Pyrenees Shire Council

Key Decisions & Outcomes

• Appointed Cr Robert Vance as Mayor for the 2023/2024 term.
• Set the Mayoral term duration to one year.
• Decided not to elect a Deputy Mayor for 2023/2024.
• Approved updated Councillor representation on committees for 2023/24.
• Replaced Central Highlands Councils Victoria (CHCV) with Greater Ballarat Alliance of Councils (GBAC).
• Updated Audit & Risk Committee Councillor representation and related alternates if Mayor elected.

Detailed Descriptions

Appointed Cr Robert Vance as Mayor for the 2023/2024 term

• Context: The Statutory Meeting of Council was held on Tuesday 31 October 2023 at the Lexton Community Hub (Lexton Recreation Reserve, Prince Street, Lexton). Nominations were called for the Mayor for the 2023/2024 term.
• Details:
  • CEO Jim Nolan called for nominations for Mayor for the 2023/2024 term.
  • Cr David Clark nominated Cr Robert Vance; Cr Ron Eason seconded the nomination.
  • Cr Vance accepted the nomination.
  • No further nominations were received, so a vote was not required.
  • CEO Jim Nolan declared Cr Robert Vance as the duly elected Mayor for Pyrenees Shire Council for the 2023/2024 term.
  • Cr Eason congratulated Cr Vance and presented the gavel; Cr Vance then took the Chair.
• Impact: Establishes the leadership for the 2023/2024 civic year, including Cr Vance’s role as the official representative of Pyrenees Shire Council and the Chair of Council meetings during the term.
• Next steps: Cr Vance assumes the Mayoral role immediately following the declaration at the 31 October 2023 meeting, including any committee roles assigned to the Mayor for 2023/24.

Set the Mayoral term duration to one year

• Context: After nominations, Council determined whether the Mayoral term for 2023/2024 would be one year or two years.
• Details:
  • CEO Jim Nolan called for a motion to determine the Mayoral term length.
  • Cr Ron Eason moved that the Mayoral term be for one year.
  • Cr David Clark seconded the motion.
  • The motion was put to the vote and all were in favour (motion carried).
• Impact: Confirms that the Mayor’s civic term for 2023/2024 is limited to a one-year duration, enabling earlier reassessment of leadership and governance priorities.
• Next steps: The one-year term applies for the elected Mayor (Cr Robert Vance) for the 2023/2024 period, ending at the next statutory election cycle.

Decided not to elect a Deputy Mayor for 2023/2024

• Context: Following the Mayor election, Council considered whether a Deputy Mayor should be elected for the 2023/2024 term.
• Details:
  • The Mayor, Cr Robert Vance, called for a motion to declare whether a Deputy Mayor would be elected.
  • Cr David Clark moved that a Deputy Mayor not be elected for the 2023/2024 term.
  • Cr Damian Ferrari seconded the motion.
  • The motion was put to the vote and all were in favour (motion carried).
• Impact: Removes the formal Deputy Mayor position for 2023/2024, which may affect how responsibilities are delegated in the Mayor’s absence.
• Next steps: No Deputy Mayor will be appointed for 2023/2024; Council will continue operating without that office for the term.

Approved updated Councillor representation on committees for 2023/24

• Context: At each Statutory Meeting, Council determines Councillor representation on committees for the coming year. The report (prepared by Kathy Bramwell, Director Corporate and Community Services) proposed changes from the previous year.
• Details:
  • Report purpose: determine Councillor representation on committees for 2023/24.
  • File No: 18/02/04.
  • Key recommended changes included:
    • Audit & Risk Committee: if either Cr Vance or Cr Ferrari is elected as Mayor from October 2023, an alternate Councillor should be nominated to the Audit & Risk Committee position.
    • Central Highlands Councils Victoria (CHCV) replaced by Greater Ballarat Alliance of Councils (GBAC).
    • Cr Vance resigned from the Board of Timber Towns Victoria.
    • Council officer primary representation for Community Asset Committees changed from Director Corporate & Community Services to Manager Community Wellbeing & Partnerships.
    • Council officer representation on the Pyrenees Community Safety Advisory Group changed from Director Corporate & Community Services to Manager Planning & Development.
  • Council resolved: “That Council appoints the following Councillors as representatives on committees as listed below for the 2023/24 year” (CARRIED).
  • Notable committee outcomes shown in the approved list:
    • Greater Ballarat Alliance of Councils (GBAC): Mayor (as the Councillor representative).
    • Audit & Risk Committee: Cr Eason / Cr Ferrari.
    • Services & Assets Management Steering Group: Cr Vance.
    • Pyrenees Community Safety Advisory Group: Mayor (with staff member Manager Planning & Development).
• Impact: Ensures committee governance remains current for 2023/24, aligns roles with the new Mayoral outcome, and maintains continuity of Council oversight across external and internal bodies.
• Next steps: Committee representation takes effect for the 2023/24 year following the 31 October 2023 Council decision; any required alternates/updates will be applied based on the approved list.

Replaced Central Highlands Councils Victoria (CHCV) with Greater Ballarat Alliance of Councils (GBAC)

• Context: The committee representation review for 2023/24 required updating external formal committee affiliations.
• Details:
  • In the prior representation list (2022 Statutory Meeting), Central Highlands Councils Victoria (CHCV) had been represented by the CEO and the Mayor.
  • In the recommended changes for 2023/24, CHCV was replaced by Greater Ballarat Alliance of Councils (GBAC).
  • Final approved committee list for 2023/24 includes:
    • Greater Ballarat Alliance of Councils (GBAC): CEO (staff) and Mayor (Councillor representative).
• Impact: Aligns Pyrenees Shire Council’s external formal representation with the updated regional alliance structure, affecting inter-council advocacy, information sharing, and policy coordination.
• Next steps: GBAC representation will be used for the 2023/24 term in place of CHCV, with the Mayor acting as the Councillor representative as per the approved committee list.

Updated Audit & Risk Committee Councillor representation and related alternates if Mayor elected

• Context: The committee representation report specifically addressed a governance contingency: if Cr Vance or Cr Ferrari were elected Mayor, the Audit & Risk Committee membership should be adjusted via an alternate nomination.
• Details:
  • The report noted: “The representatives on the Council’s Audit & Risk Committee are currently Cr Vance and Cr Ferrari. If either of these Councillors are elected as Mayor from October 2023, it is recommended that an alternate Councillor be nominated to this position.”
  • Since Cr Robert Vance was elected Mayor on 31 October 2023, the approved 2023/24 Audit & Risk Committee representation was updated to:
    • Audit & Risk Committee: Cr Eason / Cr Ferrari
• Impact: Maintains continuous Audit & Risk oversight by ensuring the committee still has the correct Councillor coverage despite the Mayoral election, supporting transparency and accountability.
• Next steps: The updated Audit & Risk Committee membership (Cr Eason and Cr Ferrari) is effective for 2023/24 following the Council’s CARRIED resolution at the 31 October 2023 meeting.

Community Impact

• Residents (Pyrenees Shire): New Mayor for 2023/24 (Cr Robert Vance) and a one-year mayoral term, shaping council leadership priorities and decision-making for the year
• Residents (community governance): Updated councillor representation on external/internal committees for 2023/24, changing who advocates for local issues in regional and state bodies
• Residents (audit and risk): Audit & Risk Committee councillor membership updated (Cr Eason / Cr Ferrari), influencing oversight of council financial management and risk controls
• Residents (emergency preparedness): Municipal Emergency Management Planning Committee (MEMPC) representation set for 2023/24 (Cr Kehoe), affecting planning and coordination for floods, fires, and other emergencies
• Residents (community safety): Pyrenees Community Safety Advisory Group representation updated (Mayor + staff lead), influencing local safety initiatives and community consultation outcomes
• Residents (community facilities): Committee-of-management councillor assignments confirmed for local venues (e.g., Lexton Community Hub and Beaufort/Brewster/Landsborough/Snake Valley/Waubra facilities), affecting local oversight and priorities for these services

Other Notable Items

• Community concern highlighted about the Western Renewables Link project across Pyrenees Shire.
• Flood impacts (Oct–Nov 2022) and ongoing road repair program discussed.
• Advocacy for sustained state/federal funding for key council services noted as ongoing.
• Transition away from council in-home aged care services; farewell to Community Care Team.
• Future committee representation updates: CHCV replaced by GBAC; officer roles on safety advisory and assets committees changed.

Tech & Innovation Notes

• Electric vehicle charging stations installation (energy/transport infrastructure initiative)
• Council “efficiency measures” in council buildings and purchase of green power (energy/operational sustainability initiatives)
• Lexton Community Hub completion (community facility project)
• Council livestreaming/streaming preamble (online streaming of meeting)

Key Decisions & Outcomes

• No seasonal fee adjustments approved for Beaufort Lake Caravan Park; review in 2024/25.
• Council endorsed bridge load limit signage installation on assessed Council bridges.
• Council approved preferred supplier panel appointments for grass slashing and weed control.
• Council continued regional collaboration on circular economy/waste options; commit to resident engagement.
• Council adopted policy approach for public open space contribution variations (Clause 53.01).
• Council supported ongoing Tourism Midwest Victoria operations and sharing draft Destination Management Plan for comment.

Detailed Descriptions

No seasonal fee adjustments approved for Beaufort Lake Caravan Park; review in 2024/25

• Context: Council considered an operational review of Beaufort Lake Caravan Park (undertaken from early 2022, including benchmarking against ten nearby parks) and whether to introduce seasonal fee differentiation to better match demand.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 17 October 2023.
  • Decision: Council did not approve seasonal fee adjustments at this time.
  • The report stated that further fee changes were not recommended until remedial works were completed to protect the customer experience.
  • Council noted it would consider seasonal rates as part of the 2024/25 budget process.
  • Remedial works identified for quotes/consideration included:
    • Drainage system and internal road network improvements (for interim serviceability until the masterplan is funded).
    • Refurbishment of the amenities block (painting, tiling and appropriate floor coverings).
  • Funding context referenced in the report:
    • $500,000 secured from the Victorian Government’s Regional Jobs and Infrastructure Fund.
    • Expression of interest lodged for a $1M Commonwealth “Growing Regions Program” (outcome expected early November 2023).
    • Council matching funds of $500,000 noted in the broader development context.
• Impact:
  • Residents and visitors will not see immediate seasonal price changes, reducing the risk of demand/occupancy impacts caused by infrastructure shortcomings.
  • Council’s focus shifts to ensuring the park’s physical condition (roads/amenities) supports future pricing changes.
• Next steps:
  • Consider seasonal fees during the 2024/25 budget process.
  • Seek quotations for the drainage/road and amenities block works.
  • Examine funding for these works at the mid-year budget review.
  • Continue pursuing funding avenues to deliver the full masterplan.

Council endorsed bridge load limit signage installation on assessed Council bridges

• Context: Council received a request to install bridge load limit signage to inform the travelling public and reduce the risk of heavy vehicles using bridges that are not suited to higher loads.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 17 October 2023.
  • Decision: Council supported installation of bridge load limit signage on Council’s current load-limited bridges.
  • Signage scope:
    • Load limit signs to be installed on each side of the bridge.
    • Possible advanced/intersection warning signs on higher-classified hierarchy roads to reduce sign congestion.
  • Bridges referenced as part of the broader assessment/signage program included:
    • BR5 on Avoca–Bealiba Rd
    • BR12 on Beaufort–Cargnham Rd
    • BR95 on Landsborough Rd
    • Bridge 166 on Waubra–Talbot Rd
  • Cost estimate: ~$20,000 to install signage on 25–30 bridges.
  • Funding source: 23/24 bridge capital works program or bridge maintenance budget.
• Impact:
  • Improves public awareness of current bridge restrictions, helping protect bridges from premature failure and supporting safer access for commerce and community.
• Next steps:
  • Assets & Development Services authorised road managers to implement signage and manage future updates to load limits/signage as required.
  • Continue seeking funding for necessary bridge upgrades beyond signage.

Council approved preferred supplier panel appointments for grass slashing and weed control

• Context: Council ran a public open tender to establish a preferred supplier panel for grass slashing and weed control services across Pyrenees Shire.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 17 October 2023.
  • Tender/contract: C2223/015 Preferred Supplier – Grass Slashing and Weed Control.
  • Tender process:
    • Released via Council’s Tender Platform: 3 August 2023
    • Advertised until: 30 August 2023
    • Tender documents viewed: 73 times
    • Downloads: 18 companies
    • Submissions received: 7 companies
  • Council resolved to appoint the following preferred suppliers (all assessed as compliant):
    • Berne Flemming Civil Pty Ltd – Grass slashing
    • G S Plantation Services Pty Ltd – Grass slashing and weed control
    • Jones Co Excavation Pty Ltd – Grass slashing, mulching & weed control
    • Scotty's Fencing & Earthworks – Grass slashing
    • Small Plant Hire – Grass slashing & mulching
    • Tanbet Pty Ltd – Grass slashing
    • Wazza Co Pty Ltd – Grass slashing and weed control
• Impact:
  • Enables Council to procure these services through a structured, competitive preferred supplier arrangement, supporting timely maintenance of road reserves, recreation reserves, and other requested areas.
• Next steps:
  • Preferred suppliers to be included on the panel under Contract C2223/015.
  • Suppliers to participate in regular performance reviews and comply with Council’s contractor management requirements (certificates, registrations, licences).

Council continued regional collaboration on circular economy/waste options; commit to resident engagement

• Context: Council considered implications of the Circular Economy (Waste Reduction and Recycling) Act 2021 and ongoing regional work to identify waste and recycling processing options.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 17 October 2023.
  • Regional collaboration:
    • Led by City of Ballarat with a regional group including Central Goldfields Shire, Golden Plains Shire, Hepburn Shire, Moorabool Shire, Northern Grampians Shire, and Central Highlands Water.
    • Collaboration via a Memorandum of Understanding (MOU) and the Ballarat Region Circular Economy Materials Procurement Group.
  • Council decision:
    • Continues to collaborate with regional partners to explore market options for recycling and waste options.
    • Undertakes information and deliberative engagement activities with residents about future waste/recycling changes, including likely cost impacts.
• Impact:
  • Positions Pyrenees Shire to meet state circular economy obligations while ensuring residents are consulted before any service or cost changes occur.
• Next steps:
  • Plan and deliver resident information and deliberative engagement activities as future waste/recycling stream changes are developed.

Council adopted policy approach for public open space contribution variations (Clause 53.01)

• Context: Council reviewed requirements for public open space contributions under Clause 53.01 of the Pyrenees Planning Scheme (and Section 18 of the Subdivision Act), where the default contribution is 5%.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 17 October 2023.
  • Legislative framework:
    • Clause 53.01 requires a 5% public open space contribution for subdivision developments.
    • Council can specify a different contribution amount via a schedule to Clause 53.01.
    • In the absence of a planning scheme amendment, an adopted Council policy can provide delegation to vary the requirement.
  • Council approach (as recommended in the Planning & Development update):
    • Adopt a Council policy to provide a transparent and consistent method for officers to consider variation requests for public open space contributions.
• Impact:
  • Provides clearer decision-making for future subdivision proposals and supports consistent application of contributions across the Shire.
• Next steps:
  • Implement the adopted policy approach for officers when assessing variation requests under Clause 53.01.
  • Apply the policy as more development/subdivision permits come forward.

