Council Meeting - Agenda - 22 april 2026

minutes of the Ordinary Meeting of Council held on 25 March 2026, as circulated be taken as read and confirmed. 6.2 MINUTES 25 MARCH 2026 – CLOSED (CONFIDENTIAL) MEETING Minutes of the Closed (Confidential) meeting of Council held on 25 March 2026 be taken as an accurate record and confirmed. Recommended Motion:

minutes of the Closed (Confidential) Meeting of Council held on 25 March 2026, as circulated be taken as read and confirmed. 22 April 2026 6 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 7 DECLARATION OF CONFLICT OF INTEREST Pursuant to Division 2 – Conflict of Interest, of the Local Government Act 2020 general and material conflict of interest must be declared prior to debate on specific items within the agenda; or in writing to the Chief Executive Officer before the meeting. A Councillor who has declared a conflict of interest in respect of a matter must: a) Disclose the conflict of interest in the manner required by the Yarriambiack Shire Council Governance Rules (Chapter 5- Disclosure of Conflict of Interest at Council Meetings). b) Exclude themselves from the decision-making process in relation to that matter, including any discussion or votes on the matter at any Council meeting or delegated committee, and any action in relation to the matter. General conflict of interest is if a relevant person has an interest in a matter if an impartial, fair-minded person would consider that the person’s private interests could result in that person acting in a manner that is contrary to their public duty. a) Private interests mean any direct or indirect interest of a relevant person that does not derive from their public duty and does not include an interest that is only a matter of personal opinion or belief. b) Public duty means the responsibilities and obligations that a relevant person has to members of the public in their role as a relevant person. Material conflict of interest is if a relevant person has an interest in respect of a matter if an affected person would gain a benefit or suffer a loss depending on the outcome of the matter, a) The benefit or loss incurred may be directly or indirectly, OR b) In a pecuniary or non-pecuniary form. Councillors are also encouraged to declare circumstances where there may be a perceived conflict of interest. 7.1 CONFLICT OF INTEREST DECLARED Conflict Declared by Agenda Item Reason - Explanation Tammy Smith 15.8 Councillor The Policy relates directly to the Obligations for CEO CEO’s employment and Councillors Psychological Safety obligations for CEO Psychological Policy Safety. 22 April 2026 7 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 8 BUSINESS ARISING 8.1 BUSINESS ARISING FROM PREVIOUS MINUTES As per ongoing and pending actions list, Item 8.2. 8.2 ONGOING AND PENDING ACTIONS Council Meeting Recommendation Action Action Taken 28 August 2024 Resheet a section of Mellis Road, from This job aims to be completed by 30 Stawell Warracknabeal Road to a June 2026. Item 15.13 property 4.3km to the East. 30 June 2025 Enter into an agreement with the Not yet commenced. Agreement to be Rupanyup Recreation Reserve outlining developed. Item 15.5

funds received from the NBN Tower rental must be utilised towards infrastructure upgrades and/or ground and building maintenance at the Rupanyup Recreation Reserve. 29 October 2025 Provide a report back to Council in 12 Report to be provided in October 2026. months’ time, outlining the progress of Item 15.8 sourcing alternative grants and/or revenue streams to fund the Automated Weather Station maintenance. Report due by 29 October 2026. 26 November 2025 Ensure that sanitary bins are available in Implementation plan being enacted. Council’s public toilets, wherever female Item 14.3 disposal facilities exist. 10 December 2025 Land transfer of land, Wheatlands Lawyer engaged to commence the Agriculture Museum, to the process. Item 15.1 Warracknabeal and District Historical Society. 10 December 2025 Transfer of land, 40 Anderson Street This will occur once funding is secured Warracknabeal, to E2E Growth. to develop the site. Item 15.2 28 January 2026 Sell the former depot sites in Hopetoun Real Estate Agent engaged to known as: commence the sale process. Item 15.4 • 92 Cummings Street, Hopetoun (Lot 9 LP26623, Lot 10 LP26623, and Lot 11 LP26623), comprising a total area of 3,036 square metres; and • 74-76 Cummings Street, Hopetoun (Lot 2 LP147375), comprising a total area of 1,543 square metres. 28 January 2026 Gift 2 Wood Street, Rupanyup to the In progress. Victorian State Emergency Servies Item 15.5 (VICSES). 25 March 2026 Enact the Lease between Yarriambiack CLOSED Shire Council and Brim Sports & Social Item 15.9 Enacted 25 March 2026. Club Inc for the building and land known as Brim Memorial Hall, 28A and 28B Swann Street, Brim. 22 April 2026 8 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 9 PETITIONS No petitions received. 10 MINISTERIAL AND GOVERNMENT CORRESPONDENCE TO COUNCILLORS ONLY Outgoing Date Recipient Details 26/03/2026 The Hon Steve Letter - Support for Urgent Action on Battery Action Dimopoulos MP Incoming Date Sender Details 07/04/2026 The Hon Sonya Kilkenny MP Response letter regarding the EES process 08/04/2026 The Hon Nick Staikos MP Response Letter - Funding Roads and Council Assets 14/04/2026 The Hon Melissa Horne MP Response Letter – Sunshine Regional Crossovers 22 April 2026 9 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 11 SPECIAL COMMITTEES 11.1 AUDIT AND RISK COMMITTEE MEETING SCHEDULE The proposed scheduled meeting program is as follows for the next 12 months for the Audit and Risk Committee: Date Description 11 May 2026 Ordinary Meeting 10 August 2026 Ordinary Meeting 21 September 2026 Special Financial Statements and Performance Report Meeting 22 April 2026 10 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 12 ACTIVITY REPORTS 12.1 MAYOR ACTIVITY REPORT Mayor Andrew McLean (April) Date Activity Location 26/03/26 ACE Radio Interview Horsham VLGA Lunch and Learn: Psychosocial Hazards - 27/03/26 Online The Councils Role as the CEO's Employer 01/04/26 Mayor and CEO Debrief Warracknabeal 08/04/26 Council Forum Warracknabeal 09/04/26 Mayor and CEO Debrief Warracknabeal Meeting with Acting Superintendent of Victoria 09/04/26 Warracknabeal Police* Officially Opened – Hopetoun Recreation 16/04/26 Hopetoun Reserve Netball Sports Lighting Upgrade Project 17/04/26 Mayor, Deputy Mayor and CEO Catch Up Online 17/04/26 Meeting with WIM Resources and Yarriambiack Online Shire Council – Project Update 20/04/26 ANZAC Park Control Group Meeting Warracknabeal 21/04/26 Meeting with CEO and Minister D'Ambrosio* Melbourne *Represent advocacy meetings 22 April 2026 11 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 12.2 COUNCILLOR ACTIVITY REPORTS Deputy Mayor Corinne Heintze – Dunmunkle Ward (April) Date Activity Location VLGA Lunch and Learn: Psychosocial Hazards - The 27/03/26 Online Councils Role as the CEO's Employer 08/04/26 Council Forum Warracknabeal 17/04/26 Mayor, Deputy Mayor and CEO Catch Up Online 17/04/26 Meeting with WIM Resources and Yarriambiack Shire Online Council – Project Update Cr Melinda Keel – Dunmunkle Ward (April) Date Activity Location 08/04/26 Council Forum Warracknabeal Cr Chris Lehmann – Hopetoun Ward (April) Date Activity Location 08/04/26 Council Forum Warracknabeal Cr Karly Kirk – Warracknabeal Ward (April) Date Activity Location 08/04/26 Council Forum Warracknabeal 17/04/26 Meeting with WIM Resources Online Cr Kylie Zanker – Warracknabeal Ward (April) Date Activity Location 04/04/26 MC for the Easter Street Parade Warracknabeal 05/04/26 Easter Sunday Music at the Museum Warracknabeal 08/04/26 Council Forum Warracknabeal 14/04/26 Warracknabeal Action Gorup General Meeting Warracknabeal 20/04/26 ANZAC Park Project Control Group Meeting Warracknabeal 22 April 2026 12 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 12.3 CHIEF EXECUTIVE OFFICER ACTIVITY REPORT Tammy Smith (April) Date Activity Location 25/03/26 Invitation to participate in the Development of the Online Victorian Rail Freight Plan 26/03/26 West Wimmera Health Service Health and Wellbeing Online Grant Discussion 26/03/26 Meeting with Warracknabeal Show Committee to Warracknabeal discuss building works and public amenities 26/03/26 Interview with Curtain University regarding Housing Online study 26/03/26 Rural Councils