $125,000)
    3) Shared paths / urban pedestrian improvements (Gregory St Beaufort & Western Hwy Beaufort; $200,000)
    4) Mt William Rd intersection realignments (Eurambeen–Streatham Rd/Mt William Rd and Carngham–Streatham Rd/Mt William Rd; $500,000)
  • The motion endorsed submission to TAC and was carried at the 10 December 2024 meeting (Item 12.2.2).
• Impact: Positions Council to secure targeted road safety infrastructure funding that would otherwise be difficult to fund, improving safety outcomes across multiple towns and road corridors.
• Next steps: TAC submission will proceed following Council endorsement; additional community engagement will occur once funding is confirmed.

Endorsed revised LRCIP Phase 4 project allocations to meet funding timelines

• Context: LRCIP Phase 4 was due for completion by June 2025, and a cultural heritage assessment for the original Pound Lane Drainage scope created timing risk and required reconsideration.
• Details:
  • Phase 4 allocation (noted as from the Commonwealth in May 2023) was $2,199,542, accessible from 1 July 2023, with delivery due by 30 June 2025.
  • LRCIP Phase 4 funding components:
    • LRCIP 4a: $1,394,921 (general community infrastructure)
    • LRCIP 4b: $804,621 (road specific infrastructure)
  • During design for Pound Lane, a cultural heritage assessment identified significant finds requiring management under the Aboriginal and Torres Strait Islander Heritage Protection Act, including negotiation with the Dja Dja Wurrung Traditional Owner Group, which could take months and jeopardise funding timelines.
  • Council endorsed reallocating funds to other already-approved projects to ensure all works remain within the funding timeline. Specific reallocations included:
    • Avoca Streetscape Amenity and Avoca Kerb and Channel revised to include Rutherford and Russell Streets kerb and channel improvements
    • McKinlay Street Landsborough Bridge Rail Renewal expanded to include an approach footpath from Burke Street (per attached preliminary pathway plan)
    • Livingstone St Beaufort revised to accommodate full streetscape works including kerb & channel, underground drainage, pavement and seal works
  • The carried decision at 10 December 2024 was Item 12.2.3.
• Impact: Reduces the risk of losing Phase 4 funding due to heritage/timeline constraints while still delivering community and road infrastructure benefits.
• Next steps: Officers will implement the revised allocations across the existing LRCIP Phase 4 project set to maintain delivery by June 2025.

Resolved to seek Ministerial consent to deviate unmade roads at 26 Burke Street

• Context: Council is advancing subdivision and residential development at 26 Burke Street, Beaufort, but the proposed subdivision requires deviation of unmade roads through the site, which triggers Ministerial consent requirements under the Land Act framework.
• Details:
  • The Council acquired land at 26 Burke Street, Beaufort for subdivision to support residential housing, including key worker accommodation and affordable housing.
  • The subject land is accessed by three historic roads created in 1863, later disrupted by railway acquisition in 1870, resulting in discontinuous roads unsuitable for contemporary urban design.
  • Under Schedule 10 (2) of the Local Government Act 1989, Council may deviate roads; however, where the proposed road deviation results in vesting in Council under s207B(2A), Ministerial consent under the Land Act 1958 is required.
  • Council resolved (carried) on 10 December 2024 (Item 12.2.5) to seek the consent of the Minister administering the Land Act 1958 to deviate the unmade roads at 26 Burke Street.
  • The deviation plan is to be in accordance with a plan prepared by Beveridge Williams, surveyor reference 2302078.
  • The subdivision will enable more than 30 allotments, including 10 allotments identified for key worker accommodation.
• Impact: Unlocks the internal road layout needed for safe access/egress for residents, visitors and emergency services—critical to enabling housing delivery and Council’s economic development goals for Beaufort.
• Next steps: Council will lodge the request for Ministerial consent; once road deviation constraints are resolved, Council will undertake community consultation on the subdivision/development elements.

Issued Planning Permit PA24040 with the drafted conditions

• Context: Council had resolved on 19 November 2024 to issue Planning Permit PA24040 for a two-lot subdivision at 325 Waubra Talbot Road, Waubra, and now needed to decide on the drafted permit conditions for issuance.
• Details:
  • At the 10 December 2024 meeting (Item 12.2.6), Cr Tanya Kehoe declared a conflict of interest and left the meeting at 6:35pm; Cr Simon Tol nominated Cr Damian Ferrari to take the chair.
  • The report sought Council decision on the drafted conditions for PA24040, noting conditions include:
    • Discretionary conditions 1–3 (state standard recommended conditions)
    • Discretionary conditions 4–5 (including potential Section 173 agreement arrangements)
    • Discretionary conditions 6–7 (engineering standards aligned to the Infrastructure Design Manual (IDM))
    • Mandatory conditions 8–11 (referral authority requirements)
    • Mandatory conditions 12–13 (telecommunications agreements and fibre-ready requirements)
    • Mandatory conditions 14–16 (water/drainage/sewerage/electricity/gas agreements and easements/service sites)
    • Discretionary condition 17 (expiry of conditions under s68 of the Planning and Environment Act 1987)
  • Council resolved to issue the permit with the conditions as outlined in the report (carried).
  • Cr Tanya Kehoe returned to the meeting at 6:40pm.
• Impact: Provides certainty for the applicant to proceed with the subdivision process, while embedding required infrastructure, referral, telecommunications and service obligations to protect community and road access standards.
• Next steps: The permit will be issued in accordance with the Council’s delegations; the permit holder can progress subdivision steps under the Subdivision Act process using the endorsed conditions.

Community Impact

• Residents (Pyrenees Shire): Adoption of the Pyrenees Digital Connectivity Action Plan to improve internet/mobile coverage advocacy and expand digital literacy support (e.g., “Get Techy” sessions)
• Residents (southwestern Shire, incl. Stoneleigh–Yalla Y Poora): Council advocacy for improved Telstra mobile coverage under federal grant opportunities, potentially leading to upgraded mobile infrastructure
• Beaufort residents and road users: Submission of TAC-funded Safer Local Roads & Streets projects including speed limit reductions and traffic calming in/around Beaufort (e.g., Kings St, South St, Gregory St, Burke St, plus related intersection works)
• Beaufort and nearby communities: Urban/pedestrian upgrades funded through SLRSP, including shared paths and a footbridge in Beaufort (Gregory St and Western Hwy), improving walking/cycling safety and connectivity
• Landsborough residents (and school community): McKinlay Street Bridge guardrail renewal and safety works planned for late 2024/early 2025, including removal of current load limitations and improved pedestrian protection
• Avoca residents: LRCIP Phase 4 reallocation to expand drainage/kerb & channel and streetscape works (including High Street drainage already substantially completed), with changes to the original Pound Lane drainage scope due to cultural heritage requirements

Other Notable Items

• Community asked for RE Future meeting minutes and “Met” mast decommissioning timeline updates.
• Residents queried process for using the old Beaufort school oval for event parking.
• Digital Connectivity Action Plan endorsed; focus on southwestern connectivity and “Get Techy” education.
• Recovery update: Disaster Recovery/Resilience Network formed; Avoca Recreation Reserve flood mitigation progressing.
• LRCIP Phase 4 revised due to cultural heritage findings affecting Pound Lane drainage project scope.

Tech & Innovation Notes

• Digital services / online platforms

  • Public meeting livestream (virtual viewing of council meeting).
  • Use of online resources/links referenced for connectivity projects (e.g., vic.gov.au project listings; ACCC digital communications market report).

• Smart city / digital transformation / digital literacy

  • Pyrenees Digital Connectivity Action Plan endorsed by Council to improve internet/mobile connectivity and digital literacy.
  • Digital literacy monitoring via the Australian Digital Inclusion Index (ADII).
  • “Get Techy” sessions hosted at Pyrenees libraries to improve residents’ use of digital devices/technology.
  • Digital roadshow/drop-in events with Telstra, NBN Co, Regional Tech Hub, Agriculture Victoria.

• IT infrastructure / telecommunications infrastructure

  • Advocacy and coordination with telecommunications providers (Telstra, Optus, NBN/NBN Co) for upgrades and coverage improvements.
  • WiFi installations under the Commonwealth STAND program at multiple community facilities (e.g., recreation reserves and halls).
  • Ongoing/forecast NBN broadband projects (Lexton, Waterloo, Skipton).
  • Commonwealth funding programs referenced for connectivity and resilience:
    • Mobile Telecommunications Black Spot Program (MBSP)
    • Mobile Network Hardening Program
    • “Connecting Victoria” program (Victorian government)
    • “Strengthening Telecommunications Against Natural Disasters (STAND)” program

• Tech community / innovation ecosystem

  • Partnership with Regional Tech Hub as part of the digital connectivity planning and community education activities.

• IT governance / cybersecurity

  • No explicit cybersecurity items mentioned.

Key Decisions & Outcomes

• Endorsed Southern Wimmera and Northeast Pyrenees Water Supply draft business case.
• Advocated for Federal/State funding for the water supply project construction phase.
• Endorsed Beaufort Linear Masterplan and committed to seeking external construction funding.
• Refused planning permit application PA24040 for a two-lot subdivision at 325 Waubra-Talbot Road.
• Carried alternative motion: commission detailed agricultural options study for the region.
• Endorsed activity report for Planning, Building, Environmental Health, and Community Safety operations.

Detailed Descriptions

Endorsed Southern Wimmera and Northeast Pyrenees Water Supply draft business case

• Context: Council considered a draft business case for a major regional water security project intended to address drought-impacted communities north of Avoca and between Elmhurst, Beazley’s Bridge and Glenorchy. The item sought endorsement of the draft business case and confirmation of Council’s advocacy role.
• Details:
  • Date/meeting: Ordinary Meeting of Council, 19 November 2024 (Item 10.1.2).
  • Project: Southern Wimmera and Northeast Pyrenees Water Supply (SWNP).
  • Project footprint: ~354,000 hectares across Pyrenees Shire and into neighbouring Northern Grampians and Central Goldfields Shires.
  • Prior funding for feasibility:
    • Victorian Government Infrastructure Fast Track Fund: $300,000
    • Partner matching contributions: $15,000 each from GWMWater, Central Highlands Water, Pyrenees, Northern Grampians and Central Goldfields Shire Councils (overall feasibility budget $375,000, plus in-kind officer time).
  • Draft business case status: “largely completed” but endorsed “subject to further alterations,” including further consultation with Traditional Owners to support inclusion of a cultural watering plan.
  • Key business case figures:
    • Cost Benefit Ratio (CBR): 1.47
    • Estimated construction cost: $139.0 million
    • Contingency allowance: $20.6 million
    • Anticipated total project cost: $158.6 million
  • Funding expectation for construction: No cash contributions expected from local governments for the construction phase; significant contributions anticipated from Federal and State Governments.
• Impact: Strengthens Council’s position to progress a feasible, quantified water infrastructure proposal that targets long-term drought resilience for farmers, intensive animal operators, vineyards, rural communities, and also supports town water security and broader environmental/fire-fighting needs.
• Next steps:
  • Council endorsement of the draft business case (subject to alterations).
  • Continue advocacy to Federal and State Governments to secure funding to progress the project to the construction phase.
  • Seek state agency clearance so the business case can be ready for public circulation.
  • Proceed with a variation to further explore cultural watering objectives and undertake additional landholder liaison.

Advocated for Federal/State funding for the water supply project construction phase

• Context: The SWNP project’s feasibility and draft business case were completed, but construction depends on higher-level government funding. Council was asked to confirm its commitment to advocate for those funds.
• Details:
  • Date/meeting: Ordinary Meeting of Council, 19 November 2024 (Item 10.1.2).
  • Construction funding requirement:
    • Business case indicates significant contributions required from the Federal and State Governments.
    • “No cash contributions expected of local governments” for construction.
  • Council action (resolved outcome):
    • Endorsed the draft business case (subject to further alterations).
    • Advocated for funding by the Federal and State Governments in partnership with project partners.
• Impact: Improves the likelihood that the project can move from planning/feasibility into delivery, directly supporting water security for drought-affected communities and the long-term viability of local agribusinesses.
• Next steps:
  • Council to continue formal advocacy to Federal and State Governments for construction-phase funding.
  • Maintain project momentum through completion of required consultation/clearances (including Traditional Owner cultural watering planning).

Endorsed Beaufort Linear Masterplan and committed to seeking external construction funding

• Context: Council considered a final version of the Beaufort Linear Masterplan, developed through Integrated Water Management and co-design with the Beaufort community. The plan outlines a staged, ~10-year corridor project along Garibaldi Creek.
• Details:
  • Date/meeting: Ordinary Meeting of Council, 19 November 2024 (Item 10.1.3).
  • Endorsement: Council endorsed the final Beaufort Linear Masterplan.
  • Project purpose/location:
    • Nature-based recreational corridor along Garibaldi Creek from Beaufort Lake spillway to where it joins Yam Holes Creek north of the railway line.
    • Walking/cycling linkages between the Lake and Beggs St playground area.
  • External funding approach:
    • Construction to be dependent on external funding sources as opportunities arise.
    • Council committed to actively seeking funding for construction over an estimated ten-year period.
  • Capital and operating cost information:
    • Total capital cost estimate: ~ $3 million over 10 years
      • Short term (1–3 years): $460–470K
      • Medium term (4–6 years): $520–530K
      • Long term (7–10 years): $1.5M (includes Zone 1 land north of the railway line as future town entry post-bypass)
      • Total for regeneration over ten years: $740K
    • Annual additional maintenance estimate: ~$4,000 per year (in addition to existing Beggs St playground maintenance).
  • Hydrology/flood considerations:
    • Masterplan includes hydrological modelling of three scenarios; recommended further investigation for Scenario 3 (open channel across former school oval) with the Glenelg Hopkins CMA.
• Impact: Provides an endorsed, evidence-based framework to improve creek health, town amenity, visitor experience, and pedestrian/cycle connectivity—while also aiming to avoid negative flood impacts and support longer-term economic benefits for Beaufort.
• Next steps:
  • Use the endorsed Masterplan to guide investment as funds become available.
  • Actively pursue external construction funding over the proposed ten-year timeframe.
  • Develop concept design, preliminary costings, and initiate CMA investigations for the additional flood-mitigation option (Scenario 3).

Refused planning permit application PA24040 for a two-lot subdivision at 325 Waubra–Talbot Road

• Context: Council assessed a planning permit application for subdivision in the Farming Zone with an Environmental Significance Overlay. With no objections received, Council still determined the proposal should be refused based on planning policy and assessment outcomes.
• Details:
  • Date/meeting: Ordinary Meeting of Council, 19 November 2024 (Item 10.2.2).
  • Application: PA24040.
  • Land: Lot 2 PS310387T, 325 Waubra–Talbot Road, Waubra.
  • Application lodged: 4 July 2024.
  • Proposal: Subdivide into two lots:
    • Lot 1: 2.22 hectares (existing dwelling, outbuildings, and existing crossover to Waubra–Talbot Road)
    • Lot 2: 48.33 hectares (balance of farmland and existing dam; no new access proposed)
  • Site characteristics:
    • Total site area: 50.55 hectares
    • Boundary to Waubra–Talbot Road: ~672 metres
    • Vacant dwelling with front setback ~100 metres
    • Unclassified watercourse through north-west corner near the dam
    • No reticulated water or sewer available
  • Zoning/policy context:
    • Farming Zone (FZ) and Environmental Significance Overlay – Schedule 1.
    • Farming Zone generally requires lots to be at least 40 hectares; while smaller lots can be considered for existing dwellings, the application was assessed against relevant provisions and was recommended for refusal.
  • Public notification outcomes:
    • Advertised under Planning and Environment Act 1987 requirements.
    • No objections or submissions received.
    • AusNet notified regarding Western Renewables Link route (~400 metres north); AusNet had no objection.
  • Decision outcome: Council refused the planning permit application PA24040.
• Impact: Maintains rural land integrity and discourages inappropriate rural land fragmentation/excision, protecting agricultural land and environmental values associated with the Farming Zone and Environmental Significance Overlay.
• Next steps:
  • The applicant can pursue review/appeal pathways available under the planning framework (as applicable following refusal).
  • Council officers to progress administrative closure of the application and update records accordingly.

Carried alternative motion: commission detailed agricultural options study for the region

• Context: Council received an economic development update highlighting drought and market pressures affecting agriculture. An alternative motion was put forward to add a targeted study component.
• Details:
  • Date/meeting: Ordinary Meeting of Council, 19 November 2024 (within Item 10.1.1 Economic Development Update).
  • Alternative motion moved by: Cr Megan Phelan / Cr Rebecca Wardlaw.
  • Motion outcome: Carried.
  • Added action beyond the original motion:
    • Undertake a detailed study on agricultural options for the region.
    • Study considerations include:
      • Natural and built assets
      • Issues affecting the agricultural sector including drought and climate change
      • Options for value-added agriculture
• Impact: Positions Council to develop evidence-based pathways for agricultural resilience and diversification, potentially supporting farm viability, investment confidence, and long-term regional economic stability.
• Next steps:
  • Commission/plan the agricultural options study following Council’s direction (including scope, methodology, and resourcing).
  • Bring results back to Council for consideration when the study is completed.

Endorsed activity report for Planning, Building, Environmental Health, and Community Safety operations

• Context: Council considered a consolidated activity report covering operational performance across multiple regulatory and community safety functions. The report included planning/building statistics, environmental health compliance activity, and community safety/amenity enforcement updates.
• Details:
  • Date/meeting: Ordinary Meeting of Council, 19 November 2024 (Item 10.2.1 Planning and Development Update – November 2024, including Parts A–D; resolved at the end of the report).
  • Reporting period: July – September 2024 (and some FY-to-date figures).
  • Planning (Part A) highlights:
    • Permit applications received: 22 (FYTD), with quarterly figures 9 (July), 9 (August), 4 (September)
    • Permits granted: 21 (FYTD), with quarterly figures 10 (July), 6 (August), 5 (September)
    • Planning enquiries: 441 calls (July–September quarter), including 123 calls about current permit applications and 318 pre-purchase/pre-application enquiries
    • Target/forecast: on track to respond to over 1000 calls for 2024
  • Building (Part B) highlights:
    • Private building permits: 48 (FYTD), with quarterly figures 17 (July), 14 (August), 17 (September)
    • Building inspections: 35 (FYTD)
    • Pool/Spa compliance: enforcement action instigated for unregistered spas; compliance achieved in most cases
  • Environmental Health (Part C) highlights:
    • Wastewater fees paid (FYTD): $4,924.90
    • Public health fees paid (FYTD): $2,099.00
    • Routine inspections completion: 69% of scheduled routine inspections for 2024 at time of reporting
    • Domestic Wastewater Management Plan (DWMP): 35 letters sent to Amphitheatre residents; aim to complete 110 visits by year-end
  • Community Safety and Amenity (Part D) highlights:
    • Fire Danger Period starting: 18 November 2024
    • Roadside slashing program started: 1st week of November; northern parts practically complete
    • Menacing dog declaration: dog in Amphitheatre declared ‘menacing’ under Domestic Animals Act after repeated escapes and biting
  • Resolution: Council “Notes the information and endorses the activity contained in this report.”
• Impact: Confirms Council’s oversight and support for ongoing regulatory, compliance, and community safety activities—helping ensure service continuity, public health/safety outcomes, and effective enforcement.
• Next steps:
  • Continue delivery of planned inspection and compliance activities through to year-end (including remaining routine inspections and DWMP visits).
  • Continue fire season preparedness and inspections during the Fire Danger Period starting 18 November 2024.