Council supported ongoing Tourism Midwest Victoria operations and sharing draft Destination Management Plan for comment

• Context: Council received an update on Tourism Midwest Victoria (TMV), a Visitor Economy Partnership formed following the Victorian Government’s review of regional tourism boards.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 17 October 2023.
  • TMV governance/operations referenced:
    • TMV became an incorporated body in April 2023.
    • Inaugural AGM held 11 September 2023.
    • First board meeting held 21 September 2023.
    • TMV scheduled monthly supply/demand committee meetings since beginning of July.
  • Council funding context (from the report):
    • $40,000 annual membership provision (base level) in the 2023/24 budget.
    • Additional $10,000 in 2023/24 for marketing/industry development “buy-ins”.
    • Council committed a sum of $30,000 in annual membership fees and allowed $10,000 in the 2023–24 budget for buy-ins (as stated in the report).
  • Council decision:
    • Notes the Tourism Midwest Victoria update.
    • Supports sharing the draft Destination Management Plan once prepared by TMV with Pyrenees tourism operators and the general community for information and comment.
• Impact:
  • Strengthens Pyrenees Shire’s influence in regional tourism strategy and supports community input into the region’s long-term tourism planning.
• Next steps:
  • TMV to complete the Destination Management Plan and Local Area Plans by end of 2023 (as scheduled in the report).
  • Once released, Council will facilitate sharing the draft plan for resident/tourism operator comment.

Community Impact

• Residents (Beaufort Lake Caravan Park users): Council will not introduce seasonal fee changes now; any seasonal adjustments are deferred to the 2024/25 budget process
• Residents (caravan park visitors and nearby community): Remedial maintenance is planned (amenities block refurbishment and internal road/drainage improvements) to protect occupancy and visitor experience
• Residents (all road users, especially heavy vehicles): Bridge load limit signage will be installed on selected bridges to warn drivers and reduce the risk of bridge damage/failure
• Residents (waste/recycling service users): Council will undertake information and deliberative engagement about future waste/recycling stream changes that are likely to increase resident costs
• Residents (road reserve and recreation areas): Grass slashing and weed control services will be delivered by newly endorsed preferred suppliers, affecting maintenance frequency/coverage across mapped areas
• Residents (planning applicants and future development): Council will adopt a policy approach for varying public open space contributions under Clause 53.01, affecting what developers may be required to fund/provide for new public open space

Other Notable Items

• Public questions on branding on council vehicles and availability of 4WD flood-response vehicles.
• Concern raised about missing Pyrenees Shire approach sign; VicRoads permissions and branding review discussed.
• Customer Action Requests report: expanded tracking beyond CARs; large email volume and rising FOI requests.
• Economic development updates: Tourism Midwest Victoria operational; Destination Management Plan due end of year.
• Planning update: staffing capacity issues and VCAT compulsory conference success for emergency services facility permit.

Tech & Innovation Notes

• Digital services / online platforms

  • Council uses an electronic Customer Action Request System (CARS) for residents to lodge service requests.
  • CARS requests can be submitted via Council’s website and via a smartphone “Snap Send Solve” application (with manual upload by staff).
  • Council tracks website page views/users and online customer enquiry form usage.
  • A digital marketing project provided one-on-one support to local businesses with their digital marketing.
  • Public procurement was advertised via Council’s Tender Platform (online tender viewing/downloads).

• IT / communications infrastructure (telecommunications)

  • Economic development update notes opportunities for improved telecommunications to support innovation in agriculture, tourism, and community needs.

• Digital transformation / service delivery improvement

  • Customer contact reporting includes multiple channels (CARS, emails, phone/switchboard, FOI, social media) to improve responsiveness and track customer satisfaction trends.

• Cybersecurity / smart city initiatives

  • No explicit mentions found in the provided minutes.

Key Decisions & Outcomes

• Support gazettal of heavy vehicle approved roads for B-double/HML/GHMS/PBS networks.
• Designate Barkly Hall as a Neighbourhood Safer Place/Place of Last Resort.
• Approve $8.932m carryover to the 2023/24 budget for listed projects and grants.
• Adopt updated Instruments of Appointment and Authorisation for authorised officers.
• Adopt road name “Pear Tree Lane” for an unnamed Ercildoune road.
• Adopt in principle 2022/23 Financial and Performance Statements for Auditor-General certification.

Detailed Descriptions

Support gazettal of heavy vehicle approved roads for B-double/HML/GHMS/PBS networks

• Context: Council previously approved B-double access on selected “link hierarchy” roads (15 September 2020) and has since completed further investigations to inform updates to the heavy vehicle gazetted network, including Performance Based Standards (PBS) routes.
• Details:
  • Council considered a request to gazette (pre-approve) heavy vehicle access on selected Council-managed roads so heavy vehicles do not need to apply for heavy vehicle permits via the NHVR (National Heavy Vehicle Regulator).
  • The report sought support to add/expand access for configurations including:
    • Class 2 B-double
    • Class 2 HML
    • Class 2 GHMS – B-Double
    • Class 2 GHMS – Rigid & Semi
    • PBS Class 1 combinations
    • PBS Class 2A combinations
  • The networks are described as supporting up to a 68.5 tonne PBS B-double.
  • Key road gazettal additions/updates (as listed in the report):
    • Link roads (examples):
      • Eurambeen–Streatham Rd (Western Hwy to Shire boundary): additional access to HML, GHMS (B-double and Rigid/Semi), PBS 1 & PBS 2A
      • Mt William Rd (Eurambeen–Streatham Rd & West Boundary Rd): update to B-double, HML, PBS 1 & PBS 2A (noting it is already in GHMS networks)
      • Carngham–Streatham Rd (Mt William Rd to Beaufort Carngham Rd): gazette B-double, HML, GHMS, PBS 1 & PBS 2A (with planned upgrades for deteriorating sections)
      • Beaufort–Carngham Rd (Carngham Streatham Rd to Ballarat Carngham Rd): additional access to HML, GHMS, PBS 1 & PBS 2A (noting bridge 11 at Mena Park currently limits the Western Hwy section)
      • Linton–Carngham Rd (Ballarat Carngham Rd to Smythdale–Snake Valley Rd): gazette B-double, HML, GHMS, PBS 1 & PBS 2A (with bridge 28 limiting the full road)
      • Smythesdale–Snake Valley Rd: gazette B-double, HML, GHMS, PBS 1 & PBS 2A (noting the Gold Plains Shire-managed section is not on VicRoads maps)
      • Raglan–Elmhurst Rd / Main Lead Rd / King St / Albert St: gazette B-double, HML, GHMS, PBS 1 & PBS 2A (bridge 139 upgrade referenced)
      • Dunolly–Avoca Rd: gazette B-double, HML, GHMS, PBS 1 & PBS 2A
      • Homebush Rd & North St (Avoca): gazette B-double, HML, GHMS, PBS 1 & PBS 2A (bridges require monitoring/upgrades)
      • Moonambel–Natte Yallock Rd: gazette B-double, HML, GHMS, PBS 1 & PBS 2A
    • Collector/local links (examples):
      • Vite Vite–Skipton Rd: gazette B-double, HML, GHMS, PBS 1 & PBS 2A
      • Darlington–Carranballac Rd: gazette additional access to HML, GHMS, PBS 1 & PBS 2A
      • Geelong Rd (Eurambeen–Streatham Rd to Shire boundary): gazette B-double, HML, GHMS, PBS 1 & PBS 2A
    • Roads explicitly noted as restricted/no access (no change) included Amphitheatre Rd, Lexton–Ararat Rd, and Landsborough–Elmhurst Rd (due to bridge capacity/load limits).
  • Future bridge upgrade strategy referenced to support heavy vehicle access:
    • Bridge 10 – Beaufort Carngham Rd replacement: $1.7 million
    • Bridge 97 & 99 – Lexton Ararat Rd deck overlays: $300k each
    • Bridge 89 & 90 – Landsborough Elmhurst Rd deck overlays: $300k each
  • Council resolved:
    1. Support gazettal of all roads detailed in the report into the relevant B-double/HML/GHMS/PBS networks.
    2. Support officers to seek funding for further bridge/road works to expand the network.
• Impact: Reduces permit administration burden for industry and supports freight access across Pyrenees Shire, while Council can manage pavement/bridge wear through monitoring and planned upgrades.
• Next steps:
  • Submit/continue the gazettal process through the NHVR/DTP pathway (notification/approvals referenced as a “quick process” once initiated).
  • Implement additional inspections and traffic count monitoring on listed bridges/pavements (e.g., bridges 81–83 on Homebush Rd, bridge 25 on Linton Carngham Rd, and Mt William Rd/Carngham Streatham Rd pavements).
  • Pursue the referenced bridge upgrade funding to maintain and expand the network.

Designate Barkly Hall as a Neighbourhood Safer Place/Place of Last Resort

• Context: Under the Country Fire Authority (CFA) Act requirements, Council must annually review Neighbourhood Safer Places (NSPs) and nominate sites that can meet CFA assessment guidelines.
• Details:
  • Council considered the CFA assessment outcome from a September 2022 review where additional sites (including Barkly Hall) were assessed as non-compliant but potentially capable of reaching compliance with prescribed works.
  • Council officers advised that for Barkly Hall, the solution was to resubmit and nominate the inside of the Barkly Hall as the NSP/Place of Last Resort.
  • Council resolved to:
    1. Note the list of previously prescribed NSPs published on Council’s website.
    2. Designate Barkly Hall as a Neighbourhood Safer Place/Place of Last Resort.
    3. Commence the gazettal process for Barkly Hall and commit to a budget increase for prescribed works.
    4. Continue monitoring potential NSP sites at Amphitheatre, Crowlands and Raglan (adjacent landowner agreement issues prevented designation of those sites).
  • Current designated NSP locations (as listed in the report) included nine sites such as:
    • Lexton – Toll Bar Park
    • Waubra – Recreation Reserve
    • Beaufort – Wotherspoon Park
    • Snake Valley – St Brigid’s Church Reserve
    • Avoca – Medium strip, High Street
    • Moonambel – Recreation Reserve
    • Natte Yallock – Recreation Reserve
    • Redbank – Recreation Reserve
    • Landsborough – Recreation Reserve
  • Financial note: maintaining a single NSP is estimated at $2,000–$2,500 per site per year (with Barkly Hall requiring prescribed works and a budget increase).
• Impact: Improves bushfire emergency preparedness by providing an additional, CFA-assessed “place of last resort” option for residents in the Barkly Hall locality.
• Next steps:
  • Start the gazettal process with CFA/required authorities for Barkly Hall.
  • Allocate the required budget increase to complete prescribed works.
  • Continue assessing feasibility of additional sites at Amphitheatre, Crowlands and Raglan.

Approve $8.932m carryover to the 2023/24 budget for listed projects and grants

• Context: Council needed to approve carryover amounts from the 2022/23 financial year into the 2023/24 budget for items that were unfinished at 30 June 2023 and/or involved grants received in advance.
• Details:
  • Council resolved to approve $8.932 million to be added to the 2023/24 Budget to fund the attached list of carryovers.
  • Of the $8.932m, $6.67 million relates to Commonwealth Financial Assistance Grant payments paid in advance.
  • The report explained carryovers are required where:
    • grants are received in advance and are untied for the next year, or
    • projects are works in progress at 30 June 2023 requiring funding to complete.
  • Funding source/risk control:
    • Carryovers are sourced from cash in excess of the forecast position in the 2023/24 budget.
    • As at 30 June 2023, Council had $19.293 million in cash and investments, and carryovers must remain within the 10-year financial plan parameters.
• Impact: Ensures continuity of delivery for multi-year projects and grant-funded activities, preventing disruption caused by funding gaps while maintaining compliance with the long-term financial plan.
• Next steps:
  • Implement the carryover list into the 2023/24 budget following Council’s approval (as per the decision at the 19 September 2023 meeting).
  • Continue financial reconciliation to ensure carryovers remain supported by surplus funds.

Adopt updated Instruments of Appointment and Authorisation for authorised officers

• Context: Under the Local Government Act 2020, Council must keep delegations, appointments and authorisations current, especially when officers change roles or when legislative requirements evolve.
• Details:
  • Council adopted updated Instruments of Appointment and Authorisation following a review conducted in early September 2023.
  • Instruments adopted:
    • S11 – Instrument of Appointment and Authorisation (General)
    • S11A – Instrument of Appointment and Authorisation – Planning & Environment Act 1987 only
    • S11B – Instrument of Appointment and Authorisation – Environment Protection Act 2017 only
  • Council resolved that:
    1. It considers and adopts the three instruments above.
    2. Staff named in the instruments are appointed/authorised as specified.
    3. Individual instruments may be created for officers in accordance with the overarching documents.
    4. Instruments come into force immediately the common seal is affixed and remain until varied/revoked.
    5. The instruments be sealed.
• Impact: Enables authorised officers to lawfully exercise statutory powers and perform Council functions, reducing compliance risk and ensuring continuity of service delivery.
• Next steps:
  • Affix Council’s common seal to the instruments.
  • Ensure relevant officers’ authorisations are operational immediately upon sealing.
  • Maintain ongoing annual review of instruments for currency.

Adopt road name “Pear Tree Lane” for an unnamed Ercildoune road

• Context: Council identified an unnamed road section in Ercildoune that is used as primary access by properties and is included in the Public Road register, requiring a unique name for asset identification and addressing.
• Details:
  • Council adopted the proposed road name: “Pear Tree Lane” for the unnamed road in Ercildoune.
  • The road description in the resolution: unnamed road between the Western Highway and the end of the Government Road alignment on the southern edge of Lot 2 PS708449.
  • Consultation and naming process included:
    • Letters to affected landholders offering “Lamb Lane” or requesting alternatives.
    • A submission of the Indigenous name “Araluen” to Wadawurrung Traditional Owners Aboriginal Council, which was rejected as not being of local language.
    • A final consultation period for objections to Pear Tree Lane.
    • Result: no objections received after the statutory consultation period.
  • Rationale: “Pear Tree Lane” reflects local geographic character (reference to “Pear Tree Bend”).
  • Council also noted practical addressing/safety reasons and that signage/addressing changes occur only after Geographic Names approval.
• Impact: Improves emergency response and service delivery by enabling clear property addressing and correct identification of the road asset.
• Next steps:
  • Submit the adopted name to Geographic Names for formal consideration and approval.
  • After approval, implement:
    • signage (including a street blade),
    • property address updates (letters to landholders, system updates, and Vicmap Address updates).