Victoria Committee Meeting Online 30/03/26 Municipal Association Victoria (MAV) Special CEO Online Briefing Australian Fuel Shortage 31/03/26 Resilient and Cost-Effective Pavements Online Briefing Online 01/04/26 Recycling Victoria Grampians regional Visit and Ararat Roundtable Discussion* 01/04/26 Meeting with Sheep Hills Mechanics Hall Committee Warracknabeal 01/04/26 Mayor and CEO Debrief Warracknabeal 07/04/26 Townscape Meeting Warracknabeal 08/04/26 Council Forum Warracknabeal 09/04/26 Mayor and CEO Debrief Warracknabeal 09/04/26 Meeting with Acting Superintendent of Victoria Police* Warracknabeal 09/04/26 Rural Councils Victoria Executive Meeting Warracknabeal 10/04/26 Governor of Victoria Visit Planning Meeting Online 10/04/26 Wimmera Southern Mallee LLEN Work to School Online Program discussion 10/04/26 Department of Transport and Planning, Planning HUB Online Meeting 13/04/26 Meeting with Victorian Farming Federation* Online 16/04/26 Grampians Wimmera Mallee Tourism Board Pre- Online Briefing 16/04/26 Wimmera Southern Mallee Councils Alliance CEO Horsham meeting 22 April 2026 13 of 67 AGENDA – ORDINARY MEETING OF COUNCIL Tammy Smith (April) 16/04/26 Meeting with Dr Anne Webster and CEO’s of Northwest Online region, Resource Ready Strategy Briefing* 16/04/26 Hopetoun Lighting Upgrade Official Opening – Hopetoun Hopetoun Recreation Reserve 17/04/26 Meeting with WIM Resources and Yarriambiack Shire Online Council – Project Update 20/04/26 MAV Monday Connect – CEO Briefing Online 20/04/26 ANZAC Park Project Control Group Meeting Warracknabeal 21/04/26 Meeting with Department Secretaries DJSIR, DEECA Melbourne and DTP* 21/04/26 Meeting with the Mayor and Minister D’Ambrosio* Melbourne *Represent advocacy meetings 22 April 2026 14 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 13 PUBLIC QUESTIONS Division 8 – Public Question Time (Yarriambiack Shire Council Governance Rules) Community Members (excluding Councillors) may submit a question to Council. Questions must be submitted in writing, stating the name and address of the person submitting the question, on an approved or permitted form by Council. Public Questions for Council – Yarriambiack Shire Council. Questions must be submitted 24 hours prior to a Council Meeting. The questions will be answered at a Council meeting by the Mayor (Chairperson), or if delegated by the Chairperson, the Chief Executive Officer, a Councillor or a nominated Officer. If questions are submitted less than 24 hours before the Council meeting, they will be answered at the meeting where possible, and if no answer can be given, then a written answer will be given to the person as soon as possible after the Council meeting. No person can submit more than two questions at any Council meeting (unless permitted by the Chair – Mayor). The question will not be allowed if: i. relates to a matter outside the duties, functions and powers of Council; ii. is defamatory, indecent, abusive, offensive, irrelevant, trivial or objectionable in language or substance; iii. deals with a subject matter already answered; iv. is aimed at embarrassing a Councillor or an Officer; v. relates to a personnel matter; or vi. contains or refers or relates to Confidential Information. Questions and answers must be as brief as possible, and no discussion is allowed other than for the purpose of clarification. The Name of Person and Question will be read out by either the Mayor or Chief Executive Officer, and the nominated Councillor / Officer is to respond. The party submitting the question need not physically attend the Council Meeting, however if they are not physically present at the part of the meeting allocated for public question time, the Mayor (Chairperson) may determine that a verbal answer will not be provided at the meeting and a written answer will instead be communicated after the meeting. 13.1 QUESTIONS SUBMITTED Name: Town: Question: Respondent: Response: 22 April 2026 15 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 14 COUNCILLOR REPORTS AND NOTICE OF MOTIONS 14.1 MAYORS REPORT I am pleased to report that over the last month there have been several exciting activities occurring throughout our shire. Warracknabeal enjoyed another successful year with Easter in the Beal, featuring a wide variety of events, including the popular street parade that attracted many tourists and visitors. It was wonderful to see people enjoying themselves during the Easter holiday, despite the ongoing fuel difficulties. The region was bustling with activity for Easter, especially thanks to our waterways and silo art, which attracted many visitors. It was a privilege to officially open the Hopetoun Recreation Reserve Netball Sports Lighting Upgrade Project on 16 April. This project was prioritised through local masterplans and strategies to improve inadequate netball court lighting. Led by the Reserve Committee with support from Southern Mallee Thunder Football Netball Club, the project aimed to enhance safety, accessibility, and participation. Council submitted a successful funding application to the 2024–25 Country Football and Netball Program, securing $132,402 from the Victorian Government and $45,000 from the Reserve Committee for a total cost of $177,402. Council managed delivery, which included installing six new 200 LUX LED lighting poles, dimmer controls, and an electrical upgrade to meet Australian standards. The upgraded lighting now offers safer, more inclusive facilities, supports increased participation, and improves match-day experiences for the community. I am delighted to report that the Murtoa Netball and Tennis Court project has been substantially completed, with the Minyip–Murtoa Football Netball Club holding its first training session on the new courts on 09 April 2026. Minor outstanding works remain, including the installation of safety bollards and asphalt works in the car park area, which will be finalised in the near future. We look forward to attending the official opening event which is being planned for May 2026. The Hopetoun Swimming Pool and Changeroom project is taking shape. The changeroom component is under construction and will be completed prior to 30 June 2026. The Swimming Pool Upgrades component is nearing commencement from 20 April 2026 and is expected to be completed prior to the start of the upcoming pool season. We also look forward to works commencing in the coming months at the Minyip Recreation Reserve for the installation of their new netball lighting towers. In matters pertaining to advocacy, the Chief Executive Officer and I are scheduled to meet with Minister D’Ambrosio in Melbourne during the week of 20 April. At the time of preparing this agenda, the meeting had not yet occurred; an update will be provided at the Council meeting. The purpose of this meeting is to address a request from the previous year regarding the financial impacts of environmental effects statement processes on communities and local Councils. Following our involvement in this process, we aim to share key insights, observations, and recommendations for enhancing these procedures for rural communities in the future. Finally, we extend our congratulations to Yarriambiack Shire resident Ryan Milgate for his appointment as President of the Victorian Farmers Federation. Ryan is a dedicated champion for farming, highly regarded throughout both the region and the industry. We wish him every success as he represents and supports a significant part of our community. 22 April 2026 16 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 14.2 MUNICIPAL ASSOCIATION OF VICTORIA – QUARTERLY DELEGATE REPORT Presented by Mayor Andrew McLean Purpose: The purpose of this report is to provide Council with a quarterly summary of the work of the Municipal Association of Victoria for the period of January to March 2026. Recommended Motion That Council: a) Notes the Municipal Association Victoria Delegates Report for the period of January to March 2026. DISC USSION 1. MAV Overview The Municipal Association of Victoria (MAV) is the peak body representing Victoria’s 79 local councils. It plays a central role in supporting, advocating for, and strengthening the local government sector across the state. MAV works to influence other levels of government, coordinate sector-wide priorities, and build council capability to respond to current and emerging challenges. 