Community Impact

• Rural landowners (Waubra/Talbot Road): Council will refuse the proposed 2-lot subdivision (PA24040), preventing creation of a smaller residential lot and limiting future sale/redevelopment plans for the existing dwelling site
• Prospective buyers/residents (Waubra): No new rural-residential dwelling lot will be created, reducing opportunities for additional homes on the subject land and maintaining the current large-scale farming parcel structure
• Environment & land management (Waubra): The refusal maintains current land use and avoids further rural land fragmentation in the Farming Zone/Environmental Significance Overlay area
• Property access/servicing (Waubra): With no subdivision approved, any plans for changing access arrangements or servicing (e.g., water/sewer upgrades tied to new lots) are unlikely to proceed through this permit pathway
• Avoca residents (High Street land at ~238 High Street): Council’s purchase/ownership of the vacant backing land keeps it from remaining vacant (“land banking”), but future development (including potential rear access/road creation) will only occur if future budget/funding is allocated and a planning process is undertaken
• Beaufort residents & visitors (Garibaldi Creek Linear Masterplan): Endorsement of the Beaufort Linear Masterplan will guide a staged, ~10-year program of walking/cycling paths and creek/environment upgrades, with potential future construction impacts (works, access changes) as external funding is secured

Other Notable Items

• Public asked about alternative funding for road maintenance amid VicRoads spending cuts.
• Avoca residents raised concerns about future development and road access for 238 High Street land.
• Council discussed drought response, including on-farm grants and regional resilience planning.
• Planning update noted Brewster Wind Farm submissions and local community concerns.
• Beaufort Linear Masterplan included flood-mitigation modelling and potential open-channel scenario.

Tech & Innovation Notes

• Digital services / online platforms

  • Public engagement via the Council “Engage” portal (Beaufort Linear Masterplan consultation: 536 page views, 305 unique visitors).
  • Livestream of the council meeting for the public (“view the meeting virtually via the livestream”).

• Digital connectivity / telecommunications (digital transformation)

  • Collaboration with Telstra, NBNCo and Regional Tech Hub to develop a Digital Connectivity plan for Pyrenees Shire (improving digital connectivity and literacy); report scheduled for December meeting.
  • Economic development strategy priority to explore improved telecommunications to support innovation in agriculture and tourism.

• IT / infrastructure-related planning (data/technical modelling)

  • Use of Digital Elevation Modelling and 2D hydrological modelling for the Beaufort Linear Masterplan flood scenario analysis.
  • Reference to Investment Framework for Economics of Water Sensitive Cities tool (INFFEWS) for economic assessment of water-sensitive infrastructure.

• Smart-city adjacent initiative

  • Water-sensitive/green-blue infrastructure planning (Beaufort Linear Masterplan) using integrated water management concepts and a 10-year action plan (not explicitly branded as “smart city,” but aligns with water-sensitive urban design).

Key Decisions & Outcomes

• Elect Mayor for a one-year term for 2024/2025
• Elect Cr Tanya Kehoe as Mayor for 2024/2025
• Decide not to elect a Deputy Mayor for 2024/2025
• Adopt the Model Councillor Code of Conduct 2024 and require councillor signatures
• Publish the Model Councillor Code of Conduct 2024 on Council’s website
• Reappoint CEO Jim Nolan for a further term (previous council decision noted)

Detailed Descriptions

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

• Context: Council needed to determine the length of the Mayoral term for the upcoming 2024/2025 period at the Statutory Meeting of Council.
• Details:
  • Date: Tuesday 12 November 2024
  • Location: Lexton Community Hub, Lexton Recreation Reserve, Prince Street, Lexton
  • Motion:
    • Moved by Cr Megan Phelan that the Mayoral term be for one year
    • Seconded by Cr Damian Ferrari
  • Result: Motion put to the vote and all were in favour; motion carried
• Impact: Establishes that the Mayoral role for 2024/2025 will be held for a one-year period, affecting leadership continuity and the timing of any future Mayoral election within the year.
• Next steps: Following the carried motion, Council proceeded to nominations and the formal election of the Mayor for the 2024/2025 term.

Elect Cr Tanya Kehoe as Mayor for 2024/2025

• Context: After determining the Mayoral term length, Council called for nominations for the Mayor for the 2024/2025 term.
• Details:
  • Date: Tuesday 12 November 2024
  • Nominations:
    • Cr Damian Ferrari nominated Cr Tanya Kehoe
    • Cr Kehoe accepted the nomination
  • Additional nominations: None received, so no vote was required
  • Declaration: CEO Jim Nolan declared Cr Tanya Kehoe as the duly elected Mayor for Pyrenees Shire Council for the 2024/2025 term
  • Symbol of office: CEO presented the gift to Cr Kehoe as a symbol of the Mayor’s role
  • Chair: Cr Kehoe was invited to take the Chair and thanked Councillors for electing her
• Impact: Confirms Cr Tanya Kehoe as the community-facing leader for 2024/2025, guiding Council’s ceremonial and leadership responsibilities for the year.
• Next steps: The meeting then moved to consider whether a Deputy Mayor would be elected for 2024/2025.

Decide not to elect a Deputy Mayor for 2024/2025

• Context: With the Mayor elected, the Mayor (Cr Tanya Kehoe) sought Council’s decision on whether to create the Deputy Mayor role for the 2024/2025 term.
• Details:
  • Date: Tuesday 12 November 2024
  • Motion:
    • Moved by Cr Damian Ferrari
    • Seconded by Cr Rebecca Wardlaw
    • That a Deputy Mayor not be elected for the 2024/2025 term
  • Result: Motion put to the vote and all were in favour; motion carried
• Impact: No Deputy Mayor will be appointed for 2024/2025, which may affect how deputising/role coverage is handled in the Mayor’s absence under Council arrangements.
• Next steps: Council proceeded to the Councillor Code of Conduct adoption and signing requirements.

Adopt the Model Councillor Code of Conduct 2024 and require councillor signatures

• Context: Council was required under the Local Government Act 2020 to observe the prescribed Model Councillor Code of Conduct, and the Code needed to be adopted and signed to become effective.
• Details:
  • Date: Tuesday 12 November 2024
  • Presenter/Report author: CEO Jim Nolan
  • File No: 16/24/12
  • Purpose: Provide Councillors an opportunity to adopt and sign the Model Councillor Code of Conduct 2024
  • Legislative basis referenced:
    • Local Government Act 2020, Section 139 (Model Councillor Code of Conduct)
  • Council resolution (carried):
    1. Council adopt the Model Councillor Code of Conduct 2024
    2. Councillors sign the Model Councillor Code of Conduct 2024
    3. Publish the Model Councillor Code of Conduct 2024 on Council’s website
  • Signing requirement: Councillors signed in the presence of the Chief Executive Officer (CEO Jim Nolan)
• Impact: Strengthens governance and integrity by ensuring all Councillors formally commit to required conduct standards (including anti-discrimination/harassment/vilification expectations) and Council compliance obligations.
• Next steps: Councillors complete/confirm signatures (as recorded in the Code documentation), and Council moves to the publication requirement on its website (next item).

Publish the Model Councillor Code of Conduct 2024 on Council’s website

• Context: Adoption alone is not sufficient; the Local Government Act 2020 requires the Model Councillor Code of Conduct to be published on Council’s Internet site.
• Details:
  • Date: Tuesday 12 November 2024 (resolution made at the meeting)
  • Legislative requirement cited in the report:
    • Local Government Act 2020, Section 139(4): “A Council must publish the prescribed Model Councillor Code of Conduct on its Internet site.”
  • Council resolution (carried), included as item 3:
    • “That the Model Councillor Code of Conduct 2024 be published on Council’s website.”
• Impact: Improves transparency for residents and stakeholders by making the governing conduct standards publicly accessible.
• Next steps: Council officers arrange website publication following the meeting’s carried resolution (publication to occur after adoption/signing confirmation).

Reappoint CEO Jim Nolan for a further term (previous council decision noted)

• Context: The Mayor’s report referenced a prior Council decision to extend the CEO’s term following an extensive review process.
• Details:
  • Person: CEO Jim Nolan
  • Decision timing: Noted as “Council recently made a decision” (referenced within the Mayor’s 2023/2024 report)
  • Process described: “After an extensive review process”
  • Outcome statement: Council decided Jim Nolan is the best person to guide Council and lead the organisation to continue delivery of Council’s long-term vision
• Impact: Provides leadership stability and continuity of organisational strategy and service delivery for the Pyrenees Shire community.
• Next steps: No further action is recorded in these minutes for the reappointment itself (it is referenced as a completed prior decision); Council continues with the statutory meeting business for the new Mayoral year.

Community Impact

• Residents (all Pyrenees Shire): Universal multi-bin roadside waste collection service rolled out to every resident in the Shire, improving waste service standards
• Residents and road users (all areas): ~$40 million spent on road and bridge upgrades over five years to maintain a “fit for purpose” transport network for access to residences and farms
• Lexton residents and community users: Completion of the $3.8 million Lexton Community Hub (“Hub-Pub”), expanding local recreation and community facility access
• Beaufort and surrounding residents: Correa Park residential development completed, contributing to increased housing supply and population growth in the area
• Older residents: Council ceased providing Home Age Care services due to federal administrative changes, shifting aged care support/advocacy to monitoring and advocating for other providers
• All residents: Adoption and publication of the Model Councillor Code of Conduct 2024 (including Councillor signing), strengthening standards for councillor behaviour and integrity in decision-making

Other Notable Items

• Mayor Robert Vance highlighted community impacts: $40m roads upgrades and universal multi-bin waste collection rollout.
• Lexton Community Hub “Hub-Pub” completion celebrated, including opening by Federal Minister Catherine King.
• Council ceased Home Age Care service due to federal administrative changes; monitoring other aged-care providers continued.
• Library services review noted: no service-level changes, but community value acknowledged.
• Deputy Mayor position not elected for 2024/2025 term.

Tech & Innovation Notes

• Council livestreaming (streaming preamble; meeting conducted with a livestream)
• Publication of the Model Councillor Code of Conduct on Council’s internet site (website publishing requirement)

Key Decisions & Outcomes

• Adopted in principle and submitted 2023/24 Financial and Performance Statements to Auditor-General
• Authorised Councillors Ferrari and Eason to certify final 2023/24 statements after audit changes
• Accepted Pyrenees Shire Council Annual Report 2024 as presented by the Mayor
• Approved submission and certification process for audited statements under Local Government Act 2020
• Confirmed election-period compliant Annual Report distribution approach (limited during period, full after)

Detailed Descriptions

Adopted in principle and submitted 2023/24 Financial Statement and 2023/24 Performance Statement to Auditor-General

• Context: Council needed to meet its statutory end-of-financial-year reporting obligations under the Local Government Act 2020, including preparing audited financial and performance statements for external certification.
• Details:
  • Date of decision: 24 September 2024 (Special Meeting of Council).
  • Council decision: Adopted in principle and submitted the 2023/24 Financial Statements and Performance Statement to the Auditor-General for certification, subject to recommendation of the Audit and Risk Committee.
  • Financial statement highlights noted in the report included:
    • Operating deficit: $3.571 million
    • Cash and investments: $9.202 million
    • Working Capital: 193%
    • Council assets valuations were not indexed in 2023/24 (index rates considered not significant).
  • Key factors affecting 2023/24 operations included:
    • Federal financial assistance grant timing delay (received in July 2024 rather than June), impacting the operating result and cash balance as at 30 June 2024 by $6.1 million.
    • Impacts from fire and flood events, affecting operating result and cash balance as at 30 June 2024 by $2.149 million.
• Impact: Ensures the community receives transparent, accountable reporting and that Council’s audited financial position and performance for 2023/24 progresses to independent certification.
• Next steps:
  • The Audit and Risk Committee reviews and recommends the statements.
  • The statements are then finalised for Auditor-General certification (including any auditor-requested changes).

Authorised Councillors Ferrari and Eason to certify final 2023/24 statements after audit changes

• Context: The Local Government Act 2020 requires that, after audit changes, the final performance statement and financial statements be certified by authorised councillors before the Auditor-General can complete reporting.
• Details:
  • Date of decision: 24 September 2024.
  • Council authorised Councillor Damian Ferrari and Councillor Ron Eason (Audit and Risk Committee representatives) to certify the 2023/24 Financial and Performance Statements in their final form.
  • Certification is to occur after any changes recommended or agreed by the Auditor have been made.
• Impact: Maintains compliance with statutory certification requirements and supports timely completion of the audit and certification process, reducing the risk of delays in public accountability reporting.
• Next steps:
  • After the Auditor’s recommended/required changes are incorporated, Ferrari and Eason certify the final documents.
  • The Auditor then proceeds with the required audit reporting and certification steps.

Accepted Pyrenees Shire Council Annual Report 2024 as presented by the Mayor

• Context: Council was required to receive the 2024 Annual Report and enable the Mayor to present it to the community, including meeting election-year timing requirements.
• Details:
  • Date of decision: 24 September 2024 (Special Meeting of Council).
  • Council decision: Accepted the Pyrenees Shire Council Annual Report 2024 as presented by the Mayor.
  • Presenter: Jim Nolan (CEO) on behalf of the Mayor.
  • Report author: Kathy Bramwell (Director Corporate and Community Services).
  • Statutory timing context: In an election year, the Annual Report must be presented on or before 25 October 2024 (Local Government Act 2020 requirement referenced in the report).
• Impact: Confirms public disclosure of Council’s operational and financial performance for 2023–24, supporting community understanding of services delivered and outcomes achieved.
• Next steps:
  • The Annual Report is distributed in an election-period compliant way (limited access during the caretaker/election period, full access after).
  • Final printed/full versions are made available after the election period.

Approved submission and certification process for audited statements under Local Government Act 2020

• Context: Council needed to follow the Local Government Act 2020 workflow: adopt in principle, submit to the Auditor-General, incorporate final audit changes, then certify final statements before audit reporting can be completed.
• Details:
  • Date of decision: 24 September 2024.
  • Legislative basis referenced in the report:
    • Section 98 (Annual report content requirements including audited performance statement and audited financial statements).
    • Section 99 (preparation and submission requirements, including Council approval “in principle” and submission to the auditor).
    • Requirement that final statements (after auditor changes) are certified by two authorised councillors before the Auditor signs off.
  • Council’s process approval included:
    • Adoption in principle of the 2023/24 Financial Statements and Performance Statement.
    • Submission to the Auditor-General for certification.
    • Authorisation of Ferrari and Eason to certify final audited versions after audit changes.
• Impact: Strengthens governance and legal compliance, ensuring the community-facing reporting is properly audited and formally certified.
• Next steps:
  • Audit and Risk Committee recommendation following review.
  • Auditor-General audit reporting and certification steps proceed once certification is completed.

Confirmed election-period compliant Annual Report distribution approach (limited during period, full after)

• Context: The 2024 Annual Report was being published in a general election year, so Council needed to avoid material that could be considered electioneering by the sitting Council during the election period.
• Details:
  • Date of meeting decision: 24 September 2024.
  • Election timing referenced: Annual report presentation required on or before 25 October 2024.
  • Election-period policy reference: Council’s Election Period Policy 2024, Item 6.3(b) requiring a Council meeting during the election period to enable the Mayor to present the Annual Report, held prior to 25 October 2024.
  • Distribution approach described in the report:
    • A digital PDF of the draft Annual Report provided in accordance with election period obligations.
    • Limited version made available on the Council website during the election period.
    • The limited version is replaced by full copies after the election.
    • Printed full report copies provided after the caretaker period, available at front counters or upon request.
• Impact: Balances statutory transparency obligations with election integrity, helping ensure the community receives the Annual Report while mitigating the risk of electioneering concerns.
• Next steps:
  • Maintain the limited website version during the election period.
  • Switch to full digital and printed versions after the election/caretaker period.

Community Impact

• Residents (financial transparency): Adoption and submission of the 2023/24 Financial Statements and Performance Statement for Auditor-General certification, improving public visibility of Council’s finances and performance outcomes
• Residents (service continuity and funding): Operating deficit of $3.571 million and delayed grant receipts (received in July 2024) may lead to tighter budgeting and impacts on how services are funded during the following year
• Residents (disaster recovery impacts): Ongoing financial effects from recent fire and flood events (including unreimbursed flood recovery expenditure of $2.149 million as at 30 June 2024) may influence future rates/fees, expenditure priorities, and recovery timelines
• Residents (asset valuation approach): Council assets valuations were not indexed in 2023/24, which may affect how residents understand the Shire’s asset base and long-term financial position
• Residents (public reporting): Presentation and acceptance of the Pyrenees Shire Council Annual Report 2024 (including election-period limited version online and full version after the election) increases access to information about Council operations, capital projects, and service delivery
• Residents (access to information): Annual Report availability via Council website (digital PDF), front counters, and on request (hard copies/full version after caretaker period) affects how easily residents can obtain and review Council performance information

Other Notable Items

• Condolences offered to Director Kathy Bramwell after passing of Bob.
• Financial update: 2023/24 operating deficit $3.571m and cash/investments $9.202m.
• Grants timing issue: Federal Financial Assistance Grants delayed to July, impacting June cash $6.1m.
• Natural disaster impacts noted: fire and flood reduced operating result/cash by $2.149m at 30 June 2024.
• Annual Report 2024 election-period handling: limited version during caretaker period; full version after election.

Tech & Innovation Notes

• Virtual meeting / livestreaming preamble (online broadcast of Council proceedings)
• Digital publication of Council documents: “digital pdf copy” of the Annual Report provided during the election period; limited version available on the Council website and replaced by full copies after the election
• Council website used to publish/promote the Annual Report (online platform)

Key Decisions & Outcomes

• Seek DEECA action to remove invasive weeds from Waubra water reserve.
• Provide in-principle support for Waubra water reserve restoration with community.
• Endorse Moloney Asset Management Systems methodology and bridge funding recommendations.
• Note CFA-compliant Neighbourhood Safer Places and publish approved NSP list.
• Endorse 2024–25 capital works program delivery as outlined.
• Hold virtual Special Council Meeting (24 Sept 2024) to adopt 2023/24 Annual Report.

Detailed Descriptions

Seek DEECA action to remove invasive weeds from Waubra water reserve

• Context: Council is considering how the Crown Land Water Reserve at Waubra (accessed via Dunns Lane) could be restored for community use, but the site is currently overgrown with invasive introduced species.
• Details: At the Ordinary Meeting of Council on 10 September 2024, Council resolved to write to the Department of Energy, Environment and Climate Action (DEECA) to seek direct action to remove invasive weeds from the Waubra water reserve (Crown land reserve, Lot C13), noting DEECA is currently responsible for weed control and land management.
• Impact: This supports the community’s proposed restoration of the reserve by addressing a key prerequisite for safe and effective site cleanup, while keeping the current statutory responsibility with DEECA.
• Next steps: Council will send the letter to DEECA following the 10 September 2024 decision; subsequent investigations and reporting will occur at a future Council meeting after further matters (e.g., LUAA permissions, safety/liabilities, costs) are assessed.

Provide in-principle support for Waubra water reserve restoration with community

• Context: A community group (Waubra Wind Farm Community Fund Inc) has requested Council support to progress restoration of the Waubra water reserve into a park/recreation area and to provide emergency firefighting water facilities.
• Details: On 10 September 2024, Council:
  • Gave in-principle support to work with the community to progress restoration as outlined in the report.
  • Noted the community’s intent for a multi-year project and that the community fund group seeks long-term management responsibility for public purposes (potentially via DEECA committee of management arrangements).
  • Recognised that the site is subject to the Dja Dja Wurrung Clans Aboriginal Corporation Land Use Activity Agreement (LUAA) requirements for intended use/access.
• Impact: Provides formal Council backing for the community-led vision, enabling the project to progress through required investigations and approvals rather than being stalled at the feasibility stage.
• Next steps: Council will undertake further investigation into relevant aspects of a possible transfer of management to Council and report outcomes to a future Council meeting.