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

• Context: The Local Government Act 2020 requires Council to approve the 2022/23 Financial Statements and Performance Statement “in principle”, authorise councillors to certify final versions, and then submit to the Auditor-General for certification.
• Details:
  • Council adopted in principle and authorised certification steps for the 2022/23 Financial Statements and Performance Statement.
  • Council resolved:
    1. Adopt in principle and submit the 2022/23 Financial Statements and Performance Statement to the Auditor-General for certification subject to recommendation of the Audit and Risk Committee.
    2. Authorise the Audit and Risk Committee councillor representatives to certify final statements after Auditor recommendations/changes:
  • Councillor Ferrari
  • Councillor Vance
  • Key accounting factors noted in the report included:
    • Asset revaluation/impairment due to the October 2022 floods
    • Revaluation reflecting increased costs since revaluation
    • Receipt of 2023/24 Financial Assistance grants in 2022/23
• Impact: Progresses statutory financial reporting to independent audit certification, supporting transparency and accountability for Council’s financial stewardship.
• Next steps:
  • Audit and Risk Committee reviews and recommends the statements.
  • Submit to the Auditor-General for certification.
  • Councillors Ferrari and Vance certify the final audited versions once Auditor changes are completed.

Community Impact

• Residents (whole shire): Expanded reporting and tracking of council customer contacts (emails, FOI, infringement reviews, website activity) to improve transparency about responsiveness and service issues
• Residents along freight routes: Council supports gazetting additional heavy-vehicle access on multiple council-managed roads (e.g., Eurambeen–Streatham Rd, Mt William Rd, Carngham–Streatham Rd sections, Beaufort–Carngham Rd, Linton–Carngham Rd, Raglan–Elmhurst/Main Lead/King & Albert St, Dunolly–Avoca Rd, Homebush Rd & North St, Moonambel–Natte Yallock Rd, Vite Vite–Skipton Rd, Darlington–Carranballac Rd, Joel Joel Rd & Crowlands Eversley Rd, Geelong Rd section), potentially increasing heavy vehicle volumes and wear on roads/bridges
• Bushfire safety (Barkly area): Barkly Hall is designated as an additional Neighbourhood Safer Place/Place of Last Resort, changing local emergency shelter arrangements during bushfire events
• Residents/landholders on unnamed access road (Ercildoune): Adoption of the road name “Pear Tree Lane” for an unnamed road used by four rural properties, leading to address/signage updates and improved emergency services locating properties
• Ratepayers/residents (2023–24 budget): Approval of $8.932 million in carryover funds to complete multi-year projects and account for grants received in advance, affecting what services/projects are funded in 2023–24
• Community members using council services/facilities: Updated service review program for 2023–2026 (including Frontline Services and Aquatic Facilities Management) may lead to changes in how services are delivered and potential efficiency/savings measures affecting service levels

Other Notable Items

• Customer satisfaction declining trend; report expanded beyond CARs to include emails, FOIs, complaints.
• August 2023 customer action requests: 373 logged, 413 closed; 344 active/open at month-end.
• FOI workload noted: one organisation submitted monthly requests; 8 received May–August 2023.
• Proposed heavy-vehicle network gazettal expansion; bridge/pavement monitoring and upgrade strategy discussed.
• Barkly Hall designated as a Neighbourhood Safer Place; other potential sites blocked by landowner agreement issues.

Tech & Innovation Notes

• Customer Action Requests (CARS) system used to lodge service requests, including via Council’s website and smartphone app (“Snap Send Solve”); also mentions handling via email, phone, FOI processes, and social media.
• Virtual meeting/livestream access for members of the public (meeting streamed virtually).
• Website analytics/contact metrics reported (website page views, users, “Contact Us” page, customer enquiry form) including “platform changes” affecting reporting.
• Service review program (2023/24–2026) including a prior recommendation to create an “Information Management” business unit by merging ICT and Records Management to manage electronic data consistently.
• Delegations/authorisations instruments published on Council’s website (public inspection).
• Use of digital/online mapping platforms for heavy vehicle road networks (VicRoads interactive maps; NHVR ArcGIS web app viewer links).

Key Decisions & Outcomes

• Adopt “Amarant Road” for duplicated Landsborough Road section.
• Adopt updated Health, Safety & Wellbeing Policy 2023.
• Accept Council Plan progress report (30 June 2023) and approve measure/priority changes.
• Give notice to Rail Freight Alliance (RFA) to not continue membership beyond 30 June 2024.
• Continue membership with Municipal Association of Victoria (MAV).
• Continue membership with Western Highway Action Committee (WHAC).

Detailed Descriptions

Adopt “Amarant Road” for duplicated Landsborough Road section

• Context: Council identified a duplicated road name (“Landsborough Road”) through a road name auditing process and resolved on 21 February 2023 to rectify it by seeking an alternative name for the affected section.
• Details:
  • Road section: Landsborough Road (duplicate name) between Ararat–St Arnaud Road and Stawell Avoca Road
  • Proposed unique name: Amarant Road
  • Road characteristics: services around 20 properties (most not residential); a sealed road connecting Landsborough to other towns
  • Consultation undertaken with affected landholders and stakeholders:
    • Letters to affected landholders (total 19 properties / 42 landholders consulted)
    • Landsborough Noticeboard
    • Council website posting
    • Email/letter to Barengi Gadjin Land Aboriginal Corporation (closest to the road)
    • Advertisements in local press
  • Aboriginal consultation outcome: no response received from Barengi Gadjin Land Aboriginal Corporation
  • Landholder consultation outcome: one response received; no objections after statutory consultation
  • Geographic Names process: once adopted, Council must submit to Geographic Names for formal consideration/approval before signage and address changes occur
  • Costs noted (after adoption by Geographic Names):
    • Administration to change addresses in council systems and Vicmap Address
    • Purchase/installation of two street blades (one at each end of the road) and removal of any old-name signage
• Impact: Improves public safety and service delivery by ensuring emergency services, contractors, and residents can clearly identify the correct road and asset; also reduces risk of incorrect works being carried out.
• Next steps:
  • Submit “Amarant Road” to Geographic Names for formal approval.
  • After approval: update signage and property addresses (letters to landholders; system updates including Vicmap Address).

Adopt updated Health, Safety & Wellbeing Policy 2023

• Context: Council’s existing Health, Safety & Wellbeing Policy was due for review in 2023 to ensure ongoing compliance with occupational health and safety obligations.
• Details:
  • Review completed: July 2023
  • Consultation/consideration: submitted to the Health Safety & Wellbeing and Risk Management Committees for consideration and approval
  • Nature of changes: minor changes only, to keep the policy current with legislative obligations
  • Council action: Council adopted the updated Health Safety & Wellbeing Policy 2023 at the 15 August 2023 meeting
• Impact: Strengthens workplace safety governance and reduces legal risk by ensuring Council maintains a current policy framework for a safe workplace.
• Next steps:
  • Implement and communicate the updated policy internally (as required by Council’s governance processes).
  • Continue monitoring compliance through the relevant committees.

Accept Council Plan progress report (30 June 2023) and approve measure/priority changes

• Context: Under section 90 of the Local Government Act 2020, Council adopted the Council Plan 2021–2025 and requires regular reporting on delivery progress. The report provided an end-of-year update for 2022/23 as at 30 June 2023.
• Details:
  • Report accepted: Council Plan Progress Update – EOFY Report 30 June 2023
  • Overall progress: 66 priority actions in the Council Plan; 60 commenced (91%)
  • Priority actions not commenced (6 items) included:
    • Enabling Principles: annual report to a community consultative group (late 2023)
    • Priority 1 People: Diversity & Inclusion Strategy; Accessibility Strategy (funding not available)
    • Priority 2 Place: heritage assets support (funding not available)
    • Priority 2 Place: sustainable growth/development principles (project funding/capacity not available)
    • Priority 3 Environment: roadside management strategy biodiversity regeneration (review planned for 2023/24)
  • Measures recommended for change:
    • Priority 1 – People, measure 3: discontinue Participation in active ageing social support programs (target proposed to change due to exit from funded aged care programs from 1 July 2023)
    • Priority 2 – Place, measure 3: change from “Number of townships with Framework Plans” to “Framework plan implementation activities commenced” (target to be determined)
  • Priority actions recommended for discontinuation/removal (due to funding/capacity constraints):
    • Discontinue and remove Priority 1 People (c) item 8: Develop a Diversity and Inclusion Strategy
    • Discontinue and remove Priority 2 Place (a) item 2: Identify priorities and seek support to preserve/protect heritage assets
    • Discontinue and remove Priority 2 Place (c) item 10: Adopt and apply principles around sustainable growth and development
• Impact: Refocuses Council Plan delivery on achievable priorities and updates performance measurement to better reflect community expectations and resourcing realities.
• Next steps:
  • Report back to community members who participated in deliberative engagement (as per recommendation).
  • Hold an appropriate community event to discuss implementation progress.
  • During 2023/24: convene an internal working party to determine what accessibility/inclusion can be achieved within existing budget parameters.
  • Update Council Plan documentation for the 2023/24 changes as approved.

Give notice to Rail Freight Alliance (RFA) to not continue membership beyond 30 June 2024

• Context: Council reviewed membership value in the context of financial constraints. RFA membership was currently for 2023/24, and a decision was required about continuation beyond 30 June 2024.
• Details:
  • Membership fee: $3,756.50 for 2023/24, paid in May 2023
  • Council decision: provide notice to RFA that Council will not continue membership beyond 30 June 2024
  • Rationale noted in the report:
    • Rail freight advocacy benefits Pyrenees (reducing truck impacts/traffic through small towns)
    • However, rail is a responsibility of other government and Council needs to consider whether ongoing membership funding is warranted given constraints
• Impact: Reduces ongoing membership expenditure and reallocates resources to higher local priorities, while ending formal participation in RFA advocacy after the notice period.
• Next steps:
  • CEO/Council administration to issue formal notice to Rail Freight Alliance.
  • Membership continues through 30 June 2024, after which Council will not renew.

Continue membership with Municipal Association of Victoria (MAV)

• Context: Council undertook systematic review of memberships to identify potential savings, but assessed MAV as a key legislated peak-body membership with broad benefits.
• Details:
  • Council decision (15 August 2023): continue membership with Municipal Association of Victoria (MAV)
  • MAV role: legislated peak body for Victoria’s local councils; provides advocacy, capacity building, policy advice, councillor support, and insurance/procurement services
  • MAV leadership detail: Pyrenees Councillor Cr David Clark is the current President
  • Pyrenees delegate: Cr Robert Vance (participates in and votes at State Council meetings)
  • Annual membership fee: $22,506
• Impact: Maintains Council’s access to sector advocacy, policy support, and member services—helping protect and advance local government interests across Victoria.
• Next steps:
  • Continue MAV membership for the relevant period following the decision.
  • Ensure councillor delegate participation continues (including State Council engagement).

Continue membership with Western Highway Action Committee (WHAC)

• Context: WHAC has historically supported Western Highway advocacy and research, and the Western Highway still requires further upgrades and safety improvements relevant to Pyrenees.
• Details:
  • Council decision (15 August 2023): continue membership with Western Highway Action Committee (WHAC)
  • WHAC objectives include upgrading Western Highway for:
    • Safety, transport efficiency, amenity
    • Lobbying for government funding
    • Supporting bypass issues and highway enhancement programs
  • Key WHAC achievements referenced:
    • Technical work leading to commitments for duplication of the Western Highway from Ballarat to Stawell
    • Completion of Stage 1 Ballarat to Beaufort
    • Role in Deer Park Bypass
    • Support for Pyrenees advocacy over Beaufort Bypass
    • Improved safety at Beaufort including speed/red light camera installation (completed recently)
  • Ongoing priorities needing attention:
    • Completion to Beaufort Bypass
    • Congestion removal (Melton to Caroline Springs)
    • Speed restriction removal east of Ballarat
    • Improved maintenance standards for safety/ride
  • Financial implication: no annual fee associated with WHAC membership (as stated in the report)
  • Pyrenees representation: Director Assets and Development Services and Councillor Damian Ferrari
• Impact: Keeps Pyrenees engaged in coordinated advocacy for Western Highway upgrades that affect safety, freight efficiency, and regional connectivity.
• Next steps:
  • Continue WHAC membership and representation through the committee’s activities.
  • Maintain focus on WHAC advocacy priorities during 2023/24 and beyond.

Community Impact

• Flood-affected residents: Continued flood recovery support including outreach for funding/clean-up referrals and ongoing repairs to private fencing across the municipality
• Residents and community groups: Repair and reinstatement of flood-damaged community assets (e.g., Beaufort Scout/Guide Hall repairs commenced; Avoca Men’s Shed completed; Avoca Recreation Reserve complex nearing completion)
• Road users and property owners: Large-scale flood infrastructure works (roads/culverts) continuing with a reported $8M program, with regular public updates on progress
• Residents seeking services: Expanded reporting on Council responsiveness beyond Customer Action Requests (CARS) to include other contact channels such as emails/FOI, improving visibility of how requests are handled
• Affected landholders and the wider community: Renaming of a road section from Landsborough Road to Amarant Road (between Ararat–St Arnaud Road and Stawell Avoca Road), requiring address/signage changes and updates to Council/Vicmap systems
• Ratepayers and service users: Council Plan progress and measure changes (including discontinuing some targets due to funding/capacity) shaping which community programs and services are prioritised in 2023/24

Other Notable Items

• Flood recovery update: $8M infrastructure works underway; 12% completed, 19% coordinated.
• Community-led flood initiatives planned with residents, neighbouring councils, and recovery agencies.
• Customer action requests reporting expanded beyond CARs to include broader community contact channels.
• Council Plan progress: 91% of priority actions commenced; some delayed due to funding/capacity constraints.
• Future agenda item flagged: detailed report on Circular Economy reforms to a later Council meeting.

Tech & Innovation Notes

• Digital services / online platforms

  • Public meeting livestream for residents to view the council meeting virtually.
  • Council website used for information and public updates (e.g., flood recovery updates; “Noticeboard” and “Flood Recovery Newsletter” referenced).
  • Website engagement metrics reported (page views, users, “Contact us” page, customer enquiry form).
  • Customer Action Request System (CARS) as an electronic system for service requests.
  • Use of the smartphone app “Snap Send Solve” for lodging requests (noting manual upload into CARS).
  • FOI processes referenced as part of digital/administrative customer contact channels.
  • Online CO2 monitoring platform: implementation of Trellis web-based software for CO2 emissions monitoring and reporting.

• IT infrastructure / data systems

  • Trellis software integrated with Council’s financial systems to collect, interpret, and act on transaction data for a corporate carbon footprint.
  • CO2 emissions monitoring includes tracking electricity and fleet/fuel usage and generating graphs/alerts for anomalies.

• Digital transformation / service delivery improvement

  • Expansion of customer reporting beyond CARS to include other contact media (emails, website usage, etc.) to improve transparency and responsiveness reporting.

• Smart city initiatives

  • No explicit smart city initiatives mentioned.