2. MAV Delegate Engagement The MAV Delegate Engagement Framework ensures delegates are equipped to represent their councils, participate in State Council, contribute to shaping MAV policy directions and have regard for the MAV protocols. Since the appointment of MAV delegates in December 2025, the following delegate engagement events occurred: • MAV Delegate Induction Session This session welcomed Delegates into their role and provided an overview of the MAV including the organisations governance framework, State Council and delegate roles and responsibilities. • MAV Regional Meetings The purpose of MAV bi-annual Regional Meetings is to strengthen collaboration, provide a forum to discuss shared challenges and priorities and to support councils to coordinate advocacy positions through the development of State Council motions. Throughout February, across the 10 MAV regions, 75 of 79 councils were represented with state-wide participation of a total of 182 Mayors, MAV Delegates and CEOs. The Regional Meeting Insights Report provides a snapshot of data thematically grouped to the 10 Strategic Directions from the MAV Strategic Plan. These insights are drawn upon to inform the future work of the MAV. • MAV Delegate Connect Session This session provided a snapshot of Regional Meetings themes and insights, as well as an overview of The Future Is Local: MAV 2026 State Election Campaign. 3. Measuring MAV Progress and Performance • Strategic Plan Implementation MAV’s work is framed by its strategic plan Shaping Our Future (2024–2027), which identifies ten key strategic directions reflecting what matters most to Victorian communities. The plan focuses on enabling councils to create sustainable, resilient futures through evidence based research, strong collaboration, and -sector wide- leadership. It reflects the MAV’s commitment to lead and strengthen councils as 22 April 2026 17 of 67 AGENDA – ORDINARY MEETING OF COUNCIL they navigate emerging challenges and seize opportunities to shape the future for generations to come. To measure progress, MAV supports transparent reporting on strategic actions, 94% of which are either completed or underway with a 93% confidence level for completion at the end of financial year. • Progress of State Council Motions This quarter the MAV introduced the State Council Resolution Dashboard which has been developed to strengthen MAV’s monitoring and reporting of the implementation of State Council resolutions. The Dashboard provides councils with clear visibility of which resolutions have been actioned and which are currently in progress. This dashboard improves visibility of the status of the 144 State Council motions, 33% of which are currently completed and 64% in progress. 4. MAV Advocacy Initiatives • The Future Is Local: MAV 2026 State Election Campaign MAV continues to serve as a key advocate for the sector, evident through the launch of the 2026 State Election Campaign with a clear message to MPs and candidates: The future is local. The time is now. Victorian communities are facing rapid and complex change, and councils are on the frontline of both responding now and preparing for the future. They are first responders in times of crisis; and they are long-term partners in community recovery, resilience, and innovation. Communities are feeling the pressure of climate impacts, rising costs, digital disruption and demographic shifts. And when these pressures intensify, people turn to their local council. Councils are the level of government they experience every day, through footpaths, libraries, maternal and child health services, open spaces, planning decisions, and community programs. The future is local. The time is now. All 79 Victorian councils have come together to identify the five statewide priorities communities say matter most: • Growing Futures: Connected Housing • Local Futures: Safe and Cohesive Communities • Productive Futures: Safer Roads and Local Transport Connections • Regenerative Futures: Community Legacy Benefit Sharing • Transformative Futures: Securing the Future of Local Government These priorities form a blueprint for a stronger, fairer, and more resilient Victoria, with councils ready to work with the next State Government to deliver local solutions to global challenges. The MAV is currently meeting with MP’s and Candidates across Victoria. • MAV in Motion Publication In the January to March quarter the publication, ‘MAV in Motion’, served as a key communication tool providing updates on advocacy actions, strategic initiatives, and sector initiatives across Victoria. This edition informed delegates and members about 13 recent policy submissions, the MAV Annual Report and updates on live advocacy actions. 4. Upcoming State Council State Council is the MAV’s overarching governing body, comprising all appointed delegates from participating member councils. It meets twice each calendar year, to form the policy direction of the MAV, which is set in alignment with the MAV Strategic Plan (2024-2027). State Council will meet on the 29 May 2026 to review and vote upon motions or other items of business proposed by member councils and the MAV Board. 22 April 2026 18 of 67 AGENDA – ORDINARY MEETING OF COUNCIL LEGISLATIVE AND POLICY CONTEXT This report supports the Yarriambiack Shire Council’s Council Plan 2025 – 2029 strategic direction and objective of: • A Council that serves its Community – Advocate for our community, on matters that are important to the entire municipal district. OVERARCHING GOVERNANCE PRINCIPLES This Council report has been prepared in accordance with, and to give effect to, the overarching governance principles articulated in section 9 of the Local Government Act 2020, to the extent practicable. 22 April 2026 19 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 15 REPORTS FOR DECISION 15.1 TREE MANAGEMENT POLICY AND STRATEGY Prepared by Adam Moar, Manager Development and Environmental Services SUMMARY Council engaged LatStudios (Landscape Architects) and TreeLogic (Arborists) to develop a suite of documents and a tree planting program to address key actions from Councils Master Environment Strategy. This report outlines the community consultation undertaken and presents the final documents for adoption by Council. Recommended Motion: That Council: a) Adopts the Tree Management Policy as attached to this Council report; b) Rescinds the Tree Management Policy adopted by Council on 24 August 2022; c) Adopts the Yarriambiack Street and Reserve Tree Strategy; and the Species Listing as attached to this Council report. ATTACHMENTS Attachment: Tree Management Policy Attachment: Yarriambiack Street and Reserves Tree Strategy Attachment: Fin al D raft Sp ecies L isting DISCUSSION On 13 August 2025, the Manager Development and Environmental Services and the Waste and Sustainability Coordinator presented the Yarriambiack Street and Reserves Tree Strategy, Species listing and revised Tree Management Policy to Councillors prior to undertaking community consultation. Council’s Tree Management Policy was developed in 2011 with minimal updates since. In its last update (2022) some procedural sections were added, however no significant changes were made to the policy. LatStudios and TreeLogic have redrafted the Tree Management Policy which outlines how Council will manage trees across the Shire and provides guidance of how we assess aspects like removal, planting and pruning of trees. It also is accompanied by a Tree Management Procedure and Manual (internal operations documents). Furthermore, the Tree Management Policy and the Yarriambiack Street and Reserves Tree Strategy are accompanied by a Species List that outlines recommended tree species for planting throughout the Shire. The selected species are a mix of exotic and native trees, species that are infrastructure friendly, drought tolerant, and suitable for our location. The revision of the Tree Management Policy provides a practical and balanced approach to tree management which seeks to maximise the abundance and health of trees on Council land while ensuring public safety and allowing controlled development. It acknowledges that trees sometimes come into conflict with other elements of the streetscape, particularly hard structures and services, but recognises that all are essential components of a pleasant and functional landscape. The policy attempts to maximise community support for a well treed environment through