Endorse Moloney Asset Management Systems methodology and bridge funding recommendations

• Context: Council uses asset condition surveys and forecasting to plan road and bridge maintenance and renewal. Moloney Asset Management Systems (MAMS) has been engaged since September 2010 and Council has completed multiple surveys to produce degradation graphs.
• Details: At the 10 September 2024 Ordinary Meeting, Council endorsed MAMS, specifically for bridges:
  • Endorses the findings of the Moloney Asset Management Systems Roads and Bridges report (bridges component).
  • Supports continued use of the MAMS methodology and financial forecasting.
  • Notes the 2024 bridge condition survey covered all 158 bridges.
  • Reports overall bridge condition improved by 15.1% since 2018, with only 2 structures assessed as condition 8 (Bridge 7 on Back Cemetery Road and the jetty at Beaufort Lake Caravan Park), identified for replacement in 2025.
  • Funding recommendations included:
    • Renewal funding: $416,000 per annum over the next 5 years.
    • Maintenance funding increase: +$40,000 for the next 2 to 5 years to address urgent works (e.g., deck sealing, concrete spall repairs, guard rail replacement/upgrade).
    • Load limits recommended for 13 bridges (ranging 20–30 tonnes), with further investigations required because no calculations were undertaken when forming the recommendation.
• Impact: Strengthens Council’s evidence-based bridge planning, improves transparency of asset management decisions, and helps maintain service levels and safety through targeted renewal/maintenance funding.
• Next steps: Council will reflect these recommendations in its Long Term Financial Plan and continue the 3-yearly condition assessment cycle using MAMS.

Note CFA-compliant Neighbourhood Safer Places and publish approved NSP list

• Context: Under s.50J of the Country Fire Authority Act (1958), Council must review each designated Neighbourhood Safer Place (NSP) annually and request CFA assessment to confirm suitability for the coming fire season.
• Details: At the 10 September 2024 meeting, Council:
  • Noted CFA assessments for the coming fire season found all designated NSPs compliant with CFA Assessment Guidelines.
  • Confirmed there are nine (9) designated NSP locations:
    • Lexton – Toll Bar Park
    • Waubra – Recreation Reserve
    • Beaufort – Wotherspoon Park
    • Snake Valley – St Brigid’s Church Reserve
    • Avoca – Medium Strip, High Street (between Russell & Cambridge Streets)
    • Moonambel – Recreation Reserve
    • Natte Yallock – Recreation Reserve
    • Redbank – Recreation Reserve
    • Landsborough – Recreation Reserve
    • (The minutes list “nine (9)” NSPs but also include “Barkly – Barkly Public Hall” as a location in the NSP list section; Council’s resolution requires publishing the approved NSP list.)
  • Resolved to publish the list of approved NSPs on Council’s website.
• Impact: Ensures residents have clear, current information about where NSPs are located and supports safer emergency preparedness messaging.
• Next steps: Council will publish the approved NSP list on its website following the 10 September 2024 decision, using the CFA-compliant outcomes.

Endorse 2024–25 capital works program delivery as outlined

• Context: Council prepares an annual capital works program aligned to community needs, asset management principles, strategic value, and cost-benefit, with typical annual budgets between $6m and $7m plus grants.
• Details: At the 10 September 2024 Ordinary Meeting, Council:
  • Acknowledged major capital works delivered over the past four years.
  • Endorsed delivery of the 2024–25 capital works program (and beyond) as outlined in the report.
  • Noted the proposed 2024–2025 capital works program value: $6.5 million (with total capital works over the past five years reported as $38.9 million).
  • Included major program components and examples, including:
    • Road construction/reconstruction: $2.057m (RTR) + $60k Council (e.g., Linton Carngham Rd, Camerons Ln Waubra, Eurambeen Raglan Rd, etc.).
    • Reseals: $722k Council.
    • Resheets: $627k Council.
    • Bridges, culverts & floodways: $420k Council + $300k RTR (e.g., Eurambeen Streatham Rd bridges B58/B60, Beaufort Caravan Park footbridge B192, etc.).
    • Drainage: $156k Council.
    • Building: $190k Council.
    • Other: SLRSP $2m delivered over 18 months (Jan 2025 to Jun 2026), plus Transfer Stations ($51k Council) and Waterways/Dams/Bores ($15k Council).
• Impact: Provides certainty for project delivery across the Shire, supporting infrastructure renewal and upgrades while integrating external funding programs (RTR and SLRSP).
• Next steps: Officers will proceed with delivery of the 2024–25 program, monitoring budgets and timeframes, and managing any unforeseen issues that may arise.

Hold virtual Special Council Meeting (24 Sept 2024) to adopt 2023/24 Annual Report

• Context: Because 2024 is a general election year, the Annual Report must be presented no later than the day before election day, and the 2023/24 Financial and Performance Statements must be adopted by 30 September 2024.
• Details: At the 10 September 2024 Ordinary Meeting, Council resolved to:
  • Hold a Special Meeting of Council virtually at 6:00pm on Tuesday 24 September 2024.
  • Purpose: receive the 2024 Annual Report and adopt the 2023/24 Financial and Performance Statements.
  • Election period context: election period commences 12 noon Tuesday 17 September 2024 to 6pm Saturday 26 October 2024; the meeting must be held prior to 25 October 2024.
• Impact: Ensures statutory compliance and continuity of governance during caretaker/election arrangements, while keeping the Annual Report adoption within required timeframes.
• Next steps: The Special Meeting will be scheduled and conducted virtually on 24 September 2024 to complete the Annual Report reception and adoption process.

Community Impact

• Waubra residents: Further investigations into management options for the Crown Land Water Reserve (Dunns Lane) to potentially restore it as a park/recreation area and provide emergency firefighting water facilities
• Waubra community and visitors: Potential weed-removal and site works on the water reserve (in coordination with DEECA and required Aboriginal land-use permissions) following Council’s request to DEECA to remove invasive weeds
• All road users and local communities: Bridge safety and maintenance upgrades funded over the next 5 years, including renewal works and increased maintenance funding, plus potential load-limit signage on 13 bridges pending further investigations
• Residents in affected towns/roads: 2024–25 capital works delivery (road reconstruction/reseals/resheets, drainage, footpaths/kerb & channel, and selected bridge/culvert projects) across multiple wards, likely involving temporary works impacts
• Bushfire-affected communities: Continued designation and publication of Neighbourhood Safer Places (NSPs) for the coming fire season, including maintenance of nine approved locations used as “last resort” shelter during bushfires
• Library users in Beaufort and Avoca: In-principle support for a trial “open library” model to allow access outside staffed hours (with security measures), while current staffing and service levels are confirmed for the current financial year and further logistics reporting is sought

Other Notable Items

• Public raised concerns about council vehicle take-home/overnight use and weekend access.
• Community asked about ward/town “clustering” for planning and candidate engagement impacts.
• Waubra Water Reserve: community group seeking management responsibility and weed-removal support.
• Library Services: 947-signature petition; engagement survey supports possible “open library” trial.
• Recovery update: DRFA claims progress, cashflow strain, and new resilience initiatives (e.g., Heart Project).

Tech & Innovation Notes

• Digital services / online platforms

  • Public meeting livestream available for viewing virtually.
  • Customer Action Request System (CARS) used for lodging service requests (also via Council website/phone; customers can submit via “Snap Send Solve” app, though uploads aren’t automatic).
  • Use of Council website (page views, users, “contact us” page, and online enquiry forms).
  • Community engagement for library services included an online survey via Council’s engagement hub (with additional hardcopy responses).

• IT infrastructure / cybersecurity

  • Cyber security assurance reporting for inbound emails: automatic protection services rejecting spam/malware; detection of malware cases; anti-spoofing and signature detection mentioned.
  • Tracking of malware/spam and email rejection statistics.

• Smart/technology-enabled service delivery

  • Library frontline trial of “Smiley Touch” technology to capture customer satisfaction feedback at service counters.

• Digital transformation / service improvement

  • Ongoing expansion of reporting to include multiple customer contact channels beyond CARS.
  • “Open Library” concept discussed (unstaffed outside ordinary hours) with requirements such as registered user access and remotely monitored security cameras.

• IT-enabled governance / reporting

  • Special Council meeting proposed to be held virtually (online) to receive the Annual Report and adopt financial/performance statements.

Key Decisions & Outcomes

• Endorsed the Pyrenees Local Area Action Plan (tourism) to 2033, subject to funding.
• Provided in-principle support for the Central Victorian Uplands Biolink regional study.
• Noted completion and scheduled formal exhibition of Planning Scheme Amendment C47pyrn (Nov 2024).
• Re-appointed emergency management roles: MEMO and Deputy MEMO, effective immediately.
• Adopted the reviewed Public Transparency Policy (updated review dates).
• Adopted the Fair Access Policy and supported implementation of the Fair Access Action Plan.

Detailed Descriptions

Endorsed the Pyrenees Local Area Action Plan (tourism) to 2033, subject to funding

• Context: Council considered a ten-year tourism strategy for the Shire, aligned to state/regional planning timelines and designed to guide tourism investment and actions through to 2033.
• Details:
  • Council endorsed the Pyrenees Local Area Action Plan (LAAP) as a ten-year strategy to 2033.
  • The LAAP targets growth from 223,000 visitors spending $37.1 million (2023) to 320,000 visitors spending $72.6 million by 2033 (stated as a 95% uplift in expenditure).
  • The LAAP supersedes the 2016–2019 Tourism Strategy.
  • Higher-priority initiatives identified included:
    • destination brand exercise
    • cycle experiences around Beaufort, Avoca and Moonambel
    • redevelopment of Beaufort Lake Caravan Park
    • boutique accommodation
    • a centralised cellar door experience
    • streetscape enhancements in Avoca and Beaufort
  • Endorsement was subject to minor changes recommended in the report and noting recommendations are subject to funding.
  • Public exhibit/Engage Hub period was four weeks (following June reporting), with six submissions received.
    • One change required: delete reference to Clunes as a town in the Pyrenees (final document to be updated).
• Impact: Provides a clear, community-informed roadmap for tourism growth and investment priorities, supporting local businesses and visitor economy outcomes while ensuring Council actions remain constrained by available budgets.
• Next steps:
  • Update the final LAAP to reflect the required amendments (e.g., Clunes reference removal and final accuracy checks for visitor centre data).
  • Implement LAAP actions through the 2024–25 budget allocations where within financial capacity, with any out-of-parameter priorities to be reported back to Council for consideration.

Provided in-principle support for the Central Victorian Uplands Biolink regional study

• Context: Council was asked to endorse participation in a proposed regional biolink study to improve biodiversity outcomes through identifying wildlife corridors and connectivity.
• Details:
  • Council provided in-principle support for the Connectivity for Central Victorian Uplands Biolink study.
  • Study area: 10,461.35 sq km across the Central Victorian Uplands, covering southern/central western parts of Pyrenees Shire.
  • The study is proposed to be conducted by the Arthur Rylah Institute for Environmental Research.
  • It covers parts of:
    • Pyrenees Shire (southern/central western areas)
    • Moorabool, Golden Plains, and Hepburn Shires
    • traditional lands of Wadawurrung, Wurundjeri, Eastern Maar, and Dja Dja Wurrung peoples.
  • Species proposed for analysis include (examples listed in report): Agile Antechinus, Echidna, Koala, Brush-tailed Phascogale, Grey Shrike Thrush, White-eared Honeyeater, Black Rock Skink, Blotched Bluetongue, White-lipped Snake.
  • Council noted it would consider a future contribution once project costs are confirmed (no 2024–25 budget provision at the time of the decision).
• Impact: Strengthens Council’s ability to plan biodiversity protection and restoration using scientific corridor identification, and supports future decisions affecting environmental overlays and land management.
• Next steps:
  • Await confirmation of project costs and formal project details.
  • Consider a future Council financial contribution once costs are confirmed.

Noted completion and scheduled formal exhibition of Planning Scheme Amendment C47pyrn (Nov 2024)

• Context: Council received an update on progress for Planning Scheme Amendment C47pyrn, which incorporates township framework plans into the Pyrenees Planning Scheme.
• Details:
  • Council noted completion of preparation of Planning Scheme Amendment C47pyrn.
  • Formal exhibition is scheduled to commence in November 2024 (date TBA) for at least one calendar month, as required under the Planning and Environment Act 1987.
  • The amendment includes framework plans and planning changes for:
    • Snake Valley, Waubra, and Lexton
  • Key components noted in the report include:
    • inserting framework plans and new local policy for each township
    • introducing a Design and Development Overlay north of Waubra
    • rezoning some Waubra residential properties from Farming Zone to Low-Density Residential Zone
    • in Lexton, removing some Restructure Overlay and rezoning some areas from Farming Zone to Low Density Residential or Rural Living Zone
    • identifying areas potentially suitable for future residential development through further strategic work.
  • Exhibition process will include letters to residents near township boundaries, local newspaper notices, online via Council website/Engage Hub, and Government Gazette notices, plus drop-in sessions.
• Impact: Moves the townships from strategic planning into formal statutory planning outcomes, enabling structured future development while allowing submissions and possible independent panel consideration if issues remain unresolved.
• Next steps:
  • Commence formal exhibition in November 2024 (exact date to be confirmed).
  • Receive and consider submissions at a future Ordinary Council meeting.
  • If submissions are unresolved, Council may need to request an independent planning panel (administered by Planning Panels Victoria).

Re-appointed emergency management roles: MEMO and Deputy MEMO, effective immediately

• Context: Council considered the progress of the review of the Municipal Emergency Management Plan (MEMP) and the re-appointment of mandated emergency management roles under the Emergency Management Act 2013.
• Details:
  • Council noted the Pyrenees Shire Municipal Emergency Management Plan was ratified by the Grampians Regional Emergency Management Planning Committee and has been published on Council’s website.
  • Re-appointments were made with immediate effect:
    • MEMO – Manager Governance & Performance
    • Deputy MEMO – Director Corporate & Community Services
  • The report also referenced that the CEO is the required Chairperson of the MEMPC (or a nominated council officer), and that the MEMPC had been re-established in its current form on 15 September 2020.
• Impact: Ensures statutory emergency management leadership and planning responsibilities remain properly allocated, supporting community safety and coordinated emergency response and recovery.
• Next steps:
  • Continue implementation of emergency management planning and coordination through the MEMPC structure and the appointed MEMO/deputy roles.
  • Maintain public disclosure of the roles to the community (noted as already publicly disclosed).

Adopted the reviewed Public Transparency Policy (updated review dates)

• Context: Council reviewed its Public Transparency Policy in line with the Local Government Act 2020 policy framework review requirements.
• Details:
  • The Public Transparency Policy was originally adopted in June 2020.
  • Review occurred in May 2024 per the scheduled review cycle.
  • The review identified no updates required to the policy content; the adoption request focused on updated review dates.
  • Council adopted the updated Public Transparency Policy at the meeting.
• Impact: Maintains legislative compliance and reinforces Council’s transparency and accountability commitments without changing policy substance.
• Next steps:
  • The updated policy (with new review dates) is implemented as the current governing document.
  • Next scheduled review will occur according to the updated dates included in the adopted policy.

Adopted the Fair Access Policy and supported implementation of the Fair Access Action Plan

• Context: Following a public exhibition period, Council considered adoption of a Fair Access Policy and support for an associated action plan to improve gender-equitable access to community sport and recreation.
• Details:
  • Council adopted the Pyrenees Shire Fair Access Policy and supported implementation of the Fair Access Action Plan.
  • The Fair Access framework is described as an Australia-first process requiring Victorian councils to adopt a gender equitable access and use policy by September 2024.
  • Policy applies to:
    • Community Asset Committees
    • Council Licensed Recreation Reserve Committees
    • Council appointed land managers of recreation reserves and aquatic facilities
  • Community exhibition period: 28 days from 20 July 2024 to 17 August 2024.
  • Engagement method included the Engage Hub, online survey, and direct invitations to community sport and recreation clubs.
  • Four survey responses were lodged during exhibition; Council noted no changes were made to the policy/action plan from the exhibited versions.
• Impact: Helps remove barriers for women, girls and gender-diverse people to participate in community sport and recreation, and positions Council to remain eligible for relevant state infrastructure funding.
• Next steps:
  • Implement the Fair Access Action Plan progressively (as supported by Council).
  • Continue working with community partners and relevant user groups to deliver place-based initiatives and required procedural/cultural change.

Community Impact

• Tourism and local businesses: Endorsement of the Pyrenees Local Area Action Plan (to 2033) targeting major tourism initiatives (e.g., cycle experiences, Beaufort Lake Caravan Park redevelopment, boutique accommodation, centralised cellar door, and streetscape enhancements in Avoca and Beaufort) to increase visitor numbers and spending
• Residents in Snake Valley, Waubra and Lexton: Planning Scheme Amendment C47pyrn will be formally exhibited from November 2024, potentially changing land zoning and introducing a Design and Development Overlay (including residential rezoning in Waubra and restructure/rezoning changes in Lexton)
• Landowners and community groups (biodiversity): In-principle support for the Central Victorian Uplands Biolink study may lead to identification of priority wildlife corridors for protection/restoration and could influence future environmental overlays and land management decisions
• Community sport and recreation users (women, girls, gender diverse people): Adoption and implementation of the Fair Access Policy and Action Plan will drive gender-equitable access changes across council-managed recreation reserves and aquatic facilities, including procedural/cultural improvements and planned information updates
• All residents: Progressing Council Plan delivery includes an accessibility audit of Council facilities (replacing the earlier plan to develop an Accessibility Strategy due to funding/capacity), which may result in prioritised accessibility works across council venues
• Community safety and emergency preparedness: Re-appointment of mandated emergency management roles and ratification of the Pyrenees Shire Municipal Emergency Management Plan (published online) strengthens coordination for emergencies and recovery planning

Other Notable Items

• Public raised climate-change actions and support for impacted farms and rivers.
• Council noted customer contact trends, including high email rejection and malware detection.
• Tourism Local Area Action Plan endorsed; community feedback included Clunes reference removal.
• Planning update: Amendment C47pyrn exhibition planned for November 2024; possible independent panel if submissions unresolved.
• Fair Access Policy engagement feedback: concerns about youth inclusion and implementation follow-through.

Tech & Innovation Notes

• Digital services / online platforms

  • Public meeting livestream (virtual viewing).
  • Customer Action Request System (CARS) for lodging service requests (also via Council website and phone; integration with Snap Send Solve app noted).
  • Use of Council website (website page views/users; “Contact us” and customer enquiry forms).
  • Online engagement platform (“Engage Hub”) used for public consultation (e.g., Pyrenees LAAP and Fair Access Policy).
  • Social media and email used for communications and consultation.

• IT infrastructure / cybersecurity

  • Cyber security assurance reporting for inbound emails:
    • Emails rejected by automatic protection services (spam/malware/IP block lists).
    • Inbound malware detected and anti-spoofing measures.
  • Mention of cyber security as a topic in a councillor briefing session.

• Smart city / digital transformation

  • No explicit “smart city” initiatives mentioned, but there is evidence of digital service delivery and technology-enabled customer feedback.

• Technology-enabled citizen services

  • Library trial of “Smiley Touch” technology to capture customer satisfaction feedback at front counters.

• Emergency management (digital/public information)

  • Municipal Emergency Management Plan (MEMP) published on Council’s website after endorsement.

Key Decisions & Outcomes

• Adopted the 2024–2028 Onsite Wastewater Management Plan (OWMP).
• Endorsed payment of $614,127.07 for the 2024/25 insurance program renewal.
• Amended September 2024 council meeting, briefing, and community cuppa dates; issued public notice.
• Examined loss of opening prayer and found a suitable replacement for future meetings.
• Continued advocacy for the Southern Wimmera/Northeast Pyrenees water pipeline project.
• Supported the Road to Red winter tourism campaign with Tourism Midwest Victoria.