Key Decisions & Outcomes

• Approve up to $15,000 basic maintenance for Beaufort RV free camp site
• Defer detailed RV site improvement designs and costing to 2024/25 budget process
• Endorse revised Road Hierarchy and adopt updated Register of Public Roads
• Commit to High Street (Avoca) median maintenance improvements north of 272 High Street
• Endorse $517,364.40 insurance program renewal for 2023/24
• Seek Council direction on future active ageing services following community care transition

Detailed Descriptions

Approve up to $15,000 basic maintenance for Beaufort RV free camp site

• Context: Council considered how to address the current damp/boggy condition of the Beaufort RV free camp site as it continues to be used by RV travellers, but without additional investment or upkeep since its establishment.
• Details:
  • Location: RV free camp site at 10 Audas Lane, Beaufort (adjacent to the Apex and Croquet club facilities).
  • Background cost: Site established in May 2018 at a cost to Council of $38,306 (early 2018), with no additional investment/upkeep since then.
  • Options assessed: The report presented multiple remediation options, including:
    • Option 1 (basic maintenance): topping up with gravel and installing a culvert up to $15,000.
  • Council resolution (18 July 2023 Ordinary Council Meeting):
    • Undertakes basic maintenance work to improve the access and use of the site up to $15,000 as outlined in option 1.
• Impact: Improves access and usability of the RV free camp site in the short term, helping maintain Beaufort’s RV-friendly status and supporting RV visitor use despite drainage/slope limitations.
• Next steps:
  • Implement the approved basic maintenance (up to $15,000) at the Audas Lane site.
  • Continue planning for longer-term improvements via the 2024/25 budget process (see next decision item).

Defer detailed RV site improvement designs and costing to 2024/25 budget process

• Context: Council determined that while immediate basic maintenance could address access and usability, the deeper drainage/slope/road network issues require detailed designs and costing.
• Details:
  • Council resolution (18 July 2023 Ordinary Council Meeting):
    • Undertakes further design and costing for improvements to the site to be considered as part of the 2024/25 budget process.
  • The report noted that more substantial options were estimated at:
    • Upwards of $40,000 (for slope/drainage improvements or raised road network with drainage/landscaping), and
    • Upwards of $100,000 (for a sealed road option).
  • The report also stated that detailed designs were required to accurately assess costs.
• Impact: Ensures Council does not commit to major capital works without proper design and cost certainty, while still progressing longer-term remediation through the formal budgeting cycle.
• Next steps:
  • Officers prepare designs and costings for the RV site improvement options.
  • These are brought forward for Council consideration during the 2024/25 budget process.

Endorse revised Road Hierarchy and adopt updated Register of Public Roads

• Context: Council is required under the Road Management Act 2004 to maintain an up-to-date Register of Public Roads, including road classification (hierarchy) and management responsibilities.
• Details:
  • Meeting date: 18 July 2023 (Ordinary Council Meeting).
  • Council action:
    • Endorses the revised Road Hierarchy as detailed in the report.
    • Adopts the revised Register of Public Roads (provided as an attachment: PSC Road Register July 2023 [13.2.2.1 – 55 pages]).
  • Key matters included in the revision:
    • Corrections to road lengths and start/end points.
    • Amendments to road hierarchy (including adoption of an additional class Local Access 3 for what were previously fire access/informal tracks).
    • Updates to coordinating/responsible road authorities and locational descriptions.
    • Alignment with boundary demarcations and processing of unused-road licence-related entries.
  • The revision was intended to support accurate reporting including Grants Commission corrections based on road length and classification.
• Impact: Strengthens governance and risk management by ensuring Council’s statutory road records and classifications are accurate, transparent, and aligned to Council’s responsibilities.
• Next steps:
  • Publish/maintain the updated Register as a public document (available on Council’s website and at customer service counters).
  • Continue any remaining work required to confirm contemporary boundary road agreements with other municipalities.

Commit to High Street (Avoca) median maintenance improvements north of 272 High Street

• Context: A petition raised concerns about the condition of the northern end of High Street, Avoca, including amenity maintenance, fire risk, drainage effectiveness, and flooding impacts.
• Details:
  • Petition origin: Received prior to the 20 June 2023 Council meeting; petition tabled at that meeting by officers.
  • Petition details:
    • Submitted by Sue Allan of Avoca.
    • Included 8 signatures.
    • Concerned the “overgrown state of the northern end of High Street Avoca Vic 3467,” with photos showing vegetation north of the railway line and predominantly north of Astbury Street.
  • Maintenance categorisation:
    • South of 272 High Street: maintained as a high amenity cut area with regular mowing.
    • North of 272 High Street: maintained under fire amenity categorisation (regular slashing where weather permits).
  • Council resolution (18 July 2023 Ordinary Council Meeting):
    • Commits to improving the level of maintenance and amenity of the High Street median north of 272 High Street through the proposed works that Council has programmed.
    • (Also resolved to write to petition signatories with addresses and provide a copy of the report/resolution.)
• Impact: Addresses community concerns about amenity, vegetation management, and related drainage/flood mitigation by increasing programmed maintenance north of 272 High Street.
• Next steps:
  • Deliver the programmed maintenance works when conditions allow.
  • Send correspondence to petition signatories with the Council report and resolution.

Endorse $517,364.40 insurance program renewal for 2023/24

• Context: Council must maintain insurance coverage for risk sharing across multiple lines (public liability, property, cyber, motor vehicles, etc.). Renewal was required by 1 July 2023, but information was received too late for June 2023 advance approval.
• Details:
  • Meeting date: 18 July 2023.
  • Insurance program start: 1 July 2023 for the 2023/24 financial year.
  • Council action:
    • Endorsed the decision to procure the insurance program at a total cost of $517,364.40.
  • Reported change: Insurance program renewal represented a 13.52% increase overall, largely influenced by flood impacts in Oct/Nov 2022.
  • Insurance lines referenced included:
    • Property (JMAPP Discretionary Trust Program),
    • Public Liability and Professional Liability (MAV Liability Mutual),
    • Motor Vehicle (Vero),
    • Personal Accident (Victor Underwriting with Chubb),
    • Corporate Travel (Victor Underwriting with Chubb),
    • Community Liability Pack (QBE),
    • Cyber Liability (panel led by Chubb),
    • Councillors’ & Officers’ Liability (AXA XL).
• Impact: Ensures Council’s continued protection against financial and operational risk, including liability, cyber, property, and other exposures for 2023/24.
• Next steps:
  • Proceed with payment/administration of the renewed insurance program for 2023/24.
  • Continue risk governance and monitor insurance market conditions for future renewals.

Seek Council direction on future active ageing services following community care transition

• Context: Council resolved in December 2022 to exit direct delivery of home-based community care services under CHSP and HACC-PYP funding models from 30 June 2023, and now needed guidance on the future active ageing service approach.
• Details:
  • Meeting date: 18 July 2023.
  • Transition background:
    • Council decision (December 2022): exit direct delivery of home-based community care services under CHSP and HACC-PYP as of 30 June 2023.
  • Report purpose (13.3.2 Community Care Transition Update):
    • Provide a formal update on transition progress and seek Council direction on planning for future active ageing services following the community care transition.
  • Council direction sought: “future active ageing services” (post-transition).
• Impact: Determines how Council will continue supporting older residents’ wellbeing and engagement after the end of direct home-based care delivery, shaping service priorities and community outcomes.
• Next steps:
  • Council provides direction at/after this meeting based on the update.
  • Officers then plan future active ageing services consistent with Council’s direction (timing to follow the outcomes of the transition update and subsequent planning).

Community Impact

• Beaufort residents (RV visitors and neighbours): Basic maintenance to the Audas Lane RV free camp site up to $15,000 to improve access/use, with further site improvement designs and costing considered in the 2024/25 budget process
• Avoca residents (High Street): Improved maintenance and amenity for the High Street median north of 272 High Street, including programmed works to address invasive species clean-up and drainage/flood impacts
• All residents (road network): Adoption of the revised Register of Public Roads and updated road hierarchy/classifications, which clarifies Council’s responsibilities for inspection and maintenance by road class
• Residents using Council services: Expanded reporting on customer contact (beyond Customer Action Requests) and process changes aimed at improving responsiveness and customer satisfaction
• Community members and ratepayers (risk/insurance): Insurance program renewal for 2023/24 endorsed at $517,364.40 (13.52% increase), affecting how risks are covered for Council assets, liability, cyber and other insured activities
• Residents receiving community care (aged services): Transition update following Council’s exit from direct home-based community care (CHSP/HACC-PYP) from 30 June 2023, with direction sought on future active ageing services

Other Notable Items

• Public raised waste reduction questions; Council outlined four-stream waste system and upcoming container deposit.
• Community Care transition update: Council exited home-based care; staff farewell noted, future active ageing services planned.
• Planning & Development update: swimming pool barrier compliance reminders; possible infringement notices for non-lodgers.
• Customer Action Requests reporting expanded beyond CARS to improve responsiveness and satisfaction tracking.
• Petition from Avoca residents: High Street median maintenance and drainage works planned after flooding/invasive growth.

Tech & Innovation Notes

• Digital services / online platforms

  • Public livestream of the council meeting (“view the meeting virtually via the livestream”).
  • Customer Action Request System (CARS) used for lodging service requests; requests can be lodged via Council’s website and via the smart phone “Snap Send Solve” app (with manual upload into CARS).
  • Use of email contact channels including a central [email protected] address.
  • FOI processes for requests for information.
  • FoodTrader: state-wide mobile/temporary food registration portal went live in June (noted transition difficulties).
  • Mentions of social media as a customer contact channel.

• IT infrastructure / cybersecurity

  • Council insurance program includes a Cyber Liability Policy (explicitly referenced under insurance lines).

• Digital transformation / service delivery systems

  • Ongoing work to improve responsiveness and reporting for customer contact (expanding reporting beyond CARS to other contact types; process changes, templates, and policy updates).
  • Systemic support under review to consider automation to ease workload for FOI requests.

• Smart city initiatives

  • No explicit smart city initiatives mentioned.

Key Decisions & Outcomes

• Endorsed Beaufort Lake Caravan Park fee increases from 1 July 2023.
• Approved 3.5% rental fee increases for residential and annual caravan park clients.
• Added all submitted contractors to the preferred supplier panel for tertiary gravels.
• Approved amendment to broiler farm permit to expand capacity to 600,000 birds.
• Adopted the revised 2023–2032 Ten Year Asset Plan (for statutory planning purposes).
• Received updates on Lexton flood mitigation progress and ongoing flood study funding.

Detailed Descriptions

Endorsed Beaufort Lake Caravan Park fee increases from 1 July 2023

• Context: Council received an Operational Review of the Beaufort Lake Caravan Park (early 2022) and, following improvements including an online booking system, sought to review fees to ensure charges remain appropriate and sustainable.
• Details:
  • Council endorsed fee increases to take effect from 1 July 2023.
  • Unpowered sites: increased to $20 per day.
  • Powered sites: increased to $35 per day.
  • Budget cabin: no fee increase proposed due to the cabin’s age/condition and planned replacement under the masterplan (Victorian Government funding approved in late 2022).
  • Annual/residential rental fees were addressed separately via a 3.5% increase (also endorsed at this meeting).
• Impact: Supports the ongoing operation of the caravan park by offsetting rising operating costs while keeping day-to-day site charges comparable to other caravan parks within ~45 minutes of Beaufort.
• Next steps:
  • Implement the new day-fee rates from 1 July 2023.
  • Council to receive a further report by September 2023 reviewing fees during peak holiday periods.
  • Council to undertake annual fee reviews at the beginning of the 2024 calendar year.

Approved 3.5% rental fee increases for residential and annual caravan park clients

• Context: The Operational Review recommended reviewing rental fees for annual and residential clients, noting these agreements had not been reviewed for a number of years.
• Details:
  • Rental increases apply to residential tenants and clients occupying annual sites.
  • Rental agreements were due for renewal as of 1 July 2023.
  • Council endorsed a 3.5% rental increase for 2023/24.
  • Rationale provided: increases align with rising costs and are in line with the rates cap for the 2023/24 year.
• Impact: Provides financial sustainability for the caravan park while offering a predictable, capped increase for long-term residents and annual site holders.
• Next steps:
  • Continue administration of renewal notices and apply the 3.5% adjustment from 1 July 2023.
  • Include the rental/fee position in the broader annual review cycle starting 2024.

Added all submitted contractors to the preferred supplier panel for tertiary gravels

• Context: Council sought contractors to supply and transport tertiary gravels via a public tender, to reduce supply risk for road asset maintenance.
• Details:
  • Tender released: 13 April 2023 (with 737 notices sent).
  • Tender portal downloads: 48 documents.
  • Tender closed: 24 May 2023.
  • Submissions received (4 contractors):
    • David Eldridge Pty Ltd (quarry material; 20mm Class 1,2,3,4 crushed rock; transport)
    • Grampians Excavations (quartz gravel/granitic sand; transport)
    • Howell Contractors (local quartz gravel; oversize rock; beaching; transport)
    • McArdle Transport Pty Ltd (bulk transportation services)
  • Council decision: accept all submitting companies into the preferred supplier panel for tertiary gravels.
• Impact: Ensures Council has reliable access to suitable tertiary gravel supplies and transport, improving continuity of works and reducing procurement risk.
• Next steps:
  • Preferred suppliers to participate in regular performance reviews and comply with Council’s contractor management system.
  • Successful suppliers to register on www.rapidglobal.com to upload required insurance and compliance documentation (noting suppliers without current insurance will not be engaged).

Approved amendment to broiler farm permit to expand capacity to 600,000 birds

• Context: Council considered an amendment to planning permit PA1988/12 to expand an existing broiler farm from 400,000 birds to 600,000 birds by adding agricultural sheds.
• Details:
  • Existing permit:
    • Issued: 21 December 2012
    • Original capacity: 400,000 birds
    • Includes: one dwelling (manager’s residence)
  • Amendment application:
    • Lodged: 21 June 2022
    • Proposal: add four additional agricultural sheds to increase capacity from 400,000 to 600,000 birds.
    • Location: 543 Trawalla Rd, Trawalla (east side of Trawalla Road), ~4.8 km south east of Trawalla township.
  • Advertising/objections:
    • Three objections received; one objection withdrawn (leaving two active objections).
  • Key technical details (as assessed in the report):
    • Proposed sheds: same size/form as existing, 160m x 17.6m, tunnel ventilated.
    • Capacity per shed up to 50,000 birds; total 12 conventional broiler sheds for 600,000 birds.
  • External referrals noted in the report:
    • Agriculture Victoria conditionally supports.
    • CFA provided comments (no formal referral requirement noted under Clause 44.06; recommends bushfire measures).
    • EPA did not object and provided guidance; separation distance to sensitive receptors considered adequate.
• Impact: Enables increased production capacity for an established agricultural operation while requiring compliance with relevant Victorian broiler farm code requirements and updated environmental/site management planning.
• Next steps:
  • Finalise the amended permit conditions and required updated Environmental Management Plan / Site Plans to reflect the expanded proposal and legislative requirements (including RSPCA-related requirements referenced in the report).