prudent management of all trees for which Council is responsible. The Yarriambiack Street and Reserves Strategy outlines the value of trees and their importance to the towns of Yarriambiack. It provides guidance on how to establish healthy trees - overcoming the unique climatic, financial and physical constraints of the 22 April 2026 20 of 67 AGENDA – ORDINARY MEETING OF COUNCIL area - and supports appropriate species selection. It also sets a long-term vision for Council-owned and maintained trees across the Shire. As part of the Strategy, a street typology approach was developed to classify common street types in Yarriambiack towns. This allows for practical, implementable guidance on tree planting, even where detailed site assessments are not feasible. On-site assessments were conducted in seven key towns across Yarriambiack to better understand the unique community characteristics and environmental, financial and cultural contexts of the area. These assessments also involved identifying specific areas and individual opportunity sites for increased tree planting. The towns assessed were: • Warracknabeal • Beulah • Hopetoun • Murtoa • Minyip • Woomelang • Rupanyup The identification of specific planting opportunity locations, complemented by the overarching guidance provided through the street typology classification, will effectively support future tree management across Yarriambiack. It is proposed to commence implementing the Strategy in 2026/27 with street plantings in one of the Shires towns. RELEVANT LAW Not applicable. COUNCIL PLANS AND POLICIES Council Plan 2025 – 2029 Priorities Strategic Objectives An Innovative and Diversified • Advocate for continued and enhanced funding to enable Economy strategic investment in our roads, footpaths, and associated assets to support tourism, economic development and social inclusion and connection across our Shire. A Healthy and Inclusive Community • Advocate, prioritise, and invest in infrastructure that supports an accessible, inclusive, and socially connected community to improve liveability. • Promote and support volunteerism throughout our Shire, recognising that collaborative efforts can lead to enhanced outcomes for our communities. A Resilient and Sustainable Natural • Embed climate change action into everything we do with a Environment focus on decreased emissions, heat reduction and emergency management preparedness. • Elevate community education and positive engagement experience as a key priority while performing regulatory functions. A Council that serves its Community • Undertake robust and transparent planning and risk management to ensure our organisation is sustainable now and into the future. • Embed good governance practices into all decision making. • Build trust through engaging with our community, delivering quality services and outcomes. 22 April 2026 21 of 67 AGENDA – ORDINARY MEETING OF COUNCIL Council Plan 2025 – 2029 Priorities Strategic Objectives • Consider a broad base of evidence before making decisions, ensuring value for money and responsive, innovative services and solutions are provided. Policies, Procedures, Guidelines, Plans, Strategies and Frameworks Policy Tree Management Policy Strategy Master Environment Strategy OVERARCHING GOVERNANCE PRINCIPLES This Council report has been prepared in accordance with, and to give effect to, the overarching governance principles articulated in section 9 of the Local Government Act 2020, to the extent practicable. RELATED COUNCIL DECISIONS • 14 December 2011 – Ordinary Council Meeting Minutes – Item 11.5 Tree Policy • 24 August 2022 – Ordinary Council Meeting Minutes – Item 15.2 Tree Management Policy • 11 September 2024 – Ordinary Council Meeting Minutes – Item 8.1 Master Environment Strategy 2024-2034 OPTIONS The Council may opt not to adopt either or both documents. The documents presented for public consultation garnered predominantly favourable responses from stakeholders. SUSTAINABILITY IMPLICATIONS The proposed Tree Management Plan and the Yarriambiack Street and Reserves Tree Strategy have been prepared from the recommendations of Council’s Master Environment Strategy where action 2.7 states ‘Carry out streetscape works targeted at reducing heat impacts in main street districts e.g. create more shaded areas and green spaces.’. The Tree Management Policy outlines how decisions are to be made for the removal, replacement and pruning of trees. The selection and maintenance of Economic trees will minimise the need for replacement into the future and to maintain them in a manner that reduces the risks of branch failures. Tree lined streets could encourage use of footpaths by providing shade during Social the heat of the day. Recommendations from the Street and Reserves Tree Strategy outlines Environmental plantings that will reduce heat impacts in streets within towns and increase shaded areas. Both documents encourage the planting of additional trees within the Shire. The Climate Change documents guide the use of the correct trees to be located in the correct locations to minimise the need to remove and replace inappropriate trees. Planting the right tree in the right location reduces impacts on underground infrastructure and reduces the need for replacement of both the tree and Financial infrastructure. Properly managed trees should result in healthier trees which reduces the chances of branch failures and dropping on to the ground. COMMUNITY ENGAGEMENT The Tree Management Policy and the Yarriambiack Street and Reserves Tree Strategy were placed on public exhibition from mid-February to mid-March 2026 in accordance with Councils Community Engagement Policy and Procedure. A combined survey was available to receive feedback. 22 April 2026 22 of 67 AGENDA – ORDINARY MEETING OF COUNCIL Council received five (5) online submissions with submitters being located in Warracknabeal, Minyip and Woomelang. One (1) written submission was also received. In response to the yes/no questions that were asked, the following responses were received: a) Does the proposed Policy cover the tree management needs of Council managed trees? Yes – 5 responses, No – 1 response b) Will the approach used in the Yarriambiack Street and Reserve Tree Strategy achieve the desired outcomes? Yes – 5 responses, No – 1 response Respondents were also given the option to add additional comments to each question. The following comments were provided to the “no” responses: • That the funds used for the preparation of the plans could have been spent on tree purchasing and planting; • These policies are ‘very nice’ but without the funds both in prioritising and availability they will not be actionable; • The continued diversion of funding to often useless and unneeded so-called facilities and works has to be downgraded – e.g. Substandard unnecessary roadworks • Suggestion for improving the documents: more attention to the essential importance of Shire Affairs Further comment regarding the community consultation were provided: • Yes – Money wasted that could have been diverted to more practical activities • Perhaps the education and implementation in the schools – both – tree planting exercises. Dual purpose – activity. Knowledge and labour. This submission included additional comments not reproduced above, however were on the same theme. In regard to customer requests Council receives approximately 9% of requests related to trees or overgrown vegetation. The Tree Management Policy will guide how Council responds to these requests. The Yarriambiack Street and Reserve Tree Strategy has been designed in a way to allow Council to implement gradually. It will guide the direction of street planting into the future. The whole Shire was considered so that ad hoc planting is reduced and that any planting is a step towards a uniform and coordinated approach to tree management. Having the schools and community groups involved in planting is considered as an important part of the implementation of the strategy. The final question that received comments was: Do you have suggestions for improving the Tree Management Policy or the Yarriambiack Street and Reserve Tree Strategy? • In addition to the many community health and amenity benefits listed in 1.3 The Benefits of Trees in Yarriambiack in the draft ‘Yarriambiack Street and Reserve Tree Strategy’ - natural tree shade also helps protect communities from harmful UV