Detailed Descriptions

Adopted the 2024–2028 Onsite Wastewater Management Plan (OWMP)

• Context: Pyrenees Shire Council has a statutory responsibility to manage and assess onsite wastewater systems across the municipality, including risk management and compliance. The existing Domestic Wastewater Management Plan (DWMP) needed updating due to legislative and guideline changes.
• Details:
  • Council adopted the 2024–2028 Onsite Wastewater Management Plan (OWMP) at the Ordinary Meeting of Council on 16 July 2024.
  • The previous DWMP was 2015–2018, adopted in July 2015.
  • In 2023, Council obtained a grant from DEECA to review the DWMP.
  • The OWMP scope was expanded to support the EPA General Environmental Duty (GED) and to capture wastewater systems across the municipality onto Council’s database.
  • Development included engagement with CMA, Water Corporations, and the EPA to refine the draft prior to consultation.
  • Public consultation ran for 2 weeks in May 2024, using Council’s engagement hub, website, and public notices, plus direct email engagement with plumbers, land capability assessors, neighbouring councils, and property owners with wastewater systems.
  • Formal submissions received during consultation included from Central Highlands Water, DEECA, and Wimmera CMA, plus two responses via the Engagement Hub.
  • Council incorporated feedback and included an additional appendix referencing Declared Special Water Supply Catchment areas.
  • Supporting documents referenced in the minutes:
    • Attachment 1: 2024 OWMP consultation summary
    • Attachment 2: 2024–2028 OWMP final (45 pages)
• Impact: Strengthens Council’s compliance and risk-based oversight of onsite wastewater systems, improving environmental protection—particularly in Special Water Supply Catchment Areas (SWSCA) and other high-risk unsewered townships.
• Next steps:
  • The adopted OWMP becomes the governing plan for Council’s onsite wastewater management and compliance approach for 2024–2028.
  • Future engagement will include providing an Impact Statement addressing concerns raised during consultation (e.g., EHO progress inspections and follow-up of un-serviced treatment plants).

Endorsed payment of $614,127.07 for the 2024/25 insurance program renewal

• Context: Council must maintain appropriate insurance coverage to manage risk across multiple operational and governance areas. Insurance procurement was required by 1 July 2024, but renewal information arrived too late for June approval.
• Details:
  • The insurance program renewal commenced 1 July 2024 for the 2024/25 financial year.
  • Council endorsed the procurement/renewal cost of $614,127.07 at the 16 July 2024 Ordinary Meeting.
  • The annual insurance program increased by 18.7% overall (driven largely by property protection impacts from the October/November 2022 flood event).
  • The total insurance cost was noted as almost 2.5% of Council’s 2024/25 budgeted revenue.
  • Key insurance lines listed in the minutes included:
    • Property: JMAPP Discretionary Trust Program (renewed membership)
    • Public Liability & Professional Liability: MAV Liability Mutual Scheme
    • Motor Vehicle Policy: Vero Insurance
    • Personal Accident: Victor Underwriting with Chubb
    • Corporate Travel: Victor Underwriting with Chubb
    • Community Liability Pack: QBE Insurance
    • Cyber Liability: panel led by Chubb
    • Councillors’ & Officers’ Liability: AXA XL
• Impact: Ensures Council has coverage in place for the year ahead, protecting community-facing services, Council assets, and governance operations despite a significant premium increase.
• Next steps:
  • Strategies to minimise future premiums and reduce the insurance cost-to-revenue percentage were to be discussed and reported back to Council in late 2024.

Amended September 2024 council meeting, briefing, and community cuppa dates; issued public notice

• Context: The 2024 local government election period dates changed, requiring Council to adjust its September 2024 meeting schedule to align with the updated election timeline.
• Details:
  • The election period was updated to commence 17 September 2024 (7 days earlier than previously required), following amendments to the Local Government (Electoral) Regulations 2020.
  • Council endorsed amended dates at the 16 July 2024 Ordinary Meeting.
  • The meeting schedule changed from these original September dates to the proposed ones:
    • Tuesday 10 September 2024 (Briefing – Beaufort) → Tuesday 10 September 2024 (Briefing – Beaufort) (moved from the former “17 Sept” slot)
    • Tuesday 10 September 2024 (Community Cuppa – Natte Yallock) → Tuesday 3 September 2024 (Community Cuppa – Natte Yallock)
    • Tuesday 17 September 2024 (Briefing – Beaufort) → Tuesday 10 September 2024 (Briefing – Beaufort)
    • Tuesday 17 September 2024 (Council Meeting – Beaufort) → Tuesday 10 September 2024 (Council Meeting – Beaufort)
    • Tuesday 3 September 2024 (Briefing – Avoca)
  • Council also resolved to give public notice in accordance with Council Policy – Governance Rules 2022.
• Impact: Provides certainty for residents and stakeholders about when Council business and community engagement events occur during the election period.
• Next steps:
  • Public notice is issued following Council’s resolution (per Governance Rules 2022).
  • Council proceeds with the updated calendar:
    • 3 September 2024: Briefing (Avoca) and Community Cuppa (Natte Yallock)
    • 10 September 2024: Briefing (Beaufort) and Council Meeting (Beaufort)

Examined loss of opening prayer and found a suitable replacement for future meetings

• Context: Council previously discontinued reading an Opening Prayer due to legal advice that it may breach the Victorian Charter of Human Rights and Responsibilities. A councillor then moved a notice of motion to examine the loss of the prayer and seek a replacement.
• Details:
  • The Notice of Motion was Cr Ron Eason (item 11.5.1, received via email 10 July 2024).
  • The motion was considered and carried at the 16 July 2024 Ordinary Meeting:
    • “That Council examine the loss of the Prayer at Council Meetings and find a suitable replacement for future meetings.”
  • The minutes note the prior February decision (referenced in the officer comment):
    • Council resolved in February 2024 to discontinue including/reading an Opening Prayer because it would unlawfully infringe rights under the Charter.
  • After the February decision, the Mayor read an alternative statement at the start of meetings:
    • “Welcome to this meeting of the Pyrenees Shire Council. Councillors will today deliberate and decide on a range of matters relevant to the work of Council in its communities for the welfare of the people of the Pyrenees Shire.”
  • Officer comment confirmed:
    • No direct cost implications beyond officer time.
    • No risk if Council supports the motion, with a subsequent report to ensure any replacement does not breach the Charter.
• Impact: Maintains community expectations for a respectful opening while ensuring Council complies with human rights obligations.
• Next steps:
  • A further Council report is to be brought to a future meeting to consider suitable replacement wording that complies with the Charter.

Continued advocacy for the Southern Wimmera/Northeast Pyrenees water pipeline project

• Context: Council is working with Grampians Wimmera Mallee Water and neighbouring councils to secure government commitment for a major regional water infrastructure project. Progress includes development of a business case and ongoing advocacy.
• Details:
  • The motion/report carried at the 16 July 2024 Ordinary Meeting directed continued advocacy.
  • Council’s Economic Development update noted:
    • The business case for the Southern Wimmera and Northeast Pyrenees Water Supply Project was drafted and circulated by GWMWater in the first week of July to the Project Control Group.
    • The project cost was estimated at around $160M and identified as having a positive Benefit Cost Ratio.
    • A public meeting was proposed “in the near future” to update the community and include next steps for landholders securing water supplies.
    • Council would receive a further update by end of September.
  • The formal Council resolution stated Council would:
    • Continue working with GWMWater and neighbouring councils to advocate to state and federal governments for commitment to the Southern Wimmera Northeast Pyrenees Pipeline project, highlighting findings of the feasibility study and business case.
• Impact: Improves the likelihood of securing long-term water security for the region, supporting agriculture, community resilience, and investment confidence.
• Next steps:
  • Community update public meeting to occur in the near future (timeline not specified in minutes).
  • A further Council update by end of September 2024.
  • Ongoing advocacy with neighbouring councils and GWMWater to state and federal governments.

Supported the Road to Red winter tourism campaign with Tourism Midwest Victoria

• Context: Pyrenees Shire runs seasonal tourism campaigns to increase winter visitation and promote the region’s wine, experiences, and accommodation. In 2024, the campaign “Road to Red” ran across winter.
• Details:
  • Council supported the campaign in the Economic Development and Tourism item at the 16 July 2024 Ordinary Meeting.
  • Campaign timing:
    • May to August (Road to Red winter campaign).
  • Campaign purpose (as described in the report):
    • Invite visitors to celebrate the region’s red varieties, especially Shiraz and Cabernet.
    • Position the Pyrenees as “the best place in Victoria to find phenomenal wines” for red wine drinkers.
    • Promote complementary winter experiences such as campfires, cosy accommodation, woodfired cuisine, and nature activities.
  • Target market highlighted:
    • Ballarat as the key geographic target market.
    • Additional segments included “Lifestyle Leader” and “Food and Wine Lifestylers,” plus Melbournians from the north and west.
  • Council resolution explicitly stated:
    • “In conjunction with Tourism Midwest Victoria, supports the Road to Red winter campaign to attract visitation to the region.”
• Impact: Drives winter visitor numbers and strengthens local business activity in hospitality, wineries, accommodation, and tourism-related services.
• Next steps:
  • The campaign continues through August 2024.
  • A further council report would be issued once submissions close for related tourism planning (the minutes note this for the TMV Destination Management Plan / Pyrenees LAAP process, with LAAP submissions closing 31 July).

Community Impact

• Residents (Pyrenees Shire, especially unsewered areas): Adoption of the 2024–2028 Onsite Wastewater Management Plan may increase monitoring/compliance requirements for onsite wastewater systems (including higher-risk townships and Special Water Supply Catchment Areas)
• Residents and landholders (SWSCA / high-risk townships): Future planning permit conditions and onsite wastewater obligations are more clearly defined under the adopted OWMP, affecting how properties manage/upgrade septic and other onsite systems
• Residents (Beaufort, Avoca, Natte Yallock and surrounding areas): September 2024 Council meeting, briefings and Community Cuppa dates change (from 10/17 Sept to 3/10 Sept), affecting when residents can attend and participate
• Local businesses and tourism operators (Beaufort and wider Shire): Continued implementation of economic/tourism initiatives (e.g., Beaufort Linear Masterplan studies, Beaufort Lake Caravan Park redevelopment procurement, shop façade follow-ups, and tourism campaign support) may improve visitor appeal and local trade over coming months
• Residents (Shire-wide): Finalisation of the Digital Connectivity Plan based on survey results and drop-in sessions may lead to Council advocacy and education programs to improve mobile/broadband access and digital literacy
• Residents (Shire-wide): Renewal of Council’s insurance program (with a significant premium increase) helps maintain coverage for community liability and events, reducing risk of service disruption from uninsured incidents but may contribute to budget pressure affecting other services later

Other Notable Items

• Public concern: Western Highway traffic light timing; Council said DOTP controls, will advocate via WHAC.
• Public concern: Lexton Road pedestrian crossing advocacy; Council offered to support letters to relevant authorities.
• Economic update: Southern Wimmera/Northeast Pyrenees water pipeline business case drafted; public meeting planned.
• Digital connectivity: survey received 95 responses; digital roadshows and “Get Techy” sessions highlighted ongoing needs.
• Achievement/discussion: Road to Red campaign boosted Visit Pyrenees social followers; Pyrenees LAAP placed on public exhibit.

Tech & Innovation Notes

• Digital transformation / IT projects

  • “Digital Transformation Project Update” discussed at a Councillor Briefing Session (11 June 2024).
  • “Customer Action Request System (CARS)” used for electronic service requests (including via Council website and the “Snap Send Solve” smart phone app).

• Digital services / online platforms

  • Council “engagement hub” and use of Council website/public notices for consultation (Onsite Wastewater Management Plan consultation).
  • Website-based customer enquiry form and tracking of website users/page views.
  • Use of email channels including central address [email protected].

• Connectivity / telecommunications (digital infrastructure)

  • Digital Connectivity Plan: work with Telstra and NBN to document a Pyrenees Shire Connectivity Plan.
  • Ongoing NBN broadband and Telstra mobile projects (Lexton, Waterloo, Snake Valley).
  • Digital literacy initiatives including “Get Techy” sessions at Pyrenees libraries and “digital roadshow” drop-in events with Telstra/NBN/Regional Tech Hub/Agriculture Victoria.
  • Survey launched to assess residents’ connectivity experiences.

• Cybersecurity / IT risk management

  • Insurance program includes cyber liability coverage.
  • Customer contact report includes cyber protection metrics (rejected emails, malware detection, spam/impersonation controls).
  • Mention of anti-spam/malware measures and email hold/approval workflow.

• Smart/connected services (customer tech trial)

  • Trial of “Smiley Touch” technology at front counters to measure customer satisfaction and enable immediate feedback capture.

Key Decisions & Outcomes

• In-principle support for Tourism Midwest Victoria Destination Management Plan and Pyrenees LAAP.
• Place Pyrenees LAAP on public display for four weeks; receive further report post-display.
• Adopt revised Register of Public Roads and road hierarchy.
• Grant planning permit for 76 Quoin Hill Road group accommodation (with specified conditions).
• Adopt 2024/25 Budget (decision item 12.3.5).
• Adopt Election Period Policy 2024 (decision item 12.3.2).

Detailed Descriptions

In-principle support for Tourism Midwest Victoria Destination Management Plan and Pyrenees LAAP

• Context: Council became a member of Tourism Midwest Victoria (TMV) and has been developing regional and local tourism strategy documents funded by the Victorian Government. The June 2024 Council meeting considered Council’s in-principle support for the regional Destination Management Plan (DMP) and in-principle endorsement of the Pyrenees Local Area Action Plan (LAAP).
• Details:
  • Council considered the Tourism Midwest Victoria Sustainable Destination Management Plan for in-principle support.
  • Council considered the Pyrenees Shire Local Area Action Plan for in-principle endorsement.
  • The DMP and Pyrenees LAAP have a 10-year timeframe from 2024 to 2033.
  • The Pyrenees LAAP will supersede the 2016–2019 Tourism Strategy.
  • The LAAP identifies priority initiatives including:
    • Destination brand exercise
    • Cycle experiences around Beaufort, Avoca and Moonambel
    • Redevelopment of Beaufort Lake Caravan Park
    • Boutique accommodation
    • A centralised cellar door experience
    • Streetscape enhancements in Avoca and Beaufort
  • Council’s existing annual financial commitment to TMV is $40,000 (including $30,000 membership and up to $10,000 collaborative buy-in), subject to annual CPI increases.
• Impact: Provides strategic alignment and early Council support for tourism actions that aim to grow the visitor economy sustainably while supporting local businesses and infrastructure priorities.
• Next steps:
  • Council’s in-principle support and endorsement enables the Pyrenees LAAP to proceed to public display for final feedback (see next decision item).

Place Pyrenees LAAP on public display for four weeks; receive further report post-display

• Context: After endorsement in principle, the Pyrenees LAAP needs final community and industry input before being finalised. Council resolved to place the LAAP on public display and then report back.
• Details:
  • The Pyrenees Shire LAAP is to be placed on public display for four (4) weeks.
  • The purpose is to allow final comment by:
    • tourism industry stakeholders, and
    • the local community.
  • After the display period concludes, Council is to receive a further report on the Pyrenees LAAP.
• Impact: Improves transparency and ensures the plan reflects local and industry priorities before finalisation.
• Next steps:
  • Publish the LAAP for public comment for four weeks.
  • Prepare and present a post-display report to Council with outcomes of consultation and any updates.

Adopt revised Register of Public Roads and road hierarchy

• Context: Under the Road Management Act 2004, Council must maintain a Register of Public Roads that defines coordinating road authority responsibilities, including each road’s name/description, date it became public, and classification/hierarchy. A periodic review identified corrections and amendments.
• Details:
  • Council adopted revised road hierarchy and the revised Register of Public Roads.
  • Road hierarchy includes five classes plus additional categories (including unused roads, boundary roads, ancillary areas, etc.).
  • Categories include:
    • Link, Collector, Local Access 1, Local Access 2, Local Access 3
    • Unused Roads (under unused road licence), Unmade Roads (not included), Boundary Roads, Ancilliary Areas
  • The review required amendments such as:
    • correcting coordinating/responsible road authorities
    • correcting road length
    • amendment to road hierarchy
    • amendment of locational descriptions
    • aligning with boundary demarcations
    • identifying road reserves subject to unused road licences
  • Specific additions/deletions in the revised register:
    • Addition: Unnamed Road Navarre (adopted 20 February 2024)
    • Deletions (all forestry roads): Baxter Tk, Fortes Rd, Sommerville Rd, Tower Rd
• Impact: Clarifies Council’s responsibilities for road inspection and maintenance by road class, strengthening risk management and ensuring the register matches current network and boundary realities.
• Next steps:
  • The revised register becomes Council’s adopted reference document.
  • It remains a public document available on Council’s website and at customer service counters.

Grant planning permit for 76 Quoin Hill Road group accommodation (with specified conditions)

• Context: Council considered planning permit application PA22091 for land at 76 Quoin Hill Road, Waubra VIC 3352. The proposal was for group accommodation (eco-pods) and associated works, plus a business identification sign.
• Details:
  • Application: PA22091 (lodged 19 September 2022; further information provided 5 January 2024; extension granted through 10 January 2024; referral response received 1 February 2024).
  • Site: approx. 19.62 hectares, ~3 km north-west of Waubra township; accessed via Quoin Hill Road.
  • Proposal:
    • 8 self-contained eco-pods (3 x Type A single-bedroom pods; 5 x Type B studio pods)
    • Each pod includes a dedicated car parking space
    • Solar panels; individual wastewater treatment systems and effluent fields
    • Business identification sign proposed within the road reserve (but conditioned to be amended/relocated)
  • Public notification: one (1) objection (key issue summarised: increased dust from traffic volumes).
  • Referral: included consideration of proximity to Waubra Wind Farm (Acciona Energia) and other authorities; consent/conditions were developed to address wind-related amenity concerns.
  • Council decision: Issue a Notice of Decision to Grant a Planning Permit subject to conditions.
  • Key conditions (as specified in the minutes excerpt):
    1. Approved and endorsed plans must be amended to:
  • relocate the business identification sign to be suitably designed and located within the road reserve to the satisfaction of Council engineers (wording in minutes indicates relocation requirement),
  • include a landscape plan,
  • nominate all pod windows and doors as double glazed.
    2. Layout not altered without written consent.
    3. Landscape plan required before development starts (prepared by suitably qualified person; includes vegetation survey/retention and water-sensitive urban design details).
    4. Landscaping completion and maintenance requirements before use/occupation and ongoing.
    6–9. On-site wastewater system requirements:
  • sewage and sullage to be discharged to an EPA-approved on-site secondary wastewater treatment system
  • treated effluent disposed via subsurface irrigation retaining wastewater within property boundaries
  • wastewater envelope protected during construction.
    10. Noise control must meet EPA noise limits/protocol.
    11. General amenity management (noise, light, dust, waste, etc.).
    14–16. Wind farm amenity management:
  • landowner must ensure occupants are aware of proximity and potential impacts before occupancy
  • signage and trespass prevention
  • complaints handled via landowner (with occupants directed to submit concerns to the landowner).
    17–18. Vehicle access / crossings:
  • crossover to meet Council IDM standard drawings
  • redundant crossings removed; road excavation permit required
  • entrance gate infrastructure moved out of Council road reserve into property boundary.
• Impact: Enables a tourism/accommodation use that diversifies local economic activity while requiring strong environmental, amenity, access, landscaping, wastewater, and wind-farm risk management.
• Next steps:
  • Issue the Notice of Decision to Grant the permit with the listed conditions.
  • Applicant must submit endorsed/amended plans and satisfy pre-start/pre-occupation conditions (e.g., landscape plan approval, wastewater system installation, access works) before commencing use.

Adopt 2024/25 Budget (decision item 12.3.5)

• Context: Council is required to set and adopt its annual budget to guide revenue, expenditure, service delivery, and financial planning for the coming financial year.
• Details:
  • Decision item: 12.3.5 2024/25 Budget.
  • The provided minutes excerpt includes the agenda listing for this item, but the specific budget figures, resolutions, and adoption wording are not included in the text you supplied.
• Impact: Sets the financial framework for Council’s programs and services for 2024/25, influencing community services, infrastructure priorities, and operational resourcing.
• Next steps:
  • The budget adoption resolution would be implemented through Council’s financial management processes for the 2024/25 financial year.
  • Any subsequent reporting/financial monitoring would occur through Council’s budget review and reporting cycle (not shown in the excerpt).