Community Impact

• Caravan park visitors and residents: Increased Beaufort Lake Caravan Park site fees from 1 July (unpowered $20/day, powered $35/day) and 3.5% rental increases for residential/annual site holders for 2023/24
• Caravan park annual/residential tenants: Higher ongoing rental costs (3.5% increase) for residents and annual site occupants from 1 July 2023
• Road users and nearby residents: Temporary road closures and detours during bridge replacement on Beaufort–Carngham Road (Bridge 11) until late July (weather dependent)
• Beaufort community and visitors: Construction impacts and temporary toilet closures during Havelock Street toilet redevelopment in Beaufort (closed until early July; portable toilets provided nearby)
• Lexton residents: Continued flood mitigation works and improved creek/road drainage maintenance following late-2022 flooding, plus likely removal of the Burnbank Creek footbridge within about a month (pending permissions)
• Trawalla area residents: Potential amenity impacts from expanding an existing broiler farm to 600,000 birds (additional sheds), including increased traffic during construction and possible odour/stormwater concerns managed via updated environmental management planning and permit conditions

Other Notable Items

• Public question on shipping containers policy; Council confirmed containers need permits and short-term approvals.
• Economic update: GRP and jobs rising, but SEIFA disadvantage persists; commodity price uncertainty noted.
• Lexton flood mitigation: creek debris clearing complete; Burnbank Creek footbridge removal pending permissions.
• Internal audit update: 68 outstanding recommendations remain, including one high-risk item.
• Project dashboard updates: Beaufort EV charging, bridge works, drainage planning, and caravan park improvements progressing.

Tech & Innovation Notes

• Digital services / online platforms

  • Council’s electronic Customer Action Request System (CARS) for residents to lodge service requests via Council website and the Snap Send Solve mobile app.
  • Beaufort Lake Caravan Park: migration of bookings to an online booking system (went live end of March) and development of a new website.
  • Council project reporting includes a project dashboard on the Council website (with a map function planned to be activated).

• Digital transformation / connectivity initiatives

  • Development of a digital connectivity strategy and action plan (following meetings with Telstra) to improve digital literacy and connectivity for communities and industry.

• IT / cybersecurity

  • No explicit cybersecurity items mentioned.

• Tech community / startups / innovation

  • No explicit mentions of hackspaces, startups, or tech community groups.

• Smart city initiatives

  • No explicit smart city initiatives mentioned.

• Digital service delivery / governance & assurance

  • Audit & Risk Committee includes discussion of governance, risk, compliance, and internal audit recommendations (no specific IT/cyber focus stated).

Key Decisions & Outcomes

• Reactivate the Road Management Plan for all roads, excluding flood-damaged remedial locations.
• Commit to Tourism Midwest Victoria membership and receive an allocation report by October 2023.
• Include an unnamed Avoca road in the Public Roads Register as Local Access 3; commence road naming.
• Adopt road name “Granville Lane” for specified Buangor/Middle Creek properties; submit to Geographic Names.
• Adopt corrected road name “Davies Court” for specified Snake Valley properties.
• Make a submission to the Victorian Parliamentary Inquiry into the 2022 flood event.

Detailed Descriptions

Reactivate the Road Management Plan for all roads, excluding flood-damaged remedial locations

• Context: In late 2022, Council formally suspended its Road Management Plan due to widespread impacts from the October 2022 flood and limited Council resources. As secondary assessments and recovery planning progressed, Council determined the Plan could be reinstated for the broader network.
• Details:
  • Suspension notice issued: 21 October 2022 (under Section 5.3 of the Road Management Plan) due to inability to meet minimum service standards within timeframes.
  • Roads/road assets where the Plan remained suspended: those awaiting remedial works, specifically including response-time constraints for assets such as culverts, drains, signage, guard rail, pavement failure, unsealed shoulders, shoulder potholes, and surface scour on pavement.
  • Formal reactivation determination: Chief Executive Officer determined the Road Management Plan can be reactivated to all roads and road assets excluding those roads/road assets awaiting remedial works.
  • Council meeting: 16 May 2023 (report noted by Council; reactivation communicated as formal reinstatement).
• Impact: Improves safety and accountability by restoring the Road Management Plan service standards across the Shire, while continuing to manage liability and resourcing constraints for flood-damaged locations still under remedial works.
• Next steps:
  • Flood event secondary impact assessments and planned works continue to progress.
  • As remedial works are completed, additional road assets can transition from “excluded” back into full Road Management Plan coverage (timing tied to recovery works status).

Commit to Tourism Midwest Victoria membership and receive an allocation report by October 2023

• Context: Council had been working on the formation of a new regional visitor economy partnership following the Victorian Government’s Visitor Economy Recovery and Reform Plan (VERRP). The new peak body was incorporated in late April 2023 as Tourism Midwest Victoria.
• Details:
  • Council decision context (from earlier resolution referenced in the report):
    • Annual membership provision: $40,000 per annum
    • Includes base membership allocation: $30,000 (with additional capacity for buy-in opportunities).
  • Tourism Midwest Victoria incorporated: late April 2023.
  • Board recruitment:
    • Independent board chair expression of interest closed: 5 May (year 2023).
    • Skills-based board positions (local industry representatives) to be advertised shortly.
  • Council resolution at 16 May 2023:
    • Council notes the report and receives a further report no later than October 2023.
• Impact: Ensures Council’s tourism investment is aligned to the operational phase of the new partnership and provides transparency on how membership funds will be allocated and assessed.
• Next steps:
  • Tourism Midwest Victoria board positions are filled and the partnership becomes operational.
  • Council officers prepare the requested allocation/reporting document for Council consideration by October 2023.

Include an unnamed Avoca road in the Public Roads Register as Local Access 3; commence road naming

• Context: A property off Redpath Road, Avoca previously relied on private land access, which was lost due to ownership changes and new fencing. A road reserve exists to provide legal access but requires creation of a track.
• Details:
  • Location: Unnamed road reserve off Redpath Road, Avoca (access route shown from point A1 south to A4), length approximately 990 metres.
  • Proposed classification: Local Access 3
    • Rationale: dry weather track / 4WD / 2-wheel track type access; no dwelling currently on the property, so all-weather emergency vehicle suitability is not required at this stage.
  • Council resolution at 16 May 2023:
    1. Include the unnamed Avoca road in the Register of Public Roads as Local Access 3.
    2. Approve commencement of the process of road naming.
• Impact: Provides a formal legal access pathway for the property and enables address/road naming processes that support emergency response, service delivery, and clearer identification of assets.
• Next steps:
  • Road naming process commences.
  • Engagement with adjoining property holders will occur during the road naming process.

Adopt road name “Granville Lane” for specified Buangor/Middle Creek properties; submit to Geographic Names

• Context: An unnamed rural access road serving two properties in the Buangor/Middle Creek area needed a unique name to support public safety, emergency response, and address accuracy. A proposed name was assessed against Council’s road naming principles.
• Details:
  • Proposed road name: Granville Lane.
  • Properties/land details specified in the resolution:
    • L1 of TP78806 and 47A Sec 6 Parish of Buangor
    • L1, 2 and 3 of TP887357
    • Road segment between Jimmy Smith Road and Jenny Clayton Track.
  • Consultation outcome:
    • Two landholders were notified; one phone conversation occurred to clarify the letter details.
    • No objections were received.
  • Council resolution at 16 May 2023:
    • Adopt Granville Lane as the road name.
    • (As part of the process described in the report) the name is then submitted to Geographic Names using the online Victorian Edit Service for formal consideration and approval.
• Impact: Improves emergency and service access by ensuring properties receive a consistent, uniquely identifiable road address; also reduces risk of confusion for Council contractors and service providers.
• Next steps:
  • Submit the adopted name Granville Lane to Geographic Names.
  • After Geographic Names approval:
    • Council can install signage and update property addresses in Council systems and Vicmap Address.

Adopt corrected road name “Davies Court” for specified Snake Valley properties

• Context: The road name “Davis Court” for a Snake Valley access road was previously approved by Council, but a public submission raised a spelling concern based on parish plan documentation. Geographic Names advised the spelling should be corrected.
• Details:
  • Corrected road name: Davies Court (correcting spelling from “Davis Court”).
  • Properties specified in the resolution:
    • CA 26, 33 of Section 15 Parish of Carngham
    • Lot 1 of PS738609
  • Council resolution at 16 May 2023:
    • Adopt Davies Court as the road name for the specified road accessing these parcels.
• Impact: Ensures official naming records match authoritative documentation, reducing address inconsistencies and improving clarity for emergency services, mail delivery, and service providers.
• Next steps:
  • Resubmit/continue the Geographic Names process with the corrected spelling Davies Court (as advised in the report, Geographic Names indicated the proposal can be resubmitted with confirmation from Council).

Make a submission to the Victorian Parliamentary Inquiry into the 2022 flood event

• Context: Victoria’s major floods of October 2022 are subject to a Legislative Council inquiry. Council was asked to support a submission providing Pyrenees Shire’s on-the-ground experience and lessons learned.
• Details:
  • Inquiry established via Legislative Council motion: 22 February 2023.
  • Inquiry reporting deadline: 30 June 2024.
  • Public submission period:
    • Written submissions accepted until: Monday 5 June 2023.
  • Key inquiry focus areas include: causes/contributors, early warning systems, emergency services preparedness/response (including SES resourcing), flood mitigation strategies, and planning framework considerations.
  • Council resolution at 16 May 2023:
    • Council notes the terms of reference and makes a submission.
  • Community input window (for Council’s submission content):
    • Comments to Council due by Friday 26 May 2023.
    • Community members could also make their own submissions via the inquiry website.
• Impact: Ensures Pyrenees Shire’s rural upper-catchment challenges, communication/incident control issues, transition-to-recovery documentation difficulties, and recovery/resourcing lessons are formally considered in statewide policy and preparedness improvements.
• Next steps:
  • Receive community comments by 26 May 2023.
  • Finalise and submit Council’s submission to the Inquiry by the submission deadline of 5 June 2023.

Community Impact

• Residents across Pyrenees Shire: Road Management Plan formally reinstated after the Oct 2022 flood, improving safety and service standards on most roads (excluding flood-damaged locations awaiting remedial works)
• Flood-affected residents and road users: Continued exclusions from the Road Management Plan for listed flood-damaged assets mean some hazards (e.g., culverts, drains, signage, guard rail, pavement failure, unsealed shoulders) may take longer to rectify until repairs are completed
• Residents lodging service requests: Ongoing operation of the Customer Action Request System (CARS) with 376 active/open requests at end of April, affecting response timing for issues such as local laws, road improvement requests, and flood-related or long-term drainage matters
• Rural property owners near Redpath Road (Avoca): An unnamed road reserve is added to the public road register as “Local Access 3,” with the property owner responsible for creating/clearing a track and associated approvals/fees (Council generally not obligated to maintain Local Access 3)
• Rural residents in Buangor/Middle Creek: Adoption of the road name “Granville Lane” will trigger address changes and new signage once Geographic Names approves, affecting mail delivery, emergency locating, and council/system records for the affected properties
• Snake Valley residents: Correction and adoption of the road name spelling to “Davies Court” will require updates to addresses and records after Geographic Names approval, improving consistency for services and emergency response

Other Notable Items

• Public asked about road funding; CEO noted $1.39m plus $804k, but it’s one-off.
• Road Management Plan reinstated after October 2022 flood, excluding flood-damaged locations awaiting remedial works.
• Flood Recovery Plan review: $10M infrastructure works required; BlazeAid cleared 46km fencing, built 21km.
• Customer Action Requests: 282 logged in April; 269 closed; 376 active/open at month-end.
• Future inquiry submission: Council to contribute to Victorian Parliamentary Inquiry into the 2022 flood event.

Tech & Innovation Notes

• Digital services / online platforms

  • Public meeting livestream (virtual viewing of council meeting).
  • Customer Action Request System (CARS) used for service requests; requests can be lodged via Council website and via a smartphone app (Snap Send Solve).
  • Flood recovery updates shared via Council website, Noticeboard, and a Flood Recovery Newsletter.
  • Road naming submitted to Geographic Names via the online Victorian Edit Service.
  • Inquiry submission information provided via an online parliamentary website URL.

• IT / digital infrastructure (administrative systems)

  • Use of Council GIS system to identify road asset locations (mentioned in relation to road management plan assets).

• Smart city initiatives

  • No explicit smart city initiatives mentioned.

• Tech community / startups / innovation

  • No explicit tech community, hackerspaces, or startup/innovation initiatives mentioned.

• Cybersecurity

  • No explicit cybersecurity items mentioned.

• Digital transformation projects

  • No explicit “digital transformation” program mentioned beyond the use of CARS and online submission/processing services.

Key Decisions & Outcomes

• Adopt revised Asset Management Policy.
• Endorse release for consultation of 2023/24 draft Budget and 10-year Financial Plan.
• Approve ANZAC Day 2023 resource centre operating changes.
• Award 2022/23 Community Funding Program biannual Round Two grants.
• Support writing to the Minister for Planning regarding Brewster Wind Energy Facility concerns.
• Commit to implementing further climate change initiatives and report recorded emissions data.

Detailed Descriptions

Adopt revised Asset Management Policy

• Context: Council’s current Asset Management Policy was adopted in 2011 and requires major revision to align with updated requirements under the Local Government Act 2020 (including the 10 Year Asset Plan requirement).
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 18 April 2023
  • Item: 13.1.2 Asset Management Policy (File No: 06/12/02)
  • Proposal: Council adopted the revised Asset Management Policy (Draft Asset Management Policy Apr 2023)
  • Legislative basis: Local Government Act 2020 (s92), supporting the relationship between the 10 Year Asset Plan and the Road Management Plan and guiding maintenance, renewal, upgrading, creation, and disposal of assets.
• Impact: Strengthens Council’s governance and risk management for infrastructure and service delivery by ensuring asset planning is current, compliant, and better aligned to long-term planning.
• Next steps: The revised policy is implemented by Council across asset-related decisions and planning, including ongoing alignment with the 10 Year Asset Plan and Road Management Plan.

Endorse release for consultation of 2023/24 draft Budget and 10-year Financial Plan

• Context: Council must prepare and adopt a Budget each year and develop/review a 10-year Financial Plan, including community engagement and public consultation before adoption in June 2023.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 18 April 2023
  • Item: 13.2.1 Budget 2023/24 (File No: 32/08/18)
  • Consultation start/end:
    • Written submissions accepted from Monday 24 April 2023 until 9.00am Monday 22 May 2023 (28 days)
  • Public availability: Draft Budget 2023/24 and draft 10-year Financial Plan made available via Council customer service centres and Council website
  • Public hearing/ability to speak:
    • People who wish to be heard must indicate in their submission
    • Scheduled Council Briefing: 6:00pm Tuesday 6 June 2023 (Avoca)
  • Rate cap context used in preparation:
    • Victorian State Government rate cap: 3.50%
    • Inflation assumption: 3.60%
  • Adoption timing requirement: Council must consider submissions and adopt the Budget by 30 June 2023
• Impact: Enables community input into how Council funds services and capital works for 2023/24 and the sustainability of financial planning over the next decade.
• Next steps: Publish the draft documents and call for submissions; receive submissions until 22 May 2023; consider submissions and then adopt the Budget and 10-year Financial Plan at the June 2023 meeting (with a scheduled briefing on 6 June 2023).