exposure. Over 95% of skin cancers in Australia are due to UV exposure. This is particularly important for Yarriambiack Shire as regional Victorians are 51% more likely to be diagnosed with melanoma than those living in major cities. Shade from trees and vegetation can reduce both direct and indirect UV. Dense tree canopies with minimal sky view can reduce UV by up to 90%, and when combined with surrounding green, low UV reflective surfaces, UV can be further reduced, helping lower skin cancer risk. • "Main St and Church st are definitely the primary focus for renewal of tree Plantings. Existing trees are Dead, Dying or Inappropriate. Council should not shy away from total replacement and expansion. Tree types for these 2 streets, I believe should be 22 April 2026 23 of 67 AGENDA – ORDINARY MEETING OF COUNCIL of a same species throughout. rather than diversified. To create a stately presentation of avenues. • The proposal does not address the failure of VicRoads to honour the agreement to replace the avenue of trees they have destroyed for the length of James Barnes Avenue (Warracknabeal Rd)" • No, looks good. The comments provided will be considered when implementing the strategy. GENDER IMPACT ASSESSMENT Not required for this report RISK Utilising the Risk Management Framework the following assessment has been made: Strategic Risk Description and Action to Mitigate/Reduce Risk Does Action Residual Risk Level maintain or reduce Residual Risk Level Environmental Sustainability Risk The documents for adoption aim to continue the Maintains Residual Risk - Residual Risk Level Medium implementation of the Master Environment Level Strategy. The Strategy should result in additional trees being planted within the Shire. Financial Risk - Residual Risk The policy and strategy should result in trees Maintains Residual Risk Level Medium managed in a manner that promotes the health Level of the tree, which should reduce the number of trees that require replacement and minimises impacts on underground infrastructure. REGIONAL, STATE AND NATIONAL PLANS AND POLICIES Not applicable. CONFLICTS OF INTEREST All officers involved in the preparation of this report have declared that they do not have a conflict of interest in the subject matter of this report. 22 April 2026 24 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 15.2 DERELICT BUILDINGS POLICY AND PROCEDURE Prepared by Adam Moar, Manager Development and Environmental Services SUMMARY The Council has observed an increase in complaints concerning derelict buildings that present safety hazards to the public. To address this, the Derelict Buildings Policy and Procedure document guides Council Officers on how to investigate and take action against landowners responsible for such properties. First adopted in 2022, the document has been reviewed according to Council's established review schedule. The purpose of the policy and procedure remains unchanged and the updates are administrative in nature only. Recommended Motion That Council: a) Adopt the revised Derelict Buildings Policy and Procedure as attached to this Council report; b) Rescind the prior Derelict Building Policy and Procedure adopted on 14 December 2022; and c) Endorse that the Derelict Buildings Policy and Procedure remain as an internal document only and is not published on Council’s website, as it is a confidential document in accordance with section 3 (b) and 3 (d) of the Local Government Act 2020. ATTACHMENTS The attachments are confidential information for the purpose of section 3(1) of the Local G overnm ent Act 2020, specifically s3(1)(b), s3(1)(d). Confidential Attachment: Derelict Buildings Policy and Procedure DISCUSSION The Derelict Buildings Policy and Procedure covers buildings that have been neglected, poorly maintained, damaged by events like storms or fires, or left partially constructed and abandoned. Terms such as ‘run-down’ or ‘dilapidated’ may also apply to these structures. Developed in accordance with relevant sections of the Building Act 1993, the policy sets out responsibilities for Council Officers and the Municipal Building Surveyor. Council actions follow the Building Act and Regulations, and are

subject landowners may be undergoing some form of hardship which has resulted in the nature of the property or the actions taken to trigger the complaints. Enforcement action could consume significant Council Officer time, in addition Financial once it is determined that Court action is required then associated costs will be required to be covered. COMMUNITY ENGAGEMENT Not applicable. GENDER IMPACT ASSESSMENT Not required for this report. RISK Utilising the Risk Management Framework the following assessment has been made: Strategic Risk Description and Action to Mitigate/Reduce Risk Does Action Residual Risk Level maintain or reduce Residual Risk Level Corporate Governance, To take appropriate action as nominated in the Maintains Residual Risk Compliance and Liability Risk - relevant legislation to protect the environment Level Residual Risk Level Low and public safety. Reputational Risk - Residual Risk Taking appropriate action against landowners to Maintains Residual Risk Level Low maintain the amenity and the environment of Level the relevant locality. 22 April 2026 26 of 67 AGENDA – ORDINARY MEETING OF COUNCIL REGIONAL, STATE AND NATIONAL PLANS AND POLICIES Not applicable. CONFLICTS OF INTEREST All officers involved in the preparation of this report have declared that they do not have a conflict of interest in the subject matter of this report. 22 April 2026 27 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 15.3 INAPPROPRIATE USE OF LAND POLICY AND PROCEDURE Prepared by Adam Moar, Manager Development and Environmental Services SUMMARY The Council has experienced an increase in reports regarding improper land use, which may present potential risks to public health and safety. The Inappropriate Use of Land Policy and Procedure provides Council Officers with a structured framework for conducting investigations and enforcing compliance among landowners who do not adhere to legislative requirements. First adopted in 2022, the document has been reviewed according to Council's established review schedule. The purpose of the policy and procedure remains unchanged and all updates have been administrative in nature. Recommended Motion That Council: a) Rescind the previous Inappropriate Use of Land Policy and Procedure adopted on 14 December 2022; b) Adopt the revised Inappropriate Use of Land Policy and Procedure, as attached to this report; and c) Endorse that the Inappropriate Use of Land Policy and Procedure remain as an internal document only and is not published on Council’s website, as it is a confidential document in accordance with section 3 (b) and 3 (d) of the Local Government Act 2020. ATTACHMENTS The attachments are confidential information for the purpose of section 3(1) of the Local Government Act 2020, specifically s3(1)(b), s3(1)(d). Confidential Attachment: Inappropriate Use of Land Policy and Procedure DISCUSSION The Inappropriate Use of Land Policy and Procedure is intended to cover the following issues in relation to the inappropriate use of land: • Building safety and illegal building work; and • Environmental amenity and public health issues including land that is unsightly and land that is dangerous to the health, safety or wellbeing of any person including in relation to the storage of goods, rubbish, living in a caravan, tent or temporary dwelling on land and wastewater management. This policy and procedure address the above issues through the relevant sections of the Building Act and Regulations, Public Health and Wellbeing Act, Environment Protection Act, and the Council’s General Local Law. Actions coming out of this policy will be implemented through the Development and Environmental Services and the Community Health teams. The policy and procedure provide directions for action to be undertaken by Council Officers for issuing notices or orders through to seeking enforcement through the relevant Courts. Court action would not be the preferred option, however in some cases it may be the only option for action on the relevant issues. The policy and procedure have undergone revision as part of the scheduled review process. The intent of the policy remains unchanged, and all amendments are strictly administrative in nature. RELEVANT LAW • Building