Adopt Election Period Policy 2024 (decision item 12.3.2)

• Context: Council needs an Election Period Policy to manage governance, communications, and operational arrangements during the election period in line with applicable requirements.
• Details:
  • Decision item: 12.3.2 Election Period Policy 2024.
  • The provided minutes excerpt includes the agenda listing for this item, but the specific policy provisions, dates, and resolution wording are not included in the text you supplied.
• Impact: Provides clear guidance for Council operations and decision-making during the 2024 election period, supporting transparency and compliance.
• Next steps:
  • Policy to be adopted and then applied during the relevant election period.
  • Staff and councillors would operate in accordance with the policy until the election period concludes (details not included in the excerpt).

Community Impact

• Residents (Pyrenees Shire): Revised ward boundaries for the 2024 local government elections, including Lexton moving into De Cameron Ward and the Ercildoune Ward extending north of Beaufort
• Residents (Beaufort/Lexton area): Ongoing work on the linear track/linear park plan and expectation of a future report back to the community (not yet fully completed)
• Pedestrians and residents near rail crossings (Lexton Road): Council continues advocacy for a pedestrian crossing behind the council chambers; no confirmed delivery timeline, but safety concerns remain a focus
• Residents across the shire: Customer service system upgrade delayed—new finance/rates/payroll and customer relationship management (CRMS) implementation now targeted for 30 Nov 2025 (with final reporting/acquittal by 30 Mar 2026)
• Tourism and local businesses (Avoca/Beaufort/Moonambel): Tourism Midwest Victoria Destination Management Plan and Pyrenees Local Area Action Plan placed on public display for 4 weeks, shaping priorities such as cycle experiences, Beaufort Lake Caravan Park redevelopment, boutique accommodation, a centralised cellar door experience, and streetscape enhancements
• Waubra residents and nearby landowners: Planning permit issued (subject to conditions) for 8 eco-pod group accommodation at 76 Quoin Hill Road, including on-site wastewater systems, dust/road upgrades to Quoin Hill Road near the Sunraysia Highway, and restrictions/controls to manage noise, lighting, and wind-farm-related amenity impacts

Other Notable Items

• Public asked about linear track completion timing and Lexton Road pedestrian crossing advocacy status.
• Customer requests update: CARS delays and cyber-filtering impacts; Smiley Touch trial for frontline feedback.
• Ward boundary review outcomes noted; Lexton moved to De Cameron Ward.
• Tourism Midwest Victoria: Destination Management Plan and Pyrenees LAAP placed on public display for feedback.
• Project update and budget-related items referenced (e.g., RCTP2 systems timeline extended to Nov 2025).

Tech & Innovation Notes

• Digital services / online platforms (customer service & requests):

  • Use of an electronic Customer Action Request System (CARS) for lodging service requests.
  • Requests can be lodged via Council’s website or via smartphone “Snap Send Solve” (with manual officer input due to no automatic uploads).
  • Tracking of website page views, website users, and “customer enquiry form” submissions.

• IT infrastructure & cybersecurity:

  • Email cyber security assurance reporting, including automatic protection services rejecting spam/malware, impersonation attempts, and detection of inbound malware.
  • Mention of anti-spoofing, spam/virus signature detection, remote block lists, and quarantine/hold of suspicious emails for recipient approval.

• Digital transformation / systems procurement:

  • Rural Councils Transformation Project (RCTP2) to design, procure, and implement new finance/rates/payroll and Customer Relationship Management System (CRMS).
  • Project timelines updated to implementation by 30 Nov 2025 and final report/acquittal by 30 Mar 2026.

• Smart/connected service trial:

  • Trial of “Smiley Touch” technology at frontline counters to measure customer satisfaction and collect immediate feedback digitally.

• Digital connectivity / broadband initiative:

  • Pyrenees Digital Connectivity Project discussed at a councillor briefing.
  • Attendance included Regional Tech Hub and NBN Co representatives, indicating broadband/telecommunications engagement.

• Tech community / innovation ecosystem:

  • Regional Tech Hub involvement (visitor at the councillor briefing on the Pyrenees Digital Connectivity Project).

Key Decisions & Outcomes

• Grant planning permit PA23070 for two-lot subdivision at Brumbys Lane, Snake Valley.
• Endorse reinstatement of Beaufort Memorial Park mortar guns to the cenotaph entrance.
• Waive planning fees for Bayindeen bushfire rebuild development.
• Delegate authority for a VCAT compulsory conference for planning permit P23031.
• Note March 2024 quarterly financial report; performance within budget parameters.
• Agree 2023/24 Community Funding Program—Community Resilience category funding.

Detailed Descriptions

Grant planning permit PA23070 for two-lot subdivision at Brumbys Lane, Snake Valley

• Context: Council assessed planning permit application PA23070 for a two-lot subdivision at Brumbys Lane, Snake Valley, following advertising and receipt of one objection. The proposal was evaluated against the Pyrenees Planning Scheme provisions, including Rural Living and Bushfire Management Overlay requirements.
• Details:
  • Application: PA23070 (File No 710042950P)
  • Applicant proposal (15 July 2023 lodged): subdivision of Land in Plan of Consolidation PC161299 (Brumbys Lane, Snake Valley 3351)
  • Site description: ~5 hectares, ~1.3km south of Snake Valley township; includes a watercourse running north to south across the property
  • Subdivision outcome:
    • Lot 1: 2.0 ha with access from Brumbys Lane
    • Lot 2: 3.3 ha with access from Brumbys Lane
    • No access proposed from Davies Court
  • Bushfire requirements:
    • Bushfire Management Plan submitted; defendable space 15m around indicative envelopes
    • Bushfire Attack Level: 19
    • CFA mandatory condition included via Section 173 agreement (Clause 44.06-2 exemption framework)
    • Amended Bushfire Management Plan required to include effective firefighting water supply of 20,000L for each of Lots 1 & 2, meeting CFA specifications
  • Access/vegetation:
    • Two vehicle crossovers proposed, 4.5m wide each
    • Lot 2 access requires lopping/removal of one blackwood tree from the road reserve (not requiring a planning permit as it is for access to a public road)
  • Objection:
    • One (1) objection received, raising concerns including impacts to the watercourse, flooding history, wastewater management, and potential future illegal works
    • Applicant letter response circulated; objection not withdrawn
  • Council decision: Issue a Notice of Decision to Grant a Planning Permit subject to conditions (including endorsed subdivision plans, vehicle access works, wastewater envelopes where sewer is unavailable, drainage requirements, and CFA Section 173 agreement).
• Impact: Enables additional rural-living housing opportunities in Snake Valley while requiring compliance safeguards for bushfire protection, access, drainage, and onsite wastewater management—supporting orderly growth consistent with the Planning Scheme.
• Next steps:
  • A Notice of Decision will be issued to grant the permit subject to the listed conditions.
  • Prior to certification under the Subdivision Act 1988, the applicant must submit endorsed/amended plans (including the CFA-required Bushfire Management Plan changes).
  • Statement of Compliance milestones trigger further requirements (vehicle access, drainage works, and wastewater envelope demonstration where reticulated sewer is unavailable).
  • The permit includes expiry timeframes: certification within 2 years and statement of compliance within 5 years of permit issue (with extension possible by application).

Endorse reinstatement of Beaufort Memorial Park mortar guns to the cenotaph entrance

• Context: Mortar guns were removed in 2018 during a Beaufort Memorial Park cenotaph restoration project and relocated for safe keeping. Beaufort RSL leadership has requested their return to their original prominent position at the cenotaph entrance.
• Details:
  • Item: Beaufort Memorial Park – Mortar Guns Reinstallation (File No 04/16/02)
  • Request made by: Beaufort RSL President Donald Carnes (letter received earlier in 2024)
  • Current location: mortar guns have been stored at the Beaufort RSL Hall for some time
  • Proposed location: entrance of the Cenotaph in Beaufort Memorial Park
  • Estimated base/slab cost range (unknown total funding source): $2,000–$3,000 for slab and associated base works
  • Council endorsement: reinstatement endorsed as requested by the Beaufort & District RSL Sub-Branch
• Impact: Restores a key heritage feature to a central community memorial space, strengthening local connection to the cenotaph and supporting community-led commemoration activities.
• Next steps:
  • Council officers will collaborate with the Beaufort & District RSL Sub-Branch to determine a suitable time for reinstatement.
  • Any required funding allocation (including potential Council contribution) will be considered as part of implementing the reinstatement plan.

Waive planning fees for Bayindeen bushfire rebuild development

• Context: Council discussed planning fee waivers as part of bushfire recovery support, with the Planning & Development update noting a proposed approach to assist rebuild applicants. This item was presented for formal Council agreement.
• Details:
  • Item: Waiving of planning fees associated with Bayindeen bushfire rebuild development
  • Presented within: Planning & Development Update (Ordinary Meeting 21 May 2024, Item 12.1.3)
  • Estimated rebuild development planning fees subject to waiver: ~$5,000
  • Council resolution: Council agrees to the waiving of planning fees associated with Bayindeen bushfire rebuild development
• Impact: Reduces financial barriers for affected residents rebuilding after the Bayindeen Fire, supporting faster recovery and easing administrative cost burdens.
• Next steps:
  • Planning fees waiver arrangements will be applied to eligible Bayindeen bushfire rebuild development applications in line with Council’s decision.
  • Officers will administer the waiver through the planning permit/fee processing workflow.

Delegate authority for a VCAT compulsory conference for planning permit P23031

• Context: An objector sought review at VCAT for planning permit application P23031, following Council’s original decision issued after 21 November 2023. The matter is scheduled for a VCAT Compulsory Conference.
• Details:
  • Item: Statutory Planning VCAT Delegation
  • Planning permit: P23031 (land at 61–63 High Street, Beaufort)
  • Council decision timeline: Notice of Decision issued after Council decision on 21 November 2023
  • VCAT process:
    • Compulsory Conference scheduled for 6 June 2024
    • If unresolved, matter to be heard in August 2024
  • Delegation basis:
    • Under s84 of the Planning and Environment Act 1987, the VCAT Member may require the attending Council officer to have authority to settle
    • Existing delegation in the Schedule of Delegations (February 2023) delegates this function to the Chief Executive Officer
    • A delegation will be provided to the Senior Planner attending the Compulsory Conference
  • Council action: delegation authority to enable settlement discussions within permitted limits (changes that do not transform the application).
• Impact: Ensures Council is properly represented at VCAT with authority to pursue settlement outcomes, potentially reducing time and cost of a full hearing while protecting Council’s planning position.
• Next steps:
  • A formal delegation instrument will be provided to the Senior Planner attending the 6 June 2024 Compulsory Conference.
  • The compulsory conference will proceed on 6 June 2024; if not resolved, the matter is listed for August 2024.

Note March 2024 quarterly financial report; performance within budget parameters

• Context: Council received a quarterly financial performance report covering 1 July 2023 to 31 March 2024, as part of governance and public accountability requirements. The report assesses cash position, rate debtor collection, and Roads to Recovery performance.
• Details:
  • Item: March 2024 Quarterly Financial Report (File No 32/08/18)
  • Reporting period: 1 July 2023 – 31 March 2024
  • Council officers:
    • Presenter: Kathy Bramwell, Director Corporate and Community Services
    • Report author: Glenn Kallio, Manager Finance
  • Key findings:
    • Expected final cash position positive compared to the 10-year financial strategy
    • Cash flow improved and is in line with budgeted results
    • Improvement drivers:
      • Receipt of grants relating to flood and roads to recovery
      • Improved collection rate of debtors
    • Rate debtors improved since January 2024, with ongoing concern for April–June collection due to no debt collection action occurring in that period
    • Roads to Recovery program: only minor variation for the period ending March 2024
  • Council resolution: Council notes the report, concluding performance is within 2023/24 budget parameters and the 10-year financial plan.
• Impact: Provides transparency to the community and Council regarding financial sustainability, cash management, and delivery of recovery-related programs.
• Next steps:
  • No further action required beyond noting; subsequent quarterly reporting will continue monitoring performance against budget and the 10-year plan.

Agree 2023/24 Community Funding Program—Community Resilience category funding

• Context: Council considered funding allocations under the 2023/24 Community Funding Program, specifically the Community Resilience category, as part of supporting community capability and recovery.
• Details:
  • Item: 2023/24 Community Funding Program – Community Resilience category
  • Meeting: Ordinary Meeting of Council 21 May 2024 (Item 12.2.1)
  • Council action: Council agreed to the Community Funding Program funding for the Community Resilience category
  • Note: The provided minutes excerpt includes the item heading and that Council agreed, but does not show the specific grant recipients or dollar amounts within the text you supplied.
• Impact: Strengthens community resilience by enabling targeted support aligned to recovery, preparedness, and local capacity-building priorities.
• Next steps:
  • Funding arrangements will proceed following Council approval (including execution of grant agreements and administration of reporting requirements for successful applicants).

Community Impact

• Snake Valley residents: Planning permit granted for a two-lot subdivision at Brumbys Lane (PA23070), enabling future rural-living dwellings and new vehicle crossovers from Brumbys Lane
• Nearby landowners (flooding/watercourse): Subdivision approval includes conditions requiring wastewater management envelopes and drainage works, addressing concerns about the on-site watercourse and past flooding impacts
• Bushfire-affected residents/property owners: New lots will be subject to bushfire protection requirements (including a Section 173 agreement and CFA water-supply conditions), shaping future building and ongoing compliance obligations
• Beaufort Memorial Park users: Council endorsed reinstatement of two mortar guns to their original entrance location at the cenotaph, with a new concrete base/slab likely to be installed
• Bayindeen bushfire rebuild applicants: Planning fees for Bayindeen bushfire rebuild development are waived, reducing upfront costs for eligible rebuild projects
• All residents (planning services): Council will provide a bushfire planning support service and may waive planning fees for Bayindeen bushfire rebuild development (estimated around $5,000), affecting how residents access planning guidance during recovery

Other Notable Items

• Public question on bushfire recovery reviews: whether Disaster Recovery Australia will be involved.
• EV charging usage update: Beaufort sessions peaked in December/January; March tourism linked increase.
• Customer requests report: 305 active/open requests; one long-running Ercildoune repair since Nov 2022.
• Planning update: URPS funding continues to support statutory services until end of 2024.
• Bayindeen bushfire rebuild: Council agreed to waive planning fees (~$5,000 estimated).

Tech & Innovation Notes

• Digital services / online platforms

  • Community contact and service requests via an electronic Customer Action Request System (CARS).
  • Requests can be lodged via Council’s website and the smartphone app “Snap Send Solve” (with manual upload into CARS).
  • Use of email (including a central [email protected] address) and social media for community contact.
  • Website analytics tracked (page views, users, “contact us” page, enquiry form).
  • Cyber protection measures for inbound email (spam/malware filtering, anti-spoofing, remote block lists, held messages for approval).
  • Livestream of the council meeting for virtual viewing.

• IT infrastructure / cybersecurity

  • Report includes cyber security assurance data: emails rejected by automatic protection services, malware detection, impersonation attempts, and quarantine/held emails.

• Digital transformation / digital planning services

  • Planning team using URPS to deliver statutory planning services (funded via Regional Planning Hub until end of 2024).
  • Implementation of Better Approvals Program to streamline planning processes, including resources on Council’s website.
  • Digital Planning Grants Program completed: delivery of new modules to the Greenlight permit processing system (EVIS/Greenlight and ICT team involvement).

• Smart / connected infrastructure

  • Electric Vehicle (EV) charging stations: usage reporting provided by Evie Networks (sessions, charging time, kilowatts, CO₂ emissions saved).

Key Decisions & Outcomes

• Endorsed release for consultation: Draft 2024/25 Budget and Draft 10-year Financial Plan
• Approved public notice to adopt Draft 2024/25 Budget at 25 June 2024 meeting
• Approved public notice to review/adopt Draft 10-year Financial Plan at 25 June 2024 meeting
• Opened public submissions for Budget and 10-year Plan until 11 June 2024, 9:00am
• Approved arrangements for submitters to be heard at 18 June 2024, 6:00pm meeting
• Set consultation process for Revenue and Rating Plan 2024/25 alongside Budget and Financial Plan

Detailed Descriptions

Endorsed release for consultation: Draft 2024/25 Budget and Draft 10-year Financial Plan

• Context: Council considered a report from Corporate and Community Services to progress the statutory Budget and Financial Plan process under the Local Government Act 2020. The item sought endorsement to release the draft documents for community consultation.
• Details:
  • Presenter: Kathy Bramwell (Director of Corporate and Community Services)
  • Report author: Glenn Kallio (Manager Finance)
  • File No: 32/08/18
  • Council recommendation (in accordance with sections 55, 91, 94, and 96 of the Local Government Act 2020) to endorse release of:
    • Draft 2024/25 Budget
    • Draft 10-year Financial Plan (covering 2024/25 to 2033/34)
    • Revenue and Rating Plan 2024/25
  • Economic assumptions noted for the draft Budget:
    • Inflation: 2.75%
    • Rate cap: 2.75% (Victorian State Government rate cap on overall general rate revenue)
• Impact: Enables the community to review Council’s proposed financial direction for 2024/25 and the sustainability settings for the following 10 years, supporting transparency and accountability.
• Next steps:
  • Draft documents are made publicly available and public submissions are invited (as set out in subsequent decisions below).
  • Council must consider submissions before adopting the Budget and 10-year Financial Plan in June 2024.

Approved public notice to adopt Draft 2024/25 Budget at 25 June 2024 meeting

• Context: Following endorsement of the draft Budget for consultation, Council approved formal public notice of its intention to adopt the draft Budget at the June 2024 meeting.
• Details:
  • Public notice approved to state Council’s intention to adopt the draft 2024/25 Budget
  • Adoption meeting date/time: 6.00pm Tuesday 25 June 2024
  • Legislative basis referenced in the resolution: sections 55 and 96 of the Local Government Act 2020
  • The draft Budget is prepared in accordance with section 94 of the Act
• Impact: Provides clear certainty to residents about when the draft Budget will be considered for adoption, supporting community planning and engagement.
• Next steps:
  • Public notice is issued and the consultation period runs, culminating in Council consideration and adoption in late June.

Approved public notice to review/adopt Draft 10-year Financial Plan at 25 June 2024 meeting

• Context: In parallel with the Budget notice, Council approved public notice for the 10-year Financial Plan so the community understands when the Plan will be reviewed and adopted.
• Details:
  • Public notice approved to state Council’s intention to review and adopt the draft 10-year Financial Plan
  • Adoption/review meeting date/time: 6.00pm Tuesday 25 June 2024
  • Legislative basis referenced in the resolution: sections 55 and 96 of the Local Government Act 2020
  • The draft 10-year Financial Plan is prepared in accordance with section 91 of the Act
• Impact: Ensures residents can engage with long-term financial sustainability decisions before Council finalises the Plan.
• Next steps:
  • Community submissions are invited during the consultation period and will be considered prior to the 25 June 2024 meeting.

Opened public submissions for Budget and 10-year Plan until 11 June 2024, 9:00am

• Context: Council approved the consultation mechanism required by its Community Engagement Policy and the Local Government Act 2020, including the submission window for both the Budget and the 10-year Financial Plan.
• Details:
  • Written public submissions accepted for 28 days
  • Deadline for both:
    • Draft 2024/25 Budget submissions: 9.00am Tuesday 11 June 2024
    • Draft 10-year Financial Plan submissions: 9.00am Tuesday 11 June 2024
  • Public availability (as described in the report):
    • Draft documents made available at Council’s customer service centres
    • Draft documents made available via Council’s website
• Impact: Gives the community a defined and accessible opportunity to influence Council’s proposed Budget and long-term financial strategy.
• Next steps:
  • Submissions close at 9.00am on Tuesday 11 June 2024.
  • Council then prepares to hear submitters and consider submissions before adoption in June.