Approve ANZAC Day 2023 resource centre operating changes

• Context: Council resource centres in Avoca and Beaufort operate on ANZAC Day under specific opening-hour arrangements, informed by previous visitor numbers, trading restrictions (businesses not allowed to trade until 1pm), and tourism feedback.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 18 April 2023
  • Item: 13.2.2 Resource Centre Operations – ANZAC Day 2023 (Files: 22/17/07 & 22/17/05)
  • Endorsed changes for ANZAC Day 2023:
    • Beaufort Community Resource Centre: open 1:00pm–4:00pm
    • Avoca Community Information Centre: closed on ANZAC Day 2023
  • Rationale stated in report:
    • Avoca expected minimal attendance based on previous years’ statistics and team/tourism feedback
    • Beaufort expected higher visitation due to the Warship and Blue poppies display, plus the ANZAC Day March
    • Respectful approach to waiting until 1pm given business trading restrictions
• Impact: Improves alignment of Council services with community demand and ANZAC Day observances, while maintaining a meaningful visitor presence in Beaufort.
• Next steps: Frontline Services implement the approved operating hours/closure for ANZAC Day 2023; public communications occur as required by Council procedures.

Award 2022/23 Community Funding Program biannual Round Two grants

• Context: After Round Two applications for the 2022/23 Community Funding Program closed, Council considered officer panel assessments and recommendations for which projects to fund.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 18 April 2023
  • Item: 13.2.3 2022/23 Community Funding Program – Biannual Category Round Two
  • Application period:
    • Opened: Monday 23 January 2023
    • Closed: Monday 6 March 2023
  • Applications received: 31
  • Total requested: $111,998.15
  • Council awards approved:
    • Total Council grant cost: $91,793 (funding 27 of 31 applications)
  • Funding categories and amounts (total $91,793):
    • Event Sponsorship: $7,007
      • Cave Hill Creek for VCO Performance – $2,000
      • Pyrenees Arts Council – $700 sponsorship + $1,307 venue hire fee waiver
      • Uniting Church Carngham, Snake Valley – The Valley “Seasons” Community Market – $2,000
      • Beaufort Walkfest – $1,000
    • Shop Façade: $41,952
      • Avoca District Co-operative Limited (Community Bank) – $5,000
      • Beaufort Christmas Shop / Church Gallery – $4,364
      • Beaufort News and Tatts – $5,000
      • Northend Service Station Pty Ltd (Chapman Business Trust) – $5,000
      • Pyrenees Motel – $5,000
      • RG & RL McErvale – $5,000
      • Westbury Antiques – $3,750
      • Yvonne and Bruce Leaman – $4,890
      • de Baere House Antiques – $2,698
      • Shear Delights Bakery – $1,250
    • Capital Works: $29,834
      • Avoca Sporting and Recreation Committee of Management (Netball Lighting) – $6,666
      • Beaufort RSL (kitchen food preparation bench) – $4,445
      • Lake Goldsmith Steam Preservation Association (roadway/path reinstatement) – $7,000
      • Trawalla Hall and Recreation Reserve Committee (property fence upgrade) – $5,073
      • Waubra Community Hub (netball court fencing) – $2,000
      • Avoca Friends of the Pool (All-Abilities pool lift) – $4,650
    • Equipment: $2,000
      • Beaufort Community Bank Complex (AV system upgrade) – $2,000
    • Programs and Activities: $11,000
      • Beaufort and Skipton Health Service (Mental Health & Wellbeing Forum) – $2,000
      • Landsborough & District Historical Group (newspaper digitisation) – $2,000
      • Landsborough and District Bowling Club (membership development) – $2,000
      • Waterloo Community Group (community gathering + consultation) – $2,000
      • Avoca Girl Guides (membership recruitment) – $2,000
      • Snake Valley Craft Group (craft group establishment) – $1,000
• Impact: Delivers targeted financial support to community groups and local businesses across arts/culture, wellbeing, local commerce improvements, and community infrastructure.
• Next steps: Successful applicants enter into Funding Agreements with Council and must secure relevant permits (Building, Planning, and Local Law/Event as applicable) before funding is released.

Support writing to the Minister for Planning regarding Brewster Wind Energy Facility concerns

• Context: Council previously supported submissions and sought extensions relating to the Brewster wind energy facility, and has since received further community representations—particularly concerning brolga habitat and consideration of ecological impacts.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 18 April 2023
  • Item: 13.3.1 Proposed Brewster Windfarm (File No: 66/22/32)
  • Ministerial target: Victorian Minister for Planning
  • Planning application: PA2101150 – Brewster Wind Energy Facility
  • Background timeline (key points from report):
    • Application lodged by RE Futures: April 2021
    • Placed on exhibition: 13 January 2022
    • Revised application: seven-turbine facility (following initial four-turbine proposal)
    • Submissions extension approved by Minister: submissions extended to 28 March 2022
  • Council action endorsed:
    • Council to write to the Minister bringing to attention further concerns from residents/landowners and seeking proper consideration before the Minister decides.
  • Specific concerns referenced:
    • Potential underestimation/valuation of brolga habitat and breeding pairs
    • Community engagement and division concerns
    • Groundwater impact assessment detail
    • Visual assessment photomontage scale/size concerns
    • Agricultural activity and surface water flow impacts not properly understood
    • Additional representations in March–April 2023, including councillors/officers site inspection observations of brolga pairs.
• Impact: Ensures Council formally escalates community concerns to the decision-maker, supporting improved consideration of ecological and community impacts.
• Next steps: CEO/administration prepares and sends the letter to the Minister for Planning; Council’s correspondence is used to inform the Minister’s decision-making process on PA2101150.

Commit to implementing further climate change initiatives and report recorded emissions data

• Context: Council has been active in climate action (e.g., solar, LED street lights, GreenPower, building retrofits) and is adopting improved emissions tracking via Trellis; a further commitment and reporting are required to maintain momentum and accountability.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 18 April 2023
  • Item: 13.1.1 Sustainability Projects Update (File No: 30/24/02)
  • Climate action measures referenced:
    • Solar panel installations
    • LED street light implementation
    • Sign-up to 100% GreenPower
    • Auditing and retrofitting of 8 Council buildings
    • Emissions tracking software: Trellis (used to capture corporate emissions not available from existing financial databases)
  • Building greenhouse gas savings snapshot (selected examples from report):
    • Avoca Senior Citizens: 4,473 kg CO2-e (94% savings)
    • Avoca Resource Centre: 17,122 kg CO2-e (86% savings)
    • Beaufort Goldfields Complex: 28,248 kg CO2-e (93% savings)
    • Total shown: 157,598 kg CO2-e (66% total savings)
  • Council resolution endorsed:
    1. Notes the report
    2. Commits to implementing further climate change initiatives
    3. Seeks a report be presented at a future Council meeting demonstrating recorded emissions data
• Impact: Reinforces Council’s transition toward measurable emissions reduction and strengthens community confidence through transparent reporting of recorded emissions.
• Next steps: Trellis corporate emissions data continues to be captured; a report outlining the impact of Trellis data and recorded emissions is scheduled for presentation in the new financial year (as stated in the report).

Community Impact

• Avoca town centre visitors and drivers: Additional road signage and line marking (including a second “No Entry” sign at Neill Street and a directional pavement arrow) to reduce wrong-way turns and near-misses around the Rotunda carpark
• Residents and visitors using council resource centres (Avoca): Avoca Community Information Centre will be closed on ANZAC Day 2023
• Residents and visitors using council resource centres (Beaufort): Beaufort Community Resource Centre will operate on ANZAC Day 2023 from 1pm–4pm (instead of standard hours)
• Property owners across Pyrenees Shire: Draft 2023/24 Budget and Revenue/Rating Plan released for public comment, with rates capped at 3.50% overall (individual rate changes may vary due to property revaluations)
• Community groups and local businesses: Biannual Community Funding Program Round Two awards $91,793 across event sponsorship, shop façade upgrades, capital works, equipment, and programs (with 4 of 31 applications not funded but encouraged to apply in later rounds)
• Brewster area residents and landowners: Council will write to the Victorian Minister for Planning to request proper consideration of community-raised concerns (including brolga habitat) before a decision on the proposed Brewster Wind Energy Facility (PA2101150)

Other Notable Items

• Community concerns raised about Brewster windfarm impacts, especially brolga habitat and assessment adequacy.
• Parking and signage issues around the Rotunda/Neill Street to be addressed after an earlier public question.
• Council plan progress update provided as of 31 March 2023, with operational initiatives status snapshot.
• Sustainability update: Trellis emissions tracking to enable future recorded corporate carbon reporting.
• Councillors highlighted Western Renewables Link/VNI West engagement and rabbit/fire management issues at reserves.

Tech & Innovation Notes

• Digital services / online platforms

  • Public meeting livestream was available for viewing virtually.
  • Draft Budget and draft 10-year Financial Plan to be made available via Council’s website.

• IT infrastructure / digital transformation

  • Council implemented CO2 emissions tracking software “Trellis” to capture corporate emissions data not available from existing financial systems.

• Smart city / smart infrastructure initiatives

  • LED street light implementation (technology-enabled infrastructure upgrade).
  • Solar panel installations on Council buildings.
  • Charging the Regions: installing fast chargers at 23 locations.

• Cybersecurity / IT security

  • No explicit cybersecurity or IT security items mentioned.

• Tech community / startups / innovation

  • No explicit mentions of hackathons, startups, or hackerspaces.

Key Decisions & Outcomes

• Grant planning permit PA22080 for 4,000 SCU cattle feedlot at Homebush with conditions.
• Remove Burnbank Creek footbridge only if flood modelling shows increased localised flooding.
• Commit up to $35,000 own-source funding for a Lexton full flood study.
• Adopt Governance Rules 2023 with updated virtual meeting, public participation, and procedural provisions.
• Note Economic Development update and continue support for 2022 flood-impacted farmers.
• Note Rural Councils Transformation project progress and ongoing IT systems milestones.

Detailed Descriptions

Grant planning permit PA22080 for 4,000 SCU cattle feedlot at Homebush with conditions

• Context: Council received a planning permit application for a cattle feedlot at Fields–Lower Homebush Road, Homebush, seeking approval for intensive livestock use in the Farming Zone. The application was assessed against the Victorian Code for Cattle Feedlots and relevant planning scheme clauses.
• Details:
  • Permit: PA22080 (Use and development of land for a cattle feedlot)
  • Capacity: 4,000 Standard Cattle Units (SCU) or 5,000 whichever is the least
  • Location: Fields–Lower Homebush Road, Homebush VIC 3465
  • Land: Crown Allotments 16, 17, 18, 19, 20, 25 and 26, Section M, Parish of Glenmona
  • Site scale: 71.5 hectares, currently used for grazing
  • Proposed feedlot components (high level): 36 production pens, hospital/holding pens, shedding/cover (7,304 m²), handling facilities, composting area, and 2 sediment basins
  • Key planning scheme triggers:
    • Clause 35.07-1 (Cattle Feedlot > 1,000 head)
    • Clause 35.07-4 (Buildings and works associated with feedlot)
    • Clause 45.05 (Schedule 20) (Homebush Environs Restructure Plan—permits for buildings)
  • Council decision (21 March 2023): Council resolved to issue a Notice of Decision to Grant the permit subject to detailed conditions, including:
    • Amended plans required before development starts, including separation distance amendments and submission/approval of:
      • Landscape plan (screen planting to Fields–Lower Homebush Road frontage; botanical schedule)
      • Car parking plan
      • Vehicle washdown plans (with sediment traps and controlled disposal)
      • Drainage plans and construction plan
      • Road upgrade plans
      • On-site stormwater detention plan
    • Consolidation of specified Crown allotments under the Subdivision Act 1988 before use/development starts
    • Land use must be managed in accordance with the endorsed Livestock Environmental and Planning report (“Garvan Park Pty Ltd: Application for 4,000 SCU Beef Cattle Feedlot”)
    • Engineering and access requirements, including road excavation permits and vehicle access construction
    • Road upgrade works at:
      • Avoca–Bealiba Road/Fields–Lower Homebush Road
      • Homebush Road/Fields–Lower Homebush Road
      • and upgrades to a section of Fields–Lower Homebush Road (including culvert replacement and sealing requirements)
    • Drainage performance requirements, including detention and stormwater discharge controls
    • Permit expiry timeframes (2 years to start; 4 years to complete; 2 years to start use after completion; discontinuation triggers)
• Impact: Enables a major agricultural enterprise expansion while protecting surrounding amenity and environmental outcomes through enforceable conditions (drainage, washdown, road upgrades, landscaping screening, and operational compliance with feedlot codes).
• Next steps:
  • Issue the Notice of Decision for PA22080 with the listed conditions.
  • The applicant must submit amended plans and the required engineering/operational plans before development and/or use commences.
  • Ongoing compliance will be required, including annual National Feedlot Accreditation Scheme audits (12 months after permit issue and annually thereafter).

Remove Burnbank Creek footbridge only if flood modelling shows increased localised flooding

• Context: A community request (raised at the November 2022 Lexton Community Cuppa and reinforced by a December 2022 petition with 68 signatures) sought removal of the Burnbank Creek footbridge to reduce future flood impacts. Council undertook a structured consultation to test community views.
• Details:
  • Consultation period: 3 weeks, with submissions closing Friday 17 February 2023
  • Survey results (28 respondents):
    • 22 voted to keep the footbridge
    • 6 supported removal
    • 6 written submissions: 2 keep, 2 remove, 2 undecided
  • Alternative options considered included:
    • immediate removal,
    • waiting for a full flood study,
    • or considering an alternative bridge design.
  • Financial context:
    • Full flood study estimate: ~$100,000 (two-thirds potentially grant-funded)
    • Removal estimate: ~$5,000
    • Replacement with smaller cross-sectional area: in excess of $50,000 (subject to abutment structural assessment)
  • Council resolution (21 March 2023): The alternative motion was carried, requiring:
    • Removal prior to winter (i.e., before the next flood season), and
    • Own-source funding up to $35,000 for a full flood study to support a Risk and Resilience program application (available at end of March 2023),
    • plus a request that Regional Roads Victoria remove barriers from the Beaufort–Talbot Road bridge to improve function.
• Impact: Balances community concerns about flood risk with evidence-based flood modelling, while also addressing broader catchment/road barrier issues that may influence flood behaviour.
• Next steps:
  • Proceed with removal prior to winter (per the carried motion).
  • Commission the full Lexton flood study using up to $35,000 own-source funding (see next item for the funding commitment).
  • Submit/prepare the Risk and Resilience program application for the next round (noted as available at end of March 2023).
  • Engage with Regional Roads Victoria regarding barrier removal at the Beaufort–Talbot Road bridge.