Act 1993 22 April 2026 28 of 67 AGENDA – ORDINARY MEETING OF COUNCIL • Planning and Environment Act 1987 • Public Health and Wellbeing Act 2008 • General Local Law 2024 • Local Government Act 1989 • Local Government Act 2020 • Environment and Protection Act 2017 COUNCIL PLANS AND POLICIES Council Plan 2025 – 2029 Priorities Strategic Objectives A Council that serves its Community • Undertake robust and transparent planning and risk management to ensure our organisation is sustainable now and into the future. • Embed good governance practices into all decision making. • Consider a broad base of evidence before making decisions, ensuring value for money and responsive, innovative services and solutions are provided. Policies, Procedures, Guidelines, Plans, Strategies and Frameworks Policy Inappropriate Use of Land Policy Risk Management Manual OVERARCHING GOVERNANCE PRINCIPLES This Council report has been prepared in accordance with, and to give effect to, the overarching governance principles articulated in section 9 of the Local Government Act 2020, to the extent practicable. RELATED COUNCIL DECISIONS 14 December 2022 – Closed Council Meeting Minutes – Item 17.1 Derelict Buildings and Inappropriate Use of Land Policy and Procedures OPTIONS That Council does not adopt the revised policy and procedure, and that Councillors stipulate amendments and or changes they wish to see reflected in the policy and procedure. SUSTAINABILITY IMPLICATIONS The policy and procedure had been developed in response to complaints submitted by the public about private properties. The implications for no action on the complaints received is that public safety may be at risk. The additional Social implication for action to be taken on the complaint is that there is the potential

subject landowners may be undergoing some form of hardship which has resulted in the nature of the property or the actions taken to trigger the complaints. Enforcement action could consume significant Council Officer time, in addition Financial once it is determined that Court action is required then associated costs will be required to be covered. COMMUNITY ENGAGEMENT Not applicable. GENDER IMPACT ASSESSMENT Not required for this report. RISK 22 April 2026 29 of 67 AGENDA – ORDINARY MEETING OF COUNCIL Utilising the Risk Management Framework the following assessment has been made: Strategic Risk Description and Action to Mitigate/Reduce Risk Does Action Residual Risk Level maintain or reduce Residual Risk Level Corporate Governance, To take appropriate action as nominated in the Maintains Residual Risk Compliance and Liability Risk - relevant legislation to protect the environment Level Residual Risk Level Low and public safety. Reputational Risk - Residual Risk Taking appropriate action against landowners to Maintains Residual Risk Level Low maintain the amenity and the environment of Level the relevant locality. REGIONAL, STATE AND NATIONAL PLANS AND POLICIES Not applicable. CONFLICTS OF INTEREST All officers involved in the preparation of this report have declared that they do not have a conflict of interest in the subject matter of this report. 22 April 2026 30 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 15.4 LICENCE AGREEMENT FOR THE ELITE CONTENDER GYM Prepared by Jo White, Governance Officer SUMMARY Yarriambiack Shire Council are the land and building owner of the Warracknabeal Leisure Complex located in Anderson Street, Warracknabeal. The current licence holder has held a Commercial Licence with Council for the area known as the Gym since 2021. The current licence holder has sold the Warracknabeal franchise of Elite Contender to the trustees of Elite Contender Warracknabeal Family Trust. A formal and updated Licence Agreement is required to be implemented in line with Council’s Leases and Licencing Policy. The proposed Licence will ensure the continued operation of the Warracknabeal Gym within Council-owned facilities, outlining the rights and responsibilities of both parties. Recommended Motion: That Council: a) Endorse the Licence (as attached) between Yarriambiack Shire Council and The Trustee Elite Contender Warracknabeal Family Trust for the area known as Elite Contender 24/7 Gym, located within the Warracknabeal Leisure Complex, 33 Anderson Street, Warracknabeal; b) Endorse the Licence for a period of seven years in accordance with Councils Leases and Licensing Policy; c) Endorse for the Licence to be a Commercial Licence in accordance with the Leases and Licensing Policy, Schedule 1 – Category C, with a licence fee of $417.88 per month including GST to be increased by the CPI rate on the 01 August of each applicable year of the term of the Licence; d) Endorse the Chief Executive Officer to make any administrative changes required for the Licence to be executed, providing the intent of the Licence is not altered; and e) Endorse the affixing of the Common Seal to the Licence in accordance with Council’s Common Seal and Conduct at Meetings Local Law 2024. ATTACH MENTS Attachment: Licence Agreement - The Trustee Elite Contender Warracknabeal Family Trust Attachment: Maintenance and Servicing Guidelines – Yarriambiack Council Owned Buildings – Elite Contender Link: Fair Access Policy and Action Plan L ink: Leases and Licensing Policy DISCUSSION Background The gym located within the Warracknabeal Leisure Complex has undergone several operational arrangements since the facility opened in the 1990s. For many years, the gym was directly managed by Council, with Stadium Managers employed to oversee day-to-day operations. Prior to the COVID-19 pandemic, Council undertook capital improvements to the gym, including an extension of the gym area and the construction of a separate front entrance. These works enabled the gym to operate independently from the remainder of the Leisure Complex. Concurrently, Council ceased employing a Stadium Manager, creating an opportunity for the gym to be operated by an external provider. This model 22 April 2026 31 of 67 AGENDA – ORDINARY MEETING OF COUNCIL was intended to reduce Council’s operational responsibilities, generate revenue to offset Council expenses, and deliver enhanced benefits to the community. Following these modifications, the gym was licensed to operate under the Elite Contender franchise. Current Licence Arrangement The current licence holder entered into a Commercial Licence with Council in 2021. Despite the challenges presented by the COVID-19 pandemic, the gym has continued to operate successfully over the past five years. The facility provides 24-hour access to the community, maintains a strong and diverse membership base, and caters to both individual users and group activities. The Elite Contender franchise has since expanded, with multiple locations established across Victoria. Proposed Change of Ownership In late February 2026, the current licence holder advised Council that he had sold Elite Contender franchise locations, including Warracknabeal, to The Trustee Elite Contender Warracknabeal Family Trust. Settlement of the sale was initially planned for 18 March 2026. The current licence holder requested that the existing licence be transferred to the new owners to align with the proposed settlement date and sought a letter from Council to support this process. Governance and Compliance Considerations A review of the request identified several issues that prevented the transfer from proceeding as proposed: • Only Council has the authority to endorse either a Transfer of Rights and Obligations under an existing licence or the issue of a new licence. Either option requires presentation at a Council Forum prior to endorsement at a Council Meeting. Due to timing constraints, endorsement could not occur prior to the proposed settlement date of 18 March 2026, nor at the Council Meeting scheduled for 25 March 2026. The earliest available Council Meeting for endorsement was 22 April 2026. • The existing licence document was assessed as non-compliant with Council’s current Leases and Licensing Policy. Notably, the licence did not include an expiry date. At the time of execution in 2021, the standard term for a Commercial Licence was five years, and the agreement had been recorded in the RelianSys system on this basis, with a review due later in 2026. • Since 2021, Council’s licence template has been updated and was prepared by Council’s legal advisers. • In light of the above, the existing licence was deemed unsuitable for transfer. A new licence is required to ensure compliance with Council policy and legal standards. Current Status The proposed licensees have agreed in principle to the draft licence, Council’s Maintenance and Servicing Guidelines for Council-owned buildings, and Council’s Fair Access Policy and Procedure. They have been advised that the commencement date of the new licence will be 22 April 2026, if adopted via Council and have already provided a Certificate of Currency for $20 million public liability insurance. RELEVANT LAW Local Government Act 2020. 