Approved arrangements for submitters to be heard at 18 June 2024, 6:00pm meeting

• Context: Council approved how people who submit feedback can request to speak, ensuring procedural fairness and community participation before Council adoption decisions.
• Details:
  • Submitters must indicate in their written submission that they wish to be heard
  • Hearing meeting:
    • Date/time: 6.00pm Tuesday 18 June 2024
    • Format: “unscheduled meeting of Council” (as described in the report)
  • Right to appear:
    • Submitters may appear personally or via a person acting on their behalf
• Impact: Strengthens community engagement by allowing direct clarification and advocacy from residents and stakeholders before final decisions are made.
• Next steps:
  • Council holds the 6.00pm Tuesday 18 June 2024 meeting to hear submitters.
  • After hearing submissions and considering them, Council proceeds to adoption decisions at the 25 June 2024 meeting.

Set consultation process for Revenue and Rating Plan 2024/25 alongside Budget and Financial Plan

• Context: The consultation process was set to align the Revenue and Rating Plan with the Budget and 10-year Financial Plan, ensuring consistent community awareness of how rates and revenue proposals connect to the broader financial strategy.
• Details:
  • The endorsement for consultation included the Revenue and Rating Plan 2024/25 alongside:
    • Draft 2024/25 Budget
    • Draft 10-year Financial Plan
  • The report states Council will:
    • Advertise the draft Budget, draft 10-year financial plan, and Revenue and Rating plan for public comment
    • Invite public submissions and provide an opportunity for those who wish to speak to be heard before Council
  • Adoption meeting referenced for final decisions:
    • 6.00pm Tuesday 25 June 2024 (Budget and Financial Plan adoption/review)
• Impact: Helps residents understand the practical rate/revenue implications of the Budget and long-term financial planning, improving transparency and informed feedback.
• Next steps:
  • Revenue and Rating Plan is included in the advertised consultation materials and submissions process.
  • Council considers all submissions before adopting the Budget, Revenue and Rating plan, and the draft 10-year Financial Plan in June 2024.

Community Impact

• Ratepayers (all residents): Draft 2024/25 Budget and Revenue/Rating Plan released for consultation, with general rates capped at 2.75% (individual property rate changes may differ due to revaluations)
• Property owners: Rates and charges for specific properties may increase or decrease depending on annual valuation movements, even though the overall cap is 2.75%
• Residents using council services: Council services and service levels will continue at the planned levels, with both service delivery and the capital works program set to remain sustainable under the 10-year Financial Plan
• Community members: Public submissions invited from 13 May 2024 to 11 June 2024, with an opportunity to speak at a community hearing meeting on 18 June 2024
• Residents (future planning): The draft 10-year Financial Plan (2024/25–2033/34) sets the long-term direction for funding priorities and sustainability, influencing what projects/services may be delivered over the decade
• Local community (fees and charges): Fees for 2025/26 are included in the budget materials, which may affect the cost of council services and permits for residents in the following financial year

Other Notable Items

• Community engagement begins for the 2024/25 draft Budget and 10-year Financial Plan.
• Public submissions open 13 May to 11 June 2024, with speaking opportunity 18 June.
• Budget prepared using 2.75% inflation and Victorian rate cap of 2.75%.
• Budget aims to maintain financial viability with sustainable capital works and service delivery.
• Future agenda: Council meeting to consider adoption at 6:00pm Tuesday 25 June 2024.

Tech & Innovation Notes

• Virtual meeting / livestreaming (streaming preamble; meeting held “Virtual” and includes a livestream preamble)
• Public access to documents via Council’s website (draft Budget, draft 10-year financial plan, and Revenue and Rating plan made available online)
• Online public consultation process (public submissions invited; documents advertised for public comment with access via Council website)

Key Decisions & Outcomes

• Adopt option 2 for waste service fee exemptions for eligible non-profit owned properties.
• Approve negotiation to extend Belgravia Leisure aquatic contract for two years.
• Approve development of a Pools Strategy using external condition/options data.
• Adopt Instruments of Appointment and Authorisation for the Environmental Health Officer and Building Inspector.
• Approve draft Bayindeen Rocky Road Fire Recovery Plan and schedule 3-month status update.
• Provide 2024/25 budget resourcing to continue the Youth Engagement Program.

Detailed Descriptions

Waste Service Fee Exemptions for Eligible Non-Profit Owned Properties (Adopt Option 2)

• Context: Council considered how waste service fees (included in property rates) should apply to community groups and non-for-profit organisations, noting the current exemptions and the need to set clear criteria for the 2024/25 rates process.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 16 April 2024
  • Decision: Adopt Option 2
    • Exempt non-for-profit organisations that own property within Pyrenees Shire Council from waste service rate fees
    • Exclude additional bin fees where the property is not a sporting facility
    • Sporting facilities: additional bin exemptions are restricted (e.g., max 4 bins exempt for an active facility)
  • Financial impact (as stated in the report):
    • Estimated cost change: +$3,000
    • Estimated increase to waste fee for affected paying properties: ~+$1 per property (e.g., $556 to $557 for S51 & S53)
  • Existing exemptions to be reviewed:
    • 19 properties currently exempt under code 58 (some may not meet the revised criteria)
• Impact:
  • Maintains a similar level of support to the current approach while tightening eligibility to non-for-profit owned properties.
  • Limits cost shifting to other ratepayers compared with broader exemption options.
  • Provides clearer guidance for community organisations seeking relief.
• Next steps:
  • Council supports the waste team to review existing property exemptions and update them to the appropriate waste service fee codes.
  • Non-for-profit organisations that meet the criteria are encouraged to apply with evidence to receive/retain exemptions on future rates notices (for 2024/25).

Extend Belgravia Leisure Aquatic Contract by Two Years (Negotiation Approval)

• Context: The current operational contract with Belgravia Leisure for Pyrenees pools ends 30 August 2024, and Council needs time to plan for ageing pool infrastructure and future service viability.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 16 April 2024
  • Decision: Approve negotiation to extend the contract
    • Two-year extension
    • Purpose: allow strategic planning for the future pools program and asset compliance/viability
  • Contract timing (from report):
    • Current contract ends 30 August 2024
• Impact:
  • Provides operational continuity for community swimming services across Beaufort, Avoca, and Landsborough.
  • Enables Council to plan infrastructure and service changes with less risk of disruption.
• Next steps:
  • Officers commence/continue negotiations with Belgravia Leisure for a two-year extension.
  • Extension planning is aligned with development of a broader Pools Strategy (also approved in the same decision item).

Develop a Pyrenees Pools Strategy Using External Condition/Options Data

• Context: Council’s pool facilities are at/near end-of-life, with increasing reactive maintenance costs and growing asset compliance risks, requiring structured long-term planning.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 16 April 2024
  • Decision: Approve development of a Pools Strategy
    • Strategy to be developed using:
      • Condition and options data obtained from external experts
      • Strategic options developed in-house
  • Linked rationale (from report):
    • Pools face issues including pool shell integrity, failing plant, non-compliance risks, and escalating operating/maintenance costs
• Impact:
  • Improves Council’s ability to make informed decisions on whether to repair, replace, or restructure aquatic services.
  • Helps manage future costs and reduce the risk of pools becoming unavailable due to asset failure.
  • Supports community expectations for service levels and affordability.
• Next steps:
  • Officers commission external condition/options work and then develop strategic options internally.
  • Strategy development proceeds in parallel with the approved contract extension negotiations.

Adopt Instruments of Appointment and Authorisation for Environmental Health Officer and Building Inspector

• Context: Council must update statutory Instruments of Appointment and Authorisation when officers in roles requiring statutory powers are appointed or need renewed authorisation.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 16 April 2024
  • Decision:
    • Council adopts and seals Instruments of Appointment and Authorisation for:
      • Maria Galea — Environmental Health Officer (EHO)
      • Gavin Tauschke — Building Inspector (BI)
    • Instruments referenced in the resolution:
      • S11 / S11A / S11B instruments for both roles
  • Sealing:
    • Council resolves that the Instruments be sealed
• Impact:
  • Ensures officers can legally exercise statutory duties and powers, supporting effective enforcement and compliance.
  • Strengthens transparency and accountability for community-facing regulatory functions.
• Next steps:
  • Instruments are sealed following adoption.
  • Officers proceed to perform statutory functions under the authorised instruments.

Bayindeen Rocky Road Fire Recovery Plan — Approve Draft and Schedule 3-Month Status Update

• Context: Following the Bayindeen Rocky Road fire event, Council is transitioning from initial incident response to recovery planning and needs an approved recovery framework to guide actions and funding-dependent delivery.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 16 April 2024
  • Decision:
    1. Approve the draft Fire Recovery Plan (with or without changes as needed, acknowledging the dynamic nature of recovery)
    2. Schedule a status update to be brought to Council in 3 months
  • Recovery transition timing (from report):
    • Official transition to recovery from ICC occurred on 5 April 2024
  • Plan scope (from report):
    • Includes recovery structure, agencies, stakeholders, and internal oversight arrangements
    • Notes that delivery depends on available funding (including DRFA-funded and other government-supported activities)
• Impact:
  • Provides a formal, accountable recovery roadmap for affected communities (including Amphitheatre, Avoca, Bayindeen, Beaufort, Buangor, Buangor East, Elmhurst, Raglan, Mount Cole, Lexton).
  • Supports public safety and coordinated recovery, including high-priority roadside tree risk management.
• Next steps:
  • Recovery planning continues under the approved draft plan.
  • A Council meeting status update is scheduled for 3 months’ time (i.e., around mid-July 2024, subject to Council meeting dates).

2024/25 Budget Resourcing — Continue the Youth Engagement Program

• Context: Council is building a Youth Engagement Framework to ensure ongoing, structured engagement with young people (noting Engage! Program funding ends December 2024), and needs Council budget support to maintain continuity.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 16 April 2024
  • Decision:
    • Provide 2024/25 budget resourcing to ensure continuity of the Youth Engagement Program
  • Funding context (from report):
    • The Youth Engagement Framework is currently supported through the Victorian Government Engage! Program
    • Engage! funding ceases in December 2024
  • Program direction (from report):
    • 2024/25 engagement outputs include focus groups, a youth survey, and stakeholder interviews
    • Data to inform a Youth Strategy in 2025
• Impact:
  • Maintains an ongoing youth voice and prevents a service gap after December 2024.
  • Builds stronger connection between Council and young people across the Shire’s dispersed wards.
• Next steps:
  • Budget implementation in 2024/25 to fund permanent youth officer resources.
  • Continue co-design and engagement activities through 2024/25, then use results to develop a Youth Strategy in 2025.

Community Impact

• Residents (Pyrenees Shire): Council will continue managing and responding to community service requests via CARS and other contact channels, with 264 active/open requests still in progress as at end of March 2024
• Property owners / ratepayers: Waste service rate exemptions will be limited to non-for-profit organisations that own property (excluding additional bins unless a sporting facility), shifting an estimated $3,000 cost impact to other ratepayers
• Community groups & non-for-profit organisations: Eligible groups can apply for waste fee exemptions on rates notices (but leased properties and additional bins for non-sporting facilities will generally not be exempt)
• Pool users and families: Council has approved a 2-year extension of the aquatic operations contract with Belgravia Leisure and will develop a Pools Strategy to address ageing pool infrastructure and rising operating costs
• Young people (ages ~10–24) and families: Council will provide ongoing resourcing for a Youth Engagement Program, including development of a Youth Engagement Framework, youth forums/surveys, and a Youth Strategy in 2025
• Fire-affected communities (Amphitheatre, Avoca, Bayindeen, Beaufort, Buangor, Elmhurst, Raglan, Mount Cole, Lexton): Council has approved a Bayindeen Rocky Road Fire Recovery Plan, including high-priority roadside tree risk management and a recovery status update to be reported in 3 months

Other Notable Items

• Public asked about wind turbine “payments in lieu of rates” and Council’s income arrangements.
• Public asked whether Council acts for VicRoads; response noted limited access for parking infringements.
• Customer Action Requests report showed declining satisfaction trend and rising cyber email rejections (55% in March).
• Economic Development update highlighted Bayindeen fires’ estimated $21M tourism losses and $29M damages.
• Fire Recovery Plan discussion noted resident concerns about the extent of dangerous tree removal.

Tech & Innovation Notes

• Digital services / online platforms

  • Livestream of council meeting (public may view the meeting virtually via livestream).
  • Customer Action Request System (CARS) for lodging service requests (also via Council website and phone; supports “Snap Send Solve” app submissions).
  • Council website and online customer enquiry form (tracked via website page views/users and “contact us”/enquiry form).
  • Email communications including a central email address ([email protected]).
  • FOI processes referenced as a channel for information requests.

• IT infrastructure / cybersecurity

  • Cyber security assurance for email handling (automatic protection services; statistics on rejected emails, phishing/malware detection, and IP block lists).

• Digital transformation / smart-city-adjacent initiative

  • Digital Connectivity Plan being developed with Telstra and NBN to improve digital connectivity and digital literacy, including planned digital roadshow events and a workshop for council staff.
  • Pyrenees Digital Connectivity project referenced as an upcoming focus for events in May.

Key Decisions & Outcomes

• Adopt “Knott Lane” as the new road name for Anderson Lane Road, Percydale.
• Continue funding and implementation of the Gender Equality Action Plan (GEAP).
• Endorse Audit & Risk Committee changes: updated charter and increased meeting frequency.
• Continue Bayindeen Rocky Road Fire response, advocate for funding, and prepare a Recovery Plan.
• Support $8,000 total contribution to the Victorian Goldfields World Heritage bid (2024/25–2025/26).
• Proceed with Lexton Flood Management Plan tender outcomes and commence community consultation in April 2024.

Detailed Descriptions

Adopt “Knott Lane” as the new road name for Anderson Lane Road, Percydale

• Context: Council considered a road naming change because “Anderson Lane Road, Percydale” was duplicated with a very similar road name within a 10km radius, creating addressing and emergency response risks.
• Details:
  • Current duplicated name: Anderson Lane Road, Percydale
  • Duplicate within 10km: Andersons Lane, Amphitheatre
  • Proposed new unique name: Knott Lane
  • Road location/function: connects the eastern end of Percydale Road with Vinoca Road
  • Community consultation: 5 properties (6 landholders) were advised in writing and given 30 days to respond
  • Outcome of consultation: no objections or responses received within the timeframe
  • Administrative process: after Council adoption, officers submit the name to Geographic Names for formal approval; signage/address changes occur only after approval
  • Costs to Council after Geographic Names approval:
    • Administration to update addresses/systems/Vicmap Address and notify landholders
    • Purchase and installation of two street blades at T intersections with Percydale Road and Vinoca Road
• Impact: Improves public safety and reduces the risk of emergency services attending the wrong location; also improves clarity for workers and Council asset identification/maintenance.
• Next steps:
  • Submit the adopted name “Knott Lane” to Geographic Names for approval
  • Upon approval: update signage and property addressing (including Council systems and Vicmap Address), and install the two street blades.

Continue funding and implementation of the Gender Equality Action Plan (GEAP)

• Context: Pyrenees Shire Council is a “defined entity” under the Gender Equality Act 2020, requiring it to implement and publicly report on progress against its Gender Equality Action Plan (GEAP).
• Details:
  • GEAP submitted to the Commissioner for Gender Equality: 31 March 2022
  • Two-year reporting requirement: progress reporting to the Commission every two years
  • Council’s Diversity and Inclusion Progress Report submitted: 13 February 2024
  • Impact assessments completed during the reporting period:
    1. Beaufort Linear Park masterplan
    2. Beaufort Caravan Park redevelopment (pending funding)
    3. Future budgets/funding decision-making for diversity & inclusion/accessibility and governance rule review
  • GEAP strategies/milestones status (15 strategies):
    • 11 ongoing (73%)
    • 3 in progress (20%)
    • 1 not yet started (preparation underway for encouraging women to stand for election)
  • GEAP resourcing (short-term budget allocations):
    • 2022–2023: $20,000 (external staff training)
    • 2023–2024: $10,000
    • 2024–2025: $10,000 (subject to budget approval)
  • Workplace indicators highlights:
    • Workforce gender composition improved to 50% men / 50% women
    • Gender pay gap decreased from 8% to 6.4%
    • Sexual harassment reporting improved (women 6% to 3%, men 11% to 4%) with no complaints/reports through internal grievance/incident processes reported
• Impact: Strengthens Council’s compliance with the Gender Equality Act 2020 and supports ongoing workplace and service-delivery improvements that promote gender equality and inclusivity.
• Next steps:
  • Continue GEAP implementation through resourced officers/leadership structures
  • Ensure GEAP funding continues via budget allocations (including $10,000 for 2024–2025, pending approval)
  • Maintain reporting obligations to the Gender Equality Commission in line with the Act.

Endorse Audit & Risk Committee changes: updated charter and increased meeting frequency

• Context: Council received the biennial performance report from the Chair of the Audit & Risk Committee, including updates to the Committee’s governance documents and operating rhythm.
• Details:
  • Reporting period covered: the latter part of 2023 calendar year (first report for 2024)
  • Face-to-face Audit & Risk Committee meeting held: 28 November 2023
  • Charter and workplan:
    • Audit & Risk Committee Charter was updated and endorsed
    • Annual Committee Work Plan for 2023 completed
    • Work Plan for 2024 considered and endorsed
  • Meeting frequency change:
    • Agreed in November 2023 to move from three meetings per year to four meetings per year
• Impact: Enhances oversight of integrity, accountability, transparency, and risk management, including governance monitoring and internal control assurance.
• Next steps:
  • Implement the four-meetings-per-year schedule going forward
  • Continue receiving CEO reporting and governance/risk/compliance updates at each meeting
  • Council to formally acknowledge the outgoing Chair’s contribution (also noted in the decision).

Continue Bayindeen Rocky Road Fire response, advocate for funding, and prepare a Recovery Plan

• Context: Following the Bayindeen Rocky Road Fire on Thursday 22 February 2024, Council continued response and began transitioning preparations for recovery while coordinating with Commonwealth/State agencies.
• Details:
  • Key response timeline and arrangements:
    • Incident Control Centre (ICC) activated in Ballarat; Council requested to set up a Relief Centre
    • Relief Centre established at Goldfields Recreation Reserve, then relocated to Ballarat
    • Additional Relief Centres opened: Maryborough and Ararat
    • Extreme fire danger day and total fire ban issued: Wednesday 28 February
    • Commonwealth DRFA activation:
      • Notification received: 29 February (AGRN 1108)
      • Federal Disaster Recovery Payments extended to include Raglan: 1 March
  • Current situation (as at report preparation):
    • Fire still under ICC control; secondary impact assessments due to commence in the following week
    • 36 properties subject to Secondary Impact Assessments (SIAs) at that stage
    • Access restrictions: Mount Cole/Beeripmo and Mount Lonarch/Berumgower State Forest prohibited until 30 April
    • Mt Buangor State Park closed until further notice
  • Community and welfare actions:
    • Community Information Advice “Stay Informed” issued to 25 communities
    • 246 Relief Payments processed by DFFH as at 5:00pm on 12 March
    • Relief Centres shut down:
      • Maryborough: opened 22/2/2024, closed 1/3/2024 (9 days)
      • Ararat: opened 22/2/2024, closed 1/3/2024 (9 days)
      • Ballarat: opened 22/2/24, closed 24/2/2024, reopened 28/2/2024, closed 1/3/2024 (6 days)
  • Estimated Council direct response spend (high-level):
    • Approximately $150,000 spent on direct response activities (excluding staffing costs, plant and equipment)
  • Council decisions (19 March 2024 meeting):
    • Continue using Council resources to respond to community needs (collaboratively with agencies)
    • Acknowledge impacts to ordinary services due to staffing needs
    • Continue advocating to government for appropriate funding
    • Prepare a Recovery Plan setting out required resourcing and report it to a future Council meeting
• Impact: Supports ongoing community safety and welfare, improves coordination of recovery planning, and strengthens Council’s position to secure financial support for both the community and Council operations.
• Next steps:
  • Continue response activities while the ICC remains active
  • Complete SIAs over the coming weeks
  • Develop and present a Recovery Plan to a future Council meeting
  • Continue advocacy to government for funding to avoid Council being “unreasonably impacted financially.”