Commit up to $35,000 own-source funding for a Lexton full flood study

• Context: Council needed flood modelling to understand the footbridge’s contribution to flooding and to support resilience planning for Lexton, ahead of a grant opportunity. The study was estimated at around $100,000 with potential grant support for most of the cost.
• Details:
  • Study: Full flood study for Lexton
  • Estimated cost: ~$100,000
  • Funding approach: Two-thirds of the study cost potentially sourced from grant funding
  • Council commitment: Own-source funding up to $35,000
  • Timing/grant link: Funding commitment tied to applying for the Risk and Resilience program with availability at end of March 2023
• Impact: Improves Council’s ability to make defensible flood risk decisions and strengthens eligibility for state resilience funding, supporting safer outcomes for Lexton residents and infrastructure.
• Next steps:
  • Arrange procurement/engagement for the flood study using the up to $35,000 allocation.
  • Prepare and submit the Risk and Resilience program application ahead of the end of March 2023 timeframe.
  • Use modelling outputs to inform ongoing flood mitigation planning (including any further works beyond the footbridge decision).

Adopt Governance Rules 2023 with updated virtual meeting, public participation, and procedural provisions

• Context: Pyrenees Shire Council’s Governance Rules were originally adopted on 1 September 2020, updated in August 2022 to enable legislative changes for virtual meetings. An early-2023 annual review identified further clarifications and improvements.
• Details:
  • Adoption item: Governance Rules 2023
  • Purpose: Update the rules to ensure orderly meeting conduct, fair decision-making, and clear election/procedural arrangements.
  • Changes highlighted in the report include:
    • Section 4.1.2: Clarifies what happens if technical difficulties interrupt broadcasting, requiring suspension only if it affects quorum.
    • Section 4.6.3 and related sections (4.6.4–4.6.7): Enables a motion to amend previously adopted matters without always rescinding and recreating motions.
    • Section 4.8: Strengthened public participation provisions, including new guidelines in Appendix A.
    • New sections 4.8.4 and 4.8.5: Public behaviour and removal from meetings provisions.
    • Section 10.1 (virtual meeting updates):
      • Clarifies Council’s ability to adopt preferred meeting style (in-person/hybrid) and identifies matters that must be face-to-face (e.g., Annual Statutory Meeting).
      • 10.1(e): A Councillor may be present electronically and be deemed present.
      • 10.1.2: Process for Councillors to request electronic attendance.
      • 10.1.3: Clarification on when a meeting must be adjourned due to technical difficulties.
      • 10.4.4 and 10.4.5: Additional clarity for meetings held virtually.
    • New Section 11: Governance arrangements for use of Council’s Common Seal (with an existing policy to be rescinded once adopted).
  • Supporting documents:
    • Appendix A: Guidelines for Public Participation at Council meetings
    • Appendix B: Procedural Motions Table updates
    • Appendix C: Election Period Policy
• Impact: Strengthens procedural fairness and clarity for both Councillors and the public, improving transparency and reducing uncertainty during virtual/hybrid meetings and public participation.
• Next steps:
  • Council to adopt the Governance Rules 2023 (including updated appendices and procedural motion table updates).
  • Update the meeting preamble where required to reflect the revised technical difficulty/quorum approach.
  • Rescind any superseded Common Seal policy once the new Section 11 is in effect.

Note Economic Development update and continue support for 2022 flood-impacted farmers

• Context: Council considered an economic snapshot and progress against the March 2020 Economic Development Strategy (Economic Development Towards 10,000). The report also addressed ongoing recovery needs following the spring 2022 floods.
• Details:
  • Council action (21 March 2023): Council noted the Economic Development update and resolved to:
    1. Continue to support farmers impacted by the 2022 floods to access financial support through various government programs.
    2. Share aspects of the economic data with residents and businesses as part of future engagement where appropriate.
    3. Receive a further report on activities in three months.
  • Flood impact reference in the report:
    • Post-flood impact report (Ernst & Young) estimated damage to hay and crops from floods at ~$14.8M (around 7% of agricultural production).
• Impact: Maintains momentum on economic development while ensuring flood-affected agricultural communities continue to receive practical assistance to access recovery funding.
• Next steps:
  • Continue coordination with relevant agencies/programs so farmers can access available support.
  • Prepare a follow-up economic development report in three months.
  • Plan appropriate community/business communication of key economic indicators as part of future engagement.

Note Rural Councils Transformation project progress and ongoing IT systems milestones

• Context: Council received a monthly progress update on the Rural Councils Transformation Project (RCTP), a shared services initiative with Central Goldfields Shire Council as lead, funded by the Victorian Government. The project aims to implement updated finance systems and a new CRM.
• Details:
  • Project scope:
    • New Customer Relationship Management System (CSRM)
    • New Finance system
  • Governance/structure:
    • Governance structure established and regular project meetings/communication commenced.
  • Milestones status (as reported in March 2023):
    • IT Systems Architecture Plan: completed and approved by Department (Due Dec 2022)
    • External resource engagement: tender completed, but all tender responses exceeded budget, ranging from $500,000 to $4.1 million (excluding software/implementation costs)
    • Alternative strategies: considering recruitment/backfilling IT Managers to cover project management functions
    • Full funding allocation:
      • $50,000 allocated in November 2022
      • $450,000 allocation subject to appointment of external resources
    • Upcoming deliverables:
      • Develop Project Brief: due May 2023
      • Tender specifications and tender document: due June 2023
      • Tender procurement / issue tender: due October 2023
      • Finalise project plan / commence implementation: due November 2023
      • Systems implemented (CSRM and Finance systems at two councils): due June 2024
      • Final report approved by Department: due June 2025
• Impact: Keeps Council and partner councils on track for modernised systems that improve service delivery, customer management, and financial management—while managing cost pressures from procurement outcomes.
• Next steps:
  • Progress the revised resourcing plan (recruitment/backfill or other approach) to unlock the remaining $450,000 allocation.
  • Continue monthly reporting to Council on progress against the milestone schedule.
  • Deliver the project brief by May 2023 and proceed with tender documentation by June 2023.

Community Impact

• Residents of Homebush/Avoca area: Planning permit granted for a large cattle feedlot (up to 4,000 SCU) at Fields–Lower Homebush Rd, including potential increases in heavy-vehicle traffic, noise/odour/flies, and changes to local amenity
• Local road users (Avoca–Bealiba Rd and Homebush Rd/Fields–Lower Homebush Rd): Permit conditions require intersection and road upgrades (culvert replacement, bitumen sealing/widening) to handle increased B-double movements
• Nearby landowners and the wider Pyrenees community: Feedlot permit conditions require drainage, stormwater detention, vehicle washdown, and landscape screening—reducing (but not eliminating) risks of runoff contamination and visibility impacts
• Lexton residents: Burnbank Creek footbridge will be removed prior to winter if flood modelling supports it, potentially changing pedestrian access and local flood behaviour during future events
• Lexton residents: Council will commission a full flood study (up to $35,000 own-source contribution) to model how the footbridge affects flooding and inform whether removal proceeds
• Community members attending Council meetings: Updated Governance Rules and new public participation guidelines affect how residents can speak, expected behaviour standards, and how technical livestream issues are handled without necessarily adjourning meetings (if quorum isn’t affected)

Other Notable Items

• Public asked about Rainbow Serpent Festival permit status; Council confirmed expired 2020 and no current approvals.
• Gallery raised parking/signage concerns near Rotunda; Council agreed to review carpark line marking and extra signage.
• IT Rural Councils Transformation tender over budget; alternative staffing/backfill strategies being considered.
• Projects update: Raglan–Elmhurst Rd bridge nearing completion; Beggs St car park sealing planned for early April.
• Burnbank Creek footbridge consultation: community split; alternative motion added flood study funding and pre-winter removal.

Tech & Innovation Notes

• Digital services / online platforms

  • Public livestreaming of Council meetings via the Council website (www.pyrenees.vic.gov.au), including recording and online publication.
  • Use of an electronic Customer Action Request System (CARS) for residents to lodge service requests.
  • Residents can lodge requests via Council’s website or a smartphone “Snap Send Solve” app.
  • Online survey used for community consultation (Burnbank Creek footbridge consultation) distributed via Council website, Facebook, and physical notices.
  • Online booking system and new website being developed for the Beaufort Lake Caravan Park.

• IT infrastructure / digital transformation / systems

  • IT Rural Councils Transformation Project (RCTP) with Central Goldfields Shire Council to implement:
    • a new Customer Relationship Management (CRM/CSRM) system
    • a new Finance system
  • Ongoing procurement/tendering for project management and business analyst services for the software development/procurement phases.
  • Council maintains a project dashboard accessible on its website.

• Smart city initiatives

  • Electric Vehicle (EV) charging stations (Avoca and Beaufort) planned/underway for completion (June 2023).

• Cybersecurity

  • No explicit cybersecurity items mentioned in the provided minutes.

• Tech community / startups / innovation ecosystem

  • No explicit mentions of hackspaces, startups, or a tech community.

Key Decisions & Outcomes

• Council joined the Central Highlands Visitor Economy Partnership; CEO to negotiate terms.
• Council approved $40,000 2023/24 budget provision for VEP base membership and buy-in.
• Council added specified unnamed roads to the Public Roads Register and commenced road naming.
• Council resolved to continue Avoca River Flats camping and designate two parcels for public camping.
• Council adopted the updated 2023 Strategic Risk Register.
• Council approved the draft Flood Recovery Plan and scheduled a 3-month status update.

Detailed Descriptions

Council joined the Central Highlands Visitor Economy Partnership; CEO to negotiate terms

• Context: Council considered joining the newly formed Visitor Economy Partnerships (VEPs) as part of the Victorian Visitor Economy Recovery & Reform Plan (VERRP), which transitions Regional Tourism Boards into VEPs by 30 June 2023.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 21 February 2023.
  • Resolution: Council became a member of the Visitor Economy Partnership formed to represent the Central Highlands region’s tourism industry.
  • Delegation: Council approved the CEO to negotiate the terms and conditions of Council’s membership.
  • Cost framework referenced: Base membership cost for Pyrenees Shire Council was stated as $30,000 p.a., with additional “buy-in” options to be presented to councils.
  • Timeline driver: The new transition to VEPs was required to be concluded by 30 June 2023.
• Impact: Strengthens Council’s tourism representation and advocacy at regional board level, supports joint marketing/product development investment, and reduces risk of duplication/invisibility in a crowded visitor economy.
• Next steps:
  • CEO to negotiate membership terms and conditions with the VEP.
  • Council to proceed with membership arrangements for the Central Highlands VEP during 2023, aligned to the 30 June 2023 transition deadline.

Council approved $40,000 2023/24 budget provision for VEP base membership and buy-in

• Context: Council assessed the financial implications of joining the VEP, noting base membership and potential additional buy-in activities (e.g., marketing, product and industry development).
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 21 February 2023.
  • Resolution: Council maintains a provision in the 2023/24 budget of $40,000 to cover:
    • the base level membership, and
    • capacity for buy-in to VEP programs.
  • Background figures used in the report:
    • Base VEP membership cost: $30,000 p.a.
    • Council had previously made annual budget provisions of about $40,000 for regional tourism membership/affiliation.
  • An alternative motion (also carried) added a requirement for further reporting on allocation and performance measures for 2023–24.
• Impact: Ensures Council can participate immediately in the VEP while retaining flexibility to fund additional tourism initiatives that deliver value for money and align with community priorities.
• Next steps:
  • Use the $40,000 2023/24 provision to fund base membership and selected buy-in activities.
  • Provide a further report to Council on how the funds are allocated in 2023–24 and measures to assess VEP work (as per the carried alternative motion).

Council added specified unnamed roads to the Public Roads Register and commenced road naming

• Context: Council received requests to add roads to its Register of Public Roads to enable road naming and ensure maintenance responsibilities align with the Road Management Plan.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 21 February 2023.
  • Resolution to include unnamed roads and commence naming:
    1. Unnamed Road Ercildoune (“A” to “B”)
  • Classification: Local Access 2
    2. Unnamed Road Barkly (“A” to “B”)
  • Classification: Local Access 3
    3. Unnamed Road Barkly (“B” to “C”)
  • Classification: Local Access 3
    4. Commence the process of road naming for the newly registered roads.
  • Road lengths and purpose (from the report):
    • Ercildoune road (“A” to “B”): approximately 1,260 metres (access via Crown Allotment 2003, Parish of Ercildoune).
    • Barkly road sections:
      • Section 1 (“A” to “B”): approximately 530 metres (continues to Kara Kara National Park as Barkly Track).
      • Section 2 (“B” to “C”): approximately 560 metres.
• Impact: Enables legal road identification, supports property addressing and emergency service dispatch accuracy, and clarifies maintenance/service expectations based on road class.
• Next steps:
  • Undertake the road naming process for the three registered unnamed road segments.
  • Update property addressing following naming (as naming enables addressing amendments).

Council resolved to continue Avoca River Flats camping and designate two parcels for public camping

• Context: Council considered two petitions received in late 2022 and early 2023 about camping on the Avoca River Flats, alongside prior consultation (2021) and land management responsibilities (DEECA/DEECA-managed crown land vs Council-managed parcels).
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 21 February 2023.
  • Petitions:
    • Petition 1 (received December 2022): 91 signatures requesting DELWP enforcement to stop camping within specified distances and seeking an alternate site; also requested stopping camping at Dundas Street Public Reserve.
    • Petition 2 (received January 2023; additional 30 signatures on 03 February 2023): 763 signatures supporting continued free camping on Avoca River Flats from North Street to Lions Park inclusive.
  • Resolution:
    1. Continues to support camping on the Avoca River Flats, including on land Council actively manages.
    2. Designates two parcels of land directly north of the Pyrenees Highway for public use including camping purposes.
• Impact: Maintains the community’s preferred use of the Avoca River Flats while formalising camping land management for two parcels north of the highway, supporting tourism/recreation and reducing ambiguity about land use.
• Next steps:
  • Implement the designation of the two parcels for public camping use.
  • Ensure camping is regulated to conditions expected by the land manager (noted in the report as aligning with DEECA expectations such as self-contained camping and no grey/black water discharge).
  • Continue monitoring and coordination with relevant land management authorities to mitigate inappropriate usage.

Council adopted the updated 2023 Strategic Risk Register

• Context: Council had bi-annual risk management reporting obligations and reviewed global risk trends and internal risk controls; the Strategic Risk Register is reviewed at least every 12 months.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 21 February 2023.
  • Resolution:
    • Council considered and adopted the updated Strategic Risk Register for 2023.
    • Council also noted global risk trends and VBI (Vested Benefit Index) updates.
  • Register highlights (as described in the report):
    • 1 risk rated Extreme: financial sustainability (reassessed from High to Extreme for 2023).
    • 6 risks rated High, including categories such as:
      • Cyber and Data Insecurity
      • Climate Change and Environment Sustainability (including environmental damage/extreme weather impacts; failure to adapt)
      • Health, Safety & Wellbeing
      • Customer Experience
      • Service Quality
    • 3 risks rated Moderate: Fraud & Corruption; Human Capital/Diversity/Talent Management; Critical and Community Infrastructure.
• Impact: Strengthens governance by ensuring Council’s top risks and mitigation controls are current, improving preparedness for financial, cyber, climate, service quality, and community safety challenges.
• Next steps:
  • Apply the adopted Strategic Risk Register through ongoing monitoring and control actions by the Senior Leadership Team and relevant business units during 2023.
  • Continue regular risk reporting to Council as required under the Local Government performance framework.