22 April 2026 32 of 67 AGENDA – ORDINARY MEETING OF COUNCIL COUNCIL PLANS AND POLICIES Council Plan 2025 – 2029 Priorities Strategic Objectives An Innovative and Diversified • Advocate and support agriculture, economic development and Economy investment in our region A Healthy and Inclusive Community • Develop and/or maintain strong partnerships to deliver high quality services and sustainable infrastructure to enhance the social health and wellbeing outcomes for all our residents. • Advocate, prioritise, and invest in infrastructure that supports an accessible, inclusive, and socially connected community to improve liveability. A Council that serves its Community • Undertake robust and transparent planning and risk management to ensure our organisation is sustainable now and into the future. • Embed good governance practices into all decision making. • Advocate for our community, on matters that are important to the entire municipal district. • Build trust through engaging with our community, delivering quality services and outcomes. • Consider a broad base of evidence before making decisions, ensuring value for money and responsive, innovative services and solutions are provided. Policies, Procedures, Guidelines, Plans, Strategies and Frameworks Policy Leases and Licences Policy Fair Access Policy and Procedure OVERARCHING GOVERNANCE PRINCIPLES This Council report has been prepared in accordance with, and to give effect to, the overarching governance principles articulated in section 9 of the Local Government Act 2020, to the extent practicable. RELATED COUNCIL DECISIONS Not applicable. OPTIONS Council could choose to undertake a public advertisement of the Licence for The Trustee for Elite Contender Warracknabeal Family Trust Licence, however, it should be noted: • Community consultation is not required under Section 115 of the Local Government Act 2020 due to the value of the lease. SUSTAINABILITY IMPLICATIONS The Elite Contender 24/7 Gym is a valued and convenient resource to the local community. Twenty-Four-hour access ensures all community members, Economic regardless of their working hours and/or responsibilities, are able to access the Gym. Having an accessible gym in Warracknabeal enhances and contributes to economic prosperity. The Elite Contender 24/7Gym promotes community engagement by offering a community venue and social interaction. The licence provides stability for Social continued memberships and programs, attracting new members and enhancing the mental and physical well-being of residents. Council benefits from the Commercial Licence in regard to the monthly Licence Financial Fee paid by the Tenant. 22 April 2026 33 of 67 AGENDA – ORDINARY MEETING OF COUNCIL GENDER IMPACT ASSESSMENT Not applicable. RISK Utilising the Risk Management Framework the following assessment has been made: Strategic Risk Description and Action to Mitigate/Reduce Risk Does Action Residual Risk Level maintain or reduce Residual Risk Level Corporate Governance, The Licence enables Council to meet its Reduces Residual Risk Compliance and Liability Risk - corporate governance and compliance Level Residual Risk Level Low obligations and reduces its liability risk. Reputational Risk - Residual Risk The Licence will ensure that Ther Trustee for Reduces Residual Risk Level Low Elite Contender Warracknabeal Family Trust will Level continue to operate and manage the Elite Contender 24/7 Gym avoiding any reputational damage or negative feedback to Council. REGIONAL, STATE AND NATIONAL PLANS AND POLICIES Not applicable. CONFLICTS OF INTEREST All officers involved in the preparation of this report have declared that they do not have a conflict of interest in the subject matter of this report. 22 April 2026 34 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 15.5 LICENCE FOR 95 DYER STREET RUPANYUP WITH RIORDAN FUELS Prepared by Jo White, Governance Officer SUMMARY Since 2016, Riordan Fuels has been responsible for managing and operating a section of land at 95 Dyer Street, Rupanyup as a 24-hour Transtank Refuelling System. The initial nine-year licence term concluded in April 2025. Renewal discussions have taken longer than anticipated due to updated templates and Council requirements. The licence is now ready to be submitted to Councillors for endorsement. Recommended Motion: That Council: a) Endorse the License (as attached) between Yarriambiack Shire Council and United Retail Group Pty Ltd T/A Riordan Fuels for the land known as Part 95 Dyer Street, Rupanyup; b) Endorse the Licence for a period of seven (7) years; c) Endorse for the Licence to be a Commercial licence in accordance with the Leases and Licensing Policy, Schedule 1 – Category C, with an annual rental fee of $3,368.00 + GST with a 3% increase on each anniversary of the Commencement Date; d) Endorse the Chief Executive Officer to make any administrative changes required for the License to be executed, providing the intent of the Licence is not altered; e) Endorse the affixing of the Common Seal to the Licence in accordance with Council’s Common Seal and Conduct at Meetings Local Law 2024. ATTACHMENTS At tachment: Licence Agreement United Retail Group Pty Ltd - 95 Dyer Street Rupanyup The attachments are confidential information for the purpose of section 3(1) of the Local Government Act 2020, specifically s3(1)(a), s3(1)(g). Confidential A ttachment: Market Rate Valuation – Preston Rowe Paterson DISCUS SI ON The or igina l Licence for the Tra nstank Re fu elling s ystem was iss ued in April 20 16 for a term of 9 years. Riordan Fuels have been the operator of the 24-hour unmanned rapid fill fuel outlet for th e duration, providing a reliable and appreciated fuel supply to customers in and around Rupanyup. In June 2025, Council engaged the services of local professional valuers Preston Rowe Paterson to conduct a rental market valuation, facilitating the preparation of a draft License and the commencement of negotiations. Negotiations have experienced some delays due to Riordan’s rejection of the initial License Draft and submission of a Lease draft instead. Council deemed this proposal unsuitable, as the land at 95 Dyer Street is utilised both by Telstra (for the tower) and Council (as a road reserve), as clearly indicated in the Plan of the Licence Area. Typically, a Lease grants exclusive use of the property to a single tenant, which is not feasible in this scenario. Additionally, a minor adjustment was made to the Plan boundary to exclude the area currently used by Telstra. After additional legal review and adjustments, both parties have reached agreement in principle on the attached Licence Agreement draft. 22 April 2026 35 of 67 AGENDA – ORDINARY MEETING OF COUNCIL Council Officers support the current Tenant maintaining the arrangement with United Retail Group Pty Ltd t/as Riordan Fuels for the benefit of the Rupanyup Community. RELEVANT LAW Local Government Act 2020. COUNCIL PLANS AND POLICIES Council Plan 2025 – 2029 Priorities Strategic Objectives An Innovative and Diversified • Advocate and support agriculture, economic development and Economy investment in our region. A Council that serves its Community • Undertake robust and transparent planning and risk management to ensure our organisation is sustainable now and into the future. • Embed good governance practices into all decision making. • Advocate for our community, on matters that are important to the entire municipal district. • Build trust through engaging with our community, delivering quality services and outcomes. • Consider a broad base of evidence before making decisions, ensuring value for money and responsive, innovative services and solutions are provided. Policies, Procedures, Guidelines, Plans, Strategies and Frameworks Policy Leases and Licences Policy OVERARCHING GOVERNANCE PRINCIPLES This Council report has been prepared in accordance with, and to give effect to, the overarching governance principles articulated in section 9 of the Local Government Act 2020, to the extent practicable. RELATED COUNCIL DECISIONS Not applicable. OPTIONS Council could choose to undertake a public advertisement of the United Retail Group Pty Ltd Licence, however, it should be noted: • Community consultation is not required under Section 115 of the Local Government Act 2020 SUSTAINABILITY IMPLICATIONS The Transtank Refuelling System is a valued and convenient resource to the Economic local community. Twenty-Four-hour bulk fuel and large vehicle access keeps business local. Council benefits from the Commercial Licence in regard to the annual income Financial paid by the Tenant. GENDER IMPACT ASSESSMENT Not applicable. 