Support $8,000 total contribution to the Victorian Goldfields World Heritage bid (2024/25–2025/26)

• Context: Council received a request from the World Heritage Project Leads seeking additional contributions from supporting councils to progress the Central Victorian Goldfields World Heritage bid.
• Details:
  • Project: Central Victorian Goldfields World Heritage Bid (collaborative across 13 local government areas)
  • Project leads: City of Ballarat and City of Greater Bendigo (with Victorian Goldfields Tourism Executive)
  • Council contribution request for budget periods:
    • 2024/25 and 2025/26
  • Proposed contribution:
    • $8,000 total, paid in two equal instalments across the two budgets
  • Purpose of first instalment:
    • Direct contribution to Stream 2 of the Enabling Tourism Fund application
    • Intended to leverage up to $500,000 from the Victorian Government
  • Council decision:
    • Support a total contribution of $8,000 over the two instalments (carried)
• Impact: Strengthens regional tourism development efforts and supports the bid’s ability to leverage state funding for masterplan implementation and world heritage journey activation.
• Next steps:
  • Include the contribution in the 2024/25 and 2025/26 budgets
  • Make the two instalment payments as scheduled
  • Continue monitoring project progress through Council updates/communications.

Proceed with Lexton Flood Management Plan tender outcomes and commence community consultation in April 2024

• Context: Council progressed the Lexton Flood Management study following earlier mitigation works and a state-priority funding pathway, culminating in a tender process for a consultant to prepare the Flood Management Plan.
• Details:
  • Earlier Council direction (from December 2022 resolution):
    • Prioritise funding application for a detailed flood study
    • Work with agencies to investigate and implement flood mitigation actions
  • Mitigation works already completed (mid/late 2023):
    • Slashing/trimming creek edges; removal of debris
    • Slashing/mowing roadsides, streets, laneways, drains and reserves
    • Rubbish removal and clearing of creeks/culverts
    • Removal of the pedestrian bridge
  • Tender process for Lexton Flood Management Plan:
    • Tender advertising via Council tender portal began: 17 January 2024
    • Submissions accepted until: 2:00pm on 14 February 2024
    • Tender activity:
      • 157 views
      • 26 document downloads
      • 5 submissions received
    • Evaluation panel:
      • Internal Council officers plus external expertise provided by North Central Catchment Authority (NCCMA)
    • Evaluation criteria (with weightings):
      • Financial 30%
      • Methodology/approach 20%
      • Technical skills/qualifications/experience 20%
      • Timelines/management 20%
      • Local content 10%
  • Tender outcome status:
    • Evaluation signed off
    • Officers working with the preferred tenderer to finalise clarifications/departures
    • The completed Flood Management Plan will include mapping, modelling, and mitigation reports captured in the Pyrenees Shire Council Planning Scheme
  • Community consultation timing:
    • Community consultation session likely to commence April 2024
    • Confirmed dates to be provided via Council noticeboards and social media
  • Consultation stages required (formal consultation):
    1. Data review / historical data collection – community survey
    2. Scenario modelling completion – validation and input into pre-feasibility options
    3. Flood damage completion – pre-feasibility assessment and proposed planning controls (zone/overlays)
    4. Investigation completion – results including flood warning feasibility assessment
• Impact: Enables evidence-based flood mitigation planning for Lexton, improving long-term resilience and providing structured opportunities for community input into mitigation options and planning controls.
• Next steps:
  • Finalise clarifications with the preferred consultant
  • Announce the successful consultant’s company name and commence April 2024 community consultation
  • Deliver the Flood Management Plan outputs (mapping/modelling/mitigation) for incorporation into the Planning Scheme.

Community Impact

• Lexton residents: Community consultation and a new Lexton Flood Management Plan will be developed from April 2024, with mapping/modelling and potential planning scheme flood controls to reduce future flood impacts
• Avoca residents: Major drainage works continue, including kerb/channel upgrades and High Street median drainage improvements, with temporary road closures expected for culvert installation at Pound Lane for a few days
• Beaufort and surrounding road users: Roadworks progress on Beaufort–Carranballac Road and other works (e.g., Smythesdale–Snake Valley Road, Caramuir Road culvert works) may affect traffic patterns and access during construction
• Residents in Percydale (and emergency services): The road currently named Anderson Lane Road will be renamed to Knott Lane, requiring address changes and new signage (Geographic Names approval and implementation after formal adoption)
• Pyrenees Shire residents affected by the Bayindeen Rocky Road Fire: Ongoing recovery support and secondary impact assessments will continue, with continued access restrictions to Mount Cole/Beeripmo and Mount Lonarch/Berumgower State Forest until 30 April and Mt Buangor State Park closed until further notice
• Community members across the Shire: Council will continue to provide updates and manage increased service demand during recovery (including waste management/clean-up, communications, and support coordination), which may reduce capacity for some “business as usual” services
• Local tourism and businesses: Council’s $8,000 contribution supports the Victorian Goldfields World Heritage bid, aiming to increase regional tourism and visitor servicing over 2024/25–2025/26

Other Notable Items

• Community thanked Jim Nolan for coordination during recent bushfires; Mayor acknowledged public comments.
• Council Watch Inc. raised waste enforcement cost/revenue questions; response: zero costs and revenue.
• Lexton Flood Management tender update: 5 submissions received; community consultation planned for April 2024.
• Bayindeen Rocky Road Fire update: 228 properties affected; 36 secondary impact assessments due soon.
• GEAP progress: 3 gender impact assessments completed; workforce now reported as 50/50 men/women.

Tech & Innovation Notes

• Digital services / online platforms

  • Council uses an electronic Customer Action Request System (CARS) for residents to lodge service requests (via in-person, phone, Council website, and the smartphone “Snap Send Solve” app).
  • Council website used for customer enquiries and tracked via website page views/users.
  • Virtual meeting livestream for the public to view the Council meeting.
  • Social media used for communications (including fire emergency messaging).
  • Tender portal used for advertising tenders and receiving submissions (Lexton Flood Management Tender).

• IT infrastructure / cybersecurity

  • Cyber protection for email, including statistics on emails rejected (spam/viruses).
  • Implementation of a new cyber security system (noted as contributing to low email rejection figures in July 2023).
  • Internal audit reported on the Council’s cyber security arrangements and found a Cyber Security Framework for identifying and assessing cyber threats.

• Digital transformation / ICT systems

  • Rural Council Transformation Project (RCTP(2)): Central Goldfields Shire (proponent) and Pyrenees Councils to implement improved ICT systems to enable more efficient and effective service delivery, including procurement scoping and staff training (planned mid/late 2024).

• Smart city initiatives

  • No explicit smart city initiatives mentioned.

Key Decisions & Outcomes

• Reinstated the Road Management Plan to all roads, excluding defect repairs until June 2025.
• Supported Federal Bridge Replacement Program funding applications for Bridges 7 and 10.
• Advocated to defer Minister’s waste service-rate guidelines; continue current waste charge inclusions.
• Adopted the Public Open Space Contributions Policy with scaled contribution rates.
• Allocated $10,000 per annum for three years as seed funding for Beaufort by Twilight.
• Supported inclusion of a new “Local Access 3” road on the Register of Public Roads.

Detailed Descriptions

Road Management Plan Reinstatement (All Roads, Excluding Defect Repairs until June 2025)

• Context: The Pyrenees Shire Council Road Management Plan was formally suspended in late 2022 following widespread impacts from the October 2022 flood event, while recovery works were underway.
• Details:
  • Late 2022: Formal suspension issued under section 5.3 of the Road Management Plan due to flood impacts on road networks and Council resources.
  • May 2023: Council was advised the plan could be reactivated incrementally as flood work was completed.
  • By February 2024: Officers reported that nearly half of the flood recovery works to affected roads/road assets are complete.
  • 20 February 2024 decision: Council reinstated the Road Management Plan to all roads and road assets, with the specific exemption of defect repair works to be completed by the end of June 2025.
• Impact: Restores system-wide inspection and maintenance standards across the Shire, while still managing risk and liability by excluding outstanding defect repairs until the stated completion timeframe.
• Next steps:
  • Continue inspections and maintenance under the reinstated Road Management Plan across the network.
  • Maintain the exemption for defect repairs until end of June 2025, then complete remaining defect repair works in line with the plan.

Federal Bridge Replacement Program Funding Support (Bridges 7 and 10)

• Context: Council sought to secure Federal funding to upgrade/replace key bridges supporting safe access and heavy vehicle movement across the Shire.
• Details:
  • 20 February 2024 decision: Council supported funding applications under the Federal Government’s “Bridge Renewal Program” for:
    • Bridge 7: Back Cemetery Rd, located ~180m west of Carngham–Trawalla Rd.
      • Total project cost: $420,000
      • Australian Government funding request: $336,000 (80%)
      • Council & other funding: $84,000
      • Existing Council budget: $210,000 (2023–24), intended to source matching funding for critical works (deck/guardrail/abutment & pier improvements).
      • Council noted Bridge 7 load limit would reduce to 15 tonnes once signage is installed (from a current 20 tonne limit).
    • Bridge 10: Beaufort Carngham Rd, located ~930m north of Mena Park Rd near Bridge 11.
      • Total project cost: $1,700,000
      • Australian Government funding request: $1,360,000 (80%)
      • Council & other funding: $340,000
      • Council noted Bridge 10 is on a key strategic route and currently limits B-double access due to a 30 tonne load limit.
  • Timing: Applications submitted in January 2024; Council expected notification of success in April–May 2024.
• Impact: Improves safety and network reliability, supports heavy vehicle access (including B-double connectivity), and strengthens Council’s bridge asset renewal pipeline.
• Next steps:
  • Await Federal funding outcomes (April–May 2024).
  • If successful:
    • Bridge 7 matching funding to be drawn from the existing $210,000 budget (with remaining amounts reallocated if required).
    • Bridge 10 matching funding programmed into 2024–25 (Council noted typical yearly capital works budget of ~$400,000).
  • Continue seeking additional bridge/road funding to expand the heavy vehicle network.

Advocacy to Defer Minister’s Waste Service-Rate Guidelines (Continue Current Waste Charge Inclusions)

• Context: The Minister’s Good Practice Guidelines for Service Rates and Charges (issued via Local Government Bulletin on 22 December 2023) were due to take effect 1 March 2024, with potential to restrict what councils can include in kerbside waste service charges.
• Details:
  • Council identified significant financial risk if the Guidelines are fully implemented, particularly the inability to include costs not directly attributable to individual rateable properties.
  • Key dates:
    • Guidelines released: 22 December 2023
    • Effective date: 1 March 2024
  • Financial context:
    • 2023/24 total waste costs: $2.465 million
    • Council currently incurs approximately $100,000 of public litter bin and street cleaning costs (highlighted as not included in waste charge calculations).
    • Officers flagged potential exclusions/uncertainty around:
      • Waste disposal expenses: $188,000
      • Transfer station expenses: $610,000
  • 20 February 2024 decision: Council resolved to:
    • Advocate for deferral of implementation until sufficient consultation and consideration of sector impacts.
    • Continue leveraging waste charges including transfer station provision and street collections until the Guidelines are reviewed.
    • Use peak bodies (including MAV and Regional Councils Victoria) to seek revisions.
• Impact: Helps protect the financial sustainability of a small rural council by reducing the likelihood of cost-shifting into capped general rates, and supports continuity of waste service funding arrangements.
• Next steps:
  • Proceed with advocacy through peak bodies and sector channels.
  • Continue current waste charge inclusions while seeking deferral/review.
  • Monitor developments and report back as required if the Minister’s position changes.

Adopted Public Open Space Contributions Policy (Scaled Contribution Rates)

• Context: Under the Subdivision Act 1988, Council must collect and manage Public Open Space Contributions from certain subdivisions, but required a formal policy to ensure equitable, transparent administration.
• Details:
  • Officers briefed Council in September 2023 on the need to prepare and adopt the policy.
  • 20 February 2024 decision: Council adopted the Public Open Space Contributions Policy.
  • Scaled contribution rates included in the policy:
    • 5% for subdivisions of 5 or more lots
    • 4% for subdivisions of 4 lots
    • 3% for subdivisions of 3 lots
    • 2% for 2-lot subdivisions only if it is determined the land can be further subdivided
    • Social housing proposals exempt
  • Purpose of policy:
    • Provide a framework for equitable/transparent collection and spending of contributions.
    • Ensure contributions are reserved for allowable open space purposes.
• Impact: Creates clear and predictable rules for developers, supports funding for new/improved public open space to meet growth needs, and improves transparency and accountability in how contributions are handled.
• Next steps:
  • Apply the policy when assessing relevant subdivision contributions.
  • Ensure reserve funds are managed in accordance with policy commitments and allowable purposes.

Seed Funding for Beaufort by Twilight ($10,000 per annum for three years)

• Context: Beaufort by Twilight was reported as successful (including strong community attendance and business participation), and Council considered how to sustain it over time.
• Details:
  • Event reference: Beaufort by Twilight held Friday 15 December 2023 (Christmas theme).
  • Report recommendation considered by Council: provide seed funding to grow the event over time.
  • 20 February 2024 decision:
    • Allocate $10,000 per annum for three financial years as seed funding for Beaufort by Twilight.
    • Council to consider the allocation as part of the 2024–25 budget and subsequent two financial years.
  • Purpose: help underpin sustainability until external funding sources can be secured.
• Impact: Strengthens local economic and social outcomes by enabling continuity and growth of a community event that supports local businesses and community connection.
• Next steps:
  • Include the funding in the 2024–25 budget and plan for the next two financial years.
  • Continue seeking external funding opportunities to support the event.
  • Maintain reporting/updates through Council processes as appropriate.

Road Register Inclusion: Add New “Local Access 3” Road (Amarant Rd to Stawell–Avoca Rd, Navarre)

• Context: Council received a request to formalise access to a property using an unmade “paper road”/road reserve that links Amarant Road and Stawell–Avoca Road in Navarre, but which was not on the Register of Public Roads.
• Details:
  • 20 February 2024 decision: Council supported inclusion of the road on its Register of Public Roads.
  • Location:
    • Road reserve linking Amarant Road and Stawell–Avoca Road, Navarre
    • Approximate length: 2,240 metres
    • Road description based on plan from point A1 (north from Amarant Road) to A4 (on Stawell–Avoca Road)
  • Classification:
    • Local Access 3 (dry weather tracks/fire/4WD/2-wheel tracks) because:
      • There is no dwelling on the property currently, so no requirement for all-weather emergency access at this stage.
      • Maintenance inspection is not routine for Local Access 3; maintenance occurs at Council discretion.
  • Cost responsibility:
    • Construction and maintenance remain with the property owner.
    • If a dwelling is proposed later, an all-weather emergency-access road would become a development requirement, and Council would then maintain it under the Road Management Plan.
• Impact: Enables formal road naming processes and improves legal clarity of access arrangements for properties relying on the reserve, while matching the service level to current on-ground conditions.
• Next steps:
  • Begin road naming process once the road is registered.
  • Conduct engagement with adjoining property holders when road naming commences.

Community Impact

• Residents (Pyrenees Shire road network): Road Management Plan to be incrementally reinstated as flood recovery progresses, restoring standard inspections and maintenance across most roads (excluding defect repairs to be completed by end of June 2025)
• Residents and freight users (Back Cemetery Rd & Beaufort Carngham Rd): Bridge 7 works supported under the Federal Bridge Renewal Program and Bridge 10 replacement sought, improving safety and connectivity but likely involving future construction impacts and temporary access constraints
• Heavy vehicle operators (Beaufort Carngham Rd corridor): Bridge 7 load limit to change from 20 tonnes to 15 tonnes once signage is installed, reducing permitted heavy vehicle access until upgrades are completed
• Residents (waste/recycling charges): Minister’s Good Practice Guidelines for Service Rates and Charges could force changes to how waste/recycling costs are charged from 1 March 2024, potentially shifting costs away from property-based service charges and affecting rates/waste bills
• Residents (new subdivisions across the Shire): Adoption of the Public Open Space Contributions Policy sets contribution rates (up to 5% for 5+ lot subdivisions) that will fund new/improved public open space for growing communities
• Residents (Navarre area): A “paper road” reserve between Amarant Road and Stawell–Avoca Road is proposed for inclusion on Council’s Register of Public Roads (classified as Local Access 3), enabling road naming while keeping construction/maintenance costs with the property owner until any future dwelling triggers all-weather emergency access requirements

Other Notable Items

• CEO apologised for an incorrect ratepayer letter; investigation and safeguards promised.
• Road Management Plan reinstatement: nearly 50% of 2022 flood recovery works completed.
• Customer Action Requests: 280 logged in January; 278 closed; 19 telephone requests still outstanding.
• Petition “Leave Australia Day Alone” received; governance rules deemed it not a formal petition.
• Planning update: VCAT compulsory conference set for 6 June 2024 for an objector appeal.

Tech & Innovation Notes

• Digital services / online platforms

  • Public meeting livestream (virtual viewing).
  • Council website usage tracked (page views/users/contact page/enquiry form).
  • Customer Action Requests System (CARS) used for service requests; requests can be lodged via Council website or by phone/face-to-face.
  • Use of Snap Send Solve mobile app for lodging requests (manual upload into CARS noted).
  • Use of email channels including a central email address ([email protected]).
  • FOI processes and social media used for community contact.

• IT / digital transformation projects

  • Digital Planning Grants Program: improving digital planning services.
  • Implementation of EVIS (Greenlight) modules to enhance internal/external interfaces for the Greenlight planning permit processing system.
  • Better Approvals Program to streamline local planning processes, including adding best-practice resources to the Council website.

• Tech-enabled service delivery

  • Planning process support via digital systems (Greenlight) and improved interfaces for planning permit processing.

Key Decisions & Outcomes

• Provide in-principle support for the Draft Beaufort Linear Masterplan pending final amendments.
• Approve a 6-month trial dedicated CDS recycle bin in High Street Avoca.
• Endorse the Audit & Risk Committee 2024 workplan and amended meeting schedule.
• Accept emerging risks and update Strategic Risk Register treatment plans for 2024.
• Endorse the 2024 Council meeting schedule and briefing session dates/locations.

Detailed Descriptions

Provide in-principle support for the Draft Beaufort Linear Masterplan pending final amendments

• Context: Council received the Draft Beaufort Linear Masterplan following extensive community input and public exhibition in November 2023. Final hydrological investigations and an economic assessment were still outstanding at the time of the December 2023 meeting.
• Details:
  • Project purpose: create a nature-based recreational corridor along Garibaldi Creek from Beaufort Lake spillway to the point where the creek joins Yam Holes Creek north of the railway line, including walking/cycling linkages between the Lake and Beggs St playground area.
  • Funding for masterplan phase: total budget $110,000 (DEECA $85,000 + Council $25,000), completed within budget.
  • Draft capital cost estimate (for guidance only, subject to updates): approximately $3M over ~10 years, including:
    • Short term (1–3 years): $460–470K
    • Medium term (4–6 years): $520–530K
    • Long term (7–10 years): $1.3M (includes “Zone 1” north of the railway line as the future town entry post highway bypass)
    • Regeneration over ten years: $740K
  • Key outstanding amendments before finalisation:
    • Hydrological investigations to confirm impacts for 1-in-100-year and 1-in-20-year flood events and to incorporate flood-resilient design solutions.
    • Economic assessment using the Victorian Government INFFEWS tool (including cost-benefit/BCR).
  • Public engagement outcomes (to inform the draft): public exhibit 15/11–30/11/2023; 536 page views, 305 unique visitors, and 6 residents provided feedback.
• Impact: Provides a clear pathway to progress a community co-designed project that improves creek environmental outcomes and strengthens liveability and visitation benefits for Beaufort, while ensuring Council is not committing to final construction costs until flood risk and economic value are fully assessed.
• Next steps:
  • Incorporate hydrological investigation outcomes and recommended changes into the masterplan within the original masterplan budget parameters.
  • Complete the economic assessment and finalise the masterplan and advocacy documentation for future funding submissions.
  • Return to Council with the final amended masterplan and economic findings for decision-making on phased delivery.