Council approved the draft Flood Recovery Plan and scheduled a 3-month status update

• Context: Following the October and November 2022 flood events, Council developed a coordination structure and a draft Flood Recovery Plan to guide ongoing recovery actions and reporting.
• Details:
  • Meeting: Ordinary Meeting of Council, Tuesday 21 February 2023.
  • Flood events referenced: heavy rainfall beginning 6 October 2022, with further rain in November 2022.
  • Resolution:
    • Council approved the draft Flood Recovery Plan.
    • Council scheduled a status update on the Flood Recovery Plan to be brought to Council in 3 months’ time.
  • Recovery planning framework (from the report):
    • A municipal recovery coordination structure and a Flood Recovery Team (four positions) were established.
    • Flood Recovery Team roles: Flood Recovery Coordinator (Jane Bowker), Community Recovery Officer (Tony Grimme), Flood Infrastructure Officer (Kim Whytcross), Administration Officer (Gillian Matthews).
    • Municipal Recovery Coordination Committee (MRCC) to oversee recovery actions; expressions of interest for community members to join were to be advertised in coming weeks.
• Impact: Provides a clear recovery implementation framework for multi-agency coordination, supports community-led recovery, and improves transparency through scheduled progress reporting.
• Next steps:
  • MRCC and Council to implement recovery actions under the approved plan.
  • Provide a Flood Recovery Plan status update at the next scheduled Council meeting approximately 3 months later (from 21 February 2023).

Community Impact

• Residents (Avoca River Flats): Council will continue to support free camping on the Avoca River Flats and formally designate two parcels north of the Pyrenees Highway for public use including camping
• Nearby residents (Avoca): Ongoing monitoring/management of camping activity to mitigate inappropriate practices (e.g., impacts that prompted one petition to request enforcement and restrictions)
• Residents and property owners (Ercildoune): An unnamed road (“A” to “B”) will be added to the public road register as Local Access 2, enabling road naming and subsequent property addressing changes
• Residents and property owners (Barkly area): Unnamed roads (“A” to “B” and “B” to “C”) will be added to the public road register as Local Access 3, enabling road naming while limiting Council’s maintenance obligations
• Residents (whole shire): Rural addressing and road naming project will continue to fix legacy issues (e.g., duplicated/unnamed roads), improving address accuracy for emergency services and service providers
• Flood-affected residents (Avoca, Lexton, Natte Yallock, Beaufort, Amphitheatre): Flood Recovery Plan approved—ongoing recovery actions, including rehabilitation of roads/assets and establishment of a Municipal Recovery Coordination Committee with community input

Other Notable Items

• Public asked for clearer roadside slashing/cutting rules communication ahead of fire season.
• Customer Action Requests update: 441 lodged in January; outstanding requests fell below the 300 target.
• IT Rural Councils Transformation progress: external project resources and systems architecture planning underway.
• Flood recovery: draft Flood Recovery Plan approved; MRCC to include community members and status update in 3 months.
• Avoca Free Camping petition response: council continued support for camping and designated additional parcels for public use.

Tech & Innovation Notes

• Digital services / online platforms

  • Livestreaming of Council meetings and availability of recordings via Council website and YouTube (including an AEMO presentation).
  • Customer Action Request System (CARS) for lodging service requests via Council website and smartphone app “Snap Send Solve”.
  • IT Rural Councils Transformation project to develop and implement updated systems, including financial/revenue management systems and a new customer relationship management (CRM) system (CSRM).

• IT infrastructure / cybersecurity

  • Cyber and Data Insecurity identified as a High risk in the Strategic Risk Register, including mention of ransomware and impacts on IT transformation focus.

• Digital transformation projects

  • IT Rural Councils Transformation: architecture plan, external resource engagement, tender/procurement timeline, and implementation of CSRM and Finance systems across councils.

• Smart city initiatives

  • No explicit smart city initiatives mentioned.

Key Decisions & Outcomes

• Receive Avoca River Free Camping petition and request a future report
• Do not apply for a higher 2023/24 rate cap; commence 2024/25 budget engagement
• Adopt road names: Holding Lane (Glenpatrick) and Davis Court (Snake Valley) for register
• Approve quarterly frontline counter closures (4 hours) in 2023 and each year thereafter
• Note Customer Action Requests update (December 2022) and IT Transformation progress updates
• Note ongoing natural disaster recovery impacts and flood recovery team recruitment

Detailed Descriptions

Receive Avoca River Free Camping petition and request a future report

• Context: Council received a petition supporting continued free camping on the Avoca River Flat area and needs to determine how to deal with it under its Governance Rules.
• Details:
  • Petition addressed to Pyrenees Shire Council, tabled by the Mayor for Council consideration.
  • Petition supports continued free camping on the Avoca River Flat area from North Street to the Lions Park inclusive.
  • Petition contained approximately 500 signatures at the time of preparation (not all pages had been received yet).
  • Council resolution required a response pathway consistent with Pyrenees Shire Council Governance Rules 2022, Section 4.8.3 (no motion on petitions until the next meeting after presentation, except to receive and refer for consideration/report).
• Impact: Provides formal recognition of community sentiment while ensuring Council considers the petition’s merits through an evidence-based future report rather than an immediate decision.
• Next steps:
  • Council receives the petition and requests a report to be presented to a future Council meeting addressing the issues raised.

Do not apply for a higher 2023/24 rate cap; commence 2024/25 budget engagement

• Context: The Victorian Government set the annual rate cap for 2023/24, and Council considered whether to apply to the Essential Services Commission (ESC) for a higher cap.
• Details:
  • ESC guidance requires any higher cap application to be made by 31 March (notification of intent by 31 January).
  • The 2023/24 rate cap is 3.5% (highest since Fair Go Rates began in 2015).
  • Council considered inflation pressures and financial sustainability risks, including:
    • CPI inflation rose 7.3% over 12 months to September 2022 (and forecasts indicated inflation may peak around 7.75% in the December 2022 quarter).
    • Enterprise Agreement expiry 30 June 2023 with likely salary pressure.
    • Ongoing natural disaster impacts on Council-managed roads and culverts.
  • Council determined not to seek a higher cap for 2023/24 because the community is unlikely to support a higher rating level than the 3.5% cap.
• Impact: Maintains affordability expectations for ratepayers in 2023/24, while shifting the focus to longer-term financial sustainability through community engagement for the next budget cycle.
• Next steps:
  • Council will undertake community engagement as part of the 2024/25 budget preparation process in 2023, including discussions on:
    • long-term financial sustainability,
    • rate cap impacts on service delivery,
    • potential future rating increases and acceptable sustainable service levels.
  • Council will also seek an urgent meeting with the Local Government Minister to highlight sustainability challenges.

Adopt road names: Holding Lane (Glenpatrick) and Davis Court (Snake Valley) for register

• Context: Two currently unnamed roads used as shared driveways needed unique names for public safety and to support addresses and inclusion on the Municipal Public Road Register.
• Details:
  • Council adopted road names to enable submission to the Registrar of Geographic Names via the Victorian Edit Service.
  • Road 1:
    • Proposed name: Holding Lane, Glenpatrick
    • Accesses properties: CA 18, 17A and 17 Section 5 Parish of Glenpatrick
  • Road 2:
    • Proposed name: Davis Court, Snake Valley
    • Accesses: CA 26, 33 of Section 15 Parish of Carngham and Lot 1 of PS738609
  • Consultation/notification:
    • Landholders were advised and given a statutory 30-day timeframe to object.
    • No formal objections received; one verbal contact for Holding Lane clarification.
  • Financial note: after Geographic Names approval, Council will incur costs for address changes and signage (including two street blades at T intersections).
• Impact: Improves emergency service locating accuracy, reduces risk of misdirected maintenance, and strengthens service delivery and asset management.
• Next steps:
  • Submit the adopted names to the Registrar of Geographic Names for approval.
  • After approval: install signage, update property addresses, and update Council systems/Vicmap Address; include the roads on Council’s Roads Register.

Approve quarterly frontline counter closures (4 hours) in 2023 and each year thereafter

• Context: Frontline Services staff need quarterly team meetings, but staff attendance during normal hours requires temporary closure of public counters.
• Details:
  • Council approved ongoing practice of closing counters four times per year.
  • Closure scope:
    • Beaufort Council Office reception
    • Beaufort Resource Centre
    • Avoca Information Centre
  • Closure duration: 4 hours each time (counters re-open at 1.00 pm).
  • First 2023 meeting date: Thursday, 16 February 2023 (morning).
  • Telephone support remains available: switchboard service stays open for enquiries and is staffed by staff from other areas.
  • Prior year context: Council previously approved similar closures in 2022.
• Impact: Enables improved frontline team coordination and service consistency, while requiring careful communication to minimise community dissatisfaction.
• Next steps:
  • Provide advance notification to Councillors and the community of future closure dates once training dates are confirmed.
  • Continue quarterly closures in 2023 and each year thereafter, with counters reopening at 1.00 pm.

Note Customer Action Requests update (December 2022) and IT Transformation progress updates

• Context: Council received monthly reporting on customer service requests (CARs) and a progress update on the IT Rural Councils Transformation project.
• Details:
  • Customer Action Requests (CARs) — December 2022:
    • 431 CARs logged in December (35 fewer than November).
    • 229 related to telephone messages.
    • 421 requests closed during the month (including 305 telephone messages).
    • 411 outstanding at month end (increase of 10 from last month), including 46 telephone messages.
    • Outstanding requests were above the target of 300 per month.
    • Key drivers of outstanding non-telephone requests: flood/weather impacts and fire season preparation.
    • Examples by ward (still outstanding at end of December):
      • Avoca: 12 outstanding (7 weather impacts, 3 fire prevention)
      • Beaufort: 25 outstanding (12 weather impacts, 5 fire prevention) plus 4 toilet complaints received over the holiday period
      • DeCameron: 9 outstanding (7 weather impacts, 2 fire prevention)
      • Ercildoune: 18 outstanding (12 weather impacts, 1 fire prevention)
      • Mt Emu: 21 outstanding (12 weather impacts, 7 fire preparation)
    • Responsiveness improvements underway:
      • Manager Customer Experience leading support for updating/closing CARs in-system.
      • Customer interaction data collection started in late December for analysis and improvement.
  • IT Transformation — progress update:
    • Monthly progress updates to Council continue as part of the project.
    • Project is a collaborative effort with Central Goldfields Shire Council (Lead) to implement updated financial/revenue systems and a new customer relationship management (CRM) system.
    • Key items and timelines noted:
      • Governance structure: established (complete).
      • IT architecture plan: due Dec 2022 (complete).
      • External resource engagement:
        • Project Manager and Business Analyst via consultant expertise.
        • Due Feb 2023 (in progress).
        • Funding: $50,000 allocated in Nov 2022; $450,000 subject to external resource appointment; balance due end Jan 2023.
      • Develop project brief/product definition: due May 2023.
      • Tender specifications/tender document: due Jun 2023.
      • Systems implemented (CSRM and Finance systems at two councils): due Jun 2024.
      • Final report/outcomes report approved: due Jun 2025.
    • Shared Services Strategy with Deloitte (Local Government Victoria-appointed) is complete and circulated.
• Impact: Provides transparency on service request performance during disaster recovery pressures, and ensures Council oversight of major systems change that will affect customer and financial management.
• Next steps:
  • Continue monthly CARs and IT Transformation progress reporting to Council.
  • Implement process improvements to raise first-point resolution and reduce backlog over coming months.

Note ongoing natural disaster recovery impacts and flood recovery team recruitment

• Context: October/November 2022 rainfall and flooding continued to affect Council operations into December and was expected to continue into early 2023.
• Details:
  • Event status:
    • Rainfall/flooding slowed in December but long-range forecasts indicated it may continue until February 2023.
    • The emergency event had not yet been declared closed at the time of reporting.
  • Damage scope: widespread impacts to:
    • private and public infrastructure,
    • agriculture properties and crops,
    • animal losses,
    • businesses and private residences,
    • Council-managed roads and culverts.
  • Operational impact:
    • Priority given to event response, slowing progress on non-urgent customer action requests.
  • Flood recovery team recruitment:
    • A dedicated flood recovery team is being recruited.
    • Includes a dedicated officer to coordinate critical infrastructure restoration.
• Impact: Ongoing recovery continues to constrain Business-as-Usual service delivery, increases community expectations pressure, and creates financial risk where reimbursement may not fully cover impacts.
• Next steps:
  • Recruit and onboard the flood recovery team (including the critical infrastructure restoration coordinator).
  • Continue prioritised recovery work while maintaining efforts to close CARs as early as possible.
  • Continue monitoring and reporting impacts through Council updates.

Community Impact

• Residents (Avoca River Flat area): Council will receive a petition supporting continued free camping and will commission a report for a future Council meeting, potentially affecting future camping rules and enforcement
• Ratepayers (Pyrenees Shire): Council will not seek a higher rate cap for 2023/24 (stays at 3.5%) and will instead begin community engagement for potential future rate increases and service impacts
• Residents along unnamed access roads (Glenpatrick): Adoption of the road name “Holding Lane, Glenpatrick” will require address changes and signage, improving emergency access and service delivery
• Residents along unnamed access roads (Snake Valley): Adoption of the road name “Davis Court, Snake Valley” will require address changes and signage, improving emergency access and service delivery
• Beaufort and Avoca service users/visitors: Beaufort Council Office reception and Resource Centre, plus the Avoca Information Centre, will close to the public for four hours (reopening at 1:00pm) four times in 2023 and each year thereafter
• All residents: Ongoing flood/disaster recovery and higher demand for maintenance (e.g., potholes, drainage, fallen trees, fire preparation) may continue to delay resolution of customer action requests due to constrained Council resources

Other Notable Items

• Community member praised rapid CARS responses and raised three issues in the system.
• CARS backlog increased to 411 outstanding, mainly due to flood/weather and fire-prep impacts.
• IT Rural Councils Transformation: external project manager/analyst funding variation expected by Feb 2023.
• Natural disaster recovery ongoing; flood recovery team being recruited as event not yet declared closed.
• Quarterly Frontline Service counter closures planned; first scheduled 16 February 2023.

Tech & Innovation Notes

• Digital services / online platforms

  • Customer Action Request System (CARS) for lodging and tracking service requests.
  • Residents can lodge requests via Council’s website and via smartphone using “Snap Send Solve”.
  • Virtual livestream available for members of the public to view the meeting.

• IT infrastructure / digital transformation

  • IT Rural Councils Transformation project (collaborative with Central Goldfields Shire Council) to implement updated systems for:
    • financial and revenue management
    • a new customer relationship management (CRM) system
  • Mention of implementing CSRM and Finance systems at two councils (project timeline includes system implementation and final reporting).
  • Shared Services Strategy developed with Deloitte (Local Government Victoria transformation funding).

• Customer service enablement (systems/process improvements)

  • Improvements to staff ability to answer calls remotely and continue logging/closing CARs while working at resource centres.

• Cybersecurity

  • No explicit cybersecurity items mentioned.