22 April 2026 36 of 67 AGENDA – ORDINARY MEETING OF COUNCIL RISK Utilising the Risk Management Framework the following assessment has been made: Strategic Risk Description and Action to Mitigate/Reduce Risk Does Action Residual Risk Level maintain or reduce Residual Risk Level Corporate Governance, The Licence enables Council to meet its Reduces Residual Risk Compliance and Liability Risk - corporate governance and compliance Level Residual Risk Level Low obligations and reduces its liability risk. Reputational Risk - Residual Risk The Licence will ensure that United Retail Group Reduces Residual Risk Level Low Pty Ltd T/A Riordan Fuels will continue to Level operate and manage the Transtank Refuelling System avoiding any reputational damage or negative feedback to Council. REGIONAL, STATE AND NATIONAL PLANS AND POLICIES Not applicable. CONFLICTS OF INTEREST All officers involved in the preparation of this report have declared that they do not have a conflict of interest in the subject matter of this report. 22 April 2026 37 of 67 AGENDA – ORDINARY MEETING OF COUNCIL 15.6 COMMUNITY SHARE GRANTS PROGRAM POLICY Prepared by Sarah Collins, Manager Community Strengthening and Engagement SUMMARY This report seeks Council endorsement of amendments to the Community Share Grants Program Policy. Changes to the policy relate to recommendations set out in a Victorian Auditor General Office (VAGO) report published in 2022, with a focus on enhancing our governance framework when administering the Share Grant Program. The amendments do not alter the intent, scope, or funding levels of the Community Share Grants Program. Recommended Motion: That Council: a) Rescind the Community Share Grants Program Policy adopted by Council on 25 January 2023; and b) Rescind the Community Share Grants Guidelines adopted by Council on the 25 January 2023 for the: i. Business and Streetscapes, ii. Community Building - Major, iii. Community Building – Minor; and iv. Community Events c) Adopt the revised Community Share Grants Program Policy as attached to this report. d) Adopt the updated Community Share Grant Program Guidelines as attached to this report and authorise the Chief Executive Officer to review and implement future amendments to the Guidelines, provided that such changes remain consistent with the overarching policy objectives. ATTA CHMENTS Attachment: Community Share Grants Program Policy Attachment: Community Share Grant Program Guidelines DISCUSSION In May 2022 VAGO published Fraud Control Over Local Government Grants after undertaking an audit of a select number of Victorian Councils to understand if fraud controls over local government grants are well-designed and operating as intended. In the report, it pointed shortcomings in: • Inconsistency declaring conflicts of interest; • Lack of eligibility and assessment criteria; • Councillors assessing grant applications; • Not documenting funding decisions (including not communicating outcomes to applicants); • Inconsistently applying acquittal processes (including inconsistently documenting acquittal processes); and • Not regularly evaluating grant programs. As a result, recommendations were made to all Victorian councils about strengthening fraud controls and improving their guidance and training for grant-related fraud. In general, Yarriambiack Shire’s Community Share Grants Program Policy performed well against the recommendations, with minor amendments required to strengthen our 22 April 2026 38 of 67 AGENDA – ORDINARY MEETING OF COUNCIL governance, particularly in Conflict of Interest and alignment to Council’s governance frameworks. Additionally, Clearer recordkeeping and training have been implemented as part of this review. Recommendations from the VAGO Report are as follows, and an assessment of Councils performance against these recommendations: Improvements to conflict-of-interest processes While the previous Community Share Grant Program Policy included a section relating conflict of interest (COI), and the evaluation process included documenting Council Officer COI, there was no explicit mention of the Councillor COI expectations. During Council meetings seeking endorsement, Councillors noted any conflicts of interest and followed Council meeting procedures. If several Councillors abstain from voting, there is a risk that a quorum will not be reached and voting cannot proceed, which could prevent grants from being administered. It was decided that the policy should explicitly state how Councillors are removed from the decision-making process and how authority for sign-off is delegated to the Chief Executive Officer. Development of eligibility and assessment criteria: The Council has performed strongly in this space with clearly presented Eligibility Criteria and Scoring Matrix made publicly available. This is further supported by ensuring that scorers access the scoring matrix when assessing applications to ensure a transparent, robust, and trustworthy scoring process. Exclusion of Councillors from assessing and making recommendations on grant applications: As stated in point one, the recommendation is made to remove Councillors from the decision-making process entirely. This has been the process for the 2024/25 and the 2025/26 funding rounds and Councillors have empowered the Chief Executive Officer to have the final approval powers. An Evaluation Report is presented to Councillors that outlines the scoring and evaluation process, declarations of conflict of interest, and recommendation made to the Chief Executive Officer. A Council Paper is presented to Councillors noting the outcome of the funding program for each financial year. This is now explicitly stated in the revised Community Share Grant Program Policy. Verification that all grant recipients use grant funds for their intended purpose: While it is stated in the Community Share Grant Program Policy and the Funding Agreements that those that do not acquit their funds within the stated timeframe are removed from being able to reapply for further funding, there were discrepancies between the length of time applicants are unable to reapply for Share Grant funding. Alignment has been applied and stated that no further funding is available until acquittals are received. Funding Acquittals are also added to RelianSys to ensure they are being captured in a central location, and staff training in this space has occurred to make sure Council is doing their best to receive acquittals. Variations to project scope is also assessed on a case-by-case basis and documented. Evaluate benefits of recurring and non-recurring grants: The Council provides non-recurring grant funding, with funding being a one-time payment for specific, short-term projects or capital items. There are no changes being recommended on this topic. Document all funding decisions in a consistent and structured way within a centralised system to ensure decision-making is transparent: The Council have a robust evaluation process that produces an Evaluation Report at the conclusion of each funding round which is the foundation to decision making for the Chief Executive Officer. The Community Share Grant Program Policy clearly states that the Evaluation Report is to be presented to the Chief Executive Officer to gain acceptance on funding recommendations and is to be presented to Councillors when noting the outcome paper. Outcome letters are sent to all applicants notifying if they have been successful or unsuccessful. Unsuccessful letters include a brief note about why they were unsuccessful 22 April 2026 39 of 67