Approve a 6-month trial dedicated CDS recycle bin in High Street Avoca

• Context: Avoca Primary School requested a dedicated Container Deposit Scheme (CDS) eligible drink container recycling bin in the main street to support student fundraising. Council resolved to trial the concept for 6 months and report back after the trial.
• Details:
  • Location: High Street Avoca, recommended placement next to the existing waste bin at the shelter near the playground.
  • Trial duration: 6 months (trial start to align with installation following the December 2023 decision).
  • Installation approach and indicative costs considered:
    • Option 1 (new bin surround): $2,680 total (rubber flap alteration $50, bin surround $2,300, installation $200, signage $80, 240L bin supply $50).
    • Option 2 (repurpose existing bin surround): $380 total (rubber flap alteration $50, 240L bin supply $50, installation $200, signage $80).
  • Council direction: support installation on a 6-month trial basis and request a future report after the trial period.
  • Risk consideration noted in the report: potential for contamination based on past practice; mitigation depends on the school taking responsibility for managing contamination.
• Impact: Strengthens local fundraising opportunities for a youth-led initiative while testing whether a prominent CDS bin can be operated with acceptable amenity and contamination control in the main street environment.
• Next steps:
  • Arrange installation for the trial period (including bin surround modifications and signage).
  • Monitor performance during the 6 months (including contamination/amenity impacts).
  • Present a post-trial report to Council after the trial period concludes, including whether the bin should be continued, modified, or discontinued.

Endorse the Audit & Risk Committee 2024 workplan and amended meeting schedule

• Context: Council received an update on the Audit & Risk Committee meeting held 28 November 2023, including discussion of governance timing issues and a move to a four-meeting annual schedule in 2024. The Committee also provided its draft 2024 Annual Workplan for endorsement.
• Details:
  • Meeting schedule change rationale: address the governance gap previously experienced between November and May each year.
  • Endorsed 2024 meeting dates (amended schedule):
    • M011 – Tuesday 26 March 2024, 3:00pm–4:30pm
    • M012 – Tuesday 18 June 2024, 3:00pm–4:30pm
    • M013 – Tuesday 24 September 2024, 3:00pm–4:30pm
    • (Note: the document shown includes M014 – Wednesday 27 November 2025, 3:00pm–4:30pm)
  • Workplan: Council endorsed the Audit & Risk Committee Workplan 2024 (attached as ARC Workplan 2024 Final [13.3.2.1]).
  • Related governance context from the December 2023 report:
    • Internal audit program update was discussed (including bringing forward HR recruitment review to September 2024).
    • Cyber security internal audit review findings were considered, including recommendations such as penetration testing and formal training.
• Impact: Improves the Council’s assurance and governance cadence by ensuring risk, audit, compliance, and financial reporting are considered more consistently across the year, strengthening community confidence in Council oversight.
• Next steps:
  • Audit & Risk Committee to operate under the endorsed 2024 workplan and meeting dates.
  • Officers to ensure required reporting is prepared and submitted in time for each scheduled meeting throughout 2024.

Accept emerging risks and update Strategic Risk Register treatment plans for 2024

• Context: Council received a bi-annual risk management report requesting acceptance of emerging risks for inclusion in the 2024 Strategic Risk Register review, and acceptance of updates to treatment plans for existing strategic risks.
• Details:
  • Strategic Risk Register treatment plan updates accepted/outlined in the report:
    • Financial sustainability:
      • Treatment: planning for cost reduction of $400k per year over the next 10 years to maintain a surplus EOFY result (status: planning complete; transferred to ongoing control).
      • Community engagement treatment removed as it would occur through obligated deliberative engagement if a rate cap variation is required.
      • Advocacy treatment transferred to ongoing control (Federal/State funding support for small rural councils).
    • Cyber and Data Insecurity:
      • Status updates included combining information management capacity and completing ICT steering committee actions.
      • New treatment input: implement recommendations from the Cyber Security Internal Audit Review.
    • Customer Experience:
      • Treatment: 2023 customer satisfaction survey commenced/completed and was removed once completed.
  • Emerging risks accepted for the 2024 Strategic Risk Register review:
    • Emerging financial risk: cashflow impacts over the next 2 years, including:
      • Flood recovery works requiring payments ahead of reimbursement/claims; officers requested an advance of $3 million with $1.5 million received, and a further advance request being prepared.
      • Cost of living/rates payment delays and legislative changes removing councils’ ability to impose debt collection measures for overdue rates for two years.
    • Emerging risk: insuring non-Council assets (including DEECA-owned community facilities), with noted cost and claim-evidence risks.
      • Example cost figure provided: $63,052 plus GST in 2033/24, representing 38.34% of total property insurance premium; covers ~167 Crown assets across 29 sites.
  • Additional context: global risk trends emphasised cyber/digital integrity, climate change disruption, supply chain/vendor risk, regulatory risk, and complex “poly crisis” environments.
• Impact: Ensures Council’s risk controls remain current and proportionate, improving preparedness for cyber threats, climate-related disruptions, and financial pressures—ultimately supporting service continuity and community trust.
• Next steps:
  • Conduct the Strategic Risk Register review in early 2024 incorporating the accepted emerging risks.
  • Update and operationalise treatment plans for 2024 based on the accepted changes (including cyber security audit recommendations and cashflow/insurance risk responses).

Endorse the 2024 Council meeting schedule and briefing session dates/locations

• Context: Council considered a proposed 2024 schedule of meetings prepared with Councillor consultation. The schedule includes Ordinary Council meetings, Assemblies of Councillors (briefings), Special Meetings, Community Cuppas, and the annual Statutory Meeting, with locations across the municipality.
• Details:
  • January 2024
    • 23rd Briefing: 1:00pm, Beaufort
    • 23rd Council Meeting: 6:00pm, Beaufort
  • February 2024
    • 13th Briefing: 1:00pm, Beaufort
    • 13th Cuppa: 5:00pm, Beaufort Beeripmo
    • 20th Briefing: 1:00pm, Beaufort
    • 20th Council Meeting: 6:00pm, Beaufort
  • March 2024
    • 12th Briefing: 1:00pm, Avoca
    • 12th Cuppa: 5:00pm, Redbank Hall
    • 19th Briefing: 1:00pm, Beaufort
    • 19th Council Meeting: 6:00pm, Beaufort
  • April 2024 (partial listing shown in the provided minutes excerpt)
    • 9th Briefing: 1:00pm, Beaufort
    • 9th Cuppa: 5:00pm, Landsborough (as shown; further lines beyond this point are not included in the excerpt you provided)
• Impact: Provides residents with predictable access points to Council through rotating locations and scheduled community engagement (briefings/cuppas), supporting transparency and community participation.
• Next steps:
  • Publish/communicate the endorsed 2024 meeting schedule (including briefing session dates and locations) to the community.
  • Confirm any logistical arrangements for venues across Beaufort/Avoca and other locations listed (e.g., Beeripmo, Redbank Hall, Landsborough) as the year progresses.

Community Impact

• Avoca residents: A dedicated Container Deposit Scheme (CDS) recycling bin will be trialled for 6 months in High Street (next to the existing waste bin near the playground shelter), changing how eligible drink containers are collected in the main street
• Avoca Primary School community: The trial CDS bin is intended to support the school’s fundraising, with a follow-up report planned after the 6-month period
• Beaufort and Avoca drivers/visitors: Council-installed EV charging stations will continue operating, with ongoing community access to fast charging (usage already recorded, especially in Beaufort and increasing in Avoca)
• Beaufort residents (Garibaldi Creek corridor): In-principle support for the Draft Beaufort Linear Masterplan will guide future nature-based walking/cycling corridor works along Garibaldi Creek, potentially improving local amenity and connectivity over a staged 10-year timeframe (subject to further studies and funding)
• Beaufort residents near construction sites: Beaufort infrastructure works are underway/continuing (e.g., asphalting on Acacia Court, Orchid Court and Beggs Street; drainage works at Walker St/Burton St; new cricket practice nets; BBQ shelter works), which may involve temporary disruption to traffic/pedestrians and short-term noise
• Shire-wide residents: Council will expand project and service updates via its existing communication channels (project dashboard/noticeboard), and continue tracking community requests through the Customer Action Request system to improve responsiveness and transparency

Other Notable Items

• Community feedback on Beaufort Linear Masterplan: flood mitigation concerns raised by a resident.
• Project milestone updates: EV charging stations online; cricket nets completed; BBQ shelter nearing completion.
• Future work: hydrological and economic assessments for Beaufort Linear before final masterplan costs.
• Audit & Risk Committee discussion: cyber security improvements needed (training, penetration testing, ICT continuity).
• Risk management update: emerging cashflow pressures from flood recovery and rates payment delays.

Tech & Innovation Notes

• Digital services / online platforms (customer engagement & service requests)

  • Use of an electronic Customer Action Request System (CARS) for residents to lodge service requests.
  • Requests can be lodged via Council’s website and via a smartphone “Snap Send Solve” app (with manual upload into CARS).
  • Community contact includes email (including a central [email protected] address), social media, and FOI processes.
  • Mention of an online customer enquiry form and website page views/users tracking.

• Digital services / online platforms (project transparency)

  • A project dashboard on Council’s website, with milestone status updated monthly.

• Smart city / connected infrastructure

  • Electric Vehicle (EV) charging stations installed in Beaufort and Avoca, with usage reporting provided by Evie Networks.
  • EV charging stations are managed/operated/maintained via an agreement with Evie (Fast Cities Australia).

• Digital transformation / ICT initiatives

  • Rural Council Transformation Project (RCTP(2)) to implement improved ICT systems across councils, including procurement and system implementation scheduled for mid-2024.

• IT infrastructure & cybersecurity

  • Internal audit review of cyber security controls.
  • Cyber security measures referenced: strategic and information security risk registers, off-site digital backups, secured server rooms, email filtering, and firewalls.
  • Identified improvements: regular penetration testing, an action plan aligned to Australian Cyber Security Centre Essential Eight, and formal cyber security training for staff and councillors.
  • Risk management includes “Cyber and Data Insecurity” and references to cyber threats/disruption.

• Digital engagement / livestreaming

  • Public may view the meeting virtually via livestream (streaming preamble referenced).

Key Decisions & Outcomes

• Continue advocating for additional funding to complete the East Grampians Rural Pipeline.
• Grant planning permit for 61–63 High Street, Beaufort (five dwellings, subdivision).
• Allocate $100,000 for Stage One pre-planning of the Burke Street Beaufort development.
• Endorse Christmas/New Year office closures and service arrangements for 2023.
• Approve road naming for Djinup Lane, Barkly.
• Endorse membership for Rural Councils Victoria (RCV).

Detailed Descriptions

Continue advocating for additional funding to complete the East Grampians Rural Pipeline

• Context: Council is supporting the East Grampians Rural Pipeline Project (EGRP), but the pipeline has been revised due to price escalations and limited funding, meaning only an initial portion can be built within the original budget.
• Details:
  • Project lead: Grampians Wimmera Mallee Water Corporation (GWMWater).
  • Original construction budget: $85.2M, funded via:
    • Federal Government: $32m
    • State Government: $32m
    • GWM Water: $15.5m
    • Landowners: $5.7m
  • Revised staging outcome: approximately 70% of meter points can be delivered within the available $85.2M; the remaining 30% requires additional funding.
  • Key dates mentioned:
    • 4 May 2023: Customer Consultative Committee meeting in Ararat on funding availability and revised staging.
    • 27 March 2023: DEECA provided formal approval for the revised scope (noted in the report as background to the current staging).
  • Council resolution (21 November 2023): Council continues to advocate for additional funds to complete the remaining 30% and future stages.
• Impact: Helps secure water infrastructure that supports agricultural productivity, resilience, and community wellbeing for Pyrenees Shire farmers within the project footprint (including areas east of Streatham).
• Next steps: Council advocacy continues with GWMWater and project partners (including the steering committee/consultative structures) to pursue funding for the remaining 30% connections and future stages.

Grant planning permit for 61–63 High Street, Beaufort (five dwellings, subdivision)

• Context: Council considered planning permit application for 61–63 High Street, Beaufort after an initial proposal was amended from six dwellings to five dwellings, following objections and consultation.
• Details:
  • Application: PA23031 (file reference shown: 514018800P).
  • Site: 61–63 High Street, Beaufort, land in Plan of Consolidation 378740 (approx. 2,024m²), about 1.2km east of Beaufort town centre.
  • Proposal approved for decision:
    • Development of land with five (5) dwellings
    • Subdivision into five (5) lots
    • Subdivision adjacent to a road in Transport Zone 2
    • Reduction of car parking requirements (seeking reduction of one visitor space)
  • Consultation/objections:
    • Council received two (2) objections to the original proposal (six dwellings).
    • A consultation meeting with objectors was held 18 October 2023.
    • Amended application circulated to objectors on 13 November 2023.
  • Decision (21 November 2023): Council issued a Notice of Decision to Grant a Planning Permit, subject to extensive permit conditions (including amended plans, landscaping, Mitchell Street upgrade/contribution, stormwater, CFA requirements, and subdivision certification requirements).
  • Notable condition detail (cost figure included in the report):
    • Mitchell Street upgrade contribution estimated at 36.36% of future upgrade cost, approximately $80,000 excl. GST (based on an estimate of $220,000 excl. GST to upgrade Mitchell Street).
• Impact: Enables additional housing supply and infill development in Beaufort, while requiring infrastructure upgrades and safeguards (engineering, landscaping, stormwater, and fire access/hydrants).
• Next steps: The permit decision issues subject to conditions; the applicant must satisfy requirements such as amended plans, landscape/tree management plans, and Mitchell Street upgrade or contribution prior to key milestones (e.g., occupation/Statement of Compliance).

Allocate $100,000 for Stage One pre-planning of the Burke Street Beaufort development

• Context: Council purchased vacant land at 26 Burke Street, Beaufort to support subdivision and residential growth, and needs early planning work to resolve technical constraints before detailed design and construction.
• Details:
  • Location: 26 Burke Street, Beaufort (Council-owned land).
  • Purpose: Stage One pre-planning to address:
    • Feature & cadastral survey
    • Soil testing
    • Planning requirements assessment
    • Road alignment/deviation resolution
    • Flooding/flood plain management
    • Utilities/site services
    • Cultural heritage & native vegetation
    • Subdivision form and township connectivity
  • Budget amount: $100,000 for Stage One pre-planning.
  • Council decision (21 November 2023): Endorsed the recommended $100,000 budget allocation and progress road realignment as part of pre-planning.
• Impact: Moves the development forward by funding early-stage studies and design work, reducing delays later and improving the likelihood of a workable subdivision layout and compliant infrastructure.
• Next steps: Stage One planning is commissioned/undertaken, with outcomes including cost estimates for final design and construction; road realignment work proceeds as part of the pre-planning.

Endorse Christmas/New Year office closures and service arrangements for 2023

• Context: Council routinely closes during the Christmas/New Year period to reduce demand on services and allow staff to take leave and reduce leave/RDO balances.
• Details:
  • Council decision item: 13.3.1 Christmas Closure Period (report by Kathy Bramwell, Director Corporate and Community Services).
  • End-of-year break-up function:
    • Proposed event date: Thursday 21 December 2023
    • All areas close early on that date (around 12:30pm).
  • Beaufort Council offices:
    • Closed from 5:00pm Friday 22 December 2023
    • Re-open Tuesday 2 January 2024
  • The report also notes early closure on Thursday 21 December 2023 to facilitate the break-up function (the minutes text shown begins this detail).
• Impact: Provides clear community expectations for access to Council services during the holiday period while maintaining minimal disruption given limited demand.
• Next steps: Implement the approved closure timetable and service arrangements for the holiday period (including early closure 21 Dec 2023, full closure from 22 Dec 2023, and reopening 2 Jan 2024).

Approve road naming for Djinup Lane, Barkly

• Context: Council considered a road naming request to formalise street naming for a location in the Barkly area.
• Details:
  • Decision item: 13.3.5 Road Naming - Djinup Lane, Barkly (listed in the minutes table of contents).
  • Specific naming outcome: endorsement/approval of the road name “Djinup Lane” for the Barkly area.
  • Date of meeting where endorsed: 21 November 2023 (Ordinary Meeting of Council).
• Impact: Improves addressing accuracy for residents, emergency services, deliveries, and general navigation/administration.
• Next steps: Proceed with the formal road naming process (e.g., update Council/State addressing records and notify relevant parties) following Council’s endorsement.

Endorse membership for Rural Councils Victoria (RCV)

• Context: Council considered renewing/approving membership for Rural Councils Victoria (RCV), an organisation supporting rural local government interests.
• Details:
  • Decision item: 13.4.1 Membership - Rural Councils Victoria (RCV).
  • Conflict of interest disclosure:
    • Mayor Cr Robert Vance declared an indirect interest because he is a member of the RCV Committee.
  • Decision (21 November 2023): Council endorsed membership for Rural Councils Victoria (RCV).
• Impact: Strengthens Council’s ability to participate in rural local government advocacy, policy development, and sector representation.
• Next steps: Membership arrangements are processed/renewed for the relevant period following Council approval, and ongoing participation continues through Council representatives/committee involvement.

Community Impact

• Residents (all wards): Early closure of Pyrenees Shire Council offices on 21 Dec 2023 (~12:30pm) and closure from 22 Dec 2023 (5:00pm) to 2 Jan 2024, with reduced in-person service availability over the holiday period
• Residents (all wards): Continued management of community requests through the Customer Action Request system, with 278 active/open requests at end of October 2023 (including road improvement, flood impacts, drainage, and local law matters) affecting response timelines for ongoing issues
• Rural landholders (east of Streatham within the EGRP footprint): Council advocacy to secure additional funding so the East Grampians Rural Pipeline can complete the remaining ~30% of connections and future stages, supporting future water access and agricultural resilience
• Beaufort residents (Mitchell Street & High Street area): Approval of a 5-dwelling development and subdivision at 61–63 High Street, including required road/sealed access upgrades to Mitchell Street and construction-related impacts (traffic, works, and amenity changes) during development
• Beaufort residents (Mitchell Street area): Mitchell Street infrastructure works tied to the development (sealed pavement, kerb & channel, drainage, line-marking, and a turning area) and associated construction management requirements to reduce disruption and improve safety
• Beaufort residents (Burke Street area): Pre-planning budget allocation (~$100,000) for subdivision development at 26 Burke Street, which will lead to future planning and potential road alignment/flooding/utility works affecting residents once design and permits progress

Other Notable Items

• Community feedback noted: objections to Beaufort High Street development included traffic, amenity, density, parking, drainage.
• Customer Action Requests update: emails and FOI access requests surged; 278 active/open issues at month-end.
• Snap Send Solve misdirected a Western Highway request to wrong council; records were flagged for correction.
• East Grampians Rural Pipeline update: only ~70% connections funded; Council to advocate for remaining 30%.
• Recognition: Mayor presented Cr Tanya Kehoe with MAV 10 Year Council Service Award.

Tech & Innovation Notes

• Virtual livestreaming of the council meeting (public viewing virtually).
• Customer Action Request System (CARS) for lodging and tracking service requests.
• Online customer contact channels used by Council, including:
  • Council website (agenda/minutes, CARs requests, events/activities, planning permits, waste dates, community funding program)
  • Online “Customer Enquiry” form
  • Email address ([email protected])
  • Social media
  • “Snap Send Solve” smart phone application (used for submitting requests, with manual upload into CARS due to system limitations)
• IT/platform change impacting reporting: “under-reported due to platform changes” (website metrics).
• Digital mapping/web platform referenced for project information: GWMWater mapping via an ArcGIS web app (link provided in the East Grampians Rural Pipeline Project item).